INDEX CITY MANAGER S OFFICE

Transcription

1 INDEX CITY MANAGER S OFFICE Page No. City Manager s Department Overview 2-1 to 2-14 City Manager s Department Recap 2-15 City Manager s Office 2-16 Office of the City Clerk 2-17 to 2-18 Corporate Strategic Services 2-19 to 2-20 City Solicitor and Corporate Counsel 2-21 to 2-22 Human Resources 2-23 to 2-24 User Fee Schedule 2-25 to 2-28 Capital 2-29 to 2-36 Capital Forecast 2-37 to 2-39

2 Presentation to Special Committee of the Whole 2018 City Manager s Office Department Budget Overview Norm Gale, CD, MBA, CMMIII City Manager Mr. Chair and Members of Committee; Thank you for this opportunity to present the overview of the proposed 2018 Capital ($502.0 thousand gross and net) and Operating ($9.7 million gross and $9.1 million net) Budget on behalf of the City Manager s Office. The City Manager s Office is responsible for the following: Division Areas of Responsibility Corporate Strategic Services Office of the City Clerk City Manager s Office City Solicitor and Corporate Counsel Human Resources and Corporate Safety Corporate Communications Corporate Strategic Initiatives Strategic Planning Corporate Strategic Services Thunder Bay Crime Prevention Council Thunder Bay Drug Strategy Tourism Council & Committees Legislative Services Public Service Lottery Licencing Records Management Office of the City Clerk Freedom of Information & Protection of Privacy Corporate Accessibility Compliance Aboriginal Liaison Municipal & School Board Elections Legal Advice and Representation Insurance City Solicitor and Corporate Counsel All legal services including contracts Corporate Risk Management External Legal Counsel Liaison Compensation, Benefits & Health Services including payroll and pension services Human Resources and Corporate Corporate Safety Safety Labour Relations Staffing, Development & Support Services 2-1

3 City Manager s Office Reporting directly to City Council, the City Manager provides strategic leadership and management to the Corporation. Capital Budget Highlights There are no Capital items in the proposed 2018 Budget. Operating Budget Highlights Complement Changes There are no complement changes in the proposed 2018 Budget Base Budget compared to 2017 Personnel Services The Personnel Services category of the proposed 2018 Operating Budget increased by $2.8 thousand or 0.7% which is directly related to wage adjustments. Purchased Services There is a decrease in the base budget for Purchased Services of $ or 14.3%. Materials The Materials category of the base budget increased by $2.7 thousand or 11.2% to realign the budget based on actual and anticipated spending trends. Interfunctional Transfers The Interfunctional Transfers category of the base budget increased by $2.2 thousand or 3.6% largely due to increases in facility services and CIT costs. One Time Items There are no One Time Items in the proposed 2018 Operating Budget. User Fee Increases There are no User Fee Increases in the proposed 2018 Operating Budget. Reductions There are no Reductions in the proposed 2018 Operating Budget. 2-2

4 Expansions There are no Expansions in the proposed 2018 Operating Budget. Significant Issues and Trends Corporate Strategic Services Leadership is provided to address major community issues through the Strategic Initiatives Section (Crime Prevention Council and Drug Strategy) as well as some without dedicated staff (Poverty Reduction, Anti-Racism and Age-Friendly). We continue to look at models to effectively support social development including community partnerships and funding from other orders of government such as the NOHFC intern. A new Corporate Strategic Plan was approved on June 22, 2015 for implementation from 2015 to Funding for some initiatives is included in the Council Strategic Initiatives fund: Poverty Reduction-$35.0 thousand (Goal 5 of the City s Strategic Plan. Report ; request October 31, 2016 to extend for a further two years ) Civic Pride Plan - $10.0 thousand (Strategy 1.1 of City s Strategic Plan) Reports and Plans - $5.0 thousand (Annual Report, Strategic Plan Highlights) Strategic Communications related to Inquest and Truth & Reconciliation Calls to Action for 2018 ($30.0 thousand) Program expansions: Thunder Bay & Area Food Strategy $35.0 thousand (Goal 14 of the City s Strategic Plan. Resolution passed by Council December 19, 2016 to include this funding in 2017 Budget for consideration and subsequently approved in Budget Request anticipated in November 2017 to extend for 2018) Age Friendly Community-Wide Action Plan - $50.0 thousand. This includes $15.0 one-time to proceed with the implementation of the Age Friendly Initiative Proposed Structure and $35.0 thousand to further the development of Age Friendly Thunder Bay as a backbone community organization (Strategy 6.2 of the City s Strategic Plan and Report 96/2017) Public Consultation - $20.0 thousand to support ongoing development of public engagement framework, related tools and pre-budget consultation (Strategy 19.1 of the City s Strategic Plan) Seven Youth Inquest - $100,000 to support implementation of the Watercourse/River Safety Audit recommendations and enhanced training (Report 142/2017) 2-3

