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COMMISSION FOR ACCREDITATION OF PARK AND RECREATION AGENCIES  

HILLSBOROUGH COUNTY PARKS, RECREATION AND CONSERVATION TAMPA, FLORIDA    

     

NATIONAL ACCREDITATION SELF-ASSESSMENTWORKBOOK MAY 2014  

       

- Self Assessment of compliance with CAPRA Standards 2009, 4th Edition -


TABLE OF CONTENTS NOTE: Standards marked with a star ( ) are fundamental standards, and are required of all agencies seeking accreditation.  

 

Introduction..............................................................................................................................

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  1.0 Agency Authority, Role and Responsibility......................................................................... 11 1.1 Source of Authority 1.1.1 Public Authority/Policy Body 1.1.2 Citizen advisory boards/committees 1.1.3 Responsibilities of Approving Authority, Chief Administrator, and Staff 1.2 Jurisdiction 1.3 Mission 1.3.1 Agency Goals and Objectives 1.3.2 Personnel Involvement 1.4 Policies, Rules and Regulations, and Operational Procedures 1.4.1 Policy Manual 1.5 Agency Relationships 1.5.1 Operational Coordination and Cooperation Agreements

  2.0 Planning ............................................................................................................................. 22 2.1 2.2 2.3 2.4

2.5 2.6 2.7 2.8 2.9

Overall Planning Function within Agency Involvement in Local Planning Planning with Regional, State, Federal and Non-government Agencies Comprehensive Plan 2.4.1 Trends Analysis 2.4.2 Community Assessment 2.4.3 Community Inventory 2.4.4 Needs Index Feasibility Studies Strategic Plan Site Plans Historical, Cultural and Natural Resource Management Plan Community Involvement

  3.0 Organization and Administration ................................................................................... 33 3.1 Organizational Structure 3.1.1 Statement of Purpose for Each Organizational Component 3.2 Administrative Policies and Procedures 3.2.1 Administrative Offices 3.2.2 Support Services 3.3 Communication System 3.4 Process for Public Information, Community Relations, Marketing 3.4.1 Public Information Statement 3.4.1.1 Public Information and Community Relations Responsibility 3.4.2 Community Relations Plan 3.4.3 Marketing Plan

 

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3.4.3.1 Marketing Position Responsibility 3.5 Management Information Systems 3.5.1 Application of Technology 3.6 Records Management Policy and Procedure 3.6.1 Records Disaster Mitigation and Recovery

  4.0 Human Resources ............................................................................................................... 48 4.1 Personnel Policies and Procedures Manual 4.1.1 Code of Ethics 4.1.2 Recruitment Process 4.1.3 Equal Opportunity Employment and Workforce Diversity 4.1.4 Selection Process 4.1.5 Background Investigation 4.1.6 Employee Benefits 4.1.7 Supervision 4.1.8 Compensation 4.1.9 Performance Evaluation 4.1.10 Promotion 4.1.11 Disciplinary System 4.1.12 Grievance Procedures 4.1.13 Termination and End of Employment 4.2 Staff Qualifications 4.3 Job Analysis and Job Descriptions 4.4 Chief Administrator 4.5 Physical Examination 4.5.1 Workforce Health and Wellness 4.6 Orientation Program 4.6.1 In-Service Training Function 4.6.2 Employee Development 4.6.3 Succession Planning 4.6.4 Professional Organization Membership 4.7 Volunteer Management 4.7.1 Utilization of Volunteers 4.7.2 Recruitment, Selection, Orientation, Training, and Retention 4.7.3 Supervision and Evaluation 4.7.4 Recognition 4.7.5 Liability Coverage 4.8 Consultants and Contract Employees

  5.0 Financial Management ......................................................................................................... 67 5.1 Fiscal Policy 5.1.1 Fees and Charges 5.1.2 Acceptance of Gifts and Donations 5.1.3 Governmental Grants 5.1.4 Private, Corporate, and Non-Profit Support 5.2 Fiscal Management Procedures 5.2.1 Authority and Responsibility for Financial Management 5.2.2 Purchasing Procedures 5.2.2.1 Emergency Purchase Procedures 5.3 Accounting System 5.3.1 Financial Status Reports  

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5.3.2 Position Authorization 5.3.3 Fiscal Control and Monitoring 5.3.4 Independent Audit 5.4 Annual Budget 5.4.1 Budget Development Participation 5.4.2 Budget Recommendations 5.5 Budget Control 5.5.1 Supplemental/Emergency Appropriations 5.5.2 Inventory and Fixed Assets Control

  6.0 Programs and Services Management.............................................................................. 78 6.1 Recreation Programming Plan 6.1.1 Program and Service Determinants 6.1.2 Participant Involvement 6.1.3 Self-Directed Programs and Services 6.1.4 Leader-Directed Programs and Services 6.1.5 Facilitated Programs and Services 6.1.6 Fee-Based Programs and Services 6.1.7 Cooperative Programming 6.2 Objectives 6.3 Program Evaluation 6.4 Outreach to Underserved Populations 6.5 Scope of Program Opportunities 6.6 Selection of Program Content 6.7 Community Education for Leisure 6.8 Program and Service Statistics

  7.0 Facility and Land Use Management .............................................................................. 94 7.1 7.2 7.3 7.4 7.5

Acquisition of Park and Recreation Lands Development of Areas and Facilities Defense against Encroachment Disposal of Lands Maintenance and Operations Management Plan 7.5.1 Facility Legal Requirements 7.5.2 Preventive Maintenance Plan 7.5.3 Recycling 7.6 Fleet Management Plan 7.7 Agency-Owned Equipment and Property 7.8 Natural Resource Management and Environmental Stewardship 7.9 Environmental Sustainability 7.10 Maintenance Personnel Assignment 7.11 Capital Asset Depreciation and Replacement

  8.0 Public Safety, Law Enforcement and Security............................................................. 107 8.1 8.2 8.3 8.4

 

Laws and Ordinances Authority to Enforce Laws by Law Enforcement Officers Law Enforcement Officer Training Public Safety and Law Enforcement Role of Agency Staff 8.4.1 Staff Liaison to Law Enforcement Officers 8.4.2 Public Safety and Law Enforcement In-Service Training for Staff 4


8.4.3 Handling of Disruptive Behavior 8.4.4 Traffic Control, Parking Plans, and Crowd Control 8.4.5 Handling of Evidentiary Items 8.5 General Security Plan 8.6 Emergency Management Plan 8.6.1 In-Service Training for Agency Staff

  9.0 Risk Management ................................................................................................................ 114 9.1 Risk Management Plan 9.1.1 Statement of Policy 9.1.2 Risk Management Operations Manual 9.1.2.1 Accident and Incident Reports 9.1.3 Personnel Involvement and Training 9.2 Risk Manager

  10.0 Evaluation and Research.................................................................................................. 117 10.1 Evaluation Analysis 10.1.1 Position Responsibility for Evaluation 10.2 Experimental and Demonstration Projects 10.3 Staff Training for the Evaluation of Programs, Services, Areas and Facilities 10.4 Quality Assurance

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INTRODUCTION

  On behalf of the Hillsborough County Parks, Recreation and Conservation Department, we are pleased to submit this application for initial accreditation by the Commission for Accreditation of Park and Recreation Agencies (CAPRA).

  Between 1559 and 1819, the area now called Florida was under the rule of four nations: Spain, France, Great Britain and the United States. The United States purchased Florida from Spain in 1821 for $5 million.

  Hillsborough County, which takes it name from Wills Hill, British Secretary of State to the Colonies from 1768-1772, was first mapped and explored by the Spanish in the early 16th century.

  On Jan. 25, 1834, the U.S. Legislative Council for the Territory of Florida approved an act organizing Hillsborough as Florida’s 19th county. In 1845, Florida was granted statehood. At that time, Hillsborough County was a sprawling area that included what is now Pinellas, Polk, Manatee, Sarasota, Charlotte, DeSoto, Hardee and Highlands Counties, most of Glades County, and part of Lee County. Despite its size, Hillsborough’s population was only 836, not including soldiers or Native Americans.

  When the first Commissioners met in 1846, the topics were taxes, transportation, a new courthouse, jail and downtown development. The County tax raised that year was $148.69 and the Commissioners were paid $2 per day while in session.

  In 1846, Commissioners approved plans for a new courthouse, since the original building, a small log cabin, was burned during the Second Seminole War. The project was turned over to Capt. James McKay in 1847, and he built a two-story house, 20 feet by 45 feet, at a cost of $1,358. Commissioners later paid McKay an extra $10.00 for additional work.

  In 1892, a red brick courthouse with a silver dome was built, occupying one square block in downtown Tampa. The building was designed by J.A. Wood, who also designed the Tampa Bay Hotel. The original red brick courthouse was torn down in 1953 and this distinctive courthouse is preserved in the County seal. The next Hillsborough County courthouse was built in 1952, and is still used as an administrative building for the court system. The George E. Edgecomb Courthouse opened in 2004 and was built at the corner of Pierce Street and Twiggs Street. The Hillsborough County Center government administration building opened in 1994 and was renamed the Frederick B. Karl County Center in 2000 in honor of the County Administrator who was instrumental in the purchase of the building.

  In 1954 Bob Curry was appointed as the first Recreation Director of Hillsborough County. He served in this position for 18 years before winning a seat on the Board of County Commissioners in 1972. It was then that Parks and Recreation combined and Ed Radice was appointed as the first Director of Parks and Recreation. Under the leadership of Ed Radice, Parks and Rec became the pioneer for many recreation programs still offered today. Programs included after school and summer programs. Additionally, one of the first recreation programs ever offered for special needs children was created, Camp Sparks offers afterschool and summer camp to specials needs populations, and the first public Horses for Handicapped Program was established.

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Recreation isn’t all that HCPRD offered. Tampa has a rich history in sports and athletics have always been a major component of the Parks and Recreation Department. HCPRD implemented one of the first softball leagues for girls in the 1970’s prior to Title IX which is still offered today as Leaguerettes.

  In the 1980’s Hillsborough County Parks and Recreation established one of the first environmental land acquisition programs that would become a model program for other municipalities and counties to follow. In 2003 “Conservation” was added to the department name to recognize the efforts by the department officially making it the Hillsborough County Parks, Recreation and Conservation Department. Today HCPRCD manages over 61,000 acres of environmentally sensitive wildlife habitat and corridors.

  Department Mission: To provide facilities and programs that enhance the quality of life for citizens and visitors by cultivating recreational, cultural and natural resources that nourish body and spirit.

  HCPRCD Highlights of the 2012-13 operational year include:

  o o

o o o

o o o o o o

Implemented strategic plan to consolidate 43 staffed-centers down to 10 staffedcenters, and reduced and consolidated staff resources The Conservation Division collected $1,816,973 in revenue during FY12, resulting in a 26.2% cost recovery for park operations, which allowed all parks to remain open 7 days a week. Allocated $3,941,018 to improve public access and begin habitat restoration and land management activities within the 12,800-acre Lower Green Swamp Preserve Opened two access areas and nine miles of hiking trails at the 2,489-acre Fish Hawk Creek Nature Preserve Implemented the Rec2Six after-school program at 10 sites. It offers a physical fitness program; partnership with the Hillsborough County Extension Office for gardening, nutrition and 4H programs; nature classes and study time. Opened a teen only center at Jackson Springs Park Opened the Brandon and Apollo Beach Skate Parks and began construction on a third Opened the Westchase Gym and finalized plans for construction of five additional gyms Operated 10 summer camps, four teen camps, and three nature camps Increased park mowing and maintenance services by 300%, while saving money, by using privately-contracted services. Began implementation of RecTrac online registration/reservation/tracking system.

HCPRCD Staff contact for Accreditation: Shorty Robbins, CPRP Division Manager, Recreation Services Hillsborough County Parks, Recreation and Conservation Dept. 601 E. Kennedy Blvd. Tampa, FL 33602 (813) 744-5948 (office) (813) 376-4023 (cell) robbinsr@hillsboroughcounty.org

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AGENCY OVERVIEW   Community Demographics

  Predominant form(s) of government in the tax jurisdiction (i.e., manager, mayoral, commission):

  A Home Rule Charter for Hillsborough County was approved in a voter referendum in September 1983. This charter divides the power of the county government between legislative and executive branches. The Board of County Commissioners composes the legislative branch, which sets overall policy by means of ordinances, resolutions and motions.

  The executive powers of county government are vested in the County Administrator, appointed by County Commissioners and charged by the charter to faithfully implement the powers of the Board. The charter contains a provision for a Charter Review Board appointed by County Commissioners every five years to conduct a study of county government and propose amendments to the charter. These amendments must be presented to voters for approval.

  Population of tax jurisdiction:

  1,277,746

  Population of metropolitan service area:

  The metropolitan service area as defined by the United States Census Bureau is the Tampa-St. Petersburg-Clearwater Metropolitan Statistical Area (MSA). The Tampa Bay MSA population is 4,310,524.

  Age profile of tax jurisdiction:

  5 YEARS AND UNDER 6-11 YEARS 12-17 YEARS 18-34 YEARS 35-49 YEARS 50-64 YEARS 65-74 YEARS 75-84 YEARS 85 YEARS AND OLDER

8% 8% 8% 25% 22% 18% 6% 4% 2%

 

   

Income profile of tax jurisdiction:

  Average per capita income: $21,818, median household income $40,663.

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Racial diversity of the tax jurisdiction:

  White (not Hispanic) African American Hispanic Asian Other

50.4% 17.4% 25.5% 3.8% 2.9%

  Agency Characteristics

  Operating budget:

  The annual combined operating budget for sections within the Parks, Recreation and Conservation Department is $36,292,895.

  Capital budget:

  The 2014 Capital budget for improvements to active and passive parks under Parks, Recreation and Conservation is $5.549 million.

  Full-time employees:

  There are 266 full-time employees in the areas that make up Parks, Recreation and Conservation. This includes Administration, Athletics, Conservation, Recreation, Regional Parks and our Therapeutic sections.

  Part-time/seasonal employees:

  A staff of 119 year-round part time employees assist with afterschool programs, skate parks, special events, as well as management of ten recreation center clusters and two tournament facilities. HCPRC also employs 100 seasonal employees to staff summer recreation camps and skate parks.

  Parkland acreage:

  The department is responsible for more than 80,000 acres of parkland that is made up of 182 parks; 10 regional nature parks; and 61 ELAPP sites. These include 652 miles of trails, both paved and unpaved. In addition, there are 48 community and recreation centers throughout the county.

  Significant agency awards and/or recognitions:

  o Keep Tampa Bay Beautiful Environmental Service Award, 2011, 2012, 2013 o Keep Tampa Bay Beautiful Youth Education Program- Rec2Six, 2012 o John Davis Community Service Award- USA Track and Field o Florida Recreation and Park Association Outstanding Service Award, 2012, 2013 o US Paralympic Sport Club of the Year, 2010 o Gold Medal Award for the National Veteran’s Wheelchair Games o NAYS Excellence in Youth Sports, 2013

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Physical Characteristics

  Geographic size of tax jurisdiction (square miles):

  Located midway along the west coast of Florida, Hillsborough County has 1,048 square miles of land and 24 square miles of inland water area for a total of 1,072 square miles. The unincorporated area encompasses 909 square miles, or more than 84 percent of the total county area. Municipalities account for 163 square miles.

  Incorporated cities are Tampa, Temple Terrace, and Plant City. Tampa is the largest city and serves as the county seat. There is approximately 158.27 miles of shoreline on Tampa Bay.

  Describe significant rivers, lakes, mountain ranges, which influence the community:

  A narrow strip of Hillsborough County extends to the west to the Gulf of Mexico roughly along the Tampa Port Shipping Channel. This has the effect of keeping Hillsborough County from being landlocked. The central portion of the Sunshine Skyway Bridge is in Hillsborough County as is Egmont Key at the entrance to Tampa Bay. This narrow strip of land effectively separates PinellasCounty from ManateeCounty.

  Hillsborough is home to Alafia River State Park and Hillsborough River State Parks, as well as the C. W. Bill Young Regional Reservoir and Lithia Springs, the largest natural spring in Florida.

  Cultural Characteristics

  Significant social and/or cultural factors that influence the agency's delivery of service:

  One of the primary purposes of the Hillsborough County Parks and Recreation Department when it was formed in 1972 was to provide park land for future recreation. Forty-two years later the Department is known for its high quality recreation programs, parks and open space, including large well-used athletic fields, a growing network of multi-use trails, playgrounds, pavilions, neighborhood parks, three unique skate parks and an environmental lands acquisition program guaranteed to preserve natural, historic and cultural resources in Hillsborough County for generations to come. The Department is unique among county agencies of similar size in that it provides “city-level” recreation programming through staffed facilities throughout the county. Participants range from white-collar college-educated families to migrant farm workers. From urban playgrounds to pristine wilderness, Hillsborough County is home to one of the finest park systems in the country. Our diverse assets contribute to the quality of life for our citizens.

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1.0 AGENCY AUTHORITY, ROLE AND RESPONSIBILITY    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

1.1 Source of Authority Standard: The source of authority of, and powers for, the public recreation and park managing authority shall be clearly set forth by legal document.

  Commentary: The initial source of authority for Hillsborough County is the Home Rule Charter, approved by Hillsborough County Voters in September 1983. Section 2.01 provides for the powers of local self government, Section 5 sets up the office of the County Administrator and Section 10.06 provides for the preservation of existing ordinances. An overview as well as the full Charter are provided in the links below.

  Ordinance 78-14 creates a Municipal Taxing Unit for the purpose of providing neighborhood programmed and non-programmed parks within unincorporated areas of Hillsborough County.

  Ordinance 08-17 provides definition, rules and regulations for public parks. This is codified in the Municipal Code, Chapter 38.

  A number of Administrative Orders related to the name and organization of the Parks Recreation and Conservation Department are also provided. Of particular importance is the most recent Administrative Order dated March 7, 2014 which outlines the most recent organizational changes. These changes directly impacted the day to day operations of Parks, Recreation and Conservation as shown in the attached PowerPoint presentation.  

 

Agency Evidence of Compliance:

  The following files are included in section 1.1

 

         

Overview of County Charter http://www.hillsboroughcounty.org/index.aspx?nid=191 Full Charter http://www.hillsboroughcounty.org/DocumentCenter/Home/View/376 History of the County Charter http://www.hillsboroughcounty.org/index.aspx?NID=2409 Ordinance 78-14 Ordinance 8-17 Municipal Code Chapter 38 Administrative Order 03-05 Renaming of the Parks and Recreation Department Administrative Order 06-03 Reassignment of Marine Safety  Administrative Order PRC Reorganization Phase I  Administrative Order 11-01 Reorganization of the County Administrator’s office 

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  

March 7, 2014 Memo from the County Administrator Organizational Changes Power Point Presentation Directory of Services 

Agency Self Review:  

Met

Not Met  

 

1.1.1 Public Authority/Policy Body Standard: The organizational authority structure should provide for one public authority responsible for policy-making functions.

  Commentary: The County Home Rule Charter, approved by the voters in September 1983 and amended in November 2002, 2004 and 2012 provides for a Board of County Commissioners vested with the responsibilities and powers of local self-government. Specifically, Section 4.08 provides for adoption of ordinances and resolutions. Section 8 outlines the provisions of the Administrative Code. Section 8.02 requires review of the County Charter every five years. Section 10.06 allows for the preservation of existing ordinances.

  Section 2-50 of the Municipal Code charges the County Administrator with preparing and submitting to the Board of County Commissioners for approval annual operating and capital budgets, and supervision and administration of all phases of the budgetary process.

  The relationship between the County Commissioners and the County Administrator is shown in the attached organizational chart, taken from the 2014-15 Hillsborough County Budget book, page 3. A memo authorizing the reorganization of the County Administrator’s office structure and providing a direct link to Parks, Recreation and Conservation is also provided, as is a link to the County Administrator’s web page.

  Agency Evidence of Compliance:

  The following documentation is provided in file 1.1.1

 

   

County Charter  Organizational Changes PowerPoint/Org charts Responsibilities and duties of the County Administrator http://www.hillsboroughcounty.org/index.aspx?NID=119 County Administrator’s reorganization memo

  Agency Self Review:

Met

Not Met

 

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1.1.2 Citizen Advisory Boards/Committees Standard: There should be citizen advisory boards/committees.

  Commentary: Hillsborough County Parks, Recreation and Conservation is supported by a number of citizen advisory boards and committees, some officially appointed to function in an advisory capacity and others ad hoc.

  Resolution 86-029 authorizes the creation of Parks Board which acts in an advisory capacity to the Board of County Commissioners. Each member is appointed by a Commissioner and confirmed by the Board. The Parks Advisory Board meets every six weeks. An agenda and minutes for an Parks Board meeting are included as evidence.  

On April 18, 2012, the Board of County Commissioners entered into an Agreement with the 501(c)3 organization Friends of the County Parks, Inc., to sponsor and promote park and recreation programs and enhancement of services to the community, as well as solicit donations to the Department. “Friends” is an independent and self-governing entity, authorized by ordinance to utilize county facilities for this purpose. The group meets monthly and provides support for park programs through a funding application process. Revenue is generated through various fundraisers and a contract with the vending machine operator for all county parks. Meeting agenda and minutes are attached as evidence. The Environmental Lands Acquisition and Protection Program (ELAPP) is a voluntary programs established for the purpose of providing the process and funding for identifying, acquiring, preserving and protecting endangered, environmentally sensitive and significant lands in Hillsborough County. It is a citizen-based program with volunteer committees involved in every key aspect of administration. The program is funded through voter-approved bonds, first in 1987, then again in 1990 and 2008.

  Each board is provided a staff liaison. Ad Hoc examples of citizen boards include short-term projects who assist with program, facility or policy development as needed. Currently, a Youth Athletic Policy group is meeting monthly to develop and propose policy regulating “travel ball” programs, once the policy is developed this group will disband. Another current example of an ad hoc advisory citizen’s group is the Northwest Dog Park Committee. These individuals meet monthly to identify property and provide guidance for construction of a new dog park facility. Once the project is completed, they will disband. Meeting agendas and minutes for these groups are provided.

  Agency Evidence of Compliance:

  Please see the attached files in 1.1.2

 

  

Parks Board Enabling Legislation Parks Board Agenda and Minutes Friends Agreement

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       

Friends Board Agenda and Minutes Friends By-Laws Friends Articles of Incorporation Link to ELAPP webpage http://www.hillsboroughcounty.org/index.aspx?nid=756 ELAPP Annual Report http://fl-hillsboroughcounty.civicplus.com/DocumentCenter/Home/View/585 Youth Athletic Policy Group Northwest Dog Park group

  Agency Self Review:

Met

Not Met

 

   

1.1.3 Responsibilities of Approving Authority, Chief Administrator, and Staff Standard: There should be established guidelines defining the delineation of responsibilities for the policy-making functions of the approving authority and the administrative functions of the chief administrator and staff.

  Commentary: The County Administrator is empowered by the Board of County Commissioners and the Home Rule Charter of Hillsborough County to oversee all administrative Departments. Administrative Order 11-01 initially created and organized the structure within the County Administrator’s office. Administrative Order 14-01, effective on March 17, 2014 specifically designates one of four of Assistant County Administrators as responsible for oversight of the Department of Parks, Recreation and Conservation. The current structure of the County Administrator’s office shows the Assistant County Administrators reporting to the Chief Deputy County Administrator.

  Parks, Recreation and Conservation falls within the Compliance, Community and Conservation Business Unit. The Director of Parks, Recreation and Conservation reports directly to the Assistant County Administrator for this unit.

  Links to the County Administrator’s page and the Assistant County Administrator’s page are provided, as well as a job description for the Director of Parks and Recreation and an administrative Organizational Chart. Policy-making functions within the approving authority are determined by the specific role and function for which policy is developed. For example, the Board of County Commissioners develops overarching government-wide policy. The County Administrator develops policy related to management of departments overall, and those departments develop policy as necessary for their operation. Authority to develop and approve departmental policy rests with the Department Director.    

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Agency Evidence of Compliance:

  The following is included as evidence in file 1.1.3

 

   

Administrative Directive 96-1 Administrative Directive 99-3 County Administrator duties http://www.hillsboroughcounty.org/index.aspx?NID=119 Assistant County Administrator duties http://www.hillsboroughcounty.org/DocumentCenter/View/11349 Director Parks, Recreation and Conservation job description 2013 Administrative Organizational Chart 2014 Administrative Organizational Chart

  

  Agency Self Review:

Met

Not Met

 

   

1.2 Jurisdiction Standard: The specific geographical boundaries of the agency's jurisdiction should be set forth by geographical description and map.

  Commentary: Located midway along the west coast of Florida, Hillsborough County has 1,048 square miles of land and 24 square miles of inland water area for a total of 1,072 square miles. The unincorporated area encompasses 909 square miles, or more than 84 percent of the total county area. Municipalities account for 163 square miles.

  Incorporated cities are Tampa, Temple Terrace, and Plant City. Tampa is the largest city and serves as the county seat. Hillsborough County Parks, Recreation and Conservation owns, manages and partners with other agencies to provide almost 80,000 acres of active recreational parks, nature parks and environmental properties within the unincorporated county. A map of all county owned and managed properties is provided in the file.  

   

Agency Evidence of Compliance:

 

 

County Parks Map Park Inventory list

  Agency Self Review:

Met

Not Met

 

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1.3 Mission Standard: There shall be an established mission statement, which defines the direction and purpose of the Agency.

  Commentary: The mission of the Hillsborough County Parks, Recreation and Conservation Department (PRC) is to seek to enrich our community by: providing superior recreational opportunities through places, programs and preservation of resources; increasing cultural awareness; promoting economic development; and offering active lifetime learning experiences. 

  The agency mission statement is reviewed and updated every year during preparation of the annual business plan. It is included annually in the budget document, and each staff member carries a card to remind them of their connection to the county strategies, PRC’s mission and their role in providing core services.  

