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HomeMy WebLinkAbout25B - AGMT - INSTRUCTIONAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 1, 2012 TITLE: AGREEMENT WITH RANCHO SANTIAGO COMMUNITY COLLEGE DISTRICT TO PROVIDE INSTRUCTIONAL SERVICES 1 CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 15i Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached agreement with the Rancho Santiago Community College District in the amount of $88,463 to provide instructional services to eligible youth participating in the Seeds to Trees Digital Media Academy, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On July 16, 2012 the City Council awarded $160,000 in Workforce Investment Act (WIA) funds to the Santa Ana Public Library to operate a Youth Training Program. The Library will utilize the funds to continue the "Seeds to Trees Digital Media Technology Academy" program. The Library currently operates the Seeds to Trees Academy, which utilizes the library's Circle of Mentoring model and funds from the IMLS Laura Bush 21St Century Librarian grant to provide training and employment for youth who are interested in entering the library profession. The Digital Media Technology component of the Seeds to Trees program, developed in partnership with the Rancho Santiago Community College District's (RSCCD) Corporate Training Institute (CTI) and Digital Media Center (DMC), is a comprehensive, post secondary program comprised of paid training and work experience in the field of digital media technology. Twenty students, ranging in age from 16-21, will receive approximately six months of hands-on training from the RSCCD's DMC and CTI to develop necessary experience in the digital media field. After completion of the first phase of the program, they will begin five months of on-the-job paid work experience in the Library's web design and CTV-3 video production units. RSCCD will provide skilled instructors and administrative management, curriculum development, as well as the equipment, textbooks and materials required to support the curriculum for a total amount of $88,463. The WIA funds will provide $80,000 with the balance of the contract costs funded through the City's Public Library Fund account. This agreement term will be July 1, 2012 through June 30, 2013. 25B-1 Agreement - RSCCD October 1, 2012 Page 2 FISCAL IMPACT Funds for this agreement are available in the WIB Youth Council account (no. 12318750 69135) and the Public Library Fund account (no. 15211150 69135). APPROVED AS TO FUNDS AND ACCOUNTS: Gerardo Mouet Francisco Gutierrez Executive Director Executive Director Parks, Recreation and Finance & Management Services Agency Community Services Agency Lt cl? Nancy T. Ed rds Interim Exec Wive Director Community Development Agency 25B-2 Contract No. AGREEMENT UNDER THE WORKFORCE INVESTMENT ACT THIS AGREEMENT, dated this day of September, 2012, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ("CITY") and Rancho Santiago Community College District ("CONTRACTOR"). W-I-T-N-E-S-S-E-T-H Recitals: A. CITY has been designated a Local Workforce Investment Area (LWIA) under the Workforce Investment Act of 1998, Public Law 105-220 ("the Act"). B. The State of California has created the LWIA to administer the Act programs operated by the State of California pursuant to the Act. C. As a LWIA, CITY is entitled to receive federal funds to establish programs to prepare economically disadvantaged youths for entry into the labor market and to provide basic skills development to those individuals who are economically disadvantaged or otherwise face serious barriers to succeeding in life. One goal of California's Workforce Investment System is to provide youth with the opportunities to achieve career goals that will allow them to successfully compete in the labor market and prepare them for higher education. D. CONTRACTOR is experienced in operating education, occupational development and employment programs for economically disadvantaged youths for entry into the labor market. CONTRACTOR shall proved work experience internships for twenty (20) students, ages 16- 21, in the field of digital media technology ("said program"). California law. E. CONTRACTOR is willing to operate said program pursuant to the Act and F. Contractor must comply with applicable Federal, State and local legislation, rules and regulations and Contractor must meet enrollment and program goals. WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows: 1. CONTRACTOR'S OBLIGATIONS A. CONTRACTOR agrees to provide the services pursuant to said program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit A" and in the Performance Standards "Exhibit B", attached hereto and by this reference incorporated herein. 25B-3 Page 1 of 15 CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the level of payment to CONTRACTOR otherwise provided for hereinafter. B. CONTRACTOR agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ("participants") in accordance with the standards and requirements set forth in Workforce Investment Act of 1998, Public Law 105-220. C. CONTRACTOR agrees to perform the services set forth herein in a professional, timely and diligent manner. D. CONTRACTOR shall provide wages and benefits to individuals who participate in the activities and services funded by this Agreement ("participants") in accordance with the standards and requirements of the Act, including Section 181 of the Act. E. CONTRACTOR shall adhere to the Labor Standards described in the Act including Section 181 of the Act. F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under the WIA", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR §667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints under the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate a grievance system that incorporates CITY's procedures for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY. G. As a condition of this award of financial assistance under the Act to CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance. H. CONTRACTOR agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act. 1. CONTRACTOR agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of CONTRACTOR'S services or activities, costs or other data, including but not limited to, participants' attendance, payroll records and job duty statements. 25B-4 Page 2 of 15 CITY, the State of California and the United States government and/or their representatives shall have access for purposes of monitoring, auditing and examining of CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR subcontractors, bookkeepers and accountants, and employees and participants related to this Agreement. Such agencies or representatives shall also schedule on-site monitoring in their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. All accounting records and evidence pertaining to all costs of CONTRACTOR and all documents related to this Agreement shall be kept available at the location where CONTRACTOR conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions. J. Without prejudice to any other section of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, CONTRACTOR agrees to submit to CITY, the State of California and/or the United States Government or their representatives, all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs incurred and services rendered hereunder. K. CONTRACTOR agrees to complete in triplicate, a monthly Invoice/Voucher on CITY's Invoice/Voucher form, showing in detail the amount of money already expended by CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation such as cancelled checks, paid bills, payrolls, time and attendance records, contract and subgrant award documents [29 CFR-Subpart C, Section 97.20 (b)(6)]. CONTRACTOR agrees to submit the above-stated documents to the City of Santa Ana, Santa Ana Library, 26 Civic Center Plaza, M-75, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY excess revenues over costs or use such excess revenues as program income by utilizing such program income for additional training activities authorized under the Act. L. CONTRACTOR agrees to expend all funds in accordance with all applicable federal, state and local laws and regulations. CONTRACTOR also agrees to provide at CONTRACTOR'S own expense supplies and other costs of said PROGRAM. 25B-5 Page 3 of 15 M. CONTRACTOR shall arrange independently for an audit that includes WIA funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A- 133, if applicable. CONTRACTOR shall submit one original of each required audit report to CITY within (30) days after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend additional grant funds. N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity. 0. CONTRACTOR shall comply with the provisions of Circular A-102 of the U.S. Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Government", Subpart C, paragraphs 37 and 42, Circular A-128, and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97. P. CONTRACTOR shall comply with the requirements of federal regulations found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. Q. CONTRACTOR agrees to provide a drug-free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by this reference. R. CONTRACTOR, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD). S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and the federal regulations, including but not limited to the regulations found at 20 CFR part 629. T. CONTRACTOR agrees to that it is in compliance with the Certification Regarding Debarment ("Exhibit F") as required by the regulations implementing Executive Order 25B-6 Page 4 of 15 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). U. CONTRACTOR agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008. II. CITY'S OBLIGATIONS A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $80,000 of WIA funds for CONTRACTOR'S performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as provided hereinabove. B. The total amount of the Agreement with CONTRACTOR for the Program shall not exceed $88,463. The CITY'S Public Library Fund account shall fund the gap amount of $8,463, as further reflected in the Budget. C. CONTRACTOR has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase. D. CITY agrees to provide for on-site monitoring reviews of said program operation at least twice annually. In addition, monthly desk-top reviews of pertinent information will be conducted. E. CITY has the right to de-obligate the funds hereunder and take such funding back from CONTRACTOR due to any of the following reasons: (a) lack of performance by CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available funding. III. TIME PERIOD OF AGREEMENT This Agreement shall commence as of July 1St 2012, and all duties arising under this Agreement shall have been performed by June 30, 2013. The term of this Agreement may be extended by a writing executed by the Executive Director for the Community Development Agency and the City Attorney. IV. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by 25B-7 Page 5 of 15 Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. V. WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS A. CONTRACTOR shall use appropriate funds received from CITY to provide workers' compensation to all those hired by CONTRACTOR under this Agreement. B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer. VI. APPLICABLE GUIDELINES A. The parties hereto agree that CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Standards (Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the terms of this Agreement. Said applicable laws are hereby incorporated by reference and made as part of this Agreement as though fully set forth herein. B. CONTRACTOR also assures and certifies that: 1. CONTRACTOR acknowledges and confirms that the U.S. Department of Labor has established three (3) common measures for youth: (a) Placement in employment or education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. With regard to the Summer Youth Program, the only measure is "Work Readiness". Pending WIA reauthorization and or U.S. Department of Labor and EDD updates, CONTRACTOR agrees to implement and shall meet any additional performance measures that may be subsequently required by the Workforce Investment Act or by any other Federal, State, and local law. 2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83-354) and in accordance with Title VII of the Act, no person shall, on the grounds of race, color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 3. CONTRACTOR shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement. 4. CONTRACTOR shall comply with the requirements that no program under the Act shall involve political activities. 25B-8 Page 6 of 15 5. RECORD INSPECTION. CONTRACTOR shall provide the U.S. Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three-year period from and after the effective date of this Agreement. 6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs. 7. CONTRACTOR shall maintain appropriate standards for health and safety in work and training situations. 8. CONTRACTOR shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein. 9. EQUAL OPPORTUNITY. Any literature distributed by CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity employer/program" and that "auxiliary aids and services are available upon request to individuals with disabilities." 10. Based on the population eligible to be served, or likely to be directly affected by the WIA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity. Pursuant to 29 CFR 37.35, the Contractor must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English. 11. CONTRACTOR certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of in accordance with the direction of the CITY. In addition, any tools and/or equipment furnished to the CONTRACTOR by the CITY and/or purchased by the CONTRACTOR with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and/or CITY. Upon termination of this Agreement, CONTRACTOR will immediately return such tools and/or equipment to the CITY or dispose of them in accordance with the direction of the CITY. 12. CONTRACTOR certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state. 13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The CONTRACTOR will disclose to the CITY any invention, written product, computer program 25B-9 Page 7 of 15 developed or data assembled as a result of performance of work under this Agreement within seventy four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will transfer all pertinent information, specifications and right, title and interest to the designated agency. 14. INVENTIONS, PATENTS AND COPYRIGHTS. A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery. The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889). B. Copyright Policy. 1. Unless otherwise provided in the terms of the grant or agreement, when copyright- able material is developed in the course of or under a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty-free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material. 2. The DOL reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) The copyright in any work developed under any grant, sub-grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29 CFR Part 97.34. C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement. 15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and Environmental Protection Agency ("EPA") regulations (40 CFR Part 15) as any may now exist or be hereafter amended. Under these laws and regulations, the CONTRACTOR assures that: (a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities; (b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be 25B-10 Page 8 of 15 utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; (c) It will notify the CITY and the EPA about any known violation of the above laws and regulations. C. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT: 1. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain. 2. Employment of Former State or CITY Employ. CONTRACTOR will ensure that any of its employees who were formerly employed by the State of California or CITY, in a position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two years following the termination of such employment. 3. Conducting Business Involving Relatives. No relative by blood, adoption or marriage of any executive or employee of CONTRACTOR will receive favorable treatment when considered for enrollment in programs provided by, or employment with, CONTRACTOR. 4. Conducting Business Involving Close personal Friends and Associates. Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for CONTRACTOR to conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected official in the area or a voting or non-voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained. 5. Avoidance of Conflict of Economic Interest. No executive or employee of CONTRACTOR, elected official in the area, or voting or non-voting member of a WIB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased with Agreement funds will be used solely for purposes asserted or allowed under this Agreement. No voting member of the WIB will cast a vote on the provision of services or vote on any matter which would provide direct financial benefit to that member or any business or organization which the member directly represents. 6. Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109-149, Section 7013. 25B-11 Page 9 of 15 VII. HOLD HARMLESS A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its employees or subcontractors. B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of CONTRACTOR, its employees or subcontractors. C. Both parties to this Agreement shall agree to defend, indemnify, and hold harmless the other party, its officers, agents, employees, and volunteers, from and against all loss, cost, and expense arising out of any liability or claim of liability, sustained or claimed to have been sustained, arising out of activities, or the performance or nonperformance of obligations under this Agreement, of the indemnifying party, or those of any of its officers, agents, employees, or volunteers. The provisions of this Article do not apply to any damage or losses caused solely by the negligence of the non-indemnifying party or any of its agents or employees. VIII. INSURANCE 1. Commercial General Liability. CONTRACTOR agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial public liability insurance insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence. Said policy of comprehensive public liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional Insured; and state that such coverage is primary to any other coverage or self-insurance of the State of California and CITY (in substantially the form as Exhibit I, Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self-insurance. 2. Automobile Liability Coverage. CONTRACTOR shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with a $1,000,000 limit unless reduced by CITY, which applies to both owned/leased and non-owned automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or, in the event that CITY will not utilize such owned/leased automobiles but intends to require employees, participants or other agents to utilize their own automobiles in the performance of this 25B-12 Page 10 of 15 Agreement, CONTRACTOR shall secure and maintain on file from all such employees, participants, or agents as self-certification of automobile insurance coverage. Governmental entities may substitute a certificate of self-insurance. 3. Workers' Compensation. If CONTRACTOR is an "employer", as set forth in California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to California Labor Code Section 3350, et seq. 4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self-insurance. 5. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. CONTRACTOR understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY. IX. CORPORATE STATUS All corporate CONTRACTORS shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in corporate status or suspension shall be reported immediately to CITY. X. ASSIGNABILITY None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. XI. LAWS GOVERNING THIS AGREEMENT In its performance under this Agreement, CONTRACTOR shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement: 1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 20 C.F.R. Parts 652 and 660 through 671. 25B-13 Page 11 of 15 2. All applicable State statutes, regulations, policies, procedures and directives; 3. All applicable CITY policies, procedures and directives; 4. All applicable local ordinances and requirements, including use permits and licensing; 5. Court orders applicable to its operation; and, 6. The terms and conditions of this Agreement. If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon terminate this Agreement, if necessary. XII. EXCLUSIVITY AND AMENDMENT OF AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. XIII. FRAUD CONTRACTOR shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this Agreement. XIV. CONTINGENCY OF FUNDS CONTRACTOR acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY. If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and/or reimbursement of costs incurred hereunder. XV. TERMINATION A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant. 25B-1 4 Page 12 of 15 B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance. XVI. DISPUTES Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from CONTRACTOR written request to appeal said decision. Procedures governing the appeal shall be prescribed by CITY and/or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision unless the dispute involves a change order. XVII. BREACH - SANCTIONS If, through any cause, CONTRACTOR violates any of the terms and conditions of this Agreement, and/or prior agreements whereby grant funds were received by CONTRACTOR pursuant to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes disallowances, CONTRACTOR shall promptly remedy its acts or omissions and/or repay CITY all amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as CONTRACTOR fulfills its obligations or remedies all violations of this agreement or prior agreements; and/or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice CONTRACTOR has failed to repay same or a repayment schedule has not been made; and/or (3) terminate this Agreement by giving written notice to CONTRACTOR of such termination in accordance the notice provision in Paragraph XVIII herein below. XVIII. NOTICES All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows: 25B-15 Page 13 of 15 CITY: City of Santa Ana Executive Director of Parks, Recreation & Community Services 26 Civic Center Plaza (M-75) Santa Ana, CA 92702 and, CLERK: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Telefacsimile (714) 647-6956 CONTRACTOR: Rancho Santiago Community College District Corporate Training Institute 2323 N. Broadway, Suite 328 Santa Ana, CA 92706-1640 ATTN: Ruth Cossio-Muniz XIX. MERGER This Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terms and conditions other than as stated herein. XX. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. XXI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25B-16 Page 14 of 15 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above-written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho City Attorney BY: Lisa E. Storck Assistant City Attorney RECOMMENDED FOR APPROVAL: Gerardo Mouet, Exec. Director Parks, Recreation & Community Services CITY OF SANTA ANA, a municipal corporation of the State of California "CITY" By: Paul Walters City Manager "CONTRACTOR" BY: Peter J. Hardash Vice Chancellor of Business Operations Fiscal Service 25B-17 Page 15 of 15 25B-18 Attachment A (Cover Page) PROPOSER APPLICATION Agency Legal Name City of Santa Ana Parks, Recreation & Community Services Agency DBA Santa Ana Public Ubrary Program Name Seeds To Trees Digital Media Technology Academy Agency Address 26 Civic Center Plaza, M-75, Santa Ana, Ca 92702 Contact Person & Title Cheryl A. Eberly, Principal Librarian Email ceberly@santa-ana.org Telephone # 714-647-5288 Fax # 714-647-6913 Federal ID Number 95-6000785 AGENCY STATUS Public Non-Profit Co ration Private Non-Profit 100+ Private for Profit Government X Other Years in Operation? PRIMARY FUNDING SOURCES Funding Source WIA Santa Ana General Fund CDBG Laura Bush Grant Time Warner Franchise Amount $160,000.00 $145,470.00 $20,767.00 $71,435.00 $25,132.00 HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours 10 am-9 pm 10 am-9pm 10 am-9 pm 10 am-9pm 10 am-6pm 10 am-6pm MY ORGANIZATION WILL OFFER THE FOLLOWING WIA ELEMENTS FOR YOUTH: Tutoring, study skills, training, and instruction, leading to completion of secondary school, including dropout prevention strategies x Alternative secondary school services, as appropriate Summer employment opportunities that are directly linked to academic and occupational learning Paid and unpaid work experience, including internships and job shadowing X Occupational skill training, as appropriate, or paid OJT X Leadership development opportunities, which may include community service and peer centered activities encouraging responsibilities and other positive social behaviors during non-school hours X Supportive Services X Adult Mentoring for the period of participation and a subsequent period, not less than 12 months X Follow-up services for minimum of 12 months after the completion of participation X Comprehensive guidance and counseling, may include druglalcohol abuse counseling X TARGET POPULATION Older Youth 20 Younger Youth Out-of-School 8 in-School 12 # of Youth to be Served in 2012/2013 20 Total WIA Funds Requested $160,000.00 In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named above. Signature Director Parks and Title Recreation Services Date 3/5/2012 Exhibit A 25B-19 REQUESTS FOR PROPOSALS (RFP) FOR YOUTH PROGRAM OPERATORS PROGRAM YEAR 2012/2013 SEEDS TO TREES: DIGITAL MEDIA TECHNOLOGY ACADEMY SANTA ANA PUBLIC LIBRARY In Partnership With RANCHO SANTIAGO COMMUNITY COLLEGE DISTRICT Exhibit A 25B-20 I.PROPOSAL NARRATIVE A. Executive Summary The "Seeds to Trees Digital Media Technology Academy" program developed by the Santa Ana Public Library in partnership with the Rancho Santiago Community College District's (RSCCD) Corporate Training Institute (CTI) and Digital Media Center (DMI) will provide training and work experience in various fields of digital media technology for 20 youth ages 16-21 (please refer to Attachment #1 for an MOU of the partnership). Of these 20 WIA eligible student interns, 8 youth (40%) will be "Out-Of-School Youth" (ages 16-21) and 12 youth (60%) will be "In-School Youth" (ages 16-21). A minimum of 3 youth (15%) will be either probation youth, youth in foster care or youth with disabilities. The Santa Ana Public Library currently is in the end of the third quarter of our 2011-2012 Youth WIA "Seeds to Trees Digital Media Technology" program. Thus far the program has been a success with 100 percent of participant enrollment achievement in the first quarter and 100 percent participant Digital Media Pre-Production certification in the beginning of the third quarter, as well as posting educational, and employment gains achieved by program participants ( please refer to attachment #4 for a program progress report). In a recent program participant survey, 100 percent reported an increase in work experience skills, 70 percent reported academic improvement since enrollment, and 70 percent reported that they were strongly interested in pursuing a career in digital media (attachment #5 Survey results). The 2012-2013 Seeds to Trees Program hopes to continue this successful program, which utilizes the library's Circle of Mentoring model and funds from the IMLS Laura Bush 21' Century Librarian grant to provide a tiered program of instruction, mentoring and employment for youth with the aim of introducing them to and training them in the digital media skills essential to the library profession as well as other professions. The keystone of the WIA program is that it provides training in all aspects of video production and a hands-on opportunity to produce video content for the city's CTV-3 channel. In addition to the current WIA and Laura bush projects, the Santa Ana Public Library has extensive programming for teens and young adults which is supportive of WIA goals. The program will provide participants with WIA Elements 1 and 4 through 10. The program will offer students occupational skill training in digital media technology through the Rancho Santiago Community College and its Corporate Training Institute (CTI) Program (5), as well as paid work experience producing videos for the city's CTV-3 channel and design/content for various agency and affiliate web sites (4). During their work experience, the teens will operate in teams, where the need for teamwork will help them to develop an understanding of the importance of responsible behavior and an opportunity to display leadership (6). During the entire learning and working period, youth will be mentored and supported by adults and responsible young adults from the library and the College District (8), and provided with the educational materials and equipment required to successfully complete the program (7). Youth will also receive tutoring, study skills training, and instruction on a one-on- one basis to put them on a path towards secondary school completion, or GED attainment (1). A licensed Masters in Social Work intern (MSW) skilled in a variety of fields, including addiction and family counseling, will be available to students as needed (10). It is planned for all 20 interns to obtain a Digital Video Preproduction Certificate by the end of the 18th week and a Digital Media Technician Certificate by the end of the 28`h week of their training and education program from the RCSSD Digital Media Center and . Sixteen (80%) of the most promising students will then graduate to a more intensive apprenticeship program of training that will result in an advanced certificate, and will be eligible to participate in the paid work experience element of the program at the Santa Ana Public Library. During the entire program, classes in basic academic skills will be conducted by program staff for students with educational deficiencies. These program elements will insure that students graduate from the program satisfying WIA performance goals, and better prepared for an effective working life. Of the 20 youth the program will enroll, it is anticipated that 13 youth (65%) will enter post-secondary education and/or employment, 12 youth (61 %) will attain RSCCD accredited certifications in Digital Media Technology, and 8 (40%) of youth will attain an increase in literacy/numeracy proficiency rates. Exhibit A 25B-21 The program aims to provide participants services in the following areas: Work Experience, Vocational Training and Certification in Digital Media Technology, educational support, civic engagement and leadership development, entrepreneurship training, life skills development, college skills development, job search training, mentorship, and follow-up services. Classes will be conducted by qualified teaching staff from Rancho Santiago Community College, and will be supplemented by workshops in academic and life skills development