2012-06-11_Supplemental Agenda Packet--Dossier de l'ordre du jour supplémentaireCity of Saint John
Common Council Meeting
Monday, June 11, 2012
Location: Common Council Chamber
Supplemental to Agenda
8.4(a) City Manager: Transportation & Environment Services
8.6 Common Clerk: Common Clerk's Services
City of Saint John
Seance du conseil communal
le lundi 11 join 2012
Lieu: Salle du conseil communal
Ordre du jour supplementaire
8.4a) Directeur general: Services de transport et d'environnement
8.6 Greffi&e communale: Services de la greffiere communale
Common Council Orientation
William Edwards, P. Eng.
Commissioner
June 11 , 2012
Growth & Planning
Neighbourhood
Roadway
Drinking
Financial
Human
Services
Improvement
Maintenance
Water
Management
Resources
Permitting &
Recreation and Cultural
Sidewalk
Industrial
Pension
Corporate
Inspection Services
Programming
Maintenance
Water
Administration
Planning
Development
Fire and Rescue
Pedestrian and Traffic
Wastewater
Asset
intergovernmental
Su pp ort
Services
Management
Management
Affairs
Geographic
Emergency
Stormwarer
Utility Business
Corporate
Information Systems
Management
Management
Management
Communications
Solid Waste
Information Technology
Collection
�ystetns
Engineering
Parks and Public
Spaces
*.;r
SAINT 10 11\
The Transportation & Environment Services team delivers
services that support the community in achieving its long - terra
vision and goa' of creating a green, attractive city where
people can get around safely and easily
I
SAINT 101 tt
Q 2012 Operating Budget
$1,765,351
$3,324,138
$13,158,400
$1,620,138 $1,319,948
Transportation and Environment Services
$30,4007123
Roadway Maintenance
Sidewalk Maintenance
Pedestrian & Traffic Management
Stormwater Maintenance
Solid Waste Management
Municipal Engineering
Parks & Public Spaces
SAINTIMIN
Roadway Maintenance
Sidewalk Maintenance
Pedestrian and Traffic Management
Stormwater Management
Solid Waste Management
2012 Operating Budget $23,388,264
Staffing Resources (FTE's)
Management/Professional
Inside Workforce
Outside Workforce
5.7
9.1
122.2
Parks & Public Spaces
2012 Operating Budget $5,246,508
Staffing Resources (FTE's)
Management/Professional 3.25
Inside Workforce
3.00
Outside Workforce
35.00
Casuals /Students
13.80
SAINT 10TIN
0 Engineering
2012 Operating Budget $1,765,351
Staffing Resources ( TE's)
Management/Professional 8.8
Inside Workforce 6.0
{ - • f..' .`pct L7
KA IE
SAINT 101 IN
Infrastructure Renewal - Sanitary
Jnfrastructure Renewal -Water
Recreation & Green Space
Safe, Clean Drinking Water
Storm (Flood Control)
Transportation
Wastewater Treatment
Watershed Protection
Total
Transportation and Environment Services ,
City
Share
2,365,000
3,775,000
1,260,000
5,059,135
1,246,000
1,995,000
6,503,000
600,000
$22,803,135
WNW -,
SAINT JOHN
• Improvements to the City's roads; increased funding
Complete multi -year renewal program for sub - standard sidewalks
• increase the number;of secure pedestrian friendly crosswalks
• Where possible narrow streets to increase pedestrian safety and
promote active transportation and incorporate traffic calming measures
as needed
•
Restore/replace/right size existing recreation infrastructure (Parks &
Playgrounds)
o *-
SAINT JOIN
W also trending down, particularly in transportation related areas
i 2DII Cltwn Survey- % Satisfied (Very or Somewhat) (n =802)
2010 Otszen 2004 citizen
Ipses lard
Survey
Survev
Municipal
Norm
Overall Municipal Ptovems/Sarvakas _
70%
79%
76%
al%
rim Services
%
98%
96%
94%
Police Sarvsoes
91%
69%
92%
85'-
Garbage /Comimmst Collection
79%
78%
80%
R5%
WastowaterTmatment
67%
W/.
VA
84%
Garbage /Compost Collection
79% i
78%
80%
85%
snow Removal
69%
71%
60%
n/a
SWwAn&Mattnanann(irKkding snow n mmaQ
J
57%
58%
18%
921%
Road Mantenence 22%
,l
34%
31°„
7W,;
P.dMv Trench !
72M
nw
near
..n
Roadway Maintenance
22 % -j
34%
31%
70%
Pads, Traib wW Other Green Spew
W%
88%
9056
90%
Recreation Programs
7596
78%
7656
$7g;.
