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Home My WebLink AboutSeptember 10, 2007 Executive Committee Meeting Agenda Monday, September 10,2007 7:30 pm Council Chambers Chair: Councillor Mclean (I) MATTERS FOR CONSIDERATION PAGES 1. Director, Operations & Emergency Services, Report OES 34-07 1-9 - Quotation for Parking Lot Improvements - West Shore Community Centre RECOMMENDATION 1. That Report DES 34-07 regarding the Parking Lot Improvements at the West Shore Community Centre be received; 2. That Quotation No. Q-47-2007 submitted by D. Crupi & Sons Limited for the Parking Lot Improvements at the West Shore Community Centre in the amount of $115,850 (GST extra) be accepted; 3. That the total gross project cost of $148,114 and a net project cost of $139,730 including the quotation amount and other project costs as outlined in Report OES 34-07 of the Director, Operations & Emergency Services be approved; 4. That the Director, Corporate Services & Treasurer be authorized to finance the net project cost of $139,730 through an internal loan for a period not to exceed 10 years; and, 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 2. Director, Operations & Emergency Services, Report OES 35-07 Lease Agreements - Lease No.: 614201-1 - Don Beer Memorial Park - Lease No.: 614658-1 - Brougham Community Centre - Lease No.: 614280-2 - Museum - Lease No.: 614725-1 - Brouaham Parkette 1 0-11 RECDMMENDA TION Executive Committee Meeting Agenda Monday, September 10, 2007 7:30 pm Council Chambers Chair: Councillor McLean 1. That Report OES 35-07 of the Director, Operations & Emergency Services regarding lease agreements be received; and 2. That the Mayor and the Clerk be authorized to execute lease agreements between the City and Her Majesty the Queen in Right of Canada respecting the above Lease Agreements for the term from February 1, 2007 to January 31,2012 that is in the form and substance acceptable to the Director, Operations & Emergency Services and the City Solicitor. 3. Director, Corporate Services & Treasurer, Report CS 34-07 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals 12-18 RECOMMENDATION That Report CS 34-07 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals be received for information. 4. Director, Corporate Services & Treasurer, Report CS 35-07 Establishment of Marshall Farms Neighbourhood Watch 19-22 RECOMMENDATION 1. That the letter from the Durham Regional Police Service dated July 23, 2007 endorsing the establishment of the Marshall Farms Neighbourhood Watch, be received; and 2. That the Council of the Corporation of the City of Pickering hereby endorse the Marshall Farms Neighbourhood Watch and approves the installation of Neighbourhood Watch signs at the entrances to the subject area. Executive Committee Meeting Agenda Monday, September 10,2007 7:30 pm Council Chambers Chair: Councillor Mclean 5. Director, Corporate Services & Treasurer, Report CS 39-07 Cash Position Report as at June 30. 2007 23-33 RECOMMENDATION That Report CS 39-07 of the Director, Corporate Services & Treasurer regarding Cash Position as at June 30,2007 be received for information. 6. Director, Corporate Services & Treasurer, Report CS 40-07 2007 Final Tax Due Dates for Commercial, Industrial and Multi- Residential Realty Tax Classes 34-39 RECOMMENDATION 1. That Report CS 40-07 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to issue the final 2007 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of October 12th, 2007; 3. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 7. Director, Corporate Services & Treasurer, Report CS 41-07 Section 357/358 of the Munici/Jal Act - Adiustment to Taxes 40-43 RECOMMENDATION 1. That Report CS 41-07 of the Director, Corporate Services & Treasurer be received; Executive Committee Meeting Agenda Monday, September 10,2007 7:30 pm Council Chambers Chair: Councillor Mclean 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 8. Director, Corporate Services & Treasurer, Report CS 42-07 44-78 Municipal Performance Measurement Program - Provincially Mandated Public Reportina of Performance Measures RECOMMENDATION That Report CS 42-07 of the Director, Corporate Services & Treasurer regarding Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures be received for information. (II) OTHER BUSINESS (III) ADJOURNMENT Citlf o~ REPORT TO EXECUTIVE COMMITTEE Report Number: OES 34-07 Date: September 10, 2007 From: Everett Buntsma Director, Operations & Emergency Services 01 Subject: Quotation No. Q-47-2007 - Quotation for Parking Lot Improvements - West Shore Community Centre - File: A-2130-00 1-07 Recommendation: 1. That Report OES 34-07 regarding the Parking Lot Improvements at the West Shore Community Centre be received; 2. That Quotation No. Q-47-2007 submitted by D. Crupi & Sons Limited for the Parking Lot Improvements at the West Shore Community Center in the amount of $115,850 (GST extra) be accepted; 3. That the total gross project cost of $148,114 and a net project cost of $139,730 including the quotation amount and other project costs as outlined in Report OES 34-07 of the Director, Operations & Emergency Services be approved; 4. That the Director, Corporate Services & Treasurer be authorized to finance the net project cost of $139,730 through an internal loan for a period not to exceed 10 years; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Executive Summary: The repaving of the parking lot at West Shore Community Centre ($110,000) was approved by Council in the 2007 Capital Budget. Quotation No. Q-47-2007 closed on Wednesday, July 18, 2007 with four bidders responding. The total gross project cost is estimated to be $148,114 for an estimated net cost to the City of $139,730 (net of GST rebate). In order to proceed with this project, it will be necessary for the City to approve additional funding in the amount of $29,730, over the amount approved in the 2007 Capital Budget. Supply & Services and Sabourin Kimble & Associates have confirmed that bidder D. Crupi & Sons Limited have satisfied their quotation requirements and is qualified to undertake this work. Repo Subje 0 - Finan 1. QUO Q-47- GST Sub- GST Total 2. APPR L West Com Cente 3. ESTI Q-47- Parki Asso Cons Materi TRCA Miscel Conti Total GST Total GST Total 4. Projec CORP02 rt OES 34-07 ct: Quotation No. Q-47-2007 2 - Quotation for Parking Lot Improvements - West Shore Community Centre ciallmplications: TATION AMOUNT 2007 $115,850 6.951 122,801 (6.951 ) $115,850 Total Rebate OVED SOURCE OF FUNDS ocation Proiect Code Shore 5719.0702.6181 munity r Source of Funds Internal Loan FUNDS AVAILABLE MATED PROJECT COSTING SUMMARY 2007 - Quotation for West Shore Community Centre - ng Lot Improvements ciated Costs ultant Fees als Testing Permit Application laneous Costs ngency Gross Project Cost Rebate Net Pro'ect Cost t Cost (over) Approved Funds 27-07/01 revised September 10, 2007 Page 2 BudQet Required $110,000 $139,730 $110,000 $115,850 7,775 4,130 865 5,310 5.800 139,730 8,384 $148,114 (8.384) $139,730 ($29,730) Report OES 34-07 September 10, 2007 Subject: Quotation No. Q-47-2007 - Quotation for Parking Lot Improvements - West Shore Community Centre Page 3 03 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. The over expenditure of $29,730 will be financed from the issuance of an internal loan for a term not exceeding 10 years. Annual debt charges of approximately $19,000 will be included in the 2008 Current Budget and each year thereafter until the loan is repaid. Sustainability Implications: As part of the City's Sustainability initiative this project includes the grinding of existing asphalt pavement to be recycled into the granular base course materials. , With the use of recycled materials on this project it reduces on green house gas emissions, which would occur as a result of the additional trucking involved in hauling new granular base course materials. Background: The repaving of the parking lot at West Shore Community Centre ($110,000) was approved by Council in the 2007 Capital Budget (GL Account 5719.0702.6181). The consulting firm of Sabourin Kimble & Associates was retained by the City to provide specifications and technical support. Quotation No. Q-47-2007 closed on Wednesday, July 18, 2007 with four (4) bidders responding. The total gross project cost is estimated to be $148,114 for an estimated net cost to the City of $139,730 (net of GST rebate). In order to proceed with this project it will be necessary for the City to approve additional funding in the amount of $29,730. The low bidder, Wyndale Paving Co. Ltd. has advised that due to other work commitments and the project was delayed to obtain approval for additional funding, they are not able to complete this project in 2007. The second low bid was submitted by D. Crupi & Sons Limited. D. Crupi & Sons Limited have confirmed they are able to complete this project in 2007. D. Crupi & Sons Limited references have been checked and are deemed acceptable by the consultant and the Supervisor, Facilities Operations. The Health & Safety Policy, current WSIB Board and Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by D. Crupi & Sons Limited have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the quotation is deemed acceptable. Upon careful examination of all Quotations and relevant documents received, the Operations & Emergency Services Department, Culture & Recreation Division CORP0227-07/01 revised Report OES 34-07 September 10, 2007 Subject: Quotation No. Q-47-2007 - Quotation for Parking Lot Improvements - West Shore o 4 Community Centre Page 4 recommends the acceptance of the bid submitted by D. Crupi & Sons Limited for Quotation No. Q-4 7 -2007 in the amount of $115,850 (GST extra) and that the total net project cost of $139,730 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1 . Location Map 2. Supply & Services Memorandum dated July 19, 2007 3. Sabourin Kimble & Associates Ltd. Letter of Recommendation prep~. Len Hu Superviso cilities Operations {7~ Everett ma Director, Operati & Emergency Services . --~~.-< -~ Gillis A. Paterson Director, Corporate Services & Treasurer Step no s Division Head, Culture & Recreation ~ 9~ <-.;. > -----. L Vera A. Felgemacher r - C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services SRlg Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council I; CORP0227-07/01 revised ATTACHMENT # -L._ TO REPORT #. C2:ES ~L+ -c-;-, FRENCHMAN'S BAY OPERA nONS & EMERGENCY SERVICES DEPARTMENT REPORT TO COUNCIL ATTACHMENT FOR TENDER Q-47-2007 WEST SHORE COMMUNITY CENTRE PARKING LOT CULTURE & RECREATION DIVISION SCALE" PLOT DATE: AUG_ 20/2007 N.T.S L:\AlPondC\Tllemotic "'opping\"'_\OItCS - Culture It Recreation\Attochment for Report\2007 CItR-Report-OI T-47-2007.dwg d T ATTACHMENT# 2- TO REPORT # Cj~s 3Lt-U7 fb-3e \ of' 2 CORPORATE SERVICES DEPARTMENT 06 SUPPLY & SERVICES MEMORANDUM July 19, 2007 To: Stephen Reynolds Division Head Culture & Recreation Len Hunter ,/ Supervisor, Facilities Operation From: Barbara Tran Buyer RE: Quotation No. Q-47-2007 West Shore Community Centre Parking Lot Improvements MANDATORY SITE VISIT: Wednesday, July 11, 2007 - 10:00 AM CLOSING: Wednesday, July 18,2007 before 12:00 Noon (local time) Quotations have been received for the above project. Ten (10) companies were invited to participate. A mandatory site visit was held on Wednesday, July 11, 2007 at 10:00 AM, four (4) bidders attended and responded and submitted a Quotation for this project. Quotations shall be irrevocable for 60 days after the official closing date and time. SUMMARY PST Included I GST Included A copy of the quotations are attached for your review along with the following summary of costs: Bidder Total Attended Addendum Agreement Amount $ Mandatory #1 &2 to Bond Site Visit acknowledaed Wyndale Paving Co. Ltd. 122,353.15 YES YES YES D. Crupi & Sons Limited 122,801.00 YES YES YES Royalcrest Paving & 142,538.20 YES YES YES Contracting Ltd. Serve Construction Ltd. 161,051.63 YES YES . YES .