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VISTA Memorandum of Agreement for 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 Memorandum of Agreement DATE: December 10, 2012 Dubuque kital All- America City II 111! 2012 Leisure Services Manager Marie Ware recommends City Council approval of an AmeriCorps VISTA Memorandum of Agreement with the Corporation of National and Community Service for four VISTA positions to assist with the third grade reading initiative. 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, for which a source has been identified. I concur with the recommendation and respectfully request Mayor and City Council approval. brit44 krt., italy, Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Marie L. 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: December7,2012 SUBJECT: Approve 3rd Grade Reading VISTA Memorandum of Agreement Dubuque had All-America City ' 11' 2007 INTRODUCTION The purpose of this memorandum is to request approval of an AmeriCorps VISTA Memorandum of Agreement with the Corporation for National and Community Service (CNCS) for four VISTA members. BACKGROUND 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 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 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 decided that we could host the four VISTAS between ourtwo organizations. The School District would host one VISTA for attendance, one VISTAfor school readiness and one VISTAfor data, measurements and evaluation. This will aid in the VISTAs being able to access school data and build school contacts with each subcommittee. Leisure Services would host one VISTAfor 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 VISTAs work on poverty reduction efforts and the third grade reading initiative dovetails well with this effort. The concept paper and application was approved and it is now time to initiate a Memorandum of Agreement. DISCUSSION The four VISTAs 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 will have four persons working full time on making the CSAP that was awarded the AI America City award a reality. PROJECT COST - BUDGET IMPACT The total project cost is $79544. 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 is being 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. The City portion of $3,784 will be paid for by savings in the Greenhouse full time salary line item (10030500 - 61010). ACTION TO BE TAKEN I respectfully request approval of the VISTA Memorandum of Agreement with 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 PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE Modified Standard Form424 (Rev.02 /07 to confirm to the Corporation's eGrants System) 1. TY PE OF SUBMISSION: Application Non - Construction 2a. DATE SUBMRTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE(CNCS): 12/06/12 2b. APPLICATION ID: 13VS144929 3. DATE RECENED BY STATE STATE APPLICATION IDENTIFIER: 4. DATE RECENED BY FEDERAL AGENCY: 12/06/12 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 E-MAIL ADDRESS: mry are @cityofdubuque.org ADDRESS (give street address, city, state, zip code and county): 1550 Clarke Dr Clarke University MS #1546 Dubuque A 52001- 3117 County: Dubuque 6. EMPLOYER IDENTIFICATION NUMBER (EIN): 426004596 7. TY PE OF APPLICANT: 7a. Local Government - Municipal 7b. Local Government, Municipal 8. TY PE OF A PPLICATION (Check appropriate box). NEW /PREVIOUS AMENDMENT in box(es): REVISION (specify below): GRANTEE X NEW 1 I CONTNUATION I I 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. DESCRIPTN/E TOLE OF APPLICANT'S PROJECT: Dubuque's Third Grade Reading Initiative Rogram Type: Standard Cost Share: X 11.b. CNCS PROGRAM NITATNE(IF ANY): 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): Dubuque, Iowa Dubuque Community School District 13. PROPOSED PROJECT: START DATE 04/01/13 END DATE 03/31/16 14. CONGRESSIONAL DISTRICT OF: a.Applicant I A 001 I b.Rogram I A 001 I 15. ESTIMATED FUNDING: Year #: 1 16. IS APPLICATION ORDER 12372 PROCESS? SUBJECT TO REVIEW BY STATE EXECUTNE /APPLICATION WAS MADE AVAILABLE STATE EXECUTNE ORDER 12372 PROCESS FOR ON: LS NOT COVERED BY E.O. 12372 a. FEDERAL $ 0.00 YES. THIS PREAPPLICATION TO THE REVIEW DATE ❑X NO. PROGRAM b. APPLICANT $ 13,136.00 c. STATE $ 0.00 d. LOCAL $ 0.00 e. OTHER $ 66,408.00 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? 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 TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE A PPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. TYPED NAME OF AUTHORQ ED REPRESENTATNE: Marie Ware b. TRLE: Leisure Services Manager c. TELEPHONE NUMBER: (563) 589 -4264 d. SIGNATURE OF AUTHORIZED REPRESENTATN/E: e. DATE SIGNED: 12/06/12 Page 1 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 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 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 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 NA 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 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 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 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 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 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 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. For Official Use Only Page 11 For Official Use Only Narratives VI STA's will have a significant impact on the community by developing improved systems that ensure all children read proficiently by the end of 3rd Grade. In addition, VISTA's work will improve community capacity of the Campaign, partnerships, and