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HomeMy WebLinkAboutCS 38-10 I eitq Report To Executive Committee PICKERING Report Number: CS 38-10 Date: September 7, 2010 312 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Recommendation: It is recommended that Report CS 38-10 from the Director, Corporate Services & Treasurer be received and forwarded to Council for information. 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 efficiency and effectiveness 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. Each year measures are refined, altered and increased making prior year comparisons difficult. For example, in 2008 we had to report on 28 measures. In 2009 it is 49. Attached are the Municipal Performance Measurement Program (MPMP) results for 2009 together with a supplemental information package which will be provided on the City's website, a comparison to the 2008 measures if applicable and a copy of the Public Notice that will appear in the News Advertiser at the end of September. Financial Implications: None Sustainability Implications: This report contains no information pertaining to sustainability. Background: Attachment 1 is the information mandated by the Province to be reported to the public by September 30, 2010. The set of information required for reporting changes every year as identified by the Minister of Municipal Affairs and Housing. 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. Report CS 38-10 September 7, 2010 Subject: 2009 Municipal Performance Measurement Program Page 2 313 The Province has made provision for these comments and encourages their inclusion, as many municipalities do. Every year, these measures continue to evolve as existing ones are being revised and new ones being added as feedback from municipalities are received and taken into consideration by the Province. In addition there are continual refinements to the way measures are defined and calculated especially in the Roadways, Parks and Recreation areas, where new and modified measures are being reported in the last few years. Municipalities also continue to improve on their methods of data collection in an attempt to ensure consistency in 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, caution must still be taken against municipality-to-municipality comparisons due to the fact that no two municipalities are identical in their geography, rural vs. urban mix, the level of service provided and treatment of information for data collection. It will only be through continuing efforts, ongoing experience, further clarifications from the Province and consistent reporting formulas that year-to-year comparisons within the municipality and across municipalities will become meaningful. The information will be posted on the City's website, as was the case in past years, and a notice to this effect, per Attachment 3, will be included in the "Community Page" of the local newspaper. The information will also be available to anyone wishing to pick up a copy at City Hall. Attachments: 1. 2009 Provincial Performance Measurement Program - Public Reporting 2. Comparison of 2009 and 2008 Performance Measures, 3. Public Notice to be included in the Community Page of the News Advertiser Prepared By: Approved/Endorsed By: Dennis P. Arboleda Gillis a erson Supervisor, Accounting Services Director, Corporate Services & Treasurer Report CS 38-10 September 7, 2010 Subject: 2009 Municipal Performance Measurement Program Page 3 4 DA:gp Copy: Chief Administrative Officer Recommended for the consideration of Pickerin Cou c' Tony Prevedel, P.Eng. Chief Administrative Officer City of Pickering ATTACHMENT # I TO REPORT # CS 38 - 1 v 315 Year 2009 Performance Measurement Report Overview As required by the Ontario Government's Municipal Performance Measurement Program (MPMP), the Treasurer of the City of Pickering, as part of its 2009 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 data on measures of effectiveness and efficiency in key service areas and report these measures to the Province and the Public. The objective of the Province is: to enhance accountability by reporting to taxpayers; to increase taxpayer awareness on service plans, standards and costs; and to improve local 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 that will allow the City to review and improve their delivery. Existing measures are continuously refined and new measures are introduced depending on the value and importance for public information. In reporting the results to the public, each measure is 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 year over year comparability,. New for 2009, each service measured have two efficiency measures: Operating Costs per Unit and Total Costs per Unit. The Operating Costs per Unit measure uses the same formula as the 2005 to 2008 reporting years but with minor modifications in the formula on some of the measures. However, most operating costs calculations on individual efficiency measure are comparable from 2005 through to 2009. Starting with the 2009 reporting year, efficiency measures based on Total Costs per Unit are to be reported to the public. Total costs are calculated as the sum of Operating Costs, Interest on Long Term Debt and Amortization of related capital assets. The Total Costs per Unit measures add an important dimension to efficiency measures by including capital costs and interest on long term debt. In addition to changing the reporting criteria for many of the 28 measures reported in 2008, the number has increased to 49 for 2009. City of Pickering. 3 6 Year 2009 Performance Measurement Report General Government 1.1a Operating Costs for Governance and Corporate Management 2009 7.00% Efficiency Measure Revised Measure - Operating costs for governance and corporate management as a percentage of total municipal operating costs. 