conducted by library and project staff. Work experience will occur as appropriate: in the library, in the digital Media Center, and in the field, as interns complete projects that explore and document the needs of their community. The amount requested to provide these services is $168,545.00 B.Pro¢ram Description The "Seeds to Trees Digital Media Technology Academy" program developed by the Santa Ana Public Library in partnership with the Rancho Santiago Community College District's (RSCCD) Corporate Training Institute (CTI) program is a free comprehensive apprenticeship program comprised of paid training and work- experience student internships for 20 youth ages 16-21 leading to certifications in the fields of digital media technology. Of these 20 WIA eligible student interns, 8 youth (40%) will be "Out-Of-School Youth" (ages 16- 21) and 12 youth (80%) will be "In-School Youth" (ages 16-21). This program will promote the Santa Ana Youth Council's (SAYC) vision for Santa Ana Youth by creatively addressing each one of the major target areas in the SAYC's vision. Having identified the need for community savvy digital content producers, the Santa Ana Public Library and RSCCD will provide an opportunity for youth participants to learn valuable job skills while contributing to their community's knowledge of youth related issues. While the program has a certain amount of structured content creation, the students themselves will be given a large amount of opportunity to voice their own unique perspective on the issues facing Santa Ana youth. By tapping into this creative partnership between the SAPL and the RSCCD, both institutions will increase their capacity to serve youth patrons. Advances in information technology have inundated the lives of millions with a vast amount of media. User generated content has fast become a source of news, entertainment, and artistic expression for an entire generation of web savvy individuals. As e-commerce continues to grow at faster rates than the rest of the economy, the ability to express one's insights with multimedia presentations has become an increasingly marketable skill. Those individuals with the proper training and knowledge of digital creation tools will be in a prime position to excel in a 218' century economy. Many of our local youth are already naturally web savvy and are open to the idea that they could one day follow a career in digital content creation. In this way, the digital media academy taps into a youth's desire for self expression and teaches valuable work skills in the process. The program aims to provide participants services in the following areas: Work Experience, Vocational Training and Certification in Digital Media Technology, educational support, civic engagement and leadership development, entrepreneurship training, life skills development, college skills development, job search training, mentorship, follow-up services. Work Experience (Santa Ana Public Library): Upon WIA eligibility determination and acceptance into the "Seeds to Trees Digital Media Technology Academy", all 20 youth participants will be hired as work experience employees (WEX) for a period of 9 weeks. Participants will work 8 hours a week, and of that 4 hours will be in-class training and the other 4 hours will be on-the job work experience as production crews responsible for creating content and programming that will be broadcasted on Santa Ana's library-run CTV3 station and website. After the initial 9 week WEX experience, all 20 participants will be hired on as paid library page student interns with the Laura Bush grant program and will be put on the payroll of the Parks and Recreation Department of which the Santa Ana Public Library is a division. Participants will work 9 hours a week, and of that 4 hours will be in-class training and the other 5 hours will be on-the job work experience as production crews. They will focus primarily of producing health and fitness related programming and pre- production research and development on other programming topics such as "Green Living", history and news. The work-experience occurs concurrently with the class-room training in a project-based learning approach, because it gives interns an opportunity to immediately put their in-class skills to work. This portion of the work Exhibit A 25B-22 experience will run for approximately 20 weeks and will culminate in successful interns receiving a Digital Media Technology Pre-Production and Digital Media Technician certificate. Upon completion of their Digital Media Technology certification requirements, 16 student interns will be given the opportunity to continue their work-experience in the form of employment in 12 hours per week Digital Media Technology Apprenticeships. As apprentices they will continue to enhance their production skills and will work on developing and producing additional television programming on green living, nature, history, current events, literacy, music, arts and sciences, along additional health and fitness programs (please refer to attachment #6 for projected program topics and shows). The apprenticeship will be a 12 week program and upon successful completion of designated program goals, which will be outlined in the program timeline section of this narrative, participants will receive a Digital Media Technology Apprentice certificate from RSCCD Corporate Training Institute. As part of their paid work experience, all participants will blog weekly about their internship experiences and progress in a "Seeds to Trees Academy" website (http://Nv,.Yw.seedstotreesacademy.co mn and will upload their digital media creations in a "Seeds to Trees Spotlight" blogsite (httu'//www.seedstotreesshotli t.com/). Interns will also upload their videos on our "Santa Ana Public Library" YouTube channel (http:/*v-4•w.youtube.com/user/SantaAnaLibrary) , and join our agency Facebook page (htlp://www.facebook.com/SantaAnaPRCSA). Vocational Training and Certification in Digital Media Technology (RSCCD-CTI/DMC): Student interns will receive introductory and intermediate level training in the following areas: 1) Video Production, 2) Graphic Design, 3) Digital Music Production, 4) Web Design, 5) Script-writing and 6) Marketing (refer to attachment #7A for a curriculum syllabus). Interns will attend these digital media technology classes for 4 hours a week for 18 weeks. The successful completion of this portion of the in-class training and concurrent on-the-job training will result in RSCCD-CTI awarding interns certificates in Digital Media Technology Pre-Production. Student interns then will be able to specialize and receive additional training in Web Design, Video Production, or Digital Music Video Production. Interns will attend these specialty training sessions for 4 hours a week for 10 weeks. The successful completion of this portion of the in-class and on-the job training will culminate in RSCCD-CTI awarding interns certificates in their respective Digital Media Technology specialties. Student interns who continue to work as Apprentices will receive instruction in marketing and be required to attend a two- hour per week, two month long intensive marketing course towards the end of their apprenticeship in order to receive their Digital Media Technology Apprentice certification from RSCCD Corporate Training Institute. During the course of their coursework all interns will also develop a personalized Digital Media Portfolio that they can utilize when applying for jobs, to colleges, and in advertizing their skills if they choose to pursue a freelance career (see attachment #7B for certificate requirement checklist). Educational Support (Santa Ana Public Library): The Santa Ana Public Library currently runs an after- school tutoring program in its Central Library and Newhope Learning Centers as well as in its Central library and Jerome TeenSpace programs. At TeenSpace the mission is to increase the scholastic skills of our patrons in an effort to turn them into the conscientious citizens that our community so badly needs. We foster the development of critical thinking skills through our various academic programs, which include Reading Buddy, a weekend class that pairs elementary students with teen mentors, and the GED Completion program, which helps high school dropouts prepare for the GED examination and sometimes reroutes them into a non-traditional diploma-granting programs (attachment #8). We increase fluency, reading comprehension, vocabulary development, and the overall love for reading by employing culturally relevant pedagogical techniques and active teaching strategies to scaffold for all of our students. A research-based program called Read Naturally is used to identify the shortcomings of our students before we design a custom program for their success. Similarly, our mathematics tutoring program is tailor made to meet the specific needs of students in a one-on- one fashion. Our highly trained senior tutors are capable of bolstering students' numeracy skills in the areas of algebra, geometry, statistics, calculus, and more. Additionally, Senior Tutor/mentors utilize TeenSpace math and English computer software applications as a creative strategy to assist their students in increasing their literacy and numeracy gains All WIA participants will have access to these tutoring services. Prior to acceptance into the program, all WIA enrolled youth will take a TABE test to assess their levels of basic skills. All enrolled youth who are basic skills deficient will be assigned a TeenSpace Senior Tutor/mentor who will Exhibit A 25B-23 schedule time to tutor them on a daily or weekly one-on-one basis to help increase their basic skill level to the 9`h grade level. Students who are not basic skills deficient will also have access to one-on-one hands-on tutoring, primarily in English (as this is what is most needed in the production field) with the goal of increasing the grade levels of their English abilities. Tutoring help will be provided to in-school youth who are in 12`h grade to help them to complete their high school diplomas. Out of school youth who do not possess a high school diploma must enroll in the library GED completion program in order to receive additional assistance in order to complete their GED. Civic Engagement and Leadership Development (Santa Ana Public Library): All student interns will spend a portion of their on-the-job work time assisting TeenSpace staff in one of our "Buddy" programs. As part of the "Buddy " program, student interns will be given the opportunity to learn to mentor and serve as role models to younger children (4-11) in a variety of our ongoing "Buddy" programs such as "Reading Buddy", "Math Buddy", "Art Buddy", "Sports Buddy", "Healthy Buddy", "Garden Buddy", "Acting Buddy" and "Science Buddy ". All interns will have the opportunity to join the Teen Library Club volunteer program, and participate in the Club's many community and library volunteer service projects, such as the Santiago Creek Clean-ups, OC Marathon Clean-ups, Heritage House Gala Fundraisers, Autism Walk, Library Halloween Haunted House, Santa's Corner, and Library Book Sales. Interns will also have the opportunity to develop their leadership skills at a Teen Library Club Youth Leadership Institute that will be held in January 2012. The Youth Leadership Institute will be a one-week event culminating in weekend over-night stay at the library. They will further fine tune their leadership skills when they attend TeenSpace "Public Speaking" workshops. Entrepreneurship: All student interns will receive instruction in the basics of marketing strategies during the course of the in-class training. Participants in the Digital Media Apprenticeship Program will be enrolled in an advance marketing course in order to learn how to promote themselves and gain important skills to build their own digital media freelancing work career. Interns will also be taken on a fieldtrip to a Public Relations firm as part of their marketing coursework. In addition to this, all student interns will attend several workshops put on by the RSCCD Youth Entrepreneurship Program (YEP) at the Santa Ana Public Library as part of their on-the job work experience. Upon exiting the program all participants will be able to enroll in the YEP program to further gain training and development in building their own digital media freelancing business. (Please refer to attachment #9) Mentorship: Mentorship has always been a cornerstone of the Santa Ana Public Library's Teen (12- 18) and Young Adult (18-24) programming, and thus it will be a cornerstone of the "Seeds to Trees Academy" program as well. All program participants will be assigned a Tutor Mentor, who they will meet with on a weekly basis as part of their on-the job training. They will discuss the progress of their vocational and on-the job training as well as any additional educational, tutoring or support service needs that they may have. Tutor Mentors, will provide the necessary resources to meet their mentces needs (please see attachment #10 for a list of resources). Tutor Mentors will also schedule their mentees' tutoring times at this meeting. In addition to mentoring from their assigned Tutor Mentors, interns will also receive mentorship on their particular production projects from project mentors. These Project Mentors will be responsible for helping interns develop and produce content for programming on specific topics (please see attachment #11 for a list of tutor mentors and project mentors). They will also receive mentoring from the Lead Case Manager who will meet with them on a bi-monthly basis to track their progress, and needs. Interns will also receive additional mentoring from their in- class vocational training instructors (please see attachment #12 for a list of RSCCD vocational training mentors). Life Skills: During the course of their on-the-job work experience, all interns will be assigned to attend several life skills development workshops in areas of financial management, healthy living, green living, and independent living domestic skills like cooking, gardening and sewing basics. All these are programs that are a part of ongoing TeenSpace programming (refer to attachment #13 for a list of current TeenSpace programs). Exhibit A 25B-24 College Skills: Interns will attend workshops on college searches, college applications, scholarships and financial aid as part of their on-the-job training. Interns will also be taken on fieldtrips to local colleges, like Santa Ana College, Cal State Fullerton, Chapman University and the Art Institute in Santa Ana. Career Skills and Job Search Training: Interns will attend career skills workshops on resume and cover letter creation, interviewing techniques and "Dressing for Success" as part of their on-the-job training. Interns will also attend workshops on job searches, submit applications, and post their resumes on careeerbuilder.com when they are nearing the completion of their program (attachment #14). Follow-up Services: Program staff will maintain monthly contact with the graduates for 12 months after graduates exit the program. Staff will provide 12 months of follow-up, education and job-retention support to graduates, as well as ongoing coaching and mentoring when necessary. Transition assistance into Santa Ana and Orange Coast College will also be provided to youth who decide to pursue higher education. Support Services: Interns will be provided with transportation between training sites in library vans driven by qualified drivers, and will be provided with similar transportation between work sites during the work experience phase of the program. Four times