Municipal Infrastructure Asset Inventories:A Guide for Municipalities

Canada - PEI Infrastructure SecretariatOctober 2014

Local governments have an obligation to provide safe and useful infrastructure to their ratepayers, and by

employing principles and concepts that form the basis of asset management they will be able to achieve

this while saving time and money. Asset management evaluates risk, prioritizes spending and provides a

municipality with the tools to efficiently manage and maintain its infrastructure.

The Federal and Provincial Governments recognize that asset management is a valuable tool for long-term

strategic planning and have incorporated it into the latest Gas Tax Agreement. While it’s not currently a

prerequisite for receiving funds, the agreement indicates that it will be by March 2018. In an effort to aid

municipalities on their path to better asset management the Infrastructure Secretariat has created a plan,

which will be carried out over the next several years. The plan will see each municipality develop a

comprehensive infrastructure asset inventory, evaluate the current condition and performance of their

infrastructure and outline all anticipated costs associated with operation and maintenance.

Asset management is not intended to be a one-time exercise—over time, the infrastructure in our

communities will deteriorate, while populations will grow and decline. To account for this, the needs of

each municipality as well their infrastructure must be continuously re-evaluated.

The Asset Inventory Forms have been created so that the municipalities of Prince Edward Island can list

and report on the infrastructure that they own and maintain. This is the first step, or phase, in the plan to

implement infrastructure asset management for PEI. Municipalities are requested to complete these forms

and submit them to Alex Dalziel at the Infrastructure Secretariat office by January 23, 2015.

Alex Dalziel Infrastructure Secretariat

Department of Transportation & Infrastructure Renewal 75 Fitzroy Street, 3rd Floor, Suite 303, Charlottetown, PE C1A 1R6

Phone: (902) 620-3631 Fax: (902) 620-3383

E-Mail: jadalziel@gov.pe.ca http://www.gov.pe.ca/MunicipalAM

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TABLE OF CONTENTS

Sections

1 – Introduction ..................................................................................................................... 4

2 – General Guidelines For Filling Out Asset Inventory Forms ............................................... 5

3 – Asset Classes/Categories ................................................................................................. 6

4 – Assessment Assigning Asset ID Numbers ......................................................................... 7

5 – Working Through The Sections of Form (A) .................................................................... 10

6 – Instructions For Saving Your File .................................................................................... 17

Appendices

Appendix A – Definitions ..................................................................................................... 18

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1 – INTRODUCTION

The main focus of this phase will be to list each and every asset owned and maintained by your

municipality. The information being collected in these forms is essentially limited to name and location, as

well as some other basic information regarding usage and annual expenses. It is important to not get hung

up on any items or figures that are harder to track down; for now, estimates can be used as place holders

with the understanding that more accurate information will be entered in the future.

The Province recognizes that there are several municipalities who have already begun pursuing strategies

for improved asset management. Those municipalities are encouraged to continue working on what they

have as long as they are meeting the minimum requirements that the other municipalities will be held to.

This is the first installment of asset inventory forms and will document the following municipal

infrastructure: Buildings/Facilities, Parks, Athletic Fields, Cultural and Tourism Infrastructure, Trails and

Land. The second installment of forms will be released within the next 6-12 months and will deal with the

rest of the asset types including: Water/Wastewater, Storm Water Management, Road/Sidewalks and

Public Transit.

It is highly recommended that municipalities fill out these forms via computer. Municipal administrations

must have access to Microsoft Office in order to do this. If your municipality does not have MS Office,

please contact the Infrastructure Secretariat office for assistance. Furthermore, the inventory forms as

well as this guide were created using MS Word 2007. The appearance of menus and options depicted in

this guide may differ if you are using other versions of MS Word.

By completing these forms, local governments will have assembled a complete and thorough inventory of

the infrastructure for which they are responsible. Municipalities can also expect to receive a version of

their inventory in Microsoft Excel format which will be put together by the Infrastructure Secretariat. This

inventory spreadsheet will be expanded to include more information through future phases, but most

importantly it will be used to ensure that optimization and sustainability are at the forefront of all future

plans of infrastructure management.

