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HomeMy WebLinkAboutFIN 15-14 C'ay 4 Report to ,, 41i' = Executive Committee I KERIN Report Number: FIN 15-14 Date: July 7, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2013 Municipal Performance Measurement Program — Provincially Mandated Public Reporting of Performance Measures• Recommendation: That Report FIN 15-14 from the Director, Corporate Services & City Solicitor be received for information. Executive Summary: The City is mandated by the Province of Ontario to report yearly Performance Measures on specific key service areas provided to the public. This reporting system supports local government transparency and provides the City with useful data to make informed service level decisions while optimizing resources . 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 of Ontario. These measures are being submitted and reported by the City Treasurer under the direction of Provincial authority. Each year, measures for reporting are refined, altered and added onto, making year over year comparison complicated. Over the years, the number of measures to be reported from different service areas has increased significantly. For 2013, six new measures were added onto the list and three measures were revised for reporting purposes. Overall, this brings the total measure for reporting to 129. As in prior years, not all measures are applicable to the City and some are for optional reporting only. For measures whose parameters were revised in 2013, results are not comparable with ' prior years' calculations. The attached Municipal Performance Measurement Program (MPMP) results for 2013 and a supplemental information package will be made available to the public on the City's website. The package includes a comparison of the 2013 measures against 2012, if applicable, and a copy of the Public Notice that will appear in the News Advertiser anytime before September 30, 2014. Financial Implications: This report does not contain any financial implications. Discussion: Attachment 1 is the 2013 information mandated by the Province to be reported to the public by September 30, 2014. Note that all measures are from service areas that the City provides to the public. Other service areas not provided by the City 300 Report: FIN 15-14 Date: July 7, 2014 Subject: 2013 Municipal Performance Measurement Program Page 2 like police services, transit, waste water, drinking water and solid waste are not included in the report. The set of measures required for public reporting changes every year as identified by the Minister of Municipal Affairs and.Housing. Comments pertaining to the compilation and interpretation of City data,have been included to aid in the explanation and understanding of what is being reported. Every year, these measures continue to evolve as existing ones are revised and new ones added as feedback from municipalities are received and taken into consideration by the Province. In addition, there are continuous refinements to the way measures are defined and calculated especially in the areas of Roadways, Parks, Recreation and lately, on Building Services, where new and modified measures are being reported. Municipalities also continue to improve on their data collection methods in an effort to ensure consistency and accuracy in year-over-year reporting. This leads to improving the measures to better serve the interests of the public and support municipal needs for evaluating the efficiency and effectiveness of services provided to 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 is only through continuous efforts, ongoing experience, further clarifications from the Province and consistent reporting formulas that year-to-year comparisons within the municipality and possibly across municipalities will become meaningful. The 2013 measures will be posted on the City's website for public access on or before September 30, 2014 as mandated by the Province. 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. 2013 Municipal Performance Measurement Program — Public Reporting 2. Comparison of 2013 and 2012 Performance Measures 3. Public Notice to be included in the Community Page of the News Advertiser Prepared By: Approved/Endorsed By: 4411W 7214-7 ' Dennis P. Arboleda, CPA, CMA Stan Karwowski Supervisor, Accounting Services Division Head, Finance &Treasurer 301 • Report: FIN 15-14 Date: July 7, 2014 Subject: 2013 Municipal Performance Measurement Program Page 3 Paul Bigion' Director, C•rpo at:-Services & City Solicitor Recommended for the consideration of Pickering City Council A4(g 20, Zoi4 Tony Prevedel, P.Eng. Chief Administrative Officer • 302 ATTACHMENT# 1 TO REPORT#FiNi 6-1U City of Pickering Year 2013 Performance Measurement Report Overview All municipal decision makers want an efficient and effective delivery of local services. Regardless of the current economic condition, taxpayers need to know how their tax dollars are spent and how services compare both year-over-year and in reference to other municipalities. To convey this information to the public, governments choose performance measurement to assess how well an organization performs when providing goods and services. By setting clear and measurable targets, performance measurement strengthens accountability, helps improve performance, stimulates productivity and creativity and improves the budget process. Starting in year 2000, municipalities across Ontario have participated in the Municipal Performance Measurement Program (MPMP). Every year, the Minister of Municipal Affairs and Housing sends out a list of measures that requires municipalities to collect effectiveness and efficiency data on key service areas and report these measures to the province and the public. This initiative is designed to provide stakeholders with useful information on service delivery and provide municipalities with a tool to improve on those services over time. As municipalities evolve, existing performance 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 calculation. The'comments are an integral part in the interpretation of the results. These results should not be compared across municipalities without consideration of the comments that impact the calculation of each measure. Also, influencing factors in the collection of data or refinements while the measures are still evolving could affect the current year's results and the year over year comparability.. In the last few years, the number of performance measures required for reporting has drastically increased to reflect the need for information. For the 2013 reporting year, six new measures were added on to the list including one classified as optional for reporting. In addition, calculation parameters on three previously existing measures were revised making them non-comparable to prior years' results. For the calculation of measures pertaining to a per person or per 1,000 persons bases, the City population in 2013 was estimated at 94,883. An increase of about 0.9% from 94,022 in 2012. Below are the measures required for reporting from service areas provided by the City grouped by categories. • 303 City of Pickering Year 2013 Performance Measurement Report General Government 1.1a Operating Costs for Governance and Corporate Management 2013 2012 7.00% 6.60% Efficiency 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 result: • One-off significant/large legal or corporate matters that may arise year over year. • The extent that cost centers directly relate to the functions included under the governance and corporate management categories. Detailed Comments Calculation of this measure includes the total of the operating costs from related categories for governance, corporate management and allocation of program support expenditures net of tax write-offs and revenue from other municipalities over total municipal operating costs. The increase in the resulting measure over prior year is attributable to an increase in corporate related professional fees with regard to Seaton development. Part of these costs were funded by development charges. • 304 City of Pickering Year 2013 Performance Measurement Report General Government 1.1b Total Cost for Governance and Corporate Management 2013 2012 