outcomes reporting guideline document...outcomes table in mmo for projects from 2013‐2017. to...

OUTCOMES REPORTING GUIDELINE DOCUMENT

Federal Gas Tax Fund

Manitoba Strategic Infrastructure Secretariat [email protected]

Abstract Background, reference material and step‐by‐step instructions for reporting on

beneficial Outcomes of municipal 2013‐2017 federal Gas Tax Fund projects

FEDERAL GAS TAX FUND OUTCOMES REPORTING – GUIDELINE DOCUMENT

1

TABLE OF CONTENTS

BACKGROUND ................................................................................................................................. 2

GENERAL INSTRUCTIONS ................................................................................................................ 2

STEP‐BY‐STEP INSTRUCTIONS ......................................................................................................... 3

APPENDIX A: 2013‐2017 Municipal GTF Outcomes Report ............................................................ 6

APPENDIX B: Project Indicators & Project Outcomes by Eligible Category .................................... 7


2

BACKGROUND

The federal Gas Tax Fund (GTF) is a permanent source of funding provided up front to municipalities to support local infrastructure priorities. Municipalities can pool, bank and borrow against this funding, providing significant financial flexibility. Reporting federal Gas Tax Fund (GTF) project Outcomes is a requirement of the Municipal Gas Tax Agreement. Manitoba must provide to Canada and make publicly available, an Outcomes Report that will report, in aggregate, on the degree to which investments are supporting the progress towards achieving the following three program benefits:

1. Beneficial impacts on communities of completed Eligible Projects; 2. Enhanced impact of GTF as a predictable source of funding including incrementality; and 3. Progress made on improving Local Government planning and asset management.

GTF project details previously submitted in Manitoba Municipalities Online (MMO) did not meet the level of detail required to report on measurable beneficial impacts (Outcomes) required by Canada. In order to summarize and report on completed projects, a set of measurable GTF Project Indicators and Project Outcomes have been established for each of the 18 eligible GTF investment categories. As a result, MMO has been further developed to provide municipalities an avenue to easily report appropriate Indicator and Outcomes along with applicable baselines and results for GTF projects. This data is required for GTF projects with expenditures in the years 2013 to 2017 (inclusive). To demonstrate the enhanced impact of GTF as a predictable source of funding, municipalities are being the following two questions.

Has your municipality ever used its predictable sources of federal Gas Tax Funds to plan for an eligible GTF infrastructure project in a long‐term capital plan? Has your municipality ever, or planned to ever, establish a borrowing by‐law using its federal Gas Tax Funds to finance an eligible GTF project?

The Municipal Asset Management Status Reports, which municipalities complete on an annual basis (started December 2017), provide documentation of progress made by municipalities to build their own capacity for long‐term infrastructure planning and develop and implement formalized asset management plans into their governance and operations.

GENERAL INSTRUCTIONS

After reviewing the following instructions and reference material, municipalities will need to complete the “Outcomes” Table in MMO to identify Project Indicators and Outcomes for each of their GTF projects from 2013‐2017 (inclusive). Once completed, municipalities will submit their 2013‐2017 Municipal GTF Outcomes Report through MMO (see Appendix A –Sample Report).

The deadline to complete GTF Outcomes Reporting is August 31, 2018. Staff from the Manitoba Strategic Infrastructure Secretariat are available to provide additional guidance as needed. For assistance, call toll free 1‐800‐268‐4883, local 204‐945‐4074 or email [email protected].


