HomeMy WebLinkAbout0629.093December 11, 199)
THE HONORABLE CITY COUNCIL
Palo Alto, California
Members of the Council:
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The community Services Department:. provides services that gives
people the opportunity to make their lives more f~lfil!ing. with
that in mind, staff spent a great deal of time d~veloping missicn
statements and a budget structure that reflects this department's
role in the City. At the same time, it is crucial that the
structure be familiar and easily recognizable to the community.
Staff went through all the same processes as the other departments
in identifying ,the customers, staff work as!siqr...z:lents and varied
activities thrCJughout the department. Staff recognized that this
is the last of several documents de! in ins the MDB process by
d~partment, so, rather than repeating all those steps, an effort
has besn mads to prepare a document that reflects the outcome of
their work in a format that is brief, informative, pictori'3.1, and
liqht-spirited.
80 LFrts COT THROUGH 'THE RED -rAPE •••
CMR,629,93
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KlNDLETHE PASSION FOR LIFE THROUGH INCREASED KNOWLEDGE,
ARTISTIC EXPRESSION, PHYSJ('AL AG7Jr1TY. SOCIAL HELP ,1ND
EN]OYMEh'TOFTHE OUTDOORS.
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ARTISTIC
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EXPRESSION
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RTS & CULTURE SERVICES
INSTIll. PASSION FOR THE ARTS IN ALL ITS FORMS
MAJOR ACTIVITIES
1 J::~:.:~~~,:~pp"<,,.
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Champion the value, t~e apprecia
tion and understa ndi n9 of the
lIisual .. rts.
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ORe..-XXI of exhibrtior1,!; at CuItuP'1I
Ctffiler and OJfol,lids .XX# of educe+
tional programs per {")(hibitfcn.
t';Q"jde XX, edtlcational opporru
nities toXXt of ~udenls (K-12J.
lieach an attendance of XX,.
visitors to the CviWral Center.
Offer XXI af classes in the vi:!ltJar
arts (or XX, of children and BdoJib
Exhibfl; XX% of 1he City'S permCi
nent cajh;lction of art.
tiof'., alld un(ter&tandinQ of trte,
parfcmling 2rt$
Offer XX. of Child~el'r's The~tfe
productloM and events for fami:",
2.:Udlen~9 and I~ach an atten
cl~nce average of )0( "0 p~,
ptllform,Jnce.
Offer Chikjren'" T~'!l-"tre jJiuti,:ipa
ti(m \har;ds--onl opportunities to
XX. af yQUr1~ people.
Reach )0(/1 atle:1dee~'ai.ldienC:8 at
Children's iheatre prad<.iCtions.
ci!l3Sf!S!, woJ"1(shops, low rlI and
event.~
Contract WltM three performing art
residem compa n'eS! to offer XX
produC\ic.l"I& gerYlf1g XX. of people
witfl an ane-ndance ave1ags of
xx: ,,, per performanr..e
Produce XX. musk/dance CO!"i+
<:'t!rts t,",roug'wut Palo Alto whlCM
provide pf!rfcrm~ng cpportunities
for XX, of Indh'lduals and whfct)
re~c{>,e5 en audierv::1: of XX •.
QHer y.xr of c!asses irt tl1e-per
formlrtg arts fo{ XX. Of chi1,df.en
a .... d edul:s
COMMUNITY
PARTNERSHIPS
Work. with the Community to
strl!f1g,hsn ti"e r'!ealth and vitalit.,.
of the arts: in Palo Alto,
Maintain XX % occupOllX:y of th&
CubbErlev studio proje-=t.
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JACILfl'Y OPE'RATIONS
Care f(l(, and use Pa 10 Mo's arts
facilities 8pprop1lillte to thei r
~ignedfuf'lC\.ion.
: 1]"\1.. f 'II \"'~ :,'f
XX, of equipmerrt and h:c;ii':re5
will be operational XX % of
the time.
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INCREASED
KNOWLEDGE,
ARTISTIC
EXPRESSION,
PHYSICAL
ACTIVITY,
SOCML HELP
UBBERLEY
TO ENHANCE THE 17T.4L17T OF CUBBERLEY
ASA COMMUNITY CENTER.
MAJOR ACTIVITIES
} ll·1IIVTE1'UNCL·
Mal1age the day TO day operations,
~nitj<lte facility ;mprovemenls and
raise funds for m"jor capjtal
imiJrovements
Process XX % of fildllty rental
IJpplicetions within five working
d8'111. \after initial ao~ua( 000"';"91-
Receive & ~good" rating -:on XX 0/"
of the Customer Service SurveY6
received from the piJbiic, tenaflts
and hourly users
Ger.e rate $XX 1 n hou rly re nta I
reven'U€:s
Conduct major fuodraising
events to rai~ SXX towards
capital imprOlOements
Develop community support for
Master P'an F,mdrs,sing I
implemerHing a mari<eti 9
promolion prO<;:lrsm
Maintair'1 the buridings. and
grounds In.& :;~fe and clean
cOlldillO'l
Meet XX a'a of !he r'J r.ant/ust! ~
custodial n~ds ilS determined
through a customer service
'Suovey
Report XX %.:Jf m;ainte-nanC€
service calls within two day!> or
rece'lOing the reque(;t,
Meet with toe landscape mo.inte
nanee conlractor a~ least twice
m(.'f)thly to insure that XX % of
contract speci'flcati-or"s are met
To remove or paint XX % of
grGfflti wi,h;n three \/IIol1\'ln9 days
of discOlOery
Initiate XX citpitat improveme"",
wh:ch will enhance the Cllnter's
appearance and use.
