Agenda Item A.4
CPMS CONSENT CALENDAR
Meeting Date: February 20, 2024
TO: Mayor and Councilmembers
SUBMITTED BY: Jaime A. Valdez, Neighborhood Services Director PREPARED BY: JoAnne Plummer, Parks and Recreation Manager Jennifer Jennings, Human Resources-Risk Manager
SUBJECT: Senior Programs at the Goleta Community Center RECOMMENDATION:
A. Authorize direct senior programming by city staff at the Goleta Community Center; and,
B. Approve the draft job classification for the Recreation Technician position and recommended salary grade of 102.
BACKGROUND:
In October of 2023, the City of Goleta released a Request for Proposals (RFP), seeking qualified organizations and/or businesses to operate a weekday senior program at the Goleta Community Center. The RFP included goals and expectations for the program to include recreation, education, social service s, nutrition and more. The expectation was for a program to operate typically in the morning hours, with the flexibility to have evening programs and weekend events as desired. In addition, it was requested that all programs be provided at a low or no cost to seniors. The City of Goleta was to provide $30,000 in funding, as well as nearly $70,000 in facility and staff support on an annual basis.
During the RFP ’s Request for Information process, there was o nly one question asked and answered for clarification on space use. The RFP was released on Monday, October 2nd and closed on Monday, November 6th at 5:00 pm. Although the RFP was out for more than 30 days , advertised on social media and in the Santa Bar bara Independent and emailed directly to know n interested organizations, no proposals were received. As a result, staff is recommending that the City of Goleta directly provide senior programming at the Goleta Community Center.
Pursuant to t he City’s Per sonnel Rules, the Personnel Officer is responsible for ascertaining and recording the duties, responsibilities, minimum standards, and minimum 1 Meeting Date: February 20, 2024
qualifications of all positions in the City and recommend s a classification/compensation plan for all positions. As the City continues to grow and programs begin or evolve, it becomes necessary to add new positions to our classification system to accurately represent the work being performed and the knowledge, skills, and abilities required.
The City Council adopts a salary schedule by resolution listing the approved classification and approved salary rates for each classification, which may be revised from time to time as changing conditions require. (Personnel Rules, Section 2.1-2.3).
DISCUSSION:
Historically, programming for senior citizens throughout the community has taken place at the Goleta Community Center. Prior to 2023, this programming was provided by the Goleta Valley Community Center Organization, with fiscal support from the City of Goleta and other area donations as well as revenues from the senior membership.
In late November 2022, the Goleta Valley Community Center Organization placed the senior program on “pause” for an undetermined amount of time, leaving the senior community without programs heading into the holidays and the new year. In 2023, as the City of Goleta assumed management and the Community Center was being shut down for construction, the Parks and Recreation Division quickly developed a modified senior program to accommodate a l evel of service for this population on an interim basis .
Programs included ping pong, book club, chair yoga, line dance, senior band, tabletop games, card games, and more. To date, there are 97 seniors registered in the modified senior programs offered by the City of Goleta at the Community Center.
In preparation of the conclusion of the seismic construction project, staff released an RFP for an organization or business to provide programs and services for seniors within the community. As stated in th e background portion of this report, the City did not receive any proposals for senior programs. As a result, staff reached out to those organizations that had previously expressed interest. The comments below are summarized to reflect the comments received from four different agencies.
The RFP does not align with our organization’s current mission The organization is not currently in a position to hire the necessary staff to operate a program
It is not cost effective, with the limited resources in the RFP The numbers just would not work to operate a full program with the limited resources
As a result of the lack of proposals, staff considered three different options:
Increase the fiscal support and resolicit proposals with another RFP 2 Meeting Date: February 20, 2024
Not have senior programming at the Goleta Community Center, unless it is offered through a rental program
City of Goleta provide direct programming for seniors at the Goleta Community Center
Evaluating the options above, staff would recommend direct programming by the City of Goleta. Staff are confident that it would be able to provide the requested services with the resources listed within the RFP and the revenues provided by the membership for senior programs for FY 2023-24. The current budget has funding for the program supplies that would need to be shifted to salaries for this remaining fiscal year. The budget for FY 2024-25 will be updated through the upcoming budget process to reflect a full year’s worth of expenses.
While the current staff workload is at capacity as the facility is opening to the public and the online reservation/registration system is being launched, a new, part-time Recreation Technician position (Grade 102) is recommended to provide the support needed for this program area. Once filled, this position will provide essential support and consistency to Goleta Community Center programming. The job description has been developed to be non-specific to a particular population or program, should the need arise in the future to consider programs for other areas/populations. The classification specification can be found in Attachment 1. If Council approves the recommended personnel change, total citywide FTEs will increase from 120.525 to 121.025, and direct FTE s allocated to the Goleta Community Center will increase from 3.00 to 3.50 . The salary schedule for approval with the addition of this position and the corresponding schedule of authorized positions will be included in the Finance Department’s 2nd quarter financial review report scheduled to come before the City on March 5, 2024.
The funding for this position would come from the funding that was listed in the RFP and is currently budgeted in the Goleta Community Center budget as other charges. The funding for supplies to support this program would be based on the revenue received from the membership, currently listed as a $25/annual fee. During the facility closure, the membership rate was not charged to the seniors, and is anticipated to resume on July 1, 2024.
GOLETA STRATEGIC PLAN:
City-Wide Strategy and Strategic Goal(s):
2. Support Community Vitality and Enhanced Recreation Opportunities
2.1. Strategic Goal: Provide community development for neighborhoods and social welfare assistance for disadvantaged and/or marginalized groups.
