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HomeMy WebLinkAbout1990-12-11; City Council; 10939; ACCEPTANCE OF A PARTNERSHIPS FOR CHANGE GRANT FROM THE CALIFORNIA STATE LIBRARYClmOF CARLSBAD - AGENWILL Y wg a *d ma, El Adopt Resolution No. approving a grant from The California State Library in the amount of $40,000. a) uo a m E5 uoc Gr)a 3a)M OUk oua a *dl+ E a, E@a, ITEM EXPLANATION: On July 31, 1990, the City Council adopted Resolution No. 90-254 approving the libraq application for a Partnerships for Change grant in the amount of $157,248.00. The resc required that the proposed program focus on library outreach activities and be designec transitional program on terms acceptable to the City Council. An analysis of the scope nature of the proposed program as well as an analysis of the budget impacts of the pro, was also mandated prior to Council approval of acceptance of the grant. The program proposed in the grant application follows the City Council's directions ant: two objectives. One focuses on establishing an information center in the targeted comn to introduce its Spanish-speaking residents to library services. Potential sites for the information center are being explored. This information center is meant to be a transit service designed to familiarize residents with the services of the library. The ultimate g to provide services from the Cole Library after it is remodeled in 1992. The other obje is to develop resources at the main library, including signage and expanded Spanish-Ian collections, to meet the needs of this population as they begin increasing their use of tl- s uoa Eu ad v cua, $4 oa 3 h:: u 3mE .d a, aJ?E ka +I 4O-c cu 0-=2 uak wa as - uvc? mu u ad 5oc 4F g um a, a0 k *rl u .rl s amu k .rl aa,c cca aua. kma - cd.d u mP4z a N 0 *Lla,m OPU h mi3 Carlsbad was selected to receive a grant and was notified by the State Librarian in a September 21, 1990 letter (Exhibit 2.) However, the State Library changed significant! structure of the Partnerships for Change grant program. The basis for this change was experience of the libraries that received grants in FY 89-90. Essentially, those experier indicated that a longer term of financial support from the State Library and a slower beginning of the program is necessary to make the lasting changes in the library's servic program. The State Librarian said: I as a,@ 2 m *EO kP k a, CW.d &a, J ?m aaLl aJ aJrla,c oca, E a@@ 0 a u MC +I u aE a42 u 2.2; uua, M a, uuo E 0 "For your specific program, this will mean a significant reduction in what you proposed to do in this first year. Based on cycle 1 experience, that is the best v support your efforts to change your basic community service program without p unreasonable stress on your staff and establishing unrealistic expectations of yo1 community--expectations that you will not be able to maintain after grant funds withdrawn." CamP Sa E 0 &+I a, o\ \ rl rl \ N 4 I 0 e PAGE 2 OF AGENDA BILL NO. /<, 737 "Because of the Cycle 1 experience and 1989/90 lessons, we have made the follor changes in this cycle's implementation of this program: a. LSCA funding commitment has been extended from the previous maximu three years to a maximum of five years, beginning with a low dollar amou year 1 and allowing for possible increases in year 2 and 3 before phasing ( in year 4 and 5. Training will focus more clearly on semice program reprioritization and te rather than service element additions. All participants will receive equal $40,000 awards in the first year. This fi is intended to provide consistent startup and planning assistance, without emphasizing large scale service additions. b. c. In general, large grants in year 1 tended to distract library and community effort from the real need to make local policy, process, and procedural changes within existing. ongoing resource limits and, instead, raised community and branch expectations for a higher level of service at higher - ongoing budgetaw costs. It a to very high levels of stress among first year participants, who were forced to try too much too quickly. This modified approach is our attempt to avoid both of t problems. Restructuring of existing policies and procedures to allow operation of revised, responsive services within existing. budgets - has always been the intent of this pro I believe this revised approach focuses on that intent much better and will make more sense for you and your local jurisdiction, given the obvious budgetary cons we are all facing, at the federal, state, and local levels. I will be pleased to sup^ your efforts through this improved approach." The major impact on the library's proposed program will be in the first year and is a rt the reduction in funding from the grant application amount of $157,248 to $40,000. The reduction in first year funding required library staff to revise its plan of service an scale down the program for the first year. The Revised Plan of Service, 1990-1991 is c in Exhibit 4. The original and the revised Plan of Service were developed with a large amount of community participation. Staff believes this participation is important and should cont throughout the duration of the grant supported program. Staff recommends that an 1 member Partnerships for Change Advisory Committee be established to provide comn participation and guidance to the program. Staff further recommends that the Advisoi Committee be made up of one Library Board member and ten members from Carlsba Hispanic community and that terms of committee members be for three years. 