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HomeMy WebLinkAboutJoint Powers Agreement for Literacy Services with City of South Pasadena LibraryCITY OF SOUTH PASADENA 1414 Mission Street • South Pasadena • California 91030 TEL (626) 403 -7230 • FAX (626) 403 -7211 OFFICE OF THE CITY CLERK August 23, 1999 Kent Ross City Librarian City of Arcadia 20 West Duarte Road Arcadia, CA 91006 AU6 l 1 PP cITY OF ARCADIA , 07Y MIFRK RE: JOINT POWERS AGREEMENT FOR ARCADIA PUBLIC LIBRARY LITERACY SERVICES Dear Mr. Ross: The South Pasadena City Council approved the renewal of the Joint Powers Agreement for Arcadia Public Library Literacy Services from July 1, 1999 to June 30, 1999 at its regular meeting on August 18, 1999. Enclosed please find a copy of the executed agreement for your records. Sincerely, J annine A. Gregory Q City Clerk Enclosure cc: South Pasadena City Librarian JOINT POWERS AGREEMENT FOR ARCADIA PUBLIC LIBRARY LITERACY SERVICES This Agreement for Arcadia Public Library Literacy Services ( "Agreement ") is made and entered into as of I' day of July, 1999, 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 es 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, 1999 and end June 30, 3000, 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) 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 57,085 The 8% for Indirect Cost Detail payable to Contractor will not exceed. 57,085 for the 1999 -2000 fiscal year_ 4. DESCRLPTION OF SERVICES Contractor shall perform services to implement the Literacy Services Program as specified in Exhibit B attached hereto and incorporated herein by reference 5. DIRECTION AND ADMi TNISTRATION 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 reasonably 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. 3 S. 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 52,000,000 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. Arcadia 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 Contractor, its officers, agents and employees as additional insureds. Certificates and endorsements evidencing the maintenance of Arcadia's insurance coverage shall be filed with Contractor. Arcadia's insurance coverage shall be filed with Contractor. Arcadia shall notify Contractor in writing at least thirty (30) days in advance 4 of cancellation or modification of any policy. Arcadia shall maintain comprehensive liability insurance in the amount of 52,000,000 and Automobile Liability insurance in the amount of 51,000,000 to cover Arcadia'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. Arcadia shall, during the entire term of this Agreement to 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 Arcadia shall not be deemed employees of Contractor for any purpose nor shall Contractor's employees be deemed employees of Arcadia. 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 parry 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 Nfanager 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 1 Notices will be deemed comrnunicated as of the day of receipt or the fifth day after mailing, whichever occurs first. 15. NON- DISCRLNfATION Services rendered under this Agreement shall be rendered without discrimination on the basis of race, color, religion, national origin, sex, age, disability 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, age, disability, 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 othertivise 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. 7 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 — e By:_ qA Sean Joyce,, City Manager DATE A t 0, l DATE Vii- Y' - r7 APPROVED AS TO FORiN1: City Attorney ity of Arcadia J0. y , torney/City of South Pasadena 5 EXHIBIT A BUDGET CALIF'ORNLA, LIBRARY SERVICES ACT GRANT/YEAR 2 581,484 (Received by ARCADIA for Literacy Services for the Arcadia Public Library) INDIRECT COST DETAIL 7,085 (Deducted quarterly by CONTRACTOR for administrative services.) Total grant amount for 1998/99 (year 1) S88,569 *See attached for CLSA Budget page that supports Literacy Plan of Service CLSA Program Budget Request for California Library Literacy Service Pro. ams Fiscal Year 1999/00 ARCADIA PUBLIC LIBRARY Name of Library C L S.1- -1 6.P0S May 21, 1999 - ibrary Dire or ignature Date (a) (b) (c) Total Approved CLSA Budget Budget CLSA Estimated (Completed by CLSA) Categories Budget Other Yearly Request Budget Budget (a + b) Dr. Kevin Starr 1. Personnel (Inc. Benefits) 68, Soo 6 8, 500 2. Libra smear 1000 1000 I I 'Materials 3. Operations Total (3a -3g) 12,984 1000 13,984 )a. Contract Ser vices 1117 1117 3b. Travel 101.7 