notice of public meeting phoenix city council parks, … · middle of different metrics, and it...

1

NOTICE OF PUBLIC MEETING

PHOENIX CITY COUNCIL PARKS, ARTS, TRANSPARENCY AND EDUCATION SUBCOMMITTEE

Pursuant to A.R.S. Section 38-431.02, notice is hereby given to the members of the PHOENIX CITY COUNCIL PARKS, ARTS, TRANSPARENCY AND EDUCATION SUBCOMMITTEE and to the general public, that the PHOENIX CITY COUNCIL PARKS, ARTS, TRANSPARENCY AND EDUCATION SUBCOMMITTEE will hold a meeting open to the public on Wednesday, February 25, 2015 at 9:00 a.m., located at Phoenix City Hall, 1st Floor Atrium, Assembly Rooms A, B, & C, 200 West Washington Street, Phoenix, Arizona. One or more Subcommittee members may participate via teleconference. The agenda for the meeting is as follows (items may be discussed in a different sequence than posted): 1. Call to Order Chair Pastor 2. Approval of the January 28, 2015 meeting minutes.

This item is for Action.

Subcommittee Page 5

Items 3-9 are for Consent. No presentations are planned; however staff will be available to answer questions. 3. APPROVAL OF HEAD START AND EARLY HEAD START

ERSEA PLAN The purpose of this report is to request Parks, Arts, Transparency and Education (PATE) Subcommittee approval of the 2015 – 2016 Head Start and Early Head Start Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) Plans, and the Early Head Start Selection Criteria. This item is for Consent.

Moises Gallegos, Human Services Director 1

4. APPROVAL TO APPLY FOR ARIZONA DEPARTMENT OF ECONOMIC SECURITY FISCAL YEAR 2016 COMMUNITY ACTION PROGRAM FUNDING The purpose of this report is to request the Parks, Arts, Transparency and Education (PATE) Subcommittee approved application to the Arizona Department of Economic Community Action Program and Services in an initial amount of $7,395,362. This item is for Consent.

Moises Gallegos, Human Services Director Page 23

2

5. RETROACTIVE APPROVAL TO APPLY FOR OFFICE ON VIOLENCE AGAINST WOMEN (OVW) FISCAL YEAR 2015 JUSTICE FOR FAMILIES PROGRAM APPLICATION AND APPROVAL TO APPLY FOR OVW FISCAL YEAR 2015 ARREST GRANT APPLICATION The purpose of this report is to request the Parks, Arts, Transparency and Education (PATE) Subcommittee retroactively approved application for the OVW Justice for Families Program grant. Further, this report requests approval to apply for OVW Grants to Encourage Arrest and Enforcement of Protection Orders. This item is for Consent.

Moises Gallegos, Human Services Director 5

6. ARTIST DESIGN AND CONSTRUCTION OVERSIGHT CONTRACT FOR THE ARTERIAL CANAL CROSSINGS AND TRAIL CONNECTIONS PUBLIC ART PROJECT This report requests the Parks, Arts, Transparency and Education Subcommittee recommend City Council authorization of a contract with artist Michael Singer, (FL), doing busine ss as Michael Singer Inc., for an amount not to exceed $100,000, to work with the community, City staff and an engineering team to design and provide construction oversight for integrated trail and pedestrian enhancements as part of the Arterial Canal Crossings and Trail Connections Public Art Project. This item is for Consent.

Gail Browne, Executive Director of Arts and Culture Page 27

7. ARIZONA COMMISSION ON THE ARTS FY 2015-2016 COMMUNITY INVESTMENT LEVEL VI GRANT APPLICATION This report requests the Parks, Arts, Transparency and Education Subcommittee recommend authorization by City Council to apply for up to $60,000 in Arizona Commission on the Arts (ACA) Community Investment Level VI matching grant funds for fiscal year 2015-2016. This item is for Consent.


3

8. SONORAN PRESERVE ACQUISITION – PRIORITY VARIANCE APPROVAL This report requests the Parks, Arts, Transparency and Education Subcommittee recommend City Council approve a variance from the current Priority 3 acquisition plan for the Phoenix Sonoran Preserve and acquire lands located in Priority 4 adjacent to the Pioneer Living History Museum and Ben Avery Arizona Shooting Range Facility in 2015. This item is for Consent.

James P. Burke, Parks and Recreation Director 1

9. ESTABLISHING A FAMILY RESOURCE CENTER AT BURTON BARR CENTRAL LIBRARY This report requests the Parks, Arts, Transparency and Education (PATE) Subcommittee recommend City Council approval of an application to First Things First for a grant to establish and operate a Family Resource Center at Burton Barr Central Library. This item is for Consent.

Rita Hamilton, City Librarian Page 35

Items 10-11 are for information only. No presentations are planned; however staff will be available to answer questions. 10. PARKS AND RECREATION BOARD UPDATE

This report provides the Parks, Arts, Transparency and Education Subcommittee with information on agenda items heard by the Parks and Recreation Board on January 22, 2015, as well as tentative future agenda items. This item is for Information Only.

James P. Burke, Parks and Recreation Director Page 37

11. HEAD START MONTHLY REPORT – DECEMBER 2014 This report provides the Parks, Arts, Transparency and Education (PATE) Subcommittee, which serves as the City of Phoenix Head Start Governing Board, an updated summary on the financial and programmatic status of the program. This item is for Information Only.

Moises Gallegos, Human Services Director Page 39

4

12. PARKS CIP REVIEW This report provides the Parks, Arts, Transparency and Education Subcommittee with a summary of the Capital Improvement Program for the Parks and Recreation Department. This item is for Information and Discussion.

James P. Burke, Parks and Recreation Director 5

13. ARTS AND CULTURE CIP REVIEW This report provides an update to the Parks, Arts, Transparency and Education Subcommittee about City Council approved Capital Projects and Programming undertaken in Fiscal Year 2014-15 by the Phoenix Office of Arts and Culture. This item is for Information and Discussion.


14. LAUNCH OF CAREER ONLINE HIGH SCHOOL This report provides an overview of the phoenix public library college depot’s career online high school offering opportunities for adults to complete a high school diploma. This item is for Information and Discussion.

Rita Hamilton, City Librarian Page 51

15. OUT OF SCHOOL PROGRAM STANDARDS This report requests approval to adopt the Arizona Quality Standards for Out of School Time Programs created by the Arizona Center for Afterschool Excellence and Valley of the Sun United Way. This item is for Discussion and Action.

Tim Valencia, Youth and Education Program Manager Page 53

16. Request for Future Agenda Items Chair Pastor 17. Adjournment Chair Pastor For further information, please call Corey Williams, Management Assistant, City Manager’s Office at 602-261-8875. Persons paid to lobby on behalf of persons or organizations other than themselves shall register with the City Clerk prior to lobbying or within five business days thereafter, and must register annually to continue lobbying. If you have any questions about registration or whether or not you must register, please contact the City Clerk’s Office at 602-262-6811. For reasonable accommodations, call Corey Williams at Voice/602-261-8875 or TTY/602-534-5500 as early as possible to coordinate needed arrangements.

5

CITY OFPHOENIX CITY COUNCIL PARKS, ARTS, TRANSPARENCY AND EDUCATION

SUBCOMMITTEE MEETING Summary Minutes

January 28, 2015

Phoenix City Hall 200 West Washington St., 1st Floor Assembly Rooms A, B, & C Phoenix, AZ 85003

City Council Members Present Chair Laura Pastor Vice Mayor Jim Waring Councilman Michael Nowakowski Councilman Daniel Valenzuela

Staff Present Karen Peters Penny Parrella Toni Maccarone Jim Burke Gail Brown Debbie Cotton Deborah Ostreicher Moises Gallegos Patricia Nightingale Inger Erickson Riann Balch Jon Brodsky Danielle Poveromo Genevieve Siri Corey Williams Gregg Bach Juan F. Rodriguez

Others Present Joseph Benesh Louise Roman

1. Call to Order Chair Laura Pastor called the meeting to order at 9:07 a.m. with Councilman Michael Nowakowski present. Vice Mayor Jim Waring was present by phone. Councilman Daniel Valenzuela joined the meeting by phone at 9:11 a.m. 2. Review and Approval of the December 2, 2014, Parks, Arts, Transparency and Education Subcommittee Meeting Minutes Councilman Nowakowski motioned to approve the minutes. Vice Mayor Waring seconded the motion which passed 3:0.

