Leadership Staff Meeting

LEADERSHIP STAFF MEETING

JANUARY 3, 2013

Present: Mary Beth Thaman, Stacy Schweikhart, Claudine Heizer, Mike Fleener, Bill Tschirhart, Jim Engelhardt, Angie Riviello, Shelly Beculheimer

1. Budget Debrief—Bill will meet with staff individually to see what they need from RecTrac to better serve their monitoring needs. MBT stated that she wants staff to more frequently review their budgets and be more proactive in making any necessary adjustments. The department cannot wait until the end of the year to find out they are behind in their budget projections.
2. Reduction in Nonresident Percentage for Passes and Drop-ins—Currently the department follows a 50% increase for non-residents for passes; 100% increase for drop-ins and 25% for classes. It is not certain where the original percentages came from, as they have been in effect since the 1980’s.
   Discussion: It is felt that the 100% increase for drop-ins is too high for non-residents and has an adverse effect in certain program areas; i.e. Rosewood; Arena. Some areas, such as Adventure Reef, would become too crowded if there was a reduction in nonresident rates. Staff needs to be sensitive to Kettering residents.
   Jim Engelhardt will head up a task force to review this issue. Shayna, Sonja, Angie and Bill will be part of the task force. MBT stated that decision needs to be consistent across the board.
3. Seasonal Training/Recruitment Procedures—MBT stated that the department’s goal is to be more intentional with their recruitment of seasonal staff in order to receive a better pool of applications. A recruitment brochure is being put together to assist with this. The intent of the brochure is to provide each employee with the standards and expectations of them as employees of the department and the city. Each area should include an insert with specific job expectations. Every recruit should receive this brochure and a job description.
   The collective current practices have been put together in a grid for staff’s review. It outlines timelines for advertising, initial training, ongoing training and evaluation processes. MBT asked staff to review to see if there are practices that could be standardized department wide. It was thought one person should coordinate recruitments with the various schools. Stacy will take on that role.
   MBT will be talking to each Leadership staff one-on-one about more formal hiring, training and evaluations practices in all program areas. Regarding evaluations, it is important to do evaluations on all employees at the end of season to let employees know how they are doing or to let them know reasons why they will not be rehired next year.
4. Recruitment Calendar—MBT took the information submitted by staff and sent it to H.R. This to give them a heads up on recruitment timeline for seasonals.
5. Rec Aid/Facility Set Up Issues—MBT mentioned that this item was discussed at retreat as a concern. Staff felt that this issue has been resolved with the recent hiring of rec aides.
6. Joint PRCA/School Staff Meeting—MBT would like to host a meeting with the Schools similar to the one the department did a couple years ago. Principals, counselors and PRCA staff met to review partnership ideas to make things better. From the information submitted by staff, Shelly compiled a list of potential topics for the meeting. Staff thought a good date for this meeting would be the second week of April after spring break. Principals need to be in the buildings at lunch, so breakfast may be a better time. The Habitat would be a good location. It’s all about getting children active after school. Need to include Alter, St. Charles and STEM school in discussion. MBT will contact the Schools to schedule a date.
7. Civic Rates Policies and Procedures—tabled
8. Instructor Evaluation Form—Shayna stated contract is ready for use by staff.
9. Xavier University—MBT distributed information about classes provided by Xavier University and encouraged staff to attend.
10. The Barn Intranet—Shelly thought this would be a good tool to assist front line staff by keeping key information in one location and providing a chat for shift transitions. Drew is conducting a training on January 24. Due to the number of PRCA staff interested, Shelly will talk with Drew about setting up a separate training for PRCA staff.
11. January 17 Balanced Scorecard Meeting — MBT stated that Barbara Heller will be working with staff on updating the Balanced Scorecard, including incorporating the five customer service initiatives into the global overall plan. The afternoon sessions will be devoted to drilling down on specific objectives and tactics in each program area.

The next regular Leadership meeting will be February 7, 2013.

LEADERSHIP STAFF MEETING

JANUARY 8, 2014

Present: Mary Beth Thaman, Rachel Sherwood, Shayna McConville, Mike Fleener, Bill Tschirhart, Claudine Heizer, Jim Engelhardt, Sonja Rom, Shelly Beculheimer

Absent: Stacy Schweikhart

Balanced Scorecard—MBT reviewed the three items from the Balanced Scorecard that are scheduled to be completed in the second quarter: Department Service Standards; Measurements Grid; Seasonal Hiring Improvements.

Service Standards—It was decided that Leadership needs to have a two-hour workshop to define the service standards and to develop quantifiable ways to measure these standards. Shelly will schedule the workshop. Once the standards have been framed up, the next phase will be to develop a training process.

Seasonal Hiring Improvements—Leadership wants to develop benchmarks to be used when recruiting seasonals who will match the values set by the service standards. It was agreed that this item should be tabled until the service standards have been framed up.

Measurements—Revisions to the measurements document is in process. Sonja is coordinating with Leadership to ensure everyone is on the same page as to how measurements are calculated. Measurement definitions will be outlined in a one-pager fact sheet. It will be reviewed at the February supervisors meeting. Goal is to ensure continuity of how measurements are calculated throughout the department, and it will be a useful tool for new people.

Employee Organizational Strength Indicators Survey—It was decided to conduct this survey mid-summer when there will be a larger pool of employees to take the survey. It will be set up in Survey Monkey.

Budget—MBT asked staff to carefully monitor their budgets. While it will be late February before Finance reports are out, staff has RecTrac and other resources to keep on top of their budgets. Let her know immediately if it looks like projections are not going to be met in certain areas. It was noted that the Arena is already running a deficit. It is hopeful that other areas will be able to make over their budgeted projections to make up the deficit. Maintaining our department’s subsidy level needs to be a team effort.