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HomeMy WebLinkAbout2008/06/17 Item 9 t~ .-. , CITY COUNCIL AGENDA STATEMENT ~!~ CllYOF ~ (HULA VISTA ITEM TITLE: SUBMITTED BY: REVIEWED BY: JUNE 17, 2008, Item ~ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING THE FISCAL YEAR 2008/2009 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CHULA VISTA AND THE CHULA VISTA ELEMENTARY SCHOOL DISTRICT REGARDING JOINT OPERATION OF THE DYNAMIC AFTER SCHOOL HOURS (DASH) AFTER SCHOOL PROGRAM, AND THE SAFE TIME FOR RECREATION, ENRICHMENT, AND TUTORING FOR CHILDREN (STRETCH) EXTENDED SCHOOL DA Y EDUCATIONAL PROGRAM; AND AUTHORIZING THE MA YOR TO EXECUTE THE MOU LIBRARY DlRECTO~-4:b CITY MANAGER ASSISTANT CIT 4/5THS VOTE: YES D NO ~ SUMMARY The current Memorandum of Understanding (MOU) between the City and the Chula Vista Elementary School District (CVESD), in effect until June 30, 2008, authorizes the operation of two after school programs at elementary school sites. The STRETCH (Safe Time for Recreation, Enrichment, and Tutoring for Children) program, with its emphasis on literacy and arts enrichment, is currently offered at seven district schools. The existing MOU also authorizes the operation of a structured sports and recreation program called DASH (Dynamic After School Hours), at 26 district schools. The intent of this report is to present an updated MOU between the City and the CVESD for Fiscal Year 2008/09 (Attachment "A"). The CVESD Board is expected to vote approval of the Fiscal Year 2008/09 MOU at their June 24, 2008 meeting. 9-1 ENVIRONMENT AL REVIEW The Environmental Review Coordinator has reviewed the proposed actIvity for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity in question may have a significant effect on the environment; therefore, pursuant to Section 15061(b)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary. RECOMMENDA nON That Council approve the MOU between the City of Chula Vista and the CVESD. BOARDS/COMMISSION RECOMMENDA nON At their meeting of May 21, 2008, the Library Board of Trustees unanimously voted to recommend that the MOD between the City of Chula Vista and CVESD regarding joint operation of the DASH after school recreational program, and the STRETCH extended school day educational program be approved (Attachment "BOO). DISCUSSION Conducted by the Educational Services Division of the Chula Vista Public Library since 1999, the STRETCH and DASH programs continue to be a success. They are popular not only with parents and school-age children, but with the City's partner, CVESD. The programs served over 2,500 children last year and the satisfaction rate from parents and stafffor 2006-07 was 96%. The City and the District are now ready to enter into a new MOD for Fiscal Year 2008/09. The new MOD authorizes: · Continuation of the DASH program at 26 elementary school sites. These sites include: Allen, Arroyo Vista, Casillas, Chula Vista Hills, Clear View, Cook, Discovery, EastLake, Halecrest, Hedenkamp, Heritage, Hm!9p, Kellogg, Liberty, Thurgood Marshall, McMillin, Olympic View, Palomar, Parkview, Rogers, Rosebank, Salt Creek, Tiffany, Valle Lindo, Veterans, and Wolf Canyon. o Continuation of the STRETCH program at seven elementary school sites, including Harborside, Lauderbach, Lorna Verde, Montgomery, Mueller, Otay, and Rice Elementary Schools. As in previous MODs, the City will recruit, hire, train and supervise staff to conduct both STRETCH and DASH programs. The District will actively promote communication, cooperation and coordination among and between school personnel and city personnel. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet of the boundaries of the properties which are the subject of this action. 