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June 14, 2004
Executive Committee Meeting Agenda Monday, June 14, 2004 7:30 PM Chair: Councillor Ashe ADOPTION OF MINUTES Meeting of May 25, 2004 (11) 1. MATTERS FOR CONSIDERATION OPERATIONS & EMERGENCY SERVICES REPORT OES 41-03 NO PARKING BY-LAW AMENDMENT TO BY-LAW 2359/87 WALNUT LANE PAGE 1-5 Tabled at the Executive Committee Meeting of January 26, 2004 OPERATIONS & EMERGENCY SERVICES REPORT OES 17-04 TENDER NO. T 1-2004 TENDER FOR PLAYGROUND CONSTRUCTION REQUEST FOR PROPOSAL RFP 1-2004, PLAYGROUND EQUIPMENT 6-24 OPERATIONS & EMERGENCY SERVICES REPORT OES 18-04 MUSEUM PROGRAM CENTRE To Be Circulated Under Separate Cover CORPORATE SERVICES REPORT CS 18-04 2004/2005 PROPERTY AND LIABILITY INSURANCE PROGRAM 25-51 CORPORATE SERVICES REPORT CS 13-04 MUNICIPAL PERFORMANCE MEASUREMENT PROGRAM PROVINCIALLY MANDATED PUBLIC REPORTING OF PERFORMANCE MEASURES 52-79 Executive Committee Meeting Agenda Monday, June 14, 2004 7:30 PM Chair: Councillor Ashe CORPORATE SERVICES REPORT CS 15-04 DEVELOPMENT CHARGES RESERVE FUND -STATEMENT OF THE TREASURER FOR 2003 80-88 CORPORATE SERVICES REPORT CS 17-04 SECTION 357/358/354 OF THE MUNICIPAL ACT -ADJUSTMENT TO TAXES 89-92 o CORPORATE SERVICES REPORT CS 19-04 RESPONSIBLE PET OWNERSHIP PROGRAM -PAW JOINT ANIMAL SERVICES COMMITTEE 93-114 HUMAN RESOURCES REPORT HR 01-04 BENEFITS CONSULTING SERVICES MOSEY & MOSEY BENEFITS CONSULTANTS 115-120 10. CLERKS REPORT CL 22-04 APPOINTMENT TO ENFORCE THE PARKING BY-LAW AT 1915 DENMAR ROAD 121-127 (111) OTHER BUSINESS (IV) ADJOURNMENT RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY MOTION TO LIFT FROM THE TABLE That the issue of the draft by-law to prohibit parking on the east side of Walnut Lane between Kingston Road and Storrington Street, that was tabled at the Executive Committee Meeting of January 26, 2004, be now lifted from the table. IF LIFTED FROM THE TABLET THE FOLLOWING MOTION MAY BE CONSIDERED That Report OES 41-03 regarding a proposed amendment to the Parking By-law to prohibit parking on the east side of Walnut Lane between Kingston Road and Stordngton Street, be received; and That the attached draft by-law be enacted to amend Schedule .... to By-law 2359/87 to prohibit parking on the east side of Walnut Lane between Kingston Road and Storrington Street. OO2 REPORT TO THE F NANCE AND OPEP .T ONS COMMITTE BepoX Number: OES 41-03 Date: October 22, 2003 Richard W. Holborn Division Head Municipal Property & Engineering Subject: - No-Parking By-Law Amendment to By-law 2359/87 - File: Walnut Lane Recommendations: That Report OES 41-03 regarding a proposed amendment of the parking By-law 2359/87 be received; and That the attached draft by-law be enacted to amend Schedule 'B' to By-law 2359/87 to provide for the regulating of parking, standing, and stopping on highways or parts of highways under the jurisdiction, of the Corporation of the City of Pickering and on private and municipal property. Executive Summary: In order to improve visibility, traffic flow and safety on Walnut Lane between Kingston Road and Storrington Street an amending by-law is being proposed, which prohibits on-street parking along specific sections of the street. A Community Outreach Letter and Map were distributed to residents that were affected by the amending by-law. Results indicate that the public support these proposed no- parking restrictions. The attached by-law, once adopted, must be enforced on a regular basis to be effective. Financial Implications: The manufacture and installation of parking signs, costing approximately $400 can be accommodated within the Roads current budget account 2320-2409 Background: Recently staff investigated neighbourhood cor]cerns about the presence of on-.street parking along Walnut Lane. in order to improve the level of safety on Walnut Lane, an amending by-law is being proposed, which if passed, will prohibit on-street parking on both sides of Walnut Lane between Kingston Road and Stomngtor~ Street. The currem b?iaw restricts paddng OF~ west side of the street only~ Report ci~q Subiect: No-Parking By-Law Amendment to By-iaw Date: October' ~*" ==, 2003 Page 2 ,~-,s a recommended practice, s Con-,,~munity Outreach program has iaeen initiated to inform affected residents of a proposed by-law. The residents have the opportunity to support or oppose the by-law by completing the letter request form. Twelve (12) letters were distributed and Ten (10) were returned from residents on Walnut Lane· Results of the survey were Six (6) in support, Four (4) opposing the proposed by-law and Two (2) were not returned.The above results indicate that the no-parking by-law on Walnut Lane was well received and supported by the public. If approved, this by-law must receive regular enforcement to be effective. Attachments: 1. Location Maps 2. Draft By-law Amendments Prepared By: shan~ini'Sambasivam Traffic Engineering Technician Director, Operations & Emergency Services Ri,Chard W. H~lborn, P. Eng. vision Head, Municipal Property & Engineering SS:ss Attachments Copy: Chief Administrative Officer City Clerk Manager of By-law Enforcement Services Superintendent, Municipa! Operations Recommended for the consideratiort of Picketing, City' Co~nci~ ,~ Thdmas U£ CULROSS Z EXI$ TING PARKING PROPOSED NoPARKING ZONE \ .7; C:; T'i 0 h.! C) F ? ;:,; 2i P:" C':. F2, E [:. i'xi (: F ',~-,..:::. ::J ,',. 'j- Z 0 h,! E ,HE u. it OF PIuK~RING CORPORATION OF T, '" '"l--v "' --' BV-LAW NO. /04 Being s, By-iaw to amend By-law 2359/87 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. WHEREAS, By-law 2359/87, as amended, provides for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property; and WHEREAS, it is deemed expedient to amend By-law 2359/87 to establish "no parking" zones along section of Walnut Lane. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: Schedule B to By-Law 2359/87, as amended, is hereby further amended by adding thereto the following item: Highway Side Between/And Prohibited times and days Walnut Lane East Kingston Road and See Note 1 Storrington Street. This By-Law shall come into force on the date that it is approved by the Council of The City of Pickering and when signs to the effect are erected. BY-LAW read a first, second and third time and finally passed this 2nd day of February. 2004. Dave Ryan, Mayor 006 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report OES 17-04 regarding playground construction and playground equipment, be received; and That Tender No. T 1-2004 submitted by Serve Construction Limited for park and playground construction, in the amount of $63,459.25 (7% G.S.T. extra), be accepted; and That Request for Proposal RFP 1-2004 submitted by Recreation Playsystems (a division of RTS Plastics Inc.) for the supply and installation of playground equipment in various parks in the amount of $97,387.61 (7% G.S.T. extra), be accepted; and That the total project cost of $250,000.00 (construction $63,459.25, play equipment $97,387.61, safety surfacing $23,000.00, other project costs $65,000.00 and contingency $1,153.14) which includes the above tendered amount and RFP amount as identified in this report be approved; and 5. That staff at the City of Pickering be given the authority to give effect thereto. PICKERING REPORT TOho ? EXECUTIVE COMMITTEE' Report Number: OES 17-04 Date: June 2, 2004 Richard W. Holborn, P. Eng. Division Head, Municipal Property & Engineering Subject: Tender No. T 1- 2004 - Tender for Playground Construction Request for Proposal - RFP 1 - 2004, Playground Equipment Recommendation: 1. That Report OES 17-04 regarding playground construction and playground equipment be received; That Tender No. T 1 - 2004 submitted by Serve Construction Limited for park and playground construction, in the amoUnt of $63,459.25 (7% G.S.T. extra), be accepted; and That Request for Proposal RFP 1 2004 submitted by Recreation Playsystems (a division of RTS Plastics Inc.) for the supply and installation of playground equipment in various parks in the amount of $97,387.61 (7% G.S.T. extra), be accepted; and That the total project cost of $250,000.00 (construction $63,459.25, play equipment $97,387.61, safety surfacing $23,000.00, other project costs $65,000.00 and contingency $1,153.14) which includes the above tendered amount and RFP amount as identified in this report be approved; and 5. That staff at the City of Pickering be given the authority to give effect thereto. Note: GST is paid upfront by the City and recovered from the Federal Government. Executive Summary: The construction of new playground facilities in a number of City parks, as well as required upgrades to miscellaneous facilities was approved by Council in the 2004 Capital Budget. As part of the implementation of our Playground Equipment Replacement program four (4) parks have been identified for this years installation. i ?-065 ROU~,_ VALLEY PARK; Rouge Valley Drive at Littieford Street 2. P-002 BALSDON PARK; south of Naroch Blvd, north of Krosno Bird ~' P-006 ~ r f . ~_UOKOU ~ POINT PARK; Downtand Dr'. and Stonebridge Lane , r'-u76 ~R~N~/~I~.,)O~, ~ARF Greenwood ~oa.~ O08 Report OE$ I%04 Subject: Playground Construction, No. T i - 2004 Playground Equipment, RFP 1-2004 Date: June 2, 2004 Page 2 The parks will be upgraded to remove outdated play equipment and to provide new play equipment designed to comply with the National Standard of Canada: CSA Standard CAN/CSA-Z614-98, Childrens Playspaces and Equipment. RFP - 1 - 2004 involves the supply and installation of play structures and swing sets in various City of Pickering parks. The installation of this equipment is required to replace existing playground equipment that is in poor condition and/or has little play value. The terms of reference includes provision for the City the option to purchase up to two (2) additional structures and two (2) additional swing sets at the contract price, if required. T-1-2004 involves the construction of playground areas and pathways in various City of Pickering parks. Park construction items typically include the development of concrete curbed play areas, concrete bench and waste receptacle pads, the installation of asphalt pathways and related park items that may be required such as drainage systems, trees, topsoil, and sod. The terms of the Contract allow the City of Pickering to draw on the contract unit prices to complete additional park construction works as required. Other Project Costs that have been identified include the supply and installation of playground safety surfacing and the supply and installation of standard park benches and waste receptacles. It is recommended that work required for these items be obtained in accordance with the Council approved Purchasing procedures and policy. Financial Implications: ROUGE VALLEY PARK Construction $28,8O7.5O BALSDON PARK Construction $18,376.25 LOOKOUT POINT PARK Construction $16,275.50 GREENWOOD PARK Construction Subtota~ Individual Park Costs Equipment $37,481.49 Safety Surfacing $11,000.00 Equipment $22,474.10 Safety Surfacing $5,500.00 Equipment $24,933.35 Safety Surfacing $6,500.00 Equipment $12,498.67 Safety Surfacin9 nii $97,387.6! $.23,000.00 TOTAL COST $ 77,288.99 $ 46,35O.35 $ 47,708.85 $ 12,498.67 {;0Rr-'0227-07/0 Report OES 'i7-04 Subject: Playground Construction, No. T t - 2004 Piayground Equipment, RFP 1-2004 Date: June 2, 2004 0 0 9 Page 3 Other Estimated Proiect Costs 1. Benches & Trash Receptacles (at new playgrounds) 2. Required Replacement of facilities (play equipment and safety surfacing) 3. Maintenance and Retrofits to Existing Play Units 4. Tree Planting SUB TOTAL $15,000.00 $25,000.00 $15,000.00 SI0,000.00 $65,000.00 Summary Project Costs Construction Play Equipment Safety Surfacing Other Estimated Project Costs Contingency TOTAL $63,459.25 $97,387.61 $23,OOO.OO $65,000.00 $ 1,153.14 $250,000.00 Summary Available Funds 2004 Budget Parkland Reserve Fund Account Project Code Amount 2718-6129 04-2718-001-01 $250,000.00 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: Proposals for RFP - I - 2004 were received on .April 30, 2004. Four (4) proposals were available for consideration. An evaluation committee comprised of two representatives from Municipal Property & Engineering and one representative from Supply & Services was assembled to evaluate the proposais, interview the shortlisted proponents and make a recommendation. Based upon the evaluation criteria, Recreation Playsystems (a division of RTS Plastics inc.) received the highest score from the evaluation committee and acceptance of RFP-I-2004 submitted by Recreation Piaysystems (~, division of RTS Plastics Inc.) for playground, installations in 2004, is recommended. The Health & Safety Policy, CAD 7 form, and Cost & Frequency Record issued by Workplace Safety & insurance Board fo~ Recreatior~ Piaysystems (s divisior: of RTS ~lastics )nc.t: wil! be reviewed by the Safety 8. 'Trainin9 Coordinator, expec~ec: ~.~ r,e com~iete~ prior' ~o trois Report ~einc consiaerec ~¥ Committee and 010 Report, OES 17-04 Subject: Playground Construction, No. 7 1 - 2004 Playground Equipment, RFP 1-2004 Date: June 2, 2004 Page 4 Councii. A Suppiier Qualifier Report., as provided by D&B has been reviewed by the Purchasing Analyst, information is from a limited time period as this business commenced on March 1, 2000. However, references as provided by Recreation Playsystems (a division of RTS Plastics Inc.) for playground installations of this caliber have been checked by the Supervisor, Engineering & Capital Works and are satisfactory. Bids for Tender No T - 1 - 2004 were received on Wednesday May 12, 2004. Seven (7) companies submitted bids at the time of closing. The Iow bidder, Serve Construction Limited, has completed similar projects for the City in the past, and a check of their references for projects of this caliber has been deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, the CAD 7 form and Certificate of Clearance ssued by Workplace Safety & Insurance Board, as submitted by Serve Construction Limited have been reviewed by the Co-ordinator, Health & Safety and are deemed acceptable. A Supplier Qualifier Report as provided by D&B for Serve Construction Limited has been reviewed by the Purchasing Analyst and in conjunction with staff's review of reference information and the bonding available on this project, is deemed acceptable. Upon careful examination of all tenders and proposals received, relevant documents received and pending, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the Iow bid Tender No. T-1-2004 submitted by Serve Construction Limited in the amount of $63,459.25 (GST extra), and the Proposal No. RFP-I-2004, submitted by Recreation Playsystems (a division of RTS Plastics Inc.) in the amount of $97,387.61 (G.S.T. extra) and that the total project cost of $250,000.00 be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Attachments: 2. 3. 4. 5. Location Map(s) Records of Tenders Opened and Checked Supply & Services Memorandum - T-1-2004 Playground Construction Supply & Services Memorandum - RFP-I-2004 Playground Equipment Evaluation Committee Summary - RFP-I-2004 Playground Equipment Evaluation Criteria - RFP-I-2004 Playground Equipment Report OES !7-04 Subject: Playground Construction, No. T 1 - 2004 Playground Equipment, RFP 1-2004 Date: June 2, 2004 0 11: Page 5 Prepared By: Johr Co ~ator, S /~ces ]dscape & ParkI Development Vera A. Felgemacher / Manager, Supply & Services Approved / Endorsed By: Ever t~.B~ntsm~' Direc2or, Operations & Emergency Richard Holbor~//Division Head Mul~c~cipal P ropi~rty & . Engineering JFM Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City ~ou. qncil The/m-~ J] Ouinn,~,l~ief A~nisb:ative Off'er HALLER PATI' LAN O O ri Ld > 0 0 AVENUE Ld Z zA~O R D ORCHARD AVENUE ONICA CO0 PLACE ILONA ! PAR 14 R O A D 0 n~ BLVD. FOXGLOVE > DJ Ld BALATON SHE ER LA q ~ _~ Ld .~FA ~t~IMWooD HOWELL CRE$./, LITTLEFORD ~CH,~,RI~S STONEHAMP' ST. co u P A ~ STOV CRE HOOVER D ~ PETU OWENDOLYN STRE D OWNLAND O 1< STONEBRIDQE LANE ROA'D ~ >- fY 0 0 > LLO 0 -- Ed ;;U Ed F- ,rq 03 x / vICTOR P ETTI C OAT LAN E n <( 0 ~SURF, 0 SIXTH A MUSEUM ,VI£L~GE // CONCESSION GREENRIDGE C DRIVE (.r) P'07i6 ITl Z MEMORANDUM 017 From: mlch~rci, tolborii Division Head Municipal Property & Engineering Darrell Seisky Supervisor, Municipal Works John McMullen Inspector, Landscape & Parks Development Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Playground Construction Tender No. T -1 - 2004 Tenders have been received for the above project. Ten (10) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Eleven (11) bidders picked up tendering documents for a non-refundable fee of $30.00 per set of which eight (8) responded. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other' than the Iow three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the tenders of the Iow three (3) bidders are attached for review. Richar© mol,~or. ~ IV?;av ""~:c 2004 Summary (PST inciuded, GST included) Serve Construction Limited 67,751.06 67,901.40 "'Dig Con International Ltd. 73,412.70 73,412.70 Griffith Property Services Ltd. 82,226.83 82,226.83 Freeway Paving & Construction Ltd. 94,247.20 94,247.21 ..Montgomery MacEwen Contracting Limited 99,991.75 99,991.75 Mopal Construction Limited 100,366.00 100,366.00 Joe Pace & Sons Contracting Inc. 103,517.15 103,518. 76 Royalcrest Paving & Contracting. Ltd. Rejected: Insufficient bid security; PUR 010-001, Item 10.04,9(d) Pursuant to Information to Bidders Item 21, the following are being requested of the Iow bidder for your review during the evaluation stage of this tender call: (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & insurance Board; (d) the City's certificate of.insurance shall be completed by the bidder's agent, broker or insurer. O 19 May 'I 3, 2004 Please review the copies of the ~ids. inciude 'the following items in your Repo~ to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience Serve Construction Limited including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the Iow bid of Serve Construction Limited is not acceptable; and (i) related comments specific to the project. If you require further information, please feel free to contact me. Vera A. F'elgemacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services 020 CORPQR.z~.,TE SERVICES DEP.-~,RTME!'~7 Date: To: From: Subject: May 7, 2004 Richard Holbom, Division Head, Municipal Property & Engineering Bob Kuzma Purchasing Analyst Request for Proposal RFP-I-2004, Playground Equipment Terms of reference for the above request for proposals were provided to eleven companies of which eight responded by the deadline of 12:00 noon, Friday, April 30, 2004. In accordance with Item 3, Information to Bidders - any resultant changes to the RFP terms of reference or specifications will be issued as an addendum to all bidders. Addendum No. 1 was issued to all bidders on April 15, 2004. Two companies, Crozier Agencies and ksl Design, did not acknowledge the addenda as instructed, therefore, their proposals will not be considered. Reference: Letter dated April 15, 2004, which includes acknowledge the addenda in the space provided and return with the submission. Reference: Information to Bidders Item 18, which includes: Submissions are to conform to the terms of reference set out herein. Submissions failing to do so will not be considered. Active Playground Equipment and Little Tykes Commercial Play Systems delivered their proposais !ate, past the deadline of t2:00 pm. Their proposals wil! be returned, unopened. Reference: information to Bidders item 2 -The onus is on the gidder te deliver" the proposai before the. closing date and time, be it by courier', postai service or personai deliver',,', Late proposals wi!! nol be:: accepted anc! wil~ be. retu:med F. ,3. H. I. iaentfficatio[ of: simiia: wo:nc with rererence~. installer' identification and experience profiie Lump sum fee per playground Play area layout plan List of play components 3-D diagrams and or photos Product maintenance and installation details and warranty information Addendum No. 1 acknowledged Belair Recreational Products inc. re '~n Eq ip Henderson Rec ati u ment ABC Recreation SyStems Recreation Play Systems A copy of each proposal is enclosed for your review. In accordance with Purchasing Policy & Procedures No. PUR 010-001, and as in previous year's on this project, an evaluation committee has been established by you to review the submittals. One copy of each proposal and a sample evaluation form will be provided directly to each member of the evaluation committee. Once a recommended vendor has been selected, certificate of insurance, WSIB Clearance and other documentation as required will be requested and review by the Health & Safety Co-ordinator, for your consideration. Please be advised in acCordance with Purchasing Policy & Procedure Item 04.09 as related to the RFP process, a total purchase price in excess of $53,100 (as amended in 2004) is subject to Council Approval If you require further information or assistance, please feel free to contact me. B'~Ob Kuzma ~Purunasmc; A~aivs'i 022 RFP-t-2004 P~ayground Equipment May 19, 2004 Evaluator Evaluator Evaluator Average Vendor Total Score I 2 3 Max. 100 Recreation Playsystems 87.5 87 78 84.2 Belair Recreational 82 83 65 77.7 Products Upon review of submittals, Henderson Recreation Products and ABC Recreation were deemed not to be on the shortlist to present their layout submissions to the Evaluation Committee as part of the evaluation process. The Evaluation Committee was unanimous in the decision to recommend the proposal from Recreation Playsystems. June 1,2004 OPERATIONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION MEMORANDUM 2 3 To: From: Subject: Richard Holborn, Divison Head, Municpal Property & Engineering John McMullen Coordinator, Landscape & Parks Development RFP- 1- 2004 Evaluation Committee - Recommendation Four (4) proposals were available for consideration this year. Recreation Playsytems, ABC Recreation, Henderson Recreation, and Belair Recerational Products. An evaluation committee comprised of two representatives from Municipal Property & Engineering, John McMullen and Don Turcott, and one representative from Supply & Services, Bob Kuzma, was assembled to evaluate the proposals, interview the three (3) shortlisted proponents and make a recommendation. Based upon the evaluation criteria, Recreation Playsystems received the highest score from the evaluation committee and acceptance of RFP-I-2004 submitted by Recreation Playsystems for Playground installations in 2004 is recommended. John cMullen I-- Z 0 ~.> RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY o That Report CS 18-04 of the Director, Corporate Services & Treasurer concerning 2004/2005 Property and Liability Insurance Program, be received; and That the City of Pickering renew effective June 15, 2004, its property, liability and other coverages through the Frank Cowan Company for the period July 1, 2004 to July 1, 2005 inclusive on terms and conditions acceptable to the Director, Corporate Services & Treasurer; and That the Director, Corporate Services & Treasurer, as part of the Risk Management Program, be authorized to continue the Reimbursable Deductible Program through the Insurance Adjuster and the Frank Cowan Company and further, that the Director be authorized to settle any claims including any adjusting and legal fees within the total deductible limit where it is in the City's interest to do so; and That the Director, Corporate Services & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary in order to protect the assets of the City and it's elected officials and staff; and That the appropriate officials of the City of Pickering be given authority to give effect thereto. 026 PICKER!NG REPORT TO EXECUTIVE COMMITTEE Report Number: CS 18-04 Date: June 2, 2004 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2004/2005 Property and Liability Insurance Program Recommendation: o It is recommended that Report CS 18-04 of the Director, Corporate Services & Treasurer be received and that; the City of Pickering renew effective June 15, 2004, its property, liability and other coverages through the Frank Cowan Company for the period July 1, 2004 to July 1, 2005 inclusive on terms and conditions acceptable to the Director, Corporate Services & Treasurer; the Director, Corporate Services & Treasurer, as part of the Risk Management Program, be authorized to continue the Reimbursable Deductible Program through the Insurance Adjuster and the Frank Cowan Company and further, that the Director be authorized to settle any claims including any adjusting and legal fees within the total deductible limit where it is in the City's interest to do so; the Director, Corporate Services & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary in order to protect the assets of the City and it's elected officials and staff; and, the appropriate officials of the City of Pickering be given authority to give effect thereto. Executive Summary: The City's insurance program continues to operate successfully and the above recommendations provide for a renewal of the policies basically on the same or improved terms and conditions in the past years which also provides coverage for the Library, its Board and its employees. Report CS 18-04 Subject: 2004/2005 Property & Liability insurance Date: June 2,2004 Page 2 O27 Financiaf implications: The premium renewal cost has been provided for in the various cost centers through the approval of the 2004 budget by Council and the renewal premium cost is within the 2004 budgeted amount. The City's premium renewal is currently below the industry renewal trend rate of 15% due to the City's long- term business relationship with the insurance carriers ("loyalty discount") and due to the City's claims history. Staff examined increasing the current deductible from $10,000 to $25,000 but the corresponding savings in premiums did not warrant the additional risk. Background: Each year on July 1, the City's general liability and property insurance policies come up for renewal. As approved by Council at the time of the 1998 renewal, the Treasurer undertook an extensive review of all aspects of the City's insurance program. The City of Picketing embarked in a Risk Management Program, the initial phase of which involved negotiating renewing premiums with the City's broker. The result of the negotiations was a decrease of approximately $75,000 or 20 percent, in the premiums from that of the prior year. This premium was also approximately $98,000 less than the 1998 budget provision which, after claims under the increased deductible were paid, resulted in a transfer of approximately $50,000 to the Self Insurance Reserve. From 1999 to 2003, staff have reviewed the deductibles, coverages, policies and procedures to ensure that the City is financially protected. In 1999 approximately $92,000 was transferred to the Insurance Reserve as a result of the continued savings. In 2000 and 2001, the amount of $100,000 in each year was included as a revenue item in the annual budget. For the 2002 budget, $50,000 was included as revenue with the balance being used to offset premium increases. The 2003 Budget anticipated a premium increase and therefore, no savings were transferred to the Self Insurance Reserve. The 2004 budget anticipated a premium increase based on current industry trends. As a result the balance of the Reserve at December 31, 2003 was approximately $940,000. Recommendation 4 provides the Treasurer with the authority to continue to review and adjust insurance coverages where appropriate during the year to reflect current market and business environment conditions. For example, the insurance coverage for boiler and machinery has been increased from $25.0 million to $50.0 million to reflect current industry standards regarding this type of insurance. The increased cost (under the Boiler and Machinery policy), for the additional insurance coverage of $25.0 million is $666. , 28 Report CS 18-04 Subject: 2004/2005 Property & Liability Insurance Date: June 2, 2004 Page 3 Current External Insurance Environment The event of September 11, 2001 event and Iow investment returns are still having an impact on the insurance industry and premiums. Traditionally, investment profits have been used to subsidize the cost of insurance. Persistently Iow interest rates have reduced the size and corresponding dollar amount of this subsidy and has placed a greater importance on the premium side of the insurance business. The chart below illustrates the loss, premium increase and profit relationship. Insurance Industry Cycle · Claim losses translates into price increases . Prices increases translates into higher profits The insurance industry is now entering an economic environment where the premium increases have translated into higher profits, which is being used to offset losses/claims. The Value of Lonq-term Business Relationship After September 11, 2001, the insurance industry was faced with a "hard" market. Some insurance companies left the municipal field and others demanded substantially higher premiums. The City found itself in the enviable position of having maintained a long standing business relationship with the Frank Cowan Company. This long standing business relationship has translated into lower premium increases or a loyalty discount to the City in comparison to those municipalities who left the Frank Cowan Company and then rejoined in 2002. As the above chart indicates, insurance has proven to be a cyclical business. The insurance industry has experienced both hard and soft market conditions over time. With the continued threat of giobal terrorism and its impact on political stability and the global economic environment it appears that the Report CS 18-04 Subject: 2004/2005 Property & Liability Insurance Date: June 2, 2004 Page 4 insurance industry may continue with to be a "some what" difficult and or hard market. The City is fortunate to have as an asset a long-term business relationship with the Frank Cowan Company, which as proven to have delivered lower premium increases to the City. Attachment 1 provides a "program summary" of the various insurance coverages. Conclusion The City's Insurance and Risk Management Programs appear to be working satisfactory. The City has benefited from its long standing relationship with the Frank Cowan Company especially during the current "hard" insurance market. Therefore, renewal through the Frank Cowan Company with our present carriers is recommended. Attachments: 1. Program Summary of Insurance Coverage Prepared By: Stan Karwowski Manager, Finance & Taxation Approved / Endorsed By: Director, Corporate Services & Treasurer GAP:vw Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Tho~a~J. eui , Chie(Admini~ive Offi~r ¢~ 0 SO PROGRAM SUMMARY OF COVERAGES LIMITS/AMOUNTS PART A -CASUALTY. Municipal Liability Limit of Protection per occurrence (No Annual Aggregate Limit) Third Party Claims Deductible including expenses Sewer Backup Deductible including expenses Wrongful Dismissal (defence costs) Limit per claim Annual Aggregate Limit Deductible Voluntary Compensation Municipal Madna Liability Malpractice Liability $ 25,000,000. $ $ $ $ $ 10,000. 10,000. 250,000. 250,000. 5,000. Included Included Included Errors and Omissions Limit of Protection per claim (No Annual Aggregate Limit) Deductible including expenses Non-Owned Automobile Limit of Protection per occurrence (No Annual Aggregate Limit) Deductible Legal Liability for Non-Owned Vehicles (S.E.F. No. 94) All Perils Physical Damage Limit Deductible Environmental Liability Liability of Protection per claim Annual Aggregate Limit Self-insured Retention $ 25,000,000. $ 10,000. $ 25,000,000. $ 10,000. $ 500,000. $ 500. $ 1,000,000. $ 2,O00,00O. $ 10,000. 031 PROGRA SUMMARY SUMMARY OF COVERAGES LIMITS/AMOUNT,':; Comprehensive Crime Commercial Blanket Bond Counterfeit Paper and Depositors' Forgery Audit Expense (Sub-Limit $100,000.) Money and Securities - Blanket any Location Excess on Securities $ 2,000,000. Included Included Included $ 100,000. $ 100,000. Councillors' Accident - City MayodRegional Councillor, Three Regional Councillors (Durham)/City Councillor, Three City Councillors and Nine Library Board Members Accidental Death & Dismemberment (24 Hour a Day CoVerage) (No Annual Aggregate Limit and No Deductible) Weekly Income- Total Disability Weekly Income- Partial Disability $ $ Municipal Conflict of Interest Percentage of Legal Fees and Expenses Maximum Limit of Reimbursement per claim (No Annual Aggregate Limit) Legal Expense Percentage of Legal Fees and Expenses Maximum Limit of Reimbursement per claim Annual Aggregate Limit $ $ 100,000. 500. 250. 100% 100,000. 100% 100,000. 250,000. 032 PROGRAM SUMMARY SUMMARY OF COVERAGES LIMITS/AMOUNT,,; PART,B ;PROPER~ Property Insurance (inCluding Data Processing Insurance) Total Sum Insured * Valuable Papers Accounts Receivable (other than Data Processing) Extra Expense (other than Data Processing) Business Interruption Rent or Rental Value Form Gross Revenue Form $ 118,977,800. $ 500,000. $ 500,000. $ 1,000,000. $ 500,000. $ 2,584,5O0, Checkroom Liability $ 5,000. Data Processing System and Equipment Media Extra Expense $ 1,440,800. $ 47,000.' $ 50,000. Fine Arts Form $ 2,000. Exhibition Form As Per Lists Provided Deductible $ Exceptions: - Checkroom Liability, Fire Training Trailer, Fine Arts Form & Exhibition Form $ - Peril of Flood $ - Peril of Earthquake: 3% or Minimurn$ *Note: Please refer to the insurance contract for an itemized list of assets containing specific limits of insurance or that are excluded from the policy. 10,000. 1,000. 25,000. 