Loading...
AGENDA - Special General Committee - 20080227SPECIAL GENERAL COMMITTEE AGENDA N0. 08-11 WEDNESDAY, FEBRUARY A 2008 7:00 PM 2008 CAPITAL & OPERATING BUDGET COUNCIL CNAMBERS AURORA TOWN MALL PUBLIC RELEASE 02/22/08 AURORA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO, 08-11 Wednesday, February 27, 2008 Council Chambers 7:00 p.m. Mayor Morris in the Chair 1 DECLARATIONS OF PECUNIARY INTEREST 11 APPROVAL OFAGENDA RECOMMENDED: THAT the content of the agenda as circulated by the Corporate Services Department be approved as presented. 111 DELEGATIONS John Gutteridge, Director of Financial Services - Budget Status Update VI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION VII ADJOURNMENT Special General Committee Meeting No. 08-11 Page 2 of 2 Wednesday February 27, 2008 AGENDA ITEM 1. Memorandum from the Financial Analyst/Budget Supervisor pg. 1 Re: Additional Information Requested at January 29, 2008 meeting 2. Memo from C.A.O. 2008 CAO/Administration Budget Summary pg. 4 3. Summary of 2008 Budget Changes as of January 29, 2008 pg. 10 4. Memo from the C.A.O regarding Advertisement Budget for 2008 pg. 12 5. Extract from EAC regarding advertising pg. 22 6. Staff Justifications pg. 25 7. Report from the Director of Public Works re: Vandorf Sideroad Capital pg. 38 Budget Update 8. Deferral from Council Meeting Feb. 12, 2008 pg. 80 Re: Capital Budget Adjustment of 2% 9. Deferral from Council Meeting Feb. 12, 2008 pg. 81 Re: Smart Commute Budget 10. Memo from the Dir. of Financial Services Reserve & Reserve Fund Report (To be distributed at the meeting) 11. Memo from the Dir. of Financial Services Surplus/deficit Report (To be distributed at the meeting) 12. Memo from the Dir. of Financial Services Senior's Tax Rebate Report (To be distributed at the meeting) 13. Memo from the Dir. of Corporate Services re: Future Budget Date Meetingspg. 102 SPECIAL GE,KF� VWI.TTEE - FEBRUARY 27, 2008 ITEM # - 1 MEMORANDUM Name of Division Financial Services Date: February 1, 2008 To: Mayor and Members of Council, Senior Management Team From: Laura Sheardown, Financial Analyst/ Budget Supervisor Re: January 29th Budget Questions With this memo I will try and respond to all of the questions or requests from the January 29�h Special General Committee meeting. 1. Provide a summary of the new positions requested through the 2008 budget process (Attachment 1). 2. Provide information regarding an appropriate staff budget required for 22 Church Street when it is opened. Based on the current construction schedule we anticipate that the building will be completed by the end of July, if we allow a month for construction delays this would take us to September 1. In addition we have Novita working to have a Strategic Plan and Business Plan for presentation to Council in May, if this gets adopted by Council in May we should start immediately with the recruitment of a Curator or Similar type position. If we fast track this process we are hopeful to have someone hired for July 1 or for 6 months. On the assumption that we would look to open the facility in September we believe that at the very least we will require some form of caretaking services and administrative assistance for the operation. We believe that subject to the results of the business plan this would be the bare minimum in staffing requirements and therefore we should be budgeting the following; Position Monthly Cost Number of Months 20 88 Bud Curator (Management Staff) Salary - $ 6 250 6 _et $ 37,500 Benefits @ 25% $ 9,375 Caretaking Staff Sala - $ 2,900 4 $ 11,600 Benefits @ 25% $ 2,900 Admin Assistant Sala - $ 3,333 4 $ 13,333 Benefits 25% $ 3,333 Total $78,041 As Council is aware staff to date has recommended more than this and the exact numbers will not be determined until the business plan is complete and adopted. We therefore recommend that a minimum amount for Salaries and Wages for 22 Church Street should be $80,000. 3. Review Council's funding requirements for Contract Communication Support With regard to your request to determine a number for Council to include for a contract communication specialist we would think to hire someone on contract for this service with the quality that you would require would come with a cost of between $30.00 and $40.00 per hour. - 1 - SPECIAL GEX04 II�MITTEE - FEBRUARY 27, 2008 ITEM # " 2 yow'ra ur,Soodcm..p LLay.� This was determined by finding what a local newspaper would pay and factoring in a premium as a result of the work being a contract position. Council will have to determine the number of hours that might be required. 4. Review CAO's budget for potential reductions. This information will be distributed at the next budget meeting. 5. Council's options with regards to the Library Board. At our last meeting Council requested that we advise Council as to your options as they pertain to the Library Budget. As we have indicated Council has no control over how the Library Board spends their money, the only control we have is on how much you provide them on and annual basis. In the past the Library Board has been very co-operative in providing us with the details of their budget and have provided us with solutions when requested. We have had discussion with the CEO Colleen Abbott and she Is working to provide us with some options to get to a 4% Increase, we are hopeful that we will have this for our meeting on Monday evening. 6. Provide, feedback from Leisure Services regarding the proposed fee increases. Leisure Services held a meeting on Thursday, November 291" to discuss the proposed fee increases for 2008. All of the affected user groups were represented at the meeting. As of today, no letters of concern or acceptance of the proposZireases have been received from the impacted groups. J aura Sheardown, Financial Analyst/ Budget Supervisor Ext. 4119 _2. SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 1 - 3 Proposed New Staff for 2008 2008 Total Impact Full-time Part-time 2008 Levy (Levy/Non- Position Annual New Position Positions Positions Impact Levy) Gapped Until Cost CAO's Department Economic Development 1 Administrative Assistant 1.0 $34,993 $34,993 June 1 2008 $61,445 Corpora a Services Help Desk Telecom Support Technician* 1.0 0.38 $52,184 $52,184 n/a V2,184 Manager of Administration 1.0 $65 820 $65 820 Aril 1 2008 $72 184 *Information Technologyhad $20 000 in their 2007 budget for this pit position Financial Services No additions for 2008 Buildinq Services Building Clerk 1.0 $0 $11,734 October 1.2008 $60,482 Public Works Service Person 1.0 $10,228 $14,612 October 1, 2008 $62,490 Operations Technician 1.0 $5,955 117;013 October 1, 2008 $72,184 Mechanic 1.0 -0.6 $5,120 $8,150 October 1, 2008 $32,600 Fleet/ Infrastructure Clerk** 1.0 -1.0 $4.725 $7 876 n/a $7.876 "Only the increase in benefit costs are included in the costs/impacts for this position Leisure Services Deck Supervisors 2.0 $82,517 $82,517 April 1, 2008 $111,992 Community Programmer*** 1.0 $0 $0 n/a $66,812 Aurora Heritage Centre Curator 1.0 $44,679 $44,679 June 1, 2008 $77,553 Aurora Heritage Centre Administrative Assistant 1.0 $27,313 $27,313 July 1, 2008 $55,996 Aurora Heritage Centre PIT Facility Receptionist 0.5 $10,466 $10,466 July 1, 2008 $21,524 Aurora Heritage Centre Service Person 1.0 1 $29,9691 $29,9691 Jyjy 1, 20081 $61.227 ***Funding for this position has been transferred from the vacant Aquatics Assistant Planning & Development No additions for 2008 -3- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 2 - AuRoxA ynw'v,�uc good Ca�x�ary MEMORANDUM Office of the Chief Administrative Officer Date: February 22, 2008 To: Mayor Morris and Members of Council From: John S. Rogers, Chief Administrative Officer Re: 2008 Budget Attached please find a revised budget for CAO/Administration with possible reductions included. John S. Rogers Chief Administrative Officer -4- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 2 - 2 -5 SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 2 - 3 Receptions • Budget in 2007 $2,500 • Spent $3,060 • Requested increase to $4,000 for 2008 • This account is used for Staff longevity gifts, retirement gifts and Home Show expenses This account is overspent this year due to unforeseen expenses for the Tiger's reception Business Networking • Budget in 2007 $515 • Spent $716 • Requested increase to $900 for 2008 • This account is for expenses for soliciting external source information (eg. Regional representatives, area CAO's, Chamber luncheons, Tribute dinners) Subscriptions/Publication • Budget in 2007 $1,600 • Spent$2,005 . • This account covers the follow subscriptions/publications: o AMO $90 o Municipal World for the organization $408 o Ontario Bar Association $55 o Municom $90 o Inside Queens Park $420 o Public Sector Digest $530 o TOTAL - $2,000 Contingency • Requesting to set up this account for unforeseen expenditures in all Departments Staff Initiatives • Budget in 2007 $12,875 • Spent $11,500 • Requested increase to $13,500 for 2008 • This account is for the Town Staff Christmas party, Children's Christmas party and Staff Appreciation Day etc. 6- SPECIAL GENERAL COMMITTEE- FEBRUARY 27, 2008 JITEM # 2 - 4 �1 Meeting Expenses • Budget in 2007 $2060 • Spent $2,110 • No requested increase for 2008 • This account is for refreshments for early Closed Session meetings, Budget meetings, Special Council meetings and extended Management Team meetings Conferences • Budget in 2007 $7,725 • Spent $2,250 • No requested increase for 2008 instead a decrease to $5,225 since it is unclear if there will be a Character Conference in 2008 ($4,500 budgeted in 2007) This account covers the following