5 Seven Youth Inquest Transit Passes - $68.0 thousand to offset lost revenue from First Nation Secondary School Student Passes (Report 142/2017) In response to residents expectations for open, transparent government, Corporate Communications takes a multi-channel approach to communications utilizing both social and traditional media and supports a growing focus on high quality public engagement opportunities. Tourism has significant responsibility for the coordination of Northwest Ontario regional marketing and destination development initiatives. Capital Budget Highlights The Corporate Strategic Services Division proposed a $100.0 thousand gross and net 2018 Capital budget to fund renewal of the City Website in keeping with the Community Communications & Engagement Plan. Key aspects of this project will be to develop a fully responsive website, create a highly visible section of the City s website for active consultations and to integrate social media feeds with the website. The City s website continues to be a foundational channel for communication to residents, visitors and investors with more than 4,200 unique visits a day. Corporate Strategic Services administers the corporate account for Clean, Green and Beautiful (CGB) funds on behalf of the CGB Committee and in consultation with the Administrative Image Route Working Group. The 2018 proposed CGB budget is $200.1, with an ongoing focus on implementing the Council approved Image Route Guidelines and Streetscape Designs, emerging projects and anti-litter programs. 2-4

6 Operating Budget Highlights Complement Changes # FTE Budget Impact Gross Net Removal of Prior Year One Time (1.0) $(56.0) $(24.5) Respect Intern One Time 1.0 $56.1 $31.1 Website Development Support One Time 0.5 $38.7 $8.6 Total Complement Change 0.5 $38.8 $ Base Budget compared to 2017 Personnel Services The Personnel Services category of the proposed 2018 Operating Budget before one-time items decreased by 39.8 thousand or 2.7% due to the removal of a prior year one time position partially offset by wage adjustments. Purchased Services The Purchased Services category in the proposed 2018 Operating Budget increased by $4.1 thousand or 10.8%. Rents & Financial The Rents & Financial category in the proposed 2018 Operating Budget has increased by $1.5 thousand or 2.1%. Materials The Materials category in the proposed 2018 Operating Budget has decreased by $163.6 thousand or 18.9% primarily related to Tourism. This reflects reductions in the Destination Marketing Fund (DMF) and therefore Advertising expense and Revenue have both been reduced. As well the decrease relates to incremental cost savings to contribute to savings targets for Budget Revenues The Revenue category of the proposed 2018 Operating Budget before one-time items, decreased by $188.0 thousand or 29.6% directly related to Tourism and the removal of the DMF revenue and removal of prior year one time funding from NOHFC. 2-5

7 The Tourism Division continues to manage contracts and partnerships on behalf of Tourism Northern Ontario and the Ministry of Tourism, Culture and Sport, providing increased opportunities for program specific leveraged funding. Interfunctional Transfers Interfunctional Transfers increased by $8.5 thousand or 4.0% primarily related to facilities charges. One Time Items The proposed 2018 Operating Budget includes the following One Time Items. One Time Items Description Respect Intern is partially funded by NOHFC ($25.0 thousand). The Respect Intern implements the community wide respect initiative in consultation with the Respect Working Group, formed from the Anti-Racism and Respect Advisory Committee and the Crime Prevention Council. Website Development position requested as a dedicated resource for the implementation of the website renewal process. #FTE Budget Impact Gross $ Net $ 1.0 $56.1 $ $38.7 $8.6 Total One Time Items 1.5 $94.8 $39.7 User Fee Increases There are no User Fee Increases proposed in the 2018 Operating Budget. Reductions There are no Reductions proposed in the 2018 Operating Budget. Expansions There are no Expansions proposed in the 2018 Operating Budget. 2-6

