HomeMy WebLinkAbout07 - PH-1 - On Campus for Kids Afterschool Program - 5/17/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: May 17, 2011 ITEM NUMBER:
SUBJECT: RECREATION ON CAMPUS FOR KIDS AFTERSCHOOL PROGRAM FEE
DATE: MAY 11, 2011
FROM: ADMINISTRATIVE SERVICES/RECREATION DIVISION
PRESENTATION
BY: LISA MCPHERSON,RECREATION SUPERVISOR
FOR FURTHER INFORMATION CONTACT: Lisa McPherson, Recreation Supervisor 714-754-5322
RECOMMENDATION
Staff recommends that the City Council adopt the Resolution (Attachment 1) providing 40% of the
funding ($91,595.60) for the Recreation on Campus for Kids Afterschool (R.O.C.K.S) Program for the
FY 2011-12 school year and establish the participant fee of $9 per week.
BACKGROUND/ANALYSIS
The R.O.C.K.S Program is an afterschool program that is offered on Costa Mesa elementary
school campuses within the Newport Mesa Unifed School District (NMUSD). The R.O.C.K.S
program provides a safe place for children to attend afterschool while their parents are at work.
The foundation of the R.O.C.K.S program daily activities are listed below:
1) EDUCATION: Homework assistance and reading activities.
2) YOUTH SPORTS: Organized youth sports teaching sportsmanship, teamwork and
providing physical activity.
3) RECREATION: Staff -planned and organized recreational activities and programs,
games, arts & crafts, sports, nature, theatre, miscellaneous, etc.
4) FREE PLAY: Supervised "free play" activities and/or activities chosen by the
children and implemented and/or supervised by City staff.
Through this program, participants in 1St through 6th grade stay on their school site once school is
dismissed until their custodial parent picks them up. Participating Costa Mesa school sites provide
a classroom/area for the operation of the program. The program hours are Monday through Friday
from school dismissal bell to 6:00 pm. After the students are dismissed from school, participants
meet Recreation staff in a designated area or classroom. During the frist thirty minutes of the
program, participants work on homework or read a book. During the remaining program hours,
staff provides participants with organized activities. Participants are signed out by their
parents/guardians. The staff ratio is one staff for every 20 participants.
At the meeting of December 7, 2010, the City Council approved funding half the program costs
through a matching program for the R.O.C.K.S. program with the participating schools providing the
other half of the funding. The participating elementary schools are California, Davis, Paularino,
Sonora, Victoria and Whittier.
Currently, the matching funds are from the participating schools paid by the participant's parents and
by the fund raising efforts of the Parent Teacher Associations (PTAs). Collected funds are given to the
Costa Mesa Community Foundation. Periodically, Recreation staff informs each school site of the
amount of collected funds and their remaining balance. For the FY 2010-2011 school year, $11,226
(Davis $5,320, California $3,286, Victoria $2,620) in matching funds from the school sites remains to
be collected.
At the January Parks and Recreation Commission meeting (Attachment 2), the Commission
recommended that the Recreation on Campus for Kids Afterschool (R.O.C.K.S) program fee proposal
to the City Council for their consideration. At the March 1, 2011 City Council meeting, City Council
continued this report to the April 5 meeting to allow the Newport Mesa Unified School District School
Board members, school site representatives, City Council and staff to further discuss the proposed
fee-based program. This discussion was rescheduled for the May 17, 2011 City Council meeting.
Staff researched surrounding cities and non-profit organizations who offer afterschool programs.
The results of the survey regarding the fees charged by other organizations are listed below and
additional survey information is shown in Attachment 3.
City
Afterschool Program
Fee
Tustin
Free
Boys and Girls Club
$5 per week
Newport Beach
$27 per week
Irvine
$95 per week
YMCA
$113 per week
This table shows that the proposed R.O.C.K.S Program fee of $9 per week (as shown in
Attachment 1 — Exhibit A) is significantly lower than the current fees charged by surrounding cities
and non-profit organizations.
FISCAL REVIEW
The R.O.C.K.S afterschool program total cost during the FY 2011-2012 at seven sites (California,
College Park, Davis, Paularino, Sonora, Victoria and Whittier) is $228,989 ($214,989 part-time
staffing and $14,000 supplies). The City's 40% matching portion would be $91,595.60 and the
school sites would be $137,393.40. The proposed R.O.C.K.S program fee of $9 per week, will be
the same price for any number of days attended during each program week.
