Loading...
AGENDA - Special General Committee - 20070917e AuRoRA SPECIAL GENERAL COMMITTEE AGENDA NO, 01-33 MONDAY, SEPiEMBER fl, 2001 1:00 PM COUNCIL gNI1M9ER5 HBONII TOWN HALL PUBLIC RELEASE 14/09/07 AuioRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 07-33 Monday, September 17, 2007 7:00 p.m. Council Chambers Mayor Morris in the Chair 1 DECLARATIONS OF PECUNIARY INTEREST H APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved. 111 CONSIDERATION OF ITEMS DEPARTMENTAL BUSINESS PLANS 1. Building Administration Department 2. Corporate Services Department 3. Financial Services Department 4. Public Works Department IV ADJOURNMENT pg. 1 pg. 11 pg. 23 pg. 35 SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT About the Building Administration Department The Building Administration Department reviews building permit applications and conducts on -site inspections for construction projects within the Town of Aurora in accordance with the Ontario Building Code, the Town of Aurora Zoning Bylaw and other applicable legislation. Our mandate is to ensure a healthy and safe environment in the buildings where we live, work and play. The Building Administration Department is responsible for ensuring minimum building standards are achieved for new buildings, additions and renovations with reference to public health and safety, structural sufficiency, fire protection, energy conservation, accessibility and water and sewage protection. In addition to Building Code matters Building Administration provides zoning comments and interpretations on development applications such as draft plan of subdivision, site plan applications, land severances and minor variances. Other administration functions include the issuance and inspection of sign permits, pool enclosure permits and hot tub permits. Building Administration delivers a wide range of programs and services to meet the needs of the corporation and the community it serves. The four fundamental areas of service. —1— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To ensure public health and safety through the administration and enforcement of the Ontario Building Code and other governmental legislati''on relating to the design and construction of buildinirs and their aunurtenant systems. 2008 Action Steps 1. Ensure compliance with the Ontario Building Code,! Zoning Bylaw and other applicable law for construction projects in the Town of Aurora 2. Review building permit application plans and documents within the legislated time period corresponding to the class of building L! Report on building permit fees collected in the previous year, including and indirect costs of delivering services related to the administration and 7. Continue training with respect to new objective -based codes and update direct 8. Review and update departmental library with manuals, standards, guides and material referenced in the 2006 Building Code 2009 Actions Steps Continue to administer and enforce the Ontario Building Code and other applicable law 2. Provide training opportunities for staff in green technologies and energy conservation and be proactive in the development of acceptable standards 3. Establish criteria for the submission of alternative solutions under objective - based codes 2010 Action Steps 1. Continue with 2009 Action Step 1 2. Develop a catalogue of acceptable solutions for objective -based codes 2011 Action Steps 1. Continue with 2009 Action F —2— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes (cont'd) �l I , l C .1.1 `llj I , 110 jillpI)p"I fill, Planned Outcome (Goal) To protect the general public through the administration and enforcement of legislation and to increase public awareness on building related health and safety -matters for the continued enjoyment of the Municipality by its residents. 2008 Action Steps 1. Respond and take action on building related complaints 2. Take aproactive approach with illegal and non -compliant construction 3. Establish standard policies and procedures to respond to complaints and illegal and non -compliant construction 4.Increase 11�l 111 , 1. 1 , : Show, '""pliblic education programs e.g Renovation Forum,'Home , etc 15. Review Fence and Pool Enclosure Bylaw and clarify Departmental responsibilities !6 Inform and kvise:sfakeholders of pool enclosure byiaw::and 66'mplian'ce !process 7. Assist Fire Services"W"ith secondary ldwelli, unit,protocol d other building fire j . I ll 11',, 1�7 an related matters illill, 8. Implement service level checklists for housing on plan review 9. Develop and implement service level checklists for housing inspections 10. Develop standard building regulatory notes and labels for permit issuance 11. Establish and implement criteria/guidelines for a quality assurance program 12. Continue to collaborate with Town departments to develop corporate information to distribute to stakeholders on building related matters 13. Expand public education communication channels by fostering positive relationships with partners in the industry 14. Continue to collaborate with Town departments to develop corporate information to distribute to stakeholders on building related matters 15. Expand public education communication channels by fostering positive relationships with partners in the industry 2009 Actions Steps 1. Continue to provide timely response on building related matters 2. Continue to enhance public education on building related matters 3. Define and develop service levels for large and complex buildings for plan review -3- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 1 4. Define and develop service levels for large and complex buildings for inspection 2010 Action Steps 1. Ongoing timely response to building related matters 2. Continue to enhance public education on building related matters 3. Investigate feasibility of consolidating public protection bylaws for effective administration 2011 Action Steps 1. Ongoing timely response to building related matters 2. Continue to enhance public education on building related matters 3. Review departmental policies and procedures Planned Business Outcomes (cont'd) Action Steps 1. Continue implementing Building Administration Operational Review recommendations 2. Document procedures for the acceptance of incomplete applications and the issuance of partial permits for projects subject to Planning approvals 3. Implement amended Building Bylaw processes 4. Continue to develop Zoning bylaw interpretation policies to ensure consistent application and recommend zoning bylaw amendments for effective administration 5. Continue to define roles and responsibilities of Building Administration and Bylaw Enforcement related to property and zoning matters 6. Continue to organize and catalogue plans and documents for improved record retention and retrieval 7. Continue to enhance Cityview to meet and manage legislated requirements of Bill 124 8. Establish a Steering Committee for Cityview as a corporate software application 9. Participate in a comprehensive Zoning Bylaw Review —4— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT 10. Provide ongoing training and development opportunities for staff 11. Review cash handling procedures 2009 Actions Steps 1. Initiate development of an electronic manual for Cityview users 2. Implement cash handling review recommendations 3. Continue to review and update policies and procedures . 4. Provide ongoing training and development opportunities for staff 2010 Action Steps 1. Continue to develop electronic Cityview manual 2. Investigate feasibility of accepting electronic plans including electronic response and record retention 2011 Action Steps l . Continue to review and refine processes to ensure streamlined service delivery IT F Planned Business 0::I, Utco,mes (confli) liftIM ��.