3

STEP‐BY‐STEP INSTRUCTIONS

Project data should be sourced from the most accurate information available at the time of reporting. In some cases, estimating future Outcome results will be necessary. Each GTF project is only required to report on one Project Indicator and one Project Outcome. A complete list of Indicators and Outcomes by eligible GTF category are outlined in Appendix B. The following two generic Outcomes “Years of useful life have been extended” and “Physical condition rating has increased” should only be used when other more specific Outcomes are not applicable. Follow these step‐by‐step instructions to complete the required Outcomes reporting on all applicable GTF projects by the August 31, 2018 deadline. STEP 1: Log in to MMO to begin reporting federal Gas Tax Fund Project INDICATORS and OUTCOMES STEP 2: Follow the link to “Municipal Grants” from the main page in MMO STEP 3: In the horizontal menu at the top of Municipal Grants, select “GTF Outcomes”

On the GTF Outcomes screen (sample below), projects that involved the use of federal Gas Tax Funds

between the years 2013 to 2017 (inclusive) will be displayed in order of their project number with the

most recent appearing at the top of the list. The Project # is linked to the Project Details page where

additional project information can be reviewed to assist in Outcomes reporting.


4

STEP‐BY‐STEP INSTRUCTIONS ‐ Continued

REQUIRED DATA

The following information is required for each project in the Outcomes Table.

Project Indicator: A set of applicable and measurable Project Indicators are available in the drop down

box under this heading. See Appendix B for a full listing of Indicators broken down

by eligible category.

Indicator Result: This is an open numerical field, with up to two decimal places, for the affiliated result

of the project indicator selected. The number recorded should represent the

applicable value stated in the Indicators (KMs or quantity (# of) etc.).

Project Outcome: A set of applicable measurable Project Outcomes are available in the drop down box

under this heading. See Appendix B for a full listing of Outcomes broken down by

eligible category.

Outcome Baseline: This is an open numerical field with up to two decimal places. Where applicable,

baseline data used to measure the resulting Outcome is required. The number

recorded should represent the Baseline value stated in the Outcome Baseline/Results

column of Appendix B.

Outcome Result: This is an open numerical field with up to two decimal places. The number recorded

should represent the Result stated in the Outcome Baseline/Results column of

Appendix B.

Construction

Completion Date: This is a data field. This date will be used to confirm the project has been fully

constructed and can be used for the purposes intended. In the case of a project

under the capacity‐building category, project completion date is applicable for this

field.

NOTE: The “Construction Completion Date” is being confirmed in this report because

the “Project End Date” recorded on the “Project Detail” page in MMO is not always

accurately updated when a forecasted date is used for projects recorded before

constructed.


5

STEP‐BY‐STEP INSTRUCTIONS ‐ Continued

STEP 4: Begin completing the GTF Outcomes table. Reference Appendix B and select the most

appropriate Project Indicators and Outcomes. Record applicable baselines and results for each of the projects in the table; only one Indicator and Outcome is required per project.

Finally, record the Construction Completion Date. Approximate dates are acceptable provided

they are within the correct quarter of the correct calendar year (i.e. Jan to March, April to June, July to Sept, Oct to Dec). Note: the Construction Completion Date may be before or after the last year that GTF was expended on the project, depending on how the project was funded.

TIP: To ensure data is not lost while completing the report, click the word “Apply” at any time

to save what has been selected or entered. Changes can be made as the form is being completed.

If an applicable Indicator and/or Outcome cannot be determine from the available choices,

contact Manitoba Strategic Infrastructure Secretariat for additional guidance (toll free 1‐800‐

268‐4883, local 204‐945‐4074 or email [email protected]).

Once all projects in the GTF Outcomes table have been fully reported on, save the data by clicking the word “Apply” and proceed to STEP 5.

STEP 5: Complete the 2013‐2017 Municipal GTF Outcomes Report (template was emailed to your

municipality on August 10, 2018) ensuring both questions that address the “Enhanced impact of GTF as a predictable source of funding” are answered prior to submitting the completed report in MMO by the August 31, 2018 deadline.

APPENDIX A FEDERAL GAS TAX FUND OUTCOMES REPORTING – GUIDELINE DOCUMENT

2013‐2017 Municipal Gas Tax Fund Outcomes Report

Municipality:

Contact Name:

Title:

Phone:

Email:

Municipalities are responsible for reporting on the use of their federal Gas Tax Funds (GTF) on eligible projects and the resulting beneficial impacts of those projects on their communities. Project details and Outcomes data collected through Manitoba Municipalities Online (MMO) will support one of three parts of the Outcomes reporting requirements under the Canada‐Manitoba Administrative Agreement on the Federal Gas Tax Fund.

