Ogemawahj Tribal Council (OTC) Technical Services Asset Management Program March 11, 2020 1
History of the OTC The Ogemawahj Tribal Council was incorporated in 1990 under the Department of Indigenous and Northern Affairs Canada’s (INAC) Tribal Council Policy in an era of INAC devolution of service delivery to the First Nations. 2
• Communities located N/NE of the Greater Toronto Area (GTA) • Consist of Mississaugas, Chippewas and Pottawatomi peoples • 2 Island Communities – Reliant on Ferry Operation for access • 2 Gaming Casino Communities – Casino Rama and Great Blue Heron Casino • Population varies from 900+ to 70 on-reserve. 3
OTC Support Services Provided • Financial Management Support • Economic & Small Business Development • Employment & Training • Technical Services/Building Inspections • Organizational Development & Strategic Planning • Education Policies and Programs Support • First Nation Administration & Management • First Nation Program/Administrative Support 4
OTC Technical Advisory Services • Project planning and advancement • Scope development and schedule review • Hiring consultants • Contract procedures • Cost estimating • Calling tenders • Reviewing tenders and providing recommendations • Reviewing contracts and awarding contracts • Purchasing equipment • Construction management problems • Good maintenance practices and troubleshooting • Operation and maintenance activities 5
OTC Asset Management Program: Indigenous Service Canada (ISC) Funding • Applied to Ontario Region Asset Management Program – Call for Proposals • Year 2 of a 5-year funding program (2018-19 fiscal was year 1) • Funding is $15 Million over 5-years • Funding is sourced to ISC from Government of Canada Investing in Canada Infrastructure Plan. (180 billion/12 years)
OTC Asset Management Program – Indigenous Service Canada (ISC) Funding • Applied to Ontario Region Asset Management Program – Call for Proposals • Applied under Phase 1 – Awareness • Understand the importance of asset management • Determine how AMP can result in effective service delivery • Identify the importance of AM as strategic business tool and its role in planning, priority setting and decision-making. FUNDING available was $40,000/First Nation or $120,000/tribal council for each phase.
OTC Asset Management Program Why Asset Management? Asset management systems could further assist First Nations by: • Applying a process that could lead to positive institutional changes to community asset management, improved services and performances, more accurate financial planning, and ultimately reduced life cycle expenditures and premature replacements. • Asset management concepts can and is proven to save costs, prolong infrastructure life-cycles and improve processes related to O&M. • Asset management considers the full life-cycles of infrastructure assets and extend them by making of informed decisions regarding the building, operating, maintaining, renovating, replacing, and disposing of assets. • Asset management plans will provide evidence-based needs for the capital, operations, and maintenance investments to achieve and maintain a desired levels of service in First Nations communities
OTC Asset Management Program ‘Tailored Approach’ WHAT WE KNOW • Communities ARE already ‘doing’ Asset Management to some degree • Communities ARE at ‘different stages’ of Asset Management • Communities ARE ‘doing Asset Management differently’ • Communities NEED resources/training to enhance their Asset Management • Communities NEED training in Asset Management • Communities DO already maximize their ‘limited funding’ $$$$
OTC’s Current Role in AM Every 3 years - Complete ‘in-house’ the Asset Condition Reporting System (ACRS) Every Year - Integrated Capital Management System (ICMS) Data Collection - Review the ISC – ICMS Formula funded O&M Funding received yearly By Request - Reviews operational/public works org. structure, operations and budgets - Facility/building Condition Assessments - Project initiation, project planning, budgeting and development for Capital and Infrastructure needs - Review of O&M funding and budget planning.
OTC Asset Management Project Objectives 1. To generate buy-in and commitment from; - community leadership, administration, finance and technical personnel needed to support a sustainable operational change towards Asset Management. 2. To provide education on the AMP process tailored to each First Nation’s understanding and 3. Determine current position in Asset Management Planning with emphasis on the roles and responsibilities of all stakeholders. 4. To develop a strategy that will allow the communities to continue to manage, enhance or maintain their AMP.
OTC Asset Management Program 4 Part Program Regional Training Workshops Community Engagement Session Community Implementation Plan Asset Management Resource Toolkit
OTC Asset Management Program - Schedule 1 st Regional Training Workshops – March 2020 Community Engagement Session – April/May 2020 Community Implementation Plan – May-July 2020 Asset Management Resource Toolkit – June-July 2020 2 nd Regional Training Workshop – Aug 2020
OTC AM Program: PART ONE Regional Training Session 2 – 2 day training sessions for all Six (6) member First Nations ***Beginning and at end of program*** Key Targets: • General Asset Management Process • Define roles of all stakeholders • Outline capacity/resources • Provide guidance to staff/departments can utilize their strengths to contribute to the Asset Management process
OTC AM Program: PART TWO Community Engagement Session ‘Time and Effort’ in each First Nation Key Targets: • Determine the communities AM Maturity for the community • to establish current Asset Management Practices • Define measures to enhance their AM Program
OTC AM Program: PART THREE AM Implementation Plan Plan specific for each First Nation Key Targets: • Document the AM Maturity for the community • Report on the communities readiness for AM roll-out • Recommend enhancements to current Asset Management Practices • Cleary define the path forward realistically for each First Nation
OTC AM Program: PART FOUR Asset Management Toolkit Modified to suit each First Nation Key Targets: • Developed with a tailored approach • Policy templates, risk-prioitizations tools • Level of service standard suited for each • Customer service levels realized • Budgetary resources
Asset Management for First Nations – What did we find? - Numerous resources on Asset Management are available, primarily through the Federation of Canadian Municipalities (FCM) - Resources that targeted First Nations are limited - Did locate First Nation Resources available in British Columbia ISC Region – AM Guide - Ontario AM work for First Nation mostly through OFNTSC.
OTC AM Program – BC First Nations AM
Ontario Municipalities and Regulation O.588/17 • Municipalities are motivated thanks to this Reg! • This regulation does not apply to Ontario First Nations • Requirement for Municipalities to development an AMP etc… • Support for AM not provided to First Nation prior • Training is geared around Municipalities (i.e how they operate within a taxation and grant base) • First Nations had no investment in Asset Management program from Federal or Provincial level till recent • A good best practice for First Nations
What AM progress did we find in the Ontario Region? • Ontario First Nation Technical Service Corporation (OFNTSC) Asset Management Plan PILOT were completed in 3 Ontario First Nations We heard - VALUABLE LESSONS LEARNED! • OFNTSC Position Paper O&M Policy – Case for Reform. • Details policies and its impacts on First Nation communities • OFNTSC O&M Gap Analysis completed in 2017 • Outlined and compared First Nation Expenses vs ISC Funding for O&M • ALL Areas compared (Community Building, Road, Water Plants etc…) • Compared ALL with Municipalities O&M • WBAFN (Sudbury area Tribal Counci) were in development stages of a TC Asset Management Program
Limitations on Asset Management - Current O&M ISC Policy • Last amended in 1998 • Funding is ‘formula driven’ based on the Cost Reference Manual based on 2005 data • Referencing organizations and funding methodologies which no longer exist or have changed • Cost indices used date from the 1980’s • A draft update to the formulas was created by ISC in 2012 • Third-party experts have been hired to take a look at updating the cost indices • AFN advisory committee on the funding formulas consisting of internal and external members • O&M policy must meet the needs of First Nations communities and must ensure that safeguards and proper training are in place to mitigate risks to the life-cycle of critical infrastructur
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