100,000. O33 '- PROGRAM SUMMARY SUMMARY OF COVERAGES LIMITS/AMOUNTS Boiler and Machinery Limit per Accident - Comprehensive $ Extra Expense $ Water Damage $ Ammonia Contamination $ Expediting Expenses Hazardous Substance (including PCB Contamination) $ Business Interruption - Loss of Profits (Gross Revenue) - All Buildings & Facilities, Greenwood Museum, Picketing $ - Don Beer Arena, W/S Billingham Road, Pickering $ - Swimming Pool, Rear of Dunbarton High School, White Side $ Road at Sheppard Avenue, Pickering, Ontario - Pickering Recreation Complex, 1867 Valley Farm Road, Pickering $ Spoilage - Goods under Refrigeration $ Professional Fees $ Data and Media $ By-Law Cover Deductible $ 50,000,000. 500,000. 500,000. 500,000. Included 500,000. 94,500. 600,000. 100,000. 1,790,000. 50,000. 500,000. 10,000. Included 10,000. 0 3 4 PROGRLA~ SUMMARY SUMMARY OF' C~'V: ..... :-' Automobile Fleet Liability Limit Deductibles Section 3 (Third Party) Section 6 (Direct Compensation) No Physical Damage applicable to 1951 Antique Pumper (Parades) All Perils applicable to All Other Vehicles LIMITS/AMOUNTS $ 25,000,000. $ 10,000. $ 10,000. $ 10,000. Garage Automobile Third Party Liability Limit Customer Vehicles Collision Limit Deductible Specified Perils Limit Deductible $ 3,000,000. $ 2oo,ooo. $ 5OO. $ 300,000. $ 5oo. COMPREHENSIVE INSURANCE PROGRAM COVERAGE FEATURES 2004- 2005 ~,36 " PART A CASUALTY MUNICIPAL LIABILITY INSURANCE Features The Cowan Municipal Program incorporates a comprehensive and broadly worded liability policy which was designed specifically to meet the needs of munic/palities and their corresponding risks which are quite different and unique from other commercial risks that are insured under a Commercial General Lial~ility (CGL) policy. When comparing forms of coverage, it is important to note that unless the coverage is specifically excluded, it is generally covered, subject to the terms and conditions of the policy. · Liability coverage provided for Bodily Injury, Property Damage, and Personal Injury. · Separate Limit of Liability applies. · No Annual Aggregate limit is applicable · Coverage is provided on an Occurrence basis. · Broad form Definition of Insured applies, including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions, and Committees. · Cross Liability is included. · Coverage applies Worldwide. The following coverages are included to the full po/icy limit, un/ess specified otherwise: · Employers' Liability · Contractual Liability · Liquor Liability · Tenants' Legal Liability · Sewer back-up Liability · Professional Liability on an Occurrence basis (e.g. Medical Malpractice). · Malpractice Liability Watercraft Liability · Products Liability Wrongful Dismissal coverage is included, subject Summary of Coverage pages. ~ No exclusion for sexual, physicai o~' mental abuse applies to the entity. Building Inspection Services, to the limits specified in the Please refer to the insurance contract for ali limits, terms, conditions and exclusions that apply. 0 3 7 038 ERRORS AND OMISSIONS L ABIL TY iNSURANCE Features This is a claims-made policy that protects the municipality from liability imposed upon it by a court of civil law for compensatory damages because of a Wrongful act causing financial loss to a third party. Claims for Wrongful Acts causing financial loss to a third party can range from, but are not limited to, negligence in building inspection, zoning, planning, passing by-laws, failing to enforce by-laws, to misrepresentation, abuse of power and acting in bad faith. · Separate Limit of Liability applies. · No Annual Aggregate limit is applicable. · Broad form Definition of Insured applies, including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions, and Committees. · Administration of Employee Benefit Programs is included to the full policy limit (no aggregate limit applies). · Coverage applies Worldwide. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. ~r~ni~ Cowar~ Company' Limite~ NON-OWNED AUTOMOBILE iNSURANCE Fsatures This po/icy provides liability protection against ciairns arising out of accidents involving vehic/es not owned by the municipa/ity, but operated on its beha/f. 039 · The main coverage is as per S.P.F. No. 6--Non-Owned Automobile Policy. separate limit of liability applies. Coverage is extended to provide excess automobile liability insurance, to the policy limit, for Councillors, Board Members, Officers, Employees, and even Volunteers for claims arising while ddving their own vehicles on municipal business. Physical damage coverage, as specified in the Summary of Coverage pages, is provided for the municipality's contractual and legal liability for damage to vehicles not owned by the corporation or any other insured. (Note: Unlike standard industry wordings, we do not restrict this coverage to "hired" automobiles only.) Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply, 040 ENVIRONIVIENTAL LIABILITY INSURANCE Features This is a claims-made policy that protects the municipality from environmental liability for claims because of bodily injury, property damage and the prevention, control, repair, clean-up or restoration of environmental impairment. Cowan's comprehensive wording, among other things, does not limit a municipality to claims arising ~,om a sudden and accidental event. · Separate limits of liability apply specifically to this coverage. [] Broad form Definition of Insured applieS, including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions, and Committees. · Broad definition of Environmental Impairment applies. · Coverage is included for sudden and accidental events and for liability resulting from events that occur gradually and over a period of time (i.e. not limited to sudden and accidental claims). [] Coverage is included for liability arising out of the escape of contaminants from properties previously owned, leased or operated by the municipality. · Coverage is included for impairment caused by owned watercraft. · Coverage applies Worldwide. [] No exclusion for landfill sites, open or closed. [] No exclusion for fuel tanks, above or underground. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. CRIME INSURANCE Features This policy provides protection to the municipality for the loss of money, securities and other property through the fraudulent or dishonest acts of employees and others. Coverage is provided on a Commercial Blanket Bond package, and may include: - Employee Dishonesty, - Loss of Money and Securities, - Money Order and Counterfeit Paper Currency, and - Depositors Forgery. · Audit expense coverage is in addition to the overall bond limit, to the maximum amount provided in the Summary of Coverage pages. The definition of "employee" is extended to include all persons holding positions in the municipality's service who are not compensated, and includes Members of Council, Members of all Boards, Commissions and Committees appointed by and under Council's jurisdiction. · The definition of "messenger" is also extended to include persons not compensated. · No deductible applies. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply, 042 COUNCILLORS' ACCIDENT NSURANCE F~atures This policy provides accident insurance coverage for the benefit of the municipa/itf~ elected officia/s. A// benefits are payab/e in addition to any other benefits that the injured person may be in receipt of. · -Coverage applies while the individual is acting within the scope of their duties, including all travel required. [] No aggregate limit applies. [] No age restriction applies. · Coverage is not limited to "authorized" travel only. Weekly indemnities are paid in full regardless of the individual's employment status (e.g. retired, self-employed, etc.). · Weekly indemnity for Total Loss of Time is payable for life. " A schedule of Dismemberment Benefits is provided and payable as set out in the policy. [] Funeral expenses are included up to $10,000. Blanket Accident expenses are included up to $10,000. and include dental, chiropractic, registered nurse, podiatrist, ambulance, drugs, crutches, etc. Ptease refer to the insurance contract for ali limits, terms, conditions and exclusions that appiy. CONFLICT OF NTEREST INSU NCE 643 Features This policy provides for the reimbursement of legal fees and expenses incurred by the elected or appointed members of Council who are charged under the Municipal Conflict of Interest Act, provided that a court finds (1) there has been no contravention, or (2) contravention has occurred by reason of inadvertence, remoteness, or insignificance, or (3) contravention has occurred by reason of a bona fide error in judgement. [] Coverage is provided in respect of each individual Insured's claim to the maximum limit specified in the Summary of Coverage pages. · Separate limit of insurance applies to this coverage. · No annual aggregate limit applies. · Coverage is extended to include any member of a Board, Commission, or Committee of the Insured as defined in the Municipal Conflict of Interest Act. · Coverage is also included for any subsequent proceedings under this Act. [] The Insured selects and instructs legal counsel with no intervention by the insurer. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. 0 4 4 LEGAL EXPENSE INSURANCE Features This policy provides for the reimbursement of legal fees mciuding disbursements incurred by the insured in defence of charges laid for an alleged offence under any Statute of the Province of Ontario (except for the Highway Traffic Act and the Municipal Conflict of Interest Act). Some of the more common Statutes where exposure exists include: Environmental Protection Act, Freedom of Information and Protection of Privacy Act, Occupational Health and Safety Act, Ontario Water Resources Act, and Pesticides Act. · Broad form Definition of Insured applies, including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions, and Committees. · Separate limits of insurance apply to this coverage. · Coverage applies to both "guilty" and "not guilty" outcomes if applicable. [] The Insured selects and instructs legal counsel with no intervention by the insurer. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. PART B PROPERTY -20 ~ 045 PROPERTY iNSUP,.ANCE Features This policy provides "Afl Risk" coverage to protect the municipality's assets from direct physical loss or damage. Coverage is provided on a blanket basis, which means that the municipality will not be jeopardized should the value of an asset be undervalued in the schedule and suffer a total loss. Rather, the municipality will enjoy the protection of the blanket limit of all assets combined. Another key feature provides replacement of historical or unique buildings possible to preserve their heritage. · Broad definition of property insured is included. · No co-insurance clauses apply. · of the Cowan wording is that the replacement cost coverage with materials as similar as Insured is not required to provide a signed statement of values and policy does not contain a stated amount clause. · Replacement Cost coverage is provided (unless specifically stated otherwise). · Worldwide coverage is included. · Replacement on same site is not required. · No restriction on property in transit and coverage is provided to policy limit. · Newly acquired property is automatically included with no limit other than the policy limit. · Permission is granted for the following: - to make additions, alterations and repairs (no limit other than the policy limit), - for any property to remain vacant or unoccupied, - to use any property for any purpose, and - to keep and use materials as usual and necessary. · Sewer back-up coverage is included, · By-law coverage is included to the policy limit. · Debris removal (including Environmental/Pollution Clean-up) is included to the policy limit O47 Property' insurance Features continued The following coverages, if applicable, are included to the limit specified in the Summary of Coverage pages: Valuable Papers, Accounts Receivable, Extra Expense (including Interruption by Civil Authority), and Media (unless included under Data Processing Rider) The following coverages are also available, if applicable (please refer to the Summary of Coverage pages): Data Processing System and Equipment, along with Media and Extra Expense, Fine Arts, Exhibition Form, and - Business Interruption. If a single loss involves both the Automobile and Property Insurance policies, the Property policy deductible is waived only on any insured property attached to the automobile. · One deductible applies should there be a loss involving both the Property and the Boiler and Machinery Insurance policies. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. ~ompar~ LJmite¢:: BO LER: AND MACHINERY NSURANCE Features This policy insures sudden and accidental mechanical breakdown to boilers, pressure vessels, and other equipment including resulting damage, all of which is generally excluded under a Property Insurance policy. Examples of common types of breakdowns insured would include: cracking, bulging, burning, explosion, mechanical breakdown and electrical burnout. This insurance also provides inspections and certification services as required by law. Comprehensive Blanket coverage provided. [] Broad definition of Object, includes communication equipment and production machinery. [] Settlement is based on repair or replacement cost (no depreciation factor). · Broad definition of Accident applies. · New locations and newly installed objects are automatically included. [] Computer Control Equipment is included when used solely to control or operate an insured object. · The following coverages, if applicable, are included to the limit shown on the Summary of Coverage pages: - Extra Expense, - Water Damage, - Ammonia Contamination, - Expediting Expenses, - Hazardous Substance (including PCB Contamination), - Loss of Arena Revenues, - Spoilage, - Professional Fees, Data and Media, and By-Law Cover. One deductible applies should there be a loss involving both the Boiler and Machinery and Property insurance policies. Please refer to the insurance contract fer all timits, terms, conditions and exclusions that appiy. =mnr Gc~wan Company kJmite~ - 23~ PART C AUTOMOBILE AUTOMOBILE FLEET INSURANCE Features This policy provides protection for all claims arising out of the use or operation of licensed automobiles owned or leased by the municipality. Coverage is provided as per the Statutory Automobile Owner's Policy. A special Cowan endorsement is added to enhance the basic policy coverage. Coverage is provided for Liability, Accident Benefits, Uninsured Automobile, and Direct Compensation - Property Damage. Loss or Damage coverages are available as requested by the Municipality to protect their licensed vehicles from physical damage caused by an insured peril. Coverage is automatically extended to include: newly acquired vehicles, inappropriately licensed drivers, - permission to carry explosives, - permission to rent or lease, - damage caused by freezing of Fire-Fighting Apparatus, and - permission to carry passengers for compensation. Our Replacement Cost coverage is unique. It provides repairs or replacement of vehicles with no deduction for depreciation. - On a partial loss, repair estimates are calculated by using all new parts to repair damage. - On a total loss, the municipality has the option of purchasing a new vehicle, or accepting a cash settlement for the amount it would cost to purchase a new vehicle. Guaranteed Amount coverage can be provided on specified vehicles. Repairs or replacement will be undertaken without deduction for depreciation up to the Guaranteed Amount shown on the automobile schedule attached to the policy. Valued coverage can be provided on specified vehicles, usually those that are obsolete, would not be replaced, or would be replaced with a used vehicle. Actual cash value (ACV) coverage can be provided on specified vehicles. If a single loss involves both the Automobile and Property Insurance policies, the Property policy deductible is waived only on any insured property attached to the automobile. Piease refer to the insurance contract for all limits, terms, conditions and exclusions that apply. -25 -~ GARAGE AUTOMOBILE INSURANCE Fsatures This policy provides protection for all claims arising out of a municipality's garage operations and its legal liability for customer vehicles. Coverage is provided as per the Statutory Garage Automobile Policy. Garage operations include not only repair garages, but also storage garages and parking lot operations. · Coverage is provided for Third Party Liability for bodily injury or property damage as per the limit specified in the Summary of Coverage pages. · Coverage is also provided for Accident Benefits, Uninsured Automobile, and Direct Compensation Property Damage. Loss or Damage coverage is available as requested by the municipality to protect its legal liability for a customer's automobile from physical damage caused by an insured peril, while in the care, custody or control of the municipality. Physical damage coverage for customer vehicles can include Collision, and Comprehensive or Specified Perils coverage. Please refer to the limits and deductibles for the selected coverage as specified in the Summary of Coverage pages. Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 13-04 from the Director, Corporate Services & Treasurer concerning Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures, be received for information. PiCKERING REPORT TO EXECUTIVE COMMITTEE Report Number: CS 13-04 Date: June I, 2004 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 Treasurer be received for information. 13-04 from the Director, Corporate Services & Executive Summary: The City is mandated by the Province of Ontario to report on the cost of specific key services areas. The collection and reporting of these measures is not in any way associated with the City's annual audit. This report is a part of the Financial Information Return filed by the City and both were filed on the deadline set by the Province of May 31,2004. These measurements are being submitted and reported by the Treasurer under the direction of Provincial authority. We will continue to review and adjust these measures, as is permitted by the Province, in preparation for release to the public by the September 30 deadline. Attached are the Municipal Performance Measurement Program results for 2003 together with a supplemental information package, a comparison to the 2002 Measures and a copy of the Public Notice that will appear in the News Advertiser at the end of September. Financial Implications: None Background: Attachment 1 is the information mandated by the Province to be reported to the public by September 30, 2004~ Comments pertaining to the compilation and interpretation of the data have been included to aid in the explanation and understanding of what is being reported. The Province has made provision for these comments and encourages their inclusion, as many municipalities do. With this being the fourth year of Performance Measurement reporting, one must bear in mind that these measures are still evolvin9 as feedback from municipalities are received and are taken into consideratior~ bv the Province in determining and the (;:54 Report CS 13-04 Date: June I, 2004 Subject: Municipal Performance Measurement Program - Provincially Page 2 Mandated Public Reporting of Performance Measures development of the Performance Measures to be reported upon. In Year 1, 2000, data was collected for 35 measures of which 16 were required to be publicly reported. Of these only 14 applied to the City. In Year 2, 2001,25 measures were required to be completed and publicly reported. Of these only 15 performance measures were applicable for the City of Pickering. For 2002 40 measures were required to be completed and publicly reported, but only !9 applied to the City. In 2003, 40 measures were required to be filed of which only 20 applied to the City. The feedback received from municipalities after the first three years has resulted in refinements to the way measures are defined and calculated which leads to improving the measures to better serve the interests of the public and municipal needs. In addition the Province's Financial Information Return (FIR) is also evolving which is the basis of the data used in the calculations for Performance Measures. For example for 2001 the methodology for reporting General Government costs was significantly changed. In that year municipalities had the option of using the same method as in 2000, which was the case in Pickering pending further information, or the new method for reporting General Government costs resulting from the CAO's benchmarking study. The. method for reporting General Government costs based on the CAO's benchmarking study was mandatory for reporting in 2002. This change alone significantly affects the comparability of results from one year to another. For the year 2003 further refinement was done to what we report on for the specific categories. I must strongly emphasize that all of the foregoing together with the fact no two municipalities are identical in their geography nor (eg number of unpaved roads) level of service, making municipality-to-municipality comparisons relatively meaningless. 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 start to become meaningful. Attachment 2 is a table highlighting the comparability, or lack of it, of the 2003 and 2002 results of this program. Attachment 3 provides a comparison of the results for the two years. According to the Provincial mandate the City has the following options for public reporting: 1. Direct mail to taxpayers/households 2. insert with the property tax bili 3. Public "advertising" in local newspapers 4. Posting on the Internet in the interests of efficiency and expediency, City staff has opted for the fourtr~ option. The information will be posted on the City's website, as was the case last year, and a not~ce ~c, this effect wil! be included in the L, ommunlt~, Page" of the local newspaper, Report CS 13-04 Date: Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reportin9 of Performance Measures June 1, 2004 Page 3 Attachment 4. The information will also be available to anyone wishin9 to pick it up at City Hall. Attachments: 2. 3. 4. 2003 Provincial Performance Measurement Program - Public Reporting Comparability Table - 2003/2002 Comparison of 2003 and 2002 Performance Measures Public Notice to be included in the Community Page of the News Advertiser Prepared By: Shanty~am~)utar Senior Financial Analyst Prepared / Approved / Endorsed By: ~is A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachments Copy: Chief Administrative Officer Director, Operations & Emergency Services Director, Planning & Development Solicitor for the City City Clerk Recommended for the consideration of Pickering City Council T~f'o~rrf~ J. Qu~n, Chtl'~f Admin"hl~ative Of~ice~' C~TY OF PICKERING YEAR 20(}3 PERFORMANCE MEASUREMENT REPORT OVERVIEW As required by the Ontario Government's Municipal Performance Measures Program (MPMP), the Treasurer of the City of Pickering, as part of its 2003 Financial Information Return (FIR) package, has submitted financial and related service performance measurements to the Province. This program was announced in 2000 by the Ontario Government, which requires municipalities to collect and report data to the Province and the Public in the form of performance measurements on key service areas. The objective of the Province is: to enhance accountability by reporting to taxpayers; to increase taxpayer awareness; and, to improve service delivery by sharing best practices with comparable municipalities. In keeping with enhancing accountability to taxpayers, the Province accepted new categories for reporting General Government costs recommended by the Ontario Municipal CAO's Benchmarking Imitative (OMBI). Commencing for 2002 reporting all municipalities were required to use the new General Government categories developed by OMBI and the City has implemented this change. As municipalities change and grow, its citizens expect to receive quality, cost effective services. Performance measurements are a means of benchmarking these services. The City is committed to refining and developing new methods of collecting data so as to have more efficient and effective benchmarking tools. The benefits of this program will not be seen immediately, as municipalities in conjunction with personnel of the Ontario Government's Municipal Performance Measurement Program work towards standardizing information collected in calculating the related measures which will ultimately allow for fairer comparisons from year to year and across municipalities. In addition, a comparability table has been provided that highlights which results are comparable within the municipality's own measures and includes comments explaining why any are not comparable. Each measure is also accompanied by comments regarding aspects of the measurements. The comments are an integral part in the interpretation of the performance measure results. These results should not be compared across municipalities without consideration of the comments that impact on interpreting and understanding the results. In addition, influencing factors in the collection of data or refinements while the measures are still evolving could affect the results and comparability of same year over year. CiTY OF PICKERiNG YEAR 2003 PERFORMANCE MEASUREMENT REPORT 057 LOCAL GOVERNMENT 1.I OPERATING COSTS FOR LOCAL GOVERNMENT 2003 I 2002 5.80% 6.06% 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 results: · The extent that cost centers within municipalities directly relate to the functions included under the governance and corporate management categories Detailed Comments 2003 is comparable with 2002 as the same methodology was used in the calculation of these results. 055 CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT FIRE SERVICES 2.t OPERATING COSTS FOR FIRE SERVICES 2003 ~ 2002 $1.24 $1.26 Efficiency Measure Operating costs for fire services per $1,000 per assessment. Objective 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 · Urabn/rural mix of properties as well as density of buildings. Detailed Comments Assessment value does not necessarily correlate to operating cost for fire services. The higher the assessment value, the lower the cost per $1,000 assessment. Conversely the urban/rural mix of the community will affect the results as will the size and type of commercial/industrial establishments. Number of households, response time and urban/rural mix of the municipality are factors that determine the need for fire services not the property value. CITY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.4 OPERATING COSTS FOR PAVED ROADS 2003 2002 $663.82 $432.10 Efficiency Measure Operating costs for paved (hard top) roads per lane kilometre Objective Efficient maintenance of paved roads. General Comments The following factors can influence the above results across municipalities: · Use of the roads by heavy equipment. · The municipality's standard for road conditions in comparison with comparable municipalities. · Kilometres of paved roads in the municipality. · The allocation of operating costs used in the determination of the numerator when there is not a separate cost centre. Detailed Comments At the present time the City of Pickering does not maintain a separate cost centre to track costs that directly relates to paved roads. However, direct costs attributable to this function have been identified. The costs for administration and other related costs have been allocated to the cost for paved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control The identified costs attributable to this function include employee wages & benefits, asphalt, program support, rental of heavy equipment and shoulder maintenance. The City maintains 719 paved lane kilometres. Note: To keep up with maintaining deteriorating roads the City undertook an asphalt patching program for 2003. This program was not in place in 2002. CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.2 OPERATING COSTS FOR UNPAVED ROADS 2003 i 2002 $6,456.69 $6,035.56 Efficiency Measure Operating costs for unpaved (loose top) roads per lane kilometre. Objective Efficient maintenance of unpaved roads. General Comments The following factors can influence the above results across municipalities: · Use of the roads by heavy equipment. ° The kilometres of unpaved roads in the municipality in comparison with comparable municipalities. · Locations of the unpaved lanes. ° The allocation of operating costs used in the determination of the numerator when there is not a separate cost centre. Detailed Comments At the present time, the City of Pickering does not maintain a separate cost centre to track costs that directly relates to unpaved roads. However, direct costs attributable to this function have been identified. The cost for administration and other related costs have been allocated to the cost for unpaved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating cost of maintaining the City's unpaved roads includes employee wages & benefits, granular materials, administering calcium programs, program support, rental of heavy equipment, grading, culvert and shoulder maintenance. Due to the geographic location of the City's rural boundaries, commuter traffic using Hwy 407 are using these unpaved roads to connect to a continuously developing Durham Region. These roads now require continuous maintenance to keep up with the increased volume of traffic. The City maintains 244 unpaved lane kilometres. CI~TY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.3 OPERATING COSTS FOR WINTER MAINTENANCE OF ROADS 2003 2002 $1,385.46 $768.90 Efficiency Measure Operating costs for winter maintenance of roadways per lane kilometre maintained in winter. Objective Efficient winter control operation. General Comments The following factors can influence the above results: · The municipality's standard service levels for road conditions. ° The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. · The allocation of operating costs used in the determination of the numerator when there is not a separate cost centre. Detailed Comments At the present time, the City of Pickering does not maintain a separate cost centre to track costs that directly relates to winter control. However, direct costs attributable to this function have been identified. The costs for administration and other related costs have been allocated to the cost for winter control based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating cost of the City's winter control maintenance includes employee wages & benefits, salt, sand, program support, equipment rental, culvert thawing The City maintains a total of 963 lane kilometres. Note: In 2003 the City responded to more winter control events due to the unusual weather conditions that were prevalent. (;62 CITY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.4 COND~TION OF PAVED ROADS 2003 2002 75.10% 75.10% Effectiveness Measure Percentage of paved lane kilometres where the condition is rated as good to very good. Objective Provide a paved standards. lane system that has a pavement condition that meets municipal 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. Detailed Comments The City's staff uses their best estimates to establish the % of roads that are rated as good. The City's road patrols, the public and employees are another source for providing feedback on road conditions. As existing roads are reconstructed the rating will move up to a higher level. C~TY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT 0 6 3 ROAD SERVICES 4.5 WINTER EVENT RESPONSE 2003 2002 100% 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road maintenance standards. Objective Provide an appropriate response to winter events. General Comments The following factors can influence the above results: The municipality's standard service levels for road conditions. The frequency and severity of the winter weather. The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. Detailed Comments Roads are cleaned and cleared within 24 hours of a snowfall. The City did not experience a winter event which staff was not able to meet or exceed road maintenance standards. O64 CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT CONVENTIONAL TRANSIT 5.1 OPERATING COSTS 2003 2002 $4.08 $3.59 Efficiency Measure Operating costs for conventional transit per regular service passenger trip. Objective Efficient conventional transit services. General Comments The following factors can influence the above results: · The service hours of the transit operations, for example the level of weekend or holiday service provided. · The population distribution and the geography of the service area. · Service levels required to accommodate passenger trips transferred from outside of the City's boundaries. · Unexpected events that may be included in operating cost that has no correlation to service levels. · The urban/rural mix of the service area. Detailed Comments The 2003 results reflect 100% of APTA's operations even thought the Transit Authority is jointly owned by the City of Pickering and Town of Ajax. In 2001 Ajax and Pickering operated separate transit departments. These two departments were amalgamated for 2002 resulting in some one-time transitional costs. In 2003 under the provincial reporting program, the allocation of program support costs incurred by each municipality changed substantially. This resulted in a formula driven increase in the amount allocated to APTA, for reporting purposes, not an actual increase in operating costs. Trips deemed as transfers are excluded from the denominator of passenger trips. However, the costs would be impacted to ensure that appropriate service levels are provided to accommodate these additional passengers. For 2002, the number of passenger trips excluding transfers was 2,187,442 and in 2003 it was 2,248,265 an increase in ridership of approximately 2.8%. The number of trips including transfers was 2,465,950 for 2002 and 2,549,390 for 2003, an inorease of approximateiy 3.4.