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HomeMy WebLinkAboutCS-04-86TOWN OF NEWCASTLE REPORT File #.� Res. # By -Law # MEETING: General Purpose and Administration Committee DATE: JANUARY 20,1986 REPOT #: CS -04 -86 Q FILE #: 13.4..8.6 _ Community Services Department Overview and Work Program Report 1986 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: - 1. That this report CS -04 -86 be received for information. BACKGROUND AND COMMENTS: Overview The past year has been an eventful one in the Community Services Department. Our main objective in 1965 was to maintain the current level of service while addressing a number of issues effecting our department. Department Structure & Staffing The Community Services Department is comprised of seven (7) divisions as follows: a) general government facility services b) cemetery services c) parks services d) recreational facilities and concession services e) programming services f) grants (not under dept. control) g) NCSPB (not under dept. control) -.12 -56) General Purpose and Administration Committee Page 2. Report # CS -04 -86 The staff of our department have been administering these divisions based on the attached department structure chart 'A'. Your Director is in the process of reviewing the current structure with the Administrator and department staff and will be recommending significant structural changes. Our department is the second largest department in terms of staff and gross expenditures and more over the most diverse department in scope of responsibilities. Our department is directly or indirectly responsible for the maintenance and preventative maintenance of approximately $20 million of Municipally owned buildings. We are responsible for complete cemetery services including cemetery maintenance, burials and selling of plots. The services most readily associated with our department is park maintenance and recreational programming. However, since the master plan a decreasing emphasis has been placed on programming by our department. Organizations have been encouraged to operate their own programs autonomously with volunteers. Our administrative staff also work closely with the Community Services Planning Board. Budget Our department is responsible for control over the following operating budgets based on 1985 figures: Gross Expenditures Revenue Net Expenditures 1) general government facility maintenance 177,835 88,789 ,046 2) cemeteries 114,912 54,500 60,412 60 3) recreational and cultural services 1,421,169 551,555 869,614 TOTAL 1,713,916 694,844 1,019,072 Other budget sections are included under our budget but not controlled by our department and not included above; these include the Libraries, Museums and other Municipal organizations receiving grants. ../3 General Purpose and Administration Committee Report # CS -04 -86 Page 3. It is significant to note that other than through taxes and provincial grants the Community Services Department generates by far, the most revenue for the Town through user fees, rents and concessions. Work Program 1986 Although a comprehensive and detailed work program has not been developed for our department, the following is a brief description of some of the major priorities for 1986: 1) Department Restructuring The realignment of the department structure should be complete by March 1986. The corresponding staffing restructuring and /or staff retraining is anticipated to be ongoing for the next few years. 2) Development of a Building Conservation and Maintenance Program The establishment of a total Building Conservation and Maintenance program is of primary concern to our department. This will include proposed staffing realignment. It will include a program of regular preventative maintenance; energy saving programs; and major capital replacement programs for all Town owned buildings. It is anticipated that these programs will be in place by the Fall of 1986 in conjunction with the energy audit of our facilities. 3) Long Term Planning for Parks and Facilities Along with the NCSPB, staff will be developing a strategy for long term planning for parks and facilities. No specific timing has been set for this project. 4) Review the Role of the NCSPB As per Council direction this project should be completed in early February. 5) Review the "User Fee Policv" Along with the NCSPB staff is reviewing the present user fee policy and will be submitting recommendations to Council early this Spring. ../4 General Purpose and Administration Committee Report # CS -04 -86 Page 4. 6) Establishment of a Policy and Procedure Manual for the Community Services Dept. This is a long term project presently ongoing. 7) Review and Restructuring of the Town Aquatic Programs Staff are presently reviewing the length of classes, number of sessions, size of classes etc. to come up with more efficient use of our facilities and to encourage greater participation in our programs. This report will be completed prior to the Summer of 1986 aquatic program season. 8) Restructure Department Filling System This project is expected to be completed in February. 9) Review Registration and Cash Handling Procedures A significant increase in aquatic program registrations took place last September taxing our staff. We hope to have a new system in place for next Fall's registrations. 10) Arena Feasibility Study Staff will continue to work with the consultants to bring this study to fruition. 11) Capital Park Developments A number of capital park projects are proposed in the budget this year and will be discussed during budget deliberations. 12) Ongoing Maintenance and Programming Along with the above staff will continue to provide ongoing maintenance of facilities and direct programming. Respectfully submitted, Jan Devantier, R.D.M.R. Director of Community Services JD *sa PARKS AND CEMETERIES FOREMAN nu L_ SHEET Bb . — J n 17 !. DIRECTOR OF COMMUNITY SERVICES nu DEPUTY DIRECTOR OF COMMUNITY SERVICES nu F',CILITIES MANAGER nu DEPARTMENT OF COMMUNITY SERVICES SHEET AI I CLERK TYPIST u eROGRAM DIRECTORS ( 2 positions ) nu 7 positions 6 non -union 1 union Ivy (FACILITIES TANAGER nu I rPARKS AND CEMETERIES( I FOREMAN nu J LEADHAND u -.I- - -1 �BOWMANVILLE I - _ _ L DARLING,ON I r_ - _i - -I I FITNESS - _.._ - -I PARKS AND I I L_ARENA t— j CENTRE CEMETERIES __j —ARENA — ARENA ARENA POOL MAINTENANCE OPERATOR 2 u OPERATOR 2 u OPERATOR u WORKER u ARENA POOL MAINTENANCE OPERATOR 3 u OPERATOR 3 OPERATOR u WORKER u ARENA ARENA JANITOR u OPERATOR 3 u OPERATOR 3 u ARENA OPERATOR 3 u 13 positions 13 union I DEPARTMENT OF COMMUNITY SERVICES SHEET A -z 7-