Staff Report

Meeting Date: December 14, 2016

Submitted by: Michelle Smibert, Chief Administrative Officer

Number: 2016-021

Subject: 2016 Goals and Objectives and 2017 Key Initiatives

Recommendation:

That the 2016 Balanced Scorecard and the 2017 Key Initiatives be received for information.

Purpose:

To inform Council on the progress made in 2016 on the departmental goals and objectives and to provide Council with a summary of the 2017 Key Initiatives.

Background:

As part of the Council Strategic Plan, it is important that departments align their goals and objectives with the Council objectives. Not only is it important to identify goals but to provide measures which assists with performance reviews.

Analysis:

For the purposes of the balanced scorecard, three of many goals and objectives are selected and at the end of the year, we attach a score. We use 3 icons or symbols when a goal is completed and then one or two when work has been done but not yet completed. We thought we would try something a bit different for 2017 by using a document that includes all corporate projects and the strategic areas where those projects fit. Staff is still working on the overall measures or targets for each of the six areas of focus and will be shared with Council in the next few weeks.

Financial Implications:

N/A

Strategic Plans:

Setting goals and objectives helps us to understand how our work supports the Strategic Plan set by Council.

December 14, 2016 Page 1 of 10

Fire Services 2016 Objective Initiative Measure 1. Manage Costs Construction of the New Coldstream

Fire Hall. To complete the Fire Station on budget.

#2. Customer Satisfaction

Amend the ‘Establishing & Regulating’ By-law

# of municipalities consulted Target: Seven

#3. Manage Costs

To establish the number of services delivered to the community.

Determine need for establishing Service Level Agreements for Water & Ice Rescue services with other County municipalities.

Above projects slated for 2017

December 14, 2016 Page 2 of 10

Planning and Development 2016 Objective Initiative Measure #1. Increase Customer Satisfaction

Development electronic and fillable forms.

Target 75 % of department forms.

#2. Promote Positive Image

Enact Green Builder Incentive Program Number of builders constructing green home. Target—1 home.

#3.Increase Customer Satisfaction

Continue testing and reporting for Back-flow Prevention Program for ICI users

Percentage of ICI users compliant Target 95%

#1. #2. #3. 

December 14, 2016 Page 3 of 10

Corporate Services 2016

#1. Increase Customer Satisfaction

Increase community engagement in the budget process. Facilitate 3 informal meet-ings across the Municipality and create a budget survey for residents to complete.

Increase attendance at public meetings. Target : 100 Number of survey responses: Target: 40 

#2. Increase Customer Satisfaction

Social media and public engagement/communication. Add videos to website explaining budgeting process. Send information out to residents on social media.

Number of video views. Target: 50 Increase social media engagement & activities Target: 10 (# of posts)

#3. Manage Costs Perform a cost analysis of 5 operating costs and develop a plan to reduce costs.

% of average cost reduction Target: 10% 

Objective Initiative Measure

#1. 15 people attended

meetings—72 completed survey

#2. 2 videos on website/target achieved

and #of social media posts engagement exceeded target

#3. Performed 5 analysis & target savings yet to be determined

December 14, 2016 Page 4 of 10

Administration 2016 Objective Initiative Measure #1. Increase Customer Satisfaction

#2. Enhance Communications

#3. Maintain Financial Integrity

Conduct survey to measure satisfaction on a variety of key services.

A range of “2 out of “3” or higher on satisfaction responses.

Provide regular updates for employees. Conduct Town Hall Meetings.

Six newsletters in 2016 Two meetings in 2016 

Implementation of the Long Range Financial Plan.

2016 Budget within the financial plan parameters (zero percent variance on the cost side).

#1. County conducting survey

#2.

#3. Projected

December 14, 2016 Page 5 of 10

Community Services 2016 Objective Initiative Measure #1. Increase Customer Satisfaction

Develop a municipal wide ‘Off Leash’ program.

Number of areas identified. Target: Three

#2. Increase Customer Satisfaction

Ensure we have the “right” and most efficient facilities.

Number of rinks identified. Target: Two 

#3. Manage Resources

Complete the ‘Ilderton Indoor Recreation Facility Study’

Develop a Community Rink Building program.

#1.

#2.Did not proceed. #3. 80% complete

December 14, 2016 Page 6 of 10

Public Works & Engineering 2016 Objective Initiative Measure #1. Increase Customer Satisfaction

Provide quality drinking water to all customers by ensuring backflow prevention devices are installed.

