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HomeMy WebLinkAboutInitiate Detachment from CV Recreation and Park District CVRPD - DetachmentCITY OF PALM DESERT DEVELOPMENT SERVICES STAFF REPORT REQUEST: Authorize the Initiation of the Detachment Process From the Coachella Valley Recreation and Park District (CVRPD) SUBMITTED BY: Janis Steele, Parks and Recreation Services Manager DATE: February 22, 2007 At the January 25, 2007, City Council meeting, Staff provided a report to the City Council that included a request from the CVRPD for a six-month extension of this agenda item. This request was made with the intention of providing the District with the opportunity to implement identified solutions to address the City's concerns regarding recreational services and programs. The District requested this six-month continuance to allow them to work with City Staff to address these issues. The City Council directed Mr. Stan Ford and the CVRPD to prepare a detailed report that more specifically describes their request for a continuance of this item. They requested a timeline, budget numbers, and an explanation of how this would improve services. Attached is a copy of the report submitted by the CVRPD. Submitted By: is Steele P : rks & Recreation Services Manager Approval: Carlos L'1Ort City Manage Dept, ment Fed: Homer Cr ACM for D lopment Services :ITY COUNCIL,ACTION: APPROVED ✓✓ DENIED RECEIVED OTHER MEETIN DA'F » `61-O / AYES: NM/ . ' 1 a,.gg���t��:J,,''1Pi! NOES: i'- LW" W I dra ABSENT: a'` ABSTAIN: OWL VERIFIED BY: ) )riginal on File w h City Clerk's Offir'c MEETING DATE 1 —�� -�—'� - CONTIMUED TO � �� —� ` CITY OF PALM DESE � PASSEO TO 2ND READING �, DEVELOPMENT SERVICES STAFF REPORT REQUEST: Authorize the Initiation of the Detachment Process From The Coachella Valley Recreation and Park District SUBMITTED BY: Janis Steele, Parks and Recreation Services Manager DATE: January 25, 2007 CONTENTS: Coachella Valley Recreation and Park District Document Building a Mutually Beneficial Partnership Recommendation: By Minute Motion: 1. Grant the Coachella Valley Recreation and Park District (CVRPD) a six-month extension based on meeting identified goals on documentation provided. 2. Continue item to City Council meeting on August 23, 2007. Executive Summary: On November 16, 2006, the City Council directed CVRPD to make a presentation to the Parks and Recreation Commission with possible solutions to improve the City's recreational and service needs with the District. On January 16, 2006, CVRPD made a presentation to the Parks and Recreation Commission and identified possible solutions to address the City's concerns regarding recreational services and programs. The District requested a six-month continuance, to allow the District to work with staff to address these issues. On January 16, 2007, the Parks and Recreation Commission unanimously recommended approval of a six-month continuance. Staff has worked with CVRPD to develop a series of strategies and solutions to address the City needs identified by the Parks and Recreation Commission and the Citizens survey. Staff recommends that the City Council approve a six-month continuance on any action regarding detachment from the Parks and Recreation District, to allow the implementation of ineasurable strategies identified in this report. These strategies are designed to increase service, recreational programming and communication between the two agencies. Authorize the Initiation of the Detachment Process From CVRPD Page 2 of 4 January 25, 2007 Background: Over the past year, Staff was directed to review the recreational services provided to the citizens of Palm Desert. After reviewing numerous documents, a recommendation was made to the City Council on November 16, 2006, to begin the detachment process from CVRPD by preparing LAFCO documentation and working with GreenPlay LLC., to develop implementation strategies. At the Parks and Recreation Commission meeting on November 7, 2006, the Commission unanimousely voted to approve this recommendation. The main purpose of seeking detachment is that it would allow for the City to act as owner, direct provider, facilitator and partner in maximizing the use of City resources in an efficient and effective manner. This item was continued from the November 16, 2006, City Council Agenda, at the request of the CVRPD General Manager, Mr. Stan Ford. When Mr. Ford requested that the item be continued for sixty days, the City Council directed CVRPD to make a presentation to the Parks and Recreation Commission. Representatives from CVRPD met with City Staff on three separate occasions during November and December of 2006, to identify issues, and find strategies and solutions to address problem areas. On January 16, 2007, Mr. Ford and District Staff made a presentation to the Parks and Recreation Commission (see attached). CVRPD identified three areas that they feel should be focused on in order to