8 Office of the City Clerk Significant Issues and Trends A key area of focus for the Office of the City Clerk in 2018 is the administration of the Municipal and School Boards General Election. This will include the introduction of 'remote voting' through the use of Internet and Telephone voting as an option for voters in the October 22, 2018 Elections. Internet and Telephone voting will be available to voters from the opening of polls for advance voting through to the close of polls on Election Day, on a 24 hour basis. Voters will still have the option to vote a paper ballot should they wish. As a result the Election Budget reflects both the added cost of the electronic voting, added communications efforts and the reduction in Election Day costs as a result of decreased number of polls to be operated on that day. Overall there is a net increase in the budget of $89,200 after taking into account the money set aside in the Elections Reserve Fund. The 2018 budget also contains the second year of capital funding for the Corporate Electronic Records Management System. Accessibility Accessibility compliance and coordination continue to be a focus for the Office of the City Clerk. In compliance with AODA IASR, training for all City staff on the regulations remains a priority along with the implementation and monitoring of the corporate implementation of the Accessibility Plan. The Multi Year Accessibility Plan will be completed in early 2018 and funded through the capital budget. This plan will include an audit of all municipal facilities and projections of all remaining upgrades in those facilities. Aboriginal Liaison The implementation of the renewed Aboriginal Liaison Strategy, as approved by City Council in 2017, continues with no change in the budget from In addition to elements of the Strategy there will be a concentrated effort to fulfill the intent of the Friendship Agreement signed jointly by the City of Thunder Bay, North Caribou Lake First Nation, Fort William First Nation and the Thunder Bay Police Services Board. The City continues to promote the use of the Walk-A-Mile film project while at the same time working with Human Resources and a number of stakeholders to develop and implement broader Indigenous cultural training for City staff. It is anticipated that this training will begin to be delivered in The Unit continues to support the developing relationships between the City and local and regional First Nations and Metis political organizations and local governments. 2-7

9 Archives & Records Centre While the Archives continue to work on the introduction of a common file classification system (TOMRMS) across the Corporation, work on the implementation of the Electronic Records Management System is expected to advance. Capital Budget Highlights The Office of the City Clerk proposes a $402.0 thousand gross and net 2018 Capital Budget to fund the second phase (of 4) of an Electronic Records Management System at $177.0 thousand per year, the annual contribution towards items relating to legislative compliance with the Accessibility for Ontarians with Disabilities Act (AODA) at $200.0 thousand and the City of the Poppy program at $25.0 thousand. Operating Budget Highlights The proposed 2018 Operating Budget for the Office of the City Clerk contains an additional 1.6 FTEs related to the election at a cost of $130.6 thousand gross and nil net Base Budget compared to 2017 Personnel Services The Personnel Services category of the proposed 2018 Operating Budget before one time, reductions, and expansions includes wage and fringe benefits increases of $10.8 thousand or 0.6% which are directly related to wage adjustments. Purchased Services There are no significant changes to the Purchased Services category of the base budget compared to Materials The 2018 proposed base budget for Materials decreased by $34.1 thousand or 12.6% largely due to the removal of prior year one-time expenditures. In addition, there are small reductions in the proposed 2018 Operating Budget that include a decrease of spending in the areas of library, general expense, advertising, mileage and travel and training. These reductions are found in the Archives budget, Aboriginal Liaison budget and the Office of the City Clerk budget. 2-8

