Loading...
HomeMy WebLinkAbout2003-03-11; City Council; 17110; Add Recreation Area Manager PositionAB# 17,110 MTG. 03/11/03 DEPT.RECREATION CITY OF CARLSBAD -- AGENDA BILL TITLE : AMEND THE BUDGET TO ADD A RECREATION AREA MANAGER POSITION FOR CARRILLO RANCH PARK RECOMMENDED ACTION : Adopt Resolution N0.2003-076 (Exhibit 1) amending the FY 02-03 Budget to add a Recreation Area Manager position in the Recreation Department for Carrillo Ranch Park. ITEM EXPLANATION : In January 2002, the City Council awarded a contract to complete Phase Two of Carrillo Ranch Park which included building renovations, landscaping, grading, park utility infrastructure and other site improvements. With anticipation that the park will be open for public use in June of this year, staff is requesting authorization to staff the Ranch with a full time City employee. STAFFING ANALYSIS / SCOPE OF WORK: In 1998, the City Council approved the Leo Carrillo Master Plan which outlines the development plan and staffing alternatives for the park. These alternatives include having the Ranch managed by City Staff, a Management Contract or possibly a Non-Profit Foundation. Since the staffing needs for this park are very unique and quite different from the traditional community park, it was determined that the Recreation Department should solicit a Management Contract to oversee the day to day operations and artifact collection of the ranch on an interim basis. The term of the agreement was for a maximum of two (2) years and during this time staff would be able to investigate the possibility of continuing the program by establishing a Not For Profit Organization 501(c)3 who under the supervision of the City would then oversee the on-going operation of the ranch. This option was submitted and approved in the FY 2002-03 Budget by City Council. With the assistance from the City Attorney’s office, staff designed a Request for Proposal (RFP) for a qualified professional curator who would be responsible for overseeing the daily operations. Examples of duties would include the creation and management of the interpretive programs; supervision and scheduling use by lessors for special occasions, tour groups, schools; planning of fundraising events; pursuit of grants; training of docents; acquisition of artifacts and memorabilia and subsequent collection management. Recruitment notices were sent to the State of California Historic Services Department; California Historic Society; Community and State Universities; Congress of History (which includes Historic Society members from San Diego, Imperial, Orange, and Riverside Counties); and over 13 historic parks and museums in Southern California. After a three month search only one (I) response was submitted. After interviewing this lone applicant it became apparent that he did not have the overall qualifications that was required for this position. i.e. having the skills to oversee the daily operation and also the skills to manage and develop a Collection Management Program for the Park. Due to the lack of response, staff contacted a number of agencies that were sent proposals to find out why there was not more interest in this type of position. In talking with a half dozen professionals, staff was informed that there were two (2) main reasons why the City did not have more submittals. They were: 1. The two (2) year limitation. 2. The responsibilities of the position were overwhelming. In reviewing the RFP for the curator once again, staff has been able to re-evaluate each of the specific responsibilities Df this position. In doing so, it has become apparent that there are two distinct categories of duties. One being handling the day to day operations of the Ranch, the other overseeing and managing the artifacts and exhibits for the Ranch (Exhibit 2). It would be staffs recommendation to split the responsibilities and hire a City staff person to set up and run the operations of the Ranch and to retain a professional contractor on an as needed basis to handle the Collection Management Program. I I FISCAL IMPACT: In the current FY 2002-03 Capital Improvement Budget, $126,975 was approved for funding the operations for Carrillo Ranch Park. From this total, $85,000 was specifically allocated to the Miscellaneous Professional Services account to obtain a management contract for the curator position. Due to the inability to find a qualified contract individual or firm to oversee the daily operations, staff