ASSET MANAGEMENT PRESENTATION National Local Government Infrastructure & AM Conference HUME CITY COUNCIL John Monaghan

National Local Government Infrastructure & AM Conference 1. Where to start? 2. It’s so hard to get AM people. 3. Learning about AM. 4. Training Staff. 5. So much to do so little time. 6. Spread the Work Load. 7. Involve the decision makers in your vision. 8. The lifecycle of Asset Management. 9. Service Planning -the new frontier.

National Local Government Infrastructure & AM Conference Where to start? Hume-one of the fastest growing municipalities in Australia 30 minutes by train north- north- west of Melbourne Home to Melbourne Airport and Ford Includes the suburbs of Broadmeadows, Craigieburn and Donnybrook and the township of Sunbury, Hume Highway, Calder freeway, M80 and the Tullamarine Freeway $60M CWP $1.8B in Assets

National Local Government Infrastructure & AM Conference AM Staff Structure Manager Traffic Assets Coordinator Civil Design GIS Finance Asset Engineer Admin. Person

National Local Government Infrastructure & AM Conference 2004 –Asset Management plans completed AM Manager resigns Change the structure to manage assets AM coordinator resigns 2009 –AM coordinator appointed 2011-AM coordinator resigns 2013 –AM coordinator appointed “It’s so hard to get AM people.”

Regular hours Suitable for part time or full time workers But perhaps not as exciting as other engineering fields??? National Local Government Infrastructure & AM Conference

What systems and procedures do you have and what do you need to have?

National Local Government Infrastructure & AM Conference Learning about Asset Management What do you have? #What systems and procedures do you have? a) We set up a quality framework and documented what systems, practices and procedures Council has. What do you need to have? #What more do we need? What’s the fastest way to learn about AM? a) AM Framework Assessment Score Sheet b) IPWEA NAMS plus2 handbook c) Northern Asset Management Forum d) Knowledgeable and qualified AM coordinator

National Local Government Infrastructure & AM Conference National Asset Management Framework (NAMF) - scorecard reference guide STRATEGIC LONG TERM PLAN DATELOCATION 1.1*Council has a Strategic Longer Term Plan (planning horizon of at least 5 years) they want to achieve that incorporates a  vision  strategic outcomes  mission  values  service outcomes SLTP=Hume City Plan 2040 P.2 P.9 P.23 ‘heading’ 1.2*The development of the Strategic Longer Term Plan included a)community consultation b)reflects community needs. P.1 of Hume City Plan *The Strategic Longer Term Plan incorporates priorities and performance measures and indicates how they will be monitored and measured. P.19 of Hume City Plan 2030 & the Council Plan says how they will be monitored and measured. 1.4*Council has a sustainable Long Term Financial Plan covering the period of the Strategic Longer Term Plan (at least 5 year) supporting the implementation of its Long Term Plan. LTFP=Strategic Resource Plan & Internal 10year Budget Model located in Intranet 1.5The Long Term Financial Plan has been prepared based on the resource requirements and strategic objectives detailed in Council’s Long Term Plan and Asset Management Plans. P.49 of Budget Report. P.59 of Budget Report 1.6Council has a Strategic Longer Term Plan (ideally 20 years - at least 10 years) that incorporates a  Vision  Mission  Values  Long term service outcomes that reflects how Council plans to provide for community needs. 1.7The development of the Strategic Longer Term Plan included community engagement and reflects community needs. 1.8Council has a sustainable Long Term Financial Plan (ideally 20 years - at least 10years) which establishes its prudential limits on a)debt b)revenue raising c)reserve funding d)asset management funding e)capital works to support its Long Term Plan. 1.9Council's Long Term Financial Plan is directly aligned with its Service Plans. 1.10The Long Term Financial Plan clearly separates ‘recurrent expenditure’ under the categories of operations and maintenance and clearly separates ‘capital works expenditure’ under the categories of renewal, upgrade and new. DATELOCATION 1.11The Long Term Financial Plan clearly identifies the  ongoing maintenance  operational and renewal impacts arising from capital works and contributed assets. 1.12Optimum life cycle costs are known and supported by high levels of data, information and knowledge in all key areas. Political decisions are informed by multiple service level / cost / funding model data, information and knowledge on tradeoffs for economic, social, cultural and environmental consequences.

National Local Government Infrastructure & AM Conference Training Staff -Ensure your Coordinator trains staff in AM ie. writing AM plans, hosting audits, learning about software, presenting to Council, community, executive etc. -Employ staff who want to learn -Take them to conferences, forums -Encourage them to fill in when depot coordinators go on leave. -Encourage further study at their annual performance reviews –IPWEA through Chiefly Business School have a Grad. Cert. and Grad. Dip. in Infrastructure AM

6. So Much To Do So Little Time

7. Spread the Work Load

National Local Government Infrastructure & AM Conference Why you need a whole of Council approach and commitment: 1. Strategic Longer Term Plan 2. Long Term Financial Plan 3. Resource Plan 4. Annual Budget 5. Annual Report 6. Service Plans 7. Service Providers, Maintenance staff, Capital Works, Subdivisions, Finance, Child Care, Leisure Services etc Who and What is not part of the AM circle of life?

National Local Government Infrastructure & AM Conference What commitment do we have at Hume? # In the Asset Management Strategy Council passed the Strategy with the statement “We always approve the necessary renewal program to sustain the existing levels of service before other works, providing they are justified through our process.” # EMT receive a quarterly report on AM # Managers have in their PD’s a generic statement saying “Staff are responsible for undertaking Asset Management functions ….”

8. Involve the Decision Makers in Your Vision.

9. The Lifecycle of Asset Management Asset Management like Assets themselves have a lifecycle ie. it needs to be created, maintained, renewed and upgraded because: Staff come and go Systems change Resources fluctuate You need to continuously improve DON’T REST ON YOU LORALS

10. Service planning- the new frontier

10. Service Planning –the New Frontier What services are we as Councils providing? Should we be providing these services? To what standard do we provide the services? What are our current and future needs? How do we measure if we are delivering our service – technical and customer? Are our assets in a fit condition to deliver the Service Standards? What does it cost to get the assets to that standard? Do we have the funding or do we adjust the standard or remove the availability of the service Finally do we have systems in place to measure these things ie. GIS, surveys, audits, condition assessments. costs, etc

National Local Government Infrastructure & AM Conference 1. SUMMARY a) It’s so hard to get AM people. b) Learning about AM. c) Training Staff. d) So much to do so little time. e) Spread the Work Load. f) Involve the decision makers in your vision. g) The lifecycle of Asset Management. h) Service Planning -the new frontier.

National Local Government Infrastructure & AM Conference Thanks and Good Luck -Hume City Council

National Local Government Infrastructure & AM Conference TIPS: 1. Meet with custodians, service providers, finance and AM staff in October and discuss finance gaps. 2. Put the onus on the custodians and providers to use the AM systems to justify more budget funding. 3. Put GAP funding in year 4, 5 and 6 of your finance programs. 4. Get Council to accept maintenance and renewal to be funded before new works. 5. Ensure regular presentations to Council and EMT with condition photos.