Town of Ingersoll Clerk s Department Report C-029/12

Town of Ingersoll Clerk s Department Report C-029/12 TO: FROM: Mayor Comiskey and Members of Council Marsha Paley, Clerk/Deputy Chief Administrative Officer DATE: February 8, 2012 SUBJECT: Clerk s Department 2011 Year End Statistics Report Recommendation: THAT the Council for the Town of Ingersoll receives for information the Clerk s Department Report C-029/12 entitled Clerk s Department 2011 Year End Statistics Report. Discussion: The Clerk s Department began to record statistical information on the various responsibilities staff performs especially those which result in revenue or expenses. On a monthly basis, these statistics are found in the Clerk s Department monthly report. To show trends on a bi-annual basis, starting in 2011 a six-month report was provided to Council. The following report is a compilation of the entire year of 2011 statistical information. The numbers generated will offer some general information on trends, cost centres and areas of potential revenue generation. It will give a level of performance measurement for the Clerk s Dept. Financial Implications: None for this report. Attachments: Attachment 1: 2011 Year End Statistics Attachment 2: Comparison of 2010 and 2011 Revenues Attachment 3: Meetings of Council, Reports, Resolutions and By-Laws Attachment 4: Year End Report from Information Technology Section Summary: The 2011 Year End Statistics Report provides a basis for subsequent annual statistical reports. Original Signed by Marsha L. Paley, MCIP, RPP, CMO Clerk / Deputy Chief Administrative Officer 1

Attachment 1: 2011 Year End Statistics The following are the vital statistics and summary information for Commissions of Oaths, Paratransit, Lottery Licences, Plaques/Certificates ordered and Parking Permits and Infractions for the Town of Ingersoll for the period of January 01 to December 31, 2011: A. Marriage Licenses Total: 190 (Total Revenue: $17,100.00) Marriage Licenses Issued for Ingersoll Residents - 44 Number of Out-of Town Licenses issued by the Town - 146 Alberta - 4 Alymer - 1 Ayr - 1 Barrie - 2 Beachville - 2 Blenheim - 2 British Columbia - 2 Brantford - 1 Brownsville - 1 Delhi - 1 Dorchester - 3 Dundas - 2 Embro - 1 England - 1 Guelph - 1 Hamilton - 2 Ingersoll - 44 Kitchener - 3 London - 70 Mt. Elgin - 1 Mississauga - 1 Norwich - 1 Owen Sound - 1 Pennsylvania - 1 Putnam - 2 Salford - 1 Springford - 1 St. Marys - 1 St. Thomas - 2 Stratford - 1 Strathroy - 2 Thamesford - 5 Thorndale - 1 Tillsonburg - 3 Trenton - 1 United Kingdom - 1 Vineland - 1 Waterloo - 1 Windsor - 1 Woodstock - 17 2

B. Civil Marriage Ceremonies Total: 15 (Total Revenue: $1,800.00) Legend: OS Off Site CC Council Chambers January - 1 (OS) February - 0 March - 1 (CC) April - 0 May - 1 (OS) June - 1 (OS) July - 3 (2 OS; 1 CC) August - 2 (OS) September - 3 (2 OS; 1 CC) October - 2 (1 OS; 1 CC) November - 0 December - 1 (OS) Civil Marriage Inquiries/Bookings Total: 17 January - 3 February - 1 March - 3 April - 0 May - 2 June - 2 July - 2 August - 2 September - 1 October - 0 November - 1 December - 0 C. Burial Permits Total: 124 (Total Revenue: $275.00) In-town: 69 Out-of town: 55 D. Commissioners Oaths Total: 178 (Total Revenue: $1,910.00) In-town: 156 Out-of-town: 22 E. Paratransit Tickets (Total Revenue: $13,104.00) Ticket Sales: 4368

