The third-party report needs to be brought to City Council for approval, and posted publicly, by no later than October 15, 2021.
The consultant’s final report will need to outline the analysis, findings and include any identified specific and actionable recommendations for cost savings and improved efficiencies.
Discussion:
Given the very tight timelines provided by the Province under this grant funding program, Administration had little time to consider projects. Despite this challenge two projects have been identified for the grant.
Development Charges - The Asset Planning division in their efforts to build more synergies between assets, risk, condition, capital planning and funding have noted a potential opportunity as it relates to projects funded by development charges (DC).
On Demand Services – One of the recommendations in the Transit Master Plan, is to implement On Demand Services in some areas.
Development Charges Project
Over the last year the City has gone through the exercise of reviewing DC eligible projects from the previous study which was completed, what portion of the project was eligible for DC funding, what amount of DC funding was used or is planned in the capital budget, how much of the project remains, if the project should be carried forward in the new study and what new projects need to be added to the new study.
For the general categories it is relatively easy to identify a project to a capital budget project. For the road and sewer projects however this is less clear and more time consuming. There is a significant amount of effort and time spent in order to determine which projects and which assets within a capital project are DC eligible. The cost of the project and percentage which is DC eligible is also challenged by projects funded over several years. Both the Asset Planning and Engineering divisions see an opportunity to review the process of managing DC eligible projects not only for annual funding to maximize reserves also for future DC studies to improve the accuracy and efficiency with which this information can be gathered.
There was some preliminary funding allocated to the current Asset Management and Capital Planning project to scope out this work, however the funding was not deemed sufficient to address the full need. It is recommended that this project be put forward to the Audit and Accountability grant allowing us to engage with Public Sector Digest to fully review the current process, identify efficiencies and opportunities as well as potential solutions within our City Wide suite of products to generate further efficiencies and expanded accuracy on this data.