Quarterly Progress Report on Corporate Strategic InitiativesHall/Documents... · The purpose of...

Quarterly Progress Report on Corporate Strategic Initiatives

April to June 2012

April to June 2012 Quarterly Progress Report Page 1

Table of Contents A. Executive Summary ................................................................................................3 B. Initiatives and Status at a Glance...........................................................................4 C. Initiative Summaries................................................................................................5

1. Make Continuous Improvements to Governance..............................................5 2. Implement Victoria Sustainability Framework...................................................6 3. Implement Civic Engagement Strategy ............................................................7 4. Develop Customer Service Strategy ................................................................8 5. Implement New Residential Solid Waste Collection Service.............................9 6. Explore Opportunities to Enhance Public Access to

Government Information ................................................................................11 7. Redevelop City Intranet Site...........................................................................12 8. Develop Budget Reduction Strategy ..............................................................13 9. Review Parking Business Options..................................................................14 10. Update Official Community Plan and Renew Local Area Planning Program...15 11. Manage 710 Queens Avenue Affordable Housing Project..............................16 12. Manage 120 Gorge Road Affordable Housing Project....................................17 13. Undertake Public Engagement on the Status of Crystal Pool and Options.....18 14. Update Comprehensive Housing Strategy .....................................................19 15. Implement Economic Development Strategy..................................................20 16. Implement Downtown Core Area Plan ...........................................................21 17. Replace Johnson Street Bridge......................................................................22 18. Develop and Implement Climate Action Program...........................................23 19. Establish a Stormwater Utility.........................................................................25 20. Conduct Boulevard Program Review .............................................................26 21. Complete Asset Management Framework and Initiate Multi-year

Implementation Plan ......................................................................................27 D. Other Accomplishments this Quarter ..................................................................28


About this Report The purpose of this report is to update Council on the status of those initiatives that are key to achievement of the strategic goals and objectives set out in the 2011- 2012 Corporate Strategic Plan, The Way Forward. The content of the report will change from quarter to quarter as new initiatives are started and others completed. This report is not meant to be a complete description of the work performed by City staff during the quarter. Staff are also engaged in delivering core services and participating in other significant initiatives. The 2011-2012 Corporate Strategic Plan sets out a Four Point Plan to improve performance and results in four strategic areas:

• Our City Government focuses on Council decision making and the organization’s performance.

• Our Community concentrates on issues of livability and social well-being for citizens.

• Our Economy focuses on what is needed to encourage economic growth and vitality.

• Our Environment targets our ability to protect and sustain the environment and reduce our ecological impact.

Alignment with these four strategic areas is highlighted throughout this document. This report has three sections:

• Initiatives and Status at a Glance is a one page snapshot of the current status of key initiatives. The status reflects whether any changes in objectives, scope, resources or timelines have occurred since Council was last updated on the project.

• Initiative Summaries comprise the bulk of the report. These are summaries of each initiative, highlighting its contribution to the Corporate Strategic Plan, the objectives of the project, and project phases and timeline. An explanation of each project’s status can also be found in this section.

• Other Accomplishments this Quarter recognizes notable accomplishments from the quarter that may not be associated with a key initiative, but demonstrate significant progress in reaching the goals and objectives outlined in the Corporate Strategic Plan.

Our Service Principles emphasize our commitment to accountability. We are:

“Open and Accountable: We listen, continually measure our performance and communicate the results.”

This document is one means for staff to demonstrate our commitment to accountability, sustainability, and willingness to take responsibility for our actions. As noted in the 2011-2012 Corporate Strategic Plan, this shared commitment is at the centre of the relationship between Council, staff and the public and enables us to work together to make the vision outlined in that Plan a reality.


A. Executive Summary This document is an update from the City Manager to Council on the progress of key corporate strategic initiatives for the period from April 1 to June 30, 2012. One initiative was completed during the reporting period. A Customer Service Action Plan was approved by Council. That plan outlines over 40 strategies designed to improve customer service across the organization. Staff efforts will now focus on implementation of the plan. Several other initiatives achieved significant progress during the reporting period. Highlights include:

• Completing the first floor of renovations at 710 Queens Avenue. Residents have now moved into the first 12 of 36 units.

• Shortlisting of three engineering firms to bid on construction of the new Johnson Street Bridge. Indicative Pricing submissions were received from all three shortlisted proponents.

• Council approval of a Sustainability Action Plan. That plan is a key component in implementing the Victoria Sustainability Framework.

