Town of Churchbridge Municipal Buildings & Equipment Asset Management Plan

Transcription

1 Town of Churchbridge Municipal Buildings & Equipment Asset Management Plan Version 1, Scenario 1/2 August 2018

2 Document Control Asset Management Plan Document ID : NAMSPLUS Concise Asset Management Plan Template_V2_ Rev No Date Revision Details Author Reviewer Approver 1 August 1, 2018 First Draft Asset Management Plan DB NAMS.PLUS Asset Management Plan Templates NAMS.Plus offers two Asset Management Plan templates Concise and Comprehensive. The Concise template is appropriate for those entities who wish to present their data and information clearly and in as few words as possible whilst complying with the ISO Standards approach and guidance contained in the International Infrastructure Management Manual. The Comprehensive template is appropriate for those entities who wish to present their asset management plan and information in a more detailed manner. The entity can choose either template to write/update their plan regardless of their level of asset management maturity and in some cases may even choose to use only the Executive Summary. The concise Asset Management Plan may be used as a supporting document to inform an overarching Strategic Asset Management Plan. This is the Concise Asset Management Plan template. Copyright 2017 All rights reserved. The Institute of Public Works Engineering Australasia , Town of Churchbridge. All Rights Reserved. The preparation of this plan was carried out with assistance from the Government of Canada and the Federation of Canadian Municipalities. Notwithstanding this support, the views expressed are the personal views of the authors, and the Federation of Canadian Municipalities and the Government of Canada accept no responsibility for them.

3 TABLE OF CONTENTS 1 EXECUTIVE SUMMARY The Purpose of the Plan Asset Description Levels of Service Future Demand Lifecycle Management Plan Financial Summary Asset Management Practices Monitoring and Improvement Program INTRODUCTION Background Goals and Objectives of Asset Ownership Core and Advanced Asset Management LEVELS OF SERVICE Customer Research and Expectations Strategic and Corporate Goals Legislative Requirements Customer Levels of Service Technical Levels of Service FUTURE DEMAND Demand Drivers Demand Forecasts Demand Impact on Assets Demand Management Plan Asset Programs to meet Demand LIFECYCLE MANAGEMENT PLAN Background Data Operations and Maintenance Plan Renewal/Replacement Plan Creation/Acquisition/Upgrade Plan Disposal Plan RISK MANAGEMENT PLAN Critical Assets Risk Assessment Infrastructure Resilience Approach Service and Risk Trade-Offs FINANCIAL SUMMARY Financial Statements and Projections Funding Strategy Valuation Forecasts Key Assumptions Made in Financial Forecasts Forecast Reliability and Confidence PLAN IMPROVEMENT AND MONITORING Status of Asset Management Practices Improvement Plan Monitoring and Review Procedures Performance Measures REFERENCES APPENDICES Appendix A Projected 10-year Capital Renewal and Replacement Works Program Appendix B Projected Upgrade/Exp/New 10-year Capital Works Program Appendix C Budgeted Expenditures Accommodated in LTFP... 30

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5 - 1-1 EXECUTIVE SUMMARY 1.1 The Purpose of the Plan Asset management planning is a comprehensive process to ensure delivery of services from infrastructure is provided in a financially sustainable manner. This Asset Management Plan (AM Plan) details information about infrastructure assets including actions required to provide an agreed level of service in the most cost-effective manner while outlining associated risks. The plan defines the services to be provided, how the services are provided and what funds are required to provide the services over a 20- year planning period. This plan covers the general and public buildings and equipment assets. 1.2 Asset Description The Buildings & Equipment class comprises: 16 Building listings 21 Machinery & Equipment listings 3 Vehicle listings 7 Linear Assets These infrastructure assets have significant value estimated at $8,918, Levels of Service Our present funding levels are insufficient to continue to provide existing services at current levels in the medium term. The main services consequences are: Potentially increased service disruptions. Potentially limited capacity for future growth. practices include non-asset solutions, insuring against risks and managing failures. Maintain existing infrastructure and encourage infill as much as possible. Monitor changes to regulations going forward. Continued improvement of asset management practices will help be better informed if regulations do impact services. 1.5 Lifecycle Management Plan What does it Cost? The projected outlays necessary to provide the services covered by this AM Plan includes operations, maintenance, renewal and upgrade of existing assets over the 10-year planning period is $2,867,000 or $287,000 on average per year. 1.6 Financial Summary What we will do Estimated available funding for this period is $2,799,000 or $280,000 on average per year as per the long-term financial plan or budget forecast. This is 98% of the cost to sustain the current level of service at the lowest lifecycle cost. The infrastructure reality is that only what is funded in the long-term financial plan can be provided. The emphasis of the AM Plan is to communicate the consequences that this will have on the service provided and risks, so that decision making is informed. The allocated funding leaves a shortfall of $7,000 on average per year of the projected expenditure required to provide services in the AM Plan compared with planned expenditure currently included in the Long-term Financial Plan. This is shown in the operating and capital figure on the next page. 1.4 Future Demand The main demands for new services are created by: Population Growth Area potash mines Changing Regulations and Standards These will be managed through a combination of managing existing assets, upgrading of existing assets and providing new assets to meet demand and demand management. Demand management

