City Council Agenda and Packet 2023 01 24 SP

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Based on our assessment of Parks maintenance functions as they are currently configured, a priority recommendation of this report is the development of a maintenance program that includes strategic planning, process improvement, and continual measurement and monitoring. Alignment to a standard, such as the NRPA's Commission for Accreditation of Park and Recreation Agencies (CAPRA) standard, will enable Parks to build a program that is rooted in strategic alignment, repeatable and defendable processes, and a focus on continual improvement. The CAPRA standard provides an authoritative assessment tool for park and recreation agencies to demonstrate they have the operational capacity to deliver programs, facilities, and services at a high level of quality. Using the CAPRA standard as a guiding framework enables the City to build and sustain the long-term change Parks is seeking. Further, a structured maintenance program that includes maintenance and capital planning functions facilitates several positive outcomes: • Reduction in life cycle cost • Reduced risk of failure of critical systems • Increased customer satisfaction, both internal and external • Improved asset reliability and performance • More effective preventative and corrective maintenance programs • Decrease in emergency repairs, outages, and response requirements The advantages of a well -documented maintenance function will be alignment of Parks Department maintenance function with the City's strategic objectives, more streamlined operations, consistent application of maintenance practices to optimize asset life cycle, effective use of in-house and outsourced resources, a work and career development environment for Parks employees, and long-term reduction in the cost of the maintenance and capital renewal. Key Findings and Recommendations: The primary objective of the General Maintenance and Management Plan is to provide guidance and feedback to both management and staff involved in the daily maintenance of parks and Parks assets. The plan includes detailed inventory data and analysis to better understand the costs associated with specific tasks and identifies targeted Levels of Service that identifies specific maintenance regiments for each asset. The following recommendations identify specific areas of concern that would improve efficiency and allow for more accurate cost assessments related to maintenance and management. 1. Implement and document consistent maintenance processes, levels of service, and customer expectations. 2. Develop a preventative maintenance plan and a documented inspection process. 3. Adopt Lucity software to manage maintenance workflow. 4. Implement a staffing plan consistent with the benchmarking data. This plan should include a more detailed labor needs analysis to determine specific staff types and ratios based on the desired levels of service. 5. Develop a system to document and track actual staff task time. Use this data to inform an Annual Work Plan for routine maintenance and contingency plans for corrective maintenance. 6. Complete inventory of assets, refine accuracy of data, and add the data to Lucity. 7. Conduct Parks -specific resilience planning that includes security, emergency preparedness, and continuity of operations. 8. Implement a performance management system with consistent asset facilities -related key performance indicators (KPIs) that accurately measure the effectiveness of asset maintenance. City of Louisville Parks Department Summary of Findings January 16, 2023 Page 9 12