HomeMy WebLinkAboutcocc_cls_handbook_2018.7.3
Culture & Leisure Services Department
Employee Manual
v7.3.2018
SECTION 1:
Employee Guides
NIGHTLY COMPLEX CLOSING GUIDE
ASSEMBLY ROOM
o Empty trash
o Put all tables and chairs away
o Dust mop the floor after classes
o Set A/C to 78
o Turn off Lights
RESTROOMS
o Empty trash/feminine receptacles
o Clean/flush toilets/urinals
o Check/replace toilet paper
o Turn off lights
COURTS
o Pick up trash in and around courts
o Take down Pickleball nets
o Put umbrellas away
o Lock RB Courts every night EXCEPT FRIDAY
OFFICE/LOBBY
o Clear off counter and wipe down with cleaner
o Put all binders and paperwork away
o Close out register
o Ensure money & safe is secured
o Close shutter
o Empty trash
o Empty shred bin
o Plug in ball machine
BEFORE LEAVING
o Remove food from refrigerator
o Turn off lights in coordinator's & director's office
o ENSURE ALL EQUIPMENT IS PROPERLY PUT AWAY/NOT LEFT OUT
o TAKE ALL GARBAGE TO DUMPSTER
o LOCK ALL EXTERIOR & OFFICE DOORS WHEN LEAVING
GENERAL EMPLOYEE GUIDELINES
EMERGENCY PROCEDURES
o Band-Aids and Ice are the only First Aid items allowed to be administered.
o Call 911.
o Defibulator: Kept under front counter. Open it up, turn it on, and follow voice commands.
o If you are not comfortable assisting an individual, ask someone around you to use it. You
do not have to use it, but make it available in case someone else does.
o CPR: You are not required to perform CPR.
o CPR Classes are offered by the City periodically. Contact HR department to inquire
about scheduled training sessions.
o Follow the links below to learn the current CPR methods:
https://www.youtube.com/watch?v=E5huVSebZpM
https://www.youtube.com/watch?v=-Yqk5cHXsko
GENERAL RESPONSIBILITIES
o Employees must be attentive to their job at all times.
o Employees may not participate in any activity other than assigned work functions while on
duty without permission from the Director.
o Dress Code: Employees must present a neat and clean appearance that is not offensive,
suggestive, or overly revealing. Attire must allow employee to fulfill all job duties.
o Only personnel is permitted inside office unless otherwise stated by the Director.
o Employees are accountable for all cash transactions during their shift.
o Employees are representatives of the City and should act accordingly.
o Perception is reality and customer service is key.
RECREATION COMPLEX RULES
o Only smooth, rubber soled shoes may be worn on the courts.
o Players should observe all rules of etiquette.
o Players must sign-in and pay at the front desk, prior to taking a court.
o No person may use facilities to teach private lessons for a fee unless under contract.
o Only soft rubber balls will be permitted on the racquetball courts.
o Black racquetballs are not permitted.
o In the event of rain, a player may be refunded full payment if court is used 30 min or less.
o Shuffleboard participants shall be a minimum of 16 years of age unless accompanied by
an adult or otherwise permitted by the Director.
o Only leashed dogs permitted (outside) at the Recreation Complex
o The attendant has the right to ask any person to leave the complex area whose behavior is
deemed inappropriate.
o Bulletin boards are provided for the purpose of city issued notices only. Non-city postings
must receive Director's authorization.
WHERE TO FIND WHAT…
Department Forms: Large middle drawer in front office to the left of the register.\
Daily Cash Receipt Forms
Incident/Accident Forms
Friday Fest Applications
Facility Rental Forms & Info
Key/Equipment Release Forms
Employee Absence Requests
Cleaning/Janitorial Supplies: East door in hallway before the men’s restroom.
Hand Towels/Toilet paper
Cleaning chemicals
Vacuum (Brooms in closet across hall)
Office Supplies/Tools: Tan supply cabinet on north wall in center office.
Staples, clips, tape, glue, rubber bands
Notepads, envelopes, pens, pencils, markers
Tool box, flashlights, zip ties, tennis net crank
Department business cards
Clipboards
File folders, dividers – bottom drawer
Light Switches for Courts: Closet in front office.
Racquetball – back wall (to the right)
Tennis Courts – east wall behind rain gear (to your left)
Shuffleboard – tall breaker box on back wall (to your left, see breaker labels)
Tennis Balls:
For sale (retail): Tall grey cabinet blocking door in center office. Left side upper shelf.
For loan (or ball machine): Closet in front office.
Info for Contracted Programs: Board in Hallway, south wall, center
Instructor Name/Contact info
Program price (if one is set)
Location of program
League Information:
Schedules/dates: Boards in center office
Scores, registrations, player schedules, league info sheets: Binders
OTHER: Gustavo’s Closet
Extension cords
Pickle ball nets
(Some) Movie in the Park equipment – more in audio box & grey cabinet in center office
SECTION 2:
Basic Register Procedures
CUSTOMER NAME SEARCH & CREATE CUSTOMER
Ensure you are in the correct batch. Click “CASH DRAWER ENTRY”
This screen appears: “Cash Entry/Cash Receipts”… The top corner of the panel will say where
you are.
And then this screen appears: “Customer”
Type first few letters of customer last name here… hit ENTER
If they are a registered customer, their name will appear on a list here. If they are there, double
click the name and ring in their payment accordingly.
If it does not, create a new customer… See Next Page.
On the “Customer Screen” Click this button towards the top right corner of the menu bar.
And then this screen appears: “Customer Maintenance”
If the person is turning in a complete registration form, fill in all fields marked with red
boxes with info. Do not make the customer wait while you do this! If they are waiting for a
receipt, do first & last name, only and move on with their payment.
Once they have their receipt, go back and finish filling in the info… or put their form in the
appropriate folder on ADMIN desk for further processing.
IF IT’S A BUSINESS, NOT JUST AN INDIVIDUAL…
If someone is making a payment on behalf of a business and their check is in the name of the
business their customer household must be set up as the business. – This is a critical detail when
it comes time to do a refund.
When Finished Click “Save” icon in the to right corner of the menu bar. If successful, a small box
will appear that says “Customer created” and gives their customer number. Write this number in
the top right of whatever form they are turning in. Once you have created them as a customer, their
name will appear on the “Customer” screen (shown on previous page). Click their name and
proceed with their payment.
The Business Name, as it appears on the
Check, will be the Last Name.
The customer’s name will go in the
“Address Care Of” field.
DAILY CASH RECEIPT FORM
1. This form is a check/balance for all transactions put through Springbrook
2. All fields of this form are required as indicated in the images below.
3. Ensure everything is completed correctly prior to scanning into Accounts Receivable
File.
NEW BATCH – NEW FORM
1. Each new batch begins with a new form.
2. Complete date fields and circle the appropriate
3. Count the starting bank, ensure that it is $50, place initials on the line below the date.
RECORDING A TRANSACTION: PT 1
1. Have customer write first/last name and amount they are paying.
2. If a business or organization is making a payment write the name of the business under
Last Name.
3. This field must match the customer information that appears in Springbrook.
4. If the customer completes this section themselves, ensure that everything was done
correctly.
RECORDING A TRANSACTION: PT 2
See the image at the bottom of the page for corresponding form sections.
(a) # = Times a specific Type Code was entered during the transaction
(b) Type Code = The assigned code used to enter transactions into Springbrook
(c) Ck#/Cash = Check number (if paid by check) or write CSH for those paid with Cash
(d) Memo = Any additional information pertinent to the transaction – Memo section requires
info for every transaction other than general hourly court rentals. See list below.
(e) Receipt # = Transaction number in Springbrook.
SOME MEMO EXAMPLES FOR SPECIFIC TRANSACTIONS:
Friday Fest: Write months the customer paid for.
League Payments: Write the Sport and League Season that was registered for.
Summer Camp: Child’s first name and individual weeks that were paid for.
Facility Rental or Deposit: Facility abbreviation and date of rental
Kids Program: Child’s first name, name or abbreviation of program
Instructor Payment/Invoice: Name of program/class, invoice number when applicable
League Practices or Group Court Rentals: Name of group/sport # of players
(a) (b) (c) (d) (e)
CLOSING THE BATCH
1. Total the dollar amount of the transactions in the space at the bottom of the page.
2. Initial the Scanned/Attached line and send it through the scanner.
3. Save the scanned document according to the instructions in the SHIFT CLOSING
PAPERWORK PROCEDURES SECTION
4. Clip to other batch paperwork and put in wall file awaiting deposit/verification.
5. Once verified by Director/Designee, this form can be disposed of.
LOOKING UP CUSTOMER INVOICES & PAYMENTS IN SPRINGBROOK
TO SEE IF A CUSTOMER HAS AN OUTSTANDING INVOICE:
1. Go to the CASH RECEIPTS interface.
2. Click the CUSTOMER MASTER SEARCH icon
(Person with magnifying glass)
3. Type in the first few letters of customer’s last name OR
Type in their customer number if known.
4. When you see the name on the list click ONCE between their first and last name.
5. If they have an outstanding invoice the amount will appear in the box below the list labeled
ACCOUNTS
6. For additional information on this invoice or to see the customer’s invoice history
DOUBLE CLICK on the account number listed in that box.
TO SEE A CUSTOMER’S FULL TRANSACTION/PAYMENT HISTORY
1. Go to the CASH RECEIPTS interface.
2. In the left hand column, below the large white panel – click: MAINTENANCE
3. In the white panel above that – click: DISPLAY RECEIPTS
4. Another window will appear. In the left column – click the blue words:
CUSTOMER NUMBER
5. On the next screen, type the first few letters of the last name – hit: ENTER
6. When you find their name on the list - DOUBLE CLICK between their first and last
names.
7. You will be sent back to the previous page and the customer number field will be populated.
At the top of that window – click the icon: REFRESH CURRENT DATA (two blue arrows)
8. A list of all of their transactions (under that customer number) will appear in the white
box at the base of that window.
OPENING SPRINGBROOK
LOGGING INTO SPRINGBROOK
o Double-click the desktop icon Springbrook Menu
o Windows Script Host error will appear – Click: OK
o Springbrook Software App Launcher will appear – Single Click: LIVE v7.14
o Springbrook V7 Login box will appear – Type: name & current password (See below)
USERNAME: (Your first initial, period, last name = J.Smith
PASSWORD: (Your current Windows password that logs you into computer)
o Click: OK
o Blue interface panel will appear – expand the box so it covers the full screen.
OPENING A NEW BATCH
1. At the top of the interface is a pull down menu. Click the down arrow and select
CASH RECEIPTS
2. Just below where it says Cash Receipts is another pull down menu. Click the down
arrow and select NEW
STEP
(1)
STEP
(2)
3. A small New Batch box will appear in the middle of the screen. In the top typing field
there will be all zeros – this is the only section you will modify. The other fields are
populated automatically with the correct month and year. See the instructions below.
NAMING A NEW BATCH
1. Batches are ‘named’ using the department number, date and what number of batch it is
for the day.
Culture & Leisure Services Department #: 3
Date: two digit date
Number of Batch: two digits – 01 (am) or 02 (pm)
The images below show the batch names for our department on February 1, 2017
MORNING BATCH AFTERNOON BATCH
Department Date Batch Number
2. Once you’ve entered the batch name, Click: SAVE – the blue disk icon in the top left
corner of the menu bar.