6 - 2 - Projected Operating and Capital Expenditure 1.7 Asset Management Practices Our systems to manage assets include: Munisoft financial systems. Asset Register Excel spreadsheet. Assets requiring renewal/replacement are identified from one of three methods provided in the Expenditure Template. Figure Values are in current (real) dollars. We plan to provide services for the following: Operation, maintenance, renewal and upgrade of buildings, machinery & equipment, vehicles and linear assets to meet service levels set in annual budgets. Upgrade / new assets of: fire truck and wild fire truck (half), sander, mower, pickup truck, and playground equipment within the 10-year planning period. What we cannot do We currently do not allocate enough funding to sustain these services at the desired standard or to provide all new services being sought. Works and services that cannot be provided under present funding levels are: Construction of new buildings. Sufficient renewals to maintain portfolio value. Managing the Risks Our present funding levels are insufficient to continue to manage risks in the medium term. Method 1 uses Asset Register data to project the renewal costs using acquisition year and useful life to determine the renewal year, or Method 2 uses capital renewal expenditure projections from external condition modelling systems (such as Pavement Management Systems), or Method 3 uses a combination of average network renewals plus defect repairs in the Renewal Plan and Defect Repair Plan worksheets on the Expenditure template. Method 3 was used for this AM Plan. 1.8 Monitoring and Improvement Program The next steps resulting from this AM Plan to improve asset management practices are: Further develop planned capital renewal and upgrades. Further develop risks and formalize a risk management plan. Further develop customer and technical levels of service. Review and revise asset useful lives and current replacement costs. The main risk consequences are: Building fire. Increased operating and maintenance costs for aging assets. Degradation of asset portfolio value. Potential financial shock for future capital projects required to maintain services. We will endeavour to manage these risks within available funding by: Mutual aid agreements with neighboring municipalities. Further develop planned capital work.

7 INTRODUCTION 2.1 Background This AM Plan communicates the actions required for the responsive management of assets (and services provided from assets), compliance with regulatory requirements, and funding needed to provide the required levels of service over a 20-year planning period. The AM Plan is to be read with the Town s planning documents. This should include the Asset Management Policy and Asset Management Strategy where these have been developed along with other key planning documents: Town of Churchbridge Official Community Plan Town of Churchbridge Zoning Bylaw Strategic Plan The infrastructure assets covered by this AM Plan are shown in Table 2.1. These assets are used to provide general government and recreation services to the community. Table 2.1: Assets covered by this Plan Asset Category Dimension Replacement Value Buildings 16 listings $8,105,600 Machinery & Equipment 21 listings $567,400 Vehicles 3 listings $65,100 Linear Assets 7 listings $180,100 TOTAL $8,918, Goals and Objectives of Asset Ownership Our goal in managing infrastructure assets is to meet the defined level of service (as amended from time to time) in the most cost effective manner for present and future consumers. The key elements of infrastructure asset management are: Providing a defined level of service and monitoring performance, Managing the impact of growth through demand management and infrastructure investment, Taking a lifecycle approach to developing cost-effective management strategies for the long-term that meet the defined level of service, Identifying, assessing and appropriately controlling risks, and Linking to a long-term financial plan which identifies required, affordable expenditure and how it will be allocated. Other references to the benefits, fundamentals principles and objectives of asset management are: International Infrastructure Management Manual ISO Core and Advanced Asset Management This AM Plan is prepared as a core AM Plan over a 20 year planning period in accordance with the International Infrastructure Management Manual 3. Core asset management is a top down approach where analysis is applied at the system or network level. An advanced asset management approach uses a bottom up approach for gathering detailed asset information for individual assets. 1 Based on IPWEA 2015 IIMM, Sec 2.1.3, p ISO Overview, principles and terminology 3 IPWEA, 2015, IIMM.

8 LEVELS OF SERVICE 3.1 Customer Research and Expectations We currently have no research on customer expectations. This will be investigated for future updates of the AM Plan. 3.2 Strategic and Corporate Goals This AM Plan is prepared under the direction of the Town s vision, mission, goals and objectives. 4 Our vision is: The Town of Churchbridge is a progressive, active and inclusive community that seeks sustainable economic and social growth and values its citizens and heritage. Our mission is: The Town of Churchbridge is an attractive community which celebrates its history, respects all of its citizens and focuses on involving its youth to have an active role in the community. With a fiscally responsible mindset council works to market, develop and plan for its current and future accomplishments. Relevant goals and objectives and how these are addressed in this AM Plan are given in Table 3.2. Table 3.2: Goals and how these are addressed in this Plan* Goal / Objective Environment To preserve and protect the natural environment and the surrounding region. (3.3.1 from OCP) Cooperation To maintain and enhance relationships and pursue opportunities with surrounding municipalities and organizations for the benefit of the region. (3.3.2 from OCP) Sustainability To create appropriate policies and regulations that encourages growth and development while minimizing potential land use conflicts. (3.3.3 from OCP) Residential To promote development of the land and buildings to a standard acceptable to the Town. (3.3.4 from OCP) Public Safety To protect residents and future developments through education and awareness of hazardous lands within the Town. (3.3.5 from OCP) Commercial and Recreation To enhance the existing economic and recreation base and attract new opportunities that will support and enhance the lifestyle of the area. (3.3.6 from OCP) How Goal and Objectives are addressed in AM Plan Not specifically addressed in this document. While not specifically addressed in this document, infrastructure planning can support potential collaborations on future infrastructure projects that may be inter-municipal. This document will outline the planned operating, maintenance, renewal and upgrade activities and costs for buildings and equipment services. Balancing costs for activities with the desirable level of service and accepted risks will support sustainable utility service delivery. A better understanding of the life cycle costs, level of service and risks of buildings and equipment assets allows for more informed decisions on the sustainability of new residential developments requiring new infrastructure. Risk identification in this document may support Town initiatives involving public safety and communicating any critical risks to the public. Working towards a sustainable level of service for buildings and equipment services ensures that existing and new residents and businesses have confidence in having their service requirements met. 4 Vision & Mission from 2018 Strategic Plan.

