HomeMy WebLinkAboutOrange County Social Services Agency - Families & Communitie >_lee�
MEETING DATE: November 17, 2003 DEPARTMENT ID NUMBER: PD-03-025
Council/Agency Meeting Held:
Deferred/Continued to:
XApproved ❑ Conditionally Approved ❑ Denied City Cle s ig ture �Z
Council Meeting Date: November 17, 2003 7 Department ID Number: PD-03-025
CITY OF HUNTINGTON BEACH
REQUEST FOR ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBER
z
SUBMITTED BY: RAY SILVER, City Administrators o o�-<�=;
PREPARED BY: KENNETH W. SMALL Chief o e �, WO
DUANE OLSON, Fire Chief
JIM B. ENGLE, Director, Community Servi
SUBJECT: ACCEPT COUNTY OF ORANGE — HOMEL D SECURITY GIANT
AND APPROVE FUNDING FOR TRAINING
jKatem:e:nt:o:f Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments)
Statement of Issue: Should the City Council authorize creation of a revenue/expenditure
account for funding to train, equip, and conduct training exercises for first responders as it
relates to homeland security? The City has received notification of a fiscal year 2003-2004
grant award from the County of Orange-Office of Emergency Services (OES) for Homeland
Security. This funding is from a pass through grant from the State of California.
Funding Source: Funds, estimated to be $376,422, will need to be appropriated from the
unreserved, undesignated General Fund Balance, but will be fully reimbursed by the grant
from OES. No other matching or in-kind City funds are required for this grant.
Recommended Actions:
1. Accept the Homeland Security Grant between the County of Orange-Office of Emergency
Services and the City of Huntington Beach for funding cycle year 2003/2004,
2. Authorize the Chief of Police, Fire Chief and the Director of Community Services to
expend funds to cover the overtime costs to train and equip their respective personnel,
and
3. Approve the appropriation of $376,422, plus any additional funds that may be needed for
salary increases from the unreserved, undesignated General Fund Balance, to be
reimbursed by the grant from the County of Orange-Office of Emergency Services.
'E7-\ D
RCA Homeland Security Grant 10/27/2003 2:43 PM
ATTACHMENT
# 1
RESOLUTION NO. 2003-18
RESOLUTION OF THE CITY COUNCIL OF THE CITY.OF
HUNTINGTON BEACH AUTHORIZING SUBMISSION OF A PROPOSAL
TO THE ORANGE COUNTY SOCIAL SERVICES AGENCY FOR FAMILIES AND
COMMUNITIES TOGETHER(FaCT) GRANT AND AUTHORIZING THE
DIRECTOR OF LIBRARY SERVICES TO SIGN THE FaCT GRANT AGREEMENT
WHEREAS, the Huntington Beach Public Library has been a member of the Oak View
Collaborative since 1999. The Oak View Collaborative consists of a several agencies including
the Childrens Bureau of Southern California, Campfire Boys and Girls, Community Service
Program, Interval House, Ocean View School District, Western Youth Services, and the
Huntington Beach Public Library; and
As a partner of the Oak View Collaborative, the Huntington Beach Public Library has
provided the Homework Club and Volunteer Services at the Oak View Branch. The Homework
Club and Volunteer Services program provides daily assistance to 50 to 60 school children; and
The County of Orange Social Services Agency("County")has established a grant
program entitled Families and Communities Together(FaCT) Family Resource Center Services
("FaCT Grant"); and
On behalf of the Oak View Collaborative, the Childrenss-Bureau of Southern California
desires to apply to the County for a FaCT Grant in order to obtain financial assistance necessary
to fund the Oak View Collaborative programs, including the Homework Club and Volunteer
Services program; and
The Children's Bureau of Southern California requires that each Oak View Collaborative
agency members forward a copy of a resolution authorizing the submission of a proposal for the
FaCT Grant to the County, and authorizing execution of the FaCT Grant agreement should the
Oak View Collaborative's proposal be accepted,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HUNTINGTON
BEACH does hereby resolve as follows:
SECTION 1. Authorize the submission of a FaCT Grant proposal to the County of
Orange Social Services in response to the Request for Proposal for Families and Communities
Together(FaCT) Family Resource Center Services.
SECTION 2. Authorize the Director of Library Services or his designee to serve as
agent of the City Council to conduct all negotiations, execute and submit all documents
including, but not limited to applications, grant agreements, amendments, payment requests and
so on, which may be necessary for the completion of the aforementioned project.
03reso/library vant/Z/19/03 1
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 3rd day of March , 2003.
ATTEST:
Connie-Brockwa City Clerk
DeputyCitA�Cl Mayor
REVIEWED AN P VED: APPROVED AS TO FORM:
City Administrator VW ' City Attorhey �1g103
l�la
INITIATED AND APPROVED:
1
Library irector
03reso/library;ranV2/19/03 2
r
Res. No. 2003-18
STATE OF CALIFORNIA
COUNTY OF ORANGE ) . ss:
CITY OF HUNTINGTON.BEACH )
I, CONNIE BROCKWAY, the duly elected, qualified City Clerk
of the City of Huntington Beach, and ex-officio Clerk of the City Council of
said City, do hereby certify that the whole number of members of the City
Council of the City of Huntington Beach is seven; that the foregoing resolution
was passed and adopted by the affirmative vote of at least a majority of all the
members of said City Council at an regular meeting thereof held on the
3`d day of February 2003 by the following vote:
AYES: Sullivan, Coerper, Green, Boardman, Cook
NOES: None
ABSENT: Houchen, Hardy
ABSTAIN: None
Connie Brockway, City Clerk
By
Deputy City CI rk and ex-officig Clerk of the
City Council of the City of
Huntington Beach, California
ATTACH M' ..
ENT #2
Rk
MAYOR
City Of Huntington Beaeh Connie Boardman
P.O. BOX 190 2000 MAIN STREET CALIFORNIA 92648 MAYOR PRO TENIPORE
Cathy Green
COUNCIL MEMBERS
Gil Coerper
Debbie Cook
March 3, 2003 Jill Hardy
Pam Houchen
Dave Sullivan
o
II County of Orange Social Services Agency
Social Services Administration
888 N. Main Street
Santa Ana, CA 92701
Attention: Contract Administrator Elyce Heppner >
Dear Ms. Heppner: Z
On behalf of the Huntington Beach City Council, we are pleased to participate as a funded
partner with the Oak View Collaborative. We are fully committed to the collaborative's mission
to facilitate the development of a safe,healthy and nurturing environment in school,home and
community for Huntington Beach residents. Our vision is that all children in the community
have positive self-worth,a strong belief in responsibility to their culture and society, and the
drive to achieve their unique potential.
The Huntington Beach Library has participated in previous collaborative efforts with the Oak
View neighborhood. Since 1995, the Oak View Branch Library,part of the Library System,has
been an integral member of the Oak View Family Center, both as a service provider and member
of the governing body. We are proud of this involvement and positive impact we have had in the
community.
As part of the current proposal being submitted for the Families And Communities Together
(FaCT), the Huntington Beach Public Library is committed to providing the following services
as outlined below:
Promoting Safe and Secure Families (PSSF) Category#1: Family Support Services;
Promoting Safe and Secure Families (PSSF) Category#4: Adoption Promotion and
Support
In addition, the Huntington Beach Public Library will participate actively as a member of the
Steering Committee, support the required collaborative policies and procedures, including those
related to client confidentiality, and contribute to program evaluation and outcome measurement.
The Library will participate in ongoing planning with other collaborative partners and
community members to assure the collaborative continues to address high priority community
needs and support families.
TELEPHONE (714) 536-5553
FAX(714)536-5233
REQUEST FOR ACTION
MEETING DATE: November 17, 2003 DEPARTMENT ID NUMBER: PD-03-025
Alternative Action(s): Do not approve the grant; reject the grant funding from the County of
Orange -Office of Emergency Services, and direct staff accordingly.
Analysis: In 1997, the U.S. Congress passed the Defense Authorization Legislation, which
provided funding to enhance the capability of federal, state, and local emergency responders
in incidents involving Nuclear, Biological, and Chemical (NBC) terrorism. In an effort to assist
municipalities in preparing for NBC threats, the Federal Department of Justice was provided
with funding to distribute to states for homeland security. The State of California was tasked
with designating operational areas. The operational areas were defined as each county.
Each county was required to create a five (5) member first responder board. In Orange
County, the board consisted of the Orange County Sheriff, the Fire Authority Chief, the
Anaheim Police Department Chief, the Newport Beach Fire Department Chief, and the
Director of the Orange County Health Department.
This five-member board has been meeting since 2002 and has been provided input from
each agency in Orange County. Our input has been directed through the Fire Department's
Emergency Services Division. In June 2003, after much discussion with all local agencies,
the county submitted a grant application to the state for Homeland Security funding. In
August 2003 the State Office of Emergency Services gave conditional approval of the grant.
One of the conditions of the grant was to develop and obtain approval for a 16-hour force
protection training class from the Office of Domestic Preparedness (ODP). This-class was
developed as a joint venture by all the participating agencies and submitted to the ODP.
ODP approved the class on August 8, 2003. At the September 23, 2003, meeting of the
Orange County Board of Supervisors, the Sheriff's Department presented the grant for
acceptance. The Board of Supervisors approved the grant and the spending plan.
The total county grant is for $3,144,653. Of the designated amount, each agency will
conduct training exercises, purchase safety equipment, and train all of their safety and, in
some special cases, other personnel. The Police Department will train all of the safety
personnel, parking control officers, and crime scene investigators. The Fire Department will
complete the training of their safety personnel. Both departments will provide instructors for
the classes. The Fire Department will provide four (4) instructors and the Police Department
will provide two (2) instructors. Community Services will train all of their full-time Marine
Safety personnel. Personnel will either attend training during their regular shift, which will be
backfilled by other off-duty personnel, or during off-duty time. The respective departments
will coordinate their own training schedules. All overtime costs associated with training will
be fully reimbursed by the grant. This is a reimbursable grant, funded by the County of
Orange-Office of Emergency Services in the amount that is expended, which is estimated to
be $376,422 at this time. Of this amount $70,000 is for Fire; $12,177 is for Marine Safety;
and $232,245 is for Police training. The balance of $62,000 will be designated by Fire for a
vehicle.
The County of Orange will coordinate most of the equipment purchases. Each agency has
submitted a listing of equipment in order to provide protective gear for their respective first
responders. The City of Huntington Beach was also approved for purchase of a mass
RCA Homeland Security Grant 10/27/2003 2:43 PM
REQUEST FOR ACTION
MEETING DATE: November 17, 2003 DEPARTMENT ID NUMBER: PD-03-025
decontamination vehicle that will provide emergency decontamination in the field, as well as
transport all Weapons of Mass Destruction (WMD) equipment to the scene. The City has
requested filtering masks, biological/chemical suits, breathing canisters, and radiological
dosimeters for each trained person. Additional equipment will also be purchased in order to
stock the mass decontamination unit. Exercises will be coordinated and funded through the
county. All costs related to equipment or exercises will be coordinated and funded directly by
the county.
Approval of this request will provide a revenue and expenditure account to fully fund safety
personnel training and instructor costs for all associated Weapons of Mass Destruction
Training. All expenses will be fully reimbursed. No additional appropriations will be
necessary.
COUNCIL POLICY REGARDING REQUESTS FOR AN APPROPRIATION OF GENERAL
FUNDS: - As adopted by the City Council in March 1998, all requests for appropriation of
general funds must meet one of the following criteria: 1) The request is for an unanticipated
emergency, 2) The request is required to implement labor negotiations, or 3) The request will
be offset by related new revenues. This appropriation meets the requirements set forth in #3
of the Council policy regarding requests for an appropriation of the general fund. The
appropriation of $376,422, plus any additional funds needed due to any salary increases
being requested, will be offset by the associated County of Orange-Office of Emergency
Services grant funds.