Each school site would have the option to either:
1. Require their school site parents/guardians to register and pay the program fee directly to the
Recreation Division. For the 2011-2012 school year, parents/guardians can either purchase
one week for $9 or pay the annual fee in three installments or pay the entire school year cost
for $333. Program fees can be paid with cash, check, credit card or the parent/guardian can
provide a valid credit card authorization form to remain on file for installment payments.
2. Designate a representative from their school site who will be invoiced quarterly based on the
number of weekly participants. The designee will be responsible for collection from
parents/guardians or other means, and remittance of the invoiced amount to the City.
The proposed fee based program will operate similar to other City fee based programs (i.e. Camp
Costa Mesa and Teen Camp) where parents register their children by completion and submission
of an emergency contact information form.
Should the City Council adopt the recommendation, fees for R.O.C.K.S afterschool program will
fall under the Mostly Supported classification of the Cost Recovery Policy (Attachment 4).
LEGAL REVIEW
The City Attorney has determined that the ROCKS program is exempt from licensing and
regulation as a day care. Despite such exemption, the City's exposure may be increased as a
result of changing the ROCKS program to a fee based program. However, measures proposed by
staff will mitigate the potential liability. Specifically, prior to participation in the program, the parents
must register their children, execute a liability waiver, and check their children out of the program
every day they participate. The measures will leave only nominal additional exposure.
ALTERNATIVES CONSIDERED
1) The City Council could fully fund the program for the FY 2011-12 school year for a total cost of
$228,989.
2) The City Council could fund 25% of the program for the FY 2011-12 school year for a total
cost of $57,247.25.
3) The City Council could determine not to fund the program and implement a fully fee based
program.
CONCLUSION
Staff recommends that the City Council adopt the Resolution (Attachment 1) providing 40% of the
funding ($91,595.60) for the Recreation on Campus for Kids Afterschool (R.O.C.K.S) Program for the
FY 2011-12 school year and establish the participant fee of $9 per week.
LISA McPHERSON
Recreation Supervisor
BOBBY YOUNG
Budget & Research Officer
Attachments:
1. Resolution
2. Draft minutes of PRC meeting 1/26/11
3 Surrounding Cities Fees
4 Cost Recovery Policy
TAMARA LETOURNEAU
Interim Director of Administrative Services
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF COSTA MESA, CALIFORNIA, ESTABLISHING
FEES FOR THE RECREATION ON CAMPUS FOR
KIDS PROGRAM
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY RESOLVE AS
FOLLOWS:
WHEREAS, PURSUANT TO THE PROVISIONS OF THE California Constitution and
the laws of the State of California, the City of Costa Mesa is authorized to adopt and
implement rates, fees, and charges for municipal services; provided, however, that such rates,
fees, and/or charges do not exceed the estimated reasonable cost of providing such services;
and
WHEREAS, this City Council desires to implement new fees for the Recreation on
Campus for Kids Program as described in Exhibit "A" attached hereto and by this reference
incorporated herein; and
WHEREAS, this City Council has conducted a duly noticed public hearing with respect
to the fees prior to the adoption of this Resolution; and
NOW, THEREFORE, BE IT RESOLVED as follows:
Section 1: This City Council finds and determines that based upon the data,
information, analysis, oral and written documentation presented to this City Council
concerning the Recreation on Campus for Kids Program fee described in Exhibit "A" attached
hereto and by this reference incorporated herein, the fee set forth in said Exhibit "A" do not
exceed the established reasonable cost of providing the service for which the fee is levied.
Section 2: The fee set forth in Exhibit "A" shall be effective June 6, 2011 and shall
be implemented commencing July 1, 2011, which is at least 30 days after Council adoption.
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PASSED AND ADOPTED this _day of , 2011.
ATTEST:
Gary Monahan, Mayor
APPROVED AS TO FORM:
Julie Folcik, City Clerk Thomas Duarte, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, JULIE FOLCIK, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above
and foregoing is the original of Resolution No. and was duly passed and adopted by the
City Council of the City of Costa Mesa at a regular meeting held on the day of May, 2011,
by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of
Costa Mesa this day of May, 2011.
JULIE FOLCIK, CITY CLERK
(SEAL)
EXHIBIT A
CITY OF COSTA MESA " Administrative Services Department
Recreation Division
ROCKS PROGRAM FEE CALCULATION
Part Time Personnel
budgeted at Step 4 (including
General Leave) unless
otherwise noted in the
position column.
