Corporate Services Committee Agenda Item 3 Q1-2014 CORPORATE ACTION PLAN KSD #1 HIGH PERFORMING ORGANIZATION GOAL 1.1 TO BE AN EFFECTIVE, FISCALLY RESPONSIBLE ORGANIZATION 1.1.1 By providing the Board with accurate, current financial information. Present the 5-year financial plan update MFS Q1 Complete Provide financial reports and Time Tracker Reports to allow the Board to oversee the allocation of costs to our 14 jurisdictions. MFS MIS Quarterly Time Tracker Reports delegated to the CAO Develop a balanced strategy for financing the Building Patient Care Project. MFS Q1 Complete 1.1.2 Develop and Implement an internal communications plan. Develop and implement an education program identifying opportunities & responsibilities Conduct internal perception survey to measure effectiveness OCAO Q1 Under review in accordance with Budget 1.1.3 Address facility and fleet issues. Present municipal office space report to Budget Com Bring recommendations to Corporate Services for discussion MPW 2015 Design and estimates in construction Too late for 2014 MPW Q2 In progress Establish long term plan for fleet acquisition and maintenance. MFS Q2 Review Municipal Office parking plan MPW Q3
1.1.4 Ensure compliance with FOI Develop a training plan for all staff OCAO Q1 Complete Deliver training for fire and parks & recreation departments OCAO Q4 GOAL 1.2 TO BE A HEALTHY AND SAFE ORGANIZATION 1.2.1 By implementing the 2014 Health and Safety Strategy Develop a Safety Action Plan out of 2013 Audit recommendations. HR Q1 Complete Revise Safety Action Plan and take back to Corporate Services committee. HR Q2 Implement 2014 phase of the Safety Action Plan. HR 2014 and 2015 Develop 4 additional internal auditors two in Q4 and two in 2015. HR Q4 and 2015 Develop outreach program for fire and parks/rec departments. HR 2015 Conduct internal audit HR 2015 Conduct external audit. HR 2016
GOAL 1.3 TO DEVELOP AN ORGANIZATIONAL CLIMATE WHERE INNOVATION, CUSTOMER FOCUS, RESPONSIVENESS AND EMPLOYEE EFFECTIVENESS ARE VALUED. 1.3.1 Implement the Organizational Development Plan Finalize 2014 Organizational Development Plan HR Q1 Complete Communicate to Staff HR Q2 Organize and conduct 2014 Business Meeting HR Q2 Complete plan Implementation HR Q4 Conduct 2014 survey HR Q4 KSD #2 - OPTIMIZE CUSTOMER EXPERIENCE GOAL 2.1 TO DEVELOP AND IMPLEMENT A CUSTOMER SATISFACTION PROGRAM 2.1.1 By implementing the 2014 phase of the Customer Satisfaction Program. Conduct the 2014 Citizen Survey. OCAO Q1 In progress Identify opportunities. Research and develop the strategic customer service plan. OCAO Q3 Implement strategic customer service plan.
GOAL 2.2 TO FOSTER DYNAMIC AND EFFECTIVE COMMUNITY RELATIONSHIPS. 2.2.1 By implementing an Enhanced Relationship program (stakeholder relations plan) Conduct initial organizational inventory of needs and capabilities. Conduct assessment of potential peers, partners and stakeholders. Schedule revised due to budget results Build partnerships and create engagement opportunities Measure and sustain program Conduct organizational inventory of needs and capabilities for 2015. 2.2.2 By implementing Community Initiatives program (Electoral Area engagement) Conduct organizational inventory of needs and capabilities for 2015 Orient Regional Board to the Community Initiatives program Schedule revised due to Budget results Establish 2014 Schedule for Community Initiatives. Commit staff participants to actively support initiatives Develop communication strategy to drive constituent participation
GOAL 2.3 TO ELEVATE EXTERNAL COMMUNICATIONS TO A HIGH PERFORMING LEVEL. 2.3.1 By creating key communication documents (policy/procedures/standards) Obtain board endorsement of Communications Policy Develop a strategic communication plan that supports the strategic business plan. Develop secondary communications related procedures (e.g. advertising, external communications, branding). 2.3.2 By engaging Board and Staff as communication resources Create a 2014 engagement opportunities calendar. Pilot social media for emergency management communication. Introduce a media training orientation to the Elected Officials and SMT. OCAO Q4 GOAL 2.4 TO MEET PUBLIC NEEDS THROUGH THE DEVELOPMENT AND IMPLEMENTATION OF KEY SERVICES. 2.4.1 Review and update Regional District bylaws Identify Bylaws requiring updating. Formulate a plan for updating Bylaws. OCAO Q4 Introduce 2015 phase OCAO Q4
