Fremont City Council Meeting: 12/20/22 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4760) DOC ID: 4760 B
Updated: 12/15/2022 9:22 AM by Alberto Quintanilla B Page 1
CITY OF FREMONT AND FREMONT UNIFIED SCHOOL DISTRICT PARTNERSHIP
AGREEMENTS - AFTER SCHOOL EDUCATION AND SAFETY PROGRAM GRANT AND EXPANDED LEARNING OPPORTUNITIES PROGRAM – Authorize the City Manager or her designee to submit a 3-year cycle renewal grant application as co- applicant with the Fremont Unified School District for the After School Education and Safety (ASES) Program and execute Amendment No. 3 to Agreement No. 18- 0217; authorize the City Manager or her designee to execute an additional agreement with the Fremont Unified School District for the Extended Learning Opportunity Program (ELO-P); and related appropriation actions Contact Persons:
Name: Irene Jordahl Suzanne Wolf
Title: Recreation Superintendent II Community Services Director Div/Dept: Community Services Community Services
Phone: 510-494-4322 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: Staff recommends the City Council authorize the City Manager or her designee to: 1) submit the ASES renewal grant application as co-applicant with the Fremont Unified School District to collaboratively operate the State of California Department of Education – After School Education and Safety Program Grant with Fremont Unified School District operating as fiscal agent; 2) execute Amendment No. 3 to Agreement No. 18-0217 to continue the partnership through 2026; (3) execute an additional service agreement with the Fremont Unified School District for the Extended Learning Opportunity Program (ELO-P) for the City to provide transitional kindergarten/kindergarten afterschool services on a fee for service basis; and (4) increase the budget in the Recreation Cost Center to recognize the reimbursement for and cover the cost of the ELO-P.
BACKGROUND:
After School Education and Safety (ASES) Program
The ASES Program is the result of the 2002 voter-approved initiative Proposition 49 and funds the establishment of local after school education and enrichment programs. These programs are created through partnerships between schools and local community resources to provide literacy, academic enrichment, and safe constructive alternatives for students in kindergarten through ninth grade (K-9). Funding is designed to: (1) maintain existing before and after school program funding; and (2) provide eligibility to all elementary and middle schools that submit quality applications throughout California .
The goal of ASES is to support local efforts to improve assistance to students and broaden the base of support for education in a safe, constructive environment. The program creates incentives for establishing locally driven before and after school education and enrichment programs.
Council Staff Report (ID # 4760) Meeting of December 20, 2022 Updated: 12/15/2022 9:22 AM by Alberto Quintanilla B Page 2 In 2017, Fremont Unified School District (FUSD) approached the City of Fremont (City) to collaboratively operate the ASES program due to FUSD’s growing costs in providing the program. The City and FUSD entered into an agreement (No. 18-0217) to retain the services of the City to coordinate and administer the District’s ASES grant program for the remaining two years of a 3-year cycle: SY2018-19 and SY2019-20.
ASES applications for subsequent 3-year cycles are due the first of the year prior, thus, the renewal for the next 3-year grant cycle – SY2020/21, SY2021/22, and SY2022/23 – was due early 2020 amid the COVID-19 pandemic. During the Alameda County Department of Health shelter-in-place order, FUSD submitted the application renewal without the City being listed as co-applicant. In August 2020, FUSD and City approved Amendment No. 1 to Agreement No. 18-0217 for the City to take over as fiscal agent for SY 2020/21 and for FUSD to cover the cost of snacks for students who qualify for the free and reduced meal program who are enrolled in ASES. Subsequently, the agencies found out the transfer of fiscal agent status was not possible because the City was not listed on the grant as a co- applicant. Consequently, FUSD and City executed Amendment No. 2 to Agreement No. 18- 0217 for the District to remain as Fiscal Agent. At this time, the City and FUSD wish to continue the partnership into the next 3-year grant cycle through 2026 with FUSD remaining as the fiscal agent.
