HomeMy WebLinkAboutSANTA ANA PUBLIC LIBRARY - 2011 City of Santa Ana
17". ,111 Clerk of the Council core Office Use Only
AGREEMENT TERMINATION FORM
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Please complete this form when the attached agreement and all
amendments (if any) are no longer in effect.
Note: If your agreement is grant related, please ensure that all grant retention requirements
have been satisfied prior to signing the termination form.
Return form to the Clerk of the Council Office (M-30).
Call 647-1520 if you have any questions. •
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Contract No
MEMORANDUM OF UNDERSTANDING
UNDER THE WORKFORCE INVESTMENT ACT
(City of Santa Ana/Parks, Recreation & Community Services Agency)
(Santa Ana Public Library)
A-2011-166
THIS MEMORANDUM OF UNDERSTANDING, made and entered into this I" day of
July, 2011, 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
Parks, Recreation and Community Services Agency ('CONTRACTOR").
W-I-T-N-E-S-S-E-T-H
Recitals:
A. CITY has been designated a Local Workforce Investment Area (LWIA) under
the Workforce Investment Act of 1998, Public Law 105-220 ("the Act").
B. The State of California has created the LWIA to administer the Act programs
operated by the State of California pursuant to the Act.
C. As a LWIA, CITY is entitled to receive federal funds to establish programs to
prepare economically disadvantaged youths for entry into the labor market and to provide basic skills
development to those individuals who are economically disadvantaged or otherwise face serious
barriers to succeeding in life. One goal of California's Workforce Investment System is to provide
youth with the opportunities to achieve career goals that will allow them to successfully compete in the
labor market and prepare them for higher education.
D. CONTRACTOR is experienced in operating education, occupational
development and employment programs for economically disadvantaged youths for entry into the labor
market. CONTRACTOR shall provide post-secondary occupational skills training, work experience,
leadership development and supportive services for a total of 20 youth ("said program").
E. CONTRACTOR is willing to operate said program pursuant to the Act and
California law.
F. CONTACTOR acknowledges that awarded programs will operate for two
program years: July 1, 2011 to June 30, 2012 and July 1, 2012 to June 30, 2013 (assuming the
CONTRACTOR achieves designated outcomes). Funding for second program year will be
contingent on CONTRACTOR'S achieved outcomes and fulfillment of contract obligations.
Evaluations will take place during the third quarter of the first program year. Contractor evaluations
will be assessed to determine funding for second program year. CONTRACTOR may be awarded
second program year funding upon the approval of the Workforce Investment Board and City Council.
Contracts may not begin until fully executed by Council. Contracts may be extended once if funds are
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available, contractor has complied with applicable Federal, State and local legislation, rules and
regulations and contractor has met enrollment and program goals.
WHEREFORE, for and in consideration of the respective and mutual covenants and
promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties
hereto do hereby agree as follows:
1.
CONTRACTOR'S OBLIGATIONS
A. CONTRACTOR agrees to provide the following services pursuant to said
program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit
A" and in the Performance Standards "Exhibit B", attached hereto and by this reference incorporated
herein. CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the
level of payment to CONTRACTOR otherwise provided for hereinafter.
B. CONTRACTOR agrees to provide benefits to individuals who participate in the
activities and services funded by this Agreement ("participants") in accordance with the standards and
requirements set forth in Workforce Investment Act of 1998, Public Law 105-220.
C. CONTRACTOR agrees to perform the services set forth herein in a professional,
timely and diligent manner.
D. CONTRACTOR shall provide wages and benefits to individuals who participate
in the activities and services funded by this Agreement ("participants") in accordance with the
standards and requirements of the Act, including Section 181 of the Act.
E. CONTRACTOR shall adhere to the Labor Standards described in the Act
including Section 181 of the Act.
F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under
the WIA", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR
§667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints under
the Act and the procedures for resolution of any complaints. CITY's procedures for handling
complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall
be followed and any decision of CITY, the State or the federal government relating to the complaint
shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate
a grievance system that incorporates CITY's procedures for resolution of complaints relating to the
terms and conditions of employment; these procedures shall be approved in writing by CITY.
G. As a condition of this award of financial assistance under the Act to
CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or
activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry
out such programs or activities, that it will comply fully with the nondiscrimination and equal
opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity
provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the
requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of
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the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended;
the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and
with all applicable requirements imposed by or pursuant to regulations implementing those laws,
including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and
CITY have the right to seek judicial enforcement of this assurance.
H. CONTRACTOR agrees that no participant(s) shall commence training prior to the
approval of funding pursuant to Section 123 of the Act.
1. CONTRACTOR agrees to maintain such records and submit such reports, data and
information, on the form and containing such information, at such times as CITY may request or
require regarding the performance of CONTRACTOR'S services or activities, costs or other data,
including but not limited to, participants' attendance, payroll records and job duty statements.
CONTRACTOR agrees to forward to the Santa Ana Work Center Administrative
Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California 92701 a completed Workforce
Investment Act Application form (WIA EWIR) and supporting documents within 45 days of
application date; a complete Workforce Investment Act Enrollment/Registration form (WIA EWIE)
within 30 days of determination (reviewer) date; any subsequent updates to EWIE within 10 days of the
begin date of activity or end date of an activity; Workforce Investment Act Youth Test Scores form
(WIA EYTS) within 30 days of application date; Workforce Investment Act Exit form (WIA EWIT)
within 15 days of completion/termination of active enrollment of trainee; and the Workforce
Investment Act Follow-Up Contact Information form (WIA EWIF) within 21 days following 30, 60,
90,180, 270, and 360 days of exit.
CITY, the State of California and the United States government and/or their
representatives shall have access for purposes of monitoring, auditing and examining of
CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR
subcontractors, bookkeepers and accountants, and employees and participants related to this
Agreement. Such agencies or representatives shall also schedule on-site monitoring in their discretion.
Monitoring activities may also include, but are not limited to, questioning employees and participants
and entering any premises or onto any site in which any of the services or activities funded hereunder
are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be
construed to require access to any privileged or confidential information as set forth in federal or state
law.
In the event CONTRACTOR does not make the above-referenced documents available
within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable
expenses incurred by CITY in conducting any audit at the location where said records and books of
account are maintained.
All accounting records and evidence pertaining to all costs of CONTRACTOR and all
documents related to this Agreement shall be kept available at the location where CONTRACTOR
conducted the program, as well as in the County of Orange, for the duration of this Agreement and
thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints,
claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b)
costs and expenses of this Agreement to which CITY, the State of California or the United States
Government take exception, shall be retained beyond the three (3) years until resolution of disposition
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of such appeals, litigation, claims, or exceptions.
J. Without prejudice to any other section of this Agreement, CONTRACTOR
shall, where applicable, maintain the confidential nature of information provided to it concerning
participants in accordance with the requirements of federal and state law. Notwithstanding the
foregoing, CONTRACTOR agrees to submit to CITY, the State of California and/or the United States
Government or their representatives, all records requested for administrative purposes, including
audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs
incurred and services rendered hereunder.
K. CONTRACTOR agrees to complete in triplicate, a monthly InvoiceNoucher on
CITY's InvoiceNoucher form, showing in detail the amount of money already expended by
CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be
supported by such source documentation such as cancelled checks, paid bills, payrolls, time and
attendance records, contract and subgrant award documents [29 CFR-Subpart C, Section 97.20 (b)(6)].
CONTRACTOR agrees to submit the above-stated documents to the 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 CONTRACTOR'S services are performed. Should CONTRACTOR fail
to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving
CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY
excess revenues over costs or use such excess revenues as program income by utilizing such program
income for additional training activities authorized under the Act.
L. CONTRACTOR agrees to expend all funds in accordance with all applicable
federal, state and local laws and regulations. CONTRACTOR also agrees to provide at
CONTRACTOR'S own expense supplies and other costs of said PROGRAM.
M. CONTRACTOR shall arrange independently for an audit that includes WIA
funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A-
133. CONTRACTOR shall submit one original of each required audit report to CITY within (30) days
after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these
requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend
additional grant funds.
N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide
services to any participant where costs of training are paid for by any other person or entity.
0. CONTRACTOR shall comply with the provisions of Circular A-102 of the U.S.
Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform
Administrative Requirements for Grants and Cooperative Agreements to State and Local Government",
Subpart C, paragraphs 37 and 42, Circular A-128, and all other applicable federal statutes and
executive orders and their implementing regulations, including regulations at 29 CFR Part 97.
P. CONTRACTOR shall comply with the requirements of federal regulations
found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a
federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting
to influence an officer or employee of any agency, member of Congress or an officer or employee of a
member of Congress in connection with awarding of any federal contract, the making of any federal
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grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or
modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign
a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto
and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to
CITY prior to performing any of its obligations under this Agreement and prior to any obligation
arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this
Agreement.
Q. CONTRACTOR agrees to provide a drug-free work place and to execute a Drug
Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by
this reference.
R. CONTRACTOR, in accordance with the Child Support Compliance Act,
recognizes and acknowledges the importance of child and family support obligations and shall fully
comply with all state and federal laws relating to child and family support enforcement, including, but
not limited to: disclosure of information and compliance with earnings assignment orders, as provided
in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to
the best of its knowledge is fully complying with the earnings assignment orders of all employees and
is providing the names of all new employees to the New Employee Registry maintained by the
California Employment Development Department (EDD).
S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and
the federal regulations, including but not limited to the regulations found at 20 CFR part 629.
T. CONTRACTOR agrees to that it is in compliance with the Certification
Regarding Debarment ("Exhibit F") as required by the regulations implementing Executive Order
12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities.
The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160-
19211).
U. CONTRACTOR agrees to provide priority of services for veterans and eligible
spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans
and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act
published at 73 Fed.Reg. 78132 on December 19, 2008.
II.
CITY'S OBLIGATIONS
A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds
are received under the provisions of the Act a sum not to exceed 5150,000.00 for CONTRACTOR'S
performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this
Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as
provided hereinabove.
B. CONTRACTOR has the ability to adjust line item amounts in the budget with
the approval of the Executive Director, so long as the total Budget amount does not increase.
C. CITY agrees to provide for on-site monitoring reviews of said program
operation at least twice annually. In addition, monthly desk-top reviews of pertinent information will
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be conducted.
D. CITY has the right to de-obligate the funds hereunder and take such funding back
from CONTRACTOR due to any of the following reasons: (a) lack of performance by
CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available
funding.
III.
TIME PERIOD OF AGREEMENT
This Agreement shall cover two program years: July 1, 2011 to June 30, 2012 and
July 1, 2012 to June 30, 2013 (assuming the CONTRACTOR achieves designated outcomes).
Funding for the second program year will be contingent on CONTRACTOR'S achieved outcomes and
fulfillment of contract obligations. Evaluations will take place during the third quarter of the first
program year. Contractor evaluations will be assessed to determine funding for second program year.
CONTRACTOR may be awarded second program year funding upon the approval of the Workforce
Investment Board and City Council. The term of this Agreement may be extended by a writing
executed by the Executive Director for the Community Development Agency and the City Attorney.
IV.
INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall it be
construed to create an employer-employee relationship, ajoint 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. CONTRACTOR shall use appropriate funds received from CITY to provide
workers' compensation to all those hired by CONTRACTOR under this Agreement.
B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees
or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard
does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any
other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer.
VI.
APPLICABLE GUIDELINES
A. The parties hereto agree that CONTRACTOR shall comply with all applicable
federal and state laws and regulations, including, but not limited to the Performance Standards
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(Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC
Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and
regulations, including amendments or revisions made during the terms of this Agreement. Said
applicable laws are hereby incorporated by reference and made as part of this Agreement as though
fully set forth herein.
B. CONTRACTOR also assures and certifies that:
1. CONTRACTOR acknowledges and confirms that the U.S. Department
of Labor has established three (3) common measures for youth: (a) Placement in employment or
education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. With regard to
the Summer Youth Program, the only measure is "Work Readiness". Pending WIA reauthorization
and or U.S. Department of Labor and EDD updates, CONTRACTOR agrees to implement and shall
meet any additional performance measures that may be subsequently required by the Workforce
Investment Act or by any other Federal, State, and local law.
2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of
1964 (P.L. 83-354) and in accordance with Title VII of the Act, no person shall, on the grounds of race,
color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the
benefits of, or be otherwise subjected to discrimination under this Agreement.
3. CONTRACTOR shall comply with any and all federal laws limiting the
political activity of employees hired under this Agreement.
4. CONTRACTOR shall comply with the requirements that no program
under the Act shall involve political activities.
5. RECORD INSPECTION. CONTRACTOR shall provide the U.S.
Department of Labor and the Controller General, by and through any authorized representative, as well
as the WIB Administrative Office, access to and the right to examine all records, books, papers or
documents relating to the accounting and use of funds under this Agreement for a three-year period
from and after the effective date of this Agreement.
6. No person with responsibilities in the operation of any program under the
Act shall discriminate with respect to any program participant or any application for participation in
such program because of race, creed, color, national origin, sex, political affiliation or beliefs.
