Park District of Oak Park

Transcription

1 Park District of Oak Park Procedure Manual In partnership with the community we enrich lives by providing meaningful experiences through programs, parks, and facilities.

2 Executive Director ADMINISTRATIVE PROCEDURES Executive Director Chain of Command Board Meeting Calendar Board Action Calendar Board Packets Executive Session Meetings Verbatim Records Public Comments All Staff Meetings Staff Social Events Receiving and Answering FOIAs Posting Agendas Record Retention/Destruction Reserving Meeting Rooms Reserving Meeting Equipment Gift Acceptance

3 Date Reviewed: d By: of Marketing and Customer Service MARKETING AND COMMUNICATIONS Chain of Command - Manager of Marketing and Customer Service Absence Communications & Marketing Request Brochure Program Guide Bid Development Program Guide Development Development and Delivery of the School Enewsletter Enewsletter Development Employee Newsletter Development Updates and Information (Monthly Staff Reports to Board) District Directions Kids Report Press Release Development Website Update and Maintenance Steps for Securing a Sponsor Banner Posting Requests Banner Posting Checking out of Park District Camera Developing Park District Display Boards Bulletin Board Procedures Master Site Planning Process Organizing a Groundbreaking Ceremony Organizing a Ribbon Cutting Ceremony OSLAD Grant Implementation Refunds and Transfers Refund and Waitlist Running the Lottery Hanging Items on the Wall in Public Places

4 Reviewed: : Finance Director BUSINESS OPERATIONS PROCEDURES DONE Director of Finance Absence Preparing and Filing Tax Levy Supplemental/Emergency Appropriations Comprehensive Revenue Bond Rating Bill Payment Identity Protection County Ethics Filing Investment PCI Compliance Property Exemption Annual Audit Budget Process Bank Reconciliation Journal Entry Processing Month-end Reporting Cash Handling Setting up a Credit Card Account Daily Cash Receipts Processing Setting up MSI Account Petty Cash Approving Purchase Orders Wire Transfers Accessing Park District of Oak Park Webmail Service Assign Permissions to a Shared Directory Backup of Information Systems and User Data Reporting Computer and Information Technology Related Problems Setup New PC For User Payroll Processing Filing Federal and State Taxes Entering an Employee Into the System Employee Service Portal Reporting of New Employees Filing of Accounts Payable Files Postage Machine Filing Federal and State Taxes

5 5.800 Invoice Creation P-card Reconciliation and Processing Setting Up a New Vendor Year-end Reporting For Accounts Payable

6 eviewed: : Superintendent of Recreation RECREATION PROCEDURES Chain of Command Superintendent Youth Basketball Practice Time Lottery Parent and Player Code of Conduct Coach Evaluation For Youth Athletic Leagues Equipment Pick-up For Youth Athletic Leagues Equipment Turn-in For Youth Athletic Leagues Volunteer Coaches Discipline In Youth Athletic Leagues Friendship Requests For Youth Athletic Leagues Uniform Distribution For Youth Basketball, Baseball, and Floor Hockey Leagues Uniform Distribution For Youth Soccer and Instructional Basketball Leagues Team Formation For Youth Basketball Leagues Team Formation For Youth Athletic Leagues Selection Of Youth Basketball Leagues - Volunteer Coach Of The Year Award Volunteer Coach Selection For Youth Athletic Leagues Picture Distribution Contagious Illness Reporting Dragging The Ball Diamond Bases Chalking Field Groomer Maintenance Checklist Take Down Duties For Baseball Adult Athletic Leagues - Rosters Determining League Champions For Adult Athletic Leagues Wet Fields Equipment Inventory Checklist Dispensing Medication Child Abuse Reporting Extended Care Pick-up Late Pick-up Participants Drop-Off Participants Pick-up Requesting Inclusion Assistance Van Use

7 6.308 Safety Check Shared Bathroom Use Between Public Programs Visitors Safety During Program Hours Affiliate Background Checks Reserving Audio Equipment With The Recreation Department Notifying ADA Barrier Completion P.A.C.T. Organizations' Field & Court Use Permit Requests P.A.C.T. Organizations' Field & Court Cancellations Purchasing Office And/Or Building Furniture Recreation Department Vehicle Use Low Enrollment Discontinuation Of A Recreation Program Recreation Program/Class Cancellations Or Changes FLW - Race Director FLW - Assistant Race Director FLW - Race Marshal FLW - Registration Chair FLW - Sponsorship Chair FLW - Volunteer Chair FLW - Buildings & Grounds FLW - Risk Management FLW - Marketing Chair Preschool/Playschool Installment Billing Cleaning and Sanitation Indoor Playground Supervisor Checklist Barrie Park Sport Court Daily Procedures

