1. October 20, 20031 Performance Measurement Report to the Finance and Administration Committee of the County of Renfrew Finance and Administration Committee

2. October 20, 20032 Introduction Objective Scope Methodology Environmental Scan-Private Sector Agenda

3. October 20, 20033 Environmental Scan-Public UN Canada Ontario Ontario Center for Best Practice OMBI MMAH Agenda

4. October 20, 20034 Results Conclusion Agenda

5. October 20, 20035 Introduction In 2000, the Ontario Government introduced a Municipal Performance Management Program that has signaled a change of focus for Ontario municipalities. In response to this change, many of Ontario’s municipalities have initiated a corporate program to track and compare operating efficiencies.

6. October 20, 20036 Introduction The County of Renfrew has also made performance measurement a priority for the organization. During the development of the 2003 Budget, the County of Renfrew began to shift the focus away from a purely financial exercise, to the development of a business plan which includes corporate and departmental vision, values, goals and objectives.

7. October 20, 20037 Introduction Benchmarking has become standard municipal practice creating a method to balance cost efficiency, quality service and taxpayer satisfaction. This new business plan approach therefore required each department to benchmark key service delivery processes against other Ontario municipalities.

8. October 20, 20038 Introduction Unfortunately, many of the County of Renfrew departments found it difficult to find comparative information. Most municipalities were just beginning a similar exercise and had not yet developed a database of program measures.

9. October 20, 20039 Objective Following the completion of the 2003 Budget cycle, the Finance Department was asked to conduct a review of performance measurement indicators for Ontario municipalities (specifically Counties and Regions) and report these findings prior to the development of the 2004 Business Plans.

10. October 20, 200310 Scope The Finance Department included within it’s 2003 Business Plan the addition of a part time summer student to assist the department with data collection. The scope of the project was limited to a cursory review of the data which is readily available through the internet or other accessible information.

11. October 20, 200311 Methodology The work plan required a review of all Upper Tier and Regional Government websites as well as a search for performance management within the Federal and Provincial Government as well as municipal organizations and private industry.

12. October 20, 200312 Methodology Early on in our review, it became obvious that many county / region’s websites did not provide the specific data needed to create benchmarks at the departmental level. A survey was then created to augment the electronic data and was sent to all 36 counties/regions in Ontario… 30% response rate

13. October 20, 200313 Environmental Scan-Private Sector During our review of the available material, we discovered that the concept of performance management has been widely accepted by the private sector for many years and widely used by almost every large corporation in North America during the last few decades…Fortune 500

14. October 20, 200314 Environmental Scan-Private Sector Management concepts such as ISO 9000, Total Quality Management, Just-In-Time production systems, Time-Based competition, Customer-Focused Organizations, Balanced Scorecard, Activity-Based Costing, Employee Empowerment and Reengineering

15. October 20, 200315 Environmental Scan – United Nations United Nations Human Development Index 4 Measures on the Index: economic prosperity literacy life expectancy education enrolment To keep the Human Development Index in perspective, differences in scores between 1st (Norway, 0.942) and 3 rd (Canada, 0.940) and 6th (US, 0.939) are so minimal as to be insignificant.

16. October 20, 200316 Environmental Scan - Canada Canada's Performance 2002 (report to Parliament) presents data on 19 societal indicators that reflect a balance of social, economic and environmental interests. These indicators have been grouped according to four main themes:

17. October 20, 200317 Environmental Scan - Canada 1. economic opportunities and innovation in Canada 2. the health of Canadians 3. the Canadian environment 4. the strength and safety of Canadian communities

18. October 20, 200318 Environmental Scan - Canada Economic opportunities and innovation in Canada - 6 indicators Real gross domestic product (GDP) per capita Real disposable income per capita Innovation employmentemployment rate Literacy Educational attainment

19. October 20, 200319 Real gross domestic product (GDP) per capita

20. October 20, 200320 Results - Canada Canada is doing well with respect to health, life expectancy, infant mortality. Canada's economy has shown strong performance, especially in the area of employment But not all members of our society are reaping the benefits Less involved civic society (safety) Environmental indicators continue to be a cause for concern.

21. October 20, 200321 Environmental Scan - Ontario The Institute for Competitiveness and Prosperity is an independent, not-for- profit organization that deepens public understanding of the economic factors behind Ontario's economic progress.

