HomeMy WebLinkAboutSANTA ANA PUBLIC LIBRARY (7) -2015°„+iMI NO REGIUIRED A- 2015 -100
VVOM MAY F'HOGEED
CLE:M or D {JUsmil.
MEMORANDUM OF UNDERSTANDING
UNDER THE WORKFORCE INNOVATION AND OPPORTUNITY ACT
-u
THIS SUBAWARD AGREEMENT, made and entered into this I" day of July, 2015,
< 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 the City of Santa
Ana/Santa Ana Public Library, identified by the assigned Data Universal Numbering System (DUNS)
s Number 08- 3153247 ( "SUBRECIPIENT ")
RECITALS:
A. CITY has been designated a Local Workforce Investment Area ( LWIOA) under
the Workforce Imiovation and Opportunity Act of 2014, Public Law 1 -113 -128 ( "the Act "), Catalog of
Federal Domestic Assistance (CFDA) Number 17.259 and Federal Award Identification Number
(FAIN) AA253421455A6.
B. The State of California has created the LWIOA to administer the Act programs
operated by the State of California pursuant to the Act.
C. As a L,WIOA, CITY is entitled to receive federal funds to establish programs to
increase the employment, retention and earnings of participants, and increase occupational skills
attainment by participants, and as a result, improve the quality of the workforce, reduce welfare
dependency, and enhance the productivity and competitiveness of the nation ( "said program ")
D. SUBRECIPIENT is experienced in operating workforce development programs
for at -risk youth that provide preparation for secondary and post - secondary education, occupational
training, and employment skills for entry into the labor market.
E. SUBRECIPIENT is willing to operate said program pursuant to the Act and
California law.
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.
SUBRECIPIENT'S OBLIGATIONS
A. SUBRECIPIENT agrees to provide the following services pursuant to said
program, as more specifically set forth in SUBRECIPIENT "S Program Narrative contained in
"Exhibit A ", as required to be responsive to the Federal Funding Accountability and Transparency Act
(FFATA) per 2 CFR §200.331(a)(1)(ix), and in the Performance Indicators "Exhibit B ", per 2 CFR
§200.331(d) and 2 CFR §200.328, both attached hereto and by this reference incorporated herein.
SUBRECIPIENT'S failure to provide said services may be grounds for CITY to readjust the level of
payment to SUBRECIPIENT otherwise provided for hereinafter.
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B. SUBRECIPIENT 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 the Act.
C, SUBRECIPIENT agrees to perform the services set forth herein in a
professional, timely and diligent manner.
D. SUBRECIPIENT shall provide wages and benefits to individuals who participate
in the activities and services funded by this Agreement in accordance with the standards and
requirements of the Act, including Section 181 of the Act.
E. SUBRECIPIENT shall adhere to the Labor Standards described in the Act,
including Section 181 of the Act.
F. SUBRECIPIENT agrees to comply with the "Complaint Handling Procedures Under
the WIOA ", attached hereto as "Exhibit C" and incorporated herein as though frilly set forth in 20 CFR
683.600. SUBRECIPIENT 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 SUBRECIPIENT. SUBRECIPIENTS 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
SUBRECIPIENT from CITY, SUBRECIPIENT assures, with respect to operation of all programs or
activities fimded 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 Parts 33 and 37. The United States, the State of California and
CITY have the right to seek judicial enforcement of this assurance.
H. SUBRECIPIENT agrees that no participant(s) shall commence training prior to the
approval of funding pursuant to Section 123 of the Act.
SUBRECIPIENT agrees to the following accounting, monitoring, auditing, and
review requirements:
1. SUBRECIPIENT 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 SUBRECIPIENT'S services or
activities, costs or other data, including but not Limited to, participants' attendance, payroll
records and job duty statements.
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2. SUBRECIPIENT agrees to forward to the Santa Ana Work Center
Administrative Office, 1000 East Santa Ana Blvd„ Suite 200, Santa Ana, California 92701
completed Workforce Innovation and Opportunity Act Application form and supporting
documents; a complete Workforce Innovation and Opportunity Act Enrollment; any subsequent
updates; Workforce Innovation and Opportunity Act Youth Test Scores form; Workforce
Innovation and Opportunity Act Exit form upon completion/termination of active enrollment of
participant; and the Workforce Innovation and Opportunity Act Follow -Up form within 20 days
following 30, 60, 90,180, 270, and 360 days of exit. SUBRECIPIENT agrees to enter
information on the State of California's CalJobs database system as instructed and requested by
the Santa Ana Work Center Administration.
3. 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
SUBRECIPIENTS activities, performance, books, documents, papers, and records of
SUBRECIPIENT SUBRECIPIENTS, 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 SUBRECIPIENT are kept (2 CFR §200.330). Nothing herein shall be construed to require
access to any privileged or confidential information as set forth in federal or state law.
4. In the event SUBRECIPIENT does not make the above- referenced
documents available within the City of Santa Ana, California, SUBRECIPIENT 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.
5. All accounting records and evidence pertaining to all costs of
SUBRECIPIENT and all documents related to this Agreement shall be kept available at the
location where SUBRECIPIENT 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, SUBRECIPIENT
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, SU 13RECIPIENT 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 SUBRECIPIENT, costs
incurred and services rendered hereunder.
K. SUBRECIPIENT agrees to complete a monthly Invoice form showing in detail
the amount of money already expended by SUBRECIPIENT" hereunder, as this is a cash reimbursement
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contract. Accounting records must be supported by such source documentation as invoices, bills,
statements, proof of payment, such as cancelled checks, payment confirmations, account statements,
paid bills, payroll records, time and attendance records, and contract and subgrant award documents(2
CFR §200.101(b)(2)). SUBRECIPIENT agrees to submit the above - stated documents to the WIB
Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the
tenth (10th) day of the month following the month in which SUBRECIPIENT'S services are performed.
Should SUBRECIPIENT fail to deliver said documents to CITY within thirty (30) days of said
deadline, CITY shall provide SUBRECIPIENT with written notice of such deficiency. If said
deficiency is not corrected within thirty (30) days of mailing such written notice, CITY shall have the
option to deobligate SUBRECIPIENT's funds and cancel this Agreement by giving SUBRECIPIENT
ten (10) days written notice thereof. SUBRECIPIENT shall either return to the CITY excess revenues
over costs or use such excess revenues as program income for additional training activities authorized
under the Act.
L. SUBRECIPIENT agrees to expend all funds in accordance with all applicable
federal, state and local laws and regulations. SUBRECIPIENT also agrees to provide, at
SUBRECIPIENT'S own expense, supplies and other costs of said PROGRAM.
M. SUBRECIPIENT shall arrange independently for an audit that includes WIOA
funds received from CITY, in accordance with the Act, 2 CFR 200.500. SUBRECIPIENT shall submit
one original of each required audit report to CITY within thirty (30) days after the date received by
SUBRECIPIENT. Should SUBRECIPIENT fail to comply with these requirements, CITY may, at its
option, withhold payment of funds, disallow funds, or suspend additional grant funds.
N. SUBRECIPIENT 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.
O. SUBRECIPIENT 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. SUBRECIPIENT shall comply with the requirements of federal regulations
found at 29 CFR Part 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.
SUBRECIPIENT 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. SUBRECIPIENT 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 SUBRECIPIENT under the
terms and conditions of this Agreement.
Q. SUBRECIPIENT 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
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this reference.
R. SUBRECIPIENT, in accordance with the Child Support Compliance Act,
recognizes and aclaiowledges 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 assigmment 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. SUBRECIPIENT agrees to comply with all applicable provisions of the Act, and
all applicable federal regulations, including, but not limited to, the Code of Federal Regulations,
Subtitle A— Office of Management and Budget Guidance for Grants and Agreements, as well as all
applicable state and local regulations.
T. SUBRECIPIENT agrees to remain in compliance with the Certification
Regarding Debarment ( "Exhibit F "), as required by the regulations implementing Executive Order
12549, Debarment and Suspension, (2 CFR Part 180).
U. SUBRECIPIENT 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.
V. SUBRECIPIENT acknowledges that the official name for the statewide system
of providing employment and training through the WIOA partnerships and various other local
programs is "America's Job Center ". To achieve the goals of this grant, it is important that the public
has a quick and easy method to identify that the projects or programs they are taking part in are part of
the "America's Job Center ". SUBRECIPIENT agrees to place the America's Job Center logo, in
accordance with the State of California guidelines for such use, on all public materials, such as
statements, press releases, brochures, advertisements, reports and other documents describing projects
or programs funded in whole or in part with WIOA funds. When the America's Job Center logo is
used, SUBRECIPIENT may accompany it with the following statement, "The (Program Name) is a
proud partner of the America's Job Center network ". SUBRECIPIENT shall not use the America's Job
Center logo in any manner that would imply that the State of California endorses- a commercial
product, service or activity.
II.
CITY'S OBLIGATIONS
A. On May 13, 2015, the CITY was awarded $1,136,469 in youth funds under the
Act for fiscal year 2015 -2016 from the Department of Labor, Employment and Training
Administration. CITY agrees to pay to SUBRECIPIENT when, if and to the extent federal funds are
received wider the provisions of the Act a sum not to exceed $160,000 for SUBRECIPIENTS
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 SUBRECIPIENT as
provided hereinabove.
B. Pursuant to 2 CFR §200.331(a)(4), the Indirect Cost Rate for the
SUBRECIPIENT's award shall be an approved federally recognized indirect cost rate negotiated
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between the SUBRECIPIENT and the Federal government, or, if no such rate exists, either a rate
negotiated between the CITY and the SUBRECIPIENT, or a de minimis indirect cost rate as defined in
2 CFR §200.414(b) Indirect (F &A) costs.
C. SUBRECIPIENT 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 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 SUBRECIPIENT, due to any of the following reasons: (a) lack of performance by
SUBRECIPIENT; (b) lack of fiscal accountability of SUBRECIPIENT; or (c) decrease in available
funding.
III.
TERM OF AGREEMENT
A. This Agreement shall commence on July 1, 2015, and all duties arising under
this Agreement shall have been performed by June 30, 2017. The Term of this Agreement may be
extended by a writing executed by the City Manager and the City Attorney. SUBRECIPIENT
acknowledges and agrees that it must provide follow -up services for one (1) year after the Term,
whether funded or not.
B. SUBRECIPIENT agrees to comply with the closeout procedures detailed in 2
CFR §200.343, including the following:
1. SUBRECIPIENT must submit, no later than ninety (90) calendar days
after the end date of the period of performance, all financial, performance, and other reports as required
by the terms and conditions of the Federal award;
2. Unless the CITY authorizes an extension, SUBRECIPIENT must
liquidate all obligations incurred under the Federal award not later than ninety (90) calendar days after
the end date of the period of performance as specified in the terms and conditions of the Federal award;
3. SUBRECIPIENT must promptly refund any balances of unobligated cash
that the CITY paid in advance or paid and that is not authorized to be retained by SUBRECIPIENT for
use in other projects (See OMB Circular A -129 and 2 CFR §200.345);
4. SUBRECIPIENT must account for any real and personal property
acquired with Federal funds or received from the Federal government in accordance with 2 CFR
§ §200.310- 200.316 and 200.329; and,
5. The CITY should complete all closeout actions for the Federal award no
later than one year after receipt and acceptance of all required final reports.
IV.
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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
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. SUBRECIPIENT shall use appropriate funds received from CITY to provide
workers' compensation to all those hired by SUBRECIPIENT under this Agreement.
B. SUBRECIPIENT 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 SUBRECIPIENT maintains itself as an Equal Opportunity employer.
VI.
APPLICABLE GUIDELINES
A. The parties hereto agree that SUBRECIPIENT shall comply with all applicable
federal and state laws and regulations, including, but not limited to the Performance Indicators
(Exhibit B) and general program requirements described in Sections 2 and 116 of the Act, 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 part of this Agreement as though fully set forth herein.
B. SUBRECIPIENT also assures and certifies that:
1. SUBRECIPIENT acknowledges and confirms that the U.S. Department
of Labor has established six (6) performance indicators for youth: (a) Percent of participants who are
in education/training activities, or in unsubsidized employment during the 2 "d quarter after exit; (b)
Percent of participants who are in education/training, or in unsubsidized employment during the 4a'
quarter after exit; (c) the median earnings of participants in unsubsidized employment during the 2 "d
quarter after exit; (d) Percent of participants who obtain recognized postsecondary credential or
secondary diploma during participation or within 1 year after exit; (e) Percent of participants who,
during the program, are in education or training that leads to a recognized postsecondary credential or
employment and who are achieving measurable skill gains; and, (f) effective in serving employers.
SUBRECIPIENT agrees to implement and shall meet any additional performance indicators that may
be subsequently required by the Workforce Innovation and Opportunity Act or by any other Federal,
State, and local law.
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2. SUBRECIPIENT 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, requiring that 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. SUBRECIPIENT shall comply with any and all federal laws limiting the
political activity of employees hired under this Agreement.
4. SUBRECIPIENT shall comply with the requirements that no program
under the Act shall involve political activities.
5. RECORD INSPECTION. SUBRECIPIENT 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. SUBRECIPIENT shall maintain appropriate standards for health and
safety in work and training situations.
8. SUBRECIPIENT 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
SUBRECIPIENT 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 WIOA 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, SUBRECIPIENT 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. SUBRECIPIENT 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
SUBRECIPIENT by the CITY and/or purchased by the SUBRECIPIENT 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,
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SUBRECIPIENT will immediately return such tools and /or equipment to the CITY or dispose of them
in accordance with the direction of the CITY.