10 Revenues There are no changes to the proposed base budget for Revenues compared to Interfunctional Transfers The proposed base budget for Interfunctional Transfers increased by $5.3 thousand or 2.0% largely due to increases in IT charges. Transfer to Own Funds There were no changes to the proposed base budget for Transfer to Own Funds before one time, reductions and expansions. One Time Items In 2018, the Ontario Heritage Conference will be taking place in Thunder Bay which will allow members of the committee greater participation as travel costs will not be required. A one-time addition of $ is projected to accommodate the cost of participation. The cost of the 2018 Municipal Election is projected at $560,100 with a net cost of $88,700 after taking funds available in the Election Reserve Fund. This cost includes all staffing, polling stations, equipment purchase and rental, postage, voter s list costs and advertising expenses associated with the election. City Council approved the use of internet and telephone voting in 2016 which has been included in the 2018 budget submission. User Fee Increases There are no User Fee Increases proposed in the 2018 Operating Budget. Reductions There are no Reductions proposed in the 2018 Operating Budget. 2-9

11 Expansions The investment of an Electronic Records Management System (maintenance, support and retention of electronic records for the Corporation) will result in an operating impact for the annual purchase of licenses for the software. The cost projected for 2018 is $18,000 and has been included as an expansion in the City Archives budget in the Office of the City Clerk. Gross and net budget impact of $18,000. Significant Issues and Trends City Solicitor and Corporate Counsel External legal counsel fees are reflected separately in corporate expenditures. The budget allocation for external legal counsel fees will remain the same at approximately $1.7 million. This budget amount was determined through an analysis of historical spending and reviewing anticipated issues in the upcoming year. Further litigation which may be initiated by outside parties against the City in 2018 may result in additional outside counsel fee expenditures. Insurance costs relating to claims falling under the City s liability and auto policies are reflected separately in corporate expenditures. The budget allocation for claims expenditures has decreased from $2.2 million to $1.9 million or 13.6% to adjust the budget closer to actual historical expenditures. The insurance premiums budget has been increased from $2.0 million to $2.2 million or 11.0% to reflect the premium increase expected in The premium costs are allocated out to the respective departments and boards. Capital Budget Highlights There are no Capital items in the proposed 2018 Budget. Operating Budget Highlights Complement Changes # FTE Budget Impact Gross Net 2018 Removal of Prior Year One Time (0.2) $(27.9) $(27.9) 2018 Expansions Total 1.0 $125.2 $125.2 Total Complement Change 0.8 $97.3 $

12 2018 Base Budget compared to 2017 Personnel Services The Personnel Services category of the proposed 2018 Operating Budget before one-time items, reductions, and expansions decreased by $38.1 thousand or 5.3% which is directly related to the removal of a prior year one time position and salary adjustments. Purchased Services The Purchased Services category in the proposed 2018 Operating Budget before one time items, reductions and expansions, decreased by $7.6 thousand or 38.0% directly relating to a readjustment of amounts to indicate actual cost within the department. Rents & Financial Expense There is no change in the Rents & Financial Expense base budget compared to Materials The Materials category of the proposed 2018 Operating Budget before one time, reductions, and expansions increased $25.3 thousand or 23.3% which is directly related to a readjustment of amounts to actual cost within the department as well as an increase related to reflect the actual costs of maintaining the legal library. Revenues There was no change in the Revenues base budget compared to Interfunctional Transfers The Interfunctional Transfers category in the proposed 2018 Operating Budget increased $3.6 thousand or 25.2% which is mainly related to increases in IT charges. One Time Items There are no One Time Items proposed in the 2018 Operating Budget. User Fee Increases There are no User Fee Increases proposed in the 2018 Operating Budget. Reductions There are no Reductions proposed in the 2018 Operating Budget. Expansions 2-11

13 The City Solicitor's Department is in grave need of assistance due to an overwhelming amount of work that flows through our office. A junior solicitor would focus their attention on less substantial items or assignments which are required to be completed, such as the review of agreements, assisting the department in improving the turn-around time for daily City departmental questions and relieving the City Solicitor and Deputy Solicitor of a substantial amount of work. The junior solicitor would assist in addressing the daily legal work. This assistance will alleviate the pressure on the City Solicitor and Deputy City Solicitor permitting each to work more efficiently on more urgent and in-depth matters. 1.0 FTE increase with a gross and net budget impact of $125,200. Capital Budget Highlights Human Resources and Corporate Safety There are no Capital items in the proposed 2018 Budget. Operating Budget Highlights Complement Changes # FTE Budget Impact Gross Net Removal of Prior Year One Time (HR-Labour Relations Clerk) (0.3) ($12.8) $ Expansions Total (HR-Research Consultant 0.5 and Wellness Coordinator 0.5) 1.0 $72.2 $21.9 Total Complement Change 0.7 $59.4 $ Base Budget compared to 2017 Personnel Services There are no major increases in the Personnel Services category of the proposed 2018 Operating Budget. Purchased Services There are no changes in the Purchased Services category of the Base Budget. 2-12

