Council overview package for October 13, 2020

full bike rack

Aerial view of downtown

City Council endorsed following items at its General Committee meeting on Tuesday, October 13, 2020:

The items from the General Committee meeting will go to Council's regular Council meeting on Monday, October 26, 2020 for consideration for final approval.

City Council agenda

During its Finance Committee meeting, Council endorsed the following:

Council is meeting in person in the Council Chambers at City Hall, 500 George St. N. Residents can watch or listen to the livestream of the meetings at peterborough.ca/watchcouncil. In order to attend a meeting, individuals must register no later than 11 a.m. on the day of the meeting. To register, complete the online application at www.peterborough/delegations, or phone 705-742-7777 ext. 1820.

Watch Council

Simcoe Street Parking Garage and Jackson Creek culvert rehabilitation

Parking garage

Council supported appointing Read Jones Christoffersen Ltd. for the design and project management of the structural rehabilitation of the Simcoe Street Parking Garage and the Jackson Creek culvert at a cost of $437,200 plus tax.

The cost of the design and project management will come from already approved project budgets.

The estimated $6-million cost of construction will be recommended as part of the 2021 Draft Capital Budget and is subject to Council approval. If the project is deferred or not approved, the project management component of the work ($304,000 of the $437,200 total) would not be paid as the services would not be provided.

The Simcoe Street Parking Garage was built in 1974. Some rehabilitation work was done in 2002 to 2005. The first phase of a second rehabilitation started in 2015, focusing on replacing deteriorated concrete on structural beams, updating the drainage system, and localized repairs. An updated review in 2017 identified another $2.3 million in work to upgrade and replace the waterproofing system and repair deteriorated concrete in the structure.

The Jackson Creek culvert was in place before the Simcoe Street Parking Garage was built. The garage is on top  of the culvert. Emergency repairs to the culvert were done to preserve the culvert's structural integrity after the 2004 flood. An inspection in 2014 found that the culvert was in poor condition and the inspections in 2016 and 2018 showed further deterioration requiring almost immediate attention. When the City issued a tender for the culvert rehabilitation work in 2018, no bids were received. The rehabilitation would extend the life of the structure by an estimated 20 years.

Courier services for internal delivery of mail and supplies

Council endorsed extending the contract for internal delivery of mail and supplies for the City of Peterborough and related agencies.

The contract would be extended with Hartnett Transport Ltd. for the period of May 1, 2020 to September 30, 2020 for $27,818 plus tax and contract with Hartnett Transport would then be assigned to Hartrans Cartage Services starting October 1, 2020 for a period of four years and seven months at a cost of $312,737 plus tax.

In April 2015, Council awarded the original contract to Hartnett Transport for a five-year term with an option of one five-year extension. In August 2020, Harnett Transport informed the City it would be cease operations after September 30, 2020. Hartrans Cartage agreed to take over and assume all current contracts from Hartnett Transport as of October 1, 2020.

Enterprise resource planning software implementation

Council endorsed a status update on Phase 1 of the implementation of the SAP enterprise resource planning software and approving moving ahead with Phase 2 and Phase 3.

Council awarded the contract for implementing the enterprise resource planning software to BlueIT Group in September 2017. The cost for Phase 1 was $6 million.

Phase One of the SAP is the largest software project ever attempted by the City of Peterborough. To get a sense of the size of the project:

  • The software was configured for 5 separate organizations: City of Peterborough, Peterborough Police Service, Peterborough Public Library, Art Gallery of Peterborough and Peterborough and the Kawarthas Economic Development;
  • Configuration included setting up approximately 1,750 general ledger accounts across 330 cost collection areas, 375 capital projects, seven collective bargaining agreements and 30 different employee groups;
  • Over 1,000 different scenarios needed to be tested;
  • System testing generated over 1,600 issues;
  • 90 different sets of master data had to be extracted from the old financial software and loaded into SAP prior to go-live; 
  • Approximately 1,500 staff needed to be set up with access to SAP and given instruction on how to access the system;
  • Over 30 remote training sessions on a variety of topics were held in the weeks leading up to go-live; and
  • Since SAP was activated over 580 support tickets have been submitted to the project team with 85% already being resolved.

Given the size and complexity of the project the implementation has been a success. There have been no significant disruptions to City services during the move to SAP. With the completion of the Phase One we were able to:

  • Migrate a number of key services from out dated software systems to a current Enterprise Resource Planning software system used by a number of other Ontario municipalities including City of Toronto, City of Ottawa, Halton Region, the City of Burlington, the City of Kitchener, the City of Thunder Bay, the City of Barrie, the City of Kitchener, the City of Cambridge, and the City of Richmond Hill;
  • Implement a software system capability of replacing manual, paper-based processes with electronic workflows;
  • Implement a software system that can meet a wide range of requirements from many business areas across the organization, not just those of the Financial Services Division, both now and in the future; and
  • Implement a software system that has recently be upgraded to work with current technology and where the software provider is actively investing in new features for their product.

At the beginning of the project the goal of Phase One was to implement the following functionality:

Accounts Payable;

  • Accounts Receivable;
  • Asset Accounting;
  • Capital Projects;
  • General Ledger;
  • Human Resources Employee Database;
  • Inventory Management;
  • Maintenance Management for Fleet Services;
  • Payroll;
  • Point of Sale for the Tax and Clerks Offices;
  • Portfolio Management; and
  • Purchasing Management.

