COM 0279.000 2010-2012 - Laserfiche WebLink

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• Requiring project plans and status reports for maintenance and repair, rehabilitation, replacement, and new construction projects that clearly show timelines and document progress. • Supporting adequate resource allocations and budgets for operations. Insufficient Process to Collect, Report, and Communicate Information Recommendation 4.4: P&R needs to develop and implement a process that adequately and timely coordinates the collection, reporting, and communication of relevant data for use by the public, County Council, County Administration, P&R Administration, and Park Planning and Parks Maintenance Divisions. Lack of Current Facilities Condition Assessment Recommendation 4.5: P&R should have a complete facilities condition assessment conducted by qualified professionals. Historically Reactive Maintenance and Repair Recommendation 4.6: The Parks Maintenance Division should adopt proactive work schedules and practices that focus on preventative maintenance. P&R Does Not Have Performance Measures for Facility Conditions Recommendation 4.7: P&R should establish clear and reliable performance measures that will permit tracking the condition of its facilities over time. Insufficient Monitoring of and Reporting on Relevant Performance Measures for Facilities Management Recommendation 4.8: P&R should implement a system to track progress toward achieving its strategic goals for facilities. P&R should develop relevant and quantifiable performance measures to monitor and report on improvement of facilities conditions. The Department also needs to implement a formal program for regular inspection of and reporting on all major facility components, such as roofs, mechanical and electrical systems, and wood components prone to termite infestation. CONCLUSION The County has an opportunity to establish a new direction regarding its management of public infrastructure and capital assets that stresses the need to take a long-term perspective with a focus on preventative maintenance. By implementing recommendations and best practices in asset management to improve its planning, budgeting, operations, and monitoring processes, the Department of Parks and Recreation can better achieve its strategic plan goal for providing "safe, clean, enjoyable, accessible and aesthetically pleasing facilities." The timing for implementation of the recommendations included in this report will depend upon the priority placed by elected officials and the Department's administration on maintaining and rehabilitating the County's Parks and Recreation facilities. A dialog between the Department and elected officials to establish an acceptable implementation timeframe, which balances the immediate need for a comprehensive facilities asset management system and the reality of monetary and human resource constraints, should be initiated. It must be recognized, however, that implementation will, at a minimum, require the commitment of significant staff hours. The auditors suggest that the Department of Parks and Recreation immediately determine the order of and timing for implementation of the recommendations and communicate the same in writing to the County Administration, Council, and public, and provide regular reports on the Department's progress to stakeholders. 5