2018 BUDGET (CAO's OFFICE) - CHIEF ADMINISTRATIVE OFFICE - Oro Medonte

 
2018 BUDGET

CHIEF ADMINISTRATIVE OFFICE
      (CAO’s OFFICE)
Introduction

Working with Council, the CAO is responsible for the establishment of the Corporate Strategic Directions for the Township of Oro-
Medonte. The Corporate Strategic Directions act as a blueprint for future business planning and budget decisions. Through
management and leadership of the Senior Management Team, the CAO provides direction of administration and implementation of
the strategic directions and operations of the Township. The CAO manages the execution of Council’s directions and decisions and
provides recommendations to Council regarding periodic updating of the Corporate Strategic Directions.

The Department is comprised of the following Staff:
   Chief Administrative Officer
   Customer Service Representative
   Manager Human Resources, Health & Safety
   Human Resources Coordinator
   EA/AA

The CAO’s Department provides the following services:
   Mayor & Council Support
   Leadership & Strategic Initiatives
   HR
        o Recruitment
        o Compensation, Benefits & Employee Recognition
        o Labour and Employee Relations
        o Performance Management & Employee Development
        o Health, Safety & Wellness

2017 Major Accomplishments:
    Leadership in the Continuous Improvement Initiative;
          o Green Belt Training Senior Management Team;
          o Implementation Operations/Departmental Restructure;
          o Ongoing Review of Environmental Services Policies & Procedures;
          o Completed Administrative Services Review
          o Ongoing reorganization of Legislative Services Department;
    Initiated with Mayor and Council enhanced focus on the governance role for the Elected Board of Directors;

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   Initiated a Corporate Reorganization within Corporate Services/Legislative Services, Development Services, Strategic
        Initiatives and Finance in order to increase the effectiveness of staff and followed through with implementation as key
        positions became available through resignations.

       Ongoing Organizational realignment and next phase implementation including assuming oversight responsibilities for
        Environmental Services;
       Enhanced proactive issues management/communications support on strategic issues including preparation of media briefing
        packages, media scrums/conferences; public fact sheets;
       Provision of on-going communication updates to Council regarding the legal status and measures taken to resolve OMB & risk
        management issues.
       Ongoing support and facilitation of the Water/Storm Water/Wastewater Master Servicing Study with Horseshoe
        Valley/Craighurst development community.
       Worked with senior staff and various agencies for recommendation to Council regarding special event permits for two large
        scale events for upwards to 90,000 combined participants to effectively manage the events and mitigate risk to the
        Municipality. Events held with few incidents and deemed to be a success by the organizers and stakeholders.
       Ongoing tracking of Human Resources metrics;
       Significant recruitment activity;
       Proactive labour management relations and relationship management;
       Provided WHMIS 2015 training to all staff;
       Provided ongoing Human Resources support to Departments within Corporation;

Environmental Scan:

Mayor & Council Support/Leadership & Strategic Initiatives:
   Providing services to our residents at current service levels in a fiscally responsible manner continues to present
      challenges;
   Township resident interests in the actions and decisions of council and staff continues to increase;
   Residents are looking for greater access to information, staff and members of council with increased transparency and
      faster turnaround;
   The 2018 Election for all Municipalities in the Province of Ontario including the Township of Oro-Medonte is a major project
      for many staff members;
   Ensuring continuity of business operations in the event of an emergency or once council becomes restricted due to
      legislative requirements as of nomination day;
   Talent management & succession planning;

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   Initial work in the development of a framework for Lean Systems implementation.

Customer Service:
   The level of service activity at the Administration Building continues to grow significantly;
   In addition to the increase in activity handled by the Customer Service Representative, many other departments continue to
     experience increasing activity including building permit issuance, municipal law responses and FOI requests;
   Until additional on-line options are made available to residents (licensing, parking passes, bill payments etc.), it is expected
     that activity levels will continue to grow as our population continues to grow.

