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 THE HISTORICAL LACK OF MAINTENANCE AND REPAIR HAS RESULTED IN SOME FACILITIES THAT CANNOT BE FULLY UTILIZED BY THE PUBLIC Deteriorating recreational facilities cannot be fully utilized by the public. Various Recreation Directors also reported that games and community events needed to be cancelled or stopped midway due to roof leaks in gyms. Buildings or building sections have also been closed due to the presence of hazardous materials, leaving communities without adequate recreational facilities at which to meet and play. The Auditors were also provided with documented complaints from the coordinator of an event held in November 2010, indicating that the event and its exhibitors were negatively impacted by the leaking facilities at the Edith Kanaka'ole Multi-Purpose Stadium. The Auditors observed roof repair work being conducted in March 2011. DETERIORATING FACILITIES ARE AN ONGOING PROBLEM During our site visits and review of departmental reports, the Auditors noted that many recreational facilities have rusted and/or leaking roofs and gutters, wood rot, and termite damage. It should be noted that the sites observed by the auditors were based on a judgmental sample to ensure observation of at least one facility in each district, and that a judgmental sample is not statistically based and the results should not be extrapolated over the population as the sample may not be representative of the population. Leaking roofs were observed or reported at 11 of the 16 recreational sites visited, and outstanding maintenance and repair work was observed or reported at 15 of the 16 sites visited. Various facility staff reported a backlog of maintenance and repair that has been deferred for years. While the Department informed the Auditors that it had not completed aCounty-wide facilities condition assessment inclusive of estimated repair costs, the Department reported to the Council in May of 2008 that it estimated remediation of the then existing deferred maintenance and repair backlog at approximately $80 million dollars based on a list of repairs and estimated expenses completed in about 2004. (See, Appendix E). When the Auditors requested the list of facility repairs and estimated costs that were used to provide the Council with this rehabilitation estimate, the Park Planner responded: "The Planning Section of the Department originally prepared a list of maintenance needs at each park site with corresponding estimates in 2003 in order to quickly illustrate the condition and status of the department's inventory and determine what the overall deferred maintenance picture looked like for the Department. That list was prepared based on cursory site visits, with limited input of site staff, using basic cost estimating procedures, etc. and therefore should not be considered comprehensive in terms of an audit. Moreover, that list was not maintained and no new spreadsheet prepared that could provide a more realistic or accurate picture of the current state of the department's major maintenance needs." Review of the spreadsheet (Appendix E) further exemplifies the need for a process to assess and prioritize capital projects, and additionally ensure that funding allotments are directed to those projects deemed the highest priority. For example, the listed repairs to the leaking roofs of Yano Hall, Gilbert Carvalho Park Gym, and Honomu Gym have still not been completed. 26