Community Services. Titles & Subtitles in Arial Narrow. Budget Committee of the Whole

Transcription

1 Community 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 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT INDEX Pages 1. Budget Narrative Departmental Overview Administration... 7 Recreation and Culture Fire & Emergency Services Public Works Operation Department Organization Chart Business Cases Building Repair Person II Roads Operations Operator III (2) Operations Technical Services Coordinator Position Urban Forestry Technician Parks Operations Operator III (4) Mechanic Summer Camp Integration Director Fair Access After School Program Tennis Strategy TO2015 Pan Am Games Torch Relay Block Pruning Parks Security

4 COMMUNITY SERVICES DEPARTMENT OVERVIEW TOWN OF RICHMOND HILL The Community Services Department delivers the integrated front line services required to provide for an active, attractive, safe and connected community. By bringing together this vast array of services and programs, the Community Services Department is able to build upon our common community service focus as we strive to accomplish our mission of providing exceptional public service to the community. The Community Services Department is comprised of the following Divisions: Administration Recreation and Culture Services Fire and Emergency Services Public Works Operations 2015 Departmental Budget Summary Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs $45,058,063 $44,572,288 $45,090,600 $45,837,200 $746, Non-Personnel Expenditures 20,189,689 17,968,265 21,125,300 22,271,400 1,146, Total Expenditures 65,247,751 62,540,553 66,215,900 68,108,600 1,892, Revenues (19,596,266) (18,953,961) (20,204,800) (20,506,800) (302,000) (1.5) Base Budget $45,651,485 $43,586,592 $46,011,100 $47,601,800 $1,590, New Item 574, ,300 - Net Budget $45,651,485 $43,586,592 $46,011,100 $48,176,100 $2,165,

5 COMMUNITY SERVICES DEPARTMENT 2015 Budget Summary By Cost Centre TOWN OF RICHMOND HILL Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Expenditures Administration $385,526 $515,102 $587,700 $571,200 ($16,500) (2.8) Recreation & Culture 18,424,229 17,982,398 18,961,200 19,458, , Fire & Emergency Services 21,230,162 20,664,893 21,286,400 21,292,800 6, Public Works Operations 18,756,364 17,653,922 18,899,400 20,080,900 1,181, Parks Operations 6,451,470 5,724,238 6,481,200 6,705, , Total Expenditures $65,247,751 $62,540,553 $66,215,900 $68,108,600 $1,892, Revenues Administration (23,073) (19,172) (22,500) (22,500) Recreation & Culture (14,445,791) (14,799,923) (15,380,100) (15,870,200) (490,100) (3.2) Fire & Emergency Services (1,431,610) (1,440,435) (1,559,000) (1,524,500) 34, Public Works Operations (2,839,515) (2,135,583) (2,405,600) (2,419,800) (14,200) (0.6) Parks Operations (856,277) (558,849) (837,600) (669,800) 167, Total Revenues ($19,596,266) ($18,953,961) ($20,204,800) ($20,506,800) ($302,000) (1.5) Base Budget Administration 362, , , ,700 (16,500) (2.9) Recreation & Culture 3,978,438 3,182,475 3,581,100 3,588,100 7, Fire & Emergency Services 19,798,552 19,224,459 19,727,400 19,768,300 40, Public Works Operations 15,916,849 15,518,339 16,493,800 17,661,100 1,167, Parks Operations 5,595,193 5,165,389 5,643,600 6,035, , Total Base Budget $45,651,485 $43,586,592 $46,011,100 $47,601,800 $1,590, New Item 574, ,300 - Net Budget $45,651,485 $43,586,592 $46,011,100 $48,176,100 $2,165,

6 COMMUNITY SERVICES DEPARTMENT Budget Variance Explanation TOWN OF RICHMOND HILL Budget Change Explanations 2014 Net Budget $ 46,011, % change Budget Budget Incremental Change over prior year Explanation Expenditures Staff Costs - Full Time Salaries & Benefits ($103,300) (0.2%) Recreation and Culture Casual wages and benefits 5,269,000 5,638, , % Minimum wage and step rate increase. Casual benefit rate adjustment Honorarium 837, ,900 63, % Increase popularity in Summer Camp and Partnership programs. Events Services Contract 88, ,000 11, % Additional contractor costs for Canada Day Brochure Printing/Printing 117, ,000 (7,500) (6.4%) Increase in-house printing and more competitive pricing from vendor Minor Capital 86,400 78,600 (7,800) (9.0%) Lower minor capital needs for aquatic section Armored Car Pick-up 26,000 20,000 (6,000) (23.1%) Reduce pickups and locations Consulting Contracts 71,600 25,000 (46,600) (65.1%) One time Museum Feasibility Study in 2014 Theatre Operation 2,988,700 3,144, , % (excluding full time salaries & benefits) Fire Services Overtime in Operations 170, ,000 30, % Reflect actual needs Vehicle & equip maintenance and repairs 235, ,700 17, % Reflect actual needs Vehicle & equip fuel/lubricant 135, ,000 15, % Increase fuel costs and community participation General Contracts 263, ,500 34, % Yearly maintenance costs from York Region Police as well as the operating costs for the mobiles and portable radios Public Works Operation Casual wages and benefits - Crossing guards 381, ,700 (23,500) (6.2%) Lunchtime program elimination and reflect the outsourcing needs in filling the positions. Casual benefits rate adjustment. Casual wages and benefits - Admin Support 74,500 92,100 17, % Needs for roads occupancy permit. Casual benefits rate adjustment Casual wages and benefits - Rds Ops 453, ,700 43, % Increase related to additional sidewalk associated to new development and historical trend. It is also impacted by minimum wage and casual benefits rate adjustment. Overtime - Rds Ops 222, ,500 60, % for roads and sidewalk maintenance prog to reflect historical trend Overtime - Admin & Fleet 30,000 40,000 10, % To reflect actual needs and respond to severe weather events as well as the additioanl preventive maintenance to prepare equip for seasonal demand General Contract - Crossing guards 10,000 15,000 5, % Outsourcing needs for crossing guards. Offset by the reduction of casual wages and benefits Specialized Training 10,000 10,000 Skills development training for division Roads Contract Winter Maintenance 1,678,900 2,132, , % Inflation is $12,900 and the balance of the increase is due to new higher contract unit rates for plowing and salting Drainage 368, ,500 (2,800) (0.8%) Inflation is $7,200. The decrease is related to the bridge inspection that is not required in 2015 Roads & Boulevards 553, ,400 (60,300) (10.9%) Inflation is $9,700. The decrease is related to lesser requirement for spring street sweeping. Not using sands on roads. Sidewalks 210, ,300 45, % Inflation is $4,200. Increase deficiencies observed after new regulations established for trip hazards Assets 28,200 28, % Inflation Stormwater Mgmt 57,200 58,300 1, % Inflation Roads Materials Winter Maintenance 628, ,200 (31,300) (5.0%) Inflation is $11,700. The decrease is related to change in material usage result in reduction in sand purchase Drainage 51,700 52,700 1, % Inflation Roads & Boulevards 95,500 97,400 1, % Inflation Assets 10,800 11, % Inflation Waste Management Refuse Contract 1,428,000 1,463,700 35, % 0.5% population growth and 2% CPI Recycling Contract 4,162,000 4,266, , % 0.5% population growth and 2% CPI Container purchase 40,000 60,000 20, % cost to replace damaged container for residents and new development Traffic Contracts Sign & pavement markings 172, ,300 44, % Inflation is $3K. $61K increase is related to bike lane marking in conjunction with PCMP. $20K decrease is related to bringing stop bar marking inhouse Streetlight Maintenance 295, ,900 5, % Inflation 3

7 COMMUNITY SERVICES DEPARTMENT Budget Variance Explanation (Continued) TOWN OF RICHMOND HILL % change Incremental over prior Budget Budget Change year Explanation Budget Change Explanations Traffic Materials Sign & pavement markings 92,700 94,600 1, % Inflation Streetlight Maintenance 87,100 88,800 1, % Inflation Streetlight hydro 1,285,900 1,391, , % 2%CPI and 6.2% hydro rate increase Fleet Vehicle /equip fuel for Fleet 635, , , % Inflation and additional fleet Vehicle maint inhouse/outsourced 587, ,200 97, % Additional fleet and the upgraded increasingly more sophisticated replacement equipment Vehicle licenses 55,000 90,000 35, % Higher fees charged by Ministry of Transportation of Ontario and additional fleet Material & Supplies for Fleet 108, ,000 25, % Additional fleet and the upgraded increasingly more sophisticated replacement equipment Vehicle & equipment rental 237, ,100 5, % Higher costs for fleet rental Parks Operations Casual wages and benefits 2,214,500 2,316, , % Minimum wages and casual benefits rate adjustment Overtime 178, ,400 9, % Reflect historical trend Equipment repairs 125, ,000 (25,000) (20.0%) Reflect historical trend Parks Operations Contracts Sportsfield soccer 78,100 79,800 1, % Inflation Sportsfield ball 39,100 40, % Inflation Parks 234, ,400 17, % Inflation is $5K. The increase is related to GPS units on parks vehicles Playground 39,100 40, % Inflation Regional Boulevard - 86,800 86,800 Contracting of boulevard grounds maintenance on both regional and Town's boulevard Parks Operations Materials Sportsfield soccer 151, ,400 3, % Inflation Sportsfield ball 75,800 77,400 1, % Inflation Parks 303, ,600 13, % Inflation is $6,100. The increase is related to growth in parkland Playground 227, ,800 4, % Inflation Revenues Other (12,900) Total Expenditures 1,892, % Recreation and Culture Instruction rev (5,880,000) (6,112,600) (232,600) 4.0% To reflect the popular demands on Arena and general programs and to reflect the tariff fees increase Building rental (3,893,800) (3,968,400) (74,600) 1.9% To reflect the poplarity of the ice rental and the tariff fees increase Recreation Admission/Membership (1,410,000) (1,490,400) (80,400) 5.7% To reflect the growth at Oak Ridges Fitness Studio Advertising revenue (150,000) (135,000) 15,000 (10.0%) Based on actuals Recreation special events revenue (46,000) (40,800) 5,200 (11.3%) Transfer from Reserve (67,400) 0 67,400 (100.0%) Transfer from Community Enhancement RF for Museum Feasilbility Study in 2014 ($50K) and Capturing Stories ($17,400) Events Services Vendors Revenue (72,800) (86,700) (13,900) 19.1% Additional sales from Rib fest and Concerts in the Park Theatre Operation (3,211,800) (3,387,000) (175,200) 5.5% Fire Services Emergency response and False Alarm (550,000) (525,000) 25,000 (4.5%) To reflect the actual experience from the last three years Revenue Training facility & equipment rentals (200,000) (175,000) 25,000 (12.5%) Cancellation of the weekend and night school programs at Seneca College Alarm Dispatch Revenue (779,000) (797,000) (18,000) 2.3% Population growth in other municiplaities serviced Public Works Operation Recoveries from WWW- PWO Admin (284,300) (290,000) (5,700) 2.0% Increase to reflect inflation Recoveries from WWW- Fleet (423,700) (432,200) (8,500) 2.0% Increase to reflect inflation Parks Operations Regional Boulevards (281,300) (104,200) 177,100 (63.0%) reflects the 100% recovery of new boulevard grounds maintenance contract Picnics/wedding revenue (28,000) (38,300) (10,300) 36.8% Reflect historical trend Other 2,500 Total Revenues (302,000) (0.7%) Base Budget 1,590, % % change over 2014 net Budget 3.46% 4

8 COMMUNITY SERVICES DEPARTMENT Budget Variance Explanation (Continued) TOWN OF RICHMOND HILL Budget Change Explanations New Items % change Budget Budget Incremental Change over prior year Explanation New Permanent Positions Building repair Person II (start date -July) 90,000 Funding for vehicle (43,000) Public Works DC Funding from Library (17,600) Roads Operations - Operator III (2) (start date July) 162,000 Funding for vehicle (85,000) Public Works DC Operations Technical Services Coordinator Position (start date July ) 94,900 Funding for vehicle need (35,000) Public Works DC Urban Forestry Technician 95,100 Funding for vehicle (45,000) Public Works DC Parks Operations - Operator III (4) (start date - May) 286,700 Funding for two vehicles (86,000) Public Works DC Conversion of the Mechanic position from pilot to full time 900 New Casual/Seasonal Positions Summer Camp Integration Director (July - Dec) 13,700 Programs/Studies Fair Access After School Program (Sept-Dec) 2,600 Tennis Strategy 50,000 Funding for Tennis Strategy (50,000) Indoor Rec DC and Cash in Lieu TO2015 Pan Am Games Torch Relay 23,700 Funding for TO2015 Pan Am Games Torch Relay (23,700) Community Enhancement RF Block Pruning 90,000 Parks Security 50,000 Total New Items 574, % % change over 2014 net Budget 1.25% Incremental Change 2,165,000 Net Budget $48,176, % 5

9 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT Full-time Complement Approved Draft Budget Administration 2 2 Recreation & Culture Fire & Emergency Services Public Works Operations Subtotal New Item 10 Total 348 6

10 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT ADMINISTRATION DIVISION Program Description The Administration Division coordinates the day-to-day operation of Department functions. The development and implementation of goals is undertaken in conjunction with the Strategic Master Plan. The administrative support includes coordination of department staff, payroll functions, budget and financial reporting for the Department Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full-time Salaries & Benefits $243,552 $326,285 $361,900 $349,900 ($12,000) (3.3) Other Personnel 7,208 7,200 7,400 7, Total Personnel Costs 250, , , ,300 (12,000) (3.2) Consulting Contracts 2,593 20,282 25,000 25, Promotion 11,405 5,503 13,300 13, Conferences/Membership 34,952 55,983 58,000 54,600 (3,400) (5.9) Tuition/Training 81,392 96, , ,700 (1,000) (0.8) Other expenditures 4,424 3,380 4,400 4,300 (100) (2.3) 134, , , ,900 Total Expenditures 385, , , ,200 (16,500) (2.8) Building Rental (23,073) (19,172) (22,500) (22,500) Base Budget $362,453 $495,930 $565,200 $548,700 ($16,500) (2.9) New Items ,700 2, Net Budget $362,453 $495,930 $565,200 $551,400 ($13,800) (2.4) New item is the external training for the 9 full-time staff request from the various divisions in the department. Human Resources Complement 2 Full-time Commissioner, Community Services Executive Administrative Assistant 7

11 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION The Recreation and Culture Division of Community Services Department is responsible for the operation of all of the recreation facilities and all recreation and culture programs and services provided to the residents. The Division is comprised of the following sections: Administration Aquatics & Fitness Facility Operations Arts, Culture & Heritage General Programs Marketing and Administration Events Services Richmond Hill Centre for the Performing Arts 8

12 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION TOWN OF RICHMOND HILL Below is a summary of these services which are subsequently discussed in greater detail. (Table listed by Program) Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Recreation Administration $1,035,537 $976,758 $1,062,200 $1,059,800 ($2,400) (0.2) Recreation Grant 2,002 4,766 5,000 5, Facilities Operations 2,934,863 2,659,322 2,852,500 2,898,200 45, Arena (1,491,007) (1,642,649) (1,565,900) (1,601,100) (35,200) (2.2) Arena Recreation Program (94,038) (168,010) (104,700) (167,900) (63,200) (60.4) Aquatics & Fitness Programs (448,629) (719,440) (776,300) (682,100) 94, Arts Culture & Heritage Community & Volunteer Development 44,749 62,086 62,800 66,400 3, Heritage Centre 9,247 9,375 4,100 5,100 1, Artifact Storage Area 28,643 24,764 23,400 23, Arts & Event Services 36,674 78,415 39,200 64,200 25, Interpretive Centre (2,054) (2,824) (1,400) (1,400) - - Summer Camp Heritage (9,196) (9,940) (9,500) (9,100) Cultural Services Admin 289, , , ,300 (2,400) (0.8) Marketing Administration 111, , , ,400 9, Centralized Services Administration 641, , , ,300 (7,600) (1.2) Birthday Parties (59,948) (60,057) (56,400) (57,900) (1,500) (2.7) General Program & Partnership Children's Programs (80,151) (98,578) (76,100) (81,100) (5,000) (6.6) Adult Programs (80,815) (87,810) (102,800) (94,800) 8, School Holiday Programs (35,309) (35,941) (18,800) (18,600) Summer Camp (383,881) (391,258) (395,500) (400,700) (5,200) (1.3) Youth Programs (7,744) 3,370 4,800 4, Senior Program (36,701) (47,195) (25,700) (29,100) (3,400) -- Outreach - Seniors (4,269) (15,576) (4,900) (5,900) (1,000) -- Bocce 440 (6,087) (1,000) (4,400) (3,400) -- Eyer Youth Centre 22,786 10,359 19,600 18,700 (900) (4.6) Rope Challenge Course (6,002) (11,478) 4,900 2,800 (2,100) (42.9) Youth Action Committee 5,519 7,883 8,000 8, Preschool Program (145,437) (132,638) (133,800) (133,800) - - Integration Services 50,881 43,749 51,800 60,200 8, Outdoor Education 13,785 6,146 24,500 18,100 (6,400) (26.1) Children & Youth Admin. 792, , , ,700 1, Children & Youth Prog Partnerships (89,426) ($127,498) (84,800) (102,300) (17,500) (20.6) Events Services 504, , , ,000 (4,200) (0.9) Theatre 428, , , ,900 (29,100) (7.1) Base Budget $3,978,438 $3,182,475 $3,581,100 $3,588,100 $7, New Item 16,300 16, Net Budget $3,978,438 $3,182,475 $3,581,100 $3,604,400 $23,

13 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Table listed by Expenditure/Revenue Type 2015 Budget Highlights Budget Comparison by Expenditure Type TOWN OF RICHMOND HILL Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $6,547,820 $6,458,493 $6,679,100 $6,664,700 ($14,400) (0.2) Casual Wages & Benefits 5,211,361 5,450,332 5,241,200 5,607, , Honorarium 796, , , ,800 59, Events Services Personnel Costs 487, , , ,400 4, Theatre Personnel Costs 1,310,839 1,261,182 1,248,200 1,410, , Overtime 85,563 68,522 73,600 71,100 (2,500) (3.4) Mileage 33,586 28,419 42,300 42,200 (100) (0.2) Total Personnel Costs 14,473,428 14,515,999 14,487,600 15,062, , Office/Prog Supplies 225, , , ,400 (10,400) (4.1) Uniforms/Clothing 30,721 23,320 32,500 34,200 1, Prot Clothing/Footwear 2,241 2,429 3,000 3, Maintenance/Cleaning Supplies 94,493 71, , , Chemicals 159, , , , Bldg & Equip Maintenance/Repairs 238, , , ,800 1, Subscriptions/Books 147, , , ,100 (2,800) (1.9) Janitorial 398, , , ,500 1, Vehicle/Equipment Rental 86,054 83,138 91,100 90,500 (600) (0.7) Brochure Printing/Printing 120, , , ,000 (7,500) (6.4) Minor Capital 72,883 35,180 75,200 65,200 (10,000) (13.3) Transfer to R & R 31,800 31,100 31,800 31, Amored Car Pick up 26,335 24,619 26,000 20,000 (6,000) (23.1) Consulting Contract 35,081 32,779 71,600 25,000 (46,600) (65.1) Promotion 16,766 17,830 20,000 20, Special Events Expense 16,430 9,984 13,200 13,000 (200) (1.5) Donation Expense 11,372 12,189 15,000 15, Grants Expense 19,952 11,588 17,000 20,000 3, Events Services Expenditures 196, , , ,900 15, Theatre Expenditures 1,987,123 1,852,478 2,372,600 2,356,800 (15,800) (0.7) Other expenditures 33,948 3,950,801 5,454 3,466,399 12,000 4,473,600 11,200 4,395,900 (800) (77,700) (6.7) Total Expenditures 18,424,229 17,982,398 18,961,200 19,458, , Revenues Instruction Revenues (5,581,540) (5,889,117) (5,880,000) (6,112,600) (232,600) (4.0) Building Rental (3,808,932) (3,898,560) (3,893,800) (3,968,400) (74,600) (1.9) Admission/Membership (1,260,198) (1,454,449) (1,410,000) (1,490,400) (80,400) (5.7) Textbook Sales (153,387) (164,854) (145,900) (140,900) 5, Contribution to R & R (31,800) (31,100) (31,800) (31,800) - - Advertising revenue (135,095) (129,400) (150,000) (135,000) 15, Locker rental (23,974) (21,616) (32,500) (31,000) 1, Birthday Parties (43,381) (43,289) (50,000) (50,000) - - Concession/Vending Machine revenue (114,885) (120,969) (112,000) (112,000) - - Grants (112,579) (93,176) (99,900) (101,700) (1,800) (1.8) Donations (33,406) (17,874) (33,700) (29,100) 4, Special Events Revenue (47,237) (41,824) (46,000) (40,800) 5, Transfer from Reserve (22,800) (50,000) (67,400) - 67, Events Services Revenue (180,073) (218,033) (185,900) (210,300) (24,400) (13.1) Theatre Revenue (2,869,387) (2,570,892) (3,211,800) (3,387,000) (175,200) (5.5) Program Revenues (27,117) (54,770) (29,400) (29,200) Total Revenues (14,445,791) (14,799,923) (15,380,100) (15,870,200) (490,100) (3.2) Base Budget $3,978,438 $3,182,475 $3,581,100 $3,588,100 $7, New Item ,300 16,300 Net Budget $3,978,438 $3,182,475 $3,581,100 $3,604,400 $23,

