Parks, Recreation, and Community Services Agency
www.santa-ana.org/parks
Item # 28
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 19, 2024
TOPIC: Child Care and Development Programming
AGENDA TITLE
Resolution Approving the Acceptance of Contract Funds from the California Department of Social Services (CDSS)
RECOMMENDED ACTION
1. Adopt a resolution approving the acceptance of contract funds from CDSS for startup funding for after school care and full day camps for child care and development programming.
RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SANTA ANA ACCEPTING CONTRACT FUNDS FROM THE
CALIFORNIA DEPARTMENT OF SOCIAL SERVICES FOR PROVISION OF CHILD
CARE AND DEVELOPMENT SERVICES AND AUTHORIZING THE CITY MANAGER
OR DESIGNEE TO NEGOTIATE AND EXECUTE ANY AGREEMENTS OR
AMENDMENTS THERETO THAT MAY BE NECESSARY
2. Approve the agreement with CDSS for child care and development programming (Agreement No. A-2024-XXX).
3. Approve an appropriation adjustment for program startup funding to recognize $915,583 from the CDSS in the PRCSA Revenue Account, Center Programs (13113002-53301) and appropriate the same amount in the PRCSA, Child Development Services expenditure accounts (13113251-various). (Requires five affirmative votes)
4. Adopt a resolution amending the current fiscal year 2024-2025 annual budget to adjust full-time positions in the Parks, Recreation, and Community Services Agency, including additions and a reallocation. (Requires five affirmative votes) RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND THE CURRENT FISCAL YEAR 2024-2025
ANNUAL BUDGET TO ADD FULL-TIME POSITIONS IN THE PARKS, RECREATION
AND COMMUNITY SERVICES AGENCY
Child Care and Development Programming
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GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City of Santa Ana Parks, Recreation, and Community Services Agency (PRCSA) applied for contract funds from California’s General Child Care and Development (CCTR) program operated through CDSS. CDSS accepted the application for funding from PRCSA to implement an after-school program and full day summer day camp for students ages five to thirteen, in grades first through sixth.
The after-school program will take place weekly between the hours of 3:00 and 6:00 p.m., with modified programming hours on Wednesdays to be in alignment with the Santa Ana Unified School District Elementary School bell schedule. The full-day summer day camp will take place for 10 weeks during summer recess from 7:00 a.m. to 5:30 p.m. Each location will be able to serve a minimum of 28 participants, with larger centers hosting as many as 56 participants.
By leveraging existing partnerships PRCSA has developed with community-based organizations, the program will focus on enrichment activities and recreation programing including dramatic and creative arts, music, Science, Technology, Engineering, Art, Mathematics (S.T.E.A.M.) curriculum, athletic activities, homework assistance, and much more. The summer day camp will mirror the current Summer Splash Day camp format including access to arts and crafts activities, outdoor play, Learn-to-Swim Lessons, Recreation Swim Opportunities, and weekly excursions and activities related to themed-weeks throughout summer recess.
The program consists of low to no-cost care for qualified families who meet the income guidelines provided by the State for CDSS Contract Programs (Exhibit 4). The intake and application process will determine if families are responsible for any costs associated for their children to participate in the program.
Program Location Estimated Program Opening
Timeframe
Maximum
Amount of
Participants
Garfield Community Center Spring 2025 28
Salgado Recreation Center Fall/Winter 2025 56
Jerome Recreation Center Fall/Winter 2025 56
El Salvador Community Center Fall/Winter 2025 28
Action taken to accept this contract will assist up to 515 school-age participants and their families by providing consistent after school and summer day camp care at up to seven PRCSA sites throughout the City. The initial planned program locations that have been identified as the first to go through the licensing process are Garfield Community Center, El Salvador Community Center, Jerome Recreation Center, and Salgado Child Care and Development Programming
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Recreation Center. Additional PRCSA programming locations will be evaluated to determine if CIP considerations are needed to align with licensing requirements.
After hiring the recently approved Full-time Site Director classification, the process of obtaining facility licenses will begin. The Site Director is required to attend a Child Care Centers Orientation as well as an Operations and Recordkeeping Orientation. Once certified in both Child Care Centers and Operations and Record Keeping, the Site Director will submit applications for each of the identified centers to become a licensed California State Child Care Provider. The overall process can take up to one to three months, depending on the readiness of each facility and meeting the current guidelines set forth by the State of California.
Initial licensing fees total $968 with recertification fees totaling $484 that are paid annually and can be renewed without issue, as long as there are no new requirements designated by State governing bodies. The City is not required to have additional insurance, as we currently provide similar childcare with our drop-in programs after school and our summer day camps.
Programming would include partnership agreements with local community-based organizations to provide additional enrichment and learning opportunities for participants.
PRCSA Headcount
To begin Phase 1 of licensing and enrollment as part of the CDSS Contract, PRCSA needs the addition of four (4) positions to PRCSA’s overall personnel headcount. This includes one (1) Full-time Site Director, one (1) Full-time Site Teacher, one (1) Full-time Teacher’s Aide, and one (1) Senior Management Analyst.
Recruitment for the initial Site Director will take place immediately after contract approval, as this position is critical in establishing required Child Care Center licensing and program build out. The Senior Management Analyst will follow. PRCSA Staff will act as the liaison between the Site Director and Recreation Division and will assist in bridging the processes of licensing, reporting, purchasing, and enrollment for the CDSS contract with the standards and operation requirements set forth by the City.
After successfully licensing the initial PRCSA facilities, Phase 2 of program build out will commence with the hire of Full-time Site Teachers and Full-time Teacher’s Aides.
These supporting roles are necessary for enrollment of participants and implementation of the program under the supervision of the Site Director.
Pursuant to Section 609 of the City Charter, a budget amendment requires an affirmative vote of at least two-thirds (2/3) of the City Council.
Child Care and Development Programming
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ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The City will receive initial startup funding in the amount of $915,583, of the tentative award amount of $6,691,179. Startup funds will be used to cover the cost of new staff, licensing, training, program equipment, and facility upgrades required by the State, as well as community engagement workshops for potential program participants and their families.
With approval of the appropriation adjustment, funds will be budgeted and available in the following account for fiscal year 2024-2025 and any remaining balance not expended at the end of the fiscal year will be carried forward into fiscal year 2025-2026:
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
24-25 13113251-VariousMiscellaneous PRCSA-Child Development Services-Various
$915,583
After initial startup funding, contract payments will be received through disbursements based on program participation and attendance as certified by PRCSA Staff with quarterly audits. The balance of the contract amount will be budgeted during the City’s fiscal year 2025-2026 budget process. Funding for this program will be ongoing contingent upon the City maintaining qualified enrolled participants as mandated by CDSS. State governing bodies have the right to withdraw or extend additional funds based on the needs of the State Budget. Historically, this program has maintained funding to keep certified programs that are in good standing active without major disruptions to service levels.
Funds received from CDSS are for the exclusive use of this contract and cannot be used to supplement other programs, staffing, or additional budget items for PRCSA or the City of Santa Ana.
EXHIBIT(S)
1. Proposed Award Letter
2. Resolution Accepting Contract Funding
3. Resolution Amending Current Fiscal Year Budget to Adjust Full-time Positions in PRCSA
4. State Income Guidelines for FY 24/25
Submitted By: Hawk V. Scott, Executive Director of Parks, Recreation, and Community Services
Approved By: Alvaro Nuñez, City Manager