2016 Service Review Community Services Department

Transcription

1 2016 Service Review Community Services Department Name of Division & Number: The Business Enterprise Centre (BEC) Rationale for Service 2531 The Business Enterprise Centre (BEC) - Owen Sound and Area provides service to the existing and new business community. A business friendly and welcoming environment offers consulting, education and training that attract new businesses and encourages existing ones to review, renew and plan strategies for continued success. The mandate is focused and the programs and services are continually refined to reflect the needs of inquiries, business start-up and retention and to react to economic challenges and the community make up. Partnering with other organizations, to support business is fundamental. The work of the BEC is supported by the Official Plan: 7.7 Tourism & Economic Development Business Retention and Attraction An Economic Development Strategy focused on attracting and retaining business shall be implemented, including: a) Support new and existing small business through the Business Enterprise Centre and other business partners. b) Monitor and analyze economic trends and identify appropriate land use planning provisions to address changes in the economic structure, and identify new opportunities. c) Encourage partnerships among educational institutions, business, industry and government to ensure a competitive labour force. d) Supporting the creation and development of positive investment climate. e) Maintain positive work relationships with the business community to solve problems and encourage growth. Link to Strategic Plan Retain and grow existing local business and business opportunities Description of Service The Business Enterprise Centre - Owen Sound and Area opened its doors in 2000 to meet the needs of entrepreneurs and small business owners. BEC provides a complete Business Resource Centre experience where Entrepreneurs can find assistance,

2 expertise and information for the purpose of starting, growing or expanding a small business. BEC provides support and guidance to local business owners. BEC is an innovative alliance and its services are made available through a founding partnership between the City and the Ministry of Economic Development, Employment and Infrastructure. The core agreement. The Business Enterprise Centre provides: One-on-one free consultations with qualified business consultants who help clients start and grow businesses; Information on financing options and help developing a business plan; Information on permits, licences and government supports; Business and professional development seminars and networking events; Information and access to youth entrepreneurship programs; Access to resource materials and use of a computer. The Enterprise Centre operates under the City s Economic Development & Tourism Department. The Centre is located at 173-8th Street East across from City Hall. A stand-alone storefront location. It is leased and paid for from the various secured program budgets as per each business plan and agreement. The City holds the lease. The Ministry of Agriculture, Food and Rural Affairs subleases staff space and this offsets some of the rental cost. The staffs wages and all operating expenses and program activities are budgeted for and paid for through and from each of the agreements. Business Plans for programs are submitted/ proposed and the funding and agreements flow from their acceptance. Agreements exist between the City and MEDEI for.: a) core funding; b) Starter Company; and c) Summer Company. Agreement Summary Core Agreement $93,815-3 year agreement runs till April basic core mandated services including major events and monthly workshops Summer Company $24,000

3 year olds -runs Feb to October open to all Grey Bruce high school, returning college and university students who are also returning to school -$1500 start up expense coverage, plan development, cash flow forecasting, journaling, training, business community mentoring and monitoring -$1500 upon completion of all reports and participation at summer s end and return to school Starter Company $74,000 -agreement till April year olds NOT students- could be start up or fairly new to their own start up business/ to expand and grow/ add to business prosperity -training, business plan development, grant application support and business community mentoring -business plan presentation submission of up to $5000 working grant -6 months of follow up mentoring and staff support Monthly reports are completed for the Ministry on the overall office activity- both numerical and narrative. Also quarterly financial and activity reports are sent to the Ministry. See attached sample from Provincial year end March 31, Delivery Model Along with other costs, wages are paid through the Provincial program budgets. Staff are employees of the City of Owen Sound and include: 1 FTE Business Enterprise Centre Manager and Business Advisor - non union management position 1 FTE Small Business Consultant - non union management position 1 PT Starter Co Advisor (30 hours per week) - non union contract matching the agreement terms and budget 1 PTE Summer Co Coordinator (14 hours per week) - non union part time Feb October matching the agreement terms and budget

