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HomeMy WebLinkAboutSeptember 14, 2009 Cry oo Executive Committee Meeting Agenda Monday, September 14, 2009 PI KERI Council Chambers Chair: Councillor Dickerson 7:15 PM Main Committee Room (1) CONFIDENTIAL MATTERS 1. Director, Corporate Services & Treasurer, Report CS 34-09 Under Separate Cover Appeal of 2009 Development Charges By-law (11) MATTERS FOR CONSIDERATION PAGES 1. Chief Administrative Officers Report, Report CAO 06-09 1-5 Pickering Off-Leash Dog Park -Approval to Proceed with Park Development RECOMMENDATION 1. That Report CAO 06-09 of the Chief Administrative Officer regarding the Pickering Off-Leash Dog Park be received; 2. That Council approve the establishment of an off-leash dog park within the lands owned by the Toronto and Region Conservation Authority west of Valley Farm Road and south of the Third Concession Road (Grand Valley Park); 3. That staff be directed to work with the Leash Free Working Group and the Toronto and Region Conservation Authority (TRCA) on a detailed design of the off-leash dog park, and upon approval by the TRCA of that design, that staff be directed to commence development of the off-leash park, using available funds in the 2009 Budget approved by Council for this purpose; 4. That staff be dir4cted to review the City's Responsible Pet Ownership By-law 6811/07 and forward to Council any necessary amendments that are required to permit the establishment of an off-leash dog park as set out in this Report; 5. That staff be authorized to execute the necessary approvals and relevant documentation; and Accessible For information related to accessibility requirements please contact PICKS N G Linda Roberts Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts(&citvofpickerina.com o~ Executive Committee Meeting Agenda _ Monday, September 14, 2009 PICK RICouncil Chambers Chair: Councillor Dickerson 6. That a copy of this Report be forwarded to the Toronto and Region Conservation Authority and the Leash Free Working Group. 2. Director, Corporate Services & Treasurer, Report CS 25-09 6-31 City Policy - ADM 010 j -Standards for City Policies & Procedures RECOMMENDATION 1. That Report CS 25-09 of the Director, Corporate Services & Treasurer be received; 2. That City Policy ADM 010 Standards for City Policies & Procedures be approved; and 3. That the appropriate officials of the City of Pickering give effect thereto. 3. Director, Corporate Services & Treasurer, Report CS 27-09 32-34 2010 Standing Committee and Council Meeting Schedule RECOMMENDATION 1. That Report CS 27-09 of the Director, Corporate Services & Treasurer be received; 2. That the 2010 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report be approved; and 3. That the City Clerk be given authority to give effect thereto. 4. Director, Corporate Services & Treasurer, Report CS 28-09 35-39 Formal Quotations - Quarterly Report for Information RECOMMENDATION That Report CS 28-09 of the Director, Corporate Services & Treasurer regarding Formal Quotations -Quarterly Report for Information be received for information. Crtq o0 Executive Committee Meeting Agenda _ Monday, September 14, 2009 PICKERING Council Chambers Chair: Councillor Dickerson 5. Director, Corporate Services & Treasurer, Report CS 29-09 40-45 2009 Final Tax Due Dates for Commercial, Industrial and Multi-Residential Realty Tax Classes RECOMMENDATION 1. That Report CS 29-09 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to issue the final 2009 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of October 19th, 2009; 3. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. 6. Director, Corporate Services & Treasurer, Report CS 30-09 46-56 Cash Position Report as at June 30, 2009 RECOMMENDATION That Report CS 30-09 of the Director, Corporate Services & Treasurer be received for information. 7. Director, Corporate Services & Treasurer, Report CS 32-09 57-61 Application for Minor Variance to Sign By-law 2493/87, as amended -Bell Canada, 1762 Fairport Road RECOMMENDATION That the application for minor variance to Sign By-law 2439/87, as amended, submitted by Pattison Sign Group on behalf of Bell Canada, for property municipally known as 1762 Fairport Road, be approved. Executive Committee Meeting Agenda Monday, September 14, 2009 PI 'KERI Council Chambers Chair: Councillor Dickerson 8. Director, Corporate Services & Treasurer, Report CS 33-09 62-66 Application for Minor Variance to Sign By-law 2493/87, as amended - Bell Canada, 5052-5044 Wixson Street, Claremont RECOMMENDATION That the application for minor variance to Sign By-law 2439/87, as amended, submitted by Pattison Sign Group on behalf of Bell Canada, for property municipally known as 5052-5044 Wixson Street, be approved. 9. Director, Corporate Services & Treasurer, Report CS 35-09 67-101 Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures RECOMMENDATION That Report CS 35-09 of the Director, Corporate Services & Treasurer be received for information. 10. Director, Operations & Emergency Services, Report OES 32-09 102-107 Albacore Manor -Sidewalk Removal RECOMMENDATION 1. That Report OES 32-09 of the Director, Operations & Emergency Services regarding the removal of the sidewalk on Albacore Manor be received for information; and, 2. That Council address the matters in this report during the 2010 budget deliberations. 11. Director, Operations & Emergency Services, Report OES 46-09 108-114 Duffin's Trail from Finch Avenue to the Pickering-Amax Border RECOMMENDATION 1. That Report OES 46-09 of the Director, Operations & Emergency Services regarding the Duffin's Trail Project from Finch Avenue to the Pickering-Ajax border be received; Cry oo Executive Committee Meeting Agenda _ Monday, September 14, 2009 PI CKERI Council Chambers Chair: Councillor Dickerson 2. That, notwithstanding the provisions of the City's Purchasing Policy, Council approve the Toronto and Region Conservation Authority to develop and construct the trail at an estimated cost of $99,813.00 (GST included); 3. That the total gross project cost of $110,250 (GST included) including TRCA estimated cost and any unforeseen costs and the total net project cost of $105,000 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project as follows: a) the sum of 15,000 be funded from the Development Charges Parkland Development & Trails Reserve Fund b) the sum of $90,000 be funded from Parkland Reserve Fund and I 5. That a copy of this report be forwarded to the TRCA for their information. (III) OTHER BUSINESS (IV) ADJOURNMENT City o~ REPORT TO Executive Committee ICKERING Report Number: CAO 06-09 Date: September 14, 2009 01 From: Thomas J. Quinn Chief Administrative Officer Subject: Pickering Off-Leash Dog Park - Approval to Proceed with Park Development - File: 0-8100 Recommendation: 1. That Report CAO 06-09 of the Chief Administrative Officer regarding the Pickering Off-Leash Dog Park be received. 2. That Council approve the establishment of an off-leash dog park within the lands owned by the Toronto and Region Conservation Authority west of Valley Farm Road and south of the Third Concession Road (Grand Valley Park). 3. That staff be directed to work with the Leash Free Working Group and the Toronto and Region Conservation Authority (TRCA) on a detailed design of the off-leash dog park, and upon approval by the TRCA of that design, that staff be directed to commence development of the off-leash park, using available funds in the 2009 Budget approved by Council for this purpose. 4. That staff be directed to review the City's Responsible Pet Ownership By-law 6811/07 and forward to Council any necessary amendments that are required to permit the establishment of an off-leash dog park as set out in this Report. 5. That staff be authorized to execute the necessary approvals and relevant documentation. 6. That a copy of this Report be forwarded to the Toronto and Region Conservation Authority and the Leash Free Working Group. Executive Summary: Over the past few years, the City has been working with a residents group (the "Leash Free Working Group") to establish an off-leash dog park in Pickering. Numerous sites were identified and reviewed, but unfortunately (and until very recently) no locations had been found that were fully acceptable to all concerned. In July 2009, the CAO was determined to bring about a resolution to this long-standing matter. The CAO contacted Brian Denney, CAO (TRCA), and subsequently approval was given by the TRCA Board to establish an off-leash facility on TRCA-owned lands Report CAO 06-09 September 14, 2009 Pickering Off-Leash Dog Park Page 2 02 west of Valley Farm Road and south of the Third Concession Road (Grand Valley Park). The approval to use the lands'is conditional upon the City obtaining site plan approval for the off-leash facility from TRCA. The TRCA location was discussed with representatives of the Leash Free Working Group and meets with their approval. It is now appropriate for Council to consider the matter and give direction to staff to work with the Leash Free Working Group to finalize a site plan for the off-leash facility for TRCA's approval, and commence development of the park with funds that have previously been approved by Council for this purpose. Financial Implications: In approving the use of these lands for an off-leash facility, TRCA advised that the City would be responsible for all expenses in developing the park, including taxes. In 2008, Council approved $30,000 for the development of an off-leash dog park (Account 5780.0822). These funds are sufficient to commence construction of the off- leash facility 'at this location. In 2009, property taxes paid by TRCA for all of their lands at this location (approximately 196 acres) was $2,046.00. It is expected that based on the City's use of a portion of these lands (approximately 102 acres), that our contribution to taxes would total approximately $1,000 per year. Sustainability Implications: The proposed off-leash facility would be the first of its kind in Pickering, providing a new active recreational opportunity for residents to enjoy. The active off-leash and associated parking facilities would be located within existing open areas on the subject property, representing an appropriate re-use of underutilized and previously active portions of the lands. The proposed facilities will not negatively impact on the surrounding natural environment. Background: In September 2006, Council considered correspondence from a group of residents interested in establishing an off-leash dog park in Pickering. The matter was referred to staff, so that staff could work with the resident group to investigate and report back on potential sites for off-leash dog parks in Pickering. Currently there are no areas within the City where dogs can run at large. Following referral of the matter, staff and the resident group (the "Leash Free Working Group") commenced what turned out to be a very lengthy and at times frustrating process. Numerous potential off-leash locations across the City were identified and evaluated. Despite the significant time and effort that went into the process, by June 2009, no locations had been identified that were fully acceptable to all.concerned.. For Report CAO 06-09 September 14, 2009 Pickering Off-Leash Dog Park Page 3 G3 the majority of previously identified sites, possible conflict with adjacent existing residential or public recreational uses was often cited as a major concern. In an effort to resolve the matter, in July 2009, the City's Chief Administrative Officer got personally involved and spoke with the Chief Administrative Officer of the TRCA about the possibility of using their lands within the Duffin Creek valley system south of the Third Concession Road and west of Valley Farm Road (Grand Valley Park - see Attachment 1). Portions of Grand Valley Park were used several years ago by the City for summer camp programs; however due to conflicts with the active landfill site adjacent to the lands, the summer camp programs were relocated. The lands have since been used sparingly by the public to access the Seaton Hiking Trail and for dog-walking purposes. As a result of the CAD's request to expedite this matter, the TRCA Board considered the matter on July 24, 2009, and approved the use of these lands for an off-leash dog park, subject to the following conditions: 1. The City carry out a site analysis and develop a site plan for the dog off-leash area in compliance with TRCA's Policy and Operational Procedures for Managing Domestic Animals. 2. Approval by TRCA staff of the site plan. 3. Any terms and conditions required by TRCA staff. TRCA also noted that the City would be responsible for all costs involved in the development of the off-leash facility, including the taxes associated with the management and operation of the lands, which is standard practice. The City already manages a number of Authority-owned lands in Pickering for parks and recreation purposes under a "Management Agreement" with TRCA. To facilitate the development of the off-leash park, TRCA has agreed to add the subject lands to that Management Agreement. In total, the lands are approximately 41 hectares in area (102 acres), although only a portion of the lands will be needed for the off-leash facility and associated parking area (see Attachment No. 1). The remaining unused portions of the subject lands will be reviewed for possible future use, including consideration for new public trail loops and connections. Users of the adjacent Seaton Hiking Trail will greatly benefit with improved and safer access to that portion of the trail system, and use of the associated parking facilities. A meeting was held with representatives from the Leash-Free Working Group on August 7, 2009, to discuss the potential use of the lands for off-leash purposes. The Working Group representatives agreed that the lands are very suitable for off-leash Report CAO 06-09 September 14, 2009 6i&kering Off-Leash Dog Park Page 4 purposes, and look forward to working with the City on the final design and development of the park. There are many features to consider in the development of this park, and we would ensure there is an active role for the Working Group representatives. Through the commitment of the City and the Working Group it is felt that Pickering's Off- Leash Dog Park has the potential to be second to none in the Greater Toronto Area. It is recommended that Council approve the establishment of an off-leash dog park on TRCA-owned lands west of Valley Farm Road and south of the Third Concession Road, and direct staff to work with the Leash-Free Working Group and the TRCA in finalizing the detailed design of the park. Attachment: 1. Map - Grand Valley Park and proposed City of Pickering Off-Leash Dog Park. Prepared By: Approved/Endorsed By: % /Thorn Fn- uk T m s J. Quinn (Acti g) hief Administ ive Offic Chief Administrative Officer TM: RT:AM Copy: Directors Recommended for the consideration of Pickering City u fs C 01 m Quinn, M C M III hief Administrative Officer i / ATTACHMENT# I TOREPORT# CEO-C_~O -9 05 / / / / ` CONTROLLED OFF-LEASH LEASH PROPOSED' f PARKING ♦ i THIRD C CESSION 00, s ♦ Otis, GOaa~ap~` ~ Sao LANDS TO B , ADDED, TO .THE, MANAGEMENT AGREEMENT WITH TRCA (GRAND VALLEY PARK) ti HARROW- . YL No ~ . L 0 8 p80~ GOSSAMER DRIVE . T G GL~H . ROAD CRESCENT GREENMOUNT ADOWLANE RIGBY DRIVE Tmom TIMBER COURT 9¢ NNA ILE GATE ROAD zy O~ TRNLWO°D o~ CRT. So HALSEY LANE LL NILDROSE CEOARWOOD COURT, 9~ey REVISION . SCALE " MUNICIPAL PROPERTY & ENGINEERING City 00 NITS Landscape & Parks Development, DRAWN A. MOSTERT PROPOeED Off -LEAet i FAG I L I TY APPROVED GRAND VALLEY PARK - DATE AUGUST 2009 THIRP OONOESSION ROAD _ REPORT TO TYC 's' EXECUTIVE COMMITTEE I ~KERI Report Number: CS 25-09 Date: September 14, 2009 06 From: Gil Paterson Director, Corporate Services & Treasurer Subject: City Policy - ADM 010 - Standards for City Policies & Procedures - File: A-1100 Recommendation: 1. That Report CS 25-09 of the Director, Corporate Services & Treasurer be received; 2. That City Policy ADM 010 Standards for City Policies & Procedures be approved; and 3. That the appropriate officials of the City of Pickering give effect thereto. Executive Summary: City Policy ADM 010, which is the overall policy on the preparation, approval, distribution and maintenance of comprehensive policies and procedures originated on May 5, 1998. City Policy ADM 010 has now been revised to encompass many legislative and operational changes made within the City, which are in accordance with the provisions of the Municipal Act. Along with City Policies, there now exists City Procedures and Standard Operating Procedures to further communicate the City's operations in an open and transparent