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HomeMy WebLinkAboutCS Pickleweed Preschool Funding 2017r SAN RAFAE L Agenda Item No: 4.c _ THE CITY WITH A MISSION Meeting Date: July 17, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Services Prepared by: Kelly Albrecht, City Manager Approval: Senior Recreation Supervisor TOPIC: Continuation of First 5 Marin funding for Pickleweed Preschool. SUBJECT: Resolution of the City Council of the City of San Rafael Approving a Contract for Fiscal Year 2017-2018 with First 5 Marin (Marin Children's and Families Commission) in the Amount of $98,018 for Preschool Services at Pickleweed Preschool, and Authorizing the City Manager to Execute Required Contract Documents. RECOMMENDATION: Adopt the Resolution. BACKGROUND: In 1988 California voters passed Proposition 10, the California Children and Families First Act, a tobacco surtax earmarked to fund programs that promote healthy early childhood development for children zero to five years of age. First 5 Marin disperses Marin County's portion of Prop 10 funds. The City of San Rafael Pickleweed Preschool has participated in the First 5 Canal School Readiness Project since 2002. The Canal Neighborhood is identified as the most in need of early childhood services in Marin County. The resulting funding provides preschool services for 20 students per academic school year. The funding substantially covers the cost of twenty students' preschool education during the academic school year. In addition to the First 5 Marin funding, the Pickleweed Children's Center also provides two additional preschool classrooms funded by California State Preschool Program, serving forty- eight students. ANALYSIS: This contract provides no -cost preschool services for income eligible families. The children served by this contract live in East San Rafael where there is the greatest need for preschool services in San Rafael. Students are accepted into the Pickleweed Preschool Program utilizing the services of the Marin Child Care Council (MCCC). The MCCC maintains an eligibility list for qualified low income families seeking preschool and child care placement. City staff reviews the eligibility list for FOR CITY CLERK ONLY File No.: 4-10-238 Council Meeting: 07/17/2017 Disposition: Resolution 14360 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 families in San Rafael with age-appropriate students. Through personal one on one contact, staff assists families in the registration process. FISCAL IMPACT: The First 5 Marin contract continues to help fund the Pickleweed Preschool program. The expenditure/revenue estimates for Fiscal Year 2017-2018 are: Program Expenditures FY 17-18 $363,861 Program Revenues FY 17-18 First 5 Marin $98,018 California State Department of Education State Preschool Program $196,122 Community Development Block Grant (Federal) $16,552 Total $310,692 Estimated balance provided by the Child Care Program revenue $ 53,169 OUTREACH: Community outreach for the availability of subsidy for preschool services is conducted by the Marin Child Care Council, in conjunction with the County of Marin other non -profits agencies serving families with young children. OPTIONS: 1. Approve the contract. 2. Return the contract and discontinue preschool services at Pickleweed Children's Center. ACTION REQUIRED: Adopt Resolution of the City Council of the City of San Rafael Approving a Contract for Fiscal Year 2017-2018 with First 5 Marin (Marin Children's and Families Commission) in the Amount of $98,018 for Preschool Services at Pickleweed Preschool, and Authorizing the City Manager to Execute Required Contract Documents. ATTACHMENTS: Exhibit A Resolution Exhibit B First 5 Program Contract Amendment RESOLUTION NO. 14360 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING A CONTRACT FOR FISCAL YEAR 2017-2018 WITH FIRST 5 MARIN (MARIN CHILDREN'S AND FAMILIES COMMISSION) IN THE AMOUNT OF $989018 FOR PRESCHOOL SERVICES AT PICKLEWEED PRESCHOOL, AND AUTHORIZING THE CITY MANAGER TO EXECUTE REQUIRED CONTRACT DOCUMENTS THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: WHEREAS, the City operates the Pickleweed Preschool at the Pickleweed Children's Center; and WHEREAS, First 5 Marin has awarded the City of San Rafael funds for subsidy of the Pickleweed Preschool Program in the past; and WHEREAS, the City of San Rafael has been awarded a Contract with First 5 Marin in the amount of $98,018 for Fiscal Year 2017-2018. NOW THEREFORE, the City Council of the City of San Rafael approves the Contract for fiscal year 2017-2018 with First 5 Marin (Marin Children's and Families Commission) in the amount of $98,018 for preschool services at Pickleweed Preschool, and authorizes the City Manager to execute all required contract documents. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 17t1i day of July, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None � M ESTHER C. BEIRNE, City Clerk ETFIRST 5 M A R I N CHILDREN AND FAMILIES COMMISSION Program Contract Amendment For Fiscal Year: 2017-2018 Project Name: Pickleweed Preschool Contractor: City of San Rafael Start/End Dates of Original Contract: July 1. 2017 throucih June 30. 2018 Budget for Current Fiscal Year: $ 98.018 Contract Number: 21-009-10 This Contract Renewal Amendment is between First 5 Marin Children and Families Commission and City of San Rafael This Contract Amendment amends only the revised Exhibits A, (Attachments Al and A2) and Exhibit B, Attachment B. All and any other agreements executed under the original contract signed 6/22/11 are binding. The timelines of this contract amendment are from July 1. 2017 to June 30. 2018 Revised Exhibit A ? YES ❑ NO® • Attach Exhibit A/ Attachment Al & A2/ Scope of Work & Performance Measures Revised Exhibit B? YESIK NO ❑ • Attach Exhibit B/Attachment 131/ Program Budget changes Current Liability and Workers' Compensation Policies: Expiration Date - Will the Project involve use of a vehicle? YES ❑ NO • If yes, proof of automobile insurance is required immediately. The "Contractor' agrees to the following terms and conditions in order to receive funds from Marin Children and Families Commission. • The "Contractor" will maintain a tobacco -free workplace • The "Contractor" will not accept any funding from the tobacco industry, including event sponsorship and in-kind contributions. • The "Contractor" will purchase equipment that meets all applicable safety laws and standards. Both parties confirm their acceptance of this Contract Amendment by signing below. CITY OF SAN RAFAEL FIRST 5 MARIN CHILDREN & FAMILIES Jim ch tz Jim Sc utz, City Manager ritj/ of Can Ra fn c_1 City Manager —2;6 �� 7 Date 94-6000424 Contractor Federal Tax ID Number COMMISSION �my L. �isch Executive Director, First 5 Marin Title Date 2 ATTACHMENT B Projected Program Budget Reporting Period FY: 2017-2018 Agency Name: City of San Rafael Project Name: Pickleweed Preschool Funding Allocation from MCFC: $98,018 Total Cash & In-kind Revenues Total Cash Income Total In -Kind Income Income First 5 Marin $98,017.89 $ 15,591.40 $113,609.29 Other income, list TOTAL INCOME $ 98,017.89 $ 15,591.40 $ 113,609.29 1 Expense Categories A. Project Personnel, list position, % offull time, and monthly salary Center Director 30% Teacher Teacher Aide Insurance pay back Subtotal, personnel costs Bl. Benefits, as %salary B2. Wrkrs Comp Ins & Taxes Total, personnel costs Project Operating Expenses: C. Rent/Utilities/Janitorial D. Operating Expenses - phone E. Supplies F. Equipment over $500.00) G. Printing & Postage H. Travel & Training (for Project Personnel) I. Consultants (MOUS needed) J. Subcontractors K. Other Project Costs Subtotal Operating Expenses Total Personnel & Operating Expenses J. Indirect, not to eCceed 10% of budge t II TOTAL EXPENSES Comments: Total Cash Expenses In -Kind Expenses Total Cash & In-kind Expenses $18,555 $ 18,555.47 $18,556 5,587.00 $ 24,143.00 $12,272 5,587.00 $ 17,859.00 $12,272 $ 12,272.00 45.76 $ 45.76 61,701.23 11,174.00 72,875.23 28.4% 17,532.00 $ 11,517.36 - $ 15,657.84 $ 79,233.23 $ 11,174.00 $ 100,050.43 $ 4,750.00 $ 1,000.00 $ 5,750.00 1,000.00 $ 1,000.00 2,000.00 2,770.00 $ 1,000.00 3,770.00 2,000.00 2,000.00 450.00 450.00 $ 10,970.00 $ 3,000.00 $ 13,970.00 $ 90,203.23 $ 14,174.00 $ 104,377.23 10% IS 7,814.77 $ - $ 98,018.00 1 $ 14,174.00 1 $ 104,377.23 U:\Documents\Excel Folder\First 5 Budget\Copy of First 5 budget FY 17-18Project Budget CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community Service Project Manager: Kelly Albrecht Extension: 3386 Contractor Name: First 5 Contractor's Contact: amy.reisch@first5.org Contact's Email: kelly.albrecht@cityofsanrafael.