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HomeMy WebLinkAbout02-05-2019 Item 9 - 2018 Annual Prgoress Report for 2020 P&R Strategic PlanDepartment Name: Parks and Recreation Cost Center: 7001 For Agenda of: February 5, 2019 Placement: Consent Estimated Time: N/A FROM: Shelly Stanwyck, Parks and Recreation Director Prepared By: Aleah Bergam, Administrative Analyst SUBJECT: 2018 ANNUAL PROGRESS REPORT FOR THE 2020 PARKS AND RECREATION STRATEGIC PLAN RECOMMENDATION Receive and file the 2018 Annual Progress Report for the 2020 Parks and Recreation Strategic Plan. (Attachment A) DISCUSSION Background On November 1, 2016, the City Council adopted the 2020 Parks and Recreation Strategic Plan. The Plan outlines the Department’s vision, goals, and objectives for four years (2017 -2020) with a primary focus on operational and programmatic priorities. 2020 Parks and Recreation Strategic Plan Focus The Strategic Plan is organized into six goals with key objectives followed by actions. It provides guidance for Department operations and programming in support of the Parks and Recreation mission statement: inspiring happiness by creating community through People, Parks, Programs, and Open Space. The six goals are summarized below. 1.Department is well-managed, smart and healthy: Parks & Recreation is a vibrant, thriving department with effective leadership and practices which ensure a sustaina ble future. 2.Staff is high performing, professional and provides excellent service: Parks & Recreation demonstrates a culture of valuing human capital and expecting the best from all team members. Staff is hired for department compatibility, is set up for professional success in serving the public, contributing to the team, and pursuing advancement in municipal government careers. 3.Programming is directed to diverse users: Parks & Recreation provides high quality programs that are responsive to industry trends and changing community needs. Programming encourages participation and builds community amongst all users. 4.Expand parks and facilities: Parks and facilities are contemporary, desirable to use, and meet the needs of diverse users. 5.Nurture Open Space: The City’s open space is preserved and protected to ensure its health and wellness as well as the community’s continued stewardship while continuing to grow the next generation of land stewards. Packet Pg. 218 Item 9 6. Maximize community resources and collaborations: Parks & Recreation increases its programming and positive impact, shares resources, and meets needs through community partnerships. Second Annual Progress Report on the 2020 Parks and Recreation Strategic Plan The second Annual Progress Report on the Department’s St rategic Plan is provided as Attachment A and is intended to highlight major accomplishments at the objective level. The Plan is in no way a recitation of all work completed throughout the year but rather is focused on fully completed projects, tangible results, metric based activities, and often group and community activities that were visual in nature and expressive of the diverse work undertaken by all staff in the Department. Strategic Plan Subcommittees and Highlights of 2018 2018 was the second year of the Department’s strategic plan implementation and created the opportunity to begin to show progress in accomplishing many of the plan’s objectives. In addition to accomplishing objectives, 2018 included the continual brainstorming and development of new and innovative ideas and plans to accomplish the goals set forth in the Strategic Plan. Staff continued to work collaboratively within their subcommittees to make progress towards each goal objective, and an additional subcommittee, Pioneering Technolo gies, was created to take on additional objectives for Goal three. The seven Strategic Plan subcommittee groups consisted of 31 full and part -time staff from various divisions throughout the Department. Throughout the year, these subcommittee groups met o n a regular monthly basis to work towards accomplishing objectives, as well as bi-annually at the Parks and Recreation Summit events to share information about their progress, receive peer feedback and identify opportunities to align related objectives and maximize positive results. At the end of 2018, staff members were tasked to join a different subcommittee in order to create new subcommittee teams to foster greater collaboration amongst staff members as well as provide the opportunity to utilize the st rengths and talents of a diverse team. Packet Pg. 219 Item 9 A brief outline of the 2018 Annual Progress Report highlights is provided in the table below. 