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HomeMy WebLinkAboutAgenda - 04-13-2010 - 2 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 13, 2010 Action Agenda Item No. SUBJECT: Naming of New Department ERCDISoil and Water, Parks & Recreation DEPARTMENT: Environment, Parks and PUBLIC HEARING: YIN No Recreation (working title) ATTACHMENTS): INFORMATION CONTACT: Department of Environment, Parks and David Stanch, 245-2510 ' Recreation (DEPR) Narrative with Organizational Chart and Functional Categories PURPOSE: To receive a brief presentation on the Department of Environment Parks and Recreation (working title), which began operation on April 1, and to consider a p ermanent name for the new merged department. BACKGROUND: The Board of Commissioners has charged the County Manager with finding � g g ways to streamline County operations. One initiative has been to reorganize departments with overlapping or complementary functions. Combining departments can create greater efficiencies within County government and improved service delive ry to residents. Prior consolidation has occurred in Financial Services, Tax Administration, Asset Management and Purchasing Services, and Housing and Community Development departments. On April 1, the existing Environment and Resource Conservation Department (including the Soil . and Water Conservation District office) and the Parks and Recreation Department began operation as a new, combined department that has been tentatively titled the Environment, Parks and Recreation Department (as a working title). This department also includes a new coordination relationship with the Orange County Center of the N.C. Cooperative Extension Service, a State agency. Finally, discussions are underway to transfer the Grounds Maintenance functions currently in Asset Management and Purchasin g Services to the new department, to better consolidate land management and grounds maintenance, by y Jul 1. An organizational chart of the merged department is provided as Attachment 1 to the attached narrative. As noted in the attached narrative, many of the most--significant relationships in the chart are horizontal across division lines, rather than vertical hierarchical ones. Combining these departments will maximize the potential for sharing resources, p rovide organizational and administrative efficiencies, lower current and future operation and personnel costs, and providing for mutual support for a variety of functions. 2 Specifically, the following areas of benefit are anticipated to accrue due to this reorganization (a complete list of department functions is provided in the attached narrative): • Sharing of resources and knowledge for land stewardship and management and the protection of important natural/cultural resources. • Sharing of resources and knowledge for park management and operation. • Sharing of administrative support resources (including cost savings of freezing one vacant administrative assistant position, and a potential sharing arrangement with Cooperative Extension). • Sharing GIS, GPS and web-based resources and services, including initiatives already underway. • Coordination among all of the agencies on environmental education and programs, energy, sustainability and climate change public outreach, water resources educational initiatives, and low--impact and nature recreation opportunities. This collaboration may present economies of scale and cost savings collaboration through the sharing of staff resources. • Linking preservation and conservation efforts of both natural and cultural resources on resource lands and parklands, and gaining from the skill sets and knowledge of staff members heretofore separated. • Coordination of staffs responsible for parks, open space and trail acquisition, planning and design and those responsible for construction, operation and management. • Sharing of resources and knowledge for youth and adult leadership development and participation in recreational, environmental, nutritional and agricultural interests. • Making federal and state programs for soil and water conservation (and Extension programs related to agriculture and the environment) more accessible to the public and County government. • Consolidating and sharing resources (and equipment) between parks conservation and maintenance and County grounds maintenance functions. • Consistency with the Comprehensive Plan 2030, which envisioned closer coordination among these agencies and functions. Two vacant positions in this department were eliminated as part of Board action on April 8 to reduce costs. A number of possible names for the merged department have been identified to date, including the solicitation of suggestions from all departmental staff. From that list of 21 names, four are recommended to the Board for possible selection as the name of the new department: • Department of Environment and Parks (DEP) ■ Department of Environment, Parks and Agriculture (DEPA) • Parks, Agriculture and Resource Conservation (PARC) Department, and • Department of Environment, Parks and Recreation (DEPR— working title) FINANCIAL IMPACT: While the primary purpose of this reorganization was to maximize resource sharing and provide mutual support for similar functions, two vacant positions have been identified and eliminated as of April 8 (Administrative Assistant III and Parks Conservation Technician 1), resulting in a reduction of $115,184 in salaries and benefits. Additional budget reductions and/or adjustments will be addressed as part of the FY 201 0-11 budget. RECOMMENDATION(S): The Manager recommends that the Board receive the presentation and, if desired, select a name for the new merged department. 