• Launching the Cut the Carbon Program to create tangible reductions in our energy use and greenhouse gas emissions and move towards our goal of carbon neutral municipal operations.

• Holding a public hearing on the proposed Official Community Plan. A number of initiatives have experienced timeline shifts since Council was last updated on their progress and have been assigned a “yellow” status. These include:

• Implementation of the New Residential Solid Waste Collection Service, which is now scheduled for February, rather than January, 2013

• Development of the Climate Action Program, with both the Corporate and Community Plans now scheduled for completion in December 2012, and

• Completion of the Asset Management Framework, which is now scheduled for August 2012.

The 120 Gorge Road Affordable Housing Project retains its “red” status, as timelines for that project are still to be determined. Some of the new initiatives that were added in the last report are still in the planning phase pending confirmation of Council priorities for the upcoming year and development of detailed project plans. Others have seen some progress. Work on a budget reduction strategy is under way and staff anticipate bringing forward options for Council consideration in July. Another of these “new” initiatives, the redevelopment of the City’s intranet site, will begin in July and is scheduled for completion in January 2013. Several of the other accomplishments from this quarter generated a high degree of media and community interest. David Foster’s contribution to Canada’s art and culture was honoured with the naming of the Inner Harbour waterfront pathway as David Foster Way. The City also concluded negotiations with the Victoria Baseball Club to bring baseball back to Royal Athletic Park, starting In June 2013.


B. Initiatives and Status at a Glance

Initiative Status

Estimated Completion Date

Our City Government

1. Make Continuous Improvements to Governance TBD

2. Implement Victoria Sustainability Framework Ongoing

3. Implement Civic Engagement Strategy TBD

4. Develop Customer Service Strategy �� Action Plan - Completed

Implementation - Ongoing

5. Implement New Residential Solid Waste Collection Service February 2013

6. Explore Opportunities to Enhance Public Access to Government Information

July 2012

7. Redevelop City Intranet Site January 2013

8. Develop Budget Reduction Strategy TBD

9. Review Parking Business Options TBD

Our Community

10. Update Official Community Plan and Renew Local Area Planning Program

July 2012

11. Manage 710 Queens Avenue Affordable Housing Project December 2012

12. Manage 120 Gorge Road Affordable Housing Project TBD

13. Undertake Public Engagement on the Status of Crystal Pool and Options

TBD

14. Update Comprehensive Housing Strategy TBD

Our Economy

15. Implement Economic Development Strategy March 2013

16. Implement Downtown Core Area Plan TBD

Our Environment

17. Replace Johnson Street Bridge Q1 2016

18. Develop and Implement Climate Action Program Development - December 2012

Implementation - Ongoing

19. Establish a Stormwater Utility Engagement - December 2012

Introduce Utility - January 2014

20. Conduct Boulevard Program Review July 2013

21. Complete Asset Management Framework and Initiate Multi-year Implementation Plan

Framework - August 2012 Implementation Plan - TBD

STATUS KEY

In planning phase

No changes to project plan since last reporting date

Minor changes to project plan since last reporting date, no significant change in overall objectives/scope, schedule or resources required

Major change in objectives/scope, schedule or resources since last reporting date

�� Completed


C. Initiative Summaries

1. Make Continuous Improvements to Governance

Key Strategy from CSP

To improve the efficiency of City operations

Objectives

• To enable Council to make informed and balanced decisions

• Strengthen citizen involvement in key municipal decision-making processes

Lead Department

Legislative and Regulatory Services

Status

Have the objectives or scope of the project changed? No

Have the resources required to complete the project changed? No

Has the timeline for the project changed? Yes

• Higher priority agenda items have led to delays in completing governance discussions with Council

Phases

Description Start Date End Date

Develop and recommend up to date bylaws that set out administrative authorities

January 2011 TBD

Develop and deliver orientation program for the new Council to enhance Council decision-making processes

April 2011 January 2012

Review Council governance model and propose recommendations for improvement to the new Council

April 2011 July 2012

Timeline


2. Implement Victoria Sustainability Framework


Implement the Victoria Sustainability Framework with a sustainability action plan, scorecard and triple bottom line tool kit

Objectives

• Implement the Victoria Sustainability Framework (VSF) through three phases, which will make the VSF more strategic, accountable, user-friendly and effective

• Clearly distinguish and refine the various roles/functions of the Victoria Sustainability Framework and its relationship to other corporate and community initiatives

