HomeMy WebLinkAbout15-Community Development
CI'C) OF SAN BERNARDO>> - REQUII()T FOR COUNCIVA'COo'N
From: KENNETH J, HENDERSON
Subject: APPROVAL OF CDBC AGREEMENT WITH SAN
BERNARDINO UNIFIED SCHOOL DISTRICT
(STAY-IN-SCHOOL PROGRAM)
Dept: COMMUNITY DEVELOPMENT
Date: SEPTEMBER 25, 1986
Synopsis of Previous Council action:
On March 7, 1985, the Mayor and Common Council took action to support the
formation of a task force to consider the problem of youth remaining in school,
The Council appointed Councilman Marks to the Task Force,
In May, 1985, the Mayor and Common Council appropriated $100,000 in CDBG funds
for a "Stay-In-School" program.
Recommended motion:
Adopt Resolution,
G
Signature
Contact person:
Supporting data attached: Staff Report/Reso/ Agreement
Kenneth J. Henderson
Phone:
383-5065
Ward:
1-7
FUNDING REQUIREMENTS:
Amount: $100.000
Sou rce:
FY 1985/1986 CDBG
Finance:
f),..
Q. K./
Council Notes:
75-0262
Agenda Item No,
/~(
.
--
-
CIO OF SAN BERNARDOO - REQUOT FOR COUNCIL AdJlON
STAFF REPORT
In February, 1985, the Ways and Means Committee discussed a
number of articles in local newspapers regarding the drop-out
rate for junior high and high schools. As a result of
statistics developed by local and state education officials,
the Committee recommended to Council that $100,000 in CDBG
funds be appropriated for the purpose of establishing a drop
out intervention program.
.In March and May of 1985, the Council took actions supporting
the development of a drop-out intervention Task Force,
appointed Councilman Marks to serve as the City's representa-
tive on the Task Force and allocated $100,000 in CDBG funds
(FY 1985/1986) to finance, in part, the implementation of a
program developed by San Bernardino Unified School District
and attached to the agreement as Exhibit nAn.
The School District has set-aside funds for the program, and
has, in fact, begun carrying out various program objectives.
Adoption of the resolution would authorize and direct the
Mayor of the City of San Bernardino to execute that certain
agreement attached as Exhibit nAn to the resolution between
the City and San Bernardino Unified School District.
KJH: 10
File: STAYSCHLSTFFRP
75-0264
c
-
.. IL_
-
we
Jl
~
o
o
o
1
2
3
4
5
6
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND
DIRECTING THE EXECUTION OF AN AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND THE SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
SECTION I. The Mayor of the City of San Bernardino is
hereby authorized and directed to execute an Agreement between
the City of San Bernardino and the San Bernardino City Unified
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
School District, and with such non-substantive changes thereto as
may be approved by the Mayor and City Attorney. A copy of said
Agreement is attached hereto as Exhibit "A" and incorporated
herein by this reference as though fully set forth at length.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meeting thereof, held on the
, 1986, by the following vote, to
day of
wit:
Council Members
AYES:
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
day
of
, 1986.
Mayor of the City of San Bernardino
Approved as to form:
."~)
.' :,... .. './ / ...~Q .if"
J/.'::""'.,"}'',-' /',"-." ('/~'~.'"i.''''
Citv Attornev
1
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
J .
o
o
o
A G R E E MEN T
THIS AGREEMENT is entered into effective as of September 1,
1986, at San Bernardino, California, between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "City", and
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT, a public agency
referred to as "Subrecipient".
City and Subrecipient agree as follows:
1. Recitals.
(a) Subrecipient has requested financial assistance
from City for a four-year city assisted dropout prevention plan
using funds available through a community development block grant
from the United States of America to City.
Cb) Subrecipient represents that the expenditures
authorized by this Agreement are for valid community development
purposes, in accordance with federal law and regulations, and
that all funds granted under this Agreement will be used for no
purpose other than those purposes specifically authorized. The
specific purposes and scope of services of this particular grant
are set forth in Exhibit "A", attached hereto and incorporated
into this Agreement as though fully set forth herein.
2. payments. City shall reimburse Subrecipient for
allowable costs incurred under the scope of this Agreement and
applicable Federal regulations, which have not been paid for or
reimbursed in any other manner by any other agency.
Reimbursement will be made on an annual basis, at a rate of
$25,000.00 per year, with the total of all such reimbursements
not to exceed $100,000.00. City shall reimburse Subrecipient at
1
o
~
4 ~~
-
~
4
-
-
o
o
o
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
the rate of 50% of allowable costs until the entire $100,000.00
has been expended.
3. Term. This Agreement shall commence September 1,
1986, and terminate June 30, 1990.
