HomeMy WebLinkAboutSANTA ANA PUBLIC LIBRARY (8) - 2016INSURANCE NOFf REQUIRED
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A-2016-208
FIRST AMENDMENT TO MEMORANDUM OF UNDERSTANDING UNDER THE
$� WORKFORCE INNOVATION AND OPPORTUNITY ACT
THIS FIRST AMENDMENT TO MEMORANDUM OF UNDERSTANDING is hereby
made and entered into this 1 st day of July, 2016, by and between the City of Santa Ana, a charter
v 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
("SUBRECIPIENT").
RECITALS:
A. The parties entered into a Memorandum of Understanding Under the Workforce Innovation and
Opportunity Act (WIOA) dated July 1, 2015 (hereinafter "Memorandum of Understanding") by
which CITY agreed to expend federal fiords for 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, as defined in the scope of work
attached to said Memorandum of Understanding.
B. The Memorandum of Understanding included Raiding from the Department of Labor,
Employment and Training Administration for fiscal year 2015-2016. For fiscal year 2016-2017,
CITY was again designated a Local Workforce Investment Area (LWIOA) under the
Workforce Innovation and Opportunity Act of 2014, Public Law 1-113-128, Catalog of Federal
Domestic Assistance (CFDA) Number 17.259 and Federal Award Identification Number
(FAIN) AA -28305-16-55-A-6, and the CITY was awarded an additional $1,034,615 for youth
workforce development programs.
C. The parties desire to amend the Memorandum of Understanding to provide a second subaward
for fiscal year 2016-2017 to SUBRECIPIENT for the WIOA Youth Workforce Development
Program based on the fiscal year 2016-2017 allocation to the CITY. Grantee understands the
prohibition against comingling grant funds and agrees to account for said fiords as a separate
and mlique grant.
WHEREFORE, in consideration of the covenants contained in said Memorandurn of
Understanding, and subject to all the terms and conditions of said Memorandum of
Understanding, except those amended in this First Amendment to Memorandum of
Understanding, the parties agree as follows:
Section 11, entitled City's Obligations, Subsection A, on page 5 of the Memorandum of
Understanding, shall be amended to increase the amount of youth funds CITY agrees to pay
to SUBRECIPIENT by a sum not to exceed $160,000 with a term of July 1, 2016 through
June 30, 2017, for a total amount during the tern of the Memorandum of Understanding not
to exceed $320,000 with a term of July 1, 2015 through June 30, 2017 for youth workforce
development programs.
2. Except as hereinabove amended, all terms and conditions of said Memorandum of
Understanding shall remain in full force and effect.
Exhibit 4
IN WITNESS WHEREOF, the parties 'hereto have executed this First Amendment to
Memorandum of Understanding on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: (rAI� �. HODGE
Assi nt Ci Attorney
FOR APPROVAL:
ROBERT C. CO. Tj Z
Special Assistant to the cift—y Manager
City Manager's Office
Exhibit 4
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
SUBRECIPIENT:
Gerardo Mouet
Executive Director
Santa Ana Public Library
YSPN MEMBER PERFORMANCE PLAN 2016-2017
Santa Ana Public Library
PROJECTED ENROLLMENTS & EXPENDITURES
WIOA YOUTH POPULATION
.; Quarter
Youth Population
Ages
q of Youth to be Served
In -School `.
