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The Review

Town Asset Management Plan - Phase 1 - Fleet Assets

Posted On: Friday, January 3, 2020

Council asked to approve the use of $54,629.00 to purchase one 1.5-ton truck for the Community Services Department Parks and Trails division, $43,679.92 to purchase one SUV for the Operations Department, $36,107.00 to purchase a truck for Water and $36,917.00 to purchase a truck for Wastewater.

Town Asset Management Plan - Phase 1 - Fleet Assets

The Parks and Trails Division of the Community Services Department is replacing a 2006 half-ton truck that is at the end of its useful life. The truck is used for hauling trailers with equipment, moving landscaping material (gravel, soil, tree limbs, leaves, etc.), as well as other equipment and amenities. The replacement truck is a 1.5-ton truck with a hydraulic dump box which is ideal for moving material efficiently.

2006 Ford F-150 – 16.8 l/100km versus 2020 Ford F-350 - 15.7 l/100km

The Operations Department is replacing a 2010 SUV that is at the end of its useful life, with a Plug in Hydro Electric Vehicle. The vehicle is used by the Construction Co-ordinator for field work associated with the position, such as construction monitoring, project design, construction meetings, and entrance permit inspections. The tender was released prior to the budget being approved with the condition that the awards are pending Council’s approval of the proposed budget. These vehicles were identified together within the 2020 budget as replacement vehicles.

2010 Ford Escape – 9.8 l/100km versus 2020 Mitsubishi Outlander PHEV – 4.5 l/100km

The Water and Wastewater Services Division provides the Town of The Blue Mountains with an essential service. The purchase of these 2 new vehicles will ensure the current level of services offered by the Water and Wastewater Services Division continues 24/7, 365 days a year. Without these vehicles the department will not be able to move forward with the hiring of two new operators in 2020.

Water - White Half Ton 4x4 Pickup Truck, Extended Cab, 4 Doors

Wastewater - White Half Ton 4x4 Pickup Truck, Extended Cab, 4 Doors

These two vehicles were intended to be purchased with a consideration of hiring two water/wastewater operators. The last time the compliment of operators was increased was in 2006. Since that time, the amount of water users on the system has increased by 28%. The amount of users on the sanitary system has increased by 38%. The additional users, as well as the aging systems, require more operator hours to ensure the systems are operating properly and all preventative maintenance is being completed. Staff also are heavily involved with the capital projects for these systems.

It is estimated that the water system requires 15,940 operating hours per year. Currently with six operators, we only have 12,480 operating hours available.

The wastewater system requires 14,100 operating hours. Currently with four operators we only have 8,320 operating hours available.

Adding two additional operators, we will decrease the deficit in operating hours.

The Water and Wastewater Services Division provides the Town of The Blue Mountains with an essential service. The purchase of these 2 new vehicles will ensure the current level of services offered by the Water and Wastewater Services Division continues 24/7, 365 days a year. Without these vehicles the department will not be able to move forward with the hiring of two new operators in 2020.

These vehicles have been identified as the lowest compliant bids based on the tender process that was administered by the Town’s Manager of Purchasing and Risk Management. 

These vehicles were identified together within the 2020 budget as replacement vehicles.

Town Asset Management Plan - Phase 1 Fleet
In 2017 the provincial government passed the Act which made asset management planning a legislated requirement for Ontario municipalities. The follow-up regulation, O.Reg 588/17, had a phased in requirement for the Town to follow.
1) July 1, 2019 Asset Management Policy –this policy was approved by Council in early 2019
2) July 1, 2021 Asset Management Plan for Core (linear) Assets – this is a component of this requirement
3) July 1, 2023 Asset Management Plan for all Assets –this is a component of this requirement
4) July 1, 2024 Asset Management Plan for all Assets with Proposed Levels of Service – other levels of service are out lined in this asset management plan
Council wanted to see a quicker implementation of O.Reg 588/17 and adopt the following schedule.

2020
1st Quarter - Finalize Facilities & Fleet
3rd Quarter - Roads, Bridges, Sidewalks
4th Quarter - Water & Wastewater

2021
1st Quarter - Parks, Trails;
2nd Quarter - Final Summary Plan


FLEET ASSETS
The Town owns and operates 54 fleet assets with a replacement cost of $8,772,000.

These assets include SUVs, light and heavy duty pick-up trucks, Fire emergency equipment and Snow Plows. Unlike most other asset types no specific condition rating index has been calculated for Fleet. Staff have calculated a remaining life expectancy by using the age and kilometers driven by the asset. A Fleet asset given a Critical rating means that asset is nearing replacement and will be included in the five year capital forecast as presented with the annual budget. The Town’s Fleet currently has 20% of the assets in this critical category, which includes the replacement of the Town’s aerial pumper which is scheduled for 2025. 

The Town replaces all Fire Pumper and Tankers within the NFPA guideline of 20 years. These fleet assets are replaced at that age no matter the number of kilometers or hours on the equipment. The average rating is 40% which puts this sub-category of assets in the Fair category.
The Town has been tracking costs by fleet asset over the past few years, including work done by an external mechanic and by internal Town staff. Entering this information into the Town’s asset management software is a work in progress and not all divisions have been doing it for the full three years. Over the past few years the Town, on average, has spent $140,000 on annual repairs and maintenance for the Fleet assets. 
The plan looks at the current level of service that the Fleet assets are in and costs out the annual operating costs (fuel, licensing, insurance etc.), the annual transfer requirement to replace the asset without the use of long-term debt, and a capital replacement forecast.  

Over the next 10 year period the Town will need to replace $4.7M in Fleet assets. This ranges from some years at $0 to other years at almost $1.5M. 

Looking at the Town’s 2019 Development Charge Background Study there are some additional fleet assets to be purchased to handle the Town’s continued growth. The current population (as of 2018) was 6,897 which is projected to increase to 9,777 by the year 2028. 
• Parks and Recreation – two additional pick-up trucks
• Public Works – two additional pick-up trucks and two additional snow plows
• Parking and By-law - two additional pick-up trucks
 

Town Asset Management Plan - Phase 1 - Fleet Assets

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