HomeMy WebLinkAbout2013/03/26 Additional Information~°~ ~~II/
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' CHUTAVISTA '
INFORMATION MEMORANDUM
DATE: March 25, 2013
TO: Jim Sandoval, City Manager
FROM: Kristi McClure, Assistant Director of Recreation !(, Vim.
VIA: Betty Waznis, Director of Library and Recreation ~.._, a
SUBJECT: RECREATION DEPARTMENT ~~"
Library and Recreation Collaborations
Implemented
• "Empower Hour" Mobile Rec and Roll program. will be going to the South Library
as a program site designation. Once Orange Park is developed the program will
continue to stay at the site...
• Joint promotion of intersession snack and lunch programs available.
• Books are provided at Recreation Centers while parents and follow siblings are
waiting for class and program participants.
• Continue to .provide ..information tables at Health Fairs (such as Otay Ranch
Center) and other community events to promote .Library and Recreation
programs and services.
• Summer camp session offered by library
• Hosted a joint Library and Recreation staff programming brainstorm meeting.
Future
• Promote programs and services for both departments at site locations. .
• Advertise offerings in joint press releases to the public
• Have presentations at the Library for the public to sign up for Recreation classes
• Offer the public the opportunity to sign up for Library Cards at Recreation
Community Centers.
• Wellness Fair Collaboration Event with the Chula Vista Animal Care Facility,
Library and Recreation Departments
Improved and Enhanced Recreation Programs
• The City of Chula Vista received a "Creating Community Award of Excellence"
from the California Park and Recreation Society (CPRS) for its Water Awareness
in Residential Neighborhoods (WARN) program.
• Received notification that a contribution in the amount of $55,000 has been
approved by Kaiser Foundation Hospitals, Southern California Region for the
benefit of the Chula Vista's Elementary Learn to Swim Program FY 2013-14.
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Successfully developed and implemented a Request for Proposal for Program
Services, to solicit outside businesses, organizations, and individuals interested
in providing recreational programming at recreation facilities during low-use time
periods. Two are now teaching as independent contractors (Ecl Roeder-art
classes and Nick Thadani-Bricks4Kidz) and the third is being put on a contract to
offer intersession camps called "My Village".
Secured SeaWorld Aquatica as the title sponsor for the Community Fun Run
2013.
• Worked with the City Attorney's office to update the department's agreement for
use of city facilities (i.e. Chula Vista Aquatic Club) to ensure proper controls,
policies, and risk management are in place.
• Coordinated with Reai Property Manager a License and Facility Oversight
Agreement between the City and Diamond Sales and Consulting (Kim Fleeson)
for use concessions at Mt. San Miguel Park.
• Coordinating with United.States Coast Guard Auxiliary Flotilla to bring their free
educational programs (recreational boating safety, digital radio operation,
protecting our Marine Environment, etc.) to the Chula Vista community. -
• Redefined the "Empower Hour" Program with the Rec and Roll vehicle to start
programming at South Library (continue once Orange Park is built), Haborside
Park,. and Tiffany Park. The "Empower Hour" will be on site for Health Fairs, Egg
Hunt, Day of the Child, and Community Fun Run to help promote Recreation
Department programs and services.
• Promoting Walkable. Communities -Working with Kathleen Ferrier from Walk
San Diego, to create walking groups out of Norman Park Center, Veterans Park
and Center and Heritage Center for people of all ages.
• State Assemblymember Ben Hueso, American Red Cross Education 'Manager
Ricardo .Moran. and Citizen Voice .President Gary Dietrich hosted an Emergency
Preparedness Community Fair at Norman Park Center in October.
Structural Changes
• Updated Key Function Service Levels for the Recreation Department - to include
the four key functions of the department to provide a management assessment of
the current levels of service are Recreation Programs and Services, Operations,
Customer Service, and Resource Management. These key functions establish
what constitutes a quality experience, operational and cost recovery goals,
marketing and communications standards for users to access programs and
" services.
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• Department Staff -meet one on one with all full time staff, to get to know the
- team, their roll and position in the department, what are the most difficult parts of
their job, best parts, what goals and objectives they would like to obtain for the
coming year and what someone in my position could help them succeed.
o Main concerns were lack of communication and technology resources
available to the department.
