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HomeMy WebLinkAboutOperation of Extra Education Program , . EXHIBIT "A" OPERATION OF KIDS KLUB AFTER SCHOOL CARE PROGRAM AGENCY OBLIGATIONS Each entity shall appoint a representative from its organization to serve as a director. After approval of this agreement by the governing boards of the College Station Independent School District (hereinafter referred to as "CSISD") and the City of College Station (hereinafter referred to as the "City"), the two directors shall be empowered to carry on the business of the Kids Klub program with the approval of their respective supervisors. A. Obligations of the City. 1. Interview, hire, train, evaluate, and when needed, dismiss staff 2. Plan, carry out, and evaluate the program. 3. Provide CSISD with correct staff attendance records in a timely manner as required by the payroll calendar. 4. Order supplies and materials deemed appropriate to conduct the program. 5. Provide CSISD with an accident report within twenty-four (24) hours for all accidents to staff or students that require medical assistance to the Superintendent of School or his designee. 6. Produce an annual program evaluation by December 1st for the previous fiscal year. This evaluation should detail both fiscal and programmatic functions and be submitted to the City Manager and Superintendent of Schools. 7. Develop an annual budget with the Finance Director. This budget shall be developed no later than April 1st of each year. Budgets will be based on projected enrollment. 8. Handle all external public relations, including parent handbooks, enrichment flyers, and parent concerns regarding program operations. 9. Develop appropriate enrichment registration forms and materials for all activities of Kids Klub. 7/16/2007 EXHIBIT`A"—CSISD INTERLOCAL AGREEMENT Page 1 of 3 B. Obligations of CSISD. 1. Collect and account for all monies according to the accounting principles set forth in the Texas Education Agency's Bulletin 679. 2. Provide the facilities for the program. Fees associated in building use shall be waived. Utility costs are covered in item 5 of the General Provisions. 3. Pay all bills generated by the activities of the program as verified by both parties. 4. Pay all salaries of the employees of the program. Timesheets and other documents will be maintained for auditing purposes. 5. Conduct a background check on all potential staff employees. 6. Provide daily snacks for students and staff through the CSISD Food Service Department based on information received from Program Director. 7. Develop an annual budget with the Program Director by April 1st of each year. 8. Provide to the City monthly financial statements. In addition, an annual financial report shall be prepared by October 15th of each year. 9. Purchase and administer an accident insurance policy for staff and students in the program. 10. Communicate in a timely manner with the CSISD Food Service Department, all necessary information concerning the Snack Program. 11. Handle all customer concerns regarding individual accounts. GENERAL PROVISIONS The following general provisions shall apply: 1. The Fiscal Year shall coincide with that of CSISD,which is September 1 - August 31. 2. After all outstanding obligations have been paid in full, a final accounting of all program expenses and revenues shall be completed. At that time: a. $10,000.00 shall be allowed to remain as a fund balance, with an additional $10,000.00 being added to the fund balance each year. b. The fund balance shall be allowed to rise to a target level of$40,000.00. If this target level is exceeded, two alternatives are available for use of the excess, which are as follows: i) the excess funds will be distributed equally between CSISD and the City; or 7/16/2007 EXHIBIT"A"—CSISD INTERLOCAL AGREEMENT Page 2 of 3 . ii) the excess funds will be used to enhance the program. 3. No CSISD or other school district funds may be used to cover program deficits. Should a deficit occur, the CSISD will carry a note for the deficit provided a plan is presented, which projects that adequate funds will be generated by the program in the following Fiscal Year to repay the note. The plan for the deficit coverage would be completed by September 15th of each year. 4. Should it become necessary on the part of either entity to withdraw from the cooperative program or abandon the program altogether, an accounting of the net worth of the program shall be made. This accounting shall include assets and liabilities, but exclude non-monetary assets. If only one party withdraws, non-monetary assets of the program shall become sole property of the other entity. If both entities withdraw, an equitable (equal) disposition of non-monetary assets will be proposed which must be acceptable to both partners and which must be approved by the highest governing body of both partners. Neither party may withdraw during a program year unless both entities withdraw. Should CSISD withdraw from the program beginning with the first day of the following Fiscal Year, CSISD reserves the right to totally withdraw all support, including the provision of facilities or CSISD reserves the right to adjust building use fees. 5. As a part of each annual budget, a figure shall be established by the CSISD Business Office which shall reflect the annual utility and custodial costs applicable to the program. This cost shall be paid to CSISD in ten (10) monthly installments. The assessment may be revised during a fiscal year only if the building usage requirements of the program change. Failure to properly manage utilities at the campuses may result in the re-negotiating of the utility fee (i.e. running air conditioners with doors open, leaving lights on, etc.). 