HomeMy WebLinkAbout19-Parks and Recreation CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION lnlh 'AL
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From: Kevin Hawkins Director
, Subject: RESOLUTION AUTHORIZING THE CITY
MANAGER TO EXECUTE A GRANT
Dept: Parks, Recreation & Community APPLICATION FOR THE COUNTY OF
Services Dept. SAN BERNARDINO HEAD START/
PRESCHOOL PROGRAM AT DELMANN
Date: December 18, 2007 HEIGHTS COMMUNITY CENTER AND
ACCEPTING THE PROPOSAL AMOUNT
OF $314,860 FOR THE PERIOD OF JULY
1,2008 THROUGH JUNE 30,2009.
M/CC Meeting Date: January 7, 2008
Synopsis of Previous Council Action:
7-2-2007—Council approved Resolution 2007-228 to continue the Head Start/Preschool
Program at the Delmann Heights Community Center for FY 2007-2008.
6-05-2006— Council approved Resolution 2006-163 to continue the Head Start/Preschool
Programs at the Delmann Heights Community Center for FT 2006-2007.
Recommended motion:
i'
Adopt Resolution.
Contact person: Aaliyah Harkley Phone: 384-5231
Supporting data attached: Staff Report, Reso,&Agreement Ward: 6th Ward
FUNDING REQUIREMENTS: Amount: $314,860
Source: (Acct. No.) 123-524-xxxx
(Acct. Description)
Finance: /
Council Notes: 'Oase:9
Q L;�
Agenda Item No.
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
City Manager to execute a Grant Application to the County of San Bernardino for the Head Start
/Preschool Program at Delmann Heights Community Center and accepting the proposal amount
of$314,860 for the period of July 1, 2008 through June 30, 2009.
Background:
The Head Start Preschool Program has been in operation at Delmann Heights Community Center
for the past thirty-one years. The school began with one class of 15 children and now has sixty
children enrolled. The program curriculum includes music, language arts, math, and science. A
healthy meal is also provided for each child.
There are eleven staff members that coordinate, implement and supervise the program. Staff
works 197 days, and each program participant receives 170 days of instructional education. The
demographic profile is as follows: 55% Hispanic, 25% African-American, 10% Anglo, 3%
Asian-American and 7% other. This program is for low-income children and families who must
meet Federal income guidelines in order to participate.
The program is a successful collaboration between the City of San Bernardino Parks, Recreation
& Community Services Department and the County of San Bernardino Preschool Services
Department. These 60 children are now receiving pre-school education and training
opportunities that would not be available to them were it not for the Delmann Heights Program.
The County is requesting that all signed applications be received no later than 4:00 p.m. on
Thursday, January 17, 2008. Facsimile or electronically transmitted applications will not be
accepted since they do not contain original signatures. Also postmarks will not be accepted in
lieu of actual receipt and late applications will not be considered. The Request for Application
was received on November 20, 2007.
Financial Impact:
There is no General Fund cash match required; however, $67,629 in City in-kind services is
required. The in-kind includes thousands of hours of volunteer work by the parents of the
children in the Head Start program as well as the program's proportionate share of administrative
staff and operating costs, including a portion of the utilities for the Delmann Heights Community
Center, which are paid from the General Fund.
Recommendation:
Adopt Resolution.
' COPY 1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT
3 APPLICATION TO THE COUNTY OF SAN BERNARDINO FOR THE HEAD
START/PRESCHOOL PROGRAM AT DELMANN HEIGHTS COMMUNITY CENTER
4
AND ACCEPTING THE PROPOSAL AMOUNT OF $314,860 FOR THE PERIOD OF
5 JULY 1, 2008 THROUGH JUNE 30, 2009.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
8 SECTION 1. That the City Manager is hereby authorized to execute a Grant
9 Application for the Head Start/Preschool program at Delmann Heights Community Center for
10 FY 2008-2009, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein
11 by reference as fully as though set forth at length.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT
APPLICATION TO THE COUNTY OF SAN BERNARDINO FOR THE HEAD
2 START/PRESCHOOL PROGRAM AT DELMANN HEIGHTS COMMUNITY CENTER
AND ACCEPTING THE PROPOSAL AMOUNT OF $314,860 FOR THE PERIOD OF
3 JULY 1,2008 THROUGH JUNE 30, 2009.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a _ Meeting, thereof,
6 held on the day of , 2008, by the following vote to wit:
7 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT
8
ESTRADA
9
BAXTER
10
11 BRINKER _
12 DERRY
13 KELLEY
14 JOHNSON
15 MCCAMMACK
16
17 Rachel G. Clark, City Clerk
18 The foregoing resolution is hereby approved this day of , 2008.
19
20
Patrick J. Morris, Mayor
21 City of San Bernardino
22 Approved as to Form:
23 `Ir,,24 �t/ JI-k k4
James F. Wenman, City Attorney
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ATTACHMENT C
`
APPLICATION FOR HEAD START/EARLY HEAD START/STATE PRESCHOOL PROGRAM
AND HOME BASED SERVICES
REQUEST FOR APPLICATION - RFA HS 07-04
PLEASE CHECK ALL APPLICABLE TYPES OF SERVICE
PART DAY, PARTIAL SERVICE
X PART DAY, FULL SERVICE
FULL DAY, FULL SERVICE
HOME BASED SERVICES
1. Submitted by(Applicant's Legal Name or Legal Name of Agency/Organization):
City of San Bernardino, Parks, Recreation &Community Services Department
2. Business Address: 300 North "D" Street, San Bernardino, Ca. 92401
3. Telephone Number: 909-384-5122
4. Contact Person: Fred Wilson Title: City Manager
5. By submitting the application in response to the RFA, the applicant or agency/organization understands and
agrees with the following statements:
a. All costs for developing and completing the application and supporting documents are the
responsibility of the applicant or agency/organization and will not be chargeable to the County of San
Bernardino.
b. The application and supporting documents submitted become the property of the County.
C. It is understood that the application and any and all supporting documents are open to public
inspection under provisions of law.
d. The information submitted in the application is firm and binding for 120 days from the date the
application is opened and recorded.
e. Applicant or agency/organization has ability to obtain insurance in the amounts and coverages stated
in Section V, Paragraph B— Indemnification and Insurance Requirements.
6. The undersigned affirms all statements made in this application are true and complete to the best of his/her
knowledge.
7. 1 hereby affirm, under penalty of perjury, I am duly authorized by the governing body to legally bind the
applicant or agency/organization to the terms and conditions specified herein.
(Authorized Signature)
Fred Wilson
(Print Name Here)
City Manager
(Title)
(Date)
Page 1 of
ATTACHMENT C
t
Instructions for completing background information:
Please answer all questions completely and submit all requested documents with the
application package. Failure to do so may result in the application being rejected. Clearly
mark the question number on any additional sheets. If a question does not apply, please
indicate Not Applicable or N/A.
1. Mark Yes or No in each column below to indicate Agency's experience, qualifications and
capabilities:
Experience/Qualifications/Capabilities Yes No
5 Years Experience Providing Early Childhood X
Education
3 Years Experience Providing Federal Head Start X
Program Services
3 years Experience Providing State Preschool X
Program Services
Meets ACF/Head Start Performance Standards X
ACF Approved Early Childhood Development X
Curriculum
Provide Meals (Breakfast/Lunch/Snacks) That Meet X
z the CACFP Requirements
Facility 35'-75' Licensing X
See Section IV, Paragraph D, Item 2b1
Center Staff Meet Education Qualifications X
Parent Involvement X
Personnel Policies, Grievance Procedures, X
Insurance
Fiscal Responsibilities X
Ability to Establish and Maintain a Policy Committee X
and, if applicable, a Shared Governance Board
2. If Home Based, is the agency/organization willing and able to conduct 32 weekly
educational home visits during the program year for each family?
❑ yes no Does not apply
3. If Home Based, is the agency/organization willing and able to provide enrolled families and
children with a minimum of 16 socialization activities during the program year?
0 ❑ yes no Does not apply
Page 2 of
ATTACHMENT C
4. Is the agency/organization willing and able to provide recruitment and eligibility information
to individuals who are interested in the program?
X yes ❑ no
5. Is the agency/organization willing and able to complete and submit monthly reports as
required by Head Start Program Performance Standards?
X yes ❑ no
6. Is the applicant or agency/organization adequately staffed and trained to perform the
required services?
X yes ❑ no
If no, please explain.
7. Does the applicant or agency/organization have the capability for recruiting and training
such staff?
X yes ❑ no
If no, please explain.