3. If everything was done correctly, you will see your batch number appear under the word
Cash Receipts in the pull down section and orange arrow/lightning bolt icons will appear
in the menu panel below next to Enter Receipts and Cash Drawer Entry. You can now
ring transactions into this batch.
RINGING IN A TRANSACTION
SPECIFIC TRANSACTION PROCEDURES DESCRIBED HERE:
o Hourly Court Usage
o Friday Fest Booth Space
o Facility Rentals
o Athletic Leagues
o Special Programs
o Invoice Payments
o Recreation Deposits
HOURLY COURT USAGE
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
HOURLY COURT FEES ARE PAID UNDER A GENERIC CUSTOMER NUMBER.
SEE THE LIST BELOW FOR THE ASSIGNED NUMBERS.
TENNIS: 1256
RACQUETBALL: 1257
SHUFFLEBOARD: 1258
5. When you see the appropriate information come up in the customer panel, move to the
bottom of that window and click the tab that says DETAIL.
6. Hit the INSERT button the keyboard.
7. Type the correct type code for the customer’s use – found on the laminated page kept
under the keyboard. Hit ENTER.
TIP: You can enter as many type codes as needed to account for the hours/number
of players participating into a single transaction.
8. When you have finished entering type codes. Hit ESC.
9. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction. If the number is incorrect, you
will need to adjust the type code entries itemized in the space below.
TIP: To delete an entry, highlight it with your mouse cursor and hit DELETE
button on the keyboard.
To add another entry, hit the INSERT button on the keyboard to make the
type code entry box appear.
10. If everything is correct, select the payment method from the pull down menu to the right
of the total. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
11. When all is complete. Hit ENTER and put the money in the drawer (manually).
12. Do not tear off the receipt unless the customer requests a copy.
FRIDAY FEST
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
ALL FRIDAY FEST FEES ARE RUNG UP BY SPECIFIC CUSTOMER NUMBERS. IF
YOU DO NOT KNOW THE CUSTOMER’S NUMBER YOU MUST SEARCH FOR IT.
SEE INSTRUCTIONS BELOW.
5. Click the blue word CUSTOMER to bring up the search page.
6. Type the first few letters of the last name/business. Hit ENTER.
7. Click on the correct name when it appears in the results pane below. If they do not come
up, you will have to create a new customer. See Creating a Customer instruction page.
8. When you see the appropriate information come up in the customer panel, move to the
bottom of that window and click the tab that says DETAIL.
9. Hit the INSERT button the keyboard.
10. Type the correct type code for the customer’s use – found on the laminated page kept
under the keyboard. Hit TAB and the cursor will move to the Description pane.
11. Type the month of the event they are paying for into the Description pane.
12. Hit ENTER.
TIP: You can enter as many type codes as needed to account for the events
they are paying for with single transaction.
13. When you have finished entering type codes. Hit ESC.
14. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction. If the number is incorrect, you
will need to adjust the type code entries itemized in the space below.
TIP: To delete an entry, highlight it with your mouse cursor and hit DELETE
button on the keyboard.
To add another entry, hit the INSERT button on the keyboard to make the
type code entry box appear.
15. If everything is correct, select the payment method from the pull down menu to the right
of the total. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
16. When all is complete. Hit ENTER and put the money in the drawer (manually).
17. Tear off the copy and give it to the customer. Print a 2nd slip for department records.
18. If the payment was received by mail, scan the receipt and send the digital copy to the
customer via email. Retain the original for department records. Do not print a 2nd slip.
19. Immediately enter the customer’s payment information into the FRIDAY FEST
WORKBOOK under the correct month(s) tab.
FACILITY RENTAL
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
ALL FACILITY RENTALS ARE RUNG UP BY SPECIFIC CUSTOMER NUMBERS.
IF YOU DO NOT KNOW THE CUSTOMER’S NUMBER YOU MUST SEARCH FOR
IT. SEE INSTRUCTIONS BELOW.
5. Click the blue word CUSTOMER to bring up the search page.
6. Type the first few letters of the last name/business. Hit ENTER.
7. Click on the correct name when it appears in the results pane below. If they do not come
up, you will have to create a new customer. See Creating a Customer instruction page.
8. When you see the appropriate information come up in the customer panel, move to the
bottom of that window and click the tab that says DETAIL.
9. Hit the INSERT button the keyboard.
10. All Facilities EXCEPT MSP use the type code FACILITY – see codes on laminated page
kept under the keyboard. Hit TAB and the cursor will move to the Description pane.
11. Type the name of the facility and date of rental into the Description pane.
12. Type the daily or hourly cost of the rental without tax into the box. Springbrook will
generate the tax automatically.
13. Hit ENTER.
TIP: You can enter as many type codes as needed to account for the dates
they are paying for with single transaction.
14. When you have finished entering type codes. Hit ESC.
15. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction. If the number is incorrect, you
will need to adjust the type code entries itemized in the space below.
TIP: To delete an entry, highlight it with your mouse cursor and hit DELETE
button on the keyboard.
To add another entry, hit the INSERT button on the keyboard to make the
type code entry box appear.
16. If everything is correct, select the payment method from the pull down menu to the right
of the total. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
17. When all is complete. Hit ENTER and put the money in the drawer (manually).
18. Tear off the copy and give it to the customer. Print a 2nd slip for department records.
19. If the payment was received by mail, scan the receipt and send the digital copy to the
customer via email. Retain the original for department records. Do not print a 2nd slip.
20. Update the Facility Rental calendar and write their payment info on the bottom of their
form.
21. If this is the final payment for their rental – move their forms to the SCHEDULED
section of the facility rental binder & send out an email updating the team on the rental.
ATHLETIC LEAGUES
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
ALL ATHLETIC LEAGUE FEES ARE RUNG UP BY SPECIFIC CUSTOMER
NUMBERS. IF YOU DO NOT KNOW THE CUSTOMER’S NUMBER YOU MUST
SEARCH FOR IT. SEE INSTRUCTIONS BELOW.
5. Click the blue word CUSTOMER to bring up the search page.
6. Type the first few letters of the player’s last name. Hit ENTER.
7. Click on the correct name when it appears in the results pane below. If they do not come
up, you will have to create a new customer. See Creating a Customer instruction page.
8. When you see the appropriate information come up in the customer panel, move to the
bottom of that window and click the tab that says DETAIL.
9. Hit the INSERT button the keyboard.
10. Each league has its own type code – see laminated page kept under the keyboard. Enter
the specific code for their league.
11. Hit TAB and the cursor will move to the Description pane.
12. Type the season and year of the league they’re paying for into the Description pane.
13. If it is tennis or racquetball, you will have to enter the total cost of the league. There is no
tax on league fees.
14. Hit ENTER.
TIP: You can enter as many type codes as needed to account for the leagues
they are paying for with single transaction.
15. When you have finished entering type codes. Hit ESC.
16. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction. If the number is incorrect, you
will need to adjust the type code entries itemized in the space below.
TIP: To delete an entry, highlight it with your mouse cursor and hit DELETE
button on the keyboard.
To add another entry, hit the INSERT button on the keyboard to make the
type code entry box appear.
17. If everything is correct, select the payment method from the pull down menu to the right
of the total. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
18. When all is complete. Hit ENTER and put the money in the drawer (manually).
19. Tear off the copy and give it to the customer. Print a 2nd slip for department records.
20. If the payment was received by mail, scan the receipt and send the digital copy to the
customer via email. Retain the original for department records. Do not print a 2nd slip.
21. Update the league coordinator/binder indicating who has paid.
RECREATION PROGRAMS
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
ALL RECREATION PROGRAMS ARE RUNG UP BY SPECIFIC CUSTOMER
NUMBERS. IF YOU DO NOT KNOW THE CUSTOMER’S NUMBER YOU MUST
SEARCH FOR IT. SEE INSTRUCTIONS BELOW.
5. Click the blue word CUSTOMER to bring up the search page.
6. Type the first few letters of the last name/business. Hit ENTER.
7. Click on the correct name when it appears in the results pane below. If they do not come
up, you will have to create a new customer. See Creating a Customer instruction page.
8. When you see the appropriate information come up in the customer panel, move to the
bottom of that window and click the tab that says DETAIL.
9. Hit the INSERT button the keyboard.
10. Unless instructed otherwise, use the code REC PROG.
11. Hit TAB and the cursor will move to the Description pane.
12. Type the name of the program they are paying for into the Description pane.
13. Type in the cost of the program. There is no tax on Recreation Programs.
14. Hit ENTER.
TIP: You can enter as many type codes as needed to account for the programs
they are paying for with single transaction.
15. When you have finished entering type codes. Hit ESC.
16. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction. If the number is incorrect, you
will need to adjust the type code entries itemized in the space below.
TIP: To delete an entry, highlight it with your mouse cursor and hit DELETE
button on the keyboard.
To add another entry, hit the INSERT button on the keyboard to make the
type code entry box appear.
17. If everything is correct, select the payment method from the pull down menu to the right
of the total. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
18. When all is complete. Hit ENTER and put the money in the drawer (manually).
19. Tear off the copy and give it to the customer. Print a 2nd slip for department records.
20. If the payment was received by mail, scan the receipt and send the digital copy to the
customer via email. Retain the original for department records. Do not print a 2nd slip.
21. Update the coordinator/program participant list with who has paid.
INVOICE PAYMENT
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
ALL INVOICES ARE RUNG UP BY THE CUSTOMER NUMBERS LISTED ON THE
INVOICE. IF THE CUSTOMER DOES NOT HAVE THE PAYMENT SLIP FROM THE
INVOICE, YOU MUST PRINT ONE BEFORE TAKING THE PAYMENT.
5. Click the blue word CUSTOMER to bring up the search page.
6. Type the first few letters of the last name/business. Hit ENTER.
7. Click on the correct name when it appears in the results pane below. If they do not come
up, you will have to create a new customer. See Creating a Customer instruction page.
8. When you see the appropriate information come up in the customer panel, move to the
bottom of that window.
9. If they have an outstanding invoice it will be listed in that bottom panel. Click that item
to highlight it.
10. Click the tab that says DETAIL to ensure you are ringing up the specific invoice they are
paying for.
11. YOU DO NOT ENTER A TYPE CODE or DESCRIPTION WITH THIS TYPE OF
TRANSACTION.
12. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction.
13. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
14. When all is complete. Hit ENTER and put the money in the drawer (manually).
15. Tear off the copy and give it to the customer. Print a 2nd slip for department records.
16. If the payment was received by mail, scan the receipt and send the digital copy to the
customer via email. Retain the original for department records. Do not print a 2nd slip.
RECREATION DEPOSITS
1. ENSURE YOU ARE IN THE CORRECT BATCH – RIGHT DEPT, RIGHT SHIFT
2. Click Enter Receipts on the right menu panel to open the Enter Receipts/Cash Drawer
Entry tab on the Springbrook Desktop interface.
3. Click the NEW RECORD icon – looks like a piece of paper with a star in the left corner.
4. Enter the customer number – the field is automatically highlighted in blue so there is no
need to click or select anything with the mouse.