manner. The effective management of the City's operations must be guided by City policies and procedures. The systematic preparation and distribution of policies and procedures ensures that the City's decision-making process operates in a timely and consistent manner. Financial Implications: There are no financial implications with the approval of this policy. Sustainability Implications: The revision of this City Policy included streamlining the distribution of policies and procedures and reduced the need for various print copies. City Policies and Procedures are also now available on the City's Internet and Intranet, allowing users to access sustainable-friendly copies without unnecessary waste. I Report CS 25-09 September 14, 2009 Subject: ADM 010 Page 2 07 Background: A policy, procedure and standard operating procedure is an authorized written document specifying organizational goals and expectations that in a given set of conditions, guide and,determine decisions. These decisions are to facilitate the achievement of organizational standards, support organizational relations, provide for organizational planning and enhance consistency of the decision making process in the interpretation and application of policies, procedures and standard operating procedures. All staff should refer and adhere to policies and procedures for guidance in handling City matters and revisions and audits should be conducted on an annual basis to ensure manuals are current and accessible to all City staff and external stakeholders. Attachments: 1. ADM 010 - Standards for City Policies & Procedures Prepared By: Approved/Endorsed By: Lisa Harker Debi A. Wilcox Coordinator, Records & Elections City Clerk q Gillis A. Pa erson Director, Corporate Services & Treasurer GP:lh Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit C uncil r~ o as J. Qua , RD , CMM III 01 Chief Administr tive Officer CORP0227-07/01 revised Attachment No. 1 Cry to Report CS 25-09 CITY POLICY PICKERING .Policy Title: STANDARDS FOR CITY POLICIES & PROCEDURES Policy Number: ADM 010 Reference: Date Originated: Date Revised: May 5, 1998 Municipal Act, 2001 May 2006 January 23, 2009 Approval: Chief Administrative Officer Point of Contact: Deputy Clerk Policy Objective The City of Pickering is committed to the systematic preparation, approval, distribution and maintenance of comprehensive policies, procedures and standard operating procedures, capable of supporting the daily decision-making process in all areas of operation in a timely and consistent manner. A policy, procedure and standard operating procedure is an authorized written document specifying organizational goals and expectations that in a given set of conditions, guide and determine decisions. These decisions are to facilitate the achievement of organizational standards, support organizational relations, provide for organizational planning and enhance consistency of the decision making process in the interpretation and application of policies, procedures and standard operating procedures. Index 01 Definitions 02 Roles and Responsibilities µ 03 General 04 Guidelines for Preparing City Policies, Procedures and Standard Operating Procedures 05 Hierarchy of Policy, Procedure and Standard Operating Procedure Development 06 Packaging of Policy Manuals 07 Policy and Procedure Numbering and Indexing 08 City Policy and Procedure Form Preparation 09 09 Standard Operating Procedure Form Preparation 10 Policy, Procedure and Standard Operation Procedure Approval Process 11 Policy and Procedure Ownership and Responsibility 12 Policy Filing Systems 13 Maintenance Procedures Appendix 1 Manual Distribution List Appendix 2 Transmittal Advice / Form Appendix 3 City Policy Template Appendix 4 City Procedure Template Appendix 5 Standard Operating Procedure Template Appendix 6 City Policy, City Procedure and Standard Operating Procedure Approval Process 01 Definitions 01.01 City Policy - A general statement of the City's intentions or objectives in various administrative matters that provides a consistent organizational approach in dealing with such matters. It is narrow enough to give clear guidance, but broad enough to provide for discretion. 01.02 City Procedure - Instruction to all City officials and employees on how to carry out the intent of the City. It states clearly and precisely what must be done, who is to do it, how it is to be done, and when it is to be done. A City Procedure is applicable for more than one department. 01.03 Standard Operating Procedure - Detailed instructions authorized by a Director and normally compiled into a Procedure manual, directed to employees in the department. It states clearly and precisely what must be done, who is to do it, how it is to be done, and when it is to be done (job specific). I 01.04 Policy Coordinator - The individual designated as responsible for the function of coordinating, maintaining and distributing City policies, procedures and standard operating procedures. 01.05 Policy Coordinating Committee - The designated staff members responsible for ensuring policies, procedures and standard operating procedures are developed, reviewed, distributed and revised according to established approved standards. Policy Title: Standards for City Policies & Procedures Page 2 of 24 Policy Number: ADM 010 10 01.06 Policy Owner - The department responsible for origination and maintenance/revisions to the policy, procedure and standard operating procedure. Policy, procedure and standard operating procedure owners are identified in the Distribution List and maintained by the Policy Coordinator. 02 Roles and Responsibilities 02.01 Council to: a) actively support and adhere to City Policies and Procedures; and b) approve City Policies as required. 02.02 Chief Administrative Officer (CAO) to: a) actively support and adhere to City Policies and Procedures; b) identify, determine and prioritize policy, procedure and standard operating procedure requirements for the City; c) recommend new policies and procedures to Council, or amendments to existing policies and procedures to Council for approval when required; d) review, amend or approve policies, procedures and standard operating procedures when required; e) determine requirements for policy and procedure orientation; f) review and approve distribution list for policy and procedure manuals; and g) review and approve distribution procedures for policy and procedure manuals. 02.03 Director to: a) actively support and adhere to City Policies and Procedures; b) direct and support the development/preparation of draft policies, procedures and standard operating procedures, when the need is recognized or when directed by the Chief Administrative Officer; Policy Title: Standards for City Policies & Procedures Page 3 of 24 Policy Number: ADM 010 c) ensure appropriate reviews are carried out when revising or drafting policies, procedures and standard operating procedures specifically with: (i) All affected departments (ii) City Solicitor (when appropriate) (iii) Policy Coordinator d) incorporate recommendations of other areas,' if appropriate; e) review final draft policies, procedures and standard operating procedures created by the department or which affect the department; f) recommend approval of proposed policies, procedures and standard operating procedures to the Chief Administrative Officer or Council; g) present to the CAO Management Committee all policies and procedures relating to the department if required; h) initiate policy, procedure and standard operating procedure orientation as deemed necessary or when directed by the Chief Administrative Officer to City staff; and. i) annually review policies, procedures and standard operating procedures for which their department is responsible and prepare amendments when the need is recognized. 02.04 Policy Coordinator to: a) recommend and prioritize the development of policies, procedures and standard operating procedures to meet City requirements; b) recommend the policy, procedure and standard operating procedure distribution list to the Chief Administrative Officer for review and approval; c) ensure distribution list remains current; d) prepare distribution labels (name/department/date/transmittal number); Policy Title: Standards for City Policies & Procedures Page 4 of 24 Policy Number: ADM 010 12 e) prepare transmittal advices for distribution (individual labels for each); f) maintain historical policy and procedure transmittal files (standard operating procedures do not require historical files); g) coordinate photocopying and distribution of policy, procedure and standard operating procedure manual revisions; h) ensure that all policies, procedures and standard operating procedures are kept current by assigning a policy, procedure and standard operating procedure `owner' to each document and following up with these individuals on a routine basis to ensure that documents are being updated; i) ensure that established guidelines are monitored and updated to meet current City requirements; j) advise appropriate staff of new policies, procedures and standard operating procedures, after they have been adopted or amended; k) provide assistance or advice to departments in the development, amendment or updating of policies, procedures and standard operating procedures; and 1) periodically review and conduct site audits to make sure manuals are current and accessible, advising the responsible department when revisions are required. 02.05 Policy Coordinatinq Committee: a) the Committee will consist of one representative from the offices of the Chief Administrative Officer, City Clerk, City Solicitor, Human Resources and one other department; b) the Committee will meet on an as required basis to coordinate the development and maintenance to ensure format compliance of all policies, procedures and standard operating procedures; c) the Committee will report to the Chief Administrative Officer , through its Chairperson, the Policy Coordinator; and d) the Committee will provide guidelines for packaging, indexing, labelling, distributing, numbering and other standards required Policy Title: Standards for City Policies & Procedures Page 5 of 24 Policy Number: ADM 010 I 13 for the development and maintenance of these polices and procedures. 02.06 User Department to: a) actively support and adhere to City Policies and Procedures; b) ensure procedures and standard operating procedures are created for all job functions as required; c) ensure all policies, procedures and standard operating procedures are reviewed annually to keep current with job functions; d) ensure that policy, procedure and standard operating procedure manual updates are incorporated into their manuals; and e) ensure that the policy, procedure and standard operating procedure manuals are accessible to all staff in their associated work areas. 03 General 03.01 Policies, procedures and standard operating procedures shall be researched and drafted by the department that will be responsible for the administration and interpretation of the policy, procedure or standard operating procedure. In some instances, cross- departmental committees may be established for policies and procedures. 03.02 A policy, procedure or standard operating procedure should receive management input from all involved employee groups prior to approval. 03.03 It is the responsibility of the City Clerk to forward approved policies and procedures to the Policy Coordinator for word processing and distribution. 03.04 All staff should refer to the policy, procedure and standard operating procedure manuals for guidance in handling a variety of matters. Only when clear directions do not exist in the manuals, should departments seek guidance elsewhere. 03.05 All Directors and Division Heads are responsible for monitoring adherence to policies, procedures and standard operating. Policy Title: Standards for City Policies & Procedures Page 6 of 24 Policy Number: ADM 010 ~4 procedures and should remedy any deviations or difficulties as they occur. 03.06 Policies, procedures and standard operating procedures are set as follows: a) Council will approve broad policies; b) the Chief Administrative Officer will approve policies and procedures pursuant to the Chief Administrative Officer's By- law and the limits of authority of his/her office; c) procedures in support of, policies and procedures may be prepared by departments, Task Forces and Committees for review and approval; and d) standard operating procedures are written specifically by individual departments for that particular department and job function or task and are approved by the Department and Chief Administrative Officer. 03.07 The following is a breakdown of the various sections.of the policy, procedure and standard operating procedure manuals and what they contain: a) Administrative (ADM) - Records associated with subjects that reflect general office functions, council and legislative services, including but not limited to, records management, reproduction services, mail services, telecommunications, computer systems, customer care, composition of Council, standing committees and boards. b) Development (DEV) - Records associated with the planning and development of the municipality and the building permit functions that accompany it. c) Financial (FIN) - Records associated, with administration and management of municipal funds, expenditures and resources, including but not limited to, user fees, accounts payable, accounts receivable, assessment, taxation, payroll, insurance, and Purchasing. d) Human Resources (HUR) - Records associated with hiring, discipline, discharge, wages, salary administration, job evaluation, performance evaluation, benefits, safety, conditions Policy Title: Standards for City Policies & Procedures Page 7 of 24 Policy Number: ADM 010 15 of employment, training and development and other related topics. e) Law (LEG) - Records associated with legal matters, including regulatory and legislative matters pertaining to the formulation and administration of by-laws, agreements, contracts and the administration of permits, licensing and by-law enforcement. f) Operations (OPE) - Records associated with the planning, design, development, engineering, construction and maintenance of local infrastructure, including streets, roads, water service, sewers, solid waste removal, environmental management, City owned facilities, parks, open spaces, emergency services and recreation. 03.08 City procedures and standard operating procedures are an extension of City policies and are prepared if further detail is required. 03.09 No policy, procedure or standard operating procedure drafts, except those initiated by Council will be prepared without approval in principle from a Director or the Chief Administrative Officer. 03.10 City policies, procedures and standard operating procedures, should be written using basic writing styles and standard forms. 04 Guidelines for preparing City Policies, Procedures and Standard Operating Procedures (see City Procedure - ADM 160-001 Communications Procedure) 04.01 Organization - Arrange details of the policy, procedure or standard operating procedure in a logical sequence that the reader will find clear and understandable the first time he/she reads it. a) group the information into subjects; b) use bold headings and underlining where appropriate; c) use numbers and letters to itemize steps or show a progression; d) avoid repeating the same information; and e) use standard format at all times. 04.02 Simple Language and Sentences - Simplicity is the foundation of good policy, procedure and standard operating procedure writing. Policy Title: Standards for City Policies & Procedures Page 8 of 24 Policy Number: ADM 010 16 Always present information in the clearest possible way. Rather than using extensive vocabulary, creativity or originality, stress clarity, consistency and simplicity. 04.03 Brevity - Generally, shorter is better. Shorter sentences are often easier to read and are usually received more favourably by the reader. 04.04 Positive and Direct Form - Give instructions to the reader. Avoid vague, non-committal language. Choose precise words which exactly suit the purpose. 04.05 Readability - Test the finished product for flow and clarity by reading it aloud. If you have to backtrack to understand the statements or if the sentences or ideas do not flow smoothly, a rewrite is needed. If the writer has problems reading aloud, another person reading it for the first time will have difficulty both in reading and in comprehending. 04.06 Format - Provide standard page headings and indexing in the same location on all forms. Use the same clear, easy-to-read font (Arial) for all material. Be consistent in margins, heading spacing, paragraph spacing, etc. 04.07 Punctuation/Spelling - Use of correct punctuation and spelling improves the appearance of the document and ensures clear communication. 