1017 3c. Off Supplies 1200 1200 3d. Printing 3000 ( 3000 3e. Instructional Resources 4 300 4 3 0 0 3f. Communications 2350 2 X00 500 3Q. Other _ —0— C L S.1- -1 6.P0S SPAJ South Pasadena - Arcadia Reading Centers, Inc. - A literacy partnership of the Arcadia and South Pasadena Public Libraries - CLSA PLAN OF SERVICE 1999 - 2000 ARCADIA PtiBLIC LIBRARY May 21, 1999 Contact person: Dena Spanos - Harkey Arcadia Public Library 20 West Duarte Road Arcadia, CA 91006 (626) 294 -4807 ®20 West Duarte Road, Arcadia, CA 91006 ,r(626) 294 -4807 ,✓ (626) 447 -8050 TABLE OF CONTENTS 1. Plan of Service Abstract 2. Budget Request 3. Indirect Cost Detail 4. Plan of Service Narrative ;. Local Resource Development Goals Payment Claim Form CLSA California Library Literacy Service PLAN OF SERVICE ABSTRACT (CLSA -46 page 1) 1. Library Name: ARCADIA PUBLIC LIBRARY 2. Address: 2 0 West Duarte Road Ar c a dia, California 91006 3. Contact Person: Dena Spanos- Hawkey (denash @earthlink.ne 4. Telephone No ( 2 6) 294-4807 5. Electoral District(s): Assembly: _ 59th District 2 State Senate: 9th District 6. t of FTE in literacy program: ^ 1. 5* 7. Principal Outcomes: Number of Adult Learners To Be Served Number of Tutors To Be Trained Number of Library Branches Included Goals 75 -100 50 -75 -0- 8. Proposed Program Operating Budget CLSA Request: 88, 569 Other Revenues: $ 8,000 TOTAL: $ 96,569 9. Signature Library Dire for K t Ross 10. Date: May 21, 1999 *in process of hiring 1 part -time staff member c: t users 1 Lds l j w i literacy l clls -pos. 990 12 CLSA Pro ram Budget Request for California Library Literacy Service Programs Fiscal Year 1999/00 ARCADIA PUBLIC LIBRARY --- Name of Library CLS_�- 46.POS May 21, 1999 " ibrary Dire or ignature Date (a) (b) (c) Total Approved CLSA Budget Budget CLSA Estimated (Completed by CLSA) Categories Budget Other Yearly Request Budget Budget (a + b) Dr. Kevin Starr 1. Personnel (Inc. Benefits) 68,500 6 8, 5 0 0 2. Library Zsea 1000 1000 1 Materials Operations 12, 984 1000 13,984 j 3, Total (3a -3¢) 3a. Contract Services 1117 1117 3 b. Travel 1017 1017 3c. Office Supplies 1200 1200 _ 3d. Printin4 3000 3000 3e. Instructional Resour 4 300 4 3 0 0 3f. Communications 2350 2 500 500 3Q. Other -o- CLS_�- 46.POS C;SA 47.1 it Indirect Cost Detail 8% Arcadia Public Library The City of Arcadia requires an 8% Cost Detail to cover the contractual agreement for Adult Literacy Services with the City of South Pasadena in order to cover general administrative overhead. This would include the time of the Finance Director, the Personnel Records Clerk, the purchasing staff and assorted financial staff to establish and maintain accurate accounts, and to manage the grant award. 1999/00 CLLS PLAN OF SERVICE NARRATIVE CLSA -46B Library Name ARCADIA PUBLIC LIBRARY 1. Integrating the adult literacy program into ongoing services and operations The literacy program in Arcadia has the cooperation and enthusiastic support of the City Librarian, the Assistant City Librarian and staff. The staff is kept informed of literacy activities, progress and events. The literacy program has become an integral part of the library team that serves a culturally and economically diverse population in the greater Arcadia area. The program got off to a slow start due to the delays in passing the State budget and the delivery and installation of equipment and furniture which were out of our control. The Library staff was helpful in facilitating the process of setting up the office and the literacy collection. The Library made available in -kind services of telephone /fax, online services, xeroxing, materials, and computer technical assistance. The literacy program was immediately embraced into the day to day operations of the library under the leadership of the City Librarian and Assistant City Librarian. Literacy is an agenda item at the monthly Library Board of Trustees meeting. The Literacy Coordinator is invited to make presentations to the Library Board of Trustees and the Friends of the Library meetings. • The City Librarian, Kent Ross and Assistant City Librarian, Janet Sporleder are members of the non - profit literacy SPARC (South Pasadena - Arcadia Reading Centers, Inc.) Board. Past and present Arcadia Library Board of Trustee members also serve on the Board. » Literacy computer is networked into the city. Computer technician is available to assist in setting up computer and software and provides ongoing technical support. • City Manager /City Council receives the monthly literacy report in their packet. • Literacy Coordinator attends staff meetings and