12. SUBRECIPIENT 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
SUBRECIPIENT will disclose to the CITY any invention, written product, or computer program
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 SUBRECIPIENT. Upon written request, SUBRECIPIENT
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 SUBRECIPIENT 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
SUBRECIPIENT 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 SUBRECIPIENT purchases
ownership with grant support; and, (c) SUBRECIPIENT 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 wider this Agreement.
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15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds
$100,000, SUBRECIPIENT 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 SUBRECIPIENT 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
utilized for the grant is under consideration to be listed on the EPA List of
Violating Facilities; and,
(c) It will notify the CITY and the EPA about any known violation of the above laws
and regulations.
16. SUBRECIPIENT agrees to adhere to the following STANDARDS OF
CONDUCT:
a. General Assurance. Every reasonable course of action will be taken by SUBRECIPIENT 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. SUBRECIPIENT, 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.
b. Employment of Former State or CITY Employees. SUBRECIPIENT 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 (2) years following the termination of such employment.
C. Conducting Business Involving Relatives. No relative by blood, adoption or
marriage of any executive or employee of SUBRECIPIENT will receive favorable treatment when
considered for enrollment in programs provided by, or employment with, SUBRECIPIENT.
d. Conducting Business Involving Close personal Friends and Associates. Executives and
employees of SUBRECIPIENT 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 SUBRECIPIENT to conduct business with
a friend or associate of an executive or employee of SUBRECIPIENT, 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.
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e. Avoidance of Conflict of Economic Interest. No executive or employee of
SUBRECIPIENT 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 SUBRECIPIENT 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.
f Salary and Bonus Limitations. All Subrecipients of WIOA 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.
VII.
HOLD HARMLESS
A. SUBRECIPIENT 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 SUBRECIPIENT, its
employees or subcontractors.
B. SUBRECIPIENT 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
SUBRECIPIENT, its employees or subcontractors.
VIII.
INSURANCE
1. Commercial General Liability. SUBRECIPIENT agrees to obtain and keep in force
during the term of this Agreement a policy of comprehensive commercial general liability insurance
insuring the State of California, CITY, and SUBRECIPIENT 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, with $2,000,000 in the aggregate coverage. Said policy of
comprehensive general 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.
Page 11 of 17
2. Automobile Liability Coverage. SUBRECIPIENT shall also obtain and maintain,
during the effective period of this Agreement, broad form automobile liability coverage with at least
$1,000,000 limit unless reduced by CITY, which applies to both owned/leased and non -owned
automobiles used by SUBRECIPIENT 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
Agreement, SUBRECIPIENT 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 SUBRECIPIENT 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., SUBRECIPIENT 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. SUBRECIPIENT 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. SUBRECIPIENT shall purchase a policy or policies of
insurance covering loss or damage to any and all Equipment provided to or purchased by
SUBRECIPIENT 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. Youth Protection. To maintain a safe environment, funded youth providers that
serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual
Abuse & Molestation insurance coverage of at least $2,000,000. Youth providers will be held
responsible for conducting a background clearance (live -scan) for staff that have direct interaction with
youth participants that are under the age of 18.
6. Proof of Insurance. Certificates and endorsements must be submitted and approved by
CITY prior to any work under this Agreement. SUBRECIPIENT 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 SUBRECIPIENTs 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.
Page 12 of 17
X.
ASSIGNABILITY
None of the duties of, or work to be performed by, SUBRECIPIENT under this Agreement
shall be subcontracted or assigned to any agency, consultant, or person without the prior written
consent of CITY. SUBRECIPIENT must submit all subcontracts and other agreements that relate to
this Agreement to CITY. SUBRECIPIENT acknowledges and agrees that it must follow procurement
regulations for SUBRECIPIENTs (2 CFR §200.317). No subcontract or assignment shall terminate or
alter the legal obligations of SUBRECIPIENT pursuant to this Agreement.
XI.
LAWS GOVERNING THIS AGREEMENT
In its performance under this Agreement, SUBRECIPIENT 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, 2 CFR 200 and 20 CFR. Parts 651 and 654
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, SUBRECIPIENT 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 SUBRECIPIENT by CITY, and contains
all the covenants and agreements between the parties with respect to such employment. Each party to
this Agreement aclaiowledges 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 SUBRECIPIENT.
Page 13 of 17
XIII.
FRAUD
SUBRECIPIENT 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
SUBRECIPIENT aelmowledges 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
SUBRECIPIENT Within twenty (20) days of receipt of such notice, SUBRECIPIENT 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,
SUBRECIPIENT may not terminate this Agreement if undue hardship will result to any participant.
B. In the event SUBRECIPIENT defaults by failing to fulfill all or any of its obligations
hereunder, CITY may declare a default and tennination of this Agreement by written notice to
SUBRECIPIENT, 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 SUBRECIPIENT. 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 SUBRECIPIENT 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, SUBRECIPIENT shall act in accordance with CITY's decision unless
the dispute involves a change order.
Page 14 of 17
XVII.
BREACH - SANCTIONS
If, through any cause, SUBRECIPIENT violates any of the terms and conditions of this
Agreement, and /or prior agreements whereby grant funds were received by SUBRECIPIENT pursuant
to this Agreement, or if SUBRECIPIENT reports inaccurately or if any Audit Report makes
disallowances, SUBRECIPIENT shall promptly remedy its acts or omissions and /or repay CITY all
amounts due CITY as a result of SUBRECIPIENT'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 SUBRECIPIENT 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
SUBRECIPIENT has failed to repay same or a repayment schedule has not been made; and /or (3)
terminate this Agreement by giving written notice to SUBRECIPIENT 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:
CITY: City of Santa Ana
Manager, WIB Administrative Office
P.O. Box 1988 (M -73)
Santa Ana, CA 92702
CLERIC: 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
SUBRECIPIENT: City of Santa Ana / Santa Ana Public Library
26 Civic Center Plaza, Santa Ana, CA 92702
Phone: (714) 647 -5288
Fax: (714) 647 -6913
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.
Page 15 of 17
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.
Page 16 of 17
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above - written.
ATTEST:
-1 /),4
Maria D. Huizar
f
Clerk of the Council
APPROVED AS TO FORM:
Sonia R. Carvalho
City
"CITY"
By: �.
David Cavazos
City Manager
"SUBRECIPIENT"
BY: / ,
Name: Gerardo Moi
Title: Executive D
Tax ID #: 95- 6000785
Page 17 of 17
Workforce Innovation & Opportunity Act
Youth Program Provider
Santa Ana Public Library
2015 -2017
EXHIBIT A
Santa Ana Public Library
Seeds to Trees Academy
WIOA Youth Program
1. Experiences and Qualifications
The Seeds to Trees Academy apprenticeship program will be operated by the Santa Ana Public
Library in partnership with Santa Ana College. The experience and qualifications of both
agencies will be described in this section.
A. Briefly describe your organization- Santa Ana Public Library:
The Santa Ana Public library (SAPL) is a division of the City of Santa Ana's Parks and
Recreation Department (PRCSA). SAPL's purpose is to respond to our community's
informational, educational, and personal interest needs using books, materials, technology, and
professional expertise. The library is subdivided into 4 primary departments: young adult
services, adult services, youth services and technology and support services.
B. & C. Last the facility address and address of headquarters if different location. Please
include major cross streets. Indicate hours of operation for facility.
• The Santa Ana Public Library Main Branch located at 26 Civic Center Plaza, at the cross -
streets of Civic Center and Ross in Santa Ana will be headquarters for the program. Hours:
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.
• The Digital Media lab and Teen Center at Garfield Joint Use Conummity Center located at
850 Brown St. at the cross - streets of 4 "' Street and Lacy. Hours: 3:00 p.m. -6:00 p.m.
Monday - Friday. Facility is equipped with a digital media production studio and a classroom-
structured computer lab utilizing state of the art Mac computers.
• The TeenSpace at Jerome Recreation Center located at 726 S. Center Street, at the cross -
streets of Center and McFadden. Hours: 3:00 pin — 8:00 pm Monday - Thursday and 3:00 pm -
6:00 pm Friday.
D. Briefly indicate what makes your facility youth friendly and suitable for the proposed
program.
All three locations offer young adults a designated, specially designed space for them to train,
learn, work, relax, do homework and meet friends, and are ADA compliant.
E. Provide brief information on the following elements:
1. Average annual operating budget and sources of revenue — The Library's allocation of
City General Fund monies for 2014 -15 was $3,194,170. Other sources of revenue include a
CDBG block grant of $250,000 to support Homework Help Centers. We anticipate an equivalent
CDBG grant for the 2015 -2016 fiscal year and were recently awarded a $495,000 IMLS grant for
history related programing.
2. Brief description of staff - The library employs 10 full -time librarians, 8 full -time
paraprofessionals and 8 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
EXHIBIT A
General Fund and others through various grants. Please refer to attachment W -2 for brief
biographies of all TeenSpace staff who will participate in the Seeds to Trees Academy Program,
3. Past experience with WIOA programs or other youth programs - The trained staff
contributing to this project will be: Young Adult Principal Librarian, Technology and Support
Principal Librarian, Lead Case Manager, Out of School Youth Assistant Caseworker, and an In-
School Youth Assistant Caseworker, WIOA Program Clerk, lead Out -of - School Youth Sr. Tutor
and lead In- School Youth Tutor, Assistant Librarian, Youth Services Technician and Library
Operations Manager. The Young Adult Principal Librarian has been the project director for the
past 4 iterations of the Seeds to "frees )VIA program and will devote approximately half of her
work time to guiding and overseeing the program. The Technology and Support Principal
Librarian is in charge of CTV -3 programming for the city and has been and will continue to be
responsible for effective cooperation with Santa Ana College and its School of Continuing
Education to insure that class schedules and locations, content and student monitoring are
implemented and problems solved, promptly. She also has had and will continue to have
oversight of the work experience of the youth participants focused on CTV3 programming,
coordinating filming, editing, and web content design through the efforts of her staff. Assistant
Librarian Saidy Valdez will serve as Lead Caseworker overseeing the entire program. This will
be her second year overseeing the program. An Out -Of- School Youth Assistant Caseworker, an
In- School Youth Assistant Caseworker and a WIOA Program Clerk will be recruited and hired
for the project. It is anticipated that priority hiring will be given to staff that have previous
experience working with the Seeds to Trees WIA program at the library. Lead in- School Tutor
and lead out -of- school Sr. Tutors will be drawn from current ,pool of staff. Additional current
staff will have roles as tutors and project mentors.
4. What kind of impact has your organization made on the youth community? The library
has maintained a high number of ongoing apprenticeship 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. In 2013 -2014 the Young Adult department
hosted 825 teen programs in which 3988 teens participated. That same year, the Young Adult
department hosted 449 Buddy Programs in which both school -aged children and their teen
mentors participated, The buddy programs had a total of 3,294 participants. The library's 350
volunteers completed 8,710 hours of volunteer work, and a majority of the hours were completed
through the Young Adult department.
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 Recreation Center. 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. The majority of teens hired through our grant
programs have begun their contact with the library through the volunteer program. 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 Iibrary 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.
EXHIBIT A
The TeenSpace program Circle of Mentoring is advised by the Teen Library Club. As a group,
these teens have contributed many thousands of hours of community service to the library and to
various civic engagement projects around the city. Ninety -eight percent have graduated from
high school and 90 percent 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.
In all of our youth- centered programs, two guiding principles have been primary: The Circle of
Mentoring concept and its 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 previous programs. All full -
time employees at the library are involved in mentoring the students we employ under WIA.
In collaboration, the efforts of staff members have produced notable successes, especially with
WIA - mandated goals. The program has achieved full enrollment very early in the cycle for the
previous and current WIA programs. In recent years, a total of sixty participants completed the
first phase of the training successfully, and were awarded certificates from Rancho Santiago
Community College District ( RSCCD) testifying to their mastery of digital media preproduction
skills. 29 (90 %) of youth participants of the 2014 -2015 program have successfully attained their
Microsoft Office certifications and the remaining youth are currently working with their tutors to
complete their certifications. 4 (100 %) of our 2014 -2015 out-of-school participants have been
enrolled in Santa Ana College and are currently receiving training in Business and Digital
Media. 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.
In November of 2014 the TeenSpace Circle of Mentoring Program was recognized with an
award from the President's Committee on the Arts and the Humanities (PCAH) which was
presented by First Lady Michelle Obama at a ceremony at the White House. The award
recognizes the country's best creative youth development programs for using engagement in the
arts and the humanities to increase academic achievement, graduation rates, and college
enrollment. The awardees — chosen from a pool of more than 350 nominations —are chosen for
their impact on the youth of their community.
A. Briefly describe your agency - Santa Ana College/ School of Continuing Education:
Santa Ana College (SAC) has had a long history of serving Santa Ana youth. Santa Ana College
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. In 1947 Santa Ana College
moved to a permanent campus at 17th and Bristol. It was the second junior college founded in
Orange County and the fourth oldest in all of California. The college has evolved into one of the
most energetic and fastest - growing comprehensive community colleges in the nation, currently
serving 29,318 credit and non- credit students per semester. Santa Ana College provides a
dynamic learning environment that prepares students for transfer to four -year institutions, careers
EXHIBIT A
and lifelong intellectual pursuits in a global community. The Middle College High School
program provides college level instruction to high- school -aged youth.
