Program: Planning Services Program Based Budget

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1 Program: Planning Services Program Based Budget

2 Overview Program: Vision Statement: To promote livable and sustainable development in order to enhance the natural, cultural, social and economic environments of the Town of Oakville. Mission Statement: As a team, we strive for excellence in creating a livable community for present and future generations. Introduction The Planning Services program creates the policy framework and implementation tools required to shape the future of the community. The Long Range Planning service establishes long-term planning policy through the creation and maintenance of the official plan and through associated studies and research. Through the Current Planning and Urban Design (North and South) services, development applications are evaluated within that policy context and based upon good planning principles. The Heritage Planning function is evolving to encompass the identification and designation of properties of heritage value on a more proactive basis as well as the ongoing administration of the permitting process. The Technical Services section provides cartographic services for the Town and ensures public notices of zoning changes, official plan amendments and proposed subdivision applications and regulations are prepared and distributed according to Provincial legislation. The section also assists in the development of business solutions for technical and administrative initiatives within the Planning and Development Commission. 511

3 Program Services The Planning Services program delivers the following services: Administration Long Range Planning Current Planning and Urban Design North Current Planning and Urban Design South Heritage Planning Technical Services Planning Services 39.4 FTE s Administration 2.0 FTE s Technical Services 11.0 FTE s Current Planning and Urban Design North 4.0 FTE s Current Planning and Urban Design South 13.0 FTE s Heritage Planning 1.0 FTE s Long Range Planning 8.4 FTE s 512

4 Major Accomplishments in 2007 The major accomplishments for the Planning Services program consist of: Preparation and adoption of Interim Growth Management Policies, as a preliminary step in the new Official Plan program Preparation of a comprehensive work program to develop Town-wide vision, complete studies and policy requirements which will result in the replacement of the Official Plan in 2009/2010 Finalization of Official Plan Amendment which in part implements Bill 51 improvements, including complete application and mandatory preconsultation Settlement of the North Oakville OMB hearing and completion of the Secondary Plan Presentation of the draft North Oakville West Secondary Plan Settlement of OMB hearings with respect to a number of major development applications, i.e. Bronte Quad, Creekbank Revisions to Council reporting on planning applications to improve opportunities for public input and discussion Improvements to the site plan review process to make the process more fulfilling and to increase efficiency and effectiveness in order to achieve better overall development Program Area Significant Issues The following provides details concerning areas of concern. Changes to the Heritage Act - The Heritage Act was amended in 2006 to give municipalities more powers and consequently, more responsibilities. This was coincident with the completion of the North Oakville Secondary Plan, which highlighted to landowners the existence of potential heritage properties in the north. The resulting influx of applications has overwhelmed the single heritage planner. There is a need to update all of the Town s existing heritage designations (Parts IV and V); research and establish new heritage designations and districts; and institute enforcement procedures and protocols. Awareness, education and incentives will need to be explored so that reliance on enforcement becomes less critical for the protection of heritage resources. As a result, we are recommending that the heritage program be significantly enhanced to effectively and proactively manage the increased responsibilities and workload. Implementation of North Oakville - With the completion of the North Oakville East Secondary Plan, staff will begin to deal with applications in the north concurrently with the completion of the implementation strategy for the north. This involves a significant shift in focus for staff throughout the corporation to implement the principles and standards of new urbanism as reflected in the objectives of the Secondary Plan through development applications. At this time additional staff has not been requested until the timing of development and the receipt of applications can be fully understood. When staff have this clarity there may be additional resourcing requests either in year 2008 or 2009 in order to meet the Planning Act timelines for application review. Official Plan Program The department has begun the first comprehensive official plan update since Through the review program, the Town s Official Plan will be brought into conformity with the new Provincial Policy Statement and Growth Plan as well as the Regional Plan. The completion of this program will ensure that the Town is well positioned to manage growth pressures in a manner which is consistent with Council s Strategic Plan. Significant resources are required to complete the review by 2009/2010. Additional staff is being requested to complete that work within that timeframe. 513

5 Infill and Intensification Applications The department has been gearing up for several years to deal with a growing number of infill and intensification applications in the existing urban area. These applications require extra time and effort due to the high degree of consultation with existing residents involved and resolution of more complex and competing interests. As the numbers of these applications continue to increase, we intend to request additional resource to effectively manage the corresponding workload. Strategic Objectives (Initiatives) for Council s Strategic Goal/Area of Focus (If Applicable) To be innovative in everything we do. To continuously improve programs and services To have programs and services that are fiscally sustainable To have programs and services that are environmentally sustainable To be accountable in everything we do. To be innovative in everything we do To enhance our natural environment To have programs and services that are fiscally sustainable To have programs and services that are environmentally sustainable To enhance our natural environment To continuously improve our programs and services To act as a team To continuously improve our programs and services To have a process that is as fulfilling as the outcome To act as a team Program Strategic Objective Complete North Oakville Implementation Guidelines Complete Official Plan Program Enhance Urban Design Implementation Enhance Evaluation of Development Applications Guidelines for Deliverables Implementation guidelines will be completed and delivered to all stakeholders developers, builders and future residents Preparation of a new Official Plan Comprehensive urban design guidelines will be prepared With the guidelines in place, a review of the delegation of site plan approval will be undertaken Ongoing improvements to the manner in which site plan review is conducted and coordinated with internal departments and external agencies will be implemented Ongoing improvements to the manner in which the evaluation of development applications is conducted and co-coordinated with internal departments and external agencies will be implemented Greater technical content and Expected Outcome/Timing Documentation provided to Council for approval by Q Plan provided to Council for adoption fall 2009 Guidelines to be completed by Q Delegation By-law to be reviewed in 2009 Process improvements ongoing Implementation to commence immediately with further assessment to be completed annually Program Service Current Planning (North) Long Range Planning Current Planning and Urban Design (North and South) Current Planning (North and South) 514

