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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Linn Livingston
Subject: PARKS, RECREATION &
COMMUNITY SERVICES
DEPARTMENTREORGAN~TION
Dept:
Human Resources
Date: October 20, 2008
MICC Meeting Date: Nov 3, 2008
Synopsis of Previous Council Action:
On July 18, 2005, the Mayor and Common Council approved the implementation of the
proposed Parks, Recreation & Community Services reorganization.
Recommended Motion:
1. Reclassify one (1) Community Services Center Supervisor, Range 2420, $3,606-$4,383
per month to Community Recreation Program Supervisor, Range 2450, $4,188-$5,091
per month.
2. Delete one (1) Community Recreation Program Coordinator, Range 1350, $2,543-
$3,092 per month.
3. Transfer $20,800 from account number 134-462-5011 (full time salary) to 134-462-5014
(part-time salary).
4. Authorize Human Resources Department to update Resolution numbers 6412 and 97-
244 to reflect these actions.
5. Authorize Director of Finance to amend the FY 2008-09 Budget to reflect these actions.
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Contact person:
Kevin Hawkins
Phone:
384-5030
Supporting data attached: Yes
Ward:
FUNDING REQUIREMENTS: Amount:
No net cost
Source: (Acct. No.)
134-462-50XX:
(Acct. Description)
Salarv and Benefits
Finance:
Council Notes:
Agenda Item No..J '5"
". ~. 09
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
The reorganization of the Parks, Recreation and Community Services Department to
improve operational efficiency.
Backaround:
It has been over three years since the Mayor and Common Council approved a
Department reorganization that primarily addressed staffing within the Parks,
Recreation and Administrative Divisions. The result of that plan also included
streamlining management staff to achieve some minimal cost savings. Since that time,
the management structure of the Department has been under increasing strain due to
increased demands on Recreation Services. As a result, the Director has developed a
new management-staffing plan that provides more direct oversight, especially in the
community center and Soccer Complex areas, while providing a sustainable
management structure for future growth.
Recently, a new Soccer Complex Manager with unique skill sets was hired to provide
management oversight of the Soccer Complex, as well as three community centers.
The Soccer Complex has been the City's premier sports venue for over 15 years and
our community centers represent the future of our community. Given their importance, it
is incumbent to provide adequate support staffing for the Soccer Complex Manager.
Discussion:
The primary request in this plan is to reoraanize the department's staffina in the soccer
and ceneral funds (or addition by subtraction) as follows:
Reclassify one (1) vacant Communitv Services Center Supervisor and delete one (1)
vacant Recreation Proaram Coordinator to create one (1) Communitv Recreation
Proaram Supervisor.
We are recommending the reclassification of one (1) vacant Community Services
Center Supervisor position in the General Fund to a Community Recreation Program
Supervisor in the Soccer Fund to better reflect other reallocation of duties in the
Recreation Division, ranging from sports programming to community center operations.
According to the departmental director, historically, the Community Recreation Program
Coordinator position fell short of assigned programming goals and the department is
better served by consolidating the position with the Community Service Center
Supervisor to create a quality Community Recreation Program Supervisor.
This past year, the Parks, Recreation and Community Services Department has
successfully held over 100 soccer tournaments, generating sufficient revenue to cover
all operating costs. The new Community Recreation Program Supervisor will ensure
operations are maximized as the Soccer Complex Manger expands his role in three of
the city's community centers.
The Department seeks to accomplish this through a reallocation of funding, resulting in
additional part time dollars for support personnel at the soccer complex. The
Department has indicated that a well qualified Community Recreation Program
Supervisor, with adequate part time personnel, will be able to streamline decision-
making and react to issues that require soccer field coordination-which will address
feedback provided by user groups of the Soccer Complex.
Financiallmoact:
Reclassify one (1) Community Service Center Supervisor (general fund) to Community
Recreation Program Supervisor (soccer fund):
CURRENT PROPOSED
Position GF Soccer Fund GF Socc:erFund
Soccer Manager 0 $ 87,600.00 $ 61,500.00 $ 26,100.00
Addrtional Part-Time 0 0 0 $ 20.800.00
Community Recreation Proo Coordinator 0 $ 44,500.00 0 0
Community Service Center Suoervisor $ 61,500.00 0 0 0
Community Recreation ProD SUDervisor 0 0 0 $ 85,200.00
Totals $ 61.500.00 $ 132,100.00 $ 61,500.00 $ 132,100.00
To better reflect actual job duties, the expanded role of the Soccer Complex Manager
(outside of the soccer fund) results in dual funding from general (70%) and soccer
(30%) funds. The net result of the proposed reclassification and the deletion of one (1)
under-utilized Community Recreation Program Coordinator (soccer fund) is
approximately $20,800 in savings.