8. Operating a Head Start/Early Head Start/State Preschool Program as a Delegate Agency
and/or providing Home Based Services for the Head Start Program requires an agency to
adhere to several sets of guidelines (Federal Head Start, State Department of Education,
and County Board of Supervisors). Describe the agency's experience in meeting
compliance requirements. Attach additional sheet if necessary, but no more than one page.
In 1854 the City of San Bernardino, was officially incorporated. The City of San
Bernardino has been a public organization for one hundred and fifty-three years and
there are no related prior business names.
The City of San Bernardino is celebrating 29 years of demonstrated service as a
provider for Early Childhood Education for children with and without disabilities, for
the Federal Head Start Program. Through the collaborative efforts of the San
Bernardino County Department of Human Services and the City's Parks, Recreation &
Community Services Department, our Head Start Program has operated and served
families and children successful for twenty-nine years. The City continue being timely
with all fiscal requirements and monthly reporting. Keeping accurate financial
records of all funding, expenses and continue to show and give services to families
and children, while following the delivery procedures of the Human Services
Department and the Federal Government. We are pleased to apply with hopes of
entering into contract with the San Bernardino County's Head Start Program.
Page 3 of
ATTACHMENT C
How would the agency measure children's progress made during their participation in the
proposed program? Include specific instruments, if applicable, and the steps needed to
complete the process. Attach additional sheet if necessary, but no more than one page.
The children's progress is measured through a total assessment process that is
mandated by the Federal Head Start Program, the steps to this process are:
The staff person classified as Generalist is the first contact that the families and the
children will be in contact with. The parent or guardian must fill out an enrollment
packet. In the packet along with other paperwork, is a consent form for many different
screenings. The purpose of these screenings is to assess the general health and
development of each child and to identify any health or developmental concerns. If
any of the screenings indicate that further evaluation, medical examination or
treatments are needed, we contact the parents, set up a meeting and discuss what is
the best way to help their child. After we turn in our referrals with the child's
information to the Disability Department we will assist the family in the follow-up
process. Each screening is done periodically throughout the year.
• Child Observations are done daily
• Home Visits/Parent-Teacher Conference —2 per year
• Vision Screening (eyes) —Within the first 45 days of enrollment.
• Hearing screening (hearing) —Within the first 45 days of enrollment.
• Height/Weight Screening — 1* due 4 weeks after enrollment, 2"d End of
December/April
• Speech and Language Screening — 3 weeks after enrollment (Referrals for low
scores within 1 week of screening)
• Developmental Screening (Acurscreen) — 2 weeks after enrollment (Referrals for
low Acurscreen scores within 1 week of screening)
• Psychological and Developmental Assessment (Behavior)
• Desired Results Developmental Profile + Assessment — 1* Due within 4 weeks of
enrollment, 2"d November 16 th/December 7th, 3rd due March 27tH
• National Reporting System Assessment— Within the first 45 days of enrollment
10. Describe the agency's food services and how they comply with Child and Adult Care Food
Program requirements. Attach additional sheet if necessary, but no more than one page.
The Parks, Recreation and Community Services Department Head Start Program
currently accommodates sixty preschoolers, ages 3-5, and runs September through
June. We contract with the San Bernardino City Unified School District for the
delivery of the meals and snacks. They are delivered daily to the Delmann Heights
Community Center, located at 2969 North Flores, San Bernardino, Ca. 92405. where
the Head Start program operates. Meals include milk, entree, fruit or dessert and
utensils/napkins. Student snacks consist of fruit, juice, crackers and napkins.
All meals and snacks comply with Type "A" requirements, set by the United States
Department of Agriculture for the National Student Lunch Program for students
nutritional needs. The contents of the menus shall contain such items as are
Page 4 of
ATTACHMENT C
necessary to meet these requirements. The meal and snack time is prepared as
specified below:
Meal/Snack start time(s): Morning schedule 8:00 a.m. & 11:00 a.m.
Afternoon schedule 12:30 p.m. & 3:30 p.m.
11. Is the applicant or agency/organization currently involved in any litigation?
❑ yes X no
If yes, please explain.
12. Has the applicant or agency/organization had a contract terminated during the past two
years?
❑ yes X no
If yes, please explain.
13. If the application is submitted under an agency/organization name, is the
agency/organization currently delinquent in paying any debts, invoices or taxes, or have any
commitments or potential commitments which may impact on the Applicant's assets, lines of
credit, guarantor letters, or ability to perform the contract?
❑ yes X no
If yes, please explain.
13. Does the applicant or agency/organization have any Former County Officials, as defined in
Section VII, affiliated with the organization?
