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Program Manual

Table of Contents

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1. Introduction

Municipalities deliver many of the services that are critical to Ontarians. Despite significant investments by all orders of government, more needs to be done to address current and emerging municipal infrastructure needs. That is why the province committed through Building Together to work with municipalities and the federal government to establish a municipal infrastructure strategy.

Resolving municipal infrastructure challenges begins with improved asset management. Going forward, any municipality seeking provincial infrastructure funding must demonstrate how its proposed project fits within a detailed asset management plan. This will help ensure that limited resources are directed to the most critical needs. Building Together: Guide for Municipal Asset Management Plans sets out the information and analysis that must be included in municipal asset management plans.

To help municipalities develop asset management plans, the province has launched a web portal to share resources and showcase best practices and success stories. The materials on the portal will grow and evolve in partnership with municipalities and municipal sector associations. The portal can be accessed at http://www.ontario.ca/municipalinfrastructure.

The province recognizes that small municipalities may have limited financial capacity to undertake asset management planning. In response, in 2012-13, the province is making up to $8.25 million in funding available to small municipalities (and Local Services Boards with water/wastewater systems in Northern Ontario) through the Municipal Infrastructure Investment Initiative – Asset Management program. In addition $750,000 will be made available over three years to eligible Consolidated Municipal Service Managers (Service Managers) to support asset management planning of their social housing stock. As communities develop and improve asset management plans it is important to integrate planning for all infrastructure assets.

This program manual provides detailed information about the Municipal Infrastructure Investment Initiative (MIII) – Asset Management program, including how to apply for funding. Part I is for municipalities and LSBs. Part II is for Service Managers.

Part I – Asset Management Funding for Municipalities and LSBs

2. Eligibility and Funding Formula

2.1 Who is eligible for funding?

Eligible applicants include:

• Lower-tier municipalities with infrastructure assets and populations under 20,000
• Upper- and single-tier municipalities with infrastructure assets and populations under 50,000
• LSBs with water and / or wastewater systems

In addition, municipalities have to submit their 2011 Financial Information Return to the Ministry of Municipal Affairs and Housing by October 22, 2012 to be eligible for this program. Population information will be taken from the Financial Information Return. Municipalities that fail to submit their return by this time will not be eligible for funding.

2.2 How much funding will my community receive?

In 2012-13, up to $8.25 million will be provided through the Municipal Infrastructure Investment Initiative - Asset Management program to eligible municipalities and LSBs.

The total amount of funding received by municipalities and LSBs depends on the overall demand for funding. The province will assess overall demand based on all eligible Expressions of Interest submitted and determine the amount of funding to which each municipality and LSB is entitled.

Individual allocations will be calculated using a formula that combines a minimum base amount – along with an increment reflecting the value of the community’s roads, bridges, and water and wastewater system(s) as reported in the 2011 Financial Information Return. LSBs will receive the base amount of funding.

2.3 Are there restrictions on what the funding can be used for?

Yes. MIII Asset Management funding may be used only toward the costs of asset management planning. Funding may not be used for repairs, rehabilitation, renewal, or operation of assets. Eligible costs must be incurred after August 16, 2012. Examples of eligible costs include:

• Hiring a consultant/new staff specifically for work related to asset management planning
• Purchasing asset planning software
• Conducting building condition audits or assessments
• Creating tools to identify long-term capital needs

A complete list of eligible and ineligible costs will be contained in the contribution agreement executed between funding recipients and the Province.

2.4 Can funding be used in partnership with other municipalities, LSBs and Service Managers?

Yes. The use of partnerships is strongly encouraged and can help to lower costs through the pooling of resources.

3 Financial Matters and Reporting Requirements

3.1 Are municipalities and LSBs required to cost match funding?

No. MIII Asset Management does not require eligible communities to cost match funding provided through the program. However, municipalities and LSBs are required to commit to the development of an asset management plan that includes all of the information and analysis described in Building Together: Guide for Municipal Asset Management Plans. Municipalities and LSBs are required to contribute any funds needed to complete the asset management plan over and above the funding provided through this program.

3.2 What are the reporting requirements?

Municipalities and LSBs that receive funding will be required to submit a final report, in accordance with the terms of the contribution agreement. The final report must demonstrate that the funding provided has been used for the purposes identified in the Expression of Interest and as specified in the provincial contribution agreement.

4 Applying for funding

4.1 The Three-Step Process

To apply for funding, eligible municipalities and LSBs must:

1. Determine they meet the eligibility criteria (e.g. population threshold).
2. Submit their 2011 Municipal Financial Information Return to the Ministry of Municipal Affairs and Housing. Returns must be received by October 22, 2012. (LSBs are not required to complete this step.)
3. Complete and submit the Expression of Interest form and declaration to the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) by 5 p.m. EST on October 22, 2012.

