Infrastructure Deficit. Public Needs. Strategic Capacity

Transcription

1 WHAT S IN THE JAR? Facilitated by; Dr. Gordon McIntosh Local Government Leadership (LGL) Institute Infrastructure Deficit Public Needs Strategic Capacity 1

2 STRATEGIES Alignment PG 8 Efficiency Public Confidence Cost Cutting 2

3 1.1 FRAMEWORK pg. 2 SERVICES SYSTEMS 1.2 SCR MODEL pg. 3 SERVICES INVENTORY -EFFICIENCY -EFFECTIVENSS * Service Adjustments -EFFICIENCY -EFFECTIVENESS * System Adjustments SERVICE REVIEW CRITERIA CAPACITY IMPROVEMENT ESSENTIAL IMPORTANT DISCRETIONARY -RESULTS -REALISTIC * Capacity Improvement Strategies SERVICE ADJUSTMENT STRATEGY STATUS QUO DELETE STAFF -CAPACITY -COMPETENCY * Human Resource Strategy STRUCTURE -ROLES -RESPONSIBILITES * Organizational Structure IMMEDIATE SHORT TERM LONGER TERM REVENUE LEVEL PROVIDER ACTION PLAN DELIVERY EFFICIENCY EXTERNAL SERVICES INVENTORY 1.0 PROTECTIVE SERVICES (Health & Safety) 1.1 Fire Protection 1.2 Bylaw Enforcement 1.3 Traffic Enforcement 2.0 COMMUNITY SERVICES (People) 2.1 Recreation & Comm. Services 2.2 Arts, Culture & Heritage 2.3 Economic Dev. & Tourism 3.0 MUNICIPAL SERVICES (Infrastructure) 3.1 Parks & Open Spaces 3.2 Roads 3.3 Public Facility Management 3.4 Water System 1.4 Public Safety Education 1.5 Emergency Preparedness Library 2.5 Cemeteries 2.6 Land Use Planning & Control Garbage & Recycling 3.6 Sewage & Storm Water 3.7 Drainage 3.8 Agriculture Service WHAT S IN Expectations THE JAR? Facilitated by; Dr. Gordon McIntosh Local Government Leadership (LGL) Institute 3

4 INVENTORY REVIEW Description/Expectations Community Support (FCSS) One on one support/help Referrals match needs to resources Education materials & program, workshops EXPECTATIONS Increased prevention focus Increased awareness Active volunteers Reach the right targets Available for vulnerable One on one consultation Active community collaborations Best practices Trend analysis Service Assessment WHAT S IN THE JAR? Facilitated by; Dr. Gordon McIntosh Local Government Leadership (LGL) Institute 2006 LGL INSTITUTE 2.3 INVENTORY REVIEW pg. 7 COMMUNITY & PROTECTIVE SERVICES Description/Expectations Community Support (FCSS) One on one support/help Referrals match needs to resources Education materials & program, workshops EXP Increased prevention focus Increased awareness Active volunteers Reach the right targets Available for vulnerable One on one consultation Active community collaborations Best practices Trend analysis Assessment what works well/areas for attention www need assessment base & quality staff advance Provincial initiatives aa Provincial funding Monitoring gaps - Volunteer Strategic Focus 2006 LGL INSTITUTE 4