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 operating costs for governance, corporate management and related allocation from program support expenditures net of tax write-offs over total municipal operating costs. No netting occurred in 2008 hence not comparable to this year's result. I 3 17 City of Pickering Year 2009 Performance Measurement Report General Government 1.1 b Total Costs for Governance and Corporate Management 2009 6.00% Efficiency Measure New measure - Total costs for governance and corporate management as a percentage of total municipal costs. 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 new measure includes the total costs for governance, corporate management, related allocation from program support expenditures, interest on long term debt and amortization net of tax write-offs over total municipal costs. I t City of Pickering Year 2009 Performance Measurement Report 3 g Fire Services 2.1a Operating Costs for Fire Services 2009 2008 $1.43 $1.27 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 affects the results as 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 and not necessarily the property value. For 2009, the operating costs per $1,000 of property assessment increased by 12.6% from 2008. The increase is mainly due to negotiated collective agreement and the additional four staff hired in 2009. Increase in property assessment also contributed to the resulting measure in 2009. I 31 9 City of Pickering Year 2009 Performance Measurement Report Fire Services 2.1 b Total Costs for Fire Services 2009 $1.50 Efficiency Measure New measure - Total 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 • Capital costs and interest on long term debt Detailed Comments The numerator in the calculation of this new measure adds interest on long term debt and amortization to the total operating costs for Fire Services. However, like in the previous measure, the assessment value as denominator does not necessarily correlate to the total 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 affects the results as with 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 and not necessarily the property value. City of Pickering Year 2009 Performance Measurement Report 320 Fire Services 2.2 Residential Fire Related Civilian Injuries 2009 0.00 Effectiveness Measure New measure - Number of residential fire related civilian injuries per 1,000 persons. Objective Minimize the number of civilian injuries in residential fires. General Comments The following factors can influence the above results across municipalities: • Number of residential fires Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the total number of residential fire related civilian injuries as reported by the fire department to the Office of the Fire Marshal (OFM) in the OFM Standard Incident Report. In 2009, no fire related civilian injury was reported to the OFM. 3 2 1 City of Pickering Year 2009 Performance Measurement Report Fire Services 2.3 Residential Fire Related Civilian Injuries - 5 Year Average 2009 0.065 Effectiveness Measure New measure - Total number of residential fire related civilian injuries from 2005 to 2009, per 1,000 persons. Objective Minimize the number of civilian injuries in residential fires. General Comments The following factors can influence the above results across municipalities: I • Number of residential fires • Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the number of residential fire related civilian injuries as reported by the fire department to the Office of the Fire Marshal (OFM) in the OFM Standard Incident Report from 2005 to 2009 averaged over 5 years per 1,000 persons. From 2005 to 2009, there were a total of 29 residential fire related civilian injuries reported to the OFM. This averages to about 6.0 injuries per year in the past five years. Total City population in 2009 was 92,950. City of Pickering j Year 2009 Performance Measurement Report 322 Fire Services 2.4 Residential Fire Related Civilian Fatalities 2009 0.011 Effectiveness Measure New measure - Number of residential fire related civilian fatalities per 1,000 persons. Objective Minimize the number of civilian fatalities in residential fires. General Comments The following factors can influence the above results across municipalities: Number of residential fires • Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the number of residential fire related civilian fatalities as determined by the Office of the Fire Marshal (OFM) per 1,000 persons. In 2009, there was a single civilian fatality reported by the OFM. ' I 1 City of Pickering 3 2 3 Year 2009 Performance Measurement Report Fire Services 2.5 Residential Fire Related Civilian Fatalities - 5 Year Average 2009 0.011 Effectiveness Measure New measure - Number of residential fire related civilian fatalities per 1,000 persons. Objective Minimize the number of civilian fatalities in residential fires. General Comments The following factors can influence the above results across municipalities: • Number of residential fires • Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the total number of residential fire related civilian fatalities as determined by the Office of the Fire Marshal (0 FM) from 2005 to 2009 averaged over 5 years per 1,000 persons. The average residential fire related civilian fatality per year for 5 years is one in 2009, as reported by the OFM. City of Pickering 302 4 Year 2009 Performance Measurement Report Fire Services 2.6 Number of Residential Structural Fires 2009 0.875 Effectiveness Measure New measure - Number of residential structural fires per 1,000 households. Objective Minimize the number of residential structural fires. General Comments The following factors can influence the above results across municipalities: • Number of residential fires Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the total number of residential structural fires and explosions reported by the fire department to the Office of the Fire Marshal (OFM) in the OFM Standard Incident Report per 1,000 households (29,704 