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HomeMy WebLinkAboutC35540 - FY16-17 MOU Lincoln Elmentary After Shcool PgrmCITY OF PALM DESERT CONTRACT NO. C35540 SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF MEMORANDUM OF UNDERSTANDING BETWEEN DESERT SANDS UNIFIED SCHOOL DISTRICT AND THE CITY OF PALM DESERT AS IT RELATES TO PARTICIPATION IN THE AFTER SCHOOL PROGRAM AT LINCOLN ELEMENTARY SCHOOL SUBMITTED BY: Frankie Riddle, Director of Special Programs APPLICANT: Desert Sands Unified School District c/o: Maryalice Owings 74-100 Rutledge Way Palm Desert, CA 92260 DATE: CONTENTS: Recommendation July 14, 2016 Memorandum of Understanding By Minute Motion, authorize the Mayor to execute a Memorandum of Understanding (MOU) between Desert Sands Unified School District (DSUSD) and the City of Palm Desert relative to the After School Program at Lincoln Elementary School (Contract No. C35540 ). Strateqic Plan Obiective N/A Executive Summary The City of Palm Desert continues to be an active participant in the after school programs located at Lincoln Elementary School and Palm Desert Charter Middle School. City Council reviewed funding for these programs as part of the FY 2016/17 budget process, and as a result, funding was included within the budget. Discussion Commencing with the 2015/2016 school year, operation of the After School Program changed so that Lincoln Elementary School staff operates a portion of the program through funding provided by the City. The program continues to focus on academics/homework and requires students to remain in the program until at least 3:30 p.m. After 3:30 p.m., parents are able to pick up students or students can migrate into the ASES (After School Education & Safety) portion of the program. ASES guidelines require that students remain at the facility/program until 5:30 p.m., which created difficulty for some parents that needed to pick up their child(ren) earlier for various activities (e.g. sports, etc.) which was a deciding factor for dividing the program by funding source. In addition, the operation of the ASES portion of the After School Program is now overseen by the Desert Recreation District (DRD) Utilizing internal school staff and DRD to operate the After School Program as a whole has allowed the flexibility required by parents and has provided a cost savings that has been used to expand the program to more students. Since DRD is considered a Special District that receives pass through funds from STAFF REPORT LINCOLN ELEMENTARY SCHOOL AFTER SCHOOL PROGRAM MOU JULY 14, 2016 PAGE 2 cities to provide services to residents, it was able to undertake its portion of program operation at a lesser cost than the Family YMCA of the Desert. Lincoln Elementary School's After School Program continues to, at minimum, assist 100 students, however, over the course of the year, as many as 125 students have been accommodated by the program throughout the school year. The City award of $75,000 allows many children to participate in a structured after school program with adult supervision. Lincoln's After School Program will continue to keep youth engaged and prevent children, in many cases with working parents, from being left home alone. The Program is primarily focused on assisting youth in completing homework assignments and work in other academic areas; however, social and enrichment activities are also provided to create a well-rounded program. This MOU will allow continued collaboration between the parties to implement the Program and will authorize staff from Lincoln Elementary School to administer the After School Program. Based on meetings with school representatives, students' grades have increased and fewer students have left the program. In addition, there has also been a benefit with regard to the early intervention aspect between the school, parents, and students that has assisted the school in working more closely with all parties to address student issues early in the school year. Fiscal Analvsis Funding in the amount of $75,000 was included within the FY 2016/2017 budget in Account No. 1104800-4389201. As a result, there will be no negative impact the General Fund. Submitted By- Frankie Riddle Director of Specia Programs Reviewed: Rudy P costa Assistant City Manager Jane oore Director of Finance Approval- ? McCarthy i City Manager CONTRACT NO. C35540 MEMORANDUM OF UNDERSTANDING BETWEEN THE DESERT SANDS UNIFIED SCHOOL DISTRICT AND THE CITY OF PALM DESERT AS IT RELATES TO PARTICIPATION IN AN AFTER SCHOOL PROGRAM AT LINCOLN ELEMENTARY SCHOOL Whereas, the Desert Sands Unified School District (DSUSD) administers, operates, and maintains schools within the City of Palm Desert (CITY); and Whereas, the CITY and DSUSD 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 Lincoln Elementary School; and Whereas, Lincoln Elementary School staff has agreed to create, operate, and administer such after school programs at Lincoln Elementary School with the support and cooperation of DSUSD and the CITY; and Whereas, at its regular meeting of July 14, 2016, the City Council of the City of Palm Desert approved the FY 2016/2017 budget, which included $75,000 for After School Program services at Lincoln Elementary School and 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 the CITY will participate and contribute to an After School Program as follows: 1. An After School Program will be provided at Lincoln Elementary School within the City of Palm Desert by Lincoln Elementary School staff with said program operational plan; 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 Lincoln Elementary School After School Program to obtain proper background checks and fingerprinting on all volunteers and employees; 5. The CITY will assist DSUSD and Lincoln Elementary School staff in promoting the After School Program through the CITY's newsletter, press releases, and other means as deemed appropriate; Page 1 of 2 CONTRACT NO. C35540 6. Attachments A — Lincoln Elementary After School Program MOU/Partnership Roles and Responsibilities, B — Lincoln Elementary School After School Program General Registration Form shall be considered in effect as part of this MOU, and no other documents may be introduced for implementation without the consent of all parties. These documents will be presented and attached to this MOU after the School District's Board approval. In Witness Thereof, this Memorandum of Understanding has been executed this 14th day of July, 2016, 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 Gary