AGENDA ITEM
TO:
HONORABLE CHAIR
AND MEMBERS OF THE PARKS AND RECREATION COMMISSION
FROM:
YVETTE E. AGUILAR
DEPUTY CITY MANAGER/
PARKS, RECREATION & LIBRARY SERVICES DIRECTOR
SUBJECT:
title
UPDATES TO THE PARKS, RECREATION & LIBRARY SERVICES GENERAL ADMINISTRATION STANDARD MANAGEMENT POLICIES 1.9A (ACCIDENT REPORTING), 1.9B (CITY VEHICLE ACCIDENT REPORTING), 1.9C (WORK RELATED ACCIDENT, INJURY OR ILLNESS REPORTING).
summary
Summary:
To set forth in writing the updated Parks, Recreation and Library Services Department general administration standard management policies 1.9a, 1.9b and 1.9c to reflect accurate and up to date departmental information and procedures related to Accident Reporting (1.9a), City Vehicle Accident Reporting (1.9b), and Work Related Accident, Injury or Illness Reporting (1.9c). It has been over a decade since these specific policies were edited, and thus 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: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services.
recommendation
Recommendation:
Receive and file.
body
Background:
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 May 13, 2025 and the recommendations set forth by staff.
|
General Administration - Standard Management Policies (SMPs) |
|
SMP# |
Item |
Last Edit |
Newest Update |
|
1.9a |
Accident Reporting |
1/30/2011 |
4/23/2025 |
|
This policy outlines the procedure for recording and notifying the Risk Manager/Administrative Services Officer in addition to Park, Recreation and Library Management staff when there are accidents during the utilization of City property. Summary of Updates: Updated the language related to the administration of First Aid (minor or major), as well as the procedure for contacting Emergency Services, if needed. Edits to the reporting process after emergency assistance has been rendered have been updated. The need for an updated report for reporting accidents was also identified and a new report is included. |
|
SMP# |
Item |
Last Edit |
Newest Update |
|
1.9b |
City Vehicle Accident Reporting |
1/30/2011 |
4/23/2025 |
|
This policy establishes a standard method for reporting City vehicle accidents. Summary of Updates: Updated language to better align with the most recent City Personnel Policy - “City’s Vehicle Use Policy.” |
|
SMP# |
Item |
Last Edit |
Newest Update |
|
1.9c |
Work Related Accident, Injury or Illness Reporting |
1/30/2011 |
4/23/2025 |
|
This policy assures that all work-related accidents, injuries or illnesses are reported in compliance with federal law and to establish criteria and procedures required to investigate and report any employee related accident. Summary of Updates: Updated language to better align with most recent City Personnel Policy - “City’s Work Related Accident, Injury or Illness Investigation & Reporting Policy.” |
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.
Waive the Reading of All Policies
Wherein the titles appear on the public agenda, said titles shall be determined to have been read by title, and further reading is waived. The purpose of waiving the reading of policies in full and authorizing reading by title only is to help streamline the Commission meeting process, to avoid unnecessary delay and allow more time for substantive discussion of items on the agenda.
Approved:
_________________________
Yvette E. Aguilar
Attachment:
A. 1.9a Accident Reporting
B. 1.9b City Vehicle Accident Reporting
C. 1.9c Work Related Accident, Injury or Illness Reporting
D. Accident Report
E. Vehicle Use Policy
F. Work Related Accident, Injury or Illness Investigation & Reporting Policy