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TO: Mayor Richard C. Irvin
FROM: Dan Barreiro, Chief Community Services Officer
DATE: March 19, 2018
SUBJECT:
Resolution to extend the agreement with Communities in Schools of Aurora to Serve as Third Party Administrator for summer related Youth Programs in 2018
PURPOSE:
Since 2010, the City has utilized Communities in Schools (CIS) as a Third Party Administrator (TPA) for summer and youth development programs. In addition to working with School Districts 129, 131, 204 and 308 and Aurora University, CIS partnered with over 25 different agencies on programs during the past 8 years. The agreement with CIS needs to be extended in order to continue to provide summer programming similar to the past several years and to permit CIS to continue with the planning process to able to provide summer camps and summer programs by the start of the school summer breaks. The agreement is for an additional year.
BACKGROUND:
The cost for the proposed services is $287,834 for summer related programs for 2018. The proposed agreement is similar to last year which had an actual cost of $208,534. The 2018 proposal includes funds for three (3) Summer Educational/Recreational Summer Camps, one (1) Drama Camp, Field Trips and enrichment programs for 17 Summer Camp sites. Each site will have 4 field trips for a total of 68 field trips funded by this agreement. Enrichment programs will be provided by Triple Threat Mentoring, Fox Valley Park District SciTech. Chess programs will also be offered. .
DISCUSSION:
The cost for the proposed services is $287,834 for the summer related programs for 2018. The Youth and Senior Services budget is $420,000 in account 101-1370-440.32-20. The balance of this account is used for afterschool programming and covered by a separate agreement. Programs administered by CIS under this agreement will be monitored by Community services. Last year, site visits were made to all programs. CIS will also provide a report at the end of the program
IMPACT STATEMENT:
This agreement permits the City of Aurora to provide similar services at a lower costs. CIS manages these programs with their staff along with the hiring of seasonal staff. Under this agreement, the City is no longer involved in the hiring process and payroll function. This has a positive impact for Human Resources and Payroll.
RECOMMENDATIONS:
Staff recommends placement of this agreement on the next Finance Committee for review and approval by the full City Council
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Accepting the Proposal from Communities in Schools of Aurora to Serve as Third Party Administrator for 2018 Summer Related Youth Programs in the amount not to exceed $287,834.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of has subcontracted the administration of summer youth programs to CIS since 2010, and:
WHEREAS, CIS has done a good job of coordinating and managing summer camps and related youth programs for the City of Aurora in the past, and
WHEREAS, the City's Community Services Division desires that similar services to be provided in 2018, and
WHEREAS, the City's Youth and Senior Services Sub-division has sufficient funds allocated for said services in account 101-1370-440.32-20. )
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the CIS Agreement to serve as a Third Party Administrator for 2018 Summer Programs is hereby accepted and that the Purchasing Manager and the Mayor be authorized to sign necessary documents related to this agreement.