Environmental Status: None
Attachment
is
City Clerk's
Page Number No. Description
1. I Fiscal Impact Statement a Uo A- o`l
RCA Author: Shawna Krone-Schmidt
RCA Homeland Security Grant 10/27/2003 2:43 PM
3
ATTACHMENT # 1
CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICA TION
To: Ray Silver, City Administrator
From: Clay Martin, Director Of Administrative Services
Subject: FIS 2004-07 Accept County of Orange- Homeland Security
Grant and Approve Funding for Training
Date: October 28, 2003
As required by Resolution 4832, this Fiscal Impact Statement has
been prepared for "Accept County of Orange- Homeland Security
Grant and Approve Funding for Training."
If the City Council approves this request (total year appropriation
$376,422), there will be no effect on estimated unappropriated,
undesignated fund balance of the General Fund at September 30,
2004 because all amounts are reimbursed by grant revenues not
anticipated in the ginal budget.
Clay Marti
Directo of Administrative Services
RCA ROUTING SHEET
INITIATING DEPARTMENT: Police Department
SUBJECT: Accept County of Orange- Homeland Security Grant and
Approve Funding for Training
COUNCIL MEETING DATE: November 17, 2003
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Not Applicable
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney) Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Not Applicable
Financial Impact Statement (Unbudget, over $5,000) Attached
Bonds (If applicable) Not Applicable
Staff Report If applicable) Not Applicable
Commission, Board or Committee Report (If applicable) Not Applicable
Findings/Conditions for Approval and/or Denial Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED FO RDED
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial �i.J
City Clerk
EXPLANATION FOR RETURN OF ITEM:
SpaceOnly)
RCA Author: Shawna Krone-Schmidt
CITY OF HUNTINGTON BEACH
MEETING DATE: March 3, 2003 DEPARTMENT ID NUMBER: LS-03-01
Council/Agency Meeting Held:
Deferred/Continued to:
pproved ❑ Conditionally Approved ❑ Denied City Clerk's 04nature
Council Meeting Date: March 3, 2003 Department ID Number: L$-q3-01
0
I CITY OF HUNTINGTON BEACH
REQUEST FOR ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: RAY SILVER, CITY ADMINISTRATORS C
PREPARED BY: RON HAYDEN, DIRECTOR OF LIBRARY SERVICES
Alb ��
SUBJECT: ADOPT RESOLUTION 8 A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF HUNTINGTON BEACH AUTHORIZING
SUBMISSION OF A PROPOSAL TO THE ORANGE COUNTY
SOCIAL SERVb AGENCY FOR FAMILIES AND COMMUNITIES
TOGETHER (FaCT) GRANT AND AUTHORIZING THE DIRECTOR
OF LIBRARY SERVICES TO SIGN THE FaCT GRANT
AGREEMENT
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: The Huntington Beach Public Library recommends the adoption of the
resolution authorizing the submission of a proposal to the Orange County Social Services
Agency for Families and Communities Together (FaCT) Grant and authorizing the Director of
Library Services to sign FaCT Grant agreement.
Funding Source: Children's Bureau of Southern California will distribute funds in the
amount of$34, 360 to Oak View Collaborative of which Huntington Beach Library is a funded
partner. A 10% match in-kind city match is required.
Recommended Action: (Motion to:)
1. Adopt Resolution No..QW3-19 a resolution of the City Council of the City of Huntington
Beach authorizing the submission of a proposal to the Orange County Social Services
Agency for Families and Communities Together (FaCT) Grant and Authorizing the
Director of Library Services to sign FaCT Grant agreement.
D:\Documents and Settings\lyonj\Local Settings\Temporary Internet Files\0LK5nibraryGrant-RCA1.doc -2-
2/19/2003 4:24 PM
REQUEST FOR ACTION
MEETING DATE: March 3, 2003 DEPARTMENT ID NUMBER: LS-03-01
2. Authorize the Mayor to sign letter to County of Orange Social Services Agency forwarding
the city's written proposal (Attachment 2).
Alternative Action(s): Do not approve the grant application and direct staff accordingly.
Analysis:
The Huntington Beach Public Library, Oak View Branch, has been a member of the Oak
View Collaborative since October 1999. This collaborative consists of six (6) other, non-profit
organizations. They are the Children's Bureau of Southern California, Campfire Boys and
Girls, Community Service Program, Interval House, the Ocean View School District and
Western Youth Services. On behalf of the Oak View Collaborative, the Children's Bureau of
Southern California will apply as the lead agency to the County of Orange Social Services
Agency for the FaCT grant monies.
If the proposal submitted by the Childrens Bureau of Southern California is accepted, the
Library will be providing Homework Club and Volunteer Services for the Oak View Branch
Library. Currently, the Oak View Branch Library provides assistance to 448 children. There
is an average daily attendance of 50-60 children. Funding for this grant will continue the
Homework Club and Volunteer Services positions at the Oak View Branch Library. The two
positions have had a positive effect on the students' learning at the Oak View School. While
most Ocean View School District (OVSD) schools are located in upper and middle class
suburban neighborhoods, the attendance areas of the six (6) targeted Title 1 schools are
more typical of inner city urban areas.
Based on a recent assessment of the needs of the children in these school attendance
areas, children from these neighborhoods go home to over-crowded apartments where there
is not room for quiet study and few literacy resources. A survey of parents conducted by
OVSD in 2002 indicated that while eighty-two percent (82%) of children in non Title 1 schools
have access to a computer at home, only forty-eight percent (48%) of students in Title 1
schools have access to this critical learning resource.
Nationally normed Scholastic Achievement Test — 9 (SAT-9) data shows that students who
lack proficiency in English consistently score below district and national averages of students
who are proficient in English. Seventy percent (70%) of OVSD English language learners
who have been in the district twelve (12) months or more score below the 50th percentile,
while seventy-eight percent (78%) of their English proficient peers score above the national
average. Further, while the percent of English learners who achieve the statewide goal of
proficiency decreases from grade to grade, the percentage of those who are far below basic
proficiency increases.
D:\Documents and Settings\kuhnkeeft Documents%braryGrant-RCA1.doc -3-
2/20/2003 7:26 AM
REQUEST FOR ACTION
MEETING DATE: March 3, 2003 DEPARTMENT ID NUMBER: LS-03-01
The requested grant funding is for $38,178. Of this total, the City will actually receive
$34,360 from the Children's Bureau of Southern California. A 10% ($3,818) City match is
required as a condition of the grant that is already budgeted. If funding is approved, the
monies will be received on October 1, 2003. The fiscal years for this grant will be October 1,
2003 through September 30, 2006. The funds will be deposited in an existing account
already appropriated for this purpose. They will be used to pay the salaries of the Homework
Club Coordinator and the Volunteer Services Coordinator at the Oak View Branch Library.
Environmental Status: Not applicable.
Attachment(s):
NumberCity Clerk's
Page Description
1 Resolution No.
2 Letter of Transmittal from Mayor
3 Request For Proposal For Families and Communities Together (Scope
4 1 of Project
Huntington Beach Public Library Grant Application #FY0203-05
RCA Author: Nancy Williams, Children's, Media and Branches Coordinator
D:\Documents and Settings\kuhnkee\My DocumentsUbraryGrant-RCA1.doc -4-
2/20/2003 7:26 AM
County of Orange Social Services Agency
Social Services Administration
March 3, 2003
Page 2
The City Council will authorize Mr. Ron Hayden, Director of Library Services, to file the
proposal and sign the contracts. We look forward to our ongoing success on behalf of the
vulnerable children and families in our community. As a public agency,we are committed to
�I working with the collaborative in order to maximize the benefits to our community.
Sincerely,
Connie Boardman
Mayor
Cc: Ron Hayden, Director of Library Services
Nanci Williams, Children's, Media and Branches Coordinator.
Attachments
ATTACHME NT. 3
i
REQUEST FOR PROPOSAL
FOR
FAMILIES AND COMMUNITIES 'TOGETHER (FaCT)
FAMILY RESOURCE CENTER SERVICES
RFP #FY0203-05
c
or
J �2,
O a
�L ZFORl�
Important Dates:
Proponent Information Conference: January 23, 2003
Proposals Due: February
"0 3
County of Orange
Social Services Agency
January 2003
Revised December 12,2002 i
1
t +
TABLE OF CONTENTS
1. INTRODUCTION............................................................................................................................................. ......................I
1.1 FRCS To BE FUNDED............................................................................................................................................................I
1.2 TOTAL AVAILABLE FUNDING................................................................................................................................................1
1.3 CONTRACT AWARDS..............................................................................................................................................................1
1.4 MATCH REQUIREMENTS.........................................................................................................................................................
1.5 BUDGET REQUIREMENTS.......................................................................................................................................................-
2. TARGET POPULATION.........................................................................................................................................................2
3. THE STRUCTURE OF A FAMILY RESOURCE CENTER(FRC)....................................................................................3
4. THE CHARACTERTISTICS OF AN FRC............................................................................................................................5
5. SERVICE CATEGORIES........................................................................................................................................................6
5.1 PSSF SERVICE CATEGORIES..................................................................................................................................................6
5.2 PSSF OUTCOMES..................................................................................................................................................................7
5.3 CASE MANAGEMENT SERVICE DELIVERY SYSTEM................................................................................................................7
6. EVALUATION COMPONENTS.............................................................................................................................................8
6.1 OUTCOMES....:.......................................................................................................................................................................8
6.2 COMPUTER SPECIFICATIONS..................................................................................................................................................9
6.3 STAFFING...............................................................................................................................................................................9
7. PROPONENT INFORMATION..............................................................................................................................................9
7.1 REQUIREMENTS.................................................................................:...................................................................................9
7.2 QUESTIONS..........................................................................................................................................................................10
7.3 PROPONENTS' CONFERENCE................................................................................................................................................I I
8. INSTRUCTIONS FOR SUBMISSION AND EVALUATION OF PROPOSALS.............................................................I I
8.1 DUE DATE................................................................................ 11
................................. .