9 - 5 - Infrastructure and Services To maintain and promote efficient and cost saving standards for public services and transportation networks that exist or are developed in the Town. (3.3.7 from OCP) Note: * Goals/Objectives based on Vision items from OCP. This document constitutes the Town s first asset management plan for the buildings and equipment asset class. This document is developed as a first draft and is meant to be subject to ongoing review and revision to support proactive, sustainable service delivery. The Town will exercise its duty of care to ensure public safety in accordance with the infrastructure risk management plan prepared in conjunction with this AM Plan. Management of infrastructure risks is covered in Section Legislative Requirements There are many legislative requirements relating to the management of assets. These include, but are not limited to, the following: Table 3.3: Legislative Requirements Legislation Requirement The Municipalities Act PSAB 3150 The Planning and Development Act, 2007 The Environmental Management and Protection Act, 2010 The Public Health Act, 1994 The Public Health Act, 1994 The Saskatchewan Employment Act The Uniform Building and Accessibility Standards Act Sets out role, purpose, responsibilities and powers of local governments including the preparation of a long-term financial plan supported by asset management plans for sustainable service delivery. Accounting and reporting of tangible capital assets set out by the public-sector accounting board. Provide a framework for community planning. Support economic growth, environmental sustainability, social and cultural development as well as sustainable communities. Protects the air, land and water resources of the province through regulating and controlling potentially harmful activities and substances. An Act respecting employment standards, occupational health and safety, labour relations and related matters and making consequential amendments to certain Acts. The Uniform Building and Accessibility Standards Act provides the legislative framework for the application of building and accessibility standards. 3.4 Customer Levels of Service Service levels are defined service levels in two terms, customer levels of service and technical levels of service. These are supplemented by organizational measures. Customer Levels of Service measure how the customer receives the service and whether value to the customer is provided. Customer levels of service measures used in the AM Plan are: Quality Function Capacity/Use How good is the service what is the condition or quality of the service? Is it suitable for its intended purpose. Is it the right service? Is the service over or under used do we need more or less of these assets? The current and expected customer service levels are detailed in Tables 3.4 and 3.5. Table 3.4 shows the expected levels of service based on resource levels in the current long-term financial plan. Organizational measures are measures of fact related to the service delivery outcome e.g. number of occasions when service is not available, condition percentages of Very Poor, Poor/Average/Good, Very good.

10 - 6 - These Organizational measures provide a balance in comparison to the customer perception that may be more subjective. Table 3.4: Customer Level of Service Expectation Performance Measure Used Current Performance Expected Position in 10 Years based on the current budget. Service Objective: Provide community, cultural and recreation services. Building facilities Number of calls per year related 4 / year. Stay the same. are clean and to building cleanliness or general appropriate for building quality. use. Quality Organizational measure Condition based on age. (See Section for explanation of condition rating. Good = condition 1,2; Fair = condition 3; Poor = condition 4,5.) Confidence levels Medium Medium. Facilities are Number of calls per year related 100 / year. Stay the same. available and to facility availability. meet users Function needs. Organizational Number of building closures per Negligible. Stay the same. measure year Confidence levels Medium. Medium. Buildings are Number of calls per year related Negligible. Stay the same. appropriate for to over or under use of facilities. Capacity and Use usage. Organizational Meets standards. Meets standards. Stay the same. measure Confidence levels Medium. Medium. Note: * Future condition is a rough projection based on the upgrade / new asset plan in Appendix B. 3.5 Technical Levels of Service Technical Levels of Service - Supporting the customer service levels are operational or technical measures of performance. These technical measures relate to the allocation of resources to service activities to best achieve the desired customer outcomes and demonstrate effective performance. Technical service measures are linked to the activities and annual budgets covering: Operations the regular activities to provide services (e.g. cleaning, energy, inspections etc.), Maintenance the activities necessary to retain an asset as near as practicable to an appropriate service condition. Maintenance activities enable an asset to provide service for its planned life (e.g. minor building and structure repairs, equipment repairs), Renewal the activities that return the service capability of an asset up to that which it had originally (e.g. building component replacement, equipment replacement), Upgrade/New the activities to provide a higher level of service (e.g. replacing a piece of equipment with a larger version) or a new service that did not exist previously (e.g. a new building, buying a new piece of equipment).

11 - 7 - Service and asset managers plan, implement and control technical service levels to influence the customer service levels. 5 Table 3.5 shows the technical levels of service expected to be provided under this AM Plan. The Desired position in the table documents the position being recommended in this AM Plan. It is important to monitor the service levels provided regularly as these will change. The current performance is influenced by work efficiencies and technology, and customer priorities will change over time. Review and establishment of the agreed position which achieves the best balance between service, risk and cost is essential. Service Attribute Service Activity Objective TECHNICAL LEVELS OF SERVICE Operations Maintenance Renewal**** Upgrade/New**** Note: Includes activities that allow the service to operate. Includes activities that allow assets to reach expected useful lives. Includes activities associated with replacing the asset at an equivalent standard. Includes additional services or higher service standard. Table 3.5: Technical Levels of Service Activity Measure Process Cleaning*** Building inspections Current Performance * Community center: After each function (caretaker). Town office, Fire hall: Daily (caretaker). 1 / year / facility (OHS/Fire) Seasonal 2 / year / facility if operate all year round Desired for Optimum Lifecycle Cost ** Adequate. Adequate. Utilities (power, gas) As required. Adequate. Insurance As required. Adequate. Supplies As required. Adequate. Budget $222,000 $233,000 General repair activities As required. Adequate. Budget $29,000 $30,000 Renew asset components As required. Adequate. Budget $0 $0 Upgrade / New asset components As required. Adequate. Budget $204,000 $29,000 * Current activities and costs (currently funded). ** Desired activities and costs to sustain current service levels and minimize life cycle costs (not currently funded). The actual renewal and upgrade budgets for optimum lifecycle costs have yet to be determined. A more detailed analysis of the building and equipment class is required to determine an optimal capital strategy. Increase in operating and maintenance costs are to cover the new/upgraded assets planned the actual increase in these costs will be determined in more detail in the short term as assets are added to the service. *** Town does not operate the arena - operating board does. Town covers salary for ice making and insurance only. **** Current performance budget based on 2018 budget. 5 IPWEA, 2015, IIMM, p 2 28.