systems that support School Readiness, School Attendance, and Summer Learning. The impact will be measured by; a. Improved attendance, especially for families and children who are experiencing chronic absence measured by new systems and improved data about attendance. b. Improved summer learning program partnerships, and data that demonstrates the impact of quality summer programs. c. Improved school readiness strategies. d. Increased partnerships among service providers, schools, business and nonprofits aligned to support the Grade Level Reading Campaign goals and community solutions action plan. e. Volunteers engaged in supporting the grade -level reading program. Recruitment and Development 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. For Official Use Only Page 12 For Official Use Only Narratives 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 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 STAB 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 For Official Use Only Page 13 For Official Use Only Narratives 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 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 For Official Use Only Page 14 For Official Use Only Narratives 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 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 For Official Use Only Page 15 For Official Use Only Narratives 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 and school district are accessible and usable by employees with disabilities and persons who utilize the services of the city or the Dubuque Community School System. In addition, the City has 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; For Official Use Only Page 16 For Official Use Only Narratives • 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 VISTA 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; ▪ 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 For Official Use Only Page 17 For Official Use Only Narratives 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. 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 STAs 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. 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 For Official Use Only Page 18 For Official Use Only Narratives thus achievement for each of these children. 2. VISTA Assignment Description (VAD) -- to be submitted after approval. (sent as attachment) 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 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, For Official Use Only Page 19 For Official Use Only Narratives 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. The VISTA on -site orientation and training plan for the VI STAs 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? The Grade Level Reading Campaign steering committee will engage representatives from the Circles For Official Use Only Page 20 For Official Use Only Narratives Initiative -- an innovative research -based program that assists low- income families with developing the skills needed to transition out of poverty -- who will serve on advisory committee to inform the work of the VISTA's supporting the Grade Level Reading Campaign. The advisory committee will meet as often as quarterly and members from the Circles Initiative, representing low- income families and individuals representing each focus area will make up the committee. 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 STAs 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 For Official Use Only Page 21 For Official Use Only Narratives 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 America, etc) in order to support the proposed project? Please note that VI STAB 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 Bell, 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 VISTAs will not manage or work on the CNCS- sponsored grants. Deb Bell will work with the AmeriCorps Partners in Learning. 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. For Official Use Only Page 22 For Official Use Only Narratives Organizational Capability ORGANIZATIONAL CAPACITY 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 VI STAB? 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 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 STAB as a part of this application. Should For Official Use Only Page 23 For Official Use Only Narratives 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 $10,000- 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 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 For Official Use Only Page 24 For Official Use Only Narratives 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 Loras College and Clarke University, and Iowa AmeriCorps State of Promise program through the Community Foundation of Greater Dubuque. Othe r 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 For Official Use Only Page 25 For Official Use Only Narratives 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 was submitted and authorized by Marie Ware, City of Dubuque Leisure Services Manager. Final authorization was completed by the action of the City Council. The City Council met on December 3, 2012 at which time it was 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 26 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: One -on -one and joint meetings held with providers of summer programs for children up to 3rd grade will assess and document all details of programming done by each program This will include but not be limited to documentation of current offerings, financial and human resources, philosophy of program, curriculum used, activities currently offered in the program, numbers of children involved up to 3rd grade, staff training, current evaluation and measurements, etc. From the meetings the VISTA will ascertain resources available, gaps, readiness and desire to become active partner in the Third Grade Reading surrrrer learning initiative. Meetings held and information documented with 90% or 15 of 17 summer providers for children up through 3rd grade. 