HomeMy WebLinkAboutStaff Report 2847 City of Palo Alto (ID # 2847)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/4/2012
June 04, 2012 Page 1 of 3
(ID # 2847)
Summary Title: PAUSD Summer Enrichment Program
Title: Approval of Amendment No. One to Agreement With the Palo Alto Unified
School District for the provision of Fiscal Services by City to School District for
the PAUSD 2012 Summer Enrichment Program and Provide Collaborative After-
School Summer Programs
From: City Manager
Lead Department: Community Services
RECOMMENDATION
Staff recommends that the Council approve, and authorize the City Manager or
designee to execute, the attached Amendment No. One to Agreement with the
Palo Alto Unified School District (PAUSD) that would extend the term of the
current agreement for four months and authorize the City of Palo Alto to continue
to act as fiscal agent for PAUSD 2012 summer enrichment programs and
collaboratively provide after-school summer programs on PAUSD sites.
BACKGROUND
In 2001, the City and PAUSD agreed to collaborate in order to facilitate summer
enrichment programs for PAUSD students. The summer enrichment programs
blend core curriculum in such subjects as writing, arts and language with
enrichment activities for a fun and engaging learning experience during the
summer.
Since 2001 the City and PAUSD have regularly renewed this agreement for an
additional 3-year terms. In this instance, staff is requesting to only extend the
term of the current agreement to October 31, 2012 in order to complete the
summer services planned for 2012. City and PAUSD staff would like to review the
agreement over the next several months to fully evaluate the City and PAUSD’s
shared role in providing camps and enrichment programs, as well as the payment
processing procedures, to ensure the agreement remains in the interests of both
parties for 2013 and beyond.
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DISCUSSION
Among the components of the agreement that City and PAUSD staff intend to
evaluate include:
the definition of “enrichment;” a term staff believe needs greater clarity;
the definition of “credit recovery” classes (make-up classes) for high school
students and specifically exempt these programs from the agreement;
staff time associated with providing fiscal agent services; and,
exploring how we might enhance jointly coordinated summer enrichment
programs to best meet evolving community needs.
The terms and conditions under this contract amendment remain the same. The
current agreement has the City acting as a fiscal agent for PAUSD’s summer
enrichment classes and jointly produced summer camps at selected school sites.
PAUSD collects the checks and credit card forms which are made payable to the
City by the customer and delivers them to the City. The City deposits the checks
and credit card charges into the General Fund, and returns 92 percent of the
revenue collected to PAUSD, while retaining the remaining 8 percent as
administrative fees for its fiscal services. In 2012 the City anticipates processing
$650,000 for PAUSD’s summer enrichment classes for approximately 1,400
participants. PAUSD staff has told City staff the need for fiscal services for the
summer enrichment program is due to PAUSD administrative needs stemming in
part from their administrative offices being closed during the summer period. The
City’s Community Services Department administrative offices are not only open
during the summer but staff are working closely with many Palo Alto families
throughout spring and summer, helping them organize their summer schedules
for their children, which often includes PAUSD summer enrichment classes along
with swim lessons, recreation, science, theatre and arts camps.
In addition to the City acting as the fiscal agent for PAUSD’s summer enrichment
classes, PAUSD and the City’s Recreation Division will again work collaboratively
to provide summer enrichment camps during the Summer School period. One of
the 2012 summer enrichment camps is titled Camp JIVE. This Middle School camp
takes place during PAUSD Summer School. City staff works closely with PAUSD
Summer School staff on the school campus to provide a variety of activities after
Summer School ends. Camp JIVE provides a safe and fun place for students to go
for the afternoons during Summer School. Participants will meet new friends,
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swim at Rinconada Pool twice a week, have special events, play sports and create
art projects.
This year the City and PAUSD will also offer a new two-week camp called Art
Explosion that will challenge students to explore and create art. Using a variety of
different mediums, students will learn new art techniques or continue to
strengthen their artistic talents. Art Explosion is a full day camp. In the morning
and early afternoon students will be in a classroom with a PAUSD teacher and in
the afternoon will participate in recreation activities and field trips with the City
Recreation staff. Both the teacher and Recreation staff work closely to ensure
continuity between morning and afternoon programs. In the past the City has
offered a Future Authors camp and Coastal Adventures camp similar to the Art
Explosion full day camp in collaboration with PAUSD.
RESOURCE IMPACT
The contract amendment will generate sufficient revenues to offset the full
expense of providing this service; a budget amendment is not required.