Extended Learning Opportunity Program (ELO-P)
In 2021, the ELO-P was approved by the State to provide funding for afterschool and summer school enrichment programs for kindergarten (including transitional kindergarten) through sixth grade. Local educational agencies must operate the ELO-P pursuant to the requirements in California Education Code Section 46120, including the development of a program plan. The program plan needs to be approved by the Local Educational Agency's (LEA) Governing Board in a public meeting and posted on the LEA's website. The FUSD’s Board of Education approved Expanded Learning Opportunities Program Plan at their July 27, 2022 meeting.
“Expanded Learning” means before school, after school, summer, or intersession learning programs that focus on developing the academic, social, emotional, and physical needs and interests of pupils through hands-on, engaging learning experiences. Expanded learning programs are to be pupil-centered, results driven, include community partners, and complement, but do not replicate, learning activities in the regular school day and school year. FUSD has requested that the City operate additional hours at the three current ASES sites – Brier, Cabrillo, and Grimmer Elementary Schools – to meet needs of transitional kindergarten and kindergarten (TK/K) students through the ELO-P.
DISCUSSION/ANALYSIS:
After School Education and Safety (ASES) Program
The City has been providing ASES after school services to three FUSD elementary school sites – Brier, Cabrillo, and Grimmer – in partnership with FUSD for the past five years through Agreement No. 18-0217. This ASES program offers after school opportunities to all unduplicated students. Unduplicated refers to students who are designated in one or more of the following categories: English learners, foster youth, homeless students, migrant Council Staff Report (ID # 4760) Meeting of December 20, 2022 Updated: 12/15/2022 9:22 AM by Alberto Quintanilla B Page 3 students and students who are free or reduced-price meal eligible under the National School Lunch Program (NSLP).
The past years have provided challenges and uncertainty during the COVID-19 pandemic.
The City aligned with FUSD mandates transitioning to a virtual program. Throughout the pandemic and pivoting back to in person programming, FUSD and the City continued a strong partnership with school principals and staff working together to provide support to the students.
The Community Services Department is uniquely situated to continue to partner with FUSD due to the ability to operate and provide learning programs that provide a well-rounded after school option focused on developing the academic, social, emotional and physical needs and interests of students through hands-on, engaging learning. Staff recommends the City continue the partnership and be a co-applicant on the After-School Education and Safety Grant Renewal Application and that FUSD will remain the fiscal agent for the program. Both Parties will work together to update the program plan and specific site plans each year for the next 3-year grant period beginning FY 2023-24 focusing on continual improvement processes. The Grant Cycle B application – beginning Fiscal Year 2023-24 – must be submitted by January 18, 2023.
As in prior years, this program will also provide the foundation for future summer programming sites, while ensuring a continuous program connection throughout the summer at the existing ASES locations - ultimately reducing the summer academic learning losses for the children in the program. In addition to the three ASES locations, FUSD continues to provide three additional sites (at no cost to the City) for summer camps at various school site locations. With this collaborative program, the City of Fremont and FUSD will continue to provide students and their families year-round.
The ASES Program Grant funding will provide up to $146,592 annually per location with a combined annual grant allocation of $439,776. The term of the ASES Program Grant is for three school years, from August 2023 through June 2026. FUSD intends to continue as Fiscal Agent for the program in collaboration with the City.
In the 2019-20 school year the City implemented a fee to cover an operating shortfall charging $10 per day for students who do not meet the free or reduced-price meal eligibility guidelines under the NSLP. With the increases to minimum wage and program supplies, the City intends to charge approximately $14 per day per student in the 2023-24 school year.
This cost is still significantly less than most afterschool programs held at other FUSD locations. The daily rate will adjust annually, as needed, to ensure that the City will cover its operating costs for this program.