• Site Visitations -toured all department facilities to see firsthand operations,
equipment needs and develop a list of critical needs for the FY 2013-14 budget
process.
• Budget
o Program budget sheets were developed. by all full time staff for each
program area and service provided by the department by January 18,
2013.
o Incorporated within program budget sheets were replacement and
material items and fees (to maintain needs of programs and services).
• Fees
o Enforced .policy that waiver of fees can only be approved by the City
Manager.
o Assisted the Finance Department with the NBS -Local Government
Solutions Fee Study.
Fiscal Management -the Recreation Department uses fees and charges as a
revenue source to supplement general fund appropriations. The department
does not currently have a mandated cost recovery (the range is anywhere
between 30%-70%) or specific percentages per recreation programs and
services. Fees and charges involve updating the City's master fee schedule ahd
policies in place. The best course would be for the department is to have a
needs analysis done to factually determine current status of cost recovery, core
services and revenue sources. This has become a key trend in the recreation
profession and municipal agencies in an effort to improve and enhance services
and overall effectiveness for departments. With results:
o Create a core service, resource allocation and pricing strategy. In order
for the department to maintain cost recovery/subsidy levels that are
appropriate based on our community's characteristics, values, and
available funding.
o Develop a pricing methodology policy, so that staff understands the
philosophy behind it and how to communicate the price to the users.
o A full cost of accounting is created. for each class or program that
accurately calculates direct and indirect costs, and cost recovery goals are
established once the pricing methodology is in place.
• Policies and Procedures -Many department forms and applications are out dated
or underutilized. There is a strong need to update operational procedures and
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guidelines to help facilitate the implementation of policies, how something is to be
done, when, and by whom. Review of current cooperative ,programming
Memoranda of Understanding (MOU), Memoranda of Agreement (MOA),
partnering, or outsourcing. The goal is for the department to be united and
communicating the same message to the community, it-needs to have .policies
and procedures in place that are consistent.
• Information/Technology - to provide better communication tools for the
department (computers, registration and facility rental booking software system)..
The department is currently booking facility rentals in three different applications,
outdated RecWare Safari, Field Rental application and for Aquatic facility rentals
using an excel spreadsheet. The department is implementing a software
upgrade which will be a valuable tool for both internal and external customers.
The entire full time staff of the department will participate in a two week training
to upgrade our current software system Recware/Safari with ActiveiVet
registration. In addition, ITS is working with the department on computer
software upgrades so the entire department is all on the same version of
windows: The software. upgrade and computer .upgrades are all taking place
within the department's current allocated budget amounts.
o RecWare/Safari Registration Upgrade to ActiveNet -traihing dates set for
the weeks of March 25th and April 19th from gam-5pm.
• Provision of 'safe, adequate, and appropriate recreational equipment -with
current full time salary savings by the department, we have been able to replace
equipment and supplies which have not been replaced for a number of years due
to budget restraints.
Other City Department Collaborations
Development Services Department
o Provided updated information for the Parks and Recreation Questionnaire
for the Growth. Management Oversight Commission (GMOC)
o Otay Valley Regional Park (OVRP)
o Healthy Communities Initiative and Policy
o Working on parking meters at Norman Park Center (to increase the 2 hour
limit to 4 hours or the possibility of giving parking permits to seniors).
Finance Department
o Assisted the Finance Department with the NBS -Local Government
Solutions Fee Study. Shared the developed Master Fee Schedule from
Sierra Madre of Recreation, Excursions, Special Event and Swim Fees to
help allocate full cost of implementing an individual program or event.