F. Parking Passes: Total: 44 ½ (Total Revenue: $1,300.00) Day Parking Permit: 30 (Includes one annual permit) Evening Parking Permit: 12 24-Hour Parking Permit: 2 ½ months G. Parking Complaints: Number of Complaints Received between January & November - 92 Actual Number of tickets that were voided - 49 Number of tickets that remained valid - 43 H. Parking Infractions Tickets issued: 1182 (Total Revenue: $22,763.00) Paid in Full: $17,445.00 (951 tickets in total) Partially Paid: $1,810.00 (85 tickets in total) Late Fees: $1,620.00 Service Fee: $1,888.00 Total: $22,763.00 Voided Tickets: $14,976.00 (94 tickets in total) Voided Reinstated: $51.00 (3 tickets) Dismissed: $1,660.00 (83 tickets in total) I. Plaques Ordered - Total: 18 (Cost per plaque: $45.00) J. Certificates Ordered Total: 6 K. Lottery Licence Total: 20 (Total Revenue: $2,821.59) Bingos: 2 Nevada: 5 Raffle: 13 L. Transient Trader Licence Total: 2 (Total Revenue: $400.00) 4

Attachment 2: Meetings of Council, Reports, Resolutions and By-Laws A. Meetings Regular Meetings of Council: 12 Special Council Meetings: 9 Council Education & Training: 1 TOTAL: 22 B. Reports The Clerk s Dept. prepared fifteen (15) reports for Council in 2011 including: 1. Post-2010 Election Accessibility Report C-010/11 2. Grant for Accessible Playground, Washrooms/Change Rooms & Pathways in Victoria Park Report C-011/11 3. Request to Purchase from Reserves Report C-050/11 4. Changes in upcoming Council meetings Report C-068/11 5. Administration Mid-Year Statistics Report C-099/11 6. Records Management & Retention By-law Report C-114/11 7. Council Code of Conduct Policy and Accountability & Transparency Report C- 117/11 8. Revisions to Procedural By-law Report C-118/11 9. Delegation of Duties & Powers Report C-132/11 10. 2011 Holiday Closure & 2012 Statutory Holidays Report C-161/11 11. Radio Interference Report C-163/11 12. 2012 Regular Council Meeting Schedule Report C-187/11 13. Paratransit & Animal Control Tenders Report C-188/11 14. 2012 Closed Meeting Investigator Report C-189/11 15. Enhanced Site Plan Process Report C-190/11 C. Resolutions The Clerk s Dept. prepared 329 resolutions including: 1. elimination of health care professionals recruitment incentives; and, 2. anti-bullying. 5

D. By-laws The Clerk prepared 71 by-laws for Council in 2011 such as: Legend: ( ) By-laws created to adhere with Provincial legislative requirements. By-Law Type Number Developed Topic Appointments 4 Ingersoll Police Services Board Division Registrar and Deputy Division Registrar Municipal Weed Inspector Council Committees & other positions Amendments 10 Zoning By-law 04-4160 Fire Department By-Law 08-4450 Infrastructure Stimulus Fund Building Numbering Funding Agreement for Infrastructure Projects (COMRIF) Zoning By-law Wierenga Zoning By-law B.W. Conn Homes Ltd. Traffic & Parking By-Law Cottage Street By-Law 10-4585 authorize execution of Site Plan Agreement B.W. Conn Homes Ltd. Zoning By-law CMHC/Wierenga Close Streets 1 McKeand Street to rename southerly portion Designate as a Highway 4 Pyne Hall Subdivision CAM-DON Properties, Woodland Estates Part Lot 222, Block 63, Plan 279 (David Street) Remove two one foot reserves on portions of Ingersoll Street Emergency Management 1 Reciprocal Emergency Assistance 6

By-Law Type Number Developed Topic Funding 1 Community Development Assistance Fund Lease Agreements 3 Chamber Office Oxford County School Museum Town Hall Basement Oxford County School Museum Former Sports Hall of Fame Loan Agreements 5 Façade/Signage Revitalization Loan CMHC Façade/Signage Revitalization Loan Grandpa s Attic Façade/Signage Revitalization Loan Tony & Gus Hair Styling) Façade/Signage Revitalization Loan Sew Stylish Wedding Works Open & Establish Streets 1 Wonham North Parts 1 &2 Procedural 5 Proceedings of Council and Council Committees Code of Conduct Council, Local Boards, Advisory Committees Accountability & Transparency Delegation of Duties & Powers Public Notice Rental Agreement 1 132 Thames Street, Upper Unit Records Retention 1 Repeal retention periods Service Agreements 5 Old Time Taxi - Paratransit Hillside Kennels Police Services Commissionaires Great Lakes Court Security 7