❑ yes X no
If yes, please provide name(s),
14. Does the applicant or agency/organization plan to subcontract any portion of the service
delivery described in the RFA?
X yes ❑ no
If yes, include the name and address of the organization(s)/firm(s) and type of service that
will be provided.
Page 5 of
ATTACHMENT C
Food Service Agreement with San Bernardino City Unified School District, 777 North
"F" Street, San Bernardino, Ca. 92410. For the daily meal and snack for the Head Start
Programs.
San Bernardino County, Human Services Department, Head Start/Early Head Start
Preschool Program, located at 662 South Tippecanoe, San Bernardino, Ca. 92415-
0630 assist us with, health services, nutritional services, safe environment services,
disability services, mental health services, family services, community services,
transportation services,
15. Does the applicant or agency/organization agree to ensure that any complaints made by
service recipients will be referred to the County in accordance with the County's procedure
as defined in Attachment B?
X yes ❑ no
If no, please attach a copy of the agency/organization's Complaint and Grievance
Procedure.
16.1s the applicant or agency/organization willing and able to meet San Bernardino County
insurance requirements as described in Section V, Paragraph B of the RFA?
X yes ❑ no (see Attachment 1)
17.How many years of experience does the agency have in providing Early Childhood
Development services, Head Start/State Preschool services and/or Home Based Services?
Include age groups served, number of children served, curriculum used, hours of service, and
funding. Attach additional sheet if necessary, but no more than one page.
The City of San Bernardino is celebrating 29 years of demonstrated service as a provider
for Early Childhood Education for children with and without disabilities, for the Federal
Head Start Program. Through the collaborative efforts of the San Bernardino County
Department of Human Services and the City's Parks, Recreation & Community Services
Department.
18.Describe the facility/facilities to be used for Head Start/Early Head Start/State Preschool and
provide a floor plan. Include number of classrooms, restrooms, square footage, playground,
parking, etc. Attach additional sheets if necessary.
Delmann Height Community Center located at 2969 North Flores Street in San
Bernardino, is the location of the City of San Bernardino, Head Start Program. Attached
is a copy of the floor plan explaining the program area of usage. The community center
focuses on services and programs for children, families and seniors
19.Describe the facility, including street address, to be used for the Home Based Services' twice a
month socializations.
Page 6 of
ATTACHMENT C
Does Not Apply
21. List in the table below the number of sites where services will be provided, how many
children the agency will serve annually, the number of children served per site, the total
number of children to be served, the cost per child, the cities where services will be
provided, and the location and address of each site. Insert additional rows, if necessary.
Part Day, Partial Service Part Day Full, Service Full Day Full, Service
# of sites: # of sites: 1 # of sites:
# of children/year: # of children/year: 60 # of children/year:
# children/site 1: # children/site 1: 60 # children/site 1:
# children/site 2: # children/site 2: # children/site 2:
# children/site 3: # children/site: 3 # children/site:3
# children/site 4: # children/site 4: # children/site 4:
# children/site 5: # children/site 5: # children/site 5:
Total # children: Total # children: Total # children:
Cost per child: Cost per child: Cost per child
City or cities where City or cities where City or cities where
services will be provided: services will be provided: services will be provided:
City of San Bernardino
Sites and addresses: Sites and addresses: Sites and addresses:
2969 North Flores
San Bernardino, Ca.
92405
Page 7 of
ATTACHMENT C
'?2. How has the agency included parents of enrolled children in its agency's operations and in
what capacity? Attach additional sheets if necessary, but no more than one page.
Through a series of monthly meetings such as Policy Council meetings, workshops,
and trainings, We have successfully involved and improved the social interaction
with our parents and children. Parents are encouraged to volunteer and work with the
children inside the classroom with one of our four teachers. The parent's involvement
and suggestion means a great deal toward our school success, and we make sure
that they know that we take every suggestion and complaint very seriously.
Our Parent Policy Committee consists of six parents, who along with the Governance
Board, Direct any major projects which may come up for the program.
23. Describe the agency's involvement with the community. Provide a letter of support from
three of the following categories:
a) Faith Community
b) Clients Served
c) Local School District
r
d) Government Entities
e) Resource Agencies
(see Attachment 2)
24.Describe the agency's fiscal/accounting operations. Attach a copy of the agency's most
recent financial statements and the past three annual audited financial statements. The
most recent statement must have been completed within the past 18 months.
