City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-02512 2/7/2023 Consent Item 17.
Agreement with the California Department of Education for START After School Education and Safety (ASES) Program at Robla School District for FY2022/23 File ID: 2022-02512
Location: District 1, Represented by Councilmember Lisa Kaplan; District 2, Represented by Councilmember Sean Loloee
Recommendation: Adopt a Resolution: 1) authorizing the City Manager or the City Manager’s designee to execute an agreement with the State of California, Department of Education (CDE) to accept grant funding for the Sacramento Students Today Achieving Results for Tomorrow (START) After School Education and Safety (ASES) Program at five elementary schools in the Robla School District for an amount not to exceed $753,792 during Fiscal Year (FY) 2022/23; and 2) authorizing the City Manager or the City Manager’s designee to adjust the Department of Youth, Parks, & Community Enrichment’s (YPCE) FY2022/23 operating revenue and expenditure budgets as necessary to implement and administer the grant agreement in the START Fund (Fund 2501).
Contact: Joyce Wenger Johnson, Recreation General Supervisor, 916-808-3849, [email protected]; Monica Blanco,Youth Division Manager, 916-808-6308, [email protected], Department of Youth, Parks, & Community Enrichment Presenter: None
Attachments:
1-Description/Analysis
2-Chart of School Sites
3-Resolution
4-Exhibit A (Agreement with the State of California)
Description/Analysis
Issue Detail: The Department of Youth, Parks & Community Enrichment (YPCE) has provided after school services for the Robla School District since 2006. For the FY2022/23 school year, the State of California Department of Education (CDE) approved grant funding for the ASES program for the
File ID: 2022-02512 2/7/2023 Consent Item 17.
Robla School District through December 31, 2022 in the amount of $753,792. The services will be provided at five elementary schools in the District as shown in Attachment 2. The program provides students, particularly those who attend schools in need of academic improvement, with academic enrichment opportunities and supportive services to help the students meet state and local standards in core content areas.
The City of Sacramento will be the fiscal agent for this grant, meaning that the City is responsible for meeting all grant requirements, operating the program in compliance with the law, submitting all reports, conducting an annual outcome-based evaluation, and conducting an annual audit.
Policy Considerations: Continued participation in after school literacy and enrichment programs is consistent with the City’s strategic plan to enhance livability.
Economic Impacts: None.
Environmental Considerations: Continued administrative activities and government funding actions are not projects subject to environmental review under California Environmental Quality Act Guidelines section 15378(b).
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: Since 1996, the Sacramento Students Today Achieving Results for Tomorrow (START) program has operated after school literacy and enrichment programs at many elementary school campuses throughout Sacramento County. Executing the agreement with CDE will continue important education and safety services for Robla School District elementary school children. It will also allow the City to be reimbursed for services provided in FY2022/23.
Financial Considerations: For FY2022/23, CDE awarded the City $753,792 in grant funds to operate the START ASES program at five elementary schools in the Robla School District. The grant award is sufficient to cover the City’s costs of operating the program. Staff recommends adjusting YPCE’s FY2022/23 operating budget in the START fund (Fund 2501) to properly account for the grant funding.
Local Business Enterprise (LBE): Not applicable.
Sacramento START Elementary School Sites
School Year 2022/23
Robla School District
Council
District School Name Address
2 Bell Avenue Elementary 1900 Bell Ave., Sacramento, CA 95838 1 Glenwood Elementary 201 Jessie Ave., Sacramento, CA 95838 2 Main Avenue Elementary 1400 Main Ave., Sacramento, CA 95838 2 Robla Elementary 5200 Marysville Blvd., Sacramento CA 95838 2 Taylor Street Elementary 4350 Taylor St., Sacramento, CA 95838
RESOLUTION NO. 2023-
Adopted by the Sacramento City Council
APPROVING GRANT AGREEMENT WITH
CALIFORNIA DEPARTMENT OF EDUCATION FOR THE AFTER SCHOOL
EDUCATION AND SAFETY PROGRAM FOR THE ROBLA SCHOOL DISTRICT
BACKGROUND
A. The Department of Youth, Parks, & Community Enrichment (YPCE) has operated the Students Today Achieving Results for Tomorrow (START) after school literacy and enrichment program at the Robla School District since 2006.