4. Use of Funds: Budaet: Travel Limitations. The funds
paid to subrecipient shall be used by it solely for the purposes
set forth in paragraph l(b) of this Agreement, and in accordance
with the program budget submitted by Sub recipient to the City of
San Bernardino, a copy of which is attached to this Agreement as
Exhibit "B". This budget shall list all sources of funding for
the program covered by this Agreement, whether from State,
Federal, local or private sources, and shall identify which
sources are paying for which specific portions of the program, by
line-item, to the extent practicable. No travel expenses
incurred by Subrecipient shall be eligible for reimbursement.
Funds shall be used for purposes authorized by the Community
Development Block Grant program only, and no portion of the funds
granted hereby shall be used for any purpose not specifically
authorized by this Agreement. Only net payroll shall be
periodically reimbursed by City as an allowable cost. Any
amounts withheld by Subrecipient from an employee's pay for
taxes, social security, or other withholding and not immediately
paid over to another entity, shall not be included as wages or
expenses eligible for reimbursement as an allowable cost until
such time as the withheld taxes, social security, or other
withholdings are actually paid over to the entity entitled to
such payment. Upon such payment and the submission of evidence
of such payment to the City, such expenses shall be regarded as
2
o
.4IL
~ 3J
~
.IL.
-
-
ti1
o
o
o
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
allowable costs, and City shall reimburse Subrecipient for such
obligation. A variation in the itemization of costs, as set
forth in the proposed budget submitted to City, not to exceed 10%
as to any particular line item, shall be allowed, provided the
prior written approval of the Director of Community Development
of the City of San Bernardino is obtained, it being understood
that the total amount of the grant shall not be varied thereby.
At the end of the term, all unexpended funds shall be returned to
the City by Subrecipient. The parties intend that grant funds be
utilized within the time period covered by this Agreement, and
any funds not used shall revert to the City. No reserve for the
future shall be established with the funds except as may be
authorized to meet commitments made for services provided during
the period of the Agreement, but not yet paid for at the
conclusion of this Agreement.
5. Accountinq. Prior to the final payment under this
Agreement, and at such other times as may be requested by the
Director of Community Development of the City of San Bernardino,
Subrecipient shall submit to the Director an accounting of the
proposed and actual expenditures of all revenues accruing to the
organization for the fiscal year ending June 30, 1987. Financial
records shall be maintained by Subrecipient in accordance with
generally accepted accounting principles, in a manner which
permits City to trace the expenditures of funds to source
documentation. All books and records of Subrecipient are to be
kept open for inspection at any time during the business day by
the City, its officers or agents, and by any representative of
the United States of America authorized to audit Community
3
Ci
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
J L
o
o
o
Development Block Grant programs. Standards for financial
management systems and financial reporting requirements
established by Attachment "F" and Attachment "G" of Office of
Management and Budget Circular No. A-lID shall be fully complied
with by Subrecipient. Subrecipient acknowledges that the funds
provided are federal funds. Subrecipient's financial management
system shall provide for accurate, current and complete
disclosure of the financial results of each program sponsored by
this Agreement. It is the responsibility of Subrecipient to
adequately safeguard all assets of the program, and Subrecipient
shall assure that they are used solely for authorized purposes.
In addition to the foregoing, Subrecipient shall at its own
expense have the City-funded portion of the Stay-in-School
Program audited annually, and provide to the City a copy of the
audit report within sixty (60) days after receipt of the report
by Subrecipient.
6. Services Available to Residents: Monitoring and
Reoortinq Proqram Performance. The services of Subrecipient
shall be made available to residents and inhabitants of the City
of San Bernardino unless otherwise noted in Exhibit "A". No
person shall be denied service because of race, color, national
origin, creed, sex, marital status, or physical handicap.
Subrecipient shall comply with Affirmative Action guidelines in
its employment practices. Subrecipient shall also monitor the
25 program's activities and submit written reports quarterly, or
26 more often if requested, to the Director of Community Development
27 of the City of San Bernardino, in accordance with Attachment "a",
28 Office of Management and Budget Circular NO. A-lID. Failure to
4
o
~
o
o
o
1
2
3
4
5
6
7
8
9
10
II
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
provide such quarterly performance reports may prevent the
processing by City of Subrecipient's requests for reimbursement,
and may justify temporary withholding as provided for in
Paragraph 11 hereof.
