04-0921_BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY_D9_Agenda Report• • 9/21/2004
AGENDA REPORT
TO: Dave Adams, City Manager
FROM: Al King, Jr., Community Services Director
SUBJECT: Consideration of Agreement for Afterschool Recreation Program (Boys &
Girls Clubs of Capistrano Valley)
RECOMMENDATION:
By motion, approve the agreement with the Boys & Girls Clubs of Capistrano Valley in an
amount not to exceed $71,820 to provide afterschool recreation programs forthe period of
September 22, 2004, through June 30, 2005.
SITUATION:
A. Summary & Recommendation
Due to program success & participant satisfaction with the Boys & Girls Clubs of
Capistrano Valley, staff is recommending that the City of San Juan Capistrano
continue to contract with the organization for afterschool program services for the
period of September 22, 2004, through June 30, 2005.
The Boys & Girls Clubs of Capistrano Valley program will provide afterschool
enrichment programs from 2 p.m. -8 p.m., Monday -Thursday; 2 p.m. -6 p.m. on
Friday, with extended hours for teens until 10 p.m. Activities include arts & crafts,
educational games, computers, homework assistance, specialty clubs, sports &
fitness, talent shows & special activities. The Club anticipates assisting an average
of 300 youth on a daily basis. The Boys & Girls Club also serves students from Del
Obispo and Kinoshita elementary schools due to the close proximity of those sites.
B. Background
The City of San Juan Capistrano has been contracting with the Boys & Girls Clubs
of Capistrano Valley since the 1997-98 school year. The Club has been providing
afterschool program services at the Via Positiva site.
COMMISSION/BOARD REVIEW, RECOMMENDATION:
This item will be presented to the Parks, Recreation & Equestrian Commission at their
meeting of September 20, 2004, as information only.
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Agenda Report
Page 2 September 21, 2004
FINANCIAL CONSIDERATIONS:
The Community Services Department currently has $71,820 approved in the FY 2004-05
General Fund budget for this afterschool contract program.
NOTIFICATION:
Mr. James Littlejohn, Executive Director`
Boys & Girls Clubs of Capistrano Valley
'Agenda Report Included
RECOMMENDATION:
By motion, approve the agreement with the Boys & Girls Clubs of Capistrano Valley in an
amount not to exceed $71,820 to provide an afterschool recreation program for the period
of September 22, 2004, through June 30, 2005.
Respectfully submitted,
4� V
Al King, Jr.
Community Services Director
AK:KC:de
Prepared by,
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Karen Crocker
Community Services Manager
Attachments: 1. Location Map
2. Agreement for Afterschool Recreation Program between the City of San
Juan Capistrano & the Boys & Girls Clubs of Capistrano Valley
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,' ATTACHMENT 1
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AGREEMENT
FOR AFTERSCHOOL RECREATION PROGRAM
BETWEEN CITY OF SAN JUAN CAPISTRANO AND
BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY
THIS AGREEMENT is made on the 21St day of September 2004, by and between
the CITY OF SAN JUAN CAPISTRANO, hereinafter called "City," and Boys & Girls Clubs
of Capistrano Valley, hereinafter called "Contractor."
WITNESSETH
WHEREAS, the City requires services for providing afterschool recreation programs
for youth at the Boys & Girls Clubs of Capistrano Valley,
NOW, THEREFORE, City and Contractor mutually agree as follows:
SECTION 1. Scope of Work.
The Contractor shall provide a high quality, comprehensive, no fee after school
program for school age children which is to include, but is not limited to the following:
• Transportation services will be provided for children residing in the San Juan
Elementary School/Capistrano Villas neighborhoods. The Boys & Girls Clubs
of Capistrano Valley will be picking children up at the San Juan Capistrano
Library and returning them at the corner of La Zanja and Camino Capistrano.
• The program will be conducted Monday -Thursday immediately after school
for children ages seven through eighteen. Hours of operations will be
2:00 p.m. to 8:00 p.m. during the school year with modifications for holiday
and minimum day school schedules. Friday hours are 2:00 p.m. to 6:00 p.m.
with extended hours for teens until 10:00 p.m. Hours of operations during
the summer will run from 12:50 p.m. to 6:00 p.m.
Offer extended hours on Friday evening during the school year for teens until
10:00 P.M.
Advertise the program activities through media releases and distribution of
flyers throughout the schools.
• Provide a monthly calendar of daily and special events to participants.
Keep records of daily attendance.
All participants must have a release of liability/waiver form on file.
ATTACHMENT
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Program components will include Boys & Girls Club of America six core
service areas: Health & Life Skills, Character & Leadership Development,
Education & Career Development, Technology, The Arts, and Sports, Fitness
& Recreation.
Health & Life Skills - develops young people's capacity to engage in
positive behaviors that nurture their own well-being, set personal
goals and develop the competencies to live successfully as self
sufficient adults. Programs falling under Health & Life Skills include,
but are not limited to: SMART Moves, SMART Kids, and Crest Club.
Character & Leadership Development - empowering youth to support
and influence their Club and Community, sustaining meaningful
relationships with others, developing a positive self image,
participating in the democratic process, and respecting their's as well
as other's cultures. Programs include, but are not limited to:
Keystone, Torch Club, Youth of the Year, and SMART Girls.
• Education & Career Development - enabling youth to become
proficient in basic education disciplines and applying learning to
everyday situations. Programs include, but are not limited to:
Ultimate Journey, homework assistance and educational games.
• Technology - helping youth to embrace technology, optimize
employability, research, and higher standards of living. Programs
include, but are not limited to: Lego Robotics, computer proficiency
classes and Internet Classes.
• The Arts - developing creativity and cultural awareness through
knowledge and appreciation of visual and tactile arts and crafts.