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PHYSICAL
ACTIVITY,
OLF SERVICES
PROMOTE THE ENjOYMENT OF GOI F
FOR PEOPLE OFAUAGES
MAJOR ACTIVITIES
1111lNTBNANCE
Improve turf dtH~$ity and plB\iabil+
i!~' to pro\/jde r:cOlS i$lent playil'HJ
conditions,
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Prco'lide cor-sistcm ~eight, teKtIJ:re
and donsity to XX "'~ of turl erM~
based or. golf stand;lrds for
gree(ls. tees fairways and rough,
Maintain defined perimeters and
uniform sand dept!l in XX % of
ths total nl.'mbtl'r of bu ~k(,rs.
Ensurtt Ih;]t XX % of all amenities
are functional. cle:!n and have
an acceptal>t& appeara:1ce fQr
goff customers
II ~TE:R MA1VAGEMElVT
Maintain l''Yrigation systems
at peA" operat,nf1C!l eftdenc-y.
e QU?P.H£~'T MAI\~4GEMEl"''T
Provide repair and service In
allow eqllipmern 10 bE-opef::.ted
a1 ma);.irT'.;Jm productlvHy and
efficiencY levels
En:sure that XX % of a II tools
and eq ... ipment are in iJ safe and
operable .condition as designed.
Provide iii pJe ... entivtl maintanance
program ~h~ trOlcks XX % 0'
repair date! and invenlOJy,
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laspe<::t af1d repair XX % of
~he oper.,ting system on a
weekly basis.
1) ERSOl.lNEL MANAGE
-MENT AND DEYELOP
MF..NT
E :1$ur~ a system that meets XX %
of tile OJ igi nal deslgn capab:!hies.
Prag,am iind maintair) irriga,ion
Sy!'telll at XX % of water use
<Aficiency.
Provide supe Nisinn a;"1d stat'
training as mandated by local.
S'iale and federal ager1cies
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Ma;r.ta;n XX % of alt r'NUIn~ti
documentation.
El)sUle that XX % of rBquired
training IS achieved.
Provide for XX ~;. of a II
emplovees continu,ng edl.Jcation
toward required certifications,
C· OMMUNITY OUTRE-fCH
Promote the interaction o~ I.l~r
~rQupsto heir-maintaIn and
improve facllltJes
Provide XXII' of co mmunity
forums fOf jnput rt:!garding
improvempnts, m<lfntenance
and jong lange planning.
Pro mote and pro\/ide XXii of
opport: • .mitie:!' fal volunteer'sm
10 pret.ar.-e "Ind ~r.hallce thtl
~ppcafa1\Ce and condition Qf
Golf faci iitiM
bUSINESS OPERATIONS
Re:sp(msjbly manage a,..,d
promote golf o~rations liS
a business o~r<lllo,,'1.
E nlHJ~it that inct)mes exccsd
E"xpsnses by XX % c.'f tOlal
rl!'I/~r\ues.
F'rovide )(X % reserved tee
times for resident use.
Ensure that XX % of (:umomers
"re satisfied With t~e \/3lue re
ceived. comrJarahle 10 regiollill
u~ patterns.
(~J.P, PROJECTS
Promote and devdop C.I.P. pro
grams which create ~Oriomies.
efficiencies and impro\/ed cus
tarne( S(:r·,;;(.-e levels.
EnSlOre that all projects are
designed, implemented and
progfeSt;~r1g as planned in BCcor
Q'H'.C"," 'Nith C0f'\tract ~l'-CclfiC!iti,,~o:;,
Pre-paJe IQn9 ranye plar"ls fo( tne
next X.'I< ""mblH of budgel c,'cles
, , UAlAN SERVICES
ASSIST' PEOPLF: IN CRITICAL NEED
MAJOR ACTIVITl ES
(-. ONTRACT
~1DMINISTRAI1ON
SOCIAL HELP
Provide financial and lechnk:al
assistance to :ocalllumOl" 3ervir.:e
agencies.
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Human Servi!:tl's stJH will 3:5$ure
that ail hum .. n service·funded
ilgc.'l-.cies wiil nave s;pcnt Ihe;r
aflocat&d fundffig appropriately
and will at:hievc their goa\:!o as.
fIt.ted in tt1eir .::ontracts bV
June W, 1!?95,
<. OMMUl"lT~
P.·1R17\'ERS/J/PS AND
PUBLiC SERVICE
CcHeborate ..... ith (Jrgani18tions to
rn;; .. inli~e :eS:OtJrc~, hl!'igllten
8war'!ness. and r.espond t" (;:urrent
human sel",lice Driorities
Human Services !lItaff ..... 111 assi3t
the Human Aelat:o(1s Comm~ssioll
and thei~citjlen I'ldvi~ory groups
ij1 nJlfillir;g XX"';' !"If tr.eir goal!>
"nd objectives.
Staff will supplemerot Gtl"neral
Fund dollar:; by utilizing XX
voluntefof Mours
prov,de infc.rrt1ati;:)n and educa
'.Io!'\al outreach to XX number ot
cftizens at1d businesses in the
(;ommunity.
Sta~f wll! acllle ... c H,cir goals whe'1
haT'l<jliT'lg huffta'l'1 s~rvlce Prlori~If~5
wi:1"iin two year5.
