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Custodians:

Food/skate lending proposal for general manager Brenda Patterson

September 5, 2010

Dear Ms.Patterson,

I'm writing to suggest a "next step" in the relations between CELOS and Parks& Rec.

CELOS would like to collaborate with several levels of Parks and Rec staff to test whether and how the small good-food cafes and winter skate-lending programs that now exist in neighbourhood parks (Dufferin Grove, Wallace, Campbell) can be fully integrated into city operations. Recently, with the two visits of Anila Lalani, we thought that this integration project (first requested three years ago) had finally begun. We were disappointed to find that Malcolm Bromley had only asked for an audit of the current arrangements. Transparency is important, and the City now has the information contained in a year and a half of the CELOS general ledger. We're happy to explain the categories we were using, and to show all the $109.54 No Frills receipts etc. However, that step alone does not take us closer to our aim -- seeing how existing food programs and skate lending can continue to enrich park programming in a way that is integrated into the "core objectives" of our tax-supported public commons.

On August 1, 2010, CELOS together with part-time recreation staff set up a new Quickbooks file that documents specifically the food and skate lending programs, including all income and direct expenses. We would now like to take the first practical step (of about seven necessary steps) to test the sustainability of these programs. We would like the city's part time staff at Dufferin Grove to be paid all their program hours by the city (instead of some by CELOS). An equivalent amount of cash would be deposited to the City through McCormick Rec Centre, from the food and (in winter) the skate revenue. That would include benefits costs, so that the net cost increase for the City is $0. Will you support this step?

Next would come the difficult question of materials costs (easy for skates, very tricky for groceries). A greater amount of flexibility is needed than is available from the Division's current user-fee book-keeping. This is where collaboration with the PF& R accounting staff becomes important. Will you direct an accounting staff person to have 1-3 very focused working meetings with CELOS and part time Dufferin Grove staff to test out how to pay for supplies? This is also a point at which the internal auditor could give her evaluations of what accountability problems may be overlooked. As soon as a workable approach has been found, all revenue to purchase groceries and related items should go through the city.

CELOS needs to carry on with our inquiry, since we are neither a food-service nor skate-lending organization -- our mandate is research. About CELOS. These are the two first steps. In addition, the new Quickbooks file has been set up to have unusually detailed documentation about the items recorded there. The aim is to have the maximum amount of helpful information recorded, which can then contribute materially to the staff report on food in parks, due in 2011.

It would be very good if a few of us could talk to you about the elements of this proposal face to face. Now that you've returned from holidays, may we come and discuss it with you?


On August 8, 2010 Brenda Patterson wrote:

Hi Jutta, thanks for your email. I think that it would be very useful for us to meet to discuss your proposals. I will have Linda Demacio set up a meeting. Please let her know how many people you think will be participating so we can book a meeting room. You should also note that because of the shortened Council and Committee schedule in August the next couple of weeks are very tightly scheduled for me but we will try to meet as soon as possible.

Brenda

On August 10, 2010, Linda DeMacio wrote:

Brenda will want Costanza Allevato and Kelvin Seow from her staff to attend this meeting. Once I get some available times from them, I will put them forward for your consideration. I will get back to you tomorrow with some dates/times - I think we're looking at early September.

Meeting set for Monday September 20, 2010 at City Hall, Fourth Floor Board Room

On September 17 2010, Jutta Mason wrote to Kelvin Seow

Hello Kelvin,

So it sounds like on Monday there will be a number of things on the agenda:

- our proposal to begin a step-wise transfer of the food income and staffing to the City (see August numbers summary, attached, with all food income listed but only Dufferin expenses separated out) - the auditor visits - Dufferin Grove Park budget costs (Management Services spreadsheet attached), in the context of other city parks - our Trillium proposal

There will be more people coming than I thought, but since it's in a board room I hope we'll all fit:

People coming: Mayssan Shuja Udden, Sarah Cormier, Anna Galati (all shared staff), Yo Utano (Japanese observer), Drew Thornhill (Masters student in urban planning, observer), Anna Bekerman, Amy Withers, and Lea Ambros (all have worked at Dufferin Grove but are on maternity leave, and they all contributed to developing the food program and cash handling), Belinda Cole, and I.

Here is a link to the cash handling policy proposal developed at Don Boyle's request several years ago: http://www.celos.ca/wiki/uploads/Issues/DGP-CashHandlingProposal.pdf. Anna Bekerman was the author.

And here is a link to the policy-making approach we suggest: http://celos.ca/wiki/wiki.php?n=OstromWorkbook.Policy-makingPrinciples.

I'm sending these links because the agenda is so full, and we hope to take up as little time as possible in explaining our position, so that we can pay close attention to what Brenda wants to tell us. It would be helpful if you could send me a link to the city's cash handling policy, including the date of its approval by Council. We don't seem to have it in our database.

See you on Monday afternoon.


Content last modified on May 24, 2011, at 04:41 AM EST