14 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Administration Program Description This administration group is responsible for overseeing the operation of all recreation and culture programs and services, undertakes a number of functions such as planning, policy development, research, purchasing and budget preparation and control. The development and implementation of all programs and services is undertaken in conjunction with the Strategic Master Plan, Cultural Plan and Recreation Plan and in consultation with local residents, community groups and other interested parties Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $976,096 $990,703 $996,300 $989,900 ($6,400) (0.6) Casual wages and benefits ,000 37, Other Personnel 6,097 6,639 8,000 8, Total Personnel Costs 982, ,415 1,041,300 1,034,900 (6,400) (0.6) Consulting Contracts 35,081 32,779 71,600 25,000 (46,600) (65.1) Office Supplies ,000 1, Other expenditures 28,443 3,291 5,800 6, Total Expenditures 1,046,491 1,033,485 1,119,700 1,067,300 (52,400) (4.7) Total Revenues (10,954) (56,727) (57,500) (7,500) 50, Base Budget $1,035,537 $976,758 $1,062,200 $1,059,800 ($2,400) (0.2) New Item Net Budget $1,035,537 $976,758 $1,062,200 $1,059,800 ($2,400) (0.2) Consultant Contracts have decreased by $46,600, that is for the one time Museum Feasibility Study approved for 2014, which is funded from the Community Enhancement Reserve. The new item is for the $50,000 Tennis Strategy which is funded from the Indoor Recreation DC and Cash in Lieu. Human Resources Complement Director, Recreation & Culture Manager, Administration & Marketing Manager, Programs Administrative Assistant 7 Full-time Manager, Arts, Culture & Heritage Manager, Facility Operations Manager, Aquatics & Fitness Part-time Positions : 1,110 (this includes all part-time recreation staff working in various areas) 11

15 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Recreation Grants Program Description The funding in this account is to provide financial assistance to individuals or families who cannot afford to pay the entire costs of programs run by the Department. Funds are distributed according to the Department s subsidy application and policy. In 2014, 127 children were accommodated Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Recreation Grants $2,002 $4,766 $5,000 $8,000 $3, Total Expenditures 2,002 4,766 5,000 8,000 3, Donation/sponsorships (3,000) (3,000) -- Net Budget $2,002 $4,766 $5,000 $5,000 $0 - The $3,000 increase in recreation grant is a result of the higher demand from the community for financial assistance to attend recreation programs, this is offset by a new initiative to reach out to the community for donation/sponsorship revenue. 12

16 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Facilities Operations Program Description This section of the budget includes the administration, daily operations and janitorial costs for all Community Centre buildings and Halls as well as revenue associated with community use of facilities. Large facility repairs, utility costs and contract maintenance, of these buildings, are budgeted in the Asset Management Division of the Environment & Infrastructure Services Department. In 2014, there were 2,245 permits issued with a total of 17,516 bookings Budget Highlights Budget Comparison by Location Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Facility Administration $147,618 $152,247 $146,500 $146,700 $ Richvale C.C. 371, , , ,400 5, Lake Wilcox C.C 1,008 1,571 1,300 1, McConaghy Centre 180, , , ,400 2, Bayview Hill C.C. 439, , , ,900 (2,700) (0.6) Connor Room (2,273) (6,400) (1,600) (5,000) (3,400) (212.5) Elgin West C.C. and Pool 384, , , ,700 (9,200) (2.4) Rouge Woods C.C. 271, , , ,700 13, Langstaff C.C. (27,823) (56,000) (33,700) (19,700) 14, Ed Sackfield Fitness Centre 7,799 6,602 8,000 8, Oak Ridges Community Centre 488, , , ,100 11, Amos Wright House 2,745 2,321 3,000 3, Richmond Green Ice Plant 1,563-2,600 2, Centennial Pool 242, , , ,300 3, Lois Hancey Aquatic Centre 401, , , ,500 6, Richmond Green 23,968 29,148 (13,500) (9,700) 3, Net Budget $2,934,863 $2,659,322 $2,852,500 $2,898,200 $45,

17 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Facilities Operations - Continued Richvale community Centre The net budget has increased by $7,400 mainly due to the minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits. McConaghy Centre The net budget has increased by $3,300 mainly due to the minimum wages increase in casual wages as well as the inflationary increases in casual benefits. Connor Room Higher building rental revenues based on 2014 actuals have led to an increase in surplus of $3,400. Elgin West Community Centre The net budget has decreased by $7,700. It is composed of $16,200 higher building rental revenue that is partially offset by the higher casual staffing costs as a result of minimum wages and inflationary increase in casual benefits. Rouge Woods Community Centre The net budget has increased by $14,900. This is the result of higher casual staffing costs as a result of minimum wages and inflationary increase in casual benefits and the relocation of one community group, this is partially offset by the $5,000 increase in building rental revenue. Langstaff Community Centre The loss of the building rental revenue from a private/commercial after school programs together with the minimum wages increase in casual wages as well as the inflationary increases in casual benefits have led to a decrease in surplus of $14,500. Oak Ridges Community Centre The net budget has increased by $13,400 mainly due to the minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits. Centennial Pool The net budget has increased by $4,200 mainly due to the minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits. Lois Hancey Aquatic Centre The net budget has increased by $7,700 mainly due to the minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits. Richmond Green The net budget has increased by $4,800 mainly due to the minimum wages increase in casual wages as well as the inflationary increases in casual benefits. 14

18 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Facilities Operations - Continued 2015 Budget Highlights Budget Comparison by Expenditure Type Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $2,031,452 $1,939,502 $1,996,100 $1,990,700 ($5,400) (0.3) Casual Wages & Benefits 737, , , ,500 74, Other Personnel 249,265 42,082 91,900 91, Total Personnel Costs 3,018,681 2,935,224 2,930,600 3,000,100 69, Office Supplies 20,858 15,438 21,700 21, Uniforms/Clothing 5,404 5,455 5,500 5, Prot Clothing / Footware 1,295 1,089 1,500 1, Maint/Cleaning Supplies 33,179 22,986 36,200 36, Chemicals 159, , , , Bldg Maintenance/Repairs 118,831 91, , , Janitorial 391, , , ,700 1, Vehicle/Equipment Rental Minor Capital 20,382 10,691 10,300 10, Transfer to R & R 31,800 31,100 31,800 31, Total Expenditures 3,801,905 3,555,537 3,747,300 3,817,900 70, Revenues Grants - EPC (42,700) (38,792) (42,700) (42,700) - - Concession/Snack Bar (52,013) (54,600) (52,000) (52,000) - - Contribution to R & R (31,800) (31,100) (31,800) (31,800) - - Building Rental (718,379) (741,397) (738,800) (763,700) (24,900) (3.4) Admission/Membership (22,150) (30,326) (29,500) (29,500) - - Total Revenues (867,042) (896,215) (894,800) (919,700) (24,900) (2.8) Net Budget $2,934,863 $2,659,322 $2,852,500 $2,898,200 $45, Human Resources Complement 28 Full-time Facility Operator (16) Community Centre Receptionist (12) 15

19 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Arena (Community Service Department) Program Description This section of the budget includes the administration, daily operations, concession and pro shop operations and all ice and non-ice rentals for the 5 arena locations. Large facility repairs, utility costs and contract maintenance of these buildings are budgeted in the Asset Management Division of the Environment & Infrastructure Services Department. In 2014, 96% of prime time was booked, 879 permits issued with a total of 10,457 bookings Budget Highlights Budget Comparison by Expenditure Type Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $861,510 $857,945 $858,800 $867,200 $8, Casual Wages & Benefits 400, , , ,400 23, Other Personnel 33,668 25,056 23,500 23, Total Personnel Costs 1,295,309 1,290,001 1,249,500 1,281,100 31, Office Supplies 1,971 1,768 2,000 2, Uniforms/Clothing 3,736 5,024 5,500 5, Prot Clothing / Footware 946 1,340 1,500 1, Maint/Cleaning Supplies 61,279 48,440 77,500 77, Equip Maintenance/Repairs 112,056 49, , ,000 (900) (0.8) Vehicle and Equip rental 15,633 17,066 15,200 15, Minor Capital 2,207 2,219 2,500 2, Total Expenditures 1,493,137 1,415,489 1,468,600 1,499,300 30, Revenues Concession/Vending (62,872) (66,369) (60,000) (60,000) - - Advertising (43,859) (42,400) (40,000) (40,000) - - Building Rental (2,877,413) (2,949,369) (2,934,500) (3,000,400) (65,900) (2.2) Total Revenues (2,984,144) (3,058,138) (3,034,500) (3,100,400) (65,900) (2.2) Net Budget ($1,491,007) ($1,642,649) ($1,565,900) ($1,601,100) ($35,200) (2.2) 16

20 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Arena (Community Service Department) 2015 Budget Highlights Budget Comparison by Location Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Bond Lake Arena ($312,407) ($315,047) ($312,100) ($323,900) ($11,800) (3.78) Ed Sackfield Arena (502,650) (521,954) (505,000) (518,000) (13,000) (2.57) Elgin Barrow Arena (669,178) (646,929) (659,600) (633,300) 26, Elvis Stojko Arena (255,731) (363,284) (297,000) (353,600) (56,600) (19.06) Tom Graham Arena (956,077) (990,407) (956,000) (967,700) (11,700) (1.22) Arena Administration 1,205,036 1,194,972 1,163,800 1,195,400 31, Total ($1,491,007) ($1,642,649) ($1,565,900) ($1,601,100) ($35,200) (2.2) 17

21 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Arena Program Description TOWN OF RICHMOND HILL This section includes all activities for Arena within the Town. It incorporates the budget responsibilities from the Community Services Department, Environment & Infrastructure Services Department and Corporate and Financial Services Department. ARENA OPERATIONS STATEMENT Actuals at 31-Dec-13 Preliminary December 24, Approved Budget 2015 Draft Budget Variance Increase (Decrease) REVENUES Building Rental Revenues ($2,877,413) ($2,949,369) ($2,934,500) ($3,000,400) ($65,900) Recreation Program (net) (94,038) (168,010) (104,700) (167,900) (63,200) Concessions/Vending (net) (62,872) (66,369) (60,000) (60,000) - Advertising (43,859) (42,400) (40,000) (40,000) - ($3,078,182) (3,226,148) (3,139,200) (3,268,300) (129,100) OPERATING EXPENDITURES Full Time Wages & Benefits 925, , , ,500 10,000 Casual Wages & Benefits 400, , , ,400 23,200 Personnel Related 40,321 32,947 32,500 32,500 - Vehicle & Equipment 15,633 17,066 15,200 15,200 - Equip Maint. & Repairs 114,263 51, , ,500 (900) 1,495,689 1,435,942 1,459,800 1,492,100 32,300 NET OPERATING (1,582,493) (1,790,206) (1,679,400) (1,776,200) (96,800) FACILITY MANAGEMENT Hydro 684, , , ,100 72,100 Heating fuel 145, , , ,700 20,400 Garbage Disposal Building rent / gen. occupancy Water 90,155 70,116 83,500 90,100 6,600 Building / Elevator maintenance 145, , , ,500-1,065,423 1,148,638 1,075,300 1,174,400 99,100 GENERAL EXPENSES - General Office expense 41,700 40,200 40,200 41, Insurance 198, , , ,100 - Transfers to Reserves 371, , , , , , , , NET (PROFIT) / LOSS BEFORE FACILITY MANAGEMENT 94,831 (37,580) 26,500 29,700 3,200 FACILITY MANAGEMENT AT TOWN SERVICE LEVEL H.V.A.C. & Refrigeration Plant 272, , , ,900 - Plumbing 84,549 80,337 56,500 56,500 - Security 22,545 19,922 22,200 22,200 - Electrical 52,458 27,871 40,500 40,500 - Life Safety systems 36,790 17,682 21,200 29,200 8,000 Automated Systems 4,622 2,660 10,000 10, , , , ,300 8,000 TOTAL (PROFIT)/LOSS $568,671 $309,882 $373, ,000 $11,200 18

22 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Arena (Community Service Department) Casual wages and benefits have increased by $23,200 due to the minimum wages and step rate increase as well as the inflationary increases in casual benefits. The $60,000 concession revenue represents the contracts confirmed in The $40,000 advertising revenue represents the contracts confirmed in Building rental revenues have increased by $65,900 to reflect the 2014 actual revenue received and the 2015 tariff of fees increase for prime time ice rentals. Human Resources Complement 11 Full-time Arena Facility Operator (11) Seasonal Arena Operator (6) 19

23 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Arena Recreation Program Program Description This budget represents costs associated with the delivery of skating programs and services offered at 5 arena locations in Town. In 2014, there were 2,980 registered program participants with 1,105 on the wait list and 18,300 (as of Oct 1st) public skate participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $107,949 $140,027 $126,400 $141,900 $15, Total Personnel Costs 107, , , ,900 15, Program Supplies 1, ,200 1, Total Expenditures 109, , , ,100 15, Skate Instruction Revenues (132,140) (234,562) (160,000) (237,000) (77,000) (48.1) Public Skate Admission (65,633) (68,415) (62,700) (68,400) (5,700) (9.1) Program Revenue (5,977) (5,844) (9,600) (5,600) 4, Total Revenues (203,750) (308,821) (232,300) (311,000) (78,700) (33.9) Net Budget ($94,038) ($168,010) ($104,700) ($167,900) ($63,200) (60.4) The net income has increased by $63,200 to meet the growing need of the community for the arena programs. 20

24 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Aquatics & Fitness Section Program Description This section of the budget includes the full program and service budget for the area of aquatics and fitness, including all administration, instructional programming, public swimming, private rentals, fitness centre memberships, aerobic and aqua fitness class provision. These programs operate out of 6 pool locations and 4 fitness centre facilities. In 2014, the aquatic section provided services for 30,938 swim lesson participants, 247,000 (as of Oct 1 st ) recreational swim participants and 402 private pool permits with 1,901 bookings. The fitness section had 2,016 members and 2,927 program participants Budget Highlights Budget Comparison by Location Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Lois Hancey Aquatic Centre ($104,106) ($124,093) ($160,800) ($146,600) $14, Centennial Pool (25,969) (29,824) (24,700) 2,400 27, Richvale Pool (81,974) (37,010) (120,000) (71,400) 48, Bayview Hill C.C. & Pool (180,712) (229,588) (209,000) (226,900) (17,900) (8.6) Elgin West C.C. & Pool (52,862) (93,956) (168,700) (90,900) 77, Oak Ridges Pool (93,310) (127,603) (116,900) (122,300) (5,400) (4.6) Fitness & Active Living 90,304 (77,366) 23,800 (26,400) (50,200) (210.9) Net Budget ($448,629) ($719,440) ($776,300) ($682,100) $94, Lois Hancey Aquatic Centre The net surplus has decreased by $15,400 to reflect the lower program demand in the location and the minimum wages and step rate increase. Centennial Pool The net budget has increased by $28,300 to reflect the minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits and also the lower program demand in the location. Richvale Pool The net surplus has decreased by $49,700 mainly due to minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits and the competition from private community centre located on the west side of Bathurst. Bayview Hill Community Centre & Pool The net surplus has increased by $16,700 to reflect the higher program demand in the location. 21

25 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Aquatics & Fitness Section Elgin West Community Centre & Pool The net surplus has decreased by $79,000 mainly due to minimum wages and step rate increase in casual wages as well as the inflationary increases in casual benefits and the competition from private community centre located on the west side of Bathurst. Fitness & Active Living The net budget has decreased by $48,600 mainly due to the higher membership sales in Oak Ridges Community Centre. 22

26 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Aquatics & Fitness Section - Continued 2015 Budget Highlights Budget Comparison by Expenditure & Revenue Type Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $1,234,276 $1,207,413 $1,307,300 $1,304,300 ($3,000) (0.2) Casual Wages & Benefits 2,318,677 2,339,968 2,279,700 2,446, , Other Personnel 168, , , ,400 (800) (0.5) Total Personnel Costs 3,721,026 3,679,785 3,761,200 3,924, , Subscriptions/Books 143, , , ,900 (5,000) (3.4) Program Expenses 59,696 52,223 63,700 50,600 (13,100) (20.6) Uniforms/Clothing 9,971 3,556 10,700 10, Equipment Maint/Repair 6,760 7,313 10,000 12,500 2, Minor Capital 25,957 9,060 35,900 25,000 (10,900) (30.4) Total Expenditures 3,967,314 3,876,113 4,027,400 4,164, , Revenues Admission (713,378) (743,946) (778,100) (757,300) 20, Instruction Revenues (2,860,423) (2,861,396) (3,099,800) (3,094,100) 5, Membership (411,579) (555,663) (480,000) (571,300) (91,300) (19.0) Birthday Parties (43,381) (43,289) (50,000) (50,000) 0 - Locker Rental (23,974) (21,616) (32,500) (31,000) 1, Textbook Sales (153,387) (164,854) (145,900) (140,900) 5, Building Rental - Private (209,821) (204,789) (217,400) (201,800) 15, Total Revenues (4,415,943) (4,595,553) (4,803,700) (4,846,400) (42,700) (0.9) Net Budget ($448,629) ($719,440) ($776,300) ($682,100) $94, Human Resources Complement 15 Full-time Aquatic Coordinator (6) Aquatic Supervisor (6) Fitness Coordinator (1) Fitness Supervisor (2) 23

27 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT - Arts, Culture and Heritage This section of the budget includes the full program and service budget in the area of arts, culture and heritage including the Heritage Centre/Museum and Elgin West Interpretive Centre. This section is also responsible for the implementation of the Cultural Plan Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Community & Volunteer Development $44,749 $62,086 $62,800 $66,400 $3, Heritage Centre 9,247 9,375 4,100 5,100 1, Artifact Storage Area 28,643 24,764 23,400 23, Arts & Event Services 36,674 78,415 39,200 64,200 25, Interpretive Centre (2,054) (2,824) (1,400) (1,400) - - Summer Camp Heritage (9,196) (9,940) (9,500) (9,100) Cultural Services Admin 289, , , ,300 (2,400) (0.8) Base Budget $398,025 $452,125 $413,300 $440,900 $27, New Item Net Budget $398,025 $452,125 $413,300 $440,900 $27,

28 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Community & Volunteer Development Program Description This area is responsible for the coordination and implementation of programs and services in support of the 78 affiliated community groups and organizations, including workshops and training seminars. In addition, the centralized coordination of volunteers, including recruitment, retention, recognition and ongoing support. In 2014, 676 community members volunteered 24,840 hours in a variety of programs and services Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $34,336 $53,459 $52,400 $54,500 $2, Mileage (100) (25.0) Honorarium Total Personnel Costs 34,395 53,678 52,800 54,800 2, Program Supplies 7,632 11,537 10,000 10, Other expenditures 4,728 4,218 4,000 6,500 2, Total Expenditures 46,755 69,433 66,800 71,400 4, Instruction Revenues (2,006) (7,347) (4,000) (5,000) (1,000) - Net Budget $44,749 $62,086 $62,800 $66,400 $3, The net budget has increased by $3,600. It is to reflect the step rate increase in casual wages as well as the inflationary increases in casual benefits and the 2014 actual revenue received and the associated expenses. 25

29 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT- Arts, Culture and Heritage - Continued Heritage Centre This budget provides opportunities for residents to learn more about the heritage and historical aspects of Richmond Hill. Learning opportunities are available via exhibits and displays, special events (e.g. Victorian Tea, Easter picnic, etc.), and educational programs. Day to day maintenance and repairs are budgeted in this area. In 2014, there were 2,420 visitors to the Centre, 600 program and camp participants and 6 private booking rentals Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $57,278 $55,090 $55,900 $58,700 $2, Other Personnel 2,127 2,587 2,700 2, Total Personnel Costs 59,405 57,677 58,600 61,400 2, Program Supplies 7,720 6,397 7,000 7, Special Event Expense 3,097 3,831 4,600 4,100 (500) (10.9) Other expenditures ,000 1, Total Expenditures 71,196 68,319 71,200 73,500 2, Grants (23,350) (25,210) (23,400) (25,200) (1,800) (7.7) Instruction Revenues (19,503) (19,382) (21,000) (21,500) (500) (2.4) Program Revenue (19,096) (14,352) (22,700) (21,700) 1, Total Revenues (61,949) (58,944) (67,100) (68,400) (1,300) (1.9) Net Budget $9,247 $9,375 $4,100 $5,100 $1, The net budget has increased by $1,000 to reflect the step rate increase in casual wages as well as the inflationary increases in casual benefits and the 2014 actual revenue received. 26