5 SERVICE ADJUSTMENT POSSIBILITIES Implementing Direction PG 17 CAPACITY REVIEW 0 1.Snow Removal - Cost Saving 2.Electrical Rates - Cost Saving 3.Bylaw Enforcement - contract out - Effectiveness 4.Grinder - contract in - Revenue generating 5.Building Inspection - Revenue generating 6.Facility Replacement Schedule - Effectiveness 7.Facility Maintenance Standards - Effectiveness 8.Park Sponsors & Partners - Revenue generating 9.Water System - Privatize- Revenue generating 10.Street Light Energy Conservation - Future cost reduction 11.Land Development Fees - Revenue generating 12.Snow Removal - cut back on frequency of service? - Cost Saving 13.Electrical rates intervention - Cost Saving 14.YTG funding arrangement - Revenue generating 15.Building Inspections fees - Revenue generating Dispatch - Territory wide - Revenue generating 17.CGC program / schedule review - Revenue generating & Cost Saving 18.Subdivision authority delegation - Cost Saving & Efficiency \ SERVICE ADJUSTMENT WORKSHEET SERVICE ADJUSTMENT ACTION PLAN TOPIC /ASSESSMENT Business Licensing Recreation Capital Projects Too many (forty) projects Museum Archival - back log Fire/Ambulance Services Maximize resources Special Events workload implications Utility Manpower Maintenance levels Sport Tourism Program development Community Planning Lack of attention OPTIONS Shift billing & collection to Finance Defer timelines Fill current vacancy Retain Contract assistance Co-Op Explore the merits of combining services Establish City support policy Contract a Coordinator Consider Position requests in 2005 budget Review standards Retain Special Events Coordinator Confirm program grant application Hire contract planner SHARED SERVICE TARGET / Notes 1. WATER Commission in place Water required for County growth Highly regulated service 2. RECREATION FACILITIES Patrons know no boundaries Funding levels do not reflect usage Mutual interest for viable operations 3. LAND USE PLANNING Confrontational Out of Date & Inconsistencies Lack of Trained Planners Expensive planning tools 4. TOURISM Costly advertising Hard to do cost/benefit analysis Better coordination required OPTIONS 1. County as contract user 2. County systems west and/or east 3. County as Commission member 1. Capital consultation process 2. Regional Facility Plan 3. Cost sharing agreement 1. Regional Planning Office 2. Standard Land Use Plan format 3. Develop more IDP s 4. Interagency consultation/referral process 1. Mutual investment in P2P 2. Regional Marketing 3. Regional strategy 4. Single point of contact ACTION (Lead Persons) 1. Conduct stakeholder needs assessment - March 2. Determine technical options June (Carl) 1. Admin to review current practices Feb. 2. Admin recommendation to ICSC Mar. 3. Recommendation to regional forum Mar. 4. Council review June 5. Draft agreement to Regional Forum - September 1. Develop IDP process template Feb. 2. Identify IDP candidates - March 3. Select pilot IDP project - May (Dan) 1. Council expectations Jan ICSC meet with P2P Jan ICSC report to Councils Mar Develop P2P contract May (Dale & Gwen) 5

6 SERVICE ADJUSTMENT IDEAS D ADJUSTMENT POSSIBILITY/ STRATEGY AIM EAS ROI C A HR Review job valuation system OE M MT X X HR Update Job descriptions OE M MT X X HR Training JE Committee member OE M MT X X HR Least cost drug policy CS M ST X X HR Benefits options menu SI/CS M ST X X HR Benefits best value audit SI/CS M ST X X HR Employee wellness assessment OE H LT X X HR Personnel evaluation system review OE M MT X X HR Training competency model assessment OE H LT X X HR Training calendar OE M ST X X WORKLOAD STRATEGIES 2.COMPENSATION REVIEW 3.OPERATIONAL PRIORITIES 4.COMMUNITY VISION OCP Review 5.SERVICE ADJUSTMENT STRATEGY Approval Staff Level Review for 2006 Budget - September Council Priority Update December Performance Appraisal System Review FINANCE (Jack) 1. Accounting System Implementation 2. Staff Level review for budget Sept. 3. Business License Billing ENGINEERING (Mitch) 1. Capital Project Oversight Formula 2. Asset Tracking System 3. PROTECTIVE ( ) 1. Community Policing Strategy 2. Fire Service Staff Requirements CORPORATE SERVICES ( ) 1. Data system - FOIPP audit 2. Bylaw Update HUMAN RESOURCES ( ) 1. Performance Appraisal System Review 2. COMPENSATION REVIEW - June 3HireCoop students SYSTEMIC TOPICS (Organizational Council/CAO) April June September September May SERVICE-SPECIFIC ADJUSTMENTS(CAO/Staff) CAO (Leo) WORKLOAD STRATEGIES 2.OPERATIONAL PRIORITIES - September 3.SERVICE ADJUSTMENT STRATEGY - May Council Priority Update December RECREATION & CULTURE (Barry) 1. Capital Project Schedule 2. Regional Cost Sharing 3. Special Event Support Policy PLANNING (Donna) 1. COMMUNITY VISION OCP Review 2. Retain contract community planner PUBLIC WORKS ( ) 1. Fill Vacancies 2. Maintenance standards OTHER 1. Web site Review 2. Convention Centre debt 3 Computer training needs assessment 1.3 SCR RATIONALE pg. 4 Capacity = Expectations Strategic Capacity Service Capacity Budget Capacity Human Capacity 6