4 In delivering programs and workshops, the BEC also hires up to 8 facilitators/ workshop presenters each year, for seminars and events. These are covered within the budgets for the various programs. -recruiting and training up to 12 business mentors to work with participants in programs Costs Budgeted Actual Actual Total Budget $15,000 $15,000 $15,000

5 Key Performance Indicators- Indicator # 1- Program targets as per agreements and clients consultations, workshops and events. Each program establishes targets through the Ministry. Consultations, workshops and events are also tracked. The chart below shows the Ministry target (for their year end March 2017) and where we are at this point. We will once again meet or exceed targets and fulfill our contract agreements. Starter Company By April 2017 To date % completed to date In Program Number entering program / training/ mentoring Businesses started/expanded/purchased % % March/April + 3 Number of Jobs Created % Summer Company Target Achieved (one added 116% % Applications Open Feb 2016 Indicator # 2- Budget The City s contribution from the tax base has been $15,000. This has held steady for over 15 years. The City s contribution is leveraged several times over into programs and a service that has an additional budget of approximately (changes) $191,000.

6 Indicator # 3 Comparison of other BEC s Owen Sound Brockville Collingwood Orangeville Has a BEC? Yes Yes Yes Yes Programs offered (Summer/ Starter- Others?) Yes Yes Yes Yes AND short pilot project now Art ntrepreneurship Location (stand alone / City Hall etc)? Stand aloneoffice, training room and OMAFRA tenants- we pay lease rent out of budgets In city hall- no rent Co-located with BIA,CFDC,and EC Dev in town owned building next to City Hall-no rent In town hall- no rent # Part of Ec Dev and # Staff and positions? Yes 2 FT 2PT- Starter and Summer Co ED- 1 FT- 2 Yes ED - 2 Shared Admin Yes 1 FT 1 PT ED-1 Shared Admin Yes- integral part of ED 1 FT 1 PT Starter Co Shared Admin No shared Admin Provincial Contribution 93K for centre 74 K Starter 24 K Summer 96K for centre Summer co and Starter on top of that $93K for centre Summer co and Starter on top of that $93K for centre Summer Co and Starter on top of that Municipal Contribution- Cash and or In Kind $15000 cash Owen Sound $2000 in kind $25000 cash $20,000 in kind (rent/ IT/ Equip/ Office $20000 cash Collingwood 8000 cash from other $74000 Cash Orangeville Operating space- no rent

7 expenses etc) municipalities Clients served April March #of Workshops and Events April March Indicator #4 Narrative comments Attached are narratives from clients that help demonstrate, in part, the success of the BEC. Analysis Options The Business Enterprise Centre has for 15 years leveraged provincial programs and budgets with no budget increase from the City. The City s contribution has remained at $15,000. There are continuous improvements and updates to programs and supports to fulfill community needs. The numbers in the Performance Indicators give an idea of the number of individuals and businesses that receive service. The BEC is involved quite regularly with other organizations, whether that is by partnering on an event or service, attending other organization s events, or being the presenter or facilitator. Opportunities for leverage and partnerships will continue and the programs and services will continue to evolve to reflect provincial funding and also, and perhaps more importantly, ensure that these reflect local need. City Manager and Director Recommendations None at this time Attachments A) Job descriptions B) Monthly Provincial report sample- year end March 2015.

8 C) Testimonials

9 JOB DESCRIPTION Department: Economic Development & Tourism Division: Business Enterprise Centre Job Title: Business Enterprise Centre Manager Union: Non-Union Direct Supervisor: Manager of Economic Development and Tourism Revision Date: October 2013 Position Summary and Scope: Promote and aid residents in the pursuit of business start up and operation through a combination of client consultations, training and mentoring. Duties and Accountabilities: Daily Conduct in depth business consultations with new and existing businesses. Create and propose plans, workshops, projects and manage related budgets. Conduct research and follow up request for clients. Work to attract funding partners for individual programs as well as office operation. Maintain client database and contact. Develop marketing and advertising strategies for various programs. Contribute and write articles for media and participate in interviews. Represent the partners in public with outreach and presentations. Act as a member of the Economic Development team and member of the Business Development Committee for the City of Owen Sound. Co-ordinate and operate MEDTE partner programming including Summer Company, Starter Company, E-Commerce programs and Bridges to Better Business. Page 1 of 4