6.10% 5.60% Efficiency 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: • One-off significant/large legal or corporate matters that may arise year over year. • The extent that cost centers within municipalities directly relate to the functions included under the governance and corporate management categories. Detailed Comments Calculation of this measure includes the total operating costs for governance and corporate management, related interest on long term debt and amortization net of revenue received from other municipalities on tangible capital assets over total municipal cost. There are no interest on long term debt and amortization amounts allocated to corporate management in 2013, same as in prior years. The increase in the resulting measure was from the increase in total operating cost as calculated in 1.1a above. • 305 ' City of Pickering Year 2013 Performance Measurement Report • Fire Services 2.1a Operating Costs for Fire Services 2013 2012 $1.40 $1.36 Efficiency Measure Operating costs for fire services per $1,000 of property assessment. Objective Provide efficient municipal fire services. General Comments The following factors can influence the above result 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 the operating costs for fire services. Given the same operating costs on a year-over-year comparison, the resulting measures will still vary. The higher the assessment value, the lower the operating costs for fire per $1,000 of assessment and vice versa. The factors that determine the need for fire services which directly affect operating costs include the frequency of emergency responses, the urban and rural mix of the municipality, the number and geographic location of fire halls in relation to the size of the municipality. The slight increase in the resulting measure in 2013 was a net result of the increase in both total operating cost (numerator) and property assessment (denominator). Increase in operating cost in 2013 were mostly from staffs salaries and materials usage. 306 City of Pickering Year 2013 Performance Measurement Report Fire Services 2.1 b Total Cost for Fire Services 2013 2012 $1.45 $1.43 Efficiency Measure Total cost for fire services per$1,000 of property assessment. Objective • Provide efficient municipal fire services. General Comments The following factors can influence the above measure 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 measure adds interest on long term debt and amortization to the total operating costs for Fire Services. Like in the previous measure, the assessment value which is the denominator does not necessarily correlate to the total cost for fire services. The higher the assessment value, the lower the cost per $1,000 of assessment. Interest on long term debt and amortization actually decreased in 2013 as compared to 2012. The increase in the resulting measure was mainly due to the increase in operating costs as calculated from 2.1a. 307 City of Pickering Year 2013 Performance Measurement Report Fire Services 2.2 Residential Fire Related Civilian Injuries 201.3 2012 0.074 0.021 Effectiveness 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 measure calculates 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 per 1,000 persons. The result measures the effectiveness of fire protection services provided to the public. In 2013, there were seven residential fire related civilian injuries reported to the OFM over a population of 94,883 compared to two in 2012 over a population of 94,022. 308 City of Pickering Year 2013 Performance Measurement Report Fire Services 2.3 Residential Fire Related Civilian Injuries — 5 Year Average 2013 2012 0.021 0.011 Effectiveness Measure Total number of residential fire related civilian injuries averaged over 5 years from 2009 to 2013 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 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 2009 to 2013 averaged over 5 years per 1,000 persons. The fire department reportedan average of two residential fire related civilian injuries to the OFM per year from 2009 to 2013 on a population of 94,883 as compared to an average of one injury per year from 2008 to 2012 on a population of 94,022. • 309 City of Pickering Year 2013 Performance Measurement Report Fire S ervices 2.4 Residential Fire Related Civilian Fatalities 2013 2012 0.000 0.000 Effectiveness 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 measure presents the number of residential fire related civilian fatalities during the reporting year as determined by the Office of the Fire Marshal (OFM) per 1,000 persons. In 2013, no residential fire related civilian fatality was reported to the OFM. The same as in 2012. 310 City of Pickering Year 2013 Performance Measurement Report Fire Services 2.5 Residential Fire Related Civilian Fatalities —5 Year Average 2013 2012 0.000 0.000 Effectiveness•Measure • Number of residential fire related civilian fatalities averaged over 5 years 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 measure presents the total number of residential fire related civilian fatalities as determined by the Office of the Fire Marshal (OFM) averaged over 5 years from 2008 to 2012 per 1,000 persons. The average residential fire related civilian fatality per year for 5 years from 2009 to 2013 is rounded to a nil. Fatalities per year for the period are as follows: 2009-1, 2010-0, 2011-0, 2012-0, 2013 —0. • 311 City of Pickering Year 2013 Performance Measurement Report Fire Services 2.6 Number of Residential Structural Fires 2013 2012 0.391 0.864 Effectiveness 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 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. In 2013, there were 12 residential structural fires reported on a total household of 30,681 compared to prior year's 26 on a total household of 30,099. For both years, the City experienced less than one residential fire incident for every 1,000 homes. The effectiveness of fire prevention and safety programs by the fire department indirectly affects the result of this measure. Note however, that conditions surrounding each fire situation are always different. 312 City of Pickering Year 2013 Performance Measurement Report Building Services 4.1a Operating Costs for Building Permits and Inspection Services (Revised) 2013 $5.44 Efficiency Measure Operating costs for building permits and inspection services per $1,000 of construction activity (based on permits issued during the reporting year). Objective Provide efficient building permit review and inspection services. General Comments The following factors can influence the above results: • • Staff training • Number and type of permit applications • Compliance to Ontario building code and other applicable laws • General economic activity Detailed Comments The calculation of this measure was revised for 2013 reporting making it not comparable to prior years' measure. For 2013, the construction value (denominator) is averaged over three years instead of using the actual value for the reporting year. The three year moving average is used,to smooth out fluctuations that may occur from year to year. The costs for building permit and inspection services include activities undertaken by the Building Services Division that relate to the issuance of permits for the construction, renovation or demolition of buildings under Subsection 8(1) of the Building Code Act, 1992. These services include: administration, assessment of applicable law compliance, plans review, site inspections, building code enforcement activities including issuing orders, processing/screening of permit applications and issuing permits,prosecutions, record keeping and reporting obligations, staff training, other building permits and inspection services. The schedule used by the City to determine total construction value was the Toronto Area Chief Building Officials Committee (TACBOC) Construction Value Standard. 