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Home My WebLink About2012/02/28 Item 14CITY COUNCIL AGENDA STATEMENT ~~ CITY OF CHUIt1VISTA FEBRUARY 28, 2012, Item ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING THE REPORT ON THE CHULA VISTA RECREATION DEPARTMENT STRATEGIC PLAN FY2012-2017 SUBMITTED BY: DIRECTOR OF REC TIO REVIEWED BY: CITY MANAG ASSISTANT CIT ANAGER ~j~ 4/STHS VOTE: YES ~ NO ^X SUMMARY In September 2010, the Recreation Department began a review and revision of its long- range strategic plan, originally developed in 2003. An updated plan has been completed and provides a blueprint for service to be provided by the Department over the next five fiscal years. Attached, as Attachment A, is a copy of the draft strategic plan. ENVIRONMENTAL REVIEW The Development Services Director has reviewed the proposed .project for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity, acceptance of the Recreation Deparhnent Strategic Plan, falls under a Statutory Exemption pursuant to Section 15262 (Feasibility and Planning Studies) of the State CEQA Guidelines. Thus, no further environmental review is necessary. RECOMMENDATION That Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION At its meeting on November 18, 2010, the Parks and Recreation Commission received a verbal report about the update of the strategic plan. Staff indicated that surveys of community representatives and City staff were conducted. The Commission asked that the survey be provided on-line for public input (see Attachment B). At its meeting on July 21, 2011, the Parks and Recreation Commission considered and unanimously endorsed the draft five-year Strategic Plan (see Attachment C). At a special meeting held on January 25, 2012, the Parks and Recreation Commission reviewed and unanimously approved an update of the original draft (see Attachment D). 14-1 FEBRUARY 28, 2012, Item Page 2 of 4 DISCUSSION The Recreation Department's mission is to enrich our community through recreational opportunities and services. Our vision is a community that achieves learning, self- discovery,balance, and essential life skills through recreation. The Department's proposed strategic plan is designed to achieve this mission and meet our vision by focusing priorities and resources over the next five years in order to ensure that the public receives the highest quality recreational services possible. Strategic Plan Process The Recreation Department initially developed afive-year strategic plan in 2003. This major effort involved six-months of work with a steering committee and nine subcommittees. These committees were comprised of community volunteers and leaders representing schools, non-profits, the development community, Chamber of Commerce, health and human services agencies, social service agencies, other recreation-related agencies (e.g. Boys and Girls Club and South Bay YMCA), Friends of Recreation, Parks and Recreation Commission, special interest groups, interested individuals, Recreation staff, and other City staff members. This strategic planning process led to the creation of awell-thought-out plan and guide for the future. Given the amount of time and effort involved in creating the 2003 strategic plan, and given the limited staffing resources available to commit to a new strategic plan, the Recreation Department undertook an update of this 2003 strategic plan rather than creating a wholly new document. The process to update this original plan began by management staff reviewing the Mission Statement, Vision Statement, and Values for the department, originally developed for the previous 2003 strategic plan, and concurring that they still remained valid. Next, an on-line survey via "Survey Monkey", based upon the framework of the 2003- 2008 Strategic Plan, was selected as the assessment tool and was designed over the next month by City management interns with input and direction from Recreation Department management staff. The survey contained two major areas, one which facilitated a review of the previous plan in order to determine which components remained pertinent for inclusion in the updated plan, and a second which asked questions about priorities, precipitated primarily by the current economic downturn, and about current trends. Fifty-seven community representatives representing the same groups involved in the 2003 strategic plan development, as listed above, were asked to participate by completing this on-line survey, along with 11 non-Recreation Department City staff members, and 26 current and former Recreation supervisors. Surveys were completed between September and November 2010. Fifty-one surveys were received from community representatives and City staff. Fourteen surveys were received from Recreation staff. Seventeen public members took the on-line survey between December 2010 and January 2011. Strategic Plan Development After input from the community representatives, City staff, Recreation staff, and the general public was compiled and analyzed, the Recreation Department management team 14-2 FEBRUARY 28, 2012, Item Page 3 of 4 met for the purpose of identifying and prioritizing program and management themes and goals and reviewing possible objectives to be achieved during the next five years. The following areas of focus from the previous plan, representative of the Department's functions, were maintained: • Aquatics • Athletics • Centers and School Programs • Communications and Marketing • Facilities and Fields •'• Finance •'• Management •'• Senior Programs • Staff and Volunteers • Therapeutics and Accommodation The proposed FY2012-2017 Strategic Plan was presented to, and unanimously endorsed by, the Parks and Recreation Commission at its meeting of July 21, 2011. However, after receiving input and direction from City Council during two Council workshops in October and December 2011 on Recreation Programs and Services and the draft Parks and Recreation Master Plan, respectively, and after the update of the City Manager's Strategic Goals and Objectives in December 2011, Recreation staff revised the draft plan to provide greater focus on its core services, goals and strategic objectives. Strategic Plan Revision Rather than focusing on function areas, as was done in the previous plan and earlier draft update, the revised FY2012-2017 strategic plan focuses on the department's five core service areas of Aquatics, Senior Services, Recreation Services, Youth Sports and Adult Athletics, and Park Planning and Development. Within these core service areas, the emphasis is on critical hours' afterschool youth programming, learn-to-swim and water safety, sports programming and field allocation, recreation classes and programs, expanded senior services, and implementation of the Parks and Recreation Master Plan. With the Department's mission and core services in mind, primary goals are focused on: • Enhancement of the health and fitness of the community • Promotion of lifelong activities and learning opportunities for residents • Provision for the health, safety, and development of children and youth •'• Creation of a strong sense of community Strategic objectives emerging from these primary goals are as follows: • Provide core recreation services and programs throughout the community • Address the recreation and quality of life needs of the community • Deliver services in a fiscally responsible, effective and efficient manner • Increase awareness and adoption of healthy behaviors and fitness and lifelong learning practices • Create opportunities for social interaction and a sense of community 14-3 FEBRUARY 28, 2012, Item Page 4 of 4 Based on these goals and objectives, action statements and measures were developed, as shown in the attached draft strategic plan, and in Attachment "E". Attachment "E" is a table listing more developed measurable criteria that will be tracked and presented semi- annually to the. Parks and Recreation Commission. Strategic Plan Implementation Implementation of the strategic plan, upon adoption by City Council, is the final piece, and involves the following next steps: • Developing performance measurement targets • Monitoring progress and reporting on results • Eventually developing individual staff objectives that will be aligned with Department objectives • Communicating the intent and purpose of the strategic plan to all staff and the public The Recreation Department is confident that this strategic plan provides clear focus and direction for the next five years, and will ensure that the public receives the very highest service possible. DECISION MAKER CONFLICT Staff has reviewed the decisions contemplated by this item and have determined that the actions contemplated are not site specific and, consequently, the 500-foot rule found in California Code of Regulations section 18704.2(a) is not applicable. CURRENT YEAR FISCAL IMPACT There is no current fiscal impact. ONGOING FISCAL IMPACT The total cost of implementation has not been calculated. These costs will be determined when preparing the Recreation Department's annual operating budget and Capital Improvement Project budgets over the life of the five-year strategic plan. Non-General Fund sources, such as fees, grants and general fundraising, are planned as significant revenue sources for implementation of these programs and services. ATTACHMENTS Attachment A: Draft Recreation Strategic Plan FY2012-2017 Attachment B: Minutes of the November 18, 2010 Parks and Recreation Commission Meeting Attachment C: Minutes of the July 21, 2011 Parks and Recreation Commission Meeting Attachment D: Minutes of the January 25, 2012 Special Parks and Recreation Commission Meeting Attachment E: Measurable Criteria Table Prepared by.