Planning & Regulatory Services

Transcription

1 Planning & Regulatory Services 2015 Additional Draft Operating details Budget here Titles & Subtitles in Arial Narrow Budget Committee of the Whole 225 East Beaver Creek Road, Richmond Hill, ON L4B 3P4 T RichmondHill.ca

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3 PLANNING & REGULATORY SERVICES DEPARTMENT Index Pages Budget Narrative Department Overview 1 7 Administrative Services 8 9 Development Planning Committee of Adjustment 12 Policy Planning Development Engineering Building Permits / Inspections By-law & Licensing Enforcement Parking Control Animal Control Department Organization Charts Business Cases Service Coordinator Casual Parking Control Enforcement Pool 36 38

4 PLANNING & REGULATORY SERVICES DEPARTMENTAL SUMMARY Overview The Planning and Regulatory Services department is responsible for planning, policy development, implementation and ongoing monitoring of progress and realization of the vision for the physical (land use) future of the Town. Part of this responsibility includes enforcement of the Town s by-laws as well as enforcement of the building code. The Planning and Regulatory Services department is responsible for bringing all aspects of land use policy planning, application review as well as regulatory functions under one coordinated umbrella. The workgroups responsible for commenting on applications and for permits, compliance, inspection and enforcement all work together to foster a common approach and common expectations, aiming for consistent outcomes that achieve the goals of the Official Plan and the Strategic Plan in a positive way. The Planning & Regulatory Services Department is comprised of the following five divisions: Administrative Services Development Planning: Development Engineering: Policy Planning: Regulatory Services: Development Planning Subdivision & Site Plan Engineering Urban Design Permits / Inspections Committee of Adjustment Transportation Heritage Properties By-Law & Licensing Enforcement Storm Water Management Grading/Permits Official Plan and Land Use Studies Parks Planning and Natural Heritage Parking Control Animal Services 1

5 PLANNING & REGULATORY SERVICES DEPARTMENTMENTAL SUMMARY OVERVIEW Continued 2015 Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs $ 11,810,630 $ 11,787,767 $ 12,828,500 $ 12,750,500 $ (78,000) (0.6) Non-Personnel Expenditures 875, , ,700 1,017,600 36, Total Expenditures $ 12,685,798 $ 12,452,178 $ 13,809,200 $ 13,768,100 $ (41,100) (0.3) Total Revenues $ (8,951,133) $ (8,930,617) $ (8,933,100) $ (8,574,500) $ 358, Total Base Budget $ 3,734,665 $ 3,521,561 $ 4,876,100 $ 5,193,600 $ 317, New Items (28,100) (28,100) - Net Budget $ 3,734,665 $ 3,521,561 $ 4,876,100 $ 5,165,500 $ 289,

6 PLANNING & REGULATORY SERVICES DEPARTMENTMENTAL SUMMARY OVERVIEW Continued Summary by Division Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) Expenditures 31-Dec-13 Actuals Budget Budget Unfavourable % Administrative Services $ 1,503,933 $ 1,277,498 $ 1,346,100 $ 1,333,300 $ (12,800) (1.0) Development Planning Development Planning 1,479,348 1,420,978 1,637,800 1,632,900 (4,900) (0.3) Committee of Adjustment 196, , , ,700 (8,600) (4.1) Policy Planning Policy Planning 1,761,991 1,772,857 1,918,600 1,926,100 7, Development Engineering 1,703,917 1,855,800 2,139,300 2,112,300 (27,000) (1.3) Regulatory Services Permits and Inspections 2,885,559 2,868,738 3,204,300 3,212,100 7, By-Law & Licensing Enforcement 1,571,050 1,660,965 1,774,100 1,765,400 (8,700) (0.5) Parking Control 1,013, ,124 1,008, ,700 (38,100) (3.8) Animal Services 569, , , ,600 43, Total Expenditures $ 12,685,798 $ 12,452,178 $ 13,809,200 $ 13,768,100 $ (41,100) (0.3) Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) Revenues 31-Dec-13 Actuals Budget Budget Unfavourable % Administrative Services $ (10,925) $ (15,944) $ (11,000) $ (11,000) $ - - Development Planning Development Planning (1,162,572) (1,495,377) (1,051,500) (1,072,700) (21,200) (2.0) Committee of Adjustment (703,852) (676,506) (530,000) (540,600) (10,600) (2.0) Policy Planning Policy Planning (123,516) (123,027) (136,300) (136,300) - - Development Engineering (889,126) (859,592) (861,900) (873,600) (11,700) (1.4) Regulatory Services Permits and Inspections (4,479,249) (4,203,438) (4,539,000) (4,546,800) (7,800) (0.1) By-Law & Licensing Enforcement (143,567) (276,834) (323,100) (236,000) 87, Parking Control (1,418,849) (1,241,908) (1,460,300) (1,122,500) 337, Animal Services (19,477) (37,991) (20,000) (35,000) (15,000) (0.1) Total Revenues $ (8,951,133) $ (8,930,617) $ (8,933,100) $ (8,574,500) $ 358,

7 PLANNING & REGULATORY SERVICES DEPARTMENTMENTAL SUMMARY OVERVIEW Continued Summary by Division Continued Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) Base Budget 31-Dec-13 Actuals Budget Budget Unfavourable % Administrative Services $ 1,493,008 $ 1,261,554 $ 1,335,100 $ 1,322,300 $ (12,800) (1.0) Development Planning Development Planning 316,776 (74,399) 586, ,200 (26,100) (4.5) Committee of Adjustment (507,172) (503,941) (318,700) (337,900) (19,200) (6.0) Policy Planning Policy Planning 1,638,475 1,649,830 1,782,300 1,789,800 7, Development Engineering 814, ,208 1,277,400 1,238,700 (38,700) (3.0) Regulatory Services Permits and Inspections (1,593,690) (1,334,700) (1,334,700) (1,334,700) - - By-Law & Licensing Enforcement 1,427,483 1,384,131 1,451,000 1,529,400 78, Parking Control (404,915) (269,784) (451,500) (151,800) 299, Animal Services 549, , , ,600 28, Total Base Budget $ 3,734,665 $ 3,521,561 $ 4,876,100 $ 5,193,600 $ 317, New Items (28,100) (28,100) Net Budget $ 3,734,665 $ 3,521,561 $ 4,876,100 $ 5,165,500 $ 289,