2018 Annual Progress Report Highlights: 2020 Parks and Recreation Strategic Plan . (See Attachment A for the full report organized into each of the six goal areas.) Packet Pg. 220 Item 9 Current Park and Facility Projects in Design Phase North Broad Street Neighborhood Park Public Comment was received in advance of the December 6, 2017 Parks and Recreation Commission meeting regarding the exploration of a new park in the North Broad Street neighborhood. Staff continues to work on this action item as part of Goal 4 Objectives. The North Broad Street Neighborhood Park was introduced in the 2018-19 Budget Supplement as a new project for a neighborhood park. In partnership with Public Works, design consultants have been sought. The next phase of the project will begin in Spring 2019 with outreach and engagement of the neighborhood to develop a plan for the future park. Looking Ahead to the 2019 Implementation of the 2020 Parks and Recreation Strategic Plan Staff will continue to work on Plan objectives and will return to both the Parks and Recreation Commission and the City Council with annual progress reports on the Plan. In 2019 , staff will focus on core areas to help the Parks and Recreation Department maximize limited available resources, provide an array of programming designed to meet the needs of diverse park users, and better define our future relationship with the communit y; together crafting an exciting future for Parks and Recreation. A sneak peak of coming attractions for 2019 include the following: Previous Council or Advisory Body Action On January 16, 2018 City Council received and filed the 2017 Annual Progress Report for the 2020 Parks and Recreation Strategic Plan. On December 6, 2017 the Parks and Recreation Commission received a presentation on the 2017 Annual Progress of the 2020 Parks and Recreation Strategic Plan and concurred with the information provide d in the first annual report. On November 1, 2016, the City Council adopted the 2020 Parks and Recreation Strategic Plan. The Parks and Recreation Commission agenda meetings have been full and Staff plans on presenting the 2018 report when the opportunity presents itself. Policy Context All activities undertaken as part of the 2020 Parks and Recreation Strategic Plan implementation are done in a manner that is consistent with all adopted City policies, ordinances and open space maintenance and/or natural preserve conservation plans. Packet Pg. 221 Item 9 Public Engagement Public engagement was done surrounding the initial development and adoption of the 2020 Parks and Recreation Strategic Plan. No new public engagement has been done surrounding the development of the 2018 Annual Progress Report on the Department’s Strategic Plan. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378. FISCAL IMPACT Budgeted: Yes Budget Year: 2018 Funding Identified: Fiscal Analysis: Funding Sources Current FY Cost Annualized On-going Cost Total Project Cost General Fund N/A State Federal Fees Other: Total Receiving and filing the 2018 Annual Progress Report does not result in a direct fiscal impact to the City. The completion of the annual goals and objectives listed in the report were completed in-house by Parks and Recreation staff and within available reso urces and budget. ALTERNATIVES Do not receive and file the 2018 Annual Progress Report for the 2020 Parks and Recreation Strategic Plan and direct staff to make revisions to the Report. Attachments: a - 2018 Annual Progress Report of the 2020 Parks and Recreation Strategic Plan Packet Pg. 222 Item 9 2020 Parks & Recreation Strategic Plan 2018 Annual Progress Report Packet Pg. 223 Item 9 2020 Parks and Recreation Strategic Plan May 2018 Bi-Annual Strategic Plan Summit where staff shared accomplishments and sought input on Strategic Plan Goals. YEAR 2! This year we were able to measure progress made towards our goals and continue to develop creative ways to accomplish them. This plan provides guidance for Department operations and programming in support of the Parks and Recreation mission Page 2Packet Pg. 224 Item 9 Department is well managed, smart & healthy goal 1 Enhance Department Structure for Sustainable Success Build financial stability to ensure outstanding levels of service Optimize technology to facilitate effective work processes Page 3 Maintain vigilant attention to continuous process improvements Lead in modeling healthy work habits for the City of San Luis Obispo Packet Pg. 225 Item 9 GOAL #1 DEPARTMENT IS WELL MANAGED, SMART & HEALTHY Page 4 Community engagment and collaboration for the Parks and Recreation Element and Master Plan FINANCES STAFFING FUTURE - Onboarded 116 supplemental staff in 2018 - Provided outstanding services and programs - 5 full time staff and 14 temp/supp staff promoted within the Department • Consistent with adopted Fiscal Heath Response Plan, Department Reorganization cut spending while maintaining high program standards • $131,000 in operating reductions: eliminated SLO Teens Program, reduced Department’s Public Counter hours, eliminated a vacant Administrative Assistant position, and consolidated Rec Sports within Community Services. Packet Pg. 226 Item 9 GOAL #1 DEPARTMENT IS WELL MANAGED, SMART & HEALTHY Page 5 INCREASE COMMUNITY AWARENESS of Parks & Recreation programs through social media, radio, MailChimp email marketing, flyers in office and promoting at events. POP UP EVENTS Asking the public for their Bright Ideas! PUBLIC WORKSHOP September 2018 | Over 500 people attended the Public Workshop to share their