7. Procurement Practices. If Subrecipient uses any
funds provided hereunder for equipment purchases, Subrecipient
shall comply with procurement procedures and guidelines
established by Attachment "0" to Office of Management and Budget
Circular No. A-102, "Procurement Standards". In addition to the
specific requirements of Attachment "0" to Circular No. A-102,
Subrecipient shall maintain a code or standards of conduct which
shall govern the performance of its officers, employees or agents
in contracting with and expending the Federal grant funds made
available to Subrecipient under this Agreement. Subrecipient's
officers, employees or agents shall neither solicit nor accept
gratuities, favors, or anything of monetary value from
contractors or potential contractors. To the extent permissible
by State law, rules, and regulations, the standards adopted by
Subrecipient shall provide for penalties, sanctions or other
disciplinary actions to be applied for violations of such
standards by either the SUbrecipient's officers, employees or
agents, or by contractors or their agents. Subrecipient shall
provide a copy of the code or standards adopted to City
forthwith. All procurement transactions without regard to dollar
value shall be conducted in a manner so as to provide maximum
open and free competition. The Subrecipient shall be alert to
organizational conflicts of interest or non-competitive practices
among contractors which may restrict or eliminate competition or
5
C
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
~
o
o
o
otherwise restrain trade. Subrecipient agrees to adhere to the
procurement rules specified in Office of Management and Budget
Circular No. A-I02 Attachment "0" in its expenditure of all funds
received under this Agreement.
8. Anti-Kick Back provisions: Eaual EmDlovment
ODDortunitv. All contracts for construction or repair using
funds provided under this Agreement shall include a provision for
compliance with the Copeland "Anti-Kick Back" Act (18 U.S.C. 874)
as supplemented in Department of Labor Regulations (29 CFR, Part
3). This act provides that each contractor or subgrantee shall
be prohibited from inducing, by any means, any person employed in
the construction, completion or repair of public work, to give up
any part of the compensation to which he is otherwise entitled.
Sub recipient shall report all suspected or reported violations s
to City. All contracts in excess of $10,000.00 entered into by
Subrecipient using funds provided under this Agreement shall
contain a provision requiring compliance with Equal Employment
Opportunity provisions established by Executive Order 111246 as
amended.
9. Prevailina Waae Reauirement. Any construction
contracts awarded by Sub recipient using funds provided under this
Agreement in excess of $2,000.00 shall include a provision for
compliance with the Davis-Bacon Act (40 U.S.C. 276a to 276a-7)
and as supplemented by Department of Labor Regulations (29CFR).
Under this act, contractors shall be required to pay wages to
laborers and mechanics at a rate not less than the minimum wages
specified in a wage determination made by the Secretary of Labor.
In addition, contractors shall be required to pay wages not less
6
c
- -
-
L1
14-
-
o
o
o
1
2
3
4
often than once a week. Subrecipient shall place a copy of the
current prevailing wage determination issued by the Department of
Labor in each solicitation and the award of a contract shall be
conditioned upon the acceptance of the wage determination.
5 . Subrecipient shall report all suspected or reported violations to
City.
6
7
8
9
10
11
10.
Approval of Citv of anv Charoes: Use of Prooram
Income.
City reserves the right to require Subrecipient to
obtain the prior written approval of City or any charges or fees
to be charged by Sub recipient for services provided under this
Agreement, and of any rules and regulations governing the
12 provision of services hereunder. Program income represents gross
]3 income earned by the Subrecipient from the Federally supported
]4 activities. Such earnings exclude interest earned on advances
]5 and may include, but will not be limited to, income from service
]6 fees, sale of commodities, usage and rental fees. These funds
]7 shall be used first for eligible program activities, before
]8 requests for reimbursement, or shall be remitted to the City.
]9 Subrecipient shall remit all unspent program income to the City
20 within thirty (30) days subsequent to the end of the program year
2] (June 30, 1987). Interest earned on funds advanced under the
22 Agreement shall be paid to the City.
23 11. Temporarv Withholdino. The Director of Community
24 Development of the City of San Bernardino is authorized to
25 temporarily withhold the payment of funds to Subrecipient when
26 the Director determines that any violation of this Agreement has
27 occurred. Funds shall be withheld until the violation is
28 corrected to the satisfaction of the Director or of the Mayor and
7
C
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
o
o
o
Common Council. Subrecipient shall have the right to be heard by
the Mayor and Common council if Subrecipient maintains no
violation of the Agreement has occurred, which hearing shall be
held within 45 days after the funds have first been withheld,
provided Subrecipient requests such hearing within 15 days after
such first withholding.
12. Records Retention. Financial records, supporting
documents, statistical records, and all other records pertaining
to the use of the funds provided under this Agreement shall be
retained by Subrecipient for a period of three (3) years, at a
minimum, and in the event of litigation, claim or audit, the
records shall be retained until all litigation, claims, and audit
findings involving the records, have been fully resolved.
Records for non-expendable property acquired with federal funds
provided under this Agreement shall be retained for three (3)
years after the final disposition of such property.
13. prooertv Manaqement Standards. Non-expendable
personal property, for the purposes of this Agreement, is defined
as tangible personal property, purchased in whole or in part with
Federal funds, which has useful life of more than one (1) year
and an acquisition cost of three hundred dollars ($300.00) or
more per unit. Real property means land, including land
improvements, structures and appurtenances thereto, excluding
movable machinery and equipment. Non-expendable personal
p~operty and real property purchased with or improved by funds
provided under this Agreement shall be subject to the property
management standards specified in Attachment nNn of Office of
Management and Budget Circular No. A-I02, .Property Management
Standardsn.