9-2 FISCAL IMP ACT The Fiscal Year 2008/2009 budget for STRETCH and DASH is $2,170, I 02. The City will provide $465,109 (plus in-kind expenses); the Elementary School District will provide $605,687 and the State will provide (via the District) $1,099,306. These funds are appropriated as part of the Fiscal Year 2008/09 budget. ATTACHMENTS A: Memorandum of Understanding B: May 21, 2008 Draft Minutes of the Library Board of Trustees 9-3 RESOLUTION NO. 2008- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING THE FISCAL YEAR 2008/2009 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CHULA VISTA AND THE CHULA VISTA ELEMENTARY SCHOOL DISTRICT REGARDING JOINT OPERATION OF THE DYNAMIC AFTER SCHOOL HOURS (DASH) AFTER SCHOOL PROGRAM, AND THE SAFE TIME FOR RECREATION, ENRICHMENT, AND TUTORING FOR CHILDREN (STRETCH) EXTENDED SCHOOL DAY EDUCATIONAL PROGRAM; AND AUTHORIZING THE MAYOR TO EXECUTE THE MOU WHEREAS, the current Memorandum of Understanding (MOU) between the City ofChula Vista and the Chula Vista Elementary School District (District), in effect until June 30, 2008, authorizes the operation of two after school programs at elementary school sites; and WHEREAS, the STRETCH (Safe Time for Recreation, Enrichment, and Tutoring for Children) Program, with its emphasis on literacy and arts enrichment, is currently offered at seven district schools; and WHEREAS, the existing MOU also authorizes the operation of a structured sports and recreation program called DASH (Dynamic After School Hours), at 26 district schools; and WHEREAS, the intent ofthis report is to present an updated MOU between the City and the District for Fiscal Year 2008/2009, which is on file in the Office of the City Clerk; and WHEREAS, the Chula Vista Elementary School District Board is expected to vote approval ofthe Fiscal Year 2008/2009 MOU at their June 10, 2008, meeting, and WHEREAS, the City and the District are now ready to enter into a new Memorandum of Understanding for Fiscal Year 2008/2009; and WHEREAS, the new MOU authorizes: . Continuation of the DASH program at 26 elementary school sites. These sites include: Allen, Arroyo Vista, Casillas, Chula Vista Hills, Clear View, Cook, Discovery, EastLake, Halecrest, Hedenkamp, Heritage, Hilltop, Kellogg, Liberty, Thurgood Marshall, McMillin, Olympic View, Palomar, Parkview, Rogers, Rosebank, Salt Creek, Tiffany, Valle Lindo, Veterans, and Wolf Canyon. . Continuation of the STRETCH program at seven elementary school sites, including Harborside, Lauderbach, Lorna Verde, Montgomery, Mueller, Otay, and Rice Elementary Schools. J:\AtlomcylRESO\MOU\STRETCH Jml DASH MOU_06-17-0S.doc 9-4 Resolution No. 2008- Page 2 and; WHEREAS, as in previous MOUs, the City will recruit, hire, train and supervise staff to conduct both STRETCH and DASH programs; and WHEREAS, the District will actively promote communication, cooperation and coordination among and between school personnel and city personnel. WHEREAS, the Fiscal Year 2008/2009 budget for STRETCH and DASH is $2, 170, 1 02; and WHEREAS, the City will provide $465,109 (plus in-kind expenses), the District will provide $605,687, and the State will provide (via the District) $1,099,306, WHEREAS, these funds are appropriated as part of the Fiscal Year 2008/2009 budget. WHEREAS, an updated MOU between the City and the Chula Vista Elementary School District for Fiscal Year 2008/2009 is presented for approval. NOW, THEREFORE, BE IT RESOL VED the City Council of the City ofChula Vista does hereby approve the Fiscal Year 2008/2009 Memorandum of Understanding between the City of Chula Vista and the Chula Vista Elementary School District regarding joint operation of the Dynamic After School Hours (DASH) after school program, and the Safe Time for Recreation, Enrichment, and Tutoring for Children (STRETCH) extended school day educational program. BE IT FURTHER RESOLVED that the Mayor is hereby authorized to execute said Memorandum of Understanding. Presented by Approved as to form by ~~~~~ Bart C. Miesfeld Interim City Attorney Leah Browder Director of Library J:\Allumel~RESOI,,"\OlJ\STRETCH and DASH tvIOU_06-17-0S.rloc 9-5 THE A TT ACHED AGREEMENT HAS BEEN REVIEWED AND APPROVED AS TO FORM BY THE CITY ATTORNEY'S OFFICE AND WILL BE FORMALL Y SIGNED UPON APPROVAL BY THE CITY COUNCIL ~~~~~\\ Bart C. Miesfeld Interim City Attorney Dated: -bWll.'" \\:) .'] ()()-r; JU Memorandum of Understanding between The City ofChula Vista and Chula Vista Elementary School District to operate DASH and STRETCH programs 9-6 Attachment A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CHULA