CC 2020-08-25_09a Fee for Recreation Services Enrichment Lab Child Care Program
MEMORANDUM
TO: CITY COUNCIL
FROM: SHERIDAN BOHLKEN, RECREATION SERVICES DIRECTOR
SUBJECT: CONSIDERATION TO ADOPT RESOLUTION AMENDING THE MASTER
FEE SCHEDULE FOR THE RECREATION SERVICES DEPARTMENT
BY ESTABLISHING A NEW FEE FOR CHILDREN IN MOTION’S
ENRICHMENT LAB CHILD CARE PROGRAM
DATE: AUGUST 25, 2020
SUMMARY OF ACTION:
Establish a new fee for the Children In Motion’s Enrichment Lab, a child care program
encompassing distance learning for the 2020-2021 school year.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Children In Motion Enrichment Lab program, offered in partnership with the Lucia
Mar Unified School District (LMUSD), offers child care at Ocean View and Branch
Elementary Schools while students engage in distance learning. Implementation of the
$195 per week fee per child is projected to generate approximately $124,800-$202,800
in revenue based on a 20-week program located at two school sites.
RECOMMENDATION:
It is recommended the City Council adopt a Resolution amending the Master Fee
Schedule for the Recreation Services Department by establishing a new fee in the amount
of $195 dollars per week for the Children In Motion Enrichment Lab child care program.
This program will support local families that need a safe and supervised environment for
their children to participate in distance learning during the COVID-19 pandemic.
BACKGROUND:
The City of Arroyo Grande Recreation Services Department has provided State Licensed
child care at Ocean View and Branch Elementary Schools for more than four decades.
Historically, child care has been offered before and after school, on teacher work days,
minimum days, and as holiday/summer camps. Due to COVID-19, child care programs
were closed on March 13, 2020, and did not resume until June 1, 2020, when the
Recreation Services Department opened Full Day Camps at the Mark M. Millis
Community Center. The City later began offering Full Day Camps at Ocean View
Elementary School on June 29, 2020.
Item 9.a. - Page 1
CITY COUNCIL
CONSIDERATION TO ADOPT RESOLUTION AMENDING THE MASTER FEE
SCHEDULE FOR THE RECREATION SERVICES DEPARTMENT BY ESTABLISHING A
NEW FEE FOR CHILDREN IN MOTION ENRICHMENT LAB CHILDCARE CARE
PROGRAM
AUGUST 25, 2020
PAGE 2
Since that time, the spread of COVID-19 has impacted the plans for the 2020-2021 school
year. On July 14, 2020, the LMUSD Board of Trustees voted to begin the 2020-2021
academic year with distance learning due to the COVID-19 pandemic.
On July 17, 2020, Governor Gavin Newsom and the State Public Health Officer issued
an order restricting in-person instruction at school districts located in counties that are on
the State’s monitoring list. Counties are placed on the State’s monitoring list if they meet
certain epidemiological criteria or resource constraints, such as COVID-19 infection rates
of more than 100 per 100,000 residents. The County of San Luis Obispo has been on the
State’s monitoring list since July 13, 2020. As a result, all school districts in the County
are required to restrict in-person instruction, unless waivers are granted to certain
elementary schools. Under the current State order, in-person instruction may resume only
after the County has been removed from the State’s monitoring list for fourteen (14) days.
On July 21, 2020, the LMUSD Superintendent and administrative staff hosted a meeting
with local child care providers (YMCA, Nipomo Recreation, Boys and Girls Club and City
of Arroyo Grande) to discuss the implementation of full day child care services at LMUSD
school sites for the 2020-2021 school year. In this meeting, LMUSD asked local child care
agencies to facilitate services beginning on August 14, 2020, to accommodate working
parents and provide supervision for distance learning due to the COVID-19 pandemic.
Agencies were asked to provide full day child care services on school campuses until in-
person instruction resumes. Though timing is unknown, LMUSD advised providers to plan
for full day child care services through December 2020.
ANALYSIS OF ISSUES:
COVID-19
The COVID-19 pandemic has caused economic hardships for businesses and families
alike. It has disrupted the lives of each and every person, and substantial costs are now
falling on families who must return to work and may not be prepared or able to pay for
child care in place of their children attending in-person public education.
The nature of the COVID-19 pandemic has limited the number of children that can attend
child care programs based on the guidelines set forth by Center for Disease Control and
Prevention, the American Camp Association, and the Department of Social Services
Community Care Licensing Division. These agencies recommend that children remain in
‘pods’, ‘households’ and/or ‘concentric group circles’ in order to minimize potential
exposure and the number of person-to-person contacts for infection prevention and
disease control. These guidelines advise that ‘pods’ remain separate and that staff stay
in the same ‘pods’ to minimize exposure. The maximum ratio of children to teacher/staff
is 14:1 for children’s camps/day care. In addition to these guidelines, health checks,
disinfecting practices, and physical distancing protocols are required by staff to minimize
potential spread of COVID-19.
