Recreation Advisory Board Agenda and Packet 2023 02 27

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Louisville, in order to prioritize needs and requests from throughout the City, and to balance Parks overall FTE's against the growing needs of the site departments. Another opportunity to improve the function of Parks through organization is to collect the administrative functions of Marketing, Volunteer Coordination, Information Technology, and Administrative Tasks directly under the Director. Marketing and volunteer coordination responsibilities occur in most other City departments, and in each of the sub -departments within Parks. These efforts can then be better coordinated with city-wide resources and prevent the duplication of efforts by multiple departments within Parks. Finally, the organization structure should reflect the full staff build -out of each sub -department under Parks, based on the Annual Work Plan. As sites are assigned levels of service, and areas totaled, labor hours required for routine maintenance will determine the requisite number of staff. The organization chart should show the number of staff necessary to maintain the desired level of service at all sites throughout the City. Organizing Parks with an emphasis on service departments will help Parks prepare accurate and executable strategic plans, with the ability to develop productive measures and standards, while monitoring their process improvement. Maintenance Process Management Operations and maintenance of parks ensures Parks assets are maintained appropriately and Parks operations provide a satisfactory environment to meet the community's needs. In this assessment we focused on maintenance processes, asset management processes, grounds, sustainability, and business resilience. Effective maintenance operations lead to enhanced recreational experiences, increased efficiency, reduced liability, and improved public image. The following sections of the NRPA CAPRA standard (Sixth Edition 2019) were reviewed as part of this scope of work: • 7.5 Maintenance and Operations Management Standards ➢ 7.5.1— Facility Legal Requirements ➢ 7.5.2 — Preventative Maintenance Plan • 7.10 — Maintenance Personnel Assignment Procedures • 4.2 Staff Qualifications • 4.3 Job Analyses for Job Descriptions Current State Operations and maintenance duties and responsibilities are known well within Parks due to the longevity of the employees, and the overall operation is consistent. Documented processes are typically a whiteboard with monthly/daily tasks with no computerized tracking system. Maintenance tasks are assigned and completed regularly, but the processes for assignment, completion, and when to utilize contractors are not consistent or documented. Contracts do exist for contractors, but the documentation of maintenance performance is not standardized. Based on our discussions, Parks staff indicated that they currently operate at the following APPA levels of service: City of Louisville Parks Department January 16, 2023 Summary of Findings Page 21