(~l/lLD CARE SERrIa:S
Support affordable and 'Y...cessible
c~ild care services
All cleve . .., schoo' age child care
prog~am5 w;!1 meet (hs needs of
O'tnrolled famme$
Ct>lld Cafe Mastsr Pllin wi!1 be XX %
Tmplemei1led by J .... n~ 30,1995.
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INCREASED
KNOWLEDGE
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IBRARY SERVICES
ENABLE PEOPLE TO DISCOVER mINGS OFTHEIR OWN CHOOSING.
TO ENRICH THEIR liVES H1TJI KNOWLEDGE.JNFOIVI4ATION AND ENJOYMENT
MAJOR ACTIVIT I ES
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lNFORMtfTlON
To e.s.sis' p£oy1e in thei~ search
fOt" f3Ct$ ~nd km.)wledg-e
I\J:'H.I \,j i"t.I{J"
To f9Sporid to reference questions
or requntl; for lmOfmatlC!'1 or: the
urns day XX% of time.
To maintai., indllxing of loc.;I
ncv.""'SpaPtl'rj,s enline w!l11in XX.
of d IIVS o:fllltr pub/k:ation.
To proviall XX% of items re·
quEl1lted frOIl1 iibra ries out.;;td-e Palo
Alto (interlibrary loanei within
XX, of dll'\ls.
COli£CTIONS
MANAGEMENT
To provide org,anitoo and acr.es·
sible library oollections that afe
~ponsive to community roeeds
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To ha'.1e p.'Itrcns looi.;in 9 fer
spedfic t~tles locate tham in II
libra ry XX% of the time.
To checkout library maf.eria~,;: an
average of XX times per yea:.
(T.., measurE 1!ffu.-.;tivenEo815 of
selecting titles lelevaf)t to
l)sers riNds.)
To have XX%. of mat.,rials pub·
Hshed withi n last five years.
(To ;n ... as~.J(e C,.HTtI'lC-;' of ilbrary
ccileo;;:tions.\
To r.,aice XX%. of new ma'erials
avail .. ble i? pubtic within X weeks
of receipt
CiRCULATION
To ~end end retrieve library
Materiels
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To col!ect XX% ot tt1e O\l("fr:fue
fineS!9Vi~.
To maif)tail" XXtt of ci rc.:la~iol'ls
per capita.
(JurRE.ACJI
To pro .... ide en~ichmeni ac1i\lities
ar1d to support .::;:,mmuni!y
partl"'er-ships.
Achieve a pro';Fam anenda!1{:1!"
rate for chijoren undel 13 of XX
per t:apita
Ae<iister XX",," of~hildr('f'l under
age 12 with Hbrary r.afds
Increil5e h" XX""';' the number of
penons r~1JIi!,ly served by the
"tlomebOl,nd prQgra'n
... '-;UPPOKT SERYICES
To ef1hanCf! 13:1 aspects of
HbrelY operations through safil
bLlildings, rehabl~ equipment
a rod !~hr.o log)'.
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Maintdin aU publi<: e~uipment
to zchieve XX%' of operation.
1mplem~~t Phase 2 of libfllry
automatic" project by ,n.91:1'111 ing
Eth8rne!·ba~d computer networit
and upgradin" XX% of system
tflf1T1inais by June 30, 19S5
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PEN SPACE
AND SCIENCE SERVICES
PROTECT liND INTERPRET OUR NATURAL WORLD
FOR. PEOPLE TO ENjD};
NOI~'AND IN THE FU7VRE
MAJOR ACTIVITIES
eDUCATIOl'UL
SERJ7CES
Pro"ide sclet':ce ~:Jcation end
i~tBrpr8tiv9 3Ctivities
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Offer XX il'1t&rpr"!lve a.,d
science ed~aticn acti'Jilies, with
an icth,i'!.ies'Cilnc81\at;-;m r~le!}(
less than XX %.
Provide hands-cn scier'lCe iM:ti\litiec
for XX $Chool children ir1 the
~AUSC ttJfough 'th& Scienc~
OlJtredr.i'1 Program.
l11AlNTENANCE
ENJOYMENT
Mainlain the -oper. !=paces devel
oped areas a'1.d ~acIlities i!'l a safe
and elea n concfrcicn.
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P.espo,..,.d te 100% of aH complaints
regard! r'lg the safety end cleanri
ness of fitCll'!ies ...... ithin XX hOIJrs..
Ensure thm XX %.:)f all facilities
lin d improvemenU are function""
safe and clean.
(!MERGENCY RESPONSE!
ENFORCEMENT
Provide a &11ft ::apable of respon d
ins to emerqency ~il ... aticns in
Open Space and Scienr...e5 are.u
and pt"o-vide fO)r ttae enforcement of
ordinances designed to prot'Jd: life.
and pubhc prc~rty
l \ I r' l', ~ '. i 1 ,," t
Provide enforcement and erner
ger;.cy rM;)Ons.) trainif1g to a1l
regula. ranger stfltf witl1.n XX
molltr1-S 0' i(l;tial erflplc.,·m!!nt.
Provide re-traif1ing 0 ppc..rtun Itles
for al1 reguiar rangEr staff so !hat
XX%. of staff is. cu~er.t~:1 emer
\:le-ncy flloponse a nd law enfal ce
menl certific3tion.
OF THE o 1.lTD 0 ORS.
ll'ILDLlFE/RESOURCE
MANAGEMENT
COMMUNITY
PAKTNERSHIPS
Foster the active involvement of
inclvidvlIls and organizations ir.
colla borat've efforts ~onsislent
with the nliui.;lr; of the Open
Space and Scienres.
\,l .... orking with other non-profit
agendes. co-sponsor )0( events
of community interest in :t.e
natural5icien<;eS.