RecreatmmFacAltm
1696
73%
75%
87%
Hatlt ce Pmservation
BD%
80%
82 °6
8e3 1,
Land rate, zoning approvak and oommudey plannmg
1
67% .L
69%
70%
70%
BuiWingInspection
—
69%
68%
65%
5096
7. ° tea how -'L-fir.'- ou ire kl z - =r i xl :, c a vdser - Fit to i : M t tE C -rf v,,j r -gin -
8! -t gr :,1for �s pe -prams m[e:_4 ltoy rWt, -CA f5c tic'mF.n.:e to - - r. - . h�...t sd t.,�arr as .F.. ;Iu trr C. -y,. j,.r"r.r °cu::, t -.:a
Aria,. n ,a e i nif..art t. ;.w . 7 11: tis -:.is
SAINT )OIIN
First contact is made by calling 658 -4455
1
A Work Request is created describing the issue /concern
A Foreman investigates the request and assigns a priority
D The work is completed based on the timelines established
for each priority
SAINT JOHN
Priority 1: CRITICAL OR EMERGENCY - Hazard to persons or property
Priority 2: URGENT - serious interruptions to normal operations
Priority ": IMPORTANT -'higher priority routine work (Preventative
Maintenance)
Priority 4: MINOR - lower priority routine work (Preventative Maintenance)
Priority 5: DEFERRED WORK - maintenance must be deferred based on
resource availability
Priority 6: DISMISSED - Work that is not part of the service delivery mandate
SAINT JOHN
A Service level is a measurement of the performance of a
system or service. The service level is usually expressed as a
percentage of a goal
Key Performance Indicators (KPIs) help organization!
understand how well they are performing in relation
to their strategic goals and objectives-
The Transportation & Environment Services have defined
service levels for many activities.
Transportation and Environment Services
suwr 102{N
• Example: Pavement Condition Index — Average pavement
condition for the network of streets at PCI 70 (fair) or better.
100
85
W 70
a
m
m 55
a
a
40
25
10
Total Average Pavement Condition (PCI)
for all City of Sal nt Joh n Streets (asphalt surface only)
PCI 70 PCI Target
W
m
u
N
ao
c
u
CL
SAINT 101 IN
Example: Maintenance of signalized intersections with a
focus on proactively replacing worn out equipment
100%
Repair Timelines 90%
Priority 1 Temporary fix
70%
within 1 day 60%
Priority 2 -- within 30 days
40%
30%
20%
10%
0%
Traffic Signal Maintenance Performance
Jan -12 Feb -12 Mar -12 Apr -12 May -12
e Priority 1
Priority 2
SAINT JOHN
• Example: Painting of lines using athletic marking paint on
rectangular fields
Class
A
painted
twice per
week
Class
B
painted
once per
week
SAINT JOHN
Critical analysis of street resurfacing /reconstruction program
• Operational and financial analysis of the line painting activities
• Street Sweeping Management Program, outline priority areas and define
level of service
• Improve accessibility of sidewalks by installing access ramps; accessible
pedestrian systems at signalized intersections & improve access across
Westmorland Road for pedestrians of all abilities
• Update inventory data to the City's GIS system
Continue to complete Service Inventory and
Condition Analysis
SAINT JOHN
Implement Traffic Calming Policy with completion of three Traffic Calming
Plans for different neighbourhoods
Improve traffic flow along Loch Lomond Road
Create Traffic Signal Infrastructure specifications
• Continue to develop and implement Preventative Maintenance Programs
within all services
• Ongoing stormwater drainage basin and local drainage projects in the
Brentwood, Milford and Honeysuckle /Sherbrooke Basins
• Assist with Municipal Street Lighting Guidelines and
Engineering Specifications
Transportation and Environment Services
• Move to collection of all residential household units with City forces
for September 4, 2012
• Report to Council regarding strategic service activities such as recycling
program
Complete trail signag6 program for Rockwood Park
• Continued efforts to improve highway signage for Rockwood Park
9
Complete Play SJ process for new Strategic Plan for Parks and
Recreation
Establish a street tree inventory that will result in
more timely, efficient preventative maintenance
efforts and result in an improved tree canopy
in the City
SAINT JO) IN
Work Capacity Deficit $4,270,306
Majority of current work activities deal with reactive maintenance rather
than preventative maintenance
Our objective is to be proactive not reactive
Outstanding Service Requests approximately — 11652
1
SAINT JOHN
Asphalt infrastructure Deficit
Outstanding backlog of streets below critical PCI, as
November 2011 is 152.85 lane km and growing
2012 Surface Maintenance Contract $3,100,000
Sustainable level in the order of $5.5M annual for asphalt resurfacing is
required to maintain existing infrastructure above critical PCI
In 2012 approximately $2.1 M of this $3.1 M is designed for asphalt resurfacing.
