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HomeMy WebLinkAboutC37250 - MOU After School Pgrm - PDCMS CITY OF PALM DESERT STAFF REPORT MEETING DATE: July 12, 2018 SUBMITTED BY: Veronica Tapia, Senior Management Analyst REQUEST: APPROVAL OF A MEMORANDUM OF UNDERSTANDING BETWEEN DESERT SANDS UNIFIED SCHOOL DISTRICT, PALM DESERT CHARTER MIDDLE SCHOOL, AND THE CITY OF PALM DESERT AS IT RELATES TO PARTICIPATION IN THE AFTER SCHOOL PROGRAM AT PALM DESERT CHARTER MIDDLE SCHOOL Recommendation By Minute Motion: Authorize the Mayor to execute a Memorandum of Understanding (MOU) between Desert Sands Unified School District (DSUSD), Palm Desert Charter Middle School (PDCMS), and the City of Palm Desert relative to the Palm Desert Charter Middle School After School Program (Contract No. C37250 ). Strategic Plan Approval of the MOU with Palm Desert Charter Middle School supports the Education Priority 3 by providing the support for the building blocks of student success through an after school care programs available to all students. Executive Summary The City of Palm Desert continues to be an active participant in the after school programs located at Palm Desert Charter Middle School and Lincoln Elementary School. The City Council reviewed funding for these programs as part of the FY 2018/2019 Budget process and, as a result, funding was included within the budget. Background PDCMS' After School Program continues to serve approximately 150 students. The City's continued support has provided opportunities to many children to participate in a structured after school program with adult supervision. The After School Program keeps youth engaged and prevents children, in many cases, from being left home alone. In addition, with the increased awareness of the program and students on-going participation from elementary into junior high school, the school now maintains a waiting list throughout the year. Another sign of success is the number of eighth-graders registering for the program. The program is focused on assisting youth in completing homework assignments as well as work in other academic areas. This MOU would allow continued collaboration between the parties to implement the program and authorize staff from the school to administer it. STAFF REPORT PALM DESERT CHARTER MIDDLE SCHOOL'S AFTER SCHOOL PROGRAM MOU JULY 12, 2018 PAGE 2 Based on the quarterly reports and meetings with school representatives, students' grades have steadily improved as well as the students' social integration aspect. In addition, early intervention between the school, parents, and students has resulted in identifying and addressing student's issues early in the school year which has resulted in overall improvement in student performance. Fiscal Analysis Funding in the amount of $75,000 was included in the FY 2018/2019 Budget, Account No. 1104800-4389201. Upon annual review and funding approval, this agreement would remain in effect through June 30, 2021. This program is not income based and available to all PDCMS students. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER tiIk 56 Robert W. Hargreaves t Moore et Moore Lauri Aylaian City Attorney Director of Finance Director of Finance City Manager CONTENTS: Memo of Understanding with Palm Desert Charter Middle School Formal Request for funding from Palm Desert Charter Middle School Contract No. C37250 C,oda'.Veronica Tapia\Finance\After School Program MOCs\SR MOC-2018-19-PDMiddlcSchoolAfrerSchoolProgram 7-12-18 don Contract No. C37250 AGREEMENT BETWEEN THE DESERT SANDS UNIFIED SCHOOL DISTRICT, PALM DESERT CHARTER MIDDLE SCHOOL, AND THE CITY OF PALM DESERT AS IT RELATES TO PARTICIPATION IN AN AFTER SCHOOL PROGRAM AT PALM DESERT CHARTER MIDDLE SCHOOL Whereas, the Desert Sands Unified School District(DSUSD)administers, operates, and maintains schools within the City of Palm Desert (CITY); and Whereas, CITY, Palm Desert Charter Middle School (PDCMS), and DSUSD all desire to improve after school programs through grants and in-kind services; and Whereas, DSUSD supports and has agreed to apply for grant funding and to provide use of its facilities for after school programs at Palm Desert Charter Middle School; and Whereas, PDCMS has agreed to