households). In 2009, there were 26 residential structural fires and explosions reported to the OFM. I i City of Pickering 3 2 5 Year 2009 Performance Measurement Report Road Services 4.1a Operating Costs for Paved Roads 2009 $1,958.98 Efficiency Measure Revised Measure - Operating costs for paved (hard top) roads per lane kilometre. Objective Provide efficient maintenance of paved roads. General Comments The following factors can influence the above results across municipalities: • Use of roads by heavy equipment. • The municipality's standard for road conditions in comparison with comparable municipalities. • Kilometres of paved roads in the municipality. • The method of allocating overhead costs (such as office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect 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 identified costs attributable to this function include employee wages & benefits, road materials, program support, rental of heavy equipment and shoulder maintenance. The City of Pickering maintains separate accounts to track material costs related to roads. In 2009, aggregated capital amounts that did not meet reporting thresholds for capital assets were added on to the materials costs thereby increasing the resulting measure and making it not comparable with the result in prior year. However, as in the previous reporting years, 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 City maintained a total of 703 kilometres of paved lanes in 2009. City of Pickering 326 Year 2009 Performance Measurement Report Road Services 4.1,b Total Costs for Paved Roads 2009 $6,321.41 Efficiency Measure New Measure - Total costs for paved (hard top) roads per lane kilometre. 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 method of allocating overhead costs (such as office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. • Interest on long term debt and amortization on capital costs. 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 total costs are calculated by adding operating costs, interest on long term debt and amortization over 703 kilometres of paved lane maintained in 2009. 3 2 7 City of Pickering Year 2009 Performance Measurement Report Road Services 4.2a Operating Costs for Unpaved Roads 2009 2008 $5,237.12 $5,991.63 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 roads. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect 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 or responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating costs of maintaining the City's unpaved roads include employee wages & benefits, granular materials, administering calcium programs, program support, rental of heavy equipment, grading, wash out repair and shoulder maintenance. In 2009, the City used less granular materials in many unpaved roads due to lesser than usual washouts in the spring. This resulted in less rentals of heavy equipment and less labor used. The City maintains 216 kilometres of unpaved lanes. City of Pickering Year 2009 Performance Measurement Report 328 Road Services 4.2b Total. Costs for Unpaved Roads 2009 $5,295.11 Efficiency Measure New Measure - Total 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 method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. • Interest on long term debt and amortization on capital costs. 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 or responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. Calculation of total costs include the sum of the operating costs, interest on long term debt and amortization on capital costs over 216 kilometres of unpaved lanes maintained in 2009. City of Pickering 3 2 9 Year 2009 Performance Measurement Report Road Services 4.3a Operating Costs for Bridges and Culverts 2009 $0.00 Efficiency Measure New Measure - Operating costs for bridges and culverts per square metre of surface area. Objective Provide efficient maintenance of bridges and culverts. General Comments The following factors can influence the above results across municipalities: • Use of bridges and causeways. • Location of bridges and culverts. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments The operating costs of maintaining the City's bridges and culverts include employees' wages and benefits, materials, contracted services, rental of equipment, program support less revenue from other municipalities. In 2009, the City did not incur any operating costs related to the maintenance of bridges and culverts. Total surface area maintained on bridges and culverts in 2009 was 8,599 square metres. This included deck areas, sidewalks and railings. City of Pickering Year 2009 Performance Measurement Report .330 Road Services 4.3b Total Costs for Bridges and Culverts 2009 $24.70 Efficiency Measure New Measure - Total costs for bridges and culverts per square metre of surface area. Objective Provide efficient maintenance of bridges and culverts. General Comments The following factors can influence the above results across municipalities: • Use of bridges and causeways. • Locations of bridges and culverts. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs _ and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments The total costs of maintaining the City's bridges and culverts is the sum of the operating costs, interest on long term debt and depreciation. In 2009, a depreciation expense of $212,403 on assets related to bridges and culverts was calculated against 8,599 square metres of surface area. I City of Pickering 3 31 Year 2009 Performance Measurement Report Road Services 4.4a Operating Costs for Winter Maintenance of Roads 2009 2008 $1,328.15 $2,121.71 Efficiency Measure Operating costs for winter maintenance of roadways per lane kilometre maintained in winter. Objective Provide efficient winter maintenance of roadways. 