Position
Rate
Number
Hours
# Days
Per
# of
Total
$$$
of Staff
Per Da
Day
Week
Weeks
Hours
ROCKS AFTERSCHOOL
Recreation Leader 4 (Step 7)
$ 17.66
1
1.25
5
43
268.75
$ 4,746.12
Recreation Leader 3
$ 12.98
1
4
5
37
740.00
$ 9,605.20
Recreation Leader 2
$ 10.72
3
2.75
5
37
1,526.25
$ 16,361.40
Sub -total staff cost per site —
$ 30,712.72
7 sites.
Material fee per site
$ 2,000.00
TOTAL COST PER SITE
$ 32,712.72
Cost per site divided by 60
$ 545.21
participants
Participant cost divided by 37
$ 14.73
weeks
WEEKLY COST
$ 15.00
Proposed Weekly Fee
$ 9.00
Parks & Recreation Cornmissinn
January 26, 21311
Action Agenda — Page 5
ATTACHMENT
STAFF RECOMMENDATION
d. Costa Mesa High School and Estancia High School Provide direction
Utility Fields Rest and Renovation Period
MOTION made by Commissioner Kurt M. GaIitski, seconded " Vice Chairman Terry
Shaw and carried three to one with Commissioner .Teff R. Mathews voting "No" and
Chairman Mike Brumbaugh being absent, to recommend that City Council approve the
rest and renovation period starting on July 1 to August 21, 2011'.
e. Athletic Field Use and Allocation Policy Provide direction
Recommendations
MOTION made by Commissioner Kim Pederson, seconded by Comrnissioner Kurt M.
Galitskf and carried three to one with Vice Chairman Terry Shaw votinq "No" and
Chairman Mike Brumbaugh being absent, to recommend the following to the City
Councf r:
1. Add Sunday's as a rest day for two years at Costa Mesa High School {CMHS} and
Estancia High Schaal {EHS} fields for youth organ¢ations and CMHS and EI -19
Sports Booster's to renovate.
2. On page 10 of the document, to change two lit fields at Costa Mess FARM Sports
Complex to six lit fields to reflect the correct number of fields with lights,
Recreation on Campus for Kids Afterschool (Provide direction
Program Fee
MOTION made by Commissioner Kurt M. Galitski, seconded by Vice Chairman Terry
Shaw and carried four to zero with Chairman Mike Brumbaugh being absent, to
recommend City Council approve the Recreation on Campus for Kids Afterschool
(R.O,C,K,S) program fee proposal. To also have this program available for all schools
and for the City to require atwo month advanced notice in order to be included in the
2011-2012 School Year,
11. Maintenance Services Manager's Report
12. Commissioner's Comments
13. Adjournment
The next regular Ca remission meeting is on MAarch 23, 2011 _
a related ngs or uments to a maian s & Rae-reation commtssion
members after dish ibution of the Commission Agenda Packet JGC 5M5T_51:
Any writings ar documents provided to a m4orky of the Parks & Reaeatian Corrmissbn members
regarding any item on this agenda will be made awa Ie far public krspectian at the Admmsbatm Services
Ceparm-ent— Reaeaticn Gioision Counter an the V floor of City Hall Iecabed at 77 Fair drive, Casts Mesa.
during normal bush ss hours_ In addit on, such writings and dacumens may be posted, whenever
passible, an the Cites website rt of the subier t anenda.
ATTACHMENT 3
City of Costa Mesa - Recreation Division
ROCKS Program Survey - January 2011
City/Organization
Ages
HoursperDay
Daysperweek Fees
# of Participants
Notes
Homework help, enrichment
Grades 1-12.
$25-$200
activities, games, arts -n -crafts.
Boys &Girls Club
Some sites
4
5 g school
373 Total,
Offers Kinder -Care and before
include
days
165/day
and after school care.
Kinders.
This program is very similar to
the City of Costa Mesa's program.
Helps children with their
homework, has the children
participate in games, arts -n -rafts,
and enrichment activities (5
School Days
different sites). Participants are
are: $19/day no
transported to the site, and each
Irvine
Grade K-6
4
5
trans $24/day
25 - 50/day
school in Irvine has a different
with trans
community center that they can
go to. If participants have their
own transportation, they are not
charged $5.
City/Organization
Ages
Hours per Day
Days per week
F Fees
# of Participants
Notcs
ACTIVE Kidz Afterschool- from
school dismissal until 6pm.