 

Agency Evidence of Compliance:  2014 Parks, Recreation and Conservation Business Plan, with updated mission statement  2013 Parks, Recreation and Conservation Business Plan, including mission statement  2013 Mission Card

  Agency Self Review:

Met

Not Met

 

 

1.3.1 Agency Goals and Objectives Standard: There shall be established, measurable goals and objectives for the agency and for each organizational component within the agency. Such goals and objectives shall be directed toward accomplishing the agency mission, be reviewed annually, and distributed to all appropriate personnel.

  Commentary: Annually, Hillsborough County Departments under the County Administrator review and update a business plan for submission to the Board of County Commissioners in conjunction with the budget cycle. 2013 was a critical year for this process, as a system wide review occurred, beginning with a new Board of County Commissioners Strategic Plan to Department Business Plans to new employee performance evaluations linking County strategies to Department Performance Measurements to individual employee performance in meeting the overall goals.

  Departmental measurable goals are updated quarterly, and published on the County’s website. Connection to departmental staff at all levels is made through presentations at staff meetings and individual goal setting, with each employee taking a role in setting his or her own goals to support the Department’s measures.

  The Recreation Services Division has developed Mission Goal Cards, carried by all staff as a reminder of their important role in the overall performance of the Department.

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Changes in 2014 include direction from the County Administrator to modify Departmental Business Plans to streamline to one agency-wide goal. Parks, Recreation and Conservation has chosen Customer Service as our Departmental Performance Measure, and the department is currently involved in a process improvement analysis to determine how measurements will be captured.  

   

Agency Evidence of Compliance:

 

       

2011 Strategic Plan 2013 Business Plan  2014 Business Plan Link to Performance Measures Dashboard Backup data for quarterly Dashboard measures BOCC Strategic Action Plan Draft Employee Performance Evaluation Goal cards for staff

  Agency Self Review:

Met

Not Met

 

   

1.3.2 Personnel Involvement Standard: There should be a process for acquiring and considering input from the various personnel levels within the agency in the development of agency goals and objectives.

  Commentary: The Parks, Recreation and Conservation Department recognizes that because the majority of our staff is housed outside of the central administrative office in remote locations, communication and personnel involvement is essential to the successful implementation of agency goals and objectives.

  Monthly Director meetings, bi-weekly Senior and Program staff meeting and annual Division and Section Retreats all support personnel involvement in the development of agency goals in support of established County objectives.

  Staff from each level within the Department also serve on various committees which formulate programs and procedures for the Section. Examples are the Volunteer Committee, Employee Development Team, Special Events Committee and Rec2Six Program Committee. This involvement insures staff buy-in and communication at all levels.

  Agency Evidence of Compliance:

  Evidence included in file 1.3.2 includes:

 

Employee Development Team goals

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      

Athletics Section retreat notes Therapeutics Section retreat notes Volunteer Committee Agenda Volunteer Committee minutes Sr. Staff meeting agenda Sr. Staff retreat outline Staff meeting agendas and notes

 

   

Agency Self Review:

Met

Not Met

 

   

1.4 Policies, Rules and Regulations, and Operational Procedures Standard: A distinction should be made among policies, rules and regulations, and operational procedures and how each is developed and implemented within the agency.

  Commentary: Rule and regulation changes are required to be reviewed and a public hearing conducted through the Board of County Commissioners regular agenda. An example of this would be the Park Rules Ordinance, 08-17 which was then codified into Section 38, Part 7, Public Conduct in Parks and Recreational Facilities. Ordinance 12-26 provides for the process for amending and codifying BOCC approved items.

  Internal Policies are directives issued by management staff in response to certain situations or processes changes. Section Managers may develop a policy, however a policy directive must come from Division Manager level and above. All polices must be reviewed and approved by the Director before release. In many cases, policies are developed in response to Audit findings, or by support sections such as Fiscal and Support Services, to address specific issues.

  The Board of County Commissioners also issues Board Policies which guide and define matters relating to overall County business.

  Administrative Directives and Administrative Orders are developed by the County Administrator to guide staff procedures.

  Operational Procedures refer to the individual operation of certain staff positions, facilities, events structure and the like. Standard Operating Procedure manuals are developed by each staff member in regards to their unique work circumstances, and are updated periodically.

  Agency Evidence of Compliance:

  The following documentation supports 1.4

 

  

Municipal Code Article II Section 38 Ordinance 8-17 Ordinance 12-26

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  

BOCC Policies http://www.hillsboroughcounty.org/index.aspx?NID=1576 Administrative Directives http://www.hillsboroughcounty.org/index.aspx?NID=2233 Administrative Orders http://www.hillsboroughcounty.org/index.aspx?NID=1779

  Agency Self Review:

Met

Not Met

 

   

1.4.1 Policy Manual Standard: There shall be a manual setting forth the agency policies, which is kept up-to date, reviewed systematically, at least every five years, by the administration, and made available to pertinent administrative and supervisory personnel.

  Commentary: The Administrative Directives set forth by the County Administrator (see 1.4, above) contain the basic parameters for policies utilized by all Departments, including Parks, Recreation and Conservation.

  Following Department reorganization in 2011 and audits of the Recreation Services and Athletic sections in 2011 and 2012, a number of new policies were developed. Prior to this, the previous policy manual was last updated in 2006. Departmental Policies are now kept in an online file, accessible to all staff, and are updated as required through operational changes within the County. A staff position has been identified to periodically review and ensure that the manual is up to date. The Policy Review Council is made up of key departmental staff from all levels who meet monthly to review, suggest and assist with implementation of policy changes.

  Agency Evidence of Compliance:

 

 Policy and Procedure Manual    Director’s review statement 

  Agency Self Review:

Met

Not Met

 

   

1.5 Agency Relationships Standard: There shall be an understanding of the roles of counterpart and complementary organizations through liaison roles with nearby park and recreation agencies, public and social service organizations, and other local government agencies.

  Commentary: Parks, Recreation and Conservation provides facilities, programs and experiences for all residents of Hillsborough County. Within the county there are three municipalities which also provide park and recreation services, the City of Tampa, the City of Temple Terrace, and Plant City. Department staff are charged with liaison responsibilities for these municipalities and a number of non-governmental agencies which cross all of the political boundaries of the County.

 

19  


In addition to Tampa, Temple Terrace and Plant City, Parks, Recreation and Conservation coordinates with the following:

 

  

 

Hillsborough County School District, through a General Cooperative Agreement Keep Tampa Bay Beautiful, an environmental organization Partnership for Out of School Time (POST), an organization of agencies who offer after school and summer care. This coordinated effort has resulted in consistent, seamless services to the county’s children including Summer Bridge reading program, the Ready by 21 initiative and the Afterschool Nutrition Program. Hillsborough County Planning Commission- this regulatory commission oversees all planning and development and coordinates the Comprehensive Plan for the County. Department staff assist with updates to the Recreation and Open Space Element (ROSE). Adult Services- this County Department offers a number of services to the older population of Hillsborough County. Frequent coordination insures that services between our two departments are not duplicated, but enhanced. The Environmental Lands Acquisition and Protection Program (ELAPP)- This program overlaps all political and geographic boundaries to acquire and manage the County’s most sensitive environmental areas.

 

     

Agency Evidence of Compliance:

 

         

MOU with School Board Keep Tampa Bay Beautiful Partnership POST meeting calendar Summer Reading Summit Partnership Partnership for Out of School time minutes Planning Commission notes Adult Services coordination email Children’s Services CSBG program funding agreement ELAPP meeting minutes Staff with Liaison responsibility

  Agency Self Review:

Met

Not Met

 

   

1.5.1 Operational Coordination and Cooperation Agreements Standard: There should be established policies on cooperative use and maintenance of facilities and program operation, facility design, land development, finances, etc., with other agencies or organizations or individuals.

  Commentary: Hillsborough County has entered into a number of mutually beneficial long term agreements for management and operation of facilities, as well as provision of programs to enhance services to the community.

20  


The Department of Parks, Recreation and Conservation entered into an initial cooperative agreement with Hillsborough County School District for cooperation in site acquisition, development use and maintenance in 1999; this was renewed in 2002. and 2003. Agency staff meet monthly to coordinate resources and programs for the community.

  Additionally, the overall General Cooperative Agreement with the School Board has led to Cooperative Agreements between the County and the School District for program uses such as Adult Education and the Alternative to Out of School Suspension program.

  An agreement with Temple Terrace for coordination of design and programming at Park facilities is attached.

  A successful program partner for Hillsborough County Parks, Recreation and Conservation has been the Boys and Girls Clubs of Tampa Bay. This service organization provides afterschool and summer programs at two low-use community centers.

  The County has also entered into a number of land management partnership agreements and contracts. Attached for reference are the Timber Management contract with the Florida Department of Agriculture and Consumer Services, a Memorandum of Agreement with the Florida Game and Freshwater Fish Commission, and a management agreement with the Southwest Florida Water Management District.  

   

Agency Evidence of Compliance:

 

         

Updated Interlocal Agreement with School Board Agenda for County/School Coordination meeting Meeting date calendar for Facilities Coordination Agreement with Adult Education Agreement with Boys and Girls Clubs Timber Management Contract MOA for Mitigation Park Program Management Agreement with SWFWMD Temple Terrace agreement Amendment to Temple Terrace agreement

  Agency Self Review:

Met

Not Met

21  


2.0 PLANNING  

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

  2.1 Overall Planning Function within Agency Standard: The agency should have planning functions with established responsibilities, including at least one staff member or consultant with planning capability.

  Commentary: The 2030 Comprehensive Plan Recreation and Open Space Element was adopted per the requirements of Chapter 163.3161, Part II, Florida Statutes and Florida Administrative Code Chapter 9J-5, Hillsborough County adopted the Comprehensive plan that includes the Recreation and Open Space Element. The planning staff of the Hillsborough County Parks, Recreation and Conservation Department worked closely with the Planning Commission to develop the Goals, Objectives and Policies for the Recreation and Open Space Element.

  The Parks, Recreation and Conservation 2020 Plan is a resource document created in 2008 that has been utilized to assist in the ongoing planning function to ensure that HPRC is consistent in long range visioning and goals. Economic downturns following the publication of this plan have resulted in annual reviews and adjustments.

  PRC staff coordinates monthly with counterparts in the Real Estate and Facilities Services Department on project planning, construction status, renovation and replacement projects and funding opportunities. Job descriptions with planning functions are attached. All staff members assigned to this function by REFSD have over 20 years experience each in planning, project management and construction. Five are Registered Architects. REFSD has experience and training that includes a Certified Arborist, Certified Playground Safety Inspector, FEMA National Incident Management Training ADA specialized training and LEED certification.

  The Park Amenity inventory is updated in the field by Recreation staff and coordinated with GIS annually to ensure updated and accurate information is available to all stakeholders, internal and external.

  Hillsborough County is a leader nationwide in trail development and coordination. A staff position in the Conservation Division coordinates regional trail planning with multiple stakeholders. The resume of the staff in this position is included.

  A new management position was created in December 2013 to address the increasing demand for coordination between PRC and the Real Estate and Facilities Services Department. This position is currently vacant, but will report to the Director so it may assist the Director in making informed decisions regarding development and capital projects. Currently, the Division Manager for Recreation Services who has an extensive Park Planning background is acting in this capacity.  

 

22  


Agency Evidence of Compliance:  Shorty Robbins resume  Park Service Manager Job Description  Park Service Manager Recruitment  Tina Russo Resume  Project Manager job description  Senior Architect job description  Senior Engineering Specialist job description  Park Amenity Inventory and evaluation

  Agency Self Review:

Met

Not Met

 

 

2.2 Involvement in Local Planning Standard: The park and recreation agency shall be regularly involved in local planning (community, comprehensive planning, strategic planning, capital improvement planning) that will impact parks and recreation services within their jurisdiction.

  Commentary: The 2030 Comprehensive Plan Recreation and Open Space Element was adopted per the requirements of Chapter 163, Part II, Florida Statutes (F.S0 and Chapter 9J-5, Florida Administrative Code, Hillsborough County adopted the Comprehensive plan that includes the Recreation and Open Space Element. The planning staff of HCPRC worked closely with the Planning Commission to develop the Goals, Objectives and Policies for the Recreation and Open Space Element.

  The Parks Trails Coordinator, a Senior Manager position, coordinates regionally for trail connectivity and as the Department liaison with the Florida Department of Transportation, and the Metropolitan Planning Organization.

  The Department’s 2013 Strategic Business Plan, developed in conjunction with the County’s Strategic Plan, is a living document utilized to guide future program and asset development.

  Finally, Department staff coordinate monthly with the Real Estate and Facilities Services Department and Fiscal and Support Services to monitor the Capital Improvement Program. Annually, new projects are added to the CIP and those funded and under construction are removed. Throughout the year, facilities are assessed for potential improvements. These projects are considered for addition to the updated CIP. Currently, Parks is gathering costs for updated lighting systems and turf fields at Regional Tournament facilities county-wide.  

 

Agency Evidence of Compliance:

 

     

Tina Russo resume and accomplishments Comprehensive Plan Recreation Open Space Element 2013 Strategic Business Plan Capital Improvement schedule Lighting Study Hillsborough County Trails, Paths and Bicycle Guide

  Agency Self Review:  

Met

Not Met

23


2.3 Planning with Regional, State, Federal and Non-government Agencies Standard: The public park and recreation Agency should have a working relationship with regional, state, and federal agencies as well as non-governmental service providers that impact the services within their jurisdiction.

  Commentary: The following agreements ensure management of facilities and resources without duplication of services:

  The Comprehensive Plan for Unincorporated Hillsborough County Intergovernmental Coordination Element serves as the overarching guide for coordination of resources to avoid duplication.

  Multiple agreements exist with state regulatory and environmental protection agencies for projects associated with the ELAP Program. Attached for reference are agreements with the Florida Fish and Wildlife Conservation Commission and the Southwest Florida Water Management District.

  Hillsborough County School Board Joint Use Agreements allow HCPRC to partner with an intergovernmental agency in order to provide a more diverse recreational experience for the Citizens of Hillsborough County. Partnerships range from school use of park facilities for Alternative to Out of School Suspension and Adult Education to park use of school gyms and tracks.

  An Interagency Prescribed fire MOU allows various local, state and federal governmental agencies to assist in managing lands in the region.

  Hillsborough County is home to three municipalities: the City of Tampa, city of Temple Terrace and Plant City. Memoranda of Understanding are in place with all three entities for various facilities and functions, from ball field co-use in Tampa and Plant City to pool use in Temple Terrace. Hillsborough County also leads the coordination of updating fee structures for the four entities to work towards comparable fees for service to all residents.

  The County has a long standing relationship with the YMCA for co-use of facilities. Most recently, the YMCA entered into an agreement for construction of a new facility on county property in under-served Ruskin. This facility will provide sliding scale opportunities for local residents to fill the gaps in County resources.

  Agency Evidence of Compliance:

 

   

FFWCC Bullfrog Creek Bullfrog Creek amendment Hillsborough County School District Cooperative Agreement Medard Park Fish Management agreement

24  


     

SWFWMD Tampa Bay Ecosystem agreement Temple Terrace MOU YMCA agreement for Vance Vogel Park Comprehensive Plan- Intergovernmental Coordination Element ELAPP Brochure Link to ELAPP webpage http://www.hillsboroughcounty.org/index.aspx?nid=756

  Agency Self Review:

Met

Not Met

     

2.4 Comprehensive Plan Standard: There shall be a comprehensive park and recreation system plan, which is basically an inventory of existing conditions and recommendations for future programs and services, acquisition and development of areas and facilities, and administration. The plan shall be officially adopted by the appropriate governing body, updated regularly, be linked with a capital improvement budget and a phased development.

  Commentary: The Future of Hillsborough Comprehensive Plan for Unincorporated County, Recreation and Open Space Element was adopted per to the requirements of Chapter 163, Part II, Florida Statutes (F.S0 and Chapter 9J-5, Florida Administrative Code. The Hillsborough County Board of County Commissioners adopted the ROSE on June 5, 2008. The Plan is required to be updated every seven years. Park planning staff is currently coordinating with the Planning Commission on updates to the Plan. A draft review update is included. Recommendations from the Comprehensive Plan are incorporated into the Department’s Strategic Business Plan, which includes long-range forecasting opportunities. This plan is presented by the County Administrator to the BOCC as part of the annual budget process. The County Capital Improvement Plan is tied to both the budget and long-range comprehensive planning. The CIP is updated annually to track funded projects, update projects and costs, and remove those that are no longer relevant. The State of Florida produces a Statewide Comprehensive Outdoor Recreation Plan (SCORP), updated every five years, which also serves as a guide for comprehensive planning through ling range analysis and identification of facility deficiencies. .

  Agency Evidence of Compliance:

 

      

ROSE Comp Plan document BOCC approval of the ROSE  ROSE Update spreadsheet Comp Plan update index CIP update notes 2014 PRC Strategic Business Plan  SCORP http://www.dep.state.fl.us/parks/outdoor/scorp.htm

  Agency Self Review:  

Met

Not Met

25


2.4.1 Trends Analysis Standard: There shall be a system in place to assess societal and local trends over time.

  Commentary: The HCPRC Management team attends tradeshows and State/National Conferences to keep abreast with the local, state and regional trends relating to recreation. The various topics and information is passed down from the management team to staff for further research and implementation.

  As part of the Performance Measures Dashboard for Hillsborough County, Parks, Recreation and Conservation is committed to an 85% or higher customer satisfaction rating. In order to gauge this, PRC conducts statistically valid surveys of all programs offered. Each survey includes an open ended opportunity for respondents to give the department insight into community issues, concerns and needs.

  Examples of professional conferences attended by Parks, Recreation and Conservation staff in the past several years include:

 

      

National Recreation and Park Association Florida Recreation and Park Association National Alliance for Youth Sports Athletic Business Conference PATH (Professional Association of Therapeutic Horsemanship International Therapeutic Recreation Institute US Paralympic Leadership Conference Wheelchair and Ambulatory Sport USA Delegate Assembly

  In addition to attendance at conferences, Department staff participate in a number of trainings which keep staff abreast of changing trends in the industry. Several samples of training documents and webinars attended are attached.

  The State of Florida produces a Statewide Comprehensive Outdoor Recreation Plan (SCORP), updated every five years, which also serves as a guide for comprehensive planning through long range analysis and identification of facility deficiencies. Most recently, Parks, Recreation and Conservation has released a Request for Proposals to conduct an updated Marketing and Trends Analysis to determine the needs of the community, recommend program adjustments, and provide marketing guidance.

  Agency Evidence of Compliance:

 

    

Trends Analysis workshop from FRPA Conference 2012 7 Top Trends, What’s Ahead for US? FRPA Conference 2012 SCORP http://www.dep.state.fl.us/parks/outdoor/scorp.htm Webinar training – Creating an Inclusive Play Movement  Marketing Analysis RFQ Draft

  Agency Self Review:

Met

Not Met

26  


2.4.2 Community Assessment Standard: A comprehensive community study based on population shifts and changing social and economic conditions shall be conducted regularly.

  Commentary: A comprehensive Community Attitude and Interest Citizen Survey was undertaken as part of the data gathering information for the 2020 Strategic Plan. An Executive Summary of the findings from this survey is attached, and the full report is in the file. Data from this assessment was used in forecasting the long range capital improvement program, and it also confirmed that while 43% of the respondents thought that funding parks and recreation was a priority issue, 34% do not know what programs are being offered.

  With the increased availability of technology and web-based marketing, PRC continues to close that gap. While a full community survey has not been repeated, a needs index of current users via Survey Monkey was recently completed. Preliminary responses from current park and program users show football and soccer fields as the facilities receiving the highest use, but also rated by our customers as being the most in need of upgrades. New trails far outnumber any other amenity requested for expansion. Data collected from the survey will be used in future CIP and Program planning, as well as serve as a baseline for the marketing study discussed in 2.4.1

  Agency Evidence of Compliance:

 

  

Community Assessment, 2006 Community Attitude & Interest Citizen Survey- Executive summary Community Assessment – full survey results Community Assessment 2014 Survey Monkey 

  Agency Self Review:

Met

Not Met

 

   

2.4.3 Community Inventory Standard: There should be a compiled, complete and current inventory of all agency used and/or managed areas, facilities, programs and services, as well as alternative providers of such.

  Commentary: A full inventory of park sites and services was completed as part of the PRC 2020 Plan. The inventory is available to the public on the County’s website, as are the park inventories of the municipalities within Hillsborough County.

  The web links put the current inventory literally at the fingertips of park users anywhere in the world. Hillsborough County works with the GIS staff to keep an updated list of all park amenities within the County. An extensive inventory check is completed every five years.

  In 2011, Hillsborough County Parks, Recreation and Conservation began consolidating operations at 43 community centers into 11 regional centers. A map is included to show the inventory of all county and city community centers and YMCA’s overlaid by the service radius of the proposed Regional Centers. 27  


Also as Hillsborough County PRC was consolidating community centers in 2011, a thorough study of alternative daycare providers was completed to show any displaced families the options for after school care available to them. A copy of the map developed for this inventory is in the file.

  Agency Evidence of Compliance:

 

    

Day care inventory for Rec2 Six Community Inventory PRC 2020 Plan Current GIS map and inventory PRC park facilities web link: http://www.hillsboroughcounty.org/facilities City of Tampa park web link: https://www.tampagov.net/parks_search_webapp/ParksList.aspx

 

  Agency Self Review:

Met

Not Met

 

   

2.4.4 Needs Index Standard: A needs index for determining priorities for development of services within the community should be established within the comprehensive plan.

  Commentary: As referenced in 2.4.2 above, Hillsborough County has recently completed a Needs Assessment Survey of current park and program customers. The survey was made available through web link to Survey Monkey to all participants with email addresses. A link was also provided on the PRC website. The survey closed on March 1, 2014, and results are being analyzed.

  The Statewide Comprehensive Outdoor Recreation Plan also includes a needs assessment based on regions of the state. Results of this survey are also taken into consideration when planning new or improving existing facilities. Reference to the need of conducting a community needs index survey is included in the Comprehensive Plan update.

  Agency Evidence of Compliance:

 

    

Facility Demand   Facility Expansion  Program Demand  Program Expansion  SCORP Needs Index http://www.dep.state.fl.us/parks/files/scorp/Appendicies.pdf o Appendix G, page 55 (G-3) shows results from community meeting in Tampa, April 7, 2007 o Appendix J shows projected needs through 2020 o Appendix K shows relative need ranking  Comprehensive Plan update   Agency Self Review:

Met

Not Met

 

28  


2.5 Feasibility Studies Standard: Feasibility Studies shall be conducted to determine the feasibility of proposed facilities.

  Commentary: Hillsborough County Parks, Recreation and Conservation staff, along with Real Estate and Facilities Services staff conduct feasibility studies to determine if proposed development is viable technically and economically. Public meetings, data gathering, and project site visits are all steps in the process to providing an informed recommendation on how a park project can contribute to the community.

  The example included for this process is the Recreation Center Expansion project. The need for expanded Regional community centers was identified in the PRC 2020 Plan and funding was added to the CIP. In 2011, funding was approved for one facility, followed in 2012 with approval for five. The report to the BOCC is included as evidence.

  Agency Evidence of Compliance:

 

Recreation Center Expansion Feasibility Study

 

   

Agency Self Review:

Met

Not Met

2.6 Strategic Plan Standard: An agency shall have a strategic plan, approved by the approving authority, stating how the agency will achieve its mission, goals, and objectives. The strategic plan shall be reviewed annually.

  Commentary: A Department Strategic Plan was developed in April 2011 as an update to the PRC 2020 plan developed in 2006. This document was amended in 2013 and has evolved to become the Department Business Plan which in turn was reviewed by County Administration and adopted by the BOCC as part of the 2013-14 budget.

  This process is undergoing continual refinement and review to align departmental goals within each section as well as tie in to the County Strategic Vision. Departmental goals include the following:

 

      

Measuring the health benefits of parks Parks as an economic benefit Reduction in Crime Customer Satisfaction Personal growth and enrichment Developing and strengthening partnerships Cost recovery

  Data is collected on a pre-determined schedule, submitted by all county agencies to a coordinating entity and is published on the County Performance Measurement Dashboard each quarter. This process ensures quarterly review and update of all goals and measurements. 29  


Annually, each Department meets with the County Administrator, reviews the Strategic Business Plan and updates according to the County Strategic Initiatives. Attached is the 2014 update, submitted to the County Administrator for review and approval.

  Agency Evidence of Compliance:

 

   

PRC 2020 Plan 2013 Strategic Business Plan with edits  2014 Strategic Business Plan update PRC Performance Measures Dashboard

 

Agency Self Review:

Met

Not Met

 

   

2.7 Site Plans Standard: There should be site plans to guide the use of existing and the development of future areas and facilities.

  Commentary: Hillsborough County works with internal qualified staff in the Parks, Recreation and Conservation and Real Estate and Facilities Services Departments as well as contracted design firms to develop site plans for new and improvements to existing facilities.

  A large project currently underway is the expansion project for 5 Regional Community Centers. Projects of this magnitude are guided by in-house project managers who work with design firms and the community to develop a compatible facility. The design for Northdale Gym is attached as reference. This full-sized gymnasium is being constructed at one of the county’s highest use community parks. The design had to allow for programs to continue while building this much needed amenity.

  Also included is the playground relocation schematic for Northdale. The existing playground was in the way of the new construction, but because of extensive daily use, it was not acceptable to remove it without replacement. The attached drawing shows the new location of the playground. This was developed by in-house planning staff.

  A third example is for a passive park adjacent to a community library. The Senior Engineer for design planning and the Recreation Division Manager met with the community and Friends of the Library to develop this plan for a library amenity. The Friends group will now use this plan as a tool for fundraising.

  Parks, Recreation and Conservation staff meet monthly with Architectural Services to review the current status of designs underway.

  Agency Evidence of Compliance:

 

 

Northdale Gym Northdale Playground

30  


 

Mango-Seffner Library Architectural Review meeting notice

  Agency Self Review:

Met

Not Met

 

   

2.8 Historical, Cultural and Natural Resource Management Plan Standard: A historical, cultural and natural resource management plan(s) should address all resource-based areas.