313 " City of Pickering Year 2013 Performance Measurement Report Building Services 4.1b Total Costs for Building. Permits and Inspection Services (Revised) 2013 $5.44 Efficiency Measure Total costs for building permits and inspection services per$1,000 of construction activity (based on permits issued) Objective Provide efficient process to undertake building permit review and inspection services. General Comments • The following factors can influence the above results: • Staff training • Number and type of permit applications • Compliance to Ontario building code and other applicable laws • General economic activity Detailed Comments Total cost is calculated by adding the total operating costs, interest on long term debt and amortization less revenue from other municipalities for tangible capital assets. Since there were no related interest on long term debt and amortization in 2013, the resulting measure is the same with that of 4.1a above.. 314 City of Pickering Year 2013 Performance Measurement Report Building Services 4.2 Review of Complete Permit Applications Effectiveness Measure Median number of working days to review a complete building permit application and issue a permit or not issue a permit, and provide all reasons for refusal. Objective To process complete building permit applications quickly and accurately. General Comments The following factors can influence the above results: • Building category where the application falls under • Scope of proposed construction work/extent of plans review necessary • Number and type of permit applications • Compliance to Ontario building codes and other applicable laws • Completeness of application • General economic activity To be considered a complete application, a permit application must be made by the owner or authorized agent on a form approved by the Minister of Municipal Affairs and Housing. All applicable fields and schedules must be completed on the application and fees must be paid in reference to the applicable municipal by-law, resolution or regulation made under clause 7(1)(c) of the Building Code Act. 4.2a Category 1: Houses 2013 2012 Median number of days achieved: Median number of days achieved: 11 days 9 days Detailed Comments Includes residential buildings not exceeding three storeys or 600 square meters such as: - A detached house, semi-detached house, townhouse, or row house where no dwelling unit is located above another dwelling unit. - A detached structure that serves a building listed above, that does not exceed 55 square meters in building area. - A tent to which section 3.14 of Division B of the Building Code applies. - A sign to which section 3.15 of Division B of the Building Code applies. The provincial standard period for a building permit to be issued or refused is 10 working days. Median number of days reported for 2013 was higher than normal due to the significant volume of permit applications received for subdivisions while undergoing staffing changes. 315 City of Pickering Year 2013 Performance Measurement Report 4.2b Category 2: Small Buildings 2013 2012 Median number of days achieved: Median number of days achieved: 16 days 11 days Detailed Comments Include buildings with three or fewer storeys in height, not exceeding 600 square meters in area and used for major occupancies, such as: - Group C, residential occupancies - Group D, business and personal services occupancies - Group E, mercantile occupancies - Group F, Divisions 2 and 3, medium and low hazard industrial occupancies. The provincial standard period for a building permit to be issued or refused in this category is 15 working days. In 2013, the median number of days to review permits took longer basically due to the higher than normal volume of applications received while undergoing staff changes. • 316 City of Pickering Year 2013 Performance Measurement Report 4.2c Category 3: Large Buildings 2013 2012 Median number of days achieved: Median number of days achieved: 15 days 13 days Detailed Comments Include large residential, commercial, industrial and institutional buildings used for major occupancies classified as: - Group A, assembly occupancies - Group B, care or detention occupancies, or - Group F, Division 1, high hazard industrial occupancies. Buildings exceeding 600 square meters in building area or exceeding three storeys in height and used for major occupancies such as: - Group C, residential occupancies - Group D, business and personal services occupancies - Group E, mercantile occupancies - Group F, Divisions 2 and 3 Also include farm buildings that exceed 600 square meters in building area. The provincial standard period for a building permit to be issued or refused in this category is 15 working days. In 2013, the provincial standard period for review was met. However, processing still took longer compared to previous year due to the higher than normal volume of applications received while undergoing staff changes. • 317 City of Pickering Year 2013 Performance Measurement Report 4.2d Category 4: Complex Buildings 2013 2012 Median number of days achieved: Median number of days achieved: 35 days 10 days Detailed Comments Complex buildings include: 1) Post disaster buildings such as hospitals, emergency treatment facilities, blood banks, telephone exchanges, power generating stations, electrical substations, control centres for land transportation, public water treatment and storage facilities, water and sewage pumping stations, emergency response facilities, fire, rescue and police stations, storage facilities for vehicles or boats (used for fire, rescue and police purposes) and communication facilities including radio and television stations; 2) High buildings to which provisions of subsection 3.2.6 of Division B of the • Building Code apply; and 3) Complex buildings with mezzanines to which provisions of Articles 3.2.8.3 to 3.2.8.11 of Division B of the Building Code apply. The provincial standard period for a building permit to be issued or refused in this category is 30 working days. For this reporting year, staff took more time to review applications due to the complexity of submissions received in 2013. 318 City of Pickering Year 2013 Performance Measurement Report Building Services 4.3 Monitoring the number and percentage of permit applications (New) Effectiveness Measure a) The number and percentage of building permit applications submitted and accepted by the municipality as both complete and incomplete applications, by category, and b) the subtotal for the number of complete and incomplete building permit applications, by category. Objective To monitor the number and percentage of building permit applications which are submitted and accepted by the municipality, by category. General Comments The following factors can influence the above results: • Building category where the application falls under • Scope of proposed construction work/extent of plans review necessary • Number and type of permit applications • Compliance to Ontario building codes and other applicable laws • Completeness of application • General economic activity To be considered complete, a permit application must be made by the owner or authorized agent on a form approved by the Minister of Municipal Affairs and Housing. All applicable fields and schedules must be completed on the application. All fees must be paid in reference to the applicable municipal by-law, resolution or regulation made under clause 7(1)(c) of the Building Code Act. Below are the numbers and percentages of permit applications reviewed in 2013 grouped in four categories. 319 City of Pickering Year 2013 Performance Measurement Report. • 4.3 Category 1: Houses 9 Number Percentage Complete Applications 397 67.0% Incomplete Applications 196 33.0% Total Applications 593 100.0% Category 1: houses not exceeding 3-storeys /600 square meters. 4.3 Category 2: Small Buildings Number Percentage Complete Applications 15 62.5% Incomplete Applications 9 37.5% Total Applications 24 100.0% Category 2: small commercial/industrial not exceeding 3-storeys/600 square meters. 4.3 Category 3: Large Buildings Number Percentage Complete Applications 75 62.0% Incomplete Applications 46 38.0% Total Applications 121 100.0% Category 3: large residential /commercial / industrial / institutional. 