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Home My WebLink About03.f. Adopt proposed new Board Policy 015-Asset ManagementCentral Contra Costa Sanitary District 3.f. BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2014 Subject: CONSIDER ADOPTING BOARD POLICY (BP) 015 REGARDING ASSET MANAGEMENT Submitted By: Initiating DeptJDiv.: Dana Lawson Engineering/ Capital Projects Senior Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Lopez — Provisional Capital Projects Division Mgr. •....� J.M. Petit — Director of Engineering Roger S. Bailey General Manager ISSUE: The District established a goal to develop an asset management program and adopting this policy will formalize the District's commitment to that effort. RECOMMENDATION: Review the draft Asset Management Policy and make changes if desired. Adopt Board Policy (BP) 015 (ATTACHMENT 1) -Asset Management. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: The Board may choose not to adopt the Asset Management Policy or to make changes to the draft policy. BACKGROUND: On July 3, the Board of Directors adopted the Fiscal Years 2014 -16 Strategic Plan and Goals which stated in Goal 6, Strategy 1, to establish an asset management program. To support that effort, Carollo Engineers was contracted to draft an asset management policy, conduct a gap analysis, and develop an implementation plan. Carollo Engineers held a policy workshop with District managers on July 11. A draft policy was routed for review by managers in late August and comments were incorporated. The purpose of this Board Policy is to recognize that the District has invested significant resources in its physical assets and aims to optimize the management of these assets to deliver high quality and reliable services in a cost - effective manner. COMMITTEE RECOMMENDATION: The Engineering & Operations Committee reviewed the draft policy on October 27, 2014 and recommended approval. Page 1 of 2 POSITION PAPER Board Meeting Date: November 20, 2014 subject: CONSIDER ADOPTING BOARD POLICY (BP) 015 RE ASSET MANAGEMENT RECOMMENDED BOARD ACTION: Review the draft Asset Management Policy and make changes, if desired. Adopt Board Policy (BP) 015 - Asset Management effective November 20, 2014. Attached Supporting Document: 1. Draft BP 015— Asset Management Page 2 of 2 Number: BP 015 Authority: Board of Directors Effective: November 20, 2014 U DRAFT Revised: Reviewed: Initiating Dept. /Div.: Engineering/ Capital Projects BOARD POLICY ASSET MANAGEMENT PURPOSE ATTACHMENT Central Contra Costa Sanitary District The purpose of this Board Policy is to recognize that the District • has invested significant resources in its assets, and aims to optimize the management of these assets to deliver high quality and reliable services in a sustainable manner expected by District customers with an acceptable level of risk. DEFINITION An asset pursuant to this Policy refers to both physical and software assets and will be defined as having a replacement value greater than $5,000 and a useful life of at least two years, or being critical to operations, regulatory, and /or safety requirements across all District functions. POLICY Asset management is a broad strategic framework that encompasses many disciplines and involves the entire District. In support of its Mission, Vision, and Strategic Plan, the District sets forth the following directives related to asset management: Data and Knowledge The District will maintain a comprehensive asset register to facilitate management over the assets' lifecycles. The District will continually identify, collect, and provide overall quality assurance /quality control screening of relevant data, and will apply sufficient analyses to turn that data into knowledge that supports sound, evidence -based decisions regarding assets and asset life. The District will develop and maintain processes and procedures to sustain knowledge transfer throughout the organization. Information Systems The District will make capital and ongoing investments sufficient to own, operate, and maintain a reliable and state -of- the -art security - protected information management system that supports timely, evidence -based decision making at all levels of the organization. The District's information systems will be deployed to promote access and use by District staff in fulfillment Number: BP 015 ASSET MANAGEMENT Page 2 of 2 of their duties. Contracting The District may invest in contract personnel sufficient to support its asset management practices. In addition, all professional and equipment/construction contracts related to facility assets will include provisions for ongoing financial, and operations and maintenance tracking in the transfer of new or renovated assets into the asset register. Processes and Practices The District will develop processes, procedures and practices for staff in support of this Policy using industry accepted guidelines and practices to provide consistency across the organization. The District will institute these processes, procedures and practices to prioritize expenditures with the purpose of optimizing the quality, reliability, and affordability of services provided to its customers. The District will plan and provide for sustainable long -term funding to appropriately utilize, maintain, replace, renew, or decommission assets to deliver high quality and reliable services in a sustainable manner for customers with an acceptable level of risk. The analysis of risk and priorities will consider the life -cycle social, environmental and financial benefits and costs of assets and services as well as the broader impact of individual asset decisions. People The District will invest in staff and implement adequate education, training, and mentoring programs to ensure that asset management practices are widely communicated, understood, and implemented throughout the organization. A steering committee comprised of representatives from various workgroups in the organization may convene quarterly, or as needed, to lead the asset management program and to assure proper training and utilization of asset management. Organization The District will establish organizational responsibility to lead and manage a comprehensive asset management program across the collection system, treatment plant, recycled water, and general improvement programs. The program may follow specific guidance set forth in an Asset Management Implementation Plan regarding objectives, work plan, coordination mechanisms, and resource requirements. The Board will be responsible for establishing levels of service based upon customer input, adopting and updating policies and budgets, and exercising stewardship of assets. Staff will be responsible for assisting the Board with the above by implementing the policy, developing procedures and practices, and operating, maintaining and replacing the assets in accordance with the policy. (Original Retained by the Secretary of the District)