7 2.1 SERVICES INVENTORY pg SERVICES INVENTORY pg PROTECTIVE SERVICES 1.1 Fire Protection 1.2 Land Use Bylaw Enforcement 1.3 Traffic Enforcement 1.4 Public Safety Education 2.0 COMMUNITY SERVICES 2.1 Recreation & Comm. Services 2.2 Arts, Culture & Heritage 2.3 Economic Dev. & Tourism 2.4 Library 2.5 Cemeteries 3.0 MUNICIPAL SERVICES 3.1 Parks & Open Spaces 3.2 Roads 3.3 Public Facility Management 3.4 Water System 3.5 Garbage & Recycling 1.5 Emergency Preparedness 1.6 Bylaw Enforcement 1.7 Policing 1.8 Ambulance 2.6 Land Use Planning & Control 2.7 FCSS 2.8 Seniors Housing 2.9 Public Communications Sewage & Storm Water 3.7 Drainage 3.8 Agricultural Services 3.9 Campgrounds FINANCE/PLANNING 1.1 Accounting 1.2 Taxation & Assessment 1.3 Financial Reports & Audit 2.0 LEGISLATIVE 2.1 Policy & Legislation 2.2 Council Support 2.3 Risk & Legal Advice 3.0 ADMINISTRATION 3.1 Office Systems 3.2 Contract Management 3.3 Reception & Public Info 3.4 Computer & Info System 4.0 MANAGEMENT 4.1 Human Resources 4.2 Labour Relations 4.3 Personnel Services 1.4 Budget Process 1.5 Purchasing 1.6 Investment External Committee Support 2.5 Government Relations Mapping Services 3.6 Lands Administration 3.7 Fleet/Equipment Management 3.8 Internal Communication 4.3 Performance Management 4.4 Volunteer Management 4.5 Strategic Planning 4.6 Health & Safety 4.7 Internal Communication 2.2 SERVICES REVIEW pg Select 2 services (column 1). 2. Identify 3 key activities for each (column1). 3. Describe what success looks like for the service (column 1) 4. Indicate what works well (WWW) in column Indicate areas for attention (AA) in column 3. For steps 2 & 3 consider: Satisfaction with service public, client & organizational Alternative Provision partnerships, delegation & deletion Delivery Efficiency process, standards & technological Revenue opportunities user pay, partners & external funding Strategic Issues gaps, opportunities & strategic priorities. 3. Short List the 5 topics for the assigned service areas. 2.3 INVENTORY REVIEW pg. 7 Description/Expectations Community Support (FCSS) One on one support/help Referrals match needs to resources Education materials & program, workshops EXPECTATIONS Increased prevention focus Increased awareness Active volunteers Reach the right targets Available for vulnerable One on one consultation Active community collaborations Best practices Trend analysis 2006 LGL INSTITUTE 7