The Parks, Recreation and Community Services Department is requesting that the
$20,800 be transferred from the full time salary account #134-462-5011 to the part-time
salary account # 134-462-5014. These part time dollars will be utilized to hire sufficient
part time staff in order to enhance service delivery at the Soccer Complex. In its totality,
this is a much improved allocation of resources. There is no net additional cost to
implement the proposed changes.
Recommendations:
1. Reclassify one (1) Community Services Center Supervisor, Range 2420, $3,606-
$4,383 per month to Community Recreation Program Supervisor, Range 2450,
$4,188-$5,091 per month.
2. Delete one (1) Community Recreation Program Coordinator, Range 1350,
$2,543-$3,092 per month.
3. Transfer $20,800 from account number 134-462-5011 (full time salary) to 134-
462-5014 (part-time salary).
4. Authorize Human Resources Department to update Resolution numbers 6412
and 97-244 to reflect these actions.
5. Authorize Director of Finance to amend the FY 2008-09 Budget to reflect these
actions.
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Class Code: 20925
MICC Date Adopted:
City of San Bernardino
Signature:
Director, Human Resources
Bargaining Unit:
CLASS SPECIFICATION
Community Recreation Program Supervisor
FLSA Status: Exempt
EEOC Job Category: Officials and Administrators
JOB SUMMARY
Under general supervision, plans, organizes, supervises, coordinates and participates in implementing and
promoting assigned recreational programs, facilities and/or special events; maintains and monitors annual
program budgets and hires, supervises and trains assigned staff and volunteers; and performs related
duties as assigned.
DISTINGUISHING CHARACTERISTICS
Community Recreation Program Supervisors are responsible for the planning and implementation of
selected programs and special events that provide service and leisure activities to the community and/or
supervise activities and operations of designated recreation and community services centers, including
senior centers. Incumbents supervise assigned staff and volunteers and are responsible for managing their
assigned programs in accordance with program/facilities budget parameters.
Community Recreation Program Supervisor is distinguished from Community Recreation Manager in that
an incumbent in the latter class is responsible for planning, directing and managing a diverse array of
multiple City-wide recreation programs, facilities and events, while the former class has duties and
responsibilities in program, facility or event areas that are smaller and more focused in scope, requiring
general and ongoing direction and guidance by the assigned manager within the line of authority in order
to fully carry out work responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to this class.
I. Plans, organizes, supervises and evaluates the work of assigned staff and volunteers; provides initial
and on-going training to staff and volunteers; develops and coordinates staff's schedules; regularly
monitors performance and provides coaching for performance improvement and development;
participates in performance planning and provides detailed input on staff performance evaluations;
maintains a positive and productive work environment.
2. Plans, coordinates, supervises, administers, oversees and promotes assigned recreation or community
services programs; establishes and implements program schedules; recruits and coordinates recreation
Community Recreation Program Supervisor
Page 1
contractors and/or volunteers to carry out applicable program components; enforces recreational
program rules and relevant City policies and procedures; monitors program effectiveness; coordinates
with outside agencies, including the school district, in program partnerships.
3. Plans, supervises, coordinates, implements, administers and promotes the activities, operations and
use of assigned full-time senior centers or other recreational/multi-functional facilities; coordinates
and schedules usage of recreation facilities; makes reservations for use of City recreational facilities
by outside parties; enforces recreational facility rules and regulations; ensures a safe, secure and clean
environment is maintained at recreation venues.
4. Plans, organizes, develops, coordinates, implements and oversees assigned City-wide special events
and fundraisers, including event scheduling, staff and volunteer assignments and recruitment and
coordination of volunteers, entertainers and others.
5. Participates in the identification, planning, development and implementation of new or modified
recreational and/or community service program components that promote and enhance the mission,
goals and objectives of the department; conducts assessment surveys, as assigned.
6. Promotes and publicizes assigned programs, centers or events to sustain or improve participation;
attends community and other meetings related to area of responsibility; makes presentations regarding
programs offered to the community; responds to requests for assistance and information from the
general public; assists in obtaining corporate and other sponsorships as appropriate to assignment;
may provide technical support and assistance to Commissions and Boards related to areas of
assignment.
