HomeMy WebLinkAboutCD-41-99
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REPORT #2
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
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REPORT
Meeting: COUNCIL
File # /CJ_ 5 GL:-
Res. # C-(P1)r-(l'j
Date: October 12, 1999
Report #: CD-41-99
By-law #
Subject: BY. LAW ENFORCEMENT DIVISION
It is respectfully recommended:
1. THAT Report CD-41-99 be received;
2. THAT the part-time Clerk I position in the Clerk's Department be made a full time position,
incorporating the duties carried out by the current part-time Clerk I and the By-law Division Clerk II;
3. THAT a new By-law Enforcement OlIicer position be approved; and
4. THAT staff be authorized to hire a part-time Clerk I in the Clerk's Department in to coincide with the
transfer of the Provincial Offences Act Administration.
REPORT:
PresenUy, the By-law Enforcement Division consists of the Senior By-law Enforcement OffICer, one By-law
Enforcement OlIicer, a full-time Clerk II, one full-time and one part-time Parking Enforcement OlIicer.
The workload on the two By-law Enforcement OlIicers has increased dramatically over the last several
years, to the point where the turn around time on addressing citizen's complaints is very often
unacceptable.
In 1996 and 1997 staff in the By-law Enforcement Division streamlined many of their investigative and
recording functions in an attempt to reduce the number of outstanding files. This led to a reduction in the
actual number of files opened from a high of 742 in 1995 to 442 in 1996 and 426 in 1997. A concentrated
effort in these two years reduced a majority of the outstanding files. This advantage was countered by the
fact that in these two years a total of 342 files were carried over to 1998. On average, the two officers can
clear approximately 350 files per year.
With provincial downloading of various responsibilities and increased growth of the Municipality, By-law
calls for service grew to 572 in 1998. Of this number, only 411 could be closed by the year's end. So far
this year there are 434 files and an outstanding balance for this year alone of 149.
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Report CD-41-99 -2- October 12, 1999
These numbers do not include routine enquiries at the counter or over the phone. They also do not include
a considerable amount of time devoted to the municipal sidewalk snow clearing program and the Line
Fences Act process.
Another major factor in the increased workload is the First Attendance Parking Facility. Every Tuesday,
Wednesday and Thursday afternoon, at least one officer must be in the office and available to conduct the
First Attendance Hearings. These Hearings are required by provincial law and are a necessary first step
for persons wishing to discuss or contest a parking ticket.
In order to provide a proper level of service to the public, one officer is required to be in the office at all
times to respond to counter and telephone enquiries. Further, one of the two officers is in fact the manager
of the Division who must also divide his time between management functions (reports, meetings, ete) and
active field investigation.
The following chart shows a comparison of municipalities across the Region with the exception of the City
of Oshawa.
MUNICIPAUTY POPULATION LANDMASS · NO. OF OFFICERS .
Aiax 64,430 26.1 3.5
Brock 11,705 161.4 2
Clarinoton 71,000 234.7 2
Pickerino 78,989 87.S 4
Scuooo 18,827 179.0 1
Uxbridoe 15,882 160.7 2.5
Whitbv 73,794 55.2 3
. Landmass provided in square miles
The chart shows the comparison of officers to landmass and population. The City of Oshawa has been
excluded. Part of their By-law enforcement is handled through Durham Regional Police and partly through
municipal staff.
With the retirement at the end of October 1999 of the individual in the Clerk II position, an opportunity for
reviewing staff functions has arisen.
The Council Services Division of the Clerk's Department has a part-time Clerk I position. This individual
works 24 hours per week, running Council and Committee agendas, providing switchboard relief and
assisting with general office duties.
It is recommended that this position be made a full time Clerk I and take on the added responsibility of
clerical aspects of the By-law Enforcement Division. This new position will be a union position and will
therefore be advertised in accordance with the Union contract.
With the transfer of the Provincial Offences Act administration, the clerical workload in the By-law
Enforcement Division will increase in the new year. The anticipated transfer date is April 2000. It is
recommended that a part-time Clerk I be hired at that time to relieve the By-law Enforcement Clerk I of the
non-By-Iaw related clerical duties and allow sufficient hours to complete the additional workload.
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Report CD-41-99
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October 12, 1999
A comparison of the staffing in this area, present and proposed, follows:
PROPOSED - PROPOSED -
POSITIONS PRESENT OCTOBER 1999 APRIL 2000
Part-Time Clerk I $14,992 - $11,536
Clerk I - $22,694 $24,560
Clerk II $33,157 - -
Bv-Iaw Enforcement Officer - $33,563 $36,560
TOTAL $48,149 $56,257 $72,656
In summary, the proposed staffing change in the Clerk's Department will resutt in the increase of one
By-law Enforcement Officer at a cost of about $24,500 to be added to the 2000 Budget. The Chief
Administrative Officer has reviewed the proposed changes and agrees the current level of service in by-law
enforcement is unacceptable and must be rectified as soon as possible. The pending retirement of the
Clerk II, presents an opportunity to re-tool and adjust the department organization, thereby meeting current
and future needs ofthe community.
Reviewed by
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Franklin Wu, M.C.I.P.
Chief Administrative Officer