8 2.3 INVENTORY REVIEW pg SERVICE TOPICS PG. 8 COMMUNITY & PROTECTIVE SERVICES Description/Expectations Community Support (FCSS) One on one support/help Referrals match needs to resources Education materials & program, workshops EXP Increased prevention focus Increased awareness Active volunteers Reach the right targets Available for vulnerable One on one consultation Active community collaborations Best practices Trend analysis Assessment what works well/areas for attention www need assessment base & quality staff advance Provincial initiatives aa Provincial funding Monitoring gaps - Volunteer Key Areas for Attention Notes LGL INSTITUTE 3.1 ADJUSTMENT CONTINUUM pg. 9 INCREASE REVENUE SOURCES User Fees & Special Purpose Levies Donations Interagency Cost Sharing Sales/Leasing ADJUST SERVICE LEVELS Frequency of Service Standards of Service FIND ALTERNATE PROVIDERS Joint Ventures and Partnerships Franchise & Privatization ENHANCE DELIVERY EFFICIENCY Performance Measurement/Benchmarking Use of Technology Process Improvement ALTERNATE DELIVERY Volunteers & Self Help Delegation Vouchers & Subsidies Contracting Out & Leasing 3.2 ADJUSTMENT OPTIONS (page 10) STRATEGIC TOPIC / SERVICE ASSESSMENT ADJUSTMENT OPTIONS 2005 LGL INSTITUTE 8

9 ADJUSTMENT OPTIONS (& questions) TOPIC /ASSESSMENT Business Licensing Recreation Capital Projects Too many (forty) projects Museum Archival - back log Fire/Ambulance Services Maximize resources Special Events workload implications Utility Manpower Maintenance levels Sport Tourism Program development Community Planning Lack of attention OPTIONS Shift billing & collection to Finance Defer timelines Fill current vacancy Retain Contract assistance Co-Op Explore the merits of combining services Establish City support policy Contract a Coordinator Consider Position requests in 2005 budget Review standards Retain Special Events Coordinator Confirm program grant application Hire contract planner 3.3 ADJUSTMENT CRITERIA (page 11) Aim or rationale for taking action relative to achieving greater Organizational Efficiency (OE), Cost Savings (CS), Strategic (STR), Public Safety (PS), Revenue Generating (RG), Customer Service (CUS) or Workload Balance (WL) Impact or likelihood of being able to act on the preferred strategy over the next few months given staff time & fiscal considerations - Easy (E), Medium (M), or Hard (H). Return on effort (ROE) in the Short Term / Immediate (ST), Medium Term / 2 years MT, or Longer Term / over 2 years (LT). Who should be involved - Council/and staff (C) or Administration (A) When the adjustment strategy should be implemented - in 2016 or 2017 and beyond 2005 LGL INSTITUTE SERVICE ADJUSTMENT IDEAS 3.4 ADJUSTMENT TARGETS (page 11) D ADJUSTMENT POSSIBILITY/ STRATEGY AIM EAS ROI C A HR Review job valuation system OE M MT X X HR Update Job descriptions OE M MT X X HR Training JE Committee member OE M MT X X HR Least cost drug policy CS M ST X X HR Benefits options menu SI/CS M ST X X HR Benefits best value audit SI/CS M ST X X HR Employee wellness assessment OE H LT X X HR Personnel evaluation system review OE M MT X X HR Training competency model assessment OE H LT X X HR Training calendar OE M ST X X TARGET AIM E/M/H ROE C A LGL INSTITUTE 9