ALL RECREATION DEPOSITS ARE RUNG UP BY SPECIFIC CUSTOMER
NUMBERS. IF YOU DO NOT KNOW THE CUSTOMER’S NUMBER YOU MUST
SEARCH FOR IT. SEE INSTRUCTIONS BELOW.
5. Click the blue word CUSTOMER to bring up the search page.
6. Type the first few letters of the last name/business. Hit ENTER.
7. Click on the correct name when it appears in the results pane below. If they do not come
up, you will have to create a new customer. See Creating a Customer instruction page.
8. When you see the appropriate information come up in the customer panel, move to the
bottom of that window and click the tab that says DETAIL.
9. Hit the INSERT button the keyboard.
10. Use REC DEPOSIT type code– see codes on laminated page kept under the keyboard.
Hit TAB and the cursor will move to the Description pane.
11. Type the reason for the deposit: i.e. name of the facility and date of rental into the
Description pane.
12. Type the daily or hourly cost of the rental without tax into the box. Springbrook will
generate the tax automatically.
13. Hit ENTER.
TIP: You can enter as many type codes as needed to account for the dates
they are paying for with single transaction.
14. When you have finished entering type codes. Hit ESC.
15. On the interface, under the word Amount. Use the mouse to click the numbers. They will
automatically change to the total charge of the transaction. If the number is incorrect, you
will need to adjust the type code entries itemized in the space below.
TIP: To delete an entry, highlight it with your mouse cursor and hit DELETE
button on the keyboard.
To add another entry, hit the INSERT button on the keyboard to make the
type code entry box appear.
16. If everything is correct, select the payment method from the pull down menu to the right
of the total. Use the selections below for transactions rang into our register:
CASH: all cash transactions
CHECK-LEISURE: all checks or money orders
17. When all is complete. Hit ENTER and put the money in the drawer (manually).
18. Tear off the copy and give it to the customer. Print a 2nd slip for department records.
19. If the payment was received by mail, scan the receipt and send the digital copy to the
customer via email. Retain the original for department records. Do not print a 2nd slip.
20. Update the Facility Rental calendar and write their payment info on the bottom of their
form.
SHIFT CLOSING PAPER WORK PROCEDURES
1. Count drawer. Each shift starts with a “bank” of $50.00.
2. Total the amounts listed on the Daily Cash Registration Sheet.
3. On the Springbrook interface: Click the Σ on the top bar to see your totals and to verify
that checks/cash were identified correctly when they were rung in.
4. Ensure that register, cash and sign in sheet match.
a. If there is a discrepancy try to locate the issue. If you are unable to fix it, do not
complete the paperwork process, leave a note for the morning shift.
b. If everything matches proceed with the process.
5. Scan the Daily Cash Registration Sheet. Ensure the total is filled in on the bottom of the
page. Rename the scanned file [DCR MM-DD-YY AM or PM].
6. Move the renamed file to the correct dept/batch folder in ACCOUNTS RECEIVABLE
a. It will save you a great deal of time if you save a SHORT CUT of the SCANS
folder and the ACCOUNTS RECEIVABLE folder to the desktop on the
register computer.
b. Every desktop is user specific – every new user will need to set these up on
their individual log in. See instructions on the following page.
7. Save & Print Springbrook Report: Proof List
a. In the left panel of the SB Interface click the words PROOF LIST
b. A box will appear. Click the arrow next to the printer icon to open the menu.
c. Click PRINT PREVIEW – when a green check mark appears next to the
words proof list, your report is ready to view – a page should appear with the
report you requested.
d. Click SAVE (blue disc icon)
e. Save the file with the name [PL MM-DD-YY AM or PM] to the same folder
you moved the scanned copy of the Daily Cash Registration Sheet.
f. Go to the folder where its saved and PRINT
8. Save Springbrook Report: Cash Drawer
a. Below the panel where you selected the Proof List, on the SB Interface, click
the words REPORTS.
b. The panel above will change to a list of reports. Click CASH DRAWER.
c. On the page that appears to the right, enter the batch number/name you want
the report for, then select the following options from the pull down menus:
Type: Detail
Total By: Station
Station: 7HLHTG1
Operator/Receipt Status/Commit Status: (All)
d. Click PRINT PREVIEW – when your report is ready to view, a page should
appear with the report you requested.
e. Click SAVE (blue disc icon)
f. Save the file with the name [CD MM-DD-YY AM or PM] to the same folder
you moved the scanned copy of the Daily Cash Registration Sheet
9. Save & Print Springbrook Report: GL Distribution
a. In the left panel of the SB Interface, above where you opened your reports,
click CASH RECEIPTS.
b. The panel above will change back to your batch menu. Click GL
DISTRIBUTION.
c. Click PRINT PREVIEW – when a green check mark appears next to the
words GL Distribution, your report is ready to view – a page should appear
with the report you requested.
d. Click SAVE (blue disc icon)
e. Save the file with the name [GLD MM-DD-YY AM or PM] to the same
folder you moved the scanned copy of the Daily Cash Registration Sheet
f. Go to the folder where its saved and PRINT it
10. Fill out deposit slip.
11. Fill out front of plastic deposit bag & tag on top of deposit bag. Tear off completed tag.
12. Put cash, checks, and deposit slip into plastic deposit bag. Put deposit bag in bank bag
labeled DEPOSIT.
13. Write the amount of the deposit on piece of scrap paper located in bank bag, if there isn’t
one there, make a new one.
14. Put bank bag in safe and ensure it is locked.
15. Fold receipts neatly and clip them to the GL Distribution & Proof List print out with the
tag from the deposit bag.
16. Place this on wall pocket labeled Daily Paperwork.
17. Double check the ACCOUNTS RECEIVABLE file has all four documents saved.
a. DCR (MM-DD-YY) AM or PM
b. PL (MM-DD-YY) AM or PM
c. CD (MM-DD-YY) AM or PM
d. GLD (MM-DD-YY) AM or PM
18. Once a deposit is made – staple deposit slip to corresponding paper work. Ensure all
totals match. Send to Director for verification.
19. Submit verified paperwork to Finance Department.
SETTING UP DESKTOP SHORT CUTS TO THE REGISTER COMPUTER:
SECTION 3:
Facility & Equipment
Rental
KEY RELEASE PROCEDURE
Keys may only be given out to a fully paid facility renter, city employee, or a registered
program instructor - all others must be at the discretion of the Director.
Fill out Key Release Form completely. Make copy of form with VALID photo ID.
Retain form with the image of the ID – Put in the Facility Rental Binder.
Give original to borrower.
When key is returned, complete Return section on form.
If key is not returned on the designated day, inform Director.
Scan and attach the finished form into Key Recipient's profile on SB.
EQUIPMENT RENTAL/LOAN PROCESS
TENNIS BALL MACHINE
This piece of equipment does not belong to the City. We contract its use from a local resident. At
the end of each month we calculate a percentage of the rental fees and issue the machine’s owner
a check for its usage. You do not need to fill out Equipment Check out form for use of this machine.
RENTAL FEE: $10.00 - INCLUDES COST OF 1 PLAYER FOR 1 HOUR
RING INTO REGISTER:
TYPE CODE - ERL
ENTER DESCRIPTION - Tennis ball machine
BALL MACHINE LOG
List each rental on form tacked to board behind register.
Put date, receipt number and total paid by customer
At the end of each month, Admin uses this log to calculate payment for the owner.
PUTTING EQUIPMENT & BOCCE BALL LOAN
This equipment belongs to the City and it may only be borrowed for use at designated City
facilities. All equipment must be returned by close of business on the day it is picked up. Borrower
may not check out equipment over night or over the weekend without express permission of the
department’s Director. Exceptions may apply in the case of a paid rental.
RENTAL FEE: FREE
Fill Out EQUIPMENT CHECK OUT FORM:
Inspect equipment and note conditions on the form
Make copy of form with valid driver’s license in place.
Retain the copy with the license image. Give the original form to the borrower.
WHEN EQUIPMENT IS RETURNED
Inspect equipment before the borrower leaves the facility
Note the condition, date—if something is damaged or missing, inform the Director
FACILITY RENTAL INSTRUCTIONS
FORMS
All fields of the Facility Rental Form must be completed with the correct information.
Both forms can be found at www.cityofcapecanaveral.org/facilityrentals
Make copy of completed Facility Rental Form for renter, retain the original.
ALCOHOL EXEMPTION PERMIT
Alcohol is prohibited at all City Parks and Facilities without permit
It is recommended to ALMOST all private use facility renters to fill out this form.
Completed form must be received by CMO at least 3 business days prior to rental.
There is no charge for the permit, but there will be a fine for having alcohol on City
property without the permit.
If they decline to obtain a permit and the event they are hosting could potentially have
alcohol at it, inform them of the following: If one of the guests to their event brings
alcohol to the facility without their knowledge – they (the renters) are liable for not
having a permit and are subject to a fine if caught.
DEPOSIT
Rentals must receive verbal approval by director/designee before accepting deposit.
Deposit required to secure date/facility rental.
Deposit is rung into Springbrook under type code REC DEP listing facility and rental
date in description.
Deposits made within 2 weeks of rental must be CASH.
Deposits will be refunded by mail, to address on file within 3 weeks of key being
returned.
Fees associated with damages, repairs and Staff clean-up will be withheld from deposit.
PAYMENT
Full payment is required to release facility key.
Rental fees are rung up under type code FACILITY listing facility and rental date in the
description.
Payments made within 2 weeks of rental must be CASH.
Go over Guidelines Sheet specific to their facility, ensure they have a copy.
RENTAL KEYS/EQUIPMENT
Keys may be picked up by renter with valid driver’s license the week of the rental.
Sporting equipment may be picked up by renter the day of the rental or the Friday prior to
a weekend rental.
Ensure Key Number is noted on the bottom of the rental form OR Key Release Form is
completed with copy of driver’s license.
Equipment Loan Agreement must be completed with copy of driver’s license for
horseshoes, bocce balls, or putting equipment.
Staff is responsible for ensuring that all parts of Key/Equipment Forms are completed.
Make copy of required forms with ID in place – Retain copy with ID, give original to
Renter.
Once key is issued, make RESERVED sign from template in Facility Rental Folder and
take to be displayed in kiosk at facility – when applicable.
For Key Releases or Equipment Loans not associated with a paid rental, see instructions
on KEY RELEASE / EQUPMENT LOAN PROCEDURES in this section.
BINDER
All documents/forms associated with a rental are to be clipped together and kept in the
Facility Rental Binder.
Ensure that all rentals are marked on calendar immediately upon receipt of deposit.
Once a key is returned, form packet is to be removed and processed according to RM
procedures.
TEAM NOTIFICATION
Staff member that accepts payment is responsible for notifying Team of the Rental.
The week of the Rental, send all CLS Staff members email with bullet point info listed
below and a scanned copy of their rental packet.
First/Last name of renter
Date of rental.
Renter contact phone number
Start/End time
Est. Attendance/Vehicles
Type of rental: i.e. Picnic, Wedding, Baby Shower
MARK EVENT ON CALENDAR IN PENCIL USING THE FORMAT BELOW:
o Facility Abbreviation
o Last Name of Renter
o Type of Event
o Times
EXAMPLE:
AR- Smith
Wedding
4-6 pm
Add the Renter’s contact information in the column to the right of the calendar.