4.3 Category 4: Complex Buildings Number Percentage Complete Applications 5 83.3% Incomplete Applications 1 16.7% Total Applications 6 100.0% Category 4: post disaster buildings, including hospitals, power/water, fire/police/EMS, communications 320 City of Pickering Year 2013 Performance Measurement Report Building Services 4.4 Total number of building permit applications for all categories Complete and Incomplete 2013 (New) Number Percentage Complete Applications 492 66.1% Incomplete Applications 252 33.9% Total Applications 744 100.0% Effectiveness Measure The total number and percentage of building permit applications accepted by the municipality. Objective To monitor the number of building permit applications accepted by the municipality. General Comments The following factors can influence the above results: • • Number and type of permit applications • Completeness of each permit application • General economic activity To be considered a complete.application, a permit application must be made by the owner or authorized agent on a form approved by the Minister of Municipal Affairs and Housing. All applicable fields and schedules must be completed on the application. All fees must be paid in reference to the applicable municipal by-law, resolution or regulation made under clause 7(1)(c) of the Building Code Act. Detailed Comments The total number of building permit applications provides a measure of volume for the processing of building permit applications. Municipalities interested in comparing their results may wish to consider the volume and application status (complete/incomplete) of building permit applications in selecting comparators. 321 City of Pickering Year 2013 Performance Measurement Report Road Services 5.1a Operating Costs for Paved Roads 2013 2012 $1,738.26 $1,479.03 Efficiency Measure Operating costs for paved (hard top) roads per lane kilometer. Objective Provide efficient maintenance services on 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. • Kilometers 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 surface, concrete surface, composite pavement, Portland cement or surface treatment. Maintenance include frost heave/base/utility cut repair, cold and hot mix patching, shoulder and surface maintenance, surface sweeping and flushing. The City maintains separate accounts to track material costs related to roads. The costs of administration and other indirect costs have been allocated to paved roads based on management's best estimate on the proportion of responsibility dedicated to the road functions. In 2013, the City maintained 734 lane kilometers of paved road compared to 723 lane kilometers in 2012 and undertook more repairs in 2013 than 2012. As a result, related operating costs on salaries and wages, materials and contracted services increased. 322 City of Pickering • Year 2013 Performance Measurement Report Road Services • 5.1b Total Costs for Paved Roads 2013 . 2012 $5,580.19 $5,292.98 Efficiency Measure Total 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 roads by heavy equipment. • The municipality's standard for road conditions in comparison with comparable municipalities. • Kilometers 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 of capital costs. • Revenue received from other municipalities related to tangible capital assets. Detailed Comments The total cost is calculated by adding the operating costs, interest on long term debt and amortization net of revenue received from other municipalities related to tangible capital assets. Note that no related revenue was received in 2013. The increase in the resulting measure from 2012 to 2013 was largely due to the increase in operating costs maintaining all of the paved roads. The City maintained 734 lane kilometers of paved road in 2013 compared to 723 lane kilometers in 2012. 323 City of Pickering Year 2013 Performance Measurement Report Road Services 5.2a Operating Costs for Unpaved Roads 2013 2012 $5,928.37 $6,991.76 Efficiency Measure' Operating costs for unpaved (loose top) roads per lane kilometer. Objective Provide efficient maintenance of unpaved 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. • The kilometers 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 a gravel, stone or other loose surface. The operating costs of maintaining the City's unpaved roads include employee wages & benefits, amount of granular materials used, administering dust suppressants, program support, contracted services, rental of heavy equipment, grading, repairs, road patrol and surface inspections. The City maintained 213 kilometers of unpaved roads in 2013. The same distance in 2012. The decrease in the resulting measure in 2013 was due to a drier summer which resulted in a lesser requirement for maintenance activities and materials usage. 324 City of Pickering Year 2013 Performance Measurement Report Road Services 5.2b Total Costs for Unpaved Roads 2013 2012 $5,987.73. $7,048.82 Efficiency 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 municipality's standard for road conditions in comparison with comparable municipalities. • The kilometers 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 Calculation of total costs include the sum of the total operating cost, interest on long term debt and amortization on.capital costs net of revenue received from other municipalities related to tangible capital assets. The decrease in 2013 from 2012 is reflective of the decrease in the operating cost calculated from 5.2a. Interest on long term debt and amortization in 2013 were relatively the same as in 2012. • 325 City of Pickering • Year 2013 Performance Measurement Report Road Services 5.3a Operating Costs for Bridges and Culverts 2013 2012 $0.00 $0.00 Efficiency 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 and age 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 used for repairs & maintenance, contracted services, rental of equipment, program support less revenue from other municipalities. In 2013, the City has no reported operating costs related to the repairs and maintenance of the primary components of bridges and culverts as in 2012. The 9,763 square meters total surface area of bridges and culverts maintained in 2013 was the same in 2012. 326 City of Pickering Year 2013 Performance Measurement Report Road Services 5.3b Total Costs for Bridges and Culverts 2013 2012 $19.56 $19.56 Efficiency 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 and age 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 total operating cost, interest on long term debt and amortization less revenue from other municipalities. The only cost included in the 2013 calculation was the amortization on capital assets. The amount was relatively the same as in 2012. 327 City of Pickering Year 2013 Performance Measurement Report Road Services 5.4a Operating Costs for Winter Maintenance of Roads 2013 2012 $2,076.58 $1,154.70 Efficiency Measure Operating costs for winter maintenance of roadways per lane kilometre. 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 kilometers 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 of roadways. The costs of administration and other indirect costs however have been allocated based on management's best estimate on the proportion of responsibility dedicated to the road function for winter control. The total operating cost of the City's winter control maintenance includes related employee wages & benefits, salt, sand & other materials, program support, equipment rental and culvert thawing. This amount is directly related to the winter condition during the reporting year. The increase in the resulting measure in 2013 from 2012 was.due to an increase in winter control activities during the latter half of 2013 resulting to an increase in materials usage, contracted services and salaries &wages. The increase in total lane kilometres of roads maintained in 2013 from 2012 also contributed to the increase in operating costs. The City maintained 948 lane kilometres of total road types in 2013 compared to 936 in 2012. The measure is directly related to weather severity and duration (see 5.7 for total winter events) during the reporting year. • 328 City of Pickering Year 2013 Performance Measurement Report Road Services 5.4b Total Costs for Winter Maintenance of Roads 2013 2012 $2,076.58 $1,154.70 Efficiency 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 kilometers 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 cost for winter maintenance of roads is calculated as the sum of the total