%. CiTY OF PiCKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT CONVENTIONAL TRANSIT 5.2 PUBLIC TRANSIT USE 2003 2002 13.47 13.52 Effectiveness Measure Number of conventional transit passenger trips per person in the service area in a year. Objective Maximum utilization of municipal transit services. General Comments The following factors can influence the above results: The service hours of the transit operations, for example the level of weekend or holiday service provided. The population distribution and geography of the service area. The percentage of the service area to the total municipal area. Detailed Comments The 2003 measure is based on a combination of the population of the service areas in the City of Pickering and the Town of Ajax. Note: In 2002 the population of the service area was 161,750. In 2003 the population of the service area increased by approximately 3.1% to 166,602. t~ O CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT STORk~ WATER 7.1~OPERATING COSTS FOR URBAN STORM WATER MANAGEMENT 2003 2002 $1,196.59 $1,482.17 Efficiency Measure Operating costs for urban storm water disposal) per kilometre of drainage system. management (collection, treatment, and Objective 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 Detailed Comments Operating costs include salaries and 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. C~TY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT STORM WATER 7.2 OPERATING COSTS FOR RURAL STORM WATER MANAGEMENT (NEW' MEASURE) 2003 $238.51 O67 Efficiency Measure Operating costs for rural storm water disposal) per kilometre of drainage system. management (collection, treatment, and Objective Efficient storm water management. General Comments The following factors can influence the efficiency rate of urban storm water management: · The geography of the City, size and nature of the rural area. · Land erosion control. · The frequency and time devoted to the maintenance of the rural drainage system. system Detailed Comments Operating costs include salaries and benefits, contracted services and materials, storm canal dredging, culvert repairs and maintenance, ditching and other day to day maintenance measures. Note: This is a new measure for the year 2003. As the City does not maintain separate records for rural storm water management expenditures, this measure was a best estimate by management. CITY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT SOLID WASTE 9.t OPERATING COSTS FOR GARBAGE COLLECTION 2003 2002 $59.60 per tonne $58.28 per tonne Efficiency Measure Operating costs for garbage collection per tonne or per household. Objective Efficient garbage collection services General Comments The following factors can influence the above results: · The number and frequency of collection and the extent of the yard waste collection program. · Whether the service is provided internally or externally and if provided externally, then the timing of the contract renewals. · The effectiveness of any 3R's initiatives and education/promotional efforts. · The urban/rural mix and size of the municipality. Detailed Comments The City of Pickering currently contracts out collection of residential waste. Contract costs are based upon tonnes collected. Per tonne rate has an annual escalation cost and tones collected each year will increase due to new housing development. Homeowners are allowed a limit of 4 bags and 2 large items per week. CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT SOLID WASTE 9.3 OPERATING COSTS FOR SOLID WASTE DIVERSION (RECYCLING) 9.8 DIVERSION OF SOLID WASTE 2003 2002 9.3 - $179.06 per tonne 9.3 - $264.96 per tonne 9.8 - 11% of residential waste diverted 9.8 - 8.49% of residential waste diverted Efficiency Measure Operating costs for solid waste diversion (recycling) per tonne or per household. Effectiveness Measure Percentage of residential solid waste diverted for recycling, Objective Efficient solid waste diversion (recycling) services. Municipal waste programs dived garbage from landfills and incinerators. General Comments The following factors can influence the above results: The frequency of collection. The type of materials included in the recycled program. The promotion of the recycling program. The participation in the program by residents. Detailed Comments The collection of recycling materials (blue box) is the responsibility of the Region of Durham and results are not reported above. The diversion rate reported above indicates the diversion of yard waste and white goods (metal) collected as this is performed by the City. In 2002 the City did not report on metal diversion. The City of Pickering has adopted grass-cycling and does not collect grass clippings. Therefore, grass clippings are not included in the diversion rate above. The City's yard waste collection program results in diversion collected per year vary due to gardening and yard work activity. the amount of yard waste collected. from landfill. Tonnes Grass-cycling reduces Late 2001, the City initiated a fully automated cart based three stream waste collection pilot project in the Amberlea area within Ward 1 which consists of 520 homes. This project ran for the full year of 2002 and the associated costs are included in the above calculation. These costs are higher than traditional collection methods used. It includes leasing of specialized collection vehicles for a 3 months period in 2003, purchase and leasing of specialized containers and bins and ongoin9 educational material~ This program did r~ot continue in 2003 witi' the resultant decrease in costs, The diversion rate for the piioi: projeci area was 52.7% tot 2002, 070 C~TY OF PICKERING YEAR 2003 PERFORIVIANCE MEASUREMENT REPORT SOLID WASTE 9.5 COMPLAINTS FOR SOLID WASTE AND RECYCLING COLLECTION 2003 2002 31 28 Effectiveness Measure Number of complaints received in a year concerning the collection of garbage and recycled materials per i,000 households. Objective Improved garbage collection services. General Comments The following factors can influence the above results: · The types of calls received. · The level of service provided. Detailed Comments Solid Waste collection is contracted out and the Region collects recycling materials, however, the City's manages complaints by assisting taxpayers directly. The total number of complaints in the year was an estimate provided by the operating division, as the City does not maintain a formal system for tracking complaints. In 2004 a formal system will be implemented to track complaints. Changing regulations and methods for waste collection influences the nature and frequency of complaints. CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT 0 7 i LAND PLANNING USE 10.'~ GROWTK AND SETTLEMENT PATTERN 2003 2002 100% I O0% Effectiveness Measure Percentage of new lots, blocks and/or units with final approval which are located within settlement areas. Objective New lot creation is occurring in settlement areas. Detailed Comments The City of Pickering is responsible for approving all plans. All approved new lots were located within settlement areas. 072 CITY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 10.2 PRESERVATION OF AGRICULTURAL LAND IN REPORTING YEAR 2003 2002 100% 100% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses during 2003. Objective Preserve agricultural land. Detailed Comments No agricultural lands were re-designated in the year 2003. C~TY OF PICKERING YEAR 2003 PERFORIVIANCE MEASUREMENT REPORT ( 73 LAND PLANNING USE 10.3 PRESERVATION OF AGRICULTURAL LAND (RELATIVE TO 2000) 2003 2002 99.83 % 99.83 % 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 Preserve agricultural land. Detailed Comments This represents land that was re-designated during the year 2000. CiTY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 10.4 HECTARES AGRICULTURAL LAND ~DURING REPORTING YEAR~ 2003 2002 0 0 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during 2002. Objective Preserve agricultural land. Detailed Comments No agricultural lands were re-designated in the reporting year. C~TY OF PICKERING YEAR 2003 PERFORMANCE MEASUREMENT REPORT ( 75 LAND PLANNING USE 10.5 CHANGE IN AGRICULTURAL LAND (SINCE 2000) 2003 2002 15 15 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses since January I, 2000. Objective Preserve agricultural land. Detailed Comments These lands were redesignated during 2000. Comparability Table - Reporting Year 2003 Operating costs for governance and corporate Comparable to 2002 t 2003 calculation is based management as a percentage of total municipal on new General operating costs Government's categories developed by OMBI. This methodology was used in 2002. Operating cost for fire services per 1,000 of Comparable to 2002 The required data assessment collection for this measure did not change ~ I in 2003. Operating costs for paved (hard top) roads per Not Oomparable to 2002 Refinement of the data lane kilometre collected for this measurement was undertaken in the year 2003. Operating costs for unpaved (loose top) roads Not comparable to 2002 Refinement of the data per lane kilometre collected for this measurement was undertaken in the year 2003. Operating costs for winter maintenance of Not comparable to 2002 Refinement of the data roadways per lane kilometre maintained in collected for this winter measurement was undertaken in the year 2003. Percentage of paved lane kilometres where the Comparable to 2002 The percentage of paved condition is rated as good to very good lanes was consistently rated as good. Percentage of winter events where the response Comparable to 2002 All roads met the required met or exceeded locally determined road standards. maintenance standards Operating cost for Conventional Transit Comparable to 2002 The 2003 results represent the operating costs and service area for the amalgamation of both Pickering and Ajax transit divisions. Number of conventional transit passenger trips Comparable to 2002 The 2003 results per person in the service are in a year represent the operating costs and service area for the amalgamation of both Pickering and Ajax transit I divisions. Comparability Table - Reporting Year 2003 Operating cost for urban storm water Not comparabie t° 2002 This measure is not management comparable due to changes in the collection of the data. Operating cost for urban storm water Not comparable (new) management Operating costs for solid waste collection per Comparable to 2002 The required data tonne collection did not change in 2003 Operating costs for solid waste diversion per Not comparable to 2002 This cost represents the tonne City's cost of yard waste and white goods collected. The Region is responsible for collection of Blue Box materials. Number of complaints received in a year Comparable to 2002 The amount of concerning the collection of garbage and complaints used for this recycled materials per 1,000 household calculation was an estimate provided by the operating division. Percentage of residential solid waste diverted Comparable to 2002 The results represent the for recycling based on tonnes diversion rate related to collection of yard waste and white goods only. The Region is responsible for collection of Blue Box materials. Percentage of new lots, blocks and/or units with Comparable to 2002 100% of new lots, blocks final approval which are located within the and/or units with final settlement areas approval by the City were located within the settlement areas. Percentage of land designated for agricultural Comparable to 2002 No agricultural lands purposes which was not re-designated for other were re-designated uses during 2002 during 2002 Percentage of land designated for agricultural Comparable to 2002 All agricultural lands were purposes, which was not re-designated for other preserved. uses relative to the base year of 2000. Number of hectares of land originally designated Comparable to 2002 No agricultural lands for agricultural purposes which was re- were re-designated designated for other uses during the reporting during 2002 year 2002 Number of hectares land originally designated Comparable to 2002 No agricultural lands for a~ricultural PurPoses which was re- ~ were re-desiqnated since designated for other uses since January i, 2000 2000. Performance I~easurements General Government - Efficiency Operating costs for governance and corporate management as a % of total municipal operating costs Protection Services - Fire Services Efficiency Operating cost for fire services per $1,000 of assessment Transportation Services - Roadways Efficiency Operating cost for paved roads per lane kilometer Operating cost for unpaved roads per lane kilometer Operating cost for winter control maintenance per lane kilometer Tranportation Services - Roadways Effectiveness Pementage of paved lane kilometer rated good to very good Percentage of winter event response that met or exceeded municipal road maintenance standards Transit Services - Transit Efficiency Operating costs for conventional transit per regular service passenger trip Tranist Servoces - Transit Effectiveness Number of conventional transit passenger trips per person in the service area in a year Environmental Services - Sewer System Efficiency Operating costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system Operating costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system (URBAN) NEW Operating costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system (RURAL) NEW Environmental Services - Solid Waste Management Efficiency Operating costs for solid waste collection per tonne Environmental Services - Solid Waste Management Effectiveness Number of complaints in year concerning garbage collection and recycled material per 1,000 household Environmental Services - Recycling Efficiency Operating costs for solid waste diversion per tonne Environmental Services - Recycling Effectiveness Percentage of residential solid waste diverted Plannig and Development - Land Use Planning - Effectiveness Percentage of new lots approved which are located in settlement areas Percentage of lands designated for agricultural purposes which was not re-designated for other uses during the reporting year Percentage of land designated for argicultural purposes which was not re-designated for other uses relative to the base year of 2000. Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses since January 1, 2000. 2002 6.06% $ 1.26 $ 432.10 $ 6,035.56 $ 768.9O 75.10% 100% $ 3.59 13.52 $ 1,482.17 n/a n/a $ 58.28 28 $ 264.96 8,49% 100% 100% 99.8% 15 2003 5.80% $1.24 $663.82 $6,456.69 $1,385.46 75.10% 100% $4.08 13.47 n/a $1,196.59 $238.51 $59.60 31 $179,06 11% 99.7% 100% 99.8% 15 "! '7 9 Performance Measures 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 cityofpickerinq.com as of September 30, 2004. Copies are also available at City Hall, Cashiers Counter, 2® Floor. 080 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 15-04 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund (G/L 4227 and 4229) be received by Council for information. PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: CS 15-04 Date: May 28, 2004 081 From: Giliis A. Paterson Director, Corporate Services & Treasurer Subject: Development Charges Reserve Fund - Statement of the Treasurer for 20O3 Recommendation: That Report CS 15-04 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund (G/L 4227 and 4229) be received by Council for information. Executive Summary: Not applicable Financial Implications: There are no financial implications to the receipt of this statement. Background: Section 43 of the Development Charges Act requires that the Treasurer furnish to Council a Statement in respect of each Reserve Fund.