8 PLANNING & REGULATORY SERVICES DEPARTMENTMENTAL SUMMARY Budget Change Explanations Budget Budget Incremental Change % Change Over Prior Year Explanation 2014 Net Budget $ 4,876,100 Expenditures Full-time Salaries & Benefits 12,520,000 12,423,500 (96,500) (0.8%) Decrease due to Step Level decreases coupled with lower WSIB benefit deductions. Casual Wages & Benefits 123, ,100 18, % 3 month Extension of Animal Service Educator Other Personnel 184, , % Personnel Services - Total 12,828,500 12,750,500 (78,000) (0.6%) Animal Services General Contracts 562, ,100 25, % Development Engineering Membership 3,800 11,000 7, % By-Law & Licensing Enforcement Program Supplies - Tow Truck - 5,000 5, Policy Municipal Business 1,900 1,400 (500) (26.3%) Inflation in Animal Services contract Increase based on departmental requirements Tow Truck Forms, Offences Reference Books & Advertising Decrease to be consistent to corporate allocation Revenues 36, % Total Expenditures (41,100) (0.3%) Development Planning Development Revenues (1,051,500) (1,072,700) (21,200) (2.0%) Committee of Adjustment COA Revenues (530,000) (540,600) (10,600) (2.0%) Development Engineering Development Engineering Revenues (101,900) (113,600) (11,700) (11.5%) Increase as a result of Tariff of Fees update Increase as a result of Tariff of Fees update Increase to reflect actual trending Building Permits / Inspections Building Permits (4,980,000) (3,980,000) 1,000, % Decrease to reflect actual trending Trf to/(from) Building Permit Rate Stabilization Reserve Fund 461,000 (546,800) (1,007,800) 218.6% This amount represents the deficit of Building Code activities, and the Reserve is used to offset fluctuations in future years. Animal Services Canine Licenses (20,000) (35,000) (15,000) (75.0%) Parking Control Parking Fines (1,437,800) (1,100,000) 337, % Increase to reflect actual trending Decrease to reflect actual trending By-Law & Licensing Enforcement Tow Truck Licenses (330,000) (70,000) 260,000 Decrease to reflect projected renewals & new 78.8% applicants Trf to Tow Truck Reserve Fund 172,900 - (172,900) 100.0% 2014 budget had a one time establishment of a Tow Truck Reserve Fund, however actual revenues did not crystalize to a surplus of Tow truck licenses revenues Total Revenues 358, % Base Budget 317, % % Change Over 2014 Net Budget 6.5% 5

9 PLANNING & REGULATORY SERVICES DEPARTMENTMENTAL SUMMARY OVERVIEW Continued Budget Change Explanations Budget Budget Incremental Change % Change Over Prior Year Explanation New Items Administrative Services Service Coordinator 59,900 Transfer from Building Permit Reserve Fund (14,000) 45,900 Parking Control Casual Parking Enforcement Pool 91,000 Parking Fines Revenues (165,000) (74,000) Total New Items (28,100) % Change Over 2014 Net Budget (0.6%) Incremental Change 289, % Net Budget 5,165, % 6

10 PLANNING & REGULATORY SERVICES DEPARTMENTMENTAL SUMMARY OVERVIEW Continued Full-Time Staff Complement Budget Request Administrative Services Development Planning Development Planning Committee of Adjustment 2 2 Development Engineering Policy & Parks Planning Policy & Parks Planning Regulatory Services Permits and Inspections By-Law & Licensing Enforcement Parking Control Subtotal New Staffing Requests 2 Total

11 PLANNING & REGULATORY SERVICES DEPARTMENT ADMINISTRATIVE SERVICES Program Description The role of the Administrative Services group is to: Provide professional support services for the day-to-day operations of the Department including agenda coordination, office management and coordination, budget preparation and monitoring, policies and procedures, records management and document control and supervision of clerical and support staff. Provide professional support services in the preparation of all base maps for reports, display maps and drawings to complement specific land use studies and graphic requirements of the Department and to maintain and revise location maps, zoning maps and Official Plan maps Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 1,416,875 $ 1,188,222 $ 1,192,500 $ 1,179,700 $ (12,800) (1.1) Casual Wages & Benefits - - 5,600 5, Other Personnel 7,275 7,289 7,700 7, Total Personnel Costs $ 1,424,150 $ 1,195,511 $ 1,205,800 $ 1,193,000 $ (12,800) (1.1) Conferences and Training $ 16,123 $ 18,244 $ 73,400 $ 73,400 $ - - Office Supplies & Printing 58,578 54,169 59,700 59, Other Expenditures 5,082 9,574 7,200 7, Total Expenditures $ 1,503,933 $ 1,277,498 $ 1,346,100 $ 1,333,300 $ (12,800) (1.0) Total Revenues $ (10,925) $ (15,944) $ (11,000) $ (11,000) $ - - Base Budget $ 1,493,008 $ 1,261,554 $ 1,335,100 $ 1,322,300 $ (12,800) (1.0) New Items ,900 59,900 - Net Budget $ 1,493,008 $ 1,261,554 $ 1,335,100 $ 1,382,200 $ 47,

