HomeMy WebLinkAbout2008/09/23 Item 10
CITY COUNCIL
AGENDA STATEMENT
:sWf:., CITY OF
~ (HULA VISTA
SEPTEMBER 23, 2008, Item~
ITEM TITLE:
(A) RESOLUTION OF .THE CITY COUNCIL OF THE
CITY OF CHULA VISTA APPROVING A
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF CHULA VISTA AND
HILLTOP MIDDLE SCHOOL FOR THE PROVISION
OF AFTER-SCHOOL RECREATIONAL
PROGRAMMING;
(B) RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CHULA VISTA APPROVING A
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF CHULA VISTA AND
CHULA VISTA MIDDLE SCHOOL FOR THE
PROVISION OF BEFORE-SCHOOL AND AFTER-
SCHOOL RECREATIONAL PROGRAMMING
SUBMITTED BY:
REVIEWED BY:
//) III <<k
DIRE_CTOR OF RECREA TION/ j"::/ ~j .
CITY MANAGER '7-y-
ASSIST ANT CITY MANAGER 5- ')
4/STHS VOTE: YES D NO 0
SUMMARY
Two Middle Schools in the Sweetwater Union High School District have awarded
contracts to the City of Chula Vista for the provision of before and after-school
recreational programming. Hilltop Middle School and Chula Vista Middle School will
provide the sites and funding for the program. Adoption of the resolutions approves the
Memorandums of Understanding between the City and the schools.
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed activity for
compliance with the CalIfornia Environmental Quality Act (CEQA) and has determined
that the activity is not a "Project" as defined under Section 15378 of the State CEQA
Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the
activity is not subject to CEQA. Thus, no environmental review is necessary.
10-1
SEPTEMBER 23, 2008, ItemJJL
Page 2 on
RECOMMENDATION
That Council adopt the resolutions.
BOARDS/COMMISSION RECOMiVIENDATION
Not Applicable
DISCUSSION
Two Middle Schools in the Sweetwater Union High School District have awarded
contracts to the City of Chula Vista for the provision of before- and after-school
recreational programming. Hilltop Middle School and Chula Vista Middle School are
funding the programs through grants.
The Sweetwater Union High School District has opted not to contract with the City for
programming at the four other middle schools in Chula Vista. In previous years, the City
and Districtshared funding for core after-school programming at Hilltop, Chula Vista,
Castle Park, Bonita Vista, Rancho Del Rey, and Eastlake Middle Schools.
Hilltop Middle School is proposing an MOU with the City for $21,526 to fund staffing
and limited supplies for after-school programming.
Chula Vista Middle School is proposing an MOU with the City for $26,455 to fund
staffing and limited supplies for both before and after-school programming.
The MOU's proposed provide 100% revenue offset for direct program expenses, m
addition to a small amount of administrative overhead.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council, and has found a conflict
exists, in that Councilmember Castaneda has property holdings within 500 feet of the
boundaries of the Chula Vista Middle School property which is one of the subjects of this
action.
FISCAL IMPACT
The City fully anticipated providing core programming at six Middle school locations
when the 08/09 FY budget was prepared. Historically, the District and the City have
jointly funded the costs of these programs, including supervisory oversight. The.
District's decision to discontinue the agreement with the City will result in a net shortfall
of approximately $48,250. This shortfall will be mitigated through reimbursement from
an existing grant funded project.
ATTACHMENTS
Attaclunent "A" - Agreement between Hilltop Middle School and City of Chula Vista
10-2
SEPTEMBER 23, 2008, Item~
Page3of3
Attachment "B" - Agreement between Chula Vista Middle School and City of Chula
Vista
Prepared by: John Gates, Principal Recreation }.1anager, Recreation Department
10-3
RESOLUTION 2008
RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CHULA VISTA APPROVING A MEMORANDUM
OF UNDERSTANDING BETWEEN THE CITY OF
CHULA VISTA AND HILLTOP MIDDLE SCHOOL
FOR THE PROVISION OF AfTER-SCHOOL
RECREA TlONAL PROGRAMMING
WHEREAS, Hilltop Middle School in the Sweetwater Union High School
District has awarded a contract to the City of Chula Vista for the provision of after-school
recreational programming; and
WHEREAS, the Parties propose to enter into a Memorandum of Understanding
for the amount of $21,526 to fund staffing and limited supplies for after-school
programming; and
WHEREAS, the $21,526 will provide for 100% revenue offset for direct program
expenses, in addition to a small amount of administrative overhead.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Chula Vista that it approves a Memorandum ot'Understanding between the City ofChuia
Vista and Hilltop Middle School lor the provIsion of after-school recreational
programming.
r>resented by
Approved as to t0l111 by
Buck M<lrtin
Director 01' Recreation
/L,1
'----vD y,",,- /L
Bart Miesfeld
Interim City Attorney
/;,q~~ J
I ..' .,
//i_..'__ (;.. <- ;'~
10-4
THE ATTACHED 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
~"2 j'J /
l Al~' {fiLA A_L4/.;;t':0 /)~-,-,
Bart C. Miesfeld L
Interim City Attorney
Dated:
7 I ,)
I ( ~ /1\ 3
r l
Memorandum of Understanding between
the City of Chula Vista and
Hilltop Middle Schoql for
After-School Programs between September 2, 2008 and June 12,2009
10-5
A~+- A
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF CHULA VISTA
AND
HILLTOP MIDDLE SCHOOL
THIS AGREEMENT, by and between the City of Chula Vista, a municipal
corporation (hereinafter "City"), and Hilltop Middle School (hereinafter "Middle
School") to provide after-school programs at Hilltop Middle School during the
time school is in session between September 2,2008 and June 12, 2009.