22. October 20, 200322 Environmental Scan - Ontario They are funded by the Government of Ontario and are mandated to share their research findings directly with the public.

23. October 20, 200323 Environmental Scan - Ontario The Institute's first priority will be to develop ways to measure and monitor Ontario's economic progress. This entails comparing Ontario's performance with other provinces, U.S. states and other jurisdictions by creating an indicator system. Such systems have been created in many other jurisdictions and provide the foundation for a policy.

24. October 20, 200324 Environmental Scan - Ontario Result of the Study ……… 14th among 16 peer North American jurisdictions in economic prosperity

25. October 20, 200325 Environmental Scan - Ontario Summary ………. Improving productivity is the key to closing our prosperity gap

26. October 20, 200326 Environmental Scan - Ontario Ontario’s capability for strengthening productivity is driven by its capacity for innovation and upgrading. This capacity is built on an integrated set of four factors:

27. October 20, 200327 Environmental Scan - Ontario How To Improve Productivity: 1. Heighten aspirations across Ontario Competitiveness, growth, global excellence, innovation, entrepreneurship, creativity 2. Increase productivity-enhancing investments for future prosperity Higher education, machinery, equipment, technology

28. October 20, 200328 Environmental Scan - Ontario How To Improve Productivity: 3. Strengthen motivations through tax reforms Motivations to work, hire, and invest for the future are hindered by high marginal tax rates 4. Strengthen market structures. Successful industries need other clusters of like industries to be more competitive

29. October 20, 200329 Environmental Scan - The Ontario Centre for Municipal Best Practice Partnership, formed in 2002, between the Association of Municipalities of Ontario and the Ontario Ministry of Municipal Affairs and Housing. It will be a virtual electronic library of best practices

30. October 20, 200330 Environmental Scan - The Ontario Centre for Municipal Best Practice Purpose…….. to identify 'best practices', and prepare reports offering guidance for practitioners interested in applying them.

31. October 20, 200331 Environmental Scan - The Ontario Centre for Municipal Best Practice Who is part of this? Association of Municipalities of Ontario Province of Ontario Ontario Municipal Benchmarking Initiative Ontario municipalities Other professional associations (eg. OMAA, OGRA, MFOA, AMCTO)

32. October 20, 200332 Environmental Scan - The Ontario Centre for Municipal Best Practice Who is part of this? Municipal Practitioners Technical advisors Academic advisor(s) Private sector advisor(s)

33. October 20, 200333 Environmental Scan - The Ontario Centre for Municipal Best Practice Unfortunately, although the Province has invested over $100,000 in start up costs and over $150,000 in annual operating funding, the Centre for Municipal Best Practices has only produced two reports. One deals with Waste Management and is therefore of no use to the County of Renfrew and the other dealing with Roads Winter Control.

34. October 20, 200334 Environmental Scan - The Ontario Centre for Municipal Best Practice Roads Report 1. Premix sand and salt 2. Handbook 3. Use full cost accounting technique 4. Flexible winter staff schedules 5. Regular 16hr/day 2 shift schedule

35. October 20, 200335 Environmental Scan - The Ontario Centre for Municipal Best Practice Although the concept of a “best practice” has merit, the lack of detailed comparative cost information and the lack of efficiency and effectiveness measures makes this project of little use to the County of Renfrew at this time.

36. October 20, 200336 Environmental Scan - The Ontario Municipal CAO Benchmarking Initiative (OMBI) is a partnership project to push for service excellence in municipal government. Participating municipalities are working together to identify and share performance statistics, operational best practices and to network in a spirit of innovation and entrepreneurship to push for even greater successes.

37. October 20, 200337 Environmental Scan - The Ontario Municipal CAO Benchmarking Initiative (OMBI) Expert Panels have been created to study long term care, roads, solid waste, emergency measures service (ambulance), water and wastewater services.

38. October 20, 200338 Environmental Scan - The Ontario Municipal CAO Benchmarking Initiative (OMBI) Once again, there has been a significant amount of activity and expenditure by this organization since 1999, but, at the time of writing this report, the OMBI group has not yet released any information regarding benchmarks.

39. October 20, 200339 Environmental Scan - MMAH The Municipal Performance Measurement Program (MPMP) was a new initiative designed to provide taxpayers with useful information on service delivery and municipalities with a tool to improve those services over time. (2000)

40. October 20, 200340 Environmental Scan - MMAH Yet the province does not release the information to municipalities and the reporting requirements do not ensure wide distribution. In fact, they appear designed to ensure the opposite, as there is no mechanism for municipalities to easily compare the information.

