approval of policies, rules, regulations, and operational procedures. Agency Evidence of Compliance: In general, the Park District Board of Commissioners is responsible for creating and updating policies and plans governing the Park District and staff in administering the policies. The responsibility for creating and updating, or causing to be created or updated, procedures for implementing policy or departmental or operational plans falls to the Executive Director. Standard Authority for Approval Proof of Approval Vision Board of Commissioners Community Comprehensive Plan with Park and Recreation Component Village of Oak Park (page 5) Park and Recreation System Master Plan of Commissioners Strategic Plan Board of Commissioners ADA Transition Plan of Commissioners Public Information Policy and Procedure of Commissioners Leadership Succession Procedure Board of Commissioners Annual or Biennial Budget of Commissioners Codes, Laws, and Ordinances Board of Commissioners Risk Management Policy of Commissioners Risk Management Plan and Procedures Board of Commissioners
Visitor Comments: Visitor Evaluation: Met Not Met 3.3 - Internal Communication Standard: A communication system shall be established to ensure the accurate and timely transfer of internal information among staff. Suggested Evidence of Compliance: Provide a communication matrix illustrating how internal communications are managed by the agency. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 5 – Organization Structure and Administrative Operations, pp. 86-87. Agency Evidence of Compliance: The Park District of Oak Park communicates internally with its staff using the methods outlined in the Internal Communication matrix below. Communication Event Frequency Responsible Party Method Senior Leadership Meetings Twice a month Executive Director In Person, Agendas Management Meetings Once a month Executive Director In Person, Agendas Department Meetings Once a month Department Heads In Person District Directions Employee Newsletter other month Director of Marketing & Customer Service Bulletin Boards, Hub Full-Time Job Announcements (separations, openings, hiring) As needed Director of Human Resources E-mail Policy Changes As needed Executive Assistant Hub Meeting/Training Announcements As needed Varies E-mail, Outlook calendars Organizational Announcements As needed Director of Human Resources E-mail, Bulletin Boards
Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 3.4 - Public Information Policy and Procedure Standard: The agency shall have approved policies that govern what information shall be released, when it should be released, and by whom it should be released and that demonstrate the agency’s commitment to inform the community and news media of events involving the agency. Suggested Evidence of Compliance: Provide the written statement of policy and procedure, indicating approval by the proper authority. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 15 – Public Relations, Marketing, and Customer Service, pp. 375-377. Agency Evidence of Compliance: The Park District of Oak Park is committed to providing quality information to residents, visitors, community organizations, and the media about parks and recreation services and news. Doing so fosters trust with the community. As outlined in the Park District's Policy on Public Information1, the Park District uses a variety of communication tools to provide information to the public. The Director of Marketing & Customer Service oversees the process and timing of dissemination of information to the public, including the media. The Park District has the ability to distribute releases through its website by adding them through the "News" feature and tagging them as "Press Releases." The press and the public have the ability to sign up to receive an E-Alert anytime that a press release is added to the website, which increases the distribution and timing of news delivery. As of February 2015, the Park District has released over 60 press releases2 through the website since it was re-launched in August 2014. The public can use this same tool to sign up for other types of notifications3, including when a new RFP, RFQ, or Bid becomes available or even when registration and park & facility updates become available. Media inquiries are first routed through the Director of Marketing & Customer Service who serves as the first point of contact with responsibility for coordinating and handling inquiries. In the event of a crisis, the Park District will follow the procedures outlined in the Park District Crisis Management and Communication Plan4. Documentation: 03.04.00_Policy-on-Public-Information.pdf
Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 16 – Human Resource Employment, pp 414-422. Agency Evidence of Compliance: DPRAC - 4.8.1 Salary Ranges Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 4.1.9 - Performance Evaluation Standard: shall be a fair and systematic procedure for annual or periodic appraisal of job performance. Personnel evaluation shall be utilized for the development and improved quality of the individual's performance on the job, as well as a basis for promotion, monetary increments, and dismissal. Although evaluation is a day-by-day process, there shall be periodic specific reviews with the employee. An employee's personnel file shall include a written annual evaluation. Suggested Evidence of Compliance: Provide the procedures and a sample of completed performance evaluations without identifying personal information. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 17 – Human Resource Management, pp 445-448. Agency Evidence of Compliance: DPRAC - 4.8.3 Appraisals of Job Performance Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 4.1.10 - Promotion Standard: There shall be an established policy and procedures available to all employees defining
Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 4.7.5 - Liability Coverage for Volunteers Standard: Agency volunteers be covered for negligence liability. Suggested Evidence of Compliance: Provide documentation indicating coverage of volunteers for negligence liability. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 17 – Human Resource Management, p. 458. Agency Evidence of Compliance: As evidenced by the District's 2014 Liability Coverage Document1 from the Park District Risk Management Agency (PDRMA), volunteers are covered by the District's liability insurance for "occurrences" or "wrongful acts" that may occur while acting on behalf of the District. Documentation: 04.07.05_PDRMA-2014-Liability-Coverage-Document.pdf Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met 4.8 - Consultants and Contract Employees Standard: The agency shall have policies and procedures regarding the use of consultants and contract employees. Suggested Evidence of Compliance: Provide the agency’s policies and procedures regarding the use of consultants and contract employees. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed.,
and recreation shall be ongoing and systematic and should be done in cooperation with the community, e.g., schools, other leisure agencies, business, industry, and commercial recreation establishments. Suggested Evidence of Compliance: Provide examples of the methods utilized by the agency to educate the community on the benefits, values, and impacts of leisure and recreation services to a diverse range of participants and non-participants. Provide the last review of effectiveness. Informational reference in the Management of Park and Recreation Agencies, (2010), 3rd Ed., Chapter 9 – Program Services and Event Management, pp. 172-174. Agency Evidence of Compliance: The Park District of Oak Park has implemented a number of strategies designed to educate the community the use and benefits of leisure. For example: The Park District has created a document regarding the "Impact of Parks & Recreation1" on the Oak Park community which is distributed to Park District partners, community leaders, reporters, citizen committee members and others to orientate and educate them. The benefits of parks and recreation are often included in program descriptions2 included in the Park District's program guide. The Park District promotes the benefits of recreation on its website3. Through the Park District's Program & Event evaluation tool, customers are asked for quote about their experiences in our programs. These testimonials4 are used in Park District marketing efforts and in other areas to demonstrate the benefits of parks and recreation. The Park District used benefits language to promote summer camps on a flyer5 sent to every household in Oak Park as part of the Village of Oak Park FYI Newsletter. Documentation: 06.04.00_Impact-of-Parks-and-Recreation-Document.pdf 06.04.00_Benefits-in-Program-Descriptions.pdf link to Benefits Promotion on Park District website 06.04.00_Testimonials-in-Program-Guide.pdf 06.04.00_Benefits-on-FYI-Flyer.pdf Agency Self Review: Met Not Met Visitor Comments: Visitor Evaluation: Met Not Met