  Commentary: Historical, cultural and natural resource management plans are an integral part of the planning process for each facility and for countywide resources. These resources are addressed as part of the Hillsborough County’s comprehensive plan in many different sections, most notably in the Recreation Open Space and Coastal Management Elements. Additionally, specific management plans are developed for certain vulnerable properties to ensure proper stewardship of the resources. An example of a recently adopted plan for the Lower Green Swamp is included in the file.

  Agency Evidence of Compliance:

 

  

Recreation Open Space Element Coastal Management Element Lower Green Swamp Land Management and Land Use Plan, Executive Summary, full Plan in the hard file

  Agency Self Review:

Met

Not Met

 

 

2.9 Community Involvement Standard: The agency should include community involvement in the planning process.

  Commentary: Hillsborough County Parks, Recreation and Conservation puts a priority on involving the community in the planning and development of their parks. Once a project is complete, the community is also engaged in the programming process.

  The Master Plan Meeting Process Policy for new and renovated parks connects the ideas of Citizens, Consultants, Planners and the BOCC to serve as a guide for planned development. The process PRC has adopted requires conducting at least three public meetings before finalizing a Master Plan of a major project such as a gym or community center. This policy has been very beneficial and allows for a tremendous amount of diverse input regarding items that are requested from the various user groups. The Master Plan Meetings are held at locations near the proposed site, or on an existing site scheduled for an expansion. Meetings are heavily advertised in order to gain as much public comment and participation as possible, and an online comment period is open for two weeks following the meeting.

31  


For a major project, the initial meeting provides details about the property such as acreage, development constraints, and anticipated construction timeframes. The second meeting provides and opportunity for the Project Manager to present visual options for potential site layouts and park amenities based on citizen input from the initial meeting. In the third and final Master Plan meeting, park amenities are identified. Items such as field, courts, trails and playgrounds are actually shown on a site plan with the next step being developing detailed construction drawings. One key component to the Master Plan Meeting policy is to document attendance and provide notes that illustrate major requests and decisions. Also as part of the last meeting, a list of participants is developed to create a sense of ownership and excitement capping the completion of the Regional Park Master Plan Meeting Process.

  Recent projects have included the addition of 5 new gym facilities to existing community centers county-wide, a new skate park at an existing regional community center, and a YMCA partnership on a county facility. The community feedback from the skate park meetings is included as evidence.

  Another element of community involvement and information exchange has included the repurposing of a number of community centers into partnership programs. Management partners develop a proposal to provide programming or resources at a low-use, unstaffed community center. As this is a newer concept for Hillsborough County, care is taken to inform the community of changes in use at any public facility. PRC has recently entered into management partnerships with Head Start, the Sheriff’s Office, the University Area Community Development Corporation and Hillsborough County School Security to manage low-use sites and expand programming to the community. In each case an advertised community meeting to provide information and receive feedback was held. These meetings are scheduled through the Community Relations office, are video taped and an online forum is available for comment for two weeks after each meeting. A meeting announcement for the partnership with Adult Daycare is attached.

  Agency Evidence of Compliance:

 

    

Community meetings for gyms Adult Daycare meeting Jackson Springs Skate Park YMCA Public meeting http://tbo.com/Local/CommunityNews/hearing-to-discuss-newymca-on-county-land-in-riverview-20130722/ Administrative Directive requiring Community Involvement

  Agency Self Review:

Met

Not Met

32  


3.0 ORGANIZATION AND ADMINISTRATION    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

3.1 Organizational Structure Standard: The agency shall establish a staff organizational structure, specifying the interrelationships within the organization.

  Commentary: The Hillsborough County Parks, Recreation and Conservation Department is comprised of four divisions and a number of sections reporting to a Division Manager:

 

 

Administration o Administrative Support o Reservations o Park Services Manager Recreation Services o Recreation Programs o Athletics o Therapeutics o Special Events o Special Interest o Volunteers Conservation Services o Regional Parks o ELAPP Construction and Maintenance

  The Department Director reports directly to the Hillsborough County Assistant Administrator for Compliance, Community and Conservation. The agency organizational chart is updated annually in the County budget process and well as needed when changes occur. It is available to all staff on the Parks G Drive. The Hillsborough County Administration organizational chart is also included as reference.  

     

Agency Evidence of Compliance:

 

   

PRC Organizational Chart  County Administrator Org Chart   PRC 2014 Business Plan PRC Strategic Business Plan 

  Agency Self Review:

Met

Not Met

 

 

33  


3.1.1 Statement of Purpose for Each Organizational Component Standard: The agency should have an established purpose statement for each organizational component that is available to all employees.

  Commentary: The purpose of the Hillsborough County Parks, Recreation and Conservation Department is to provide programs, events and activities to Hillsborough County residents on a year round basis. The department operates more than 176 neighborhood parks and playgrounds countywide, 265 athletic fields, 10 recreation clusters, 10 regional parks, more than 727 miles of trail, as well as 61,000 acres of preserved lands acquired through the Environmental Lands Acquisition and Protection Program (ELAPP).

  Hillsborough County Parks, Recreation and Conservation Department offers boating, bicycling, campsites, canoeing, concerts, cultural happenings, festivals, hiking, horseback riding, meeting facilities, nature study, picnic shelters, swimming, nature programs, and more.

  The purpose of Administration is to manage and direct all aspects of the Hillsborough County Parks, Recreation and Conservation Department.

  The purpose of the Recreation Services Division is to develop and implement a diverse variety of recreational and cultural activities, facilities and services that focus on recreation, health and fitness, cultural enrichment and learning experiences and to make every effort to provide these opportunities to all of Hillsborough County’s diverse population regardless of gender, age or economic condition.

  Within the Recreation Services Division the Therapeutics Services Section provides quality adaptable recreation activities for people with most types of disabilities whether it is sports, social outings, out of school time programs, summer camps, therapeutic horseback riding, fitness or just an accessible park.

  Also within the Recreation Services Division is the Athletics Section which provides recreational sports for Hillsborough County youth and adults and oversees mandatory coach training to more than 5,500 volunteers in Hillsborough County. Parks, Recreation and Conservation Department. The section manages the Ed Radice Sports Complex, Larry Sanders Progress Village Sports Complex, and the William Owens Pass Sport complex. Sports offered include baseball, football, soccer, cricket and softball.

  The purpose of the Conservation Services Division is to provide resource-based programs at ten regional park facilities and countywide trail systems. Facilities within this Division include such diverse opportunities as campgrounds, nature centers, boat ramps, a BMX track, saltwater fishing beaches and a second magnitude spring.

  Within the Conservation Services Division is the ELAPP Section. The purpose of this section is to manage environmentally sensitive wildlife habitat and corridors acquired through the Environmental Lands Acquisition and Protection Program (ELAPP). This program is publicly supported and approved by voters. Since 1988, Hillsborough County has purchased more than 61,000 acres that are now in public ownership. 34  


Management responsibilities include prescribed burning, invasive species control, wildlife inventory, and habitat improvements for endangered and threatened species of plants and animals. This section also provides administrative operations and guides the land acquisition process which includes site assessments and rankings of publicly nominated sites.

  The purpose of the Maintenance and Construction Division is to provide the resources to keep our facilities open and ready for business. Maintenance is responsible for ensuring that our grounds are managed, playgrounds are maintained and inspected yearly. Maintenance also monitors all present mowing contracts of Parks, Recreation and Conservation Department contractors. The Construction Section supports the department by being an in-house construction company providing the building of shelters, room additions, renovations and many other services. Construction is also involved in the planning and development of all outsourced building projects.

  Special Events and Volunteers are responsibilities which span all Divisions and Sections of the department. Supervisory functions are housed within the Recreation Services Division, while Special Events set-up staff also have responsibilities as Park Rangers under Conservation.

  The Department reviews and revises its core functions and goals annually. The Divisions/Offices measure success on performance measures annually. Agency staff is involved at every level in the budget process, and understands how the functions listed relate annually to their individual performance goals and evaluations.

  Agency Evidence of Compliance:

 

 

Department Statement of Purpose from Budget Book  New staff evaluation forms

  Agency Self Review:

Met

Not Met

 

   

3.2 Administrative Policies and Procedures Standard: There shall be policies and procedures, encompassing administrative aspects of the organization.

  Commentary: Hillsborough County is governed by local ordinances, state and federal laws, Human Resources Directives, labor contracts, Civil Service Rules and various pay plan agreements. In addition to the overarching governing documents, each division/office has specific internal Policies and Procedure manuals. Each position is responsible for maintaining position specific standard operating procedures (SOP). These SOP’s are updated annually, or more often as required.

  All new employees attend a mandatory Hillsborough County Human Resources Department orientation class, which helps them understand Hillsborough County policy and procedures. New PRC staff is mentored by those in a similar position as an “on the job” training exercise, during this period all relevant departmental policies and procedures are reviewed. As new policies are implemented throughout the year,

35  


staff is made aware, both in writing and verbally, at the monthly general staff meetings, or the bi-weekly senior staff meetings. Receipt of policy updates are signed off by staff, and a recode is kept by the department Administration. All policies are housed on the agency Group drive, and are accessible to all staff. The Policy Council meets monthly to discuss and modify policies and procedures as necessary. The Department Director has final signatory authority on new departmental policy.

  Agency Evidence of Compliance:  Policy Manual  Meeting agendas where policy is discussed  Park Rules Ordinance   Authority for policy approval  Review Statement for policies and procedures

    Agency Self Review:

Met

Not Met

 

 

3.2.1 Administrative Offices Standard: There should be allocated administrative space and equipment to perform the agency's functions and responsibilities.

  Commentary: The Parks, Recreation and Conservation Department Administrative office occupies just less than 500 sq. feet of office space inside the Frederick Karl County Center Building, located at 601 E. Kennedy Blvd, 23rd floor, Tampa 33602. Within this area are two conference rooms and one mail room with one multiple functioning copy machine and one fax machine There also is a fully functional copy machine located within the perimeter which to which staff has access. In addition, there are additional conference rooms located in the building which are available for scheduling.

  In order to provide cost-effective service, PRC utilizes one Ricoh printer/copier/scanner machine and several desktop printers in black and white, and color. Equipment is serviced through Hillsborough County Information Technology Services Department. All staff have desktop computers that are hooked to a server for shared file access.

 

    

Parks, Recreation and Conservation Administration relocated to the current location in April 2013. Maintenance Unit One Administrative office is located at 1111 E. 139th Ave, Tampa. Maintenance Unit Two Administrative office is located at 1626 Natures Way Blvd, Valrico, Fl Construction Services is located at 5288 Eureka Springs Rd, Tampa, Fl Conservation Parks Services is located at 15502 Morris Bridge Road, Thonotosassa, Fl

36  


Agency Evidence of Compliance:

 

        

A floor plan for the Department’s administrative offices is attached in file 3.2.1. Administrative Offices inventory All People’s Inventory Conservation Services Inventory Conservation Services Floor Plan Construction Inventory Maintenance Unit 1 Inventory Maintenance Unit 2 Inventory Property Appraiser Maps of Department offices

  Agency Self Review:

Met

Not Met

 

   

3.2.2 Support Services Standard: Support staff and services should be provided to enable the professional staff to perform their appropriate functions.

  Commentary: The Parks, Recreation and Conservation Department has 9 full time support personnel available to assist and facilitate the daily administrative operations of the department. Each support staff is provide a workstation and computer equipped with the software needed to perform the tasks for their respective divisions as outlined in Section 3.5.1 of this application. The department has access to training rooms at the Administrative Office in County Center which are equipped with A/V equipment, including wireless access, PowerPoint projector and flat screen HD/TV.

  The support staff has access to 3 networked combination printer/scanner/fax machines, and several desktop printers with both black/white and color capability. Training is provided asneeded. Support staff can view upcoming Human Resource classes and request one of the department’s training coordinators to schedule them for specific training.

  Agency Evidence of Compliance: Evidence is provided in the file under 3.2.2 Support Services and includes:

 

  

A list of Recreation and Community Services Support Staff and their functions Administrative phone directory Oracle Training Schedule

 

 

Agency Self Review:

Met

Not Met

 

37  


3.3 Communication System Standard: A communication system shall be established to ensure the accurate and timely transfer of information, both internal and external.

  Commentary: Internal Communication

  Hillsborough County has an established portal (intranet) system that allows timely communication with all county employees. The site allows for agencies to post relevant information for education or promotional purposes. The department posts information related to park programming (i.e. summer camp, after school programs, community events, etc.), athletics information, a guide to outdoor recreation, information on our numerous Parks and trails, information on special populations such as therapeutics, Tiny Tots etc. Hillsborough County has an internal e-newsletter allowing employees the opportunity to provide information similar to that mentioned above, and compiles an online community calendar.

  External Communication

  Hillsborough County provides a Public Information Office (PIO) that is responsible for all aspects of media relations, including media advisories, press releases and media pitches. The Special Events Coordinator within the Department of Parks, Recreation and Conservation Services works in partnership with the PIO office to provide information to the media via media release, fliers and phone calls.

  Hillsborough County has a customer information call center known as the Citizens Action Center that serves as a call center and customer information system. The PRC regularly provides scripts to the Citizens Action Center containing potential Q&A’s that customers may ask as well as timely information on activities, events and programs. Customers may also utilize the agency’s website, www.Hillsboroughcounty.org/parks.

  Parks, Recreation and Conservation Department Special Events Coordinator produces a monthly activities calendar guide that is distributed through Hillsborough County via website and media outlets. Special Event marketing also takes place inside County buildings including community centers and libraries, special and community events, presentation opportunities and general public requests. The calendar is also placed on the agency’s G drive under Recreation Services. Flyers are placed on Hillsborough County’s public website at www.Hillsboroughcounty.org and agency website at www.Hillsboroughcounty.org/parks.

  Agency Evidence of Compliance:

  Evidence is provided in the file under 3.3 Communications System and includes:

 

 

      

Hillsborough County Parks, Recreation and Conservation Communication Plan Hillsborough County Media Relations Contacts Copy of COIN (County Online Information Network) Hillsborough County Communication Plan Communications Print Request Form Customer Service Survey table top Administrative Directive for Displays

38


           

Florida Attorney General policy on Open Government HC Intranet list of Communications and Media Relations HC Logo Use Directive HC Use of Letterhead Directive Marketing Plan email Media Cooperation Policy PRC Scripts form SOP Special Events Coordinator, identifying liaison to Community Outreach Special Event Calendar Screenshots of the County website and COIN Intranet pages Website update policy PRC web page

  Agency Self Review:

Met

Not Met

     

3.4 Process for Public Information, Community Relations, Marketing   Standard: There shall be an established process regarding the integrated role of public information, community relations, and marketing functions of the agency including periodic reporting and evaluation. Commentary: Hillsborough County Parks, Recreation and Conservation Department strives to build and sustain trusting relationships with the public and all stakeholders and has established communication goals and objectives. The Department recognizes the tremendous cultural and economic value diversity our parks, trails, programs and special events bring to our county. The department operates more than 176 neighborhood parks and playgrounds countywide, 265 athletic fields, 40 recreation centers, 10 regional parks, more than 727 miles of trail, as well as 61,000 acres of preserved lands acquired through the Environmental Lands Acquisition and Protection Program (ELAPP). The department focuses on ensuring that the public has the information and understanding they need to use our facilities, parks, camps, trails, classes, conservation services, therapeutic programs and that staff have the information needed from the public to make sound decision s that help to create community and foster mutual understanding and respect. Programs, activities, events and initiatives are usually promoted through flyers, posters, press releases, email blasts, website, social media and event calendars. The Hillsborough County Parks, Recreation and Conservation Department receives input from the community through several resources. Our Neighborhood Relations and Citizen Development departments handle all community relations efforts. It is a resource for residents and the business community. They are the liaison between the county commissioners, county administrator, departments and the residents. They work with all Hillsborough County Neighborhood Associations and hold public meetings with the community in order to collect and information from the public in

39  


various matters. The department also receives feedback of all programs and parks through survey monkey. The department has annual strategic plans and communication of their goals and objectives in their performance Measures Dashboard. Agency Evidence of Compliance: Evidence is provided in the file under section 3.4 Process for Public Information, Community Relations, Marketing and includes:    

Media Inquiries and Reporting SOP Public Meeting replay from March 6, 2014 http://www.youtube.com/watch?v=vCTAHo8u2O0&feature=youtu.be Sample Press Release (Lower Green Swamp Opening) Sample Event Flyer (NW Skate Park)

 

Agency Self Review:

Met

Not Met

       

 

3.4.1 Public Information Statement Standard: A written statement states that the agency is committed to informing the community and the news media of events within the public domain that are handled by or involve the agency and sets forth policies that govern what information should be released, when it should be released, and by whom it should be released.

  Commentary: It is the policy of the Hillsborough County Parks, Recreation and Conservation Department to maintain open lines of communication between itself and the news media. Press releases are sent to the media on a regular basis regarding events, programs and activities. The department’s Community Relations/PR Representative responds to all media inquiries, in compliance with the department’s Media Inquiries & Reporting SOP. The department also regularly posts information on both the county’s www.hillsboroughcounty.org, and department’s PRC Homepage, plus produces and distributes brochures, flyers at all recreation centers as well as to the media. The department coordinates its media relations efforts with the department of Public Information, public relations and digital media services Department during times of crisis or controversy as designated in Hillsborough County’s Crisis Communications plan. The agency follows Hillsborough County’s established public records policy in accordance with the Sunshine Law.

40  


Agency Evidence of Compliance: Evidence is provided in the file under section 3.4.1 Public Information Statement and includes:

 

     

Media Inquiries & Reporting SOP Hillsborough County Crisis Communications Plan Hurricane/Emergency Preparedness Plan Division Director for Public Information and Media Relations Communications Communications & Digital Media Services Director Job Description Division Director of Digital Media Services

  Agency Self Review:

Met

Not Met

   

3.4.1.1 Public Information and Community Relations Responsibility Standard: A specific position in the agency should be designated to direct the public information and community relations functions. Commentary: The Division Director for Public Information and Media Relations Communications and Digital Media Services manages the Communications team and responds to public information, community relations and marketing needs as it relates to the department. This position is not solely responsible for the public information and community relations functions. The County has Community Affairs and Neighborhood Relations department and our Citizen Engagement Department who work closely with the Community Relations Coordinator. Many public information items are created and approved by the Division Director for Public Information and Media Relations Communications and Digital Media Services or the Communications & Digital Media Services Director. Agency Evidence of Compliance:

  Evidence is provided in the file under section 3.4.1.1 Public Information and Community Relations Responsibility and includes:    

Division Director for Public Information and Media Relations Communications and Digital Media Services job description Communications & Digital Media Services Director job description Community Relations Coordinator job description Neighborhood Liaison – Neighborhood Relations job description

 

Agency Self Review:

Met

Not Met

 

 

41  


3.4.2 Community Relations Plan Standard: The agency should establish a community relations plan.

  Commentary: Hillsborough County Parks, Recreation and Conservation Department recognizes that community groups should play a role in the more than 1.2 million people, in the decision related to programs and events offered. The county has over 9,000 neighborhoods and over 1,000 neighborhood associations. Our Neighborhood Relations Office of Community Affairs serves as a liaison between the neighborhood associations and civic associations and county departments to ensure these groups have an open line of communication to express concerns, ask questions and offer comments. Our Department of Citizen Engagement also provides information from the public to the commissioners and county administrator by holding public meetings. All public meeting provide comment cards and are taped for all to see. Hillsborough County does a great job in bridging communications between department staff, commissioners, our county administrator, public relations and our Customers through the use of our Information Service Center. This Customer Service call center offers efficient and centralized management of communication. The call center provides the residents with a way to submit opinions, problems, and requests without organizational knowledge, aids in accountability for the county and helps the PRC department provide consistent responses and coordinate actions when multiple departments are involved. The information center is able to generate reports regarding the public’s use of the system; executive summary reports; variances and trends. Agency Evidence of Compliance: Evidence is provided in the file under section 3.4.2 and includes:

 

  

PRC – Business Plan 2014 Public Meeting feedback - Mann Wagnon Community Center Public Meeting Performance Measure Dashboard – Customer satisfaction links o Parks –  http://sqlrptext.hillsboroughcounty.org/ReportServer/Pages/ReportViewer.a spx?%2fexecutive+reports%2fexecutivereport&rs%3aFomat=%5bHTML% 5d o Recreation –  http://sqlrptext.hillsboroughcounty.org/ReportServer/Pages/ReportViewer.a spx?%2fexecutive+reports%2fexecutivereport&rs%3aFomat=%5bHTML% 5d

 

Agency Self Review:

Met

Not Met

 

   

3.4.3 Marketing Plan Standard: The agency should have an established marketing plan, based on market research that includes an annual evaluation. Commentary: The Communications and Digital Media Services Marketing Department, a team with expertise in design, public relations, general marketing and event planning, works in conjunction with the Hillsborough County Parks, Recreation and

42  


Conservation Department to support their particular communications needs and marketing efforts. They are responsible for strategic marketing, public relations and promotions that foster a consistent brand and image to support increased attendance and participation by expanding the promotion of our unique recreational opportunities leading to revenue growth. The Hillsborough County Parks, Recreation and Conservation Department strives to build and sustain trusting relationships with the public and all stakeholders. They recognize and support the value diversity their department brings to the County. They focus on ensuring that the public has the information and understanding they need to use the County’s facilities, recreation centers, parks, programs, services and nature preserves, and that the staff have the information needed from the public to make sound decisions and help to create community and foster mutual understanding and respect. They evaluate the strategic plan and accomplishments annually and called the Performance Measures Dashboard. Currently, a Market Research and Business Development Plan is out for a Request for Proposals (RFP). The objective of the plan is to increase PRC’s customer base, increase frequency of use of PRC services, facilities and amenities, and recommend a marketing plan to facilitate this ojective.

  Agency Evidence of Compliance:

     

Evidence is provided in the file under 3.4.3, Marketing Plan and includes: PRC – Marketing-Communications Plan PRC – Strategic/Business Plan PRC – RFP - Market Research and Business Development Plan Executive Report Dashboard – Performance Measure Dashboard – Customer satisfaction link o Parks http://sqlrptext.hillsboroughcounty.org/ReportServer/Pages/ReportViewer.aspx?%2 fexecutive+reports%2fexecutivereport&rs%3aFomat=%5bHTML%5d o Recreation http://sqlrptext.hillsboroughcounty.org/ReportServer/Pages/ReportViewer.aspx?%2 fexecutive+reports%2fexecutivereport&rs%3aFomat=%5bHTML%5d

  Agency Self Review:

Met

Not Met

 

   

3.4.3.1 Marketing Position Responsibility Standard: A specific position should be designated to direct the marketing function.

  Commentary: The Communications Department is responsible for developing, coordinating and implementing all Hillsborough County agency marketing strategies. This department works in conjunction with all Hillsborough County Departments under the County Administrator.

  The Hillsborough County Parks, Recreation and Conservation Special Events Coordinator works with the Communications Department in coordinating and implementing marketing and promotion of special events and other media oriented

43  


activities. This includes final submission for approval for all public relations, marketing, and website publication. The role of a individual within the PRC staff as it relates to marketing will be further defined by the Marketing Research and Business Development Plan currently being solicited by the County.

  Agency Evidence of Compliance: Evidence is provided in the file under 3.4.3.1 Marketing Position Responsibility and includes

       

Special Events Coordinator communications liaison responsibility Communications Department Community Relations Description Email from Director referencing new Communications contact Media Cooperation Policy News release form  Shorty Robbins email ref. Mary Clements Fowler PIO/Special Events

  Agency Self Review:

Met

Not Met

 

   

3.5 Management Information Systems Standard: The Agency shall have a management information system, including statistical and data summaries of agency activities, such as daily, monthly, and annual reports.

  Commentary: Hillsborough County Parks, Recreation and Conservation staff collect daily data from all supervised programs and report weekly to Supervisors. Recreation and program partners collect data daily and provide to management in a monthly report. Pavilion rentals, camp site rental, yearly passes and Park entry data are collected on a scheduled basis. This data is then compiled in a monthly report by the assigned staff, reviewed by the Department Director of PRC and presented to the Assistant County Administrator. The report highlights completed projects, programming achievements, significant meetings, upcoming special events and anticipated challenges. This report also includes program attendance numbers on a monthly basis. Annual data is updated on the Department’s Performance Measures Dashboard, and in the annual budget summary.

  In order to more effectively manage the gathering and dissemination of data, PRC has purchased the RecTrac system, a nationally recognized program for online registration, scheduling and tracking. For the past year, program modules have been developed and implemented, gradually replacing the manually-prepared reports of the past. PRC has worked closely with the Fiscal and Support Services business analyst and the Information Technology Department to implement the program. To date, modules have been implemented for online registration for afterschool programs, summer camp and special events. The online facility reservation system has gone live, as has the onsite security rental program. Future modules include online registration for Special Interest classes, campsite reservations, volunteer registration and tracking, and field

44  


scheduling. Implementation of this system has streamlined efficiency and enhanced customer service in all areas where program modules are active. Implementation is expected to be complete within a year, and staff to manage the program in-house has been identified in the 2014-15 budget.  

In 2013, Hillsborough County entered into a historic partnership with the City of Tampa and Clerk of the Court known as Oracle/Project 1 that will implement a shared enterprise resource planning (ERP) system which will transform our government operations to deliver information and services more efficiently and effectively to our citizens and other stakeholders. Currently the billing and Human Resources functions have been migrated to this program; more modules are in line to implement over the next two years.

  Coordinating all Management Information Systems for the Department is the responsibility of assigned staff within the Fiscal Support and Services Department. A job description for this function is attached.  

 

Agency Evidence of Compliance:

  Evidence is provided in the file 3.5 and includes:

 

           

Automation and Telecommunications Policy FSS Programmer/Analyst Job description Memorandum referencing piggyback of RecTrac Weekly Report to Recreation Manager Oracle Administrative Directive Oracle/Project 1 Oracle overview RecTrac 10.3 System overview Rental batch report End of Day Rental Report Yearly Special Interest Revenue Report Monthly Report to the Deputy County Administrator

  Agency Self Review:

Met

Not Met

 

 

3.5.1 Application of Technology Standard: The application and use of technology should enable the agency to operate efficiently.