The Centennial Education Center operated by Santa Ana College is the only major Adult
Education provider in the City of Santa Ana. The programs offered at Centennial Education
Center are award wimling, receiving 4 major awards in 2013 from agencies which include the
California Department of Education. All programs and services offered at the Centennial
Education Center are Tuition Free.
SAC also provides access to the (DMC) Digital Media Center, a 28,000 - square -foot, innovative,
state -of- the -art that features a business incubator for start-up companies, instructional space for
SAC's digital media arts, TV /video production and digital music programs. The facility also
houses a collection of business seminars related to the digital media and business industries.
B. & C. List the facility address and address of headquarters if different location. Please
include major cross streets. Indicate hours of operation for facility.
1. Centennial Education Center - 2900 W Edinger Ave, Santa Ana, CA 9270, Cross Street
Edinger and Fairview — Hours: Monday — Thursday 8:00 AM— 6:45 PM; Friday 8:OOAM —
4:30PM
2. Santa Ana College Main Campus - 1530 W 17th St, Santa Ana, CA 92706, Cross Street 17t"
and Bristol — Hours: Monday — Thursday 8:00 AM— 6:45 PM; Friday 8:OOAM — 4:30PM
3. Digital Media Center - 1300 S. Bristol Santa Ana, CA 92704 Cross Street Edinger and
Bristol — Hours: Monday — Thursday 8:00 AM— 6:45 PM; Friday 8:OOAM — 4:30PM
D. Briefly indicate what makes your facility youth friendly and suitable for the proposed
program.
In 2002, voters approved a $337 million general obligation bond to renovate existing campus
buildings and construct new classrooms for the RSCCD that provided improved facilities for
SAC. In November of 2012, additional funds were provided to improve facilities at Santa Ana
College. These improved and expanded facilities are now available to provide the best possible
educational setting for the next generation of Santa Ana Youth.
E. Provide brief information on the following elements:
1. Average annual operating budget and sources of revenue - A majority of the classes will
be undertaken the (CEC) Centennial Education Center. Their annual budget is $13,662,882.
These funds come from various state, county, and local sources and are managed by Santa Ana
College and the Ranch Santiago Community College District.
2. Brief description of staff - The Centennial Education Center has 5 administrators, 11 Full -
time Faculty and Counselors, 297 part time faculty and counselors, along with 103 support staff.
The management team is made up of Interim Vice President Jim Kennedy, Dean Nilo Lipiz,
Dean Dr. Sergio Sotelo, Associate Dean Christine Kosko, and Associate Registrar Phuong
Nguyen.
3. Past experience with WIOA programs or other youth programs - The Adult Education
center has had a long history of serving nontraditional high school students of all ages. Their
GED and high school diploma programs have been utilized by many members of the Santa Ana
community. The faculty and staff are very experienced in helping nontraditional students reenroll
EXHIBIT A
into productive educational courses, The Adult Education Center will also have access to the
resources that are typically made available to other incoming community college students.
4. What kind of impact your organization has made on the youth community? According
to the US Census, 48% of adults over the age of 25 in Santa Ana (over 89,000 residents) do not
have a High School Diploma or GED equivalent. Over 20% of households in the city do not
have a member in the household over the age of 14 that can speak English fluently. The
Continuing Education Center has answered these needs for the last 33 years by providing a place
where students lacking a high school diploma could take the steps needed to complete their
secondary education. Last year a total of 13,072 courses were completed by all students in the
program. The Center served a total of 24,259 students enrolled in various programs. Of these,
4,558 were full -time equivalent students working towards a degree or credential. In addition,
Centennial Education Center students earned over 1,400 state approved certificates in English as
a second language and career and technical education programs.
2. Proposed Program
A. Provide an overview of the program's main objectives
The "Seeds to Trees Academy: Digital Media Technology Institute" program developed by the
Santa Ana Public Library in partnership with Santa Ana College (SAC) is a free comprehensive
apprenticeship program comprised of paid training and work- experience consisting of student
internships and externships for 22 youth ages 14 -24 leading to certifications and college credit in
the fields of digital media, business, and computer information technology. Of these 22 WIOA
eligible student interns, 15 youth (75 %) will be "Out -Of- School Youth" (ages 16 -24) and 7
youth (25 %) will be "In- School Youth" (ages 14 -21). At least 4 (20 %) will be foster or
probation youth, youth with learning disabilities and /or youth who have dropped out of high
school. In addition to the youth populations mentioned above, the program will be recruiting
returning veterans who are out —of- school youth (18 -24).
The program is an evolutionary outgrowth of the library's previously successful WIA funded
"Seeds to Trees Digital Media Technology" program that the library implemented successfully
for 3 years in partnership with the Rancho Santiago Community College District's (RSCCD)
Corporate Training Institute (CTI). This program was revamped for 2014 -2015 by modifying
the Seeds to Trees approach to include additional elements considered beneficial to the
participants of the program. These additional elements are: 1) enrolling all participants in Santa
Ana College and paid training leading to transferable college credit; 2) increased focus on work -
experience internships and externships at local businesses and city departments leading to
potential employment and; 3) a pilot program element that introduces participants to post-
secondary Massive Online Open Courses (MOOCs) in a structured staff /tutor led classroom
setting. We will continue to focus on providing youth participants with these three additional
elements for 2015 -2017. (Please refer to attachment W3 for a further explanation of MOOC'S)
The program will provide participants with WIOA Elements 1 -14. 1)
The program will offer students tutoring, study skills training, and instruction leading to the
completion of a high school diploma and post- secondary education readiness. 2) Students who
are high school dropouts will have the opportunity to complete their high school diploma or
attain their GED via programs provided by the SAC School of Continuing Education, 3)
EXHIBIT A
Students will have access to occupational skill training in clerical office skills, as well as media
technology through Santa Ana College and its Continuing Education Center Program. 4 &5)
Students will have work experience and on -the job training opportunities at the library creating
desigr/content for various agency and affiliate web sites, producing videos for the city's CTV -3
channel, and work experience at externship sites at local businesses and city departments. 6)
During their work experience, the youth 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. They will also participate in a Teen Community Leadership
Institute program that will be coordinated by library's Youth Civic Engagement internship
program. 7) Students will be provided with the educational materials and equipment required to
successfully complete the program, as well as transportation to and from program sites from the
library. 8) 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. 9) Follow -up services
for a minimum of 12 months after program completion will be provided for youth to support
educational and /or employment endeavors. 10) A Masters in Counseling intern and Doctor of
Psychology skilled in a variety of fields, including addiction and family counseling, will be
available to students as needed to provide counseling and referral services. 11) All youth
participants will be provided workshops that will train them in financial literacy, 12) in
entrepreneurial skills training and, 13) in labor market information leading to career awareness
and exploration. 14) Fieldtrips to post-secondary education institutions, enrollment in SAC
study skills, business and /or digital media classes, one -on -one college counseling sessions and
workshops , as well as Padres Promotores workshops for youth and parents of in- school youth
will serve to help youth prepare for and transition to postsecondary education.
Upon eligibility determination, all 22 participants will be streamed into 2 program tracks.
Track 1: Out -of- School Youth: MicrosottOffice Applications certifications and Intermediate
Digital Media Apprenticeships (15 participants 400 hours L Digital Media Basics
(Graphic /Web Design): 20 hours, Video Production : 40 hours, Counseling: Study Skills Course
: 16 hours, Intro to Business : 48 hours, Intermediate Digital Media (Digital Media Arts): 48
hours, MOOC based certification trainings: 35 hours, Workshops, Fieldtrips, Trainings: 30 hours
, Counseling hours: 3 hours, Civic Engagement /Volunteer projects: 30 hours ,Work Experience
Internship/ Externships: 130 hours.
Track 2: In- School Youth: Microsoft Office Applications certifications and Beginning Digital
Media Apprenticeships (7 participants; 200 hours): Digital Media Basics (Graphic /Web Design):
20 hours, Video Production: 30 hours, MOOC based certification trainings: 50 hours,
Workshops, Fieldtrips, Trainings: 30 hours, Civic Engagement /Volunteer projects: 20 hours,
Work Experience Internship/ Externships: 50 hours.
The duration of the Seeds to Trees program is approximately one year (44 weeks), from August
2015 to June 2016 of the following year for the first iteration and from August 2016 -June 2017
for the second. In order for a youth apprentice to receive the maximum benefits of the program,
we require that he /she must commit to between 5 -12 hours a week of participation. These hours
per week include instruction and work experience in addition to workshops to enhance
participant skills.
EXHIBIT A
There will be one full -time lead Case Manager assigned to oversee this program. There will be
one Assistant Case Manager for Out —of— School Youth. Case managers will be assisted by part-
time Clerk, Sr. Tutor and Tutor staff assigned to the project. Students have the opportunity of
interacting with their respective Case Manager at each class, work experience or workshop. On
average students and Case Managers will interact 4 -5 times a week. For more intensive needs of
the students, the Case Manager and/ or additional support staff will be available.
3. Population
A. Describe the total number of youth that will be served by this grant.
The Seeds to Trees Academy program will serve 22 youth.
B. Describe the age range of the youth that will be served.
Of the 22 youth, 15 will be "out -of- school youth" (ages 16 -24) and 7 will be "in- school
youth" (ages 14 -21).
C. Describe any minimum requirements that youth need to have in order to be enrolled
into your program (aside from the W10A Youth eligibility requirements).
In addition to WIOA Youth eligibility requirements, priority enrollment will be provided to
WIOA eligible returning military veterans who are out-of-school youth (refer to letter of support
from SAC Veteran Upward Bound program). Additional priority enrollment will be provided to
WIOA eligible youth who have completed a minimum of 30 hours of volunteer service in Santa
Ana Public Library and /or Parks and Recreation programs.
D. Special consideration for organizations that can serve the following youth populations:
1. At least 75% of Out -of- School youth (required): Yes we will serve 75% this population
2. At least 10% of youth with disabilities: Yes 10% will be this population
3. At least 10% of foster /emancipated youth: Yes 10% will be this population
4. At least 10% youth that have dropped out of high school: Yes 10% will be this population
5. At least 10% of youth on probation: Yes 10% will be this population
E. Specify how the targeted youth populations (out -of- school, youth with disabilities,
foster /emancipated, probation, dropouts) will be recruited.
• Out -of- School and dropout youth will be recruited via referrals from SAC Continuing
Education Program, SAUSD (refer C2),Access California services (refer to letter of
intent E9) and at outreach events. We will also post flyers and recruit for the program
among library patrons (refer to attachment W4).
• Youth with Disabilities: The library has had a successful association with serving as a
work experience site for the Santa Ana Unified School District's Special Education
Program Youth. The Transition Center has agreed to continue to refer youth with
disabilities to the Seeds to Trees Academy (please refer to Letter C4 from SAUSD
Transition Center). Youth with physical disabilities will be welcome in the program, as
will youth with mild learning disorders. We have had tremendous success working with
youth who are autistic, and have started a partnership with Easter Seals Autistic Services
program. They have agreed to refer youth to our program as well (please refer to letter
C5 from Easter Seals Autistic services). Youth with severe cognitive disabilities will find
EXHIBIT A
the educational components of the program too demanding. With space, in the program
limited, it is necessary to offer the training only to those who can benefit from it.
Foster Youth: The library has developed a successful association with Orangewood
Children's Foundation which serves foster youth in Orange County, and they have agreed
to refer emancipated foster youth for participation in the program (refer to Letter C7 from
Orangewood Children's Foundation). Further, the Project Director has been attending
meetings of the Foster Youth Breakthrough Collaborative since 2009 and the Orange
County Social Services Agency has agreed to refer foster youth to the program (refer to
Letter C6 from the Orange County Social Services Agency). Since several project
employees are former emancipated foster youth from Orange County, we will have staff
on hand uniquely qualified to assist foster youth interns.
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
who have agreed to refer probation youth for participation in the program (refer to Letter
C8 from Orange County Department of Probation). We have had great 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 are currently piloting 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.
F. Include a Letter(s) of Support from oreanizations that have agreed to refer youth to
your program as Attachment C.
Refer to Attachment C for letters of support.
of
Recruitment and outreach for the program will occur at the start of the grant cycle 7/1/2015.
Prior to the start of the program, the library TeenSpace staff will promote the upcoming "Seeds
To Trees" program during its Summer Volunteer Institute program which annually recruits over
120 sLUmner volunteers, many of which are WIOA eligible, and it's Probation Youth Community
Service program which has an average annual participation of 40- 50 youth on probation. In
addition, staff will make presentations at Orange County FYO (Foster Youth Outcomes)
meetings, CASA (Court Appointed Social Advocates) meetings and at local Santa Ana High
Schools, to recruit candidates for this program. In addition to Foster Youth, Probation and Youth
with disability referrals, Access program OC, and the Veteran's Upward Bound program have
agreed to provide referrals of interested participants to our program as well. We will begin
accepting notices of interest in the "Seeds To Trees Academy: Digital Media Technology
Institute" in May 2015 (refer to attachment W4 for recruitment flyer), and distributing and
accepting applications, including gathering all documents required by the Service Navigator to
determine youth WIOA eligibility, in July 2015. Once youth eligibility is confirmed, youth will
be hired as Work Experience employees (WEX). It is anticipated that all this will occur in the
month of August, 2015 in anticipation of the certificate and courses which simulate a college
semester. The goal at this point is to have recruited and enrolled at least 17 (75 %) of total 22
youth participants planned in the program.