�i�� Planned Outcome (Goal) y Deliver,high quality service in,a professional manner, with an emphasis on accessible information, timely response and continuous improvement to meet the evolving needs of our clients, internal partners and other stakeholders. 2008 Action Steps 1. Define scope and deliver permit express service for small residential projects 2. Develop brochures and application supplements to assist with the issuance of small residential permits 3. Develop application submission standards for both technical and administrative 4. Requirements to assist customers in preparing applications 5. Consider options for a preliminary project review program 6. Continue to review, and update departmental information on all access channels including the Town website 7. Increase inspection scheduling options 8. Investigate feasibility of web enabling Cityview for online status updates of applications and permits -5- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT 9. Increase service channel to include customer service e-mail or other electronic queries 10. Implement a seamless approach to service delivery through internal processing of applications requiring other departmental approvals i.e. grading review 11. Develop Customer Service standards and provide ongoing training to staff 12. Investigate the feasibility of e-commerce and e-service for specific pilot services 13. Participate in customer satisfaction survey and establish a customer service work plan based on outcomes 2009 Action Steps 1. Consider options for one stop shopping for development applications and municipal approvals 2. Continuously review information available on all service channels to ensure information is accessible and accurate 3. Develop partnerships with industry with the,objcctive of availing customer service opportunities 4. Provide ongoing training to staff to ensure a highly skilled workforce 2010 Actions Steps' n � 1. EXpad servica channels, and e-servicung �iI ' i II2. Survey cull '' ersi for Ltisfaetion and feedback �3. Provide ongoing training to staff to ensure a highly skilled workforce 2011 Action Steps i .: 'rli 1. Provide ongoing training to staff to ensure a highly skilled workforce 2. Consider alternative options for service delivery including flexible service delivery hours. 3. Investigate feasibility of accepting paperless building permit applications Q. SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 12.4 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 12.0 13.0 13.0 14.0 14.0 Part-time 0.4 0.4 0.4 0.4 0.4 Total Permanent 12.4 13.4 13.4 14.4 14.4 Net Change 1.0 0.0 1.0 0.0 PROPOSED NEW FULL TIME POSITION 2008 Building Clerk 2010 Building Inspector START-UP COSTS OF STAFF GROWTH - $4000.00 —7— SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT am SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Accomplishments in 2007 • Issued 1100 building permits for construction within the Town of Aurora • Case managed large developments to facilitate construction and meet developers target dates • Conducted 6000 on site inspections for construction projects within the Town of Aurora • Responded and resolved 75 building related complaints • Provided in-house training to Inspectors on the new building code including reviewing and documenting 700 technical amendments • Advised stakeholders of Building Code technical changes and transition rules and met increased demands for transition deadline dates • Recertified builder model homes for new code requirements Implemented inspection tracking and reporting for improved record keeping Established interdepartmental departmental procedures for Freedom of Departmental restructuring including reviewing and amendin Participated in the development of a new grading model to be • Extensive Cityview enhancements to meet legislative requirements including migrating to version 9 and required staff training • Trained and qualified inspectors in multi -disciplines (building, HVAC and plumbing) to create a generalist housing inspector • Developed and defined housing service level for Plan Review • Developed zoning and applicable law compliance documents • Reviewed and refined Fire Services Memorandum of Understanding to ensure effective service delivery • Updated and indexed reference library to ensure documents referenced in the Building Code are current and accessible SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Key Performance Indicators Complete Building Review applications within Permits issued with legislated 10 to 30 Permit Applications legislated time period for time periods or written business days corresponding to class of Refusal Notice sent depending on building building type Incomplete Building Review applications in a Permits issued to meet Meet Permit Applications timely and flexible manner applicants target dates for established construction target dates through project management Building Inspections Respond to mandated Inspections passed or Respond to inspections within the Deficiency Notice issued inspection legislated 48 hours requests within 11 48hours 100% of the time Other permits such as Review permit applications Review and respond to 10 business sign, pool enclosure hot for compliance with bylaws applicant within 1,0,busiuess days tub and fill permits. days Sign Variances Prepare report to General,'' „Report to General Committee 10 business , , � C0m tt e with i � �'�, � within,,10 business days d days Zoning letters and Research'and'prepare Written response to applicant 10 business Compliance Reports written response within 10 business days ;days Complaints/Inquiries Respond to complaints and Investigate/respond to request 2 business days ii ��I:alllljll, inquiries in! a timely'manner, Twithin 2 business days -10- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT About the Corporate Services Department The Corporate Services Department is committed to providing the highest level of support and service to its client groups by facilitating access to corporate information through the utilization of best practices, while educating our clients on legislation, standards and compliance. The Corporate Services Department houses several functions including Clerk and administrative support services, by-law enforcement and licensing, human resource services and information technology services. The Clerk and administrative support services function handles a variety of duties, the majority of which are statutory in nature as prescribed by several legislative mechanisms such as the Municipal Act; Vital Statistics Act; Freedom of Information & Protection of Privacy Act and the Municipal Elections Act. The By-law Enforcement & Licensing division promotes health, safety and a harmonious community through the investigation and resolution of by-law complaints. This division's mandate is to promote voluntary compliance to by-laws through regular and consistent dialogue and education of residents. Some of the core operational functions of this div ision Ii'censing and''.control, parking control,' propertystandards, business licensing and mobile vendor licensing. I Human Resources Services division manages a variety of staff related support services to the��Cornoration'includin'u!;Ibenefits administration, labdur relation's, staff 'recruitment. to and support, network security, technical and communications design and administration. —11— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To Administer and enforce the Town by-laws and regulations to ensure the health and safety of the public. 