6 Council s Strategic Goal/Area of Focus (If Applicable) To be accountable in everything we do To continuously improve our programs and services To have a process that is as fulfilling as the outcome To be highly valued and widely celebrated for the innovative and outstanding way we satisfy the needs of our residents and businesses To continuously improve our programs and services Program Strategic Objective Improve Public Consultation/ Participation Process Complete a Criteria-Based Standard for the Evaluation of Variances to the Sign By-law Guidelines for Deliverables analysis in staff reports Preparation of less complex amending documents Alternate formats for informal public consultation will be investigated. Preparation of a set of standardized criteria Expected Outcome/Timing Implementation ongoing Document completed Q Program Service Current Planning (North and South), Long Range Planning Urban Design (South) 515

7 Planning Services 2008 Expenditure Summary by Program and Service Preliminary 2008 Base Requested 2008 % Base Budget 2008 Requested Change Budget Actuals Budget Change (%) Adjustments Budget 2007/2008 EXPENDITURE BY PROGRAM Programs Planning Services Administration 1,770,700 1,770, , % 41, , % Current Planning & Urban Design North 373, , , % 0 449, % Current Planning & Urban Design South 1,208, ,993 2,825, % 0 2,825, % Heritage Planning , % 198, , % Long Range Planning 873, ,959 1,060, % 121,300 1,182, % Technical Services 821, , , % 41, , % Total EXPENDITURE BY PROGRAM 5,046,400 4,635,882 6,020, % 403,600 6,423, % REVENUES Activity Revenue 3,061,800 1,457,899 2,646, % 0 2,646, % Internal Recoveries 135, ,600 1,039, % 41,900 1,081, % Other Revenue 0 250, , % 33, , % Total Revenues 3,197,700 1,856,499 3,981, % 74,900 4,056, % Tax Levy Requirement 1,848,700 2,779,383 2,038, % 328,700 2,367, % TAX LEVY BY PROGRAM Programs Planning Services Administration 1,630,000 1,621, , % 41, , % Current Planning & Urban Design North (705,800) 137,457 (344,400) 51.2% 0 (344,400) 51.2% Current Planning & Urban Design South (738,000) (481,592) 851, % 0 851, % Heritage Planning , % 176, , % Long Range Planning 855, ,327 1,049, % 110,300 1,159, % Technical Services 806, , % % Total TAX LEVY BY PROGRAM 1,848,700 2,779,382 2,038, % 328,700 2,367, % Gross Expenditures by Type Salaries, Wages, Benefits 3,197,600 2,927,231 3,392, % 277,300 3,670, % Materials & Supplies 69,400 40,894 65, % 0 65, % Purchased Services 206, , , % 51, , % Internal Charges 1,475,700 1,475,827 2,306, % 41,900 2,348, % Other Expenditures 5,200 13,152 10, % 0 10, % Minor Capital & Transfer to Reserves 92,000 29,680 37, % 33,000 70, % Gross Operating Expenditures 5,046,400 4,635,882 6,020, % 403,600 6,423, % 516

