Dubuque Community School District_21 Century After School GrantMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Professional Services Contract for 21st Century After School Grant
DATE: June 14, 2011
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Marie L. Ware, Leisure Services Manager
Michael C. Van Milligen
Dubuque
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2007
Leisure Services Manager Marie Ware recommends City Council approval of a
Professional Services Contract with the Dubuque Community School District for the 21
Century Community Learning Center After School Programs. This contract spells out
the services the Leisure Services Department and the Multicultural Family Center will
provide during the five -year time period of the grant.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Masterpiece an the Mississippi
TO: Michael C. Van Milligen, City Manager ��
FROM: Marie L. Ware, Leisure Services Manage/O
SUBJECT: Professional Services Contract for 21st Century After School Grant
DATE: June 14, 2011
INTRODUCTION
Dubuque
AI- America Cay
1
2007
The purpose of this memo is to request City Council approval of a Professional Services
Contract with the Dubuque Community School District for the 21st Century Community
Learning Center After School Programs.
BACKGROUND
The Dubuque Community School District was awarded a 21st Century grant in April to
provide after school programs for Jefferson and Washington Middle School students
during the 2011 -2012 school year. Many community agencies were involved during the
grant submission process including the Leisure Services Department and Multicultural
Family Center.
Since the awarding of the grant, these same agencies have been finalizing the details of
the services provided to the district for these after school participants. The attached
contract spells out the services the Leisure Services Department and Multicultural
Family Center will provide during the five -year time period of the grant. Services will be
evaluated annually and the contract can be adjusted on a yearly basis.
The Multicultural Family Center was included in the contract to receive the benefit of the
city's exemption from daycare licensing requirements and the mutual indemnification
agreement between the city and DCSD.
ACTION REQUESTED
The action requested is for the City Council to approve the contract with the Dubuque
Community School District for the 21st Century Community Learning Center After
School Programs.
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attachment
prepared by Patrick J. Prevenas
City of Dubuque
Dubuque Leisure Services Department and Multicultural Family Center
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The Dubuque Community School District
for
21 Century Community Learning Center
After School Programs
Professional Services Contract
for the school years of:
2011 -2016
Program: The Dubuque Community School District and City of Dubuque are entering into this Professional
Services Contract for the purpose of providing afterschool enrichment programs and /or parent evening or
weekend programs at George Washington Middle School, Thomas Jefferson Middle School and other
community sites. The programs will be offered on school days according to the district school calendar for
each year of the contract.
Duration: The term of this contract shall be from July 1, 2011 to June 30, 2016. Contracts will be reviewed
and adjusted on a yearly basis. Either party may terminate the contract with or without cause upon sixty
(60) days written notice to the other. Notice shall be sent to the address set forth below.
As part of the Dubuque Community Schools 21 Century Community Learning Center After School Programs,
the Dubuque Community School District agrees:
Space and Transportation:
• The district will provide appropriate space within George Washington or Thomas Jefferson Middle
School for after school programming when and if possible including the computer labs and libraries.
• The district will provide transportation to educational program sites when necessary and feasible as
agreed to in this contract.
Staff and Employees
• The district will recruit and hire for each site, one paraprofessional for 3.5 hours at the end of each
school day to take attendance, provide the snack, direct students to the appropriate location(s) for
the after school programs, assist with behavior issues as necessary, coordinate with school staff
and troubleshoot when necessary.
• The district will provide an After School Program Coordinator and Program Evaluator.
• The district will provide healthy snacks to program students on a daily basis.
• The district will recruit students for After School Programming.
Staff Development, Curriculum and Assessment
• The district After School Program Coordinator shall be responsible for coordinating the program
offerings with the school district and cooperating agencies at both George Washington and Thomas
Jefferson Middle School.
• The district After School Program Coordinator shall be responsible for communicating with the
instructional coach at each middle school to assure alignment of learning with the regular school
day for program participants.
• The district After School Program Coordinator shall be responsible for identifying needed
professional development and arranging for the staff professional development for program
providers.
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• The Program Evaluator will work with the school district and agency After School Program staff to
collect necessary program data for each student as it pertains to reporting requirements for the
Department of Education and the grant.
• The After School Program Coordinator shall be responsible for organizing and conducting ongoing
meetings of an After School Programming Advisory Council.
Administration and Financial Arrangements
• The district will provide the initial student information software to facilitate the collection of
student enrollment, attendance, demographics, and assessment data.
• The district will provide IT support to maintain and use the student information system.
• The district will provide payment as outlined in this contract for services provided by City of
Dubuque -- Dubuque Leisure Services Department and Multicultural Family Center.
As part of the Dubuque Community Schools 21 Century Community Learning Center After School Programs,
the City of Dubuque Leisure Services Department and Multicultural Family Center agrees for all programs
offered:
• City staff is responsible for attending professional development.