  Commentary: Hillsborough County, Clerk of the Court and the City of Tampa signed a historic agreement for a shared implementation of an enterprise resource planning system. These systems are integrated software solutions that can replace dozens of existing software systems. Integrated systems share common data between modules. Applications Software Technology Corporation (AST) of Naperville, Illinois will be our chosen system integrator, this system is called “Oracle E- Business Suite (EBS). Additionally, we will be installing several specialty systems to compliment Oracle EBS, including KRONOS (for timekeeping), JobAps (for recruiting) and Hyperion (for budgeting).

45  


RecTrac and Webtrac provide Hillsborough County staff and our customers an interface to facilitate automated solutions for the services offered by PRC. This includes but is not limited to day to day operational functions, managing programs, planning, marketing and other requirements, RecTrac is a graphical user interface that is used to facilitate functions. Webtrac is a public interfacing registration and activity management tool/website integrated with the same database. RecTrac is locally on specific PRC desktops. WebTrac is an internet interface, available to customers and is independent of the Hillsborough County website. Direct linkage is offered at www.Hillsboroughcounty.org/parks. Both RecTrac and WebTrac interface with the same database.

  Training is offered by our technology analyst as needed and also monthly meetings are conducted as an open communication to discuss any challenges or identify any needed or suggested improvements as it relates to system capacity.  

   

Agency Evidence of Compliance:

 

     

Report on the suitability of Design and Operating Effectiveness of Controls Web procedures Oracle Overview Oracle/Project 1 RecTrac Overview RecTrac 10.3 system overview

  Agency Self Review:

Met

Not Met

 

   

3.6 Records Management Policy and Procedure Standard: The agency should have established policy and procedures for control, maintenance, and retention of records.

  Commentary: Nearly all information provided to Department as well as outgoing information internally and externally is subject to disclosure under Florida Public Record Laws. This includes emails. Anyone may request copies of records, however records are redacted as required to ensure secured or sensitive information is not comprised. Per Hillsborough County records policy, records are retained in a secured Hillsborough County warehouse located on Faulkenburg Road in Tampa, as well as on a secured server. Documents can be converted into a format compatible for access on the Hillsborough County server. In the event of an emergency, Hillsborough County departments must ensure protection of their records during disaster situations. Agencies in potential flood zones are particularly vulnerable to record damage from water. Off site storage of duplicate records, whenever feasible, is strongly recommended (Hillsborough County Comprehensive Emergency Management Plan). Attached as evidence are policies and directives that govern records management.  

46  


Agency Evidence of Compliance:  Public Records Access and Release of Public Information Directive # CO-02  Comprehensive Emergency Management Plan  Information Technology Architecture Project  Information Security Standards  Information Security Policies  Protecting the Internet employee information release  Communication and Public Information Directive # CO-06  Electronic Mail and Public Records Directive # CO-04  PRC Hurricane/Emergency Preparedness Plan  Disposal of Property Policy  

   

Agency Self Review:

Met

Not Met

 

   

3.6.1 Records Disaster Mitigation and Recovery Standard: There should be an established Records Disaster Mitigation and Recovery plan and procedures.

  Commentary: The Departmental Hurricane/Emergency Preparedness Plan is reviewed by the Director annually. This document outlines procedures for protecting the operations of the Department during and following a disaster such as flood, fire, and major weather incidents, acts of terrorism or hazardous material spills. It establishes policy and guidance for records backup, and ensures the execution of mission critical functions for the Department and the county.

  Hillsborough County’s Comprehensive Emergency Management Plan addresses the storage and protection of Hillsborough County records. All departments must ensure that all documents are secured in event of an emergency.

  The State of Florida General Records Schedule addresses the amount of years that we must keep records per state law.  

   

Agency Evidence of Compliance:

  Evidence is attached in 3.6.1, Records Disaster Mitigation and Recovery:

 

 Hillsborough County Continuation of Operations Plan  Hillsborough County PRC Hurricane /Emergency Preparedness Plan  Information and Technology Security Standards  State of Florida General Records Schedule GS1-SL for State and Local Government Agencies

  Agency Self Review:

Met

Not Met

47  


4.0 HUMAN RESOURCES    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

4.1 Personnel Policies and Procedures Manual Standard: There shall be established policies, which govern the administration of personnel procedures for both professional and nonprofessional employees that are reviewed annually.

  Commentary: The Human Resources Department as well as Hillsborough County Parks, Recreation and Conservation prepare and review personnel policies and procedures. Hillsborough County Employee Handbook, Parks, Recreation and Conservation Policies and Procedures, Civil Service Board Acts and Rules and the Bargaining Agreement for American Federation of State, County and Municipal Employees (AFSME) are easily available in electronic format to any staff member on the Employee Portal (COIN-County Online Information Network) and shared drives.

  Evidence of Compliance:  Hillsborough County Employee Handbook (Updated January 2012)  Parks, Recreation and Conservation Policies and Procedures  Civil Service Board Act and Rules (Reviewed at HCCSB meeting, September 23, 2013)  Bargaining agreements for the American Federation of State, County and Municipal Employees (AFSME) – (Approved September 19, 2012)  Review Statement for Policies and Procedures

  A copy of the referenced documents is also on file under section 4.1 Personnel Policies and Procedures Manual.

  * Note: All contracts are under current negotiation and employee benefits continue under the existing contract until new agreements are adopted.

  Agency Self Review:

Met

Not Met

 

 

4.1.1 Code of Ethics Standard: There must be an established statement of ethical principles for agency personnel.

  Commentary: Pages 54-56 of the Hillsborough County Employee Handbook Ethics Code. The Department of Human Resources is responsible for developing, implementing and updating Code of Ethics policies and procedures for Public Officers and Employees, as it applies to them and as delegated by the Hillsborough County Administrator. The L.O.G.I.C. of Right Training is offered yearly. Each department has an employee advisory committee representative as a frontline listening ear to any employee who may have an issue. PRC also has its own Employee Code of Ethics. There is also a Whistleblower Act available to employees found on page 44 of the Employee Handbook.

48  


Evidence of Compliance:  Hillsborough County: Statement of Ethics  Ethics: The L.O.G.I.C. of Right Training Schedule FY13  PRC Employee Code of Ethics  Employee Handbook Whistleblower Act

  A copy of the referenced documents is also on file under section 4.1.1 Code of Ethics. Agency Self Review:

Met

Not Met

4.1.2 Recruitment Process Standard: There should be a comprehensive recruitment process to attract qualified personnel.

  Commentary: The recruitment process begins with the completion of an exam request/job posting form (JCQ) which is done at the request of the PRC staff. The Human Resources representative does all the necessary paperwork from the application to the new hire package. A Human Resource point of contact person works with the PRC staff to determine how to proceed with an internet posting, examination, or advertising in outside sources. Applicants can be internal or external. Once this is complete the HR contact person is responsible for reviewing the applications and compiling a list/matrix of those candidates who meet the qualifications. The PRC staff reviews the Interview Code of Ethics, applications and selects candidates for interviews. Most interviews are conducted by a staff team using a structured interviewing process that include Overall Evaluation Sheet for Interviews, Interview Scoring Sheet, Background Check/Investigation Disclosure and Authorization Form, Acknowledgment or Position Description Review and Relative Disclosure Statement. Second interviews are scheduled for selected candidates and a final selection is made. All Civil Service positions follow procedures in Section 8, Rules 6.0-6.6 and 7.0-7.3 in the Hillsborough County Civil Service Board Rules as well as the corresponding Union contracts (AFSCME).

  Evidence of Compliance:  Hillsborough County Civil Service Board Section 8 – Initial Employment Lists; Promotional Lists  Hillsborough County Civil Service Board Rules 6.0-6.6 for Recruitment  Hillsborough County Civil Service Board Rules 7.0-7.3 for Procedures  Hillsborough County Civil Service Board Website Job Postings  Hillsborough County Civil Service Board Form 55-JCQ – Request for Position/Classification Action  Interview Committee Forms o Code of Ethics o Overall Evaluation Sheet for Interviews o Interview Scoring Sheet o Background Check/Investigation Disclosure and Authorization Form o Acknowledgment or Position Description Review o Relative Disclosure Statement  Bargaining agreements for the American Federation of State, County and Municipal Employees

49  


A copy of the aforementioned documents are also on file under 4.1.2 Recruitment Process. A complete set of AFSCME union contracts and the Hillsborough County Civil Service Board Rules is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.2 Recruitment Process.

  * Note: All contracts are under current negotiation and employee benefits continue under the existing contract until new agreements are adopted.

  Agency Self Review:

Met

Not Met

 

 

4.1.3 Equal Opportunity Employment and Workforce Diversity Standard: There shall be an established policy regarding diversity for all employment practices and evidence that it is being implemented.

  Commentary: Hillsborough County is an Equal Opportunity and Equal Access Employer as stated in the Employee Handbook below:

  EQUAL EMPLOYMENT OPPORTUNITY: Hillsborough County is an Equal Opportunity Employer. The County does not discriminate in employment or the provision of services on the basis of creed, political affiliation, race, color, religion, national origin, disability, marital status, age, sex or status as a disabled or Vietnam-era veteran. Discrimination is differential treatment of a person or group based on creed, political affiliation, race, color, national origin, religion, sex, age, disability, marital status or status as a disabled Vietnam-era veteran. Hillsborough County does not permit discrimination of any form and has established an Equal Opportunity Policy which protects all employees from unfair practices. If you believe that you have been discriminated against on the job, you should contact the Equal Opportunity Manager in the Equal Opportunity Office of the Department of Government Services Administration. HR-6.07 Equal Employment Opportunity Policy thoroughly addresses the established policy of equal opportunity and access based on applicable federal laws.

  Other information to confirm compliance for workplace diversity include Page 5 of Hillsborough County Employee Handbook (Diversity), Equal Employment Opportunity Record, Hillsborough County Diversity Report .

  Evidence of Compliance:  Page 5 of Hillsborough County Employee Handbook (Diversity)  HR-6.07 Equal Employment Opportunity Policy  Workplace poster- Equal Opportunity  Workplacle Poster- Equal Opportunity in Spanish  Equal Employment Opportunity Record  Hillsborough County Diversity Report

  Agency Self Review:

Met

Not Met

 

50  


4.1.4 Selection Process Standard: There should be comprehensive procedures for the process of hiring personnel. Commentary: Selection of both internal and external candidates for Civil Service positions follows the procedures as outlined in the Civil Service Board Rule Book. Selection procedures for all positions are based on Civil Service Board Rule 6 and reference the jobs specifications for each position being filled. Applicants who are entitled to veterans’ preference in initial employment shall be given special consideration in each step of the employment selection process. The Civil Service staff will identify these applicants to appointing authorities in a manner prescribed by the Civil Service Board. [FS 295.07]. Job descriptions are posted online when vacancies are available.  

 

Evidence of Compliance:  Civil Service Board Rule 6 (pg 28-32)  Job Description Sample for Recreation Program Supervisor

  A copy of the referenced documents is on file under section 4.1.4 Personnel Policies and Procedures Manual. A complete set of Civil Service Personnel Rules and Regulations is under Section 4.1.

  Agency Self Review:

Met

Not Met

 

   

4.1.5 Background Investigation Standard: Personnel hiring should include procedures for background investigation prior to appointment, including verification of a candidate's qualifying credentials, review of a candidate's civil and criminal record, particular attention to drug and child/adult-abuse records, and driving record for employees assigned to operate motor vehicles.

  Commentary: All employees of Hillsborough County PRC must successfully pass a background screening (sample included) as outlined in Chapter 119, Title X of the Florida Statutes, Level 2 Background Investigation of the Florida Statute 435.04, Hillsborough County HR 7.02 and Department of Children and Families Child Care Licensing (Department of Children and Families Forms – Good Moral Character/Live Scan), as well as a drug and alcohol test (Hillsborough County Department of Human Resources HR 6.05 Drug Screening), A random drug test program is in place for all safety sensitive employees and is administered randomly. Candidates for employment with Hillsborough County PRC must maintain a valid State of Florida Driver’s License and must have a satisfactory driving record.

  Evidence of Compliance:  Florida Statutes Title X, Chapter 119, Employment Screening  Florida Statute 435.04, Level 2 Background Investigation  Hillsborough County Department of Human Resources HR 7.02 Background Check  Department of Children and Families Forms – Good Moral Character/Live Scan  Hillsborough County Department of Human Resources HR 6.05 Drug Screening  Sample completed background check

  A copy of the referenced documents is on file under section 4.1.5 Background Investigation. Agency Self Review:

Met

Not Met 51

 


4.1.6 Employee Benefits Standard: There should be an established employee benefits plan.

  Commentary: Employee Benefits are administered through the Hillsborough County Human Resource Office under the Chief Administrative Officer, for the County Administrator. COIN (County Online Information Network) lists all benefits which include benefits fact sheet for classified employees, online benefits page on COIN, benefits to employees outlined in County Employee handbook, benefits afforded union employees in the collective bargaining agreement and contact information. This is located online and available to all employees. Benefit highlights include paid health insurance coverage effective the first month following 60 days of employment for all employees who wish to participate, pension plan with vesting after 6 years, 12 paid holidays in addition to 2 floating holidays and a generous leave accrual.

  Evidence of Compliance:  HR-2.01 – HR 2.17 as outlined in the Hillsborough County Employee Handbook  Classified Employees – Benefits Fact Sheet  Employee Benefits page with links to forms and information via COIN (County Online Information Network)  Section 6 Employee benefits pages 27-35 as outlined in the Hillsborough County Employee Handbook  Article 20.1-27.3 pages 14-21 of the Collective Bargaining Agreement between Hillsborough County BOCC & AFSCME Local 167.

  A complete set of AFSME union contracts and the Civil Service Personnel Rules and Regulations is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.6 Employee Benefits.

  * Note: All contracts are under current negotiation and current employee benefits continue under the existing contract until new agreements are adopted.

  Agency Self Review:

Met

Not Met

 

 

4.1.7 Supervision Standard: There should be constructive and effective supervision of all personnel to help them grow professionally and improve programs and services.

  Commentary: The Emerging Leaders Workshop offered by the Florida Recreation and Park Association consists of 15 hours of courses designed to provide current and potential supervisors with the knowledge and skills to supervise. These courses provide training in supervision, communication, developing others, performance evaluation, leadership, team building, labor relations, and fiscal management. This workshop was offered to and received by 7 new leaders within PRC.

  Hillsborough County offers various trainings to employees throughout the year to increase employee awareness and knowledge (examples included). A Supervisor’s Guide to Staff Evaluation is also provided for supervisory staff.  

52  


Supervisory staff meets twice annually with subordinate personnel to review and set annual goals and evaluate performance. Performance measures are individually established to support programs and services, as well as help the individual employee grow professionally. Evidence of Compliance:  FRPA Emerging Leaders Workshop (7 Recreation Area Supervisors attended 11/2012) Itinerary  Emerging Leaders attendance request  Overview of FRPA Leadership programs  Trainings offered through Human Resources via “Achieving Results Through Genuine Leadership” series o Clarifying Performance Expectations o Correcting Performance Problems o Developing Others o P’s&Q’s of Genuine Leadership   A copy of all referenced documents is on file under section 4.1.7 Supervision. Agency Self Review:

Met

Not Met

4.1.8 Compensation Standard: There should be an established compensation plan that is reviewed annually that establishes equity of compensation among units within the agency.

  Commentary: Compensation for positions is based upon the knowledge, skills and abilities required of the position and specific pay grades are established for every position. Hillsborough County Civil Service Board Classification and Pay Plan - Section I B provides the guidelines for compensation for most employees. Pay grades for each position are shown on the job specifications (Hillsborough County Civil Service Board Classification and Pay Plan - Section IV – 0100, 3900, 4100). Bargaining agreements for union employees are also included.

  Evidence of Compliance:  Hillsborough County Department of Human Resources HR 4.0 regarding Compensation  Hillsborough County Civil Service Board Classification and Pay Plan - Section I B Compensation  Hillsborough County Civil Service Board Classification and Pay Plan - Section IV – 0100, 3900, 4100 – Job Specifications  Bargaining agreements for the American Federation of State County and Municipal Employees (article 13)

  A complete set of AFSME union contracts and the Hillsborough County Civil Service Board Classification and Pay Plan is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.8 Compensation.

  * Note: All contracts are under current negotiation and employee benefits continue under the existing contract until new agreements are adopted.

  Agency Self Review:

Met

Not Met

 

53  


4.1.9 Performance Evaluation Standard: There should be a fair and systematic procedure for annual appraisal of job performance.

  Commentary: An annual performance plan is created and discussed with employees and their supervisors. Annual performance objectives (goals) are created as well as evaluation of core and job specific competencies. Performance Report objectives are presented in the beginning of the year, midterm reviews take place at the end of the first six months, and final evaluations are done at year-end (based on employee’s employment anniversary date). Employee is given and opportunity to complete a self-evaluation and present evidence to the rater. After the year end evaluation, the employee is given the opportunity to sign that they agree (with or without comments) or disagree (with comments) with their evaluation. If the employee refuses to sign, the supervisor should so note and record the reason or reasons, if given. These evaluations are done face to face, rater to employee (direct report). Guidelines for performance management include the Collective Bargaining Agreement between Hillsborough County BOCC & AFSCME Local 167. Article 29; page 22-23, Performance Management Manual (Rater & Employee editions), Hillsborough County Civil Service Board Classified Service Performance Report, Hillsborough County Unclassified Performance Mgt Guidelines. Both the Civil Service Board Performance Report and the Rater’s Handbook are dated 2006. These are both the most current guidelines available to supervisors and all raters were trained in 2013 in accordance with these guidelines.

  Evidence of Compliance:  Blank Performance Review  Rater Response Form  Employee Goals Form  Employee Self Evaluation  Collective Bargaining Agreement between Hillsborough County BOCC & AFSCME Local 167. Article 29; page 22-23  Sample performance evaluation completed and w/out personal info  Performance Management Manual Employee Edition  Performance Management Manual Rater Edition  Performance Management and Compensation  Hillsborough County Employee Handbook  Hillsborough County Unclassified Performance Mgt Guidelines

  A complete set of AFSME union contracts is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.9 Performance Evaluation

  Agency Self Review:

Met

Not Met

 

 

4.1.10 Promotion Standard: There should be an established statement available to all employees defining the promotion process and the agency's role.

  Commentary: Promotions within the Civil Service System are done through a qualification system in accordance with Civil Service Board Act & Rules (sections 8-10) which evaluates eligibility of candidates for the knowledge, skills and abilities required for the position based on their application. Candidates who meet the criteria are placed on an eligibility list and promotions are filled from these lists. The expiration for the lists vary, but generally are 90 days. Current promotional lists are posted on the human resource link on COIN. Sample 54  


Eligibility List provided. Union employees are also considered under the collective bargaining agreement between Hillsborough County BOCC & AFSCME Local 167.

  Evidence of Compliance:  Civil Service Board Act & Rules (Sections 8-10)  Sample Eligibility List  Collective Bargaining Agreement between Hillsborough County BOCC & AFSCME Local 167.

  A complete set of AFSME union contracts and the Civil Service Board Act & is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.10 Promotion.

  * Note: All contracts are under current negotiation and employee benefits continue under the existing contract until new agreements are adopted.

  Agency Self Review:

Met

Not Met

 

       

4.1.11 Disciplinary System Standard: There should be a disciplinary system based on the code of conduct and performance.

  Commentary: A disciplinary system as set forth by Rule 11 and Section 11 of the Hillsborough County Civil Service Board and is utilized for discipline of all employees including part time staff. All discipline is reviewed by the Human Resources Department office for approval. Union employees are also considered under the collective bargaining agreement between Hillsborough County BOCC & AFSCME Local 167.

  Evidence of Compliance:  Hillsborough County Civil Service Board Rule 11  Bargaining agreements for the American Federation of State, County and Municipal Employees (article 30)  Hillsborough County Human Resources Discipline Forms o Area of Concern o Formal Counseling Session o Informal Counseling Record o Written Repromand  Hillsborough County Civil Service Section 11

  A complete set of AFSME union contracts is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.11 Disciplinary System.

  Agency Self Review:                                

 

 

Met

Not Met

55


4.1.12 Grievance Procedures Standard: A grievance procedure, available to all employees, should be established. Commentary: Grievances filed by employees are handled according to the procedures outlines in the Civil Service Board Act & Rules, Collective Bargaining Agreement AFSCME Appendix C (grievance form) and outlined in the employee handbook on page 43. All documents are available to the employee in electronic format on COIN.

  Evidence of Compliance:  Civil Service Board Act & Rules (rule 14)  Collective Bargaining agreement AFSCME (article 35, pg 29-31), Appendix C (Grievance Form)  Employee Handbook page 43 (Grievances)  Civil Service Grievance Forms (6A-6D) o 6a o 6b o 6c o 6d A complete set of AFSME union contracts and the Civil Service Personnel Rules and Regulations is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.12 Grievance Procedures.

  Agency Self Review:

Met

Not Met

 

       

4.1.13 Termination and End of Employment Standard: There should be established policies and procedures for termination and end of employment.

  Commentary: Termination and end of employment may be a result of (1) Resignation (2) Reduction in Force (3) Termination. Rules 11-13 of the Civil Service Rules address procedures for when each of these occur. Unclassified employees and officials serve at the pleasure of the County Administrator and may be released at any time. Union employees are governed under the Collective Bargaining agreement for AFSCME (article 33, pages 24-27). Hillsborough County Employee Handbook (Section 12, Resignation, Reduction in Force, Termination) (pages 52-53) also outlines protocol for these measures as well.

  Evidence of Compliance:  Civil Service Board Act & Rules (Sections 11-13)  Collective Bargaining agreement for AFSCME (article 33, pages 24-27)  Hillsborough County Employee Handbook (Section 12, Resignation, Reduction in Force, Termination) (pages 52-53)

  A complete set of AFSME union contracts and the Civil Service Personnel Rules and Regulations is located in Section 4.1. A copy of all other referenced documents is on file under section 4.1.13 Termination and End of Employment.

  Agency Self Review:

Met

Not Met

 

     

 

56


4.2 Staff Qualifications Standard: The agency shall employ professional staff qualified to develop and operate programs and services.

  Commentary: Job specifications for both open and promotional requirements have been created for every position and are reviewed periodically by a Human Resource Department governed by Hillsborough County Civil Service Board (Rule 6 and 7) and recreation coordinator and/or manager. Job specifications are used in advertising all positions as well as determining eligibility of each applicant. Equally qualified veterans are preferential. Job specifications include descriptions of the kind of work, examples of work, required knowledge skills and abilities, open and promotional requirements, licensing or certification requirements as well as pay grade. Certification through National Recreation and Parks Association (Certified Parks and Recreation Professional-CPRP) is highly desirable for promotional opportunities above the Recreation Program Specialist position. Attendance and paid registration fees for Florida Recreation and Park Association Region meetings and state conferences are limited to those who are certified as APRP or CPRP status. A list of memberships and certifications held by agency staff are included.

  Evidence of Compliance:  Hillsborough County Civil Service Board (Rule 6 and 7)  Sample job specifications and resumes of current employees for selected positions o Recreation Program Supervisor resume o Recreation Program Specialist resume o Recreation Program Supervisor job description o Recreation Program Specialist job description  A list of memberships and certifications held by agency staff

  Agency Self Review:

Met

Not Met

 

 

4.3 Job Analysis and Job Descriptions Standard: Established job descriptions for all positions shall be based on the job analysis and include, at a minimum: duties, responsibilities, and tasks of each position; and minimum level of proficiency necessary in the job-related skills, knowledge, abilities, and behaviors.

  Commentary: Hillsborough County Civil Service Board Act and Rules, Rule 5 outlines the classification policy, provides guidelines for class specification and procedures (samples included) for reclassifying positions. Job specifications/descriptions (included) are on file including descriptions of the kind of work, examples of work, required knowledge, skills and abilities, open and closed promotional requirements, licensing or certification requirements as well as pay grade. Position questionnaires (Job Content Questionnaire and supplemental position questionnaires are included) are utilized for analyzing and reclassifying positions for Hillsborough County Civil Service positions.

  Evidence of Compliance:  Civil Service Board Act & Rules (Rule 5)  Sample job specifications/descriptions o Athletics Coordinator o Bus Driver o Custodian 57  


 

o Director o Environmental Technician o Equipment Operator o Manager o Park Ranger o Program Specialist o Recreation Therapeutics Aide o Recreation Therapist Job Content Questionnaire (JCQ) Sample supplemental position questionnaire

  A complete set of the Civil Service Board Act & Rules is located in Section 4.1 is located in Section 4.1. A copy of all other referenced documents is on file under section 4.3 Job Analysis and Job Descriptions.

  Agency Self Review:

Met

Not Met

 

 

4.4 Chief Administrator Standard: There shall be a professionally-qualified administrator who is responsible to the approving authority for the management, direction, and control of the operations and administration of the agency, and who shall have authority to perform such responsibilities.

  Commentary: Hillsborough County Parks, Recreation, and Conservation Department is headed by Director Jack Carlisle who oversees multiple divisions within the department. Mr. Carlisle has over 25 years of public service in Government Services Administration. The Recreation Services Division is under the direction of the Division Manager Robin (Shorty) Robbins. She has over 30 years experience as a park and recreation professional and has also served as Division Chief of Park Planning and Development in Jacksonville, Florida, Division Chief of Recreation and Community Programming, also in Jacksonville and as Recreation and Parks Administrative Manager for St. Johns County, Florida. The Conservation Division of the department is under the direct supervision of Forest Turbiville. Forest has over 15 years of public service as well as a Master’s Degree in Geography from the University of South Florida. Resumes and job descriptions for these administrators are included.

  Evidence of Compliance:  Director Jack Carlisle resume  Director job description  Robin (Shorty) Robbins resume  Division Manager job description  Recreation Coordinator job description  John (Forest) Turbiville resume  Forest Turbiville Director School Graduation  Delegation of Authority

  A copy of all referenced documents is on file under section 4.4 Chief Administrator. Agency Self Review:

Met

Not Met

58  


4.5 Physical Examination Standard: There should be an established policy governing the provision of physical examinations for employees.

