S ERVICE LEVEL REVIEW PRELIMINAR Y BUDGET PRES ENTATIONS & PLANNING
Budget Layout & Timeline • S ervice Level Review (preliminary review) • 1 st Draft Financial Plan (December 5 th ) • 1 st & 2 nd Reading of Financial Plan Bylaw (December 9 th ) • Public Engagement S ession, for Financial Plan (January 22 nd ) • 3 rd Reading of Financial Plan Bylaw & Formal Public Input (February 10 th ) • Adoption of Financial Plan Bylaw
S ervice Level Review Process CHIEF ADMINIS TRATIVE OFFICER
• Overview of current service levels being provided. • Council reviews each depart ment ’s funct ions; capit al and operat ions. • 2019-2022 Council S t rat egic Plan ut ilized in development of Dist rict priorit ies. • Pre-budget review of current baseline of services provided. • Evaluat ion of priorit ies for coming year and associat ed financial implicat ions. • Each depart ment direct or will present t he core obj ect ive of t heir depart ment , highlight ing operat ions & capit al proj ect s, as well as day-t o-day t asks. • Council will be asked t o provide guidance on whet her each depart ment should maint ain t he current service level, increase or decrease. This will formulat e t he base for developing t he first draft of t he 2020-2024 Financial Plan.
FINANCES Revenue is collected for the entire municipality, sub sectioned into: Taxation User Charges Government Transfers Investment Income Other Expenditures are established by each department & approved by Council.
MUNICIP AL COUNCIL DIS TRICT OF S OOKE
2019-2022 Council S trategic Plan • Build a Reputable Organization • Demonstrate Leadership in Climate Action • Manage Long-Term Growth while Enhancing Community Identity, Vitality, and S afety CORE VALUES Effective Governance Long-Term Thinking Environmental Leadership Community Well-Being & S afety Community Vibrancy Effective & Consistent Communication OBJECTIVES o Approve Five-Y ear Financial Plan o Approve Bylaws & Policies o Provide S trategic Leadership to S enior Leadership o Advocate for the District of S ooke
COUNCIL Total Expenses: 2018 Actual = $424,661 2019 Budget = $536,613 Increase Council Comments: - Review options for increasing community grant Decrease funding Remain (no change) - Council contingency (review)
OFFICE OF THE CHIEF ADMINIS TRIVE OFFICER DIS TRICT OF S OOKE
CHIEF ADMINISTRATIVE OFFICER Obj ectives: Proj ects (Operational & Capital): - Assist Council with long-term - CUPE Negotiations strategic planning and - Organizational Review implementation. - Policy direction - Leadership to all municipal departments. - Foster relationships with external agencies and local businesses. - Manage legal matters for the organization
CAO OFFICE Total Expenses: 2018 Actual = $305,171 2019 Budget = $486,745 Increase Council Comments: Decrease Remain (no change)
LEGIS LATIVE S ERIVCES DIS TRICT OF S OOKE
CORPORATE SERVICES S ummary of Daily Tasks: Proj ects (Operational & Capital): - Council & Committee S upport - Records Management - Agendas & Minutes - Policy Framework Implementation - Bylaws & Policy Management - By Election - Public Hearings - Fees & Charges Bylaw Consolidation - Administrative S upport - New Vault for Record Preservation - Website Management - Meeting S oftware Administration - Annual & Quarterly Reports - Communications - FOI Request - S pecial Events - Records Management - Agreements Management
CORPORATE SERVICES Total Expenses: 2018 Actual = $548,689 2019 Budget = $569,082 Increase Council Comments: Decrease Remain (no change)
PLANNING S ummary of Daily Tasks: Proj ects (Operational & Capital): - Official Community Plan Bylaw - Rezoning Applications (Review/ rewrite) - Development Permits & - District lead Zoning Bylaw Updates Variances (i.e.. Cannabis/ Parking/ Definitions) - Covenant Amendments - Flood Regulation Bylaw update - OCP Amendments - Development Procedures Policy - Pre-Application Meetings - Applications Fees review/ update - Comfort Letters - Housing Needs Assessment - Building Permit referrals - Child Care Needs Assessment - Business Licensing referrals - Transportation Master Plan Review - S ign Permit review - Parks & Trails Master Plan Review - External referral responses - Municipal Building Assessment - S ubdivision referrals - Lot A S chedule execution (due - Land use inquiries diligence/ zoning/ RFP) - Committees (Council and CRD) - Building Regulation Bylaw update
