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Home My WebLink AboutFS 2014-08-19 Item 2A - Discussion - After-School Programming Funding OptionsTO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton, David Cline, Joyce Trantina, Derek Speck Finance and Safety Committee FROM; Evie Boykan, Human Services Manager DATE: August 13, 2014 SUBJECT; Update on Afterschool Programming Plans ISSUE A joint committee composed of School District and City staff reviewed three proposals for afterschool programming at the Tukwila School District. In discussion was provision of services only at the three elementary schools. The results of this review and subsequent recommendations are provided for Council review BACKGROUND Historically the Community Schools Collaboration (CSC) organization has provided afterschool programming at all five Tukwila schools. With changing staff both within the CSC organization and at the School District, and a question of finances needed to operate the program, the invitation to serve as the provider was broadened to the YMCA, Parks and Recreation, and CSC. DISCUSSION The review committee looked at a variety of factors; model, capacity, financial stability, leveraging existing resources, and cost in order to make a recommendation. The committee were especially impressed with a proposal that includes an integrated model including Parks and Recreation as well as the YMCA. Parks and Recreation brings the experience and great visibility with the community. The YMCA brings expected and proven success in providing academic programming, coordination of health services and the ability to leverage additional funding. Both parties considered an integrated model that would cost approximately $247,050. The District has committed $80,000, however dollars are restricted by the nature of the funding source to serve underperforming students. Parks and Recreation has proposed providing all elementary school programming at the Tukwila School District. The District will offer space in each of the three schools as an in-kind resource. Transportation resources need to be arranged at the Building level, as the Buildings have discretion over dollars that would be used for this source. Transportation dollars are not included in this budget. They are estimated at $100,000 for all elementary schools. All parties would like to start programming in the fall. It is estimated that the costs from September — December will be $87,170. ($43,404 for Parks and Recreation and $56,070 for YMCA). This also presumes a cost savings of $20,400 from Parks and Recreation from paying students previously served by the Parks and Recreation. The Tukwila School District is proposing to cover the costs from Sept- December with the City covering costs from January — June. Community Schools Collaboration will be providing programming for the middle school and the high school, however the proposed external funding from Race to the Top funds may 1 2 INFORMATIONAL MEMO Page 2 not materialize until 2015. The team talked about options of amending CSC's contract, and reallocating some funds to Recreation services. They are recommending continuing CSC's contract through December 2014, with those dollars covering Showalter and Foster programming, RECOMMENDATION The Community Affairs and Parks Committee reviewed this item on August 12, 2014, and it was forwarded to the August 18, 2014 Regular Meeting to seek Council support of continued involvement in after school programming at Tukwila Elementary schools. The next phase is to consider and determine funding for the project. The Finance and Safety Committee is being asked to consider funding options and forward a recommendation to the full Council with a motion supporting a funding option that will become part of the 2015/2016 budget process. The Council is being asked to consider this item at the August 25, 2014 Committee of the Whole Meeting and subsequent