  Commentary: Hillsborough County Human Resources Directive, HR 6.05 requires candidates to successfully pass a physical exam and drug and alcohol screening after an offer of employment has been made. Hillsborough County Human Resources Lakeside Referral Forms are included. Currently all employees are required to successfully pass a physical examination before starting work as outlined in the HR Directive. A Hillsborough County Referral for Random Testing may be issued at any time to any employee for monitoring of substance abuse.

  Evidence of Compliance:  Acknowledgement of Position Description Review  Hillsborough County Human Resources Lakeside Referral Forms  Hillsborough County Human Resources Directive: HR 6.05  Hillsborough County Referral for Random Testing

  A complete set of the BOCC Policies and Procedures is located in Section 4.1. A copy of all other referenced documents is on file under section 4.5 Physical Examination.

  Agency Self Review:

Met

Not Met

 

 

4.5.1 Workforce Health and Wellness Standard: There should be an employee health and wellness program(s) within the agency.

  Commentary: Hillsborough County provides numerous wellness programs for employees. The Wellness Center continually reviews and upgrades the programs that are offered. Samples include Wellness Center Group Fitness Calendar, PRC Fitness Center locations, and Wellness Brochure (included). Currently there are workshops for healthy eating (Healthy Meal Planning Workshop flyer included), diet and exercise, discounted gym memberships, free flu vaccines (flyer included), lunch and learn workshops/programs, and various exercise classes for employees and Flexible Spending Accounts.

  Evidence of Compliance:  Free Flu Vaccines Available to County Employees (Flyer)  Wellness Center Group Fitness Calendar  Healthy Meal Planning Workshop (Flyer)  PRC Fitness Center locations  Workforce Health and Wellness Brochure  Employee Participation Attendance Records

  Agency Self Review:

Met

Not Met

 

 

59  


4.6 Orientation Program Standard: There should be an orientation program for all personnel employed by the Agency.

  Commentary: Every full time employee is required to attend an extensive 1/2 day orientation program facilitated by the Hillsborough County Human Resources Department. Topics include a Hillsborough County Overview, Payroll, Unions, Civil Service, Benefits, Employee Rights and Responsibilities, and Diversity Training, Customer Service Training, Ethics, Policies and Procedures, Performance Management, Training and Career Development. These topics are covered in BOCC New Employee Orientation Handbook, New Hire Benefits Orientation PowerPoint Presentation, and the Recreation Services Policies and Procedures Manual. Quarterly Training is continually done with staff (sample) calendar included. Recreation Services Policies and Procedures Manual is dated 2006. This manual is currently undergoing an extensive update, however all relevant portions are utilized in supervisor training in accordance with these guidelines.

  Evidence of Compliance:  BOCC New Employee Orientation Handbook  New Hire Benefits Orientation PowerPoint Presentation  Acknowledgement of Position Description Review form  Affidavit of Good Moral Character  Employee Disaster Plan  Employee Disclosure/Conflict of Interest  Employee Disclosure Questionnaire  New Employee Orientation Powerpoint  Recreation Services Policies and Procedures Manual AgencySelf Review:

Met

NotMet

4.6.1 In-Service Training Function Standard: There shall be an in-service training function within the agency that is evaluated, updated, and reviewed annually.

  Commentary: General training classes are available for all employees and classes are offered in the areas of business, communication, computer skills, safety, time management, procurement, performance management, human resources and leadership. Courses in these topics support the core competencies for all employees in Performance Management. Specific classes related to recreation programs are offered throughout the year by the recreation department staff. Samples of various PRC Training dates, locations and topics are included.

  Evidence of Compliance:  2013 BOCC training schedule  2013 PRC Training dates  2013-14 PRC training schedule  Child Care Licensing Training  CPR/First Aid training  Providing Feedback training

  A copy of all referenced documents is on file under section 4.6.1 In-Service Training Function. Agency Self Review:  

Met

Not Met

60


4.6.2 Employee Development Standard: There should be a program of employee development, available for employees throughout the agency, based on needs of individual employees and future organizational needs.

  Commentary: Hillsborough County PRC Training team produces a bi-annual calendar listing classes that are offered during the six month period. Hillsborough County PRC Training Workshop Schedule 2013 included. New classes are offered continually as the needs of employee development change. Hillsborough County’s Human Resources - Learning and Organizational Development courses (schedule included) are required and offers training to staff in the areas of safety, diversity, and customer service. Hillsborough County Human Resources HR 5.0 (Employee Development) provides opportunities for tuition reimbursement for college degrees as well as certifications and licenses. All employees have access to online registration. A sample of staff training history as well as the Hillsborough County HR 5.0 – Employee Development.

  Evidence of Compliance:  Hillsborough County PRC Training Workshop Schedule 2013  Human Resources Learning & Organizational Development HR Training Courses by Competency 2013 Schedule  Sample - Employee Training History  Hillsborough County HR 5.0 – Employee Development  Learning and Organizational Development

  A copy of all referenced documents is on file under section 4.6.2 Employee Development. . AgencySelfReview: Met NotMet

4.6.3 Succession Planning Standard: Agencies should formulate a succession plan to ensure the continued effective performance of the organization by making provisions for the development and replacement of key people over time.

  Commentary: Hillsborough County Parks, Recreation and Conservation has initiated an aggressive plan to address the imminent departure of long-term employees who are in the Florida DROP. After department reorganization in late 2011which resulted in a loss of institutional knowledge dating back to the beginning of the department, a succession plan was put in place to mentor, recognize and train mid level staff who showed leadership potential.

  Following a structured interview process, seven staff members were chosen as Recreation Program Supervisors within the new Regional Community Center structure, joining three seasoned Supervisors at that level. Two individuals who had shown strong leadership throughout the process were named Recreation Coordinators. With this core group, the Succession Plan has been implemented. Seven staff have attended the Emerging Leaders Institute offered by Florida Recreation and Park Association, and one has completed National Recreation and Park Association Director School. Another is entering his second year of this intense training program. Strategies and processes learned at these

61  


training opportunities have already been implemented and seen growth and change in the Department.

  In April 2012, another retirement of a high level Division Manager presented an opportunity for more internal upward mobility. The position was downgraded to Section Manager and the two Coordinator positions were upgraded. This resulted in strong, trained and energetic leadership within all three sections of the Recreation Services Division.

  With the next wave of retirements beginning in mid 2014, Parks, Recreation and Conservation has worked with Human Resources to implement a plan to allow for deserving Emerging Leaders to shadow some of the leadership for a period of several months before they retire. A key position identified is the Special Events Sr Coordinator, currently staffed by a 30 year employee. Within the next month we will begin an internal job search for her replacement. As always, priority preference will be given to internal candidates who have completed the Emerging Leaders program and have pursued professional growth and development by achieving CPRP certification. On the Department leadership team, key staff have been identified and enrolled in the NRPA Director’s School. To date, two managers have completed this prestigious program and one is entering his second year, ensuring a field of in-house talent to succeed current leadership as they transition into retirement.

  This Succession Plan has been carefully crafted and implemented by Department leadership to ensure that up and coming staff members are qualified, trained and prepared to assume leadership roles within the organization.

  Agency Evidence of Compliance:

 

     

Director School Diploma Director School Agenda and acceptance Emerging Leaders Institute Agenda PRC 2010 Org chart PRC 2014 Org chart PRC DROP list

  Agency Self Review:

Met

Not Met

 

 

4.6.4 Professional Organization Membership Standard: Professional personnel should be active members of their professional organization(s).

  Commentary: Hillsborough County PRC encourages participation of its staff in professional organizations on all levels. Currently there are six CPRPs and six APRPs and one CPRE in the department and several supervisors are approved to sit for the exam (certificates are included). Staff attends annual state conferences (Membership and Registration for FRPA Annual Conference is paid by the department of all certified staff) and the Department Director, Division Manager and Section Managers attend NRPA conferences and meetings.

62  


The Department is a member of both NRPA and FRPA. The Recreation Division Manager (resume included) serves on the Board of Directors for the Florida Trust for Historic Preservation and the advisory board of the Florida Public Archaeology Network. She also served as the 2007-08 Florida Recreation and Park Association Northern Region Director and the 2008-10 Statewide Advocacy Chairperson. A Recreation Program Supervisor is the current (2012-2013) FRPA Central Region Director of Professional Development. Department director’s resume is included.

  Evidence of Compliance:  Registration for FRPA Annual Conference  Registration for FRPA Membership  NRPA Certifications  Jack Carlisle Resume  Shorty Robbins Resume  Professional Organization membership  Staff certifications and memberships

  A copy of all referenced documents is on file under section 4.6.4 Professional Organization Membership.

  Agency Self Review:

Met

Not Met

 

 

4.7 Volunteer Management Standard: There should be a volunteer management function within the agency, including a comprehensive Volunteer Management Manual.

  Commentary: Hillsborough County PRC utilizes volunteers in numerous ways and volunteers (see sample of Volunteer Opportunity Description) provide a critical support to county staff in accordance to Administrative Directive #HR-06 – Volunteer Program and Volunteer Policy and Procedure Information/Manual. The department has a dedicated Volunteer Coordinator (job description included). The Athletics office alone utilizes over 5000 volunteers annually. A Standard Operating Procedure for Youth Athletics is attached, outlining all volunteer policies related to this activity. The staff Volunteer Management Manual is included as evidence.

  Hillsborough County PRC also encourages employees to volunteer and provides compensatory time or restructured schedules for approved events.

  Evidence of Compliance:  Administrative Directive #HR-06 – Volunteer Program  Volunteer Policy and Procedure Information/Manual for staff  Volunteer Opportunity Description  Volunteer Coordinator Job Description  SOP Youth Athletics Section  Athletic Facility Use Agreement  Campground Host Weekly Log  Campground Host Agreement  HCPRC Volunteer Handbook  draft update  PRC Sample Background Check

   

63


A copy of all referenced documents is on file under section 4.7 Volunteer Management. Agency Self Review:

Met

Not Met

4.7.1 Utilization of Volunteers Standard: Volunteers should be utilized by the agency in a variety of positions. Commentary: Parks, Recreation & Conservation provides the volunteer training required for youth athletic leagues coaches and volunteers. A variety of volunteer opportunities are available through the Parks, Recreation, and Conservation Department. Adopt-A-Spot Make a commitment to keep a park or roadway maintained. Conservation – Assist with site clean-ups, habitat restoration, trail blazing, and invasive species removal. Parks - Volunteer opportunities include park maintenance, beautification, interpretive programs, and special projects. Recreation - Work with children in out-of-school-time programs, teen programs, senior activities, preschool-age tiny tots, and more. Special Events - Help with coastal and river cleanup, family fun days, bike and road races, scout projects, and the Senior Games. Therapeutic Recreation - Volunteer for Paralympics sports, out-of-school-time programs, the Special Olympics, Camp Sparks Summer Program, and the Bakas Equestrian Center. Volunteer hours are tracked monthly (Monthly Volunteer Tracking Form) and compiled annually on Annual Volunteer Hours Report. Volunteer Job Description (Volunteer Recreation Assistant, Volunteer Conservation Assistant, Volunteer Park Ranger Assistant, Volunteer Campground Host, Volunteer Therapeutic Assistant) are included.

  Evidence of Compliance:  Monthly Volunteer Tracking Form  Volunteer Job Descriptions o Volunteer Recreation Assistant o Volunteer Conservation Assistant o Volunteer Park Ranger Assistant o Volunteer Campground Host o Volunteer Therapeutic Assistant  Volunteer Hours Monthly Report  Annual Volunteer Hours Report  HCPRC Volunteer website

  A copy of the referenced document is on file under section 4.7.1 Utilization of Volunteers. Agency Self Review:

Met

Not Met

4.7.2 Recruitment, Selection, Orientation, Training, and Retention Standard: There should be an on-going function within the agency for the recruitment, selection, orientation, training and retention of volunteers, including procedures on background screening.

  Commentary: The Youth Athletics Section volunteers in athletics are recruited by the athletic associations and parent organizations as outlined in the SOP Youth Athletics Section.

  Volunteers for other programming events are recruited through the PRC Volunteer Coordinator. Level II background screenings are required (included). Youth Athletic Association SOP included. Volunteer opportunities are listed on Hillsborough County’s website (included).

   

64


Evidence of Compliance:  Hillsborough County Website, PRC Volunteer Opportunities    http://www.hillsboroughcounty.org/index.aspx?nid=729   Sample Volunteer Application and Background check  Long Term Volunteer Application  Volunteer Coordinator Job Description  Volunteer Hour tracking sheet  Volunteer Hour tracking form  2013 Volunteer Schedule  Monthly Volunteer tracking form  SOP Youth Athletics Section

  A copy of all referenced documents is on file under section 4.7.2 Recruitment, Selections, Orientation, Training and Retention.

  Agency Self Review:

Met

Not Met

  4.7.3 Supervision and Evaluation Standard: Agency volunteers should be monitored, should receive supervisory visits and conferences, and be evaluated regarding performance.

  Commentary: Supervision and evaluation of volunteers is important to ensure adequate training is provided and to verify satisfactory conduct and performance. The degree to which the agency supervises and evaluates volunteers may vary depending on the role of the volunteers (i.e., one-time volunteer assisting with a park cleanup vs. a repeat volunteer assisting with a rehabilitation program). Volunteers sign in and are evaluated. An Outline of Training about on-site supervision of volunteer procedures is conducted to all permanent recreation staff.

  Evidence of Compliance:  Volunteer Sign In Sheets  Outline of Training for Staff of On-Site Supervision of Volunteer Procedures  Volunteer Feedback Survey

  Agency Self Review:

Met

Not Met

 

 

4.7.4 Recognition Standard: There should be a function within the agency for the recognition for volunteers.

  Commentary: Hillsborough County PRC has a yearly Volunteer Recognition Banquet honoring people for hours of volunteer service as well as outstanding contribution to children and the community. Recognition may take many forms, depending on the nature of the volunteer roles, from a simple thank-you letter posted on the agency website to an individual certificate of appreciation, to personal recognition at a banquet, etc.

  Evidence of Compliance:  Volunteer of the Month Form, Volunteer of the Month Recognition, Annual Volunteer Banquet Program

  A copy of the referenced document is on file under section 4.7.4 Recognition

  Agency Self Review:  

Met

Not Met

65


4.7.5 Liability Coverage Standard: Agency volunteers should be covered for negligence liability by the agency.

  Commentary: Volunteers are covered by Worker’s Compensation Law as stated in Chapter 440 of Florida Statutes. A copy of the Volunteer Protection Act is included for reference.

  Evidence of Compliance:  Florida Statute Chapter 440  Volunteer Protection Act  Worker Compensation Video  Worker Compensation Forms  http://www.flsenate.gov/Laws/Statutes/2012/Chapter440   A copy of the referenced document is on file under section 4.7.5 Liability Coverage. Agency Self Review:

Met

Not Met

4.8 Consultants and Contract Employees Standard: The agency should have policies and procedures regarding the use of consultants and contract employees.

  Commentary: Hillsborough County PRC allows the hiring of contract employees to provide services which require classes and or instruction in areas requiring certifications or skills not available through existing staff.

  Florida Statute 287.055, Methods of Procurement and Hillsborough County Special Interest Instructors packet regulate the contractual agreement and conditions for providing such services.

  Consultant contract services are also utilized in Hillsborough County PRC to assist in park vision planning, park design development, and program management support. Included is the Request for Proposal for our Veteran’s Park Expansion.

  Evidence of Compliance:  Consultant Competitive Negotiation Act (CCNA) Florida Statutes, Section 287.055  Methods of Procurement  Park Design Consultant RFP – Veteran’s Park  Scope Of Services- Veterans Park  Example FRP Cost proposal- specific project  RFP Response- specific project  Special Interest Instructor application  Special Interest Instructor Procedures  Hillsborough County PRC Special Interest Packet  Veteran’s Park Expansion project- Full Technical Specifications

  A copy of the referenced documents is on file under section 4.8 Consultants and Contract Employees. Agency Self Review:

Met

Not Met 66

 


5.0 FINANCIAL MANAGEMENT    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

5.1 Fiscal Policy Standard: Fiscal policies setting guidelines for management and control of revenues, expenditures, and investment of funds shall be set forth clearly in writing, and the legal authority must be clearly established.

  Commentary: All guidelines for management and control of revenues, expenditures, and investment of funds are covered in writing in the Hillsborough County Standard and Guidelines issued by the Clerk of the Circuit Court. Ultimately the County Administrator is responsible for the financial administration of the county budget. The County Administrator assigns these duties to his Chief Financial Administrator (CFA) who is responsible to him for the daily financial affairs of the county government. The CFA supervises all divisions to include budget, accounting, and fiscal support. Financial assistance such as projections is secure from agency divisional staff as deemed necessary by the CFA.

  Agency Evidence of Compliance:

 

Hillsborough County Standard and Guidelines – Collection of County Funds

  Agency Self Review:

Met

Not Met

 

 

5.1.1 Fees and Charges Standard: There shall be an established policy on the type of services for what fees and charges may be instituted and the basis for establishing the amount of such fees and charges.

  Commentary: The Board of County Commissioners retains authority to review and approve a user fee schedule for services in Parks, Recreation and Conservation for athletics, managed parks, and recreation. It is the responsibility of each department to periodically review and recommend to the Board of County Commissioners revisions in the user fee schedule for services offered. As stated in BOCC Policy Section 03.04.09.00, Fee Schedule for Parks, Recreation and Conservation department guidelines and Hillsborough County Standard & Guidelines – Collection of County Funds. Families receiving free or reduced lunch from the school system fees are at the sliding scale for after school care and summer camps.

  Agency Evidence of Compliance:

 

  

BOCC Policy Section 03.04.09.00 Fee Schedule for Parks, Recreation & Conservation Department Hillsborough County Standard & Guidelines – Collection of County Funds

  Agency Self Review:

Met

Not Met 67

 


5.1.2 Acceptance of Gifts and Donations Standard: The agency should have an established policy for the acceptance of gifts and donations.

  Commentary: The Department of Human Resources is responsible for developing, implementing and updating policies and procedures supporting employment standards, programs, and benefits as delegated by the Hillsborough County Administrator. This policy was established to provide guidance to county employees on giving and accepting of gifts. Employees shall not solicit nor accept gifts from citizens, vendors, or co-workers that would cause a reasonably prudent person to be influenced in the discharge of their official public duties.

  Agency Evidence of Compliance:

 

HR – 6.08 Department of Human Resources – Policies & Procedures Manual – Gift Policy

  Agency Self Review:

Met

Not Met

 

 

5.1.3 Governmental Grants Standard: Where feasible and appropriate, regional, state and federal grants should be used to supplement agency funding through an established procedure to research, coordinate and implement grants.

  Commentary: The purpose of Administrative Directive AD-24 is to provide guidelines for effective accounting practices related to grants received from federal, state, or other granting agencies. Grants are awarded on state and federal levels. Grant Policy #500.1 creates policy for the administration of grants for all departments. Parks, Recreation & Conservation has had several grants over the past 5 years. ELAPP grants are for the purchase of lands, mitigation, and improvements. These grants are both monetary and in-kind services. The five year grant history for this program is in the evidence of compliance. The Community Services Block Grant has been a part of our summer camp program for the past 5 years and more. This grant provides for low income households with children 5 years of age and up to attend the summer camp program at a reduced rate. Grants are in cooperation with the Community Services Department which administers the CSBG Grant.

  Agency Evidence of Compliance:  Administrative Directive AD- 24  CSBG Grants o CSBG Budget Summary o CSBG Contract Changes o CSBG Grant o CSBG Information Memo o CSBG Program Statutes and Regulations o CSBG Worksheet  o Department of Economic of Opportunity Agreement

68  


           

ELAPP Grants o Example of ELAPP Grant o Example of Grants ELAPP Federally Funded Subgrant Agreement Five Year Grant History Financial Support Services – Policy # 500.1 – Grant Policy Guidance on Cost Allocation Planning Invasive Plant Removal Grant Oracle Grant Accounting Overview Statement of Assurances SWM Agenda for Grant SWM Agenda Item SWM Agreement for Grant Tampa Port Authority Mitigation Grant

  Agency Self Review:

Met

Not Met

 

   

5.1.4 Private, Corporate, and Non-Profit Support Standard: Where feasible and appropriate, private, corporate, and non-profit support should be used to supplement agency funding through an established procedure to research, coordinate and implement alternative funding.

  Commentary: The Board of County Commissioners approved an agreement with the Friends of County Parks & Recreation Department, Inc., a 501 (C) (3) organization, that sponsors and promotes programs and encourages donations to benefit the Hillsborough County Parks, Recreation and Conservation Department. This agreement is for the period of April 11, 2012 through April 12, 2017. Friends of County Parks & Recreation Department, Inc. was incorporated in 1990 and provides approximately $75,000 to the Department annually.

  Documentation provided includes Friends bylaws, enabling legislation and a campership donation flier.

  PRC annually partners with several outside agencies to present the Senior Games. Corporate donations are solicited to support the cost of providing this activity at a low cost to participants. Documentation is provided in the file. Hillsborough County government has increasingly recognized the value of outside corporate and private support for programs, events and services. In 2014, the Communications Department launched an interactive website which serves many departments that touch every aspect of its residents’ lives. Sponsors have access to reach a population of more than 1.2 million residents that includes families, businesses, community leaders, community associations, advocacy groups, outdoor enthusiasts and more. Sponsorships are offered in one-time, year-long and multi-year opportunities to meet the marketing, promotional and charitable giving goals of sponsoring organizations. Response to this website has been overwhelming, and all event support funding for PRC programs and activities have moved to this site.

69  


Agency Evidence of Compliance:  Friends Funds Requests  Friends Articles of Incorporation  Friends Bylaws  Friends Meeting Minutes  Friends – BOCC Agreement  Take Stock in Kids Donation Flier  Senior Games Corporate Sponsors  Sponsorship Solicitation website http://www.hillsboroughcounty.org/index.aspx?NID=2511 Agency Self Review:

Met

Not Met

 

 

5.2 Fiscal Management Procedures Standard: There shall be established procedures for the fiscal management of the agency.

  Commentary: Fiscal and Support Services (FSS) provides PRC with the process and procedures for developing its 2 year budget cycle. An analyst is assigned to the Department from FSS who monitors revenue and expenditures and provides monthly tracking reports to each division and section manager. The Procurement Policy and Procedures manual through Business and Support Services is followed county-wide by every department under the County Administrator.

  Agency Evidence of Compliance:  General Recreation Expense   Seema Coogan FSS budget analyst job description  Example of monthly tracking reports provided by FSS  Jennifer Franklin FSS accountant liaison position description  Procurement Policy and Procedures Manual  FY14 Adopted Budget  FY14 Adopted Budget Positions  Recreation Summary

  Agency Self Review:

Met

Not Met

 

   

5.2.1 Authority and Responsibility for Fiscal Management Standard: The agency's chief administrator should be designated as having the authority and responsibility for the fiscal management of the agency.

  Commentary: Administrative Directive #AD-06A was established to provide guidelines for signature authority for administrative matters within the jurisdiction of the County Administrator related to financial transactions effective with implementation of the Enterprise Resource Planning (ERP) system. PRC’s Department Director has the signature authority as it relates to the budget, purchasing, personnel matters, and more. The County Administrator may make special designations or exceptions to this directive through written authorization. The Business and Support Services Policies and Procedures are guidelines that the County Administrator uses. 70  


Agency Evidence of Compliance:  Administrative Directive #AD-06A  Chapter 3  Chapter 3 cont.  Chapter 4  Chapter 6  Chapter 12  Business & Support services – Procurement Policies & Procedures Manual

  Agency Self Review:

Met

Not Met

 

 

5.2.2 Purchasing Procedures Standard: Agencies should have established procedures for the requisition and purchase of agency equipment, supplies and services. Commentary: The County Administrator delegates authority to the Director of Procurement Services to develop, update and implement procedures to ensure consistent and uniform compliance with applicable laws, BOCC policies, Administrative Directive, Resolutions, and quality management principles regarding procurement as stated in Administrative Directive #MS-10. The County Administrator shall issue and maintain detailed operating procedures to carry out this policy in accordance with the Business & Support Services – Procurement Policies & Procedures Manual, Chapter 4.

  Agency Evidence of Compliance:  Procurement Policy and Procedures Manual  Accounts Payables Department Processing  Accounts Receivable Receipts Processing  Administrative Directive #MS-10  Chapter 4  Surplus Disposal Chapter 14

  Agency Self Review:

Met

Not Met

 

 

5.2.2.1 Emergency Purchase Procedures Standard: There should be established procedures for emergency purchases within the agency.

  Commentary: BOCC procurement services has established policies for an “emergency” to purchase commodities and services, the lack of which would cause a disruption of essential operations where the protection or preservation of public properties would not be possible through normal Procurement procedures or where there exists a threat to public health, welfare or safety, as stated in the Procurement Manual Chapter 2. The County Administrator or Director of Business and Support shall have the authority to determine an Emergency.

  Agency Evidence of Compliance:  Business & Support Services Procurement Manual Chapter 2

  Agency Self Review:

Met

Not Met

 

 

 

71


5.3 Accounting System Standard: The agency shall have a comprehensive accounting system.

  Commentary: All departments under the governing jurisdiction, Board of County Commissioners, are required to record all accounting transactions into the County’s official accounting system, ORACLE. ORACLE is a financial transaction and reporting solution for many federal, state and local governments. ORACLE transactions are independently audited by the Clerk to the Board, County Finance Department, prior to recording them in the official financial records. ORACLE is also utilized by the Clerk to produce the County’s annual financial reports (CAFR) which are audited each fiscal year by independent external auditors. ORACLE provides on-line real time information reporting to the County departments on appropriations, expenditures and revenue as well as other report development tools

  Agency Evidence of Compliance:

 

 

ORACLE User Guide Accounting System Explanation

  Agency Self Review:

Met

NotMet

5.3.1 Financial Status Reports Standard: The agency should utilize monthly financial status reports.

  Commentary: Monthly financial status reports are provided to Department Managers by the Senior Budget Analyst from the Fiscal and Support Services Department. They include initial budgeted appropriation for each sub-object, balances, expenditures and encumbrances made during the period, unencumbered balances, and revenue totals. Also included is the actual department summary for FY11 – FY 12. The Comprehensive Annual Financial Report is also a status report.