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: Sign -in sheet Description of Data Collection: The surrrrer learning VISTA with the assistance of the data and measurement VISTA met with each program and documented information shown above. 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, For Official Use Only Page 27 For Official Use Only concerns, start and end times of the program. Indicator /Evidence of Progress: 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: Surrrmer learning and data and measurements VISTA w ill 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 summer 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 which 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 For Official Use Only Page 28 For Official Use Only 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 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 is 100% developed and prepared for implementation starting in June of 2014. Marketing materials ready to send out to parents and teachers the end of March. A target marketing campaign developed, adopted and being kicked off. Implementation of the summer pilot would be addressed in the next years milestone. 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. Target : 100% 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 sumrrer 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 For Official Use Only Page 29 For Official Use Only In 2007, the Dubuque Community School District was awarded $2,000,000 annually for the support of free four -year old preschool throughout the community. An important part of the program is access to the Parents as Teacher (PAT) 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: To support efforts that children read proficiently by the end of 3rd grade, the VISTA member will: ensure that quality childcare and preschool is accessible and implemented within the community to enhance school readiness and children's prospects for attaining high levels of academic achievement. ensure quality supports that strengthen families (developmental domains of: language, thinking skills, motor and social /emotional; housing, health, fmances, safety, cultural confidence) and therefore, support children's school readiness. Perfomance Milestone : Planned Period of Accomplishment: 03/2014 Milestone: Quality Care and Preschool Our goal is to prepare preschool children for school -ready skills in kindergarten. A quality experience prior to entering formal school (childcare or preschool) is a key element in children's development of school readiness skills. The goal is for all licensed home and center providers to use the Quality Rating System (QRS) and achieve a 3 or 4 rating as identified on that rating scale. Supporting organizations will operate with staff trained and implementing QRS. Indicator /Evidence of Progress: Increase by 10% licensed home and center providers trained in QRS. Increase by 50% licensed home and centers achieving a 3 or 4 on the QRS rating system. 90% of children demonstrate school -ready skills per Creative Curriculum Gold. Target : 90% How Measured: Teacher Observation Form and Log Description of Data Collection: For Official Use Only Page 30 For Official Use Only VISTA coordinates & collates data for participants. Measures of quality for QRS participation & ratings collected by Childcare Resource & Referral by info provided by staff. School -ready skills measured by teacher by IA assessment, Creative Curriculu 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 nurrber 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 collate & evaluate aggregated & disaggregated outcomes. PAT educators collect outcomes evidence through each home visit with families. Enrollment data & program outcomes collected per the protocol established by national PAT. Service Category: Other Education The community need statement The average daily attendance (ADA) rate is 95% for Dubuque Community School District elementary schools overall. This rate ranges from 91 -98% depending upon the specific elementary school. The need is to reach this most dificult 2 -9 %. These students are the most at -risk when not attending regularly affecting not only their achievement rates now but also in the future. Attendance habits are lifelong habits. Goal Statement: A two pronged approach of policy research and revision related to truancy and raising the awareness of parents between 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: All Title 1 schools will identify students w ho rriss more than 10% of the school year. The Vista will work with the schools to identify 'model' parents who will be paired with parents of students For Official Use Only Page 31 For Official Use Only chronically absent. The Vista will work with these volunteer "mentor" parents and develop training materials to train these volunteers w ith so that they are able to successfully work w ith parents of chronically absent students. Indicator /Evidence of Progress: Training materials are developed, volunteer parents are recruited and trained. 