• Buck Martin, Director, Recreation Department 14-4 A-Fl-a~h rne.rtf ~4 ~~ . , City of Chula Vista Recreation Department Strategic Plan 2012-2017 l'~-5 ~`~/~ RECREATION DEPARTMENT ~` The Heart of the Neighborhood CITY OF .._. CHUTA VISfA RECREATION Introduction Excellent recreation programs are no coincidence. They come about as the result of careful and thoughtful planning that takes into account the goals the department seeks to achieve and the needs of the public who must "buy into" those goals. economic downturn unprecedented in recent history, City departments, especially the Recreation Department, experienced sweeping budget reductions that impacted service delivery. As a result, we re-focused our priorities on our core services, while maintaining our commitment to providing excellent recreation programs. We reached consensus on our future Our successful strategic planning process has allowed us to realize what we do well and what we have to improve, to have a clear sense of our direction, and has strengthened our ability to engage others in our quest to fulfill our vision. During 2010, the Recreation Department staff members, Parks and Recreation Commission representatives, and many knowledgeable community leaders participated in an on-line survey and collectively made recommendations about strategies and goals. direction and are now prepared to focus our resources and energies toward our operations in an optimal way. Most importantly, we now have a unified vision of the critical place that recreation occupies in our social fabric. City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 1 l~- ~ In 2011, due to an and other key city ~`~r~ RECREATION DEPARTMENT ~` The Heart of the Neighborhood cITY of _ kw~~. CHULA VISfA RECREATION Executive Summary The thought and care that the Recreation Department's Strategic Planning Steering Committee brought to this strategic planning process was inspiring to all participants. The City of Chula Vista Recreation Department Strategic Plan FY2012-2017, a revision of the previous 2003-2008 Recreation Department Strategic Plan, offers a series of goals and objectives with corresponding, detailed action statements for the Department to achieve over the next five years. The update of the Department's Strategic Plan for FY2012-2017 not only addresses the status of initiatives and goals from the previous plan, but also the economic downturn that has forced cities and recreation departments, both state and nation-wide, to reassess their operations and methods of service delivery. Recreation Department and other city staff members, Parks and Recreation Commission and City Council members and community volunteers provided needed perspective and critical input for the information and conclusions presented here. This Strategic Plan will help the Recreation Department to focus its priorities in response to a rapidly evolving environment and ensure that staff is working toward shared and agreed-upon goals. The strategic plan will help ensure that the Department's activities are aligned with the Council's themes and priorities. The Recreation Department's chance already greatly enhanced by its commitment to building shared by all. Methodology s for future success are a vision of success that is In September 2010, Recreation Department Director Buck Martin met with his management staff and City Management Interns Matthew Slotman and Manuel Rios to assess the Recreation Department's readiness for planning, identify the specific issues to be addressed and the assessment tool to utilize and decide on whom to involve. In addition, review and endorsement of the Department's Mission/VisionNalues were undertaken. A twelve-week timetable was created for conducting the public input phase of the strategic planning process. Subsequent meetings were held to discus the format for solicitation of stakeholder, staff and public input and recruitment of stakeholder committee members. An on-line survey via "Survey Monkey", to be based on the framework of the 2003- 2008 Strategic Plan, was selected as the assessment tool and was designed over City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 2 %~~ ` /~ ~`~ // .~ RECREATION DEPARTMENT /~~ ~.~~ ~~~"~' The Neart of the Neighborhood CITY OF CHULA VISTA RECREATION the next month by the City Management Recreation Department management staff previous plan were maintained: • Center and School Programs • Aquatics • Athletics • Senior Programs • Therapeutics and Accommodation • Staff and Volunteers • Communications • Facilities and Fields • Finance • Management Interns with input and direction from the The following areas of focus from the Concurrently, Department management staff conducted a review of Stakeholder Committee members and represented organizations from the 2003-2008 Strategic Plan, verifying current positions and making revisions noting successors to the positions where necessary. An introductory letter from the Recreation Director inviting organizational representatives to participate in the development of the 2012- 2017 revision was prepared and sent to 57 community organization representatives and 11 staff members of other associated City departments. Once recruitment of members of the Strategic Plan Stakeholders Committee was completed in late September, a second letter containing a link to the on- line survey was circulated to these same individuals. A total of 51 of the 68 (75%) individuals responded and results were collected in October and compiled. Members of the subsequently invited review of the survey November 18, 2010. Stakeholder Committee were to provide additional input in-person results at the Parks and Recreatio In late November 2010, Recreation Department Supervisors completed the same on-line survey and in late December 2010 and early January 2011, members of the general public did the same via a link from the Recreation Department website. These two additional sets of survey results were also compiled and overlaid with the input from the Stakeholder Committee. City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 3 ~7`b and participated in public n Commission Meeting of ~`,r~ RECREATION DEPARTMENT /~~,~ The Heart of the Neighborhood CITY OF 3 . _ CHUTA VISfA RECREATION After final input from the Stakeholder Committee, Recreation staff (14 responses) and the general public (17 responses) was compiled and analyzed, the Recreation Department management team met for the purpose of identifying and prioritizing program and management goals and reviewing potential objectives and action statements to be enacted during the next five years. Stakeholder and public input was incorporated into these goals, objectives and action statements. The draft strategic plan was presented to, and unanimously endorsed by, the Parks and Recreation Commission at its meeting of July 21, 2011. ~~~` --. ~,,~~._ , Final input and direction was provided by City ~` Council during two Council Workshops held in .,.,~ October and December, 2011 on the ° ~` °~ y Recreation Department's Services and ,,t ~,,. ~ ~~ ~~~~ ~ ~~ ~~~ ~ ''~"° Programs and the Presentation of the Draft t~ ~~~. ~ ~ ~` ~ k~. Parks and Recreation Master Plan. Additional ~. ~. ~. input from the City Managers Office was provided in response to areas of concern or ' desired emphasis that had been mentioned at ~° the Council Workshops and after the update of the City Manager's Strategic Goals and Objectives in December 2011. The Parks and Recreation Commission unanimously approved the revised strategic plan draft for FY2012-2017 at a special meeting held on January 25, 2012. City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 4 /y ~ ~`~` RECREATION DEPARTMENT The Heart of the Neighborhood CITY OF ..», CHULA VISfA RECREATION Statements of Mission, Vision, Values Recreation Department Mission Statement We enrich our community through recreational opportunities and services. Recreation Department Values • Integrity - We follow the highest moral standards and are honest and trustworthy. • Respect - We treat everyone with regard and consideration while appreciating the differences among our patrons. • Professionalism - We are committed to the highest standards of character and professional behavior. • Accountability - We take ownership of our decisions and are answerable for our actions. • Commitment - We have an obligation to our community to provide the best possible recreation services. • Teamwork - We believe teamwork is at the core of our values - we work cooperatively together for the benefit of all. • Fun - We believe joyful, exuberant activity is an essential part of life. Recreation Department Vision Statement Our vision is a community that achieves learning, self-discovery, balance, and essential life skills through recreation. City of Chula Vista Mission Statement The City of Chula Vista is committed to build and nurture a progressive and cohesive community, which values our diversity, respects our citizens, honors our legacy, and embraces the opportunities of the future. City of Chula Vista Values • Commitment • Integrity • Accountability • Achievement City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 5 ~~-l~ ~`~r~ RECREATION DEPARTMENT ~~ The Heart of the Neighborhood