8 Planning Services Expenditure Summary by Program and Service 2008 Forecast Base 2009 Forecast % Forecast 2010 Forecast % ` Requested 2009 Budget Requested 2009 Change 2010 Requested 2010 Change Budget Base Budget Change (%) Adjustments Requested Budget 2008/2009 Base Budget Adjustments Requested Budget 2009/2010 EXPENDITURE BY PROGRAM Programs Planning Services Administration 683, , % 0 764, % 806, , % Current Planning & Urban Design North 449, , % 0 464, % 479, , % Current Planning & Urban Design South 2,825,100 2,867, % 0 2,867, % 2,911, ,911, % Heritage Planning 335, , % 11, , % 408, , % Long Range Planning 1,182,200 1,205, % 0 1,205, % 1,237, ,237, % Technical Services 948,300 1,020, % 0 1,020, % 1,052, ,052, % Total EXPENDITURE BY PROGRAM 6,423,600 6,729, % 11,000 6,740, % 6,894, ,894, % REVENUES Activity Revenue 2,646,500 2,646, % 0 2,646, % 2,646, ,646, % Internal Recoveries 1,081,700 1,153, % 0 1,153, % 1,185, ,185, % Other Revenue 328, , % 11, , % 253, , % Total Revenues 4,056,200 4,054, % 11,000 4,065, % 4,086, ,086, % Tax Levy Requirement 2,367,400 2,675, % 0 2,675, % 2,808, ,808, % TAX LEVY BY PROGRAM Programs Planning Services Administration 387, , % 0 468, % 510, , % Current Planning & Urban Design North (344,400) (288,600) 16.2% 0 (288,600) 16.2% (273,500) 0 (273,500) -5.2% Current Planning & Urban Design South 851, , % 0 893, % 937, , % Heritage Planning 313, , % 0 408, % 408, , % Long Range Planning 1,159,600 1,193, % 0 1,193, % 1,225, ,225, % Technical Services % % % Total TAX LEVY BY PROGRAM 2,367,400 2,675, % 0 2,675, % 2,808, ,808, % Gross Expenditures by Type Salaries, Wages, Benefits 3,670,200 3,924, % 82,200 4,006, % 4,138, ,138, % Materials & Supplies 65,500 65, % 0 65, % 65, , % Purchased Services 259, , % (82,200) 190, % 190, , % Internal Charges 2,348,400 2,420, % 0 2,420, % 2,452, ,452, % Other Expenditures 10,200 10, % 0 10, % 10, , % Minor Capital & Transfer to Reserves 70,000 37, % 11,000 48, % 37, , % Gross Operating Expenditures 6,423,600 6,729, % 11,000 6,740, % 6,894, ,894, % 517

9 2008 Recommended Requests FTEs FTEs Full Part Service New Annualized Planning Services Time Time One Time Growth Level Change Service Impact Impact Impact Impact BLD Resource Planner , ,900 41, ,300 PLS Planning Technician Long Range , ,000 33, ,300 PLS Planner - Long Range , , ,300 PLS Manager, Heritage Planning , ,700 19, ,100 PLS Contract for Heritage Planning Support , ,100 41, ,400 PLS Inspector - Heritage Planning , ,700 34, ,000 Total Recommended Requests , , , , Not Recommended Requests FTEs FTEs Full Part Service New Annualized Planning Services Time Time One Time Growth Level Change Service Impact Impact Impact Impact PLS Planning Technician - South ,000 37, ,100 36, ,600 PLS Supervisor - Urban Design ,000 47, ,400 46, ,100 Total Not Recommended Requests ,000 84, ,500 83, , Recommended Requests FTEs FTEs Full Part Service New Annualized Planning Services Time Time One Time Growth Level Change Service Impact Impact Impact Impact PLS Heritage Planner Total Recommended Requests

10 2008 RECOMMENDED CAPITAL BUDGET PROGRAM SPECIFIC REVENUE CORPORATE FINANCING Gross Development Subsidy Equipment Other Other Net Local Capital Operating Long Term Total Total Cost Charges Reserves Reserves Revenue Financing Infrastructure Reserve Contribution Financing Corporate Proposed Required Funding* Financing Financing PLANNING, DEVELOPMENT & BUILDING SERVICES Planning Services Planning Administration Midtown Core 510, , , , , , North Oakville S econdary P lan 283, , ,800-53, , , Official P lan R eview 400, , , , , , Intensification Nodes &Corridors-Impleme 100,000 90, ,000-10, , , Bronte Village R evitalization S tudy 50,000 12, ,500-37, ,500 50, Old Oakville Downtown OP S tudy 30, , ,000-30,000 30, Uptown Core R eview 150, , ,000-15, , , Land Use P lanning S tudies 75,000 18, ,300-56, ,300 75, Urban Design Guidelines 20, , ,000-20,000 20,000 Total Planning Administration 1,618, , , ,100 50, ,100 1,618,400 Total Planning Services 1,618, , , ,100 50, ,100 1,618,400 Service: Administration Purpose of Service: The Administration service establishes overall department direction and provides leadership and guidance by defining goals and objectives, establishing policies and procedures and monitoring compliance. The service provides long term and day-to-day direction and advice to development industry, residents/rate payers, staff and Council. The Administration section establishes and monitors the department budget and provides direction and advice to internal and external customers. Service: Activity Responsibilities Current Service Level Administration Co-ordinates budget requests from managers and prepares Business Plan Provision of Professional Planning Advice and Direction Implementation of Corporate and Commission strategic goals and objectives Accountable for professional planning advice provided by department staff both oral and written Co-ordination of response to inquiries Establishes overall planning philosophy and approach of the department Preparation and submission of budget documentation in a complete and timely manner; monitoring of variance reports Appropriate level of communication provided through staff meetings; monitoring of attendance Full accountability to Council, other staff, the development community and residents/ratepayers 519