7. CONTRACTOR shall maintain appropriate standards for health and
safety in work and training situations.
8. CONTRACTOR shall comply with general provisions, assurances, and
execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein.
9. EQUAL OPPORTUNITY. Any literature distributed by
CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its
programs under this Agreement shall state that its programs are supported by the City of Santa Ana and
the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity
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employer/program" and that "auxiliary aids and services are available upon request to individuals with
disabilities."
10. Based on the population eligible to be served, or likely to be
directly affected by the WIA program or activity, the services or information may need to be provided
in a language other than English in order to allow such population to be effectively informed about or
able to participate in the program or activity. Pursuant to 29 CFR 37.35, the Contractor must take
reasonable steps to provide services and information in appropriate languages after considering the
scope of the program or activity, and the size and concentration of the population that needs services or
information in a language other than English.
H. CONTRACTOR certifies that all property, finished or unfinished
documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of
in accordance with the direction of the CITY. In addition, any tools and/or equipment furnished to the
CONTRACTOR by the CITY and/or purchased by the CONTRACTOR with funds pursuant to this
Agreement, will be limited to use within the activities outlined in this agreement and will remain the
property of the United States Government and/or CITY. Upon termination of this Agreement,
CONTRACTOR will immediately return such tools and/or equipment to the CITY or dispose of them
in accordance with the direction of the CITY.
12. CONTRACTOR certifies that this Agreement does not provide for the
advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to
support or sustain any school, college, university, hospital or other institution controlled by any
religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the
Constitution of the State of California, regarding separation of church and state.
13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The
CONTRACTOR will disclose to the CITY any invention, written product, computer program
developed or data assembled as a result of performance of work under this Agreement within seventy
four (74) days of invention, development or assembly. The CITY, State of California, and U.S.
Department of Labor will have the right to patent any invention and copyright any written product or
computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will
transfer all pertinent information, specifications and right, title and interest to the designated agency.
14. INVENTIONS, PATENTS AND COPYRIGHTS.
A. Reporting Procedure. If any project produces patentable items, patent rights,
processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or
agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall
report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY
and the DOL and its representative on these matters, the DOL shall determine whether to seek
protection on the invention or discovery. The DOL and its representative shall determine how the
rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated
and administered in order to protect the public interest consistent with the "Governmental Patent
Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23,
1971, and Statement of Government Patent Policy as printed in 36 FR 16889).
B. Copyright Policy.
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1. Unless otherwise provided in the terms of the grant or agreement, when copyright-
able material is developed in the course of or under a DOL Grant or agreement, the author and the
CITY which developed the work is free to copyright material or to permit others to do so. The
CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty-free, nonexclusive
and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted
material.
2. The DOL reserves a royalty-free, nonexclusive, and irrevocable license to
reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes:
(a) The copyright in any work developed under any grant, sub-grant, or contract under a grant or
subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases
ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29
CFR Part 97.34.
C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data
first procured or delivered under this Agreement.
15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder
exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC
1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and
Environmental Protection Agency ("EPA") regulations (40 CFR Part 15) as any may now exist or be
hereafter amended. Under these laws and regulations, the CONTRACTOR assures that:
(a) No facility to be utilized in the performance of the proposed grant has been listed
on the EPA List of Violating Facilities;
(b) It will notify CITY prior to award of the receipt of any communication from the
Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be
utilized for the grant is under consideration to be listed on the EPA List of
Violating Facilities;
(c) It will notify the CITY and the EPA about any known violation of the above laws
and regulations.
C. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT:
1. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in
order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This
Agreement will be administered in an impartial manner, free from errors to gain personal, financial
political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will
avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias,
special interest or desire for personal gain.
2. Employment of Former State or CITY Employees. CONTRACTOR will ensure that any of
its employees who were formerly employed by the State of California or CITY, in a position that could
have enabled such individuals to impact policy regarding or implementation of programs covered by
this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this
Agreement for a period of not less than two years following the termination of such employment.
3. Conducting Business Involving Relatives. No relative by blood, adoption or
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marriage of any executive or employee of CONTRACTOR will receive favorable treatment when
considered for enrollment in programs provided by, or employment with, CONTRACTOR.
4. Conducting Business Involving Close personal Friends and Associates.
Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of
influence that can be exerted by personal friends and associates and, in administering this Agreement,
will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is
being granted to friends and associates. When it is in the public interest for CONTRACTOR to
conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected
official in the area or a voting or non-voting member of the Workforce Investment Board (WIB), a
permanent record of the transaction will be retained.
5. Avoidance of Conflict of Economic Interest. No executive or employee of
CONTRACTOR elected official in the area, or voting or non-voting member of a WIB, will solicit or
accept money or any other consideration from a third person, for the performance of an act reimbursed
in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased
with Agreement funds will be used solely for purposes asserted or allowed under this Agreement. No
voting member of the WIB will cast a vote on the provision of services or vote on any matter which
would provide direct financial benefit to that member or any business or organization which the
member directly represents.
6. Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to
comply with federal requirements regarding the limitations on salary and bonus payments in
accordance with Public Law 109-149, Section 7013.
VII.
HOLD HARMLESS
A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents
and employees, from and against any and all damages to property or injuries to or death of any person
or persons, including property and employees or agents of CITY, and shall defend, indemnify and save
harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or
proceedings of any kind or nature, including, but not by way of limitation, workers' compensation
claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its
employees or subcontractors.
B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents
and employees, from and against any and all damages to property or injuries to or death of any person
or persons, including property and employees or agents of CITY, and shall defend, indemnify and save
harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits,
actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of
CONTRACTOR, its employees or subcontractors.
VIII.
INSURANCE
1. Commercial General Liability. CONTRACTOR agrees to obtain and keep in force
during the term of this Agreement a policy of comprehensive commercial general liability insurance
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insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or
death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not
less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in
any single accident or occurrence. Said policy of comprehensive public liability insurance shall be
endorsed to provide to CITY and to the State of California, Employment Development Department, at
least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees,
and volunteers, and the State of California, its officers, employees, and volunteers as additional
insured; and state that such coverage is primary to any other coverage or self-insurance of the State of
California and CITY (see Exhibit I , Additional Insured Endorsement, attached hereto). Governmental
entities may substitute a certificate of self-insurance.
2. Automobile Liability Coverage. CONTRACTOR shall also obtain and maintain,
during the effective period of this Agreement, broad form automobile liability coverage with a
$1,000,000 limit unless reduced by CITY, which applies to both owned/leased and non-owned
automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or,
in the event that CITY will not utilize such owned/leased automobiles but intends to require
employees, participants or other agents to utilize their own automobiles in the performance of this
Agreement, CONTRACTOR shall secure and maintain on file from all such employees, participants, or
agents as self-certification of automobile insurance coverage. Governmental entities may substitute a
certificate of self-insurance.
3. Workers' Compensation. If CONTRACTOR is an "employer", as set forth in
California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in
California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the
term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by
participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of
cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those
participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to
California Labor Code Section 3350, et seq.
4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of
insurance covering loss or damage to any and all Equipment provided to or purchased by
CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full
replacement value thereof, providing protection against the classification of fire, extended coverage,
vandalism, malicious mischief, theft, and special extended perils. Governmental entities may
substitute a certificate of self-insurance.
IX.
CORPORATE STATUS
All corporate CONTRACTORS shall be in good standing, without suspension by the
California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in
corporate status or suspension shall be reported immediately to CITY.
Page I I of 16
X.
ASSIGNABILITY
None of the duties of, or work to be performed by, CONTRACTOR under this Agreement
shall be subcontracted or assigned to any agency, consultant, or person without the prior written
consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to
this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of
CONTRACTOR pursuant to this Agreement.
XI.
LAWS GOVERNING THIS AGREEMENT
In its performance under this Agreement, CONTRACTOR shall fully comply with the
requirements of the following, whether or not otherwise referred to in this Agreement:
1. The Act and all applicable federal statutes, regulations, policies, procedures and directives,
including but not limited to, 20 C.F.R. Parts 652 and 660 through 671.
All applicable State statutes, regulations, policies, procedures and directives;
All applicable CITY policies, procedures and directives;
All applicable local ordinances and requirements, including use permits and licensing;
Court orders applicable to its operation; and,
The terms and conditions of this Agreement.
If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with
such or will notify CITY after enactment or modification that it cannot so comply. CITY may
thereupon terminate this Agreement, if necessary.
XII.
EXCLUSIVITY AND AMENDMENT OF AGREEMENT
This Agreement supersedes any and all other agreements, either oral or in writing,
between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains
all the covenants and agreements between the parties with respect to such employment. Each party to
this Agreement acknowledges that no representations, inducements, promises or agreements, orally or
otherwise, have been made by any party, or anyone acting on behalf of any party, which are not
embodied herein, and that no other agreement or amendment hereto shall be effective unless executed
in writing and signed by both CITY and CONTRACTOR.
XIII.
FRAUD
CONTRACTOR shall immediately report to CITY all instances and facts concerning
possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this
Page 12 of 16
Agreement.
XIV.
CONTINGENCY OF FUNDS
CONTRACTOR acknowledges that approval of and funding for this Agreement is
contingent upon State approval, and funds received or obligated from the State of California to CITY.
If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify
CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or
cease operations as directed by CITY and negotiate necessary modification to this Agreement and/or
reimbursement of costs incurred hereunder.
XV.
TERMINATION
A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30)
days written notice to the other party. Notice shall be deemed served on the date of mailing. However,
CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant.
B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations
hereunder, CITY may declare a default and termination of this Agreement by written notice to
CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is
to be not less than ten (10) days after certified mailing or personal service of such notice, unless such
default is cured before the effective date of termination stated in such notice. If terminated for cause,
CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the
termination thereof, including the payment of money, except for payment for approved expenses incurred
for services satisfactorily and timely performed prior to the mailing or service of the notice of termination,
and except for reimbursement of (1) any payments made for services not subsequently performed in a
timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance.
XVI.
DISPUTES
Except as otherwise provided in this Agreement, any dispute concerning any question
arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision
to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City
shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of
such copy, CITY receives from CONTRACTOR written request to appeal said decision.
Procedures governing the appeal shall be prescribed by CITY and/or the State of
California in accordance with the Act and all corresponding regulations and OMB circulars. Pending
final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision unless
the dispute involves a change order.
XVII.
BREACH - SANCTIONS
If, through any cause, CONTRACTOR violates any of the terms and conditions of this
Agreement, and/or prior agreements whereby grant funds were received by CONTRACTOR pursuant
Page 13 of 16
to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes
disallowances, CONTRACTOR shall promptly remedy its acts or omissions and/or repay CITY all
amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations,
CITY shall also have the right at its sole discretion to either: (1) discontinue program support until
such time as CONTRACTOR fulfills its obligations or remedies all violations of this agreement or
prior agreements; and/or (2) collect outstanding amounts as determined by CITY due CITY by
offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice
CONTRACTOR has failed to repay same or a repayment schedule has not been made; and/or (3)
terminate this Agreement by giving written notice to CONTRACTOR of such termination in
accordance the notice provision in Paragraph XVIII herein below.
XVIII.
NOTICES
All notices, reports and correspondence between the parties hereto respecting this
Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as
follows:
CITY: City of Santa Ana
Manager, WIB Administrative Office
P.O. Box 1988 (M-73)
Santa Ana, CA 92702
and,
CLERK: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Telefacsimile (714) 647-6956
CONTRACTOR: City of Santa Ana-Public Library
26 Civic Center Plaza, M-75
Santa Ana, CA 92702
Phone: (714) 647-5251
Fax: (714) 571-4211
Attn: Gerardo Mouet, Exec. Director
XIX.
MERGER
This Agreement, together with the attachments hereto, expresses the total understanding
of the parties. There are no oral understandings of the parties or terms and conditions other than as
stated herein.
XX.
VALIDITY
Page 14 of 16
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 15 of 16
IN WITNESS WHEREOF, the parties hereto have executed this Memorandum of Understanding the
date and year first above-written.
ATTEST:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
Joseph Straka
Interim City Attorney
BY: X
Lisa E. Storck
Assistant City Attorney
CITY OF SANTA ANA, a municipal
corporation of the State of California
"CITY"
By:
Paul Walters
Interim City Manager
"CONTRACTOR"
Parks, Recreation & Comm. Services
City of Santa Ana - Public Library
BY: '-
Gerardo Mouet
Executive Director
Page 16 of 16
Executive Summary
The "Seeds to Trees Digital Media Technology Academy" program developed by the Santa Ana Public Library in
partnership with the Rancho Santiago Community College District's(RSCCD) Corporate Training Institute (CTI) and Digital
Media Center (DMI) will provide training and work experience in various fields of digital media technology for 20 youth
ages 16-21 (Please refer to Attachment I for an MOU of the partnership). Of these 20 WIA eligible student interns, 8
youth (40%) will be "Out-Of-School Youth" (ages 16-21) and 12 youth (60%) will be "in-School Youth" (ages 16-21). Four
of the twenty will be probation youth and two will be youth in foster care.