conferences: o OMAA — 2 times $900 = $1,800 o AMC - $1,300 o Character Conference $1,725 (not held this year) o TOTAL $4,825 Memberships • Budget in 2007 $3,605 • Spent $3,280 • Requested increase for 2008 for CANAMA $630 • This account covers the following memberships: o OMAA $275. o AMO $270 o Bar Association $655 o OMMI $290 o York Region Law Association $125 o Law Society of Upper Canada $880 o Aurora Chamber of Commerce membership for the organization $175 o AMCTO $305 o TOTAL $2,975 (plus CANAMA @ $630=$3,605) Consulting • Budget in 2007 $5,000 • Spent $4,650 for Management Workshops and 360 Evaluations • Requested increase to $6,500 because of 4 new senior management team members -7- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # Mileage • Budget in 2007 $1,236 • Spent $400 • No requested increase for 2008 • Mileage expenses accounted for: o $300 for unplanned mileage o $150 for EA to the CAO o Total $400 Office Supplies • Budget of $1339 • Spent $1060 • No requested increase for 2008 Courses & Seminars • Budget in 2007 $2,060 • Spent$1,555 • No requested increase for 2008 Vehicle Allowance • $4,200 General Office Equipment • Budget in 2007 $2,000 • Spent$2,020 • No requested increase for 2008 Photocopier Charges • Budget in 2007 $1,000 • Spent $850 • No requested increase for 2008 — reduce to $850 Printing Budget in 2007 $3,500 for Annual Report • Spent $0 • Decrease to $1,500 for 2008 "The changes included in this summary result in a further reduction of $2,174 -$- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 2 - 6 -9- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2005 ITEM # 3 - Town of Aurora Recommended changes to 2007 Levy Meeting: February a, 2008 Data of Change to Bar. Decision Dept. N Department It.. Budget Revised Budget fear. Tax% Cum.% 22,939,06$ Jan s Inc MEMO ...:. �...� Proposed Budget Increase ill �,8'. 111 1 N/A 9110 Taxation. Growth $ (613,262) $ 1,931,612 -2.8% 8.4% 2 7102 Historical Society Wages 46,627 1.978,239 0.2% 8.6% 3 1201 CAO Contingency (20,000) 1,958,239 -0.1% 8.5% 4 1201 CAO MEMBERSHIPS 300 1.958.530 0.0% flz% 5 1201 CAO SUSCRIPTIONS (407) 1.958.132 0.0% 8.5% 6 7302 Parks Operations Com'n from Capital (75,000) 1,B83,132. -0.3% 8.2% 7 3612 Vehicle Maintenance Internal Transfers 22,500 1,906,632 0.1% 8.3% 0 7303 Leslure Services Vehicles Vehicle Supplies (1,750) 1,901 0.0%, 8.3% 9 7211 Community Centre Utilities 20,350 1,024,232 0.1% 8.4% 10 7211 Community Centre Heating Fuel 20,350 1,944,582 0.1% 8.6% t1 1150 Mayor & Council Insurance (106) 1,944,476 0.0% 8.5% 12 1901 Town Hell Insurance (5,765) 1,938,711 0.0% 8.5% 13 2402 Sy4ow & Licensing Insurance (254) 1,938,467 0.0% 8.6% 14 3420 Works Building Insurance (17,088) 1,921,369 -0.1% B.4% 15 7211 Community Centre Insurance (2,601) 1,918,768 0.0% 8,4% 15 7222 Leisure Complex Insurance (2,601) 1,916,107 0.0% 8.4% 17 7235 52 Victoria St Insurance (163) 1,916,004 0.0% 8.4% 18 7240 56 Victoria St Insurance (812) 1.915,192 0.0% 8.3% 19 7265 216 Industrial Pkwy, Insurance (163) 1,015,020 0.0% 8.3% 20 7282 Stronach Aurora Has Com Insurance (6,308) 1,908,721 0.0% 8.3% 21 7290 Seniors Cemm Insurance (1,854) 1,907,167 0.0% 8.3% 22 7302 Parks Operations Insurance (020) 1,908,647 0.0% 8.3% 23 73D4 Parks Building Insurance (209) 1,906,336 0.0% 8.3% 24 7450 Seniors Program Insurance (163) 1,006.175 0.0% 8.3% 25 70D3 Library Fadllty Insurance (0,679) 1,899,696 0.0% 8.3% 26 7603 Library Fadllty Transfer of Facility Costs 6,579 1,906.175 0.0% 8.3% 27 7781 Library Faculty Costs Transfer of Facility Costs (6,579) 1599.695 0.0% 8.3% 28 1490 Municipal Purposes Reduction of Come to Capital (473,572) 1,426,024 -2.1% 6.2% 29 1160 Council Programs Smart Commute 30,000 1,456.024 0.1% 6.3% 30 7211 Community Centre Add'I Concession Rev (10,500) 1,445,624 0.0% 6,3% 31 7282 Stronach Aurora Has Com Addl Concession Rev (30,500) 1,416,024 �0.1% 62% 32 7303 Leslure Services Vehicles Remove Capital Impact (1,750) 1,413.274 0.0% 6.2% 33 7265 215 Industrial Pkwy Remove Capital Impact (101,476) - 1,311,798 -0.5% 5.7% 34 7302 Pares Operations Remove Capital Impact (4,600) 1,307,298 0 D% 5.7% 35 7303 Lesions Services Vehicles Remove Capital Impact (1,750) 1,3D5,546 0.0% 5.7% 36 1901 Town Hall Remove Capital impact 1,950 1,31)7,498 0.0% 5.7% 37 1402 Information Technology Remove Capital Impact (12,500) 1.294,998 -0.1% 5.6% 38 7302 Parks Operations Remove Funding from Cap 37,500 1,332,498 D.2 % 5.8% 39 3100 Public Works Admin Remove Wage Recovery 26.000 1,357,498 0.1% 5.9% 40 115D Council Administration Revised Printing Charges 1.200 1,358,698 0.0% 6.9'/. 41 - 116D Council Administration Remove Toner Budget (260) 1,368,448 0.0% 6.9% 42 1201 GAO Revised Printing Charges 300 1,36B,748 0.0% 5.9% 43 1202 Legal Services Revised Printing Charges (30m 1,368,448 0.0% 5.9% 44 1202 Legal Services Remove Toner Budget (680) 1,357.768 0.0% Ca$% 45 -' 1301 Corporate Services Revised Printing Charges (4,500) 1,353,258 0.0% 5.9%a 46 1301 Corporate Services Remove Toner Budget (1,400) 1,351,868 0.0% 6.9% 47 1304 Human Resources Revised Printing Charges 1.000 1,352,888 0.0% 5.9% 48 1304 Human Resources Remove Toner Budget (650) 1,352,218 0.0% 5.9% 49 1401 Financial Services Revised Printing Charges 5,300 1,357,518 0.0% 5.9% 60 1401 Financial Services Remove Toner Budget (2,600) 1,354,918 0.0% 5.9%. 51 2402 By-law & Licensing Revised Printing Charges (1,100) 1,353,818 0.0% '5.9% 52 3100 Public Works Admin Revised Pricing Charges 950 1,354,768 0.0% 5.9% 53 3100 Public Works Admin Remove Toner Budget (1,400) 1,353,368 0.0% 5.9% 54 3420 Works Building Revised Printing Charges 3,400 1,356,768 0.0% 6.9% 55 3420 Works Building Remove Toner Budget (1.800) 1,364,968 0.0% 5.9% 56 71D1 Leisure Services Admin Revised Printing Charges (2,200) 1,352,768 0.0% 6.9% 57 71D1 Leisure Services Admin Remove Toner Budget (1,750) 1351,019 0.0% 6.9% 58 7221 Leisure Complex Revised Printing Charges 5,900 1,366,018 0.0% 5.9% 54 7221 Leisure Complex - Remove Toner Budget (150) 1,356,768 0.0% 5.0% 55 7201 Stomach Aurora Rec Com Revised Printing Charges 8,300 1,366.068 0.0% 6.0% 56 7301 Parks Admin Revised Printing Charges 2.000 1,367,6611 0.0% 6.0% 57 7404 Leisure Complex Fitness C Revised Printing Charges 4,300 1,371,968 0.0% 6.0% 58 7450 Seniors Program Revised Printing Charges 2,700 1,374.008 0.0% 6.0% 59 8101 Development Planning Revised Printing Charges (1,200) 1.373.468 0.0% 0.0% 60 8102 Community Planning Revised Printing Charges (3500) 1359968 OD% 0.0% B7R9' GconH05ie1Je`ysY6pmknt it xlsed AOn�'ri9 Gjaras, _ 62 2103 York Cenral Fire Revised Levy (16780) 1,349,688 -0.1% 5,9% 63 1304 Human Resources Director recruitment 55,000 1.404,888 0.2% 8.1% 64 1490 Municipal Purposes Con. to Capital 14,791 1.419,479 0.1% 6.2% SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 3 - 2 Town of Aurora Recommended changes to 2007 Levy Meeting: February 4, 2008 Data of Che rgo to Ror. Decision DeptQ Deportment Item Boded Revised Budget Ilion Tax% cum.% 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 33 84 86 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 1490 1490 8103 2401 2401 var var var 3200 3200 var 7400 7409 7409 7230 1302 2403 2403 1304 var var 7230 7230 7230 7260 7250 7260 7250 7266 7400 7409 1302 1100 1160 1160 1160 1100 1150 7501 1490 Municipal Purposes Municipal Purposes Economic Development Building Department Building Department Public Works Admin Public Woods Admin Public Works Admin Engineering Services Engineering Services Leisure Services Admin Leisure Services Admin Leisure Services Admin Leisure Services Admin Leisure Services Admin Marketing & Communication Animal Control Animal Control Corporate Services Library Library Planning Church St School Church St School Church St School Jack Woods Jack Woods Jack Woods Jack Woods McMahon Tennis Arts & Cultural Arts & Cultural Communications Council programs Council Programs Council Programs Council Programs Council Programs Council Administration Special Events Municipal Purposes Promissory Interest Supplementary Revenue Administrative Assistant Building Clerk Inc of Coate to Discretionary Operations Technician .5 Mechanic Service Person Environmental Engineer Red In Canon from Reserves 2 Deck Supervlsors Curator 1 Admin Assistant .6 Reception Clerk Facility Person Sr Communication Specialist Increase in Contract Tags Manager of Admin (120,000) (100,00o) (26,452) (38,748) 38,748 (19,310) (16,369) (30,615) (82,923) 82.923 129,475) (32,874) (28.683) (11.069) (31,268) (38,409) 16,000 (50,000) (22,472) 'Benefits 7,000 Cont'n to Capital (15,000) Intensification Study Red of Cleaning Supplies Red of Operaling Materials Red of Equip Sew Contracts Red of Utilities Red. of Fading Fuel Red of Building Repair Red of Really Taxes Red of Building Repair Red of Revenues to year Red of Expenses to 112 year Advertising Smart Commute Seniors Tax Grant Program Student Farmers Market Farmers Market Oak Ridges Mormine Community Recgn Awards Community Recgn Awards Conlin to Capital (2,600) (8,000) (5,600) (500) (1,000) (1,500) (2,200) (6,000) 11,000. (6,750) (37,000) (30,000) (7,731) (400) 1.000 (3,00) 3,90D 450,000 1.299,479 -0.5% 5.7% 1,199.479 -0.6% 5.2% 1,173,027 41% 5.1% 1,134,279 -0.2% 4,9% 1,173,027 02% 5.1% 1,153,718 41% 5.0% 1,138,358 -0d% 5.D% 1,104,843 -02% 4.8% 1.021,921 -0.4% 4.5% 1,104,843 0,4% 4.8% 1,075,368 -0.1% 4.7% 1.042,495 -0.1% 4.5% 1.013,812 -0.1% 4.4% 1,002,763 41% 4A% 971,495 -0.1% 4.2% 933.086 -0.2% 4.1 % 946,086 0.1% 4.1% 896.086 -0.2% 3.9% 876.614 -0.1% 3.8% 876,614 0,0% 3.8% 882,614 0.0% 3.8% 867,614 -0.1% 3,8% 867,6'14 0,0% 3.8% 867,614 0.0% 3.8% 865,114 0.0% 3.8% 867,114 0.0% 3.7% 851,614 0.0% 3.7% 851,114 0.0% 3.7% 850,114 0.0% 3.7% 848,614 0.0% 3.7% 846,414 0.0% 3.7% 841,414 0.0% 3.7% 862,414 0.0% 3.7% 846,664 0.0% 3.7% $08,664 -0.2% 3.5% 778,064 -0.1% 3.4% 778,664 0.0%- 3.4% 770,933 0.0% 3.4% 770,533 0,0% 3.4% 771,633 0.0% - 3.4% 767,633 0.0% 3.3% 771,633 0.0% 3.4% 1,231,533 2,4% 6.4% -11- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 4 YoWrei , 66o,6 �mpmy MEMORANDUM Office of the Chief Administrative Officer Date: February 1, 2008 To: Mayor and Members of Council From: John S. Rogers, Chief Administrative Officer Re: Advertisement Budget for 2008 Attached please find the information requested regarding the advertising budget for 2007 to support the budget request for the 2008 advertising budget. John S. Rogers Chief Administrative Officer -12- CIAL C iENER P in al0 W z Z RL COMMITTEE - FEBRUARY 271 2008 ITEM # 4 - 2 0 o 0 om`d` d°1i. m .q m mm m o c N N tl 6.6' 6 6 N N N N m m MoM 0 N N O V Z � a _ j K a 3 d z ¢ F a xa QQaa 0.W0 O o 2 O z s0 Y 2 0 L U 0 p�o 0 QFQ K p U K 0.' b C, O 0 0 0 ~ Y } 4 V D K 00'a a a z z W �% -� -� Z Z NN' K 0Q_00 d `} �zzzz S22 q� 2 U O O o o -13- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 4 - 3 d d A N j i E 0 6 a. ar VW Na N n b 0 0. N ¢ r ¢ r a a d Oryry U V 0 u uu ••°c a °u o vym o �nm�.i.,. vbi a o h �i, nm ti c'Q, o m m n w INo a INo �No cNo fNn cWl ro m p 0 0 drni V O V�� !