HR:
       The health and safety of our staff has always been a priority for the Corporation. As of the 4th quarter (November 2017)
        there have been no lost time incidents/accidents reported to WSIB and 6 incidents reported for cautionary medical attention
        only. Incidents not only pose a serious concern for the safety and security of our staff, they also present a cost and liability
        risk to the Corporation. The Township works diligently to ensure employees are trained on policies and procedures.
        Incidents are reviewed regularly to ensure that refresher training is provided when required;
       Oro-Medonte’s workforce along with most employers within the Province of Ontario, is aging, with a significant number of
        employees eligible for retirement over the next 3 years. In the next two years, 12 of our full time workforce of 74 will be
        eligible for retirement and a further 10 (potential retirement of 30% of the full-time workforce) will be eligible by the end of
        the incoming Council’s mandate. Retirements present an opportunity to assess job descriptions and functions to ensure
        we continue to “do the right” things. They are also labour intensive and costly to fill and train. These assessments and
        recruitment activities will continue for 2018 and beyond.
       Recruitment activities are projected to be 25-30 in 2018 to address attrition and reoccurring seasonal requirements, which
        have a significant impact on corporate resources. In addition, there will be competition requirements for projected
        retirements as noted above. There were 31 recruitment competitions in 2017. These staffing competitions included full
        time, contract, seasonal staffing needs and Fire & Emergency Services Volunteer Officer(s) and new recruit searches.
       The relationship between the employer and employee/union is one which can greatly impact customer service, productivity,
        attrition rate and costs. Fortunately, the relationship between Township management and our CUPE team (Local 2380-04)
        is strong and continues to strengthen, one grievance was settled at Arbitration in 2017. To ensure we continue to build that
        relationship, we will be implementing our new performance management programs in the last quarter of 2017 and first
        quarter of 2018 and continue to attend to issues as they arise through 2018.
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Significant impacts for 2018:

       Ongoing support and facilitation of the Water/Storm Water/Wastewater Master Servicing Study with Horseshoe
        Valley/Craighurst development community;
       Update a Corporate Scorecard to monitor activities and impact;
       Ongoing refinement of our Issues Management process;
       Orientation program for 2018 – 2022 Council;
       Completion of mandatory Pay Equity Maintenance to ensure compliance;
       Initial development of performance management program implementation for Bargaining Unit;
       Finalize performance management implementation for excluded staff;
       Develop corporate wide training calendar;
       Ongoing delivery of Crisis Intervention Training to staff and volunteers;
       Ongoing development of Health and Wellness programs;
       Update and Review Recruitment Programs;
       Conduct a voluntary Work Well Audit to be commenced in 4th quarter 2018 and completed in 2019;
       Ongoing recruitment;
       Preparation for 2019 Collective Bargaining with CUPE Local 2380-04.

2018 Budget Impacts:

       2018 salaries for all departments are reflective of a general cost of living adjustment and year over year benefit provisions
        consistent with contractual obligations;

        Mayor & Council Support/Leadership & Strategic Initiatives:
       Allocation in Office of CAO for EA/AA compliment which is offset by a corresponding reduction in Corporate Services;

        Human Resources/Health & Safety:
       Reduction of $20,000 from the Corporate Vision Care fund/liability;

        Mayor & Council
       $5,000 allocation has been budgeted for Integrity Commissioner as required under Bill 68;
       Identification of a reduction in Minor Sports subsidies of $8,500, combined between an increase in hourly rate and subsidies;

        Shared Cost:
       Apportioning an allocation for legal costs that has not been budgeted in prior years;

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   Insurance deductibles increased to reflect actual 2017 activity and projected 2018 activity;
       Insurance liability premium costs;

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AS PRESENTED DEC 1, 2017

    Township of Oro-Medonte
    Operating Budget 2018

                                                                                              VARIANCE
    CAO's Office                                                                         Increase / (Decrease)
                                                                                           2017       2018
                                                       2017         2017        2018     Projection Budget vs
                                                                                                                         Explanation of Variance
                                                      Budget      Projection   Budget     vs 2017     2017
                                                                                          Budget     Budget

                                                                                                                  Adjustments to salaries are reflective of a
                                                                                                                  general cost of living adjustment and year
    Salaries & Benefits                               525,909       536,227    653,792      10,317     127,883
                                                                                                                  over year benefit provisions and
                                                                                                                  contractual cost obligations
    Administrative                                    111,520       111,838    120,145         318       8,625
    Labour & Employee Relations                        43,000        59,500     50,000      16,500       7,000
    Performance Mgmt, Employee Development             25,000        24,910     25,000         (90)        -
    Health, Safety & Wellness                          12,225         8,070     15,400      (4,155)      3,175
                                                                                                                   $20,000 reduction to the Vision Care
    Compensation, Benefits & Employee Recognition      35,737        34,837     20,802        (900)    (14,935)
                                                                                                                  fund/liability
    Recruitment                                        11,000         7,800     11,000      (3,200)        -