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2 – GENERAL GUIDELINES FOR FILLING OUT ASSET INVENTORY FORMS

Municipalities are asked to complete and submit these forms by January 23rd, 2015. Electronic

copies of the forms can be submitted via email to Alex Dalziel - jadalziel@gov.pe.ca. Alternatively,

hard copies of the completed forms can be delivered in person or mailed to:

Infrastructure Secretariat

75 Fitzroy Street, 3rd Floor, Suite 303

Charlottetown, PE C1A 1R6

Complete one (1) form for each individual asset. If you have more than one building, park, athletic

field, etc., you must fill out a separate form for each of them

Fill in only the white areas of the form. The boxes that are grey in color are either title boxes or for

office use only. Please do not edit or change any information in the grey boxes

Save each file under the asset’s identification number. More detailed instructions for saving your

work can be found in Section 6. Save your file as often as you can; if for some reason your progress

is lost or tables of the form become misaligned then you should have a saved file to revert back to

It is important to consider each asset as a standalone item. If your community hall has a park or a

baseball field on the same property do not group them together; fill out a separate form for each

This document is to be filled out to the best of the municipality’s ability in order to ensure that the

most accurate and up to date information is being presented. In the case where an exact date or

amount is not known, please use your best judgment in determining an appropriate value. More

accurate values and descriptions can be added in the future

Not all municipalities are going to have assets in each asset class. Please ignore those forms that do

not pertain to your municipality

Include infrastructure only. Municipalities were required to report on items like tools, furniture,

electronics, appliances, etc., for the PSAB 3150 Tangible Capital Assets Reporting, but they are not

required to for this exercise. This does not excuse municipalities from any reporting requirements

or commitments they might already have on non-infrastructure assets

Document only the infrastructure that your municipality is responsible for. Inventories can be

expanded later to include infrastructure owned by not-for-profit organizations and other non-

governmental groups, but for now only focus on what your municipality owns

Definitions of various terms found throughout the document can be found in Appendix A

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3 – ASSET CLASSES/CATEGORIES

The list below outlines several different categories your infrastructure assets could fall under:

Form (A) will address the following categories of assets:

A.1 – BUILDINGS/FACILITIES: All municipal buildings (town halls, storage buildings, libraries,

museums, theatres) as well as recreation facilities (gymnasiums, hockey arenas, indoor soccer

complexes). This category also includes facilities that house water and wastewater treatment

equipment, but not the equipment itself.

A.2 – PARKS: All municipal parks, gardens, playgrounds and green spaces, etc.

A.3 – ATHELETIC FIELDS: All outdoor athletic fields including soccer fields, baseball diamonds, rugby

fields, football fields, etc.

A.4 – CULTURAL/TOURISM: An historic site, statue, sign, commemorative plaque, something

similar having historical significance or that is used to attract tourists.

A.5 – TRAILS: All walking/hiking/biking trails.

A.6 – LAND: Woodlots, fields, vacant properties.

Form (B) will be released later and will deal with the following assets:

B.1 – WATER DISTRIBUTION: There are a number of subcategories under water distribution such as

well fields, wells, valves, water storage tanks, pipe networks and fire hydrants.

B.2 – WASTEWATER MANAGEMENT: There are a number of subcategories under wastewater such

as lagoons, pumping stations, pipe networks and manholes.

B.3 – STORM WATER MANAGEMENT: There are a number of subcategories under storm water

management such as catch basins, manholes and pipe networks.

B.4 – ROADS: Streets, highways, roads, etc.

B.5 – SIDEWALKS: Concrete or asphalt walkways located off the shoulder of the road or street.

Walking and running trails are not to be included in this asset class.

B.7 – PUBLIC TRANSIT: All equipment associated with public transit, including buses, vans and bus

shelters.

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4 – ASSIGNING ASSET IDENTIFICATION NUMBERS

There is a space reserved for asset identification numbers in the first section of each of the forms. The

following section explains why asset IDs are important and how to assign them.

Assigning each of your infrastructure assets their own serial or identification number is very important

when compiling an asset inventory. It is necessary to have a distinct and individual number for lengths of

pipe, road, sidewalk, etc., as they often have no other means of identification. Larger items like buildings

or facilities are also easier to manage when they each have their own reference number.

Having a unique identification number for each of your assets will also be very important should your

municipality adopt an asset management software package in the future.

