Asset Management Plan - Introduction

Asset Management Plan - Introduction In 2008 the Town of Oakville made a choice to leverage the PSAB 3150 initiative with a comprehensive Asset Management plan. The Town of Oakville has been integrating the decentralized asset replacement/repair plan into the Town s Corporate Information System and developing greater asset visibility through the annual Capital Budget 10 year Financial Plan. The Town of Oakville s asset management objective is to meet the required level of services in the most cost effective manner through long term management of assets for present and future residents. The Town of Oakville utilizes lifecycle asset management concepts. Asset management encompasses all practices associated with considering management strategies as part of the asset lifecycle. The objective is to look at the lowest long-term cost rather than short-term savings when making asset decisions. The Town of Oakville s Asset Management goal is to Create customer value through enhancing community asset management and this is achieved by providing an auditable and accessible asset based information system in order to increase the sustainability of the Town s assets for the efficient and effective delivery of community benefits. The Town of Oakville since 2008 has maintained a complete inventory of all the town s assets in the town s Corporate Information System (CIS). Our CIS inventory is in the process of being integrated to the Town s GIS system which will facilitate spatial analysis and provide an ability to confirm physical inventory for audit purposes. This integration should be completed by early 2015. This will give the town an ability to coordinate capital spending among asset types. An example of this is Road Replacement with Storm System Replacement. As well this will provide an easier avenue to share our information with our regional level of government for better coordination. A review of each Asset Sub class is being under taken to document and define processes to identify a cyclic inspection program based on risk, condition and service importance. Most Asset Sub Classes already have a defined condition inspection process with the results feeding into the 10 Year Financial Plan. A Condition inspection program will be developed for those Assets ( Underground assets ) which do not currently have a cyclic inspection program with any financial impact being reported through the Financial Planning Department. By early 2015 a standard condition assessment rating system will be developed to provide the town the ability to report annually the State of Infrastructure within the 10 year financial report. Through the cooperation of asset owner department s Asset Management processes are being developed for better accountability, sustainability, risk management analysis, service management and financial efficiency utilizing the Town s Corporate Information System (CIS). Preventative Maintenance and Proactive Maintenance programs will be migrated into the CIS s work order functionality enabling complete organization visibility on asset performance and condition. This will assist in recognizing all cost of 2014 Capital Budget and Financing Plan E-23

Asset Management Plan - Introduction owning/operating assets over the assets entire lifecycle. All Asset management processes and systems currently feed into the 10 Year Financial Plan and will continue to do so. The Asset Management Plan will be a component of the 10 Year Financial Plan and will be updated annually. Throughout 2014 and 2015 specific asset performance measures will be incorporated into this report. Currently, asset related key performance measures are reported through the Municipal Performance Measurement Program and the Town s operating budget report. A report outlining the Town of Oakville s Asset Management Plan and each of the components went to council on November 18 th, 2013. The following section includes a copy of the report and a summary of the state of local infrastructure. 2014 Capital Budget and Financing Plan E-24

REPORT BUDGET COMMITTEE MEETING DATE: NOVEMBER 18, 2013 FROM: Finance Department DATE: November 12, 2013 SUBJECT: Town of Oakville Asset Management Plan LOCATION: WARD: Page 1 RECOMMENDATION: That the report dated November 12, 2013, Town of Oakville Asset Management Plan be received. KEY FACTS: The following are key points for consideration with respect to this report: The Ministry of Infrastructure requires municipalities to have an asset management plan in place by December 31 to be eligible for future funding An asset management plan is a strategic document that states how assets will be managed and describes desired levels of service, state of local infrastructure, planned actions to meet expected level of service, and financing strategies to implement the planned actions Financing strategies are a key component of an asset management plan and need to include the operating, capital and future replacement cost of infrastructure The 10 Year Financial Plan presented to Council in June forms the basis of the town s asset management plan BACKGROUND: The municipal infrastructure strategy under the Ministry of Infrastructure sets the groundwork for a long-term, cooperative effort among all three orders of government that will be required to address the challenges of infrastructure needs. An asset management plan forms a key component of this strategy. The Ministry of Infrastructure requires municipalities to have an asset management plan in place by December 31 in order to be eligible for future funding. Asset Management Plans will help guide the discussion on priorities where investment is most needed. E-25

BUDGET COMMITTEE From: Finance Department Date: November 12, 2013 Subject: Town of Oakville Asset Management Plan Page 2 To receive funding, municipalities will need to demonstrate that a full range of available financing and revenue generation tools has been explored. As such, financing strategies are a key component of an asset management plan and need to include the operating, capital and future replacement cost of infrastructure. Asset management planning takes a forward-looking approach to planning for long-term financial sustainability. An asset management plan as outlined by the Province is a strategic document that states how assets will be managed over a period of time. It describes the condition of local infrastructure, levels of service expected; planned actions to ensure assets are providing expected level of service, and financing strategies to implement the planned actions. COMMENT/OPTIONS: In Building Together, the province stated that any municipality seeking provincial infrastructure funding must demonstrate how its proposed project fits within a detailed asset management plan. According to the province, asset management planning is: the process of making the best possible decisions regarding the building, operating, maintaining, renewing, replacing and disposing of infrastructure assets. The objective is to maximize benefits, manage risk and provide satisfactory levels of service to the public in a sustainable manner. The 10 Year Financial Plan presented to Council in June forms the basis of the town s asset management plan. The 10 year plan was built on the foundation of Council s strategic goals resulting from many of the studies undertaken under Vision 2057 and the 2011-2014 Strategic Workplan and provides a strong strategic framework that guides future investment and is fiscally sustainable. The 10 year plan not only includes maintenance and replacement of existing assets but also plans for expansion of assets to meet future demand as the town grows, meets varying community and demographic needs, outlines operational requirements and explores the various financial tools available. As outlined in the Guide for Municipal Asset Management Plans distributed by the province, the elements of a detailed asset management plan include: Executive Summary Introduction State of local infrastructure Expected levels of service Asset management strategy Financing strategy E-26

BUDGET COMMITTEE From: Finance Department Date: November 12, 2013 Subject: Town of Oakville Asset Management Plan Page 3 The following sections outline how the each section has been addressed by the town and the supporting documentation. Executive Summary and Financing Strategy The executive summary of the Asset Management Plan is to provide a succinct overview of the plan. The executive summary in the 2014 Capital Budget and 10 Year Financial Plan provides an overview of the framework developed to assess the varying capital needs of the town. It illustrates how Council s strategic goals and objectives have provided the foundation for the capital plan and how various master plans and planning documents have been incorporated. The executive summary also provides an overview of the gross expenditures recommended to meet infrastructure renewal requirements, new infrastructure to maintain service as growth incurs, projects to meet strategic priorities and community enhancements. Finally, the executive summary outlines in detail the financing strategies and policies used in the decision making process and explores all possible financial tools available to ensure that services are well-planned, well-built and well maintained in the most effective and sustainable manner. Introduction The introduction of the Asset Management Plan includes several components such as: How the goals of the municipality are dependent on infrastructure Clarifies the relationship of the asset management plan to municipal planning and financial documents Describes the purpose of the asset management plan States which infrastructure assets are included in the plan Identifies how many years the asset management plan covers A section will be added to the 2014 Capital Budget and 10 Year Financial Plan document to include the introduction for the town s Asset Management plan and other documentation required to support the plan. This information will be made available on the town s website under the annual budget section, 2014 budget page. A copy of the introduction has been provided in Appendix A. State of Local Infrastructure This section of the plan identifies asset types, accounting valuation and replacement cost valuation, asset age distribution and asset age as a proportion of expected useful life and asset condition. This information is supported by the town s Corporate Information System (CIS) asset management and work order modules which forms the database for all town assets. This system holds asset records for individual assets and groups of assets and contains details such as asset type, class, description, location, useful life, historical cost, replacement cost and depreciation. This data was required to be collected and stored in order to report on E-27

BUDGET COMMITTEE From: Finance Department Date: November 12, 2013 Subject: Town of Oakville Asset Management Plan Page 4 the annual financial statements as of 2009. It is also the intention that the condition of the assets will be stored in this system as well however, since the database is relatively new; information on the condition of assets is currently being collected and/or transferred from independent systems. More detailed information on the status of the information gathered on condition of each asset classification is included in Appendix B. The state of local infrastructure will be included to the Asset Management section of the 2014 capital budget document and will be available on the town s website. A copy of these tables has been provided in Appendix B. Desire Levels of Service This section defines levels of service through performance measures, targets and timeframes to achieve targets if the targets are not already being achieved. Example of desired level of service is X number of breaks per 100 km of watermain per year are acceptable Watermain breaks will be repaired within X hours, 95% of the time Customer complaints will be responded to within 24 hours. Through work on the town s program based performance based budget (PB2), key performance indicators (KPI s) were created for all town programs in order to measure actual program results against expected outcomes. Many of these KPI s are directly related to how infrastructure will be maintained and how service will be delivered, but others may be linked indirectly as well maintained infrastructure leads to effective delivery of service. Specific examples are: Average days between traffic control device breakdown work orders 2014 target is 150 days Ratio of planned vehicle maintenance hours to corrective maintenance hours 2014 target is 60% planned/40% corrective Number of complaints about on-time delivery of transit service 2014 target is 4.1 complaints per 100,000 rides % of road network above PQI of 75.0 2014 target is 79% These program measures have been included in Appendix III of the 2014 Operating Budget and 2015-2016 Forecast document. Asset Management Strategy The asset management strategy is the set of planned actions that will enable the assets to provide the desired service in a sustainable way, while managing risk and at the lowest lifecycle cost. The asset management strategy outlines plans for renewal/rehab activities, maintenance activities, replacements, disposals and expansion to service. The strategy should also address actions or policies that can lower costs or extend asset life. E-28

BUDGET COMMITTEE From: Finance Department Date: November 12, 2013 Subject: Town of Oakville Asset Management Plan Page 5 The Infrastructure Renewal section of 2014 Capital Budget and 10 Year Financial Plan outlines in detail the infrastructure requirements for all asset classifications necessary to ensure service levels are maintained for the various programs offered across the town. Capital projects included in this section address renewal/rehab activities, major repairs and replacements for all asset types such as: Buildings Land Improvements (i.e. Parks, Trails) Road Network Vehicles and Equipment Environmental Network Communication and Technology Network The information stored in the CIS asset management system is used to prepare the 10 Year Plan based on life cycle replacement and scheduled maintenance programs. Condition of assets is then evaluated at the beginning of each budget cycle to optimize the life of the assets while balancing risk of unanticipated failures. It is the town s practice that as replacement of assets are executed, existing assets are disposed and any salvage value is transferred into the Equipment reserves. The Growth section of the 2014 Capital Budget and 10 Year Financial Plan outlines in detail the infrastructure required in order to maintain service levels as the town grows. Detailed projects are included for the various asset classifications that would be required to meet program needs for Fire, Library, Recreation, Parks, Roads, Road Operations and Transit. In addition, the Community Enhancement and Strategic Priorities sections are projects for planned expansion activities that support infrastructure requirements to meet various community needs and Council s strategic goals. Maintenance activities, including regularly scheduled inspections, preventative maintenance, and minor repairs are planned for in the town s work order management system and are funded from the town s operating budget. A repair and maintenance budget for each program has been included as part of the 2014 Operating Budget. This budget is also used to address unplanned repairs where emergency repairs are dealt with through the town s emergency repair policy. Currently, many policies and/or practices exist to establish best practices, process for usage optimization and procedures in managing failures within each of the departments. For example, in order to extend the useful life of a conventional bus it is the town s practice to complete a major refurbishment of each bus after 7-9 years which increases the life expectancy of the bus on average by 4 years. Over the next few years staff plans to consolidate all of these best practices and procedures into one document as part of the Asset Management strategy. E-29

BUDGET COMMITTEE From: Finance Department Date: November 12, 2013 Subject: Town of Oakville Asset Management Plan Page 6 CONSIDERATIONS: (A) PUBLIC N/A (B) FINANCIAL There are no financial impacts of this report. By having an Asset Management Plan in place by December 31 st the town will be in a better position to receive provincial infrastructure funding in the future. (C) IMPACT ON OTHER DEPARTMENTS & USERS All departments have been involved in the 2014 capital budget process which forms the basis of the Asset Management Plan. (D) CORPORATE AND/OR DEPARTMENT STRATEGIC GOALS This report addresses the corporate strategic goal to: be accountable be fiscally sustainable (E) COMMUNITY SUSTAINABILITY The Asset Management Plan address the social, economic, environment and culture of the town by ensuring programs and services valued by our residents are maintained in an effective and efficient manner. APPENDICES: Appendix A Asset Management Plan Introduction Appendix B State of Local Infrastructure Prepared by: Catharine Hewitson, B.Comm Manager of Financial Planning and Policy Submitted by: Nancy Sully, CMA Deputy Treasurer, Director of Financial Planning and Policy E-30

State of Local Infrastructure (General Asset Information) Asset Class Asset Sub Class Measure Quantity BUILDINGS CLASS COMM.&TECH NETWORK CLASS ENVIRONMENTAL NETWORK SQFT NBV ($000) Replacement Cost ($000) 1,859,292 211,277 1,572,707 POOL 123 8,104 50,068 EROSION CONTROL EACH 11 5,575 15,716 CATCHBASIN EACH 16,993 16,048 151,580 FOUNDATION DRAIN EACH 181 COLLECTOR 1,393 8,883 WATER QUALITY CONTROL EACH 27 DEVICE 1,138 4,369 INLET/OUTLET STRUCTURE EACH 343 1,514 20,407 MAINTENANCE HOLE EACH 9,364 17,587 166,096 MINOR CULVERT EACH 140 1,680 20,433 PIERS EACH 2 1,908 846 SEAWALL EACH 8 3,601 14,665 LATERAL LM 151,729 14,765 137,101 STORM MAIN LM 551,545 120,576 1,191,872 HOUSE CONNECTION LM 17,306 6,943 29,868 EQUIPMENT CLASS POOL/EA 539 14,147 89,481 LAND CLASS LINEAR LAND/ EXCEPTIONS SQM 15,013,145 10,630 10,605 PARCEL LAND SQM 13,475,730 542,330 1,140,123 BALL DIAMOND SPORTS EACH 45 FIELD 2,689 24,828 BASKETBALL COURT EACH 9 90 1,149 FIELD HOCKEY FIELD EACH 1 0 587 MINOR EACH BUILDINGS/STRUCTURE 96 4,003 37,277 PARK BRIDGES EACH 123 2,128 25,490 PARK STAIRS EACH 58 828 9,128 PLAYGROUND EACH 165 4,604 25,606 LAND IMPROVEMENT SKATEBOARD PARK EACH 4 322 2,148 CLASS SOCCER SPORTS FIELD EACH 58 3,807 36,852 SPLASH PAD EACH 15 2,010 12,590 TENNIS COURTS EACH 69 650 7,352 STREET TREES 1 POOL 441 5,411 38,588 PARK HA 728 14,335 439,005 TRAIL PARK HA 518 12,354 438,854 PARK PARKING LOTS SQM 106,446 3,604 32,374 MUNICIPAL PARKING LOTS SQM 16,905 631 5,698 BUILDING PARKING LOT SQM 2,650 96 240 E-31

Asset Class Asset Sub Class Measure Quantity NBV Replacement ($000) Cost ($000) BRIDGE EACH 50 52,478 523,732 MAJOR CULVERT EACH 61 14,990 150,553 ACOUSTIC WALL LM 7,164 321 5,532 SIDEWALKS SQM 1,270,566 40,801 426,725 STREET LIGHTS 2 EACH 9,368 13,109 135,560 TRAFFIC INTERSECTION EACH 128 SIGNALS 6,019 39,515 ROAD NETWORK TRANSIT SHELTERS POOLED POOLED 15 711 3,422 CLASS ARTERIAL SQM 30,133 737 11,422 ARTERIAL - ROADS SQM 956,175 32,626 383,283 COLLECTOR - RESIDENTIAL SQM 1,034,075 22,881 351,525 COLLECTOR- SQM 370,588 COMMERCIAL/INDUSTRIAL 6,381 113,227 LOCAL - RESIDENTIAL SQM 3,668,310 116,937 1,165,741 LOCAL-COMMERCIAL / SQM 136,116 INDUSTRIAL 1,959 47,502 BOAT EACH 2 8 78 CARE-A-VAN EACH 10 1,208 4,978 CONVENTIONAL BUS EACH 91 22,057 121,311 FIRE EACH 53 4,837 50,482 HEAVY TRUCK EACH 108 4,600 34,348 VEHICLE CLASS LIGHT AUTO / TRUCK EACH 61 865 5,810 TRAILERS EACH 98 390 2,622 TRANSIT SERVICE VEHICLE EACH 3 94 513 TRANSIT SUPERVISOR EACH 3 VEHICLE 6 378 VEHICLE ATTACHMENTS EACH 4 36 102 Total 1,380,831 9,340,948 1. Street Trees are a pooled asset by Year. An accurate number of street trees and their physical location are kept within the Town s GIS system. Asset Management Department is in the process of integrating the two systems. This integration should be complete in 2015. 2. The Town of Oakville originally pooled street lights as an asset by year. We are currently in the process of setting street lights up as individual assets. This should be completed by late 2014. We are expecting the quantity to be around 19,000 street lights. When this is completed a defined condition inspection program within the CIS Work order functionality will be implemented. 3. The Town of Oakville Financial Operation Department (Asset Management Section) is undergoing a review of the existing Useful life policies around each Asset sub Class. It has been noted the useful life of some assets do not reflect the actual replacement life of that asset. On Completion of this exercise the Asset Management Policies will be modified to reflect the useful life changes. E-32

Percentage of Asset with Useful Life remaining Asset Class Asset Sub Class % of Assets with < 50% of Useful Life Remaining % of Assets with > 50% of Useful Life Remaining BUILDINGS CLASS 46% 54% COMM.&TECH NETWORK CLASS 59% 41% EROSION CONTROL 18% 82% CATCHBASIN 28% 72% FOUNDATION DRAIN COLLECTOR 0% 100% WATER QUALITY CONTROL DEVICE 11% 89% INLET/OUTLET STRUCTURE 40% 60% ENVIRONMENTAL NETWORK MAINTENANCE HOLE 29% 71% MINOR CULVERT 55% 45% PIERS 50% 50% SEAWALL 13% 88% LATERAL 1 STORM MAIN 1 HOUSE CONNECTION 10% 90% EQUIPMENT CLASS 41% 59% LINEAR LAND/ EXCEPTIONS Not Not LAND CLASS LAND IMPROVEMENT CLASS PARCEL LAND Applicable Not Applicable Applicable Not Applicable BALL DIAMOND SPORTS FIELD 1 BASKETBALL COURT 1 FIELD HOCKEY FIELD 1 MINOR BUILDINGS/STRUCTURE 1 PARK BRIDGES 80% 20% PARK STAIRS 81% 19% PLAYGROUND 1 SKATEBOARD PARK 1 SOCCER SPORTS FIELD 1 SPLASH PAD 47% 53% TENNIS COURTS 1 STREET TREES 1 PARK 1 TRAIL PARK 1 PARK PARKING LOTS 55% 45% MUNICIPAL PARKING LOTS 62% 38% BUILDING PARKING LOT 1 E-33

Asset Class ROAD NETWORK CLASS VEHICLE CLASS BRIDGE 1 MAJOR CULVERT 1 ACOUSTIC WALL 1 SIDEWALKS 1 STREET LIGHTS 2 Asset Sub Class % of Assets with < 50% of Useful Life % of Assets with > 50% of Useful Life TRAFFIC INTERSECTION SIGNALS 53% 47% TRANSIT SHELTERS POOLED 7% 93% ARTERIAL 1 ARTERIAL ROADS 1 COLLECTOR RESIDENTIAL 1 COLLECTOR- COMMERCIAL/INDUSTRIAL 1 LOCAL RESIDENTIAL 1 LOCAL-COMMERCIAL / INDUSTRIAL 1 BOAT 50% 50% CARE-A-VAN 50% 50% CONVENTIONAL BUS 30% 70% FIRE 53% 47% HEAVY TRUCK 56% 44% LIGHT AUTO / TRUCK 46% 54% TRAILERS 59% 41% TRANSIT SERVICE VEHICLE 33% 67% TRANSIT SUPERVISOR VEHICLE 100% 0% VEHICLE ATTACHMENTS 0% 100% 1 The Town of Oakville Financial Operation Department (Asset Management Section) is undergoing a review of the existing Useful life policies around each Asset sub Class. It has been noted the useful life of some assets do not reflect the actual replacement life of that asset. On Completion of this exercise the Asset Management Policies & Reports will be updated to reflect the useful life changes. Any associated reports with this information will be updated to reflect any changes as a result of this review. E-34

Asset Class Asset Sub Class Measure Quantity BUILDINGS CLASS COMM.&TECH NETWORK CLASS ENVIRONMENT AL NETWORK EQUIPMENT CLASS LAND CLASS LAND IMPROVEMENT CLASS SQFT POOL 123 EROSION CONTROL EACH 11 CATCHBASIN EACH 16,993 FOUNDATION DRAIN EACH 181 COLLECTOR WATER QUALITY CONTROL EACH 27 DEVICE INLET/OUTLET STRUCTURE EACH 343 MAINTENANCE HOLE EACH 9,364 MINOR CULVERT EACH 140 PIERS EACH 2 SEAWALL EACH 8 LATERAL LM 151,729 STORM MAIN LM 551,545 HOUSE CONNECTION LM 17,306 LINEAR LAND/ EXCEPTIONS PARCEL LAND BALL DIAMOND SPORTS FIELD BASKETBALL COURT FIELD HOCKEY FIELD MINOR BUILDINGS/STR UCTURE Condition Excellent Condition Good Condition Fair 1,859,292 Refer to Note 1: Building Not Applicable Condition Poor Refer to Note 2: Environmental Network POOL/EA 539 Refer to Note 3: Equipment Class SQM 15,013,14 5 Not Applicable SQM 13,475,73 0 Not Applicable EACH 45 EACH 9 EACH 1 EACH 96 Refer to Note 4: Land Improvements Parks E-35

Asset Class Asset Sub Class Measure Quantity Condition Excellent LAND IMPROVEMENT CLASS ROAD NETWORK CLASS Condition Fair Condition Good Condition Poor PARK BRIDGES EACH 123 7 13 90 6 PARK STAIRS EACH 58 2 15 28 PLAYGROUND EACH 165 SKATEBOARD PARK EACH 4 SOCCER SPORTS FIELD EACH 58 SPLASH PAD EACH 15 TENNIS COURTS EACH 69 Refer to Note 4: Land Improvements Parks STREET TREES 1 POOL 441 Not Applicable PARK HA 728 TRAIL PARK HA 518 Refer to Note 4: Land Improvements Parks PARK PARKING SQM 106,446 LOTS MUNICIPAL SQM 16,905 Refer to Note 1: Buildings. These assets are PARKING LOTS inspected as part of the regular building condition BUILDING SQM 2,650 assessment. PARKING LOT BRIDGE EACH 50 8 32 3 2 MAJOR CULVERT EACH 61 ACOUSTIC WALL LM 7,164 SIDEWALKS SQM 1,270,566 STREET LIGHTS 2 EACH 9,368 TRAFFIC INTERSECTION EACH 128 SIGNALS TRANSIT SHELTERS POOLED 15 POOLED ARTERIAL SQM 30,133 ARTERIAL - ROADS SQM 956,175 COLLECTOR - RESIDENTIAL SQM 1,034,075 COLLECTOR- COMMERCIAL/I SQM 370,588 NDUSTRIAL LOCAL - RESIDENTIAL SQM 3,668,310 LOCAL- COMMERCIAL / INDUSTRIAL SQM 136,116 Refer to Note 5: Road Network Class E-36

VEHICLE CLASS BOAT EACH 2 CARE-A-VAN EACH 10 CONVENTIONAL BUS EACH 91 FIRE EACH 53 HEAVY TRUCK EACH 108 LIGHT AUTO / TRUCK EACH 61 TRAILERS EACH 98 TRANSIT SERVICE EACH 3 VEHICLE TRANSIT SUPERVISOR EACH 3 VEHICLE VEHICLE ATTACHMENTS EACH 4 Refer to Note 6: Vehicle Class 1. Building Class Condition The Town of Oakville is implementing a Work Order system for all facilities. This initiative is 90% implemented with only a few buildings remaining. As part of this initiative the existing annual Preventative Maintenance condition assessment of all major components and systems was formalized and incorporated into the Preventative Maintenance Work Order Program. This annual process is tied into the Capital Budget Forecast submission. In 2014 a condition rating system will be implemented and recorded in the town s Corporate Information System. Major structures within a building, such as roofs, are inspected on a cyclic basis by a third party engineer ing firm depending on the previous reported condition. 2. ENVIRONMENTAL NETWORK Condition The Town of Oakville is currently under taken a process to better understand the condition of our underground assets. This process should be completed by 2015 with the information integrated into the town s CIS system. 3. Equipment Class Condition Most of the town s equipment class is inspected on a regular basis just prior to the Capital Budget Submission. Because of the varying types of equipment not all of these inspections have been formalized within the town s CIS system. It is our expectation to have this process finalized and a condition rating system implemented by 2016. 4. Land Improvements Parks Condition The Town has just finished implementing a work Order system to assist in tracking the ongoing condition of the assets located within a Park. These assets have always been inspected on an annual basis with the exception of Park Bridges and Park Stairs. Park Bridges and Stairs are inspected by an engineering company every two years. (This condition is then updated in the Town s CIS system.) This annual condition inspection has been integrated within the work order system and will continue to feed into the annual Capital Budget Forecast Submission. E-37

5. Road Network Class All the town s roads have an exhaustive condition inspection completed on it every 4 years. These results are used in the Capital Budget Forecast Submission. It is expected to have these summary results stored within CIS by 2017. All the town s bridges are inspected every two years by an outside engineering firm. These results are used in the Capital Budget Forecast Submission. Currently these summary results are stored in CIS. Sidewalks are inspected yearly from a safety perspective. It is expected to formalize this inspection into the town s work order system by 2015. Traffic intersections are inspected on a monthly bases and the condition of these assets reported through the Capital Budget Forecast Submission. 6. Vehicle Class Condition All the town s vehicles are on a regular preventative maintenance program. The condition and performance of the vehicle is noted in the town s work order system. These results are used and reported through the Capital Budget Submission. E-38