6

3. Arizona Diamondback Field at Alkire Park 4. Approval of Head Start Shared Governance Documents Items 3 and 4 were for Consent. No presentations were planned; however staff were available to answer questions. There were no questions. Chair Pastor recognized the Diamondbacks Foundation representative in the audience, and thanked the Foundation for their support. Councilman Nowakowski motioned to approve items 3 and 4. Vice Mayor Waring seconded the motion which passed 3:0. 5. Parks and Recreation Board Update 6. Head Start Monthly Report – October 2014 7. Head Start Monthly Report – November 2014 8. Natural Resources Update Items 5-8 were for Information only. No presentations were planned; however staff were available to answer questions. Under item 5 regarding the Sports Complex and Baseball Facility Fee Increase Request item under the Phoenix Parks and Recreation Board Update, Councilman Nowakowski asked for the fee increase amount for each facility. Parks and Recreation Director Jim Burke stated staff will provide information that shows the increases.

10. Electronic Community Calendar Item heard out of order. Councilman Valenzuela joined the meeting by phone at 9:11 a.m. Special Assistant to the City Manager Toni Maccarone introduced Chief Information Officer Debbie Cotton. They presented a PowerPoint presentation which covered the enhancements to the City Electronic Community Calendar:

• Goal • Improvements to Date • Exploring Additional Improvements.

Chair Pastor asked if there is technology that could combine the information on the Library’s separate calendar with the City’s Electronic Community Calendar. Ms. Cotton replied staff will gather information on the technology used by the Library. Chair Pastor suggested making the City Electronic Community Calendar more visually engaging like the Phoenix Convention Center’s separate calendar. She commended staff for making enhancements to help readers find information more quickly. Councilman Nowakowski commended the homepage and asked if more graphics or icons could be added for each Subcommittee. He suggested using village logos as an example. Ms. Maccarone stated staff will look into his suggestions.

7

Vice Mayor Waring commended the improvements and offered caution about adding too many graphics or features that would make the site hard to navigate. Chair Pastor concurred. Ms. Maccarone stated staff will look at balancing the goals of the two suggestions. 11. Approval to Release Request for Qualifications for Early Head Start Child Partners Acting Human Services Department (HSD) Director Moises Gallegos thanked the Council for guidance in applying for the new Early Head Start grants. He and Deputy HSD Director Patricia Nightingale presented a PowerPoint presentation which covered the following:

• Background • Child Care Partners Eligibility • Request For Qualifications • Cost Per Child • Other Eligible Costs • Recommendation.

Vice Mayor Waring motioned to approve the item. Councilman Nowakowski seconded the motion which passed 4:0. 9. FITPHX Update Item heard out of order. Mr. Burke and FitPHX Coordinator Jon Brodsky presented a PowerPoint which covered the following:

• Focus Areas • Partnerships • Grants • Milestones and Successes • Additional Site Partners For Phase Two • Born Learning Trail • FitPHX Energy Zones • Wildcat Night @ Verde Park • Healthy Arizona Worksites • Other Programs/Partnerships • Other Events • Future Goals.

Councilman Nowakowski asked how success is measured. Mr. Brodsky explained staff will be working on the next program phase to identify specific performance measures and goals to track progress, along with proposing a new mission statement by working with other departments and St. Luke’s Health Initiative. He added we are collecting various statistics such as number of events and attendees.

8

Councilman Nowakowski asked what efforts can be made to change the negative statistics we hear about Phoenix. Mr. Brodsky replied we’re ranked somewhere in the middle of different metrics, and it requires a lot of people to work together to make changes. He cited Maricopa County’s program called the Health Improvement Partnership of Maricopa County that brings together organizations that are health-focused. Councilman Nowakowski stated the City’s FitPHX program has a great story to tell in that it has helped changed residents’ lives. He suggested we need to tell that story and share progressive statistics to help change Arizona’s unhealthy image. Mr. Burke stated he concurred and part of their mission is to figure out ways to communicate that story with the Council’s help through many avenues with a large amount of data. Chair Pastor suggested giving out pre- and post-surveys to participants. Mr. Brodsky said we are doing exactly that with the Energy Zones program at Harmon, Maryvale and Palo Verde Libraries. He stated the program partners, ASU and Mayo Clinic, are doing survey research, and trying to get more kids involved. He added we are trying to get more grants. Councilman Nowakowski suggested more visible and branding efforts such as having a visible thermometer, fostering competitions, and having pedometers. Joseph Benesh commended the program. He highlighted a partnership that has emerged out of the program with the Hance Park Conservancy to augment the Meet Me in Downtown Phoenix program. He suggested creating a Park and Recreation calendar with FitPHX activities that would be similar to the Library’s calendar. Chair Pastor commended his ideas. Vice Mayor Waring expressed appreciation for staff’s efforts. Councilman Valenzuela commended staff. He said the City has over 300 programs for people to live healthier, safer lives, and the FitPHX program has created a central inventory of these programs. He said the program involves many segments of the community. He thanked Blue Cross Blue Shield’s support for the Meet Me in Downtown Phoenix program. He thanked the Council for supporting the program. Councilman Nowakowski stated the City of Austin, Texas employees take wellness breaks and have a fruit bar, and a school has chair massage breaks for its teachers. He said there are best practices we should look at, and we should think outside the box and use City employees for pilots. He said there will be good results with these steps. Chair Pastor stated the community colleges have a 15 minute walking break. Councilman Valenzuela joined the meeting in person at 9:50 a.m. 12. Call to the Public

9

There were no speakers. 13. Request for Future Agenda Items Chairwoman Pastor asked if there were any future agenda items. Councilman Nowakowski said the Public Safety Subcommittee recently heard a monthly presentation of the public safety budgets. He stated now that we are approaching budget season, he is requesting that 30 minutes of the Subcommittee agenda be dedicated to hearing departments’ proposed budgets so that Subcommittee members can give input. He added that we can start with the Parks and Recreation Department and the Office of Arts and Culture as an example, and look at year-to-date actuals compared to the prior year’s year-to-date actuals. Chairwoman Pastor thanked him for the suggestion, and said that since she is a member of the Public Safety Subcommittee, she will work with Councilman Nowakowski on the template and get the information out to the departments. 14. Adjournment Chair Pastor adjourned the meeting at 9:55 a.m. Respectfully Submitted, Genevieve Siri Management Assistant II Budget and Research Department

10

THIS PAGE INTENTIONALLY LEFT BLANK

11

Parks, Arts, Transparency and Education Subcommittee, February 25, 2015, item 3

CITY COUNCIL REPORT

TO: Deanna Jonovich Deputy City Manager

FROM: Moises Gallegos Acting Human Services Director

SUBJECT: APPROVAL OF HEAD START AND EARLY HEAD START ERSEA PLAN

The purpose of this report is to request Parks, Arts, Transparency and Education (PATE) Subcommittee approval of the 2015 – 2016 Head Start and Early Head Start Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) Plans, and the Early Head Start Selection Criteria. THE ISSUE Each year, Head Start and Early Head Start grantees are required to develop and implement a written plan defining their policies and procedures for the selection, enrollment, and attendance of children. As the Governing Board for the City of Phoenix Head Start and Early Head Start programs, the PATE Subcommittee is required to approve the ERSEA Plan. OTHER INFORMATION The goals of the City of Phoenix Human Services Department Head Start and Early Head Start ERSEA Plans are:

• To specify the eligibility, recruitment, selection, enrollment, and attendance procedures for City of Phoenix Early Head Start and Head Start staff;

• To enable as many infants, toddlers, and pregnant women as possible to have the opportunity to be considered for enrollment in the Early Head Start program;

• To enable as many children as possible to have the opportunity to be considered for enrollment in the Head Start program;

• To assure efforts are made to inform and recruit potential enrollees; • To assure decisions on the selection of enrollees are made in a systematic and

fair way in response to the individual needs in each local community; and • To abide by the McKinney-Vento Homeless Assistance Act as it applies to the

Early Head Start and Head Start programs. The 2015 - 2016 Head Start and Early Head Start ERSEA Plan includes policies specific to the following areas: age eligibility, income eligibility, categorical eligibility, income verification, transfers, placements, absenteeism, and vacancies. The area of recruitment targets infants, toddlers and pregnant women, preschool children, and children with special needs. No significant changes were made to the existing ERSEA Plan. Dates the selection criteria is due to the City and when delegate agencies can

12

begin selecting children were added. Attachment A contains the ERSEA Plan for the Head Start and Early Head Start programs. As the grantee operator, the City of Phoenix must develop the selection criteria for the Early Head Start Program. With the addition of the new Child Care Partnership, Early Head Start can serve approximately three percent of eligible children. Priority will be given to children most in need based on the criteria. The selected priority areas for Early Head Start are children with disabilities, children living in a foster home, living with a teen parent or grandparents, or in a homeless situation. Attachment B includes the complete selection criteria for the City of Phoenix Early Head Start program. Each delegate agency providing Head Start services will define their selection criteria based on the needs of the communities they serve. The selection criteria will be approved by each delegate agency’s Governing Board and Policy Committee. RECOMMENDATION The Human Services Department requests the PATE Subcommittee approve the Head Start and Early Head Start 2015 – 2016 ERSEA Plans, and the Early Head Start Selection Criteria. CONCURRENCE The Policy Council approved the ERSEA Plan on February 9, 2015. Attachments