8
o
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
u .~ ~
o
o
o
14. Termination for Cause. City reserves the right to
terminate this Agreement and any and all grants and future
payments under this Agreement in whole or in part at any time
before the date of completion of this Agreement whenever City
determines that the Subrecipient has failed to comply with the
conditions of this Agreement. In the event City seeks to
terminate this Agreement for cause, City shall promptly notify
the Subrecipient in writing of the proposed termination and the
reasons therefore, together with the proposed effective date.
Subrecipient shall be given an opportunity to appear before the
Mayor and Common Council at the time at which the Mayor and
Common Council are to consider such recommended termination, and
shall be given a reasonable opportunity to show cause why, if any
exists, the Agreement should not be terminated for cause. Upon
determination by this Mayor and Common Council that the contract
should be terminated for cause, notice thereof, including reasons
for the determination, shall promptly be given to Subrecipient,
together with information as to the effective date of the
termination. The determination of the Mayor and Common Council
as to cause shall be final.
15. Termination for Convenience. City or Subrecipient
may terminate this Agreement in whole or in part provided both
parties agree that the continuation of the project would not
produce beneficial results commensurate with further expenditure
of funds. In such event, the parties shall agree upon the
termination conditions, including the effective date and, in the
case of partial terminations, the portion to be terminated. The
Subrecipient shall not incur new obligations for the terminated
9
C
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
_ _ d: lU
o
o
o
portion after the effective date and shall cancel as many
outstanding obligations as possible. City shall allow
Subrecipient full credit for the City's share of the non-
cancellable obligations properly incurred by the Subrecipient
prior to termination.
16. Hold Harmless. Subrecipient agrees to indemnify
and save harmless the City and its employees and agents from all
liabilities and charges, expenses (including counsel fees), suits
or losses, however occurring, or damages, arising or growing out
of the use or or receipt of funds paid under this Agreement and
all operations under this Agreement. Payments under this
Agreement are made with the understanding that the City is not
involved in the performance of services or other activities of
Subrecipient. Subrecipient and its employees and agents are
independent contractors and not employees or agents of City.
17. Amendment. This Agreement may be amended or modified
only by written agreement signed by both parties, and failure on
the part of either party to enforce any provision of this
Agreement shall not be construed as a waiver of the right to
compel enforcement of any provision or provisions.
18. Assianment. This Agreement shall not be assigned by
Subrecipient without the prior written consent of City.
19. Notices. All notices herein required shall be in
writing and delivered in person or sent by certified mail,
postage prepaid, addressed as follows:
/ / / /
/ / / /
10
C
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
-
o
o
o
As to City:
Kenneth J. Henderson
Director of Community
Development
City of San Bernardino
City Hall, Fifth Floor
300 North nDn Street
San Bernardino, CA 92418
As to Subrecipient:
E. Neal Roberts, Ed. D.,
Superintendent
San Bernardino City
Unified School District
777 North nFn Street
San Bernardino, CA 92410
20. Evidence of Authoritv. Subrecipient shall
provide to City evidence in the form of a certified copy of
minutes of the governing body of Subrecipient, or other
adequate proof, that this Agreement has been approved in all
its detail by the governing body of Subrecipient, that the
person(s) executing it are authorized to act on behalf of
Subrecipient, and that this Agreement is a binding
obligation on Subrecipient.
IN WITNESS WHEREOF, the parties hereby have executed this
Agreement on the day and year first hereinabove written.
ATTEST:
CITY OF SAN BERNARDINO
By
City Clerk
Mayor
Approved as to legal form:
SUBRECIPIENT:
.-j .". .' \./ /.....:./2 '
.' - ..... ",:L4... . ".,. .. ,.'t~
V "j>'"
City Attorney
SAN BERNARDINO CITY
UNIFIED SCHOOL DISTRICT
By
Superintendent
of Schools
11
c
o
o
o
San Bernardino City Unified School District
Proposal for City Dropout Prevention Plan
February 1986
Subcommittee Charge
Develop a plan to use the $100,000 funds set aside by the City Council
to alleviate the dropout problem. It was suggested that the plan should
include funding from the School District in matching or possibly double
the amount to be given by the City. In addition, emphasis was given to
developing a program at a level which would have the possibility of
showing results within a relatively short time period.
Goals
To develop a Dropout Intervention Program modeled after and using
components of the successful Drug Intervention Program.
To develop a program which would allow greater utilization of the
relatively limited number of staff members with the training,
personality, and motivation necessary to successfully make a difference
with high risk youth.