80% of chronically truant students have improved attendance after their parents are paired with volunteer "mentor parents. Target : 80% How Measured: Teacher Observation Form and Log 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. End target: 80% chronically absent students improve attendance. Indicator /Evidence of Progress: Early bird attendance program pilot 100% developed. Funding mechanisms researched 100 %, grant written -50 %. Target : 100% How Measured: Activity log 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 w ork with existing partner agencies to put emphasis on improved school attendance which leads to better school achievement. For Official Use Only Page 32 For Official Use Only Indicator /Evidence of Progress: Review 50% complete. Awareness campaign developed to be implemented for 2014 school year. Target : 50% How Measured: Focus groups Description of Data Collection: Current DSCD policy, state law, other school district attendance policies used in formulation of a draft that w ill be shared w ith many school committees and personnel for feedback. Awareness materials developed and undergoing same review. For Official Use Only Page 33 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 34 CORPORATION FOR NATIONAL AND COMMUNITY SERVICE AmeriCorps VISTA Project Number: 13 V SNIA001 Agreement Number: MEMORANDUM OF AGREEMENT between City of Dubuque 1550 Clarke Dr Clarke University MS #1546 Dubuque, IA 52001 -3117 EIN: 426004596 and Corporation for National and Community Service Iowa State Office Federal Building, Room 917 210 Walnut Street Des Moines, IA 50309 -2115 Pursuant to Title 1, Pub.L. 93 -113, the Domestic Volunteer Service Act of 1973, as amended, 87 Stat. 394 hereinafter, the "Act" This Memorandum of Agreement, hereinafter referred to as "the Agreement ", between the two above - mentioned parties: 1) Corporation for National and Community Service, hereinafter referred to as CNCS; and 2) City of Dubuque, hereinafter referred to as the "Sponsor ", sets forth the parties' understanding concerning the establishment and operation of a local project under the AmeriCorps VISTA program, pursuant to Title I, Part A of the Domestic Volunteer Service Act, as amended, (42 U.S.C. 4951 et seq.), hereinafter referred to as "the Act ". The primary purpose of this agreement is for CNCS to provide the Sponsor with up to four (4) AmeriCorps VISTA members to perform volunteer service to strengthen and supplement efforts to eliminate poverty and poverty- related human, social, and environmental problems as specified in the Project Application. The Project Application is incorporated in this Agreement by reference. The project shall be cost - shared between CNCS and the Sponsor. Accordingly, the Agreement provides for the Sponsor's funding of up to $11,136.00 to cost -share up to one (1)AmeriCorps VISTA member(s) and up to zero (0) Summer Associates and the assignment of up to three (3) AmeriCorps VISTA members(s) and up to zero (0) Summer Associates supported by CNCS. The Sponsor's cost -share of up to one (1) members is subject to annual review and renewal every 12 months. Specific details regarding cost -share payment roles and responsibilities associated with this Agreement are set forth in paragraph 18 of Part II of this Agreement. The final number of AmeriCorps VISTA members placed may be less than the number listed above due to budgetary considerations. I. GENERAL PROVISIONS 1. Duration of This Agreement This Agreement is for approximately one year, and shall become effective on the date of execution of this - 1 - Agreement. The date of execution of this agreement is the date that the final signatory for either party signs and dates this Agreement. This Agreement is subject to performance of the terms as set forth in this Agreement, below in Part II. Activity on the project shall be deemed to have begun on 12/30/2012 and shall end thereafter on 01/11/2014, unless terminated sooner by either or both of the parties. 2. Status of VISTA Members During Service AmeriCorps VISTA members are eligible for all benefits and coverage provided to them under the Domestic Volunteer Service Act of 1973 (the Act), including the "income disregard" provisions as set forth at 42 U. S.C. § 5044 of the Act; the Federal Employees Compensation Act (FECA); and the Federal Tort Claims Act (FTCA). AmeriCorps VISTA members shall not be considered employees of the Sponsor. AmeriCorps VISTA members are deemed employees of the federal government only for those limited purposes identified at 42 U.S.C. § 5055 of the Act. II. RESPONSIBILITIES OF THE PARTIES 1. CNCS Responsibilities. CNCS will: a. Select individuals to serve as AmeriCorps VISTA members at assigned Sponsors, and enroll individuals as AmeriCorps VISTA members in the AmeriCorps VISTA program. b. Assign AmeriCorps VISTA members to the Sponsor. All member assignments are at the discretion of the CNCS State Office and subject to availability of funds. c. Provide technical assistance to the Sponsor in planning, development, and implementation of the project. d. Process and approve or deny member applications submitted by Sponsor. e. Provide AmeriCorps VISTA candidate in- processing and pre - service orientation at AmeriCorps VISTA program expense. f. Provide AmeriCorps VISTA members with any benefits to which each is eligible, as prescribed by statute and VISTA program policy. Depending on the eligibility and circumstances of each VISTA member, benefits may include living allowance, relocation assistance, end of service awards, health coverage, life insurance coverage, and /or child care coverage. g. Subject to the availability of funds, conduct training for the Sponsor's AmeriCorps VISTA supervisors(s). h. Periodically review and assist the Sponsor's use of AmeriCorps VISTA members to achieve the objectives and perform the task(s) specified in the Project Narrative. i. Promptly respond to requests by Sponsors to remove AmeriCorps VISTA members from the project and -2- effect removal from the AmeriCorps VISTA program if warranted. j. Provide the Sponsor timely information concerning applicable CNCS and AmeriCorps VISTA regulations, policies and procedures. k. Provide to AmeriCorps VISTA candidate and members information regarding volunteer discrimination complaint procedures, and grievance procedures, as provided in federal law, applicable regulations, and the AmeriCorps VISTA Member Handbook. 