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POLICY
Policy:
Asset Management Policy
Department:
CAO's Office
Division:
Asset Management
By-law No:
N/A
Administered by:
Asset Management
Coordinator
Approval Date:
Dec. 11, 2023
Replaces:
Asset Management Policy - November 12, 2019
Attachment(s):
N/A
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1. POLICY STATEMENT
The Corporation of the Town of Amherstburg (Town) is committed to protecting and enhancing the
quality of life of its residents by making the best possible decisions regarding Town assets in a
way that provides targeted levels of service and manages risk in a cost effective manner. As such,
all asset related decisions are anchored in the Town of Amherstburg's strategic plans and studies
and in accordance with legislation that support the Town's long-term economic growth and
prosperity.
2. PURPOSE
2.1. This policy describes the Town's commitment to use best efforts to achieve defined levels of
service for present and future ratepayers and the community in the most effective and
efficient manner, through sound stewardship of public assets at the lowest asset lifecycle
costs and at acceptable levels of risk.
2.2. This policy has been adopted by Council to comply with Provincial regulation (O.Reg.
588/17 - Asset Management Planning for Municipal Infrastructure) that the Town adopt an
Asset Management Policy and update every 5 years.
3. SCOPE
3.1. This policy applies to all Town staff involved in Asset Management.
3.2. This policy applies at a minimum to all Tangible (physical) Capital Assets or assets deemed
operationally significant which are owned or co-owned by the Town including but not limited
to roads, sidewalks, bridges, water mains, sanitary and storm sewers, storm-water ponds,
pumping stations, reservoirs, treatment plants, fleet, equipment, buildings and park
infrastructure.
3.3. This policy shall be reviewed every five (5) years from the date it becomes effective, and/or
sooner at the discretion of the CAO (or designate).
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4. DEFINITIONS
4.1. Asset is an item, thing or entity that has potential or actual value to an organization.
4.2. Asset Management (AM) is a combination of management, financial, economic,
engineering, and other practices applied to physical assets with the objective of providing the
required level of service in the most cost-effective manner at an acceptable level of risk. It
involves data-driven decision-making and actions throughout the lifecycle of assets.
4.3. Asset Management Plan is a plan that documents and specifies how the organizational
objectives are to be converted into AM objectives, the approach for developing AM plans and
the role of the asset management system in supporting the achievement of AM objectives.
4.4. Asset Management System is a set of interrelated and interacting elements of an
organization, including the AM policy, AM objectives, AM Strategy, AM Plans and the
processes to achieve these objectives.
4.5. Capitalization Threshold is the value of a Town infrastructure asset at or above which the
Town will capitalize the value of it and below which it will expense the value of it.
4.6. Green Infrastructure Asset means an infrastructure asset consisting of natural or human-
made elements that provide ecological and hydrological functions and processes and
includes natural heritage features and systems, parklands, stormwater management
systems, street trees, urban forests, natural channels, permeable surfaces and green roofs.
4.7. Life cycle in this policy means phases involved in the management of an asset, including
identifying, planning, designing, installing, maintaining, inspecting, operating, rehabilitating,
refurbishing, disposing, decommissioning and reporting.
4.8. Life cycle data refers to the cost, performance and risk data collected and managed through
business processes required to help make well informed, evidence-based decisions in all
phases of an asset's life cycle.
4.9. Level of Service refers to the parameters which reflect social, political, environmental and
economic outcomes that an organization delivers from their assets.
4.10. Operating Costs means the aggregate costs, including energy costs, of operating a
municipal infrastructure asset over its service life.
4.11. Service Life means the total period which a municipal infrastructure asset is in use or is
available to be used.
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Other common definitions, acronyms, and terms are available in the Glossary located on the
Town's Policies webpage.
5. INTERPRETATIONS
Any reference in this policy to any statute or any section of a statute shall, unless expressly
stated, be deemed to be reference to the statute as amended, restated or re-enacted from time to
time. Any references to a by-law or Town policy shall be deemed to be a reference to the most
recent passed policy or by-law and any replacements thereto.
6. GENERAL CONDITIONS
The Asset Management approach will strive to develop and maintain an AM System to ensure the
right balance of strategy, assets, resources and business processes to deliver established levels
of service through an optimized risk-based decision-making approach.