\nACHMEN'l #_ 2_TOREPORT# DES 3L\ -t57 po..JE 2 ~2. West Shore Community Centre Parking Lot Improvements July 19, 2007 Q-4 7-2007 07 Page 2 Pursuant to Supplementary Standard Conditions Item 10, the following documents will be requested of the low bidder for your review during the evaluation stage of this quotation call. Please advise as soon as possible if we are to proceed in this direction. (a) a copy of the Health & Safety Policy to be used on this project; (b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; (e) Waste Management Plan. Please review the copies of the bids. Include the following items in your response: (a) if items (a) through (d) noted above, are acceptable to the Safety & Training Co- ordinator; (b) any past work experience Wyndale Paving Co. Ltd. including work location; (c) without past work experience, if reference information is acceptable; (d) related departmental approvals; (e) any reason(s) why the low bid of Wyndale Paving Co. Ltd. is not acceptable; and (f) related comments specific to the project. In accordance with Purchasing Policy Item 04.05, an award exceeding $81,000 is subject to Council approval. Bill LeMaistre, Sabourin Kimble & Associates as the consultant on this project should be reviewing submissions and .making recommendations to you. The consultant should also review carefully all submittal information based on quotation instructions. If the consultant notices any infractions or information missing during the evaluation, please contact a member of Supply & Services as soon as possible. Duplicate copies of the bids are attached for the consultant's use. Please do not disclose any information to enquiries. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me. , ~' 1)1' , , I. r.., "', (I " '/',{h1dilll(IJ~.t, / Barbara Tran Ibt Attachment 08 ! D) t~';.' ('". :::"j ('Ii _ ATTACHMEiWlr .~+" rpl.f{i:g;q~~ II fnJ...9E S . d U)i ,t. ~cC~~ L::V of L- elTY OF PICI\.E.RIN(::: CtJLTURE 11 RECREt\T;C')j\j > .. IJ~V!Slr)\i 34 - 07 July 27,2007 FILE: 07:145:0#0284 _SABOURIN KIMBLE . II & ASSOCIATES LTD. . CONSULTING ENGINEERS 110 Old Kingston Road, Pickering Vi!lag~ Ajax, Ontario LIT 2Z9 Tel: (905) 426.9451 Fax: (905) 426-945.~ EmaiI: adrnin@skaengineering.com City of Pickering One The Esplanade Pickering, Ontario L 1V 6K7 Attention: Mr. Len Hunter Dear Mr. Hunter: SUBJECT: TENDER RESULTS AND ANALYSIS WESTSHORE COMMUNITY CENTRE CITY OF PICKERING As you are aware, tenders for the above referenced project closed at 12:00p.m. July 18, 2007. Tender analysis was done with keeping in mind the budget previously discussed with the City of Pickering. Below are the tendered amounts (GST included) as opened and as mathematically checked for the Westshore Community Centre project. Contractor Tender Amount As Opened Mathematically Checked Tender Amount $122,353.15 $122,801.00 $142,538.20 $161,051.63 Rank Wynd ale Paving Co. Ltd. O. Crupi & Sons Limited Royalcrest Paving & Contracting Ltd. Serve Construction Ltd. $122,353.15 $122,801.00 $142,538.20 $161,051.63 1 2 3 4 Each tender was checked for price imbalancing, and items that were not bid. The following is a summary of these findings: Wyndale Paving Co. Ltd.: All items were bid. As listed above, there were no mathematical errors. No specific qualifications were made. D. Crupi & Sons Limited: All items were bid. - As listed above, there were no mathematical errors. No specific qualifications were made. Serve Construction Ltd.: All items were bid. As listed above, there were no mathematical errors. No specific qualifications were made. ATTACHMENT #~ TO REPORT #.,QJ;:::S 34 - 01 ra-3e 2 at: 2 Royalcrest Paving & Contracting Ltd.: - All items were bid. - As listed above, there were no mathematical errors. - No specific qualifications were made. 09 We presume that the City's budget of $100,000.00 is exclusive of GST since the City will be reimbursed these monies as an Input Tax Credit (ITC). As such, the following table represents the quotation results net of GST. Contractor Tender Amount As Opened Mathematically Checked Tender Amount $115,427.50 $115,850.00 $134,470.00 $151,935.50 Rank Wyndale Paving Co. Ltd. D. Crupi & Sons Limited Royalcrest Paving & Contracting Ltd. Serve Construction Ltd. $115,427.50 $115,850.00 $134,470.00 $151,935.50 1 2 3 4 REFERENCES: All references for both Wyndale Paving Co. Ltd. and D. Crupi & Sons Limited were contacted. All three references for Wyndale gave a positive reference for past work completed. One reference for Crupi gave a positive reference for past work completed, one was on holidays and the third, the wrong number was listed. SUMMARY AND RECOMMENDATION: The low quotation, net of GST, is Wyndale Paving Co. Ltd. at a price of $115,427.50. Based on the City's budget of $100,000.00 we presume that this minor additional amount will not pose a problem with respect to award of this project. Based on the quotation results and reference checks, we recommend that the City award this project to the low bidder, Wyndale Paving Co. Ltd. Should you have any further questions, comments or requests pertaining to this matter please contact the undersigned. Yours truly, SABOURIN KIMBLE & ASSOCIATES LTD. ~ .~JuV" per Richard Sabourin, P.Eng. RTSlrms cc City of Pickering, Attn: Ms. Barbara Tran City of Pickering, Attn: Mr. Stephen Reynolds REPORT TO EXECUTIVE COMMITTEE Report Number: OES 35-07 Date: September 10, 2007 From: Everett Buntsma Director, Operations & Emergency Services Subject: Lease Agreements Lease No.: 614201-1 - Don Beer Memorial Park - Lease No.: 614658-1 - Brougham Community Centre - Lease No.: 614280-2 - Museum Lease No.: 614725-1 - Brougham Parkette - File: A-2130-001-07 Recommendation: 1. That Report OES 35-07 be received by Council; and that 2. That the Mayor and the Clerk be authorized to execute lease agreements between the City and Her Majesty the Queen in Right of Canada respecting the above Lease Agreements for the term from February 1, 2007 to January 31, 2012 that is in the form and substance acceptable to the Director, Operations & Emergency Services and the City Solicitor. Executive Summary: Transport Canada are requesting the City of Pickering to approve new lease agreements for the above properties. These properties, which are currently occupied by the City of Pickering, are part of lands expropriated by the Federal Government for the purpose of an airport. These agreements expired in February 2007 and new Lease Agreements for these properties have been recently received for approval. Financial Implications: 2007 - 2012 Current Budget Parks Maintenance - $12,000 per year (estimate) Facility Utility & Maintenance Costs - $10,000 per year (estimate) Rental per annum per property - $10 plus GST. Report OES 35-07 September 10,2007 Page 2 Subject: Lease Agreements 1 1 Sustainability Implications: The continued use of these properties allow the City and volunteer organizations to continue to encourage the development of active, healthy lifestyles through the provision of high quality recreational and cultural opportunities. Background: The City currently occupies these premises under written Leases which expired in February 2007. The new Leases, for a further five (5) year term, from February 1,2007 to January 31,2012, is similar in all material respects to the existing Leases. The annual rent for each property is ten dollars ($10.00). The Director, Operations & Emergency Services, Division Head, Culture & Recreation and Division Head, Municipal Property & Engineering recommend that new Lease Agreements be initiated with Transport Canada. Attachments: Not applicable. ,- c SR:lg Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Co n il CORP0227-07/01 revised REPORT TO EXECUTIVE COMMITTEE Report Number: CS 34-07 Date: September 10, 2007 From: Gillis A. Paterson Director, Corporate SeNices & Treasurer Subject: Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Recommendation: That Report CS 34-07 of the Director, Corporate SeNices & Treasurer regarding Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals be received for information. Executive Summary: Council approved the Purchasing Policy on November 5, 2001 which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. This report covers the second quarter ended June 30, 2007. Also included for the information of Council are those projects that were undertaken with the approval of the Chief Administrative Officer (CAO) as provided for in the Policy. Financial Implications: Not applicable Sustainability Implications: The City purchased two (2) Hybrid SUV Vehicles to be used by Municipal Property & Engineering. Within the Durham Region Co-operative Duplicating Paper contract, the City has multiple choices available in the purchase of paper products that are manufactured utilizing environmentally responsible processes. Some examples are: . duplicating paper comprised of 100% post consumer waste . "EcoLogo" certified paper products . chlorine free manufacturing process . Forest Stewardship Council (FSC) certified fibre. . manufactured paper products using biogas energy Report CS 34-07 Date: September 10, 2007 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Page 2 1 3 The Sustainable Neighbourhood Plan, Floodplain analysis and design proposals for the Civic Complex Courtyard and Esplanade Park were also approved. Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. The City's Purchasing Policy (PUR 10) 04.04 requires that informal quotations be obtained if possible for purchases between $5,400 and $27,000 and shall be so documented. Section 04.09 stipulates that where the policy has not been followed, the CAO may provide the approval of the requisite spending authority, based upon a written explanation by the Department Head, and subject to the Treasurer's approval of the funding. Council must be advised of any such approvals. Information on these approvals can be found in the second part of this report. Formal Quotations Summary April 1 ,2007 to June 31,2007 PST Included / GST Extra (unless stated otherwise) Walkway & Morality Lighting - various 0-12-2007 locations $56,132.00 Work in progress April 23, 2007 Vendor: Zuron Construction Inc. 0-14-2007 Road Reconstruction on Trellis Court $72,794.15 Complete Ma 28, 2007 Vendor: Di -Con International Ltd. 0-20-2007 Brands Court & Helen Cres. Asphalt $45,760.00 May 18, 2007 Overlay Complete Vendor: Furfari Pavin Co. Ltd. 0-22-2007 Boardwalk Repairs at Beachfront Park $27,065.00 April 18, 2007 Vendor: Forest Fence & Deck Complete Com an Ltd. 0-23-2007 Tractor $35,629.20 Received A ril 24, 2007 Vendor: Hutchinson Farm E ui ment 0-25-2007 Supply & Place Overlay Asphalt-Finch $46,565.00 Work to start week Avenue June 8, 2007 Vendor: Mo al Construction Limited of August 7, 2007 Supply Material/Services for Pavement 0-26-2007 Markings Applications. $21,799.65 Ongoing June 6, 2007 Vendor: K.D.N. Pavement Markings Ltd. Report CS 34-07 Formal Quotations - Quarterly Report and . Chief Administrative Officer Approvals ----1-4 Date: September 10, 2007 Page 3 0-27-2007 April 23, 2007 0-28-2007 Ma 18, 2007 0-32-2007 June 13, 2007 0-38-2007 June 21, 2007 0-39-2007 May 25,2007 0-40-2007 June 19, 2007 0-41-2007 June 6, 2007 T -220-2006 May 1 , 2007 02007-1 April 12, 2007 Goose Control and Egg Oiling Program Vendor: Hawkeye Bird Control (Egg Oiling Program) Bright Wings (Goose Control Program) Two (2) Ford Escape Hybrid SUV's Vendor: Formula Ford Sales Supply & Delivery of LCD Displays & PCs Vendor: Thin Technolo ies Supply, Install & Commission Ammonia Compressor - Delaney Rink Supply & Installation of Teknion Expansion Office Furniture for Firehall 5 Addition Vendor: SCllnteriors Stump Removal, Supply, Delivery & Planting of Trees Vendor: Cressman Tree Maintenance Two (2) Pickup trucks Vendor: Donwa Ford Sales Cooperative tender for Supply, Retreading, Repair & Disposal of Tires & Tubes Host: Region of Durham Participants: Region of Durham, Oshawa, Clarington, Whitby, Pickering, Ajax First year of a five year contract May, 1, 2007 to Apr. 30, 2008 Vendor: Tirecraft/Attersle Tire Cooperative tender for Supply and/or Delivery of Various Aggregates Host: Municipality of Clarington Participants: Region of Durham, Oshawa, Ajax, Pickering, Clarington One year only April 1 , 2007 to March 31, 2008 Vendor: T.H. Fors he Haula e Egg Oiling Program - $2,380.00 Goose Control Program $14,400.00 GST Extra $68,212.80 $9,325.12, $24,960.00 $53,797.26 $20,790.00 $65,804.40 Egg Oiling Program Year 1 from April 16 to June 22 Goose Control Program Year 1 from April 23 to August 3 Expected delivery Au ust 30, 2007 Received Installation to be completed by Au ust 31,2007 Scheduled for installation July 9, 2007 On going work Expected delivery Au ust 8, 2007 Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating costs in 2007 and prices 2008 Report CS 34-07 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Reference No. Award Date [)E)$cription Cooperative Tender for Catch Basin Cleaning Services Host: Region of Durham Participants: Region of Durham, Q-207-2006 Uxbridge, Clarington, Pickering, Brock April 10, 2007 and Scugog First year of a three year contract May 1, 2007 to April 30, 2008 Vendor: Superior Catch basin Service Ltd. Cooperative Tender for Supply & Delivery of Duplicating Paper and Coverstock Host: Town of Whitby Participants: Region of Durham, Clarington, Whitby, Lakeridge Health, Brock, Uxbridge, Durham Board of Ed; Scugog, Ajax, Durham Non-profit Housing, Durham College, Oshawa, Pickering Second year of a three year contract March 1, 2007 to Feb. 28, 2008 Vendor: Buntin Reid Cooperative Request for Proposal for Supply & Delivery Janitorial and Sanitary Paper Supplies RFP-2007-1 Host: Municipality of Clarington June 29,2007 Participants: Whitby, Clarington, Pickering Year 1: July 1, 2007 to June 2008 .. Vendor: Swish Maintenance Cooperative Tender for Office Supplies and Printer Toner Products Host: Region of Durham Participants: Region of Durham, Ajax, T -329-2006 Pickering, Durham Housing Co-op, June 28, 2007 Whitby, Oshawa, Clarington, Uxbridge, Scugog Year 1: July 1, 2007 to June 2008 Vendor: Corporate Express Canada Inc. W01-2006 April 1, 2007 Date: September 10, 2007 Page 4 1 5 Award ..~I~ .. .... Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating cost in 2007 and prices 2008 Report CS 34-07 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals 1 6 Date: September 10, 2007 Page 5 Chief Administrative Officer Approvals July 24, 2007 July 11 , 2007 July 11, 2007 June 14, 2007 Security Cameras Don Beer Arena - Checkpoint Communications Pickering Civic Complex Humidification Systems Replacement for Air Handling Units - Totten Simms Hubicki (TSH)- Consultant for Mechanical specifications and desi n Pickering Civic Complex - Additional Security Cameras - Checkpoint Communications Cosburn Giberson Landscape- Pickering Civic Complex-Design proposal for renovations to the Civic Complex Courtyard ($15,500); & Master Plan for the Esplanade Park $7,500 . $20,000 $18,925 $20,000 $23,000 Checkpoint Communications have installed security systems and cameras at the Pickering Civic Complex, Pickering Recreation Complex, East Shore Community Centre and Petticoat Creek Community Centre. Approval to proceed with installation at Don Beer arena will ensure an integrated system and avoid potential performance, configuration, reliabilit and warran issues. TSH is preparing specifications in order for the City to prepare a Request for Quotations to undertake the replacement of the air handling units in the Civic Complex in October. Checkpoint Communications have provided security cameras for the Civic Complex and other facilities in past years. This is in reference to approval to install additional cameras in the Civic Complex. Approval based on their expertise and past work for the Civic Complex and Esplanade Park. Report CS 34-07 Date: September 10, 2007 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Page 6 1 7 May 14, Marshall Macklin 2007 Monaghan to conduct a Floodline Analysis - Pine Creek - Town Centre West The initial floodplain map for this area was prepared by TRCA. The TRCA map was further analyzed by the Engineering firm AM Candaras) retained by Home Depot and a revised floodplain map was generated and approved by TRCA with removed most of the Home Depot lands from the floodplain. However, the revised mapping still identified a significant amount of land within the Town Centre West development area as falling within the floodplain. Marshall Macklin Monaghan (MMM) is currently working for the City on the Frenchman's Bay which includes the Pine Creek watershed. MMM is able to use information already collected to undertake the additional floodplain analysis, and the Master Plan project will benefit from the additional analysis conducted on the sector of Pine Creek. To assist with plain language editing, messaging and promotion of the Sustainable Neighbourhood Plan. Ms. Campsie has the unique background in both planning and writing. May 2, Hammersmith $15,000 2007 Communications - Phillippa Campsie- Sustainable Neighbourhood Plan Pro'ect. Attachments: Not applicable Report CS 34-07 Date: September 10, 2007 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals 1 Q IV Page 7 Approved I Endorsed By: Vera A. Felgem cher Manager, Supply & Services C.P.P., CPPO, CPPB, C.P.M., CMM III ~~~~ Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Counci 1 N REPORT TO EXECUTIVE COMMITTEE Report Number: CS 35-07 Date: September 10, 2007 1 9 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Establishment of Marshall Farms Neighbourhood Watch. Recommendation: 1. That the letter from the Durham Regional Police Service dated July 23, 2007 endorsing the establishment of the Marshall Farms Neighbourhood Watch, be received; and 2. That the Council of the Corporation of the City of Pickering hereby endorse the Marshall Farms Neighbourhood Watch and approves the installation of Neighbourhood Watch signs at the entrances to the subject area. Executive Summary: To endorse the establishment of the Marshall Farms Neighbourhood Watch and to direct staff to erect the Neighbourhood Watch signs at the entrances to the subject areas. Financial Implications: None Sustainability Implications: A community service, such as Neighbourhood Watch within the City of Pickering is an integral part of a sustainable community in the areas of a healthy society and healthy community. Background: Please find attached to this report a letter from the Durham Regional Police Service dated July 23, 2007 advising of their endorsement of the Marshall Farms Area Neighbourhood Watch. A map of the areas served for this Neighbourhood Watch location is attached to the letter from the Durham Regional Police Service. Report CS 35-07 Date: September 10, 2007 Subject: Establishment of Marshall Farms Neighbourhood Page 2 2 ratch By endorsing this Neighbourhood Watch request, Council is giving permission to the installation of six signs to be placed at the entrances to the subject area. The Neighbourhood Watch will purchase the signs, however, City staff will undertake the installation. Attachment: 1. Correspondence from Durham Regional Police Service Prepared By: Approved/Endorsed By: ~~ Debi A. Bentley City Clerk .... ~4~Q---' Gillis A. Paterson Director, Corporate Services & Treasurer ._-,~ DB:lb Attachment Copy: Chief Administrative Officer Director, Operations & Emergency Services Recommended for the consideration of Pickering City C iI "'" DURHAM REGIONAL p~ TO REPORT # .if..:} Leaders in Community Safety 605 ROSSLAND ROAD EAST, WHITBY, ONTARIO, L 1N OB8 Oshawa (905) 579-1520 1-888-579-1520 Toronto (905) 683-9100 Fax (905) 721-4291 2 1 . Mike Ewles - Chief of Police · Chuck Mercier - Deputy Chief of Police Monday, July 23, 2007 r7~~ Ms. Debi Bentley, Clerk City of Pickering, I The Esplanade PICKERING, Ontario L1 V 6K7 CLERK'S DIVISION To the Governing Municipal Body: RE: THE IMPLEMENT A TION OF A COMMUNITY NEIGHBOURHOOD WA TCH "Marshall Farms Nei2hbourhood Watch. Pickerio2" Through the implementation of Crime Prevention Programs, dedicated community volunteers work with police to help reduce crime in their communities. One such "Citizen Involved" Crime Prevention Program is Neighbourhood Watch. It is a program which employs an elegantly simple technique of"neighbours looking out for neighbours" to reduce threats of crime against potential victims. This letter is to introduce you to a group of concerned citizens who want to be involved in this program. Through persistence, devotion and hard work, these people have made an honourable effort to form a Neighbourhood Watch within their community. They have met all criteria as set out in the Durham Regional Police Service's "Neighbourhood Watch Guidelines" and have received a commitment from their fellow neighbours of at least 75% participation. In so doing, they have demonstrated their understanding that Crime Prevention is not just a job for a few professionals. Rather, the attitude and involvement of these citizens proves their genuine concern to work together to make our community a better place to live. The Durham Regional Police Service endorses this new organization as an official Community Neighbourhood Watch. It is recommended that they be granted permission to erect approved Neighbourhood Watch signs in their area as a crime deterrent. Cc: Councillors Bill McLean and Doug Dickerson Ms. Shawna Mutton, Coordinator, Community Capacity Building Insp. Jim Douglass, DRPS Ajax-Pickering S/Sgt Mitch Colling, DRPS Ajax-Pickering Cst. Paul Hawrychuk, DRPS Ajax-Pickering .'~ - --1 ,J f',"1 ( i i::;.