PLANNING Total Expenses: 2018 Actual = $348,444 2019 Budget = $428,799 Increase Council Comments: Decrease Remain (no change)
HUMAN RESOURCES S ummary of Daily Tasks: Proj ects (Operational & Capital): - Administration of Human - Ergonomic Assessments & Equipment Resources - Rick Hansen Accessibility Upgrades - Joint Health & S afety - Municipal Hall Committee - Fire Department - Recruitment - Develop Performance Management - S upport Department Directors S ystem - Building Maintenance - CUPE Negotiations - Job Description Development - Organizational Review (assist)
HUMAN RESOURCES Total Expenses: 2018 Actual = $242,582 2019 Budget = $217,832 Increase Council Comments: Decrease Remain (no change)
FINANCIAL S ERVICES DIS TRICT OF S OOKE
FINANCE S ummary of Daily Tasks: Proj ects (Operational & Capital): - Payroll - Develop Payroll Procedure - Accounts Payable/ Receivable - Develop Accounts Payable Procedure - Property Taxes - Develop Financial Reports - Various Reporting to External - S treamline Homeowner Grant Filing Agencies. - Five Y ear Financial Plan - Budget to Actual Reporting - Community Grant Policy - Asset Management - S ponsorship Policy - Reception - Purchasing Policy - Whistleblower Policy
FINANCE Total Expenses: 2018 Actual = $746,583 2019 Budget = $698,238 Increase Council Comments: Decrease Remain (no change)
INFORMATION TECHNOLOGY S ummary of Daily Tasks: Proj ects (Operational & Capital): - Management IT S ystem - Collabspace Implementation (records (Municipal Hall, Fire management) Department, Parks & - Hardware Upgrades & Replacements Wastewater) - Network Wiring Upgrades - Application and S ystem - EOS / ES S Hardware Upgrade Updates - Unified Phone S ystem - Operating Network Patching - FOC S ecurity S ystem Upgrade - Desktop & Mobile - IT Policy Deployments - Training
INFORMATION TECHNOLOGY Total Expenses: 2018 Actual = $360,133 2019 Budget = $472,764 Increase Council Comments: Decrease Remain (no change)
GEOGRAPHIC INFORMATION SERVICES S ummary of Daily Tasks: Proj ects (Operational & Capital): - Data Management (BCA, LTS A) - Asset Management - Asset & Infrastructure Date - S ewer Parcel Tax Roll Out Entry - Financial Reporting Audit - S urvey Data Updates - S oftware & S urvey Maintenance - Internal S upport for Referrals Requests.
GEOGRAPHIC INFORMATION SERVICES Total Expenses: 2018 Actual = $192,932 2019 Budget = $258,806 Increase Council Comments: Decrease Remain (no change)
BUILDING S ummary of Daily Tasks: Proj ects (Operational & Capital): - Review Building Permit - Update Building Regulation Bylaw Applications - Certification of Inspectors (Level 1) - Plan Review - Building Permit Process - Issuance of Building Permits - Building Inspections
BUILDING Total Expenses: 2018 Actual = $329,112 2019 Budget = $443,727 Increase Council Comments: Decrease Remain (no change)
DEVELOPMENT S ERVICES DIS TRICT OF S OOKE
ENGINEERING S ummary of Daily Tasks: Proj ects (Operational & Capital): - Highway Use Permits - 5-year Road Improvement Program - S ubdivision Drawing Review - Parks Washrooms & Fountains - Pre-Application Meetings - Transportation Master Plan - Dispatch Calls-for-S ervice - Parks & Trails Master Plan - S peed Reader Board - West Coast Road S idewalks - Manage Highway Maintenance Contract - Manage Ling Painting Program - Asset Management Planning - Lot A due diligence (civil and geotechnical)
ENGINEERING Total Expenses: 2018 Actual = $712,267 2019 Budget = $1,059,507 Increase Council Comments: - increase street lighting (on hydro poles) Decrease Remain (no change)
SUBDIVISION S ummary of Daily Tasks: Proj ects (Operational & Capital): - Review S ubdivision & - Asset Management Development files. - S ewer S ervice Area Expansion - S ecurity Reduction Requests - Works & S ervices Agreements - S ewer Pre-Purchase Capacity - Review & Update Cash-in-Lieu Road Tracking Accounts - Pre-Application Meetings - Comfort Letters - Planning Referrals - S ewer S erviceability Reviews - Agreement Preparation
SUBDIVISION Total Expenses: 2018 Actual = $232,788 2019 Budget = $242,760 Increase Council Comments: Decrease Remain (no change)
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