Title
Review and Recommend a Staffing Plan for Alameda Park and Recreation Department Project Management.
Body
To: Honorable Chair and Members of the Recreation and Park Commission
From: Amy Wooldridge, Recreation and Parks Director
Re: Review and Recommend a Staffing Plan for Alameda Park and Recreation Department Project Management
BACKGROUND
At its December 12, 2019 meeting, the Recreation and Parks Commission made a recommendation to City Council for prioritization of Alameda Park and Recreation Facility projects. The Commission also discussed the large volume of projects and recognized an insufficient staffing level to plan the projects. Subsequently, the Commission directed the Recreation and Parks Director to make a recommendation for a staffing plan to manage project planning.
The current and future projects are detailed in Exhibit 1. This exhibit and the background information below was provided to the Commission at its December meeting and is included again here for reference.
Staffing for park project development and construction includes the Recreation and Parks Director (Director), Parks Manager (Manager) and Public Works Project Manager (PM). The Director is responsible for the overall project management from start to finish including identifying and managing funding sources, master plan process, detailed design and high level construction oversight. The Manager consults on park designs and handles daily field coordination during construction including problem solving with the PM, contractor and architect. The PM coordinates directly with the contractor, inspector and architect during construction and manages all aspects of the construction, including detailed paperwork. On larger projects, the PM is also involved during the detailed design development.
To give a sense of scale and scope for a park projects, this outline provides the “Life of a Park Project” from the very beginning to opening.
1) Identify funding for the three primary phases of a project: Master Plan/Conceptual Design, Detailed Design and Construction. This includes writing and managing grants, identifying available City funds and requesting funds from City Council as needed.
2) Conduct a Request for Proposals process for a Master Plan/Conceptual Design or Feasibility Study.
3) Manage the high level design process with an architect and conduct a public input process to ultimately develop a Master Plan/Conceptual Design.
4) Conduct a Request for Proposals process for Detailed Design and Construction Documents and contract with an Architect.
5) Manage the development of detailed design and construction documents. This step may be coordinated with the PM on larger projects.
6) Identify ongoing funding sources for long-term maintenance of the facility.
7) Secure City, regional, state and federal permits as needed per project.
8) Go out to bid for construction. This is primarily managed by the PM.
9) Build the project which includes problem solving as issues inevitably arise, managing the budget and coordinating with Public Works, architect and contractor.
10) Grand Opening!
As the project planning portion of a project, steps 1 through 7 are currently coordinated solely by the Recreation and Parks Director with the exception of some assistance on construction document development.
DISCUSSION
Planning a park project takes a strong attention to detail, managing a wide variety of tasks, an ability to facilitate an effective public input process, coordination with stakeholders, and an understanding of project components such as utilities and park facilities.
A Senior Management Analyst is an existing job classification that fulfills the needs for park project planning. Some of the examples of duties include managing projects, developing and implementing programs, conducting research and analyzing projects and issues, grant development and management, making presentations and conferring with other departments, public officials, consultants and residents.
If this position were added, the management strategy would be for the Director to continue to coordinate high profile and large park projects, including De-Pave Park, the City Aquatic Center and Fernside/Eastshore Public Pathways. The Senior Management Analyst would manage smaller projects, including the Annual Playground Replacement, Towata Park kayak launch, and Jackson Park play area. This position would also provide administrative support for grant management, Requests for Proposal development and implementation, contracts, design development and permitting.
FINANCIAL IMPACT
The Senior Management Analyst annual salary starts at $101,745 and the top step is $123,672. The total compensation at the mid-range of the salary scale, including benefits, is approximately $160,000.
RECOMMENDATION
Recommend to City Council a staffing plan for Alameda Park and Recreation Department project management.
Respectfully submitted,
Amy Wooldridge, Recreation and Parks Director
Exhibits:
1. Alameda Park and Recreation Facility Project List