4. Assessment
A. Youth Service Providers are required to use the Test for Adult Basic Education (TABS)
assessment tool, but may use other assessment tools upon approval. Yes we will utilize the
TABE test as an assessment tool.
B. Describe how your program will conduct assessments for youth participants, elaborate
on the type of assessment tools or surveys that will be used. During the initial recruitment and
eligibility determination phase, all student participants will take a TABE assessment test to
determine their basic skill level.
C. Describe knowledge of the barriers that youth encounter.
• Basic Skills Deficiency: Among the youth served by the Santa Ana Public Library, there
are a munber of barriers associated with poverty preventing the achievement of short
and /or long term goals. The most common barrier as revealed by the TABE test is basic
skills deficiency. A majority of students tested are performing at or below an equivalency
of 8.9 grade level. These students often have difficulties in the completion of their
education, are likely to fall behind in semester credits and in turn eventually drop out of
high school.
• Poor Work History: Students with poor work history are defined as at least 19 years of
age and have never had a full -time job. As students continue to search for opportunities in
a competitive job market, their limited education and work experience limit their
opportunities. Many of the youth do not have reliable transportation to and from school
or to the place of employment. As a result it causes an attendance and /or punctuality
issue. Many do not have professional clothing readily available for employment
interviews or professional events. These barriers are often setbacks for students.
• High School Drop -Outs/ Lack of High School Diploma /GED: A significant number of
youth in our community come from economically disadvantaged families. Low socio-
economic status often leads to a number of impediments to student success such as
educational underachievement, higher likelihood of dropping out of school, offender
status, teen parenthood, and welfare dependency. Latino students comprise a majority of
the student population in the Santa Ana Unified School District. Nearly seventy -two
percent of these are reported as dropping out. Statistically, high school dropouts earn
lower wages, are more likely to commit crimes, and are considered less healthy both
physically and emotionally than students that graduate. Many jobs in the market require a
high school diploma, so that youth who do not graduate contribute to increasing
unemployment rates among youth, juvenile arrests, gang affiliation and births to teens,
perpetuating the poverty cycle.
• Lack of post - secondary education/ training: Many our students graduating high school
do not enroll in post - secondary institutions and enter the workforce to assist their families
financially. But with limited education, training, and/or experience it is difficult to find
employment with sustainable earnings. As a result many youth become frustrated and
resort to substance abuse for escape. Additionally, our students who do enroll in post-
secondary education are often first generation students and have difficulties adjusting to
the role of college student. Students are often unaware of the resources on campus
EXHIBIT A
available to assist them with the completion of their degree. Therefore, many students
perform poorly and eventually drop out of college.
D. Specify how your organization will address the barriers that youth encounter
The "Seeds to Trees" program plans to recruit youth with barriers to employment, educational
advancement, and a successful future. The Seeds to Trees program will supports students by
providing resources, knowledge and /or informational tools to find personal connections for
educational and local workforce opportunities. Students will partake in various activities to
enhance their educational, employment and life skills.
Youth who are TABE tested and determined basic skills deficient will be provided with one -on-
one tutoring in order to assist them to improve those skills. All youth participants will be
provided with valuable work experience via internship and externship opportunities offered by
the Seeds to Trees Institute. Youth participants who are drop -outs or in danger of dropping out
will be enrolled in the SAC School of Continuing Education high school diploma or GED
completion program and will be provided with one -on -one tutoring to assist them with classes.
All youth participants will be provided work training leading to state recognized certificates in
computer maintenance and repair or general clerical as well as industry recognized certificates in
customer service and digital media disciplines. To address the barriers to post- secondary
education, all youth will be enrolled into Santa Ana College, and will be provided specialized
college course training leading to college credits upon completion.
Given the dramatic 13% decline in the employment prospects of American teens recently
reported by the Brookings Institution, it is vital that training programs offer flexible education
models that can adapt to changing needs of employers. The Brookings report found that many of
teens would face permanent effects of being locked out of the job market. Per the research
findings in the report, we believe that our MOOC pilot program cohorts can help to link high
school students to post - secondary educational credentials. Furthermore these courses will help to
strengthen career and technical education opportunities in industry specific areas. An additional
benefit of these courses is that they are highly adaptable to local job market conditions and can
be tailored to the regional labor market as the Brookings institution suggests.
5. Paid & Unpaid Work Experience
A. Describe in detail the paid and unpaid work experience opportunities that will be
offered to the youth such as:
1. Summer Employment: 7 -10 youth participants of 2015 -2016 Seeds to Trees Academy
program will be hired on as library page interns in the summer of 2016.
2. Pre - apprenticeship programs; 3. Internships or job - shadowing; 4. On -the -Job training
opportunities: The entire format of the "Seeds to Trees" program focuses on work -based
learning opportunities via an apprenticeship approach. All 35 WIA eligible youth are hired as
apprentice Work Experience employees (WEX) 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 a freelance entrepreneur. As part of their
work experience, all apprentices will be provided opportunities to obtain internships onsite
working on various digital media productions for CTV3, as well externships at sites that have
EXHIBIT A
committed to hosting interns from our program. Job shadowing and work based learning will be
a part of this program.
B. Special consideration will be given to organizations that can prepare youth for targeted
in- demand industries as identified in the SAWIB's five year plan:
This WIOA program will have a variety of supportive partnerships to guide youth into in-
demand career fields. Youth interns interested in pursuing careers in manufacturing will have the
opportunity to work with artisan manufacturers at the People's Soap Company or to pursue a
career in a variety of construction related careers though referrals to the OC Labor Federation.
Those interested in healthcare and social services fields will work closely with the OC Chapter
of the National Association of Hispanic Nurses to identify employers that can utilize the intern's
digital media training. These interns will also have the opportunity to intern at the LGBT Center
to help them provide social services to their populations.
As a result of the proximity to several downtown hospitality and entertainment businesses the
interns will have a number of nearby options to pursue after their training. Marcas Gallery, and
MC Gallery have agreed to host and train interns from this program in the requirements needed
to run art related businesses. Additional entertainment options include positions at Downtown
Inc. and the online ticketing /event company EventFire. Interns aged 21 and over will also have
the option to intern with event coordinators at the Copper Door as part of their social media
team. Environmentally interested interns will be able to work with the Santa Ana Zoo and
Heritage house on promoting and implementing sustainability programs at each site.
As part of their training, youth will be trained to provide digital media support and promotion for
all the above industries. Additionally, youth will be trained to work in the government sector
that has many of the components of the above industries, such as recreation centers, library, and
public works.
C. Special Consideration for organizations that offer job training /preparation in the
industries of: 1. Science, 2.Technology, 3. Engineering, 4. The Arts, 5. Math
The Digital Media Institute will prepare interns to enter a wide range of STEAM - related
industries by providing them a solid foundation in how to capture, edit, and distribute media
content for their employer. This training will introduce the interns to real world applications for
digital media technology within a flexible framework that can be applied across different
industries. This built -in flexibility emphasizes the need for each intern to approach their fature
careers by merging science and technology with an understanding of artistic considerations
across industry barriers.
D. List some of the employers that will assist in the paid and unpaid work experience
opportunities.
The Santa Ana Public Library has agreed to hire youth apprentices who have interned /externed at
the agency contingent upon youth work performance and availability of resources. Additional
potential employers who have committed to hosting interns, and may hire youth apprentices who
have interned in their sites are: the Frida Cinema, the Bower's Kidseum, Heritage Museum of
Orange County, Batch co -op space, the People's Soap Company, Marcas Gallery, the LGBT
Center OC, Downtown Inc., Left of the Dial Records, and the Copper Door.
EXHIBIT A
Additionally, OC Animal Care confirmed that they will give youth apprentices the information
and workshops intended to advance a career in animal care. (Refer to attachment F12)
Staff will continue to pursue additional employer partnerships during the course of the program
to ensure that youth get a wide variety of employment options. SAPL staff members are working
closely with the following City departments to identify additional positions: Treasury
Department of the Finance and Management Services Agency, the Planning and Building
Agency, the City Attorney's Office, and the Santa Ana Zoo.
E. Include Letters of Commitment from employers as Attachment D. (Attached)
F. Include a copy of the Work Experience policy as Attachment E. (Attached)
6. Alternative Secondary School Services
A. Describe in detail the alternative secondary school services or dropout recovery services
that will be made available for youth.
The program will be partnering with Santa Ana College's Adult Continuing Education program
to provide additional dropout recovery education support programs to out -of- school youth
participating in the program (Please refer to Letter F2 from Sac Continuing Ed program.
B. Describe in detail the activities that will lead youth to attainment of secondary school
diploma or equivalent.
The following classes will be provided at no cost to out -of- school participants at the designated
Parks and Recreation - Library "Seeds To Trees" program training sites:
• Adult High School Diploma Program
• High School Exit Exam Preparation (GED, HSET, etc.) for participants requiring the
services
• Adult Basic Education (0 to 8`h grade level) for participants needing additional assistance
in improving their basic literacy /numeracy skills.
These classes will aid greatly in dropout prevention and dropout recovery for youth participants
who are struggling with high school completion. Additionally, youth who have dropped out or
are in danger of dropping out will have additional hours assigned to their designated dropout
prevention/ recovery mentor. They will meet weekly with their mentor and receive one -on -one
help with their completion programs.
_7. Preparation for Postsecondary Education and Training
A. Note: WIOA only accepts certificates that are accredited by a State recognized
educational entity or are recognized by employers.
Certificates and college credit courses will be provided by Santa Ana College and /or SAC
Continuing Ed program. Students will be receiving certificates of completion for Microsoft
Office basics from industry recognized MOOC providers, as well as Digital Media Certificates
from CTV3.
EXHIBIT A
B. Special consideration for organizations that offer preparation for postsecondary
education and training in high - demand industries.
Students will receive training in Digital Media arts and business, both high demand industries.
C. Identify and /or develop a pathway for youth that can lead them from high school to
career or college. Please elaborate on the specific pathway(s).
The program will seek to work with small and large businesses to identify current and evolving
job opportunities and to learn what employers look for in candidates. The apprenticeship will
give students the chance to earn college credit in career related fields. 2013 -2014 job shortages
included positions in marketing, computer programing, computer science marketing, and systems
analysis. We will continue to expand our program's focus on providing the skills necessary for
our participants to engage high value jobs in the region's emerging industries.
The training provided in our work plan provides the participants with the first steps they will
need to take in order to begin the process of obtaining the education needed to begin a career in
these high demand fields. The use of MOOCs is a tool with which the students are introduced
and guided through college level course work. The introduction to college via classes in business
and intermediate digital media arts will reinforce this as well. It is our belief that this early
introduction to a college education will encourage them to pursue a degree after the program is
completed. Additionally, the high level of computer programming and technology to which the
digital media technology courses and MOOC's will expose our youth will help them transition
into other computer- programming- related fields.
D. Describe in detail how the program will prepare youth for postsecondary education and
training.
1. The Seeds to Trees Academy program utilizes a blended program approach that combines
traditional post - secondary education, in- person training and educational methods with cutting
edge online post - secondary training and educational methods via MOOC's.
2. All youth participants in the Seeds to Trees Academy will be enrolled in Santa Ana College,
and will be able to obtain at least 3 college credits via the completion of an Intro to Business
course.
3. Youth Participants in the Intermediate Digital Media Tracks will be able to complete up to 7
units of transferable college credit.
4. All Out -Of- School Youth participants will attend a one unit Counseling: Study Skills course
to help them develop the necessary skills needed to successfully manage college course work.
5. All youth will receive one -on -one and group higher education counseling hours and
workshops from Santa Ana College. They will work with their counselor to develop a higher
Education plan.
6. In- school youth and their parents will participate in youth higher education preparation
workshops put on by Padres Promotores for Higher Education from Santa Ana College,
7. Youth in follow -up year will also have access to one -on -one college counseling sessions and
workshops.
S. All youth will attend College Scholarship workshops that will provide them the opportunity
to apply for college scholarships (please refer to attaclunent W -5).
EXHIBIT A
E. How will your organization expose youth to the various post - secondary educational
institutions (colleges, universities, vocational training schools, apprenticeships, etc.).
1. Out -of- School youth will be enrolled in college level SAC courses in the fields of business
and several will be additionally enrolled in an intermediate digital media course at the Garfield
Community Center. This will insure that our program will enroll each one of our participants in a
center for higher education by the end of the first quarter.
2. Participants will be introduced to post - secondary education via MOOC's that will provide
access to courses from some of the most elite universities in the U.S and the world.
3. 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 field trips to local
colleges such as Santa Ana College, Cal State Fullerton, Chapman University, the Art Institute in
Santa Ana, Cal State Long Beach and UC Irvine;
4. The Santa Ana Public Library works closely with the Adelante program at Santa Ana
College, an initiative advocating for a college degree in every home in the city. High school
students may enroll in the Adelante program and upon completion of general education
requirements are guaranteed admission to either University of California Irvine or California
State University Fullerton.
5. Santa Ana College and Santa Ana Public Library have recently partnered to create a Higher
Education Center (HEC) at the Santa Ana Central Library. Youth will be provided access to all
services /programs plan ied at the HEC (Please refer to attachment W -5 for list of HEC
services /programs)
F. Describe the certificates that youth will be able to earn while in your program or within
1 year after exit.
