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
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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
$122.400*
1. Resolution No.2003-076 Amend The Budget To Add A Recreation Area Manager Position For
2. Carrillo Ranch Staff Analysis
Carrillo Ranch Park.
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RESOLUTION NO. 2003"076
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, TO AMEND THE BUDGET TO ADD A
RECREATION AREA MANAGER POSITION TO THE
RECREATION DEPARTMENT FOR CARRILLO RANCH PARK.
WHEREAS, the Recreation Department has evaluated its personnel needs for overseeing the
daily operations of Carrillo Ranch Park; and
WHEREAS, it is desirable for the Recreation Department to be able to provide the required
supervision for the management and development of the artifacts and exhibits for the ranch; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the City Council hereby amends the FY 02-03 Budget to add one additional Recreation Area
Manager in the Recreation Department.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held
on the 25th day of MARCH, 2003 by the following vote, to wit:
AYES: Council Member is, Finnila, Hall, Packard
ATTEST
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EXHIBIT 2
to AB #17,110
r FRIENDS OF CARRILLO RANCH, INC.
2622 El Agulla Lane, Carlsbad, CA 92009 760/438-1666
e-mall m frlends~of~carrillo~ranch@hotmall.com
Hon. Buddy Lewis, Mayor
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008
March 24, 2003
AGENDA ITEM # 6
C: Mayor city coundl
City Manager
SUBJ: Agenda Bill 17,110 - Recreation Area Manager City Attarnq
Dear Mayor Lewis:
ct$-
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