thoughts and ideas on what they want to see over the next 20 years from our Department 5,156 email subscribers Event and program surveys were sent out: Event and Program Happiness Score ratings: High! 7 surveys sent 400 responses Packet Pg. 227 Item 9 Sustain Supportive & Progressive Work Environment Staff is motivated & trained to provide outstanding service Maximize use of Volunteers staff is high performing, professional & provides excellent service goal 2 Page 6Packet Pg. 228 Item 9 GOAL #2 STAFF IS HIGH PERFORMING, PROFESSIONAL & PROVIDES EXCELLENT SERVICE HEALTHY Parks and Recreation works to create a culture with “WOW”. Work-Out-Wednesdays, World-of-Wellness, (healthy resources) and Working-on-Wellness (Newsletter) are all in support of employee health. • New this year: Step Challenge in Dec 2018 | Staff wore FitBit’s or had a phone app count steps in a day to see who could move the most in a month.COLLABORATIVE SMART Staff Appreciation Committee recognized 28 Parks & Recreation staff for their outstanding work throughout the year with Department hydroflasks and a “Shout-Out- Board” to note individual accomplishments. 21 Hydroflasks given to awesome employees 28 Hats given to awesome employees Page 7 Meghan Burger was recognized as Parks and Rec’s Employee of the Year New trail kiosks at other Parks and Rec facilities to connect our departments with Open Space (at Swim Center, Golf Course, in front of main office) New staff community garden built by staff for staff. Spring 2018. During Staff shortages, staff members from the office stepped in to help out at the Golf Course (Rangers cutting trees, front desk staff helping with maintenance) Packet Pg. 229 Item 9 VOLUNTEERS TRAININGS Page 8 8 staff participated in the California Professional Recreation Society (C.P.R.S.) Fall Forum with 3 staff serving on the CPRS Board 50 staff became American Red Cross CPR/AED/First Aid certified 33 staff obtained professional certifications for lifeguard instructor training 2 staff obtained wilderness first aid training through National Outdoor Leadership School Parks and Recreation continues to demonstrate a culture of valuing human capital and expecting the best from all team members. In 2018, 22 Parks and Recreation staff participated in trainings provided by the Centre for Organizational Effectiveness (S.T.A.R.T., Supervisors Academy, Leadership Lab and Disc Assessments) GOAL #2 STAFF IS HIGH PERFORMING, PROFESSIONAL & PROVIDES EXCELLENT SERVICE Special Events: 237 Garden Cleanups: 300 Senior Center: 40 Jack House Docents: 10 Skate Park: 5 Rangers: 957 1,549 50 8 19 22 33 Packet Pg. 230 Item 9 Maximize the Use of Existing Parks and Facilities Programming is directed to diverse users goal 3 Page 9 Optimize and implement innovative programming in three priority areas: Golf, Aquatics and Racquet Sports Increase Community’s awareness of programs, services, events and needs Strengthen operational commitment to programming across all ages Packet Pg. 231 Item 9 GOAL #3 PROGRAMMING IS DIRECTED TO DIVERSE USERS Parks and Recreation provides high quality programs that are responsive to industry trends and changing community needs. New programming in 2018 encouraged participation, built community amongst all users, and strengthened the Department’s operational commitment to programs across all age groups. ALL EVENTSLISTED ONFACEBOOKMONTHLY Page 10 PROGRAMMING FOR ALL AGES DOWNTOWN ATFARMERS MARKET SOLD OUT! 2nd Annual Back to Pool Night Music, water balloon toss, cannon ball contest, shaved ice, BBQ 200 attendees 100 families camping at Laguna Lake Park Boo Bash Halloween costume party at Meadow Park Roughly 400-500 people in attendance 150 scavenger hunt participants 2018 SLO TRI 790 participants New this year: Food Trucks! 2018 September Scramble 475 participants Other Events: Egg Hunt | 200 participants Skate Events | 150+ participants Bike Rodeo | 175 participants Movies at the Mission | 250 participants SLO Senior Center 40th Anniversary BBQ Lunch Packet Pg. 232 Item 9 SOCIAL MEDIA METRICS 800 New Followers in 1 year Steady increase similar to 2017 2,849 Total Followers Facebook Instagram Twitter 200 New Followers 1,176 Total Followers Gobble Wobble approximately 500 participants September Scramble over 500 participants Highly Attended Events Page 11 GOAL #3 PROGRAMMING IS DIRECTED TO DIVERSE USERS 700+ New Followers 2,769 Total Followers @sloparksandrec 2,000 Total Followers @pixonpeaks 2,695 Total Followers @sloskatepark 50% Attendance increase to 200 people SLO TRI 790 participants Boo Bash 400-500 participants 2nd BACK TO POOL NIGHT Packet Pg. 233 Item 9 Increase access to non-City turf facilities & increase the number of City turf facilities Maintain current facilities & infrastructure to optimal levels Pursue new neighborhood parks and maximize existing parks to provide amenities beyond Parks and Recreation existing resources Expand Parks & Facilities goal 4 Page 12Packet Pg. 234 Item 9 GOAL #4 EXPAND PARKS AND FACILITIES Investment in Capital Projects to Expand the Use of Parks & Facilities Kikuyu Grass at Damon Garcia Sports