Recreation Advisory Board Agenda and Packet 2023 02 27

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encounters. Irrigation and forestry both have obligations to private residents; Parks has played a strong role in snow removal throughout the City and has taken a lead with the Fire Recovery response. However, a combination of asset areas and community expectations has left Parks staff under-resourced to cover the day-to-day maintenance of assets. Once Parks is able to track the actual time spent within these different landscape type categories, on specific components, there will be a realization of the real costs to Parks for assets beyond the listed acreage of "parks." As Parks develops a system of tracking this data, Parks will be able to produce accurate, timely, and straightforward reports. Maintenance and Operations Recommendations: Maintenance Develop a preventative maintenance plan to provide periodic, scheduled inspections, assessment and repair, and replacement of infrastructure, systems, and assets. This includes certifying, checking, or testing for optimum operation based on applicable industry standards, local guidelines, City requirements and/or manufacturer's recommendation for maintenance and replacement of parks, with the intent to ensure that park assets are maintained for optimum use and safety and have the ability to reach or extend its full life cycle and expected return on investment. a. Establish specific maintenance goals and objectives to focus maintenance planning. Recommended goals are included in the Annual Work Plan. b. Develop work schedules based on established policies and priorities. c. Workflow and prioritization of the work needs be established for each classified task. Tasks within the workflow for each work order can include automatic scheduling (backflow preventer certification), who gets the work assignment, equipment and material needed to complete the work, lock out/tag out procedures, and the buildings' point of contact. Establish and implement a workflow process that recognizes needs, responsibilities, and response time requirements for daily maintenance tasks, capital renewal, preventative maintenance (PM), and corrective maintenance. Provide operational responsibilities that aligns with the staffing structure. Develop service level agreements (SLA) for maintenance functions between departments and outside agencies (such as HOAs, CDOT, etc.) that clearly delineate what maintenance functions are completed by each organization, timeframes, and other expectations. Formalizing service level agreements between departments and outside agencies would clarify expectations and start eliminating confusion. These can be updated once core maintenance functions are clearly defined for Parks. Develop and implement a documented inspection process to inspect work performed by in- house and contracted staff. A quality assurance plan should be developed to define the required quality of work, the process used to evaluate the quality of work performed, and the process that should be followed when the quality of work does not meet the requirements. When developing the plan, first determine reasons why quality assurance problems may occur or have occurred in the past. Some reasons may include worker productivity, lack of necessary resources, lack of supervision, project is not appropriately City of Louisville Parks Department January 16, 2023 Summary of Findings Page 24