2013 FINANCIAL PLAN CORPORATE SERVICES
Percent of General Fund Operating
Division Summary
Acting Director (Rotating)
8% Corporate Services = $7.9 Million Bylaw Services
15% Records Info City Clerks/ 13% Information Risk Management 24% Corporate Services Administration 3% Page S1 General Fund Operating = $101.6 Million
Department Overview
Revised
Adopted Financial Plan
Change from
Prior Year Percent Change
Taxation Expenditures 2012 2013
Net Operating 7,784,465 7,871,181 86,716 1.1%
Capital 854,880 995,300 140,420 16.4%
Total Taxation Expenditure 8,639,345 8,866,481 227,136 2.6%
Authorized Positions 60.7 61.2 0.5 0.8% 92% Information Services 38% Management 24% Purchasing 8% Page S1
2013 FINANCIAL PLAN CORPORATE SERVICES
Corporate
Services
Rotating Acting DirectorPurchasing
Maureen Loft ManagerOffice of
the City
Clerk
Stephen Fleming City ClerkBylaw
Services
Legislative
S
i
Information
Services
Rob Entwistle ManagerInfrastructure
Systems
Brian Abrey ManagerRisk
Management
Lance Kayfish ManagerSaftey
Advisor
Nathan PetersServices
(Vacant) SupervisorServices
Karen Needham SupervisorRecords &
Information
Cory Gain CoordinatorSystems
Development
Brian Butchart Manager Page S22013 FINANCIAL PLAN CORPORATE SERVICES
Page S3
Drivers & Activities
Department Drivers
Safeguard the assets of the City
Protect the well being of staff, contractors and the community Build corporate & community capacity
Innovation
Integrate Solutions
Activities by Council Priority
Deliver on our plan
Upgrade Corporate GIS (Information Services) Consider Mobile Web CMS (Information Services)
Implement the 3rd phase of the Change Management Project (Purchasing) WebCasting City Council (Chamber) meetings (City Clerk)
Budget Process Review (Corporate Services)
Enhance citizens’ quality of life
Plan/implement/upgrade Corporate Security Systems (Information Services) Corporate Security Review (Risk Management)
Cell Tower Policy Development (Corporate Services) Boundary Review (Corporate Services)
Safe Premises Bylaw (City Clerk)
Focus on results
Upgrade computer desktops to Windows 7 (Information Services) Certificate of Recognition (Risk Management)
Electronic Document Management System (City Clerk) Procure to Pay Review - Spending Analysis (Purchasing) Procure to Pay - Process Review (Information Services)
Grow our economy
2013 FINANCIAL PLAN CORPORATE SERVICES
Department ID Section Descriptions
Purchasing
Office of the City Clerk
Information Services
The Purchasing and Stores Branch is responsible for acquiring the materials, equipment and services required by all City departments, for disposing of surplus materials and equipment, and for controlling and maintaining adequate inventory levels.
The Branch is responsible for supporting the legislative matters and decisions of Council, and for providing the official secretariat for Council and all other statutory bodies within the corporation. This function includes agenda preparation, recording of official minutes of the business of the City of Kelowna, administration and
certification of bylaws, bylaw enforcement, and the execution of all legal
documentation on behalf of the City. This Branch will also oversee Bylaw Services provides inspections and regulatory work related to the enforcement of specific bylaws.
The Information Services Branch is responsible for providing leadership for all City of Kelowna Departments in the application of information systems technology to business requirements; by providing expertise, advise and standards; planning, installation, support and maintenance of information systems; and providing centralized
Page S4 Risk Management
PROGRAM INPUT MEASURES Actual 2011
Revised Adopted 2012
Financial Plan 2013 115 Corporate Services Administration 246,400 239,574 245,495 119/120/228 City Clerks/Records & Information 1,076,933 957,541 979,444 121 Information Services 2,668,111 2,809,380 2,976,959
129 Purchasing 455,362 607,762 615,398
132 Risk Management 2,079,194 1,970,380 1,887,989
150 Bylaw Services 1,284,959 1,199,828 1,165,896
Total Net Operating Expenditures 7,810,959 7,784,465 7,871,181
The Information Services Branch is responsible for providing leadership for all City of Kelowna Departments in the application of information systems technology to business requirements; by providing expertise, advise and standards; planning, installation, support and maintenance of information systems; and providing centralized operational services.
The Risk Management Branch is responsible for the development implementation, coordination and administration of the City’s comprehensive risk management program. The program is designed to minimize the City’s loss exposure and manage the claims process.