0 e PAGE 3 OF AGENDA BILL NO. /? 739 FISCAL IMPACT: Grant funds and community partnerships will support all costs associated with the Plan Service for 1990-91. Total budget of $40,000 is broken down as follows: Salaries 3 part-time employees $20,000 Librarv Materials Books, magazines, video tapes $10,000 Operating Expenses Translators, public relations, cultural sensitivity training, signage $ 7,037 Indirect (at 8%) $ 2,963 Total: $40,000 Enhanced services and resources for Carlsbad’s Hispanic community are part of the lib long-range plan of service. Both the State Library and the City Library staff intend for program to operate within the existing budget. The State Library’s funding commitmei five years should provide for achieving that goal. The staff necessary to continue this program beyond state support will be the staff that supports library services in the rem Cole Library. EXHIBITS: 1. Resolution No. accepting a Partnerships for Change grant from the Cali1 ‘@9/%A Y State Library. Letter from the State Librarian dated September 21, 1990. Letter from State Librarian dated November 8, 1990. Revised Plan of Service, 1990-91. 2. 3. 4. 2- 1 2 3 4 5 6 7 8 9 LO I.1 12 13 14 15 16 17 w W RESOLUTION NO. 90-429 RESOLUTION OF THE CITY COUNCIL OF THE CITY SHIPS FOR CHANGE GRANT FROM THE CALIFORNIA STATE LIBRARY. OF CARLSBAD, CALIFORNIA, ACCEPTING A PARTNER- WHEREAS, the library’s submittal of an application for a Partnerships for Change grant was approved on July 31, 1990; and WHEREAS, the library’s proposed plan of service for the Partnerships for Change grant program is in keeping with Council guidelines; and WHEREAS, the California State Library has awarded the Carlsbad City Library a grant in the amount of $40,000 for the first year of the grant program; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City Carlsbad, California, as follows: 1. That the California State Library Partnerships for Change grant of $40,000 is hereby accepted. 2. That the grant in the amount of $40,000 is hereby appropriated. I.8 3. That the Mayor of the City of Carlsbad is authorized and directed tc I 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a regular meeting of the CiQ Council of the City of Carlsbad on the xhday of December, 1990, by the follo vote, to wit: I. 1 2 3 4 5 6 7 8 9 10 XI. 12 13 14 15 16 17 l8 19 2o w 0 AYES: Council Members Lewis, Kulchin, Larson, Stanton, and Nygaa NOES: None ABSENT: None ATTEST: dmRR* 7 ALETHA L. RAUTENKRANZ, City Clerk (SEAL) I 1 I I CALIFORNIA WATE LIBRARY TELEPHONE: (916) 445 LIBRARY-COURTS BUILDING P.O. BOX 942837 SACRAMENTO, CA 94237-0001 September 21, 1990 Clifford Lange, Director Carlsbad City Liirary 1250 Elm Ave. Carlsbad, CA 92008-1991 Subject: LSCA I-3.P25, FY 1990/91, WP 89, Grant Award #40-1954 Centro de Amistad: Main Library Dear Mr. Lange: Your application for :Funding for the above named Partnerships For Change (PF( program is approved for a total of $40,000 in federal Library Services and Constructic Act (LSCA) funds effective immediately for the period ending September 30, 1991. k eight PFC libraries in cycle 2 are receiving this same amount this year, because of change in direction that PFC will be taking this year. The State Library prima consultant assigned to this grant will be Bessie Egan, Tel. (916) 322-0375. Based on the "Learnings" articulated in cycle 1 grant applications and voiced participants during training sessions at the end of this year, we have decided that it essential to take a different approach with libraries that are beginning PFC this year. T cycle 1 libraries indicated that they tried to do too much in too little time and th everything, particularly hiring, took much longer than they expected. Standard hiring ai recruitment' practices just did not provide adequate support, and many delays were causi by simple start up problems (ie. establishing new accounts, late arrival or incorrect lo( distribution of initial grant funds, etc.). These experiences indicate that longer ter workshop training and LSCA funding support, with a slower beginning, is really need to make lasting changes in the community library's service program rather than to siml achieve a short-lived infusion of energy and excitement that cannot be sustained. Consequently, we will provide training and financial support to your branch library effo for an extended period of time rather than the maximum three years provided for cycle libraries. We will also begin with a lower level of financial support in this first year wh your branch staff are trying to begin this process that will make lasting changes in th community service program, and we will, then, gradually phase in additional dollars 01 the extended period of time. 6 -2- September 21, 199 m Clifford Lange For your specific progra.m, this will mean a significant reduction