Recreation Advisory Board Agenda and Packet 2023 02 27

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Summary of Existing Data Existing Data At the kickoff of the project, the consultant team presented the City with an extensive list of a wide range of data and information about Parks operations. Through March and April of 2022, Parks provided information ranging from GIS data and park inventories to master plans, biennial budgets, and codes, to whiteboard snapshots and screen captures of irrigation maintenance software. Additionally, members of Parks staff were made available for interviews. The team was provided with an in-depth perspective of the processes and procedures that allow Parks to supply the services that the community so greatly values. In the initial review of existing data, it was determined that to quantify the staffing needs of the Maintenance Department more fully, additional data in the form of an expanded inventory would be necessary. Existing data and additional data collected during this effort is identified and detailed in Appendix D Asset Classification. It should be noted that there will continue to be a need for Parks staff to both maintain and add to the inventory database to ensure that all assets and tasks are accounted for. The list of data provided by the City is listed under Appendix C Data Sources. Known Data Gaps When generating an Annual Work Plan, it is important to note that many tasks are dependent on the availability of existing data. This report recommends more comprehensive data collection regarding specific tasks that are unique to maintenance operations, and the time it takes to complete each task. Parks staff is aware that they currently do not collect all pertinent data necessary to establish a systems - based approach to operations management. The following list of missing data was generated in-house by Parks staff to supplement the data provided to the consultant team in the initial data assembly tasks. 1. Plant Material Data. Parks estimates that there are 10,000 trees that are publicly maintained, and it does not currently track data on the quantity of shrub bed area. It should be noted that Parks maintains a significant number of medians in the right-of-way, but total square footage maintained by Parks staff has not been tabulated and should be a priority moving forward in the expansion of the existing data inventory. a. Forestry is a city-wide operation where much of the work occurs at sites not considered to be parks, such as private property, open space, in ditches, rights -of -ways, etc. b. Planted Beds (annual, perennial, pollinator, shrubs) are the most expensive square - footage to maintain; additionally, the City's policy to control weeds without the use of herbicides using manual methods has a significant impact on horticulture services. 2. Athletic Permitted Use Support. Parks staff supports the permitted uses at the athletic fields, including ballfield lining and dragging, and soccer field line painting. The actual task time and resources are not tracked, including tasks and events that require Parks staff to work overtime and/or outside of normal work schedules. 3. Permits. Special Use Permits, shelter rentals, City special events, Access Permits, Rights -of -Way Permits, etc. all require staff time to review and process. Cemetery staff often perform reviews and processing, as there is no dedicated staff for these administrative tasks. Additionally, Parks staff have responsibilities surrounding these events, including preparing the site and marking utilities, staffing and access during the event, and site cleanup and waste removal services afterwards. The labor and resources required for this work is not tracked. City of Louisville Parks Department January 16, 2023 Summary of Findings Page 12