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HomeMy WebLinkAbout2003-09-22 City Council (6)TO: City of Palo Alto City Manag Report HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: SUBJECT: SEPTEMBER 22, 2003 CMR:433:03 AMENDMENT NO. 2 TO CONTRACT WITH PALO ALTO UNIFIED SCHOOL DISTRICT (PAUSD) IN WHICH THE CITY OF PALO ALTO WILL PROVIDE FISCAL SERVICES FOR THE PAUSD SUMMER ENRICHMENT PROGRAMS AND PROVIDE A COLLABORATIVE AFTER SCHOOL PROGRAM RECOMMENDATION Staff recommends that Council approve and authorize the Mayor to execute the attached contract with Palo Alto Unified School District (PAUSD) authorizing the City of Palo Alto to act as fiscal agent for PAUSD’s summer enrichment program, and working in collaboration with PAUSD, provide an after school camp program and a variety of other classes on PAUSD sites, as well as provide summer enrichment programs and recreation camps on City sites. DISCUSSION Under this contract, PAUSD will provide summer enrichment classes at selected school sites. PAUSD and the City’s Recreation and Human Resource Training Divisions, have agreed to work collaboratively to provide a new summer enrichment program and recreation camp. PAUSD will provide summer enrichment activities and the City will provide recreation programs and field trips. The combination of these t-wo programs will provide a full day of learning and childcare for Palo Alto children. The City will act as a fiscal agent for PAUSD’s summer enrichment classes at selected elementary schools. PAUSD will collect the checks, made payable to the City, and deliver them to the City. The City will deposit the checks into the General Fund, and return 92 percent of revenue collected to PAUSD, while retaining the remaining 8 percent as administrative fees for its fiscal services. The City will collect and handle all fees for the City-run after school programs. The participants enrolling in the new summer enrichment/recreation camp sign-up through the City’s registration process. Revenue will be used to cover all expenses and CMR:433:03 Page 1 of 2 any net income will be distributed evenly between PAUSD and the City’s Recreation and Human Resources Training Divisions. RESOURCE IMPACT The contract will provide increased net revenues to the General Fund of approximately $10,000-$15,000. POLICY IMPLICATIONS The recommendation is that this report is consistent with current City policies. ENVIRONMENTAL REVIEW This contract is not a project as defined by the California Environmental Quality Act (CEQA) and is not subject to CEQA requirements. ATTACHMENTS Attachment A:Contract Amendment PREPARED BY: DEPARTMENT HEAD: DAWN~ALV~-~ Superintendent of Recreation PAUL THILTGEN Director of Community Services CITY MANAGER APPROVAL: Assistant City Manager CMR:433:03 Page 2 of 2 AMENDMENT NO. TWO TO CONTRACT NO. R213737 BETWEEN THE CITY OF PAL0 ALTO AND THE PALO ALTO UNIFIED SCHOOL DISTRICT RELATING TO THE SUPIMER ENRICH~IENT PROGRAM This Amendment No.Two to Contract No. R213737 ("Contract") is entered into .. , by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and the PALO ALTO UNIFIED SCHOOL DISTRICT, a unified school district, located at 25 Churchill Avenue, Palo Alto, CA (~PAUSD"). RECITALS: WHEREAS, a contract was entered into between the parties for provision of a summer enrichment program at various schools within the City of Palo Alto; and WHEREAS, the parties wish to amend the Contract in order to expand the program offerings; and NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: follows: SECTION i.Paragraph 1 is hereby amended to read as "i. PAUSD shall provide summer enrichment classes in accordance with, and subject to all applicable standards and obligations required of a public school district, at the Palo Alto Unified School District Elementary schools and Palo Alto High School. The summer program will be Monday through Friday from June 23-July 18, 2003, excluding the July 4th Holiday." SECTION 2. following paragraph: Paragraph 2 is hereby amended to add the ~2. In addition, PAUSD and CITY’s Human Resources Training Division shall provide a new summer enrichment program titled ~Future Author’s Camp" (described in Exhibit "A") from 8:30-12:30 p.m., July 7th through July 18, 2003. CITY’s Recreation Division shall provide after summer enrichment activities for participants attending the Future Author’s Camp from 12:30-5:00 p.m. The activities will include a variety of recreation programs 030917 cl 0053318 and field trips. The program will be held at the City’s Cubberley Cummunity Center." follows: SECTION 3.Paragraph 3 is hereby amended to read as "3. PAUSD shall provide classroom and outdoor play areas for the camps, at no cost to CITY beyond the administrative fee payable pursuant to paragraph 4. Bus transportation will also be provided to and from Palo Alto School facilities and City facilities to various local field trips as scheduled." follows: SECTION 4.Paragraph 4 is hereby amended to read as "4. PAUSD shall collect the checks made in payment for the summer enrichment