VISTA A.i'ID CHULA VISTA ELEMENTARY SCHOOL DISTRICT This MOU is entered into by the City of Chula Vista and the Chula Vista Elementary School District. This is an agreement to operate an after school recreational program ("DASH" - Dynamic After School Hours), and an extended school day educational program (STRETCH - Safe Time for Recreation, Emichment and Tutoring for Children) in Chula Vista Elementary School District schools in Fiscal Year 2008-2009. The parties agree that the Chula Vista Elementary School District shall: 1. Facilitate communication of the DASH and STRETCH Programs' missions, goals and objectives to all participating school sites, in particular to principals, PT As and School Site Councils. 2. Actively promote cooperation and coordination among and between school sites and all personnel involved in DASH and STRETCH activities. 3. Participate in the development and actualization of a plan to evaluate the DASH and STRETCH programs. 4. Provide a staffliaison with the City as a key contact. 5. Coordinate the daily delivery of snacks for participating children through Child Nutrition Services. 6. Provide the CityofChula Vista $1,704,993 in Fiscal Year 2008-2009 towards the cost of operating the DASH and STRETCH Programs, payable within 30 days of receipt of four quarterly City of Chula Vista invoices of $426,248.25 each, on 9/2/08, 12/1/08, 3/2/09, and 6/1/09. The parties agree that the City of Chula Vista shall: 1. Provide a Library Department Manager to oversee the DASH and STRETCH Programs' activities, in cooperation with District staff. 2. Facilitate communication of the DASH and STRETCH Programs' missions, goals and objectives to all participating staff. 3. Actively promote cooperation and coordination among and between school sites and all personnel involved in DASH and STRETCH activities. 4. Participate in the development and actualization of a plan to evaluate the DASH and STRETCH programs. 5. Operate the DASH Program at the following 26 District Schools: Allen, Arroyo Vista, Casillas, Chula Vista Hills, Clear View, Cook (DASH Plus), Discovery Charter, EastLake, Halecrest, Hedenkamp, Heritage, Hilltop (DASH Plus), Kellogg, Liberty, Thurgood Marshall, McMillin, Olympic View, Palomar (DASH Plus), Parkview, Rogers, 9-7 Rosebank, Salt Creek, Tiffany, Valle Lindo (DASH Plus), Veterans, and Wolf Canyon Elementary Schools. Note: DASH Plus sites offer extended hours and curriculum. 6. Recruit, hire, and train 60 part-time DASH Leaders (plus "floaters" as needed), under the supervision of 3 full-time Educational Services Supervisors. 7. Operate the STRETCH Program at the following 7 District Schools: Harborside (100 students), Lauderbach (100 students), Lorna Verde (80 students), Montgomery (100 students), Mueller (100 students), Otay (80 students), and Rice (60 students) Elementary Schools. 8. Recruit, hire, and train 7 part-time, benefited STRETCH School Site Coordinators, and 31 part-time Youth Leaders, (plus "floaters" as needed), under the supervision of a full time STRETCH Supervisor. 9. Provide individual participating schools with detailed terms of agreement regarding specific program hours, staffing, programming, shared use of facilities, etc. 10. Contribute the following: $465,109 in STRETCHlDASH budgeted general funds; City wide overhead (human resources, payroll, [mance, MIS, purchasing, and other City Departments) - in kind. 11. Act as fiscal agent for the combined District and City funds, the duties of which include but are not limited to budgeting, appropriating, expending, tracking, and reporting funds. The parties agree that a joint decision-making panel shall continue to govern the DASH and STRETCH Programs. The panel is comprised of the following District and City employees: Chula Vista Elementary School District: Assistant Superintendent for Business Services Executive Director for Student, Family and Comrmmity Services City of Chula Vista Chula Vista Public Library Director Library Department Manager The parties further agree to the following: Defense and Indemnity 1. Claims Arising From Sole Acts or Omissions of the District. The Chula Vista Elementary School District (District), hereby agrees to defend and indemnify the City of Chula Vista (Chula Vista), and its agents, officers and employees, from any claim, action or proceeding against Chula Vista, arising solely out of the acts or omissions of the District in the performance of this Agreement. At its sole discretion, Chula Vista may participate at its own expense in the defense of any claim, action or proceeding, but such participation shall not relieve the District of any obligation imposed by this Agreement. 