30 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Arts, Culture and Heritage - Continued Artifact Storage Area This budget provides collection, cataloguing and display of all Richmond Hill artifacts and for the restoration of certain items. In 2014, there were 8,774 artifacts in the Town s inventory Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $24,893 $22,857 $21,200 $22,100 $ Other Personnel Total Personnel Costs 25,143 22,962 21,800 22, Other expenditures 5,000 3,302 3,100 2,200 (900) (29.0) Total Expenditures 30,143 26,264 24,900 24, Grants (1,500) (1,500) (1,500) (1,500) - - Net Budget $28,643 $24,764 $23,400 $23,400 $0-27

31 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Arts, Culture and Heritage - Continued Arts & Event Services This area is responsible for arts, culture, programs, events and services offered throughout the community including the studio arts tour, family day, movies in the park, programs and workshops Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $51,927 $79,092 $50,400 $54,100 $3, Other Personnel 9,540 10,014 10,400 10, Total Personnel Costs 61,467 89,106 60,800 64,500 3, Program Supplies 21,636 21,432 25,300 25, Total Expenditures 83, ,538 86,100 89,800 3, Transfer from Reserve (22,800) - (17,400) - 17,400 Special Events revenue (20,404) (22,690) (23,700) (18,900) 4, Instruction Revenues (3,225) (9,433) (5,800) (6,700) (900) (15.5) Total Revenues (46,429) (32,123) (46,900) (25,600) 21, Net Budget $36,674 $78,415 $39,200 $64,200 $25, The base budget has increased by $25,000 due to a $17,400 reduction from the transfer from the Community Enhancement Reserve fund and the restructuring of the family day event. 28

32 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Arts, Culture and Heritage - Continued Interpretive Centre These programs operate out of the A.J. Clarke Interpretive Room at the Elgin West Community Centre and focus on the history and artifacts related to the archaeological dig site found within Twickenham Park. Revenues are primarily generated from workshops and instructional sessions. In 2014, 113 children attended programs offered at this site Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $2,166 $2,383 $3,800 $3,800 $0 - Honorariums Total Personnel Costs 2,516 2,383 4,200 4, Other expenditures Total Expenditures 3,022 2,551 5,100 5, Instruction Revenues (5,076) (5,375) (6,500) (6,500) - - Net Budget ($2,054) ($2,824) ($1,400) ($1,400) $0-29

33 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION - Arts, Culture and Heritage - Continued Summer Camp Heritage This camp operates out of the A.J. Clark Interpretive Centre and focus on the history of Richmond Hill and Old Tyme traditions. In 2014, there were 234 participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $16,394 $18,014 $17,200 $19,100 $1, Other Personnel $0 $0 $400 $300 (100) (25.0) Total Personnel Costs 16,394 18,014 17,600 19,400 1, Other expenditures ,400 1,200 (200) (14.3) Total Expenditures 17,158 18,665 19,000 20,600 1, Instruction Revenues (26,354) (28,605) (28,500) (29,700) (1,200) (4.2) Net Budget ($9,196) ($9,940) ($9,500) ($9,100) $

34 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Arts, Culture and Heritage - Continued Cultural Services Admin. This budget reflects primarily the staffing cost for the 3 full-time staff in the Arts, Culture and Heritage section Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Times Salaries & Benefits $285,201 $288,229 $290,600 $288,200 ($2,400) (0.8) Other Personnel 4,672 2,020 4,100 4, Net Budget $289,962 $290,249 $294,700 $292,300 ($2,400) (0.8) Human Resources Complement 3 Full-time Community Development Coordinator Cultural Services Coordinator Heritage Coordinator 31

35 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Marketing Administration Program Description This section is responsible to coordinate the information for Department s Community Recreation Guide in cooperation with Communication Services and is responsible for new marketing initiatives within the Recreation and Culture Division. In addition, this section is responsible for all Community Centre Office Services Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $64,488 $92,208 $92,900 $94,900 $2, Mileage 1,477 2,140 2,500 2, Total Personnel Costs 65,965 94,348 95,400 97,400 2, Brochure Printing 107,491 90,048 95,000 90,000 (5,000) (5.3) Promotion 16,766 17,830 20,000 20, Printing 12,145 10,450 17,500 15,000 (2,500) (14.3) Total Expenditures 202, , , ,400 (5,500) (2.4) Advertising Revenues (91,236) (87,000) (110,000) (95,000) 15, Net Budget $111,131 $125,676 $117,900 $127,400 $9, More competitive pricing was obtained for brochure printing, reducing the expense by $5,000. More printing work is done in-house, reducing the printing by $2,500. Advertising revenues has decreased by $15,000 to reflect the actuals in

36 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Centralized Services Administration Program Description This section is responsible for office administration and customer service at all recreation facilities and EBC office including facility booking, registration and reception staff Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $471,027 $468,132 $478,700 $478,300 (400) (0.1) Casual Wages & Benefits 131, , , , Overtime 3,559 1,421 5,000 2,500 (2,500) (50.0) Total Personnel Costs 606, , , ,300 (2,600) (0.4) Armored Car Pickup 26,335 24,619 26,000 20,000 (6,000) (23.1) Office Supplies 7,370 7,969 9,500 9,000 (500) (5.3) Printing 1,203 6,240 5,000 5, Minor Capital ,500 5,000 1, Total Expenditures 641, , , ,300 (7,600) (1.2) Net Budget $641,488 $640,161 $635,900 $628,300 ($7,600) (1.2) Overtime has decreased by $2,500 as a result of business process changes. Armored car pickup has decreased by $6,000 due to the reduce number of pickups and locations. The $1,500 increase in minor capital is for the membership card printer. Human Resources Complement 6 Full-time Community Centre Services Coordinator Registrar Receptionist/Clerk Typist Facility Bookings Clerk (3) 33

37 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Birthday Parties Program Description This budget represents the centralized coordination of all birthday party package rentals for the community centre. In 2014, there were 701 birthday party booking with 19,900 participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $2,721 $3,841 $5,600 $4,100 ($1,500) (26.8) Honorarium 0 0 1,000 1, Total Personnel Costs 2,721 3,841 6,600 5,100 (1,500) (22.7) Program Supplies 511 1,210 2,000 2, Total Expenditures 3,232 5,051 8,600 7,100 (1,500) (17.4) Instruction Revenue (63,180) (65,108) (65,000) (65,000) - - Net Budget ($59,948) ($60,057) ($56,400) ($57,900) ($1,500) (2.7) Casual wages and benefits have decreased by $1,500 to reflect the actuals in

38 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION - Children s Programs This area is responsible for all children programs, 6 to 12 years, in accordance with the goals of the Department and upon request from the community. In 2014, there were 4,285 program participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $104,268 $106,473 $106,600 $113,500 $6, Honorarium 1,200 2,100 1,500 2, Mileage Total Personnel Costs 105, , , ,600 8, Other expenditures 13,960 17,375 15,300 16,500 1, Total Expenditures 119, , , ,100 9, Instruction Revenues (199,966) (225,004) (200,000) (214,200) (14,200) (7.1) Net Budget ($80,151) ($98,578) ($76,100) ($81,100) ($5,000) (6.6) The higher expenditures and revenues are related to additional children programs offered based on the actuals in

39 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Adult Programs This area is responsible for all adult programs, ages years, in accordance with the goals of the Department and upon request from the community. In 2014, there were 7,300 program participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $92,703 $94,135 $100,800 $99,500 ($1,300) (1.3) Honorarium 2,097 1,485 3,000 2,500 (500) Total Personnel Costs 94,800 95, , ,000 (1,800) (1.7) Program Supplies 4,778 3,487 6,000 6, Other expenditures 1, ,000 1,800 (200) (10.0) Total Expenditures 100,906 99, , ,800 (2,000) (1.8) Instruction Revenues (181,721) (187,775) (214,600) (204,600) 10, Net Budget ($80,815) ($87,810) ($102,800) ($94,800) $8, The net budget has decreased by $8,000 due to the decline in adult program registration. 36

40 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION School Holiday Programs This area is responsible for all school holiday programs in accordance with the goals of the Department and upon request from the community. In 2014, there were 1,800 program participants in the March Break and Christmas Holiday programs Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $26,945 $39,018 $35,000 $40,600 $5, Honorarium 1, ,800 1, Total Personnel Costs 28,642 39,715 36,800 42,400 5, Other expenditures 3,574 1,660 7,500 6,300 (1,200) (16.0) Total Expenditures 32,216 41,375 44,300 48,700 4, Instruction Revenues (67,525) (77,316) (63,100) (67,300) (4,200) (6.7) Net Budget ($35,309) ($35,941) ($18,800) ($18,600) $

41 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION B.A.S.K. St. Charles Garnier This two year pilot project was approved by Council per staff report SRCS Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 24-Jun Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $0 $0 $0 $0 $0 -- Total Personnel Costs Prgram Supplies Total Expenditures Instruction Revenues Base Budget $0 $0 $0 $0 $0 -- New Item ,600 2, Net Budget $0 $0 $0 $2,600 $2, New item is for the request of the Fair Access After School Program. 38

42 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION - Summer Day Camps This area is responsible for all summer day camps in accordance with the goals of the Department and upon request from the community. In 2014, there were 8,900 camp participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $336,746 $370,538 $333,600 $377,700 $44, Honorarium 296, , , ,700 20, Other Personnel 2,023 1,785 2,700 2, Total Personnel Costs 634, , , ,100 64, Rental/Lease 49,560 44,635 52,400 52, Program Supplies 17,275 17,938 23,400 23, Uniforms/Clothing 5,984 4,700 5,400 5, Total Expenditures 707, , , ,500 65, Grants (2,000) (2,000) -- Instruction Revenues (1,091,540) (1,148,948) (1,101,900) (1,170,200) (68,300) (6.2) Net Budget ($383,881) ($391,258) ($395,500) ($400,700) ($5,200) (1.3) The $44,100 increase in casual wages and benefits are related to removing volunteers from staff participant ratio per risk management. This is further by the minimum wages and step rate increase as well as the inflationary increases in casual benefits. The higher expenditures and revenues are related to the popularity of the program based on the actuals in

43 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Youth Programs This area is responsible for all youth programs, ages years in accordance with the goals of the Department and upon request from the community. In 2014, there were 4,200 program participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $79,502 $92,467 $89,400 $90,300 $ Honorarium 1, Mileage ,200 1,800 (400) (18.2) Total Personnel Costs 81,481 92,896 91,600 92, Rental/Lease 10,369 8,343 9,000 9, Program Supplies 12,824 11,584 11,500 12,800 1, Total Expenditures 104, , , ,800 1, Instruction Revenues (112,418) (109,453) (107,300) (110,000) (2,700) (2.5) Net Budget ($7,744) $3,370 $4,800 $4,800 $0-40

44 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Senior Programs TOWN OF RICHMOND HILL This area is responsible for all 55+ older adult programs operating out of the M.L. McConaghy Senior Citizens Centre. In 2014, there were 1,316 members, 2,180 program registrations and 12,410 people participate in drop-in programs. Out-trips, dances, special events and topical workshops are example of programs provided Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $102,445 $104,378 $97,600 $100,200 $ 2, Honorarium 1,568 2,796 2,100 2, Total Personnel Costs 104, ,174 99, ,300 2, Rental/Lease 8,900 11,900 9,400 9, Program Supplies 8,390 8,071 8,500 8, Special Events Expense 7,082 6,153 8,200 8, Donation Expense 11,372-15,000 15, Grant Expense 17,950 6,822 12,000 12, Other expenditures 5,753 17,861 9,600 6,600 (3,000) (31.3) Total Expenditures 163, , , ,000 (400) (0.2) Instruction Revenues (90,578) (93,173) (96,900) (96,900) - - Membership (34,687) (33,848) (38,800) (41,800) (3,000) (7.7) Grant (33,321) (12,231) (12,000) (12,000) - - Special Events Revenue (9,919) (10,099) (10,300) (10,300) - - Donation (16,690) (38,245) (16,600) (16,600) - - Program Revenues (14,966) (17,580) (13,500) (13,500) - - Total Revenues (200,161) (205,176) (188,100) (191,100) (3,000) (1.6) Net Budget ($36,701) ($47,195) ($25,700) ($29,100) ($3,400) (13.2) The $3,400 net budget increase is mainly related to the higher membership number. 41

45 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Outreach - Seniors TOWN OF RICHMOND HILL This area provides programs and services for 55+ older adults at satellite facilities including Oak Ridges Community Centre, Rouge Woods and Langstaff. In 2014, there were 339 members, 1,045 registered program participants and 9,650 drop in program participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $10,058 $9,298 $14,000 $17,100 $3, Honorarium 334 2, ,200 1, Total Personnel Costs 10,392 11,715 14,000 18,300 4, Events Expense Program Supplies 320 1,710 2,500 3,500 1, Total Expenditures 10,712 13,425 16,500 22,100 5, Events Revenue (500) (500) -- Membership (4,158) (7,726) (3,000) (8,000) (5,000) (166.7) Instuction (7,373) (20,795) (15,900) (19,500) (3,600) (22.6) Donations (3,450) (480) (2,500) - 2, Total Revenues (14,981) (29,001) (21,400) (28,000) (6,100) (28.5) Net Budget ($4,269) ($15,576) ($4,900) ($5,900) ($1,000) (20.4) Additional programs are offered to seniors in neighbourhood facilities, leading to increase casual and honorarium spending and additional revenues. 42

46 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Bocce TOWN OF RICHMOND HILL This program area is responsible for the membership programs and services operating out of the Indoor Bocce Facility located within the Rouge Woods Community Centre. In 2014, there were 99 members Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $10,353 $6,797 $12,300 $8,000 ($4,300) (35.0) Total Personnel Costs 10,353 6,797 12,300 8,000 (4,300) (35.0) Program supplies Special Events Expense 6, Total Expenditures 16,604 7,145 13,000 8,700 (4,300) (33.1) Special Events Revenue (9,008) (1,816) (2,500) (1,600) 900 Membership (5,251) (10,099) (11,000) (11,000) - - Building Rental (1,905) (1,317) (500) (500) - - Total Revenues (16,164) (13,232) (14,000) (13,100) Net Budget $440 ($6,087) ($1,000) ($4,400) ($3,400) (340.0) The net budget has decreased by $3,400 mainly due to the reduction in casual attendance hours from the restructuring in casual staff hours in Rouge Woods Community Centre. 43

47 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Eyer Youth Centre Located within an 8 acre park site, the Eyer Homestead is comprised of numerous program/meeting room spaces that will allow for a variety of youth programs developed based on a community youth needs assessment that was conducted. In 2014, 89 programs, events and activities were offered with over 903 participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $25,402 $24,135 $32,200 $26,900 ($5,300) (16.5) Other Personnel Total Personnel Costs 25,441 24,135 32,400 27,100 (5,300) (16.4) Janitorial 6,719 5,729 6,800 6, Program Supplies 2, ,100 1,900 (200) (9.5) Other expenditures 1, ,000 1,800 (1,200) (40.0) Total Expenditures 35,762 31,725 44,300 37,600 (6,500) (14.7) Instruction Revenues (10,285) (18,617) (21,000) (16,300) 4, Program Revenue (2,691) (2,749) (3,700) (2,600) 1, Total Revenues (12,976) (21,366) (24,700) (18,900) 5, Net Budget $22,786 $10,359 $19,600 $18,700 ($900) (4.6) The lower expenditures and revenues are related to the decrease popularity of the program based on the actuals in

48 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Rope Challenge Course The Rope Challenge course was built within the park surrounding the Eyer Homestead. One of the exciting features in the park is the high and low ropes course. With trained staff on site, the ropes challenge facility caters to a variety of groups including youth adventure parties and corporate staff training. The challenge course is also be promoted to residents as an opportunity to book the site for birthday parties and other special occasions. In 2014, 1,779 people participated on this course Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $14,956 $17,195 $26,800 $30,000 $3, Other Personnel 2,719 2,838 3,900 3, Total Personnel Costs 17,675 20,033 30,700 33,900 3, Other expenditures 9,410 5,263 7,600 7,000 (600) (7.9) Total Expenditures 27,085 25,296 38,300 40,900 2, Instruction Revenues (33,087) (36,774) (33,400) (38,100) (4,700) (14.1) Net Budget ($6,002) ($11,478) $4,900 $2,800 ($2,100) (42.9) The higher expenditures and revenues are related to the popularity of the program based on the actuals in

49 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Youth Action Committee This committee consists of 37 youth ages years who represent all schools within Richmond Hill. The youth assist staff in determining the programs, activities and events that should be delivered in the community and undertake the planning and implementation of all youth week activities and events Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Program Supplies $5,519 $7,883 $8,000 $8,000 $0 - Net Budget $5,519 $7,883 $8,000 $8,000 $0-46

50 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION Preschool This area is responsible for all preschool programs, age s newborn to 5 years old. In 2014, there were 4,700 program participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $120,509 $120,332 $127,200 $130,600 $ 3, Total Personnel Costs 120, , , ,600 3, Program Supplies 13,286 12,383 15,100 14,700 (400) (2.6) Total Expenditures 133, , , ,300 3, Instruction Revenues (279,232) (265,353) (276,100) (279,100) (3,000) (1.1) Net Budget ($145,437) ($132,638) ($133,800) ($133,800) $0-47

51 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Integration Services Program Description This area is responsible for the coordination and administration of all special needs participant services, including the provision of one to one support where required. In 2014, 247 individuals were served Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $61,008 $58,415 $72,900 $79,300 $6, Mileage Total Personnel Costs 61,368 58,960 73,400 79,800 6, Program Supplies 1, ,300 1, Total Expenditures 63,311 59,437 74,700 81,100 6, Grants (11,708) (15,443) (20,300) (18,300) 2, Instruction Revenues (722) (245) (2,600) (2,600) - - Total Revenues (12,430) (15,688) (22,900) (20,900) 2, Base Budget 50,881 43,749 51,800 60,200 8, New Item ,700 13, Net Budget 50,881 43,749 51,800 73,900 22, The net budget has increased by $8,400, this is mainly due to the minimum wages increase in casual wages as well as the inflationary increases in casual benefits. New item is for the request of one casual Summer camp Integration Director position starting in July

52 COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION Outdoor Education TOWN OF RICHMOND HILL This budget represents the outdoor education and environmental programs and services that operate out of Phyllis Rawlinson Park, Richmond Green and other trails and open spaces. In 2014, there were 349 summer camp and program participants Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Casual Wages & Benefits $42,986 $38,596 $56,900 $62,500 $5, Other Personnel ,000 1,700 (300) (15.0) Total Personnel Costs 43,816 38,796 58,900 64,200 5, Program Supplies 3,097 2,712 5,100 5, Total Expenditures 46,913 41,508 64,000 69,800 5, Instruction Revenues (33,128) (35,362) (39,500) (51,700) (12,200) (30.9) Net Budget $13,785 $6,146 $24,500 $18,100 ($6,400) (26.1) The net budget has decreased by $6,400 due to the opening of Lake Wilcox outdoor promenade and extension of the programs as a result of that. 49

53 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION AND CULTURE DIVISION - Children & Youth Administration This administration is responsible to oversee the operating of all programs including pre-school, children, youth, holiday programs and summer day camp. There are eight full-time program coordinators in this budget area. This staff group undertakes a number of functions including program planning and development, program standards, trends and research, instructor hiring and training and budget control Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries and Benefits $688,258 $706,569 $751,300 $746,100 ($5,200) (0.7) Casual Wages & Benefits 74,336 70,023 75,400 77,400 2, Other Personnel 11,476 10,250 13,600 13, Total Personnel Costs 774, , , ,100 (3,200) (0.4) Minor Capital 18,622 9,901 15,900 20,600 4, Net Budget $792,692 $796,743 $856,200 $857,700 $1, The net budget has increased by $6,600, this is mainly due to the minor capital increase to reflect the equipment needs to support the programs. Human Resources Complement Pre-school Program Coordinator School Holiday & Integration Program Coordinator Outdoor Education Program Coordinator Youth Program Coordinator 8 Full-time Older Adult Program Coordinator Children Program Coordinator Adult Program Coordinator Older Adult Program Assistant 50

54 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION AND CULTURE DIVISION - Children & Youth Program Partnerships This area represents the administration for public/private program partnerships created from time to time based on community needs within the general program portfolio. In 2014, the Division partnered with 16 organizations for the delivery of programs and services Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Honorariums $272,013 $311,596 $238,300 $276,700 $ 38, Total Personnel Costs 272, , , ,700 38, Instruction Revenues (361,439) (439,094) (323,100) (379,000) (55,900) (17.3) Net Budget ($89,426) ($127,498) ($84,800) ($102,300) ($17,500) (20.6) The net budget has increased by $17,500 due to the popularity of the program and the change in partnership revenue sharing effective July

55 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Program Description TOWN OF RICHMOND HILL This program area encompasses a broad range of events, residents of and visitors to Richmond Hill: Event Services Admin Concerts in the Park Canada Day Santa Claus Parade First Night - New Year s Eve Crosby Park Family Fair Tastes of the Hill Sports Champion Awards & Coaches Recognition Event Volunteer Achievement Awards Ribfest Park Openings 140 th Anniversary Celebrations Big Bike for Heart and Stroke Holiday Donation Drive Mayor s Charity Golf Tournament Event Services staff also act as a town liaison for the following community events: CIBC Run for the Cure Mill Pond Splash Oak Ridges Fair Winter Carnival 52