classes, excluding the "Future Author’s Camp" at various PAUSD school sites, which will be made payable to the CITY, and deliver them to CITY. CITY will deposit checks into the CITY’s General Fund. CITY shall prepare and provide to PAUSD an accounting of the deposits, and shall return 92% of the tota! amount of fees collected for the PAUSD summer enrichment program to PAUSD, and shall retain the remaining eight percent (8%) as an administrative fee for its fiscal services. All supporting documentation .relating to CITY’s role as fiscal agent for PAUSD will be available for review by PAUSD upon request. .CITY will directly collect and handle all fees for its after school programs. Participants enrolling in the "Future Author’s Camp" will sign-up through CITY’s registration process. CITY will deposit checks into the CITY’s General Fund. CITY shall prepare and provide to PAUSD an accounting of all revenues and expenses. Revenue wil! be used to cover all expenses and any net income will be distributed evenly between the PAUSD, CITY’s Recreation Division and CITY’s Human Resources Training Division." SECTION 5. Except as herein modified, all other provisions of the Contract, including any exhibits and any subsequent amendments, if any, thereto, shall remain in full force and effect. // // // 030917 cl 0053318 2 IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. CITY OF PALO ALTO PALO ALTO UNIFIED SCHOOL DISTRICT Mayor ATTEST: Superintendent APPROVED AS TO FORM: City Clerk APPROVED AS TO FORM: District Legal Counsel Senior Asst. City Attorney APPROVED: Assistant City Manager Director of Community Services Director of Administrative Services Insurance Review 030917 cl 0053318 3 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § i189) STATE OF COUIX~TY OF ) ) ) On ,, 2003 before me, the undersigned, a notary public in and for said County, personally appeared personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to .~e that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Signature of Notary Public 030917 cl 0053318 4 Future Authors Camp Enhance your child’s passion for writing and encourage their aspirations for authorship! In our new, all-day Future Authors Camp, young writers entering the 6th, 7th, and 8th gades have the opportunity to hone their writing skills with exceptional teachers who will build campers’ confidence while sharing writing techniques that inspire creative thinking. This two-week camp created specifically for kids who love writing offers the best of two worlds. In the mornings, campers will participate in stimulating writing workshops lead by outstanding teachers that will make the writing experience fun and rewarding. In the afternoons, camp counselors will lead campers on various fun-filled field trips and outdoor activities that are designed to enhance the creative writing experience. Materials, transportation to activities, and a midmorning snack are provided. Campers should bring a sack lunch. Hurry! Due to small ~oup size, space is limited! Cost: Location: Dates: Times: Enrollment: $650 Cubberley Community Center 7/7/03 - 7/t8/03 Mon to Fri 8:30 a.m. - 5:00 p.m. 25Mird40Max Exhibit "A" Future Authors Camp Summer 2003 Cost Estimates Item ITeacher(s) Aide(s) Camp Counselors Materials Curriculum Development Transportation Food/Snacks Miscellaneous Estimated Cost $45 per hour $15 per hour $12 p~r hour $25 per camper $400 $5OO $25 per camper $10 per camper Cost for 25 Campers Cost for 40 Campers (2) $3600 (2) $1200 (4) $2160 $1,000 .... $400 $5OO $i,ooo $4O0 (1) $1800 (1) $600 (3)$1620 $625 $400 $500 $625 $250 $6,420 $256.80 [Total $10,260 Cost per Child $256.50 Note: 1.) The camp runs from 8:30 a.m. - 5:00 p.m. 1.) Teachers and aides work 4 hours/day (8:30 a.m. - 12:30 p.m.). 2.) Camp counselors work 4.5 hours/day (12:30 p.m. - 5:00 p.m.). 3.) The price of the camp is $650!camper. 4.) Campers who register under Fee Reduction will only pay 25% of camp fee$162.50). AM~ENDPIENT NO. TWO TO CONTRACT NO. R213737 BETWEEN THE CITY OF P~.LO ALTO AND THE PAL0 ALTO UNIFIED SCHOOL DISTRICT RELATING TO THE S~R E~{RIC~NT PROGRAM This Amendment No.Two to Contract No. R213737 ("Contract") is entered into .. , by and between the CiTY OF PAL0 ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and the PAL0 ALTO UNIFIED SCHOOL DISTRICT, a unified school district, located at 25 Churchill Avenue, Pa!o Alto, CA ("PAUSD") . RECITALS: WHEREAS, a contract was entered into between the parties for provision of a summer enrichment program at various schools within the City of Palo Alto; and WHEREAS, the parties wish to amend the Contract in order to expand the program offerings; and NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: follows: SECTION I.Paragraph i is hereby amended to read as "!. PAUSD shall provide summer enrichment classes in accordance with, and subject to all applicable standards and obligations required of a public school district, at the Palo Alto Unified School District Elementary schools and Palo Alto High School. The summer program will be Monday through