The Santa Ana Public Library currently has extensive programming for teens and young adults. Most pertinent to the
workforce development goal of this grant is the Seeds to Trees Academy, which utilizes the library's Circle of Mentoring
model and funds from the an IMLS Laura Bush 21't Century Librarian grant to provide a tiered program of instruction and
employment for youth with the aim of introducing them to and training them in skills essential to the library profession.
The library also conducts a program for teens that provides training in video production and an opportunity to produce
video content for the city's CTV-3 channel.
The program will provide participants with WIA Elements 4 through 10. The program will offer students occupational
skill training in digital media technology through the Rancho Santiago Community College and its Digital Media Center
(4), as well as work experience producing videos for the city's CTV-3 channel and design/content for various agency and
affiliate web sites (5). During their work experience, the teens will operate in teams, where the need for teamwork will
help them to develop an understanding of the importance of responsible behavior and an opportunity to display
leadership (6). During the entire learning and working period, youth will be monitored and supported by adults and
responsible young adults from the library and the College District (8), and provided with the educational materials and
equipment required to successfully complete the program (7). A counselor skilled in a variety of fields, including
addiction and family counseling, will be available to students as needed (10).
It is planned for all 20 interns to obtain a certificate in Digital Video Preproduction from the RCSSD Digital Media Center
by the end of the 25`h week. Thirteen (65%) of the most promising students will then graduate to a more intensive
program of training that will result in an advanced certificate, and will be eligible to participate in the paid work
experience element of the program at the Santa Ana Public Library. During the entire program, classes in basic
academic skills will be conducted by program staff for students with educational deficiencies. These program elements
will insure that students graduate from the program satisfying WIA performance goals, and better prepared for an
effective working life. Of the 20 youth the program will enroll, it is anticipated that 13 youth (65%) will enter post-
secondary education and/or employment, 12 youth (61%) will attain RSCCD accredited certifications in Digital Media
Technology, and 8 (40%) of youth will attain an increase in the literacy/numeracy proficiency rates.
The program aims to provide participants services in the following areas: Work Experience, Vocational Training and
Certification in Digital Media Technology, educational support, civic engagement and leadership development,
entrepreneurship training, life skills development, college skills development, lob search training, mentorship, follow-up
services. Classes will be conducted by qualified teaching staff from Rancho Santiago Community College, and will be
supplemented by workshops in academic and life skills development conducted by library and project staff. Work
experience will occur as appropriate: in the library, in the digital Media Center, and in the field, as interns complete
projects that explore and document the needs of their community. The amount requested to provide these services is
$250,396.90.
Program Description
The "Seeds to Trees Digital Media Technology Academy" program developed by the Santa Ana Public Library in
partnership with the Rancho Santiago Community College District's (RSCCD) Corporate Training Institute (CTI) and Digital
Media Center (DMI) programs is a free comprehensive apprenticeship program comprised of paid training and work-
experience student internships for 20 youth ages 16-21 leading to certifications in the fields of digital media technology.
Of these 20 WIA eligible student interns, 8 youth (40%) will be "Out-Of-School Youth" (ages 16-21) and 12 youth (80%)
will be "in-School Youth" (ages 16-21).
Exhibit A
addressing each one of the major target areas in the SAYC's vision. Having identified the need for community savvy
This program will promote the Santa Ana Youth Council's (SAYC) vision for Santa Ana Youth by creatively
addressing each one of the major target areas in the SAYC's vision. Having identified the need for community savvy
digital content producers, the Santa Ana Public Library and RSCCD will provide an opportunity for youth participants to
learn valuable job skills while contributing to their community's knowledge of youth related issues. While the program
has a certain amount of structured content creation, the students themselves will be given a large amount of room in
which to voice their own unique perspective on the issues facing Santa Ana youth. By tapping into this creative
partnership between the SAPL and the RSCCD, both institutions will increase their capacity to serve youth patrons.
Advances in information technology have inundated the lives of millions with a vast amount of media. User
generated content has fast become a source of news, entertainment, and artistic expression for an entire generation of
web savvy individuals. As e-commerce continues to grow at faster rates than the rest of the economy, the ability to
express one's insights with multimedia presentations has become an increasingly marketable skill. Those individuals with
the proper training and knowledge of digital creation tools will be in a prime position to excel in a 21" century economy.
Many of our local youth are already naturally web savvy and are open to the idea that they could one day follow a
career in digital content creation. In this way, the digital media academy taps into a youth's desire for self expression
and teaches valuable work skills in the process.
The program aims to provide participants services in the following areas: Work Experience, Vocational Training
and Certification in Digital Media Technology, educational support, civic engagement and leadership development,
entrepreneurship training, life skills development, college skills development, Job search training, mentorship, follow-up
services.
Work Experience (Santa Ana Public Library): Upon WIA eligibility determination and acceptance into the
"Seeds to Trees Digital Media Technology Academy", all 20 youth participants will be hired as paid library page student
interns and will be put the payroll of the Parks and Recreation Department of which the Santa Ana Public Library is a
division. Participants will work 5 hours a week, and of that 3 hours will be in-class training and the other 2 hours will be
on-the job work experience as production crews responsible for creating content and programming that will be
broadcasted on Santa Ana's library run CTV3 station and website. They will focus primarily of producing health and
fitness related programming and pre-production research and development on other programming topics such as
"Green Living", history and news. The work-experience occurs concurrently with the class-room training in a project-
based learning approach, because it gives interns an opportunity to immediately put their in class skills to work in a very
cogent manner. This portion of the work experience will run for approximately 30 weeks and will culminate in
successful interns receiving a Digital Media Technology Pre-Production and Digital Media Technician certificate. Upon
completion of their Digital Media Technology certification requirements, 13 student interns will be given the
opportunity to continue in the development of their work-experience in the form of employment in 10 hours per week
Digital Media Technology Apprenticeships. As apprentices they will continue to develop their production skills and will
work on developing and producing additional television programming on green living, nature, history, current events,
literacy, music, arts and sciences, along with further developing and producing additional health and fitness programs.
(Please refer to attachment #5 for projected program topics and shows). The apprenticeship will be a 12 week program
and upon successful completion of designated program project goals, which will be outlined in the program flow section
of this narrative, participants will receive a Digital Media Technology Apprentice certificate from RSCCD Corporate
Training Institute. As part of their paid work experience, all participants will blog weekly about their internship
experiences, progress and will upload their digital media creations in a "Seeds to Trees Digital Media Technology
Academy" website. Interns will also upload their videos on a "Seeds to Trees" YouTube channel as well as join a "Seeds
to Trees Digital Media Technology Academy" Facebook site.
Vocational Training and Certification in Digital Media Technology (RSCCD-CTI/DMC): Student interns will
receive introductory and intermediate level training in the following areas: 1.) Video Production, 2.) Graphic Design, 3.)
Digital Music Production, 4.) Web Design, 5.) Script-writing and 6.) Marketing. (Please refer to attachment #16 for a
curriculum syllabus)Interns will attend these digital media technology classes for 3 hours a week for 21 weeks. The
Successful completion of this portion of the in-class training and concurrent on-the-job training will result in RSCCD-
CTI/DMC awarding interns certificates in Digital Media Technology Pre-Production. Student interns then will be able to
specialize and receive additional training in either Web Design, Video Production, or Digital Music Video Production.
Interns will attend these specialty training sessions for 3 hours a week for 8 weeks. The successful completion of this
portion of the in-class and on-the job training will culminate in RSCCD-CTI/DMC awarding interns certificates in their
Exhibit A
instruction in marKet ng, will have to attend a 2 hour a week, 2 month long intensive marketing course towards the end
respective Digital Media Technology specialties Student interns who continue on to work as apprentices, will receive
instruction in marketing, will have to attend a 2 hour a week, 2 month long intensive marketing course towards the end
of their apprenticeship in order to receive their Digital Media Technology Apprentice certification from RSCCD Corporate
Training Institute. During the course of their coursework all interns will also develop a personalized Digital Media
Portfolio that they can utilize when applying to jobs, colleges, and in advertizing their skills if they choose to pursue a
freelancing career.
Educational Support (Santa Ana Public Library): The Santa Ana Public Library currently runs an after-school
tutoring program in its Central Library and Newhope Learning Centers as well as in its Central library and Jerome
TeenSpace programs. All student interns will have access to these tutoring services. Upon acceptance into the program,
all WIA enrolled youth will take a TABE test to assess their levels of basic skills. All enrolled youth who are basic skills
deficient will be assigned a TeenSpace Sr. Tutor mentor who schedule time to tutor them on a daily or weekly one-on-
one basis to help increase their basic skill level to the 9th 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 12th grade to complete their high school diploma. Out of school youth who do not possess a high school
diploma must enroll in the library GED completion program. Currently the library is in the process of piloting a "Teen
Parent GED Completion Program", and allowances will be made for participants who are not teen parents to also join
the program, in order to receive additional assistance in order to complete their GED. Sr. Tutors mentors will utilize
TeenSpace math and English computer software applications as a creative strategy to assist all their students increase
their literacy and numeracy gains.
Civic Engagement and Leadership Development (Santa Ana Public Library): All student interns will spend a
portion of their on-the job work time assisting TeenSpace staff in one of our "Buddy" programs. As part of the "Buddy "
program, student interns will be given the opportunity to learn to mentor and serve as role models to younger children
(4-11) in a variety of our ongoing "Buddy" programs like "Reading Buddy", "Math Buddy", "Art Buddy", "Sports Buddy",
"Healthy Buddy", "Garden Buddy", "Tennis Buddy" and "Science Buddy (currently in development phase)". All interns
will also have the opportunity to join the Teen Library Club volunteer program, and participate in the many community
and library volunteer service projects the club participates in like Santiago Creek Clean-ups, OC Marathon Clean-ups,
Heritage House Gala Fundraisers, Autism Walk, Library Halloween Haunted House, Santa's Corner, and Library Book
Sales. Interns will also have the opportunity to develop their leadership skills at a Teen Library Club Youth Leadership
Institute program that will be held in January 2012. This Leadership Institute will be done in partnership with volunteers
from Chapman University's Student in Free Enterprise (SIFE) club, who are currently piloting a "Get Into College!
introduction program at the TeenSpace. (Please refer to attachment #12) The Youth Leadership Institute will be a one-
week event culminating in weekend over-night stay at the library. Annual Library sleepovers have been a tradition as
part of the library teen club program since 2005, with an average of 40 teens attending. They will further fine tune their
leadership skills when they attend TeenSpace "Public Speaking" workshops
Entrepreneurship: All student interns will receive instruction in the basics of marketing strategies during the
course of the in-class training. Participants in the Digital Media Apprenticeship Program will be enrolled in an advance
marketing course, in order to learn how to promote themselves and gain important skills to build their own digital media
freelancing work career. Interns will also be taken on a fieldtrip to a Public Relations firm as part of their marketing
coursework. In addition to this, all student interns will attend several workshops put on by the RSCCD Youth
Entrepreneurship Program (YEP) at the Santa Ana Public Library as part of their on-the job work experience. Upon
exiting the program all participants will be able to enroll in the YEP program to further gain training and development in
building their own digital media freelancing business. (Please refer to attachment #13)
Mentorship: Mentorship has always been a cornerstone of the Santa Ana Public Library's Teen (12-18) and
Young Adult (18-24) programming, and thus it will be a cornerstone of the "Seeds to Trees Academy" program as well.
All program participants will be assigned a Tutor Mentor, who they will meet with 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 (Please see attachment #4) for a list of resources). Tutor Mentors
Exhibit A
Mentors, interns will also receive mentorship on their particular production projects from project mentors. These
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.
(Please See Attachment #18 for a list of tutor mentors and project mentors). They will also receive mentoring from the
Lead Case Manager who will meet with them on a bi-monthly basis to track their progress, and needs. Interns will also
receive additional mentoring from their in class vocational training instructors. Interns will meet bi-monthly with a
vocational training instructor from the program.
Life Skills: During the course of their on-the-job work, all interns will be assigned to attend several life skills
development workshops, in areas of financial management, healthy living, green living, and independent living domestic
skills like cooking, gardening and sewing basics. All these are programs that are a general part of the TeenSpace
programming.
College Skills: Interns will attend workshops on college searches, college applications, scholarships and financial
aid, as part of their on-the-job training. Interns will also be taken on fieldtrips to local colleges, like Santa Ana College,
Cal State Fullerton, Chapman University and the Art Institute in Santa Ana.
Career Skills and Job Search Training: Interns will attend career skills workshops on resume and cover letter
creation, interviewing techniques and "Dressing for Success" as part of their on-the -job training. Interns will also
attend workshops on job searches, submit applications, and post their resume's on careeerbuilder.com, when they
heading towards the completion of their program.