10 Co-ordinate and manage the OSEB program agreement with the Ministry of Traing, Colleges and Universities. Supervise day to day operations and staff. Manage funding and budgets from various partners and supporters. Periodic Participate in relevant business and community events. Plan, and participate in, workshops and seminars for clients and the public at large. Prepare and present workshops for new business clients and existing businesses. Ensure goals and strategies are being implemented and achieved. Occasional Employee Health & Safety Responsibilities: Supervise all work to ensure Health and Safety procedures and practices are integrated into the work; instruct and enforce all safe work procedures and ensure workers utilize proper personal protective equipment as appropriate. Conduct regular inspections for hazards Lead by example performing work in a safe manner in accordance with all COS policies and the Occupational Health and Safety Act. Respond to all accident, hazard and inspection reports within 21 days, taking corrective action where hazards exist. For a detailed list of manager/supervisor responsibilities see the Occupational Health and Safety Act Part III Section 27. Educational Requirements: University Degree Details Specialty, major etc.: Business management or related field Page 2 of 4

11 Skills and Competencies at the working level: Exemplary communication and public relations skills. Ability to motivate and coordinate staff. Ability to plan and execute programming. Excellent understanding of local economic information and relevant business positions. Confident computer skills with the ability to utilize software appropriate for communication, budgeting, research and tracking. Experience at the working level: Previous Work Related Experience (# of years or months): 5 years previous experience in a business role including supervisory responsibilities. 5 years involved in small business Positional on-the-job training required (# of weeks or months): Working Relationships: The Manager of The Business Enterprise Centre must maintain strong relations with Economic Development staff City of Owen Sound staff in general. The incumbent will also be expected to maintain excellent relations with small business owners and the community at large as well as other partners for whom they deliver programs. Supervisor/Management: Character of Supervision: (Type of supervision) Day to day supervision of office staff. Scope of Supervision: Supervises 4-10 staff Independence of Decision Making: Has established policies & procedures Yes Supervisor or lead hand usually available Yes Problem solves within clear guidance and/or past practice Yes Physical Demands: Length of time/repetitions/weight in average working day. Computer Use: 5-6 hours daily Page 3 of 4

12 Walking: Minimal Standing: Minimal, with exception during workshops and presentations Sitting: 6-7 hours daily Lifting: Minimal Ladder Climbing: None Exposure: Limited Other: Working Conditions: Hours of work: 35 hours per week Shift length: 7 hours per day Shift Schedule: Monday - Friday Additional Comments: Attendance at out of office business functions and meetings is a job requirement. Schedule flexibility should be self managed to accommodate these occasions. Consequence of Errors: Lack of attention to detail could potentially lead to inaccurate delivery of information which could have serious financial and emotional ramifications for small business owners as well as the reputation of the City of Owen Sound, the partnering Provincial Ministries and The Business Enterprise Centre itself. Written by: Approved by Dept Manager: Approved by Human Resources: Date: Date: Page 4 of 4