2013 FINANCIAL PLAN CORPORATE SERVICES
PROGRAM OUTPUTS
Total Claims / incidents managed 220 219 215
# FOI Request 93 95 95
# hours RIM support to RM contacts 45 72.0 80
# active CFI/eRIMfiles 18,520 19,000 20,000
# files archived in the Records Centre 104,385 108,000 112,000
# Bylaws created 176 165 100
# Statutory notices delivered 54,588 45,000 37,500
# pieces of correspondence received and circulated for Public
Hearings and Development Variance Permits 263 425 325
# service requests to staff related to Council resolutions 539 375 400
PROGRAM OUTCOMES
EFFICIENCY MEASURES
Cost of Risk Per Capita $15.01 $13.00 $13.00
# of work hours lost to work related injuries 1,800 1,800 1,400
% RIM support Corporately 80% 93% 95%
% agreements executed/archived 100% 100% 100%
% Council Meeting Packages posted by 4pm Thursday 100% 100% 100%
PERFORMANCE MEASURES
Actual 2011 Estimated 2012 Proposed 2013 Page S5% Council Meeting Packages posted by 4pm Thursday 100% 100% 100%
% Council Meeting Packages distributed by 12pm Friday 100% 100% 100%
% Council correspondence sent by 4pm Thursday 97% 100% 100%
CUSTOMER SATISFACTION
INNOVATION AND LEARNING
# hours training given by staff 21 25 25
# of Safety Training Course participants 1,100 1,500 1,500
% staff/PD budget 100% 56% 80%
% staff involved in the performance measures cycle 100% 100% 100%
% staff working cross-departmentally 100% 100% 100%
% staff participation in Wellness program 100% 100% 100%
2013 FINANCIAL PLAN
CORPORATE SERVICES
General Fund
REVENUES / EXPENDITURES BY CATEGORY
Actual 2011 Revised 2012 Provisional 2013 REVENUE PROPERTY TAX 0 0 0 PARCEL TAX 0 0 0FEES AND CHARGES ( 945,029) ( 416,561) ( 382,591)
OTHER REVENUE ( 63,954) ( 231,050) ( 55,000)
TRANSFERS FROM FUNDS
Special (Stat Reserve) Funds ( 125,350) 0 0
Development Cost Charges 0 0 0
Accumulated Surplus ( 200,803) ( 99,902) ( 103,682)
_____________ _____________ _____________
TOTAL REVENUE ( 1,335,136) ( 747,513) ( 541,273)
EXPENDITURES
SALARIES AND WAGES 5,079,720 5,252,832 5,324,878
INTERNAL EQUIPMENT 120,091 62,847 62,847
MATERIAL AND OTHER 3,712,156 3,099,051 2,918,481
CONTRACT SERVICES 94,156 117,248 106,248
DEBT INTEREST ( 52) 0 0
DEBT PRINCIPAL 0 0 0
INTERNAL ALLOCATIONS 0 0 0
TRANSFERS TO FUNDS
Special (Stat Reserve) Funds 0 0 0
Development Cost Charges 0 0 0
Accumulated Surplus 140,024 0 0
_____________ _____________ _____________
TOTAL EXPENDITURES 9,146,095 8,531,978 8,412,454
NET OPERATING EXPENDITURES 7,810,959 7,784,465 7,871,181
CAPITAL EXPENDITURES
GROSS EXPENDITURES 1,873,713 1,793,230 1,240,700
OTHER FUNDING SOURCES ( 536,616) ( 938,350) ( 245,400)
_____________ _____________ _____________
TAXATION CAPITAL 1,337,097 854,880 995,300
_____________ _____________ _____________
NET OPERATING & TAX CAPITAL EXP. 9,148,056 8,639,345 8,866,481 AUTHORIZED F.T.E. POSITIONS Budgeted Fte's 2011 Actual 2011 Revised 2012 Provisional 2013 Salaried 0 0 0 0 Hourly 0 0 0 0 Page S6 47.7 43.9 48.5 48.7 12.1 14.9 12.2 12.4 CORPORATE SERVICES
2013 FINANCIAL PLAN CORPORATE SERVICES
Description of Operating Program Changes
TOTAL FTE
2012 Revised Budget 7,784,465 60.7
2013 Net Impacts
One-time Supplementals 40,500
One-time Expenditure Reductions
Incremental Costs - Prior year(s) (9,500) (0.2)
Salary Adjustments 56,606 Other Adjustments Departmental Adjustments 87,606 7,872,071 60.5 2013 Program Additions 2013 Supplementals 83,310 0.7 2013 Expenditure Reductions (84,200) (890) 2013 Provisional 7,871,181 61.2 Unfunded 2013 Requests 2013 Supplementals 8,000 2013 Expenditure Reductions 8,000
Total Unfunded Requests for 2013 8,000 0.0
2013 Operating Requests
PROVISIONAL Budget
Summary
General Fund
Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat Corporate Services
Business Systems Analyst 32,070 0
S1 0 0 0 0 (32,070) OG
Business Systems Analysts (GIS
focus) 44,840 0
S2 0 0 0 0 (44,840) OG
Bylaw Services Senior Officers 19,980 (19,980)
S3 0 0 0 0 0 OG
Worksafe BC Certificate of
Recognition Audit 15,000 0
S4 (15,000) 0 0 0 0 OT
Software and Hardware
Maintenance 19,400 0
S5 0 0 0 0 (19,400) OG
Payment Card Industry Review 25,000 0
S6 (25,000) 0 0 0 0 OT
Integrated Risk Management
Administration Software 10,000 0 S7 (10,000) 0 0 0 0 OG (66,950) 53,950 J1 * Parking Management - OG Account Adjustments 13,000 0 0 0 0 99,340 33,970 (83,310)
Department Priority 1 Total (50,000) 0 0 0
99,340 33,970 (83,310)
Total Priority 1 Operating Requests (50,000) 0 0 0
Page 1 CAP. S11 S11 S12 S12 S13 S13 J13 Page S9 CAP. - See request in Capital Section 308 page 91.