4.2 Where can the Expression of Interest form be found?

The Expression of Interest form is available online [PDF]. Hard copies can also be obtained via fax or regular mail by calling 1-888-588-4111.

4.3 Is any additional information required?

Yes. Each Expression of Interest must be accompanied by a declaration certifying that the information in the Expression of Interest is factually accurate. Should an asset management plan not currently be in place, the declaration must state that the development of such a plan that includes all of the information and analysis described in Building Together: Guide for Municipal Asset Management Plans is a priority. If an asset management plan is already in place the declaration must commit to reviewing the existing plan to make sure it is consistent with direction outlined in Building Together: Guide for Municipal Asset Management Plans.

For a municipality, the declaration can be made by a resolution or letter from municipal council.

For an LSB, the declaration must be made by resolution from the LSB board.

Applicants are also encouraged to include supporting documentation with their Expression of Interest, such as existing asset management plans or studies.

4.4 What is the deadline for submitting an Expression of Interest?

Expressions of Interest will be accepted until 5 p.m. EST on October 22, 2012.

4.5 How should an Expression of Interest be submitted?

Expression of Interest forms will be accepted electronically or through regular mail. Applicants are encouraged to submit electronically, if possible.

If using an electronic Expression of Interest form

If submitting by email please save the completed form to your desktop and send as an attachment to MIII@ontario.ca. Please attach the relevant documents to the email (e.g., declaration).

If filling out a paper Expression of Interest form

Applicants may choose to provide a hard copy of the completed form. All supporting documentation, including the applicable declaration documents must be sent to the following address:

Municipal Infrastructure Investment Initiative Secretariat
c/o Rural Programs Branch
Ontario Ministry of Agriculture, Food and Rural Affairs
1 Stone Rd West, 4th Floor
Guelph ON N1G 4Y2

4.6 Will confirmation be provided after an Expression of Interest has been submitted?

Once the completed Expression of Interest has been submitted, an acknowledgement will be sent within four weeks either by email (if the form was submitted electronically) or by regular mail (if the form was submitted by regular mail).

4.7 Once an Expression of Interest is submitted, how does the process work?

Successful applicants will be notified in writing of the amount of funding they are eligible to receive – followed by a provincial contribution agreement that requires municipal/LSB signature, date and seal. This agreement will detail the conditions and legal responsibilities governing the use of this funding. Funding will be provided to recipients prior to March 31, 2013.

5. Where can help be found?

Electronic mail: MIII@ontario.ca

Website: ontario.ca/municipalinfrastructure

Telephone: 1-888-588-4111

Regular mail:

Municipal Infrastructure Investment Initiative Secretariat
c/o Rural Programs Branch
Ontario Ministry of Agriculture, Food and Rural Affairs
1 Stone Rd West, 4th Floor
Guelph ON N1G 4Y2

Part II – Social Housing Asset Management Funding for Consolidated Municipal Service Managers

The Ministry of Municipal Affairs and Housing (MMAH) will be funding and administering the Social Housing Asset Management portion of the Municipal Infrastructure Investment Initiative. MMAH has a total funding envelope of $250,000 per year for three years to offer eligible Service Managers to support asset management planning of their social housing stock.

6. Eligibility and Funding Formula

6.1 Who is eligible for funding?

Service Managers who administer 4,000 or fewer units of social housing in Ontario are eligible. The Ministry recognizes that funding for long-term asset management planning in social housing is limited; therefore, these funds are directed to smaller Service Managers that are most likely in need of additional funding. Eligible Service Managers are as follows:

Algoma DSSAB	Manitoulin-Sudbury DSSAB
City of Brantford	District Municipality of Muskoka
County of Bruce	Nipissing DSSAB
Municipality of Chatham-Kent	County of Northumberland
Cochrane DSSAB	County of Oxford
City of Cornwall	Parry Sound DSSAB
County of Dufferin	City of Peterborough
County of Grey	United Counties of Prescott & Russell
Haldimand-Norfolk	Rainy River DSSAB
Regional Municipality of Halton	County of Renfrew
County of Hastings	Sault Ste. Marie DSSAB
County of Huron	County of Simcoe
City of Kawartha Lakes	City of St Thomas
Kenora DSSAB	City of Stratford
City of Kingston	City of Greater Sudbury
County of Lambton	Thunder Bay DSSAB
County of Lanark	Timiskaming DSSAB
United Counties of Leeds & Grenville	County of Wellington
County of Lennox & Addington

6.2 Why is funding separate?

While municipal infrastructure such as roads, bridges, water and wastewater assets are all owned by the municipality or LSB in which the assets reside, local social housing infrastructure is both municipally and privately owned. In addition, Service Managers sometimes administer social housing infrastructure for more than one municipality, and usually by a different department than public works. Therefore, funding has been specifically set aside for social housing.

