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6CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To: The Honorable Mayor & Members ofthe City Commission FROM: Via: DATE: SUBJECT: BACKGROUND: FINANCIAL IMPACT: Steven Alexander, City Manager Quentin Pough, Director of Parks & Recreation 6 March 20, 2018 Agenda Item No.: __ A Resolution authorizing the City Manager to waive program fees for Spring Break Camp, from March 26 th through March 30, 2018. The City's Parks and Recreation Department ("the department") offers various out-of-school programs including, an after-school program, orie- day camps, and winter, spring, and summer camps. Spring Camp is scheduled the week of March 26 th through the 30th . This program provides a variety of supervised activities such as organized recreational and educational games, arts and craft, swimming, field trips and more. The department anticipates fifty (50) campers this year. In December 2017, the Parks and Recreation Department was advised by the Florida Department of Children and Families ("DCF") that its after- school program and camps-which operate during Miami-Dade County Public School calendar year-must attain a child care license to operate if payments for participation were being accepted. To continue operations, the department submitted an updated questionnaire to DCF requesting approval to operate its spring camp at no fee. Because no fee, grant or payment for the program would be accepted, the City was given approval to commence operations. City staff is currently working towards attaining a license to operate a child care facility for the upcoming 2018-2019 Miami-Dade County Public School Calendar year. Based on the requirements of the State law, and in order to continue spring camp, from Monday, March 26th through Friday, March 30, 2018, the City will need to forego an estimated $1,500 dollars in revenue from the participants of the program, to continue the program for our kids and avoid being found not in compliance with State law. RECOMMENDATION: To ensure that the children are active and do not suffer from lack of this very successful program, we strongly suggest that the City operate a (;n SouthfMiami THE dTY OF PLEASANT'LtVING FEES TO BE WAIVED: ATTACHMENTS: CllY OF SOUTH MIAMI OFFICE OF THE CllY MANAGER INTER-OFFICE MEMORANDUM spring camp program, at no cost to residents, as proposed in the attached resolution $1,500 (50 resident participants x $30/week) Resolution February 26, 2018 -DCF Approval Letter DCF Questionnaire for Spring Camp 2018 1 RESOLUTION NO.: _____ _ 2 3 A Resolution authorizing the City Manager to waive program fees for Spring Break Camp, 4 from March 26 th through March 30th, 2018. 5 6 WHEREAS, the City's Parks and Recreation Department ("the department") offers various 7 out-of-school programs, including an after-school program, one-day camps, and winter, spring and 8 summer camps; and 9 10 WHEREAS, spring camp is scheduled the week of March 26 th through the 30th • This program 11 provides a variety of supervised activities such as organized recreational and educational games, 12 arts and craft, swimming, field trips and more. The department anticipates fifty (50) campers this 13 year; and 14 15 WHEREAS, under State law is the definition of "child care facility" which has as part of the 16 definition that there not be any the receipt of any type of payment, grant or fee from any source 17 for any child attending; and 18 19 WHEREAS, if the City offers the program without the receipt of any type of payment, grant 20 or fee from any source for any child attending, we will not be regulated as a "child care facility" 21 under State law and therefore, the City's spring camp program does not require a license from the 22 Department of Children and Families; and 23 24 WHEREAS, while City staff researches and explores other options for the 2018-2019 school 25 year, staff strongly recommends that the City operate its spring camp program, at no cost, from 26 March 26 th through March 30th , 2018. 27 28 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY 29 OF SOUTH MIAMI, FLORIDA THAT: 30 31 Section 1: The City Manager is hereby authorized to waive program fees for Spring Break 32 Camp, from March 26 th through March 30th, 2018. 33 34 Section 2: If any section clause, sentence, or phrase of this resolution is for any reason held 35 invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the 36 validity ofthe remaining portions ofthis resolution. 37 38 Section 3: This resolution shall become effective immediately upon adoption. 