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TO: Mayor Richard C. Irvin
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: March 4, 2019
SUBJECT:
Resolution to extend the agreement with Community in Schools of Aurora to Serve as Third Party Administrator for Summer Youth Programs in 2019.
PURPOSE:
Since 2010, the City has utilized Communities in Schools (CIS) as a Third Party Administrator (TPA) for summer and youth development programs. CIS has developed strong partnerships with School Districts 129, 131, 204 and 308 as well as many youth service based organizations. These relationships have served CIS well with respect to managing these programs. The agreement with CIS needs to be extended in order to continue with the planning process to be able to provide summer camps and programs by the start of summer break. This agreement is for one additional year.
BACKGROUND:
The cost for the proposed services is $188,979. The proposed agreement is less than last year but intended to serve as many youth as possible. The 2019 proposal includes four (4) educational summer camps, one (1) drama camp and field trips for all summer camp sites run by the school districts and the park district. The locations for these sites have been determined by the school districts.
DISCUSSION:
The cost for the proposed services is $188,979 for 2019. The Youth Services budget is $200,000 for these programs in account 101-1370-440.32-20. The balance of this account is designated for afterschool enrichment programs. Youth Services will contract directly with program providers for the enrichment component of the after school programs. Programs under this agreement will be monitored by the Youth Services Manager. Site visits will be made to all program sites. CIS will provide a report at the end of the season. A copy of the 2018 report is attached.
IMPACT STATEMENT:
This agreement permits the City of Aurora to provide similar services as in past years at a lower cost. Since these programs have been outsourced to CIS, the city has not been involved in the hiring process, payroll function, logistics, staff training and other functions. This change has reduced the amount of time required by payroll and human resources staff.
RECOMMENDATIONS:
Staff recommends placement of this agreement on the next Finance Committee meeting agenda for review and approval by the full City Council.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Accepting the Proposal from Communities in Schools to Serve as Third Party Administrator for 2019 Summer Programs in the amount not to exceed $188,979 for the Youth Services Sub-division
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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 Aurora has subcontracted the administration of summer youth programs to CIS since 2010, and:
WHEREAS, CIS has done a good job of coordinating the administration of summer youth programs including summer camps, and
WHEREAS, the City's Community Services Division and Youth Services Sub-division desire a similar level of services to be provided in 2019, and
WHEREAS, the City Youth and Senior Services Sub-division has sufficient funds allocated in account 101-1370-440.32-20, and
WHEREAS, pursuant to Aurora Code Section 2-335 (a) (6) the contract extension with CIS Aurora is being requested.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the CIS Aurora Agreement to Serve as a Third Party Administrator for 2019 Summer Programs is hereby accepted and that the Director of Purchasing and the Mayor be authorized to sign necessary documents related to this agreement.