Portland Parks & Recreation

Recreation Revolution Workplan

Citywide Recreation Team

We have reduced timeline type language such as begin, finish, etc. We understand the body of work to be implemented and then ongoing. nder the section Citywide Recreation Coordinator Team you will see three phases. These phases are fluid, ongoing and build on each other. We have called out specifics for only !ummer "#$% in staff management as something timeline related, this is because some sites have already began this work and to avoid confusion we are very intentionally declaring what can be e&pected from the citywide team for !ummer. The assumption is made that there isn't a switch that is flipped and changes happen. This process is more collaborative and fluid, as capacity is available the Citywide team will address phase $ items, then phase " items, then phase ( items and then re)evaluate and identify ne&t steps. This is the opportunity to build a sustainable business process by making sure each step is completed in a meaningful and intentional way. *inally, we have addressed the highest level and we have attempted to remove lots of specifics of +how' items will be accomplished. ,s an e&ample, -.anage citywide recruitment, hiring and training process/, this process may look different between a large summer camp recruitment and a smaller fall preschool recruitment so we want to declare that our intention is to manage it, but we will determine best practice based on the circumstances, core team recommendations and lessons learned. 0appy reading1

Community Center Staff Program Development

Task Category Program 2evelopment3

Program 2evelopment3

Program 2evelopment3

Establish Programming Foundation, Scope and Parameters

Activity and curriculum development and implementation

Staff Management

Rec Supervisor

Provide input regarding program development. ,ssign staff to Core Teams. Work with Rec 45s and Citywide Coordinators in establishing program parameters for site.

Provide input on site programming, based on goals, budget and priorities for the site.

Recruit, hire and train new site staff. Provide support including coordination, evaluation and supervision to all site staff. .anage staff training needs in coordination with citywide resources. Proactive recognition and discipline) up to termination) for site staff. !erve as mentor and coach for the professional development of Citywide Coordinators, Rec 45s and Rec 6eaders. Participate in citywide recruitment, hiring and training process. Participate in the recruitment, hiring and training of site based staff. ,s needed, provide input to Rec !up and Citywide Coordinators in regard to staff recognition and9or discipline. !erve as mentor9coach to Rec 6eaders and !easonal !taff. Complete new employee orientation. Provide training and communication as re:uired by site supervisor. Participate in citywide recruitment, hiring and training process. Participate in the evaluation of instructors, providing assessment to Citywide Coordinators.

Rec Coordinator I

6et Citywide Coordinator know3 2esired programs ,vailable space 4mplementation of courses and activities for site. Participation in Core and 7&tended Team meetings corresponding with 8ob portfolio.

Create desired program based on site needs in collaboration with Rec !up and Citywide Coordinators. Recommend new9pilot programs. Continue to support site staff with class planning templates and guidelines. Communicate with Citywide Coordinators to address gaps in the course offerings. Participate in Core and 7&tended Team meetings corresponding with 8ob portfolio.

Rec Leaders

Provide input to Rec 45s and Citywide Coordinators3 2esired programs ,vailable space

Provide input regarding curriculum development.

Call subs off provided lists. !upport daily staff management at site. !erve as mentor9coach to seasonal staff.

Shared

Instructor

Provide input to Rec 45s and Citywide Coordinators on desired programs and trainings. Provide available technical skills to coordinators. ;athering input3 !ite check)ins Core Team survey and assignments .onthly Core Team meetings Communication with 7&tended Teams <uarterly site visits

Provide input regarding curriculum development.

Call subs off provided lists. Complete re:uired trainings. Call subs off provided lists.

Citywide Recreation Coordination Team

Phase I

2evelop activities and descriptions3 !upport creation of new course description Communicate new course description options with teams Provide course listings by portfolio 7stablish program progressions and content guidelines This will include recommendations for new programs from sites

SUMMER 2 !"
Recruiting3 ,ssist with creation of hiring application Posting applications on 8ob lists =utreach > share employment opportunities in community and collaborate with the 2iversity and 7:uity Committee Central point for application submission, as needed 0andle applications not meeting minimum re:uirements !upport sites with interview process, i.e. provide standardi?ed :uestions Training3 Coordination of re:uired safety trainings Coordination of basic PP&R re:uired training of policies and procedures.