56 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES TOWN OF RICHMOND HILL As events are not gated, with the exception of Ribfest, attendance numbers reflected on this chart are estimated and influenced by weather and/or weekday vs. weekend i.e. Canada Day event. The following table provides the number of participants for each event: EVENT Awards Banquet-Sport Champion Mayors Awards * Banquet-Volunteer Achievements Canada Day 20,000 18,000 15,000 20,000 20,000 Concerts in the Park - 6,500 7,800 6,250 10,600 10,000 Mill Pond (8) Concerts in the Park Richmond Green (3) Crosby Park Fair 1,500 1,500 1, *** 1,200 Ribfest** N/A N/A 27,842 29,200 33,143 Family Event First 2,500 2,500 3,000 3,200 TBD Night Santa Claus Parade 8-10,000 10,000 12,000 12,000 TBD Tastes of the Hill 1,500 1,000 7,000 8,000 8,500 * 50 th Anniversary past recipients invited ** Actual Attendance *** Low Attendance due to inclement weather 53

57 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES 2015 Budget Highlights Budget Comparison by Events TOWN OF RICHMOND HILL Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Event Services - Admin $441,932 $401,697 $383,400 $382,700 ($700) (0.2) Concerts-in-the-Park 1,325 2,361 5,800 1,900 (3,900) (67.2) Canada Day 46,900 41,846 53,600 52,000 (1,600) (3.0) Santa Claus Parade 7,709 6,364 6,200 6, First Night - New Years Eve 4,078 1,574 3,400 4,400 1, Mayors Awards Banquets 15,905 18,536 23,800 23, Rib Fest (13,779) (15,514) (14,000) (13,000) 1, Base Budget $504,070 $456,864 $462,200 $458,000 ($4,200) (0.9) New Items Net Budget $504,070 $456,864 $462,200 $458,000 ($4,200) (0.9) Budget Comparison by Expenditure Type Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $354,937 $354,351 $333,600 $331,000 ($2,600) (0.8) Casual Wages and Benefits 63,268 35,029 27,800 31,000 3, Honorarium 61,221 72,894 67,100 71,100 4, Overtime 7,187 1,901 3,000 3, Mileage 1,090 1,420 1,300 1, Total Personnel Costs 487, , , ,400 4, Program Supplies 57,469 62,785 60,900 67,200 6, Contracts 85,786 93,924 88, ,000 11, Vehicle/Equip Rental 37,735 43,597 47,800 47,300 (500) (1.0) Other expenditures 15,450 8,996 17,700 16,400 (1,300) (7.3) 196, , , ,900 Total Expenditures 684, , , ,300 20, Vendors (71,474) (89,801) (72,800) (86,700) (13,900) (19.1) Sponserships (108,449) (128,082) (112,900) (123,400) (10,500) (9.3) Program Revenue (150) (150) (200) (200) Total Revenues (180,073) (218,033) (185,900) (210,300) (24,400) (13.1) Base Budget $504,070 $456,864 $462,200 $458,000 ($4,200) (0.9) New Items Net Budget $504,070 $456,864 $462,200 $458,000 ($4,200) (0.9) 54

58 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Administration TOWN OF RICHMOND HILL Personnel expenditures for three full-time staff Manager of Event Services, and two Event Coordinators as well as expenditures for one part-time Events Assistant are included in this component of the budget Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Full Time Salaries & Benefits $354,937 $354,351 $333,600 $331,000 ($2,600) (0.8) Casual Wages and Benefits 63,268 35,029 27,800 31,000 3, Overtime 7,187 1,901 3,000 3, Mileage 1,090 1,420 1,300 1, Total Personnel Costs 426, , , , Promotion 5,214 6,440 6,500 3,000 (3,500) (53.8) Minor Capital 10,236 2,556 11,200 13,400 2, Net Budget $441,932 $401,697 $383,400 $382,700 ($700) (0.2) Casual Wages and benefits have increased by $3,200 to reflect the step rate and the increase staffing hours. Promotion has decreased by $3,500 for to reflect the one time promotional banner purchase in Minor Capital has increased by $2,200 mainly due to the additional costs to update the Santa Claus parade float. Human Resources Complement 3 Full-time Manager, Event Services Event Coordinator (2) 1 Part-time Position Event Assistant 55

59 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Concerts-in-the-Park TOWN OF RICHMOND HILL The annual Concerts in the Park series has been offered to the residents of Richmond Hill since Programming consists of a diverse lineup of musical talent in genres including Blues, Country, Rock and Roll, Celtic, tribute bands, and children s entertainment appealing to all ages. The free, outdoor concerts take place on eight Thursday evenings in July and August at Mill Pond Park and three Sunday afternoons at Richmond Green Park Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Honorarium $19,229 $21,923 $21,500 $21,500 $ Program Supplies 12,753 16,539 14,000 17,000 3, Vehicle/Equip Rental 7,276 8,395 8,800 8,300 (500) (5.7) Total Expenditures 39,258 46,857 44,300 46,800 2, Vendors (15,733) (20,946) (14,600) (21,000) (6,400) (43.8) Sponsorships (22,200) (23,550) (23,900) (23,900) Total Revenues (37,933) (44,496) (38,500) (44,900) (6,400) (16.6) Net Budget $1,325 $2,361 $5,800 $1,900 ($3,900) (67.2) Program Supplies for BBQ sales have increased by $3,000, this is offset by the $6,400 increase in vendors revenue. 56

60 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Canada Day TOWN OF RICHMOND HILL Canada Day provides families of all ages a fun filled day and night celebrating Canada s birthday. A number of interactive areas are offered including a community marketplace, children s village, live entertainment, a midway and Bavarian Garden, with the event culminating in one of the largest municipal fireworks displays in the region Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Contract $85,786 $93,924 $88,900 $100,000 $11, Program Supplies 11,497 16,827 11,700 15,000 $3, Total Expenditures 97, , , ,000 14, Vendors (24,134) (24,355) (22,500) (23,000) (500) (2.2) Sponsorships (26,249) (44,550) (24,500) (40,000) (15,500) (63.3) Net Budget $46,900 $41,846 $53,600 $52,000 ($1,600) (3.0) Total expenditures have increased by $14,400, this is composed of $11,100 additional contractor costs for marketplace enhancement and $3,300 increase for additional rental for marketplace as well as promotion printing. These are partially offset by $16,000 increase in vendors and sponsorship revenue. 57

61 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Santa Claus Parade TOWN OF RICHMOND HILL The Santa Claus parade takes place on Yonge Street, in November. Made up of over 70 entries including a variety of community and commercial floats, walking groups, and professional and school bands, the parade attracts over 10,000 spectators Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Honorarium $7,363 $13,755 $10,000 $10,000 $ Program Supplies 13,796 11,076 13,200 13, Total Expenditures 21,159 24,831 23,200 23, Sponsorships (13,450) (18,467) (17,000) (17,000) Net Budget $7,709 $6,364 $6,200 $6,200 $

62 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES First Night New Year s Eve TOWN OF RICHMOND HILL First Night Celebration is a family-friendly New Year s Eve Party. This celebration is specially planned for young families to offer an alternative to other late night events. The evening is filled with a variety of activities and entertainment that the whole family can enjoy Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Honorarium $5,596 $4,159 $4,100 $5,100 $1, Program Supplies 3, ,500 2, Total Expenditures 8,728 4,374 6,600 7,600 1, Vendors (650) (300) (700) (700) Sponsorships (4,000) (2,500) (2,500) (2,500) Total Revenues (4,650) (2,800) (3,200) (3,200) Net Budget $4,078 $1,574 $3,400 $4,400 $1,000 - Honorarium has increased by $1,000 for the addition of fireworks display. 59

63 COMMUNITY SERVICES DEPARTMENT EVENT SERVICES TOWN OF RICHMOND HILL Mayor s Awards Banquets (Volunteer Achievement Awards, Sport Champion Awards & Coaches Recognition Event) The Volunteer Achievement Award recognizes Richmond Hill residents, individuals and groups, who have shown long-term dedication and commitment to building a stronger community through volunteering in Richmond Hill. The Sport Champion Award honors Richmond Hill's athletes and teams, 18 years of age and younger, from a wide variety of sports who have excelled in their division in the previous year. The Superstar Coach Award honors Richmond Hill coaches who have made a significant measurable contribution to an individual or team, and who have contributed to their sports beyond coaching Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Honorarium $807 $1,028 $1,500 $1,500 $ Program Supplies 6,768 6,574 7,500 7, Vehicle/Equipment Rental 8,480 11,084 15,000 15, Total Expenditures 16,055 18,686 24,000 24, Revenues (150) (150) (200) (200) Net Budget 16,055 18,686 24,000 24,

64 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Ribfest This free three-day family friendly outdoor event features professional rib teams from across North America plus additional food vendors offering culinary experience to resident and visitors. Live entertainment, a Bavarian garden, midway and children s fun zone round out the activities offered Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Honorarium $28,226 $32,029 $30,000 $33,000 $3, Total Personnel Costs 28,226 32,029 30,000 33,000 3, Program Supplies 9,523 11,554 12,000 12, Vehicle/Equip Rental 21,979 24,118 24,000 24, Total Expenditures 59,728 67,701 66,000 69,000 3, Vendors (30,957) (44,200) (35,000) (42,000) (7,000) (20.0) Sponsorships (42,550) (39,015) (45,000) (40,000) 5, Total Revenues (73,507) (83,215) (80,000) (82,000) (2,000) (2.5) Net Budget ($13,779) ($15,514) ($14,000) ($13,000) $1, The net costs have increased by $1,000. This includes $3,000 additional costs for paid duty and performers. These are partially offset by the $7,000 increase in vendors revenue and $5,000 lower sponsorships revenue based on actual experience in

65 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT EVENT SERVICES Pan Am Torch Relay 2015 Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Casual wages & benefits $ - $ - $ - $ - $ - -- Other Total Expenditures Revenues Base Budget $ - $ - $ - $ New Items Net Budget $ - $ - $ - $ - $ - -- The New Item is for the TO2015 Pan AM Games Torch Relay. $23,700 is funded from the Community Enhancement Reserve Fund. 62

66 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION - THEATRE This area represents the administration and service delivery for all programs, events, performance and rentals taking place within the Richmond Hill Centre for the Performing Arts. In 2014 the Richmond Hill Centre for the Performing Arts hosted and/or presented 230 events over 315 days, with approximately 66,000 tickets sold. In addition, 778 children registered for theatre programs and summer camp. 63

67 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION - THEATRE Continued 2015 THEATRE OPERATIONS STATEMENT Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Revenues Admission - TRH Presents ($415,951) ($170,012) ($300,000) ($275,000) $25, Rental Revenue (1,673,269) (1,723,516) (2,156,900) (2,351,800) (194,900) (9.0) Sales of Sponsorship (244,500) (84,500) (230,000) (230,000) Sales of Advertising (11,750) (2,489) (10,000) (10,000) Grants (35,000) (35,000) (35,000) (35,000) Contribution to Capital Improvement Fund (63,921) (74,677) (70,800) (82,000) (11,200) (15.8) Ticket Printing Fee (21,740) (22,911) (17,500) (19,000) (1,500) (8.6) Ticket Handling Service Charge (100,667) (118,274) (106,400) (123,000) (16,600) (15.6) Credit Card Charges (23,106) (32,503) (30,000) (30,000) Food and Beverage Concession (101,556) (108,375) (95,200) (96,200) ($1,000) (1.1) Commercial Space Rental (16,095) (17,101) (19,000) (20,000) (1,000) (5.3) Commissions (17,943) (13,198) (8,500) (8,500) Summer Camp (net) (56,620) (61,457) (85,000) (65,000) 20, Fall Camp (net) (15,115) (28,114) (1,500) (14,000) (12,500) (833.3) Education Workshop (net) (987) 1,773 (1,000) (500) Admission - Education Prog (net) - (56,490) (35,000) (10,000) 25, Program Revenues (71,167) (24,048) (10,000) (17,000) (7,000) (70.0) Total Revenues (2,869,387) (2,570,892) (3,211,800) (3,387,000) (175,200) (5.5) Personnel Costs Full Time Salaries and Benefits $529,832 $577,962 $632,100 $622,400 ($9,700) (1.5) Casual Wages and Benefits 781, , , , , Total Personnel Costs 1,310,839 1,261,182 1,248,200 1,410, , Other Expenditures Payments to Organizations 834, ,283 1,291,200 1,235,500 (55,700) (4.3) Artist Guarantees 398, , , ,000 35, Crew member costs for shows 481, , , , , Marketing expense 141,203 87, , ,000 (25,000) (16.1) Events Equipment Rental 27,225 24,128 35,000 35, SOCAN/Royalties 23,399 13,570 35,000 25,000 (10,000) (28.6) Artist/Rental Hospitality 29,476 20,840 40,000 25,000 (15,000) (37.5) Advertising 26,495 24,774 25,500 25, Promotion 8,941 7,500 8,000 8, Hospitality 8,105 7,708 8,000 8, Janitorial 126, , , ,500 27, Equipment rental 12,437 11,814 16,000 14,500 (1,500) (9.4) Minor Capital 6,478 4,490 7,500 7, Stage equip/equip/facility maint/repair 38,661 28,078 55,000 45,000 (10,000) (18.2) Food and Beverage Concession 54,934 69,412 56,000 56, Non-food supplies 7,741 6,214 13,000 8,500 (4,500) (34.6) Clothing/Dry Cleaning 3,974 2,117 4,500 4, Building Maintenance 11,973 4,465 9,100 9,

68 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION - THEATRE Continued 2015 Budget Overall Summary Cont d Transfer to Theatre R & R 63,921 74,677 70,800 82,000 11, Transfer to Theatre Rev. Stab. Reserve 21,740 22,911 17,500 19,000 1, Ticket Window/Ticket Stock 62,439 39,658 46,500 41,000 (5,500) (11.8) Professional Services for Events/Presents 17,343 33,677 10,000 15,000 5, Labor Recoverable (494,233) (473,989) (527,000) (643,300) (116,300) (22.1) Other expenditures 73, ,834 34,000 54,500 20, ,987,123 1,852,478 2,372,600 2,356,800 (15,800) (0.7) Total Expenditures 3,297,962 3,113,660 3,620,800 3,766, , Net Budget - Theatre $428,575 $542,768 $409,000 $379,900 ($29,100) (7.1) Building Maintenance Security 4,604 3,273 17,500 17, Utilities-Hydro 149, , , ,800 10, Utilities-Water 11,010 23,431 15,000 16,200 1, Heating Fuel 27,999 27,174 31,100 33,000 1, Building Maint/Repairs 36,235 37,607 22,000 22, Life Safety/Automatic Systems 18,414 8,180 12,800 12, Elevator Maint 19,259 23,129 10,000 10, HVAC 35,663 51,366 45,000 45, Plumbing 19,391 17,756 9,000 9, Electrical 16,402 8,832 12,000 12, Total Building Maintenance Costs 338, , , ,300 13, Net Budget $767,269 $865,346 $722,200 $706,200 ($16,000) (2.2) 65

69 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION - THEATRE Continued 2015 Budget Summary by Cost Centre Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Theatre Admin/Box Office $375,391 $349,164 $403,200 $398,800 ($4,400) (1.1) Theatre Season Marketing (175,682) 6,246 (147,400) (136,600) 10, Facility Operations 329, , , ,100 63, Front of House 107, ,301 41,800 19,100 (22,700) (54.3) Booked Events / Presents (135,881) (85,556) (28,700) (138,000) (109,300) - Programs / Education (72,722) (144,288) (122,500) (89,500) 33, Net Budget - Theatre $428,575 $542,768 $409,000 $379,900 ($29,100) (7.1) Building Maintenance Security 4,604 3,273 17,500 17, Utilities-Hydro 149, , , ,800 10, Utilities-Water 11,010 23,431 15,000 16,200 1, Heating Fuel 27,999 27,174 31,100 33,000 1, Building Maint/Repairs 36,235 37,607 22,000 22, Life Safety/Automatic Systems 18,414 8,180 12,800 12, Elevator Maint 19,259 23,129 10,000 10, HVAC 35,663 51,366 45,000 45, Plumbing 19,391 17,756 9,000 9, Electrical 16,402 8,832 12,000 12, Total Building Maintenance Costs 338, , , ,300 13, Net Budget $767,269 $865,346 $722,200 $706,200 (16,000) (2.2) 66

70 COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION THEATRE THEATRE ADMINISTRATION / BOX OFFICE Program Description TOWN OF RICHMOND HILL This budget section deals with theatre administration and box office revenues and expenses Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Revenues Grants ($35,000) ($35,000) ($35,000) ($35,000) $0 0.0 Contribution to Capital Improvement Fund (63,921) (74,677) (70,800) (82,000) (11,200) (15.8) Ticket printing fee (21,740) (22,911) (17,500) (19,000) (1,500) (8.6) Ticket handling service charge (100,667) (118,274) (106,400) (123,000) (16,600) (15.6) Credit Card Charges (23,106) (32,503) (30,000) (30,000) Program Revenues (68,473) (21,910) (6,000) (14,000) (8,000) (133.33) Total Revenues (312,907) (305,275) (265,700) (303,000) (37,300) (14.0) Expenditures Full Time Salaries & Benefits $331,444 $342,417 $333,700 $331,000 ($2,700) (0.8) Casual Wages & Benefits 193, , , ,800 25, Transfer to Theatre R&R 63,921 74,677 70,800 82,000 11, Transfer to Theatre Rev Stab. 21,740 22,911 17,500 19,000 1, Ticket Window/Ticket Stock 62,439 39,658 46,500 41,000 (5,500) (11.8) Other expenditures 14,768 15,827 16,000 19,000 3, Total Expenditures 688, , , ,800 32, Net Budget $375,391 $349,164 $403,200 $398,800 ($4,400) (1.1) 67

71 COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION THEATRE TOWN OF RICHMOND HILL THEATRE ADMINISTRATION / BOX OFFICE Continued Casual wages & benefits have increased by $25,400 due to the increase in box office staff hours as a result of more rental shows. The increase in Transfer to Theatre R&R of $11,200 is offset by the $11,200 increase in Contribution to Capital Improvement Fund in the Revenue section. The increase in CIF revenue is mainly due to the increase in projected sell of 40,294 tickets in 2014 to 40,909 tickets in Ticket Handling Service Charge revenue has increased by $16,600 due to anticipated increase in number of ticket sold. Human Resources Complement 4 Full-time Manager, Theatre Marketing & Development Coordinator Office Administrator Education Coordinator (vacant) 68

72 COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION THEATRE THEATRE SEASON MARKETING Program Description TOWN OF RICHMOND HILL This section provides information on revenues and expenses related to marketing the season of professional entertainment at the theatre Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Revenues Sales of Sponsorship ($244,500) ($84,500) ($230,000) ($230,000) $0 0.0 Sales of Advertisings (11,750) (2,489) (10,000) (10,000) Total Revenues (256,250) (86,989) (240,000) (240,000) Expenditures Casual wages & benefits 33,188 51,059 46,100 57,900 11, Advertising 26,495 24,774 25,500 25, Promotion 8,941 7,500 8,000 8, Hospitality 8,105 7,708 8,000 8, Other expenditures 3,839 2,194 5,000 4,000 (1,000) (20.00) Total Expenditures $80,568 $93,235 $92,600 $103,400 $10, Net Budget ($175,682) $6,246 ($147,400) ($136,600) $10, The casual wages & benefits have increased by $11,800 to reflect the step rate increase and the actual needs. 69

73 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION THEATRE FACILITY OPERATIONS Program Description This section includes all expenses related to the daily facility operation Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Revenues Recoveries from show ($315,409) ($296,572) ($310,000) ($365,500) ($55,500) (17.9) Expenditures Full Time Salaries & Benefits $117,012 $138,395 $186,900 $189,000 $2, Casual Wages & Benefits 286, , , ,500 79, Janitorial 126, , , ,500 27, Stage equip/equip/facility maint/repair 38,661 28,078 55,000 45,000 (10,000) (18.2) Equipment rental 6,957 6,499 10,000 8,500 (1,500) (15.0) Minor Capital 6,478 4,490 7,500 7, Building Maintenance 11,973 4,465 9,100 9, Other expenditures 51,442 89,886 7,000 28,500 21, Total Expenditures $644,954 $590,473 $572,600 $691, , Net Budget $329,545 $293,901 $262,600 $326,100 $63, The expected higher number of rental shows in 2015 will lead to higher casual wages & benefits, janitorial services & supplies and other expenditures. The increase in recoveries from show is due to the increase in number of hours billed for stage crew and the increased billings for technical director as a result of more rental shows. Human Resources Complement 2 Full-time Backstage Coordinator Facility Operator Seasonal Theatre Stagehand (6) 70