per month, a trained Masters in Social Work intern will be present in the library to talk with interns about personal and learning issues. In addition to counseling interns, she will assist staff in referring interns and their families to needed social service providers. There is an anticipated growth rate of 8-24% in jobs that require web and video production skills and media savvy public relations skills. This is a high growth field, and interns will be encouraged to further their education to take advantage of this market need. As the youth complete this program they will be taught industry techniques that freelancers use to procure work in a highly competitive environment. Each one of the students that completes the program will have established a digital portfolio containing samples of the media that they created during the duration of the internship. Ultimately, positive career prospects will help to provide these students with the ability to continue down the path of self sufficiency. C. Priority Services Targeted Youth Groups: The "Seeds to Trees" program plans to recruit at least 3 youth (15%) from either probation and/or foster youth backgrounds. Probation Youth: The "Seeds to Trees Academy" program plans to recruit youth who are on probation through our partnership with the Orange County Probation Department. We have had tremendous success with probation youth community service volunteers. Forty to fifty probation youth volunteer at the library annually, and ten to fifteen of those remain as volunteers after their service hours are completed. We currently run a program specifically aimed at probation youth that includes workshops on adolescent behavior and attitudes and how they resonate in a student's life, as well as classes in needed academic subjects (attachment #15). Foster Youth: We currently have a waiting list of foster youth referrals from a senior social worker for the Orange County Social Services Children and Family Services. We will be recruiting new participants from this referral list, as well as be accepting new referrals from the Orange County Social Services Children and Family Services Department. The library has a long and successful association with the Orange County Foster Youth Collaborative and the Eliminating Racial Disparity & Disproportionality Advisory Group. Project Director has been attending meetings for both these groups since 2009. Additionally, since several project employees are former emancipated foster youth, we will have staff on hand uniquely qualified to assist foster youth interns. Youth with Disabilities: Youth with physical disabilities will be welcome in the program, as will youth with mild learning disorders. Youth with severe cognitive disabilities will find the educational components of the Exhibit A 25B-25 program too demanding. With space in the program limited, it is necessary to offer the training only to those who can benefit from it. Targeted Projects: Green- Collar Careers: One of the television programming projects that "Seeds to Trees" student interns will produce will focus on sustainable green living. Tentatively titled "It's a Green Life", this project is currently in its pre-production research and development phase. Student intems will get the opportunity to further research topics on "green living" that they will then compile and put together in monthly mini- documentary segments while they participate in our "Green Teens Green Living and Sustainability Group" (attachment #16). These segments will focus on informing the public on various aspects of living a "green conscious" life, including informing them on technologies such as solar paneling installation that are available to assist them in this pursuit. While not technically a hands-on green collar career pathway, this type of programming focuses on the importance of "green" journalism that seeks to inform and instruct the public on "green technology", promote sustainability awareness and seek out "green collar" services for their businesses and homes. As such, it also works as a promotion tool for green collar career services. STEM: The entire core of the "Seeds to Trees" Digital Media Technology Academy is a focus on media technology and therefore is very STEM (science, technology, engineering, and mathematics) career conscious. In addition to this focus on digital technology, many of the topics on which student interns will be producing television programming are related to science, technology and engineering, and while not directly related to mathematics, will instill an appreciation for math in the viewer. Some programming topics that student interns will research, develop and produce programming for are: "Do It Yourself Arts and Science Projects", "Focus on Nature" and "Citizen Scientists", which they will pursue in collaboration with our TeenSpace Citizen Scientist and Engineering Corps (attachment #17). Participants will also be able to gain important skills in science instruction by participating in our "Science Buddy" programs (attachment #18). An added bonus to our TeenSpace STEM program is the new partnership that we have formed with UCLA's Institute of Electrical and Electronic Engineers (IEEE). Engineering Students will be running quarterly engineering workshops to introduce teens to the engineering field (attachment #19). WIA participants will assist in recording and producing videos of these workshops for broadcast on CTV3. Work Experience: The entire format of the "Seeds to Trees" academy program is one that focuses on work experience. First, youth are hired as Work Experience employees (WEX) and then they are promoted and hired on as Library Page interns and paid an hourly wage to receive a complete in-class and on-the-job training work experience that they can use to propel them into higher education, employment and/or self-employment as freelance entrepreneurs. D. Proeram Timeline The "Seeds to "Trees" Digital Media Academy will progress according to the following phases with appropriate vocational training and on-the-job training components provided at each phase: Ground-work level - Intake and Seed Planting, Level 1 - Seed to Sprout Growth Phase, Level 2 - Sprout to Sapling Growth Phase, Level 3 - Sapling to Young Tree Growth Phase, Level 4- Young Trees Apprenticeship Phase and Level 5 - Young Trees Transplanted Phase for follow-up services. (Please refer to attachment #20 for a chart breakdown of this timeline and attachment #21 A for a calendar of educational and program activities) Ground Work Level- Intake and Seed Planting: This portion of the program will occur at the start of the grant cycle 7/1/2012. Prior to the start of the program, the library TeenSpace staff will recruit new participants from those participants waitlisted during the current 2011-2012 WIA program. Additionally, staff will promote Exhibit A 25B-26 the upcoming "Seeds To Trees" program during its Summer Volunteer Institute program, which annually recruits over 120 summer volunteers, many of which are WIA eligible, and the Institute's Probation Youth Community Service program which has an average annual participation of 40- 50 youth on probation. In addition to recruiting from its pool of WIA eligible summer volunteers, staff will also make presentations at Orange County FYO (Foster Youth Outcomes) meetings, and at local Santa Ana High Schools to recruit candidates for the program (refer to attachment #21B for recruitment flyer). We will begin accepting notices of interest into the Seeds To Trees Digital Media Academy in May and begin distributing and accepting applications, including assembling all documents required by the Service Navigator to determine youth WIA eligibility. Once youth eligibility is confirmed, youth will be hired as Work Experience employees (WEX). It is anticipated that all this will occur in the months of July August, and September, 2012. Ground work phase will culminate in a "Seed Planting" Orientation, where all Student Interns and their parents/guardians (under 18, parental attendance is required) will be given an overview of the entire program. The goal at this point to have already recruited and enrolled at least 15 (75%) of total 20 youth participants planned in the program. During this phase, all student interns will also take a TABE assessment test to determine their basic skill level. (Please refer to attachments #3A- #3Q for all intake and eligibility forms) Level I - Seed Growth Phase (WEX)-4 Weeks X 8hrs/wk (4 hrs training: 4 hrs work exp) Anticipated Start Date / Duration and Recruitment Goal: 9/24/2012-10/20/2012 (15 Student Interns (75%) In-Class Vocational Training: Four weeks of introductory course material for up to 20 students, providing 10 two-hour sessions conducted biweekly, covering the following six subjects: Video Production, Script-writing, Web Design, Graphic Design, Digital Music Production and Marketing. Sessions will include both in-class work and field trips. Classes will take place twice a week and last two hours each. On-The-Job Work Experience: During the first four weeks, participants will work with different project mentors on a rotating basis, and will learn about the various topics for which they will assist in producing television and web content. Also at this time they will focus on assisting project mentors working with the Youth Health Ambassador volunteer program, who have already been producing health related CTV3 programming such as Small Steps/Pasos Pcquenos Towards Healthy Living mini-documentaries, TeenSpace Cooks television show, and the Fitness Buddy workout and nutrition program. Student interns will also be assigned to assist in the various "Buddy" mentoring programs, such as Reading Buddy, Math Buddy, Art Buddy, Fitness Buddy, Healthy Buddy, Science and Garden Buddy. Interns will work a rotating schedule so that they will be able to have experience assisting in all the "Buddy" programs. Students will also begin meeting with their assigned Tutor Mentor in a weekly 30-minute face-to-face sessions. Interns will also attend Teen Healthy Living workshops. Services Provided and Interventions: These will include tutoring assistance, enrollment in the library's GED completion program, transportation from the Santa Ana Public Library to classes held at the Digital Media Center, Jerome TeenSpace or Santiago Canyon College site as well as transportation to all the vocational training related fineldtrips. Tutor Mentors will also provide referral to additional supportive services as needed (please refer to attachment #10 for a list of referral agencies). A licensed MSW intern will be onsite at the library 4 times per month to provide counseling services to interns. Interns who are basic skills deficient and/or having difficulty understanding coursework will be scheduled to receive intensive one-on-one tutoring to help them become more proficient. Level 2 - Sprout Growth Phase (Part 1-WEX)- 5 Weeks X 8hrs/wk (4hrs training: 4hrs work exp) - Sprout Phase (Part 2- Library Page Inter)- 9 Weeks X 9hrs/wk ( 4hrs training: 5hrs work exp) Start Date and Duration and Recruitment Goal: 10/21/2012-1/26/2013 (20 Student Interns (100%) In-Class Vocational Training: Four months of subject-specific classes conducted biweekly for two hours per class. Classes will include Graphic Arts, Web Design, Script Writing, and Video Production. Each class will consist of 4 modules of one-month each, with 15 students rotating through each class at one-month intervals. There will also be a four-month Digital Music Production class provided for a selected group of 5 students not included in the four conventionally structured courses. On-The-Job Work Experience: For the initial 5 weeks (Part 1) of this sprout phase, participants will still be WEX employees. At that time, participants will enter into Part 2 of the Sprout phase, and will be hired as Laura Bush grant Library Page Interns and placed on the Exhibit A 25B-27 Department of Parks and Recreation/Library Services Payroll. At this point, they will be assigned to specific project mentors in charge of specific topics (please refer to attachment #11 for a list of project mentors and their respective project areas). They will focus on gathering research and pre-production information to assist mentors in developing topic programming. Information can be in the form of footage, media resources and fact- checking about the various topics for which they will assist in producing television and web content. They will continue to assist project mentors working with the Youth Health Ambassador volunteer program. Student interns will also be assigned to a specific "Buddy" mentoring program. Students will continue to meet with their assigned Tutor Mentor in 30-minute, face-to-face sessions. Interns will attend the weeklong Teen Library Club Leadership Institute program scheduled for a week in January 2012. Teens will assigned to attend life skills workshops in Green Living and independent living domestic skills like cooking, gardening and sewing basics. Services Provided and Interventions: These include continued tutoring, GED completion, transportation, referrals and access to weekly onsite licensed MSW intern. Interns who are basic skills deficient and/or having difficulty understanding coursework will be scheduled to receive intensive one-on-one tutoring to help them become more proficient. Certification Upon Completion: Digital Media Technology Pre-Production Certificate Level 3 - Sapling Phase (Library Page) -10 Weeks X I0hrs/wk (4hr training: 6hrs work exp) Start Date and Duration and Recruitment Goal: 1/27/20134/2/2013 (Retention of 20 (100%) Students) In-Class Vocational Training: Two months of Concentration Courses. Students will be provided with two- hour, biweekly classes in either Web Design or Video Production. Five students will attend two-hour, biweekly classes in Digital Music Video Production. Students will work on their on-the-job assigned production project assignments during these classes. Students will assemble their Digital Media Portfolio. On-The-Job Work Experience: Interns will began working in groups to produce programming in the areas to which they had been assigned. Working in groups interns will produce a total of two videos that will be broadcasted on CTV3, and also generate web content on assigned topics. Students will continue to meet with their assigned Tutor Mentor in 30-minute, face-to-face sessions. Interns will also begin attending an 8-week long Entrepreneurship Training Seminar, presented by the Youth Entrepreneurship Program (YEP) at RSCCD. Interns will be assigned to attend life skills workshops in Financial Management and independent living domestic skills like cooking, gardening and sewing basics. Interns will be assigned to also attend workshops on developing their College Skills, Career Skills and Job Search Skills. Services Provided and Interventions: same as previous phases. This will mark the end of the program for 4 of the program participants. Certification upon Completion: Digital Media Technician Certificate. Level 4 - Young Tree Apprenticeship Phase -12 Weeks X 12hrs/wk (work and on the job classes, marketing training). Top performing student interns (with priority given to out-of-school youth) will be selected to continue with the program and obtain an additional certification. Start Date and Duration and Recruitment Goal: 4/7/2013-6/30/2013. 