  Agency Evidence of Compliance:  Expenses General Rec  Expenses Therap.  FY12 Audited Financial Statements  Parks FY 2012 Results (Accreditation)  PRC FY12 (Accreditation)  Procurement Policy and Procedures  Recreation - Feb 2013  Recreation FY14 Adopted Budget  Recreation Sep 13  Recreation Positions FY14 Adopted  Revenue Recreation FY13

  Agency Self Review:

Met

Not Met

72  


5.3.2 Position Authorization Standard: There should be established procedures for maintaining control over approved positions in relation to budget authorizations.

  Commentary: The purpose of Budgetary Position Control policy (Board Policy-Section Number: 03.02.17) is to control expenditures on personnel through control of the number of positions each organization is authorized to fill. It is the policy of the Board of County Commissioners that the total number of permanent fulltime and part time positions approved in the adopted budget for each department, agency, or office funded by the BOCC may not be exceeded without prior approval of a change in the authorized staffing levels.

  Agency Evidence of Compliance:  Budgetary control – Board Policy – Section Number 03.02.02.17  Department Positions  Position Control Report

  Agency Self Review:

Met

Not Met

     

5.3.3 Fiscal Control and Monitoring Standard: There should be established procedures used for collecting, safeguarding, and disbursing funds.

  Commentary: Florida law designates the Clerk of the Circuit Court (Clerk) as Clerk and accountant of the Board of County Commissioners (BOCC) and custodian of all County funds. In this capacity, the Clerk is responsible for the collection and processing of all funds received on behalf of the County. The purpose of these Standards & Guidelines is to assist Hillsborough County Departments and agencies in establishing proper procedures and sufficient minimum internal control for the collecting and reporting of County funds. Agency Evidence of Compliance:

 

   

Collection of County Funds I-Expense Self Service Report REC2SIX Payment Collection Requisitions BOCC

  Agency Self Review:

Met

Not Met

 

 

73  


5.3.4 Independent Audit Standard: There shall be an independent audit of the agency's fiscal activities conducted annually.

  Commentary: Hillsborough County BOCC contracts with Cherry Bekaert LLP, an independent CPA and advisors firm, to conduct annual agency-wide financial audits, including PRC. In addition, routine audits are conducted to examine and evaluate the adequacy and effectiveness of the internal controls over the activities and programs provided by PRC. Internal audits are done periodically to assure that departments are conducting business in a proper manner. Audit responses are given by the Department Director and implemented by the staff. A follow up audit was conducted in December 2012. The Audit Response Recommendation is also included.

  Agency Evidence of Compliance:

 

   

Clerk of the Circuit Court County Audit – Report # 214 Clerk of the Circuit Court County Audit – Report # 241 Follow up report Report of Independent Auditors Response to Audit Recommendations

  Agency Self Review:

Met

Not Met

 

 

5.4 Annual Budget Standard: There shall be an annual operating and capital improvements budget(s), including both revenues and expenditures.

  Commentary: Beginning in March of each year, individual Departments, with the assistance of their Fiscal and Support Services analyst, prepare a budget recommendation to the County Administrator. The County Administrator presents this budget to the BOCC for review and approval in June. The BOCC then conducts a series of budget workshops, and takes the recommended operating and capital improvement budgets, accepts recommendations from staff and the public prior to formal approval. The county operates on a 2 year budget cycle with mid-cycle updates annually.

  Agency Evidence of Compliance:

 

 

PRC Operating Budget pages 288-289 BOCC Budget Approval 2014-2015

  Agency Self Review:

Met

Not Met

 

74  


5.4.1 Budget Development Participation Standard: The heads of major agency components within the agency should participate in the development of the agency's budget.

  Commentary: PRC Budget process and development is done in cooperation with Fiscal and Support Services (FSS). Each section within the department is required to submit information to FSS and justify expenditures and revenues. Each department receives the budget instructions from FSS. Capital Improvements are recommended every 2 years.

  Agency Evidence of Compliance:

 

      

Budget Meeting Process Capital Improvement Budget Budget Instructions- Final FY 12 FY 13 Budget Instructions FY13 Budget Process 2014 Strategic Business Plan 

  Agency Self Review:

Met

Not Met

 

 

5.4.2 Budget Recommendations Standard: Agency components should provide recommendations, based on operational and activity analysis, for use in the development of the agency's budget. Commentary: Proposed budget recommendations are based on information from the Department Strategic Plan, Budget Reports from current year and assistance from Fiscal and Support Services (FSS). Project guidance is given from our Regional Parks Focus Groups. The proposed budget determines employee position chart.

  Agency Evidence of Compliance:

 

   

Budget Instructions 2013 Budget Update FY 2013 Employee Position Chart 2014 PRC Strategic Plan 

  Agency Self Review:

Met

Not Met

 

 

75  


5.5 Budget Control Standard: There should be procedures for budget control within the agency, including an allotment system, accounting system, frequent reporting of revenues and expenditures, and continuous management review.

  Commentary: Pursuant to BOCC Board Policy-Section Number: 03.05.07.00 PRC is expected to follow all budgetary controls of the FSS under BOCC. The purpose of the policy is to establish a fiscal policy of the BOCC that will restrict future growth in the areas of the proposed annual Budget that are primarily funded with ad valorem taxes. Fiscal controls are set in place and audited periodically. An amendment of this policy can be found in Board Policy-Section Number: 03.02.02.27. Division Managers, as well as the Director are sent monthly revenue/expenditure updates to aid in fiscal control.

  Agency Evidence of Compliance:

 

  

Board Policy-Section Number: 03.05.07.00 Board Policy-Section Number: 03.02.02.27 Parks and Rec Nov 2013 Summary

  Agency Self Review:

Met

Not Met

 

 

5.5.1 Supplemental/Emergency Appropriations Standard: There should be established procedures for requesting supplemental or emergency appropriations and fund transfers.

  Commentary: Provisions are made with the Procurement Procedures for emergency appropriations and supplemental expenditures. An emergency is defined as an immediate need for commodities and services, the lack of which would cause a disruption of essential operations where the protection or preservation of public properties would not be possible through normal procurement procedures or where a threat to public health, welfare or safety. The Budgetary Reappropriation Board Policy – section #03.02.02.27 along with the agenda item workflow application are a part of the emergency procurement procedures.

  Agency Evidence of Compliance:  Budgetary Reappropriation Board Policy – Section # 03.02.02.27  2013 Emergency Preparation  Budget realignment for Parks Dec 18  Agenda Item Workflow Application  Budget Preparation  Procurement Procedures—Chapter 2

  Agency Self Review:

Met

NotMet

76  


5.5.2 Inventory and Fixed Assets Control Standard: There should be established procedures for inventory control of agency property, equipment, and other assets.

  Commentary: Administrative Directive #PI-01 dictates that a complete inventory of all county property must be completed annually. Departments conduct internal inspections, reporting discrepancies as appropriate. The purpose of the Property End User Handbook is to provide written instructions and specific form examples for maintaining inventory control in the Parks, Recreation, and Conservation Department. This handbook contains the necessary forms and instructions to enable assigned Property End User to perform their duties and responsibilities. Inventory controls are intended to prevent losses and unauthorized use, and to avoid both inventory excesses and shortages.  

     

Agency Evidence of Compliance:

 

  

Property End User Handbook Administrative Directive PI-01 Control of Property Inventory

  Agency Self Review:

Met

Not Met

   

77  


6.0 PROGRAMS AND SERVICES MANAGEMENT    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

6.1 Recreation Programming Plan Standard: The agency shall utilize a recreation programming plan that includes both a long-range plan covering 3-5 years or more that is periodically reviewed and a current-year implementation plan.

  Commentary: Parks Recreation and Conservation follows a defined procedure for planning, implementing, monitoring and evaluating programs offered. In general, the same plan is followed in all areas of program services; annual repetitive programs such as afterschool and summer camps, annual special events, one-time special events, and special interest classes. This procedure extends to partnership proposals for community center management and small one-time programs at staffed facilities. The overarching determinant for programs provided is captured in the PRC Mission Statement, and all program proposals begin with this as a guideline: The mission of the Hillsborough County Parks, Recreation and Conservation Department (PRC) is to seek to enrich our community by: providing superior recreational opportunities through places, programs and preservation of resources; increasing cultural awareness; promoting economic development; and offering active lifetime learning experiences. The Program Plan procedure is mirrored in various proposal documents provided as attachments to file 6.1. In general, all program proposals must include:     

Program Title Tie-in to agency mission Need for program Goals of program Providing/operating the program including: Venue Equipment/Supply Material needs Promotion and Publicity Plan Budget and Pricing Sponsorship Plan Registration Plan Staffing and Orientation Plan Cancellation Plan Set-up Risk Management Review and Approval Post Program Evaluation

78  


Program plans may be short proposals for one-time, in-house events, or detailed multi-page documents for programs such as Rec2Six and Summer Camp. Examples of both are provided in the supporting documentation. Additionally, the Department has a similar tool for outside agencies proposing event or partnership activities, the Special Event Application is provided for this purpose. The PRC Business Plan serves as the long-range planning instrument for the Recreation Services Program Plan. As part of the annual Business Plan update and Department Performance Measures, PRC conducts an ongoing assessment of programs, facilities and staff. The assessment uses participant input, including surveys, emails, and evaluations to assist management in assessing the success of a particular program.

  As an example of this process, the long-time after school program was revamped into a new program called Rec2Six in 2011. This program is provided for children ages 5 to 11 and is offered at 10 recreation sites from 2pm to 6pm and extended hours on non-school days. The program has several components – physical fitness, gardens, homework help, and cultural activities – all of which can be tracked throughout the year in weekly and monthly reports. Feedback is requested from participants quarterly and improvements are implemented as needed.

  In response to the updated County Strategic Plan, PRC made changes this past year to the summer camp program offering traditional and non-traditional activities which included offering fishing, canoe/kayak, and nature camps to take advantage of the county’s abundant natural resource parks.

  The annual review process of the Business Plan ties into the budget review and Performance Management system and ensures a living document that serves as a Program Plan for the Department, establishing short and long range goals for leisure needs of the citizens of Hillsborough County.  

   

Agency Evidence of Compliance: The following evidence can be found in the file 6.1:  PRC Strategic Plan 2011  2013 Business Plan  2014 Business Plan  Program Plan Procedure  Program Proposal  Special Event Proposal  Site-Specific Summer Camp Program Plan  Partnership Proposal request and response (Brandon Aquatics)  Rec2Six Program Plan  Weekly Report  Summer Camp Rack Brochure 2012 (promotion and publicity)

  Agency Self Review:

Met

Not Met

79  


6.1.1 Program and Service Determinants Standard: The programs and services provided by the agency shall be based on the conceptual foundations of play, recreation, and leisure; constituent interests and needs; community opportunities; agency philosophy and goals; and experiences desirable for clientele.

  Commentary: The following Program and Service Determinants are included in the Program Plan procedure as new programs are developed, implemented, and evaluated. By conducting and analyzing data from surveys, PRC provides recreation opportunities for youth, adults, and seniors in all areas of the county. Brochures, flyers, and news releases market programs, special events, and classes in the recreation centers, regional parks, conservation areas, and trails throughout the year. PRC sports and fitness programs meet the physical needs of the community. Our cultural programs, special events and activities throughout the community create a place for the community to come together. PRC parks and recreation centers are places where the community can come to play either as an individual or as a family providing opportunities for physical, social, and mental activities.

  The Conceptual Foundations of Play, Recreation and Leisure PRC is an essential component of Hillsborough County government. PRC’s core service is to provide the community with access to quality leisure services and facilities. Constituent Needs The needs of the community are reviewed through surveys conducted after various programming, at community meetings, during special events and on the web. These surveys are used to determine if: improvements are needed, programs are successful, and new programs are needed.

  Community Opportunities PRC plans various activities by working with other community agencies. Coordination of programs ensures that there is not duplication of services as well as having other agencies work together for the common good of the community.

  Agency Philosophy and Goal The mission of the Hillsborough County Parks, Recreation and Conservation Department (PRC) is to seek to enrich our community by: providing superior recreational opportunities through places, programs and preservation of resources; increasing cultural awareness; promoting economic development; and offering active lifetime learning experiences. PRC provides a myriad of services to citizens and visitors of Hillsborough County in a wide variety of activities. This is accomplished by sections that oversee recreation centers/playgrounds, athletics, resource management, regional parks, therapeutic recreation, design, construction, and maintenance.

80  


Experiences Desirable for Clientele PRC offers more than just recreation programs. Programming includes fitness activities, cultural events, sports, nature trails, and open space. Activities are directed by PRC staff, contracted staff or the customer (self-directed activities). Customers can find information about the various activities by visiting the department website or via new releases, flyers, brochures, and email. Agency Evidence of Compliance: The following evidence can be found in file 6.1.1:

 

     

Program Parks News Releases Emails Surveys Flyers and Brochures Rec2Six Program Plan

  Agency Self Review:

Met

Not Met

   

6.1.2 Participant Involvement Standard: The agency’s development of programs and services should involve participants.

  Commentary: PRC conducts surveys of its participants after each of its programs, events, and other activities. Participants may also send in comments, suggestions, and/or complaints via the Customer Request Management (CRM) email software. Staff reviews all of this feedback and provides a response when necessary. Parent roundtables meet at recreation centers quarterly to discuss issues concerning the recreation center and what programming they would like to see. PRC has a vast number of youth sport leagues within its recreation and athletic divisions. The various leagues hold meetings at least quarterly to discuss issues in each individual sport. A Parks Board, teen council, and athletic associations meet regularly to give input into future programming.

  Agency Evidence of Compliance: The following evidence can be found in the file 6.1.2:  Coaches and Managers Meeting Agenda  CRM Email  Leaguerette Meeting Minutes  Parks Board Bylaws and enabling legislation  Parks Board Minutes  Surveys  Teen Camp at Jackson Springs  TNC Youth Council Minutes  TNC Youth Council Bylaws

  Agency Self Review:

Met

Not Met

 

81  


6.1.3 Self-Directed Programs and Services Standard: The agency should offer self-directed recreation opportunities.

  Commentary: PRC offers a wide variety of activities and amenities for its participants to enjoy. They include, but are not limited to, walking and biking trails, camping, fishing, canoeing/kayaking, boat ramps, swimming and picnicking pavilions. PRC recently opened its third skate park in three years. Facilities already in existence include five dog parks and two BMX courses.

  The Environmental Lands Acquisition and Protection Program (ELAPP) has been in existence for 25 years and was approved directly by the voters of Hillsborough County. The conservation parks offer the community sites where they can just sit and relax or take a self-guided walking tour of the park. Each site has designated signs letting patrons know about plants and wildlife in the area.

  PRC website allows patrons to find these parks and amenities along with directions and a map. Other ways of getting information about self-directed programs include news releases, emails and brochures.

  Agency Evidence of Compliance: The following evidence can be found in the file 6.1.3

 

   

Flyers and brochures News releases and emails Skate and dog parks Self-directed activities

  Agency Self Review:

Met

Not Met

 

 

6.1.4 Leader-Directed Programs and Services Standard: The agency should offer leader-directed recreation opportunities.

  Commentary: PRC currently operates 10 staffed regional recreation centers and four staffed satellite recreation centers offering a variety of programming for participants of all ages. Rec2Six is the after-school program for youth ages 5-11 years of age. Staff in these programs offer sports, physical fitness, gardening, homework help, indoor and outdoor games, arts/crafts, and much more. Five regional recreation sites offer Tiny Tot Programs for kids ages 3 to 5. This social recreation program allows kids to learn how to color, sing, dance, and interact with each other. Staff at all sites offer teen programming for ages 12 to 17, and a new dedicated teen center was recently opened at Jackson Springs. Activities for teens include sport leagues, music, game room, field trips, computer and video games. Active Adult programming takes place at all of the regional recreation centers and offers activities such as physical fitness classes, pickleball leagues, crafts, line dancing, and travel clubs.

82  


Agency Evidence of Compliance: The following evidence can be found in the file 6.1.4:

 

     

News releases, emails, calendars, and leader-directed activities Flyers and brochures Leader-directed activities calendar Teen Camp at Jackson Springs brochure Rec2Six Program Objectives Active Adult flyer

Agency Self Review:

Met

Not Met

   

6.1.5 Facilitated Programs and Services Standard: The agency should offer facilitated recreation opportunities.

  Commentary: PRC has established partnerships with a number of outside agencies to run programs and activities in un-staffed recreation centers. Contracts with agencies and/or community groups allow them to conduct programs that meet the needs of the community. Such programs include partnerships with the Boys and Girls Club of Tampa Bay, University Area Community Development Corporation, Bealsville Inc., and Redlands Christian Migrant Association. Non-profit organizations also provide cultural arts programming at Carrollwood Cultural Center, Mann-Wagnon Park, and Ruskin Firehouse Cultural Center. Friends of the Old Lutz Schoolhouse operates a small historic museum in one of the outlying small communities. Typically, these agencies do not pay rent for the county-owned facilities they utilize, and in some cases operating costs are funded by the county. The agencies submit quarterly and annual reporting to the county so that services provided are documented.

  Agency Evidence of Compliance: The following evidence can be found in the file 6.1.5:        

RCMA Agreement at Bethune and Wimuama Friends of Carrollwood Cultural Center Agreement Carrollwood Cultural Center Annual Report and metrics University CDC Agreement University CDC Agreements for Mort University CDC monthly calendar for Mort Bealsville Park Agreement List of Agency Agreements

. Agency Self Review:

Met

Not Met

83  


6.1.6 Fee-Based Programs and Services Standard: The agency should offer programs and services for a fee.

  Commentary: PRC strives to offer a variety of programs and activities at minimal cost to its participants. The Board of County Commissioners has established a fee policy to determine the amount that can be charged for programs and amenities. PRC provides affordable summer camps and afterschool care, regional weight rooms, sports leagues, and senior trips and activities. Through the Special Interest Instructor program, PRC partners with private sources of talent to provide activities such as dance, cheer, karate, guitar, baton and dog obedience to regional and satellite recreation centers at an affordable cost.

  Agency Evidence of Compliance: The following evidence can be found in file 6.1.6:

 

    

Building Rental Charges Chart List of Fee-Based Classes PRC Fee-Based Programs and Amenities PRC Fee Policy Special Interest Instructor packet

  Agency Self Review:

Met

Not Met

   

6.1.7 Cooperative Programming Standard: There should be cooperative programming among the public, commercial, and nonprofit entities.

  Commentary: The number of special events at Hillsborough County parks continues to increase, and these events typically involve collaborations with other government entities, non-profit and business sponsors, and private vendors. As a result, PRC is able to offer additional programming and other attractions like food vendors to complete the park experience. These cooperative events increase attendance and promote the park’s mission. Several examples of cooperative events are attached as evidence, such as the Tampa Bay Senior Games, which serves more than 600 participants over a two week period in October each year. PRC also has a long-time umbrella agreement with the Hillsborough County School District to facilitate cooperative programming between both agencies. The agreement allows PRC use of school fields and gymnasiums as needed, and allows the school district to reserve space in community centers for continuing programs such as Alternative to Out of School Suspension (ATOSS), Adult Education programming such as GED, Citizenship and English as a Second Language classes.

84  


Agency Evidence of Compliance: The following evidence can be found in file 6.1.7:      

Special Event Example, Riverview Chamber of Commerce Senior Games registration link http://www.hillsboroughcounty.org/index.aspx?nid=2848 Special Events Calendar Hillsborough County School District Agreement Adult Education participation report Adult Ed Classes at Recreation Centers

  Agency Self Review:

Met

Not Met

 

   

6.2 Objectives Standard: There shall be specific objectives established for programs or services.

Commentary: PRC program objectives are identified in the strategic business plan. Activities and programs are developed around them in alignment with the vision of the County Administrator. Program proposals are utilized to ensure all programs meet our objectives and alignment. Objectives specifically identified in the 2013 Business Plan are:     

Measure health benefits of parks- Goal 15% of children in Rec2Six improve fitness scores Overall Customer Satisfaction- Goal 90% Cost Recovery- Goal 15% Increase Program hours through partnerships- Goal 50% Measure economic benefit of parks programs, tournaments and special events- set baseline

Program proposals must include goals that tie in to these objectives and are measurable. Data is collected throughout and following each program and is published on the County’s Dashboard for Success. A link is provided below. Examples of programming provided to meet established goals and objectives: The afterschool Rec2Six Program provides a safe environment for youth while offering a healthy mix of recreational and educational activities. The Rec2Fit element of the program developed in house by recreation staff emphasizes fitness while still having fun. The participants receive instruction on the activity that they will be assessed on along with a variety of drills that connect with the activity that will improve their performance in that activity. Each participant is given a pre and post assessment and they receive points for participation not just for improving. The objective is to provide fun activities that will keep the youth motivated and moving while promoting good health. The program is modeled after the Presidential Fitness Program.

85  


The implementation of a travel fishing and nature show has enthusiastically introduced Rec2Six participants to nature-based program opportunities. Sponsored by the Guy Harvey Foundation all children who take part in our travel fishing and nature program receive a personal fishing pole and tackle box at the end of the school year. Summer and Holiday Fishing and Nature Camps are offered at strategic locations and are gaining popularity for children of all ages. The Athletics section offers a variety of sports to youth and adults. These organized sports include, football and cheer, softball, baseball, soccer, cricket and lacrosse. In 2013 over 6,000 adults participate in cricket and softball while over 34,000 youth participate in football and cheer, baseball, softball, soccer and lacrosse. In addition to sports leagues for County residents, the Athletics section works closely with the Tampa Bay Sports Commission to bring major softball tournaments to our two tournament facilities. In 2013, the estimated economic benefit of these events was $6.5 million to the greater Tampa Bay economy. PRC hosts a variety of special events on a monthly basis. To help improve the efficiency and effectiveness of delivery to customers and partner groups we utilize a Special Events Application and Customer Surveys. The Great American Campout is a special event program that provides families the opportunity to camp with little to no experience while exposing them to nature and the great outdoors. This event provides a special event while providing access to nature based programming which are both objectives identified in our strategic business plan.

  Agency Evidence of Compliance: The following evidence can be found in the file 6.2:

 

            Agency Self Review:

Rec2Six overview. Rec2Six program plan Guy Harvey Nature Camp listing Athletic Statistics Special Event Application Needs Assessment survey Great American Campout 2013 PRC Strategic Business Plan 2014 PRC Business Plan Program Proposal Policy Program Proposal Sheet Link to Dashboard Met

Not Met

   

6.3 Program Evaluation Standard:

Programs shall be evaluated regularly and systematically based on stated program objectives.

 

86  


Commentary: PRC uses both participant and staff surveys as well specific measures whenever possible. The 2012 – 2013 Rec2six program focused on youth fitness and obesity issues using the Presidential Challenge as a measurement tool. Participants were evaluated at the beginning of the Presidential Challenge, every three months, and again at the end of the school year. So far, more than 85% of students in the program have shown improvements in fitness. This program as well as several others also incorporated surveys for evaluation. After completion and review, survey results are evaluated and discussed at the monthly Expanded Staff meeting. Agency Evidence of Compliance:

  The following evidence can be found in the following file 6.3

 

      

After Action Report 2012 Tampa Bay Senior Games Survey Department Surveys Parent and kid surveys Student-Instructor Evaluation Presidential Challenge Presidential Challenge data tables

  Agency Self Review:

Met

Not Met

 

   

6.4 Outreach to Underserved Populations Standard: The agency shall proactively extend programs and services to residents who may be underserved in the community. Commentary: Traditionally, PRC has been oriented towards serving the elementary-aged child. Active Adults, Teens and special needs customers were the underserved population for many program efforts. After documenting the need and identifying the underserved populations, PRC implemented a plan to serve all areas of our diverse community. Active Adult programs expanded to all ten regional sites and extended opportunities throughout the summer months at several locations. This program, which is geared towards adults over 50, our fastest growing population, includes Pickleball, Line Dancing, Stretch and Tone, Cards, Socials, Field Trips and monthly luncheons. Three years ago, we converted an underutilized center into a teen only center. Jackson Springs is now dedicated year around to teens with amenities including a teen lounge, music studio, game room, weight room, basketball gymnasium and a brand new skate park. In 2013 a partnership was initiated with Children Services that gave 75 foster teens the opportunity to attend a summer teen camp of their choice. We expanded our offerings to teens countywide by establishing four additional teen only summer camps throughout the county that focus on keeping teens active and engaged all summer long. This year we are introducing our Future Leaders program which will give teens the opportunity to volunteer at our traditional camps as well. Future Leaders participants will receive volunteer hours and a certificate for completing the program. 87

 


PRC has long offered a nationally recognized Therapeutic Recreation Programs for the physically and mentally challenged through our Paralympic Sport Tampa Bay, Strong Dogs team, and Horses for the Handicapped programs. All People’s Life Center which is dedicated for therapeutic activities for both youth and adults, is home to a year round “Camp Sparks” program for mentally challenged youth, as well as a Paralymic sports program that boasts several Olympic medal winners. The County has an equestrian center accredited by the Professional Association of Therapeutic Horsemanship with certified instructors providing therapy to over 300 participants per week. PRC also hosts a number of para sports tournaments, including national wheelchair basketball and an international wheelchair rugby championship each year. All regional parks and recreation centers are ADA accessible. PRC also offers reduced rates for all after-school and summer camps based on income qualifications. Friends of the County Parks has long offered several camperships at each site for low income, deserving campers. This summer PRC is partnering with Social Services and offering eligible, low income families with children age 5 – 16 free summer camp. Families must meet Community Service Block Grant requirements of household income below 125 percent of the Federal Poverty Level. Agency Evidence of Compliance:

  The following evidence can be found in the file 6.4

 

               

Senior Summer Camp Listing Weekly Active Adult Recreation Program Future Leaders Outline Future Leaders Application Therapeutic Program offerings Adopt A Camper application Rec2Six Application CSBG Application  CSBG Referral Process and Checklist PRC Ethnicity Report PRC Fee Policy PRC Outreach Teen camp at Jackson Springs PRC International Wheelchair Rugby Tournament PRC Bakas Equestrian Center PRC Staff at Bakas Equestrian Center

  Agency Self Review:

Met

Not Met

 

 

88  


6.5 Scope of Program Opportunities Standard: The agency's programs shall provide opportunities in all program fields for various proficiency levels, ability, socio-economic levels, racial and ethnic backgrounds, ages, and gender in accordance with the agency's statement of mission.