04.08 Appendices - Appendices should be used to include samples of forms, exhibits, etc., referred to in the policy, procedure or standard operating procedure. 04.09 Forms - Any special forms to be used should be noted in the text with samples and instructions on how to complete them, including required signing authorities. 04.10 Time Lines - Time limits, dates, specifications, measures, etc., should be spelled out in the procedures and should designate who is responsible for carrying them out, leaving no doubt whether more than one (1) department or function could be involved at different stages. Policy Title: Standards for.City Policies & Procedures Page 9 of 24 Policy Number: ADM 010 17 05 Hierarchy of Policy, Procedure and Standard Operating Procedure Development 05.01 Policies, procedures and standard operating procedures are developed according to an established framework or hierarchy that includes three (3) levels. 05.02 Level One (1) - City Policies - This level contains all of the formal, Council approved policies that exist for the City. 05.03 Level Two (2) - City Procedures - This level exists to provide additional detail, supporting procedures and documentation to policies developed and contained in Level One (1). Procedures are cross-referenced to the originating policy and should be placed behind the corresponding policy within the Green Manual. 05.04 Level Three (3) - Standard Operating Procedures - Standard Operating Procedures apply only in the department in which they are developed (specific job function detail) and distribution is normally restricted to the specific department involved (The Policy Coordinator also maintains a copy). 06 Packaging of Policy, Procedure and Standard Operating Procedure Manuals 06.01 Packaging standards have been established for all levels of policy, procedure and standard operating procedure manuals to provide a professional look and consistency. 06.02 a) Policies and procedures (Level 1 and 2) are kept in the Green binder with embossed gold printing. b) Standard Operating Procedures (Level 3) are kept in the brown binder with embossed gold printing. 06.03 The front cover and spine of the binders are labelled in gold print according to a specific standard. a) On the top of the front cover (and spine) is the City Logo. b) On the bottom of the front cover (and spine) is the volume. c) On the centre of the front cover (and spine) is the specific title of the manual identifying the contents. 06.04, All levels are color coded for printing as follows: Policy Title: Standards for City Policies & Procedures Page 10 of 24 Policy Number: ADM 010 ~B Level 1 - Policies - print on white. Level 2 - Procedures - print on yellow. Level 3 - Standard Operating Procedures - print on blue. 06.05 All levels are filed as follows: Level 1 - Policies - filed in green binder in alpha/numeric order. Level 2 - Procedures - filed in green binder behind the policy it relates to in numeric order of creation. Level 3 - Standard Operating Procedures - filed in brown binder in alpha order. 06.06 Procurement of binders and tabs is completed by the Policy Coordinator. 07 Policy, Procedure and Standard Operating Procedure Numbering and Indexing 07.01 Numbering and Indexing is a very important dimension of policies and procedures because it facilitates cross-referencing from policy to procedure to standard operating procedure. 07.02 The numbering and indexing of procedures is broken down into three (3) components: a) Classification - A three (3) character identifier that relates to a major business function of the Corporation is assigned to policies (i.e. ADM, LEG, HUR, etc.). b) Category - A three (3) digit number which represents the numeric block of the policy (i.e. 010, 020, 030, etc.). c) Sub Category - A two (2) digit number assigned to a City procedure to further breakdown the procedure in order to reference and index the number of procedures that relate to the main policy (i.e. 001, 002, 003, etc.). 07.03 The numbering and indexing of Standard Operating Procedures is created by referencing the Policy (i.e., FIN 030) it applies to and the alpha name of the SOP (i.e. Cash Procedure - FIN 030.). 07.04 The following is an example of how the main index should look within the Green Policy Manuals: Protocol Policy -ADM 110 - Flag Raising Procedure -ADM 110-001. Policy Title: Standards for City Policies & Procedures Page 11 of 24 Policy Number: ADM 010 19 08 City Policy and Procedure Forms Preparation 08.01 Policy or Procedure Title - (to be typed in capital letters). This is the name of the policy or procedure and will identify the document for indexing. It should be simple and should express the way the policy or procedure will be referred to or asked for in the future 08.02 Policy or Procedure Number - The number of a new policy or procedure will be determined and assigned by the Policy Coordinator subsequent to it being approved. The numbering criteria will be as follows: a) Policies - will consist of Classification alpha letters (ADM) and Category numeric numbers (010) (i.e. Protocol Policy - ADM 110); and b) Procedures - will always be cross referenced with a policy so the number would be the six (6) alpha/numeric policy numbers, plus the number that relates to how many procedures have been crossed referenced to this policy. Each number is assigned in sequence order (i.e. Flag Raising Protocol Procedure -ADM 110-001, Proclamation Procedure -ADM 110-002, etc.). 08.03 Reference - If the policy or procedure relates to an Act, By-Law, Resolution or motion, etc., reference is made to it. If a policy or procedure replaces a previous or cancelled policy or procedure, a reference is also made (i.e. Resolution # 120/06, By-law # 6232/06 or Municipal Act, etc.). 08.04 Date Originated - This is the date that the policy or procedure is approved and will be provided by the City Clerk or the Chief Administrative Officer. 08.05 Date Revised - This is the date the policy or procedure was revised by Council or the Chief Administrative Officer and will be provided by the City Clerk or the Chief Administrative Officer as appropriate. All revision dates should be listed in this box. 08.06 Approval - The Chief Administrative Officer will sign all policies, procedures and standard operating procedures as the final approval. 08.07 Point of Contact - The point of contact box is only found on procedure forms. The Point of Contact is the owner of the Policy Title: Standards for City Policies & Procedures Page 12 of 24 Policy Number: ADM 010 20 procedure and is provided if the reader requires further clarification on the procedure. 08.08 Policy and Procedure Objective - This provides a brief explanation of why the policy or procedure is necessary and what it is intended to do. 08.09 Index - This provides a list of all subjects in the document and the pages it can be found on. 08.10 Definitions - Any definition that is required to clarify the contents of the policy or procedure is listed in alphabetical order. 08.11 Responsibilities - This section will contain the detailed breakdown of responsibilities for all aspects of the policy or procedure. The responsibilities will be defined in order of organizational hierarchy in a top-down fashion. 08.12 Procedures - This section will contain specific procedure guidelines for the policy or procedure in general (i.e. how and what is to be done, who performs the actions in logical order,, and provide either a broad description of the sequence and/or a flow chart of actions which must take place). 08.13 Appendix - Used for forms, samples, templates, flowcharts, checklists, etc. Presented in the same order as introduced in the body of the document (numbered 1, 2, 3), 08.14 Page Numbering = Pages are numbered for ease of reference and placed at the bottom of the page and includes the Policy or Procedure name and number. 09 Standard Operating Procedure Forms Preparation 09.01 Standard Operating Procedure Title - Contains the name of the standard operating procedure. The title should be simple and should express the way the document will be referred to or asked for in the future. All standard operating procedures should be filed in alphabetical order by title, in the applicable department. 09.02 Department/Division - Applicable Department/Division (i.e. Corporate Services Department, Clerks Division). 09.03 Section - Applicable Section within the Department Division (i.e. By-law Enforcement Services Section). Policy Title: Standards for City Policies & Procedures Page 13 of 24 Policy Number: ADM 010 21 09.04 Date Originated - The date the standard operating procedure was approved. 09.05 Approval - Standard operating procedures must be approved by the Department Head, the Division Head and final approval by the Chief Administrative Officer. 09.06 Date Revised - When a revision is made to a Standard Operating Procedure the revision date is listed in this box with all previous revision dates listed in date order. 09.07 Reference - Applicable resolution number, by-law number, governing corporate policy or procedure. 09.08 Overview - This unnumbered section provides a brief summary of the document. 09.09 Required Competencies - This unnumbered section sets out the areas of competency required to perform the described procedure or task. It includes training, licensing, certification and/or trade/ professional requirements (i.e. Registration as a Professional Engineer). Each competency is listed in a bulleted list. 09.10 Definitions - Any definition required to clarify the contents of the standard operating procedure are listed in alphabetical order. 09.11 Procedures - This section sets out a detailed step-by-step description of a task or activity and indicates the position that is responsible for each step (i.e. instructions for task preparation, set up, execution, timelines, completion, clean up, etc.). 09.12 Appendix (unnumbered section) - Used for forms, samples, templates, flowcharts, checklists, etc. and are presented in the same order as introduced to in the body of the document. 09.13 Pages - Pages are numbered for ease of referencing and are located at the bottom of the page and includes the standard operating procedure title. 10 Policy, Procedure and Standard Operating Procedure Approval Process 10.01 Policy, procedure and standard operating procedure drafts are often developed by individual departments who are responsible for the actual "policing" of the policy, procedure and standard operating procedure and will be reviewed by affected areas prior to approval and implementation. Policy Title: Standards for City Policies & Procedures Page 14 of 24 Policy Number: ADM 010 22 10.02 Once the Policy, procedure or standard operating procedure has been developed and reviewed by all affected areas it is then forwarded to the Policy Coordinator for review by the Policy Coordinating Committee. The Committee reviews for consistency, format and organization of contents. If the document requires any revisions subsequent to the review by the CAO Management Committee, the document is returned to the originator for correction or change. 10.03 Once a standard operating procedure is sent to the Policy Coordinator for review it is sent directly to the Chief Administrative Officer for approval. 10.04 Once a policy or procedure is complete, the policy developer will then attend a CAO Management Committee meeting and present the final draft for their review. Members of the CAO Management Committee will be requested to forward any comments/suggestions directly to the policy developer within one week. 10.05 Once all changes have been submitted to the policy developer from the CAO Management Committee the policy developer will incorporate the changes into the document and will then forward the final copy to the Policy Coordinator. 10.06 Once finalized, the Policy Coordinator determines the classification of the document (i.e. ADM, DEV, etc.) and assigns a number to the document. 10.07 The Policy Coordinator prepares and sends a covering memorandum outlining the changes made to the document to the Chief Administrative Officer for final approval. 10.08 The Chief Administrative Officer approves the document and directs staff on whether the policy or procedure requires staff orientation through the Policy Coordinator. 10.09 If the document requires Council approval the Policy Coordinator will return the document to the developing department for that department to prepare a Report to Council. 10.10 If the document does not require Council approval but the Chief Administrative Officer has instructed orientation sessions then the Policy Coordinator directs the department to proceed with the orientation sessions. Policy Title: Standards for City Policies & Procedures Page 15 of 24 Policy Number: ADM 010 23 10.11 If no action is required on the approved document the Policy Coordinator registers the document in the Central Registry for policies and procedures and the approved copy is printed and ready for circulation. 10.12 The final copy of the document is forwarded to the print shop for photocopying and returned to the Policy Coordinator for distribution according to the approved distribution list. 10.13 The Policy Coordinator prepares and sends to the people on the distribution list a transmittal advice page that itemizes the contents of the material being circulated, the new document and updated Index pages for the Manuals. 10.14 The Policy Coordinator also provides an electronic copy (via email) of the new document to all staff and places the new document on the Intranet and Internet via the Laserfiche system. 10.15 The Policy Coordinator will create a historical file ("Master Copy") if one does not already exist and place the original document and any amendments to the document in it. These files are indexed by the assigned policy or procedure number. 10.16 Historical files are not created for Standard Operating Procedures. 10.17 It is the responsibility of individual user departments to file the copy they receive in the appropriate location in their manuals. A specific individual is assigned this responsibility in each department. 10.18 Amendments to a policy or procedure follow the same procedures documented above. When submitting any amendment for approval, the amendment should be clearly identified before presenting the revised policy, procedure or standard operating procedure to the Chief Administrative Officer and/or Council. This facilitates the review of specific changes and simplifies the approval process. 10.19 There may be times when it is necessary to have the City Solicitor review a document (where legal or human rights implications are involved). This procedure will be coordinated by the Chief Administrative Officer as required. Policy Title: Standards for City Policies & Procedures Page 16 of 24 Policy Number: ADM 010 24 11 Policy, Procedure and Standard Operating Procedure Ownership & Responsibility . 11.01 The value of the policy, procedure and standard operating procedure manuals can only be determined by their usage. Information must always remain current in order to be useful. 11.02 To ensure that information and policies, procedures and standard operating procedures are kept current, each policy, procedure and standard operating procedure is assigned an owner department. 11.03 It is the role of Directors to review the policies, procedures and standard operating procedures assigned to them on an annual basis and provide updates to the Policy Coordinator when required. 11.04 Routine updating that is not significant (i.e. not affecting meaning. or intent) in impact does not require that the document go through the amendment process for approval (i.e. department name changes, position title changes, etc). 11.05 If the revisions are significant in impact (i.e. affecting meaning or intent), the revised document must go through the approval process again. 11.06 Owner departments are responsible for arranging orientation processes with the Human Resources Division if deemed necessary by the Chief Administrative Officer. 12 Policy, Procedure and Standard Operating Procedure Filing Systems 12.01 Two (2) separate filing systems with respect to policies, procedures and standard operating procedures will be kept: a) historical policy files (exclusively for policies); and b) transmittal files (for policy as well as procedure manuals). 