02-1: PARD Support Services Presentation — original pdf

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P ARD S UP P ORT S ERVICES Parks Board Meeting April 28, 2025 Ben Rustenhaven & David Hillers Austin Parks and Recreation Department Support Services Mission: To be value-added business partners that get results. Long Range Plan Goal E: Optimize and improve efficiency of operations Leverage partnerships and revenue opportunities to elevate the quality of PARD operations and maintenance while upholding equitable park access and ensuring a sustainable and well- balanced budget. Communications and Engagement Unit Public Information / Media Relations Marketing / Social Media Management Web / Creative Services Community Engagement Media Request Report s: • FY2 4 - 2 5 7 m e d ia re q u e s t s • FY2 5 - 8 7 m e d ia re q u e s t s • 2 0 17- 2 0 2 4 Avg . # o f Re q u e s t s : 3 8 8 10 Awards since 2021 2025 Blue Pencil and Gold Screen Award from the National Association of Government Communicators for the Tillery Neighborhood Park Community Gathering 2024 Blue Pencil and Gold Screen Award from the National Association of Government Communicators recognizing the Outreach Campaign for A Celebration of Life for a Tree Named Flo 2023 Blue Pencil and Gold Screen Award from the National Association of Government Communicators for the Ceremonial Moment of Silence and Splash Honoring Civil Rights Activist Joan Means Khabele Texas Recreation and Park Society (TRAPS) Promotions and Marketing Excellence Award – Class I – for Parque Zaragoza: Communidad, Cultura, y Resiliencia 2022 Blue Pencil and Gold Screen Award from the National Association of Government Communicators for the Community Engagement Forum on the Historic Montopolis Negro School Open House 2021 City-County Communications and Marketing Association (3CMA) Silver Circle Award for the Our Parks, Our Future Long-Range Plan National Association of Telecommunications Officers and Advisors Award of Distinction for the 2020 Zilker Tree Lighting Special Texas Association of Municipal Information Officers Award: Award of Excellence for the Parks and Recreation Department for the 2019 Annual Report Texas Association of Municipal Information Officers Award – Award of Honor – Electronic Report for the Our Parks, Our Future Long-Range Plan Texas Association of Municipal Information Officers Award: Award of Honor – Public Service Announcement for Bark Rangers: Poop Offender Leave No Trace Awareness Campaign HR- Employment / Compensation PARD HR Employment/Compensation held several department wide trainings on interviewing skills, temp hiring, and career development for over 300+ PARD staff. The PARD HR Employment/Compensation team attended several job fairs and expos in Spring 2025 ((Huston Tillotson, St. Eds. UT, and City of Austin) over the last few weeks. We’ve enjoyed meeting so many potential candidates and sharing the joy of working at PARD! Our goal remains to keep PARD Hired Up! Full - Time Employees • FY24 – 173 hired • FY25 – 76 hired 846 total FTE positions 11% vacancy rate (94) 45 active recruitments 8 reclasses requested Safety Employee Safety Recognition Awards FY24 Parks Grounds Safety Inspections Employee Safety Training Hours • Number of awards presented: 6 FY24 FY24 FY25 • Number of awards presented: 8 • Total safety inspections completed: 315 • % complete: 100% • Number of staff trained: 1,641 • Number of total training hours received: 3,360 • Number of courses delivered: 101 FY25 • Total safety inspection completed: FY25 143 • % complete: 45% • Number of staff trained: 1,223 • Number of total training hours received: 1,553 • Number of courses delivered: 57 Financial Services Unit Finance / Budget FY24 • Total Operating Budget: $137.4M • Total FTEs: 811 FY25 • Total Operating Budget: $180.2M • Total FTEs: 837 Accounting FY24 • Total number of ProCard transactions processed: 26,825 • Accounts Payable Turnaround Time: 23 days FY25 • Total number of ProCard transactions processed: 13,610 • Accounts Payable Turnaround Time: 22 days $200.00 $180.00 $160.00 $140.00 $120.00 $100.00 $80.00 $60.00 $40.00 $20.00 $- 900 850 800 750 PARD FY15-FY25 Budget ($M) $180.20 $83.50 $86.90 $94.60 $98.30 $101.00 $106.40 $109.70 $115.20 $137.40 $128.20 FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 FY23 FY24 FY25 PARD FY15-25 FTE Increases 837 807 811 735 745 719 769 700 682 694 696 695 650 600 FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 FY23 FY24 FY25 Information Systems Management A Super Simple Issue Support Tracking System (ASSISTS) – 1,679 ASSISTS tickets: • 2024 – 903 • 2025 – 158 • Total tickets completed since 2023 • Total effort in hours – 4,898.5 • Average close time o 2024 – 16 days o 2025 – 7 days Internal (PARD) a pp lications built: • ASSISTS – technical issues • COPS – contract purchasing • POPS – purchase requests • PT App - program tracking • TOPS - temporary employees • TRIP – travel approval Contracts, Purchasing and Grants Unit Contract Management Purchasing Grants PARD Online Purchasing System (POPS) • FY24 – 1147 total requests: 1005 completed • FY25 – 507 total requests: 402 completed, 51 active Co n t ra c t s , Pu rc h a s in g a n d Gra n t s (CPG) c u rre n t ly m a n a g e 3 4 6 c o n t ra c t s re la t e d t o p u rc h a s in g o f g o o d s a n d s e rvic e s , c o n c e s s io n s , a n d va rio u s a g re e m e n t s t o in c lu d e In t e rlo c a ls w it h o t h e r a g e n c ie s (AISD, ACC, UT, e t c .), In t e rd e p a rt m e n t a l, s e rvic e s , o p e ra t io n a n d m a in t e n a n c e , p a rt n e rs h ip s , a n d u s e . CPG c u rre n t ly a d m in is t e rs : • 5 g ra n t s fro m Te xa s Pa rks a n d Wild life • Se n io r Tra n s p o rt a t io n w it h Ca p Me t ro a n d CAPCOG • Va lu e d a t $ 9 .16 M w it h a m a t c h o f ju s t o ve r $ 9 M w it h a HUD g ra n t o f $ 1M e xp e c t e d la t e r t h is ye a r. • 3 pending a p p lic a t io n s w it h TPWD fo r g ra n t s w o rt h o ve r $ 8 M In FY2 4 , CPG p e rfo rm e d 4 2 9 d e s k re vie w s o f va rio u s PARD c o n t ra c t s a n d a g re e m e n t s . Records/Information Management & Public Information Requests 500 450 400 350 300 250 200 150 100 50 0 192 PARD Public Information Requests 468 341 320 11.3 13.2 9.6 5.7 2022 2023 2024 2025 Number of PIRs Avg. # of Days Open Records Management Disposition Logs Completed • FY24 – 89 • FY25 – 21 Performance Management