SupplemCni existi~ resouJ'Cf!S by
ma-inl<Jinlng iiin i!cti\l~ volunteer
program fc~ the Open Spllce!ond
~1cnces, with XX volu nteers
penorrr:;ng X)( hour!. oJ
¥olul"ieer servi~
Preserve and l:onlierve the natural
C'PE'I space a~eas, wildHfe and
museum (.-oli~tions entrusted to
the Oven Space and Sciences. 90
as 10 leave them unimpaired (or
the enjoyment of future genera
tions
Demon;-tr&Ie U-.e Junior Museum's
cOflt;;;uing cOrT'.:-nitrr,~nt to-hi9h
profe~ionel standalds by
reeeivi ~ re-3('"I:;reditati'ln with
the Anlerican Assodation of
Museums by XK
Demor:stl<lte the Zuo':s profes·
sfonal stilndard:s by rece;v,ng
first-tim!':! a.xreditati<J1i with the
American Association af Zoologi
cal Part.s arid Aq uarra for the
Zoo by XX.
WOlt .... ith !ocal. state and feaeral
<lgerlcill's to ensurll' the populatIons
of Cahfornia Clapper Rails and Salt
Marsh Harvest Mice in open space
aft' .. !) become a r'ld re m<li(1 stable.
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PHYSICAL
ACTIVITY
ARK SERVICES
PRESERYE PALOALTO'S PARKRFOR PEOPLE TO ENJOY
MAJO R ACTIVITI E S
InAINTENANCE
F;tt:ility "~eE!!" and repairs mat
allow for s.coJe. cle""n (Jnd attrac:i .... e
ovtdoor facilities.
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Ensure that XX % of part. tu rf
areas are c8p!1ble of supporting ai I
reaS() n8ble lawn adl\litles
Ensure thai XX % of !Ii; too~s. and
~uipment are in safe and oper
liIhle condo!lor, as d!"'Sig ned
CONTRACT
MAN3GEMEN1"C.I.P.
Manage contriI'Cts 'or main:e
nanee services and CJ.P. PI oiects
to pro\lide at'nctrve outdoor
facilities and improve parl
iOlfras,ructlIr~
MonllOr millnlerHIr'1Ce con:ractors
da;I'I to ensure the toigi'",est qUilli tv
of WOIk: anc adhere to lOO'fc> ofttle
[JRAPPITI REMOVAL
Ensure that Pa ric faciiitie!l have
an iKce-ptitb!e appi!;1rance free
of graffiti.
To respond 10 X:X % of 9f11ffl~
removal reQue'>1:s w~tnjn
>CXt c~ hours.
Ensu re that XX ~o of pe ric. fa.cii ities
are free of grilffitj
Ensure that XX~. of pla'lt'S To:;t ilre
replacet! fgroL>f'dcover or shrubs].
contract spec,ficatlons. ( ..
OMMUNITY Renovat'9 p:ayg ro und eq LJipment
Ensure Ihat XX '% of Pa Fi!: facrlit,es
a~e sefe. fUflctio!'o&I, dean and
have iin acceptable "ppe .. 'an(.~
at XX % of park; facjlities t;) com pi.., OUTREAt....'"'I{
l L~1TER MAl\'AGEME.l>iT
Maintain and program &)::,sting
'.rn'i)'1tion systems SQ the" operate
wi!h federal and stale Si'fe't)'
regu lation!;;
RenOV<lte XX % c:.f park furnishings
10 prevent lrojurie9. Inclease
Llseabili'ly a!"ld improve &esthetic~.
Renoys\e and improve X)( % of
park lrrigatio'l S"-($tems so t"!J"I
operate at peak efflci.er;c'l
at peal<, effictenc,. 1 )
"" I' ERSONNEL
Ensul.! that XX 'lie. of 3:1 i~rig8tion ."'fAN~1.GF.A'lFl\'T AJ\.V
systems are rn31ntJined and DEr'1:'LOP}.'IENT
operating according to desigl1
Pro-mote the interaction nf U'ger
gro\.Jps to nelp me;f'1ta~n and
improye facilities.
Pre-mote ar.d provide XX .. oppo!""uJ
nitil!'s for \lolu nteer ism tQ preserve
a,.-;d enhance the appearan=:;e a~ld
condition of Par\ !i!u;::,l'lties.
XX % of budget :;ours wi II be
<:ommitted 10 organiza~~cr. and
implemer1tatioo of Ihe Adopt·A
?arlo: ~lIogram.
ENJOYMENT pauems.
E!'.s.'$t: t~at XX % or an irriga~ion
controiiers are inspected weekly \')
erSlIre l!'Iey are operotir'lg accmd
Prov,de supervision and staff
training as ma'lda!ed by' local
st;! • ., .and feder,1r agencieo;
PrOl,ljde XX# of commtmity fOf"Jm:s.
for mput reg<uding ~t"1prOVement6.
main.tenal"'C":! an.d !eng ran.ge
plenn;ng.
OF THE
OUTDOORS.
i ng to tirr;e s.ched ules
EnstJrE-tn;;t)(X % of "a wa~el
related emergenC'; c<llis alre
responded to wi:hln a 24 hour
time pf'riod.
Mainlair. XX ~,'o of .&11 'eQuirea
noeu mer.tali on.
Ensure Inal XX % of required
bai'ling is achieyt:d.