Field Successfully grown on all fields and will be maintained through 2019 Page 13 Jack House A Parks and Rec intern collected data about ethics, standards and best practices for the management, maintenance, and operations of historic homes. A summary report will help develop policies for the future management, maintenance, and operation of the Jack House. Replacement of Equipment at Islay Park Neighborhood meetings regarding new play equipment have begun Installed New Stadium Nets Identified Location for North Broad Street Neighborhood Park Broad St. Community Garden Packet Pg. 235 Item 9 Page 14 Public Art mural at SLO Swim Center GOAL #4 EXPAND PARKS AND FACILITIES Completed summer 2018 SLO Box Art program 2018 ALL city-owned utility boxes have been painted by local artists with 26 painted in 2018 New Community Garden Partnered with Kwianis Club SLO & One Cool Earth to build a garden at the Laguna Lake Golf Course Hydration Stations New hydration stations installed at the SLO Swim Center, Ludwick Community Center and at Damon Garcia Sports fields In August 2018, Parks and Recreation staff held a neighborhood pop-up event at Las Praderas Park. The meeting with neighbors was a part of the com- munity engagement process to share ideas about how the City Parks and Recreation could be more inclusive of the diverse wants and needs of the community. Las Praderas Park Meeting Packet Pg. 236 Item 9 Implement the adopted Open Space Maintenance Plan as well as the City adopted Conservation Plans Enhance the user experience with emphasis on education, conservation and collaboration Build an effective management structure reflective of the size and scope of the City’s open space Nurture open spacegoal 5 Page 15Packet Pg. 237 Item 9 Pilot Program New Trailhead Improvements GOAL #5 NURTURE OPEN SPACE Page 16 Constructed New Parking Area & pedestrian bridge at Reservoir Canyon Improved eroding entry and added fencing at Bishop Peak City Council approved, 2 year pilot program to allow winter evening access, with permits, on the City owned trails on Cerro San Luis November through March up until 8:30pm NEW! Desktop ‘App’ where users can get a permit Packet Pg. 238 Item 9 VOLUNTEERS 500+ PAPER TRAIL MAPS GIVEN AWAY PUBLIC EDUCATION Page 17 Every Wednesday morning Volunteers meet Rangers out at a designated location. Information can be found on our website and social media sites. Saturday Work Days: Once a month at various locations GOAL #5 NURTURE OPEN SPACE 1,020 hrs NOT looking at a screen Continued use of maps, kiosks and online presence to promote safe hiking. Multiple summer camps and partnering with local schools to do talks and go on hikes with students Local stores like Mountain Air and the SLO Chamber Visitor Center also hand out trail maps. Packet Pg. 239 Item 9 goal 6 maximize community resources & collaborations Develop partnership opportunities with SLO County Parks Leverage community stakeholders for citizen-driven programming, funding, and problem-solving Expand partnerships with Cal Poly and Cuesta College to increase the City’s facility options and provide development opportunities for their students Page 18Packet Pg. 240 Item 9 GOAL #6 MAXIMIZE COMMUNITY RESOURCES & COLLABORATIONS Event volunteers from EIM classes and greek lifeCompletion of Laguna Lake Golf Course Community Garden (Donation from Kiwanis Clubs and One Cool Earth) Year 3! A DAY OF VOLUNTEERING Page 19 STAKEHOLDERS Updated agreement between Arts Obispo and the Parks and Rec Department includes a clause that Arts Obispo will produce one pop-up event with focus on the arts and activation of parks. They will also provide five volunteers for the City’s Annual Triathlon . Volunteer trail work days and hikes The Parks and Rec Dept partners with the Seahawks by providing them access to the pool four times a day and once on Saturday. The Seahawks host all their swim meets at the SLO Swim Center and they host 5 to 7 meets a year. With each meet having an average of 200 athletes competing. Packet Pg. 241 Item 9 COLLABORATION A Cal Poly landscape architecture class redesigned and envisioned Laguna Lake Park to find better ways to utilize park space Page 20 GOAL #6 MAXIMIZE COMMUNITY RESOURCES & COLLABORATIONS Parks and Recreation partners with SLO Downtown to provide the community with special events. Parks and Recreation has made a huge effort to get community imput to determine our 20 year plan for the department. We have used pop up events, email, social media, post cards and workshops to get participation from over 500 local community members. Packet Pg. 242 Item 9 What’s Ahead in 2019? Continued growth of the Parks and Rec Department’s healthy and smart culture Construction of new Park Amenities with approved capital improvement projects Continuing to educate, retain and Recognize Staff for Outstanding Work Activation of Parks through pop-up events, workshops and community events Continued community partnerships Based on the Community Needs Assessment begin to draft Parks and Recreation Master Plan and Element Update 1 2 3 4 5 6 Page 21Packet Pg. 243 Item 9