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		February 5, 1998 To: Scarborough Community Council From: Michael A. Price, P. Eng., FICE Commissioner, Scarborough Works & Environment Department Subject: Response from the Financial Advisory Board with respect to Clearing of Snow Windrows on Metro Roads Purpose: This report provides an update on the situation regarding the clearing of snow windrows across driveways on Metro roads, and the response from the Financial Advisory Board indicating that they did not approve of the action. Financial Impact Statement: The particular work is funded in the Scarborough operating budget for 1997 and is continued forward into the proposed operating budget for the new City in 1998. The work is under way and contracts have been let for this particular work. Recommendations: It is recommended that this report be received for information. Council Reference: The Scarborough Community Council at its meeting on Wednesday, January 21, 1998, directed staff to report to the Community Council on the status of the decision to clear windrows and the response of the Financial Advisory Board, including comments from the Law Department. Background: On November 26, 1997, the Scarborough City Clerk received a letter from the Financial Advisory Board that acknowledged receipt of an application from the City of Scarborough dated October 21, 1997 re removal of windrows from residential driveways. It was the decision of the Board not to approve the application. The Board stated that it does not support a decision at this stage to allow the municipalities to enhance services to their own citizens. The development of service levels to be provided to residents of the new City should be left to be dealt with by the new City Council. A copy of this letter is attached to this report as Appendix I. The Scarborough Budget Committee dealt with the staff report relating to this issue on September 25, 1997. The item was approved by Council on September 30, 1997. The report was submitted to the Financial Advisory Board in regard to Sub-section 15.1a - Variance Request as per the Financial Advisory Board guidelines, and an indication that we needed to award the contracts prior to the snowfall, and certainly to have equipment in place by the middle of November. The main purpose of the submission to the Financial Advisory Board was to inform them of a budget change and to comply with the guidelines in respect of this. The original 1997 budget submissions were forwarded in May 1997 to the Financial Advisory Board and included information on the windrow clearing program. This information included a listing of new programs and activities and indicating that the windrow clearing program was approved by Council at zero cost in the 1997 operating budget. Similarly, the transfer of $100,000.00 from the Fleet Equipment Replacement Reserve Fund to cover the equipment costs was reported as part of the section dealing with the Corporate Capital budget framework. It was pointed out that Scarborough Council directed that revenue generated from bus shelter advertising be considered to fund the windrow program. The Financial Advisory Board approved the transit shelter program on June 4, 1997. On May 26, 1997 the Acting City Manager and the City Treasurer presented the 1997 current budget to the Financial Advisory Board. The presentation clearly identified that the windrow clearing program was one of the City=s 1997 service level additions. It was also pointed out to the Board that at that time Scarborough Council did not expect the cost of the windrow program would be completely offset in 1998. At this point the new level of service for clearing of windrows from driveways on all Scarborough roads were accommodated in the current budget for 1997 and approved by the Financial Advisory Board. The only missing element was the fact that the new program did not address clearing of windrows from those driveways located on roads under the jurisdiction of Metropolitan Toronto. This portion of the service was estimated to cost $40,000.00 in 1997, and a further $160,000.00 from January to March in 1998. The work in 1997 was undertaken within the approved current budget, and the work in 1998 has been budgeted by the Scarborough submission to the new City=s Corporate budget. The City of Scarborough=s submission was at zero increase over 1997, and therefore the cost of the complete windrow clearing program had been absorbed within the proposed 1998 budgets by making appropriate cutbacks in other areas. The contractor has his equipment located in the City=s yards and has been working on this program, however, there is a provision in the contract which states that the contract is subject to Bill 103 and this allows the City to cancel the program without penalty if the service has to be cut. The timing of the Board=s decision on the Metro roads portion of the windrow program did not allow the City staff time to cancel the program as the tender had already been awarded and we are committed to fulfilling the terms of the contract until March 31, 1998. This information was relayed in a letter to the Financial Advisory Board and as a result of that information, a further letter was received from the Board which is attached as Appendix II. A copy of the letter was also sent to the Chief Administrative Officer, Mike Garrett. Conclusion: Based on the fact that the submission was made to the Financial Advisory Board regarding a change in budget as per the guidelines, and considering that the Financial Advisory Board had approved initiating the windrow clearing program as part of the 1997 current budget, we believe that the action taken by staff did conform to Bill 103 and the Financial Advisory Board guidelines. As a consequence, we believe that no further action needs to be taken on this issue, and the whole question of service level standards will be addressed by staff as part of the amalgamation process. Contact Name: Mike Price Commissioner, Scarborough Works & Environment Telephone: 396-7344 Fax: 396-5684 e-mail: price@city.scarborough.on.ca Michael A. Price, P. Eng., FICE Commissioner MAP/cb
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