41. October 20, 200341 Environmental Scan - MMAH Municipalities can report the data through direct mail, a property tax bill paid ads in local newspapers posting the information on their municipal websites to compare the information.

42. October 20, 200342 Environmental Scan - MMAH This means there is NO way for any of us to go to a central site to view comparative data for Ontario municipalities If you want to find out, then you need to contact each municipality and ask !!

43. October 20, 200343 Results of Our Study Review of the 2001 Financial Information Returns, as provided by the Ministry of Municipal Affairs and Housing General observations. The following municipalities do not all offer the same services, therefore the following summaries are not always comparable However, the analysis does provide a general framework for us to compare the financial position of the County of Renfrew to the other 35 Counties and Regions in Ontario.

44. October 20, 200344 Residential Tax Rates HALIBURTON COUNTY $206.78 1 RENFREW COUNTY $408.52 8 KENT COUNTY $1038.25 30

45. October 20, 200345 Commercial Tax Rates HALIBURTON COUNTY $306.60 1 RENFREW COUNTY $741.34 17 KENT COUNTY $2042.32 32

46. October 20, 200346 Industrial Tax Rates HALIBURTON COUNTY $355.28 1 RENFREW COUNTY $1486.72 23 KENT COUNTY $3030.12 31

47. October 20, 200347 Tax Revenue per SQKM HAMILTON$440,886 1 RENFREW COUNTY $2,701 33 HALIBURTON COUNTY $1,378 36

48. October 20, 200348 % TAX $ OF TOTAL REVENUE $ YORK65% 1 RENFREW COUNTY 23% 35 HASTINGS COUNTY 10% 36

49. October 20, 200349 % PIL$ OF TOTAL TAX $ OTTAWA15.7% 1 RENFREW COUNTY 11.5% 2 OXFORD COUNTY 0.4% 36

50. October 20, 200350 TOTAL OPERATING EXPENSE $ OTTAWA $1.67 BILL 1 RENFREW COUNTY $90.9 MILL 16 HALIBURTON COUNTY $12.1 MILL 36

51. October 20, 200351 SURPLUS % OF TOTAL REV HAMILTON 29.55% 1 RENFREW COUNTY 2.44% 15 DUFFERIN COUNTY (2.30%) 36

52. October 20, 200352 RESERVE $ & RESERVE% OF TOTAL REVENUE PEEL $1.1 BILL 129% 1 RENFREW COUNTY $10.1 MILL 11% 33 PRESCOTT&RUSSELL $4.5 MILL 6.2% 36

53. October 20, 200353 CHANGE IN RESERVE BALANCE FOR 2001 BRUCE COUNTY (41.6%) 1 RENFREW COUNTY (5.6%) 12 HALBURTON 70.2% 36

54. October 20, 200354 % CAPITAL SPEND OF TOTAL SPEND DUFFERIN COUNTY 51.7% 1 RENFREW COUNTY 8.5% 30 HURON COUNTY 3.4% 36

55. October 20, 200355 LTD AS A % OF TAX REVENUE YORK REGION 110.6% 1 RENFREW COUNTY 8.1% 23 PETERBOROUGH COUNTY 0% 36

56. October 20, 200356 % OPERATING COSTS SPENT ON GEN GOVERNMENT - MPMP RENFREW COUNTY 1.36% 1 OTTAWA3.74% 14 PRINCE EDWARD COUNTY 7.29% 24

57. October 20, 200357 FINANCE-COST PER AP & PAYROLL TRANSACTION (5) $/AP $/PAY RENFREW COUNTY $4.89 $3.53 LOW ELGIN COUNTY $24.80 $56.94 HIGH