10 4.1 ADJUSTMENT WORKSHEET (page 12) ADJUSTMENT ACTION PLAN sample PROBLEM DEFINED (Related Issues & Key Question) DESIRED OUTCOMES (Key Result if problem is addressed) OPTIONS (* Preferred) & ACTION (to achieve key result) Options * Action Options * Action SHARED SERVICE TARGET / Notes 1. WATER Commission in place Water required for County growth Highly regulated service 2. RECREATION FACILTIES Patrons know no boundaries Funding levels do not reflect usage Mutual interest for viable operations 3. LAND USE PLANNING Confrontational Out of Date & Inconsistencies Lack of Trained Planners Expensive planning tools 4. TOURISM Costly advertising Hard to do cost/benefit analysis Better coordination required OPTIONS 1. County as contract user 2. County systems west and/or east 3. County as Commission member 1. Capital consultation process 2. Regional Facility Plan 3. Cost sharing agreement 1. Regional Planning Office 2. Standard Land Use Plan format 3. Develop more IDP s 4. Interagency consultation/referral process 1. Mutual investment in P2P 2. Regional Marketing 3. Regional strategy 4. Single point of contact ACTION (Lead Persons) 1. Conduct stakeholder needs assessment - March 2. Determine technical options June (Carl) 1. Admin to review current practices Feb. 2. Admin recommendation to ICSC Mar. 3. Recommendation to regional forum Mar. 4. Council review June 5. Draft agreement to Regional Forum - September 1. Develop IDP process template Feb. 2. Identify IDP candidates - March 3. Select pilot IDP project - May (Dan) 1. Council expectations Jan ICSC meet with P2P Jan ICSC report to Councils Mar Develop P2P contract May (Dale & Gwen) 2005 LGL INSTITUTE 4.2 ADJUSTMENT CRITERIA pg SERVICE CRITERIA page 14 CRITERIA HIGH (3) RATING LOW (1) 1. Affordability Yes Maybe No 2. Legislative Ease Yes Maybe No 3. Municipal Policy Ease Yes Maybe No 4. Contractual Ease Yes Maybe No 5. Political Ease Yes Maybe No 6. Organizational Capacity High Medium Low 7. Savings Realized High Medium Low 8. Time Efficiency Realized Likely Maybe Not Likely 9. Timeframe for Results Short Average Long Term 10. Success Likelihood High Medium Low FOCUS/Criteria - Notes 1. REGULATORY OBLIGATION H - Legislated Duty - required to provide by statute or case law M - Implied Responsibility - inherent in delegated responsibilities L - Enabling Provisions can or may do 2. PUBLIC BENEFIT H - Public Interest - all citizens derive benefit M - Mixed Interest - all citizens may derive benefit L - Private Interest - specific citizens benefit 3. COST RECOVERY POTENTIAL H - Tax Base - low potential for user recovery M - Mixed some % of taxes and cost recovery L - Cost Recovery - high potential for user cost recovery 4. ALTERNATE PROVIDER H - Limited - no other providers M - Some - Potential providers L - Many - Existing providers SCORE H - 3 M - 2 L - 1 H - 3 M - 2 L - 1 H - 3 M - 2 L - 1 H - 3 M - 2 L

11 5.3 CLASSICIATION WORKSHEET PG 16 SERVICE Del Total CLASSIFICATION WORKSHEET SERVICE PROTECTIVE SERVICES CRITERIA Del Ev T T FIRE SERVICES Fire Suppression G D/V E Fire Prevention/Education S/G V D Non Emergency Response S D/V E Emergency Preparedness G V/D E Fire Incident Investigation S D E Non-Regulatory Inspection S D/V D Regulatory Inspections S V/D I POLICE SERVICES Emergency Calls S C E Non Emergency Calls P+ C I Community Policing S C D OTHER Bylaw Enforcement S D/C E Nuisance Infractions s D/C D Development Controls S D E 5.4 SERVICES LIST pg. 17 Essential Services Important Functions Discretionary Programs PROTECTIVE SERVICES Fire Suppression (29) Non Emergency Response (25) Emergency Preparedness (25) Fire Incident Investigation (26) Bylaw Enforcement (26) Policing Emergency Calls (29) Development Controls (27) MUNICIPAL SERVICES Weed/Pest Control (27) Road/Sidewalk Maintenance (27) Water Filtration (29) Storm Water (27) Waste Water Management (29) Sewage Treatment (27) COMMUNITY SERVICES Land Use Planning (31) Building Permits/Inspection (29) Fire Prevention/Education (22) Community Policing (22) Non Emergency Police Calls (22) Parks/Open Space (23) Facility Maintenance (24) Outdoor Facility Maintenance (22) Library (24) Economic Development & Tourism (21) Non Regulatory Inspection (13) Nuisance Bylaw Infractions (13) Recycling & Composting (19) Garbage Collection (19) Arts & Culture (14) Special Events (19) Recreation Programs (19) Community Group Support (15) Museum (13) Social Services (16) 11