8.2 EVALUATION CRITERIA.....................................................................:............................................................:....................11
8.3 PROPOSAL PACKAGE...........................................................................................................................................................12
9. EVALUATION PROCESS.....................................................................................................................................................15
9.1 PROPOSAL EVALUATION COMMITTEE .................................................................................................................................15
9.2 PROPOSAL SCORING ............................................................................................................................................................16
9.3 SITE REVIEW........................................................................................................................................................................16
9.4 FINAL SELECTION.................................................................................................................................................................16
9.5 PROTEST PROCEDURE..........................................................................................................................................................16
10. GENERAL CONTRACT PROVISIONS..............................................................................................................................17
10.1 ALTERATION OF TERMS..................................................................................................................................................17
10.2 STATUS OF CONTRACTOR...............................................................................................................................................17
10.3 DESCRIPTION OF SERVICES, STAFFING............................................................................................................................17
10.4 LICENSES AND STANDARDS............................................................................................................................................17
10.5 DELEGATION AND ASSIGNMENT/SUBCONTRACTS...........................................................................................................18
10.6 FORM OF BUSINESS ORGANIZATION AND REAL PROPERTY DISCLOSURE........................................................................19
10.7 USE OF COUNTY PROPERTY...............................:............................................................................................................21
10.8 EQUAL EMPLOYMENT OPPORTUNITY-AFFIRMATIVE ACTION-NONDISCRIMINATION .................................................21
10.9 NOTICES..........................................................................................................................................................................23
10.10 INDEMNIFICATION AND INSURANCE................................................................................................................................23
10.1 1 CONFLICT OF INTEREST...................................................................................................................................................26
Revised December 12,2002 ii
i
10.12 ANTI-PROSELYTISM PROVISION......................................................................................................................................27
10.13 SUPPLANTING GOVERNMENT FUNDS..............................................................................................................................27
10.14 EQUIPMENT.....................................................................................................................................................................?7
10.15 BREACH—SANCTIONS....................................................................................................................................................28
10.16 PAYMENTS......................................................................................................................................................................29
10.17 OVERPAYMENTS.............................................................................................................................................................30
10.18 FINAL REPORT.................................................................................................................................................................30
10.19 INDEPENDENT AUDIT......................................................................................................................................................30
10.20 RECORDS, INSPECTIONS AND AUDITS.............................................................................................................................3 1
10.21 PERSONNEL DISCLOSURE................................................................................................................................................3_'
10.22 ENFORCEMENT OF CHILD SUPPORT OBLIGATIONS.........................:................................................................................33
0.23 CHILD AND DEPENDENT ADULT/ELDER ABUSE REPORTING............................................................................................i.i
10.24 CONFIDENTIALIT)...........................................................................................................................................................34
10.25 COPYRIGHT ACCESS.......................................................................................................................................................34
10.26 WAIVER..........................................................................................................................................................................34
10.27 PETTY CASH...................................................................................................................................................................35
10.28 BONDING REQUIREMENT................................................................................................................................................35
10.29 PUBLICITY.......................................................................................................................................................................35
10.30 COUNTY RESPONSIBILITIES.............................................................................................................................................35
10.31 REFERRALS.....................................................................................................................................................................35
10.32 REPORTS.........................................................................................................................................................................35
10.33 ENERGY EFFICIENCY STANDARDS..................................................................................................................................3 5
10.34 ENVIRONMENTAL PROTECTION STANDARDS..................................................................................................................35
10.35 CERTIFICATION AND DISCLOSURE REGARDING PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS...........36
10.36 POLITICAL ACTIVITY......................................................................................................................................................37
10.37 TERMINATION PROVISIONS.............................................................................................................................................37
10.38 GOVERNING LAW............................................................................................................................................................37
10.39 SIGNATURE IN COUNTERPARTS.......................................................................................................................................38
ATTACHMENTS
A. Program Summary
B. Services To Be Provided
C. Statement of Experience
D. Statement of References
E. Line Item Budget
F. Budget Narrative
G. Agency Litigation Involvement
H. Required Documents Checklist
I. FaCT History
J. Lead Agency Responsibilities
K. Geographic Mapping Data
Revised December 12, 2002 iii
1. INTRODUCTION
The County of Orange Social Services Agency (SSA) is currently requesting proposals
from community collaboratives to provide Families and Communities Together (FaCT)
Family Resource Center (FRC) services for families residing in Orange County. FaCT is
a partnership between over sixty (60) community-based organizations and local public
agencies. Since 1994, FaCT has provided support services to children and families
through community-based collaboratives operating FRCS. Collaboratives are
partnerships of organizations (such as community centers, churches. schools. cities.
police departments, hospitals, community-based and faith-based organizations.
educational institutions, cultural organizations, and non-profit. and for-profit
organizations) which provide services to meet identified needs within a targeted
community.
1.1 .. FRCs To Be Funded: It is anticipated that up to ten (10) community
collaborative FRCs may be funded through this Request for Proposal (RFP)
process, with a term beginning on or about October 1, 2003, and ending
September 30, 2004. Thereafter, these contracts, subject to contractor
performance and continued funding, may be renewed for two (2) additional one
year periods through September 30, 2006.
1.2 Total Available Funding: Proposed total funding for this solicitation for the first
contract period is $2,250,000 (for up to $225,000 for each potential collaborative
FRC) funded primarily with Promoting Safe and Stable Families (PSSF) funding.
The total funding for this three (3) year RFP cycle for up to ten (10) potential
FRCs is $6,750,000.
1.3 Contract Awards: Contingent upon approval by the Orange County Board of
Supervisors, the County will award contracts to responsible proponents whose
proposals are determined to be the most responsive to the requirements of this
RFP. The County, in its sole discretion, reserves the right to use the results of this
RFP evaluation process to award future contracts through September 30, 2006.
1.4 Match Requirements: In providing services pursuant to this Agreement,
Contractor shall provide a match in the amount of twenty-five thousand dollars
($25,000). The match amount shall be included in the budget for each proposal
submitted under this RFP. Contractor may only apply match amounts to Salaries,
Benefits, and Services and Supplies in the following amounts: twenty thousand
dollars ($20,000) total to Direct Service Cost and five thousand dollars ($5,000)
total to Administrative Cost listed on pages El and E2 of Attachment E.
Upon contract award, the match shall be reflected on Contractor's monthly
invoice and shall be deducted from payments made by the County to the
Contractor. In the event a portion of the match remains unpaid at the termination
of this Agreement, it shall be deducted from any monies owed to the Contractor
by the County, or paid the County upon demand.
Contractor shall not use government funds to provide its match without prior
written approval by the government agency providing the funds and
Administrator.
Revised December 12,2002 1
1.5 Budget Requirements: PSSF is federal funding which requires all services to be
provided under one of the four (4) PSSF goals. The four (4) PSSF goals are
detailed in Paragraph 5 of this RFP.
2. TARGET POPULATION
2.1 Proposals must define the community intended to be served, identify the strengths
and capacities of its community, and describe how community assets will be
utilized during the term of the Agreement. Services should target and provide
outreach to low income birth families as well as kinship, blended, adoptive and
foster families. FaCT considers as priority, the following target populations:
2.1.1 Families with children ages 0 to 18 years who are at risk for child abuse
and neglect; and
2.1.2 Low income, homeless or unemployed families who might be dealing
with issues of poverty, child abuse, domestic violence, unemployment.
teen pregnancy, etc.
2.2 This RFP has four (4) separate components:
For purposes of this RFP, Orange County has been separated into four (4) regions
comprised of contiguous cities and unincorporated areas that each contain
approximately 71,000 individuals with annual incomes under the Federal Poverty
rate of$18,096 for a family of four (4) persons. The count of individuals under
the poverty rate was taken from Summary File 3 from the 2000 Census, as
reported by the Center For Demographic Research at California State University.
Fullerton.
The County of Orange seeks to award a minimum of two (2) FRC contracts per
region with a maximum of ten (10) FRC contracts within Orange County. A
separate and complete proposal must be submitted for each communitv the
collaborative FRC intends to serve.
2.2.1 Component 41 - Region #1
Cities in Region 41 include: Anaheim, Brea, Fullerton, La Habra,
Placentia, Yorba Linda, and unincorporated areas.
2.2.2 Component #2 - Region 42
Cities in Region #2 include: Buena Park, Cypress, Garden Grove, La
Palma, Los Alamitos, Rossmoor, Seal Beach, Stanton, Westminster,
Orange, Tustin Foothills, Villa Park, and unincorporated areas.
2.2.3 Component#3 - Region 43
Cities in Region #3 include: Santa Ana and Tustin.
2.2.4 Component 44 - Region 44
Cities in Region #4 include: Aliso Viejo, Costa Mesa, Coto de Caza,
Dana Point, Foothill Ranch, Fountain Valley, Huntington Beach, Irvine,
Laguna Beach, Laguna Hills, Laguna Niguel, Laguna Woods, Lake
Forest, Las Flores, Mission Viejo, Newport Beach, Newport Coast,
Revised December 12,2002 2
Portola Hills, Rancho Santa Margarita, San Clemente. San Juan Hills.
San Juan Capistrano, and unincorporated areas.
2.3 Proposals must identify the geographical area to be served by the proposed FRC.
Please refer to Attachment K for recent Orange County geographic mapping data
as presented to FaCT by California State University. Fullerton.
3. THE STRUCTURE OF A FAMILY RESOURCE CENTER (FRC)
3.1 Components of an FRC: An FRC should possess the following components:
3.1.1 Community-Based Collaborative Partnerships: The composition of
each FRC will vary, depending on the specific goals of and services to be
provided by the FRC. FRCs must be comprised of a minimum of three
(3) or more funded partners and include some of the following:
community centers, churches, schools, cities, police departments.
hospitals, community-based organizations, community colleges, cultural
organizations, non-profit agencies, and business organizations. Each
funded partner of the FRC and lead agency must sign the Program
Summary (Attachment A). Proponents to this RFP must clearly define
the roles and responsibilities of each FRC partner for the entire RFP
cycle.
3.1.2 Lead Agency: Proposals must identify a private non-profit or for-profit
organization or public institution to serve as the lead agency. The lead
agency is authorized by the FRC partner agencies to serve as the
program management and fiscal agent for the FRC. The lead agency
will be responsible for the following:
• Facilitating monthly FRC collaborative meetings;
• Facilitating a minimum of weekly or bi-weekly case management
meetings as appropriate;
• Collecting and maintaining complete documentation for invoices
from FRC partner agencies;
•- Collecting outcome measurements from each FRC partner;
• Generating monthly reports for submission to the County;
• Paying FaCT-funded FRC partners prior to invoicing the County;
�s W Generating contract modifications on the FRC's behalf for
submission to the County, as appropriate;
• Collecting information from FRC partners and generating a monthly
FRC activity calendar;
• Coordinating FRC sustainability efforts;
• Ensuring all FRC partners-are current on required documentation
(e.g., insurance certificates, copies of resumes/applications,
independent audits)
Revised December 12,2002 3
• Facilitating collaborative activities, services, and programs to ensure
effective service delivery;
• Maintaining complete and accurate records of all financial and
outcome measurement data for the FRC; and
Attending required FaCT meetings and mandatory training classes.
3.1.3 Budget: No single funded partner may have more than 50% of the
total collaborative budget, except with Administrator approval. This
condition allows for more meaningful collaboration among FRC partners
as it allows for the sharing of power and decision-making. Administrator
approval may be granted under three (3) conditions: 1) The FRC is a
single legal entity (e.g., a 501 (C) (3) agency), 2) The FRC is a
governmental and/or public agency, and/or 3) a single partner is
providing more than fifty (50) percent of the total collaborative services
as described in 3.1.1 above. Any partner agency receiving more than
fifty (50) percent of the total FRC collaborative budget must provide a-
proportional share of the total FRC collaborative services (e.g., to
receive fifty-five (55) percent of the FRC collaborative budget, the
partner agency must provide at least fifty-five (55) percent of the
proposed services).
.3.1.4 Governance Structure: Proposals must include a rough draft of a
governance structure that shall outline resource sharing, accountability,
decision-making strategies, conflict resolution plan (including addition
and/or deletion of any partner agency and change of lead agency).
ongoing community input and involvement, and voting quorum
(including what constitutes a quorum). Upon funding, the FRC will be
required to submit a final draft of the governance structure within thirty
(30) days of contract award (i.e., November 1, 2003).
3.1.5 Community Advisory Council: Community outreach and community
input are very important to building successful FRCs. Proponents are
required to demonstrate community input to the development of the
proposed services and to describe their existing or planned community
outreach process. Each FRC will be required to develop a community-
based advisory council that shall meet a minimum -of at least quarterly.
The FRC will maintain a roster and a copy of minutes for all community
advisory council meetings. The composition of this community advisory
council will vary, depending on the specific goals of, and the services to
be provided by, the FRC. The community advisory council should
consist of community members such as parents, youths, teachers,
businesses, religious community leaders, :law enforcement, and city
representatives.
Revised December 12,2002 4
4. " THE CHARACTERTISTICS OF AN FRC
4.1 An FRC is defined as the following:
• FRCs are vehicles for engaging local residents and community organizations
in the identification and resolution of community concerns as they relate to
raising healthy children.
• FRCs improve the lives of individuals and families through the provision of
family support services and opportunities to connect with other families.
• FRCs change the communities in which families live and the systems that
serve them through community organizing and interagency collaboration for
the purpose of service integration.
4.2 Recommended characteristics of an FRC include the following:
• Physical Location — A place that is user friendly, easy to access, and ideally
located where people already go and/or where high foot traffic exists;
• Continuum of Services—
• FRCS are friendly and attractive for children, youth, and adults with activities
and services designed for all age groups, culturally sensitive to the community
served, and responsive to all types of families; and
■ FRCs provide family-centered integrated and comprehensive services that are
center-based, home-based, and community-based. FRC services address both
prevention and treatment through outreach, parent education, early child
development, resource and referral, drop-in availability, peer-to-peer support,
life skills, case management, child abuse/neglect treatment, family health and
wellness, family economics and self-sufficiency, family literacy and education
support, substance abuse prevention and treatment, and youth development.