other in- service activities for library staff. • The literacy program has increased volunteer participation at the library. • Staff is very helpful in helping tutors and adult learners find space to tutor. • The Friends of the Arcadia Public Library Bookstore regularly donate books for our adult learners such as dictionaries, workbooks and thesauruses. • All adult learners routinely apply for library cards. They are also given a library tour and introduced to the Literacy Collection. • Adult learners with young children are always given information on the excellent children's programming at the library. • Staff refers library patrons in need of literacy instruction to our office. • The literacy office space is in a visible area next to the reference desk. • The Literacy Collection is in a prominent and visible place near the study rooms. It has plenty of space to expand the collection. • Literacy office provides the reference staff with a referral list for ESL and other social service agencies requested by patrons. • Library staff continues to efficiently process and catalog the literacy collection. • Literacy staff supports and attends library events. Literacy Coordinator is a member of the Friends of the Arcadia Public Library. PLAN OF SERVICE - ARCADIA • Coordinator has invited the Assistant City Librarian and Children's Librarian to the East San Gabriel Valley Health Council meetings to network and share information on library services with other agencies in the area. • Staff shares resources and expertise. Staff also helps with set -up for workshops, booking study rooms, conference and community rooms. • Literacy program is included in library and city publications. • The local public access channel regularly broadcasts a variety of literacy videos and PSAs. • Several staff members volunteer as literacy tutors, assist with Families for Literacy and other literacy events. Coordinator recognizes staff assistance in monthly reports. • Staff members have made financial contributions to the literacy program. Literacy volunteers are honored at Library Board of Trustees or Friends volunteer recognition events. w Assistant City Librarian, Janet Sporleder was instrumental in acquiring a 500 grant award from the Ed and H Pillsbury Foundation for literacy collection development. Several library staff members have volunteered to assist with the "Rummage for Readership" yard sale in June. The library provides space for ESL small class instruction. ?. Recruiting a) Recruiting adult learners • PSAs and literacy videos are broadcast on the public access channel • Non- profit ads are run in the weekly PennySaver. We have enormous success with these ads. The majority of our adult learners come from these ads and word of mouth. • Flyers distributed at local food banks, schools, churches and social service agencies. • Literacy 1 -800 -READ referral hotline • Articles in local newspapers • Flyers in the library • Referrals from family, friends, other learners and agencies • This year (1999/00) we will use water bill inserts to promote the program to target a wider audience. • Mailed letters of introduction about literacy services to area agencies, schools, civic leaders, service clubs and businesses. • Network with local agencies such as Career Partners, Women at Work, Baldwin Park and Monrovia Adult Schools, Arcadia Health Council, and California Literacy • Word of mouth Recruiting adult learners has been very rewarding. It is a slow process, but we are seeing more men and native English speaking non - readers. Having two volunteers managing ESL small class instruction on site at the library has also been very helpful in providing services to accommodate everyone in need and make the appropriate referrals. We are reaching our target audience more quickly than anticipated. The most recently recruited adult learners are all working very hard and slowly becoming new readers. For beginning readers the tutors use a combination of Laubach 1, KET /Learn to Read videotapes and language experience. The tutors are attacking their tutoring project with a zeal that is incredible. I want to share a few quotes from their progress reports. PLAN OF SERVICE - ARCADIA Tutor Melissa with adult learner, Danny: "Danny's son wrote a composition about "A Hero. "Danny was the subject of his son's work, and Danny was understandably proud His ivife had to read the paper to him, but he's gaining the confidence that he will soon be able to read for himself. Also Danny recognized the words `Apple Valley' while driving and it )vas very e_vcitin -for him!" Tutor Anita