2013 Operating Requests
PROVISIONAL Budget
Summary
General Fund
Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat Corporate Services
Corporate Security Video
Surveillance Cameras 8,000 0
S8 0 0 0 0 (8,000) OT
8,000 0 (8,000)
Department Priority 2 Total 0 0 0 0
8,000 0 (8,000)
Total Priority 2 Operating Requests 0 0 0 0
Page 1 S17
2013 Operating Request Details
Department: Corporate Services
Branch: Information Services
Title: Business Systems Analysts (GIS focus)
Priority: 1
ON-GOING EXISTING
Through increased demand for Geographic Information Systems (GIS) functionality, staff movement and growth of other systems, Information Services requires additional expertise and capability to support GIS. There is currently one
position, funded through a capital project, which was hired in 2011 to start the migration to new GIS versions and platforms. The system's size now requires two analysts to maintain the existing system as well as to support interfaces to new and existing systems. These positions will be required on-going to support GIS initiatives such as the expansion of kelowna.ca/opendata, the use of GIS in Asset Management, and porting interactive map viewers to mobile devices. To achieve the required level of service, two existing positions will be upgraded to Business Systems Analysts. A vacant Drafting Coordinator position and a GIS Technician position will be utilized for the base of this upgrade. This request represents the increase in salary between the classifications.
Justification:
Strategic Objective: Deliver on Our Plan
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
44,840 0 0 0 0 0 2013 0 (44,840) 2014 2015 44,840 44,840 0 0 0 0 0 0 0 0 0 0 0 0 (44,840) (44,840)
Department: Corporate Services
Branch: City Clerk
Title: Bylaw Services Senior Officers
Priority: 1
ON-GOING NEW
Currently there are 14 Bylaw Officers reporting to one supervisor. The two Bylaw Officer shifts collectively span 18 hours and are 7 days per week. A single supervisor does not provide ample opportunity for supervision, leadership and guidance. This request will support the creation of a new classification of "Senior Bylaw Officer" which will allow the escalation of 2 current Bylaw Officers to this classification. This will provide the necessary supervision over a broader spectrum of time and will allow the Bylaw Manager to focus on operational matters as opposed to more specific enforcement issues of the team. Furthermore, many Bylaw officers are nearing retirement which will bring in new recruits requiring mentorship and support. This request represents the difference in proposed wages between the two classifications.
Justification:
Strategic Objective: Deliver on Our Plan
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
19,980 0 0 0 0 0 2013 (19,980) 0 2014 2015 19,980 19,980 (19,980) (19,980) 0 0 0 0 0 0 0 0 0 0 0 0 Page S11
2013 Operating Request Details
Department: Corporate Services
Branch: Risk Management
Title: Worksafe BC Certificate of Recognition Audit
Priority: 1
ONE-TIME NEW Justification:
The City is working to achieve a Worksafe BC Certificate of Recognition. When successful, the City is eligible to receive up to $73,000 in ongoing revenue from ‘incentive payments' from Worksafe BC. Anticipated additional benefits from participating in the Certificate of Recognition program include reduced worker injuries, reduced exposure to fines and lower Worksafe BC insurance premiums. An audit to validate compliance is required the initial year and every three years thereafter. This is to be borrowed from the reserve and then paid back when Certificate of Recognition monies are received in 2013/2014.
Strategic Objective: Focus on Results
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
15,000 (15,000) 0 0 0 0
2013 0 0
Department: Corporate Services
Branch: Information Services
Title: Software and Hardware Maintenance
Priority: 1
ON-GOING EXISTING
This request is to cover the increase in annual support and maintenance fees for software and hardware. The majority (75%) of the request will be used to address anticipated increases in some of the existing maintenance agreements. The remaining amount (25%) will provide funds for new maintenance agreements on hardware and software purchased in 2012. Current maintenance and support contracts in place include these major systems: Agresso - financial
management system; AutoDesk - AutoCAD and Civil 3D design software; FDM - Fire Department management and dispatch; Microsoft - server and database products; Network - core, high speed hardware; Phone servers - the primary servers for phones and voice mail; Security - products for anti-virus, spam filtering, internet filtering (for inappropriate sites); and VMWare - The City's virtual server environment.
