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HomeMy WebLinkAboutLiteracy Services Grant with City of South Pasadena_ <`'e" 1 l �O�Rn MEMORANDUM A DATE: September 15, 1998 TO: Mayor ayo City Council FROM: Kent Ross, City Librarian By: Janet Sporled , Assistant City Librarian SUBJECT: California State gran for literacy services at the Library to be administered by the City of South Pasadena Summary: On October 30, 1997, the Library Board voted unanimously to approve applying for California State Library literacy funding and contracting with the City of South Pasadena to manage the literacy program. On August 24, 1998, the California Library Services Board approved the grant and awarded $78,927 for fiscal year 1998/99 to .implement the proposed literacy plan of service. The Arcadia City Charter requires the City Council approve the receipt of the funds and the proposed contract with the City of South Pasadena, Discussion: The Library applied for a five -year grant from the State Library to fund a literacy program. The budget covers salary costs as well as funds for materials, office furnishings, equipment and programs. Year One of the grant provides us with 75% of the amount requested as the program will be not be operational the full fiscal year. There will be start-up time while staff is hired and equipment ordered. A full 100% of the amount needed for operations will be provided during Year Two and Three. In Year Four we will receive 75% of the grant request. Year Five the figure drops to 50 %. In subsequent years the State will provide matching funds for dollars raised privately from foundations, corporations, partnerships with other programs and /or City funds.We anticipate raising private funds to sustain the program during Year Four, Five and all subsequent years with grantwriting and fundraising efforts developed during the first three years of the grant. The City of South Pasadena currently has a well developed literacy program in place that has been funded by the State for the past five years. In the grant application we proposed contracting with the City of South Pasadena to administer our program. Their staff would bring an expertise that would greatly enhance our ability to provide a quality program. Policies and procedures for handling literacy funds are already in place. Coordinating administration and support expenses makes it possible to keep the overall costs down and to better coordinate service. The State is particularly interested in cooperative LASER 4f. /V. /' � � Page two Mayor and City Council September 15, 1998. efforts such as the one we have proposed. The one full -time and one part -time staff members involved in the program would be employees of the City of South Pasadena, however, the money awarded to Arcadia will be used solely for the Arcadia literacy program. There will be no co- mingling of funds. The finances for South Pasadena's literacy program will be managed separately. The South Pasadena Literacy Program is supported by SPARC, Inc. (South Pasadena Area Reading Center), a non - profit organization which is proposing to change it's name to SPARC, Inc. (South Pasadena Arcadia Reading Center). SPARC serves as a fundraising support group that provides funds for special needs not covered in the State grant and for operational costs after Year Five of the grant. It is through their fundraising efforts that the literacy program in South Pasadena will be able to continue beyond the five years covered by their original grant. SPARC's Board of Directors has met with representatives from the Arcadia Library Board of Directors, the Arcadia Public Library Foundation and the Friends of the Library to discuss the proposed collaboration. SPARC has asked that Arcadia be represented on their Board with six new members from the Arcadia community. They would then expand their efforts in support of literacy to include the Arcadia program. Attached is a copy of the proposed Joint Powers Agreement for Arcadia Public Library Literacy Services which would contract with the City of South Pasadena to administer the literacy program. The contract has been approved by the City Attorneys of Arcadia and South Pasadena. Fiscal impact: There is no fiscal impact to the City. After the grant expires in five years, the City may choose to contribute financial support to the program that would be matched with funds from the State but it is not required. SPARC, a non - profit support organization, will be working to raise the funds that will be needed to have the program continue after the five years are over. Recommendation: It is recommended that the City Council: 1. Accept $78,927 in grant funds from the California Library Services Board for literacy services in Arcadia for fiscal year 1998/99. 