2. Sponsor Obligations. The Sponsor will: a. To the maximum extent practicable, consult with and use the people of the community to be served by AmeriCorps VISTA members in planning, developing, and implementing the project. b. Operate the project in accordance with the provisions of the Act, applicable program policies and regulations, and other Federal laws, regulations, and policies which are, or become, applicable to the program. c. Operate the project in accordance with the approved project application. d. Prepare a Volunteer Assignment Description (VAD), subject to final approval by the appropriate CNCS State Office, for each VISTA member assigned to the Sponsor. e. Engage in best efforts to accomplish the goals set out for the AmeriCorps VISTA members in the Project Application, and comply with the Assurances included within the Project Application. f Arrange and be responsible for providing in -depth on -site orientation and training for all incoming AmeriCorps VISTA members at the beginning of their service. g. Assist in the provision of pre - service, and in- service training (online or face -to- face), as specified in the Project Application. h. Supervise all assigned AmeriCorps VISTA members on a day -to -day basis, and as described in the Project Application. i. Provide on-the-job transportation, administrative resources and other project support needed to successfully conduct the project. j. Provide all AmeriCorps VISTA members with grievance rights and procedures in accordance with federal law, applicable regulations, and the AmeriCorps VISTA Member Handbook. k. Maintain such records and accounts, including the tracking of leave taken by assigned AmeriCorps VISTA members, and make such reports and investigations concerning matters involving AmeriCorps VISTA members and the project, as CNCS may require. The Sponsor agrees to retain such records as CNCS may - 3 - require for a period of three years after completion or termination of the project, or longer if required for administrative proceedings and/or litigation purposes, and to provide access to such records to CNCS for the purpose of litigation, audit or examination. 1. If circumstances require, the Sponsor will advance up to $500.00 to any AmeriCorps VISTA member in case of any emergency (e.g., critical illness or death in the immediate family) to be reimbursed by CNCS when the Sponsor and AmeriCorps VISTA member have completed and submitted an AmeriCorps VISTA Payment Voucher, CNS Form V -531. CNCS will not be responsible for the reimbursement of these funds unless the AmeriCorps VISTA Payment Voucher form is submitted to CNCS. m. Report to the appropriate CNCS State Office, within 24 hours, the unscheduled departure of all assigned AmeriCorps VISTA members, and otherwise keep CNCS informed of unscheduled changes of status and conditions of AmeriCorps VISTA members, such as arrests, medical emergencies, hospitalization, and absence without leave as soon as possible. n. Submit Project Progress Reports and any other required reports within the required time frame. o. Submit on -site orientation training plans to the appropriate CNCS State Office at least thirty (30) days in advance of the proposed starting date of such training. On -site orientation training must occur and be completed within the first month of an AmeriCorps VISTA member's assignment to the Sponsor. p. The Sponsor may carry out a VISTA project through one or more subrecipients. The Sponsor must enter into a subrecipient agreement with each subrecipient. A subrecipient agreement must have at least the following elements: (1) A project plan to be implemented by the subrecipient; (2) A description of records to be kept and reports to be submitted; (3) Responsibilities of the parties and other program requirements; and (4) Policies and procedures regarding suspension and termination. The Sponsor retains the responsibility for compliance with a Memorandum of Agreement; applicable regulations; and all applicable policies, procedures, and program guidance issued by CNCS regarding the VISTA program. The Sponsor shall not request or receive any compensation from a subrecipient for services performed by a VISTA. The Sponsor shall not receive payment from, or on behalf of, the subrecipient for costs associated with VISTA program assistance, except for reasonable and actual costs incurred by the Sponsor directly related to the subrecipient's participation in a VISTA project. q. Ensure that the Sponsor's AmeriCorps VISTA Supervisor(s) participate(s) in AmeriCorps VISTA supervisory orientation provided by CNCS, and ensure training of subrecipient supervisors. r. Make every reasonable effort to ensure that the health and safety of all assigned AmeriCorps VISTA members are protected during the performance of their assigned duties. The Sponsor shall not assign or -4- require AmeriCorps VISTA members to perform duties which would jeopardize their safety or