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CC SR 20160719 P - PVIC Recreation Program Supervisor I Full-Time PositionsRANCHO PALOS VERDES CITY COUNCIL AGENDA REPORT AGENDA DESCRIPTION: MEETING DATE: 07/19/2016 AGENDA HEADING: Consent Calendar Consideration and possible action to authorize the recruitment and hiring of two full-time Recreation Program Supervisor I positions to be funded utilizing current part-time Staff salaries and benefits. RECOMMENDED COUNCIL ACTION: (1) Authorize the addition of two full-time Recreation Programs Supervisor I Staff positions to be offset by part-time salaries and benefits. FISCAL IMPACT: None. Recommended action is budget neutral. Amount Budgeted: $162,000 Additional Appropriation: N/A Account Number(s): Various Recreation & Parks accounts ORIGINATED BY: Matt Waters, Senior Administrative Analyst REVIEWED BY: Cory Linder, Director of Recreation and Parks - APPROVED BY: Doug Willmore, City Managerii ATTACHED SUPPORTING DOCUMENTS: A. Recreation Program Supervisor I Job Description (page A-1) BACKGROUND AND DISCUSSION: The City's Recreation & Parks Department (R&P) relies heavily on the efforts of part- time Staff to help run City facilities, programs and special events. Recently, part-time Recreation Specialists have taken on larger, more responsible roles at many City sites and programs, including Point Vicente Interpretive Center (PVIC), Hesse Park, Ryan Park, Ladera Linda Park, City Hall, Abalone Cove Shoreline Park, and the Palos Verdes Nature Preserve. Depending on the location, Recreation Specialists ssist with program and activity planning; recruitment, selection and training of Staff; budgetary planning and compliance; and park operations. Retaining quality part-time Staff has historically been challenging for the City due to the understandable appeal of competing employment opportunities that offer full-time hours, as well as higher pay and benefits. Staff is recommending that the PVIC and the Preserve and Open Space Management (OSM) Recreation Specialist positions be upgraded to full-time Recreation Program Supervisor I positions. These are both high-profile, complex and demanding positions that merit full-time consideration. Recreation Supervisor Is would take on more prominent roles at both PVIC and OSM, assuming increased responsibility for program 1 development, administrative activities and the supervision of day-to-day operational functions, including budgeting, administrative support, coordinating programs and activities, general operational efficiency, and facility maintenance. They also would supervise, train and evaluate employees, contractors and volunteers. Specifically: The PVIC Recreation Supervisor I position would supervise day-to-day operations at PVIC, act as a liaison with the Los Serenos de Point Vicente docents and other volunteer organizations, and oversee and/or assist with multiple PVIC functions including curation, fundraising, budgeting, tours and special events. The OSM Recreation Supervisor I position would coordinate the efforts of the recently -established OSM part-time Preserve crew throughout the 1,400 -acre Palos Verdes Nature Preserve and other open space areas. The position would also coordinate public safety, habitat protection, and public education with the Lomita Sheriff's Department and Palos Verdes Peninsula Land Conservancy. Transitioning to full-time positions would increase the Department's ability to recruit and retain quality Staff, while also improving the quality and continuity of service to the community. The cost would be approximately $81,000 per position, or $162,000 total, which includes salaries and benefits at the beginning of the salary range. Funds currently allocated to the R&P part-time staffing budget can be re -allocated to full-time salaries and benefits to ensure cost -neutrality. This shift can be accomplished with no significant impact to existing programs and services. One major source of part- time funding would be the existing part-time salaries and benefits for two existing Recreation Specialists, which total $72,400. A second major component would be funds budgeted for Eastview Park staffing. Because Eastview Park is scheduled to undergo a master plan process in FY16-17, it is Staff's recommendation that part-time staffing levels for that site should be re-evaluated at the conclusion of the master plan process. Therefore the entirety of the currently -budgeted part-time total for Eastview Park can be re -allocated. An additional $34,600 in part-time funds can be re -allocated from current R&P functions, including roaming staff, summer sports programs, and support services. The following table outlines the proposed reallocation of part-time salaries and benefits to offset the salaries and benefits for two, full-time Recreation Program Supervisor I positions. 