74 COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION THEATRE FRONT OF HOUSE Program Description TOWN OF RICHMOND HILL This section details the revenue and expenses from the front of house operations at the theatre Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Revenues Food/Drinks Revenue ($101,556) ($108,375) ($95,200) ($96,200) ($1,000) (1.1) Commercial Space Rental (16,095) (17,101) (19,000) (20,000) (1,000) (5.3) Commissions (17,943) (13,198) (8,500) (8,500) Program Revenues (2,694) (2,138) (4,000) (3,000) 1, Total Revenues (138,288) (140,812) (126,700) (127,700) (1,000) (0.8) Full Time Salaries & Benefits $81,376 $97,150 $111,500 $102,400 ($9,100) (8.2) Casual Wages & Benefits 267, , , ,500 55, Food/Drinks Expense 54,934 69,412 56,000 56, Equipment Rental 5,480 5,315 6,000 6, Non-food supplies 7,741 6,214 13,000 8,500 (4,500) (34.6) Clothing/Dry Cleaning 3,974 2,117 4,500 4, Recoveries from show (178,824) (177,417) (217,000) (277,800) (60,800) (28.0) Other expenditures 3,790 2,927 6,000 3,000 (3,000) (50.0) Total Expenditures 246, , , ,800 (21,700) (12.9) Net Budget $107,924 $123,301 $41,800 $19,100 ($22,700) (54.3) The increase in rental shows will lead to the $55,000 increase in casual wages & benefits which is offset by the $60,800 increase in recoveries from show due to higher billings for ushers and duty manager. Human Resources Complement 1 Full-time Front of House Coordinator 71

75 COMMUNITY SERVICES DEPARTMENT RECREATION & CULTURE DIVISION THEATRE BOOKED EVENTS / PRESENTS Program Description TOWN OF RICHMOND HILL This section details all the revenue and expenses as a result of events that are booked or presented by the Centre Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Revenues Admission - TRH Presents ($415,951) ($170,012) ($300,000) ($275,000) $25, Rental Revenue (1,673,269) (1,723,516) (2,156,900) (2,351,800) (194,900) (9.0) Total Revenues ($2,089,220) (1,893,528) (2,456,900) (2,626,800) (169,900) (6.9) Expenditures Payments to Org $834,202 $904,283 $1,291,200 $1,235,500 ($55,700) (4.3) Artist Guarantee 398, , , ,000 35, Crew member costs for shows 481, , , , , Marketing expense 141,203 87, , ,000 (25,000) (16.1) Events Equipment Rental 27,225 24,128 35,000 35, SOCAN/Royalties 23,399 13,570 35,000 25,000 (10,000) (28.6) Artist/Rental Hospitality 29,476 20,840 40,000 25,000 (15,000) Professional Services 17,343 33,677 10,000 15,000 5, Total Expenditures $1,953,339 1,807,972 2,428,200 $2,488,800 60, Net Budget ($135,881) ($85,556) ($28,700) ($138,000) ($109,300) (380.8) The $25,000 decrease in admission - TRH Presents is resulted from fewer present shows. The increase in rental revenues of $194,900 is attributed to more rental events, which is partially offset by the $126,300 increase in crew member costs. The $55,700 decrease in payments to org is due to lower average ticket price for rental events. The $35,000 increase in artist guarantee is related to a Present featuring a high profile artist. Marketing expense has decreased by $25,000 due to shifting towards more social media marketing which is lower cost. Rental hospitality has decreased by $15,000 because no major rental hospitality events are booked for

76 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL RECREATION & CULTURE DIVISION THEATRE Continued PROGRAMS / EDUCATION Program Description This section details all the revenue and expenses from summer camps, fall camps and the education series presented by the theatre Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft Increase 31-Dec Dec-14 Budget Budget (Decrease) % Revenues Admission - Education Prog $ - ($128,164) ($80,000) ($80,000) $ Summer Camp (101,101) (124,265) (110,000) (120,000) (10,000) Fall Camp (22,674) (39,213) (5,500) (20,000) (14,500) (263.6) Edu workshops (1,907) (3,076) (2,000) (2,500) (500) Total Revenues ($125,682) (294,718) (197,500) (222,500) (25,000) (12.7) Expenditures Summer Camp $44,481 $62,808 $25,000 $55,000 $30, Fall Camp 7,559 11,099 4,000 6,000 2,000 Edu workshops 920 4,849 1,000 2,000 1, Marketing - Education Prog - 8,163 5,000 5, Artist Guarantee - Education Prog - 63,511 40,000 65,000 25, Total Expenditures 52, ,430 75, ,000 $58, Net Budget ($72,722) ($144,288) ($122,500) ($89,500) $33, The $10,000 increase in summer camp revenues is due to expansion of the camp program. The $14,500 increase in fall camp revenues is the result of offering more classes due to high demand. Summer camp expenditures have increased by $30,000 due to change in ratio and the addition of more camp programs. The $25,000 increase in artist guarantee - education program is expected based on bookings for

77 COMMUNITY SERVICES DEPARTMENT FIRE & EMERGENCY SERVICES TOWN OF RICHMOND HILL The Fire & Emergency Services Division provides firefighting, specialty rescue and emergency medical services, dispatch services, training, mechanical services and fire prevention and public education services to the Town of Richmond Hill. The Division is comprised of the following Divisions: Administration Operations Training Fire Prevention Communications Mechanical 2015 Budget Overall Summary Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs $20,124,040 $19,678,503 $19,921,800 $19,868,200 ($53,600) (0.3) Other Expenditures 1,106, ,390 1,364,600 1,424,600 60, Total Expenditures 21,230,162 20,664,893 21,286,400 21,292,800 6, Total Revenues (1,431,610) (1,440,435) (1,559,000) (1,524,500) 34, Base Budget $19,798,552 $19,224,459 $19,727,400 $19,768,300 $40, New Item Net Budget $19,798,552 $19,224,459 $19,727,400 $19,768,300 $40, Budget Summary By Cost Centre Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Administration $1,014,939 $996,881 $1,148,900 $1,145,200 ($3,700) (0.3) Operations 16,402,649 16,159,520 16,321,300 16,337,900 16, Training 364, ,256 $337,700 $356,200 18, Fire Prevention 1,091,400 1,032,146 1,074,400 1,075,500 1, Communications 924, , , ,500 8, Base Budget $19,798,552 $19,224,459 $19,727,400 $19,768,300 $40, New Item Net Budget $19,798,552 $19,224,459 $19,727,400 $19,768,300 $40,

78 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL FIRE & EMERGENCY SERVICES ADMINSTRATION Program Description The Administration Division of the Fire & Emergency Services Division provides a number of functions such as planning & policy development, records management, occupational health & safety, equipment and facilities maintenance, purchasing and budget preparation & control. The Administration Division is also responsible for the selection and assignment of staff and personnel management Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $804,775 $831,036 $832,500 $830,800 ($1,700) (0.2) Casual Wages and Benefits 4, Other Personnel 1,784 2,350 3,500 3, Total Personnel Costs 810, , , ,300 (1,700) (0.2) Uniforms/Clothing 71,830 39,090 80,000 80, General Contracts 23,756 22,951 27,800 27, Emergency Preparedness 12,071 5,526 30,000 30, Minor Capital 40,230 37,313 52,800 52, Office Supplies 15,021 8,128 17,000 15,500 (1,500) (8.8) Printing/Subscriptions 4,534 4,434 10,000 8,000 (2,000) (20.0) Promotion 13,421 15,184 15,000 15, Membership and Tuition 10,840 9,671 16,500 16, Building Maintenance - 4,905 15,400 15, Building Repairs - 3,524 22,300 22, Electrical ,500 11, Other expenditures 12,568 12,769 14,600 16,100 1, Total Expenditures 1,014, ,881 1,148,900 1,145,200 (3,700) (0.3) Net Budget $1,014,939 $996,881 $1,148,900 $1,145,200 ($3,700) (0.3) Human Resources Complement 6 Full-time Fire Chief Deputy Fire Chief, Operations Deputy Fire Chief, Support Services Administrative Assistant Receptionist/Secretary (2) 75

79 COMMUNITY SERVICES DEPARTMENT FIRE & EMERGENCY SERVICES OPERATIONS Program Description TOWN OF RICHMOND HILL The Operations Division is lead by the Deputy Chief of Operations and is divided into 4 platoons. Each platoon is managed by a Platoon Chief and has 6 Company Officers and 28 firefighters assigned to six fire stations strategically located throughout the community. The Operations Division provides 24/7 emergency and non-emergency services to the community. Non-emergency services include; public education, public relations, and pre-incident planning. Emergency services include; fire suppression, emergency medical services, hazardous materials, vehicle extrication, mutual aid and various technical rescue operations. In 2013, Richmond Hill Fire & Emergency Services responded to 5,302 incidents, which is an increase in call volume when compared against the two previous years (2011-4,911 calls, ,018 calls) Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $16,143,094 $15,915,836 $16,087,800 $16,018,900 ($68,900) (0.4) Overtime 233, , , ,000 30, Total Personnel Costs 16,376,196 16,171,938 16,257,800 16,218,900 (38,900) (0.2) Vehicle & Eq. Maint/Repairs 220, , , ,700 17, Vehicle Maintenance chargeback 34,762 38,676 92,300 92, Protective Clothing/Footwear 44,689 36,428 54,500 52,000 (2,500) (4.6) Maintenance and Cleaning Supplies 26,002 21,410 34,500 32,500 (2,000) (5.8) Vehicle & Eq. Fuel/Lub 131, , , ,000 15, Medical Supplies 17,676 28,132 20,000 22,500 2, Invoices writeoff 47,676 16,501 30,000 30, Other expenditures 10,046 10,206 12,000 12, Total Expenditures 16,908,727 16,697,252 16,871,300 16,862,900 (8,400) (0.0) Emergency Response and False Alarms Revenues (502,925) (512,984) (550,000) (525,000) 25, Donations Rec for Charity (3,153) (24,749) Total Revenues (506,078) (537,733) (550,000) (525,000) 25, Net Budget $16,402,649 $16,159,520 $16,321,300 $16,337,900 $16,

80 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT FIRE & EMERGENCY SERVICES OPERATIONS - Continued Overtime has increased by $30,000 to reflect the actual needs. Vehicle and equipment maintenance and repairs have increased by $17,500 to reflect the actual needs. The $15,000 increase in vehicle & equipment fuel/lubricant is to reflect the increased fuel costs due to the increased cost of fuel per litre, the firefighters being involved in more community events and the firefighters conduct a lot of two station training (vehicles are on the road more often). Emergency Response and False Alarms Revenues have decreased by $25,000 to reflect the actual experience from the last three years. Human Resources Complement 137 Full-time Platoon Chiefs (4) Company Officers (24) Fire Fighters (108) Emergency Vehicle Technician 77

81 COMMUNITY SERVICES DEPARTMENT FIRE & EMERGENCY SERVICES - TRAINING Program Description TOWN OF RICHMOND HILL The Training Division is responsible for the development, coordination and delivery of training program needs. Training Officers also prepare and oversee examinations and assess the performance of fire personnel. The Training Division assists with the development of standard operating guidelines/procedures as well as conducts research and analysis of current and future fire service issues and trends to ensure that our fire services reflect the most current technology and delivery alternatives and all applicable legislation and standards that apply. New recruits are assigned to the Division for a fourteen week period where they undergo extensive training before being assigned to a fire company Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $419,716 $401,374 $403,500 $399,500 ($4,000) (1.0) Overtime $0 $2,420 $6,500 $6, Total Personnel Costs 419, , , ,000 (4,000) (1.0) Specialized Training/Training 13,536 22,676 38,000 38, Training Aids 17,200 10,768 16,500 16, Training Facility Supplies 65,876 34,018 53,200 53, Trf to Repair & Repl. RF. 16,856 13,000 20,000 17,500 (2,500) (12.5) Total Expenditures 533, , , ,200 (6,500) (1.2) Training Facility & Equipment Rentals (168,564) (130,000) (200,000) (175,000) 25, Net Budget $364,620 $354,256 $337,700 $356,200 $18, A $17,500 Transfer to Repair & Replacement Reserve Funds is included to help offset future costs for eventual replacement of the Training facility and equipment. This figure is 10% of the revenues generated from the training facility and equipment rental. Training facility & equipment rental has decreased by $25,000 due to the cancellation of the weekend and night school program from Seneca College in each of the last two years. Human Resources Complement 3 Full-time Chief of Training (1) Training Officer (2) 78

82 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL FIRE & EMERGENCY SERVICES - FIRE PREVENTION Program Description Fire Prevention reviews all plans for proposed construction sites and structures, and also inspects existing buildings to ensure compliance with the Ontario Fire Code and the fire safety requirements of the Ontario Building Code. Fire Prevention staff inspect and test fire protection systems, review fire safety plans/specifications, conduct fire investigations, deliver public education programs and prepare/maintain related reports, records, statistics and correspondence. In 2013 the Fire Prevention Division participated in approximately 1900 fire inspections, 230 public fire safety presentations, 450 plans examination, and our fire investigation unit investigated 13 significant fires Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $1,081,611 $1,021,796 $1,064,900 $1,063,500 ($1,400) (0.1) Overtime $6,190 $10,955 $12,500 $12, Total Personnel Costs 1,087,801 1,032,751 1,077,400 1,076,000 (1,400) (0.1) Public Education & Fire investigations 21,523 16,119 27,000 27, Total Expenditures 1,109,324 1,048,870 1,104,400 1,103,000 (1,400) (0.1) Donations for Public Education (20) (455) (7,500) (7,500) - - File Searches & Inspections (17,904) (16,269) (22,500) (20,000) 2, Total Revenues (17,924) (16,724) (30,000) (27,500) 2, Net Budget $1,091,400 $1,032,146 $1,074,400 $1,075,500 $1, File searches and inspections have decreased by $2,500 to reflect the actual experience from the last three years. Human Resources Complement 9 Full-time Chief of Prevention (1) Public Educators (2) Fire Prevention Officer (2) Fire Inspectors (3) Fire Protection Technologist (1) 79

83 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL FIRE & EMERGENCY SERVICES - COMMUNICATIONS Program Description The Communications Division provides emergency and non-emergency fire communication services for Richmond Hill, Aurora, Newmarket, East Gwillimbury, Georgina and Whitchurch-Stouffville. The Communications Division generates almost $800,000 in revenue and processes over 65,000 telephone calls and 13,500 incidents annually Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $1,396,708 $1,218,593 $1,315,600 $1,308,000 ($7,600) (0.6) Overtime $32,951 $18,041 $25,000 $25, Total Personnel Costs 1,429,659 1,236,634 1,340,600 1,333,000 (7,600) (0.6) General Contracts 217, , , ,500 34, Radio Maintenance & Repairs 16,679 9,497 20,000 20, Total Expenditures 1,663,988 1,437,634 1,624,100 1,650,500 26, Alarm Dispatch Revenue (739,044) (755,978) (779,000) (797,000) (18,000) (2.3) Net Budget $924,944 $681,656 $845,100 $853,500 $8, General contracts have increased by $34,000. $9,000 is related to the yearly maintenance costs from York Regional Police and $25,000 is for the operating costs of the mobile and portable radios, which were paid by the Region of York prior to this budget year. Alarm Dispatch Revenue has increased by $18,000 due to the population growth in the other servicing municipalities. Human Resources Complement 13 Full-time Alarm Room Supervisor Alarm Room Operator (12) 80

84 COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION 2015 Budget Overall Summary TOWN OF RICHMOND HILL Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Personnel Costs $5,236,709 $5,462,766 $5,372,600 5,491,600 $119, Other Expenditures 13,519,654 12,191,156 13,526,800 14,589,300 1,062, Total Expenditures 18,756,364 17,653,922 18,899,400 20,080,900 1,181, Revenues ($2,839,515) ($2,135,583) ($2,405,600) ($2,419,800) (14,200) (0.6) Base Budget $15,916,849 $15,518,339 $16,493,800 $17,661,100 $1,167, New Item , , Net Budget $15,916,849 $15,518,339 $16,493,800 $17,827,100 $1,333, Budget Summary By Cost Centre Preliminary Variance Actuals as of 24-Dec-14 Approved Draft (Favourable) 31-Dec-13 Actuals Budget Budget Unfavourable % Administration $918,042 $1,295,045 $1,369,500 $1,358,300 ($11,200) (0.8) Road Operations 5,739,889 5,203,477 5,617,000 6,144, , Waste Mgmt 4,659,045 4,842,694 4,964,700 5,144, , Traffic Operations 2,004,614 1,575,725 1,866,800 2,030, , Fleet & Supplies 2,595,259 2,601,398 2,675,800 2,984, , Base Budget $15,916,849 $15,518,339 $16,493,800 $17,661,100 $1,167, New Item , , Net Budget $15,916,849 $15,518,339 $16,493,800 $17,827,100 $1,333,

85 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION- MAINTENANCE & OPERATIONS - ADMINSTRATION Program Description The Public Works Operations Administration Section provides the planning and administrative support required to facilitate maintenance of municipal infrastructure assets. This section provides administrative support services and supervision for the hourly paid staff, provides liaison with the public by addressing inquiries, attending site meetings, liaison with Regional and Provincial agencies, technical advice and provides a 24-hour, 7 days-per-week communication link with the public in order to respond to emergencies and urgent inquiries 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 $978,528 $1,118,891 $1,250,100 $1,231,700 ($18,400) (1.5) Casual Wages (Crossing Guards) & Benefits 330, , , ,700 (23,500) (6.2) Casual Wages & Benefits 41,748 65,783 21,600 35,500 13, Overtime 69,068 29,722 10,000 15,000 5, Mileage 972 5,841 2,500 2, Total Personnel Costs 1,420,671 1,540,646 1,665,400 1,642,400 (23,000) (1.4) Pavement mgmt analysis 47,919 56,339 48,000 48, General Contracts 29,030 28,394 10,000 15,000 5, Office Supplies 8,247 12,176 10,000 10, Minor Capital 5,369 3,770 4,400 4, Memberships 3,279 3,051 5,100 5, Public Works Week (1,655) (3,044) 6,000 6, Invoice write-off 22,333 1, Specialized Training ,000 10, Other expenditures 7,091 9,440 9,900 12,400 2, Total Expenditures 1,542,284 1,652,119 1,758,800 1,753,300 (5,500) (0.3) Municipal Access Agreements (112,385) (72,774) (105,000) (105,000) Recoveries from Water Fund (511,857) (284,300) (284,300) (290,000) (5,700) (2.0) Total Revenues (624,242) (357,074) (389,300) (395,000) 1, Base Budget $918,042 $1,295,045 $1,369,500 $1,358,300 ($11,200) (0.8) New Item ,100 29, Net Budget $918,042 $1,295,045 $1,369,500 $1,387,400 $17, Casual wages and benefits for Crossing Guards have decreased by $23,500 to reflect the lunchtime coverage elimination and the outsourcing needs in filling the positions. Casual wages and benefits have increased by $13,900 to reflect the actual and the roads occupancy permit needs as well as the minimum wages and inflationary increase in casual benefits. Overtime has increased by $5,000 to reflect the actual needs and to respond to severe weather events. General Contracts has increased by $5,000 to reflect the outsourcing needs for filling the crossing guard positions. 82

86 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION- MAINTENANCE & OPERATIONS - ADMINISTRATION Continued The $10,000 Specialized Training represents the skills development training needs for the division. Recoveries from Water & Wastewater Fund are based on Public Works staff performing work for the water section and are reviewed annually. New item is for the request of the Building Repair Person II starting in July 2015, part of the position is funded from the Library. Human Resources Complement Director, Public Works Operations Administrative Assistant Operations Clerk (3) Receptionist/Clerk-Typist (2) Roads Technician 12 Full-time Supervisor, Business & Technical Services Manager, Roads & Traffic Operations Supervisor, Roads & Traffic Operations Utilities Permit Co-ordinator Casual staff 2 students New Item Building Repair Person II 83

87 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION ROAD OPERATIONS Program Description The Roads Section provides for the following activities: Asphalt overlay program Repair and maintain all road surfaces Grading, gravelling and dust control on gravel roads and Town parking lots Restoration of shoulders to control asphalt edge failures and washout repair of gravel shoulders Sanding and snowplowing of Town streets, sidewalks, cul-de-sacs, and crescents Windrow removal for senior citizens and physically challenged residents Snow removal on laneways, downtown core, King Road and bridge decks Cleaning of ditches, repair and clean catchbasins Clean and repair road and driveway culverts Inspect and maintain the storm sewer network Clean storm inlets and outlets Inspect stormwater management facilities and oil/grit separators Repair and replacement of concrete, asphalt and interlocking sidewalks Repair and replacement of concrete curbs Road patrol Infrastructure Growth (past and future forecast) ^ Roads km * Sidewalks km ** Senior Driveways *** ,259 1,296 1,335 1,416 1,129 1,150 1,340 1,500 Storm Sewers km**** Note: * Includes all Town owned roads regardless of status of assumption ** Includes all existing sidewalks based on year of construction *** Based on actual number of applications **** Includes only Town owned storm sewers regardless of status of assumption, excludes abandoned and under construction infrastructure ^ Based on estimated growth of 2% 84

88 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION - ROAD OPERATIONS - Continued 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 $1,917,168 $1,685,141 $1,774,500 $1,788,600 $14, Casual Wages & Benefits 644, , , ,700 43, Overtime 289, , , ,500 60, Other Personnel Total Personnel Costs 2,851,129 2,844,617 2,450,800 2,568, , Contracts 2,953,662 2,211,472 2,896,400 3,333, , Materials & supplies 915, , , ,200 (28,200) (3.6) Consulting Contract 47,777 19,591 25,300 25, Uniform/Prot Clothing 30,329 16,100 23,300 23, Specialized Training - 2, Unassumed Subdivision Work ,500 7, Small Tools 4,546 3,931 5,000 5, Total Expenditures 6,803,638 5,895,616 6,197,700 6,724, , Total Revenues Subdivision Maint. (558,347) (542,139) (415,000) (415,000) Unassumed subdivision - - (15,700) (15,700) Transfer from Reserves (505,402) (150,000) (150,000) (150,000) Total Revenues (1,063,749) (692,139) (580,700) (580,700) Base Budget $5,739,889 $5,203,477 $5,617,000 $6,144,200 $527, New Item , , Net Budget $5,739,889 $5,203,477 $5,617,000 $6,280,200 $527,

89 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - ROAD OPERATIONS Continued Casual wages and benefits have increased by $43,300. It is related to the additional sidewalk associated to new development, 35 km of parks trail and to reflect historical trend. It is further impacted by the minimum wages and benefits rate adjustment. Overtime has increased by $60,000 for roads and sidewalk winter maintenance programs and also to reflect historical trends. Roads contracts have increased by $437,500 and are composed of the following. Variance Explanation Efficiencies/ Total Total Program Budget Budget Variance Inflation Reductions Growth Roads Contract Winter Maintenance $1,678,900 $2,132,600 $453,700 $12,900 $440,800 Increase due to new higher contract unit rates for plowing and salting Drainage 368, ,500 (2,800) 7,200 (10,000) Decrease due to bridge inspection that is not required in 2015, performed bi-annually Roads & Boulevards 553, ,400 (60,300) 9,700 (70,000) Lesser requirement for spring street sweeping, not using sand on roads for material spreading Sidewalks 210, ,300 45,200 4,200 41,000 Increase deficiencies observed after new regulations established for trip hazards Assets 28,200 28, Stormwater Management 57,200 58,300 1,100 1,100 Crossing Guards Total Roads Contract 2,896,400 3,333, ,500 35,700 (80,000) 481,800 Materials and supplies have decreased by $28,200 and are composed of the following. Variance Explanation Efficiencies/ Total Total Program Budget Budget Variance Inflation Reductions Growth Roads materials & Supplies Winter Maintenance $628,500 $597,200 $(31,300) $11,700 ($43,000) Change in material usage result in reduction in sand purchases Drainage 51,700 52,700 1,000 1,000 Roads & Boulevards 95,500 97,400 1,900 1,900 Sidewalks 1,200 1,200 0 Assets 10,800 11, Stormwater Management Crossing Guards 1,700 1,700 0 Total Roads Materials 789, ,200 (28,200) 14,800 (43,000) 0 & supplies 86

90 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - ROAD OPERATIONS Continued $150,000 is transferred from Infrastructure R&R Reserve fund for curbs, sidewalk and other repairs in assumed subdivisions. There is $136,000 included in the new item. It is composed of the request for two full time Operator III at a cost of $76,400 and one full time Operations Technical Services Coordinator at a cost of $59,600, all starting in July Human Resources Complement 24 Full-time Forepersons (2) Operator (17) Traffic & Sign Assistant Traffic Operator I Operator-Skilled Heavy Equipment Sign Writer Lead hand Yard Lead Hand Casual Staff 11 students 2080 Seasonal staff hours (2 seasonal staffs) New Item Operator III (2) Operations Technical Services Coordinator 87

91 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - WASTE MANAGEMENT Program Description The Waste Management Section provides for contract services costs for the provision of waste management collection, Operations Centre hazardous waste disposal, and associated promotion and educational materials. The program revenues include a cost recovery for garbage collection from all municipal facilities and revenue from the sale of Blue Boxes and Green Bins. The Town has contracted with Miller Waste Systems for the collection of refuse, recyclables, yard waste and household organics. The contract for refuse and recyclable collections end on March 31, The Town's residential waste management program provides for the following: The weekly collection of blue boxes. Weekly collection of household organics. Bi-weekly residual waste collection. Multi-residential collections. Recycling and waste reduction advertising and promotion, including the annual Waste Management Calendar, and newsletters. Purchase and distribution of Blue Boxes and Green Bins/Garbage Tags. Recycling revenues consist of funding received from Waste Diversion Ontario and the sale of Blue Boxes and Green Bins. High density residential organics collection workshops Waste (Tonnes) Recycling (Tonnes) Organics (Tonnes) Total Collected ,343 38,185 37,257 38,145 23,428 18,564 18,212 17,439 18,348 18,899 17,494 16,984 17,324 8,949 9,589 11,007 12,567 14,294 15,836 15,123 17,048 15,898 16,343 15,225 15,608 15,920 3,178 3,003 3,329 3,945 14,869 21,068 21,475 21,476 21,898 22,555 22,297 23,950 24,429 50,470 50,777 51,593 54,657 52,591 55,468 54,810 55,963 56,144 57,796 55,016 56,542 57,673 Note: are actual material collected is actual to June with forecasted % growth from July - December is estimated 2% growth. 88

92 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION - WASTE MANAGEMENT Continued 2015 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 $92,263 $98,829 $90,500 $109,100 $18, Total Personnel Costs 92,263 98,829 90, ,100 18, Refuse contract 1,308,627 1,376,281 1,428,000 1,463,700 35, Recycling contract 3,957,806 4,013,139 4,162,000 4,266, , Container Purchase 64,600 90,154 40,000 60,000 20, Vehicle & equipment Rental Printing 1,718 9,199 8,900 8, Other expenditures 3,159 1,466 5,400 6,400 1, Total Expenditures 5,428,173 5,589,068 5,734,800 5,914, , Recovery from WDO (633,944) (633,900) (633,900) (633,900) Collection tags (57,189) (34,817) (50,000) (50,000) From Town facilities (53,323) (47,401) (61,200) (61,200) Sale of containers (24,672) (30,256) (25,000) (25,000) Total Revenues (769,128) (746,374) (770,100) (770,100) Net Budget $4,659,045 $4,842,694 $4,964,700 $5,144,000 $179, The refuse collection contract has increased by $35,700 due to 0.5% of population growth and 2% CPI increase. The recycling collection contract has increased by $104,000 due to 0.5% of population growth and 2% CPI increase. Container Purchase has increased by $20,000 to reflect the costs to replace damaged containers for residents and new development. Human Resources Complement 1 Full-time Waste Operations Coordinator 89

93 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION -TRAFFIC OPERATIONS Program Description The Traffic Operations Section provides for the following programs: Manufacture and installation of street name signs and traffic control signs. Pavement markings for streets and municipal parking lots. Production of custom signs for the corporation. Traffic signal operation and maintenance. Streetlight maintenance, including festive lighting. Guide rail installation and maintenance. Municipal vehicle identification. Infrastructure Growth (past and future forecast) ^ Street Lights * 12,000 13,084 13,680 14,439 14,650 14,703 14,774 15,154 15,334 15,413 15,721 15,795 16,111 Signs ** 8,341 8,394 8,704 9,053 9,346 9,424 9,626 9,870 10,102 11,571 11,802 12,058 12,293 Traffic Signals Note: * Data provided by Powerstream from billing information ** Data from Town inventory database ^ Based on estimated growth of 2% 90

94 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION TRAFFIC OPERATIONS - Continued 2015 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 $17,524 $42,394 $52,900 $56,600 $3, Other Personnel $16,280 $72 $9,200 $9, Total Personnel Costs 33,804 42,466 62,100 65,800 3, Materials and supplies 1,405,004 1,317,516 1,465,700 1,575, , Contracts 680, , , ,200 49, Small Tools 4,074 10,711 10,800 10, Other expenditures 3,143 2,171 3,100 3, Total Expenditures 2,126,641 1,671,570 2,009,000 2,172, , Service recoveries (39,827) (13,645) (60,000) (60,000) From Street Sign Reserve (82,200) (82,200) (82,200) (82,200) Total Revenues (122,027) (95,845) (142,200) (142,200) Net Budget $2,004,614 $1,575,725 $1,866,800 $2,030,000 $163, Materials and supplies have increased by $109,600 and are composed of the following. Variance Explanation Efficiencies/ Total Total Program Budget Budget Variance Inflation Reductions Growth Traffic materials & Supplies Sign & pavement markings $92,700 $94,600 $1,900 $1,900 Streetlight Maintenance 87,100 88,800 1,700 1,700 Streelight hydro 1,285,900 1,391, , ,000 2% CPI and 6.2% hydro rate increase Total materials 1,465,700 1,575, , , & supplies 91

95 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION TRAFFIC OPERATIONS - Continued Traffic contracts have increased by $49,900 and are composed of the following. Variance Explanation Efficiencies/ Total Total Program Budget Budget Variance Inflation Reductions Growth Traffic Contracts Sign & pavement markings $172,300 $216,300 $44,000 $3,000 ($20,000) $61,000 $61K is related to bike lane marking in conjunction with PCMP. $20K decrease is related to bringing stop bar marking in-house Streetlight Maintenance 295, ,900 5,900 5,900 Total Contracts 467, ,200 49,900 8,900 (20,000) 61,000 Human Resources Complement Casual staff 4 students 2080 Seasonal staff hours (2 seasonal staffs) 92

96 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION - FLEET & SUPPLIES Program Description The Fleet Maintenance Division provides for the following programs: Preventative maintenance and repairs of Town-owned vehicles and equipment assigned to all Departments. On-site fuel dispensing. Monitoring and tracking of vehicle repair and fuel consumption. Detailed vehicle performance and cost analysis for user Departments. Ensuring analytical data is available at the Corporate, Department, Section and vehicle levels. Fleet acquisitions and disposals 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 $804,557 $908,834 $1,083,400 $1,080,700 ($2,700) (0.2) Casual wages and benefits 11, Overtime 22,566 27,374 20,000 25,000 5, Mileage Total Personnel Costs 838, ,208 1,103,800 1,106,100 2, Vehicle/equip fuel 733, , , , , Vehicle maint in-house/outsourced 563, , , ,200 97, Subscriptions / Books 6,216 10,634 10,900 10, Equip. Maintenance / Repairs 2,725 2,690 16,500 16, Vehicle Licenses 51,887 60,476 55,000 90,000 35, Small Tools 3,792 10,773 13,200 13, Material & Supplies 190, , , ,000 25, Cont. to Infras repair & replac RF 350, , , , Specialized Training - 3, Vehicle/Equip rental 271, , , ,100 5, Insurance Deductible 12,366 21,542 60,000 60, General Contracts 7,090 6,818 8,500 8, Uniforms/Protective Clothing 11,572 13,131 6,200 10,200 4, Maint & Cleaning Supplies 1, ,000 3,000 (3,000) (50.0) Office Supplies Total Expenditures 3,046,230 3,063,774 3,199,100 3,516, , Recovery - Fleet Repair (43,071) (38,676) (99,600) (99,600) Recovery - WWW (407,900) (423,700) (423,700) (432,200) (8,500) (2.0) Total Revenues (450,971) (462,376) (523,300) (531,800) (8,500) (1.6) Base Budget $2,595,259 $2,601,398 $2,675,800 $2,984,600 $308, New Item Net Budget $2,595,259 $2,601,398 $2,675,800 $2,985,500 $309,

97 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - FLEET & SUPPLIES - Continued Overtime has increased by $5,000 to reflect actuals and the additional preventive maintenance work necessary to prepare equipment for seasonal demands. Vehicle/equipment fuel has increased by $151,800 due to inflation and additional fleet. Vehicle maintenance in-house/outsourced has increased by $97,000 for the additional fleet and reflects increasingly more sophisticated replacement equipment. Vehicle Licenses have increased by $35,000 to reflect the higher fees charged by Ministry of Transportation and the additional fleet. Material & Supplies have increased by $25,000 to support the cost of maintaining new vehicles and equipment acquired through growth and additional costs associated with upgraded increasingly more sophisticated replacement equipment. Vehicle/equipment rental has increased by $5,200 as a result of the higher costs for fleet rental. The Uniforms/protective clothing expense represent clothing allowance under the respective agreements for staffs. Recovery Fleet repair is for the repairs and vehicle replacement costs from other sections. Recovery from WWW is for the repair and vehicle replacement costs for the Water and Wastewater section. New item is for the incremental costs for converting the Mechanic position from a pilot to a full time position. Human Resources Complement Manager, Fleet & Supplies Fleet Supervisor Service Person Stock keeper Fleet Services Clerk Apprentice (pilot) 11 Full-time Mechanic I (4) Mechanic II (1) 1 seasonal labour New Item Mechanic (pilot converted to full time) 94

98 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - PARKS OPERATIONS The Park Operations Division is responsible for the maintenance of all existing parks and open spaces, boulevards, buffers, traffic islands and municipal properties within the Town. Services provided include: turf maintenance, sanitation, horticulture, tree maintenance, snow removal, special events and general repair and maintenance. The following table provides the total acres of parkland and open space that has been assumed by the Department based on the categorization used in the Parks Plan Parkland (Acres) Open Space (Acres) 1, , , , , , Budget Overall Summary Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Administration $427,189 $456,302 $571,700 $567,700 ($4,000) (0.7) Operations 5,158,837 4,700,574 5,063,700 5,458, , Front Garden Recognition 9,167 8,513 8,200 9,200 1, Base Budget $5,595,193 $5,165,389 $5,643,600 $6,035,600 $392, New Item , , Net Budget $5,595,193 $5,165,389 $5,643,600 $6,424,900 $781, Budget Summary By Cost Centre Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs $4,973,124 $4,581,535 $4,939,300 $5,057,700 $118, Other expenditures 1,478,346 1,142,703 1,541,900 1,647, , Total Expenditures 6,451,470 5,724,238 6,481,200 6,705, , Revenues (856,277) (558,849) (837,600) (669,800) 167, Base Budget $5,595,193 $5,165,389 $5,643,600 $6,035,600 $392, New Item , , Net Budget $5,595,193 $5,165,389 $5,643,600 $6,424,900 $781,

99 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - PARKS OPERATIONS - Parks Administration Program Description The Park Operations Administration Section manages the daily maintenance, operations, planning and administration requirements of the Town's parks, open spaces, sports field, trails, special events and forestry to ensure that the maintenance needs and service levels are achieved Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $374,020 $428,352 $533,700 $528,900 ($4,800) (0.9) Casual Wages and Benefits 29,185 10,000 10,500 11, Other Personnel 16,298 3,598 9,000 9, Total Personnel Costs 419, , , ,200 (4,000) (0.7) Vehicle & equipment rental - 9,288 11,900 11, Other expenditures 7,686 5,064 6,600 6, Net Budget $427,189 $456,302 $571,700 $567,700 ($4,000) (0.7) Human Resources Complement 4 Full-time Manager, Parks Operations Supervisor, Sports Fields, Turf and Parks Structures Supervisor, Parks Surfaces and Horticulture Supervisor, Urban Forestry 96

100 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - PARKS OPERATIONS - Parks Operations Program Description This area is responsible for the maintenance and operations of all the Parks, Natural Areas, Conservation Areas, Boulevards, Storm Ponds and Urban Trees within the Town. These functions include horticulture, BIA & Yonge Street corridor beautification, grass cutting, sanitation, special event staffing, repairs in Parks, tree planting and removal, plan review, etc. This budget includes services-in-kind by staff to assist with Winter Carnival, Canada Day, Heritage Village Day and many other special events supported by the Town Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Personnel Costs Full Time Salaries & Benefits $2,019,419 $1,943,427 $2,003,700 $2,015,900 $12, Overtime 137, , , ,400 9, Casual Wages and Benefits 2,396,724 1,977,055 2,204,000 2,305, , Total Personnel Costs 4,553,621 4,139,585 4,386,100 4,508, , Uniforms/Protective Clothing 54,270 43,282 47,400 48, Hydro utilities 143, , , , Minor Capital/small tools 42,519 7,014 48,600 48, Equipment repairs 52,195 37, , ,000 (25,000) (20.0) Specialized Training - 2, Maintenance Contracts 340, , , , , Maintenance Materials 829, , , ,200 22, Total Expenditures 6,015,114 5,259,423 5,900,300 6,128, , Sports Field Revenue (288,987) (246,009) (250,000) (250,000) Regional Boulevards (286,258) (89,417) (281,300) (104,200) 177, Hydro Recovery (50,957) (45,161) (59,000) (59,000) Transfer from Tree Reserve (175,535) (122,027) (200,000) (200,000) Picnics/Wedding Revenue (38,334) (39,930) (28,000) (38,300) (10,300) (36.8) Lease Rental Revenue (11,918) (12,617) (13,300) (13,300) Donations (4,288) (3,688) (5,000) (5,000) Total Revenues (856,277) (558,849) (836,600) (669,800) 166, Base Budget $5,158,837 $4,700,574 $5,063,700 $5,458,700 $395, New Item , , Net Budget $5,158,837 $4,700,574 $5,063,700 $5,848,000 $784,

101 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - PARKS OPERATIONS - Parks Operations - Continued Overtime has increased by $9,000 to reflect historical trends. Casual wages and benefits have increased by $101,200 to reflect the minimum wages and inflationary increase in casual benefits. Equipment repairs have decreased by $25,000 to reflect historical trend. Parks Operations contracts have increased by $107,300 and are composed of the following. Variance Explanation Efficiencies/ Total Total Program Budget Budget Variance Inflation Reductions Growth Parks Operations Contract Sportsfield Soccer $78,100 $79,800 $1,700 $1,700 Sportsfield ball 39,100 40, Parks 234, ,400 17,000 5,000 12,000 GPS units on Parks vehicles Playground 39,100 40, Regional Boulevard 86,800 86,800 86,800 Contracting of boulevard grounds maintenance on both regional and Town's boulevard Total Pks Ops Contract 390, , ,300 8, ,800 Materials and supplies have increased by $22,700 and are composed of the following. Variance Explanation Efficiencies/ Total Total Program Budget Budget Variance Inflation Reductions Growth Parks Operations materials & Supplies Sportsfield Soccer $151,400 $154,400 $3,000 $3,000 Sportsfield ball 75,800 77,400 1,600 1,600 Parks 303, ,600 13,600 6,100 7,500 growth in parks system Playground 227, ,800 4,500 4,500 Total Pks Ops Materials 757, ,200 22,700 15, ,500 & supplies Regional Boulevard revenue reflects the 100% recovery of new boulevard grounds maintenance contract. Picnics/weddings revenue has increased by $10,300 to reflect historical trend. There is $385,300 included in the new item. It is composed of the request for four full time Operator III at a cost of $199,500 starting in May 2015, one full time Urban Forestry Technician at a cost of $45,800 starting in July 2015, $90,000 for block pruning and $50,000 for parks security. 98

102 TOWN OF RICHMOND HILL COMMUNITY SERVICES DEPARTMENT PUBLIC WORKS OPERATIONS DIVISION - PARKS OPERATIONS - Continued Human Resources Complement 26 Full-time Operator (7) Parks Foreperson (2) Horticulturist/Leadhand (1) Assistant Arborists (3) Gardeners (9) Arborist Parks Leadhand (2) Forestry Foreperson Seasonal Labourers 48 Summer Students 80 Forestry Interns 3 New Item Urban Forestry Technician Operator III (4) 99

103 COMMUNITY SERVICES DEPARTMENT TOWN OF RICHMOND HILL PUBLIC WORKS OPERATIONS DIVISION - PARKS OPERATIONS Front Garden Recognition Program Program Description The Front Garden Recognition is a program that the Town of Richmond Hill operates in partnership with Richmond Hill Garden and Horticultural Society. This program is designed to beautify Richmond Hill by encouraging residents to create attractive colourful and well-maintained front gardens Budget Highlights Actuals Preliminary Variance as of Actuals Approved Draft (Favourable) 31-Dec Dec-14 Budget Budget Unfavourable % Supplies $9,167 $8,513 $9,200 $9,200 $ Donations 0 0 (1,000) 0 1, Net Budget $9,167 $8,513 $8,200 $9,200 $1, Donation revenue has been removed to reflect the actual experience. 100

104 TOWN OF RICHMOND HILL Community Services Organizational Chart Commissioner, Community Services Financial Management Advisor Director, Recreation & Culture Fire Chief Executive Administrative Assistant Director, Public Works Operations Total Approved Staff Complement 363 Full time Chart F Revised: July

105 TOWN OF RICHMOND HILL Community Services Recreation & Culture Services Organizational Chart Director, Recreation & Culture Manager, Administration & Marketing Manager, Facility Operations Manager, Programs Manager, Arts, Culture & Heritage Community Centre Services Coordinator Supervisor, Community Centres & Pools Supervisor, Arena Operations Program Coordinator Adult Heritage Services Coordinator Receptionist/Secretary Bayview Hill ( 2 ) Centennial Pool Elgin West Langstaff McConaghy Richmond Green Richvale Rouge Woods Wave Pool Oak Ridges ( 2 ) Facility Operator I/II Community Centres Bayview Hill ( 2 ) Centennial Pool Elgin West ( 2 ) McConaghy ) Richmond Green Richvale ( 2 ) Rouge Woods ( 2 ) Wave Pool ( 2 ) Oak Ridges ( 2 ) Building Maintenance Repair Person II Elgin Barrow Facility Leadhand ( 2 ) Facility Operator I/II Arenas Bond Lake ( 2 ) Ed Sackfield ( 2 ) Elgin Barrow Elvis Stojko Tom Green Children Preschool Youth School Holiday & Integration n Outdoor Education Program Coordinator Community Development Facility Bookings Clerk ( 3 ) Registrar Administrative Assistant Cultural Services Coordinator Receptionist/Clerk Typist EBC Older Adults Program Coordinator Older Adults Program Assitant Manager, Event Services Event Coordinator ( 2 ) Total Approved Staff Complement 87 Full time Manager, Aquatics & Fitness Aquatic Coordinator ( 6 ) Aquatic Supervisor ( 6 ) Fitness Coordinator Fitness Supervisor ( 2 ) Chart F1 Revised: July 2014 Manager, Theatre Office Administrator Backstage Coordinator Education Coordinator Front of House Coordinator Marketing & Development Coordinator 102

106 Receptionist/ Secretary ( 1 ) TOWN OF RICHMOND HILL Community Services Fire Services Organizational Chart Fire Chief Administrative Assistant ( 1 ) Deputy Fire Chief - Operations ( 1 ) Deputy Fire Chief Support Services ( 1 ) Training Division Chief of Training ( 1 ) Training Officer ( 2 ) Suppression Division Platoon Chief ( 4 ) Company Officer ( 24) Fire Fighters ( 112 ) Communications Division Alarm Room Supervisor ( 1 ) Alarm Room Operator ( 12 ) Emergency Vehicle Technician ( 1 ) Total Approved Staff Complement 172 Full time Receptionist/ Secretary ( 1 ) Fire Prevention Division Chief of Prevention ( 1 ) Fire Prevention Officer ( 2 ) Fire Protection Technologist ( 1 ) Fire Inspector ( 3 ) Public Educator ( 2 ) Chart F2 Revised: July

107 TOWN OF RICHMOND HILL Community Services Public Works Operations Organizational Chart Director, Public Works Operations Administrative Assistant Manager, Water & Wastewater Total Approved Staff Complement 102 Full time Manager, Fleet & Supplies Manager, Roads & Traffic Operations Supervisor, Roads & Traffic Operations Supervisor, Water & Wastewater Drinking Water Quality Management System Program Coordinator Supervisor,Sports Fields, Turf & Parks Roads Technician Water Quality Analyst Parks Foreperson Utility Permit Coordinator Water Technician Parks Leadhand Field Staff 2 Roads Forepersons 1 Roads Leadhand 1 Yard Leadhand 1 Traffic Leadhand 1 Traffic & Sign Assistant 1 Traffic Operator 1 Skilled Heavy Equipment Operator 15 Roads Operators 1 Signwriter/ Leadhand Wastewater Technician Works Technician Backflow Prevention Officer Field Staff 2 Forepersons 2 Leadhands 15 Certified Operators Operator ( 3 ) Horticulturalist/ Leadhand Gardener (5 ) Manager, Parks Operations Supervisor, Urban Forestry Mark Davies Parks Foreperson Forestry Foreperson Vacant Parks Leadhand Arborist ( 4 ) Stockkeeper Supervisor, Parks Services & Horticulture Operator ( 4 ) Supervisor, Fleet Waste Operations Coordinator Gardener ( 4 ) Supervisor, Business & Technical Services Fleet Foreperson Fleet Services Clerk Operations Clerk ( 4 ) Receptionist/Clerk Typist Fleet Staff 1 Fleet Leadhand 4 Mechanics 1 Serviceperson Chart F3 Revised: December

108 Overview BUSINESS CASE - NEW STAFF REQUEST Building Repair Person II Position The Facility Repair Process Review was initiated in December 2010 to review the division of responsibility around repair needs in facilities and how to best meet the needs of the Town and the users of the buildings. At that time, on site Facility Operators played a limited role in the facility repair process and repair services were fully provided by off-site Asset Management staff and contractors who were called to the facility to resolve even minor repairs such as changing a lightbulb or ceiling tile. The review recommended that responsibilities should be divided to more efficiently use on-site Facility Operators to monitor, operate, maintain and repair the Town s facilities resulting in more responsive services to the patrons. Staff training to reflect the recommendations were completed, allowing Facility Operators to undertake minor repairs. That change took place in 2013 and building efficiency and effective use of on-site staff has been successful. The role of the on-site Facility Operator is to: Carry out and record daily operating and maintenance routines for assigned facility, including specialized facility equipment and systems. Carry out trouble shooting, janitorial duties and maintain facility entranceways. Oversee non-technical service contracts. Carry out repairs for specialized facility equipment including initiating and supervising contractors. Carry out minor repairs to non-technical systems to support the operational needs of Town facilities. Carry out minor preventative maintenance routines involving visual inspections, regular maintenance and replacement of routine consumable parts stocked on site. Monitor building automation system and adjust temperature set-points Play an oversight role in all work going on in assigned facility, including sign-in and signout of all staff and contractors, and sign-off on on-site work activities including sign-in and sign-out times, nature of the work and whether the reported issue has been resolved. The second phase of this initiative is to address the absence of dedicated staff to perform daily and preventative maintenance responsibilities at the Operations Centre and the Richmond Hill Public Library Buildings. In the case of the Operations Centre, there has never been a staff member on site to deal specifically with the day to day and preventative maintenance issues. The service at the Library sites has fluctuated. Initially Asset Management facility operators were stationed on site to oversee contractors and any major repairs in addition to effecting minor repairs. That support was removed and since the late 1990 s facility processes and services have been fully provided by off-site Asset Management staff and contractors who are called to resolve every repair, major or minor. Their ability to respond is dependent upon workload priorities across all Town buildings. Program Description To effectively implement this second phase, the recommendations of the Facilities Review determined that a new CUPE position, Building Repair Person II, Grade 7 is required. The staff will be equipped with a vehicle and tools and will take on the responsibilities of minor repair and maintenance at the Operations Centre and the Library sites. The staff will; Create and approve daily operating and maintenance checklists for specialized facility equipment and non-technical service contracts with participation from Asset Management; 105

109 BUSINESS CASE - NEW STAFF REQUEST Building Repair Person II Position Utilize Maximo system to generate work orders, follow up on maintenance items and produce corrective and preventative maintenance checklists; Carry out and record daily operating and preventative maintenance routines for assigned facilities; Trouble-shoot; Janitorial duties, where required and maintaining facility entranceways; Oversee non-technical contracts; Carry out and record daily operating and maintenance routines for specialized equipment and systems in assigned facilities; Undertake repairs for specialized equipment including initiating and supervising contractors; Carry out minor repairs to non-technical systems to support the operational needs; Carry out minor preventative maintenance routines involving visual inspections, regular maintenance and replacement of routine consumable parts stocked on site; Monitor building automation system and adjust temperature set-points; Oversight role in all work going on in assigned facilities; Scheduling and supervising contractors for specialized equipment repair; Sign-in and sign-out of all staff and contractors; Sign-off on-site work activities including sign-in and sign-out times, nature of the work and whether the reported issue has been resolved. Strategic Alignment The approval of the Landlord-Tenant model for facility maintenance and repair and the resulting approval of additional staff resources aligns with Goal 2 of the Strategic Plan, Stronger Connections in Richmond Hill, specifically by responding to the changing needs of the community through adapting services and programs, and with Goal Four, Wise Management of resources in Richmond Hill. Comparative Analysis The Facility Repair Process Review evaluated the model of delivering repair services in a number of municipalities including Burlington, Markham, Vaughan, Oakville, Newmarket, Oshawa and Mississauga and other organizations such as the York Region District School Board and Infrastructure Ontario. Overall there were three main approaches to facility maintenance and repairs, the centralized approach, decentralized approach and the landlordtenant approach. A comparison of the approaches is given in the table below. The review recommended that Richmond Hill proceed with the Landlord-Tenant model and delegate responsibilities to more efficiently use on-site Facility Operators to monitor, operate, maintain and repair the Town s facilities resulting in more responsive services to the patrons of the facilities. Centralized Decentralized Landlord-Tenant All aspects of facility operation, repairs and maintenance are within one department communication and coordination Service Level Agreements are often not Shared responsibility for maintenance and repairs Asset Management takes responsibility for major repairs and technical work User groups take responsibility for some 106 Asset Management takes overall responsibility for the entire facility operation, maintenance and repair process Asset Management sets standards and delegates responsibility for some

110 necessary BUSINESS CASE - NEW STAFF REQUEST Building Repair Person II Position level of routine repairs Weak or nonexistent agreements eg. Oakville, Richmond Hill facility operations, maintenance and repairs through Service Level Agreements. eg. Burlington, Mississauga Phase one of this model was implemented in 2013 within existing Department budgets. The position recommended for phase II is similar to the existing Building repair Person II position that currently exists within the Recreation & Culture Division of the Community Services Department. Analysis of Alternative Approaches The responsibility for facility operations and maintenance is delivered in a number of ways in other municipalities. There is no cookie-cutter model that fits consistently across the Province, rather each municipality implements a model best suited for their specific community and staff resource structure. There is a centralized model where all aspects of facility operation, repairs and maintenance are within one department; there is centralized communication; and service level agreements between departments are often not necessary. There is a decentralized model, where there is shared responsibility for maintenance and repairs. Asset Management takes responsibility for major repairs and technical work, while user groups such as recreation, libraries, operations centres, etc. take responsibility for some level of routine repairs. There is a landlord-tenant model where Asset Management takes overall responsibility for the entire facility operation, maintenance and repair process. Asset Management sets standards and delegates responsibility for some facility operations, maintenance and repairs through Service Level Agreements. These Service Level Agreements divide responsibilities between the Asset Management Group and the on-site user group resulting in more responsive services to the patrons of the facilities. It is this model that has been adopted and implementation in Richmond Hill. Commencing in 2013, the overall responsibility for Town facilities has been assigned to the Asset Management Division of the Environment & Infrastructure Services Department. This group has taken on the role of the Landlord and will be carrying out the designated responsibilities as defined in the Service Level Agreement. The Facility Operations Section of the Community Services Department has taken on the role of the tenant to carry out the designated responsibilities as defined in the Service Level Agreement. Cost and Benefit Analysis The costing information contained within this request is based on the position being graded as Building Repair Person II position within the CUPE collective agreement. This position will work out of the Operations Centre where an office space with computer and software already exists and duties and responsibilities will be specific to the needs of the Operations Centre and the needs of the Library Buildings. The Library Board will contribute fifty percent (50%) of the salary and benefits costs. The Town will contribute fifty percent (50%) of the salary and benefit costs as well as the other operating and capital costs outlined in the chart below. 107

111 BUSINESS CASE - NEW STAFF REQUEST Building Repair Person II Position Current Year (2015) Impact Full Year (2016) Impact Start Date 01-Jul-15 End Date or Contract Terms Full Time or Contract Full Time Full Time CUPE/Admin/SEA/FIRE CUPE CUPE Grade 7 7 Step 1 1 Annual Salary $ 56,700 $ 56,700 Annual Benefit $ 13,300 $ 13,300 Operating Costs Salaries (Prorated Salary Based on Start Month) $ 28,400 $ 56,700 Benefits $ 6,700 $ 13,300 Corporate allocation for training $ 300 $ 300 Corporate allocation for conference $ - $ - Specialized or mandatory training $ 1,800 $ 1,800 Cell Phone (monthly fee $52) $ 300 $ 600 Uniforms $ 700 $ 700 Mileage/Vehicle Costs $ 4,300 $ 7,200 Tool Allowance $ 500 $ 500 Total Operating Costs $43,000 $81,100 Capital Costs Desktop Computer, Software, cell phone/blackberry $ 4,000 Computer hardware/software beyond standard issue Vehicle $ 43,000 Total Capital Costs $ 47,000 $ - Total Costs $90,000 $81,100 Funding Source Transfer from Library $ 17,600 $ 35,000 Program efficiencies (contracts, consulting, etc) Reserve Fund - PW DC $ 43,000 Grants Tax Rate $29,400 $46,100 Total Funding Sources $ 90,000 $81,

112 Conclusions and Recommendations BUSINESS CASE - NEW STAFF REQUEST Building Repair Person II Position The addition of this full time staff position will benefit the Town by ensuring that there is consistent, qualified staff to undertake the daily maintenance and minor repairs required at the Operations Centre and the Library building sites. 109

113 BUSINESS CASE - NEW STAFF REQUEST Operator III (2 positions) OVERVIEW: In an effort to support infrastructure sustainability and service level expectations, a request is being made for two additional CUPE Operator III positions. The Roads & Traffic Section is comprised of 24 CUPE employees. Of the 24 staff compliment, three staff is assigned to the Traffic Section leaving 21 staff in Roads to provide service to 202,000 residents, maintain 1270 lane km of roads, 620 km of sidewalk, 1240 km of municipal road allowance, 80 stormwater management facilities and 12,000 catchbasins. It should be noted that staffing resources have not increased since 2006 in this section while the assumption of new road, sidewalk and boulevard inventory has increased 10%, catchbasins/manholes have increased 20% and stormwater facilities have increased 30%. In addition to the current infrastructure demands, the Core Services Review resulted in a realignment of responsibilities formerly done by EIS such as, facility parking lot infrastructure repairs, stormwater management facility maintenance, park lighting and watercourse erosion repairs. These additional service requirements have placed additional strain on staff resources. During the winter months when staff is required to work extended hours to meet the Town s obligations for roads winter maintenance levels of service, relief operators are often unavailable because they have exhausted the allowable hours that they can work. Additional staff will augment these resources thereby creating greater opportunity for relief operations where required. POSITION DESCRIPTION: The Operator III positions reporting to the Supervisor, Roads and Traffic Operations will: Perform daily maintenance activities associated with the road infrastructure including winter maintenance Perform other duties as required within the CUPE bargaining group STRATEGIC ALIGNMENT: The requested positions support the Town s Strategic Plan goal of Wise Management of Resources by investing in our ability to serve the community more effectively. 110

114 BUSINESS CASE - NEW STAFF REQUEST Operator III (2 positions) COMPARATIVE ANALYSIS: 2,500 2,000 1,500 1, Road lane km % in-house Road work Sidewalks km % in-house sidewalk work 0 RH Markham Vaughan The Cities of Markham and Vaughan outsource 90% of road winter maintenance services, while Richmond Hill outsources 60% of road winter maintenance. The City of Markham outsources 100% of sidewalk winter maintenance whereas the Town of Richmond Hill and City of Vaughan complete this work in-house. The following table represents the number of road lane km maintained per Full Time Employee (FTE). Richmond Hill has the lowest roads staffing compliment in comparison to liked sized municipalities in the GTA. Municipality Population # of FTE Lane km Lane km of of Road FTE/staff Richmond Hill 202, Vaughan 314, Markham 336, Barrie 187, Kitchener 234, ANALYSIS OF ALTERNATIVE APPROACHES: Seasonal staff has been utilized to support some of the core functions. Approximately 3200 hours (10 months/seasonal) is budgeted annually. Unfortunately, under the CUPE collective agreement, seasonal employees are not permitted to operate equipment requiring a DZ licence therefore limiting their functionality. Unfortunately, the end result is not having sufficient qualified staff available to perform essential work. In an effort to meet service levels and as a result of growth, we have amalgamated and realigned work responsibilities within Public Works Operations. Although necessary, we have stretched resources to their limit and require additional full time resources to ensure the sustainability of our infrastructure. 111

115 BUSINESS CASE - NEW STAFF REQUEST Operator III (2 positions) With the assumption of the new responsibilities coupled with regulatory responsibilities, level of service demands, reallocation of staff and growth has put additional strain on existing low staffing resources. The current demands are not sustainable with the current staff compliment. COST ANAYSIS: Funding in the amount of $162,000 will be required in 2015 to fund two, Operator III positions commencing on July 1, The request includes purchasing a 1 ton truck to support the additional staff. CONCLUSIONS AND RECOMMENDATIONS: Given the current staff resources, development related growth, capital infrastructure improvements, service level expectations and regulatory changes over the past nine years, two Operator III positions are needed. This will help support the continuity and sustainability of service levels. 112

116 BUSINESS CASE - NEW STAFF REQUEST Operator III (2 positions) Current Year (2015) Impact Full Year (2016) Impact Start Date 01-Jul Jan-16 End Date or Contract Terms 31-Dec Dec-16 Full Time or Contract Full Time Full Time CUPE/Admin/SEA/FIRE CUPE Cupe Grade 6 6 Step 1 1 Annual Salary $ 113,600 $ 113,600 Annual Benefit $ 26,600 $ 26,600 Operating Costs Salaries (Prorated Salary Based on Start Month) $ 56,800 $ 113,600 Benefits $ 13,400 $ 26,700 Corporate allocation for training $ 600 $ 600 Corporate allocation for conference $ - $ - Equipment & Vehicle Rental $ 4,300 $ 8,500 Uniforms $ 1,900 Mileage Total Operating Costs $77,000 $149,400 Capital Costs Furniture & desktop with standard software (Desktop or Laptop Computer, Standard Corporate Software, Land Line Telephone and Associated Service costs, Data/Telco cable runs (If Required ) etc) Vehicle $ 85,000 Total Capital Costs $ 85,000 $ - Total Costs $162,000 $149,400 Funding Source Reduction in casual wages & benefits Program efficiencies (contracts, consulting, etc) Reserve Fund - PW DC $ 85,000 Grants Tax Rate $77,000 $149,400 Total Funding Sources $ 162,000 $149,

117 BUSINESS CASE - NEW STAFF REQUEST Operations Technical Services Coordinator OVERVIEW: The Public Works Operations Division within the Community Services Department has a full time staff compliment of 102. Staff is responsible for and engaged in public facing services of which many have regulated standards. A few examples include, but are not limited to, Occupational Health & Safety, Water and Wastewater Operator Certification/Renewal, Ontario Traffic Manual Book 7, Confined Spaces, and DZ Licensing. The Core Services Review 1 (CSR) identified the need for a dedicated Training and Procedures Coordinator to ensure there is a strong link between Standard Operating Procedures (SOP) and training programs. Further, ensuring up-to-date records are maintained and a proactive approach to new and refresher training. The position will provide the necessary resourcing to lead this initiative. Further, there needs to be a designed approach for ongoing staff development, progression and succession planning. In an addition to the training and development needs, it is believed that contract administration in the Traffic Operations Section can be supported by this position. The Traffic Operations Section has an annual operating budget of $2 million; eight field staff consisting of three fulltime CUPE staff, one seasonal employee and four students. A significant portion of the service delivery is provided through several contracts which require administrative support (e.g., streetlight maintenance, traffic signal maintenance, line painting and festive lighting). Traffic Operations is responsible for the manufacturing and maintenance of over 11,000 signs, 16,000 streetlights, 29 traffic signals, pavement markings on 1270 lane km of road and on facility parking lots, special event signage, road closures and related traffic control activities. Recent additions to the section s responsibilities include: Coordinating radar message boards - relocation and maintenance Sign reflectivity testing Maintenance of the Pedestrian Cycling Master Plan line painting and signage Park lighting maintenance Although there has been significant growth in population and infrastructure serviced by this section, staffing has not increased. With the assumption of infrastructure and more stringent regulatory requirements (Ontario Regulation 239/09) requiring annual inspections and testing of assets, additional staff is necessary to administer these activities. 1 Core Services Review, Phase One Operations 114

118 BUSINESS CASE - NEW STAFF REQUEST Operations Technical Services Coordinator POSITION SUMMARY: 1. Prepare comprehensive training matrices aligned with well documented procedures to support staff development, advancement and succession planning. 2. Research innovative training tools. 3. Benchmark industry best practices. 4. Provide contract administration to the various Operations maintenance contracts 5. Liaison with Powerstream, Region of York and other stakeholders to expedite streetlight, park lighting and traffic preventative maintenance and repairs 6. Prepare reports and tender documents. 7. Maintain accurate and up to date records. 8. Provide technical and financial guidance in the preparation and administration of budgets STRATEGIC ALIGNMENT: The position supports the Town s Strategic Plan goal of building our community through Wise Management of Resources. Through progressive in-house work activities and balanced outsourcing, the position will guide staff training and development, support regulatory compliance and ensure a sustainable approach to managing our infrastructure effectively. Municipality Pop Tech Traffic Contracted Streetlights Sup Signals Services Richmond Hill 202, , yes Markham 336, ,000 - yes Vaughan 314, ,000 - yes Oshawa 157, , yes Oakville 197, , yes COMPARATIVE ANALYSIS: It was recognized through the Core Services Review, that staffing trends are low relative to comparable municipalities. This position is required to ensure that appropriate attention is given to direct daily assignments whether accomplished inhouse or outsourced. These activities have a noticeable impact to residents and mitigate risk. Of the comparable municipalities only Richmond Hill does not have dedicated resources in this area. 115

119 BUSINESS CASE - NEW STAFF REQUEST Operations Technical Services Coordinator ANALYSIS OF ALTERNATIVE APPROACHES: The responsibilities defined in the position summary are currently being shared between several administration staff. IMPACT ON SERVICE LEVELS: With the continued assumption of new development, demand is increasing for new installations and therefore, greater demands for maintenance. Customer service expectations and sustainability of the Town s infrastructure can no longer be maintained with the present staffing levels. COST ANALYSIS: Funding in the amount of $94,900 will be required in 2015 for an Operations Technical Services Coordinator commencing on July 1, 2015; this includes purchase of a vehicle. CONCLUSIONS AND RECOMMENDATIONS: Given current staffing constraints, growth, service level expectations and regulatory changes, the Operations Technical Services Coordinator is required to provide daily administration of contracted services, coordinate traffic and sign related maintenance activities and facilitate a comprehensive training development program. 116

120 BUSINESS CASE - NEW STAFF REQUEST Operations Technical Services Coordinator Current Year (2015) Impact Full Year (2016) Impact Start Date 1-Jul-15 1-Jan-16 End Date or Contract Terms 31-Dec Dec-16 Full Time or Contract Full Time Full Time CUPE/Admin/SEA/FIRE SEA - 40 hr SEA - 40 hr Grade 7 7 Step 1 2 Annual Salary $ 79,600 $ 82,000 Annual Benefit $ 18,700 $ 19,300 Operating Costs Salaries (Prorated Salary Based on Start Month) $ 39,800 $ 82,000 Benefits $ 9,400 $ 19,300 Blackberry and monthly phone charges $ 600 Corporate allocation for training $ 300 $ 300 Vehicle maintenance and fuel $ 1,800 $ 3,500 Total Operating Costs $51,900 $105,100 Capital Costs Furniture $ 4,000 Standard Computer $ 4,000 Vehicle $ 35,000 Total Capital Costs $ 43,000 $ - Total Costs $94,900 $105,100 Funding Source Reduction in casual wages & benefits Program efficiencies (contracts, consulting, etc) Reserve Fund - Public Works DC $ 35,000 Grants Tax Rate $59,900 $105,100 Total Funding Sources $ 94,900 $105,

121 BUSINESS CASE - NEW STAFF REQUEST Urban Forestry Technician OVERVIEW: Urban forestry is the careful care and management of urban forests including all elements of green infrastructure within the community. They provide connections to the natural environment, support sustainability and healthy neighborhoods. Additional benefits include: social environmental public health economic aesthetics Richmond Hill has approximately 70,000 street and park trees and is home to more than 166 parks and 544 hectares of natural open spaces. This public asset requires management including inspection, maintenance, and public consultation. In-house and outsourced resources are required to carry out a variety of arboricultural tasks resulting in the need for contract administration. The position is required to coordinate and deliver a high level of customer service. In order to meet these needs, one (1) Urban Forestry Technician is being requested. POSITION DESCRIPTION: The Technician will report to the Supervisor, Urban Forestry and will administer and oversee contracted and customer service activities related to municipal forestry management including: tree inspection and analysis tree inventory maintenance public consultation contract administration STRATEGIC ALIGNMENT: Richmond Hill s urban forest is an important part of building and maintaining a healthy, safe and environmentally sustainable community. Trees clean our air and water, reduce flooding by taking up stormwater, prevent erosion, cool our neighbourhoods and provide habitat for wildlife Strategic Plan, Richmond Hill 118

122 BUSINESS CASE - NEW STAFF REQUEST Urban Forestry Technician COMPARATIVE ANALYSIS: The following table provides a comparison of the number of parks staff currently supporting every 1000 residents to liked sized municipalities in the GTA. Municipality Population Director/ Manager Supervisor Foreperson/ Leadhand Field Staff Total Total per 100,000 pop. Seasonal Staff Summer Students Richmond Hill 202,000 Parks Operations Vaughan 304,000 Parks & Forestry Markham 304,000 Parks Operations Oakville 183,000 Parks & Open Space Oshawa 152,000 Parks & Environment Services * - * Seasonal staff number includes both Seasonal Staff and Summer Students It is evident from the chart that the Town of Richmond Hill s, Parks Operations Section is significantly under-resourced to support service level expectations. On average, we have half the staff resources that other comparable municipalities have within the GTA. We currently have no technical support. The position will provide administration of all forestry related outsourced services and help to guide administration and work flow for in-house activities. IMPACT ON SERVICE LEVELS: The urban forest and specifically municipal tree cover is a public asset, that if maintained, increases in value. The need for the position of Urban Forestry Technician was identified as a priority during the 2013 Ice Storm. As a result, two (2) Temporary Technicians were identified and hired to address the high volume of contract administration including customer service resulting from the ice storm and issues arising from Emerald Ash Bore response. The intent is to make one of these positions full time and continue to utilize the second temporary position until December

123 BUSINESS CASE - NEW STAFF REQUEST Urban Forestry Technician The absence of these positions will create shortfalls in the areas of data management, contract administration and customer service. COST ANAYSIS: Funding in the amount of $79,800 is required in 2015 to acquire one technician commencing on July 1, CONCLUSIONS AND RECOMMENDATIONS: Richmond Hill's urban forest offers numerous benefits which contribute to the social and natural environment in the Town. These assets require management including inspection, management of inventories, contract administration and a provision for a high level of customer service. One Urban Forestry Technician has been identified to focus on these activities commencing in

124 BUSINESS CASE - NEW STAFF REQUEST Urban Forestry Technician Current Year (2015) Impact Full Year (2016) Impact Start Date 01-Jul Jan-16 End Date or Contract Terms 31-Dec Dec-16 Full Time or Contract Full Time Full Time CUPE/Admin/SEA/FIRE SEA - 35 hr SEA - 35 hr Grade 6 6 Step 1 2 Annual Salary $ 64,600 $ 66,600 Annual Benefit $ 15,200 $ 15,700 Operating Costs Salaries (Prorated Salary Based on Start Month) $ 32,300 $ 66,600 Benefits $ 7,600 $ 15,700 Corporate allocation for training $ 300 $ 300 Corporate allocation for conference $ - $ - Equipment & Vehicle Rental $ 5,500 $ 5,500 Uniforms $ 400 Mileage Total Operating Costs $46,100 $88,100 Capital Costs Furniture & desktop with standard software (Desktop or $ 4,000 Laptop Computer, Standard Corporate Software, Land Line Telephone and Associated Service costs, Data/Telco cable runs (If Required ) etc) Vehicle $ 45,000 Total Capital Costs $ 49,000 $ - Total Costs $95,100 $88,100 Funding Source Reduction in casual wages & benefits Program efficiencies (contracts, consulting, etc) Reserve Fund - Public Works DC $ 45,000 Grants Tax Rate $50,100 $88,100 Total Funding Sources $ 95,100 $88,

125 BUSINESS CASE - NEW STAFF REQUEST Operator III (4 positions) OVERVIEW: Parks, trails and open spaces are valued amenities and an important part of life in Richmond Hill. In 2012, 88% of residents said they used local parks, trails and natural areas 1. They provide venues for outdoor recreation and offer numerous environmental and social benefits. Richmond Hill is home to more than 166 parks and 544 hectares of natural and environmental open space areas. Throughout our parks system, we find athletic fields, nature trails, walkways, playgrounds, picnic areas, and like amenities. These green spaces offer both recreational and environmental benefits. They help keep our neighbourhoods connected e.g., 87% of residents who visited a park, trail or natural area in the last year said they felt connected to nature 2. Further, staff provide winter maintenance to 36 town facilities including parking lots, laybys and entrances. These public assets combined with community and corporate events require ongoing management including inspection, maintenance, and repair. In order to meet service level and residents expectations, we have progressed to a 365 day operation. Some of these areas include: Special events Tournaments Growth and expansion of parks facilities e.g., Lake Wilcox Park Winter maintenance Materials Management In order to meet these competing priorities, four (4) CUPE Operator III positions are necessary. POSITION DESCRIPTION: It is proposed that the Operator III positions reporting to the Supervisor, Parks Services & Horticulture will: Perform daily maintenance activities associated with the parks infrastructure and winter maintenance activities (e.g., trails, parking lots and entrances) Support special events e.g., Winter Carnival, Oak Ridges Fair, Ribfest Support tournaments e.g., baseball, soccer Provide appropriate coverage at picnic areas; waterplay and wedding gardens (e.g., waterfowl clean up, recycling/waste collection, litter and attendance) Provide support in the planning, attendance and clean up associated with special events including delivery of a high level of front facing customer service Richmond Hill Strategic Plan Final Report 2 Ibid. 122

126 BUSINESS CASE - NEW STAFF REQUEST Operator III (4 positions) STRATEGIC ALIGNMENT: These positions will support the Town s Strategic Plan in Richmond Hill, where people come together to build our community. Parks and natural areas allow people to make connections. These high quality facilities we are building and maintaining provide for better choice and make our community more vibrant. The requested resources are the critical link to ensuring a high level of customer service and greater presence when family and friends are using these amenities. COMPARATIVE ANALYSIS: Parks Operators Seasonals Students Richmond Hill Markham Vaughan It is evident from the chart that the Town of Richmond Hill s, Parks Operations Section is significantly understaffed to support service level expectations. The requested four additional Operators will help to alleviate overtime and seasonal demands placed on existing staff while supporting a 7 day per week operation. IMPACT ON SERVICE LEVELS: Residents, user groups and visitors to the Town expect service levels that resemble those found across the GTA. Service level demands continue to be required outside of the core business hours. This demand combined with growth and redevelopment of the Town s park system and public realm require additional resources. Ongoing risk management, duty of care and legislated requirements add to these responsibilities. 123

127 BUSINESS CASE - NEW STAFF REQUEST Operator III (4 positions) COST ANAYSIS: Funding in the amount of $200,700 for operating and $86,000 for capital will be required in 2015 to acquire four Operator III positions commencing on May 1, CONCLUSIONS & RECOMMENDATIONS: Given current staffing constraints, rapid growth, service demands and regulatory changes an additional four (4) Operator III positions are required to ensure continued sustainability of the Town s parks and open space infrastructure. 124

128 BUSINESS CASE - NEW STAFF REQUEST Operator III (4 positions) Current Year (2015) Impact Full Year (2016) Impact Start Date 01-May Jan-16 End Date or Contract Terms 31-Dec Dec-16 Full Time or Contract Full Time Full Time CUPE/Admin/SEA/FIRE CUPE Cupe Grade 6 6 Step 1 1 Annual Salary $ 227,200 $ 227,200 Annual Benefit $ 53,400 $ 53,400 Operating Costs Salaries (Prorated Salary Based on Start Month) $ 151,600 $ 227,200 Benefits $ 35,600 $ 53,400 Corporate allocation for training $ 1,200 $ 1,200 Corporate allocation for conference $ - $ - Equipment & Vehicle Maintenance $ 8,600 $ 14,400 Uniforms $ 3,700 Mileage Total Operating Costs $200,700 $296,200 Capital Costs Furniture & desktop with standard software (Desktop or Laptop Computer, Standard Corporate Software, Land Line Telephone and Associated Service costs, Data/Telco cable runs (If Required ) etc) Vehicle (2) $ 86,000 Total Capital Costs $ 86,000 $ - Total Costs $286,700 $296,200 Funding Source Reduction in casual wages & benefits Program efficiencies (contracts, consulting, etc) Reserve Fund - Public Works DC $ 86,000 Grants Tax Rate $200,700 $296,200 Total Funding Sources $ 286,700 $296,

129 BUSINESS CASE - STAFF CONVERSION REQUEST (Temporary to Full-Time) Mechanic I OVERVIEW: In an effort to support the in house maintenance requirements for the Towns fleet of vehicles and equipment, a request is being made to convert one temporary full-time CUPE Mechanic I position to a permanent full-time position. The Fleet & Supplies Section of the Public Works Operations division of the Community Services Department is currently comprised of 5 CUPE mechanics and one apprentice Mechanic which are responsible to provide all preventative and corrective maintenance services to the Town s fleet of 119 licensed vehicles and 600 pieces of equipment through daily operation from 7:30 A.M. to midnight. In 2012, a Temporary Mechanic position was approved through the budget process as a pilot project to facilitate repairs of some Fire & Emergency Services fleet and equipment that had previously been contracted out. Unfortunately, after multiple recruitment processes since 2012 the Town has been unable to find a suitable candidate due to it being a temporary position. Therefore, this temporary position remains vacant and the approved funding remains in the Community Services budget. Due to the increase in fleet demands and the resulting increase in the cost of outsourced repairs, staff is recommending that this position be made permanent so that it can be filled by a qualified candidate to augment the current staffing compliment. This additional staffing complement will allow the fleet services section to continue its objective of reducing outsourcing and will continue a transition into performing maintenance on both Arena and Fire Services equipment and vehicles (administration and prevention vehicles, current Fire Services inventory of 34 units). PROGRAM DESCRIPTION: It is proposed that the Mechanic I reporting to the Fleet Supervisor will: Perform fleet maintenance activities as assigned with an emphasis on Fire & Emergency vehicles and equipment in an effort to reduce outsourcing costs Perform other duties as required within the CUPE bargaining group STRATEGIC ALIGNMENT: This business case supports the strategic plan goal of Wise Management of Resources by enabling the Fleet Section to serve as a role model of municipal management. The additional staffing resource will create better efficiencies through the provision of work in-house and forms a critical link to ensure a high level of customer service 126

130 BUSINESS CASE - STAFF CONVERSION REQUEST (Temporary to Full-Time) Mechanic I COMPARATIVE ANALYSIS: Licensed Equipment Unlicensed Equipment # of Mechanics * 90% of Vaughan's fleet repairs are outsourced 0 Richmond Hill 5 FTE Markham 7 FTE Vaughan* Newmarket 5 FTE IMPACT ON SERVICE LEVELS: Equipment growth, seasonal demands and regulatory changes have increased substantially over the past decade. The introduction of the temporary mechanic would have assisted in our ability to meet these demands; unfortunately the Town has not been able to fill the position because of it s temporary status. COST ANAYSIS: In 2014, outsourcing costs escalated significantly due to one mechanic being absent from work for approximately 7 months to attend jury duty while still receiving his full time salary. This resulted in the fleet outsourced vehicle maintenance budget being in a deficit position of $114,000. The additional FTE would have had a favourable impact on these additional expenditures had we been able to fill the temporary position. The position has been fully funded since The only additional financial implication is the uniform expense of $925. CONCLUSIONS & RECOMMENDATIONS: Given the inability to hire a temporary mechanic coupled with vehicle and equipment growth, seasonal demands and regulatory changes, an additional CUPE Mechanic is required to support continued sustainability of the Town s fleet. 127

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145 BUSINESS CASE - NEW INITIATIVE TENNIS STRATEGY Overview/Background: The Town currently provides a total of 81 outdoor tennis courts, which include 6 club courts managed by the Richmond Hill Lawn Tennis Club. Current provision levels are 1 court per 2,400 residents. The Town does not presently operate any indoor tennis court facilities. Since 1989, the Town does have a contract in place with a private operator to install a bubble over the tennis courts at David Hamilton Park. This indoor facility operates October 1 to April 30 th of each year. Through the recently approved Parks and Recreation Master Plans process, tennis was ranked high amongst the local community as an area that requires further development. Development and redevelopment of existing tennis courts and determining the standard to be provided was important to ensure local residents have access to higher standard courts for more competitive play. Based on recreation trends and demographic analysis, tennis will continue to be popular in Richmond Hill. Effective planning for the Town s current and future tennis needs requires the identification of existing and emerging trends that potentially affect the provision of facilities and programs. Understanding trends related to demographics, participation and facility development can assist with anticipating shifts in the demand for tennis programs and facilities. The desire for winter tennis opportunities has been advanced by the local tennis club as a means for providing year round play and programming..municipal entry into the provision and operation of an indoor tennis facility would represent a new level of service for Richmond Hill. The intent is to provide affordable, year-round access to tennis courts for Richmond Hill residents. It is important to recognize the role that local tennis clubs play in promoting interest in the sport as they are generally better positioned to encourage participation in tennis due to their ability to offer community programs, lessons, tournaments, etc..established in 1960, the Richmond Hill Lawn Tennis Club operates at the Crosby Park Tennis site and has approximately 470 members, reaching court capacity. This Club was established without any policies in place to guide membership and operations development. Moving forward, with the increased demand for tennis programs, it is important that a proper policy be put in place. Project Description: The Town of Richmond Hill is seeking the professional services of a consultant, or consulting team, to undertake a Tennis Strategy that will guide and direct tennis programs, services and facilities in order to be prepared for the demands of current and future residents. The strategy will set out to determine what role the municipality should play with respect to the provision of indoor and outdoor tennis and what level of service should be provided to support the provision of indoor and outdoor courts, programs and community tennis club growth and development. The Strategy will involve the following components: 1. Trends analysis including a review of National and Provincial organizations; 2. Demographic review; 3. Municipal Benchmark/Best Practices Research 4. Needs Assessment a. Need for additional courts 142

146 BUSINESS CASE - NEW INITIATIVE TENNIS STRATEGY b. Need for casual & drop in courts (no fee) c. Need for competitive & club courts 5. Facility inventory review; 6. Tennis court development & redevelopment plan (neighbourhood & community level); 7. Indoor/Outdoor facility cost/benefit analysis a. Recommended site(s) b. Facility Component Considerations; including, but not limited to:. number of courts, viewing gallery, changerooms, social area, should outdoor courts be considered as part of the indoor complex. c. Capital & Operating Budget d. Options for Operations Responsibility; e. Terms & Conditions for operating agreements; f. Best practices summary g. General operating guidelines 8. Community Tennis Club Policy Development a. Formation of new clubs b. Ownership of clubhouses c. Club Operation Guidelines d. Financial responsibility: operation and capital cost recovery, construction of new courts, reconstruction or resurfacing of courts e. Public Access f. Maintenance (courts & clubhouse) g. Municipality s responsibilities h. Standards of membership (residency, court per member standard, etc.) 9. Review of existing Community Club and Private Bubble Operations Agreements that currently exist in Richmond Hill and making recommendations for future agreements based on municipal benchmark and best practices research Project costs: Based on research with municipalities who have undertaken similar studies, the project cost is estimated at $50,000. Strategic Alignment: This initiative supports the recently approved Parks and Recreation Master Plan s. The Parks Plan recommends: 1. The Town will construct 12 new tennis courts by The proportion of colour coated to regular asphalt courts in the inventory will be increased, by providing colour-coated courts at a minimum of one park (preferably a Community Park) in each concession block. 3. The feasibility of providing practice at Community Park tennis courts will be further investigated as part of an outdoor recreation facility design standards and specifications review. 4. The Town will continue discussions with the Richmond Hill Lawn Tennis Club to determine how the Town and the Club can work together to increase capacity of the Club and utilization of Town courts. 143

147 BUSINESS CASE - NEW INITIATIVE TENNIS STRATEGY The Recreation Plan recommends: 1. The Town will initiate a Tennis Strategy to evaluate the feasibility, cost, partnership opportunities, and potential sites for an indoor/outdoor tennis complex in Richmond Hill. Comparative Analysis: Strategies for assessing and addressing Tennis Provision In recent years, a number of GTA municipalities have completed five and ten year parks and recreation strategic master plans. In all cases, the municipalities surveyed provide outdoor tennis facilities and the master plans make recommendations for the quantity of courts needed to meet the demand for tennis in their communities, but more importantly make recommendations about the quality of those courts for the provision of both public and club courts. Similar to the recommendations in the Richmond Hill Parks and Recreation Strategic Plans, where an indoor tennis facility does not exists they recommend that where a need has been identified, the municipality undertake a study to determine that the service fits with the public s priority. The municipalities surveyed included: Brampton, Burlington, Markham, Milton, Mississauga, Oakville and Vaughan. To date a specific tennis strategy has not been developed in the municipalities surveyed with the exception of the Town of Milton. In 2009, the Town of Milton undertook a Tennis Strategy to guide and direct tennis programs, services and facility development/redevelopment through to the year That plan was adopted by Council in 2009 and is used in the planning of tennis facilities, subject to their annual capital and operating budget process. In all municipalities surveyed, a policy exists that guides the development and operations of community tennis clubs. These policies outline expectations with respect to membership criteria, operations costs, capital repair and replacement costs and general public access. Conclusions and Recommendations: Tennis participation in Richmond Hill is healthy and the demographic projections for the municipality suggest that the Town s tennis community is likely to remain strong for the foreseeable future. Undertaking the Tennis Strategy will assist in harmonizing the service delivered to the community and will clearly define the roles and responsibilities of the municipality with respect to the provision of indoor and outdoor tennis and what level of service should be provided to support the provision of indoor and outdoor courts, programs and community tennis club growth and development. 144

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