operating cost, interest on long term debt and amortization on related assets net of revenue from other municipalities related to tangible capital assets. In 2013, no interest and amortization costs were allocated to equipment used for winter maintenance of roadways, as was in 2012. Therefore, the resulting measure is the same as the calculated result showing on 5.4a. 329 City of Pickering Year 2013 Performance Measurement Report -Road Services 5.5 Adequacy of Roads 2013 2012 87.7% 87.1% Effectiveness Measure Percentage of paved lane kilometres where the condition is rated as good to very good. Objective Provide a paved road 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 roads in the municipality in comparison with comparable municipalities. • Volume of traffic. Detailed Comments City staff uses their best estimates to establish the percentage of roads that are rated as good to very good. The City's road patrols, the public, employees and the Roads Needs Study are other sources providing feedback on road conditions. As new roads are added and existing roads are reconstructed, repaired and rehabilitated, the rating steadily improves to a higher level year after year. In 2013, 644 out of 734 kilometers (87.7%) of paved lane was rated to be in good to very good condition as compared.to 630 out of 723 kilometers (87.1%) in 2012. 330 City of Pickering Year 2013 Performance Measurement Report Road Services 5.6 Adequacy of Bridges and Culverts 2013 2012 54.1% 54.1% Effectiveness Measure Percentage of bridges and culverts where the condition is rated as good to very good. Objective Maintain 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 performance measure means the condition of only the primary components which are the main load carrying components of the structure. This includes: decks, beams, girders, abutments, foundations, etc. Any other components used to distribute loads such as sidewalks, curbs, sway braces and wing walls are excluded. In 2013, a total of 33 bridges and culverts were rated as good to very good out of 61 (54.1%). The same rating result in 2012. • 331 City of Pickering Year 2013 Performance Measurement Report Road Services 5.7 Winter Event Response 2013 2012 100% 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road municipal service levels for road maintenance. 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 kilometers 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 after the end of a snowfall when adequate resources are available in accordance with hours of service regulations. In 2013, as was in prior years, the City did not experience a winter event where staff was not able to meet or exceed road maintenance standards including the December 22nd ice storm. The City defines an event as 2-3 cm of snowfall or ice-covered roads caused by freezing rains. Once the crews are mobilized, they work (within regulations) until the snow event is controlled. This duration is variable depending on weather severity. The City responded to 43 winter storm events in 2013 compared to 28 in 2012. All responses met or exceeded the municipal standard winter control maintenance levels. 332 City of Pickering Year 2013 Performance Measurement Report Storm Water Management 8.1a Operating Costs-for Urban Storm Water Management 2013 2012 $1,442.22 $1,166.19 Efficiency Measure Operating costs for urban storm water management (collection, treatment, and disposal) per kilometer of drainage system. Objective Provide efficient storm water management. General Comments The following factors can influence the efficiency rate of urban storm water - management: • Geography of the City • Extent and age of the drainage system • Inventory of pipes in the Municipality Detailed Comments Storm-water management has become increasingly important in the urban area as the City continues to develop and intensify. Impacts such as flooding, erosion and poor water quality are being addressed through watershed wide controls thus reducing the pressures that are put on watercourses and Frenchman's Bay. An urban storm water system consists primarily of closed drains but may include ditches, especially where the urban area has grown up around a rural area This performance measure identifies direct costs related to the efficient collection, treatment and conveyance of stormwater from urban areas against total kilometers of urban drainage systems. Direct costs include salaries/wages/benefits, 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 23.67% increase in the resulting measure from 2012 to 2013 was a result of an increase in the use of contracted services (consulting services) to develop a comprehensive urban storm water management plan. Slight increase in both salaries & wages and cost of materials used were also contributory factors to the increase in the calculated measure. The City maintained 306 kilometers of urban drainage system in 2013 compared to 301 in 2012. 333 City of Pickering Year 2013 Performance Measurement Report Storm Water Management 8.1b Total Cost for Urban Storm Water Management 2013 2012 $8,351.21 $7,992.36 Effectiveness 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 The total cost for urban storm water management is calculated as the sum of the total operating cost, interest on long term debt and amortization on related assets net of revenue from other municipalities related to tangible capital assets. In 2013, interest and amortization costs on related assets was not that much different from 2012. The increase in the resulting measure was largely due to the increase in the total operating costs (see 8.1a). 334 City of Pickering Year 2013 Performance Measurement Report Storm Water Management 8.2a Operating Costs for Rural Storm Water Management 2013 2012 $2,737.40 $3,787.85 Efficiency Measure Operating costs for rural storm water management (collection, treatment, and disposal) per kilometer of drainage system. Objective Provide efficient rural storm water management. General Comments The following factors can influence the efficiency rate of rural storm water management: • The geography, 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 A rural stormwater system is one where storm water is conveyed primarily along the side of roadways normally with open ditches located in areas defined on rural Pickering's Official Plan. A rural system may also include storm sewers and catch basins. The total operating cost sums up all related salaries/wages/benefits, contracted services, materials, other direct costs such as culvert repairs and maintenance, ditching, bank repair and other day-to-day maintenance activities, rentals, interfunctional adjustments and program support over a total kilometers of drainage system. The decrease in the resulting measure in 2013 was largely due to the longer dry season experienced during the year. This projected to a lower than expected materials usage and rental costs. The City maintained 351 kilometers of rural storm water drainage network in 2013. The same distance maintained in prior years. • 335 • City of Pickering Year 2013 Performance Measurement Report Storm Water Management 8.2b Total Costs for Rural Storm Water Management 2013 2012 $2,790.76 $3,847.99 Efficiency Measure Total costs for rural storm water management (collection, treatment, and disposal) per kilometer of drainage system.- • Objective Provide efficient rural storm water management. • General Comments The following factors can influence the efficiency rate of rural storm water management: • The geography, 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 measure calculates the sum of operating costs, interest on long term debt and related amortization for rural storm water management over total kilometers of rural drainage system plus 0.005 kilometers times the number of catch basins. It provides a picture of the cost spent in maintaining a rural drainage system on a per kilometer basis. Amortization in 2013 was relatively the same compared to prior year and no interest on long term debt was recorded in 2013 and 2012. The difference in the resulting measure was from the decrease in operating costs as calculated in the previous measure (8.2a). 