Follow-up Services: Program staff will maintain monthly contact with the graduates for 12 months after
graduates exit the program. Staff will provide 12 months of follow-up, education and job-retention support to graduate,
as well as ongoing coaching and mentoring when necessary. Transition assistance into Santa Ana and Orange Coast
College will also be provided, to youth who decide to pursue higher education.
Support Services: Interns will be provided with transportation between training sites in library vans driven by
qualified drivers, and will be provided with similar transportation between work sites during the work experience phase
of the program. Four times per month, a trained psychological counselor will be present in the library to talk with
interns about personal and learning issues. The counselor has a Master's Degree in Marital and Family Counseling and is
currently enrolled in a doctoral program in the same specialty. She is in process of taking supplementary courses in
treatment of eating disorders and obtaining certifications as a Lesbian, Gay, Bisexual and Transgender Therapist and as
an Addiction Specialist. In addition to counseling interns, she will assist staff in referring interns and their families to
needed social service providers.
There is an anticipated rate of 8-24% in jobs that require web and video production skills and media savvy public
relations skills, hence this is a high growth field, and interns will be encouraged to further their education to take
advantage of this market need. As the youth complete this program they will be taught industry techniques that
freelancers use to procure work in a highly competitive environment. Each one of the students that completes the
program will have established a digital portfolio containing samples of the media that they created during the duration
of the internship. Ultimately, positive career prospects will help to provide these students with the ability to continue
down the path of self sufficiency.
Priority of Services
Targeted Youth Groups:
Probation Youth:
The "Seeds to Trees Academy" program plans to recruit 4 youth who are on probation through our partnership with the
Orange County Probation Department. We have had tremendous success with probation youth community service
volunteers. Forty to fifty probation youth volunteer at the library annually, and ten to fifteen of those remain as
volunteers after their service hours are completed. We are currently piloting a program specifically aimed at probation
Exhibit A
classes in neeaea acacem c suoiects.
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.
Foster Youth:
The library has a long and successful association with CASA (Court Appointed Social Advocates) which serves foster
youth in Orange County, and they have agreed to refer two foster youth for participation in the program. Further, the
Project Director has been attending meetings of the Foster Youth Breakthrough Collaborative since 2009. Since several
project employees are former emancipated foster youth, we will have staff on hand uniquely qualified to assist foster
youth interns.
Youth with Disabilities: Youth with physical disabilities will be welcome in the program, as will youth with mild learning
disorders. Youth with severe cognitive disabilities will find the educational components of the program too demanding.
With space in the program limited, it is necessary to offer the training only to those who can benefit from it.
Targeted Projects:
Green- Collar Careers: One of the television programming projects that "Seeds to Trees" student interns will
produce will focus on sustainable green living. Tentatively titled "It's a Green Life" this project is currently in its pre-
production research and development phase. Student interns will get the opportunity to further research topics on
"green living" that they will then compile and put together in monthly mini-documentary segments. These segments
will focus on informing the public on various aspects of living a "green conscious" life, including informing them on the
technologies that are available to them to assist them in this pursuit, like solar paneling installation. While not
technically a hands-on green collar career pathway, this type of programming focuses on the importance of "green"
journalism that seeks to informs and instruct the public on "green technology" and hence make them more aware,
promote a sustainability awareness and seek our "green collar" services for their businesses and homes. It works as a
promotion tool for green collar career services.
STEM and Health: The whole crux of the "Seeds to Trees" Digital Media Technology Academy is a focus on
media technology and therefore is very STEM (science, technology, engineering, and mathematics) career conscious. In
addition to this focus on digital technology, many of the topics that student interns will be producing television
programming on is related to science, technology and engineering and while not directly related to math will instill an
appreciation for math in the viewer. Some programming topics that student interns will research, develop and produce
programming for are: "Do It Yourself Arts and Science Projects", "Focus on Nature" and "Citizen Scientists".
In addition to developing and producing television programs focusing on "green living" and science, student
interns and apprentices will also produce shows focusing on healthy living topics. Participants in the TeenSpace Youth
Health Ambassador Volunteer program are currently working on an LSTA grant funded project titled "Small Steps
Towards Healthy Living" in which they develop health topic related programming to be broadcasted on CTV3. Among
some of their programs currently in development, is a cooking show called "TeenSpace Cooks", a Fitness Buddy workout
and nutrition show, and "Small Steps towards Healthy Living" series of mini-documentaries, informing viewers on small
steps that they can take towards healthy living. "Seeds to Trees Student Interns" will continue producing content for
these already established health topic programs. Please refer to attachment #5 for a list of our in-progress and
projected television programs.
Work Experience: The entire format of the "Seeds to Trees" academy program is one that hires the youth as
Student Intern and pays then 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.
Program Design ( Flow)
The "Seeds to "Trees" Digital Media Academy will progress according to the following phases with respective
vocational training, and on-job training components provided at each phase: Ground-work level - Intake and Seed
Planting, Level 1- Seed to Sprout Growth Phase, Level 2 -Sprout to Sapling Growth Phase, Level 3 - Sapling to Young
Exhibit A
up and retentions services)
Tree Growth Phase, Level 4- Young Tree's Apprenticeship Phase and Level 5 - Young Trees Transplanted Phase (follow-
up and retentions services)
Ground Work Level- Intake and Seed Planting: This portion of the program will occur at the start of the grant cycle
7/1/2011. 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 summer volunteers, many of
which are WIA eligible and it's Probation Youth Community Service program which has an average annual participation
of 40- 50 youth on probation. In addition to recruiting from its pool of WIA eligible summer volunteers, staff will also
make presentations at Orange County FYO (Foster Youth Outcomes) meetings, CASA (Court Appointed Social Advocates)
meetings and at local Santa Ana High Schools, to recruit candidates for this program. We will begin accepting notices of
interest into the "Seeds To Trees" Digital Media Academy in May and will begin distributing and accepting applications
including gathering all documents required by the Service Navigator to determine youth WIA eligibility. Once youth
eligibility is confirmed, youth will be hired as a Student intern and placed on the Department of Parks and
Recreation/Library Services Payroll. It is anticipated that all this will occur in the month of July, 2011. Ground work
phase will culminate in a "Seed Planting" Orientation, where all Student Interns and their parents/guardians (under 18
required parental attendance) will be given an overview of the entire program. The ambitious goal at this point to have
already recruited and enrolled at least 15 (75%) of total 20 youth participants planned in the program. During this phase,
all student interns will also take a TABE assessment test to determine their basic skill level.
Level 1-Seed Phase-5 Weeks X 5hrs/wk (3 hrs training: 2 hrs work exp)
Anticipated Start Date / Duration and Recruitment Goal: 8/1/2011-9/3/2011 (15 Student Interns (75%)
In-Class Vocational Training: Five weeks of introductory course material for 20 students, providing 10 two-hour
sessions conducted biweekly, covering the following six subjects: Video Production, Script-writing, Web Design, Graphic
Design, Digital Music Production and Marketing. Sessions will include both in-class work and field trips. Classes will take
place twice a week and last two hours each. On- The- Job Work Experience : During the first five weeks, participants will
work with different project mentors on a rotating basis, and will learn about the various topics that they will need to
assist in producing television and web content for. Also at this time they will be focusing particular on assisting project
mentors working with the Youth Health Ambassador volunteer program who have already been producing Health
related CTV3 programming, like "Small Steps/Pasos Pequenos" Towards Healthy Living" mini-documentaries, TeenSpace
Cooks cooking show, Fitness Buddy workout and nutrition program. Student interns will also be assigned to assist in the
various "Buddy" mentoring programs, such as Reading Buddy, Math Buddy, Art Buddy, Fitness Buddy, Healthy Buddy,
Science and Garden Buddy. Interns will work a rotating schedule so that they will be able to have experience assisting in
all the "Buddy" programs. Students will also begin meeting with their assigned Tutor Mentor and begin meeting them in
a weekly 30 minute face to face sessions. Interns will also attend Teen Healthy Living workshop. Services Provided and
Interventions: Tutoring assistance, enrollment in library's GED completion program, transportation from the Santa Ana
Public Library to classes held at the Digital Media Center, Jerome TeenSpace or Santiago Canyon College site as well as
transportation to all the vocational training related fieldtrips. Tutor Mentors will also provide referral services as
needed to additional help if needed. Please refer to attachment #4 for a list of referral agencies. A licensed therapist will
be onsite at the library 4 times a month to provide counseling services to interns. Interns who are basic skills deficient
and/or having difficulty understanding coursework will be scheduled to receive intensive one-on-one tutoring to help
them become more proficient.
Level 2 - Sprout Phase- 16 Weeks X 10hrs/wk (3hrs training: 2hrs work exp)
Start Date and Duration and Recruitment Goal: 9/12/2011-1/21/2011 (20 Student Interns (100%)
In-Class Vocational Training: Four months of subject-specific classes conducted biweekly for two hours per class.
Classes will include Graphic Arts, Web Design, Script Writing, and Video Production. Each class will consist of4 modules
of one-month each, with 15 students rotating through each class at one-month intervals. There will also be a four-
month Digital Music Production class provided for a selected group of 5 students not included in the four conventionally
structured courses. On- The-Job Work Experience: At this point, interns will be assigned to specific project mentors in
charge of specific topics (Please refer to attachment #18 for a list of project mentors and their respective project areas.
They will focus on gathering research and pre-production information to assist mentors in further developing topic
programming. Information can be in the form of footage, media resources and fact-checking various topics that they will
need to assist in producing television and web content for. They will continue to assist project mentors working with the
Exhibit A
had previously assisted with. Student interns will also be assigned to a specific "Buddy" mentoring program. Students
Youth Health Ambassador volunteer program who have already been producing Health related CTV3 programming they
had previously assisted with. Student interns will also be assigned to a specific "Buddy" mentoring program. Students
will continue to meet with their assigned Tutor Mentor in 30 minute face to face sessions. Interns will attend weeklong
Teen Library Club Leadership Institute program scheduled for a week in November. Teens will assigned to attend life
skills workshops in Green Living and independent living domestic skills like cooking, gardening and sewing basics.
Services Provided and Interventions: Continued tutoring, GED completion, transportation, referrals and access to
weekly onsite licensed therapist. Interns who are basic skills deficient and/or having difficulty understanding coursework
will be scheduled to receive intensive one-on-one tutoring to help them become more proficient. Certification Upon
Completion: Digital Media Technology Pre-Production Certificate
Level 3 -Sapling Phase-8 Weeks X 10hrs/wk (4hr training: 6hrs work exp)
Start Date and Duration and Recruitment Goal: 1/30/2012-3/24/2012 (Retention of 20 (100%) Students)
In-Class Vocational Training: Two months of Concentration Courses. Students will be provided with two-hour, biweekly
classes in either Web Design or Video Production. Five students will attend two-hour, biweekly classes in Digital Music
Video Production. Student will work on their on-the-job assigned production project assignments during these classes.
Students will assemble their Digital Media Portfolio. On- The- Job Work Experience: Interns will began working in
groups to produce programming in the areas that they had been assigned. Working in groups interns will produce a
total of two videos that will be broadcasted on CTV3, and also generate web content on assigned topic. Students will
continue to meet with their assigned Tutor Mentor in 30 minute face to face sessions. Interns will also begin attending
an 8-week long Entrepreneurship Training Seminar, presented by the Youth Entrepreneurship Program (YEP) at RSCCD.
Interns will be assigned to attend life skills workshops in Financial Management and independent living domestic skills
like cooking, gardening and sewing basics. Interns will be assigned to also attend workshops on developing their College
Skills and Career Skills and Job Search Skills. Services Provided and Interventions: same as previous phases. This will
mark the end of the program for 7 of the program participants. Certification upon Completion: Digital Media Technician
Certificate.
Level 4 - Young Tree Apprenticeship Phase -12 Weeks X 10hrs/wk (work and on the job classes marketing training). Top
performing student interns (with priority given to out-of-school youth will be selected to continue on with the program
and gain an additional certification. Start Date and Duration and Recruitment Goal: 4/2/2012-6/30/2012. 13 (65%)
Student interns will be promoted to apprentices In-Class Vocational Training: Two months of two-hour, biweekly
classes in Marketing. During the last two months of the program, while the students are completing apprenticeships at
the library, they will attend two-months of marketing training in seven-student cohorts. On- The- Job Work Experience
Apprentices will work on pitching and producing their own projects based on the topic groups that they had been
assigned, will work in teams and produce a minimum of 3 shows per team in respective topic fields. Services Provided
and Interventions: same as previous phases in addition to hands-on job searching assistance, college application
assistance and digital media portfolio development. Certification upon Completion: Certified Digital Media Apprentice
(Digital Media Apprentice Certificate)
Level 5-Young Trees Transplanted Phase (follow-up and retentions services). As mentioned in the previous section
describing the program, all youth will receive follow-up services in the form of monthly contact with the graduates for
12 months after graduates exit the program. Staff will provide 12 months of follow-up, education and job-retention
support to graduate, as well as ongoing coaching and mentoring when necessary. Transition assistance into Santa Ana
and Orange Coast College will also be provided, to youth who decide to pursue higher education. Project participants
who are more entrepreneurial in spirit will also be referred to continue on with the Youth Entrepreneurship Program at
RSCCD. A majority of the graduation age (seniors) in school interns and out-of-school participants will be encouraged to
continue their education at the community college or college level upon completion of all their high school graduation
or GED requirements.
