HomeMy WebLinkAboutPR 14998: LAMAR-PA TUTORING PROJECT EXTENSION_ INTEROFFICE MEMORANDUM __ _____
TO: STEPHEN FITZGIBBONS, CITY MANAGER
FROM: COLLEEN RUSSELL, DIRECTOR OF PLANNING
RE: P.R. NO. 14998- THE TUTORING PROJECT -CONTRACT EXTENSION
DATE: NOVEMBER 24, 2008
RECOMMENDATION:
It is recommended that the City Council approve P.R. No 14998. This resolution would authorize
the City Manager to extend an agreement with Lamar State College -Port Arthur on behalf of the
Port Arthur Weed and Seed Initiative. Through this agreement, Lamar will continue to recruit,
hire and pay tutors for the Port Arthur Weed and Seed Tutoring Project. The City will reimburse
Lamar for the amounts paid toward each tutor's salary. The Tutoring Project provides tutoring for
children who are at risk for reading and writing failure. Elementary school children receive one-
on-one and small group academic tutoring from college students enrolled at Lamar State College-
Port Arthur.
BACKGROUND:
On December 18, 2007, by Resolution No. 07-549, City Council authorized execution of a one-
year collaborative agreement with Lamar State College-Port Arthur, in an amount not to exceed
$31,200, for the purpose of providing elementary school students with academic tutoring. The
City serves as fiscal agent of federal grant funds received for the support of Port Arthur's Weed
and Seed Initiative. To date, the City has been awarded a total of $350,000 from the United States
Department of Justice, Office of Justice Programs, Executive Office of Weed and Seed. Thirty-
one thousand two hundied dollars ($31,200) of the awarded funds were designated toward
implementing a tutoring project [hat connects elementary school children with college students
for one-on-one and small group academic tutoring. The project is designed to improve each
child's academic performance, and readiness to learn while also providing college students with a
meaningful service learning experience to build their resumes for future employment success.
The approved agreement with Lamar State College is scheduled to terminate on December 31,
2008. The Tutoring Project remains in progress with a budget balance of $15,600 that is available
for expenditure throughout June 30; 2009. Extending the agreement will allow uninterrupted
program implementation and full expenditure of remaining funds.
BUDGETARY/FISCAL EFFECT:
Funds will be reimbursed through the Port Arthur Weed and Seed grant; account number
114-1051-517-59-00 (WS0701):
STAFFINGlEMPLOYEE EFFECT
None
SUMMARY
It is recommended that the City Council approve P.R. No. 14998, authorizing the City Manager
to extend the termination date of an agreement with Lamar State College -Port Arthur, on behalf
of the Port Arthur Weed and Seed Initiative, from December 31, 2008 to June 30, 2009.
1
P.R. No. 14998
11/26/2008
L.T.
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT
AMENDMENT WITH LAMAR STATE COLLEGE -PORT
ARTHUR ON BEHALF OF THE PORT. ARTHUR WEED
AND SEED INITIATIVE, TO EXTEND THE TERM OF THE
CONTRACT FROM DECEMBER 31, 2008 TO JUNE 30,
2009. WS0701; ACCOUNT NO. 114-1051-517-59-00.
WHEREAS, the City has been awarded, and Council has accepted, by Resolution No. 07-365, a
U.S. Department of Justice Grant (WS0701) to assist in implementing Port Arthur's Weed and Seed
Initiative; and
WHEREAS, by Resolution No. 07-549, the City Manager has executed a contractual agreement
with Lamar State College-Port Arthur, attached hereto as Exhibit "A"; and
WHEREAS, the approved contract is scheduled to terminate on December 31, 2008; and
WHEREAS, funding support for the contract is through the Port Arthur Weed and Seed Grant
(WS0701); and
WHEREAS, the contract is in progress with a remaining budget of $15,600; and
WHEREAS, extension of the contract term will allow uninterrupted program implementation
and full expenditure of budgeted funds; and
WHEREAS, extension of the contract will not result in additional expenditures of funds by Port
Arthur Weed and Seed or by the City of Port Arthur.
