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Home My WebLink About05-31-14 PRC Minutes Special Mtgu4fiY z%+ 0 YS 4 DISCUSSION Parks and Rec Commission Subject: PRC Retreat Follow Up Recommendation: Receive documents. Provide comment and feedback at October meeting of the PRC. Appoint members of the PRC to one of two Ad Hoc Committees as described in materials. Background In the spring of 2014 the PRC held a Saturday retreat where it identified a series of items to focus on in the coming year. Faciliator Dale Magee complied a summary report (Attachment 1) of the meeting. Given the robust September Agenda, and in an effort to provide time to review well ahead of a planned discussion, Staff has provided with this report additional materials to be discussed at the October meeting of the PRC. Should members need added materials priorto that meeting they are encouraged to identify the same at the September PRC meeting. Attachments 1. Retreat Summary 2. Retreat Follow Up Table 3. Possible Stakeholder Group's List Approved by the Parks and Recreation Commission on September 3, 2014. Melissa C. 4dgett, Parks and Recreation Department City of San Luis Obispo Parks & Recreation Commission Special Meeting May 31, 2014 Summary of Session PARTICIPANTS: Steve Davis, Chairman Ryan Baker, Commissioner Craig Kincaid, Commissioner Michael Parolini, Commissioner Ron Regier, Commissioner SESSION OBJECTIVES Susan Updegrove, Commissioner Jeff Whitener, Commissioner Shelly Stanwyck, Staff Dale Magee, Facilitator • Spend focused time on discussion and planning in three areas: i. Determine need for revised Parks & Recreation Element; z. Enhance public engagement, input and advocacy; 3. Identify operational adjustments that can improve the Commission's productivity and effectiveness. • Determine what is needed, desired, and what should happen next. Explore tactics and agree on action steps. Compiled by Dale Magee, Catalyst Consulting, June 5, 2014. 1 QUESTION: IS A NEW /REVISED ELEMENT NEEDED? A: If NO, why not? And when would it be needed? A: If YES, why? What is the best approach / tactics / next steps, etc.? DISCUSSION Impressions: • It's outdated; it's dated • The Vision section is dated • It's both policy and Element in a Master Plan — confusing to read, too blended, hard to follow • Newer versions (from other cities) are clearer, shorter, easy to read, easy to use. (Chico has a good plan) • Change the format • Make it a "living" document —make it usable Conclusion: • Yes, an updated revision is needed What's Desired /Ways to Improve it: • Put it into two parts: Master Plan and Element. Two separate / distinct sections. • Want a thorough analysis / needs assessment / input process — this seems most needed right now. • Review policies, update policies. Do they match needs? Do activities correlate with needs? • Write a plan with clear actions, including any CEQA /EIR elements • Hire a consultant to do the Community Input/ Needs Assessment component, with assistance from staff. • Want a robust, meaningful community input /needs assessment process. Involve "top to bottom" stakeholders, including volunteers and those who do not use Parks & Recreation programs /facilities. • Utilize staff as much as possible —this gives them new administrative opportunities. • Put into two parts: Part I) "Master Plan" A Policy Document Part II) Strategy/ Implementation Plan • General • This adjusts inshortertime /updates • Big Picture frequent • Over arching • Changes more frequently • Polices here —they won't change • Annual reports annually /frequency • Allows proactive v reactive planning • This captures big ideas, big trends, • It is a tool future thinking • Keep it updated, stay fresh Compiled by Dale Magee, Catalyst Consulting, June 5, 2014. Revising the Parks d Recreation Element, continued.. DECISIONS /'ACTIONS ❑ August Meeting: Action item brought to Commission to direct the development of a revised Element, including a needs assessment /community input process. ❑ This project to be completed by June 2015. ❑ Cost: Shelly will explore sources of funding; it will be from this year's and next year's budgets. ❑ August's meeting: Shelly wil I present to the Commission the amount of funding available. ❑ Form Ad Hoc steering committee (the Element Update Team) to work with staff and consultant throughout the project. Suggested members: Shelly, selected staff, Commission representative(s), Needs Assessment consultant. ❑ Hire consultant with local area knowledge to conduct the needs assessment /community input process. ❑ Staff will be responsible for reviewing /updating of the policies. The Commission will review, advise, and comment. ❑ Staff will be responsible for writing the actual document. ❑ Student help will be used where /when appropriate. Compiled by Dale Magee, Catalyst Consulting, June 5, 2014. DISCUSSION AND IMPRESSIONS The Parks & Recreation Commission is charged with knowing the public's wishes. The Commission wants to