2008 Action Steps Review Animal Control Services contract and options for the future needs of the Town 2. Re -introduce pet licensing canvasser program 3. In conjunction with Public Works and Communications, develop a Town wide Implement recommendations from the Graffiti Abatement Ad Hoc for 1. Expand public notification and enforcement of the Graffiti Abatement By-law 2. Review and update the Parking By-law Create additional information packages for residents on other Town regulatory by-laws 4. Investigate expansion of set fines under Provincial Offences Act 5. Develop and implement expanded uses for the parking control handheld units 2010 Action Steps 1. Re -introduce Taxi Driver Training program 2. Review the Town's Business Licensing By-law 3. Review new licensing by-laws for Council's consideration —12— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps 1. Review the animal control by-law 2. Analyze the potential for the introduction of an on -street permit parking program Planned Business Outcomes Planned Outcome (Goal) To provide technical solutions and expertise to meet the strategic goals of the Town, its employees and the community. Action Steps In partnership with the Communications division, continue development implementation of phase 2 for the corporate intranet 5. Investigate and implement CRM (Customer Relationship Management) system for the corporation — tracking issues across the organization 6. Research, plan and deliver a maintenance management system for the corporation Research, plan and deliver internal wireless connectivity as needed S. Implement phase 2 recommendations from 2006 Risk Assessment 9. Continue integration of CityView with corporate applications 10. Implement remote/offsite devices for field inspectors 11. Continue development and enhancement of corporate policies and procedures pertaining to information technology, resources and data assets 12. Investigate improvements to network data storage, to address future data growth and retention requirements 13. Maintain and upgrade security software and hardware to reduce network risks/threats to corporate technology assets —13— SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 14. Research, plan and deliver a method for securing corporate mobile and at risk devices from theft 15. Conduct a complete network assessment for the corporation and implement recommended changes 16. Initiate enterprise architecture project 17. In partnership with the Communications division, roll out further payment applications to website and streaming of council meetings to enhance e- government service offerings 18. Implement Phase 2 DRP (disaster recovery plan) recommendations 19. Implement VolP for Town Hall facility 20. Conduct compatibility testing for future corporate software versions i.e. Microsoft Office 2007 and Vista 2009 Actions Steps Continue implementation of CRM (Customer Relationship Management) .'. system for the corporation — tracking issues across the organization to Upgrade the standard corporate software Town wide training on the new version network penetration testing In partnership with the Communications division, continue development and implementation of phase 3 for the corporate intranet 8. Research, plan and deliver WAN (wide area network) connectivity for real time transactions 9. Implement Phase 3 Computer Room Planning 2010 Action Steps Conduct strategic planning sessions with deparhnents to further evolve and develop IT Strategy 2. Implement improvements to security infrastructure to address the outcomes of IT security audit 3. Research the use of biometrics for network access and computer equipment authorizations —14— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps Review and improve corporate policies and procedures pertaining to information technology, resources and data assets 2. Plan and deliver improvements to network access and computer equipment authorizations by implementing biometric technology Planned Business Outcomes Planned Outcome (Goal) To provide effective fiscal management of Human Resources fmancial resources through excellence and innovation in service delivery. Action Steps to Update corporate human resources administration procedures to reflect legislation/regulations/ housekeeping/organizational changes 4. Support IT with final implementation of the Info HR Employee Self Serve module providing employees with controlled access to screens in the Info HR system 5. Conduct external compensation review and analysis of Town positions to advise of continued competitiveness with surrounding municipalities and employment market 6. Finalize the Human Resources technology implementation of attendance tracking, through the Info HR System Upon ratification of CUPE 905 collective agreement, re -introduce Ad -hoc labour management meetings to facilitate positive labour relation issues 2009 Actions Steps 1. Facilitate process mapping of all Human Resources functions/tasks 2. Continue to develop corporate human resources administration procedures to reflect current legislation/regulations/ housekeeping/ organizational changes Conduct external compensation review and analysis of Town positions to ensure continued competitiveness with surrounding municipalities and employment market —15— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT 4. Facilitate implementation of new Info FIR System module(s) as they become available 2010 Action Steps 1. Develop the Town's proposal package for CUPE 905 in preparation for collective bargaining. 2. Facilitate the collective bargaining process between the Town and CUPE 905 and implement Council -approved collective agreement amendments 3. Conduct external compensation review and analysis of Town positions to determine competitiveness with surrounding municipalities and employment market 4. Continue to develop Corporate Human Resources Administration procedures to reflect current legislation/regulations/housekeeping/organizational changes as necessary 2011 Action Steps 1, Continue with 201,01Actionl,Ste ps Planned Business,,, Outcomes ihi �I ili 14{'if.!i�H it I kllit� �lp�^ !j ILi �I'I �II1t� .ri�•iI t y � t1J t�i���l ! 41 i Ivll l'ir u� fl flit �+ !1� I,! il�i'�IE{{I ii ��lili Planned Outcome (Goal) To' pr ovide internal and external clie nts ents with current accurate and Basil accessibl e le information on deliberations of Council and'associated'Comm ttees. 2008 Action Steps 1. Develop the 2008 Accessibility Plan 2. Enhance Vital Statistics Registry in conjunction with the IT Division 3. Complete electronic indexing of minutes and by-laws back to 1971 4. Acquire and implement new indexing software program for minutes and preparation of agendas 5. Develop and implement policies for disaster recovering program for Council minutes, by-laws, contracts and agreements 6. Develop and implement a new records retention by-law for inactive paper records -16- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2009 Actions Steps 1. Develop the 2009 Accessibility Plan 2. Continue work on the indexing program 3. Continue work on the disaster recovery plan 4.Develop and implement a new records retention by-law for electronic records 5. Commence preparation for 2010 Municipal Elections 2010 Action Steps 1. Develop the 2010 Accessibility Plan 2. Conduct the 2010 Municipal Elections 3. Initiate program to convert all archived contracts and agreements to electronic format Develop the 2011 Accessibility Plan Members —17— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Staff — Our Most Valuable Resource 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 