in what you proposed t do in this first year. Based on cycle 1 experience, that is the best way to support yo^ efforts to change your basic community service program without putting unreasonabl stress on your staff and establishing unrealistic expectations of your community expectations that you will not be able to maintain after grant funds are withdrawn. W expect that you will be implementing the basic service program redesign that you ha\ developed and documented in your 1990/91 LSCA application but that you will be testir and implementing the ideas that you have proposed in the application over a longc period of time than one year. State Librq consultants and our PFC training teams w work closely with your Partnership Team to support your efforts in this less frant approach to making lasting change in your community library. The approved award of $40,000 is intended for some specific purposes as outlined bel01 Salam & Benefits $20,0( -Part time expertise (language, culture, etc.) to help branch staff establish linkages into the community. -Substitute help to allow branch staff time to participate in PFC activities of the branch. Materials $10,01 -Collection development expansion OueratinP Exoenses $7,0 Purposes such as: -Miscellaneous support expenses -One to two programs/events for community -Translators -Linguistic improvements in/for branch -Visibility improvements -Brochures, flyers, etc. -MarketinglPR Equipment $-( Indirect (at 8%) $2,9 TOTAL $40,0 September 21, 199 -3- Clifford Lange 'This is a very different approach, and we acknowledge that it means additional work an rethinking on the part of your staff and community. We believe, however, that, in th end, you will a be much more pleased with this approach, even though we know ther will be initial disappointment in not moving forward as quickly as you originally plannec We will discuss this new approach in detail with your Partnership Team at th October 11 - 13 workshop in Milpitas. State Library staff and our training teams wj meet individually with your Team at that workshop to discuss your specific branch servic program revision plans, the PFC changes this year, and how we can best work j partnership to support your efforts. This first workshop will be a combination ( beginning training, consultation on your branch service program revision plans, and needs assessment to help us learn just what kind of support cycle 2 libraries feel the need to be successful in their PFC efforts. On September 30, 1991 this grant award will be officially closed and no new expenditurc may be generated nor funded activities occur. All unexpended and unencumbered fun( must be returned by November 13, 1991. You are allowed 60 days to liquida encumbrances which were incurred prior to September 30. After the 60 day period i encumbered funds which have not been liquidated must be returned to the State Librar Reporting on financial and program activities is required quarterly, on the forms enclose within 30 days of the end of each quarter. A final summary report is required and is dl within 30 days after the close of the grant, by October 30, 1991. The final liquidatic report, if required, is due and must be submitted by December 15. Thus, all reportb regarding this grant must have been received at the State Library by December 15, 199 All required reporting materials are attached to this letter. This letter and the attacht list of LSCA procedural requirements amend the Consolidated Application/Grant Awa Certification document and must remain a part of all your existing copies. Best wishes for a successful year. Sincerely, 0 m Gary J@? E. Strong ff% California State Librarian Enclosures cc: Collin Clark Curtis Purnell Bessie Egan GES/BE:gv PFC4 Wm. #P-25 CALIFORNIA RATE LIBRARY TELEPHONE (9161 445 LIBRARY-COURTS BUILDING * P 0 BOX 942837 SACRAMENTO, CA 94237-0001 _- _- /- L-. ,‘, * November 8, 1990 I, & %%%. $ 6 &,‘<e P’‘:‘- 4, ,-,> Mr. Clifford Lange, City Librarian 1250 Elm Ave. Carlsbad, CA 92008-1991 Dear Mr. Lange: I look forward to working with you and the Main Library Partnership Team in Cyc!e 2 the Partnerships for Change (PFC) Community Library Service Grants Program. As indicated in my September 21, 1990 Library Services and Construction Act (LSCA) gra award letter to you, this second cycle represents a modification in our approach implementing the Partnerships for Change philosophy and concepts. The basic philosop and concepts remain unchanged. The Cycle 1 PFC efforts taught all of us (local library participants, State Library staff, a training team members) many important lessons. Principal among these is the finding tl. if the focus is to be on revising branch library service programs rather than mert development of additional branch services, and on making lasting changes, the progran training must be revised; much less activity must be expected in the first year of a librar participation in the program; and outside, transitional funding (i.e. LSCA dollars) must provided over a longer period of time. Because of-the Cycle 1 experience and 1989/90 lessons, we have made the followi changes in this cycle’s implementation of this program: Carlsbad