create, operate, and administer such after school programs with the support and cooperation of DSUSD and CITY; and Whereas, at its regular meeting of June 28, 2018, the City Council of the City of Palm Desert approved the FY 2018/2019 budget, which included $75,000 for After School Program services at Palm Desert Charter Middle School, contingent upon DSUSD assuming responsibility as "financial agent" for the administration and distribution of any grant monies received as it relates to the above mentioned "After School Program." Now, therefore, it is agreed that CITY will participate and contribute to an After School Program as follows: 1. An After School Program will be provided at Palm Desert Charter Middle School within the City of Palm Desert by PDCMS staff; 2. DSUSD will provide in-kind services in the form of facility use for the After School Program; 3. DSUSD will assume responsibility as "financial agent" for administration and distribution of any grant monies received; 4. DSUSD must require the PDCMS After School Program Operator to obtain proper background checks and fingerprinting on all volunteers and employees; 5. CITY will assist DSUSD and PDCMS in promoting the After School Program with CITY through CITY's newsletter, press releases, and other means as deemed appropriate; Page 1 of 5 72500.00001\31239903.1 DRAFT 6/26/18 Contract No. 07250 6. Palm Desert Charter Middle School and the City will collaborate to develop a Civic Engagement Program for implementation at the beginning of the 2018/19 academic year. 7. Use of Funds/Reporting City provided funds shall be used only for those purposes specified in this Agreement. DSUSD shall report to City no later than July 31, 2019 on the services provided between July 1, 2018 and June 30, 2019, with such detail as City may reasonably request. Such report shall be made annually thereafter, for the years that this Agreement remains in effect. 8. Term. This Agreement shall be effective as of July 1, 2018 and continue in effect until June 30, 2021, unless sooner terminated in accordance with the termination provisions set forth hereinafter. The parties contemplate that this Agreement will remain in effect for the full term, subject to annual review and appropriation of necessary funds. DSUSD shall not be obligated to provide any services for years in which City does not commit and appropriate the necessary funding. 9. Unilateral Termination. Despite the provisions that this contract shall be in force until June 30, 2021, this Agreement may be terminated by either party, with or without cause, at any time upon either party giving thirty (30) days'written notice to the other party of said termination. Upon such notice being properly given, this Agreement shall terminate upon the date specified in the written notice. If this Agreement is so terminated the DSUSD shall be compensated for the services provided as of the date of said termination based upon services rendered prior to termination, with compensation in proportion to the amount of expenditures and obligations properly shown by reports submitted. In the event that DSUSD has received the full one-time sum provided for in this Agreement at the time of any such termination, DSUSD shall promptly refund any surplus funds to City. Amounts due shall be determined on a prorated basis, with any amounts due to be prorated based upon the period during which the Agreement continued in effect, prior to termination. 10.Relationship of Parties. It is understood that the contractual relationship of the DSUSD to the City is that of Independent contractor; DSUSD is not the agent of the City, nor an employee of the City. City shall not direct the manner in which DSUSD provides its services, but DSUSD shall be responsible for the results achieved. The means by which DSUSD provides the services specified hereunder shall be determined solely by DSUSD. City shall exercise no control over the manner and details of performance, the specific hours that any employee of DSUSD may work, who shall be employed by DSUSD or which employee is assigned to any particular function or duties; nor shall City provide supplies or tools utilized to accomplish the tasks undertaken by DSUSD. The City is not responsible for salary reimbursement or provisions, and grant funds cannot be used to fund any wage, salary or benefits offered by DSUSD. 