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HomeMy WebLinkAboutCS 38-08 REPORT TO EXECUTIVE COMMITTEE , ., It Report Number: CS 38-08 Date: September 8, 2008 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Recommendation: That Report CS 38-08 of the Director, Corporate Services & Treasurer be received for information. Executive Summary: The City is mandated by the Province of Ontario to report on Performance Measures for specific key service areas. The collection and reporting of these measures is derived from the Financial Information Return filed by the City with the Ministry of Municipal Affairs and Housing. These measurements are being submitted and reported by the Treasurer under the direction of Provincial authority. Attached are the Municipal Performance Measurement Program (MPMP) results for 2007 together with a supplemental information package which will be provided on the City's website. Also included is a comparison to the 2006 Measures and a copy of the Public Notice that will appear in the News Advertiser at the end of September. Financial Implications: None Sustainability Implications: sustainability. This report contains no information pertaining to Background: Attachment 1 is the information mandated by the Province to be reported to the public by September 30, 2008. Comments pertaining to the compilation and interpretation of the data have been included to aid in the explanation and understanding of what is being reported. The Province has made provision for these comments and encourages their inclusion, as many municipalities do. Report CS 38-08 Date: September 8, 2008 Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Page 2 /1 ~; Even though this is the eighth year of Performance Measurement reporting, these measures continue to evolve with new ones being added as feedback from municipalities are received and are taken into consideration by the Province. In addition there are continual refinements to the way measures are defined and calculated especially in the Parks and Recreation area, where new and modified measures are being reported within the last few years. Municipalities also continue to improve on their methods of data collection in attempts to ensure consistency with reporting. This leads to improving the measures to better serve the interests of the public and municipal needs for evaluating the efficiency and effectiveness of the services we provide in the municipality. However, I must still caution against municipality-to-municipality comparisons due to the fact that no two municipalities are identical in their geography, rural vs. urban mix or the level of service provided. It will only be through continuing efforts, ongoing experience, further clarifications from the Province and consistent reporting formulas that year-to-year comparisons within the municipality and across municipalities will become meaningful. Attachment 2 provides a comparison of the results for the two years. However, note that as reported measures evolve, some from prior years may not be comparable to the cu rrent. The information will be posted on the City's website, as was the case in past years, and a notice to this effect, per Attachment 3, will be included in the "Community Page" of the local newspaper. The information will also be available to anyone wishing to pick up a copy at City Hall. Attachments: 1. 2007 Provincial Performance Measurement Program - Public Reporting 2. Comparison of 2007 and 2006 Performance Measures 3. Public Notice to be included in the Community Page of the News Advertiser Report CS 38-08 Date: September 8, 2008 Subject: Municipal Performance Measurement Program - Provincially ,/' Mandated Public Reporting of Performance Measures 10 Page 3 Prepared By: Approved I Endorsed By: ;/ /..t:J_:(;-~/;I>--:} ')-z,(_ i 6: . / 1/, '..{r. t-. \...~._. ,.- v" ~c~~.:.>- Gillis A. Paterson Director, Corporate Services & Treasurer Dennis Arboleda Supervisor, Accounting Services GAP:da Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council // CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT 7 -TI\CHMENT#LTOREPOR, {')x OVERVIEW As required by the Ontario Government's Municipal Performance Measurement Program (MPMP), the Treasurer of the City of Pickering, as part of its 2007 Financial Information Return (FIR) package, has submitted financial and related service performance measurements to the Province. This program was announced in 2000 by the Ontario Government, which requires municipalities to collect data on measures of effectiveness and efficiency in key service areas and report these measures to the Province and the Public. The objective of the Province is: to enhance accountability by reporting to taxpayers; to increase taxpayer awareness on service plans, standards and costs; and to improve local service delivery by sharing best