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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 1.40
PERIODIC DOCUMENT REVIEW POLICY
March 18, 2021
Section 1 - Administration
I. PURPOSE
Public Facilities, Recreation & Special events (PFRSE, Department) shall review policies,
procedures, plans, and other guiding documents at regular intervals in order to ensure that the
documents are accurate, relevant, and current.
II. POLICY
a. Significant agency documents will be reviewed according to the intervals listed in the table
below.
b. When local or State regulations require PFRSE to comply with policies and procedures
generated by external department or agencies, it is incumbent upon PFRSE to identify and
comply with external policy and procedure additions, deletions, or updates through
PFRSE’s regular review process.
c. PFRSE’s policies, procedures and plans will be in compliance with any relevant external
mandates.
d. PFRSE’s policies, procedures, and plans will be reviewed and approved by the appropriate
authority to include the PFRSE Director, the Park and Recreation Advisory Commission,
the City Manager, and/or City Council.
Document Interval Notes
Non-City Entities
Facility Legal
Requirements
Annually Each permit/license/inspection interval
varies and is managed by different
organizations. Annual internal reviews
ensure compliance with all.
Other City Entities
Personnel Policies
and Procedures
HR-as needed
PFRSE-biennially
PFRSE personnel policies must comply
with HR policies.
Records Management
Policy and
Procedures
City Clerk-as needed
PFRSE-biennially
PFRSE records policies must comply with
City Manager and City Clerk policies.
Records Management
Disaster Mitigation
and Recovery Plan
and Procedures
IT/City-as needed
PFRSE-biennially
PFRSE records policies must comply with
IT, City Manager, and City Clerk policies.
Park Land Acquisition
Procedures
Development Services-
as needed
PFRSE-biennially
PFRSE policies must comply with
Development Services policies.
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Area and Facilities
Development
Procedures
Development Services-
as needed
PFRSE-biennially
PFRSE policies must comply with
Development Services policies.
Risk Management
Policy
RM Division-as needed
PFRSE-biennially
PFRSE policies must comply with Risk
Management Division policies.
Recruitment Process HR-as needed
PFRSE-case by case
PFRSE process must comply with HR
policies.
Compensation Plan HR-as needed Submitted to HR if significant changes
made
Job Analysis for Job
Descriptions
HR-as needed, or as
positions become
vacant
PFRSE submits classification-action
requests for HR approval
Workforce Health and
Wellness Program
HR-as needed PFRSE employees participate in
programs offered by HR.
Employee Training
and Development
Program
HE-as needed
PFRSE-biennially
PFRSE employees participate in
programs offered by HR; PFRSE offers
additional job training and professional
development opportunities.
Emergency Risk and
Communications Plan
City Emergency
Management Office, as
needed
Part of COG Emergency Plan, functions
led by Public Affairs, elements reaffirmed
in PFRSE Public Information Policy
reviewed biennially
Internal
PFRSE Master Plan Every 10 years
PFRSE Strategic Plan Every 5 years
PFRSE Goals and
Objectives
Every 5 years PFRSE Master Plan
PFRSE Strategic Plan
Updated annually as part of budget
development process
Recreation and
Leisure Trends
Analysis
Every 10 years Part of PFRSE Master Plan development
process; as part of other planning
projects as needed
Needs Assessment
Every 10 years Part of PFRSE Master Plan development
process; as part of other planning
projects as needed
Administrative
Policies and
Procedures
PFRSE-biennially
Must comply with other City policies and
ordinances.
Community Relations
and Marketing Plan
Every 5 years Developed with Strategic Plan, evaluated
annually
Comprehensive
Revenue Policy
Biennially Fee schedules reviewed annually as part
of budget development process.
Recreation Plan Every 5 Years In conjunction with Strategic Plan
development
Program Objectives Every 5 Years Part of Recreation Plan development;
reviewed annually
Education for Leisure
Process
Every 5 Years Part of Recreation Plan development;
reviewed annually
Maintenance and
Operations Standards
Every 5 Years
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Recycling/Zero Waste
Plan
Every 5 Years Complies with City recycling program
General Security Plan Annually COOP
Authorized by: Date: March 24, 2021
James P. Burke, Director