12 PLANNING & REGULATORY SERVICES DEPARTMENT ADMINISTRATIVE SERVICES Continued Expenditures Full-time Salaries & Benefits have decreased by $12,800 or 1.1% due to step level decreases and lower Workplace Safety & Insurance Board (WSIB) benefit deductions. New Items $59,900 in included for new staffing requests addition of a Service Coordinator to start July Human Resources Complement 13 Full-Time Administrative Services Commissioner, Planning & Regulatory Services Executive Assistant Manager, Administrative Services Development Process Coordinator (2) Receptionist/Clerk Typist (2) Building Services Coordinator (2) Compliance Clerk Data Systems Coordinator Technical Services Coordinator Technician New Staffing Request Service Coordinator 9

13 PLANNING & REGULATORY SERVICES DEPARTMENT DEVELOPMENT PLANNING Program Description The role of the Development Division is to: Process, review and make recommendations to Council regarding development applications submitted in accordance with the Planning Act and Municipal Act. They are considered in the context of official plan policies and accepted planning principles. Such applications would include Official Plan and Zoning By-law Amendments, plans of subdivision, site plans, condominium, part lot control, Committee of Adjustment, Sign By-law Amendment and related matters. Assist and liaise with Council, other departments, developers, applicants, residents and public agencies on matters related to planning and development applications. Appear at the Ontario Municipal Board and other administrative tribunals in defence of the decisions of Council and/or staff recommendations related to planning matters Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 1,465,364 $ 1,371,521 $ 1,602,900 $ 1,598,000 $ (4,900) (0.3) Casual Wages & Benefits (4,212) 34,849 11,100 11, Other Personnel 8,748 6,649 14,700 14, Total Personnel Costs $ 1,469,900 $ 1,413,019 $ 1,628,700 $ 1,623,800 $ (4,900) (0.3) Other Expenditures $ 9,448 $ 7,959 $ 9,100 $ 9,100 $ - - Total Expenditures $ 1,479,348 $ 1,420,978 $ 1,637,800 $ 1,632,900 $ (4,900) (0.3) Total Revenues $ (1,162,572) $ (1,495,377) $ (1,051,500) $ (1,072,700) $ (21,200) (2.0) Net Budget $ 316,776 $ (74,399) $ 586,300 $ 560,200 $ (26,100) (4.5) 10

14 PLANNING & REGULATORY SERVICES DEPARTMENT DEVELOPMENT PLANNING - Continued Expenditures Full-time Salaries & Benefits have decreased by $4,900 or 0.3% mainly due to lower Workplace Safety & Insurance Board (WSIB) benefit deductions offset by the job realignment of the Administrative Assistant and step level increases. Revenues Development Revenues increased $21,200 or 2.0% due to user fee increases. Human Resources Complement 14 Full-time Director, Development Planning Administrative Assistant Site Plan Section Subdivision Section Manager, Development Site Plans Manager, Development Subdivisions Senior Planner Site Plans(2) Senior Planner - Subdivisions (2) Planner II Planner II (2) Planner I Planner I Planning Technician 11

15 PLANNING & REGULATORY SERVICES DEPARTMENT COMMITTEE OF ADJUSTMENT Program Description The Committee of Adjustment is empowered to: vary a zoning by-law where, in its opinion, the change is minor; approve the enlargement or extension of a building; approve the change in use of a building or land; interpret the meaning of the zoning by-law, where the by-law is written in general terms; and grant consents for severances, easements, rights of way, power of sale and validation of title Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 178,585 $ 150,599 $ 182,600 $ 174,000 $ (8,600) (4.7) Honorariums 13,021 12,784 13,200 13, Other Personnel ,500 1, Total Personnel Costs $ 191,606 $ 163,891 $ 197,300 $ 188,700 $ (8,600) (4.4) Other Expenditures $ 5,074 $ 8,674 $ 14,000 $ 14,000 $ - - Total Expenditures $ 196,680 $ 172,565 $ 211,300 $ 202,700 $ (8,600) (4.1) Total Revenues $ (703,852) $ (676,506) $ (530,000) $ (540,600) $ (10,600) (2.0) Net Budget $ (507,172) $ (503,941) $ (318,700) $ (337,900) $ (19,200) (6.0) Expenditures Full-time Salaries & Benefits have decreased by $8,600 or 4.7% due to step level decreases and lower Workplace Safety & Insurance Board (WSIB) benefit deductions. Revenues Committee of Adjustments revenues increased by $10,600 or 2.0%, as a result of user fee increases. Human Resources Complement Secretary-Treasurer 2 Full-Time Assistant Secretary-Treasurer 12

16 PLANNING & REGULATORY SERVICES DEPARTMENT POLICY PLANNING Program Description The Policy Planning Division develops and implements a wide range of municipal planning policy initiatives including the development and review of the Town's Official Plan. They also conduct area land use studies and provide up-to-date research on a variety of planning topics including the environment, housing, parks and open space, demographics, infrastructure, transportation and the economy. The division provides policy development and recommendations on heritage matters as well as detailed urban design reviews of all new development within the Town. It plays a key role in monitoring changes in the regional and provincial policy and legislative environment in which the Town operates and provides expert advice to Council on such matters. The Division is also responsible for the policy development and implementation of the Town s Public Art program. This area is responsible for all aspects of parks, trails and open space planning and policy development. This area is also responsible for conducting studies, carrying out detailed analysis, and recommending and applying goals, objectives and policies related to parks and open space lands across the Town. This area also reviews all development applications regarding potential impacts on the Town s natural environment Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 1,620,682 $ 1,647,896 $ 1,825,800 $ 1,833,800 $ 8, Casual Wages & Benefits 52, ,034 19,900 19, Other Personnel 11,475 9,570 12,300 12, Total Personnel Costs $ 1,684,914 $ 1,761,500 $ 1,858,000 $ 1,866,000 $ 8, Consulting Contracts $ 60,819 $ 890 $ 29,000 $ 29,000 $ - - Heritage 5, ,000 15, Other Expenditures 11,257 9,612 16,600 16,100 (500) (3.0) Total Expenditures $ 1,761,991 $ 1,772,857 $ 1,918,600 $ 1,926,100 $ 7, Transfer from Inspection Reserve $ (93,800) $ (93,800) $ (93,800) $ (93,800) $ - - Tree Preservation By-Law Fees (24,400) (25,300) (30,000) (30,000) - - Tree Compensation (4,866) (2,800) (10,000) (10,000) - - Heritage Property Letters (450) (1,127) (2,500) (2,500) - - Total Revenues $ (123,516) $ (123,027) $ (136,300) $ (136,300) $ - - Net Budget $ 1,638,475 $ 1,649,830 $ 1,782,300 $ 1,789,800 $ 7,

