Recreation Advisory Board Agenda and Packet 2023 02 27

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Scope of Work The process for the development of the General Maintenance and Management Plan for Parks consisted of the following tasks: A. Review of Organization Data: Extensive data was provided to the consultant team by the City, which included the following information: 1. City of Louisville Values, PROST Goals, Key Performance Indicators 2. City Council Input: Survey 3. Management and Parks staff interviews 4. Inventory of Parks assets 5. Financial Information: Parks budgets 6. Operational Information: Organization chart, outsourcing B. Analysis of Data: Parks and their levels of service and operations were evaluated and assessed using available data. The analysis focused on existing levels of service, staffing, city council and community expectations, current management practices and organizational structure as well as internal communication and task distribution methodology. Additionally, there are other factors both quantifiable and qualitative that informed the analysis: 1. City Values and Expectations 2. Levels of Staff: Full Time and Seasonal 3. Operations: Task Distribution, Communication, and Prioritization 4. Outsourced Contracts: Frequency of Services and Term of Contract S. Maintenance Standards 6. Costs: Staffing, Equipment (Fleet and Facilities were excluded from the analysis) The development of Parks General Maintenance and Management Plan included several tasks as identified in the contracted Scope of Services, including: Internal Surveys and Staff Interviews In conjunction with City staff, the consultant team prepared and distributed a survey to City Council and the Parks & Public Landscaping Advisory Board (PPLAB) to gauge understanding of parks maintenance roles, responsibilities, and satisfaction with current maintenance levels of service and activities. The consultant team also facilitated a series of staff interviews to ascertain current understanding of roles, responsibilities, communication procedures, efficiencies/inefficiencies, and day-to-day decision making. Staffing Assessment Using NRPA benchmarks, the team reviewed staffing levels to understand staffing as a percentage of the overall operational budget and to identify potential gaps based on desired Level of Service. Asset Inventory Data assembly is a critical component to understanding the extent of existing asset inventory information, including the number of parks, playgrounds, recreation amenities, rights -of -way, medians, etc. A detailed asset inventory is included in the Annual Work Plan template and Appendix D. After assembling and reviewing existing data, including inventory and budget line items, the consultant team City of Louisville Parks Department January 16, 2023 Summary of Findings Page 10