CITY OF :u CHULA VISTA RECREATION Consensus on Major Issues Facing Recreation The provision of recreation activities during afterschool critical hours is important to maintain, to address delinquency and crime, reduce childhood obesity, and provide a safe haven for children and youth. Continuation of health and wellness programs is important, given the high levels of obesity and Type II diabetes in the community, especially among children and youth. • A number of older recreation facilities and are In need Of feno~.latinn and ~ ~nryr~zr'linn to the demands and expectations of the growing community and to maintain a positive City image. There is an ongoing challenge to accommodate the continuing growth of youth sports organizations on City fields. • Staffing reductions due to budget reductions result in a loss professional expertise as well as a large employment for the youth in our community. parks meet of full-time source of • The benefits and scope of recreation programs are not adequately communicated to decision-makers, the public and potential community partners. Budget reductions have impacted services and result, the Recreation Department is continuing and funding of service delivery, in addition to traditional methods, to improve public service. programs for the public; as a to look at alternative means Refining criteria for evaluating recreation programs and services, and establishing models for staffing and programming facilities is important, given public's expectations of good service delivery and effective use of facilities, staffing, and dollars. City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 6 7`~/ ~`~/~ RECREATION DEPARTMENT ~~ ~'~ The Heart of the Neighborhood CITY OF _ ._,,,,,~. CHUTA VISTA RECREATION Goals and Objectives The Recreation Department is part of a larger family of providers of recreation in our community. The South Bay Family YMCA, the Boys and Girls Club, private recreation facilities, the Olympic Training Center, schools, and youth and adult sports leagues all contribute to make recreational opportunities available for the health, fitness, education, enjoyment, and quality of life of our residents and visitors. Our Department's vision is a community that achieves balance, and essential life skills through recreation. We providing recreational classes and programs at our 12 recreational facilities and 62 parks comprising 556 acres throughout the City. Without these activities for our residents, a recreation center is just another building and an aquatic center is just a pool of water. Our Department's mission is to enrich our community through recreational opportunities and services. The Department strives to achieve this mission through its five core service areas of Aquatics, Senior Services, Recreation Services, Youth Sports and Adult Athletics, and Park Planning and Development. Within these core service areas, through which the Department serves as the "Heart of the Neighborhood", there is an emphasis on critical hours' afterschool youth programming, learn-to-swim and water safety, sports programming and field allocation, recreation classes and programs, expanded senior services, and implementation of the Parks and Recreation Master Plan. With the Department's mission and core service areas in mind, primary goals are: • Enhancement of the health and fitness of the community • Promotion of lifelong activities and learning opportunities for residents • Provision for the health, safety, and development of children and youth • Creation of a strong sense of community Strategic objectives emerging from these primary goals are as follows: • Provide core recreation services and programs throughout the community • Address the recreation and quality of life needs of the community • Deliver services in a fiscally responsible, effective and efficient manner • Increase awareness and adoption of healthy behaviors and fitness and lifelong learning practices • Create opportunities for social interaction and a sense of community City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 7 ~f ~2 learning, self-discovery, achieve our vision by ,~:y RECREATION DE PARTMENT ~` The Heart of the Neighborhood CITY OF - -,>: CHUTA VISTA RECREATION Action Statements and Measures Action statements and measurable criteria developed to address each objective are: A Provide core recreation services and programs throughout the community 1. Provide critical hour after-school programming at recreation centers a. Increase number of days per week from an average of four to average of five b. Work toward 100% capacity c. Market the program to elementary schools closest to 2 d recreation centers Offer a mix of "Fun to Be Fit" activities, homework help, and other activities to promote physical fitness, teamwork, reading, and learning an Provide Learn-to-Swim (LTS) and water safety programs a. Evaluate effectiveness of current schedules, usage and class length utilizing participant satisfaction surveys & cost benefit analysis b. Encourage program collaboration with community partners including use of non-city owned facilities such as HOA pools c. Work to increase the number of fourth graders attending Elementary Learn to Swim classes through active promotion of the program and solicitation of additional funding sources d. Continue outreach programs to the public, especially children, in the areas of home pool safety, and health and fitness utilizing programs such as ASAP (Aquatic Safety Awareness Program) and WARN (Water Awareness in Residential Neighborhoods) Leagues b. Continue to offer Adult Golf, Softball and Basketball Leagues and tournaments City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 8 3. Provide Youth and Adult Sports a. Continue to provide Coed Youth Basketball and Indoor Soccer l~f-/3 ~`~~ RECREATION DEPARTMENT CI O The Heart of the Neighborhood CHULA VISTA RECREATION 4 5 c. Expand number of youth sport camps offered by a minimum 5% per year for five years d. Continue to develop plans for enhancement and expansion of youth and adult athletics and related programs based on community interest and needs assessment e. Explore opportunities to contract with other service providers to expand services ---.----~_ Continue to make sports fields available to Youth Sports Council (YSC) organizations via the twice yearly YSC field allocation process Provide recreation classes and programs a. Continue to offer a wide variety o classes and programs at all facilities satellite sites, utilizing quarterly surveys to solicit new programming participants and donations b. Re-evaluate the concept/perception of what the term "senior" means given the aging of f fee-based as well as satisfaction ideas from b. Expand programming on additional days opened effective October 2011 c. Work toward 100% space capacity at all facilities d. Enhance recreational opportunities and facilities in western Chula Vista with an emphasis on programs that address childhood obesity and Type II Diabetes Provide senior programming a. Maintain current service levels and hours of operation at Norman Park Center utilizing General Fund, grants c d the Baby Boomer generation, and adjust programmatic offerings as appropriate Increase awareness of Norman Park Center as a center for information and referral services through increased publicity and promotion Encourage seniors to maintain physical recreational programs (aquatics, athletics, etc.) City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 9 7 rl7 well-being through all ~ `~~` RECREATION DEPARTMENT ~~~ The Heart of the Neighborhood CITY OF __ CHULA VISTA RECREATION B. Address the recreational and quality of life needs of the community 1. Be more customer focused a. Continue to provide safe and secure programs and facilities to the public by awell-trained staff b. Determine customer base, participation and attendance existing barriers to participation on a quarterly basis via program. data and customer surveys d e levels and registration ~- c. Perform community outreach and obtain public input ~~ T ~~ ~ ~ ~ ~ utilizing a variety of survey tools and methodologies, y,, including Survey Monkey and quarterly customer satisfaction surveys ve~c~~~; ~.,..: ;~;,N v: ,ant a marketing strategy and plan incorporating needs assessment data and providing consistent message and branding opportunities for implementation during first quarter of FY13 Continue to provide ADA accommodations for requesting individuals with special needs utilizing Certified Therapeutic Recreation Specialist (CTRS) assessment as appropriate Continue to improve the design of the Department website, increase useable content and materials and increase ease of navigation from home page g. Continue to design, publish and manage a web-based recreation brochure four times per year h. Expand & increase the use of social media to promote programs, activities, and services 2. Commit to advance planning and on-going assessment a. Implement the Recreation Strategic Plan by 4t" Quarter of FY12 b. Complete and implement the Parks Master Plan with Development Services by 4t" Quarter of FY12 c. Complete the Economic Feasibility and Marketing Analysis for a tournament facility and the possibility of a public/private partnership by the 3rd Quarter of FY13 d. Provide general facility planning/development and advocacy through collaboration with Planning and other City departments e. Continue to develop the Chula Vista Sports Alliance to promote regional use of facilities and new revenue streams for department/city by increasing number of tournament days by a City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 10 ~`~/~ RECREATION DEPARTMENT ~r The Heart of the Neighborhood CITY OF _ . CHULA VISfA RECREATION h C minimum of 5% per year for five years, with a focus on increasing the number of multi-day tournaments f. Continue to plan and implement the approved recreational facilities and parks in master- planned communities g. Continue to pursue development of a large, multi-use aquatic facility in the eastern portion of the city as funding allows Explore the feasibility of utilizing utility ~ -=°v° r easements for programming or facilities „~. C ~~.