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Municipality of Brighton
Strategic Asset Management Policy
June 17, 2019
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Table of Contents
1.0
Background ................................................................................................................... 3
2.0
Policy Statement ............................................................................................................ 3
3.0
Purpose ......................................................................................................................... 3
4.0
Goals ............................................................................................................................. 3
5.0
Asset Management Principles ....................................................................................... 4
6.0
Scope ............................................................................................................................ 5
7.0
Definitions ...................................................................................................................... 6
8.0
Governance and Continuous Improvement .................................................................... 7
9.0
Communication.............................................................................................................. 8
10.0
Climate Change ............................................................................................................. 9
11.0
Land Use Planning ...................................................................................................... 10
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1.0 Background
A Strategic Asset Management Policy conveys Council's commitment to asset
management and provides policy statements to guide staff in carrying out the
municipality's business strategies, plans and activities leading to the development
and reiteration of an Asset Management Plan.
The Corporation of the Municipality of Brighton is committed to successfully
delivering service to residents that support a healthy and vibrant community,
requiring the ownership and responsible operation, maintenance and rehabilitation of
physical assets. These assets include land, buildings, equipment, vehicles, road,
sidewalk, storm, water and wastewater infrastructure.
2.0 Policy Statement
The Strategic Asset Management Policy provides staff with a consistent and
regulatory-compliant approach to making decisions regarding infrastructure planning
and investment. This policy supports the Municipality in focusing its infrastructure
efforts on managing risks, addressing priorities, and meeting short and long-term
needs in a way that is affordable and sustainable for community stakeholders.
3.0 Purpose
The purpose of this policy is to establish consistent standards and guidelines for
management of the Municipality's assets by:
- applying sound technical, social and economic principles that consider
present and future needs of users and the service expected from the assets;
- meeting the approved service levels in the most efficient and effective way
possible through asset lifecycle management;
- prioritizing the need for existing and future assets to effectively deliver
services;
- maintaining prudent financial planning decision making.
4.0 Goals
The Municipality of Brighton is committed to incorporating Asset Management
Principles into the decisions and actions taken by the organization. In order to
accomplish this commitment, we must first understand the needs and wants of
community stakeholders and determine the actions necessary to deliver these
services in the most efficient, sustainable and economical manner. Setting goals will
assist in this undertaking.
a. Short-term goals of the Municipality
- update the 2013 Asset Management Plan by July 1, 2021, including all
municipal assets in accordance with Ont. Reg 588/17;
- inform and educate Council and key Staff about the benefits of Asset
Management practices and how it can be integrated into operations
- formalize data collection to realize a complete and accurate asset
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register.
b. Long-term goals of the Municipality
- establish channels to communicate ongoing initiatives and provide
community consultation opportunities;
- integrate the asset register into an asset management software for more
efficient and effective tracking and updating.
5.0 Asset Management Principles
The standards and guidelines will adhere to the following:
a. Statutory Requirements
In order to achieve the goals and benefits of Asset Management, the Municipality
will apply the following principles as outlined in the Jobs and Prosperity Act, 2015:
- Forward looking: The Municipality shall take a long-term view while
considering demographic and economic trends in the Region.
- Budgeting and planning: The Municipality shall take into account any
applicable budgets or fiscal plans, such as fiscal plans released under the
Fiscal Transparency and Accountability Act, 2004 and Budgets adopted
under Part VII of the Municipal Act, 2001.
- Prioritizing: The Municipality shall clearly identify infrastructure priorities
which will drive investment decisions.
- Economic development: The Municipality shall promote economic
competitiveness, productivity, job creation, and training opportunities.
- Transparency: The Municipality shall be evidence-based and transparent.
Additionally, subject to any prohibition under an Act or otherwise by law on
the collection, use, or disclosure of information, the Municipality shall 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 Provincial
and Federal Governments and broader public sector entities.
- Consistency - The Municipality shall ensure the continued provision of
core public services (water, wastewater, storm sewers, roads and
bridges).
- Environmental conscious - the Municipality shall minimize the impact of
infrastructure on the environment by respecting and helping maintain
ecological and biological diversity, by augmenting resilience to effects of
climate change and by endeavouring to make use of acceptable recycled
aggregates.
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- Health and safety - The Municipality shall ensure that the health and safety
of workers involved in the construction and maintenance of infrastructure
assets is protected.
- Community focused - The Municipality shall promote community benefits,
being the supplementary social and economic benefits arising from
infrastructure projects 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.
- Innovation - The Municipality shall create opportunities to make use of
innovative technologies, services and practices, particularly where doing so
would utilize technology, techniques, and practices developed in Ontario.
b. Existing Plans, Policies and Studies
The Municipality has developed and adopted a Strategic Plan, an Official Plan, a
Storm Water Masterplan, an Emergency Management Plan, a Fire Master Plan, a
Recreation Trails and Greenspace Vision Plan, King Edward Park Indoor Facilities
Masterplan an Accessibility Plan, a Waterfront Master Plan and an Asset
Management Plan. These plans were designed to meet legislative requirements
and to work together to achieve the principle of providing innovation and excellence
in service delivery. Plans are reviewed regularly by staff and annual spending
requirements in support of the plans' objectives are incorporated into the annual
budgeting process and future long-term financial plans.