NOW THEREFORE, IT IS MUTUALLY AGREED by and between the parties
hereto as follows: .
I. RESPONSIBiliTIES OF HILL TOP MIDDLE SCHOOL
1. Provide on-site indoor and outdoor facilities for the after-school program
appropriate to the number of participants.
2. Promote and foster a positive environment for the development of a
successful after-school program.
3. Host regularly scheduled meetings with City staff to discuss program goals
and effectiveness.
4. Provide workspace and storage for the City staff as required.
5. Provide an on-site School Coordinator or staff during the after-school
program hours.
6. Pay to the City an amount up to $21,526 for City staff to conduct the after-
school program, as shown in Attachment "A" and "8".
II. RESPONSIBILITIES OF THE CITY OF CHULA VISTA
1. Provide recreational activities to students participating in the after-school
program. Activities may include but are not limited to sports, crafts,
homework help, games, special events, field trips, and specialized
classes. The program is free to all participants.
Page 1
10-6
2. Provide Recreation Department staff to conduct the after-school program
at Hilltop Middle School, during the days school is in session, from
September 2,2008 through June 12, 2009. See Attachment "A" for specific
staffing patterns. Staffing will be provided at the City's prevailing wages.
3. Submit completed daily attendance rosters for each activity provided by
City to the After School Coordinator or appropriate Middle School staff.
4. Attend regularly scheduled meetings with Middle School staff to discuss
program goals and effectiveness.
5. Provide a Recreation Department Supervisor to oversee staff and
coordinate programming with appropriate Middle School staff.
6. Provide supplies and equipment for programs, as jointly agreed-upon with
the District, for an amount up to $400.
III. COMPENSATION
Hilltop Middle School agrees to pay the City up to $21,526 to support staff and
supplies provided by the City for the after-school program. Compensation shall
be based on the prevailing hourly. wage for each City employee performing
services pursuant to this Agreement, and shall include all applicable retirement
and Medicare costs attributable to those employees. In addition, the City shall be
compensated for administrative overhead at a rate of 5%. The City shall invoice
Hilltop Middle School in January and June, payable within 30 days of receipt.
Middle School shall be billed on.lY for actual expenses incurred plus overhead.
IV. TERMITERMINATlON
The term of this Agreement shall commence on September 2, 2008, and continue
through June 12, 2009. Either party may terminate this Agreement upon sixty (60)
day advance written notice.
V. HOLD HARMLESS I INDEMNIFICATION
Each party agrees to hold harmless the other, their elected and appointed
triJiis:teel'i, agents and employees from and against all claims or damages, liability
or costs and expense (including without limitation attorney's fees) arising out of
the performance of this subcontract by the parties, their agents, employees,
subcontractors or others, except for only those claims arising from the sole
. Page 2
10-7
negligence or sole willful misconduct of either party, or their officers or
employees. It is understood that such indemnity shall survive the termination of
this agreement.
VI. FINGERPRINT CLEARANCE
Each party is responsible for fingerprinting its employees who will be working
with students. If the City or Middle School discover that an individual in their
respective employment is placed at the school site who has a serious or violent
felony conviction as defined by the Education Code, Section 44830.1, or a sex
offense conviction or controlled substance conviction as defined by the
Education Code, Section 44011, that individual's employment status and/or duties
will be altered to comply with all local, state, and federal laws/regulations.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
the day indicated in the terms of the Agreement.
Dated:
,2008
THE CITY OF CHULA VISTA
HILLTOP MIDDLE SCHOOL
Cheryl Cox, Mayor
Officer
/
A/Jdl.di'/
Dianne Russo,
7(;/A/AA?