FACILITIES AVAILABLE FOR RENTAL & ABBREVIATIONS:
o Nancy Hanson Recreation Complex = RC
o Activity Room = AR
o Banana River Park Soccer Field = BRF
o Banana River Park Pavilion = BRP
o Manatee Sanctuary Park Pavilion = MSP
o Canaveral City Park Ball Field = CCP
See the following page for specifics relating to the individual facilities. Also, be familiar with the
Facility Rentals webpage so you can field phone calls efficiently.
PARKS & FACILITIES
Facility/Park Phone/Address Accessibility Amenities
Recreation Complex 321-868-1226
7300 N. Atlantic Ave
M-T: 8a-9p F: 8a-8p
Office Closed
Weekends &
Holidays
Courts Unlocked
Activity Room
Tennis Courts
Shuffle Board
Racquetball Courts
C&LS Office
Canaveral City Park &
Sandpiper
Playground
Corner of Harrison &
Magnolia Ave
Dawn to Dusk
Fields Require Key
B.B. Court Open
2 Baseball Fields
Basketball Court
Concession Area
Playground
Small Pavilion
Youth Center 321-868-1229
7920 Orange Ave
M-F 3:30-6:30p
Sat 12-4
Video Games
Pool Table & Ping Pong
Air Hockey
Sports Equipment
Xeriscape Park 106 Taylor Ave Dawn to Dusk Static Exercise Circuit
Bennix Park 300 Washington Ave Dawn to Dusk Passive Park
Patriots Park 200 Longpoint Rd Dawn to Dusk Playground/Community Garden
Manatee Sanctuary
Park 701 Thurm Blvd Dawn to Dusk
Boardwalk
Large Pavilion
Concession Area w/ Fridge
Grills
Horseshoe Pit
Pedway
Exercise Trail
Banana River Park 901 Puerto Del
Rio Dr Dawn to Dusk
Soccer Fields
Small Pavilion
Concession Area no Fridge
Bocce Ball
Putting Green
Playground
Veterans Memorial 265 Polk Ave Dawn to Dusk
Benches
Memorial Monument
Butterfly Garden
SECTION 4:
Records Management
RECORDS MANAGEMENT MECHANICS
DIGITAL RECORD STORAGE LOCATIONS & EXAMPLES
1. RECORDS MGMT. FOLDER ON SERVER
A. Internal records with short retention requirements
B. Old records nearing retention expiration
C. Some duplicates from originals kept on SB or LF
D. All records pertaining to minors.
2. SPRINGBROOK
A. Customer specific records
i. Program Participation – EXCLUDING MINORS (see above)
ii. Facility Rental
iii. Security Screening
iv. Proof of INS, or 501c3 status
B. Purchase specific records
i. Receipts
ii. Quotes
iii. Contractor documents
iv. Purchasing Memos
v. Packing slips
3. LASERFICHE
A. Long term/Permanent Retention Documents
B. Department Contracts
C. Historical Documents – events, projects, developments
D. Grant Documentation
COMMON RECORDS MANAGED BY THIS DEPARTMENT
The record schedules listed below are the most common types managed by this department.
All of these documents are maintained digitally, with a select few having hard copy
supplements for ease of access. The department standard uses state legislated retention
periods as a minimum. Documents of historical relevance, particularly those pertaining to
capital improvement projects or grant funding, are maintained permanently.
1. #64 CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT
LEGAL RETENTION: 10 FY after completion
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE
2. #65 CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT
LEGAL RETENTION: 5 FY after completion
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE & SPRINGBROOK
3. #70 BID RECORDS: CAPITAL –SUCCESSFUL
LEGAL RETENTION: 10 FY after awarded
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE
4. #71 BID RECORDS: CAPITAL – UNSUCCESSFUL
LEGAL RETENTION: 5 FY after award/cancellation
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE
5. #72 BID RECORDS: NON-CAPITAL
LEGAL RETENTION: 5 FY after award/cancellation
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE
6. #123 MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCS)
LEGAL RETENTION: 2 AY after adoption of minutes
DEPARTMENT STANDARD: Digital only, Permanent
LOCATION: LASERFICHE
7. #136 PROJECT FILES: CAPITAL
LEGAL RETENTION: 10 FY after completion
DEPARTMENT STANDARD: Digital only, Permanent
LOCATION: LASERFICHE
8. #138 PROJECT FILES: NON-CAPITAL
LEGAL RETENTION: 5 FY after completion
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE
9. #154 VEHICLE RECORDS
LEGAL RETENTION: 1 AY after disposition of vehicle
DEPARTMENT STANDARD: Digital & Hard Copy
LOCATION: RECORDS MGMT.
10. #188 INJURY RECORDS
LEGAL RETENTION: 5 CY after incident
DEPARTMENT STANDARD: Digital only
LOCATION: SPRINGBROOK (for customer specific incident) RECORDS MGMT.
FILE (general incident report)
11. #238 PUBLIC PROGRAM/EVENT RECORDS
LEGAL RETENTION: 5 AY after event
DEPARTMENT STANDARD: Digital only
LOCATION: SPRINGBROOK (customer specific) RECORDS MGMT. (general &
minors)
12. #241 INCIDENT REPORT FILES
LEGAL RETENTION: 4 AY after incident
DEPARTMENT STANDARD: Digital only
LOCATION: SPRINGBROOK (for customer specific incident) RECORDS MGMT.
FILE (general incident report & minors)
13. #254 LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMP)
LEGAL RETENTION: 1 AY after event
DEPARTMENT STANDARD: Digital only
LOCATION: RECORDS MGMT.
14. #270 FACILITY RESERVATION/RENTAL RECORDS
LEGAL RETENTION: 5 FY after rental
DEPARTMENT STANDARD: Digital only
LOCATION: SPRINGBROOK
15. #296 REGISTRATION RECORDS: EVENTS
LEGAL RETENTION: 5 AY after event
DEPARTMENT STANDARD: Digital only
LOCATION: SPRINGBROOK (customer specific) RECORDS MGMT. (general)
16. #348 GRANT FILES: RECIPIENT
LEGAL RETENTION: 5 AY after project completion
DEPARTMENT STANDARD: Digital only, Permanent
LOCATION: LASERFICHE
17. #365 RECEIPT/REVENUE RECORDS: DETAIL
LEGAL RETENTION: 5 FY
DEPARTMENT STANDARD: Digital only
LOCATION: RECORDS MGMT.
18. #424 MINUTES: OFFICIAL MEETINGS (NON-POLICY ADVISORY BOARDS)
CITY RETENTION STANDARD: Permanent
DEPARTMENT STANDARD: Digital only
LOCATION: LASERFICHE
PROTOCOLS FOR CUSTOMER SPECIFIC RECORDS
Current year records are processed as soon as they are available/completed. Some examples of
common document processing protocols are listed below.
1. Friday Fest Vendor Application - #238
a. Document scanned and attached to customer profile in Springbrook upon receipt.
b. Hard copy maintained in Friday Fest binder until end of calendar year.
c. All Friday Fest applications in binder verified and scheduled for destruction in
January.
2. Summer Camp Registration - #296
a. Hard copy maintained in Summer Camp binder until end of program.
b. All registrations in binder scanned, verified and scheduled for destruction in
August as single document.
3. Facility Rental Agreements - #270
a. Hard copy of agreement maintained in Facility Rental binder until rental is
complete.
b. Form completed with deposit refund information.
c. Completed form is scanned to Springbrook customer profile
d. Document is verified and scheduled for destruction.
4. Independent Contractor Agreements - #65
a. Document scanned in to Laserfiche.
b. Digital copy also attached to customer profile in Springbrook.
c. Hard copy provided to contractor.
5. Program/League Registrations (excluding minors) - #296
a. Document attached customer profile in Springbrook upon receipt (individual
adults).
b. Documents held until end of program and all participants scanned together in
Records Mgmt. folder (leagues/minors).
c. All documents verified at end of program and scheduled for destruction.
DEPARTMENT RECORD MANAGER REQUIRED TO REPORT SIGNIFICANT RECORD
MANAGEMENT PROCEDURAL CHANGES TO DIRECTOR AND CITY RECORDS
LIAISON/CLERK.
DOCUMENT/FILE NAMING
State Law requires municipalities to maintain all pertinent records for a period of time determined
by the document category they fall under. AS MOST RECORDS ARE MAINTAINED
DIGITALLY IT IS IMPORTANT THAT FILE NAMES ARE CONSISTENT AND
ACCURATE.
USE THE FORMULA BELOW TO NAME ALL SPRINGBROOK DOCUMENTS:
[LAST NAME/ORGANIZATION – DOCUMENT ABBREVIATION – YEAR]
EXAMPLES: Smith FF 2016 KB Registrations M Spring 2017 Revive Church OEEP 2019
COMMON DOCUMENT ABBREVIATIONS FOR THIS DEPARTMENT
FF: Friday Fest Application
IR: Incident/Injury Report
KR: Key Release
FR: Facility Rental Agreement
OEEP: Outdoor Event Entertainment Permit Application
ICA: Independent Contractor Agreement
INS: Proof of Insurance
SC: Summer Camp Registration
KB or SB: Kickball/Softball (indicate season and type: Registration/Roster + year)
USE THE EXAMPLES BELOW TO NAME ALL LASERFISCHE AND OTHER
DOCUMENTS:
BOARD DOCUMENTS: [Document Type – Date]
EX: Minutes 05-25-16; Agenda 05-25-16; Staff Report 05-25-16
MAPS/PLANS/PHOTOS: [Location Abbreviation – Topic – Year]
EX: MSP Irrigation 2016; BRP Pavilion 2016; PP Garden 2016
CONTRACTS: [Last Name/Business – Contract Type Abbreviation – Year]
EX: Smith ICA 2016; Kona Food Truck Luaus OEEP 2016
Each department has a Records Manager that is responsible for department records retention.
Please refer to them for any questions or concerns relating to records management protocols.
WHEN SCHEDULING DOCS FOR DESTRUCTION: FILE NAMES IN SYSTEM MUST
MATCH NAME LISTED ON DESTRUCTION FORM.
ATTACHING DOCUMENTS IN SPRING BROOK
After a customer has been created in Springbrook, documents relating to their activities with the
city can be attached to their profile. This is helpful in understanding the customer’s history with
the City and as a means of Records Management.
1. Scan the document you wish to attach to the profile.
2. Rename it according to the appropriate format (see next page).
3. Open Springbrook.
4. Click CUSTOMER SEARCH button to look up customer.
5. Type in first few letters of last name/business.
6. Search results will appear in the pane below.
7. Click on the blue customer number of the person you are searching for.
8. On the next screen, click the PAPERCLIP icon on the top menu bar of the profile.
9. Click the ADD NEW RECORD icon
10. Click the blue words “File Name”
11. Navigate to the document you wish to attach, select it and click open.
12. Click the blue disc icon to save the document to the customer’s profile.
13. Once the file is saved you may verify it is attached by opening the pull down menu under
File, selecting attachment and then Open Attachment. Alternatively, you can also use this
selection process to save a document stored in Springbrook by selecting “Save Locally.
14. If the file you attached is not the correct document or is named incorrectly, highlight the
document name, hit the delete button on the keyboard and attach the corrected file.