KSD #3 SUSTAINABLE COMMUNITY GOAL 3.1 TO DEVELOP A SOCIALLY SUSTAINABLE COMMUNITY. 3.1.1 To define regional and community parks and create a development strategy Work with SOSCP to establish work plan CSD Q4 (2013) Complete Review current enabling bylaws and legislation CSD Q1 In progress Map and Inventory park assets and values Review Best Management Practices for Parks Governance and Operations Present Omnibus Bylaw for Parks Commission Governance and Operations to Board for consideration CSD Q3 3.1.2 Participate in the Healthy Community program. Participate on the OS Healthy Living Coalition CAO MCS Q1 Complete Submit a funding request to Budget Committee CAO Q1 Complete Develop a corporate plan for healthy living MCS Q3 3.1.3 Assist with the development of an Area D Downtown Improvement Plan Develop Terms of Reference for Downtown Improvement Plan (DIP) Consulting Contract Develop, advertise and award Consulting Contract to carry out DIP development EDO Q4 (2013) Complete EDO Q1 Complete Draft Plan EDO Q2 Commence Implementation EDO Q2
3.1.4 Develop a Heritage Strategic Plan Develop criteria CSD Q1 Complete Review/Update Heritage Inventory CSD Q1 14 In progress Coordinate public open houses Develop economic development strategies for key sites within the region. CSD Q3 Provide a draft report to the Boards Conduct a regulatory impact assessment for existing RDOS policies/operations. CSD Q3 Provide a final report to the Board CSD Q4 3.1.5 Implement the 911 Emergency Telecommunications Engineering Project Retain a Project Manager Establish a multi-stakeholder Advisory Committee Develop Action Plan for Existing Radio Stabilization Initiate and finalize contracts for occupation on existing towers Submit a design brief to Industry Canada for channels Develop RFP for Final Design Develop procurement for Equipment and Installs Testing (burn-in time) of new Radio System Develop RFP to Manage Maintenance Schedule of new Radio System Transfer from existing radio system and go live with new Radio System CSD Q1 In progress CSD Q1 In progress CSD Q4 CSD Q4 CSD 2015
3.1.6 Complete a Regional Transit Study Establish Stakeholder Advisory Committee Assist BC Transit with Community Engagement events Assist BC Transit with Stakeholder workshops Provide a draft report to the Board Assist BC Transit with final round of Community Engagement events Provide a final report to the Board CSD Q3 3.1.7 Implement a transit service in a portion of Area D Present draft MOU for service between RDOS and BC Transit for Board Support Define Service Area, Routing and Stop locations for public input Undertake Public review of proposed Transit Service Prepare Establishment Bylaw for first three readings by the Board and confirm method of assent required Develop a Communications Plan Approval by Ministry Public Assent process Present RDOS/BC Transit Operating Agreement to RDOS Board for support Submit financial estimate to 2015 Budget Committee CSD Q1 In progress CSD Q3 CSD Q3
3.1.8 West Bench Pedestrian Corridor Complete construction CSD Q1 In progress Undertake final landscape work where required Communication and Ribbon Cutting Event Undertake final reporting to UBCM 3.1.9 Osoyoos Lake Pedestrian Corridor Undertake Scope and Estimate for project Engage stakeholders for input Budget for project Present design for public feedback Undertake bid process for design and build of the project Construction CSD Q1 Complete CSD Q1 In progress 3.1.10 Lakehill Road Pedestrian Corridor Undertake Scope and Estimate for project Engage stakeholders for input Secure budget for project via Community Gas Tax Project concept and confirm financial support from MoTI CSD Q1 Complete CSD Q1 Complete Present design for public feedback
Undertake bid process for design and build of the project Construction phase CSD Q2 Q3 Undertake final landscape work where required CSD Q3 Communication and Ribbon Cutting Event CSD Q3 Final reporting CSD Q4 GOAL 3.2 TO DEVELOP AN ECONOMICALLY SUSTAINABLE ORGANIZATION. 3.2.1 Infrastructure life cycle plan Develop 20 year Infrastructure Lifecycle Plan MFS/ MPW Q2 Present Plan to Board MFS/ MPW Q3 GOAL 3.3 TO DEVELOP AN ENVIRONMENTALLY SUSTAINABLE COMMUNITY. 3.3.1 Climate Action Plan - Corporate Conduct Energy Audit analysis on facilities DSM Q1 Complete Review energy efficiency projects for RDOS buildings DSM Q1 Complete Staff Engagement Program DSM 2015 Assessment of Fleet & efficiency opportunities DSM 2015 Monitor and Report on Initiatives DSM 2015
