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Home My WebLink About12- Parks, Recerations & Community Services I Ci T Y OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Subject: RESOLUTION OF THE CITY OF SAN From: ANNIE F. RAMOS, DIRECTOR BERNARDINO AUTHORIZING THE Dept: PARKS, RECREATION & COMMUNITY SERVICES DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT TO EXECUTE A Date: SEPTEMBER 16, 1997 CONTRACT WITH SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT TO PROVIDE YOUTH MENTORING SERVICES. Synopsis of Previous Council Action: None. SEP 17 1997 Recommended Motion: Adopt the Resolution. Signature Contact person: John A. Kramer Phone: 384-5031 Supporting data attached: Staff Report, Resolution & Agreement Ward: N/A FUNDING REQUIREMENTS: Amount: Source: (Acct. No.) (Acct. Description) Finance: Council Notes: Res 97- Agenda Item No. 9/15/97 tlg youth mentoring services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT TO EXECUTE A CONTRACT WITH SAN BERNARDINO UNIFIED SCHOOL DISTRICT TO PROVIDE YOUTH MENTORING SERVICES. The Mentoring Program was established in April of 1995 as a project of the Mayor's Youth Task Force. The initial funding came from the city and the San Bernardino City Unified School District as a partnership to provide both mentoring and the Late Night Hoops Program. Funding of the program has been uncertain. Consequently, this department, with the support of the Youth Task Force, has been pursuing alternative funding through a variety of grants and collaborations. Department staff received information on a state grant and proposed a collaboration with the school district. The grant proposal called for the institution of mentoring in 15 city schools over a three year period. Mentoring service will work hand-in-hand with the district's objective of having every child read at grade level by the third grade. The School District was the grant applicant (the city was not a qualified applicant) to the State Office of Criminal Justice Planning. The district has received confirmation on the grant and is desirous to have the city provide the mentoring services. The grant will provide funding of the Mentor Coordinator's salary as well as provide for two part-time assistants, equipment, supplies, and associated costs for a period of 30 months, from September 17, 1997 through March 31, 2000. Total value to the city is $190,000 over the grant life. tjg 9/15/97 youth mentoring services CONTRACT Between the SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT (DISTRICT) And the CITY OF SAN BERNARDINO, PARKS, RECREATION & COMMUNITY SERVICES DEPARTMENT (CITY) 'i Concerning the JUVENILE MENTORING PROGRAM (JUMP) I The purpose of this Contract is to define how the San Bernardino City Unified School District (the DISTRICT) and the City of San Bernardino, Parks, Recreation & Community Services Department (the CITY) will work cooperatively to expand the existing City of San Bernardino Mentoring Program. Under the guidelines of the Juvenile Mentoring Program Grant, mentoring services will be provided to at-risk elementary students enrolled at 14 eligible schools (added progressively over a 3 year period, per terms of the Grant.) 1. DURATION OF THIS CONTRACT This contract shall be for a period beginning September 17. 1997, through March 31. 2000, unless terminated earlier or extended. It may not be assigned, but may be renewed or modified by mutual written consent of the parties hereto. Either party may terminate their participation in this Contract upon thirty (30) days advance written notice. 2. CITY SHALL: a. Oversee all Juvenile Mentoring Program operational issues, including the hiring, compensation, supervision, evaluation, discipline, and monitoring of project staff. b. Recruit, screen, train, monitor, and evaluate all adult mentors required by the grant, and provide any necessary materials and supplies. C. Develop and distribute program brochures, forms, and appropriate letters for school sites. All materials must be approved, in writing, by the District's Assistant Superintendent, Student Services, in advance of distribution. The District's "Flyer Distribution" procedure (administered through the Business Services Office) shall be followed. d. Work in cooperation with the schools to ensure a compatible and effective match between the mentors and students; conduct school orientation for mentors. e. Schedule, agendize, conduct, and produce minutes for monthly Mentor Support meetings and monthly Advisory Board meetings. f. The City, its agents, employees, and mentors, in the performance of this Contract, shall act in an independent capacity and not as officers or employees or agents of the DISTRICT. g. Be aware of school policies, procedures and regulations and inform Mentors, so that they will comply with the DISTRICT rules and regulations. h. Prepare reports and provide documentation of activities as requested by the DISTRICT. i. Ensure that Mentors obtain and pass a TB Test and criminal record check; commit to work for one full school year; meet with their assigned students one hour per week at their school campuses; mentoring activities do not interfere with students' instructional programs; provide at least one on-the-job contact, such as work observation, shadowing, etc., per quarter; maintain regular contact with the students' counselor; participate in at least one of the following_activities: Mentor Career Day/Shadowing Y Y Da Nolunteer Da at School Campuses/Community Events; and, maintain the confidentiality of students as required by law and DISTRICT policy. j. Ensure that mentors are assigned to work only with students who have a written parent/guardian permission slip on file at the school site. k. Ensure, as required for all visitors, that the mentors check in with the District school site office personnel each time upon arriving and before leaving a District school site during school hours. 