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 method of allocating overhead costs (that includes office supplies, travel, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Since 2004 the City of Pickering has maintained a separate account to track material costs that are 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 function of winter control. The operating cost of the City's winter control maintenance includes employee wages & benefits, salt, sand, program support, equipment rental and culvert thawing. The decrease in costs of winter maintenance on roads from 2008 was due to the mild winter conditions experienced in 2009. This resulted in less use of salt materials, overtime and contracted services for snow removal. The City maintained 919 kilometres of lanes in the winter. City of Pickering Year 2009 Performance Measurement Report 332 Road Services 4.4b Total Costs for Winter Maintenance of Roads 2009 $1,328.15 Efficiency Measure New Measure - Total 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 method of allocating overhead costs (that includes office supplies, travel, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments The total costs for winter maintenance of roads is calculated as the sum of operating costs, interest on long term debt and amortization on related assets. In 2009, there was no interest and amortization related to winter maintenance of roadways therefore, the resulting measure is the same as the operating costs for winter maintenance of road per lane kilometre. City of Pickering 333 Year 2009 Performance Measurement Report Road Services 4.5 Adequacy of Roads 2009 2008 84.9% 84.9% Effectiveness Measure Percentage of paved lane.kilometres where the condition is rated as good to very good. 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 uses their best estimates to establish the percentage of roads that are rated as good. The City's road patrols, the public, employees and the 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. In 2009, 597 out of 703 kilometres of paved lane was rated to be in good to very good condition as compared.to 591 out of 696 kilometres in 2008. City of Pickering Year 2009 Performance Measurement Report 334 Road Services 4.6 Adequacy of Bridges and Culverts 2009 .64.8% Effectiveness Measure New Measure - Percentage of bridges and culverts where the condition is rated as good to very good. Objective Provide safe bridges and culverts. General Comments The following factors can influence the above results across municipalities: • , Use of bridges and causeways. • Maintenance of bridges.and causeways as required to meet standards. • Locations of bridges and culverts. Detailed Comments The condition of a bridge or culvert in this measure means the condition of only the primary components which are the main load carrying components of the structure and includes: decks, beams, girders, abutments, foundations., etc. The City rates all of its bridges and culverts through regular inspection of these primary components. In 2009, the number of bridges and culverts with primary components rated as good to very good was 35. The total number of bridges and culverts in the City is 54. City of Pickering 3 3 5 Year 2009 Performance. Measurement Report Road Services 4.7 Winter Event Response 2009 2008 100% 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road municipal service levels for road maintenance. I Objective Provide an appropriate response to winter storm 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 usually 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 where staff was not able to meet or exceed road maintenance standards. The mild winter afforded the City to respond to only 19 winter storm events in 2009 compared to 47 in 2008. City of Pickering Year 2009 Performance Measurement Report 336 Storm Water Management 7.1a Operating Costs for Urban Storm Water Management 2009 $1,502.89 Efficiency Measure Revised Measure - Operating costs for urban storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. 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 Storm water management is increasingly important as the City continues to develop and intensify resulting in pressures on watercourses and Frenchman's Bay. The measure identifies direct costs such as related salaries, contracted services and materials, storm pipe cleaning, flushing, video inspection, catch basin/manhole repairs, storm pipe repairs, cleaning of specialized oil and grit separators. The City maintained 295 km of urban drainage system in 2009, 4 km more compared to 2008. In 2009, the City intensified its program of cleaning and flushing existing storm sewers and catch basins to meet its service responsibilities. Also in this reporting year, minor capital costs were included in the cost calculation making the resulting measure not comparable to 2008. I City of Pickering 3 3 7 Year 2009 Performance Measurement Report Storm Water Management 7.1 b Total Costs for Urban Storm Water Management 2009 $8,460.40 Efficiency Measure New Measure - Total costs for urban storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. 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 new measure reflects the total operating costs for urban storm water management, including interest on long term debt and amortization on urban storm capital assets over total kilometres of urban drainage system plus 0.005 kilometres times the number of catchbasins. The City maintained 295 km of urban drainage system in 2009. I City of Pickering Year 2009 Performance Measurement Report . 