PfQ""Oe b; XX 01" of all eITar.\cye~
cont~nuing education t.'lWMct
r .. quirtld certif.cations,
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PHYSICAL
ACTIVITY
ECREATIOIVAL SERVICES
ENRICH PEOPLE'S LlVES THROUGH PERSONAL GROWTII,
PHYSICAL CHALLENGES ... AND FUN ...
MAJOR ACTIVITIES
(lDULTPROGRAM
ONer activities that raise 100 %
of p~o9ram costs tt~rough us",r
feot'ls and donation5.
;',1', ',,_ l ".j,
Offer aduJt prog rams that attract
XX p .. rticr~<mts.
Imp1emef1t iii. ~ast XX new
rec..rea:tian programs or work
5hop!; for adults.
Conduct XX % of the :;:lass9$ 3nd
pu:.gra ms erigina IIV schaduJed_
Re.::over XX % of aodult activit"(
prog ram costs.
YOUlll "ITEEN
PROGRAMS
/
< ) ROGRAMS FOR
_ PERSONS 117TII
SPECULNEEDS
Offer acti .... ities for youth and teens
t~at rals.e-XX % of program costs
tt-; rough uscr fees a'1d dona!ions
Offer a<;tiyil,€S for the disabled,
senior adurts. bilingual, and rnllf
Income populatic.ns that raise
XX % of program f&ds thrcugn
U'5er fe€s and dOJJilt~cns_
I'·
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Insure that f&Cllft"!!s etre m,.;n
tained ~ :n"-!t crty re-sou(ces
<Ire prolecte-tl and public use
is inCfeased by XX % O\ier
pre\liou~ .,---ea~
Genersle S)()( increcrsed p¥Ogfam
re'lle-nue through imp;-oved mar
keting ar.d :nc re;»ed user f~s.
Begin to de .... e!op ploce<::ures that
\/I/!Il e.nable cummenl. to ~Ne
Crt";' recl'@a!iQn facilities from
multiple locations by JunEt. 19:96.
Offer yout", ar.d teen pfograms
ttlat attract )()( participants.
, ' " .' S"PEClALEYENTS
OHef programs for special popula-Il __
Establish XX new w mmer day
camp progrdms (or expalld!ln
e-)(Isting program by 3U slctsl.
E r.:abl ish XX r.ew .--~reation
prognms for families bv June,
'996.
Recovef XX % of vouth a'1d
teen activity program t:osts.
tia'15 Ih;rt attract XX partlei penis. Produce. su pport and coordin-ate
Set:ure $XX in direct cas~ contri
butions in Support of recrP.!'Jticn
programs for persons with
special ... ~eds.
SuppJement Cit.,.-r€source-s.
bV ge~,,_!ating )(.X« hours {>t
\/Oruntcer aSSilllsf1Ce in program:.
for persons With special needs.
C,ty-wide s~ial events and
Division publicity ilnd
mBrketin-g efforts.
i'II'\; I I'" ...
Pro-du t:e a ndlor support at le.ast
XX ilnnual special e\le-t'lts at
XX different ver.ues thfOUghovt
the City.
C(lordinate or produce XX % of the
publIcity and public ~nJormalion
for the-Cornmunitv Servk;es
Oepartrr)enfs progr.!lms, daS$8s-
3r'1d e\"~nts,
Produce XX ~MlIe5 f')f the ENJOY
t:atalog o~ Class a.nd program
inforn-.atian
Furm.a; Depa,1men:-wide spE"<;ial
evenl:s tea..., that Will meet re-g~·
rarly to coordinatE!! Clty-wlt:k
events, insure "lear communica
tions <lnd provide-qUlclr sollJ"tions
to rilrg<l! evaM (..'haileng('!11
t-,
, .,
I
~
L'IAPPRECIATION TO ALL TIlE PEOPLEWlIO
SPENT MANY I lOURS AND SEVERAL MEETINGS
COMPILING THIS lI\roRl\IATlON ...
Syh"Bu.r
Potllrigr
S""",Ch~
LindaC~
D ... o..x.
Paul Diu
Morilyn GilktJri.
lleoe lIertz
IIlduonIJ-
0;.,.. J • .";,,g.
MoryJo Lovy
Leon Kaplan
Jorry Lun...,.
DPidMartm
;!o....llll Mill~
Mary !\.oliata
Katy ObrinV[
DOD Pi:.Ina
M.ureen Ran
LHaShwnakr
Paul Tb~tgen
DelTborpc
John \\-'alton
Rob"" Wan!
FredW~C.
John WdlWn.
DoUI Willlams
'-l i~l_ I 'f -, 1 "1 J I I I i
Henrie'ta Burroughs
Tl-lna l.ov(:feheCk
Janet Stane
, •
I ~
1
Now that you have reviewed the
final product, here are the steps
staff took to prepare the proposed
Mission Driven Budget.
"KINDLE THE PASSION FOR
LIFE."
:<'.,' .
Discus.:Jog
In the fall of 1992~ the co~unity Services Staff began work on a
two-year process of preparing a strategIc Plan for the department~
The first step in that process ~as to document the Val\leS that all
staff mero~ers e~brace as they do their jobS. All 130 staff members
W'ol'ked in collaboration to identi fy these val ',Jes whic'n are:
servico-Oriented
Quality, customer-dr-iven, go the extra mile, responsiveness,
efficiency, courtesy, excellence. pride.
Opon communication
Listening, advocacy, responsive, respectful, honoring, trust,
confidentiality, courteous, empathy, co;npassionate~ patience, two
waYr responsiveness to community.
Recoqnition of tbe Indivi4ual
Personal growth, pride, satisfaction l self-esteem l supported,
loyalty, values diversity. cultures, community.
