08-0819_BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY_D5_Agenda Report0
AGENDA REPORT
TO: Dave Adams, City Manager
• 8/19/2008
FROM: Karen Crocker, Director of Community Services
D5
SUBJECT: Consideration of Agreement for Afterschool Program and Fee Reduction
for the Use of the City Gymnasium (Boys & Girls Clubs of Capistrano
Valley)
RECOMMENDATION:
By motion,
1. Approve the agreement with the Boys & Girls Clubs of Capistrano Valley in the
amount of $91,820 to provide afterschool and summer programs for the period of
July 1, 2008 through June 30, 2009.
2. Approve a fee reduction for use of the City gymnasium in the amount of $42,000.
SITUATION
A. Summary and Recommendation
Staff is recommending that the City of San Juan Capistrano continue to contract with
the Boys & Girls Clubs of Capistrano Valley for afterschool program services
(Attachment 1) and receive a fee reduction for use of the gymnasium for the period of
July 1, 2008 through June 30, 2009.
B. Background
The City of San Juan Capistrano has been contracting with the Boys & Girls Clubs of
Capistrano Valley since 1997-98 school year. The Club has been providing afterschool
program services at the Via Positive site since 2000.
The Boys & Girls Clubs of Capistrano Valley program will provide afterschool
enrichment program from 2 p.m. -6 p.m., with exception to hours for the afterschool teen
program. The Club's afterschool program schedule will remain Monday -Thursday 2
p.m. -6 p.m.; Friday 2 p.m. -6 p.m. for elementary grade students and extended hours
for teens until 10 p.m.
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Agenda Report
Paqe 2
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st 19, 2008
Activities shall include arts and crafts, educational games, computers, homework
assistance, specialty clubs, sports/fitness, talent shows and special activities. The Boys
& Girls Clubs of Capistrano Valley serve an average of 250 youth members daily.
In addition to the City's monetary funding of this afterschool program, staff is
recommending that the Boys & Girls Club of Capistrano Valley continue to receive a
reduced fee of $14/hour to provide youth sports for program participants. The Club will
utilize the gymnasium for four (4) hours/day for a total of 1,000 hours annually. The
charge for the gymnasium is to offset upkeep maintenance and repair costs of the
gymnasium. The regular fee, according to the attached fee schedule, is $56/hour for full
gymnasium use. The Club has been receiving a reduced rate since the gymnasium
opened in 2000 (Attachment 2).
Attached is the Boys & Girls Clubs of Capistrano Valley annual evaluation report and
budget expense sheet that identifies the measurable outcome of the program
(Attachment 3 and 4).
COMMISSION/BOARD REVIEW AND RECOMMENDATIONS:
This item will be presented at the August 18, 2008 Parks, Recreation and Equestrian
Commission meeting, and any changes or modifications to the item requested by the
Commission will be incorporated in staffs verbal presentation to the City Council the
evening of August 19, 2008,
FINANCIAL CONSIDERATIONS:
The Community Services Department currently has $91,820 approved in the FY
2008-2009 General Fund Budget for this afterschool contract program and the fee
reduction of gymnasium use has been calculated in the FY 2008-09 revenue
projections.
NOTIFICATION:
Mr. James Littlejohn, Executive Director
Boys & Girls Clubs of Capistrano Valley
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Agenda Report
Page 3 August 19, 2008
RECOMMENDATION:
By motion,
Approve the agreement with the Boys and Girls Clubs of Capistrano Valley in the
amount of $91,820 to provide afterschool and summer recreation programs for the
period of July 1, 2008 through June 30, 2009.
2. Approve a fee reduction for use of the City gymnasium in the amount of $42,000.
Respectfully submitted,
c � Ld,
Karen Crocker
Director of Community Service
Prepared by
Cynthia Alexander
Community Services Manager
Attachments: 1. Agreement for Afterschool Recreation Program
2. Gymnasium Fee Schedule
3. Boys & Girls Clubs of Capistrano Valley Evaluation Report 2007-08
4. Boys & Girls Clubs of Capistrano Valley Budget Expense Report
5. Location Map
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AGREEMENT
FOR AFTERSCHOOL RECREATION
BETWEEN CITY OF SAN JUAN CAPISTRANO AND
BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY
THIS AGREEMENT is made on the 1gth day of August 2008, 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 programs for youth
at the Boys & Girls Clubs of Capistrano Valley,
NOW, THEREFORE, City and Contractor mutually agree as follows:
SECTION 1. Scone of Work.
The Contractor shall provide a high quality, comprehensive, no fee afterschool
program for school age children that 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 nineteen. Hours of operations will be
2:00 p.m. to 6:00 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 12:30 p.m. to 6:00 p.m.