2.2. Strategic Goal: Support programs that enhance quality of life in the Goleta community such as recreation, public safety, human services, and cultural arts
6. Return Old Town to a Vital Center of the City
6.3. Strategic Goal: Support the continued vigor and vitality in Old Town 3 Meeting Date: February 20, 2024
GOLETA COMMUNITY CENTER STRATEGIC PLAN:
Goals and Objectives
2. Maintain Professional, Friendly, and Efficient Operations Obj. 2.1 Ensure the Community Center operates efficiently and effectively
3. Ensure Regular Programming is Offered that Meets the Community’s Needs Obj. 3.1 Ensure programming and services are accessible and equitable for all within 18 months of full reopening
FISCAL IMPACTS:
There is no fiscal impact for this item or need for additional appropriations for this fiscal year (2023-24). Staff are requesting approval of providing senior programming in house rather than contracting out services , along with approval of the draft classification specification. If approved and directed to move forward, staff will include this position as part of the Q2 financial review report and re -allocate $15,000 from 217 -60-6510-54014 Other Charges to the Salaries & Wages – Regular and Part Time as well as any auxiliary accounts related to benefits (i.e., retirement/social security).
The ongoing annualized direct costs for this part-time position are estimated at $36,700.
When compared to the $30,000 budgeted for Senior Center services, the impacts for the next fiscal year (2024-25) are estimated to be an additional $6,700, which will be included in the upcoming budget process.
ALTERNATIVES:
If there is no support for the recommendation, staff will need direction on the desired alternative. As the Community Center and Communit y Garden open to the public, the ability for current staff to maintain a senior program, even as modified, is not feasible without the support of additional hours. If the recommendation is not supported, existing senior programs will cease effective March 1st.
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Class Specification for Recreation Technician Position
4 ATTACHMENT 1
Class Specification for Recreation Technician Position
5 CITY OF GOLETA, CALIFORNIA
RECREATION TECHNICIAN
C
lass specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Un
der general direction of an assigned supervisor, coordinates and implements programs, activities, and special events within a specific program area; promotes those programs, classes, workshops, special and community events, sports, and special interest events; performs other related duties as assigned.
CLASS CHARACTERISTICS
P
ositions in this class perform intermediate level work and, within a framework of established procedures, are expected to perform a variety of technical duties with only occasional instruction or assistance. Employees in this class often have contact with the public and answer a variety of questions requiring knowledge of related departmental policies, procedures, forms, and precedents, and have the ability to choose among alternatives in solving problems. Work is occasionally reviewed upon completion for overall results.
ESSENTIAL JOB FUNCTIONS
T
he following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class, depending upon business need and changing business practices:
1. Makes recommendations on program operations; coordinates day-to-day program activities; may recruit, hire, train, and supervise the work of program staff and volunteers.
2. Acts as a liaison with various community organizations.
3. Provides information regarding programs to staff and members of the public.
4. Maintains all program records; prepares written and oral reports as needed.
5. Makes recommendations on operations and procedures.
6. Provides exceptional customer service in representing the department and the City of Goleta.
7. Performs other duties as assigned.
QUALIFICATIONS GUIDELINES
E
ducation, Experience, and Training
A
ny combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
6 RECREATION TECHNICIAN PAGE 2
Education:
Graduation from high school or equivalent; college coursework, with an emphasis on Recreation or a related field, is desired.
Experience:
One year of experience in Recreation, Human Services, or a related field is desired.
Knowledge and Abilities
Knowledge of:
General office methods and procedures.
Proper English usage, punctuation, grammar, and spelling.
Working knowledge of policies, procedures, and rules of the assigned work unit as well as other City departments.
Effective methods and techniques in customer service and telephone caller handling.
Office equipment operation, including multi-line telephone systems, computers, adding machines, photocopiers, and other related office equipment.
A variety of software applications as required by job assignment.
First aid, CPR, and safety precautions and procedures.
Ability to:
Use correct English grammar, punctuation, and spelling.
Receive the public in person and/or over the telephone.
Apply and explain regulations, policies, and procedures.
Maintain records and perform assigned program activities in accordance with established practices and general instructions; perform detailed and multi-task activities.
Understand and follow written and verbal instructions.
Communicate clearly and concisely, both verbally and in writing.
Learn the policies and procedures of the assigned department as related to position responsibilities.
Operate related office equipment including a multi-line telephone system.
Work independently.
7 RECREATION TECHNICIAN PAGE 3
Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
Special Requirements
Possession of a valid Class “C” California driver’s license with a satisfactory driving record. Possession of CPR Certification or ability to obtain within six months of employment.
PHYSICAL AND MENTAL DEMANDS/WORKING CONDITIONS
T
he physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions. Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, and decision making under stressful conditions. Productivity: Incumbents must perform work in an efficient, effective, and timely manner with minimal direction.
Mobility: Incumbents must be able to stand, sit, walk, climb, or balance, stoop, kneel, crouch, and crawl. Incumbents may be required to lift and/or move objects up to 25 pounds. Vision: Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.
Hearing: Incumbents are required to hear in the normal audio range with or without correction.
Environment: Normal office setting. Individuals may be exposed to noise and/or dust. Other factors: Incumbents may be required to work extended hours including evenings and weekends. Incumbents may be required to use a personal vehicle in the course of employment.
Date Adopted: February 20, 2024
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