1. Santa Ana College Course Credits
• 3 College Credits: Business Applications -100 Fundamentals of Business (18 -30 youth)
• 3 College Credits: Art 195: Intro to Digital Media Arts (15 -25 Youth)
• 1 College Credit: Counseling 100: Study Skills (26 -30 Youth)
2. Rancho Santiago Community College District
• Youth Entrepreneurship Program (YEP) certificate of Completion
All 22 youth will participate in a 5 week long series of two -hour workshops that will
teach them the basics of entrepreneurship. This workshop will culminate in youth
competing in teams to create a market plan for a product that they develop and present.
All youth participants who complete the course will receive a certificate of completion.
(Refer to Letter 174)
3. Santa Ana College School of Continuing Education
• Adult High School Diploma Program
• High School Exit Exam Preparation (GED, HSET, etc.) for participants requiring the
services
• Vocational courses leading to the attainment of state- approved certificates in areas of
entry -level high employment potential. This will be provided in follow -up year.
4. Massive Open Online Course (MOOC) Pilot Program Certificates:
• ALISON — Advanced Learning Interactive Systems Online (Alison.com). Provides
industry recognized free certified training in a variety of subjects. Currently used by
Employ Florida and Virginia Workforce Connection to train job seekers requiring
additional skills and certifications.
EXHIBIT A
Microsoft Digital Literacy- IT Basics, Internet & Productivity Programs Diploma (35
youth) - Diploma is verified by Microsoft and is industry recognized. (Completed during
program year)
Google Applications Certifications — courses and certificates developed and verified by
Google and are industry recognized. (Offered during Follow -up year)
o Google Webmaster Certificate
o Google Fundamentals of Marketing Youth Business Online Certificate
o Fundamentals Google Does Certificate
o Exploring Google Apps Certificate
o Google Applications for Business certificate
o Fundamentals of Google Android Development Certificate
o Google AdSense Certificate
o Google Analytics Certificate
o Google SketchUp for 3D Modeling certificate
EdX- "is a not- for - profit offering the highest quality education, both online and in the
classroom. Founded by the Massachusetts Institute of Technology (MIT) and Harvard
University, EdX offers online learning to on- campus students and to millions of people
around the world. EdX is building an open- source online learning platform and hosts a
web portal at www.edx.org for online education ". In addition to providing courses
leading to certificates of completion from Harvard and MIT, EdX also provides access to
courses and certificates of completion from a host of highly accredited Universities
throughout the U.S and the world. Will be offered in follow -up year.
Youth Participants will be able to participate in tutor assisted online courses leading to
"Honor Code Certificates of Achievement" from the university that administers the
course. We will focus on tutor assisted courses focused on Digital Media, Information
Technology, and /or Business application topics, depending on the availability of these
courses on the EdX platform.
G. Include data and research that supports the industries or pathways listed above.
Caring mentors and teachers are only a part of the overall program designed to ensure that
participants are able to find gainful employment upon exiting the program. More importantly the
"Seeds to T rees Academy: Digital Media and Information Technology Institute" enables youth to
undertake apprenticeship training in technologically advanced fields. An examination of the
California Occupational Employment Projections for 2010 -2020 suggests that computer
tecluiology- related skills is such a field. According to this study the top 50 fastest growing
occupations include software related fields that will grow at the projected rates of 31.9 with a
median annual wage of more than $100,000. Other growing fields requiring a bachelor's degree
include Marketing Specialists (24,600 jobs), Database Administrators (3,600 jobs), and Software
Developers (24,100 jobs). There will also be 31,200 jobs for Computer Support Specialists that
will not require a college degree. These positions will be filled with individuals with the
technical training needed to meet that positions industry recognized requirements.
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
EXHIBIT A
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 software tools will be in a prime position to excel in a 21st 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 software creation. In this way, the academy taps into a
youth's desire for self - expression and teaches valuable work skills in the process.
In addition, the training from this program will open up to students the possibility of working in
one of the industry clusters that the WIB board identified in their 5 year strategic plan. These
clusters include established fields of hospitality, government positions, and clerical positions in
finance, insurance, and real estate clusters. Opportunities for job growth also exist within the
emerging clusters of advanced manufacturing, information technology, and other scientific
services. In the longer term, the Bureau of Labor Statistics' latest Occupational Outlook
( 1-ittp : / /www.bls.gov /oco /ocos090.htm) suggests that video and web design - related employment
will grow between 8 and 24 percent in the next ten years (Please refer to attachment W -6 for
more detailed breakdown).
H. Include Letters of Intent from training agencies as Attachment F.
Please refer to attachment F and F2 for letters of intent from Santa Ana College, The School of
Continuing Education and the Youth Entrepreneurship Programs.
8. Tutoring
L & J. Note: Youth Service Providers are required to use the Test for Adult Basic
Education (TABE) on ALL youth to assess their literacy and numeracy skills. Youth who
score 8.9 and below are considered "basic skills deficient" who should receive tutoring or
remedial trainine to improve their literacy and numeracy skills. Describe in detail the
tutoring resources that will be provided to youth.
The Santa Ana Public Library currently operates an after- school tutoring program in its Central
Library and Newhope Learning Centers as well as in its Jerome and Garfield TeenSpace
programs. All student interns will have access to these tutoring services. Prior to acceptance
into the program, all WIOA 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 Sr. Tutor
or Tutor mentor who will schedule time to tutor them on a daily or weekly one -on -one basis to
increase their basic skills to the 9`" 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 "' grade to complete
their high school diploma. Out of school youth who do not possess a high school diploma must
enroll in the SAC Continuing Education High School Diploma or GED completion program.
These youth will be assigned a Tutor mentor to assist them with their diploma or GED test
preparation. Sr. Tutor and Tutor mentors will utilize TeenSpace math and English computer
software applications and MOOC courses as a creative strategy to assist all their students to
increase their literacy and numeracy gains.
EXHIBIT A
9. Mentorinp
K. Specify how your organization will provide mentorina to youth.
Mentorship has always been a cornerstone of the Santa Ana Public Library's Teen (12 -18) and
Young Adult (18 -24) programming, and 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 individually on a weekly basis for 30 minutes 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 and support service needs that they may have. Tutor Mentors
will provide the necessary resources to meet their mentees' needs. Tutor Mentors will also
schedule their mentees' tutoring time 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. They will also receive
mentoring from the Case Managers 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 and externship employers.
L. Specifv what types of support your organization will offer youth who are facing
challenging obstacles such as: family dysfunctions, mental health issues, low self- esteem,
probation, gang issues, parenting issues, etc.
Dr. Lawrence Singer, who has a Doctorate in Psychology, will be on -staff to provide guidance
with life skills workshops, and referrals to counseling services to help youth in successful
development (Refer to Attaclunent W -7). Additionally, the program has a staff member with a
MA in mental health counseling (Krystal Zavala), who will be available on a weekly basis to
provide counseling services to youth encountering challenging obstacles. Both counselors will
compile a resource binder for use in referring youth to (Please refer to attachment W -7 for
resumes of both counseling staff members).
M. Will your organization offer mental health services or referrals to mental health
agencies, describe.
Yes, we will offer counseling per previous answer and will provide referral service to local
service providers.
N. Describe how your organization will provide or refer youth to comprehensive guidance
and counseling for drug and alcohol, etc.
The program provides referrals for youth to comprehensive guidance and counseling for drug
and alcohol. We will get support for these referrals from our counselors on staff and from our
health agency partners. Additionally we will be providing "The Truth about Drugs" drug
education program workshops in partnership with drugfreeworld.org. These workshops will also
serve as a referral point. (Please refer to attachment W8 for a referral list of drug and alcohol
counseling providers and for a description of the drugfreeworld.org program.)
EXHIBIT A
10. Workshops
O. Provide information about the following workshops and how or when the workshops
will be provided to youth in the program:
1. Financial Literacy/ Budget Management
A Workplace Financial Education Program will be presented by Orange County Credit Union
(refer to Letter of intent F3)
2. Entrepreneur Skills Training
Rancho Santiago Community College District's Youth Entrepreneurship Program (YEP) will
provide a 5 week series of two hour workshops that will teach youth the basics of
entrepreneurship (refer to Letter of Intent 174)
3. Labor Market Information
WHW (WomenHelpingWomen/Men2Work) will provide workshops on labor market
information, as well as employment readiness (Refer to Letter of Intent 175). Additionally, staff
will provide workshops on navigating the 0 -Net https: / /www.onetonline.orIz online tool for
career exploration and job analysis.
4. Family Planning
The Cal State University Fullerton Community Nursing program will provide a series of
workshops on pregnancy prevention and sexual health (refer to Letter of Intent 176)
5. Worker's Rights/Labor Laws
The Orange County Labor Federation will provide workshops on Labor Laws and Worker
Rights (refer to Letter of Intent 177). Additionally, the Library's former SEIU Union
representative (1/2010 - 1/2015) Zulma Zepeda will provide training /workshops on Santa Ana
employee Worker's Rights/ Labor Laws.
6. Analytical Skills at the Workplace
HR Consultant Quiral Hedrick, will provide workshops on Workplace Analytical Skills (Refer to
letter of Intent F8 and attachment W -9 for a brief biography of Mr. Hedrick). Additionally,
Access California Services will provide employment preparation workshops (Letter of Intent
179).
7. Health Resources
The Orange County Chapter of the National Association of Hispanic Nurses (OCNAHN) will
provide several health education workshops on a variety of health topics, as well as workshops
on health careers (Refer to Letter of Intent F10)
8. Public Speaking Skills
Latin Leaders Toastmasters organization will provide workshops on communication and
leadership. Interns will be assigned to attend these workshops during the course of their work -
experience (Refer to Letter of Intent FI1).
11. Civic Engagement or Leadership Development
A. Can your organization offer a civic engagement opportunity or leadership development
opportunity for WIOA youth and other youth in the community, if so, please describe.
In response to the priorities set in the five year strategic plan, the City of Santa Ana has begun to
implement a youth civic engagement program designed to encourage youth to become actively
involved in the Santa Ana community. These efforts have resulted in the creation of the Youth
Civic Engagement (YCE) internship program. The youth selected for the YCE program have a
EXHIBIT A
mandate to identify and implement strategies designed to increase civic participation among
youth in Santa Ana. In 2015 & 2016 the YCE interns will organize a 6 week long Surmner Youth
Leadership Institute (refer to attachment W -10 for a tentative proposal for this program). This
program will begin with a Summer Youth Volunteer Fair. The event will assemble fifteen or
more local organizations at an outdoor venue where they will have the opportunity to meet and
recruit youth in Santa Ana to become civically engaged via surmner volunteer opportunities
(refer to attachment W -11 for a proposal of this fair). This is an opportunity for youth to build
their resumes, learn about the breadth of volunteer opportunities available in their community,
and develop civic awareness and leadership skills.
In addition, the Civic Engagement Interns will have the opportunity to participate in the Teen
Library Club volunteer program, and join in the many community and library volunteer service
projects the Club undertakes, including 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. Opportunities added to the program this year include the
organization and promotion of photo scamiing events to preserve and share local history.
Additionally, 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 learn to mentor and serve as role models to younger children (4 -11) in a variety of
ongoing "Buddy" programs such as "Reading Buddy ", "Math Buddy ", "Art Buddy ", "Sports
Buddy ", "Healthy Buddy ", "Garden Buddy ", "Acting Buddy" and "Science Buddy ".
Access California Services (Letter of Intent F9) and Latin Leaders (Letter of Intent F11) will
provide several leadership workshops to youth interns as well.
B. Indicate the number of youth that will participate in the civic engagement or leadership
development opportunity.
The Summer Youth Leadership Institute program will target Santa Ana youth between the ages
of 14 and 24 years. Youth will be recruited through a combination of planned entertainment, free
food and beverages, and partnerships with the represented agencies. Given previous experience
working with organizing community fairs, our department estimates that we will have roughly
200 youth in attendance at the fair. The YCE will organize a curriculum for up to 80 youth to
participate in the 6 week leadership program following the volunteer fair. These youth will be
drawn from interns from other WIOA programs as well as from the general young adult (14 -24)
population of Santa Ana. These 80 youth will be given an overview of the basics of civic
participation including but not limited to lessons on the organizational structure of the City of
Santa Ana, the various locally elected positions, and differences between City, SAUSD, and
County government. The participants will then be divided into smaller cohorts to work on
specialized civic projects of their own choosing.
All 35 WIOA youth will be part of these civic engagement projects. The attendance at the
individual events ranges from 5 -60 people depending on the size of the event. Most of the
sessions will take place in groups of less than 20.
C. Special consideration for organizations that can leverage funds to provide services to
non -WIOA youth participants.
EXHIBIT A
We are able to leverage our funding to include the WIOA youth participants in a host of civic
engagement events throughout the programing calendar. The active engagement of Santa Ana
youth in civic affairs is part of the core mission of the SAPL TeenSpace program. The Youth
Leadership Institute program will leverage funds from the general fund allocation to Civic
Engagement to meet the strategic goals of both WIOA and the YCE programs. Youth from
WIOA will be given a priority in applying for this institute, although the program will be open to
all Santa Ana youth age 14 -24.
12. Supportive Services
P. Will Your organization provide supportive services to youth such as gas cards, bus pass,
childcare assistance, etc. If so, please describe.