6.3 How much funding will each Service Manager receive?

The total funding over three years for each Service Manager will consist of a base amount of $7,000 plus a per unit amount of $10.05. The base amount is designed to provide adequate funding for smaller Service Managers, while the per unit amount will provide some compensation for asset management planning costs that may increase with larger portfolios.

6.4 How can the funding be used?

Funding must be used to develop or improve asset management practices. Funds are intended to add a long term strategic element to the work Service Managers completed under the Social Housing Retrofit and Renovation Program (SHRRP), such as conducting building condition assessments. The funding cannot be used for capital expenditures. Eligible costs must be incurred after August 16, 2012. Examples of eligible costs include:

• Purchasing asset planning software
• Asset management planning
• Conducting building condition audits or assessments
• Creating tools to identify long-term capital needs
• Educating or promoting strategic asset management to housing/other municipal/Board members
• Developing a training package to build capacity
• Creating strategic plans that bridge knowledge gaps between finance and operations departments
• Consolidating capital and operating processes

For more information, please contact MMAH staff. Another place that offers a variety of resources to support asset management is the Housing Services Corporation’s Asset Management Centre.

6.5 Can funding be used in partnership with other Service Managers, municipalities and LSBs?

Yes. One example would be a joint training and education workshop for staff in more than one Service Manager area. The use of partnerships is encouraged and can help to lower costs through the pooling of resources.

7. Financial Matters and Reporting Requirements

7.1. Are Service Managers required to cost match funding?

No, cost-match funding is not required. However, Service Managers are required to commit to developing an asset management plan and/or enhancing current asset management planning.

7.2 What are the reporting requirements?

Service Managers must submit a business plan to MMAH that explains how the funds will be used. As well, at the end of each funding year Service Managers must submit a report to MMAH that explains how the funds were spent. For further information, please refer to the Contribution Agreement.

8. Applying for funding

To apply for funding, eligible Service Managers must complete the Expression of Interest form and submit it to the Ministry of Municipal Affairs and Housing prior to October 22, 2012, 5 p.m. EST.

8.1 Where can the Expression of Interest form be found?

The Funding for Social Housing Asset Management Expression of Interest form is available online. Hard copies can also be obtained via fax or by regular mail by calling 1-888-588-4111.

8.2 Is any additional information required?

Each Expression of Interest must be accompanied by a declaration certifying that the information in the Expression of Interest is factually accurate and that the development of an asset management plan and/or enhanced asset management practices is a priority.

For a municipality, the declaration can be made by letter from staff or resolution from municipal council. For District Social Services Administration Boards a letter from staff or a resolution from the board of directors will suffice.

Applicants are also encouraged to include supporting documentation with their Expression of Interest, such as existing asset management plans or studies.

8.3 What is the deadline for submitting an Expression of Interest?

Expressions of Interest will be accepted until 5 p.m. EST on October 22, 2012.

8.4 How should an Expression of Interest be submitted?

Expression of Interests will be accepted electronically or through regular mail. Applicants are encouraged to submit Expression of Interests electronically, if possible.

If using an electronic Expression of Interest form

If submitting by email please save the completed form to your desktop and send as an attachment to both Erich.Freiler@ontario.ca and Erin.Mifflin@ontario.ca. Please attach the relevant documents to the email (e.g., declaration).

If filling out a paper Expression of Interest form

Service Managers may choose to provide a hard copy of the completed form. All supporting documentation, including the applicable declaration documents must be sent to the following address:

Ministry of Municipal Affairs and Housing
c/o Housing Funding & Risk Management Branch
Infrastructure Funding and Renewal
777 Bay Street, 2nd Floor
Toronto ON M5G 2E5

8.5 Will confirmation be provided after an Expression of Interest has been submitted?

Once the completed Expression of Interest has been submitted, an acknowledgement will be sent within four weeks either by email (if form was submitted electronically) or by regular mail (if form was submitted by regular mail) within four weeks of receipt of the Expression of Interest.

8.6 Once an Expression of Interest is submitted, how does the process work?

Service Managers will receive a Contribution Agreement from ministry staff that will require service manager signature, date and seal. This agreement will detail the conditions and legal responsibilities governing the use of this funding. The first year of funding will be available upon execution of the Contribution Agreement.

9 Where can help be found?

Please contact:

Erich Freiler
Manager, Infrastructure Funding & Renewal
Housing Funding & Risk Management Branch
Housing Division, MMAH
E-mail: Erich.Freiler@ontario.ca; Telephone: (416) 585-6193

Or

Erin Mifflin
Senior Policy Advisor, Infrastructure Funding & Renewal
Housing Funding & Risk Management Branch
Housing Division, MMAH
E-mail: Erin.Mifflin@ontario.ca; Telephone: (416) 585-6454

 

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