• Advertise the program activities through media releases.
• 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.
• Contractor to provide and fund transportation to and from local attractions
and events.
Page 1 Attachment 1
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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 and other cultures. Programs
included, 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, Ultimate
Oceans, Sea Tech, 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, gym games according to
age, and life sports during the afterschool program.
➢ Participation in City wide events which include San Juan Summer Nites,
annual July 4th Celebration and Tree Lighting Ceremony.
SECTION 2. Eguipment 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
fifth working day of each month. Reports should include, but are not limited to, attendance
records, monthly calendar of events, special activities and accomplishments. Contractor
will provide an end of the year evaluation due by July 1, 2009, to include measurable
outcomes of programs.
SECTIONS. 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.
City programs have priority use of City facilities. Programs hosted by Contractor in
City facilities may be canceled on occasion in the event of conflict with City program. City
will make every effort to provide Contractor with sufficient notice of such cancellation. In
case of emergency, advance notice may not be possible.
As part of this agreement, the Contractor will receive use of the gymnasium during a
four (4) hour period each weekday to provide a youth sports program for a non -fee based
Boys & Girls Clubs of Capistrano Valley program.
Contractor shall have use of the City gymnasium during the week from 2:00 — 6:00
pm. The exceptions to this shall be (a) when the City notifies the contractor of a City
program that will make use of the gymnasium during these hours, and (b) two days per
week from 3:15 — 5:00 pm for the Club at the Hub afterschool recreation program that the
City offers in conjunction with Marco Forster Middle School. The City shall determine which
two days of the week this program shall be offered.
In accordance with Administrative Policy No. 613, the only approved uses of the
City's gymnasium shall include basketball, volleyball, indoor soccer, and badminton. Any
other proposed uses must receive prior written approval from the Community Services
Department.
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SECTION 8. Desianated 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.
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 Trainina/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 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, not to exceed $91,820 annually. City shall pay the amount due
to Contractor per the City's payment schedule. (September 1, 2008 - June 30, 2009)
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.
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SECTION 15. Term of Agreement.
This agreement shall be in effect for a period of ten (10) months, beginning
September 1, 2008, through June 2009. 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 16. 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 17. 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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IN WITNESS WHEREOF, the parties have executed this Agreement the
day and year first hereinabove written.
CITY OF SAN JUAN CAPISTRANO
Joe Soto, Mayor
BOYS & GIRLS CLUBS OF CAPISTRANO
VALLEY
M
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
Omar Sandoval, City Attorney
Page 6
James Littlejohn, Executive Director
•. •
GYMNASIUM FEE SCHEDULE
Effective
July 08/09
Category Priorit Classification 1/2 Gvm Full Gym Compliance
De osit
Category III
Business and private sports camps
Non -San Juan 10 that are not located in San Juan $88.00 $187.00
Capistrano Capistrano using the gymnasium per hr. xx per hr. xx $311.00
Residents &r for profit use
Businesses
Attachment 2
x Damages are incorporated in agreement
xx Uses for profit will be assessed an additional administrative charge of 50%
Effective
1
City sponsored or co-sponsored
-N/C-
-N/C-
None
Cate oU I
5
events, leagues and programs.
$28.00
$56.00
Required
services groups which are
per hour
per hour
City Approved lease or agreement
San Juan
2
such as the
Negotiable
Negotiable
Negotiable x
Capistrano
6
Boys &r Girls Club
$40.00
$79.00
$207.00
Residents
Programs conducted by Nationally
per hour
per hour
&t
recognized not for profit youth
$28.00
$56.00
Non -Profit
3
sport groups with open enrollment,
Per hour
per hour
$207.00
Organizations
7
which are established in San Juan
Per hour
per hour
$207.00
Capistrano
San Juan
Programs conducted by nationally
Capistrano istrano
recognized not for profit adult and
$78.00
$r
Businesses
4
senior citizens sports groups with
per hour
P� hour
per hour
hour
$207.00
&
open enrollment, which are
Category III
Business and private sports camps
Non -San Juan 10 that are not located in San Juan $88.00 $187.00
Capistrano Capistrano using the gymnasium per hr. xx per hr. xx $311.00
Residents &r for profit use
Businesses
Attachment 2
x Damages are incorporated in agreement
xx Uses for profit will be assessed an additional administrative charge of 50%
Effective
Not for profit community,
5
recreational, educational, public
$28.00
$56.00
$207.00
services groups which are
per hour
per hour
established in San Juan Ca istrano
Club or invitational teams only, run
6
by nationally recognized youth
$40.00
$79.00
$207.00
sport groups, which are established
per hour
per hour
in Sanuan Capistrano
Categor�II