is requesting that the 2002-03 fiscal year budget be revised by allocating $1 0,000 to the full time Personnel Salaries Account to fund a Recreation Area Manager position. From the $85,000 allocated for Miscellaneous Professional Services, $14,000 would remain to be used to retain a professional contractor on an as needed basis to manage the artifacts and exhibit collection for the ranch. As identified in the matrix below, an estimated $55,000 in funds will be needed in the Personnel, Maintenance and Operations and Capital Outlay accounts to open the ranch for the final 2 to 2 % months of the current fiscal year. CARRILLO RANCH FUN1 FY 2002-03 CURRENT BUDGET Personnel Personnel (F.T.) Personnel (P.T.) Benefit Package (PERS, Health, Life, Etc.) Personnel Total Maintenance & Operations ($85K For Salary In Misc. Prof. Services) Capital Outlay $0 $1 3,000 725 $1 3,725 $1 04,950 $8,300 $1 26,975* * This does not include Public Works expenditures. (i.e. grounds maintenance, caretaker, etc.) EXHIBITS: NG REQUEST FY 2002-03 REVISED BUDGET $10,000 3,000 4,000 $1 7,000 $24,700 $8,300 $50.000* FY 2003-04 PROPOSED BUDGET $55,000 13,000 16,500 $84,500 $32,900 $5,000 $122.400* 1. Resolution No.2003-076 Amend The Budget To Add A Recreation Area Manager Position For 2. Carrillo Ranch Staff Analysis Carrillo Ranch Park. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2003"076 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, TO AMEND THE BUDGET TO ADD A RECREATION AREA MANAGER POSITION TO THE RECREATION DEPARTMENT FOR CARRILLO RANCH PARK. WHEREAS, the Recreation Department has evaluated its personnel needs for overseeing the daily operations of Carrillo Ranch Park; and WHEREAS, it is desirable for the Recreation Department to be able to provide the required supervision for the management and development of the artifacts and exhibits for the ranch; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council hereby amends the FY 02-03 Budget to add one additional Recreation Area Manager in the Recreation Department. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 25th day of MARCH, 2003 by the following vote, to wit: AYES: Council Member is, Finnila, Hall, Packard ATTEST 3 0 m C C a Q ICI c .I 0 s c, Q) m C .I 2 0 0 0 0 0 L 111 0 v) C 0 v) Q) .I n z c, .I c x W 0 C 0 111 S - .I c, .I 2 0 0 0 0 0 i) W EXHIBIT 2 to AB #17,110 r FRIENDS OF CARRILLO RANCH, INC. 2622 El Agulla Lane, Carlsbad, CA 92009 760/438-1666 e-mall m frlends~of~carrillo~ranch@hotmall.com Hon. Buddy Lewis, Mayor City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008 March 24, 2003 AGENDA ITEM # 6 C: Mayor city coundl City Manager SUBJ: Agenda Bill 17,110 - Recreation Area Manager City Attarnq Dear Mayor Lewis: ct$- The Board of Directors OPPOSES this Agenda Bill because: ~- 1) Leo Carrillo Ranch Community Park will be judged by its authentic Carrillo artifacts, memorabilia and furnishings and by the sophisticated way the city elects to collect, preserve, protect and exhibit them. A full-time, qualified Curator is recommended in the Park Master Plan (Exhibit A). Abandoning this position risks loss of stature and prestige; 2) Curators abound and thrive in science and culture nationwide. The duties are not "overwhelming." The keys are adequate compensation and appropriate support staff as outlined in the Park Master Plan (Exhibit B); 3) A free-lance curator cannot be expected to establish and maintain the delicate relationships and mutual trust that will convince hesitant private owners to donate their priceless Carrillo treasures. Further, failing to bring a full-time, qualified Curator on board will surely doom the city's efforts to acquire the state's large Carrillo collection; 4) The Board is alarmed that the Park is being identified for possible surrender to a nonprofit organization in the near term. Continued reference to this potential creates an unstable career environment, very likely the most serious deterrent to recruiting a professional Curator. This concept and discussion thereof should be shelved indefinitely. Finally, the Board is disappointed to note there is no mention of an outreach program to attract community service groups (like the Friends) and their resources. We presume this is an oversight. Respectfully, Alan K. Kindle, for the BOARD OF DIRECTORS C: City Manager Recreation Director A 501 (c)(3) California Educational Corporation P 1 EXHIBIT A I I I ". Leo Carrill0 Ranch Master Plan @ EXHIBIT