VERIFICATION OF RECORDS
Locations of Scanned Documents:
Springbrook, Laserfiche, and Records Mgmt Folder (in Admin)
DOCUMENT TYPE EXAMPLE – FRIDAY FEST APPLICATION: SPRINGBROOK
o Go to Springbrook - type in last name (or customer number)
o Look for document in attachment folders
o Ensure it was named properly… if not, re-scan it, attach it with correct name (see file
naming section in your manual)
o Open document to make sure it is legible/correct
DOCUMENT TYPE EXAMPLE - LEAGUE ROSTERS: RECORDS MANAGEMENT
o Go to "Admin> Records Mgmt > [Look for number written next to stamp or on front slip]
o Look at Date on Page to be Verified (or FY stamp on back)
o Open corresponding folder
o Find the number
o Scroll through to ensure all pages are there
DOCUMENT TYPE EXAMPLE - MEETING MINUTES: LASERFICHE
o Go to "Culture & Leisure Services Board"
o Look at Date on Page to be Verified
o Click on corresponding year folder
o Look at what the doc is: Minutes, Equipment Manual, Improvement Project Stuff, etc.
o Click on corresponding category folder
o Look for the document in that folder
o Open it, scroll through to make sure the one in your hand matches the one in the
data base
If everything matches:
o Turn over hard copy and initial the line marked "Verified by"
o Place initialed document in “VERIFIED” folder in filing cabinet
If everything does not match, you cannot find the file, or the back isn't stamped or signed:
o Scan it
o Put it where it belongs (except laserfische… see below)
o Re-stamp it, sign it and leave on my desk for verification.
If it is a laserfiche document or you don’t know where it should go, put a note on it and
leave it on my desk.
SECTION 5:
Public Programs
FIELD LEAGUE ORGANIZATION
PREPARATION
o Begin organizing and advertising the next season 2 weeks before playoffs begin
o Set dates for registration deadline and season start.
o Contact previous Team Captains and new Team Captains.
o Update Sponsor Letters with correct dates and league info
o Ensure that new season info is posted for Staff
o Collect registration forms with their payment
o As teams pay, update call list
o Enter the team captain in Nixle
o Email Team Captains to schedule a Captains Meeting
o Send reminders through email and Nixle the day before and again the day of
CAPTAINS MEETING
o Know the rules before the meeting
o Distribute packet that is made up of:
o Coordinators business card
o League rules
o Team registration form
o Team roster
o Emphasize & enforce the No Alcohol Rule, Roster deadline
o Address any new rules for the season
o Ask for a discussion on changes needed to be made
o Discuss practice times & light costs (fall/winter)
o Introduce umpires
BEGINNING
o Edit the rules and schedule as discussed in the Meeting
o Submit revisions to Coordinator before distributing to teams
o Put the updated rules and schedules on the clipboard by the fields for the umpires
o Email schedules and updated rules to Captains & Umpires
o Set up schedule on League Lobster
o Email schedule to the maintenance person who takes care of the fields
DURING THE SEASON
o Regularly check on games at the fields, to ensure all aspects of the league run smoothly.
o Enforce all rules set forth by the CLS department
o Keep Coordinator and Director in the loop of any and all issues
o After games update League Lobster by the end of that business week
o Make sure that the umpires have score sheets, time sheets, and working pens
o Umpire timecards are to be collected on the 10th and the 24th of each month and
placed on the Coordinator’s desk
o Update Coordinator and send photos each week for the City’s Weekly Updates
o Keep season dates on dry erase board current
o Put any league notes for staff on the front page in binder, use a fresh page each season
NIXLE
o Use Nixle the morning of leagues to send out the game schedule.
o In the event of a rainout, cancellations must be sent through email, Nixle and posted to
the Facebook page.
o Use Nixle as a tool for registration, advertisement, and general league updates as
necessary
END OF SEASON
o Three weeks prior to season’s end, remind Admin to prepare fliers/media for next season
registration
o Conduct surveys
o Turn roster sheets over to Admin for Records Management
Page 1 of 5
How to Check Out/Check In the Master Schedule of
Contracts stored in Laserfiche:
______________________________________________
1. Navigate to the location the document is stored within Laserfiche.
2. Right click on the Master Schedule to show the drop down menu and navigate toward the
middle of the list; place the curser over the “Check In/Check Out”. When the additional
menu appears select “Check Out Document”. (see picture below)
Page 2 of 5
3. The following pop up will appear - Type something in the comments section such as your
initials and date then click ok:
Page 3 of 5
4. The document will immediately open using MS Office. (a temporary file is stored on
your pc).
5. Minimize the Laserfiche Screen.
6. Make the desired entries/changes to the document; click “Save” as you would for any
other MS Document.
7. Close the document.
8. Maximize the Laserfiche Screen you previously used.
9. Right click on the Master Schedule you just closed, navigate toward the middle and select
“Check in Documents” (see picture below)
10. A pop up will appear asking if you want to regenerate the text now, click yes
Page 4 of 5
11. Laserfiche will process the request. Another pop up will show the progress of generating
the searchable text. In most cases this will happen very quickly.
12. The version details screen will then show:
13. Click ok and another pop up will show:
14. Click Yes and the document is now checked back in.
15. If you would like to verify your version was saved, right click on the Master Schedule,
select Metadata and a pop up similar to the following will appear:
Page 5 of 5
16. You can see by the picture above that the version was saved as #13.
17. You are done until the next time you need to check out the document.
LEAGUE HOUSEKEEPING GUIDE
KEEP PLAYERS IN THE LOOP
o Send an email out to all players every week with current standings, needed make up
matches, and any league announcements
o Always ask for comments and feedback
o If someone drops out, let the rest of the league know immediately.
o Make sure everyone knows who they play during playoffs.
SCORING GAMES
o Make sure there is a slip filled out for each game
o Stamp every score sheet once you update League Lobster
o Check off that a game has been played on the master copy of the schedule
o Save all scoresheets in an envelope until the start of the next season
BINDERS
o Print fresh schedule to keep in each binder
o Keep all binder information up to date - THIS IS VERY IMPORTANT!
o Label one copy of the season schedule "master copy" use it to mark rain outs, scored
matches, and who has paid
o Binder must have at all times;
Master copy of current schedule (up to date) & 1-2 regular copies for players
League information packet/page to be given to prospective players - includes
copy of rules
Current call list for the league with active players highlighted
Current sponsor letter (SB & KB only)
League Lobster
LOG-IN: a.leyte@cityofcapecanaveral.org
PSWD:7300Northatlantic
o Enter matches as you receive scores.
o Only 25 teams can be public at once.
o Once all scores have been entered and are up to date, print current standings to post in
hall and make LEAGUE PRIVATE
o Choose a schedule
o Click “club page” on top ribbon
o Click edit icon next to desired schedule
o Click “make private”
PARTICIPATION WAIVERS
All participants in classes, leagues, or activities coordinated by or made available via City
recreation venues must sign a "Hold Harmless" agreement. A parent or guardian must authorize
participation for children under the age of 18. This waiver or applicable versions of it exist on the
following forms:
o Court Leagues: Participant Registration Forms
o Classes: Class Registration Forms
o Softball/Kickball Leagues: Roster Form
o Daily Court Usage: Daily Cash Registration Sheet
o Program Registration forms, i.e. Summer Camp
PARTICIPANT WAIVER CLAUSE
“By signing this form, the Participant and/or their parent(s) or guardian understands, acknowledges
and agrees that they are participating in an activity that has risk of injury, property damage, or
death. Participant and/or their parent(s) or guardian hereby waive any and all claims including,
but not limited to, bodily injury including death and property damage they may have against the
City of Cape Canaveral, and all employees, officers, directors, agents, and volunteers, arising out
of Participant's involvement in these activities. Participant and/or their parent(s) or guardian
further hereby release and hold harmless the City of Cape Canaveral and all employees,
contractors, officers, directors, agents, and volunteers, from any and all liability for loss, damage,
or expense or injury. I understand that I am engaging in a public program in a public space wherein
photographs may be taken for the purpose of program publicity or marketing. I hereby grant the
City of Cape Canaveral the authorization to use and publish images of me without restriction or
any claims of compensation.”
IMPORTANT:
o Be sure that all activity participants have endorsed one of these forms.
o These protect the liability interests of the City, its Contractors and its Employees.
PROGRAM MANAGEMENT GUIDE
MANAGEMENT TASKS OVERVIEW
ANNUAL TASKS
o New insurance
o Renew contracts (December)
o Update Master Schedule of Contracts
MONTHLY
o Calculate invoice totals
o Send totals to Finance Dept
o Email digital invoices to Instructors
o Mail out hard invoices to Instructors
o Verify payments on time
o Notify instructors on late payments
o Update program income worksheet
AS NEEDED
o Initiate new instructors
o Renew background info
o Maintain instructor files
o Issue press releases
o Update Activities and Classes google calendar
o Arrange ads for promotions
o Update compliance worksheet
o Update contract/insurance spreadsheet in Laserfiche
PROGRAM DOCUMENT MANAGEMENT
CITY FORMS
ICS: INDEPENDENT CONTRACTOR SERVICE APPLICATION
o Allows us to know what type of program they are offering.
o Gives us background on their experience & references.
o Has a page authorizing us to begin background checks.
ICA: INDEPENDENT CONTRACTOR AGREEMENT
o Allows instructor to conduct business at a city facility.
o Establishes expectations/responsibilities.
o Must be renewed annually unless otherwise noted.
CLASS REGISTRATION
o Logs payments of students used to calculate invoice.
o Must be turned in by end of each month.
o Scanned with invoice & returned to instructor.
MONTHLY PAYMENTS LOG
o Internal form for the instructor's convenience.
o Is not used by staff.
o Does not get collected monthly.
OTHER DOCUMENTS
INS: PROOF OF INSURANCE
o Required unless exemption is authorized by Director
o Must name City of Cape Canaveral as “additionally insured”
o Must be kept current with proof on file in Springbrook
BACKGROUND: SINGLE PDF MADE UP OF THE FOLLOWING
o Print out from clearing house
o Signed privacy policy
o Copy of fingerprints
o Copy of docs from all three web searches
o Copy of driver's license
INSTRUCTOR FILES ARE KEPT DIGITALLY ONLY
Each Instructor’s File Should Contain:
1. [LAST NAME] INS [YEAR]
2. [LAST NAME] ICA [YEAR]
3. [LAST NAME] ICS [YEAR]
4. [LAST NAME] BACKGROUND [YEAR]
o All above docs are uploaded into Springbrook.
o ICAs: Get uploaded to Laserfiche and hard copy goes to the instructor.
o All other materials are verified and scheduled for destruction
NEW INSTRUCTOR PROCESS
GETTING STARTED
o Have Instructor turn in the ICS.
o Ensure that their desired schedule does not conflict with other programs.
o Have Director Review/Approve Application.
o Arrange meeting with applicant.
DURING MEETING:
o Work out any additional details for program.
o Make copy of driver’s license.
o Have them sign Privacy Policy.
o Initiate screening for Fingerprinting and print out Live Scan form (next section).
o Give them map/directions to the screening location.
o Let them know to bring their fingerprints page to the office when screening is complete.