Businesses and private school
$40.00
$79.00
7
located in San Juan Capistrano
Per hour
per hour
$207.00
usingthe gymnasium for profit
San Juan
Capistrano istrano
Businesses and private sports
$78.00
$156.00
Businesses
8
camps that are located in San Juan
per hr. xx
per hr xx
$207.00
&
Capistrano using the gym for profit
Non SanJuan
Not for profit Community,
Capistrano Non-
9
Educational or Public Service
$68.00
$135.00
$311.00
Profits
groups which are not established in
per hour
per hour
Category III
Business and private sports camps
Non -San Juan 10 that are not located in San Juan $88.00 $187.00
Capistrano Capistrano using the gymnasium per hr. xx per hr. xx $311.00
Residents &r for profit use
Businesses
Attachment 2
x Damages are incorporated in agreement
xx Uses for profit will be assessed an additional administrative charge of 50%
Effective
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Boys & Girls Clubs of Capistrano Valley
Annual Report 2007 — 2008
The Club saw a forty percent increase in new members for a total of 1564 members for the
year. Members are between the ages of 7 —18; of those 1564 members, 450 were teen
members, an increase of fourteen percent. Fifty- one percent of total membership is male;
forty-nine percent is female. Fifty-five percent of the membership is Hispanic; thirty- nine
percent is Caucasian. Through community outreach such as attending San Juan Summer
Nights, Mission Viejo Via De Arts, Marco Forster Education Fair, Cox Connect Day, etc., our
total number of youths served was 3276. 176 was the average attendance after school and
summer attendance for 2007 was 63. Eighty-three percent of our members have attended the
Club for two years or longer.
Twenty percent of our members are from single family homes. Seventy percent of our
members receive free lunch at school and an average of 130 members partake in the free
afternoon snack program provide by Second Harvest.
Over 250 members attended our annual Holiday Gift Give -Away. By participating in Power
Hour (homework time), members earned points to go shopping for themselves and family.
200 members and their families attended our Carnival which is held to highlight National Boys
& Girls Club week.
The Art Department had an average of 10 members taking classes in painting, drawing,
quilting and photography. One member won in the National Boys & Girls Club of America Fine
Arts Exhibit competition for her painting. Another member won a regional award for his
photograph. A new program added in the art department was free guitar lessons, sponsored
by a group called Music Mentors. The program started with one class of 8 students and has
grown to three classes with a total of 35 members. Members have the chance to earn their
own free guitars. Last summer the Club (with the collaboration of South County School of
the Arts) had an eight-week drama program where 50 members participated in dancing,
singing, acting and theatre production.
Golf lessons were added to the Athletic Department last summer,sponsored by Southern
California Golf Association. The members take lessons for eight weeks at Saddleback College
for free. These lessons run three times a year and so far 40 members have completed the
class. 185 members participated in the sports leagues of basketball and soccer. This spring the
Club had two teams participate in the baseball/softball RBI program. There was one girl's
team which won the Orange County Championship and one boy's team. An average of 18
ATTACHMENT
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teen members participates in the school year program Ultimate Challenge, a weekly program
of athletic challenges.
The Educational Department added two new national BGCA programs, Date Smart and
Passport to Manhood. Each of these social skill -based programs deals with teaching youths to
make positive choices. Date Smart is for teens and graduated 6 members. Besides discussing
dating issues, the members also visited Laura's House to discuss domestic violence. Quest
(Passport to Manhood) had an average of 8 members attend. These pre -teen young men
attended a weekly class where they discussed their concerns about growing up or went on
field trips to have a positive experience. Smart Girls, one of the most popular programs at the
Club, had an attendance of 20 girls weekly to discuss their feelings or participate in an activity
that educates current female trends. These young ladies put on tea/social for Mother's Day,
had guest speakers for make-up, fashion and exercise.
Four departments (Art, Education, Technology and Teen Departments) are involved with the
Sea Tech program. This program is sponsored by a grant from the National Science
Foundation. In collaboration with the Ocean Institute and Scripps Institution of
Oceanography, middle school students can participate in a nine-month program to learn about
how technology is used to study the ocean. This program involves classroom work, hands-on
experiences, field trips and data collection that is used by scientist to study whale sounds.
There are now three levels/years of Sea Tech. There is a program called Ultimate Oceans, a
feeder program for Sea Tech that is -for members ages 7 —12. 35 members graduated from
Ultimate Oceans this year. These young members learn about ocean life and habitat.
The first year members of Sea Tech, who started in 2005, have six continuing members, five of
whom are working paid internships at Ocean Institute this summer. This group also focuses on
encouraging the students to continue their educations. Saddleback College has offered
scholarships to those members when they graduate from high school.
