Acting Director (Rotating)

Transcription

1 213 FINANCIAL PLAN CORPORATE SERVICES Acting Director (Rotating) Percent of General Fund Operating Division Summary = $7.9 Million 8% Bylaw Services 15% Administration 3% City Clerks/ Records Info 13% 92% Risk Management 24% Purchasing 8% Information Services 38% General Fund Operating = $11.6 Million Department Overview Revised Adopted Financial Plan Taxation Expenditures Change from Prior Year Percent Change Net Operating 7,784,465 7,871,181 86, % Capital 854,88 995,3 14, % Total Taxation Expenditure 8,639,345 8,866, , % Authorized Positions % Page S1

2 213 FINANCIAL PLAN CORPORATE SERVICES Corporate Services Rotating Acting Director Purchasing Maureen Loft Manager Bylaw Services (Vacant) Supervisor Office of the City Clerk Stephen Fleming City Clerk Legislative Services Karen Needham Supervisor Records & Information Cory Gain Coordinator Information Services Rob Entwistle Manager Infrastructure Systems Brian Abrey Manager Systems Development Brian Butchart Manager Risk Management Lance Kayfish Manager Saftey Advisor Nathan Peters Page S2

3 213 FINANCIAL PLAN CORPORATE SERVICES Drivers & Activities Department Drivers Safeguard the assets of the City Protect the well being of staff, contractors and the community Build corporate & community capacity Innovation Integrate Solutions Activities by Council Priority Deliver on our plan Upgrade Corporate GIS (Information Services) Consider Mobile Web CMS (Information Services) Implement the 3rd phase of the Change Management Project (Purchasing) WebCasting City Council (Chamber) meetings (City Clerk) Budget Process Review () Enhance citizens quality of life Plan/implement/upgrade Corporate Security Systems (Information Services) Corporate Security Review (Risk Management) Cell Tower Policy Development () Boundary Review () Safe Premises Bylaw (City Clerk) Focus on results Upgrade computer desktops to Windows 7 (Information Services) Certificate of Recognition (Risk Management) Electronic Document Management System (City Clerk) Procure to Pay Review - Spending Analysis (Purchasing) Procure to Pay - Process Review (Information Services) Grow our economy Bring awareness to the sustainable procurement policies and practices (Purchasing) Page S3

4 213 FINANCIAL PLAN CORPORATE SERVICES Department ID Section Descriptions Purchasing The Purchasing and Stores Branch is responsible for acquiring the materials, equipment and services required by all City departments, for disposing of surplus materials and equipment, and for controlling and maintaining adequate inventory levels. Office of the City Clerk Information Services The Branch is responsible for supporting the legislative matters and decisions of Council, and for providing the official secretariat for Council and all other statutory bodies within the corporation. This function includes agenda preparation, recording of official minutes of the business of the City of Kelowna, administration and certification of bylaws, bylaw enforcement, and the execution of all legal documentation on behalf of the City. This Branch will also oversee Bylaw Services provides inspections and regulatory work related to the enforcement of specific bylaws. The Information Services Branch is responsible for providing leadership for all City of Kelowna Departments in the application of information systems technology to business requirements; by providing expertise, advise and standards; planning, installation, support and maintenance of information systems; and providing centralized operational services. Risk Management The Risk Management Branch is responsible for the development implementation, coordination and administration of the City s comprehensive risk management program. The program is designed to minimize the City s loss exposure and manage the claims process. PROGRAM INPUT MEASURES Actual 211 Revised Adopted 212 Financial Plan Administration 246,4 239, , /12/228 City Clerks/Records & Information 1,76, , , Information Services 2,668,111 2,89,38 2,976, Purchasing 455,362 67, , Risk Management 2,79,194 1,97,38 1,887, Bylaw Services 1,284,959 1,199,828 1,165,896 Total Net Operating Expenditures 7,81,959 7,784,465 7,871,181 Page S4