The current base budget is $485,420. Justification:
Strategic Objective: Deliver on Our Plan
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
19,400 0 0 0 0 0 2013 0 (19,400) 2014 2015 19,400 19,400 0 0 0 0 0 0 0 0 0 0 0 0 (19,400) (19,400) Page S12
2013 Operating Request Details
Department: Corporate Services
Branch: Information Services
Title: Payment Card Industry Review
Priority: 1
ONE-TIME NEW Justification:
The Payment Card Industry (PCI) has established a Data Security Standard (DSS) to provide better protection of credit card holder data. There is now a requirement from the credit card associations (MasterCard, VISA, etc.) for the City to be PCI-DSS compliant. An initial review and verification of systems has been completed to work towards compliance with DSS. An audit is recommended to ensure that systems, processes and networks meet all requirements of PCI-DSS. This audit would be performed by a qualified security assessor. This will be a one-time request to determine the City's level of compliance. Based on the findings from this audit and requirements of the PCI-DSS there may be a need to request ongoing funding in the future for subsequent audits.
Non-compliance with the PCI-DSS could mean that the City will risk being liable in any instance of unapproved access of credit card information. Failure to comply with PCI-DSS and the Card Association Compliance Programs may result in a Merchant being subject to fines, fees or assessments and/or termination of processing services.
Strategic Objective: Focus on Results
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
25,000 (25,000) 0 0 0 0
2013 0 0
Department: Corporate Services
Branch: Risk Management
Title: Integrated Risk Management Administration Software
Priority: 1
ON-GOING NEW
In keeping with the corporate focus of creating a safe, vibrant and sustainable city the Risk Management branch is leading in the cataloging of corporate wide risk issues related to life safety, loss of assets and loss of public trust. This initiative allows tracking and reporting of significant risks, actions to mitigate risks, assignment of accountability and follow-up to ensure continuous improvement. To keep the impact of this initiative low, the Risk Management Branch implemented a software-based business solution. This system allows for planning and tracking of mitigation plans, changing conditions and responsibilities. This secure tool will be available for all staff and managers to better manage and report on risks in their area. The software is already in use and working well; ongoing support is needed to maintain the license.
Justification:
Strategic Objective: Deliver on Our Plan
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
10,000 (10,000) 0 0 0 0 2013 0 0 2014 2015 10,000 0 0 0 (10,000) 0 0 0 0 0 0 0 0 0 0 0 Page S13
2013 Operating Requests
PROVISIONAL Budget
Summary
General Fund
Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat Corporate Services
Corporate Security Video
Surveillance Cameras 8,000 0
S8 0 0 0 0 (8,000) OT
8,000 0 (8,000)
Department Priority 2 Total 0 0 0 0
8,000 0 (8,000)
Total Priority 2 Operating Requests 0 0 0 0
Page 1 S17
2013 Operating Request Details
Department: Corporate Services
Branch: Risk Management
Title: Corporate Security Video Surveillance Cameras
Priority: 2
ONE-TIME NEW Justification:
In the past two years, staff have identified the need for security cameras at several locations. Security cameras would give staff the ability to investigate incidents and would decrease loss due to theft, vandalism, and property damage. This one-time request is to install cameras to address vandalism at the City Works Yard and the Parks Yard.
Strategic Objective: Deliver on Our Plan
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
8,000 0 0 0 0 0
2013 0 (8,000)
2013 Reduction Requests
PROVISIONAL Budget
Summary
General Fund
Page Description Cost Reserve Borrow Gov/Contr Revenue Utility Taxation Cat Corporate Services
Insurance Premiums (84,200) 0
S1 0 0 0 0 84,200 OG
(84,200) 0 84,200
Department Priority 1 Total 0 0 0 0
84,200 0
Total Priority 1 Reduction Requests (84,200) 0 0 0 0
Page 1 S21
2013 Reduction Request Details
Department: Corporate Services
Branch: Risk Management
Title: Insurance Premiums
Priority: 1
ON-GOING
This reduction reflects anticipated decreases in insurance premiums for 2013 as well as the savings resulting from entering into a 3 yr. prepaid agreement with the provider for Environmental Impairment coverage.
Justification:
Strategic Objective: Deliver on Our Plan
Taxation
Reserve Borrow Fed/Prov Dev/Com
Cost Revenue Utility
(84,200) 0 0 0 0 0 2013 0 84,200 2014 2015 (84,200) (84,200) 0 0 0 0 0 0 0 0 0 0 0 0 84,200 84,200 Page S21