17 PLANNING & REGULATORY SERVICES DEPARTMENT POLICY PLANNING Continued Expenditures Full-time Salaries & Benefits have increased by $8,000 or 0.4% due to a realignment and job evaluation of the Administrative Assistant and Senior Planner offset with lower Workplace Safety & Insurance Board (WSIB) benefit deductions. Other expenditures have decreased $500 or 3.0% in municipal business to reflect proper corporate allocation. Human Resources Complement 16 Full-Time Director, Policy Planning Administrative Assistant Urban Design Policy Parks Planning Manager, Urban Design Manager, Policy Manager, Parks Planning Urban Design & Heritage Senior Planner - Policy Parks Planner (2) Planner Planner II Planner II (2) Parks Planning Technician Planner I Planning Researcher Parks Planning and Policy Coordinator Casual Wages Summer & Co-Op Students 14

18 PLANNING & REGULATORY SERVICES DEPARTMENT DEVELOPMENT ENGINEERING Program Description The Development Engineering Division of the Planning & Regulatory Services Department is responsible for development related engineering services, transportation, and storm water management. This Division oversees the following: Processing and coordination of development applications including technical review of new subdivision services and site plan infrastructure. Coordination of construction related to Development Applications Design of storm water quantity and quality control Administration of the MOEE Transfer of Review process Grading and Site Alteration Permits, Utility Coordination Transportation Planning Traffic Safety and Engineering Signage, Signal Design, Illumination, Speed Limits, and Parking Designations 2015 Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 1,652,631 $ 1,786,719 $ 2,025,900 $ 1,991,700 $ (34,200) (1.7) Casual Wages & Benefits 10,939 31,725 33,700 33, Other Personnel 11,039 11,119 21,500 21, Total Personnel Costs $ 1,674,609 $ 1,829,563 $ 2,081,100 $ 2,046,900 $ (34,200) (1.6) Consulting Contracts $ 10,407 $ 9,396 $ 30,000 $ 30,000 $ - - General Contracts 8,529 3,905 13,000 13, Other Expenditures 10,372 12,936 15,200 22,400 7, Total Expenditures $ 1,703,917 $ 1,855,800 $ 2,139,300 $ 2,112,300 $ (27,000) (1.3) Transfer from Inspection Reserve $ (760,000) $ (760,000) $ (760,000) $ (760,000) $ - - Site Alt./Infill Grading Revenues (129,126) (99,592) (101,900) (113,600) (11,700) (11.5) Total Revenues $ (889,126) $ (859,592) $ (861,900) $ (873,600) $ (11,700) (1.4) Net Budget $ 814,791 $ 996,208 $ 1,277,400 $ 1,238,700 $ (38,700) (3.0) 15

19 PLANNING & REGULATORY SERVICES DEPARTMENT DEVELOPMENT ENGINEERING Continued Expenditures Full-time Salaries & Benefits have decreased by $34,200 or 1.7% mainly due to step level decreases, lower Workplace Safety & Insurance Board (WSIB) benefit rate deductions but offset by the job realignment of the Administrative Assistant and the conversion of the Traffic Technician to Traffic Analyst. Consulting contracts are comprised of: 2014 Budget 2015 Budget PMA (Pavement Mgt Software) (AADT) Annual $14,000 $14,000 Average Daily Traffic program Regional Transit 10,000 10,000 Engineering Drawing Review Services 6,000 6,000 General contracts are comprised of: Total $30,000 $30, Budget 2015 Budget TES (Traffic Engineering Software) accident data input and scanning $6,500 $6,500 Special traffic counts 6,500 6,500 Total $13,000 $13,000 Other expenditures increased by $7,200 due to higher membership requirements for the department. Revenues Site Alteration Permit Fees and Infill Grading Permit fees revenues increased by $11,700 or 11.5%, as a result of user fee increases and to reflect actual trends in revenues. Human Resources Complement 19 Full-Time Director, Development Engineering Administrative Assistant Manager, Transportation & Site Plans Development Assistant (2) Development Coordinator Development Technologist Manager of Storm Water Management & Subdivisions Project Manager Development Project Coordinator (3) Transportation Planner Grading Technologist Traffic Engineer Grading Assistant (2) Traffic Analyst (2) Casual Wages Co-op Student (Traffic Study) 16

20 PLANNING & REGULATORY SERVICES DEPARTMENT BUILDING PERMITS/INSPECTIONS Program Description The Building Permits/Inspections program includes architectural, structural, mechanical and zoning disciplines in the enforcement of the Ontario Building Code and other applicable laws. The Plans Review and Compliance Section services all Building Permit types in the architectural, structural, and mechanical disciplines. In addition, the Section is responsible for the application of zoning by-laws to Building Permit applications and for the answering of lawyers' compliance requests regarding property transactions. The Building Inspection Section enforces the Ontario Building Code and other applicable laws through field inspections and the review of reports. The effort associated with this service, continues to increase as developments become larger and more complex. The investigation of general complaints is part of the Inspection Section's level of service. Our current level of service does not include field mechanical review for residential construction, and 'final exterior inspections' Budget Highlights Personnel Costs Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Full-time Salaries & Benefits $ 2,658,007 $ 2,770,969 $ 3,065,200 $ 3,073,000 $ 7, Casual Wages & Benefits 113,705 15,064 27,800 27, Other Personnel 51,166 45,031 60,000 60, Total Personnel Costs $ 2,822,878 $ 2,831,064 $ 3,153,000 $ 3,160,800 $ 7, Memberships and Mandatory Training $ 19,031 $ 21,169 $ 23,100 $ 23,100 $ - - Other Expenditures 43,650 16,505 28,200 28, Total Expenditures $ 2,885,559 $ 2,868,738 $ 3,204,300 $ 3,212,100 $ 7, Building Permit $ (5,465,194) $ (4,490,246) $ (4,980,000) $ (3,980,000) $ 1,000, Trsf to/(from) Build Permit RF. 1,076, , ,000 (546,800) (1,007,800) (218.6) Compliance (91,030) (44,697) (20,000) (20,000) - - Total Revenues $ (4,479,249) $ (4,203,438) $ (4,539,000) $ (4,546,800) $ (7,800) (0.2) Base Budget $ (1,593,690) $ (1,334,700) $ (1,334,700) $ (1,334,700) $ - - New Items (14,000) (14,000) -- Net Budget $ (1,593,690) $ (1,334,700) $ (1,334,700) $ (1,348,700) $ (14,000) (1.0) 17