1
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR, TEXAS:
n.
Page 1 of 3
P.R NO. 14998
Page 2 of 3
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council does hereby authorize the City Manager to extend the contract
term with Lamar State College-Port Arthur, to June 30, 2009, in substantially the same Form as attached
hereto as Exhibit `B".
Section 3. That a copy of the caption of this Resolution is spread upon the Minutes of the
City Council.
READ, ADOPTED AND APPROVED this , day of December, A:D., 2008, at a Regular
Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES:
MA
COUNCILMEMBERS:
Mayor
ATTEST:
ACTING CITY SECRETARY
APPROVED AS TO FORM:
~~ ~~ ~ ~
CITY ATTORNEY C ~- ~~,A Q~i Q/l
P.R. NO. 14998
Page 3 of 3
APPROVED FOR ADMINISTRATION:
~ CITY MANAGER
DIRECTOR OF PLANNING
APPR~I,O,,V,ED AS TOnAVA~IjLABILITY OF FUNDS
~~-IF~1 C .el~XiAl .C .t
DIRECTOR OF FINANCE
EXHIBIT ~~A"
Memorandum of Agreement
Between
The City of Port Arthur Texas, Port Arthnr Weed and Seed
And
Lamar State College- Port Arthnr, Texas
L Memorandum of Asreement
This Memorandum of Agreement, hereinafter called MOA, is made between The City of
Port Arthur, Texas, hereinafter called "City", Port Arthur Weed and Seed, hereinafter
called "PA Weed and Seed", and Lamar State College -Port Arthur, Texas, hereinafter
called "Lamar''.
II. Background
Weed and Seed is a program under the administration of the Community Capacity
Developmem Office (CCDO) in the Office of Justice Programs (OJP), United States
Department of Justice. CCDO assists states, units of local governments, neighborhoods,
and community-based organizations in developing Weed and Seed Strategies under the
authority of the Omnibus Crime and Control Safe Streets Act of 1968.
The Weed and Seed initiative consists of law enforcement operations, strong community
engagement to suppress criminal activities, empowering residents to bufld safer
neighborhoods, and facilitating the implementation of highly effective and sustainable
restorative strategies:
The City received Official Recognition as a Weed and Seed site in 2002 ~A Strategy has
been developed to reduce and cormol crime in a neighborhood located in a 2.7 mile area
bounded by The.Kaasas City Southern (KCS) railway tracks on the north, Woodworth
Boulevard on the east, the Sabine-Neches Ship Canal on the south, and the KCS railway
tracks on the west. The City of Port Arthur serves as Sscal agent of grant funds received .
for implementing port Arthur's Weed and Seed Strategy.
)(iZ Purpose
The purpose of this MOA is to establish the guidelines for collaboration between the
City, PA Weed sail Seed, and Lamar in providing tutoring for elementary school youth
who attend schools within the Weed and Seed target neighborhood, while creating
service learning opportunities for adults enrolled at Lamar.
N• The Tutorint Project
PA Weed and Seed has partnered with Dequeen Elementary School, Wilson Technology
Theme School, and Tekoa Academy for the purpose of impiememing The Tutoring
Project, a project designed to provide college students with practical tutoring/teaching
experience while also providing school children with academic tutors.
Through The Tutoring Project, elementary school youth will have an opportunity to
receive one-on-one and small group tutoring provided by students of Lamar. Lamar tutors
may meet with youth during school hours as well as during each campus' after-school
program.
~'• ProieM Bud¢pt
The City commits to fund The Tutoring Project in an amount up to $31,200. These funds
may only be used for paying the hourly salaries of Lamar tutors. Lamar will recruit
students to serve as tutors, hire tutors, pay tutors an hourly rate, and invoice the City for
reimbursement of costs incurred during the performance of this agreement.
~ Addresses
Parties agree that their mailing addresses are as follows:
The City of Port Arthur Lamar State College -Port Arthur
PO Box 1089 PO Box 310
Port Arthur, TX 77641 Port Arthur, TX 77641
The City agrees to:
Pay Lamar the full amount of each invoice upon receipt, for a total reimbursement
amount not to exceed $31,200.