338 Storm Water Management 7.2a Operating Costs for Rural Storm Water Management 2009 $2,308.05 Efficiency Measure Revised Measure - Operating costs for rural storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. General Comments The following factors can influence the efficiency rate of rural 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 Rural stormwater system is one where stormwater is conveyed primarily along side of the roadways with a rural cross section (open ditches) located in areas defined as rural in municipal official plans. A rural system may include covered drains. The operating costs calculation include related salaries, contracted services, materials, other direct costs such as storm canal dredging, culvert repairs and maintenance, ditching, bank repair and other day-to-day maintenance measures, rents, interfunctional adjustments and program support over the total kilometres of drainage system. Also, included under the materials component of the operating costs are minor capital expenses which were not reported in prior years. The City maintained a total of 351 km of rural drainage system in 2009. I i City of Pickering 3 3 9 Year 2009 Performance Measurement Report Storm Water Management 7.2b Total Costs for Rural Storm Water Management 2009 .$2,369.96 Efficiency Measure New Measure - Total costs for rural storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. General Comments The following factors can influence the efficiency rate of rural 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. • Interest on long term debt and amortization. Detailed Comments This new measure calculates the sum of operating costs, interest on long term debt and related amortization for rural storm water management over total kilometres of rural drainage system plus 0.005 kilometres times the number of catch basins. City of Pickering Year 2009 Performance Measurement Report 340 Parks and Recreation 10.1a Operating Cost for Parks per Person 2009 2008 $43.94 $36.33 Efficiency Measure Operating costs for parks per person. Objective Provide efficient operations of parks. General Comments Outdoor open spaces including parks, parkettes, playgrounds, public squares, skateboard parks, skating rinks, sports fields, splash pads, trails and similar spaces are included in the determination of this measure. Detailed Comments The City efficiently maintains the parks on a'daily basis in the summer. The scheduled grass cutting cycle of 5 to 10 days is maintained to control growth and keep the park available and safe for public use at all times during the summer months. However, the amount of precipitation received during this time directly affects the grass cutting cycle. With the extended summer and fall weather conditions experienced in 2009, total materials and contracted services costs were relatively higher compared to 2008. This contributed largely to the increase in the total operating cost for parks per person. i City of Pickering 3 4 1 Year 2009 Performance Measurement Report Parks and Recreation 10.1 b Total Cost for Parks per Person 2009 $52.92 Efficiency Measure New Measure - Total costs for parks per person. Objective Provide efficient operations of parks. .Detailed Comments Calculation of this new measure totals the operating costs, interest on long term debt and amortization on capital assets related to parks. . I City of Pickering Year 2009 Performance Measurement Report 342 Parks and Recreation 10.2a Operating Costs for Recreation Programs per Person 2009 2008 $45.12 $41.24 Efficiency Measure Operating costs for recreation programs per person. 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 recreational programs and activities offered by the City to the public. The recreation complex expansion was completed in September 2009. The new expansion resulted in more programs being offered translating into higher operating costs. This financial measure does not include the revenue generated by these additional programs. I City of Pickering 343 Year 2009 Performance Measurement Report Parks and Recreation 10.2b Total Costs for Recreation Programs per Person 2009 $45.12 Efficiency Measure New Measure - Total costs for recreation programs per person. Objective Provide efficient'operation of recreation programs. Detailed Comments The total costs are calculated as the sum of operating costs, interest on long term debt and amortization related to recreation programs. In 2009, no interest and amortization were included under recreation programs hence the total costs per person is the same as the operating cost per person reported in 10.2a. City of Pickering Year 2009 Performance Measurement Report 344 Parks and Recreation 10.3a Operating Costs for Recreation Facilities per Person 2009 2008 $80.81 $73.78 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 recreation facilities. Aging facilities and the expansion at the recreation complex contributed to the increase in materials and other maintenance costs of the facilities in 2009. 3 4 5 City of Pickering Year 2009 Performance Measurement Report Parks and Recreation 10.3b Total Costs for Recreation Facilities per Person 2009 $93.20 Efficiency Measure New Measure - Total costs for recreation facilities per person. Objective Provide efficient operation of the City's recreation facilities. Detailed Comments Total costs are calculated to include operating costs, interest on long term debt and amortization related to recreation facilities. City of Pickering Year 2009 Performance Measurement Report 346 Parks and Recreation 10.4a Operating Costs for Recreation Programs and Recreation Facilities per Person Subtotal 2009 2008 $125.93 $115.03 Efficiency Measure Operating costs for recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's programs and recreation facilities, Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for the operation of recreational programs and facilities. The facility expansion at the recreation complex afforded the introduction of more programs that directly contributed to the increase in operating costs for both programs and facilities in 2009. Repairs and maintenance related expenses including labour, contracted services and materials also contributed to the increase in the calculation of the subtotal. 