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Item J4 ......... ,....."'w ~, .'"", BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Dllte: July 26, 2000 Division: Monroe County Sheriff I s Office Bulk Item: Yes No Dcpartment:_ AGENDA ITEM WORDING: Explanation of county-wide benefits of the summer recreation program. ITEM BACKGROUND: PREVIOUS REVELANT BOCe ACTION: STAFF RECOMMENDATIONS: TOTAL COST: BUDGETED: Yes No_ COST TO COVNTY:__. REVENUE PRODUCING: Yes _ No _ AMOUNT PER MONm_ Year___ APPROVED BY: County Atty_ o~.r ~.,{J Risk Managemem ~& - Richard D. Roth. SHERIFF: . DIVISION DIRECTOR APPROVAL: DOCUMENTATION: rncfl1ded~__ DISPOSITION: To Follow Not Required--!.L AGENDA rrEM.N tI- I'd ....S..-Z6~-90E u~wp~ DO ~~Jaqo~ , 5awe~ ell :01 00 to un!' MONROE COUNTY SCHOOLS SUMMER RECREATION PRESENTATION July 26, 2000 I. Program Design Superintendent Lannon II. Summer Activities/Sites Pedro Fraga III. Budget Information Bob Menendez IV. Program Evaluation Pedro Fraga V. Closing Remarks Superintendent Lannon J.t AMENDEDINTERLOCALAGREEMENT Pursuant To Florida Interlocal Cooperation Act of 1969 (Chapter 163, Florida Statutes) Agreement effective the 1?J day of ~.2w2000, at Key West, Monroe County, Florida, by and between the School District of Monroe County, Florida (hereinafter the District), and the Sheriff s Office of Monroe County, Florida (hereinafter the Sheriff s Office). Whereas, the District and the Sheriff s Office desire to provide summer recreational opportunities and services to the youth of Monroe County, Florida; and Whereas, the Sheriffs Office does not have the proper facilities or the trained employees to provide summer recreational services; and Whereas, the District has facilities and trained personnel at its disposal for use in providing summer recreational opportunities and services to the youth of Monroe County; and Whereas, the cost of operating the summer recreational program should be shared between the Sheriff s Office and the District; Whereas, the Sheriff s Office is the fiscal agent and the District is the administrating agent; Now, therefore the Sheriffs Office and the District hereby agree as follows: 1. SERVICES TO BE PROVIDED - The District agrees to provide supervised recreational programs during the time periods specified and consisting of the activities described, in Schedule A attached hereto. The program sites for provision of these programs shall be as described in the Schedule B hereto. 2. TRANSPORTATION OF YOUTH - The District, utilizing District-owned school buses, shall provide transportation opportunities to and from scheduled off-site program locations, as well as to and from the program sites. Pick-up locations and time shall be in accordance with Schedule C hereto. 3. SUPERVISION OF PROGRAM ACTVITIES - The District, utilizing as much as possible district employees, shall provide Program Instructors and Instructor Aides to supervise participants and provide instructional and training activities. 4. EQUIPMENT AND SUPPLIES - The District shall be responsible for purchasing the necessary equipment, games and materials, and consumable supplies required for program activities, and the District shall be responsible for storage and distribution of said items as required. The Sheriffs Office will reimburse the District for all equipment and supplies purchased. 5. FACILITIES OPERATION - The District shall be responsible for providing on-site program clerical assistance and informational services during the program's operation hours, and shall have telephonic resources available for both in coming and out going calls. 6. FIRST AID FACILITIES AND PERSONNEL - The District, at each program site, shall have available sufficient first aid supplies required for use in attending to minor injuries. Additionally, first aid trained personnel shall be available for attending to minor injuries as may be required. 