Phase II

*acilitate and implement citywide programs through3 Team meetings and committee work Communication regarding updated policy, procedures and resources 2irection from Recreation Revolution !teering Team !upport site specific program planning3 Through site visits and :uarterly program review @y providing course option lists

2evelop offerings and descriptions3 Provide class planning templates9guidelines for instructors 2evelop curriculum, standards and9or best practices. 2evelop fee structures 7valuation of course listings available in ,ctiveAet Bprogram lifecycleC.

Recruiting3 .anage citywide recruitment, hiring and training process Central point for application submission =utreach > share employment opportunities in community and collaborate with the 2iversity and 7:uity Committee Training3 !upport and facilitate professional development and training for seasonal staff Work with teams and committees to establish citywide guidelines Coordination of basic PP&R re:uired training of policies and procedures. Coordination of re:uired safety trainings .anage citywide recruitment, hiring and training process. 7stablish communication and support networks between seasonal staff. Create and maintain program specific instructor lists including subbing preferences and certifications. ;ather site staff's knowledge of current instructors' contact information, skills and preferences. !upport site coordinators in regard to staff recognition and mentoring, as needed. Create and administer recognition opportunities within program areas. Call subs for programs directly reporting to Citywide Coordinators and not associated with a site.

Phase III

4ncrease capacity and access of program offerings and seek opportunities to enhance programs through new standards or innovative new options. Create evaluation and measurables to monitor success and opportunities.

.aintain and provide course option listing with set age and skill progressions where appropriate. Create evaluation and measurables to monitor success and opportunities.

Specialty Areas

#A$R% Provide support regarding inclusion practices and considerations within e&isting9new programs.

#A$R% Provide ,2, information and guidance to all portfolios regarding curriculum development in consideration with ,2, goals.

Community Center Staff Program Development

Task Category Program 2evelopment3

Program 2evelopment3

Program 2evelopment3

Program Siting, Standards and &imelines

Payroll Management

Engagement

Rec Supervisor

Provide input and supervision for programs implemented at site.

Time)entry oversight and management of check distribution process. .anage step increases for site based staff.

Rec Coordinator I

!uggest new programming ideas to Citywide Coordinator and provide assistance in pilot programs. Participation in core9e&tended team meetings corresponding with 8ob portfolio.

.anage payroll and personnel record for program staff coordinated through site.

4dentify9engage3 Partners Dolunteers Er. 6eaders .embers of underserved communities 4dentify9engage3 Partners Dolunteers Er. 6eaders .embers of underserved communities 4dentify9engage3 Partners Dolunteers Er. 6eaders .embers of underserved communities 4dentify9engage3 Partners Dolunteers Er. 6eaders .embers of underserved communities Provide support and input regarding potential engagement opportunities and partners.

Rec Leaders

Shared

Instructor

Pick up paycheck9paystub from the hiring packet +parent' site.

Citywide Recreation Coordination Team

Phase I

Phase II

Phase III

4mplement Citywide ;uidelines for programs3 7stablish session dates and promotion calendar 7stablish and communicate updated policy, procedures and resources through team meetings and committee work Work with committees to create branding for some programs including timelines, fees, e&pectations and promotions @ring new program ideas and trends to sites for possible pilots !upport and initiate new ideas from site staff nder the direction of Citywide Recreation !upervisor, collaborate on updating e&isting seasonal 8ob descriptions as needed #MAR'E&$()% Collaborate with Citywide Coordinators and Rec 45s in the development of site and system recreation activities.

.anage personnel records for program staff hired for Citywide programs. .anage step increases for program staff hired for Citywide programs. 4nclude year and step on instructor lists so wage can be determined by any site.

Specialty Areas

#*+U&, E(R$-,ME(&% .aintain relationship with .ultnomah County, Portland, 2avid 2ouglas, Parkrose, Centennial !chool 2istricts and other ! A C! related partners. #PRES-,++.% .aintain relationship with 22!2, PP! and .7!2.