13 JOB DESCRIPTION Department: Economic Development & Tourism Enterprise Centre Division: Business Job Title: Business Development Officer Employee Group: Non-Union 1 Year Contract- April 1, 2015 to March 31, flexible hours per week Direct Supervisor: Manager of Business Enterprise Centre Revision Date: Reviewed based on main agreement and funding of OSEB program Position Summary and Scope: To work with other staff, supporting the Ministry of Training, College and Universities, Employment Ontario program, the Ontario Self Employment Benefit program applicants and participants by reviewing and evaluating concept applications, business plans, and monitoring business implementation activities. This contract covers Grey and Bruce Counties and business clients. Duties and Accountabilities: Daily Following MTCU expectations and requirements as outlined in that agreement Reading and evaluating Concept Paper submissions as clients begin the application process Reviewing and participating in Concept and Business Plan submission interviews Assessing potential viabiity of suitable clients and their ideas while recommending them to apply to the program Recording in the system, all client activities, and contacts and filing data records Once accepted into business implementation, meeting initially with clients to set benchmarks and milestones, reviewing agreements and monthly report responsibilities Responsible for monthly client reports that include financial status and a narrative section Regular communications and meetings as necessary by either party, with the BEC Manager about client progress and concerns Page 1 of 4

14 Communicating regularly as deemed necessary with clients via, meetings, phone and internet Conducting at least 1 site visit within the first 3 months of clients implementation and more as necessary in each case On going participant meetings to set benchmarks, create an implementation support plan, to conduct a 3 month review of actual versus forecasted, mentoring and monitoring meetings (as required) and to review business plans as necessary Periodic Submitting a formal client update report to the Manager of BEC Employee Health & Safety Responsibilities: Carry out work in a safe manner, preventing safety hazards to the incumbent and others; Actively participate in all COS safety initiatives and trainings; Report all hazards, incidents, accidents, near misses, injury or illness promptly to your supervisor; complete all requested documentation. Follow all COS policies and procedures as well as the Occupational Health and Safety Act. For a detailed description of worker responsibilities see the Occupational Health and Safety Act Part III Section 28. Educational Requirements: College Diploma or Equivalent Details Specialty, major etc.: Business, Entrepreneurship, Finance Skills and Competencies at the working level: Travel throughout Grey and Bruce counties with own reliable vehicle Must possess a recognition of confidentiality and sensitivity to client and applicant personal and business issues Excellent communication skills combined with an ability to evaluate, support, advise and consult with clients and other BEC staff Strong understanding of the Grey Bruce community and it s business needs and the economic environment Proven accurate computer skills and abilities with data bases, record keeping, reporting and deadlines Page 2 of 4

15 Strong ability to work with clients and assist with challenges while following OSEB guidelines and meeting targets set out in the agreement and as delegated by the BEC manager Experience at the working level: Previous Work Related Experience (# of years or months): 3-5 years previous business consulting, business ownership and or business management Positional on-the-job training required (# of weeks or months): 6 months- 2 intakes of the program Working Relationships: The incumbent must maintain strong relations with staff as well as the community as a whole. Expected to create and maintain excellent relations with service providers, media, clients, applicants and MTCU staff. Independence of Decision Making: Has established policies & procedures Yes Supervisor or lead hand usually available Yes Problem solves within clear guidance and/or past practice Yes Physical Demands: Length of time/repetitions/weight in average working day. Computer Use: 3 hours a day Walking: Limited Standing: Limited Sitting: Frequent- 5 hours a day Lifting: Limited Ladder Climbing: None Exposure: None Other: Driving through Grey and Bruce Counties Working Conditions: Flexible/ as necessary or assigned 30 hours a week Page 3 of 4

16 Consequence of Errors: Lack of attention to detail and guidelines, could potentially lead to inaccurate management of the contract and requirements to support clients. Business owners are reliant on this advice and guidance and there could be ramifications that may affect the reputation and accuracy reported to the Province of Ontario by The Business Enterprise Centre and City of Owen Sound. Written by: Jane Phillips Manager BEC March 3, 2015 Approved by Dept Manager: Approved by Human Resources: Date: Date: Page 4 of 4

