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HomeMy WebLinkAboutAgenda - 03-03-2011 - 4kORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 3, 2011 Action Agenda Item No. ~~ SUBJECT: Reorganization of the SportsPlex Community Advisory Committee DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Frank Clifton, 245-2300 1) October 15, 2010 Manager's Recommendation 2) Draft Charge, Composition, Etc. for Reorganized Committee PURPOSE: To consider the reorganization of the SportsPlex Community Advisory Committee. BACKGROUND: The Board of Commissioners has been discussing for several months the number, composition, structure and staffing for the County's advisory boards and commissions. The Board has taken various actions for some of the advisory boards and commissions and has tabled action on others for additional information. During a June 10, 2010 Board work session discussion on the future of advisory boards and commissions, the Board asked the County Manager to provide a recommendation on future plans and possible reorganization of the SportsPlex Community Advisory Committee. The Manager's recommendation, initially provided to the Board in October 2010 and attached for reference (Attachment 1), decreases the number of members on the Committee and recommends the Committee become more closely integrated with the SportsPlex Management and less with County government. While the new structure would include involvement by the Department of Environment, Agriculture, Parks and Recreation (DEAPR), SportsPlex Management would take the principal role for administration of the Committee. As outlined on Attachment 2, the Manager recommends a reorganized Committee consisting of seven members representing users of the SportsPlex from the various different offerings - Aquatics, Figure/Public Skating, Hockey, School Systems, Fitness, Senior Programs, and Kids Camps/After School. Initially, SportsPlex Management staff would solicit interest for potential Committee membership based on the seven member categories, principally from SportsPlex members. The SportsPlex Management staff would forward a recommended list of seven members, each fitting one of the categories, to the County Manager for review/comment. Initial terms would be randomly split between two and three-year terms, and a full membership term would be three years. Future vacancies would be filled through solicitation by SportsPlex Management and consultation with the County Manager. The Manager would also designate 2 one or two County staff members to attend Committee meetings as liaisons. These staff members would likely be 1) the DEAPR Director (or designee) in conjunction with that Department's role in oversight of the Management contract and/or 2) the Asset Management Director (or designee) in conjunction with the responsibility for the SportsPlex facility, equipment, capital improvements and repairs, parking, pond, and interconnections with the Central Orange Senior Center facility, which is operated by the County Department of Aging. The Advisory Committee and SportsPlex Management staff would provide an annual summary report to the County Manager on the discussions/actions/concerns/etc. of the Advisory Committee during the past year and plans for the upcoming year. This would likely occur as part of the County departmental budget process or on anniversary dates of the County's contract with the SportsPlex's management company. The County Manager would subsequently share the annual report with the Board of Commissioners with any Manager/staff comments. The goal of the Manager's recommendation is: 1) to ensure that the SportsPlex's .Management company maintains a structure to garner member input and feedback; 2) to remove the County from the administrative role for the Committee; and 3) to focus County staff's efforts regarding the SportsPlex toward oversight of the management contract and oversight/maintenance of the County-owned SportsPlex facility. The Manager's recommendation was shared with current SportsPlex Community Advisory Committee members at a November 29, 2010 meeting. Committee members were generally receptive to the new structure. Several members did note the need to ensure adequate representation/involvement from both school systems and the inclusion of representatives who participate in less visible SportsPlex activities not related to the pool or ice rink, such as fitness. This proposed reorganization plan has also been shared with John Stock with Recreation Factory Partners (RFP), the SportsPlex Management firm. Mr. Stock has indicated his support for the proposal, expressing an interest in the new Committee providing more strategic thinking for the SportsPlex's long term benefit and also asking SportsPlex staff hard questions to stretch staff's current thinking. The Manager has already discussed this framework with DEAPR Director David Stancil in the event the Board of Commissioners agrees with this direction. Mr. Stancil has also conversed with Mr. Stock on future interaction and the potential new Committee. FINANCIAL IMPACT: There is minimal financial impact associated with this item RECOMMENDATION(S): The Manager recommends that the Board: 1) Approve the Charge, Composition and other provisions as outlined on Attachment 2 for a reorganized SportsPlex Community Advisory Committee; 2) Direct the Manager and DEAPR Director to confer with SportsPlex Management on initial potential appointees for the designated positions for the Committee; and 3) Direct the Manager to work with SportsPlex Management to appoint individuals to fill any future vacancies that occur on the Committee. Attachment 1 10/15/10 3 SportsPlex Community Advisory Committee Recommendation The SportsPlex Community Advisory Committee should be downsized and become more closely integrated with the SportsPlex management and less with County government. An