Programs include, but are not limited to: talent shows, art exhibits,
and daily craft projects.
• Sports, Fitness & Recreation - developing fitness, positive use of
leisure time, skills for stress management, appreciation for the
environment and social and interpersonal skills. Programs include,
but are not limited to: sports leagues and clinics, intramural leagues,
drop in gym games according to age, and life sports.
SECTION 2. Equipment and Supplies.
Contractor to purchase and supply all equipment and supplies needed to conduct
afterschool programs. All equipment and supplies must be in good, operable and safe
condition.
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SECTION 3. Accident/incident Reports.
Contractor shall report to the City any accident or incident requiring emergency
response during the program. Official reports must be completed and submitted to the City
within twenty-four (24) hours of the occurrence, Monday through Friday, and the following
Monday if occurrence is Friday night through Sunday.
SECTION 4. Evaluation Reports.
Contractor shall provide City with monthly reports, which are due to the City on the
first day of each month. Reports should include, but are not limited to, attendance records,
monthly calendar of events, special activities and accomplishments. Contractor to provide
an end of the year evaluation due by July 30, 2005, to include measurable outcomes of
programs.
SECTION 5. Site Visits.
The City shall have the right to visit a program site at any time during the term of this
Agreement. City shall not hinder the normal operation of program services.
SECTION 6. Inspection of Records.
City may review and inspect Contractor's accounting records related to the
Agreement.
SECTION 7. Facility Use.
Neither the City nor the Contractor shall charge any facility cost or fee to the other
party for use of the facilities for specified programs under this Agreement.
SECTION 8. Designated Representatives.
City and Contractor shall each designate one (1) person to be responsible for the
terms and conditions of this Agreement. The Contractor or his/her designee will attend
staff, community, Commission, or City Council meetings as requested by the City.
SECTION 9. Staff/Child Ratio.
There shall be an adult -child ratio of 1:35. Compliance with this ratio shall be
determined based on actual attendance.
SECTION 10. Independent Contractor.
Contractor shall be deemed at all times as an independent contractor, not an
employee of the City.
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SECTION 11. Employees/Subcontractors.
A listing of employees and/or subcontractors must be submitted to City. City must be
notified immediately in writing of any changes of subcontractors or employees.
SECTION 12. Employee Training/Background Checks/Physical.
All employees of Contractor will be required to have a background check through
references, past employment history, and fingerprinting. Employees and volunteers of
Contractor will comply with Orange County Health Department requirements regarding
health testing and immunizations. Contractor will provide the City with clearance
documentation within 30 days of employee start date.
City reserves the right to reject the services of any employee of Contractor who fails
the background check or pre-employment physical.
Contractor is to provide ongoing training and a minimum of quarterly training
sessions regarding recreational programs and youth development. All employees are
required to have First Aid and CPR training.
SECTION 13. Payment Schedule.
Contractor shall maintain sufficient accounting records, timecards, and other
documentation as deemed necessary in order to adequately document costs for the
provisions of services under this Agreement. Contractor shall invoice City on a monthly
basis for services rendered, which would be $7,182.00 per month, not to exceed
$71,820.00 annually. City shall pay the amount due to Contractor per the City's payment
schedule. (September 2004 - June 30, 2005)
SECTION 14. Retention of Funds.
City may withhold payment to Contractor to compensate City for any loss, cost,
liability or damage suffered by City due to default of Contractor in the performance of
services required.
SECTION 15. Refunds.
In the event Contractor collects membership or program fees from participants, it
shall be the responsibility of Contractor to refund such fees for services not rendered. The
City is entitled to collect damages due to default of Contractor in the performance of
services required.
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SECTION 16. Term of Agreement.
For a period of ten (10) months, beginning September 22, 2004, through
June 30, 2005. City reserves the right to terminate all services of Contractor at any time
upon sixty (60) days written notice, or immediately upon breach of the Agreement.
SECTION 17. Insurance and Indemnification.
Contractor shall submit to the City:
A certificate of general liability insurance naming the City as additional
insured in the amount of $1,000,000 per occurrence;
• A liability endorsement form with reference to the above -listed liability
insurance;
Proof of workers' compensation insurance for all employees;
• Comprehensive automobile liability coverage for owned, hired and
non -owned vehicles in the amount of $1,000,000 package coverage
including bodily injury, property damage and uninsured motorist.
Contractor shall indemnify, defend, and hold harmless the City and its officers and
employees against all liabilities or claims of liability or loss (including reasonable attorney's
fees, related costs and expenses) because of death, personal injury or property damage
arising or resulting from the fault or negligence of Contractor in its operations under this
Agreement.
SECTION 18. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Community Services Director
To Contractor: James Littlejohn, Executive Director
Boys & Girls Clubs of Capistrano Valley
1 Via Positiva
San Juan Capistrano, CA 92675
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SECTION 19. Conflict of Interest.
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Contractor must certify that to the best of its knowledge, no City employee or office
of any public agency interest has any pecuniary interest in Contractor's business and that
no person associated with Contractor has any interest that would conflict in any manner
with the performance of duties specified as a part of this project. Contractor represents that
it presently has no interest and shall not acquire any interest, direct or indirect, which could
conflict in any manner or degree with the faithful performance of this project.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and
year first hereinabove written.
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. tt aw, City Attorney
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CITY OF SAN JUAN CAPISTRANO
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Joe Soto, Mayor
BOYS & GIRLS CLUBS OF
CAPISTRANO VALLEY
By
James Littlejohn, ExecutNe Director
C:Wy OocumentstAgenda 1temslAgreemenl5lB0ys and Gids Club agreement 2004 05 w eddresses.doc