Seeds to Trees Academy program will provide supportive services, in the form of transportation
to and from training sites, professional clothing assistance, college course books, portfolios and
background checks /live -scans. Additionally, youth WIOA participants will be able to participate
in the City of Santa Ana Employee Blue Skies program and receive incentives for using an
alternate mode of transportation to commute to and from work each day ( please refer to letter of
intent F13 and attachment W -12 for benefits of the Blue Skies program)
O. Include the Supportive Service Policy as Attachment G.: Attached
13. Incentives
A. Will your organization provide incentives to youth for accomplishing program
benchmarks or personal goals, if so, please describe.
No, we do not provide incentives as our focus is in providing a paid work experience and
training. We do however have a scholarship program that has been established by one of our
previous WIA Seeds to Trees youth interns; "The Moises Garcia Seeds to Trees" Scholarship
which provides an annual scholarship of $300 to a WIOA youth. Incentives are provided via the
Blue Skies supportive service program that all WIOA youth will be enrolled in. The youth will
be eligible for the following incentives from the Blue Sky program: Carpooling $20 -$60 a
month, Bus users: $45 a month; Biking and walking $20 -$45
B. Include the Incentive Policy as attachment H —
Not Applicable
14. Follow -Up Services
A. Youth Service Providers are required to provide follow -up services to vouth participants
12 months after exit. Follow -un documentation will be reuuired 30 days after exit. 60 dave
after exit. and 1
The Seeds to Trees program will provide follow up services for these time periods.
B. Elaborate on the types of services that will be provided to youth during each quarter
during the 12 month follow -up period.
EXHIBIT A
Youth will be provided the following services and activities during the 12 month follow up
period:
1. College Counseling (Provided by Santa Ana College): Santa Ana College will continue to
provide up to 2 hours of one -on -one College Counseling to youth after exit, to help them keep
on track in the post - secondary educational pursuits.
2. 2016 Summer Youth Leadership Institute: Youth Interns will continue internships in the
summer months at the Summer Youth Leadership Institute Program.
3. Digital Media Apprenticeships: 8 -10 interns from 2015 -2016 will be hired as library pages
in July of 2016,and will serve as digital media apprentices and peer mentors for the 2016 -2017
incoming WIOA youth.
C. Describe if your organization will provide case management, job retention services,
mentoring, and ensure the participants attains their goals.
We will continue to provide one -on -one mentoring, tutoring and case - management services.
Additionally, we will provide skills development workshops as well as advanced MOOC
workshops to reinforce what they have learned.
D. Describe how your organization will ensure that youth meet the Performance Indicators
during the follow -up period.
Interns will attend career skills on -site instructor -based and MOOC -based workshops on resume
and cover letter creation, interviewing techniques and "Dressing for Success" as part of their on-
the -job training. Towards the completion of their program, interns will also attend workshops on
job searches, submit applications, and post their resumes on several sites. The youth are brought
into contact with potential employers and taught to present themselves effectively in the job
market. Students have access to an employment binder where a number of job postings are
included weekly. In addition the Case Manager sends several job leads to each participant's
email weekly. After exit, students will continue to have access to the employment binder and
also receive emails from Case Manager in regards to possible job leads
F. Describe if your organization will provide youth with incentives or supportive services
during follow -up to assist vouth retention.
Youth will continue to receive college counseling, referrals, and access to all services that library
provides for free. We will not provide incentives, other than inviting youth to celebration events,
and providing food and entertaimuent.
F. How often will the youth be engaged or receive service during the follow -up period.
At minimum, youth will be contacted on a monthly basis and will be encouraged to continue
meeting with their mentors on a monthly basis. Additionally, youth will be part of a mailing list
with invites to all library /TeenSpace events, special programs and workshops.
15. WIOA Performance Indicators
A. Include a flow chart or visual aid or brief explanation of how your organization will
meet the following WIOA Performance Indicators: (Please see attachment for Performance
indicators)
EXHIBIT A
16. Prior Outcomes
A. If your organization was previously awarded a WIA contract through the Santa Ana
Worldorce Investment Board, OC Workforce Investment Board or Anaheim Workforce
Investment Board please disclose your organization's past performance outcomes for the
past 1 -2 years from each WIB if applicable:
vr� =���z_ ��,� PerforanancesOntcame� i�an�� An�3?IB ranf �:a�.., = . _
_C011�1IOl �1dFa_7ItT =S
20 =23 Al
��—-
Increased Literacy/Numeracy Skills
7 — 8 = 88 % 16 _ 18 = 89 %
Entered Employment or Post - Secondary
1 — 1 = 100 % 2 — 5 = 40 %
Attained Credential /Diploma/Certificate
20 _ 20 = 100 % 21 + 21 = 100 %
17. Fiscal Competency
A. Describe the process used to capture and report fiscal data.
The City of Santa Ana uses the Lawson Financial Management System to capture, report, and
monitor revenues and expenditures. Grants are provided a unique accounting emit and activities
are used to track grant program expenditures and pant matching funds. Every expenditure
requires an accounting unit and activity number. Lawson is capable of generating reports at the
accounting unit or activity number level.
B. Attach a copy of the organization's procurement policies and procedures as Attachment
I. (Attached)
C. What systems are used to ensure fiscal accountability, appropriate expenditures, and
planned costs.
The management of the City of Santa Ana has established a comprehensive internal control
framework that is designed both to protect the government's assets from loss, theft, or misuse and
to compile sufficient reliable information for the preparation of the City's financial statements in
conformity with GAAP. Because the cost of internal controls should not outweigh their benefits,
the City of Santa Ana's comprehensive framework of internal controls has been designed to
provide reasonable rather than absolute assurance that the financial statements will be free from
material misstatement. As the City, we assert that, to the best of our knowledge and belief, the
financial information is complete and reliable in all material respects.
Additionally, the City is also required to undergo an annual "Single Audit" in conformity with
the provisions of the Single Audit Act of 1996 and U.S. Office of Management and Budget
(OMB) Circular A -133, Audits of States, Local Goverranents, and Non - Profit Organizations.
EXHIBIT A
The standards governing Single Audit engagements require the independent auditor to report not
only on the fair presentation of the financial statements, but also on the audited government's
internal controls and compliance with legal requirements, with special emphasis on internal
controls and legal requirements involving the administration of federal awards.
D. Describe invoicing process and list qualifications of staff assigned to task.
The invoicing process will consist of a review of each period's expenditures, identifying eligible
expenditures and submitting a periodic report documenting eligible expenditures. Staff assigned
to this task has many years of experience in reporting to local, state and federal agencies.
Additionally, staff assigned to the task has performed this function during prior grant
years. With each WIA report submitted staff continues to gain experience to provide
information more efficiently and effectively.
E. Describe how vour organization's financial stability is not dependent on WIOA funds.
The City receives over $400 million in revenue each year. Additionally, Parks, Recreation, and
Community Services Agency ( PRCSA) is appropriated approximately $17.7 million from the
General Fund. The amount requested in WIA finds is approximately $400,000, which
represents approximately 2% of the Agency's General Fund appropriation and therefore the
Agency's financial stability is not dependent on WIA finding. On the other hand, while the
amount of WIA finding is small in comparison to PRCSA General Funds, these funds allow
PRCSA to provide very valuable educational opportunities to Santa Ana residents. With such a
large City the demand for services often exceeds the available resources. For this reason PRCSA
is requesting WIA funding to provide services that otherwise would not be provided by the City
due to the limitation of funds.
F. Identify the percentage of budget that will go directly to youth (i.e.: work experience
payments, direct training, supportive services, incentives, etc.) versus the percentage of
overhead and administrative costs.
90% of the budget will be directly spent on youth in the form of work experience, training,
supervision and mentoring.
G. Submit most recent 2 years of audited financial statements as Attachment T & U with
the Audited Financial Statement Form signed (Attachment S)
For a complete look at the 2 latest Comprehensive Annual Financial Reports for the City of
Santa Ana please visit: bttp: / /www.santa- ana.org /finance /cafr/default.asp
H. Please include 1 budget form and 1 budget narrative for PY 2015 -2016 and one budget
form (but not a narrative) for 2016 -2017.
(Attached)
18. Additional Attachments
EXHIBIT A
A. You may include additional documents such as flyers, brochures, training descriptions,
and /or testimonials that support your proposal and /or further describe the program, as
Attachment W.
Please see following page for list of additional attachments.
W -#
Example: WIOA Youth Brochure
W -1
Letter of Support from Congresswoman Loretta Sanchez
W -2
TeenSpace Staff Biographies
W -3
Description of MOOC's
W -4
Recruitment Flyer for Seeds To Trees Academy
W -5
SAC Higher Education Center @ SAPL Programming
W -6
Occupational Outlook
W -7
Resume's for Counseling Staff: Dr. Larry Singer (PsyD) and Krystal Zavala (MS
Counseling)
W -8
List of Referrals for Drug and Alcohol Recovery Programs and Description of
drugfreeworld.org
W -9
Quinn Hedrick — HR Consultant Biography
W -10
Summer Youth Leadership Institute Proposal
W -11
Summer Youth Volunteer Fair
W -12
Blue Skies : Commuter Services Program Brochure
W -13
List of Planned Field Trips
W -14
List of CTV3 Past Videos produced Youth Interns
W -15
Life - Skills and Self- Esteem Workshop Syllabus
W -16
Santa Ana College CASP Program Brochure
W -17
TeenSpace Program Schedule and Flyers
W -18
Testimonials from Past and Present WIA youth
EXHIBIT A
SANTA ANA PUBLIC LIBRARY
WORK BASED LEARNING APPRENTICESHIP
PAID WORK EXPERIENCE (WEX) POLICY
The Seeds to Trees Academy: Digital Media and Information Technology Institute at Santa Ana Public
Library in partnership with Santa Ana College and its School of Continuing Education will provide paid on-
the -job experiences (WEX) and vocational training and certification for WIOA eligible youth ages 14 -21 at
the Santa Ana Public Library (SAPL) in Digital Media, Information technology and customer service.
The operational plan of the Seeds to Trees program combines a paid apprenticeship model that combine
on- the -job internship component at the Santa Ana Public Library producing digital media content for the
city's CN3 and Santa Ana Public Library's YouTube channel, paid externships at local businesses and
city departments, as well as related classroom instruction by School of Continuing Education designed to
maximize the value of on- the -job experiences, job shadowing, industry specific workshops, and other skill
building workshops.
Purpose
Seeds to Trees Academy: Digital Media and Information Technology Institute: 1.) Introduces WEX
student interns to digital media and information technology; 2.) Allows them the opportunity to directly put
into practice training learned in class, via the production of video and web content for Santa Ana's CN3
and Santa Ana Public Library's YouTube channel via internships onsite; 3.) Prepares them for
employment via externships ; 4.) Provides increase in their literacy and /or numeracy skills; 5.) Prepares
them for entry into post- secondary education 6.) Provides Work Based Learning (WEX) interns with
opportunities for certifications in Microsoft Applications, 7.) Provides work based learning participants with
training leading to college credit, 8.) Provides students the opportunity to learn to work with mentors and
peers in ways that are successful and rewarding.
Scope of Work
Work Base learning apprentices will receive paid training and on -the job experience via
through 3 tracks of training:
Track 1: Out —of- School Youth: Microsoft Office Applications certifications and Intermediate
Digital Media Apprenticeships (15 participants ): Digital Media Basics (GraphicANeb Design): 20
hours, Video Production : 40 hours, Counseling: Study Skills Course : 16 hours„ Intro to Business : 48
hours, Intermediate Digital Media (Digital Media Arts): 48 hours, MOOC's based certification trainings: 35
hours, Workshops, Fieldtrips, Trainings: 30 hours , Counseling hours — 3 hours, Civic
Engagement/Volunteer projects: 30 hours ,Work Experience Internship/ Externships: 130 hours (400 hrs
X $9.00).
Track 2: In- School Youth: Microsoft Office Applications certifications and Beginning Digital Media
Apprenticeships (7 participants): Digital Media Basics (Graphic/Web Design): 20 hours, Video
Production: 30 hours, MOOC's based certification trainings: 50 hours, Workshops, Fieldtrips, Trainings:
30 hours, Civic Engagement/Volunteer projects: 20 hours, Work Experience Internship/ Externships: 50
hours (200 hrs X $9.00).
EXHIBIT A
• ,
Supportive Services Policies and Procedures
Purpose
To establish guidelines for supportive services to participants those indentified in need and are
pursuing training. The objective is to grant youth access to higher education and prosperous
employment seeking to successfully complete the Seeds to Trees Academy: Digital Media and
Information Technology Institute WIOA youth program.
Procedures
Eligibility:
Supportive services will be available to assist approved WIOA participants. Participants that
have limited resources based on their income and express the need of additional support to Case
Manager will receive such services.
Availability of funds and Assessment:
Once the WIOA funds are available, case manager will distribute support services accordingly
on a first come, first basis to eligible participants.
Case Manager will determine support services through an assessment and will develop a service
plan with participant. Support services will be case noted and a binder with logs of services will
be kept and updated on a regular basis.
Transportation Assistance
Transportation assistance will be available to all WIOA participants. The City of Santa Ana
Commuter Services Program will allow youth hired from the WIOA grant to be eligible to
participate in the Blue Skies Commuter Service program that offers the following services:
EXHIBIT A
Bus /Purchase:
City employees who ride the bus a minimum of 12 times per month are eligible to receive a $45
per month incentive. Bus passes may be purchased at City Hall or at public pass sales locations.
If employee loses her /his bus pass, no replacement will be provided.
