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AmeriCorps VISTA Project Application_3rd Grade ReadingMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Approve 3rd Grade Reading VISTA Project Grant Application DATE: November 28, 2012 Dubuque kital All- America City II 111! 2012 Leisure Services Manager Marie Ware recommends City Council approval of an AmeriCorps VISTA Project Application e -filed with the Corporation of National and Community Service for four VISTA positions to assist with the third grade reading initiate. If this grant application is successful, the Dubuque Community School District would host one VISTA for attendance, one VISTA for school readiness and one VISTA for data measurements and evaluation. The City of Dubuque Leisure Services Department would host one VISTA for summer learning. The total project cost is $79,544 for one year and the local financial commitment is the sponsoring organizations cost share for one of the four VISTA positions. The cost share is $11,136, with the City paying $2,784 and the Dubuque Community School District paying $8,352. Additionally, about $1,000 of expenses for mileage and training would be provided, for a total City portion of $3,784. I concur with the recommendation and respectfully request Mayor and City Council approval. btilvT4 kr,„709,,, Michael C. Van Milligen MCVM:jh Attachment cc: Stan Rheingans, Dubuque Community School District Superintendent Nancy Van Milligen, Community Foundation of Greater Dubuque President & CEO Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Marie Ware, Leisure Services Manager THE CITY OF Dui Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Marie L. Ware, Leisure Services Manager DATE: November 27 2012 SUBJECT: Approve 3rd Grade Reading VISTA Project Grant Application Dubuque had All-America City ' 11' 2007 INTRODUCTION The purpose of this memorandum is to request approval of an AmeriCorps VISTA Project Application e-filed with the Corporation for National and Community Service (CNCS). BACKGROUND As you are well aware the City has been very involved in the third grade reading initiative. Many of us have commented that we will need some extra hands to work successfully on the initiative. As a city and department we have very effectively used the AmeriCorps VISTA program to build capacity within the organization on a variety of topics. The sustainability and volunteer initiatives are both great recent examples. The Corporation for National and Community Service recently released a call for concept papers for placement of four VISTA positions. I discussed this opportunity with the Third Grade Reading Steering Committee and all encouraged an application based on the need for some extra hands to help drive the projects and research. Eric Dregne of the Community Foundation of Greater Dubuque also was really excited about the opportunities that VISTAs would create to move things forward. I then met with Shirley Horstman and Lynne Devaney of the Dubuque Community School District as they are both leaders with two of the three target areas of our initiativeattendance and school readiness. I work with the target area of summer learning. Lynne, Shirley and I had a great meeting and decided that we could host the four MSTAs between our two organizations. The School District would host one VISTAfor attendance, one VISTAfor school readiness and one V1STAfor data, measurements and evaluation. This will aid in them being able to access school data and build school contacts with each subcommittee. Leisure Services would host one V1STAfor summer learning. Each of the VISTA members would work with the Steering Committee as well as the subcommittees of each of the three initiative areas. The beauty of having four will be they can cross collaborate with and between all agencies involved and themselves. As you are aware V1STAs work on poverty reduction efforts and the third grade reading initiative dovetails well with this effort. The City is the applicant for the MSTAs as we have a past record of success with the VISTA program. The concept paper was approved and we were requested by CNCS to fill out a full application. DISCUSSION We had twelve days which included the Thanksgiving holiday to prepare and submit the project application. I was assisted in the application preparation by Deb Bell, AmeriCorps Director, Lynn Devaney from the School District and Eric Dregne from the Foundation. You will see the application submitted attached. If our application is accepted these four VlSTAs would start in April of 2013. They serve one year and typically they can be renewed for a period of two more years. They each work full time for the organization so we would have four persons working full time on making the CSAP that was awarded the All America City award a reality. PROJECT COST - BUDGET IMPACT The total project cost is $79,544. The financial commitment is that the sponsoring organization cost share for one of the four VISTA members. This cost share is $11,136. This cost would be split with the City paying $2,784 and the School paying $8,352 as we would have one and they will have three. Additionally about $1,000 of expenses for mileage and training would be provided. Shirley and Lynne have committed funds from the school for their portion ($9,352). The CNCS grant would cover $66,408 of the total cost. I recommend the City portion of $3,784 be paid for by savings in the Greenhouse full time salary line item (10030500 - 61010). Since Mike Horsfall has been Acting Park Division Manager his regular salary line item has remained unused. ACTION TO BE TAKEN I respectfully request approval of the VISTA grant application to CNCS for four VISTA positions for the Third Grade Reading Initiative. Prepared by: M LW:et cc: Cindy Steinhauser, Assistant City Manager Eric Dregne, Vice President of Programs Community Foundation DRAFT PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE Modified Standard Form 424 (Rev.02 /07 to confirm to the Corporation's eGrants System) 1. TY PE OF SUBMISSION: - Construction Application X Non 2a. DATE SUBMITTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS): 2b. APPLICATION ID: 13VS144929 3. DATE RECEIVED BY STATE STATE APPLICATION IDENTIFIER: 4. DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: 5. APPLICATION INFORMATION LEGAL NAME City of Dubuque DUNS NUMBER: 093105302 NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes): NAME Marie Ware TELEPHONE NUMBER: (563) 589 -4264 FAX NUMBER: INTERNET EMAIL ADDRESS: rruv are @cityofdubuque.org ADDRESS (give street address, city, state, zip code and county): 1550 Clarke Dr Clarke University MS #1546 Dubuque IA 52001 - 3117 County: Dubuque 6. EMPLOYER IDENTIFICATION NUMBER(EIN): 426004596 7. TY PE OF A PPLICANT: 7a. Local Government - Municipal 7b. Local Government, Municipal B. TYPEOFAPPLICATION (Check appropriate box). NEW /PREVIOUS AMENDMENT in box(es): REVISION (specify below): GRANTEE X NEW CONTNUATION If Amendment, enter appropriate letter(s) A. AUGMENTATION B. BUDGET C. NO COST EXTENSION D. OTHER 9. NAME OF FEDERAL AGENCY: Corporation for National and Community Service 10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.013 10b. TITLE: VISTA State 11.a DESCRIPTIVE TITLE OF APPLICANTS PROJECT: Dubuque's Third Grade Reading Initiative Program Type: Standard Cost Share: X 11.b. CNCS PROGRAM NITIATNE (IF ANY): 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): Dubuque, low a Dubuque Community School District 13. PROPOSED PROJECT: START DATE: 04/01/13 END DATE: 03/31/16 14. CONGRESSIONAL DISTRICT OF: a.Applicant IA 001 b.Program IA 001 15. ESTIMATED FUNDING: Year #: 1 16. IS APPLICATION ORDER 12372 PROCESS? SUBJECT TO REVIEW BY STATE EXECUTIVE /APPLICATION WAS MADE AVAILABLE STATE EXECUTIVE ORDER 12372 PROCESS FOR ON: IS NOT COVERED BY E.O. 12372 a. FEDERAL $ 0.00 YES. THIS PREAPPLICATION TO THE REVIEW DATE: b. APPLICANT $ 13,136.00 c. STATE $ 0.00 d. LOCAL $ 0.00 X NO. PROGRAM e. OTHER $ 66,408.00 17. IS THEAPPLICANT DELINQUENT ON ANY FEDERAL DEBT? II YES if "Yes," attach an explanation. X NO f. PROGRAM INCOME $ 0.00 g. TOTAL $ 79,544.00 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA N THIS APPLICATION /PREAPPLICATION ARE TRUEAND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. TYPED NAME OF AUTHOREED REPRESENTATIVE: Marie Ware b. TITLE: c. TELEPHONE NUMBER: (563) 589 -4264 d. SIGNATURE OF AUTHORIZED REPRES ENTAT V E: e. DATE SIGNED: Page 1 DRAFT For Official Use Only Narratives Executive Summary EXECUTIVE SUMMARY 1. Provide a brief description of the proposed project, including the project goals(s) as well as an overview of the activities the requested VISTAS and Leaders will perform. Proposed Project and Goals: The proposed project will address the CNCS Strategic Nan Focus Area of Education (K-12 Success and School Readiness). The project will focus on four areas including 3rd grade reading achievement (Goal: go% of 3rd grade students proficient on the reading comprehension portion of the Iowa Testing Program (ITP)), School Attendance (Goal: No student shall miss more than 1o% of the school year), Summer Learning (Goal: Change focus of activities to be purposeful activities that foster reading, math, and science skills instill a love for life -long learning, healthy living, and connection to school), and School Readiness (Goal: All young people in Dubuque are school ready). All goals will need measurements and evaluative tools. A Third Grade Reading Community