14 Rents & Financial Expense There are no changes in the Rents & Financial Expense category of the Base Budget. Materials There are no significant changes in the Materials Expense category of the Base Budget. Revenues The Revenue category of the proposed 2018 Operating Budget before one-time items, reductions, and expansions decreased by $50.0 thousand or 55.6% due to a change in the way the wellness program is being recovered corporately and the removal of prior year one time revenue, partially offset by the reclassification of revenue collected from union leave billings from Interfunctional Transfers to User Fees & Service Charges. Interfunctional Transfers The Interfunctional Transfers category of the proposed 2018 Operating Budget increased by $81.5 thousand or 82.2% due to the reclassification of revenue collected from union leave billings from Interfunctional Transfers to User Fees & Services Charges and a correction to Corporate Safety Budget recoveries from rate supported operations. One Time Items There are no One Time Items in the proposed 2018 Operating Budget. User Fee Increases There are no User Fee increases in the proposed 2018 Operating Budget. Reductions There are no Reductions proposed in the 2018 Operating Budget. 2-13

15 Expansions The proposed 2018 Operating Budget includes the following Expansions. Expansions Description Wellness Increase of 0.5 FTE to Wellness Coordinator to assist in promotion of mental health wellness, creation of psychologically healthy and safe workplace and respond to expanding legal/ legislative obligations TBPL Support - funded through revenues for support services to TBPL. Increase of 0.5 FTE HR Research Consultant position and related material costs affords capacity to provide services to TBPL # FTE Budget Impact Gross $ Net $ 0.5 $40.8 $ $50.3 $0.0 Total Expansions 1.0 $91.1 $40.8 Conclusion I would at this time like to publicly acknowledge the efforts of all members of the City Manager s Office who put in significant effort and hours to produce this 2018 budget. Thank you Mr. Chair and, Members of Committee for considering our 2018 budget submission. 2-14

16 Base vs 2018 vs FT PT FT PT Approved Estimated vs 2017 One User Fee Reduction Expansion Requested FINANCIAL RESOURCES FTE FTE FTE FTE Budget Actuals Base % Increase Time Increase Budget $ Change % Change City Manager's Office Personnel Services , , ,217.8 (0.8%) , % Purchased Services (2.0%) % Rents & Financial Expense % % Materials 1, , ,248.9 (12.3%) , % Gross Expenditures , , ,827.5 (2.6%) , % Provincial Grants (499.2) (461.2) (311.2) (37.7%) (25.0) (336.2) (32.7%) Federal Grants (5.4) User Fees & Service Charges (315.8) (331.0) (265.8) (15.8%) (50.3) (316.1) (0.3) 0.1% Licences, Permits (187.0) (187.0) (187.0) (187.0) Donations (8.0) (7.0) (8.0) (8.0) Other Revenues Revenues (1,010.0) (991.6) (772.0) (23.6%) (25.0) (50.3) (847.3) (16.1%) Subtotal , , , % , % Interfunctional Transfers % % Transfers to Own Funds (4.8) (4.8) (502.2) (507.0) (502.2) 10,462.5% Net Cost (Income) , , , % , % 2-15