• City staff is responsible for student safety and behavior management during agency activities.
• City will provide qualified substitute staff in case of agency staff illness.
• City will plan for alternate activity in inclement weather.
• In case of school cancellation, all activities will be cancelled.
• City staff will be supervised by designated person from the Leisure Services Department and
Multicultural Family Center.
• City will run background checks on all staff, volunteers, AmeriCorps, and Vistas working with youth and
families.
• MFC will provide bi- lingual staff for programs offered at the MFC (when needed and available).
LEISURE SERVICES PROGRAMS
Broom Ball League
Staff and Employees
• To provide two staff members to conduct a Broom Ball League
Programming
• Two days per week/ Two weeks (scheduled for each school)
• Two hours per day
• Total for both schools = 16 hours for staff
• Allison Henderson Park Ice Hockey rink
Administration and Financial Arrangements
• $800.00 for both middle schools
In -kind programming costs:
Recreation Division Manager planning hours 5 @ 36.30 = $181.50 Recreation Supervisor arranging
instructors 30 minutes per week x 2 weeks @ 30.90 = $30.90 Clerical staff support 15 minutes per week x
2 weeks @ 20.14 = 10.07 TOTAL = $222.46
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Disc Golf League
Staff and Employees
• To provide two staff members to conduct a Disc Golf League
Programming
• One day per week/ Four weeks
• 1.5 hours per day
• Veterans Memorial Park Disc Golf Course
• Total for both schools = 6 hours; schools are combined
Administration and Financial Arrangements
• $300.00 for both middle schools
In -kind programming costs:
Recreation Division Manager planning hours 5 @ 36.30 = $181.50. Recreation Supervisor arranging
instructors 30 minutes per week x 4 weeks @ 30.90 = $61.84. Clerical staff support 15 minutes per week x
4 weeks @ 20.14 = 20.14 TOTAL = $263
Exercise Classes
Staff and Employees
• To provide exercise classes at each middle school, one instructor per school
Programming
• One day per week per school/ 10 weeks
• One hours per day
• Held at Jefferson and Washington Schools.
• Total for both schools = 20 hours staff time
Administration and Financial Arrangements
• $1,000 for both middle schools
In -kind programming costs:
Recreation Division Manager planning hours 20 @ 36.30 = $726.00 Recreation Supervisor arranging
instructors 15 minutes per week x 36 weeks = 270 hours @ 30.92 = $8,348.4 Clerical staff support 15
minutes per week x 36 weeks = 270 hours @ 20.14 = $5,437.80
TOTAL = $14,512.20
Soccer League
Staff and Employees
• To provide two staff members to conduct a soccer league
Programming
• Two day per week/ Two weeks in fall and spring
• 1.5 hours per day for each staff member
• Allison Henderson Park inline hockey rink and Comiskey Park
• Total for both schools = 24 hours
Administration and Financial Arrangements
• $1,200.00 for both middle schools
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In -kind programming costs:
Recreation Division Manager planning hours 10 @ 36.30 = $360.30 Recreation Supervisor arranging
instructors 30 minutes per week x 4 weeks @ 30.90 = $61.84 Clerical staff support 15 minutes per week x 4
weeks @ 20.14 = $20.14 TOTAL = $442.48
Ultimate Frisbee
Staff and Employees
• To provide two staff members to supervise Ultimate Frisbee League
Programming
• Two days per week/Two weeks at each school
• One hours per day
• Jefferson and Washington football field (possibly gyms in inclement weather)
• Total for both schools = 8 hours staff time
Administration and Financial Arrangements
• $400.00 for both middle schools
In -kind programming costs:
Recreation Division Manager planning hours 10 @ 36.30 = $360.30 Recreation Supervisor arranging
instructors 30 minutes per week x 4 weeks @ 30.92 = $61.84 Clerical staff support 15 minutes per week x
4 weeks @ 20.14 = $20.14
TOTAL = $442
Student Services Projects
Staff and Employees
• To provide two Full time maintenance workers to lead service learning components
Programming
• 6 of the early dismissal days
• 1.5 hours per day
• Service learning component to include flowerbed preparation, planting, weeding and watering.