Solutions Action Plan (CSAP) was developed with involvement of seventeen local organization and community input in March of 2012. The plan can be found at http: // dbqfoundation. org/ OurInitiatives /ThirdGradeReading.aspx. This plan will become a guiding document for all four VISTA positions requested. Overview of Activities: To realize our overarching vision we will strive for impact in the way we collaborate, share resources, and engage the community. This can only be done by focused efforts of the VI STAB that will explore and evaluate the current and potential collaborations, resources and engagement. They will research For Official Use Only Page 2 DRAFT For Official Use Only Narratives best practices from across the country on models that have been successful in each of their respective areas of school attendance, summer learning, school readiness and measurements and evaluation. Currently 86% of 3rd grade students in the Dubuque Community School District read at grade level. We are focusing on the remaining 14% of our young people who do not read at grade level, many of whom are hardest to reach. Focusing our efforts on improving 3rd grade reading achievement among the targeted low income and minority students will require initiatives that reach well beyond our current efforts. Facilitating transition from birth to school requires the work of multiple agencies working collaboratively across the community. In fact, given the demographics of the Dubuque community it is essential that our efforts serve to unite our entire community around initiatives that will serve to bridge race, class and socio - economic distinctions. The four VI STA's requested will work independently on their specific area and collectively with each other. One will focus on school attendance, one for summer learning, one for school readiness and one for development of measurements and evaluation of these three areas. They will work to create broader strategies including improved coordination of efforts and resources, and aligning provided and proposed services with a Collective Impact model. The collective impact model includes a common agenda, shared measurement, mutually reinforcing activities, continuous communication and backbone support. The VI STAB will become the backbone support using this model. The VISTA's will work to build the capacity within partner organizations to achieve the vision and goals for the 3rd Grade Reading Initiative, by identifying gaps as well as strengths and bringing new partners and volunteers to the table. All will be a team for the Third Grade Reading Community Solutions Action Plan that will work with For Official Use Only Page 3 DRAFT For Official Use Only Narratives the seventeen original partners and more. The VI STA's will work with subcommittees of the third grade initiative that are already established and representative of the seventeen original partners and a growing list of new partners and volunteers. 2. How many VI STAs and Leaders are you requesting? 4 VISTA members 3.What is the estimated length of time required to complete the project? We currently have set out a three year plan with long term goals in each of the areas of school attendance, summer learning and school readiness. Each of the three plan areas has goals for community, families and policy for each of the first three years and longer term goals after that. 4. Briefly describe your organization's mission, history and the beneficiaries of your organization's programs. The City of Dubuque's mission is to deliver excellent municipal services that support urban living, and contribute to a sustainable city. The City plans for the community's future, and facilitates access to critical human services. The result is a financially sound city government and citizens getting services and value for their tax dollar. Dubuque's population is 57,637 and the city serves this population. Our proposal is for a community wide effort. The Dubuque Community School District (DCSD) is partnering with the city in this VISTA application as a sub - recipient of three of the four VISTAS requested. The mission of the Dubuque Community School District is to develop world -class learners For Official Use Only Page 4 DRAFT For Official Use Only Narratives and citizens of character in a safe and inclusive learning community. DCSD serves nearly 10,500 students in two high schools, three middle schools, thirteen elementary schools, and an alternative program that provides multiple pathways to graduation. There are 825 kindergartners, 715 1St graders, 764 2nd graders and 747 3rd graders in the current school year. In the state sponsored preschool program there are 300 being served by Dubuque Community School District and 537 being served in other programs that are under the DCSD community sub - sites. Summary of Accomplishments Need State in measurable and quantifiable terms the specific poverty- related needs(s) identified by the community(ies) that the VISTA project will address, including the number of low- income people directly affected by the problem (s). If your program will operate at multiple sites, demonstrate a need in each community you propose to serve. The poverty rate in Dubuque has increased, including child poverty. According to the 2010 US Census report Dubuque's child poverty rate is 13 %; for young people under 5 it is 20.6% in 2012. The effects of childhood poverty on learning and reading achievement are well documented. In addition to social and developmental problems, young people living in poverty often lack access to books and other reading materials. Children in poverty can also be deficient in oral vocabulary and background knowledge that are critical to reading comprehension. Dubuque Community School District data shows dramatic changes: * 13% of students in poverty, up 51% since 2000 * 38% qualify for free or reduced lunch vs. 37% for Iowa, up 10.3% since 2000 * Special education, 15% are entitled vs. 13% for Iowa currently For Official Use Only Page 5 DRAFT For Official Use Only Narratives The biggest challenge facing our community is disproportionate achievement rates of minority students and students in poverty. While overall our students are achieving at a high level, a disproportionate rate of minority students are entitled to Special Education services: 11.45% black, 2.37% Hispanic, and 2.72% multi- racial in 2011 -12 according to Dubuque Community School District data. Whether we look at reading achievement, school attendance, or school readiness, the story is the same. In addition, while many Dubuque students demonstrate success in 3rd Grade Reading Achievement based on the Basic Reading Inventory, of the 14% of students not meeting 3rd grade reading targets, half (7 %) are entitled. The remaining 3rd grade students are overwhelmingly black, male and receive free and reduced lunch services. This according to Dubuque Community School District data. Dubuque students arrive at kindergarten ready to learn and data shows our four -year old preschool is a major factor in driving these school readiness rates. However, the program is at risk due to state funding challenges and a disproportionate number of students from at -risk populations are still not school -ready by age 5. Similarly, while the Average Daily Attendance (ADA) rate in DCSD schools is 95 %, the opportunity remains to reach the most at -risk students who are not attending at rates that promote achievement. Improving summer learning opportunities may be our community's most significant opportunity. While we have an abundance of summer activities for our young people, there is little coordination among these activities and a significant need to incorporate learning opportunities into these programs to support the school curriculum especially emphasizing STEM. Finally, we must consider how our policies can better ensure: For Official Use Only Page 6 DRAFT For Official Use Only Narratives * More proportionate density of poverty and minorities within schools * Improved access to summer learning opportunities for all young people * An engaged health community that provides lead-testing and wellness care * High attendance standards for kindergarten and four - year -old preschool * Employer awareness of how policies affect parents' abilities to support children * Issues like attendance are addressed in community -based organization programming * School attendance policies are fair and consistently enforced district -wide. Our goal is to find models to help impact these most vulnerable students. We will build on our strong history of partnerships, collaboration, and innovation to move our 3rd Grade Reading Achievement from good to great. This entire project includes looking at and changing our infrastructure to help more effectively bring individuals out of poverty or assisting them from being on that path as they grow up. Strengthening Communities 1. Describe current activities your organization or other organizations are undertaking to address the problems identified in your need statement. Describe how the proposed project will complement this work. Currently St Marks Community Center, Multicultural Family Center, Dubuque County Extension, Dubuque Community School District, Carnegie Stout Public Library, and City of Dubuque Leisure Services are working on a summer pilot program to engage each organization to specifically come together and formulate a program that will address summer learning loss. It is in the formative stages but all participants are beginning work now to collaborate on a new way of summer programming. It is our hope this pilot will engage more organizations in the future but this is our For Official Use Only Page 7 DRAFT For Official Use Only Narratives first step in looking to put learning into summer especially for our youth most in need. The Dubuque Community School District is also piloting a school attendance program in one of their schools. They will provide a paraprofessional to work hand in hand with specific parents and children having attendance issues in one school to improve their attendance rate and assist the child with help on homework or reading as necessary before school. VI STA's will work with these pilots and expand, measure, update, change and research complementary work and /or expansion of these pilots. The work of this project will complement and expand upon these pilot programs. 