B. The California Department of Education (CDE) approved grant funding in an amount not to exceed $753,792 for FY2022/23 for the After School Education and Safety (ASES) program through December 31, 2023 for five elementary school sites in the Robla School District.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. The City Manager or the City Manager’s designee is authorized to execute the agreement attached as Exhibit A with CDE to accept ASES grant funding for the City’s START program at five schools in the Robla School District in an amount not to exceed $753,792 during FY2022/23.
Section 2. The City Manager or the City Manager’s designee is authorized to adjust YPCE’s FY2022/23 operating revenue and expenditure budgets in the START Fund (Fund 2501) as necessary to implement and administer the grant agreement.
Table of Contents:
Exhibit A: California Department of Education ASES Grant Agreement
California Department of Education
Fiscal Administrative Services Division
AO-400 (REV. 09/2014)
Grant Award Notification
GRANTEE NAME AND ADDRESS
Jackie Beecham, Director, & Community EnrichmentYouth, Parks,
City of Sacramento
915 I Street, 3rd Floor
Sacramento, CA 95814-2604
CDE GRANT NUMBER
FY PCA Vendor
Number Suffix
22 23939 21920 EZ
Attention
Expanded Learning Programs Coordinator
STANDARDIZED ACCOUNT
CODE STRUCTURE COUNTY
Program Office
Expanded Learning Office
Resource
Code
Revenue
Object Code 34
Telephone
916-808-1041 6010 8590 INDEX
Name of Grant Program
After School Education and Safety (ASES) Program 0150
GRANT
DETAILS
Original/Prior
Amendments
Amendment
Amount Total Amend.
No.
Award
Starting
Date
Award
Ending
Date
$753,791.53 $753,791.53 07/01/2022 12/31/2023
CFDA
Number
Federal Grant
Number Federal Grant Name Federal Agency
I am pleased to inform you that you have been funded for the ASES Program.
This award is made contingent upon the availability of funds. If the Legislature takes action to reduce or defer the funding upon which this award is based, then this award will be amended accordingly.
By e-signing this document, your organization is voluntarily agreeing to conduct business with the California Department of Education (CDE) electronically. If you do not wish to do so, please immediately contact the Analyst listed below to discuss other signing options.
Please email the signed Grant Award Notification (AO-400) to:
Raquel Monteiro at [email protected]
California Department of Education Contact
Raquel Monteiro
Job Title
Associate Governmental Program Analyst
E-mail Address
[email protected]
Telephone
916-319-0540
Signature of the State Superintendent of Public Instruction or DesigneeDate December 29, 2022
CERTIFICATION OF ACCEPTANCE OF GRANT REQUIREMENTS
On behalf of the grantee named above, I accept this grant award. I have read the applicable certifications, assurances, terms, and conditions identified on the grant application (for grants with an application process) or in this document or both; and I agree to comply with all requirements as a condition of funding. On behalf of the grantee named above, I certify that the organization intends that this and future transactions be completed by electronic means, and any electronic signature is intended to be as binding as a physical signature.
Printed Name of Authorized Agent
Title
E-mail Address
Telephone
Signature
Date
California Department of Education
Fiscal Administrative Services Division
AO-400 (REV. 09/2014)
Grant Award Notification (Continued)
The purpose of the ASES Program is to create incentives for establishing locally-driven Expanded Learning Programs, including after school programs that partner with public schools and communities to provide academic and literacy support and safe, constructive alternatives for youth. The ASES Program involves collaboration among parents, youth, and representatives from schools, governmental agencies, individuals from community-based organizations, and the private sector.
After School Education and Safety Grant Renewal Process Applicants awarded an ASES grant will receive a three-year renewable grant awarded in one-year increments beginning on July 1, 2022, provided that the assurances and program requirements have been met and the state budget is approved (California Education Code [EC] Section 8482.4[c]). Continuation of the grant after the initial three-year grant period is contingent upon meeting all of the administrative program requirements—including attendance, expenditure, and evaluation data reporting.
Grantees are required to reapply for their grant every three years through the ASES renewal application process. Current grantees may verify the grant cycle of their program at the CDE ASES Renewal Cycles web page at https://www.cde.ca.gov/ls/ex/asesrenewalcycles.asp.
