successful strategic planning - nedc
TRANSCRIPT
Successful Strategic Planning
Implementation
Nuu-chah-nulth Economic Development
Corporation
Governance Conference – Day 2
October 28, 2017
Introductions
MNP Team
• Kam Sandhu, CPA
Business Advisor, Aboriginal Services
AgendaOctober 28, 2017
Topic Start Time End Time
Introduction 11:15 am 11:20 am
Hiring a CAO 11:20 am 11:25 am
Roles and Responsibilities 11:25 am 11:30 am
Key Council Relationships 11:30 am 11:35 am
Strategic Planning Process 11:35 am 11:40 am
Successful Implementation 11:40 am 12:00 pm
HIRING A CAO
4
10/28/2017 5
Hire Staff
Community Members
Chief and Council
CAO
Department Managers
(1) Council hires/ dismisses CAO with appropriate skills and experience with input from legal, CPA or HR advisors at appropriate stages.
(1) CAO hires and dismisses all staff.
(1) Applicable Department Manager recommends staff increases, if needed.
CAO Department ManagersSupport Staff and
Contractors
(1) CAO hires all Nation support staff and contractors.
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ROLES AND RESPONSIBILITIES OF
CHIEF AND COUNCIL
6
Political Roles of Council
General roles and responsibilities
• Representative
o Views and interests of members
o Have a broader understanding of First Nation issues than members
• Council to have good judgement – community’s best interests
• Advocacy
o Government to government
o Determine its own agenda and path
• Public relations with members
o Communicate, listen to member views and wishes, report progress and
financial condition
Functional Roles of Council
General roles and responsibilities
• Setting strategic direction
• Hiring and supervising the CAO
• Protecting and optimizing the community’s
assets
• Making governance policies
• Monitoring the effective use of staff,
committees, and advisors
• Overseeing financial matters
• Overseeing service programs
• Meetings, minutes, and decisions (transparency
and accountability)
Functional Roles of Council
Hiring and supervising the CAO
• Council to develop, empower, and oversee the CAO
• Exercise due diligence by regularly monitoring and evaluating the
CAO
• What happens when there is no CAO in place? What then?
o Understand program policy, terms and conditions of funding/agreement
etc.) that the staff must carry out
o Ensure that Council requests are in accordance with these policies
• Due diligence: requires Council, or individual Councillors, to ask
appropriate questions, seek objective professional advice, and not act on an
issue if there is reason for concern about its outcome
Functional Roles of Council
Making governance policies
• Leader policies
• Staff policies
• Council policies
• Who is responsible for the production of these?
• What areas of policy should be considered?
o Planning (i.e. Council purpose, values, and goals)
o Leading (i.e. Councillor relationship with each other and membership)
o Organizing (i.e. Council relationship with the CAO)
o Controlling (i.e. limits on authority of the CAO)
Functional Roles of Council
Monitoring the effective use of staff, committees, and advisors
• Council has the final responsibility for ensuring that:
o Council policies are implemented
o Staff administer programs and services as intended
o Rules and regulations are applied correctly and consistently
• While council has final responsibility, their job is to monitor, and not do,
the work of the CAO
• In order to monitor the effective use of resources, Council must first:
o Define Council goals and priorities
o Develop policies that define the CAO’s responsibilities
o Ensure the CAO has clear staff policies and procedures
o Develop standards and procedures to measure progress of Council goals
Attributes of Well Functioning Council
• Everyone participates
• Diverse viewpoints are welcomed
• Willingness to debate
• Ask the tough questions
• Understand the issues
• No hidden agendas
• Effective conflict resolution
• A united council that supports a decision that has been made
in good faith in a duly convened meeting) with full possession
of the facts). – AKA: One voice
12
Functional Roles of Council
Summary
Chief and Council
Political Roles
Representative
Advocacy
Public Relations
Functional Roles
Strategic Direction
Hire CAO
Optimize Assets
Government Policy Development
Service Programs
Meetings, Minutes and Decisions
Monitor Staff, Committees & Advisors
KEY COUNCIL RELATIONSHIPS
14
Relationships with Community MembersRoles and Responsibilities
• As owners (collectively) of First Nation assets, community members
play a key role in ensuring good governance
• Community members should monitor Council activities
• It is in the interest of a strong Council to have knowledgeable,
informed community members
• Members should have the right to ask questions in meetings, and
should expect Council to establish grievance and resolution
processes
Relationships with CAO
Roles and Responsibilities
• Is directly accountable only to Council and should have full authority
and accountability for all staff operations
• Should have some autonomy to operate, he or she must work within
the rules and procedures established by Council
• May help Council define its purpose, develop goals strategies and
action plans, and implement Council and staff decision making
processes
• Key management functions of the CAO may include: supporting
Council; recommending policies and standards; building and
maintaining the First Nation council office; public relations; and,
providing an “emergency backup” system
STRATEGIC PLANNING
17
Develop the Strategic Plan
Community Members
Chief and Council
CAO
Department Managers
(1) Council conducts a strategic planning
exercise to discuss 3 to 5 year plan of
Nation. Seeks input from community
members.
(2a) CAO writes Strategic Plan
(or delegates / contracts out)
based on Council’s discussion.
(2b) Department
Managers provide
input in the
development of
the plan.
(2c) CAO finalizes plan and
recommends to Council for
approval.
iProvide
input.
(3) Council approves final
strategic plan and shares
with community members.
January – March (last quarter)
approve strategic plan to
inform operating plans
Suggested
timelineJuly 1st of final year in strategic
plan - begin 5 year planning
discussions
December 31st
complete 5-year
planning
discussions
What is a successful implementation process that anyone
has used?