Target: 100% compliance 

#2. Increase Customer Satisfaction

Obtain MOECC approval to increase new collection materials at the Denfield Road Enviro Depot.

Number of new collection materials to increase by 2 more.

#3. Optimize Partnerships

To partner with Adelaide-Metcalfe to reconstruct Wood Road.

To complete the project and to increase the number of partnerships by one.

#1. #2. #3. 

December 14, 2016 Page 7 of 10

Energy & Sustainable Planning 2016

#1. Manage Costs Convert T12, T8 & High Pressure Sodium lights to LED. Conduct maintenance audit on HVAC systems. Conduct feasibility studies to undertake Combined Heat & Power/Co-Gen at Wellness Centre

500 MWH reduction in energy consumption 5% reduction of corporate energy cost using 2015 corporate 10% Reduction in Green House Gases

#2.Promote Positive Image

Identify opportunities of energy conservation, green energy and support local economic development.

Municipal Energy Plan •Per capita GHG emissions reduction (15% municipal reduction – 162 516.78 CO2e/yr)

#3.Generate Revenues

Develop 4.6 acres municipal lands behind Wellness Centre as per recommendations (Avi Friedman 2011 report.)

Net-Zero Energy residential/commercial units

Objective Initiative Measure

#1.

#2. #3. Review slated for 2017

December 14, 2016 Page 8 of 10

Six Key Areas Of Focus & 2017 Key Initiatives

Promoting Postive Image

“Cleaning & Greening the Municipality”

• Clean and Green Program Green”Home Builds”

• Longwood Road Enviro Depot MOECC ECA approval for expanded collection materials/property redevelopment

• Identificationofsanitarysysteminflow&Infiltrationcompletion of Municipal Drain crossing by municipal forces

• Introduction of Electric Vehiclesustainablefleet

• Upgrades to Delaware water supply

• Expanded wastewater settlement Community Servicing (Ilderton/Kilworth)

• Advancement of Komoka Wellness Centre Sustainable Development Proposal

• Community Energy Plan Devployment

Maintaining Financial Integrity

“Assets”

• Completion of asset management plan

• Re-construction of the Ilderton Skate Park

• Delaware water supply conversion-tower replacement

• Sidewalk Replacement programDenfield&Ilderton

• Glendon Drive reconstruction EA

• Digitizing municipal assets (GIS)

Optimize Partnerships

“Working with other

departments & municipalities”

• Continue to assist other municipalitiesbyofferingthe services of our Embedded Energy Manager

• Glendon Drive Re-construction Project in partnership with Middlesex Centre&StrathroyCaradoc

• Community Energy Plan Deployment in partnership withthecommunity&internal departments such as the Building Department

• Multi use court project in partnership with the Poplar Hill Lions

• Replacement of Ilderton Skatepark in partnership with the Ilderton Optimists

December 14, 2016 Page 9 of 10

Six Key Areas Of Focus & 2017 Key Initiatives

Learning & Growth

“Making sure staff has all of the appropriate tools & information to do their jobs”

• Increased internal communications (newsletters, orientation for new hires, new managers&supervisorsquarterly meetings)

• Automation of payroll/human resources systems

• Automation of accounts payable

• Automation of facility bookings approval

• Health&SafetyTrainingforSupervisors

• Work on “gaps” in Health &SafetyTrainingProgramAudit

• Continued Support for employeetraining&development

• Continuation of the “High Five” program

••

Manage Costs

“Control our hydro costs by using less hydro”

• Construction of a net zero firestationinColdstream(major operational costs)

• Potential Development of CHP at Wellness Centre

• Net metering/solar on municipal buildings

• Ongoing review of operating accounts for savings

• Identificationofsanitarysysteminflow&infiltration

• Introduction of Electric Vehiclesustainablefleet

• Deployment of Community Energy Plan

Revenue Generation

“How can we maximize or increase our revenue”

• Community Services Rates and Fee review

• Review records of “vacant” property within the municipality

• Development Charges Study update

• Investigation and correction of “unaccounted” water loss

• Funds from the Poplar Hill Lions for the multi-court project

• Funds from the Ilderton Optimists for the replacement of the Ilderton Skateboard Park

December 14, 2016 Page 10 of 10