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2011-129-1522 - After School Programs Fee Schedule City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 27, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Dr. Danny Crew, City Manager Department: Parks and Recreation Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE PROPOSED FEE SCHEDULE FOR AFTER SCHOOL PROGRAMS AT DESIGNATED CITY PARKS FOR THE REMAINDER OF THE 2011 FISCAL YEAR; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDNG FOR AN EFFECTIVE DATE. Staff Summary: Background The City’s Parks and Recreation Department provides a series of recreational programming for youth ages 5-11 as part of the services offered to City residents. One particular program is the After-School program. The Parks’ After-School programming runs concurrent with the public school year. The City has operated After-School programming for the past 5 years and currently serves an average of 275 youth for four hours daily. The City’s After-School programming includes activities such as nutrition, special ITEM K-1) CONSENT AGENDA RESOLUTION Fee Schedule for After School Programs 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 guests, -tutoring, chess & tennis instruction, and a daily snack. This program was once offered at eleven (11) park sites, but was consolidated to eight (8) sites for the 2010-2011 school year. These sites were A. J. King, Betty T. Ferguson, Buccaneer, Bunche, Miami Carol City, Norwood, Rolling Oaks, & Scott Parks. The per child fee to participate in the After-School Program for the 2010-2011 school year was $25 per week, $5 per week transportation fee, if applicable, plus a $10 registration fee. Additionally, the Parks Department accepts funding from Child Development Services (CDS) to subsidize program costs for families that qualify through CDS. However as with other programs, this one runs at a deficit. Last school year’s program costs are approximately $707,970.00, and the coresponding revenue was $247,710.00. Thus, the direct net expense to the City for last fiscal year was approximately $460,260. As there are 8 full-time employees to supervise this program, this figure is derived by including only the 4 hours of direct supervision by staff daily, not the overall positions retained to operate the program. During non-program times, these fullt-time staff members supervise other operations of the park. Current Situation Staff has discussed with Council the significant budget shortfall which the City is currently facing. This condition has caused an intensive analysis of current services offered and identification of alternative methods to either generate increased revenue or reduce expenses. As indicated above, the After-School program runs a defecit of approximately $460,000 annually. If no changes are made, the anticipated net expense to the City for the remainder of F.Y. 2010-11 is $70,809. To address this defecit condition (both current and future), City Staff has utilized a two-pronged approach: Approach Cost to City Parks used Other impacts # of participants 1. RFP for program administration services None; City would receive % of revenues 9 sites Potential layoffs of some recreation employees Subject to agency discretion 2. City run program with fee and other adjustments $33,530** 5 sites No layoffs, but reduction in hours for P.T. employees 220 ** Cost is only for F.Y. 10-11 The proposed fees under the City-run program are as follows: • Registration fee-$20 (increase of $10) • Weekly Program Fee-$30 (increase of $5) • Weekly Transportation fee-$10 (increase of $5) • Elimination of City Employees discount (currently receive 50% off) 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 It should be noted that the Early Learning Coalition which provides funding to CDS has mandated that any provider that is contracted to receive funding must be licensed by the Department of Children and Family Services. The Parks and Recreation Department has begun the steps to license each park facility, however full licensure is not anticipated to occur until well into the school year. Due to this limitation, children enrolled in the CDS program (approximately 30 last school year) will need to either pay the full rate, or be reassigned to a non-City facility that accepts CDS funding. The restructured City-run After-School program will begin August 22nd, with registration occurring August 1st at the Parks and Recreation Department Administrative Office. In the short term, the restructure to the program will save the City dollars while maintaining the program’s adminstration. However, staff will review proposals from outside organizations organizations and weigh alternative measures for the After-school program including outsourcing and/or additional fee adjustments. Recommendations for either scenario will be forthcoming for Council approval. Staff believes that this two-pronged approach will ensure that the City continues to offer this program in a more fiscally responsible manner, while considering the best approach for delivering this service in the long-term. Proposed Action: That the City Council approve the proposed fee changes for the After-School Program at designated City Parks for the remainder of the 2011 Fiscal Year. Attachment: