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

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Chapter 1: AUDIT PLAN Goal 2.4 -Maintaining a 5-year plan for repairs and maintenance 1) Turn in a list annually at the July staff meeting which will contain the large repair and maintenance items needed at each facility. 2) From the list of large repair and maintenance items, prioritize the projects by safety and usage before September staff meeting, where they will be discussed before submittal to the CIP and R&M budgets. 3) Semi-annually review the priority list to ascertain what has been completed and what has been replaced by more pressing priorities. In addition to the July listing, there will be a review in December. Goal 2.5— Providing regular facilities and safety inspections and monitoring the results and recommendations 1) Each managed facility will be inspected daily by the site personnel and deficiencies noted on a daily checklist. These will be reported, as necessary, via maintenance work orders or to the division head if they can't be fixed immediately. 2) Each unmanaged facility will be inspected daily by Parks Maintenance personnel and deficiencies noted weekly on a checklist. 3) Each Division Head will conduct a random check of a facility at least once monthly and will report the results in the quarterly report that is submitted to Administration on the 20th of the month following the end of the quarter. Focus Area 3: Fiscal Responsibility Goal 3.1: - Refine fiscal management and performance of the department 5) Review past problems and identify recurring problems with staff. Provide training on key items and procedures. Focus Area 5: Safety Goal 5.3: - Perform regular safety inspections of all facilities 1) Safety and maintenance checks will be performed daily with random checks by supervisory personnel to be performed monthly. (See Facilities Goal 2.5) We also compared the Department's practices to industry best practices for implementing an asset management system, including best practices noted by the National Research Council, the Federal Benchmarking Consortium, the Government Finance Officers Association (GFOA), the United States Environmental Protection Agency (EPA), and other authoritative sources specifically cited in our report. The Department's maintenance and repair practices were also 3