.SUHSD Chief
Financial
Approved as to form by:
City Attorney
Page 3
10-8
Attachment A
City of Chula Vista
Recreation Department Staffing
After-school Program
Hilltop Middle School
The City shall provide the following staff and hours for the period of September 2,
2008 through June 12, 2009, on the days that school is in session, from Monday
through Friday, based on 180 school days:
After-School ProQram Mondav - Fridav
Recreation Leader II
18 hours/week x 38 weeks
Total: 684 hours
Recreation Specialist
15 hours/weeks x 38 weeks
Total: 570 hours
TOTAL: 1,254 hours
Fridav Earlv Dismissal
Recreation Specialist
1.5 hours/week x 38 weeks
TOTAL: 57 hours
Staff MeetinQs
Recreation Specialist:
TOTAL: 26 hours
Recreation Leader II:
TOTAL: 26 hours
Special Events
Recreation Specialist:
TOTAL: 10 hours
Summary:
Recreation Specialist - 663 hours
Recreation Leader 11 - 710
TOTAL: 1,373 hours
Page 4
10-9
WAGES
Recreation Specialist
Recreation Leader II
BENEFITS
Retirement (PARS)
Medicare
WAGE & BENEFIT TOTAL
SUPPLIES & SERVICES
Attachment "8"
City ofChula Vista
Summary of Funding
After- School Program
Hilltop Middle School
663 hours $15.23/hour $10,097
710 hours $12.69/hour $ 9,010
TOTAL $19,107
3.75%
1.45%
$19,107
$19,107
TOTAL
$ 717
$ 277
$ 994
$20,101
$ 400
$ 20,501
$ 1,025
ADMINISTRATIVE OVERHEAD (5%)
TOTAL FUNDING, $21,526
Page 5
10-10
Hilltop Middle School/t'riday Early Dismissal WORKSHEET - PT STAFF - FY \. ...:~
PROGRAM:
Hilltop Middle School I Fall Early Dismissal Days
Times:
Leader
Specialist
Monday Tuesday Wednesday Thursdav Fridav Saturday Sunday
, I
I
4:30-6:000m
I
I
Total,
Weekly
Hours
#
of
Weeks
#
of
Staff
Total
Hours
Daily Total:
Aide
Leader
Specialist
1.5
""",::
.:., :.1~' ;,'.
~
15
15
o
1
.........0. i','"
,,:>':i,'~
. , .",,~.
~
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS TOTAL
o
I
~
~
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
B
B
Aide
Leader
Specialist
12.69
15.23
22.5
:;'.,-0:00. .
: ",360.49,'
PERS Aide
PERS Leadl1r
PERS Specialist
PERS
TOTAL
.$;:",., 343
Existing Program
New/Expanded.Program
x
Justification/Comment:
Anticipate staff will be eligible for Step B
Hilltop Middle Schoo,. VVinter-Spring Early Dismissal Days WORKSHEET - P TAF
PROGRAM: Hilltop Middle School I Winter-Spring Friday Early Dismissal Days
Times:
Leader
Specialist
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
I I
4:30-6:00 pm
Total
Weekly
Hours
#
of
Weeks
#
of
Staff
Total
Hours
Dail.y Total:
Aide
Leader
Specialist
OTHER
1.5
. '..1
I'. .1\,'. ,
23
23
o
1
... ..0.... .:
....:u'~:::
i: 'z.'
";' -.1\ ....
tfii<G!:
I
:."
,
'"
Step:
Step: B
Step: B
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
12.69
15.23
34.5
PARS
MEDICARE
PERS
TOTAL
~
RATE
HOURS
C>
I
~
TOTAL
'.$,j.".:;553:
Existing Program
Existing Changed Program
New Program
a
Justification/Comment:
Hilltop Middle SChOl.. .JUDGET WORKSHEET - PT STAFF - FY I 06
PROGRAM: Hilltop Middle School - General Operating Hours I Fall - 2008-09
Times:
Leader"
Specialist
Daily Total:
Aide
leader II
Specialist
OTHER
~
o
I
~
w'
Monday Tuesday Wednesda~ Thursday Friday Saturday Sunday
I .
3:00-6:00pm 3:00-6:00pm 2:00-6:00pm 2:00-6:00pm 2:30-4:30pm ,
3:00-6:00pm 3:00-6:00pm 2:00-6:00om 2:00-6:00om 1 :30-4:30pm
I
I
Total # #
Weekly of of Total
Hours Weeks Staff Hours
3 3 4 4' 4 h";""18.:..,,V 15 1 :;',;~;.'i;;;270\,(\\'\':;:;
3 3 3 3 3 hd;,,;;.15'1i;!:P 15 1 ;"'"i:~"''& 225 z'~ -',Sl
,~~\'_r::~~' O~; l\,:i:;:;~:,;; ~':~I.h~'# 0 i~~;".,Afrt
0.7)j'tt\495,t,'i\'~-"';
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader II
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
8
B
Existing Program
Existing Changed Program
New Program
a
Justification/Comment:
RATE
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
HOURS
",::~\.i~Ji~~ 0 .~"!,! '}fj:.;, f,;t~3i,~~Oi.~~!;'tJ~ ~;;,f~)i~Ot;~;'~~~ ::..~i.i~:,t.;,O"lr:,':.~;';,
1 2.69 270 ,.'c.t; 3426; 3r;{,. ',1 28:48625. ),49;681351: ',3604;4676,
1 5.23 225 ,':i;3426:75!JN \128-5031 3: i49:687875) d,3604.941,,1
6;?:<~:,,~O~~1A ;:!';'&lM~'O~vlt1~ ti~~~ 0 ~~,~Jh:
- ~_':f;f{Ui_;;O!~*;'~: ~,;{~OZ1j~tq if~12i:-:;:jO:Jt-t~J" ~{:{~i*O!i~~4;;1H
~ ,.".,,',;>e
~;:~~t!it~10t:~~ ~~j.~\:~n~~tf '~jllii%'J01W"tji,tt i<5l.WiiOIi"fuC"Il ~~J;Oi~t~~i"
TOTAL \$li)i~66;853i ~$i1!!.i?~:;257'.i ~$0.j:JN;~~\~99~ ~$ [~~i(~i,:.:_ti& ;$.t',"c7;209'
Hilltop Middle School L _ JGET WORKSHEET - PT STAFF - FY 08109
PROGRAM: Hilltop Middle School - General Operating Hours - Winter & Spring
Times:
Leader II
Specialist
Daily Total:
Aide
Leader
Specialist
OTHER
~
C)
I
~
.j:>
Monday Tuesdav Wednesday Thursday Friday Saturday . Sunday
.