Item 9.a. - Page 2
CITY COUNCIL
CONSIDERATION TO ADOPT RESOLUTION AMENDING THE MASTER FEE
SCHEDULE FOR THE RECREATION SERVICES DEPARTMENT BY ESTABLISHING A
NEW FEE FOR CHILDREN IN MOTION ENRICHMENT LAB CHILDCARE CARE
PROGRAM
AUGUST 25, 2020
PAGE 3
After meeting with LMUSD staff regarding child care for the 2020/2021 school year, City
staff developed the Enrichment Lab program to accommodate distance learning held at
LMUSD school facilities. The program operates Monday-Friday, 7am-6pm, and provides
supervision and enrichment activities for youth. However, this program is unique from the
City’s existing Children In Motion Full Day Camps given the nature of supervision during
distance learning and in light of changes to the costs associated with this program, giving
rise to the request to develop a new fee. The following list identifies differences between
the current Child in Motion Program versus the Enrichment Lab Program:
Staffing the Enrichment Lab is unique from Full Day Camps. In contrast to the Full
Day Camp program where two staff are assigned to one group throughout the day,
the Enrichment Labs will have 1.5 staff assigned to each class. Children will be
participating in distance learning from 9am-2:30pm and additional custodial
services will be provided by LMUSD; therefore, it is reasonable to assign one staff
to each class plus one staff person that will ‘float’/be available to assist both
classrooms on each school campus. This ‘float’ staff person will be available by
radio and able to address individual participant needs as they arise, in addition to
assisting with set-up for snack, activities and distance learning needs.
The Enrichment Lab program is proposed in partnership with LMUSD, and the
school district is waiving its facility fees of $7.50/day per classroom. In addition,
the proposed $195 per week fee for Enrichment Lab services is somewhat
comparable with other agencies offering similar programs at LMUSD school sites.
The YMCA is providing services at $175 per week, the Boys and Girls Club is
offering child care services at $100 per week, and Nipomo Recreation has set its
fee at $165 per week.
Fee Setting
The new fee of $195 per child per week is based on a fully weighted cost of service. The
cost includes all direct costs such as salary and benefits for the 1.5 staff assigned to each
classroom. The fee also includes the appropriate distribution of indirect and overhead
costs that support the Recreation Department’s operations and staff. These costs include
general supplies, equipment maintenance, professional services, and a citywide
overhead allocation. The citywide overhead includes an allocation of administrative costs,
such as the City Manager’s office, Legislative and Information Services, and
Administrative Services Departments. For fee-setting purposes, these costs are
universally accepted as underlying services necessary for the staff and administrative
infrastructure to exist and support the Enrichment Lab program.
Below is a summary of the calculation resulting in the recommendation of the $195 fee
with an assumption of 13 children in each ‘pod’.
Item 9.a. - Page 3
CITY COUNCIL
CONSIDERATION TO ADOPT RESOLUTION AMENDING THE MASTER FEE
SCHEDULE FOR THE RECREATION SERVICES DEPARTMENT BY ESTABLISHING A
NEW FEE FOR CHILDREN IN MOTION ENRICHMENT LAB CHILDCARE CARE
PROGRAM
AUGUST 25, 2020
PAGE 4
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt a Resolution amending the Master Fee Schedule by establishing a new fee
for the Enrichment Lab program;
2. Do not adopt a Resolution;
3. Modify as appropriate and adopt the Resolution; or
4. Provide direction to staff.
ADVANTAGES:
Approval of the additional fee for the Enrichment Lab will allow the program to cover its
costs and result in more families being able to afford safe, reliable, State Licensed child
care. Offering a competitive fee will enable some families the option of enrolling their
children into child care versus keeping them at home in potentially unsafe situations.
DISADVANTAGES:
The disadvantage of the recommendation to set a new fee at $195 per child per week is
the only cost similar is the Full Day Camp fee, which is $215 per week.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
A Notice of Public Hearing was published in The Tribune on Friday, August 14, 2020. The
Agenda was posted at City Hall and on the City’s website in accordance with Government
Code Section 54954.2.
Teacher (1 per class) 32.45$ 11 = 356.91$ 51,785$ 13 ÷ 137.30$
Asst Teacher (floater) 27.28$ 5.5 = 150.02$ 5750$ 13 ÷ 57.70$
2,535$ 195.00
Classes per
week
Cost per
week
Cost per
child/week
Fully Loaded
Cost per hour
Hours per
class/day Cost per day # Children per
class
Item 9.a. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AMENDING THE MASTER FEE
SCHEDULE FOR THE RECREATION SERVICES
DEPARTMENT BY ESTABLISHING A NEW FEE FOR THE
ENRICHMENT LAB CHILD CARE PROGRAM
WHEREAS, on December 7, 2007, the City Council adopted Resolution No. 4060
approving a Citywide Master Fee Schedule; and
WHEREAS, the City provides certain facilities and offers certain programs which benefit
the community; and
WHEREAS, the costs of providing such facilities and programs are to be offset by those
individuals that use such facilities and programs; and
WHEREAS, those fees currently charged for full day child care programs, operated by
the Recreation Services Department, do not include the cost of providing the Enrichment
Lab child care program recently created to provide child care services during distance
learning necessitated by the COVID-19 pandemic; and
WHEREAS, the City Council has considered the proposed fee structure for the
Enrichment Lab child care program to assist children while distance learning; and
WHEREAS, at a duly noted public meeting, the City Council considered all oral and
written presentations that were made regarding the Enrichment Lab child care program
fee.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande
does hereby amend the Master Fee Schedule to update the fees and fee structure for the
Recreation Services Department’s childcare programs, by adding the Enrichment Lab
child care program as set forth in Exhibit “A” attached hereto and incorporated herein by
this reference as though set forth in full.
On motion of Council Member , seconded by Council Member
, and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 25th day of August, 2020.
Item 9.a. - Page 5
RESOLUTION NO.
PAGE 2
CAREN RAY RUSSOM, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
BILL ROBESON, ACTING CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 9.a. - Page 6
FY 2019-20 Fee Description
City of Arroyo Grande
MASTER FEE SCHEDULE
RECREATION SERVICES
Enrichment Lab Childcare Program per week 195.00$
EXHIBIT A
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