POLICY IMPLICATIONS
The recommendation in 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 - Agreement with PAUSD for Summer Enrichment Program (DOC)
Prepared By: Robert De Geus, Manager
Department Head: Greg Betts, Director, Community Services
City Manager Approval: ____________________________________
James Keene, City Manager
{SR117584.DOC}
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AMENDMENT NUMBER ONE TO AGREEMENT
BETWEEN THE CITY OF PALO ALTO AND
THE PALO ALTO UNIFIED SCHOOL DISTRICT
This Amendment Number One to Agreement (the “Amendment Number One”) is
entered into as of ________________, 2012 (the “Effective Date”) by and between the CITY OF
PALO ALTO, a California chartered municipal corporation (the “City”), and the PALO ALTO
UNIFIED SCHOOL DISTRICT, a California unified school district, located at 25 Churchill Avenue,
Palo Alto, CA 94306 (the “District”) (individually, a “Party,” and, collectively, the “Parties”).
RECITALS
A. Since 2001, the Parties have collaborated to provide a summer enrichment
program consisting of enrichment classes and recreation camps at various District school sites. The
summer enrichment classes are offered to elementary, middle and high school students in the
mornings, and interested students may transition in the afternoons to the City‟s recreation program
„camps‟ offered to individuals residing in Silicon Valley. Both the District and the City offer
separately managed day-long classes or camps, as appropriate, but the Parties collaborate on offering
a day-long recreation camp. The Parties‟ programs are separately and jointly conducted and operated
in accordance with applicable laws.
B. Under the current agreement, entered into in 2009 and set to expire in mid-
June 2012 (the “2009 Agreement”), the City provides “fiscal agent” services to the District in so far
as the City will perform basic bookkeeping functions relating to the reconciliation, processing and
depositing of check and credit card payments made in connection with the District‟s instructional
classes. The City will make payments to the District after performing timely and full accountings of
funds received in regard to the District‟s summer enrichment classes.
C. The Parties wish to extend the term of the current agreement to cover the 2012
summer enrichment program.
AGREEMENT
NOW, THEREFORE, in consideration of the preceding recitals and the covenants,
terms, conditions, and provisions of this Amendment Number One, the Parties agree:
SECTION 1. Section 2 of the 2009 Agreement is hereby amended in its entirety to
read, as follows:
“This Agreement shall have a term, commencing on June 15, 2009 and expiring on October
31, 2012, unless the term is terminated upon the earlier occurrence of (a) the date on which the
Parties enter into a new agreement regarding the City‟s provision of “fiscal agent” services to the
District, or (b) notice of termination provided by a Party in accordance with Section 9 of the
Agreement.”
{SR117584.DOC}
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SECTION 2. Section 4 of the 2009 Agreement is hereby amended in its entirety to
read, as follows:
“In addition, the City will periodically offer new camps and recreation programs, as
appropriate. The Parties agree, in writing, to the camps the City will provide and the dates on
which the camps will be held prior to offering camps to the public. The District shall be solely
responsible for designing the curricula of the District‟s summer enrichment classes, which shall
be scheduled to commence no earlier than 8:00 a.m. and to end no later than 12:30 p.m., Monday
through Friday. The City‟s Recreation and Cubberley Division shall design and provide the
activities for participants attending the City‟s summer enrichment camps, which shall be offered
from 12:30 p.m. to 5:30 p.m., Monday through Friday. The commencing and ending times for
particular District enrichment classes and for particular City summer enrichment camps may be
extended by agreement of the Parties to allow for all-day classes or camps. The Parties‟
individual and joint summer enrichment camps will include a variety of recreation programs and
field trips, which will be held at various District sites within Palo Alto as agreed to by the
Parties.”
SECTION 3. A new Subsection 5.1 shall be added to the 2009 Agreement,
immediately following Section 5, to read, as follows:
“5.1 The District shall provide teacher(s) necessary for the City‟s summer
enrichment camps, for a flat fee of Five Thousand Dollars ($5,000.00) per teacher, per contract
year, payable to the District by the City, and such fee shall be deducted from the administrative
fee payable to the City, as referred to in Section 6; provided, however, the City‟s obligation to
pay any such fee will extend only to any teacher(s) hired for the 2012 summer enrichment
program, commencing or or after June __ and ending on or before August 31, 2012.”
SECTION 4. Except as modified by this Amendment Number One, all other
provisions of the 2009 Agreement, including any exhibits and subsequent amendments thereto, shall
remain in full force and effect.
[Signatures on next page.]
{SR117584.DOC}
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IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment Number One on the date first above written.
CITY OF PALO ALTO
_____________________________
City Manager
APPROVED AS TO FORM:
_____________________________
Senior Assistant City Attorney
APPROVED
_____________________________
Director of Administrative Services
_____________________________
Director of Community Services
PALO ALTO UNIFIED SCHOOL
DISTRICT.
By:___________________________
Name:_________________________
Title:__________________________
APPROVED AS TO FORM:
______________________________
Counsel for District