Bicycling or Walking:
Employees bicycling to work on a regular basis qualify for incentives ranging from $20 to $45
per month. The Commuter Services Program provides pedestrians with safety information and
can assist in forming walking groups. Employees walking to work on a regular basis qualify for
incentives ranging from $20 to $45 per month.
Participants that express a need of transportation will also be transported to and from all course
instruction locations, including off -site workshops.
Professional Clothing Assistance
Participants will receive a referral to Women Helping Women or Men 2 Work. The organization
will provide professional attire for individuals who are actively job searching.
Books
Participants will be provided assistance with purchasing of College text books.
Portfolios
Participants will be required to create a professional portfolio of all related work that is
completed during the program in the areas of clerical skills, graphic and website design, video
production and marketing.
Background Check - LiveScan
Participants who are 18 years and older will be required to undergo a background check by
administrating a LiveScan through the Department of Justice. All costs will be covered for
participants.
EXHIBIT A
YOUTH PROTECTION GUIDELINES
LIBRARY DEPARTMENT
PURPOSE
The City of Santa Ana understands the importance of protecting youth in the community and in
our programs and therefore wishes to provide a safe and secure environment. The City will
provide practices that will protect youth from incidents of misconduct or inappropriate behavior
and also protect the employees and volunteers from false accusations.
Staff - all employees, full and part -time, and program volunteers that have any contact with youth.
Youth - individuals 17 years of age or younger.
SCREENING
All City of Santa Ana Library staff having direct interaction with youth will be screened in
accordance with these guidelines. Screening components include:
• Written Application
• Personal Interview
• Reference Check
• Background Check (Live -Scan)
TRAINING
All staff will receive an orientation that includes:
• Review of policies related to prevention of child abuse and
• Participation in Youth Protection Training.
ONE -ON -ONE CONTACT
• A minimum of two staff should be assigned to each program or activity.
• Staff members will never be alone with an individual youth where they are not observable
by others.
CONTACT WITH YOUTH
It is understood that caring quality staff will develop positive relationships with youth while
involved in programs and activities. The following practices will be followed to ensure the
protection of both youth and staff outside of City of Santa Ana Library programs and activities.
• Staff will not initiate contact with or accept supervisory responsibility for youth outside of
the City of Santa Ana Library programs and activities, including baby- sitting or private
instructions. Staff with prior or family relationships to youth may be exempted from this
restriction with prior documented Executive Director approval.
• Staff will not communicate with youth outside of City of Santa Ana Library programs via
written, electronic or other means without express Executive Director approval.
EXHIBIT A
YOUTH PROTECTION GUIDELINES
LIBRARY DEPARTMENT
June 2013
Staff will appear and behave in a manner consistent with the mission and values of the City
of Santa Ana Library at all times while on or off duty; including electronic, written and
verbal communications.
CHILDREN'S INTERNET PROTECTION ACT (CIPA)
In accordance with CIPA, all Library Department public computers shall contain Internet
filters to protect children from harmful online content.
REPORTING REQUIREMENTS
Any allegation of abuse or neglect must be reported immediately or as soon as practically
possible. City of Santa Ana Library staff is recognized as mandated reporters and will follow
current regulations and guidelines for the reporting of abuse.
Staff will follow the internal chain of command for the report of abuse and may report directly
to local authorities. If an incident of abuse or neglect is alleged to have occurred at or during
a City of Santa Ana program or activity, the following procedure shall be followed:
1. The parent or guardian of the child will be notified.
2. The appropriate authorities will be notified; consistent with local, state and /or federal
regulations.
3. The alleged perpetrator of the abuse or misconduct will immediately be placed on
leave pending an investigation.
4. An incident report will be completed.
S. The City of Santa Ana Library will cooperate with any City internal investigation or
outside investigation of the incident by state or local authorities.
6. Any person who is found not innocent of the alleged abuse or misconduct will be
removed from their position with the City of Santa Ana Library.
MONITORING
These guidelines will be reviewed and updated as needed or on an annual basis.
I hereby acknowledge receipt of these guidelines and understand that any violation of these
guidelines will result in disciplinary action, up to and including termination.
Print Name
Signature
Date
Lib racy /Youtli P ro tectio n G uidel inesj u net 013
YSPN MEMBER PERFORMANCE PLAN 2015-2016
Santa Ana Public Libra
WICIA YOUTH POPULATION
(NOTE: 100% OF YOUTH MUST BE ENROLLED BY 2 ND QUARTER-DECEMBER 31, 2016)
Ou
14-18
7
ROMANO affimi
16-24
15
$40,000
PROJECTED ENROLLMENTS & EXPENDITURES
(NOTE: 100% OF YOUTH MUST BE ENROLLED BY 2 ND QUARTER-DECEMBER 31, 2016)
22 1
$40,000
0
$40,000
22
$160,000
14 WICA ELEMENTS
PERFORMANCE MEASURES
mark a "x" next to the elements provided in your program
July 1, 2015-June 30, 2017
(Projected Benchmarks subject to change)
X
1. Tutoring, study skills training, dropout prevention
1. % of Participants who are in education/training,
strategies
or in unsubsidized employment during the 2' d
quarter after exit
X
2. Alternative secondary school services or dropout
recovery
Benchmark: 83%
X
3. Paid & unpaid work experience that have academic
2. % of Participants who are in education/training,
and occupational components, which may include:
or in unsubsidized employment during the 4"
summer employment, pre-apprenticeship, internships
quarter after exit
& job-shadowing, or On-the-job training (20% of
Benchmark: 83%
funds must be used for this element)
X
4. Occupational skills training—priority for —recognized
3. The median earnings of Participants in
credentials aligned with sectors in-demand
unsubsidized employment during the 2�d quarter
after exit
Benchmark: $11 per hour
X
S. Education offered concurrently with workforce
4. % of participants who, during the program, are in
preparation activities
education or training that leads to a recognized
postsecondary credential or employment AND who
X
6. Leadership development-community service & peer
centered activities
are achieving measurable skill gains
Benchmark: 59.1%
X
7. Supportive Services
X
8. Adult mentoring
X
9. Follow-up services for not less than 12 months after
6. % of Participants who obtain a recognized
exit (required)
postsecondary credential or secondary diploma
during participation OR within 1 year after exit
X
10. Comprehensive guidance & counseling drug &
alcohol, etc.
Benchmark: 91%
X
11. Financial literacy
7. Effectiveness in serving employers
Benchmark: 80%
X
12. Entrepreneurial skills training
X
13. Labor marker information-career awareness and
exploration
X
14. Activities to help youth prepare for and transition
I
to postsecondary education
EXHIBIT
COMPLAINT HANDLING
UNDER THE
WORKFORCE INVESTMENT ACT
SANTA ANA
WIA
Santa Ana Local Workforce Investment Area
Revised May 7, 2009
EXHHHT C
Table of Contents
I. Information Regarding Comp
A. Nondiscrimination and Equal Opportunity Comp
1. Policy Stateme
2. Civil
3. Nondiscrimination laws under WIA
4. How to File Your Com
n
!I
5
B. Criminal Complaints 6
II. General Procedures for Handling Non - Criminal Violations of the Act 6
III. Procedures for Handling Complaints at the LWIA
IV. Procedures for Handling Complaints at the State
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
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.
EXHIBIT C
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 maybe 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
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
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
EXHIBIT C
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:
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
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.
EXHIBIT C
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.
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.
III. 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
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
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
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 LW IA 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.
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.
so
EXHIBIT C
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.
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.
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.
The hearing officer should attempt to negotiate a resolution of the issue at any time prior
to the conclusion of the hearing.
Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a
recommended decision to the LW IA 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
11
EXHIBIT C
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:
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.
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
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
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
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.
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, qne 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
V
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.
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.
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
No later than
180 days of
alleged
discrimination
Within 10 days of
receipt of
unsatisfactory
decision or 10
days from date
LWIA decision
should have been
issued.
Handling of complaints filed at LWIA level arising in connection with WIA
programs operated by LWIAs
Informal Resolution Process
Unsatisfactory Decision or LWIA Decision not issued within 60 days
w
0
O
0
Request for State Review � w
Governor's Decision issued by State Review Panel
If no decision issued by State Review Panel
Appeal to DOL
16
EXHIBIT C
0
0
0
1 N
m
0
0
0
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.
v
EXHIBIT C
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
r ®
No later than
180 days of
alleged
discrimination
Filed within 30
days of
LWIA /State
Decision or 90
days from date of
initial filing of
complaints
Filing of complaint on the basis Of Handicap with LWIA
Informal Resolution
o
o
o
If no resolution reached
o
o
Request for Hearing
Notice of Hearing
Hearing Conducted
LW IA Decision
o
Unsatisfactory Decision or No Decision
State Review
Governor's Decision
Appeal to Assistant Secretary Department of Labor
19
EXHIBIT C
Day 1
Day 145 Day
60 Days
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
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.
21
EXHIBIT C
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 organization, 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 organization, 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.
5anMAncc.Ojevvs,Qe'ereahen, -
and CommuhlN Services -- Cilorcw�{ 01Vis,
Grantee /Contractor , gan(�t'. n
2�r /7
Signature
CP�rGt.refL) P /oLief
Name of Certifying Official Signature
EXHIBIT D
Date
32
Certification Regarding 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
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.
7 t
Date
City of Santa Ana/ Santa Ana Library
EXHIBIT E
DIVISION OF EMPLOYMENT SERVICES
PLACE OF PERFORMANCE
FOR CERTIFICATION REGARDING DRUG -FREE
WORKPLACE REQUIREMENTS
Name: City of Santa Ana/ Santa Ana Library
Name of Contractor: City of Santa Ana/ Santa Ana Library
Contractor Number: A -2015-
Date: July 1 2015 - June 30, 2016
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, CA 92702
EXHIBIT E
Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier 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 organization;
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.
niz /1nN panes, )2ecrce4Lhcn,
Grantee /Contractor Organization
Name and Title of Official A(�thorized to Certify
ntee
On Behalf of the Gra
N
Date
EXHIBIT F
30
Organization Name:
Santa Ana Library
Administrative
Cost (Not to
Exceed 10 %)
Total
Program
Cost
Total
WIOA Cost
Match /In
Kind
1 :Lead Case Manager (100% FTE)
$35,424
$11,808
2 Program Director
$28,749
3 Technology /CTV3 Coordinator
$20,535
4 Library Operations Manager
$15,276
5 Support Staff /Tutor /Mentors — (55%
FTE)
$15,025
$79,717
Pplp1pp(1.t'l
u' J s
1 :Lead Case Manager (100% FTE)
w
1�:.: 4
l:.: e7.:..:
$11,014
1 '� '
$3,672
2 Program Director
$8,912
3 Technology /CTV3 Coordinator
$6,366
4 Library Operations Manager
$4,736
5 Support Staff /Tutor /Mentors — (55%
FTE)
$1,226.04
$ 17,634.19
Total Personnel Salaries & Benefits
$0.00
$260,094.23
$62,689.04
$197,405.19
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Rent
Utilities
Phones
Internet Fees
Parking Fees
Security
Maintenance
Insurance
Office expenses (consumables)
Legal Services
Auditing Services
Indirect Cost
$2,147
$2,147
Staff Training
Staff Conferences
Staff Travel /Mileage
Participant Wages
$ $72,035
Supportive Services
$2,500
Participant Training
$19,165
Youth Conferences
$1,800
Follow -Up Services for 2016
$2,164
$ 31,568
Total Operating Expenses
$2,147
$131,379
$97,311
$34,068.00
GRAND TOTAL (Personnel +operating)
$2,147
$391,473.19
$160,000
$231,473.19
EXHIBIT G
BUDGET NARRATIVE
Organization: Santa Ana Public Library
Instructions:
This Budget Narrative provides a detailed description of each line item reflected on the Budget Form
(Attachment B). Only need to submit 1 Budget Narrative for Program Year 2015 -2016. However, you
will need to fill out two Budget Forms, one for 2015 -2016 and one for 2016 -2017. Please include the
cost allocation of each line item within this budget narrative. Please align the budget narrative with
the budget form. Each section of this budget narrative describes the cost allocation, formula, and /or
bases for the costs of the program. The Budget Narrative and Budget Form may be amended and /or
modified during the program year to adjust line items, but not to exceed the total grant amount,
with the approval of the contractor's Executive Director and City of Santa Ana's approval. Please
elaborate on the appropriate line item budget narrative how the program will fulfill at least 20% of
funds will be used for work experience.
1. Personnel Salaries
a. List each individual position dedicated to this project. List the staff title, percentage of
full time equivalent (FTE) or the amount of time to be charged to this project and
indicate cost for each staff
b. Briefly describe their role and how the grant will benefit from their role
I.) Lead Case Manager —Saidy Valdez (Assistant Librarian): 100% FTE for 12 months:
$ 35,424.00 WIOA / $ 11,808.00 In -Kind
Responsible for management of all student interns, maintaining WIA compliance, mentoring of
several youth, follow up services to previous year WIA youth and management of all
employment and library based training components. The Case Manager will dedicate 100% of
their time to WIOA for 12 months to recruit and enroll youth, provide WIOA youth with case
management, work readiness preparation, educational resources, coordinate work experience
sites, and assist youth in obtaining employment, training, and State recognized certificates.
ii.) Program Director – Cheryl A. Eberly (Principal Librarian): 35% FTE for 12 Months: $28,749 In-
Kind. Responsible for general oversight and direction of program. Principal Librarian – Cheryl A.