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor ❑ b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org Date of Council approval ❑ 2 City Attorney a. Review, revise, and comment on draft agreement `r Q� , and return to Project Manager / I' 716 5 Project Manager b. Confirm insurance requirements, create Job on 7 /& h-7 , r N/* PINS, send PINS insurance notice to contractor Attorney with printed copy of this routing form [R 3 Project Manager Forward three (3) originals of final agreement to 6 City Attorney ❑ contractor for their signature 00, 'IJ' 4 Project Manager When necessary, * contractor -signed agreement ❑ N/A agendized for Council approval Review and approve insurance in PINS, and bonds l� *PSA > $20,000; or Purchase > $35,000; or Or ❑ Public Works Contract > $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City I� ri►�r hi Attorney with printed copy of this routing form (� , 6 City Attorney Review and approve hard copy of signed 00, 'IJ' agreement 7 City Attorney Review and approve insurance in PINS, and bonds l� (for Public Works Contracts) l�J 8 City Manager/ Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and -' forwards copies to Project Manager ATTACHMENT B Projected Program Budget Reporting Period FY: 2016-2017 Agency Name: City of San Rafael Project Name: Pickleweed Preschool Funding Allocation from MCFC: $98,018 Revenues Total Cash Income Total In -Kind Income Total Cash & In-kind Income First 5 Marin $98,017.89 $ 15,591.40 $113,609.29 Other income, list - $ - $ - $ - $ TOTAL INCOME $ 98,017.89 $ 15,591.40 $ 113,609.29 Expense Categories Total Cash Expenses In -Kind Expenses Total Cash & In-kind Ex enses A. Project Personnel, list position, % of full time, and monthly 10% $ 7,814.77 $ TOTAL EXPENSES salary 98,018.00 I $ Center Director 30% $18,555 $ 18,555.47 Teacher $18,556 5,587.00 $ 24,143.00 Teacher $12,272 5,587.00 $ 17,859.00 Aide $12,272 $ 12,272.00 Insurance pay back 45.76 $ 45.76 $ - Subtotal, personnel costs 61,701.23 11,174.00 72,875.23 B1. Benefits, as _% salary 28.4% 17,532.00 $ 11,517.36 B2. Wrkrs Comp Ins & Taxes - $ 15,657.84 Total, personnel costs $ 79,233.23 $ 11,174.00 $ 100,050.43 Project Operating Expenses: C. Rent/Utilities/Janitorial D. Operating Expenses - phone E. Supplies F. Equipment over $500.00) G. Printing & Postage H. Travel & Training (for Project Personnel) I. Consultants (MOUs needed) J. Subcontractors K. Other Project Costs Subtotal Operating Expenses $ 4,750.00 $ 1,000.00 $ 5,750.00 1,000.00 $ 1,000.00 2,000.00 2,770.00 $ 1,000.00 3,770.00 2,000.00 2,000.00 450.00 450.00 $ 10,970.00 $ 3,000.00 $ 13,970.00 Total Personnel & Operating Expenses $ 90,203.23 $ J. Indirect, not to exceed 10% of budge t 10% $ 7,814.77 $ TOTAL EXPENSES I 1$ 98,018.00 I $ 14,174.00 $ 14,174.00 1 $ 104,377.23 104,377.23 1 U:\Documents\Excel Folder\First 5 Budget\Copy of First 5 budget FY 17-18Project Budget SAN RAFAEL STAFF REPORT APPROVAL THE CITY WITH AMISSION ROUTING SLIP Staff Report Author: Kelly Albrecht Date of Meeting: 7/17/2017 Department: Community Service Child Care Topic: First 5 Marin Subject: Preschool contract First 5 Marin Type: (check all that apply) © Consent Calendar ❑ Public Hearing ❑ Discussion Item ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ❑ Yes El No I Date noticed: I ❑Mailed ❑Site posted ❑Marin U Due Date Responsibility Description CompletedDate Initial / Comment PRELIMINARY REVIEW FRI, 6/30 Author Submit draft report to Click here to 0 Director enter a date. MON, 7/3 Director Submit draft report to ACM Click here to enter a date. Assistant City Manager Readiness review Click here to 0 enter a date. WED, 7/5 City Attorney Preliminary legal and 7/6/2017 0 MON, 7/10 City Attorney financial impact review 7/6/2017 LAG Finance 7/10/2017 0 Finance Final financial review 7/10/2017 KA VB CONTENT REVIEW Van FRI, 7/7 Assistant City Manager Content review Click here to 0 enter a date. DY Author Revisions Click here to 0 enter a date. FINAL REVIEW MON, 7/10 City Attorney Final legal review 7/10/2017 D 7/10/2017 lag Finance Final financial review 7/10/2017 0 Van Author Revisions / accept changes 0 DY TUES, 7/11 City Manager Final review and approval Click here to 0 enter a date.