16 (80%) Student interns will be promoted to apprentices. In-Class Vocational Training: Two months of two-hour, biweekly classes in Marketing. During the last two months of the program, while the students are completing apprenticeships at the library, they will attend two-months of marketing training in seven-student cohorts. On-The-Job Work Experience : Apprentices will work on pitching and producing their own projects based on the topic groups they have been assigned, will work in teams and produce a minimum of 3 shows per team in respective topic fields. Services Provided and Interventions: same as previous phases in addition to hands-on job searching assistance, college application assistance and digital media portfolio development. Certification upon Completion: Digital Media Apprentice Certificate Level 5 - Young Trees Transplanted Phase (follow-up and retention services). As mentioned in the previous section describing the program, all youth will receive follow-up services in the form of monthly contact with the graduates for 12 months after graduates exit the program. Staff will provide 12 months of follow-up, education and job-retention support to graduates, as well as ongoing coaching and mentoring when necessary. Transition assistance into Santa Ana and Orange Coast College will also be provided to youth who decide to pursue higher education. Project participants who are more entrepreneurial in spirit will also be referred to continue with the Exhibit A 25B-28 Youth Entrepreneurship Program at RSCCD. A majority of the graduation age (seniors) in-school interns and out-of-school participants will be encouraged to continue their education at the community college or college level upon completion of all their high school graduation or GED requirements. Caring mentors and teachers cannot solve all of a student's future employment problems. Through this "Seeds to Trees Digital Media Technology Academy" program, students will be encouraged to seek training in technologically sophisticated fields. Santa Ana Public Library is committed to providing the brightest possible future for our young people. It is vital for them to have opportunities to develop skills that will provide them a path into growing industries. An examination of the occupational outlook for California and the nation for the next decade suggests that technology related skills can provide that path. According to the California Occupational Employment projections for 2010-2012, the majority of industries in California are expected to grow only 3.8 percent over the next two years. Yet, jobs in information, communications and technology fields will grow 7 percent over that time period, according to the most recent study of California's job situation by BW Research and California Community Colleges Economic and Workforce Development Centers of Excellence and the Mid-Pacific ICT Center. Occupations such as Film and Video Editors, Multi-Media Artists, and Animators are expected to grow because of the rising demand for films for home entertainment options such as cable, satellite, and Netflix. In the longer term, the Bureau of Labor Statistics' latest Occupational Outlook (ligpL/hzN,,!Ai,.bli.gov/oco/ocOS090.11tin ) suggests that video and web design-related employment will grow between 8 and 24 percent in the next ten years (please refer to attachment #22 for more detailed breakdown). And these projections cannot anticipate the growth of new professions that may develop from these paths in the future. E. Goals/Objectives and Performance Levels: All the services provided by the Seeds to Trees Digital Media Technology program will serve to encourage participants towards fulfillment of the WIA performance goals. Since the project provides interns with an insight into a higher education training experience, we anticipate that out of the 20 students we will enroll in the program, 13 (65%) will attain placement in post secondary education and/or employment. During the course of the program, participants will be receiving several certifications reflecting varying degrees of Digital Media Technology expertise from an accredited institution of higher learning (RSCCD). Due to this, it is anticipated that at minimum 12 (61 %) youth will receive certification upon completion of program levels. These youth will possess one, two or all of the following certificates: 1) Digital Media Technology Pre- Production Certificate, 2) Digital Media Technician Certificate 3) Digital Media Technology Apprentice Certificate. In addition to these certificates, we anticipate that 4 (61% ) of our youth participants who did not possess a GED certificate or high school diploma will also acquire a GED certificate or high school diploma upon completion of the program in June 2013. Our program has a strong hands-on, one-on-one tutoring component, and this will create an increase in literacy and numeracy proficiency among at least 8 (40%) of our youth participants. For our current 2011-2012 WIA youth program, we had set our performance measures at 65% (13 youth) for placement in employment and education, 61% (12 youth) for degree or certificate attainment and 40% (8 youth) for literacy numeracy gains. Thus far, 30% (6 youth) have had placement in employment and/or education, 100% (20 youth) have received their Digital Media Technology Pre-Production Certificate, and although we have not TABE tested yet for literacy numeracy gains, 70% (14 youth) have reported academic improvement since program enrollment in a recent survey (Attachment D2). We will monitor program activities and manage for performance via youth surveys (attachment #23), tutor mentor weekly progress notes, and lead case manager bi-monthly youth meeting progress reports that will help us manage the progress of our youth participants, and allow us to adequately meet their tutoring and Exhibit A 25B-29 supportive service needs (please refer to attachments #3R- #3W for these forms). This will help us continuously track, and assist our youth in raising their basic skills proficiency. Continuous improvement measurement requires baseline figures from which to gauge performance. The program will begin with an objective evaluation of the interns' technical and academic skills and a survey of their own opinion of those skills. The staff will repeat these measurements at the end of each major element of the program, and determine changes required to address weaknesses on programming revealed by these measurements. This will enable staff to quickly shore up or replace program elements that are not accomplishing their intended results. F. Facilities: Educational activities will take place at four sites during open hours, and occasionally during non- traditional hours as programming necessitates: o The Rancho Santiago Community College Digital Media Center at 1300 S. Bristol Street on the cross streets of S. Bristol and W. Wilshire in Santa Ana. The Center consists.of a business incubator for emerging digital media businesses; classrooms equipped with smart technology and a production facilities that serve as the new home of the Santa Ana College (SAC) TV/Video department and SAC-TV. The Center is open to students 8:00 am -11:00 pm Monday- Friday, and some hours on Saturday. o The Rancho Santiago Community College District Office Complex at 2323 North Broadway, Santa Ana, on the cross-streets of N. Broadway and S. Santa Clara. o The Santa Ana Public Library Main Branch located at Civic Center and Ross in Santa Ana. The Main library is open 10 am-9 pm Monday-Thursday, and 10 am - 6 pm Friday and Saturday. Computer labs and classroom space available to students are located in the TeenSpace, the basement of the Main Library, and the Mezzanine. All three areas are wired for data transmission using the City's public access Internet. o The Jerome Recreation Center, located at 716 Center Street in Santa Ana, has a computer lab for teens that is wired for data transmission using the City's public access Internet. Youth will be provided transportation to and from the Digital Media Center, and the Rancho Santiago Community College District Office Complex. Youth employment will take place during open hours at the Santa Ana Public Library Main Branch and at the Jerome Recreation Center. Both are within the city boundaries of Santa Ana. The TeenSpace at Jerome Recreation Center is open 3:00 pm - 8:00 pm Monday-Thursday and 3:00 pm -6:00 pm Friday. Both locations offer teens a designated, specially designed space for them to relax, do homework and meet friends, and are ADA compliant. All sites have internet access. Agency staff will be utilizing various components of PC applications like Microsoft Office suite, Adobe CS5.5 design standard, as well as Mac computers equipped with Final Cut Pro X video production programs. Program managers from both RSCCD and the library have carefully considered the numbers and types of staff required for each class and workshop, and to provide mentoring and support services for interns as they progress through the program. The continuous improvement measurements will provide information that may suggest inadequate staffing in some areas, as will regular meetings of staff and participants. The library is obligated to replace ineffective staff, and/or provide additional staff as circumstances dictate, and has sufficient staffing to do so. Exhibit A 25B-30 11. About Our Organization: Oualifications and Experience: Santa Ana Public Library: The Santa Ana Public library (SAPL) is a division of the City of Santa Ana's Parks and Recreation Department. The administration and management personnel of the department, including the Director's office, accounting, and payroll functions, are housed in the Main Library building and available for participation in the project. PRCSA's staff is experienced in the management of grants and has learned to incorporate the payment of grant-funded interns through participation in the library's federal IMLS grant. The library itself employs 13 full-time librarians, 10 full-time paraprofessionals and 10 full-time clerical personnel. We currently employ 70 part time clerks and tutors in children's, teen and adult programs. Some of our part-timers are paid through the General Fund and others through various grants. The Library's allocation of City General Fund monies for 2011-12 was $2,985,490. Other sources of revenue include a CDBG block grant of $237,000, which supports the Homework Help Centers. We anticipate an equivalent CDBG grant for 2012-13 for this purpose. In 2010, we were the recipient of a three-year Laura Bush 21r" Century Librarian grant of $636,000, and were recently awarded a $49,000 LSTA grant from the State Library's LSTA program, as well as $19,000 in smaller grants from various State Library sources. These monies will supplement the $598,000 added to the 12-13 budget by past grants. Santa Ana was the only public library in the United States to receive a Laura Bush grant in this grant cycle. The grant is to enable SAPL to prepare bilingual youth for careers in librarianship and to help other libraries to learn to do the same. At present over twenty teens and young adults are employed by the library through the Laura Bush grant, and many other young library employees are involved in its skills enhancing activities. The program combines the veteran apprenticeship concept with cutting-edge technology. Laura Bush employees are required to attend a Graphics Design course created and staffed by library staff, and to blog weekly in the project's website about their experiences and what they have learned (,vN ?v.seedstotreesacadem r.ccom). As part of their job experience, they rotate through all of the divisions of the library, assisting librarians with graphic and web design projects, teaching computer skills, and creating and filming content for the City's CTV-3 channel. This focus on technology is responsive to the IMLS mandate amongst agencies serving teens to emphasize the development of STEM (Science, Technology, English and Math) skills. Our experience with Laura Bush and other grants providing mentorship and technology training have enabled the library to smoothly transition into the WIA grant functions provided in 2011-2012 Seeds to Trees Project. Moreover, the Laura Bush grant provides funding to employ youth in the library while they learn and practice skills needed by 21' Century libraries. Among these are all of the skills taught youth through the WIA Digital Media Technology Academy, so that the library has been able to leverage Laura Bush funds to employ WIA youth. In recent years, the library has a record of unusual success in attracting teens to its TeenSpace and supporting them through its many programs. The TecnSpace is advised by the Teen library Club. As a group, they have contributed many thousands of hours of community service to the library, 98 per cent have graduated from high school and 90 per cent have gone on to higher education. These are teens that do not represent the top 10-20 percent of their high school class. They are not involved in student government or school activities. They are the quiet at-risk youth whom no one notices. But at our TeenSpace, they are noticed, nurtured and appreciated. The library has maintained a high number of ongoing programs for teens, including a very intensive Summer Volunteer Institute (SVI) that encourages teens to find self worth and civic engagement though giving back to their community. Last summer nearly 200 teens donated some 6,000 hours of their time to supporting programs for library patrons of all ages, mentoring over 200 children in our "Buddy" programs, helping limited English speaking adults to master computer technology and improve job skills, volunteering at community events, and becoming involved in the social and educational life of their community. All together, the library conducted nearly 90 programs for teens during the summer at three sites (refer to attachment #24 for SVI info). At present, teens continue to volunteer through the school year in math, reading, fitness and art "Buddy" programs aimed at young children. There are daily activities for teens at both library branches and the Jerome Exhibit A 25B-31 Recreation Center, including the Youth Health Ambassadors, history, civics, green living scholarship, fitness and Teen Library clubs as well as arts, literature, video production and graphic arts workshops and tutoring in math and reading. Half of our part time staff are involved exclusively in assisting with these projects, and are experienced and committed to the growth and development of the young people they work with (refer to attachment #13 for list of teen programs). The majority of teens hired through our grant programs have begun their contact with the library through the volunteer program (see attachment #25). Our volunteers are mentored by staff and older teens and transition age young adults (18-24), and encouraged to develop personal and academic goals and an understanding of the importance of their work to themselves and others. The library has also been unusually effective in working with probation youth volunteers. Annually, forty to fifty probation youth complete their community service at the library. Ten to fifteen of those continue volunteering at the library when their community service responsibilities are concluded. In all of our youth-centered programs, two guiding principles have been primary: The Circle of Mentoring concept and its logical successor, the Seeds to Trees concept. The first emphasizes the value to both mentor and mentee of a close and lasting supportive relationship, and the second the value of providing long- term mentoring, teaching and financial support for developing youth. These principles are the basis of our success with WIA youth in our 2011-2012 program. All full-time employees at the library are involved in mentoring the students we employ under WIA. In addition, the library has been able to supplement this personal support with organizational support in the form of educational and personal counseling, transportation to classes, and paid internships at the library. The library again plans to supplement staff experience with required attendance at appropriate InfoPeople and IMLS webinars and/or workshops on STEM, digital technology and youth development. These courses cover a variety of topics such as personnel management, grant writing, and budgeting. Among the conferences attended by staff this year is an IMLS conference on Technology in Libraries that focused on propagation of STEM content through library materials and programs. The library has also cultivated extensive interactions/partnerships with area agencies which are, or should be, working with youth, including the Orange County Probation Department, the Foster Youth Collaborative, Latino Health Access, Santa Ana Building Healthy Community Initiative, Santa Ana Community College, and local historical associations and museums. The trained staff devoted to this project has included one full-time city employee who served as Lead Case Manager and whose sole responsibility has been to implement and monitor the program. Beatriz Preciado has extensive experience working with young people and substantial organizational skills, and has been instrumental in the success of our current 2011-2012 WIA program. In addition, our Young Adult Librarian has devoted nearly half of her work time to guiding and overseeing the program. The librarian in charge of CTV-3 programming for the city has been responsible for effective cooperation with Ranch Santiago Community College District's Corporate Training Institute, with the result that class schedules and locations, content and student monitoring were implemented and problems solved promptly. She also has had oversight of the work experience of the youth participants, coordinating filming, editing, and web content design through the efforts of her staff. Additional staff has roles as tutor and project mentors (refer to attachment #1 lfor a list of SAPL Project staff). The efforts of these staff members have produced notable successes, especially with WIA-mandated goals. The program achieved full enrollment very early in the cycle, and has only lost one enrollee due to relocation. All participants completed the first phase of the training successfully, and were awarded certificates from Rancho Santiago Community College District testifying to their mastery of digital media preproduction skills. Our out-of-school participants are working to complete high school requirements under staff supervision, and one has already been awarded a GED. In pursuit of WIA employment development goals, participants have been able to take part in the RSCCD Young Entrepreneurs Program, which exposes youth to mechanisms and methods of increasing the marketability of their products and skills. The program is organized and running efficiently. Staff is skilled in providing the mentoring, support and monitoring required by the grant. Participants receive a well-balanced digital media training curriculum taught by qualified instructors, and receive RSCCD certificates at its conclusion. They experience the workplace and its requirements while working for the library and are paid an hourly wage. They are supported by staff and outside resources in pursuit of educational goals and needed personal counseling. The youth are Exhibit A 25B-32 brought into contact with potential employers and taught to present themselves effectively in the job market. We are poised and prepared to move smoothly into a second year of successful service to at risk youth in the community (refer to Attachments #4 for a more complete report of program accomplishments, and completed enrollment verification ). Qualifications and Experience: Rancho Santiano Community Collexe District (RSCCD): RSCCD has had a long and extensive history of serving Santa Ana youth. The Santa Ana College campus of RSCCD was the second junior college in the county and was founded in 1915 as a department within Santa Ana High School. As such, the campus has focused on serving the youth of Santa Ana from its very inception. A list of recent programming efforts illustrates this continued commitment towards the city's youth. Since 1995, RSCCD has initiated numerous programs to address the needs of Santa Ana youth. These efforts have included a 1997 HUD-COPC grant, 1998-2006 Learn & Serve America program, and an AmeriCorps Foster Youth Project between 1998 and 2005. Ongoing youth orientated initiatives include GEAR UP (1999-present), Student Support Services (1995-present), and Talent Search (1995-present). Through numerous programs, RSCCD provides tutoring; mentoring; counseling advisement; PSAT/SAT/ACT preparation; job shadowing and work experience for 9th-12th graders at SAUSD high schools; the Early Decision program to provide counseling, registration, and fall enrollment for incoming seniors; and a summer Math Bridge programs for 8th graders to be able to enter and succeed in Algebra I in 9th grade. This support of youth extends to the District's commitment to help minority youth graduate from college. Santa Ana College has the 5`h highest number of Hispanic graduates in California and is ranked 12`h nationally amongst junior colleges. RSCCD, through its Corporate Training Institute, has been working with WIA since October 2009 when it began co-authoring a Department of Labor grant in partnership with the Santa Ana W/O/R/K Center. Work on this grant began in July 2010, titled the Job Technology Project, and it focused on providing 100 displaced workers with job skills assessments, basic skills training in reading, math and analytical thinking, as well as computer literacy classes and green training in solar energy, water treatment and water distribution. Unemployed individuals who participate in the Water Technology courses took the State exam for certification and the grant funds provided job development and placement services. The Corporate Training Institute is also a partner on the Orange County WIB's California Gang Reduction, Intervention & Prevention (GRIP) grant. The program focuses on providing youth that are at risk of gang involvement and gang-involved youth in obtaining employment readiness skills. Eligible youth receive a full array of workforce development services that include job exploration activities, paid training and subsidized work experience. Youth participating in the Ca1GRIP program are provided with the proper tools to succeed in their careers and encouraged to continue on a successful and productive future. The primary staff members who will oversee the project include Ms. Ruth Cossio-Muniz, the Director of the Corporate Training Institute. She leads most of the WIB projects at Rancho Santiago CCD and continues to forge additional joint ventures. On this partnership, she will be working with the professional trainers on customizing curriculum for the high school youth, managing schedules of all instructors for the digital technology training, preparing presentations, publishing handout materials, coordinating staff to update student records and transmitting invoices, as well as maintaining communication with all partners involved. (Refer to attachment 012 for a list of RSCCD staff that will be assisting with this project.) Fiscal Capacity: Santa Ana Public Library and RSCCD : The Library has a $2.8 M general fund operating budget and access to resources from Parks, Recreation and Community Services and other City agencies, hence our stability is not dependent on WIA funds ( refer to attachment #26 for a description of SAPL fiscal capacity). RSCCD has an annual operational budget of approximately $190 million that is collected from a variety of revenue streams. The organization complies with all local state, and federal laws that it is required to meet as part of the US Comptroller General Government Audit Standards. (Refer to attachment #27 for a breakdown of RSCCD annual operating budget). Subeontraetine: The Santa Ana Library and Rancho Santiago Community College District will not subcontract non- client services. All services will be provided by the Santa Ana Public Library or by the Rancho Santiago Community College District. Exhibit A 25B-33 Attachment B YSPN MEMBER PERFORMANCE PLAN 2012-2013 WIA YOUTH POPULATION Youth Population Ages # of Youth to be Served In-School 16-21 12 Out-of-School 16-21 8 TOTAL NUMBER OF YOUTH TO BE SERVED 20 PROJECTED ENROLLMENTS & EXPENDITURES (NOTE: 75% OF YOUTH MUST BE ENROLLED BY 2N0 QUARTER-DECEMBER 31, 2012) Quarter # of Enrollments Estimated Expenditures per Quarter per Quarter la 15 / 75% $40,000 2 (75% Enrollment Required) 5/15% $40,000 3 0 $40,000 $40,000 TOTAL E 20/100% $160,000 0 PERFORMANCE GOALS/COMMON MEASURES *DISCLAIMER: OUTCOMES ARE SUBJECT TO INCREASE/DECREASE DEPENDING ON YOUTH POPULATION Minimum # of Performance Category Total # of Youth Multiplied by Performance Rate youth to fulfill performance Placement in Employment OR Placement in Post-Secondary Education 20 x 6S% = 13 (by Exit or 1st Quarter Follow-Up) Attainment of Degree or Certificate 20 x 61% = 12 (by Exit or by 3`d Quarter Follow-Up) Improved Literacy OR Numeracy 20 x 40% = 8 Exhibit B 25B-34 COMPLAINT HANDLING UNDER THE WORKFORCE INVESTMENT ACT SANTA ANA WIA Santa Ana Local Workforce Investment Area Revised May 7, 2009 EXHIBIT C 25B-35 Table of Contents Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 3 1. Policy Statement 3 2. Civil Rights 4 3. Nondiscrimination laws under WIA 4 4. How to File Your Complaint 5 B, Criminal Complaints 6 II. General Procedures for Handling Non-Criminal Violations of the Act 6 II I. Procedures for Handling Complaints at the LWIA Level 8 IV. Procedures for Handling Complaints at the State Level 12 V. Procedures for Handling Discrimination Complaints by Participants 15 VI. Procedures for Handling Handicap Complaints by Participants 17 GLOSSARY OF WIA TERMS 2 EXHIBIT C 20 3 25B-36 I. Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 1. Policy Statement In carrying out the purpose of the Workforce Investment Act (WIA), the City of Santa Ana Local Workforce Investment Area (LWIA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment. In implementing WIA, all contractors in the Santa Ana LWIA will foster equal opportunity and non-discrimination, as provided in State and Federal equal opportunity and non-discrimination laws including, but not limited to: • Title VI of the Civil Rights Act of 1964 • Title VII of the Civil Rights Act of 1964 • The Age Discrimination Act of 1975, as amended • Section 503 of the Rehabilitation Act of 1973 • Section 504 of the Rehabilitation Act of 1973 • Title IX of the Education Amendments of 1972 • Section 188 of the Workforce Investment Act of 1998 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIA funded program because of race, color, religion, sex, national origin, age, handicap, or political affiliation or belief. Participation in programs and activities financially assisted in whole or in part under WIA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States. No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIA. 3 EXHIBIT C 25B-37 Administration responsibility for this Equal Opportunity/Affirmative Action (EO/AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Investment Area. Equal opportunity and non- discrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal opportunity Program. 2. Civil Rights No one applying for or enrolled in the Workforce Investment Act (WIA) programs may be discriminated against because of race, color, creed, handicap, national origin, sex, age, political affiliation, or beliefs. This means that - for any of the characteristics listed above: • You may not be denied the opportunity to enroll in WIA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program. • Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination. You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIA sponsor has established a mechanism for handling complaints and grievances. Your complaint must be filed within 180 days. All complaints will be handled confidentially. 3. Nondiscrimination Laws under WIA Title VI of the Civil Rights Act of 1964 Prohibits discrimination on the basis of race, color, national origin, or religion. The Age Discrimination Act of 1975 Prohibits arbitrary discrimination against persons age 40-70. The Rehabilitation Act of 1973 4 EXHIBIT C 25B-38 Prohibits discrimination based on handicap. Title IX of the Education Amendments of 1972 Prohibits discrimination in any education or training program or activity receiving federal financial assistance. OTHER CIVIL RIGHTS LAWS: Title VII of the Civil Rights Acts of 1964 Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency. White House Executive Order no. 11246 as Amended by Executive Order No. 11375 Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin. Department of Labor Secretary's Order no. 4-73 Prohibits discrimination based on sex. Equal Pay Act of 1963 Prohibits pay differential solely because of sex. Emergency Employment Act of 1971 Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs. 4. How to File Your Complaint a. Put your complaint in writing. b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened. d. Give the name and addresses of all persons who were present or who had anything to do with the matter. ...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with: s EXHIBIT C 25B-39 Director Civil Rights Center U.S. Department of Labor, Room N-4123 200 Constitution Ave., NW Washington, D.C. 20210 Complaints on the basis of handicap must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIA administrative entity. The WIA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office. The Department of Labor, the Civil Service Commission, the Equal Employment opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you. A case may be taken to court if the other processes do not yield satisfactory results. You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you. It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case. YOUR CIVIL RIGHTS UNDER THE WORKFORCE INVESTMENT ACT Santa Ana Local Workforce Investment Area 1000 E. Santa Ana Blvd., Ste 200 Santa Ana, CA 92701 (714)565-2600 B. Criminal Complaints In accordance with the WIA (P.L. 105-200) and the implementing code of Federal section 667.600.... Federal handling of criminal complaints and report fraud, abuse and other criminal activity. "All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor." II. General Procedures for Handling Non-Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 667.600 through 667.640 of the WIA regulations, and Section 181(c) of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWIA 6 EXHIBIT C 25B-40 level for the receipt, investigation, hearing, and resolution of complaints by WIA participants, sub recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons. These procedures provide for resolution of non-criminal complaints arising from the operation of the Santa Ana LWIA. A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIA programs operated by each LWIA grant recipient and sub recipient under the Act. These procedures shall not be construed as affecting any other available legal remedy outside of the WIA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non-WIA complaint. Also, these procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure. A. The following principles and rules apply to all complaints at all steps of the complaint procedures: 1. All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity. 2. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his/her complaint to correct technical deficiencies but not to add issues. 3. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process. 4. Upon enrollment into employment or training, participants shall be provided with a written description of these procedures, including notification of their right to file complaints and instructions for filing. An employer of participants, including private-for-profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met. 7 EXHIBIT C 25B-41 A "participant", within the meaning of these procedures, is an individual who receives employment-training services under a program funded by Santa Ana LWIA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein. 5. If a complaint does not receive a decision at the LWIA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor. 6. Complainants must initially file and exhaust LWIA grant recipient/hearing procedures prior to appealing to the State except where the State determines that the LWIA grant recipient's procedures are not in compliance with the State's procedures. Ill. Procedures for Handling Complaints at the LWIA Level A. Receipt Complaints Pursuant to the WIA regulations found at 20 CFR, Section 667.600, the LWIA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWIA. "LWIA level" encompasses LWIA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIA programs operated by the Santa Ana LWIA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports. 1. Form and Filing of Compliant Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWIA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days. The complaint must be in writing and must be signed and dated. The complaint should also contain the following information: a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; EXHIBIT C 25B-42 d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated; e. Remedy sought by the complainant; and f. If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation. The absence of any of the requested information shall not be a basis for dismissing the complaint. A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step. 2. Informal Conference Informal conferences will be utilized by the Santa Ana LWIA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. a. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. b. Although the complainant should be encouraged to attend this conference, his/her failure to do so should not preclude his/her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWIA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed, d. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he/she so desires. 3. Request for Hearing a. As in the case of the complaint, the request for a hearing should be put in writing and be filed in person or by mail. A governing board resolution of authorization to appeal should also be submitted when appropriate. The request should be filled with: Anita Queen Sr. Personnel Analyst - EEO Officer 20 Civic Center Drive, M-24 Santa Ana, CA 92701 (714) 647-5157 EXHIBIT C 25B-43 b. A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint. 4. Notice of Hearing Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing. The ten-day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the complaint. The hearing notice shall be in writing and contain the following information: a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed. b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s) d. Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWIA Equal Employment Opportunities (EEO) Officer who can answer inquiries. B. Conduct of Hearing The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented. 1. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWIA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer. 2. Full regard must be given to the requirements of due process to insure a fair and impartial hearing. 3. The hearing office designated by the EEO Officer to function in a quasi-judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing. 10 EXHIBIT C 25B-44 4. The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof. Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first. 5. The party involved should have the right to be represented (at their own expense) if he/she so desires. Other he/she is limited to his/her own abilities and those to the hearing officer in obtaining testimony in the case. 6. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited. 7. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence. 8. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing. 9. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWIA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Investment Board. C. Issuance of Decision Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information: 1. The name of the parties involved. 2. A statement of the alleged violation and issues related to the alleged violation. 3. A statement of the facts. 4. The decision and the reasons for the decision. 5. A statement of corrective action, if any, to be taken. 6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel. D. Record of Hearing is EXHIBIT C 25B-45 An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWIA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWIA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a three- year period after the grant has been officially closed out. The Santa Ana LWIA's written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer's notes and tape recordings may also be used. E. Establishment of Complaint Procedures In accordance with Section 667.600, each employing agency including private-for-profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIA's established procedures under Section 667.600. At a minimum these procedures must include: 1. Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer's grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer's grievance procedure shall be provided to each participant upon enrollment in employment training. 2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed. 3. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and 4. Written notification of the participant's right to request a review of the employer's decision by the Santa Ana LWIA and the State Review Panel in accordance with Section 667.600. IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIA regulations at 20 CFR, Section 667.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWIA grant recipient level and of complaints initially filed at the State level. Appeals of decisions issued at the LWIA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record established at the LWIA level and shall issue a decision based on the information contained therein. 12 EXHIBIT C 25B-46 Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel. A. Form and Filing of Complaint. 1. Request for State Review of LWIA Level Decisions On receipt of a complainant's request for review because of an unsatisfactory decision, the State shall provide for an independent state review. 2. Filing of Requests for State Review The State Review Panel shall review all LWIA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information: a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision d. Brief statement of reasons for review or the section of the LWIA decision to be reviewed including regulatory and statutory citations e. A statement of the relief sought. 3. Complainant Responsibility It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWIA hearing which support the requested relief. The Chief, WID, shall mail a copy of the request for review to the other party and to the LWIA. It shall be the responsibility of the LWIA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days. B. Conduct of Hearings. 1. Request for Hearing at the State Level If no decision has been issued at the LWIA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 13 EXHIBIT C 25B-47 hearing officer will then issue a recommended decision to the State's Review Panel for final determination. 2. Filing for Request for Review The request for a State hearing shall be filed within ten (10) days after LWIA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following: a. Full name, address, and telephone number of the LWIA b. Name, address, and telephone number of the LWIA C. Copies of complaints made at LWIA level from which no decisions were issued or sanctions and imposed. d. A statement of basis for the request for hearing. 3. Evidentiary Hearing Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled. The hearing will be recorded mechanically or by court reporter. Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his/her position, to present oral and/or written arguments, to examine records and documents relevant to the issue(s), and to be represented. The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination. The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor C. State Review Panel The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director's office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review. Decisions issued by this panel, under the authority of the Governor, are final. 14 EXHIBIT C 25B-48 D. Issuance of State Review Decision. The State review will be limited to violations of the WIA, implementing WIA regulations or the grant agreement. This review shall be limited to the record established at the LWIA hearing. V. Procedures for Handling Discrimination Complaints by Participants. A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence. 1. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure under Section II (A). is EXHIBIT C 25B-49 PROCEDURES FOR HANDLING NON-CRIMINAL COMPLAINTS No later than 180 days of alleged discrimination Handling of complaints filed at LWIA level arising in connection with WIA programs operated by LWIAs e Informal Resolution Process Within 10 days of receipt of unsatisfactory decision or 10 days from date LWIA decision should have been issued. Request for State Review i Governors Decision issued by State Review Panel e e If no decision issued by State Review Panel e Appeal to DOL 16 EXHIBIT C Q C C D w 0 v 0 N w 0 S 25B-50 e e Unsatisfactory Decision or LWIA Decision not issued within 60 days 2. In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing. 3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures. 4. Complainants must file their complaint directly with: Anita Queen Sr. Personnel Analyst - EEO Officer 20 Civic Center Drive, M-24 Santa Ana, CA 92701 (714) 647-5157 VI. Procedures for Handling Handicap Complaints by Participants Complaints alleging discrimination on the basis of handicap will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32. 1. Complaints must exhaust the Santa Ana LWIA's informal resolution procedures before filing their complaint with OCR. 2. Complainants will be made aware of the 180 days requirement in which to file his/her complaint. A. Procedures at the LWIA Level 1. The complainant, shall file his/her complaint directly with the Santa Ana LWIA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint. 2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference. 3. The Santa Ana LWIA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint. B. Procedures at the State Level 1. The complainant may appeal to the State if he/she is not satisfied with the decision of the Santa Ana LWIA. 17 EXHIBIT C 25B-51 2. The Complainant must file his/her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision. 3. The Chief-WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review. 4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his/her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor. 18 EXHIBIT C 25B-52 PROCEDURES FOR HANDLING HANDICAP COMPLAINTS No later than 180 days of Filing of complaint on the basis Of Handicap with LWIA Day 1 alleged discrimination Informal Resolution . . If no resolution reached Request for Hearing I Notice of Hearing Hearing Conducted ' Day145 Day LWIA Decision Unsatisfactory Decision or No Decision . State Review Filed within 30 days of LWIA/State Governor's Decision Decision or 90 60 Days days from date of initial filing of Appeal to Assistant Secretary Department of Labor complaints 19 EXHIBIT C 25B-53 GLOSSARY OF WIA TERM AGE DISCRIMINATION ACT - A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds. APPLICANT - An individual who applies to a subrecipient or contract for services provided under WIA and who has not yet transitioned to the status of participant. ASSESSMENT - Services designed to determine each participant's employability, aptitudes, abilities and interests and to develop a plan to achieve the participant's employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process. CHARGING PARTY (CP) COMPLAINANT GRIEVANT, OR AGGRIEVED PERSON - The person who charges that he/she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and/or guidelines. DISCRIMINATION - In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment. ELIGIBLE NON-CITIZEN - Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States. EMPLOYER - An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended. GRIEVANCE - An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice . HANDICAPPED INDIVIDUAL - Any individual who has a physical or mental disability that constitutes or results in a substantial handicap to employment. INTAKE - Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs. JOINT COMPLAINT - A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual "joint complaints" are normally investigated by EEOC 20 EXHIBIT C 25B-54 unless OCR has a compelling reason to investigate. "Joint complaints" alleging discrimination in employment and other practices and pattern or practice "joint complaints" are normally investigated by OCR. JURISDICTION - Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc. PARTICIPANT - Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post-termination services) funded under the Act, following intake, except for an individual who receives only outreach and/or intake and assessment services. 11 EXHIBIT C 25B-55 CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS GRANTS. LOANS and COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. 