7. COMPENSATION TO PROGRAM PERSONNEL: The District shall be responsible for determining the amounts of compensation, and times for payments, of Instructor Aides, School Bus Operators, and other personnel providing services under this Agreement, District Worker's Compensation coverage through its Insurance Program for these personnel. The director, instructors or instructor aides who are school board employees during the regular school year shall be employed by the District as temporary employees and paid a stipend in accordance with District payroll time periods and procedures. Those employees not employed by the District during the regular school year will be employed through contracted services. The Monroe County Sheriffs Office has agreed to reimbursement the District up to $123,000. The District will submit an invoice with supporting documentation to the Monroe County Sheriff s Office, Finance Department, 5525 College Road, Key West, Florida 33040. 8. INVOLVEMENT OF THE SHERIFF'S OFFICE: The Sheriffs Office sole involvement in the performance of this agreement is to reimburse the District at the completion of the program. The Sheriff s Office and the District specifically agree that the District shall be solely responsible for the planning, operation, supervision, control and direction of the program and services contemplated under this Agreement. The intent of this section is that the Sheriffs Office shall only be considered to be a supplier of funds and not an active participant in the performance of the Districts obligations under this agreement. The Sheriffs Office will allocate $123,000 to fund the 2000 Summer Recreation Program. The District/Sheriffs Office Summer Recreation program will run five (5) days a week for four (4) weeks. The program will coincide with the District's summer school. 9. ACCOUNTING AND INSPECTION - District shall be responsible for receiving, generating and maintaining documentation in such form and content as may be required by the Office of the Auditor General of Florida in accordance with generally accepted accounting practices. The District shall, from time to time, provide the Sheriff s Office with copies of such documentation and shall permit access by agents or employees of Sheriffs Office to the books, charts of accounts, and other documents relative to this agreement. The District agrees to assign unique and distinct Project Accounting codes for expenditures make pursuant to this Agreement. 10. CONSIDERATION - As consideration for this Agreement, the Sheriffs Office agrees that (1) the Sheriffs Office will not compete with the District by providing organized Summer Youth Recreation Programs and (2) the Sheriff's Office shall, upon the conclusion of the Summer Youth Recreation Program and within thirty (30) days of the receipt of a complete and correct invoice from the District, pay to the District the sum of all invoices and prior to October 1, 2000 pay only the reimbursement of actual cost to the Summer Youth Program. 11. USE OF FUNDS - The District shall expend the funds received hereunder in accordance with Schedule D attached hereto. To the most practical extent possible, Sixty Five Thousand Two Hundred Forty Dollars ($65,240.00) shall be spent for services and programs sited at Sugarloaf and in the Middle and Upper Keys and Fifty Thousand Two Hundred Sixty Dollars ($50,260.00) shall be spent for services and programs sited in the Lower Keys. Seven Thousand Five Hundred dollars ($7500) shall be spent in administrative cost and District-wide initiatives. 12. NON-RELIANCE BY NON-PARTIES - No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce or attempt to enforce any third party claim or entitlement to or benefit of any service or program contemplated hereunder, and the District and Sheriff's Office agree that neither the District nor Sheriff's Office, or employee of either shall have the authority to inform, counsel, or otherwise indicate that any particular individual or group of individuals have entitlement or benefits under this Agreement separate and apart, inferior to, or Superior to the community in general or the general target population contemplated in this Agreement. 13. DISTRICT RESERVATION OF RIGHT TO MODIFY - The District reserves the right to modify from time to time any of the services or programs contemplated hereunder, but such modifications shall not operate or have the effect of resulting in non- performance of any of the obligations of the District hereunder, nor result in a re- alignment of budget categories for expenditures in an amount in excess of ten percent (10%) of the cash consideration as a whole received from the Sheriff's Office.:. THE DISTRICT SCHOOL BOARD OF MONROE COUNTY, FLORIDA (SEAL) BY: Andy G~c!2d!