BACKGROUND SCREENINGS
Background screenings are required. Program instructors are service providers that are frequently
in contact with sensitive populations. The City of Cape Canaveral cannot not accept screening
results from other organizations or government entities. All Program Instructors, Assistant
Instructors and Substitute Instructors must successfully complete our screening process prior to
attending/hosting a class in an instructor or assistant instructor capacity. The City’s screening
process involves three separate search methods: web searches of state and local law enforcement
databases as well as offsite fingerprint scanning. The Instructors are responsible for the cost of the
offsite fingerprint scanning and will have to pay when they arrive at the screening location.
STATE & LOCAL LAW ENFORCEMENT DATABASE SEARCH
o Input the Instructor’s information into the websites listed below. Remember when doing
web searches that less is often more - meaning: search for the name and birthday, don’t fill
in all the boxes with Height, Weight, Zip Code etc.
o Instructors with common names may have ‘offenders’ who share that name come up in
these searches. Verify that these individuals are not the person you are actually searching
for. Save those pages as PDF.
o If the search turns up “no results” save that page as a PDF.
TO SAVE PAGES: Right click on the page you want to save. Select print. When the print screen
comes up: Under Destination click “Change” and select “Save as PDF” - save these directly to the
Instructor’s File in Programs.
DATABASE #1: FLORIDA SEXUAL OFFENDERS AND PREDATORS
https://offender.fdle.state.fl.us/offender/Search.jsp
Offender Search > Standard
o Do not fill out any additional details
o Ensure the following Advanced Options are selected:
“Both” is selected under Offender Types
All boxes are checked except Deceased, Confinement and Deported.
“Both” is selected under State Statuses
o Save page with findings as a PDF
DATABASE #2: FLORIDA DEPARTMENT OF CORRECTIONS
http://www.dc.state.fl.us/appcommon/searchall.asp
o Do not fill out any additional details
o Click “Submit Request”
o Save page with findings as a PDF
DATABASE #3: E-FACTS BREVARD COUNTY
https://vweb1.brevardclerk.us/facts/name_search.cfm
o Enter first name, last name, and D.O.B.
o Under filing date range set the “From” year to 2000
o Click Search
o Save page with findings as a PDF
FEDERAL SEARCH: DCF BACKGROUND SCREENING CLEARING HOUSE
This part of the screening process is done after the program has been approved and the City is
ready to move forward towards finalizing a contract. An ICA may not be completed until the
results from this screening have been returned. This is also the only part of the screening process
that the Instructor must pay for. Applicants must pay their screening fees when they arrive at the
offsite fingerprinting location, be advised that their screening must be “Initiated” by a City staff
member prior to their visit. The instructions on the following page explain how to initiate the
screening and obtain screening results from the Clearinghouse.
COMPLETE THIS STAGE DURING THE MEETING WITH THE APPLICANT.
ASK APPLICATION TO WRITE DOWN THE FOLLOWING INFO:
o Social Security Number
o Height
o Weight
o Eye color
o Place of Birth
o Previous States of Residence
YOU WILL SHRED THIS PAPER IN FRONT OF THEM WHEN FINISHED
ENTERING THE INFO INTO THE CLEARING HOUSE.
DCF CLEARINGHOUSE: INITIATE SCREENING
1. Go To:
https://apps.ahca.myflorida.com/SingleSignOnPortal/Login.aspx?ReturnUrl=%2fSingleSignOnP
ortal%2f
2. Enter Credentials:
Login: CCSummercamp
Pswd: (changes every 6 weeks)
(Note: The website requires this to be changed frequently but has no rule about using previous
passwords. If prompted to change the password, ensure that HR is kept in the loop. NEVER
EMAIL PASSWORDS.)
3. Click bold link shown below.
4. On the next page, Click: Background Screening Clearinghouse
5. At top of the new page, Click: Initiate Screening
6. Follow the prompts to search for an existing profile.
Type in SSN and Last Name
Click Search
It should give you an error in red saying "individual was not found"
Click Initiate Screening
Type in all required information – use address from Driver’s License
Click Next
7. On the next page it will ask for their Position.
Select “Other”
Check box acknowledging that they have signed the Privacy Policy
Click Next
8. ON THE NEXT PAGE JUST CLICK SUBMIT- DO NOT SEARCH FOR A PROVIDER
9. The screen shown below should come up. Click: Print Livescan Request Form
Applicant will need to take this page with them to their screening
10. SHRED THE PAGE WITH THEIR SSN & PERSONAL INFO
OBTAIN SCREENING RESULTS
Once the applicant has returned to the office with a copy of their fingerprints, your screening
results should be available from the Clearinghouse. Follow the steps below to print the results. If
the results are not ready yet, check back to the website daily until the results are.
1. Go To:
https://apps.ahca.myflorida.com/SingleSignOnPortal/Login.aspx?ReturnUrl=%2fSingleSignOnP
ortal%2f
2. Enter Log-in Credentials:
3. Click: Screenings in Process and scroll down to the bottom of the page.
4. Click the last name of the Instructor
5. Examine the page, ensure they are eligible for the top three categories on the list.
DCF General-Eligible, Substance Abuse - Adult Only Eligible, Summer Camps-Eligible
6. Scroll to the bottom of the page and click "VIEW/PRINT VERSION"
7. Print Page
8. Combine all of the background check documents in to a single PDF or print then scan them
together as a single document.
Copy of driver's license
Signed privacy policy
Copy of fingerprints
Copy of docs from all three web searches
Print out from clearing house
9. Save the BACKGROUND file to their Springbrook account and in their Instructor file.
10. Note the date on the compliance Spreadsheet - Re-Screened every 5 years.
AFTER SCREENING RESULTS ARE VERIFIED
o Collect all documents for BACKGROUND file turn into a single PDF put in Instructor’s
File & attach in SB.
o Use the information from ICS to draft their contract.
o Ensure all blanks are filled in (typed) except signature lines - print page.
o Scan printed contract and email to instructor. Be sure they know:
Contract must be notarized.
Notary services are free at all city offices.
Class cannot start until after the notarized contract is authorized by the CMO.
o Draft a press release using details from the ICS and send to Director.
o Have media staff start working on the advertising for the class.
o Make a class folder like the others in the rack on the safe.
o Have admin create a new registration form for the class.
o Put registration form and example form into the folder.
BEFORE FIRST DAY OF CLASS
o Go over how to use the forms, answer any questions.
o Explain billing process.
o Find out how/if their program requires us to do any additional set-up (chairs, etc)
o Give Instructor a copy of their completed contract.
o Double check that all contact info and class details are correct on press.
MONTHLY BILLING PROCESS
o Collect the CLASS REGISTRATION sheets from all instructor folders monthly.
o Add totals for each page - combine for total and divide by 4 for 25% owed to the city.
o If there are any questions about income reported - contact the instructor immediately.
o Once you have the totals for each instructor - Go to:
RECREATION > ADMIN > FINANCIALS > (CURRENT FY) > AUDITS
o Input all totals into the program income spread sheet. If there is a new instructor, add them
& their customer number.
o Copy and paste this section of the spreadsheet into an email and send it to finance.
o When the invoices are ready, send digital copies of the invoices to individual instructors
letting them know that their invoices are in the mail. - Remind them that the bottom slip
must be remitted with their payment.
o Scan their registration sheets, merge them with the digital copy of their invoice and save
the document in the current FY INVOICES folder in the PROGRAMS file using the
following format: Last Name Month Year
CONTRACTS & LASERFICHE
1. The new contract is scanned and saved in the Laserfiche location outlined below:
City Council > Contracts > Active > Culture & Leisure Services > Ind. Contractor Agreements
2. Check out & Update Master Schedule of Contracts: SEE NEXT SECTION FOR INFO
Location: City Council > Contracts > Master Schedule of Contracts & Instructions
o New instructors: Insert line in section with other instructors, fill in info accordingly
o Renewed instructors: update dates for contract, insurance, and renewal
o Be sure to scroll all the way to the right to ensure all necessary columns are filled
UMPIRE RESPONSIBILITIES
o All umpires must be secured by the Cape Canaveral Leisure Services Department
o Make final rulings on all calls.
Umpires/Staff have jurisdiction over play and may:
Call a time out.
Call off any game still in play after 55 minutes.
Call off a game due to inclement weather, lightning threat or any other safety concern.
Must notify CLS staff of any injury, incident, or serious infraction at the field.
Penalize a player, including ejection, for any reason, including but not limited to:
unsportsmanlike conduct, fighting, delay of game and excessive verbal abuse.
COURT LEAGUE ORGANIZATION
PREPARATION
o Start contacting new & previous players 2-3 weeks prior to the scheduled start date.
o Be sure players are in the appropriate league for their skill level.
o Make schedule a week before start date - calculate fees.
o Submit to Coordinator for review before distributing.
o Upon approval: print schedule, post in hallway & email copies to players w/ rules.
o Update binder - with a Master Copy schedule & additional hard copies for players.
o Update white board for Staff.
BEGINNING
o First scheduled match date- collect pay
o Ensure that all players have filled out an Activity Registration that calendar year
o Put contact/emergency contact info on call list & turn A.R. slips into Admin for Records
Management
DURING THE SEASON
o Leave score sheets on counter for players.
o Update League Lobster after games: 1 pt for every match won - winner by forfeit gets 2
pts
o Print standings weekly & post in hallway.
o Indicate rained out days & missed matches on the master schedule.
o Keep track of no-call/no-shows and enforce all rules.
o Take photos & update Coordinator on league progress weekly for the Weekly Update.
o Send players league updates and reminders for needed make-up match scores.
o Keep dry erase board dates current.
END OF SEASON
o Distribute and post play-off schedule.
o Inform winner of their credit for their next season.
SECTION 6:
Youth Center Operations
YOUTH CENTER OPERATING POLICIES AND PROCEDURES
RECREATION LEADER GENERAL RESPONSIBILITIES
o Recreation Leader must be attentive to their job at all times and is responsible for
supervising the inside of the youth center.
o While not responsible for what happens outside, it is a good idea to look outside
occasionally and be aware of any possible negative behavior.
o In the event the Recreation leader must leave the Youth Center for any reason, staff will
ask all children inside to leave and the doors will be locked.
o When problems occur outside, (fight, vandalism, etc.) staff will call BSO non-emergency
or 911 for emergency if needed.
o Recreation Leader must interact with the children—plan and implement activities, games
and parties.
o Recreation Leader should not to give money to any child for any reason.
o Games, storage, cabinets, and equipment cages must remain locked at all times and only
opened by staff.
REGISTRATION
o Upon arrival, ensure that each child has a registration form on file.
o For new kids, give them a registration form on their first visit—they will have 1 week to
return it completed.
o When the child returns the signed form, Staff must make a follow-up phone call to the
parent/guardian listed on the form to ensure that they were the ones to complete it and are
aware of their child’s participation in City Youth Center activities.
RECORDS MANAGEMENT
o Each year in September, Staff is to go through the registration binder and remove the
forms of all children that have aged out of the program.
o These forms should be taken to Admin at the Recreation Complex for final processing.
o Be sure to update the roster spreadsheet to reflect the children that were removed.
OPENING PROCEDURES
o Unlock north, front door entrance, only the west door. Do not open both doors.
o Adjust A/C to 75
o Uncover pool table
o Review emails daily.