I confirm that Project Indicators (and Results), Project Outcomes (and Baseline / Results) as well as Construction Completion Dates have been recorded for all GTF projects displayed in the Outcomes Table in MMO for projects from 2013‐2017.

To demonstrate enhanced impact of GTF as a predictable source of funding, municipalities are being asked to respond to the following two questions. 1. Has your municipality ever used its predictable sources of federal Gas Tax Funds to plan for an eligible GTF

infrastructure project in a long‐term capital plan?

Yes No

2. Has your municipality ever, or planned to ever, establish a borrowing by‐law using its federal Gas Tax Funds to finance an eligible GTF project?

Yes No

The Municipal Asset Management Status Reports, which municipalities complete on an annual basis (started December 2017), will be used to provide evidence of progress made by municipalities to develop their own capacity for long‐term infrastructure planning and develop and implement formalized asset management plans into their governance and operations. If your municipality did not complete this Status Report, it must be completed before submitting this 2013‐2017 Municipal GTF Outcomes Report.

Attestation: I warrant that, to the best of my knowledge, all information provided in this Report and in the Outcomes Table in MMO has been prepared using the most accurate information available to the Municipality at the time of submission. I further warrant that, I am authorized to submit this Report, and the information contained within, on behalf of the Municipality.

Attested By (Name, Title): Date:

APPENDIX B FEDERAL GAS TAX FUND OUTCOMES REPORTING – GUIDELINE DOCUMENT

1

Project Indicators and Project Outcomes by eligible GTF Category

In order to demonstrate greatest “Beneficial impacts on communities of completed Eligible Projects” review all Indicators and Outcomes by category and select the most specific choices for which results are available. The following two generic Outcomes “Years of useful life have been extended” and “Physical condition rating has increased” should only be used when other more specific Outcomes are not applicable.

Expected useful life of an asset refers to the service life or the productive life of the asset at the time of its acquisition regardless of their lives reported for income tax purposes.

Physical Condition Rating Scale

1 = Very Poor The asset is unfit for sustained service. Near or beyond expected service life, widespread signs of advanced deterioration, some assets may be unusable.

2 = Poor Increasing potential of affecting service. The asset is approaching end of service life; condition below standard and a large portion of system exhibits significant deterioration.

3 = Fair The asset requires attention. The assets show signs of deterioration and some elements exhibit deficiencies.

4 = Good The asset is adequate. Acceptable, generally within mid stage of expected service life.

5 = Very Good Asset is fit for the future. Well maintained, good condition, new or recently rehabilitated.

Category Project Indicators Project Outcomes Outcomes Baseline/Result

Daily vehicle usage has increased

(not applicable to AT projects)

Baseline: vehicle usage per day before investment.

Result: vehicle usage per day after investment.

Travel distance (in KMs) from

point A to B has decreased

Baseline: KMs from point A to B before investment.

Result: KMs from point A to B after investment.

Average travel time (in minutes) from


Baseline: average travel time in minutes before investment.

Result: average travel time in minutes after investment.

Years of useful life have been extendedBaseline: years of useful life before investment.

Result: years of useful life after investment.

Physical condition rating has increasedBaseline: average physical condition of asset(s) before investment

Result: average physical condition of asset(s) after investment.

Average # of monthly users has increased

(AT projects only)

Baseline: average # of monthly users before investment.

Result: average # of monthly users after investment.

Local Roads

and Bridges

# of KMs of existing local roads received investment

or

# of existing local road assets received investment

or

# of KMs of new local roads constructed

or

# of new local road assets constructed and/or aquired

or

# of meters of existing bridges received investment

or

# of existing bridges received investment

or

# of meters of new bridges constructed

or

# of new bridge assets constructed and/or aquired

or

# of KMs of existing active transporation assets received investment

or

# of existing active transporation assets received investment

or

# of KMs of new active transporation assets constructed

or

# of new active transporation assets constructed and/or aquired


2


Daily vehicle usage has increasedBaseline: vehicle usage per day before investment.