Cleanup is litter and trash cleanup in park areas and weeding, pruning & clearing of landscaped
areas
• Grandview Avenue flowerbeds, Allison Henderson Park cleanup, Heritage Trail Extension cleanup,
Comiskey Park cleanup /landscaping
• Total for both schools = 9 hours staff time
Administration and Financial Arrangements
• $1,015.00 for both middle schools
In -kind programming costs:
Recreation Division Manager & Park Division Manager planning hours 10 @ 36.30 = $360.30. Maintenance
Worker Social Security and IPERS expenses x 15.7% = $398.29. Clerical staff support 30 minutes / week x
12 weeks @ 20.14 = $120.84
TOTAL = $879.43
Jefferson Middle School Open Gym
Staff and Employees
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• To provide an Open Gym program at Jefferson Middle School utilizing two staff members
Programming
• One day per week/ Twenty weeks
• Two hours per day
• Gymnasium of Jefferson middle school
• Total for Jefferson = 80 hours of staff time
Administration and Financial Arrangements
• $1,152.00 for Jefferson middle school
In -kind programming costs:
Social Security expenses associated with staff assigned = $44.00
Recreation Division Manager planning hours 2 @ 36.30 = $72.60
Recreation Supervisor planning and supervising program 26 hours @ $30.92 = $803.92
Clerical staff support for developing flier for promotion 10 hours @ 20.14 = $200.14
Printing costs of flier $100.00
TOTAL = $1,220.66
MULTICULTURAL FAMILY CENTER PROGRAMS
Programming from Grant
• Spoken Word Classes
o Offered once /week for 45 minutes for 8 weeks
o Offered 8 weeks in fall and 8 weeks in spring for a total of 16 sessions per school
o Youth work with a professional poet to write their own poetry and develop and improve
their performance poetry skill.
o Offered at both Washington and Jefferson Middle Schools
• Healthy Meals in a Hurry
o Cooking class for middle school youth. This class is a three -week series offered once /week
for 3 weeks (2 at each school, once per semester for a total of 12 sessions). Each session
will last 2 hours. Youth will learn how to make quick, healthy meals. The program includes
an instructor, all the cooking utensils and supplies and the food supplies needed for each
youth to take home to remake the same meal for a family of four.
o Offered at both Washington and Jefferson Middle Schools
Grant Funding Programming requests
• Spoken Word Classes: Instructor pay $19 /hour. Session will be offered once in the fall and once in
the spring for 8 weeks each session. $19 /hour x 8 week /hours x 2 sessions = $608 requested from
grant for both schools
• Healthy Meals in a Hurry: the instructor, curriculum, food for class, cooking supplies, give -aways
and meals to take home= $1,750 (for the series of 3 classes) x 4 sessions (2 at Jefferson and 2 at
Washington) = $7,000
Programming In Kind
• Food For Thought (parent /family program)
o Offered once a month for 1 hour
o Dinner is provided
o Topics vary from month to month, but may include: health /nutrition education, financial
management education, mental health outreach services, immigration issues, advocacy,
local programs and services, Autism, summer programs for youth and adults, etc.
o Offered at 1157 Central Ave
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• Family Cooking Classes (parent /family program)
o Offered once a month for 1 1/2 hours
o Dinner provided
o Offered at 1157 Central Ave
• Computer class (adult program)
o Offered once a week for 1 hour — ongoing
o Classes cover: intro to computer, intro to typing, intro to the Internet, intro to Skype, intro
to Microsoft word, intro to Microsoft excel, Mavis Beacon typing software, Rosetta Stone
(Spanish and English) and Reading Companion
o Offered at 1157 Central Ave
Administration and Financial Arrangements
In -kind programming costs
• Food For Thought (parent /family program): 12 programs offered each year at $100 each = 1,200 in-
kind
• Family Cooking Classes (parent /family program): 10 programs offered each year at $100 each =
1,000 in -kind contribution
• Computer class (adult program): 1 class offered /week for 1 hour. Instructor valued at $20 /hour x
52 weeks = $1,040 in -kind contribution
Other Administration and Financial Arrangements
• The City of Dubuque is exempt from daycare licensing requirements for these programs because
they are programs administered by a political subdivision of the state which is primarily for
recreational or social purposes and is limited to children who are five years of age or older and
attending school.
• Indemnification: A mutual Indemnification agreement is in place between the City of Dubuque
Leisure Services Department and Multicultural Family Center and Dubuque Community School
District. A copy of the Agreement is attached.
Payment Arrangements
Dubuque Community School District agrees to compensate the City for services received. When
requesting payment from the grant, the City will send an invoice to the Grant Coordinator. The Grant
Coordinator will review and send the invoice to Accounts Payable to pay according to the Dubuque
Community School District normal payment cycle.
In witness Whereof, the parties of this Contract have hereunto set their hands this 6 day of
,2011
City of Dubuque
By: Mike Van Milligen
Signature:
Dubuque Community School District
By: Michael P. Brannon
President Sch of Bo rd � A
Signature:
U
SCHOOL DISTRICT BUDGET CODE: /0' g G d• 6/ i• // d+ 1 C C A', O 3d 0
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21 Century After School Programming Grant
SEND CONTRACT TO:
Dubuque Leisure Services
2200 Bunker Hill Rd.
Dubuque, Iowa 52001
563 - 590 -3138
COPIES TO:
Ruth Ellis
Shirley Horstman
Kevin Kelleher
Tara Velez
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