To develop a program which provides coordination of the new program with
the large number of programs already in place in the high schools to
help the dropout-prone student.
Program Components
1. Involve senior high school head counselors as the Coordinators of a
School wide Dropout Prevention Program by releasing them for two periods
from their regular counseling responsibilities. This would allow them
to continue their head counselor responsibilities as well as retain some
of their regular counselees. Part-time counselors would be hired for
the released periods.
(3 Head Counselors released 2 periods per day = $45,000)
2. Provide time for the teachers, who have already been trained in the
Drug Abuse Program as facilitators, to work with potential dropouts.
This would include group and individual contact and supervision and
assignment of peer counselors.
(17 Drug Facilitators released 1 period per day = $125,000)
.-
r,HI41 r ~"
..t;;I
_ _ L1
III
-
~
-
-
c
o
o
o
3. Provide training for a group of high school students to act as peer
counselors for students in jeopardy of dropping out. In some schools, a
cadre of students may already be trained and available due to the large
numbers of students who have volunteered for the Drug Suppression
Program. Training based on an extension of the Drug Suppression Peer
Counseling Program is envisioned with an extra emphasis placed on the
dropout. The five teachers at each comprehensive high school who serve
as facilitators for the Drug Program would also coordinate these
activities. Training would be provided by the personnel from the Drug
Suppression Program with input from counselors and teachers involved in
Dropout Prevention.
(Estimated cost of inservice: $1,000)
4. Allow selected counselors and/or teachers to be able to work more
intensively with their high risk counselees by providing funding to pay
them to work 2 weeks after the close of school to counsel students
individually who are in need of summer school work. In addition, they
would be given the opportunity to work 2 weeks prior to the opening of
school with high risk 10th, 11th, and 12th grade students as well as
with incoming 9th grade students in developing a 4-year plan and
providing orientation for a successful beginning.
(Up to 19 counselors/teachers for 1 month = $ 68,400).
Budget
Depending on the level of funding agreed upon by the City and School
District, components could be deleted or decreased to fit the budget.
The budget has been estimated based on a full year implementation of the
program. If the program would be implemented for only one semester, the
budget would be reduced accordingly. The duration of the funding over a
period of time is a factor which must be considered when additional
personnel are involved. The majority of the components involve mainly a
reallocation of resources rather than additions of new personnel.
See attached Budget components
JjIj1
4. __
-
cs
o
BUDGET
Component 1:
3 Head Counselors released
2 periods per day
Component 2:
17 Drug Facilitators released
1 period per day
Component 3:
Training of Peer Counselors
Component 4:
19 Counselors for 1 month
each in summer
TOTAL
Dropout Subcommittee Members:
Mi ke Davi tt
Herb Fischer
Mary Jo Poindexter
Janet Paule
Loretta Middleton
Molly Helms
1II
-
o
$45,000
125,000
1,000
68,000
$239,400
ex"'" 'r "s"
~
-
o
~ ..JI..
.
L
~
j
.
()
o
o
o
C I T Y 0 F SAN B ERN A R DIN 0
INTEROFFICE MEMORANDUM
8610-305
TO: Ray Schweitzer, Acting City Administrator
FROM:
Kenneth J. Henderson,
Development Dept.
SUBJECT: Stay-In-School Program
Director,
Community
DATE:
October 6, 1986
(6854)
COPIES:
Allen R. Briggs1 File
Per the request of the Mayor and Common Council this date,
the following summarizes Community Development Department
staff participation in the program noted above. As I indi-
cated to Council this morning, I received a copy of the
correspondence dated September 15, 1986 from the City
Attorney's Office to the San Bernardino Unified School
District (SBUSO) Superintendent requesting the District's
comments, if any, on the proposed agreement. I provided my
comments to the City Attorney's Office and to Dr. Roberts and
Nancy Rucker of the District which were incorporated into the
agreement scheduled to be considered by the Mayor and Common
Council on October 6, 1986. I have no knowledge of the delay
in time between the action taken by Council on April 4, 1986
approving the agreement with SBUSD and action being
considered today, inasmuch as the City Attorney's Office was
handling this particular agreement.
with respect to Council's concerns relating to possible
changes in the parameter's of the program design, I have
compared the narrative statement included in the project
description attached to the agreement to that attached to
Councilman Marks' report previously submitted to the Mayor
and Common Council on April 4, 1986. The only significant
changes appear to be the difference in School District
funding for the program, $260,000 in Councilman Marks report
and $239,400 in the budget attached to the staff report and
the lack of an evaluation component in the item under
consideration today. It should be noted, however, that the
cost of the proposed evaluation component was estimated at
$2,500 and only partially makes up the difference between the
proposed and current budgets ($20,600).
Except for the above, all other salient features of the
project description appear to be in order.