with adult learner, Robert: " He is doing great! As you know Robert is very anxious and this is a major reason for his success. We highlight or underline the words in the stories he has trouble with. Those words go on a, bright florescent index card which he adds to his stack of learning words,(there must be szxty already). Robert printed his first letter to his brother, Roy. He has received letters from his brother, but could never write back." Tutor .Janet and new reader, Angel: The book you sent her suggesting cursive was enough to send her into a frenzy of changing from her regular printing to lovely written exercises filling pages with words and phrases from her workbooks." Recruitment of adult learners is a slow, deliberate process. Getting them from the initial phone call to an appointment is the largest hurdle and sometimes takes months of nurturing the relationship and building trust before they will walk into the office. The majority find out about our program through word of mouth, referrals from agencies or the PennySaver. b) Recruiting tutors Developed job description literacy tutors • Individually interview each potential tutor Offer tutor information nights and training as needed • Work with RSVP (Retired Senior Volunteers Program) • Feature articles on literacy in local press 41 Advertise in Los Angeles Times Involvement Opportunities column • PennySaver non - profit ads • Volunteer recruitment flyers at libraries • Public speaking to service organizations • Referrals of tutors from California Literacy • Ongoing public relations campaign • Word of mouth Finding tutors available during the day to accommodate learners who work at night or have family concerns in the evening is difficult. I have a plethora of tutors available in the evenings, but only a handful of tutors for the day. I will contact RSVP, the Retired Teacher's Association and women's clubs. I will also place flyers at the Senior Centers and place ads in Senior publications. c) Volunteers to support the literacy service in other ways • The literacy program has an active and supportive non - profit SPARC Board of Directors. All members have a deep commitment to literacy. They generously give of their time, expertise, fund - raise, make in -kind and monetary donations, and advocate on behalf of our program. • Tutors and adult learners volunteer to help in our Families for Literacy program. • Volunteers provide our small group instruction ESL classes. No State literacy funds are used for these classes. PLAN OF SERVICE - ARCADIA Volunteers provide our in- service training and workshops • Volunteers assisted with the pick -up of donated books in the Starbucks book drive. • Volunteers collect new and gently used books for our adult learners. 3. Training a) Tutors • Tutor training is scheduled quarterly and is held on -site at the library. When tutor response is low, tutors are sent to neighboring programs for training. • The Literacy Coordinator individually meets and works with tutors to develop a learner directed approach, so that the methods of instruction are creative, flexible and personalized, to meet the needs of their learner. • Tutor training tapes along with in- service workshops are used to supplement the tutor training. • The Coordinator is available to assist and provide additional resources and ideas. • The Literacy Collection has a variety of training tapes for literacy tutors to check out. • The SCLLN (Southern California Library Literacy Network) provides an excellent newsletter, The Tutor F-chan -e. It is mailed quarterly to all our tutors. • We notify our tutors of upcoming video tele- conferences, workshops and conferences in Southern California. b) Learners • Learners are encouraged to attend California Literacy Conference. • Workshops such as WriteRi,ht and Erase Your _11ath Phobia etc. will be offered throughout the year. • CD -roms, audio and video tapes are available in the Literacy office resource center. The literacy collection has a wide variety of audio /video, CD -roms, and books for adult learners to use to supplement their tutoring sessions. • The Literacy staff is always available to assist with finding appropriate materials. • Staff will substitute tutor when tutors are sick or on vacation to insure learners don't lose their momentum. • A TV /VCR is available for students to use independently or with their tutors in the Literacy office resource center. c) Training of library staff, community coalitions, neighborhood partners and others • Literacy information nights are offered as a way to inform tutors, as well as