legislative services department business plan

Transcription

1 legislative services department business plan

2 TABLE OF CONTENTS 1. Our Services 1.1 Our Mandate 1.2 Lines of Business 2. Accomplishments 3. Implementing Sustainability 3.1 Strategy Strategy Strategy Strategy 4 4. The Measures of Our Performance 5. Operating Budget

3 Message from the DireCTOr On behalf of all staff in the Legislative Services Department; welcome to our 2012 Business Plan. We look forward to the future changes and challenges with excitement and anticipation. Our department will continue to work hard to provide support to Council and advice to the organization through the following three areas; Legislative Services Policy and Procedure Development Corporate Records As we move forward in 2012, the efforts of Legislative Services will be guided by the principles and directions of the Municipal Development Plan and the Strategic Plan. Our Department s strategies, actions and initiatives will support and align with these corporate initiatives. Our strategy to Enhance legislative services through the use of information technology will support the strategy of the Municipal Development Plan to promote effectiveness in service delivery. Our strategy to Develop a Corporate Policy and Procedure Program will similarly promote the efficient use of resources in service delivery. In addition to the highlights contained in our business plan, our foremost area of focus within our department is our people. Our people are our biggest asset as we have many exceptional employees within our department. On an ongoing basis, we strive to ensure they feel valued, appreciated and are excited to be at work each day and want to remain as part of our work family as long a possible. Successes, celebrations, staff development and teambuilding are essential to our work units. This supports our succession planning initiatives and reduces recruitment and retention efforts, which results in the department being able to focus on customer service, enhanced Council support and ensuring what we do, we do well. Sincerely, Surekha Kanzig Chief Legislative Officer and Director, Legislative Services Department Regional Municipality of Wood Buffalo

4 1.1 Our Mandate We are a high performing team that is successful in all that it does. We will work together in an atmosphere of trust, cooperation, and respect for each other and all citizens of the Municipality. As individuals we will adhere to the highest standards of professional and ethical behavior in keeping with the vision and mission of our organization. The department will guide and support Council and the organization through expert advice on legislative, policy and records matters.

5 our SERVICES 1.2 Lines of Business Legislative Services Legislative and Council Support Provides Legislative Support for all meetings of Mayor and Councillors, provides procedural advice and information Administration and Protocol - Protocol advice and information; planning and implementation of events requiring Elected Officials attendance, executive office customer service; Council s travel arrangements, schedule and mail Quasi-Judicial Boards and Council Committees - Clerk of the Assessment Review Boards; and Subdivision and Development Appeal Board; recruitment, training, advice and support to Board members Elections - Manages all aspects of municipal elections Policy and Procedure Development Serves as a key resource and provides strategic support and guidance in policy and procedure development Corporate Records Acts as head of the public body in the administration of the Freedom of Information and Protection of Privacy (FOIP) Act Provide advice and training to staff on information access, privacy and records issues Develops and enhances the Municipality s records retention, storage, retrieval and disposition systems Implement and manage an Electronic Information Management System

6 ACCOMPLISHMENTS Legislative Services 2011 was an exceptionally busy year for the Legislative Services Branch, with some significant outcomes being the transfer of responsibility for administration of the Subdivision and Development Appeal Board (SDAB) from Planning and Development to Legislative Services and conducting of a vote on a question to discontinue the Business Revitalization Zone. Our Staff managed over 900 Assessment appeals and continues to deal with a complaint from 2010 which potentially has the single largest taxation impact in the province s history. A meeting management project was initiated in late 2011, which will have significant impact on the Branch well into Despite a number of challenges that arose throughout the year as a result of some staffing issues, Legislative Services has continued to provide consistent levels of service to Council and the organization as a whole. Legal Services Branch This Branch was created with the initial hiring of the first municipal solicitor in 2009, with the intent that the area continue to grow, add staff and finally function as a department in the future. In 2011 the Legal Services Branch became a Department, with the Senior Municipal Solicitor moving up to the position of Director of the Department. Corporate Records Branch As of October 2011, seven requests for records under the Freedom of Information and Protection of Privacy Act have been received by the Municipality. The branch achieved a 94% average for completing records retrievals from storage within 24 hours and as of end of September 2011, coordinated the storage of 760 boxes of records, the destruction of 680 boxes and the retrieval of 519 files or boxes. Policy Research, Analysis and Development Branch The responsibility for policy development was transferred to Legislative and Services from Strategic Initiatives and this area continues to be developed using current staff in the Legislative Branch and plans for developing a separate Policy Branch have been discontinued.

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8 Municipal Development Plan Strategy Demonstrate accountability Strategic plan priority 10 Enhance and improve corporate responsibility & governance Legislative Services Department strategy 2 Enhance the municipal election process Our strategy to enhance the municipal election process will support the Municipal Development Plan strategy Demonstrate accountability by actions and initiatives designed to increase voter participation and enhance the voting experience.