/5
o
. ~
:;.
o
INTEROFFICE MEMORANDUM: 8610-305
Stay-In-Schoo1 Program
October 6, 1986
page 2
b~~,.k,~~'.n. h.oto,
Community Deve1op~epartment
KJH:1b
8610-305
o
.l..
-
J
o
4 4
>>
~
1
o
C I T Y ". SAN B B~N A R DIN 0
lITEROPPICB MBK1!RANDUM
8604-l001
o
TO: Bonorable Mayor and Common Council
PROM: Council Office, Ward Pour
SUBJECT: Stay-In-School Task porce
DATE:
April 4, 1986
(6669)
COPIES:
-------------------------------------------------------------
PY 85-86 CDBG budget includes a sum of $100,000 to be
utilized as budgetary support for a .Stay-In-School. anti-
dropout program. The Council in making this specific allo-
cation recognized the severity of the dropout problem in San
Bernardino and the need to develop an intergovernmental
strategy to help facilitate community objectives in this
regard. Consequently, the Council authorized the formation
of an intergovernmental .Stay-In-School. Task porce with the
elected official membership consisting of Mary Jo Poindexter
(President of the San Bernardino Co..unity College District),
Elisa Diaz and Boward Grossman (San Bernardino Unified School
District) and myself representing the City.
The Task Porce charged itself with developing a cost-
effective anti-dropout program which would bring forth
measurable, predictable results, given the. constraint of
limited resources. In this endeavor the Task porce invited
numerous interested groups, organizations and persons to
participate in its deliberations. The net result of this
activity led the elected officials to the conclusion that a
critical need existed for specialized counseling services in
the transition grades between intermediate school and high
school. Consequently, the Task Porce's efforts over the past
few months have been centered on developing and refining the
attached program scenario entitled .San Bernardino City
Unified School District - Proposal Por City Dropout ~re;;~-
tion Plan - P.bru.~y 1986.. We recommend that the Council
adopt this plan of action and fund accordingly.
The recommended program is a 4-year pilot project which
will cost approximately '360,000, the City to fund $100,000
and the School District to fund a minimum of '260,000 of the
program costs. The goal of the program is to identify a
minimum of 100 high risk students at a point early in their
transition years to high school and to provide professional
intervention strategies with predictable positive results
including graduation at the end of four years. The grant
~ ~ 1
o
INTBROFFICE MBMORAND01r? 8604-1001 <:)
Stay In Scbool Task Force
April 4, 1986
page 2
o
"
funds will provide professional counseling services, certi-
ficated teacher services, student peer counseling training
and operational program support. Inasmuch as drug abuse is
often correlated with student dropout problems, the program
benefits will spillover to other community objectives
associated with our .War On Drugs..
I have invited the other Task Force members and School
District officials for a 3:00 p.m. (approximate time) hearing
on Monday on this matter.
During our deliberations we received proposal scenarios
from Dr. Mildred Henry (Operation Retain) and Dr. Armando
Navarro (Phoenix Project). Although we are recommending
funding for the School District proposal outlined above and
detailed as attached, we suggest you also review the attached
individual program scenarios from Drs. Henry and Navarro. I
have also invited both of them and their staff members to
make presentations at the hearing.
Counc Iman Steve Marks
Chairman
Stay-In-School Task Force
SM:ej
.
.
. -,
~ Bernardino City Unified 0001 District
l. Neal Roben&, Ed.D. SuperintendeDl
.
.
o
r:: :.~.: -I; .... 2: 31
April 4, 1986
Councilman Steve Marks
300 North D Street
San Bernardino, CA 92401
Dear Steve:
V___n"
n.ere'. No Better PIaeo To Lean>
The programs instituted in our District within the last two years
to focus specifically on dropouts total approximately $700,000.
In addition, two on90in9 programs that have as one of their prin-
cipal objectives the reduction of dropouts--Sierra and San Andreas
high schools--total approximately $2 million.
Sincerely,
lo.(;
E. NEAL ROBERTS
Superintendent
ENR/cs
Attachment
ornCE OF TIfE SUPERINTENDENT
777 North F Street . San Bernardino, CA 92410 . (714) 381,1240
~ J
INTefFFICE COMMUNlt.::>nON 0
Subi.."
Do'.'
April 4, 1986
Dicto,.d by,
The approximate 1985-86 costs for the ne~ly implemented dropout
programs are as follows:
Independent Study
601 School
Study Support Class
Tutorial
High School Attendance Progr~m
Elementary/Intermediate
Counselors (3 elem., 2 sec.).
$ 50,000
100,000
100,000
. ..50,000
.200,000
200,000
$700,000
Sierra High School
San Andreas High School
$1,500,000
$ 500,000
Z.l
"
A.
L
o
o
o
o
~
.