ensure it is doing this effectively. Discussion Questions: • How do we get input now? • How do we get the BEST, MOST USEFUL input? • How do we get DIFFERENT input? What do we have now? What input methods do we rely on currently? • Survey goes out post -event using Survey Monkey (for some, not all, events) • Formal: project by project — go to afterschool programs, hold public meetings • Formal: survey in the water bill — annually • Phone survey everytwo years— includes questions regarding Park and Recreation • Recreation supervisors are expected to get input from their staff and users • Suggestion box at golf course • "Open Door"/ "Organic" input: • Emails, letters, phone calls to Shelly and other staff • In person comments • Face Book and Instagram — P &R monitors its page, looks for comments /trends Discussion and Ideas regarding public input and participation: • Messaging —does the public even know all that we offer? o Use the Element's upcoming needs assessment effort to reach out to: • P &R users • General SLO population • Non -users (this is of strong interestto Commission) • Put a mechanism in place to keep input and the Element FRESH • Maximize what we have now • Learn from trend data from outside SLO. • Survey other municipalities (what are they learning? What are they planning for ?) • Shelly to use information from her professional associations • What is Academia writing about /trending about? • Commissioners are willing to engage in the input process when the time is right. This includes surveying user groups at P &R facilities and parks, staff a Farmers' booth, etc. • Consider hosting a Farmers' Market P &R Night — have booths, feature all parts of P &R, conduct surveys, etc. • Track, catalog review input that is received ( even the random comments) • Expectation that volunteers and maintenance workers will SHARE the input they receive from users up the chain o Shelly committed to make this more formal, more of a habit Compiled by Dale Magee, Catalyst Consulting, June 5, 2014. Enhance Community Engagement, Input and Advocacy, continued.. CONCLUSIONS • Commission would like to cultivate more input from: • Those who do not participate in Parks & Recreation programs /facilities, and learn why not. • Those who do not know how to or where to give their input. Commission is committed to making sure all community members can "get to the water." They do not have to "drink" but they deserve to know what is available and howto access and give input. (Commissioners noted that this may not be an issue, but it's worth some exploration.) • Are there items /feedback /thoughts that Park and Recreation DOES NOT even know about? How do we know that we don't know? DECISIONS /!ACTIONS ❑ Maximize the Element Update's Needs Assessment process to: • Collect information on how much the community desires to give input, how it prefers to give that input, and its suggestions to engage diverse groups, etc. • Educate the community about Parks & Recreation programs and how they can effectively advocate fortheir Parks &Recreation interests, services, facilities. • Find out how to best inform the community about Parks & Recreation. ❑ The need from more or different input methods and /or advocacy education will be reassessed afterthe Needs Assessment is complete and those findings studied. Further activities as described in the Discussion section above will be employed as warranted. ❑ Shelly will ensure that volunteers and maintenance workers are more formally and more habitually asked about what they are hearing from users. Compiled by Dale Magee, Catalyst Consulting, June 5, 2014. 5 IMPROVE PRODUCTIVITY & EFFECTIVENESS Commissioners were asked to identify any items or procedures that could be changed or enhanced to improve the Commission's effectiveness. Anything goes! ISSUE DECISION / ACTION Commission Meetings At each meeting, invite a specific constituency group to educate the Let's beef them up, bulk up, make them PRC about its mission, what it is currently doing, give updates, dialog, more relevant. talk strategies. This would be a two way conversation, not just a presentation. The PRC gets information; the group receives assistance. Outcomes: 1. The Commission gains information -learns what a specific group is doing /wanting. 2. The groups gain tips /suggestions from the Commission on how to forward their missions. Procedure: • 20 -30 minute segment. • Calendar the groups a few months in advance. • When practical, schedule a group to present at a meeting that is related to other agenda items. Meetings could have a theme. ACTION!: ❑ August meeting: Shelly will provide a preliminary list of groups that could present. ❑ Pilot this for 1 year. Review. Be willing to continue if it's helpful; be willing to discontinue if not. Minutes ACTION: Get minutes to Commissioners within 1 ❑ August meeting: Shelly will let Commissioners know if this can week after meeting. happen. Committee/ Individual Reports ACTION: Can they be in writing instead of verbal? ❑ This needs to be further assessed and discussed — identify the Would save time, be more succinct, etc. merits /drawbacks. Commissioners get them ahead of time. ❑ When do this? Discussion would be just questions or clarifications. A consent agenda? Term Limits ACTION: ❑ Be more proactive in knowing when Commissioners are leaving, start generating recruitment interest sooner. ❑ Who is responsible for a more formal updating process? Compiled by Dale Magee, Catalyst Consulting, June 5, 2014. 