CC 2017-11-14_12a PP Reorganization of Recreation ServicesConsideration to Approve the Reorganization of the Recreation Services Department
November 14, 2017
The Recreation Services Department is a full-service department which offers a wide range of activities and services including:
Coordination and refereeing of Adult Sports;
Youth wrestling and specialty sport classes for youth;
Child care for over 350 participants per school year;
Summer camp to over 450 participants;
Special events that serve over 8,000 participants annually;
Facility and park rentals including the Woman’s Club and Soto Sports Complex;
Special Interest Classes and Camps for all ages; and
City-wide Volunteer Program.
Background
Mel from Senior Fitness turns 93!
The recent retirement of the previous Recreation Director has given staff the opportunity to analyze:
The current demand and services provided;
New ways to organize the work of the department for efficiency and service to the community;
The management of staff responsibilities, workloads, and longevity.
Recreation Element Survey Results
The Recreation Element Survey Results have not yet been tallied; however this reorganization is being proposed to solve general organizational deficiencies that are critical to address
in the short term:
Recreation Services provides programs and services that are complex and enhance the well-being of citizens, provide safety and education for children, and offer opportunities for community
for adults and seniors; and
It could be argued that the Recreation Services Department staff are currently working beyond their capacity and we have concerns that at least one staff may be working out of classification.
Recommendations
Reclassify the F/T Recreation Coordinator to Supervisor;
Authorize the replacement of the part-time Administrative Secretary with a full time Administrative Secretary;
Adopt a Resolution establishing the job descriptions and salary ranges for the proposed part-time Recreation I/II and Facilities and Program Coordinator positions, and amend the Part-Time
Employees Salary Schedule; and
Authorize the replacement of the part-time Office Assistant I/II with a part-time Recreation Assistant I/II position, and authorize the replacement of the part-time Volunteer and Program
Coordinator with a part-time Facilities and Program Coordinator position.
Fiscal Impact of Proposed Reorganization
F/T Administrative Secretary: $83,000
Recreation Supervisor: $4,500
Cost: $87,500
Funding for current P/T Admin Secretary: $31,000
Savings with P/T Facilities & Program Coor $10,500
Total cost: $46,000
1. Reclassify the F/T Recreation Coordinator to Supervisor
The responsibilities for the F/T Recreation Coordinator have changed;
This position is responsible for budgeting, program and staff evaluations, and planning and organizing special events;
To eliminate duplicity, a single division for child care is recommended. By establishing this division, policies and processes would be aligned, transitions for youth between programs
would be simplified, and quality programming for children would be the sole focus.
2. Authorize the Replacement of the P/T Administrative Secretary with a F/T Administrative Secretary
This critical position used to be full time; was reduced to 25 hours per week in 2009 in response to fiscal circumstances;
Significant turn-over in this position has occurred, and consistency of internal functions, customer service, and retention of knowledge has been lost;
This position is the ‘face’ of the department, serves the Parks and Recreation Commission, manages the Recreation Services Department’s website, produces the tri-annual Activity Guide,
and operates in sync with other departments.
3. Adopt Resolution for Job Descriptions and Salary Ranges
Adopt the Resolution for the job descriptions of the proposed part-time Recreation Assistant I/II and part-time Facilities and Program Coordinator, and amend the Part-Time Employees
Salary Schedule to reflect these changes.
4.a. Authorize the Replacement of Office Assistant with Recreation Assistant
The replacement of the part-time Office Assistant I/II title and assigned duties with the part-time Recreation Assistant I/II allows for this position to assist with the dynamic programs
and activities that are produced within the Recreation Services Department. The core change was the addition of the following essential function to the part-time Recreation Assistant’s
job description:
Provide leadership and assistance in child care recreation programs as scheduled; communicate with recreation participants as directed; assist with sports league management as assigned;
assist with planning, implementation and overseeing of special events, classes and facility rentals; attend staff meetings; perform related duties as assigned.
4.b. Authorize the Replacement of the Volunteer and Program Coordinator with Facilities and Program Coordinator
The part-time Volunteer and Program Coordinator position was recently vacated;
An analysis of facilities and classes has exposed the need for consistency with scheduling, marketing of the facilities, and streamlined communication with user groups and instructors;
The proposed change in job description would allow for this position to focus on revenue generation through facility rentals and classes;
Current Structure
Proposed Organizational Structure
Goals: Efficiency & Quality
With the changes in job classification, descriptions, and functions, the efficiency of internal and external processes within the Recreation Services Department, programs can attain
higher levels revenue, customer service, and satisfaction.
Questions?