Advisory Committee of seven members is appropriate with one or two County staff members attending as resources/keeping a finger on the pulse/maybe even serving as ex-officio members. The seven members of the reconfigured Advisory Committee should be member users of the SportsPlex representing the various different offerings -Aquatics, Figure/Public Skating, Hockey, School Systems, Fitness, Senior Programs, and Kids Camps/After School. Initially, the SportsPlex Management staff would solicit interest in serving in the seven member categories from SportsPlex members. The Management staff would forward a recommended list of seven members, each fitting one of the categories, to the County Manager for review/comment. Initial terms should be randomly split between two and three- yearterms. Future vacancies would be filled by solicitation of SportsPlex members by SportsPlex management and consultation with the County Manager. The one or two County staff members, appointed by the County Manager, should likely be 1) the DEAPR Director (or designee) in conjunction with that Department's role in oversight of the Management contract and/or 2) the Asset Management & Purchasing Services Director (or designee) in conjunction with the responsibility for the facility, equipment, capital improvements and repairs, parking, pond, and interconnections with the Central Orange Senior Center facility, which is operated by a different County department. The Advisory Committee would select its own Chair and Vice Chair on an annual basis. The SportsPlex Management staff, in conjunction with Committee members, would establish a regular meeting schedule with the ability of the Chair to call additional meetings as may be necessary. SportsPlex Management staff would be responsible for administrative responsibilities for the Committee including drafting agendas in conjunction with the Committee leadership, keeping records/minutes of Committee discussions, conferring with County staff regarding any significant issues that arise as part of Committee discussions, etc. The Advisory Committee and Management staff would provide an annual summary report to the County Manager on the discussions/actions/concerns/etc. of the Advisory Committee during the past year and for the upcoming year. It may be worth designating the specific timing of this report based a number of factors - as part of the County departmental budget process, or as part of the 4 County and SportsPlex audit activities, or on anniversary dates of the County's contract with the SportsPlex's management company, etc., etc. The County Manager would subsequently share the annual report with the Board of Commissioners with any Manager/staff comments. The process as generally outlined above is suggested 1) to ensure that the SportsPlex's management company maintains a structure to garner member input and feedback; 2) to remove the County from the administrative role for the Committee; and 3) to focus County staff's efforts regarding the SportsPlex toward oversight of the management contract and oversight/maintenance of the County- owned SportsPlex facility. DRAFT Attachment 2 REORGANIZED SPORTSPLEX COMMUNITY ADVISORY COMMITTEE CHARGE To serve in an advisory capacity to SportsPlex Management and the County on community issues and interests concerning the SportsPlex facility. To be a conduit to SportsPlex Management and the County for questions, suggestions, special requests, and other items that emerge from the community about SportsPlex operations. To help promote the SportsPlex as a vital resource for all residents, and assist in creating positive connections with partners and stakeholders throughout the County. Exam les of areas for in ut/feedback include but are not limited to: Customer Satisfaction, Membership Rates/Participant Fees, Operating Hours, Community Use, Parking, Physical Upkeep, Food Service, and Program Options. Advisory Committee and SportsPlex Management staff will provide an annual summary report to the County Manager on Committee activities during the past year and plans for the upcoming year. This would likely occur as part of the County departmental budget process or on anniversary dates of the County's contract with the SportsPlex's management company. The County Manager will subsequently share the annual report with the Board of Commissioners with any Manager/staff comments. SportsPlex Management retains authority on day to day operational and day to day financial matters for the SportsPlex, and the Board of County Commissioners retains final decision-making authority on financial and budgetary considerations. COMPOSITION One (1) Member Representing Aquatics -Three Year Term One (1) Member Representing Figure/Public Skating -Three Year Term One (1) Member Representing Hockey -Two Year Term One (1) Member Representing School Systems -Two Year Term One (1) Member Representing Fitness -Two Year Term One (1) Member Representing Senior Programs -Three Year Term One (1) Member Representing Kids Camps/After School -Two Year Term For initial appointments, SportsPlex Management staff will forward a recommended list of seven members to the County Manager for review/comment. Future vacancies will be filled through solicitation by SportsPlex Management and consultation with the County Manager. Full Membership Terms will be three years, with reappointments being at the discretion of the SportsPlex Management and the County Manager. 5 The Advisory Committee will select a Chair and Vice Chair on an annual basis. DRAFT Attachment 2 MEETING SCHEDULE At Least Once per Quarter, and more frequently as necessary STAFF SUPPORT SportsPlex Management Staff -Principal Committee Administrative Staff County Department of Environment, Agriculture, Parks and Recreation (DEAPR) Director (or designee) -County Liaison Asset Management Director (or designee) -County Liaison 6