3:00-6:00om 3:00-6:00om 2:00-6:00om 2:00-6:00om 2:30-4:30om
3:00-6:00om 3:00-6:00om 3:00-6:00om 3:00-6:00pm 1 :30-4:00p-m
Total # #
Weekly of of Total
Hours Weeks Staff Hours
3 3 4 4 4 ";.:.a 23 1 "f.'.
3 3 3 3 3 23 1 :.....
",,}':,;O,.\,f;ii
iV':
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader II
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
8
8
Existing Program
Existing Changed Program
New Program
B
Justification/Comment:
RATE
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
HOURS
.. n"',,..
1 2,69 41 4 t'\5253:66\; , 1 9'].;01225 :,76.17807.: ' .,<,,;,,:. 5526:8503
1 5,23 345 ',' 5254:35:,' ,1 97:0381 3. : 76.1r075 .', .', ',.."", 5527:5762
'i..,' ",., n. ~ '
, ."1
'. 'YO~'
I,'"'' .'. ~ ,0, .i'
~10508
TOTAL ;$.<: ",,394 :$;'.;f;,1 52: ,$,1\11;054',
~~~;;~'~,.;, i:
PROGRAM:
Times:
Lead e r
Specialist
Daily Total:
Aide
Leader
Specialist
~
o
I
~
(J1
Hilltop Middle Schaal! Fall Session Special Events - FY 08!09
Hilltop Middle School J Fall Session Special Events FY 2008-09
Monday Tuesdav Wednesday Thursday Friday Saturdav Sunday
I
5:30-7:00Pr" :30-10:30PM
I
I I ,
Total # #
Weekly of of Total
Hours Weeks Staff Hours
:M~-?~;;I 0 :~i~~,}j;; ::1o';~J.O;~~:~~,.
1 "i~S.t?;;:" O?i{?;~ ',-:.
, 1.5 7 .".A 1 1 ;:!i1;;;iif5'~ii\:::;
........
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
15.23
8.5
-3:~~j%\r4!OI~~ii%,,;~ ~1{~~moo:~~ Y.~J!O:OO:''f~i ~k~i'%~;~~1i:'t"fl~} hf.f1:,O:OO.~~')',
\1{",129 :455,,~;glii4:85~i&n .,iBt,1~88;~.x\ "';l.136 :.19i~f'
PERS Aide
PERS Leader
PERS Specialist
PERS
. ~~.~{[:i,t\_O~l;B~}:;'
TOTAL
I
x
Existing Program
New/Expanded Program
Justification/Comment:
Department will provide staff for the Annual Cheerleading Jamboree scheduled on Friday evening (in the month of November), and for the Starlig
Hilltop Middle School I Spring Session Special Event ~ FY 08/09
PROGRAM: Hilltop Middle School I Spring Session Event - FY 2008-09
Times:
Leader
Specialist
Daily Total:
Aide
Leader
Specialist
OTHER
~
o
I
~
O'l
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
Mondav Tuesday Wednesdav Thursday Fridav Saturdav Sunday
I I
I I
6:00-7:30PM
I I
I
Total # #
Weekly of of Total
Hours Weeks Staff Hours
.0;',::,,;0 ;,~';:;: .,,;,.,;~
;::), ;;:i:O':,::';':: 1 ""::,,,,;r',"';'
1.5 .;: 1 1
.';:. "",n:.:'",,,
Existing Program
Existing Changed Program
New Program
B
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
'" I";:<"'O~
'".' " '.
1 5.23 1 .5 '22 845 . ,0,8566875' 0,3312525. " ",,;. " 24.03294
;::'\:;'<; :~;,;s
o. I ,',j". u;" ,.
, "f
:,"; ;,.'J
I;;'
'; "'~-:"
TOTAL ; 1! i.ii; .$'$-.",';24-
J ustification/Comment:
Department will provide staff for the annual Dance Performance in the month of June 2009.
Hilltop Middle Schoc 3taff Meetings - FY 08/09
PROGRAM: Hilltop Middle School/ Staff Meetings
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
6:00-7:00PM
6:00-7:00PM
Total # #
Weekiy of of Totai
Hours Weeks Staff Hours
'c, ~
1 I", 26 1 ~~
1 l'i'\l 26 1 1";::;;;-
Times:
Leader II
Specialist
Daily Total:
Aide
Leader \I
Specialist
OTHER
~
o
I
~
-.J
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
B
B
Existing Program
Existing Changed Program
New Program
B
Justification/Comment:
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
11'." ~,,~, I, .