Contribute in-kind resources for the everyday operation of the project.
PA. Weed and Seed agrees to:
• Contribute in-kind resources for the everyday operation of the project.
• Maintain accurate records, including each tutor's identification information and
time sheets for a period of one year after the completion of the project.
• Provide administration and oversight of The Tutoring Project.
• Collect data and evaluate The Tutoring Project.
Lamar agrees to:
• Recnrit Lamar studerus for the tutoring positions.
• Perform criminal background checks on all tutors.
• Determine a fair and professional rate of pay for all tutors.
• Provide PA Weed and Seed with information including each tutor's name, rate of
pay, and affumation of background check compliance.
• Forward monthly invoices to the City equal to amount expended for each tutor's
salary.
• Participate in an evaluation process to aid in the measurement of the project's
success.
• Maintain accurate records, including each tutor's identification information and
time sheets for a period of one year after the completion of the project. Records
shall be made available to the City and PA Weed and Seed for inspection and
copying upon reasonable request.
• Proceed immediately upon execution of this contract with the recruitment and
hiring of Lamar students as tutors.
It is mutually agreed that:
• Parties will hold all information confidential regarding youth participants and
release such information only with signed parent consent or in cooperation with
law enforcement investigations incompliance with local, state and federal laws.
• This memorandum may be terminated by either party giving to the other party
thirty (30) days notice in writing.
• This memorandum may be amended or varied from time to time if such
amendment or variation is evidenced in writing and signed by both parties.
• This MOA in no way restricts the City, PA Weed and Seed or Lamar from
participating in similar activities with other public or private agencies,
organizations, and individuals.
• The period of performance of The Tutoring Project shall be from Jat<uary 1, 2008
to December 31, 2008 unless extended in writing by mutual agreement or
terminated by either party, with a thirty (30) day notice.
• Lamar shall not transfer any rights, duties, or obligations under this Agreement
without written consent from the City..
• Lamar shall promptly submit an invoice to the City monthly, promptly after the
last day of the month for the amount of its reimbursement for the preceding
momh.
The Parties have caused this MOA to be executed as of the day and year listed below.
SIGNED and AGREED to on the 21 day of December 2007
,The City of Port Arthur, Teaas
444 4~ Street
Port Arthur, TX -77640
By:
Step en Fitzgibbons
City Manager
Port Arthur Weed and Seed
444.4 Street
Port Arthur, T% 77640
By:
La onya Turner
Title ed and Seed Coordinator
Lamar State College-Port Arthur, Teaas
1500 Procter Street
Port Arthur, TX 77640
Name Dr. W. Sam Monroe '
Title President,. Lamar State College-Port Arthur
EXHIBIT ~~B"
AMENDMENT TO
MEMORANDUM OF AGREEMENT
BETWEEN THE CITY OF PORT ARTHUR
AND LAMAR STATE COLLEGE-PORT ARTHUR, TEXAS
This is an amendment to the Memorandum of Agreement between the City of
'~ Port Arthur (`City") and Lamar State College-Port Arthur ("Lamar") which was signed
on December 21, 2007:
Pursuant to City of Port Arthur Resolution No. 07-546, a Memorandum of
Agreemenfbetween the City and Lamar, provided for a period of performance from
January 1, 2008 to December 31, 2008, unless extended by mutual agreement of the
parties. There is a remaining balance of $15,600 that is available through June 30, 2009
for tutoring services.
IT IS THEREFORE mutually agreed that the Memorandum of Agreement is
hereby amended as follows:
The period of performance for the Tutoring Project shall be extended from
January 1, 2008 to June 30, 2009, unless extended in writing by mutual
agreement or terminated by either party, with a thirty (30) day notice.
BY~ Date:
City of Port Arthur,
Stephen Fitzgibbons, City Manager
P.O. Box 1089
Port Arthur, Texas 77641
BY: Date:
Lamar State College-Port Arthur
Dr. Sam Monroe, President
P.O. Box 310
Port Arthur, Texas 77641