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HomeMy WebLinkAbout09-13-1985 City Council Agenda packetAGENDA BILL NO. DATE: 9 -]3 -85 C. Atty. DEPARTMENT: COMMUNITY SERVICES SUBJECT: Issue Summary TELECOMMUNICATION CONSULTING =CONTRACT The City Manager and the HCD Coordinator met with Louise Schaefer to review her consulting proposal and her background in this field. Her work to date appears to be adequate and applicable to this task. The recommended consultant, Mr. Robert Nugent, has lengthy experience, product, vendor and overall telecommunications expertise. These factors are significant in consultant selection. Recommendation Fiscal Impacts q34- CITY OF SARATOGA Initial: 1 Dept. Hd. C. Mgr. Mr. Nugent and his organization, Mission Communications, is recommended farthis work pending a meeting between the City Manager, the HCD Coordinator, and Mr. Nugent to be conducted on September 16. The .amount of the consultant contract as presently proposed is $4100. This project is budgeted for completion during FY 1985 -86. Exhibits /Attachments Council Action AGENDA BILL NO. 933 DATE: September 18, 1985 DEPARTMENT: Community Services SUBJECT: Issue Summary: Fiscal Impacts: Council Action: 9/18: Approved. CITY OF SARATOGA /d;lyff APPROVAL OF SCHOOL CROSSING GUARD CONTRACTS Approval of both contracts would result in $7,547 income to the City. Initial: Dept. Hd. C. Atty. C. Mgr. It is recommended that Council approve the attached contracts and authorize the City Manager to sign them in the City's behalf. Exhibits /Attachments: 1. Agreement between the City and the Saratoga Union School District. 2. Agreement between the City and the Campbell Union School District. In the past, the City of Saratoga has shared with some local school agencies the responsibility of funding and operating a school crossing guard program. Two years ago, West Valley Community College acted as a third -party adminis- trator of the program in exchange for a 25% administrative surcharge. Last year, West Valley Community College announced they would no longer administer the crossing guard program, and the City took it over on an emergency basis to ensure the safety of the students attending the schools. Pursuant to Council's direction, staff has been working on a cost sharing plan with the school agencies, which has resulted in the drafting of the two attached contracts Recommendation: 0 0,7UW oQ 'aNC0DO REPORT TO MAYOR AND CITY COUNCIL SUBJECT: APPROVAL OF SCHOOL CROSSING GUARD CONTRACTS DATE: 9/11/85 COUNCIL MEETING: 9/11/85 PURPOSE Final Council approval of two school crossing guard contracts is requested. The contracts are between the City and Campbell and Saratoga Union School Districts; both of which have students benefiting from the crossing guard program. The contracts outline administrative and cost sharing responsibilities between the City and both school agencies. ANALYSIS Both of the contracts address the administrative and financial responsibilities associated with the provision of a school crossing guard program during fiscal year 1985 -86. Each of the contracts terminates automatically on June 30, 1986; consistent with past Council direction. The City of Saratoga has shared with each school agency the responsibility of operating a school crossing guard program in previous years. Up until the year before last, West Valley Community College acted as a third -party administrator of the program in exchange for a 25% administrative surcharge. Last year, West Valley Community College announced they would no longer administer the crossing guard program, and the City took it over on an emergency basis to ensure the safety of the students attending the schools. Later that same year, the City negotiated agreements with the involved school agencies so that the program's costs for that year were, once again, shared. This year, staff is recommending that the City no longer provide funding for the Sacred Heart School, since the school has already taken over the operation of the function themselves. Report to Mayor and City Council Page 2 Subj: Approval of School Crossing Guard Contracts A summary of the financial aspects of the school crossing guard program follows: City of Saratoga $7,547 50% Saratoga Union School District Campbell Union School District ja Todd W. ArgMi Community Services Director jm twa9 /11 Schools Subtotal $5,230 2,317 TOTAL $15,094 (35 (15 7,549 50% CONCLUSION Approval of the attached contract proposals will allow the appropriate public agencies to share in the financial responsibilities associated with operating a school crossing guard program within the City of Saratoga for the current fiscal year. Approval of the agreements should include an authorization for the City Manager to sign the agreements in behalf of the City. AGREEMENT SCHOOL CROSSING GUARDS The parties involved in the contract are as follows: City of Saratoga (City) and Saratoga Union School District (School). I. PURPOSE The purpose of this agreement is to define funding and administrative responsibilities and provide services for the School Crossing Guard Program benefiting students attending the Saratoga Union School District schools in the City of Saratoga. II. FUNDING The School shall provide $5,230 in the 1985 -86 fiscal year to the City for the purpose of funding its share of this program. III. TERMS The term of this agreement shall be from September 1, 1985, through June 30, 1986. IV. EMPLOYEES The school crossing guards shall be the employees of the City hired on a temporary basis. The school crossing guards shall be paid between $5.15 and $6.65 per hour. The City shall be responsible for Worker's Compensation benefits. V. LIABILITY The City shall assume liability for the employees hired. If there is a cost to obtaining additional