11.Assignment. This Agreement shall not be assigned or duties hereunder delegated by DSUSD without the written consent of the City. Page 2 of 5 72500.00001\31239903.1 DRAFT 6/26/18 Contract No. C37250 12.Amendment. This Agreement may be amended or modified only by written agreement signed by both parties, and failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel performance of such provision or provisions. 13.General Liability Insurance. DSUSD shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. 14.Umbrella or Excess Liability Insurance. DSUSD may opt to utilize umbrella or excess liability insurance in meeting insurance requirements. In such circumstances, DSUSD may obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability and employer's liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall "follow form" to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. 15.Workers' Compensation Insurance. DSUSD shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance(with limits of at least$1,000,000). DSUSD shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers, agents, employees and volunteers. OTHER PROVISIONS 16.Proof of Insurance. DSUSD shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsements must be approved by City's Risk Manager prior to commencement of performance. Page 3 of 5 72500.00001\31239903.1 DRAFT 6/26/18 Contract No. C37250 17.Primary/Non-Contributing. Coverage provided by DSUSD shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City before the City's own insurance or self-insurance shall be called upon to protect it as a named insured. 18.Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, or shall specifically allow DSUSD or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. DSUSD hereby waives its own right of recovery against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers. 19.Requirements Not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the DSUSD maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the DSUSD. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. 20.Additional Insured Status. General liability policy shall provide or be endorsed to provide that the City of Palm Desert and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policy. 21.Pass Through Clause. DSUSD agrees to ensure that its sub-consultants, sub- contractors, and any other party involved with providing After School Program services, provide the same minimum insurance coverage and endorsements required of DSUSD. DSUSD agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. DSUSD agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to City for review. 22.Self-Insured Retentions. Any self-insured retentions must be declared to and approved by the City's Risk Manager. City reserves the right to require that self- insured retentions be eliminated, lowered, or replaced by a deductible. Self- insurance will not be considered to comply with these specifications unless approved by City. Page 4 of 5 72500.00001\31239903.1 DRAFT 6/26/18 Contract No. C37250 23.Hold Harmless. The DSUSD's relationship to the City is solely that of an independent contractor. No employee of the DSUSD is an employee or agent of the City in any respect, and DSUSD shall be solely responsible for all activities of its employees, agents, its own independent contractors and third parties for all losses, costs, damages or injuries (including wrongful death)caused by or arising out of any act or omission of the DSUSD, its employees, agents, or independent contractors relating to the services performed or to be performed by DSUSD hereunder. DSUSD specifically agrees to save and hold harmless the City, its officers, employees and agents from any liability or claim of liability arising from performance under this Agreement. In Witness Thereof, this Memorandum of Understanding has been executed this 12th day of July, 2018, for a period of one year, after which it may become eligible for renewal, subject to agreement by both parties. DESERT SANDS UNIFIED SCHOOL DISTRICT Scott Bailey, Superintendent Date PALM DESERT CHARTER MIDDLE