Asset IDs are divided into three parts; Part 1 - Municipality Number, Part 2 – Asset Class and Part 3 Asset

Number. The diagram below shows how asset numbers are assigned:

Municipality Number Asset Number

1395 – 04 – 00341

Asset Class

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Part 1 – MUNICIPALITY NUMBER

The municipality number is a number that was assigned by Municipal Affairs and can be found on the list

below:

1408 Abrams Village 2516 Meadowbank

2512 Afton 2514 Miltonvale Park

1405 Alberton 1430 Miminegash

2526 Alexandra 1435 Miscouche

3503 Annandale-Little Pond-Howe Bay 3415 Montague

1412 Bedeque 3420 Morell

2502 Belfast 2425 Mount Stewart

2507 Bonshaw 3425 Murray Harbour

1410 Borden-Carleton 3430 Murray River

2560 Brackley 2531 New Haven-Riverdale

2570 Breadalbane 2430 North Rustico

3502 Brudenell 2527 North Shore

3405 Cardigan 2533 North Wiltshire

1415 Central Bedeque 1507 Northport

3512 Central Kings 1440 O'Leary

2450 Charlottetown 2530 Pleasant Grove

2534 Clyde River 2525 Resort Municipality

2415 Cornwall 1546 Sherbrooke

2420 Crapaud 3440 Souris

2520 Darlington 3538 Souris West

3508 Eastern Kings 1552 St. Felix

1517 Ellerslie-Bideford 1450 St. Louis

3410 Georgetown 1528 St. Nicholas

2563 Grand Tracadie 3435 St. Peters Bay

1506 Greenmount-Montrose 2475 Stratford

2524 Hampshire 1480 Summerside

2523 Hazelbrook 1460 Tignish

2413 Hunter River 1562 Tignish Shore

1420 Kensington 1465 Tyne Valley

2519 Kingston 2528 Union Road

1425 Kinkora 3541 Valleyfield

1553 Lady Slipper 2445 Victoria

1532 Linkletter 2510 Warren Grove

3518 Lorne Valley 1470 Wellington

1548 Lot 11 & Area 2517 West River

3516 Lower Montague 2556 Winsloe South

1534 Malpeque Bay 2565 York

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Part 2 – ASSET CLASS NUMBER

The second number describes the asset class, or type of asset. Asset class numbers can be found in the

following list:

01 Buildings – Administration – Municipal Office 25 Trails

02 Buildings – Administration – Meetings/Conferences 26 Other

03 Buildings – Administration – Other 27 Land

04 Buildings – Recreation – Hockey Arena 28 Roads

05 Buildings – Recreation – Gymnasium/Fitness Center 29 Sidewalks

06 Buildings – Recreation – Curling Rink 30 Public Transit

07 Buildings – Recreation – Other 31 Water – Pipe

08 Buildings – Service – Police Station 32 Water – Well Field

09 Buildings – Service – Fire Hall 33 Water – Wells

10 Buildings – Service – Other 34 Water – Pumps

11 Buildings – Utility – Water Treatment Building 35 Water – Fire Hydrant

12 Buildings – Utility – Electrical Utility Building 36 Water – Storage Tanks

13 Buildings – Utility – Other 37 Water – Valves

14 Buildings – Arts – Library 38 Water – Misc. Water Equipment

15 Buildings – Arts – Museum 39 Wastewater – Pipe

16 Buildings – Arts – Theatre 40 Wastewater – Treatment Lagoon

17 Buildings – Arts – Other 41 Wastewater – Pumping Stations

18 Buildings – Storage – Machinery/Vehicle Storage 42 Wastewater – Water Treatment Facilities

19 Buildings – Storage – Goods Storage 43 Wastewater – Misc. Wastewater Equipment

20 Buildings – Storage – Other 44 Wastewater – Manholes

21 Buildings – Other 45 Storm Water Management – Pipes

22 Parks 46 Storm Water Management – Catch Basins

23 Athletic Fields 47 Storm Water Management – Manholes

24 Cultural/Tourism

If your municipality owns an asset that is not adequately described in any of the 46 categories then please

select “#26 – Other” as the asset class. Form A.7 has also been created to address those assets that do not

fit into any other category. For Multi Purpose Buildings/Facilities, select the asset class which the building

is most recognized for, or closely associated with and use the corresponding number as the asset class

number.