neighborhood and community partners and staff about literacy. • An annual in- service workshop on learning differences is offered by Bud Pues of California Literacy. This workshop is attended by the general community, tutors, and adult learners. • All our trainings, workshops and in- service programs are posted on OTAiN /SCLLN Roundtable. FIyers are sent to all neighboring literacy programs, local schools, churches and agencies. • Press releases are sent to the local newspapers on upcoming events and workshops. PLAN OF SERVICE - ARCADIA • South Pasadena and Arcadia Rotary Clubs would like to hold a joint fundraiser to benefit the literacy program. Advertise for job specific volunteers, (such as editor of newsletter, office assistant) in Los Anaeles Times Involvement Opportunities and local newspapers. We will also post these volunteer job opportunities on corporate, college and high school bulletin boards. S. Tutoring: instructional activities and how they will be carried out • Tutors may use the library study rooms or tutoring space in the Literacy Office. Tutors are required to meet for no less than 1.5 hours each session. Many tutors meet longer than 1.5 hours and others meet more than once a week. When tutors leave town and continuity is imperative, literacy staff will substitute tutor. • In- service training is regularly offered for both tutors and learners. • This year we have introduced "peer tutoring." One of our adult learners is co- tutoring a new reader. The adult learner tutor receives support and suggestions for lesson plans from the coordinator and the lead tutor. • This year, we would like to start an adult learner "reading club" that would meet once a month. We have not experienced success in previous years due to the variety of work schedules and child care conflicts, but will try again. 6. Coalition building: building working partnerships with other organizations such as employers, churches, literacy service providers, health and human services, service groups, and local decision makers for joint activities and support of your literacy services The Arcadia Public Library Literacy program works closely with local adult schools, Unified School Districts and Head Start /Healthy Start to encourage referrals of potential adult learners. The Literacy program continues to nurture relationships with the Friends of the Library and the Library Board of Trustees, not necessarily for funding, but to keep them informed of literacy issues and adult learner progress. The Coordinator includes in all her reports a section titled "Success stories" and it is very well received. Statistics and management issues are all necessary, but what individuals want to know is how it has impacted lives. Literacy programs need enthusiastic support and advocates willing to go, out into the community and speak out on our behalf. When non - employees advocate and talk up the program it helps build a strong foundation of support. We continue to work hard at developing alliances with local religious and social services to build a base for referrals and free or reduced cost services, such as optical care and glasses, testing for learning differences, legal services and mental health and employment counseling. These agencies include local churches, food banks, Foothill Unity Center, Santa Anita Family Services, Infoline, Women at Work, Welfare Department, and Career Partners. We are building relationships with Santa Anita Race Track, Santa Anita Fashion Park Nlall, Arcadia Methodist Hospital and hotels to see if they would be interested in workplace literacy or ask them to provide space for employees to meet with tutors on site. If that isn't possible, we are asking them to place our information (flyers, bookmarks) for adult learner and tutor recruitment in their staff rooms and human resources departments. The nurturing of coalitions and alliances benefits our clients and opens a variety of services and opportunities we could not afford to otherwise provide to our adult learners. PLAN OF SERVICE - ARCADIA d) Literacy staff • All literacy staff are trained and certified as tutors in literacy and ESL. • Literacy staff attends a variety of workshops and in- service training related to management, computer skills, literacy instruction, volunteer management, media relations, and grant writing. 