Caring mentors and teachers cannot solve all of a student's future employment problems. Through this "Seeds
to Trees Digital Media Technology Academy" program, students will be encouraged to seek training in technologically
sophisticated fields. Santa Ana Public Library is committed to providing the brightest possible future for our young
people. It is vital for them to have opportunities to develop skills that will provide them a path into growing industries.
An examination of the occupational outlook for California and the nation for the next decade suggests that technology
related skills can provide that path. The majority of industries in California are expected to grow only 3.8 percent over
Exhibit A
according to an August study of California's job situation by BW Research and California Community Colleges Economic
the next two years. Yet, jobs in information, communications and technology will grow 7 percent over that time period,
according to an August study of California's job situation by BW Research and California Community Colleges Economic
and Workforce Development Centers of Excellence and the Mid-Pacific ICT Center. In the longer term, the Bureau of
Labor Statistics' latest Occupational Outlook (http://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 #20
for more detailed breakdown). And these projections cannot anticipate the growth of new professions that may
develop from these paths in the future.
Goals/Objectives and Performance Levels
All the services provided by the "Seeds to Trees" Digital Media Technology program will serve to encourage
participants towards fulfillment of the WIA performance goals. Since the project provides interns with an insight to a
higher education training experience, we anticipate that out of the 20 students we will enroll in the program, that 13
(65%) will attain placement in post secondary education and/or employment. During the course of the program,
participants will be receiving several certifications reflecting varying degrees of Digital Media Technology expertise from
an accredited institution of higher learning (RSCCD). Due to this, it is anticipated that at minimum 12 (61%) youth will
receive certification upon completion of program levels. These youth will possess one, two or all of the following
certificates:
• Digital Media Technology Pre-Production Certificate
• Digital Media Technician Certificate
• Digital Media Technology Apprentice Certificate
In addition to these certificates, we anticipate that (61%) of our youth participants who did not possess a GED
certificate or high school diploma will also acquire a GED certificate or high school diploma upon completion of the
program in June 2012. Our program has a strong hands-on, one-on-one tutoring components, and this will surely
lead in an increase in literacy and numeracy proficiency among at least 8 (40%) of our youth participants.
We will monitor program activities and manage for performance via youth surveys, tutor mentor weekly
progress notes, and lead case manager bi-monthly youth meeting progress reports that will help us manage the
progress of our youth participants, and allow to adequately meet their tutoring needs and supportive service needs.
This will help us continuously track, and assist our youth in raising their basic skills proficiency.
Continuous improvement measurement requires baseline figures from which to gauge performance. The program will
begin with an objective evaluation of the interns' technical and academic skills and a survey of their own opinion of
those skills. The staff will repeat these measurements at the end of each major element of the program, and determine
changes required to address weaknesses on programming revealed by these measurements. This will enable staff to
quickly shore up or replace program elements that are not accomplishing their intended results.
Program managers from both RSCCD and the library have carefully considered the numbers and types of staff required
for each class and workshop, and to provide mentoring and support services for interns as they progress through the
program. The continuous improvement measurements will provide information that may suggest inadequate staffing in
some areas, as will regular meetings of staff and participants. The library is obligated to replace ineffective staff, and/or
provide additional staff as circumstances dictate, and has sufficient staffing to do so.
Exhibit A
Facilities:
• Educational activities will take place at four sites:
o The Rancho Santiago Community College Digital Media Center on Bristol Street in Santa Ana. The Center
consists of a business incubator for emerging digital media businesses; classrooms equipped with smart
technology and a production facilities that serve as the new home of the Santa Ana College (SAC)
TV/Video department and SAC-TV. The Center is open to students 8:00 am - 11:00 pm Monday- Friday,
and some hours on Saturday.
o The Rancho Santiago Community College District Office Complex
o The Santa Ana Public Library Main Branch located at Civic Center and Ross in Santa Ana. The Main library
is open 10 am-9 pm Monday-Thursday, and 10 am - 6 pm Friday and Saturday. Computer labs and
classroom space available to students are located in the TeenSpace, the basement of the Main Library,
and the Mezzanine. All three areas are wired for data transmission using the City's public access
Internet.
o The Jerome Recreation Center, located at 716 Center Street in Santa Ana, has a computer lab for teens
that is wired for data transmission using the City's public access Internet.
• Youth employment will take place at the Santa Ana Public Library Main Branch and at the Jerome Recreation
Center. Both are within the city boundaries of Santa Ana. The TeenSpace at Jerome Recreation Center is open
3:00 pm - 8:00 pm Monday-Thursday and 3:00 pm -6:00 pm Friday. Both locations offer teens a designated,
specially designed space for them to relax, do homework and meet friends, and are ADA compliant.
Exhibit A
IL About Our Organization:
Oualifications and Experience: Santa Ana Public Library
The Santa Ana Public library (SAPL) is a division of the City of Santa Ana's Parks and Recreation
Department. The administration and management personnel of the department, including the Director's office,
accounting, and payroll functions, are housed in the Main Library building and available for participation in the
project. Administrative staff includes a Senior Management Analyst, a Management Analyst, and several part-
time clerks who are experienced in grant management and can provide skilled fiscal support. PRCSA's staff is
experienced in the management of grants and has learned to incorporate the payment of grant-funded intems
through participation in the library's federal IMLS grant. The library itself employs 10 full-time librarians, 7
full-time paraprofessionals and 7 full-time clerical personnel. We currently employ 70 part time clerks and
tutors in children's, teen and adult programs. Some of our part-timers are paid through the General Fund and
others through various grants.
The Library's allocation of City General Fund monies for 2010-11 was $2,880,720. Other sources of
revenue include a CDBG block grant of $250,000, which supports the Homework Help Centers. We have been
awarded an equivalent CDBG grant for 2011-12 for this purpose. In 2010, we were the recipient of a three-year
Laura Bush 2151 Century Librarian grant of $636,000, and were recently awarded a $28,000 LSTA grant from
the State Library to train teens to produce bilingual videos providing education for healthy living. We also have
been awarded a $5,000 LSTA grant to support job skills development workshops for limited English speaking
adults, and a $5,000 LSTA grant to train and utilize teens to collect oral histories from immigrants to Santa Ana.
In addition, the library receives about $100,000/year from the State Public Library Fund to purchase new print
and media materials. Collectively, grants will add approximately $600,000 to the library's budget in 2011-12.
Santa Ana was the only public library in the United States to receive a Laura Bush grant in this grant
cycle. The grant is to enable SAPL to prepare bilingual youth for careers in librarianship and to help other
libraries to learn to do the same. The grant award recognizes our ongoing success at attracting Latino and
Vietnamese-American teens to the library, nurturing them through high school and college, and retaining them
as library staff through graduate programs in Library and Information Science. Of the ten librarians currently
employed by the library, seven followed this path, including all three Principal Librarians. At present over
twenty teens and young adults are employed by the library through the Laura Bush grant, and many other young
library employees are involved in its skills enhancing activities. Six of our Laura Bush employees have recently
been accepted into the San Jose Masters Program in Library and Information Science. The long-neglected
concept of apprenticeship inherent in the Laura Bush Program has spread to other city entities: An urban
planner with the city has selected and employed one of our young people as an intern.
The program combines the veteran apprenticeship concept with cutting-edge technology. Laura Bush
employees are required to attend a Graphics Design course created and staffed by library staff, and to blog
weekly in the project's website about their experiences and what they have learned
(www.seedstotreesacademy.com). As part of their job experience, they rotate through all of the divisions of the
library, assisting librarians with graphic and web design projects, teaching computer skills, and creating and
filming content for the City's CTV-3 channel. This focus on technology is responsive to the mandate amongst
agencies serving teens to emphasize the development of STEM (Science, Technology, English and Math) skills.
Since its historic inception as a city general funded library in 1891, the Santa Ana Public Library has
had a long tradition of serving the informational and educational entertainment needs of youth in Santa Ana by
providing access to books, programs and the latest technology of the time. In recent years, the library has a
record of unusual success in attracting teens to its TeenSpace and supporting them through its many programs.
In January, 2007, Cheryl Eberly was appointed Young Adult Librarian. From that moment, the Young Adult
program began to grow in attendance and expand in scope. Ms. Eberly initiated her "Circle of Mentoring"
program, in which adult volunteers mentor teens in learning life, leisure and academic skills, and teens mentor
smaller children in the same.
In 2009, the Library opened its TeenSpace, providing a home for the young adult service's many
programs. The TeenSpace is advised by the Teen library Club, who helped design the space and have an active
voice in the development of programs and activities. The Teen Library Club consists of 20-30 students per
Exhibit A
100 per cent have graduated from high school and 90 per cent have gone on to higher education. These are
school year. As a group, they have contributed many thousands of hours of community service to the library,
100 per cent have graduated from high school and 90 per cent have gone on to higher education. These are
teens that do not represent the top 10-20 percent of their high school class. They are not involved in student
government or school activities. They are the quiet at-risk youth whom no one notices. But at our TeenSpace,
they are noticed, nurtured and appreciated.
Since that time, the library has maintained a high number of ongoing programs for teens, including a
very intensive Summer Volunteer Institute that encourages teens to find self worth and civic engagement
though giving back to their community. Last summer 190 teens donated 5,746 hours of their time to supporting
programs for library patrons of all ages, mentoring over 200 children in our "Buddy" programs, helping limited
English speaking adults (often parents of the teens) to learn English and improve job skills, volunteering at
community events, and assisting in the design and realization of a satellite Teen Center in the Jerome
Recreation Center. In addition, during the same period, the library offered five major field trips for over 100
teens, as well as resume, college search and photography workshops and a Kindle Reading Club for teens. All
together, the library conducted 86 programs for teens during the summer at three sites. (Please refer to
attachment #8 for a list of all 2010 Summer Volunteer Institute Programs).
At present, the 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, including a cooking and baking club, a crafts and knitting club, an aquaponic
gardening club, teen club meetings, the scholarship and fitness clubs, video production and graphic arts
workshops and tutoring in math and reading. Half of our part time staff are involved exclusively in assisting
with these projects, and are experienced and committed to the growth and development of the young people
they work with. (Please refer to attachment 47 for a list of current teen and volunteer programs)
Most of the activities for teens are supported through the Laura Bush and other grants that have enabled
us to hire many teens and young adults as tutors to teach and mentor teens in all of these programs. In 2009-10,
the library was awarded approximately $130,000 in grants from the International City/County Management
Association (ICMA) and the state Library Services and Technology Act (LSTA) that supported the explosion of
activities and jobs for teens that developed at that time. We have continued to seek funds to support and expand
these efforts.
The ICMA grant the library was awarded in 2009-10 was unique. Its mandate was to find projects
around the country that offered innovative approaches to bringing public libraries and local government
together. Only nine of the 515 applications submitted were funded. In "Maximize the Potential of Your Public
Library", ICMA staff described the achievements of the nine projects, citing Santa Ana's innovative approach
to service delivery that "turn(ed) to a tech savvy teen population in a community with high poverty and
unemployment and create(d) a dedicated, safe space out of which they could explore a range of constructive
activities, including using their computer knowledge to help adults learn new employment skills and tutor
young children in math and reading literacy". The success of Santa Ana's project, as well as that of the other
projects, has taught ICMA and its funding organization, the Gates Foundation, that libraries are an underutilized
and effective asset in the struggle to meet a community's strategic goals.
The majority of teens hired through our grant programs have begun their contact with the library through
the volunteer program. Our volunteer intake for minors requires that parent(s) and teen attend an orientation
together, and that parents are aware of their child's work and leisure activities at the library. 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. We give
preference in hiring to teens who have demonstrated their commitment through volunteering.
The library has also been unusually effective in working with probation youth volunteers. Annually,
forty to fifty probation youth complete their community service at the library. Ten to fifteen of those continue
volunteering at the library when their community service responsibilities are concluded. In addition, the library
is in process of piloting a new program that will require probation volunteers to engage in supportive
educational workshops during the course of their community service. TeenSpace staff has created a program
for first-time offenders that includes mandatory workshops that explore adolescent behavior and help teens to
understand their actions and attitudes and the effect these have upon their lives. The program also requires
Exhibit A
program for Teen Parents that will be housed at the Jerome Recreation Center.
workshops in basic reading and mathematics skills. In addition, the staff is also preparing a GED completion
program for Teen Parents that will be housed at the Jerome Recreation Center.
In all of our youth-centered programs, two guiding principles have been primary: The Circle of
Mentoring concept and its logical successor, the Seeds to Trees concept. The first emphasizes the value to both
mentor and mentee of a close and lasting supportive relationship, and the second the value of providing long-
term mentoring, teaching and financial support for developing youth.
