2019 – 2023 Financial Plan Presentation of Corporate Services Business Cases SRD Budget Deliberations January 30 and 31, 2019
Corporate Business Cases • 116 – Relocate SRD Server Room Equipment to CCR Datacenter • 116 – Information Technology FTE Position • 118 – First Nations Relations Coordinator • 111 – Occupational Health & Safety Review
2019 – 2023 Financial Plan n Relocate SRD Server Room Equipment to CCR Datacenter Business Case Function 116 – Information Technology
Executive Summary • To relocate SRD server equipment to the City of Campbell River’s secure datacenter.
Business Problem & Opportunity • Inadequate facility to host SRD’s server equipment / cost-prohibitive to upgrade. • SRD Corporate Office lacks redundant power, fire- suppression, security access, environmental controls, and systems monitoring. • Lack of space for staff offices. Opportunity : Use existing fibre connection between CCR datacentre and SRD server room.
Proposed Project Objectives • Connect fibre from secure CCR datacentre rack to SRD server room. • Re-locate SRD server equipment to CCR datacentre rack. • Two-year contract agreement with option for renewal / renegotiation. • Monthly fee includes battery backup (UPS).
Business Risks & Project Benefits • Server infrastructure is prone to failure due to intermittent power outages and environmental system issues. • 3 rd floor office space is in demand, and this project frees up 100 square feet. Tangible risks Cost of equipment replacement and fees to restore service. Intangible risks Server/data damage, system failure, staff unable to work. Physical security risks addressed through operational cost Tangible benefits agreement, SRD server room area freed up for office renovation. Improved redundancy and data protection for SRD Intangible benefits informational assets.
Cost Benefit Analysis & Proposed Sources of Funding • Reduce risk to data & server equipment from intermittent power outages at the SRD Corporate Office. • Eliminate office area and equipment required for on-site server equipment. 2019 2020 2021 2022 2023 Capital costs $7,500 $- $- $- $- Operational costs $6,250 $12,500 $12,500 $12,500 $12,500 Total costs $13,750 $12,500 $12,500 $12,500 $12,500
Recommendation THAT the 2019-2023 Financial Plan include funding for relocating the SRD Server Room to the CCR Datacenter as per business case, with funding from general administration requisition in function 110, Corporate Services base budget.
2019 – 2023 Financial Plan n Information Technology FTE Position Business Case Function 116 – Information Technology
A Brief History of Information Technology at the SRD Key Milestone Dates: • 2006 - SRD established and CVRD assisted with technology • 2009 City of Campbell River won RFP for technology service support contract • 2015 MYRA Systems provided recommendation to SRD to hire FTE SRD IT Manager • 2018 Think Communications won RFP for technology service support contract
Executive Summary • To create a full-time information support position that will: 1. Increase departmental capacity for internal projects. 2. Improve service level and response time to staff. 3. Reduce costs to the IT support contract.
Business Problem & Opportunity SRD uses third-party providers for the majority of Information Technology Support Services Information Technology Services Overview Servers & End-User Network & Applications IT Projects Service Desk Storage Security & Databases Management This model is very effective for some services, and less effective for other services.
Proposed Project Objectives • New IT support technician reporting to SRD IT Manager. • Provides dedicated end-user support for staff at SRD corporate office, Strathcona Gardens Recreation Complex, and elected officials. • Builds internal redundancy in IT. • Think Communications IT Support Services contract comparatively reduced.
Business Risks & Project Benefits • Increase internal capacity and improve service levels. • Better control of costs and increased value for money. • Ensure SRD’s adoption of approved technology initiatives is successful. Tangible risks Increased sub-contractor costs, increased project costs. User dissatisfaction, increased “shadow” IT. Intangible risks Tangible benefits Increased ability to deliver internal IT services, reduced sub- contract fees. Greater user satisfaction with IT. Intangible benefits Reduced project re-work, reduced risk to business continuity.