3 4 7 City of Pickering Year 2009 Performance Measurement Report Parks and Recreation 10.4b Total Costs for Recreation Programs and Recreation Facilities per Person (Subtotal) 2009 $138.32 Efficiency Measure. New Measure - Total costs for recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's programs and recreation facilities Detailed Comments Total costs are calculated to include operating costs, interest on long term debt and amortization related to programs and'recreation facilities. City of Pickering Year 2009 Performance Measurement Report 348 Parks and Recreation 10.5 Total Kilometres of Trails per 1,000 Persons 2009 2008 0.161 km 0.162 km Effectiveness Measure Kilometres of trails per 1,000 persons Objective Measure the effectiveness of trails in the City that provide recreation opportunities. Detailed Comments Total kilometres of trails owned by the City plus trails owned by third parties where the City has a formal lease contract, joint use agreement or reciprocal use agreement for every 1,000 resident were used in the calculation of this measure. The 15 kilometres of trail maintained by the City in 2009 was the same as in 2008. The decrease in the calculation of this measure in 2009 was a result of the slight increase in the population (denominator). In other words, if the population increases and the trail kilometres remains the same, this ratio will decrease every year. City of Pickering 3 4 9 Year 2009 Performance Measurement Report Parks and Recreation 10.6 Hectares of Open Space and Hectares of Open Space per 1,000 Persons 2009 2008 7.639 ha 7.651 ha Effectiveness Measure Hectares of open space (City owned) per 1,000 persona Objective Measure the adequacy of open space for the population. Detailed Comments Total hectares of city owned open space 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. This includes but not limited to allotments, horticultural areas, natural areas, parks and parkettes, playgrounds, public squares, skateboard parks, sports fields and trails. The 710 hectares of open space reported in 2009 was the same as in 2008. The decrease in the calculation of this measure was a result of the slight increase in population (denominator). City of Pickering 3 0 Year 2009 Performance Measurement Report Parks and Recreation 10.7 Total Participant Hours for Recreation Programs 2008 2008 20,099 hrs 17,385 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 including 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 the calculation. The increase in the number of programs offered and variations on existing programs in 2009 contributed to the increased 'participation in drop-in and permitted recreation program registrations. This translated to a 15.6% increase in total participant hours in 2009 from 2008. City of Pickering 3 51 Year 2009 Performance Measurement Report Parks and Recreation 10.8 Square Metres of Indoor Recreation Facilities and Square Metres of Indoor Recreation Facilities per 1,000 Persons (Municipal) Owned 2009 2008 439.279 s m 436.860 s m Effectiveness Measure Square metres of indoor recreation facilities per 1,000 persons. Objective Determine the adequacy of indoor recreation facility space available to the public. Detailed Comments Indoor recreation facilities include built or enclosed structures used for the purposes of community recreation and leisure. Total square metres of City owned indoor recreation facilities increased by 290 square metres (sqm) from 40,541 sqm in 2008 to 40,831 sqm in 2009 with the expansion of the recreation complex. j City of Pickering Year 2009 Performance Measurement Report 352 Parks and Recreation 10.9 Square Metres of Outdoor Recreation Facility Space and Square Metres of Outdoor Recreation Facility Space per 1,000 Persons (Municipally Owned) 2009 2008 286.057 sqm 286.516 sqm Effectiveness Measure Square metres of outdoor recreation facility space per 1,000 persons. Objective Determine the adequacy of outdoor recreation facility space available to the public. Detailed Comments Total area in square metres of municipally owned outdoor recreation facility space with controlled access and electrical or mechanical functions was used in this calculation. The 26,589 square metres of City owned outdoor space reported in 2009 is the same as in 2008. The slight decrease in the 2009 calculation was a result of the increase in general population from 2008 (denominator). 3 5 3 City of Pickering Year 2009 Performance Measurement Report Library Services 11.1a Operating Costs for Libra Services per Person 2009 2008 $54.89 $54.72 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 for all five locations is included in the calculation of this measure, which includes wages benefits and all other operating costs. The increase in library operating costs is largely due to an increase in salaries and an increase in repair and maintenance related to aging facilities. With the increase in both operating cost components and the population (denominator), the resulting measure increased slightly in 2009 from 2008. With a low growth rate in Pickering, this indicates that the Library's costs are being reasonably contained. I City of Pickering 3 5 4 Year 2009 Performance Measurement Report Library Services 11.1 b Total Costs for Libra Services per Person 2009 $67.45 Efficiency Measure New Measure - Total costs for library services per person. Objective Provide. efficient library services to the public. Detailed Comments Total cost for this new measure is the sum of the operating costs, interest on long term debt and amortization of related capital assets. City of Pickering 3 5 5 Year 2009 Performance Measurement Report Library Services 11.2a Operating Costs for Libra Services per Use 2009 2008 $1.75 $1.77 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. The total operating costs for all five locations and the total library uses was included in the calculation of this measure. Although the operating costs in 2009 slightly went up from prior year mostly from salaries and wages, the resulting measure slightly decreased due to the higher number of total library uses in 2009 compared to 2008. City of Pickering