The library plans to supplement this experience with required attendance at appropriate InfoPeople and
IMLS webinars and/or workshops on STEM, digital technology and youth development. These courses are
designed to make relevant professional development training available for members of the library profession.
These courses cover a variety of topics such as personnel management, grant writing, and budgeting that are
relevant to non-library professionals. Examples of these webinars can be found at
htttp://www. infopeople. org/training/view/webinar.
The trained staff devoted to this project will include one full-time city employee who will serve as Lead
Case Manager and whose sole responsibility will be to implement and monitor the program. This person will
be an individual with extensive experience working with young people and substantial organizational skills. In
addition, our Young Adult Librarian will commit 40% of her time to guiding and overseeing the program. The
Library Operations Manager will devote 10% of her time to general oversight of the program. The librarian in
charge of CTV-3 programming for the city will devote 40% of her time to oversight of both training and work
experience elements of the project. Two full-time library staff members will spend 25% of their time managing
specific filming projects and mentoring the teams involved with them. Four part-time library employees in
charge of other filming projects will devote 40% of their time to guiding and assisting the youth teams assigned
to those projects. Sr. Tutors... (Please refer to attachment 918 for a list of library staff that will be assisting
with this project)
Fiscal Capacity: Santa Ana Public Library
The City of Santa Ana uses the Lawson Financial Management System to monitor revenues and
expenditures. Grants are provided a unique accounting unit and activities are used to track grant program
expenditures and grant matches. Every expenditure requires an accounting unit and activity and Lawson is
capable of generating reports at the accounting unit or activity level.
The Lawson Financial Management System provides for a system of checks and balances that ensure
that all purchases are electronically routed for approvals from the department manager and department fiscal.
Impacted items, such as computer hardware and cameras, are routed to the Budget Office for review and
approval. (Please refer to attachment II for our City Purchasing Policy Guide)
Staff from the City's Finance and Management Services and Parks, Recreation and Community Services
agencies will work together to submit detailed invoices with adequate back-up. Both agencies have staff with
many years experience working on federal and state funded grants.
The Library has a $2.8 M general fund operating budget and access to resources from Parks, Recreation
and Community Services and other City agencies. In addition, the Library receives Library Services and
Technology Act (LSTA) and State Public Library Fund (PLF) funds that support library operations. Hence our
stability is not dependent on WIA funds.
Qualifications and Experience: Rancho Santiago Community College District
The RSCCD has a total of 1,059 Full-time staff along with 3,708 part-time personnel. The total
operating budget for the organization totals $190 million. These revenues are collected from a variety of federal,
state, and local sources.
The RSCCD has had a long and extensive history of serving Santa Ana Youth. The Santa Ana College
campus of the RSCCD was the second junior college in the county and was founded in 1915 as a department
Exhibit A
its very inception. A list of recent programming efforts illustrates this continued commitment towards the city's
within Santa Ana High School. As such, the campus has been focused on serving the youth of Santa Ana from
its very inception. A list of recent programming efforts illustrates this continued commitment towards the city's
youth. Since 1995 the RSCCD has initiated numerous programs targeting Santa Ana Youth. These efforts have
included a 1997 HUD-COPC grant, 1998-2006 Learn & Serve America program, and an AmeriCorps Foster
Youth Project between 1998 and 2005. Ongoing youth orientated initiatives include GEAR UP (1999-present),
Student Support Services (1995-present), and Talent Search (1995-present).
The RSCCD has provided tutoring; mentoring; counseling advisement; PSAT/SAT/ACT preparation;
and job shadowing, work experience for 9th-12th graders at SAUSD high schools; Early Decision program to
provide counseling, registration, and fall enrollment for incoming seniors; summer Math bridge programs for
8th graders to be able to enter and succeed in Algebra I in 9th grade; week-long summer research institute for
juniors and seniors at local university to increase college preparation and enrollment; career exploration for 7th
and 8th graders. This support of youth extends to the District's commitment to help minority youth graduate
from college. The SAC has the 5m highest number Hispanic graduates in California and is ranked 121h nationally
amongst junior colleges.
RSCCD, through its Corporate Training Institute, has been working with WIA since October 2009 when
it began co-authoring a Department of Labor grant in partnership with the Santa Ana WORK Center. Work on
this grant started in July 2010, titled the Job Technology Project, and it focuses on providing 100 displaced
workers with job skills assessments, basic skills training in reading, math and analytical thinking, as well as
computer literacy classes and green training in solar energy, water treatment and water distribution.
Unemployed individuals who participate in the Water Technology courses will take the State exam for
certification and the grant funds will also provide job development and placement services.
The Corporate Training Institute is also a partner on the Orange County WIB's California Gang
Reduction, Intervention & Prevention (GRIP) grant. The program focuses on providing youth that are at risk of
gang involvement and gang involved youth in obtaining employment readiness skills. Eligible youth receive a
full array of workforce development services that include job exploration activities, paid training and subsidized
work experience. Youth participating in the Ca1GRIP program are provided with the proper tools to succeed in
their careers and encouraged to continue on a successful and productive future.
The primary staff members who will oversee the project include Mrs. Cossio-Mufliz who is the Director
of the Corporate Training Institute. She is leading both current WIB projects at Rancho Santiago CCD. On this
partnership, she will be working with the professional trainers on customizing curriculum for the high school
youth, managing schedules of all instructors for the digital technology training, preparing presentations,
publishing handout materials, coordinating staff to update student records and transmitting invoices, as well as
maintaining communication with all partners involved. Please refer to attachment #20 for a list of RSCCD staff
that will be assisting with this project)
Additionally, Mr. Chamorro, who currently serves as the Director of the Digital Media Center, an
economic development program of the Rancho Santiago Community College District will be involved with
overseeing aspects of the grant. As Director, Mr. Chamorro oversees the development and implementation of a
Business Incubator program, which provides assistance to start-up digital media companies looking to establish
themselves in the technology sector. Mr. Chamorro also oversees Career Technical Education programs funded
by the California Community Colleges Chancellor's Office to create career pathways for students, starting at the
middle school level and continuing to higher education.
Prior to becoming Director of the Digital Media Center, Mr. Chamorro was the Director of the Orange
County Center of Excellence, where he assisted community colleges in the Orange County region through the
development of economic reports and recommendations for curriculum creation and enhancement. Mr.
Chamorro has over 10 years of experience working in the economic and workforce development fields. He has
led various federal and state workforce funded initiatives, and has extensive experience working with
Workforce Investment Boards and Economic Development agencies. As a manager of the WIA program at the
Santa Ana WORK Center, Mr. Chamorro oversaw the adult and dislocated worker programs, as well as the
business services division. In this capacity, Mr. Chamorro Analyzed fiscal requirements, developed budgets,
Exhibit A
charge of providing supportive and training services.
oversaw procurement procedures and provided fiscal oversight, in addition to managing case managers in
charge of providing supportive and training services.
On this partnership, Mr. Chamorro will be coordinating efforts with Mrs. Cossio-Muniz to conduct some
training sessions at the Digital Media Center, and to arrange for tours of the facility to engage students in the
digital media field, and to motivate them into considering higher education as an option to further their careers.
Fiscal Capacity: Rancho Santiago Community College District
The RSCCD has an annual operational budget of $190 million that are collected from a variety of
revenue streams. The organization complies with all local state, and federal laws that it is required to meet as
part of the US Comptroller General Government Audit Standards. The most recent financial report for the
RSCCD can be found at http://www.rsecd.orgfUl)loads/Rancho%2OSantiago%20CCD°/u202009-
l0%20Audit%20Renort.pdf
Average annual operating budget and sources of revenue
0 4WI
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40
Academic Salaries '
$ 60.07 $ 61.76
Classified Salaries 37.66 39.31
Employee Benefits 37.43 35.50
Books & Supplies 2.80 2.79
Other Operating 24.63 28.01
Sites & Buildings 2.52 3.47
Other Outgoing 2.23 2.03
Ending Fund Balance 23.15 9.45
Total $ 190.49 $ 182.32
s rei ' i d !l6 ! I. ?E? if js i i{ i I ?'j?I?9 }raj j i Iidl l (( a;? f?,t i 4' ! ?j i'! b{IV 6 IE ?;g3} 1111 I(? Jill l liPip, ll, }v i l l?l
E? IElEyi
1E3E? E!IS9l???i
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Federal Funds $ 9.88 .
I
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$ 14.26
State 90.64 100.96
Local 57.76 50.09
Other Sources .02 .14
Beginning Fund Balance 32.19 16.87
Total $ 190.49 $ 182.32
The Santa Ana Library and Rancho Santiago Community College District will not subcontract non-
client services. All services will be provided by the Santa Ana Public Library or by the Rancho Santiago
Community College District as in-kind support.
Exhibit A
Agency Legal Name Santa Ana Public Library
Proposer Application
Agency Legal Name Santa Ana Public Library
Agency DBA (if applicable)
Program Name Seeds to Trees Digital Media Technology Academy
Agency Address 26 Civic Center Plaza. M-75, Santa Ana Ca 92702
Contact Person Cheryl A. Eberly Title Senior Librarian
Telephone # 714-647-5288 FAX # 714-647-6913_ E-Mail ceberlvCwsanta-ana.org
Federal I.D. Number 95-6000785
Agency Status
Public Non-Profit Corporation Private Non-Profit Other
Private for Profit Government X Years in Operation 100 +
Primarv Funding Snurrec
Funding Source WIq Santa Ana COBG Laura Bush Time Warner
General Fund Grant Franchise
Amount $150,000.00 $154,852.00 $22,376.00 $75,310.00 $45,955.00
Hours of Operation and Davs
Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Hours 10 am-9 pm 10 am-9pm 10 am-9pm 10 am-9pm 10 am-6pm 10 am-6pm Closed
My organization will offer the followine WIA elements for vouth:
Tutoring, study skills, training, and instruction, leading to completion of secondary school,
including dropout prevention strategies X
Alternative secondary school services, as appropriate
Summer employment opportunities that are directly linked to academic and occupational learning x
Paid and unpaid work experience, including internships and job shadowing X
Occupational skill training, as appropriate, or paid OJT X
Leadership development opportunities, which may include community service and peer centered
activities encouraging responsibilities and other positive social behaviors during non-school hours X
Supportive Services X
Adult Mentoring for the period of participation and a subsequent period, not less than 12 months X
Follow-up services for minimum of 12 months after the completion of participation X
Comprehensive guidance and counseling, may include drug/alcohol abuse counseling
Older Youth 20 Younger Youth Out-of-School 8 In-School 12 1
Number of youth to be served 2011/2012 20
Total WIA Funds Requested $ '-J'
in compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers
to furnish the services stipulated and certifies he has read, understands, and agrees to all terms,
conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named
above.
Signature: Title: Date:
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Exhibit C
COMPLAINT HANDLING
UNDER THE
WORKFORCE INVESTMENT ACT
SANTA ANA
WIA
Santa Ana Local Workforce Investment Area
Revised May 7, 2009
Exhibit C
Table of Contents
I. Information Regarding Complaints 3
A. Nondiscrimination and Equal Opportunity Complaints 3
1. Policy Statement 3
2. Civil Rights 4
3. Nondiscrimination laws under WIA 4
4. How to File Your Complaint 5
B. Criminal Complaints 6
II. General Procedures for Handling Non-Criminal Violations of the Act 6
III. Procedures for Handling Complaints at the LWIA Level 8
IV. Procedures for Handling Complaints at the State Level 12
V. Procedures for Handling Discrimination Complaints by Participants 15
VI. Procedures for Handling Handicap Complaints by Participants 17
GLOSSARY OF WIA TE
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 may be denied you for discriminatory reasons.
• You may not be segregated or treated any differently from other applicants or
participants, while you are being registered, interviewed, counseled or tested; or
while you are working or attending classes as part of the program.
• You must be provided an equal chance to use all facilities available in the
program.
• Fair employment practices must be provided to all staff with regard to recruiting,
hiring, transferring, promotions, training, compensation, benefits, layoff, and
termination.
You have the right to make a complaint if you feel you have been denied any of the
above opportunities. You cannot in any way be penalized for filing a complaint. Your
WIA sponsor has established a mechanism for handling complaints and grievances.
Your complaint must be filed within 180 days. All complaints will be handled
confidentially.
3. Nondiscrimination Laws under WIA
Title VI of the Civil Rights Act of 1964
Prohibits discrimination on the basis of race, color, national origin, or religion.
The Age Discrimination Act of 1975
Prohibits arbitrary discrimination against persons age 40-70.
The Rehabilitation Act of 1973
4
EXHIBIT C
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.
All persons filing a complaint shall be free from restraint, coercion, reprisal, or
discrimination. Good faith efforts shall be made to informally resolve the complaint
prior to the scheduled hearing. Complainants have the right to withdraw their
complaints (in writing) at any time prior to the hearing. A complainant may amend
his/her complaint to correct technical deficiencies but not to add issues.
3. Complainants shall have the right to be represented at their own expense by
person(s) of their choosing at all levels of the complaint process.
4. Upon enrollment into employment or training, participants shall be provided with a
written description of these procedures, including notification of their right to file
complaints and instructions for filing.
