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
SUBJECT:
title
UPDATES TO THE PARKS, RECREATION AND LIBRARY SERVICES DEPARTMENT STANDARD MANAGEMENT POLICIES 1.5 - DEPARTMENTAL CORRESPONDENCE, 1.6 - DEPARTMENTAL CORRESPONDENCE TO DIGNITARIES, 1.8 - TELEPHONE ETIQUETTE AND FRONT DESK COVERAGE
summary
Summary:
To set forth in writing the updated Parks, Recreation and Library Services Department Standard Management Policies (SMPs) 1.5, 1.6 and 1.8 to reflect accurate and up to date departmental information and procedures related to the Departmental Correspondence (1.5), Departmental Correspondence to Dignitaries (1.6), and Telephone Etiquette and Front Desk Coverage (1.8).
It has been over a decade since these specific policies were updated, 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 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.
body
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 March 14, 2025 and the recommendations set forth by staff.
As discussed throughout this report, the purpose of introducing various edits to the Parks, Recreation and Library Services Department SMPs is to update 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 Many of these documented procedures are already taking place, despite the out-of-date documentation.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 to allow more time for substantive discussion of items on the agenda.
Approved:
_________________________
Yvette E. Aguilar
Attachments:
A. 1.5 Departmental Correspondence
B. 1.6 Departmental Correspondence to Dignitaries
C. 1.8 Telephone Etiquette and Front Desk Coverage
D. Electronic Communication Devices Use Policy