19 20 21 22 23 Part-time 10 9 10 10 10 Total Permanent 19 20 21 22 23 Net Change 0 1 1 1 1 START UP COST IMPLICATIONS OF STAFF GROWTH 2008 ➢ 1 IT Help Desk Telecom Support Technician $4,000 2009 ➢ 1 By-law & Licensing Clerk $4,000 2010 1 IT Applications Support Technician $4,000 FA CE SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT LL m Eg= -19- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Accomplishments in 2007 CLERK'S DEPARTMENT — ADMINISTRATIVE SUPPORT SERVICE 1 Assembled and distributed new Orientation Binder for Council 2. Conducted orientation training for Advisory Committees & Boards 1. Implemented new 2007 Accessibility Plan 2. Conducted a risk management analysis of all Town owned buildings through Town insurance representative 3. In conjunction with Communications, streamlined process of posting agendas and minutes on the Town's web site 4. Established protocols for the implementation of electronic distribution of agendas and minutes Drafted new Code of Conduct for Members of Council and Advisory a11,By-law enforcement information on web site by providing copies of most frequently by-laws solution for on-line parking ticket payment 4. In conjunction with the Graffiti Abatement Ad Hoc Committee started review process of issues related to graffiti within the Town HUMAN RESOURCES SERVICES Facilitated collective bargaining process for new labour relations agreement with CUPE 905 2. Implemented attendance tracking module through Info FIR System 3. Updated and implemented Administrative Procedures #6 Clothing & Allowance policy; and #26 Retirement Age policy 4. Conducted external compensation review and analysis of Town positions to determine compensation competitiveness with market Participated in numerous recruitment interviews and selection process for a number of key positions with the Corporation —20— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES 1. Implemented a corporate standard of utilizing complex network passwords to improve network security 2. Implemented self -serve portion of the help desk application (Track -IT) 3. Developed and implemented a corporate Intranet 4. Implemented Paytickets; Aurora's first e-commerce initiative 5. Performed an internal audit of mobile phones and made changes to the provider which lead to cost savings and increased communication services 6. Obtained a consultant to lead the external audit of other telecommunication lines, configuration and equipment for reducing costs 7. Participated in the print needs analysis, and implemented recommendations based on the consultants review system Researched, acquired and assisted in the installation of ceiling mounted 0. 1. .2. of Oracle an& del' sign ito anew ve —21— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Key Performance Indicators 1�flj 1111T 31 qll,�;R,1111 , f! gill", 1111iti, �4� I IT 15�t I i Ut �iI IINE SERVICE AREA KEY QUANTIFICATION 2008 PERFORMANCE TARGET INDICATOR By-law Enforcement Animal Control Services Issue an RFP for services 100% & Licensing and issue now contract for 2008 By-law Enforcement Pet Licensing Investigate & implement on Operational by Sept. & Licensing line service for pet licenses 2008. By-law Enforcement Graffiti Abatement Through Graffiti Abatement Enactment of By- & Licensing By-law Committee investigate and law May enact new graffiti abatement by-law Information Strategic Plan Engage services of Completion by Technology Services consultant to prepare new September strategic'plan for'IT ' I "' ' information Technology Services Capital Asset Investigate and implement Implemen tation by Management new capital asset May management software II proggram Information Customer Investigate afidimiplement T Implementation by Technology Services !ManaManagement 'I i 1101 till rleW! customer�irelafi6nship June numagli'ment'software It pro gram Information Computer Room Completion of Phase H of Completion by Technology Services Retrofit the retrofit to the computer September room 1: Human Resources Administrative Update Administrative Completion by June Procedures Procedures to reflect current -Resources regulations and status Human Info HR System Finalize implementation of Completion by April the Info HR Employee Self Serve module Human Resources Info HR System Finalize implementation of Completion by the Info HR attendance March tracking module Clerk's Services 2008 Accessibility Plan Draft and present new 2008 Completion by plan to the Advisory Comm. January for adoption Clerk's Services Indexing System Acquire and implement new Acquisition of software program for software by June electronic indexing of records Clerk's Services Disaster Recovery Develop policies and Completion by Program procedures to address October disaster recovery of vital records -22- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT About the Financial Services Department The Financial Services Department is responsible for serving both the internal needs of the Town's administration as well as the external needs of our stakeholders. Internally, our clients include Council, department heads, and departmental staff. The Financial Services Department provides internal clients with various financial support services including: financial advice, financial reporting, budget control, accounts payable, accounts receivables, payroll, purchasing, internal auditing, managing investments and cash -flow, maintaining securities and performance bonds. Externally, the Financial Services Department serves ratepayers, the public, vendors and various government ministries and agencies. Among the services provided are the issuance and collection of tax and water bills as well as the dissemination of general financial information. Services That We Provide The Department has six major functions and various associated activities including: • General Accounting Functions o Accounts Payable o Payroll Revenue/Taxation/Assessment Purchasing —23— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT r '. �ii �! iI y�l fi(Itil r!r'i'll r11 ilt flllil aiif ll kf (III �Iir lGl lflm I'e"rF 1f ifs inli { r: 'I d 1 lil f.;� VI'1 �r ii sir i Ilrl r l� PIIhC I rl ��' Ii�s i !r'Ii tl4!! St �IS 7I P fill If III 'i 1 .. - jl 1 1 I I�rr t�jl iit r ill II(i r�i 1r4 v lF1i 4 I �t t a� f'i 1 {�I . ,:I � Itr il� i:til I I r'lr fl(jr,AGCtYIUILI, fu�glr,l5i(�Ii��I�(A+�rlttl Ilt ':�V it i�i �t III'Ih 11 �rf�lrM 11611.'I rr, '.Ip f Irrlr Al 11l�1 I�yrl ! i13 r 1iI� 11r �iI1 A�r� �la��l ���ir�1t F���11i1 Jt1lll It i�il{ ......l.....I�I II�"lrllt"I�fr�E'i ��{L �(tC mill l�illl t6lj���I� lil �f 1�(�Itf i ithit�f u, IIIur rn,1�^1v _11d L,LI„ti ldill�>r Ihir �7 4fll ll,r,f. �'. Planned Outcome (Goal) To provide accurate and timely accounting, and to ensure that proper policies and procedures are being followed. 