Result: vehicle usage per day after investment.

Travel distance (in KMs) from


Baseline: KMs from point A to B before investment.

Result: KMs from point A to B after investment.

Average travel time (in minutes) from


Baseline: average travel time in minutes before investment.

Result: average travel time in minutes after investment.





Highways

# of KMs of highways received investment

or

# of highways received investment

Fleet capacity has increasedBaseline: Fleet capacity before investment.

Result: Fleet capacity after investment.

Cargo capacity has increasedBaseline: Cargo capacity before investment.

Result: Cargo capacity after investment.

Passenger capacity has increasedBaseline: Passenger capacity before investment.

Result: Passenger capacity after investment.





Short‐sea

Shipping

# of new short‐sea shipping assets constructed and/or acquired

or

# of existing short‐sea shipping assets received investment

Fleet capacity has increasedBaseline: Fleet capacity before investment.

Result: Fleet capacity after investment.

Cargo capacity has increasedBaseline: Cargo capacity before investment.

Result: Cargo capacity after investment.

Passenger capacity has increasedBaseline: Passenger capacity before investment.

Result: Passenger capacity after investment.





Short‐line Rail

# of new short‐line rail assets constructed and/or acquired

or

# of existing short‐line rail assets received investment


3


Annual # of takeoffs/landings has increasedBaseline: annual takeoffs/landings before investment.

Result: annual takeoffs/landings after investment.

Annual # of passengers has increasedBaseline: annual passengers before investment.

Result: annual passengers after investment.

New permanent jobs created

as a result of investment

Baseline: permanent jobs before investment.

Result: permanent jobs after investment.

Businesses are growing as a result of investmentBaseline: NOT APPLICABLE

Result: # of new businesses in operation after investment.

Additional business investment

as a result of investment

Baseline: business investment before investment.

Result: business investment after investment.





Regional and

Local Airports

# of new regional and local airport assets constructed and/or

acquired

or

# of existing regional and local airport assets received investment

Households with access to high speed internet

(1.5 MBPS or higher) have increased

Baseline: households with access to high speed internet before investment.

Result: households with access to high speed internet after investment.

Businesses with access to high speed internet

(1.5 MBPS or higher) have increased

Baseline: businesses with access to high speed internet before investment.

Result: businesses with access to high speed internet after investment.





Broadband

Connectivity

# of meters of cable/fibre optic lines installed

or

# of towers/repeaters installed

or

# of broadband infrastructure assets received investment

or

# of broadband infrastructure assets acquired

Transport capacity has increasedBaseline: transport capacity before investment.

Result: transport capacity after investment.

Annual ridership has increasedBaseline: annual ridership before investment.

Result: annual ridership after investment.

Average age (in years) of fleet has decreased

(rolling stock only)

Baseline: average age of fleet before investment.

Result: average age of fleet after investment.

Fleet vehicles with safety features have increasedBaseline: fleet with related safety features before investment.

Result: fleet with related safety features after investment.





Public Transit

# of public transit buses acquired

or

# of handi‐transit vehicles acquired

or

# of new public transit infrastructure assets constructed and/or

acquired

or

# of new handi‐transit infrastructure assets constructed and/or

acquired

or

# of existing pubic transit infrastructure assets received investment

or


4


Cubic metres of water treated

per day has increased

Baseline: cubic metres of water treated before investment.

Result: cubic metres of water treated after investment.

Litres of chemicals used to

treat water has decreased

Baseline: litres of chemical used per day before investment.

Result: litres of chemical used per day after investment.

Fewer drinking water advisoriesBaseline: drinking water advisories before investment.

Result: drinking water advisories after investment.

Households with improved water qualityBaseline: NOT APPLICABLE

Result: # of households with improved water quality after investment.

Households with protected

water supply has increased

Baseline: households with protected water supply before investment.

Result: households with protected water supply after investment.

Households with drinking water

meeting new standards

Baseline: NOT APPLICABLE

Result: # of households with drinking water meeting new standards after investment.

Additional households that can be

connected to drinking water system

Baseline: households that could be connected before investment.

Result: households that can be connected after investment.

Average annual water main breaks have decreasedBaseline: average annual water main breaks before investment.

Result: average annual water main breaks after investment.

Cubic metres of average daily water

consumption has decreased

Baseline: cubic metres of average daily water consumption before investment.

Result: cubic metres of average daily water consumption after investment.

Average age (in years) of waterlines

has been reduced

Baseline: average age of waterlines before investment.

Result: average age of waterlines after investment.

Kilowatt hours in energy consumption

per year has been reduced

Baseline: kilowatt hours per year of energy consumption before investment.

Result: kilowatt hours per year of energy consumption after investment.

Cubic meters of water storage capacity

has increased

Baseline: cubic metres of water storage capacity before investment.

Result: cubic metres of water storage capacity after investment.

Households served has increasedBaseline: households served before investment.

Result: households served after investment.





Drinking Water

# of new water treatment plant/filtration systems assets constructed

and/or acquired

or

# of existing water treatment plant/filtration systems assets

received investment

# of distribution waterlines renewed or installed

or

# of metres of distribution waterlines renewed or installed

or

# of water meters installed

or

# of new water distribution assets acquired

or

# of existing water distribution assets received investment

# of water storage infrastructure assets received investment

ANY PROJECT INDICATORS (OUTPUTS) FROM ABOVE


5

Households with access to sanitary wastewater

system has increased

Baseline: households served before investment.

Result: households served after investment.

Cubic metres of daily wastewater collection

capacity has increased

Baseline: cubic metres per day before investment.

Result: cubic metres per day after investment.

Average age (in years) of wastewater pipes

has been reduced

Baseline: average age before investment.

Result: average age after investment.

Cubic metres of daily wastewater treatment

capacity has increased

Baseline: cubic metres per day before investment.

Result: cubic metres per day after investment.

Fewer non‐compliance incidentsBaseline: non‐compliance incidents before investment.

Result: non‐compliance incidents after investment.

Kilowatt‐hours in energy usage

per year has been reduced

Baseline: Kilowatt‐hours in energy usage per year before investment.

Result: Kilowatt‐hours in energy usage per year after investment.

Cubic metres in untreated water has been reducedBaseline: Cubic metres in untreated water before investment.

Result: Cubic metres in untreated water after investment.

Cubic metres of capacity to manage storm water

has increased

Baseline: capacity before investment.

Result: capacity after investment.

Square meters of land area with increased

protection/ reduced risk


Result: Square meters of land area with increased protection/reduced risk after

related investment.

Households with access to storm water

infrastructure has been increased

Baseline: households with access before investment.

Result: households with access after investment.





Wastewater

# of metres of wastewater pipes received investment

or

# of new wastewater collection infrastructure (other than pipes)

constructed and/or acquired

or

# of existing wastewater collection infrastructure (other than pipes)

received investment

or

# of lagoons received investment

or

# of cubic metres of lagoons received investment

or

# of new wastewater treatment infrastructure assets (other than

lagoons) constructed and/or acquired

or

# of existing wastewater treatment infrastructure assets received

investment

# of storm water management assets received investment


Metric tonnes of landfill capacity

has been increased

Baseline: metric tonnes capacity before investment.

Result: metric tonnes capacity after investment.

Fewer non‐compliance incidentsBaseline: non‐compliance incidents before investment.

Result: non‐compliance incidents after investment.

Premises participating in recycling has increasedBaseline: participating premises before investment.

Result: participating premises after investment.

Metric tonnes of solid waste diverted from

disposal per year has increased

Baseline: metric tonnes per year diverted before investment.