FRC services are available, accessible, appropriate and adequate for all family
members across time and of diverse backgrounds - including adoptive, birth,
blended, foster, and kinship families. FRC services affirm and strengthen
families' culture, ethnicity, values and beliefs, and enhance the family's
ability to function in a multicultural society;
• Outreach Oriented — Outreach activities connect families to the FRC to provide
services at the FRC, in the family's home, and in satellite sites such as schools or
child care centers;
• Coordinated Rather Than Duplicated Services —
■ FRCS partner with existing service providers and/or encourage others to use
the FRC as a service site rather than duplicate existing services; "
■ FRCs work collaboratively with community partners to improve and integrate
the system that serves families; and
■ FRCS offer services which are accessible, responsive, and accountable to
families;
Revised December 12,2002 5
• Strong Resident/Caregiver Involvement — Activities involve local residents in
planning, designing, and implementing activities at FRCS with staff serving as
professional consultants in partnership with the community,
• Volunteerism —Volunteers are critical to the success of FRCs and assist not only
in service delivery, but also serve as ambassadors in the community to promote
community ownership and sustainability; and.
• Blended Funding — A wide variety of public and private funding streams are.
drawn down from public systems, private philanthropic, and business sectors in
order to provide comprehensive and flexible services.
5. SERVICE CATEGORIES
5.1 PSSF Service Categories
FaCT is funded primarily from federal Promoting Safe and Stable Families
(PSSF) funding. Proponent's proposed services must address each of the
following areas:
5.1.1 Family Preservation: Family Preservation services typically are
designed to help families alleviate crises that might lead to out-of-home
placement of children; maintain the safety of children in their own
homes; support families preparing to reunify or adopt; and assist families
in obtaining services and other supports necessary to address their
multiple needs in a culturally sensitive :manner. Twenty-five (25)
percent of proposed services must address Family Preservation goals
(see Subparagraphs 5.2.1, 5.2.2, and 5.2.3 below).
5.1.2 Family Support: Family Support services are primarily community-
based preventive activities designed to alleviate stress and promote
parental competencies and behaviors that will increase the ability of
families to successfully nurture their children; enable families to use
other resources and opportunities available in the community; and create
supportive networks to enhance child-rearing abilities of parents and
help compensate for the increased social isolation and vulnerability of
families. Thirty-five (35) percent of proposed services must address
Family Support goals (see Subparagraphs 5.2.1, 5.2.2, and 5.2.3 below).
5.1.3 Time-Limited Family Reunification: Time-Limited Family
Reunification services are services and activities that are provided to a
child who is removed from the child's home and placed in a foster
family home or a child care institution. These services are also for the
parents or primary caregiver for such a child, in order to facilitate the
reunification of the child safely and appropriately, but only during the
fifteen (15) month period that begins on the date that the child is
considered to have entered foster care. Time-limited family reunification
services include individual, group and family counseling; inpatient;
residential, or outpatient substance abuse treatment services; mental
health services; assistance to address domestic violence; temporary child
care and therapeutic services for families, including crisis nurseries; and
Revised December 12,2002 6
transportation to and from any of the above services. Twenty (20)
percent of proposed services must address Time-Limited Famih_
Reunification goals (see Subparagraph 5.2.4 below).
5.1.4 Adoption Promotion and Support: Adoption Promotion and Support
services means services designed to*encourage more adoptions out of the
foster care system, when adoptions promote the best interest of children.
including such activities as pre- and post-adoptive services designed to
expedite the adoption process and support adoptive families. Twenty
(20) percent of proposed services must address Adoption Promotion and
Support goals (see Subparagraphs 5.2.5, 5.2.6, and 5.2.7 below).
.5.2 PSSF Outcomes: Proposed FaCT-funded services should meet a minimum of
one (1) of the following PSSF outcomes for each proposed service:
5.2.1 Reduce the recurrence of child abuse and/or neglect.
5.2.2 Reduce the incidence of child abuse and/or neglect in foster care.
5.2.3 Increase permanency for children in foster care.
5.2.4 Reduce time in foster care to family reunification.
5.2.5 Reduce time in foster care to adoption.
5.2.6 Increase placement stability.
5.2.7 Reduce placements of young children in group homes or institutions.
5.3 Case Management Service Delivery System
Proposals must include a description of the FRC's case management service delivery
system. This system will identify the family's needs and strengths, and assist them in
accessing multiple services. It will include mechanisms for referring families to services
and follow-up feedback. Case Management services shall be provided by a case
management team, or a case management team and individual case manager/s, and shall
include the following:
• Completion of a face-to-face comprehensive assessment of the client's strengths and
limitations, and of the social, financial and institutional resources available to the
client.
• Development of an individualized service plan with the client that identifies priorities,
desired outcomes, and the strategies and resources to be used in attaining the
outcomes.
• Clarification of the responsibilities of the case manager and/or case management
team, the client, and others throughout the development and implementation of the
plan..
• Implementation of the service plan aimed at mobilizing the formal and informal
resources and services needed to maximize the client's physical, social, and
emotional well-being.
• Coordination of and the monitoring of service delivery as specified in the service
plan.
Revised December 12, 2002 7
• • Procedures to ensure the advocacy on behalf of the plan for needed client resources
and services.
• Procedures to ensure the periodic reassessment of client status. the effectiveness of
interventions and the attainment of outcomes with revision of the service plan as
indicated.
• Procedures to terminate the case as may be appropriate when the desired outcomes
have been attained, the client is in noncompliance, or the client withdraws.
• Methods to ensure client involvement, to the greatest extent possible. in all phases of
case management practice.
• Methods to ensure the client's right to privacy.
• Methods to ensure appropriate confidentiality when information about the client is
released to others.
• Procedures to ensure the FRC respects the privacy of the client's interests at all times.
• Methods to ensure the FRC respects the client's right to self-determination.
• Recognition of the inherent worth and capacity of the individual.
The case management team shall be comprised of multidisciplinary representatives from
within the FRC as well as including appropriate community representatives (e.g., school
district, police department, etc.), and shall meet at least two (2) times per month.
continuously throughout the term of the Agreement.
6. EVALUATION COMPONENTS
6.1 Outcomes: FaCT services are designed to achieve outcomes. Accordingly,
services provided by community collaboratives must measure the outcomes of the
services provided. PSSF outcome components will be required of all FRCs as
part of FaCT's evaluation:
6.1.1 One (1) PSSF outcome must be addressed for each proposed service (see
Subparagraph 5.2.2)
Example:
PSSF Goal: Reduce the recurrence of child abuse and/or neglect.
6.1.2 Indicators: FRCs shall propose tentative indicators for each proposed
service.
Example:
90% of parenting education and support class participants shall
complete the parenting course.
6.1.3 Measurement Tools: FRCs shall propose tentative measurement tools.
FaCT will work jointly with funded FRCs to finalize all measurement
tools (e.g., tracking logs, registration forms, pre- and post-tests,
satisfaction surveys) and indicators/benchmarks used for services and
programs.
Revised December 12, 2002 8
6.2 Computer Specifications: To provide a coordinated system of support to
families, service providers must be able to track the type and amount of services
provided to family members by the partner agencies of each collaborative of both
funded and non-funded partners. Toward this end, the lead agency will be
required to maintain a computerized data base that includes the types and
amounts of services each famih, receives, kev demographic items,_ and
assessment data. This will require use of a Pentium personal computer based
with at least 200 mhz, 1 G hard drive, 32 mb memory, with a zip drive for backup
purposes. Also, the data base will require use of the Microsoft "Access" software
program. Internet access is also required. Proponents who plan to purchase a
computer(s) during the contract term should include the cost of the computer and
software in the collaborative's proposed budget.
6.3 Staffing: A method for transmitting the outcome data information to
Administrator must also be integrated with the evaluation system. Agencies
participating in the collaborative effort will be required to have clients sign
release of information forms that allow sharing of information among the
collaborative partners and with Administrator. The lead agency is advised to
include a minimum of a 0.50 Full-Time Equivalent (FTE) position in their budget
for data entry and client tracking.
7. PROPONENT INFORMATION
7.1 Requirements
Responses to this RFP must be according to the format, content and sequence set
forth in Section 8 of this RFP.
Proposals must be signed by an authorized representative of the Proponent.
Proponents shall include a copy of a Board Resolution authorizing representative
of its organization to sign the proposal and/or subsequent agreement. Proposals
without an original, authorized signature will be rejected.
This RFP does not commit the County to award a contract or to pay any
associated cost. The proposal preparation cost is solely the responsibility of the
Proponent.
Proposals are not to be marked as confidential or proprietary. Proposals
submitted in response to a Request for Proposal are subject to public disclosure as
permitted by the California Public Records Act and State regulations.
Additionally, all proposals shall become the property of the County. The County
reserves the right to make use of any information or idea_s in the proposals
submitted.
Regardless of any identification otherwise, including marking some or all of the
pages as "confidential" or "proprietary," information in proposals shall become
part of the public record and subject to disclosure without further notice to the
Proponent. The County shall not in any way be liable or.responsible for the
disclosure of any such records.
Any proposal may be rejected if it is conditional, incomplete, or deviates from
specifications in this RFP. By submitting a proposal, the Proponent agrees to
Revised December 12,2002 9
meet all the requirements set forth in the RFP, unless specific exceptions are
noted in Attachment A (Program Summary). The County reserves the right to
accept any part of the proposal and not be obligated in any way to accept those
parts that do not meet with the approval of the County. The County reserves the
right to waive, at its discretion, any procedural irregularity, immaterial defect or
other impropriety not warranting rejection of the proposal. Any waiver will not
excuse a Proponent from full compliance if awarded a contract. Reasons for
rejecting any proposal will be supplied to the Proponent. The Count), in its sole
discretion, reserves the right to cancel this RFP in whole or in part when
such cancellation is determined to be in its best interest, pursuant to CDSS
Manual of Policies and Procedures, Regulations 23-614.11 — 23-614.17. All
proponents will be notified in writing of the specific reasons' for such
cancellation.
Applicants should follow Generally Accepted Accounting Principles (GAAP) and
standards when developing line item budgets.
The County reserves the right to seek additional proposals beyond the final
submission date, if, in the County's sole discretion, the proposals received do not
meet with the approval of the County.
Proposals must be valid for a minimum of 180 days from the due date of this
RFP.
Although cost is a major consideration, the County may choose not to award the
contract to the Proponent who submits the proposal with the lowest cost.
The County of Orange does not require, and neither encourages nor discourages,
the use of lobbyists or other consultants for the purpose of securing business.
7.2 Questions
The County has attempted to provide all information available with regard to the
service components described. It is the responsibility of each Proponent to
review, evaluate and, where necessary, request any clarification of information.
Questions must be submitted either in writing or by fax by 5:00 p.m. on January
9, 2003, or asked at the Proponents' Conference. Those questions submitted in
writing prior to the Proponents' Conference should be addressed as follows:
County of Orange Social Services Agency
Contract Services
888 N. Main Street
Santa Ana, CA 92701
FAX: (714) 541-7414
Attn: Elyce Heppner, Contract Administrator
Written responses to questions deemed material will be provided at the
Proponents' Conference, and a summary of both the questions and answers will
be mailed to all recipients of this RFP. The County reserves the right to decline a
response to any question(s) if, in the County's assessment, the information cannot
be obtained and shared with all potential Proponents in a timely manner.
Revised December 12,2002 10
• Proponents are directed to contact only the Contract Administrator to answer
questions regarding this RFP.
7.3 Proponents' Conference
An informational Proponents' Conference will be held at the County of Orange
Hall of Administration in the Board of Supervisors Hearing Room located at 10
Civic Center, Santa Ana, California 92701 on January 23, 2003, at 10 a.m. The
purpose of this Conference is to explain program requirements and to answer
questions regarding completion of proposals, time frames, and the RFP process.