1 2,69 26 ','329,94'. ' ;12:37275 ]' ..;4,78413, , ':". !. 347,:09688
1 5.23 26 '';':"395:98,!,> ':14,84925 '5.74171' :41 6:57096
-;C
, ., ",
I'.;..... " ".:, " . 'n.; "",,'( "
,<,: ..:, ' :]",;:
~ 0';',"..-
TOTAL ,$ :":]"726; "$; : .::' ',764'
OBJCODE DESCmPTION
Office Supplies
6801
DETAil:
BUDGET WORKSHEET - DIRECT SUPPLIES & SERVICES
EXPLANA TION
Pens, Pencils, Calendars, Paper,
etc (from Corporate Express)
All Middle Schools are budgeted the same.
2008/2009 OVER/UNDER EXPLANATION:
FY08-09 REQUEST JUSTIFICATION: .
QY08-09 REQUEST JUSTIFICATION:
OBJ CODE
6851
DESCR/PTION
Recreation Supplies
EXPLANA TION
Balls, Bats, Bases, Toys, Craft
Supplies, etc
DETAil:
All Middle School are budgeted the same. This is an estimate
Arts & Crafts/Games
Athletics
Flag Football
2008/2009 OVER/UNDER EXPLANATION:
FY08-09 REQUEST JUSTIFICATION:
FY08-09 REQUEST JUSTIFICATION:
2008/2009
BUDGET
13-MONTH
PROJECTION
h$ :;~~t2~:~i't:mi~~,~t
OVER
(UNDER)
t;1$ ~~~~12.\;?~~r~t
.,J$ ~h:4'::~t:11Ai~;;:f
2008/2009
REQUEST
$
400
RESOLUTlON 2008
RESOLunON OF THE CITY COUNCIL OF THE CITY
OF CHULA VISTA APPROVING A MEMOR.~NDUM
OF UNDERSTANDING. BETWEEN THE CfTY OF
CHULA VISTA AND CHULA VISTA MIDDLE
SCHOOL FOR THE PROVISION OF BEFORE-SCHOOL
AND, AFTER-SCHOOL RECREA TTONAL
PROGRAMMING
WHEREAS, Chula Vista Middle School in the Sweetwater Union High School
District has awarded a contract to the City of Chllla Vista for the provision of before-
school and arter-school recreational programming; and
WHEREAS, the Parties propose to enter into a Memorandum of Understanding
lor the amount of $26,455 to fund staffing and limited supplies for before-school and
at'ter-school.programlUing; and
WHEREAS, the $26.455 will provide tor 100% revenue offset tor direct program
expenses, ill addition to a small aJllount of administrative overhead.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Chula Vista that it approves a Memorandum of Understanding between the City of Chula
Vista and Chula Vista Middle School tor the provision of before-school and after-school
recreational programming. !
Presented by
Approved as to fonn by
Buck Martin
Director at' Recreation
,~~~
Bart Miesfeld
Interim City Attorney
/1 r
/l.j\ f~ --i~"-
U
10-19
THE ATTACHED 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
{!,.,1" Il~ '
- Ij" 'i/ /! " I
'------C/'-~ L-k-. LA~ v;:---"--
Bart C. Miesfeld (j
Interim City Attorney
,I ":J
Dated: It I 10 /0 J
I ,
Memorandum of Understanding between
the City of Chula Vista and
Chula Vista Middle School for
Before and After School Programs between
September 2, 2008 and June 12, 2009
10-20
thhchm 6rrf- 13>
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF CHULA VISTA
AND
CHULA VISTA MIDDLE SCHOOL
THIS AGREEMENT, by and between the City of Chula Vista, a municipal
corporation (hereinafter "City"), and Chula Vista Middle School (hereinafter "Middle
School") to provide before and after school programs at Chula Vista Middle School
during the time school is in session between September 2, 2008 and June 12, 2009;
NOW THEREFORE, IT IS MUTUALLY AGREED by and between the parties
hereto as follows:
I. RESPONSIBILITIES OF CHULA VISTA MIDDLE SCHOOL
1. Provide on-site indoor and outdoor facilities for the before and after school
program appropriate to the number of participants.
2. Promote and foster a positive environment for the development of a successful
before- and after- school program.
3. Host regularly scheduled meetings with City staff to discuss program goals and
effectiveness.
4. Provide workspace and storage for City staff as required.
5. Provide an on-site School Coordinator or staff during the before- and after-
school program hours.
6. Pay to the City an amount up to $26,455 for City staff and supplies to conduct
the before and after school program, as shown in Attachment "A" and "8".
II. RESPONSIBILITIES OF THE CITY OF CHULA VISTA
1. Provide recreational activities to students participating in the before and after
school program. Activities may include but are not limited to sports, crafts,
homework help, games, special events, field trips, and specialized classes. The
program is free to all participants.