9-8 2. Claims Arising From Sole Acts or Omissions of City of Chula Vista. Chula Vista hereby agrees to defend and indenmifY the District, and its respective agents, officers and employees, from any claim, action or proceeding against the District, arising solely out of the acts or omissions of Chula Vista in the performance of this Agreement. At its sole discretion, the District may participate at its own expense in the defense of any claim, action or proceeding, but such participation shall not relieve Chula Vista of any obligation imposed by this Agreement. The District shall promptly notify Chula Vista of any claim, action or proceeding and cooperate fully in the defense. 3. Claims Arising From Concurrent Acts or Omissions. Chula Vista hereby agrees to defend itself and the District hereby agrees to defend itself, from any claim, action or proceeding arising out of the concurrent acts or omissions of Chula Vista and the District. In such cases, Chula Vista and the District agree to retain their own legal counsel, bear their own defense costs, and waive their right to seek reimbursement of such costs, except as provided in subsection 4.14.5 below. 4. Joint Defense. Notwithstanding subsection 4.14.3 above, in cases where Chula Vista and the District agree in writing to a joint defense, Chula Vista and the District may appoint joint defense counsel to defend the claim, action or proceeding arising out of the concurrent acts or omissions of Chula Vista and the District. Joint defense counsel shall be selected by mutual agreement of the parties. The parties further agree that no party may bind the other party to a settlement agreement without the written consent of the other party. 5. Reimbursements and/or Reallocation. Where a final judgment of a court award allocates or determines the comparative fault of the parties, Chula Vista and the District may seek reimbursement and/or reallocation of defense costs, settlement payments, judgments and awards, consistent with such comparative fault. CHULA VISTA ELEMENTARY SCHOOL DISTRICT CITY OF CHULA VISTA By: By: Date: Date: 9-9 n'~~'~ ~~~~ PUBLIC LIBRARY CHULA VISTA DRAFT MINUTES LIBRARY BOARD OF TRUSTEES Attachment B ~\~ ~.-;: ~= - :- (lIT OF CHULA VISTA MAY 21, 2008 4:00PM CIVIC CENTER LIBRARY CONFERENCE ROOM BOARD MEMBERS PRESENT: CHAIR VALERIO, TRUSTEES 0 LINDER, S LiNDER, & STILLMAN BOARD MEMBERS ABSENT: TRUSTEE MARTINEZ CITY STAFF PRESENT: LIBRARY DIRECTOR LEAH BROWDER, ASSISTANT LIBRARY DIRECTOR ROD REINHART, SECRETARY ANNA GIULIANO, SR. MANAGEMENT ANALYST MARIYAANTON OTHERS PRESENT: JOAN ROSEMAN, FRIENDS OF THE LIBRARY I. CALL TO ORDER I ROLL CALL Board Chair Valerio called the meeting to order at 4:02pm II. ApPROVAL OF MINUTES Motion was made (D Linder I S Linder) to accept the Minutes of the April 16, 2008 Regular meeting. Motion was unanimously carried. III. CONTINUED MATTERS A. FY 2007-2008 - Discussion regarding the current budget took place; the Library continues to work with Finance for a trouble-free turnover to the new budget year. B. FY 2008-2009 - Retirement of Assistant Library Director Roderick Reinhart was announced: his last day is scheduled to be August 4, 2008. Trustees were advised that they would attempt to fill the assistant director's position as well as that of an Associate who would also be retiring: however, it may not be done until the end of the calendar year due to the hiring freeze. Discussion regarding Fiscal Year 2008-2009 took place and it was mentioned the City Manager was happy expanded hours would be returned to the Civic Center Branch; new hours to