7. Creates, produces and distributes a variety of publications for public distribution and information,
including flyers, newsletters, brochures, public service announcements and posters regarding
recreation activities; participates in creation and maintenance of staff and program manuals, logs and
other materials related to program/center areas of assignment; assists in development, compilation,
generation and maintenance of financial, statistical and other program reports and records; develops
and writes complete, accurate and concise written reports and correspondence.
8. Contributes to the development and administration of program, center and/or event budgetls; monitors
program revenues and expenditures; assists in development, administration and oversight of
contractls related to areas of responsibility; participates in identifying appropriate grant opportunities,
completing grant applications and administering grants in assigned areas; collects, counts, receives
and deposits cash and fees collected for assigned recreation and community center programs.
9. Assesses and participates in determining program, center and/or event equipment, supply and
materials needs; within budget guidelines and necessary management approval, purchases equipment
and supplies; distributes or supervises distribution of equipment and supplies; maintains inventory of
supplies.
Community Recreation Program Supervisor
Page 2
QUALIFICATIONS
Knowledge of:
I. Principles and practices of recreation and leisure activities.
2. Principles, methods and practices of budget development, preparation and administration.
3. City goals and policies pertaining to providing recreation activities and programs to the public
4. Basic safety issues associated with the care of participants; CPR and first-aid practices and
training.
5. Federal, state and local laws and regulations applicable to assigned areas of responsibility.
6. Methods and techniques used in customer service and public relations.
7. Principles, practices, methods and techniques in the recruitment, selection, assignment and
supervision of program volunteers.
8. Principles and practices of effective employee supervision and training.
9. City Civil Service Rules and labor contract provisions.
Ability to:
I. Plan, organize, supervise, direct, coordinate and evaluate paid and volunteer staff, activities and
operations of assigned programs, projects, events and facilities.
2. Participate in the development and administration of program goals, objectives and procedures.
3. Understand and apply administrative and departmental policies and procedures as well as
pertinent federal, state and local laws, codes and regulations.
4. Assess the effectiveness of daily program activities and operations.
5. Prepare clear, concise and comprehensive reports, correspondence and other written material;
maintain complete records.
6. Use basic office equipment, including personal computers.
7. Communicate clearly and effectively, both orally and in writing.
8. Represent the City effectively in meetings with community groups, the media and the public.
9. Deal effectively with diverse members of the community and deal with dissatisfied or abusive
persons.
10. Establish and maintain effective working relationships with participants, assigned staff, other City
and department employees, and others encountered in the course of work.
Community Recreation Program Supervisor
Page 3
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from a
four-year college or university with a major in recreation administration, physical education,
therapeutic recreation, sports management or a closely related field; and at least two years of
progressively responsible recreation program development and implementation experience; or an
equivalent combination of training and experience. At least one year of lead or supervisory
experience is desirable.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's vehicle
insurance policy.
CPR and first aid certificates obtained within six months of date of hire.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear, both in
person and by telephone; use hands to finger, handle and feel computers and standard business
equipment; and reach with hands and arms. The employee is frequently required to stand and walk;
stoop, kneel, bend or crouch; and lift up to 50 pounds.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision
and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet. The employee
frequently works in outside conditions, exposed to wet and/or humid conditions, where the noise level
may be loud.
TESTING STANDARDS
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Community Recreation Program Supervisor
Page 4
Class Code: 20504
MICC Date Adopted:
City of San Bernardino
Signature:
Director, Human Resources
Bargaining Unit:
CLASS SPECIFICATION
Community Services Center Supervisor
EEOC Job Category: Officials and Administrators
JOB SUMMARY
Under direction, supervises, coordinates and oversees the day-to-day operations and activities of assigned
Community Service Center/s; coordinates and supervises designated City-wide special events and
programs; trains, supervises and schedules part-time and seasonal staff and volunteers; and performs
related duties as assigned.
DISTINGUISHING CHARACTERISTICS
Community Services Center Supervisor coordinates and monitors the daily operations of the City's
Community Services Center/s that offers recreational, social, cultural, and community services activities
and events to all age groups and develops and implements outreach activities to support the program.
Duties and responsibilities are carried out with considerable independence within the framework of
established policies, procedures and guidelines
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to this class.
I. Plans, organizes, supervises and evaluates the work of assigned staff (part-time and seasonal) and
volunteers; provides initial and on-going training to staff and volunteers; develops and coordinates
staff's schedules; regularly monitors performance and provides coaching for performance
improvement and development; participates in performance planning and provides detailed input on
staff performance evaluations; maintains a positive and productive work environment.
