Digital Evidence: Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 4.7 - Volunteer Management Standard: There shall be a volunteer management function within the agency, including a comprehensive volunteer management manual that includes policies and procedures related to the management of volunteers. Suggested Evidence of Compliance: Provide the volunteer management manual. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 17 – Human Resource Management, pp. 454-458. Agency Evidence of Compliance: The agency has a comprehensive Volunteer Services program that is coordinated and monitored by a full-time Parks and Recreation staff member. The Volunteer Services Coordinator has developed a comprehensive Volunteer Services manual with policies and procedures for staff to follow as they interview, train, schedule and evaluate the volunteer staff. The role of the Volunteer Services Coordinator is to be the gate keeper for the Department’s needs, to advertise, recruit and record the many hours and projects the volunteer staff provides for the Department. The Volunteer Program has an extensive website that has all the information that the public would need to know to be a part of the volunteer program. Digital Evidence Volunteer Services (website) - Agency Self Review: Met Not Met
Visitor Evaluation: Met Not Met 5.3.1 - Financial Status Reports Standard: The agency shall periodically, monthly at a minimum, provide financial status reports. Each appropriation and expenditure shall be classified according to function, organizational component, activity, object, and program. Suggested Evidence of Compliance: Provide financial status reports for the previous three months. Financial status reports shall include, at a minimum: Initial appropriation for each account (or program); Balances at the commencement of the regularly defined period; Expenditures and encumbrances made during the period; Unencumbered balances; and Revenue status. Agency Evidence of Compliance: The JD Edwards-Enterprise One Financial System can create monthly status reports. Data in the Enterprise One Financial System can be manipulated easily through date and code changes by the user to reach the desired information. The Enterprise One Financial Budget Reports are very comprehensive and detail revenue and expenditure information including but not limited to, original and current budget, monthly amounts, year to date amounts, encumbrances and balance remaining by individual object codes. Digital Evidence: Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 5.3.2 - Position Authorization Procedures Standard: The agency shall have established procedures for maintaining control over the number and type of authorized filled and vacant positions to ensure that persons on the payroll are legally employed and that positions are in accordance with budget authorizations. Suggested Evidence of Compliance: Provide the position authorization procedures and budgeted positions. Agency Evidence of Compliance:
The Administrative Code allows the Department to hire and compensate staff. The BOCC must approve all new position requests including changing a position from part-time to status. Either of these is done primarily through the budget process or a separate Board action is required. Occasionally, new positions or position class changes are not processed during a budget cycle. Sufficient budget must be available to cover the cost of the position or additional funds are requested at that time. Reclassifications may or may not be processed during budget preparation and do not need Board approval. However, they are processed through the County’s Human Resources Department and approved by County Administration, providing the department/division requesting the position has sufficient budget. Digital Evidence: Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 5.3.3 - Fiscal Control and Monitoring Procedures Standard: The agency shall have established procedures used for collecting, safeguarding, and disbursing funds. The procedures shall enhance security and accountability of all monies received by the agency. Suggested Evidence of Compliance: Provide the fiscal control and monitoring procedures. The fiscal control and monitoring procedures shall include: Maintenance of an allotment system, if any, or records of appropriations among organizational components; Preparation of financial statements; Conduct of internal audits; and Persons or positions authorized to accept or disburse funds. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 20 – Budgeting, pp. 572-576. Agency Evidence of Compliance: Lee County Parks & Recreation complies with the Lee County Administrative Code, as well as refined procedures in the Department’s Operations Manual. There are several facilities that collect and secure cash for the fees and programs.
Visitor Evaluation: Met Not Met 5.5 - Budget Control Procedures Standard: The agency shall have procedures for budget control with periodic reporting of revenues and expenditures, and continuous management review. Suggested Evidence of Compliance: Provide the procedures for budget control within the agency and examples of periodic reports. Agency Evidence of Compliance: There are several versions of budget reports available including revenue and expenditure reports in the JD Edwards-Enterprise One Financial System and Purchase Order Tracking System (POTS). All positions and related activity are tracked through KRONOS Workforce Timekeeper, a countywide software program that tracks personnel hours and benefit time. Position Control is a program that is used internally by the Department to further track personnel and allocation of time to facilities and programs. The Cost Benefit Analysis (CBA) is compiled by using data in the Department’s internal databases to provide the cost of each facility and program within the Department. JD Edwards-Enterprise One Financial System reports are generated monthly for all program budgets as well as the Capital Improvement Program and Major Maintenance. These reports are distributed to management staff for review. Digital Evidence: Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 5.5.1 - Supplemental/Emergency Appropriations Procedures Standard: The agency shall have established procedures for requesting supplemental or emergency
Visitor Comments: Visitor Evaluation: Met Not Met 6.1.6 - Cooperative Programming Standard: The agency shall enter into cooperative agreements with public, commercial, and nonprofit entities to provide programming. Suggested Evidence of Compliance: Provide current examples of cooperative programming with documentation, such as Memoranda of Understanding (MOU), Memoranda of Agreement (MOA), or partnership agreements. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 6 – Partnerships, pp. 98-102; Chapter 7 – Planning for Strategic Management, p. 159. Agency Evidence of Compliance: Lee County Parks & Recreation works with various public, commercial and non-profit agencies to deliver programs and reduce competition. The Department has an interagency agreement with Lee County School Board in which the Department maintains and operates certain facilities on school board property. This allows the school and general public to utilize these recreational spaces without requiring duplication. Working with the local Sheriff Youth Activity League, free swimming lessons and summer open swim are provided at Tice Pool. Lee County works with the Nations Association (non-profit), The Heights Foundation and YMCA to provide recreational programs. Each of these groups has their own facilities, but also works with Lee County to provide additional programming at the Department’s facilities. The Department works with the various “Neighborhood Core Groups” and Human Services to better understand what other agencies are offering and what is needed. For areas in which services are lacking, Lee County contracts with various vendors to bridge that gap. Such services as paddling craft rental, bicycle rental and food concessions are provided by commercial operations. Digital Evidence: Nations Association Programming (website) -