2008 Action Steps 1. Ensure that all invoices are covered by appropriate purchase order 2. Develop system to ensure that invoices have appropriate general ledger and approved budget 3. Incorporate cost accounting module 4. Eliminate the use of cheques and pay all accounts via electronic funds transfer 5. Maximize the use of#echnology' in th11 e accounts payable section 6. Circulate payroll advice to employees via e-mail 7. Work 11 ith'Human 61s6urces to update and include sick leave and vacation If credits on themployees p eay'stub 8. Work with ITown's department to elmririatei duplication of payroll processing 9. Develop an action plan and accounting method for implementation of the capital asset management project 10. Eliminate issues in the Audit Management Letter 11. Complete revision of Leisure Services chart of accounts and reporting structure 12. Partner with Public Works to develop activity based accounting system 13. Revise and review policy and procedures as required for changes in CICA Handbook and PSAB 14. Investigate use of scanning technology for distribution and approval of invoices 2009 Actions Steps 1. Acquire and implement system to move and approve invoices using scanned documents and to provide access to invoices via computer 2. Eliminate the copying of all invoices in the organization through implementation of a data file of documents for departmental reference Y 3. Implement a standard time card process for all departments 4. Reduce volume of paper files 5. Complete activity based accounting system with Public Works 6. Continue to implement 2008 Action Step 13 —24— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT 2010 Action Steps 1. Implement a system for receiving invoices through the inteanet 2. Streamline system to allow for better use of information for budget and costing purposes 3. Incorporate annual maintenance of Capital Asset Management System into accounting records 4. Continue to implement 2008 Action Step 13 2011 Action Steps 1. Review and purge all vendor files and cheques to free up space on system 2. Investigate intranet time card input and queries by employees 3. Review accounting systems to replace Vadim System 4 „Continue to nnplezxent 2008 Action Step 13 , II Planned Business Outcomes (cont'd) �1 Is I 1, M1 ���i,9. � 1r�i: + i� If��.i �'yjj (�i���� s lal�„����lH.�� �Wi I� i! Planned Outcome (Goal) To provi6iimely, accurate financial forecasts to Council, Directors and Public. Develop and implement planning tools for the municipal budget process in conjunction with the Town's Strategic Plan. 2008 Action Steps 1. Complete 2009 budget by December 20'' 2. Develop capital program to increase contributions to meet municipality's long- term requirements 3. Continue to review and budget for energy conservation opportunities 4. Continue to review and improve fiscal performance indicators 5. Expand use of available forecasting tools 6. Work to improve capital program rankings 7. Develop a plan for the remaining three years of council S. Continue to use financial principles in decision making processes 9. Explore public/private partnerships -25- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 10. Continue work on calanderization and forecasting to provide appropriate budgeting and analysis 11. Review capital projects 12. Integrate capital asset management information into the budget process 13. Monitor the impact of growth on the Town's budget 14. Begin development charges review 15. Complete water/wastewater capital funding review 2009 Actions Steps 1. Complete development charges review 2. Complete 2010 budget by Dec 20 3. Work with departments to report on monthly budget variances Develop a capital asset replacement plan Complete 2012 budget by Dec 20 2. Continue to impleme nt Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure that all businesses and residents pay their fair share of user fees and property taxes without undue burden. As well as to monitor and protect our assessment base. 2008 Action Steps 1. Ensure that bills are issued on time and that all ratepayers are treated in accordance with polices and procedures for billing and collection of revenue —26— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 11101W 2. Continue to include educational material in tax and water bills 3. Provide technical interpretations to ratepayers 4. Provide impact analysis of annual assessment growth Work with Municipal Property Assessment Corporations to enhance the timeliness and accuracy of property assessment and resolve complaints or anomalies Continue to monitor building activity in a timely manner to ensure all properties are assessed correctly 7. Levy approximately $80 million in property tax revenue and distribute payments to Region of York and four area Boards of Education 8. Invoice approximately $9 million in water/wastewater revenue 9. Provide impact analysis of reassessment freeze for the 2008 taxation year 10. Complete policy and procedural manuals for property taxation, water/wastewater, accounts receivables and cash, receiptistg 11. Continue to promote pre -authorized payment plan for property taxation and water/wastewater billings I. In partnership with IT Services and Communications, investigate e-commerce''°' solution for website,� to facilitate customer account inquixy,,and payment 15. Work to reduce cost per customer by reviewing and developing new methods of conducting business 16. Leverage technology to increase efficiencies and meet client expectations 2009 Actions Steps 1. Conduct impact analysis of reassessment of properties from January 2008 market values for the purposes of 2009 property taxation 2. Implement the out -sourcing of printing, stuffing and mailing of property tax and water/wastewater bills and arrears notices to accommodate increased volumes 3. Implement the out -sourcing of payment processing and electronic receipting to reduce the need for manual in-house payment processing 4. In partnership with IT Services and Communications, implement e-commerce solution on website to facilitate customer account inquiry and payment processing 5. Continue to implement 2008 Action Steps 1, 3, 4, 5, 6, 7, 8, 11, 15 and 16 -27- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Action Steps 1. Continue to implement 2008 Action Steps 1, 3, 4, 5, 6, 7, 8, 11, 15 and 16 2011 Action Steps 1. Continue to implement 2008 Action Steps 1, 3, 4, 5, 6, 7, 8, 11, 15 and 16 Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure that the municipality obtains the best value for their purchases, combined with fair and equitable access to all service providers. 2008 Action Steps 1. Develop an audit process that ensures we adhere to our goal 2. Continue to' work with departments oni our online purchase order system 101 I Enhance our vender pre -qualifica tion program Complete implementation of P Card System 6. Analyze company purchases to determine most effective method of purchasing including consolidation of orders 7. Develop reporting system for tender results 8. Complete random audits of departmental purchases 9. Develop a purchasing action plan component for Town of Aurora Emergency Plan 2009 Actions Steps 1. Expand use of P Card Program 2. Ensure capital purchases are properly integrated with capital asset management program 3. Integrate purchase order system, accounts payable and invoice scanning processes 4. Proactively issue tenders at most advantageous time for best results 5. Review Town purchases to determine most effective method of purchasing, including consolidation of orders �:a SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 6. Complete random audits of departments purchases 2010 Action Steps 1. Review other methods of government purchasing 2. Develop schedule for annual tendering 3. Complete random audits of departments purchases 4. Review procurement policy and recommend updates 2011 Action Steps 1. Update and revise policy and procedures manual 2. Revise and update fee schedule for bid documents 9 3. Work with departments to improve budget calanderization 2009 Actions Steps L Complete annual review of Town's investment policy 2. Continue to implement 2008 Action Steps 2 and 3 2010 Action Steps 1. Continue to implement 2008 Action Steps 1 and 2 2011 Action Steps 2. Continue to implement 2008 Action Steps 1 r —29— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA . 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Outcome (Goal) To implement capital asset management program in accordance with PSAB 3150 directive. 