' o Provided Quarterly Recreation Department Projections.
o Submitted Recreation Department Budget Memo FY 2013-14
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• Fire Department
o Coordinated the use of similar vendors/contractors for services (i.e. supply
of fitness equipment and maintenance of fitness equipment).
o Collaboration of the WARN (Water Awareness in Residential
Neighborhoods): Drowning Prevention Program
o Participating in Annual Egg Hunt Event with promotion of Recreation
Department programs and services with "Empower Hour" onsite.
o "April Pools Day" event with free swim lessons and family safety training.
o Emergency Operations Center (EOC) -Recreation Department is in
charge of Care & Shelter Coordination
• Humarr Resources Department
o Coordinating a training to review the insurance liability certificates and
endorsement requirements for facility rentals and events.
o Customer Service Trainings
o Recruitments
o Safety Committee
o Submitted a Position Inventory Questionnaire Recreation Supervisor II
position for Adult Athletics\Sports, Tournaments and. Mobile Recreation to
a Recreation Supervisor III.
o Submitted a change of position allocation to reallocate Recreation
Supervisor III to a Senior Recreation Manager position. This position has
been responsible for overseeing Parkway Center/Gym, Woman's Club,
Memorial Bowl, Norman Park Center, department's registration software
system and website, special interest classes and programs. The request
for change is based on the fact this position had been receiving a pay
differential of 15% for the last 2 '/z years.
• Multiple City Departments Working Together
o City Strategic Plan & Continuous Improvement Process
o Solid Waste 1n Parks and Private Property
o AB 5, Homeless Persons Bill of Rights (proposed)
o Special Events Process
• Office of Communications
o Submittal of the Recreation Department's marketing materials through The
Community Connection.
o Press Releases to increase promotion of Recreation Department's
programs and services.
o Development of a new logo for the Community Fun Run 2013.
o .Coordination of Special Events applications and requests.
• Police Department
d Attended a Ride A Long on Friday Night to get to know the community and
the Police Department's operations.
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o Worked with the Police Department/Confiscated Property to submit a list
of facility and program needs for Recreation Centers.
o Coordinated a report requested by the Parks arid Recreation Commission
of citizen initiated calls to the CVPD for park disturbances.
o Coordinating a training opportunity for Recreation Department staff on
reporting incident reports and the importance of communication among
the departments.
o Member of the Police Activities League (PAL)
• Public Works Department
o Coordinate monthly meetings between Public Works and Recreation
Departments
Parks and Recreation Commission Meetings
Youth Sports Council field allocations and programming of field
sites and maintenance requirements.
• Coordination on Dog Show Permits.
• Review of Joint Use Agreements for school and park sites (SUHSD
Chula.Vista Community Park and Eastlake High School and
Rancho DeI Rey Middle Schooland Voyager Neighborhood Park)
o Participated as a team member of RFP Orange-Park selection and
interview committee.
o Recreation Department staff developed a critical needs list for recreation
` centers/facilities to address safety concerns and maintenance needs
o Recreation Department staff included the needs of both City Aquatic
Facilities to the Citywide Critical needs list.
o Coordinated with the department the opportunity for KaBOOM Playground
grant application which was submitted for Hilltop Park.
o Participate as a member of the Master Planning Our Parks
Community InvolvementlCollaborative Programs
• Parks and Recreation Commission
o Scheduled meetings to meefwith Commissioners two at a time to review
the Parks and Recreation Departments.
o Developing a yearly calendar to review programs and services with the
commission.
• Friends of Chula Vista Parks and Recreation
o Created a written memo report for any and all requests for funding by the
department.
o The Assistant Director is liaison to the Friends but does not hold a position
on the board.
o Community Fun Run -May 13, 2013
• The Recreation Department has used this event as an opportunity
to work as a team to develop sponsorships, vendors and exposure
to the department to raise money for programs and services.
• The Recreation Department has secured sponsorships in the
amount of $6,000 so far.
• Otay Valley Regional Park, (OVRP) and Executive Management Team (EMT)
representation, meetings and collaborations with City of San Diego and San
Diego County.
• .Youth Sports Council (YSC)
• Chula Vista Sports Alliance (CVSA) -Working with Terry Davis, Southwestern
College, Tracy Lamb, OTC and Bill McLaughlin SUHSD
• San Diego Sports Alliance (SDSP) -Working with Drew Moset
• Regional Directors Meeting
• Chula Vista Community Collaborative -Working with Margarita Holguin
• Healthy Communities South Region -Working with Elena Quintanar
• Safe Routes to School -Working with Kristin Houkom, Melissa Minas and Frank
Rivera
• Chula Vista Promise Neighborhood -Working with Xavier Martinez
• Incorporafe community outreach meetings at recreation center site locations that
provide critical programming hours youth to keep the public informed, involved,
generate understanding and agreement on problems and to overall enhance the-
successful implementation of youth programs.