5 213 FINANCIAL PLAN CORPORATE SERVICES PERFORMANCE MEASURES Actual 211 Estimated 212 Proposed 213 PROGRAM OUTPUTS Total Claims / incidents managed # FOI Request # hours RIM support to RM contacts # active CFI/eRIM files 18,52 19, 2, # files archived in the Records Centre 14,385 18, 112, # Bylaws created # Statutory notices delivered 54,588 45, 37,5 # pieces of correspondence received and circulated for Public Hearings and Development Variance Permits # service requests to staff related to Council resolutions PROGRAM OUTCOMES EFFICIENCY MEASURES Cost of Risk Per Capita $15.1 $13. $13. # of work hours lost to work related injuries 1,8 1,8 1,4 % RIM support Corporately 8% 93% 95% % agreements executed/archived 1% 1% 1% % Council Meeting Packages posted by 4pm Thursday 1% 1% 1% % Council Meeting Packages distributed by 12pm Friday 1% 1% 1% % Council correspondence sent by 4pm Thursday 97% 1% 1% CUSTOMER SATISFACTION INNOVATION AND LEARNING # hours training given by staff # of Safety Training Course participants 1,1 1,5 1,5 % staff/pd budget 1% 56% 8% % staff involved in the performance measures cycle 1% 1% 1% % staff working cross-departmentally 1% 1% 1% % staff participation in Wellness program 1% 1% 1% Page S5

6 213 FINANCIAL PLAN CORPORATE SERVICES General Fund REVENUES / EXPENDITURES BY CATEGORY Actual 211 Revised 212 Provisional 213 REVENUE PROPERTY TAX PARCEL TAX FEES AND CHARGES ( 945,29) ( 416,561) ( 382,591) OTHER REVENUE ( 63,954) ( 231,5) ( 55,) TRANSFERS FROM FUNDS Special (Stat Reserve) Funds ( 125,35) Development Cost Charges Accumulated Surplus ( 2,83) ( 99,92) ( 13,682) TOTAL REVENUE ( 1,335,136) ( 747,513) ( 541,273) EXPENDITURES SALARIES AND WAGES 5,79,72 5,252,832 5,324,878 INTERNAL EQUIPMENT 12,91 62,847 62,847 MATERIAL AND OTHER 3,712,156 3,99,51 2,918,481 CONTRACT SERVICES 94, ,248 16,248 DEBT INTEREST ( 52) DEBT PRINCIPAL INTERNAL ALLOCATIONS TRANSFERS TO FUNDS Special (Stat Reserve) Funds Development Cost Charges Accumulated Surplus 14,24 TOTAL EXPENDITURES 9,146,95 8,531,978 8,412,454 NET OPERATING EXPENDITURES 7,81,959 7,784,465 7,871,181 CAPITAL EXPENDITURES GROSS EXPENDITURES 1,873,713 1,793,23 1,24,7 OTHER FUNDING SOURCES ( 536,616) ( 938,35) ( 245,4) TAXATION CAPITAL 1,337,97 854,88 995,3 NET OPERATING & TAX CAPITAL EXP. 9,148,56 8,639,345 8,866,481 AUTHORIZED F.T.E. POSITIONS Budgeted Fte's 211 Actual 211 Revised 212 Provisional 213 Salaried Hourly Page S6

7 213 FINANCIAL PLAN CORPORATE SERVICES Description of Operating Program Changes TOTAL FTE 212 Revised Budget 7,784, Net Impacts One-time Supplementals 4,5 One-time Expenditure Reductions Incremental Costs - Prior year(s) (9,5) (.2) Salary Adjustments 56,66 Other Adjustments Departmental Adjustments 87,66 7,872, Program Additions 213 Supplementals 83, Expenditure Reductions (84,2) (89) 213 Provisional 7,871, Unfunded 213 Requests 213 Supplementals 8, 213 Expenditure Reductions 8, Total Unfunded Requests for 213 8,. Page S7