After School Education and Safety Program Administrative Requirements An ASES program must integrate with the school day and other expanded learning opportunities (EC Section 8483.3[c][5]) while providing a safe physical and emotional environment, opportunities for relationship building, and promotion of active student engagement (EC Section 8483.3[c][3]) through the following two required program elements:
1. An educational and literacy element (EC Section 8482.3[c][1][A]) in which tutoring or homework assistance is provided in one or more of the following areas:
a. · Language arts
b. · Mathematics
c. · History and social science
d. · Computer training
e. · Science
2. An educational enrichment element (EC Section 8482.3[c][1][B]) which may include, but is not limited to, the following:
a. Fine arts
b. Career Technical Education
c. Recreation
d. Physical fitness
e. Prevention activities
When determining goals for the educational and literacy element and the educational enrichment element, the EXLD strongly encourages applicants to use research-based curricula and strategies that are aligned to California’s state standards and are appropriate for after school audiences—including the Common Core State Standards and the Next Generation Science Standards. See the CDE Common Core State Standards web page at https://www.cde.ca.gov/re/cc/ and the CDE Next Generation Science Standards web page at https://www.cde.ca.gov/pd/ca/sc/ngssstandards.asp.
3. Development of a Program Plan
The ASES grantees shall develop and maintain documentation of the ASES Program Plan for a minimum of five years after the conclusion of the program (EC Section 8482.3[g][1][F]). Applicants applying for a new ASES grant will be required to submit a Program Plan within six months of receiving a grant award for ASES funding.
To assist in the development of the required Program Plan, new grantees may access the Program Plan Guide on the CDE Reporting and Forms web page at https://www.cde.ca.gov/ls/ex/reportingandforms.asp.
The Program Plan includes, but is not limited to: program goals, program content, and any other information requested by the CDE. The ASES Program Plan must be developed through a collaborative process that includes parents, youth, representatives of participating public school sites, governmental agencies, such as city and California Department of Education
Fiscal Administrative Services Division
AO-400 (REV. 09/2014)
county parks and recreation departments; local law enforcement, community organizations, and the private sector (EC Section 8482.5[b]). Grantees must develop an ASES Program Plan that is available for on-site review (EC Section 8482.3[g]). The EXLD must be notified if the program goals or outcome measures are changed during the grant period (EC Section 8482.3[g][1][E]). In light of the current pandemic situation, the CDE recognizes that any collaborative efforts in the development and revision(s) of the Program Plan may need to be modified, and as such, the CDE will review and approve this document with a flexible perspective.
4. Program Reporting
The online reporting ASSIST must be used to submit quarterly expenditure reports. Accurate attendance records must be kept using a clearly defined record keeping procedure. Actual student program attendance must be sent to the EXLD on a semiannual basis through the online ASSIST database. Student school day attendance must be sent to the EXLD on an annual basis (EC Section 8484[a][1][A]).
Due dates each year are January 31 for reporting attendance from July 1 through December 31, and July 31 for reporting attendance from January 1 through June 30. All ASES reporting due dates can be found on the CDE ASES Reporting Due Dates web page at https://www.cde.ca.gov/ls/ex/asesduedates.asp.
All programs are required to submit evidence of a data-driven program quality improvement process that is based on the CDE’s guidance on program quality standards as part of their annual outcomes reporting. Such evidence must be reported to the EXLD each year (EC Section 8484[a][2]).
5. Evaluation Requirements
Each grant program must meet all evaluation requirements, provide evaluation reports, and respond to any additional surveys or other methods of data collection that may be required throughout the life of the program as determined by the CDE (EC sections 8482.3[f][7,8], 8483.3[c][11], and 8484[a]).
6. Payments
Payments will be issued in three increments each year (EC Section 8482.4[f]).
Percent of the Total Funded Grant Amount Date Issued and Reporting Requirements 65 percent payment A payment will be processed within 30 days of returning the originally signed AO-400 to the CDE.
25 percent payment On receipt of the first semiannual attendance reports, the first and second quarter expenditure reports (October–
December), and all other required reports by January 31.
Percent of the Total Funded Grant Amount Date Issued and Reporting Requirements 10 percent payment
On receipt of the second semiannual attendance reports, the third and fourth quarter expenditure reports (April– June), and all other required reports by July 31.