2. Describe how the new or enhanced programming created by your project will address the needs of the community and bring individuals and ultimately, the community out of poverty. Low education attainment has a strong link to poverty. By building the capacity of our community to impact education attainment, beginning with early childhood, VISTA's engaged in this effort will have a direct role in creating antipoverty outcomes. VI STAs will play a critical role in building infrastructure and capacity for our community's schools, non - profit partners, local government and philanthropy that will ensure Dubuque's most vulnerable children succeed. Too many children coming to preschool and kindergarten neither prepared nor ready to succeed- - school readiness gap. Too many children are missing too many days of school - attendance gap. Too many children lose too much ground over the summer months returning to school further behind than when they left in June -- summer slide. These three areas are most affected by low income For Official Use Only Page 8 DRAFT For Official Use Only Narratives children, however our goal is to reach all children that are reading below grade level. This effort which is a collaborative effort has already brought many organizations to the table. It is now time to research best practices, work on pilot programs, measure outcomes, track successes and systematically improve all our efforts to insure all of our Dubuque children can read at grade level by third grade. We are focusing on the hardest to reach population which ultimately is many times children in poverty. This will focus on the skills that can help the children to be successful. Reading skills can change a child for life. Research by the Campaign for Grade Level Reading tells us that children who are not at grade level reading by third grade are more likely to be behind for the rest of their life. In fact, '74% of students who do not read at grade level by end of third grade will not catch up in time to graduate with their class. Every year more than 8o% of low income children will miss this critical milestone. If this continues this means more poverty in the next generation, a workforce that is less competitive in the global economy and a military less ready to protect our nation's security. Each and every child that will learn to read at grade level will have improved chances for success while in school as well as jobs in the future. VI STA's will connect community resources and volunteers to researched best practices that impact school readiness, school attendance, summer learning, overall grade level reading achievement and ensure all children in Dubuque have the education and tools needed to thrive in the 21st century. 3.How will you involve the community to ensure the sustainability of the proposed project? As the VISTA members research best practices and involve the various partners we will begin to see For Official Use Only Page 9 DRAFT For Official Use Only Narratives areas where current resources may be reallocated. There are a lot of resources currently out there related to each of the three plan areas but never before has an effort focused on working together so closely. As we begin to measure and evaluate our efforts we will likely determine some activities need not be continued as they were not effective. This will allow resources to be moved to either programs that are performing or start up pilots that will be measured for effectiveness before rolling out across the community. This part of the effort is highly sustainable as it uses current resources in new ways and measures how we are doing. The Community Foundation of Greater Dubuque (CFGD) has made a long term commitment to ensuring that every child in Dubuque receives five promises - -a Caring Adult, Safe Places, Healthy Start, Effective Education and Opportunities to Serve through its long standing commitment of funding and resources to the Every Child /Every Promise initiative (ECEP). Together with ECEP the Foundation has made a multi-year commitment to support and fund Dubuque's Grade Level Reading Campaign. Together with the Steering Committee partners, there is a firm commitment to ensuring the initiative is sustainable and reaches it goals. In fact, steering committee partners have signed an MOU to highlight that commitment. MOU will be sent to the state office for file. The third grade reading coalition and its subcommittees met to formulate the plan and now continue to meet as we begin to implement the plan. VISTA members will seek additional partners. Community involvement and empowerment is key to the success of this initiative. To write the Plan not only did seventeen partner agencies come together but over 100 community For Official Use Only Page 10 DRAFT For Official Use Only Narratives members came together to provide input that became a part of the Community Action Plan. Just a month ago a second community meeting was held with over 120 participants that brainstormed ideas and made commitments to third grade reading. Those present were business and community members ready to help make this plan a reality understanding that this is not a year long process but a process that will take time and additional commitment in the future. Philanthropists have expressed a desire to help financially. As the initiative continues we will match their interests with program or activities that we have developed measures and evaluations and show outcomes that can lead to other financial support in the future. Dubuque has a history of being very successful in finding funding for proven strategies - whether through philanthropists, non - profits, grants, or other methods. Additional community meetings are being planned once every six months to provide updates, get feedback, share successes and ask for specific commitments to continue to reach our goals outlined in the plan. These will all create more buy -in and greater sustainability. 4. Is the program that you are trying to expand/start new in your community? Field? To your organization? If ongoing, is it effective? How do you know? This program/initiative is new to the community and to the City organization. There are communities that have begun working in the area of a third grade reading initiative in Iowa and around the Country due to the National Civic Leagues All America City Award this year that focused solely on third grade reading and creating Community Solutions Action Plans. We will continue to network with those cities as they continue their work and learn from each other's efforts and successes. Recruitment and Development For Official Use Only Page 11 DRAFT For Official Use Only Narratives 1. Describe in specific terms how your organization will recruit qualified VI STA(s) to service on this project. What challenges do you anticipate in recruiting qualified individuals? The City of Dubuque and Dubuque Community School District will use all of their typical position recruitment methods including print, website advertising and social media in addition to posting the positions through the Corporation for National and Community Services website. This includes listing locally with Access Dubuque, the areas web -based outreach for jobs available in the area. We will also specifically reach out to the colleges and universities in the area - -Loras College, University of Dubuque, Clarke University, Wartburg Seminary, Emmaus Bible College, and University of Wisconsin Platteville. We will also be reaching out to other universities that may have strong programs that relate to qualifications for each VISTA placement. The biggest challenge anticipated is the timing of the recruitment and availability for April start. With the requirement that the VISTA must not be full time in college this causes problems as potential candidates could be graduating in very early May and at the time of application and acceptance into the program be a full time student. We may lose good candidates due to this. Each VISTA will be recruited for skills, knowledge and abilities to help them be successful. They may come from a variety of backgrounds. We would likely recruit education majors of those that want work experience after four years and before going on to grad school. We might recruit a doctoral candidate that will work with this project as a part of a thesis. We could recruit a recently retired teacher that has a lot of classroom experience. For the data and measurements position we would likely recruit from a student of statistics or other measurements driven field that would have hands on experience of data management as well as measurements. Again, this might be a doctoral student For Official Use Only Page 12 DRAFT For Official Use Only Narratives that can research and also turn this research into workable formats for use in the field. This could again be a recently retired person that was heavily involved in qualitative and quantitative measurements as a part of their career. Having a team of VI STAs from a variety of backgrounds that are at different places in their career would be a dream team. We would recruit to gain the best applicant pool possible. 