Year 2009 Performance Measurement Report 356 Library Services 11.2b Total Costs for Libra Services per Use 2009 $2.15 Efficiency Measure New Measure - Total costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments The total costs for all five locations was used in the calculation of this measure against total library uses. The total costs include the sum of the operating costs, interest on long term debt and amortization of library assets. City of Pickering 3 5 7 Year 2009 Performance Measurement Report Library Services 11.3 Libra Uses per Person 2009 2008 31.425 30.879 Effectiveness Measure Library uses per person. Objective Increased use of library services. General Comment Although population. changes impact the resulting measure, it does not necessarily affect the level of service provided. Just a change in usage alone is a satisfactory indicator of service levels. Detailed Comments Total library uses from all five locations together with the total population of the City were used in the calculation of this measure. Total usage per person slightly increased by 1.7% in 2009 from 2008.. This was due to the increased visits to Library branches and access to the Library web site through the library wireless connections (new this year). There was also an increase in the use of electronic collections such as ebooks and audiobooks in 2009. The slight increase in population denominator also affected the calculation of the resulting measure. City of Pickering Year 2009 Performance Measurement Report 358 Library Services 11.4 Electronic Libra Uses as a Percentage of Total Libra Uses 2009 30.0% Effectiveness Measure Revised Measure - Electronic library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. Detailed Comments The percentage of electronic uses includes data from the five library locations. Uses include as in previous years the number of people using on-site library computers, number of times electronic collections (e-books, etc.) are accessed, number of electronic reference transactions and number of electronic visits to the library. In 2009, the definition of electronic uses was revised to include the use of library wireless connections making this ear's measure not comparable to prior ears. City of Pickering 3 5 9 Year 2009 Performance Measurement Report Library Services 11.5 Non Electronic Libra Uses as a Percentage of Total Libra Uses 2008 2008 70.0% 66.3% Effectiveness Measure Non-electronic Library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. 4 Detailed Comments The percentage of non-electronic uses includes data from the five library locations. Uses include borrowing books, program attendance, in-library materials, number of standard reference transactions and number of in-person visits to the library. Overall there was an increase in the use of all non-electronic categories mentioned above in 2009 compared to 2008 especially on in-library materials used and in-person visits to the library. Total increases from all categories translated to a 5.6% total increase in non electronic library uses in 2009. k i c City of Pickering Year 2009 Performance Measurement Report 360 Land Use Planning 12.1 Percentage of New Residential Units Located Within Settlement Areas 2009 2008 98.2% 99.2% Effectiveness Measure Percentage of new residential units located within settlement areas. Objective New residential development is occurring within settlement areas. Detailed Comments The number of new residential units in detached houses, semi-detached houses, row houses/town houses and apartments/condo apartments within the settlement areas are used for the calculation of this measure as a percentage of the total number of new residential units created within the entire City. Settlement areas include areas within the City which have been designated for development in an approved municipal official plan. In 2009, there were a total of 57 new dwelling units created within the City as compared to the 244 created in 2008. This represents a 76.6% drop on new units created from 2008. Of the 57 new units in 2009, 56 were located within the settlement areas as compared to the 242 units in 2008. City of Pickering 3 6 1 Year 2009 Performance Measurement Report Land Use Planning 12.2 Preservation of Agricultural Lands 2009 2008 99.7% 100.0% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses in 2009. Objective Preservation of agricultural land. Detailed Comments The City of Pickering re-designated 27 hectares of agricultural lands to other uses in the reporting year 2009. The total area designated for agricultural purposes at the end of 2009 is now 8,823 hectares from 8,850 hectares at the end of 2008. City of Pickering Year 2009 Performance Measurement Report 362 Land Use Planning 12.3 Preservation of A ricultural Lands Relative to 2000 2009 2008 99.5% 99.8% 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 land. Detailed Comments Of the 8,865 hectares of land originally designated for agricultural purposes in the official plan of 2000, 42 hectares was re-designated to other classifications as of 2009. Out of this 42 hectares, 27 hectares was re-designated in 2009. i City of Pickering 3 6 3 Year 2009 Performance Measurement Report Land Use Planning 12.4 Hectares of Agricultural Land which was Re-designated for Other Uses During the Reporting Year 2009 2008 27 0 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during 2009. Objective Preservation of agricultural land. Detailed Comments A total of 27 hectares of land originally designated for agricultural purposes in 2008 was re- designated.to other uses in 2009. The re-designated land is now classified as "Open Space - Active Recreational Area". City of Pickering Year 2009 Performance Measurement Report 364 Land Use Planning 12.5 Hectares of Agricultural Lands which was Re-designated for Other Uses Since 2000 2009 2008 42 15 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated.for other uses since January 