CORPORATE SERVICES GENERAL ISSUES COMMITTEE
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1 5.2 GENERAL ISSUES COMMITTEE February 13, 2018 Mike Zegarac General Manager
2 OVERVIEW 2
3 Citizen and Customer Services 546-CITY (Customer Contact Centre) ( inquiries) Municipal Service Centres (In-person counter service) Financial Management Accounting Services Finance and Administration Financial Planning and Policy Investments Non-Tax Revenue Collection Payroll and Pensions PeopleSoft Application Support Procurement Property Tax Billing and Collections SERVICES AND SUB-SERVICES Information Technology Corporate Information & Applications End User Technology Support Services Information Security Voice and Data Infrastructure Management Printing and Distribution Services Courier Services Mail Delivery and Collection Printing Election Services Legal Services Civil and Administrative Litigation Prosecution Solicitor Legislative Services & Council Relations Provincial Offences Administration Court Support Information Management Lobbyist Registry Municipal Freedom of Information and Protection of Privacy Administration Records Management, Retention and Archives Vital Statistics Administration Risk Management Claims Administration Insurance Procurement Loss Prevention Risk Transfer 3
4 HIGHLIGHTS Corporate Services 4
5 2017 HIGHLIGHTS 5
6 2017 HIGHLIGHTS Office of the City Clerk Agenda Management System Upgraded Audio Visual Equipment Improvement Lobbyist By-law Review Ward Boundary Review Completed Customer Service and POA 2017 Gold Marcom Award for Customer Service Training Web Dashboard Launched Call Handling Pre-Launch Financial Planning, Administration & Policy Multi-Year Business Planning and Budget Implemented New Operating Budget System AA + Credit Rating & Stable Outlook from S&P Global Ratings 6
7 Financial Services, Taxation & Corporate Controller Procurement Policy Review Tax System Upgrade Phase 1 E-Bidding Portal Launched Information Technology Expanded Mobile Device Management for Androids and iphones Human Capital Management System Upgraded New Recruiting Module Commissioned Security Internet Gateway Enhanced Network Upgrades 2017 HIGHLIGHTS Legal & Risk Management Transgender Protocol P3 Biosolids and Woodward Upgrade Project Support West Harbour Support, Including Pier 8 Development Opportunity Two Compassionate Grant Programs Administered 7
8 TRENDS & ISSUES Corporate Services 8
9 TRENDS AND ISSUES Legislation Respond to changing provincial and federal (examples listed below): Infrastructure for Jobs and Prosperity Act Modernizing Ontario's Municipal Legislation Act Building Better Communities and Conserving Watersheds Act Construction Lien Amendment Act (Prompt Payment) Technology Optimize existing or new technologies Enhance financial systems, policies and practices Provide responsive analytical and technology support solutions 9
10 Growth TRENDS AND ISSUES Support Hamilton s property tax competitiveness Support sustainable investments and management of funds and reserves Leveraging new technologies and maximizing current solutions Accessible in-person counter locations, telephone and service delivery Oversight of municipal elections, by-elections and applicable school boards Timely and transparent access to information Monitor, and manage changes in the legislative landscape Mitigate risks through the management of claims Workforce Attract and retain knowledgeable and high performing staff Manage knowledge retention through succession planning 10
11 2018 PRELIMINARY TAX OPERATING BUDGET Corporate Services 11
12 ORGANIZATIONAL CHART *Represents distributed staff whose budget are in operating departments Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change
13 2018 OPERATING BUDGET BY DIVISION $ % Restated Net Preliminary Gross Preliminary Net 2018 vs 2017 Net Change City Clerk's Office 2,361,120 2,927,410 2,356,370 (4,750) (0.2%) Corporate Services - Administration (247,460) (244,850) (244,850) 2,610 (1.1%) Customer Service 4,526,750 8,952,910 4,594,650 67, % Financial Planning, Admin & Policy 4,751,530 7,180,930 4,845,500 93, % Financial Services 4,100,930 6,529,250 3,917,000 (183,930) (4.5%) Information Technology 8,442,700 9,168,430 8,808, , % Legal Services 3,274,660 4,401,640 3,337,940 63, % Total Corporate Services 27,210,230 38,915,720 27,615, , % 13
14 2018 BUDGET DRIVERS Item (Pressure) Cost($) Item (Savings) Cost($) Net Employee Related $570k Taxation Fees ($320k) Computer Software $195k Loss of Indirect Funding Administrative Recovery from POA $106k Marriage License Revenue ($90k) ($30k) 14