Cost Benefit Analysis & Proposed Sources of Funding • Reduce sub-contracting costs and direct funding towards FTE IT staff technician. Five Year 2019 2020 2021 2022 2023 Total Salary $27,500 $56,100 $57,222 $58,366 $59,533 $286,221 Operating Benefits $8,250 $16,830 $17,167 $17,510 $17,860 $85,867 Costs Computer $7,000 $0 $0 $0 $0 $7,000 & Desk Operating Cost ($35,000) ($71,400) ($72,828) ($74,285) ($75,770) ($364,282) Savings Total $7,750 $1,530 $1,560 $1,591 $1,623 $14,054
Recommendation THAT the 2019-2023 Financial Plan include funding for an Information Technology position with the related reduction in contracted services, and partial funding in 2019 to provide time for hiring and equipment purchase as per business case, with funding from general administration requisition in function 110, Corporate Services base budget.
2019 – 2023 Financial Plan First Nations Relations Coordinator Business Case Function 118 – Strategic Initiatives
Executive Summary • Recommended to the Board by the First Nations Relations Committee (FNRC). • Several of the Truth and Reconciliation Commission’s Calls to Action present ways that local governments can move towards reconciliation. • Improving relations with First Nations is a strategic priority of the Board (recommended to be maintained) • FNRC was established to advance relations and has developed a workplan that requires resources and expertise. • A part-time dedicated in-house resource is viewed as the best way to address this priority.
Business Problem & Opportunity • Improving relations takes time, effort, resources and expertise that is not currently available. • Locally there are several First Nations with diverse interests and in various stages of Treaty negotiations. • There is a great opportunity to work together to advance common interests and objectives that will strengthen all communities and advance reconciliation. https://www.ubcm.ca/EN/main/resolutions/p olicy-areas/first-nations- relations/reconciliation- relationships/reconciliation-opportunities- local-governments.html
Proposed Project Objectives • Improved knowledge and contacts within local First Nations and representative organizations as well as federal and provincial departments. • Support KFCN and SRD with transition to becoming part of SRD Board. • Develop thorough knowledge of treaty negotiations in the area. • Facilitate C2C forums and cultural training. • Assistance facilitating mutually beneficial support, approvals and agreements.
Business Risks & Project Benefits Tangible risks Delays in achieving the FNRC mandate and workplan. Intangible risks Hamper relationship building and general support. Reputational risk. Expedite relationship building with First Nations, assistance with Tangible benefits initiatives and projects requiring FN approval and support, build and retain expertise and knowledge in-house. SRD works towards it’s part in advancing reconciliation and Intangible benefits towards achieving the Board’s overall mission/values for community socio-economic and environmental being and prosperity.
Cost Benefit Analysis & Proposed Sources of Funding • Part-time First Nations Relations Coordinator funded through general administration requisition, function 118 Strategic Initiatives. 2019 2020 2021 2022 2023 $19,500 $39,000 $39,780 $40,576 $41,387 Salary 5,850 11,700 11,934 12,173 12,146 Benefits 4,500 - - - - Furnishings/Equipment $21,140 $50,700 $51,714 $52,748 $53,803 Total costs
Recommendation THAT the 2019-2023 Financial Plan include funding to employ a part-time permanent First Nations Relations staff person with partial funding in 2019 to provide time for hiring and equipment purchase as per business case, with funding from general administration requisition in function 110, Corporate Services base budget.
2019 – 2023 Financial Plan Occupational Health & Safety Review Business Case Function 111 – General Administration
Executive Summary • Strathcona Regional District ranked by WorkSafe BC in the bottom 1/3 for workplace injuries compared to other local governments. • Recommendation to conduct an expert assessment of the organization’s health and safety policies, systems and procedures.
Business Problem & Opportunity • Workers are in environments with close proximity to chemical, physical and microbial hazards. • Young and new workers have statistically higher risk of injury at the workplace. • Our safety performance as measured by injury rate is higher than other local governments in BC.
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