Lead Department

Sustainability

Status

Have the objectives or scope of the project changed? Yes

Tool Box now planned as a series of ongoing activities to integrate sustainability into decision-making, rather than a one-time deliverable



• Scorecard development delayed as staff resources to complete this work are no longer available

Phases


Develop Sustainability Action Plan September 2010 May 2012

Develop Sustainability Tool Box June 2011 Ongoing

Develop Sustainability Scorecard June 2011 July 2013

Timeline


3. Implement Civic Engagement Strategy


Implement the Civic Engagement Strategy to improve citizen involvement in City priority setting and decision making

Objectives

• To enable Council to make informed and balanced decisions


Lead Department

Corporate Communications

Status

In planning phase.

Project Charter coming to Council for approval once Civic Engagement Advisor position is filled.

Phases


Timeline


4. Develop Customer Service Strategy


Develop and implement a Customer Service Strategy to improve satisfaction with City information, services and facilities

Objectives

To improve customer service and increase access to information and City services

Lead Department


Status ��

Completed.

Phases


Conduct staff consultation sessions on customer service May 2011 June 2011

Prepare draft Customer Service Strategy and list action possibilities June 2011 August 2011

Refine and select key actions which will be the focus of the Customer Service Strategy

September 2011 November 2011

Develop Action Plans related to selected actions December 2011 January 2012

Finalize Customer Service Strategy January 2012 May 2012

Implement Customer Service Strategy May 2012 Ongoing

Timeline


5. Implement New Residential Solid Waste Collection Service


Invest in technology and support to improve efficiency of City operations

Objectives

• To reduce the amount of waste produced

• To reduce the community’s carbon emissions

• To reduce the risk of worker injury

Lead Department

Engineering and Public Works

Status




• Implementation of new service delayed by one month. Supplier can not guarantee delivery of trucks for January 2013 and implementation may be less challenging if it occurs after the holiday season.

Phases


Initiate project September 2011

Conduct public engagement process October 2011 December 2011

Present findings and recommendations to Council January 2012 January 2012

Query users for size of garbage tote required May 2012 September 2012

Obtain Council approval of new rates May 2012 October 2012

Tender for new garbage trucks February 2012 June 2012

Procure and distribute totes May 2012 December 2012

Implement selected service level January 2012 February 2013


Timeline


6. Explore Opportunities to Enhance Public Access to Government Information


Develop and implement a Customer Service Strategy to improve satisfaction with City information, services and facilities

Objectives

• Sharpen the focus on customer service


Lead Department

Legislative and Regulatory Services

Status




• New emergent issues have displaced some planned priorities

Phases


Prepare Feasibility Assessment March 2012 July 2012

Timeline


7. Redevelop City Intranet Site


Develop a Customer Service Strategy to improve satisfaction with City information, services and facilities

Objectives

To maximize customer’s ability to access information and services

Lead Department


Status

Have the objectives or scope of the project changed? N/A

Have the resources required to complete the project changed? N/A

Has the timeline for the project changed? N/A

Phases


Initiate project July 2012

Develop structure and finalize functionality July 2012 September 2012

Develop content September 2012 October 2012

Conduct testing November 2012 December 2012

Launch intranet site January 2013

Timeline


8. Develop Budget Reduction Strategy


Explore options for revenue growth, asset management and debt management

Objectives

To develop a strategy to reduce the Budget to achieve Council’s goal of a 3.25% tax increase for each year of the 2012 – 2016 Financial Plan

Lead Department

Finance

Status

Have the objectives or scope of the project changed? N/A

Have the resources required to complete the project changed? N/A

Has the timeline for the project changed? N/A

• Strategy end date is TBD as timelines depend somewhat upon nature of Council direction

Phases


Consult internally with departments on budget reduction opportunities February 2012 July 2012

Review budget reduction principles and opportunities with Council and receive direction

July 2012 August 2012

Develop budget reduction strategy based on Council direction August 2012 TBD

Timeline


9. Review Parking Business Options


Explore options for revenue growth, asset management and debt management

Objectives

• To review the current service delivery model for both on and off-street parking

• To explore efficiencies to determine all ‘best fit’ options for the City

• To update the City’s 2007 Parking Strategy to serve as a guiding document

Lead Department


Status

In planning phase.