2. Approve the Joint Powers Agreement between the City of South Pasadena and the City of Arcadia and authorize the City Manager to sign after approval as to form by the City Attorney. Approved: 0!1 � 1 William R. Kelly, City Manager JOINT POWERS AGREEMENT FOR ARCADIA PUBLIC LIBRARY LITERACY SERVICES This Agreement for Arcadia Public Library Literacy Services ( "Agreement ") is made and entered into this I" day of July, 1998, by and between the CITY OF ARCADIA, a municipal corporation ( "Arcadia "), and CITY OF SOUTH PASADENA, a municipal corporation ( "Contractor ") collectively referred to as "the parties." WHEREAS, Arcadia has determined there is a need for a Literacy Services Program, and has determined it is in the best interests of the people of the City of Arcadia to provide these services by contract; and WHEREAS, it has been established that Contractor and its literacy services staff is specially trained, experienced and competent to render these services; and WHEREAS, sections 6500 et deq. Of the California Government Code authorize cities to enter into agreements for the joint exercise of common powers. NOW THEREFORE, it is mutually agreed between the parties as follows: 1. TERM The term of this Agreement shall commence July 1, 1998 and end June 30, 1999, unless earlier terminated as hereinafter provided. This Agreement may be terminated by either party by giving thirty (30) days written notice of intention to terminate. Payment to Contractor shall be made for services rendered through the date of termination, provided its performance has complied with the terms of this Agreement. 2. RENEWAL Arcadia will review Contractor's performance and the continuing need for services provided under this Agreement prior to June 30, 1999. The Agreement may be renewed on a yearly basis and subject to modifications agreed upon in writing by the parties. 3. PAYMENTS a) Arcadia shall pay Contractor for literacy services from funds it receives through the California State Library Grant as set forth in Exhibit A attached hereto and incorporated herein by reference. b) The State Librarian's award letter is the official notice of the California Library Services Act (CLSA) Grant Award. Conditions in the award letter are binding and must be followed in the implementation and conduct of the Literacy Services Program. The award letter includes the approved budget, which is the basis for all financial expenditure reports. c) Arcadia will pay Contractor twice per year following Arcadia's receipt of the CLSA Grant Award. Arcadia will mail payments to Contractor within thirty (30) days of Arcadia's receipt of the CLSA Grant Award. The CLSA Grant Award is disbursed to Arcadia approximately six weeks after the award letter issues and in January of each year. d) Contractor will deposit Arcadia's California Library Services Act Grant Funds in interest- bearing accounts with the understanding that interest earned on monies received in accordance with the California Library Services Act (Education Code 18700 et seq.) will be used to provide literacy services under this Agreement for the purposes annunciated in the California Library Services Act at section 18733 of the California Education Code. e) Arcadia shall disburse funds to Contractor in the amount of the payments received from the California State Library within (30) working days of receiving those funds. f) An Indirect Cost Detail of 8% will be paid to Contractor for general administrative overhead. This amount is provided for in the approved budget for the California Library Services Act Grant and will be deducted quarterly (July, October, January, April) by Contractor from the interest - bearing accounts specified in subsection d) of this section. g) Contractor shall deposit the Indirect Cost Detail of 8% in a separate interest - bearing account to be used only for Literacy Services for the South Pasadena Public Library. h) The total amount payable to Contractor for literacy services for Year 1 of the California Library Services Act Grant Award (CLSA) shall be $7380. The 8% for Indirect Cost Detail payable to Contractor will not exceed $7380 for the 1998 -1999 fiscal year. 4. DESCRIPTION OF SERVICES Contractor shall perform services to implement the Literacy Services Program as specified in Exhibit B attached hereto and incorporated herein by reference 2 5. DIRECTION AND ADMINISTRATION The services provided by Contractor shall be under the general supervision of the South Pasadena City Librarian, or her authorized designee, Literacy Services Coordinator hereinafter referred to as Administrator. The Administrator will report directly to the Arcadia City Librarian or his authorized designee, the Assistant City Librarian, The Administrator will also provide information on Literacy Services to the Arcadia Public Library Board of Trustees and Arcadia City Council as required by the Arcadia City Librarian or his authorized designee. The Administrator will report on the progress of the Literacy Services Program, monitor expenses and give monthly progress reports. 