13

City of Phoenix

Human Services Department Education Division

ERSEA

(Eligibility, Recruitment, Selection, Enrollment and Attendance)

Plan

Program Year 2015 – 2016

14

GOALS OF THE RECRUITMENT PLAN 3 AGE ELIGIBILITY POLICY 3 INCOME ELIGIBILITY POLICY 3 CATEGORICALLY ELIGIBLE 4 INCOME VERIFICATION POLICY 4 VERIFICATION OF CURRENT FINANCIAL STATUS 5 RECRUITMENT OF CHILDREN 5 RECRUITMENT ASSISTANCE SOURCES 5 RECRUITMENT OF CHILDREN WITH SPECIAL NEEDS 5 INTAKE PROCEDURES 6 SELECTION PROCESS 7 NOTIFICATION OF ENROLLMENT 7 RE-ENROLLMENT 7 ALTERNATIVE PLACEMENT/DROP POLICY 7 TRANSFER POLICY 8 CLASS LIST 8 POLICY ON ABSENTEEISM 8 VACANCY POLICY 9

TABLE OF CONTENTS

15

Goals of the ERSEA Plan The Goals of the City of Phoenix Education Division ERSEA Plan are:

• To specify the eligibility, recruitment, selection, enrollment and attendance procedures of City of Phoenix Education Division staff and Delegate Agency Head Start programs and Early Head Start program

• To enable as many children as possible to have the opportunity to be considered for enrollment in Head Start and Early Head Start

• To assure that efforts are made to inform and recruit potential enrollees • To assure that decisions regarding selection of enrollees are made in a

systematic and fair way in response to the individual needs of each local community.

• To abide by the McKinney-Vento Homeless Assistance Act as it applies to Head Start and Early Head Start

The adopted or revised ERSEA Plan and Early Head Start Selection Criteria will be approved annually by the Policy Council. Approval will occur prior to the beginning of the intake process. Each Delegate Agency Policy Committee and Governing Board will annually approve its own ERSEA Plan and Selection Criteria. Age Eligibility Policy Children must be three or four years old prior to the date used to determine eligibility for the public school in the community in which the Head Start classroom is located (in Phoenix that date is generally either August 31st or September 1st depending on the school district). Children with disabilities requiring special education or related services (as determined by the Individual Education Plan) should be considered age eligible for Head Start as of their third birthday (ACF IM-94-16). Three-year-old classrooms are available at some Delegate Agencies. Three year old children transitioning from the City of Phoenix Early Head Start, Chicanos Por La Causa Early Head Start, Crisis Nursery Early Head Start, and Southwest Human Development Early Head Start will be given priority consideration for acceptance into City of Phoenix Head Start programs. Each agency’s selection criteria will support the purpose and intent of this agreement. Eligible three and four year old children transitioning from other Head Start grantees will be given priority, once the family has completed the intake process and been deemed eligible, to ensure continuity of services. The City of Phoenix Early Head Start program gives priority to younger children, pregnant women, teen parents, and children with disabilities.

Income Eligibility Policy

The City of Phoenix Head Start and Early Head Start programs will “focus primarily upon children from low-income families”. “Primarily” means that at least 90% of the

16

children in the program come from low-income families (total annual income before taxes is at or below the federal poverty income guidelines).The remaining 10% of the children may come from families whose income is above the poverty guidelines. The 10% opportunity for children with disabilities may come from either income category. Income is the key component in determining eligibility, as it relates to family size. The federal poverty guidelines figures are directly dependent upon the number of persons in a family. In order to implement the regulations regarding income, the City of Phoenix Head Start and Early Head Start programs will use the definitions of “family” and “income” found in the eligibility regulations 45 CFR Part 1305.2 which states: In determining the size of a family the following definition must be used. Family means "all persons in the same household who are: (i) supported by the income of the parent(s) or guardian(s) of the child enrolling or

participating in a Head Start program, and (ii) related to the parent(s) or guardian(s) by blood, marriage or adoption." Once family size has been determined, the program should then look at the family income with the following definition in mind: The term "income" means gross cash income and includes earned income, military income (including pay and allowances), veteran's benefits, social security benefits, unemployment compensation, child support income and public assistance benefits. Categorically Eligible Age eligible children whose families receive public assistance, homeless children, and/or foster children are categorically eligible for Head Start programs even if the family’s total income level exceeds the poverty guidelines. Public assistance means Cash Assistance, Supplemental Security Income (SSI), and Temporary Assistance to Needy Families (TANF). Homeless is defined by the McKinney-Vento Homeless Assistance Act and the Office of Head Start. With respect to a child in foster care, family income is the amount paid to the foster family on behalf of the child by a public or private agency as per 45 CFR 1305.2 (I). Income Verification Policy The City of Phoenix Head Start and Early Head Start programs are responsible for having accurate information regarding income eligibility. Staff must indicate that they have seen and verified documentation of the income. Staff signature on the Eligibility Verification Form is proof of verification. All income documents/documentation will be kept in the caseworker or family advocate office. Supervisors review and approve all eligibility documents. If a child has been found income eligible and is participating in Head Start, he or she remains income eligible through that enrollment year and the immediately succeeding enrollment year. Children who are enrolled in Early Head Start remain income eligible while they are participating in the program. When a child moves from Early Head Start

17

to Head Start, the family income must be re-verified. The family income for a child enrolling in the Head Start program for a third year must also be re-verified. Verification of the current financial status can exist on any of the following documents:

• W-2 Forms • Individual Tax Form 1040 • Pay stubs or pay envelopes • DES or Supplemental Security Income decision letters • Written statements of income from employer(s) • Written income verification may be accepted, under special circumstances after

evaluation by the supervisor. • Unemployment verification • Foster Care Reimbursement • Child Support Award Letters

Recruitment of Children Recruitment and outreach efforts by City of Phoenix Head Start and Delegate Agency staff will begin in the spring prior to the beginning of the enrollment year and will be documented. Each Delegate Agency program is unique and must establish creative methods to recruit and enroll families. The process for making families aware of Head Start opportunities may include periodic advertising and community outreach to maintain awareness of new families in the community. At all times, the program should keep in mind the philosophy of Head Start, and the eligibility requirements. Each Agency will actively complete pre-registration forms throughout the year when interested families contact them. Programs must obtain a number of applications during recruitment that is greater than the enrollment opportunities in order to select those families with the greatest need for Head Start services. Recruitment and outreach efforts by Head Start, Early Head Start and Delegate Agency staff will be continuous throughout the year Recruitment Assistance Sources The City of Phoenix Head Start and Early Head Start may find recruitment assistance from the following sources:

• Phoenix Human Services Department-Community Services Division • Local Homeless Shelters • Head Start Parents • Arizona Early Intervention Program (AzEIP) • Division of Developmental Disabilities (DDD) • Other organizations serving pre-school children with disabilities • Arizona Health Care Cost Containment System (AHCCCS) • Child Find • Agencies serving low income families and children

18

• Arizona Department of Economic Security • Local Education Agencies (LEA)

Recruitment of Children with Special Needs: Considerable effort is required to recruit children with disabilities. Each Delegate Agency works collaboratively with its local school district(s) in their Child Find process to identify, place, and serve children with disabilities. The City of Phoenix Early Head Start and Head Start programs have an outreach plan that includes intentional marketing with community agencies that serve children with disabilities. Children may participate in dual programs, and slots may be shared, as directed by their Individual Education Program (IEP) or Individual Family Service Plan (IFSP). The City of Phoenix Head Start Delegate Agency programs have processes in place for developing interagency agreements with their school districts. Letters of support developed with school district Delegate Agencies are contained in the district’s policies and procedures; and non-profit Delegate Agencies develop letters of agreement with their school district/s. Early Head Start works collaboratively with AzEIP and DDD to identify appropriate enrollees. Enrollment in other therapy services or programs is not a basis for exclusion in a Head Start or Early Head Start program. Intake Procedures: The intake processes for first year families will include the activities:

• Collection of pre-registration forms • Scheduling of intakes appointments • Determination of eligibility • Verification of family’s income • Verification of child’s age • Verification of residency

City of Phoenix staff will complete the following forms:

• Application form • Health/ medical history • Nutrition screening • Family Outcomes Pre-Assessment

Review of medical requirements and immunization status will include the following:

• Explanation of health requirements and resources provided, as needed • Distribution of physical exam form • Distribution of dental exam form

19

• Review of immunization status and distribution information on immunization fairs and resources as needed

• Distribution of the SAM Health form to gather information from the child’s health care provider regarding health or nutrition accommodations children may need while at school