11 Key Performance Indicators Performance Measure Actual FY06 Target FY07 Estimated Percent of Target FY 07 Achieved Performance measures under development Proposed FY 08 Administration Budget Summary APPROVED Preliminary Preliminary Recommended % Forecast Forecast Base Budget Change Budget Actuals Base Budget Change (%) Adjustments Budget 2007/2008 Budget Budget By Expenditure Type Salaries, Wages, Benefits 219, , , , % 233, ,500 Materials & Supplies 34,400 24,822 31,000 (9.88) 0 31,000 (9.9%) 31,000 31,000 Purchased Services 30,300 34,943 28,700 (5.28) 0 28,700 (5.3%) 28,400 28,800 Internal Charges 1,475,700 1,475, ,800 (75.75) 41, ,700 (72.9%) 471, ,900 Minor Capital & Transfer to Reserves 11,000 3,903 0 (100.00) 0 0 (100.0%) 0 0 Gross Operating Expenditures 1,770,700 1,770, ,300 (63.78) 41, ,200 (61.4%) 764, ,200 Activity Revenue 4, % Internal Recoveries 135, , ,000 (117.07) 0 295,000 (117.1%) 295, ,000 Tax Levy Requirement 1,630,000 1,621, ,500 (78.80) 41, ,400 (76.2%) 468, ,400 By Service Programs Administration 1,630,000 1,621, ,500 (78.80) 41, ,400 (76.2%) 468, ,400 Service Total 1,630,000 1,621, ,500 (78.80) 41, ,400 (76.2%) 468, ,400 Service Results Narrative: The requested budget will support the provision of appropriate leadership and consistent direction in terms of the diverse range of planning matters that are before the Town in order to achieve the desired degree of accountability and transparency. This service will also ensure that the appropriate framework is in place to provide customers receive an appropriate level of service. Finally, this service will ensure that a team approach to business and customer service is fostered and reflected in the delivery of our programs. 520

12 2008 Plan Administration Budget adjusted to reflect inflationary impact and merit increases Ensure skilled staff for the delivery of services and programs $4,500 Administration - Reallocation Department reallocation of program costs and revenue to reflect actual service cost Ensure expenditures and revenue are in appropriate service areas to improve accuracy in reporting ($1,804,900) Administration The budget has been decreased based on projected service requirements Ensure the delivery of quality services ($8,100) Administration Interdepartmental Charges and Recovery The adjustment to budget is based on an increased transfer from reserves Ensure the delivery of quality services $524, Plan Administration Budget adjusted to reflect inflationary impact and merit increases Ensure skilled staff for the delivery of services and programs $8,900 Administration Interdepartmental Charges Interdepartmental charges have been adjusted based on an anticipated increase in service usage and the annualization of the interdepartmental charge from Technical Services Ensure the delivery of quality services $72,

13 2010 Plan Administration Budget adjusted to reflect inflationary impact and merit increases Ensure skilled staff for the delivery of services and programs $9,900 Administration Interdepartmental Charges and Recovery Interdepartmental charges have been adjusted based on an anticipated increase in service usage Ensure the delivery of quality services $32,000 Service: Long Range Planning Purpose of Service: The Long Range Planning program is responsible for the research and creation of the Official Plan as well as for its ongoing maintenance and review. In addition, the program conducts special area policy studies, creates and maintains land use and demographic databases and maintains the Zoning By-law. Service: Activity Responsibilities Current Service Level Official Plan Program Creation of a new official plan, including the completion of research and background studies in house as well as the provision of direction to external Existing Official Plan not fully consolidated; policies not in conformity with upper level planning documents; structure of the Plan creates challenges to implementation consultants Special Policy Studies Preparation of special area studies e.g. intensification, employment lands, Mid-Town, Uptown Core, Kerr Street and Bronte Village Five to 10 studies are in process on an ongoing basis. Land use and demographic databases Zoning By-law Maintenance Research and compile land use and demographic information in databases for use in the development of long range planning policy Update databases on an ongoing basis Maintain the currency of the Zoning By-law through the research and preparation of housekeeping amendments in response to issues and amendments to established policy Databases are continually updated through census research, special studies, studies in co-operation with the Region and review of other research A major housekeeping amendment is prepared each year. A comprehensive review of the Zoning By-law will be undertaken following the adoption of the new Official Plan. 522

14 Key Performance Indicators Performance Measure Completion of major studies in support of the new Official Plan Actual FY06 Target FY07 Estimated FY 07 Percent of Target Achieved Proposed FY % 6 Long Range Planning Budget Summary APPROVED Preliminary Preliminary Recommended % Forecast Forecast Base Budget Change Budget Actuals Base Budget Change (%) Adjustments Budget 2007/2008 Budget Budget By Expenditure Type Salaries, Wages, Benefits 807, , ,200 (6.68) 108, , % 925, ,800 Materials & Supplies % Purchased Services 32,900 29,122 81, ,900 83, % 53,100 53,100 Internal Charges , , % 204, ,200 Minor Capital & Transfer to Reserves 33,000 7,443 22,000 (33.33) 11,000 33, % 22,000 22,000 Gross Operating Expenditures 873, ,958 1,060, ,300 1,182, % 1,205,400 1,237,500 Activity Revenue 17,600 1,632 11, , % 11,600 11,600 Internal Recoveries ,000 11, % 0 0 Tax Levy Requirement 855, ,326 1,049, ,300 1,159, % 1,193,800 1,225,900 By Service Programs Long Range Planning 855, ,327 1,049, ,300 1,159, % 1,193,800 1,225,900 Service Total 855, ,327 1,049, ,300 1,159, % 1,193,800 1,225,