                                                                                                                  No reserves funds allocated within the
    Less: Costs Funded from Reserves                   (75,000)     (75,000)       -           -        75,000
                                                                                                                  2018 budget

` Total Tax Levy Requirement                          689,391       708,182    896,139      18,790     206,748

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AS REVISED DEC 13, 2017

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Service                       Mayor & Council Support, Management Leadership & Policy Development

                              Ensure the efficient and effective operation of the Corporation through management and leadership of the
Purpose of Service            Senior Management Team. Liaise with Council to implement Corporate Strategic Directions while making
                              recommendations and provide periodic updates to Council regarding policies and procedures. To develop
                              policies and programs for the Corporation that will maximize revenue and/or cost savings in administration of
                              corporate-related functions; Continuous Improvement, Government Relations and Risk Management.
Strategic Plan's Overarching Goals that Service Relates to:
Continuous Improvement & Fiscal Responsibility
Enhanced Communications & Customer Service
Balanced Growth
Inclusive Healthy Community
Employer of Choice;

Activity / Responsibility                                Current Service Level
Mayor & Council Support                                  Provide effective and timely policy and program advice to the Mayor and Members
Liaison with Mayor and Members of Council                of Council. Ensure open, transparent and responsive communications between the
                                                         Mayor, Members of Council with regular weekly briefings with the head of Council
                                                         and with Members of Council, as required.

                                                         Support to Mayor and Council with respect to Corporate Strategic Directions and
                                                         Continuous Improvement Initiatives.

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Management Leadership                                       Provide Leadership of Senior Management Team and direction of Municipality-wide
Effective Management and Organizational Leadership of       continuous improvement initiatives. Provide leadership and management of
the Senior Management Team                                  resources for business processes, including strategic planning, business plans,
                                                            budgets and capital forecast, Official Plan and Master Plans for the Township
                                                            programs and services.

                                                            Provide organizational leadership, direction and accountability for programs and
                                                            services provided by the Township to meet the needs and expectations of the
                                                            residents.

                                                            Provide opportunities for employees at all level to contribute to the organization, and
                                                            to learn and to grow in their performance.
Policy Development                                          Formulation of policies, procedures, programs and services. Policies and
Recommend, implement and administer policies and            procedures are recommended to Council on an as needed basis. Staff are informed
procedures that support Corporate goals and objectives      of approved policies and procedures. Policies and procedures are administered and
and meet legislative requirements.                          monitored for effectiveness through the management of the Township’s Policy and
                                                            Procedures Manuals.
Corporate Strategic Planning: Provide leadership to         Facilitation of Council's annual review of the Corporate Strategic Plan; Annual
Mayor, Council and SMT in the completion/monitoring of      integration of Corporate Strategies into Performance Management Program;
the Corporate Strategic Plan and in the subsequent          Development of an annual report card of Council's accomplishment vis a vis the
integration of corporate goals into the performance         Corporate Strategic Plan. Monthly preparation and presentation to Council of the
management program.                                         Corporate Projects Status Report outlining project progress.
Corporate Strategic Initiatives: Implementation of          On-going implementation of initiatives identified in the Corporate Strategic Plan.
initiatives identified during the corporate strategic
planning process.

Stakeholder and Government Relations: Develop and           Coordination of regular consultations/dialogues between Council, our MP and MPP.
support positive relationships with municipal, provincial   Attendance at MP and MPP functions/meetings as required, no less than quarterly;
and federal governments. Develop and support effective      Attendance at County, Provincial and Federal meetings/events as required.
strategic relationships and partnerships with relevant
stakeholders and associations.

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Service                       Recruitment

Purpose of Service            Develop, recommend and implement recruitment and selection policies, programs, procedures and strategies that attract and
                              secure the best qualified applicants for positions at the Township of Oro-Medonte in order to achieve corporate goals and
                              objectives.

Strategic Plan's Overarching Goals that Service relates to:
Employer of Choice
Enhanced Communications & Customer Service
Continuous Improvement & Fiscal Responsibility

Activity / Responsibility                                          Current Service Level
Policy Development                                                 • Policies are drafted and recommended to SMT then Council on an as needed basis.
Recommend recruitment and selection policies and                   • Management and employees are informed of approved policies and procedures.
procedures that ensure the Township has access to the most         • Policies and procedures are administered and monitored for effectiveness.
highly qualified candidates possible.

