Corporate Support Services. Council Presentation October 12, 2005

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1 Corporate Support Services Council Presentation October 12, 2005

2 We support City Services Fire & Emergency Library Roads & Watercourses Recreation & Parks Municipal Buildings Regulatory Services Transit Land Development Corporate Support Services

3 Our Aim is to Deliver value added service Provide timely and professional advice Be the service provider of choice Lead through innovation Balance today s needs with tomorrow s Align corporate and client needs

4 Corporate Support Services includes a variety of services Human Resources Finance Communications Legal Services Realty Services Risk Management City Clerk Information Technology Materiel Management Tax Administration Mapping Services Consulting Services Internal Audit

5 Corporate Support Services also include Departmental administration Mayor and Councillors Offices City Manager s Office Elections

6 Human Resources Services 2004 # of Staff Recruited 2,114 Workforce planning and recruitment Staff training Health and wellness programs Compensation and benefits Negotiation of collective agreements

7 HR Headcount Ratio Employees Supported per HR Resource 200 Number of employees/hr staff Mississauga Municipality 1 Municipality 2 Municipality 3 Municipality Ave Municipalities

8 City Clerk s Services 2004 Marriage Licenses 3,223 Birth Registrations 9,079 Burial Permits 2,664 Statutory duties of City Clerk Vital Statistics Registration, Freedom of Information Requests Administrative support to Council and Council Committees Elections Records management for the City

9 Finance Services Financial planning Budget preparation Accounting and payroll Financial reporting Cash management and investments Taxation Administration 2004 Cheques Issued 40,200 Pays Processed 144,032 Investment Portfolio $928,448, Assessment Appeal Decisions Processed 4,048 Tax Accounts 190,925 Tax policy development Property tax collection and billing Assessment monitoring and appeal processing

10 Taxes Receivable as a % of Taxes Levied % Taxes Receivable as % of Taxes levied 6.0% 5.0% 4.0% 3.0% 2.0% 1.0% 0.0% Mississauga Municipality 1 Municipality 2 Municipality 3 Municipality 4 Municipality % 4.10% 5.80% 3.70% 3.00% 4.60% Ave 4.15% 4.15% 4.15% 4.15% 4.15% 4.15% Municipalities

11 Communications Services 2004 Media coverage 208 million hits General Telephone Inquiries 102,465 City Hall Tour Visitors 7,546 Print Shop Impressions 5,653,212 Departmental and executive communications support Media relations Public inquiries and Civic Centre tours Promotional activities Special event management Creative, printing and mail services

12 Legal Services Full range of legal support Counsel to City Council and its committees Draft complex agreements and by-laws Represent City at the Ontario Municipal Board and in litigation matters Prosecute City by-law offences and offences under the Provincial Offences Act Monitor legislative changes and potential impact

13 Information Technology Services 2004 IT Help Desk Calls 34,854 Internet Page Views Per Day 117,195 Staff Trained 2,638 IT strategies and plans Computer software acquisition, implementation and maintenance Computer hardware and communication networks Client desk top computer equipment and systems Help desk support and training for City staff Radio and telephone systems Audiovisual services

14 Total IT Costs/Capita $70 $60 IT Costs/Capita Population $50 $40 $30 $20 $10 $- Mississauga Municipality 1 Municipality 2 Municipality 3 Municipality $27.19 $37.37 $59.69 $44.98 $16.88 Ave $37.22 $37.22 $37.22 $37.22 $37.22 Municipalities

15 Purchasing, Realty and Risk Management Services 2004 Purchasing Contracts Awarded Through Public Bids 172 Realty Transactions Completed 120 Cash in Lieu of Parkland $6.5 million Insurance Claims Processed 695 Acquisition of goods & services Central Stores operations Disposal of obsolete goods and equipment Acquisition and disposal of City properties Management of property leases Acquisition of insurance, claims administration and risk assessment

16 Mapping, Internal Audit and Consulting Services Centralized mapping services Maintenance of geographic digital data Assessment of risks, financial controls and governance processes in the Corporation Internal consulting services

17 Corporate Support Services Current Budget Corporate Support Services Operating Budget 18.5% Total Other Operating 81.5%

18 Corporate Support Services Operating Budget Operating Budget: ($Million) Labour 34.1 Other Operating 9.4 Total Gross Cost 43.5 Revenues 2.4 Net Cost 41.1 Other Operating Costs 22% Labour costs- 78%

19 Corporate Support Services Staff Resources (Permanent) Land Information Services -30 Corporate Services # of Permanent Staff Corporate Support Other Services - 3,031 Mayor, Council & City Manager - 49 Other Services 3,031

20 Challenges Increasing service demands driven by growth and increasing project complexities Recruiting for key staff positions Devising strategies to minimize tax increases IT infrastructure upgrading and replacement Responding to impact of legislative changes

21 Challenges cont d Election preparation to include 2 new wards Potential assumption of birth registration by the Province and loss of revenue Negotiating 7 collective agreements Records Centre reaching capacity

22 Successes GFOA Financial Reporting/Budgeting awards Service based Budget process introduced New Capital Budgeting system Standardization and streamlining of I.T. server replacements Several favourable OMB decisions Corporate supervisory training program

23 Successes cont d Implemented web-based training program for staff e-learning Freedom of Information -Top 5 Municipalities Launch of Active Mississauga Restructured Land Information System (Mapping) services Expanded on-line City Services Printshop operational improvements

24 Looking forward Implementation of Corporate Business Planning Financial tools/systems to support strategic decision making Continued efficiency improvements in I.T. equipment and applications Customer service enhancements including transactions via the internet Partnering with community to promote the City Civil marriages Clerk s office

25

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