2. Provide Recreation Department staff to conduct the before- and after-school program
Page 1
10-21
at Chula Vista Middle School, during the days school is in session, from September 2,
2008 through June 12, 2009. See Attachment "A" for specific staffing patterns.
Staffing will be provided at the City's prevailing wages.
3. Submit completed daily attendance rosters for each activity provided by City to
the After School Coordinator or appropriate Middle School staff.
4. Attend regularly scheduled meetings with Middle School staff to discuss
program goals and effectiveness.
5. Provide a Recreation Department Supervisor to oversee staff and coordinate
programming with appropriate with Middle School staff.
6. . Provide supplies and equipment for programs, as jointly agreed-upon with the
Middle School, for an amount up to $400.
III. COMPENSATION
Chula Vista Middle School agrees to pay the City up to $26,455 (Attachment "8") to
support staff and supplies provided by the City for the before and after school program.
Compensation shall be based on the prevailing hourly wage for each City employee
performing services pursuant to this Agreement, and shall include all applicable
retirement and Medicare costs attributable to those employees. In addition the City
shall be compensated for administrative overhead, at a rate of 5%. The City shall
invoice Chula Vista Middle School in January and June, payable within 30 days of
receipt. Middle School shall be billed only for actual expenses incurred plus overhead.
IV. TERMITERMINATION
The term of this Agreement shall commence on September 2, 2008, and continue
through June 12, 2009. Either party may terminate this Agreement upon sixty (60) day
advance written notice.
V. HOLD HARMLESS I INDEMNIFICATION
Each party agrees to hold harmless the other, their elected and appointed officers,
trustees, agents and employees from and against all claims or damages, liability or
costs and expense (including without limitation attorney's fees) arising out of the
performance of this subcontract by the parties, their agents, employees, subcontractors
or others, except for only those claims arising from the sole negligence or sole willful
misconduct of either party, or their officers or employees. it is understood that such
indemnity shall survive the termination of this agreement.
Page 2
10-22
VI. FINGERPRINT CLEARANCE
Each party is responsible for fingerprinting its employees who will be working with
students. If the City or Middle School discover that an individual in their respective
employment is placed at the school site who has a serious or violent felony conviction
as defined by the Education Code, Section 44830.1, or a sex offense conviction or
controlled substance conviction as defined by the Education Code, Section 44011, that
individual's employment status and/or duties will be altered to comply with all local,
state, and federal laws/regulations.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the
day indicated in the terms of the Agreement.
Dated:
,2008
THE CITY OF CHULA VISTA
CHULA VISTA MIDDLE SCHOOL
Cheryl Cox, Mayor
/1//14/110 -;P;/4A~
Dianne Russo, SUHSD Chief Financial Officer
Approved as to form by:
City Attorney
Page 3
10-23
Attachment A
City of Chula Vista
Recreation Department Staffing
Before- and After- School Program
Chula Vista Middle School
The City shall provide the following staff and hours for the period of September 2, 2008
through June 12, 2009, on the days that school is in session, from Monday through
Friday, based on 180 school days:
6: 15 - 8:15 am for Before-School Proqram. Monday - Friday
2 hours/day x 5 days/week x 38 weeks
Recreation Leader II - 380 hours*
TOTAL: 380 hours
3:00 pm - 6:00 pm for After-School Proqram. Monday - Friday
3 hours/day x 5 days/week x 38 weeks
Recreation Specialist - 570 hours
Recreation Leader II - 570 hours
TOTAL: 1140 hours
1 :00 pm - 3:00 PM for Early Dismissal Fridays
2 hours/day x 1 day/week x 35 weeks
Recreation Specialist - 70 hours
Recreation Leader II - 70 hours
TOTAL: 140 hours
Staff Meetinqs
1 hour/day x 26 days
Recreation Specialist - 26 hours
Recreation Leader II - 26 hours
TOTAL: 52 hours
Special Events
Recreation Specialist - 10 hours
SUMMARY:
Recreation Specialist: - 676 hours
Recreation Leader 11- 1,046 hours
TOTAL: 1,722 hours
* The Chula Vista Middle School will ensure that additional staff from the school and the
Chula Vista YMCA, a collaborative partner to the school, is also present during these
hours so that the Recreation Specialist is not alone during these early morning hours.