cause them to sustain injuries. s. By the effective date of this Agreement, the Sponsor must certify that it has conducted a self - evaluation of its compliance with Section 504 of the Rehabilitation Act of 1973, including that it has taken all reasonable measures to ensure that its facilities and all participating project sites (i.e., subrecipients) are accessible to qualified persons with disabilities, promotes their equal participation, and does not otherwise discriminate against such persons based on disability. t. Return the Sponsor Verification Form to the CNCS State Office within three (3) workdays of receipt. The Sponsor must indicate actual departure date(s) of AmeriCorps VISTA member(s) who leaves prior to completion of service date(s). The Sponsor must certify the Form even if no AmeriCorps VISTA members left/leave during the pay period covered by the form. u. Should activities be organized in the communities where the AmeriCorps VISTA members are assigned for service, allow assigned AmeriCorps VISTA members to participate in Days of Service, e.g., Martin Luther King, Jr. Holiday, National Volunteer Week. 3. Affiliation with CNCS and AmeriCorps VISTA a. The Sponsor must identify the project as an AmeriCorps VISTA project and assigned members as AmeriCorps VISTA members. All subrecipient agreements related to the AmeriCorps VISTA project must explicitly state that the project is an AmeriCorps VISTA project and assigned AmeriCorps VISTA members are the resource being provided. b. AmeriCorps VISTA is a registered service mark of the Corporation for National and Community Service. If a Sponsor uses a CNCS or AmeriCorps VISTA service mark or name, AmeriCorps VISTA must be identified as a Federal assistance provider. Sponsors and subrecipients must use the AmeriCorps VISTA name and logo in accordance with CNCS requirements. The Sponsor may not use or display the AmeriCorps VISTA name or logo in connection with any prohibited activity referenced in Sections 8 -11 of Part II of this Agreement. 4. Joint Responsibilities The Sponsor will identify and interview AmeriCorps VISTA applicants with support from CNCS. The Sponsor and CNCS will cooperate together in all pre - service and in- service trainings (online or face -to- face), in accordance with all applicable CNCS policies. 5. Prohibition on Nepotism To avoid actual or apparent favoritism in the operation of an AmeriCorps VISTA project, CNCS's AmeriCorps VISTA program prohibits certain placement and assignment arrangements, as follows: a. VISTA Members 5 An AmeriCorps VISTA member cannot be placed or assigned to an AmeriCorps VISTA project site if s /he is: in the immediate family (e.g., spouse, domestic partner, parent or guardian whether by blood or adoption, child whether by blood or adoption) of a project site staff member or a CNCS staff person in the applicable State Office or who manages the project, either at the Sponsor or a subrecipient; a close relative, whether by blood or adoption, (e.g., grandparent, grandchild, aunt, uncle, niece, nephew, first cousin) of a project site staff member or a CNCS staff person in the applicable State Office or who manages the project, either at the Sponsor or a subrecipient; in the immediate family (e.g., spouse, domestic partner, parent or guardian whether by blood or adoption, child whether by blood or adoption) of a member of the board of directors of the specific AmeriCorps VISTA project site where the VISTA member reports for service; or a close relative, whether by blood or adoption, (e.g., grandparent, grandchild, aunt, uncle, niece, nephew, first cousin) of a member of the board of directors of the specific AmeriCorps VISTA project site where the VISTA member reports for service. b. VISTA Project Supervisory Employees A project site employee is prohibited from holding a VISTA project supervisory position if s /he is: in the immediate family (e.g., spouse, domestic partner, parent or guardian whether by blood or adoption, child whether by blood or adoption) of any CNCS official responsible for the AmeriCorps VISTA project; a close relative, whether by blood or adoption, (e.g., grandparent, grandchild, aunt, uncle, niece, nephew, first cousin) of any CNCS official responsible for the AmeriCorps VISTA project; in the immediate family (e.g., spouse, domestic partner, parent or guardian whether by blood or adoption, child whether by blood or adoption) of any project site employee who holds supervisory authority over him/her; or a close relative, whether by blood or adoption, (e.g., grandparent, grandchild, aunt, uncle, niece, nephew, first cousin) of any project site employee who holds supervisory authority over him /her. 6. Nondiscrimination No person with responsibilities in the operation of the project shall discriminate against any AmeriCorps VISTA member, or member of the staff of, or beneficiary of the project, with respect to any aspect of the project on the basis of race, religion, color, national origin, sex, sexual orientation, age, disability, political affiliation, marital or parental status, or military service. 7. Sexual Harassment 6 Sexual harassment is a form of discrimination based on sex, which is prohibited as addressed directly above. As the recipient of federal financial assistance from CNCS, the Sponsor is responsible for violations of the prohibition against sexual harassment and for taking corrective action and/or disciplinary action if violations occur. Such sexual harassment violations include: Acts of "quid pro quo" sexual harassment where a supervisor demands sexual favors for service benefits, regardless of whether the Sponsor, its agents or supervisory employees should have known of the acts; Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of sexual nature which have the purpose or effect of creating an intimidating, hostile or offensive service environment; or Acts of sexual harassment toward fellow AmeriCorps VISTA members or non - employees, where the Sponsor, its agent or its supervisory employees knew or should have known of the conduct, unless the Sponsor took immediate and appropriate corrective action. 