Selection Process Early Head Start and Head Start Delegate Agency programs have a formal written process for selecting families with a selection criterion that considers income, age, disabilities, and needs identified by the community assessment. The Early Head Start selection criterion is approved by the Policy Council and Delegate Agency selection criterion are approved by their Policy Committee. Each Delegate Agency program will submit their approved selection criteria to the Head Start Area Supervisor Program Coordinator, prior to the beginning of the intake process no later than the end of March to ensure entry into the CMS database, prior to the beginning of the intake process. Each Delegate Agency program will begin selecting children for enrollment, on or before end of May. A waiting list that ranks children according to the program’s selection criteria will be maintained throughout the year to ensure those eligible children enter the program as vacancies occur. No child will be denied placement because they are not potty trained. Notification of Enrollment Early Head Start and Head Start Delegate Agency programs notify all families in writing or by telephone of their enrollment status. Families completing an intake will be placed either on a class list or waiting list. The Early Head Start enrollment date will be the date the family is notified of enrollment. Re-enrollment Each child enrolled in a Head Start program must be allowed to remain in Head Start until kindergarten except that the Head Start program may choose not to enroll a child when there are compelling reasons for the child not to remain in Head Start, such as when there is a change in the family income and there is a child with a greater need for services. Children served by Phoenix Early Head Start, if the parents wish to enroll their child in Head Start, must be ensured, whenever possible, that the child receives Head Start services. Alternative Placement/Drop Policy

20

Once a child is enrolled and attending a program and a concern arises regarding the child's individual needs, a multi-disciplinary team meeting must occur to discuss concerns and related services available prior to discussing alternative placement options. The parent must be notified of this meeting and be a critical part of the multi-disciplinary team. This pertains to all Head Start children not just children with disabilities. No child will arbitrarily be dropped from the Head Start program. No child shall be dropped from the program based solely on a parent/guardian's refusal to participate in the program. The Delegate Agency Director has the responsibility of dropping children in accordance with their program's absenteeism policy. An attempt will be made to inform the parent/guardian that the child has been dropped. The caseworker shall be notified of the child's drop and will document the appropriate date in the CMS database. Each child enrolled in the City of Phoenix Early Head Start program is eligible to remain in the program until Head Start or an alternative preschool is available to the child. After two cancelled appointments and no contact from the parent, a family may be dropped from the program. Client attendance letters will be sent to request participation in the program before dropping. No child will arbitrarily be dropped from the Early Head Start program. The parent/guardian may be informed by phone message or letter that they have been dropped. The drop date is the date of last contact with the family. Transfer Policy Enrolled children transferring from and to another City of Phoenix Head Start Program will be enrolled if a slot is available to ensure a continuation of services. If a slot is not available, the child will be placed at the top of the waiting list. Class List Enrollment lists are developed for each Early Head Start team, by the Grantee and for each Delegate Agency classroom by the Delegate Agency personnel. Children are placed on class lists based upon the selection criteria. Efforts are made to balance classes ethnically and linguistically when possible. Efforts will be made to maintain a 20% waiting list is for each classroom site. Once the class is filled, the rest of the children will be placed on a waiting list. When a child drops out of the program, children from the waiting list are admitted to the class in the order determined by the selection criteria. Policy on Absenteeism Early Head Start has a written absenteeism policy approved by the Policy Council. Attendance and home visit cancellation procedures are outlined in the Parent Handbook. The Family Advocate reviews the Parent Handbook with families during the first home visit. Family Advocates track Home Visit appointments on the home visit summary form and in CMS. Family Advocates document the reason for cancellations in the CMS home visit page. The Family Advocate and Supervisor review client attendance forms weekly and analyze the causes of cancellations to initiate appropriate support to the family.

21

During the first home visit, it is communicated to parents their responsibility in contacting the program when cancelling. On the second week of cancellation for causes other than illness, the family advocate must discuss the situation with his/her supervisor. The family advocate is responsible for initiating appropriate family support. This includes making personal contact with the family to assess the problem and need for assistance. If the parent wishes to drop their child from the program, this will be documented and reported to the Early Head Start Area Supervisor. Delegate Agency programs must have a written absenteeism policy approved by the Policy Committee. Each parent receives a copy of the Delegate Agency absenteeism policy. Each program must have a method of documenting absences, analyzing causes of absenteeism, and noting average daily attendance below 85%, so that prompt action can be taken. The program must communicate to parents their responsibility in contacting the program when their child is absent. The instructional staff is responsible for contacting the parent the day the child is absent from class, if the parent has not contacted the Head Start program. On the third consecutive day of absence for causes other than an illness, the teacher must write a referral to the caseworker. The caseworker is responsible for initiating appropriate family support. The caseworker will make personal contact with the family to assess the problem and need for assistance. If the parent wishes to drop their child from the program this will be documented in CMS and reported to the Head Start Director. Vacancy Policy All vacancies in the program must be filled from the prioritized waiting list as quickly as possible and within thirty (30) calendar days. An Early Head Start child’s slot shall be considered vacant after the last contact between the program and family. A Head Start child's slot shall be considered vacant on the child’s last day the child attended school. An exception to this rule can be made with the approval of the Head Start Program Coordinator. Vacancies that occur in the last 60 calendar days of the school year do not have to be filled. The caseworker must be informed of a newly enrolled child prior to the child's first day of class to ensure immunization requirements have been met.

Approved by Policy Council February 9, 2015 Approved by Governing Board XX

22

City of Phoenix Early Head Start 2015– 2016 Selection Criteria

INCOME SCORE Income Eligible – 0 – 25% FPL 10 Income Eligible – 26 – 50% FPL 8 Income Eligible – 51 – 75% FPL 6 Income Eligible – 76 – 100 % FPL 4 Over Income 0 AGE Pregnant Women (high risk) 10 0 – 12 months 10 12- 23 months 8 24 – 36 months 6 DISABILITIES Child born premature (before 36 weeks) 10 Has a current IFSP 10 Child with documented referral or diagnosis 8 No IFSP – Receiving therapy from private agency 6 Parent concerned about child’s development and/or behavior

4

Had disability evaluation - DNQ 0 PARENTAL STATUS Foster Child 10 Teen Parent at time of registration 10 Parent/Guardian has Mental Health diagnosis 8 Legal Guardian 8 Adopted Child 6 Parent Incarcerated 6 Pregnant Women 4 Single parent 4 OTHER FACTORS Homeless/Shelter 10 Refugee family 10 TANF/SSI 8 Crisis: CPS/Drug/Alcohol/Domestic Violence 8 Parent education below 8th grade 6 Three children under the age of five 4 Parent in School/Training 4 Transfer from other EHS program 0 TOTAL POINTS

23


CITY COUNCIL REPORT


FROM: Moises Gallegos Acting Assistant Director

SUBJECT: APPROVAL TO APPLY FOR ARIZONA DEPARTMENT OF ECONOMIC SECURITY FISCAL YEAR 2016 COMMUNITY ACTION PROGRAM FUNDING

The purpose of this report is to request the Parks, Arts, Transparency and Education (PATE) Subcommittee approved application to the Arizona Department of Economic Community Action Program and Services in an initial amount of $7,395,362. THE ISSUE The City of Phoenix Human Services Department (HSD) contracts with the Arizona Department of Economic Security (ADES) as the designated Community Action Agency for the City of Phoenix service area. Historically, these contracts are executed for a five-year term and direct HSD to promote the participation of the entire community in the reduction or elimination of poverty. DES has issued a request for application to facilitate the establishment of a new contract to provide Community Action Program services in Phoenix, from July 1, 2015 through June 30, 2020. Initial funding for the first year of this contract is available in the amount of $7,395,362 and consists of both federal and local funds to include Community Services Block Grant, Low Income Home Energy Assistance Payment, Temporary Assistance to Needy Families, Social Services Block Grant, Century Link and the Neighbors Helping Neighbors programs. Funding levels may be adjusted throughout the contract period through amendments based on federal and state program appropriations. OTHER INFORMATION Community Action Program funding allows HSD to assist low-income families and individuals in removing obstacles and resolve barriers to self-sufficiency. Funding supports new and existing services for low-income individuals and families to secure and retain employment and/or education, housing assistance, emergency utility assistance; and provide ongoing supportive services through case management and community coordination.

24

RECOMMENDATION HSD requests the PATE Subcommittee approved application to Arizona Department of Economic Security Community Action Program in an initial amount of $7,395,362.