Page 4
10-24
WAGES
Recreation Specialist
Recreation Leader II
BENEFITS
Retirement (PARS)
Medicare
WAGE & BENEFIT TOTAL
SUPPLIES & SERVICES
Attachment "B"
City of Chula Vista
Summary of Funding
Before- and After-School Program
Chula Vista Middle School
676 hours
1 046 hours
3.75%
1.45%
ADMINISTRATIVE OVERHEAD (5%)
$15.23/hour
$12.69/hour
TOTAL
$23,569
$23,569
TOTAL
$10,295
$13.274
$23,569
$ 884
$ 342
$ 1,226
$24,795
$ 400
$25,195
, $ 1,260
TOTAL FUNDING $26,455
Page 5
10-25
Chula Vista Middle, ,001 BUDGET WORKSHEET - PT STAFF - FY J 06
PROGRAM: Chula Vista Middle School" General Operating Hours J Fall- 2008-09
Times:
Leader II
Specialist
Daily Total:
Aide
Leader II
Specialist
OTHER
~
o
I
N
a>
Mondav Tuesdav Wednesday Thursday Fridav Saturday Sunday
I
3:00-6:00pm 3:00-6:00pm 3:00~6:00pm 3:00-6:00pm 2:00-3:00pm
3:00-6:00om 3:00-6:00pm 3:00-6:00om 3:00-6:00pm 2:00-3:00pm
I
I
Total # #
Weekly of of Total
Hours Weeks Staff Hours
,
<}';;C.""Ui"!'. ""'~U"'~
3 3 3 3 3 15 1 ....,;,,,,,,,.:.
3 3 3 3 3 "<;.;.: 15 1 f"""'''''~i;d'
"",."n"".,
',"-"0..""'-'
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader II
Specialist.
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
B
B
Existing Program
Existing changed Program
New Program
B
Justification/Comment:
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
.,..... ..n. ".' ~ ,0,,,:: " 1,<: -0:: :"
12.69 225 . 2855:25 . ,,,1 07:071 88 41C401125 ;3003:723"
1 5.23 225 3426.75 -,\ :128.5031 3: .49.687875 _,3604.941
"-'. ",C, u,
, , "
, '1' C,' "" . ,
~ 0, h':
TOTAL ".." .$.... \6;282 .$' ,':-fi;236 ~H .$: 6,609
Chula Vista Middle Se. ) BUDGET WORKSHEET - PT STAFF - FY 08/09
PROGRAM: Chula Vista Middle School/General Operating Hours - Winter & Spring
Times:
Leader II
Specialist
Daily Total:
Aide
Leader
Specialist
OTHER
~
C)
I
N
-..J
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
Monday Tuesdav Wednesday Thursday Friday Saturday Sunday
3:00-6:00om 3:00-6:00om 3:00-6:00rlm 3:00-6:00pm 12:00-3:00
3:00-6:00pm 3:00-6:00nm 3:00-6:00nm 3:00-6:00pm 12:00-3:00
Total # #
Weekly of of Total
Hours Weeks Staff . Hours
';iii/,l,OH;;;,',.
3 3 3 3 3 0\),;,:, 23 1
3 3 3 3 3 23 1 :,,',',,;:,345 i:i:"
B
B
Existing Program
Existing Changed Program
New Program
B
Justification/Comment:
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
TOTAL
12.69
15.23
345
345
PERS
1<
,,4378.05, '-164:17688 :63.481725 I i.
,. :5254.35:"..197:03813, ;}6.188075,
I',,:. .n.....
".:.',. 4605:7086:
'5527:5762
,'" ..'
TOTAL
" :('CO
".
. '.,
''',..
J::7
g;.~;;
$:'1.10;133
'$'''' ".9'632,$'''''''''36';;1''$' "",1'40,
. "'.'.:'-',ij ., _,:;:. "."_,,,.,:-:.h- 'inCi,' i),,':,':.<".A..- ,
Chula Vista Middle, ,0011 Fall PHAT WORKSHEET - PT STAFF - FY 08/0S
PROGRAM: Chula Vista Middle School/Fall PHAT Friday's & Early Dismissals
Times:
Leader
Specialist
Daily Total:
Aide
Leader
Specialist
OTHER
~
Cl
I
N
(Xl
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
12:00-2:om
12:00-2:pm
.
Total # #
Weekly of of Total
Hours Weeks Staff Hours
~ ,'t:,,:
2 'F: 13 1 ~
2 13 1
,4\2"F' I.!'),'", ~
Step:
Step: B
Step: B
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
Existing Program
Existing Changed Program
New Program
B
Justification/Comment:
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
12,69
15.23
26;','329:94", '",12.37275,' ; ,4,78413,'
26',;395.98./ ,:14,84925, ~ 5:7.417,1',;
,
TOTAL
$:", ,.::.'726;
PROGRAM:
Times:
Leader II
Specialist
Daily Total:
Aide
Leader II
Specialist
~
o
I
'"
<0
Chula Vista Middle ~chooll PHAT Friday's & Early Dismissals - PT STAFF - r-( 08/01
Chula Vista Middle School I PHAT Friday's & Early Dismissals - Spring
Monday Tuesdav Wednesday Thursdav Fridav Saturdav Sunday
I I
12:00-2:00pm
12:00-2:00pm
I I
I I
Total # #
Weekly of of Total
Hours Weeks Staff Hours
~"" ",'l",',,>
2 '>""''''2 22 1 =
,. 2 22 1 ~,~
'.! ;,
RATE
HOURS
SUBTOTAL PARS MEDICARE
PERS TOTAL
PERS Aide
PERS Leader
PERS Specialist
PERS
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
12~69
15~23
44
44
,,',;20,94'::"
'~." ;;25~ 13;.'"