„~~:~` through continued discussion with SDGE ~ Explore the potential to revitalize the ~~ ~~~-°`'~~ ~~ ~~` '''~- ~ir Therapeutics program .-°"~~`~, Deliver services in a fiscally responsible, effective and ~-. „ .~,~.~~-~- efficient manner "~ 1. Utilize Continuous Improvement/LEAN principles to maximize use of resources a. Reevaluate current operational/staffing model for current/future effectiveness by no later than 4t" quarter of FY12 b. Continue to commit to outcome-based program management and a performance measurement system, utilizing PBViews and/or ICMA performance metrics and performance evaluations c. Coordinate classes and activities Department-wide for consistency, efficiency and effectiveness on a quarterly basis d. Investigate how to deliver more programs during periods of lower demand through marketing plan and customer and non-customer ~~ ~ surveys ..~ .~ `~ ~~~ e. Examine use of technology for improved efficiency and cost savings (e.g. computerized ~'a through participation in City EOC g. Evaluate current recreation software program by comparison with other ~~ available programs by no later than 2"d quarter of FY13 lighting system) .~ f. Provide emergency shelter management during city emergencies 2. Broaden revenues opportunities a. Update Master Fee Schedule with assistance of NBS consultant for implementation by 1St quarter of FY13 City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 11 /~-/6 ~`~` RECREATION DEPARTMENT '~` The Heart of the Neighborhood CITY OF _~ CHULA VISfA RECREATION 3 4 b c d e Increase amount of fee-based recreation programs by 5% per year for five years Explore alternative sources of revenue/support such as grants, fundraising, concessions and collaborative opportunities through use of eCivis grant program and networking with various community agencies Develop aremote-caller bingo program to help offset the cost of senior and recreation programs with a target implementation of 6- 12 months Consider membership and/or nominal drop- in use fees for appropriate activities Preserve resources through equitable field allocation/ball field management a. Re-examine current procedures for field allocation to youth and adult sports teams to ensure maximization and prioritization of use as well as preservation of resources b. Continue to work with YSC organizations and the Parks Division on its contribution to field maintenance c. Continue to utilize a schedule of rotating use of city fields and recreational facilities that allows for improved facility maintenance and field rejuvenation d. Re-examine joint use of fields and facilities with the school districts to determine ways to improve service to the public and maintain existing sports fields Enhance collaborations and partnerships a. Continue to support City commissions and other recreation-related committees, including P&R Commission and Commission on Aging, Friends of Parks & Recreation, San Diego Sports Commission/CV Sports Alliance and the Otay Valley Regional Park Planning Group by provision of Department liaison - ------ r r ., , .., b. Explore opportunity for public/private _ -~ partnerships/rental use of facilities and 'j ~ ~~~~`~ ~~~~ >i''~" provision of programs through marketing ~ ~ ~~ >. i plan and potential RFP for use of city ` .. wy facilities ~ ~' c. Work with other city departments and _. ~, ~ ~ ~ ~ . ;~ community agencies to strategically partner and address a variety of issues such as senior transportation and affordable housing City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 12 l`~~`- ~ ~`~` RECREATION DEPARTMENT CI O The Heart of the Neighborhood CHUTA VISTA RECREATION d. Pursue alternative aquatic activities, such as canoeing, kayaking, and sailing, on the bay front. D. Increase awareness and adoption of healthy behaviors and fitness and lifelong learning practices 1. Provide fee-free activities addressing healthy lifestyles at all facilities a. Advertise City Trails Map to encourage walking b. Continue to offer a mobile recreation program utilizing funding from outside sources 2 3. Connect residents to important information about health and fitness a. Utilize website and other marketing materials to promote a healthy lifestyle 4. Offer a variety of enrichment programs that provide the community with opportunities for lifelong learning a. Continue to identify trends in the industry and seek out qualified instructors E Create opportunities for social interaction and a sense of community 1. Enable recreation facility use by the community a. Provide rental access to fields and facilities when not used for Department programs b. Utilize website and other marketing materials to publicize facility locations and programs 2. Continue to provide opportunities that meet the emotional/social needs of the senior population City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 13 l~f~/~' „`~` RECREATION DEPARTMENT The Heart of the Neighborhood clTV of CHULA VISTA RECREATION 3 a b Conduct public interest forums and surveys Continue to identify trends in the industr instructors Continue to provide opportunities to seniors to contribute their knowledge and skills to the community a. Provide volunteer Norman Park Center b. Provide seniors with opportunities ualified information about volunteer opportunities in the community c. Offer intergenerational programming 4. Optimize the volunteer program a. Expand use and role of volunteers through development of a "specialty" volunteer instructor program in conjunction with the Sweetwater Union High School District (SUHSD) b. Continue to advertise for volunteers on the department website c. Continue to use volunteers for youth sports and senior programs d. Expand use of volunteers at recreation facilities and for afterschool programs 5. Design and develop programs, services and facilities that encourage social interaction by participants and users a. Continue to provide space for community forums and meetings at recreation centers b. Conduct public interest forums and surveys in order to identify these programs and services Measurable Criteria The Recreation Department will develop specific criteria for a majority of the action statements that will be tracked and presented semi-annually to the Parks and Recreation Commission. City of Chula Vista Recreation Department Strategic Plan 2012-2017 Page 14 ~~-~9 ~`~` RECREATION DEPARTMENT The Heart of the Neighborhood CITY OF ,;:«. CHUTA VISiA RECREATION Acknowledgments The following individuals were invited to participate in our Strategic Plan process and we are indebted to the numerous individuals who offered their time and talent, and who shared their knowledge of our community. This strategic planning process would not have been possible without their collective wisdom and willingness to work together for the benefit of the Recreation Department. Our sincere thanks to all who participated, with special thanks to Management Interns Manuel Rios and Matthew Slotman, who designed, administered and compiled the results of the on-line survey tool utilized for the Strategic Plan process: Community Darlene Montgomery Brian Cox Representatives Bob Newman Karina Craig Kathy Aceves George Ohnesorgen Shaun Ellis Jessica Battaglia Christina Orlovosky Tim Farmer John Baumgarden Stewart Payne John Gates Ken Baumgartner Ann Perry Manuel Gonzalez Sandra Bishop Mary Jo Prinz Eddie Johnson Karl Bradley Armando Rios Elizabeth Kovar Rebecca Carson Judy Rotter Joseph Mariano Laura Cervantes John Salts Buck Martin Guy Chambers Rene Santiago Cathy Martin Kathy Cien-Mayer Jerry Schniepp Berenice Mora Linda Clark Elizabeth Scott Ted Nelson John Clingan Chris Searles James Northum Lisa Cohen John Serrano Lisa Petty Tom Crosby Mary Shea Anthony Ramos Tyler Currie Matt Tessier Steve Scott Terry Davis Jeffrey Thiel Joanne Stout Torrie Dunlap Mark Twohey Kathy Wigginton Janet Francis Pablo Velez-Carrillo Carmel Wilson Todd Galarneau John Vogel Israel Garza Olga West City Staff Thierry Gray Tina Williams Kelley Bacon Margarita Holguin Paul Woods Agnes Bernardo Rick King Scott Woodward Joe Gamble Anabel Kuykendall Roxanna Kennedy Tracy Lamb Recreation Dept. Stephanie Kingston Ronald Lopez Representatives Mandy Mills Natasha Martinez Eric Bonney Irene Mosley Greg Mattson Rosemary Brodbeck Lisa Partee David McLellan Shannon Bullock Pablo Quilantan Steve Miesen Frank Carson Emerald Randolph Jon Miller Margarita Cellano Scott Tulloch Anthony Millican Sandy Chavez City of Chula Vista Recreation Department Strategic Plan 2012-2017 /y-?