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Home My WebLink AboutReg 2014-08-18 Item 5 - Motion - After-School Programming at Tukwila Elementary SchoolsCOUNCIL AGENDA SYNOPSIS --Initials Meet* Date Prepared ny 7!9yori review Counc;i1 rOnn 08/18/14 EB \(,1 \I) \ Ili m ii ii Tukwila School District ( \11 ( R MY l)t■c _ \i/ 1)i `1)( r\;::,( )1t ( ollthz/ If Ion z1401/011 ,■11;1)A 8/J1/14 Rclobilon 1,11f1),-ile 1 1 1)( I) Ord/lid/1c A N 1)ate Bul ' lipard ANDah Pub/t, 1 karing Allt Date 011ier 1 1g Dal, 11 1R — I 'IEi,ip E I /rc IT PC—R 7 Polhe PIV ,14a)o, Providers have been recommended for the After School progam at the Tukwila School ::...,1,\IN1\10 District Elementary Schools. Budget issues have been identified for both September - December programming as well as January - December. The Council is being asked to consided a motion to support the City's involvement in after school programming at the Tukwila Elementary Schools. The FS meeting will consider funding options at their August 19 meeting. ITEM INFORMATION ITEM No, 5 155 Si \i 1 S1)( )■( )R EVIE BOYKAN After School Programming ( )RI(,IN \I ,\(,I NH\ D111 08/18/14 \(,1 \I) \ Ili m ii ii Tukwila School District ( \11 ( R MY l)t■c _ \i/ 1)i `1)( r\;::,( )1t ( ollthz/ If Ion z1401/011 ,■11;1)A 8/J1/14 Rclobilon 1,11f1),-ile 1 1 1)( I) Ord/lid/1c A N 1)ate Bul ' lipard ANDah Pub/t, 1 karing Allt Date 011ier 1 1g Dal, 11 1R — I 'IEi,ip E I /rc IT PC—R 7 Polhe PIV ,14a)o, Providers have been recommended for the After School progam at the Tukwila School ::...,1,\IN1\10 District Elementary Schools. Budget issues have been identified for both September - December programming as well as January - December. The Council is being asked to consided a motion to support the City's involvement in after school programming at the Tukwila Elementary Schools. The FS meeting will consider funding options at their August 19 meeting. 1/i \ it \\ I 1 Iil MW NItg I ',dim-, Cnite 1)\ 17 8/12/14 CA&P Crnte I^&S Cite TranToi tation ( Ante Park,i Comm Planning Comm c()mm-rriTi, (:t 1AI -, DUFFIE Art,' Comm RECOMMENDATIONS: SP( )N.( )R/i\i):\ii (7 ) \1\1I N Mayors Office, Human Services 11 1 Unanimous Approval; Forward to Council COST IMPACT / FUND SOURCE IAN \ DI 1 URI RI QIIIRI I) AMOI IN I BUDGI II f) APPROPRIA I ION RI Ql 1) $100,000 Fund Source: GF C'orimicrils MTG. DATE RECORD OF COUNCIL ACTION 08/18/14 MTG. DATE ATTACHMENTS 08/18/14 Informational Memorandum dated 08/13/14 Proposed budgets from Parks and Recreation, YMCA, CSC Minutes from the Community Affairs and Parks Committee meeting of 08/ 2/ 4 155 156 TD: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL U��U�n��U� nn�n ��n�n�n��o n��n��u~ n�n�~n�n��n�x��n��n�n Mayor Haggerton, David Cline, Joyce Trantina, Derek Speck Community and Parks 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 organization has provided afterschool programming at all five Tukwila schools, With changing staif both withn the CSC organization and at the School District, and a question of finances needed to operate the progranl, 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, capaChv, 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 proQrannrning, 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 |eve|, 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 sohoo|, however the proposed external funding from Race to the Top funds may not materialize until 2015. The team talked about options of amending CSC's contract, and reallocating some funds to Recreation services. 158 INFORMATIONAL MEMO Page 2 They are recommending continuing CSC's contract through December 2014, with those dollars covering Showalter and Foster programming. This item was discussed at the August 12 Community Affairs and Parks Committee meeting and the Committee suggested this item move forward to the August 18 Regular Council meeting for further discussion. With the school year beginning in early September, the timeliness of this issue is very important. RECOMMENDATION Staff is recommending that the Council make a motion in support of the City's continued involvement in after school programming at the Tukwila elementary schools. If support is granted at tonight's meeting, the Finance and Safety committee will consider funding options at their August 19 meeting. The full Council will then be asked to make a motion supporting a funding option to be part of the 2015/2016 budget process. 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:I2014 nfo Memos-Councillafterschoolcurrent2.doc Tukwila Afterschool Funding Worksheet (3 Elementary Schools) 2014 -2015 School Year NOT FINALIZED s FOR PLANNING PURPOSES ONLY Project Funding Sources Sept -Dec TOTAL Sept Oct Nov Dec Jan -June TOTAL Jan Feb Mar Apr May June SCHOOL YEAR TOTAL City of Tukwila `\ 14 018 14,018 100,000 16,667 16,667 16,667 16,667 16,667 16,667 § €,t Tukwila School District IN-KIND TSD transportation & facility (est.