336 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.1a Operating Cost for Parks per Person 2013 2012 $46.22 $47.59 Efficiency Measure Operating costs for maintaining the parks per person. Objective Provide efficient operation of parks. General Comments Operating costs in maintaining outdoor open spaces including parks, parkettes, flower gardens, natural areas, playgrounds, public squares, skateboard parks, outdoor skating rinks, sports fields, splash pads, trails and similar spaces are included in the determination of this measure. To calculate this measure, the total operating cost is divided by the total City population. Detailed Comments The City maintains the parks on a daily basis during summer. The scheduled grass cutting cycle of 5 to 10 days is maintained to control growth and keep all parks 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. The slight decrease in the resulting measure from 2012 to 2013 was due to the decrease in wages required to maintain all parks and a slight increase in reported population. • 337 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.1b Total Cost for Parks per Person 2013 2012 $55.27 $56.86 Efficiency Measure Total costs for maintaining the parks per person. Objective Provide efficient operations of parks. Detailed Comments Total cost calculation sums up the total operating cost, interest on long term debt and amortization on capital assets related to parks, divided by the total population. This measure provides a picture of how much overall the City spent in maintaining the parks on a per person basis. The decrease in the resulting measure from 2012 to 2013 was largely due to the decrease in operating costs (11.1a) and increase in population. • • 338 • City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.2a Operating Costs for Recreation Programs per Person 2013 2012 $50.38 $51.01 Efficiency Measure Operating costs for recreation programs per person. Objective Provide efficient operation of recreation programs. Detailed Comments Recreation programs include a wide range of programs, services and activities offered by the City to the public in a municipally owned or leased facility area. It include both registered programs and unregistered drop-in programs or clubs. This measure is calculated by dividing the total operating cost in running the programs with total population. Total operating cost includes salaries, wages, benefits, materials, contracted services, rents, transfers and adjustments. Throughout the year, recreation programs are continuously reviewed and changed depending on public demand as determined by number of attendees. Seasonality of activities also affects the type and frequency of program offerings. In 2013, the difference in operating cost comparison between 2012 and 2013 was marginal. The slight decrease in the calculated measure was primarily due to the increase in population count in 2013 (denominator). 339 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.2b Total Costs for Recreation Programs per Person 2013 2012 $50.38 $51.01 Efficiency Measure Total cost for the operation of recreation programs per person. Objective Provide efficient operation of recreation programs. Detailed Comments The total cost is calculated as the sum of operating cost, interest on long term debt and amortization related to recreation programs. In 2013, like in prior years, no interest and amortization related to recreation programs were allocated. Hence, the total cost per person is the same as the operating cost per person reported in 11.2a above. • • 340 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.3a Operating Costs for Recreation Facilities per Person 2013 2012 $88.77 - $85.86 Efficiency Measure Operating costs for recreation facilities per person. Objective Provide efficient operation of recreation facilities. Detailed Comments • Recreation facilities include built or enclosed structures used for the purposes of community recreation and leisure. These facilities normally involve some form of operating function either mechanical, electrical or both and some form of controlled access. Recreation facilities include community centres, gymnasiums, arenas, fitness centres, indoor skating rinks, indoor and outdoor swimming pools, lawn bowling greens, tennis courts, youth/senior centres, wading pools, etc.. Included in the calculation of this measure are salaries/wages/benefits, materials, contracted services, rents, transfers and adjustments related to the operation of all recreation facilities, divided by the total population. • The higher cost of materials and contracted services used in 2013 resulted to the increase in the calculated measure compared to 2012. • 341 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.3b Total Costs for Recreation Facilities per Person 2013 2012 $103.70 $100.37 • Efficiency,Measure Total cost for recreation facilities per person. Objective Provide efficient operation of the City's recreation facilities. Detailed Comments Total cost includes operating cost, interest on long term debt and amortization, 'less revenue from other municipalities for tangible capital assets related to the operation of all recreation programs and facilities. An increase in the amortization expense in 2013 compared to 2012 resulted to the increase in the calculation of this measure. Miscellaneous equipment installation across recreation facilities in 2013 contributed to this increase in amortization expense. 342 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.4a Operating Costs for Recreation Programs and Recreation Facilities per Person (Subtotal) 2013 2012 $139.16 $136.88 Efficiency Measure • Operating costs for recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's recreation programs and facilities. Detailed Comments Included in this measure is the cost of salaries/wages/benefits and all other direct costs related to the operation of recreational programs and facilities. This is the sum of the measures as calculated in 11.2a and 11.3a above. The difference in the calculated measure was primarily from the increase in operating costs for recreation facilities in 2013 from 2012. 343 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.4b Total Costs for Recreation Programs and Recreation Facilities per Person (Subtotal) 2013 2012 $154.08 $151.38 Efficiency 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 include the operating costs calculated in 11.4a above plus the interest on long term debt and amortization per person related to the operation of recreation programs and maintenance of facilities less revenue from other municipalities for tangible capital assets related to programs and facilities. This is the sum of items 11.2b and 11.3b above. • • 344 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.5 Total Kilometres of Trails and Total Kilometres of Trails per 1,000 Persons 2013 2012 16 km 16 km 0.169 km/1,000 persons 0.170 km/1,000 persons 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 residents were used in the calculation of this measure. This include all trails that fall under City's responsibility or control and made available for motorized or non-motorized recreational public use. The City maintained 16 kilometres of trail in both 2013 and 2012. The decrease in the km/1000 persons calculation for 2013 was a result of the higher reported population compared to 2012. • • • 345 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.6 Hectares of Open Space and Hectares of Open Space per 1,000 Persons 2013 2012 221 ha 219 ha 2.329 ha/1,000 persons 2.329 ha/1,000 persons Effectiveness Measure Hectares of open space (City owned) per 1,000 person. Objective • Measure the adequacy of open space for the population. Detailed Comments Total hectares of City owned open space over total population 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 City maintained 221 hectares of municipally owned open space in 2013 compared to 219 hectares in 2012. The approximately two hectares of additional open space came from the Duffin Heights village green and Creekside park. Calculation of total hectares/1000 persons in 2013 came out the same with 2012 primarily due to the increase in population count for 2013. • • • • 346 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.7 Total Participant Hours