Extended Learning Opportunity Program (ELO-P)
The City and FUSD staff have been in communication for the past few months to map out an initial 6-month program to be initiated in January 2023 offering unduplicated TK/K students afterschool enrichment programs at the three ASES sites. The program will run directly after TK/K release (usually 11:50 am. – depending on the school) until 6:00 p.m. providing social and emotional support, enrichment opportunities and creative expression. The City and FUSD expect to continue this partnership after the initial 6-month program and extend the agreement in one-year increments for up to five additional subsequent years.
Council Staff Report (ID # 4760) Meeting of December 20, 2022 Updated: 12/15/2022 9:22 AM by Alberto Quintanilla B Page 4 The ELO-P program will provide a structured, safe, and supportive environment for Fremont students that meets their developmental, physical, and social-emotional needs. The City will work closely with FUSD staff to clearly align health and safety protocols and procedures with that of FUSD as well as provide pupil-centered, results driven, learning activities. The City will work collaboratively with FUSD in updating the ELO-P Plan reflecting the needs of the community and providing continuous improvement in the ELO-P.
This program will provide the foundation for future expanded learning opportunities – before school, after school, summer, or intersession learning programs. Long-term access to early education programs like ELO-P help reduce the opportunity gaps that emerge as students’ progress in school and provide early grade support for a well-rounded education in all facets of academic, socio-emotional and behavior.
Funding for ELO-P is different than the grant-funded ASES program. Funds are apportioned to school districts and charter schools based on the prior year classroom average daily attendance for TK/K through 6th and the prior year unduplicated pupil percentage.
FISCAL IMPACT:
After School Education and Safety (ASES) Program
The $439,776 grant allows for a maximum of $65,966 to cover annual administrative staffing expenses. Part-time staffing and general operating expenses will be covered through the remaining grant allocation.
Costs of the ASES Program are paid from the grant allocation or fees charged to students.
Free and reduced-price meal eligible students will have priority enrollment for ASES. The City will implement a daily fee of approximately $14 per day for any students not meeting the unduplicated classification if additional spaces are available in the program.
FUSD understands that this program must operate under a cost recovery model and it will not be sustainable if funding levels are not adequate. The City and FUSD have agreed to offset eligible costs with ELO-P funds, if needed.
Extended Learning Opportunity Program (ELO-P)
Under the proposed Agreement, FUSD will reimburse the City in an amount up to $142,750 for the three sites for supplies and staffing for 20 students at a ratio of 1 staff member to 10 students and additional compensation of $16,756 for each staff person for the 95 day program based on a ratio of 1 staff member to 10 students for over 20 student and $237.50 per child for supplies for the 95 day program for projected revenue of $257,536.
Council Staff Report (ID # 4760) Meeting of December 20, 2022 Updated: 12/15/2022 9:22 AM by Alberto Quintanilla B Page 5
Staff recommends City Council recognize $257,536 of revenue in the Recreation Cost Center (Fund 189) and appropriate that revenue to pay for related staffing costs and expenses.
Unduplicated students will have priority enrollment for ELO-P. The City will implement a daily fee of $25 per day for any students not meeting the unduplicated classification if additional spaces in the program are available.
ENVIRONMENTAL REVIEW: The proposed agreements and grant application are not subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment.
Where it can be seen with certainty that the there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Providing after school services to children in existing facilities will clearly not have a significant effect on the environment and, thus, CEQA does not apply, and no further environmental review is necessary.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or her designee to submit a 3-year cycle renewal application as co-applicant with the Fremont Unified School District to collaboratively operate the State of California Department of Education for the After School Education and Safety (ASES) Program.
2. Approve and authorize the City Manager or her designee to execute Amendment No. 3 to the existing Agreement No. 18-0217 with the Fremont Unified School District for partnership and services related to the ASES Grant Program covering the next 3-year renewal cycle.
3. Approve and authorize the City Manager or her designee to enter into an Agreement with the Fremont Unified School District (FUSD) for the Extended Learning Opportunity Program (ELO-P).
4. Recognize an additional $257,536 of revenue in Recreation Cost Center (Fund 189) and appropriate it to pay for the expenses of the ELO-P.