8 213 Operating Requests PROVISIONAL Budget Summary General Fund Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat S1 Business Systems Analyst 32,7 (32,7) OG S2 S3 Business Systems Analysts (GIS 44,84 focus) Bylaw Services Senior Officers 19,98 (19,98) (44,84) OG OG S4 S5 S6 Worksafe BC Certificate of Recognition Audit 15, (15,) Software and Hardware 19,4 Maintenance Payment Card Industry Review 25, (25,) (19,4) OT OG OT S7 J1 Integrated Risk Management Administration Software * Parking Management - Account Adjustments 1, (1,) (66,95) 53,95 13, OG OG Department Priority 1 Total 99,34 (5,) 33,97 (83,31) Total Priority 1 Operating Requests 99,34 (5,) 33,97 (83,31) Page 1

9 213 Operating Requests PROVISIONAL Budget Summary General Fund Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat S8 Corporate Security Video Surveillance Cameras 8, (8,) OT Department Priority 2 Total 8, (8,) Total Priority 2 Operating Requests 8, (8,) Page 1

10 213 Operating Request Details Department: Priority: 1 Branch: Information Services ON-GOING Title: Business Systems Analysts (GIS focus) EXISTING Justification: Through increased demand for Geographic Information Systems (GIS) functionality, staff movement and growth of other systems, Information Services requires additional expertise and capability to support GIS. There is currently one position, funded through a capital project, which was hired in 211 to start the migration to new GIS versions and platforms. The system's size now requires two analysts to maintain the existing system as well as to support interfaces to new and existing systems. These positions will be required on-going to support GIS initiatives such as the expansion of kelowna.ca/opendata, the use of GIS in Asset Management, and porting interactive map viewers to mobile devices. To achieve the required level of service, two existing positions will be upgraded to Business Systems Analysts. A vacant Drafting Coordinator position and a GIS Technician position will be utilized for the base of this upgrade. This request represents the increase in salary between the classifications. Strategic Objective: Deliver on Our Plan Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation ,84 (44,84) ,84 44,84 (44,84) (44,84) Department: Branch: Title: City Clerk Bylaw Services Senior Officers Priority: 1 ON-GOING Justification: Currently there are 14 Bylaw Officers reporting to one supervisor. The two Bylaw Officer shifts collectively span 18 hours and are 7 days per week. A single supervisor does not provide ample opportunity for supervision, leadership and guidance. This request will support the creation of a new classification of "Senior Bylaw Officer" which will allow the escalation of 2 current Bylaw Officers to this classification. This will provide the necessary supervision over a broader spectrum of time and will allow the Bylaw Manager to focus on operational matters as opposed to more specific enforcement issues of the team. Furthermore, many Bylaw officers are nearing retirement which will bring in new recruits requiring mentorship and support. This request represents the difference in proposed wages between the two classifications. NEW Strategic Objective: Deliver on Our Plan Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation ,98 (19,98) ,98 19,98 (19,98) (19,98) Page S11

11 213 Operating Request Details Department: Priority: 1 Branch: Risk Management ONE-TIME Title: Worksafe BC Certificate of Recognition Audit NEW Justification: The City is working to achieve a Worksafe BC Certificate of Recognition. When successful, the City is eligible to receive up to $73, in ongoing revenue from incentive payments' from Worksafe BC. Anticipated additional benefits from participating in the Certificate of Recognition program include reduced worker injuries, reduced exposure to fines and lower Worksafe BC insurance premiums. An audit to validate compliance is required the initial year and every three years thereafter. This is to be borrowed from the reserve and then paid back when Certificate of Recognition monies are received in 213/214. Strategic Objective: Focus on Results Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation , (15,) Department: Branch: Title: Information Services Software and Hardware Maintenance Priority: 1 ON-GOING EXISTING Justification: This request is to cover the increase in annual support and maintenance fees for software and hardware. The majority (75%) of the request will be used to address anticipated increases in some of the existing maintenance agreements. The remaining amount (25%) will provide funds for new maintenance agreements on hardware and software purchased in 212. Current maintenance and support contracts in place include these major systems: Agresso - financial management system; AutoDesk - AutoCAD and Civil 3D design software; FDM - Fire Department management and dispatch; Microsoft - server and database products; Network - core, high speed hardware; Phone servers - the primary servers for phones and voice mail; Security - products for anti-virus, spam filtering, internet filtering (for inappropriate sites); and VMWare - The City's virtual server environment. The current base budget is $485,42. Strategic Objective: Deliver on Our Plan Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation ,4 (19,4) ,4 19,4 (19,4) (19,4) Page S12