12.02 Historical Policy and Procedure Files: (a) Maintaining a complete historical file of information associated with the development of a policy or procedure is important backup. (i) Individual files are set up for each policy or procedure. The file is labelled according to the Policy :Title: Standards for City Policies & Procedures Page 17 of 24 Policy Number: ADM 010 25 alpha/number assigned it by the Policy Coordinator (i.e., ADM-010). (ii) Each file contains the original document, a note identifying the document owner and a copy of any revisions made to the document. (iii) The individual files are only set up for policies and procedure and are not required for Standard Operating Procedures. 12.03 Transmittal Files: a) Maintaining transmittal files is very important in the event that updates have to be recovered due to loss or failure of the user department to file updates in the manuals located in his/her area. Each transmittal contains the covering transmittal sheet and a list of policy, procedure and standard operating procedure changes associated with that particular transmittal advice. 13 Maintenance Procedures 13.01 The importance of ongoing revisions to a manual cannot be overstated. The process requires time and effort as well as a commitment to the finished product. Keeping the manuals current is a high priority. Outdated manuals can result in confusion, interfere with the quality and consistency of services provided and may lead users to the conclusion that they are unreliable and should not be used at all. 13.02 Inclusion of outdated documents defeats the purpose of the manual and renders it virtually useless. Remember that all outdated material must be removed from the manual and destroyed. 13.03 The individual roles and responsibilities in the maintenance process have been defined in this policy. Appendix 1 Manual Distribution List Appendix 2 Transmittal Advice / Form Appendix 3 City Policy Template Appendix 4 City Procedure Template Appendix 5 Standard Operating Procedure Template Appendix 6 City Policy, City Procedure and Standard Operating Procedure Approval Process Policy Title: Standards for City Policies & Procedures Page 18 of 24 Policy Number: ADM 010 26 APPENDIX 1 POLICY PROCEDURE AND MANUAL DISTRIBUTION LIST DEPARTMENT/ NAME POSITION LOCATION EXTENSION NO.OF DIVISION SETS Clerks Debbie Shields Deputy Clerk Civic Complex 2019 1 Council/Customer Judy Hodgson Manager, Civic Complex 2165 1 Care/Office of Customer & Sustainability Administrative Services Culture & Suzanne Secretary, Recreation Complex 3228 1 Recreation Moore Recreation Complex Katrina Pyke Education & Museum 905.683.8401 1 (Acting) Collections Officer Kim Bradley Coordinator, Eastshore Community 2078 1 Recreation Centre Programs Heather Butler Recreation Civic Complex 6100 1 Programmer For: Petticoat Creek Nancy Sands- Coordinator Recreation Complex 1 Bayley Aquatic For: Dunbarton Pool Programs Bob Godden Foreperson, Ice Recreation Complex 3233 1 Arena Don Beer Arena Chief Lucy Ross Administrative Civic Complex 2121 1 Administrative Assistant I Officer Human Resources Kathy Administrative Civic Complex 2017 3 Dennison Assistant I Corporate Valerie Administrative Civic Complex 2925 1 Services Webster Assistant II Information Jon Storms Manager of Civic Complex 2163 1 Systems Information Technology Operations & Margaret Administrative Civic Complex 2172 1 Emergency Donaldson Assistant II Services Operations & Carol Administrative Operations Centre 5249 1 Emergency Redmond Assistant I Services Fire Services Nancy Moreno Administrative Fire Hall 5 2080/2180 7 Assistant I Planning & Karen Bragg Administrative Civic Complex 4701 1 Development Assistant II Legal Services Katherine Legal Services Civic Complex 2159 1 Stoddart Assistant Library Cathy Grant CEO Library 6236 1 Corporate James Halsall Internal Audit Civic Complex 2029 1 Services TOTAL 27 Copies Policy Title: Standards for City Policies & Procedures Page 19 of 24 Policy Number: ADM 010 27 APPENDIX 2 THE CITY OF PICKERING MANUAL DISTRIBUTION TRANSMITTAL ADVICE NUMBER: ISSUE DATE: All old pages must be removed and discarded to avoid following obsolete policies, procedures and standard operating procedures/procedures. REMOVE FROM YOUR MANUAL INSERT IN YOUR MANUAL I c ' ISSUED TO: ISSUED BY: Policy Title: Standards for City Policies & Procedures Page 20 of 24 Policy Number: ADM 010 28 APPENDIX 3 CITY POLICY PI rKERIN Policy Title: CITY POLICY STANDARDS Policy Number: ADM Reference: Date Originated: Date Revised: X Month, Date, Year Month, Date, Year Approval: Chief Administrative Officer Point of Contact: Policy Objective Index 01 Definitions 02 Procedures 03 01 Definitions 01.01 01.02 02 Procedures 02.01 02.02 Appendices (Numbered 1, 2, 3) Policy Title: Standards for City Policies & Procedures Page 21 of 24 Policy Number: ADM 010 29 APPENDIX 4 eiN CITY PROCEDURE PICKERING Procedure Title: CITY PROCEDURE STANDARDS Procedure Number: ADM Reference: Date Originated: Date Revised: X Month, Date, Year Month, Date, Year Approval: Chief Administrative Officer Point of Contact: Procedure Objective Index 01 Definitions 02 Procedures 01 Definitions 01.01 01.02 02 Procedures 02.01 02.02 Appendices (Numbered 1, 2, 3) Policy Title: Standards for City Policies & Procedures Page 22 of 24 Policy Number: ADM 010 3 0 APPENDIX 5 Ctrs 00 STANDARD OPERATING PROCEDURE PICKERING Procedure: Department/Division: Section: Date Originated: Approval: Approval: Date Revised: Reference: Pages: INDEX SECTION/ SECTION/SUBSECTION TITLE PAGE # SUBSECTION Overview 2 Required Competencies Definitions 01 Procedures Appendix I Overview: Required Competencies: Definitions: 01 Procedures: 01.01 01.02 Appendix: The following form has been developed to support the various processes outlined in this Procedure: Appendix 1 Policy Title: Standards for City Policies & Procedures Page 23 of 24 Policy Number: ADM 010 31 X O o w W aXi ai a c ate) 3 IL U Q N ° o CL -o 0 . 0. N v > O -0 cu > o .C fl U a Q a) O N a) 0) U o n U A r 7 .a.i L O ti. U-z- (0 a (0 C 1 N ~ U C CL 0" r N p O Z -Fu CU cn a' a 3 O cu c cn C: C W > t 0 C6 o CL m S .0 O r co -0 Q C > C O L O N a 0 c Q. N E a) io 0~ 2 y O O Q N c~a Q o 'O O a) a) C `O co f~0 0 O a N 0 N r N 0 w C O cn c O c i2 E -0 (D O C LO) O a) N a) O (D 0 7 7 O O _O a) E cu c O aj p a°) ate) oU ~ ` U U m ° o O u~ coU w N r- 0 r - U a) 0 a V d d O 3 U o C 0 u L) 0 r 7 O a v~ a c cn ¢ v~ a m U cn ¢ c/~ U 0 CZ ¢ v) I 'u, cc L Q O co co VJ CY) C ~ r+ C V C ca U 0- 3 - a) c 0 O O co n. O O Q CL cn -2 U a U v 0 s U) -0 w to 0 c w, O N cn 0 O N 7 (0 Q U) 'D 2 cu L) CF) c 3 U 0 v O N m > 0 a o a) a) U cu a) U n 0 ai a c a= a) a) V 3 U N c E °c) E a a) c aa) ) D2 -0 (D cu . s 3 cn a) " a0) v a) a) cu a) a) CL v E 0 3 o o E o N O a c O O CU CU a) c° N U a) L 0 -0 CO CL c cu :3 c cu 0 C CU a) O ` O 0 `a)) -0 N U w o C N V) a) r- _0 a) a .0 } U } ) 'O CL C ` C -0 c 0 a) m E 0 CL 2 O a) Vl cv 0 -O N C a) CO a) C c E a m m V O o a°)) 00 O N ex a) (D 3: ¢ tq a 0 CL 0 o ~ O a) a) CL as w m~ p 75 0 -6 o m coo d E 4) •i o - I cn U) o Citq q REPORT TO EXECUTIVE COMMITTEE 1 I ERI Report Number: CS 27-09 32 Date: September 14, 2009 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2010 Standing Committee and Council Meeting Schedule - File: A-1400 Recommendation: 1. That Report CS 27-09 of the Director, Corporate Services & Treasurer be received; 2. That the 2010 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report be approved; and 3. That the City Clerk be given authority to give effect thereto. Executive Summary: In accordance with the Municipal Act, 2001, every municipality and local board shall pass a procedure by-law governing the calling, place and proceedings of meetings. The by-law provides for the notification of the meetings of Council. Financial Implications: There are no financial implications. Sustainability Implications: Establishing the Standing Committee and Council schedule is an integral part of the sustainable community in the areas of .a healthy society and healthy community as the promotion of the dates in advance encourage public participation. Background: By-law 6746/07 provides for governing the calling, place and proceedings of meetings. In accordance with the intent of the Municipal Act, 2001, of open, transparent and accountable government, the 2010 meeting schedule is .presented in order for public notification to commence. 2010 Budget meeting dates have been scheduled for February 4th and 5th, 2010. Report CS 27-09 September 14, 2009 Subject: 2.010 Meeting Schedule Page 2 33 Attachments: 1. 2010 Standing Committee and Council Meeting Schedule Prepared By: - Approved/Endorsed By: Lisa Harker Debi A. Wilcox Coordinator, Records & Elections City Clerk Approved/Endorsed By: Gillis A. Paterson Director, Corporate Services & Treasurer GP:lh Copy: Chief Administrative Officer Recommended for the consideration r~ of Pickering City C uncil R Tho as . Quinn, RD , CM Chief Administrative Officer CORP0227-07/01 revised -3 bk e W N ~ W N ~ V O (f) W O O W O CO N A W m O Lv. ~C m m 3 cNn m n 1 Z ❑Oo N ❑OD ❑OD Z N N 'A OND ~ A D, f CT OD W A C 0) O N c" V• ,7 0 Z J CND N to co ' 0) (D N Ul - V O W a) m Cl) O W CA co V O W O I OD _ y ` mo T 11 T C4 Z A V O OND A V CND N CT co O m C) 13 0 3 N N V1 t77~ N A N N W N m 0 O cn -40 -W+ A V O W y V O W (A OD ~ A V J O~ r r S N n m N O O 0 Q~ s ❑ O D N m O N ~ r i N N N i -i -a - O co CT . 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W OO N N c N N E c CD (O N C1~ OD Ul W A OD A V O CA O W O) (O N W fD N (n co NN- CT W I a T T O T 'W+ A V O W r O W CA i Cl) W CA co N r N N N N 8 co -4 eitq o~ REPORT TO PICKERI oEXECUTIVE COMMITTEE Report Number: CS 28-09 3 5 Date: September 14, 2009 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Formal Quotations - Quarterly Report for Information Recommendation: That Report CS 28-09 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. Executive Summary: Council approved the Purchasing By-law on November 5, 2001 which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. Financial Implications:. Not applicable Sustainability Implications: The City's participation in cooperative purchasing initiatives reduces paper and administrative costs. Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. Report CS 28-09 September 14, 2009 Subject: Formal Quotations - Quarterly Report for Information Page 2. Formal Quotations Summary April 1, 2009 to June 30, 2009 PST Included / GST Extra (unless stated otherwise) Reference' No. Description Award Status Award Date Cooperative tender for Supply, . Delivery and Application of Calcium Magnesium Chloride Host: Town of Whitby Ongoing W02-2008 Participants: Durham, Various Prices operating May 6, 2009 Oshawa, Ajax, Whitby, costs 2009- Pickering, Clarington, Scugog, 2010 Vendor: Miller Paving Effective to April 30, 2010. Year 2 of 2 year contract Cooperative quotation for Supply, Delivery and/or Pick- up of Various Aggregates Host: Clarington Ongoing Q-2008-1 Participants: Region, Ajax, Various Prices operating May 12, 2009 Pickering, Oshawa, Clarington costs 2009- Vendors: T. H. Forsythe and 2010 Dufferin Aggregates Year 2 of 3 year contract Cooperative tender for Inspection & Testing of Aerial Devices (Fire Services) Host: City of Oshawa Ongoing C911-05 Participants: Whitby, Various Prices operating June 12, 2009 Pickering, Clarington, Ajax & costs 2009- Oshawa 2010 Vendor: Halton Inspection Services Year 5 of 5 year contract Report CS 28-09 September 14, 2009 Subject: Formal Quotations - Quarterly Report for Information Page 3 37 Reference No. Description Award Status Award Date Cooperative tender for Supply & Delivery of Gas & Diesel Fuel Host: Region of Durham Ongoing T-257-2008 Participants: Region of Various unit operating April 1, 2009 Durham, Ajax, Whitby, prices costs 2009- Pickering, Oshawa, Uxbridge, 2010 Clarington, Lakeridge Health & Durham Regional Police Vendor: Petro Canada Year 1 of 5 Cooperative tender for Supply & Delivery of Domestic Furnace Oil Host: Region of Durham Fluctuating Ongoing T257A-2008 Participants: Region of unit price due operating June 19, 2009 Durham, Ajax, Whitby, to market costs 2009- Pickering, Oshawa, Uxbridge, conditions 2010 Clarington, Lakeridge Health & Durham Regional Police Vendor: Ultramar Year 1 of 5 Formal Quotation for Summer Q-39-2009 Camp and Program Operating June 19, 2009 Transportation $73,483.40 costs 2009 Vendor: Stock Transportation Effective to August 28, 2009 Formal Quotation for Tree Trimming and Removal Service Ongoing Q-16-2009 Vendor: Cressman Tree Various unit operating April 2, 2009 Maintenance & prices costs 2009- Landscaping Ltd. 2010 Effective to March 31, 2010 Year 1 of 2 year contract Formal Quotation for Supply Q-20-2009 and Delivery of Personal June 9, 2009 Computers $55,562.11 Completed Vendor: Con ute Formal Quotation for Log Barn 0-26-2009 Restoration - Pickering May 27, 2009 Museum Village $74,839.01 Completed Vendor- Snyder Construction Report CS 28-09 September 14, 2009 Subject: Formal Quotations - Quarterly Report for Information Page 4 Reference No. Description Award Status Award Date Formal Quotation for Bleacher Q-31-2009 Replacement at Beverly June 17, 2009 Morgan Park $64,580.25 Completed Vendor: Colpac Construction Ltd. Formal Quotation for Goose Q-19-2009 Control and Egg Oiling Operating Vendor: Bright Wings $11,000.00 April 2, 2009 Effective April 1, 2009 to costs 2009 September 30, 2009 Formal Quotation for Beach Q-38-2009 Cleaner $47,158.20 Completed June 18, 2009 Vendor: G. C. Duke Equipment Ltd. Formal Quotation for Rental Vehicles Q=18-2009 Vendor: Somerville National $40,132.80 Operating March 26, 2009 Leasing & Rental Ltd. costs 2009 Effective: April 6, 2009 to Se tember 15, 2009 Attachments: Not applicable i Report CS 28-09 September 14, 2009 ~ Subject: Formal Quotations - Quarterly Report for Information Page. 5 39 Prepared By: Approved/Endorsed By: I Vera A. Felgemacher Gillis A. Paterson Manager, Supply & Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPPB, C.P.M., CMM III VF:vw Copy: Chief Administrative Officer Recommended for the consideration It of Pickering City. o A vl Th J. Quin DM~R MM III Chief Administra ve Officer 4 REPORT TO EXECUTIVE COMMITTEE PICKERING Report Number: CS 29-09 Date: September 14, 2009 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2009 Final Tax Due Dates for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation: 1. That Report CS 29-09 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to issue the final 2009 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of October 19th, 2009; 3. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Executive Summary: Adoption of the above recommendations and passing the attached By-law provides for the final 2009 tax billing for non-residential tax classes (commercial, industrial and multi-residential). During the last few years, the City has billed the final non-residential taxes separately mainly due to the additional steps that are required as a result of the capping legislation. If Members of Council approve this report at the Executive Committee, the outside printer will be given direction to start the printing of the tax bills in order to have the bills mailed earlier and received sooner by the various businesses. This will provide more lead time for businesses and improve customer service. Report CS 29-09 Date: September 14, 2009 Subject: 2009Final Tax Due Dates for Commercial, Industrial and Multi- Page 2 41 Residential Realty Tax Classes Financial Implications: The attached By-law is for the final billing of 2009 property taxes for commercial, industrial and.multi-residential properties. This billing of final property taxes will.raise approximately $20.8 million for the City, Durham Region and School Boards. Tax bills for the Residential tax classes were mailed on May 20, 2009 with due dates of June 26t" and September 28t" Sustainability Implications: Passing the attached By-law will allow the City to obtain the funds required to maintain its financial sustainability objectives as provided for in the 2009 Current Budget. It also provides for the raising of property taxes for the Region of Durham and the school boards. Background: In 1998, the Province introduced Current Value Assessment or CVA on a Province wide basis to replace the old patch quilt system (throughout the Province) where each municipality used a different base year for assessment purposes. The end result of CVA was the fact that some businesses were experiencing property tax increases well above 100%. To reduce the property tax increases, the Province introduced capping legislation in 1998. The City of Pickering will soon be in 'a position to issue the final 2009 property tax bills in accordance with the capping provisions of Bill 140, Continued Protection for Property Taxpayers Act, passed by the Province on December 4, 2000 and implemented through various Regulations. (Bill 140 replaced the original capping legislation of Bill 79 introduced and approved in 1998). This legislation was put in place to limit assessment reform related increases to 5% per year on commercial, industrial and multi-residential properties. Under this legislation, property owners facing increases due to property assessment reform had their increases "capped" (reduced). Conversely, those properties experiencing decreases were limited to that permitted under the legislation. This meant that taxes have to be "clawed back" from those experiencing decreases to fund the loss of revenue resulting from the capped increases. The funding of the capping protection is "paid for" on a Region wide basis. The Region_ of Durham acts like a banker in this process. In other words, the total cost of the capping protection for example, the commercial tax class is paid for by the other commercial properties throughout the Region by having a portion of their related property tax decrease withheld (clawed back). As part of the Region wide process, the City of Pickering uses a Provincial database program called "Online Property Tax Analysis" (OPTA) to verify non-residential assessment data. Every municipality within Durham Region uses the OPTA system. Assessment Review Board decisions and Minutes of Settlement decisions have been incorporated into the capping calculations up to the "freeze" date of June 29, 2009. Report CS 29-09 Date: September 14, 2009 bject: 2009Final Tax Due Dates for Commercial, Industrial and Multi- Page 3 ' GG Residential Realty Tax Classes Bill 83 - Legislative Changes to Capping Legislation In 2004, the Province passed Bill 83 (An Act to Implement Budget Measures), which provided for various optional tax tools that could be used for the non-residential tax class. In a two tier municipal government structure, the upper tier has the option to' select all or some of the tax tools. These tax tools consisted of the following options: 1. The assessment related increase cap was increased from 5% to 10%. 