The City of San Bernardino is a municipal government agency and is staffed with
trained employees to perform the required services. The fiscal management
procedures including budget control, accounting systems, cash and banking
procedures, payroll systems and internal auditing is operated managed and
controlled through the City of San Bernardino, Finance Department.
(see Attachment 3)
The budget process is facilitated and administered annually via the Mayor, City
Council and City administration. Variances in budgeted expenses are analyzed
quarterly by the City of San Bernardino, Finance Department. Reports on such data
are disseminated quarterly. The entire City of San Bernardino must maintain a
satisfactory set of financial records in each department and all departmental records
are kept and audited by the Finance Department routinely.
Page 8 of
ATTACHMENT C
An independent auditor reviews city financial records annually. The Finance
Department is one of eleven city departments. - This department acts as the
centralized and formal means of disseminating Cost Principle Guidelines, as well as
Audit guidelines to the rest of the department/divisions. Any financial administrative
policy of long duration, which affects other operating departments of the City, which
should be brought to the attention of those departments will properly be the subject
of these Administrative Guidelines and directives from the Finance Department (see
Attachment 4). The City of San Bernardino, Parks, Recreation and Community
Services Department is constantly seeking alternative funding resources to support
various projects and programs.
25. If the agency were selected as a Delegate Agency to operate a Head Start Program and/or
a Home Based Program, how soon could services begin? Immediately
26. Provide the following:
a) a copy of the educational curriculum
b) a copy of the daily schedule of activities
c) a sample menu for one month (breakfast, lunch, and snack)
d) a copy of school calendar
e) a photograph of the outside of the facility
f) a certification of safe playground equipment (if equipment installed during or after
January 2000) (see Attachment 5)
27. List all applicant or agency/organization personnel's licenses, certificates, and credentials in
the table below.
All Applicant/Agency/Organization Personnel
License/Certificate/Credential Information
Name of Staff Member Type of Date initially Expiration
License/Certificate/ issued Date
Credential and
Number
Aaliyah K. Harkley, Senior Master Business May 2000 N/A
Recreation Supervisor Administration
Eva L. McCurdy Site Supervisor November November
Permit 060123105 2006 2011
Mrs. Maria Medina Associate Teacher September September
060144431 2006 2011
Mrs. Rita Alvarado Associate Teacher March 2006 March 2011
060243791
Mrs. Candy Nelson Associate Teacher April 2005 May 2010
Page 9 of
ATTACHMENT C
050168532
Mrs. Maria Damian Commission Teacher April 2005 May 2010
Credential
ADDITIONAL COMMENTS:
>
28. Complete and submit the following Program Budgets, as applicable, with the application.
Page 10 of
ATTACHMENT C
PROGRAM BUDGET
PART DAY, PARTIAL SERVICE/PART DAY, FULL SERVICE
Fiscal Year 2008-2009
1. PROGRAM COSTS
List only those items of cost which are chargeable, in whole or part, to the program
A. Salaries and Benefits (1) (2) (3)
COST ITEM TOTAL COST TO PERCENT CHARGED TOTAL COST
THE ORGANIZATION TO PSD GRANT TO PSD GRANT
1. Job Title: Director& Clerk
Salary: $31,160.00 $31,160.00
$19,417.60 $19,417.60
Benefits:
2. Job Title: Lead Teacher
Salary: $23,590.40 $23,590.40
Benefits:
3. Job Title: Teachers
Salary: $23,000.64 x 3 = $69,001.92 $69,001,92 $69,001.92
Benefits:
4. Job Title: Assistants
Salary: $9,758.20 x 4 = $39,032.80 $39,032.80 $39,032.80
Benefits:
i. Job Title: Custodian
Salary: $6,619.28 $6,619.28
Benefits: Total Benefit Package $76,997.46
SUBTOTALS $265,819.40
B. Administrative Costs
(1) (2) (3) (4)
COST ITEM TOTAL COST TO PERCENT CHARGED TOTAL COST
THE ORGANIZATION TO GRANT TO GRANT
1. Supplies $6,653.54 $6,653.54
2. Contractual $2,100.00 $2,100.00
3. Food Program $40,287.00 $40,287.00
4.
5.
6.
7.
8.
9.
10.
11,
12.
13. SUBTOTALS $314,860.00
14. SUBTOTALS, (A)above
Page 11 of
ATTACHMENT C
15. TOTALS $314,860.00
Page 12 of