September 2, 2014 Regular Meeting. ATTACHMENTS Proposed budgets from Parks and Recreation, the YMCA, and CSC (The CSC budget was submitted to the District prior to the RFQ process), W:\2014 Info Meroos-Council\afterschoolcurrent2FS,doc Tukwila Afterschool Funding Worksheet 2014 -2015 School Year NOT FINALIZED - FOR PLANNING PURPOSES ONLY Project Funding Sources Sept -Dec TOTAL entary Schools) Sept Oct Nov Dec Jan -June TOTAL Jan Feb Mar Apr May June SCHOOL YEAR TOTAL City of Tukwila a6 - - - - 100,000 16,667 16,667 16,667 16,667 16,667 16,667 - Tukwila School District 1,04 19,769 19,769 29;769 29,769 - - - - - 10,578 10,578. :� 9 74: IN -KIND TSD transportation & facility (est.l 4t# 10,000 10,000 10,000 10,000 60,000 10,000 10,000 10,000 10,000 10,000 10,000 2 ;- Parks & Recreation Fees (some familie 139,474 5,100 5,100 5,100 5,100 30,600 5,100 5,100 5,100 5,100 5,100 5,100 "51000 TOTAL Revenues 130474 34,869 34,869 34,869 34 „869 190,600 31,767 31,767 31,767 31,767 31,767 31,767 830,074 i Project Provider Costs Sept -Dec TOTAL Sept Oct Nov Dec Jan -June TOTAL Jan Feb Mar Apr May June SCHOOL YEAR TOTAL YMCA a6 14,018 14,018 14,018 ' 14,0}18 84,108 14,018 14,018 14,018 14,018 14,018 14,018 - Tukwila Parks & Recreation 10,851 10,851 10,851 10,851 63,468 10,578 10,578 10,578 10,578 10,578 10,578. jt3 872 iN -KIND TSD transportation & facility (est.) 4t# 10,000 10,000 10,000 10,000 60,000 10,000 10,000 10,000 10,000 10,000 10,000 TOTAL Costs 139,474 34,869 34,8 9 34,869 34,869 1 207,576 34,596 34,596 34,596 34,596 34,596 34,596 347,050 Surplus /Deficit W -16,9761 -2,82 -2,829 -2,829 -2,829 -2,8291- Afterschooh Recreation Program - Proposed Budget Scenario 3 - Integrated Model Parks & Recreation Implementation 55 -65 students per site (fee waived) *10 -20 additional kids per site (sliding scale fee) 1- Cascade View Elementary Rec Lead Supervisor Rec Leader Rec Leader Rec Leader Rec Leader 2 - Thorndyke Elementary Rec Lead Supervisor Rec Leader Rec Leader Rec Leader Rec Leader 3 - Tukwila Elementary Rec Lead Supervisor Rec Leader Rec Leader Rec Leader Rec Leader TOTAL COST 3 SITES Staff Cost $40,404 Supply Cost $3,000 TOTAL COST Potential Revenue ADJUSTED COST Hourly Rate Daily Hours Days School Year Cost $14.00 $12.00 $10.00 $10.00 $10.00 $14.00 $12.00 $10.00 $10.00 $10.00 $14.00 $12.00 $10.00 $10.00 $10.00 4 3 3 3 3 74 74 74 74 74 Cascade View Staff Cost Cascade View Supply Cost Cascade View Total Cost 4 74 3 74 3 74 3 74 3 74 Thorndyke Staff Cost Thorndyke Supply Cost Thorndyke Total Cost 4 74 3 74 3 74 3 74 3 74 Tukwila Staff Cost Tukwila Supply Cost Tukwila Total Cost $4,144 $2,664 $2,220 $2,220 $2,220 $13,468 $ 1,000 $ 14,468 $43,404 $ 20,400 $23,004 $4,144 $2,664 $2,220 $2,220 $2,220 $13,468 1,000 14,468 $4,144 $2,664 $2,220 $2,220 $2,220 $13,468 $ 1,000 $ 14,468 *Revenue Recovery - Sliding scale subsidy between 0 -75% (60 total kids - 20 kids per site) Subsidy Subsidy at 0% Subsidy at 25% Subsidy at 50% Subsidy at 75% # of kids 24 12 12 12 Monthly Fee $ 120 $ 90 $ 65 $ 30 Months 4 4 4 4 Potential Revenue Totals ( $ 20,400.00 $ 11,520 $ 4,320 $ 3,120 $ 1,440 4 Elementary After School Program Proposal for Tukwila School District July 18, 2014 Thank you again for considering the YMCA for after school programming at Tukwila elementary schools. We prepared Scenario#l—the"hybr\drnode|"be|nvvforprograrnnningthreedaysavveekvviththe assumption that Tukwila Parks & Recreation (P&R) would provide programming two additional days. However, after some consideration we also prepared Scenario 2 — the "integrated model" that would align Tukwila Parks & Recreation and the YMCA more as integrated partners rather than parallel programs. We are happy to implement whichever approach resonates more with the City and the School District, but we feel this second approach may be superior for the following reasons: • Better student and family xperience from integrated and streamlined