2. Describe the service- related transportation needs of the VI STA(s) and your plans for meeting those needs. The VISTA members will need transportation to and from meetings that will be held in various locations throughout the community. If the VISTA member has a vehicle there would be reimbursement for mileage and if the VISTA does not the city has a public transportation system that could be used and a bus pass could be provided. 3. Briefly describe plans for orienting VISTA(s) to your organization and the community. Describe any training opportunities and technical assistance that will be available to members throughout their service. The following is a general orientation plan for the VISTAs: A. Welcome to the City of Dubuque and Leisure Services as well as Dubuque Community School District -- Introductions, structure of city, workspace area to use, websites of organization, policies and procedures, equipment orientations, administrative policies B. Community Tour and Organizational Purpose and Mission and the VISTA project -- Touring the For Official Use Only Page 13 DRAFT For Official Use Only Narratives community and neighborhoods as well as the community as a whole, meeting with persons in the City and School that will work with on a daily and weekly basis, exploring the organizations more in- depth, understanding in depth the VISTA project and how it came about and what it is hoped to achieve C. The Member Assignment, Supervisory Relationship and Community Investigation -- Review of the job description and VAD, performance reviews, clear outcomes of the project, performance expectations and objectives, supervisory support and support structure, communications, reporting, accountability, working relationships, discipline, work styles, upcoming meetings D. Independent Community Investigation -- member exploring the community and mentally inventorying assets, needs, cultural practices E. Deepening the Understanding of the Community and the Project -- Several experts of our community sharing about low- income populations, community leaders sharing about the community, meeting community partner organizations as well as other AmeriCorps National program members F. Team Building -- This will be very important for the four VISTAs as well as with their supervisors to build trust and mutual understanding, meet other VISTAs in the community. They will be considered full members of the City and the School team. G. Outreach -- Starting to reach out in the Community both with organizations and individually For Official Use Only Page 14 DRAFT For Official Use Only Narratives Training opportunities will be sought throughout the term of service specific to each of the VISTA members. They will all go through the intercultural competency training held by the City of Dubuque Human Rights Department each year. They will meet with the City Departments that will assist them in being successful with each of their assignment areas. Each will participate in the Distinctively Dubuque sessions sponsored by Greater Dubuque Economic Development which orients them to the Dubuque Community. The City and the School District host trainings at various time of the year that the VISTA members may be invited to. These types of trainings might be leadership oriented or specific to their areas of work. Community trainings like a recently held Chamber of Commerce Diversity Summit would also be available to VISTA members. The VI STAB will attend a Bridges out of Poverty training sponsored by the city's Housing Department. Technical assistance will be available for various city and school departments. For example, information services would be available for training on computer related software or for technical assistance with computer questions or problems. There are experts in many fields that are a part of the City staff and departments. This is true of the school district as well. 4. Describe the accessibility of services provided to members of the community with disabilities. Is your organization able to accommodate VI STAs with disabilities? Accessibility of city and school services is critical to the community and required. To the greatest extent possible through reasonable accommodation, all offices and facilities of the city are accessible and usable by employees with disabilities and persons who utilize the services of the city. The City has For Official Use Only Page 15 DRAFT For Official Use Only Narratives a Section 504 Advisory Committee that is responsible to ensure compliance of Section 504 and the ADA. VISTA Assignment 1. Summary of Activities: (To be submitted with the project application.) Provide a summary of the general tasks and activities VI STAs will perform to implement the proposed project. These tasks and activities should logically relate to the project goals you propose in the Project Plan. In each of the four focus areas - summer learning, school attendance, school readiness and data and measurements the four VISTA members will participate in the following activities related to the goals outlined in this application: • Build and expand partnerships with Dubuque public and private sector organizations /businesses; ▪ Outreach by taking the "show on the road" for the lunch speakers network by doing public speaking on the third grade reading initiative and ways for individuals, businesses, organizations, non - profits, and service clubs to get involved in the effort; • Help to develop sponsor infrastructure which may include developing new programs and /or updating existing ones; • Engage residents of the low- income community to become active in the future of their children and the development of programs that meet their needs and their children's needs; • Recruit, train and coordinate part -time volunteers and work with the VI STA Volunteer Coordinator in the City's Human Rights Department; • Write grant applications for funding and other resources and solicit donations and other in -kind support for sponsor programs that are directly involved with pulling people out of poverty; • Market and publicize the project and results as they are measured and achieved; ▪ Create measurement systems that work for organizations yet maintain HI PPA standard; For Official Use Only Page 16 DRAFT For Official Use Only Narratives • Continue community events to support the project and update the public on progress and gather continuous individual commitments through the VISTA project and beyond; • Mobilize resources in- and outside the community in support of the project; and • Promote project sustainability by focusing on building the capacity of individuals, organizations and the community. • Train direct service providers especially in the summer learning focus area and /or set up train the trainer sessions. As they look at effectiveness VISTAs may encourage total reworks of current programs, for example, the City of Dubuque has hosted a summer playground program in 17 locations across the community for many, many years. There are resources of personnel, equipment, supplies and staff that run this program. The VI STAs may look at that current program and recommend changes to structure of the program, locations held, hiring staff with different skill sets, reallocate funds to achieve greater success related to summer learning, or recommend curriculum. This same thing could be done with many of the partner agencies to align efforts across various community organizations around the adopted goals listed above. 2. VISTA Assignment Descrioption (VAD) -- to be submitted after approval. N/A at this time Project Management 1. Describe how you will supervise the project and provide daily supervision of VISTAS. Specify if supervision will be full -time or part -time responsibility. Marie Ware, City of Dubuque Leisure Services Manager, will supervise the project with a total of four For Official Use Only Page 17 DRAFT For Official Use Only Narratives VISTA members. Marie is a full -time staff member for the City of Dubuque. This will be a part -time responsibility of her position. Daily supervision of the VISTA member related to summer learning will be provided by Marie Ware. Marie will supervise the School as the sub - recipient. 