8. INSTRUCTIONS FOR SUBMISSION AND EVALUATION OF
ROPOSALS
Pro osals will be evaluated and selected through a competitive process. The County will
consi r the submittal of a proposal to constitute an agreement by the Proponent to all
provisi s and conditions included in this request. Only those organizations who have
submitte letter of interest, stating that they are interested in providing services
pursuant to is RFP, by 5:00 p.m. on December 20, 2002, may participate in this
procurement p cess. No proposals will be accepted from organizations that fail to
submit a letter o ' terest by this date and time.
8.1 Due Date:
Two (2) origin is submitted in three ring binders and seven (7) copies (9
total) must be re::c ived on or before 5:00 p.m. on Thursday, February 13. 2003.
Proposals must be ivered to the main floor reception area at:
County Orange Social Services Agency
Contract ices
888 N. Main treet
Santa Ana, CA 2701
Attn: Elyce Hep er, Contract Administrator
NO PROPOSAL WILL BE AC PTED AFTER THIS DATE AND TIME.
8.2 Evaluation Criteria
The evaluation categories and maximum n mber of points to be assigned are as
follows (100 points total):
8.2.1 Program Management and Experienc
Maximum................................................. ..................20 points
8.2.1.1 Proponent's staffing
• Staff Credentials
• Staff Language Skills
• Staff Experience
• Staff Hired/Not Hired
Revised December 12,2002 11
ATTAC HMENT #4
3 _
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CITY OF HUNTINGTON BEACH
HUNTINGTON BEACH PUBLIC LIBRARY SYSTEM
CHILDREN'S, MEDIA AND BRANCH LIBRARIES
FaCT FAMILY RESOURCE PROPOSAL INFORMATION
OAK VIEW
Attachment A Information
Ron Hayden, M.L.S. Director of Library Services
Huntington Beach Public Library System
7111 Talbert Avenue
Huntington Beach, CA 92648
Ph. (714) 960-8836 Fax(714) 374-1616
haydenr(-t) org
Attachment B Information
Agency Information
The Huntington Beach Public Library System's mission is to support
the educational, informational and cultural needs of
our patrons by providing access to library facilities,
materials and information for the benefit of the community.
The Huntington Beach Public Library System, in operation since 1909, serves more than
5,000 children, youth and families each year. The Children's Department is known for
the variety and scope of programs it offers year-round; Winter and Summer Reading
Programs, Story Times at the Central Library and at all four(4) branch libraries,
including the Oak View Branch Library. The Central Library also offers an organized,
separate Parenting/Grand Parenting section within the Children's Department. This
collection contains books, pamphlets, magazines and other information for parents,
grand parents and family members to assist children from 0— 18 years of age with age-
appropriate materials. One section of the collection has books to read to children on
relevant topics. Another book section is for the adult audience, to be used to help them to
teach children.
With an annual budget of$4,265,000 and a full-time equivalent staff of thirty-eight (38),
the Library System provides:
• High quality reading, listening and viewing resources for all age groups.
• Lifelong learning and knowledge materials.
• Broad, relevant and balanced collection.
• Technologies to provide accurate, timely and pertinent information.
• Welcoming environment with trained and competent staff.
• Demonstrated dedication to the public's need for knowledge.
The Library System is committed to providing the best possible library service to
children and youth without regard to sex, religion, ethnicity, language, sexual orientation,
mental or physical disability or economic status.
f
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4
PROGRAM SUMMARY ATTACHMENT A
f
FRC Partner:
I certify that the information provided in this proposal is true and correct to the best of
my knowledge and that I have been duly authorized by applicant's governing body or
other authority to file this proposal. A copy of the Board Resolution authorizing this
signature is attached.
Signature: Date: Fe4bf J . 9,0(�3
Print/Type Name: Nancy Williams for Ron Hayden
Title: Director of Library Services
Applicant Organization:—Huntington Beach Public Library
System
Organization Address: 7111 Talbert Avenue, Huntington Beach, California
92648
Telephone Number:_(714 960-8836 Facsimile Number (714) 374-
1616:
Email
Address:__haydenr@hbpl.org
The grant application to the County of Orange Social Services Agency, Adoption
Services Department, has seven goals. Of those goals, two pertain directly to the
Huntington Beach Library System and the Oak View Branch Library in particular.
They are:
Assist Students in Achieving Success in School Services (Goal 6);
Build the Capacity of Communities to Address the Needs of Children, Youth,
& Families' Services (Goal 7)
Therefore, this form with signature is required for the Huntington Beach Public Library
to participate in the Oak View Collaborative. The Collaborative is made up of Children's
Bureau of Southern California(lead agency), Camp Fire Boys and Girls, Huntington
Beach Public Library, Community Services Program, Oak View Family Center, Interval
House, Ocean View School District and Huntington Beach Adult School.
I
SERVICES TO BE PROVIDED ATTACHMENT B
Note: Responses should reflect how each collaborative FRC partner will provide services to the
identified community(ies) to be served.
Name of FRC: OAK VIEW COLLABORATIVE FAMILY RESOURCE CENTER
1. Please describe the community you intend to serve. Your community should be defined as the
target population as well as the specific geographic area the proposed FRC will serve. Be specific
in your description. Include demographic data and geographic boundaries. Describe the identified
needs and strengths of the community.
2. Identify the location of the collaborative's Family Resource Center (FRC) where families in need
can go for services or immediate referral to services. Provide detailed information on the facility
accessibility to clients. What are the hours and days of service delivery for the Family Resource
Center and indicate how this will ensure accessibility for the community to be served.
3. List all funded FRC partner agencies providing services in this proposal. Attach letters from each
proposed funded partner agency listing proposed services in this proposal. Letters must be on
organization letterhead with an original board approved signature.
4. Describe FRC Governance Structure planning process. Attach copy of draft governance structure.
(See Subparagraph 3.1.4 on page 4 for details.)
5. Describe Community Advisory Council development process,purpose, membership, meeting
structure, and plan for sustainment. (See Subparagraph 3.1.5 on page 4 for details.)
6. Using the format provided below, please describe each service you intend to provide under each
PSSF category. As a reminder, Proponents must have a minimum of three (3) funded partners.
PSSF Category#1) Family Preservation.
Service #1:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staff position(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
t
SERVICES TO BE PROVIDED ATTACHMENT B
Service #2:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staffposition(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
PSSF Category#2) Family Support.
Service #1: Oak View Library Homework Club
A. Title and detailed description of the service
The Oak View Homework Club will provide assistance with school assignments to children
and youth attending kindergarten, elementary, and middle schools residing in the
Community. The Oak View Branch Library will be responsible for the planning and
implementation of the Homework Club at the Oak View Branch Library. The Homework
Club Program will provide support with schoolwork, a safe and quiet place to study and
develop good study habits, a place to belong, and an opportunity for older children to help
younger children and thereby improve their self-esteem. The Homework Club Coordinator
will train and supervise volunteers/tutors to assist children with school assignments.
B. Clients to be served, e.g., Adults or youth ages 12-14 years
Clients served will include children in Kindergarten, in first through fifth(1'. —5t') grades
and sixth through eight (6t'— 8t') grades.
C. Which FRC partner agency will be providing the service
Oak View Branch Library will be responsible for providing this service.
D. Number of clients to be served
Number of Homework Club students served will be seventy(70) kindergarten and
elementary school and thirty (30) middle school students
E. Location of service to be provided
Service for Homework Club will be provided at Oak View Branch Library.
F. Start date of service
Start date of service will be October 1, 2003.
G. Hours of operation
The schedule and hours of operation for Homework Club, to be held during the nine (9)
months of the school year, will be as follows:
Monday 1:30 p.m. — 5:30 p.m.
Tuesday 1:30 p.m. —5:30 p.m.
SERVICES TO BE PROVIDED ATTACHMENT B
Wednesday 1:00 p.m — 5:00 p.m.
Thursday 1:30 p.m. —5:30 p.m.
Friday No scheduled Homework Club
H. Staffposition(s) to be used in providing the service
The Homework Club Program will be the responsibility of the Homework Club
Coordinator. This staff member will be under the supervision of Nancy Williams,
Children's, Media&Branches Coordinator.
I. Measurement outcome tools to be used:
Measurement outcome tools to be used for this contract will include the following:
a) All Homework Club students' names, parents' names and signed parental
permission slips will be logged and kept throughout the year.
b) Each parent of a student who is a member of the Homework Club will complete
a Feedback Form. This form is to measure how well the student is doing in
completing his/her homework. This form is part of the Exhibit. The rate of
return for the form will be fifteen percent (15%) or more.
c) Once a month, the Homework Club Coordinator will submit statistics regarding
the number of new and continuing students in the Homework Club and the
monthly attendance for each student.
d) School teachers will be selected for a random Satisfaction Survey. This survey
form will be developed during the Grant period and will be distributed to them
at the end of the school year.
J. PSSF outcome to be addressed
By providing a safe and quiet place to study and develop good study habits, Homework
Club Program:
a) Increases the number of students completing homework assignments on time.
b) Reduces the incidence of children"getting in trouble" after school hours.
c) Improves children's school performance.
K. Indicator to determine outcome achieved.
Indicator will be the educational test scores of children in the Oak View Community.
These will be compared to the current year's educational test scores. Test scores are
determined by the State of California for all public schools.
Service #2: Volunteer Service/ Outreach-Marketing Coordinator
A. Title and detailed description of the service
The Oak View Volunteer Service Coordinator will recruit youth, community members and
college interns at Bachelor's Degree level and Master of Social Work level. The recruitment of
volunteers will include the use of presentations at high schools, colleges, community service groups,
youth groups, and local businesses; interview process for volunteers; screening;training and
appropriate placement of volunteers in various programs provided by Oak View Collaborative
partners. The Staff member will coordinate volunteer's recognition activity and create volunteer
opportunities for community members,parents, youth, student interns. The Coordinator will ensure
that volunteers have their fingerprints taken and will complete a criminal records background check for
each volunteer. Also, the Volunteer Service Coordinator will ensure that data and evaluation materials
are collected and submitted on time.
SERVICES TO BE PROVIDED ATTACHMENT B
Staff person will provide outreach and marketing activities to promote adoptive services within
the City of Huntington Beach. These activities will include obtaining books, videocassettes and other
printed and media-related materials related to parenting, adoption and foster families. Marketing and
outreach activities to reach potential, adoptive families in the City of Huntington Beach will also be
conducted at two (2) separate workshops. One (1) workshop will be held at the Central Library;the
other workshop will be held at the Oak View Branch Library. Speakers for these workshops will be
coordinated through the County of Orange Social Services Agency Department of Adoptions. The
Huntington Beach Library System will donate an in-kind contribution of the rooms for the workshops.
The Central Library will provide a scheduled date and time for the Tabby Theater in the Children's
Department. The Oak View Branch Library will provide a scheduled date and time for the Branch
Library. Materials will be acquired in a number of languages for Central Library and the four (4)
branch libraries. Marketing and outreach to reach potential, adoptive families in the City of Huntington
Beach will be conducted throughout the year.
B. Clients to be served, e.g., Adults or youth ages 12-14 years
Youth ages 12-17 and adults will be targeted.
C. Which FRC partner agency will be providing the service
Oak View Branch Library will be responsible for providing this service.
D. Number of clients to be served
A minimum of eighty(80) volunteers will be recruited.
E. Location of service to be provided
Oak View Branch Library will be responsible for providing this service.
F. Start date of service
October 1, 2003.
G. Hours of operation
The Volunteer Service / Outreach—Marketing Coordinator will work an average of 18 to
20 hours per week. Hours of operation will be determined later since this position requires
being very flexible in order to attend and conduct different presentations to target groups.
H. Staffposition(s) to be used in providing the service
The Volunteer Service/Outreach-Marketing Coordinator will be responsible for these activities
under the supervision of Nancy Williams, Children's, Media&Branches Coordinator.
I. Measurement outcome tools to be used
Measurement outcome tools to be used for this contract will include the following:
a.) All volunteers will have hours of service recorded on Volunteer
Log Sheets kept at the Oak View Branch Library. These forms
are part of the Exhibit.
