Report to: Development Services Committee Report Date: November 6. 2007

SUBJECT: Make it Happen Task Force Recommendations

PREPARED BY: Dan Horchik, Task Force Chair

Jim Baird, Commissioner of Development Services

RECOMMENDATION:

That the Report dated November 6, 2007 entitled “Make it Happen Task Force Recommendations” be received and endorsed;

And that staff be authorized to develop action plans around the recommendations and process improvements, and provide regular progress reports to Development Services Committee;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

EXECUTIVE SUMMARY:

Not applicable

1. Purpose 2. Background 3. Discussion 4. Financial

5. Others (Environmental, Accessibility, Engage 21st, Affected Units) 6. Attachment(s)

PURPOSE:

To improve development application processes in accordance with recommendations arising from the “Make it Happen Task Force”.

BACKGROUND:

The Mayor’s December 2006 Inaugural Address outlined a number of strategic areas of focus for the current term of Council, under the theme of “Building Markham’s Future Together”. One of the identified strategic areas of focus of Council is “Service Levels”.

The Town is committed to continuous improvement in service levels by:

- consulting users

- addressing gaps

- streamlining processes

- improving value added services, and

- applying key performance indicators (KPI’s).

The Mayor’s “Make it Happen Task Force” was created in January 2007, with a mandate to review development approval processes, related conditions and agreements and building permits. The Task Force was directed to report back to Council in the Fall of 2007 on opportunities and action items for service level improvements.

COMPOSITION & WORK PROGRAM:

Members of Council appointed to the Task Force included:

- Councillor Dan Horchik, Chair

- Deputy Mayor Jim Jones

- Regional Councillor Gordon Landon

- Councillor Alex Chiu

- Councillor Joseph Virgilio, and

- Councillor John Webster.

The Task Force undertook to consult with Town staff, the public and users of the Town’s development services to:

1. Identify issues and opportunities for improvement
2. Analyze issues and opportunities
3. Generate potential solutions
4. Select and plan implementation of solutions and improvements
5. Report to Council, and seek any authorization required to implement improvements, and
6. Provide for ongoing monitoring and reporting of results.

CONSULTATION PROCESS:

The consultation process to date has included:

- Fall 2006 Development Industry Survey of the subdivision approval process

- Consultation with the Developers Round Table (May 2007 & October 2007)

- Direct feedback/input to Council from applicants, public and industry

- Development industry volunteer representatives on Task Force Working Groups, and

- Consultation with outside agencies (Province, Region of York, TRCA, Power Stream and others).

The recommendations of the Task Force were presented to Development Services Committee in a Part A Work Session on October 9, and to the Developers Round Table Meeting of October 25.

Development Industry representatives have been invited to the November 6 meeting of Development Services Committee to address Committee on the recommendations and any related matters.

ISSUES IDENTIFIED AND SIX (6) WORKING GROUPS FORMED

The Task Force commenced its deliberations in January, and has held numerous meetings since that time. Based on discussion at Task Force meetings, and feedback from the consultation process, consensus emerged around six (6) key areas of focus:

1. Timeline for approvals, and reporting of KPI’s (includes coordination with external agencies)
2. Communications, support to clients and Team Building
3. Streamlining of legal agreement process
4. Letters of credit, and release thereof
5. Development application processing software/automating user interface, and
6. Complete application submission and pre-consultation requirements.

Six (6) Working Groups were formed to address the key focus areas, each Group chaired by a Member of Council. Staff leads were assigned to each of the Groups, along with Cross-Department staff representation. Three (3) development industry representatives volunteered to each of the Working Groups. Extensive meetings of the Working Groups were held between June and September, 2007. Each of the Staff leads have prepared summary reports with recommendations, which were vetted and approved by the Task Force at its meeting of October 2, 2007. These six (6) Working Group reports are attached to this report, and are being forwarded to Development Services Committee as a summary of the recommendations of the Make it Happen Task Force.

OPTIONS/ DISCUSSION:

The purpose of this report is to bring forward to Development Services Committee the recommendations of the Make it Happen Task Force, and to begin the process of implementing the service level improvements recommended by the Task Force.

Attached to this report are the following:

Appendix ‘A’ - Power Point Presentation Slides summarizing the Task Force findings and recommendations (as delivered to DSC on Oct 2 and Developer Round Table Oct 25)

Appendix ‘B” – Final Report of Issues and Solutions of the Six (6) Working Groups

Appendix ‘C’ – Task Force “DRAFT” Action Items Listing (this is to be revised and updated on a regular basis as a summary of action items, implementation and timeframes for completion. Regular updates will be provided to Development Services Committee).

It is recommended that Development Services receive and endorse the Task Force recommendations as outlined in this Report and Appendices, and that staff be authorized to develop action plans around each of the recommendations and improvements. Staff will implement the identified process improvements on a priority basis, and provide regular progress reports to Development Services Committee and the Developers Round Table.

Where coordination with public agencies is required (Province, Region, TRCA, Power Steam and others) staff will proceed accordingly, and seek the support of Task Force Members as required.

FINANCIAL TEMPLATE:

There are no direct financial implications arising from this report. To the extent that certain recommendations may have financial implications (such as AMANDA upgrades and IT support), these will be the subject of consideration by Council as part of normal Operating and Capital Budget submissions and review processes.

ENGAGE 21^ST CONSIDERATIONS:

Task Force recommendations will contribute to a number of the Town’s strategic priorities, including Growth Management, Transportation/Transit, Infrastructure, Environment and Service Levels.

BUSINESS UNITS CONSULTED AND AFFECTED:

Staff from Development Services, Finance, IT, Legal and Human Resources participated in the Working Groups.

RECOMMENDED BY:

Dan Horchik, Chair Make it Happen Task Force

Jim Baird, M.C.I.P., R.P.P. Commissioner of Development Services

ATTACHMENTS:

Appendix ‘A’ - Power Point Presentation Slides

Appendix ‘B” – Final Report of Issues and Solutions

Appendix ‘C’ – Task Force “DRAFT” Action Items

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