CLOSING PROCEDURES
o Update attendance sheet
o Make sure all equipment is turned in & secured
o Empty all trash
o Clean tables
o Sweep floor and vacuum carpet
o Get sign-in sheets ready for the next day
o Record notes in daily emails
o Adjust A/C to 78
o Cover pool table
o Turn off TV & game systems
o Check bathrooms
o Lock front door
CITY OF CAPE CANAVERALYOUTH CENTER REGISTRATION
The Cape Canaveral Youth Center is a positive place for local youth ages 10-15. Staff is on site
to provide a safe, supervised environment for kids to socialize and play with other children their
age. We offer air hockey, pool, ping pong, board games, video games & sports equipment. The
focus is always on FUN—but we encourage the development of healthy lifestyle habits and use
programs, games and positive reinforcement to help build practical life skills.
105 POLK AVENUE • CAPE CANAVERAL • 321-868-1220 EXT. 276
Child’s Last Name Child’s First Name Birthdate
/ /
Gender
Parent/Guardian Last Name Parent/Guardian First Name Cell Phone Number
Street Address City/Zip
Emergency Contact #1 Relation Cell Phone Number
Emergency Contact #2 Relation Cell Phone Number
By signing this form, the participant and/or their parent(s) or guardian(s) understands,
acknowledges and agrees that they are participating in an activity that has risk of injury, property
damage, or death. Participant and/or their parent(s) or guardian hereby waive any and all claims
including, but not limited to, bodily injury including death and property damage they may have
against the City of Cape Canaveral, and any employees, officers, directors, agents, and volunteers,
arising out of Participant’s involvement in these activities. Participant and/or their parent(s) or
guardian further hereby release and hold harmless the City of Cape Canaveral and all employees,
contractors, officers, directors, agents and volunteers, from any and all liability for loss, damage,
or expense, or injury.
I also acknowledge that I have taken the time to review the rules provided on the reverse side of
this page.
Parent/Guardian Signature Print Name Date
/ /
HOURS OF OPERATION: MONDAY – FRIDAY 4:30 – 6:30 PM
ALL YOUTH CENTER PARTICIPANTS MUST:
• Be between the ages of 10 –15.
• Have registration form on file signed by parent.
• Sign-in upon entering Youth Center.
• Wear shoes and shirt at all times.
• Sign-out & return all equipment.
• Consume food and drinks in designated areas only.
• Ask before using phone, games, or changing channels.
STAFF HAS THE AUTHORITY TO ASK ANYONE TO
LEAVE THE PREMISES. FAILURE TO LEAVE UPON
REQUEST WILL RESULT IN DISPATCH OF A DEPUTY.
THE FOLLOWING OFFENSES WILL RESULT IN
IMMEDIATE DISMISSAL FROM THE FACILITY:
• Bullying or Fighting
• Smoking or Vaping
• Possession or use of illicit or controlled substances
• Disrespectful language or behavior
• Possession of weapons
CITY OF CAPE CANAVERAL
YOUTH CENTER RULES & DISCIPLINE POLICY
DESTRUCTION OR VANDALISM OF CITY PROPERTY
WILL BE PROSECUTED AND WILL RESULT IN
RESTITUTION.
SECTION 7:
Special Events
FRIDAY FEST RESPONSIBILITIES
PRE-EVENT
o Insurance Liability Forms
o Non-Profit/Volunteers
o Stage and their check
o Band and their check
o Work order
o Anderson Rentals
o Vendor Email
o Vendor updates/payment/management
o Vendor Spot Meeting
o Cones by Sheriffs Bay
DAY OF EVENT
o Collect $500 Bank from City Hall ~ Make Change (Thursday)
o Set up Benches, Tables, and Chairs in Food Court
o Put out Waste Pro trash/recycle cans
o Put out restroom, no dogs, PAL, and recycle signs
o Turn on electrical pedestals
o Check in Vendors
o Lock Racquetball Courts at 6:00pm
o Inform volunteers of their duties
o Turn on tennis court lights as needed
o Help Volunteers, talk to vendors, troubleshoot
o Be sure no vendor leaves until 10pm and NO CARs until the event is over
AFTER EVENT
o Return Benches to original spot
o Put Tables and Chairs back in the Sheriffs Bay
o Pick up Signs and put them in the maintenance shed
o Put trash/recycle cans on the South side of Taylor, separated and organized.
o Clean inside of LS Building - Bathrooms & Lobby
o Clean up trash on street (PAL)
o Move barricades out of the street onto CITY PROPERTY.
O UNLOCK RACQUETBALL COURTS
o Turn off Main in the electrical pedestals
o Turn off generator (lights) LAST
FRIDAY FEST VENDOR APPLICATION & PAYMENT PROCESS
ACCEPTING APPLICATIONS
o IF THEY DON'T HAVE ONE ALREADY… create a Springbrook customer profile
o Write their customer number in the top right hand corner of their new application
o New customers: enter ALL information from their Application including-
Name, 'doing business as', phone, address, email, goods/services sold
o Returning customers: ensure that all their information in Springbrook matches their
application, add info as needed
o Scan and attach their application into Springbrook - food/non-profits: scan other docs
o Put vendor contact information onto the current year’s contact spreadsheet
o Put in F.F. binder alphabetically according to Last Name
The BINDER IS THE FINAL STEP, if you cannot complete this entire process... leave the
application in the manila FF folder on the Admin's desk
DO NOT PUT APPLICATIONS IN THE FF BINDER IF THEY HAVE NOT BEEN
FULLY PROCESSED!
ACCEPTING PAYMENTS
Before accepting a vendor's payment:
o Ensure we have a complete current year application on file with all necessary
documentation
o Be sure that new vendors have received approval
o If they are a vendor returning after an extended absence, be sure that their good/service
does not conflict with that of a current vendor
o IF IN DOUBT OF ANY OF THESE… ASK!
o When ringing in the transaction, add the month they are paying for to the description.
RING ALL PAYMENTS INTO THE REGISTER UNDER THE CORRECT CUSTOMER
PROFILE. SOME OLD PROFILES DO NOT HAVE COMPLETE INFORMATION, IF YOU
TURN UP NO SEARCH RESULTS USING THEIR LAST NAME, TRY THEIR BUSINESS
NAME…
STILL CAN’T FIND THEM? IF THEY ARE A RETURNING VENDOR, THEIR
APPLICATION IN THE BINDER SHOULD HAVE THEIR CUSTOMER NUMBER WRITTEN
IN THE TOP RIGHT CORNER.
BE SURE TO PUT THEIR NAME, AMOUNT PAID, AND RECEIPT NUMBER UNDER
THE CORRECT MONTH IN THE FRIDAY FEST WORKBOOK!
GUIDELINES FOR NON-PROFITS HOSTING BEVERAGE BOOTH
Prior to participating at the event, the organization must acquire the following paperwork:
Organization must apply for a permit to sell liquor with the State of Florida. City Staff will
assist with information on the process.
Organization will be responsible for obtaining a special event liquor liability insurance
policy in the amount of $500,000.
The City if Cape Canaveral must be added as additional insured under the comments section. The
address used for the City should be 7300 North Atlantic Ave. Cape Canaveral, FL 32920.
Other organizations have used the following company for obtaining their insurance certificate:
https://www.theeventhelper.com The organization can purchase insurance from any licensed
insurance agency.
STAFFING
All Volunteers should be on site by 5:30. Plan on having at least 4 volunteers present the night of
the event. The ideal number of volunteers is 6. Their responsibilities include:
o Cash Handling, serving beer/wine
o Checking I.D’s is required for anyone who looks under age or questionable in any way.
o All volunteers must be over 21 unless otherwise approved by the Event Director
CASH HANDLING TIPS
Keeping track of all moneys received is of paramount importance!
o Start of event: City of Cape Canaveral can make a $500 change bank available for your
use upon request. This money is to be returned at the end of the event when first count
takes place.
o It is encouraged that at least once throughout the night, excess money be put away inside
the City safe to minimize probability of loss of cash or theft.
o At the end of the night, first count takes place and the organization will pay their flat fee.
Flat fee is calculated from all liquor sales and tips minus .06% sales tax.
The flat fee is calculated as follows:
SALES FEE
$0 - $1,200 $300
$1,201 - $1,700 $450
$1,701 - $2,200 $550
$2,201 - $2,700 $800
$2,701 - $3,200 $1,100
$3,201 - $3,500 $1,400
OUTDOOR EVENT & ENTERTAINMENT PERMIT
OEEP GENERAL INFORMATION
If person calls inquiring about hosting an event in the City – Take down the following information
and pass it along to the O.E.E.P. Liaison.
o Location
o Type of Event
o Intended Date of Event
o Hours of Event
o Anticipated Attendance
o Contact Information
Let the inquiring party know that the Liaison will be in touch with them.
FEES
There is no fee to submit the application. Permit fees will be determined after all City departments
have reviewed the application and established how/if the event will impact their department. Non-
profits may seek waiver of fees from City Manager
INSURANCE REQUIREMENTS
Depending on the size and scope of the event – host may be required to submit proof of insurance.
ADDITIONAL PERMITTING
Events that will erect tents 200 sq ft or larger will require a special permit from the building dept.
Events with alcohol will require a special alcohol exemption permit subject to the approval of the
City Manager.
CITY CODE COMPLIANCE
o No fireworks
o No outdoor music after 11 pm
o No water type bounce houses.
o Regular bounces houses must provide proof of insurance naming the City as “Additionally
Insured” and host must provide their own power source.
The Cultural Programs Manager serves as the liaison for the review committee. Applications must
be reviewed and approved by all City Department Directors.
For in depth OEEP descriptions and regulations see Code References Section.
SPECIAL EVENTS
MONTHLY/SEASONAL EVENTS
FRIDAY FEST
o 1st Friday of every month that doesn't coincide with a major holiday
o 6-10pm
o Block party at the corner of Taylor & Poinsetta Ave
o Vendors, Live Music , Local Artists, & Food Trucks
o See next page for detailed event break down and procedures
MOVIE IN THE PARK
o 2nd or 3rd Friday of March, April, May—September, October, November
o 7–9/10pm
o Canaveral City Park
o Free admission
ANNUAL EVENTS/PROGRAMS
CBAA Fine Art Show — Feb
Founders Day Spring Festival — March/April
Egg Hunt — March/April (Saturday before Easter)
Student Art Show — May
National Kids to Park Day — May
Summer Camp — Jun thru Aug — Registration begins 2nd week of March
Back to School Jamboree — Aug
Fido Field Day — Aug
Beach & Kite Festival — Sept
Monster Mash — Oct
Holiday in the City — Dec
Santa Letters — Dec
QUARTERLY/OCCASIONAL EVENTS
Parents Night Out — Varies
Street Eats — Quarterly
SECTION 8:
Administrative Financials
BUDGET WORK BOOK HOUSEKEEPING
PURPOSE OF THE WORKBOOK:
1. Keeping track of all department spending.
2. “At a Glance” reference for when purchase was made, how much, what PO #
3. Tracking system for our purchasing process.
4. Budget planning.
HEADING DEFINITIONS IN WORKBOOK:
INVOICE DATE – date listed on the invoice
STAMP DATE – date on the stamp issued by finance
SB Date – date the purchase order was creted
PO# - Purchase Order number generated by Springbrook
VENDOR – Person/Company to be paid
MEMO – Brief description of the goods/services purchased
AMOUNT – cost of the purchase
BALANCE – how much is left in the specific account
NON ACCOUNT PAGES – These are here to help keep track of the numerous purchases from
Amazon & Ace, Visa purchases, donation funded programs, the many refunds we issue each
year and Purchases applied to accounts outside our department.
