Recreation Advisory Board Agenda and Packet 2023 02 27

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4. Parks Board. The time required to prepare packets of information to assist the PPLAB review and decision -making process is not currently tracked and requires the input of the Parks maintenance staff, as well as supervisors. Time allocation for administrative tasks should be tracked and should be construed as a critical task necessary to keep PPLAB apprised of ongoing maintenance activities 5. Code Enforcement / Private Issues. There is ambiguity in Parks regarding the maintenance of rights -of -way, HOA entries and pocket parks, Special Districts, etc. While there is significant time spent discussing, researching, and potentially performing work that is typically the responsibility of the HOA based on the original development agreement, there is little available documentation to confirm HOA roles and responsibilities of common areas. Additionally, Parks irrigation staff is often the first call made by concerned residents and other departments and often responds to leaks in irrigation systems on private property. Parks often assumes responsibility for shutting the water off and notifying the property owner. However, during the busiest maintenance season, this work goes undocumented and impacts the on -going maintenance workflow. 6. Maintenance Responsibility / GIS Definition. Parks currently does not leverage the City's existing GIS database, which could assist in both establishing and documenting limits of responsibility. This can benefit staff by reducing the time spent discussing various interpretations or recollections of outdated agreements, as well as establishing parameters for on -going maintenance. 7. Cemetery Administration. The time spent between the key staff members involved in the administration and unique maintenance needs of the cemetery is not well -documented or tracked, and results in a gap that impacts staffing needs for this unique asset. 8. "Other Duties as Assigned" / In -House Projects. Due to the size of the work group, Parks is asked to assist with city-wide projects and duties that are not typically associated with parks. This ranges from overseeing construction projects, to staffing City events, and to waste removal at City facilities. The Department is responsive to these requests, but the time spent is not specifically tracked, nor built into on -going maintenance plans. Asset Inventory/Categorization The most current GIS data was collected during the 2012 master plan process. The data includes boundary data for all areas that Parks currently maintains, as well as point data for a variety of components. However, the data has not been updated, as Parks has added assets in the past decade. Refer to Appendix B in the Annual Work Plan for asset inventory data including additional assets added since 2011. Refer to Appendix D for a detailed list of parks. The components tracked in GIS provide the greatest window into the on -going maintenance tasks for which Parks is responsible. However, the GIS data provides no sense of quantity of the tracked component: Bluegrass turf is a component, but overall acreage is not captured; trailheads are tracked as a component, but trail length is not captured; waste receptacles are not captured. Each of these components require on -going maintenance, and the extent of the maintenance (i.e., assigned task - hours) is determined by the quantity of the component. City of Louisville Parks Department January 16, 2023 Summary of Findings Page 13