Eberly. 35% (700 hrs) of $82,140 (annual salary) = $28,749.00 In -kind (In -Kind)
iii. ) Technology /CTV3 Coordinator– Lynn Nguyen (Principal Librarian) : 25% FTE for 12 Months:
$20,535.00 In -kind. Responsible for oversight and management of technology aspects of the grant,
website and CTV3 television programming.
iv.) Library Operations Manager– Heather Folmar (Library Operations Manager):15% FTE for 12
Months: $15,276.00 In -Kind. Responsible for supervising library operations in relation to this grant.
EXHIBIT G
v.) Support Staff/ Tutor /Mentors
1.) Out -Of- School Youth Assistant Caseworker – Assistant Librarian (TBD): 25 % FTE for 12 Months:
$ 9,025.00 WIOA. We will hire an assistant librarian, to assist in One -on -one mentoring and
tutoring of out -of- school youth, and coordination and instruction of several workshop/ MOOC
components. Assist in employment services, and higher education support.
3.) Clerical Support Staff – Clerk (TBD): 30% FTE for 12 Months:
$ 6,000.00 WIOA Assist in document management, recruitment, eligibility determination, payroll of
staff, assist with overall operations, and inquiries and information technology courses.
4.) Out -of- School Youth Tutors /Mentors: 85% FTE for 12 Months: $24,429.00 In -Kind.
One -on -one mentoring and tutoring of out -of- school youth, and coordination and instruction of
several workshop/ MOOC components.
5.) In- School Youth Tutor /Mentors: 40% FTE for 12 Months: $9,688 In -Kind (CDBG). One -on -one
mentoring and tutoring of in- school youth, and coordination and instruction of several workshop/
MOOC components.
6.) MOOC's coordinator– Manuel Escamilla (Librarian): 35% FTE for 12 Months: $19,950 In -Kind.
Responsible for management of all MOOC based training elements of program, will mentor several
out -of- school youth.
7.) Garfield Site Coordinator – David Lopez (Librarian): 30% FTE for 12 Months: $17,100 In -Kind.
Responsible for management college credit course based training components located at Garfield
and video production workshops.
8.) Graphic Design/ Website Design Course Coordinator– (Librarian): 15% FTE for 12 Months:
$8,550 In -Kind: Responsible for development of intro to graphic design/ website design training
components.
2. Personnel Benefits
a. List each individual position dedicated to this project and describe the type of benefits
and the cost of each benefit for that staff.
i.)Lead Case Manager —Saidy Valdez (Assistant Librarian): 31.09% benefits of $47,232 salary: $
11,013.32 WIOA Funds for Benefits/ $ 3,671.11 in kind
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health (-
0.90%), Worker's Comp (2.96 %)
ii.) Program Director – Cheryl A. Eberly (Principal Librarian): 31.09% benefits of $28,749 salary:
$8,912 In -Kind for Benefits
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health (-
0.90%), Worker's Camp (2.96 %)
iii.) Technology /CTV3 Coordinator– Lynn Nguyen (Principal Librarian) : 31.09% benefits of
$20,535.00: $6,366 In -kind for Benefits.
EXHIBIT G
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health (-
0.90%), Worker's Comp (2.96 %)
iv.) Library Operations Manager- Heather Folmar (Library Operations Manager): 31.09% benefits
of $15,276.00: $4,736 In -Kind for Benefits.
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health (-
0.90%), Worker's Comp (2.96 %)
v.) Support Staff/ Tutor /Mentors
1.) Out -Of- School Youth Assistant Caseworker -Assistant Librarian (TBD): 8.16% benefits of
$ 9,025.00 WIOA: $ 737 WIOA for Benefits.
Deferred Comp (- 3.75 %), Medicare (- 1.45 %), Worker's Comp (2.96 %)
2.) Clerical Support Staff- Clerk (TBD): 8.16% benefits of $6,000 WIOA: $489 WIOA for
Benefits
Deferred Comp (- 3.75 %), Medicare (- 1.45 %), Worker's Comp (2.96 %)
4.) Out -of- School Youth Tutors /Mentors: 8.16% benefits of $24,429.00 In -Kind : $1,994 In-
Kind for Benefits
Deferred Comp (- 3.75 %), Medicare (- 1.45 %), Worker's Comp (2.96 %)
5.) In- School Youth Tutor /Mentors: 8.16% benefits of $9,688 In -Kind (CDBG) : $791 In -Kind
for Benefits
Deferred Comp (- 3.75 %), Medicare (- 1.45 %), Worker's Comp (2.96 %)
6.) MOOC's coordinator- Manuel Escamilla (Librarian): 31.09% benefits of $19,950 In -Kind:
$6,185 In Kind for Benefits
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health
(- 0.90 %), Worker's Comp (2.96 %)
7.) Garfield Site Coordinator- David Lopez (Librarian): 31.09% benefits of $17,100 In -Kind:
$5,301 In Kind for Benefits
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health
(- 0.90 %), Worker's Comp (2.96 %)
8.) Graphic Design/ Website Design Course Coordinator- (Librarian): 31.09% of $8,5501n-
Kind: $2,651 for Benefits.
PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health
(- 0.90 %), Worker's Comp (2.96 %)
3. Indirect Cost
a. Indicate the rate for the indirect cost and what
The rate of 6.06% was used to calculate Indirect Cost using salary of Full -time WIA
funded staff w /out benefits base of 35,424.00 ( WIA funded personnel) _ $ 2,147 WIA
Funds
EXHIBIT G
4. Participant Work Experience Waees
a. Briefly describe or refer to Work Experience policy, number of youth, and cost.
A. PARTICIPANT WAGES: All youth will participate in a 44 week long combination
paid Work Experience training and internship /externship program. $72,035 WI
Funds
i. Track 1: Out —of- School Youth: Microsoft Office Applications certifications
and Intermediate Digital Media Apprenticeships (15 participants X 400 hrs X
$9.00 hr = $54,000 ): Digital Media Basics (Graphic /Web Design): 20 hours,
Video Production : 40 hours, Counselling: Study Skills Course : 16 hours„ Intro
to Business : 48 hours, Intermediate Digital Media (Digital Media Arts): 48
hours, MOOC's based certification trainings: 35 hours, Workshops, Field Trips,
Trainings: 30 hours , Counselling hours — 3 hours, Civic Engagement /Volunteer
projects: 30 hours ,Work Experience Internship/ Externships: 130 hours (400
hrs X $9.00)
ii. Track 2: In- School Youth: Microsoft Office Applications certifications and
Beginning Digital Media Apprenticeships (7 participants X 200 X $9.00 hr =
$12,600 ): Digital Media Basics (Graphic /Web Design): 20 hours, Video
Production : 30 hours, MOOC's based certification trainings: 50 hours,
Workshops, Field Trips, Trainings: 30 hours, Civic Engagement /Volunteer
projects: 20 hours ,Work Experience Internship/ Externships: 50 hours (200
hrs X $9.00)
Participant Benefits: Benefits for the Paid Work Experience Training and Internship/ Externship
Program are based on a percentage of the participant's wages as follows: Deferred Comp (- 3.75 %),
Medicare (- 1.45 %), Worker's Comp (2.96 %) = 8.16 %x $ 66,600.00 = $ 5,434.56 for benefits
5. Santa Ana College Course Technical Training Partnership: Charge is the contract amount to
be charged by Santa Ana College to provide the Counselling, Intermediate Digital Media Courses
and Business Courses and Counselling services
Year 1 (2015 -2016) Santa Ana College Seeds To Trees College Training program = $19,165
WlOA Funds
EXHIBIT G
Instructor for Business Applications (Business 100) Course= 3 Units ($120 /hr x 48 contact hours = $5760
$6,220
x 8% Benefit Rate (PARS (1.3 %), Medicare (1.45 %), HWRetFnd (1.5 %), SUI (1.1 %), and WC] (2.4 %))
Instructor for Digital Media Arts (Art 195)= 3 Units ($120 /hr x 48 contact hours = $5760 x 8% Benefit
$6,220
Rate (PARS (1.3 %), Medicare (1.45 %), HWRetFnd (1.5 %), SUI (1.1 %), and WC] (2.4 %))
Instructor for Counseling —Study SI<ills= 1 Units ($120 /hr x 16 contact hours = $1920 x 8% Benefit Rate
$2,075
(PARS (1.3 %), Medicare (1.45 %), HWRetFnd (1.5 %), SUI (1.1 %), and WCI (2.4 %)
Counseling hours = $50 /hr X 3hrs per youth X 15 youth
$2,250
Padres Promotoras for WIA Youth Parent Engagement for Higher Ed = ($200 /each X 2 Promotoras X 6
2,400
months)
TOTAL YEAR 1 (2015 -2016)
19,165
EXHIBIT G
6. Supportive Services = $2,500 In- Kind
a. Briefly describe or refer to Supportive Service policy, number of youth that will receive
supportive service, maximum dollar amount per youth, and most common types of
supportive service.
Books for the college courses will be purchased for youth = $2,500 In -Kind Costs
7, Youth Conference = 51.800
a. Identify the type of conference, cost, and number of youth that will attend the
conference.
CWA Conference cost for 4 youth interns (4x $250 )_ $1000 and CWA Conference
cost for 2 adult mentors (2 x $400) _ $800
8. At the end of the narrative please explain the pertinent documents /forms that will be used to
track work experience compensation or participant incentives (i.e.: timecards, sign -in sheets,
record logs etc.).
Please refer to for all pertinent documents /forms that will be used to track
work experience and training.
8, Follow -Up Services for 2016
a, Mentoring/ Tutoring/ Case Management:
Personnel:
1.) Out -Of- School Youth Assistant Caseworker — Assistant Librarian (TBD): 5% FTE for
12 Months: $2,164 INIOA and $1,805 In kind. Assistant librarian, will follow -up with
referrals for one -on -one mentoring and tutoring of out -of- school youth, and coordination
and instruction of several workshop/ MOOC components. Continue to Assist in employment
services, and higher education support. Benefits of 8.16 % for 1,805 = $147.29 ( $1,952.29
InKind)
3,) Out -of- School Youth Tutors /Mentors: 20% FTE for 12 Months: $5,748.00 In -Kind.
Continued One -on -one mentoring and tutoring of out -of- school youth, and
coordination and instruction of several workshop/ MOOC components., Benefits of
8.16% for $5,748 = $470 ($6,217 In -Kind)
4.) In- School Youth Tutor /Mentors: 5% FTE for 12 Months: $1,211 In -Kind (CDBG).
Continued One -on -one mentoring and tutoring of in- school youth, and coordination
and instruction of several workshop/ MOOC components. Benefits of 8.16% for
$1,211 = $99 ($1,310 in Kind)
c. College Counselling ( Provided by Santa Ana College)
Counseling hours (Year 1 Follow -up)= $50 /hr X 2hrs per youth X 30 youth = $3,000
d. 2016 Summer Youth Leadership Institute :
EXHIBIT G
Youth Interns will continue internships in the summer months at the Summer Youth
Leadership Institute Program. 35 Participants x $9.00 hr x 12 hours = $3,780 WIOA
funds. Benefits of 8.16% for $3,780 = $4,089 In -kind for Summer internships
e. Digital Media Apprenticeships: 8 -10 interns from 2015 -2016 will be hired as library
pages in July of 2016,and will serve as digital media apprentices and peer mentors for
the 2016 -2017 incoming WIOA youth. (10 interns x $9.00 X 200hrs = $18,000 In -Kind
Funds)
Note: Audit Requirements
States, local governments and non - profit institutions who spend $500,000 or more in federal funds in a fiscal
year shall meet the audit requirements of the OMB Circular A -133, "Audits of States, and Local Governments
and Non - Profit Institutions."
EXHIBIT G
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 w ill be
autpf6atically rejected. Please initial each box.
I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the
owner of this organization 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 ensure
that WIOA funds will be used as required by law and contract.
We have additional funding sources and will not be dependent on WIOA funds alone.
We do or will meet the applicable Federal, State, and local compliance requirements.
Thes include, but are not limited to:
Records that 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.
Comply with Federal and State non - discrimination provisions.
Meet requirements of Section SO4 of the Rehabilitation Act of 1973.
Meet requirements of the American's with Disabilities Act of 1990
Meet all applicable labor law, including Child Labor Law standards.
Q< 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.
Agree to provide all participants with Grievance Procedures.
Agree to insure proposer's employees through Workers Compensation Insurance
ncluding part -time employees)
Procurement policies and procedures are in place and meet federal guidelines.
Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000
We will not:
�^ Place a youth in a position that will displace a current employee.
Use WIOA money to assist, promote, or deter union organizing.
Use funds to employ or train of persons in sectarian activities.
Use funds for youth in the construction, operation, or maintenance of any part of a facility to
be used for sectarian instruction or religious worship.
Use WIOA funds for activities that would interfere with or replace regular academic
__requirements for eligible youth who are not dropouts.
Use WIOA funds to carry out programs funded under the School -to -Work Opportunities Act of
994 unless the programs) are only for youth eligible to participate under WIOA.
❑
� Use WIOA money under this contra
"pt to purchase any equipment.
,assurethat 1'of - bove true. Dwor W,- Pe,rlcs,
r2ec t`PC..hUr�, t;, r ci
� —" Commur,ll�I Service's
Name Title Date
EXHIBIT H
29
City of Santa Ana Public Library
Self- Insured
EXHIBIT I