58. October 20, 200358 FINANCE-EXPENSES PER FTE(6) RENFREW COUNTY $15.16 MILL LOW LAMBTON COUNTY $6.01 MILL HIGH

59. October 20, 200359 HR-2001 EXPENSES PER EMPLOYEE (8) SIMCOE$2311 RENFREW COUNTY $508 4 SUDBURY$15238

60. October 20, 200360 IT-COST PER WORKSTATIONS 2001 ELGIN$22491 RENFREW COUNTY $21093 LAMBTON$16956

61. October 20, 200361 COMMUNITY SERVICES – COST PER HOUSEHOLD PRESCOTT&RUSSELL$1458 1 RENFREW COUNTY $884 7 BRANT$65 36

62. October 20, 200362 COMMUNITY SERVICES – AVG MTHLY CASELOAD PER FTE SUDBURY49 1 RENFREW COUNTY 31 4 PEEL23 5

63. October 20, 200363 CHILD CARE – COST PER HOUSEHOLD DUFFERIN$326.21 1 RENFREW COUNTY $61.31 24 FRONTENAC$6.62 33

64. October 20, 200364 SOCIAL HOUSING – COST PER HOUSEHOLD WELLINGTON$569 1 RENFREW COUNTY $194 16 FRONTENAC$21 36

65. October 20, 200365 SOCIAL HOUSING – COST PER UNIT DUFFERIN$7290 1 RENFREW COUNTY $6386 2 SIMCOE$3971 6

66. October 20, 200366 AMBULANCE – COST PER HOUSEHOLD HURON$168 1 RENFREW COUNTY $135 7 WELLINGTON$36 36

67. October 20, 200367 AMBULANCE – COST PER CALL # CALLSCOST PER HALIBURTON 3900$601 1 RENFREW COUNTY 12250$490 2 PEEL90578$207 10

68. October 20, 200368 AMBULANCE – COST PER VEHICLE KM # KMCOST PER ELGIN 173,239 $13.75 1 RENFREW 719,756 $8.35 4 DUFFERIN 290,361$6.10 8

69. October 20, 200369 POA – SURPLUS % OF REVENUE FRONTENAC 97% 1 RENFREW COUNTY 65% 7 GREY3% 24

70. October 20, 200370 POA – FINES PROCESSED PER FTE LEEDS & GRENVILLE 5856 1 RENFREW COUNTY 3858 3 STORM,DUND,GLEN 2750 5

71. October 20, 200371 EC DEV – COST PER HOUSEHOLD SUDBURY $60.25 1 RENFREW COUNTY $20.90 6 SIMCOE $1.75 26

72. October 20, 200372 PLANNING – COST PER HOUSEHOLD BRANT $112.01 1 RENFREW COUNTY $17.54 15 FRONTENAC $0.96 33

73. October 20, 200373 ASSISTANCE TO THE AGED-% LTC OF TOTAL EXPENSES FRONTENAC 31.5% 1 RENFREW COUNTY 17.0% 10 STORM,DUN,GLEN 1.6% 35

74. October 20, 200374 LTC – PER DIEM COSTS- 8 HOMES NURS PRO FOOD OTHER RENFREW CTY65.50 5.27 4.83 39.37 AVERAGE56.27 5.23 5.41 39.95

75. October 20, 200375 PUBLIC WORKS - % OF TOTAL COSTS SPENT ON PW HALIBURTON35.2% 1 RENFREW COUNTY 12.0% 17 HALTON REGION3.0% 35

76. October 20, 200376 WINER CONTROL COST PER KM - MPMP SUDBURY$3852 1 RENFREW COUNTY $1380 14 KENT$329.93 23

77. October 20, 200377 CONCLUSION There appears to be little doubt that the Province of Ontario will continue to keep performance measurement a priority for Ontario municipalities. In addition, organizations such as the Canadian Taxpayers Federation and the media seem intent on publicizing this type of information as it becomes available.

78. October 20, 200378 CONCLUSION Unfortunately, after several years of effort and hundreds of thousands of dollars, organizations such as the Ontario Centre for Municipal Best Practices and the Ontario Municipal CAO’s Benchmarking Initiative have very little substantive information to share with municipalities to assist them in their efforts to establish performance indicators

79. October 20, 200379 CONCLUSION However, in spite of the difficulties we encountered in our attempts to collect performance indicator information, we are convinced that there is value in continuing to collect and compare municipal performance information for a number of reasons:

80. October 20, 200380 CONCLUSION 1. Measurement helps improve performance. 2. Performance measurement strengthens accountability 3. Performance measurement stimulates productivity and creativity. 4. Performance measurement improves budget processes

81. October 20, 200381 COPY OF THE FULL REPORT WWW.COUNTYOFRENFREW.ON.CA DEPARTMENTS FINANCE REPORTS 2003 Performance Measurement Report - September 2003