15 Service Results Narrative: The requested budget will enable the service to complete the visioning component of the Official Plan program as well as to complete a number of major special policy studies in support of the program. Additional staff will be required to complete the Official Plan program as well as other policy-related studies and programs in order for a new Plan to be in place within the current term of Council and within the legislated timeframes set by the province Plan Long Range Planning - Budget adjusted to reflect inflationary impact, merit increases and the annualization of the Long Range Planner approved during the 2007 budget process. Ensure skilled staff for the delivery of services and programs $71,900 Long Range Planning The budget includes department reallocation based appropriate level of service To improve the reporting accuracy of service costs $118,400 Long Range Planning One Time Items The budget has been reduced for the removal of one time funds for equipment included in the 2007 budget To improve the reporting accuracy of service costs ($11,000) Long Range Planning Purchased Services The budget has been increased based on anticipated increase need for provide additional funds for professional development, dues and communication Ensure efficient delivery of service requirement $8,200 Long Range Planning - Sales Due to a reduced level of planning applicated the budget has been decreased To improve the reporting accuracy of service costs $6,

16 Growth and Service Level Changes to Service Planner Activity Guideline for Deliverable Expected Outcome/Measure Council Priority/Program Objective Support for research and special studies related to the new Official Plan. Completion of the Official Plan within the current term of Council To continuously improve our programs and services; to have programs and services that are environmentally and fiscally sustainable Budget Request Item PLS Planning Technician Dedicated technical support to Long Range Planning staff particularly with respect to the maintenance of growth and development forecasting Appropriate resources will be allocated to data collection and analysis thereby allowing more time for senior staff to complete studies and analyses in support of the new Official Plan program and to provide enhanced input to the Region s Sustainable Halton forecasting To continuously improve our programs and services PLS Plan Long Range Planning - Budget adjusted to reflect inflationary impact and the annualization of the Planner and Planning Technician approved during the 2008 budget process Ensure skilled staff for the delivery of services and programs $64,200 Long Range Planning Purchased Services The budget has been reduced for to reflect a decreased need for professional fees Ensure efficient delivery of service requirement ($30,000) 525

17 2010 Plan Long Range Planning - Budget adjusted to reflect inflationary impact service level Ensure skilled staff for the delivery of services and programs $32,000 Service: Current Planning and Urban Design North Oakville Purpose of Service: The function of the Current Planning and Urban Design service is in transition. While the ultimate function of the program will be to manage growth and development through the evaluation and administration of development applications (subdivision, rezoning, condominium, part lot control and site plan), its interim function is to prepare Implementation Guidelines for North Oakville. The Implementation Guidelines effectively translate the policy framework set out in the Secondary Plan into the measurable criteria to be achieved through individual development applications. The Guidelines will consist of a series of documents written to assist the development community and homeowners outlining the Town s expectation in terms of the integration of land uses and built form as well as the relationship between the public and private realms in North Oakville. Service: Activity Responsibilities Current Service Level Implementation Strategy Evaluation and Administration of Development Applications North Oakville West Secondary Plan Develop a comprehensive Implementation Strategy, setting out detailed technical standards and design guidelines which clearly articulate the Town s performance expectations for development in North Oakville Complete the evaluation of a full range of development applications in accordance with legislative requirements; Co-ordinate and integrate technical and design comments received from internal departments and external agencies Conduct public consultation with respect to development proposals Report to Council, providing recommendations, with respect to development applications Develop a Secondary Plan to create a policy framework and structure for the development of the community and to guide the evaluation of future development applications There are currently various standards and guidelines for development within the Town however these have not been co-coordinated and consequently, some inherent conflicts exist A strategy specifically geared for builders and residents does not currently exist There are no development applications currently being processed in North Oakville The submission of applications is anticipated to commence early in 2008 There is currently not a secondary plan in place to guide the implementation of development in this area 526

18 Key Performance Indicators Performance Measure Actual FY06 Target FY07 Estimated FY 07 Percent of Target Achieved Proposed FY 08 Subdivision/zoning applications public meetings held % 3 Implementation strategy 0 50% 50% 100% 50% Current Planning and Urban Design North Budget Summary APPROVED Preliminary Preliminary Recommended % Forecast Forecast Base Budget Change Budget Actuals Base Budget Change (%) Adjustments Budget 2007/2008 Budget Budget By Expenditure Type Salaries, Wages, Benefits 282, , , , % 331, ,300 Materials & Supplies (100.00) 0 0 (100.0%) 0 0 Purchased Services 68,400 25,202 19,000 (72.22) 0 19,000 (72.2%) 19,000 19,000 Internal Charges , , % 113, ,800 Other Expenditures % Minor Capital & Transfer to Reserves 22,000 6,000 0 (100.00) 0 0 (100.0%) 0 0 Gross Operating Expenditures 373, , , , % 464, ,300 Activity Revenue 1,078,900 19, , , % 794, ,100 Internal Recoveries 0 250, % (41,300) (41,300) Tax Levy Requirement (705,800) 137,457 (344,400) (51.20) 0 (344,400) (51.2%) (288,600) (273,500) By Service Programs Current Planning & Urban Design North (705,800) 137,457 (344,400) (51.20) 0 (344,400) (51.2%) (288,600) (273,500) Service Total (705,800) 137,457 (344,400) (51.20) 0 (344,400) (51.2%) (288,600) (273,500) 527