14-18
7
Out -of -School (75% minimum)
16-24
15
TOTAL
TOTAL NUMBER OF YOUTH TO BE SERVED -
22
PROJECTED ENROLLMENTS & EXPENDITURES
(NOTE: 100%OF YOUTH MUST BE ENROLLED BY 2N° QUARTER -DECEMBER 31, 2016)
.; Quarter
tk of Enrollments _
- Estimated Expenditures per Quarter
-per Quarter
1S° -'_ _ `- -� :
22 $40,000
2°„ (100% Enrollment Required)
0 $40,000
3rd
$40,000
491
:. $40,000
TOTAL
22 $160,000
14 WIOA ELEMENTS
PERFORMANCE MEASURES
mark
a "x" next to the elements provided in your program
July 1, 2015 -June 30, 2017
(Projected Benchmarks subjectto 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 70%
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`h
summer employment, pre -apprenticeship, internships
quarter after exit
& job -shadowing, or On -the -Job training (20% of
Benchmark: 70%
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: $10.50
X
5. 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: 64%
X
7. Supportive Services
X
S. 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: 64%
X
11. Financial literacy
7. Effectiveness in serving employers
Benchmark: 64%
X
12. Entrepreneurial skills training
X
13. Labor marker information -career awareness and
exploration
X
14. Activities to help youth prepare for and transition
to postsecondary education
EXHIBIT B
B000tl FURM ZU1b-ZU17
Organization Name: Administrative Total
Santa Ana Public Library: Seeds to Trees Cost (Not to Program Total Match/In
WIOA Cost Kind
Digital Media Technology Academy Exceed 10%) Cost
1:Lead Case Manager (100% FTE) $54,589 $8,397
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 $72,957
1 :Lead Case Manager (100% FTE) $11,014 $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 $ 17,634.19
Total Personnel Salaries & Benefits $0.00 $172,445 $81,854 $90,591
Rent
Legal Services
Auditing Services
Indirect Cost
$5,061
$5,061
Staff Training
Staff Conferences
Participant Wages
$71,285
$1,290
Supportive Services
$2,500
Participant Training
$6,952
Youth Conferences
$1,800
Follow -Up Services for 2017
$ 21,000
Total Operating Expenses
$5,061
$109,888
$78,146
$31,742
GRAND TOTAL (Personnel+operating)
$5,061
$282,333
$160,000
$122,333
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
L) Lead Case Manager—Saidy Valdez (Assistant Librarian): 100% FTE for 12 months:
$ 54,589 WIOA / $ 8,397- In -Kind (e -library)
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.
Supervise interns working on e -library web portal for Youth College and Career preparation.
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.
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– Cleric (TBD): 30% FTE for 12 Months:
$ 6,000.00 WIOAAssist 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 – TBD (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 $ 54,589 WIOA/ $
8,397- In -Kind 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 Comp (2.96%)
Ill.) Technology/CTV3 Coordinator- Lynn Nguyen (Principal Librarian) : 31.09% benefits of
$20,535.00: $6,366 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%)
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- Cleric (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 - TBD (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 $8,550 in -
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 7.2695% was used to calculate Indirect Cost using salary of Full-time WIA
funded staff w/out benefits base of $69,614 ( WIA funded personnel) = $5,061 WIA
Funds
4. Participant Work Experience Wages
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. $71,285 WIA
Funds /$1,290 In -Kind
I. Track 1: Out —of -School Youth: Microsoft Office Applications certifications
and Intermediate Digital Media Apprenticeships (15 participants X 300 hrs X
$11.00 hr = $49,500 ): Digital Media Basics (Graphic/Web Design): 20 hours,
Video Production : 40 hours, Counselling: Study Skills Course : 18 hours„
Counselling 100 : 18 hours, MOOC's based certification trainings: 28 hours,
Workshops, Field Trips, Trainings: 23 hours , Counselling hours — 3 hours, Civic
Engagement/Volunteer projects: 30 hours Work Experience Internship/
Externships: 120 hours
ii. Track 2: In -School Youth: Microsoft Office Applications certifications and
Beginning Digital Media Apprenticeships (8 participants X 200 X $11.00 hr =
$17,600 ): Digital Media Basics (Graphic/Web Design): 20 hours, Video
Production : 40 hours, MOOC's based certification trainings: 20 hours,
Workshops, Field Trips, Trainings: 30 hours, Civic Engagement/Volunteer
projects: 30 hours ,Work Experience Internship/ Externships: 60 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 $67,100 = $ 5,475.36 for benefits
B. 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 (2016-2017) Santa Ana College Seeds To Trees College Training program =
$6,951.17 In -Kind Funds
STDY SKILLS 091:
1 unit (LHE) x 18 hrs/semester @ $65.73/hour = $1,183.14 1 $1,242.36
CNSL 100:
2 units (LHE) x 18 hrs/semester @$65.73/hour = $2,366.28 1 $2,484.72
Total Salary = $3,549.42 1 $3,727.08
Benefits, estimated at $13.78% _ $490.00
$746.93
Counseling hours = $56/hr x 3hrs per youth x 15 youth
$2,477.16
TOTAL YEAR 1 (2015-2016) *
$6,951.17
* Budget line items may be adjusted to meet specific
program needs but overall total will not be exceeded.
S. 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
6. Youth Conference = $1,800
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
7. 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 toAtachlent j for all pertinent documents/forms that will be used to track
work experience and training.
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."
City of Santa Ana Public Library
Self -Insured
EXHIBIT I