• Continue to work closely with youth non-profit organizations to coordinate the use
of facilities, parks and. fields providing support of local organizations.
• Provide City wide special events to promote community pride, build family unity
and provide a safe environment for the community (events currently working.oh
include Egg Hunt and Community Fun Run).
• American Red Cross San Diego/Imperial Counties Chapter
o Shelter Training for Recreation Department employees
o Senior CDE (Community Disaster Education) presentation and Radio
Distribution
• Chula Vista Elementary School District
o Served as a judge for the Districtwide Speech Contest: Grade 6 - "As you
prepare for middle school, should you have to adhere to a Wellness
Policy? Why or why not?" and Middle School Grades - "To build a healthy
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community, what actions would you initiate to change policy and/or the
environment?"
o CVESD's Mueller Charter School -unique public-public partnership for
Mueller's Civic Leadership Academy, consisting of 90 eight graders, is
housed at Parkway Community Center.
o CVESD Wellness Committee
• Sweetwater Union High School -Participated in Mock Interviews for High School
Students.
Special Studies/Projects/Reports
• Rewrote the definition for the City of Chula Vista's .Feasibility Study to determine
the viability of a 100-arce park site as amulti-purpose Sports Park Complex
venue. The Feasibility Study will include a (1) Market Analysis (2) Project
Planning/Development (3) Financial Analysis (4) Revenue Potential (5}
Community Input and (6) Recommendations and Next Steps.
• Staff liaison to the request for extension of Operating Agreement between the
City and the Living Coast Discovery Center.
• Review the .possibilities of Remote Bingo at Norman Park Center.
• Develop department matrix to ensure staff understand their areas of
responsibility and accountability as well as become knowledgeable of the
services that the Recreation Department offers to the public.
Implement field allocations to our computerized facility management system
within the upgraded registration system ActiveNet.
• Develop annual outreach programs at Heritage Center, Loma Verde Center,
Montevalle Center, Otay Center, Salt Creek Community Center, Parkway Center,
and Veterans Park & Cehter site locations to promote Recreation Department
programs and services.
• Continue to develop partnerships with the school districts and local non-profit
organizations to coordinate collaborative programs and delivery of services
provided to the community.
• Continue to maintain and operate Otay Valley Regional Park working with partner
agencies in the Authority (City of San Diego and San Diego County).
Core Services, Resource Allocation and Pricing Strategies for the department I
o Create a core service, resource allocation and pricing strategy. In
order for the department to maintain cost recovery/subsidy levels
that are appropriate based on our community's characteristics,
values, and available funding.
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o Develop a pricing methodology policy, so that staff understands the
philosophy behind it and how to communicate the price to the
users.
o A full cost of accounting is created for each class or program that
accurately calculates direct and indirect costs, and cost. recovery
goals are established once the pricing methodology is in place.
• Contractual Instructor Handbook (rules, regulations, contract splits, and
agreements).
• Review of all Recreation Department Policies and Procedures for Facility
Permits.
• .Update Recreation Department Website Pages
Grants and Revenues
• The department is maximizing its potential to develop creative ways as the new
normal by being proactive seeking new grants to offset general fund expenses.
• Evaluating current programs and classes being offered to assist in offsetting
operating and program costs.
• SDG&E Local Government Partnership, $71,724, for the "Empower Hour" Mobile
Rec and Roll
• Kaiser Foundation Hospitals, Southern California Region, $55,000 for the benefit
of the Chula Vista's Elementary Learn to Swim Program
• Chula Vista's Performing and Visual Arts Grant 2013 -Submitted for Veterans
Park and Recreation Center, $2,300 for an Art Mural in the Tiny Tots Room
• Community Development Block Grant application submitted for Norman Park
Center, $37,500, the status is $30,000 for review on May 7'h. The remaining
$7,500 needed will be requested by department staff from the Norman Park
Educational Foundation.
• Community Development Block Grant application submitted for Therapeutic
Recreation, $31,500, the status is $20,000 for review on May 7~h
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