� n n n O W O O V Obi uai OWi m N O N O N< m ry O Oi M M01mr^M�ra-��NNN NNN N,N NNN M o`% n rn v m n a ry vi, m o m `cS e m ai �o N m gi ro m g m M M O M n N N m O O 0 ems} O O [V LL) N �(I V V a V IV N N N N N N N V N N N tN� tN�l cN7 m'f M M V O o Q V g W 2 m mW N N N N N N M M2 M M oV N a. ¢ ¢¢ ¢ ¢ °d °d°d ¢ 6 °t ¢ ¢ °d ¢ ¢ � ¢ ¢ Q °d 6 a "d ¢ ¢ ¢ a ¢ Q , ��JJ n nnnn ^^nn nnn nnn flj O O O O O O ON bN�N 0N 0N N0N 0N 00N 0n0N nON OnON ioON.nO nO -no rO-nO nOO onOn NnOnnOO OnOr NNO ON ON N 'On0on0Onn0o i i as a aaa a v aaaaaa d'v ay.ra NIAM�usnn nn hnnnn n-nl .u1 M.m m N O h h N m m m m r r N N N N N N N N N N N l Z O F � U O 0 z = z z N y o.a 00 >> O (7 Q ¢ O zz FZ 00 7 U Y U U O O< Y Iw- 0 0 N N r�n5 O O � � u�. ❑�L❑ "' qOq N N N N Q G Fes-. � W � O. N NN � � � Y _ ¢ Q � C9 � f :Rona QQg �a d or= .M--r¢ Q K i:,co _o g P�OOZ N N (� Va41 u1 N O ul m �A qg W r 1� 1p n iD iti o O Q K W Hi i�l a s �. 4 rn O id i . o m W O 0 0 0 Z W W Z Z m m Q a-ro Q ¢.m & A a Q Q w¢ a¢ n> LLLLory� LL W Q¢ W ii ran pp,,a w W K K rn m W W `� § a d, d d a a w m r�i M o o Z Z Y Q I N z z p¢ Qp zo a s `0. >} di N IA m LL IL z N IV 'Y a M M O O O O r 7 'QY j j on U U 01 a O O V a is W M M rn rn m M 1d ��dd M1 W W M I7 fDD m n h (O l0 a O b 0 0 m (O uj U U �.n ld Ip Cq W m o o p g p 0 0 0 a s ': m m [] [] 0 0 N m M o O N 4 Q n 2 n2 ntt ¢¢n ¢ Qq.¢ ¢¢ n n o O ^> tzY K KIY K000000 Zz Z Z Z z z K ZZ z z Zzo Zi w ¢ Q Q¢¢ Q O O OO O a Q by 0' K ir a: K K J J J J J J d m�{ rwet� G¢Q] f¢Q➢ �1 C¢¢(1 K W K Q� Q�Q(� � K W ^I -� 4' K pmmq� C Q 'S S 'S. 7i w w W W w¢ 2 F G 2.W W C d �' K 'S d a K c -14- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 4 - 4 m N � rn V N NI C ^+ N a' N � a m a E 2 3 a N N � U w z b v xax N lU N F-N � U 0 o U _� c •pO• m e N N U "C a U Z li. Q RQ Q I=iU O O th�1 b tWO M m M COJ (OD M w qM l00 ryN o n U n o C N O O�i �� N o of W N o m W O n o Oo n V W W v Wv�� W tip- �- t(1 N O O O� N M MMM M M N O %M1 hh N 9 t0') coo M M N vj N NfWD N 001, W W O Aq 9 O 0 4 A r R h QWI, Cr N N n N W N m tmO tb O O W O r �{ Ui OO 6 ti Yi mN L6 0) M R C N In 1n t+1 O 0 0 n 0 O'O m 0 0 0 N N y e- N 10(1 » 4Y VNl H 'ti u0i 'O umi h h Ifi k1 N N t00 f00 m b b to io ttl n n N d O h gi pp,, aaaga,aaaaaaaspa sa saa,,¢¢,,aa w Q'¢ K.Q 4 4¢¢ Q Q Q Q 6 6¢ Q Q¢ Q Q Q Q 6¢ Q < 4 4¢ 4 4¢¢ 4 Q 4 h N nnOnr'h O. hn hOh h n n N O O O OOONNN"N N N O NN .. N N N N N' W m rn m p b O O D O O O O O O O O O O O O u61i»mmoo���M»� »cMn .n r�i r"'i c m m rni eii crniM v q'q q� N N N N M M M M M M N Z F U J J 00 O cl� W W 1' of of 4 m oo� z OUC?U' FU-{U-U' U' 4 YW' (H7 yC7r Ch7 C7 .NQ�+.NNW ❑m to�f 1�O^ J `LJ .mf' W �gYW OaJ O F 010- (<NAC QNo i O�O 4�uu2 C<ajU 7O HNO> 03 4m 0 W tQ N w 44¢¢ 0O� >>O O°Z Q <UO mN m C)C7� YaOO 0 0 0 5 N N N N U U. ZaZ 5> n 5�{• : 5 ��� Z Z � O � � Q Q g g i002 > 0 W W W W - 0. d W W Md 6J. d N N y p Q Q W W o o W w N h id iG p fn Om f` t+ aOii I(i jrj V �' z Z !A U1 0 fD 0- o W W N O Q O O U Z Z J^ 0 U' o m N IN- a a g Q 0 h F• U U N N qq N "R ww W w?, ?,O_ FNwW nogg, W W ww Na W W 0o W 6M W O.O W �aa W aiow �aa~a n. z z a o. �'-'`!? a��'asooaa>>¢5. u`�i lyi m rn urni » i' UW)' N -Oi N N umi i» tWo » N V r n m rni z Z Q Z .g 'Min O M M m O p O n m O O O O O O. aNO p N N V V [40 '�QJy U R' .- ❑N _ O O M M O O Q [} .� .�- n h U W 1 a' IL W of N O O O O O q Z Z Z¢¢¢ 4a ¢d O 0 a Q fY K ,{ 4, 2 m 0 0 q O O K Q Z Z �.0 U U U m m m 05 O O D U a o< O o o' � m F F U U m m U U O O m m 4' W W W g Qa x w id W Z � w W W r Z 2 J J a 333u7 w¢¢3 ¢i ..Q¢mmw * Low wto as to w to r H 0 U -15- CIAL 1 9 m o yI a ?y C F N iENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # C F p m O" m 0 0 'o m0m N N N N N N N U N N N N N N tNV N N 'OO o p o Q ryGry m C O � ry a N a h- Q W O ro a` o' Z O m F¢Q E U Z 0 0 a g R �, o z r w w Z '. O N �- m U OC o 'o ❑w O w 4 t�iU UI 7 -76- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # a - 6 O N C m 4 C d O yy OU O W a O a O O ON A a N N V NV0 WN OVoN 4 1 W W W w W M g 01 yO--O ONO O40 W � Orr OOWiN yr rlrDr �hHmtinnN�h�c NMn � rn.fii �o�����r r"o3�N 1 1 Ol (V' CIE CIF aI 1fl 6 lD id (O W Oi o OO b N fV V K p "r wi 0 W cw a TO) 01 ry N C 4 O O YWi N O lOp. N N N O OM1 o n n r n W o of o o; d of o7 P M 2 o o m rz m. y OP G. N O N C C 6 O W fo M M M M a{ Q N OI Ol O) O� 41 p� O tl' N N ry� M M M 10 uJ O O fD W- n M M M M M M a K W ¢aaa ad ¢ p p 0 0 0 0 0 O p 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o P o 0 0 p o 0 0 0 0 0 0 Cl'O S O P P O ON N N P O O O P O O O O O O O O O.P O P O P O O O O KJ O O O O O N N N N N N N N fV N N, N,N N N N N N N N N N N N N N N N N ry N N N N N o. O y � Z z N q j < � as x Vl W x x x T f3 4. 4. 2 2 U N z <<<< F M M z Z w ate LLm'NU tNUmye a W Ha ryryv iv z�i zSr aa W X:c m:c a ==xxxx W mWvyM co zz zzZ O O O a a W }Na s m m z zW N g < w w wz QQQ OxYO O O OO0 OON 00K of : O O zzooav-4z oJ W aa V_p<n •- a W W W W W W W LL -' ? 0 0. Ne{ iV iV a. N ? 0 ry0 ? (¢} Q 0 0 0 a Q r n Owl OBI om 9 S N N N N m M 0 0 U Q a V Y V Y V V N Nav ax a s `•f N N N N N N N a a N N a a Q Q W. W Ti Q Q. ai N c7 Pa:aaaaaNyzzzzLLc�z "�����zz zzzzui zzzz M 0 0 0 0 0 0 N a z tt O.z D< a a a¢ 6 K w �.� w w LL w 4 4 z z 4 K K p z Q Y Y Y Y Y Y- a Y YOf Of.Y X Y W F- << F F- X Y O O Y Y Y Y tlJ M W W Y Y Y 4 I=i U Y O O O O O O m m O 0 0 0 0 a Nil O OO O O O O O OU S O O O O z rz 7D O O O O �533333oor>>>3n �Yrww>>>>oo�i .5> » s -17- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 4 - 7 qy m N � h ` [�1 m a L) N 0 N W O u5 (V ^ N {J Pl O N t(1 to N N N N N tD N © (D n N n h M tp N r r N O C YhJ Yml V M Fl N .r• dry �[yD O �p aaYY VV OO N N N N N N N N N N M M rf M M m M M i+nj N O y N f0 p W' N n O M lA N (O M r m W of aS N V �- ry mmn n r nrnm�o co �o �owmmMn. n. m Min a wusn� rnoo nr �n �n u� �n in u> u� v� in vn m ro in co a w n is a �aaaaa aaaa aa.aa w Q Q Q Q Q ad °da Q Q Q Q �.0d Q Q g q r r n n n r r n r n r r n r h n n r 0 0 0 0 o u$ o o a o p 0 o a o 0 0 0 O N N N N N N d' Y N N N {y N N ep� yp fNNR OY n n� 0 W K N. _. r O O x Npp p .0 U 2 q q Q 4 S aN am Q Q0 0 xi x x O O S r >a UUUN > wwQQJ5 oxx mm lla QQQQ/NOO m?nQO O w w a m o o ? Z N N' O m- �zzaopz;l VW�c�P. ooWW O O O O n n Q Q O O 0 J Jo oo o��u�,n oo�� vo K m m m m m U U o o m 0 U U o 0 4 N N N N¢ Q N N N N g q N z o O O a' K K K Z Z 0 N ma: Z fij o N Z H ROf F g F q Y X Q C a F X Q Q Y O M U �n�aoouu�oo>- p Q 0 0 0 0 0 00 0 0 0 0 0 0 v a i7 y N N M n M a a a W pmp G O C N N Tl -18- SPECIALGENERAL COMMITTEE -F BRUARY 712008 ITEM e 4-8 k\(\\R; \ , , , \ . 5! �k ) K % %m 2 ®¥�% )) seeaa �, ) jg \\ »2 SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # y O O O f0 N N tO IO fMMD �O �} � V V' • (([pO pVp�� vO� ryryC �My (VVV. M M m O N IT O R r C N r r C O 0 0 O O tq0 m a pap d O O N 2 h N O N O ry�ry N (9 Z z b e w $ 3 3 r §tea �'❑ m O 4 O O O Q N N Y Y Y Y w x .zz�.3 v3iv�i c�ilca--ilca--iN �°- U Q M N R R f➢ o] W w u[OuwL❑ z z g W miJ m�] mC� o bL a a O Oq0J.z z N zW wz Zw I�Z>U Z Z Gz U U W ,�'wwz,ww�o`Ogoa a z'Z b o aG wU' W O O a W N N N N m tgg0 lgg0 N N W h: N N N w M m � - - } o . h '(+ °ryNrye ic�yy° M m m �n z m N Q N N V V N N N N r N N N O Wb n O 0 7 j 111 LLi ti ili Q. w w w U' q N q A N N N N F- Sc,� �:o -20- N N N 0 c SPECIAL GENERAL COMMITTEE - FEBRUARY 279 2008 ITEM # 4 - 10 N o N 0 0 N O 0 M tV h r N O t+1 r p C7 O h O O O o W O 1IJ O O O mO V O u) N O ai to h N' O M r r O C] Oi t7 lCj h N W M r r a m O C') n O O n7 N -I aD M r r In 0 0 o >� 0 0 0 N Q j 0 0 0 LQ �q ro M r N Y' N N M M o] tr r � N h im�pp to r (O N N uJ c0 M <^ N rn C y W v `t CD U Z o 4 ULU F U N W Z U O O O O U U Z o o~ w Z UCL X < O U Q uJ Z w o z U w Z w SJj Z Y d H 7 0� U U UU rn < C y O N V O O M M r V V >O O O o p p O Q F I'1 SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 5 - .EXTRACT FROM ENVIRONMENTAL ADVISORY COMMITTEE MEETING OF FEBRUARY 7,200 13. Correspondence from the MarketinglCommun!cations Co-ordinator.