17 City of Thunder Bay BUDGET RECAP ($000'S) City Manager's Office 2018 BUDGET 2-16

18 City of Thunder Bay BUDGET RECAP ($000'S) Office of the City Clerk 2018 BUDGET 2-17

19 Office of the City Clerk

20 City of Thunder Bay BUDGET RECAP ($000'S) Corporate Strategic Services 2018 BUDGET 2-19

21 Corporate Strategic Services 2-20

22 City of Thunder Bay BUDGET RECAP ($000'S) City Solicitor and Corporate Counsel 2018 BUDGET 2-21

23 City Solicitor and Corporate Counsel 2-22

24 City of Thunder Bay BUDGET RECAP ($000'S) Human Resources 2018 BUDGET 2-23

25 Human Resources

26 USER FEE SCHEDULE Division ARCHIVES CITY SOLICITOR & CORPORATE COUNSEL User Fee Description 2017 Approved Fee ($) 2018 Proposed User Fee ($) Change ($) Change (%) Fire Insurance Map set CDs Each % Student Each % Photocopies onsite Per page % Student Per page % Digital Image Each % Student 5 Free Images THEN each Image % Use of an image in a published article or book Each % Over-sized documents Hourly charge for Legal Services staff (when reimbursable to the City) CITY MANAGER S OFFICE plus costs invoiced by outside supplier % plus costs invoiced by outside supplier Solicitor % Law Clerk % Registration of Subdivisions/Condominiums 3, , % Flat Fee plus: (a) disbursements (b) outside counsel fees, if required Registration of Agreements % plus disbursements Applicants for any planning approvals that may result in appeals to the Ontario Municipal Board are responsible to pay the City s legal costs in defending the relevant by-law, decision or other approval Deposit of Deposit of 4, , % 2-25

27 USER FEE SCHEDULE CITY MANAGER S OFFICE Division User Fee Description 2017 Approved Fee ($) 2018 Proposed User Fee ($) Change ($) Change (%) OFFICE OF THE CITY CLERK Applicants for Committee of Adjustment approvals that may result in appeals to the Ontario Municipal Board are responsible to pay the City s legal costs in defending the relevant by-law decision or other approval Deposit of Deposit of 2, , % Promotional Souvenirs Lapel Pin Organizations visiting other Cities (max. 50 pins) No Charge No Charge Others % City Sticker % Pewter Commemorative Coin Members of Council % Other purchaser % Sale of Marriage License % Civil Marriage Ceremony % Search of City Records First 5 years % Each additional year thereafter % Copies of DVDs of Meetings of Committee of the Whole or % City Council Burial Permit Forms to Funeral Directors No Charge No Charge Agenda Subscription: (annual fee) (annual fee) Corporate Pick-up Subscription % Other Pick-up Subscription % Mail-out Subscription % Photocopies % per page per page Requests (and other services) under Municipal Freedom of Information and Protection of Privacy Act Certification of City Records In accordance with legislation and regulations In accordance with legislation and regulations % (+ copying cost) (+ copying cost) 2-26

28 USER FEE SCHEDULE Division User Fee Description Oath of Affidavit by Commissioner of Oaths CITY MANAGER S OFFICE 2017 Approved Fee ($) 2018 Proposed User Fee ($) Change ($) Change (%) % Pension Forms, Student Loans and Grants, Applications for Social Services and Documents required in support of these services OFFICE OF THE CITY CLERK No Charge No Charge Still Birth Registration No Charge No Charge Voters List (Paper) Full set of 7 Wards % Each individual Ward % Voters List (Digital) Full set of 7 Wards % Each individual Ward % Candidate s Guide % Official Results % Photocopies 0.50 per page 0.50 per page Ward Maps: Hard Copy % Digital Copy % Nomination Filing Fee: Office of the Mayor % Office of City Councillor % Office of School Board Trustee % 2-27

29 USER FEE SCHEDULE CITY MANAGER S OFFICE Division User Fee Description 2017 Approved Fee ($) 2018 Proposed User Fee ($) Change ($) Change (%) LOTTERY LICENSING Raffle Lottery Bazaar Lottery Break Open Ticket Lottery Three (3%) percent of the total value of prizes to be awarded Three (3%) percent of the total value of prizes to be awarded AND $10. per wheel Three (3%) percent of prizes per unit Three (3%) percent of the total value of prizes to be awarded Three (3%) percent of the total value of prizes to be awarded AND $10. per wheel Three (3%) percent of prizes per unit Bingo Lottery at Pooling Hall Three (3%) percent Three (3%) percent Non-Pooling Halls and Media Bingo of the total value of prizes to be awarded Three (3%) percent of the total value of prizes to be awarded of the total value of prizes to be awarded Three (3%) percent of the total value of prizes to be awarded 2-28