SCHOOUAFTERSCHOOL PROGRAM OPERATOR Sallie Fraser, Principal Date CITY OF PALM DESERT Sabby Jonathan, Mayor Date Attest: Rachelle D. Klassen, City Clerk Date Page 5 of 5 72500.00001\31239903.1 DRAFT 6/26/18 :,,., CONTRACT NO. C37250 r4 June 19, 2018 Veronica Tapia RECEIVED , -v4r♦r Senior Management Analyst ? ,r' City of Palm Desert JUN 2 2 2018 l' j 73510 Fred Waring Drive ;w CITY OF PALM DESERT s. Palm Desert, CA 92260 Housing Department '' �� Dear Ms. Tapia: • , As the Director of the Bridges After School Program at Palm Desert Charter Middle 1 ,.,, School (PDCMS), I am proud to submit this letter. Since its inception ten years ,` =-*° ago with the support of the City of Palm Desert, the after school program has 4. developed into a critically important support system for students and their families. -,,.,,. Over the last six years, Bridges has consistently served 140-160 students on a 4 =� di: daily basis. PDCMS students benefit greatly from the tutoring of college-level z 4 1j� • � o mentors and district employees dedicated to ensuring each student's academic qg- z .n c) improvement and success. The program also offers various enrichment '1/47' c/) opportunities such as art, technology and sports. These classes are staffed by �, positive role models who mentor our students by championing the merits of good ? =-Y � conduct and responsible citizenship._ ,'t, ' ` to The program boasts an academically strong tutoring program resulting in an 1. x % average 3.3 GPA among participating students. The overall culture of the program , Y • L encourages 6th graders' transition into middle- school, 7th graders' adaptation, f '. "M `t and preparation for 8th graders transitioning to high-school, while fostering a CS E supportive, positive environment between all students and staff. 3 �f,F '�' ,iw C t Middle school is a developmentally important stage in our students lives, yet there x Q is often very little support for them. Consistently, the City of Palm Desert stands out `'''i. for their support to PDCMS which does not receive additional state funding for i ;r low-income students. 51% of our student population receive free or reduced lunch k'4; due to their families' income, proving there is a definite need in this community for ti our program. Keeping the cost of the Bridges Program modest ($35.00 weekly) yr. has proved essential to providing students and families access to tutoring services "s that would not be available to them without the city's $75,000 annual sponsorship these past 10 years. ;X4 c , . 341, tt errA g . �, err � m . o q of3olgD S "Be a Proud Panther" ,A 74200 Rutledge Way, Palm Desert, California 92260 Phone: 760-862-4320 Fax: 760-862-4327 www.dsusd.us Y. CONTRACT NO. C37250 3 T F a The changes in curriculum that are mandated from federal and state levels have created an instructional gap where parents are often at a loss; unable to support AID their students at home in the face of the new instructional methods. The Bridges ,` tutors and mentors are, in large part, the foundation and the key for these students * AMP finding success in school. Again and again we have seen students who are 0. struggling, falling behind in their academic day, arrive at Bridges after school with r. r - the opportunity for a second chance. This ongoing service has instilled steady r ro ;' academic improvement and student self-confidence, compared to a sense of * w° failure and discouragement without the added support. We are especially proud of ` the ongoing working relationship between parents/guardians and staff to ensure ir ih•� . students' academic progress as well as to address academic concerns. Ter: 4 , , As an ancillary benefit, Bridges has presented a working environment for future `, ;` ?' 