2. Minimum annual threshold increase of 5% of total CVA property taxation. 3. A "billing" threshold be established whereby a property who is within the $250 of its CVA based taxation would be required to pay its full CVA property taxes. 4. The minimum CVA for new construction properties was 60% in 2006. For 2009, these properties (new construction) are now fully phased-in. The purpose of these tax tools is to accelerate the movement of non-residential taxpayers to full CVA taxes (where taxes are calculated using Current Value Assessment multiplied by the corresponding tax rate). The Region of Durham adopted all of the tax tools referenced above. Under the Municipal Act, Subsection 343 (1), the tax bills have to be mailed 21 days before the due date. Taxation staff are cognizant of this legislative requirement and design the tax billing process to meet this requirement. However, there have been a few requests from the taxpayers for a longer period of time ( beyond the 21 day period). If the report is approved at the Executive Committee level,, the outside printer will be given direction to start printing and mailing the tax bills and therefore, provide a longer notification period that in-turn is meeting some of the customers requests. In 2009, the City of Pickering issued an interim tax bill to all property owners in all tax classes with two instalment dates of February 27th and April 28th. The proposed final instalment due date of October 19th for all properties in the Non-Residential tax classes, provides these tax classes with some additional time to pay their tax bill. Table One below illustrates the final billing due dates for the non-residential tax classes from 2004 to 2009. i Report CS 29-09 Date: September 14, 2009 Subject: 2009Final Tax Due Dates for Commercial, Industrial and Multi- Page 4 43 Residential Realty Tax Classes Table One Non-Residential Final Billing Dates Year Number of Date Instalments 2004 One October 15, 2004 2005 One October 14, 2005 2006 One October 13, 2006 2007 One October 12, 2007 2008 One October 15, 2008 2009 One October 19, 2009 As Table One indicates, the proposed 2009 final due date closely follows the pattern established since 2004. The one instalment due date will assist the City in managing its cash flow. Attachments: 1. By-law to Establish the 2009 Final Tax Instalments and Due Date for the Commercial, Industrial and Multi-Residential Tax Classes. Prepared By: Approved / Endorsed By: Stan Karwowski Gillis A. Paterson Manager, Finance & Taxation Director, Corporate Services & Treasurer GAP:tp Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council I lTma'sJ. Quinn, R R.; C~ III Chief Administrative Officer ATTACHMENT # TO REPORT # _~L2 9 -a9 THE CORPORATION OF THE CITY OF PICKERING 44 BY-LAW NO. XXXX/09 Being a By-law of The Corporation of the City of Pickering to Establish the 2009 Final Property Taxes and Due Date for the Commercial, Industrial and Multi-Residential Tax Classes WHEREAS it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c.25 as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, WHEREAS the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, WHEREAS it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c.25, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering; and, WHEREAS the Regional Municipality of Durham has passed By-law No. 13-2009 to establish tax ratios and By-law No. 12-2009 to adopt estimates of all sums required by The Regional Municipality of Durham for the purposes of the Durham Region Transit Commission and By-law No. 10-2009 to set and levy rates of taxation for Regional Solid Waste Management and By-law No. 08-2009 to set and levy rates of taxation, for Regional General Purposes and set tax rates on Area Municipalities; and, WHEREAS it is necessary for the Council of The Corporation of the City of Pickering pursuant to the Municipal Act, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering for the current year; and, WHEREAS an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law No. 6924/08) before the adoption of the estimates for the current year; and, WHEREAS sub section 342 (2) of the Municipal Act, 2001, S.O. 2001, c.25 as amended, permits the issuance of separate tax bills for separate classes of real property for year 2009. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. For the year 2009, The Corporation of the City of Pickering (the "City") shall levy upon all Property Classes (Residential, Commercial, Industrial and Multi- residential) as set out in By-law No. 695,2/09 of Schedule A, the rates of taxation, for the City of Pickering,, the. Region of Durham and for Education purposes on the current value assessment. By-law No. Page 2 45 2. Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for shall be reduced by the amount of the interim levy for 2009. 4. The 2009 final tax calculations for the industrial, commercial and multi-residential realty tax classes is based on a freeze date of June 29, 2009. 5. The decrease retained percentage for the realty class is outlined below: Multi residential 100.0000% Commercial 70.5520% Industrial 68.6219% 6. The 2009 taxes owed for the commercial, industrial and multi-residential assessed properties shall be due in one instalment on October 19, 2009, or as adjusted by the Treasurer. 7. Except in the case of taxes payable under Section 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the percentage charge as a penalty for non-payment of taxes and monies payable as taxes shall be added to every tax or assessment, rent or rate of any installment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25. as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or installments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S. 0. c.25 as amended. 8. If any section or portion of this By-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By-law continue in force and effect. 9. Taxes shall be payable to the Treasurer, City of Pickering. 10. This By-law comes into force on the date of its final passing. BY-LAW read a first, second and third time and finally passed this 14th day of September 2009. i David Ryan, Mayor Debi Wilcox, City Clerk I Cl 00 _ REPOR T TO PICKERING EXECUTIVE COMMITTEE 46 Report Number: CS 30-09 Date: September 14, 2009 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Cash Position Report as at June 30, 2009 Recommendation: That Report CS 30-09 from the Director, Corporate Services & Treasurer be received for information. Executive Summary: The cash position report summarizes cash inflows and outflows of the City for the six months ended June 30, 2009. Other schedules highlight the continuity of taxes receivable, outanding investments and development charges and other significant development contributions collected. Due in part to the global economic downturn, development charges collected are down by almost 95.0%, building permits issued are down by about 94.0% and the City's investment portfolio yields have dropped considerably, especially for the short term investments, compared to the same period last year. All this was taken into consideration when preparing the estimates for the 2009 Current Operating Budget. Overall, the City's cash position remains positive and cash balances and future revenues are set to meet cash requirements for the second half of 2009. Financial Implications: The cash position of the Corporation for six months ended June 30, 2009 was a net decrease in cash of $1,980,639 to $2,481,372. Sources of Funds totalled $128,449,541 and Uses of Funds totalled $130,430,180. Sustainability Implications: This report does not contain any sustainability implications. Background: This report presents a six-month period of activity ending June 30, 2009. The discussion below describes the purpose and the information contained in each of the attached schedules. Report CS 30-09 Date: September 14, 2009 Subject: Cash Position Report as at June 30, 2009 Page 2 47 Statement of Cash Position: Attachment 1 reflects the sources and uses of funds for the first half of 2009. Subcategories have been identified to highlight those cash transactions that are significant in nature or large dollar value transactions for the City of Pickering. This schedule summarizes the decrease in cash of $1,980,639 over the first six months. The 2009 mid-year balance is approximately comparable to 2008. However, year to year periodical comparisons may not be useful due to timing of receipts and disbursements. Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions from January 1 to June 30, 2009 and provides the outstanding taxes receivable as at June 30, 2009. This balance represents all three levels of taxes billed, such as City, Region and School Boards. This has increased over the past several years but may vary where due dates and amounts for supplementary billings change from year to year. Current year's taxes receivable of $41.3 million is approximately 29.7% of the $139.0 million total taxes billed as at June 30, 2009. This is not comparable to prior years as the due date was previously in early July and it was June 26 in 2009. Again, the timing of billing and receipts at the time of reporting affects the result of taxes receivable. Of the total outstanding $51.5 miilion taxes receivable, $41.3 million or 80.2% are from the current year and $10.2 million or 19.8% are from prior years. As compared to same period last year, year to date's prior years receivable is up by about $1.1 million. Outstandinq Investments: Attachment 3 reflects the short-term and long-term investments for both the Current Fund and the Reserve Funds outstanding as at June 30, 2009. Investments vary within every year depending on the timing of the collection and remittance of development charges and supplementary taxes. Total investment portfolio as at June 30, 2009 is $75.1 million with $3.2 million coming from internal loans and $71.9 million from general investments, an increase of about 35.7% from the same period last year. Development Charges Collected: Attachment 4 indicates the total development charges for the City, Region and School Boards, as the City is responsible for collecting development charges on behalf of all levels of government. The total amount collected of $247,928, agrees with the balance indicated under Sources of Funds on Attachment 1. However the remittance of development charges to the Region and. School Boards indicated under the Use of Funds is different than the total collected on Attachment 4. This variance is a result of timing differences because payments to the Region and School Boards are due 25 days following the month collected. Development charges collected in the first six months of 2009 is approximately $4.6 million or 94.9% lower than the amount collected over the same period in 2008. Other Development Contributions: Attachment 5 is provided to show other significant development contributions that have been received. Report CS 30-09 Date: September 14, 2009 Subject: Cash Position Report as at June 30, 2009 Page 3 48 Multi year Receipts: The balance of the tables shows multi year receipts. The first half of 2009 total collections of the City portion of development charges are down by almost 95.0% over the same period last year and the lowest over the same period from 2003. This is consistent with the 176 Building Permits issued this-year compared to 383 issued over the same period last year, a decrease of 54.0%. Attachments: 1. Statement of Cash Position 2. Continuity of Taxes Receivable 3. Outstanding Investments 4. Statement of Development Charges Collected 5. Other Development Contributions 6. Building Permits Issued 2000 - 2009 7. City Portion of Development Charges Collected 2003 - 2009 (Semi-annual) 8. City Portion of Development Charges Collected 1991-2009 Prepared By: Approved / Endorsed By: Dennis P. Arboleda Gillis A. Paterson Supervisor, Accounting Services Director, Corporate Services & Treasurer :da Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Co K lxelAv T m s J. Qui n, D , C Chief Administr ve Officer ATTACHMENT#TO REPORT #-LLY3 City of Pickering Cash Position Statement for six months ending June 30, 2008 9 Sources of Funds: Accounts Receivable collected $ 1,494,672 Development charges collected 247,928 Operating 17,092,816 Grants-in-lieu: Federal 845,722 Provincial 1,056,175 Ontario enterprises 3,743,730 Municipal enterprises 670,126 Linear Properties - Federal specific grants 17,146 Ontario specific grants 83,233 Interest Income 168,815 Sale of land - Tax payments received 103,019,346 POA Revenue 9,832 Total $ 128,449,541 Use of Funds: Operating and Capital Expenditures $ 33,044,081 Payroll 17,158,707. Region Levy 58,274,809 Regional portion of Dev. Charges 118,756 School Board Levies 20,935,380 School Board portion of Dev. Charges 12,950 Debenture payment to Region 885,497 Total $ 130,430,180 Net Cash Increase (Decrease) $ (1,980,639 i FINANCIAL POSITION Bank Balance Net Cash Bank Balance January 1, 2009 Provided (Used) June 30, 2009 Current Fund $ 4,462,011 $ (1,980,639) $ 2,481,372 TOTAL $ 4,462,011 Is 1,980,639 $ 2,481,372 Note: Includes City, Region and School Boards Cash Position June 2009NET CHANGES 5 0 ATTACHMENT# 2 TO. REPORT # CS 30-01 O Q O O f- ~t Lo O M N CO m 00 e! J 00 e I _ •G O ~ oM0 M N N~ N M W co ~ N C I- (D V) 00 (n 0 (n N of m 0* U U,) to co (A 1,- Il- (o t- lq p M N ' M O N M N 11) d V N (Cl xW 0 ~ Q 7 rn ' ~ ~ V C 'C M O OD 00 I~ M U•) OF N 00 C r 00 N (o O O N CA C7 M co N R C Il- CF) O M Il- IT V O (0 Lo 0 (1) 0 C V) d r- Ch r (O 1~i d• O r- Cn W c . 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O W O O p ~ U > Q m co m m m m m co N U) » Q 0 Q W Q Y Y Y¢ z 5z(n(n(n(n(n(n(n(n W H COZ(nZ 0 ppz0ZUZZZ N O W .O Q Z Z Z Z Z Z Z Z 7 Z LLJ O Q Z Q J¢ Q m Q Q Q W F- 3 U co co m in m m m m ? m c a U m U m¢ U a m w m m u Z cn LL LL c w > O W W 0) m F- N W p Z rn w (n rn m ur N F- Z fn (n N (n (n m m (n rn m W y E v y > > > > > y > > > > > > > > > C7 N c LYmmmmmmmmmm 0 ~mmCO CO mmmmco mmCO CO Z W - 4) LU z U) 06 H a a n a a (n w otS a s a s a a n a J z F C y U (n v) N (n ~ y N J ~ ~ m U rn w rn u1 N N U v/ N N N J J _y 0 m a~ a~ o a~ a~ a~ a~ 0 y a~ m a~ a) o a> a) a) a) a) a) a) a) = 3 Z Z Z Z Z Z Z Z Z Z I Z Z Z Z Z Z Z Z Z Z Z Z Z Q Q C N U O O v O O I 5 2 ATTACHMENT #'L TO REPORT #-C-§:-3"-0l c d O •L 0 O N Y I~ O O co O N a U M C O C) co 000 p O O U*) r 0 N C M O r- Ul) N O ~ U t ~ +r c m ~ t a C. +s' V m co O = O Co O M O O O Q O > E 0 'x O N N 'L L N o m O (D 04 CD 0 ~ O E -6 m O M N N L L L (o co co 0 co Ul) co `0 6F? . p Iq a) p CO c Lo co O N M ~ d R C O ce) O ~ co a © p O a? O? p a ? ao N O N 0) m N N T U D ' W F- U W J J O Z co m J O m cu a) aQi n m c ~ LL Q 3 O Q ATTACHMENT# S TO REPORT # LS 30'01 53 c O U a~ D O L O rn 0 0 N N rn C C O O O ~ ~ c Y 7 N O L O o ~ U U ~ c E ~ . Q o N 0 o t x O L 0 c Y tv 0 a~ J c W J z L Z O ' m V Z O O U CS 5 4 ATTACHMENT #„-LTO REPORT # CS 30 N ~--i y O a c~~.1 w N N W O 00 z ~M~1 N ~ W V~ O N N W N I'D ~ o I N O O w O O N WJ O O O N N o N • N O O N O O N O O O N 1 -4 O O O O O O O O O O O O O O O O O O O O O NCO O ~fi O Vi O Ui O O O O G1 00 00 1~ t~ ~O ~C. 1n l() M M N N ATTACHMENT #--~-TO REPORT #-LS- 3O -v _ 55 0 C N + o W N ~L/ N . S N r~ O'~ N N O ~ I N s ° ' \ N p ~~o 4-j I~ ~ N .C O N O O O O O O O O O O O O O ° O O O O O O O O O O O O O O O O O O O ~ O ~ O M N N --i --i 5 6 ATTACHMENT #J-'TO, REPORT #-C-5- 30"~Q i V <°o v ~if 9°or o pz p~ z °°z z o °°z Q1 l 4~ r--~ X66 l O r-~ 66f 61 6l l6 6l o' 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o v~ o kn o kn o to caq REPORT TO EXECUTIVE COMMITTEE PI K JRI Report Number: CS 32-09 Date: September 14, 2009 57 From: Gillis Paterson, Director, Corporate Services & Treasurer Subject: Application for Minor Variance to Sign By-law 2493/87, as amended - Bell Canada, 1762 Fairport Road - File: L-2340 Recommendation: THAT the application for minor variance to Sign By-law 2439/67, as amended, submitted by Pattison Sign Group on behalf of Bell Canada, for property municipally known as 1762 Fairport Road, be approved. Executive Summary: An application for a minor variance to Sign By-law 2439/87, as amended, has been submitted by Pattison Sign Group on behalf of Bell Canada for property municipally known as, 1762 Fairport Road. Financial Implications: Not applicable Sustainability Implications: Not applicable Background: An application has been received by Pattison Sign-Group on behalf of Bell Canada who are the owners of the property located at 1762 Fairport Road. The owner is changing it's entire signage across the Country and the existing sign is not part of the new design. The proposed sign is a little over 4sq. feet without illumination. The sign is intended to identify the building, not to promote the services or advertise. A request for a minor variance has been submitted for the installation of one new wall sign. Comments from the Director of Planning & Development regarding each proposed sign are as follows: Report CS 32-09 September 14, 2009 Subject: Application for Minor Variance, Bell Canada 58 - 1762 Fairport Road Page 2 The proposed wall sign, identified on the photograph provided as Attachment 3, replacing the existing wall sign, requires a variance as the sign will be located on lands zoned for residential use. The request to replace the existing wall sign is supported. The use of residential lands for a public utility, such as Bell Canada, is permitted by the City's zoning by-law in accordance with the Public utilities section., The proposed sign is to be located on the existing building and is replacing the existing sign with a new corporate branding that is not-illuminated and is very sedate in its design. Attachments: 1. Application for minor variance to sign by-law as submitted by Pattison Sign Group . 2. Memorandum from Planning commenting on variance request 3. Photographs showing proposed sign. Prepared By: Approved/Endorsed By: Kimberl Thompso , CMM I Debi A. Wilcox, CMO, CMM I TI Manager, By-law Services City Clerk Gillis Paterson, Director, Corporate Services & Treasurer Copy: Chief Administrative Officer (Acting) Chief Administrative Officer Recommended for the consideration of Pickering City u All 61 61 T s J. Quinn, DMR, C M III Chief Administrative Officer CORP0227-07/01 revised SIGN GROUP of. 3Q - OT 59 Edmundston, NB August 18th 2009, City of Pickering 1, Esplanade, Pickering, ON I Object: Application for Sign permits Variance hearing for 1762 Fairport Rd and 5052-5044 Wixson Rd. Dear Council members, As per a code check made in May and conversation's with Amanda Smith in the pass month, this letter intends for tf application of a sign permit variance for the above mentioned sites. The two Bell Canada sites are respectively Zone R3 and R5 which does not allow signage on them. The existing signage is therefore grandfathered. Our customer Bell Canada is changing it"s entire signage across the Country and the existing signs are not part of the new design. The signs we are proposing on both properties are a little over 4sq.feet only without Illumination. These are intender to identify the building and not necessary to promote the service neither as to advertise. We (Pattison Sign Group and Bell Canada) feel that, the above request is reasonable knowing the only the sign desigi changes and that we are keeping a similar square footage as the existing signs. If you have any questions or concerns please feel free to contact me at 506-737-1787. Thanking you in advance for your time and consideration, please accept Mr. Mrs. my most sincere regards, Sebastien Gauvin, Permit Coordinator Pattison Sign Group 8 Miller street, Edmundston, New Brunswick, Canada E3V 3A4 Tel. (506) 735-5506 Toll Free 1-800-561-9798 Fax (506) 737-1734 www.pattisonsign.com A dMSW o1.Sm P.M- k.u.W . Ud ATTACHMENT# TO REPORT# G5 '32-0 ~i i ~ edd DICKERING MEMO 60 To: Amanda Smith August 25, 2009 Municipal Law Enforcement Officer II From: Tyler Barnett Senior Planner - Site Planning Copy: Director, Planning & Development Subject: Sign Variance Request from Bell Canada 1762 Fairport Road and 5022-5044 Wixon Road City of Pickering We have reviewed the proposed sign variances for both Bell Canada locations at 1762 Fairport Road and 5052-5044 Wixon Road. We understand the variances are required as the buildings are located on lands that are zoned for residential use. The use of residential lands for a public utility, such as Bell Canada, is permitted by the City's zoning by-laws in accordance with the Public utilities section. The proposed signs are to be located on existing buildings and are replacing existing signage with a new corporate branding that is non-illuminated and is very sedate in its design. Therefore, the Planning & Development Department has no objections to the requested sign variance. TB:jf TDarnett\Bell Canada Sign Variance Request.doc min' W- c z e ~0M TO ~tEP®RT# • A Am e zoy_ f. of. CS 3~- Q • < ^ Y &R~~ ~j Dp ° > S a F _0 m a ~ a i Qf . ~Y may! aS~ t ~ ~~MC J NZ (1 %f '.g~ .mil * t i•rV j O s G ` . t a e F £z - O'0 c z A O ~n 8 o a r ' 14~ 011 µc~ £ Y iii` Y cI cn~ IZA 4%1 yFO Ems,, w y T ;J - R N SAN D 3 pl~ -Ti=o3 cz,! N yzzma. Dc 3mym a L7 Z,n ..mp00 m#nD~ • czAZ ~m.zZ~ • m cnD T mmmz o Dr en z rt 2~rts 0c • to y 0 M o~~ =Z N °o O ® ~ O Z m ~ Cary REPORT TO EXECUTIVE COMMITTEE 1 1 I `KERI Report Number: CS 33-09 62 Date: September 14, 2009 From: Gillis Paterson, Director, Corporate Services & Treasurer Subject: Application for Minor Variance to Sign By-law 2493/87, as amended - Bell Canada, 5052-5044 Wixson Street, Claremont - File: L-2340 I I Recommendation: THAT the application for minor variance to Sign By-law 2439/87, as amended, submitted by Pattison Sign Group on behalf of Bell Canada, for property municipally known as 5052-5044 Wixson Street, be approved. Executive Summary: An application for a minor variance to Sign By-law 2439/87, as amended, has been submitted by Pattison Sign Group on behalf of Bell Canada for property municipally known as 5052-5044 Wixson Street. Financial Implications: Not applicable Sustainability Implications: Not applicable Background: An application has been received by Pattison Sign Group on behalf of Bell Canada, owners of the property located at 5052-5044 Wixson Street. The owner is changing it's entire signage across the Country and the existing sign is not part of the new design. The proposed sign is a little over 4 sq. feet without illumination. The sign is intended to identify the building, not to promote the services or advertise. A request for a minor variance has been submitted for the installation of one new wall sign. Comments from the Director of Planning & Devleopment regarding each proposed sign are as follows: Report CS 33-09 September 14, 2009 Subject: Application for Minor Variance, Bell Canada - 5052-5044 Wixson Street, Claremont Page 2 63 The proposed wall sign, identified as Attachment 3 to this report, replacing the existing wall sign, requires a variance as the sign will be located on lands zoned for residential use. The request to replace the existing wall sign is supported. The use of residential lands for a public utility, such as Bell Canada, is permitted by the City's zoning by-law in accordance with the Public utilities section. The proposed sign is to be located on the existing building and is replacing the existing sign with a new corporate branding that is not-illuminated and is very sedate in its design. Attachments: 1. Application for minor variance to sign by-law as submitted by Pattison Sign Group 2. Memorandum from the Director of Planning commenting on variance request 3. Photograph of proposed sign Prepared By: Approved/Endorsed, By: I K' erly Thompson, CMM I Debi A. Wilcox, CMO, CMM III Manager, By-law Services City Clerk Gillis Paterson, Director, Corporate Services & Treasurer Copy: Chief Administrative Officer (Acting) Chief Administrative Officer Recommended for the consideration of Pickering Cit ouncil e T s J. Quinn, M MM III Chief Administrative Officer CORP0227-07/01 revised 6 4 PATIISON ATTACHMNT# _TO REPORT'# CS 33 - 0q SIGN GROUP 10C Edmundston, NB August 18th 2009, City of Pickering 1, Esplanade, Pickering, ON Object: Application for Sign permits Variance hearing for 1762 Fairport Rd and 5052-5044 Wixson Rd. Dear Council members, As per a code check made in May and conversation's with Amanda Smith in the pass month, this letter intends for d. application of a sign permit variance for the above mentioned sites. The two Bell Canada sites are respectively Zone R3 and R5 which does not allow signage on them. The existing signage is therefore grandfathered. Our customer Bell Canada is changing it"s entire signage across the Country and the existing signs are not part of the new design. The signs we are proposing on both properties are a little over 4sq.feet only without Illumination. These are intender to identify the -building and not necessary to promote the service neither as to advertise. We (Pattison Sign Group and Bell Canada) feel that the above request is reasonable knowing the only the sign desigi changes and that we are keeping a similar square footage as the existing signs. If you have any questions or concerns please feel free to contact me at 506-737-1787. Thanking you in advance for your time and consideration, please accept Mr. Mrs. my most sincere regards, Sebastien Gauvin, Permit Coordinator Pattison Sign Group 8 Miller street, Edmundston, New Brunswick, Canada E3V 3A4 Tel. (506) 735-5506 Toll Free 1-800-561-9798 Fax (506) 737-1734 www.pettisonsign.com A dMMOn of den Paltlmn bdua&ws Ltd City O~ ATTACHMENT#__2__T0 REPORT# C5 33. O g 65 PICKERING of a MEMO To: Amanda Smith August 25, 2009 Municipal Law Enforcement Officer II , From: Tyler Barnett Senior Planner - Site Planning Copy: Director, Planning & Development Subject: Sign Variance Request from Bell Canada 1762 Fairport Road and 5022-5044 Wixon Road City of Pickering We have reviewed the proposed sign variances for both Bell Canada locations at 1762 Fairport Road and 5052-5044 Wixon Road. We understand the variances are required as the buildings are located on lands that are zoned for residential use. The use of residential lands for a public utility, such as Bell Canada, is permitted by the City's zoning by-laws in accordance with the Public utilities section. The proposed signs are to be located on existing buildings and are replacing existing signage with .a new corporate branding that is non-illuminated and is very sedate in its design. Therefore, the Planning & Development Department has no objections to the requested sign variance. TB:jf Tbamett\Bell Canada Sign Variance Requesi.doc A1TACNMEIVI 3 TO REPORT# GS 33-O s w N~ N _S 3 ~ ~+µtlF, 66 3 ~ r v ~ 1 Jj 1- N y N 0 a 5 226..• ~ Z Z z i1 fk j ~~f. a$~ SOD f r.. C, Fg. aM r e~ cm ;f ads - f S ~ ~ lp 4 +~soc N + 0 ca 4 o~~9a ° s?~as x( *a~r 0 o$0 5~r1~^~. i/ r m~"Ym r1 ~ 'In A ~mm4~ 1 ~~2 6 ~ f 7LF~o Z . $HA s??: I ca > • v y pmmrp mcc~, ..Tj=032~ y ~2 C Mao Z C) D N r Q H Z m f 7 N 0 r _ rLi D D2 • > IO r_r-SD - *0m _ NM4t 0 --A mZ j • 10 Z E D m m IC uxi O bl r,-„ m 0mmZ ~D gxcyz 0 0 .;u M, ZI. o A Z!m oy^C L31 m m c~ _ Zi z e`er, 0 0 mi i eitq 00 REPORT TO EXECUTIVE COMMITTEE PICKERING Report Number: CS 35-09 7 Date: September 14, 2009, From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Recommendation: That Report CS 35-09 from 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 2008 together with a supplemental information package which will be provided on the City's website, a comparison to the 2007 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: This report contains no information pertaining to sustainability. Background: Attachment 1 is the information mandated by the Province to be reported to the public by September 30, 2009. 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 35-09 _ Date:September 14, 2009 Subject: Municipal Performance Measurement Program - Provincially Page 2 68 Mandated Public Reporting of Performance Measures Even though this is the ninth year of Performance Measurement reporting, these measures continue to evolve as existing ones are being revised and 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 year over year, some from prior years may not be comparable to the current. 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. 2008 Provincial Performance Measurement Program - Public Reporting 2. Comparison of 2008 and 2007 Performance Measures 3. Public Notice to be included in the Community Page of the News Advertiser Report CS 35-09 Date:September 14, 2009 Subject: Municipal Performance Measurement Program - Provincially Page 3 Mandated Public Reporting of Performance Measures 69 Prepared By: Approved / Endorsed By: Dennis Arboleda illis A. Paterson Supervisor, Accounting Services Director, Corporate Services & Treasurer GAP:da Copy: Chief Administrative Officer Recommended for the consideration of Pickering City ou rz~'~ as I Quinlan, DM , CMM 11 Chief Administr ve Officer O CITY OF PICKERIN~TTACHMENT#._.J-TO REPORT s-07 YEAR 2008 PERFORMANCE MEASUREMENT REPORT OVERVIEW As required by the Ontario Government's Municipal Performance Measurement Program (MPMP), the Treasurer of the City of Pickering, as part of its 2008 Financial Information Return (FIR) package, has submitted financial and related service performance measurements to the Province. This program was announced in 2000 by the Ontario Government, which requires municipalities to collect data on measures of effectiveness and efficiency in key service areas and report these measures to the Province and the Public. The objective of the Province is: to enhance accountability by reporting to taxpayers; to increase taxpayer awareness on service plans, standards and costs; and to improve local service delivery by sharing best practices with comparable municipalities. As municipalities change and grow, its citizens expect to receive quality, cost effective services. Performance measurements are a means of benchmarking these services that will allow the City to review and improve their delivery. Existing measures are continuously refined and new measures are introduced depending on the value and importance for public imformation. 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. i i CITY OF PICKERING 71 YEAR 2008 PERFORMANCE MEASUREMENT REPORT GENERAL GOVERNMENT 1.1 OPERATING COSTS FOR GOVERNANCE AND CORPORATE MANAGEMENT 2008 2007 7.30% 7.00% 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. • 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 overall marginal increase in 2008 from 2007 was in line with the overall inflationary increase in the general operating costs for governance and corporate management in relation to the total municipal operating costs. i CITY OF PICKERING 7 1 YEAR 2008 PERFORMANCE MEASUREMENT REPORT FIRE SERVICES 2.1 OPERATING COSTS FOR FIRE SERVICES 2008 2007 $1.27 $1.33 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 2008, the operating costs per $1,000 of property assessment decreased as expected by 4.5% from 2007. The 2007 measure included retroactive salaries and wages paid out to staff per collective bargaining agreement by the City with the Firefighters Association. The 0.8% increase on property assessment value (denominator) in 2008 from 2007 had a minimal impact on the resulting measure. I CITY OF PICKERING 73 YEAR 2008 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.1 OPERATING COSTS FOR PAVED ROADS 2008 2007 $706.57 $857.16 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. The levels in 2008 are more in line with costs from 2006. As noted, 2007 saw a spike due to asphalt costs and additional repairs due to result of winter conditions. The 2008 asphalt repair program was undertaken late in 2008 but invoices were not received in time to be allocated to 2008 ledger. i 7 4 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.2 OPERATING COSTS FOR UNPAVED ROADS 2008 2007 $5,991.63 $3,993.81 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. In 2008, the City budgeted additional funds for granular materials due to higher than usual washouts in the spring of 2008 and the need to spread additional gravel on many roads due to excessive ploughing. CITY OF PICKERING 7 YEAR 2008 PERFORMANCE MEASUREMENT REPORT . ROAD SERVICES 4.3 OPERATING COSTS FOR WINTER MAINTENANCE OF ROADS 2008 2007 $2,121.71 $1,434.59 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 increase in costs for winter maintenance of roads in 2008 over 2007 is again due to the severe winter conditions. The frequency of storms in 2008 required frequent salting of roads, overtime to provide services, cost and high volume of materials and contracted services for snow removal. 7 6 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.4 CONDITION OF PAVED ROADS, 2008 2007 84.90% 84.00% Effectiveness Measure Percentage of paved lane kilometres where the condition is rated as good to very good. Objective Provide a paved lane system that has a pavement condition that meets municipal standards. General Comments The following factors can influence the above results: • The municipality's standard service levels for road conditions. • The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. • Amount of traffic. Detailed Comments The City's staff uses their best estimates to establish the percentage of roads that are rated as good. The City's road patrols, the public, employees and the 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 2008 several small repaving/hard surfacing projects were completed that allowed a slight improvement in the overall road condition from 2007. CITY OF PICKERING 7 7 YEAR 2008 PERFORMANCE MEASUREMENT REPORT ROAD SERVICES 4.5 WINTER EVENT RESPONSE 2008 2007 100% 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road maintenance standards. Objective Provide an appropriate response to winter events. General Comments The following factors can influence the above results: • The municipality's standard service levels for road conditions. • The frequency and severity of the winter weather. • The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. • Hours of Service regulations under the Highway Traffic Act. Detailed Comments Roads are cleaned and cleared 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 47 winter events in 2008 compared to 53 in 2007. 7 8 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT STORM WATER MANAGEMENT 7.1 OPERATING COSTS FOR URBAN STORM WATER MANAGEMENT 2008 2007 $817.18 $759.56 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 291 km of urban drainage system in 2008, slightly shorter in length by 7 km in 2007 at 298 due to increased accuracy of inventory. In 2008, the City continued its program of cleaning and flushing of existing storm sewers and catch basins to meet its service responsibilities. A smaller denominator and increase in costs of services resulted in the overall increase in operating costs for 2008. I CITY OF PICKERING 7 9 YEAR 2008 PERFORMANCE MEASUREMENT REPORT STORM WATER 7.2 OPERATING COSTS FOR RURAL STORM WATER MANAGEMENT 2008 2007 $1,592.50 $2,117.96 Efficiency Measure Operating costs for rural 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, 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 351 km of rural drainage system in 2008, as compared to 348 km in 2007. The reduction of operating costs in 2008 can be attributed to less ditching activities, culver replacements and requirement for clean up of third party material spills in the rural storm water management system. 8 0 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.1 OPERATING COST FOR PARKS PER PERSON 2008 2007 $36.33 $34.54 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. The marginal increase can be attributed to cost increases in materials, labour and contracted services incurred in the year. CITY OF PICKERING 81 YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.2 OPERATING COSTS FOR RECREATION PROGRAMS PER PERSON 2008 2007 $41.24 $39.88 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. The increase in the number of recreation programs offered in 2008 incurred a comensurate increase in the overall operating costs to run the programs. i 8 2 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.3 OPERATING COSTS FOR RECREATION FACILITIES PER PERSON 2008 2007 $73.78 $71.66 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 2008 contributed to the 3.0% overall increase on the resulting measure from 2007. CITY OF PICKERING 8 3 YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.4. OPERATING COSTS FOR RECREATION PROGRAMS AND RECREATION FACILITIES PER PERSON SUBTOTAL 2008 2007 $115.03 $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. General increase in the cost of operating the programs and maintaining the facilities contributed to the 3.1 % overall increase on the resulting measure from 2007. 8 4 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.5 TOTAL KILOMETRES OF TRAILS AND TOTAL KILOMETRES OF TRAILS PER 1,000 PERSONS 2008 2007 0.162 KM 0.163 KM* Effectiveness Measure Kilometres of trails per 1,000 persons Objective Measure the effectiveness of trails in the City that provide recreation opportunities. Detailed Comments Total kilometres of trails owned by the City plus trails owned by third parties where the City has a formal lease contract, joint use agreement or reciprocal use agreement for every 1,000 resident were used in the calculation of this measure. The decrease on this measure in 2008 was a result of the slight increase in population (denominator). . *The total kilometres of trails reported in 2007 was adjusted to be consistent with the definition of this measure. i CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT 8 5 PARKS AND RECREATION 10.6 HECTARES OF OPENS SPACE AND HECTARES OF OPEN SPACE PER 1,000 PERSONS 2008 2007 7.651 HA 7.726 HA Effectiveness Measure Hectares of open space (City owned) 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 2008 were the same as in the previous year. The decrease on this measure is a result of the slight increase in population (denominator). 8 6 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.7 TOTAL PARTICIPANT HOURS FOR RECREATION PROGRAMS PER 1,000 PERSONS 2008 2007 17,385 HRS 15,432 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. An increase in participation in drop-in and permitted recreation programs and activities in 2008 contributed to the 12.7% overall increase on the resulting measure from 2007. CITY OF PICKERING 8 7 YEAR 2008 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 2008 2007 436.860 SQM 441.181 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 previous 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. 8 8 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT PARKS AND RECREATION 10.9 SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE AND SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE PER 1,000 PERSONS MUNICIPALLY OWNED 2008 2007 286.516 SQM 318.428 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 reduction in area reported in 2008 is a result of more. refined and accurate accounting of outdoor recreation facility space in accordance with the definition for this measure. CITY OF PICKERING 8 9 YEAR 2008 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.1 OPERATING COSTS FOR LIBRARY SERVICES PER PERSON 2008 2007 $54.72 $53.25 Efficiency Measure Operating costs for library services per person. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. The cost for all five locations is included in the calculation of this measure, which includes wages benefits and all other operating costs. The increase in library operating costs is largely due to an increase in salaries and an increase in repair and maintenance related to aging facilities. Population constitutes the other side of this equation. Given the low growth in Pickering, it is inevitable that this measure will mostly reflect the increase in operating costs. Accordingly, this measure shows an increase of 2.7% from 2007. This indicates that the Library's costs are being reasonably contained in a no-growth environment. 9 0 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.2 OPERATING COSTS FOR LIBRARY SERVICES PER USE 2008 2007 $1.77 $1.83 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. Operating costs have gone down in 2008 from 1.83 to 1.77. While total operating costs for Library services in 2008 have increased 3.8% from 2007, the total library uses have increased by 7.5% resulting in a decrease of 3.3% in the overall cost per use. This is a positive measure of library service efficiency. I CITY OF PICKERING 9 1 YEAR 2008 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.3 LIBRARY USES PER PERSON 2008 2007 30.879 29.017 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 has increased by 6.4% in 2008. This increase in usage is due to an increase in visits to Library branches as well as visits to the Library web site along with an increase in use of the Library's electronic collections such as ebooks and audiobooks. This is a positive measure. of Library success and use by the community. i 9 2 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT LIBRARY SERVICES 11.4 ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES 2008 2007 33.7% 27.2% 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 collections (e-books, etc.) are accessed, number of electronic reference transactions, and number of electronic visits to the library. Electronic library uses in 2008 have increased by 6.5 percentage points from 2007. This measure indicates that electronic use of the library is becoming more popular among our clients. This measure indicates the success of the Library. in meeting our clients' electronic needs through efficient purchasing of electronic resources and successful promotion of these resources to the community. CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT 93 LIBRARY SERVICES 11.5 NON ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES 2008 2007 66.3% 72.8% Effectiveness Measure Non-electronic Library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. Detailed Comments The percentage of non-electronic uses includes data from the five library locations. Uses included total annual circulation, program attendance, in-library materials, number of standard reference transactions and number of in-person visits to the library. The percentage of library uses which are electronic, have increased by 6.5 percentage points. Correspondingly, the percentage of uses which are non-electronic would have to reduce by that same number considering a low population growth environment. This measure indicates a change in the way library services are being delivered and the success of the Pickering library in responding to this change. 9 4 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.1 PERCENTAGE OF NEW RESIDENTIAL UNITS LOCATED WITHIN SETTLEMENT AREAS 2008 2007 99.2% 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. All new residential units in 2008 are located within the settlement area. Settlement areas include areas within the City which has been designated for development in an approved municipal plan. CITY OF PICKERING 9 5 YEAR 2008 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.2 PRESERVATION OF ARGICULTURAL LANDS 2008 2007 100% 100% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses during 2008. Objective Preservation of agricultural lands. Detailed Comments The City of Pickering did not re-designate any agricultural lands in the reporting year 2008. Same are was reported the prior year. 9 6 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.3 PRESERVATION OF AGRICULTURAL LAND RELATIVE TO 2000 2008 2007 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 2008. Detailed Comments . Total hectares of land designated for agricultural purposes in the Official Plan as of 2008 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. Same areas were reported the prior year. CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT 97 LAND PLANNING USE 12.4 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR OTHER USES DURING REPORTING THE YEAR 2008 2007 0 0 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during 2008. Objective Preservation of agricultural land. Detailed Comments No agricultural lands were re-designated to other uses during 2008. i 9 8 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT LAND PLANNING USE 12.5 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR OTHER USES SINCE 2000 2008 2007 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. ATTACHMENT #-,:2--TO REPORT CITY OF PICKERING PERFORMANCE MEASUREMENT 99 COMPARISON OF 2008 & 2007 MEASURES Performance Measurements 2008 2007 General Government - Efficiency Operating costs for governance and corporate management 7.30% 7.00% as % of total municipal operating costs Protection Services - Fire Services Efficiency Operating cost for fire services per $1,000 of assessment $ 1.27 $ 1.33 Transportation Services - Roadways Efficiency Operating cost for paved roads per lane kilometer $ 706.57 $ 857.16 Operating cost for unpaved roads per lane kilometer $ 5,991.63 $ 3,993.81 Operating cost for winter control maintenance per lane kilometer $ 2,121.71 $ 1,434.59 Tranportation Services - Roadways Effectiveness Percentage of paved lane kilometer rated good to very good 84.90% 84.00% Percentage of winter event response that met or exceeded 100% 100.00% municipal road maintenance standards Environmental Services - Storm Water System Efficiency Operating costs for urban storm water management (collection, treatment $ 817.18 $ 759.56 and disposal) per kilometer of drainage system (URBAN) Operating costs for rural storm water management (collection, treatment $ 1,592.50 $ 2,117.96 and disposal) per kilometer of drainage system (RURAL) Parks & Recreation - Operation of Parks Efficiency Operating cost for parks per person $ 36.33 $ 34.54 Recreation Programs - Operation of Recreation Programs Efficiency Operating cost for recreation pro gams per person $ 41.24 $ 39.88 Recreation Facilities - Operation of Recreation Facilities Efficiency O erain cost for recreation facility per person $ 73.78 $ 71.66 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) Operating costs for recreation programs and recreation facilities per person (subtotal) $ 115.03 $ 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 programs per 1,000 person 17,385 hrs 15,432 hrs Trails - To provide recreational opportunities Total kilometers of trails and total kilometers of trails per 1,000 person 0.162 km 0.163 km Parks & Recreation - Open Space is adequate for population Hectres of Open Space per 1,000 person 7.651 ha 7.726 ha Recreation Facility Space - Recreation facility space is adequate for population (municipally owned) Square metres of indoor recreation facility space per 1,000 person 436.860 sq.m. 441.181 sq m. Square metres of outdoor recreation facility space per 1,000 person 286.516 sq.m. 318.428 sq m. Library - Library Services Efficiency Operating cost for library service per person $ 54.72 $ 53.25 Library Services - Library Services Efficiency Operating cost for library service per use $ 1.77 $ 1.83 CITY OF PICKERING PERFORMANCE MEASUREMENT COMPARISON OF 2008 & 2007 MEASURES Performance Measurements 2008 2007 Library Services - Library Services Effectiveness Library uses per person 30.879 29.019 Percentage of Electronic Library uses 33.70% 27.20% Percentage of Non - Electronic Libra uses 66.30% 72.80% Planning and Development - Land Use Planning - Effectiveness Percentage of new lots approved which are located in settlement areas Percentage of new residential units located in settlement areas 99.20% 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 figure based on adjusted kilometers of trails consistent with the definition. i ATTACHMENT #-a-TO REPORT #LL35 f 101 1 CITY OF PICKERING YEAR 2008 PERFORMANCE MEASUREMENT REPORT The Performance Measures required to be reported publicly under the Provincially mandated Performance Measurement Program will be available on the City of Pickering's website cityofpickering.com as of September 30, 2009 or available at the Corporate Services Department, 2nd Floor, Pickering Civic Complex. Ctrq o¢ REPORT TO EXECUTIVE COMMITTEE PICKERING Report Number: OES 32-09 102 Date: September 14, 2009 From: Everett