build a mutually beneficial partnership. The areas identified are: 1. Improved Communication (interagency, agency to residents and residents to agency) 2. Improved overall resident satisfaction (increased participation in district programs, increase in variety and number of participation opportunities and improved indoor fitness facilities) 3. Improved efficiency of service delivery (reduction of unnecessary cost and decreased response time) CVRPD and City Staff (Parks and Recreation Services Manager and Parks Maintenance Supervisor) have identified a variety of solutions that will address specific communication needs. Solutions that are measurable and can thus be evaluated after a six-month extension period are identified below. Communication Needs and Solutions: ' 1. Bi-monthly meetings between Palm Desert Center Staff and City Sta�. ; . ; G:1DevServicesUanis SteelelWord FileslStaNrepoRs120071DetachmentRecommendationUpdate.doc Authorize the Initiation of the Detachment Process From CVRPD Page 3 of 4 January 25, 2007 2. Monthly meetings between General Manager and Assistant General Manager of CVRPD and City Staff. 3. Bi-weekly meetings between CVRPD Superintendents (Recreation, Facilities and Maintenance) and City Staff. 4. Monthly updates on District programs and events provided to Staff, the Parks and Recreation Commission and the City Council. 5. Regular attendance and updates at Commission meetings (by CVRPD Staff) and at CVRPD Board meetings by City Staff. 6. Agendas that include related staff reports exchanged for CVRPD Board, Parks and Recreation Commission and City Council. 7. Inclusion of CVRPD/PD recreation in Brightside Newsletter, in District brochure and through website alignment and development. 8. Regularly scheduled user group meetings including CVRPD and City Staff (Palm Desert Youth Sports, Palm Desert Youth Soccer) 9. Identification of other avenues to increase marketing opportunities between both the District and the City. 10.Working towards the development of a shared customer request management system. In order to improve resident satisfaction and address specific citizen needs that were identified in the Citizen's survey, programming will be addressed as well. In order to evaluate these items, integrating the recommendations made by CVRPD into a measurable format is necessary. Items that can be evaluated are below. Resident Satisfaction: 1. Establish a baseline of existing programs (list all current activities). 2. Establish new programs in the areas of adult and senior sports fitness and wellness, and special interest programs. 3. Continue to expand youth programs. 4. Establish new large event programming. 5. Update existing fitness facility. 6. New/relocated aquatic programming in Palm Desert. 7. Identifying alternative sites for programs or reviewing existing sites that offer expanded usage potential. 8. Program Participant/facility user evaluation results shared with City Staff and Parks and Recreation Commission. 9. Identify additional marketing opportunities. At the Parks and Recreation Commission meeting on January 16, 2007, the Commission voted unanimously to approve the six-month extension requested by CVRPD Staff based on the presentation given. Staff will be preparing a white paper as part of the budget process for Council review that will include the following items: G:IDevServicesVanis SteelelWord FileslStaNraports120071DetachmentRecommendationUpdate.doc Authorize the Initiation of the Detachment Process From CVRPD Page 4 of 4 January 25, 2007 1. Background of CVRPD (area served, population, services provided, total budget and sources of funding). 2. Revenues derived from Palm Desert population (property taxes, RDA pass- throughs, program fees and contract revenue). 3. Identified City recreational needs (CVRPD Master Plan and City needs survey). 4. Plan and funding sources to provide for identified needs. 5. Discussion to withraw from CVRPD (pros, cons and size of remaining district if CVRPD withdraws). 6. Options and Alternatives (work out an agreement with CVRPD, stay in District, Contract for some services or detach from District). Staff recommends that the City Council support the recommendation of the Parks and Recreation Commission and authorize the following: 1. Approve the request by CVRPD Staff for a six-month extension of this agenda item. 2. Approve the request with the understanding that the items listed above in Communication Needs and Solutions and Resident Satisfaction will be utilized to evaluate the progress. 3. Additional mutually agreed upon (by CVRPD and City Staff) tools may be included for evaluation of progress. 4. Re-evaluate this item at the August 23, 2007, City Council meeting. Submitted By: Depart nt Head: � anis Steele Homer Cr � Parks & Recreation Services Manager ACM for D elo ment Services Approval: Carlos L. 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" .� � ' i_.Y-' -- ���.��rN 1a�F .LtS� �,f �i.