~ City of Chula Vista Parks and Recreation Commission Minutes Attachment B Thursday - 5:00 p.m. November 18, 2010 Public Services Building - 300 276 4th Avenue Meeting called to order by Chair John Vogel at 6:30 p.m. Staff Present: Buck Martin, Director of Recreation Brian Cox, Principal Recreation Manager Agnes Bernardo, Parks Manager Manuel Rios, Intern Guests: Stewart Payne, 19 Sports Roll Call/Motion to Excuse Members Present: Chair Vogel, Commissioner Cien-Mayer, Commissioner Garza, Commissioner Serrano, Commissioner Buddingh Members Absent: Commissioner Scott, Commissioner Chambers MSC -Garza/Cien-Mayer to excuse Commissioners Chambers and Scott from tonight's meeting (Vote 5-0-0-2). 2. Oral Communications 3. a. Approval of Minutes -September 15, 2010 -Table to next meeting. 4. Information Items - a. Sports Alliance/Commission: Mr. Martin (Director of Recreation) explained that the various stakeholders from the community met in April 2010 to discuss the possibility of creating a sports commission. The sports commission would recruit athletic organizations that would hold tournaments in Chula Vista. The various stakeholders have discussed the start-up of such an organization, resources that are currently available, etc. Mr. Martin also noted that he met with the San Diego Sports Commission for input and also noted that they have the infrastructure for national outreach to attract opportunities here in Chula Vista. One of the main issues regarding tournaments in Chula Vista is the lack of hotels. The next step in the process is to formulate an Agreement on a year-to- year basis. Commissioner Garza noted that creation of this board is an excellent idea. b. Recreation Department Strategic Plan: Mr. Martin (Director of Recreation) talked about Recreation Department Strategic Plan and introduced Mr. Brian Cox, Principal Recreation Manager who oversaw the Strategic Plan process. ~~' Mr. Cox informed the Commission that the Recreation Department Strategic Plan document was sent out 67 stakeholders, and of those stakeholders, 51 responded to the questions. In addition, the Strategic Plan was sent to the Recreation Department supervisors. The commission requested that the Strategic Plan be available on-line for public input. Mr. Cox noted that he would make it available for public input and then blend public input with previous stakeholder responses. 5. Unfinished Business -None 6. New Business -None 7. Written Communications -None 8. Staff Comments - a. Recreation - Mr. Martin (Director of Recreation) reviewed the monthly staff report. He also talked about a tournament scheduled at Mt. San Miguel Park during the weekend of November 20 and November 21. b. Public Works -None 9. Commissioner Comments - Commissioner Garza welcomed Commissioner Jan Buddingh, thanked Mr. Stewart Payne for attending tonight's meeting, and also thanked Parks and Recreation staff for all of their work. Commissioner Garza also referenced the Strategic Plan, Youth Sports Council section and noted that that program, along with Ted Nelson, need to be kept because without the program and Mr. Nelson, field allocation would be a nightmare. Commissioner Vogel noted that the aquatics programs are very popular, and welcomed Commissioner Jan Buddingh. Commissioner Buddingh noted that it is apparent that the demand for aquatics and other programs are there, and it would be advantageous to increase cost of programs. 10. Other -None Adjournment at 8:01 p.m. to the regularly scheduled meeting of January 20, 2011 1~ Z~ City of Chula Vista Parks and Recreation Commission Minutes Attachment C Thursday - 6:30 p.m. July 21, 2011 Public Services Building - 300 B129 276 4`h Avenue Meeting called to order by Cliair Jan Buddingh at 6:30 pm. Staff Present: Buck Martin, Director of Recreation Richard Hopkins, Director of Public Works John Gates, Principal Recreation .Manager Mary Radley, 1.:.andscape Architect Guests: Art Torres, Youth Sports Council 1. Roll Call/Motion to Excuse Members Present: Chair Buddingh, Commissioner Vogel, Commissioner Garza, Commissioner Serrano, Commissioner Chambers, Commissioner Cien-Mauer Staff distributed Commissioner Elizabeth Scott's letter of resignation from the Commission, which is effective immediately. 2. Oral Communications -none 3. a. Approval of Minutes of May 19, 2011- MSC Garza/Serrano to approve meeting minutes (Vote 6-0-0-0) b. Approval of Minutes of June 30, 2011- MSC Cien-Mayer/Vogel to approve meeting minutes with the following corrections -Page 8 -change Deputy, to Deputy Mayor and change Ms. Hopkins to Mr. Hopkins. (Vote 6-0-1-0 Chambers abstained) c. Park Naming Competition, Park and Recreation Commission name suggestion short listing (Mary Radley, Landscape Architect) MSC Vogel/Garza to move Item 3c out of order and consider it when staff is in attendance. 4. a. Recreation Department Budget - Nothing new to report. b. Consideration of the Recreation Department Strategic Plan Initiatives - Mr. John Gates (Principal Recreation Manager) discussed the Five-Year Strategic flan Initiatives and explained the process and input received from various audiences that included staff, community groups and general public. He noted that various portions of die Initiatives had been updated to reflect new input. ~'~-2~3 The Parks and Recreation Commission endorsed the five year Recreation Department Strategic Plan Initiatives as presented. c. Parks and Recreation Master Fee Field Information - Mr. Richard Hopkins (Director of Public Works) reported that Park Field Maintenance Report was completed two-weeks ago, and that field conditions were favorable due to heavy rains froth the past winter. Mr. Hopkins reviewed the Parks Operations Park Maintenance Program Outline. Chair Budduigh asked if the fertilizers that are utilized are hypoallergenic, leave a residue or affect park users. Mr. Hopkins responded that he was not sure, but would find out. Discussion held on 2-year cast-a-head, field-poor, and various maintenance programs. Mx. Hopkins responded that casta-a-head denotes plantung with the YSC on field closures/rest period/and providing maintenance to them. Field-poor denotes open patches of ground, hump heads that require leveling. Poor denotes that the field is still useable but approaching closure. Commissioner Garza commented that the report does not identify how the parks are policed and asked if fields that are closed, are fenced off. Mr. Hopkins responded that illegal use of fields and field policing are topics being addressed with the YSC. Public Works is working with the City Attorney's office and develop an ordinance that would empower the park rangers with code enforcement authority. Regarding field closures, IVIr. Hopkins responded that the fields would be fenced off. Mr. Hopkuis discussed the current joint-use agreements between the City and schools; utilizing volunteers for park maintenance, graffiti abatement, and park enforcement as directed by the City Council. Chair Buddingh suggested that Public Works contact UC Riverside and Cal Poly Pomona and inquire about interns for a Field Condition Assessment. Chair Buddingh asked how the fees on the YSC Ball Field Rental Fees program were devised. Mr. John Gates (I'ruicipal Recreation Manager) responded that the City compiled allocation information from the 2008-09 season and assumptions were made that not all organizations utilized fields for die entire 26-weeks of the allocation period. He noted that the current allocation assumption was based on total number of hours that are allocated to an organization and figures were based on a fu1126-weeks of use, which turned out to be a large number. 1VIr. Gates explained that City staff met with the YSC President's committee, and that an understanding was reached that not all groups were utilizing the fields for the 26-weeks allocation period, an assumption was made that about 70% use is an average (there are groups that use the fields the ~~f-2y whole 26-weeks). Mr. Gates also pointed out that it was clear that there are more city fields being used by the YSC now than 2 '/2 years ago. Additionally, there has been a significant increase in teams registered (last year there were 705 teams, this year there are 751 teams registered). Chair I3uddingh responded how field use is tracked. Mr. Gates responded that the groups requesting fields, would have to make a guesstimate of use, however, travel teams wouldn't know their field needs and staff would need to work through the process and make adjustments accordingly. Mr. Gates also noted that lighting surcharge/fees was not included in fees. Commissioner Garza noted that he had a hard time agreeing with assumptions on page 1 of the handout and feels that assumptions of field usage are overstated. It should be noted that teams also utilize school fields and the YSC have not added additional members. Mr. Art Torres, YSC President responded that although additional members have not joined the YSC, there a lot more teams using fields. Discussion held on fees, field usage, and prop 26. d. Feedback from Youth Sports Council regarding Master Fee Schedule - Mr. Art Torres (YSC President) shared that he sent an e-mail to YSC groups/members and informed them that the City Council rescinded the fee increase at the council meeting on July 12, 2011. He also noted that the fees were rescinded with the caveat that the YSC would work closely with city staff to close a $375,000 shortfall required to keep the fields from falling in disrepair. He explained that the effects of not keeping fields from falling into disrepair could adversely impact members who depend on city fields to run programs. Additionally, he explained that the Presidents Committee requested that each member confer with his or her boards and submit any solutions that could and/or would improve the fees the organization would face. Discussion held on YSC members having exclusive use of a field for the entire allocation period therefore, they could take ownership and keep it good playing condition. Pros and cons of this idea were discussed. 