12 213 Operating Request Details Department: Priority: 1 Branch: Information Services ONE-TIME Title: Payment Card Industry Review NEW Justification: The Payment Card Industry (PCI) has established a Data Security Standard (DSS) to provide better protection of credit card holder data. There is now a requirement from the credit card associations (MasterCard, VISA, etc.) for the City to be PCI-DSS compliant. An initial review and verification of systems has been completed to work towards compliance with PCI-DSS. An audit is recommended to ensure that systems, processes and networks meet all requirements of PCI- DSS. This audit would be performed by a qualified security assessor. This will be a one-time request to determine the City's level of compliance. Based on the findings from this audit and requirements of the PCI-DSS there may be a need to request ongoing funding in the future for subsequent audits. Non-compliance with the PCI-DSS could mean that the City will risk being liable in any instance of unapproved access of credit card information. Failure to comply with PCI-DSS and the Card Association Compliance Programs may result in a Merchant being subject to fines, fees or assessments and/or termination of processing services. Strategic Objective: Focus on Results Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation , (25,) Department: Branch: Title: Risk Management Integrated Risk Management Administration Software Priority: 1 ON-GOING Justification: In keeping with the corporate focus of creating a safe, vibrant and sustainable city the Risk Management branch is leading in the cataloging of corporate wide risk issues related to life safety, loss of assets and loss of public trust. This initiative allows tracking and reporting of significant risks, actions to mitigate risks, assignment of accountability and follow-up to ensure continuous improvement. To keep the impact of this initiative low, the Risk Management Branch implemented a software-based business solution. This system allows for planning and tracking of mitigation plans, changing conditions and responsibilities. This secure tool will be available for all staff and managers to better manage and report on risks in their area. The software is already in use and working well; ongoing support is needed to maintain the license. NEW Strategic Objective: Deliver on Our Plan Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation 213 1, (1,) , (1,) Page S13

13 213 Operating Requests PROVISIONAL Budget Summary General Fund Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat S8 Corporate Security Video Surveillance Cameras 8, (8,) OT Department Priority 2 Total 8, (8,) Total Priority 2 Operating Requests 8, (8,) Page 1

14 Department: Branch: Title: Justification: 213 Operating Request Details Risk Management Corporate Security Video Surveillance Cameras Priority: 2 ONE-TIME NEW In the past two years, staff have identified the need for security cameras at several locations. Security cameras would give staff the ability to investigate incidents and would decrease loss due to theft, vandalism, and property damage. This one-time request is to install cameras to address vandalism at the City Works Yard and the Parks Yard. Strategic Objective: Deliver on Our Plan Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation 213 8, (8,) Page S17

15 213 Reduction Requests PROVISIONAL Budget Summary General Fund Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat S1 Insurance Premiums (84,2) 84,2 OG Department Priority 1 Total (84,2) 84,2 Total Priority 1 Reduction Requests (84,2) 84,2 Page 1

16 Department: Branch: Title: Justification: Risk Management Insurance Premiums 213 Reduction Request Details Priority: 1 ON-GOING This reduction reflects anticipated decreases in insurance premiums for 213 as well as the savings resulting from entering into a 3 yr. prepaid agreement with the provider for Environmental Impairment coverage. Strategic Objective: Deliver on Our Plan Cost Reserve Borrow Fed/Prov Dev/Com Revenue Utility Taxation 213 (84,2) 84, (84,2) (84,2) 84,2 84,2 Page S21