Buntsma Director, Operations & Emergency Services Subject: Albacore Manor - Sidewalk Removal - File: A-1440 Recommendation: 1. That Report OES 32-09 of the Director, Operations & Emergency Services regarding the removal of the sidewalk on Albacore Manor be received for information; 2. That Council address the matters in this report during the 2010 budget deliberations; Executive Summary: City staff have received petitions from seven out of the nine property owners with sidewalks on Albacor Manor regarding concerns over the lack of on-street and off-street parking. This information Correspondence 55-08 was forwarded to City Council meeting held on July 14, 2008. Staff have investigated their concerns and concur that due to the geometric design of the street and the number of residential driveways adjacent to the roadway there is very little provisions for on-street parking. The existing sidewalk on the west side reduces the availability of additional driveway parking. In order to address the need for additional off-street (private driveway) parking the residents have requested that the existing concrete sidewalk be removed and the boulevard area restored. Financial Implications: The cost of Option One for the sidewalk removal and boulevard restoration is estimated at $15,000. The cost of Option Two for the removal of the concrete sidewalk from its existing location and constructing a new concrete sidewalk adjacent to the curb is estimated at $20,000. Should Council decide to proceed with Option One or Option Two next year the corresponding expenditure and funds will be provided for in the 2010 Capital Budget. Removing an existing sidewalk has potential future liability implications. Report OES 32-09 September 14, 2009 Subject: Albacore Manor Sidewalk Removal Page 2 1 03 Sustainability Implications: The implementation of recommendations within this report impacts the social lenses of sustainability given it has the potential to impact traffic operations and provide for additional boulevard parking. Background: City staff have received written correspondence from seven out of nine property owners with sidewalks on Albacor Manor regarding concerns over the lack of on-street and off-street parking. Correspondence 55-08 was forwarded to the City Council meeting held on July 14, 2008 which resulted in Council Resolution #121/08 referring the item to the Director Operations & Emergency Services to report. Staff have since investigated their concerns and concur that due to the geometric design and the number of residential driveways adjacent to the roadway there is very little provision for on-street parking. Albacore Manor was constructed in 1983 and is 66.5 metres in length with 17 properties fronting the road. Currently there is only provision for approximately three cars to park on the street without obstructing driveways. The street has an existing concrete sidewalk located on the west side only which leads to the Bayshore Tot Lot. The residents have requested that the sidewalk be removed and the boulevard restored which would provide nine more parking spaces. Planning and Development Department staff were consulted and they have advised that during the planning stage of a subdivision sidewalks are taken into consideration to provide safe pedestrian access to amenities for the greater good of the community. In this particular case if the sidewalk is removed on Albacor Manor the only other safe. pedestrian access would be to travel an additional 160 metres along to Tanzer Court to the second entrance to the Tot Lot or alternatively use the roadway on Albacor Manor. Municipal Property & Engineering staff reviewed the request and considered three options. Option One proposes for the removal'of the existing concrete sidewalk. Boulevard restoration consisting of sod on lawns and asphalt on driveways would provide for additional parking for nine cars on the boulevard area (private driveways) with an estimated cost of approximately $15,000. The sidewalk removal would eliminate safe pedestrian access to the Bayshore Tot Lot along Albacore Manor. Option Two proposes for the removal of the concrete sidewalk from its existing location and constructing a new concrete sidewalk adjacent to the curb. This also will provide for additional parking for nine cars on the boulevard area with an estimated cost of approximately $20,000. The new sidewalk constructed in the new location would be difficult to maintain for Winter Control due to the lack of snow storage space adjacent to the roadway. CORP0227-07/01 revised Report OES 32-09 September 14, 2009 Subject: Albacore Manor 104 Sidewalk Removal Page 3 Option Three proposes the status quo and not entertain removing the sidewalk at all, thus not setting precedent of removing sidewalks to necessitate boulevard parking. Attachments: 1. Location Map 2. Options Sketches Prepared By: Approved/E By: (aA4d1U-v1v A~,4 a15arrell Selsky Everett %Pfsma Supervisor Director Engineering & Capital Works Operations & Emergency Services Rich rd Holb6yfi Gillis A. Paterson Div' on Head Director Municipal Property & Engineering Corporate Services & Treasurer DS:nw j Copy: Chief Administrative Officer (Acting) Chief Administrative Officer Recommended for the consideration of Pickering City C.ou 6 A-, 0 T s J. Quin" , RDM , CMM III Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT #-I 60S 32-0y N 51 BP~LY w LU W o o: cOogl c~ W CD O Ain WAYFARER LANE ~Z U) z F 1 ~ co SUBJECT SIDEWALK F BAYSHORE TOT LOT / I I OPERATIONS & EMERGENCY SERVICES DEPARTMENT ALBACORE MANOR MUNICIPAL PROPERTY & I ENGINEERING DIVISION - I NTS Sep 1, 2009 Sidewalk Concern PKEER CD Tl- I _ m N N e gYQ Z k§ a a z z x PUP o # N V' \UU c~ x<~g EgG z_sG x" F aO O w z E Ef W~~ V o 19 - MIS a g6bSa~sgE a z A W CO) 61P N p I, IL "a S~ g a a 19 OF 1 s H? a 1< D i 4 I' 2 • ~ f a , ~ r • . E o .w~•s° ~ o m ~ ~t b U % ...i Z Y QW / N B < Q N < ' V r• W r 02 O= Cl) w a g RKRLL$' D<S CL Q .r b . y T V E C w Q rr W Q - v Q~ > m r m r O r Of q. W w` ~ 'raw ~ ~ ~ ~ f7~ a b P f- r L 4 i O b a O 4i r4 lanoo a3ZNVJL lanoo a3ZNVJL I rl-- 0 U N y . o € - E s o m~§d~g~ 3 z z o a a > E°'L Vill ig w U W ox 11 1 Lu Z e k 6e WE a C W a~ Lo U r s~ E ~yb ~~°~°s p y q 19 W¢ a 01 c 0 ~ Z ~ NS H .~'fKF App ui I V 0 - e w Z f f 0 ti O Y m • R o O CO o F d 11. Z F CO) m o O W Q ~ C7 z r~. : I (OV o r O awoo )nv~~ ~ e - CV LNnoo a3ZNVJL z ! "1 J f a f City REPORT TO ' EXECUTIVE COMMITTEE PICKERIN G Report Number: OES 46-09 Date: September 14, 2009 10 From: Everett Buntsma Director, Operations & Emergency Services Subject: Duffin's Trail from Finch Avenue to the Pickering-Ajax Border File: A-1440 Recommendation: 1. That Report OES 46-09 of the Director, Operations & Emergency Services regarding the Duffin's Trail Project from Finch Avenue to the Pickering-Ajax border be received; 2. That, notwithstanding the provisions of the City's Purchasing Policy, Council approve the Toronto and Region Conservation Authority to develop and construct the trail at an estimated cost of $99,813.00 (GST included); 3. That the total gross project cost of $110,250 (GST included) including TRCA estimated cost and any unforeseen costs and the total net project cost of $105,000 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project as follows: I a. the sum of 15,000 be funded from the Development Charges Parkland Development & Trails Reserve Fund b. the sum of $90,000 be funded from Parkland Reserve Fund and 5. That a copy of this report be forwarded to the TRCA for their information. Executive Summary: The Duffin's Trail system currently exists from Beverley Morgan Park located north on Liverpool Road and runs east to Finch Avenue, to the north-west limits of the Watermark Development. The plan is to extend the trail to the Ajax-Pickering border where it will connect to the Ajax Duffin's Trail and form part of the Trans-Canada Trail System that will ultimately extend up to Greenwood and beyond. City of Pickering and TRCA staff have walked the subject site and have agreed on the proposed trail alignment. Should TRCA be commissioned to construct the trail, the approval requirements for the project, including an archaeological investigation and engineering services to permit the trail to be constructed on top of the flood control berm, would be significantly reduced and construction could begin in October 2009 and be completed well before the end of 2009. Report OES 46-09 September 14, 2009 Subject: Duffin's Trail from Finch Avenue to the Pickering-Ajax Border Page 2 1. APPROVED SOURCE OF FUNDS Location Proiect Code Source of Funds Budget Duffins Trail 5780.0504.6129 Debt (10 Year) $105,000 FUNDS AVAILABLE $105,000 2. ESTIMATED PROJECT COSTING SUMMARY TRCA Preliminary Cost Estimate $95,060 Allowance for unforeseen costs 9,940 Total 105,000 GST 5250 Total Gross Project Cost 110,250 GST Rebate (5'250) I Total Net Project Cost 1105,000 3. RECOMMENDED FINANCING SOURCE OF FUNDS ACCOUNTS AMOUNT Development Charges Parkland 5780.0504.7620 $15,000 Development & Trails Reserve Fund Parkland Reserve Fund 5780.0504.7502 90,000 Total $105,000 Financial Implications: The project cost, including a 10% contingency, survey, design, archaeological investigation, permit costs, engineering and geotechnical services has been estimated at $99,813.00 including GST. A breakdown of the estimated costs has been included as an attachment to this report. The funds for this project, at a value of $105,000, were approved in the 2005 Capital Budget (account number 5780.0504.6129) however, the project did not proceed at that time as the. trail alignment was still in question and the Watermark Development had just begun construction so the connection to Finch Avenue was not yet available. As this project was included in the 2009 Development Charge Study, we can now consider revising the financing from the originally approved debt financing. As a result it is recommended that $15,000 be transferred from the Development Charge Reserve Fund and the balance of $90,000 be transferred from the Parkland Reserve Fund. CORP0227-07/01 revised i Report OES 46-09 September 14, 2009 Subject: Duffin's Trail from Finch. Avenue to the Pickering-Ajax Border Page 3 1 10 Sustainability Implications: The construction of this section of trail will complete our connection of the Duffin's Trail to the Ajax trail system and as such will encourage and promote walking and cycling activities between the two communities. Background: The Pickering Duffin's Trail system currently exists from Beverley Morgan Park located north on Liverpool Road and runs east along the hydro corridor, through Brockridge Park to Brock Road, along the south side of Finch Avenue to the west limits of the Watermark Development and terminates at the north-west limits of this development. The construction of approximately 560m of trail would complete the east end of this system and provide a connection to the Ajax Duffin's Trail system. This system forms part of the Trans-Canada Trail System that will ultimately extend up to Greenwood and beyond. Preliminary design and public consultation for this project were started as far back as 2003, when the proposal was to construct the trail for the entire length of the flood control berm from Brock Road to the Pickering-Ajax border. Municipal Consent to construct the trail on the Regional right-of-way at Brock Road had been obtained from the Region of Durham. General consent had also been received from the TRCA, however, due to resident concerns, in particular, those whose properties backed on to the proposed trail, the project did not proceed at that time. A resident meeting was held on March 23, 2004 and subsequently it was decided that a section of the trail be located on the south boulevard of Finch Avenue, from Brock Road east towards the Watermark Development. This section of trail was constructed as part of the Finch Avenue reconstruction in 2006. A portion of property was obtained by the City of Pickering along the western limit of the Watermark Development from Brookfield Homes and an asphalt trail was constructed to the north limit of this development with the intent to connect the trail to the Pickering- Ajax border. The property that the trail will pass through is under TRCA ownership and as such, will be added to the management agreement that the City has with TRCA. During a site walk with City of Pickering and TRCA staff in May of 2006, a tentative trail alignment winding through the wooded area was requested by the TRCA as they had concerns with permitting the trail-to be constructed on the flood control berm. During a subsequent site walk in summer. 2009, it was agreed that the proposed trail alignment could follow the top of the flood control berm for a large portion to minimize. disturbance to the existing wooded area. The trail will be constructed with a gravel base and limestone screening surfacing, which will provide accessibility and be consistent with the TRCA's requirements for trails within natural areas. CORP0227-07/01 revised Report OES 46-09 September 14, 2009 Subject: Duffin's Trail from Finch Avenue to the Pickering-Ajax Border Page 4 As the flood control berm's construction is critical to its function, it is important that the construction of the trail on top does not jeopardize its structural integrity. TRCA have offered to become the constructors of the trail in order to relieve the City of the responsibility of this. By commissioning the TRCA to construct the trail, this becomes an internal project for the Authority. As such, they will be able to expedite the approval process for the project, including the archaeological investigation, engineering and geotechnical services, and staff review for permit. Construction could begin in October 2009 and be completed before the end of 2009. Should the City decide to tender this project rather than commission the TRCA to do the construction, a consultant will need to be hired to prepare engineering drawings for tender and to obtain a permit from the TRCA. The archaeological investigation will still need to be completed, however Provincial approvals will also be required which we have been advised could take upwards of a year to obtain. Based on this, we anticipate that the overall project costs will increase significantly and construction will not proceed until later in 2010. Staff are recommending approval for TRCA to undertake the development and construction of the Duffin's Trail project. Attachments: 1. Preliminary Cost Estimate from the TRCA dated July 7, 2009, and revised August 14, 2009. 2. Location Map Prepared By: Approved/Endorsed By: A d Mostert Evere unt m Coordinator Director Landscape & Parks Development Operations & Emergency Services CORP0227-07/01 revised Report OES 46-09 September 14, 2009 Subject: Duffin's Trail from Finch Avenue to the Pickering-Ajax Border Page 5 112 Ric and Holb rn Gillis A. Paterson 134sion Head Director Municipal Property & Engineering Corporate Services & Treasurer Warn Copy: Chief Administrative Officer (Acting) Chief Administrative Officer. Recommended for the consideration rl of Pickering Cit Coun it 0/ U Th a J. Quinn, t! R, M III Chief Administrative Officer i CORP0227-07/01 revised ATTACHMENT# / TOREPORT# OP-S 46-01 of 11 Cqnservation RONTO AND REG/ON PRELIMINARY Cost Estimate Project: FINCH TRAIL - TOWN OF PICKERING DATE: JULY 7, 2009 RVS'D: AUG 14, 2009 Address: off Bluebird Cres. Telephone: Description Unit Cost / Unit Number ` Total Cost SOFT L.ANDSCAP. Upland Restoration Costs sq.m. $1.50 Ripariann Restoration Costs sq.m. $2.00 Streambank Erosion control-regrade & riprap I.M. $165.00 wetland restoration costs L.S. Restoration & damage repair of staging areas L.S. $5,000.00 1 $5,000.00 Access road preperation L.S. $2,000.00 1 $2,000.00 . CONSTRUCTION . j 3.Om Granular trail + geo-grid L.M. $125.00 125 $15,625.00 3.Om Granular Trail L.M. $95.00 402 $38,190. j .33m trail culverts ( estimated) each $1,500.00 4 $6,000.00 j control bollard - installed each $800.00 2 $1,600.00 site grubbing and tree removal L.S. $2,500.00 1 $2,500.00 access & egress ramp construction L.S. $4,000.00. 1 $4;000.00 DEVELOPMENT Survey and design L.S. $2,500.00 1 $2,500:00 Archaeology investigation & report L.S. $2;000.00 1 $2;000.00 TRCA Staff Review & Permit Cost L.S. $2,500:00 1 _$2,;500.;00 Engineering Services L.S. $2,500.00 1 $2,500600 Geotechnical Services L.S. $2,000.00 1 $2,000.00-: MICS. j I j Contingency 10% $8,64,5.'00... Subtotal: j $95,060.00. . NOTES: 1. Final costs to be confirmed at time of detailed design 5% GST: $4,753.00` TOTAL: $99;813.00... ATTACHMENT# TOREPORT# OE5 UA-09 of 114 3 E L . xdre o r--N-ol L x. 77(11 Q 0 'v 0 3AIb4 M31 x a Q CL Q i ° 0 ° v W n Z Q Q W 3 ~ Q Z z 3AI60 w. UL U J U) O0 Ob193m9 F LL L ~Z D o I Od0~ N33-IXVRJ