2. If individual sites other than your organization will host /supervise members, please list the name of those organizations, the cities and states if different from your own, and describe the structure of their relationship to your organization. Also, list the names and titles of the site supervisors, along with the number of VI STA(s) requested for each site. What are your plans for providing programmatic orientation, sub -site supervisor training and technical assistance to your services sites (supervisors and VISTAs)? The City of Dubuque and the Dubuque Community School District (DCSD) have had a very active partnership for many years and strong working relationships. This third grade reading initiative is just the latest example of partnerships. Leisure Services works with the District on numerous projects, activities, partnerships and initiatives with the School District. Partnerships are so important that the City Council has called out in its 2012 -14 high priorities of implementation of the third grade reading strategy and continued parks and schools joint projects and services. Daily supervision of the school attendance and measurements and evaluation VISTAs will be from Shirley Horstman, Director of Student Services for DCSD. Lynne Devaney, Associate Superintendent for Curriculum and Instruction will be supervising the school readiness VISTA. All three supervisors work full time and a part of their responsibility will be the supervision described for the VISTA members. For Official Use Only Page 18 DRAFT For Official Use Only Narratives The VISTA on -site orientation and training plan for the VI STAB will be developed by Marie Ware with assistance from Shirley and Lynne. Certain parts of this orientation and training will be the same for all four and other parts will be specific to the VISTA position and placement. Marie has seen the effectiveness of a well thought out orientation and training for the VISTA member through a past placement. This sets the tone for the entire year of service as well as an overall understanding of the long term vision and goals of the initiative. Spending time in the beginning is critical for the entire year's work and then having systematic check in's, progress reporting and discussions throughout the term on things going well and problem areas is critical. Methods for this will be set up in the beginning of each term. 3. Are 51 percent or more of the persons on your board of director's members of low income community? NA 4. Briefly describe your plans for evaluating progress towards achieving your project's anticipated goals and milestone. What information and data will you use to demonstrate the concrete impacts of the project? As the VADs are established this will create an outline for the each VISTA to follow throughout the year. Each program supervisor will discuss with the VI STAB individually and as a group at least quarterly their progress on the overall goals and milestones established in this document. The first year most of the work will be on brining partners together and doing research. Time will be spent in the field at schools, with building principals, with school administration, at summer programs, and with community members and parents. The concrete impacts will come as these meetings and For Official Use Only Page 19 DRAFT For Official Use Only Narratives research progress completed in the first year. The VISTA members will more clearly understand the community, the partners and the opportunities and the threats. They will work with their site supervisors as well as the Third Grade Reading committee and subcommittees. The action plans submitted as a part of this application show at the end of the first year impacts that include but are not limited to research, partnerships built, informing and marketing to parents and the community, commitments made, and early pilots established. All of these are concrete impacts and the establishment of a stable foundation upon which to build in the coming years. 5. How, if at all, will you collaborate with other national service programs (Senior Corps, Learn & Serve Am erica, etc) in order to support the proposed project? Please note that VI STAs may NOT mange or work on other CNCS- sponsored grants. The City of Dubuque's AmeriCorps Partners in Learning receives CNCS resources and has 48 members. AmeriCorps Partners in Learning will be a very active partner in the initiatives related to the work of these four VISTA members. This program is a division of the Leisure Services Department supervised by Marie Ware and directed by Deb Sell, AmeriCorps Director. Conversations have begun about revamping how this program operates in the schools and summer learning venues. Next year Dubuque will be reapplying for three year grant for this program. We are already anticipating the program will be retooled for that grant application based upon our emphasis with third grade reading and reallocation of resources. The four VI STAs will be a big part of seeing how we build this capacity and then have the service members make it a reality through hand -on work in the schools and throughout the summer. The VI STAs will not manage or work on the CNCS- sponsored grants. Deb Bell will work with the AmeriCorps Partners in Learning. For Official Use Only Page 20 DRAFT For Official Use Only Narratives The Dubuque National Service Partners will also become very involved in this effort as well. In the local community we have RSVP through Finley Hospital, Foster Grandparents through Project Concern, Iowa Campus Compact VISTA program through Loras College and Clarke University, and Iowa AmeriCorps State of Promise program through the Community Foundation of Greater Dubuque. The VISTAs will not manager or work on these either. Their work will be on building capacity through these programs as resources. Organizational Capability ORGANIZATIONAL CAPACI Ty 1. Address your organization's capacity to manage the proposed project including previous experience working with community volunteers and /or national service participants. Was your organization previously assigned VISTAs? If so, specify sponsoring organization (if different from your own), years and numbers of members. Briefly describe how the proposed service activities differ from what your members did previously. Also, if your agency is currently receiving CNCS resources, specify which program and the number of members. The City of Dubuque has been very active with the national service programs. Our most active involvement is with the AmeriCorps Partners in Learning program. The program has been successful over the past 11+ years in working with the Dubuque Community Schools and community partners. The program has had over 500 members during its existence. The Partners in Learning Program Director is a part of the third grade reading initiative and a member of the Dubuque National Service Partnership. This partnership works on joint service and training projects. The City has also been a sponsor to various VISTA positions in the Leisure Services, Human Rights For Official Use Only Page 21 DRAFT For Official Use Only Narratives and Sustainability Departments. We have had 5 VISTA in our recent past. These positions have been involved in volunteer program development efforts, sustainability efforts, and human rights program development. Leisure Services and the City are also very familiar with working with community volunteers. We are in our second year with a VISTA related to this and have seen outstanding success to date with the efforts. The work proposed would be complementary to these efforts. Marie Ware has been assigned currently to work with the VI STAs as a part of this application. Should something happen to her, the City Manager would assess the right person to take over these duties within the City organization. As you will see from the attached organizational chart there are numerous departments or he might choose another person in the Leisure Services organization. 2. What resources are available for the project? Identify the names of partner organizations. Is your organization able to contribute financially for all or some of costs related to VISTA(s) and Leaders(s)? Please indicate if you are able to support a cost -share member (approximately $1o,000- 15,000/year). The City of Dubuque and Dubuque Community School District will partner together on the cost share of $n,136 for one member of the four VISTA's requested. They will also provide a computer, office space, mileage reimbursement or bus pass, professional development and training for each of the VISTA members. Overall the VISTA's will be supervised by Marie Ware, Leisure Services Manager for the City of Dubuque, whom has overseen the AmeriCorps Director for Dubuque's Partners in Learning Program and last year oversaw a VISTA in the development of a volunteer center and program for the community. Marie serves on the Summer Learning subcommittee. Additionally Shirley Horstman, Director of Student Services for DCSD will be directly involved with the VISTA members. Shirley has been involved with the AmeriCorps Partners in Learning program in the schools and has managed For Official Use Only Page 22 DRAFT For Official Use Only Narratives numerous grants for the District. She is on the School Attendance subcommittee. Lynne Devaney, Associate Superintendent for Curriculum and Instruction has also been involved in numerous leadership positions and managed numerous grants as well. She is on the School Readiness subcommittee. Both Shirley and Lynne are very involved in data and measurements at the School District and their expertise will assist the VISTA in this area. The VISTA's will interact and partner extensively with the following partners that are a part of an active Third Grade Reading Coalition: Carnegie Stout Public Library, Clarke University, Community Foundation of Greater Dubuque, Crescent Community Health Center, Dubuque Community School District, Dubuque Community School District Foundation, Dubuque County Early Childhood, Every Child 1 Every Promise, Four Oaks: Parents as Teachers, Greater Dubuque Development Corporation, Holy Family Schools, Iowa State University Extension & Outreach, Leisure Services, Loras College, Multicultural Family Center, Northeast Iowa Community College, Operation New View: Head Start, St Mark's Community Center. See attached Memorandum of Understanding signed by all agencies. 