12 FUTURE DEMAND 4.1 Demand Drivers Drivers affecting demand include things such as population change, regulations, changes in demographics, seasonal factors, vehicle ownership rates, consumer preferences and expectations, technological changes, economic factors, agricultural practices, environmental awareness, etc. 4.2 Demand Forecasts The present position and projections for demand drivers that may impact future service delivery and use of assets were identified and are documented in Table Demand Impact on Assets The impact of demand drivers that may affect future service delivery and use of assets are shown in Table 4.3. Table 4.3: Demand Drivers, Projections and Impact on Services Demand drivers Present position Projection Impact on services Changing population Area potash mines Changing Regulations and Standards Approximately 896. (From 2016 Census) Town growth has been driven primarily by potash mines. Recent mine expansion has continued this trend. Currently meet requirements. 4.4 Demand Management Plan Slow population growth. Maintain with some potential for population increase due to potash mines. Standards could change in the future. Minor increase in demand. Minor increase in demand to accommodate increased population. Increase required level of service. Demand for new services will be managed through a combination of managing existing assets, upgrading of existing assets and providing new assets to meet demand and demand management. Demand management practices can include non-asset solutions, insuring against risks and managing failures. Opportunities identified to date for demand management are shown in Table 4.4. Further opportunities will be developed in future revisions of this AM Plan. Table 4.4: Demand Management Plan Summary Demand Driver Impact on Services Demand Management Plan Changing population Minor increase in demand. Maintain existing infrastructure and encourage infill as much as possible. Develop new infrastructure to accommodate increased demand as required. Land sales are put into reserve to assist with development costs. Area potash mines Changing Regulations and Standards Minor increase in demand to accommodate potential increase in population. Increase required level of service. A demonstrated demand for new recreational facilities or expansion of existing facilities may be required to prevent any detrimental effects on existing recreational facilities. (Policy from OCP) See changing population demand management plan. Monitor changes going forward. Continued improvement of asset management practices will help be better informed if regulations do impact services.

13 Asset Programs to meet Demand The new assets required to meet demand can be acquired, donated or constructed. Additional assets are discussed in Section 5.5. The summary of the cumulative value of additional asset is shown in Figure 1. Figure 1: Upgrade and New Assets to meet Demand (Cumulative) Figure Values are in current (real) dollars. The 2018 cost is for a new fire truck and wild fire truck, and a sander (the Town pays half of the cost of the fire truck). The 2019 cost is for a new mower and pickup truck, and new playground equipment is planned for 2020 and The costs in years are based on the average annual cost for the first 10 years and may be adjusted in the future as the capital plan is refined. Acquiring these new assets will commit ongoing operations, maintenance and renewal costs for the period that the service provided from the assets is required. These future costs are identified and considered in developing forecasts of future operations, maintenance and renewal costs for inclusion in the long-term financial plan in Section 5.

14 LIFECYCLE MANAGEMENT PLAN The lifecycle management plan details how the Town plans to manage and operate the assets at the agreed levels of service (defined in Section 3) while managing life cycle costs. 5.1 Background Data Physical parameters The assets covered by this AM Plan are shown in Table 2.1. There are 16 building assets including the arena, aquatic centre, community centre, town shop, fire hall (half ownership), library/cultural center among others. There are 21 machinery & equipment listings including a backhoe, loader, fire truck, tractor, generator among others. There are 3 vehicle assets: 3 pickup trucks. There are 14 linear assets including a sport court, fencing among others. The arena needs to be replaced - it is not wheel chair accessible and 51 years old. The age profile of the assets included in this AM Plan are shown in Figure 2. Figure 2: Asset Age Profile Figure Values are in current (real) dollars. The 1967 cost is the arena, the 1977 cost is the community centre and town office, and the 2012 cost is the aquatic centre. The arena and other aging assets are either reaching or passed their policy useful life and may require costly repairs or full renewal in the short to medium term. The community centre has undergone upgrades in recent years to various components such as flooring, roof, lighting, plumbing, which has extended the useful life.

15 Asset capacity and performance Assets are generally provided to meet design standards where these are available. Locations where deficiencies in service performance are known are detailed in Table Table 5.1.2: Known Service Performance Deficiencies Location Arena Service Deficiency Arena needs to be replaced: it is not wheel chair accessible and 41 years old. The above service deficiencies were identified from Town staff Asset condition Condition is not currently monitored in a formal way. The percentage of remaining useful life for assets is used as a simple metric for assessing condition of building and equipment assets (Figure 3). The condition rating does not directly reflect the physical condition of assets, it is only used as a metric. The criteria for approximating condition rating using a 1 5 grading system is detailed in Table Table 5.1.3: Simple Condition Grading Model Condition Grading Percent of Remaining Asset Useful Life 0 Not Rated % % % % 5 <20% A draft approximation of asset condition was developed based on remaining asset useful life as shown in Figure 3. Care must be taken in interpreting Figure 3. As discussed in Section 5.3.2, remaining life data is not currently at sufficient maturity to be used in forecasting upcoming work. While Figure 3 suggests aging assets, it should be understood that several assets will likely outlive their current policy useful life. Revising the remaining useful lives of assets going forward will allow for refinement towards a more representative condition rating profile.

16 Figure 3: Condition Rating 5.2 Operations and Maintenance Plan Operations include regular activities to provide services such as public health, safety and amenity, e.g. cleaning, utilities cost etc. Routine maintenance is the regular on-going work that is necessary to keep assets operating, including instances where portions of the asset fail and need immediate repair to make the asset operational again, e.g. routine maintenance for equipment. Maintenance includes all actions necessary for retaining an asset as near as practicable to an appropriate service condition including regular ongoing day-to-day work necessary to keep assets operating. Maintenance expenditure is shown in Table 5.2. Table 5.2: Maintenance Expenditure Trends Year Maintenance Budget $ 2018 (budget) $29,000 Maintenance expenditure levels are considered to be adequate to meet projected service levels, which may be less than or equal to current service levels. Where maintenance expenditure levels are such that they will result in a lesser level of service, the service consequences and service risks have been identified and highlighted in this AM Plan and service risks considered in the Infrastructure Risk Management Plan.

17 Summary of future operations and maintenance expenditures Future operations and maintenance expenditure is forecast to trend in line with the value of the asset stock as shown in Figure 4. Note that all costs are shown in current 2018 dollar values (i.e. real values). Figure 4: Projected Operations and Maintenance Expenditure Figure Values are in current (real) dollars. Operating and maintenance costs are expected to increase slightly with the upgraded/new assets planned to be completed. The increase in costs are based on the current ratio of operating and maintenance costs to asset portfolio value. This is an estimate and will be revised once the details of the upgraded/new assets are better known. Deferred maintenance, i.e. works that are identified for maintenance and unable to be funded, are to be included in the risk assessment and analysis in the infrastructure risk management plan. Maintenance is funded from the operating budget where available. This is further discussed in Section Renewal/Replacement Plan Renewal and replacement expenditure is major work which does not increase the asset s design capacity but restores, rehabilitates, replaces or renews an existing asset to its original service potential. Work over and above restoring an asset to original service potential is considered to be an upgrade/expansion or new work expenditure resulting in additional future operations and maintenance costs. Assets requiring renewal/replacement are identified from one of three methods provided in the Expenditure Template. Method 1 uses Asset Register data to project the renewal costs using acquisition year and useful life to determine the renewal year, or

18 Method 2 uses capital renewal expenditure projections from external condition modelling systems (such as Pavement Management Systems), or Method 3 uses a combination of average network renewals plus defect repairs in the Renewal Plan and Defect Repair Plan worksheets on the Expenditure template. Method 3 was used for this AM Plan Renewal ranking criteria Asset renewal and replacement is typically undertaken to either: Ensure the reliability of the existing infrastructure to deliver the service it was constructed to facilitate (e.g. replacing an aging piece of equipment), or To ensure the infrastructure is of sufficient quality to meet the service requirements (e.g. renewing building or components that have had known issues in past years). 6 It is possible to get some indication of capital renewal and replacement priorities by identifying assets or asset groups that: Have a high consequence of failure, Have high use and subsequent impact on users would be greatest, Have a total value representing the greatest net value, Have the highest average age relative to their expected lives, Are identified in the AM Plan as key cost factors, Have high operational or maintenance costs, and Have replacement with a modern equivalent asset that would provide the equivalent service at a savings. 7 The ranking criteria used to determine priority of identified renewal and replacement proposals is detailed in Table Table 5.3.1: Renewal and Replacement Priority Ranking Criteria Criteria Weighting 1. Age / Condition 30% 2. Fit with Strategic Plan 30% 3. Affordability 30% 4. Capacity 5% 5. Classification 5% Total 100% Summary of future renewal and replacement expenditure Projected future renewal and replacement expenditures are forecast to increase over time when the asset stock increases. The expenditure required is shown in Figure 5.2. Note that all amounts are shown in current (real) dollars. Renewals were estimated using two methods ( scenarios ). Scenario 1 forecasts renewals using the year of construction combined with useful life from the asset register (see Figure 5.1). Scenario 1 was deemed to not be representative of the renewals required. Due to the lack of confidence in estimating future renewals based on current age, Scenario 2 was used, which is based on planned renewals for the Town (see Figure 5.2). The projected capital renewal and replacement program is shown in Appendix A. 6 IPWEA, 2015, IIMM, Sec 3.4.4, p Based on IPWEA, 2015, IIMM, Sec 3.4.5, p 3 97.

19 Figure 5.1: Projected Capital Renewal and Replacement Expenditure (Scenario 1) Figure Values are in current (real) dollars. The large cost in 2018 represents various assets that are passed their policy useful life, with the arena making up the bulk of the cost. The 2027 cost represents the community center and town office reaching the end of their useful life. The renewals shown in Figure 5.1 (based on year acquired and remaining useful life) were deemed to not be realistic of required renewals for the Town, suggesting useful lives are not sufficiently developed to be used for renewal forecasting. A more realistic renewal program was estimated and is illustrated in Figure 5.2.

20 Figure 5.2: Projected Capital Renewal and Replacement Expenditure (Scenario 2) Figure Values are in current (real) dollars. Currently no renewals are planned. Deferred renewal and replacement, i.e. those assets identified for renewal and/or replacement and not scheduled in capital works programs, are to be included in the risk analysis process in the risk management plan. Renewals and replacement expenditure in the capital works program will be accommodated in the long-term financial plan. This is further discussed in Section Creation/Acquisition/Upgrade Plan New works are those that create a new asset that did not previously exist, or works which will upgrade or improve an existing asset beyond its existing capacity. They may result from growth, social or environmental needs. Assets may also be acquired at no cost. These additional assets are considered in Section Selection criteria New assets and upgrade/expansion of existing assets are identified from various sources such as community requests, proposals identified by strategic plans or partnerships with others. Candidate proposals are inspected to verify need and to develop a preliminary renewal estimate. Verified proposals are ranked by priority and available funds and scheduled in future works programs. The priority ranking criteria is detailed below.

21 Table 5.4.1: New Assets Priority Ranking Criteria Criteria Weighting 1. Fit with Strategic plan 30% 2. Affordability 30% 3. Capacity 20% 4. Government Regulations 20% Total 100% Summary of future upgrade/new assets expenditure Projected upgrade/new asset expenditures are summarized in Figure 6. The projected upgrade/new capital works program is shown in Appendix B. All amounts are shown in real values. Figure 6: Projected Capital Upgrade/New Asset Expenditure Figure Values are in current (real) dollars. The 2018 cost is for a new fire truck and wild fire truck, and a sander (the Town pays ½ of the cost of the fire truck). The 2019 cost is for a new mower and pickup truck, and new playground equipment is planned for 2020 and The costs in years are based on the average annual cost for the first 10 years and may be adjusted in the future as the capital plan is refined. Expenditure on new assets and services in the capital works program will be accommodated in the long-term financial plan but only to the extent of the available funds.

22 Summary of asset expenditure requirements The financial projections from this asset plan are shown in Figure 7 for projected operating (operations and maintenance) and capital expenditure (renewal and upgrade/expansion/new assets). Note that all costs are shown in real values. The bars in the graphs represent the anticipated budget needs required to achieve lowest lifecycle costs, the budget line indicates what is currently available. The gap between these informs the discussion on achieving the balance between services, costs and risk to achieve the best value outcome. Figure 7: Projected Operating and Capital Expenditure Figure Values are in current (real) dollars. As shown in Figure 7, the Town has budgeted to fully fund the planned capital upgrade/new assets. 5.5 Disposal Plan Disposal includes any activity associated with the disposal of a decommissioned asset including sale, demolition or relocation. Assets identified for possible decommissioning and disposal are shown in Table 5.5, together with estimated annual savings from not having to fund operations and maintenance of the assets. These assets will be further reinvestigated to determine the required levels of service and see what options are available for alternate service delivery, if any. Any costs for asset disposals is accommodated in the long-term financial plan. Asset Table 5.5: Assets Identified for Disposal Reason for Disposal Timing Disposal Expenditure Operations & Maintenance Annual Savings JD mower TBD TBD Older burgundy ford truck TBD TBD

23 RISK MANAGEMENT PLAN The purpose of infrastructure risk management is to document the results and recommendations resulting from the periodic identification, assessment and treatment of risks associated with providing services from infrastructure, using the fundamentals of International Standard ISO 31000:2009 Risk management Principles and guidelines. Risk Management is defined in ISO 31000:2009 as: coordinated activities to direct and control with regard to risk 8. An assessment of risks associated with service delivery from infrastructure assets has identified critical risks that will result in loss or reduction in service from infrastructure assets or a financial shock. The risk assessment process identifies credible risks, the likelihood of the risk event occurring, the consequences should the event occur, develops a risk rating, evaluates the risk and develops a risk treatment plan for non-acceptable risks. 6.1 Critical Assets Critical assets are defined as those which have a high consequence of failure causing significant loss or reduction of service. Similarly, critical failure modes are those which have the highest consequences. Critical assets have been identified and their typical failure mode and the impact on service delivery are as follows: Table 6.1 Critical Assets Critical Asset(s) Failure Mode Impact Fire Truck Failure. Potential loss of personal property. Fire Hall Failure / closure. No support equipment to fight fires. Town Shop Failure / closure. No services for tax payers. Town Office Failure / closure. Cannot administer Town affairs. By identifying critical assets and failure modes, investigative activities, condition inspection programs, maintenance and capital expenditure plans can be targeted at the critical areas. 6.2 Risk Assessment The risk management process used in this project is shown in Figure 6.2. It is an analysis and problem-solving technique designed to provide a logical process for the selection of treatment plans and management actions to protect the community against unacceptable risks. The process is based on the fundamentals of the ISO risk assessment standard ISO 31000: ISO 31000:2009, p 2

24 Figure 6.2 Risk Management Process Abridged IDENTIFY RISKS ANALYSE & EVALUATE RISKS TREAT RISKS - What can happen? - When and why? - How and why? - Consequences - Likelihood - Level of Risk - Evaluate - Identify options - Assess options - Treatment plans The risk assessment process identifies credible risks, the likelihood of the risk event occurring, the consequences should the event occur, develops a risk rating, evaluates the risk and develops a risk treatment plan for nonacceptable risks. An assessment of risks associated with service delivery from infrastructure assets has identified the critical risks that will result in significant loss, financial shock or a reduction in service. Critical risks are those assessed with Very High (requiring immediate corrective action) and High (requiring corrective action) risk ratings identified in the Infrastructure Risk Management Plan. The residual risk and treatment cost after the selected treatment plan is implemented is shown in Table 6.2. These risks and costs are reported to management and Council. Table 6.2: Critical Risks and Treatment Plans Service or Asset at Risk What can Happen Risk Rating (VH, H) Risk Treatment Plan Buildings Fire H Mutual aid agreements with neighbouring municipalities for fire coverage. Ensure all buildings fire systems are inspected regularly. Hall Roof issues: leaks causing damage H Regular inspections and repairs to roof as required. Arena Flooding M Have completed some drainage to address flooding issues. Continue to monitor for flooding and consider additional mitigation options as required. Aging assets (e.g. Hall, community centre) Increased operating and maintenance costs for aging assets that are not renewed. M Continue renewals and further develop prioritized renewal program. Residual Risk * Note * The residual risk is the risk remaining after the selected risk treatment plan is operational. M L L L Treatment Costs Administrative costs. To be determined. Minor labour costs for monitoring. Additional costs as required. Capital costs for asset renewals.

25 Infrastructure Resilience Approach The resilience of our critical infrastructure is vital to our customers and the services we provide. To adapt to changing conditions and grow over time we need to understand our capacity to respond to possible disruptions and be positioned to absorb disturbance and act effectively in a crisis to ensure continuity of service. Resilience is built on aspects such as response and recovery planning, financial capacity and crisis leadership. Our current measure of resilience is shown in Table 6.3 which includes the type of threats and hazards, resilience assessment and identified improvements and/or interventions. Table 6.3: Resilience Threat / Hazard Resilience LMH Improvements / Interventions Fire Medium Ensure all buildings fire systems are inspected annually. Develop safety plans for public buildings. Flood Medium Investigate flood prone areas and consider mitigation measures. 6.4 Service and Risk Trade-Offs The decisions made in adopting this AM Plan are based on the objective to achieve the optimum benefits from the available resources What we cannot do There are some operations and maintenance activities and capital projects that are unable to be undertaken within the next 10 years. These include: Construction of new buildings. Sufficient renewals to maintain portfolio value Service trade-off Operations and maintenance activities and capital projects that cannot be undertaken will maintain or create service consequences for users. These include: Potentially increased service disruptions. Potentially limited capacity for future growth Risk trade-off The operations and maintenance activities and capital projects that cannot be undertaken may maintain or create risk consequences. These include: Degradation of asset portfolio value. Potential financial shock for future capital projects required to maintain services. Potentially limited capacity for future growth. These actions and expenditures are considered in the projected expenditures, and where developed are included in the Risk Management Plan.

26 FINANCIAL SUMMARY This section contains the financial requirements resulting from all the information presented in the previous sections of this AM Plan. The financial projections will be improved as further information becomes available on desired levels of service and current and projected future asset performance. 7.1 Financial Statements and Projections Asset valuations The best available estimate of the value of assets included in this AM Plan are shown below. Assets are valued at fair value current replacement cost. Gross Replacement Cost $8,918,000 Depreciable Amount $8,918,000 9 Depreciated Replacement Cost 10 $2,630,000 Gross Replacement Cost Accumulated Depreciation Depreciated Replacement Cost Annual Depreciation Expense Depreciable Amount Annual Average Asset Consumption $282,000 End of reporting period 1 End of reporting period 2 Residual Value Useful Life Sustainability of service delivery Two key indicators for service delivery sustainability have been considered in the analysis of the services provided by this asset category, these being the: asset renewal funding ratio, and medium term budgeted expenditures/projected expenditure (over 10 years of the planning period). Asset Renewal Funding Ratio Asset Renewal Funding Ratio 11 0% The Asset Renewal Funding Ratio is the most important indicator and indicates that over the next 10 years of the forecasting that we expect to have 0% of the funds required for the optimal renewal and replacement of assets. The Asset Renewal Funding Ratio is 0% because there were no renewals planned at the time of writing. This metric is included for future iterations when there may be renewals and this value becomes non-zero. Medium term 10 year financial planning period This AM Plan identifies the projected operations, maintenance and capital renewal expenditures required to provide an agreed level of service to the community over a 10 year period. This provides input into 10 year financial and funding plans aimed at providing the required services in a sustainable manner. These projected expenditures may be compared to budgeted expenditures in the 10 year period to identify any funding shortfall. In a core AM Plan, a gap is generally due to increasing asset renewals for ageing assets. The projected operations, maintenance and capital renewal expenditure required over the 10 year planning period is $258,000 on average per year. 9 Some building and equipment assets will have a salvage value. At the time of writing, the salvage values were unknown so it was assumed that all assets had $0 salvage value. This will be updated in future revisions. 10 Also reported as Written Down Value, Carrying or Net Book Value. 11 AIFMM, 2015, Version 1.0, Financial Sustainability Indicator 3, Sec 2.6, p 9.

27 Estimated (budget) operations, maintenance and capital renewal funding is $251,000 on average per year giving a 10 year funding shortfall of $7,000 per year. This indicates 97% of the projected expenditures needed to provide the services documented in the AM Plan. This excludes upgrade/new assets. Providing services from infrastructure in a sustainable manner requires the matching and managing of service levels, risks, projected expenditures and financing to achieve a financial indicator of approximately 1.0 for the first years of the AM Plan and ideally over the 10-year life of the Long-term Financial Plan Projected expenditures for long-term financial plan Table shows the projected expenditures for the 10 year long-term financial plan. Expenditure projections are in 2018 real values. Year Operations ($000) Table 7.1.3: Projected Expenditures for Long-term Financial Plan ($000) Maintenance ($000) Projected Capital Renewal ($000) Capital Upgrade/ New ($000) Disposals ($000) 2018 $222 $29 $0 $204 $ $227 $30 $0 $35 $ $228 $30 $0 $25 $ $229 $30 $0 $0 $ $229 $30 $0 $25 $ $229 $30 $0 $0 $ $229 $30 $0 $0 $ $229 $30 $0 $0 $ $229 $30 $0 $0 $ $229 $30 $0 $0 $0 7.2 Funding Strategy Funding for assets is provided from the budget and long-term financial plan. The financial strategy of the Town determines how funding will be provided, whereas the AM Plan communicates how and when this will be spent, along with the service and risk consequences of differing options. 7.3 Valuation Forecasts Asset values are forecast to increase as additional assets are added to the service. Additional assets will generally add to the operations and maintenance needs in the longer term, as well as the need for future renewal. Additional assets will also add to future depreciation forecasts. 7.4 Key Assumptions Made in Financial Forecasts This section details the key assumptions made in presenting the information contained in this AM Plan. It is presented to enable readers to gain an understanding of the levels of confidence in the data behind the financial forecasts. Key assumptions made in this AM Plan are given in Table 7.4.