3. c. Park Naming Competition, Park and recreation Commission name suggestions short listing - Ms. Mary Radley (Landscape Architect) briefed the commission regarding the proposed 3.9-acre public neighborhood park site on Fourth Avenue at Orange Avenue. She recommended that the Commission select 5-names from the short-list provided for residents to vote for the name they like the best. MSC Chambers/Garza (Vote 6-0-0-0) to approve the park name suggestions for the short list and place on the City's website for community input (Bienvenidos Family Park, Knowledge Park, Old Farm Park, Orange Park, Unity Power Park and El Paraiso Park) 5. Unfinished Business -None 6. New Business -None (`~~ Written Communications -Elizabeth Scott's resignation letter was read by h~Ir. Buck Martin as requested by Commissioner Scott's a-mail to the Recreation Department. Staff Comments - a. Recreation (Buck Martin) -The monthly report was briefly reviewed. Mr. Martin also shared that one of the challenges, as previously spoke at other commission meetings is to find funduig for operation of recreation facilities 5-days per week. b. Public Works - Mr. Hopkins reported that Council approved ~50K for the ranger program and that lus department was directed by Council to report back in November on how volunteers could be utilized for the park ranger program; his department has received numerous complaints about gazebo conditions and as a result, a lot of refunds have been issued (10% of revenue). Recreation Centers have solar panels installed. 9. Commissioner Comments - Commissioner Garza inquired if any further discussion/requests had been made by Council to merge Library and Recreation Departments, and also asked about the date of the Council Workshop in August. Mr. Martin responded that he was unaware of any requests for merger of both departments, and noted that the Council Workshop is scheduled on Thursday October 6 @ 4:00 pm. Corrunissioner Cien-Mayer asked if once economy unproves would YSC fees be decreased. ~Ir. Hopkins (Director of Public Works) responded that the City is currently developing a Recovery Plan on how monies would be utilized once the economy improves, Chair Buddiiigh ingLUred about the ILOA site off of North ?°`~ Avenue, and noted that this is a great site to hold dog shows. Mr. l~lartin responded that the challenge to this area is access and that there are no PAD Fees. 10. Other -None Adjournment at 9:00 p.m. to the regularly scheduled meeting of September 15, 2011 Submitted: ~y!anc~~cita L''e2Ea~io ~~~'~~ City of Chula Vista Parks and Recreation Commission SPECIAL MEETING Minutes Thursday - 6:30 p.m. Public Services Building - 300 B1 29 Meeting called to order by Chair Jan Buddingh at 6:30 pm. Staff Present: Buck Martin, Director of Recreation Brian Cox, Principal Recreation Manager Daniel Schreck, Parks Manager Attachment D January 25, 2012 276 4rh Avenue Guests: Jennifer Santander, Council Aide, Office of Councilmember Pamela Bensoussan 1. Roll Call/Motion to Excuse Members Present: Chair Buddingh, Commissioner Vogel, Commissioner Chambers, Commissioner Garza, Commissioner Cien-Mayer Members Absent: Commissioner Gerace MSC Vogel/Chambers (5-0-0-1) approve absence of Commissioners Gerace from tonight's meeting. Chair Buddingh announced that Commissioner John Serrano resigned from the Commission effective January 25, 2012. The Mayor/Council offices have already been notified of the resignation. 2. Oral Communications - None 3. ACTION ITEMS a. Approval of Minutes of November 17, 2011 -MSC Cien-Mayer/Chambers (Vote 5-0-0-1 with Gerace absent) to approve meeting minutes of November 17, 2011 b. Approval of becoming a partner for Playful City USA -Chula Vista - Ms. Jennifer Santander, Council Aide to Councilmember Benssousan presented information regarding Playful City USA and shared that by becoming a Playful City partner, the City would have access to numerous grants that could be used for parks, recreation, and facilities in the City, in addition be recognized statewide and nationally. The City of Chula Vista Parks and Recreation are promoted and mapped nationally as well. Ms. Santander shared that she would write the grant on behalf of the City, and that being a Playful City partner is a year-to-year commitment. /~-2~ Commissioner Vogel shared that if grants are available, then those should be used to replenish the City's Park Ranger Program, recreation programs, and park maintenance. Mr. Schrek shared that he has concerns about the Playful City USA signs and their maintenance, because currently, the budget for Public Works maintenance is non existent. Commissioner Garza asked if the City or Recreation and Public Works had to match funds, or provide capital to become a Playful City partner and~or apply for grants. Ms. Santander responded that to become a Playful City partner, no capital outlay was required, and that the only requirement was Parks and Recreation Commission approval. Once the City becomes a Playful City partner, then grant research is conducted for various needs in the Parks and Recreation Departments, such as park ranger program, etc. and if it appears that the grants are not useful for the City, then the City has the option to opt out. Commissioner Garza asked if the existing cities that pre Playful City partners had been contacted, and he suggested that they be contacted for assessment purposes. Chair Buddingh shared that it appears that the only issue with becoming a Playful City partner is the installation of their signs and the maintenance of the signs. MSC Vogel/Garza (5-0-0-1Gerace absent) to approve becoming a partner for Playful City USA c. Approval of Report on the Chula Vista Recreation Department Strategic Plan FY 2012-2017 - Mr. Brian Cox (Principal Recreation Manager) provided an update of the Recreation Department Strategic Plan to the Goals, Objectives, and Action Statements as requested by the Commission. The Strategic Plan is on the City Council Agenda of February 14, 2012 and is being sent to them on Thursday January 26 for review. MSC Chambers/Cien-Mayer (Vote 5-0-0-1 with Gerace absent) to approve the report on the Chula Vista Recreation Department Strategic Plan FY 2012-2017. 4. Update -Recreation Department Budget: -Nothing new to report 5. Unfinished Business -None 6. New Business -None 7. Written Communications -None 8. Staff Comments - Recreation (Buck Martin) - Mr. Martin (Recreation Director) shared that he has been conducting research on bringing back the Therapeutics program. He noted that there are federal grants available for adaptive program, and hopes to have additional information at the next meeting. Public Works (Richard Hopkins) -Nothing new to report ~'~_z~ 9. Commissioner Comments - Commissioner Garza asked about the status of the YSC Maintenance fee and requested that a YSC representative attend the March 15, 2012 Parks and Recreation Commission meeting. 10. Other -None MSC Vogel~Garza (Vote 5-0-0-1 Gerace absent) to adjourn meeting at 7:00 pm. to March 15, 2012 Parks and Recreation Commission Meeting. Submitted: ~f~a Ceeeao 14-29 Attachment B City of Chula Vista Parks and Recreation Commission Minutes Thursday - 5:00 p.m. Public Services Building - 300 . Meeting called to order by Chair John Vogel at 6:30 p.m. November 18, 2010 276 4t" Avenue Staff Present: Buck Martin, Director of Recreation Brian Cox, Principal Recreation Manager Agnes Bernardo, Parks Manager Manuel Rios, Intern Guests: Stewart Payne, 19 Sports Roll Call/Motion to Excuse Members Present: Chair Vogel, Commissioner Cien-Mayer, Commissioner Garza, Commissioner Serrano, Commissioner Buddingh Members Absent: Commissioner Scott, Commissioner Chambers MSC -Garza/Cien-Mayer to excuse Commissioners Chambers and Scott from tonight's meeting (Vote 5-0-0-2). 2. Oral Communications 3. a. Approval of Minutes -September 15, 2010 -Table to next meeting. 4. [nformation Items - a. Sports AlliancelCommission: Mr. Martin (Director of Recreation) explained that the various stakeholders from the community met in April 2010 to discuss the possibility of creating a sports commission. The sports commission would recruit athletic organizations that would hold tournaments in Chula Vista. The various stakeholders have discussed the start-up of such an organization, resources that are currently available, etc. Mr. Martin also noted that he met with the San Diego Sports Commission for input and also noted that they have the infrastructure for national outreach to attract opportunities here in Chula Vista. One of the main issues regarding tournaments in Chula Vista is the lack of hotels. The next step in the process is to formulate an Agreement on ayear-to- year basis. Commissioner Garza noted that creation of this board is an excellent idea.. b. Recreation Department Strategic Plan; Mr. Martin (Director of Recreation) talked about Recreation Department Strategic Plan and introduced Mr. Brian Cox, Principal Recreation Manager who oversaw the Strategic Plan process. 