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HomeMy WebLinkAboutC33830 - MOU - DSUSD - Abraham Lincoln After School Pgrm CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF MEMORANDUM OF UNDERSTANDING BETWEEN DESERT SANDS UNIFIED SCHOOL DISTRICT, FAMILY YMCA OF THE DESERT, 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: Family YMCA of the Desert c/o: Rob Ballew 43-930 San Pablo Ave. Palm Desert, CA 92260 DATE: July 10, 2014 CONTENTS: Memorandum of Understanding Recommendation By Minute Motion, authorize the Mayor to execute a Memorandum of Understanding (MOU) between Desert Sands Unified School District, Family YMCA of the Desert, and the City of Palm Desert relative to the After School Program at Lincoln Elementary School (Contract No. 33s3o ). 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 the programs as part of the FY 2014/15 budget process, and as a result, funding was included within the budget. Discussion Lincoln Elementary School's After School Program continues to serve approximately 100 students and maintains a waiting list throughout the school year. The City awarded $75,000 as part of the FY 2013/2014 budget, which allowed many children to participate in a structured after school program with adult supervision. Lincoln's After School Contract No. C33830 STAFF REPORT LINCOLN ELEMENTARY SCHOOL AFTER SCHOOL PROGRAM MOU J U LY 10, 2014 PAGE 2 Program keeps youth engaged and prevents children, in many cases with working parents, from being left home alone. The MOU will allow continued collaboration between the parties to implement the Program and will authorize staff from the YMCA of the Desert to administer the program. Fiscal Analysis Funding in the amount of $75,000 was included within the FY 2014/2015 budget, and therefore, there will be no negative impact the General Fund. Submitted By: CITYCOUNCILA,�''C'I4N nFNTFD APPROVED � R�CEIVED OTHER — MEET DA r��- � AYE5: - , Frankie R ddle NOES: Director of �ecial Programs ,ABS�NT: � �' �'C ABSTAIN: ' � VF.RIFIED BY: � Original on File with City rk's Office � Rudy . Acosta Assistant C' y nager �� Paul S. ibson Director f Finance Approval: � n M. Wohlmuth ity Manager Contract No. C 33830 MEMORANDUM OF UNDERSTANDING BETWEEN THE DESERT SANDS UNIFIED SCHOOL DISTRICT, THE YMCA OF THE DESERT, 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, CITY, the YMCA of the Desert (YMCA), 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 the Lincoln Elementary School and the Palm Desert Middle School; and Whereas, YMCA has agreed to create, operate, and administer such after school programs at Lincoln Elementary School with the support and cooperation of DSUSD and CITY; and Whereas, at its regular meeting of June 26, 2014, the City Council of the City of Palm Desert approved the 2014/2015 budget, which included $75,000 for after school program services at Lincoln Elementary School, contingent upon YMCA implementing said program 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 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 YMCA 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 YMCA to obtain proper background checks and fingerprinting on all volunteers and employees; 5. The YMCA must obtain proper background checks and fingerprinting on all volunteers and employees; 6. CITY will assist DSUSD and YMCA in promoting the After School Program with CITY through CITY's newsletter, press releases, and other means as deemed appropriate; Page 1 of 2 Contract No. C 33830 7. Attachments A — Lincoln Elementary Afterschool Program MOU/Partnership Roles and Responsibilities, B — DSUSD Independent Contractor Services Agreement, and C — 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 26th day of June, 2014, 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 YMCA OF THE DESERT Rob Ballew, Executive Director Date CITY OF PALM DESERT Van G. Tanner, Mayor Date Attest: Rachelle D. Klassen, City Clerk Date Page 2 of 2 ATTACHMENT C 33830 LINCOLN ELEMENTARY SCHOOL AFTER SCHOOL PROGRAM GENERAL REGISTRATION FORM Please Print Student's FULL Name Student ID# School Grade 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 Thursday, August 28, 2014 through Friday, June 11, 2015. 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 U Mother/Guardian Address City/Zip Telephone/Cell Phone U Father/Guardian Address City/Zip Telephone/Cell Phone U Other Authorized Persons/Relative/Neighbor who will accept responsibility for student Telephone/Cell Phone U 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 F'M: (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? � Yes � 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 1� 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. Contract No. C 33830 ATTACHMENT A Lincoln Elementary School After School Program MEMORANDUM OF UNDERSTANDING 2014-2015 Academic Year This Memorandum of Understanding (MOU) is entered into by the City of Palm Desert (City), Desert Sands Unified School District (DSUSD), and the Family YMCA of the Desert (YMCA) to fulfill the partnership requirements of the Lincoln Elementary School 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 the YMCA. YMCA: 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, equipmenUfacilitates 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 the YMCA, 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 scliedule should include an outline of services provided, special events, and invited guests and speakers. 11. Agree to follow all DSUSD hiring procedures and provide copies of requested insurance policies as listed in the Independent Contractors Agreement 8.1.3. 12. Students will not be asked to fund raise without consent of the site administrator and the City of Palm Desert. 13. Will follow two step action plan which includes a preliminary meeting between DSUSD ASES Director or designee, site administrator or designee, YMCA, 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, YMCA, 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. 14. The YMCA will supervise and coordinate the civic engagemenUmentoring program between the City and site, which will be implemented at the beginning of the academic year. 15. A yearly report of in-kind services and the appropriate estimated value will be submitted by the YMCA to the DSUSD After Schools Program Department for reporting purposes. 16. 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 the YMCA is strictly prohibited. This MOU is for activities rendered between July 1, 2014 and June 30, 2015. If modifications are necessary to complete this agreement, they will be added or subtracted by mutual consent of all parties involved. ATTACHMENT C33830 LINCOLN ELEMENTARY SCHOOL AFTER SCHOOL PROGRAM GENERAL REGISTRATION FORM Please Print Student's FULL Name Student ID# School Grade 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 Thursday, August 28, 2014 through Friday,June 11, 2015. Space is limited by available funding. Proqram Reauirements • 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 U Mother/Guardian Address City/Zip Telephone/Cell Phone U Father/Guardian Address City/Zip Telephone/Cell Phone U Other Authorized Persons/Relative/Neighbor who will accept responsibility for student Telephone/Cell Phone U 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? � Yes � 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 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 ParenUGuardian 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.