( ,_ '0>< , "':;.:,' I ,'- ,-/ I ,,,", 'rn,,~; ,\ JSi.t~t,~; I~J,1 s ~' ((iA,:;,i:) CD. GUt J \{)\ { 1'<:1./\ \AJO'='I el') r --e U7'(Yl r(\ e V'\CI ) to - r 1 V'\~r ,~", <:: 0 ;,1 , i' i L '--"'" , ,:-.. - ,.-I ~_ I ,-_- - i ~ 125 125 1276 1250 125 1278 1248 124 1280 1246 12< ROAD 12L 1242 124 :t> 1240 III 12 III m -< 121 121 ;:0 122< 0 :t> 0 1277 1117 1279 GLEN ~ l. o.S (d" bCLWdcuue5 1 " 7-~' N (}"\-eS " ji Lf-? ~l oct~ Co-pJ~ti (l ~.-LL_~ (, L 11 121 111/1 0 l"o: j ~ 1102 MAPLE I IT02 1098 ---- o <( o IT: W X o W f- oe( (j 1041' 1037 1122 1120 1118 ~Sl 11 1'6 ~ 1113 1033 J031 -- 11 f5 1114 RA VINE REPORT TO EXECUTIVE COMMITTEE Report Number: CS 39-07 Date: September 10, 2007 23 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Cash Position Report as at June 30, 2007 Recommendation: That Report CS 39-07 of the Director, Corporate Services & Treasurer regarding Cash Position as at June 30,2007 be received for information. Executive Summary: The attached schedules provide the City of Pickering's cash position, continuity of taxes receivable, outstanding investments, development charges collected and other development contribution information for the six months ended June 30,2007. Financial Implications: The cash position of the Corporation for six months ended June 30, 2007 was a net increase in cash of $5,451,917 to $8,256,520. Sources of Funds totalled $101,697,013 and Uses of Funds totalled $96,245,095. Sustainability Implications: sustainability. This report contains no information in regards to Background: This report presents a six-month period of activity ending June 30, 2007. The discussion below describes the purpose and the information contained in each of the attached schedules. Statement of Cash Position: Attachment 1 reflects the sources and uses of funds for the first half of 2007. Subcategories have been identified to highlight those cash transactions that are significant in nature or large dollar value transactions for the City of Pickering. This schedule summarizes the increase in cash of $5,451,917 over the first six months. The 2007 mid-year balance is approximately $4,377,000 more than 2006. However, year to year periodical comparisons may not be useful due to timing of receipts and disbursements. Mid-year cash balances and future revenues are set to meet the cash requirements for the second half of 2007. The positive net cash balance shows the City is in a sound financial position vis-a vis the 2007 budget. Report CS 39-07 Date: September 10, 2007 . Cash Position Report as at June 30,2007 2~ Page 2 Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions from January 1 to June 30, 2007 and provides the outstanding taxes receivable as at June 30, 2007. This balance represents all three levels of taxes billed, such as City, Region and School Boards. This has increased over the past several years but may vary where due dates and amounts for supplementary billings change from year to year. Current year's taxes receivable of $56.0 million is approximately 43.7% of the $128.2 million total taxes billed as at June 30, 2007. This percentage is comparatively high as a large portion of the current year's taxes due on July 11, 2007 are reported as outstanding as at June 30, 2007. Of the total outstanding $63.9 million taxes receivable, $56.0 million or 87.6% are from the current year and $7.9 million or 12.4% are from prior years. The prior years' receivable has increased over the years as municipal budgetary requirements have translated into higher taxes billed which in turn resulted to an increase in property taxes receivable. Outstandino Investments: Attachment 3 reflects the short-term and long-term investments for both the Current Fund and the Reserve Funds outstanding as at June 30, 2007. There has been a steady increase in investments over the past few years primarily as a result of funds that are on hand due to pending assessment appeals and the timing of the collection and remittance of development charges and supplementary taxes. Total investment portfolio as at June 30, 2007 is $53.8 million with $4.8 million coming from internal loans and $49.0 million from general investments. Development Charoes Collected: Attachment 4 indicates the total development charges for the City, Region and School Boards, as the City is responsible for collecting development charges on behalf of all levels of government. The total amount collected of $1,686,928 agrees with the balance indicated under Sources of Funds on Attachment 1. However the remittance of development charges to the Region and School Boards indicated under the Use of Funds is different than the total collected on Attachment 4. This variance is a result of timing differences because payments to the Region and School Boards are due 25 days following the month collected. Development charges collected in the first six months of 2007 is approximately $463,000 higher than the amount collected over the same period in 2006. Other Development Contributions: Attachment 5 is provided to show other significant development contributions that have been received. The balance of the tables shows multi year receipts. The first half of 2007 collections of the City portion of development charges are up over the same period from 2003 to 2006. However, the 287 building permits issued for the first six months up to June 30, 2007 is almost the same with the 291 permits issued during the same period last year. Report CS 39-07 Date: September 10, 2007 Cash Position Report as at June 30, 2007 Page 3 25 Attachments: 1 . Statement of Cash Position 2. Continuity of Taxes Receivable 3. Outstanding Investments 4. Statement of Development Charges Collected 5. Other Development Contributions 6. City Portion of Development Charges Collected 2003 - 2007 7. Building Permits Issued 2000 - 2007 8. City Portion of Development Charges Collected 1991-2007 Prepared By: Approved I Endorsed By: ~r'.~ Dennis P. Arboleda Supervisor, Accounting Services ~ ....~~~. Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit ncil " 07 26 ATTACHMENT#-L. TO REPORT#..c.s:.31' tJ7 City of Pickering Cash Position Statement for six months ending June 30, 2007 Sources of Funds: Accounts Receivable collected $ 687,788 Development charges collected 1,686,928 Operating 13,468,555 Grants-in-lieu: Federal 772,074 Provincial 513,535 Ontario enterprises 3,587,689 Municipal enterprises 599,703 Linear Properties 331,646 Federal specific grants 4,248 Ontario specific grants 1,421,301 Interest Income 1,557,751 Sale of land - Tax payments received 77,055,200 POA Revenue 10,595 Total $ 101,697,013 Use of Funds: Operating and Capital Expenditures $ 21,625,762 Payroll 14,537,463 Region Levy 37,404,110 Regional portion of Dev. Charges 860,970 School Board Levies 20,731,217 School Board portion of Dev. Charges 75,163 Debenture payment to Region 1,010,411 APT A Funding - Total $ 96,245,096 Net Cash Increase (Decrease) $ 5,451,917 FINANCIAL POSITION Bank Balance Net Cash Bank Balance January 1, 2007 Provided (Used) June 30, 2007 Current Fund $ 2,804,603 $ 5,451,917 $ 8,256,520 TOTAL $ 2,804,603 $ 5,451,917 $ 8,256,520 Note: Includes City, Region and School Boards C'I .!!! l"- e: .a 0 "i: C'CS 0 ~ > N U "ii) 0 a: u ('I) CI) CI) - a: e: 0 VI :::J >- CI) .., :!:: >< C'I 0 C'CS ~ e: - "C 0 e: >- CI) :!:: VI :::J .c e: - :;:: e: 0 e: E 0 0 >< '0 ... 0 - ATTACHMENT #4- TOREPORT#.L5 3t{-() 7 C\l Ol C') C\l Ol 0 ,... co C\l C\l V Ol C') Ol C\l CXl 0 Q ...... Q) 0 co Ol CXl ...... q ,... C\J.. co Q :s Ol- C') cr) cD U'i l!) C\l- co M 0 ra CXl 0 ,... C') CXl co C\l ...... Q) > Ol ,... l!) C') "l C\l 0 C\l CIO (') 'Qj (,It U'i cr) ,... C\l- M c u l!) co ::I Q) "") a: '0 - ---- mcYl roco mm c;;- UI ,... CXl C ... co ,... ...... ...... v ,... 0 CXl Q) ell C CXl q co v ,... CXl l!) ...... .... 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S . . . 8 8 ~ 0 "' "' "' 0 0 0 0 g "' "' "' 0 0 8 8 0 0 8 It) It) It) "' "' "' ~ N M "' "' ,..-I ,..-I 32 '""0 CL) ~ 00 00 ~ 00 ~ · l""""1 S ~ CL) ~ 00 ~ · l""""1 '""0 ~ · l""""1 ~ ~ ~ "s t'-t O~ Oz C'lt "- o ~ CL) ~ ~ ~ I o o o C'l ATTACHIV/ENT if -..1--.. / V V V v l/ v / V I~ '\ \ \ ~ '" "'- t> / V 0000000000000000000 o~o~o~o~o~o~o~o~o~ ~~~~~~~~~~~~~MM~~ # cS3Q"-o7 ~.....= o ~ ~ o~ M ~-= 0:: ~ OM M ~.....= o ~ ~ O~ M ~ o o M ~ o o M ~ o o M M o o M ~ o o M o o o M "'0 (l) ~ u (l) ~ ~ o ~U o r/j t'- ~ (l) 0 o blJo ..0 a C'I ~ ~ I ~u....., ~~O\ ~ ~ 0\ .~ (l) ~ u S ~ o ~ (l) ;> (1.) Q ATTACHMENT #_.E_. ~3lf;o7 33 = o ~ o ~ a ..... u t 8 2 g 8 8 8 8 Q Q Q Q Q Q Q Q 8 ~ ~ ~ ~ ~ ~ ~ ~ -.:f ~ ~ ('f ~ ~ ~ <~ ? ~ -?~~ ~~ .I<f> ? '/ ~ ~C' L-~ ~C' ~ ~C' ca ~C' ~ ~C' %~ ? ~ ~ ~~ ~ ~ ..!I~ ~ ~~ ~ L-~ ~ ~ '/ ~ ~ 'i& Q ~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 40-07 Date: September 10, 2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2007 Final Tax Due Dates for Commercial, Industrial and Multi- Residential Realty Tax Classes Recommendation: 1. That Report CS 40-07 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to issue the final 2007 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of October 12th, 2007; 3. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Executive Summary: Adoption of the above recommendations and passing the attached By-law provides for the final 2007 tax billing for non-residential tax classes (commercial, industrial and multi-residential). During the last few years, the City has billed the final non-residential taxes separately mainly due to the additional steps that are required as a result of the capping legislation. Financial Implications: The attached By-law is for the final billing of 2007 property taxes for commercial, industrial and multi-residential properties. This billing of final property taxes will raise approximately $20.8 million for the City, Durham Region and School Boards. Tax bills for the Residential tax classes were mailed on June 20,2007 with due dates of July 11th and September 2ih. Report CS 40-07 Date: September 10, 2007 Subject: 2007 Final Tax Due Dates for Commercial, Industrial and Multi- Residential Realty Tax Classes Page 2 35 Sustainability Implications: Passing the attached By-law will allow the City to obtain the funds required to maintain its financial sustainability objectives as provided for in the 2007 Current Budget. It also provides for the raising of property taxes for the Region of Durham and the school boards. Background: In 1998, the Province introduced Current Value Assessment or CV A on a Province wide basis to replace the old patch quilt system (throughout the Province) where each municipality used a different base year for assessment purposes. The end result of CV A was the fact that some business were experiencing property tax increases well above 100%. To reduce the property tax increases, the Province introduced capping legislation in 1998. The City of Pickering will soon be in a position to issue the final 2007 property tax bills in accordance with the capping provisions of Bill 140, Continued Protection for Property Taxpayers Act, passed by the Province on December 4, 2000 and implemented through various Regulations. (Bill 140 replaced the original capping legislation of Bill 79 introduced and approved in 