15 2018 PRELIMINARY TAX OPERATING BUDGET Office of the City Clerk 15 Office of the City Clerk
16 ORGANIZATIONAL CHART *Represents distributed staff whose budget are in operating departments Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change Office of the City Clerk
17 2018 OPERATING BUDGET BY SECTION $ % Restated Net Preliminary Gross Preliminary Net 2018 vs 2017 Net Change City Clerk - Admin 112, , ,100 3, % Elections 636, , , % Legislative Support 840, , ,010 16, % Print & Mail 415, , ,120 5, % Records 355, , ,000 (30,120) (8.5%) Total City Clerk s Office 2,361,120 2,927,410 2,356,370 (4,750) (0.2%) 17 Office of the City Clerk
18 2018 BUDGET DRIVERS Item Cost ($) Employee Related $27k Marriage License Revenue ($30k) Image Processing Recoveries ($11k) Print Supplies $10k 18 Office of the City Clerk
19 METRICS Office of the City Clerk 19 Office of the City Clerk
20 METRICS 20 Office of the City Clerk
21 MAJOR INITIATIVES Office of the City Clerk 21 Office of the City Clerk
22 MAJOR INITIATIVES 2018 Introduce staff training modules Implement Agenda Management Software Administer 2018 Municipal Elections 22 Office of the City Clerk
23 MAJOR INITIATIVES Expand Agenda Management Software Coordinate Citizen Appointments to Committees 2022 Municipal Elections Preparation 23 Office of the City Clerk
24 2018 PRELIMINARY TAX OPERATING BUDGET Customer Service & POA 24 Customer Service & POA
25 ORGANIZATIONAL CHART Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change Customer Service & POA
26 2018 OPERATING BUDGET BY SECTION $ % Restated Net Preliminary Gross Preliminary Net 2018 vs 2017 Net Change Customer Contact Centre 2,534,640 2,612,440 2,612,440 77, % Customer Service - Admin 422, , ,700 (62,330) (14.8%) Provincial Offences Act - 4,358, Service Channel 1,570,080 1,622,510 1,622,510 52, % Total Customer Service 4,526,750 8,952,910 4,594,650 67, % 26 Customer Service & POA
27 2018 BUDGET DRIVERS Item Cost ($) Employee Related $128k Facilities Cost $34k Administrative Recovery from POA ($90k) 27 Customer Service & POA
28 METRICS Customer Service & POA 28 Customer Service & POA
29 METRICS 29 Customer Service & POA
30 MAJOR INITIATIVES Customer Service & POA 30 Customer Service & POA
31 MAJOR INITIATIVES 2018 Call Consolidation Launch Expand the Customer Service Training Facilitate Move of POA to New Building 31 Customer Service & POA
32 MAJOR INITIATIVES 2019 to 2021 Continuation of Call Consolidation Delivery of Seamless Customer Experience Support the Customer Service Strategy 32 Customer Service & POA
33 2018 PRELIMINARY TAX OPERATING BUDGET Financial Planning, Administration & Policy 33 Financial Planning, Administration & Policy
34 ORGANIZATIONAL CHART *Represents distributed staff whose budget are in operating departments Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change Financial Planning, Administration & Policy
35 2018 OPERATING BUDGET BY SECTION $ % Restated Preliminary Preliminary 2018 vs 2017 Net Net Gross Net Change Administration Fin Policy & Plan 162, , ,070 6, % Capital Budget 5, ,000 - (5,280) (100.0%) Current Budget 439, , ,360 15, % Finance 4,274,730 4,440,850 4,352,450 77, % Investments (130,870) 1,139,390 (131,380) (510) 0.4% Total Financial Planning, Admin & Policy 4,751,530 7,180,930 4,845,500 93, % 35 Financial Planning, Administration & Policy
36 2018 BUDGET DRIVERS Item Cost ($) Employee Related $120k Facilities Expense $23k Reduction in Overtime ($19k) Reduction in Temp Agency ($39k) Reduction in Training ($11k) 36 Financial Planning, Administration & Policy
37 METRICS Financial Planning, Administration & Policy 37 Financial Planning, Administration & Policy
38 METRICS 38 Financial Planning, Administration & Policy
39 MAJOR INITIATIVES Financial Planning, Administration & Policy 39 Financial Planning, Administration & Policy
40 MAJOR INITIATIVES 2018 Develop a Financial Condition Index and Financial Dashboard Enhance Multi-Year Business Planning and Budget Processes Coordinate the Development Charge Background Study and Related Policies 40 Financial Planning, Administration & Policy
41 MAJOR INITIATIVES 2019 to 2021 Update Development Charge Policies Related to Completed Background Study and By-law Enhance Multi-Year Business Planning and Forecasting Water Billing Contract Review 41 Financial Planning, Administration & Policy
42 2018 PRELIMINARY TAX OPERATING BUDGET Financial Services, Taxation & Corporate Controller 42 Financial Services, Taxation & Corporate Controller