4. Matching a)Tutors and learners • Matching of tutors and adult learners is done with great personal care given to individual characteristics and needs. From past experience, we have found student success is dependent on the relationship with the tutor. • Tutors are recruited, trained and matched as soon as possible. We maintain a tutor waiting list in order to make the matches happen quickly and efficiently. When a match is made and confirmed, tutors are given a packet including instruction manuals, skillbooks and other resources and teaching aids that are individualized to each learner's special needs. • The literacy office has teaching aids, manipulatives, games, video and audio equipment for tutors and learners to use during their time together. • Literacy staff check with the tutor each month, or more when necessary. The tutors are encouraged to use the library literacy shelf and office resource centers for supplemental materials. b) Coalition participants and tasks • SCLLN is a rich resource for networking and partnering in Southern California. This fall, SCLLN is sponsoring a tutor conference for literacy tutors in Southern California. SCLLN also provides opportunities for public relations and promotion through joint ventures. The Coordinator serves on the joint ventures committee. • The 1- 800 -READ literacy hotline managed by the County of Los Angeles Public Library assists in referrals of tutors and learners in our area. • California Literacy is a resource for training, information, and referrals. They also hold a literacy conference which many of our learners and tutors attend. • The San Gabriel Valley Literacy Council provides us with ESL training and ESL tutors for our library ESL programs. • The Literacy Coordinator will become a member of CLA (California Library Association) in order to join the Literacy Roundtable and participate in helping make the connection between libraries providing literacy services stronger. • Continue to nurture the relationship between the Rotary Clubs and literacy for joint fundraising, in -kind donations of goods and services and recruitment of volunteers and referrals of potential clients. c) Other volunteers with tasks to strengthen your literacy services • This year the SPARC Board will create an ad -hoc committee to work on fundraising events. PLAN OF SERVICE - ARCADIA • The San Gabriel Valley Literacy Council provides our ESL volunteer tutors and ESL training. This partnership has allowed us to expand our services at no cost to the program. • The Arcadia Coordinating Council provides an information network of politicians, agencies, community volunteers and activists. The organization meets monthly. • Information on our literacy program is regularly mailed to our local, county and state politicians. • The San Gabriel Valley Health Council brings together a group of service providers which allows us to make valuable contacts to provide ancillary services to our adult learners for free or at a very low cost. • The Coordinator is presenting a Stress Management workshop for adult learners at the Baldwin Park Adult School and Literacy Resource Center in May, 1999. The conference is free and open to our adult learners. • DOVIA (Directors of Volunteers in Agencies provides resources and information regarding volunteer opportunities and educational workshops. • The Arcadia Methodist Hospital Continuing Education program has free health classes our adult learners may attend. In addition, they post our flyers and refer potential adult learners to our program. • We are working on finding the appropriate contact for referrals of employees from the back stretch at the Santa Anita Race Track. We could potentially offer on -site tutoring to their employees. A SPARC Board member is helping make this contact. • The Coordinator is a member of the LA Literacy Network, California Literacy, SCLLN, DOVIA, and CLA. Communication tactics to publicize and promote literacy program in community • TV /radio PSAs (locally through KPCC and regionally through SCLLN, LA Literacy Network and California Literacy promotions. • 1 -800 Literacy referral hotline • Regular press releases and feature articles in local print media • Public speaking to service clubs, churches, professional and business organizations • Resume publishing the SPARCplug bi- annual newsletter • Member of the PIRATES (Print Interactive Radio and Television Educational Society) • SPARC will participate in "Non- Profit Profiles" co- sponsored by PIRATES and KPAC (Pasadena Community Access Corporation). A profile on SPARC will be videotaped and the programs will be made available to cable households in the area. This service is free. • Flyers, brochures and bookmarks are placed in the library, city hall, and local agencies and businesses. • Letters of introduction have been mailed to local