25


CITY COUNCIL REPORT



SUBJECT: RETROACTIVE APPROVAL TO APPLY FOR OFFICE ON VIOLENCE AGAINST WOMEN (OVW) FISCAL YEAR 2015 JUSTICE FOR FAMILIES PROGRAM APPLICATION AND APPROVAL TO APPLY FOR OVW FISCAL YEAR 2015 ARREST GRANT APPLICATION

The purpose of this report is to request the Parks, Arts, Transparency and Education (PATE) Subcommittee retroactively approved application for the OVW Justice for Families Program grant. Further, this report requests approval to apply for OVW Grants to Encourage Arrest and Enforcement of Protection Orders. THE ISSUE According to the Department of Justice, each year women experience 4.8 million intimate partner-related physical assaults and rapes; and nearly one-third of the female homicide victims reported in police records are killed by an intimate partner. In Arizona alone, there were at least 125 domestic violence-related fatalities. According to the Centers for Disease Control, intimate partner violence costs exceed $5.8 billion, including $4.1 billion in direct health care expenses annually. The City of Phoenix is committed to becoming a national leader in preventing and responding to domestic violence. To meet this goal, the City’s Roadmap to Excellence calls for a comprehensive approach to the problem, including education, community awareness, victim services and justice system reform. The Roadmap also calls for collaborative partnerships and focused innovative approaches to implement high-impact solutions. Ultimately, the Roadmap is designed to create a culture which does not tolerate domestic violence under any circumstance. The Human Services Department (HSD) requests retroactive approval to apply for an OVW Justice for Families Grant in the amount of $297,843 for a three-year period, beginning October 1, 2015. The Justice for Families Program grant application was due February 11, 2015. The application requests funding for a victim advocate to be housed within the Municipal Court Building and for Sage Counseling, the current contracted provider for the Phoenix Prosecutor’s Office’s domestic violence diversion and counseling program to be on-site at the Municipal Court building. Retroactive approval is requested because the solicitation timeline did not provide the time necessary for the City’s Roadmap to Excellence partners to review the solicitation and develop a recommendation prior to the posting deadline for the January 28, 2015 Parks, Arts, Transparency and Education Subcommittee meeting.

26

In addition, HSD requests approval to apply for an OVW Arrest Grant expected to be released later in the month. The purpose of the grant application is to provide funding for police officers to serve orders of protection obtained in Municipal, Superior or Justice Courts, as well as a victim advocate’s to coordinate the process and provide advocacy services in domestic violence and related situations. These two grants will enhance access for all victims of domestic violence and will especially benefit underserved populations as stipulated within the grant solicitation. Moreover, the two OVW grants are well aligned with the goals established within the City of Phoenix Domestic Violence “Roadmap to Excellence” plan approved by the Council two years ago. OTHER INFORMATION The OVW, a component of the United States Department of Justice, implemented the Violence Against Women Act (VAWA) and subsequent legislation; and provides national leadership on issues of sexual assault, domestic violence, dating violence and stalking. Since its inception, OVW supports a multifaceted approach to responding to these crimes through implementation of grant programs authorized by VAWA. OVW grants help provide victims assistance with the protection and services they need to pursue safe and healthy lives, while improving communities’ capacity to hold offenders accountable for their crimes. RECOMMENDATION HSD requests the PATE Subcommittee retroactively approve application for the OVW Justice for Families Program grant. Further, HSD requests the PATE Subcommittee recommend approval to apply for OVW Grants to Encourage Arrest and Enforcement of Protection Orders.

27


CITY COUNCIL REPORT

TO: Lisa Takata Deputy City Manager

FROM: Gail Browne Executive Director Office of Arts And Culture

SUBJECT: ARTIST DESIGN AND CONSTRUCTION OVERSIGHT CONTRACT FOR THE ARTERIAL CANAL CROSSINGS AND TRAIL CONNECTIONS PUBLIC ART PROJECT

This report requests the Parks, Arts, Transparency and Education Subcommittee recommend City Council authorization of a contract with artist Michael Singer, (FL), doing business as Michael Singer Inc., for an amount not to exceed $100,000, to work with the community, City staff and an engineering team to design and provide construction oversight for integrated trail and pedestrian enhancements as part of the Arterial Canal Crossings and Trail Connections Public Art Project. THE ISSUE The FY 2014-19 Public Art Project Plan includes a project to commission an artist to work with a design team to create visually distinctive zones that improve safety and connectivity of street and trail crossings along the Grand Canal through central Phoenix. The project is coordinated with the Street Transportation Department’s Grand Canalscape Phase I project, which will improve the high pedestrian- and bicycle-use areas of the Grand Canal banks in two zones, Uptown (15th Avenue to 16th Street) and Gateway North (Garfield Street at Indian Trail to Van Buren at 40th Streets). The project improvements would provide a model for how the Grand Canal trail system could become a bicycle- and walker-friendly transportation corridor linking neighborhoods and urban amenities.

On December 18, 2014, an artist-selection panel recommended six finalists from a pool of 66 applicants who responded to a national call to artists. On February 6, 2015, the panel recommended Michael Singer after reviewing presentations by and interviewing the finalists. The panel based its recommendation on the artist’s exemplary ability to work with a landscape/engineering team to design significant, large-scale infrastructure projects, his inventive and flexible approach to combining art and landscape, and his proven ability to work well with diverse communities to improve public spaces such as the Grand Canal Corridor. The selection panel included Jana Weldon, public art consultant; Shauna Dumas, community representative; Brad Goldberg, artist; Einar de la Torre, artist; and Aaron Jensen, Street and Transportation Department.

28

PROGRAM CONTEXT The Arterial Canal Crossings and Trail Connections Public Art Project is one of 56 projects in the Fiscal Year 2014-19 Public Art Project Plan approved by City Council on July 2, 2014. It includes $540,514 in city percent-for-art funds. As part of the Grand Canalscape Phase I, the project received an additional $100,000 in SRP Municipal Aesthetics Funds, increasing the project budget to $640,514. The proposed $100,000 artist design and construction oversight contract will cover all costs related to the artist’s working with the City staff, the community and design team and to design the artwork and oversee its construction. The remaining $540,514 will be used for construction of the project and project administration. The percent-for-art funds for this project come from the Streets and Water Capital Improvement Programs, and SRP Municipal Aesthetics Funds. RECOMMENDATION This report requests the Parks, Arts, Transparency and Education Subcommittee recommend City Council authorization of a contract with artist Michael Singer, (FL), doing business as Michael Singer Inc., for an amount not to exceed $100,000, to work with the community, City staff and an engineering team to design and provide construction oversight for integrated trail and pedestrian enhancements as part of the Arterial Canal Crossings and Trail Connections Public Art Project.

29


CITY COUNCIL REPORT


FROM: Gail Browne Arts And Culture Executive Director

SUBJECT: ARIZONA COMMISSION ON THE ARTS FY 2015-2016 COMMUNITY INVESTMENT LEVEL VI GRANT APPLICATION

This report requests the Parks, Arts, Transparency and Education Subcommittee recommend authorization by City Council to apply for up to $60,000 in Arizona Commission on the Arts (ACA) Community Investment Level VI matching grant funds for fiscal year 2015-2016. The grant funds would be used by the Phoenix Office of Arts and Culture in FY 2015-2016 to support initiatives identified through the Office’s planning process with the local cultural community. THE ISSUE The ACA Community Investment Level VI Grant is a flexible funding category developed to recognize and assist the cultural programming and achievements of Arizona’s local arts agencies. Funds may be used to support agency operations and special projects. The Phoenix Office of Arts and Culture has applied for and received annual grant funds from the Arizona Commission on the Arts since 1994. If awarded, the grant funds will support development and distribution of informational materials regarding the arts and cultural community; provision of management and technical assistance services to artists and cultural organizations; development of educational public outreach programs that promote an appreciation of arts and culture; and support for special community arts and culture initiatives. OTHER INFORMATION The ACA Community Investment Level VI Grant requires a 1:1 match by applicants. The Phoenix Office of Arts and Culture FY 2015-2016 General Purpose Fund appropriation will be used to match the FY 2015-2016 grant award. RECOMMENDATION This report requests the Parks, Arts, Transparency and Education Subcommittee recommend authorization by City Council to apply for up to $60,000 in Arizona Commission on the Arts (ACA) Community Investment Level VI matching grant funds for fiscal year 2015-2016. The grant funds would be used by the Phoenix Office of Arts and Culture in FY 2015-2016 to support initiatives identified through the Office’s planning process with the local cultural community.