for Recreation Programs _ 2013 2012 21,404 hrs/1,000 persons 21,493 hrs/1,000 persons Effectiveness Measure Total participant hours for recreation programs per 1,000 persons. Objective Measure the effectiveness of programs provided by the City. Detailed Comments Participant hours are based only on the number of active registrants or participants in a program. Total hours for special events is not part of this measure. Total participant hours for every 1,000 person in the City including registered, drop-in and permitted recreation programs and activities were used in this calculation. In 2013, there was actually a marginal increase in total participant hours for recreation programs from 2012. However, due to the higher population (denominator) in 2013 compared to 2012, the resulting measure decreased by 89 hrs per 1,000 persons in 2013. • 347 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.8 Square Metres of Indoor Recreation Facilities and Square Metres of Indoor Recreation Facilities per 1,000 Persons (Municipally Owned) 2013 2012 462 sqm/1,000 persons 437 sqm/1,000 persons 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 City owned indoor recreation facilities include built or enclosed structures used for the purposes of community recreation and leisure. A floor area review of all indoor recreation facilities were conducted by staff in 2013. Results showed that previously reported areas from different facilities were inaccurate and had to be updated. Total corrected area of indoor recreation facilities in 2013 was 43,860 square meters. Previous total was 41,099 square meters. 348 City of Pickering Year 2013 Performance Measurement Report Parks and Recreation 11.9 Square Metres of Outdoor Recreation Facility Space and Square Metres of Outdoor Recreation Facility Space per 1,000 Persons (Municipally Owned) 2013 2012 305 sqm/1,000 persons 283 sqm/1,000 persons 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 per 1,000 persons were used in this • calculation. The City maintained 28,901 square metres of outdoor space in 2013 compared to 26,589 square meters in 2012. The 2,312 square meters increase came from the second lawn bowling green at East Shore Community Centre which should have been added in 2012 after construction. However, the green was not in use the first year due to issues with turf consistency. The problem was resolved and the green was opened for use in 2013. • 349 City of Pickering Year 2013 Performance Measurement Report Libra ry Services 12.1a Operating Costs for Library Services per Person 2013 2012 $60.75 $57.83 Efficiency Measure Operating costs for library services per person. Objective • Provide efficient library services to the public. Detailed Comments The City now has four library locations servicing its residents in 2013. The Whitevale branch closed its doors at the end of 2012 due to dwindling use. The cost for the remaining four locations is included in the calculation of this measure, which includes salaries, wages, benefits, materials, rent and all other operating costs divided by the total population. The increase in operating cost per person in 2013 was primarily due to the increase in total salaries and wages and library materials acquisitions compared to 2012. • 350 City of Pickering Year 2013 Performance Measurement Report Library Services 12.1b Total Costs for Library Services per Person 2013 2012 $67.37 $63.97 Efficiency Measure Total costs for library services per person. Objective Provide efficient library services to the public. Detailed Comments Total cost for this measure is the sum of the operating costs, interest on long term debt and amortization of related capital assets divided by total population. The resulting measure increased in 2013 from 2012 due to the increase in operating cost as noted in the previous measure (12.1a) and an increase in amortization related to the increased materials purchased in 2013. • • 351 City of Pickering Year 2013 Performance Measurement Report Libra ry Services 12.2a Operating Costs for Library Services per Use 2013 2012 $1.79 $1.69 Efficiency Measure Operating costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments The City has four locations servicing its residents in 2013. The total operating costs for all four locations and the total library uses was used in the calculation of this measure. In 2013, there was an increase in the total operating cost compared to 2012. Total library uses (denominator) also increased in 2013 but almost negligible. This resulted to a slightly higher calculated operating cost for library service per use compared to 2012. 352 City of Pickering Year 2013 Performance Measurement Report Library Services 12.2b Total Costs for Library Services per Use 2013 2012 $1.98 $1.87 Efficiency Measure Total costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments • The total costs for all four library locations in 2013 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 related capital assets. The increase in the calculated measure for 2013 was due to a higher amortization costs on library materials compared to 2012. 353 City of Pickering Year 2013 Performance Measurement Report • • - Library Services 12.3 Library Uses per Person 2013 2012 34.03 34.14 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. A change in usage alone is a satisfactory indicator of service levels. Detailed Comments Total electronic and non electronic library uses from all four locations together with the total population of the City were used in the calculation of this measure. Library use per person was slightly down in 2013 compared to 2012. It is important to note however, that total use for 2013 was slightly up by about 0.6% from 2012. But with an almost 1% increase in reported population in 2013 from 2012, there was a slight decrease in the reported measure. • 354 City of Pickering Year 2013 Performance Measurement Report Library Services • 12.4 Electronic Library Uses as a Percentage of Total Library Uses 2013 2012 37.2% 35.8% Effectiveness 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 2013 data from the four library locations. Uses include the number of people using on-site library computers, number of times electronic collections (e-books, etc.) are accessed, number of users of wireless connection, number of information communication technology (software and social media) support requests and number of electronic visits to the library's website. As the library continuous to make its materials and services electronically accessible and with the technology to access this becomes more available to the public through e-readers, smart phones and tablets, electronic library uses was expected to go up in 2013 and beyond. 355 City of Pickering Year 2013 Performance Measurement Report Library Services 12.5 Non Electronic Library Uses as a Percentage of Total Library Uses 2013 2012 62.8% 64.2% Effectiveness Measure Non-electronic Library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. • Detailed Comments Non-electronic uses includes data from the four library locations in 2013. Uses include program attendance, in-library materials use, number of standard reference transactions, number of reader's advisor transactions and number of in-person visits to the library. In contrast to the increasing trend in the number of electronic library uses, the number of non- electronic library uses was expected to be on the downward trend as reflected on the resulting measure from 2012 to 2013. • 356 City of Pickering Year 2013 Performance Measurement Report Land Use Planning 13.1 Percentage of New Residential Units Located Within Settlement Areas 2013 2012 100.0% 100.0% 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 /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 residential development in an approved municipal official plan. In 2013, there were 344 new dwelling units within the City compared to 286 in 2012. All units were located within the designated settlement areas. 