6. RECORDS Contractor shall maintain complete financial records regarding its use of Arcadia's California Library Services Act Grant Award funds. All such records shall be available for inspection by the designated auditors of Arcadia or the State of California during normal business hours. Contractor shall retain all financial records for four (4) years after the fiscal year in which funds were granted or such longer time, if necessary, until audit findings are resolved. Changes from one major budget category to another must be authorized in writing by the State Library, using a Budget Change Request Form (BCR- 53.CLC). Changes may be made by the Administrator within the Budget Category of Operations without written approval from the State Library. 7. REPORTS The Administrator will provide monthly reports to Arcadia. Copies of the quarterly reports and annual budget will be made available to Arcadia at Arcadia's request. Contractor will provide a year -end financial report of Contractor's operating costs and revenues relating to the Literacy Services Program no later than sixty (60) days after the termination of this Agreement. Said report shall be in accordance with generally accepted accounting principles. Carryover of year -end unobligated California Library Services Act Grant Funds is not permitted. Requests to use unexpended or unobligated CLSA funds beyond the approved time period of the Program as a no cost extension is prohibited under the terms of the grant. Unexpended funds must be returned to the State Library within sixty (60) days of the end of the fiscal year. 8. Indemnification A. Contractor hereby agrees to, and shall hold Arcadia, its elective and appointive boards, officers, agents and employees, harmless from any liability for damage to property or injuries to persons which may arise from Contractor's willful or negligent acts, errors or omissions or those of its employees or agents. Contractor agrees to and shall defend Arcadia and its elective and appointive boards, officers, agents and employees from any suits or actions at law or in equity for damages to property or injuries to persons caused, or alleged to have been caused, by reason of any Contractor's aforesaid willful or negligent acts, errors or omissions. B. Arcadia hereby agrees to, and shall hold Contractor, and its officers, agents and employees, harmless from any liability for damage to property or injuries to persons which may arise from Arcadia's willful or negligent acts, errors or omissions or those of its employees or agent. Arcadia agrees to and shall defend Contractor and its officers, agents and employees from any suits or actions at law or in equity for damages to property or injuries to persons caused, or alleged to have been caused, by reason of any of Arcadia's aforesaid willful or negligent acts, errors or omissions. 9. INSURANCE Contractor shall maintain in force at all times during the performance of this Agreement a policy or policies of insurance covering its operations in the amounts as hereinafter provided, which policies shall name Arcadia, its officers, agents and employees as additional insureds. Certificates and endorsements evidencing the maintenance of Contractor's insurance coverage shall be filed with Arcadia. Contractor's insurance coverage shall be filed with Arcadia. Contractor shall notify Arcadia in writing at least thirty (30) days in advance of cancellation or modification of any policy. Contractor shall maintain comprehensive liability insurance in the amount of $2,000,000 and Automobile Liability insurance in the amount of 51,000,000 to cover Contractor's employees (Literacy Services Administrator and Literacy Assistant) driving their own vehicles in the course and scope of their employment. 10. STATUS OF PARTIES Contractor shall, during the entire term of this Agreement be construed as an independent contractor and nothing in this Agreement is intended nor shall be construed to create an employer - employee relationship. Persons employed by Contractor shall not be deemed employees of Arcadia for any purpose nor shall Arcadia's employees be deemed employees of Contractor. 