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HomeMy WebLinkAbout04. (Handout) Draft BP 015-Asset ManagementAuthority: Board of Directors Effective: November 20, 2014 Revised: Reviewed: Initiating Dept. /Div.: Engineering/ Capital Projects BOARD POLICY ASSET MANAGEMENT PURPOSE / l i The purpose of this Board Policy is to recognize that the District • has invested significant resources in its phySiGaf assets, and • aims to optimize the management of these assets to deliver high quality and reliable services in a ^^c+_offeGtgy 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 shall 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 shall maintain a comprehensive asset register to facilitate management over the assets' lifecycles. The District shall continually identify, collect, and provide overall quality assurance /- quality control (QA/QG) screening of relevant data, and it shall apply sufficient analyses to turn that data into knowledge that supports sound, evidence -based decisions regarding phys+saf assets and asset life. The District shall develop and maintain S, GGession plan processes and procedures to st.e+hon and -sustain knowledge transfer throughout the organization. Information Systems The District shall make capital and on -going investments sufficient to own, operate, and Number: BP 015 ASSET MANAGEMENT Page 2 of 3 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 shall be deployed to promote access and use by District staff in fulfillment of their duties. Contracting The District shall may invest in contract personnel efforts sufficient to support its thei 4nternal -asset management practices. In addition, all professional and equipment/ construction contracts related to facility assets shall include provisions for on -going financial, and operations and maintenance tracking in the transfer of new or renovated assets into the asset register. Processes and Practices The District shall 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 shall 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 shall 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 shall consider the life -cycle social, environmental and financial benefits and costs of assets and services as well as andGGRE;ld the broader impact of individual asset decisions. People The District shall 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 shall convene quarterly, or as needed, to lead the asset management program and to assure proper training and utilization of asset management. Organization The District shall 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 shall follow specific guidance laid -set forth in than Asset Management Implementation Plan regarding objectives, work plan, coordination mechanisms, and resource requirements. The Board shall be responsible for establishing levels of service based upon customer input, adopting and updating policies and budgets and exercising stewardship of assets Number: BP 015 ASSET MANAGEMENT Page 3 of 3 Staff shall be responsible for assisting the Board with the above a+�dby 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]