(i.e. for each Development Charge) established under Section 33 of the Act. Accordingly, the attached Schedules 1 to 5 details the activity in the Development Charges Reserve Fund for the year ended December 31, 2003 in the manner as prescribed by the Development Charges Act. As you are aware funds are not transferred out of the Reserve Fund for projects until the funds are actually required. This practice will ensure that the Reserve Fund continues to earn interest income on these unspent monies until such time that the actual expense is incurred. Schedule 1 presents the Reserve Fund balance, before unspent commitments of $15,804,668. Taking into account the unspent commitments at December 31,2003 of $2,137,590 the uncommitted fund balance available for future expenditures is $13,667,078. The development charges collected in 2003 were $2,814,824 an increase of 20% from amounts collected in 2002. The increase in buildino~ activities was due in part to the economic condition of iow interest rates and the booming housing market. (7:82 Report CS 15-04 Subject: Development Charges Reserve Fund-Statement of the Treasurer for 2003 Date: May 28, 2004 Page 2 The 2003 budgeted fundin9 from this Reserve Fund was $1,053,735. Schedule 2 provides a detailed breakdown of the 2003 budgeted capital projects that were to be funded by this Reserve Fund. The capital expenditures incurred in 2003 that were funded from this Reserve Fund amounted to $541,155. These expenditures pertained to capital projects approved in 2001 to 2003. Schedule 3 provides a summary by projects of these capital expenditures funded by development charges and other sources as prescribed by O. Reg. 82/98 Section 12(3). In 2003, the City undertook additional internal loans of $349,071 from this Reserve Fund, bringing the combined 2001 to 2003 outstanding internal loans at $6,275,287 as of December 31, 2003. Schedule 4 provides detailed information on the 2003 internal borrowings and the purpose for which it was borrowed as prescribed by O. Reg. 82/98 Section 12(2)3. Interest and principal repayments on 2003 internal loans will commence in 2004. Please note that the principal and interest of $1,341,340 paid in 2003 and as indicated in Schedule 5 are related to 2001 and 2002 internal loans. This amount was funded from the general tax levy. Schedule 5 also provides a summary of amount and source of any money used by the municipality to repay money borrowed from the fund and interest on such money as required by O. Reg. 82/98 Section 12(2)4,5. Though the fund balance has increased-significantly due to increase in building activities, caution has to be used when budgeting for draws for capital projects as this trend may not continue in the future due to the limited availability of land in Pickering and the uncertainty of economic times ahead of us. Attachments: 2. 3. 4. 5, 2003 Annual Statement of Development Charges Reserve Fund Projects Approved in 2003 Funded from Development Charges Reserve Fund 2003 Capital Expenditures Summarized by Projects 2003 Internal Loans from Development Charges Reserve Fund Total Development Charges Reserve Fund Internal Loans & Annual Repayment Report CS 15-04 Subject: Development Charges Reserve Fund-Statement of the Treasurer for 2003 Date: May 281 2004 Page 3 Prepared By: Approved / Endorsed By: Caryn Kong Senior Financial Analyst GP:vw Attachments Copy: Chief Administrative Officer Gillis A. Paterson Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City Council Tho~ J, Oui~/n, Ch,~ A~d~n~'~~'v~ ~'f~ic~¢ Source of Funding Dev. Charge Gen. D.C-City's External Total Reserve Fund Fund Share Reserve Debt Projects: External Subdivision (Road Construction) Sheppard Ave/Whites R( 03-001-03 Squires Beach/Bayly Sheppard Av/OId Forest Liverpool/Wharf St. Valley Farm/Pick. Pkwy Delta Bird Rosebank/CPR Tracks 03-001-15 03-001-17 03-001-19 03-001-20 03-001-21 03-001-22 $12,600 $42,840 $ 55,440 429,750 492,250 922,000 5,160 16,340 21,500 4,200 14,280 18,480 43,875 20,475 64,350 12,500 12,500 25,000 217,600 261,120 478,720 $725,685 $0 $859,805 1,585,490 External Subdivision ( Sidewalk & Streetlight) Brock/Bayly/H401 03-002-08 50,400 Finch/Altona/Rosebank 03-002-16 7,800 Bayly St./Church St. 03-002-17 14,250 Kingston Rd N/Walnut 03-002-20 19,500 5,000 55,400 163,800 171,600 14,250 28,500 23,400 42,900 91,950 206,450 298,400 External Subdivision ( Storm Water Management ) Storm Water Management Works 133,000 51,000 184,000 Subtotal Ext. Subdivision $950,635 $1,117,255 $2,067,890 Roads Champion Road Grader03-004-01 $53,100 Corporate Services Development Charges Study $50,000 $0 $0 $160,900 $214,000 50,000 Tota~ $1,053,735 $0 $1,117,255 $160,900 $2,331,890 Corporate Services 2003 & 2000 bud.qeted project Development Charges Study & Master Financing Plan External Subdivision 2002 and prior bud.qeted projects Road Construction: Valley Farm Rd. East Side 02-001-03 Rosebank Rd. Bridge-Granite Crt & Toynedale 02-001 Stmuds Lane Ext.- Treetop Way to Altona 02-001-16 Strouds Lane Ext.- Culvert Oversizing 02-001-17 Squires Beach Road/Bayly 01-001-15 Roads 2003 & 2002 bud.qeted projects Freightliner 4-ton truck 02-001-00 Champion Road Grader 03-004-01 Dev. Charges D.C-City's Share External Reserve Fund Gen. Fund Reserve Debt Total $ 19,458 $ 19,458 $ 19,458 $ 19,458 $ 64.93 $ 64.93 235,140 94,121 504,462 833,723 92,057 92,057 30,354 30,354 18,583 18,583 $ 376,198 $ 94,121 $ 504,462 $ 974,781 $ 92,399 $ 61,580 $ 153,979 53,100 908 160,000 214,008 $ 145,499 $ 908 $ 61,580 $ 160,000 $ 367,987 $ 541,155 $ 95,029 $ 566,042 $ 160,000 $ 1,382,226 Total Spent ~,a~)ital Exr,-200; Re.c '~2~'3).xis solai T-~rojects Original Loan Development Charges -New By-Law .Purpose of Loan: Road Pickering Parkway Amberlea Road Total Road $90,828 9,648 $100,476 Library- Central Library Checkpoint RFID System Lobby Redesign Flooring - Lobby redesign Total Library $130,000 73,371 37,700 $241,071 Culture & Recreation Rec. Comp-Parking Lot Imp. $7,524 Total $349,071 Note: Annual repayment for 2003 Internal Loans and interest thereon commences in 2004. Development Charges - 4227 Booked in 2001 Rosebank Eastshore Community Ctr Fire Tanker Dispatch Ctr 1999 Roads Projects 1999 Roads Projects 1999 Streetlights 2000 Roads Projects 2000 Roads Projects Booked in 2002 Fire Hall & Communication Parks Sidewalks Storm Water Management Streetlight Arena & Recreation Sub-total 4227 Development Charges - 4229 Booked in 2001 Specialized Transit Aerial Truck Waterfront Trail Western Branch Booked in 2002 Roads Booked in 2003 Outstandin9 Principal Outstanding Principal Repayment Principal interest (Jan 1) 2003 2003 2003 Jan. 1,2003 Dec. 31,2003 $ $ $ $ 758,038 (77,141) 680,897 657,809 (66,941) 590,868 133,920 (13,628) 120,292 147,397 (15,000) 132,397 189,510 (19,285) 170,225 598,008 (60,855) 537,153 480,933 (48,942) 431,991 322,587 (32,828) 289,759 379,018 (38,570) 340,448 3,667,220 (373,190) 3,294,030 43,000 (7,735) 35,265 155,000 (11,870) 143,130 78,000 (5,974) 72,026 160,000 (12,253) 147,747 40,000 (3,063) 36,937 55,000 (4,212) 50,788 531,000 (45,107) 485,893 (43,966) (38,153) (7,767) (8,549) (10,992) (34,684) (27,894) (18,710) (21,983) (212,698) 4,198,220 (418,297) 3,779,923 (2,279) (8,990) (4,524) (9,280) (2,320) (3,190) (30,583) 53,600 (16,952) 36,648 336,906 (34,285) 302,621 411,026 (313,695) 97,331 1,190,962 (121,197) 1,069,765 1,992,494 (486,129) 1,506,365 (243,281) 693,000 (53,072) 639,928 Roads 100,476 100,476 Libraw 241,071 241,071 Rec. Complex-Core 7,524 7,524 (2,841) (19,541) (8,909) (69,076) (100,367) (40,194) Sub-total 4229 Grand Totai 349,071 349,071 3,034,565 (539,201) 2,495,364 7,232,785 (957,498) 6,275,287 Source of Funding Annual Charges (Principal & interest) Gen. Tax Levy (140,561) (383,842) Gen. Tax Levy (I ,341,340} esfr, alntloan~u;;.xL 2U05 DC:; RTC 2810512004 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS t7-04 of the Director, Corporate Services & Treasurer, concerning Section 357~358~354 of the Municipal Act - Adjustment to Taxes, be received; and That the write-offs of taxes as provided under Section 357/358/354 of the Municipal Act, 2001 be approved; and The appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 'i7-04 Date: june ~, 2004 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Section 357/358/354 of the Municipal Act - Adjustment to Taxes Recommendation: 1. It is recommended that Report CS 17-04 of the Director, Corporate Services & Treasurer be received and that: 2. the write-offs of taxes as provided under Section 357/358/354 of the Municipal Act, 2001 be approved; and, 3. the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: Not Applicable Financial Implications: If approved, the write-off of taxes as contained in this report represents a gross cost of $6,904.74 with a net cost to the City of approximately $1,790.59, the balance being charged back to the Region of Durham and the School Boards. Pickering's share of the costs will be charged to the 2004 Current Budget allocation under General Government - Provision for Uncollectable Taxes. The 2004 recommended budget provision is $I73,163 and $10,375.09 including the above has been spent to date. Background: The Municipal Act provides the Treasurer with various tax tools regarding the administration and collection of property taxes. Under the provisions of the new Municipal Act, 200!, as amended, Section 357 of the Act (formerly Section 442) provides for the reduction of taxes due to fire, demolition, exemption, assessment change or error and the tax reduction is applicable to the current year only. Section 358 of the new Municipal Act (formerly Section 443) allows for the reduction of taxes due to assessment error and this section can be applied to property taxes for the two preceding years (2001 & 2002). Change ir~ realty tax class car~ translate intc~ lower~ property taxes if the property went ,rorr., industrial to commerc~at Iai: class or commercia! to residentia! ta)~ class. When the Ci[y' of Pickering acquires propert~¢~ the property becomes exempt from taxation and Report CS I7-04 Date: June 1,200~ 9.11_ Subject: Section 357/358/354 of the Municipal Act - Adjustment to Taxes Page 2 therefore, the taxes have to be cancelled, as reflected ir: the attached reporL Demolitions, and other physical changes to a property, such as removing or filling in a swimming pool, or damage caused by fire result in a reduction in assessment and taxes. Attachments: 1. Section 357/358/354 Adjustment to Taxes Prepared By: T;axCA, n.a ; s --- GAP:tp Attachment Copy: Chief Administrative Officer Approved / Endorsed By: *~Gqflis A. Paterson Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City Council 'rh6ma nn i n"h'~ative dfficer 093 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 19-04 regarding the Responsible Pet Ownership Program proposed by the PAW Joint Animal Services Committee, be received; and That the Council of the City of Picketing hereby endorses the Responsible Pet Ownership Program and other promotional initiatives as set out in the PAW Animal Services Business Plan dated May, 2004. ©94 P] CKERING REPORT TO EXECUTIVE COMMITTEE Report Number: CS 19-04 Date: May 31,2004 From: Bruce Taylor, AMCT, CMM City Clerk Subject: Responsible Pet Ownership Program - PAW Joint Animal Services Committee Recommendation: That Report CS 19-04 regarding the Responsible Pet Ownership Program proposed by the PAW Joint Animal Services Committee be received. That the Council of the City of Pickering hereby endorses the Responsible Pet Ownership Program and other promotional initiatives as set out in the PAW Animal Services Business Plan dated May, 2004. Executive Summary: The purpose of this Report is to convey a recommendation of the PAW Joint Animal Services Committee to proceed with a Responsible Pet Ownership Program and other promotional initiatives as part of a program to increase the profile'of the PAW Animal Services Centre in the communities of Pickering, Ajax and Whitby. Financial Implications: The total cost of implementing this Program is $7,400, however, in 2004, the multi- media equipment in the amount of $$4,700 would not be purchased and therefore the cost of implementing this Program in 2004 would be $2,700. Pickering's share of the 2004 cost of $2,700 would be 33.08% or $893.00 which will result in a small over expenditure in the 2004 budget for PAW which can be accommodated by the Treasurer. Background: Ptease De advised that the PAW Joint Animat Services Committee passed the foliowing motion at its meeting of May 18, 2004: Report CS 19-04 Responsibie Pet Ownership Program May 31, 2004 0 9 5 Page 2 That the PAW Anima~ Services Business Ptar~ dated IViay 2004~ with revisions noted at the PAW Animai Services Committee IVieeting held on May 18, 2004, be received; and That the said Plan be forwarded to the Councils of the three municipalities for their consideration and adoption. Attached to this Report is a copy of the PAW Animal Services Business Plan that was adopted by the PAW Animal Services Committee on May 18, 2004. At the February 10, 2004, PAW Animal Services Committee meeting, Councillor Coe, who is the PAW representative from the Town of Whitby, stated that at the direction of the Committee, he spoke to various media agencies to raise the profile of the PAW Animal Services Centre and the PAW Animal Services Committee. He also met with representatives of both Boards of Education who agreed to work with the Committee to develop a program on responsible pet ownership for children in Grades 7 to 9 as part of their Social Responsibility course. The representatives of the Boards indicated that they would involve retired employees to help with this program. The Boards also wanted the Committee to develop a draft program that they could critique and send back to the Committee for approval. The Committee asked the Staff Advisors to determine if there was an appropriate employee in one of the three municipalities that could act as a Project Leader to develop a responsible pet ownership program and to ensure that all municipalities are involved in some way in the development of the program. Lindsey Brenner of the City of Pickering was invited to act as the Project Leader because with her employment experience as the Coordinator of Youth Leadership Programs and her academic background which involves a Bachelor of Science with a major in Animal Sciences. Ms. Brenner accepted the invitation to act as the Project Leader and working in cooperation with various staff of the Towns of Ajax and Whitby, she developed a plan to provide for the following: The Responsible Pet Ownership Program A promotional/marketing plan to increase the community awareness of PAW To enhance the current PAW Website A volunteer recruitment strategy The Responsibie Pet Ownership Program is the core of this initiative and to this end, the Durham District School Board has agreed to accommodate this Program within their schoois starting in September, 2004. The Durham District Separate School Board is exDected to sta~ this Program ~ossibly as. early as Janua~ 2005 o9a Report CS !9-04 Responsible Pet Ownership Program May 3!, 2004 Page 3 The- cost of' impiementin~ this Program is very minimai. The total cost of impiementin9 this Program is $7,400, however, in 2004, the multi-media equipment in the amount of $4,700 would not be purchased and therefore the cost of implementing this Program in 2004 would be $2,700. Pickering's share of the 2004 cost of $2,700 would be 33.08% or $893.00. Attachments: 1. PAW Animal Services Business Plan dated May, 2004 Prepared By: B~u ce Taylor City Clerk Approved I Endorsed By: Gillis A. Paterson Director, Corporate Services & Treasurer Attachment Recommended for the consideration of Pickering City Council J. Chief A(~r 097 P.A.W. ANIMAL SERVICES BUSINESS PLAN Completed by: Lindsey Brenner ~ay 2004 ©9~ Table of Contents Executive Summary ............................................................................................ 1 Vision ............................................................................................................... 3 1.0 Educational Program Objective ................................................................... 4 Insert A: Program Outline Insert B: Draft Slide Presentation 2.0 Promotional/Marketing Plan ....................................................................... 6 Insert C: Promotional Brochure 3.0 Website Objective ................................................................................... 8 Insert D: Community Photographs 4.0 Volunteer Recruitment Objective for Responsible Pet Ownership Program ........ 10 5.0 Budget ................................................................................................ 