  Commentary: The mission of the Hillsborough County Parks, Recreation and Conservation Department (PRC) is to seek to enrich our community by: providing superior recreational opportunities through places, programs and preservation of resources; increasing cultural awareness; promoting economic development; and offering active lifetime learning experiences. In support of the agency mission, PRC offers individual and team sports opportunities year round. We work with a number of partners that assist with providing sports opportunities for all. Partners are a vital part of the success in being able to offer a variety of sporting activities to all throughout the county. Athletics offers a variety of sports to youth and adults. These organized sports include, football and cheer, softball, baseball, soccer, cricket and lacrosse. Over 6,000 adults participate in cricket and softball annually while over 34,000 youth participate in football and cheer, baseball, softball, soccer and lacrosse. The recreation staff is Child Care Licensed. We offer a licensed Rec2Six program at 10 centers. The Rec2Six program provides a fitness assessment element, gardening, 4H classes, fishing/outdoors classes, homework help, Arts & Crafts, and individual and team sport opportunities. Therapeutic recreation staff offers “Camp Sparks” afterschool and summer programming to children and adults with disabilities at one main location and five satellite locations. We have one inclusion program for high functioning disabled children that we offer at Northdale Park. PRC playgrounds and recreation centers provide various programs beyond Rec2Six. Tiny Tots is a free program for ages 3 – 5 that is offered at four locations. Active Adult programming (50 and up) is being offered at all ten regional sites and averaging over 6,000 visits per month. Homeschool attendance at two locations averages 400 per month. Through the PRC Special Interest Program, Cheerleading, self-defense, fencing, Zumba, Jazzercise and Yoga are also popular programs being offered at various locations through contracted instructors. All PRC leader-directed programs are offered free or on a sliding scale fee. Special Interest classes are offered at a minimum fee with no contract required. To encourage introduction to cultural and fine arts, PRC partners with the Carrollwood Cultural Center (CCC), the Ruskin Firehouse Cultural Center, Community Stepping Stones Arts Program and the Lutz Old Schoolhouse to provide residents with affordable and varied arts opportunities.

89  


Nature program opportunities are also offered. PRC offers three resource-based summer camps, a traveling “fishing camp” that provides an in-house field trip to all Rec2Six sites quarterly, and regular weekly programming with the PRC naturalist on Saturdays at Lettuce Lake Park. Nature programs are not only educational, but designed to give families a comfort level in resourced based activities. A popular event is the twice annual “Great American Campout” which teaches families how to camp safely together.

   

 

Agency Evidence of Compliance: The following evidence can be found in the file 6.5           

Summer camp brochure Leaguerettes Softball – No Experience Necessary Great American Campout Flyer Toddler Programs PRC Classes Camp Sparks Paralympic Sport Club Senior games CCC Class Guide List  Senior Summer Camp 2014 Summer Camp 2014

  Agency Self Review:

Met

Not Met

 

90  


6.6 Selection of Program Content Standard: The selection of program content, specific activities and opportunities shall be based upon an understanding of individual differences and the culture of the community.

  Commentary: Based on the community needs assessment, customer feedback through surveys, historical data and an understanding of the community and its resources, PRC selects program content and develops individual program plans with the needs of the customer as a priority. For example, Florida is well known for its large retirement communities, and seniors are well represented in the PRC class schedule. Skateboarding is very popular in this community as Tampa hosts the largest amateur skate competition in the United States, and the building of three skate parks in as many years reflects this importance. The significantly increasing number of companion animal owners nationally are well served on a local level by five dog parks in the county. During the summer months PRC offers number of specialty programs. These camps are located at facilities that lend themselves to the special interest identified and staffed with qualified specialists. Guy Harvey Saltwater Fishing Camp, located at E.G. Simmons Park offers the opportunity to learn saltwater fishing and safety. The Guy Harvey Fishing and Outdoors Camp, located at Upper Tampa Bay Park offers fishing and outdoor skills including camping, orienteering, cooking and wilderness first aid. The Canoe and Kayak Camp at Lettuce Lake Park offers canoe and kayak instruction as well as camping and outdoor adventures. Performing Arts Camp at Roy Haynes experiments with drama, music and fashion. Our traditional sports and fitness camps offer a mix of learning various sports and staying fit. Senior Summer Camp is offered to seniors countywide and includes trips to several of our beautiful regional parks with wooded trails and lakes as well as tours in some of our historical districts around town. Campers have the opportunity to attend a camp of their interest for the full summer or they may choose to attend a mix of camps by choosing a different location each session. The determination of the programs are based on the accommodations of the site, the interest of the customers, the staff’s strength, the availability of the supplies needed and the cost to operate the program. Agency Evidence of Compliance:

  The following evidence can be found in the file 6.6

 

    

Summer Camp Brochure PRC Classes Skate Parks Summer Camp listing Senior Summer Camp

  Agency Self Review:

Met

Not Met

 

91  


6.7 Community Education for Leisure Standard: The agency should have a function to educate the community on the benefits, values, and impacts of leisure services. Commentary: Hillsborough County has numerous outlets to promote its parks and programs as well as the benefits provided by them. The County has Communications and Marketing Department with its own TV production studios. On social media, Hillsborough County has almost 2,000 people following its Facebook page and 4,000 people following Twitter. The Communications team sends out press releases for all PRC events and produce videos as needed. To raise awareness of conservation lands, the Department holds an annual photo contest where citizens take pictures of conservation areas. The public votes on the pictures using Facebook, and the top twelve pictures become part of a yearly calendar that is distributed for free with the help of sponsors. PRC staff also play an active role by attending the Great American Teach-in as well as back-to-school, health, and cultural fairs. Lastly, the events themselves serve to educate the public about the value of park activities like nature tours with park rangers or introductory activities like the Great American Campout.

  Agency Evidence of Compliance:

  The following can be found in the file 6.7:

 

   

Summer Camp Music Video Great American Camp Out Flyer Press Release Calendar Contest

  Agency Self Review:

Met

Not Met

 

   

6.8 Program and Service Statistics Standard: The agency should collect statistics on its programs and services for evaluation and future program and service development.

  Commentary: Recreation Staff track attendance of the Rec2Six program, special interest classes, outside activities, community meetings, and special events. Also covered in these reports are weekly highlights, activities or projects completed, program proposals, upcoming events and maintenance requests/general concerns. The transition to RecTrac software has made this reporting more efficient and robust. This information is compiled into a report for the Deputy County Administrator. Reports are also presented to the senior staff at biweekly meetings for input and suggestions. Information gathered is used to plan program and activities recreation centers and regional parks for the community, as well as provide data for the County’s Performance Measurement Dashboard.

92  


Agency Evidence of Compliance:

  The following can be found in the file 6.8:

 

      

Recreation Services Weekly Report Rec2Fit Program Spreadsheet Program Tracker Program Overview FY13 Accomplishments Fall Program Comparisons Link to Performance Measurement Dashboard:

http://sqlrptext.hillsboroughcounty.org/ReportServer/Pages/ReportViewer.aspx? %2fexecutive+reports%2fexecutivereport&rs%3aFomat=%5bHTML%5d   Agency Self Review:

Met

Not Met

93  


7.0 FACILITY AND LAND USE MANAGEMENT  

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

  7.1 Acquisition of Park and Recreation Lands Standard: The agency should have established policies and procedures for the acquisition of lands for park, recreation, conservation, and historical-cultural purposes.

  Commentary: Park lands are acquired through the County’s Real Estate Department for Park, Recreation and Conservation (PRC) purposes. The utilization of lands often includes joint use and cooperative agreements and lease agreements with other entities, such as the Southwest Florida Water Management District and Florida Department of Environmental Protection. Acquisition of parks and environmental lands is planned through County Parks and Real Estate staff as well as citizen groups and committees. County policies exist for the acquisition of lands through its Environmental Lands Acquisition and Protection Program (ELAPP). Since 1987, the County has acquired 61,064 acres of environmentally sensitive lands that are managed through the PRC Department’s Conservation Services Division. An additional 16,500 acres are owned and/or managed as large, resource-based Regional Parks, while approximately 3,000 acres are managed as local parks, recreation centers, and athletic facilities.

  Agency Evidence of Compliance: Please see the following in file 7.1

 

      

2012 Florida Statutes – Chapter 259.032 2012 Florida Statutes – Chapter 259.041 2012 Florida Statutes – Chapter 259.105 2012 Florida Statutes – Chapter 259.1051 2008 ELAPP Ordinance 2008 ELAPP Administrative Procedures 2009 ELAPP Master Bond Resolution

  Agency Self Review:

Met

Not Met

 

 

7.2 Development of Areas and Facilities Standard: The agency should have established policies and procedures for the development of park and recreation land and facilities.

  Commentary: The need and use of land and facilities in relation to the current program goals of the agency is reviewed annually within the Department and formally updated every five years through the Recreation and Open Space Element (ROSE) of Hillsborough County’s Comprehensive Plan. Guidance for open space and design standards are also provided through the Department’s Master Plan.

94  


Agency Evidence of Compliance: Please see the following in file 7.2  2008 Comprehensive Plan for Unincorporated Hillsborough County (ROSE)  2020 PRC Master Plan

  Agency Self Review:

Met

Not Met

 

 

7.3 Defense Against Encroachment Standard: The agency should have procedures for protecting park and recreation lands and facilities from encroachment.

  Commentary: The Hillsborough County Land Development Code requires that a developer submit a compatibility plan for review and approval by the PRC Department prior to that developer initiating construction activities on land adjacent to County parks/preserves. This compatibility plan, which outlines allowable and prohibited uses with the adjacent park/preserve, is then permanently attached to the deed(s) of each individual home, commercial building, etc. The department also provides appropriate fencing and signage to deter inappropriate/illegal use of park areas. Enforcement is provided by park staff in concert with the Hillsborough County Sheriff’s office and park deputies.

  Agency Evidence of Compliance: Please see the following in file 7.3

 

  

Hillsborough County LDC - Protection from Encroachment Compatibility Plan Template Example of preserve/park boundary signage

  Agency Self Review:

Met

Not Met

 

 

7.4 Disposal of Lands Standard: The agency should have established procedures regarding the disposal of park and recreation lands.

  Commentary: County-owned surplus properties, which may include lands managed by the PRC Department, can be sold in accordance with Florida Statutes, Chapter 125.35 and County BOCC policy 08.01.01.00. The process involves formal bid proposals, signed contract for purchase and sale, and waiver and release of claims and damages.

  Agency Evidence of Compliance: Please see the following in file 7.4

 

     

2011 Florida Statutes – Chapter 125.35 BOCC Policy - Sale of County-Owned Surplus Real Property Instructions for Submitting a Bid for Surplus Property Disposal of Surplus Property - FAQs County Contract Template for Purchase and Sale of Surplus Property Waiver and Release of Claims and Damages

  Agency Self Review:

Met

Not Met 95

 


7.5 Maintenance and Operations Management Plan Standard: There shall be an established maintenance and operations plan for management of the agency's park and recreation areas, facilities, and equipment.

  Commentary: Maintenance standards are in place for lands and facilities managed by the PRC Department, including resource-based regional parks, nature preserves, neighborhood parks, recreation centers, and athletic complexes. Standards vary for each area based on a variety of factors such as park/preserve land management needs, grounds and facilities maintenance, inspection and maintenance of playground/athletic equipment, etc. Park Maintenance Staff is responsible for implementing safety checks at all PRC facilities, based on the frequency outlined in the plan. Park playgrounds are listed also on a separate replacement schedule, based on the age of the equipment. Based on the date of installation, and if the equipment has not been replaced due to excessive wear or vandalism as notice in the Maintenance Plan above, all playground equipment is routinely replaced every 15 years per the attached schedule. All park maintenance equipment falls under the purview of Fleet Management. Attached is the Administrative Directive for replacement of all vehicles and equipment. In 2011, the County contracted out all mowing of neighborhood parks and recreation/athletic areas in order to reduce the PRC Department’s operating budget.

  Agency Evidence of Compliance: Please see the following in file 7.5

 

   

 

Approved PRC Maintenance Plan Recently Completed Inspection and Safety Checklists 2011 PRC Mowing Services - Bid Package and Specs 2011 PRC Mowing Services – Recommendation for Award Fleet Administrative Directive FY14 R3M List of Projects 

  Agency Self Review:

Met

Not Met

 

 

7.5.1 Facility Legal Requirements Standard: There should be a regular review of legal requirements related to facilities, such as licenses, sanitary regulations, fire laws, and safety measures, and inspections of adherence thereto.

  Commentary: Facilities inspections are provided through the County’s Facilities Division within the Real Estate Department. Inspection information is entered using IPads and goes directly into a software program where the information is stored electronically. Other safety measures include annual inspections of Automatic External Defibrilators (AEDs) within the PRC Department. 96  


All PRC Regional Community Centers are child-care licensed, and as such, complete a rigorous inspection process annually. A copy of a representative report is attached. All County facilities comply with annual fire safety inspections and fire extinguisher maintenance. Invoices for annual inspections are attached as evidence.

  Agency Evidence of Compliance: Please see the following in file 7.5

 

    

2012 PRC Facility Inspection Spreadsheet Template Child Care Licensing inspection report Fire extinguisher inspection and certification Regional Parks List of AEDs Fire Inspections

  Agency Self Review:

Met

Not Met

 

 

7.5.2 Preventive Maintenance Plan Standard: There should be a comprehensive preventive maintenance plan, which incorporates a preventative program for each facility that includes regularly scheduled systematic inspections and detailed safety checks. Commentary: Protocol for preventative maintenance of park facilities, grounds, equipment and buildings are provided in the PRC Maintenance Plan. The Plan outlines the frequency of required preventive maintenance inspections, the process and forms for reporting found issues. Annual funding for preventative maintenance is allocated to the R3M (Repair, Renovation and Replace Maintenance) section budget. R3M prepares a list of projects based on information gathered from the Maintenance Plan inspections, age of facilities, and customer feedback. The list is re-ranked in priority order annually, and Repair, Renovation and Replacement occurs as preventative maintenance, before there is an issue.

  Agency Evidence of Compliance: Please see the following in file 7.5

 

  

Approved PRC Maintenance Plan Recently Completed Inspection and Safety Checklists Upper Tampa Bay Trail Inspection Form FY14 R3M List of Projects 

Agency Self Review:

Met

Not Met

 

 

7.5.3 Recycling Standard: There should be a recycling program for park and recreation facilities as well as the agency’s administrative offices.

  Commentary: Hillsborough County has an in-house recycling program that, between 1994 and 2010, diverted nearly 8 million pounds of recyclable materials from local landfills. Materials include paper, plastic bottles, and aluminum cans. 97  


In all user agreement SOP’s for Athletic Associations and program partners Hillsborough County PRC includes a stipulation to participate in recycling programs. This is identified on page 8 of the Youth Athletic Association Standard Operating Procedures, approved by the BOCC in April 2013. In April 2014, PRC and Solid Waste met with the county’s solid waste contractor, Republic Services, to determine the feasibility of a recycling program at all major county parks and recreation facilities. As a result, a program is in place to add recycled dumpsters to all current dumpster locations, and co-locate recycle material trash cans adjacent to park and community center waste receptacles. The “Think Before You Throw” initiative has been very well received by the public, and did not add appreciably to the cost for service. The program generates the same amount of trash, it is just diverted to the appropriate container.

  Agency Evidence of Compliance: Please see the following in file 7.5

 

     

County In-House Recycling Program Green Theme Flyer County Recycling Term Contracts Office recyclables list Youth Athletics SOP “Think Before You Throw” memo

  Agency Self Review:

Met

Not Met

 

 

7.6 Fleet Management Plan Standard: The agency should have an established fleet management plan comprised of an inventory and maintenance schedule of all vehicles and other major equipment, annual inspections, and a replacement schedule.

  Commentary: Hillsborough County has its own Fleet Department that is responsible for all vehicle issues including: a current inventory of vehicles and other major equipment, regularly scheduled preventative maintenance, documented safety inspections of equipment, records of repair and maintenance of vehicles and equipment, and a replacement schedule of vehicles and other major equipment for the agency.  

Agency Evidence of Compliance: Please see the following in file 7.6

 

       

2009 Department of Fleet Mgmt. Policy – Preventative Maintenance Program 2008 BOCC Policy – Disposal of Surplus Fleet Vehicles and Related Equipment 1998 BOCC Policy – Fleet Maintenance 2009 Department of Fleet Mgmt. Policy-Flagged Vehicle/Equipment and Repair/Replacement Policy 2012 Department of Fleet Mgmt. Policy – Disposition of Downsized Equipment 2012 Department of Fleet Mgmt. Policy – Disposal of Surplus Equipment FY2012 Fleet Vehicle Utilization List FY2013 Parks Vehicle Replacement List

  Agency Self Review:  

 

 

Met

Not Met 98


7.7 Agency-Owned Equipment and Property Standard: There should be policies and procedures for the management of and accountability for agency-owned equipment and property.

  Commentary: The Department maintains a list of all property with a unit cost of $200 to $1,000, any high-theft items under $200, and any equipment with a unit cost in excess of $1,000 and a useful life of at least a year. The Department designates end users, often by location, to be custodian of the property. The end users are responsible for: assuring the economical and safe use, proper care, and safekeeping of property; conducting a thorough search for missing property; transferring discarded items to surplus inventory and maintaining associated records; recording temporary assignments of equipment; keeping the items properly tagged; recording the acquisition of new property; and reporting theft of equipment and property. These records are audited each year by the Hillsborough County Clerk of the Court.

  Agency Evidence of Compliance: Please see the following in file 7.7

 

    

2008 BOCC Policy – Control of Tangible Personal and Sensitive Property 2008 BOCC Policy – Recording of Infrastructure Assets PRC Department Property End User Handbook 2012 PRC Department Annual Capital Asset Inventory List Reminder email to begin inventory process

  Agency Self Review:

Met

Not Met

 

 

7.8 Natural Resource Management and Environmental Stewardship Standard: There shall be environmentally sound policies and procedures that are integral to all operations.

  Commentary: Since 1987, Hillsborough County has acquired 61,064 acres of environmentally sensitive lands through its Environmental Lands Acquisition and Protection Program (ELAPP). These lands are managed through the PRC Department. ELAPP Administrative Policies and Procedures are provided that address the site nomination/ranking process along with citizen committee oversight of both the land acquisition process and management plan development for County-owned preserves. These lands provide critical wildlife habitat and water quality/quantity benefits. Land management plans are provided for each ELAPP preserve. These plans document the preserve’s natural resources (flora and fauna); identify the presence/absence of exotic species; provide recommendations for habitat restoration and prescribed burning, where applicable; and identify existing and potential resourcebased recreational opportunities. Many preserves are managed in concert with partner agencies (local, regional and state) through cooperative agreements. This is also true for the County’s 16,000-acre Regional Park system, where each park is governed by its own set of resource-management plans and, in many cases, cooperative agreements.

 

99  


Agency Evidence of Compliance: Please see the following in file 7.8

 

      

2008 ELAPP Administrative Policies and Procedures 2010 CARL-ELAPP Balm-Boyette Scrub Management Plan 2009 SWFWMD-ELAPP Little Manatee River Preserve Management Plan 2009 FCT-ELAPP Blackwater Creek Management Plan 2008 Alderman's Ford Regional Park Management Plan 2012 ELAPP-Regional Park Management Plan List 2004 SWFWMD Cooperative Agreement - Edward Medard Regional Park

  Agency Self Review:

Met

Not Met

     

7.9 Environmental Sustainability Standard: The agency should have an established environmental sustainability policy that addresses energy conservation, environmentally preferable purchasing, water conservation/quality protection and sustainable design/construction of buildings and facilities.

  Commentary: Hillsborough County government has been making strides to reduce its energy needs, resulting in costs savings and protection of the local environment. To date, the County has implemented over 120 initiatives related to energy and sustainability issues. These include curbside recycling for nearly all residents, sending 95% of all household garbage to the Resource Recovery Facility to generate electricity, and installation of the largest urban solar array on the Old County Courthouse. The County has been described as a “Local Leader in Sustainability” and a “Green County” by the American Institute of Architects. In 2011, Hillsborough County initiated the development of a comprehensive plan – the Energy and Sustainability Plan (ESP).

  Agency Evidence of Compliance: Please see the following in file 7.9  Quick Facts on Green Hillsborough  2011 Hillsborough County Energy and Sustainability Plan

  Agency Self Review:

Met

NotMet

7.10 Maintenance Personnel Assignment Standard: The agency should have procedures for the assignment of competent personnel with clearly defined duties for routine maintenance, repairs and minor improvements, general cleanliness and overall attractiveness of areas, facilities, and equipment.

  Commentary: The maintenance unit of PRC has a three-week rotation through all active use areas to provide routine inspection and maintenance of equipment and buildings. The unit also responds daily to reports from the public about concerns and needed repairs. Personnel assignments for all PRC staff are also provided on a department-wide basis through the department’s business continuity plan.

100  


Each PRC Recreation Services Cluster is assigned two to three full time custodians who perform routine daily and weekly cleaning. The custodians are supervised through the County’s Facilities Division, who coordinate with Regional Cluster Supervisors on duties and scheduling.

  Agency Evidence of Compliance: Please see the following in file 7.10

 

  

PRC Maintenance Assignments 2012 PRC Business Continuity Plan Custodian assignments

  Agency Self Review:

Met

Not Met

 

 

7.11 Capital Asset Depreciation and Replacement Standard: The agency should have an established depreciation and replacement schedule for all park and recreation capital assets.

  Commentary: Hillsborough County has a centralized Repair, Replacement, Restoration, and Maintenance (R3M) Program in its Real Estate and Facilities Department to support PRC. R3M performs building inventory and assessment inspections on five million square feet of County owned buildings, facilities and parks to ensure that County assets are safe, efficient and functional. Inventories are performed to accurately catalog the various systems that make up each asset and to provide an assessment of their conditions. Inventory and assessment information is then entered into a capital planning database to: determine short term deficiencies and to capture the most critical operating safety and efficiency information; determine long term needs to proactively manage system renewals 5 to 10 years into the future; develop a list of deferred maintenance requirements; and develop scope of work for construction projects and generate cost estimates

  Agency Evidence of Compliance: Please see the following in file 7.10

 

FY14 R3M List of Projects 

  Agency Self Review:

Met

Not Met

 

101  


8.0 PUBLIC SAFETY, LAW ENFORCEMENT AND SECURITY    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

8.1 Laws and Ordinances Standard: Public safety and law enforcement within parks and recreation areas and facilities shall be governed by laws and ordinances, some of which may be enacted specifically for the control and management of parks and recreation areas and facilities.

  Commentary: Hillsborough County Ordinance 8.17 and 10.18 providing for regulation of parks, park property usage and permits; providing for protection and preservation of plants; wildlife and bodies of water; providing for prohibition of certain activities; providing for recreational activities and facilities in park areas; providing for regulation of domestic animals; providing for regulation of exotic animals; providing for regulation of gambling and raffles in parks; providing for regulation of public demonstrations and gatherings; performances in parks; providing for regulation of alcoholic beverages in parks; providing for regulation of fires and camp fires in parks; providing for regulation of refuse and trash; providing for regulation of merchandising, vending and peddling in parks; providing for regulation of advertising, publicity and signage in parks; hours of operation; permits for special events, large groups and rallies; facility/area rental policy; regulation of vehicles and traffic; disturbance of park patrons; no smoking; rough/forceful games; using park property for financial gain; noise; loitering; vandalism; gang related activities; threatening and offensive language; disorderly conduct; offensive music; no littering or illegal dumping; athletic fields, playgrounds and recreational facilities/complexes; bicycles and other self propelled vehicles; motorized vehicles; remote controlled vehicles/vessels; mutli- used paths/trails; boating; fishing; water skiing; swimming and bathing; picnic areas and cooking; camping; kitchen use; golfing; horses and horseback riding; hunting and firearms; fire works and explosives; aircraft paintball; treasure hunting; concealed weapons; permit procedure for allowing alcohol on park property; park fees; boat ramp fees; and helmets for ages 15 years and younger for riding horses.

  Agency Evidence of Compliance:

 

 

County Ordinance 8-17 County Ordinance 10-18

  Agency Self Review:

 

Met

Not Met

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Authority to Enforce Laws by Law Enforcement Officers

8.2

Standard: The authority of Law Enforcement Officers to enforce laws and ordinances pertaining specifically to activity within parks and recreation areas and facilities shall be clearly established to ensure that enforcement actions are upheld.  

Commentary: The Hillsborough County Sheriff’s Office is the agency generally responsible for law enforcement within Hillsborough County. They enforce County Ordinance 8.17 and amendment 10.18.

  Agency Evidence of Compliance:  County Ordinance 8-17 – Section 19 (a) & (b) page 27  County Ordinance 10-18 amendments

  Agency Self Review:

Met

Not Met

 

   

8.3 Law Enforcement Officer Training Standard: Law enforcement officers with the authority to enforce laws within areas and facilities under the jurisdiction of the agency must have proper training in order to carry out their roles and responsibilities.

  Commentary: Florida Department of Law Enforcement, Criminal Justice Standards and Training Commissions (CJSTC) is the governing body responsible for setting mandatory training standards. Per the CJSTC, Florida officers must complete 40 hours of training every four years to maintain certification. As provided in the curriculum, training topics include human diversity, interpersonal skills, officer use of force, dart- firing stun gun, firearms qualification, domestic violence, juvenile sexual offender investigations, discriminatory profiling and professional traffic stops, elder abuse investigations and weapons of mass destruction/ incident command systems. An officer is not statutorily authorized to perform the duties of a sworn officer until the officer has satisfied the mandatory re-training requirement.  

