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GRANDVIEW MUNICIPALITY
Municipal Asset Management Policy
Resolution# 2019-027
1.
Policy Purpose
Asset Management is a broad strategic framework that encompasses many areas and
involves the entire organization. The term asset management as used in this document is
defined as the application of sound technical, social and economic principles that considers
present and future needs of users, and the service from the asset. Asset Management aims
to leverage the lowest total lifecycle cost of ownership with appropriate regard for required
service levels that best meets the needs of the community and an understanding about an
acceptable risk of failure.
This policy document guides how staff and Council will interact with Grandview Municipality's
Asset Management Plan. This is a document that outlines policies and procedures regarding
the condition assessment, inventorying, renewal, and replacement for assets when
considering financial planning and forecasting capital plans.
To guide the organization, the following policy statements have been developed.
2.
Council Asset Management Policy Statements
a) Grandview Municipality will maintain and manage infrastructure assets at defined levels to
support public safety, community well-being and community goals.
b) The Municipality will monitor standards and service levels to ensure that they meet/support
Council and community goals and objectives.
c) Grandview will develop and maintain asset inventories of all its infrastructure.
d) The Municipality will establish infrastructure replacement strategies through the use of full
life cycle costing principles.
e) Grandview Municipality will plan financially for the appropriate level of maintenance of
assets to deliver service levels and extend the useful life of assets.
f)
The Municipality will plan for and provide stable long-term funding to replace and/or renew
and/or decommission infrastructure assets.
g) Where appropriate, Grandview Municipality will consider and incorporate asset management
in its other corporate plans.
h) Managers will report to Council regularly on the status and performance of work to
implement and maintain this policy.
3. Background and Purpose of Council Policy
Grandview Municipality's Council mission statement is to "create a sustainable community
that represents the best interests of our residents.".
The philosophy of an asset management strategy is that goals for the Municipality are best
accomplished through asset inventories, condition assessments and life-cycle costing.
Through the use of sound asset management practices, Council and the community can be
assured that; the assets meet performance levels, are used to deliver the desired level of
service, and are managed for present and future users.
This policy is to articulate Council's commitment to asset management, and to guide staff
using the policy statements. In doing so, this policy also outlines how it is to be integrated
within the organization in such a way that it is coordinated, cost effective and sustainable.
This policy also demonstrates to the community that Council is exercising good stewardship,
and is delivering the most affordable services while considering residents both now and in
the future.
Staff will implement the policy through the development and use of asset management
guidelines and practices. Since the performance of asset management is organization
specific, reflective of knowledge, technologies and available tools, and will evolve over time,
the responsibility for guidelines and practices are delegated to staff.
4. Policy Principles, Guidelines and Integration
The key principles of the asset management policy are outlined as follows.
The organization shall:
➢ Make informed decisions, identifying all revenues and costs (including operation,
maintenance, replacement and decommission) associated with infrastructure asset
decisions, including additions and deletions. Tradeoffs will be articulated and evaluated, and
will form the basis for Council and staff decision.
➢ Integrate corporate, financial, business, technical and budgetary planning for infrastructure
assets.
➢ Establish organizational accountability and responsibility for asset inventory, condition, use
and performance.
➢ Consult with stakeholders where appropriate.
➢ Define and articulate service, maintenance and replacement levels and outcomes. Use
available resources effectively.
➢ Manage assets to be sustainable.
➢ Minimize risks to users and risks associated with failure.
Pursue best practices where available.
➢ Report the performance of its asset management program
Guidelines and Practices
The policy shall be implemented by staff using accepted industry guidelines and practices
(such as those recommended by the FCM, IAM, and CNAM) and staff shall implement the
asset management strategy and asset management plans as directed by Council.
The organization will also comply with required capital asset reporting requirements, and
integrate the asset management program into operational plans throughout the
organization.
Strategic asset management plans may be developed for a specific class of assets, or be
generic for all assets, and should outline long term goals, processes and steps toward how
they will be achieved. The asset management plans should be based on current inventories
and condition (acquired or derived) projected performance and remaining service life and
consequences of losses (e.g. vulnerability assessments,). Operational plans should reflect
these details. Replacement portfolios and associated financial plans should consider
alternative scenarios and risks, as well as include public consultation.
Guidelines and Practices
The integration of asset management throughout the Municipality's departments is typically
formalized through written incorporation in various corporate documents. Where possible
and appropriate, Council and staff will consider this policy and integrate it in the
development of corporate documents such as:
➢ Business Plans
➢ Strategic Plans
➢ Financial Plan
➢ Operational Plans and Budgets
➢ Annual Reports
➢ Design Criteria and Specifications
➢ Infrastructure Servicing, Management and Replacement Plans,
➢ Community Social
Plans Facility Plans
5.
Key Roles for Managing the Asset Management Policy
Municipal policies are approved by Council. While staff, public and other agencies may
provide input on the nature and text of the policy, Council retains the authority to approve,
update, amend or rescind policies.
Implementation, review and reporting of asset management work
The implementation, review and reporting back regarding this policy shall be integrated within
the organization. Due to the importance of this policy, the organization's asset management
program shall be reported on annually to the Council, and implementation of this policy
reviewed by Council at the beginning of its term.
Actions
Responsibilities
Adopt Asset Management Policy
Council
Monitor and review infrastructure standards and
level of service policies at established intervals.
Council and CAO
Develop and maintain infrastructure strategies
including development and service plans
Public Works, Finance, and CAO
Develop and maintain asset inventories
Public Works, Finance and CAO
Assess infrastructure condition and service levels Public Works
Establish and monitor infrastructure replacement
levels through the use of full life cycle costing
principles
Public Works, Finance
Develop and maintain financial plans for the
appropriate level of maintenance, rehabilitation,
extension and decommission
of assets
Public Works, Finance
Report to citizens on the status of the community's
infrastructure assets and asset management
program. The channels may include annual
community reports, business plans, etc.
Council, CAO
Role
Responsibility
Identification of issues, and development of policy
updates
Council and staff
Establish levels of service
Council
Exercise stewardship of assets, adopt policy and
budgets
Staff and Council
Implementation of policy
CAO and staff
Development of guidelines and practices
CAO and staff
On-going review of policies
Council and staff