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
Proposal for City Dropout Prevention Plan
February I986
Subcommittee Charges
The subcommittee of District personnel from the City Dropout Committee
was asked to develop a plan to use the $100,000 funds set aside by the
City Council to alleviate the dropout problem. It was suggested that
the plan include funding from the school district matching the amount to
be given by the city. In addition, emphasis was given to developing a
program at a level which would have the pOSSibility of showing results
within a relatively short time period.
The subcommittee wrote this proposal with the following underlying
considerations:
To develop a Dropout Intervention Program modeled after and using
components of the successful Drug Intervention Program.
To develop a program which would allow greater utilization of the
relatively limited number of staff members with the training,
personality, and motivation necessary to successfully make a
difference with high risk youth.
To develop a program which provides coordination of the new program
with the large number of programs already in place in the high
schools to help the dropout-prone student.
Overview
Over the past several years, the San Bernardino City Unified School
District has recognized the problem and has implement.d programs to
address the numbers of students who are potential dropouts from the
school system. These programs have taken the form of both preventative
(elementary and intermediate counseling programs, remedial laboratory
programs in basic skills, improved curriculum, character education, and
programs that address absenteeism and truancy) as well as intervention
programs. Several programs designed for intervention with students
already experiencing problems and exhibiting characteristics identified
with dropouts have already been implemented at the comprehensive high
schools. These include after-school tutoring; self-contained classes
for some 9th and 10th graders; an intensive student attendance program
involving special counselors, computerized attendance records, and
automatic telephoning devices; an intensive substance abuse program;
improved reporting to parents of proficiencies passed, of deficiencies
in credits, and of units needed for graduation, a districtwide
independent study program, two alternative schools, on-campus suspension
classes, remedial laboratories and courses; and an expanded summer
school program.
4.
o
o
o
o
,
In addition, the District has developed a definition of a dropout and
set up the procedures to collect data based on that definition. From
these data, the profile of a dropout will be generated, along with the
profile of a graduate, in order to help the District plan better
preventative programs which relate directly to factors influencing
dropouts in this District. - . ,_. .
A major need seen by the Dropout Subcommittee which formulated this
proposal was the coordination and focusing of these existing programs
and services on students for whom there is a reasonable chance for
success.
In addition to the coordination, the provision of a knowledgeable,
infonned, caring, and interested professiOllalpo.,f1as' resources at n
his/her disposal and till! to act 1$ ,a teacber_idvocate ,and Haison for __
the identified students between 4ndividual.teachers"the D~strict.'the
school, and the family, is seen as essential. A key resource available
to the teacher advocate would be a cadre of understanding, trained, peer
counselors to work with and relate to individuals and/or small ,roups of
potential dropouts as friends and role models. The teacher wou d have
one hour a day free from classes during which to identify appropriate
strategies to meet individual needs, work with small groups, meet with
the teachers to assess student progress, contact parents, etc. It is
envisioned that the teacher advocate, with the help of a counselor,
would focus the appropriate program or component on each high risk
student according to his/her individual need. This would include
helping a student find a way to make up credit deficiencies immediately
rather than waiting until he/she is too far behind to catch up. This
might include taking additional courses during the regular school year,
investigating independent study possibilities, and/or attending summer
schoo 1.
Scope of Project
It is proposed that this project be funded as a pilot project to be
implemented at one comprehensive high school site with another site to
be designated as a control for the purpose of evaluation. The long-term
goal would be to identify a minimum of 100 high risk students at a point
early in their high school careers and provide intervention strategies
which would result in their remaining in school and graduating at the
end of four years.
Time Span
It is proposed that this project be funded as a four-year pilot. The
beginning date of the project would be September, 1986, with annual
interim evaluations and a final evaluation following the graduation
ceremonies of 1989-90.
Identified Group of Students
Statistics are being gathered and will be analyzed to help focus the
project on the appropriate group of students. However, the assessment
of professional educators based on preliminary data has led to the
following recommendation:
-2-
J:l.
o
o
o
o
=
Approximately 100 students would be identified early in their high
school career (preferably at the end of the 8th grade) using
indicators which would identify them as high risks for becoming
dropouts.
Selection would be made on the basis ef those who showed the most
potential of profiting from the four year .fntervention--those ~fth
fewer numbers of F's, those whose family history indicates that
they are seem likely to remain in the school until graduation, and
other factors to be determined. A similar group of students will
be identified at another high school to act as control group.
Goals
The long-term goal is that identifiedstudents..w111 remain in scllool and
complete necessary requirements to graduate..,,~ - ..,
The short-term goal is that each year students who have been identified
as high risk students will be provided with appropriate intervention
strategies with the result that they will earn the required number of
credits within the school year to be promoted to the next higher grade
level. Measurable objectives will be developed which will focus on
yearly accomplishments that will allow the long-term goal to be met.