41111111111 educators who arrive each day with great enthusiasm; excited to work with At,-v�, 1111111► students. We have also opened the door to volunteers to broaden our community k o reach, while strengthening our core offerings. f „ C/) The continued support of the City of Palm Desert, would ensure our ability to provide support for roughly 10% of the 1,400 students at PDCMS. Hard-working ` v, families will continue to have the ability to secure supervision and academic support for their students at an affordable cost: And, students will have a place c where their aspirations are met with encouragement and accountability. ,.,:' Ca The focus of Bridges will continue to promote academics with Math and Language r czs Arts at the core. Our tutors are trained to guide students and families through the many challenges of middle-school, while preparing them for the road ahead. It is (#.. important to PDCMS to continue to provide the Bridges Program in our ongoing e ;, Rs efforts to help and challenge our students to succeed. A U `„ We are proud of this program and of the collaboration we've enjoyed with the City of Palm Desert. As the Program Director, I invite you to visit Bridges to experience 7 4. the exceptional work and learningenvironment that we are dedicated to continuing in service to our students and their families. i ,,./,>___...2 .")Z _ :., Alli . ‘g.04 x.:, Alfredo Ruiz, Bridges Director, ���oe,virS�allie Fraser, Principal, PDCMS PDCMS School Counselor 1\(elA 0 . ` -'9 e6 3b ' "Be a Proud Panther" 74200 Rutledge Way, Palm Desert, California 92260 Phone: 760-862-4320 Fax: 760-862-4327 www.dsusd.us CONTRACT NO. C37250 PDCMS BRIDGES AFTER SCHOOL PROGRAM 2018/2019 PROJECTED BUDGET 2018/2019 PROJECTED BUDGET INCOME 2017/2018 Carry Over Balance $ 15,000.00 Funding From Parents $ 204,975.00 City of Palm Desert Grant $ 75,000.00 TOTAL INCOME $ 294,975.00 EXPENSES Director Salaries and Employee Taxes $ 57,688.21 Tutor Salaries and Employee Taxes $ 168,585.66 Financial Office Salaries and Employee Taxes $ 8,956.31 Consulting Business Service $ 3,000.00 Materials & Supplies $ 23,794.82 Office Supplies $ 1,500.00 Other Services $ 1,000.00 Postage $ 200.00 Snacks(Any Excess Funds from this category will be transferred to Materials& Supplies) $ 27,750.00 Software Licenses $ 1,500.00 Telephone $ 1,000.00 TOTAL EXPENSES $ 294,975.00 • CONTRACT NO. C37250 1 of 4 BRIDGk sc Bridges After School Program Palm Desert Charter Middle School 2017-2018 4th Quarter Report Summary • CONTRACT NO. C37250 2 of 4 DIRECTOR Alfredo Ruiz PPS Credentialed COUNSELOR at Palm Desert Charter Middle School (Continuing) ASSISTANT DIRECTOR Mia Hopps(Continuing) STUDY HALL LEADERS 6TH GRADE TUTORING-62 STUDENTS Kamryn Hammon Alicia Marquez K-8 Multiple Subject Credential Student K-8 Multiple Subject Credential Student (Continuing) (Continuing) Danny Smith Jordan Hammon K-8 Multiple Subject Credential Student K-8 Multiple Subject Credentialed Student (Continuing) (Continuing) 7th GRADE TUTORING-49 STUDENTS Kristine Ayers PARAEDUCATOR at Palm Desert Charter Middle School (Continuing) Tanner Donaldson K-8 Multiple Subject Credential Student(New) Romey Martinez PARAEDUCATOR at Jefferson Middle(Continuing) 8th GRADE TUTORING-27 STUDENTS Dave Murphy Credentialed Teacher at Palm Desert Charter Middle School (Continuing) STUDY HALL/ONE-ON-ONE TUTOR/SUB Caitlyn Huddleston Stacy Lieberman Jocelyn Puente Linda Megan Weitz (Continuing) (Continuing) (Continuing) Smith(Continuing) (Continuing) SUPPORT STAFF Dylan Huddleston (Continuing) • CONTRACT NO. C37250 3 of 4 31 out of 138 students earned High Honor Roll 4.0 GPA 40 out of 138 students earned a 3.5-3.9 GPA 31 out of 138 students earned a 3.0-3.4 GPA 21 out of 138 students earned a 2.5-2.9 GPA 11 out of 138 students earned a 2.0-2.4 GPA 4 out of 138 earned Under a 1.9 GPA Bridges Program GPA Distribution 30.00-r ■ 2246% 22.46% 20 : =: 1 5.22% 10.00% 797% 290% 0.00% 3.5-3.9 3.0-3.4 2.5-2.9 2.0-2.4 1.9 and below Bridges Program 8th Grade, 7th Grade and 6th Grade GPA Distribution 4 ;.0c • 8th Grade le 7th Grade 32.65% 6th Grade 29.63%32 .2-2 M.42% 25.81%25.9 25.93`�5 24.49% .35% 23.a o't 16.15':13% 11.11 10.20% 10.00% 7.40%,ta1 454e 4.84% 2.04% 0.00% 0.00% 4 3.5-3.9 3.0-3.4 2.5-29 2.0-2.4 1.9 and below • CONTRACT NO. C37250 4 of 4 • Notes: • Overall Program GPA: 3.30 • Below 2.0 GPA students: o (1) 7th grade student fell below a 2.0 due to a medicine adjustment for attention. o (3) 6th grade students fell below a 2.0 due to home situation, changing family dynamics. Family has reached out to family resources. • EL and RFEP Students: O 32 out of 138 Bridges students are designated as English Learners (EL) or Reclassified Fluent English Proficient(RFEP)