Community Center Staff DeliveryProduction and

Task Category Production and 2elivery3

Production and 2elivery3

Production and 2elivery3

-ustomer Service

Facility Rentals

/rop0$n Programs

Rec Supervisor

.anage Customer !ervice for site9program to bureau standard, including3 =versight of customer satisfaction surveys Policy and procedure information and clarification !ervice delivery training and support for site staff 0andle customer comments and concerns. Coordinate with Citywide Coordinator staff regarding portfolio based :uestions, information, complaints, etc. Together with Fone .anagers and CW Coordinators, communicate and update policies and procedures, such as3 *ee Changes 4nclement weather Registration re:uirements Coordinate and provide daily and ongoing site based e&ternal customer service for patrons and internal service for staff, in accordance with bureau standard, site specific and portfolio specific considerations. Coordinate with Citywide Coordinators regarding portfolio based :uestions, information re:uests and complaints. 4mplement policies and procedural guidelines impacting portfolio management. Coordinate and provide daily and ongoing site based e&ternal customer service for patrons in accordance with bureau standard, site specific and portfolio specific considerations. Provide daily and ongoing site based e&ternal customer service for patrons. !upport Customer !ervice by Portfolio including3 Providing information to staff and patrons Clarifying procedures, best practice, etc. ,ddressing portfolio specific concerns !et up guidelines for second level information :ueries, complaints, etc. Together with Fone .anagers and Rec !ups, communicate and update policies and procedures, such as3 *ee Changes 4nclement weather Registration re:uirements

=versee the production and service delivery re:uired for facility rentals, including3 =ne)time rentals Parties ;rad events =ngoing rentals .eetings Community space allocations

Provide oversight and supervision of site based drop)in programs3 ,pprove scheduling of space, time, etc. 7nsure staff oversight of programs as appropriate .onitor the coordination of supplies and e:uipment.

Rec Coordinator I

!chedule, manage and review site rentals.

Collaborate in the development and production of ongoing, as well as, one time drop)in programs and events at the site, including3 !taff direction ,ctivity development !upplies and e:uipment

Rec Leaders

Shared

Instructor

Phase I

@y portfolio, support site rentals. ,n e&ample would be themed parties with specific instruction.

Phase II

!upport Portfolio specific drop)in programs and activities, including3 Coordinating staffing lists 7:uipment and supplies !chedules

Phase III

TeamCitywide Recreation Coordination

Specialty Areas

#F$&(ESS% 2evelop and9or support drop in fitness classes and fitness facilities. #MAR'E&$()% Create, schedule and provide support for drop)in recreation events in con8unction with site staff and community need. #&EE(S% 2evelop and9or provide support the implementation of drop)in teen activities. #PRES-,++.% 2evelop and9or support drop in preschool activities and events.

Community Center Staff Production and Delivery pt

Task Category Production and 2elivery3

Production and 2elivery3

Production and 2elivery3

Administrative Functions

Registration Management

Finance Management

Rec Supervisor

!upervise and support the administrative functions associated with daily and ongoing operation and programming. =versee or conduct tasks such as3 Print class lists 7nter attendance .aintain supplies9e:uipment .anage P=! functions .aintain site specific contracts and agreements as re:uired !upervise the proper archiving of documentation .aintain PC4 compliance in managing documents and files Point of Contact for ,larm Response Custodial .anagement BP0CC @uilding Partners B6oaves and *ishes, PP!, etc.C Contracted work Dehicle repair and management *acility Work =rders Collaborate with Citywide Coordinators as appropriate for program management at site. .anage day)to)day operations of classes3 Printing class lists 7ntering attendance .aintaining P=!, rentals, etc. .anage and maintain supplies9e:uipment Provide support in the relationship management of building partners, etc. ,s directed3 ,rchive documents .aintain PC4 compliance in file and document management Provide !upport and assist in ,larm Response custodial issues vehicle maintenance *acility repair and Work =rders Work with Citywide Coordinators as appropriate for program support on site.

.onitor and maintain3 =ngoing registrations Class si?e Cancellations .id)season class e&pansions Waitlists ,llocated scholarships 7tc.

.anage on)site finances including3 Cash collections Petty cash reconciliation .onitoring and managing late fees and re8ected payments for site based programs @anking Collaborate with Citywide Recreation Team in development and monitoring of program budgets by functional area.

Rec Coordinator I

.onitor3 =ngoing registrations Class si?e Cancellations .id)season class e&pansions Waitlists ,llocated scholarships 7tc.