14-30 Mr. Cox informed the Commission that the Recreation Department Strategic Plan document was sent out 67 stakeholders, and of those stakeholders, 51 responded to the questions. In addition, the Strategic Pian was sent to the Recreation Department supervisors. The commission requested that the Strategic Plan be available on-line for public input. Mr. Cox noted that he would make it available for public input and then blend public input with previous stakeholder responses. 5. Unfinished Business -None 6. New Business -None 7. Written Communications -None 8. Staff Comments - a. Recreation - Mr. Martin (Director of Recreation) reviewed the monthly staff report. He also talked about a tournament scheduled at Mt. San Miguel Park during the weekend of November 20 and November 21. b. Public Works -None 9. Commissioner Comments - Commissioner Garza welcomed Commissioner Jan Buddingh, thanked Mr. Stewart Payne for attending tonight's meeting, and also thanked Parks and Recreation staff for all of their work. Commissioner Garza also referenced the Strategic Plan, Youth Sports Council section arid noted that that program, along with Ted Nelson, need to be kept because without the program and Mr. Nelson, field allocation would be a nightmare. Commissioner Vogel noted that the aquatics programs are very popular, and welcomed Commissioner Jan Buddingh. Commissioner Buddingh noted that it is apparent that the demand for aquatics and other programs are there, and it would be advantageous to increase cost of programs. 10. Other -None Adjournment at 8:01 p.m. to the regularly scheduled meeting of January 20, 2011 14-31 City of Chula Vista Parks and Recreation Commission Minutes Thursday - 6:30 p.m. Public Services Blinding - 300 B129 Meeting called to order by Chair Jan Buddingh at 6:30 pm. S_ taff Present: Buck Martin, Director of Recreation Richard Hopkuis, Director of Public Works John Gates, Principal Recreation IVlanager Mary Radley, Landscape Architect Guests: Art Torres, Youth Sports Council 1. Roll Call/Motion to Excuse Attachment C July 21, 2011 276 4`s Avenue Members Present: Chair Buddingh, Commissioner Vogel, Commissioner Garza, Commissioner Serrano, Commissioner Chambers, Commissioner Cien-.Mayer Staff distributed Commissioner Elizabeth Scott's letter of resignation from the Commission, which is effective immediately. 2. Oral Communications -none 3. a. Approval of Minirtes of May 19, 2011- MSC Garza/Serrano to approve meeting minutes (Vote 6-0-0-0) b. Approval of Minutes of June 30, 2011-MSC Cien-Mayer/Vogel to approve meeting minutes with the following corrections -Page 8 -change Deputy, to Deputy Mayor and change Ms. Hopkins to Mr. Hopkins. (Vote 6-0-1-0 Chambers abstained) Park Naming Competition, Park and Recreation Commission name suggestion short listing (Mary Radley, Landscape Architect) MSC Vogel/Garza to move Item 3c out of order and consider it when staff is in attendance. 4. a. Recreation Department Budget - Nothing new to report. b. Consideration of the Recreation Department Strategic Plan Initiatives - Mr. John Gates (Principal Recreation 1blanager) discussed the Five-Year Strategic Plan Intiatives and explained the process and input received from various audiences that included staff, community groups and general public. He noted that various portions of the Initiatives had been updated to reflect new input. 14-32 The Parks and Recreation Commission endorsed the five year Recreation Department Strategic Plan Initiatives as presented. c. Parks and Recreation Master Fee Field Information - Mr. Richard Hopkins (Director of Public Works) reported that Park Field Maintenance Report was completed two-weeks ago, and that field conditions were favorable due to heavy rains from the past winter. Mr. Hopkins reviewed the Parlcs .Operations Park Maintenance Program Outline. Chair Buddingh asked if the fertilizers that are utilized are hypoallergenic, leave a residue or affect park users. Mr. Hopkins responded that he was not sure, but would find out. Discussion held on 2-year cast-a-head, field-poor, and various maintenance programs. l~Tr. Hopkins responded that casta-a-head denotes planning with the YSC on field closures/rest period/and providing maintenance to them. Field-poor denotes open patches of ground, hump heads that require leveling. Poor denotes that the field is still useable but approaching closure. Commissioner Garza commented that the report does not identify how the parks are policed and asked if fields that are closed, are fenced off. Mr. Hopkins responded that illegal use of fields and field policing are topics being addressed with the YSC. Public Works is working with die City Attorney's office and develop an ordinance that would empower the park rangers with code enforcement authority. Regarding field closures, Mr. Hopkins responded that the fields would be fenced off. 11~Ir. Hopkins discussed the cw-rent joint-use agreements between the City and schools; utilizing volunteers for park maintenance, graffiti abatement, and park enforcement as directed by the City Council. Chair Buddingh suggested dzat Public Works contact UC Riverside and Cal Poly Pomona and inquire about interns for a Field Condition Assessment. Chair Buddingh asked how the fees on the YSC Ball Field Rental Fees program were devised. Mr. John Gates (Principal Recreation Manager) responded that the City compiled allocation information from the 2008-09 season and assumptions were made that not all organizations utilized fields for the entire 26-weeks of the allocation period. He noted that the current allocation assumption was based on total number of hours that are allocated to an organization and figures were based on a fiill 26-weeks of use, which turned out to be a large number. Mr. Gates explained that City staff met with the YSC President's committee, and that an Lmderstanding was reached that not all groups were utilizing the fields for the 26-weeks allocation period, an assumption was made that about 70% use is an average (there are groups that use the fields the 14-33 whole 26-weeks). IV1r. Gates also pointed out that it was clear that there are more city fields being used by the YSC now than 2 t/z years ago. Additionally, there has been a s ao-nificant increase in teams registered (last year there were 705 teams, this year there are 751 teams registered). Chair Buddingh responded how field use is txaclzed. Mr. Gates responded that the groups requesting fields, would have to make a guesstimate of use, however, travel teams wouldn't know their field needs and staff would need to work through the process and make adjustments accordingly. Mr. Gates also noted that lighting surcliarge/fees was not included in fees. Commissioner Garza noted that he had a hard tune agreeing with assumptions on page 1 of the handout and feels that assumptions of field usage axe overstated. It should be noted that teams also utilize school fields and the YSC have not added additional members. Mr. Art Torres, YSC President responded that although additional members have not joined the YSC, there a lot more teams using fields. Discussion held on fees, field usage, and prop 26. d. Feedbaclc from Youth Sports Council regarding Master Fee Schedule - Mr. Art Torres (YSC President) shared that he sent an e-mail to YSC groups/members and informed them that the City Council rescinded the fee increase at the council meeting on July 12, 2011. He also noted that the fees were rescinded with the caveat that the YSC would work closely with city staff to close a $375,000 shortfall required. to keep the fields from falling in disrepair. He explained that the effects of not keeping fields from falling into disrepair could adversely impact members who depend on city fields to run programs. Additionally, he explained that the Presidents Committee requested that each member confer with his or her boards and submit any solutions that could and/or would improve the fees the organization would face. Discussion held on YSC members having exclusive use of a field for the entire allocation period therefore, they could take ownership and keep it good playing condition. Pros and cons of this idea were discussed. 3. c. Park Naming Competition, Park and recreation Commission name suggestions short listing - Ms. Mary Radley (Landscape Architect) briefed the commission regarding the proposed 3.9-acre public neighborhood park site on Fourth Avenue at Orange Avenue. She recommended that the Commission select 5-names from the short-list provided for residents to vote for the name they like the best. MSC Chambers/Garza (Vote 6-0-0-0) to approve the park name suggestions for the short list and place on the City's website for community input (Bienvenidos Family Park, Knowledge Park, Old Farm Park, Orange Park, Unity Power Park and El Paraiso Park) 5. Unfinished Business -None 6. New Business -None 14-34 7. Written Communications -Elizabeth Scott's resignation letter was re-ad by Mr. Buck Martin as requested by Commissioner Scott's e-mail to the Recreation Department. 8. Staff Comments - a. Recreation (Buck Martin) -The monthly report was briefly reviewed. Mr. Martin also shared that one of the challenges, as previously spoke at other commission meetings is to find funding for operation of recreation facilities 5-days per week. b. Public Works - Mr. Hopkins reported drat Council approved $50K for the ranger program and that his department was directed by Council to report back in November on how volunteers could be utilized for the park ranger program; his department has received numerous complaints about gazebo conditions and as a result, a lot of refunds have been issued (10% of revenue). Recreation Centers have solar panels installed. 