Friday from June 23-July 18, 2003, excluding the July 4~h Holiday." SECTION 2. following paragraph: Paragraph 2 is hereby amended to add the ~2. In addition, PAUSD and CITY’s Human Resources Training Division shall provide a new summer enrichment program titled "Future Author’s Camp" (described in Exhibit "A") from 8:30-12:30 p.m., July 7th through July 18, 2003. CITY’s Recreation Division shall provide after summer enrichment activities for participants attending the Future Author’s Camp from 12:30-5:00 p.m. The activities will include a variety of recreation programs 030917 c10053318 and field trips. The program wili be held at the City’s Cubberley Cur~munity Center." follows: SECTION 3.Paragraph 3 is hereby amended to read as ~3. PAUSD shall provide classroom and outdoor play areas for the camps, at no cost to CITY beyond the administrative fee payable pursuant to paragraph 4. Bus transportation will also be provided to and from Palo Alto School facilities and City facilities to various loca! field trips as scheduled." follows: SECTION 4.Paragraph 4 is hereby amended to read as ~4. PAUSD shall collect the checks made in payment for the summer enrichment classes, excluding the "Future Author’s Camp" at various PAUSD school sites, which will be made payable to the CITY, and deliver them to CITY. CITY will deposit checks into the CITY’s General Fund. CITY shall prepare and provide to PAUSD an accounting of the deposits, and shall return 92% of the total amount of fees collected for the PAUSD summer enrichment program to PAUSD, and shall retain the remaining eight percent (8%) as an administrative fee for its fiscal services. All supporting documentation relating to CITY’s role as fiscal agent for PAUSD will be available for review by PAUSD upon request. CITY wil! directly collect and handle all fees for its after school programs. Participants enrolling in the ~Future Author’s Camp" will sign-up through CITY’s registration process. CITY will deposit checks into the CITY’s General Fund. CITY shall prepare and provide to PAUSD an accounting of all revenues and expenses. Revenue will be used to cover all expenses and any net income will be distributed evenly between the PAUSD, CITY’s Recreation Division and CITY’s Human Resources Training Division." SECTION 5. Except as herein modified, all other provisions of the Contract, including any exhibits and any subsequent amendments, if any, thereto, shall remain in full force and effect. // // // 030917 c10953318 IN WITNESS ~T~EREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. CITY OF PALO ALTO PALO ALTO UNIFIED SCHOOL DISTRICT Mayor ATTEST: Superintendent APPROVED AS TO FORM: City Clerk APPROVED AS TO FORM: District Legal Counsel Senior Asst. City Attorney APPROVED: Assistant City Manager Director of Community Services Director of Administrative Services Insurance Review 030917 cl 0053318 CERTIFICATE OF ACKNOWLEDGY~NT (Civil Code § 1189) STATE OF COUNTY OF ) ) ) On , 2003 before me, the undersigned, a notary public in and for said County, personally appeared personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Signature of Notary Public 030917 cl 0053318 Future Authors Camp Enhance your child’s passion for ~ting and encourage their aspirations for authorship! In our new, all-day Future Authors Cmnp, young ,a~ters entering the 6th, 7th, and 8th ~ades have the oppommity to hone their writing s "kills with exceptional teachers who will build campers’ confidence while sharing ~q-iting teclmiques that inspire creative thinldng. This two-week camp created specifically for Mds who love wmiting offers the best of two worlds. In the mon~ngs, campers will participate in stimulating vmiting workshops lead by outstanding teachers that will make the writing experience fun mad rewarding. In the afternoons, camp counselors will lead campers on various fun-filled field trips and outdoor activities that are desi~ed to enhance the creative writing experience. Materials, transportation to activities, and a midmoming snack are provided. Campers should bring a sack lunch. Hurry! Due to small goup size, spac_e is limited! Cost: Location: Dates: Times: E~rollment: $650 Cubberley Cormnunity Center 7/7/03 - 7/18/03 Mon to Fri 8:30 a.m. - 5:00 p.m. 25Min/40Max Exhibit "A" Future Authors Camp Summer 2003 Cost Estimates Item T,gaeher(s) Aide(s) ,Camp Counselors Materials Curriculum Development Transportation Food/Snacks Miscellaneous Estimated Cost Cost for 25 Campers $45 per hour (1) $1800 $15 per hour (!) $600! $12 per hour (3.) $1620 $25 per camper ....... $62.~ $400 $4OO $5O0 $500 $25 per canper $625 $10 per camper $250 Total $6,420 $10,260 Cost per Child $256.80 $256.50 Cost for 40 Campers (2) $3600 (2) $1200 (4) $2160 $1:000 $4OO $50O $1,000 $400 Note: 1.) The camp runs from 8:30 a.m. - 5:00 p.m. 1.) Teachers and aides work 4 hours/day (8:30 a.m. - 12:30 p.m.). 2.) Camp counselors work 4.5 hours/day (12:30 p.m. - 5:00 p.m.). 3.) The price of the camp is $650/camper. 4.) Campers who register under Fee Reduction will only pay 25% of camp fee ($!62.50).