Rutherford, Superintendent Date LINCOLN ELEMENTARY SCHOOL/ AFTER SCHOOL PROGRAM OPERATOR Maryalice Owings, Principal Date CITY OF PALM DESERT Robert A. Spiegel, Mayor Date Attest: Rachelle D. Klassen, City Clerk Date Page 2 of 2 CONTRACT NO. C35540 ATTACHMENT A Lincoln Elementary School After School Program MEMORANDUM OF UNDERSTANDING 2016-2017 Academic Year This Memorandum of Understanding (MOU) is entered into by the City of Palm Desert (City), Desert Sands Unified School District (DSUSD), and Lincoln Elementary School to fulfill the partnership requirements of the after school program. The intent of the MOU is to establish the formal working relationship and sets forth the respective partnership roles and responsibilities of the City, DSUSD, and Lincoln Elementary School. Lincoln Elementary School Staff: 1 Provide NCLB qualified staff members for an adult to student ratio not to exceed 1 — 20 for up to 100 students and maintain an active substitute list. 2 Provide a site coordinator to supervise a consistent team of line staff, monitor staff attendance and punctuality over contract term and maintain records that include a roster of staff qualifications. 3. Site coordinator will plan and administrate after school program in collaboration with the site administrator with duties to include; daily attendance, snack counts, sign in/out logs. 4 Align all program components with regular school day including discipline. 5 May use district materials, equipment/facilitates and assumes the responsibility for such equipment and agrees to repair or replace any equipment damaged, stolen or lost while under its jurisdiction. Equipment may not leave school site. 6. Regular communication between Lincoln Elementary School, the City of Palm Desert, and site staff will include program updates along with parent communications. 7. Schedule staff development which incorporates trainings provided by DSUSD After School Programs Department and DSUSD Rims 10 team. 8 Assure after school staff use of communication system. 9 Submit invoices for staff and materials for training sessions provided by and paid by the After School Program Department. Invoices should include detailed time sheets and staff development agendas. 10. Submit weekly activity schedules to site administrator for the purpose of evaluation of the program. The activity schedule should include an outline of services provided, special events, and invited guests and speakers. 11 Students will not be asked to fundraise without consent of the site administrator and the City of Palm Desert. 12. Will follow two step action plan which includes a preliminary meeting between DSUSD After School Program Director or designee, site administrator or designee, Lincoln Elementary School, and a representative of the City to form an action plan with specific mutually agreed upon recommendations. A secondary follow up meeting will be held between DSUSD Director of After School Programs or designee, site principal or designee, and a representative of the City within two weeks of the initial meeting to evaluate effectiveness of the action plan. If requirements are still not met even after corrective efforts, Section 6 of the Independent Contractors Agreement will be in effect. 13. Lincoln Elementary School will supervise and coordinate the civic engagement/mentoring program between the City and site, which will be implemented at the beginning of the academic year. 14. Purchases of equipment or materials must be approved by the City prior to entering into any agreement for same. Use of funds provided by the City for implementation and/or operation of this after school program to purchase fixed assets or materials and/or equipment which will be retained by DSUSD and/or Lincoln Elementary School is strictly prohibited. This MOU is for activities rendered between July 1, 2016 and June 30, 2017. If modifications are necessary to complete this agreement, they will be added or subtracted by mutual consent of all parties involved. CONTRACT NO. C35540 ATTACHMENT B LINCOLN ELEMENTARY SCHOOL AFTER SCHOOL PROGRAM GENERAL REGISTRATION FORM Please Print Student's FULL Name I Student ID # I School I Grade I Year ASES (After School Education & Safety) is an academic and enrichment intervention program for elementary school students in Desert Sands Unified School District that supplements the regular school day. The program will take place immediately upon the end of the regular school day including early release and minimum days until 6 p.m. beginning Wednesday, August 25, 2016 through Wednesday, June 13, 2017. Space is limited by available funding Proqram Requirements • Students MUST attend daily unless absent during the regular school day. • Abide by DSUSD and school's Code of Conduct. • Students MUST be signed out by an authorized adult with a valid I.D no later than 6pm. • Students leaving before 6pm must have a valid reason. Early releases are limited to parallel programs, family emergencies and illnesses. • Students may not walk home without or be transported by an unauthorized person. • Failure to comply with program requirements may result in dismissal from the program. EMERGENCY CONTACTS/AUTHORIZED ADULTS Mother/Guardian Address City/Zip Telephone/Cell Phone Father/Guardian Address City/Zip Telephone/Cell Phone thei Authorized Persons/Relative/Neighbor who will accept responsibility for student Telephone/Cell Phone Other Authorized Persons/Relative/Neighbor who will accept responsibility for student Telephone/Cell Phone ANY OTHER PHONE NUMBER(S) THAT THE PARENT/GUARDIAN CAN BE REACHED AT BETWEEN 1-6 PM: (Work phone) (cell/pager) (other) 'IF THERE IS A CHANGE IN THE ABOVE INFORMATION, I WILL NOTIFY ASES STAFF IMMEDIATELY MEDICAL RELEASE/PHYSICAL LIMITATIONS Does your child have any medical conditions? ❑ Yes ❑ No Does your child take medications? 13 Yes 11 No Does your child have any physical limitations? ❑ Yes ❑ No Are there any Religious restrictions? ❑ Yes ❑ No Please explain any "Yes" answer. MEDIA AND PHOTO RELEASE ❑ Yes D No I allow my ASES student to be photographed for the purposes of documenting and utilizing media venues (magazine, newspaper, video, etc ) for the public relations aspects of ASES. Signature Parent/Guardian Print Name Date Your signature gives permission for your child to participate in the After School Safety and Education Program and for staff to contact any authorized person you indicated on this form if needed. Remember, your child cannot stay in the program without accurate contact information.