Result: metric tonnes per year diverted after investment.





Solid Waste

# of solid waste equipment assets acquired

or

# of solid waste infrastructure assets received investment

or

# of square meters of solid waste assets received investment

# of recycling equipment assets acquired

or

# of recycling infrastructure assets received investment

or

# of square meters of recycling assets received investment



6

Litres of energy usage (propane, heating fuel)

has decreased

Baseline: litres per year before investment.

Result: litres per year after investment.

Cubic metres of energy usage (natural gas)

has decreased

Baseline: cubic metres per year before investment.

Result: cubic metres per year after investment.

Kilowatt‐hours of energy usage (electricity)

has decreased

Baseline: kilowatt‐hours per year before investment.

Result: kilowatt‐hours per year after investment.

Metric tonnes of GHG emissions has decreasedBaseline: GHG emissions per year before investment.

Result: GHG emissions per year after investment.

Annual related operational costs, due to energy

conservation, have decreased

Baseline: operating cost per year of related energy use before investment.

Result: operating cost per year of related energy use after investment.

Kilowatt hours generated off grid has increasedBaseline: kilowatt hours/year generated before investment.

Result: kilowatt hours/year generated after investment.

Metric tonnes of GHG emissions has increasedBaseline: GHG emission per year before investment.

Result: GHG emission per year after investment.

Annual related operational costs, due to energy

conservation, have decreased

Baseline: operating cost per year of related energy use before investment.

Result: operating cost per year of related energy use after investment.

Community

Energy Systems

# of energy conservation infrastructure assets received investment

# of energy generation infrastructure assets received investment

Contaminants removed or reduced to

safe exposure level


Result: Contaminants removed or reduced to safe exposure level after investment.

Taxable assessed value of property has increasedBaseline: taxable assessed value of property before investment.

Result: taxable assessed value of property after investment.

Annual users benefiting from

developed park/playground


Result: Annual users benefiting from developed park/playground after investment.

Residence benefiting from social housingBaseline: NOT APPLICABLE

Result: Residence benefiting from social housing after investment.

Brownfield

Redevelopment

# of square metres of land remediated

or

# of cubic metres of contaminates removed

or

# of square metres of public parks/playgrounds developed

or

# of social housing units constructed

Annual users have increasedBaseline: annual users before investment.

Result: annual users after investment.

Annual users benefiting from investmentBaseline: NOT APPLICABLE

Result: Annual users benefiting from investment.





Sport

Infrastructure

# of new sport infrastructure assets constructed and/or acquired

or

# of existing sport infrastructure assets received investment









Recreational

Infrastructure

# of new recreational infrastructure assets constructed and/or

acquired

or

# of existing recreational infrastructure assets received investment


7









Cultural

Infrastructure

# of new cultural infrastructure assets constructed and/or acquired

or

# of existing cultural infrastructure assets received investment





Annual visitors to the community have increasedBaseline: annual visitor per year before investment.

Result: annual visitor per year after investment.





Tourism

Infrastructure

# of new tourism infrastructure assets constructed and/or acquired

or

# of existing tourism infrastructure assets received investment

Properties with increased protection/reduced riskBaseline: NOT APPLICABLE

Result: Properties with increased protection/reduced risk after related investment.

Square meters of land area with increased

protection/ reduced risk


Result: Square meters of land area with increased protection/reduced risk after

related investment.

Disaster

Mitigation# of disaster mitigation infrastructure assets received investment

# of individuals completed training related to asset management or

municipal long‐term infrastructure planning

Municipalities' or municipal departments'

capacity to develop long‐term infrastructure

planning practices has improved


Result: # of municipalities or municipal departments with improved capacity to

develop long‐term infrastructure planning practices.

# of long‐term infrastructure studies and/or strategic assessments

conducted

or

# of software/systems acquired and implemented which directly

support asset management planning

Asset Management Plan components further

developed or completed


Result: # of components of Asset Management Plan further developed or completed.

Capacity

Building

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