By-Law Type Number Developed Topic Service Agreements (cont d) Prisoner Transportation Program Sewage System 1 Oxford County Management Agreement Signage 2 Pidel Homes Gatto Homes Site Alteration Agreement 1 Sifton Properties Site Plan Agreement 3 140 Benson Street (Webb) Mid-Town Motors (Anthony) Pharmasave Subdivision Agreements 1 Sifton Properties Traffic & Parking 1 Temporary Parking on Catherine between George & Carnegie St. Transfer Vacant Lands 1 Part Lot 144, Block 27, Plan 279 (King St. West) Treasury 7 2011 Interim Tax Levy Temporary Borrowing Adoption of 2011 estimated current and capital expenditures Dedicated Gas Tax Funds Agreement Assessment Appeal Settlement Agreement General Motors Retirement Benefits to Non-Union Retired Employees County Loan Borrowing 8

Attachment 3: Comparison of 2010 and 2011 Revenues Category 2010 2011 Marriage Licenses Total Revenue $20,970.00 (233) $17,100.00 (190) Civil Wedding Ceremonies N/A $1,800.00 (15) Burial Permits Total Revenue $340.00 (68) $275.00 (55) Commissions Total Revenue $1,545.00 $1,910.00 (178) Paratransit Ticket Sales $12,834.00 (4278) $13,104.00 (4368) Parking Permits Total Revenue $1,680.00 (58) $1,300.00 (44 1/2) Parking Tickets Issued Total $52,974.00 (1028) Voided/Dismissed Tickets $30,552.00 (276) Parking Infractions Total Revenue $34,110.00 (1182) $16,687.00 (180) $22,422.00 $22,763.00 Plaques Ordered 5 18 Certificates Ordered N/A 6 Lottery Licenses $3,183.22 $2,821.59 Lunch Wagon Licenses $325.00 (2) $0.00 Transient Trader Licences $00.00 $400.00 (2) 9

Attachment 4: Year End Report from InformationTechnology Section 2011 was a busy year. There were a number of major implementations that took place last year, some planned and some unplanned. The projects listed below that IT has identified as working on, were scheduled for 2011. Because they are minimal to zero impact on the budget or they were dollars that were allocated through reserves these were pushed into 2012. The first project of 2011 was the Great Plains upgrade to Version 10 then Version 2010 (GP11). With this upgrade additional training was required in Microsoft SQL (pronounced see-quel) 2008 and Server 2008 R2. Microsoft SQL Server 2008 was installed to handle the new version of Great Plains. Great Plains versions, 10 and 2010 were not compatible with Microsoft SQL 2000. This then allowed the General Ledger Conversion to be completed with our financial vendor. Another project was the upgrade of machines in the YTLC and the TVDSB Lab. These machines require that an image be built that only allows students and youth to be able to do a certain amount of activities on the machines. We also segregated the Fusion Network to have staff utilize the Land Line circuit between the Town Hall and the Fusion Centre. The YTLC, Radio Booths, TVDSB Lab and Recording studio utilize an ADSL circuit through the Counties WAN provider, PacketWorks. This improved network latency for both sides of the centre. All network switches were replaced in town buildings except Public Works. Two phone systems were also implemented, one at Victoria Park Community Centre and Fire Hall. The network was rewired at Victoria Park and a data center was created in the upstairs maintenance room to alleviate the congestion in the Electrical Room on the main floor. This removed the data center from under a desk giving service staff easier access to the Local Area Network (LAN) and Wide Area Network (WAN) equipment. With this move we were able to connect a higher speed radio circuit from the center to the Town Hall via the Water Tower. The old circuit was only providing 1 megabit of data transmitting and receiving where now the speed tests are showing 5.5 megabit circuit receiving and 3.7 megabit circuit transmitting. IT Staff was also involved in the ROC Project to implement High Speed Network access to Oxford County and a point of contact for this service for the town. This $3,000,000 project is in the final phase which is the erection of the Zorra Tower. The final leg of the project will provide a service to unserviced areas around the Ingersoll area. End date of the project is March 2012. Staff also attended the Annual Municipal Information Systems Association (MISA) Conference in Toronto and the MISA Security Conference in October. 10

Statistics. Town of Ingersoll 1405 calls created in 2011. 7 Calls carried over from previous years still open. 22 Calls created in 2011 carried over into 2012. Township of South-West Oxford 87 Calls created in 2011 $951.00 plus mileage was billed to the Township for 2011 Services 11