30


31


CITY COUNCIL REPORT

TO: James P. Burke Parks and Recreation Director

FROM: Lisa Takata Deputy City Manager

SUBJECT: SONORAN PRESERVE ACQUISITION – PRIORITY VARIANCE APPROVAL

This report requests the Parks, Arts, Transparency and Education Subcommittee recommend City Council approve a variance from the current Priority 3 acquisition plan for the Phoenix Sonoran Preserve and acquire lands located in Priority 4 adjacent to the Pioneer Living History Museum and Ben Avery Arizona Shooting Range Facility in 2015. BACKGROUND In 1998, the Phoenix City Council approved the Sonoran Preserve Master Plan. The Sonoran Preserve Master Plan calls for the preservation of approximately 22,000 acres of private and Arizona State Trust lands. The Phoenix Parks and Preserve Initiative (3PI) was approved in 1999 and renewed in 2008 by voters to provide funding for the acquisition of lands identified for conservation in the Sonoran Preserve Master Plan and development of regional, community and neighborhood parks. To date, over 9,000 acres have been acquired for the Phoenix Sonoran Preserve through auction, donations and direct acquisition. The most recent land acquisition, Priority 3E, near Sonoran Desert Drive and 24th Street took place in the fall of 2014 with a purchase of 85 acres for $1.8 million. Funding was provided in part through the Growing Smarter State Trust Land Acquisition Grant Program. DISCUSSION The current acquisition plan calls for land acquisitions along Apache Wash and Cave Creek, Priority 3. Due to site security issues for both the Pioneer Village Living History Museum (Pioneer Village) and Ben Avery Arizona Shooting Range Facility (Ben Avery), it has been recommended that the city vary from the approved acquisition plan for one year in order to acquire Priority 4A. Priority 4A is approximately 172 acres of Arizona State Trust Land (ASLD) with an estimated value of $3.8 million. The purchase of Priority 4A, in addition to increasing security Pioneer Village and Ben Avery provides permanent access to trails utilized by the Pioneer Living History Museum and protects unique Sonoran Desert flora and fauna. ASLD should conduct the auction for Priority 4A by the fall of 2015. Once Priority 4A is purchased, staff will return to focusing efforts for land acquisition within the area of Priority 3.

32

The Phoenix Parks and Recreation Board recommended approval of this request at their August 28, 2014 meeting. RECOMMENDATION Staff recommends the Parks, Arts, Transparency and Education Subcommittee recommend City Council approve a variance from the current Priority 3 acquisition plan for the Phoenix Sonoran Preserve and acquire lands located in Priority 4 adjacent to the Pioneer Living History Museum and Ben Avery Arizona Shooting Range Facility in 2015. Attachment: Phoenix Sonoran Preserve Map

34


35


CITY COUNCIL REPORT

TO: Deanna Jonovich

Deputy City Manager

FROM: Rita Hamilton

City Librarian

SUBJECT: ESTABLISHING A FAMILY RESOURCE CENTER AT BURTON BARR CENTRAL LIBRARY

This report requests the Parks, Arts, Transparency and Education (PATE) Subcommittee recommend City Council approval of an application to First Things First for a grant to establish and operate a Family Resource Center at Burton Barr Central Library. THE ISSUE First Things First Phoenix South Regional Partnership Council (RPC) released a Request for Grant Applications on February 2, 2015 to provide Family Resource Centers (FRC) in South Phoenix, an area roughly defined as Thomas Rd. south to Chandler Blvd. and 48th Street west to 83rd Ave. The (RPC) indicated interest in establishing a center in the northeast area of the Phoenix South Region, making Burton Barr Central Library, located at Central/McDowell, a desirable location. With ample parking and adjacent light rail, Central Library is easily accessible. Grant funds from First Things First would pay for staff, supplies and equipment to set up a suitable environment. It is anticipated that the annual grant would be in the range of $150,000-220,000. Applications are due to First Things First by March 30, 2015. Grants awarded in May will begin in FY 2015-2016. OTHER INFORMATION Family Resource Centers (FRCs) offer a variety of services for families of young children including: 1) community referral services; 2) parenting skills development and support services; and 3) linkages to key services. Family Resource Centers are required to offer community referral services and a library of resources and information families can access through an electronic database or in print. In addition, the centers have the option of offering parenting education opportunities for families that include a series of evidence-based parenting education classes, parenting support groups, one-time family workshops, and parent and child interaction groups. An FRC at Burton Barr Central Library is a natural extension of the Early Literacy Outreach work the Library has been doing for six years under the auspices of First

36

Things First Phoenix North and will provide a new avenue to bring services to under- privileged families in south central Phoenix. RECOMMENDATION Request PATE Subcommittee recommend City Council approval of an application to First things First for a grant to establish and operate a FRC at Burton Barr Central Library.

37


CITY COUNCIL REPORT


FROM: James P. Burke Parks and Recreation Director

SUBJECT: PARKS AND RECREATION BOARD UPDATE

This report provides the Parks, Arts, Transparency and Education Subcommittee with information on agenda items heard by the Parks and Recreation Board on January 22, 2015, as well as tentative future agenda items. Agenda Items Heard on January 22, 2015 Nonprofit Facility Operators Update – The Parks and Recreation Board was provided an update on shuttered facility partnerships with non-profits. . Papago Park Master Plan Update – The Parks and Recreation Board was provided an update on the Papago Park Master Plan. Natural Resources Update – The Parks and Recreation Board was provided information on Echo Canyon, South Mountain and North Mountain Parks. Downtown Special Events – Request to Vend – The Parks and Recreation Board authorized approval to vend at new events taking place at Civic Space, Heritage Square and Hance Parks in 2015. Request for Proposal for Operation of South Mountain Environmental Education Center, Thunderbirds Teen Center, and Telephone Pioneer Park – The Parks and Recreation Board approved to authorize staff to initiate a Request for Proposal process to secure qualified nonprofit organizations to operate South Mountain Environmental Education Center, Telephone Pioneer Park and Thunderbird Teen Center. Request for Proposal for Enchanted Island Concession Agreements – The Parks and Recreation Board approved to authorize staff to initiate a Request for Proposal process to secure a qualified vendor to operate the Enchanted Island Concessions. Diamondbacks Field at Alkire Park – The Parks and Recreation Board approved the Arizona Diamondbacks Foundation to renovate and improve the baseball field at Alkire Park Agenda Items tentatively scheduled to be heard in the next three months, February to April, 2015 include:

38

CIP Update – Provides an update on FY 2015/16 CIP projects for the Parks and Recreation Department. Parks and Recreation Department Budget Update – Provides an update on FY 2014/15 Parks and Recreation Department Budget. KASW - TV license transfer to Nextstar Broadcasting – Requests Parks and Recreation Board approval to transfer South Mountain Tower Site Telecommunication License from KASW – TV to Nextstar Broadcasting. Capstar Radio Operating Company license transfers to Vertical Bridge – Requests Parks and Recreation Board approval to transfer two South Mountain Tower Site Telecommunication Licenses from Capstar Radio Operating Company to Vertical Bridge. Riviera Broadcasting License at South Mountain Tower Site – Requests Parks and Recreation Board approval to locate a new transmission antenna on an existing tower at the South Mountain Tower Site for Riviera Broadcasting. Upon Board approval, a new license agreement will be generated. Requests to Vend at Cashman Park – Requests Parks and Recreation Board approval to vend at new events taking place at Cashman Park in conjunction with Desert Ridge Community Association. Cashman Park Pilot Farmers Market Update – Provides an update on the first two farmers market events at Cashman Park. Ak-Chin Pavilion Update – Provides an update on the Ak-Chin Pavilion and the results of the task force recommendations. Moon Valley Water Line Project – Provides information to the Parks and Recreation Board on the Development Agreement between the City of Phoenix, the Moon Valley Country Club and the Lookout Mountain Golf Course to provide a long term non-potable water source for the golf courses. Update on Tovrea Castle – Provides an update on the renovations at Tovrea Castle. RECOMMENDATION This item is for information only. Staff will be available to answer questions regarding these items.

39


CITY COUNCIL REPORT



SUBJECT: HEAD START MONTHLY REPORT – DECEMBER 2014

This report provides the Parks, Arts, Transparency and Education (PATE) Subcommittee, which serves as the City of Phoenix Head Start Governing Board, an updated summary on the financial and programmatic status of the program. THE ISSUE The Improving Head Start for School Readiness Act of 2007 requires each Head Start Grantee to share information with the Governing Board and Policy Council about program planning, policies, and operations on a monthly basis. To comply with the Act, the Head Start program provides a monthly report on the following Head Start areas: • Fiscal Expenditures • Enrollment Reports • Medical/Dental Exams • Ongoing Monitoring • School Attendance • Program Information Summaries Fiscal Expenditures: A report, which includes all expenditures to the City of Phoenix Head Start grant, is prepared and presented to the Governing Board and Policy Council for information each month. Attachment A shows year-to-date expenditures for the Fiscal Year 2014 – 2015. The report includes a breakdown for each delegate agency, the Policy Council and staff support. Expenditures are tracked on a year-to-date basis including the percent expended for the fiscal year. School Attendance in Head Start: Monthly information on school attendance is tracked by the Human Services Department, Education Division. The monthly target for attendance set by the Office of Head Start (OHS) is 85 percent. Year-to-date attendance is 89 percent. Medical/Dental Exams: Head Start regulations require all children to have complete medical and dental exams each year. Through the end of December, 6,064 of the target 6,400 exams, or 95 percent were completed. Monitoring Report: Second quarter monitoring was completed at Alhambra, Murphy and Wilson Head Starts. The following tools were used to complete this monitoring cycle: Special Meal Modifications and Special Health Care Needs and Quality Programs. Overall second

