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POLICY TITLE:
FACILITY MAINTENANCE POLICY
Page 1 of 3
Authority:
Adopted by Resolution No: 2018-322
Date of Adoption: September 25, 2018
Amended by Resolution No.: 2018-322
Effective Date:
September 26,
2018
Policy Number:
Preamble:
Grandview Municipality wishes to establish and set out the direction that The Administration and various
departments must follow in order to provide service excellence in the maintenance of facilities so as to
meet the requirements of the Municipality and the Provincial and Federal governments, in a manner
consistent with regulatory constraints and reasonable citizen expectations at an acceptable life cycle cost.
The Public Works Department is to maintain the municipal facilities in a manner that adheres to health and
safety along with environmental standards mandated by regulations and Grandview's Strategic Plan and
Asset Management Plan.
Policy Objectives;
To maintain facilities that support delivery of the various services and programs deemed necessary and/or
beneficial to the residents and businesses of Grandview Municipality; and
To maintain efficient facilities by adopting practices that optimise their useful life and
operational performance at minimum life-cycle cost, consistent with Asset Management strategies for the
benefit of our community; and
To enable Council and the CAO to effectively make decisions by providing necessary and sufficient
information on facilities and facility maintenance activities in a timely and effective manner.
Review Date:
This policy shall be reviewed at least once in each 4-year Council term and when Asset Management
Planning is taking place in order to bring A.M. and this policy into agreement.
Application:
Departmental compliance with this policy is mandatory and the policy applies to all facilities owned
managed on behalf of the municipality.
THREE KEY OPERATING PRINCIPLES FOR FACILITY MAINTENANCE:
1. Technical Excellence:
Grandview Public Works, as a provider of facility maintenance services, will work with other departments to
ensure that the municipality supports efficient municipal operations through the facility maintenance
services it provides. It will adopt practices and methods which enable continuous improvement to the
quality and value of maintenance service to its users and administration and by extension the Council.
2. Economic Optimization:
The Public Works Department is committed to provide excellence in the delivery of facility maintenance
services at an acceptable and affordable cost. The department will adopt sound facility maintenance
practices that enable tangable efficiency gains.
3. Managerial and Administration Excellence:
The Council is to set the departmental policy and the CAO and other managers are to establish a facility
maintenance service delivery framework based on sound facility maintenance practices and defined
attainable objectives for its employees. Management must ensure that employees attain the appropriate
level of skills and knowledge required to perform their designated tasks. Management is to delegate the
level of authority required to perform these tasks and supply any tools which would make performance of
the tasks safer and/or substantially more productive.
THREE LEVELS OF MAINTENANCE FOR ALL MUNICIPALLY OWNED FACILITIES.
For municipally owned facilities, "Life Cycle Maintenance" has been set as the standard. Only facilities
scheduled for major renovations, demolition or divestiture should be allowed to implement "Mandated
Maintenance".
The municipality will provide as a minimum "Mandated Maintenance" in all facility owned by Grandview
Municipality.
1. Mandated Maintenance:
Mandated maintenance is recognized as the minimum level of service activities that must be conducted on a
routine basis for any municipally owned facility to comply with safety, health and environmental standards
mandated by applicable Provincial and Federal regulations, and Asset Management Planning principles.
The Municipality is obligated to satisfy the minimum requirements of all applicable
mandated inspections.
2. Life Cycle Maintenance:
Life Cycle maintenance is to be conducted for any municipally owned facility as a practical means to extend
the useful life of a facility's structure, its systems and equipment, while ensuring mandatory regulations and
legislated requirements are fulfilled.
3. Enhanced Maintenance:
Enhanced maintenance is to be conducted within any municipal facility which houses emergency operations
that are essential to the municipality during a state of emergency, such as the Fire Hall, Public Works
Buildings, Recreation Hall (for evacuations), Municipal Office, etc. if they are deemed as essential. These
facilities may demand sophisticated operating systems and equipment that must offer a high degree of
reliability and functional availability to their department's operations. This level of service extends beyond
the scope of Mandated and Life Cycle requirements with the intended purpose of maximizing the useful life
of the facility's structures, its operating systems and equipment, and to protect the value of the work
conducted in such facilities. It may also be considered as a form of reliability centred maintenance designed
to reduce the severity of operational failure and the potential for economic and (or) environmental disaster.
ACCOUNTABILITY:
This policy delegates overall accountability for administration of the facility maintenance program,
including promulgation of this policy, to the CAO, which in turn may delegate to various managers.
The CAO must:
1. Ensure departmental managers are held accountable for promulgation, implementation and
adherence to this policy;
2. Ensure municipal employees and private sector contractors exercise due diligence;
3. Ensure Real Property Services employees and private sector contractors' employees acquire the
appropriate skills to enable effective execution of their duties and to stay abreast with current
legislation, regulations, generally accepted industry standards, principals and practices, subject to policy
constraints;
4. Ensure Real Property Services employees are provided appropriate resources to effectively
execute their respective responsibilities, subject to policy constraints;
5. Adopt generally accepted industry maintenance practices and sound capital investment strategies;
6. Ensure adequate workplace safety, health and environmental protection are provided and inspections
are carried out by qualified persons;
7. Maintain current information required in accordance to applicable laws, codes and regulations; and
8. Report on the level of compliance to applicable laws, codes, regulations, outlining any remedial actions
required to address deficiencies.
Electronic File Pathway:
Shared Documents/Policies and Procedures Grandview Municipality/Policy Format