These specific objectives, including expected percentages ef students
,who will fulfill credit requirements and graduate, will be determined by
selected high school staff members in conjunction with the Educational
Services Division and will be submitted and approved prior to the
implementation of the program.
The following components are seen as essential to the success of this
project.
Component 1
Designate a counselor of the selected high school, preferably the head
counselor if feasible, as the Coordinator of School Dropout Prevention
Program and give him/her two additional released periods from hiS/her
regular counseling duties to carry out this additional responsibility.
This would involve the formation of the Dropout Prevention Steering
Committee composed of persons involved in all aspects of the school's
intervention programs and the coordination of all existing programs with
the new elements contained within this proposal.
(Cost: 1 counselor released 2 hours per day c $15,000)
-3-
- - 4 ~ -
0 0 0 0
f
Component 2
Select five teachers, preferably from five different subject areas, who
exhibit a caring, interested, and accepting attitude toward students and
a willingness to work as a teacher advocate/lfafson person with'hfgh.'---'
risk students. These could be persons who have alreadyreceivect :' - _-
training and are participating fn the Drug Abuse Program. . These.
teachers would be released foranaddftfonal one period a day to counsel
with students, trafn and assfgn peer counselors to high risk students,
meet with other teachers and/or administrators on the student's behalf,
and confer parents. Each teacher would be assigned approximately 20
fdentified high risk students and four trAined peer ~ounse}Qrs .wf-th wholll--,-_ _ _
to work. ",-, '
(Cost: 5 teacher advocates released 1 period per day-$37 ,000) 0-
Component 3
Provide training for a group of high school students to act as peer
counselors for students in jeopardy of dropping out. In some schools, a
cadre of students may already be trained and available due to the large
numbers of students who have volunteered for the Drug Suppression
Program. Training based on an extension of the Drug .suppressi4n,Pur
Counseling Program is envisioned -With an extra -emphasis pllced on 'the
dropout. The five teacher advocates would coordinate these activities.
Training would be provided by personnel from the Drug Suppression
Program with input from counselors and teachers involved in Dropout
Prevention Programs.
(Estimated cost of inservice ~ $800)
Component 4
Provide a total of 20 days for the counselor and the five teacher
advocates to work with the high risk students to help them achieve their
short-term goals. The two weeks immediately after school is out would be
spent contacting students who'had failed courses and, thus, were in need
of summer school fn order to complete the required number of credits for
that year. This would include parent contacts, home visits, help
through summer school registration, etc. The two weeks immediately
prior to the opening of school would be spent in personal contacts with
high risk students, helping students select appropriate classes and
teachers, reviewing schedules, developing a four-year plan, etc.
(Cost: 1 counselor and 5 teacher advocates for 1 month during the
summer ~ $22,000)
Component 5
Develop an evaluation plan based on the specific objectives written by
the staff involved. This plan would include a four-year longitudinal
study with interim specific evaluation data gathered and presented
annually. The evaluation design may include objective and subjective
data such as test scores, grade point averages, attendance figures,
-4-
- -
o
o
o
o
credits earned, as well as measures of student, teacher, and parent
attitudes and opinions. It is essential that the evaluation be
conducted over a four-year period if we are to determine the success of
a program designed to keep high risk students in school until they
graduate. However. it is recognized that the ability of the District to
use the long-term data to make generalizations .il1 be limitedJby the "
numbers of students from the original group-who remain in the District
throughout the four-year period. Efforts wi]l.be ..de to,select _
students likely to be in the District until graduation and to.follow
them if they move within the District. Data will be collected yearly as
an evaluation of specific efforts and results during that year. At the
beginning of each school year. a review of each student will be made and
those who have moved will be replaced-cin the project-lfith_stlldents . from _,.,-
the treatment grade level with characteristics similar_to-the original
group. The data for these latter.additions will-be reported separately.
(Cost: Computerized data collection. handdata:collection. ~
instrument purchase or development'- $2.500)
Budget Considerations
It is proposed that a fairly small scale, less costly program. be funded
as a pilot in one school over a four-year period. The first year's
costs are estimated at approximately $80.000. When considered IS a
four-year program, the total cost.ould be approximately $360.000-with
~llowances made for inflation and salary increases. If the City Council
and the Board decide to jointly fund the project, there are a number of
vari,tions in funding which could be explored.
-5-
o
o
o
o
Budget for Pilot Program
Component 1:
1 Counselor (preferably the head counselor)
released 2 periods per day
Component 2:
5 Teacher Advocates
released 1 period per day
$15,000
., 37,000
Substitutes for teachers for staff development
1 day per IlOnth - 5 x 9 x 60 . .
Component 3:
Training of Peer Counselors
Component 4:
5 Teachers & 1 Counselor
for 20 days each in summer
Component 5:
.Evaluation - data collection, instrument
development or purchase, etc.
.2.700
800
. .22,000
2,500
$80,000
-6-