— Notice Board Priority Information Moved by Carol Cooper Seconded by Catherine Marshall THAT the correspondence from the Marketing/Communications Co-ordinator regarding Notice Board priority information be received; and THAT under the third bullet point of examples, the verbiage be amended to read: 'Town -endorsed and Town -run activities including special events and revenue generating programs for the Town." CARRIED .22. SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 Additionallterns[ I ].pdf ITEM # 5 - 2 Page 1 of 1 Ewart, Karen From: Gutteridge, John Sent: February 11, 2008 2:44 PM To: Panizza, Bob; Ewart, Karen; Sheardown, Laura Subject: FW:Addition alltems[1].pdf Attachments: Additionalltems[1].pdf Please see request. Thanks L. John Gutteridge Director of Finance/Treasurer Town of Aurora 905-727-3123 Ext, 4111 Aurora is a Character Community this month's attribute is RESPECT "I will treat myself and others with consideration, high regard and dignity." From: MacEachern, Evelina [mailto:EMacEachern@systm.ca] Sent: Monday, February 11, 20082:19 PM To: Gutteridge, John Cc: Morris, Phyllis Subject: Additionalltems[l].pdf <<Add itional ltems[1 ]. pdf>> Can you please include the memo from Kristen Yemm - the added item on the February 7, 2008 EAC agenda to our next budget meeting. Thank you. Evelina 11/02/2008 -23- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 Swart, Karen Subject: FW: Notice Board Priority Information -----Original Message ----- From: Yemm, Kristen Sent: Thursday, February 07, 2000 11:30 AM To: Rogers, John Cc: lanzen, Cindy Subject: Notice Board Priority Information PLEASE NOTE: If there is no departmental representative on this list, I have forwarded this information to the Department Head. I'm taking this opportunity to update you, officially, on the current status of the Notice Board page in the Era Banner. It has come about throughbudget deliberations that Council would like to reduce the cost of advertising in the Era Banner. In order to achieve this reduction in our advertising expenditures, Communications has been asked to reduce the Notice Board to one page per week. As you are aware, In 2007, we were fairly consistent in posting two pages each week in the Banner, which allowed us some flexibility in the quantity of information we were able to accommodate, however, in 2008 we will no longer be able to continue this courseof action. Due to the fact that Communications receives a multitude of items that require posting in the Notice Board, we must be diligent in determining what information takes priority. I'm providing the following examples so that each of you may help us in identifying what information takes priority and what does not. Examples: • Statutory notices (e.g. planning applications, financial statements and information, heritage property designations) • Council requirements (e.g. proclamations, notices of special meetings) • Town run activities through Leisure Services including special events and revenue generating programs for the Town Information regarding operational issues (e.g. parking restrictions, garbage collection) I have not covered all examples above, but these provide an overview of the types of information that is priority. In some, cases, if the quantity of statutory notices is substantial, we may have to eliminate Leisure Programs or others similar. Please note that it is important for you to let your departmental colleagues know of these changes and to suggest that they seek alternate avenues for advertising information (e.g. The Auroran's Upcoming Events Section, ACI's Community Listings, etc.), the Town Website, etc. By all means, please submit all of the information you would like posted in the Notice Board, but please understand that we will not always be able to provide the necessary space. To help us to determine what is priority and what can be eliminated (if necessary), please make notations for Michelle indicating such. Please be assured that Communications will always do. it's best to prioritize this information appropriately and accommodate all requests when possible. I hope this helps to clarify and move forward in 2008. Thanks for your continued support and assistance with the Notice Board we really do appreciate all your hard work. Kristen Kristen Vemm Communications $ Marketing Coordinator Town of Aurora -24- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 AURORA yow're uc good [om�asty Office of the Chief MEMORANDUM Administrative Officer Administration Department Date: January ia, 2008 To: Karen Ewart and Laura Sheardown From: John S. Rogers, Chief Administrative Officer Re: Justification for Administrative Assistant to the Economic Development Officer With the expanding role of the Economic Development office we need a full time Administrative Assistant to keep information up to date such as the business directory, vacant land inventory, and available commercial space inventory in addition to the normal administrative functions of the Economic Development office. Regards, John S. Rogers Chief Administrative Officer -25- SPECIAL GENERAL COMMITTEE - FEBRUARY 279 2008 ITEM # 6 ' 2 AURORA ,yeu.'reiw good cara(nr� MEMORANDUM Communications & Marketing Administration Date: January 17, 2008 To: John Rogers, CAO From: Kristen Yemm, Communications & Marketing Coordinator Re: Justification for 2008 Staff Requests The 2008 Communications & Marketing Division's Business Plan includes an increase in staff compliment of 1.0 full time staff and 0.33 temporary staff. 1 New FT Senior Communications Specialist: Reason for Request: The number of programs and events requiring communications and marketing support is increasing as the Town of Aurora grows. Also growing, is the demand for on-line services and continued web development and the need for increased media and public relations support for the Mayor and Council. In order to meet current and future service demands and to effectively execute awareness and educations programs, the Communications Division requires permanent support beyond our current staff compliment. Importance of Position: This position is necessary in order for the Division to meet the current media, public relations, external and internal corporate communications and website demands. Without this position, the Communications Division will continue to operate In a reactive fashion in relation to media and public relations and will not be able to implement many of the initiatives outlined in the 2008 Business Plan. The Communications Division is requesting the additional full time position of Senior Communications Specialist in order to increase the current 21 hours of communications support to 35 hours per week. Approval of this position will also allow the current Communications Specialist position to focus only on website development and content management as well as on -going intranet development and support. The Senior Communications Specialist will be responsible for • Coordinating media relations including, drafting and editing all corporate press releases, media advisories, photo opportunities, coordinating media events and coverage and assisting the Mayor's office with external communications. • Coordinating special communications projects such as the Town's annual Emergency Preparedness Education Plan and the development of resident e-newsletters • Overseeing the Staff Communications Committee (formerly the Editorial Committee) • Assisting with ongoing promotion of public works programs, i.e. ongoing green bin education, water conservation education • Continued development of Staff Newsletter and coordination of semi-annual all -staff meetings/info sessions • Providing editing functions for Economic Development and other departments -26- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # • Providing back-up for website and intranet content management 1 Temporary Senior Student (Intern) Reason for Request: To support communications staff with the increasing demands on the division and to provide on- the-job training and experience to students In post -graduate Public Relations/Communications programs, Importance of Position: This position is necessary in order for the Division to meet the increasing media, public relations, external and internal corporate communications and website demands. The Senior Student will be responsible for; *Assisting with coordination of special projects i.e. Emergency Preparedness Contest, staff info sessions, green bin promotion/education, coordination of Recycling and Waste Collection Calendar and media relations for the corporation and Mayor's . Office, photographing special events/functlons and other duties that are aligned with communications and marketing • Performing daily administrative functions such as maintaining media contact list, postings on Bulletin Boards, assisting with the coordination of Information for the Town Notice Board, taking meeting minutes, filing etc. Kristen Yemm, Communications and Marketing Coordinator Ext. 4228 _27_ SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 - 4 AuioxA JoWre!n Good compaq MEMORANDUM Building Administration Date: January21,2008 To: John Rogers, Chief Administrative Officer From: Techa van Leeuwen, Director of Building Administration Re: Building Clerk Bill 124- an act to improve public safety and increase efficiency in building code enforcement took full effect on January 1, 2006. Bill 124 amended the building code in many significant areas including establishing timeframes for the review of building permit applications. The timeframe for the review of a new single, semi or rowhouse dwelling unit is 10 business days. Bill 124 also increased the technical application submission requirements. Since Bill 124 more time, knowledge and effort is required at the front counter to ensure applications meet the legislation. Staff have had to adjust to meet the demands of the legislation. Increased time is spent reviewing applications, Front counter staff have been trained to review residential plans for Zoning and adjustments and refinements of job responsibilities were made to meet review timeframes especially on new houses. The filing, record keeping and general office work was falling behind and in order to keep up with the clerical work a person was hired on contract in February 2007. The contract was funded through gapping of other vacancies. On April 4, 2007 Todd MacDonald of Performance Concepts Ltd presented to Council the recommendations of the Building Admin Operational Review - Bill 124 preparedness. The report was received by Council and the recommendations approved. One of the items identified in the report was the need to review and revise job descriptions to reflect the actual day to day activities of staff. Job descriptions have been revised and evaluated by the Job Evaluation Committee. The full time positions that have been gapping the contract position will be filled in the near future. We are currently in the recruitment stage. it has become apparent that a full time permanent Building Clerk is required to provide support to the zoning examiners, building inspectors and the department. Without this full time position the clerical support required to process permits, manage records, track inspections, answer general enquiries and provide customer service will not be available leaving the department at risk of being unable to meet the legislation while providing customer service. Techa van Leeuwen, Director of Building Administration Ext. 4748 -28- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # i-J�-�--- 1 Municipal Drive, A7 �--� A U7?O jam. Box 1000. Aurora, ON L4G 6A Town Of Aurora Phone: 905-727.3123 ext. 4124 yatamu gooe6C Wfany `"MV.e-aurora.ca IT Services MEMORANDUM DATE: February 19, 2008 TO: John Rogers, CAO Cc: Bob Panizza, Director of Corporate Services FROM: Karen Bates -Denney, IT Manager RE: Help DesklTelecom Support Position In my previous memo dated January 17, 2008, I failed to mention a rather important point about ongoing IT support. The chart attached generated from our help desk work order software program Track -IT, shows that request for IT assistance is increasing'. As IT projects are completed and corporate software applications increase, the demands for IT help desk assistance will continue to grow. As an example, it is expected that CRM (Customer Relationship Management) will be corporately implemented and as with any corporate application, the technological support for this software will come under the responsibility of IT resources. As the attached chart demonstrates IT resources are already experiencing an increase in support .requests from one year ago. Even with the assistance of the part-time resource it is challenging for the 1 full time help desk staff member to meet the growing support demands. As we add more corporate software applications into our environment, it should be expected that the technological support demands will increase. Knowing this, it is prudent that we have the resources on hand to meet the corporate demands. Converting this position from part-time to full-time, IT will be better prepared to support the increasing demands of the corporation. The full time resource on the help desk will.also free up other IT staff time to devote to IT projects. Frequently other IT staff members assist in the completion of help desk work orders in an effort to manage the increasing volume of requests. As previously stated in my prior memo, it would be in my opinion an unwise option for the Corporation to change the plan and not convert this position to full-time at this stage. Especially as we know more and more demands are being placed on IT resources as we continue to embrace efficiencies as a result of technological change. Sincerely, Karen Bates -Denney ' The chart shows the number of work orders by month, starting.at September 2006. If you compare the number of work orders for September 2006 (171) to the number received in September 2007 (218) you will notice that there has been a 22% Increase in support requests. On average comparing month by month from 2006 to 2007 IT has experienced a 25% increase from the previous year. Printed on 20-Feb-08 -P9- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 - 6 Total Work Orders Opened b Month Datdi C � Eastern Staa ndaard rdTim Time 19/02/2008 4:21:48PM 350 N 300 0 a O 250 i 0 200 o, 150 z 100 50 Powered From 01/09/2006 To 30/01/2008 318 w �....._.224 218 214 219 �....... 211 171 176...-. i �- 163 166 1.14 120 �7 0 OHO OHO 00 OHO 01 O� O� O� 01 01 01 O� O^ O� 01 01 �O ��O �y0 �y0 4TO \T \ru0 00 �O ^1% O^ 00 Ong O� 00 00 O'1 04> Month 00 \rp O^ 1z -30- SPECIAL GENERAL COMMITTEE - FEBRUARY 2792008 JITEM # 6 Average Time to Complete Work Orders by Month Dates displayed In Eastern Standard Time From 7/1/2007 1117/2008 4:36:23M To 1/1712008 450 400 350 U, V = 300 0 t1l 250 < 200 150 100 50 0 Month Powered- by Track IN Z 'A I 6 e 0V Page I of 1 I -31- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 - 8 Aumop, . yowYeur. good [orsePasr� MEMORANDUM Date: December 21, 2007 To: J. Rogers, C.A.O. Director of Public Works Public Works Department From: D. Atkins, Acting Director of Public Works Re: New Staff Requests for Public Works Department for 2008 The Public Works Department 2008 Business Plan includes 3.9 new staff for 2008. This total includes the addition of 5 FT staff and a decrease of 1.1 PT staff. Please find below information regarding the positions in question. 1) One new FT Serviceperson (Roads) Reason for Request: With increasing amounts of infrastructure to be maintained, and the aging of our current infrastructure, there is a need to increase staff so as to be able to maintain service levels. The growth is straining the ability of the Roads/Traffic section of the Operations Division to adequately carry out its mandated work, both in the winter and non -winter seasons. For the 2008/2009 winter season, we will need to increase our snowplough routes from 8 to 9, in order to be able to continue to meet our mandated service levels. Staff will be proposing that the new route be a Town route, not one that is maintained by our contractor. This is not a now position, in that it was included in the 2007 Business Plan as a staff addition for 2008, and the costs for the position were included in our Budget Outlook projections for 2008. Importance of Position: Extremely important. This position is needed for 2008. Budget implications: Salary/benefits for this position, being on the Roads side of the Operations Division, will be allocated. approximately 70% or $44,000 to levy - supported accounts and 30% or $19,000 to non -levy accounts. 2) One new FT Environmental Engineer Reason for Request: To provide a second position in the new "Environmental Initiatives" section of the Public Works Department. There are many action items in the Town's Strategic Plan related to environmental issues, and having two staff members in this section, preferably with each having -32- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 ' 9 AURORA yowy& && gooe6C HWpa,xl training in different areas, will allow for staff to better deal with the environment — related goals and action steps set out in the Plan. This is nota new position, in that it was included in the 2007 Business Plan as a staff addition for 2008. Importance of Position: This is an important position in the medium to long term, but it is suggested that the creation of the position could be deferred to 2009. Budget Implications: No levy implications. The salary/benefits of $83,000 for this position have been allocated to the Engineering Services accounts, until a job description is created and a better appreciation of what this staff member will be working on can be made. 3) One new FT Operations Technician Reason for Request:- There is currently one Operations Technician in the Operations Services division. That staff member Is overwhelmed with the amount of work that needs to be done, resulting in delays and/or deferrals of planned projects. He can also only carry out limited contract supervision/administration for some projects that are carried out. The second Operations Technician will allow the Operations Services division to be more proactive in planning and administering work, allow for increased supervision of contractors doing work for the Town, and result in more planned and unplanned work being carried out. This is not a now position, in that it was included in the 2007 Business Plan as a staff addition for 2008, and the costs for the position were included in our Budget Outlook projections for 2008. Importance of Position: Extremely Important. This position is needed for 2008. Budget Implications: This position will be funded approximately 35% or $25,000, from levy accounts and 65% or $47,000 from non -levy accounts. 4) One new PT Crossing Guard Reason for Request: To provide funding for a new Crossing Guard that might be required in 2008. This is not anew position, Two new Guards were included in the 2007 Business Plan as staff additions for 2008. Importance of Position: Low. At this time, staff do not foresee that anew Guard will be required in the Town in 2008. This position can be deleted. -33- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 - 10 AUR(]RA Yow'rrlsc good Co,:,�ny, Budget Implications: Levy cost savings from deleting this proposed position are approximately $7,000. 5) Conversion of current 0.6 PT Mechanic to 1.0 FT Mechanic Reason for Request: With increases in the size of the Town's Fleet being maintained by the Fleet Services section, and to increase our capabilities for preventative maintenance, it is proposed that the third mechanics' position be increased from a 0.6 (7 month) PT position to a 1.0 FT position. This is not a new position, in that the conversion of the third mechanic from a 0.6 PT to a 1.0 PT position was part of the 2007 Business Plan as a proposed change for 2008. We now believe that this position should be changed to a 1.0 FT position. Importance of Position: Important. Should Council desire, they could decide to increase this position to a 1.0 PT position; and defer the change to a 1.0 FT position to 2009. Budget Implications: The funding for the changes in this position is approximately $20,500 from levy accounts, both in PW and Parks, and $12,000 from non -levy accounts. Reason for Request: - This position is needed on a continuing basis, to provide support for various initiatives being undertaken in the Operations Services division. Having continuity in this type of position is important to allow for maximum efficiencies, and converting this position from a contract to a FT position will make it easier for the Department to attract, and keep, good staff in the position. Importance of Position: Important, however Council could defer the conversion of this position from the current PT contract status to FT status to 2009 if they so desire. Budget Implications: The extra costs to convert this position from PT to FT status are approximately $9,000, split between $4,500 from levy accounts and $4,500 from non -levy accounts. Mr. Horvath and I would be pleased to further discuss these staffing requests with you at your convenience, should you so desire. D. Atkins Acting Director of Public Works cc: Peter Horvath, Manager of Operations Services -34- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 - Au�vRA yow-& Goad a-p"y MEMORANDUM I Leisure Services Date: January 21, 2008 To: John Rogers, Chief Administrative Officer From: Al Downey, Director of Leisure Services Re: New Staff Complement for 2008 In 2005, the Leisure Services Department updated and submitted a revised full time staff complement effective January 1, 2006 for Council's review, and subsequent approval. Within this revised complement it was proposed to add three (3) new program positions. These included one (1) additional Aquatics Programmer and two (2) full time Deck Supervisors in an effort to effectively supervise the new pool facility that would be opening at the Aurora Recreation Complex. At that time, our existing full time aquatics staff complement consisted of one (1) Aquatics Supervisor and one (1) Aquatics Programmer, both located at the existing Aurora Family Leisure Complex. In early 2006, our existing Aquatics Programmer resigned to accept a position in a neighbouring municipality. In April 2006, recruitment was conducted to fill the two (2) Aquatics Programmer positions. We were successful in filling one of the vacancies. The Deck Supervisor positions were put "on hold" temporarily while an operational assessment was conducted between the two facilities. It was determined that the department would proceed with the recruitment of the two (2) Deck Supervisors at the end of 2007, beginning of 2008, after the new facility had been completely operational for a one year period. It was also determined that the existing staff complement of the Aquatics Supervisor and the Aquatics Programmer, combined with the two (2) new Deck Supervisor positions would be adequate staff to operate the two recreational pool facilities and that the vacant position of the other Aquatics Programmer could better be served in another capacity within the Department. DECK SUPERVISORS (2) With the addition of these two new positions, our full time aquatics staff complement would be: * 1 Aquatics Supervisor to oversee the entire aquatics division— located at the Aurora Recreation Complex 1 Aquatics Programmer to assist the Supervisor with the entire aquatics division — located at the Aurora Family Leisure Complex * 1 Deck Supervisor to supervise the pool deck and day to day operations — located at the Aurora Recreation Complex -35- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 - 72 " 1 Deck Supervisor to supervise the pool deck and day to day operations — located at the Aurora Family Leisure Complex This staff structure will allow for one division supervisor/programmer and one on -deck staff person at each facility. The department currently operates with a Supervisor/Programmer at each facility and part time deck supervisors who work on the pool deck during our public swim times. Most of these part time staff, however, are students and are only available during evening and weekend shifts. That leaves the department with a gap in staffing during our daytime operational hours. We continuously try to recruit part time adult daytime staff to cover these shifts and this effort has been met with minimal success and is a common problem in all surrounding municipalities. Our Aquatics division has tried many different avenues to recruit for these shifts, including offering an adult daytime leadership program on two separate occasions to certify potential new staff and bring their qualifications up to standard to meet the criteria for the deck supervisor position. Both programs resulted in zero registrations. The department is not in a position to turn away any opportunity to generate revenue due to a shortage of part time daytime staff, therefore we are currently relying on our existing full time staff (Aquatics Supervisor and Aquatics Programmer) to lifeguard or instruct during these hours. As a result, administrative work, including programming, marketing the facility, etc. is not being maximized at this time.. It, is felt that by converting the part time position to full time, we would be in a better position to recruit some permanent, dedicated individuals whose main function is to ensure our daily guarding and instructing needs are being met, while allowing the Supervisor and the Programmer to focus entirely on their respective administrative job duties. COMMUNITY PROGRAMMER (previously Aquatics Programmer) (1) After a one year operational review, staff determined that the existing staff complement of the Aquatics Supervisor and the. Aquatics Programmer, combined with the two (2) new Deck Supervisor positions would be adequate staff to operate the two recreational pool facilities and that the vacant position of Aquatics Programmer could better be served in another capacity within the Department. In the summer of 2007, the department made a decision to convert the existing Aquatics Programmer position to a Community Programmer position to address this rapidly growing facet of the department (over 300% in the last 5 years) and to implement an effective succession plan currently missing in this area. This position's focus would be on the planning, implementation, supervision and evaluation of all camp program opportunities (Summer Camp, March Break Camp, Winterfest Camp, Extended Care), integration/special needs services, P.A. Day programs, community birthday party programs, and to provide assistance to the existing Community Programs Co-ordinator, Youth Co-ordinator and/or Special Events Co-ordinator when required. Currently, our special needs/integration area is being administered by each division separately. By having one position focus on this area specifically, we will ensure that we are able to offer a better quality of service and many more opportunities to these residents and their families. It is also important to note that the program division currently has a succession plan In place for all positions except Community Programs -36- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 6 13 and Youth Initiatives. This Community Programmer position would fill any staffing gaps if either of those two positions should ever become temporarily vacant. OPTIONS 1. Council may choose to defier these positions to another budget year. 2. Council may choose to endorse one (1) or two (2) positions only. 3. Council may choose to eliminate all positions. The conversion of the Aquatics Programmer to a Community Programmer does not impact the department operating budget as this is simply a position title change. All salaries have been forecast since 2006 and are still included in the operating budget. Delaying the recruitment of this position until later in the year, will result in some cost savings in this area for 2008. Increased aquatics revenue projections in 2008 will absorb the majority of the salary expenses for the two new full time Dock Supervisor positions. Delaying the recruitment for these positions until later in the year will result in additional cost savings in these accounts in 2008. Staff recommend that Council endorse the three (3) "new" positions being proposed In the 2008 Leisure Services operating budget and that recruitment for all positions be delayed until July 2008. Elimination of all or some of the positions will not only result in gaps in staffing within the department, but will also impact on future service delivery to the community. -37- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 -1 TOWN OF AURORA AuRaRA GENERAL COMMITTEE REPORT No. PW08-007 SUBJECT: Vandorf Sideroad Update FROM: llmar Simanovskis, Director of Public Works DATE: February 27, 2008 RECOMMENDATIONS THAT Council receive Report PW08-007 (Vandorf Sideroad Update) as information. BACKGROUND During the November 26, 2007 Special General Committee meeting, regarding the 2008 Budget, the,Committee considered Capital Project No. 31021 (Vandorf Sideroad Landscaping) and recommended: `THAT Capital Project No. 31021- Vandorf Sideroad Landscaping, in the amount of $75,000 be referred back to staff to provide a report on the history of Council decisions, previous reports and recent items involving truck traffic, pertaining to this matter." COMMENTS The Town of Aurora undertook a Class Environmental Assessment and Detail Design project forthe reconstruction of Vandorf Sideroad in the late 1990's. The construction of the project was deferred a number of times, and was eventually approved as part of the 2005 Capital Budget. The contract for this project was awarded in May 2005 and the construction was completed during the 2005 and 2006 construction seasons. It is noted that part of the project involved work in and around a tributary of the East Holland River. As part of the approvals from the Department of Fisheries and Oceans for that work, monitoring was to be carried out during and after the construction period. That monitoring has now been completed, with no problems or issues being found, bringing this reconstruction project to a close. 