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission
and top
priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is
available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to engage
with the
community
• Receive
reporting
from
departments
to C&C to
ensure
Strategic
Planning is
working
High Level Steps in Support of Planning
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
with Council
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission and
top priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is
available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to engage
with the
community
• Receive
reporting
from
departments
to C&C to
ensure it
Strategic
Planning is
working
Leverage Community Planning Processes
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
Community Vision
Comprehensive
Community Planning
(CCP): Consider
feedback needs and
feedback of the
community
Key positions
filled by own
qualified
members
Environmentally
sound &
sustainable
resources
Self-
sustaining; no
INAC
Healthy people
& families
Parks, ball-fields,
trails
Integrated
departments &
services
Communities working
together – including non-
Native – relationships/
partnerships with
municipalities & other
businesses
Entrepreneurship
Seniors Centre
No
unemployment
Culturally
grounded:
language &
culture
Contributing
members
Transportation &
infrastructure
Very low # of SA
recipients
Connected
communities
Double the population
100%
graduation rate
including post-
secondary &
trades
Healthy houses –
enough for all
Strong
governance
Own education
facilities
Recreation Centre
Seniors Centre
Elders
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission and
top priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to
communicate
with the
community
• Receive
reporting
from
departments
to C&C to
ensure it
Strategic
Planning is
working
Vision, Mission, Guiding Principles Important
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission and
top priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to
communicate
with the
community
• Receive
reporting
from
departments
to C&C to
ensure it
Strategic
Planning is
working
Discuss Department Plans
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
Department Strategies and Costs2. Department Funding Requests
Road Maintenance re-surfacing 100,000 100,000 100,000 100,000 100,000 20,000 20,000 20,000 20,000 20,000
Administration/Heritage Centre/Community Centre 15,000 15,000 3,000,000
Road Side Brush Cutting 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000
Water/Sewerlines/Lagoon/Sewerfield/fenceline cutting 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000
New Sub-division planning -engineering 30,000
Sub-division construction (for new homes) IR 200,000 200,000
Total Public Works and Capital 4,969,500$ 187,500 342,000 635,000 3,355,000 125,000 45,000 145,000 45,000 45,000 45,000
Housing
Emergency Housing Repair-Elders 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000
New Vehicle for Carpenter 25,000
Additional Carpenter 35,000 35,000 35,000 35,000 35,000 35,000 35,000
Total Housing 520,000$ 50,000 25,000 25,000 60,000 60,000 60,000 60,000 60,000 60,000 60,000
Fisheries
Motor for Adventure 2
New skiff engine or used skiff 10,000
Build two smokehouses 10,000
Fisheries Coordinator 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000
Total Fisheries 680,000$ 83,000 93,000 63,000 63,000 63,000 63,000 63,000 63,000 63,000 63,000
Community Centre
Bus and driver increase (participant transportation) 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000
Increased recreation budget 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000
Replace vans 35,000
Annual staff training 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000
Pave parking lot 20,000
Total Community Centre 871,500$ 130,000 126,000 101,000 84,500 71,000 71,000 75,000 71,000 71,000 71,000
Health
Bathtub replacement 10,000
Mental health and wellness support worker 40,000 40,000 40,000 40,000 40,000 40,000 40,000 40,000 40,000 40,000
Replace vehicle fleet within 10 years of age
Total Health 1,085,000$ 180,000 105,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000
Culture Development
Salary and benefits (Director,Administration Assistant, and Language Instructor) 130,000 130,000 130,000 130,000 130,000 130,000 130,000 130,000 130,000 130,000
Elder language specialists 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000
Language Community Instructors 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000
Culture and Language program for Chief and Council 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000
Overhead 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000
Total Hul'qumi'num Culture Development 2,250,000$ 225,000 225,000 225,000 225,000 225,000 225,000 225,000 225,000 225,000 225,000
EDUCATION
1. Primary School
Improve school infrastructure 4,500
Landscaping around the school 10,000
Signage program to support visitors (school, daycare, and health centre) 15,000
Parent skill development / strategy (Manager and support personnel) 90,000 90,000 60,000 60,000 60,000 60,000 60,000 60,000 60,000 60,000
Total Shxixnutun Primary School 689,500$ 119,500 90,000 60,000 60,000 60,000 60,000 60,000 60,000 60,000 60,000
Overall Departments Discretionary Total 11,618,000$ 1,101,000$ 1,094,500$ 1,295,000$ 3,983,500$ 740,000$ 660,000$ 764,000$ 660,000$ 660,000$ 660,000$
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission and
top priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to
communicate
with the
community
• Receive
reporting
from
departments
to C&C to
ensure it
Strategic
Planning is
working
Prioritize Department Plans for Investment
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission and
top priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to
communicate
with the
community
• Receive
reporting
from
departments
to C&C to
ensure it
Strategic
Planning is
working
Develop Draft Strategic Plan
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
Strategic Planning
• Gather and
review
information
• Ensure
community
buy in and
engagement
• Meet with
Chief and
Council to
confirm
vision,
mission and
top priorities
• Interview
department
managers
and their
teams to get
top priorities
+ challenges
• Receive
feedback to
finalize in
Phase 4
• Include
budgets
(capture of
excel sheet)
• Finalize 10
year action
plans along
with reporting
tools
• Analyze
results to
form strategic
objectives
and key
priorities
• Ensure
funding is available
• Create an
Internal /
External
strategic
plan, a
working copy
and one
which is used
to
communicate
with the
community
• Receive
reporting
from
departments
to C&C to
ensure
Strategic
Planning is
working
Receive Feedback
2.Understand
vision and
mission
3. Kick off
meeting with
managers
4. Narrow
down top
priorities
1.Incorporate
CCP into
SPP (if
available)
5. Create an
Internal /
External SP
6. Receive
feedback
from
departments
END – THANK YOU!
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