30 Pages Gross Net Gross Net Gross Net Expense From Tax Expense From Tax Expense From Tax City Manager's Office Office of the City Clerk 2-30 to Corporate Strategic Services 2-34 to Human Resources & Corporate Safety Total City Manager's Office

31 Office of the City Clerk Office of the City Clerk Pages Gross Net Gross Net Gross Net Expense From Tax Expense From Tax Expense From Tax Legislative Compliance - AODA Archives Microfilm Reader/Printer Replacement * Electronic Records Management System City of the Poppy Project Total Office of the City Clerk * No capital projects planned for

32 CITY OF THUNDER BAY Capital Project Detail Sheet Capital Budget Forecast Project Name : Legislative Compliance - AODA Department : CMO City Manager's Office Project ID : CMO-CLK-0003-CL Division : Office of the City Clerk Parent ID : CMO-CLK-0003-CL Divisional Category : Office of the City Clerk Requested Year : 2018 Project Classification : Legislated Completion Year : On Going Project Description and Justification PROJECT DETAILS The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires that municipalities follow standards for people with disabilities to participate fully in their community and to provide for their involvement in the identification, removal and prevention of barriers. The capital assigned to Accessibility - AODA compliance is used to assist in addressing barriers identified in providing City facilities and services to all members of our community (see Report No Recreation & Culture and Report No Office of the City Clerk). In addition to departmental budgets for accessibility in major projects, this budget will assist with renovations to washrooms, purchase of support equipment, accessible wayfinding, installation of automatic door openers, ramps, and visual fire alarms all of which are recommended solutions to meeting Accessibility Standards as required under the AODA. Consequences of Not Funding Complaints to the Human Rights Commission and the Ministry of Community and Social Services which could result in fines and/or orders to implement specified requirements under the AODA. In addition, compliance audits will be conducted by the Accessibility Directorate of Ontario which can also result in fines if the municipality is found not to be in compliance. Citizens of our community that require accommodation in order to access services would not be able to attend municipal facilities, services and programs if the buildings are not maintained and services are not provided in a manner that is accessible. PROJECT BUDGET Total Expenditures 200, , , ,000 Financing Tax - Capital Out of Revenue 200, , , ,000 Financing Total 200, , , ,000 No Operating Impact OPERATING EXPANSION 2-31

33 CITY OF THUNDER BAY Capital Project Detail Sheet Capital Budget Forecast Project Name : Electronic Records Management System Department : CMO City Manager's Office Project ID : CMO-CLK-0004-AR Division : Office of the City Clerk Parent ID : CMO-CLK-0004-AR Divisional Category : Archives Requested Year : 2018 Project Classification : New Projects Completion Year : 2020 Project Description and Justification PROJECT DETAILS Electronic records are increasingly the primary and only evidence of corporate transactions. Software that allows lifecycle management of unstructured data and will be introduced corporate-wide in stages over four years. The software is necessary for application of retention to electronic records in compliance with the Records Retention By-Law. The electronic records management system will enable the capture, classification, indexing, security, storage, preservation, usage, and disposition of electronic records. It will provide an audit trail that will safeguard the authenticity and integrity of the Corporation's electronic records, to protect the Corporation's legal position. A return on investment will be realized through more efficient information retrieval and sharing, the ability to place legal holds on individual documents, and more rapid identification of individual documents responsive to MFIPPA requests and other legal processes. Consequences of Not Funding Electronic records, which are increasingly the primary and only evidence of corporate transactions, will not be managed or potentially destroyed. The complexity and cost of managing electronic records will increase with each year this project is delayed as the volume of electronic records increases, adding to the already large backlog of unmanaged electronic records. Costs of identifying records responsive to legal processes will escalate. In addition the Corporation will lose the advantage of obtaining the pricing through utilization of the Provincial provider of record for the product. PROJECT BUDGET Total Expenditures 177, , , ,000 Financing Tax - Capital Out of Revenue 177, , , ,000 Financing Total 177, , , ,000 OPERATING EXPANSION Total Purchased Services 18,000 28,500 28,500 75,000 Expenses 18,000 28,500 28,500 75,000 Net Cost (Income) 18,000 28,500 28,500 75,

