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unofficial consolidation, the official version is held by the municipal clerk.
STRATEGIC ASSET MANAGEMENT POLICY
1. BACKGROUND:
The Corporation of the Municipality of East Ferris provides its residents with a wide
array of services to maintain their rich quality of life. This policy will help the
Municipality manage these assets by providing the necessary framework to integrate
Asset Management into the Municipality's daily decision making.
The Municipality of East Ferris is committed to providing fiscally responsible services
that support the sustainability and growth of its communities. The Municipality will
achieve this commitment by aligning the management of municipal assets with the
goals, plans and policies of the Municipality.
2. PURPOSE:
The purpose of this policy is to: align the Municipality's asset management with its
current/future social and economic goals, create consistent guidelines and standards for
the management of municipal assets, and meet the requirements of O.Reg. 588/17.
3. TERMS AND DEFINITIONS:
The following terms will hold the definitions stated below for all municipal asset
management documents herby created:
Asset:
An Item, object, or entity that holds value to an organization.
Annual Asset Report:
An annual progress report given to update council on the
implementation of the asset management plan.
Asset Management Plan: A strategic document updated every 5 years, that states how
to manage the municipality's asset groups. The Asset
Management plan will describe the condition, expected level
of service, characteristics, planned actions, and financial
strategies for all municipal assets.
Lifecycle:
Planned maintenance stages for an asset over the course of
its useful life.
Level of Service (LOS): A parameter in which municipal infrastructure can be
evaluated to determine the quality or state of infrastructure
repair necessary, to meet that infrastructures service
demands.
Stakeholder:
A person or entity that has an invested interest in the welfare
of an organization or will be affected by the welfare of that
organization.
4. VISION:
The Municipality of East Ferris' vision is to manage its assets in an effective sustainable
manner to best serve its goals and objectives, such as:
- Sustainability, economic development, and community resilience.
- Providing its residents with a high quality of life by, sustainably managing levels
of service through the utilization of lifecycle management.
- Achieving Municipal infrastructure development goals through sound financial
management.
5. OBJECTIVES:
The objectives of this policy is to:
- Provide the necessary framework for council and staff to, implement the Asset
Management Plan into the Municipality's daily decision making.
- To clearly indicate the roles and responsibilities of Municipal staff pertaining to
asset management.
6. STRATEGIC ALIGNMENT:
The Municipality of East Ferris' vision to maintain a high quality of life for its residents
while achieving sustainable growth, requires cohesive understanding and utilization of
the many initiatives underway in our organization. Alignment of these facets is
necessary to properly analyse whether our current or proposed assets meet the level of
service requirements that our vision dictates.
In this regard, asset management planning should not be considered as a stand-alone
item. To achieve our sustainability and efficiency goals, asset management planning will
take a synergetic approach in conjunction with our Community Strategic Plan, Economic
Development Strategic Plan, Official Plan, and any other plan or policy created by the
Municipality having an adverse affect on the management of Municipal assets.
Additionally, the Municipality will develop a level of service policy or standard, which will
assist the Municipality in making informed decisions for assets lifecycle management.
The Asset Management Policy shall evolve and adapt to the Municipality's needs, and
as such shall be reviewed and/or updated on regular basis.
7. STAKEHOLDER ENGAGEMENT:
The Municipality's goal is to affectively provide the various stakeholders of the
municipality with the services that they want and need, within the bounds of municipal
funding and regulation requirements. The Municipality will continue to seek input from
stakeholders and neighbouring communities on community improvement plans, and
asset improvements. The Municipality will continue to endeavor to coordinate asset
improvements with other infrastructure owning agencies.
8. GUIDING PRINCIPLES:
When possible the Municipality of East Ferris will strive to incorporate the following
guiding principles set out by the Infrastructure for Jobs and Prosperity Act, 2015, into
the municipality's daily operations:
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, including those adopted through Ontario legislation.
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, basing
decision on publicly shared information and make info available to the public.
Consistency: The Municipality shall ensure the continued provision of core public
services, such as health care and education.
Environmentally conscious: The Municipality shall minimize the impact of
infrastructure on the environment by: 1) Respecting and helping maintain ecological and
biological diversity, 2) Augmenting resilience to the effects of climate change, and 3)
Endeavoring to make use of acceptable recycled aggregates.
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 an infrastructure project that
are intended to improve the well-being of a community affected by the project, such as:
1) Local job creation and training opportunities (including for apprentices, within the
meaning of section 9 of the Infrastructure for Jobs and Prosperity Act, 2015), 2)
Improvement of public space within the community, and 3) 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.
Integration: The Municipality shall 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.