19 Service Results Narrative: Due to the lack of certainty with the timing of development, staff anticipates reporting back to Council in 2008 as soon as there is clearer determination of the availability of servicing. Additional resources may be requested at that time in response to development demands in order to support the proactive management of development within North Oakville. Through the creation of a comprehensive Implementation Strategy, the Town s expectations will be clearly articulated thereby simplifying the evaluation of development applications and building permits. Further, this initiative will ensure that the technical evaluation of development proposals are coordinated with the commenting partners (internal departments and external agencies) to achieve sustainable communities that enhance the natural, cultural, social and economic environments and are desirable areas to live, work and play Plan Current Planning and Urban Design North - Budget adjusted to reflect inflationary impact, merit increases, reallocation of resource, vacancy anticipated to be maintained during the year and the annualization of the Senior Planner and Senior Cartographic Technologist approved during the 2007 budget process. Ensure skilled staff for the delivery of services and programs $26,300 Current Planning and Urban Design North One Time Items The budget has been reduced for the removal of one time funds for equipment included in the 2007 budget Ensure efficient delivery of service requirement ($22,000) Current Planning and Urban Design North Materials and Supplies and Purchased Services The budget reduction is due to the reallocation of costs to actual services To improve the reporting accuracy of service costs ($39,900) Current Planning and Urban Design North Revenue Revenue has been reduced to reflect a forecasted reduction in planning applications Ensure efficient delivery of service requirement $283,200 Current Planning and Urban Design North The budget includes department reallocation based appropriate level of service To improve the reporting accuracy of service costs $113,

20 2009 Plan Current Planning and Urban Design North - Budget adjusted to reflect inflationary impact service level Ensure skilled staff for the delivery of services and programs $14,500 Current Planning and Urban Design North Interdepartmental Charges and Recovery The budget reflects the change to the reserve transfer service level Ensure efficient delivery of service requirement $41, Plan Current Planning and Urban Design North - Budget adjusted to reflect inflationary impact service level Ensure skilled staff for the delivery of services and programs $15,100 Service: Current Planning and Urban Design South Oakville Purpose of Service: The purpose of this service is primarily to manage infill and intensification development proposals through the evaluation of applications received for the lands south of Dundas Street. The current planning function focuses predominantly on the review of land use applications (amendments to the Official Plan and Zoning By-law) and land division applications (subdivision, condominium and part lot control exemption). The Urban Design function focuses on the review of site plan applications and requests for variances to the Sign By-law. The service also provides comments to the Committee of Adjustment regarding minor variance and consent applications. Finally, the service responds to public and customer inquiries and conducts extensive public consultation with respect to development proposals. 529

21 Service: Activity Responsibilities Current Service Level Evaluation and administration of development applications Administration of the Development Review Process Complete the technical and design evaluation of a full range of development applications in accordance with legislative requirements and sound planning principles and design Co-ordinate and integrate technical and design comments received from internal departments and external agencies Conduct public consultation with respect to development proposals Report to Council, providing recommendations, with respect to development applications Review and update internal by-laws, policies, procedures and fees to effect the continuous improvement of programs and services, compliance with applicable legislation and to ensure cost-recovery targets are being achieved. Implement streamlining initiatives where appropriate Approximately 250 applications are evaluated over the course of a year in consultation with internal departments and external agencies Comments are provided to the Committee of Adjustment with respect to approximately an additional 200 applications Typical planning application fees are reviewed annually and adjusted as required in order to achieve full cost recovery Public consultation is accomplished formally through public information meetings and statutory public hearings as well as informally through counter, telephone and inquiries Policies, procedures and fees are updated as needs are identified. There is not a current policy and procedures manual in place for this service Opportunities to improve programs and services are implemented on an ongoing basis Key Performance Indicators Performance Measure Number of applications received annually Actual FY06 Target FY07 Estimated FY 07 Percent of Target Achieved Proposed FY %