4 11. SUCCESSORS AND ASSIGNMENT This Agreement shall bind and secure the successors in interest of Contractor and Arcadia in the same manner as if such party had been expressly named herein. Neither party shall transfer any interest in this Agreement by subcontract, assignment, assignment or any other manner without written approval of the other party. 12. PARTIAL INVALIDITY If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions will continue in full force and effect without being impaired or invalidated in any way. 13. WAIVER The waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent, or any other right hereunder. 14. NOTICE Any notice provided for or permitted by this Agreement shall be given by depositing said notice in the United States mail, postage prepaid, and addressed to the following: Notice to CONTRACTOR Notice to ARCADIA CITY OF SOUTH PASADENA CITY OF ARCADIA Office of the City Manager Office of the City Manager 1414 Mission Street 240 West Huntington Drive South Pasadena, CA 91030 Arcadia, CA 91006 CC' City Librarian South Pasadena Public Library 1100 Oxley Street South Pasadena, CA 91030 cc: City Librarian Arcadia Public Library 20 West Duarte Arcadia, CA 91006 Notice to the ADMINISTRATOR Literacy Services Administrator Arcadia Public Library 20 West Duarte Arcadia, CA 91006 5 Notices will be deemed communicated as of the day of receipt or the fifth day after mailing, whichever occurs first. 15. NON - DISCRIMATION Services rendered under this Agreement shall be rendered without discrimination on the basis of race, color, religion, national origin, sex, or ancestry. Contractor shall not employ discriminatory practices in employment of personnel, assignment of accommodations, or in any other respect, on the basis of race, color, religion, sex, national origin or ancestry. 16. ENTIRE AGREEMENT OF THE PARTIES This agreement supersedes any and all agreements, either oral or written, between the parties with respect to the rendering of services by Contractor for Arcadia and contains all the representations, covenants, agreements between the parties with respect to the rendering of those services. 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 contained in, or specifically identified in, this agreement will be valid or binding. Any modification of this Agreement will be effective only if it is in writing signed by the party to be charged. 17. ATTORNEY'S FEES If any legal action, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable attorney's fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. 18. COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument. 19. GOVERNING LAW This Agreement will be governed by and construed in accordance with the laws of the State of California. IN WITNESS WHEREOF, the parties hereto have here unto subscribed their names the day and year above written. CITY OF ARCADIA By: William Kelly, City Manager CITY OF SOUTH PASADENA By: Sean Joyce, City Manager APPROVED AS TO FORM: City Attorney /City of Arcadia DATE City Attorney /City of South Pasadena EXHIBIT A BUDGET CALIFORNIA LIBRARY SERVICES ACT GRANT/YEAR 1 (Received by ARCADIA for Literacy Services for the Arcadia Public Library) ENDIRECT COST DETAIL, (Deducted quarterly by CONTRACTOR for administrative services.) $73,,489 5,.438 "See attached for CLSA Budget pale that supports Literacy Plan of Service S U5 '27 15 U1 tAA 5164476U5U AX- .AI)IA 1'Lb Lib California Library Services Board MARY- coURis RUIWING (916) 651-0266 .•� P.O. BOX 9428Z7 °•c,o ,.. $ACKAMENtQ, CA 94237 -0001 August 24, 1998 .treat Ross, Director Arcadia Public Library 20 W. Duarte Road Arc:adia, CA 91006 - 6999 Dean Mr. Ross: I am pleased to inform you that Arcadia Public Library has been granted financial 2Ssi,'mnCe for the 1998199 fiscal year for participation in the California Library Literacy Service (CLLS) program in the amount of $78,927. 1 enclose the approved CL Budget page that supports the Literacy Plan of Service. Be sue to plan for the increasing local role e)qx - tcd in this program. Under the provisions of the CLLS, the Stare's financial support declines in years four and five. After the fifth year the Stat~ is authorized (con&ztgent upon availability of funds each year) to provide up to a doUar- for -dollar match for funds raised locally. You will soon receive reporting pcocedures and mast.rs of reporting forms for u�: during the 1998199 fiscal year. All Quarterly Reports niust be filed in original plus one copy within thirty days of the end of each quarter. I enclose a uraster (for duplicating) of the Budget Change Request form to be used if changes in the approved CLSA budget should become necassarv. Plra.