8. Delegation and Subcontracting The Sponsor is prohibited from delegating or assigning any of its obligations or duties contained in this Agreement, with the exception of delegation or assignment to approved subsites . AmeriCorps VISTA members may be assigned by the Sponsor to perform duties with other public or private non - profit agencies or organizations ( "project sites ") as described in the Project Narrative and in accordance with written subrecipient agreements. 9. Supplemental Payments Prohibited Monetary subsistence allowances provided to AmeriCorps VISTA members are designed to permit AmeriCorps VISTA members to live at or below the economic level of the persons served, as required by law. Sponsor is strictly prohibited from supplementing these allowances, either as cash or in -kind payments outside of providing third -party housing support and must assure that others, such as any participating subrecipient project sites, do not do so. 10. Prohibitions of Use of CNCS Assistance By Sponsor The Sponsor agrees that no AmeriCorps VISTA member assigned to the Sponsor, and no other federal financial assistance provided by CNCS, under this Agreement, shall be used to assist, provide or participate in: Partisan and non- partisan political activities associated with a political candidate, including voter registration; Direct or indirect attempts to influence passage or defeat of legislation or proposals by initiative petition; Labor or anti -labor organization or related activities; or Religious instruction, worship services, proselytization, or any other religious activity as an official part of their -7- duties. 11. The Sponsor further agrees not to: Carry out projects utilizing CNCS resources resulting in the identification of such projects with partisan or non - partisan political activities, including voter registration activities, or providing voter transportation to the polls; Assign AmeriCorps VISTA members to activities that would result in the hiring of or result in the displacement of employed workers, or impair existing contracts for service. Accept or permit the acceptance of compensation from AmeriCorps VISTA members or from beneficiaries for the services of AmeriCorps VISTA members. Approve the involvement of any AmeriCorps VISTA members assigned to it in planning, initiating, participating in, or otherwise aiding or assisting in any demonstration whatsoever; Request, charge or accept participation or application fees from VISTAs, VISTA candidates, and potential AmeriCorps VISTA candidates; or Require or accept application fees from potential subrecipients, or require participation fees above and beyond the actual cost of support provided by the primary Sponsor. 12. Amendments This Memorandum of Agreement may be amended at any time, in writing, executed by authorized representatives of the Sponsor, and the appropriate CNCS State Director and the appropriate CNCS Executive Officer. In addition all parties agree to amend this Agreement as required by paragraph 17 of Part II, "Increases in AmeriCorps VISTA Members Allowances During This Agreement." 13. Severability If any provision of this Agreement is construed as illegal or invalid, this will not affect the legality or validity of any of the other provisions contained in this Agreement. The illegal or invalid provision will be deemed stricken and deleted from the Agreement to the same extent and affect as if it never existed, but all other provisions will continue in effect. 14. Notices All notices and communications required to be given to CNCS by the Sponsor, except as specifically provided in paragraph 15 of Part II, shall be directed to the CNCS State Program Director or Specialist at the State Program Office Address provided below. All notices to be given to the Sponsor by CNCS shall be directed to Sponsor Contact at Sponsor's mailing address. 8 In the event that any of the parties or addresses named in the above paragraph change, written notice to all other parties must be provided immediately. Such written notice should include the Agreement number and Sponsor EIN. 15. Termination, Suspension, Or Non - Renewal Sponsor: Right to Terminate with Notice. The Sponsor may terminate this Agreement at any time by giving at least thirty (30) days notice in writing to CNCS of its intent. CNCS: Right to Terminate or Suspend. CNCS may terminate or suspend this Agreement in accordance with applicable terms and procedures set forth at 45 CFR Part 1206 or 42 U.S.C.§ 4953(g). 16. Order of Precedence In the event of inconsistencies or conflicts between the Project Application and the Agreement, this Agreement shall govern. 17. Increases in AmeriCorps VISTA Payment Amounts During This Agreement The parties to this Agreement are cognizant of the likelihood of future area -based "cost -of- living" increases to subsistence allowances, to which AmeriCorps VISTA members would be entitled, in the course of their service at the Sponsor. The parties specifically intend that their respective obligations to pay, or reimburse amounts paid to, AmeriCorps VISTA members shall reflect and be adjusted to account for such general increases, in accordance with the Act and CNCS's regulations and procedures. 