HOW TO USE THE BUDGET WORKBOOK:
1. When you first receive an invoice -
Put it under the appropriate account in the Workbook
2. When a stamped invoice is returned -
Update the “stamped” date for the invoice in the Workbook
3. When you create the PO -
Update the “SB Date” & “PO #” for the invoice in the Workbook
OTHER TIMES TO UPDATE THE WORKBOOK
1. When a Statement packet is signed and sent to Finance
2. When the final invoice for a quoted project is received
HOUSEKEEPING TIPS
1. Before sending an invoice to Finance for stamp – PUT IT IN THE WORKBOOK
2. Every Friday, review each account page in the workbook to ensure it is up to date
3. Once a month verify account balance listed in the workbook against what is listed in
Springbrook.
CREATING A PURCHASE ORDER – STEP by STEP
STARTING A BATCH – multiple P.O.’s will be created in this batch, do not create a new batch
for each purchase order.
1. Sign in to Springbrook
2. When the main interface comes up… go to the pull down menu in top left corner – select:
PURCHASE ORDERS
3. Move your cursor down to the pull down menu below that – select: NEW
4. A page will come up that says “Batch Definition” – create a new batch just like you do on
the register in Cash Receipts. Type the number, hit ENTER.
5. Below the batch numbering pull down menu – click: SETTINGS.
6. The date in the box should show the current year – hit: ENTER.
7. A green check mark will appear beside the word SETTINGS, below it a red screwdriver
will appear beside PURCHASE ORDERS – click: PURCHASE ORDERS. A blank
page will appear in the interface.
__________________________________________________________________
CREATING PURCHASE ORDERS – repeat these steps until you have created all the purchase
orders you need to do. As you create PO’s, they will be listed on the interface page with the tab (at
the top under the word desktop) that says Purchase Orders.
1. In the top left menu of that page - click: the white page with the star in the corner ADD
NEW RECORD.
2. A page will appear with a lot of blank spaces – click the blue words on the left that say
VENDOR NUMBER.
3. Just like in cash receipts a search page will pop up – type the first few letters of the
vendor’s name in the box that says LAST NAME. Scroll through the list until you find
the correct vendor.
- If you do not see them try typing the same letters in the box that says DBA.
- If you still do not see them on the list call finance and ask.
4. When you see the correct name. DOUBLE CLICK ON IT. This will return you to the
previous page, now with the vendor information fields populated.
DO NOT MANUALLY FILL IN ANY EMPTY BOXES HERE.
5. Move your cursor to the middle column of text fields – click the blue words: HOME
DEPARTMENT. (Unless otherwise instructed - double click: LEISURE SERVICES.
6. Now – click the blue words: SHIPPING LOCATION.
*****TIME SAVING SHORTCUT*****
FOR VISA PO’s: Hit the letter V on the keyboard – this will take you to all items that
start with V – scroll down and double click: V-REC
FOR CHECK PO’s: Hit the letter L on the keyboard – this will take you to all items
starting with L – scroll down and double click: SS LEISURE SERVICE. This will
populate the necessary fields on the center column.
DO NOT MANUALLY FILL IN ANY EMPTY BOXES HERE.
7. Move over to the far right column – click inside box: INTERNAL NOTES. Type a very
brief, key word description of what the purchase order is for. THEN - Right click and
copy the text you just typed.
8. At the bottom of the page, go to the tab that says LINE ITEMS – hit: INSERT (on
keyboard).
ADDING LINE ITEMS - A new page will pop up. You will complete one of these pages for
each line item you have.
WHEN TO CREATE MULTIPLE LINE ITEMS:
a. When you have items on a single receipt that come from different accounts. Create a new
line item for each account.
b. When you have multiple charges to a single vendor: i.e. Amazon, more than one receipt
from Walmart
c. When you have a statement that contains items that come from different accounts: i.e. Ace,
Home Depot – in this case, each line item will contain the totals from all invoices coming
from that specific account.
EXAMPLE: Using ACE –
Line Item 1: With a Total of $25.00 contains the charges for receipts #25647,
#52468, & #25544 because they all come from Building & Grounds
Line Item 2: With a Total of $10.00 contains the charges for receipts #12457 &
#21458 because they all come from Special Events.
WHEN NOT TO CREATE MULTIPLE LINE ITEMS:
a. If all charges on a receipt come from a single account
b. If all receipts on the statement come from a single account (WEX)
CREATING A LINE ITEM
1. At the top left side of the line item page is a pull down menu. Select one:
STANDARD: Purchase order reflects one single payment to be closed after the check is
written. 90% of your PO’s will be STANDARD.
CONTRACT: Purchase order reflects an account that has a lump sum to be paid out in
multiple installments: i.e. large project, monthly bill, quarterly payments, etc. THIS IS
REFERRED TO AS A BLANKET PO.
2. Move your cursor down to the field next to ACCOUNT. Be sure that your cursor is in the
far left part of the field, if not the whole number will not fit.
3. Enter the number for the account that line item should come out of. If you are unsure,
consult the itemized account list in the PO Help Folder – if you are still unsure, ask
Gustavo.
4. Verify that the Account Description that appeared below the number is the account that you
want.
5. Move your cursor down UNIT PRICE. Enter the total purchase amount here.
6. On the right side of that page is a large field labeled description. Click on it – hit: PASTE.
This should enter the information you copied from the previous page. If you have multiple
line items, you may need to edit this entry to make it accurately reflect the description for
this specific line item - hit: ENTER
7. Springbrook is now ready for you to enter a new line item. If you have one, go ahead and
repeat this process. If not – hit: ESC
8. On the interface, you will see your line items listed. Be sure to delete the line item that says
$0.00. To do this, highlight it on the list – hit: DELETE button on keyboard.
9. The purchase order is not complete until you attach a copy of the stamped invoice.
ATTACHING ITEMS IN SPRINGBROOK
1. Click the PAPERCLIP icon at the top of the PO interface.
2. Click the ADD NEW RECORD icon on the page that appears. (Looks like a piece of
paper with a star in the left corner)
3. A pane will appear on the right side of that box - click the blue words: FILE NAME.
This will open up a window for files on your computer.
4. Navigate to the file you need: HINT – it is typically in one of the folders listed below:
FINANCIALS > FY (current year) > CHECKS or
FINANCIALS > FY (current year) > VISAS or
SCANS
5. Ensure that the file is named correctly. (See Employee Manual, Section 5, “Records
Mgmt Document Naming”
6. Click the file that you are going to attach – hit: OPEN – then hit: SAVE.
7. The name of the document you attached should appear in the left pane of the Attachment
Maintenance window. To verify that you attached the correct document: Go to FILE, go
down to ATTACHMENT and select OPEN ATTACHMENT. Close the attachment
windows.
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FINISHING THE PURCHASE ORDER – verify the following items are complete and then you
are ready to finish the PO.
Vendor number is entered.
Home department is 011
Shipping location is correct:
Leisure Services for CHECKS
V-Rec for VISAS
Internal notes are completed
All line items are entered.
Invoice is attached (you will see a number next to the paperclip at the top indicating the
number of attachments.
IF ALL IS WELL – hit: SAVE – you will see
REPEAT THIS WHOLE PROCESS FOR EVERY PURCHASE ORDER TO BE INCLUDED
IN THIS BATCH.
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FINISHING THE BATCH – Once you have entered all your Purchase Orders and you are ready
to send them to the Director for approval…
1. Your POs will be listed on the main page of the interface. Ensure that all of them are
there.
2. On the left hand side of the page you will see a green check mark beside settings and
purchase orders.
3. Click: PROOF LIST
4. Select: PRINT PREVIEW – BUT DO NOT ACTUALLY PRINT THIS
5. Click BUDGET PROOF LIST
6. Select: PRINT PREVIEW – BUT DO NOT ACTUALLY PRINT THIS
7. When green check marks appear beside Proof List and Budget Proof List – click:
GENERATE WORK FLOWS – a box will pop up asking for you to confirm this
request – hit: ENTER
8. These purchase orders are now sent to the Director and to Finance for approval. Check
back in a few hours to finalize the process.
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SUBMITTING THE FINISHED PURCHASE ORDERS – Once the POs have been approved…
1. Open your Springbrook interface. Select the appropriate batch number. If everything has
been approved, the word STATEMENTS will no longer be greyed out.
2. Click STATEMENTS – when the printer icon turns to a green check mark, you will
have a window pop up with your completed purchase order sheets. Select: PRINT
PREVIEW
3. PRINT THEM OUT – be sure they are not printing in color!
4. Pair up the stamped invoices with the correct purchase order statements.
5. Scan each statement with its invoice. Do not scan the whole batch of POs all together,
scan each PO ‘packet’ as a single document.
6. Staple each statement to its corresponding receipt.
7. Open your scanned folder and rename each of the Purchase Orders:
{Name of Vendor} #{PO Number}
Ex: Ace #32145
8. Move all of these files into the completed PO’s folder:
ADMIN > FINANCIALS > FY (current) > COMPLETED POs
9. FOR VISAS: Put the completed PO packets in the folder to Await Statement
FOR CHECKS: Put the completed PO packets in a “PO’s folder” and put on the
Director’s desk for signature.
10. Once the purchase order packets are signed, you may take them to the Finance
Department.
11. FINAL STEP: On the left hand column of the batch’s interface all items on the list
should have green check marks. Click: COMMIT – a box will pop up asking for you to
confirm this request – hit: ENTER
DO NOT TAKE PO’s to FINANCE THAT HAVE NOT BEEN SCANNED.
REFUND PROCESS
WHEN IT IS DETERMINED THAT A CUSTOMER NEEDS A REFUND:
1. Refunds may only be requested/issued to the specific individual/business/organization
that made the payment.
2. Find out if they are already an established VENDOR in Springbrook
- IF ALREADY A VENDOR: Go to step 2
- IF NOT: Look up their CUSTOMER information in Springbrook
Complete NEW VENDOR FORM in Finance Forms file
Submit NEW VENDOR form to Finance via “Invoices” Email
3. Fill out the APPLICATION FOR REFUND FORM in Finance Forms file
- The information required on this form can be found in Springbrook by looking up the
customer’s transaction history see INVOICE & PAYMENT SEARCH sheet for
these step by step instructions.
4. Once your form is completed. Send it to Finance for STAMP via “Invoices” email.
5. When the stamped copy is returned to you, PRINT THE STAMPED FORM.
6. Sign and date the line that says LEISURE SERVICES EMPLOYEE.
7. Have Gustavo sign and date the line for LEISURE SERVICES DIRECTOR.
8. Scan this SIGNED, STAMPED form and move it in “CHECKS” folder.
9. Put SIGNED, STAMPED form in “CHECKS TO DO” folder in desk.
10. On the next available day, complete a purchase order for it.
11. THE FINANCE DIRECTOR WILL SIGN IT ONCE THE ENTIRE PURCHASE
ORDER IS SENT OVER TO FINANCE.
SECTION 9:
Outdoor Event Permits &
Chapter 54