<e call Carole Talan, Literacy Specialist, to discuss proposed changes before sdbmitting Budget Char:g� Requests in writing. Worlsbops to train new literacy coordinators will be held on December 2 (North), and December 4 (South). CALPEP (the California Adult Learner Progress Evaluation Process) should be used for Iearner assessment soon after instruction of each learner begins, amd again each 'December and June. Quamrly reports must be submirtrd on time to assure payments. by the California State. Library. - I encourage your library's participation in the nearest regional library literacy network. Plaasa contact Carole Talan, Literacy Specialist, at (916) 653 -8032 if you have questions or require assistance in your literacy activities. Welcome to the California Literacy Campaign`. Yours Sincerely, o Ar.vain Starr, Chief Executive Office. California Library Services Board Enc. d :,use ',)ds!jw\I.it'�cusne98.te_ EXHIBIT A BUDGET CALIFORNIA LIBRARY SERVICES ACT GRANT/YEAR 1 $71,447 (Received by ARCADIA for Literacy Services for the Arcadia Public Library) INDIRECT COST DETAIL 7,380 (Deducted quarterly by CONTRACTOR for administrative services.) *See attached for CLSA Budget page that supports Literacy Plan of Service I OS.— i 95 15:01 FAX 4 3 ?S0 u ARCADIA PL'B LIB 4 002 CLSA Program budget Request for California Library Literacy Service Programs Fiscal Ycar 1998/99 Arcadia Public Library e Name of Library May 5, 1993 4rary Director Sim re Date , OiCwrrctedlamended coav (column b).Ur 3`* - *Jul y 15. 1998 C:\U.S ers"I racykc Lx 46.198 2 : Fvi- 46APP.PG2 M (a) (b) (c) Total Approved CLSA Budget Budge CLSA Estimated o pitted by CSL) Categories Budget Other Yearly �► Request Bucgec Budget Offt IWQWINRW (a + b) Kevin Start 1. Personnel 69,250 69,250 S 51,938 (Inc. Benefits) 2. Library 3,000 + 500 3,500 g 3, 000 Ivlaterials 3. Operations 10,500 10,500 21,000 I 9 ,031 i Total (3a -3) 3a. Contract 1,000 1,700 750 Services 950 950 713 b. Travel 3c. Office 850 f 850 638 Suo lies ` i 2, -00 2 , 5 00 2,500 3d. PrintLag 1 3e.lrstl-uct?onal 2,200 ( 500 2,700 2,200 Resources f 3f 3,000 3,0Q0 2,250 Ccmmunlcations 10,000 I 10,CrJ0 3 °. Other MOO 9,500 S 9-500 4. Equi went 7,380 7,380 i 5,438 5. Icdircct 599,630 5 11, 003 S110,630 $ 78,927 6. TOTAL I C:\U.S ers"I racykc Lx 46.198 2 : Fvi- 46APP.PG2 M EXHIBIT B CONTRACTOR/CITY OF SOUTH PASADENA shall provide literacy services to CITY OF ARCADIA for the term of the Agreement for Arcadia Public Library Literacy Services as follows: Literacy Services • Administrator/Literacy Services Program Coordinator will plan, organize and direct the work of the Arcadia Public Library Literacy Services for the City of .Arcadia, under the direction of the Arcadia Public Library City Librarian or his authorized designee, which includes the Administrator. The Administrator will be the liaison between Arcadia and Contractor. Services may include, but are not limited to: • Plan, coordinate the adult literacy program for Arcadia Public Library. • Develop and manage meetings and promotional activities for the literacy program. • Develop volunteer program and related recognition activities. • Build a wide base of community support for Literacy Services. • Supervise, train and evaluate both paid staff and administrative volunteers. • Recruit clients and counsel them as to available and appropriate programs. • Recruit, assess and match adult learners with tutors. • Recruit, train and monitor progress of volunteer tutors. • Coordinate tutor orientations and training. • Maintain statistical records and volunteer hours (instructional and non - instructional). • Work effectively with other major agencies involved in training and assessment activities. • Participate in network of literacy organizations locally, regionally and state wide. • Select curriculum materials for adult learners and tutor's use. • Develop and acquire materials for a Library Literacy Collection. • Offer supplementary workshops and in- service programs for learners and tutors. • Report in written form on a monthly basis as to the status of Literacy Services to the Arcadia Public Library City Librarian or his chosen designee. • Speak to community groups. • Plan and implement a public relations campaign for tutor and adult learner recruitment. • Participate in public events. • Prepare required State Library quarterly reports. • Seek funding from sources other than the State Library. • Research and prepare grants. • Develop and implement fundraising and public relations strategies. • Coordinate literacy services for the literacy coalition comprised of the Arcadia Public Library and South Pasadena Public Library. Plan, coordinate, and implement the overall goals and objectives of the Arcadia Public" Library and the South Public Library literacy programs.