An employer of participants, including private-for-profit employers of participants, may
use this or other complaint resolution procedures so long as the participant is
informed of the complaint resolution procedure they are to follow and the time frames
governing review of complaints are met.
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.
5. If a complaint does not receive a decision at the LWIA grant recipient level within 60
days of filing the complaint or receives an unsatisfactory decision, the complainant
then has a right to request a review of the complaint by the Governor.
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
d. What provisions under the Act, regulations, grant or other agreements under the Act, are
believed to have been violated;
e. Remedy sought by the complainant; and
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 anc
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
A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of
filing of the complaint.
4. Notice of Hearing
Upon receipt of the request for hearing, the complainant and the respondent will be
notified in writing of the hearing ten (10) calendar days prior to the date of the hearing.
The ten-day notice may be shortened with the written consent of the parties. A decision
will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the
complaint.
The hearing notice shall be in writing and contain the following information:
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.
io
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.
6. It is important that the hearing officer obtain the fullest information for the record. If the
parties involved, or their representatives, do not know how to ask the right or pertinent
questions in pursuing their right to due process, it shall be necessary for the hearing
officer to step in to have all the materials and relevant facts elicited.
7. The practice in informal hearings is generally not to apply strict rules of evidence in
obtaining facts. However, the quantity of evidence required to support a decision on an
issue should be sufficiently credible that the state (or other appropriate agency), upon
reviewing the decision, would conclude that the decision is supported by substantial
evidence.
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 LWIA for final determination. The recommended decision
shall be in writing and may be accepted, rejected or modified by the Santa Ana
Workforce Investment Board.
C. Issuance of Decision
Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a
written decision to all parties by first class mail. The final decision shall contain the following
information:
1. The name of the parties involved.
2. A statement of the alleged violation and issues related to the alleged violation.
3. A statement of the facts.
4. The decision and the reasons for the decision.
5. A statement of corrective action, if any, to be taken.
6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a
review of the decision by the State Review Panel.
D. Record of Hearing
is
EXHIBIT C
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.
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
b. Name, address, and telephone number of the LWIA
C. Copies of complaints made at LWIA level from which no decisions were
issued or sanctions and imposed.
d. A statement of basis for the request for hearing.
3. Evidentiary Hearing
Upon receipt of the request for a State level hearing, a hearing before a designated
hearing officer will be scheduled.
The hearing will be recorded mechanically or by court reporter.
Both parties concerned will have the opportunity to present oral and written testimony
under oath, to call and question witnesses in support of his/her position, to present oral
and/or written arguments, to examine records and documents relevant to the issue(s),
and to be represented.
The hearing officer shall issue a written decision, which shall be forwarded to the State
Review Panel for final determination.
The State Review Panel may accept, reject or modify this recommendation. The
decision of the State Review Panel is final except for audit disallowances, which must be
approved by the Secretary of Labor
C. State Review Panel
The State Review Panel will consist of a panel of three representatives from the
Employment Development Department: one from the Legal Offices, one from the WID,
and one from the Director's office. The panel will issue a written decision, which will be
sent to the appropriate parties within thirty (30) days of receipt of the request for State
review.
Decisions issued by this panel, under the authority of the Governor, are final.
14
EXHIBIT C
D. Issuance of State Review Decision.
The State review will be limited to violations of the WIA, implementing WIA regulations or
the grant agreement. This review shall be limited to the record established at the LWIA
hearing.
V. Procedures for Handling Discrimination Complaints by
Participants.
A. Complaints on the basis of race, color, or national origin, age, sex, religion, political
affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180
days of the alleged occurrence.
1. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO)
Officer to determine jurisdiction and to make the complainant aware of and provide
assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure
under Section II (A).
1s
EXHIBIT C
PROCEDURES FOR HANDLING NON-CRIMINAL COMPLAINTS
No later than
180 days of
alleged
discrimination
Handling of complaints filed at LWIA level arising in connection with WIA
programs operated by LW/As
Informal Resolution Process
w
0
0
0
N
O
H
Unsatisfactory Decision or LWIA Decision not issued within 60 days
Within 10 days of
receipt of
unsatisfactory
decision or 10
days from date
LWIA decision
should have been
issued.
Request for State Review I? w
I I o
Governor's Decision issued by State Review Panel
If no decision issued by State Review Panel
Appeal to DOL
16
EXHIBIT C
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.
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
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
The complainant may appeal to the State if he/she is not satisfied with the decision of the
Santa Ana LWIA.
17
EXHIBIT C
2. The Complainant must file his/her appeal as a request for review directly with the Chief
WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision.
3. The Chief-WID, shall issue a decision no later than thirty (30) calendar days after receipt
of the request for review.
4. After the complainant has received a decision or no decision has been received from the
Director of Employment Development Department (on behalf of the Governor), the
complainant has the right to appeal his/her complaint within thirty (30) calendar days to
the Office of Civil Rights (OCR) with the Department of Labor.
18
EXHIBIT C
PROCEDURES FOR HANDLING HANDICAP COMPLAINTS
No later than
180 days of
alleged
discrimination
If no resolution reached
Unsatisfactory Decision or No Decision
Filed within 30
days of
LWIA/State
Decision or 90
days from date of
initial filing of
complaints
Appeal to Assistant Secretary Department of Labor
19
Day1
Day 145 Day
60 Days
EXHIBIT C
l I ? Af %,F! r\A/1n T-A
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 agency, a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
2) If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and
submit Standard Form-LLL, "Disclosure Form to Report Lobbying." in
accordance with its instructions.
3) The undersigned shall require that the language of this certification be included in
the award documents for all subawards at all tiers (including agreements) and
that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352.
Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure occurring on or
before October 23, 1996, and of not less than $11,000 and not more than $110,000 for
each such failure.
A711 fiVllc /- Z112 r
Grantee/Contractor Organization
Signature
Q t-u V
Name of Certifying Official Signature
Program Title Ina 'a qU\c1e&-7
r
?
EXHIBIT D
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.
EXHIBIT E
Pg. 2
(e) Notifying the U.S. Department of Housing and Urban Development within
ten days after receiving notice under subparagraph (d)(2) from an
employee or otherwise receiving actual notice of such conviction;
(f) Taking one of the following actions, within 30 days of receiving notice
under subparagraph (d)(2), with respect to any employee who is so
convicted -
( 1) Taking appropriate personnel action against such an employee, up
to and including termination; or
(2) Requiring such employee to participate satisfactorily in a drug
abuse assistance or rehabilitation program approved for such
purposes by a Federal, State, or local health, law enforcement, or
other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace
through implementation of paragraphs (a), (b), (c), (d), (e) and (f).
B. The contractor shall insert in the space provided on the attached "Place of
Performance" form the site(s) for the performance of work to be carried out with
the grant funds (including street address, city, county, state, and zip code) .the
contractor further certifies that, if it is subsequently determined that additional
sites will be used for the performance of work under the contract, it shall notify
the U.S. Department of Housing and Urban Development immediately upon the
decision to use such additional sites by submitting a revised "Place of
Performance" form.
Dated: June 3. 2011
Program Operator
EXHIBIT E
DIVISION OF EMPLOYMENT SERVICES
PLACE OF PERFORMANCE
FOR CERTIFICATION REGARDING DRUG-FREE
WORKPLACE REQUIREMENTS
Name: Cheryl A. Eberly
Name of Contractor: Santa Ana Public Library
Contractor Number: N/A
Date: June 3. 2011
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):
726 S Center Street Santa Ana, CA 92704 - Jerome Recreation Center
1300 S Bristol St, Santa Ana, CA 92704 - Digital Media Center
122 N Newhope St, Santa Ana, CA 92703 - Newhope Library
26 Civic Center Plaza Santa Ana, CA 92701 - Santa Ana Library
2323 N. Broadway Santa Ana, California 92706-1640 - Rancho Santiago Community College District
EXHIBIT E
Attachment E
Certification Regardine
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 agency;
b. Have not within a three-year period preceding this proposal been convicted or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state or
local) transaction or contract under a public transaction; violation of federal or state
antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property.
c. Are not presently indicted for or otherwise criminally or civilly charged by a
government entity (federal, state or local) with commission of any of the offenses
enumerated in paragraph (1)(b) of this certification; and
d. Have not within a three-year period preceding this application/proposal had one or
more public transactions (federal, state or local) terminated for cause or default.
2. Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
Grantee/Contractor Orga ization
,&em rdo moae I . FYer_,d; D; ,rP??Vr-
Name and Title of Official Authorized to Certify
On Behalf of the Grantee
3- 30 -- ?
Date
34
Exhibit F
CVVUtl rUKIVI
Attachment C
BUDGET FORM
Administrative
No more than
10% allowed. Program Total WIA Match/In Kind
Personnel
Salaries*
1.Project Director
2. Lead Case Worker
3.CTV3 Programming Director
4. Library Operations Manager
5. Project Mentors
6. Sr. Tutor Mentors
1.) $24,946
2.) $52,342
3.) $24,359
4.) $10,433
5.) $64,074
6.) $24,402
2.) $52,342
1.) $ 24,946
3.) $24,359
4.) $ 10,433
5.) $ 64,074
6.) $ 24,402
Benefits*
1.Project Director
2. Lead Case Worker
3.CTV3 Programming Director
4. Library Operations Manager
5. Project Mentors
6. Sr. Tutor Mentors
1.) $7,755
2.) $16,327
3.) $7,573
4.) $3,244
5.) $11,480
6.) $1,991
2.) $16,327
1.) $7,755
3.) $7,573
4.) $3,244
5.) $11,480
6.) $1,991
Total Personnel $248,926.00 $68,669.00 $180,257.00
Operating Expenses
Rent or user fee*
Utilities
Phones
Internet fees
Parking fees
Security
Maintenance
Insurance
Equipment rental fees*
Vehicle lease*
Office expenses
(consumables)
Accounting Services
Legal services
Auditing services
Indirect costs* $8,881 $36,733 $8,881 $27,852
Staff training
Staff travel/mileage
Participant Wages* $44,429.00 $44,429.00
Support services*
Participant Incentives*
Other (list)* $118,404.48 $72,450.00 $45,954.48
Total Operating Expenses $199,566.48 $81,331.00 $118,235.48
GRAND TOTAL
(Total Personnel + Total Operating
Expenses)
$448,493.00
$150,000.00
$298,493.00
Exhibit G
COST REASONABLENESS BUDGET NARRATIVE
COST REASONABLENESS BUDGET NARRATIVE
A.) PERSONNEL SALARIES
Title Responsibilities Funding Source Staff Person % of Full Time
Equivalent
1. Program Director: Responsible for general Match/In Kind Senior Librarian - 30% (600hrs) of
oversight and direction of
program. (City of Santa Ana
General Fund) Cheryl A. Eberly $83,152 (annual
salary) = 24,946
In-kind
2. Lead Case Manager: Responsible for management WIA Funds City Staff- TBD 100% of $52,342
of all student interns,
maintaining WIA compliance
and management of all library
based training components. (annual salary) =
$52, 342 WA funds
3. CTV3 Programming Responsible for oversight and Match/In Kind Principal 30% (600hrs) of
Director: management of CTV3
television programming (City of Santa Ana
General Fund) Librarian - Lynn
Nguyen $81,196 (annual
salary) = 24,359
In-kind
4. Library Operations Responsible for supervising Match/In Kind Library 10% of 104,335
Manager library operations in relation to
this grant. (City of Santa Ana
General Fund) Operations
Manager- (annual salary) _
$10,433 In-Kind
Heather Folmar
5. Project Mentors: Key staff members responsible for mentoring student interns in various areas of CTV
programming projects, in addition to mentoring students on a one-on-one weekly basis.
Total In-Kind/Matching Funds = $64,074 In-Kind Funds:
Title Funding Source Staff Person Percentage of Full Time
Equivalent
L) History Programming & Match/In Kind (City of Assistant 25% (500hrs) of $52,342 (annual
Citizen Science Project Santa Ana General Fund) Librarian - salary) _ $ 13,085 In kind
Mentor Manuel Escamilla
ii.) Nature/Zoo & Women's Match/In Kind (City of Youth Services 25% (500hrs) of $56,742 (annual
Issues Programming Santa Ana General Fund) Technician - salary) _ $ 14,185 In kind
Project Mentor Zulma Zepeda
iii.) Green Living Project Match/In Kind (City of Library Clerk 1 - 40% (400hrs) of $14,809 (annual
Mentor Santa Ana General Fund) Jose Mendoza salary) = $ 5,924 In kind
(Part-Time-
20hrs/wk)
Exhibit G
iv.) Teen News Team and
Healthy Programming
Project Mentor Match/In Kind (IMLS
Laura Bush Grant Funds) Library
Management
Intern - Beatriz
Preciado (Part-
Time - 30hrs/wk) 40% (600hrs) of $28, 950(annual
salary) _ $ 11,580 In kind
v.) Literacy/Book Trailer Match/In Kind (IMLS Library 40% (600hrs) of $28,950 (annual
and General CTV3 Laura Bush Grant Funds) Management salary) = $11,580 In kind
Programming Project Intern - David
Mentor Lopez (Part-Time
- 30hrs/wk)
vi.) Arts/Craft Projects and Match/In Kind (IMLS Library 40% (400hrs) of $19,300
Early Childhood Laura Bush Grant Funds) Management (annual salary) _ $ 7,720 In kind
Development Intern - Martha
Programming Project Torres (Part-
Mentor Time - 20hrs/wk)
6.) Tutor Mentors : Key staff members who will be assigned to mentoring student interns on a one-to-one
weekly basis, and also to provide needed tutoring assistance in order to increase educational proficiency.