39 40 41 42 43 44 45 46 47 PASSED AND ADOPTED this ___ day of ______ , 2018. ATTEST: APPROVED: CITY CLERK MAYOR 48 49 50 51 52 53 54 READ AND APPROVED AS TO FORM LANGUAGE, lEGALITY AND EXECUTION THEREOF CITY ATIORNEY COMMISSION VOTE: Mayor Stoddard Vice Mayor Harris Commissioner Gil Commissioner Liebman Commissioner Welsh State of Florida E Department of Children and Families MYFLFAMIlIES.COM February 26, 2018 Jaime Adams City of South Miami Parks and Recreation 5800 SW 66th Street South Miami, Florida 33143 Dear Ms. Adams; Rick Scott Governor Mike Carroll Secretary The Department received your revised licensure questionnaire describing the operations and activities of your Spring Camp. Based on a review of your questionnaire, it has been determined that your program does not meet the definition of child care pursuant to s. 402.302(1), Florida Statutes, because no payment, grant or fee is made for care.. Therefore, you are not requl red to obtain a license from the Department of Children and Families. s. 402.302 (1) "Child care" means the care, protection, and supervision of a child, for a period of less than 24 hours a day on a regular basis, which supplements parental care, enrichment. and health supervision for the child, in accordance with his or her individual needs, and for which a payment, fee, or grant is made for care. Please be advised that if you change the operation of your program, you will need to submit another questionnaire. If you have additional questions regarding this determination, please feel free to contact the program office at (850) 488-4900 or the local licensing office at (786) 257-5207. Thank you, Shelley Tinney Operations and Management Consultant II Cc: Eddie Rivera, Program Analyst Suzette Frazier, Regional Safety Program Manager Ian Fleary, Licensing Supervisor 1317 Winewood Boulevard, Tallahassee, Florida 32399-0700 Mission: Work in Partnership with Local Communities to Protect the Vulnerable, Promote Strong and Economically Self·Sufficient Families, and Advance Personal and Family Recovery and Resiliency State of Florida Department of Children and Families MYI:lFAMIUI:S.COM Child Care Licensure Questionnaire RE2CC/' '" Rick Scott r' f=a· Governor f:ta ?." " c ~ 20~ Mikeca~ '8 Secretary , ~QJ M ... ~.1Qr, ~ In order to assess the need for your program to be licensed as a "Child Care FaCility", as required under S. 402.302(1), Florida Statutes, please complete all questions below. This questionnaire will be reviewed by the Department and the Office of Child Care Regulation will notify you of a determination. (Attach additional sheets as necessary) Program Name: eth'l M f:G tyh t>-W1M; -\1\,,1<...<' and ee( !teA j){ kJ 0p v\ ~ Cam p Street Address: '51>O() $l,,0 \olo.-\~\. f> -t City: ?n,,rfu Mill M; County: Hiomi -bct(..\e Zip: 3:)143 Mailing Address If different: ________ City:, ________ _ Zip: ___ _ Contact Person: 0Cl.i Me, A do CV\.-s, Title: A$5\'i;i\a~\-+ ·1?\f~C{"·v Telephone: (gO?) LDl!1'§" '3'Uo3 OPERATIONAL INFORMATION 1. Is the program currently licensed or certified by any other agency, entity, or holds a religious exemption from licensure? If so, provide a copy of the current license or accreditation certificate. See 5.402.316, Florida Statutes. _ Ves (see attached) ~No 2. a. Who operates the program (provides services to the children)? _Public School __ Non-public School _Corporation orLLC _Individual owner __ Partnership -not Incorporated ----A.-0ther (please provide specifics) IY\. ,.x, i c>l r 0-\ i -1-'1 b. What is the legal name ofthe operator indicated In 2A? 0+'1 0+ .c~L% \vi .'0 .. 00; Mission: Work In Partnership with Local Communities to Protect the Vulnerable, Promote Strong and Economically Self-Sufficient Families, and Advance Personal and Family Recovery and Resiliency c. Is the operator affiliated with a national membership non-profit organization that was created for the purpose of providing youth service and youth development and holds membership In good standing that Is certified by its national affiliate as complying with the organization's purpose, procedures, minimum standards, and mandatory requirements? If yes, please attach a copy of the programs certification of good standing. __ Yes (see attached) 3. Where is the program operated? __ Public school __ Non-public school __ Church 'i Stand-alone building __ B\lildlng connected to other operations (strip mall, etc.) __ my home __ ' Other (please provide specifics) 4. If the program is operated by a school and Is located on that school's grounds, do you serve children only from that school or also from surroundingschools? __ Only children regularly attending that school attend the program __ Both children regularly attending that school and children from surrounding schools attend the program \\bt Q f'I 'Be. ~Co\..'l\ ~ Vi) ..... '\.c.1 '6 5. If the program is located on the grounds of a school but Is operated by an entity other than the school, do you have a written/formal agreement with the school/school district to provide the program (on behalf of the school) wherein the school/school district is named as the responsible party for the operation of the program? If so, please attach a copy. _' __ Yes (see attached) __ No 6. How is the program funded? Check all that apply. __ Fee or tuition paid by parent __ Grant(s) (please provide specific grant source) ~Other (please provide specifics) _ I c.. ~'I B,-~c.)e. -\-e...Ci No J,.e...e ~ lO\l.e_c..'