All municipal plans rely to some extent on the physical assets owned by the
Municipality and the commitment of staff to ensure their strategic use. This includes
the long-term maintenance, repair, and replacement of existing assets along with
the acquisition of new assets to meet the evolving needs in the Municipality.
The Municipality adopted a Tangible Capital Asset Policy (TCA Policy) in 2009. The
thresholds used for useful life were broad and based on industry standards in order
to determine amortization for Public Sector Accounting Board (PSAB) purposes.
The TCA Policy includes a register of all assets or groups of assets that meet or
exceed prescribed valuations within its schedule. This register and corresponding
segments for assets will be used as a starting point for all plans and studies to
ensure consistency in reporting.
Additionally, the Municipality of Brighton has undertaken a Road Needs Study,
Development Charges Study and Water and Wastewater Rate Study to
complement the municipal plans. These studies provide strategic financial plans
and pertinent information for the implementation of objectives.
6.0 Scope
This Strategic Asset Management Policy conforms to the standardized requirements
as defined in Ontario Regulation 588/17.
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Core assets including roads, bridges, water, sanitary and stormwater assets will be
incorporated into the Asset Management Plan.
Non-core assets including vehicles, equipment, land, land improvements and
buildings will be considered and incorporated into the Asset Management Plan if
they meet the capital threshold, as identified in the Tangible Capital Asset Policy
7.0 Definitions
In this policy the following definitions are used:
- Asset Management (Asset Management Activities, Asset Management
Program, Asset Management Practices)- The coordinated activity of an
organization to realize value from assets. It considers all capital asset types
meeting the capital threshold, and includes all activities involved in the
asset's life cycle from planning and acquisition/creation; to operational and
maintenance activities, rehabilitation, and renewal; to replacement or
disposal and any remaining liabilities. Asset management is holistic and
normally involves balancing costs, risks, opportunities and performance
benefits to achieve the total lowest lifecycle cost for each asset.
- Asset Management Plan - Documented information that specifies the
activities, resources, and timescales required for an individual asset, or a
grouping of assets, to achieve the organization's asset management
objectives. Under O. Reg. 588/17, by 2021 Asset Management Plans for
core municipal infrastructure assets will be required to include: the current
levels of service being provided; the current performance of each asset
category; a summary of assets in each asset category, their replacement
cost, average age, condition information, and condition assessment
protocols; lifecycle activities required to maintain current levels of service;
discussion of population and economic forecasts; and documentation of
processes to make inventory- and condition-related background information
available to the public.
- Infrastructure - Municipal tangible capital assets primarily for public use or
benefit in Ontario.
- Level of service - Parameters, or combination of parameters, which reflect
social, political, environmental and economic outcomes that the organization
delivers. Parameters can include, but are not necessarily limited to safety,
customer satisfaction, quality, quantity, capacity, reliability, responsiveness,
environmental acceptability, cost, and availability.
- Lifecycle activities - Activities undertaken with respect to a municipal
infrastructure asset over its service life including constructing, maintaining,
renewing, operating and decommissioning, and all engineering and design
work associated with those activities.
- Thresholds - The Municipality's Strategic Asset Management Policy applies to
all assets whose role in service delivery requires deliberate management by
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the Municipality. The Tangible Capital Asset Policy and its schedule defines
the minimum dollar value of an asset or asset group to be included (capital
threshold) as well as the useful life that is applied to each asset (useful life
threshold)
8.0 Governance and Continuous Improvement
The policy requires the commitment of key stakeholders within the Municipality's
organization to ensure the policy contains a clear plan that can be implemented,
reviewed and updated. The following outline the persons and responsibilities to
achieve the desired outcome:
a. Council, on behalf of the citizens, will be entrusted with the responsibility of
overseeing the management of the assets, as follows:
- approve the Asset Management Planning documents and required
updates every five years;
- maintain adequate organizational capacity to support the core practices of
the Asset Management program;
- review management's implementation of the plan as part of the annual
budget process;
- articulate community values, establish levels of service and define
priorities;
- support efforts to improve the plan and ensure it includes changes
necessitated by updates to other Municipal strategic documents.
Council shall conduct an annual review of its asset management progress on or
before July 1st of each year. This annual review shall address:
- the Municipality's progress in implementing its Asset Management Plan;
- any factors impeding the Municipality's ability to implement its Asset
Management Plan;
- a strategy to address the factors described above.
b. Chief Administrative Officer
- lead the endorsement and implementation of the Strategic Asset
Management Policy across the organization.
c. Champion - Executive Lead
The Manager of Capital Infrastructure, with support from the Director of Finance
and Administrative Services will assume the lead role and be responsible for the
maintenance of and reporting on the activity related to the management of
municipal assets. The Champion - Executive Lead will:
- provide organization-wide leadership in Asset Management practices and
concepts;
- consolidate data in electronic format to improve completeness and
accuracy of the asset register;
- report annually to Council on the status of Asset Management as part of
the budget process;
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- report every five years to Council with any Strategic Asset Management
Policy and Asset Management Plan updates.
d. Asset Management Team
All information related to the management of municipal assets will be reviewed
with the Asset Management Team (AMT) and presented to the Council annually
for consideration during the budget deliberations.