6 PRC Retreat Follow Up Items a .i ye vierr 1] y. ��n ii to �'p �e ' k�sr S e ' "f� {' (m•�gk . an'o5 ,;:.:»..a _.;'Yi .. a_ :>. .''.'', i3 d v _. -"_�fh" ..a_fl2 a ' IN Ei11 :. L�t__ _F . :.rre: ..�o5 -MAR e .� .' . HE 'm , P'. 5ctirtiaryof� `' Dale Magee's compilation of PRC May Report provided to PRC Members as Complete Rs ethre. at rY 31, 2014 retreat. attachment to September meeting s w ,.' 1. Achieve robust meaningful 1. Form an Ad Hoc Assessment Update October community input -top to bottom, Team (staff, PRC, consultant) PRCAppt community stakeholders. Ad Hoc : 2. Write a project plan Members 2. Outcome sought - knowledge of our users' needs for parks and I 3. Develop Scope of Work recreation facilities now and in the -p future - roactive focus. 4. Have PRC Review and make recommendation /requestforfunding } J Parksr aiid�, Recreation 1. An update of the Element is needed 1. Form an Ad Hoc Element Update October , Rlemeit as it is outdated and confusing for Team (staff, PRC) PRC Appt Updai " the users since it combines a Ad Hoc master plan in the element itself. 2. Separate the Element into Policy and Members F 4, Implementation of Policy 2. Format change a logical first step. 3. Review policies after a needs a 3. Once format is complete and assessment has been completed assessment is complete review of policies can occur. Cornmssiori Meetuigr ? 1. Constituency Groups attend PRC 1. Identify groups to attend meeting Ongoing Ghattges meetings - information exchange Discuss wit' 2. Develop Master Calendar Materials 4} provided 3. Meetings may have themes and be in at relevant locations September M , meeting "4 r.;..,,.., 4. T for 1 ear - evaluate at end Y Y October torntrik "ssion Meeting 1. Minutes within 1 week 1. Staff report out in September Ongoing Changes ,3 ? 2. Staff to survey Volunteers 2. Remind PRC members of term 3. PW attend 2 meetings per year limits on a quarterly basis Possible Groups for Master Calendar Laguna Lake Achievement House Todd Bunte Golf Course General Users Golf Supervisor Neighbors Men's Club Women's Club Cal Poly Classes First Tee RAMS Kiwanis Altrusa Community Garden Tournaments Open Space Rangers; Patrol, Maintain Doug Carscaden Natural Resource Management; Acquire, Establish Policy Lead Ranger CCCM B Mountain Bikers Hikers Trail Runners Naturalists/Environmentalist Plant Society Rock Climbers Homeless CAT Team Turf/Damon Soccer: AYSO, CC Soccer, Club Soccer, Drop in Users Devin Hyfield Garcia Rugby: Youth and Adult Aquatics & Facilities Supervisor Lacrosse: Not allowed but want fields SESLOC: Parking Agreement Public Works: Maintenance Diamond Girls Softball Rich Ogden Sports Baseball Sports Supervisor Adult Softball Aquatics at the Seahawks Davin Hyfield Swim Center High School: Swim, Water Polo, Diving Aquatics & Facilities Supervisor Mission Prep: Swim Lap Swim Shawn Tucker Recreational Swim Aquatics Coordinator Lessons Special Olympians O IPt2�m Therapy Pool Aqua Aerobics SCUBA Club Diving Club Water Polo YMCA Members Public Works: Maintenance Parks Park Users Devin Hyfield Playground Users Aquatics & Facilities Supervisor SLO Throwers — Frisbee Golf at Sinsheimer and Laguna Dog Park Users — at Laguna Doug Carscaden Facility Users — BBQ, picnics, horse shoes, sand volleyball, Lead Ranger bocce, community centers PW: Maintenance Skate Park Skaters Dave Setterlund Event Promoters Community Services Supervisor PW: Maintenance Community Seniors Dave Setterlund Services and Jack House Community Services Supervisor Special Events Jack House Committee YMCA Community Gardens Volunteers Class Instructors Service Clubs Churches Race Directors Non Profits SLO Marathon Children's Day in the Plaza Filing Downtown Association Chamber of Commerce Mission Plaza Public Art Arts Obispo Melissa Mudgett Artists Recreation Manager Advisory Bodies (ARC /CHC) Neighbors Downtown Association After School Sun and Fun Meghan Burger Enrichment Club Star Youth Services Supervisor sp�+`��r'{ e aiWV�3 ?s v 3ss n5��LC' 4t� /�A�131�of,��GA'�id6E 3^5 Teens Parents and Families CAPSLO /CCRC Prado Day Center SLCUSD Tricou nties � µ " �� mar (�,m is n j D -R, M . .°rF°Ei£d`' G G�57x'`°i Seniors Senior Center Dave Setterlund Community Services Supervisor Sports in Tennis Rich Ogden General Lacrosse Sports Supervisor Disc Golf Basketball Flag Football Junior Giants Table Tennis Volleyball Bocce Ball Hockey Roller Derby Slacklining Horseshoes Pickleball Track /Cross Country