practices with comparable municipalities. As municipalities change and grow, its citizens expect to receive quality, cost effective services. Performance measurements are a means of benchmarking these services that will allow the City to review and improve their delivery. In reporting the results to the public, each measure is accompanied by comments regarding aspects of the measurements. The comments are an integral part in the interpretation of the performance measure results. These results should not be compared across municipalities without consideration of the comments that impact on interpreting and understanding the results. In addition, influencing factors in the collection of data or refinements while the measures are still evolving could affect the results and year over year comparability. For measures that use population count in the computation, comparative 2006 results have been restated to reflect an adjusted count of 91,466 from 94,700. The higher count used in prior year was based on 2001 Census data estimated annually thereafter using population growth assumptions. The adjusted count is more accurate as it uses 2006 Census data as a base. Population for 2007 was estimated at 91,892. Adjusted results are identified by an asterisk (*) beside them with notations under the corresponding Detailed Comments section. 'i 8.. I CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT GENERAL GOVERNMENT 1.1 OPERATING COSTS FOR GOVERNANCE AND CORPORATE MANAGEMENT 2007 7.00% Efficiency Measure Operating costs for governance and corporate management as a percentage of total municipal operating costs. 2006 10.00% Objective To determine the efficiency of municipal management. General Comments The following factors can influence the above results: . The extent that cost centers within municipalities directly relate to the functions included under the governance and corporate management categories. . The level of service provided to the corporation and the public. Detailed Comments Calculation of this measure includes governance, corporate management and related allocation from program support expenditures over total municipal operating costs. The decrease in 2007 costs from prior year was expected given that there were non- recurring year over year costs in 2006 that included the following: 1. Election related expenditures increased the operating costs for reporting year 2006; 2. Transfer of transit services to the Region in 2006 decreased the total municipal operating costs (denominator) thereby increasing the 2006 measure; and 3. Recovery of a large account receivable previously classified as uncollectible and other one time corporate costs affected the computation of the 2006 measure. With these 2006 non-recurring costs, the 2007 measure is not comparable. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT :9 FIRE SERVICES 2.1 OPERATING COSTS FOR FIRE SERVICES 2007 2006 $1.33 $1.19 Efficiency Measure Operating costs for fire services per $1,000 of assessment. Objective Provide efficient municipal fire services. General Comments The following factors can influence the above results across municipalities: . Emergency response times . Number and location of fire halls . Urban/rural mix of properties as well as density of buildings . Geographic size of municipality Detailed Comments Assessment value does not necessarily correlate to operating cost for fire services. The higher the assessment value, the lower the cost per $1,000 assessment. Conversely the urban/rural mix of the community affects the results as the size and type of commercial/industrial establishments. Number of households, response time and urban/rural mix of the municipality are factors that determine the need for fire services and not necessarily the property value. For 2007, the operating costs per $1,000 of property assessment increased by 11.8% from 2006 largely in part from retroactive salaries and wages paid out to staff during the year per collective bargaining agreement by the City with the Firefighters Association. The 1.3% increase on property assessment value in 2007 from 2006 had a minimal impact on the resulting measure. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT :) IJ : - I.. ROAD SERVICES 4.1 OPERATING COSTS FOR PAVED ROADS 2007 2006 $857.16 $700.44 Efficiency Measure Operating costs for paved (hard top) roads per lane kilometer. Objective Provide efficient maintenance of paved roads. General Comments The following factors can influence the above results across municipalities: . Use of the roads by heavy equipment. . The municipality's standard for road conditions in comparison with comparable municipalities. . Kilometers of paved roads in the municipality. . The method of allocating overhead costs (such as office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Paved (hard top) roads include roads with asphalt, concrete and composite surfaces. The City of Pickering maintains separate accounts to track material costs related to roads. However, the costs for administration and other indirect costs have been allocated to the cost for paved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The identified costs attributable to this function include employee wages & benefits, asphalt, program support, rental of heavy equipment and shoulder maintenance. In 2007, there were more sections of road requiring rehabilitation due to potholes and repairs, thus increasing labour costs, materials (asphalt) and contracted services for major patching/repair. These increased total materials cost by 8.5% due to volume and price changes from 2006. Cost of contracted services increased by 56.4% from 2006. Overhead costs also increased in 2007 due to the allocation methodology used. Overall, the 2007 total operating cost per lane kilometer of paved road increased by 22.4% from prior year The City maintained 686 lane km of paved roads In 2007, the same amount as reported in 2006. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT ,'; ,1 , I / I ROAD SERVICES 4.2 OPERATING COSTS FOR UNPAVED ROADS 2007 2006 $3,993.81 $3,879.91 Efficiency Measure Operating costs for unpaved (loose top) roads per lane kilometre. Objective Provide efficient maintenance of unpaved roads. General Comments The following factors can influence the above results across municipalities: . Use of the roads by heavy equipment. · The kilometres of unpaved roads in the municipality in comparison with comparable municipalities. . Locations of the unpaved lanes. . The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Unpaved (loose top) roads include roads with gravel, stone or other loose surface. The City of Pickering maintains separate accounts to track material costs related to roads. However, the cost for administration and other indirect costs have been allocated to the cost for unpaved roads based on management's best estimate of the proportion or responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating cost of maintaining the City's unpaved roads includes employee wages & benefits, granular materials, administering calcium programs, program support, rental of heavy equipment, grading, wash out repair and shoulder maintenance. The impact of winter and spring conditions on gravel roads varies from year to year. Increased plowing removes gravel that needs to be replaced, as does spring wash outs. Increased traffic volumes on gravel roads also affected maintenance costs which resulted in a higher volume of materials purchased in 2007. There was also an increase in overhead cost in 2007 due to the allocation methodology used. In 2007, overall increase in operating cost for unpaved roads per lane kilometer increased by 2.9%. The City maintained 232 kilometers of unpaved road in 2007, the same amount as reported in 2006. CITY OF PICKERING ) 2 YEAR 2007 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.3 OPERATING COSTS FOR WINTER MAINTENANCE OF ROADS 2007 2006 $1,434.59 $579.28 Efficiency Measure Operating costs for winter maintenance of roadways per lane kilometre maintained in winter. Objective Provide efficient winter control operation. General Comments The following factors can influence the above results: . The municipality's standard service levels for road conditions. . The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. . The method of allocating overhead costs (that includes office supplies, travel, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Since 2004 the City of Pickering has maintained a separate account to track material costs that are directly related to winter control. The costs for administration and other indirect costs have been allocated to the cost for winter control based on management's best estimate of the proportion of responsibility dedicated to the road function of winter control. The operating cost of the City's winter control maintenance includes employee wages & benefits, salt, sand, program support, equipment rental and culvert thawing. The high operating cost, relative to 2006, is due to a severe winter experienced in 2007, specifically in November and December. The City responded to 53 winter events in 2007 compared to only 22 in 2006. The result was increased expenditures in 2007 for salaries, wages, overtime and benefits by 247.3% as well as increased sand/salt material purchases by 113.8% from 2006. Overhead costs were also higher in 2007 because of the allocation methodology used. The overall increase in operating costs for winter maintenance of City roads in 2007 was 147.6% from 2006. This year's performance measure result for 2007 is comparable to 2005 when there was 51 events responded to. The City maintained 918 lane km in 2007, the same as in 2006. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT -7 )j ROAD SERVICES 4.4 CONDITION OF PAVED ROADS 2007 84.00% Effectiveness Measure Percentage of paved lane kilometres where the condition is rated as good to very good. 2006 83.80% Objective Provide a paved lane system that has a pavement condition that meets municipal standards. General Comments The following factors can influence the above results: . The municipality's standard service levels for road conditions. . The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. . Amount of traffic. Detailed Comments The City's staff uses their best estimates to establish the percentage of roads that are rated as good. The City's road patrols, the public, employees and the recent Roads Needs Study (2005 Update) are other sources providing feedback on road conditions. As existing roads are reconstructed and rehabilitated the rating will move up to a higher level. In 2007, more rehabilitation work was completed on paved roads to fix potholes and other necessary repairs resulting to improved roads condition around the City. Overall paved road condition this year is slightly better than in 2006. CITY OF PICKERING :) 4 YEAR 2007 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.5 WINTER EVENT RESPONSE 2007 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road maintenance standards. 2006 100% Objective Provide an appropriate response to winter events. General Comments The following factors can influence the above results: . The municipality's standard service levels for road conditions. . The frequency and severity of the winter weather. . The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. . Hours of Service regulations under the Highway Traffic Act. Detailed Comments Roads are cleaned and cleared usually within 24 hours of a snowfall when adequate resources are available in accordance with hours of service regulations. The City did not experience a winter event which staff was not able to meet or exceed road maintenance standards. The City responded to 53 winter events in 2007 compared to 22 in 2006. CITY OF PICKERING ,) 5 YEAR 2007 PERFORMANCE MEASUREMENT REPORT STORM WATER MANAGEMENT 7.1 OPERATING COSTS FOR URBAN STORM WATER MANAGEMENT 2007 2006 $759.56 $762.43 Efficiency Measure Operating costs for urban storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water system. General Comments The following factors can influence the efficiency rate of urban storm water management: . The geography of the City . The extent and age of the drainage system . The inventory of pipes in the Municipality Detailed Comments The measure identifies direct costs such as contracted services and materials, storm pipe cleaning, flushing, video inspection, catch basin/manhole repairs, storm pipe repairs, cleaning of specialized oil and grit separators. Storm water management is increasingly important as the City continues to develop and intensify pressures that are put on watercourses and Frenchman's Bay. The City maintained 298 km of urban drainage system in 2007, the same length as in 2006. In 2007, the City continued its program of cleaning and flushing of existing storm sewers and catch basins to meet its service responsibilities. The total operating costs per kilometer of drainage system in 2007 was slightly lower than in 2006 due to the less use of contracted services and fewer materials purchased. CITY OF PICKERING ) 6 YEAR 2007 PERFORMANCE MEASUREMENT REPORT STORM WATER 7.2 OPERATING COSTS FOR RURAL STORM WATER MANAGEMENT 2007 $2,117.96 Efficiency Measure Operating costs for rural storm water management disposal) per kilometre of drainage system. 2006 $1,839.00 (collection, treatment, and Objective Provide efficient storm water system. General Comments The following factors can influence the efficiency rate of urban storm water management: . The geography of the City, size and nature of the rural area. . Land erosion control. . The frequency and time devoted to the maintenance of the rural drainage system. Detailed Comments This measure includes Storm Water Management and the accounts were structured to more accurately identify direct costs such as contracted services and materials, storm canal dredging, culvert repairs and maintenance, ditching and other day-to-day maintenance measures. Storm water management is increasingly important as the City continues to develop and intensify supports from pressures on watercourses and Frenchman's Bay. The City maintained a total of 348 km of rural drainage system in 2007, the same length as in 2006. In 2007, the City experienced several third party material spills in its rural storm water system, requiring expensive clean-up operations that resulted to an 88.7% increase in contracted services cost contributing 41.3% increase in total operating costs. Total operating costs in 2007 for rural storm water management per kilometer of drainage system increased by 15.2% from 2006. The City maintained 348 kilometers of storm water system, the same length reported in 2006. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT ) 7 PARKS AND RECREATION 10.1 OPERATING COST FOR PARKS PER PERSON 2007 2006 $34.54 $31.26* Efficiency Measure Operating costs for parks per person. Objective Provide efficient operations of parks. Detailed Comments The City efficiently maintains the parks on a daily basis in the summer. Grass is scheduled for cutting on a 5 to 10 day cycle so as to control growth and keep the park available and safe for public use at all times during the summer months. However, the grass cutting cycle is directly affected by the amount of precipitation received during this time. Total grounds maintenance costs increased in 2007 due to more emphasis on parks' horticultural areas for the City's participation in Communities in Bloom, affecting salaries, wages and benefits and the purchase of planting materials. An increase in contracted services related to electrical plumbing, fencing and playground equipment due to damage and vandalism increased the operating costs in 2007. *Adjusted population count increased the operating cost for parks per person from $30.19 as previously reported to $31.26. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT )g PARKS AND RECREATION 10.2 OPERATING COSTS FOR RECREATION PROGRAM PER PERSON 2007 2006 $39.88 $38.23* Efficiency Measure Operating costs for recreation programs per person. Objective Provide efficient operation of recreation programs. Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for the operation of a broad range of recreational programs and activities. This year's result is relatively comparable to the prior year's measure using the adjusted population count. *Adjusted population count increased the operating cost for recreation programs per person from $36.92 as previously reported to $38.23. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT ~) 9 PARKS AND RECREATION 10.3 OPERATING COSTS FOR RECREATION FACILITIES PER PERSON 2007 2006 $71.66 $67.35* Efficiency Measure Operating costs for recreation facilities per person. Objective Provide efficient operation of the City's recreation facilities. Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for community recreation facilities. General increase in the cost of maintaining the facilities In 2007 contributed to the 6.4% overall increase on the resulting measure from 2006. *Adjusted population count increased the operating cost for recreation facilities per person from $65.05 as previously reported to $67.35. CITY OF PICKERING ,j U YEAR 2007 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.4 OPERATING COSTS FOR RECREATION PROGRAMS AND RECREATION FACILITIES PER PERSON (SUBTOTAL) 2007 (New) $111.54 Efficiency Measure Operating costs for recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's programs and recreation facilities. Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for the operation of recreational programs and facilities. This subtotal is new for this reporting year to emphasize the relationship of costs in the administration of recreation programs and facilities. Previous years reporting included expenditures for parks in the subtotal. For comparison purposes, the subtotal for the operating costs for recreation programs and recreation facilities per person in 2006 was $105.58 taking into consideration the adjusted population count. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT 7, 1 . , PARKS AND RECREATION 10.5 TOTAL KILOMETRES OF TRAILS AND TOTAL KILOMETRES OF TRAILS PER 1,000 PERSONS 2007 2006 0.424 KM 0.394 KM* Effectiveness Measure Kilometres of trails per 1,000 persons Objective Measure the effectiveness of trails in the City that provide recreation opportunities. Detailed Comments Total kilometres of trails owned by the City and third parties per every 1,000 resident were used in the calculation of this measure. This includes all trails that fall under the City's responsibility or control. The addition of the Duffin Creek trail to the inventory provided for an overall increase of 3 km of trail to the network. *Adjusted population count increased the total kilometers of trails per 1,000 persons from 0.380 km as previously reported to 0.394 km. 7. 2. ._) CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.6 HECTARES OF OPENS SPACE AND HECTARES OF OPEN SPACE PER 1,000 PERSONS 2007 2006 7.726 HA 7.762 HA* Effectiveness Measure Hectares of open space per 1,000 person. Objective Measure the adequacy of open space for the population. Detailed Comments Hectares of municipally owned open space per 1,000 person in the City were used in this calculation. Open space includes all outdoor open spaces that provide opportunities and benefits for active, passive and programmed community recreation and leisure that are accessible to the public. Total hectares of open space reported in 2007 were the same as in the previous year. *Adjusted population count increased the total hectares of municipally owned open space per 1,000 persons from 7.497 ha as previously reported to 7.762 ha. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT ./) ,~ PARKS AND RECREATION 10.7 TOTAL PARTICPANT HOURS FOR RECREATION PROGRAMS PER 1,000 PERSONS 2007 2006 15,432 HRS 15,261 HRS* Effectiveness Measure Total participant hours for recreation programs per 1,000 persons. Objective Measure the effectiveness of programs provided by the City. Detailed Comments Total participant hours for every 1,000 person in the City, registered, drop-in and permitted recreation programs and activities was used in this calculation. Participant hours are based only on the number of active registrants or participants in a program. Hours for special events are not included in the measure. The result for this measure in 2007 is comparable with the adjusted 2006 result. *Adjusted population count increased the total participant hours for recreation programs per 1,000 persons from 14,740 hrs as previously reported to 15,261 hrs. .~ 4 CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.8 SQUARE METERS OF INDOOR RECREATION FACILITIES AND SQUARE METERS OF INDOOR RECREATION FACILITIES PER 1,000 PERSONS (MUNICIPALLY OWNED) 2007 2006 441.181 SQM 443.236 SQM* Effectiveness Measure Square meters of indoor recreation facilities per 1,000 persons. Objective Determine the adequacy of indoor recreation facility space available to the public. Detailed Comments Indoor recreation facilities include 40,541 square meters of City owned enclosed structures used for the purposes of community recreation and leisure. This is the same size as reported the pr~vious year. The difference in the measure this year as compared to the prior year is a result of the slight increase in population count (denominator) used in the computation. *Adjusted population count increased the square meters of municipally owned indoor recreation facilities per 1,000 persons from 428.099 sqm as previously reported to 443.236 sqm. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT 55 PARKS AND RECREATION 10.9 SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE AND SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE PER 1,000 PERSONS (MUNICIPALL Y OWNED) 2007 2006 318.428 SQM 319.911 SQM* Effectiveness Measure Square meters of outdoor recreation facility space per 1,000 persons. Objective Determine the adequacy of outdoor recreation facility space available to the public. Detailed Comments Total area in square metres of municipally owned outdoor recreation facility space with controlled access and electrical or mechanical functions was used in this calculation. The size of outdoor recreational facility space at 29,261 square meters did not change in 2007. However, the resulting measure is affected by the increase in population (denominator), hence the slight decrease in outdoor facility space per 1,000 persons in 2007. *Adjusted population count increased the square meters of municipally owned outdoor recreation facility space per 1,000 persons from 308.986 sqm as previously reported to 319.911 sqm. CITY OF PICKERING ~. / ,') b YEAR 2007 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.1 OPERATING COSTS FOR LIBRARY SERVICES PER PERSON 2007 2006 $53.25 $51.18* Efficiency Measure Operating costs for library services per person. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. The cost of all five locations is included in the calculation of this measure. It includes wages, benefits and all other operating costs. Rural libraries, of which the City has three, are more costly to operate on a per person basis. The 4.0% increase over the prior year's measure is largely due to the increase in expenditures on a variety of items including insurance, travel, utilities, repair and maintenance of aging facilities and legal costs related to contract negotiations. In addition, while the library was able to purchase more books and other materials due to the strength of the Canadian dollar, the increase in number of items purchased meant a corresponding increase in processing cost (which is unit-based). *Adjusted population count increased the operating costs for library services per person from $49.43 as previously reported to $51.18. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT 7, 7 ,-.1 .' LIBRARY SERVICES 11.2 OPERATING COSTS FOR LIBRARY SERVICES PER USE 2007 2006 $1.83 $1.87 Efficiency Measure Operating costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. The total operating costs for all five locations and the total library uses was included in the calculation of this measure. Total operating costs (numerator) for Library services in 2007 increased by 4.5% from 2006 but was totally offset by the increase in the total Library uses (denominator) of 6.8% resulting to an overall decrease of 2.1 % on the 2007 measure. , . 1 , !) 8 CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.3 LIBRARY USES PER PERSON 2007 2006 29.017 27.297* Effectiveness Measure Library uses per person. Objective Increased use of library services. General Comment Although population changes impact the resulting measure, it does not necessarily affect the level of service provided. Just a change in usage alone is a satisfactory indicator of service levels. Detailed Comments Total library uses from all five locations together with the total population of the City were used in the calculation of this measure. Total usage per person for 2007 increased by 6.3% from prior year mainly coming from a 27.1 % increase in electronic usage and 4.9% increase in materials circulation. * Adjusted population count increased the total library uses per person from 26.365 as previously reported to 27.297. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT "79 " ,.1 . LIBRARY SERVICES 11.4 ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES 2007 2006 27.2% 22.8% Effectiveness Measure Electronic library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. Detailed Comments The percentage of electronic uses includes data from the five library locations. Uses include the number of people using on-site library computers, number of times electronic databases are accessed, number of electronic reference transactions and number of electronic visits to the library. In 2007, there were significant increases in electronic uses on all parameters mentioned above which collectively resulted in a 19.3% change from 2006. The target marketing program implemented in 2007 aimed at teens to enhance research skills and delivered in the classroom helped a lot in achieving this increase. I n CITY OF PICKERING 4 Ij YEAR 2007 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.5 NON ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES 2007 2006 72.8% 77.2% Effectiveness Measure Non-electronic Library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. Detailed Comments The percentage of non-electronic uses includes data from five library locations. Uses included total annual circulation, program attendance, in-library materials, number of standard reference transactions and number of in-person visits to the library. The overall non-electronic usage of library services slightly increased by 15,475 in 2007 from 2006. However, this increase was much less in comparison to the significant increase of 154,350 electronic uses. Therefore, the total non-electronic uses in proportion to the total (electronic & non-electronic) library uses decreased by 5.7% in 2007. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT I; 1 '-t LAND PLANNING USE 12.1 PERCENTAGE OF NEW RESIDENTIAL UNITS LOCATED WITHIN SETTLEMENT AREAS 2007 (New) 99.3% Effectiveness Measure Percentage of new residential units located within settlement areas. Objective New residential development occurring within settlement areas. Detailed Comments The number of new residential units in detached houses, semi-detached houses, row houses/town houses and apartments/multiple unit buildings within the settlement areas are used for the calculation of this measure as a percentage of the total number of new residential units within the entire City. Settlement areas include areas within the City which has been designated for development in an approved municipal plan. '2 " f...L , - CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.2 PRESERVATION OF ARGICUL TURAL LANDS 2007 2006 100% 100% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses during 2007. Objective Preservation of agricultural lands. Detailed Comments The City of Pickering did not re-designate any agricultural lands in the reporting year 2007. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT I; 3 I.t LAND PLANNING USE 12.3 PRESERVATION OF AGRICULTURAL LAND RELATIVE TO 2000 2007 2006 99.80% 99.80% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses relative to the base year of 2000. Objective Preservation of agricultural lands in 2007. Detailed Comments Total hectares of land designated for agricultural purposes in the Official Plan as of 2007 and the total hectares of land designated for agricultural purposes in the Official Plan as of 2000 are used in the calculation of this measure. CITY OF PICKERING /1, 4 YEAR 2007 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.4 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR OTHER USES DURING REPORTING THE YEAR 2007 2006 0 0 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during 2007. Objective Preservation of agricultural land. Detailed