Employee Recruitment                                               • Recruitment strategies are discussed with department managers as required.
Develop and administer best practice recruitment strategies        • Posting and advertising of positions when a vacancy has been deemed to occur.
that attract a deep and broad applicant pool. Ensure
recruitment process reflects legislation policies and collective
agreements. Maintain recruitment files.

Candidate Selection                                                • Participate with hiring managers in applicant screening.
Develop and administer best practice selection techniques          • Candidate interviewing and assessment.
that are compliant with legislation policies and collective        • Reference and credential checking on an as needed basis.
agreements to identify most highly qualified applicants for
interviews. Develop and administer best practice interview and
selection techniques to identify best qualified candidates for
positions. Conduct reference checks and screenings on
preferred candidates. Negotiation of employment package and
or contracts.

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New employee/transfer orientations                                • New orientation sessions at commencement of employment.
Provide a best practices program for all new employees and        • New employees Managers and employee transfers receive orientation and sign off on critical
managers or employee transfers that introduces the structure      policies and legal requirements if required.
function policies and practices of the Township.

Service                       Compensation, Benefits & Employee Recognition

Purpose of Service            Attract, retain and motivate Township employees in order to achieve the goals and objectives of the organization through
                              competitive total compensation policies and recognition of contributions to the organization. Ensures internal equity and
                              compliance with The Pay Equity Act.

Strategic Plan's Overarching Goals that Service relates to:
Employer of Choice
Continuous Improvement & Fiscal Responsibility

Activity / Responsibility                                         Current Service Level
Compensation                                                      • Conduct compensation market surveys and data analysis as required.
Ensure compensation market competiveness for various              • Policies are drafted and recommended to SMT then Council on an as needed basis.
employee groups. Ensures compliance with corporate                • Management and employees are informed of approved policies and procedures.
policies, collective agreements and legislative requirements.     • Policies and procedures are administered and monitored for effectiveness.

Benefits and Pension                                              • Conduct benefit market surveys and data analysis on an annual basis.
Ensure benefit market competiveness that are compliant with       • Policies are drafted and recommended to SMT then Council on an as needed basis.
corporate policies, collective agreements and legislative         • Management and employees are informed of approved policies and procedures.
requirements.                                                     • Policies and procedures are administered and monitored for effectiveness.

Payroll Administration                                            • Payroll administered on a bi-weekly basis.
Payroll administration assuring accuracy, timely remittances      • Remittances reconciled and submitted bi-weekly or monthly as required.
and payments, meets legislative compliance and year end           • T4 administration annually.
reconciliations.

Job Evaluation                                                    • Support two job evaluation programs. (Non Bargaining Unit & Bargaining Unit)
Maintain job evaluation programs that establish the internal
relativity of jobs ensuring compliance with corporate policies,
collective agreements and legislative requirements.

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Employee Recognition                                         • Deliver long service and retiree award programs on an annual basis for both Full-Time
Develop, recommend and deliver programs that recognize the   employees and Volunteer Firefighters.
contributions of Township employees.

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Service                      Labour & Employee Relations

Purpose of Service           Ensures that positive labour and employee relations as governed by the collective agreement; policies, procedures and
                             legislation are administered and maintained; promoting the effectiveness of employees in achieving the goals and objectives of
                             the Township of Oro-Medonte.

Strategic Plan's Overarching Goals that Service relates to:
Employer of Choice
Enhanced Communications & Customer Service
Continuous Improvement & Fiscal Responsibility

Activity / Responsibility                                 Current Service Level
Policy Development                                        • Policies are drafted and recommended to SMT then Council on an as needed basis.
Recommend workforce policies and practices that           • Management and employees are informed of approved policies and procedures.
minimize legal risk in employment and labour relations    • Policies and procedures are administered and monitored for effectiveness.
and respect the collective agreements.
Internal HR Consultancy Services                          • Daily response to requests for assistance in all areas of practice.
Provide HR advice on individual, group, departmental      • Support provided for Full-Time, Part-Time and Volunteer Firefighters.
and corporate issues designed to maximize
performance and comply with legislation, policies and
collective agreements. Identify issues and trends
requiring departmental or corporate program or policy.
Collective Agreement Administration                       • One Collective Agreement; CUPE Local 2380
Provide advice and guidance to management on the
interpretation and administration of collective
agreement.
Labour/Employment Law Interpretation                      • Advice provided on an as needed basis.
Provide advice and guidance on the interpretation and
administration of Ontario Labour Laws.