Years 1 and 2 had a.total combined class of 30 students, 17 of those students will be attending
a one-week academy at the Ocean Institute this summer. Eleven of those members are also
visiting Cal State Fullerton College for an overnight stay to learn first- hand about college life.
Year 2 members have the opportunity to study and collect whale sound data and earn a
stipend for their work.
In the Technology department, about 50 members a month go on Net Smart, a national BGCA
web site to teach internet safety. All members must take the class before they can use the
Club's computers. A couple of middle school members participated in the BGCA program
Digital Art Suites, Movie Making program. The Club has 20 working computers for the
members to use and every computer is used when available to the members.
Navid Rastin, a current teen member and employee of the Club, had a banner year as he won
the Club's Youth of the Year in February and was also named Orange County Youth of the Year.
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He did participate in the state Youth of the Year competition and was one of six finalists. He
also is a member of the Keystone leadership group at the Club. Keystone members were
awarded the gold charter this year. Five Keystone members attended both the regional and
national conferences that were held in California in the fall of 2007 and spring of this year.
Keystone members have raised over $3,000 dollars to fund their Club and trips. Keystone
members conducted a unity day at the Club for all members and volunteer at various events at
the Club and in the community, such as Relay for Life, S1 Summer Nights and the Club carnival.
The teen department conducted a teen forum to discuss current topic, such as gang violence
and obesity. Thirty-five members from other Boys & Girls Clubs attended. Along with the CHP
the teens also attended and put on their own safety drive class for the public. They held two
dances for middle school kids. The average attendance in the teen room is 22 in the afternoon
and 15 for teen nights. The members can participate in cooking classes, Toastmasters, Job
Ready, Career Launch and Money Matters, etc.
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Health &Life Skills
Salaries
The Boys and Girls Clubs of Capistrano Valley
56,062
9,764
After School Programs Budgeted Expense
20,787
17,704
3,083
For The Fiscal Year End June 30, 2009
1,000
852
148
Total
6,500
5,536
Program
Program Costs Fundraising
94,113
City Grant
Character & Leadership Development
Total Costs
- 66,494
Salaries
65,826
56,062
9,764
Benefits
20,787
17,704
3,083
Program Supplies
2,935
- 2,500
435
Program Events Expense
10,639
9,061
1,578
Printing and Postage
_ 1,800
1,533
267
Total Costs
101,987
86,859
15,127
Health &Life Skills
Salaries
65,826
56,062
9,764
Benefits
20,787
17,704
3,083
Program Supplies
1,000
852
148
Program Events Expense
6,500
5,536
964
Total Costs
94,113
80,153
13,959
Education & Career Development
Salaries
56,964
48,515 -
8,449
Benefits
17,989
15,321
2,668
Program Supplies
1,400
1,192
208
Program Events Expense
3,300
2,811
489
Total Costs
79,653
67,839
11,815
Technology
Salaries
48,103
40,968
7,135
Benefits
15,191
12,937
2,253
Program Supplies
- 500
426
. 74
Program Events Expense
700
596
104
Printing and Postage
2,000
1,703
297
Total Costs
- 66,494
56,631
9,863
The Arts
Salaries
46,837
39,890
6,947
Benefits
14,791
12,597
2,194
Program Supplies
2,200
1,874
326
Program Events Expense
500
426
74
Total Costs
64,328
54,787
9,541
Sports, Fitness & Recreation
Salaries
72,068
61,379
10,689
Benefits
22,758
19,383
3,376
Program Supplies
900
767
133
Gym Rental -
10,350
8,815
1,535
Program Events Expense
3,925
3,343
582
Printing and Postage
400
341
59
T -Shirts
Total Costs
110,401
_ - 94,026
_ _ 16,375
ATTACHMENT 4
Program
Administration
Salaries
Benefits
Admin Supplies
Advertising & Marketing
Occupancy
Transportation
Membership Expense
Staff Expense
Printing and Postage
Total Costs
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The Boys and Girls Clubs of Capistrano Valley
After School Programs Budgeted Expense
For The Fiscal Year End June 30, 2009
Total
Program Costs Fundraising City Grant
28,543
24,309
4,234
9,014
7,677
1,337
880
749
131
7,100
6,047
1,053
36,311
30,925
5,386
10,525
8,964
1,561
1,800
1,533
267
6,900
5,877
1,023
1,000
852
148
102 072
85,933
15140
Total Costs for all Programs $ 619,048 $ 527,228 $ 91,820
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THE CITY OF
SAN JUAN CAPISTRANO
Consideration of Agreement for Afterschool
Recreation Programs (Boys & Girls Clubs of
Capistrano Valley)
VC
Boys & Girls Clubs of
3000 6000 9000 Feet
Attachment 5