34 CITY OF THUNDER BAY Capital Project Detail Sheet Capital Budget Forecast Project Name : City of the Poppy Project Department : CMO City Manager's Office Project ID : CMO-CLK-0005-AR Division : Office of the City Clerk Parent ID : CMO-CLK-0005-AR Divisional Category : Archives Requested Year : 2018 Project Classification : New Projects Completion Year : 2018 Project Description and Justification PROJECT DETAILS The World War I celebration project is supported by the current Corporate Strategic Plan as one of the actions for Strategy 1.3. Building on research currently underway for the book funded in 2016, a minute long docudrama is planned. The focus will be on the historic 1921 meeting of the Great War Veterans Association held at the Prince Arthur Hotel. It was at this meeting that the decision was made to adopt the poppy as a symbol of remembrance in Canada. The longer film will have shorter vignettes extracted from it for use on television, the internet, and for education. The project coordinator will be seeking additional funding from other sources. Consequences of Not Funding It will not be possible to obtain additional funds from outside sources if the City does not provide these initial costs. PROJECT BUDGET Total Expenditures 25,000 25,000 Financing Tax - Capital Out of Revenue 25,000 25,000 Financing Total 25,000 25,000 No Operating Impact OPERATING EXPANSION 2-33

35 Corporate Strategic Services Corporate Communications Pages Gross Net Gross Net Gross Net Expense From Tax Expense From Tax Expense From Tax City Website Renewal Tourism Tourism - Tourist Information Centre * Wayfinding Signs * Total Corporate Strategic Services * No capital projects planned for

36 CITY OF THUNDER BAY Capital Project Detail Sheet Capital Budget Forecast Project Name : City Website Renewal Department : CMO City Manager's Office Project ID : CMO-CSS-0003-CC Division : Corporate Strategic Services Parent ID : CMO-CSS-0003-CC Divisional Category : Corporate Communications Requested Year : 2018 Project Classification : Asset Maintenance Completion Year : On Going Project Description and Justification PROJECT DETAILS The City of Thunder Bay s website was launched in 2009 and it requires updating to employ current technologies, meet the needs of today s users, reflect best practices, professionally represent the City of Thunder Bay, and continue to attract and serve users (site traffic averages 5,000 daily visitors). Improvements will include new revitalized look representing our beautiful city through imagery and design; responsive design to make the site mobile-friendly; integration with social media and the ability to act as a community engagement hub; address priority recommendations of the Accessibility Audit; systemic changes within the content management system to better serve users and facilitate communication and information from staff. Transitioning the City's Intranet to the new Content Management System will also be a priority in Consequences of Not Funding Updates would not proceed. PROJECT BUDGET Total Expenditures 100,000 50,000 50, ,000 Financing Tax - Capital Out of Revenue 100,000 50,000 50, ,000 Financing Total 100,000 50,000 50, ,000 OPERATING EXPANSION Total Rents & Financial Expense 21,000 21,000 Expenses 21,000 21,000 Net Cost (Income) 21,000 21,

37 Human Resources & Corporate Safety Human Resources & Corporate Safety Pages Gross Net Gross Net Gross Net Expense From Tax Expense From Tax Expense From Tax Safety Management System Program Software * Total Human Resources & Corporate Safety * No capital projects planned for

38 Pages Gross Gross Gross Gross Gross Gross Gross Gross Gross Gross Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense City Manager's Office Office of the City Clerk Corporate Strategic Services Total City Manager's Office

39 Office of the City Clerk Office of the City Clerk Gross Gross Gross Gross Gross Gross Gross Gross Gross Gross Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Legislative Compliance - AODA Total Office of the City Clerk

40 Corporate Strategic Services Corporate Communications Gross Gross Gross Gross Gross Gross Gross Gross Gross Gross Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense City Website Renewal Tourism Tourism - Tourist Information Centre Wayfinding Signs Total Corporate Strategic Services