Terms of Reference - Harmonization of Services

 The Strategic Policies and Priorities Committee recommends the adoption of the following report (May 27, 1998) from the Chief Administrative Officer:

 Purpose:

 This report provides an update on the process that will be undertaken for the harmonization of services where departmental programs have been restructured as a result of amalgamation.

 Funding Sources, Financial Implications and Impact Statement:

 The recommendations in this report have no immediate financial impact.

 Recommendations:

 It is recommended that:

 (1)the Chief Administrative Officer immediately direct the development of reports in each department that define service level variations across the City and identify to the appropriate Standing Committee services that must be addressed on a priority basis;

 (2)the Chief Administrative Officer report to the Strategic Policies and Priorities Committee on the key principles that will guide service harmonization for 1999;

 (3)based on the departmental service harmonization priorities determined in consultation with the Standing Committees, and using the principles approved by the Strategic Planning and Priorities Committee, the affected departments develop 1999 service harmonization plans for approval by Council through the appropriate Standing Committee to be implemented through the 1999 budget process; and

 (4)the appropriate City Officials be authorized to take the necessary action to give effect thereto.

 Council Reference/Background/History:

 Council on May 13, 1998, requested the Chief Administrative Officer to report to the next meeting of the Strategic Policies and Priorities Committee as to the process and timetable for the establishment of service levels and user fees.

 This report discusses the process that will be undertaken for the harmonization of services where departmental programs have been restructured as a result of amalgamation.

 Discussion:

 Range of Public Services and Rationalization:

 The new City offers a wide range of public services designed to both maintain and enhance the quality of life for its residents. It is actively involved in stimulating the business climate to further its economic development; maintaining and building infrastructure; providing police services; protecting the environment; providing a wide range of social services; and, managing the City=s overall growth.

 Prior to the amalgamation, all the current services were provided through the seven former municipalities. In many cases, the services provided by the former municipalities were similar and comparable, however, the programs, services, policies and local priorities were not necessarily consistent. As a successor municipality, the City has inherited the obligation to continue to provide the services its residents have become accustomed to, while trying to rationalize and harmonize them from the perspective of the unified City. Examples of services that need to be considered for rationalization include:

 (a)parks and recreation services;

(b)garbage pickup and recycling:

(c)road cleaning and snow removal;

(d)library services; and

(e)issuance of permits and certificates.

 Departmental Challenges:

 During 1998, those departments whose programs and services have been restructured as a result of amalgamation, will begin to review and assess their respective programs for the harmonization of services and user fees. All the parameters associated with the programs and service delivery will be considered, i.e., City role, program outcomes, range of services, costs, funding sources, delivery mechanisms and geographic locations. It will not be possible to undertake a review of all affected programs in 1998 for the 1999 budget cycle. This exercise will be, by necessity, a multi-year undertaking and priorities will have to be established for the sequencing of programs to be reviewed.

 The review for the harmonization of services will be undertaken in a structured manner with the participation of all key stakeholders, user groups and the public. In particular, departments will have to consider the following key factors/questions which will inform the Chief Administrative Officer=s report on guiding principles to the Strategic Policies and Priorities Committee:

 (a)compliance with legislated requirements and Council priorities;

(b)accessibility strategies;

(c)responsiveness to community needs;

(d)impact on other programs;

(e)detailed service cost analysis;

(f)analysis of demographic and geographic variables; and

(g)potential impact on low income groups.

 In addressing the factors previously mentioned, the affected departments will also have to determine which programs and services are to be recommended for review as a priority during 1998 in consultation with their Standing Committees. Impacted departments may not have sufficient information readily available for the review of programs and services in relation to services so as to initiate public consultations with user and community groups. Departments require sufficient lead time as they strive towards the harmonization of specific services in a timely manner for 1999 budget process.

 Political Process:

 In order to ensure that all the relevant concerns are addressed in an effective manner, it is proposed that the departmental service harmonization plans be reviewed by the following committees:

 (a)The Strategic Policies and Priorities Committee will approve the timetable, and the general guidelines and principles, that will guide service harmonization for 1999.

(b)The Standing Committees will review departmental reports on the harmonization of services and recommend to Council specific services to be addressed on a priority basis.

(c)The Community Councils will provide input and comment on policies as recommended by the respective Standing Committees.

(d)The recommendations of the Community Councils concerning the harmonization of services will be submitted to the respective Standing Committees and subsequently for Council=s consideration.

(e)The Budget Committee will review the budgets related to service levels based on Council=s decision as part of the 1999 budget process.

 Owing to the time constraints, it is proposed that the affected departments report to their respective Standing Committee by October 31, 1998 on the plans for the prioritization and harmonization of key services.

 The Chief Administrative Officer will report to the Strategic Policies and Priorities Committee on the principles that will guide service harmonization in 1999.

 Conclusion:

 As a result of amalgamation of the former municipalities into the new City of Toronto, services must be harmonized through a consistent and structured process, to meet the diverse needs of the City=s communities. Departments are faced with many challenges as they seek to harmonize services, and should be provided with sufficient lead time so as to properly prepare and submit their plans (by October 31, 1998) to the appropriate standing committees for the harmonization of key programs and services for 1999.

 Contact Name:

 Firoz Kara, 392-8678.