City Library 4’ a. LSCA funding commitment has been extended from the previous maximum three years to a maximum of five years, beginning with a low dollar amoi in year 1 and allowing for possible increases in year 2 and 3 before phasi down in year 4 and 5. b. Training will focus more clearly on service program reprioritization and testii rather than service element additions. c. AIU participants will receive equal $40,000 awards in the first year. This fundi is intended to provide consistent startup and planning assistance, without 01 emphasizing large scale service additions. Clifford Lange 0 -2- 0 November 8, 199 In general, large grants in year 1 tended to distract library and community efforts awa from the real need to make local policy, process, and procedural changes within existin! onpoing resource limits and, instead, raised community and branch expectations for higher level of service a.t higher ongoing budgetary costs. It also led to very high leve of stress among first year participants, who were forced to try to do too much too quickl This modified approach is our attempt to avoid both of these problems. Restructuring of existing library policies and procedures to allow operation of revise! responsive services within existing budgets has always been the intent of this program. believe this revised approach focuses on that intent much better and will make a lot mol sense for you and your local jurisdiction, given the obvious budgetary constraints we ai all facing, at the federal, state, and local levels. I will be pleased to support your effor through this improved approach. Sincerely, - k% c% Gary E. Strong California State Librarian cc: Collin Clark Curtis Purnell California State Library Consultants PFC Team Members GESILG#2:p Cyclulz < e 0 EXHIBIT 4 CARLSBAD CITY LIBRARY PARTNERSHIPS FOR CHANGE Revised Plan of Service, 1990-1991 Approved by Coalition: November 1, 1990 NOTE: This plan requires approval of Carlsbad City Council before implementation. 1. Centro de Informaci6n (Information Center) a. Establish an information center, to be called "Centro de Inforrnaci&,l! in the downtown neighborhood to serve the information needs of Spanish-speaking families. b. Find a rent-free site that can be used 2-3 days a week, 4 hours a day and Saturdays for 4 hours. c. Hire 2 part-time bilingual/bicultural Library Assistants and 1 part-time bilingual/bicultural clerk to staff the center and do outreach in the neighborhood. (Must first create a new civil service category in the city for !'Part-time Library Assistant. 'I) information for adapting to a new environment (such as requirements to get a driver's license) and referrals to social/health/education agencies. Agency personnel will visit the center to provide face-to-face information and referrals also. Bilingual volunteers will help residents fill out forms they do not understand. e. Materials at the center will include pamphlets about social, health, and education services available; pamphlets with frequently needed information (such as how to obtain a birth certificate or preventive health information). f. Materials will also include popular materials that give residents an introduction to what is available in the Main Library: children's books in Spanish and English, videos in Spanish for adults and children, children's magazines in Spanish, adult magazines in Spanish, materials for learning English (books, tapes), and some books about high-interest topics such as health and jobs. g. Pamphlets will be given out free. Other materials will be checked out to residents with an easy check-out system. Emphasis will be put on making it easy for people to obtain information. Many of the materials will be paperbacks. h. Neighborhood residents may apply for library cards at the center. d. Information provided at the center will be lifeskills J w m , Carlsbad City Library Partnerships for Change Revised Plan of Servics 2 2. Outreach into the neighborhood. a. Several hours each week one of the Library Assistants will staff a table at Lola's Market. Basic information and referrals will be done. Some information pamphlets will be available. More complicated questions will be referred to the information center. Library alpplications can be filled out and library information will be available. The Library Assistant will talk with people and be a visible presence in the neighborhood, meeting people face-to-face. b. Library Assistants and other library staff will visit schools, parent meetings, church groups, and other places where Spanish-speaking adults and children gather. The Library Assistant will meet people and also share what the information center and library can offer . c. on a regular basis, perhaps once a month, library programs for children such as puppet shows, will be held at Holiday Park on the weekend. An information table such as will be used at Lola's Market will also be set up. 3. Children's programming. a. Children's books and programming will be a priority for Partnerships for Change. Reaching the children will help reach the adults. b. children's story hours and programming will take place in Spanish at the information center or, if this is not possible, at another location in the neighborhood. Story hour type programs will also take place at Holiday Park on weekends on a regular basis. 