3.3.2 Implement the 2014 Phase of the Biodiversity Strategy Establish Terms of Reference / retain consultant Prepare Draft OCP policies and guidelines Community and Agency consultation on two Electoral Areas Final Bylaw Preparation and Adoption for two areas DSM 2013 Complete DSM Q1 In progress DSM Q3 DSM Q4 3.3.3 Highway Sign Enforcement Program Work with MOTI to undertake an inventory of existing signage in priority area Notify property owners and stakeholder groups Commence action to have signs removed in priority areas DSM 2013 Complete DSM Q1 Complete DSM Q2 3.3.4 D-1 Official Community Plan (2 year project) Establish Terms of Reference / retain consultants Background research / constraints and opportunities Community and Agency consultation Draft Community Plan DSM Q1 Delayed to Q2 DSM Q2 DSM Q3 DSM Q4
3.3.5 Area Structure Plan for Gallagher Lake Establish Terms of Reference Retain consultant Background research / constraints and opportunities Community and Agency consultation / Draft Plan Final Plan / Adoption DSM Q1 Delayed to Q2 DSM Q2 DSM Q2 DSM Q3 DSM Q4 3.3.6 Okanagan Valley Zoning Bylaw Update Prepare Draft Bylaw for Committee Review Community and agency consultation Final Bylaw / Adoption DSM Q3 DSM Q4 DSM 2015 3.3.7 Area F Community Plan (2 year project) Establish Terms of Reference Background research / constraints and opportunities DSM Q4 DSM Q4 GOAL 3.4 TO ENCOURAGE SUSTAINABILITY THROUGH EDUCATION. 3.4.1 Developing a public education program to encourage sustainability Inventory Existing Sustainability Programs Select High Profile Sustainability Opportunities MPW Q2 MPW Q3 Enhance Existing Communication Program MPW Q3
KSD #4 GOVERNANCE & OVERSIGHT IN A REPRESENTATIVE DEMOCRACY GOAL 4.1 TO EXECUTE A WELL-DEFINED STRATEGIC PLANNING CYCLE. 4.1.1 By maintaining, evaluating and executing the Strategic Planning and Risk Management Programs. Initiate the Strategic Planning Cycle CAO Q3 Conduct a Corporate SWOT Exercise CAO/ MIS Q3 Management/Administrative Retreat CAO/ MIS Q3 Board Retreat CAO Q4 Present revised Rolling Strategic Plan and 2015 Business Plan to the Board CAO Q4 GOAL 4.2 TO ENCOURAGE ALL MEMBER MUNICIPALITIES, ELECTORAL AREAS AND INDIAN BANDS TO WORK TOGETHER. 4.2.1 By organizing a Regional Community to Community meeting in 2014. Confirm UBCM Grant Form Working group and Engage Workshop Facilitator Review Participant List and send out invitations Organize Facility, Program and Materials Conduct Workshop Secure UBCM grant funding for Fall Workshop OCAO 2013 Complete OCAO 2013 Complete OCAO Q1 Complete OCAO Q1 Complete
4.2.2 Implement the terms of the First Nations Protocol Agreement. Steering Committee tasked to identify issues of concern Develop plan to prioritize and work toward resolution Identify and coordinate three educational and cultural opportunities Identify and expand enhanced relationships OCAO Q1 Complete OCAO Q3 OCAO Q3 GOAL 4.3 TO PROMOTE BOARD AND CHAIR EFFECTIVENESS. 4.3.1 To assist the Board to operate in an effective manner Develop a Board Evaluation Policy Conduct a Board and Board Chair Evaluation Survey Analyze the survey Discuss results with the Board OCAO Q3 OCAO Q3 OCAO Q4 GOAL 4.4 TO DEVELOP A RESPONSIVE, TRANSPARENT, EFFECTIVE ORGANIZATION. 4.4.1 By preparing and running the 2014 Local Government Election. Report to Board to appoint election officers DCEO Q1 Complete Confirm peripheral operation elections DCEO Q2 Book venues and arrange partnerships with member municipalities and School Districts DCEO Q2 Complete Review and amend Election bylaw if required DCEO Q1 Complete
Prepare Election Forms, Candidate Packages, draft all election notices, quotes for ballot printing Prepare orientation manual for new Directors Prepare election binders and recruit election staff. Order supplies Prepare polling station materials, order ballots, mail-in ballots, train PEOs GENERAL ELECTION DAY Election results to the Board DCEO Q2 OCAO Q3 DCEO Q3 DCEO Q4 DCEO Q4 DCEO Q4