All are part-time staff members.
Total In-Kind/Matching Funds = $24,4021n-Kind Funds
Title Funding Source staff person percentage of full time equivalent
Michelle Loera
(Library Clerk 1-
Match/In Kind (IMLS Laura Part-Time - 25% (250hrs) of $16,070 (annual
Library Tutor i Bush Grant Funds) 20hrs/wk) salary) _ $ 4017 In-Kind
Peter Carreon (Sr.
Tutor-Part-Time- 15% (150hrs) of $15,100 (annual
Libra Tutor ii Match/In Kind (CDBG Funds) 20hrs/wk) sala ) = $ 2265 In-Kind
Desiree Noriega
(Sr. Tutor-Part- 15% (150hrs) of $15, 100 (annual
Library Tutor iii Match/In Kind (CDBG Funds) Time-20hrs/wk) salary) 2265 In-Kind
Bao lauren Vinh
(Sr. Tutor-Part- 15% (150hrs) of $15,100 (annual
Libra Tutor iv Match/In Kind (CDBG Funds) Time-20hrs/wk) salary) 2265 In-Kind
Anna Roe (Sr.
Tutor-Part-Time- 15% (150hrs) of $15,100 (annual
Library Tutor v Match/In Kind (CDBG Funds) 20hrs/wk) Sala ) 2265 In-Kind
Viridiana Avila
(Sr. Tutor-Part- 15%(150hrs)of$ 15, 100 (annual
Libra Tutor vi Match/In Kind (CDBG Funds) Time-20hrs/wk) salary) = $ 2265 In-Kind
Exhibit G
Lucia Ochoa(Sr.
Tutor-Part-Time- 15% (150hrs) of $15,100 (annual
Library Tutor vii Match/In Kind (CDBG Funds) 20hrs/wk) salar ) - $ 2265 In-Kind
Phillip Campos
(Sr. Tutor-Part- 15% (150hrs) of $15,100 (annual
Libra Tutor viii Match/In Kind (CDBG Funds) Time-20hrs/wk) salary) = $ 2265 In-Kind
Alan Hoffman (Sr.
Tutor-Part-Time- 15% (150hrs) of $15,100 (annual
Libra Tutor ix Match/In Kind (CDBG Funds) 20hrs/wk) salary) - $ 2265 In-Kind
Jessica Kirby (Sr.
Tutor-Part-Time- 15%(150hrs)of$ 15, 100 (annual
Library Tutor x Match/In Kind (CDBG Funds) 20hrs/wk) salary) = $ 2265 In-Kind
B.) PERSONNEL: BENEFITS
1. Program Director ($33,260 In-kind) = $7,755 Benefits (In-Kind)
2. Lead Case Manager ($52,342 WIA funds) = $16,273 Benefits (WIA Funds)
3. CTV3 Director ($32,478 In-kind) = $7,573 Benefits (In-Kind)
4. Library Operations Manager ($10,433 In-kind) = $3,244 Benefits (In-Kind)
5. Project Mentors (i & ii) ($64,074 In-Kind) = $11,480 Benefits (In-Kind)
i.) Full-Time Staff Total ($27,270) = $8,477 Benefits (In-Kind)
ii.) Part-Time Staff Total ($36,804) = $3,003 Benefits (In-Kind)
6. Tutor Mentors ($24,402 In-Kind Funds) = $1,991 Benefits (In-Kind Funds)
PERS/Social Medicare Health Retiree Worker's Total Funding
Position Security Insurance Health Comp Benefits Source
-12.07% -1.45% -13.71% -0.90% -2.96%
1. Program Director $3,010 $362 $3,420 $225 $738 $7,755 (In-Kind)
2. Lead Case Manager
$6,318 $759 $7,176 $471 $1,549 $16,273 (wIA )
3. CTV3 Programming
Director $2,940 $353 $3,340 $219 $721 $7,573 (In-Kind)
4. Library Operations
Manager $1,260 $151 $1,430 $94 $309 $3,244 (In-Kind)
5. Project Mentors I -
Full-Time Staff $3,291 $395 $3,739 $245 $807 $8,477 (In-Kind)
6. Project Mentors II
- Part-Time Staff
$1,380
$534
$1,089
$3,003
(In-Kind)
7. Tutor Mentors $915 $354 $722 $1,991 (In-Kind)
Exhibit G
C.) OPERATING EXPENSES: INDIRECT COSTS
WIA Funds: The rate of 10% was used to calculate Indirect Cost using a base of $141,841.52 = $14,184
WIA Funds requested from indirect cost = $8,158 (57.5%)
In-Kind Funds: The rate of 10% was used to calculate Indirect Cost using a base of $ 226,21 1.48 (In-Kind)
= $22,621+ $6,026 = $28,647
D.) PARTICIPANT WAGES: $44,429 IMLS Laura Bush (LB)Grant Funds
Student Internships Salaries = $41,077 LB Funds
1. Level 1 - Seed Phase-5 Weeks X 5hrs/wk (3 hrs training:2 hrs work exp)
= 25hrs X $9.21 = $230.25 per student X 20 students = $4,605
2. Level 2 - Sprout Phase- 16 Weeks X 5hrs/wk (3hrs training: 2 hrs work exp)
= 80hrs X $9.21 = $736.80 per student X 20 students =$14,736
2. Level 3 - Sprout to Sapling Phase - 8 Weeks X 5hrs/wk (3hr training: 2hrs work exp)
= 40hrs X $9.21 = $368.40 per student X 20 students = $7,368
4. Level 3- Young Tree Apprenticeship Phase - 12 Weeks X 10 hrs/wk (work)
= 120hrs X $9.21 = $1,105.20 per student X 13 youth = $14,368
Student Internship Benefits ($41,077 LB Funds) = $3,743 Benefits (LB Funded)
Social Security Medicare Worker's Total
-3.75% -1.45% Comp Benefits
-2.96% $3,352
$ 1,540.39 $ 595.62 $ 1,215.88 (WIA)
All Work experience compensation will be tracked via daily sign-in sheets and bi-monthly timesheets
(Please refer to Attachments 1, 2 and 3)
E.) OTHER:
1. VOCATIONAL TRAINING IN DIGITAL TECHNOLOGY (INSTRUCTION) = $72,450.00 WIA Funds
(Partner Service Provider: Rancho Santiago Community College District DMC/CTi)
COST CA
TEGORY DESCRIPTION AMOUNT
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Introductory Courses
Exhibit G
Graphics Design $100 per student x 20 students 2,000
Website Design $100 per student x 20 students 2,000
Scriptwriting $100 per student x 20 students 2,000
Video Production $100 per student x 20 students 2,000
Digital Music Production $100 per student x 20 students 2,000
Marketing $100 per student x 20 students 2,000
One-Month Review Sessions
Graphics Design $375 per student x 20 students: includes
instruction and materials 7,500
Website Design $375 per student x 20 students: includes
instruction and materials 7,500
Scriptwriting $375 per student x 20 students: includes
instruction and materials 7,500
Video Production $375 per student x 20 students: includes
instruction and materials 7,500
Concentration Courses
Website Design $560 per student x 10 students: includes
curriculum, trainer, materials, and
textbooks 5,600
Video Production $560 per student x 10 students: includes
curriculum, trainer, materials, and
textbooks 5,600
Digital Music Production Specialization
Digital Music $1,150 per student x 5 students: includes
curriculum, trainer, materials, and
textbooks 5,750
Marketin Specialization
Marketing $450 per student x 20 students: includes
curriculum, trainer, materials, and texts 9,000
777, 7 j 1, ile
Curriculum Development accelerated course design / preparation 4,500
TOTAL 72 450
II. VOCATIONAL TRAINING IN DIGITAL TECHNOLOGY (MATERIALS) = $45,954.48 IN-KIND
FUNDS
(Funds will be provided from CTV 3 Time Warner Cable Franchise Fee Funds)
HARDWARE
Discription Unit Cost Total
15 inch MacBook Pro (laptop) 5 $1,799 $8,995
Mac Pro 8-core (desktop) 1 $3,499 $3,499
Sony Model: HDR-XR150 Video camera 1 $550 $550
Sony Model: HVR-AIU Video Camera 2 $2,250 $4,500
Exhibit G
SD SanDisk 8 GIG Model: SDSDB-8192-All 5 $29 $145
Markertek Custom Mic Flag 2 $100 $200
Samson 5W875HQ7-N1 UM1 Handheld Wireless Mic 1 $199 $199
Boom Pole 3 $750 $2,250
Blimp for each Boom/mic 3 $325 $975
Directional Mic for Boom - Rode NTG-3 3 $725 $2,175
Hand Gun (handle) for mic 3 $125 $375
Wireless Mic Kit with (1) lavaliere mic transmitter &
receiver
4
$650
$2,600
Cables, connectors, and misc. audio supplies n/a $1,000 1,000
Production music library (buyout) 1 $1,000 $1,000
TOTAL $27,463
?y
Discription
Final Cut Express 5 $199 $995
Final Cut Studio 1 $999 $999
Adobe Creative Suite 6 $1,800 $10,800
Reference Textbooks 1 $2000 $2000
TOTAL $14,794
Subtotal $42,257
TAX (8.75%) $3,697.48
GRAND
TOTAL
$45,954.48
Exhibit G
Attachment D
Attachment D
Assurances & Certifications
Selected providers will be required to sign and submit "actual" assurances and certificates as
required by the City of Santa Ana and the Workforce Investment Board on all contracts.
I recognize that I must give assurances for each item below. If I cannot, this proposal will be
auyomatically rejected. Please initial each box.
I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as
the owner of this agency or business to submit this proposal.
We are not currently on any Federal, State of California, or local Debarment list.
We will provide records to show that we are fiscally solvent, if needed.
We have, or will have, all of the fiscal control and accounting procedures needed to
ensure that WIA funds will be used as required by law and contract.
We have additional funding sources and will not be dependent on WIA funds alone.
We do or will meet the applicable Federal, State, and local compliance requirements.
These i clude, but are not limited to:
ecords accurately reflect actual performance.
aintain record confidentiality, as required.
eporting financial, participant, and performance data, as required.
Comply with State and Federal fiscal and program activity audits.
omplying with Federal and State non-discrimination provisions.
eeting requirements of Section 504 of the Rehabilitation Act of 1973.
Meeting requirements of the American's with Disabilities Act of 1990. (submit attachment F)
Meeting all applicable labor law, including Child Labor Law standards.
gree to provide a drug free workplace.
Agree to insure the City of Santa Ana through General Liability Insurance and Automobile
Liability. Coverage in the amount of $1,000,000.00 policy.
Agree to provide all participants with Grievance Procedures.
Agree to insure proposer's employees through Workers Compensation Insurance
(:i uding part-time employees)
Procurement policies and procedures are in place and meet federal guidelines.
W will not:
lace a youth in a position that will displace a current employee.
se WIA money to assist, promote, or deter union organizing.
se 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
tope used for sectarian instruction or religious worship.
Use WIA funds for activities that would interfere with or replace regular academic
re uirements for eligible youth who are not dropouts.
U/3?e WIA funds to carry out programs funded under the School-to-Work Opportunities Act
094 unless the program(s) are only for youth eligible to participate under WIA.
Use Use WIA money under this contract to purchase any equipment.
I hereby assure that all
Le_
Name
the above are true.
, 4; Vv
Title
oclc'r 3-3D -?l
Date
33
Exhibit H
ADDITIONAL INSURED ENDORSEMENT
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy
# relating to the following:
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California
92702; its officers, employees, agents and volunteers are named as additional insureds
("additional insureds") with regard to liability and defense of suits arising from the
operations and uses performed by or on behalf of the named insured.
2. With respect to claims arising out of the operations and uses performed by
or on behalf of the named insured, such insurance as is afforded by this policy is
primary and is not additional to or contributing with any other insurance carried by or for
the benefit of the additional insureds.
3. This insurance applies separately to each insured against whom claim is
made or suit is brought except with respect to the company's limits of liability. The
inclusion of any person or organization as an insured shall not affect any right which
such person or organization would have as a claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be
canceled, or materially reduced in coverage or limits except after thirty (30) days written
notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana,
California 92702.
(Completion of the following, including countersignature, is required to make this
endorsement effective.)
Effective
Policy #
Issued to
this endorsement form as a part of
Named Insured
Countersigned by
Authorized Representative
Exhibit I