� . � .�S � M � _ .9� .:$,,.L--. _=.F�.}� !� / "la' _ � ���, y �- . i6,; .. _ .. t `i���N�"��� -- T' �� � �� • ' �. . . �. _� � _ - . '-� _ .�:_� «� _ 1�,;�` __� �, '-� ��, „ � - .�: • � , , , ; :+�f 1.�; ��„j,�+f-4• �i _ - .�..+�i�y�i-�p:, ~ ���'� ` � - � ���' L�� `l�,L��� .." _ ' - f . -.t- ��N�� -....'��1... _ �':i 1 �.�a / - � '�w. • - -f: �4=.W�� .. � ��-� �� � a"..�, _- _ . � + , .. ,t "e ~'�� , . . - , - '— . _ r i�► Et�C�;�YED � C!T Y CLERK'S OF�ICE �� .� January 18, 2007 QALM DESERT, CA COACHELLA VALLEY 2001 JAN 19 PM 4� ZO RECREATION ANO PARK DISTRICT Honorable Members of the City Council 45-305 Oasis Street City of Palm Desert Indio, cA s22o� 73-510 Fred Waring Drive Phone (760)347-3484 Palm Desert, CA 92260-2578 Fax (760)347-4660 Subject: January 25, 2007 Detachment Recommendation www.cvrpd.org Mayor Kelly and Members of the Council: First and foremost, on behalf of the Coachella Valley Recreation and Park District Board of Directors, administration and staff, thank you for your previous action on November 16, 2006. The continuance of this item has afforded the District the opportunity to begin mending our long- standing relationship with the city of Palm Desert. Your comments and direction were heard and we are making every effort to rectify the situation. stan Ford As directed, the District has engaged in productive dialogue with city General Manager staff. Your staff has been gracious and most helpful in identifying critical issues and potential solutions that need to be addressed in order for our partnership to be successful. To this end, the District presented the parks and recreation commission our commitment to strengthening this relationship and building a mutually rewarding partnership that will fully meet the identified needs of our Palm Desert residents. The District has set measurable goals that will enable you, your commission and staff to evaluate our progress and the benefits of reconsidering detachment from the District. District staff has reviewed the staff report on this item and support the recommendation fully. Thank you for your continued consideration of this matter. Serving the Communities of: SIf1Cef@ly, Bermuda Dunes �- Coachella Indian Wells Stan Ford, General Manager Indio SF/dg Indio Hills La Quinta Mecca North Shore Oasis Palm Desert Rancho Mirage Thermal Thousand Palms Vista Santa Rosa ���► � � _ _ _ ,�' COACHELLA VALLEY RECREATION AND PARK DISTRICT �E�ENED Date: February 13, 2007 FE6 1 � �;.:;,� ��a�aaent�ea�ncea To: Honorable Members of the City Council �;��p��,p�,� Mr. Carlos Ortega, City Manager From: Stan Ford, General Manager z Subject: City's Initiation of Detachment Proceedings Continuance The District is appreciative of the opportunity to present the District's position on continuing the partnership to serve our residents. The content of this memo focuses on actions the District will take and deliverables that can be measured in the next six months should the council chose to continue this item, as requested. District and City staff has worked closely to strategize how our agencies can better work together with the common goal of greatly enhancing services to our residents in Palm Desert. Communication befinreen the agencies continues to improve and a foundation for success is being laid. This is, and will continue to be, an ongoing process enabling our agencies to move forward together. We believe, and Council Member Ferguson reiterated, our actions and deliverables will be the best gage for determining the extent to which the City Council can support this relationship. It is the DistricYs intent to continue demonstrating our commitment and desire to nurture and preserve the relationship of the District and City. During the requested continuance period the following deliverables can be anticipated: 1. Steadily increasing recreation and enrichment opportunities for Palm Desert residents in line with the Attitudes and Interest Survey. 2. Improved marketing and communications. 3. Continuous involvement of the City in design of services and delivery responsibilities. 4. Cost savings to the City by partnering. 5. Enhanced public image for both agencies. The key areas District and City staff has identified and are focusing on to meet the above identified deliverables are as follows: 1. Improved Communications 2. Improved Resident Satisfaetion. 