~n ATTEST: ~ Michael J Lannon, ~ - (SEAL) BY: THE MONROE COUNTY SHERIFF'S OFFICE, COUNTY FLORIDA d?~&~ Richard Roth, Sheriff APPROVED AS TO r.O~ AND LEGAL SUFflCIEf\!CY SV~~~~ -.... SHERtFF'S ATIORNEY SCHEDULE A SUMMER RECREATION ACTIVITIES (June 19 - July 14 - 5 day per week for 4 weeks) , A. Sports Activities 1. Aerobics 7. Creative Movement 13. Snorkeling 2. Baseball 8. Football 14. Softball .., Basketball 9. Gymnastics 15. Swimming .). 4. Board Games 10. Weightlifting 16. Soccer 5. Bowling 11. Kickball 17. Track & Field 6. Boating 12. Roller Skating 18. Wrestling - TBA 6. B. Arts and Crafts Activities 1. Beach Buckets 2. Bubble Making 3. Ceramics 4. Collage 5. Coral Reef Filmstrips 6. Dough Art 7. Flying Machines (paper) 8. Group Garnes 9. Hand Puppets 10. Indian prints 11. Joke Telling 12. Kites C. Computer Related Activities D. Reading Related Activities E. Boating Safety 13. Macaroni Designs 14 Magic Tricks 15. Mirroring 16. Movies 17. Outside Garnes 18. Pantomime 19. Paper Weaving 20. Potato Prints 21. Pottery 22. Printing 23. Sand Painting 24. Scavenger Hunts 25. Story Telling 26. Story Telling 27. Stuffed Fish 28. Styrofoam Collages 29. Tempera Painting 30. Textural Painting 31. Tinfoil Sculptures 32. Tissue Pictures 33. Underwater Drawings 34.. Water Colors 35. Weed Weaving 36. Woven Mobiles SCHEDULE B SUMMER RECREATION ACTIVITIES (June 19 - July 14 - 5 days per week for 4 weeks) Program Sites Poinciana Elementary School Sugarloaf Elementary/Middle School Key Largo Elementary/Middle School Key West High School Stanley Switlik Elementary School Plantation Key Elementary/Middle School Coral Shores High School SCHEDULE C SUMMER RECREATION ACTIVITIES (June 19 - July 14 - 5 days per week for 4 weeks) Bus Transportation Schedule Upper Keys/Middle Keys - The children that attend summer recreation programs at Coral Shores High School, Key Largo Elementary/Middle School, Plantation Elementary/Middle School, or Stanley Switlik Elementary School will be transported to and from the center by regular summer school. The same procedure will be used to take the children home in the afternoon. Lower Keys - The same arrangements as in the upper keys will be used at Sugarloaf Elementary/Middle School. Key \Vest - The Key West area children will also be transported to and from the center by the regular summer school buses. SCHEDULE D SUMMER RECREATION ACTIVITIES (.June 19 - July 14 - 5 days per week for 4 weeks) Funding Expenditures 1.) Salaries: Program Director, Site Directors, Instructors, Teacher Aides, Student Aides, Clerical $107,000. 2.) Supplies, Game Materials, Equipment (8 Sites) 11,000. 3.) ~ Trips/Transportation (In and Out of County) ,:~} "{, TOTAL: 5,000. $123,000. BUDGET SUMMARY PROJECT # TBA PROJECT # TBA Lower Keys UpperlMiddle Keys Salaries $49,120. Salaries $57,380. Supplies 5,000. Supplies 6,000. Field Trips 5,000. Total: $54,120. Total: $68,880. District Funding Expenditures Summer Recreation 2000 Budget MONROE COUNTY SHERIFF DEPT 2000 Funding - $123 000 Administrative Cost Pigeon Key/Eco Explorer Camp Big Pine Key Summer Camp Total Funding 3,500.00 3,000.00 1,000.00 7,500.00 Total Funding Available for Site Allocation $115,500.00 Key West 2000 Allocation - Total: (44%) $50,260.00 Sugarloaf/MiddlelUpper Keys Sugarloaf $14,200.00 Middle Keys $14,200.00 Upper Keys $36,840.00 Total: (56%) $65,240.00 $50,260.00 Site Key West Area Sugarloaf School Marathon Area Plantation Area Key Largo School Allocation $50,200.00 $14,200.00 $14,200.00 $13,100.00 $23,740.00 Estimated Crossing Guard $500.00 $500.00 The estimated $1,000 for Crossing Guards is included in the allocation. All sites should plan to work with a 20: 1 student to adult ratio. (Allocations reflect ratio) Please include 7.65% FICA in your budget for School Board employees. Schools using crossing guards need to Budget for these salaries. Your allocation includes $1500 for supplies and materials and $1000 for field trips. Recreation sites shall Pre-register students by June 3rd. Worksite Director shall inform Mr. Fraga by June 1th percentage of registered students that qualified for free or reduced lunch during the school year. 2000 Salary Schedule lnstructor (degree) lnstructor (non degree) Teacher Aide (high school grad or above) Teacher Aide (undergraduate) 11.55 hr. 9.55 hr. 7.55 hr. 6.00 hr.