} ° _ 19 71 ! € 10000 19,769 111000 769 1#1 J 19,769 10 OOt1 ® 60,000 10,000 10,000 10,000 10,000 10,000 ® 10,000 10,578 € i Parks & Recreation Fees (some families} r r 10,578 !> . 30,600 5,100 5,100 5,100 5,100 5,100 5,100.1 3 TOTAL Revenue ` - 34,869 34,869 34,869 34,869 190,600 31,767 31,767 31,767 31,767 31,767 31,767 Project Provider Costs Sept -Dec TOTAL Sept Oct Nov Dec Jan -June TOTAL Jan Feb Apr May June SCHOOL YEAR TOTAL YMCA 14 018 14,018 24,018 14,1118 84,108 14,018 14,018 14,018 14,018 14,018 14,018 + Tukwila Parks & Recreation --„-----7- ' ° 20,851 10,$51 10,851 10,851 10,578 10,578 10,578 10,578 10,578 10,578 !> . IN-KIND TSD transportation & facility (est.} - + rr 1 1T1� 112, 0 10000 60,000 10,000 10,000 10,000 10,000 10,000 10,000 , € 4f L Surplus /Deficit ,576 34,596 34,596 34,596 34 96 34,596 4,596 160 Afterschool 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 Hourly Rate Daily Hours Days $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 TOTAL COST 3 SITES Staff Cost $40,404 Supply Cost $3,000 TOTAL COST Potential Revenue ADJUSTED COST School Year Cost $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 $4,144 $2,664 $2,220 $2,220 $2,220 $13,468 $ 1,000 $ 14,468 $43,404 $ 20,400 $23,004 *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 Months $ 120 4 $ 90 4 $ 65 4 $ 30 4 Totals $ 11,520 $ 4,320 $ 3,120 $ 1,440 Potential Revenue $ 20,400.00 161 162 e 'to ho,A Vift 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 #1 – the "hybrid model" below for programming three days a week, with the 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 foliowing reasons: • Better student and family experience 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 Iearn 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" The YMCA provides a Program Coordinator at each school, 18 hours per week on Tuesdays, Wednesdays, and Thursdays. Coordinator is responsible for: overall planning and implementation of the YMCA's after school programing, YMCA registration, managing transportation on YMCA days, attendance on YMCA days, and data tracking snacks on YMCA days. In addition the Coordinator will collaborate with the school to identify target students for academic supports, work with teachers and administrators to identify learningtargets and appropriate after school curriculum, coordinate dental and vision screenings. After school program will run daily from 3:15-5:30pnn 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 • 6 staff (3hrs per day x 90 days) $ 24,300 • Program Supplies $ 4,000 • YMCA Indirect (15%) $ 6,432 TOTAL per school $ 49,3I2 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 wouid provide 3 staif daily to Iead aligned ed recreation and enrichment activities. After school program will run daily from 3:15 -5:3Opnn 3:15 — 3:30 snack 3:30 — 4:30 • Group A (grades l-3) is in enrichment/rec programs led by 3 P&R staff • Group B (Grades 4 — 5) is in academic support programs Ied by 3 YMCA staff 4:30 — 5:30 — Group • A is in academic support programs programs Ied by 3 YMCA staff • Group B is in enrichment/rec programs led by 3 P&R staff Approximate budget per school for school year p i (does not include summer): • Coordinator (25 hrs/wk x 45 wks) $ 20L250 • 3 YMCA staff (3hrs per day x 150 days) $ 20,250 • 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 164 HIGH FOSTER THORNDYKE FY2013 # FY2014 # FY2013$ # Site Manager 1 1 $ 45,043 Support Staff 3 5 $15 /hr X 12 hrs /wk AmeriCorps 1 1 Donated Contractors Contractors # $ 2,380 # Students Enrolled 30 days+ 167 50 50 $* $ 102,566 $ 78,988 $ 78,988 MIDDLE SHOWALTER THORNDYKE FY 2013 # FY 2014 FY 2013 $ # FY 2013 Site Manager 1 1 $ 46,980 Support Staff 5 # $15- $17 /hr x 12 hrs /wk AmeriCorps 1 1 Donated Contractors # $ $ 8,255 # Students Enrolled 30 days+ 118 50 1 $ $ 117,141 $ 78,988 0.5 C � - eN-uurt,c5(9 sohrti � � Few. Tetc- ri -too (7 cs f"rt<Jr Pa CrL. •-c-o F ELEMENTARY CASCADE VIEW THORNDYKE 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 1 1 $ 51,420 0.5* 0.5 $ 17,150 Support Staff 6 3 $15- $17 /hr x 12 hrs /wk 4 2 $15- $17 /hr x 12 hrs /wk 5 2 $15- $17 /hr x 12 hrs /wk AmeriCorps 1 0 $ 2,222 2 1 $ 2,222 2 1 $ 2,222 Contractors $ 11,205 $ 725 $ 3,351 # Students Enrolled 30 days+ 212 90 119 100 135 90 $ $ 129,771 $ 76,403 $ 126,848 $ 87,776 $ 97,408 $ 72,551 *did not work summer 166 City of Tukwila Community Affairs and Parks Committee COMMUNITY AFFAIRS AND PARKS COMMITTEE - Meeting Minutes August 12, 2014 — 5:30 p.m. — Hazelnut Conference Room PRESENT Councilmembers: Joe Duffie, Chair; Dennis Robertson, De'Sean Quinn (Absent: Verna Seal) Staff: Dave Johnson, Vicky Carlsen, Peggy McCarthy,Tracy Gallaway, Mike Villa, Evie Boykan, Dave Johnson, Joyce Trantina, Ryan Larson Guests: Ellen Gengler,Vanessa Zaputil, Nathan Phillips (YMCA), Martin Turney (Tukwila School District) CALL TO ORDER: Committee Chair Duffle called the meeting to order at 5:33 p.m. I. PRESENTATIONS 1I. BUSINESS AGENDA A. Duwamish Gardens Contract Amendment Staff is seeking Council approval of a Contract Amendment No. 4 with JA Brennan Associates in the amount of $5,047.50 and that this item be moved to the Consent Agenda of the August 18, 2014 Regular Meeting. UNANIMOUS CONSENT. FORWARD TO AUGUST 18, 2014 REGULAR CONSENT AGENDA. B. After School Programming - Update Staff provided the Committee with information related to after school programming. A joint committee reviewed proposals and conducted interviews with staff from the YMCA, Tukwila Parks and Rec. Dept., and Community Schools Collaboration. Based on this work, the committee recommends utilizing a "hybrid" model which capitalizes on the strengths of the YMCA related to academic programming and health services; and the experience of Parks and Recreation staff in the areas of fitness and recreation. This hybrid model would be utilized for the 3 elementary schools only, beginning in September. A spreadsheet showing projected funding sources and provider costs was shared with the Committee. The existing contract with Community Schools Collaboration will expire December 31, 2014. Due to financial issues and turnover, CSC will be providing programming at the High School and Middle schools only, through the remainder of the calendar year (Sept. — Dec.). Based on past experience and outcomes, the District is looking for very specific and targeted academic outcomes of the program, and they began soliciting proposals from potential providers (CSC, YMCA, Tukwila Parks and Rec. for the elementary schools). 167 When the district began looking for alternatives for after school programming, contact was made to the YMCA, who then reached out to the City's Parks and Recreation department to discuss the possibility of working jointly to meet the needs of Tukwila's students. The YMCA served over 2,000 students last year in 4 different school districts, and are very excited about the opportunity to provide services in Tukwila. They are impressed with the excellent reputation and experience *of Parks and Rec. staff, and enthusiastic about a partnership that addresses both academic and enrichment services for kids. Mr. Phillips explained that it takes years to develop relationships with families, and the Parks and Recreation staff already have an excellent reputation throughout the district, which will make the program much more effective from the beginning. The Committee asked for additional financial background and comparisons of cost, prior to the next discussion. Ms. Gengler expressed concerns regarding the role of staff in the selection process and whether this could be considered a conflict of interest. The City has funded after school programming for many years at a cost of $100,000/year, and has received monthly reports from the contracted provider. Staff will collect input from the City Attorney regarding this matter. UNANIMOUS CONSENT — FORWARD TO AUGUST 18, 2014 REGULAR MEETING. C. Interlocal Agreement — U.S. Dept. of Agriculture's Wildlife Services The City is being asked to enter into an Interlocal Agreement along with eleven other agencies, to participate in the program managing population of non-migratory Canada Geese. The City's portion of this regional program is $2,230. Staff was asked to provide additional information regarding the number of geese being eliminated. This information will be forthcoming. UNANIMOUS CONSENT. FORWARD TO AUGUST 18, 2014 REGULAR CONSENT AGENDA. D. Plan for transitioninq the Tukwila Pool Metropolitan Park District (MPD), from using a contracted operator (City of Tukwila) to a self-operating model. Staff discussed a draft summary of support services responsibilities that will transition to the Metropolitan Pool District. The goal of the City is to help facilitate a professional, smooth transition of this work. Specific details regarding computer equipment and other items will need to be worked out with the MPD Executive Director as things progress. The list provided is a "draft" and will continue to be edited as needed. Ms. Zaputil suggested discussions with Public Works to ensure the City does not lose any contract services (i.e. the cancellation of garbage service at the Pool). Staff indicated that they are working on a list of items that will require City Council action. That list will be forthcoming. INFORMATION ONLY Meeting adjourned at 7:02 p.m Next meeting: Tuesday, August 26, 2014, 5:30 p.m. C_ Committee Chair Approval Minutes by JT 168