3. Improved Efficiency of Service delivery District and City staffs are in agreement that addressing these critical issues is the first step to providing the city of Palm Desert and its residents services that are second to none. Communications District and City staff has reviewed the need for better communications on several levels and have identified strategies to address each. Clearly, the communications befinreen the District and the City have been less than acceptable and our agency has accepted responsibility for our part of the failure. Both staffs agree interagency communication is top priority and a major factor in what has led us to where we are today. Interagency Communications The strategy laid out to address the lack of interagency communication includes an increase of both written and face to face interactions that were previously initiated on a reactionary basis. By implementing the following systems of regular proactive communications the District and City can quickly identify and resolve challenges, identify opportunities for better service and maintain synergy between City and District objectives. The District and City staff will engage in the following schedule of face-to-face communications: 1. District management will meet with the City parks and recreation services manager and parks maintenance manager monthly. The focus of these meetings will be on service review and forward planning to meet identified needs of Palm Desert residents. Other City management and/or elected officials may be included in these meetings as appropriate. 2. The District has three operational departments that are each responsible for services delivered in Palm Desert. The District Maintenance, Facilities and Recreation superintendents will meet biweekly with the parks and recreation services manager to review operations, identify gaps in service and maintain a common knowledge base of activities and events in Palm Desert. 3. The parks and recreation services manager will meet with the District's Palm Desert front-line staff on a bimonthly basis to update, assist in training, and to give and receive feedback on service objectives. 4. District staff will continue to attend the Parks and Recreation Commission Meetings to keep them apprised of Palm Desert related business and to solicit feedback and recommendations as appropriate. In addition to the greatly increased face-to-face interaction between the two staffs, the District and City have agreed to provide the following regular written correspondence as well: 1. Provision of all agenda's and corresponding staff reports for all District or City re{ated items to be heard by the District Board of Directors, Parks and Recreation Commission, and City Council. 2. District will provide the general manager's monthly board updates to the City staff for inclusion in Commission packets. 3. District will provide written updates for the Parks and Recreation Commission to keep them apprised of current, future and ongoing District activity in Palm Desert. All of the above mentioned strategies have been initiated and are currentfy being implemented. District and City staff will continue to monitor whether or not the above strategies are meeting the outlined objectives and make adjustments as required to continuously improve our efficiency and effectiveness. Agency to Public Communications The District and City staff have reviewed both the Citizen's Interest and Attitudes Survey and District Master Plan which identify the residents are not aware of recreational opportunities provided by the District. The District and City staffs have identified the following strategies as the immediately actionable items to enhance City/District communications to the public: 1. The City and District will maximize the communications to the public through increased presence of parks and recreation activities and events highlighted in 6rightside. 2. The City and District will work together to enhance the parks and recreation presence on the city website and create a seamless transition to the District website targeted at Palm Desert programs and events. 3. The City and District will conduct regularly scheduled user group meeting to maintain consistent policy and practice when interacting with user's of City facilities. 4. The District and City will develop an e-mail database for distribution of newsletters and announcements. 5. City and District staff to evaluate and update signage to better guide users of Palm Desert facilities. 6. The District is currently reviewing proposals for consultants to develop a branding strategy for the District. The District anticipates selecting a consultant and beginning the process this fiscal year. Public to Agency Communications The District and City staff has also identified the need for regular channels for the public to communicate with our agencies. Solutions to increase communication include: 1. Regularly scheduled user group meetings will give the public opportunities to both receive and give information enabling our agencies to better tailor services to meet expressed needs. 2. Increased distribution and collection of program participant and facility user evaluations. 3. Participant database. The District invested in a new software program that gives the District the ability to maintain better records for participation numbers, demographics, usage, etc. The system has been in operation since July 2006. 4. The District and City staff is expioring customer request management software that will help with distribution and follow up of public requests. 