Part 3 – ASSET NUMBER

The third number on the list is arbitrarily assigned by the municipality. This number is simply meant to

describe the asset’s place in the asset class and is by no means an indication of the asset’s priority or

importance. To assign Asset Numbers, start at 00001 and proceed in increasing order until all of your

assets in that class have their own unique number.

Example: If Stratford has two hockey arenas, their corresponding asset ID numbers would be:

2475-04-00001 and 2475-04-00002.

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5 – WORKING THROUGH THE SECTIONS OF FORM (A)

The Asset Inventory Forms have been developed as a simplified solution to documenting infrastructure of

local governments. Upon completion, these forms will produce a catalogue of every infrastructure asset

for which your municipality is responsible. Details on how to fill out the various sections of the inventory

forms is thoroughly described in the following section.

Begin by first filling out the name of your municipality as well as the current date. To do this, double-click

on [NAME OF MUNICIPALITY] and [DATE] which will allow you to access and edit the header. You will only

need to do this once per form, as the rest of the document will be automatically updated.

After editing the header with the date and name of municipality, proceed to the footer where you will

double click on [NAME OF ASSET]. Like the header, you will only need to do this once as the rest of the

pages in the document will be automatically updated. Be sure to change only the name of the asset and

not the page number.

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NOTE: If you are filling the forms out by hand, please mark down the name of your municipality, date and

name of your asset beside the appropriate fields. If there is a picture available, insert it into the allotted

space. It will help to further identify the asset in the future.

To insert a picture, highlight the text

“INSERT PICTURE HERE”, in the box

where space has been reserved for

photos. Go to the menu along the top

of the screen and locate the “Insert”

option. Click on “Picture” and locate

the file, or photo, that you wish to

insert. After you insert the picture, it

may need to be resized so that it does

not disrupt the format of the rest of

the form.

Proceed with filling out the fields with Name, Community, Civic Address, Year that the asset was

constructed, etc. All information to help with filling out Asset ID Number can be found in the previous

section (4.0 – ASSIGNING ASSET IDENTIFICATION NUMBERS). After the basic information has been

entered, move on to General Information. Depending on the category of asset, this section will contain

room for a brief description and some physical characteristics of the asset. The asset class depicted in the

example below is for BUILDINGS/FACILITIES.

In some cases the square footage may not be known. In this case, a rough estimate will suffice.

For Wall Construction, Exterior Siding, Roof Type and Roof Construction please select one of the choices

outlined in the form. If any of these items are not known, please indicate by marking “unknown”. If the

building is constructed of something other than what is listed then provide a brief description.

Example: A 3 storey building is 50 feet long and 60 feet wide. The estimated square footage

would then be 50’ x 60’ = 3000 x 3(stories) = 9000 sq ft.

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After completing the general information section, proceed to Current Use(s). For PARKS, ATHLETIC FIELDS,

etc., the section for current uses is grouped in with general information. All that is required here is a brief

description of what the building is commonly used for.

For BUILDINGS/FACILITIES, the current use section is shown below:

There are several typical building uses listed, as well as subcategories of each so be sure to check all that

apply to your building. If the current use of your building does not fall into one of the categories listed

above then please briefly indicate the current use in the space provided next to line 21.

The last field to fill in under Current Use(s) pertains to Multi-Purpose Facilities only. If it has multiple uses,

then please indicate what the building’s primary use is. This will be used to form the asset ID number and

ultimately assign the building into the appropriate category. If your building does not have multiple uses

then leave this field blank.

The next section of the form will vary depending on the type of asset but should resemble the following:

Example: For a multi-purpose facility that has a gymnasium with a stage, meeting rooms,

municipal offices and an attached garage you would mark an “X” next to the following:

01-Municipal Offices 02-Meetings/Conferences 05-Gymnasium 16-Theatre and 18-Machinery/Vehicle Storage

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Information pertaining to all additional structures and services will be entered in this table. Examples

include washroom facilities, benches, lighting, parking lots, etc. The example below shows what this

section might look like when filled out:

IMPORTANT NOTE FOR BUILDINGS: While it is necessary for each asset to have its own individual asset ID

and subsequent form, buildings smaller than 300 square feet or the size of a small shed can be grouped in

or associated with a larger asset such as a building, park or baseball field. In other words, do not fill out a

form for smaller buildings. Include these smaller structures in the Additional Structures section.