J. PSSF outcome to be addressed
By providing volunteer opportunities in the Community, the Oak View Volunteer Service
Program:
a) Community will "buy-in" which increases the number of Oak View
Community residents (youth and parents) involved in services
provided by partner agencies.
b) Teach job skills to parents, youth and seniors
c) Parents will develop leadership skills
SERVICES TO BE PROVIDED ATTACHMENT B
By providing outreach/marketing activities:
Increases number of families involved in adoption services.
K. Indicator to determine outcome achieved.
a) By number of volunteers and hours worked in various volunteer's activities from
October 1, 2003 through September 30, 2004.
b) By attendance to the two Workshops
c) Verification with the County of Orange that adoption services for this area has been
increased from Octoberl, 2003 through September 30, 2004.
PSSF Category#3) Time Limited Family Reunification
Service #1:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staffposition(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
Service #2:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staff position(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
PSSF Category#2) Family Support.
SERVICES TO BE PROVIDED ATTACHMENT B
Service#1:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staffposition(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
Service #2:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staffposition(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
PSSF Category#2) Adoption Promotion and Support.
Service #1:
A. Title and detailed description of the service
B. Clients to be served, e.g.,.Adults or youth ages 12-14 years
s C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staffposition(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
SERVICES TO BE PROVIDED ATTACHMENT B
K. Indicator to determine outcome achieved.
Service #2:
A. Title and detailed description of the service
B. Clients to be served, e.g., Adults or youth ages 12-14 years
C. Which FRC partner agency will be providing the service
D. Number of clients to be served
E. Location of service to be provided
F. Start date of service
G. Hours of operation
H. Staffposition(s) to be used in providing the service
I. Measurement outcome tools to be used
J. PSSF outcome to be addressed
K. Indicator to determine outcome achieved.
SERVICES TO BE PROVIDED ATTACHMENT B
7. Describe your FRC's case management system that will be used to ensure the PSSF outcomes
selected will be achieved. (See Subparagraph 5.3 on page 6 for details.)
8. Identify non-funded community assets/resources and describe how you intend to integrate existing
community resources in delivering proposal services to clients. (Attach letters of support from
non-funded organizations.)
9. Describe the steps your collaborative will take to reach out to foster and adoptive families with
FaCT-funded services.
10. Describe the steps your collaborative will take to reach out to relative caregivers with FaCT-funded
services.
11. Describe your collaborative's experience in program and facility management of similar services in
this RFP and your role and funded partner roles.
LIBRARY DEPARTMENT TABLE OF ORGANIZATION
Library Director
Adntin.:�sst. Facilities Support Groups
Rentals Library Affiliated Groups
Volunteer Coordinator
Library Scriiccs Tianaicr
C-n1.DRr-';-S-711EDlA, TECh-IlCAL SERVICES REFERENCE-LITERACY
P incRa]L�r�riai Principal Librarian Principal Librarian BRANCHES ACQUISITIONS ClRr-ULATFON
Library Assistant
3.5 FTE Principal Clerk
RECEPTION f Pt.'ci� I
17""
s ,itDLa c a'.iLOGt;`C„ co�fPVTER . ." — 1
PROCESSING SERVICES Librarian Literacy MAfF''iT "�t.' _�
2.5 FTE Coordinator custodian Clerk,Senior
Med-.3 Librari-j an .5 FTE 2 FTE Library Library
Computer
L iao Coordinator Operator Adult Clerk Assistant A!-.i;'a
2. Clerk,Senior Literacy Clerk Subs
C7�Senior _�
Clerk Computer Op Asst
Clerk,Senior Security Pa3- �.
Family 5 FTE Slp-t�izi;n !/.z:r._
Ck Gcfi Pages- Literacy
Stets _FTE Past [Refference! Clerk,Subs Prin.rie< Ct STGOL1L
eriodicals
P`''� P'a�e Ge:tealo�
_rz :CIE C.nvcs;r r.lst`z2
Cirk.Sp_cial
Pag_. ?L�.
13 FT
city of
HUNTINGTO
pro " .
BEACH
califorma
INVITES
APPLICATIONS FOR -
VOLUNTEER SERVICES COORDINATOR
20 Hours Per Week Part-Time
EQUAL OPPORTUNITY EMPLOYER RA,X1GE R-428 $18.43 -- $22.83 per hour
FILING DATE 5:00 PM, FRIDAY,SEPTEMBER 17, 1999
Resumes/Facsimiles will not be accepted in lieu of original City Application. Postmarks will not
be accepted in lieu of timely filing of application.
PRINCIPAL DUTIES AND RESPONSIBILITIES —Provide oversight to volunteers and
volunteer programs; provide oversight to fund raising programs and activities; consult with City
staff and community representatives to determine client service needs in order to develop new
programs for volunteer assignments and to supplement existing programs; develop job
descriptions with requirements to determine necessary qualifications for volunteers; plan,
organize and implement volunteer programs; evaluate the effectiveness of volunteer programs;
generate funding sources for existing and new programs through grant writing and fund raising
efforts; speak before clubs, foundations, churches, schools and other community groups to
desci-ibe program needs and sdmulatC suppua., ials_ fuiIus and far(-ity and
_;mint agency programs; identify sources of volunteers; recruit, screen, process, orient, assign,
train, supervise and monitor volunteers; keep schedules and timesheet forms of the volunteers;
lr;:cp statistics of hours worked by volunteers; community outreach to place volunteers; market
programs and activities; compose written communication including newsletters, advertisements,
brochures, special reports, requests for Council action, grants and letters of reference, create
audio-visual presentations with video equipment, slides, and/or flip charts; prepare, organize and
maintain program files and statistics; coordinate fund raising events and volunteer recognition
events; collect, synthesize and report program data; perform administrative responsibilities
required in a volunteer services program; contact families of the community to inform about .
programs and services offered in the Oak View area; develop volunteer needs of different
collaborative. agencies; maintain regular contact with all collaborative members,
^i - "i!a''E'' >'^ t�"iv;;�.. tv•<:aii;+ .,rw.__
u.wA4`4Y'F,�S!te+'ke .S:k.z"?.v°Y-'s'. ``' `^`a-'a
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KNOWLEDGE AND.AP'1�TTIES Knowledge of rrinciples ar ractices of volunteer
� `operations such as recruin. , selecting,training; directings'motivatu,g'and evaluating volunteers;
" �marketirg`and public relations; communication techniques used to gather, evaluate and transmit
.�. .
,information both verbally`and in writing;'desc'riptive statistics-and business math; information
tracking methods; acid automated office'practices and procedures:`'"Ability to organize and
implement'yolunteer programs; organize and coordinate fund raising efforts,, schedule and
coordinate special events; select, screen, train and place volunteers; track volunteer participation;
acknowledge volunteer participation; research, write and design advertising and promotional
materials, speak publicly; write correspondence reports, Requests for Council Action and grants;
account for monies and services received; establish and maintain effective working relationships;
identify and resolve problems;evaluate and determine the suitability of individuals for volunteer
assignments.
QUALIFICATIONS -College level course work in social work/gerontology,public/business
administration,psychology or sociology is desirable; two years experience in volunteer service
delivery, employment placement, fund raising and/or counseling with at least one year in an
oversight capacity; possession of a valid California Driver License; bilingual English/Spanish;
knowledge of the Oak View Community; flexible and friendly.
HOURS - The 20 hours could be divided in 3 days or 4 days.
Schedule of 20 hours in 3 days:
Mondays 9:00 a.m. to 3:00 p.m. '
Wednesdays 1:00 p.m. to 7:00 p.m.
Thursdays 9:00 a.m. to 3:00 p.m.
Schedule of 20 hours in 4 days:
Mondays 2:00 p.m. to 7:00 p.m.
Tuesdays 9:00 a.m. to 1:00 p.m.
Wednesdays 2:00 p.m. to 7:00 p.m.
Thursdays 8:00 a.m. to 1:00 p.m.
SELECTION PROCEDURE—All applications will be reviewed for qualifications. Those
candidates best meeting the City's needs will be invited to a qualifications appraisal, which will
include an oral interview (weighted 100%). Candidates successful in the qualifications appraisal
will be placed an eligible list from which hires are made.
APPLY TO Huntington Beach Library, 7111 Talbert Ave., Huntington Beach, CA 92648
TELEPHONE (714) 960-8837
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INVITES
APPLICATIONS
FOR _
LIBRARY ASSISTANT
HOMEWORK ASSISTANCE COORDINATOR (RECURRENT)
RANGE R-- 415 $17.27 -- $ 21.40
OPEN COMPETITIVE RECRUITMENT EQUAL OPPORTUNITY EMPLOYER
FINAL FILING DATED FRIDAY. NOVEMBER 12, 1999, 5:00 P.iV1.
Resumes/facsimiles will not be accepted in lieu of original City application.
EXAMPLES OF DUTIES: Under general supervision, performs a variety of
paraprofessional library duties; to assist patrons in making effective use of library
::iater;Als• s»n,-rvises the work of subordinates anal volunteers in operation of a
Homework Assistance Program at Oak View Library branch. Assists the public in the
use of the on-line catalog; provides limited reference service, and makes referrals when
further research is indicated; performs circulation tasks; prepares displays; weeds the
collection; makes acquisition recommendations; conducts special programs, such as the
summer reading program; homework assistance program; computer lab; compiles
circulation statistics; supervises patrons using the library; counts and accounts for money
collected at the branch; performs special projects; may assist in troubleshooting computer
hardware, software and operating problems. May assist in interviewing and selecting
new subordinates and volunteers; schedules, assigns and monitors work of the section;
establishes work priorities; informs management of problems and recommends solutions.
Performs other related duties.
KNOWLEDGE OF: Library terminology. methods, materials and practices; basic
library reference tools and their use; cInssfflcation systems; library procedures relating to
ordering, circulation of library materials; library automated systems; office methods,
practices and procedures; basic elements of good Fatglish usage, spelling and arithmetic;
basic statistics,
t x ng
expo I
scope of
_au oh' ndistand Fgncrry�itral� . Len ir�struo ans;estalacmainn ... '"
s :cooperatixv Aviation hose tontui e �Dilmgsaal, u .
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t` � ni9l nglls desirabia �1 o s i1 "wi 11.7elemcn as'y� 1r � .h and` _hsg syliooi ,
it e o e�coll gFIevelibraryscsenrCar rel'afe ;c ursewzl �o one.
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WO 1i3rary�clerical
stya.
s EXP 0 Suf ic��eenn trainmg1an ar'experienccta clearly
ERI T' demQnst ate a skills `.
^ ks dx f '-l.+.�t hiEs po.ii tiio,ns
sp fmavbege esoa ttbutri reqireos a o - nBAbnEnglish zo 4geSeS * -
.
fi N� �Literatur`e for reIated,ITumar�it�es e1d} �Super'vIsary e�Yerience is desiraele Teaching _
t...� :, 3 .d i.1;Yi Soy. a( 1
be.'subst!tuted rer-Librar� experience s : �� ;..
A 1-
1
LICENSE: Valid California Drive License.
{ , HOURS: Monday,Tuesday, Thursday, Friday 2:00 — 6:00 p.m,; Wednesday,l 00
5:00 P.M. -..
Recurrent position 20 hours per week during the school year. "
SELECTION `PROCEDURE: All applications will be reviewed for qualifications.
Those candidates best meeting the City's needs will be invited to a qualifications '
appraisal, which will include an oral interview (weighted 100%). Candidates successful
in the qualifications appraisal will be placed on an eligible list from which hires are
made.
APPLY TO: Huntington Beach Library, 7111 Talbert Avenue, Huntington Beach, CA
92648. Telephone (714) 960-8837.
�j. .