2 Recreation and Parks Proposed Personnel Changes Increases (Full-time) Salaries & Benefits Recreation Program Supervisor I (OSM) $81,000 Recreation Program Supervisor I (PVIC) $81,000 Total: $162,000 Reductions (Part-time) Salaries & Benefits Recreation Specialists (OSM & PVIC) ($72,400) Eastview Park (Rec. Facilities) ($55,000) Additional Part -Time Reductions ($34,600) Total: ($162,000) ALTERNATIVES: In addition to the Staff recommendation, the following alternative action is available for the City Council's consideration: Do not approve any changes to FY16-17 Recreation & Parks Staff positions. 3 RECREATION SUPERVISOR I DEFINITION DATE FLSA: EXEMPT Under general direction, plans, directs, administers, and supervises assigned recreation and open space programs; plans, directs, coordinates, and participates in various special projects and community events as assigned; provides responsible professional staff assistance to the Deputy Director of the Recreation and Parks Department, Director of Recreation and Parks (or their designee); and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the Deputy Director of the Recreation and Parks Department, Director of Recreation and Parks (or their designee). Exercises direct and general supervision over assigned staff. CLASS CHARACTERISTICS This is the full-time supervisory -level classification in the Recreation series responsible for program development, administrative activities, and the supervision of day-to-day operational functions of two or more: recreation or open space programs; facilities; or open space/Preserve areas. Incumbents are responsible for supervising and evaluating the work of full-time, part-time and temporary employees, as well as volunteers; also provides guidance and direction, as needed, to contract personnel. This class is distinguished from the Recreation Supervisor II in that the latter has overall program, budgetary and administrative responsibility for the more complex program(s) in the Department with multiple facilities and a greater number of direct reports. EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. • Plans, organizes, assigns, supervises, and reviews the work of staff in assigned recreation and community facilities, programs, services, and activities, including interpretive and educational programming, public safety, open space trail etiquette and safety, aquatics, youth and adult sports, contract activities, community events, youth programs, recreation centers and park facilities; administers multiple recreation and community programs and community events. • Implements goals, objectives, policies, and priorities for assigned services and programs; identifies resource needs; researches, recommends, and implements policies and procedures, including standard operating procedures for assigned facilities. • Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion. • Determines and recommends equipment, materials, and staffing needs for assigned facilities, projects, and programs; assists in the annual budget preparation; prepares detailed cost estimates with appropriate justifications, as required. A-1 • Monitors, plans, and lays out maintenance work projects for assigned facilities; monitors and controls supplies and equipment; orders supplies and materials as necessary; prepares documents for equipment procurement; assists in the bid process for maintenance and repair projects. • Develops, plans, supervises, implements, and evaluates multiple recreation/open space programs, activities, and/or systems at one or multiple sites; establishes schedules and methods for providing community and recreation services. • Acts as a representative to educational institutions, community groups, private businesses, stakeholders and others regarding questions, problems, concerns, and activities in the provision of recreation/open space program operations, activities, and services. • Supervises and oversees the effectiveness of program operations, activities, facilities maintenance, and community events and recommends improvements or modifications. • Coordinates the delivery of City -contracted services at Park facilities/open space. • Develops, monitors, and tracks sponsorships and partner opportunities; develops sponsorship proposals; maintains contacts and negotiates with vendors. • Assists with development of contract administration and use agreements. • Develops, maintains, and reviews staff, financial, and statistical reports related to grants, program participation and analysis, expenditures, and revenues. • Coordinates first aid, cardiopulmonary resuscitation (CPR), water safety instruction (WSI), and other safety training and certification courses for Recreation Services/Open Space and City Staff. • Assists in ensuring compliance with relevant health, safety, and licensing laws and guidelines; maintains and updates all records required by Federal, State, and local regulatory agencies. • Supervises the preparation of and executes program publicity brochures, press releases, flyers, and forms. • Provides administrative support to the department, such as conducting research, performing special projects, developing reports, or compiling statistics. • Establishes and updates emergency operations manual and care and shelter logistics. • May participate in interdepartmental/interagency planning sessions specific to critical issues. • May interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. • Attends meetings, workshops, and conferences as required; stays abreast of new trends and innovations in the field of recreation/open space services; makes presentations and provides information regarding assigned program areas and facilities and the City's recreational/open space services. • Performs other duties as assigned. QUALIFICATIONS Knowledge of: • Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures. • Principles and practices of recreation, open space and community service program development and administration, including program implementation, review and evaluation, budgeting, and purchasing. • Principles, practices, and service delivery needs related to facility rentals, use permits, classes, and community events. • The City's Municipal Code, laws and enforcement procedures. • Procedures for planning, implementing, and maintaining a variety of recreational, educational and leisure activities and programs through community participation. A-2 • Recreational, cultural, educational, age-specific, and social needs of the community. • Applicable Federal, State, and local laws, regulations, codes, and guidelines. • Principles and practices of contract administration and evaluation. • Principles and practices of public relations techniques. • Principles of open space management. • Principles and procedures of record keeping and report preparation. • Modern office practices, methods, computer equipment and computer applications. • English usage, spelling, vocabulary, grammar, and punctuation. • Techniques for effectively dealing with individuals of various ages, various socio-economic and ethnic groups, and effectively representing the City in contacts with the public. • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff. Ability to: • Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards. • Supervise, train, plan, organize, schedule, assign, review, and evaluate the work of staff, and volunteers. • Provide guidance and direction to contract personnel. • Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations. • Understand, interpret, and successfully communicate both orally and in writing, pertinent department policies and procedures. • Identify problems, research and analyze relevant information, and develop and present recommendations and justification for solution. • Develop, plan, coordinate, and implement a variety of recreational, educational and interpretive programs and facilities suited to the needs of the community. • Prepare and monitor program budgets. • Solicit and administer contracts. • Prepare clear and concise reports, correspondence, and other written materials. • Make accurate business arithmetic and statistical computations. • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Use English effectively to communicate in person, over the telephone, and in writing. • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education: Equivalent to graduation from an accredited four-year college or university with major coursework in recreation administration, child development, liberal studies, physical education, public administration, or a closely related field. A-3 Experience: At least three (3) years of progressively responsible experience directing and supervising significant recreational, educational and interpretive programs and activities, including supervising staff and other administrative functions. Licenses and Certifications: • Possession of, or ability to obtain, a valid California Driver's License by time of appointment and maintain it through the course of employment. • Must obtain American Red Cross First Aid Certificate and CPR Certificate for infant, child, and adult within three (3) months of hire. PHYSICAL DEMANDS Must possess mobility to work in a standard office and/or recreational facility setting and use standard office and/or recreation equipment (including a computer), to operate a motor vehicle and to visit various City, recreation, and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator, to operate standard office equipment and small hand/power tools such as a reciprocating saw, power drill or motorized wheel barrow Positions in this classification frequently bend, stoop, kneel, reach, climb, and walk on uneven surfaces to participate in recreational activities; and push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 50 pounds. ENVIRONMENTAL ELEMENTS Incumbents primarily work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. However, the position also entails field work, like hiking and walking outdoors, where they would be exposed to hot and cold temperatures and may be exposed to blood and bodily fluids, wild life encounters, and rendering First Aid and CPR. Incumbents are required to wear appropriate attire for the weather conditions and the recreation activity to which they are assigned. WORKING CONDITIONS May be required to work a varied schedule of hours, which may include early mornings, evenings, weekends, and holidays, at a variety of City facilities. Department Head Human Resources City Manager Adopted: