Department Overview. Chief Administrative. Office of the Chief Administrative Officer. Overview and Analysis

Transcription

1 Overview and Analysis Chief Administrative Office Office of the Chief Administrative Officer Human Resource Services Office of the Town Clerk Corporate Initiatives Department Chair Mayor Don Mitchell Department Chair Office of the Town Clerk Councillor Michael Emm Chief Administrative Officer Robert Petrie Municipal Building 575 Rossland Road East Whitby, ON L1N 2M8 Phone: x2211 Department Overview The Chief Administrative Officer (CAO) is appointed by Town Council and is accountable to the Mayor and Council for the effective and efficient administration of the Town's operating departments and divisions. Commissioners are responsible for the day-to-day operations of the departments and report directly to the CAO. Office of the Chief Administrative Officer The key responsibilities of the CAO include: Ensuring that policy development is completed for presentation to Council and subsequently for its implementation and administration Ensuring that innovative programs and services are developed and implemented to meet the ever-changing needs of the community, while ensuring the Town's commitment to fiscally responsible government Coordinating Council directives between departments and the relevant agencies while ensuring that all operations are conducted within the framework of the values and goals of the corporation Liaising with other government agencies at the Federal, Provincial, and local government levels to provide Council with the comprehensive information needed for the development of plans and policies 65

2 Chief Administrative Officer Overview and Analysis Human Resource Services The Human Resources team focuses on employee services required to maximize organization and employee performance. These services include recruitment, compensation, health and safety, benefits and pension administration, performance management, employee/labour relations, payroll administration, and employee services. In addition, the team focuses on the development and implementation of organizational and value-added services linked directly to the Corporate Strategic Plan, including coaching and counselling, leadership development, career management, retention, and organizational/employee development. The success of these strategies is achieved through the use of a wide range of human resource tools that help the employee and the organization perform at an optimal level. Office of the Town Clerk The Office of the Town Clerk acts as the secretariat to Council and its standing committees. The Town Clerk is responsible for statutory notices, managing the Town's corporate records, conducting municipal elections, coordinating Town Hall Committee and Council meetings, administering business and lottery licensing, and maintaining corporate policies. Corporate Initiatives Corporate Initiatives is responsible for leading and executing strategic projects that support the departments and customer service including implementing process improvements and managing the resulting change. Financial Analysis The majority of the budget changes in the Chief Administrative Office are due to inflationary pressures. However, the inflation of 68K on expenditures has been reduced by efficiencies 21K, operational changes 62K, and increased revenues 15K. In addition, the budget includes 62K for one time costs associated with the implementation of an HRIS system and a fee and process review of the Business By-law, however these one-time costs are funded by reserves and therefore do not have a tax impact. The budget also reflects the reversal of the 268K of costs associated with the 2014 Municipal Election including the funding of these costs from reserves. Town of Whitby 66

3 Staff Complement Report - Full-Time Part-Time Full-Time Part-Time Dept. Division Current Current Proposed Proposed Notes Chief Administrative Office - Office of the CAO Human Resource Services Office of the Town Clerk Strategic Initiatives Mayor's Office Department Total

4 Department: Chief Administrative Office Operating Summary Run Date: 1/15/15 2:43 PM Report Folder: Book Documen Division ( in 000's) 2014 Adjustments Items* Request Office of the CAO Human Resource Services 1,321 1,321 Office of the Town Clerk 1,016 (7) 1,009 (7) Corporate Initiatives 295 (26) 269 (26) Net Operating 3,082 (29) 3,053 (29) The Analysis by Division is included in the following pages. * For the Items refer to the s tab. 68

5 Department: Chief Administrative Office Operating Summary Run Date: 1/15/15 2:44 PM Report Folder: Book Documents Financial Account Category ( in 000's) 2014 Adjustments Items Request Revenues Program Revenues, Fees and Fines (131) (15) (146) (15) Miscellaneous Revenue & External Recoveries (1) 1 1 Transfers from Reserves & Internal Recoveries (289) 227 (62) 227 Total Revenues (421) 213 (208) 213 Expenditures Salaries, Wages & Benefits 2, , Building Related Costs & Utilities 14 (14) (14) Purchased Services and Supplies 557 (218) 339 (218) Administrative Costs 463 (89) 374 (89) Total Expenditures 3,503 (245) 3,258 (245) Net Operating 3,082 (32) 3,050 (32) 69

6 Department: Chief Administrative Office Report Run Date: 1/27/15 11:05 AM Report Folder: Book Documents Financial Account Category ( in 000's) Inflation Annualization Other s* Items Revenues Program Revenues, Fees and Fines (15) (15) Miscellaneous Revenue & External Recoveries 1 1 Transfers from Reserves & Internal Recoveries Total Revenues Expenditures Salaries, Wages & Benefits Building Related Costs & Utilities (14) (14) Purchased Services and Supplies (218) (218) Administrative Costs (21) (67) (89) Total Expenditures 47 (290) (245) Net Operating 47 (77) (32) *Other s include adjustments as a result of: the impact the Town's growth has on providing existing programs and services (Growth) any Council approved service level changes to existing services and programs (Service Level) staff proposed changes to services/programs that result in a minimal or no tax impact (Service Level) the operating impact of capital decisions (Capital Impact) the reversal of the prior year's one-time revenues or expenditures (One-time Items) this year's planned facility or equipment related one-time maintenance projects (One-time Items) other temporary revenues or expenditures (One-time Items) 70

7 Financial Summary Division: Office of the CAO 2013 Actuals 2014 Year End Projection 2014 Financial Account Category ( in 000's) Adjustments Items Request Revenues Expenditures Salaries, Wages & Benefits Purchased Services and Supplies Administrative Costs (2) 24 (2) Total Expenditures Net Operating The Chief Administrative Officer (CAO) of the Town of Whitby is appointed by Town Council and is accountable to the Mayor and Council for the effective and efficient administration of the Town's operating departments and divisions. Department Heads/Commissioners are responsible for the day-to-day operations of the departments and report directly to the CAO. The key responsibilities of the CAO include: Ensuring that policy development is completed for presentation to Council and subsequently for its implementation and administration Ensuring that innovative programs and services are developed and implemented to meet the ever-changing needs of the community, while ensuring the Town's commitment to fiscally responsible government Coordinating Council directives between departments and the relevant agencies while ensuring that all operations are conducted within the framework of the values and goals of the corporation Liaising with other government agencies at the Federal, Provincial, and local government levels to provide Council with the comprehensive information needed for the development of plans and policies. 71

8 Division: Office of the CAO Report Run Date: 1/15/15 2:52 PM Report Folder: Book Documents Financial Account Category ( in 000's) Inflation Annualization Other s* Items Revenues Expenditures Salaries, Wages & Benefits 5 5 Purchased Services and Supplies Administrative Costs (2) (2) Total Expenditures 3 3 Net Operating 3 3 *Other s include adjustments as a result of: the impact the Town's growth has on providing existing programs and services (Growth) any Council approved service level changes to existing services and programs (Service Level) staff proposed changes to services/programs that result in a minimal or no tax impact (Service Level) the operating impact of capital decisions (Capital Impact) the reversal of the prior year's one-time revenues or expenditures (One-time Items) this year's planned facility or equipment related one-time maintenance projects (One-time Items) other temporary revenues or expenditures (One-time Items) 72

9 Analysis Division: Office of the CAO Note: Numbers may not add due to rounding ( in 000's) Revenues Expenditures Net BUDGET ADJUSTMENTS Inflation: 007 Exp Status Quo Remuneration and benefits adjustments based on assumed and/or contractual agreements 5K offset by reduced requirement in administrative costs 1.5K Annualization: Other s: Growth Service Level Capital Impact One-time Items Prior Year Reversals Current Year Total Other s Total Adjustments 4 4 DECISION ITEMS Total Items Total Note: shown in ( ) indicates increased revenues or decreased expenditures

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11 Financial Summary Division: Human Resource Services 2013 Actuals 2014 Year End Projection 2014 Financial Account Category ( in 000's) Adjustments Items Request Revenues (21) Transfers from Reserves & Internal Recoveries (29) (50) (29) (21) Total Revenues (29) (50) (29) Expenditures Salaries, Wages & Benefits Purchased Services and Supplies Administrative Costs (17) 245 (17) 1,032 1,220 1,342 Total Expenditures 29 1, ,032 1,220 1,321 Net Operating 1,321 The Human Resources team focuses on employee services required to maximize organization and employee performance. These services include, recruitment, compensation, health & safety, benefits and pension administration, performance management, employee/labour relations, payroll administration and employee services. In addition, the team focuses on the development and implementation of organizational and value-added services linked directly to the Corporate Strategic Plan, including coaching and counselling, leadership development, career management, retention and organizational/employee development. The success of these strategies are achieved through the use of a wide range of human resource tools which help both the employee and the organization perform at optimal levels. 75

12 Division: Human Resource Services Report Run Date: 1/15/15 2:53 PM Report Folder: Book Documents Financial Account Category ( in 000's) Inflation Annualization Other s* Items Revenues Transfers from Reserves & Internal Recoveries (29) (29) Total Revenues (29) (29) Expenditures Salaries, Wages & Benefits Purchased Services and Supplies Administrative Costs (7) (10) (17) Total Expenditures 30 (1) 29 Net Operating 30 (30) *Other s include adjustments as a result of: the impact the Town's growth has on providing existing programs and services (Growth) any Council approved service level changes to existing services and programs (Service Level) staff proposed changes to services/programs that result in a minimal or no tax impact (Service Level) the operating impact of capital decisions (Capital Impact) the reversal of the prior year's one-time revenues or expenditures (One-time Items) this year's planned facility or equipment related one-time maintenance projects (One-time Items) other temporary revenues or expenditures (One-time Items) 76

13 Analysis Division: Human Resource Services Note: Numbers may not add due to rounding ( in 000's) Revenues Expenditures Net BUDGET ADJUSTMENTS Inflation: 007 Exp - Status Quo Remuneration and benefits adjustments based on assumed and/or contractual agreements including JIQ adjustments 36K offset primarily by a reduced requirement for the Corporate Wellness Plan based on previous experience and anticipated ongoing program requirements 7K Annualization: Other s: Growth Service Level 011 Exp - Service Level Reduced ongoing requirement for Professional Consulting relating to the Group Benefits program as this is done in-house 20K. Also a 10K reduction in recruitment advertising costs due to the increased use of less costly on-line and often free recruitment tools. Capital Impact One-time Items Prior Year Reversals 002 Rev - PY Non-recurring Reversal of the prior year's use of funding from LTFR to offset the one-time implementation costs associated with upgrading to a new fully integrated payroll and HRIS system. 003 Exp - PY Non-recurring Reversal of the prior year's one-time implementation costs to upgrade the current payroll system to a fully integrated payroll and HRIS system. Current Year 014 Rev - One-time Items Recommend use of one time funding from the LTFR to offset the one time costs, described below, as per the LTFR policy. 015 Exp - One time Items 30K for the one-time implementation costs associated with upgrading to a new fully integrated payroll and HRIS system including 9K to retain temporary contracted staff to allow returning staff member to focus on implementation. Also 20K for professional assistance for the review and development of Standard Operating Procedures and Succession Planning projects (30) (30) (30) (30) (21) (21) (50) (50) (29) 29 Total Other s (29) (1) (30) Total Adjustments (29) Note: shown in ( ) indicates increased revenues or decreased expenditures

14 Analysis Division: Human Resource Services Note: Numbers may not add due to rounding ( in 000's) Revenues Expenditures Net DECISION ITEMS Total Items Total (29) Note: shown in ( ) indicates increased revenues or decreased expenditures

15 Financial Summary Division: Office of the Town Clerk 2013 Actuals 2014 Year End Projection 2014 Financial Account Category ( in 000's) Adjustments Items Request Revenues (144) (159) (131) Program Revenues, Fees and Fines (15) (146) (15) (1) Miscellaneous Revenue & External Recoveries 1 1 (268) (268) Transfers from Reserves & Internal Recoveries 256 (12) 256 (144) (427) (400) Total Revenues 242 (158) 242 Expenditures Salaries, Wages & Benefits Building Related Costs & Utilities (14) (14) Purchased Services and Supplies (187) 86 (187) Administrative Costs (70) 96 (70) 990 1,345 1,414 Total Expenditures (248) 1,166 (248) ,014 Net Operating (6) 1,008 (6) The Office of the Town Clerk acts as the secretariat to the Council and its standing committees. The Town Clerk is responsible for the statutory notices of the municipal clerk, which includes collecting and maintaining records under the Vital Statistics Act, the Marriage Act, and the Municipal Freedom of Information and Protection of Privacy Act. Specific responsibilities of the Town Clerk include managing the Town's corporate records, conducting municipal elections, coordinating Town Hall Committee and Council meetings, administering business and lottery licensing, maintaining corporate policies, managing animal services, and coordinating certain special events. The Office of the Town Clerk also provides Commissioner of Oaths services and maintains all of the Town's administrative and regulatory by-laws. 79

16 Division: Office of the Town Clerk Report Run Date: 1/15/15 2:53 PM Report Folder: Book Documents Financial Account Category ( in 000's) Inflation Annualization Other s* Items Revenues Program Revenues, Fees and Fines (15) (15) Miscellaneous Revenue & External Recoveries 1 1 Transfers from Reserves & Internal Recoveries Total Revenues Expenditures Salaries, Wages & Benefits Building Related Costs & Utilities (14) (14) Purchased Services and Supplies (188) (187) Administrative Costs (13) (57) (70) Total Expenditures 9 (259) (248) Net Operating 9 (17) (6) *Other s include adjustments as a result of: the impact the Town's growth has on providing existing programs and services (Growth) any Council approved service level changes to existing services and programs (Service Level) staff proposed changes to services/programs that result in a minimal or no tax impact (Service Level) the operating impact of capital decisions (Capital Impact) the reversal of the prior year's one-time revenues or expenditures (One-time Items) this year's planned facility or equipment related one-time maintenance projects (One-time Items) other temporary revenues or expenditures (One-time Items) 80

17 Analysis Division: Office of the Town Clerk Note: Numbers may not add due to rounding ( in 000's) Revenues Expenditures Net BUDGET ADJUSTMENTS Inflation: 007 Exp Status Quo Remuneration and benefits adjustments based on assumed and/or contractual agreements 22K offset by reductions in administrative costs including 8K for corporate training and 5K for postage as costs are allocated to departments Annualization: Other s: Growth 008 Rev Growth Increased Business Licence revenue 5K, Burial Permit revenue 2K and Freedom of Information Requests (FOI) revenue.4k based on previous history Service Level 010 Rev Service Level Anticipated revenue associated with the new Civil Marriage Ceremony service offered at Town Hall (7) (7) (7) (7) (8) (8) 011 Exp Service Level Additional membership for Records Management (ARMA) 1 1 (8) 1 (7) Capital Impact 013 Exp Capital Impact Further savings achieved in photocopy costs as a result of moving to an electronic agenda. One-time Items Prior Year Reversals 002 Rev PY Non recurring Reversal of the prior year's use of funding from the Election Reserve to offset the costs of the 2014 Municipal Election 253K plus 15K from LTFR to offset post election administrative costs. 003 Exp PY Non recurring Reversal of the prior year's estimated costs associated with the 2014 Municipal Election 253K plus 15K for post election adminsitrative costs. Current Year 014 Rev One time Items Recommend use of one-time reserves to fund the one-time costs outlined below 015 Exp One time Items Replacement of the Town Crier's uniform 1.5K and 10K for Consulting assistance for Business By-law, fee and process review. (3) (3) (3) (3) (268) (268) (12) (12) (256) Total Other s 241 (258) (17) Total Adjustments 241 (248) (7) DECISION ITEMS 81 Note: shown in ( ) indicates increased revenues or decreased expenditures

18 Analysis Division: Office of the Town Clerk Note: Numbers may not add due to rounding ( in 000's) Revenues Expenditures Net Total Items Total 241 (248) (7) 82 Note: shown in ( ) indicates increased revenues or decreased expenditures

19 Financial Summary Division: Corporate Initiatives 2013 Actuals 2014 Year End Projection 2014 Financial Account Category ( in 000's) Adjustments Items Request Revenues Expenditures Salaries, Wages & Benefits Purchased Services and Supplies (30) 20 (30) Administrative Costs Total Expenditures (27) 269 (27) Net Operating (27) 269 (27) The Corporate Initiatives Division leads and executes strategic corporate projects that support the departments and customer services delivery at the Town of Whitby. This division specializes in project management, implementing process improvements, and managing the resulting change. Knowledge transfer occurs through involvement with departments as project management skills and techniques are learned by staff across the organization. 83

20 Division: Corporate Initiatives Report Run Date: 1/15/15 2:54 PM Report Folder: Book Documents Financial Account Category ( in 000's) Inflation Annualization Other s* Items Revenues Expenditures Salaries, Wages & Benefits 3 3 Purchased Services and Supplies (30) (30) Administrative Costs Total Expenditures 3 (30) (27) Net Operating 3 (30) (27) *Other s include adjustments as a result of: the impact the Town's growth has on providing existing programs and services (Growth) any Council approved service level changes to existing services and programs (Service Level) staff proposed changes to services/programs that result in a minimal or no tax impact (Service Level) the operating impact of capital decisions (Capital Impact) the reversal of the prior year's one-time revenues or expenditures (One-time Items) this year's planned facility or equipment related one-time maintenance projects (One-time Items) other temporary revenues or expenditures (One-time Items) 84

21 Analysis Division: Corporate Initiatives Note: Numbers may not add due to rounding ( in 000's) Revenues Expenditures Net BUDGET ADJUSTMENTS Inflation: 007 Exp Status Quo Remuneration and benefits adjustments based on assumed and/or contractual agreements Annualization: Other s: Growth Service Level Capital Impact One-time Items Prior Year Reversals Current Year 015 Exp One time Items One year deferral of consulting fees budget based on anticipated need for (30) (30) (30) (30) Total Other s (30) (30) Total Adjustments (27) (27) DECISION ITEMS Total Items Total (27) (27) 85 Note: shown in ( ) indicates increased revenues or decreased expenditures