587.39. '
:"',',704:97, ,~'
B
B
TOTAL
.$.:;J1,292
x
Existing Program
New/Expanded Program
Justification/Comment:
Chula Vista Middle Scnool / Staff Meetings - FY 08/09
PROGRAM: Chula Vista Middle School/Staff Meetings
Times:
Leader II
Specialist
Daily Total:
Aide
Leader II
Specialist
OTHER
~
Cl
1
Ul
Cl
Monday Tuesday Wednesday Thursday F ri day Saturday Sunday
2:00-3:00
2:00-3:00
Total # #
Weekly of of Total
Hours Weeks Staff Hours
Ie,,<, MY',:/i
1 I",>;y: 26 1 ;Y
1 l);ii,:'',:J (':, 26 1
1 ,':<>i "
RATE
HOURS
TOTAL
SUBTOTAL
PARS
MEDICARE
PERS
Step:
Step: B
Step: B
Step:
Step:
Step:
Step:
Step:
Aide
Leader"
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
,,:;329.94....'...12:37275:: ;'04.78413."
: .395:98;" ..14.84925' . '5,74t7V-:
:347.09688
:416:57096..
12.69
15.23
26
26
'$";1':.",>7,64,
TOTAL
Existing Program
Existing Changed Program
New Program
a
J ustificationlComment:
Chula Vista Middle St . .l11 Fall Session Special Events - FY 2008-09
PROGRAM: Chula Vista Middle School I Fall Session Special Events FY 2008-09
Times:
Leader
Specialist
Daily Total:
Aide
Leader
Specialist
OTHER
~
C)
I
w
~
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Aide
Leader
Specialist
OTHER
PERS Aide
PERS Leader
PERS Specialist
PERS OTHER
Mondav Tuesdav Wednesday Thursday Friday Saturdav Sunday
I
5:30-7:00P~ :30-l0:30PM
I
I I
Total # #
Weekly of of Total
Hours Weeks Staff Hours
. Ny:: :c:....
"0;).'\0........,..., 1
1.5 7 luPU 1 1 k.c.'.:R
A
Existing Program
Existing Changed Program
New Program
B
RATE
HOURS
SUBTOTAL
PARS
MEDICARE
PERS
TOTAL
. '" n, .: '.. n',:., ,
I..:; '. ".'n. )'" ..' <:.'
1 5.23 8.5 , 129:455'", '4:8545625 1 :87.7:0975 .136.18666
'"
.
.., ),.:',' P', ." ,:-:"
" r:::-
TOTAL ~ $ '129 ~ :il =1>,
~. :::'~\;~1fjr;i\" f, ,$:,,: '1136:
Justification/Comment:
Department will provide staff for the Annual Cheerleading Jamboree scheduled on a Friday evening (in the month of November), and for the Starlight Yule
Parade scheduled on Saturday December 6th, 2008.
Special Events I Spring Session - FY 2008-09
PROGRAM:
Chura Vista Middle School - Spring Special Event FY 2008-09
Times:
Leader
Specialist
Monday Tuesday Wednesday Thursdav Friday Saturday Sunday
1 I
I
6:00-7:30PM
I
Total
Weekly
Hours
#
of
Weeks
#
of
Staff
Total
Hours
Daily Total:
Aide
Leader
Specialist
----,,--
1.5
I.,,'.....u.. . ".
C,..,:
1"YOc\",
1
1
1
I-
I.
I."
, "',
--'
C)
I
w
N
RATE
HOURS SUBTOTAL PARS
MEDICARE
PERS TOTAL
Step:
Step:
Step:
Step:
Step:
Step:
Step:
Step:
A
Aide
Leader
Specialist
15.23
1.5,'.22:845'5,"
':"':24:03:".;
PERS Aide
PERS Leader
PERS Specialist
PERS
TOTAL
'.24:
Existing Program
New/Expanded Program
x
Justification/Comment:
Department will provide staff for the annual Dance Performance in the month of June 2009.
...~..-
OBJ CODE DESCRIPTION
Office Supplies
6801
DETAil:
BUDGET WORKSHEET - DIRECT SUPPLIES & SERVICES
EXPLANA T/ON
Pens, Pencils, Calendars, Paper,
etc (from Corporate Express)
All Middle Schools are budgeted the same.
2008/2009 OVER/UNDER EXPLANATION:
FY08-1l9 REQUEST JUSTIFICATION:
CfY08-1l9 REQUEST JUSTIFICATION:
OBJ CODE
6851
DESCRIPTION
Recreation Supplies
EXPLANA TlON
Balls, Bats, Bases, Toys, Craft
Supplies, etc
DETAil:
All Middle School are budgeted the same. This is an estimate
Arts & Crafts/Games
Athletics
Flag Football
2008/2009 OVER/UNDER EXPLANATION:
FY08-1l9 REQUEST JUSTIFICATION:
FY08-1l9 REQUEST JUSTIFICATION:
2008/2009
BUDGET
13-MONTH
PROJECTION
OVER
(UNDER)
2008/2009
REQUEST
2008/2009
BUDGET
13-MONTH
PROJECTION
OVER
(UNDER)
2008/2009
REQUEST
$
400