5. The District and City periodically updating the Citizen's Attitudes and Interest Survey. The City and District can utilize the most recent survey as baseline data to chart progress and changes in the future needs of Palm Desert residents. Resident Desires The District and City staffs have reviewed the Attitudes and Interest Survey along with the District Master Plan and identified a number of opportunities to increase user participation. Items identified for immediate impact include the following: 1. The need for better indoor fitness facilities. The District has taken the necessary steps to improve the Palm Desert Community Center to its fullest potential. The fitness center is being updated and new, state- of-the-art equipment and flooring installed. Renovation is scheduled for completion next month. 2. New programming in adult and senior sports, fitness and wellness. The District is focusing its programming efforts on new programs to meet this expressed interest from our Palm Desert residents. 3. New programming in adult and senior special interest. The District is focusing its programming efforts on new programs to meet this expressed desire from our Palm Desert residents. 4. New large event programming. The District added Desert Rock concert series in 2006 (planning began in 2005) and will continue adding to its events portfolio as well as continuing to assist city staff where appropriate on city events. 5. Aquatic programming in Palm Desert. The District has planned, and anticipates offering, swimming opportunities in Palm Desert during the 2007 swim season (pending final approval of use application.) 6. Continued expansion of youth programming opportunities. The DistricYs Master Plan and City's Citizens Survey stakeholders' comments expressed the need to continue to offer and expand recreational opportunities for youth. The District will continue to provide and expand youth opportunities in Palm Desert. 7. Improved marketing to Palm Desert residents. Both the District's Master Plan and City's Citizen's Attitudes and Interest Survey revealed a common reason why residents do not participate in programs is they are not aware of opportunities. Agency to public communication solutions offered previously will aid in addressing this issue. In order to deliver on programming initiatives, the District is transitioning to a community based programming model. By programming based on individual community needs, the District can better identify gaps in services specific to that community and provide quicker response to changing local needs. Additionally, by dedicating new personnel resources locally, the opportunity to strengthen partnerships with other local service providers, stakeholders and agencies is amplified. The District has already implemented this strategy in our youth recreation and enrichment division and will be expanding to also provide dedicated localized programmers for adult/senior recreation and enrichment, sports, fitness and wellness, aquatics and special events. The following charts list programs based on the Attitudes and Interest Survey to be rolled out in finro phases. The first phase includes existing programs and new program initiatives currently being implemented. A chart depicting phase two focuses only on new program initiatives. Existing programs will continue but are not listed again. Efficiency of Service Delivery The City and District staffs have identified a variety of solutions addressing specific service needs with the goal of reducing unnecessary cost and response times. District and City staffs have reviewed our current agreement and agree a new document reflective of both city and district roles and responsibilities for future service delivery is required. In order to craft a new document, the District and City staffs will work together to accomplish the following: . Review and design more efficient systems for contracted areas of operation. • Review and eliminate barriers to DistricUCity response times. • Review needs and create proposals for additional services to supplement City services. . Review available facilities for expanded usage. The City and District can best provide for the needs of our residents through effective partnering. City staff and District staff has been working together for the past severai months to identify and resolve the challenges hindering the effectiveness of our partnership. Once again, on behalf of our Board of Directors and staff, I assure you the District is 100% committed to meeting these chalfenges, in partnership with the City. Together, we have identified solutions that are being put into action. As directed by the Council on November 16, 2006, the District presented this plan to the Parks and Recreation Commission on January 16, 2007 and garnered their unanimous support for our request. 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