22 Current Planning and Urban Design South Budget Summary APPROVED Preliminary Preliminary Recommended % Forecast Forecast Base Budget Change Budget Actuals Base Budget Change (%) Adjustments Budget 2007/2008 Budget Budget By Expenditure Type Salaries, Wages, Benefits 1,135, ,513 1,156, ,156, % 1,198,600 1,242,500 Purchased Services 63,200 53,579 67, , % 67,400 67,400 Internal Charges ,586, ,586, % 1,586,200 1,586,200 Other Expenditures 5,000 12,773 10, , % 10,000 10,000 Minor Capital & Transfer to Reserves 5, , , % 5,000 5,000 Gross Operating Expenditures 1,208, ,992 2,825, ,825, % 2,867,200 2,911,100 Activity Revenue 1,946,200 1,430,584 1,825, ,825, % 1,825,700 1,825,700 Internal Recoveries , , % 147, ,700 Tax Levy Requirement (738,000) (481,592) 851,700 (215.41) 0 851,700 (215.4%) 893, ,700 By Service Programs Current Planning & Urban Design South (738,000) (481,592) 851,700 (215.41) 0 851,700 (215.4%) 893, ,700 Service Total (738,000) (481,592) 851,700 (215.41) 0 851,700 (215.4%) 893, ,700 Service Results Narrative: The resources assigned to this service enable the evaluation of development proposals for infill and intensification projects on lands south of Dundas Street. These proposals are predominately located in established neighbourhoods and, as a result, demand considerably greater staff time and resources. Due to the high degree of integration required for these projects with the existing neighbourhoods, greater emphasis must be placed on the evaluation of urban design and built form aspects of the projects. Additional resources have not been requested relative to this service at this time, however, given the current level of development activity, maintenance of the current level of service is entirely contingent upon the ongoing implementation of streamlining initiatives, including further delegation to staff. Further streamlining initiatives will continue to be pursued and implemented with a view to facilitating the development review process to achieve a better end product. Upon the implementation of additional streamlining initiatives, resources may be requested in order to continue to provide a consistently high level of customer service Plan Current Planning and Urban Design South - Budget adjusted to reflect inflationary impact, merit increases and vacancy anticipated to be maintained during the year level of service Ensure skilled staff for the delivery of services and programs $21,500 Current Planning and Urban Design South The budget includes department reallocation based appropriate level level of service To improve the reporting accuracy of service costs $1,442,

23 of service Current Planning and Urban Design South Payments and Grants The budget has been increased for increased need for registration and filing fees level of service Ensure efficient delivery of service requirement $5,400 Current Planning and Urban Design South - Revenue Due to a reduced level of planning applications, the external revenue budget has been decreased level of service Ensure efficient delivery of service requirement $120, Plan Current Planning and Urban Design South - Budget adjusted to reflect inflationary impact level of service Ensure skilled staff for the delivery of services and programs $42, Plan Current Planning and Urban Design South - Budget adjusted to reflect inflationary impact level of service Ensure skilled staff for the delivery of services and programs $43,900 Service: Heritage Planning Purpose of Service: The purpose of this service is to enhance the Town s cultural heritage through the identification and protection of buildings, structures and areas of interest within Oakville. The service also provides technical support to Heritage Oakville to assist the committee in fulfilling its mandate. 532

24 Service: Activity Responsibilities Current Service Level Updating Current Policies and By-laws On-going Review New Initiatives Ensure policy and practices is created to implement the Heritage Act and reflect the Town s strategic direction to enhance its cultural heritage environment and ensure that this policy is reflected in the Town s new Official Plan Revise existing district plans and create new district plans as appropriate Complete a review of the current legislation and update the administrative practices and the designation by-law as required Conduct research to identify properties of heritage merit to be listed and/or designated Research, evaluation and administration of applications for permits to modify heritage properties Prepare and present reports to the Heritage Committee Site inspections and enforcement to ensure that the work completed is in compliance with the permit issued Ensure compliance with legislative requirements Identify issues early in the permit process Make more effective use of the expertise of Heritage Oakville and provide support in accordance with the Committee s mandate Expansion of the current heritage program to include designation of new heritage districts Designation of additional heritage properties Establishment of policies relating to the preservation of the Town s cultural landscape Education (Committee Symposium, external sessions) Investigation of financial incentives Currently, the heritage policies and practices have not been updated to effectively implement the revisions to the Heritage Act nor to reflect the importance of heritage resources as articulated by the corporate Strategic Plan Existing district plans are approximately ten years old and require updating. No new district plans have been created The by-law has not yet been amended in accordance with the changes to the authorizing legislation Heritage list requires updating. No new properties/buildings have been designated over the past ten years. Approximately 65 permit applications were received in 2007 Two reports are currently prepared in order to list/de-list heritage properties; the process is required to be reviewed to ensure that it reflects current legislative requirements Inspections are performed by the Heritage Planner on a complaint-only basis at the present time Timing of response does not always coincide with legislated timeframes Limited potential to expand heritage research and designation program Limited staff time to utilize opportunities for public education to increase awareness of heritage resources and preservation initiatives Currently there are no corporate financial incentives available relative to heritage preservation Key Performance Indicators Performance Measure Reports to Heritage Committee and Council Creation/revision of Heritage districts Actual FY06 Target FY07 Estimated FY 07 Percent of Target Achieved Proposed FY % % 1 533

