2011-01-AU Limited Scope Performance Audit of the Department of Parks and Recreation’s Facilities Asset Management

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Chapter 3: OPERATIONS Budget process. The Park Planning Division then determines whether the work order can and should be addressed immediately with existing CIP funds, or whether the job should be included in a future CIP Budget. The Parks Maintenance Superintendent indicates that there is no further formal communication between the Parks Maintenance and Park Planning Divisions regarding the work order, its priority, or recommended method of and timeline for completion. The Park Planning Division does not maintain a separate database or other system to track work orders submitted by the Parks Maintenance Division, and does not have a formal process in place for prioritizing work orders or ensuring that work orders are addressed in the current fiscal year with existing funds or included in the next budget cycle. As stated in the State of Idaho's "Best Practices Maintenance Plan for School Buildings" (September 2006), an additional component to a Work Order System is the maintenance of systematic records that ensure building managers have sufficient information to properly oversee building maintenance work and to evaluate the maintenance work periodically. THE DEPARTMENT NEEDS TO IMPLEMENT PROCEDURES TO ENSURE BETTER COORDINATION AMONG P&R ADMINISTRATION, PARK PLANNING, PARKS MAINTENANCE, AND RECREATION DIVISIONS Department of Parks and Recreation administrators are charged with the management, development, and submission of a proposed annual Operating Budget, including funding requests for routine and periodic facility maintenance and repair, and a proposed annual CIP Budget, including funding requests for projects related to major facility repair, rehabilitation, or replacement. Responsibility for actual performance or contracting of corrective work rests with the Parks Maintenance Superintendent for in-house work or outsourced work funded under the Miscellaneous Contract Services account in the P&R Operating Budget, and with the Park Planner for larger outsourced projects funded under the P&R CIP Budget. However, the Department has no formal policies in place to clearly define or plan for each category or type of maintenance and repair activity (routine versus preventative; periodic versus repair; repair versus rehabilitation; or rehabilitation versus improvement). The Department also has no formal policies in place to clearly establish who is responsible for budgeting, executing, monitoring, and reporting on specific activities within each maintenance and repair category. Currently, once a Maintenance Work Request and accompanying Work Order Denial Justification Form are submitted to the Park Planning Division, the Parks Maintenance Division no longer monitors the work order and has no formal input to or communication from the Park Planning Division as to its ranking, prioritization or timing for completion. When Auditors inquired, "Can you provide documentation of how the Work Order Forms and/or Work Order Denial Forms received from Parks Maintenance are used in the CIP Project Budgeting process?, the Park Planner responded: "Work order forms forwarded to the Planning Section and Administration are referred to on occasion but are not specifically referenced in the preparation of the CIP Budget unless there is a 17