1998). This legislation was put in place to limit assessment reform related increases to 5% per year on commercial, industrial and multi-residential properties. Under this legislation, property owners facing increases due to property assessment reform had their increases "capped" (reduced). Conversely, those properties experiencing decreases were limited to that permitted under the legislation. This meant that taxes have to be "clawed back" from those experiencing decreases to fund the loss of revenue resulting from the capped increases. The funding of the capping protection is "paid for" on a Region wide basis. The Region of Durham acts like a banker in this process. In other words, the total cost of the capping protection for example, the commercial tax class is paid for by the other commercial properties throughout the Region by having a portion of their related property tax decrease withheld (clawed back). As part of the Region wide process, the City of Pickering uses a Provincial database program called "Online Property Tax Analysis" (OPT A) to verify non-residential assessment data. Every municipality within Durham Region uses the OPT A system. Assessment Review Board decisions and Minutes of Settlement decisions have been incorporated into the capping calculations up to the cut-off date of May 1st, 2007. Bill 83 - Leaislative Chanaes to Cappina Leaislation In 2004, the Province passed Bill 83 (An Act to Implement Budget Measures), which provided for various optional tax tools that could be used for the non-residential tax class. In a two tier municipal government structure, the upper tier has the option to select all or some of the tax tools. These tax tools consisted of the following options: 1. The assessment related increase cap was increased from 5% to 10%. Report CS 40-07 Date: September 10, 2007 . Subject: 2007 Final Tax Due Dates for Commercial, Industrial and Multi- 'I . 36 Residential Realty Tax Classes Page 3 2. Minimum annual threshold increase of 5% of total CV A property taxation. 3. A "billing" threshold be established whereby a property who is within the $250 of its CVA based taxation would be required to pay its full CVA property taxes. 4. Properties that fall within the "New Construction" category will now have their property taxes phased-in to full CV A BY 2008. For 2007, the minimum rate for New Construction properties is 90%. The purpose of these tax tools is to accelerate the movement of non-residential taxpayers to full CV A taxes (where taxes are calculated using Current Value Assessment multiplied by the corresponding tax rate). The Region of Durham adopted all of the tax tools referenced above. In 2007, the City of Pickering issued an interim tax bill to all property owners in all tax classes with two instalment dates of February 27th and April 27th. Final Residential tax bills were mailed on June 20, 2007. The proposed final instalment due date of October 12th for all properties in the Non-Residential tax classes, provides these tax classes with some additional time to pay their tax bill. Table One below illustrates the final billing due dates for the non-residential tax classes from 2000 to 2007. Table One Non-Residential Final Billing Dates Year Number of Instalments One One One One One One One One Date 2000 2001 2002 2003 2004 2005 2006 2007 October 13, 2000 October 29,2001 October 29,2002 October 15, 2003 October 15, 2004 October 14, 2005 October 13, 2006 October 12, 2007 As Table One indicates, the proposed 2007 final due date closely follows the pattern established since 2000. The one instalment due date will assist the City in managing its cash flow. Attachments: 1. By-law to Establish the 2007 Final Tax Instalments and Due Date for the Commercial, Industrial and Multi-Residential Tax Classes. Report CS 40-07 Date: September 10, 2007 Subject: 2007 Final Tax Due Dates for Commercial, Industrial and Multi- Residential Realty Tax Classes Page 4 37 Prepared By: Approved I Endorsed By: ,~ ~ - -, Stan Karwowski Manager, Finance & Taxation ~. ./ ~:-":..:.-=.: d'_'.'~~~ ~;? C"~ ::s" . Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit Coun . II THE CORPORATION OF THE CITY OF PICKERING 38 BY-LAW NO. Being a By-law of The Corporation of the City of Pickering to Establish the 2007 Final Property Taxes and Due Date for the Commercial, Industrial and Multi-Residential Tax Classes. WHEREAS it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.o. 2001, c.25 as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, WHEREAS the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, WHEREAS it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.o. 2001, c.25, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering. WHEREAS the Regional Municipality of Durham has passed By-law No. 36-2007 to establish tax ratios and By-law No. 35-2007 to adopt estimates of all sums required by The Regional Municipality of Durham for the purposes of the Durham Region Transit Commission and By-law No. 34-2007 to set and levy rates of taxation for Regional Solid Waste Management and By-law No. 33-2007 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, WHEREAS it is necessary for the Council of The Corporation of the City of Pickering pursuant to the Municipal Act, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering for the current year; and, WHEREAS an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law No. 6721-07) before the adoption of the estimates for the current year; and, WHEREAS sub section 342 (2) of the Municipal Act, 2001, S.O. 2001, c.25 as amended, permits the issuance of separate tax bills for separate classes of real property for year 2007. NOW THEREFORE THE COUNCil OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOllOWS: 1. For the year 2007, The Corporation of the City of Pickering (the "City") shall levy upon all Property Classes (Residential, Commercial, Industrial and Multi- residential) as set out in By-law No. 6782/07 of Schedule A, the rates of taxation, for the City of Pickering, the Region of Durham and for Education purposes on the current value assessment as also set out in Schedule A of By-law No. 2. 6782/07. Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 39 3. The levy provided for shall be reduced by the amount of the interim levy for 2007. 4. The 2007 final tax calculations for the industrial, commercial and multi-residential realty tax classes is based on the "cut-off" date of May 1,2007. 5. The decrease retained percentage for the realty class is outlined below: Multi residential Commercial Industrial 93.670% 23.2970% 69.7644% 6. The 2007 taxes owed for the commercial, industrial and multi-residential assessed properties shall be due in one instalment on October 12 2007, or as adjusted by the Treasurer. 7. Except in the case of taxes payable under Section 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31 , as amended, the percentage charge as a penalty for non-payment of taxes and monies payable as taxes shall be added to every tax or assessment, rent or rate of any installment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25 as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or installments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, 8.0. c.25 as amended. 8. If any section or portion of this By-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By-law continue in force and effect. 9. Taxes shall be payable to the Treasurer, City of Pickering. 10. This By-law comes into force on the date of its final passing. BY-LAW read a first, second and third time and finally passed this 1 ylh day of September 2007. David Ryan, Mayor Debi Bentley, City Clerk REPORT TO EXECUTIVE COMMITTEE 40 Report Number: CS 41-07 Date: September 10, 2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Recommendation: 1. That Report CS 41-07 of the Director, Corporate Services & Treasurer be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: Not Applicable Financial Implications: If approved, the write-off of taxes as contained in this report represents a gross cost of $42,760.21 with a net cost to the City of approximately $10,337.00, the balance being charged back to the Region of Durham and the School Boards. Pickering's share of the costs will be charged to the 2007 Current Budget allocation under General Government - Provision for Uncollectable Taxes. The 2007 budget provision is $277,000 and $36,994.44 including the above has been spent to date. Sustainability Implications: implications. This report does not contain any sustainability Background: The Municipal Act provides the Treasurer with various tax tools regarding the administration and collection of property taxes. Under the provisions of the new Municipal Act, 2001, as amended, Section 357 of the Act provides for the reduction of taxes due to fire, demolition, exemption, assessment change or error and the tax reduction is applicable to the current year only. Section 358 of the new Municipal Act, 2001, allows for the reduction of taxes due to assessment error and this section can be applied to property taxes for the two preceding years. Report CS 41-07 Date: September 10, 2007 Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Page 2 41 Attachment 1 represents properties that are classified as taxable. Two properties reflect "no change" or reduction in their property taxes. This change is shown as having zeros in the corresponding columns. Municipal Property Assessment Corporation or MPAC staff have investigated each assessment reduction request. After completing their investigation, they have reached the conclusion that the property does not warrant a reduction in assessment and therefore, an adjustment in property taxes. In some situations, the demolished structure was less than pristine condition, and demolishing the structure did not reduce the property's assessment value. If the property owner does not agree with MPAC's recommendation, they have the right to appeal to the Assessment Review Board under subsection (7) of the Municipal Act, 2001. Attachment 2 represents properties that are classified as Payment in Lieu (PILS). Ten properties are owned by Region of York/Durham Region. The residential properties associated with the Duffin Creek Water Pollution Control Plant are now vacant, therefore resulting in exempt status as stated in Section 3 (9) of the Assessment Act. Change in realty tax class can translate into lower property taxes if the property went from industrial to commercial tax class or commercial to residential tax class. Demolitions, and other physical changes to a property, such as removing or filling in a swimming pool, or damage caused by fire result in a reduction in assessment and taxes. Attachments: 1. Section 357/358 Adjustment to Taxes - Taxable 2. Section 357/358 Adjustment to Taxes - Payment in Lieu Prepared By: Approved I Endorsed By: .-,~P/ ~~,_ Gillis A. 