4. Main Library: materials a. The Spanish language materials will be put together in one location so that they can easily be found by people new to the library. These will include books and videos and tapes. Children's materials will be in the Children's Department. b. Books which will be ordered will mostly be on topics of high interest and usefulness, such as health information and jobs information. c. Spanish language videos and cassettes will be added to the library. d. Materials for learning to speak English will be added. m J- Carlsbad City Library Partnerships for Change Revised Plan of Service 3 5. Main Library: staff a. Bilingual/bicultural staff will be sought to fill vacant positions. b. cultural sensitivity training will be held for staff. Other city employees will be invited to attend as well. c. Spanish language classes will be held for staff. Other city employees will be invited to attend as well. d. Hopefully, some Main Library staff will also rotate and staff the information center at times and the Centro de Informacio'n staff will be at the Main Library at times. 6. Main Library: signs a. All signs in the library will be studied to see how to make them bilingual. This will include the large sign in front of the library. displayed. b. The library's mission statement, in Spanish, will be 7. Library forms and brochures a. A brochure in Spanish about the library will be b. Forms in the library, such as suggestion forms, will be developed. translated into Spanish. - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion bower Tier Covered I-- Transactions This certification k required by the regulations implementing Executive Order 12549, Debarment and Sus~ 34 CFR Part 85, Section 85.510, Participants’ responsibilitii. The regulations were published as Part VI1 of 26, 1988 Federal Reaister (pages 19160-19211). Copies of the regulations may be obtained by contac person to which this proposal is submitted. (BEFORE COMPLETlNG CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its p are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluc participation in this transaction by any Federal department or agency. Where the prospective lower tier participant is unable to certify to any of the statements in this cerl such prospective participant shall attach an explanation to this proposal. (2) CTtAUDF, A ’52 D UP/(LSCACERT.CP) I m m Instructions for Certification a 1. By signing and submitting this proposal, the pospective her tier participant is providing the certi set out below. 2. The certification in this ciause is a material representation of fact upon which reliance was place( this transaction was entered into. If it is later determined that the prospective lower tier participant knc rendered an erroneous certification, in addition to other remedies available to the Federal Governme department of agency with which this transaction originated may pursue available remedies, including SUSF and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to wh proposal is submitted if at any time the prospective lower tier participant learns that its certification was err when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction,' 'debarred,' 'suspended,' 'ineligible,' 'lower tier covered tram 'participant,' 'person,' 'primary covered transaction,' 'principal,' 'proposal,' and 'voluntarily excluded,' as use clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executiv 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy ( regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a pe~ is debarred, suspended, declared ineligible, or vduntarity excluded from participation in this covered tran unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will incl clause titled 'Certification Regarding Debarment, Suspension, Ineligibiiiity, and Voluntary Exclusion-Lower Tier I Transactions,' without modification, in all lower tier covered transactions and in all solicitations for lower tier transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant ir tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the transaction, unless it knows that the certification is erroneous. A participant may decide the method and fr by which it determines the eligibil'i of its principals. Each participant may, but is not required to, cl Nonprocurernent List (Telephone Number). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of rE order to render in good faith the certification required by this clause. The knowledge and information of a p: is not required to exceed that which is normally possessed by a prudent person in the ordinary course of I dealings. 9. Except for transaction authorized under paragraph 5 of these instructions, if a participant in a transaction knowingly enters into a lower tier cwered transaction with a person who is suspended, c ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies availat Federal Government, the department or agency with which this transaction originated may pursue available I including suspension and/or debarment.