25 Performance Measure Actual FY06 Target FY07 Estimated FY 07 Percent of Target Achieved Proposed FY 08 Heritage properties Researched % 12 Heritage properties designated % 5 Heritage permits processed % 70 Heritage Planning Budget Summary APPROVED Preliminary Preliminary Recommended % Forecast Forecast Base Budget Change Budget Actuals Base Budget Change (%) Adjustments Budget 2007/2008 Budget Budget By Expenditure Type Salaries, Wages, Benefits , , , % 354, ,200 Purchased Services ,700 48, % 9,400 9,400 Internal Charges , , % 44,500 44,500 Minor Capital & Transfer to Reserves ,000 22, % 11,000 0 Gross Operating Expenditures , , , % 419, ,100 Internal Recoveries ,000 22, % 11,000 0 Tax Levy Requirement , , , % 408, ,100 By Service Programs Heritage Planning , , , % 408, ,100 Service Total , , , % 408, ,100 Service Results Narrative: The resources assigned to this service support the work and mandate of Heritage Oakville through the provision of dedicated technical and administrative services. Improvements to the program delivery will facilitate the preservation and enhancement of the Town s cultural heritage environment and allow a more pro-active and timely response to protection/preservation of heritage resources Plan Heritage Planning - The budget for the newly created service includes redeployed staff from Current Planning and Urban Design North level of service Ensure skilled staff for the delivery of services and programs $92,

26 Heritage Planning Interdepartmental Charges and Recovery The budget includes reallocated internal charges level of service To improve the reporting accuracy of service costs $44,500 Growth and Service Level Changes to Service Activity Guideline for Deliverable Expected Outcome/Measure Council Priority/Program Objective Manager, Heritage Planning Dedicated management of the heritage function in support of the Heritage Oakville Committee and the Town s strategic directives Improved structure surrounding heritage function; greater accountability and co-ordination To enhance our cultural environment Budget Request Item PLS Contract Services for Heritage Planning Improvement to timeframes for researching permit applications and bringing reports forward to the Committee; regular approval of new heritage designations; regular additions and deletions from list; support for Committee activities Reports brought forward in accordance with legislated timeframes and current backlog of applications addressed; more measurable results including increased numbers of heritage designations To enhance our cultural environment PLS Inspector, Heritage Planning Dedicated inspection staff to monitor compliance with approved heritage permits and to complete research in support of Heritage Planning function Inspections completed on a regular basis, greater compliance with heritage permits achieved To enhance our cultural environment PLS Heritage Planner Improvement to timeframes for researching permit applications and bringing reports forward to the Committee; regular approval of new heritage designations; regular additions and deletions from list; support for Committee activities Reports brought forward in accordance with legislated timeframes; more measurable results including increased numbers of heritage designations To enhance our cultural environment PLS

27 2009 Plan Heritage Planning Plan Budget adjusted to reflect inflationary impact and the annualization of the Heritage staff approved during the 2008 budget process service level Ensure skilled staff for the delivery of services and programs $95,000 Heritage Planning One Time Items The budget has been reduced for the removal of one time funds for equipment included in the 2007 budget Ensure efficient delivery of service requirement ($11,000) Service: Technical Services Purpose of Service: To provide mapping, GIS and cartographic services to assist the various departments within the Commission and elsewhere throughout the organization. Also responsible for all public notices related to zoning changes, subdivisions and official plan amendments. The unit also assists in the development of business solutions for technical and administrative initiatives within the commission. Service: Activity Responsibilities Current Service Level Technical Services To provide mapping, GIS and Cartographic, GIS and mapping services provided within timeframes Business Unit cartographic services for the for notices as set out in the Planning Act for zoning amendments, Commission, the public and various Official Plan amendments and OMB hearings departments Legislative Coordination comply with legislative requirements of notices and Legislative Coordinators Prepare and issue required notifications within time frames set out in The Planning Act documentation for by-law changes Planning Clerks provide front line contact with public and to provide mailing, notifications, and administrative support Planning Clerks Deal with public, builders and developers in a timely fashion. Ensure deadlines for mailing of notices are within legislated time frames for planning applications 536

28 Activity Responsibilities Current Service Level Resource Planning update the consolidated Zoning By-law in a timely fashion and to ensure that the website content is updated for Planning Services Resource Planner Website and consolidated Zoning By-law are both updated quarterly for use by public and the department Key Performance Indicators Performance Measure Actual FY06 Target FY07 Estimated FY 07 Percent of Budget Proposed FY 08 Cartographic services 100% 100% 100% 100% 100% Legislative coordination 100% 100% 100% 100% 100% Planning clerks 100% 100% 100% 100% 100% Resource planning 100% 100% 100% 100% 100% Technical Services Budget Summary APPROVED Preliminary Preliminary Recommended % Forecast Forecast Base Budget Change Budget Actuals Base Budget Change (%) Adjustments Budget 2007/2008 Budget Budget By Expenditure Type Salaries, Wages, Benefits 754, , , , , % 963, ,600 Materials & Supplies 34,100 16,040 34, , % 34,100 34,100 Purchased Services 11,700 6,253 11, , % 12,800 12,800 Minor Capital & Transfer to Reserves 21,000 12,334 10,000 (52.38) 0 10,000 (52.4%) 10,000 10,000 Gross Operating Expenditures 821, , , , , % 1,020,500 1,052,500 Activity Revenue 14,300 6,110 14, , % 14,300 14,300 Internal Recoveries , , , % 1,006,200 1,038,200 Tax Levy Requirement 806, ,497 0 (100.00) 0 0 (100.0%) 0 0 By Service Programs Technical Services 806, ,496 0 (100.00) 0 0 (100.0%) 0 0 Service Total 806, ,496 0 (100.00) 0 0 (100.0%)

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