40

quarter monitoring demonstrated the need for more training for delegates related to writing Special Health Care Plans and ensuring plans are followed. One site at each delegate agency was monitored in December using the random health and safety observation sheet. Areas of noncompliance were noted for follow-up. Delegate agency directors received notification within a few days of the visit to ensure all items are corrected in a timely manner. Enrollment Reports: OHS requires programs to submit the total number of funded slots and children enrolled in the program on the last school day of each month. Attachment C indicates the program was fully enrolled at 3,390 children. Program Updates: Community Nutrition Partnership: On December 3, Head Start Dietitian, Alice Haverland coordinated with the University of Arizona Nutrition Network Cooperative Extension SNAP-Ed trainers to provide a class to Murphy Head Start Parents on “Portion Control and No Overload.” The SNAP-Ed trainers provided parents practical tips on how to measure portions of food, control holiday binging, and incorporate more movement into their daily routines. Trainings will be repeated for parents at other delegate agencies. Salvation Army Adopt-a-Family Program: On December 15, two families participated in a “Surprise Squad” with CBS Channel 5 News Station. Instead of requesting the families to pick up their items from the Salvation Army warehouse, the staff from the news station surprised the families with their gift items in person. The families were extremely thankful for the items they received. The event aired on December 22 and can be viewed at http://youtube/YcP9637waWQ.

Head Start Christmas Donation: On December 16, the We Care Foundation of Arizona distributed gifts to Moon Mountain Head Start classrooms. A total of 50 parents and grandparents attended the holiday event. Head Start children performed songs for their families and their siblings received gifts from “Santa.” The We Care Foundation is a nonprofit organization dedicated to providing services to families in local communities, offering food, clothing, and educational toys in an effort to foster a better life for families in need.

41

Attachment A Yr 49 Head Start Financial Summary Fund 1643

Planned level of Expenditures 50%

For the Month Ending December 31, 2014

Fund Center Program FTE Revised

Budget 2015

FY15 YEAR-TO-DATE

Expenditures

FY15 YEAR-TO-

DATE % Spent

8940050001 HS Administration 9

3,826,820

816,521 21%

8940050004 HS T&TA -

239,070

31,930 13.36%

8940050012 HS Policy Council -

18,792

8,165 43%

8940050015 HS Mental Health 5

504,135

250,861 50%

8940050016 HS Casework Support 65

4,542,722

2,433,534 54%

8940050017 HS Classroom Support 14

1,536,190

755,763 49%

Total City of Phoenix 93

10,667,729

4,296,774 40%

8940051001 Alhambra -

2,042,773

827,378 41%

8940051003 Booker T Washington -

1,316,984

634,219 48%

8940051005 Washington -

2,506,511

860,459 34%

8940051006 Deer Valley -

746,048

262,189 35%

8940051008 Murphy -

760,813

45,603 6%

8940051010 GPUL -

1,777,296

1,748,050 98%

8940051011 Roosevelt -

1,781,848 - 0%

8940051013 Wilson -

564,575

213,615 38%

8940051116 Fowler -

670,319

180,259 27%

8940051117 PUL (aka GGT)

1,302,728 - 0%

Total Delegates -

13,469,895

4,771,773 35%

8940505021 EHS Operations Support 44

3,238,565

1,519,981 47%

8940505024 Early Head Start T&TA -

80,944

12,027 14.86%

Total Early Head Start 44

3,319,509

1,532,008 46%

Grand Total 137

27,457,133

10,600,555 39%

Delegate Agency data is one month behind due to the billing process, with the exception of Booker T. Washington and Greater

Phoenix Urban League. Staff are working with Roosevelt and Murphy to obtain current invoices.

The Revised Budget 2015 will be adjusted to match the award during the Citywide budget process in October, which allows changes

to be made to the budget. Head Start will be adjusted to $24,252,279 and Early Head Start will be adjusted to $3,360,796 for a

total award of $27,613,075. This change will be reflected once SAP has been updated by the Finance Department in January.

Greater Phoenix Urban League appears to be over the expenditure rate of 98% because of the additional slots that were acquired.

The two contracts were previously tracked separately, however this year the contracts will be combined during the Citywide budget

42

process.

This change will be reflected once SAP is updated by the Finance Department. The result of this change means that GPUL currently

has an expenditure rate of 57%.

Attachment B

Target: 85% YTD Percent: 89%

Target: 6,400 exams YTD Exams: 6,064

Significance:Head Start kids are required to have medical anddental exams as part of Head Start regulations.

Attendance is a key factor in being able to get kidsready to attend kindergarten.

Medical and Dental Exams Completed

Goal:Ensure Head Start kids receive necessary medicaland dental exams

Target:6,400 exams

Significance:

Percentage of School Attendance

Goal:

Increase attendance of Head Start kids

Target:

85% of children wil l attend each day

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

J A S O N D J F M A M J YTD

Num

ber

of Exam

s

YTD FY 13/14 YTD FY 14/15

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

J A S O N D J F M A M J YTD%

Perc

enta

ge o

f A

ttendance

FY13/14 FY 14/15

43

Attachment C

City of Phoenix Head Start Enrollment

Month

Enrolled

Funded

Status

July 2014 3001 3,390 9% August 2014 3,2992 3,390 97% September 2014 3,390 3,390 100% October 2014 3,390 3,390 100% November 2014 3,390 3,390 100% December 2014 3,390 3,390 100% January 2015 February 2015 March 2015 April 2015 May 2015 June 2015

1 Early Head Start was fully enrolled. Head Start was not operational during the month of July. 2 Five classrooms at Greater Phoenix Urban League, a total of 91 slots, were not operational until September 2014. Early Head Start was fully enrolled.

44


45


CITY COUNCIL REPORT


FROM: James P. Burke Parks and Recreation Director

SUBJECT: PARKS AND RECREATION CAPITAL IMPROVEMENT PROGRAM

This report provides the Parks, Arts, Transparency and Education Subcommittee with a summary of the Capital Improvement Program for the Parks and Recreation Department. THE ISSUE The Capital Improvement Program (CIP) program integrates safety, cost efficiencies, and amenities through security enhancements, sports field lighting, playgrounds, parking lots, restroom renovations, irrigation efficiencies and land acquisition. This report presents an overview of the current park system, a past view of projects completed city wide from 2008-2014, and the outlook of existing park needs where future funding is vital. The Phoenix parks system is comprised of: 112 Neighborhood and mini, 38 Community, and 10 District Parks, as well as 10 Open Space Mountain Parks, and Mountain Preserves that encompass 33,987 acres. Due to careful planning over the last several decades, 94.8% of Phoenix residents live within one-mile of a park or trail. OTHER INFORMATION From 2008-2014, a total of $485.6 million was spent in capital projects, with $285 million for land acquisition with the support of $93.7 million in state land grants. In addition to land acquisition, improvements included the addition of new playgrounds, restrooms, ramadas, ball courts, sport field lights, area lights and parking lots. The CIP Preliminary submission for 2016-2020 totals $97.3 million; this is comprised of $18.8 million in bond funds; $68.5 million in Phoenix Parks and Preserves Initiative (PPPI) funds; and $10 million of impact fees and capital. Current project planning efforts are focused on 2016 and 2017, as well as, initiating comprehensive long-term planning for the future. Utilizing community surveys, master plans, lighting studies, existing inventories and amenities analysis, a new comprehensive evaluation system was established that clearly identifies parks needs based upon current conditions. This system allows for updating park information as continued improvements are made and provides staff with the ability to review park needs by individual amenities, geographic areas, and park classifications.

46

RECOMMENDATION This item is for information only.

47


CITY COUNCIL REPORT


FROM: Gail Browne Executive Director, Office of Arts and Culture

SUBJECT: UPDATE ON PHOENIX OFFICE OF ARTS AND CULTURE FY 2014-15 CAPITAL PROJECTS AND PROGRAMMING

This report provides an update to the Parks, Arts, Transparency and Education Subcommittee about City Council approved Capital Projects and Programming undertaken in Fiscal Year 2014-15 by the Phoenix Office of Arts and Culture. THE ISSUE The Phoenix Office of Arts and Culture was established in 1985 to advance the growth and development of the city’s arts and cultural community. It manages the City’s Public Art Program, funded through the Percent for Art Ordinance that City Council adopted in December 1986. The ordinance allows for one percent of City Capital Improvement Program funds to be invested to enhance the design and experience of public infrastructure, buildings and spaces through public art. These funds must be used for capital purposes. The Phoenix Office of Arts and Culture also manages the Cultural Facilities Program of capital improvements, which in the past 30 years has helped to fund renovations and new facilities for such vital organizations as Ballet Arizona, Arizona Opera, Arizona Science Center, Phoenix Children’s Museum, Carver Museum, Black Theater Troupe, Phoenix Art Museum, and Phoenix Theater. The percent-for-art ordinance requires the Phoenix Arts and Culture Office of Arts and Culture, upon the recommendation of the Phoenix Arts and Culture Commission, to submit an annual Public Art Plan in advance of each new fiscal year. The plan is developed by staff of the Phoenix Office of Arts and Culture in consultation with City departments, City Council offices and community groups. The Fiscal Year 2014-19 Public Art Project Plan that City Council approved on July 2, 2014 includes 56 projects, totaling $9,114,729 in percent for art funds. The plan follows the priorities established in the Phoenix Public Art Program Master Plan, which designates a wide variety of opportunities for art to improve public infrastructure throughout Phoenix. OTHER INFORMATION Cultural Facilities Program Most of the bond-funded cultural facility improvement projects have been completed. The program currently has $1,074,000 available to develop a new Hispanic Cultural Center.

48

Public Art Program Of the 56 projects approved in the Fiscal Year 2014-19 Public Art Project Plan, 38 are funded this fiscal year. The remaining 18 are programmed to occur in future years of the 5-year plan. Completed Projects Since July 1, 2014, the Public Art Program has completed two projects. They include integrated wall enhancements designed by Arizona artists Nina Solomon and Heidi Dauphin at the new Pinnacle Peak Water Reservoir, and the terrazzo floors designed by Arizona artist Janelle Stanley for the Phoenix Sky Harbor International Airport’s Terminal 3 PHX Sky Train Station and connector bridge. Continuing Projects Twenty-seven (27) of the 38 projects programmed this fiscal year are currently under way. PATE has reviewed and approved contracts for artists on the 7th Avenue Streetscape, 107th Avenue Streetscape and Artists Initiative public art projects. In addition to these, other significant projects in varying stages of design and construction include the Avenida Rio Salado, Desert Sky Transit Center, Deer Valley Water Treatment Plant Wall and Streetscape, Roosevelt Street Improvement, Hatcher Road Streetscape and Light Rail Corridor public art projects. Upcoming Projects Recommendations for artists to design works for the Phoenix Sky Harbor Airport Terminal 3 Modernization and the North 32nd Street Improvements are expected to be reviewed by the Parks, Arts, Transparency and Education Subcommittee before the end of this fiscal year. The proposed Fiscal Year 2015-20 Public Art Project Plan will also be presented for review. Involvement of Arizona Artists The Arts and Culture Commission has recommended a minimum goal of involving Arizona artists and designers in 55 percent of the Art Plan projects. This is a goal, rather than a requirement, because the City is not legally permitted to place a geographic restriction on those who compete for most publicly funded projects. To encourage Arizona artists and designers to compete for public art projects, the Phoenix Office of Arts and Culture holds public meetings to explain upcoming opportunities and advise artists and designers on how to achieve professional standards in preparing their applications. Of the 49 projects in the FY 2014-19 Art Plan that will involve hiring artists and contractors 27 (55 percent) either currently involve Arizona artists and design professionals, or are expected to involve Arizona professionals. Investment in Arizona Jobs City investment in public art employs a wide range of Arizona contractors, builders, fabricators and construction professionals. Of the approximately $32 million the City has invested in public art projects since 2007, approximately $27 million (84%) has gone to Arizona artist/contractors and project management. This investment has supported more than 1,300 Arizona design and construction jobs. These numbers reflect the fact

49

that even when artists from outside Arizona win competitions to design City public art projects, they often rely on Arizona contractors and suppliers to build them. RECOMMENDATION This report is for information only

50


51


CITY COUNCIL REPORT TO:

Deanna Jonovich Deputy City Manager

DATE: January 8, 2015

FROM: Rita Hamilton City Librarian

SUBJECT: LAUNCH OF CAREER ONLINE HIGH SCHOOL

This report provides an overview of the Phoenix Public Library College Depot’s Career Online High School offering opportunities for adults to complete a high school diploma. THE ISSUE According to a report issued by Measure of America, the greater Phoenix area had the highest rate of 16-24 year olds who were not working or in school among the country's largest 25 metropolitan areas in 2012. More than 18,000 Arizona students dropped out of high school in 2013, which will amount to $7.6 billion less economic activity over their lifetimes, according to a report by the Arizona Mayors Education Roundtable. Phoenix Public Library is offering qualified community members the opportunity to earn an accredited high school diploma and credentialed career certificate through Career Online High School (COHS). Part of the world’s first accredited, private online school district, COHS is specifically designed to reengage adults in the education system and prepare them for entry into post-secondary career education or the workforce. During the first phase of the program, the Library will award 75 tuition waivers for COHS to qualified learners looking to earn a high school diploma. Funding for the first phase of the project is provided by The Steele Foundation, the Clinton Global Initiative and Phoenix Public Library Foundation. OTHER INFORMATION Once enrolled, COHS pairs each student with an Academic Coach, who assists with developing an individual career plan, offers ongoing guidance and encouragement, evaluates performance, and connects the learner with the resources needed to demonstrate mastery of the course material. Classes are supported by board-certified instructors and students have 24/7 access to the online learning platform. Coursework begins in one of eight high-growth, high-demand career fields (across a wide spectrum from child care and education to certified transportation), before progressing to the core academic subjects. Many students are able to graduate in as few as 4 to 6 months by transferring in previously earned high school credits. Community members can learn more about Career Online High School at College Depot on the 2nd floor of the Burton Barr Central Library or by visiting the Library’s website.

52

Individuals under 21 years of age will be directed to other free diploma programs, including alternative high schools and credit recovery programs funded by the Department of Education. RECOMMENDATION This item is for information and discussion.

53


CITY COUNCIL REPORT

TO: Paul Blue Deputy City Manager

FROM: Tim Valencia Youth and Education Manager

SUBJECT: ARIZONA QUALITY STANDARDS FOR OUT OF SCHOOL TIME PROGRAMS

This report requests the Subcommittee recommend Council approval to adopt the Arizona Quality Standards for Out of School Time Programs (Attachment A) created by the Arizona Center for Afterschool Excellence and Valley of the Sun United Way. THE ISSUE The Arizona Center for Afterschool Excellence (AzCASE) serves as a statewide advocate and information resource for promoting high-quality, affordable and accessible out-of-school time programs as an essential component in the positive development of Arizona’s youth. Arizona’s youth require more enrichment and social and emotional support beyond what the formal education system can provide in a six-hour, 180-day school year. In order to be engaged and prepared for the personal and professional challenges ahead of them, the City’s out-of-school time programs are providing quality programming opportunities to bridge this gap. The City provides various out-of-school time programs that enhance academic enrichment activities by helping students learn outside the classroom. Activities take place during before school, afterschool, summers, holidays and weekends. Many City programs are structured and typically provide a diverse range of programming to enrich learning experiences and support positive emotional, social and cognitive development in youth. AzCASE and Valley of the Sun United Way convened and developed a statewide committee to create out-of-school program standards intended to foster continuous improvement of programming in a variety of programs across the State. Committee members were comprised of a diverse group of stakeholders from key sectors including, youth development program providers, policymakers, state agencies, parents, school administrators, governing boards, city council members, community organizations, and businesses. Below are the seven out-of-school time quality standards (more detail in Attachment A):

• Safe and Healthy Environments: Youth experience physically and emotionally safe, healthy and developmentally appropriate learning environments.

54

• Positive Relationships: Youth benefit from the positive relationships and interactions that are promoted, developed, nurtured and maintained by the program staff and volunteers.

• Intentional Programming and Activities: Every program activity is written with clear goals and objectives.

• Equity and Inclusion: Youth thrive in the program regardless of their background, including, but not limited to race, color, religion, sex, income level, national origin, physical, mental and learning ability, sexual orientation, or gender identity and expression.

• Family, School, and Community: Youth benefit when families, schools and communities are actively engaged in program development and implementation.

• Program Management: Youth benefit from effective leadership, strong program

management and sound fiscal management.

• Program Evaluation and Data: Youth benefit from continuous quality improvement systems that include measurable goals aligned with children, youth and family needs.

OTHER INFORMATION The Youth and Education Office convened all City departments that implement out-of-school time programs to determine the feasibility of adopting the standards Citywide. All departments were in consensus to officially adopt the standards across all City out-of-school time programs. RECOMMENDATION Staff recommends the Parks, Arts, Transparency and Education Subcommittee recommend approval of the adoption of the AzCASE out-of-school time program standards to improve quality and align with other out-of-school time programs across Arizona.