1. Conduct annual Volunteer Awards Ceremony. m. Work in cooperation with the DISTRICT to conduct formal evaluation of program objectives, statistical data, and participant feedback. n. Prepare and submit in a timely manner and in a format acceptable to the DISTRICT, all reports and documentation requested by the DISTRICT for purposes of complying ! with grant or fiscal requirements. i 3. DISTRICT SHALL: a. Identify students who qualify for JUMP and obtain written parental permission for participation. b. Provide in-kind, school-based/school-linked services at each of the qualifying school sites. (i.e. Staff support and appropriate meeting facilities.) C. Work with the CITY to match mentors and students. I I i d. Not be responsible for the actions of third parties. . e. Encourage parents to maintain involvement in the Mentor/student relations hi p f. Provide District/School staff services related to the project (i.e. school counselors, attendance verifiers, research and analysis and necessary data for the formal evaluation of project objectives) on an in-kind basis. g. Provide the CITY with applicable District policies, procedures, rules, and regulations as requested. (E.g. Volunteer Policy, Visitor Policy, Non-Discrimination Harassment Policy, Drug/Alcohol Policy) h. Attend or send representatives to all Mentor Support meetings and Mentoring Program Advisory Board meetings. i. Pay the CITY after receipt and approval of quarterly invoices for properly documented mentoring services rendered under this contract, which qualify for payment from grant funds, according to the Juvenile Mentoring Program Grant guidelines. Documentation may include, but is not limited to: payroll registers, time cards, receipts, mileage reimbursement vouchers. 4. FINANCIAL AND RELATED PROVISIONS a. The amount paid to the CITY for services rendered under this Contract according to the Juvenile Mentoring Program Grant guidelines is not to exceed $190,000.00, over the term of contract. Payments shall be made to the CITY on a quarterly basis, after the DISTRICT has received a properly documented invoice for services provided. f b. The funds to pay the CITY for services rendered under this Contract shall be taken from DISTRICT Program Account# 520C, the Juvenile Mentoring Program Grant Account. This account will be reimbursed for these expenses on a quarterly basis by the U.S. Department of Justice, Juvenile Mentoring Program Grant funds. C. Except as provided herein, there shall be no financial or in-kind remuneration to or from either party and there shall be no other cost to the DISTRICT, and no cost to the school, students, or parents/legal guardians for any of the services provided under this Contract. d. In the event of early termination, payment shall be made for all services which qualify for payment hereunder through the termination date. e. All payments hereunder are contingent upon continuation of the Juvenile Mentoring Program grant funding to the DISTRICT. In the event that the Juvenile Mentoring Program grant funding is reduced during the term of the Agreement, this Contract shall be amended to account for reduced funding. Any expenditures incurred or services provided by the CITY, which are: 1) in support of the grant goals, but are in excess of the grant funds allotted hereunder, or 2) not in support of the grant goals as determined by the United States Department of Justice, Office of Juvenile Justice and Delinquency Prevention (OJJDP) or DISTRICT as fiscal agent for the OJJDP and therefore do not qualify for payment from grant funds, or 3) disallowed for any reason by the OJJDP, shall be the financial responsibility of the CITY, and the CITY agrees to promptly repay any grant monies already received, for any expenditure or service which is determined to be ineligible for payment from grant funds. Under no circumstances shall this contract obligate any DISTRICT funds other than the JUMP Grant funds specified. JUMP Grant monies are obligated only to the extent that CITY expenditures qualify for reimbursement under JUMP grant guidelines and OJJDP regulations. 5. MUTUAL HOLD HARMLESS The DISTRICT and the CITY each hereby agree to indemnify, defend and hold harmless the other party and its departments, agents, officers and employees from any and all claims or sums which the indemnified party or any of its departments, agents, officers and employees may be obligated to pay by reason of any liability of any kind imposed upon them, including damages to property or injury to, or death of persons, arising out of the performance or nonperformance of the indemnifying party's obligations pursuant to the Contract or caused by any error, omission, or act of the indemnifying party, its employees, or of any others for whose acts the indemnifying party is legally liable. Said sums shall include, in the event of legal action, court costs, expenses of litigation, and reasonable attorney's fees. 6. NON -DISCRIMINATION The CITY certifies it will not discriminate on the basis of race, color, national origin, ancestry, sex (including sexual harassment), marital status, handicap, disability, medical condition, religion, or age in any of its policies, procedures, or practices in compliance with: • Title VI and VII of the Civil Rights Act of 1964, as amended (pertaining to race, color, national origin, and religion); • Title IX of the Education Amendments of 1972 (pertaining to sex); • Section 504 of the Rehabilitation Act of 1973 (pertaining to handicap); • The Age Discrimination Act of 1975 (pertaining to age); • The Fair Employment and Housing Act of 1980 (pertaining to ancestry, race, national origin, color, sex, religion, 0 physical handicap, medical condition, marital status, and age); and • The Americans with Disabilities Act of 1990 (pertaining to disability) This non-discrimination policy covers admission and access to, and treatment and employment } in, DISTRICT's programs and activities. i IN WITNESS WHEREOF, the parties have executed this Contract as set forth below: CITY OF SAN BERNARDINO, SAN BERN,ARDINO CITY PARKS, RECREATION UNIFIED SCHOOL DISTRICT & COMMUNITY SERVICES Annie F. Ramos Judy D. White Director Assistant Superintendent Parks, Recreation & Community Student Services Services Department Date Date