3. If your agency is currently receiving other CNCS resources, specify which program and the number of members or national service participant. Also, identify your intended plan for using the various CNCS resources to enhance the VISTA activities if applicable. The City of Dubuque's AmeriCorps Partners in Learning receives CNCS resources and has 48 members. AmeriCorps Partners in Learning will be a very active partner in the initiatives related to the work of these four VISTA members. The Dubuque National Service Partners will also become very involved in this effort as well. In the local community we have RSVP through Finley Hospital, Foster Grandparents through Project Concern, Iowa Campus Compact VISTA program through For Official Use Only Page 23 DRAFT For Official Use Only Narratives Loras College and Clarke University, and Iowa AmeriCorps State of Promise program through the Community Foundation of Greater Dubuque. Other Identify how this program reflects the CNCS strategic focus areas. The four VISTA members will directly be working on the CNCS 2011 -15 Strategic Plan focus area of Education. Specifically their work will collaboratively through the partner organizations improve school readiness for economically disadvantaged young children and improve educational outcomes of student in low achieving elementary schools. The VISTA will not be involved in the direct service however their work will be with the many organizations involved in direct service related to school attendance, school readiness and summer learning. They will leverage human, financial and material resources to increase the capacity of organizations related to the Third Grade Reading initiative working with low- income children. Each of these elements is critical to meeting the CNCS goals listed above. City Council Approval of Submission This application is being submitted and authorized by Marie Ware, City of Dubuque Leisure Services Manager. Final authorization is completed by the action of the City Council. The City Council meets on December 3, 2012 at which time it will be fully authorized. Staff is authorized to submit applications and the City Council acts upon them at the meeting following submission so a copy of the application can be provided. The City Manager is provided a copy of the submission at the time of submission as well. For Official Use Only Page 24 DRAFT For Official Use Only Action Plan Service Category: Out of School Time /and or Summer Learning The community need statement While Dubuque has an abundance of summer activities for young people, there is little coordination among these activities sponsored by over 15 organizations. The role of most summer programs is to keep kids busy with limited emphasis on learning and more emphasis on fun. Summer school has not been a successful concept in past years by the Dubuque Community School District, with low enrollment and the children that would benefit are not the ones attending. A new summer program focused on reduction of summer learning loss but is not summer school needs to be developed. Goal Statement: The focus of summer programming will change from keeping kids busy to purposeful activities that foster skills, including reading, math and science retention and /or growth through coordinated efforts of at least 12 organizations providing summer programming. The programs will not be stratified so that it is only the highest need children but rather a cross section of the population. The program will be for children K -3rd grade. The program will be curriculum based with established data points and measurements of success. By the end of the third summer, the Kindergarten through 3rd grade participants will begin to see summer learning retention levels increasing from the start of the VISTAs work in April 2013. Perfomance Milestone : Planned Period of Accomplishment: 08/2013 Milestone: Assess and document community partner organizations to ascertain all details related to their summer programming ie. Current offerings, financial and human resources, philosophy of program, curriculurrs or activities currently offered in the program, numbers of children involved up to 3rd grade, staff training, current measurements, etc. Meetings held with 90% or 15 out 17 providers of summer programs for children up through 3rd grade documenting information providers shared. Indicator /Evidence of Progress: Individual meetings held with 90% or 15 out of 17 providers of summer programming and all data related to each program is documented. Target : 90% How Measured: Interview Description of Data Collection: The summer learning VISTA with the assistance of the data and measurements VISTA member will meet with each program to create a database of information including resources available, numbers of children, overlaps, gaps and more. Perfomance Milestone : Planned Period of Accomplishment: 07/2013 Milestone: Meet with and/or survey at least 50 parents as to their needs for summer programming and summer learning. At least one -half of those parents must have children in poverty or with low reading achievement scores. Feedback is received on program start and end dates, expectations, concerns, start and end times of the program. Indicator /Evidence of Progress: For Official Use Only Page 25 DRAFT For Official Use Only Target: Meeting(s) and other methods will be used to gather feedback and input from at least 50 parents with at least one -half of the parents that have children in poverty or with low reading achievement scores. Target : 50 How Measured: Interview Description of Data Collection: Summer learning and data and measurements VISTA will collect information from parents before and at the start of summer. The information will assist in designing a programthat meets the needs and overcomes the concerns of children and parents. Perfomance Milestone : Planned Period of Accomplishment: 11/2013 Milestone: Research at least one dozen successful surrrrrrer learning programs for best practices from around the country as well as curriculums that have been successful with summer learning loss reductions that are applicable to the circumstances related to Dubuque and its partners. Relationships established with programs throughout the country creating a strong foundation upon w hich to build a summer learning program in Dubuque. Indicator /Evidence of Progress: Recommend a summer learning model that is appropriate for the population the size of Dubuque by researching at least 12 success summer learning programs. Target : 12 How Measured: Interview Description of Data Collection: Sumner learning and the data and measurements VISTAs will gather data from programs across the country. The relationships established w ill mean that the VISTAs can continue to call upon successful programs as the next steps are undertaken. Perfomance Milestone : Planned Period of Accomplishment: 12/2013 Milestone: The VISTA member for summer learning will take the above performance milestones and organize for success. This will mean assisting organizations in reformatting summer programming to reduce summer learning loss. At least six organizations signed a new Memorandum of Understanding that has details to each organization's role in a successful summer learning loss reduction program to be held the summer of 2014. This will be completed through development of a shared vision with providers and the community and identification of numerical target for the vision, goals and objectives developed through research, best practices and data driven systems For Official Use Only Page 26 DRAFT For Official Use Only and measurements that connect school year and summer outcomes. Indicator /Evidence of Progress: A vision, goals and objectives are developed and a 6 new Memorandum of Understanding (MOU) developed and signed for the implementation of a pilot program for 50 children in the summer of 2014. Target : 6 How Measured: Community Partner Survey Description of Data Collection: The VISTA will have signed MOUs from participating organizations. Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Summer pilot for 2014 developed and marketing ready to kickoff for the summer season. A targeted marketing campaign has been developed and adopted. The summer program is out to the public and ready for registration by the end of March. Indicator /Evidence of Progress: Details of the summer program(s) have been developed and agreed upon by participating organizations. Marketing materials have been developed and provided to appropriate outlets. The summer program location(s) has been established and booked. Targ Target : How Measured: Activity log Description of Data Collection: The marketing plan will be implemented through its targeted approach. Target may be checked off once implemented by the summer learning VISTA. Service Category: School Readiness/Head Start/Early Childhood Education The community need statement Quality Care and Preschool Since 1990, with the creation of the Dubuque County Empowerment Board, Dubuque has examined, developed and increased access to quality care and preschool. However, there is still work to do. We intend to increase measures of quality for 0 -8 early childhood homes and institutions; increase the access of early childhood programming for families; increase the quality of early childhood instruction. Strengthen Families; Strengthen Children In 2007, the Dubuque Community School District was awarded $2,000,000 annually for the support of free For Official Use Only Page 27 DRAFT For Official Use Only four -year old preschool throughout the community. An important part of the program is access to the Parents as Teacher program. Access to this program is more limited than we intend. We intend to offer every family access from birth to age 8 an evidence -based sustained parent education program. Building Cohesive Systems With the development of Dubuque County Empowerment and Every Child, Every Promise, two agencies whose mission is to support and collaborate around the needs of children, Dubuque has made substantial gains in collaborating around programs with blended fmances and talent. We intend to build a community -wide vision and co- ordinating system that supports the work of multiple agencies assisting with early childhood transitions. Sustainable Workforce Since we have added early childhood programs and expanded preschool options, we have a need to hire highly qualified individuals to work with parents and children. We intend to create multiple pathways of employment training identified for early childhood professionals; sustained job- embedded high quality professional development; expand the availability of specialized early childhood professionals. To do this we will work with our high school students, community college and liberal arts colleges (4) to create career pathways. Goal Statement: Quality Care and Preschool Quality care and preschool education can be used to enhance school readiness and children's prospects for reaching higher levels of academic achievement. Strengthen Families; Strengthen Children When we strengthen families, we strengthen all components (developmental domains of: language, thinking skills, motor and sociallemotional; housing, health, finances, safety, cultural confidence) of readiness. Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Quality Care and Preschool Our goal is to prepare our 4 year olds so they are ready to learn when they enter kindergarten. All licensed home and center providers will use the appropriate rating system and achieve a 3 or 4. Supporting organizations w ill operate at full capacity w ith experienced staff to implement the rating system Services w ill be provided that w ill meet the needs of families including the hours of operation, overall cost and appropriate number of slots to accomodate all children. Indicator /Evidence of Progress: Increased Access to Programming 0 -8: Enrollment Data from Childcare and Resource and Referral, Increased Quality of Instruction: Creative Curriculum Gold 90% of all four year olds enter kindergarten ready to learn. Target : 90% How Measured: Phone For Official Use Only Page 28 DRAFT For Official Use Only Description of Data Collection: Measures of quality are collected by Childcare Resource and Referral (CCRR); Quality of Instruction is measured by annual administration of Creative CurriculumGold. VISTA member will request and compile information provided by CCRR. Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Parents as Teachers (PAT) is a program that teaches parents to be their child's first and best teacher. It also provides early detection of developmental delays and health issues. Families who utilize PAT services increase their child's school readiness and school success. By increasing the number of families utilizing PAT services more children will be ready to learn when they enter kindergarten. Indicator /Evidence of Progress: 90% of all participants in PAT demonstrate program outcomes as defined by PAT. Target : 90% How Measured: Interview Description of Data Collection: VISTA member will review program outcomes as established by the national PAT program. Enrollment data and outcomes will be collected from the local PAT program and evaluated by the VISTA member. Service Category: Other Education The community need statement As the VADs are established this will create an outline for the each VISTA to follow throughout the year. Each program supervisor will discuss with the VISTAs individually and as a group at least quarterly their progress on the overall goals and milestones established in this document. The first year most of the work will be on brining partners together and doing research. Time will be spent in the field at schools, with building principals, with school administration, at summer programs, and with community members and parents. The concrete impacts will come as these meetings and research progress completed in the first year. The VISTA members will more clearly understand the community, the partners and the opportunities and the threats. They will work with their site supervisors as well as the Third Grade Reading committee and subcommittees. The action plans submitted as a part of this application show at the end of the first year impacts that include but are not limited to research, partnerships built, informing and marketing to parents and the community, commitments made, and early pilots established. All of these are concrete impacts and the establishment of a stable foundation upon which to build in the coming years. For Official Use Only Page 29 DRAFT For Official Use Only While the average daily attendance rate is 95% for the DCSD the opportunity remains for the 5% which are the most at -risk students who are not attending at rates that promote achievement. This is about 150 children in the current school year that are in need of efforts to increase attendance and thus achievement for each of these children. Goal Statement: A two pronged approach of policy research and revision related to truancy and raising the awareness of parents of the connection of attendance and student achievement will be used. This will be accomplished through a better defined policy and practices that will achieve improved school attendance and connecting at- risk parents with engaged mentor parents, raising awareness among parents and developing an early bird attendance program. Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Title 1 schools will identify students who mss more than 10% of the school year. Identified five parents in Title 1 schools who are 'model' parents will be paired with 5 parents of students chronically absent. Training materials will be developed. Mentor parent program implemented. Indicator /Evidence of Progress: Indicator: Model parents recruited and paired. Training materials developed and training completed. Target: Five model parents from each Title 1 school matched. Target : 5 How Measured: Description of Data Collection: The building principals will determine model parents and pairings with assistance fromteachers, nurses, coaches and counselors at each Title 1 school. Attendance of chronically absent child tracked for changes once pairing made with model parents Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Early bird attendance programw ill be developed for implementation in a future school year which will be used to access school services such as homework help, library access and breakfast prior to the start of the school day. Funding will be sought based upon specific measurements to be established as the program is being researched and developed. Indicator /Evidence of Progress: Indicator: Early bird attendance program developed as a pilot program. Funding needs established and research and grant writing are completed. Target: Early bird attendance program pilot developed. Funding mechanisms researched and grants or o For Official Use Only Page 30 DRAFT For Official Use Only Target : How Measured: Description of Data Collection: Research of successful attendance programs. Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Review and research the current school district attendance policy, state laws on school attendance. Identify opportunities for irrproverrents. Create an awareness campaign within the schools on the importance of school attendance. School truancy program w ill work with existing partner agencies to put emphasis on improved school attendance which leads to better school achievement. Indicator /Evidence of Progress: Indicator: Review 50% complete. Awareness campaign developed to be implemented for 2014 school year. Target: Meetings, research, interviews with school personnel as well as groups such as Parents as Teachers and School Resource Officers will Target : How Measured: Description of Data Collection: Current DSCD policy, state law, other school district attendance policies used in formulation of a draft that will be shared with many school committees and personnel for feedback. Awareness materials developed and undergoing same review. For Official Use Only Page 31 DRAFT For Official Use Only Required Documents Document Name Status Articles of Incorporation Not Applicable Board of Directors Not Applicable Organizational Chart Sent Supervisor's Job Description Sent Supervisor's Resume Sent Tax - Exempt Status Form Not Applicable Negotiated Indirect Cost Agreement Not Applicable Advisory Council Members Sent Auditor's Statement Page Sent Two Letters of Support Sent For Official Use Only Page 32 November 26, 2012 6:31 PM Dubuque's Third Grade Reading