For buildings, there is an extra section that is used to document Mechanical, Electrical and Systems

Information and resembles the following:

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Some of the fields in the “service” column have already been filled in as suggestions, however, some rows

may not apply to your building—these fields can be left blank. There is also room under these suggestions

for services that weren’t mentioned. To complete this table, fill out the year in which the service was

installed, the type of service (oil/wood/electric, private well/municipal water service, 100Amp/200Amp,

etc.) and any upgrades or repairs that were completed since installation.

The next section of the forms is where the asset’s Financial Information will be entered. If there are fields

where there is no information to report, please enter “$0.00”.

Life Cycle Cost analysis identifies every dollar that will be spent on an asset over its entire life span and will

be the focus of later phases in the asset management plan. Life Cycle Costs consist of capital (cost of

construction or purchase), operating, maintenance and decommissioning (demolition, removal) costs. For

certain projects, the focus is often on capital costs while some operating and maintenance costs go

overlooked. In many cases the capital costs of a project can be as low as 20-25% while operation and

maintenance costs can account for up to 70-75% of the overall life cycle costs. The next section will

document Annual Costs (operation and maintenance) and Revenues and will create a foundation of Life

Cycle Cost analysis for which municipalities can build on in the future.

Certain fields are asking for annual costs or revenues. As these values often differ from year to year, all

that is required is an average for the previous 5 years. If information from the last 5 years does not exist,

or isn’t available then proceed with what information you have. These figures don’t necessarily have to be

100% accurate; this section is mainly intended to give local governments a snapshot of the financial state

of their infrastructure assets on an annual basis.

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1. Annual Amortization Costs are costs associated with the purchase or construction of an asset and are to

include any recurring payments being made to a financial institution or lending agency.

2. Average Annual Operating Costs are fixed costs that are usually invoiced on a monthly or yearly basis.

Examples include utility, electricity, heat, insurance, cable, internet, janitorial services, etc. These are

anticipated costs that are necessary for the overall operation of the asset.

3. Average Annual Maintenance Costs are incurred on a less routine basis and are the result of the asset’s

age and usage. Examples include roof repair, window replacement, furnace and burner service, and

asphalt patching in a parking lot.

4. Other Misc. Annual Costs are to include any other costs associated with the asset on a yearly basis,

aside from operation and maintenance. If you are unsure whether a cost should be documented under

operation or maintenance then include it on this row.

5. Total Annual Expenses (1 + 2 + 3 + 4) is the sum of each of the previous 4 rows (amortization, operation,

maintenance and miscellaneous) and provides a yearly expense total.

6. Average Annual Income is to include any income that the asset generates and if applicable, should

include all revenue received from rental fees, funding, donations, fundraisers, etc. Similar to annual

expenses, an average should be taken over the last 5 years.

7. Annual Net Income is found by subtracting line 5 (Total Annual Expenses) from line 6 (Average Annual

Income)

The next section is General Costs, and consists of Insured Value/Replacement Cost and Annual Budgeted

Amount For Emergency Repairs.

To get the Insured Value of the asset, consult your insurance provider to see what the anticipated cost for

replacement is. Since you aren’t going to have insurance for every single infrastructure asset in your

municipality, you may need to determine the current Replacement Value by other means such as:

- Inflated Capital Cost: If the information is available, use the original cost of construction or

acquisition and inflate the price to the current year

- Appraisal Cost: Consult a land and property appraiser to determine the current value

There is often confusion surrounding the difference between operating and maintenance costs.

The following example outlines operating and maintenance costs for a car:

Operating costs include registration, inspection and insurance fees as well as day to day

necessities such as gas, windshield washer fluid, etc

Maintenance costs are incurred through oil changes, scheduled check-ups, tire rotations and

repairs from collisions.

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- Reproduction Cost: Consult a contractor or engineer to determine what the cost would be to

completely reconstruct the asset, or purchase a new version

The second line of General Costs is for Annual Budgeted Amount for Emergency Repairs. This will not

apply to every asset as it’s not always necessary, but if there is an amount of money that is continuously

set aside for emergency maintenance and repairs then enter it in this field.