insurance, it shall be charged as a direct expense to the program. VI. SCOPE OF COVERAGE The funds and services provided by the City and School under Article II of this agreement shall provide crossing guard services at the locations and times indicated on Exhibit A. Modification to the locations other than those outlined on Exhibit A shall be by mutual agreement of the parties involved; specifically, the City and the School. Any proposed modification to Exhibit A shall be agreed upon at least thirty (30) days prior to implementation unless this is waived by the City. 1 VII. RESPONSIBILITIES OF THE CITY The City shall have the responsibility for (a) hiring school crossing guards; (b) providing sufficient orientation and training; (c) providing supplies and equipment as appropriate; and (d) supervising the program to ensure that the services are being rendered in a satisfactory manner. VIII. TERMINATION This agreement terminates on June 30, 1986. IX. EVALUATION Concerns regarding the performance of an individual employee acting as a school crossing guard or evaluation of the program in general shall be addressed to the City's Community Services Director who will be administering the program. Any of the parties involved may call a joint meeting to review the program and express concerns related to the implementation and administrtation of the program. X COSTS The City shall have the responsibility for paying the salaries of the individual employees and authorizing the g appropriate supply and equipment expenditures for the program. AGREED TO: By: (Signature) Date Everett G. McNicholas, Superintendent (Name and Title) Saratoga Union School District AND (Representing) (Signature) Date Harry R. Peacock, City Manager (Name and Title) City of Sarat (Representing) The parties involved in the contract are as follows: City of Saratoga (City) and Campbell Union School District (School). I. PURPOSE The purpose of this agreement is to define funding and administrative responsibilities and provide services for the School Crossing Guard Program benefiting students attending the Campbell Union School District schools in the City of Saratoga. II. FUNDING AGREEMENT SCHOOL CROSSING GUARDS The School shall provide $2,317 in the 1985 -86 fiscal year to the City for the purpose of funding its share of this program. III. TERMS The term of this agreement shall be from September 1, 1985, through June 30, 1986. IV. EMPLOYEES The school crossing guards shall be the employees of the City hired on a temporary basis. The school crossing guards shall be paid between $5.15 and $6.65 per hour. The City shall be responsible for Worker's Compensation benefits. V. LIABILITY The City shall assume liability for the employees hired. If there is a cost to obtaining additional insurance, it shall be charged as a direct expense to the program. VI. SCOPE OF COVERAGE The funds and services provided by the City and School under Article II of this agreement shall provide crossing guard services at the locations and times indicated on Exhibit A. Modification to the locations other than those outlined on Exhibit A shall be by mutual agreement of the parties involved; specifically, the City and the School. Any proposed modification to Exhibit A shall be agreed upon at least thirty (30) days prior to implementation unless this is waived by the City. 1 VII. RESPONSIBILITIES OF THE CITY The City shall have the responsibility for (a) hiring school crossing guards; (b) providing sufficient orientation and training; (c) providing supplies and equipment as appropriate; and (d) supervising the program to ensure that the services are being rendered in a satisfactory manner. VIII. TERMINATION This agreement terminates on June 30, 1986. IX. EVALUATION Concerns regarding the performance of an individual employee acting as a school crossing guard or evaluation of the program in general shall be addressed to the City's Community Services Director who will be administering the program. Any of the parties involved may call a joint meeting to review the program and express concerns related to the implementation and administrtation of the program. X. COSTS The City shall have the responsibility for paying the salaries of the individual employees and authorizing the appropriate supply and equipment expenditures for the program. AGREED TO: By: (Signature) Date Dwayne E. Reed, Clerk of Governing Board (Name and Title) Campbell Union. School District AND (Representing) (Signature) Date Harry R. Peacock, City Manager City of Saratoga (Name and Title) (Representing) 2 Item Description I. Employee Salaries A. Suzanne Leandress 1. 2 hours per day 2. $5.65 /hour 3. Allendale at Quito B. Ruch Melcher 1. 2 hours per day 2. $5.15 /hour 3. Quito at Ravenod C. Gary Bronzich 1. 2 hours per day 2. $5.65 /hour 3. Saratoga -Los Gatos at Oak D. Michelle Stamps 1. 3 hours per day 2. $5.65 /hour 3. Cox at Darian E. Dwight Hughes 1. 2 hours per day 2. $5.15 /hour 3. Reid at Lynde EXHIBIT A Estimated Expenses for School Crossing Guard Program Fiscal Year 1985 -86 F. Position to be filled 1. 2 hours per day 2. $5.65 /hour 3. Saratoga at Scotland II. Employee Training and Development A. Nine mDnthly 1 -hour sessions B. Annual Crossing Guard luncheon C. Equipment training materials 75 25 50 III. Administration and Supervision A. Community Service Officer Supervision 1. 60 hours 2. $17.16 /hour TOTALS B. Community Services Director 1. 25 hours 2. $25.60 /hour City of Saratoga $7,547 Campbell Union School District 2,317 Saratoga Union School District 5,230 TOTAL PROGRAM COSTS $15,094 City of Saratoga Campbell Union Saratoga Unior School District School Distric $1,017 $1,017 -0- 927 927 -0- 1,017 -0- $1,017 1,526 -0- 1,526 927 -0- 927 1,017 -0- 1,017 146 49 97 60 20 40 515 172 343 320 107 213