DEPARTMENT: Human Services
DEPARTMENT HEAD: Melody Woosley
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Head Start Grant Application and Provider Contracts
SUMMARY:
The Department of Human Services (DHS) requests authorization of the following actions related to a grant application for the City’s Head Start program:
a) Submission of a grant application and associated documents to the U.S. Department of Health and Human Services (HHS), and acceptance upon award of an amount up to $22,706,657 for the period of July 1, 2018 to June 30, 2019;
b) A total program budget of $28,383,321, including an in-kind match of $5,676,664 and a personnel complement of 95 positions for DHS;
c) An education service provider contract with San Antonio Independent School District for the period of July 1, 2018 to June 30, 2019 in an amount of $12,053,245, with four one-year renewals so long as grant funds are available;
d) An education service provider contract with Edgewood Independent School District for the period of July 1, 2018 to June 30, 2019 in an amount of $4,175,378, with four one-year renewals so long as grant funds are available;
e) Negotiation and execution of contract amendments to the two service provider contracts based on program improvements and/or additional awards so long as grant funds are available
Furthermore, this ordinance authorizes the Director of Human Services to initiate, negotiate, and execute any and all necessary documents and a grant contract to effectuate the acceptance of the referenced grant, and to execute contract amendments pertaining to this contract, to include: a) carry-over funds, when ascertained and approved by the funding agency through a revised notice of award; b) line item budget revisions authorized by the funding agency; c) modifications to the performance measures authorized by the funding agency and listed in the contract so long as the terms of the amendment stay within the general parameters of the intent of the grant; d) no cost extensions; e) amendments which will provide supplemental grant funds to the grant by the funding agency in an amount up to 20% of the total amount awarded to the grant; f) reimbursement increases of administrative funds for each participant served; g) amendments funding one time equipment purchases or defined program services; and h) changes in regulations mandated by the funding agency, if awarded and matching funds are available in City’s budget.
BACKGROUND INFORMATION:
The Head Start program is a federally-funded early childhood education and development program administered by HHS. The Head Start program provides education, family support, and medical services to eligible children between the ages of three and five, and their families. The City of San Antonio Head Start program provides high quality program services to 3,020 children and their families in 21 Head Start centers located in San Antonio Independent School District (SAISD) and Edgewood Independent School District (EISD).
The City of San Antonio has served as a grantee for the Head Start Program for over 35 years. The program serves children at or below 125% of the Federal Poverty Level and prioritizes the most vulnerable children, including those with disabilities, homeless, and children in the foster care system. The City of San Antonio Head Start Program provides direct program management, oversight, governance, family and community support, and mental wellness services and contracts with SAISD and EISD for the provision of educational services.
In November 2017, the City’s Human Services Department submitted a Head Start refunding application for the period of February 1, 2018 to January 31, 2019 to HHS. In late January 2018, HHS notified the City of a five-month award for the period of February 1, 2018 to June 30, 2018 and also provided direction to apply on an annual basis for the next five years. The program application for the period of July 1, 2018 to June 30, 2019 is due April 1.
ISSUE:
This ordinance authorizes the submission of a Head Start grant application to the U.S. Department of Health and Human Services and acceptance upon award of an amount up to $22,706,657.00 for the period of July 1, 2018 to June 30, 2019
This ordinance authorizes budgetary, grant, and contract items to ensure continuation of Head Start Program services for the period of July 1, 2018 to June 30, 2019. Funding will provide for the City’s operational costs and provision of direct family and community support and mental wellness services, including a personnel complement of 95 positions, and service provider operations.
Grant funds awarded for the 2018-2019 Program Year will provide for the continuation of Head Start Program services and further the City’s goal to improve the education and skill level of San Antonio area children and their families. Funding supports DHS operational costs including the provision of direct family and community support services, and service provider operations. DHS is also requesting authority to execute contracts with Head Start service providers in an amount up to $16,487,843 to ensure uninterrupted services, subsequent contract amendments, and required Memorandums of Understanding.
The grant application is due to HHS on April 1, 2018. The 2018-2019 Head Start grant application was approved by Head Start Policy Council on January 23, 2018. Awarded grant funds for the 2018-2019 Program Year will provide for the continuation of the Head Start Program services and the City’s policy of enhancing early childhood education.
DHS is also requesting the City transfer Vehicle Unit 324012, a Ford E-350 12 passenger van, to SAISD, a contracted Head Start Provider. This transfer would be at no cost to SAISD, as the acquisition of this vehicle was made with Federal Head Start funds and the Head Start Program is unable to accept program income. This vehicle will continue to be used solely for Head Start purposes by SAISD. Currently, the contractor has an older model van and truck that are unsafe for continued Head Start use. SAISD will assume all responsibility and liability of the vehicle to include maintenance and will add the van to the Head Start inventory. The acquisition of this vehicle will enable SAISD to enhance services to Head Start families.
ALTERNATIVES:
If this ordinance is not approved, HHS would identify another agency to provide Head Start services in the EISD and SAISD service areas. This may delay the provision of services to the community and negatively impact currently enrolled children and families.
FISCAL IMPACT:
The Head Start grant provides funding for education, family support, and medical services to eligible children between the ages of three and five, and their families for the period July 1, 2018 through June 30, 2019 and will fund a personnel complement of 95 DHS positions.
Contractual funding will be allocated from the Head Start grant for San Antonio Independent School District (SAISD) and Edgewood Independent School District (EISD). The grant requires an in-kind match of 20%, or $5,676,664, which will be provided by the City and contracted Service Providers. The total Head Start program budget of $22,706,657, including match $5,676,664, will be up to $28,383,321.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing submission of a grant application, and associated grant documents, and acceptance of funds upon award, a budget, associated program personnel complement and associated contracts with Head Start service providers with four year renewals, a vehicle transfer, and authority to execute contract amendments.