2. Plans, organizes and coordinates the day-to-day activities and operations of one or more community
center/s; participates in developing, implementing and evaluating and enforces Center policies,
processes, systems and procedures; plans, coordinates and oversees facility scheduling for Center
programs and usage by multiple user groups and stakeholders; may supervise the activities and
operations of a utility payment and postal services center; purchases and maintains appropriate
inventory of budgeted supplies, materials and equipment for Center programs and operations.
3. Participates in developing, organizes, coordinates and oversees assigned Center's recreational, social,
cultural and community services programming, which may include aquatics, youth sports, summer
Community Services Center Supervisor
Page 1
youth training, food distribution programs and social service programs; evaluates programming on an
ongoing basis and recommends and implements revisions, additions or other modifications, as
appropriate.
4. Coordinates and supervises the maintenance and security of assigned facility/ies and equipment to
ensure a safe, secure and clean environment; regnlarly inspects facility/ies and equipment; identifies
maintenance and safety hazard issues; prepares work requests for maintenance and hazard repairs;
performs or oversees performance of minor daily upkeep and cleaning of facilities; secures or
oversees security of Center facility/ies and equipment.
5. Contributes to the development and administration of Center/s operations and programming budgetfs;
monitors program revenues and expenditures; participates in identitying appropriate grant
opportunities, completing grant applications and administering grants in assigned areas; collects,
counts, receives and transmits cash and fees collected for community center programs.
6. Acts as Center/City liaison, advisor and resource person; provides courteous and prompt customer
service and responds to inquiries from center patrons, City staff and others regarding Center's City-
sponsored Center services, program activities, schedules and other related matters; participates in
forming collaborations with various community agencies in the provision of Center's recreational,
social and cultural programs to meet community needs; responds to complaints and mediates disputes
among patrons, facility/park user groups and others; provides community referrals to Center program
participants, as appropriate; provides advisory support to assigned committees.
7. Develops, reviews and oversees distribution of promotional materials, flyers and program brochures;
develops and writes complete, accurate and concise reports and correspondence; oversees
maintenance and organization of Center records, files, data and other information.
8. May plan, organize, promote, coordinate, supervise and participate in activities related to City-wide,
large-scale special events.
QUALIFICATIONS
Knowledge of:
I. Functions, services, operations and activities of a community service center.
2. Recreation and leisure activity practices and techniques.
3. City goals and policies pertaining to providing recreation activities and programs to the public.
4. Federal, state and local laws, regulations and court decisions applicable to assigned areas of
responsibility .
5. City's community center/park systems, facilities and programs.
6. Office administrative and management practices and procedures.
7. Basic principles and practices of budgeting and maintenance of public records.
8. Principles and practices of sound business communication.
Community Services Center Supervisor
Page 2
9. Needs and concerns of served communities.
10. Basic marketing and public relations practices and techniques.
11. Safety issues associated with Center use; CPR and first aid methods and procedures.
12. Principles and practices of effective supervision.
] 3. City human resources policies and procedures, Civil Service Rules and labor contract provisions.
Ability to:
I. Supervise, train, schedule, coordinate and evaluate the work activities of Center staff and
volunteers.
2. Oversee and administer Community Center/s programs and services; implement and enforce
Center policies, procedures, rules and processes.
3. Develop program operation procedures and assess the effectiveness of daily program activities
and operations.
4. Maintain accurate program records; prepare clear, concise and comprehensive correspondence,
reports and other written materials.
5. Organize, set priorities and exercise sound independent judgment within areas ofresponsibility.
6. Conduct effective community outreach activities and promote participation in Center programs.
7. Work with community groups and other outside organizations to stay current with community
issues and program needs.
8. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
9. Respond tactfully, clearly, concisely and appropriately to inquiries from the public, City staff or
other agencies
] O. Communicate effectively, both orally and in writing.
I]. Establish and maintain effective working relationships with Center patrons, other City staff,
Center patrons, community agency representatives, the general public and others encountered in
the course of work.
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation with an
Associate's degree in recreation, social science or a closely related field; and three years of
progressively responsible experience in recreation, social service, human service or other community
program planning and supervision, at least one year of which was in a lead capacity; or an equivalent
combination of training and experience.
Community Services Center Supervisor
Page 3
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's vehicle
insurance policy.
CPR and first aid certificates obtained within six months of date of hire.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear, both in
person and by telephone; use hands to finger, handle and feel computers and standard business
equipment; and reach with hands and arms. The employee is frequently required to stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet.
TESTING STANDARDS
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Community Services Center Supervisor
Page 4