agencies, schools, service and business organizations. Follow up calls will be made. • Community events such as poetry readings, author book signings will be held to promote literacy. • Sources for referrals are regularly sent flyers promoting the program. PLAN OF SERVICE - ARCADIA S. Plannina and evaluation: results and effectiveness of activities described in the Plan of Service • The literacy program purchased Literacy Pro Software to help with more efficient maintenance of records, statistics and student goal setting and progress. • The CAL -PEP test is given in the initial interview with adult learners. Tutors are then asked to give the test bi- annually (December and June). Tutors resist the CAL -PEP after giving it the second time. We are able to glean more consistent and reliable information from tutor monthly reports and exit interviews about adult learner achievements and setting and meeting goals. • Conduct exit interviews with adult learners and tutors either in person or by telephone. • Use tutor monthly reports for specific details of progress, achievements and problems. 9. Resource development: development of financial and human resources for ongoing literacy services • Increase data base contact /donor list to include not only Arcadia and South Pasadena, but also include Monrovia, Duarte, El Monte, San Marino, Sierra Madre and La Canada. This information may be used for tutor and student recruitment and referral, in -kind donations, fundraising and general promotion of literacy issues in our area. • The Coordinator completed the week long Grantsmanship Training hosted by the Grantsmanship Training Center of Los Angeles. We will continue to research and apply for grants, especially those that offer core operating funds. • The literacy program is supported by a non - profit Board of Directors that enthusiastically support library literacy services. Arcadia and South Pasadena community leaders serve on the Board. All money raised by the Board benefits both libraries. Most of the money is in growth accounts for the future and not spent on day to day operations_ ® Educate SPARC Board members on Iiteracy issues to more effectively communicate our mission. • Continue to foster relationships with local, regional and state policy and decision makers. • Continue to build and develop relationships with local and regional service groups. • Be knowledgeable about what motivates individuals and groups to donate time and money. Be able to fulfill the "what's in it for me ?" "Hgiat's in it for me" may mean publicity, recognition dinner, awards, small token gifts, plaques, proclamations or personal notes of appreciation for the groups, individuals, volunteers, staff, corporations, foundations or others who help our literacy program. • A donor envelope is included in mailings of our newsletter. • Hold annual non - events like the Fun Un -Run. • Maintain and develop new relationships with local corporations for in -kind and financial contributions. • SPARC Board will continue to hold fundraising events. Coming up soon is the Rumma e for Readership yard sale. • Local Rotary Clubs are planning to hold a joint fundraiser to benefit literacy nest spring. • Print a second expanded edition of the SPARC publication, "Kid's Play" and market it to raise funds. PLAN OF SERVICE - ARCADIA 10. Collaboration: Library Literacy partnership between the cities of Arcadia and South Pasadena The Arcadia Public Library literacy program works in partnership with the South Pasadena Public Library (6` year of literacy service). This has allowed us to provide expanded, more efficient services through inter - library sharing of ideas, information and expertise. The partnership has infused new excitement, a larger territory, and a greater population to draw upon for adult learners and tutors. It is a way to provide seamless literacy services in our area. The literacy collaboration has the full support of both South Pasadena City Librarian, Terri Maguire and Arcadia City Librarian, Kent Ross and Assistant City Librarian, Janet Sporleder. (All three serve on the SPARC Board of Directors.) Arcadia and South Pasadena City Councils unanimously approved the literacy partnership in October, 1999. The Arcadia Public Library contracts with the City of South Pasadena for Adult Literacy Services. This avoided any major delays, since the policies and procedures for handling literacy funds were already in place. The CLSA money awarded to Arcadia Public Library is solely used for Arcadia. There is no co- mingling of funds. The close and collaborative interaction with