In addition to the above, the following functionality and features were also able to be implemented at this time:

  • Business Objects Report Tools;
  • Electronic Bank Reconciliation;
  • Electronic Travel and Expense Submission;
  • Electronic Workflow Approvals for Select Processes;
  • Improved System Redundancy/Recovery;
  • SAP is compatible with current technology including Windows 10 and a variety of types of devices;
  • Employee Self Serve Access to the Human Resources Information Management System;
  • Point of Sale for Peterborough Police Services and Peterborough Transit; and
  • Purchasing Card Processing.

While the primary goal of Phase One was to replace our current functionality, Phase Two and Three are about on building on that foundation. The projects that fall under these phases are about implementing new functionality that will improve staff efficiency by replacing manual processes with electronic ones and reducing our software footprint by consolidating out of date software tools into a few key enterprise software systems.

Council supported awarding Phase Two of the SAP Implementation Project to BlueIT Group Inc. at an upset limit of $1,441,400 plus tax and Phase Three of the SAP Implementation Project at an upset limit of $1,463,700 plus tax.

Smart Stormwater Grid Pilot Project application

Council supported applying for funding from the Federation of Canadian Municipalities for a Smart Stormwater Grid Pilot Project.

The Federation of Canadian Municipalities (FCM) pilot project grant will fund 50% of a project's cost, up to a maximum of $500,000. The City's pending 2021 reconstruction project at the Cedargrove stormwater management facility will be expanded to include the proposed work and the additional portion funded through the FCM pilot project grant.

Stormwater has become a major issue as weather patterns become less predictable and more extreme. In the City of Peterborough, heavy winter snowfalls, frequent snowmelt plus rainfall events, intense summer rain events, and combined with increasing population, have made flood mitigation a high priority. The proposed project is located in the Byersville Creek subwatershed. Byersville Creek is an urban cold-water system, which supports Brook Trout, making it a valuable natural asset for the City.

This project will monitor Smart Rain Cistern (SRC) systems, dispersed through an upstream sub-catchment area of the Cedargrove SWMF and installed at the lot level for properties. A maximum of 50 internet-based and real-time monitored home roof SRCs will be provided and installed within an upstream sub-catchment area of the Cedargrove SWMF. Ideally, two cisterns will be installed at 25 properties and participating property owners will receive this equipment valued at about $500 per unit – for a maximum value of about $1000 per household – free of charge. In the unlikely event 25 property owners do not participate the FCM funds can be reallocated to other tasks in the pilot project with FCM approval.

The goal will be to reduce storm runoff by at least 50% during the most common rainfall events.

Crowley Crescent and Valleyview Drive parking restrictions

Council endorsed implementing calendar parking on both sides of Crowley Crescent, north of Parkhill Road West, and on Valleyview Drive, from the east leg of Crowley Crescent to west leg of Crowley Crescent.

On November 12, 2008, City staff received a request to implement calendar parking on Crowley Crescent from Parkhill Road West to Valleyview Drive due to concerns with parked vehicles creating a hazard and reduced road capacity. Typically, calendar parking prohibits parking on one side of the street from the 1st to 15th of the month and on the other side of the street from the 16th to the end of the month. Staff conducted numerous site visits and observed vehicles parking on both sides of Crowley Crescent, with the busiest conditions occurring on Fridays during events at the church located at 784 Parkhill Rd. W. There are approximately 17 parking spaces on the church property. At that time, staff recommended that calendar parking be implemented on a small portion of Crowley Crescent and this occurred under bylaw 09-042.

Since that time, issues with on-street parking within the remaining portions of the subdivision have continued to occur and staff have received a number of complaints regarding parking on both sides of Crowley Crescent and to a lesser extent Valleyview Drive, during peak times at the church.

Since the fall of 2018, Emergency No Parking Signs have been used on Crowley Crescent to control parking during events at the adjacent church, and as a result, complaints have significantly reduced. The majority of residents who responded to a parking survey in 2018 preferred implementation of calendar parking on both sides of Crowley Crescent and Valleyview Drive. Given the success of the temporary measure, and the original survey response results calendar parking is recommended on both sides of Crowley Crescent and Valleyview Drive.

Briarhill Road parking restrictions

Council endorsed implementing a No Stopping Prohibition on Briarhill Road from 8 a.m. to 9:30 a.m. and 11:30 a.m. to 1:30 p.m. and 3 p.m. to 4:30 p.m. Monday to Friday.

Briarhill Road is a cul-de-sac that dead ends at a walkway serving Westmount Public School. The street is a rural cross section with no sidewalks, nor curb and gutter. The pavement surface is narrow at only 7.5 m in width. No Parking signs are currently in place on Briarhill Road throughout the cul-de-sac and on both sides of the road, however; there have been numerous complaints and safety concerns raised about parking on this street.

The school safety protocols require children up to a certain grade to enter the school yard accompanied by an adult and they also require parents to have eye to eye contact with the yard supervisor before they leave their children in their care. This requires that parents of younger children must park in an appropriate area and walk their child to the school yard. Since Briarhill Road does not have any sidewalks, the parents walking their children to school must walk on the road to do so.

Parents of older children can drop their children off, and the children may exit and walk into the school yard unaccompanied. Due to the convenient location, parents continue to frequently use Briarhill Road as an access point to drop children off at school. While doing so they often block both sides of the roadway, park on the boulevard, or sometimes park in the residential driveways.

The current “No Parking” regulations are not sufficient to completely prohibit this drop off behaviour. Under the Highway Traffic Act (and the City’s Parking By-Law), designating an area for No Parking prohibits parking a vehicle on the street unless the motorist is engaged in the loading or unloading of passengers or merchandise. Enforcement staff can only issue tickets for vehicles that park in such a manner as to block a driveway, block access to a fire hydrant, or park on the grass boulevard.

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