17 JOB DESCRIPTION Department: Economic Development & Tourism Division: Business Enterprise Centre Job Title: Start Up Business Consultant & Special Projects Union: Non-Union Direct Supervisor: Manager of Business Enterprise Centre Revision Date: October 2013 Position Summary and Scope: Promote and assist members of the public in small business start up and operation. Duties and Accountabilities: Daily Administer and maintain all Ontario Self Employment Benefit (OSEB) project claims, records, scheduling, database and related materials. Provide client consultations for general start up information, rules and regulations. Administer specific requirements of OSEB. Assist with proposing to funders and then co-ordination of marketing for seminars, workshops and additional events Provide day to day direction to administrative assistant. Provide programming support to the Manager. Support planning and administration of other funded programs and workshops. Periodic Responsible for the operation of the office and programs in the absence of the Manager. Occasional Page 1 of 4

18 Employee Health & Safety Responsibilities: Carry out work in a safe manner, preventing safety hazards to the incumbent and others; Actively participate in all COS safety initiatives and trainings; Report all hazards, incidents, accidents, near misses, injury or illness promptly to your supervisor; complete all requested documentation. Follow all COS policies and procedures as well as the Occupational Health and Safety Act. (For a detailed description of worker responsibilities see the Occupational Health and Safety Act Part III Section 28.) Educational Requirements: College Diploma or Equivalent Details Specialty, major etc.: Skills and Competencies at the working level: Excellent communication and customer relations skills combined with ability to relate well with client groups. Strong understanding of OSEB program, rules and regulations. Basic level book-keeping skills Excellent computer skills with the ability to utilize software appropriate for communication, research and tracking. Excellent knowledge of Community resources and ability to source out community resources Experience at the working level: Previous Work Related Experience (# of years or months): 2-3 year previous business experience Positional on-the-job training required (# of weeks or months): One year/one cycle of experience working with the OSEB and other programs to gain knowledge on the program and funders requirements Working Relationships: Page 2 of 4

19 The incumbent of The Business Enterprise Centre must maintain strong relations with Economic Development staff as well as City of Owen Sound staff in general. The incumbent will also be expected to maintain excellent relations with small business owners and the community at large as well as other partners for whom they deliver programs. Independence of Decision Making: Has established policies & procedures Yes Supervisor or lead hand usually available Yes Problem solves within clear guidance and/or past practice Yes Physical Demands: Length of time/repetitions/weight in average working day. Computer Use: 5-6 hours daily Walking: Minimal Standing: Minimal Sitting: 6-7 hours daily Lifting: Minimal Ladder Climbing: None Exposure: Limited Other: Working Conditions: Hours of work: 35 hours per week Shift length: 7 hours per day Shift Schedule: Monday - Friday Additional Comments: Attendance at off time programming or events is a position requirement. Schedule flexibility should be self managed to accommodate these occasions. Consequence of Errors: Lack of attention to detail could potentially lead to inaccurate delivery of information which could have serious financial and emotional ramifications for small business owners as well as the reputation of the City of Owen Sound, the partnering Provincial Ministries and The Business Enterprise Centre itself. Page 3 of 4

20 Written by: Approved by Dept Manager: Approved by Human Resources: Date: Date: Page 4 of 4

21 JOB DESCRIPTION Department: Economic Development & Tourism Division: Business Enterprise Centre Job Title: Summer Company Coordinator Direct Supervisor: Manager of The Business Enterprise Centre Employee Group: Non Union Contract Duration: February 15, 2016 to September 16, 2016 Position Summary and Scope: Reporting to the Manager of the Business Enterprise Centre the Summer Company Coordinator is responsible to promote and market the Ministry of Economic Development Employment and Infrastructure s Summary Company program and work with student applicants, community members and staff to co-ordinate the program. This will include reviewing and evaluating concept applications, assisting with business plans, and monitoring business implementation activities. This contract agreement between the city and province covers Grey and Bruce Counties. Duties and Accountabilities: Following MEDEI expectations and requirements as outlined in the agreement. Promotions, presentations and outreach to gain applicants to the program. Assisting students with concept development and the application process. Along with the manager and or other staff, interviewing and assisting to select successful applicants based on criteria and plans. Secure volunteer mentors and then match mentors to work with students. Plan student participant business training and mentoring activities. Recording in the on line provincial system, all client activities, cash flow items, journal entries and contacts. Planning and leading program launch, mid point and final completion events. Communicating regularly as deemed necessary with clients and BEC Manager via, meetings, phone and interne.t Page 1 of 4