12 u99 In early 2003, the PAW Committee set a mandate for the development of a Responsible Pet Ownership Program to be delivered to elementary school students within the three municipalities. Extensive experience in the area of animal health and welfare as well as her current employment with the City of Pickering made Lindsey Brenner a perfect candidate to be chosen to assume the role of project lead for PA.W. After thorough research, it was evident that PAW must take an active role in educating afl citizens of their community, and not just students about the responsibilities associated with owning a pet. In May 2004, a comprehensive business plan was developed outlining four major goals, as noted below, which will help to enhance PAW Animal Services in a fresh and positive manner across the three municipalities: Create a half-day (3 hour) interactive presentation geared towards elementary school students across the Towns of Ajax and Whitby and the City of Pickering. The main focus will be to educate students around the importance of owning a pet as well as giving them some needed insight as to some of the duties undertaken by Animal Service Officers such as those at PAW. It is hoped that this new program will be launched by September 2004. To develop a consistent promotional/marketing plan for PAW that will effectively increase their community awareness by August 2004. Information brochures will be available at all major facilities across Pickering, Ajax and Whitby as well as at various animal service providers such as pet shops and vet clinics. PAW staff will also be present at various community events across the three municipalities to help promote the new responsible pet program. To further develop the current PAW Website to include a photo gallery of animal owners across Ajax, Pickering and Whitby by August 2004. Having PAW staff out and about speaking and taking photos with current pet owners in a positive and refreshing manner will do wonders for their image while, at the same time, allow them to reconnect with the current needs of pet owners across the 3 municipalitie~ Additionally, by taking photos of members of the community, PAW staff will not only be acknowledging their good practices at the communit~~ levei bu'~: tc the millions of people wh~ su~ the internet each day, i00 To implement ~. volunteer recruitment strategy whereby Ajax, Pickering and Whitby residents can become involved with PAW by helping with the execution of the new Responsible Pet Ownership Program by August 2004. in order to produce good quality educational programmin9 to members of the community, it only makes sense that those same community members become involved. Develop a volunteer recruitment strategy whereby interested adults and/or retired teachers as weli as students taking the Secondary High School Cooperative Education Program can volunteer their time to help PAW with the execution of the Responsible Pet Ownership Program to elementary school students. The four goals outlined above can be implemented at a cost of less than $2,700 in the first school year of 2004/05. By raising the profile of PAW Animal Services in the community, residents will have the knowledge and confidence of the PAW Animal Service that it so rightly deserves. Vision: To enhance Community Awareness of the Pickering-Ajax-Whitby Animal Services in a fresh and positive manner across the Towns of Ajax and Whitby and the City of Pickering. Goal: To provide a high quality interactive and educational program with emphasis on "Responsible Pet Ownership" to elementary school students across the Municipalities of Ajax, Pickering And Whitby by September 2004. 2. To develop a promotional/marketing plan for P.A.W. by August 2004 that will effectively increase their community awareness. 3. To further develop the current P.A.W. Website to include a photo gallery of animal owners across Ajax, Pickering and Whitby. To implement a volunteer recruitment strategy whereby Ajax, Pickering and Whitby residents can become involved with P.A.W. by helping with the execution of the new Responsible Pet Ownership Program by August 2004. P.A.W. ANIMAL SERVICES BUSINESS PLAN - Educational Program Objective Objective: To provide s high quality educational program on Respons~bL. Pet Ownership" to eiementaG, schooi students across the Municipalities of Ajax, Picketing And Whitby. Goal: To provide a high quality educational program Ownership" to elementary school students across the Pickering And Whitby by September 2004. on "Responsible Pet Municipalities of Ajax, Rationale: In 2003 P.A.W. brought in 600 unwanted and/or abandoned animals into their facility, adopted 130 of those to new homes and reunited 200 of those back their owners. With similar trends being seen in 2004, it is quite critical that PAW take an active role in educating the citizens of their community about the responsibilities associated with owning a pet. Target Group: Elementary School Students (Primarily Grades 6, 7, 8) (Secondarily, Grades 3, 4, 5) Participating Partners: Durham District School Board, Durham Separate School Board Project Overview: Create a half-day (3 hour) interactive presentation geared towards elementary school students across the Towns of Ajax and Whitby and the City of Pickering. The main focus will be to educate them around the importance of owning a pet as well as giving them some needed insight as to some of the duties undertaken by animal service officers such as those at P.A.W. Review current responsible pet programs, websites and services already being offered elsewhere and assess their methods and success rates. Assess the opportunity to offer a responsible pet ownership program to students in grades 6, 7 and 8 at all elementary schools across the Towns of Ajax and Whitby and the City of Pickering. P.A.W staff as well as community volunteers and Secondary School Cooperative Education Classes will be responsible to host the program at respective schools and community events. Upon the completion of the program, each student will come away with newfound knowledge as well as a certificate to recognize the completion of the program. Please see Appendix 1 for current program outline Project Evaluation: Take a random survey of grade 7 & 8 classes from at least one school from each municipality to determine their current awareness of P.A.W. as wel! as the responsibility behind ownin¢ a pet by early September 2004, before the implementation of the new program. Track the participation of neighbouring schools from September 2004 to September 2005. The total number of schools participating should reach at least 15% of the total amount of elementary schools across the 3 municipalities for the project to be e success~ Take a random sample survey of grade 7 & 8 classes from at least one school from each municipality to determine their newfound awareness of P.A.W. as well as the responsibility behind owning a pet by mid June 2005. Run statistical analysis of the results in July 2005 to determine the effectiveness of the new awareness strategy. Measurable Accomplishments for 2004/2005: Gain the support of the Durham District School Board to allow staff and volunteers from the Pickering- Ajax-Whitby Animal Services to present their Educational Awareness Program to students primarily in grades 6, 7 and 8 by April 2004. (Complete) Gain the support of the Durham District Separate School Board to allow staff and volunteers from the Pickering-Ajax-Whitby Animal Services to present their Educational Awareness Program on "Responsible Pet Ownership" to students primarily in grades 6, 7 and 8 by October 2004. To develop and implement a high quality educational program on "Responsible Pet Ownership" to elementary school students across the Municipalities of Ajax, Pickering And Whitby by September 2004. To achieve a 2% decrease in the number of impounded and surrendered animals turned into P.A.W. by September 2005. Action Steps: · Assess the type of curriculum suited program that should be developed to meet the current educational school requirements-April 2004 (Complete) Meet with representatives from the Durham District School Board to determine their willingness to accommodate a "Responsible Pet Program" within their schools-April 2004 (Complete) Begin the development of a "Responsible Pet Program" with required components, evaluation process and budget - May 2004 · Begin the development of a volunteer recruitment strategy -July 2004 Promote new prograrn vie marketing/promotional plan -August 2004 and ongoing Implement new "responsible pet program" into local schools - September 2004 Meet with representatives from the Durham District Separate School Board to determine their willinFness to. accommodate ~,, "Responsib e Pet Program" within their schools - ~,~oue,~' 200~. i03 i04 insert A PROGRAM OUTLINE RESPONSIBLE PET OWNERSHIP PROGRAM '~,~- day presentation (~3hfs) 5 Minutes 10 Min utes -!.5 Hours 30 Minutes 5 Minutes introductions, who is P.A.W.? -Meet the animals at P.A.W. Icebreaker Game Actual Presentation -Open Discussion on Pets/Responsibilities (5 Min-Slide Show) -What Kind of Pet is best for me? (30 Min) (Interactive Survey, similar to true colors) (Magic Bag of Goodies) -Animal Facts (5 Min- Slide Show) ..... 5-10 MINUTE BREAK -What is an animal Control Officer (15 Min-slide Show) (Class Participation -dress like an officer) -Wildlife and Me (Slide Show) -Group Exercise (25 minutes) Interactive Game (Jeopardy). Thank you and give out Certificates Interactive Survey- The Survey has been modeled from the personality type indicator test "True Colours". Students will work through visual and written cues to help them come up with the animal that best suits their lifestyle. Magic Bag of Goodies- Group Exer. cise-, No program would be complete without a "live animal component". Students will be introduced to a few animals (dog, kitten, hamster, will divide the class into 2 and is full of goodies and ask for 2 etc...) The presenter will pull out a bag that brave volunteers. The volunteers will come up to the front of the class, be blindfolded and then precede one at a time to pull items out of the bag. They will use their senses as well as asking their classmates questions' to try to guess the object in their hand. Each group will compete against each other to guess the items. The class will be divided into groups of 4-5 and given a scene retating to the presentation to act out in front of their peers. Each group will present to the rest of the class, i95 INSERT B DRAFT Slide Presentation For the Responsible Pet Ownership Program (working copy) May 2004 P.A.W. and What We Do · Animal Education · Pet Adoption · Care of animals running loose · Care of unwanted animals · Pickup of sick & injured wildlife · Enforcement of animal control by-laws 3 R's of Owning a Pet Responsibility Relationship Respect Before choosing a pet, you should think about Cat ~. ,2.5 yrs -$300 J2 the following [Bird ~ i12-75 yrs -$150 1 - PERSONAL NEEDS OF THE ANIMAL "LIVING SPACE ~ iSyrs ~-$125 . .-COSTS ~'~ ~:3 vrs _1.06 o All Cats need to be registered annually · All Cats should visit the vet once a year · Cats should live inaoors · Spaying or neutering a cat extends it's life span by two or three years. · Cats can make more than 100 different vocal sounds. Cat udne glows under a black light · Cats are sometimes bom with extra toes. This is caiied polydactyl. · A cat will spend nearly 30% of its life grooming itself. Gerbi ac,s , A healthy gerbil can live for 3-5 years , Gerbils are social animals, they prefer to live with other gerbils (minimal 2) · Bedding should be changed at least once a week. · Gerbils rarely bite compared to other small animals · Gerbils are diurnal · Gerbils are very curious animals Rabbit Facts · A healthy rabbit can live up to ten years. - Bedding should be changed at least once a week. · You can attempt to litter train rabbits by placing a litter pan in the corner of their home. · Because of their unique digestive system, you may notice that your rabbit will eat their own droppings. This is a normal and healthy quirk for a rabbit · A healthy hamster can live for 2- to 3 years Hamsters are very territorial , Hamsters are noct?mal and spend most of the day sleeping · Bedding should be changed at least once a week. · Hamsters cheek Pouches reach from the comers of their mouths to their shoulder blades · Poor nubition can lead to "malocclusion' (teeth meet and overgrow) · Hamsters have 4 front and 5 back toes Bird Facts A healthy bird can live for 12-75 years Birds are very VERY messy pets Birds need -10-12 hrs of undisturbed sleep Fish Facts A healthy fish can live for 2-5 years Fish breathe using gills. Watergoes in through the mouth and out through the gills, which take oxygen from ti~e water. When Goldfish return to the wild, they revert to their natural coiours (green to black) Other Possibie r-..ts ¢ , Ferret · Hedgehog · Newt/lizard · Snake · Mice · Rat Animal Service What%' ,~ tna~ Daily Duties fanlmel welfare, Ik:ensmg, eciucatmn,) Equipment Used (,~,~. ~tc, ~,,. ~,~.,,,. ~,,,~.~. Education Requirements Enforcement of animal control by-laws Every dog/cat in Picketing, Ajax and Wh~tby must be registered on a yearly basis Wildlife and Me · Look, there's a baby bird on the ground, what should I do? · There's a raccoon eating my garbage, what should I do? · My mom just ran over a squirrel, what should ldo? · My dog smells like a skunk, what should I do? · I found a box of baby kittens, who do 1 call? 2.0: P.A.W,. ANIMAL SERVICES BUSINESS PLAN-Promotional/Marketing Piar, Objective: To develop a promotional/marketing plan for P.A.W. that will be effective in increasing their community awareness. Goal: To develop a promotional/marketing plan for P.A.W. that will be effective in increasing their community awareness by August 2004. Rationale: Currently, members of the community are simply unaware of the many duties and responsibilities associated with Pickering-Ajax-Whitby Animal Services. The community needs to become more aware of who P.A.W. is, as well as the important services in which they provide. Traditionally, animal service providers are thought of as "dog catchers" and are viewed in a negative light. It is our goal to reverse that trend and begin to show the various communities the positives associated with an association such as P.A,W. Consistency is key in promotion. With that in mind, all 3 municipalities will be provided with the same promotional pieces with regards to P.A.W. Target Group: Members of the Community Living in the Towns of Ajax and Whitby and the City of Pickering. Participating Partners: Local animal service providers, local Media Outlets Project Overview: Develop a consistent approach to market P.A.W. Animal Services that include the following: Outreach- distributing "thank you for being a good pet owner" cards to members of the community who are abiding by the laws, when approached by P.A.W. staff on their daily route. On the reverse side of the card, indicate current regulations, registration information as well as interesting facts for animal owners. Static - flyers available at all major facilities across Ajax, Pickering and Whitby, at local vet clinics, local pet shops, available on all 3 municipal websites and Local Community Newspapers. Community Events- distributing information flyers to members of the community at various community events across the three municipalities. Creating an interactive portable display to take to various community events providing knowledge to community members, Project Evaluation: Take a short random survey of local pet owners at various parks, facilities to determine their awareness of P.A.W. by July 30, 2004. Take a short random sample survey of local pet owners at various parks, facilities to determine their newfound awareness of P.A.W. July 30, 2005. Run statistical analysis of the results in August 2005 to determine the effectiveness of the new awareness strategy. Measurable Accomplishments for 2004/2005: Develop a Promotional image that will be consistent across all 3 municipalities by July 2004. Gain the approval of P.A.W. committee to progress with promotional campaign by June 2004. Gain the support of P.A.W. staff to commit to attending at least one community event per year at each of the 3 participating municipalities by July 2004. Gain the support of local animal service providers to house the promotional flyer within their facilities by July 2004. Action Steps: · Work with City of Pickering Communications team to develop a P.A.W. promotional flyer - April 2004 (Complete) · Develop a Promotional flyer to be distributed across all 3 municipalities-July 2004 Work with City of Pickering Communications team to develop a P.A.W. "thank you" card - July 2004 Work with Town of Ajax to determine approximate cost of printing and supplies- April 2004 (Complete) Work with Town of Ajax to purchase supplies and build a "spinning wheel" - July 2004 Work with Town of Ajax communications team to launch new promotional campaign-July 2004 !lO P.A.W. ANIMAL SERVICES BUSINESS PLAN -Website Objective Objective: To further develop the current ?.A.W. website to include a photo gallery of animai owners across Hax, Pickerin9 and Wnitby. Goal: To further develop the current P.A.W. Website to include a photo gallery of animal owners across Ajax, Pickering and Whitby by August 2004. Rationale: information technology is playing a pivotal role in shaping the minds of people young and old around the world. Having P.A.W. staff out and about speaking and taking photos with current pet owners in a positive and refreshing manner will do wonders for their image while, at the same time, allow them to reconnect with the current needs of pet owners across the 3 municipalities. Additionally, by taking photos of members of the community, P.A.W. staff will not only be acknowledging their good practices at the community level but to the millions of people who surf the internet each day. Target Group: Members of the Community Living in the Towns of Ajax and Whitby and the City of Pickering. Participating Partners: Members of the Community Living in the Towns of Ajax and Whitby and the City of Pickering Project Overview: Set a launch date for the improvements to the current P.A.W. website to be August 2004. Project Evaluation: Take a short random sample survey of local pet owners