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Executive Summary: The City is mandated by the Province of Ontario to report on Performance Measures for specific key service areas. The collection and reporting of these measures is derived from the Financial Information Return filed by the City with the Ministry of Municipal Affairs and Housing. These measurements are being submitted and reported by the Treasurer under the direction of Provincial authority. Attached are the Municipal Performance Measurement Program (MPMP) results for 2006 together with a supplemental information package which will be provided on the City's website, a comparison to the 2005 Measures and a copy of the Public Notice that will appear in the News Advertiser at the end of September. Financial Implications: None Sustainability Implications: sustainability. This report contains no information pertaining to Background: Attachment 1 is the information mandated by the Province to be reported to the public by September 30, 2007. Comments pertaining to the compilation and interpretation of the data have been included to aid in the explanation and understanding of what is being reported. The Province has made provision for these comments and encourages their inclusion, as many municipalities do. Report CS 42-07 Date: September 10, 2007 Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Page 2 45 Even though this is the seventh year of Performance Measurement reporting, these measures continue to evolve with new ones being added as feedback from municipalities are received and are taken into consideration by the Province. In addition there are continual refinements to the way measures are defined and calculated, especially in the Parks and Recreation area, where the measures are new within the last three years of reporting. Municipalities also continue to improve on their methods for data collection in attempts to ensure consistency with reporting. This leads to improving the measures to better serve the interests of the public and municipal needs for evaluating the efficiency and effectiveness of the services we provide in the municipality. However I must still caution against municipality-to-municipality comparisons due to the fact no two municipalities are identical in their geography, rural vs. urban mix or the level of service. It will only be through continuing efforts, ongoing experience, further guidance from the Province and consistent reporting formulas that year-to-year comparisons within the municipality and across municipalities will become meaningful. For 2006, the transfer of Transit Services to the Region of Durham has increased the allocation of General Government program support costs to the City's other operating Divisions. This has had an impact on the 2006 costs used in the calculation of performance measures for the City's larger Divisions, such as Municipal Property & Engineering and Recreation Services and reduces the comparability of the 2006 measures to 2005. Attachment 2 provides a comparison of the results for the two years. The information will be posted on the City's website, as was the case in past years, and a notice to this effect will be included in the "Community Page" of the local newspaper, Attachment 3. The information will also be available to anyone wishing to pick it up at City Hall. Attachments: 1 . 2006 Provincial Performance Measurement Program - Public Reporting 2. Comparison of 2006 and 2005 Performance Measures 3. Public Notice to be included in the Community Page of the News Advertiser Report CS 42-07 Date: September 10, 2007 . Subject: Municipal Performance Measurement Program - Provincially 4 6 Mandated Public Reporting of Performance Measures Page 3 Prepared By: Approved I Endorsed By: ~~4- Dennis Arboleda Supervisor, Accounting Services >~y,,-- Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ATTACHMENT # L. TO REPORT # e<jJZJ. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 47 OVERVIEW As required by the Ontario Government's Municipal Performance Measures Program (MPMP), the Treasurer of the City of Pickering, as part of its 2006 Financial Information Return (FIR) package, has submitted financial and related service performance measurements to the Province. This program was announced in 2000 by the Ontario Government, which requires municipalities to collect and report data to the Province and the Public in the form of performance measurements on key service areas. The objective of the Province is: to enhance accountability by reporting to taxpayers; to increase taxpayer awareness; and, to improve service delivery by sharing best practices with comparable municipalities. As municipalities change and grow, its citizens expect to receive quality, cost effective services. Performance measurements are a means of benchmarking these services. The City is committed to refining and developing new methods of collecting data so as to have more efficient and effective benchmarking tools. The benefits of this program will improve as municipalities in conjunction with personnel of the Ontario Government's Municipal Performance Measurement Program work towards standardizing information collected in calculating the related measures which will ultimately allow for fairer comparisons from year to year and across municipalities. Each measure is also accompanied by comments regarding aspects of the measurements. The comments are an integral part in the interpretation of the performance measure results. These results should not be compared across municipalities without consideration of the comments that impact on interpreting and understanding the results. In addition, influencing factors in the collection of data or refinements while the measures are still evolving could affect the results and comparability of same year over year. For 2006, Transit Services were transferred to the Region of Durham therefore measures have not been reported upon as it is no longer a municipal responsibility. This transfer impacts the allocation of program support costs included in the 2006 performance measure costs for the City's larger divisions, such as Municipal Property & Engineering and Recreation Services, and reduces the comparability of the 2006 results to 2005. CITY OF PICKERING 4 8 YEAR 2006 PERFORMANCE MEASUREMENT REPORT GENERAL GOVERNMENT 1.1 OPERATING COSTS FOR GOVERNANCE AND CORPORATE MANAGEMENT 2006 10.00% Efficiency Measure Operating costs for governance and corporate management as a percentage of total municipal operating costs. 2005 6.50% Objective To determine the efficiency of municipal management. General Comments The following factors can influence the above results: . The extent that cost centers within municipalities directly relate to the functions included under the governance and corporate management categories. . The level of service provided to the corporation and the public. Detailed Comments Calculation of this measure includes governance, corporate management and related allocation from program support expenditures. The increase this year of 3.5% from prior year is attributed to the following: 1. Transfer of transit services to the Region in 2006 - This decreased the total municipal operating costs (denominator) thereby increasing the resulting efficiency measure, 2. Election year 2006 - Increase in operating costs from election related expenditures, and 3. Recovery of a large account receivable previously classified as uncollectible and other one time corporate costs also affected the computation of this measure. Since these costs are non-recurring year over year, the 2006 measure is not comparable to 2005. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 49 FIRE SERVICES 2.1 OPERATING COSTS FOR FIRE SERVICES 2006 2005 $1.19 $1.22* Efficiency Measure Operating costs for fire services per $1 ,000 of assessment. Objective Provide efficient municipal fire services. General Comments The following factors can influence the above results across municipalities: . Emergency response times . Number and location of fire halls . Urban/rural mix of properties as well as density of buildings . Geographic size of municipality Detailed Comments Assessment value does not necessarily correlate to operating cost for fire services. The higher the assessment value, the lower the cost per $1,000 assessment. Conversely the urban/rural mix of the community will affect the results as will the size and type of commercial/industrial establishments. Number of households, response time and urban/rural mix of the municipality are factors that determine the need for fire services not the property value. *The 2005 result has been restated to reflect a re-definition of costs used in the calculation to allow year over year comparability. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 50 ROAD SERVICES 4.1 OPERATING COSTS FOR PAVED ROADS 2006 2005 $700.44 $1,001.47 * Efficiency Measure Operating costs for paved (hard top) roads per lane kilometer. Objective Provide efficient maintenance of paved roads. General Comments The following factors can influence the above results across municipalities: . Use of the roads by heavy equipment. . The municipality's standard for road conditions in comparison with comparable municipalities. . Kilometres of paved roads in the municipality. . The allocation of operating costs used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Paved (hard top) roads include roads with asphalt, concrete and composite surfaces. The City of Pickering maintains separate accounts to track material costs related to roads. However, the costs for administration and other indirect costs have been allocated to the cost for paved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control The identified costs attributable to this function include employee wages & benefits, asphalt, program support, rental of heavy equipment and shoulder maintenance. There were less materials used for road repairs in 2006 compared to 2005 as fewer kilometers of roads required asphalt repairs in 2006 based on municipal standards. The City maintained 686 paved lane kilometers in 2006 and 751 kilometers in 2005. The 65 kilometers decrease is a result of data collection refinement when certain roads previously identified as three-lanes were reclassified to less lanes for the calculation. * The result for 2005 has been restated to provide a more meaningful comparison. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 51 ROAD SERVICES 4.2 OPERATING COSTS FOR UNPAVED ROADS 2006 2005 $3,879.91 $3,728.03 Efficiency Measure Operating costs for unpaved (loose top) roads per lane kilometre. Objective Provide efficient maintenance of unpaved roads. General Comments The following factors can influence the above results across municipalities: . Use of the roads by heavy equipment. . The kilometres of unpaved roads in the municipality in comparison with comparable municipalities. . Locations of the unpaved lanes. . The allocation of operating costs used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Unpaved (loose top) roads include roads with gravel, stone or other loose surface. The City of Pickering maintains separate accounts to track material costs related to roads. However, the cost for administration and other indirect costs have been allocated to the cost for unpaved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating cost of maintaining the City's unpaved roads includes employee wages & benefits, granular materials, administering calcium programs, program support, rental of heavy equipment, grading, wash out repair and shoulder maintenance. The City maintained 232 unpaved lane kilometers in 2006, 236 kilometers in 2005. A significant factor affecting rural road maintenance costs is traffic exiting the eastern terminus of Highway 407 and the effects of spring thaw. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 52 ROAD SERVICES 4.3 OPERATING COSTS FOR WINTER MAINTENANCE OF ROADS 2006 2005 $579.28 $1,365.88 * Efficiency Measure Operating costs for winter maintenance of roadways per lane kilometre maintained in winter. Objective Provide efficient winter control operation. General Comments The following factors can influence the above results: . The municipality's standard service levels for road conditions. . The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. . The allocation of operating costs used in the determination of the numerator when there is not a separate cost centre. Detailed Comments In 2004 the City of Pickering maintains a separate account to track material costs that were directly related to winter control. The costs for administration and other indirect costs have been allocated to the cost for winter control based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating cost of the City's winter control maintenance includes employee wages & benefits, salt, sand, program support, equipment rental, culvert thawing. The City maintained a total of 918 lane kilometers in 2006, 987 kilometers in 2005. The decrease in lane kilometers is a result of data collection refinement when certain roads previously identified as three-lanes were reclassified to less lanes for the calculation. The relatively low maintenance cost per lane kilometer was largely due to the mild winter experienced in 2006 resulting to lower response frequencies for snow and ice control. The City responded to 22 winter events in 2006 compared to 51 in 2005. A significant factor affecting winter maintenance costs is traffic exiting the eastern terminus of Highway 407. * The result for 2005 has been restated to provide a more meaningful comparison. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 53 ROAD SERVICES 4.4 CONDITION OF PAVED ROADS 2006 83.80% Effectiveness Measure Percentage of paved lane kilo metres where the condition is rated as good to very good. 2005 85.40% Objective Provide a paved lane system that has a pavement condition that meets municipal standards. General Comments The following factors can influence the above results: . The municipality's standard service levels for road conditions. . The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. . Amount of traffic. Detailed Comments The City's staff use their best estimates to establish the percentage of roads that are rated as good. The City's road patrols, the public and employees and the recent Roads Needs Study (2005 Update) are other sources providing feedback on road conditions. As existing roads are reconstructed and rehabilitated the rating will move up to a higher level. More roads system required repairs in 2005 compared to 2006. Roads are periodically monitored and evaluated against standards for proper repairs and maintenance. CITY OF PICKERING 54 YEAR 2006 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.5 WINTER EVENT RESPONSE 2006 2005 100% 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road maintenance standards. Objective Provide an appropriate response to winter events. General Comments The following factors can influence the above results: . The municipality's standard service levels for road conditions. . The frequency and severity of the winter weather. . The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. . Hours of Service regulations under the Highway Traffic Act. Detailed Comments Roads are cleaned and cleared within 24 hours of a snowfall when adequate resources are available in accordance with hours of service regulations. The City did not experience a winter event which staff was not able to meet or exceed road maintenance standards. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 55 STORM WATER MANAGEMENT 7.1 OPERATING COSTS FOR URBAN STORM WATER MANAGEMENT 2006 2005 $762.43 $576.48 * Efficiency Measure Operating costs for urban storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water system. General Comments The following factors can influence the efficiency rate of urban storm' water management: . The geography of the City . The extent and age of the drainage system . The inventory of pipes in the Municipality Detailed Comments This measure identifies direct costs such as contracted services and materials, storm pipe cleaning, flushing, video inspection, catch basin/manhole repairs, storm pipe repairs, cleaning of specialized oil and grit separators. Storm water management is increasingly important as the City continues to develop and intensify and pressures are put on watercourses and Frenchman's Bay. In 2006, the City contracted out some cleaning and flushing of existing sewers and catch basins to meet its service responsibilities which led to increased costs. The City maintained 298 kilometers of urban drainage system compared to 401 kilometers in 2005. This reduction results from the Province changing the formula to exclude connections from the total kilometers of urban drainage system. * The result for 2005 has been restated to provide a more meaningful comparison. CITY OF PICKERING 56 YEAR 2006 PERFORMANCE MEASUREMENT REPORT STORM WATER 7.2 OPERATING COSTS FOR RURAL STORM WATER MANAGEMENT 2006 $1,839.00 Efficiency Measure Operating costs for rural storm water management disposal) per kilometre of drainage system. 2005 $1,848.69 * (collection, treatment, and Objective Provide efficient storm water system. General Comments The following factors can influence the efficiency rate of urban storm water management: . The geography of the City, size and nature of the rural area. . Land erosion control. . The frequency and time devoted to the maintenance of the rural drainage system. Detailed Comments This measure includes Storm Water Management and the accounts were structured to more accurately identify direct costs such as contracted services and materials, storm canal dredging, culvert repairs and maintenance, ditching and other day to day maintenance measures. Storms water management is increasingly important as the City continues to develop and intensify and pressures are put on watercourses and Frenchman's Bay. The City maintained a total of 348 kilometers of rural drainage system in 2006 compared to 411 kilometers in 2005. This reduction results from the Province changing the formula to exclude connections from the total kilometers of urban drainage system. * The result for 2005 has been restated to provide a more meaningful comparison. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 57 PARKS AND RECREATION 10.1 OPERATING COST FOR PARKS PER PERSON 2006 2005 $30.19 $26.42 Efficiency Measure Operating costs for parks per parks person. Objective Provide efficient operations of parks. Detailed Comments The City efficiently maintains the parks on a daily basis in the summer. Grass is scheduled for cutting on a 5 to 10 day cycle so as to control growth and keep the park available and safe for public use at all times during the summer months. However, the grass cutting cycle is directly affected by the amount of precipitation received during this time. Total grounds maintenance cost increased in 2006 due to timely repairs and refurbishment of park facilities (tables, benches, bleachers, perimeter fences) and increased labor usage for effective park maintenance. CITY OF PICKERING 5 8YEAR 2006 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.2 OPERATING COSTS FOR RECREATION PROGRAM PER PERSON 2006 2005 $36.92 $36.32 Efficiency Measure Operating costs for recreation programs. Objective Provide efficient operation of recreation programs. Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for the operation of a broad range of recreation programs and activities. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 59 PARKS AND RECREATION 10.3 OPERATING COSTS FOR RECREATION FACILITIES PER PERSON 2006 2005 $65.05 $61.02 Efficiency Measure Operating costs for recreation facilities per person. Objective Provide efficient operation of the City's recreation facilities. Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for community recreational facilities. CITY OF PICKERING . . 6 0 YEAR 2006 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.4 OPERATING COSTS FOR PARKS, RECREATION PROGRAMS AND RECREATION FACILITIES PER PERSON 2006 $132.17 Efficiency Measure Operating costs for parks, recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's parks, programs and recreation facilities 2005 $123.76 Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for the operation of parks, recreation programs and facilities. The total cost is the total of the three preceding measures. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 61 PARKS AND RECREATION 10.5 TOTAL PARTICPANT HOURS FOR RECREATION PROGRAMS PER 1,000 PERSONS 2006 2005 14,740 HRS 14,487 HRS Effectiveness Measure Total participant hours for recreation programs per 1,000 persons. Objective Measure the effectiveness of programs provided by the City. Detailed Comments Total participant hours for every 1,000 person in the City, registered, drop-in and permitted recreation programs and activities was used in this calculation. Participant hours are based only on the number of active registrants or participants in a program. Hours for special events are not included in this measure. CITY OF PICKERING 62 t~~R 2006 PERFORMANCE MEASUREMENT REPORT , PARKS AND RECREATION 10.6 TOTAL KILOMETRES OF TRAILS AND TOTAL KILOMETRES OF TRAILS PER 1,000 PERSON 2006 2005 0.380 KM 0.371 KM Effectiveness Measure Kilometres of trails per 1,000 person Objective Measure the effectiveness of trails in the City that provide recreation opportunities. Detailed Comments Total kilometres of trails owned by the City and third parties per every 1,000 resident was used in the calculation of this measure. This includes all trails that fall under the City's responsibility or control. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 63 PARKS AND RECREATION 10.7 HECTARES OF OPENS SPACE AND HECTARES OF OPEN SPACE PER 1,000 PERSONS 2006 7.497 HA Effectiveness Measure Hectares of open space per 1,000 person. 2005 7.521 HA Objective Measure the adequacy of open space for the population. Detailed Comments Hectares of municipally owned open space per 1,000 person in the City was used in this calculation. Open space includes all outdoor open spaces that provide opportunities and benefits for active, passive and programmed community recreation and leisure that are accessible to the public. Total hectares of open space reported in 2006 was the same as in the previous year however a slight increase in 2006 population (94,700) over 2005 (94,400) resulted to a lower effectiveness measure. CITY OF PICKERING 6 4 YEAR 2006 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.8 SQUARE METERS OF INDOOR RECREATION FACILITIES AND SQUARE METERS OF INDOOR RECREATION FACILITIES PER 1,000 PERSONS 2006 (NEW) 428.099 SQM Effectiveness Measure Square meters of indoor recreation facilities per 1,000 persons. Objective Determine the adequacy of indoor recreation facility space available to the public. Detailed Comments This is a new effectiveness measure for 2006. Total area in square meters of municipally owned indoor recreation facilities was used in this calculation. Indoor recreation facilities include enclosed structures used for the purposes of community recreation and leisure. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT , i I 65 PARKS AND RECREATION 10.9 SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE AND SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE PER 1,000 PERSONS 2006 (NEW) 308.986 SQM Effectiveness Measure Square meters of outdoor recreation facility space per 1,000 persons. Objective Determine the adequacy of outdoor recreation facility space available to the public. Detailed Comments This is a new measure for 2006. Total area in square meters of municipally owned outdoor recreation facility space with controlled access and electrical or mechanical functions was used in this calculation. CITY OF PICKERING 6 6 YEAR 2006 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.1 OPERATING COSTS FOR LIBRARY SERVICES PER PERSON 2006 2005 $49.43 $47.70 Efficiency Measure Operating costs for library services per person. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. The cost of all five locations is included in the calculation of this measure. It includes wages, benefits and all other operating costs. , Rural libraries, of which the City has three, are more costly to operate on a per person basis. The slight increase in cost was related in part to the increase in library materials purchased during the reporting year. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 67 LIBRARY SERVICES 11.2 OPERATING COSTS FOR LIBRARY SERVICES PER USE 2006 2005 $1.87 $1.66 Efficiency Measure Operating costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. Total usage of the five locations was included in the calculation of this measure. Rural libraries, of which the City has three, are more costly to operate on a per use basis. The increase in cost for 2006 was due in part to the decrease in percentage of electronic uses and an increase in the percentage of non-electronic users requiring more personal service to the public. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 68 LIBRARY SERVICES 11.3 LIBRARY USES PER PERSON 2006 26.365 Effectiveness Measure Library uses per person. Objective Increased use of library services. 2005 28.785 Detailed Comments Total usage of all five locations together with the total population of the City are used in the calculation of this measure. Total usage for 2006 decreased by about 220,000 or 8.1 % from 2005. Most of this drop is due to a re-definition of computer uses in the Library during the reporting year. In 2005 a count of searches of the library catalogue was included but was excluded in the 2006 figures. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 69 LIBRARY SERVICES 11.4 ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES 2006 2005 22.8% Effectiveness Measure Electronic library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. 30.2% Detailed Comments The percentage of electronic uses includes data from the five library locations. Uses include the number of people using on-site library computers, number of times electronic databases are accessed, number of electronic reference transactions and number of electronic visits to the library. Most of this drop is due to a re-definition of computer uses in the Library during the reporting year. In 2005 a count of searches of the library catalogue was included but was excluded in the 2006 figures. CITY OF PICKERING 7 0 YEAR 2006 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.5 NON ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES 2006 2005 77.2% 69.8% Effectiveness Measure Non-electronic Library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. Detailed Comments The percentage of non-electronic uses includes data from the five library locations. Uses include total annual circulation, program attendance, in-library materials and number of in- person visits to the library. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 7 1 LAND PLANNING USE 12.1 PERCENTAGE OF NEW LOTS, BLOCKS AND/OR UNITS WITH FINAL APPROVAL LOCATED WITHIN SETTLEMENT AREAS. 2006 2005 99.1% 99.6% Effectiveness Measure Percentage of new lots, blocks and/or units with final approval which are located within the settlement areas. Objective New lot creation occurring within the settlement area. Detailed Comments The number of new lots, blocks and/or units with final approval which are located within the settlement areas and the total number of new lots, blocks and/or units with final approval within the City are used for the calculation of this measure. Settlement areas include areas within the City which has been designated for development in an approved municipal plan. The City of Pickering is responsible for approving all plans. All approved new lots were located within the settlement areas. CITY OF PICKERING , 72 YEAR 2006 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.2 PRESERVATION OF ARGICULTURAL LANDS 2006 2005 100% 100% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses during 2006. Objective Preservation of agricultural lands. Detailed Comments The City of Pickering did not re-designate any agricultural lands in the reporting year 2006. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 73 LAND PLANNING USE 12.3 PRESERVATION OF AGRICULTURAL LAND RELATIVE TO 2000 2006 2005 99.80% 99.80% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses relative to the base year of 2000. Objective Preservation of agricultural lands in 2006. Detailed Comments Total hectares of land designated for agricultural purposes in the Official Plan as of 2006 and the total hectares of land designated for agricultural purposes in the Official Plan as of 2000 are used in the calculation of this measure. CITY OF PICKERING 7 ~EAR 2006 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.4 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR OTHER USES DURING REPORTING THE YEAR 2006 2005 o 0 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during 2006. Objective Preservation of agricultural land. Detailed Comments No agricultural lands were re-designated to other uses during 2006. CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT 75 LAND PLANNING USE 12.5 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR OTHER USES SINCE 2000 2006 15 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses since January 1, 2000. 2005 15 Objective Preservation of agricultural land. Detailed Comments These lands were redesignated during 2000. ~\TTACHMENT#~ TO REPORT # lSc.fl-O 76 CITY OF PICKERING PERFORMANCE MEASUREMENT - REPORTING YEAR ENDING DECEMBER 31, 2006 Performance Measurements 2006 2005 General Government - Efficiency Operating costs for governance and corporate management 10.00% 6.50% as % of total municipal operating costs Protection Services - Fire Services Efficiency Operating cost for fire services per $1 ,000 of assessment $ 1.19 $ 1.22 1 Transportation Services - Roadways Efficiency Operating cost for paved roads per lane kilometer $ 700.44 $ 1,001.47 Operating cost for unpaved roads per lane kilometer $ 3,879.91 $ 3,728.03 Operating cost for winter control maintenance per lane kilometer $ 579.28 $ 1,365.88 1 Tranportation Services - Roadways Effectiveness Percentage of paved lane kilometer rated good to very good 83.80% 85.40% Percentage of winter event response that met or exceeded 100% 100% municipal road maintenance standards Environmental Services - Sewer System Efficiency Operating costs for urban storm water management (collection, treatment $ 762.43 $ 576.48 2 and disposal) per kilometer of drainage system (URBAN) Operating costs for rural storm water management (collection, treatment $ 1,839.00 $ 1,848.69 2 and disposal) per kilometer of drainage system (RURAL) Parks & Recreation - Operation of Parks Efficiency Operating cost for parks per person $ 30.19 $ 26.42 Recreation Programs - Operation of Recreation Programs Efficiency Operating cost for recreation progams per person $ 36.92 $ 36.32 Recreation Facilities - Operation of Recreation Facilities Efficiency Operaing cost for recreation facility per person $ 65.05 $ 61.02 Parks, Recreation Programs & Recreation Facilities - Operations of Parks, Recreation Programs and Recreation Facilities Efficiency Operating cost for parks, recreation programs and recreation $ 132.17 $ 123.76 facilities per person Participant Hours for Recreation Programs - How Effective the City is in servicing the needs of residents for Recreation Programs Total hours for registered programs per 1,000 persons 14,740 hrs 14,487 hrs Trails - To provide recreational opportunities Total kilometers of trails per 1,000 persons 0.380 km 0.371 km Parks & Recreation - Open Space is adequate for population Hectares of open space per 1,000 persons (municipally owned) 7.497 ha 7.521 ha Indoor Recreation Facilities (municipally owned) NEW 428.099 sq m. Square metres of indoor recreation facilities per 1,000 persons Outdoor Recreation Facility Space (municipally owned) NEW 308.986 sq m. Square metres of outdoor recreation facility space per 1,000 persons Library - Library Services Efficiency Operating cost for library service per person $ 49.43 $ 47.70 Library Services - Library Services Efficiency Operating cost for library service per use $ 1.87 $ 1.66 Library Services. Library Services Effectiveness Library uses per person 26.365 28.785 Percentage of Electronic Library uses 22.8% 30.2% Percentage of Non - Electronic Library uses 77.2% 69.8% CITY OF PICKERING PERFORMANCE MEASUREMENT - REPORTING YEAR ENDING DECEMBER 31,2006 77 Performance Measurements 2006 2005 99.10% 99.60% 100% 100% 99.80% 99.80% 0 0 15 15 Plannig and Development - Land Use Planning - Effectiveness Percentage of new lots approved which are located in settlement areas Percentage of lands designated for agricultural purposes which was not re-designated for other uses during the reporting year Percentage of land designated for argicultural purposes which was not re-designated for other uses relative to the base year of 2000. Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses during the reporting year Number of hectares of land originally designated for agricultural purposes which wasre-designated for other uses since January 1, 2000. 1. Restated to reflect a refinement in data used in the calculation for 2006 reporting 2. Restated for the change to the formula made by the Province. 3 tL_~ lfJ. -07 78 CITY OF PICKERING YEAR 2006 PERFORMANCE MEASUREMENT REPORT The Performance Measures required to be reported publicly under the Provincially mandated Performance Measurement Program will be available on the City of Pickering's website citvofpickerinQ.com as of September 30, 2007 or available at the Corporate Services Department, 2nd Floor, Pickering Civic Complex.