3 Proposed Department of Environment, Parks and Recreation (working title) Rationale Commissioners has charged the County }Manager with finding ways The Board of County p to streamline operations. one initiative has been to reorganize departments overlapping with overla in or complementary functions. Combining departments can c greater reater efficiencies within County government and delivery to residents. Consolidation has occurred in Financial improved service d ry Administration, Asset Management and Purchasing Services, and Services, Tax Adm , g Housin g and Community Development departments. This reorganization combines the existing Environment and Resource includes the Soil and Water District office) and Conservation Depa rtment (which the Parks and Recreation Department. An administrative affiliation for coordination purposes with the orange County Center of the N.C. Cooperative p Extension Service l is also proposed.osed. Finally, Grounds Maintenance staff � (Public currently in AMPS Works would also be shifted to this department, to ate land management and grounds maintenance.better consoled The working g title for the depart ment z is Environment, Parks and Recreation .An organizational chart is provided as.Attachment 1. Combining p ombinin these departments will maximize the potential for sharing resources, provide organizational and administrative efficiencies, lower current and future operation and personnel costs and providing for mutual support for a variety of functions. Specifically, the following areas of benefit are anticipated to accrue due to this reorganization note — this is not a complete list of department functions, g anization please see Attachment 2 for that listing): • Sharin g of resources and knowledge for land stewardship and management and the protection of important natural/cultural resources.• Sharin g of resources and knowledge for park management and operation. • Sharing f administrative support resources (including cost savings of g p freezin g one vacant administrative assistant position, and a potential sharing arrangement with Cooperative Extension). • Sharin g GIS GPS and web-based resources and services, including initiatives already underway. • C g Coordination among all of the agencies on environmental education and programs, energy, and climate change public outreach, g rams gY= water resources educational initiatives, and low-impact and nature Cooperative Extension Service County Centers are an adjunct function of N.C. State and N.C. A&T State Universities, and Extension staff are NCSU / NC A&T employees. Workin g title only. A number of potential names have been identified. Other suggestions will be solicited from affected staff, and recommended names presented to management. 4 recreation opportunities. This collaboration may present economies of scale and cost savings collaboration through the sharing of staff resources. ■ Linking preservation and conservation efforts of both natural and cultural resources on resource lands and parklands, and gaining from the skill sets and knowledge of staff members heretofore separated. ■ Coordination of staffs responsible for parks, open space and trail acquisition, planning and design and those responsible for construction, operation and management. ■ Sharing of resources and knowledge for youth and adult leadership development and participation in recreational, environmental, nutritional and agricultural interests. ■ Making federal and state programs for soil and water conservation (and Extension programs related to agriculture and the environment) more accessible to the public and County government. • Consolidating and sharing resources (and equipment) between parks conservation and maintenance and County grounds maintenance functions. • Consistency with the Comprehensive Plan 2030, which envisioned closer coordination among these agencies and functions. Organizational Structure A proposed organizational chart for the department is provided as Attachment 1. This initial organizational layout will enable the functional areas of responsibility to continue and share resources. over time, as working relationships are examined in more detail and individual and group skill sets evaluated, some potential realignment of resources is likely. The chart reflects a department of 32 current full-time staff (FTE), with 13 affiliated staff members within the Cooperative Extension Service (some of which serve multiple counties), for a total of 45 positions. There are several vacant positions. One proposed cost savings measure is to eliminate one of the vacant administrative assistant positions (or to arrange for sharing of an administrative position with Cooperative Extension). The department is proposed to be subdivided into five divisions: ■ Soil and Water Conservation (the Orange Soil and Water District office, a combination of County and State-funded positions, responsible for implementing State and. federal agricultural programs and environmental education efforts), reporting to the Director; ■ Natural and Cultural Resources (programs and initiatives to conserve and protect the County's land, air, and water resources and agricultural and historic preservation), reporting to the Land Conservation Manager; ■ Parks (management and operation of County parks and trails), reporting to the Parks and Recreation Director; 5 • Athletics (the administration of athletic leagues and camps), reporting to the Parks and Recreation Director; and • Recreation (implementation and administration of programs for youth and adult recreation), reporting to the Parks and Recreation Director. There would also be a Support Services section, which manages day-to-day administrative operations or provides web, IT, design and other special services across the spectrum of the entire department), reporting to the Director; The Grounds Maintenance staff (2.o FTE plus 2 seasonal temporary employees) would also be reassigned to this department, as noted above, to consolidate management of County lands and grounds. This transition will be finalized over the next few months in consultation with the affected departments. The Parks and Recreation Director reports to the Environment, Parks and Recreation Department Director. Administrative coordination with the Cooperative Extension Service would be by Memorandum of Agreement (to be updated). The department will have two main locations in Hillsborough — the Agricultural & Environmental Center (working title) on Revere Road, and the Central Recreation Center located at the Richard E. Whitted Center (East Tryon Street). However, many Parks division staff work from specific parks or the Parks operations Base on Valley Forge Road. It is important to note than organizational charts, by their nature, are usually read vertically and reflect hierarchies of staff positions and responsibilities. Nonetheless, and especially in this case, some of the more-compelling synergies that are anticipated in this department are horizontal— the inter- relationships of staff members in the different divisions, and the abili • Agricultural Preservation Board • commission for the Environment • Historic Preservation Commission Recreation and Parks Advisory council A fifth inter-jurisdictional advisory board meets quarterly, the Intergovernmental Parks Work .Grou p County