TAMRMS#: B06
7.1
REQUEST FOR DECISION
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C-P&E-07 Asset Management Policy Update
Presented by: Jordan Betteridge, Manager Asset Management, Land, Integrated Infrastructure Services, Engineering Services.
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RECOMMENDED MOTION(S)
recommendation
That the Standing Committee of the Whole recommend to Council that Policy C-P&E-07 Asset Management attached to the July 7, 2026, agenda report entitled “C-P&E-07 Asset Management Policy Update” be approved.
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SUMMARY
Given the City’s broad and extensive portfolio of assets and the significant financial responsibility to manage them, the City is undertaking efforts towards maturing the Asset Management Program. The Asset Management Program allows for a data-driven approach to make decisions on long-term infrastructure investments, balancing costs, performance, and risk.
As part of Administration’s efforts to mature the Asset Management Program, an updated C-P&E-07 Asset Management Policy is presented for Council’s consideration.
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
On July 16, 2024, Council passed the following motion:
CM-24-015
That Asset Management Policy C-P&E-07 be amended by adding the following clause to the “Standards” section of the Policy: “Stakeholder engagement may be considered in determining social value, which would include special events, to influence the prioritization of future RMR program levels of service.”
On September 22, 2014, Council passed the following motion:
C463-2014
That City Council Policy C-P&E-07, Asset Management, provided as Attachment 1 to the September 22, 2014, agenda report “Asset Management Policy” be approved.
BACKGROUND AND DISCUSSION
The City owns and manages a significant portfolio of infrastructure assets including roads, bridges, utilities, facilities, fleet, equipment, natural assets, and other municipal infrastructure. These assets support the services that residents rely on every day and represent a significant long-term financial responsibility for the City. Asset Management is a structured approach to managing these assets in a way that balances service levels, risk, and cost over the lifecycle of the assets. A Mature Asset Management Program helps the City make informed, transparent, and fiscally responsible long-term decisions.
The benefits of a Mature Asset Management Program include:
Informed decision-making:
Council and Administration will be provided with better information regarding City asset conditions, lifecycle needs, and financial impacts. This is a lens to see what is required to support service levels and the risks the City takes if infrastructure investment is delayed.
Increased transparency and accountability:
The City will be able to report on the state of the infrastructure and future investment requirements. This shows how the City is managing our assets over time demonstrating responsibility and accountability to the community.
Long term financial sustainability:
Better financial forecasting will be accessible to determine lifecycle costs and investment requirements and priorities for renewals and replacements. This will support stronger capital planning and allocation of funds, while aiming to make services more affordable, reliable, and resilient.
To achieve these benefits, the City is working towards advancing our overall asset management maturity. There are five broad areas to improve upon:
• Inventory - Knowing what we own
• Condition - Knowing what shape it is in
• Information - Knowing what to do and when
• Software - Tools to assist with tracking asset information & planning
• People - Trained and knowledgeable staff to support sustainable service
The goal is for all areas to pursue continuous improvement, enabling the City to make more informed and transparent decisions that support sustainable service delivery and responsible long-term financial planning. Maturing the Asset Management Program involves a broad shift from reactive practices to proactive, data-driven lifecycle planning. It will include breaking down silos, strengthening the connection between assets and financial planning, and aligning with established standards.
Administration is undertaking an initiative called Mature Asset Management Program which currently has objectives focused on improving the “Information” area. The work includes updating the Asset Management Policy (Phase 1) and then subsequently proceeding to develop an Asset Management Strategy and Strategic Asset Management Plan (Phase 2). These documents form part of the larger Asset Management Framework as shown in Attachment 1.
The current Asset Management Policy C-P&E-07 was first developed in 2014 and last reviewed in 2019. The 2026 update of the Policy included conducting a gap assessment, a review against best practices and industry standards, conducting a workshop with the internal Asset Management Committee, and obtaining feedback from internal department partners.
Many aspects of the Asset Management Policy continue to be relevant with only minor changes, while some of the more key updates include:
• Updated the original “Infrastructure” vs “Corporate” asset categories to “Core” vs “Non-Core” assets
• Added “Natural Assets”
• Added multiple new definitions
• Modified definitions in alignment with AM standards
• Included focus on “evidence-based decision making” and balancing Lifecycle Costs, Levels of Service, and Risks to achieve the most value from City assets.
This update also includes a clause added under the Standards / Expectations section that came from Council Motion 24-015:
“On July 16, 2024, Council passed the following motion: That Asset Management Policy C-P&E-07 be amended by adding the following clause to the “Standards” section of the Policy: “Stakeholder engagement may be considered in determining social value, which would included special events, to influence the prioritization of future RMR program levels of service.”
The updated Asset Management Policy is included in Attachment 2. A spreadsheet showing the overall changes and the rationale for each change is provided in Attachment 3. A copy of the current Asset Management Policy is provided in Attachment 4.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
The Asset Management Committee was engaged through the review and update of the Policy. The Policy was circulated to applicable internal departments for review and comment.
IMPACTS OF RECOMMENDATION(S)
Financial:
None at this time.
Compliance & Legal:
None at this time.
Program or Service:
The Policy will guide City departments towards aligning their asset management practices under a clear and unified corporate direction. This Policy provides the foundation for advancing the Mature Asset Management Program through the development of the Asset Management Strategy and the Strategic Asset Management Plan.
Organizational:
None at this time.
Risks
Risk is mitigated through the regular review and update of the Asset Management Policy. This provides a clear line of sight from the Policy to the forthcoming Asset Management Strategy and Strategic Asset Management Plan, ensuring that asset management decisions and activities remain aligned with the City’s objectives and priorities.
Failure to maintain this alignment could have a cascading effect on other risks, including financial risks arising from uninformed decision-making and reputational risks related to the management and stewardship of City assets.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
Initiative aligned with Strategic Plan:
Mature Asset Management Program
ALIGNMENT TO LEVELS OF SERVICE DELIVERY
G.1.6 Recreation Asset Management and Maintenance
G.1.7 Transit Fixed Asset Management and Maintenance
G.1.8 Transportation Network Asset Management and Maintenance
IMPACTS OF ALTERNATIVES CONSIDERED
If Council does not wish to support the proposed motion, Administration presents the following alternatives for Council’s consideration.
ALTERNATIVE 1: That the Standing Committee of the Whole provides feedback to be incorporated before the updated Asset Management Policy is presented to Council for approval.
Financial:
None at this time.
Compliance & Legal:
None at this time.
Program or Service:
None at this time.
Organizational:
Administration will incorporate feedback into a revised Asset Management Policy and bring it forward to Council for consideration and adoption.
Risks
None at this time
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Report Date: July 7, 2026
Author(s): Jordan Betteridge, Lorraine Doblanko
Department: Engineering Services
Department Director: Dawny George
Managing Director: Adryan Slaght
Chief Administrative Officer: William Fletcher