programming. • One registration system for parents/families instead of separate systems depending on the day of the week. � Avoids the need for two snack programs, two different transportation plans, two sets of attendance records, etc. � A deepened partnership between the YMCA and Parks and Recreation would allow each partner to learn from—and leverage the strengths of—the other. • 5 days a week of academic programming. • 5-day/wk positions attract a better talent pool than 3-days/wk positions. Scenario #1 — the "hybrid model" heY��[AprovdesaPrognarn[oordinatorateachschooLl8hourspervveekonTuesday�VVednesday� �ndThuodays. Coordinator isrcspnnsiNe for: nveraUplanning and innp|ernentatiVnof the YK4[A'safter -p i YK4CAregistration, rnanagingtransportation onYK�CA days, attendance onYK4[A school ays,an -=�� |.~kin�snacksonYK�[Aday�. \nadditioothe Coordinator vviHcoUnbnratevviththe days, --/ool to identify target students for academic supports, work with t eac h ers an d administrators to identify learning targets and appropriate after school curriculum, coordinate dental and vision screenings. After school program will run daily from 3:15 — 5:30pm 3:15 — 3:30 snack 3:30 — 5:30 academic support programs, enrichment/arts activities, STEAM programming Approximate budget per school for school year programming (does not include summer): • Coordinator (18 hrs/wk x 45 wks) $ 14,580 • G staff (3hrs per $ I4,300 � � 4 $ • ProgrannSupplies _ , 000 • YMCA Indirect (15%) $ 6,432 TOTAL per school $ 49,312 With 6 total staff plus the Program Coordinator, each site would accommodate 55-65 students. Scenario #2 — the "integrated model" The YMCA provides a Program Coordinator at each school every school day for a total of 25 hours per week. Coordinator is responsible for: overall planning and implementation of the after school program, continuity between recreation/enrichment and academic programming, registration, managing transportation, attendance, data tracking snacks. In addition the Coordinator will collaborate with the school to identify target students, work with teachers and administrators to identify learning targets and appropriate after school curriculum, coordinate dental and vision screenings. Parks & Recreation would provide 3 staff daily to lead aligned recreation and enrichment activities. After school program will run daily from 3:15 — 5:30pm 3:15 — 3:30 snack 3:30 — 4:30 Group A (grades 1 — 3) is in enrichment/rec programs led by 3 P&R staff Group B (Grades 4 — 5) is in academic support programs led by 3 YMCA staff 4:3O-5:3O—Group • A is in academic support programs |edby3YM[Astaff • Group B is in enrichment/rec programs led by 3 P&R staff Approximate budget per school for school year programming (does not include summer): • Coordinator (25 hrs/wk x 45 wks) $ I0L250 • 3 YMCA staff (3hrs per day x 150 days) $ I0,250 • Program Supplies $ 6,000 • YMCA Indirect (15%) $ 6,975 TOTAL per school $ 53,475 With 6 total staff (including P&R staff) plus the Program Coordinator, after school programs could accommodate 55-65 students per site HIGH FOSTER FY 2013 FY 2014 FY 2013 $ Site Manager Support Staff $ 45,043 515/hr X 12 hrs/wk AmeriCorps Donated Contractors 2,380 ft Students Enrolled 30 days+ 167 50 $ 102,566 $ 78,988 MIDDLE SHOWALTER FY 2013 U FY 2014 FY 2013 $ Site Manager 46,980 Support Staff 5 $15-$17/hr 12 hrs/wk AmeriCorps Donated Contractors 8,255 ft Students Enrolled 30 days+ 118 50 $ 117,141 $ 78,988 sui2ev7 1-Cc cL Prt +0 Z-PQ ELEMENTARY CASCADE VIEW THORN DYKE TUKWILA FY 2013 FY 2014 FY 2013 FY 2013 FY 2014 FY 2013 FY 2013 FY 2014 FY 2013 Site Manager 0.5 0.5 31,195 51,420 0.5* 0.5 17,150 Support Staff 6 3 AmeriCorps 1 0 515-517/hr x 12 hrs/wk $ 2,222 4 2 2 1 $15-$17/hr 12 hrs/wk 2,222 5 2 2 1 $15-$17/hr 12 hrs/wk 2,222 ,Contractors U Students Enrolled 30 days+ 11,205 725 3,351 212 90 119 100 135 90 $ 129,771 $ 76,403 $ 126,848 $ 87,776 $ 97,408 $ 72,551 *did not work summer