Turning Asset Management into a Budget Reality
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1 Turning Asset Management into a Budget Reality Laura Mirabella-Siddall, CPA, CA Chief Financial Officer and City Treasurer, City of Vaughan Councillor Rosanna DeFrancesca Chair, Finance, Administration and Audit Committee, City of Vaughan
2 The Vaughan Context Vaughan is among Top 10 fastest growing in municipalities Canada pop. 325, pop. 427,000 (forecast)
3 The Vaughan Context It would cost $5.5 Billion to replace our assets 830 km of Roads 56 Bridges 2640 km of Mains
4 The Vaughan Context ~160k Street Trees >200 Parks 96 Buildings this equates to ~$17,000 of assets per capita
5 How did we know there was room for improvement? Assets were managed reactively Asset data was incomplete and silo ed Decision-making was silo ed Low confidence in reserve gap estimates Needs Reserve Plan based on Book Values Funds For illustra+on only
6 In the beginning City s Strategic Plan recognized the need to manage assets responsibly, but challenges remained: No clear project champion Multiple initiatives were left to compete for limited funding and resources Strategic Plan - Vaughan Vision 2020 AM iden5fied as strategic priority
7 Achieving Alignment & Council Support Executive Sponsor identified Staff education sessions held to align AM terminology & AM needs Council education sessions held to discuss importance of Informed decision-making Financial sustainability Inter-generational equity AM iden7fied as strategic priority AM Champion iden5fied Photo: whyuniverse.com
8 Corporate AM Strategy Innocent Aware Competent Establishing Enterprising Excelling AM iden7fied as strategic priority AM Gap Assessment AM Strategy & Roadmap AM Plan 1.0 AM Champion iden7fied Council Approval of Corp AM Office & Capital Budget Council approved resources for: Corp. AM Office Asset Data Collection Work Order System AM Planning System
9 Establishing the Corp AM Office AM Gap Assessment AM Strategy & Roadmap AM Plan 1.0 Corp AM staff were recruited in : - 1 Manager - 4 staff with asset-specific planning skill sets & business analysis skills AM iden7fied as strategic priority AM Champion iden7fied Council Approval of Corp AM Office & Capital Budget
10 Collecting & Sustaining Water-WW Asset Data 2015 Es7mated Replacement Value $2,200 M Stormwater $1,500 M Buildings $ 670 M Roads & Traffic Forestry & Hor7culture Parks $ 580 M $ 200 M $ 190 M Fire $ 47 M Fleet 2015 $ 25 M Technology $ 20 M
11 Collecting & Sustaining Water-WW Asset Data Es7mated Value $2,200 M Stormwater $1,500 M Buildings $ 670 M Roads & Traffic Forestry & Hor7culture Parks $ 580 M $ 200 M $ 190 M Fire $ 47 M Fleet 2015 $ 25 M Technology $ 20 M
12 Enhanced Alignment: Term of Council Strategy Map Term of Council Strategy Map AM Gap Assessment AM Strategy & Roadmap AM Plan 1.0 AM iden7fied as strategic priority AM Champion iden7fied Council Approval of Corp AM Office & Capital Budget
13 Asset Management: A Council Priority & Pillar of Financial Sustainability
14 Council-endorsed Fiscal Framework includes Asset Management A clear commitment to long-term planning for infrastructure needs Foundation for fiscal policies to support asset management
15 Incorporating the AM Plan into the Budget Process Term of Council Strategy Map & Re-organiza7on AM Gap Assessment AM Strategy & Roadmap AM Plan 1.0 Fiscal Framework established AM iden7fied as strategic priority AM Champion iden7fied Council Approval of Corp AM Office & Capital Budget AM Plan 2.0 AM Plan
16 AM Plan 2.0 Buildings Challenge: Condition Assessment data will not be available until Q3, too late to incorporate into AM Plan & budgeting. Progress in face of Challenge: Recommend annual funding needs Cost Type Opera5ons & Maintenance Renewal (Annual Average over life of Components) Monitoring & Assessments (Condi7on, Safety, Energy, etc.) Annual Cost to Sustain Current PorRolio of 19 Heritage Buildings For Addi5onal Heritage Buildings $450,000 $8.61 / sq.`. $418,000 $7.00 / sq.`. $3,200 $0.05 / sq.`. For illustra+on only
17 AM Plan 2.0 Transportation, Environmental Services & Parks Project Needs from Condi5on Assessments, Master Plans, Redevelopment Plans, DWQMS audit, Climate Change Risk Assessment, Budget Book 2018
18 Next Steps Improvements for AM Plan 3.0+ Add assets to AM Plan scope: Forestry & horticulture Cemeteries Activity & Administration Buildings Fleet Continue to collect condition data Formalize service level targets Formalize decision-making & prioritization logic (risk-based) Use work order data to estimate & optimize life cycle costs Use AM Planning System to forecast deterioration and model life cycle strategies
19 Take-aways AM is a journey, not a destination. AM needs an Executive Sponsor, preferably from a business area. AM is important to citizen satisfaction.
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