Reserve Assets

Responsibilities

  • Reserve Assets are primarily the responsibility of the Manager Parks & Gardens - Bruce Schroder

Existing Plans

There seems to a number of different partially developed asset management plans relating to reserve assets including those referenced below:
K:\FINANCE\WORKSMART\ASSET MANAGEMENT\_PUBLIC\ASSET INFORMATION\Public Playground\Asset Management Plan\WIP\Asset Management Plan 20081209.doc

Definition

Parks and Gardens assets are principally landscaped areas including reserves, street scapes and recreation areas provided for public use and the features or equipment in these areas. Trees on nature strips and in parks are also considered to be assets in terms of ownership and maintenance responsibilities (non-financial assets).

There are 11 sub types of P&G assets comprising;

For assets within these types there are 26 different components which define the features within each site.
The quantities below are as at June 2002

Item Quantity
Mowable area 3,035,347 m2
Slashing area 490,808 m2
Garden Bed area 787,473 m2
Sportsfield area 514,394 m2
Playground area 33,389 m2
Tennis Court area 39,083 m2
Sporting area 11,632 m2
Path area 101,318 m2
Water Body area 41,210 m2
Boardwalk/Decking area 504 m2
Fence length 46.409 km
Gate 134 no.
Shelter 43 no.
Table 28 no.
Seat 223 no.
BBQ 31 no.
Sign 120 no.
Drinking Fountains 17 no.
Light Pole 255 no.
Significant Trees 231 no.
Advanced Trees 11,162 no.
Sports Net 22 no.
Cricket Pitch 21 no.
Sporting Goal 78 no.
Irrigation Tank 7 no.
Water Features 5 no.
Art Feature 9 no.
Windmill 1 no.
Irrigation System 63 no.

Valuation

Curr Replace Cost $67.5 million as at June 2002 (does not include land value). Trees have not been registered with a value.

Asset Condition

The assets do not have an individual condition assessment. However, the Parks and Gardens management have strategies to maintain the assets in good condition. An assessment of the condition and remaining life was included in the June 2002 AAS27 report data.

Key Assumptions

There are a number of streetscapes that are under the management of subdivision body corporates as private streets. It is assumed that they will not transfer to council responsibility.

Data Protocol

The key register of Parks and Gardens data is the GIS. All details in the GIS for this class were captured in 2001. Assets representing Reserves and maintenance sites with features as components are created in the Authority Asset Module. The asset/component number is recorded as an attribute of the site/feature in GIS to enable the same item to be selected in both systems.

Data use for AM

Work orders representing history of work, planned inspections and reactive works are recorded on the Parks and Gardens asset record representing the site/feature.
Linking this database to the GIS will enable staff to use map-based representation of Parks and Gardens. The link required is to be based on identifying the asset number and components in both GIS and the Assets Module. A request has been submitted to Civica to provide this asset /GIS interface but with no result. However, currently the same result can be achieved by manually searching by the asset number in both GIS and the Authority assets module. This process is to be trialed to determine the benefit of the process and whether advanced integration is required.
Financial Provisions 2016 studies and the New Works register contain all projections of foreseen P&G capital improvements.

Funding Strategy

Funding for creating P&G assets in new areas is obtained via developer contributions.
Grants can sometimes be obtained for specific improvement projects.
Some club-based recreation facilities operate on a shared-user pays basis.

Levels of service

Extensive levels of service are defined in the specification for the Provision of Parks and Gardens Services. These levels of services define the standard to which the assets are to be maintained and checked through an audit process.

The annual Community Satisfaction Survey also provides a measurement of levels of service of the P&G assets in terms of
• Pruning of street trees
• Maintenance of parks and gardens
• Amenities within parks/gardens (eg. BBQ’s, Picnic tables, toilets etc)
• Frequency of slashing/mowing of public areas

New works including park and sports field development comply with best practice initiatives and relevant Australian standards.

There are a large numbers of “open space” areas throughout the municipality that are not managed by Council, (eg pipe tracks, drainage lines, railway reservations, Parks Victoria land, and transmission line easements). There is therefore a possible misconception by some sectors of the public through the Community Satisfaction Survey that maintenance/slashing by Council of “parks and gardens and public areas” does not meet expectations.

Links to Strategies & Plans

• Street Tree Masterplan
• COW Open Space Strategy (1996)
• COW Sportsfield Strategy (2000)
• COW Tennis Facilities Review (2002)
• COW Automatic Irrigation System Review (Draft) (2003)
• COW Playground Strategy (1996)
• COW Redgum Audit (1997)

Masterplans exist for development of Major Parks including:
• Redleap Reserve Masterplan (1997)
• Riverside Reserve Masterplan (1997)
• Norris Bank Masterplan (1998)
• Edgars Creek Masterplan (2002)

Future Demand

Future demand for P&G assets is principally in proportion to the development of new subdivisions, but also includes upgrading of existing as acknowledged by the number of upgrade projects in the New Works resulting from the above strategies and masterplans.
The forecast of demand is defined in the 2016 studies.

Maintenance

Maintenance Expenditure

Most P&G assets are maintained via the five-year Provision of Parks and Gardens Services contract. Two high profile sports fields (Epping Soccer Stadium and Whittlesea Showgrounds) are maintained under a separate contract.

Minor works outside these contracts are provided through annual supply contracts. The P&G unit manages all contracts and maintenance works.

An amount of $3.3 million is spent on maintaining the assets via the P&G Services and high profile services contracts

Practices, Policies & Standards

Internal Procedural Documents

• Streetscape Rejuvenation Program (2000)
• Landscape Contractor Compliance Program (2001)

Risk Management

Playgrounds are recognised as a high risk due to potential injury to users. To manage this risk, four external safety audits are conducted each year utilising an appropriately skilled consultant. Forty random audits internally are conducted over a monthly period but not specifically for playgrounds.
• Sports grounds are assessed weekly for safety.
• Audit of the P&G Services contract includes risk assessment of the sites.
• Redgum trees are inspected annually to ensure that they are safe and free of disease.
• Monthly checks of the maintenance contractors are conducted, to ensure that they comply with OH&S legislation.
• With the advent of water restrictions, sources of secondary water supplies are being sourced to maintain the life of advanced trees.
• New works contractors engaged must comply with Council’s insurance requirements including, Public Liability, Professional Indemnity, Works Insurance, Work Cover etc.

Suggested Plan improvements

1. Improve the processes to use GIS and Authority Assets and Work Order via asset/component number

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