PREPARED BY: GREG DWYER DATE OF MEETING: 09/08/20
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO (1) ENTER INTO A THIRD AMENDMENT TO THE AGREEMENT WITH BAY AREA COMMUNITY RESOURCES TO INCLUDE LEAD AGENCY SERVICES AT LAKE AND BAYVIEW ELEMENTARY SCHOOLS FOR AN AMOUNT NOT TO EXCEED $215,000 FOR FISCAL YEAR 2020/21 FOR A GRAND TOTAL CONTRACT AMOUNT NOT TO EXCEED $1,915,000 AND (2) ENTER INTO A THIRD AMENDMENT TO THE AGREEMENT WITH THE WEST CONTRA COSTA UNIFIED SCHOOL DISTRICT TO PROVIDE MATCHING FUNDS FOR BEACON DIRECTORS IN SAN PABLO SCHOOLS FOR FY 2020/21
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
The San Pablo Beacon Community Schools Initiative is an adopted policy item under the Major Policy Goal of Build a Healthy Community in the FY 2019-21 Council Priority Workplan, as amended May 18, 2020.
CEQA Compliance Statement
This is not a project as defined by CEQA.
BACKGROUND
On July 1, 2019, City Council approved the funding allocation plan for fiscal years 2019/20 and 2020/21 (Resolution 2019-111), authorized the City Manager to execute agreements, and accepted an increased match contribution from WCCUSD in the amount of $90,000 for 2019/20 and 2020/21 (Resolution 2019-150) in support of all six San Pablo schools as well as the Team For Youth Grant Funding Program as part of the San Pablo Beacon Community Schools Initiative.
Grantees were awarded two-year grants and required to contribute a minimum of 25 percent for in-kind services or a monetary match each fiscal year.
At the time of adoption in July of 2019, the funding allocation plan for FY 2019/20 and FY 2020/21 Team For Youth grant program consisted of the following:
• Bay Area Community Resources (Coordination of Community Schools $484,500)
• YMCA of the East Bay (Coordination of Community Schools $222,500)
• Catholic Charities (Violence Prevention and Intervention for $35,000)
• Familias Unidas (Proyecto Bienestar [well-being project] for $15,000).
The COVID-19 public health crisis led to modifications to the FY 2020/21 budget, and the Team For Youth Grant program budget was amended for the following agency contracts:
• Bay Area Community Resources (Coordination of Community Schools $439,500)
• YMCA of the East Bay (Coordination of Community Schools $225,000)
On June 23, 2020, staff was notified by YMCA of the East Bay of their decision to withdraw as the Lead Agency for Bayview and Lake Elementary Schools for FY 2020/21 as part of the San Pablo Beacon Community Schools Team For Youth Grant Program. This unexpected departure left staff needing to locate an agency to continue the work at Lake and Bayview Elementary schools that was vacated by the YMCA of the East Bay.
On July 6, 2020, Council passed (Resolution 2020-083), approving staff to release a new Request for Proposals (RFP) to identify new Lead Agencies for Bayview and Lake Elementary Schools for FY 2020/21. The RFP release date was Tuesday, July 7, 2020.
Interested agencies were encouraged to apply with a minimum of one and maximum of two schools, with the following requisites for selection:
(1) The strategy of strengthening and expanding partnerships and service collaborations in providing services to youth and families at the designated school.
(2) Agency past and current experience, expertise, and capacity in coordinating high quality, cost effective programs for a diverse population of youth.
(3) Leveraging the service delivery dollars.
(4) Assessment and evaluation experience.
(5) Agency understanding and articulation of the Community Schools strategy.
The funding allocation plan prioritizes investment in the Coordination of Community Schools to hire Beacon Directors while also funding programming in Literacy, Out of School Time, Violence Prevention and Intervention, and Youth Leadership and Development. Grantees will be awarded a one-year grant with potential renewal and will be required to contribute a minimum 25% of in-kind services or a monetary match.
Staff received one proposal which was from Bay Area Community Resources (BACR), who is an existing Lead Agency and familiar with the San Pablo Beacon Community Schools Initiative. Youth, School, & Community Partnership staff worked diligently to assemble an outside panel consisting of local district principals and key community stake holders to assist staff in vetting the proposal. The outside panel was tasked with reviewing BACR’s proposal as well as interviewing the applicant to ensure they were to proper choice to be the Lead Agency for Bayview and Lake Elementary schools for FY 2020/21. After a comprehensive review of BACR’s proposal and a thorough interview process, the outside panel gave a passing grade to BACR.
Staff is recommending that BACR be the new Lead Agency for Bayview and Lake Elementary Schools for FY 2020/21. Since BACR is currently providing Lead Agency services in other existing San Pablo schools, staff is recommending to amend the existing agreement with BACR to include these new lead services at Lake and Bayview Elementary schools as outlined in Attachment A.
The Beacon Directors and Lead Agencies will participate in regularly scheduled partnership meetings focused on collaboration, best practice sharing, quality improvement, and strategy and initiative alignment. Lead Agencies will participate in the Team For Youth grant program evaluation system through data collection activities, monitoring, and reporting.
FISCAL IMPACT
Measure Q and General Fund funding for San Pablo Team for Youth for FY 2020/21 was adopted by City Council per the table below.
BUDGETARY SOURCES
|
Fund Name |
Account |
TFY Amount FY 20/21 |
Bayview & Lake FY 20/21 |
|
General Fund |
100-5110-44050 |
$471,500 |
$150,000 |
|
Measure Q |
100-5110-44050-MEA-Q13 |
$150,000 |
$45,000 |
|
*WCCUSD Match |
100-5110-44050-WCC-USD |
$80,000 |
$20,000 |
|
General Fund |
100-5110-43600 |
$6,000 |
$0 |
|
|
Total SPTFY Budget |
$707,500 |
$215,000 |
*Pending WCCUSD commitment to funding FY 2020/21
There was a reduction of $10,000 from a previously approved Matching Funds Agreement (Resolution 2019-150) for Beacon Directors. This will reduce the WCCUSD contribution from $90,000 to $80,000 in the overall matching funds commitment (Attachment B) for FY 2020/21. This reduction is due to the vacancy period between the departure of YMCA and the time it took to complete the RFP process and select a new agency.
ATTACHMENTS
Attachment A: BACR Amendment FY 2020/21 Beacon Community Schools at Bayview Elementary and Lake Elementary
Attachment B: WCCUSD Amendment FY 2020/21 Beacon Community Schools Matching Funds