Discuss the Recreational Specialist Vacancy, Current Work and Proposed Position Changes

The purpose of this case is to discuss the soon to be vacant Recreational Specialist position, discuss how current duties will be handled in the near term and to review staff recommendations for filling the role. 

Background:  Ms. Marla Martinez-Flynn submitted a letter of resignation to the City stating her last day is Friday, May 26.  For the work session discussion, staff will verbally highlight how the summer work will be accomplished during the vacancy (brief summary of The Draw Concerts, Art Fair, Happy Days, etc.)  However, it is critically important to immediately begin efforts to fully staff this role taking into consideration the recent changes to the position, and the fact that staff (HR, Police, Finance, PW, and Admin.) has invested many hundreds of hours in on-boarding and training for this position over the years, that is once again vacant.  (Thirteen individuals in the last ten years including interns and the recent four Rec Specialists.)  Pending Council consensus on the strategy below, staff recommends beginning a recruitment no later than May 30 in order to have an employee on board by August 14. 

The Recreation Specialist was understood to be an entry level position working under the general guidance and direction of the Parks & Assistant Public Works Director.  The current position is a nonsupervisory position under the AFSCME union.  It facilitates the development and ongoing administration of diverse annual recreational programs serving all ages and demographics.  

Current/Previous Role (Job Description for the Recreation Specialist)
This position develops programs, organizes content, and engages public and private providers, as well as creates and maintains methods for evaluating offerings for consideration in future programming.  Currently the position responsibilities include the following:
1. Perform all aspects of the development, marketing, implementation, and evaluation of municipal recreational programs and related events
2. Evaluate related contracts for accuracy, completeness, and fair pricing; review and prepare invoices for approval by the Parks & Assistant Public Works Superintendent
3. Create online event registrations and generate flyers and social media promotional posts for said activities
4. Use, prepare and maintain detailed notes and outlines on work performed and programs developed
5. Coordinate, purchase, organize, gather, and deliver supplies, documents and schedules for programs and recreational events
6. Provide staff support including data entry, phone calls, program registration, reports, records management in a timely manner
7. Fill in as needed at programs and recreational events.  Assist with supervision, periodic check in and leadership of programs, seasonal staff and recreational events
8. Develop, plan, oversee and attend all ten or eleven of the Thursday Evening Summer Concert Series events (which includes contract administration), as well as the annual Art Fair 
9. Attend and occasionally provide presentations at the once-per-month Parks and Recreation Commission meetings
10. Serve as back-up to the Public Works Administrative Assistant with park facility rentals, bike, bike locker and kayak rentals, and general Park & Recreation / Public Works walk-in questions.

In addition to the above, Happy Days event planning was recently added to the already 40 hour per week Recreation Specialist position. For April into May, Marla has been focused on Happy Days activity at about 30 hours per week, at the same time as the contracted event management firm has been working on their assigned tasks. No significant new recreation programming has been developed or conducted following the formal assignment of Happy Days to Marla's position. 

Near Future/Expanded Role (proposed job title of Park, Recreation and Events Coordinator or similar)
Staff recommends bringing this position up to a supervisory level, including the proposed 2024 addition of a half-time Recreation Specialist position. This is due to recent job expansion, and equally important as a strategy for employee retention. This proposed position would be responsible for a comprehensive approach to city-wide programs and events. It’s essential for the person in this role to be able to deliver a high level of customer service and coach and teach others.  (Note: Due to staffing availability, a specific salary recommendation was not developed at the time of this case writing, but will be provided at the meeting.)

The proposed half-time Rec Specialist position for 2024 may be reviewed early in budget process in the coming months, and may correspond well the recruitment and interview process for the proposed Park, Recreation and Events Coordinator position as one of the next steps in addressing a sustaining solution to the city's recreation and event planning, programming, and staffing.

Approximately 30 minutes.

The savings incurred during the 10 plus weeks of the position being vacant will more than cover the increased hourly pay for the balance of 2023.

Mark Riverblood,  Parks and Assistant Public Works Director
Colleen Lasher, Administrative Services Director

Based on discussion.