22 Conducting at least 1 site visit within the first 3 weeks of clients implementation and more as necessary in each case. Completing reports and finalizing documents to the Province. Working with the Manager and other BEC staff Meeting regarding client updates/concerns - with the Manager of BEC Employee Health & Safety Responsibilities: Carry out work in a safe manner, preventing safety hazards to the incumbent and others; Actively participate in all COS safety initiatives and trainings; Report all hazards, incidents, accidents, near misses, injury or illness promptly to your supervisor; complete all requested documentation. Follow all COS policies and procedures as well as the Occupational Health and Safety Act. For a detailed description of worker responsibilities see the Occupational Health and Safety Act Part III Section 28. Educational Requirements: College Diploma or Equivalent Details Specialty, major etc.: Business, Youth, Entrepreneurship Skills and Competencies at the working level: Travel throughout Grey and Bruce counties with own reliable vehicle Must possess a recognition of confidentiality and sensitivity to client and applicant personal and business issues Excellent communication skills combined with an ability to evaluate, support, advise and consult with clients and other BEC staff and mentors Strong understanding of working with youth/ students in the Grey Bruce business community Ability to provide accurate and detailed records Page 2 of 4

23 Strong computer skills including use of mircosoft word, excel, powerpoint and outlook; Ability to provide accurate and detailed records. Strong ability to work with clients years of age and assist with challenges while following guidelines and meeting targets set out in the agreement and as delegated by the BEC manager Excellent planning and time management skills. Strong editing skills and accuracy Experience at the working level: Previous Work Related Experience (# of years or months): Previous business consulting, business ownership and or business management Positional on-the-job training required (# of weeks or months): 2 months Working Relationships: The incumbent must maintain strong relations with staff as well as the community as a whole. Expected to create and maintain excellent relations with youth, Board of Educations, College, service providers, media, clients, applicants and MEDEI staff. Independence of Decision Making: Has established policies & procedures: Yes Supervisor or lead hand usually available: Yes Problem solves within clear guidance and/or past practice: Yes Physical Demands: Length of time/repetitions/weight in average working day. Computer Use: 3 hours a day Walking: Limited Standing: Limited Sitting: Frequent Lifting: Limited Ladder Climbing: None Page 3 of 4

24 Exposure: None Other: Driving through Grey and Bruce Counties Working Conditions: Approximately 14 hours hours per week with flexibility required Consequence of Errors: Lack of attention to detail and guidelines, could potentially lead to inaccurate management of the contract and requirements to support clients. The agreement details necessary management with deadline dates and targets. Page 4 of 4

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32 Attachment C Testimonials Testimonials are also collected re feedback: This program was absolutely fabulous!! It has changed my life. I will be forever thankful to Jane, Cliff, Doug and all of the incredible staff. I have found my passion and I am so happy. Lynda- OSEB participant As staff of a small, local not-for-profit small business information is extremely relevant. Events such as this provide information and skill development that assists me in my work in the community. BF- Workshop Client Thank you so much for this opportunity. This summer has taught me a lot and challenged me in wonderful ways and I am so grateful to have had the experience. This is an amazing opportunity for youth to grow and learn as people and to show the world their unique light. Thank you! Summer Co participant 2014 "NakdBasics began just a few short months ago with an idea and a trip to the business enterprise in Owen Sound. The summer company approved my business plan and then I was off! The company was fantastic in providing information packed seminars and meetings with mentors. They helped me understand business taxes, banking, organization and much more! CJ Summer Co participant 2015 You learn more than just how to create and manage a business, you always learn life skills such as patience, organization, discipline and social skills. Starter Co participant 2015 The atmosphere that was created by the staff and technical assistants was a big part of why this event was so successful for me. The topics were relevant to me and the quality of presentations were excellent Bridges to Better Business 2015