at various parks, facilities to determine their awareness of P.A.W. and their website by July 30, 2004. Take a short random sample survey of local pet owners at various parks, facilities to determine their newfound awareness of P.A.W and it's website by July 30, 2005. Run statistical analysis of the results in August 2005 to determine the effectiveness of the new awareness strategy. Measurable Accomplishments for 2004/2005: Develop an attractive, easy to use "community photo gallery" where various pet owners will be highlighted. Gain the support of the Whitby information Technology Division and Website Team to assist in the maintenance and assessment of the new Photo Gallery added to the current P.A.W. Web Page by July 2004. Launch the new additions to the site by August 2004. Action Steps: P.A.W. staff wili visit iocai parks and other hot spots to take candkJ photographs displaying good examples of pet ownership. P.A.W. staff will begin to develop a database community photos to be used on the new photo gallery - June 2004 Work with the Town of Whitby Communications team to develop a concept and design for the addition of a "community photo gallery" page -July 2004. Budget Implications: Staff developed and maintained website (no anticipated cost) P.A.W. ANIMAL SERVICES BUSINESS PLAN -Volunteer Recruitment Objective for Responsible Pet Ownership Program Objective: To implement ~ voiunteer recruitment strategy by whereby Ajax, Picketing and Whitby residents can become involved with P.A.VV. by helping with the execution of the new Responsible Pet Ownership Program. Goal: To implement a volunteer recruitment strategy whereby Ajax, Pickering and Whitby residents can become involved with P.A.W. by helping with the execution of the new Responsible Pet Ownership Program by August 2004. Rationale: In order to produce good quality educational programming to members of the community, it only makes sense that those same community members become involved. Target Group: Adult Volunteers from Ajax, Pickering or Whitby, High School Cooperative Education Students from local schools and retired education teachers. Participating Partners: Durham District School Board, Durham Separate School Board and members of the Community Living in the Towns of Ajax and Whitby and the City of Pickering. Project Overview: Develop a volunteer recruitment strategy whereby interested adults and/or retired teachers can volunteer their time to help P.A.W. with the execution of the responsible pet ownership program to elementary school students. Promote P.A.W. animal services to Secondary High School Cooperative Education Programs as a viable option for placement. Interested students would gain experience in the day -to-day duties which entail an animal service officer. Project Evaluation: Promote the P.A.W. volunteer program through the media, on the website as well as at various secondary schools across Ajax, Pickering and Whitby. If P.A.W. receives a total of 25 volunteers (3 cooperative education students) in 2004/2005 then the initiative was a success. Measurable Accomplishments for 2004~2005: Gain the support of the Durham District School Board and Secondary Schools to allow P.A.W. animal services to become a Cooperative Education Programs placement option by September 2004. Gain the support of the Durham District Separate School Board and Secondary Schools to allow P.A.W. animal services to become a Cooperative Education Programs placement option by October 2004. Coordinate the development of ~ voluntee;" recruitment campaign package by August 2004. Action Steps: [] Work with P.A.W, staff to develop a volunteer package that meets their needs - JuO/2004 [] implement the promotion of the Volunteer Recruitment Program-August 2004 Meet with the Durham District School Board and Secondary Schools to allow P.A.W. animal services to become a Cooperative Education Programs placement option- September 2004 Meet with the Durham District Separate School Board and Secondary Schools to allow P.A.W. animal services to become a Cooperative Education Programs placement option - October 2004 Budget Implications: Staff developed and completed during regular hours (no anticipated cost) Item Description i Cost Certificate of First Base Marble Paper . $50 Compietion i 8.5 x 11 Multi-Media Compaq (HP) NX9110 - P4 2.8 GHz, 512 MB, $2,100 technology 40 GB Harddrive~ DVD CDRW See Note 1 LCD Projector: Hitachi CPX328 $2,600 Portable Display Table Top Display 'Board - 3 Fold $500.00 Unit Novelty items $1,500 Round Wood With paw prints: 500 units x .64 = $368 Pencils 4-Colour Magnets With P.A.W. logo: 1000 units x .40 = $460 Stickers With P.A.W. logo: 3000 units x. t 15 = $396.75 Print Cost of Quantity of 5000 $325 Flyer 3-fold, 8.5 x 11 brochure, 2-colour (front and back) Artwork is supplied Spinning Game Supplies (made by Town of Ajax) $300 Wheel 3-Rind Binders 3-binders used for the Vounteer Manual/Kit $25 TOTAL $7,400 Note 1' A Laptop Computer and LCD Projector would not be purchased the first year of the Program. Based on the success of the Program and the availability of this equipment being borrowed from the three member municipalities, no such equipment would be purchased until the commencement of the 2005/06 school year. !15 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report HR 01-04 be received by Council and that the revised fee structure proposed by Mosey & Mosey Benefits Consultants, be approved. !16 PICKEPdNG REPORT TO EXECUTIVE COMMITTEE Report Number: HR 01-04 Date: May 3!, 2004 Gillis Paterson Director, Corporate Services & Treasurer Baba Gajadharsingh Division Head, Human Resources Subject: Benefits Consulting Services - Mosey & Mosey Benefits Consultants Recommendation: That Report HR 01-04 be received by Council and that the revised fee structure proposed by Mosey & Mosey Benefits Consultants be approved. Executive Summary: The City of Pickering has been utilizing the services of Mosey & Mosey Benefits Consultants since January 1, 2000. Since that time, Mosey & Mosey .was paid for its services based on the compensation arrangement identified in their original proposal. Mosey & Mosey has now requested a change to this arrangement which will result in an increase in its hourly rate from $125 to $150 as well as an increase to the annual fee cap from $18,000 to $25,000. Financia~ implications: ESTIMATED COST: $7,000 annually (difference between the $18,000 and $25,000 annual fee cap) which can be accommodated in the 2004 Current Budget. Note: The increase in the hourly rate from $125 to $150 would result in the City reaching~ its annuai fee cap at 8 faster' rate. The City would be payin9 for ar: additional 23 hours of service from Mosey & Mosey; however, if' i~ any given year the fee cap is rloi r'eached the differenc~ is carrie0 forwar~ f'o? use~ irt future yea,% Report HR 01-04 Subject: Benefits Consulting Services - Mosey & Mosey Benefits Consultants Date: iViay 31, 2004 ..~..~_ ? Page 2 Background: The City of Pickering's benefits are provided by Manulife Insurance for Extended Health, Dental, Vision, and Travel coverage as well as for Life Insurance and Long Term Disability. Unum Life Assurance Company provides Accident Insurance. To ensure that the City's benefits plans remain competitive and continue to satisfy the needs of our employees, a benefits consulting firm is required to monitor the plans, make suggestions on plan improvements, negotiate premiums and provide ongoing support required by the Corporation. Mosey & Mosey Benefits Consultants has been the City of Pickering's benefits consultant since January 1, 2000 when it was appointed by Council through the Request for Proposal (RFP) process (the City had previously utilized the services of William M. Mercer Benefits Consulting). At that time, Mosey & Mosey quoted the lowest hourly rate ($125 per hour) with a guarantee that annual fees will not exceed $18,000. Mosey & Mosey's original proposal emphasized the firm's willingness to explore new avenues of cost containment utilizing its database to ensure market consistency. Mosey & Mosey has successfully negotiated benefits plan renewals with our insurance carriers over the past four years, and has identified the following amounts as savings achieved for the City of Pickering through the negotiation process: YEAR APROXlMATE SAVINGS NEGOTIATED 2001 $25,152 2002 $24,036 2003 $32,093 2OO4 $36,OOO TOTAL $117,281 in addition, Mosey & Mosey has provided support during the collective bargaining process, responding to our requests for detailed costings of benefits modifications in an expeditious manner. The company has been effective in negotiating premium adjustments and in ensuring that the Policy provisions reflect the needs of the organization. Since ,January 1, 2000, the City has reimbursed Mosey & Mosey for its services on the basis of a percentage of benefits premiums in accordance with the amounts quoted in its or'iginal Request fo; Proposa! submission.. The cap of $18,000 annually has saved the City approximately $8~/18.7~,, over the r.~ast ~ ~!ear~ as documented below: 0ORP0227-07/0i !!8 Report HR 01-04 Subject: Benefits Consultin9 Services - Mosey & Mosey Benefits Consultants Date: May 31,2004 Page 3 YEAR COST OF AMOUNT BILLED SERVICE (FEE CAP) AMOUNT SAVED BY FEE CAP 2000 $15,581.88 $18,000 ~2,400su¢luscar~ed~2~ N/A 2001 $21,031.25 $18,000 $3,03t.25 2002 $22,437.50 $18,000 $4,437.50 2003 $19,250.00 $18,000 $1,250.00 TOTAL SAVINGS $8,718.75 On March 23, 2004, Mosey & Mosey submitted a letter (copy attached) to the City stating that the compensation rate of 3% of benefits premiums to a maximum of $18,000 annually (charged at an hourly rate of $125) was no longer competitive. Given the fact that over the years the City's premium rates have increased, a payment of 2% of premiums annually would equal approximately $25,000. Mosey & Mosey proposed that this $25,000 be the new annual cap with the hourly rate increased to $150. Mosey & Mosey is now waiting for the City's approval before implementing this change. Attachments: 1. Letter from Mosey & Mosey dated March 23, 2004 Prepared B.y~ Ae~r _P,a, re_n_t wfgnager, Human Resources Services Approved / Endorsed By: Gillis Paterson Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Baba Gajadlf~s~h Division Head, Human Resources Recommended for the consideration of Pickering City Counci~ T~o~as j. oCnn, Chi~: Admini~tm~ve Officer CORP0227 -07/0'; March 23, 2004 G. Patterson Human Resources Department City of Picketing Picketing Civic Complex One The Esplanade Picketing, ON L1V 6K7 Dear Gil: Re: Monthly Accounting and Consulting Compensation Enclosed are the monthly accounting for January and February 2004. I apologize for the oversight in not getting these to you eadier, but I thought'they were provided on a quarterly basis. As discussed at our recent renewal meeting, Mosey&Mosey were appointed consultants to the City in 2000. At that time the compensation was set at 3% of the experience rated benefits to a maximum of $18,000 charged at a combined hourly rate of $125.00. This was accounted for and monitored monthly to the City, with an annual reconciliation. Over the past few years the $18,000 is no longer representative of the 3%, due to the increases in premiums over the past few years. The compensation rate of 3% was competitive back in 2000. A competitive commissiOn rate today would be in the area of 2% of the experience rated benefits for a group the size of the City. This would represent a cap of approximately $25,000, based on the experience rated renewal premium at January 1, 2004. In addition the houdy rate originally quoted, has also become dated, and we would like to increase this to a combined revised houdy rate of $150.00. We will continue to provide you with regular reconciliations on a monthly basis, but would propose the pedod be changed to co-inside with the renewal pedod of Apdl 01 to March 31. The current year would cover a 15 month period of January 01,2004 to March 31, 2005 during the changeover. The. proposed revised schedule, would only be. reflected effe~ive Apdl 0'i, 2004. Sincerely, Dawn Hoskins Vice President Marketing & Sales c.c.J. Parem, City of Pickering RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY 1. That the draft by-law to appoint 19 persons to enforce the Parking By-law at 1915 Denmar Road, be forwarded to Council for approval. PICKERING REPORT TO EXECUTIVE COMMITTEE Repor~ Number: CL 22/04 Date: May 26, 2004 From: Bruce Taylor City Clerk Subject: Appointment to enforce the Parking By-law at 1915 Denmar Road. Recommendation: 1. That the draft by-law to appoint 19 persons to enforce the Parking By-law at 1915 Denmar Road, be forwarded to Council for approval. Executive Summary: Not Applicable Financial Implications: None Background: Correspondence has been received from Knights On Guard requesting the appointment of 19 persons as By-law Enforcement Offices for the purpose of enforcing the Parking By-law at 1915 Denmar Road. Attachments: 1. Correspondence from Knights On Guard 2. Draft By-law Report ~ ,..,~ 22-04 Subject: Appointment of By-iaw Enforcement Officers Date: May 26, 2004 Page 2 !23 Prepare~ By: Debbie Kearns Committee Coordinator BT:dk Attachments Copy: Chief Administrative Officer Approved! :? Endorse~ IBF: B~uce Taylor City Clerk Recommended for the consideration of Picketing City ~Cou~l Thor~-~ J.- Quir~, Cl~fi~ Adminis~ ].24 IA'Fi'ACHMEI #_ May 21, 2004 To Secure, Deter & Protect Town of Picketing By-Law Department Parking Enforcement Fax: (905) 420-9685 Att: EMoby Kearns Re: By-Law Enforcemont We would like the next $~'~urity Officers t~ be appoimed for By-Law Enforeeracnt for the next location, 1915 Demnar Road, Picketing, Officer Name 1. Steven Calhoun 10. Bill Dimkovski 2, Steven Mintz 1 I, Jeffrey Muzzin 3. Jam~s Haehnel 12. Jerome Lecky 4. Richard Torraville 13. William Bmlottc 5. Paul Smith 14. Wayne Miller 6. Osman Khan 15. Steven Schleret 7. Steven Kuzmanovski 16. Kevin Hoover 8, Amanda Rem'don 17. Steve Dimkovski 9. Koste Hristov 18. Donald Downie 19. Eric Assels Please conta~ me dir/~otly if you have any questions or concerns. Yours/i~ldyv/ ..;~// .//' ~4 0~¢ h~nag~r May 21, 2004 To Secure, Deter & Protect Town of Picketing By-Law Department Parking Entbrcement Fax; (905) 420-9685 Att: D~by Kearns Re: By-Law Enforcement Plea~ aPl~nd to our list of By-Law Enforcement location, 1915 l~nmar Ro~d, Picketing, as per letter r~u~sting ~rvic~ May 21, 2004, Please contact me directly if you have any questions or concerns. You '~' / r~,.~ruif, /" /,"/"./ Vai~ i~ mkovski ,/ Office Manager .... paters, twuW 4.~P-o~ ~ b'a2:.' (905) ~20-9957 May ! E? 2004 FA.X: 905-42(~-9957 ANDREJS Town fit' Picketing By-law Department Jig.: ,1_~!5. ,D. tlLm. ar Road To Whom It May Concs.'m: This letter is to authorize Knights Gu Guard to lm appoint'~d as a ticket ~,smer, for the property at I9! 5 Denmar Road. A letter front the authorized company will accompany this let~'. .Stating the coma~ii,'ucnt tu proc~:~d with tagging and towing of any and ali vehicles ntt tile. fire to)fie of this private prop~ty. Should you have any qucatiom rcgardin8 tl~¢ Ibr,Jgoing, plea.qe do rmt hcsilatc to contact directly at 905-85¢~.7750. Yours truly, Andrejs Management lac, Agents for and On B~half of llurham Condominium Corporation No, 60 Gabby Ce.qta Vice Prcsidont cc: Board of Directors 120 WOODSTREAi~ BLVE., ~ WOODBRIDGE ONTARIO # REPORT#c Being ~ by-iaw ~,:c appoint ~Sy-iaw Enforcemem Officers 'for Purposes (Parking Reguistior~- 19!5 Denmsr Road.} WHER~'&S pursuant to section 15(1) of the Police Services ,Act, R.S.O. 1990, c.P~15, as amended, a municipal counci~ may appoint persons to enforce the by-taws of the municipality; and WHERB&S pursuant to section 15(2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PlCKERING HEREBY ENACTS AS FOLLOWS: That the following persons be hereby appointed as municipal law enforcement officers in and for the City of Pickering in order to ascertain whether the provisions of By-law 2359/87 are obeyed and to enforce or carry into effect the said By-law and are hereby authorized to enter at all reasonable times upon lands municipally known as 1915 Denmar Road: Steven Calhoun Richard Torraville Steven Kuzmanovski Bill Dimkovski William Brulotte Kevin Hoover Eric Assels Steven Mintz Paul Smith Amanda Reardon Jeffrey Muzzin Wayne Miller Steve Kimkovski James Haehnel Osman Khan Koste Hristov Jerome Lecky Steven Schleret Donald Downie The authority granted in section I hereto is specifically limited to that set out in section 1, and shall not be deemed, at any time, to exceed the authority set out in section 1. These appointments shall expire upon the person listed in section 1ceasing to be employees of Knights On Guard or upon Knights on Guard ceasing to be agents for 1915 Denmar Road, or upon whichever shall occur first. BY-LAW read a first, second and third time and finally passed this 21st day of June, 2004. David Ryan, Mayor ~ruce Ta¢or., City' C~erk