The AMT's mandate is to review and provide input on the utilization of condition
assessment and service level information to update the long and short-term
asset requirements. The AMT will consist of the following positions:
- Manager of Capital Infrastructure;
- Director of Finance and Administrative Services;
- Director of Public Works and Infrastructure;
- Director of Parks and Recreation;
- Fire Chief;
- Chief Administrative Officer;
- Resource support from Clerk and Director of Planning and Development
The AMT will:
- guide staff on the corporate goals for Asset Management;
- oversee the policy implementation and ensure both the Asset
Management Plan and the Strategic Asset Management Policy comply
with Provincial Asset Management regulations;
- ensure that current year and long-range asset requirements are presented
to Council annually as part of the budget process;
- update the Policy and Plan to reflect changes as needed and present
them for Council approval at least every five years.
e. Departmental Staff
- observe and comply with the requirements of the Asset Management
Policy;
- utilize new business processes and technology tools developed as part of
the Asset Management program
- participate in departmental teams to carry out Asset Management
activities, as assigned;
- provide support for Asset Management practices within their department.
9.0 Communication
The Municipality of Brighton is committed to accountability and transparency and
recognizes the importance of consulting with stakeholders affected by our decisions.
Stakeholder engagement can improve a project's success by gaining insights from
other points of view in order to deliver the best approach. These engagements are an
opportunity to discuss alternate solutions, risks, opportunities, environmental impacts
or considerations, evaluation criteria and design options.
a. Coordination with Neighbouring Municipalities
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The Municipality is committed to engaging our neighbours as early as possible to
coordinate planning for asset management where municipal infrastructure assets
connect or are interrelated. These neighbours include:
- Northumberland County
- City of Quinte West
- Township of Cramahe
- Municipality of Trent Hills
The Municipality shall directly coordinate with affected municipalities early in the
process on all municipal projects, including:
- direct circulation for all studies, plans or Class Environmental Assessments
undertaken by the municipality for coordinated projects;
- early informal engagement with municipal staff;
- formal engagement;
- project coordination meetings.
b. Boards, Agencies and Community Partners
The Municipality regularly consults with and receives comments from our Boards,
Agencies and Community Partners. Consultation with these stakeholders shall
occur on municipal projects that affect common operations and infrastructure.
- Accessibility Advisory Committee
- Lower Trent Conservation Authority;
- School Boards;
- Police Service Board;
- Presqu'ile Provincial Park;
- Ministry of Transportation;
- Brighton Public Library Board;
- Ministry of Environment and Climate Change
c. Resident Participation and Input
Asset management shall involve public engagement to assist with envisioning
future infrastructure needs. The Strategic Asset Management Policy and Asset
Management Plan will be posted on the municipal website and available to the
public upon request.
Communication with the stakeholders to encourage participation and
engagement may include surveys, open houses and public consultation during
budget meetings, as well as providing pertinent information on the municipal
website.
10.0 Climate Change
The Municipality recognizes the challenges of managing the effects of climate change.
The Asset Management Plan shall set protocols to identify the risks of climate change,
how those risks will impact the community and what is required to mitigate or adapt to
them. This approach will balance the potential cost of vulnerabilities to climate change
impact and other risks with the cost of reducing these vulnerabilities. The balance will
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be struck in the levels of service delivered through operations, maintenance
schedules, disaster response plans, contingency funding, and capital investments, as
follows:
a. Vulnerabilities
Risk management is a key function of asset management. The Asset
Management Plan shall include sections that establish the principles and
framework to govern risk management and assess vulnerabilities due to
climate change.
b. Operations and Maintenance Schedules
The Asset Management Plan shall review or establish operation and
maintenance schedules with consideration to the hazards and risks created
by climate change.
c. Levels of Service
The Asset Management Plan shall review the hazards and risks created by
climate change and how this may impact the Municipality's objective in
meeting defined levels of service.
d. Lifecycle Management
The Asset Management Plan shall review the hazards and risks created by
climate change for its impact on an asset's lifecycle, and provide
recommendations for the monitoring, review and actions necessary to
address.
e. Disaster Planning and Contingency Funding
The Municipality has an Emergency Plan in place to guide the community
through emergencies and help support the community by delivering essential
services in the event of an emergency. The Asset Management Plan will
support the Municipality's Emergency Plan. Various hazards, risks to public
safety and infrastructure risks identified in the Emergency Plan will be
identified in the Asset Management Plan.
The Municipality of Brighton has established an Emergency Reserve and is
committed to annual contributions to the Reserve to assist with emergencies
that may arise due to climate change.
11.0 Land Use Planning
The Asset Management Plan shall promote efficient development and land use
patterns which sustain the financial well-being of the Municipality over the long-term,
to ensure that the necessary infrastructure and public facilities are or will be available
to meet current and projected needs and to promote cost-effective development
patterns and standards to minimize land consumption and servicing costs.