6.1. Guiding Principles
The Infrastructure for Jobs and Prosperity Act, 2015 sets out principles to guide decisions
respecting infrastructure in municipalities in Ontario. The following principles will be
incorporated, whenever possible, into decisions:
6.1.1.
Forward Looking: The Town should take a long-term view while considering
demographic and economic trends in the region.
6.1.2.
Budgeting and Planning: The Town should take into account any applicable
budgets or fiscal plans, such as fiscal plans released under the Fiscal
Transparency and Accountability Act, 2004, and the Budgets adopted under Part
VII of the Municipal Act, 2001.
6.1.3.
Prioritizing: The Town should clearly identify infrastructure priorities which will
drive investment decisions.
6.1.4.
Economic Development: The Town should promote economic competitiveness,
productivity, job creation, and training opportunities.
6.1.5.
Transparency: The Town should be evidence-based and transparent.
Additionally, subject to any prohibitions under the Act or otherwise law on the
collection, use or disclosure of information, the town should make decisions with
respect to infrastructure based on information that is publicly available or made
available to the public, and share information with implications on infrastructure
and investment decisions with the Government and broader public sector entities.
6.1.6.
Environmentally Conscious: The Town should minimize the impact of
infrastructure on the environment by respecting and helping maintain ecological
and biological diversity, augmenting resilience to the effects of climate change,
and endeavoring to make use of acceptable recycled aggregates.
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6.1.7.
Health and Safety: The Town should ensure that the health and safety of workers
involved in the construction and maintenance of infrastructure assets is protected.
6.1.8.
Community Focussed: The Town should promote community benefits, being the
supplementary social and economic benefits arising from an infrastructure project
that are intended to improve the well-being of a community affected by the project,
such as local job creation and training opportunities, improvement of public spaces
within the community, and promoting accessibility for persons with disabilities.
6.1.9.
Innovation: The Town should strive to create opportunities to make use of
innovative technologies, services, and practices, particularly where doing so would
utilize technology, techniques and practices developed in Ontario.
6.1.10.
Integration: The Town should, where relevant and appropriate, be mindful and
consider the principles and content of non-binding provincial or municipal plans
and strategies established under an Act or otherwise, in planning and making
decisions surrounding the infrastructure that supports them.
6.1.11.
Consistency: The Town should ensure the continued provision of core public
services.
6.2. Asset Management Plan
6.2.1.
The Town's Asset Management Plan should support and align with the strategic
goals and plans of the Town and outline the approach to continuous improvement
and adoption of appropriate practices regarding asset management planning.
6.2.2.
The AM Plan should be considered in development of the Town's budgets and
long-term financial plans.
6.3. Community Planning and Stakeholder Engagement
The Town recognizes the importance of community planning and stakeholder engagement,
as an integral component of a comprehensive asset management approach. Accordingly,
the Town should foster informed dialogue with the community and various parties using the
best information available and providing opportunities to give input in asset management
planning; and coordinating efforts with other infrastructure asset owning agencies such as
municipal bodies and regulated utilities. Best efforts will be used to align asset management
planning with any of Ontario's land use planning framework. Cross-referencing the Towns
Official Plan and the Asset Management Plan will strive to ensure that development occurs
within the Town`s means through an understanding of current and future asset needs.
6.4. Climate Change
Climate change should be considered as part of the Town's risk management approach
embedded in asset management planning methods. This approach should balance the
potential cost of vulnerabilities to climate change impact and other risks with the cost of
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reducing these vulnerabilities. Actions should be taken in addition to acquiring or modifying
assets based on greenhouse gas reduction targets. The Town should make efforts to strike
a balance between its organizational capacity, financial and stakeholder support, and the
local risks and vulnerabilities related to climate change such as operations and increased
maintenance schedules, levels of service and lifecycle management, and disaster planning.
The Town should continue to work with the Region to support climate change mitigation and
adaptation.