Grievance Management                                      • One Collective Agreement; CUPE Local 2380
Provide advice and guidance on the grievance              • Taking appropriate action on an as needed basis to obtain satisfactory resolution to grievances.
process/grievance response that minimizes risks and       • Make modifications to program services and practices as necessary.
supports effective labour management relations.

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Collective Bargaining                                        • One Collective Agreement; CUPE Local 2380 to be negotiated at the renewal of each agreement
Prepare for and participate in the Township's team in
collective bargaining; monitor the labour relations
environment; work with management to develop and
bargain changes to collective agreement that enhance
the effectiveness of the organization in meeting its goals
and objectives while respecting the needs and interests
of the employees.

Service                       Health Safety & Wellness

Purpose of Service            To deliver a Health and Safety, Wellness program ensuring Township of Oro-Medonte employees work in a healthy and safe
                              environment, reducing risk and liability, ensuring compliance with the Occupational Health and Safety Act, providing education
                              and training with particular emphasis on regulations and standards.

Strategic Plan's Overarching Goals that Service relates to:
Employer of Choice
Inclusive Healthy
Community

Activity / Responsibility                                    Current Service Level
Health and Safety                                            • Recommend and provide Health & Safety training in compliance with legislation, that ensures a
Ensure compliance with the Occupational Health &             safe working environment on an as needed basis.
Safety Act and its regulations, as well as Township          • Maintain training records.
Health & Safety Policies and Procedures. Continue to         • Act as liaison with Ministry of Labour inspectors.
reduce major and serious incidents by managing and           • Support the Joint Health & Safety Committees.
eliminating the minor incidents.

WSIB Administration                                          • Provide advice and guidance to management and employees on WSIB claims and administration.
Ensure compliance with the Workers Safety and                • Maintain documents and records of WSIB claims.
Insurance Act and the requirements of the Workers
Safety and Insurance Board.

Return to Work                                               • Work with managers, employees and union representatives to develop early and safe return to
Prepare and monitor early and safe return to work            work arrangements (work accommodation).
programs for employees with occupational and non-
occupational injuries, illnesses and disabilities.

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Policy and Procedure Development                      • Policies are drafted and recommended to SMT then Council on an as needed basis.
Recommend policies and procedures that support the    • Management and employees are informed of approved policies and procedures.
health, safety and well being of employees.           • Policies and procedures are administered and monitored for effectiveness.

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Service                     Health Safety & Wellness

Purpose of Service          To deliver a Health and Safety, Wellness program ensuring Township of Oro-Medonte employees work in a healthy and safe
                            environment, reducing risk and liability, ensuring compliance with the Occupational Health and Safety Act, providing education
                            and training with particular emphasis on regulations and standards.

Strategic Plan's Overarching Goals that Service relates to:
Employer of Choice
Inclusive Healthy
Community

Activity / Responsibility                                Current Service Level
Health and Safety                                        • Recommend and provide Health & Safety training in compliance with legislation, that ensures a
Ensure compliance with the Occupational Health &         safe working environment on an as needed basis.
Safety Act and its regulations, as well as Township      • Maintain training records.
Health & Safety Policies and Procedures. Continue to     • Act as liaison with Ministry of Labour inspectors.
reduce major and serious incidents by managing and       • Support the Joint Health & Safety Committees.
eliminating the minor incidents.

WSIB Administration                                      • Provide advice and guidance to management and employees on WSIB claims and administration.
Ensure compliance with the Workers Safety and            • Maintain documents and records of WSIB claims.
Insurance Act and the requirements of the Workers
Safety and Insurance Board.

Return to Work                                           • Work with managers, employees and union representatives to develop early and safe return to
Prepare and monitor early and safe return to work        work arrangements (work accommodation).
programs for employees with occupational and non-
occupational injuries, illnesses and disabilities.

Policy and Procedure Development                         • Policies are drafted and recommended to SMT then Council on an as needed basis.
Recommend policies and procedures that support the       • Management and employees are informed of approved policies and procedures.
health, safety and well being of employees.              • Policies and procedures are administered and monitored for effectiveness.

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