take affect on August 1, 2008. Director Browder advised she had attended a meeting of the Veteran's Advisory Commission regarding a "Veteran's Wing" at the Civic Center Branch and the suggestion was met with enthusiasm. Members of the VAC advised Ms. Browder to also contact the Veterans of Foreign Wars, the American Legion and the Veteran's Affairs Committee asking for support. Remodeling of the Civic Center Branch was discussed. Re-carpeting of the Children's Room at the Civic Center Branch is scheduled for the Memorial Day weekend. Chair Valerio advised that pictures of before & after should be taken and the Friends of the 9-10 Attachment B DRAFT MINUTES LIBRARY BOARD OF TRUSTEES Library should send out a press release. Fundraising for further renovation was discussed as well as fund raising for a bookmobile. C. REORGANIZATION - Discussion regarding the Library's reorganization took place with Director Browder advising the move would take place the first week of June in order to have everything in place when the expanded hours take effect as well as the library's new centralized schedule. IV. NEW BUSINESS A. BOOK DROP FOR SOUTH A memo submitted by Ramiro Gonzalez, South Branch Manager, was distributed. Director Browder advised she would contact General Services to ascertain if the approximate $7,000.00 would be enough to cover installation of two book drop boxes at the South Branch. B. Chula Vista Land Deal for UniversitylTechnology Park Chair Valerio discussed the option of the City using newly acquired land in east Chula Vista set aside for a possible university to build a library on. Board of Trustees felt the option should be further investigated. C. School District Agreements Trustees were advised that two school district agreements would expire June 30, 2008; the Eastlake agreement with the Sweetwater Union High School District and the After School Program agreement with Chula Vista Elementary School District. After a short discussion, Motion was made (Stillman / S Linder) to recommend City Council approve the Resolution approving the renewal of an agreement with the Sweetwater union High School District for the joint use of the library facility at Eastlake High School. Motion unanimously passed Motion was made (Stillman I D Linder) to recommend City Council approve the Resolution approving the FISCAL YEAR 2008/2009 Memorandum of Understanding between the City of Chula Vista and the Chula Vista Elementary School District regarding joint operation of the Dynamic After School Hours (DASH) after school program, and the Safe Time for Recreation, Enrichment, and Tutoring for Children (STRETCH) extended school day educational program. Motion unanimously passed. V. LIBRARY DIRECTOR'S REPORT A. MONTHLY REPORT It was noted that E-Books were not doing well because the download process is not very user friendly, also its application is limited to only MP3 players. B. National Arts Program Display Trustees were advised that art from the National Arts Program would be on display for two weeks in the Civic Center Branch and winners would be moved to the South Branch to be displayed. Trustees were invited to the awards ceremony on June 14'h at the South Branch. 9-11 Attachment B DRAFT MINUTES LIBRARY BOARD OF TRUSTEES C. OTHER S Linder asked if the option of opening store front with Rancho del Rey materials was still feasible? Library Director advised that that possibility as well as a bookmobile possibility were being considered. VI. COMMUNICATIONS A. FRIENDS President of the Friends of the Library, Joan Roseman, advised the group has been very busy; their online books have made over $9,000 since opening. Ms. Roseman also distributed the first issue of the Friends newsletter and advised of a book sale on June yth at the Civic Center library. B. PUBLIC COMMENTS Trustees were reminded they would be voting for a Chair and Vice-Chair at the June 18'h meeting. C. WRITTEN COMMENTS None D. BOARD COMMENTS None VII. ADJOURNMENT MEETING WAS ADJUOURNED AT 5:33 Next meeting scheduled: Regular Meeting - Wednesday, June 18, 2008 at 4:00pm Respectfully Submitted: Approved: Anna Giuliano, Secretary 9-12