Although there is no section for decommissioning costs, municipal administrations are encouraged to start

thinking about them as their assets age and deteriorate. These costs are often overlooked and

underestimated and can typically range anywhere from $2.00 - $10.00 per square foot for a building.

The last section is Additional Information. This space is reserved for any important information that didn’t

fit into any of the other sections of the forms. This could include specific information about your asset such

as:

“The building is nearing 15 years old. Roof may need to be re-shingled in the next few years.”

“The usage of the park has gone up within the last few years, as younger families move into our

municipality. We will explore the possibility of adding a small centre on the property and to also pave

the parking lot.”

“There have been complaints received that the dressing rooms of the hockey arena are too small and

don’t provide enough space for larger teams. The municipality will explore options to expand the sizes

of the rooms in the coming years.”

“Warranty on the building’s windows has expired.”

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6 – INSTRUCTIONS FOR SAVING YOUR FILE

After you complete a form, you will want to save it under a name that will be easily identifiable. Using a

filename such as “Morell_Community_Hall.doc” may work for larger infrastructure such as buildings and

parks but will not be possible for assets such as buried water/wastewater pipes, roads, etc. On top of this,

the Infrastructure Secretariat office is anticipating receiving a multitude of forms from each municipality.

To account for this we will be proceed using one universal filing method. Each administration is asked to

save each file under the asset’s corresponding identification number. Assigning asset IDs is described in

section 4 of this document.

The format for saving files is as follows:

Below are a few examples. Note that these examples do not necessarily represent the infrastructure

present in each of the following communities.

- Kensington Community Rink would be saved as 1420-04-00001.doc

- Tignish has 3 community parks. They will be saved as 1460-22-00001.doc, 1460-22-00002.doc and

1460-22-00003.doc

- St. Peter’s Bay has 4 different walking trails, their corresponding file names would be 3435-25-

00001.doc, 3435-25-00002.doc, 3435-25-00003.doc and 3435-25-00004.doc

As mentioned in section 4, the last set of numbers (...-00000) does not signify importance or priority. Its

sole purpose is to differentiate between all the assets in that particular category.

Be sure to save your forms in a separate folder that can be easily identified. Ex: “Asset Inventory”

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Appendix A - Definitions

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A

Additional Structures – Structures found on or around an asset that contribute to the overall functionality of that

asset. Examples include: For buildings – parking lot, small storage shed, gazebo; for parks – tennis courts, washroom

facilities, playground equipment; for athletic fields – soccer nets, baseball dugouts/backstop/fence, field hockey

nets; for trails – lighting, benches, interpretive plaques, pedestrian bridges;

Athletic Fields – Outdoor sports facilities such as soccer, football and baseball fields. Supplementary structures such

as soccer nets, football uprights and dugouts/backstop for a baseball field should also be documented along with

the field itself.

Annual Costs – Expenses that are incurred by an infrastructure asset on a yearly basis, such as operating,

maintenance, amortization, etc.

Anticipated Decommissioning Costs – Estimated costs for demolishing a building, removing hazardous materials or

restricting public access to a condemned park, etc.

Asset – In the case of infrastructure asset management, an asset is a tangible item of value that provides a service to

a community or municipality.

Asset Class – Asset classes distinguish between the different categories or types of assets. For example: buildings,

parks, athletic fields, water/wastewater are all different types, or classes, of assets. For a list of asset classes please

see Section 3. For a list of asset classes for Asset ID purposes, consult Section 4.

Asset Identification Number – A unique number which is given to each of the municipality’s infrastructure assets.

Asset IDs are made up of three parts: Municipality number, asset class and asset numbers. Directions for how to

assign asset IDs can be found in Section 4.

B

Budgeted Amount For Emergency Repairs – If applicable, the amount of money which a municipality sets aside for

an infrastructure asset in the event of an emergency.

Buildings – Infrastructure that includes community halls, recreation facilities, storage facilities, cultural and tourism

facilities (theatres, museums), water treatment facilities.

C

CAO – Chief Administrative Officer. Hired by the municipality, the CAO assumes all administrative duties on behalf of

the municipality.

Capital Cost – The overall cost for the design and construction, or the purchase price.

Civic Address – Civic address is a provincially-assigned address; the street address of the asset.

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Community – The community in which the asset is located. This is mainly intended for larger municipalities, which

are often comprised of several smaller communities. For smaller municipalities, the name of the municipality will

suffice for this part of the form.