9 implementing SUSTAINABILITY In , the Legislative Services Department will support the implementation of the Municipal Development Plan and Strategic Plan through departmental strategies, actions and initiatives. While the Department will support a number of areas of the MDP and Strategic Plan, the Departmental focus over the next three years will be to support key alignments between the Municipal Development Plan, the Strategic Plan and departmental priorities, including the following areas of alignment. Municipal Development Plan Strategy Municipal Development Plan Strategy Municipal Development Plan Strategy Promote effectiveness in service provision Promote the efficient use of resources in service delivery Facilitate access to municipal information Strategic plan priority 10 Enhance and improve corporate responsibility & governance Strategic plan priority 10 Enhance and improve corporate responsibility & governance Strategic plan priority 10 Enhance and improve corporate responsibility & governance Legislative Services Department strategy 1 Enhance legislative services through the use of information technology In 2012, the Department will promote effective service provision through our strategy to enhance legislative services through the use of information technology. An initiative in support of this will be the implementation of an electronic meeting management system. Legislative Services Department strategy 3 Develop Corporate Policy and Procedure Program In 2012, departments efficient use of resources in service delivery will promote our strategy to develop a Corporate Policy and Procedure Program. The Actions we will implement to support this will include researching and adopting best practices and providing policy and procedures support to departments. Legislative Services Department strategy 4 Enhance municipal records and transparency Our strategy to enhance municipal records and transparency will facilitate citizen access to municipal information through actions and initiatives that include: implementing an Electronic Information Management System (EIMS), and improving the Municipality s compliance with the Freedom of Information and Privacy Act.

10 3.1 Strategy 1 Enhance legislative services through the use of information technology

11 action 1.1 Automate the Council agenda processes INITIATIVE Implement an electronic meeting management system INITIATIVE Provide training and coaching in electronic meetings and agendas INITIATIVE Explore and initiate system enhancements

12 3.2 Strategy 2 Enhance the municipal election process

13 action 2.1 Promote and deliver the 2013 Election action 2.2 Increase voter participation action 2.3 Enhance the voting experience INITIATIVE Develop the Election 2013 logo INITIATIVE Prepare and implement Election 2013 website INITIATIVE Explore opportunities to increase the number of voting stations within the urban service area INITIATIVE Work with industry to accommodate voting stations for site workers INITIATIVE Research and explore industry standards and various voting technologies INITIATIVE Develop and implement communication (advertising) strategy for public and potential candidates INITIATIVE Recruit and train election workers

14 3.3 Strategy 3 Develop Corporate Policy and Procedure Program

15 action 3.1 Research and adopt Best Practices action 3.2 Provide policy and procedures support to departments INITIATIVE Investigage policy/ procedure programs in other municipalities/ organizations INITIATIVE Provide coaching and assistance to departments as requested INITIATIVE Review corporate requirements INITIATIVE Encourage implementation of standard operating procedures in each department INITIATIVE Develop program and obtain leadership approval INITIATIVE Review existing documents on an ongoing basis INITIATIVE Maintain online availability of documents

16 3.4 Strategy 4 Enhance municipal records and transparency

17 action 4.1 Enhance information and records management INITIATIVE Implement an Electronic Information Management System (EIMS) INITIATIVE Develop and implement a corporate records classification system action 4.2 Improve the Municipality s compliance with the Freedom of Information and Privacy Act INITIATIVE Develop FOIP notifications for all municipal functions collecting personal information INITIATIVE Update FOIP bylaw and estabish policies and procedures INITIATIVE Create and maintain a directory of personal information banks INITIATIVE Create and maintain a reading room of manuals, procedures, handbooks etc INITIATIVE Develop and provide ongoing FOIP training

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19 the measures of OUR PERFORMANCE In , the Legislative Services Department will measure the results of programs and activities on an annual basis. Beginning in 2012, our performance measures will be a combination of output, outcome and achievement measures. Output measures help us measure our growth and demands for our services. Outcome measures based on client satisfaction help us determine if we are meeting client expectations, and achievement measures help us account for the delivery of specific initiatives within a calendar year. The following is a listing of some of our performance measures in STRATEGY, ACTION OR INITIATIVE PERFORMANCE MEASURE Employee satisfaction with Advice in respect to the development of Council Reports TBD TBD TBD TBD Electronic meeting management system implemented( Y/N) TBD TBD TBD TBD 3 Employee satisfaction with Advice in respect to corporate policies and Administrative Procedures (formerly TBD TBD TBD TBD Administrative Directives) 3.2 Employee satisfaction with Advice in respect to the development of bylaws TBD TBD TBD TBD Electronic Information Management System (EIMS) initiated (Y/N) TBD TBD TBD TBD Number of hardcopy records classified and input into EIMS TBD TBD TBD TBD Number of hours dedicated to preparing (FOIP) requests responses TBD TBD TBD TBD

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21 operating BudgET LEGISLATIVE SERVICES SUMMARY OF REVENUES AND EXPENDITURES Actual Actual Budget Projection* Budget Plan Plan REVENUES Taxes Grants in lieu - taxes Sales to other Governments Sales/Goods - Services ,537 18,000 32,000 18, ,540 19,096 Other Revenue From Own Services Sale of Fixed Assets Conditional Grants Other Transfers TOTAL REVENUES ,537 18,000 32,000 18, ,540 19,096 EXPENDITURES Salaries, Wages & Benefits 2,041,562 2,388,810 2,606,423 2,277,645 2,516,154 2,745,789 2,862,220 Contracted & General Services 246,845 2,037, , , , , ,711 Purchases from Government Materials, Goods, Supplies & Utilities 16,474 22,908 43,700 32,450 39,500 46,025 41,066 Fixed Asset Acquisition 19,406 4,344 22,200 17,325 4,700 4,944 5,092 Transfers & Grants Financial Services Charges Other Expenditures 37,124 38, TOTAL EXPENDITURES 2,361,461 4,492,099 3,145,085 2,629,505 3,059,210 3,416,192 3,390,089 OPERATING SURPLUS (DEFICIT) (2,360,898) (4,321,562) (3,127,085) (2,597,505) (3,041,210) (3,297,652) (3,370,993) Contribution to Capital Transfer from Reserve Transfer to Reserve PAYG SURPLUS/(DEFICIT) (2,360,898) (4,321,562) (3,127,085) (2,597,505) (3,041,210) (3,297,652) (3,370,993) * Projection as of September 30, 2011