~d t-.J/ A __ Annual Membership Fee __ School Readiness 3/14117 PROGRAM DESCRIPTION 7. When does the program operate? sp-n f)g I;~o.. I.e 0 f\ hj N.c~ n: .. ~'\ 2.lo -~ \ 2.0 \ '6 _Summer Only Circle all that apply: Mon Tue Wed Thu Fri Sat Sun Hours of Operation: AM/PM to AM/PM __ Year Round Circle all that apply: Mon Tue Wed Thu Fri Sat Sun Hours of OperatIon: AM/PM to AM/PM 8. Number of hours per day children attend: __ Less than 1 hour __ 1-2 ho.urs __ 2-4 hours ~More than 4 hours 9. IndIcate the number of children In each age group attending the program: __ Birth -5 years (before kindergarten) ~Kindergarten -5th grade __ VPKonly __ 6th grade and up __ Ot.her (provide specifics) 10. What types of activities does your program provide? Check all that apply: ~Arts/crafts __ Homework assIstance ~Outdoor Recreation/Play --LComputer Lab __ Other (please provide specific) LGames/Movies ~Muslc ......p....Personal Enrichment/Character Development ~Fleld Trips 12. Does the program have a single Instructional/tutorial purpose and Is that purpose the only service provided? If yes, please provide additional InformatIon below. __ Yes 'f.... No a. What skill(sl is the instruction focused on? b. How long is a session time? c. How many sessions can a child have in one day? 3/14/17 11. What type of transportation arrangements are utilized for the field trips, ifapplicable? __ Do not go on field trips --X..Use our own vehicles 12. What type of food service is offered? --LNo food or snacks provided __ Parents transport children __ Hire or contract for transportation __ Vending Machines available for children to purchase snacks __ Pre-packaged individual snacks and drinks only __ Participate In USDA Afterschool Meal Program __ Food/snacks are prepared (includes any heating/mixing foods and/or serving/storing food that requires refrigeration) ATTENDANCE POLICY 15. Does the program assume responsibility for the supervision of the children? 'f." Yes __ No 16. What Is the attendance policy? Do the same children attend the program on a regularbasis? ~Yes ___ ,No 17. Do parents remain on the premises with the children at all times? __ Yes --.tS.-No 18. Are children permitted to enter and leave the program at any time without permission, prior arrangement, or adult supervision? If yes, please attach a copy of the policy that informs parents of this arrangement. __ Yes (see attached) ~No 19. Are parents/legal guardians required to sign children In and out ofthe program? __ No 3/14/17 Provide a brief description of the program and attach brochures, advertisements, parent information sheets or other information. Person completing questionnaire: Please return the completed questionnaire and all attachments to: Department of Children and Families Office of Child Care Regulation and Background Screening 1317 Wlnewood Blvd., Bldg 6, 3,dfloor, Rm. 389A Tallahassee, Florida 32399 (850) 488·4900 it is a misdemeanor of the first degree, punishable as provided in s. 775.082 or s. 775.083. or any person knowingly to: (a) Fall, by false statement, misrepresentation, impersonation, or other fraudulent means, to disclose in any application for voluntary or paid employment or licensure regulated under 55. 402.301- 402.318 all Information required under those sections or a material fact used in making a determination as to such person's qualifications to be child care personnel, as defined in s. 402.302, in a child care facility, family day care home, or other child care program. (b) Operate or attempt to operate a child care facility without having procured a license as required by this act. 3114117 Brief Description of the Program The City of South Miami Parks and Recreation Department Spring Camp serve residents in grades kindergarten through fifth grades. Counselors provide recreational activities daily to participants including, arts and crafts, sports games, dance class and field trips. This fun and exciting program is offered while Miami-Dade County Public Schools are on spring recess.