Diversity
community, organization l individual, cultuLes, ideas, resp~ct for
tradition.
Creat.ivit.y
Innovation,
flexibility,
visionary, risk-taking, courage, change-oriented,
individual initi~tivel resourcefulness, passion~
Esprit d4! corps
Teamwork, cooperation, cohesiveness, consensus, collaboration,
loyalty, acknowledgement and recognition.
Integrity
Trut.hfulness,
prof.essionalism~
honesty, trust~orthy~ accountability,
keeping your commitment, respectful, authentic.
As the COIilmurdty Services Depart.T!:ent embarked on the process to
develop a new budget structure, the values ~ere again used as the
starting point tc guide staft on its six-lDonth journey to CI:eate
this new 'Way of explaining the department's services. 'l"wenty-seven
staff members worked as a task force and served as facilitators to
share ideas ~ith the other 100 depart~ent staff menbers. The first
step staff took 'Was to develop an extensive list of customers, and
the functions conducted by each of the five divisions ~ithin the
community services Department~
Using this information base, the task force brainstormed and
developed fO;J.r different ..... ays in which the department services
could be organized as possible functional areas. They are as
follows~
3
"
J
I
I \,
! CATEGORY ONE'
P~09r .. s and ~~lie Services
Assistance to Artists
Assistance to Nanprofits
Inforntation Ser ..... ices
Education
Library Services
Golf Services
Park Services
Building Services
Children'E Services
Adult Services
Senior Services
Special Population Services
Performances and EVents
EKllibitions
Rentals
Collections
Communi~y Partnerships:
Advisory Groups
Task. Forces
Friends
Volunteers
Co-sponsorships
PAUSD
Fundraisers
PUblic\PI'"ivate
Contracts
Support servi ces
Planning
Marketing and Public Relations
Administration
Budgetinq
Personnel
Contract Monitoring and
RFP Process
Staff Support
Clerical
CUstodial
Grounds Maintenance
In-House Coordination
Fundraising
Staff Training
Cash Handling
Building Services
Park Services
Program evaluation
4
CATEGORY TWO
Chil~!'.anl,
Children's Thea.tre
Children's Library Services
Children's Classes
Arts and Cultur~
Recreation
Project Look
Junior Museurn\Zoo
Child Care
:lout}': Counci.l
Youth Contracts
seniors:
General
CATEGORY 'I'KREE
Arts and Culture
HU'Illan services
Par-'ks
Colf
Recreation
Open Space and Sciences
Cubberley operations
CATEGORY FOUR
Facilities and Other
Foothills Park\Interpre~ive
Center
Bayl~nds\Interpretive Center
CultUral Center
1<a i n Library
Terman Library
Children's Library
Mitchell Library
Downtcwn Library
College T~rrace Library
Lucie Sterr. Center
Mitco@ll C'ente-r
C-:.lbherley
Community Theatre
Children's Theatre
Children's Theatr@
Golf Cours@
Parks
Using thIs brainstorming info:-rr'.ation the task fo.tce created four
different possible sets of function~l areas:
Sports (Golf)\Recreational
Activities
Ed~cation\Classes
Performing Arts
Events (Special and Annl..talj
Human services
Library services
Park. se.rvices
sciences and Environmental
Visual Art-.s
GROIJP ;2
sports and Athletics
Educational and Cultural and
Enrichment
Sccial Services
Public Information\Facility
Servjces
Eve.nts.
Environmental
Recreational
GROUP __ ~
Education\Instructional
services
Leisure Services
Perform:i:r-.g Arts
visual Arts
special Population Services
Special Events
community Partnerships
Facility Operation\services
Management services
Marketing\Public Relations
Information Services
GROUP 4
Events (Special and Annual)
Education\Enrichrnent
Performing A.rts
Sports\Aquatics\Camps
(Recreational a~d Leisure)
Visual Arts
Information Services
H1.lman Services
Sciences and Environmental
ParX services
Facilities Rentals
Facilities Maintenance
These lists were discussed and out of that came a consensus list of
functional areas:
Events (Special and Annual)
Education\Instructional
Sports\Leisure SerJices
Social Services\Special Populations
Performing\Visual Arts
Environmental\Sciences\Facilities\Parks
Public Information\Information services
Community partnerships
Libraries
Management Services
The task force took the consensus list back to the staff as a whole
for discussion with other staff members. After these discussions,
the task force decided that~ even though these functional areas
mean something to staff, they would not be clear to the community~
What is clear to the community is the department's existing
organization ~hich is already defined by its services. So, after
5e~./eral 'iaTeelcs of wrestling wi th iss~es, introspection and
discussions, the task force decided that ~hat exists now docs not
need much change. Following are the eight f~nctional areas:
5
.,
,
,
I
, Arts and Culture Services
Library Services:
Recreational S~rvices
Open Space and Sciences
Services
Golf Services
Parks Services
Human .servic~s
Cubberlel services
The next step was to develop the major activities for each of th~
functional areas and t..:; create a Mission statement tor both the
functional areas and the major activities and then develop some
sample impact mea5ures for cr,e !!',ajor activity.
DepArtment Mission: The Con\'T!unity Services Department is committed
to leadership which creates opportunities for t.he community to
improve their quality of lite.
1. Arts services
To provide an environment and programs condu-:::.ive to the
enjoyment. growt.h and understanding of the arts.
visual Art$ -To provide experie~ces and opportunities to
create and participat.e in all visual arts media for people
of all ages, and to promote the appreciat.ion. understanding
and value of the visual arts.
