Maintaining Maintenance

Wyatt Richardson Jr., CPRPOperational Manager I

Sarasota County Parks and Recreation

• Better Plan, Schedule, and Coordinate Your Maintenance

• Identify Common Maintenance Mistakes

• Learn Improved Maintenance Techniques

Course Goals

Expectations

Standards

Frequency

Better Plan, Schedule, and Coordinate Your Maintenance

Department’s mission and vision statements (your expectations)

Operational standards (what it looks like) Performance measures (frequency)

How Do You Plan Maintenance?

Standards serve to support department goals and to measure the progress in the areas which they address.

A set of clearly defined standards helps to establish:◦ what procedures, techniques, and resources are

necessary to achieve the desired outcomes◦ Know what additional resources or training are

needed if outcomes are not reached

Why are Standards so Important?

Procedures are different from standards in that a “procedure” describes what tools, materials and/or techniques are used to achieve the desired outcome standard.

For instance, the standard that “paths shall be free of debris” states the desired outcome but says nothing about how the outcome is to be achieved.

Standards vs. Procedures

Standards do not address maintenance frequency

This is addressed as part of a work unit’s maintenance schedule, which may fluctuate depending on the season, a particular special event, or some safety need

Procedures are determined by the experience, the knowledge, and—very importantly—the resources available to the maintenance staff

Standards need to be reviewed and updated periodically to reflect input of staff, residents and priorities.

Standards vs. Procedures

If the standard is “Height of cut for athletic turf will be maintained at ¾ of an inch”

For example:◦ Based on growing season to achieve this

standard, mowing will need to occur 3 times per week.

What challenges do you face when trying to meet this? Weather? break downs?

Schedule/Coordinating Maintenance

No set standard to operate from or unachievable standards (based on current resources)

No data tracking or not being tracked properly

Operations staff not consulted with the development of new parks and facilities.

Common Maintenance Mistakes

Item Maintenance Standard

3.3.1 Floors Floors shall be free of dirt, litter, debris and standing water.

3.3.2 SurfaceAreas leading to structure shall be level, even, and free of holes/ trip hazards. Surface shall be ADAA compliant.

3.3.3 Structure Structure shall be free of cracked, broken or missing components

3.3.4 Exterior Exterior surfaces shall be free of holes, gaps and peeling paint.

3.3.5 RoofsRoofs shall not leak and shall be free of limbs, litter and debris. Grounding system shall be in working order.

Acceptable Standards3.3. Picnic Shelters

Item Maintenance Standard4.1.1 Infield Wear

AreasWear areas around home plate, bases and pitching rubber shall not be worn or “dished out” but shall be firm and flush with the surrounding field.

4.1.2 Lips Infield/Outfield transition shall not have a build-up of infield material (Lip).

4.1.3 Standing Water

Infields shall be graded so that they have no standing water.

4.1.4 Weeds Infields, fence lines and warning tracks shall be free of weeds as well as turf areas.

Acceptable Standards4.0. Athletic Fields and Courts

4.1. Baseball / Softball Fields

Excel Route sheets Work Orders Software (MAXMIO, Facility Dude, MainTrac)

Effective Data Tracking

There needs to be a “purpose” for the data

Data can be used for:◦ Historical purposes for future budgeting◦ Showing a need for a staffing increases◦ When future land or facilities are added, the data

can show costs and staffing to maintain those items.

Why Collect Data?

Mileage driven Time to complete task Tools/materials used Equipment hours used Tasks completed Day, time and staff assigned Size of facility, acreage of park Number of amenities

What Data Do I Collect?

A new park is being built with 4 soccer fields, 2 softball fields and 2 miles of walking trails

How many man hours will it take to…◦ Mow the turf?◦ Trim and edge side walks?

What Do I Do With The Data?

speed of mower width of mower sq ft in an acre

7 X 5280 =36,960 X 7.5=277,200/43,560 = 6.36 acres per hour

Linear feet in a mile

What Do I Do With The Data?

Based on the size of the complex we know we have 12 acres of athletic turf. Based on the formula we know it should take approximately 1.45 hours to mow the turf*

*Does not account for opening gates, making turns, loading equipment, etc.

What Do I Do With The Data?

• Material selection• Site design• Contractual services versus in house

Improved Maintenance Techniques

Trimming Woes

Trimming Woes

Wear Areas on Turf

Curved Edges

Ease of Mowing

Deciduous Trees

Contractor VS In HouseContractor-Pro Contractor-Con Saves time Frees up your staff Area of expertise Cost savings?

Work has to be monitored

Harder to hold them to your standard

Costly?

Contractor VS In HouseIn House-Pro In House-Con Saves time Cost savings? Ability to adjust

timelines Staff can be held

accountable to your standards

Takes away from other tasks

Not an area of expertise

Inefficient Design

Efficient Design

Any Questions/Comments

?