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MOTION AUTHORIZING A CONTRACT TO PROVIDE AFTER SCHOOL PROGRAM SERVICES TO LODI UNIFIED SCHOOL DISTRICT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a motion authorizing the City Manager to execute a Services Agreement (Attachment A) with the Lodi Unified School District (LUSD) for an Afterschool Safety and Enrichment Program during the 2015-2016 fiscal year for an amount, reimbursable to the City, not to exceed $462,476.34. It is further recommended that the motion authorize the City Manager to take appropriate actions to carry out the purpose and intent of the motion.
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Summary
Lodi Unified School District (LUSD) applied for and received an After School Education and Safety (ASES) grant to offer services to students in their district, which extends into Stockton city limits. These services are funded as part of a statewide initiative by the California Department of Education to offer a free, safe, and constructive after school environment for K-9 students. The City has provided services to LUSD for over a decade. The District will pay the City an amount not to exceed $462,476.34 during the 2015-2016 fiscal year to staff and administer after school programs at 13 elementary and middle school sites. The City will provide administration and staffing of the afterschool program as a contract service provider to the school district. Services are reimbursed based on actual costs incurred at each site. LUSD will reimburse the City for actual costs up to the contract limit as defined in the Contract Proposal (Attachment B).
DISCUSSION
Background
Funding for the After School Education and Safety (ASES) Program was established in California in 2002 by Proposition 49. The ASES Program was developed to keep children safe after school by providing academic enrichment, homework assistance and recreational programs. The City of Stockton originally contracted directly with the State of California to provide services at school sites. The City became an independent contractor working with school districts in 2004, as they became the primary grant recipients. At that time, two local school districts (Stockton Unified School District and Lodi Unified School District) began a contractual relationship with the City to provide services based on the City's expertise with after school recreation and enrichment programs.
Present Situation
The City of Stockton is currently contracted to provide after school services for Lodi Unified School District within the city limits of Stockton. In 2015-2016, the City will conduct activities at 13 LUSD sites: three middle school sites (Morada, Delta Sierra, and McAuliffe) and 10 Elementary sites (Ansel Adams, Clairmont, Creekside, Davis, Mosher, Oakwood, Parklane, Sutherland, Wagner Holt, Westwood). The contract capacity is approximately 1,300 children per day for the program, an average of 100 at each site. Each student is eligible to receive services for at least three hours every school day for ten months out of the year. The City and District work together to support the district goals and meet the state requirements for these services.
LUSD provides the program facilities and any related facility costs, manages the student registration process, completes all grant application and monitoring activities and is responsible for contract compliance reporting to the grantor.
The program provides employment to approximately 50 part-time/seasonal personnel. Part-time City staff performs the day to day program tasks at school sites. Full-time City staff performs contract oversight supervision, and training on site. The LUSD contract does not reimburse the City for total costs associated with hiring and oversight of staff, supervisor mileage, administrative support of part time staff, or technology support. These in-kind costs contribute to the LUSD match requirement, thereby allowing the District to qualify for the grant and hold the program. These unreimbursed costs to the City are estimated to be $48,100. The City's unreimbursed program costs were similar in prior years.
The reimbursable costs are based on the per-hour compensation for each classification of employee. Reimbursement rates vary by staff level and include taxes and benefits of all direct program staff. The agreement also provides $15 per child for supplies, fingerprinting, mileage reimbursement, and other direct program costs.
There is considerable benefit to Stockton youth in the support of after school activities through this partnership between the Community Services Department and LUSD. The program is provided free of charge to all families, provides academic support, and fulfills a valuable recreation role in the lives of Stockton youth. Recreation staff believes the intrinsic value of this program to the community outweighs the related administrative and managerial costs. The contract term mirrors the school year and runs from July 27, 2015 through June 6, 2016.
FINANCIAL SUMMARY
Lodi Unified School District will reimburse the City based on the attached proposal for direct staffing and materials, not to exceed $462,476.34, to conduct after school programs at the thirteen (13) LUSD facilities, (Attachment B). Non-reimbursable costs for oversight, management, and administration, are estimated at $48,100 for the contract period.
Contract revenue and program expenditures will be accounted for in the Recreation Fund, 044-3636, After School Program Division. Revenue and expenditure appropriations for this program, sufficient for the stated contract amount, are included in the City of Stockton FY 2015-16 Proposed Annual Budget. No further appropriation is required.
Attachment A - Lodi Unified School District (LUSD) Services Agreement
Attachment B - Contract Proposal