357 City of Pickering Year 2013 Performance Measurement Report Land Use Planning 13.2 Preservation of Agricultural Lands 2013 2012 100.0% 100.0% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses during the reporting year. Objective Preservation of agricultural land. Detailed Comments The City maintained 8,823 hectares of land designated for agricultural purposes in both 2013 and 2012. No area was re-designated to other uses in the reporting year. • • 358 City of Pickering Year 2013 Performance Measurement Report Land Use Planning 13.3 Preservation of A ricultural Lands Relative to 2000 2013 2012 99.5% 99.5% 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 A total of 8,865 hectares of agricultural land was originally designated for agricultural purposes in the official plan as of January 1, 2000. A total of 42 hectares has been re-designated since then. • 359 City of Pickering Year 2013 Performance Measurement Report Land Use Planning 13.4 Hectares of Agricultural Land which was Re-designated for Other Uses During the Reporting Year 2013 2012 0 0 Effectiveness Measure • Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during the reporting year. Objective Preservation of agricultural land. Detailed Comments No agricultural land was re-designated to other classifications in 2013. • • 360 City of Pickering Year 2013 Performance Measurement Report Land Use Planning 13.5 Hectares of Agricultural Lands which was Re-designated for Other Uses Since 2000 2013 2012 42 ha 42 ha 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 since 2000. • 361 • ATTACHMENT#(1 TO REPORT#f,4 IS I CITY OF PICKERING PERFORMANCE MEASUREMENT COMPARISON OF 2013 &2012 MEASURES Performance Measures 2013 2012 General Government-Efficiency -Operating cost for governance and corporate management 7.00% 6.60% as%age of total municipal operating costs -Total cost for governance and corporate management as%age of total municipal costs 6.10% 5.60% Protection Services-Efficiency&Effectiveness of Fire Services -Operating cost for fire services per$1,000 of assessment $ 1.40 $ 1.36 -Total cost for fire services per$1,000 of assessment $ 1.45 $ 1.43 -Number of residential fire related civilian injuries per 1,000 persons 0.074 0.021 -Residential fire related civilian injuries-5 year average per 1,000 persons 0.021 0.011 -Residential fire related civilian fatalities per 1,000 persons 0.000 0.000 • -Residential fire related civilian fatalities-5 year average per 1,000 persons 0.000 0.000 -Number of residential structural fires per 1,000 households 0..391 0.864 • Building Services-Efficiency&Effectiveness -Operating cost for building permits and inspection services(Revised) $ 5.44 $ - Not comparable to 2012 -Total cost for building permits and inspection services(Revised) $ 5.44 $ - Not comparable to 2012 -Median number of days to process a complete building permit application -Category 1: Houses 11 days 9 days -Category 2:Small buildings 16 days 11 days -Category 3: Large buildings 15 days 13 days -Category 4:Complex buildings 35 days 10 days -Monitoring the number and percentage of building permit applications(New) -Category 1: Houses -Complete applications • 397- 66.9% - -Incomplete applications 196-33.1% - -Total applications 593-100% - -Category 2:Small buildings -Complete applications 15-62.5% - -Incomplete applications 9-37.5% - -Total applications 24-100% - -Category 3: Large buildings -Complete applications 75-62.0% - -Incomplete applications 46-38.0% - -Total applications 121 -100% - -Category 4:Complex buildings • -Complete applications 5-83.3% - -Incomplete applications 1 -16.7% - -Total applications 6-100% - -Total number of building permit applications(complete and incomplete) -Complete applications 492-66.1% - -Incomplete applications 252-33.9% - -Total applications 744-100% - • Transportation Services-Efficiency of Roadways -Operating cost for paved roads per lane kilometer $ 1,738.26 $ 1,479.03 -Total cost for paved roads per lane kilometer $ 5,580.19 $ 5,292.98 -Operating cost for unpaved roads per lane kilometer $ 5,928.37 $ 6,991.76 -Total cost for unpaved roads per lane kilometer $ 5,987.73 $ 7,048.82 -Operating cost for bridges&culverts per sq m of surface area $ - $ - -Total cost for bridges&culverts per sq m of surface area $ 19.56 $ 19.56 -Operating cost for winter control maintenance of roads per lane kilometer $ 2,076.58 $ 1,154.70 -Total cost for winter control maintenance of roads per lane kilometer $ 2,076.58 * $ 1,154.70 • 362 CITY OF PICKERING PERFORMANCE MEASUREMENT COMPARISON OF 2013 &2012 MEASURES Performance Measures 2013 2012 • Tranportation Services-Effectiveness of Roadways -Percentage of paved lane kilometer rated as good to very good 87.70% 87.10% -Percentage of bridges&culverts rated as good to very good 54.10% 54.10% • -Percentage of winter event response that met or exceeded set standards 100.00% 100.00% Environmental Services-Efficiency of Storm Water System -Operating cost for urban storm water management(collection,treatment and disposal)per kilometer of drainage system(URBAN) $ 1,442.22 $ 1,166.19 -Total cost for urban storm water management(collection,treatment and disposal)per kilometer of drainage system(URBAN) $ 8,351.21 $ 7,992.36 -Operating cost for rural storm water management(collection,treatment . and disposal)per kilometer of drainage system(RURAL) $ 2,737.40 $ 3,787.85 -Total cost for rural storm water management(collection,treatment and disposal)per kilometer of drainage system(RURAL) $ 2,790.76 $ 3,847.99 Parks&Recreation-Efficiency of Parks Operation -Operating cost for parks per person $ • 46.22 $ 47.59 -Total cost for parks per person $ 55.27 $ 58.86 Recreation Programs-Efficiency in the Operation of Recreation Programs -Operating cost for recreation progams per person $ 50.38 $ 51.01 -Total cost for recreation progams per person $ 50.38 $ 51.01 Recreation Facilities-Efficiency in the Operation of Recreation Facilities -Operating cost for recreation facility per person $ 88.77 $ 85.86 -Total cost for recreation facility per person $ 103.70 $ 100.37 Parks,Recreation Programs&Recreation Facilities-Operations of Parks, Recreation Programs and Recreation Facilities Efficiency -Operating cost for recreation programs and recreation facilities per person(subtotal) $ 139.16 $ 136.88 -Total cost for recreation programs and recreation facilities per person(subtotal) $ 154.08 $ 151.38 Trails -Provide recreational opportunities -Total kilometers of trails and total kilometers of trails per 1,000 person 0.169.km 0.170 km • Parks&Recreation-Adequate Open Space for the population -Hectares of Open Space per 1,000 person 2.329 ha 2.329 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 21,404 hrs 21,493 hrs Recreation Facility Space-Recreation facility space is adequate for population(municipally owned) -Square metres of indoor recreation facility space per 1,000 person 462.254 sq.m. 437.121 sq.m. -Square metres of outdoor recreation facility space per 1,000 person 304.596 sq.m. 282.796 sq.m. Library Services-Efficiency -Operating cost for library service per person $ 60.75 $ 57.83 -Total cost for library service per person $ 67.37 $ 63.97 -Operating cost for library service per use $ 1.79 $ 1.69 •-Total cost for library service per use $ 1.98 $ 1.87 • 363 • CITY OF PICKERING PERFORMANCE MEASUREMENT COMPARISON OF 2013 &2012 MEASURES Performance Measures 2013 2012 Library Services-Library Services Effectiveness - Library uses per person 34.031 34.141 - Percentage of Electronic Library uses • 37.20% 35.80% - Percentage of Non-Electronic Library uses 62.80% 64.20% Planning and Development-Effectiveness of Land Use Planning - Percentage of new residential units located in settlement areas - 100.00% 100.00% - Percentage of lands designated for agricultural purposes which was not re-designated for other uses during the.reporting year 100.00% 100.00% - Percentage of land designated for argicultural purposes which was not re-designated for other uses relative to the base year of 2000. 99.50% 99.50% - Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses during the reporting year 0 • 0 - Number of-hectares of land originally designated for agricultural purposes which was re-designated for other uses since January 1,2000. 42 ha 42 ha • • • • • 364 ATTACHMENT# TO REPORT# d IS- I q City of Pickering 2013 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 pickering.ca as of July 31, 2014 or available at the Corporate Services Department, 2nd Floor, Pickering Civic Complex. • • . I 365