21 PLANNING & REGULATORY SERVICES DEPARTMENT BUILDING PERMITS/INSPECTIONS Continued The Building Code Act provides municipalities with powers to impose building permit fees, and in establishing fees under the Act, The total amount of the fees must not exceed the anticipated reasonable cost of the principal authority to administer and enforce this Act in its area of jurisdiction. The requirements of the Act do not limit municipalities to the costs directly related to the service; building permit fees can include indirect corporate management costs related to the provision of service and could include costs related to future compliance requirements or fee stabilization reserve fund contributions. The Town developed a strategy for service stabilization, in that the Building Permit Stabilization Reserve Fund should be maintained to reduce the resourcing and budgetary challenges associated with a cyclical economic downturn and ongoing legislative requirements under the Building Code Act. The Town underwent a Building Permit Fee Review in 2013, and Council approved fee increases to address significant under recovery of processing costs and fee structure adjustments were required to sustain future operations. Expenditures Full-time Salaries & Benefits have increased by $7,800 or 0.3% due to the job realignment of the Administrative Assistant offset by lower Workplace Safety & Insurance Board (WSIB) benefit rate deductions. Revenues Building permits and other revenues are budgeted at $4,000,000, a $1,000,000 decrease from the 2014 budget to reflect the anticipated trends in revenue. Building Permits related expenditures are budgeted at $3.2 million (direct costs) and $1.3 million (indirect costs) totalling $4.5 million. In the following strategy for service stabilization, net surpluses or net deficits from Building Permit operations may be transferred to, or drawn from the Building Permit Rate Stabilization Reserves to stabilize cyclical revenue fluctuations. The 2015 budget includes a $510,000 transfer from the Building Permit Rate Stabilization Reserve. New Items ($14,000) in included to represent the 25% funding for the new staffing requests of a Service Coordinator to start July

22 PLANNING & REGULATORY SERVICES DEPARTMENT BUILDING PERMITS/INSPECTIONS - Continued Human Resources Complement 28 Full-Time Director, Regulatory Services / Chief Building Official Administrative Assistant Plans Review & Compliance Inspections Manager, Plans Review & Compliance Manager, Inspections Customer Service Representative (2) Supervisor Building Inspections Building Permit Coordinator Senior Building Inspector (5) Building Engineer (3) Building Inspector (2) Zoning & Compliance Report Examiner (3) Mechanical Plans Examiner Plans Examiners (3) Supervisor Policy, Legislative & Regulatory Plumbing Inspections Services Senior Plumbing Inspector (2) 19

23 PLANNING & REGULATORY SERVICES DEPARTMENT BY-LAW AND LICENSING ENFORCEMENT Program Description The By-law Enforcement Officers of the By-law section investigate and enforce the Town s regulatory by-laws including property standards (standards for heat, condition of properties, structural issues, etc.), graffiti, dumping, noise, signs, fences, pool enclosures, long grass and weed control, tree preservation, waste management, site plan violations, front yard parking, as well as Provincial legislation including Zoning violations (basement apartments, illegal use issues) under the Planning Act. Staff in this section initiate charges and periodically provide evidence in court to support convictions. This section is also responsible for the preparation of all prosecution related matters for the Town. This includes charges initiated by Enforcement staff, Building Services staff (Building Inspectors), the OSPCA (contracted to enforce the Town s Animal Control by-laws), and Fire Prevention. Licensing The Licensing section receives and processes business license applications, and issue the appropriate licenses for certain businesses as regulated by the Town's Licensing By-laws. These include: Second Hand Goods retailers, Tobacco sales, newspaper boxes, arcades, pool halls, and massage parlours. They also issue licenses pertaining to taxis, limousines, tow-trucks, refreshment vehicles, and dogs Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 1,467,624 $ 1,529,270 $ 1,629,000 $ 1,615,300 $ (13,700) (0.8) Casual Wages & Benefits 15,625 30,029 25,500 25, Other Personnel 54,758 50,013 52,500 52, Total Personnel Costs $ 1,538,007 $ 1,609,312 $ 1,707,000 $ 1,693,300 $ (13,700) (0.8) Weed Control $ 18,292 $ 23,347 $ 22,000 $ 22,000 $ - - Property Clean-Up ,000 25, Other Expenditures 14,751 28,306 20,100 25,100 5, Total Expenditures $ 1,571,050 $ 1,660,965 $ 1,774,100 $ 1,765,400 $ (8,700) (0.5) Licenses $ (116,394) $ (245,058) $ (446,000) $ (186,000) $ 260, Trf to Tow Truck Reserves ,900 - (172,900) (100.0) Weed Control Revenue (26,498) (31,776) (25,000) (25,000) - - Property Standards Revenue (675) - (25,000) (25,000) - - Total Revenues $ (143,567) $ (276,834) $ (323,100) $ (236,000) $ 87, Net Budget $ 1,427,483 $ 1,384,131 $ 1,451,000 $ 1,529,400 $ 78,