43 ORGANIZATIONAL CHART Director Financial Services, Taxation & Corporate Controller Administrative Assistant Manager Accounting Services (13.25) Manager Accounts Payable, Accounts Receivable & Financial Applications (16.00) Manager Payroll & Pensions (16.00) Manager Procurement Services (14.00) Manager Taxation (15.33) Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change Financial Services, Taxation & Corporate Controller
44 2018 OPERATING BUDGET BY SECTION $ % Restated Net Preliminary Gross Preliminary Net 2018 VS 2017 Net Changes Accounts Payable 280, , , , % Accounts Receivables 147, , ,220 9, % Financial Accounting Services Financial Application Support 653,520 1,047, ,060 (30,460) (4.7%) 322, , ,410 8, % Financial Services Admin 438, , ,900 (26,700) (6.1%) Payroll and Pensions 912,650 1,003, ,520 (10,130) (1.1%) Procurement 698, , , , % Taxation 647,610 2,148, ,470 (372,140) (57.5%) Total Financial Services 4,100,930 6,529,250 3,917,000 (183,930) (4.5%) 44 Financial Service, Taxation & Corporate Controller
45 2018 BUDGET DRIVERS Item Cost ($) Employee related $52k Loss of Indirect Internal Recoveries $93k Tax Registration Revenue ($79k) Reminder Notice Admin Fees ($29k) Tax Certificate Revenue ($49k) Tax Transfer Fee Revenue ($165k) 45 Financial Services, Taxation & Corporate Controller
46 METRICS Financial Services, Taxation & Corporate Controller 46 Financial Services, Taxation & Corporate Controller
47 METRICS 47 Financial Services, Taxation & Corporate Controller
48 MAJOR INITIATIVES Financial Services, Taxation & Corporate Controller 48 Financial Services, Taxation & Corporate Controller
49 MAJOR INITIATIVES 2018 Financial System Upgrades to PeopleSoft Tax System Upgrade Online Bid and Vendor Performance Review Program Enhancements 49 Financial Services, Taxation & Corporate Controller
50 MAJOR INITIATIVES 2019 to 2021 Support Kronos Implementation Enhance Online Taxation Services Review and Revise Fair Wage Policy 50 Financial Services, Taxation & Corporate Controller
51 2018 PRELIMINARY TAX OPERATING BUDGET Information Technology 51 Information Technology
52 ORGANIZATIONAL CHART Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change Information Technology
53 2018 OPERATING BUDGET BY SECTION $ % Restated Net Preliminary Gross Preliminary Net 2018 vs 2017Net Change Business Applications 6,309,280 6,544,990 6,539, , % Infrastructure & Operations 4,899,280 5,284,940 4,931,190 31, % IT - Admin (3,358,780) (3,312,700) (3,312,970) 45,810 (1.4%) Technology & Security 592, , ,200 58, % Total Information Technology 8,442,700 9,168,430 8,808, , % 53 Information Technology
54 2018 BUDGET DRIVERS Item Cost ($) Employee Related $141k Indirect Cost Allocations $51k Business Applications Software $150k Security Software $45k Infrastructure & Operations Software ($23k) 54 Information Technology
55 METRICS Information Technology 55 Information Technology
56 METRICS 56 Information Technology
57 MAJOR INITIATIVES Information Technology 57 Information Technology
58 MAJOR INITIATIVES 2018 Develop IT Strategy Develop Enterprise Architecture Framework Centralize Information Technology Services 58 Information Technology
59 MAJOR INITIATIVES 2019 to 2021 Implement IT Strategy Implement Enterprise Architecture Framework Integrate Property Information Applications 59 Information Technology
60 2018 PRELIMINARY TAX OPERATING BUDGET Legal & Risk Management Services 60 Legal & Risk Management Services
61 ORGANIZATIONAL CHART Complement (FTE) Management Other Total Staff to Mgt Ratio : :1 Change Legal & Risk Management Services
62 2018 OPERATING BUDGET BY SECTION $ % Restated Preliminary Preliminary 2018 vs 2017 Net Changes Net Gross Net Legal Services 3,274,660 4,401,640 3,337,940 63, % 62 Legal & Risk Management Services
63 2018 BUDGET DRIVERS Item Cost ($) Employee Related $95k Indirect Recoveries ($18k) 63 Legal & Risk Management Services
64 METRICS Legal & Risk Management Services 64 Legal & Risk Management Services
65 METRICS 65 Legal & Risk Management Services
66 MAJOR INITIATIVES Legal & Risk Management Services 66 Legal & Risk Management Services
67 MAJOR INITIATIVES 2018 Facilitate Move of POA to New Building Support Planning & Economic Development on Key Initiatives Support Public Works on Key Initiatives 67 Legal & Risk Management Services
68 MAJOR INITIATIVES 2019 to 2021 Support Implementation of IT Strategy Support Planning & Economic Development on Key Initiatives Support Public Works on Key Initiatives 68 Legal & Risk Management Services
69 THANK YOU 2018 Operating Budget
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