LEVEL/ SALARY
JOB CODE RANGE A B C D E
R-360 $13.15 $13.87 $14.63 $15.43 $16.28
0219 Classes: Stage Technician
LEVEL/ SALARY - -
JOB CODE RANGE A B C D E
R-428 18.43 19.44 20.51 21.64 22.83
0268 Classes: Volunteer Services Coordinator Incumbent: vacant
LEVEL/ SALARY
JOB CODE RANGE A B C D E
R-412 17.00 17.94 18.93 19.97 21.07
0194 Classes: Computer Assistant,Library
LEVEL/ SALARY
JOB CODE RANGE A B C D E
R-415 17.27 18.22 19.22 20.28 21.40
0257 Classes: Library Specialist Part-time
Homework Club Coordinator Incumbent: Raquel Pacha
LEVEL/ SALARY
JOB CODE RANGE A B C D E
R-452 20.78 21.92 23.13 24.40 25.74
0114 Classes: Librarian Recurrent
0302 1 Classes: Literacy Program Specialist
STATEMENT OF EXPERIENCi- ATTACHMENT C
Name of FRC: Cfik View Farsi.ly Iesctarce Center — Oak View Brand Library of Huntingtcn
INSTRUCTIONS: Eac i un*e�cloiPabo�a ve ZC partner agency and the lead agency must answer
all of the following questions. Please use a separate Attachment C for each funded collaborative FRC
partner and lead agency. If a question does not apply to your organization. answer with a full negative
response rather than stating "Not Applicable."
1. Attach current and valid copies of any agency licenses to do business in California.Are attars�-�
as art of the Cit< of Hurtingtr_n Beach, Q�,!an uicarpmratad city.
�'. How many years has your agency lien in business under its present name? _ Ninety-far (94) Years.
a)Number of vears doing business under related and/or prior business name?Ninety-fcur (94)- years.
b)Please list name(s) and dates:
C'i t z of a Tntingtm tear-h., CA 1 i fnm i a,_ 1909 —f i le date o i nmooratirn; 1910 — date of
3. Please list anv contracts and describe program services you have provided in the past five (5rparatian
years. In particular. describe your experience in providing services to families and children.
Year I Dollar Amount Of Services Contract Agency Location
1999 - 2003 Coi.nty of Orange Social Services Agency karded to Hurtaingtm
210 940 Social Services Paninistraticn ,
1
aarded furls to contract agexy -%..tao
view 13T ary
Emtuigtcn Beach PL blic T-abrary SYstEn 17251 ' Oak lane
7111 Talbert Avenea Huntingtcn Beach, CA
Has your agency failed or refused to complete a contract? ❑ YES NO
If YES, please explain:
tbt applicable_
f
I
Revised December 12, 2002 C1
I - -
STATEMENT OF EXPERIENCL ATTACHMENT C
Has your aeencv failed or refused to meet anv of its obligations during a three (3) year RFP cycle'
❑ YES 4RN0
If YES, please explain:
Dbt applicable.
List all major equipment which will be used for the direct provision of services.
Ccniuters, inclLding thirteen (13) in oaputer lab.
RntAoopy mmchine.
Cargtersa in office of volunteer ocordinator and haTe%ork omrdiaebor.
Ttlepimnes and facisimile machine.
Attach resumes or copies of applications for all known staff(i.e., employed by) the Proponent which
may be funded through this proposal. Resumes and/or applications must include relevant experience.
education, and, as appropriate, language capabilities.
l:es-=s and aC-plicaticris for the City of Huntuigtrn Beach are attached-
Also, jcbdedescripticns are inclirled,
1
i5
Y
Revised December 12.2002 C2
STATEMENT OF EXPERIENCE ATTACHMENT C
Name of FRC: Cek View Family lbscurce Center — Hmtingtcn Beach Public Library — Gak View
Brar& Library
Please describe your past involvement in other community collaboratives and./or single agency direct
service provision. FRC must provide copies of previous formal collaborative evaluation reports
WestEd) for previous years (i.e., FFY00-01, FFY01-02), as applicable.
Duration of Collaborative Partnership Name of Primary Collaborative AgencN
(Month/Year to Month/Year Partners
1Cak View Qcmmity Collaborative; 1. Children's Bureau of Scuthem California,
10/95 — 9/03 HDu Hmtmgtcn Beach Public Library — C ak View
r i
Cwip Fire U.S.A. Crmge Cam , Cbntly of
Change Social Sertices Agay-y I
2 i
I
3. 3.
4. 4.
Revised December 12, 2002 C3
Raquel Pachas A
6431 Sunside Ave.
Westminster, CA 92683
(714) 891-7982
EDUCATION HISTORY
• September 1986 through June 1990
High School Diploma. El Rancho-High School,Pico Rivera, CA.
• May 1994 through June 1998
Associate in Arts Degree. Golden West Community College,Huntington Beach,CA.
• March 1999 through December 1999
California State University,Los Angeles. Worked towards a Bacherlor of Art
Degree in Social Work(16 units).
EMPLOYMENT HISTORY
• August 1989 through December 1990
County Of Los Angeles Public Library,Rivera Branch Library,Pico Rivera,CA. Library Page.
Methodical and systematic organization of library materials in their perspective area by alphabetical order and
the Dewey Decimal System
• December 1990 through February 2000
County Of Los Angeles Public Library,Rivera Branch Library,Pico Rivera,CA.Library Aide/Clerk..
Check books in &out from and to patrons. Answer reference questions by phone and in person through the
use of library computers, intemet,reference books, and periodicals. Register new patrons,perform data input
and record keeping into system of library materials, and heavy filing. Weed library collection. Open, close,
and supervise the library. Collect fines for overdue and lost library materials, handle collection agency
accounts, count daily cash& occasionally make bank deposits. Resolve customer problems, attend meetings
and training sessions. Order various library materials for different educational and recreational needs.
Organize.and conduct children programs. Translate English to Spanish and Spanish to English documents.
• December 1999 to present
Huntington Beach Public Library,Oak View Branch Library,Huntington Beach,CA.Library Assistant—
Homework Club Coordinator.
Conduct homework assistance program for school age children. Supervise work of subordinates and
volunteers in operating Homework Club such as interview, select, schedule, assign, and monitor work.
Prepare statistical reports for Homework Club. Organize and conduct special children programs. Assist the
public in the use for the on-line catalog, perform circulation tasks. Refer individuals to various community
programs; translate and assist non-English speaking individuals on filling out forms. Assist the Family
Literacy Program; administrative tasks; translate and edit documents; evalutation of students; scheduling and
reading recommendations for tutors and students.
• October 2000 to present
Children's Buerau of Southern California,Huntington Beach,CA.Secretsry 1.
Type and update corresdence forms, reports, flyer, ect. Answere phones, take messages and reroute calls as
needed. Create and maintain files and records. Input data and maintain files as requiered. Send out and tract
various letters, records and documents. Complete minutes for various meetings. Plan meetings for
supervisiors. Create and update Newsletter.
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STATEMENT OF REFERENCES ATTACHMENT D
Name of FRC: Cak View Collaborative Family Fiescurce Center - intingtm Beach Public Library—
Oak ter, ary
Contractor must provide names and addresses of three (3) current references for similar scope of
services previously provided and brief description of service rendered, in addition to telephone number.
and contact person. NOTE. The references provided should not be employees of SSA or funded
partner agencies in current proposal. Every reference will be checked prior to award.
Dates of Service Name Address Phone Contact Person
1. 10/95 - 9/03 tbrilyn Pakmino, Huntingtcn Beach (714) 847-2873, ext. #214
Vice Principal Adult Sd=1
16666 Tu stall Lane I�ahana Nusrat,
Services Provided: H u#ingtm Beach, C: 92647 IL-scurce Specialist
'T hglish as a Second Language" classes , (ED preFaraticn classes and citiZehship classes at
rr) cost. Vocaticnal. ESL classes at lnw cost.
?. 10/95 - current
Proiject Even Start ((714) 843-6938 D=ia Sta,*trn
17261 Oak Lane
Services Provided: HLntingtcn Beach, (A 92647
Provides nodel hcm a d gracp lbas fauly educational programs to children age 1 - 7.
10/95 - current Health Care Agency P.O. Bcoc 355, #50 (714) 662-4590 Peg Bailey
3 Public Clare/LOH Program Santa Ana, CA 92702 -
Services Provided:
Maternal Child and Health program clinic services. Tnbll Baby clinic held
at Oak View the 2nd and 4th Friday of nmth.
Revised December 12,2002 DI
LINE ITEM BUDGET ATTACHMENT E
Name of FRC: Huntington Beach Public Librar —Oak View Branch Library—Oak View Family
Resource Center
Proponents may either propose one annual yearly budget for each annual period to be funded, or may
choose to include three (3) separate budgets for Year 1, Year 2, and Year 3. Please note that if
Proponent decides to include the separate amounts for Year 1, Year 2, and Year 3, the Proponent must
include an Attachment E for each specific budget period for three (3) years of potential funding (e.g.,
Year 1 Budget, Year 2 Budget, Year 3 Budget).
A. SALARIES AND EMPLOYEE BENEFITS
1) Salaries—List each position to be funded by this award.
Position(s) Full-Time Current
Equivalent Match"l Staff? Anticipated Annual
(FTE)(" Yes/No Hire Date? Bud et
Direct Service Positions
(List) % $
Oak View Branch
Library Volunteer
Coordinator 0.48% 10% NO March 2003 $25,178
Oak View Branch
Library Homework Not
Club Coordinator 0.38% 10% YES applicable $13,000
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Not Not
0.86% 10% applicable applicable $38,178
Administrative Positions
FRC Program Coordinator 100% $
,r Data Entry/Client Tracking 50% $
% $
Minus Match: $ $
Subtotal Salaries: $ $38,178
(1) FTE=Amount of time employee works on this program. State as a percentage based upon a 40 hour work week.
(2) Match Requirements: Contractor may apply match amounts to only Salaries and Benefits and Services and Supplies
in the following amounts: twenty thousand dollars($20,000)total to Direct Service Cost and five thousand($5,000)
to Administrative Cost.
LINE ITEM BUDGET ATTACHMENT E
2) Employee benefits—List type of employee benefit(s) and amount budgeted.
Type of Employee Benefit Match (1) Annual
Budget
Direct Service Staff
(List)
Not applicable $Not applicable
Administrative Staff:
FRC Program Coordinator(1.0 FTE) $
Data Entry/Client Tracking (0.50 FTE Minimum) $
Sub-Total Employee Benefits
Percentage Benefits
Minus Match
TOTAL SALARIES AND EMPLOYEE BENEFITS
(1) Match Requirements: Contractor may apply match amounts to only Salaries and Benefits and Services and Supplies
in the following amounts: twenty thousand dollars($20,000)total to Direct Service Cost and five thousand($5,000)
to Administrative Cost.
LINE ITEM BUDGET ATTACHMENT E
B. SERVICES AND SUPLLIES
1) Services—List any consultant(s) or contract services:
Name of Consultant/Contract Services Annual Budget
Sub-Total Services
2) Supplies:
Item
Match (2) Annual Budget
Administrative Office Expenses $
Program Expenses $
Telephone $
Mileage $
Community Advisory Council(Meeting and Training
Expenses $1,000
Other
Subtotal Supplies
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TOTAL SERVICES AND SUPPLIES
Provide detail on each item in Attachment F
(2) Match Requirements: Contractor may apply match amounts to only Salaries and Benefits and Services and Supplies
1 in the following amounts: twenty thousand dollars($20,000)total to Direct Service Cost and five thousand($5,000)
to Administrative Cost.
LINE ITEM BUDGET ATTACHMENT E
C. OPERATING EXPENSES
Item(2) Annual Budget
Equipment Lease/Rental $
Utilities $
Other $
$
Total Operating Expenses
GRAND TOTAL LINE ITEM BUDGET $38,178
Minus Match 3,818
TOTAL BEING REQUESTED $34,360
In Kind Match may not be applied to overhead expenses
(2) If proposed,provide detail on Attachment F.
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LINE ITEM BUDGET ATTACHMENT E
D. REVENUE
List all of your organization's current and projected sources and amounts of revenue, including the
program for which you are submitting a proposal, for the period October 1, 2003 through September 30,
2004.