8 ewed: ent of Revenue Facilities REVENUE FACILITIES PROCEDURES Chain of Command - Revenue Facilities Superintendent's Absence Code Adam Emergency Response Plan - Fire Emergency Response Plan - Medical Situations Emergency Response Plan - Chemical Leak VAT Drill Discipline MANUAL - Life Guard Pool Opening/Closing Work Schedules Pool Weather Hotline Learn To Swim Hotline Cash Handling Locker Room Check In/Check Out Locker Room Rules Harness Usage Freestyle Private Lessons Public Skating Goalie Equipment Jersey Handout Procedure MANUAL - Adult League MANUAL - Travel Hockey Zamboni Operation LPG Tank Change Gymnastics Office Guidelines Gymnastics Arrival And Departure Gymastics Center Closing Gymnastics Registration Gymnastics Student Evaluation Gymnastics Parent Observation Gymnastics Equipment Checklist Gymnastics Gym Tots Lice

9 7.632 Lice Notification Gymnastics Safety Film Gymastics Safety Rules Preschool Playtime Guidelines Gymnastics Make-up Policy

10 te Reviewed: d By: rintendent Building and Grounds BUILDINGS & GROUNDS PROCEDURES Chain of Command - Superintendent of Buildings and Grounds Seasonal Maintenance Facility Closings Uniforms Equipment Training Special Events Telephone Systems Computer Systems Large Scale Sub-Soil Operations (Julie) Push Mower Operation Weed Whip Operation Irrigation Systems Bleachers Turf Operation Infield Grooming Groomer Operation Lining Soccer Pitches Installing Snow/Sod Fence Sled Hill Inspection Ice Making Tree Maintenance Trash Removal Chain Saw Operation Chipper Operation Play Centers Playground Inspection Park Inspections Exterior Restrooms Drinking Fountains Tennis Net Installation Snow Removal Snow Plowing Salt Pickup

11 8.602 Vandalism Vehicle Accident Lift Truck Operation Vehicle Operations Vehicle Checks Fueling Vehicle Breakdown Trailer Hook-up Radio Operations and Charging HVAC Challenges Hot Permit Work Interiors - Ceilings Interiors - Daily Building Checks Interiors - DOORS Interiors - Floors Interiors - Walls Interior - Windows Burglar Alarms Locks/Security Winter Building Checks Fire Exits Lighting Systems Exterior Roofs Exterior Walls Building Apron Shelters and Structures (Parks) Natural Gas Service Water Shutoffs Water Meter Locations Electrical Circuits Circuit Breaker Boxes For Facilities Plumbing Systems HVAC Systems Utility and Powered Systems - Electrical Utility Working with VOP Water Department Contacting ComEd Drill Press Operation Welding Table Saw Operation Frequency of Inspections

12 e Reviewed: By: of Marketing and Customer Service ENVIRONMENTAL PROCEDURES Green Operations Planting Program Tree Management Bio-diversity Energy Resource Management Integrated Pest Management Carry In/Carry Out Program Recycle/Reuse

13 HISTORICAL PROPERTIES PROCEDURES CHENEY MANSION PROCEDURES Chain of Command - Cheney Mansion Opening And Closing Of Cheney Mansion Cheney Mansion Staff Responsibilities Volunteer Management At Cheney Mansion Renting Cheney Mansion Procedures For "Day Of" Rentals Programming At Cheney Mansion Breakfast, Lunch And Tea With Santa Choosing Preferred Caterers Holiday Decoration At Cheney Mansion Photographing at Cheney Mansion OAK PARK CONSERVATORY PROCEDURES Chain of Command - Oak Park Conservatory Staff Responsibilities In The Parks And Conservatory Providing Plants For Park Beds Greenhouse Production Schedules Conservatory Greenhouse Management Plant Acquisition Shading The Conservatory Showrooms Creating Programming At The Conservatory Special Events Rentals At The Conservatory Accepting Monetary Donations Conducting Plant Sales Gift Shop Operations Conducting The Weekly Plant Clinic The Memorial Tree Fund Photographing At The Conservatory Volunteer Management at the Conservatory Working With The Friends Of The Oak Park Conservatory

14 CHENEY MANSION PROCEDURES Chain of Command - Cheney Mansion Opening And Closing Of Cheney Mansion Cheney Mansion Staff Responsibilities Volunteer Management At Cheney Mansion Renting Cheney Mansion Procedures For "Day Of" Rentals Programming At Cheney Mansion Breakfast, Lunch And Tea With Santa Choosing Preferred Caterers Holiday Decoration At Cheney Mansion Photographing at Cheney Mansion

15 OAK PARK CONSERVATORY PROCEDURES Chain of Command - Oak Park Conservatory Staff Responsibilities In The Parks And Conservatory Providing Plants For Park Beds Greenhouse Production Schedules Conservatory Greenhouse Management Plant Acquisition Shading The Conservatory Showrooms Creating Programming At The Conservatory Special Events Rentals At The Conservatory Accepting Monetary Donations Conducting Plant Sales Gift Shop Operations Conducting The Weekly Plant Clinic The Memorial Tree Fund Photographing At The Conservatory Volunteer Management at the Conservatory Volunteers At The Conservatory Working With The Friends Of The Oak Park Conservatory