1, 2000. Objective Preservation of agricultural land. Detailed Comments A total of 42 hectares of agricultural land was re-designated to other uses from year 2000 to 2009. Of this 42 hectares, 27 hectares was re-designated to other uses in 2009. i ATTACHMENT #--2-TO REPORT # AS 30NO City of Pickering Performance Measurement 365 Comparison of 2009 and 2008 Measures FPerformance Measurements 2009 2008 General Government - Efficiency - Operating costs for governance and corporate management 7.00% * 7.30% as % of total municipal operating costs - Total Costs for governance and corporate management as % of total municipal costs 6.00% * N/A Protection Services - Fire Services Efficiency Operating cost for fire services per $1,000 of assessment $ 1.43 $ 1.27 Total cost for fire services per $1,000 of assessment $ 1.50 * N/A - Number of residential fire related civilian injuries per 1,000 persons 0.00 * N/A - Residential fire related civilian injuries - 5 year average per 1,000 persons 0.065 * N/A - Residential fire related civilian fatalities per 1,000 persons in 2009 0.011 * N/A - Residential fire related civilian fatalities - 5 year average per 1,000 persons 0.011 * N/A Number of residential structural fires per 1,000 households 0.875 * N/A Transportation Services - Roadways Efficiency - Operating cost for paved roads per lane kilometer $ 1,958.98 * $ 706.57 - Total cost for paved roads per lane kilometer $ 6,321.41 * - Operating cost for unpaved roads per lane kilometer $ 5,237.12 $ _ 5,991.63 - Total cost for unpaved roads per lane kilometer $ 5,295.11 * N/A - Operating cost for bridges & culverts per sq m of surface area $ - * N/A - Total cost for bridges & culverts per sq m of surface area $ 24.70 * N/A - Operating cost for winter control maintenance of roads per lane kilometer $ 1,328.15 $ 2,121.71 - Total cost for winter control maintenance of roads per lane kilometer $ 1,328.15 * N/A Tranportation Services - Roadways Effectiveness - Percentage of paved lane kilometer rated as good to very good 84.90% 84.90% - Percentage of bridges & culverts rated as good to very good 64.81% * N/A - Percentage of winter event response that met or exceeded set standards 100.00% 100% Environmental Services - Storm Water System Efficiency Operating costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system (URBAN) $ 1,502.89 * $ 817.18 Total costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system (URBAN) $ 8,460.40 * N/A Operating costs for rural storm water management (collection, treatment and disposal) per kilometer of drainage system (RURAL) $ 2,308.05 * $ 1,592.50 - Total costs for rural storm water management (collection, treatment and disposal) per kilometer of drainage system (RURAL) $ 2,369.96 * N/A Parks & Recreation - Operation of Parks Efficiency - Operating cost for parks per person $ 43.94 $ 36.33 - Total cost for parks per person $ 52.92 * N/A Recreation Programs - Operation of Recreation Programs Efficiency - Operating cost for recreation progams per person $ 45.12 $ 41.24 - Total cost for recreation progams per person $ 45.12 * N/A Recreation Facilities - Operation of Recreation Facilities Efficiency - Operating cost for recreation facility per person $ 80.81 $ 73.78 - Total cost for recreation facility per person $ 93.20 * N/A . City of Pickering Performance Measurement Comparison of 2009 and 2008 Measures 366 Performance Measurements 2009 2008 Parks, Recreation Programs & Recreation Facilities - Operations of Parks, Recreation Programs and Recreation Facilities Efficiency Operating cost for recreation programs and recreation facilities per person per person (subtotal) $ 125.93 $ 115.03 - Total cost for recreation programs and recreation facilities per person (subtotal) $ 138.32 N/A Trails - To provide recreational opportunities Total kilometers of trails and total kilometers of trails per 1,000 person 0.161 km 0.162 km Parks & Recreation - Open Space is adequate for population - Hectres of Open Space per 1,000 person 7.639 ha 7.651 ha Participant Hours for Recreation Programs - How Effective the City is in servicing the needs of residents for Recreation Programs - Total participant hours for recreation programs per 1,000 person 20,099 hrs 17,385 hrs Recreation Facility Space - Recreation facility space is adequate for j population (municipally owned) f1 - Square metres of indoor recreation facility space per 1,000 person 439.279 sq.m. 436.860 sq.m. - Square metres of outdoor recreation facility space per 1,000 person 286.057 sq.m. 286.516 sq.m. Library Services - Library Services Efficiency - Operating cost for library service per person $ 54.89 $ 54.72 f - Total cost for library service per person $ 67.45 * N/A - Operating cost for library service per use $ 1.75 $ 1.77 - Total cost for library service per use $ 2.15 * N/A Library Services - Library Services Effectiveness - Library uses per person 31.425 30.879 - Percentage of Electronic Library uses 30.00% * 33.70% - Percentage of Non - Electronic Library uses 70.00% 66.30% Planning and Development - Land Use Planning - Effectiveness Percentage of new residential units located in settlement areas 98.20% 99.20% - Percentage of lands designated for agricultural purposes which was not re-designated for other uses during the reporting year 99.69% 100.00% - Percentage of land designated for argicUltural purposes which was not re-designated for other uses relative to the base year of 2000. 99.53% 99.83% Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses during the reporting year 27 ha 0 - Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses since January 1, 2000. 42 ha 15 ha Not comparable to prior year due to modification in calculations or new measure ATTACHMENT #,-j-TO REF®RT#-a! 3F d 367 City of Pickering Year 2009. 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 cityofpickering.com as of September 30, 2010 or available at the Corporate Services Department, 2nd Floor, Pickering Civic Complex.