   

Agency Evidence of Compliance:  Criminal Justice Standards and Training Commissions Matrix and Florida Officer Re- training Requirements

  Agency Self Review:

Met

Not Met

 

   

 

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8.4 Public Safety and Law Enforcement Role of Agency Staff Standard: Agency staff has a role in educating and informing patrons of laws, ordinances, rules and regulations that apply to parks and recreation areas and facilities. This role and level of authority shall be established through policy directive.

  Commentary: Hillsborough County Parks, Recreation and Conservation Department has a written procedure regarding the role of agency staff.

  Agency Evidence of Compliance:  Memo on public safety and role of agency staff  Example of information signs, rules and regulations- golf  Example of information signs, rules and regulations- tennis  County Ordinance 8.17 – Section 19 page 27

  Agency Self Review:

Met

Not Met

 

   

8.4.1 Staff Liaison to Law Enforcement Officers Standard: There should be formalized liaison assignments for agency staff to the official law enforcement officers providing public safety and law enforcement service to the agency.

  Commentary: Hillsborough County Parks, Recreation and Conservation Department has an inter-local agreement with the Hillsborough County Sheriff’s Office to provide two sheriffs deputies to the department. Section 163.01 Florida Statutes. The Administrative Senior Program Coordinator acts as the liaison between PRC and the HCSO. The officer’s salaries are paid out of the Hillsborough County Parks, Recreation and Conservation budget.

  Agency Evidence of Compliance:

 

Interlocal agreement between the Hillsborough County Sheriff’s Office and the Hillsborough County Parks, Recreation and Conservation

  Agency Self Review:

Met

Not Met

 

   

8.4.2 Public Safety and Law Enforcement In-Service Training for Staff Standard: Agency staff should understand their role in public safety and law enforcement and relationships with law enforcement officers having jurisdiction within parks and recreation areas and facilities.

  Commentary: During trainings and workshops throughout the year the staff receives training in a variety of safety and law enforcement topics such as personal safety; defusing conflict in the work place; violence in the work place; they make us crazy dealing with difficult people; gang awareness; gang/safety; gun safety; risk management; operation safe place; CPR, First Aid/AED and blood bourne pathogens.

 

 

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Agency Evidence of Compliance:

 

Memo for public safety and law enforcement role of agency staff, Examples of training sessions and workshops including topics and sign in sheets.

  Agency Self Review:

Met

Not Met

 

8.4.3 Handling of Disruptive Behavior Standard: There should be established procedures prescribed for agency staff for response to disruptive behavior at agency areas and facilities. Commentary: The Hillsborough County Parks, Recreation and Conservation Department has a written procedure in place informing staff regarding handling of disruptive behavior.

  Agency Evidence of Compliance:

 

Information sheet on how to handle disruptive behavior.

  Agency Self Review:

Met

Not Met

   

 

8.4.4 Traffic Control, Parking Plans, and Crowd Control Standard: Large-scale events hosted or facilitated by the agency require planning and coordination of traffic, parking and crowd control should be coordinated with the official law enforcement agency having jurisdiction over the affected areas.

  Commentary: Hillsborough County Ordinance 8-17, Section 3 Park, Park Property Usage and permits. The director has the authority to establish guidelines and procedures for the permitting of demonstrations, gatherings, performances, other mass assemblies at County parks and special events such as All People’s life Center, Northdale Family Fun Festival, E.L. Bing Run, Tree Lighting Festival and Lutz Arts-n-Crafts Festival in accordance with this ordinance. The purpose of the permit system is to coordinate multiple uses that are dangerous or unlawful or inconsistent with the department’s rules and regulations, to ensure maintenance and proper security, and to ensure proper financial accountability for damages caused by an event. Public meetings, assemblies, music festivals, rallies and political events involving an anticipated attendance of more than fifty people are prohibited within the limits of any park unless the organizers of such events or activities obtain a written permit from the department prior to the event of activity. Prior to issuance of a permit the applicant must disclose (AA), the anticipated number expected to attend (BB), arrangement of sanitation disposal, (CC) crowd control information, whether and electrical amplified sound system will be used. Hillsborough County Sheriff’s Office: and Parks, Recreation and Conservation Department. The permit also requires detailed information about road closures, traffic plans, and parking plans. Hillsborough County has developed a permit procedure to allow alcohol on park property for special events under certain terms and conditions, proof of insurance in an amount reasonably acceptable to the county covering any potential liabilities or losses.  

 

 

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Agency Evidence of Compliance:

 

          

Alchohol Permit E.L. Bing RUN Holiday Tree Lighting After Event Report Holiday Tree Lighting assignment sheet Holiday Tree Lighting Festival Internal Special Event forms Lutz Arts & Crafts Festival Northdale Road Closure for Family Fun Festival Road Closure Application form Special Event forms All People’s Life Center Event

  Agency Self Review:

Met

Not Met

 

8.4.5 Handling of Evidentiary Items Standard: Procedures should be established that guide agency staff in the preservation and handling of evidentiary items from discovery until transferred to the appropriate law enforcement authority.

  Commentary: There is a written procedure in place to inform staff on how to handle evidentiary items

  Agency Evidence of Compliance:

 

Information sheet - Procedures for handling of evidentiary items

  Agency Self Review:

Met

Not Met

 

   

8.5 General Security Plan Standard: The agency shall have a comprehensive general security plan addressing all major areas, buildings and facilities under its jurisdiction.

  Commentary: Hillsborough County Parks, Recreation and Conservation has practices and policies in place; as evidence by documentation, to safeguard the lives of patrons and staff as well as protect property from damage or loss by criminal or non criminal means. There are annual, monthly, weekly and daily building/facilities safety inspections reports, yearly fire extinguisher inspections, daily site inspections of grounds, safety concerns, graffiti, signs, equipment, courts and ball fields. Trainings are held regularly for safety and security procedures and an annual training for emergency preparedness. Procedures are in place for security systems, evacuation procedures, key responsibility, security system access codes, and general facility operations. There are many facilities that have live on security personnel to maintain the integrity of buildings and grounds. Recreation staff follow set guidelines set by the child care licensing standards. A weekly reporting system beginning with field staff and routing through supervisors and managers, results in an inclusive weekly report to the director outlining all programs, contacts, facility usage of the previous week.

   

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Agency Evidence of Compliance:

 

           

Alarm and access code usage Fire extinguisher inspection and certification Childcare Standards – DCF First Aid Kit - childcare licensing Fire Drill Evacuation Procedures  Fire Inspections Grounds, Buildings and Facilities safety inspection form  Key responsibility form for locking key system Duties and agreement of live on personnel at sites Safety Alert and Hazardous Materials Weekly Report Procedure

  Agency Self Review:

Met

Not Met

 

   

8.6 Emergency Management Plan Standard: Park and recreation agencies, having roles in emergency management systems within their local jurisdiction, should be aware of the applicable operations plan.

  Commentary: The Hillsborough County Emergency Preparedness Plan (2010) and the Hillsborough County Parks, Recreation and Conservation Hurricane/ Emergency Preparedness Plan (2010) along with NIMS training are the key ingredients of the Parks, Recreation and Conservation Department emergency management plan.  

   

Agency Evidence of Compliance:

 

 

Hillsborough County Emergency Preparedness Plan Hillsborough County Parks, Recreation and Conservation Hurricane Preparedness Plan

  Agency Self Review:

Met

Not Met

 

   

8.6.1 In-Service Training for Agency Staff Standard: Through the use of in-service training, agency personnel should understand their role in ongoing security and emergency management.

  Commentary: The Parks, Recreation and Conservation Department training coordinator is responsible along with all coordinators and area supervisors to ensure that all employees are trained in security, NIMS, hurricane preparedness, safety alert procedures, safety hazards, property vandalism, graffiti procedures and emergency preparedness. The two Sheriffs deputies assigned to the Parks, Recreation and Conservation department also conduct training from time to time.

 

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Agency Evidence of Compliance:

 

Inservice Training for Emergency Management including: o NIMS training o Hurricane Preparedness training o Emergency Operations Training o Safety Alert Procedures o Safety Hazards, property vandalism and graffiti procedures o Training Rosters

  Agency Self Review:

Met

Not Met

   

 

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9.0 RISK MANAGEMENT    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

9.1 Risk Management Plan Standard: There shall be a risk management plan reviewed on a regular basis which encompasses analysis of risk exposure, control approaches and financial impact for the agency.

  Commentary: The planning and ongoing function of risk management is centralized under the Hillsborough County Risk Management Division, which is a division of Business and Support Services. This division is responsible for the management of risk assessment, loss control, and risk financing for all Hillsborough County Departments, including the Park, Recreation, and Conservation, Department, as well as Constitutional Agencies not under the Board of County Commissioners. Under the annually approved and budgeted risk management program, county departments and agencies are protected against the cost of losses through a combination of self insurance and commercial insurance. Services such as claims investigation, technical insurance consulting, safety training, property insurance, and review of insurance certificates are provided to all departments.

  Agency Evidence of Compliance:

 

  

Risk Management Plan Draft Update Email stating that the Risk Management Plan is under review Worker’s Compensation and Liability Third Party Administrator

  Agency Self Review:

Met

Not Met

 

 

9.1.1 Statement of Policy Standard: The agency should have a policy for risk management that is approved by the proper authority.

  Commentary: Policy is currently under review.

  Agency Evidence of Compliance:

 

Email from Risk Management verifying the policy is being revised and updated.

  Agency Self Review:

Met

Not Met

 

 

9.1.2 Risk Management Operations Manual Standard: There should be a manual(s) of operating procedures for carrying out the risk management plan, accessible to all agency personnel.

  Commentary: The current risk management manual is in the process of being substantially modified due to countywide reorganizations and downsizing. The revised manual is in draft format while reviews and revisions are being conducted. Many of the revisions are up to date, new organizations, job titles, and reporting, do not affect the direction, operation, and philosophy  

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of the risk management program. It is anticipated that the revised risk management manual will be completed and approved in 2013 and a complete manual will be furnished to the accreditation agency in electronic format.

  Agency Evidence of Compliance:

 

 

Risk Management Manual Email verifying that the manual is currently being updated

  Agency Self Review:

Met

Not Met

 

   

9.1.2.1 Accident and Incident Reports Standard: There should be established procedures for accident and incident reporting and analysis of accident and incident reports.

  Commentary: Incidents that may result in a claim against Hillsborough County (and damage to County property that may result in claims against third parties) are reported online through the County Online Information Network (COIN). All County departments use this same form for reporting incidents to risk management. There are other forms such as internal department work orders, supervisory investigation forms, police reports, and staff reports which supplement the initial incident report. PR&C has internal reporting forms that are used for documentation of incidents at their locations. A copy of the incident reporting form is attached. Accident instructions and insurance information is also placed in all County owned vehicles.

  Agency Evidence of Compliance:

 

    

Citizen claim form Risk Management and Safety Incident report Supervisor’s Investigation Reporting Form Hazard Reporting Form Worker’s Compensation and Liability Third Party Administrator

 

   

Agency Self Review:

Met

Not Met

 

   

9.1.3 Personnel Involvement and Training Standard: The risk management function within the agency should involve active interaction among personnel at all levels. Commentary: PR&C has a safety action team and a safety team coordinator with direct access to the risk management division. A risk management safety coordinator is assigned to PR&C for technical assistance and consultation and workplace inspections. Countywide safety training such as CPR, first aid, chainsaw safety,OSHA, defensive driving, first responder, and other related training classes are conducted annually and utilized by PR&C. A list of safety training courses is available for inspection if required.

 

 

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Agency Evidence of Compliance:  Safety Calendar  Training Coordinator’s Listing  Safety Training Matrix with course descriptions  Emergency Preparedness Safety Training Roster  Accident Prevention Safety Training Roster  Worker’s Compensation Program

  Agency Self Review:

Met

Not Met

 

   

9.2 Risk Manager Standard: There should be an individual with risk management responsibility and authority to carry out the policies established for risk management of the park and recreation agency.

  Commentary: Hillsborough County Risk Manager Mike McNabb has twenty four years of experience in risk management, claims, loss control, employee benefits,RIMS Tamapa Bay Chapter President, PRIMA member and past president, Florida RIMS Educational Conference Co-Chair 2013.

  Mike McNabb,MBA,ARM Risk & Safety Manager Hillsborough County BOCC 601 E. Kennedy BLVD, 26th Floor Tampa, Florida. 33602 (813) 635-8282

  Agency Evidence of Compliance:

 

Risk Manager Job Description

  Agency Self Review:

 

Met

Not Met

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10.0 EVALUATION AND RESEARCH    

NOTE: Standards marked with a star () are fundamental standards, and are required of all agencies seeking accreditation.

10.1 Evaluation Analysis Standard: There shall be a process for evaluation to assess the outcomes of park and recreation programs, services areas and facilities, completed annually at a minimum and linked to the agency’s planning process.

  Commentary: The mission of the Hillsborough County Parks, Recreation and Conservation Department (PRC) is to seek to enrich our community by: providing superior recreational opportunities through places, programs and preservation of resources; increasing cultural awareness; promoting economic development; and offering active lifetime learning experiences.

  Hillsborough County’s Performance Management system in place for all employees. Each employee sets goals and benchmarks that relate to our mission statement and ties in to our business plan. These goals and benchmarks are evaluated at least two times a year.

  Currently the success and changes needed in our programs are reviewed via customer surveys, focus group meetings, customer comment cards, and enrollment and budget reports. In our five year plan, evaluations and assessments will be completed monthly. The five year plan will also consist of a panel of members to meet monthly and review data and evaluate information collected. The panel will consist of members who attended the Program Development and Evaluation Workshop in the fall of 2013. This panel will be looking for strengths, weaknesses, trends, and searching for opportunity for future developments keeping the Hillsborough County Parks and Recreation Mission Statement in mind. Monthly reviews, research and surveys will keep programs and knowledge correct, current, and keeping in tune with meeting the demands of the community. It is important to work and have a good working relationship with other county agencies to access the community needs. For Example, stats from the local county sheriff’s department on teen crime can help with developing programs in the areas in need. We utilize an After-Action Plan after events to evaluate strengths and weaknesses and seek areas of improvement. Preparation of the annual Budget Overview, attached, presents an ongoing opportunity to utilize all of the tools and measurements available to review performance measures, staff goals and objectives, facility inventory and condition, and future planning in one updated, living document.

   

Agency Evidence of Compliance: Copies of the following documents are listed below in file 10.1

 

 

    

2012 Tampa Bay Senior Games Survey PRC Org Chart After Action Report Focus Group 2014 Strategic Plan 117


        

Rec2Six Survey Rec2Six Survey Results Fine Arts Layout and Agenda/Description Rec2Six Fishing Needs Index Fishing Camp Survey Weekly Reports Oct Weekly Report- Dec 2014 Budget Overview

Agency Self Review:

Met

Not Met

   

10.1.1 Position Responsibility for Evaluation Standard: There should be specific personnel within the agency responsible for managing the evaluation analysis. Commentary: The core services of the Hillsborough County, Parks, Recreation and Conservation Department, within the Mission and through the identified outcomes are are to provide:    

public open space programs for families and special populations special events and facilities which celebrate the cultural, historical and recreational heritage of Hillsborough County, and programs based on the results of needs assessment surveys and customer input.

Keeping up with new trends through research, program sharing and trainings, analyzing past programs, through surveys, and gathering information from residents in the community concerning various programs offered assist the county in offering top programs and trending programs.

  Hillsborough County has identified and trained specific employees within the agency responsible for managing and evaluating programs. These designated team members look at the business side of programming. They must consider what the community wants. This is done through a Needs Index, which is found in 2.4.4. Data is viewed in two ways: Qualitative and Quantitative. Evaluators look at programs from different perspectives. What is the cost to provide the program, is it a core service and if not, is there an opportunity for cost recovery through fees? Can this program have room for growth, and does it improve the quality of life? Evaluators have the assistance of focus groups or committees or groups of citizens who take part in what their community needs. Personnel with responsibility for final evaluation of programs and services are the Division Managers of each area, Shorty Robbins, CPRP for Recreation Services and Forest Turbiville for Conservation Services. Supporting these managers are trained evaluators for programs, facility development, trail development, playground safety and child care licensing.

 

 

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Evidence provided includes job descriptions of personnel with the position responsibility for Evaluation, resources provided to staff for managing evaluations and examples of training completed by those responsible for this function.  

 

Agency Evidence of Compliance: Copies of the following documents are listed below in file 10.1.1

 

 o o o o o o o o  

Job Descriptions and Duties Recreation Services Division Manager Recreation Program Supervisor Assistant Program Supervisor Environmental Supervisor Environmental Technician Project Manager Recreation Coordinator Recreation Specialist CCL Training Requirements PRC Org. Chart 2013

 Agency Self Review:

Met

Not Met

 

10.2 Experimental and Demonstration Projects Standard: There should be at least one experimental or demonstration project or involvement in some aspect of research, as related to any part of park and recreation operations, each year. Commentary: Hillsborough County, Parks, Recreation, and Conservation Department (PRC) has responded with a number of programs to meet the needs, concerns and trends of the community. With Childhood obesity growing in our community, PRC has stepped up to meet the demands of public concerns dealing with our children’s health and wellness. One key to fighting childhood obesity is prevention. PRC has partnered with the University of Florida extension office and 4H to offer a curriculum to establish healthy foods and food choices through “My Plate”. Participants learn about and experience healthier food options and physical activity. In addition to our partnership with 4H and UF, PRC has collaborated with Frameworks, formerly the Ophelia Project and Boys Initiative. The goal is to help girls and boys build confidence, self esteem, while training to run a 5K.

 

 

Rec2Fit With additional efforts to keep our children moving, in 2012 PRC participated in the Presidential Fitness Challenge. Children are accessed and graded quarterly on dimensions tracking speed, agility, strength, stamina, and flexibility. Tests were tracked and compared to help participants improve on areas of concern. Children targeted are elementary age children; ages range from 5-11. In 2013, PRC took this program a step further, to adapt the program to fit the physical fitness needs of the children we serve in our after school Programs. The Program has been identified as Rec2Fit. The program takes the key elements from the Presidential Fitness, and tests the children in a different format. However, children are tested in Speed (40 Yard Dash) Stamina (Jump Rope for a minute) Strength (Kettle Bell Pull), and agility (using a standard obstacle course). The objective of the Program is to introduce fitness, not just as exercise, but as a life time choice. The participants are tracked and rewarded for their 119


participation not just progress. Each participant earns “fit points” just for trying and attending each session. Participants are recognized with a certificate and a fitness finder, which is a charm that symbolizes the fitness component we are working on. Along with the physical fitness component, children are taught the body parts they are challenging, learning how to make good lifestyle choices. Team members directing the youth are emailed weekly, providing support not only with learning material to educate their children, but with creative methods to do so in a fun learning environment. They are also sent video clips as well. Such tips are worksheets, FYI information in regards to food choices, peer development discussions about stress, and food healthy food projects.

  Project Learning Tree Children today have few opportunities for outdoor free play and regular contact with the natural environment. Due to our changing culture, much of the outdoor play has shifted to indoors. To help bridge the gap of children’s disconnect with nature, PRC provides a curriculum through the University of Florida-developed Project Learning Tree program. PLT provides lessons, activities and experiments for children in our community to get back with nature. The mission of PLT uses forests as a “Window on the World” to increase students’ understanding of our complex environment, to stimulate critical and creative thinking, to develop the ability to make informed decisions on environmental issues, and to instill the confidence and commitment to take responsible action on behalf of the environment.  

With this curriculum, PLT offers the following goals:  Provide students with the awareness, appreciation, understanding, skills, and commitment to address environmental issues.  Enable students to apply scientific process and higher order thinking skills to resolve environmental problems,  Help students acquire an appreciation and tolerance of diverse viewpoints on environmental issues and develop attitudes and actions based on analysis and evaluation of available information  Inspire and empower students to become responsible, productive, and participatory members of society.

  In Conjunction with this program, PRC provides family learning and fun through hands on learning, for example, “The Great American Camp Out” special event program has been initiated. This family-focused camp out offers healthy fun, learning, outdoor fun, crafts, games and activities connecting with nature. Hillsborough County, Parks and Recreation has successfully held this fun filled family event for the past two years.

  Arts and Culture:

  In keeping with the agency mission, in 2014 PRC has introduced an Arts Program to the Rec2Six afterschool program. Each quarter, students participate in an arts-related activity culminating in an on-stage special event for friends and family. In the first quarter of the year children participated in a cultural exchange, coming up is a fashion show. The Goal of the PRC Arts Program is to help enhance the quality of life for our participants and parents we serve in our Rec2Six program by providing a unique experience through various cultural and fine arts events. In addition, each of these events will help build confidence in our participants as well as create lasting memories for families to cherish for a lifetime.

 

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Agency Evidence of Compliance:

  Copies of the following documents are listed below in file 10.2

 

            

Hillsborough County Parks and Recreation Website: www.hillsboroughcounty.org 4H Application Ages 5-8 Presidential Fitness results Girls on the Run, website www.girlsontherun.org/ Goal Setting Great American Campout My Plate Material PLT Overview Rec2Fit overview Rec2Six Fine Arts agenda Rec2Fit Powerpoint training Sample tracking and charting fitness See 4H website: http://www.4-h.org/

  Agency Self Review:

Met

Not Met

   

10.3 Staff Training for Evaluation of Programs, Services, Areas, Facilities Standard: There should be ongoing training opportunities for all personnel of the agency involved in evaluation of programs, services, areas and/or facilities.

  Commentary: PRC administration puts a strong emphasis on training opportunities, and included in that is training in evaluation of existing programming and facilities.

  PRC certified staff attend annual conferences and workshops of the Florida Recreation and Park Association to stay abreast of the latest trends, programs and technology. The staff brings back information and shares at all levels through the implementation of a Training Team.

  Hillsborough County Parks has developed a Training Team to fulfill the training needs of PRC by making quality and diverse educational and training opportunities available to as many team members as possible. The Team meets monthly to plan and discuss leisure activities, leagues, training options to support our mission statement and enhance the quality of life for residents in the communities we serve. A monthly training calendar is developed to disseminate information received at state-wide training and respond to specific needs of staff. Specific to evaluation of programs and facilities training, the following examples are included: Regional parks that offer swimming in our natural resources have lifeguards on duty. These lifeguards follow standard operating procedures and utilize tactics as all areas to maintain a safe swimming environment. They practice with an Aquatic Emergency Action Drill and have a training program in place to make sure that all life guards are property trained to maintain a positive and safe area for the community to swim.  

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Recreation parks and playgrounds that have a playground apparatus are mandated to complete playground inspections. There is a checklist that is utilized to access the playground and make sure it is safe and hazard free for our customers. Additionally, staff in the Real Estate and Facilities Services Department have been trained through the National Institute of Playground Safety.

  Emerging Leaders Institute: This training opportunity is designed for professionals new to supervisory positions. Those that attended walked away with skills to help them lead, guide and influence productivity and creativity, evaluate programs, support marketing and promotion, build partnerships, while sharing experiences and building networks with other professional contacts.  

Several Staff have participated in related Florida Recreation and Park Association trainings; documentation and attendance is provided.   o Measuring and Tracking Performance o Program Development and Evaluation  

PRC also has a Sr. Park Manager who is certified in UTAP (Universal Trail Assessment Process) This is Ranking system for mainly off road trails, that assesses the level for users and then provides the appropriate markers/signs at the trails. Agency Evidence of Compliance:

  Copies of the following documents are listed below in file 10.3  Aquatic Emergency Action Plan Drill  FRPA Emerging Leader’s Institute  2013-2014 Training Team Schedule of Trainings  Life Guard Training Schedule  Playground Checklist  Measuring and Tracking Performance To Achieve Real Results  Marty Bradley Attendance  Program Development and Evaluation Workshop  Staff Attendance  Measure Success Workshop, Shorty Robbins Attendance  UTAP

  Agency Self Review:

Met

Not Met

     

 

10.4 Quality Assurance Standard: The agency should monitor and evaluate the quality of its programs, services, areas and facilities from the user's perspective.

 

 

Commentary: Hillsborough County, Parks, Recreation, and conservation uses quality assurance to check and monitor programs. This is done through surveys, cards, internet, call centers, forms, and even word of mouth comments. Staff tracks information to be used to enhance, change, improve, or add to programs. It is important to provide the best services possible with the input of users in the community. Some programs, such as our youth sports, tot programs, adult programs, camps; facilities provide a checklist and evaluation at the beginning and end of 122


each program or session. Not only is the program itself tracked and measured, instructors, amenities, times, and needs are surveyed.

  Through the implementation of the RecTrac survey system, customer satisfaction will be tracked for every registered program

  Re-establishment of survey cards and use of an online survey system (e.g. survey monkey) will assist the regional Parks in determining levels of customer satisfaction as well as customer needs. The survey cards can be used for both general parks patrons and those participating in interpretive programs led by park staff.

  Some customer concerns are filtered through request or complaints. The Customer enters a request or complaint (issue) online or over the phone with a county team member. This initial call may be filtered to the main line and later redirected to the areas that can provide the best assistance in the matter. This system is commonly known as Citizen Request Management System, or CRMs.

  PRC utilizes focus groups to analyze and critique programs, special events, classes, and needs of the community. Some meet quarterly as an advisory board at different regions to access the needs, and staff does an evaluation of the event After Action Report/Special Events/Programs to plan and better prepare for the event if it an annual event.

  Most Recently, PRC has begun to compile overall program satisfaction to monitor quality assurance as a measurement on the County’s Performance Measure Dashboard. This public link assures that PRC continues to be responsive to user needs.  

 

Agency Evidence of Compliance:

  Copies of the following documents are listed below in file 10.4

 

 Child post summer evaluation  Parent post summer evaluation  Citizen Request Management Systems  Focus Group Meetings  Leaders of Tomorrow Participant Surveys  Park Public Surveys  Park Public Survey Results  Rec2Six Surveys  Rec2Six Survey results  Senior Games Survey  Parks Performance Management Dashboard link: http://sqlrptext.hillsboroughcounty.org/ReportServer/Pages/ReportViewer.aspx?%2fexecutiv e+re ports%2fexecutivereport&rs%3aFomat=%5bHTML%5d  

  Agency Self Review:

 

Met

Not Met

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Hillsborough County CAPRA final narrative