the currently existing program in the South Pasadena Public Library is integral to our proposal. The two libraries will continue to work closely together over the next 6 years to strengthen the bonds between the two programs with the enthusiastic and continuing financial support and advocacy of the SPARC Board of Directors. The programs will share in common those items which make the most economic sense; yet hold complete and distinct the mission, political base and independent spirit and character of each community's program. Our goal, under the leadership of the Literacy Coordinator is to make literacy services in the San Gabriel Valley an essential library service that will have a wide inter -city base of support. We want to provide seamless library literacy services without walls or borders to multiple city jurisdictions under one umbrella. The inter - city /library collaboration is a strong argument for future funding from foundations to provide core operating funds when state funds and diminish. A larger service area also provides a wider base for tutor and learner recruitment, as well as increased funding sources for private and corporate support. 11. The future: 2000 and beyond The long range goal is to evolve into a program where ongoing expenses can be shared with other library jurisdictions. The library literacy collaboration between South Pasadena and Arcadia will in the future provide savings for both jurisdictions by establishing the framework to jointly fund project management staff, purchase supplies, and provide training and resources. Recently, the City of Monrovia's City Librarian, Monica Greening asked to become a part of our collaborative effort. Discussions were held with Janet Sporleder and Dena Spanos- Hawkey and Ms. Greening. Ms. Spanos- Hawkey was invited to tour the Monrovia facilities and discussed what would be necessary for a literacy program. The Monrovia Public Library plans to apply for CLSA funding in 2000/01. Like the City of Arcadia, the Monrovia Public Library would like to contract with South Pasadena for Literacy Services. Outreach and networking has begun in Monrovia. City Librarians Ross and Maguire, Assistant City Librarian Sporleder and Coordinator Dena Spanos - Hawkey do have concerns about the voluminous reporting procedures and the potential accounting nightmare a multiple city partnership could create. 0 In cooperation with the State Library, they would like to find a way to streamline the process to make the future multiple city collaboration succeed and flourish. 10 Library Name A RCADIA PUBLIC LIBRARY Re source Development Goals (CLSA -46 page 3): Enter the estimated amounts of cash and in -hind resources projected to be received. Cash in dollars In -kind contribution in dollars Volunteer hours in literacy instruction Volunteer hours in Talent/Support services 8,000 18,000- 20,000 1 ,500 -2,000 180 -250 c: I users Ild s l jwl literacy I ctls -pos. 990 20 State of California California Library Services Act 1999/00 CLAIM FORAM Special Services California Library Literacy Service (Educ. Code Sec., 18733) The ARCADIA PUBLIC LIBRARY claims the indicated allowance for the purposes of carrying out the functions stated in Chapter 4, Article 4.2, Section 18733 of the Education Code and California Library Services Act document CLSA -46. I hereby certify under penalty of perjury: that the library named above shall use their allowance solely for the purposes indicated in Chapter 4, Article 4.2, Section 18733 of the Education Code and California Library Services Act document CLSA -46. Library Direc signature) KENT ROSS Typed Name of Signator CLAIM FOR PAYMENT OF GRANT ARCADIA PUBLIC LIBRARY Claim of Name of Authorized Library Address 20 West Duarte Road Arcadia, CA 91006 Dare May 21, 1999 State Library Use Only Amount Claimed: CLSA Literacy S PCA.,91937 CERTIFICATION I hereby certify under penalty of perjury: that I am the duly authorized officer of the claimant herein; that claim is in all true, correct and in accordance with law and that payment has not previously been received for the amount claimed herein. B Y Dena Spanos — Hawkey Official Representative of Fiscal Agent Literacy Services Director Title Note: Warrant to be issued for payment to the library to be addressed to: Arcadia Public Library Kent Ross, Library Director (Authorized agency to receive, disburse and account for CLSA funds) 20 West Duarte Road Arcadia, CA 91006 (Address of above agency) - AoorDvals by State - CSL BUDGET OFFICE /LOCAL ASSISTANCE BY: DATE: CLSA- 47.lit c: l users I Lds I j w Ui teracy I clls -pos. 990