1.0 Issues Under Discussion It is staffs understanding that, at the Special General Committee meeting of November 26, 2007, the Committee was considering two issues related to Vandorf Sideroad, one being truck traffic on this road and the other being the planting of supplemental landscaping along the road. This may have resulted in some confusion as the same -38- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 - 2 February, 21, 2008 -2. Report No. PW08-007 group of residents had been approaching Council, the Traffic Safety Advisory Committee (TSAC) and the Environmental Advisory Committee at various times in 2006 and 2007 to discuss one or both of these issues. In the following sections this report will deal first with the truck traffic issue and then the landscaping issue. 2.0 Truck Traffic and Other Safety Concerns on Vandorf Sideroad On December 15, 2006, the TSAC considered a December 1, 2005 letter (Appendix °B" to this report, the letter is an appendix to Report TSAC07-003) from residents living around Vandorf Sideroad and referred it to staff for review and a report. -The issue of concern to the residents was truck traffic on Vandorf Sideroad. As the road was still under construction, the review was deferred until the construction project was completed. The review was completed in two stages, with two reports being presented to the TSAC: 1) Report TSAB06-017 - Safety Concerns at the Intersection of Vandorf Sideroad and Industrial Parkway South (attached as Appendix "A") was considered by the Traffic Safety Advisory Board (TSAB) on September 6, 2006, The TSAB recommended, and Council subsequently adopted, the following resolution: i `THAT multi -way stop sign control be implemented at the intersection of Vandorf Sideroad and industrial Parkway South; THAT the necessary by-law be implemented to establish multi -way stop control at this intersection; THAT York Region Police be requested to increase enforcement of the speed limit on Industrial Parkway South in the vicinity of the Vandorf Sideroad and Industrial Parkway South intersection; and THAT a letter be sent to all affected residents and businesses with the TSAB's recommendations." The stop signs were subsequently installed at this intersection. 2) Report TSAC07-003 - Safety Concerns on Vandorr Sideroad (attached as Appendix "B") was considered by the TSAC on May 14, 2007. The Committee recommended, and Council subsequently adopted, the following resolution: 'THAT the delegations related to report TSAC07-003 — Safety Concerns on Vandorf Sideroad be received; and -39- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 ' 3 February 27, 2008 - 3 - Report No. PW08-007 THAT report TSAC07-003 - Safety Concerns on Vandorf Sideroad, be received for information; and THAT multi -way stop sign control not be implemented at the intersection of Vandorf Sideroad and Engelhard Drive; and THAT York Regional Police be requested to provide information relating to past and recent infraction statistics in the subject area; and THAT staff bring forward a report in September, 2007.to include the following information. - Options for the consideration of load restrictions for heavy trucks; • Feedback related to results of contact with Van -Rob Inc. and Hallmark Cards regarding a request for those companies to use Vandorf Sideroad as right-in/right out ingress/egress for heavy vehicles; + Noise abatement options available; York Regional Police to provide results and statistics of up-to-date speed study carried out over two -week period, Investigation of a "No Stop Zone" on Vandorf Sideroad; and THAT a letterbe sent to all affected residents and businesses with the TSAC recommendations." The bolded section of the final resolution was added by the General Committee. On November 6, 2007, the TSAC considered Report TSAC07-011 - Safety Concerns on Vandorf Sideroad — Follow-up Report (attached as Appendix "C") which had been deferred from the September 12, 2007 meeting. The TSAC recommended, and Council later adopted, the following resolution; "THAT the request for truck load restrictions on Vandorf Sideroad be denied; THAT Van -Rob Stamping Ltd (Van -Rob) parking lot entrance to Vandorf Sideroad continue to function as a full move access; THAT Hallmark Cards entrance to Vandorf Sideroad continues to function as a full move access; THAT "Truck drivers avoid the use of.engine breaks except in emergency"signs be erected; NEM SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 - 4 February 27, 2008 - 4 - Report No. PW08-007 THAT "No -Heavy Trucks" route request on Vandorf Sideroad be.denied and; THAT a letter be sent to all affected residents and businesses with the TSAC's recommendations. 3.0 Landscaping Along Vandorf Sideroad When Vandorf Sideroad was reconstructed and widened in 2005/2006, a substantial amount of existing trees and vegetation had to be removed. The design of the projectdid not include the planting of replacement trees. 3.1 Capital Project for Landscaping Along Vandorf, Slderoad Due to requests from residents living in the area around Vandorf Sideroad, staff committed to submitting a Capital Project request to Council for plantings along Vandorf Sideroad for consideration as part of the 2007 Capital Budget (see Capital Sheet No. 31021 attached as Appendix "D"). The project was not approved as part of the 2007 Capital Budget, and was presented to Council again for consideration as part of the 2008 Capital Budget. The 2008 budget.request for this project is, at this time "below the line", and therefore not on the list of projects that Council is proposing to approve. 3.2 Environmental Advisory Committee (EAC) Involvement At its June 12, 2007 meeting, the EAC received correspondence and heard a delegation from a resident of the area around Vandorf Sideroad. The correspondence and the delegate expressed concern with truck traffic and noise on Vandorf Sideroad and with the removal of trees when the road was rebuilt. The Committee recommended, and Council later adopted, the following resolution: "THAT Council direct staff to proceed with a capital project for tree plantings on Vandorf Sideroad; and THAT this matter be.referred to staff fore report regarding funding options to be brought back to Council before the next budget to facilitate a fall planting." 3.3 Recent Work and Possible Future Work Prior to the requested report being prepared, a resident of the area was heard as a delegate at the September 18, 2007 General Committee meeting. Upon receipt of the delegation the GC recommended: "THAT the comments of the delegate be received and referred to the Environmental Advisory Committee; and - 41 - SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 - 5 February 27, 2008 - 5 - Report No. PW08-007 THAT the delegate meet with the Director of Leisure Services and that the Director report back to Council." At the September 25, 2007 Council meeting, Council considered an update on this issue (attached as Appendix "E"), and resolved: "THAT Council approve the proposed landscaping design for Vandorf Sideroad." This work, which cost approximately $7,500, was carried out in the fall of 2007 and was paid for using some of the surplus funds which had originally been allocated to the Vandorf Sideroad reconstruction project. It is noted that there is no more funding available in this project account for any further work. Some subsequent discussions. were undertaken with the spokesperson for the residents group about possible future planting work and a proposal was received from them (attached as Appendix "F"). The requested amount of funding was $76,800, very close to the $75,000 contained in the capital sheet that had been submitted for consideration as part of the 2007 Capital Budget, therefore, the capital sheet was not changed. It is noted that the planting of trees of the requested size is likely not feasible in some areas along Vandorf Sideroad due to the presence of utilities and the retaining wall. This proposal also only covers one section of the south side of Vandorf Sideroad and does not propose any work elsewhere along the street. These. concerns have not been discussed with the resident. Should Council decide to approve the Capital project for 2008 it is suggested that Council direct staff to work further with the residents to create a more balanced planting proposal that would cover both sides of the street. Council could also decide to limit the plantings to the areas requested by the residents and direct staff to work with the residents to devise a planting proposal for this area that could be implemented. OPTIONS 1. As stated in the recommendations of this report. FINANCIAL IMPLICATIONS None at this time. The Capital project for landscaping along Vandorf Sideroad is "below the line", and not scheduled to be approved as part of the 2008 Capital Budget. -42- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 JITEM # 7 - 6 February 27, 2008 - 6 - Report No. PW08-007 CONCLUSIONS As requested, a summary of the various reports, resolutions, etc., related to truck traffic and landscaping has been provided to aid Council in its deliberations related to Capital Project No. 31021 — Vandorf Sideroad Landscaping (Bayview to Industrial Parkway). LINK TO STRATEGIC PLAN Objective D1: Continue the commitment of fiscal responsibility and accountability ATTACHMENTS • Appendix "A" — Report TSAB06-017 (Safety Concerns at the Intersection of Vandorf Sideroad and Industrial Parkway South) • Appendix "B" — Report TSAC07-003 (Safety Concerns on Vandorf Sideroad) • Appendix "C" — Report TSAC07-011 (Safety Concerns on Vandorf Sideroad — Follow- up Report) • Appendix "D" — Capital Sheet for Project 31021 (Vandorf Sideroad Landscaping (Bayviewto Industrial Parkway)) • Appendix "E" — September 24, 2007 update from Acting Director of Public Works Appendix T" — October 3, 2007 e-mail from a resident with proposal for future landscaping PRE -SUBMISSION REVIEW Management Team Meeting of February 20, 2008 Prepared by: David Atkins, Manager of Engineering Services, ext. 4382 mar imanovskis S. Rogers " Director of Public Works Chief Administrative Officer -43- SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 ' 7 APPENDIX "A" TOWN OF AURORA TRAFFIC SAFETY ADVISORY BOARD REPORT No. TSAB06-017 SUBJECT: Safety Concerns at the Intersection ofVandorfSideroadandIndustrial Parkway South FROM: W,. H. Jackson, Director of Public Works DATE: September 8, 2006 RECOMMENDATIONS THAT multi -way stop sign control be implemented at the intersection of Vandorf Sideroad and Industrial Parkway South; THAT the necessary by-law be implemented to establish multi -way stop control at this Intersection; THAT York Region Police be requested to increase enforcement of the speed limit on Industrial Parkway South in the vicinity of the Vandorf Sideroad and Industrial Parkway South Intersection; and THAT a letter be sent to all affected residents and businesses with the TSAB's recommendations. BACKGROUND At it's December 15, 2005 meeting the TSAB considered a December 1, 200E letter from residents along Vandorf Sideroad and'referred itto staff for study and a follow-up report. Staff have now completed a review of the operations of the Vandorf Sideroad and Industrial Parkway South intersection, which is the subject of this report. A further report, dealing with requests to implement "No Heavy Trucks" restrictions on Vandorf Sideroad and an overall review of pedestrian safety along this road, will be submitted for the Board's consideration in 2007. COMMENTS 1.0 Existinq Conditions, Vandorf Sideroad is a two-lane collector roadway that has been recently reconstructed with an urban cross-section with a 9.0m pavement width and a 60 km/hr speed limit. Industrial Parkway South is a two-lane collector roadway with an urban cross-section with a 10.5m pavement width and a 60 km/hr speed limit. Vandorf Sideroad is the. "stop" street at this intersection. -44- SPECIAL GENERAL COMMITTEE - FEBRUARY 279 2008 ITEM # 7 - 8 Member 8, 2006 .2. Report No. TSAB06-017 There are no parking restrictions on either road in the vicinity of this intersection. Attached Figure 1 shows the area in question. Seven-day traffic counts have been conducted on Industrial Parkway South north and south of Vandorf Sideroad, and the speed results are summarized in Table No. 1. Table 1: Results of Traffic Speed Studies on Vandorf Sideroad North and South of Vandorf Sideroad Location Ave. Speed km/hr 85 percentile seed km/hr North of Vandorf Sideroad 57 67 South of Vandorf Sideroad 67 76 A one -day manual traffic study was undertaken at the intersection in July 2006 during the periods of 7:00a.m. to 9:00a.m., 11:00a.m. to 2:00p.m. and 3:00p.m. to 6:00p.m.. The results of the study are summarized below in Table No. 2. Table No. 2 — Results of Manual Traffic Stud Time NB Traffic Volume SB Traffic Volume WB Traffic Volume EAST/WEST PEDS 7:00a.m. - 8:00a.m. 81 156 ill 0 8:00a.m. - 9:030a.m. 124 253 173 1 11:00a:m. - 12:00 ,m. 101 115 83 1 12:00 .m. - 1:00 .m. 140 185 139 0 1:00 .m. - 2:00 .m. 151 192 143 0 3:00 .m. - 4:00 .m. 155 215 157 5 4:00 .m. - 5:00 .m. 154 179 110 1 5:00 .m. - B:00D.M.. 172 173 132 2 E:..r 'Overall 8-HourAverage 450 "Sid'estreets Average 132 'Average number of vehicles entering the intersection from all approaches for the &hour period "Average minor street volume for the 8-hour period - 2.0 Traffic Signal Review The established warrants for traffic signals state that one or more of the following four warrants must be 100% satisfied or a combination of 2 warrants (in italics) 80% satisfied before the installation of traffic signals are warranted: 1. Total traffic entering the intersection from all directions must average at least 900 vehicles/hour (v/h) for any 8-hour period during the day, and the total pedestrian and vehicular traffic entering from the side street must average 255 v/h forthe same period; } 2. Traffic from the minor street entering the majorstreet traffic flow must average at least 180 v/h for any 8-hour period during the day excluding right turn vehicles and crossing -45- SPECIAL GENERAL COMMITTEE - FEBRUARY 273 2008 September 8, 2006 - 3 - Fie ort No. TSA1306-017 pedestrians. For the same period the total traffic entering the intersection from all approaches must average at least 900 v/h, 3. An accident problem is identified at the intersection, indicated by having had five or more reported accidents at the intersection in each of three preceding twelve month periods which could have been prevented if traffic signals were installed, 4. At intersections where pedestrians experience major delays crossing a major street and/or the net 8-hour pedestrian volume is high. enough to warrant traffic signals. As can be seen in Table 2, the total traffic entering the intersection is 450. veh/hr and the total side street traffic is 132 veh/hr, including pedestrians, both, of which are less than required to meet the first warrant. The second warrant is also not met because an average of 131 v/h was recorded on Vandorf Sideroad when an average of 180 v/h is required. There have been two reported accidents at this intersection in the past three years and therefore the third warrant has not been met. The fourth warrant has also not been satisfied as only 10 pedestrians were recorded crossing Industrial Parkway South at Vandorf Sideroad. It is noted that none of the warrants were 80% satisfied. Although the study was conducted in the summer, when traffic levels are generally lower than during the rest of the year, the increase expected during the other months of the year will not be enough to satisfy any of the warrants: 3.0 All -Way Stop Sfgn Review The established warrants state that one or more of the following conditions must.exist at an intersection on a collector street before the installation of ail -way stop sign control is warranted: • Total traffic entering the intersection from all directions must average at least 200 vehicles/hour for any 8-hour period during the day, and the total pedestrian and vehicular traffic entering from the side street must average W for the same period; • An accident problem exists at the intersection, indicated by having had three or more accidents at the intersection in a year; and • A restricted view problem exists at the intersection. As can be seen, the average volume entering the intersection from all approaches was 450veh/hr for a 8-hour period. The combined average vehicular and pedestrian traffic from the side street Vandorf Sideroad was.132veh/hr for the period. Therefore, the required volume warrant has been satisfied. mrr-m SPECIAL GENERAL COMMITTEE - FEBRUARY 27, 2008 ITEM # 7 - 10 September 8, 2006 - 4 . Report No. TSAB08-017 The second warrant has not been met as there have been two reported collisions at this intersection in the past 3 years. For a driver stopped on Vandorf Sideroad at Industrial Parkway, the sightline to the south is approximately 175m, and to the north it is several hundred meters. The third warrant has not.been met in that sightlines are adequate. given the actual travel speeds determined through the speed count exercise. CONCLUSION The operations of the intersection of Vandorf Sideroad and Industrial Parkway South have been reviewed. The results of the review indicate that while traffic signals are not warranted at the intersection the warrants for the installation of all -way stop signs have been met. It is therefore recommended that multi -way stop sign control be implemented at this intersection. It is also recommended that increased police enforcement of the speed limit on Industrial Parkway South in the area around VandorfSideroad be requested. OPTIONS The TSAB may decide to recommend to Council that traffic signals be installed at this intersection. The TSAB may decide to recommend to Council that multi -way stop sign control not be implemented at this intersection. FINANCIAL IMPLICATIONS The estimated cost to install multi -way stop signs at this intersection is $500. Funds for this work are available in the Public Works Operating Budget. LINK TO STRATEGIC PLAN Goal "C": Promote a healthy environment that fosters social and physical well-being. Objective "C2": Enhance and promote public safety ATTACHMENTS Figure No. �I — Key Map Showing Area in Question W. H. Jackson Director of Public (Works -47-