.anage on)site finances including3 Cash collections Petty cash reconciliation .onitoring and managing late fees and re8ected payments for site based programs @anking

Rec Leaders

Shared

Instructor

Provide class administration such as taking attendance, etc.

*ront 2esk !taff) Call customers on waitlist, cancelled courses, approved scholarships, etc. 7stablish and communicate updated guidelines, procedures and resources through Team .eetings and committee work. .onitor and maintain registrations for Citywide programs not hosted through a site. Collaborate with Recreation !upervisors in development and monitoring of program budgets by functional area. 7stablish best practice and procedures for monitoring, managing

Phase I

.aintain portfolio specific agreements and contracts. se system tools to share information about3 !cholarships Courses 7tc.

Phase II

TeamCitywide Recreation Coordination

Phase III

.anage administrative functions as described throughout this document, such as3 0iring packets 4nterview scheduling Personnel records management

!upport procedural :uestions and address needed guidelines for site monitored programs. .onitor ongoing registrations, class si?e, cancellations, mid)season class e&pansions, waitlists, allocated scholarships, etc. #MAR'E&$()% Provide guidance for promotional efforts to increase registrations.

and communicating late fees and re8ected payments.

Specialty Areas

#A$R% Coordinate and9or deliver ,2, services for sites by identified need.

Task Category 7nd of !eason3

7nd of !eason3

7valuation3

Reporting

Supplies, E1uipment and Asset Maintenance

/evelopment and +utcomes

Community Center Staff

Rec Supervisor

2raft, Complete, !ubmit reports as re:uired, including3 ;rant reporting Pro8ects Collaboration and partners *iscal compliance <uarterly reports Program evaluations

.anage end of season inventory of3 !ite supplies 7:uipment ,ssets Replace, repair and store as needed.

Provide input in the development of evaluation criteria. Review and approve developed evaluations. 7valuate performance to site goals and participation levels by program9activity. 4dentify gaps in programs and share with CW Coordinators. 7valuate program performance and operation outcomes by3 @udget allocations and targets Community needs @ureau goals Provide input in the development of evaluation criteria. 7valuate performance to site goals and participation levels by program9activity. 4dentify gaps in program and share with Rec !up and CW Coordinators. Provide input in the development of evaluation criteria.

Rec Coordinator I

Provide information and support as re:uired in the drafting of site reviews and reports.

.anage end of season inventory of3 !ite supplies 7:uipment ,ssets

Rec Leaders

Provide information and support as re:uired in the drafting of site reviews and reports. Provide information and support as re:uired in the drafting of site reviews and reports. 2raft, Complete, !ubmit reports as re:uired, including3 ;rant reporting Pro8ects Collaboration and partners Period based reports =verall Portfolio 7valuation .aintain shared e:uipment lists and coordinate resource review by program area as needed.

Shared

Instructor

Provide input in the development of evaluation criteria.

Citywide Recreation Coordination Team

Phase I

2evelop evaluation criteria, process and tools for student progress, courses, staff and program goals. 7valuate site and system portfolio performance. ,naly?e survey data, make recommendations and share with site staff.

Phase II

Phase III

.aintain and Coordinate needed supplies and e:uipment when coordination benefits the bureau. 7&amples include, buying in bulk, t)shirts, etc.

Specialty Areas

#*+U&, E(R$-,ME(&% ! A C! <uarterly Reports to .ultnomah County. #A$R% !enior Center Pro8ect Reporting. #PRES-,++.% 4mmuni?ation Reporting to .ultnomah County.

Task Category

Community ,ssessment3

Promotion3

Promotion3

-ommunity Assessment

Planning and -oordination

Media $mplementation

Community Center Staff

Rec Supervisor

!et priorities and finali?e building use based on3 0ours Rentals Policy goals @ureau priorities 7tc. Connect with neighborhood groups and activities to determine needG delegate to Rec 4 or other staff as needed. Provide input to development and oversee deployment of customer surveys. Work collaboratively with CW Coordinators and analysts regarding community assessment and trends.

=versee the timing, production and scope of site based promotion3 2isplay Cases @ulletin @oards 6obby *lyers 7tc. 2evelop and monitor site based marketing plan3 Calendar Timelines and deadlines. =versee the ac:uisition, management and use of photos and videos for site. #ME/$A% =versee the site specific input for the guide, provide feedback regarding guide distribution, etc. #)U$/E% 4dentify priority populations to target) including language options needed. Provide input into the development of customer information materials. Provide oversight for compliance with site standards, including staff uniforms, service delivery guidelines, etc. Collaborate with Community Relations to manage a consistent web presence and guide social media use.

.anage current facility signage, way finding and activity9class information distribution. Coordinate with ?one and other supervisors 4n the development and production of program guide. #)U$/E% 4mplement and oversee chosen forms of social and print marketing for site. .anage the distribution of informational material. Collaborate with community relations to develop press releases.

Rec Coordinator I

Recommend building priorities and space for programming. ,s directed, work with community regarding needs assessment. 2eploy customer surveys. Provide input to analysts and CW Coordinators regarding community assessment and trends.

Participate in citywide promotions. .onitor and advise on facility signage. 0elp to maintain available facility and recreation information. Coordinate photo and video opportunities 4nput program into C6,!! Registration !ystem B,ctiveAetC. Perform download for guide production, work in coordination with Rec !up and CW Coordinators in the development and production of program guide. Provide input regarding community language need for marketing. 4dentify priority populations to target. tili?e developed targeted marketing plans. 2istribute coordinated message9materials. !upport site standards for staff and service needs. 7nter *acility @ooking information such as3 2rop)in activities 7vents and rentals data 7tc. tili?e site marketing plan in the development of site based marketing efforts. Participate in citywide promotions.

Prepare site based flyers and promotional materials as appropriate and as directed for site and program need. With other union staff, maintain nion @ulletin @oard and postings.

Rec Leaders

Provide input to analysts and CW Coordinators regarding community assessment and trends. ,s directed, deploy customer surveys. Take photos and videos for promotional use by Rec 4 and CW Coordinator.

Shared

Instructor

Phase I

*acilitate comprehensive internal assessment led by CW Coordinator with site e&perts. With support from analyst staff, develop customer survey tools.

Provide input regarding site based promotion efforts. Provide assistance in video9photo opportunities. =rgani?e and maintain photos by portfolio.

Phase II

Provide input for sites and ?ones regarding marketing by portfolio within each program guide. 4dentify priority populations to target by portfolio.

Citywide Recreation Coordination Team

Phase III

.arket and political assessmentsG use analytical staff resources.

2evelop marketing plans by portfolio to meet9attract targeted populations

2evelop consistent standards for staff by portfolio3 !taff 42 niforms 7tc. Coordinate with other portfolios and site staff in implementation of standards Provide support as appropriate by portfolio in the development and implementation of drop)in activities, etc. Coordinate agreed upon forms of social marketing for use by sites and system wide for portfolio. Collaborate with Community Relations in development of press releases and in accepted processes and guidelines for social marketing, work with sites to support implementation. 2evelop marketing plans by portfolio, including calendar, timelines and deadlines. 2evelop portfolio specific city wide promotions. !upport implementation of marketing plans and promotions at sites. With other union staff, maintain nion @ulletin @oard and postings. 2evelop Customer information materials for system)wide programs based on portfolio) Bparent handbooks, etc.C.

Specialty Areas

#A$R% Provide feedback on site access and provide inclusion updates and guidelines. #MAR'E&$()% Calendar management for promotional purposes.

#MAR'E&$()% Coordinate and provide guidance regarding best practice and trends in site based promotional effort and mediums. =rgani?e and maintain a system wide photo9video library. Provide access and coordination of this library with sites and Community Relations. Coordination and development of graphics, layout, content, etc. for ?one and sites. Provide direction for streamlining production practices. Collaborate with Community Relations in bureau specific input and design. Coordinate system wide diverse language considerations for marketing by site or system. Create multi)lingual marketing materials. 6iaison with Community Relations, Fone .anagers and Rec !ups in the ongoing and immediate use of social marketing tools and processes. Provide support and guidance in up)to)date marketing through various media. Provide training in digital, social, print marketing as field changes. Coordinate between portfolios in the development of comprehensive marketing plan and approach, including staging of citywide promotions. #PRES-,++. and &EE(% 6ead outreach from program staff to target populations in diverse languages.