9. Commissioner Comments - Commissioner Garza inquired if any further discussion/requests had been made by Council to merge Library and Recreation Departments, and also asked about the date of the Council Workshop in tlugust. Mr. Martin responded that he was unaware of any requests for merger of both departments, and noted that the Council Workshop is schedL~led on Thursday October 6 @ 4:00 pm. Commissioner Cien-Mayer asked if once economy improves would YSC fees be decreased. Mr. Hopkins (Director of Public Works) responded that the City is currently developing a Recovery Plan on how monies would be utilized once the economy improves, Chair Buddingh inquured about the KOA site off of North 2"`' Avenue, and noted that this is a great site to hold dog shows. Mr. Martin responded that the challenge to dais area is access and that there are no PAD tees. 10. Other -None Adjournment at 9:00 p.m. to the regularly scheduled meeting of September 15, 2011 Submitted:'~it2anyarrita (ca 14-35 City of Chula Vista Parks and Recreation Commission SPECIAL MEETING Minutes Thursday - 6:30 p.m. Public Services Building - 300 B 129 Meeting called to order by Chair Jan Buddingh at 6:30 pm. Staff Present: Buck Martin, Director of Recreation Brian Cox, Principal Recreation Manager Daniel Schreck, Parks Manager Attachment D January 25, 2012 276 4rh Avenue Guests: Jennifer Santander, Council Aide, Office of Councilmember Pamela Bensoussan 1. Roll Call/Motion to Excuse Members Present: Chair Buddingh, Commissioner Vogel, Commissioner Chambers, Commissioner Garza, Commissioner Cien-Mayer Members Absent: Commissioner Gerace MSC Vogel/Chambers (5-0-0-1) approve absence of Commissioners Gerace from tonight's meeting. Chair Buddingh announced that Commissioner John Serrano resigned from the Commission effective January 25, 2012. The Mayor~Council offices have already been notified of the resignation. 2. Oral Communications - None 3. ACTION ITEMS a. Approval of Minutes of November 17, 2011 -MSC Cien-Mayer/Chambers (Vote 5-0-0-1 with Gerace absent) to approve meeting minutes of November l7, 2011 b. Approval of becoming a partner for Playful City USA -Chula Vista - Ms. Jennifer Santander, Council Aide to Councilmember Benssousan presented information regarding Playful City USA and shared that by becoming a Playful City partner, the City would have access to numerous grants that could be used for parks, recreation, and facilities in the City, in addition be recognized statewide and nationally. The City of Chula Vista Parks and Recreation are promoted and mapped nationally as well. Ms. Santander shared that she would write the grant on behalf of the City, and that being a Playful City partner is a year-to-year commitment. 14-36 Commissioner Vogel shared that if grants are available, then those should be used to replenish the City's Park Ranger Program, recreation programs, and park maintenance. Mr. Schrek shared that he has concerns about the Playful City USA signs and their maintenance, because currently, the budget for Public Works maintenance is non existent. Commissioner Garza asked if the City or Recreation and Public Works had to match funds, or provide capital to become a Playful City partner and~or apply for grants. Ms. Santander responded that to become a Playful City partner, no capital outlay was required, and that the only requirement was Parks and Recreation Commission approval. Once the City becomes a Playful City partner, then grant research is conducted for various needs in the Parks and Recreation Departments, such as park ranger program, etc. and if it appears that the grants are not useful for the City, then the City has the option to opt out. Commissioner Garza asked if the existing cities that are Playful City partners had been contacted, and he suggested that they be contacted for assessment purposes. Chair Buddingh shared that it appears that the only issue with becoming a Playful City partner is the installation of their signs and the maintenance of the signs. MSC Vogel/Garza (5-0-0-1 Gerace absent) to approve becoming a partner for Playful City USA Approval of Report on the Chula Vista Recreation Department Strategic Plan FY 2012-2017 - Mr. Brian Cox (Principal Recreation Manager) provided an update of the Recreation Department Strategic Plan to the Goals, Objectives, and Action Statements as requested by the Commission. The Strategic Plan is on the City Council Agenda of February 14, 2012 and is being sent to them on Thursday January 26 for review. MSC Chambers/Glen-Mayer (Vote 5-0-0-1 with Gerace absent) to approve the report on the Chula Vista Recreation Department Strategic Plan FY 2012-2017. 4. Update -Recreation Department Budget: -Nothing new to report 5. Unfinished Business -None 6. New Business -None 7. Written Communications -None 8. Staff Comments - Recreation (Buck Martin) - Mr. Martin (Recreation Director) shared that he has been conducting research on bringing back the Therapeutics program. He noted that there are federal grants available for adaptive program, and hopes to have additional information at the next meeting. Public Works (Richard Hopkins) -Nothing new to report 14-37 9. Commissioner Comments - Commissioner Garza asked about the status of the YSC Maintenance fee and requested that a YSC representative attend the March 15, 2012 Parks and Recreation Commission meeting. 10. Other -None MSC Vogel~Garza (Vote 5-0-0-1 Gerace absent) to adjourn meeting at 7:00 pm. to March 15, 201 2 Parks and Recreation Commission Meeting. Submitted: ~fta CeE~~o 14-38 w w U H a . ,.., bA ~ ~ ~ ~ ~ ~ ~-, ~? O • ~, N ~ N ~ ~ ,-~ O ~ ~ .,--~ v~ c~3 N ~ ~ ~ Q O .~ c~3 }' N ~ ~ ~ U .O ~--~ ~--> C/] ~~ ~--1 C~ ~~ O -~ H z 0 v w H x ~ ,~ ^. ~ .Q ~ ~ o c ~ ~ '~ ~ " ~ ~ ~ or ~° ~ , .v.~ ~ N ~ ~ v ~ , ~,~ ~ ~ O *' ~- 3~ •~~ ~~ w 3 V RS N ~ ~ ~ ~ N O ^ " ~ .~ v~ w U N O O ~ Yr "d cd v p. 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Q ~ ~ ~ o . . o•~ ~ ~•~ o ~ ~ 3 o -d ~ p ~ ~ ~ o Z . o o ~ ~ ~ ~- ~ ~ ~. ~ o °o o ~' o ~ ~ ~ ~ ~ ~ ~ ~ a~ ~ ~ ~ '~ ~ ~ ~ b "i '~ ~ v o ~ ~ ° ~ '~ o ~ ~ ~ ~ .N ~ o ,~ o c ~ ~ ~ ~ o ~ o ~ ° on ° o, ~ o +, ~ o ~ ~ ,~ °. a~ o ~ o G ~ vz vii .~ .~ 'C ~ C~ vi L ~' '~ ~ ~ ~ N ~ ~ ~ ~ ~ ~ ° ~ ~' ~ °' o ~ ~ ° ~ e ~ aoi i '~ o ~ . a~ ~ ~ ~ o . ~ o o ~ 'd U b o ~, o ~ ~ ° ~ ~ '~ cd ~ M cd ~ U ~t cd ~ v 14-52 b ~ ; •~ ~ ~ ~ ~ ~ ~ '~ o ~ ~' ~ `~ ~ ~ ~ ~ ~ '~ ~ ~' .~ ~ ~ O c~ ~ ~ ~' ~ ~ ~ r. O ~ ~ ~ ~ U ~ ~ ~ ~ ~ ~ ~ "~ N ~ y oU A +-' O ~ 9 .-. O O y ~ ~-. •~ O . ~ cn ~ ~ c/~ ~ ~ ~, RS ~ ~ •U ~ +~ ~+ ~ . ~ . ,-~ ~ ~ ~ ~ ~ ~ O ~ ~ rn O ~+' ~ ~ ~ ~ ~ ~ ~ ~ h U ~ ~ ~ ~ ~ ~ Q .. 'd ~, a p ~ ~ rUii ~ ~ ~ ~ ~ r.-~ ~ ~ ~ cat '~ O d 4~ c ~ bA O ~ ~ ~~+ ~ dq O ~ U ~ ~ W ~ U ~ o ~ ~ O U c° O U ~ ~, a U b v'~ cd .~ 14-53 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING THE REPORT AND APPROVING THE CHULA VISTA RECREATION DEPARTMENT STRATEGIC PLAN FY2012-2017 WHAS, the City of Chula Vista Recreation Department began an update of its FY2003-2008 ategic plan in September 2010; and WHEREA the City of Chula Vista Recreation Department conducted a survey of community represe tives and City staff to get input on the strategic plan update; and WHEREAS, hers of the public also participated in the strategic plan update by completing an on-lines ey; and WHEREAS, the C of Chula Vista Parks and Recreation Commission unanimously endorsed the proposed Recre 'on Department Strategic Plan FY2012-2017; and WHEREAS, the City of ula Recreation Department prepared a drafr strategic plan for FY2012-2017, based on the previ update and input received; and WHEREAS, the Recreation artment Strategic Plan FY2012-2017 is intended to be a statement of the Recreation Departmen mission, goals, and objectives, which the Department will strive to implement within the next a years, dependent on the availability of funding and other resources. NOW, THEREFORE, BE IT RESOL Vista accepts the report and approving the Rec. Presented by: that the City Council of the City of Chula i Department Strategic Plan FY2012-2017. Buck Martin, Gler Director of Recreation Department J\City as to form by: ~~ y-~y ~C.I~'1Sed 2/28(1 Z RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING THE REPORT ON THE CHULA VISTA RECREATION DEPARTMENT STRATEGIC PLAN FY2012-2017 WHEREAS, the City of Chula Vista Recreation Department began an update of its FY2003-2008 strategic plan in September 2010; and WHEREAS, the City of Chula Vista Recreation Department conducted a survey of community representatives and City staff to get input on the strategic plan update; and WHEREAS, members of the public also participated in the strategic plan update by completing an on-line survey; and WHEREAS, the City of Chula Vista Parks and Recreation Commission unanimously endorsed the proposed Recreation Department Strategic Plan FY2012-2017; and WHEREAS, the City of Chula Recreation Department prepared a drafr strategic plan for FY2012-2017, based on the previous update and input received; and WHEREAS, the Recreation Department Strategic Plan FY2012-2017 is intended to be a statement of the Recreation Department's mission, goals, and objectives, which the Department will strive to implement within the next five years, dependent on the availability of funding and other resources. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista accepts the report on the Chula Vista Recreation Department Strategic Plan FY2012-2017. Presented by: Buck Martin, Director of Recreation Department Approved as to form by: