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RFD- 3871 Business Items   Item #:   4. c.    
Committee of the Whole Meeting Agenda
Meeting Date: 05/19/2020  
Title:    Corporate Asset Management and C-1016-19 Asset Management Policy - Boje
Department: Corporate Services  
Strategic Vision Element: This topic relates to all three of the City’s strategic vision elements contained in Council’s Strategic Plan Related Goal:

Information
Request for Decision Summary
Administration is providing the Committee with an overview of the development and implementation of a corporate asset management program, including our work to date, what we have learned and how we are investing in our future success. As part of the maturation of this program, an Asset Management Policy, CP-1016-19 has been drafted that identifies the principles and objectives of the program. 
 
Proposed Motion
That the presentation on the corporate asset management program and the Asset Management Policy, CP-1016-19 be received as information and that the feedback provided by the committee be brought to Council when they consider the policy for approval.
Background/Analysis
Corporate Asset Management Program

The City of Spruce Grove is committed to the safe, reliable, cost effective and environmentally responsible provision of services to its residents, business and visitors.  An element of this commitment is the effective stewardship of its assets through governance, policy, and practices supported by a corporate asset management program.

The City has initiated the development and implementation of a formal corporate asset management program through two specific projects; one that focuses on building a solid foundation of data, processes, standards and asset plans and another that will produce an Asset Management Software tool to house this information.

Work has been initiated in the following asset areas:
  • Facilities
  • Fleet
  • Pavement (roads and sidewalks)
  • Municipal art
  • Stormwater

This work will integrate with the corporate plan and help to establish both short and long-term capital plans.  The asset plans will help the City's leadership understand the sustainability of the current growth and major project activities as well as optimize the level of service the City provides. This integrated approach will work to address the observations and recommendations within the Auditor’s Report that was before Council in April.  Tangible Capital Asset reporting will also be supported with transparency and alignment between the actual physical asset population operating and what is recorded in the asset register.

The asset management program is to support the following focus areas that have been identified in our corporate plan:
  • Strategy: clarity of purpose, aligning strategy as an organization to respond to Council’s direction and leveraging resources to move the City forward.
  • Our day to day work: ensuring staff have the resources they need to keep services and day to day work at a high standard.
Asset Management Policy, CP-1016-19

The City aims to apply leading asset management practices to effectively manage assets through their life cycle. Optimal value will be delivered through a sustainable investment plan that balances cost, risk, and performance and the governance element of this is reflected though the Asset Management Policy.
  
The Policy is built on the principles of resiliency, sustainability, fiscal responsibility, and the protection of public health and safety. The following asset management objectives stemming from these principles are laid out in section 4 of the policy:
  • Adopt a lifecycle approach
  • Provide optimal value
  • Ensure sustainability
  • Optimize service levels
  • Continuously improve
  • Support Strategic direction
  • Safety Focus
These objectives are directly related to leading asset management practices and will set the foundation for the City’s approach to and implementation of its corporate asset management program.
Options/Alternatives
Committee may provide input into the policy and recommend further changes to Council.
Consultation/Engagement
The following consultation and engagement has taken place:
  • The policy has been drafted based on input from a corporate asset management committee and Occupational Health and Safety.
  • The City Clerk's Office has reviewed the policy as part of the corporate policy development framework.
  • The Corporate Leadership Team has also reviewed and provided input into the policy development. 
Implementation/Communication
The policy will be brought forward to Council for their review and approval at a future meeting. 

Administration has also drafted an asset management strategy based on the policy direction and will bring that forward to the City Manager for approval once a policy has been approved.
Impacts
The Asset Management Policy will provide clarity on the overall approach and direction of the corporate asset management program that can then support the City in setting a healthy and sustainable course forward.

Attachments
Asset Management Presentation
CP-1016-19 - Asset Management Policy - Draft

City Council and Committee of the Whole agendas and minutes are posted on the City of Spruce Grove website for information purposes only. These agendas may be changed at the discretion of Council by the addition or deletion of items. Anyone reviewing the draft agenda should do so on the understanding that it is subject to change by Council.

All attachments are in PDF format, and require the Adobe Acrobat Reader plug-in for viewing.

Audio from the most recent City Council and Committee of the Whole meetings are available via podcast on the City of Spruce Grove website.



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