Performing Arts -To provide experiences and opportuni~ies
to create and participate in all performing arts disciplines
for people of all ages, and to pr.::.~ote the appreciation ..
understanding and value of the pl'!rforming arts.
Provide xxx opportunities for participation in children's
Theatre prvductions, workshops and classes.
Continue to provide ChildL'en's Theatre experiences for
audiences and participants which serve XXX people.
Continue to provide a Children's Theatre program 'Which
perpetuates the ideals of democracy and community values
towards the arts while fostering individual skills in
cooperation, socialization. creative and critical thinking
and leadership for the future.
Produce. through the Adult performing Arts Proqram. XXX
programs and perform~nces which serve an audience of XXX.
Produce Adult Performing Arts programs W'tdch provide a
variety of experjences tor xxx adults and cbildren to have
opportunities to learn and to participate in the performing
arts.
Provide Adult PeriGrming Atts programs in music, dance and
theatre of diverse character and culture, reflecting the
human and social D',ilieu of the past and present, through
presentations of classical. ethnic, ja~z and popular music;
b~lletf ethnic and creative dance; and opera, musicals,
classical and contemporary theatre, including fj rst regional
performances ~
6
"-.',
c~mmunity partnersbips
maintain partnerships ~ith
the health and vitality of
To seek out~ establish~ and
the private sector to strengthen
tne arts in Palo Alto.
Facility OperatioDs -To maintain ~nc utilize Palo Alto's
~rts facilities. appropri~te to their designated function~
2. CUbberley
To rna:1age the CO!llJ!lunity Cer.t:er's 35 acre site consistent
'With the Ci ty\School District Lease Agreement, Master Plan
and the needs of the community.
Operations -To manage the day-to-day operations, the hourly
rental program, coordinate support services between City
Depar~,ents and users and disseminate public information.
Maintenance -To maintain the buildi ngs and grounds in a
s~fe and clean condition.
Provide cnstodial services to tenants ..... hich meet XX-X% of the
specifications o'.ltlir.ed in their leaSE agreerr.ents.
Report XXX\ of maint.enance calls -wi thin one day of receiving
the request in our office~
Meet with thia landscaoe maintenance contractor at least:
twice monthly to communicate needs and concerns.
Master Plan Fun4r&isinq To develop and implement a
fundraisinq plan which will build strong communjty support
and solicit funding for major capital improvements.
capital Izprovements -To initiate facility improvements
which will enhance the Canter's appearance and use.
3. Golf servic ••
To provide affordable public golf that !!'.eetl!:, customer nel;!ds.
sup~rts cornmu~ity activities and is competitive in the 901f
marketplace.
Maintenance -ro maintain a golf facility that is safe and
enjoyable fer users.
Water H&naqement -To maintain and progra~ e~ist:ing systems
so they operate at peak efficiency.
Maintain soil moisture levels at XXXi of field capacity.
Facilitate repairs within xxx hours.
Rsqu1aticn M&baqement To
regarding cu~rent requirements
federal agencies.
supervise and train staff
mandated by local, state and
Contract Nanaqem81lt -To maintain efficient operation of
contractor services.
,
.-;-;~~~
"-;'-:-.-:-
·c -"~ j.('
CommUJ:!ity Partn~rl!lhip8 -To interact 10iith user groups to
provide a competitive facility.
capital Improvement Projects -To designate and impleme~t
facility imprcvements.
,~ Human services
To provide a coordinated social service delivery system in
response to the diverse needs of the community.
Huma~ Relations Commission\Tesk Forces\Community
Partnersbips -To utilize citizen input for the development
of huma,n service programs; to assis.t the City in better
understanding the need.s ot the comIr.unity and to develop
pub.lic\private partnerships in order to maxirr.ize available
resources.
PUblic Inf'or.llation\Education -To provide information
and educational outreach to the community regarding
humatJ s.;!rvice issues~
contracts -To provide funding and technical assistance to
local human service agencies t~ enable them to better se~ve
their client population.
All XXX Human Services funded
grant appropriately by XXX
contracts.
agencies ~ill have spent their
(date). as ~tated in their
Human Services ~ill prov~ae technical assistance to all XXX
funded agencies in order for them to achieve their stated
·Scope of Services· in their contracts.
By ma~imizing the use of available City fundS, agencies will
be assisted in addressing the most critical needs of their
clients.
CUrrent Priorities\crises To respond effectively to
specific areas of major concern.
Child Care -To develop and maintain an array of child care
services in the community which provides affordable and
acct!ssi.ble options for Palo .Alto residents and employees.
s. Library Services
To promote public library service ~hich enables all
individuals to explore lifelong learr.ing and pleasure
through collections, information and programs.
Itlformati~1I Services To answer questions r te provide
guidance in the search for information, to assist and train
in the use of materials and equipment, and to develop
resources that help meet community needs.
B
6.
Collectio~8 Man~gement -To provide and maintain organized
and accessible library cpllections that are responsive to
community needs.
Achieve XXX\; success rate for patrons f indj ng specific
titles in the Palo Alto City .Lih!."ary system.
Maintain an average turnover rate of cataloged i terr:s in
library collections at XXX times per item per year.
Circulate XXX% of collections at least one time in a year.
Have YXX\ of materials in cataloged collections pUb~isned
within the last five years.
MaJr.e XX>:% of new materials available to the public within
eight weeks of receipt.
Circulation services To create and maintain aCCL!rate
records for the lending, recovery and tracking c·f 1 ibrary
materials, to ad:'!linister librar'Y poliCies and procedures~
and to acccunt for revenues generated by th~se activities.
P~o9rama To provide programs that enrich a divers~
population and support library services.
Facility Operations -To provide facilities and equip-II'.e.nt
that support safe j secure and efficier.t utilization of
library services and resources.
OpeD dpace and sciences services
To provide opportunities for
understanding and appreciation of
people to develop
the natural ~Qrld.
Cin
Educational services -To provide a variety of formal and
informal educational activities in support of the mission of
the Open Space and Sciences~
Maintenance To maintain the cpen spaces and related
facilities in a safe and clean co:-.dition j consistent ...-ith
the mission of the Open Space and scjenc.es~
EIlergency •• sponse\Entorcement -To prov ide a staff capable
of responding properly to emerqenci~ situations in Open Space
and Sciences facilities and to provide for the enforcement
of ordinances designed to protect life and public property~
COlIIJIluni ty partnerships -To promote the active invol ve!!':ent
of individua.ls and organizations in collaborative efforts
consistent wit.h the missler, of the Open Space and sciences .
• il~lite\R.sou~ce management -To preserve and conserve the
open space areas j wjldlite and museum collections entrusted
to the Open Space and Sciences j so as to leave them
unimpaired for the enjoyment of future generations.
9
!
Maintain the high standards of museum operations necessary
to maintain accredita~ion for the Junior Museum tram the
Americah Association cf Museums.
Maintain high standards of zoo operations by receiving and
maintaining accreditation for the Zoo from the A,A.Z.F.A.
7. Park services
8.
To develop, maintain and preserJe city parks and landsGaped
areas to accommodate a diverse population.
~aiDt.nanC8 -To provide maintenance and repairs that allow
.for safe, usable and attractive outdoor facilities.
Contra.ct Hanaqement anO Ca.pital I.mprovements -To manage
contracts for 1>'Iair.tenance sen ices and Capital Improvement
projects.
Manage all ~aintenence contracts to ensure that all contract
specifications are met.
Update the annual park survey infrastructure improvement
project list. to identify needs by xxx (date) of the current
fiscal year.
complete all planned CapiCal Improve!t'Lent projects prior to
XXX (date) of th~ current fiscal year to increase the safety
and usage of park facilities.
Raqul.tion HanaqeRent To s~pervise a~d train staff
regarding current requirements mandated by local, state and
federal agencies~
water Manaqeaent -To maintain and program eKistinq systems
so tbey operate at peak efficiency.
community Partnerships -To promote the interaction of user
groups tc help maiTitain and improve City facilities~
a.creational servicge
To provide a wide range c,f activities} events
in response to the diverse recreational
commiJnity~
and facilities
needs of the
A4ult programs To offer activities that provide
educational J sel f-improvement, recreational and leisure-t.ime
opport~nities for adul~s.
Develop and implement st.ratc-qies to. ma1o:'.e adult programs XXX%.
cost covering by the end of the 1995/96 fiscal year.
complete a measurement process to measure recreation pr-ogram
quality and diversity and tak~ steps necessary to maintain
,;jnd/or increase the quality of city and other group adult
recreation programs.
10
-'";;.~·.)~:·i~"·
~.~-: ~' -.-. ",.
Youtb Proqrams -To offer activities that provide a full
range of edu-:-ational, self-improvement, recreational and
leisure-time opportunities for children and teens~
p~oqram.s for special P'Opu~ations To offer S'.lbsidized
activities that provide a full range of educational, self
improvement, recreational and leLsure-tir:-.e opportunities for
users ltJho have special needs.
special ~~.nt5 -To offer or support a variety of special
events that provide diverse opportuniti2s for all ages and
cultures.
Facilit.ies -To provide safe~ clean and attractive
p~~blic recreation facil ities for users.
This material was revie ..... ed at. the SMG retreat in August and it: was
pointed out that this d~cuaent 'Was accurate, but it did not
represent :.rho Coml'l'l'!J!lity Se.rvi.ces is and 'What the department
providE:d for the community. The Mission state:!lents especially did
not give the true flavor of ~hat community Set~ices is all about.
This feedback 'Wen~ back to the department task fOl.~ce which agreed
with the criticism. It truly was a bl.!reaucratic, boring dccument
that did not give a picture of co::nrnunity Servic€:5 ar.d ,,",'hat it means
to the Community.
To refo~ls the thinking, the task farce started looking at some of
the ~ords that people might use if they ware to describe what they
feel when they use the departm€ntls services and they include:
Words Describing Community services
Energy
creative FUn
Learning
Exciting
Fitness
Happiness
:Knowledge
Expansion
Gro'Wt;h
PerDonal Journey
Infonnation
Envircnment
Nature
Beauty
Feelings
Color
Joy
Peace
Express Themselves
Expand
Help
Kindness
Support
Assistance
Ages
Fulfillment
SpacE!
Road to everywhere
and anyYhere
11
" with these feelings in mind we refocused our thinking and
concentrated on creating Mission Stateme~ts that represented how
the community sees our services ~nd reflects the passion we have
for providing these servicEs. Out of t.his has evolved th:e
completed document that you have already revieW'ed~ We have tried
to present 'What is a necessary process in a pleasing format that
tells a story of what we do~
Remember to ":r;:indle Your Passion For Life.n
Respectfully submitte~;
~--_G~_q(;:~-: ___ _
paiI. Thil tgen ------_.-J
D~f)ctor of C . , nity Services
Attachment: Community services Pictorial MDB document
12