3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure occurring on or before October 23, 1996, and of not less than $11,000 and not more than $110,000 for each such failure. Santa Ana Public Library Grantee/Contractor Organization Signature Santa Ana WIA Youth Program Program Title Cheryl Eberly Name of Certifying Official Signature EXHIBIT D 25B-56 Certification Reaarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. CERTIFICATION A. The contractor certifies that it will provide a drug-free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug-free awareness program to inform employees about- (1) The dangers of drug abuse in the workplace; (2) The contractor's policy of maintaining a drug-free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an EXHIBIT E 25B-57 employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - ( 1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached "Place of Performance" form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised "Place of Performance" form. Dated: July 1, 2012`-L Program Operat EXHIBIT E 25B-58 DIVISION OF EMPLOYMENT SERVICES PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name: Gerardo Mouet Name of Contractor: Santa Ana Public Library - Contractor Number: Date: July 1 2012 The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): 26 Civic Center Plaza Santa Ana Orange County CA 92702 EXHIBIT E 25B-59 Attachment E Certification Rerzardins Debarment Suspension Inel aibility and Voluntary Exclusion Lower Tler Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160-19211). (Before completing certification, read instructions which are an integral part of certification) 1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; b. Have not within a three-year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application/proposal had one or more public transactions (federal, state or local) terminated for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Santa Ana Park and Recreation Department- Santa Ana Public Library Grantee/Contractor Organization A Name and Title of Official Authorized to Certify On Behalf of the Grantee 3/5/2012 Date Exhibit F 25B-60 Attachment C Budget Form Administ i Total rative Cost (Not to Program Total WIA Cost Match/In Kind Exceed I I 10%) Cost Personnel Salaries 1 Principal Librarian (Project Director) 2 Assistant Librarian (Lead Case Worker) 3 Principal Librarian CTV3 Programming Director - $24,642.00 $49,852.00 - $24,642.00 4 Library Operations Manager $10,183.00 5 Project Mentors 6 Sr. Tutor Mentors $59,215.00 $19,200.00 Personnel Benefits 1 Principal Librarian (Project Director) 2 Assistant Librarian (lead Case Worker) - $7,660.00 $15,885.00 3 Principal Librarian (CTV3 Programming Director) 4 Library Operations Manager - - - $7,660.00 $3,165.00 5 Project Mentors - 6 Sr. Tutor Mentors - $10,856.00 $1,567.00 Total Personnel Salaries & Benefits $0.001 $234,527.00 $65,737.00 $168,790.00 Operating Expenses Rent Utilities Phones - i - - --- - Internet Fees Parkin Fees Security .- Maintenance Insurance ' Equipment rental fees* Equipment rental fees* Vehicle lease* Office expenses (consumables) Accounting Services Legal Services Auditing Services Indirect Cost* _? - Staff Training Staff Conferences - $1,300.00 Staff Travel/Mileage Participant Wages* $12,940.00 $60,419.00 Supportive Services* Other- Vocational Training $80,000.00 $33,595.00 Total O erating Expenses $0.00 1$188,254.00 $94,240.00 $94,014.00 GRAND TOTAL (Personnel+Operating) $0.00 1$422,781.00 $159,977.00 $262,804.00 Exhibit G 25B-61 COST REASONABLENESS BUDGET NARRATIVE A.) PERSONNEL SALARIES Title Responsibilities Funding Source Staff Person % of Full Time E uival n Program Director: 1 Responsible for general Match/In Kind Principal 30% (600hrs) of . oversight and direction of (City of Santa Ana Librarian - Cheryl $82,140 (annual program. General Fund) A. Eberly salary) = $24,642 In kind 2. Lead Case Manager: Responsible for management WIA Funds Assistant 100% (2000hrs) of of all student interns, Librarian - $49,852 (annual maintaining WIA compliance Beatriz Preciado salary) = 4 852 and management of all library WIA funds based training components. 3. CTV3 Prottrammina Responsible for oversight and Match/In Kind Principal 30% (600hrs) of Director' management of CTV3 (City of Santa Ana Librarian - Lynn $82,140 (annual television programming General Fund) Nguyen salary) = 24,642 in kind 4. Library Operations Responsible for supervising Match/In Kind Library 10% (200hrs) of Manager library operations in relation to (City of Santa Ana Operations 101,834 (annual this grant. General Fund) Manager- salary) = 183 Heather Folmar In -Kin 5. Project Mentors: Key staff members responsible for mentoring student interns in various areas of CTV programming projects, in addition to mentoring students on a one-on-one weekly basis. Total In-Kind./Matching Funds - $59,215 In-Kind Funds: Title Fundine Source Staff Person Percentage of Full Time Eaulvale 1.j History Programming & Match/In Kind (City of Assistant 25% (500hrs) of $48,852 (annual Citizen Science Project Santa Ana General Fund) Librarian - salary) = $12,213 In kind Mentor Manuel Escamilla ii.) Women's Issues Match/In Kind (City of Youth Services 25% (500hrs) of $56,232 (annual Programming Project Santa Ana General Fund) Technician - salary) = $14,058 In kind Mentor Zulma Zepeda iii.) Green Living Project Match/In Kind (City of Library Clerk 1 - 40% (400hrs) of $14,809 (annual Mentor Santa Ana General Fund) Jose Mendoza salary) 5,924 In kind (Part-Time- 20hrs/wk) Exhibit G 25B-62 v.) General CTV3 Programming Project Mentor vi.) Early Childhood Story- time Programming Project Mentor A.) Arts/Craft Projects and Literary Book Trailer Project Mentor Match/In Kind (IMLS Library Laura Bush Grant Funds) Management Match/In Kind (IMLS Laura Bush Grant Funds) Match/in Kind (IMLS Laura Bush Grant Funds) Intern - David Lopez (Part-Time - 20hrs/wk) Library Management Intern-Michelle Loera (Part-Time - 30 hrs/wk) Library Management Intern - Martha Torres (Part- Time - 30hrs/wk) 50% (500hrs) of $19,300 (annual salary) = $ 9,650 In kind 20%(300hrs) of $28,950 (annual salary) = $5,790 40% (600hrs) of $28,950 (annual salary) = $11,580 In kind 6.) Tutor Mentors : Key staff members who will be assigned to mentoring student interns on a one-to-one weekly basis, and also to provide needed tutoring assistance in order to increase educational proficiency. All are part-time staff members. Total In-Kind/Matching Funds = $19,200 In-Kind Funds Title Funding Source Staff Person Percentage of Full Time Equivalent Peter Carreon (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor I Match/In Kind CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind Library Tutor 2 Match/In Kind CDBG Funds) Desiree Noriega (Sr. Tutor-Part- Time-15 hrs/wk 10% (75 hrs) of $12,000 (annual _salary) s $ 1200 In-Kind Library Tutor 3 Match/In Kind CDBG Funds-) Phillip Campos (Sr. Tutor-Part- Time-15 hrs/wk 10% (75 hrs) of $12,000 (annual salary) = $ 1200 In-Kind Libra Tutor 4 Match/In Kind CDBG Funds Lyzbeth Beltran (Sr. Tutor-Part- Time-15 hrs/wk 10% (75 hrs) of $12,000 (annual salary) _ $ 1200 In-Kind Alan Hoffmann ii Libra Tutor 5 Match/In Kind CDBG Funds (Sr. Tutor-Part- Time-15 hrs/wk 10% (75 hrs) of $12,000 (annual salary) = $ 1200 In-Kind Library Tutor 6 Match/In Kind CDBG Funds Christopher Uraine (Sr. Tutor-Part- Time-15 hrs/wk 10% (75 hrs) of $12,000 (annual salary) = $ 1200 In-Kind Kevin Cabrera (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 7 Match/In Kind CDBG Funds) 1 15 hrs/wk sala = $ 1200 In-Kind Exhibit G 25B-63 Susan Ortiz (Sr. Tutor-Part-rime- 10% (75 hrs) of $12,000 (annual Library Tutor 8 Match/In Kind CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind Liseth Lopez (Sr. Tutor-Part-Times 10% (75 hrs) of S 12,000 (annual Library Tutor 9 Matchlin Kind CDBG Funds 15hrs/wk salar = $ 1200 In-Kind Anh Vu (Sr. Tutor- Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 10 Match/In Kind CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind Corin Serrano (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 11 Match/In Kind CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind Erik Sanchez (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 12 Match/In Kind CDBG Funds 15hrs/wk salary) s $ 1200 In-Kind Jerica Rosario (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 13 Match/In Kind CDBG Funds 15hrs1wk salary) = $ 1200 In-Kind Aura Carrillo (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 14 Match/In Kind CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind Joseph Castro (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual. Library Tutor 15 Match/In Kind CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind Rachel Werth (Sr. Tutor-Part-Time- 10% (75 hrs) of $12,000 (annual Library Tutor 16 Match/in Kind (CDBG Funds 15hrs/wk salary) = $ 1200 In-Kind B.) PERSONNEL: BENEFITS 1. Program Director ($24,642 in-kind) _ $7.660 Benefits (In-Kind) 2. Lead Case Manager ($49,852 WIAfunds) = $15.885 Benefits (WIA Funds) 3. CTV3 Director ($24,642 in-kind ) = $7,660 Benefits (In-Kind) 4. Library Operations Manager ($10,183 in-kind) = S3 1656enefits (In-Kind) 5. Project Mentors (i & iii) ($59,215 In-Kind) = $10.856 Benefits (In-Kind) I.) Full-Time Staff Total ($26,271) = $8,167 Benefits (in-Kind) Ii.) Part-Time Staff Total ($32,944) = $2,689Benefits (in-Kind) 6. Tutor Mentors ($19,200 In-Kind Funds) = $1.567Benefits (in-Kind Funds) Position PERS/Social Security Medicare Health Insurance Retiree Health Worker's Comp Total Benefits Funding Source -12.07% -1.45% -13.71% -0.90% -2.96% 1. Program Director $2974 $357 $3,378 $222 $729 $7,660 (In-Kind) Exhibit G 25B-64 2. Lead Case Manager (-14.48%) i. (In-Kind) $6018 $723 $7219 $449 $1476 $15,885 ii. (WIA) 3. CTV3 Programming $2974 $357 $3,378 $222 $729 $7,660 (in-Kind) Director 4. Library Operations $1229 $148 $1396 $92 $301 $3,165 (In-Kind) Manager 5. Project Mentors I - $3171 $381 $3601 $236 $778 $8,167 (In-Kind) Full-Time Staff 6. Project Mentors 11 (-3.756) (-1.45%) 69 $ 477 (-2.96%) $975.14 $2,689 (In-Kind) - Part-Time Staff $1,235.40 . 7. Tutor Mentors $720.00 $278.40 $ 568.32 $1,567 (In-Kind) C.) STAFF CONFERENCES = $1,300 WIA Funds i.) CWA Conference cost for 2 youth interns (2 x $250 )= $500 ii.) CWA Conference cost for 2 adult mentors (2 x $400) = $800 D.) PARTICIPANT WAGES: = $73359 i.) $42,228 IMLS Laura Bush (LB)Grant Funds ii.) $18,191 In-kind General Funds ii.) $12,940 NVIA Funds Student Internships Salaries = 6$ 7,823 ($11,963 WIA Funds + $16,818 General Funds +$39,042 Laura Bush (LB) Grant Funds) 1. Level 1- Seed Phase (WEX)-4 Weeks X 8hrs/wk (4 hrs training:4 work hrs) = 32hrs X $9.21 = $294.72 per student X 20 students = $5895 2. Level 2 (Part 1) - Sprout Phase A (WEX)- 5 Weeks X 8hrs/wk (4hrs training: 4 work hrs) = 40hrs X $9.21 = $368.40 per student X 20 students =$7368 3. Level 2 (Part 2) - Sprout Phase B (Library Page )- 9 Weeks X 9hrs/wk (4hrs training: 5 work hrs) = 81hrs X $9.21 = $746.01 per student X 20 students =$14,920 4. Level 3 - Sapling Phase (Library Page ) -10 Weeks X 1 Ohrs/wk (4hr training: 6 work hrs) = 100hrs X $9.21 = $921.00 per student X 20 students = $18,420 5. Level 4- Young Tree Apprenticeship Phase (Library Page) -12 Weeks X 12 hrs/wk (work) = 144hrs X $9.21 = $1,326.24 per student X 16 youth = $21,220 Student Internship Benefits $5,536.00 i. ($39,042 LB Funds) = $3,186 Benefits (in-kind LB Funded) Exhibit G 25B-65 ii. ($16,818 General Fund)= $1373 Benefits (in-Kind General Funded) iii. ($11,963 WIA ]Funds) = $977(NI TA} Deferred Comp Medicare Worker's Total -3.75% -1.45% Comp Benefits -2.96% i. $3186 (LB) i. $ 1,464.08 L$566.11 L$ 1,155.64 1$1373 (In- Kind) if. $630.68 ii• $243.86 ii. $497.81 7 r iii.S S, iii. $ 41:.8.61 (WIA) iii. $173.45 (Wild} iii. $354.10(WfA) (WIA) All Work experience compensation will be tracked via daily sign-in sheets and bi-monthly timesheets (Please refer to Attachments C2 for timesheets) Exhibit G 25B-66 E.) OTHER: I. VOCATIONAL TRAINING IN DIGITAL TECHNOLOGY (INSTRUCTION) $88,463 ($80,000 WIA funds + $8,463 General Fund) (Partner Service Provider: Rancho Santiago Community College District Corporate Training Institute) COST CATEGORY DESCRIPTION AMOUNT TRAINING Introductory Courses First Six weeks Graphics Design One week, 4 hours Website Design One week, 4 hours Scritwritin One week, 4 hours Video Production One week, 4 hours Digital Music Production One week, 4 hours Marketing One week, 4 hours 6 subjects 24 hrs total $1,080 Subject Specific Courses Four months Graphics Design One month, 16 hours of instruction Website Design One month, 16 hours of instruction Scriptwriting One month, 16 hours of instruction Video Production One month, 16 hours of instruction 4 subjects 64 hrs. total $2,880 Concentration Courses Four months Website Design 2 months, 32 hours of additional instruction Video Production 2 months, 32 hours of additional instruction 2 subjects 64 hours total $2,880 Digital Music Production Specialization Four months Digital Music 4 months, 64 hours total of instruction $2,880 Marketing S ecialization Two months Marketing Two months, 32 hours total of instruction $1,440 Training Materials Textbooks, handouts, supplies, presentation tools For u to 20 students, six courses $18,473 SUB-TOTAL $292633 Personnel Project coordination, curriculum development, mileage, facility maintenance, etc. $58,830 TOTAL 88 463 Exhibit G 25B-67 II. VOCATIONAL TRAINING IN DIGITAL TECHNOLOGY (MATERIALS) = a$5,132 IN-KIND FUNDS (Funds will be provided from CTV 3 Time Warner Cable Franchise Fee Funds for Purchase of New In-Kind Equipment for WIA Grant ) CTV3 EQUIPMENT LIST ITEM QTY ITEM DESCRIPTION EA TOTAL 1 4 MacBook Pro, 17-inch, Quad-core Intel Core i7 $3,298 $13,192 2 4 LaCie 1TB Rugged Triple Interface USB 3.0 Portable Hard Drive $139.99 $560 3 1 Sony HXR-NX5U NXCAM Professional Camcorder $3,995.00 $3,995 4 1 Sony NP-1`970 L-Series Info-Lithium Battery Pack (6600mAh) $97.49 $97 5 4 SanDisk - 32GB Extreme Pro SDHC UHS-I Memory $139 $556 6 4 Final Cut Pro X $299 $1,196 7 4 Adobe CS5.5 Design Standard $1,299.95 $5,200 8 4 Sony Professional Headphones $83.95 $336 TOTAL $25,132 Exhibit G 25B-68 Attachment D Assurances & Certifications Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Investment Board on all contracts. I recognize that I must give assurances for each item below. If I cannot, this proposal will be automatically rejected. Please initial each box. 421 I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the owner of this agency or business to submit this proposal. We are not currently on any Federal, State of California, or local Debarment list. We will provide records to show that we are fiscally solvent, if needed. We have, or will have, all of the fiscal control and accounting procedures needed to JP1 ensure that WIA funds will be used as required by law and contract. We have additional funding sources and will not be dependent on WIA funds alone. We do or will meet the applicable Federal, State, and local compliance requirements. These include, but are not limited to: ]Records accurately reflect actual performance. Maintain record confidentiality, as required. Reporting financial, participant, and performance data, as required. ©Comply with State and Federal fiscal and program activity audits. BcompMng with Federal and State non-discrimination provisions. [Meeting requirements of Section 504 of the Rehabilitation Act of 1973. Meeting requirements of the American's with Disabilities Act of 1990. (submit attachment F) ©Meeting all applicable labor law, including Child Labor Law standards. ©Agree to provide a drug free workplace. [Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00 policy. [Agree to provide all participants with Grievance Procedures. (Agree to insure proposer's employees through Workers Compensation Insurance (including part-time employees) [Procurement policies and procedures are in place and meet federal guidelines. We will not: ©Place a youth in a position that will displace a current employee. [use WIA money to assist, promote, or deter union organizing. Muse funds to employ or train of persons in sectarian activities. Muse funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. Ouse WIA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts. [f]use WIA funds to carry out programs funded under the School-to-Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIA. Muse WIA money under this contract to purchase any equipment. hereby assure that all of the above e_ - _?, C_1 - % Director Parks and Rec Santa Ana 3/5/2012 Name Title Date Exhibit H 25B-69 ADDITIONAL INSURED ENDORSEMENT Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702; its officers, employees, agents and volunteers are named as additional insureds ("additional insureds") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be canceled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective Policy # Issued to this endorsement form as a part of Named Insured Countersigned by EXHIBIT I Authorized Representative 25B-70