Initiative City of Dubuque Application ID: 13VS144929 Budget Dates: Total Amt CNCS Share Grantee Share Member Support RPT_BGT_424 Program Type: Standard Cost Share Section I. Volunteer Support Expenses A. Project Personnel Expenses Supervisor 0 Total $0 0 0 0 $0 $0 $0 B. Personnel Fringe Benefits FICA 0 0 0 0 Health Insurance 0 0 0 0 Retirement 0 0 0 0 Life Insurance 0 0 0 0 Total $0 $0 $0 $0 C. Project Staff Travel Local Travel Long Distance Travel Total $0 $0 $0 $0 D. Equipment E. Supplies F. Contractual Service Payroll 0 0 0 0 Total $0 $0 $0 $0 I. Other Volunteer Support Costs Communications 0 0 0 0 Printing 0 0 0 0 Logistics 0 0 0 0 Total $0 $0 $0 $0 J. Indirect Costs Section I. Subtotal $0 $0 $0 $0 Section II. Volunteer Expenses A. Personnel Expenses Living Allow ances Full Time (Federal) 33,408 0 0 33,408 Full Time (non - Federal) 11,136 0 11,136 0 Summer Associate (Federal) Summer Associate (non - Federal) Education and End of Service Aw ards Education Aw and 22,200 0 0 22,200 Education Aw and - Summer Associate 0 0 0 0 End of Service Stipend - Regular 0 0 0 0 End of Service Stipend - Leader 0 0 0 0 End of Service Stipend - Summer Associate 0 0 0 0 Total $66,744 $0 $11,136 $55,608 B. Fringe Benefits Health Insurance Health Insurance 10,800 0 0 10,800 FICA FICA 0 0 0 0 Total $10,800 $0 $0 $10,800 C. Travel G. Other Volunteer Expenses 2,000 0 2,000 0 Federal COLA Increase 0 0 0 0 Non - Federal COLA /Costshare Increase 0 0 0 0 Section II. Subtotal Total $2,000 $0 $2,000 $0 $79,544 $0 $13,136 $66,408 Form 424A Modified SF -424A (4/88 and 12/97) Page 1 November 26, 2012 6:31 PM Budget Totals Budget Total Percentage Required Match # of years Receiving CNCS Funds Dubuque's Third Grade Reading Initiative City of Dubuque RPT_BGT_424 Program Type: Standard Cost Share $79,544 $0 $13,136 $66,408 0% 17% n/a n/a Form 424A Modified SF -424A (4/88 and 12/97) Page 2 ASSURANCES As the duly authorized representative of the applicant, I certify, to the best of my knowledge and belief, that the applicant: 1. Has the legal authority to apply for federal assistance, and the institutional, managerial, and financial capability (including funds sufficient to pay the non - federal share of project costs) to ensure proper planning, management, and completion of the project described in this application. 2. Will give the awarding agency, the Comptroller General of the United States, and if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their position for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. 4728 -4763) relating to prescribed standards for merit systems for programs funded under one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of Personnel Administration (5 CFR 900, Subpart F). 6. Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) which prohibits discrimination on the basis of race, color, or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681 -1683, and 1685- 1686). which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of disability (d) The Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 - 6107), which prohibits discrimination on the basis of age; (e) The Drug Abuse Office and Treatment Act of 1972 (P.L. 92 -255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91 -616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) sections 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290dd -3 and 290ee -3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the National and Community Service Act of 1990, as amended; and (j) the requirements of any other nondiscrimination statute(s) which may apply to the application. 7. Will comply, or has already complied, with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91 -646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of federal or federally assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of federal participation in purchases. 8. Will comply with the provisions of the Hatch Act (5 U.S.C. 1501 -1508 and 7324 -7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. 9. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.0 276a and 276a -77), the Copeland Act (40 U.S.0 276c and 18 U.S.C. 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 -333), regarding labor standards for Federally assisted construction sub - agreements. 10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93 -234) which requires the recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. 11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91- 190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of project consistency with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.0 1451 et seq.); (f) conformity of federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93 -523); and (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P.L. 93 -205). 12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.0 1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16U.S.C. 469a -1 et seq.). 14. Will comply with P.L. 93 -348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89 -544, as amended, 7 U.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16. Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. §§ 4801 et seq.) which prohibits the use of lead based paint in construction or rehabilitation of residence structures. 17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act of 1984, as amended, and OMB Circular A -133, Audits of States, Local Governments, and Non -Profit Organizations. 18. Will comply with all applicable requirements of all other Federal laws, executive orders, regulations, application guidelines, and policies governing this program. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE APPLICANT ORGANIZATION DATE SUBMITTED 23 CERTIFICATIONS REGARDING (A) DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; (B) DRUG -FREE WORKPLACE REQUIREMENTS; AND (C) LOBBYING A. Debarment, Suspension, and Other Responsibility Matters As required by the regulations implementing Executive Order 12549, Debarment and Suspension, implemented at 34 CFR Part 85, Section 85.510, Participants' responsibilities. A. As authorized representative of the applicant, I the applicant certify that neither the applicant nor its principals: Are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency. Has, within a three -year period preceding this application, been convicted of, or had a civil judgment entered against then for commission of fraud or other criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction or records, making false statements, or receiving stolen property. Is presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) (b) of this certification, and Has not, within a three -year period preceding this application, had one or more public transactions (federal, state or local) terminated for cause or default; B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. B. Drug -Free Workplace As required by the Drug -Free Workplace Act of 1988, and implemented at 34 CFR Part 85, Subpart F. The regulations require certification by grantees, prior to award, that they will maintain a drug -free workplace. The certification set out below is a material representation of fact upon which reliance will be placed when the agency detennines to award the grant. False certification or violation of the certification may be grounds for suspension of payments, suspension or termination of grants, or government -wide suspension or debarment (see 34 CFR Part 85, Section 85.615 and 85.620). The applicant certifies that it has or will continue to: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establish an ongoing drug -free awareness program to inform employees about — (1) the dangers of drug abuse in the workplace, (2) the grantee's policy of maintaining a drug -free workplace. (3) any available drug counseling, rehabilitation, and employee assistance programs, and (4) the penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (a) (d) Notifying the employee in the statement required by paragraph (A) that, as a condition of employment under the grant, the employee will: (1) abide by the terms of the statement, and (2) notify the employer, in writing of his or her conviction for a violation conviction for a violation of any criminal drug statute occurring in the workplace no later than five days after such conviction (e) Notifying the agency in writing within ten days after receiving notice under subparagraph (d) (2)) from an employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d) (2), with respect to any employee who is so convicted — (1) Taking appropriate personnel action against such an employee, up to and including termination...; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (3) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f) C. Certification — Lobbying Activities (a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, renewal, amendment or modification of any federal grant, or cooperative agreement; (b) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; (c) The undersigned shall require that the language of this certification be included in the award documents for all tiers (including subawards, subgrants, contracts under grants and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. By signing this Certification page, you certify that you agree to per form all actions and support all intentions in the Certification sections of this application. Legal Applicant Printed Name and Title of Authorized Representative Signature of Authorized Representative Date 24