AGENDA ITEM
TO:
HONORABLE CHAIR
AND MEMBERS OF THE PARKS AND RECREATION COMMISSION
FROM:
YVETTE E. AGUILAR
DEPUTY CITY MANAGER/PARKS, RECREATION AND LIBRARY SERVICES DIRECTOR
FROM:
ALYSSA CHRISTENSON
MANAGEMENT ASSISTANT
SUBJECT:
title
UPDATES TO THE PARKS, RECREATION & LIBRARY SERVICES GENERAL ADMINISTRATION STANDARD MANAGEMENT POLICIES 1.0 (MAINTENANCE OF STANDARD MANAGEMENT POLICIES), 1.1 (DEPARTMENT ORGANIZATIONAL STRUCTURE), 1.2 (MANUALS AND HANDBOOKS), 1.3 (CUSTOMER SERVICE) AND 1.4 (HANDLING COMPLAINTS FROM THE PUBLIC)
summary
Summary:
The Parks, Recreation and Library Services Department established standard operating procedures and policies to allow for consistency in the implementation of operations, programs, and service. In a proactive initiative to modernize the Parks, Recreation and Library Services Department staff have worked together to identify general administration standard management policy updates in sections 1.0 through 1.4 to reflect accurate and up to date departmental information and procedures related to the Maintenance of Standard Management Policies (1.0), Department Organizational Structure (1.1), Manuals And Handbooks (1.2), Customer Service (1.3), and Handling Complaints From The Public (1.4). It has been more than ten years since these specific policies were edited, and therefore various edits have been made to each of these to bring the language, procedures, as well as staffing pattern and responsibilities current. One correction that has been made across each of these policies is updating the department name from “Community Services” to “Parks, Recreation and Library Services.”
Strategic Plan Goal(s):
Goal No. 5 High-Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services.
recommendation
Recommendation:
Receive and file.
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Background and Analysis:
The Parks, Recreation and Library Services Department has an existing set of policies (Policies) and procedures that provide a systematic approach to conduct department business. Staff reviewed the existing Policies and identified that they need to be updated to provide clarification and match current operating procedures.
Below is a summary of the policies as of January 31, 2025 and the updates and edits made to each section:
Conclusion:
As discussed throughout this report, the purpose of introducing various updates to the Parks, Recreation and Library Services Department Standard Management Policies (SMPs) is to bring current the written documentation reflecting the Department’s current facility, management and customer service policies and procedures, as well as reflecting the most up-to-date reporting structure and staffing pattern. Many of these documented procedures are already taking place, despite the out of date documentation.
Staff will continue to review the Policies and update appropriately.
Approved:
_________________________
Yvette E. Aguilar
Attachments:
A. 1.0 Maintenance Of Standard Management Policies
B. 1.1 Department Organizational Structure
C. Parks, Recreation and Library Services Department Organizational Structure
D. 1.2 Manuals and Handbooks
E. 1.3 Customer Service
F. 1.4 Handling Complaints From The Public