24 PLANNING & REGULATORY SERVICES DEPARTMENT BY-LAW AND LICENSING ENFORCEMENT - Continued Expenditures Full-time Salaries & Benefits have decreased by $13,700 or 0.8% due to step level decreases and lower Workplace Safety & Insurance Board (WSIB) benefit deductions. Other expenditures have increased $5,000 for Tow truck program supplies such as forms, offences reference books and advertising. Revenues Licensing revenues for Tow Trucks have decreased by $260,000 or 58.3% to reflect the decrease trend of projected renewals and new applications. Although the overall strategy of the Tow Truck Licensing program is for a self-funded program (transferring any surplus in the first year to offset future costs), no transfer to reserves will take place in 2015 as an operating surplus is not anticipated due to a decreasing trend in licensing revenues. Human Resources Complement 17 Full-Time Manager, By-law & Licensing Enforcement Supervisor, By-law Enforcement By-law & Licensing Enforcement Officer (10) By-law & Licensing Enforcement Officer Sign Coordinator By-law & Licensing Clerk (3) Licensing & Enforcement Coordinator Casual Staff Long Grass and Weed Control Officer 21

25 PLANNING & REGULATORY SERVICES DEPARTMENT PARKING CONTROL Program Description The Parking Control section enforces the provisions of the Parking Control by-law (Chapter 1116 of the Town of Richmond Hill Municipal Code) on public roadways as well as of private property (Fire Routes and Disabled parking ONLY). There are currently 8 Parking Control Officers who work 24 hours a day, 7 days a week on 2 shifts. They respond to complaints, as well as patrolling the Town as a whole Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $ 1,007,245 $ 928,987 $ 996,100 $ 958,000 $ (38,100) (3.8) Other Personnel - 38,023 1,500 1, Total Personnel Costs $ 1,007,245 $ 967,010 $ 997,600 $ 959,500 $ (38,100) (3.8) Consulting Contracts $ - $ - $ 5,000 $ 5,000 $ - - Other Expenditures 6,689 5,114 6,200 6, Total Expenditures $ 1,013,934 $ 972,124 $ 1,008,800 $ 970,700 $ (38,100) (3.8) Total Revenues $ (1,418,849) $ (1,241,908) $ (1,460,300) $ (1,122,500) $ 337, Base Budget $ (404,915) $ (269,784) $ (451,500) $ (151,800) $ 299, New Items (74,000) (74,000) - Net Budget $ (404,915) $ (269,784) $ (451,500) $ (225,800) $ 225, Expenditures Full-time Salaries & Benefits have decreased by $38,100 or 3.8% due to step level decreases, and lower Workplace Safety & Insurance Board (WSIB) benefit deductions. Revenues Total revenues have decreased by $337,800 or 23.1% to reflect actual trends in revenues. New Items $91,000 is needed for a pool of Casual Parking Enforcement Officers to cover shifts where Full-time staff is not available such as during vacation and lieu time. With an anticipated revenue of $165,000, the net benefit of this request is $74,

26 PLANNING & REGULATORY SERVICES DEPARTMENT PARKING CONTROL Continued Human Resources Complement Supervisor, Enforcement Parking Control Coordinator Parking Enforcement Officer (8) Parking Control Clerk Parking Control Facilitator 12 Full-Time 23

27 PLANNING & REGULATORY SERVICES DEPARTMENT ANIMAL SERVICES Program Description The By-law, Licensing and Enforcement Section of the Regulatory Services Division in the Planning and Regulatory Department are responsible for overseeing the provision of animal control services in the Town of Richmond Hill. This responsibility includes the provision of all labour, equipment, machinery, materials and facilities that may be necessary for the performance of such service. The Town contracts out for the provision of Animal Services, which provides patrol and enforcement weekdays between the hours of 7 a.m. and 10 p.m. and weekends between the hours of 8 a.m. and 5 p.m. During their patrols, the officers will attend to complaints as well as patrol parks and other areas for dogs running at large and ensuring that the owners clean up after their dogs. The Animal Services contract also includes the provision of shelter services Budget Highlights Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $ 20,905 $ 67,921 $ 27,600 $ 18,500 $ (9,100) (33.0) Other Personnel (500) (100.0) Transfer from Reserve Fund (23,950) (52,000) (28,100) - 28, Total Personnel Costs (2,679) 16,897-18,500 18, Animal Control $ 526,147 $ 418,687 $ 562,900 $ 588,100 $ 25, Fees & Emergency Services 45,918 15,069 6,000 6, Total Expenditures $ 569,386 $ 450,653 $ 568,900 $ 612,600 $ 43, Canine Licenses $ (19,477) $ (37,991) $ (20,000) $ (35,000) $ (15,000) (75.0) Total Revenues $ (19,477) $ (37,991) $ (20,000) $ (35,000) $ 100, Net Budget $ 549,909 $ 412,662 $ 548,900 $ 577,600 $ 28,

28 PLANNING & REGULATORY SERVICES DEPARTMENT ANIMAL SERVICES Continued As a result of the public engagement exercise undertaken as part of the implementation of the responsible pet ownership approach to Animal Services, there is a recommendation that the Animal Services Educator contract role be continued as a full-time position. A report on this will come forward to Council on January 19, In the interim, the contract for the Animal Services Educator is being extended to the end of March Expenditures Total personnel costs have decreased by $9,600 or 34.2% to reflect the ending of the Animal Services Educator contract on March 31, Animal Services contract increased by $25,200 or 4.5% due to inflationary cost increase on the contractual agreement. Transfer from the Community Enhancement & Economic Vitality Reserve fund has decreased $28,100 to reflect the ending of the Animal Services Educator contract. Revenues Canine Licenses increased $15,000 to reflect the trend in revenues, as a result of the implementation of the Responsible Pet Ownership approach to Animal Services and the efforts and the efforts of the Animal Services Educator. Casual Staff Animal Services Educator (till March 2015) 25

29 Director, Policy Planning TOWN OF RICHMOND HILL Planning & Regulatory Services Organizational Chart Commissioner, Planning & Regulatory Services Director, Development Engineering Director, Development Planning Executive Administrative Assistant Director, Regulatory Services/ CBO Manager, Administrative Services Total Approved Staff Complement 121 Full time Chart D Revised: May

30 Receptionist/Clerk Typist ( 2 ) TOWN OF RICHMOND HILL Planning & Regulatory Services Administrative Services Organizational Chart Manager, Administrative Services Compliance Clerk Data Systems Coordinator Development Process Coordinator ( 2 ) Building Services Coordinator ( 2 ) Total Approved Staff Complement 11 Full time Technical Services Coordinator Technician Chart D5 Revised: November

31 Planning & Regulatory Services Development Planning Organizational Chart Director, Development Planning Administrative Assistant Manager, Development Site Plans Manager, Development Subdivisions Secretary/Treasurer Committee of Adjustment Senior Planner Site Plans ( 2 ) Senior Planner Subdivisions ( 2 ) Assistant Secretary/ Treasurer Committee of Adjustment Planner II Planner II ( 2 ) Planner I Planner I Planning Technician Total Approved Staff Complement 16 Full time Chart D3 Revised: September

32 Planning & Regulatory Services Policy Planning Organizational Chart Director, Policy Planning Administrative Assistant Manager, Policy Manager, Urban Design Manager, Park & Natural Heritage Planning Senior Planner Policy ( 2 ) Planner II Parks Planning & Policy Coordinator Planner II Urban Design/Heritage Planner Parks Planner ( 2 ) Planner I Parks Planning Technician Planning Researcher Total Approved Staff Complement 16 Full time Chart D1 Revised: September

33 Planning & Regulatory Services Development Engineering Organizational Chart Director, Development Engineering Administrative Assistant Manager, Transportation & Site Plans Development Assistant ( 2 ) Manager, Stormwater Management & Subdivisions Development Engineering Programs Coordinator Development Coordinator Project Coordinator ( 3 ) Traffic Analyst (2) Development Technologist Grading Technologist Transportation Planner Traffic Engineer Grading Assistant ( 2 ) Total Approved Staff Complement 19 Full time Chart D2 Revised: January

34 Planning & Regulatory Services Regulatory Services Organizational Chart Director, Regulatory Services/CBO Administrative Assistant Manager, By-law & Licensing Enforcement Supervisor, Policy, Legislative & Regulatory Services Manager, Plans Review & Compliance Manager, Inspections Supervisor, ByLaw & Licensing Enforcement Parking Control Facilitator Supervisor, Parking Control Enforcement Building Engineer ( 3 ) Building Permit Coordinator Supervisor, Building Inspections Robert Herd By-law & Licensing Enforcement Officer ( 10 ) Parking Control Coordinator Parking Control Clerk Mechanical Plans Examiner Zoning & Compliance Report Examiner ( 3 ) Sr. Building Inspector ( 5 ) Plans Examiner Customer Service ( 3 ) Representative Building Inspector ( 2 ) ( 2 ) Licensing & Enforcement Coordinator By-law & Licensing Clerk ( 3 ) Parking Enforcement Officer ( 8 ) By-law & Licensing Enforcement Officer ( 2 ) Sr. Plumbing Inspector ( 2 ) Total Approved Staff Complement 57 Full time Chart D4 Revised: September

35 Overview BUSINESS CASE - NEW STAFF REQUEST Service Coordinator The Phase 2 Organizational Review of the Town s operational departments, completed in March 2010, identified the need for a service improvement function in each of these departments with a mandate to support the Commissioner in achieving organizational change, process improvement and common service standards. Due to other strategic priorities, approval of these positions have not yet been sought through the budget process. However, at this time, the Planning and Regulatory Services Department has identified a current and anticipated need for this role to provide strategic coordination of Department-level initatives to oversee the response to concerns raised by residents, businesses and other public agencies and levels of government, and to continue the implementation of service improvement projects already underway (lead by the CAO s Office, Strategic Initiatives Division). The Planning and Regulatory Services Department is the organizational owner of a number of key policy issues for the community and is where its vision for the future meets the operational practice of the Town, specifically as it relates to the built environment of Richmond Hill. The Department does not currently have capacity for coordinated response to specific issues identified by the community for resolution with impact throughout the systems within the department. The Commissioner s office, specifically, requires support to problem solve and lead change initiatives as a way to more effectively manage the capacity of the the Department s management team by providing a resource for research, analysis and policy development along with assistance in carrying out implementation activities. This role would undertake service improvement initatives, which, when necessary, have been completed in the Department on an ad hoc basis with existing staff, straining the resources needed for day to day operations and service delivery. Program Description The proposed Service Coordinator in Planning and Regulatory Services would report directly to the Commissioner with the following responsibilities: Coordinating and overseeing a response to emergent issues identified by residents, businesses, other public agencies and stakeholders and designing and implementing the lessons learned on a departmental level. The development and creation of new policies, procedures and processes and their operational implementation within Planning and Regulatory Services. Engaging with internal and external stakeholders on process improvements and policy changes, facilitating discussions on tools, engagement and desired outcomes. Collecting benchmark and best practice information on service improvement and policy initiatives. Leading new departmental service improvement and policy initiatives, from problem definition to the creation of a terms of reference and leading of a staff working group to developing strategies for and managing the implementation of change initiatives as well as ongoing monitoring and measurement for success. Coordinating the implementation of corporate service improvement initiatives in the Planning and Regulatory Services Department, such as the Regulatory Services Review being lead by the CAO s Office, Strategic Initiatives Division, among others. The type of projects that the Service Coordinator would be responsible for could include the operationalizing of a pool of Parking Control Officers, also proposed in the 2015 Operating Budget for Planning and Regulatory Services. The Service Coordinator could also review of the inspections function for Planning and Regulatory Services, specifically related to site plans and the assumption of municipal servicing, a function where the change in development in the Town from suburban to infill and towards higher density has a particular impact. 32

36 BUSINESS CASE - NEW STAFF REQUEST Service Coordinator Strategic Alignment Service coordination and improvement is key component to the delivery of exceptional public service as it provides a process for realignment of the Town s tasks and activities with the strategic goals of the community. The addition of a resource for service coordination and improvement embedded within the Planning and Regulatory Services Department aligns with the Town s Strategic Plan by providing capacity for continous review of the opportunities for improvement in refining the work of the Department so as to better meet the needs of the residents, businesses and stakeholders in Richmond Hill. Comparative Analysis Although specific service coordination capacity such as this does not currently reside in any of the Town s operational departments, a portion of what this position would be responsible for was identified as a need within the Phase 2 Organizational Review completed in Analysis of Alternative Approaches An alternative approach to hiring a full time Service Coordinator for the Planning and Regulatory Services Department would be to continue with the status quo, with no resource in the Department to support ongoing and new and emergent policy and service improvement initiatives. However, this would necessarily limit the capacity of Planning and Regulatory Services to deliver exceptional public service through continuously improvement of our policies, procedures and processes and could reduce the potential for achieving improvement and further alignment to benefit the organization. Cost and Benefit Analysis The cost of hiring a Service Coordinator for the Planning and Regulatory Serices Department, based on salary, benefits and allocations for training and conference funding is $55,900 in 2015 and $114,800 in As the Service Coordinator would provide support to all four Divisions of the Planning and Regulatory Services Department (Development Planning, Policy Planning, Development Engineering and Regulatory Services), staff are proposing that 25% of the funding for this position be from the Building Permit Reserve Fund. Therefore the tax rate impact for 2015 and 2016 would be $41,900 and $86,100 respectively. The benefit of hiring a Service Coordinator is that it will provide capacity in the Planning and Regulatory Services Department for reviewing and improving services to meet the needs of the community and to improve alignment with the Town s Strategic Plan. 33

37 BUSINESS CASE - NEW STAFF REQUEST Service Coordinator Current Year (2015) Impact Full Year (2016) Impact Start Date End Date or Contract Terms 01-Jul Dec-15 Full Time or Contract Full Time Full Time CUPE/Admin/SEA/FIRE Admin Admin Grade 6 6 Step 3 4 Annual Salary $ 88,600 $ 92,000 Annual Benefit $ 20,800 $ 21,600 Operating Costs Salaries (Prorated Salary Based on Start Month) $ 44,300 $ 92,000 Benefits $ 10,400 $ 21,600 Corporate allocation for training $ 300 $ 300 Corporate allocation for conference $ 900 $ 900 Equipment & Vehicle Rental Specialized or mandatory training Membership Uniforms Mileage Total Operating Costs $55,900 $114,800 Funding Source Reduction in casual wages & benefits Program efficiencies (contracts, consulting, etc) Reserve Fund - Transfer from Building Permit Reserve (25%) $ 14,000 $28,700 Grants Tax Rate $41,900 $86,100 Total Funding Sources $ 55,900 $114,800 Capital Costs Furniture & desktop with standard software (Desktop or Laptop Computer, Standard Corporate Software, Land Line Telephone and Total Capital Costs $ 4,000 $ - Funding Source Tax Rate $ 4,000 $ - Total Funding Sources $4,000 $0 Total Operating and Capital Costs $59,900 $114,

38 BUSINESS CASE - NEW STAFF REQUEST Service Coordinator Conclusions and Recommendations The proposed Service Coordinator position will assist in the delivery of exceptional customer service to residents, businesses and stakeholders in Richmond Hill by providing capacity in the Planning and Regulatory Services Department to coordinate response on key land-use planning and regulatory issues as well as research, analyze, develop and implement change initiatives to better meet the needs of the community. It is recommended that the Service Coordinator position be approved as part of the Planning and Regulatory Services Department complement. 35

39 BUSINESS CASE - NEW STAFF REQUEST Casual Parking Control Enforcement Pool Overview The Parking Control Enforcement section is responsible for the day to day patrolling, monitoring and enforcement of parking standards within the Town of Richmond Hill as per Chapter 1116 of the Town of Richmond Hill Municipal Code. Duties include the issuance of parking infraction notices, arranging for the towing of vehicles in violation of the by-laws in accordance with established policies and procedures, as well as the preparation of court documents and the giving of evidence in court. The present demands on the Parking Control Enforcement section are significant due to rapid new development. More calls for service and complaints are being received due to the increase in the urban area, as well as increasing density in the older parts of Richmond Hill. The Town of Richmond Hill currently has eight full time parking control enforcement positions serving a population of approximately 200,000 residents. The complement is approximately half of what other neighbouring municipalities have with similar populations. A part-time parking control enforcement pool is necessary to provide coverage during illness, vacation time, lieu time and days off for our regular full-time officers. An added benefit of a pool of parking enforcement officers is that it may reduce the time it takes to fill full-time positions by having trained part-time officers who may be interested in moving into a full-time role. The period between a vacancy occuring and when it is filled by a permanent hire can also be covered immediately using this part-time resource. Program Description Based on historical information, staff have determined that an average of 6 shifts totaling 60 hours per week operate with only partial coverage due to both anticipated and unanticipated absences of regular full-time officers, whether due to vacation and lieu time, court time or illness. A part time parking control enforcement pool would be responsible for monitoring the parking throughout the Town and respond to both complaints and calls for service seven days a week on rotating shifts, scheduled for when full-time officer absences are anticipated and on-call for when there are unforeseen absences. The Supervisor of Parking Control Enforcement will manage the shift assignment for these officers to ensure service standards are met. 36