9. COMMUNITY PLANNING:
The Municipality will align its asset management planning with the Municipality's
community strategic plan, Official Plan, Planning Act, and Provincial land-use planning
framework. The asset management plan will reflect how the community is projected to
change, and anticipate the related impacts on assets. The Municipality will achieve this
with the following:
- Those responsible for managing services impacted by development or
redevelopment will:
o Be consulted during the community planning phase.
o Provide input, and analyse the future servicing costs.
o Provide written comments about the financial viability of development.
- Methods, assumptions, and data used in the selection of
development/redevelopment initiatives in the community plan will be made
available for the production of the Asset Management Plans.
10. CLIMATE CHANGE:
Climate change will continue to have an increasing impact on municipalities and can
cause the following issues: increased flooding, increased winter operations, increased
dust control methods during summer months, and decrease in groundwater table. The
Municipality of East Ferris will consider the adverse affects of climate change when
considering asset risk management.
Municipal staff and council will consider service trends when developing annual budgets
by comparing annual operating costs to determine service cost trends, and will
determine if contingency funds are necessary. The municipal staff will also consider
weather trends during the design/redesign stage of capital projects. Additionally, the
Municipality of East Ferris has, and continues to practiced adverse weather disaster
protocols with its Emergency Management Committee.
11. SCOPE AND CAPITALIZATION THRESHOLDS:
For the purpose of this and all subsequent asset management documents, the
Municipality of East Ferris will consider items an asset even if they do not meet the
capitalization threshold. The Municipality will consider items on a qualitative service-
based value, rather than a monetary value for asset management. Meaning any item
requiring municipal management, that is crucial in providing a service to the
Municipality; will hold a service-based value, and will be managed in accordance to the
Municipality's Strategic Asset Management Policy and Asset Management Plan. The
Municipality will additionally manage all tangible capital assets in accordance with its
Asset Management Plans and Policies.
12. FINANCIAL PLANNING AND BUDGETING:
The Municipality will use the Asset Management Plan to coordinate its long-term
financial planning and budgeting processes. The Asset Management Plan's and annual
asset reports will be considered annually in the creation of the municipality's capital
budget, operating budget, and long-term financial plans. Finance staff will use the Asset
Management Plan in preparation of budgets, to help them:
- Identify all revenues and costs associated with upcoming infrastructure
decisions.
- Verify the necessity/demand for new capital projects, and estimate the impacts
on future operating costs.
- Incorporate alternative funding strategies when possible.
The annual departmental budget analysis will be evaluated by the CAO/Treasurer in
preparations of the Municipality's annual budget.
13. GOVERNANCE AND CONTINUOUS IMPROVEMENT:
The council withholds the rights to make any and all final decisions regarding asset
management within the Municipality. The following outlines the roles and responsibilities
of the municipal staff and council:
Role
Responsibility
- Identify any issues, and develop
updates for policy and/or plan
- Develop asset management
guidelines and practices
- On-going policy/plan reviews and
updates
CAO, Public Works Engineer, and/or
Consultant
- Implementation of strategic asset
management policy
CAO, Department Heads, and Public
Works Engineer
- Stewardship of municipal assets
- Adoption of policies, plans, and
budgets
CAO, Council, Department Heads, and
Public Works Engineer
13.1.
PERSONS RESPONSIBLE FOR ASSET MANAGEMENT PLANNING
Executive Lead:
Jason Trottier, CAO/Treasurer
Corporate Asset Management:
Antoine Boucher, Director of Public
Works/Municipal Engineer
14. IMPLEMENTATION OF ASSET MANAGEMENT POLICY:
The Municipality shall maintain its asset inventory by implementing and collecting the
following asset information: asset ID (unique to each asset), description, location,
historical value, replacement value, condition, performance characteristics, estimated
life remaining, replacement/rehabilitation date, estimated lifecycle repairs (including:
types of repairs/treatments, cost of repairs/treatments, and anticipated date of
repairs/treatments), and estimated or actual asset age.
The Municipality's Asset Management Plan will include before July 1, 2021 all core
capital infrastructure assets, and before July 1, 2023 all other municipal capital
infrastructure assets as per the requirements of O.Reg. 588/17. Additionally, in
accordance to O.Reg. 588/17, after meeting the July 1, 2023 deadline, the
Municipality's Asset Management Plan will be updated on a 5-year cycle.
Municipal staff and council shall reference the most recent Asset Management Plan, or
annual report when determining the Municipality's budget. The Municipality will use
these plan's and annual reports to determine its yearly capital projects, and shall use
these plan's and policies to prepare financially for impending large scale capital
projects.
Public Works staff will keep track of the installation or replacements of any and all
assets, and the locations and dates of installation for these assets shall be implemented
into the CGIS program by Municipal staff.