This calculates to a 2012 deficit of $1.31 M meaning more streets will fall into
the reconstruction category:
SANT JOHN
Current infrastructure deficit is huge and growing
• Sustainable levels of funding - Capital & Operating
Ir Outside Workforce - -- minimum 293
• Service level reductions caused by recent budget cuts
• Critical administrative services support
(Fleet; Purchasing; IT; Human kesources; Legal)
g )
Transportation and Environment Services
Transportation &Environment Services
Transportation and Environment Services
Common Council Orientation
Elizabeth Gormley
Common Clerk
June 11, 2012
Common Clerk's Office
Assistant Common Clerk
J. Taylor
Administrative Assistant 7
J. Beltrandi -Chown
Administrative Assistant 7
K. Tibbits
Administrative Assistant 4
R. Evans
Legislated Services
Common Council
Common Clerk
E. Gormley
Access & Privacy Officer ' Corporate Records Manager
D_ Burke P. Anglin
Direction to business units on City's Information Management (authority:
Archives Act)
Archives Act
Provincial Legislation sets out the mandate and responsibilities of the
Provincial Archivist, including requirements concerning the management
of municipal records
• 7(1) Public records
referred
to in a records
schedule approved by the
Provincial
Archivist
shall
be
disposed
of
in
accordance
with that records
schedule
LegislaW Services
Seven components an organization must have in place in order to
operate a basic records management program:
(a) Records Manager
(b) Inventory of Records
(c) File Classification Plan
(d) Retention Schedules
(e) Filing Centres
(fl Policies and Procedures
(g) Use of Technology, including control over micrographics and
imaging systems
(Source -- Province of New Brunswick Local Government Resource Manual)
Legiolated Services
2005 Laserfiche introduced as the electronic records management tool
for the Clerk's Office
2009 Corporate Strategic Plan commitment to develop an information
management strategy
SharePoint 2007 introduced as a City -wide collaboration tool
2011 ISO Gap Analysis Information and Documentation -- Records
management
2012 SJIM presents goal of Laserfiche and SharePoint 2010 (LfSP)
integration for a recognized standard of document and record
management and collaboration. Prototype tests in the Clerk's Office
Request to Senior Leadership Team for 2013 budget funding
SAINT 101 IN
il Appointed to assume responsibility for all records management
functions including planning, organizing, implementing, monitoring, and
coordinating the maintenance, protection, retrieval and disposition of all
information in the organization.
(Source -- Province of New Brunswick Local Government Resource Manual)
IMIL Services
''J
W Direction to internal and external customers on Access & Privacy
matters (authority: Right to Information and Protection of Privacy Act)
Right to Information and Protection of Privacy Act is known as RTIPPA.
SAINT IMIN
i
Purposes of RTIPPA:
allow any person a right of access to records in the custody or under the
control of public bodies
R control the manner in which public bodies may collect personal
information from individuals and to protect individuals against
unauthorized use or disclosure of personal information by public bodies
allow individuals a right of access to records containing personal
information about themselves in the custody or under the control of
public bodies
allow individuals a right to request corrections to records containing
personal information about themselves in the custody or under the
control of public bodies
provide for an independent review of the decisions of public bodies
under the Act.
Legislated Services a - - OFFMI - ---- - I IM
Each municipality should assign a RTIPPA officer
The officer is 1) the "access and privacy expert" in the public body and 2) a
single -entry point, mainly responsible for:
• ensuring public body adheres to its responsibilities under the Act
• incoming and outgoing communications
• processing requests and ensuring privacy standards and practices
• meeting deadlines
• appeal responses
records keeping and management
• providing advice
(Source: Province of New Brunswick, information Access and Privacy Unit, Training for Municipalities, Nov. 22, 2011)
rj:Wa • Services
SAINT JOf IN
F
• Common Clerk appointed head (designated authority)
• Rigorous timelines imposed — 30 days to respond to initial request
• Implementation date September 1, 2012
• Approximately 80 delegated powers
• Appeal process in place
SAINT JOIN
Services (Continued)
Legislative, policy and procedural advice to Council, staff and public
• Liaison between public and Council
® Council agendas, minutes, records, follow up services
Research services
• Historic, archival preservation -- 1785 to present
Committees, Pension Board, Saint John Energy and admin support to
various
° Admin support to Mayor and Council