18. Cost Share Payment Provisions a. Bi- Weekly Allowance Payments Made By CNCS to VISTA members. The Sponsor shall reimburse CNCS for bi- weekly payments to all cost -share VISTA members, covered by this Agreement, for their living allowances (i.e., monthly subsistence allowances) as stated in the Budget. b. Reimbursement Schedule For Sponsor to Pay Back CNCS. i.CNCS Issues Monthly Invoices: At the end of each month during which cost -share VISTA members are serving throughout the term of this Agreement, CNCS will provide the Sponsor with an invoice detailing the member allowance expenditures made by CNCS, on behalf of the Sponsor, in that month. The Sponsor will have 30 days to tender full reimbursement to CNCS of the total expenditures noted on the invoice. ii. Requirement For Full Reimbursement to Corporation By Due Date: In accordance with the Debt Collection Improvement Act of 1986, 31 U.S.C. chapter 37 (DCIA), CNCS's Claims Collection Regulations at 45 CFR Part 2506, and the Federal Claims Collections Standards (FCCS) (31 CFR Parts 900 to 904), the Sponsor is required to fully reimburse CNCS for the expenditures that CNCS made to the cost -share VISTA member(s) on behalf of the Sponsor by the Due Date set forth on the Invoice. Also, under federal law, any expenditures that CNCS makes to the cost -share VISTA member(s) on behalf of the Sponsor is considered a debt of the Sponsor, and CNCS must try to collect the debt it is owed -9- iii. Sponsor May Elect to Pay In Advance of Start of Project: The Sponsor may elect to advance funds to CNCS for the Sponsor's cost -share of the member allowances, before the start of the Sponsor's project. In such a case, the monthly accounting invoice described directly above in paragraph 15.b.i. shall still be sent to the Sponsor monthly and shall reflect paid charges incurred by the Sponsor against the advance. c. Reimbursement Procedures For Sponsor to Pay Back CNCS. All reimbursements made by the Sponsor to CNCS - i.e., monthly reimbursements and close -out payments for any amounts remaining due -- shall be paid through www.pay.gov. Within 45 days after the end of the project (whether by termination or by expiration of this Agreement), CNCS shall provide a final accounting of member allowance expenditures, together with a final invoice for any amount remaining due, pursuant to the Sponsor's cost -share Agreement. Payment of any invoice described above is due within 30 days of the date of the invoice. d. Interest and Penalties For Non - Reimbursement And Delinquencies. The parties to this Agreement understand that the reimbursement amounts that the Sponsor owes CNCS, as set forth in the invoices, discussed above in parts b. and c., are considered debts under Federal law and applicable regulations. As a federal agency, CNCS must comply with the Debt Collection Improvement Act of 1986, 31 U.S.C. chapter 37 (DCIA), CNCS's Claims Collection Regulations at 45 CFR Part 2506, and the Federal Claims Collections Standards (FCCS) (4 CFR Part II.). Accordingly, CNCS is required to try to collect all debts that it is owed. Such debts include any and all reimbursement amounts that the Sponsor owes CNCS. The Sponsor is required to pay CNCS the full reimbursement amount set forth on each invoice, by the date specified on the invoice. Any reimbursement amount unpaid by the Sponsor to CNCS by the date specified on the invoice becomes a delinquent debt. A debt becomes delinquent the day after the date specified on the invoice for the full reimbursement amount. The parties to this Agreement understand that to the extent that the reimbursement amount that the Sponsor owes CNCS, as set forth on the invoice, becomes delinquent, the Sponsor is subject to interest on that delinquent debt in accordance with the DCIA at 31 U.S.C. § 3717. To the extent the Sponsor's debt remains delinquent for more than 30 days, CNCS shall initiate action to collect such debt with interest. In addition, in instances where the Sponsor has such debt that remains delinquent for more than 90 days, CNCS shall also initiate action to collect administrative costs and penalties. Debt collection may include referral to the U. S. Department of the Treasury, Debt Management Services. The debt may also be collected by the Internal Revenue Service through the U.S. Department of the Treasury Offset Program (TOP). In witness whereof, the parties whose signatures appear below attest to having the authority to enter into this Agreement and agree that this Agreement will become effective on the aforementioned date. (The Sponsor and Corporation for National and Community Service staff must sign the Memorandum of Agreement even though single signatures only are required for grant agreements.) Sponsor Corporation for National and Community Service By: By: (Sponsor signature) (State Director signature) Name: Ms. Marie Ware Name: Vicki Hover - Williamson Title: Leisure Services Manager Title: State Program Director Date: Date: City of Dubuque Address: 1550 Clarke Dr Clarke University MS #1546 Dubuque, IA 52001 -3117 Phone: (563) 584 -8644 Sponsor Location Code Number: 61316 Sponsor DUNS Number: 093105302 Corporation for National and Community Service Address: Iowa State Office Federal Building, Room 917 210 Walnut Street Des Moines, IA 50309 -2115 Phone: 515 - 284 -4819 By: (Executive Officer signature) Name: Sue Fahy Title: Executive Officer Date: Corporation for National and Community Service Address: 1201 New York Ave. NW Washington DC 20525 Phone: 202- 606 -6626