6.5. Scope and Capitalization Thresholds
The service rendered by an asset should be the determining factor in whether or not to
include it in asset management plans. It is the assets whose role in service delivery requires
deliberate management by the Town that should thus be included in the asset management
plan. The threshold used to determine which assets are to be included in the asset
management plan, is therefore a guideline for the application of Council-endorsed principles
in professional judgement. This qualitative approach is unlike the quantitative and dollar
value based methodology prescribed in the tangible asset policy.
6.6. Financial Planning and Budgeting
The Town should integrate asset management planning into the annual capital budget,
operating budget, and its long-term financial plans, including water and wastewater financial
plans. The asset management plan should be used as a resource in order to identify all
potential revenues and costs (including operating, maintenance, replacement and
decommissioning) associated with forthcoming infrastructure asset decisions. The Town
should incorporate the consideration of the cost impact of future capital assets, including the
impact of future operating costs; and incorporate alternative funding strategies where
possible.
6.7. Annual Review of Asset Management Planning Process
In accordance with O Reg 588/17 9.(1) of the Asset Management Planning For Municipal
Infrastructure Act, Council should conduct an annual review of its asset management
progress on or before July 1 in each year, starting the year after the Town's 2025 asset
management plan is completed. This annual review should be contained within the annual
budget documentation.
7. RESPONSIBILITIES
7.1. Council has the authority and responsibility to:
7.1.1.
Approve by resolution the Asset Management Plan and its updates.
7.1.2.
Adopt policy and strategic plans in support of AM.
7.1.3.
Maintain the necessary corporate capacity to support the AM System; including
but not limited to staff resources, supporting technology systems and equipment.
7.1.4.
Set priorities for Asset Management and articulating community values.
7.1.5.
Approve asset funding through the capital and operating plans and budgets.
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7.2. The CAO has the authority and responsibility to:
7.2.1.
Maintain compliance with the Asset Management Policy and provincial asset
management regulations.
7.2.2.
Develop and maintain a governance structure by appointing cross-functional
representatives to lead the development of asset management tools and practices,
and to oversee their application across the organization.
7.2.3.
Implementation of related policies, procedures, guidelines and practices.
7.3. Directors have the authority and responsibility to:
7.3.1.
Identify all revenues and costs (including operation, maintenance, replacement,
and decommission) associated with infrastructure asset decisions, including
additions and deletions.
7.3.2.
Establish departmental accountability and responsibility for asset inventory
(including operationally significant assets), condition, use and performance.
7.3.3.
Recommend levels of service that balance customer expectations with risk,
affordability and timing constraints
7.3.4.
Monitor the performance of the assets and track the effectiveness of AM practices
with a view to continuous improvement
7.3.5.
Consult with stakeholders where appropriate through planning processes.
7.3.6.
Conduct on-going review of related policies.
7.3.7.
Seek funding and service delivery opportunities to address infrastructure
investment pressures.
7.4. The Treasurer has the authority and responsibility to:
7.4.1.
Develop and maintain financial plans for the appropriate level of maintenance,
rehabilitation, extension and decommissioning of assets.
7.4.2.
Report on status of the AM Program through budget and financial
reporting.
7.5. Supervisors and Managers have the authority and responsibility to:
7.5.1.
Develop and maintain asset inventories.
7.5.2.
Assess infrastructure condition and service levels.
7.5.3.
Recommend and monitor infrastructure replacement requirements.
7.5.4.
Lead the implementation of AM policy within their division and allocate appropriate
resources.
7.6. Asset Management Coordinator have the authority and responsibility to:
7.6.1.
Provide corporate-wide leadership in asset management practices and concepts
7.6.2.
Project manage the delivery of prioritized asset management improvement tasks.
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7.7. Staff have the responsibility to:
7.7.1.
Observe any requirements of the AM policy or any AM procedures associated with
AM practices. This includes following asset management requirements for data
collection.
8. REFERENCES AND RELATED DOCUMENTS
8.1. Asset Management Planning for Municipal Infrastructure, O. Reg. 588/17
8.2. Infrastructure for Jobs and Prosperity Act, 2015, S.O. 2015, c. 15
8.3. Building Together - Guide for Municipal Asset Management Plans
8.4. Town of Amherstburg Emergency Response Plan
8.5. Planning Act, R.S.O. 1990
8.6. Town of Amherstburg Official Plan