Example: Lower Montague, PE

Current Use – What the asset is used for (recreation, business, municipal meetings, etc)

Cultural/Tourism – Infrastructure that could include, but is not limited to historical or commemorative monuments,

signage or displays meant to attract tourists.

D

Description of Asset – A brief description explaining what the asset is. Include type of construction (wood frame,

steel, brick, etc) if applicable.

Direct Allocation Group – A group of 26 municipalities that provide the services of either water or sewer, or both, to

their residents.

E

Exterior Siding – Indicate what is on the building exterior. Examples: Wood shingle, vinyl siding, concrete, steel, etc.

F

Financial Information – Information for assets pertaining to monetary value and annual costs.

G

Gas Tax Fund – Part of the New Building Canada Plan; it provides population-based funding to the municipalities of

Canadian Provinces and Territories. Further information can be found here:

http://www.infrastructure.gc.ca/plan/gtf-fte-eng.html

Gas Tax Agreement – The contract pertaining to the Gas Tax Fund that outlines the terms and conditions which

must be adhered to by the Provinces and Municipalities.

L

Land – Property owned by your municipality that could be vacant or have woodlot or agricultural uses.

Life Cycle Costs – Costs which are incurred over the entire lifespan of an asset. Costs include capital, operating,

maintenance and decommissioning.

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Linear Assets – Assets that can be measured in lineal units (feet, meters) and do not have one specific address.

Examples include: pipe networks, data cables, roads, sidewalks.

M

Maintenance Costs – Costs that are usually incurred on a less routine basis and are a result of the asset’s age, usage

and condition.

Mechanical Service Information – Information pertaining to the mechanical services (heat, electrical, air

conditioning, air exchange, plumbing) of a building or facility.

Multi-purpose Facilities – Buildings that have more than one use. Example: A community hall with a library,

gymnasium and municipal offices.

N

Non-Linear Assets – Also referred to as “Fixed Assets”. Assets that can’t be measured in linear units (feet, meters)

and have one specific address or location. Examples include: buildings, parks, facilities, land, vehicles, mobile

equipment, athletic fields, etc.

Notional Allocation Group – The group of 48 municipalities of PEI that do not offer water or sewer services to their

residents.

O

Operating Costs – Costs that are often incurred on a routine basis such as monthly or annually. These costs are

essential for the day to day operation of the asset.

P

Park – An outdoor public area such as a garden, green space or playground. Supplementary structures such as

parking lots, park benches, washroom facilities and tennis courts should all be documented on the same form as the

park.

PID Number – PID (Property Identification Number) is the government-issued number used to identify a piece of

property.

Primary Use – Some buildings or facilities may have many different uses. In the interest of filing and sorting building

infrastructure, select the use that the building is most recognized for.

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R

Replacement Cost – This can be found using a number of methods:

- Inflated Capital Cost: Using the cost of construction, inflate the price from the year of construction to the

current year

- Insurance Replacement Cost: Talk to your insurance provider to determine what they consider the

estimated replacement cost to be

- Appraisal Cost: Consult a contractor or engineer to determine what the cost would be to completely

reconstruct the asset

Remaining Service Life – An estimate, in years, for how long the asset will serve the municipality. This can be found

by using the current age of the asset and comparing it to the average service life of similar assets.

Roof Construction – Indicate what the roof was constructed with. Examples: wood truss, steel truss, concrete deck,

etc.

Roof Type – Indicate the type of the roof on the building. Examples: peaked, flat, sloped, etc.

S

Structure (additional) – A structure that is either attached to a larger structure or freestanding, but is small enough

to not need its own asset identification number. Examples include a baby barn, small storage shed, gazebo, or

anything under 300 square feet.

T

Total Annual Revenue – The total amount of revenue or income generated by an asset on a yearly basis.

Total Annual Operating and Maintenance Costs – The total amount of expenses or costs allotted to the routine

operation of maintenance of an asset, on a yearly basis.

Trails – Outdoor routes or paths that were constructed and reserved for pedestrian traffic.

W

Wall Construction – Indicate what the walls of the building have been constructed with. Examples: wood frame,

concrete, steel, wood/steel combination, masonry block, etc.

Y

Year Built – The year in which the asset was constructed.