6. CSISD can designate a clerk to handle daily operations of the Financial Director; salary to be paid from the Kids Klub budget. 7. The City can designate a program assistant to handle daily operations of the Program Director; salary to be paid from the Kids Klub budget. 7/16/2007 EXHIBIT A"—CSISD INTERLOCAL AGREEMENT Page 3 of 3 EXHIBIT "B" OPERATION OF THE NATATORIUM FACILITY AGENCY OBLIGATIONS Each entity shall appoint a representative from its organization to serve as a director. After approval of this agreement by the governing boards of the College Station Independent School District (hereinafter referred to as "CSISD") and the City of College Station (hereinafter referred to as the "City"), the two directors shall be empowered to carry on the business of the facility with the approval of their respective supervisors. A. Obligations of the City. 1. Interview, hire, train, evaluate and, when needed, dismiss staff. 2. Conduct a background check on all potential staff employees. 3. Plan, carry out, and evaluate the program. 4. Order supplies and materials deemed appropriate to operate the facility. 5. Provide CSISD with an accident report within twenty-four (24) hours for all accidents to staff or pool users that require medical assistance to the Superintendent of School or his designee. 6. Produce an annual program evaluation by December 1St for the previous fiscal year. This evaluation should detail both fiscal and programmatic functions and be submitted to the City Manager and Superintendent of Schools. 7. Handle all external public relations, including flyers and notices regarding facility operations. 8. Collect and account for all monies in accordance with the City and Parks & Recreation Department's fiscal policies. B. Obligations of CSISD. 1. Utility and chemical costs are the responsibility of CSISD. 2. Repairs to the facilities are the responsibility of CSISD. 7/16/2007 EXHIBIT"B"—CSISD INTERLOCAL AGREEMENT Page 1 of 2 0 GENERAL PROVISIONS The following general provisions shall apply: 1. The Fiscal Year shall coincide with that of the City,which is October 1 — September 30. 2. The City can designate an "Acting Program Director" to handle the daily operations of the Facility Director. 7/16/2007 EXHIBIT`B"—CSISD INTERLOCAL AGREEMENT Page 2 of 2 EXHIBIT "C" OPERATION OF THE XTRA EDUCATION PROGRAM AGENCY OBLIGATIONS Each entity shall appoint a representative from its organization to serve as a director. After approval of this agreement by the governing boards of the College Station Independent School District (hereinafter referred to as "CSISD") and the City of College Station (hereinafter referred to as the "City"), the two directors shall be empowered to carry on the business of the program with the approval of their respective supervisors. A. Obligations of the City. 1. Interview,hire, train, evaluate and, when needed, dismiss staff and instructors. 2. Conduct a background check on all potential staff employees and instructors. 3. Plan, carry out, and evaluate the program. 4. Order supplies and materials deemed appropriate to conduct the program. 5. Provide CSISD with an accident report within twenty-four (24) hours for all accidents to staff, instructors or participants that require medical assistance to the Superintendent of School or his designee. 6. Produce an annual program evaluation by December 1st for the previous fiscal year. This evaluation should detail both fiscal and programmatic functions and be submitted to the City Manager and Superintendent of Schools. 7. Handle all external public relations, including flyers, brochures, and notices regarding program operations. 8. Collect and account for all monies according to the City and Parks & Recreation Department's fiscal policies. B. Obligations of CSISD. 1. Utility and janitorial costs are the responsibility of CSISD. 2. Normal wear and tear repairs to the facilities are the responsibility of CSISD. 7/16/2007 EXHIBIT"C"—CSISD INTERLOCAL AGREEMENT Page I of 2 f GENERAL PROVISIONS The following general provisions shall apply: 1. The Fiscal Year shall coincide with that of the City,which is October 1 — September 30. 2. The City can designate an "Acting Program Director" to handle the daily operations of the Facility Director. 7/16/2007 EXHIBIT"C"—CSISD INTERLOCAL AGREEMENT Page 2 of 2