Monthly payment options
available for an additional charge
of $10 per month. Offered @ 3
$27 per week
sites: Mariners Library, West
$330 (trimester)
Newport Community Center, and
$840 (Annual)
Community Youth Center. All
Families that
sites are closed on NMUSD
Newport Beach
Grades K-6
4.5
5
are enrolled into
50 kids/site
holidays. Non-Student Days they
the NMUSD
Ratio of 1:10
are open at 1 site for a longer day,
Lunch Program
TBA. Families who qualify for
get an
the Lunch Program receive a 20%
additional 20%
discount on all after school
off
programs. Parents must provide a
letter from the district saying that
they qualify. Kinder is accepted
at an earlier time than the rest of
the participants.
The City of Santa Ana is no
Santa Ana
N/A
N/A
N/A
N/A
N/A
longer offering this type of
program due to budget cuts.
Columbus Tustin Activity Center,
only one site. Provides daily
activities include basketball,
6th - 8th
volleyball, dodge ball, Wii, pool
Tustin
Grade
3
5
0
50/day
table, air hockey, art and crafts,
and a snack bar. The drop-in
program is free and non-custodial
City/Organization
Ages
!
Notes
F—Hours per Day
Days per week
Fees
# of Participa—nts
The program is held on individual
school sites and is run very
similar to the City of Costa
YMCA
K-6 Grade
4
5
$452/month
40
Mesa's program. Participants
enjoy homework help, enrichment
activities, arts & crafts, sports and
games.
Program at 6 school sites operates
COSTA MESA
Grade 1 - 6
3
5
0
50-130weekly
after school and at 2 sites for 5 hrs
in the summer for 9wks.
10
ATTACHMENT 4
City of Costa Mesa
COST RECOVERY GUIDELINES
FOR RECREATION CLASSES, PROGRAMS AND ACTIVITY FEES
To provide the flexibility necessary to operate fee-based programs in an entrepreneurial manner and in
emerging markets, the following guidelines will be used in developing Recreation Division program fees.
RESIDENT FEES
Fees for resident users of the City of Costa Mesa Recreation Division fee-based activities and services,
such as those itemized on the approved list of Recreation Division Fees and Charges, shall be set to meet
the following goals:
Fully Supported Activities: To offer programs to the community at minimal or no participation fee.
Mostly Supported Activities: To offer programs to the community at minimal or no participation fee,
with recovery of direct costs.
Partially Supported Activities: Recover direct and indirect costs.
Self -Supported Activities: Recover direct, indirect, and administrative costs.
Direct costs include actual staff and costs directly related to the program, including
appropriate benefit rates.
Recreation Indirect costs include Division FT and PT staff, supplies, and other costs at an
additional 33% rate.
• City Administrative costs include City support costs at an additional 17% rate.
FULLY SUPPORTED
MOSTLY SUPPORTED
PARTIALLY SUPPORTED
SELF -SUPPORTED
ACTIVITIES
ACTIVITIES
ACTIVITIES
ACTIVITIES
Programs offered at minimal
Programs offered at minimal or
no participation fee, with recovery
Recovery of Direct and
Recovery of Direct, Indirect
or no participation fee
of direct costs.
Indirect Costs
and Administrative Costs
Day Camp
RANCH Afterschool Program
Teen Center
Teen Camp
ROCKS Summer Program
ROCKS Summer excursions
Early Childhood Program
Adult Sports Softball
DRC Drop In Programs —
ROCKS Afterschool Program
Youth Instructional Classes
Adult Sports Basketball
Open Gym and Lap Swim
Youth Sports
Adult Instructional Classes
Concerts in the Park
Aquatics- Lessons
Promote a safe, healthy and
Promote affordable activities.
Developed for adults.
Can be defined as personal
secure community with
Promote a safe, healthy and
Increase the quality of life.
development. May be
emphasis on youth and/or
secure community with emphasis
Enhance opportunities
available elsewhere. Offering
senior activities. May target
on youth and/or family activities. *
available to participants.*
based on community request
underserved populations.*
or hot topic.
Recovery rate between
Recovery rate between a
/0le.
Recovery rate between
Recovery rate between
0-99%. No target
Target the upper 90 percentile.
enti
100-133%. Target the upper
133-150%. Target the
percentage recovery.
90 percentile.
upper 90 percentile.
*Activities meet one or more of these criteria November 2010
COUNCIL APPROVED FEES & COST RECOVERY — the programs/facilities below fall
outside consideration of Cost Recovery Guidelines:
Balearic Community Center Commissions and Council -Appointed Committees Senior Center
Downtown Recreation Center City Celebration Portable Lights
Neighborhood Community Center Special Event Support Community Gardens
Athletic Sports Field Rentals Tennis Center/Programs Golf Fees/Clubhouse
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