Comments No agricultural lands were re-designated to other uses during 2007. CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT , r~ /~~ 2J LAND PLANNING USE 12.5 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR OTHER USES SINCE 2000 2007 2006 15 15 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses since January 1, 2000. Objective Preservation of agricultural land. Detailed Comments These lands were redesignated during 2000. TTACHMENT#~ TO REPORT # ( )0' /t 6 CITY OF PICKERING PERFORMANCE MEASUREMENT COMPARISON OF 2007 & 2006 MEASURES Performance Measurements 2007 2006 General Government - Efficiency Operating costs for governance and corporate management 7.00% 10.00% as % of total municipal operating costs Protection Services - Fire Services Efficiency Operating cost for fire services per $1 ,000 of assessment $ 1.33 $ 1.19 Transportation Services - Roadways Efficiency Operating cost for paved roads per lane kilometer $ 857.16 $ 700.44 Operating cost for unpaved roads per lane kilometer $ 3,993.81 $ 3,879.91 Operatinq cost for winter control maintenance per lane kilometer $ 1,434.59 $ 579.28 Tranportation Services - Roadways Effectiveness Percentage of paved lane kilometer rated good to very good 84.00% 83.80% Percentage of winter event response that met or exceeded 100.00% 100.00% municipal road maintenance standards Environmental Services - Storm Water System Efficiency Operating costs for urban storm water management (collection, treatment $ 759.56 $ 762.43 and disposal) per kilometer of drainage system (URBAN) Operating costs for rural storm water management (collection, treatment $ 2,117.96 $ 1,839.00 and disposal) per kilometer of drainaqe system (RURAL) Parks & Recreation - Operation of Parks Efficiency Operatinq cost for parks per person $ 34.54 * $ 31.26 Recreation Programs - Operation of Recreation Programs Efficiency Operatinq cost for recreation proqams per person $ 39.88 * $ 38.23 Recreation Facilities - Operation of Recreation Facilities Efficiency Operaing cost for recreation facility per person $ 71.66 * $ 67.35 Parks, Recreation Programs & Recreation Facilities - Operations of Parks, Recreation Programs and Recreation Facilities Efficiency Operating cost for parks, recreation programs and recreation facilities per person (subtotal) * $ 136.84 Operating costs for recreation programs and recreation facilities per person (subtotal) NEW $ 111.54 Participant Hours for Recreation Programs - How Effective the City is in servicing the needs of residents for Recreation Programs Total participant hours for recreation proqrams per 1,000 person 15,432 hrs * 15,261 hrs Trails - To provide recreational opportunities Total kilometers of trails per 1,000 person 0.424 km * 0.394 km Parks & Recreation - Open Space is adequate for population Hectres of Open Space per 1,000 person 7.726 ha * 7.762 ha Recreation Facility Space - Recreation facility space is adequate for population (municipally owned) Square metres of indoor recreation facility space per 1,000 person 441.181 sq m. * 443.236 sqm Square metres of outdoor recreation facility space per 1,000 person 318.428 sq m. * 319.911 sqm Library - Library Services Efficiency Operatinq cost for library service per person $ 53.25 * $ 51.18 Library Services - Library Services Efficiency Operatinq cost for library service per use $ 183 $ 1.87 Library Services - Library Services Effectiveness Library uses per person 29.019 * 27.297 Percentage of Electronic Library uses 27.20% 22.8% Percentage of Non - Electronic Library uses 72.80% 77.2% CITY OF PICKERING PERFORMANCE MEASUREMENT COMPARISON OF 2007 & 2006 MEASURES Performance Measurements 2007 2006 Planning and Development - land Use Planning - Effectiveness Percentage of new lots approved which are located in settlement areas 99.10% Percentage of new residential units located in settlement areas NEW 99.30% Percentage of lands designated for agricultural purposes which was not re-designated for other uses during the reporting year 100.00% 100.00% Percentage of land designated for argicultural purposes which was not re-designated for other uses relative to the base year of 2000. 99.80% 99.80% Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses during the reporting year 0 0 Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses since January 1, 2000. 15 15 * Revised figures based on adjusted population of 91 ,466 from 94,700 as originally reported. I. 7 lor .~ ~_J .'., / ,,- tt ..5:~~.:-:' /, ~) '-1' \..) CITY OF PICKERING YEAR 2007 PERFORMANCE MEASUREMENT REPORT The Performance Measures required to be reported publicly under the Provincially mandated Performance Measurement Program will be available on the City of Pickering's website cityofpickerinq.com as of September 30, 2008 or available at the Corporate Services Department, 2nd Floor, Pickering Civic Complex.