Revenue Source Revenue Expiration Date Annual Budget
City of Huntington Beach Library Services
General Fund— 10/01/00—9/30/01 On-going $3,641,000
City of Huntington Beach Library Special
Revenue Funds— 10/01/00— 9/30/01 On-going $267,000
City of Huntington Beach Library Capital
Projects Funds— 10/1/00—9/30/01 On- oin $357,000
$
$
Total Revenue $4,265,000
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ALLOCATE COSTS AMONG ALL PROGRAMS FOR THE PERIOD OF OCTOBER 1, 2003
THROUGH SEPTEMBER 30, 2004 USING A COST RATIO (INCLUDING THE PROGRAM FOR
j WHICH YOU ARE SUBMITTING A PROPOSAL).
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BUDGET NARRATIVE ATTACHMENT F
Name of FRC:—Oak View Family Resource
Center
Proponents may either propose one annual yearly budget for each annual period to be funded, or may
choose to include three (3) separate budgets for Year 1, Year 2, and Year 3. Please note that if
Proponent decides to include separate amounts for Year 1, Year 2, and Year 3, then Proponent must
include additional Attachment F designating specific separate budgets for each of the three (3) years
of potential funding (e.g., Year 1 Budget, Year 2 Budget, Year 3 Budget).
Additionally, Proponents may either provide a separate Attachment F for each partner's budget, or
Proponents may include one Attachment F for the FRC as a whole, noting the responsible partner next
to the line item(e.g., FRC Coordinator—Name of Lead Agency.)
Describe/Explain each budgeted line item from Attachment E.
Personnel: Give job descriptions for all positions in your budget, even if previously done. Use extra
sheets if necessary. Not language skills (e.g., Spanish-speaking) of staff to provide service.
TITLE I FTE I HOURLY RATE
Oak View Branch Library Volunteer Coordinator 10.48 F.T.E. 1 $22.83
Duties
Responsible for volunteer recruitment including: screening, training, assigning jobs, supervision, and
recognition; creating volunteer opportunities for community members, parents, youth, and student
interns;providing volunteer support to collaborative programs and services; and ensuring that data
and evaluation materials are collected and submitted on time. Provides outreach and marketing
activities to promote adoption services within the City of Huntington Beach. These activities will
include obtaining books, videocassettes and other printed and media-related materials related to
parenting, adoption and foster families. Materials will be acquired in a number of languages for the
Central Library and the four(4) branch libraries.
Minimum Qualifications
Bachelor's Degree in Social Work or related field; three (3) years' experience working with
volunteers; strong communication and interpersonal skills; and community outreach experience is
preferred. Background in working with children, parents, educators and community groups. Ability
to market services to all underserved children and/or their guardians in Huntington Beach. Will input
required statistics into computer for data compilation, analysis, transmission, documentation for
measuring and meeting all Collaborative and County of Orange Social Services Agency FaCT
evaluation components.
TITLE FTE HOURLY RATE
Library Homework Club Coordinator 0.38 F.T.E. $21.40
Duties
Responsible for the planning, implementation and activities of the Oak View Library Homework
Club; supervising volunteers and tutors; submitting reports on progress of program and individual
students; insuring that data and evaluation materials are collected and submitted on time.
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BUDGET NARRATIVE ATTACHMENT F
Minimum Qualifications
Associate degree in Library Technical Science or Bachelor's Degree in English or related field;
strong written and verbal communication skills; experience with tutoring and working children and
families; experience supervising volunteers and/or tutors is desirable; ability to work with parents
and/or guardians to enable children to complete homework assigned by educators in a timely manner.
Ability to motivate children to attend Homework Club throughout school year for assistance with all
school projects, homework and assignments. Knowledge of multicultural reference sources for a
public library, with special emphasis on children's literature.
TITLE FTE HOURLY RATE
$
Duties
Minimum Qualifications
TITLE FTE HOURLY RATE
$
Duties
i
Minimum Qualifications
TITLE FTE HOURLY RATE
$
Duties
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F
`r Minimum Qualifications
TITLE FTE HOURLY RATE
$
Duties
Minimum Qualifications
1
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BUDGET NARRATIVE ATTACHMENT F
TITLE FTE HOURLY RATE
$
Duties
Minimum Qualifications
TITLE FTE HOURLY RATE
Duties
Minimum Qualifications
Provide a detailed breakdown of expenses in space provided below for each item as requested on
Attachment E.
Office Expenses:
Program Expense:
Telephone:
Mileage:
Supplies-Other:
Equipment-Lease/Rental(if proposed):
Operating Expenses-Other:
REQUIRED DOCUMENTS CHECKLIST _ ATTACHMENT H
INSTRUCTIONS: Please submit the following documents in the order listed on this form. All items to be
submitted in the two (2) original proposal packages are in the first column, marked with an X. All items to be
submitted in the other seven (7) copies of the proposal are designated with an X in the second column. It is not
necessan! to include items in the third column in the proposals by the due date. However. those documents ma\
I be requested at a later date or be provided at the time of contract negotiations.
Original Copy Submitted
Required Documents Packages 2) Packages. 7) Upon Request
Attachment A_(See Section 8.3.5.1 ) I X X
.Attachment B (See Section 8.3.5.2) X X
Attachment C. including resumes of all known staff
i (See Section 8.3.5.3) I X X
I Attachment D (See Section 8.3.5.4) I X X
Attachment E(See Section 8.3.5.5) X X
j Attachment F(See Section 8.3.5.5) X X
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I Attachment G (See Section 8.3.5.5) X X
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I Attachment H (See Section 8.3.5.6) X
Attachment J (See Section 8.3.5.7) X
I Organizational Structure. Including Organizational Chart
(See Section 8.3.5.8) X
Certificates of Insurance (as required in Section 8.3.5.10) X
Financial Statements (as required in Section 8.3.5.11) X
Certification of Financial Support(as referenced in
Section 8.3.5.12) X
Form of Business Organization (as required in Section
8.3.5.13) X
Article of Incorporation (as required in Section 8.3.5.13) X
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Bylaws (as required in Section 8.3.5.13) X
Affirmative Action Plan (See Section 8.3.5.14) X X
Service Delivery Client Grievance Procedure(See Section
8.3.5.15) X X
Authorized person(s) to file Proposal and Sign Contracts
(See Section 8.3.5.16) X X
Policv on Confidentiality(See Section 8.3.5.17) X X
a
Personnel Policies and Procedures (See Section 8.3.5.18) X
Federal and State Exemption Numbers (See Section
8.3.5.19) X
IRS form indicating Employer Identification Number(See
Section (8.3.5.20) X
List of all staff by Name,Title and Hourly Rate (See
Section (8.3.5.21) X
Board Resolution From Each Funded Partner X
Proposals in Three (3) Ring Binders X
Revised December 12, 2002 H1
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CITY OF HUNTINGTON BEACH
COMBINED STATEMENT OF REVENUES, EXPENDITURES AND
CHANGES IN FUND BALANCES ,
ALL GOVERNMENTAL FUND TYPES
FOR THE YEAR ENDED SEPTEMBER 30, 2001
WITH COMPARATIVE TOTALS FOR THE
YEAR ENDED SEPTEMBER 30,2000
(IN THOUSANDS)
Fldu l.ry Fund
Types Totsis(M4morsndurn Onfy)
Spocl.l A.-nut Debt Service C.pIW PmJecu E.p.nd.bN
REVENUES 1.1 Fund Funds Funds Funds Trust 2001 2000
Proov:-y Tames $ 30,738 $ - $ 6,122 $ - S - S 36,8FA S 37.645
O*w Tam 56,705 2.723 - 795 60.223 52.194
Licenses and Pens 5,896 915 91 - 6.902 8,538
Feet,For%eLrm a.•rd Penalises 4,092 - - _ - 4,092 4.018
From the t f Wney end Property 7,333 2,229 3,749 2,460 41 15.812 14,603
From OVW ApcUes 13.571 15.837 - 2.226 - 31,634 32,021
Grave:for Cu-ert Service 9,654 430 - 375 10.459 10.077
07ter 361 450 - 880 - 1,691 9.603
TOTAL REVENUES 128,350 22,584 9,871 6,827 41 167,973 168,699
EXPENDRURES:
Curreett -
Cty C arks 231 - - - - 231 277
CIO A 'ear 1,456 320 - 1,776 1.799
"Treasurer 916 - - - - 916 8?.4
CeyA•+omey 2,458 485 2,943 2.227
Ciy Clerk 559 - - - 559 451
Admeesrub a Services 3,874 - - 3,874 3-59
Plerner,I 2.201 128 - 2,329 2.180
Building 2,589 - - - 2,589 2-"A
Fee 18,085 57 - - 18,142 17,471
trdormafion Sr-ern 2,814 - - - - 2.814 -
Pofoe 37,812 1,269 - _ - 39,081 38,140
on Eoomc0e,,eltoment - 898 - 1,918 2,816 6,749
CmamunItySe�-es 9,906 1,373 - 116 11,395 8,815
L➢Orary Services 3,641 267 - 357 4,285 3,988A
Public 20,973 2,710 - 1,187 24,870 25263
Noft-O paronerdal 12,724 223 145 2.206 - - 15,298 18,572
Cape Ovnsy 1,900 14.581 - 17,194 12 33,E27 18,740
Ded Service(Note 12):
Prvciw - 130 11,460 294 - 11,8854 6,333
lift - 104 15,774 326 - 16,204 14,96A
TOTAL EXPENDITURES 122,139 22,060 27,379 24,083 12 195,673 171,792
EXCESS OF REVENUES OVER(UNDER)EXPENDITURES 6,211 624 (17,608) (17,256) 29 (28,000) (3,093)
OTHER FINANCING SOURCES(USES):
Ope sl. Transtrs to(Nate to) 2,587 6,306 6,020 6,354 - 21,267 30,529
Prcoeeds of Long-Term Debt(Note 12) - 28 6,295 31,624 - 37,947 34,683
Pv rnerry to R&%;r%*p Escrow. _ _ - - (4,573)
Opensth Tmnaters Out(Nob 10) (14.063) (2,784) (1,304) (3,757) - (21,908) (32,959)
TOTAL OTHER FINANCING SOURCES(USES) (11,476) 3,660 11,011 34,221 - 37,306 27,6W
EXCESS OF REVENUE AND OTHER SOURCES OVER(UNDER) 29 9,306 24,587
EXPENDITURES AND OTHER USES (5,285) 4.074 (6,497) 16,965
FUND BALANCE•BEGINNING OF YEAR 43,733 24,108 38,379 40,466 298 146,994 122,397
Prcr Pet A4x;strmert s(Nds 19c) (3,050) - (445) (110) 298 1 ,(3379 122,39 0 ) -FUND BALANCE AS RESTATED 40,883 24,108 37,834 40,368
FUND BALANCE•END OF YEAR $ 36,418 $ 28,182 $ 31,437 S 57,321 = 327 $ 152,686 S 148,984
See In0apendent Audllors'Report and Notes to General Purpose Flnenclel Statements
RCA ROUTING SHEET
INITIATING DEPARTMENT: LIBRARY SERVICES
SUBJECT: APPLICATION FOR FAMILY & COMMUNITIES GRANT
COUNCIL MEETING DATE: March 3, 2003
STATUS..ATTACHMENTS A
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable Attached
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney) Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Not Applicable
Financial Impact Statement Unbud et, over $5,000) Not Applicable
Bonds If applicable Not Applicable
Staff Report If applicable Not Applicable
Commission, Board or Committee Report (If applicable) Not Applicable
Find in s/Conditions for Approval and/or Denial Attached
._.._. ......._ .._...._. ......_..
EXPLANATION FOR MISSING ATTACHMENTS
REVfEWED RETURNED FORWARDED;
Administrative Staff
Assistant City Administrator Initial
C ity Administrator Initial k,
City Clerk C
EXPLANATION FOR RETURN OF ITEM
Only)(Below Space For City Clerk's Use
RCA Author: