Report to: Budget Sub-Committee Report Date: January 10, 2011

SUBJECT: Establishment of Task Forces

PREPARED BY: Andrea Tang, Manager of Financial Planning

RECOMMENDATION:

THAT the report dated January 10, 2011 entitled “Establishment of Task Forces” be received;

AND THAT task forces be established to investigate the following areas:

1. Windrow plowing services

2. Implementation of Light-Emitting Diode (LED) streetlights

3. Consolidation of TXM (Tax Manager) and AMANDA

4. Boulevard maintenance on Regional and local roads

AND THAT working groups for each of the task forces outlined above be established;

AND THAT working groups report back to General Committee on opportunities and action items on or before June 13^th, 2011;

AND THAT any financial implications be considered in the 2012 budget process;

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution;

AND THAT the report dated January 10^th, 2011 entitled “Establishment of Task Forces” be brought forward to General Committee for approval.

PURPOSE:

The purpose of this report is to obtain approval to create task forces and working groups to investigate areas such as windrow plowing services, implementation of Light-Emitting Diode (LED) streetlights, consolidation of TXM (Tax Manager) and AMANDA, and boulevard maintenance on Regional and local roads.

BACKGROUND:

The Town of Markham is well recognized as a municipal leader in fiscal responsibility and providing excellent municipal services as well being committed to continuous improvement.

In March 2008, the project “Excellence through Efficiency & Effectiveness” (E3) was launched with the objective of developing and implementing a sustainable process to deliver the lowest possible tax increases. The E3 project involves a corporate wide business transformation through the review of services to find as many efficiencies as possible, maximize revenue opportunities and minimize tax rate increases.

The E3 project was successful in achieving expenditure reductions and revenue increases (where appropriate) and assisted in the Town achieving a 0% tax rate increase in 2009 and 2010. The E3 continuous improvement methodology has been integrated into the Town’s annual business planning process. The E3 Executive Committee continues to meet on a bi-weekly basis.

With the Town’s commitment to excellence, specific task forces are proposed to be established with the objective of reviewing current service levels and providing options based on industry/municipal best practices.

OPTIONS/ DISCUSSION:

As part of the continuous commitment to providing quality services, the following task forces are recommended to be created to investigate the following areas:

1. Windrow plowing services

2. Implementation of Light-Emitting Diode (LED) streetlights

3. Consolidation of TXM (Tax Manager) and AMANDA

4. Boulevard maintenance on Regional and local roads

The mandate of the task forces will include:

· review current service level delivery

· review best practices and practices by other municipalities

· identify issues and opportunities for improvement

· identify opportunities to streamline processes

· report back to General Committee on opportunities and action items

Working groups will be created for each task force and will comprise of a Chair to be selected from members of the Budget Sub-Committee.

Working groups are to report back to General Committee on opportunities and action items on or before June 13^th, 2011. Any financial implications will be considered in the 2012 budget process.

1.Windrow Plowing Services

The task force will explore options relating to windrow plowing services by reviewing best practices from various municipalities and to review the Driveway Windrow Removal Assistance Program. In addition, options to increase awareness of the Driveway Windrow Removal Assistance Program will be part of the mandate as well as a communication program to manage residents expectations.

2. Implementation of Light-Emitting Diode (LED) Streetlights

The mandate of the task force is to conduct a streetlight energy review by evaluating the existing system and to investigate the possible use of Light-Emitting Diode (LED) streetlights in order for the Town to become more energy efficient.

3. Consolidation of TXM (Tax Manager) and AMANDA

Currently, the Town utilizes TXM (Tax Manager) which is a self-contained tax system, incorporating all of the relevant data required under the Municipal Act for a collector’s roll and statutory tax bills. The provincial assessment information can be loaded directly to it. TXM has been developed to handle full business processes automatically and calculates tax bills with no manual intervention. TXM is currently integrated with the Town’s accounting systems such as CLASS (POS) and Cayenta Financials.

Another application, AMANDA, is also utilized by the Town for the management of government programs and services that involve people and property. Some of the functions commonly used are: managing building permits and inspections, assisting in the review and approval of development applications, managing By-law enforcements and processes, tracking letter of credits and development charges.

The role of the task force is to identify opportunities and risks associated with consolidating the two applications into one.

4. Boulevard maintenance on Regional and local roads

The Pesticide By-law regulating the Non-Essential Use of Pesticides came into effect January 1, 2008. Since then, the quantum of weeds have become more prominent.

The role of the task force is to consider options in maintaining the boulevards on both Regional and local roads in order to control the amount of weeds.

FINANCIAL CONSIDERATIONS:

The Task Forces will provide recommendations to General Committee on or before June 13^th, 2011. Any financial implications will be considered in the 2012 Budget process.

RECOMMENDED

BY: ________________________ ________________________

Joel Lustig, Andy Taylor, Commissioner,

Treasurer Corporate Services