28 Table 7.4: Key Assumptions made in AM Plan and Risks of Change Key Assumptions Replacement costs are based on indexed historic costs and unit rates from external sources. Legislative compliance will remain constant. Asset registry is accurate and comprehensive. Using scenario 1, asset replacement timing is based on asset age and the theoretical asset useful life. Risks of Change to Assumptions Actual replacement costs may be higher than forecast. Changes in legislation & regulation may increase operating and maintenance expenditures or require additional capital investment. Missing asset information may cause an underestimation of future operating, maintenance or capital costs. Useful life estimates that are not sufficiently mature may overstate/understate the forecasted renewals as well as depreciated replacement cost. 7.5 Forecast Reliability and Confidence The expenditure and valuations projections in this AM Plan are based on best available data. Currency and accuracy of data is critical to effective asset and financial management. Data confidence is classified on a 5 level scale 12 in accordance with Table 7.5. Table 7.5: Data Confidence Grading System Confidence Grade A Highly reliable B Reliable C Uncertain D Very Uncertain E Unknown Description Data based on sound records, procedures, investigations and analysis, documented properly and agreed as the best method of assessment. Dataset is complete and estimated to be accurate ± 2% Data based on sound records, procedures, investigations and analysis, documented properly but has minor shortcomings, for example some of the data is old, some documentation is missing and/or reliance is placed on unconfirmed reports or some extrapolation. Dataset is complete and estimated to be accurate ± 10% Data based on sound records, procedures, investigations and analysis which is incomplete or unsupported, or extrapolated from a limited sample for which grade A or B data are available. Dataset is substantially complete but up to 50% is extrapolated data and accuracy estimated ± 25% Data is based on unconfirmed verbal reports and/or cursory inspections and analysis. Dataset may not be fully complete, and most data is estimated or extrapolated. Accuracy ± 40% None or very little data held. The estimated confidence level and reliability of data used in this AM Plan is considered to be C: Uncertain. 12 IPWEA, 2015, IIMM, Table 2.4.6, p 2 71.

29 PLAN IMPROVEMENT AND MONITORING 8.1 Status of Asset Management Practices Accounting and financial data sources Munisoft financial software Asset management data sources Excel spreadsheets. 8.2 Improvement Plan The asset management improvement plan generated from this AM Plan is shown in Table 8.2. Table 8.2: Improvement Plan Task No 1 Further develop planned capital renewal and upgrades. 2 Further develop risks and formalize a risk management plan. 3 Further develop customer and technical levels of service. 4 Review and revise asset useful lives and current replacement costs. Task Responsibility Resources Required Timeline 8.3 Monitoring and Review Procedures This AM Plan will be reviewed during annual budget planning processes and amended to show any material changes in service levels and/or resources available to provide those services as a result of budget decisions. The AM Plan will be updated annually to ensure it represents the current service level, asset values, projected operations, maintenance, capital renewal and replacement, capital upgrade/new and asset disposal expenditures and projected expenditure values incorporated into the long-term financial plan. The AM Plan has a life of 4 years and is due for complete revision and updating within 1 year of each Council election. 8.4 Performance Measures The effectiveness of the AM Plan can be measured in the following ways: The degree to which the required projected expenditures identified in this AM Plan are incorporated into the long-term financial plan, The degree to which 1-5 year detailed works programs, budgets, business plans and corporate structures take into account the global works program trends provided by the AM Plan, The degree to which the existing and projected service levels and service consequences (what we cannot do), risks and residual risks are incorporated into the Strategic Plan and associated plans, The Asset Renewal Funding Ratio achieving the target of ISO Refers to this the Asset Management System

30 REFERENCES IPWEA, 2006, International Infrastructure Management Manual, Institute of Public Works Engineering Australasia, Sydney, IPWEA, 2008, NAMS.PLUS Asset Management, Institute of Public Works Engineering Australasia, Sydney, IPWEA, 2015, 2nd edn., Australian Infrastructure Financial Management Manual, Institute of Public Works Engineering Australasia, Sydney, IPWEA, 2015, 3rd edn., International Infrastructure Management Manual, Institute of Public Works Engineering Australasia, Sydney, IPWEA, 2012 LTFP Practice Note 6 PN Long-term Financial Plan, Institute of Public Works Engineering Australasia, Sydney. Town of Churchbridge Official Community Plan, Town of Churchbridge Zoning Bylaw, APPENDICES Appendix A Projected 10 year Capital Renewal and Replacement Works Program Appendix B Projected 10 year Capital Upgrade/New Works Program Appendix C LTFP Budgeted Expenditures Accommodated in AM Plan

31 Appendix A Projected 10-year Capital Renewal and Replacement Works Program Currently no renewals planned.

32 Appendix B Projected Upgrade/Exp/New 10-year Capital Works Program Projected Capital Upgrade/New Works Program - Buildings and Equipment_S2_V1 ($000) Year Item Description Estimate /2 Fire Truck and Wild Fire Truck $199 2 Sander $ Total $204 ($000) Year Item Description Estimate Mower $15 2 Truck $ Total $35 ($000) Year Item Description Estimate Playground Equipment $ Total $25 ($000) Year Item Description Estimate Total $0 ($000) Year Item Description Estimate Playground Equipment $ Total $25 ($000) Year Item Description Estimate Total $0 ($000) Year Item Description Estimate Total $0

33 Year Item Description Estimate Total $0 ($000) Year Item Description Estimate Total $0 ($000) Year Item Description Estimate Total $0

34 Appendix C Budgeted Expenditures Accommodated in LTFP