2008 Action Steps 1. Inventory all corporate capital assets and determine acquisition value 2. Determine method of depreciation for each asset class 3. Determine replacement value and expected life of each asset 4. Work with municipal auditors to ensure concurrence with each of the aforementioned steps 11 2009 Participate with municipal working groups to ensure best practises Prepare note for financial statements stating current status of implementation ofPSAB 3150 inc ludin knew acquisitions i g, and ' Develop a capital asset replacement plan and incorporate into capital 2010 Action Steps 1. Prepare annual report on capital asset changes 2011 Action Steps 1. Prepare annual report on capital asset changes —30— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions'= 15 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 15.0 15.0 15.0 15.0 15.0 Part-time 0.0 0.0 0.0 0.0 0.0 Total Permanent 15.0 15.0 15.0 15.0 15.0 Net Change 0.0 0.0 0.0 0.0 START UP COST IMPLICATIONS OF STAFF GROWTH • 2008 - $15,000 Office for Capital Asset Management Co-ordinator —31— SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSNESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT -32- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Accomplishments in 2007 • Implemented new cheque format with fraud protection features • Tested e-mail of pay stubs and employee vacation/sick information on pay stubs • Implemented electronic purchase order system for all departments • Implemented vendor performance evaluation procedures • Standardized the Request for Proposal (RFP) evaluation criteria and weighting matrix • Implemented multi -year contracts for emergency trades • Completed audit and financial statements on schedule • Met the Town's investment objectives • Decreased our taxes receivable • Centralized accounts receivable function for all departments, except Leisure Services and Building Department Implemented corporate receipting tormat as recommenclea by Aucntor Eliminated 2006 items from Management Letter schedule for Council and Directors for Council ss with Council and Senior Management Team Promoted the benefits of pre -authorized payment program through inserts in tax billing program Tnrreased Preauthorization Pavment n'articinatiorr • Reviewing options for production and mailing of tax and water bills • Reviewing options for water meter reading —33— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Key Performance Indicators III ff Bill', W11 m Im I 11,111i'll In 1, 11"m Nita 1' SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2008 INDICATOR TARGET Revenue Section Preauthorized payments Promote campaign to Will increase encourage taxpayers to utilize our PAP this method of tax payment participation by an additional 10 percent Revenue Section Maintain O/S Receivables Maintain or improve our level Tax arrears to of tax and water arrears be 6.6% and water to be 2% Cash Management Return on Investment That the Town's return on That we will investment for municipal exceed the funds will exceed 90 indices Scotia Capital by.25 basis point Debt Market jndices by.25 basis points Revenue Section Promote impact on Natural Continue to insert educational Include 11'FriviTonnient materia,],,in, Town ' s Tax and, educational 1w Water bil ings i i material in 11,P information to sent c ustomers Accounting/l Work wi6Province and area Increase indicators municipalities to determine reporting on fiscal performance indicators 1 fiscal performance illl�jj,11 indicators Revenue Section Cost of providing service Look at opportunities to Goal would be maintain or decrease cost of to keep delivering service customer cost between rate of inflation and rate of growth Purchasing Cost of providing service Look for opportunities to Over time reduce the costs to the reduce the cost municipality for issuing of issuing tenders and purchase orders tenders and purchase orders Accounting Reduce the number of Implement electronic funds Reduce the cheques we issue transfer for payment of number of accounts cheques we 1 issue by 50% Accounting Reduce the number of Implement a P-Card System Reduce the invoices we process that will eliminate the number number of of invoices we will have to invoices by process 20% —34— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT About the Public Works Department The Public Works Department is responsible for the provision and maintenance of the Town's fleet and municipal infrastructure such as roads, streetlights, water distribution system, wastewater collection system, waste/recycling/yard waste collections, stormwater management facilities, surface water, traffic control devices and markings, the environmental monitoring and response as it relates to the above noted assets and infrastructure, as well as taking the lead role in the development of strategies to encourage stewardship of Aurora's air, water and land resources. In essence, provision of the basic needs of the community is the responsibility of the Public Works Department. The provision of these needs is both for the quality of life for the existing community and for the future planned growth areas of the Town. The Department's clients include all residents, businesses and visitors to the Town of Aurora, as well as other Town Departments. Service levels must be established to meet Provincial Government requirements/ legislations, sound engineering principles, Council policies and directions, and the requirements of our clients. —35— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To provide safe and reliable potable water and economical wastewater collection. 2008 Action Steps 1. Implement new lead testing protocols in the water distribution system 2. Implement a computerized complaint/work order management system 3. Continue to develop and implement a backflow prevention program 4. Proceed with development of a drinking water quality management system, as Q conjunction with IT Services, initiate an asset management program using edition rating criteria including a review of operational, maintenance and tabilitation techniques to economically and efficiently increase asset life ''u III I�I'I�I' �ntmu8 to.i.'lli I„ a. 'IMaintain dunk" ' � water quality and the operation of the water distribution system in,accordance with Ontario,Drinking Water Regulations b., Monitor changing MOE,drinking water :and wastewater regulations to ensure �continned compliance c. Promote water efficient operations and conservation practices, including working with Region staff to help maximize the effectiveness of Regional programs in these, areas technologies through cost benefit analysis e. Implement progressive rehabilitation program to minimize wastewater inflow/ infiltration flows f. Work with Region staff to monitor the water supply for the Town and to proactively identify emerging trends, issues, etc., that require attention and action 2009 Actions Steps 1. Complete asset management program including data collection and evaluation and develop water and wastewater 10-year master rehabilitation plan 2. Develop water and wastewater hydraulic modeling to optimize and forecast service delivery efficiencies 3. Continue with 2008 Action Step 6 2010 Action Steps 1. Implement water and wastewater 10-year master rehabilitation plan 2. Continue with 2009 Action Steps 2 and 3 —36— SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps 1. Continue with 2009 Action Steps Planned Business Outcomes (cont'd) Planned Outcome (Goal) To encourage greater diversion from landfill by providing efficient waste and recycling collection coupled with strong educational and promotional campaigns to assist our residents and business people to reduce waste going to landfill. To work with our Regional partners in our efforts to reduce waste going to landfill. To operate an efficient and economical collection system. 2008 Action Steps 1. Monitor, i4­1mplementation,of new waste collection contract, including SSQ collection system, sand work with N6 partners to maximize knowledge land use of the new waste collection system 2. Review mdustnal;l commercial; and institutional waste collection/reduction practices 3. I Conduct waste management contractor performance program, residential compliance surveys, diversion monitoring, and waste audits 4 II IIn conjunction, with Communications division and N6 regional, partners;,, continue to review current promotional programs and create new waste diversion education programs to reduce landfilled waste 5. Review current and new/emerging technologies to maximize waste diversion 6. Continue with participation and promotion of local anti -litter programs 7. Implement enhanced SSO/recycling collection in Town parks, streets, and facilities, to service level determined during consideration of 2008 Budget 8. Work with Region to promote and enhance collection of household hazardous waste in the Town, including, working towards establishing a Community Environmental Centre in Aurora 2009 Actions Steps 1. Implement updated industrial, commercial, and institutional waste collection/reduction practices 2. Review multi -residential waste collection/reduction practices 3. Continue with 2008 Action Steps 1, 3, 4, 5, 6, and 7 —37— SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Action Steps 1. Implement updated multi -residential waste collection/reduction practices 2. Continue with 2009 Action Step 3 2011 Action Steps 1.. Continue with 2010 Action Steps Planned Business Outcomes (cont'd) Planned Outcome (Goal) Maximize surface and ground water quality. Action Steps 1. Commence implementation of stormwater management facility', remedial strategy "I 2. Initiate! a �computerized'�st o rrnwater asset management system 3. Implement updated catch asin cleaning program and continue partnership with regional West Nile program 4. j', Continue implementation of stormwater detention pond maintenance and monitoring 5. Continue with provincially mandated spills response and reporting protocols 6. Continue, in partnership with L.S.R.C.A., with annual creek and river inventory/inspections program, and initiate database to collect relevant information 7. Implement deficiency repairs to identified storm water infrastructure 8. Implement and maintain salt management program guidelines and action plan 9. Monitor provincial, regional, and conservation authority source water protection initiatives and participate when and as needed 10. Update and implement Public Works spills response policy and associated protocols 2009 Actions Steps I. Implement storm water asset management system 2. Implement action strategies coming from source water protection programs 3. Continue with 2008 Action Steps 4 to 9 mom SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Action Steps 1. Develop stormwater management facility water quality testing regime 2. Continue with 2009 Action Steps 2011 Action Steps 1. Implement stormwater management facility water quality testing regime 2. Continue with 2010 Action Step 2 Planned Business Outcomes (cont'd) fIl�l+iI41+I f 'Dt1i { i f4 1: I IlfIl {f �I I f+!' j(�� iij141iii E,':Is lif a� I`i., l�I '1 'c�,qj'r� IIhII,:IIi{�II�II<�I`n� [ 1 {, 1 11i,.�7 ,�a1 11� ��I 41 (°t,�}7117,1 { (� !}fj� {I y 11 I�� + �� G Iltl l . c ' 1 .�''i f{ I j'4{p, ER¢ l�Jj I'' I j t i+fli til i{!{I :t�I E# I! �� � ``! 6e{�' Iq{ yI h(r{I II {I+li ty���7 I i {{i� 1 I+i{{! �jj{j{'�f i `r t++jll {I�,,�., `gUli, 11 i II IYI +� II {iii :'!�}+l• li�:ry�{� eiilt %'t f Hill, 1+If i.l{ �I� :A ,Lur.c,�ill�+IJI ull111It�ithlf+�ik�{InibfNuil.{..fi♦rl:{u6ttfii... hH�N i?,,:ul Planned Outcome (Goal) To provide appropriate summer and winter maintenance to our road network to 1 ensure the safe and efficient movement of people, goods, and materials. �IIII 2008 Act►oh Stepslip i� 1. Undertake necessary studies to develop, new snow storage Facility 2. Impl'ementpre' etting/arrti icing`wii6f maintenance practices 3. IResearch and develop planned crack sealing program 4. Continue to implement'salt management plan practices & procedures 5. Maintain adherence to provincial minimum maintenance standards 6. Continue to review ongoing maintenance activities for cost effectiveness and monitor economic balance of outsourcing levels 7. Continually search out alternative means, equipment, and modes of operation to reduce maintenance costs, liability exposure and to enhance levels of service 2009 Actions Steps 1. Implement recommendations of snow storage facility review 2. Monitor pre-wetting/anti-icing practices 3. Implement crack sealing program 4. Research new and emerging technologies for optimizing winter road maintenance practices 5. Continue with 2008 Action Steps 4. to 7 -39- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Action Steps 1. Implement new winter road maintenance practices 2. Continue with 2009 Action Step 4 2011 Action Steps 1. Continue with 2010 Action Step No. 1 Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure that planned, Council approved, development can proceed in an orderly that future growth can be accommodated through the provision of ne tare or the enhancement of existing infrastructure in such a way as to and/nr'imnrnvP rnTninimity CPP Vp� IPVPIC ..11, 1. Continue to review, development', applicationslfor adherence to good engineering developments that are to be assumed by the municipality, the review includes looking short-term design issues and long-term (life cycle) issues such as ensuring the lopment is designed to make maintenance activities as efficient as possible) 2. Provide support, as necessary, to short and long-term planning initiatives of the Town to ensure that infrastructure needs are met 3. Continue to assist in the review of the Town's Official Plan to identify opportunities to ensure an adequate supply of land and infrastructure to meet Aurora's future commercial and industrial needs 4. Review policies to ensure growth is effectively directed in a way that takes advantage of existing infrastructure and services 5. Continue to ensure policies and by-laws for developments are sensitive to the environment 2009 Actions Steps 1. Continue with 2008 Action Steps 2010 Action Steps ' 1. Continue with 2008 Action Steps 2011 Action Steps 1. Continue with 2008 Action IBM SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes (cont'd) 11 qq: M 1 i! . gi Planned Outcome (Goal) To provide and maintain safe, efficient and fiscally responsible infrastructure. 2008 Action Steps 1. Commence implementation of recommendations of streetlight operations/ maintenance study 2. Prioritize capital improvement programs through asset management initiatives and life cycle analysis 3. Search out alternative means and emerging technologies to increase service life, reduce maintenance ''cost and liability :bxposure, and enhance! customer. service'; 4. Continue review and analysis of the road needs study and the 10-year capital reconstru. tion program ,..inue�iwith'igtandard:l�nnu�i,�ehabilitati6n practices, such as water box vacuum III I, f, I,I. . . 1111191ii! j I'll �xcav�ilio'ns,watermainc�itho ic protection,'main line valye'repairs/exercising program, sidewalk rehabilitation program and maint6n,�fic` e hole revitalization program 2009 Actions Steps 1. ,,:,Complete implementation of recommendations of streetlight operations/maintenance ! study I 1 � 1 2. Align rehabilitation and replacement of underground facilities with 10 year road reconstruction proposals and other target area priorities 3. Continue with 2008 Action Step 2 to 5 2010 Action Steps 1. Develop asset replacement/rehabilitation program incorporating water, wastewater and road priorities 2. Continue with 2009 Action Step 3 2011 Action Steps 1. Continue with 2010 Action Step 2 -41- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To provide for safe and efficient pedestrian, cyclist, motorist, and goods movements. 2008 Action Steps 1. Review and update standards for lighting, signage, intersections and pedestrian crossings 2. Implement scaffolding policy 3. Continue to provide technical support to the traffic safety advisory committee as required 4. Provide support:to the Regional Road Watch program as needed and requested 5. In conjunction with the Communications division, continue to increase public awareness through promotion and education of traffic safety 1. Implement updated standards for lighting, signage, intersections and pedestrian crossings 2. Examine methods to encourage better traffic movement through and outside of the downtown core 3. Foster safe passageways for pedestrians and cyclists within the Town 4. Review parking options in the Town 5. Continue with 2008 Action Steps 3. to 8 2010 Action Steps 1. Implement procedures to encourage better traffic movement through and outside of the downtown core 2. ltnplement pedestrian and cyclists improvements where appropriate 3. Commence to implement parking improvements in the Town 4. Continue with 2009 Action Step 5 —42— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps 1. Continue with 2010 Action Step 3 and 4 Planned Business Outcomes (cont'd) Planned Outcome (Goal) Promote a healthy environment that fosters social and physical well-being. 2008 Action Steps 1. Create an "Environmental Management' division within Public Works to take Town, either by itself or in partnership with other groups and agencies 2. In conjunction with the Communications division, develop and promote clean air 3. El at air and water protection 5. ;Maintain retention of environmental consulting groups for specialized 2009 Actions Steps In conjunction with the Communications division, develop, implement and monitor an environmental education strategy for the Town to increase environmental awareness and to promote low -impact practices 2. In conjunction with the Communications division, expand education and awareness programs relating to energy conservation practices on public and private properties 2010 Action Steps Develop a corporate master environmental plan including operational practices to improve the environment 2. Research, develop and promote electricity innovation measures 3. In conjunction with the Communications division, develop partnerships to assist with public education, planting events, restoration, and preservation projects 4. Continue to ensure policies and by-laws for developments are sensitive to the environment —43— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps 1. Commence implementation of corporate master environmental plan Planned Business Outcomes (cont'd) Planned Outcome (Goal) To establish and maintain appropriate fleet management strategies and procedures to enable the vehicle and equipment fleet to efficiently support the delivery of pubic programs and services. 2009 Actions Steps 1. Develop fleet management system reports 2. Construct additional repair bays and wash bay 2010 Action Steps Research and develop improved methods and models for provision of fleet management services 2011 Action Steps 1. Reorganize PW Operations Division to create a separate fleet management unit 2. Implement new fleet management model SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 46.6 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 39.0 44.0 45.0 46.0 48.0 Part-time 7.6 6.5 7.0 7.0 7.0 Total Permanent 46.6 50.5 52.0 53.5 55.0 Net Change 3.9 1.5 1.0 2.,0 New Staff 11: ➢ FT Serviceperson (as per 2007 Business Plan) ➢ FT Environmental Engineer (as per 2007 Business Plan) ➢ FT Operations Technician (as per 2007 Business Plan) ➢ 0.5 PT Crossing Guard (1 new Guard, reduced from 2 shown in 2007 Business was to be changed to a 1.0 PT position as per the 2007 Business Plan Convert 1.0 PT Fleet/Infrastructure Clerk from the present PT position to a FT position. ne w ervice erson as er 2007 Business, Plan FT new S P ( p ) 0.5 PT'� ne�y,I l lrossing,,Guard (knew Guard, reduced from 2 shown ' 2007 Business PI'an) Plan) 2011 ➢ FT new Operator ➢ FT new Fleet Supervisor START-UP COST IMPLICATIONS OF STAFF GROWTH 2008 - $23,000 2009 - $0 2010 - $0 2011 - $15,000 —45— SPECIAL GENERAL COMMITTEE - SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT M-3 -46- SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORDS DEPARTMENT Accomplishments in 2007 • Implemented new waste collection contract, including launch of Green Bin Source Separated Organics (SSO) program, in September 2007 • Collaborated, along with other N6 partners and Communications division of Town, in joint education and promotion campaigns to promote new waste collection systems, and in particular the launch of the SSO collection program. This included the creation of a new Waste calendar and a number of other promotional/educational items • Completed reconstruction of Aurora Heights Drive from Yonge Street to west of Foreht Crescent, Laurentide Avenue, Illingworth Court, Morning Crescent, Knowles Crescent, Mark Street, Cedar Crescent, Oak Court, and Birch Court • Completed implementation of the NE Quadrant Traffic Calming Plan • Completed trench -less relining of watermains on Mark Street, Cedar Crescent, Oak Court, Birch Court, Boulding Drive, Navan Crescent, Knowles Crescent, Jones Court, and sections of Wellington Street and Corbett Crescent • Completed Phase 2 of Stormwater Manavement Remediation • Improved the `unaccounted for water" percentage by 2.3% • Completed Streetlight Operating and Maintenance Study • Purchased a number of major pieces of equipment, including combination sewer flusher/vacuum truck, snow plough truck, and backhoe loader —47— SPECIAL GENERAL COMMITTEE — SEPTEMBER 17, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Key Performance Indicators lop lilbiiii 1 il Villry'l IRWIN$ 111 .11 11,111011 Iffiliganii 11111H 10 SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2008 INDICATOR TARGET Water Distribution Water Quality Adverse water samples per 0% and Wastewater year/Total water samples Collection taken per year Waste and Diversion of Solid Waste Waste Tonnage Diverted from 65% Recycling Landfill per Year/Gross Waste Collection Tonnage Collected per Year Road Maintenance Winter Event Responses Number of times winter 100% response meets or exceeds Town LOS per winter season/Number of winter events per winter season Capital Condition of Paved Roads Length of paved roads with 65% Infrastructure condition rated good or Rehabilitation and better/Total length of paved Replacement roads Traffic and Condition of Sidewalks Number of deficient sidewalk 25% pedestrian Safety bays rehabilitated per year/Total number of, deficient sidewalk bays Surface and GrouIn,dIll Storm Water,Quality uality Area of developed land i15% Water Quality' oll serviced by storm water"Ill,l Management gementi:ii�,li ali quality control/Total area developed land Fleet Management Condition of Town's Number of licensed vehicles 90% Vehicle and Equipment with condition rated good or Fleet better/Total number of licensed vehicles Im