Coun staff from the department serves as the lead staff entity or this work group. This support will continue under the merged ty g p department structure. Additionally, staff from this department supports the orange Soil and Water District Board of Supervisors, an elected/appointed board that addresses Soil and Water District and State--mandated functions provided through that office. The Cooperative Extension Service also has an advisory board, which would staffed b Extension personnel unless otherwise addressed in the continue to be s y p proposed M OA. In addition to these advisory or appointed/elected boards, the department also provides rims support to several interdepartmental working groups, such as p primary p the Environmental stewardship Action Committee (part of the Environmental Responsibility Goal) and the H20range Committee for water resources coordination. Staff support to these boards will be enhanced by the combination of staff resources in the ro osal, in some cases introducing a new knowledge base and p p additional perspectives. Conclusion Public interest in arks, recreation, environmental protection and agricultural P issues often share similar issues and broad -perspectives on topics of great mutual interest. In Grange County, these are issues and functions that reflect core values of the community. By merging these departments, the public and adviso ry boards that share a community of common interests and values will have more opportunities for interaction, collaboration and the exchange of ideas and concepts that will further a broad set of County goals and objectives. Organizationally, the staff from the various current departments will benefit from . the ability to share resources and better support the collective functions and activities. The effective date for the new department was April 1, 2010. Department Director Cooperative Extension USDA Farm S ervices Agency Grade 29 ...... ..... .. . (Coordination) {Feder Agency) {1} Parks and Recreation Director Soil and Water Conservation Natural and Cultural Resources Support Services Grade 29 {1} r----------------------------------------- � Superl"tindent of Athletics Supertindent of Recreation Superintendent of Parks USDA District Land Conservation Manager Business Officer I Grade 22 Grade 22 Grade 22 Conservationist Grade 22 Grade 22 (1} (1) (1} (Federal) {1} (1) L---------------------------------- Soil Conservationist Athletic Programs Supv. Recreation Program Supv. Parks Conservation Spec. Grade 19 Water Resources Coordinator Administrative Asst II Grade 16 Grade 18 Grade 18 (3) Grade 22 Grade 12 (1) (1) (1) (1) (1} Administrative Asst II Athletics Coordinator Recreation Facilities Supv. Grade 12 Cultural Resources Specialist Office Assistant I Grade 14 Grade 17 Parks Technician 11 (1} Grade 19 Grade 10 (1) (1) Grade 14 (1) (1) (1} GIS Coordinator I Open Space Design Specialist Recreation Program Asst Parks Operations Supervisor Grade 17 Grade 20 Grade 10 Grade 16 {1} (1) (1) (1} GIS Coodinator 11 Grade 19 Parks Technician I (1} Grade 12 (2) Parks Techncian 11 Grade 14 Parks Technician I ..,. Grade 12 (1) Bldg Mntenance Tech Grade 10 �.1 Coo P erative Extension Service Cooperative Extension Director (1) Administrative Assistant II Agriculture& OC Partnership EFNEP Program 4-H and Natural Gardening Assistants Family& :Resources/CRD Coordinator & Coordinator Consumer L I (1) (3) Science Office Assistant I Office Assistant II Agriculture Extension Agent, Extension Agent, Extension Agents 4-H Family& (4) (1) Consumer Science (2) Program Associate, 4-H (1) FY 2009 -10 00 V Attachment 2 Functional categories of Tasks and Responsibilities Proposed Department of Environment, Parks and Recreation (Note: Within each of these functional categories are many specific duties and functions performed by staff) Plan and implement youth and adult athletic leagues, camps, instructional programs and special events Provide a wide range of recreation programs for youth and adults. Provide specialized programming for individuals who have disabilities. * Manage reservations and outside use of parks and recreation facilities, ! Administer parent training programs for Orange county Athletics to provide a safe, educational and enjoyable experience for all participants Administer a Volunteer coaches Training Program to provide consistency in the abilities and expectations of our volunteer work force. Prepare all active facilities for competitive play in March - October. Plan/conduct renovations and improvements of facilities during the winter. ■ Plan and conduct monthly safety programs for all staff. • Maintain and inspect seven playgrounds in accordance of national standards. 0 Conserve/protect important natural & cultural resources (land, air, water), • Administer the Lands Legacy Program for conservation of critical natural areas, wildlife habitat, stream buffers, cultural sites and parks/open space, ■ Administer programs, plans and . activities for agricultural preservation and facilitate the continued viability of agriculture, ■ Administer programs, plans and activities for historic preservation and the protection of archaeological and visual resources, • Provide staff support to five advisory boards on environmental, parks and recreation, historic and agricultural preservation functions, • Plan, identify, acquire and design parks, preserves, trails and open space, Coordinate efforts to implement the Environmental Responsibility Goal, and staff the Environmental Stewardship Action committee, • Oversee and coordinate efforts to evaluate energy resources, the impacts of climate change (GHG), and air quality for all county residents, ■ Maintain/enhance the comprehensive Natural/Cultural Resource GIS Database, Develop and oversee implementation of the comprehensive Plan in the elements of Natural & Cultural Systems and Parks & Recreation, • Coordinate surface and ground water resources protection efforts through the H20range interdepartmental team, the www.h2orange.or web site, and the Water Resources Initiative and Grange WellNet program, • Address special areas of environmental interest or concern as directed by the Board of commissioners and county Manager, • Provide scientifically-based information and educational programs and opportunities on a variety of topics, And Provide programs in Agricultural and Natural Resources, family and consumer Education, 4-H and Youth, and community and Rural Development. • conduct maintenance and management of county grounds and landscaping.