Phases


Timeline


Our

Community

Our Economy

Our City

Government

Our Environment

10. Update Official Community Plan and Renew Local Area Planning Program


Update the Official Community Plan (2011–2041) and renew the Local Area Planning Program

Objectives

Develop a plan that will help guide growth and change in the City of Victoria over the next 30 years

Lead Department

Planning and Development

Status



Has the timeline for the project changed? No

Phases


Initiate project and conduct background research October 2009 February 2010

Engage community and explore concepts March 2010 June 2010

Analyse information and prepare Draft OCP July 2010 October 2010

Review and refine Draft OCP November 2010 March 2011

Consult with the public on Draft OCP April 2011 June 2011

Prepare and present proposed OCP to GPC July 2011 April 2012

Hold public hearing and consider public input June 2012 July 2012

Present OCP to Council for adoption July 2012

Timeline


Our

Community

Our Economy

Our City

Government

Our Environment

11. Manage 710 Queens Avenue Affordable Housing Project


Develop strategic partnerships with other levels of government and community organizations to address social issues

Objectives

Protect and create affordable small family housing and supported housing

Lead Department

Sustainability

Status




Phases


Develop business case and acquire property August 2009 June 2010

Negotiate and transfer title to BC Housing September 2009 December 2012

Pursue and confirm funding sources January 2010 June 2011

Operate facility April 2010 December 2012

Establish operating and renovating agreements with operating agencies

May 2010 September 2011

Manage renovations August 2011 October 2012

Timelines


Our

Community

Our Economy

Our City

Government

Our Environment

12. Manage 120 Gorge Road Affordable Housing Project


Develop strategic partnerships with other levels of government and community organizations to address social issues

Objectives

Protect and create affordable small family housing and supported housing

Lead Department

Sustainability

Status




Phases


Develop business case and acquire property August 2009 June 2010

Negotiate and transfer title to BC Housing September 2009 TBD

Pursue and confirm funding sources January 2010 TBD

Operate facility April 2010 TBD

Establish operating and renovating agreements with operating agencies

May 2010 TBD

Manage renovations TBD TBD

Timelines


13. Undertake Public Engagement on the Status of Crystal Pool and Options


Develop and implement a Community Well-Being Strategy, including arts and culture, festivals and celebrations, and sports and recreation

Objectives

To advise the community regarding the condition of Crystal Pool and discuss options for recreation services and funding strategies

Lead Department

Parks, Recreation and Culture

Status

This initiative is under discussion at Council’s Planning and Priorities Sessions. A Project Charter will be developed for Council approval based on the results of that discussion.

Phases


Timeline


Our

Community

Our Economy

Our City

Government

Our Environment

14. Update Comprehensive Housing

Strategy


Facilitate development of a wide range of housing types, tenures and prices to meet needs of all residents

Objectives

• To complete a housing needs assessment and best practice research to support evidence-based decision making

• To identify, develop and implement policies and programs that support access to appropriate, secure and affordable housing

• To create an updated Comprehensive Housing Strategy that supports the achievement of the City’s housing and sustainability goals

Lead Department

Sustainability

Status

In planning phase. Council tabled approval of a draft Project Charter and a second draft is currently being developed.

Phases


Timeline


15. Implement Economic Development Strategy


Create an Economic Development Strategy that focuses on business attraction and retention, investment in infrastructure, development incentives, and strategic partnerships and marketing

Objectives

To implement the Economic Development Strategy and ensure Victoria’s future economic growth is fiscally, economically, environmentally and socially sustainable

Lead Department

City Manager’s Office

Status




• Council priority-setting has taken longer then expected, which will delay project completion

Phases


Form Economic Development Cabinet March 2012 December 2012

Develop Implementation Action Plan June 2012 March 2013

Timeline


16. Implement Downtown Core Area Plan


Develop and implement the Downtown Core Area Plan to guide decisions about the growth and vitality of downtown Victoria over the next 30 years

Objectives

• To develop a detailed Implementation Strategy to outline key actions, timelines and resources to realize the Downtown Core Area Plan

• To support public realm improvements and seismic upgrading of Downtown heritage buildings through establishment of a new density bonus system

Lead Department

Planning and Development

Status

In planning phase. A recommended Implementation Strategy will be presented to Council in September 2012. Details of subsequent project phases and timelines will be available after Council approval of the Implementation Strategy.

Phases


Timeline


17. Replace Johnson Street Bridge


Develop and implement an Asset Management Plan to cover all municipal infrastructure

Objectives

Replace the existing bridge with a more reliable, safer and more sustainable bridge with improved cyclist and pedestrian amenities

Lead Department

Johnson Street Bridge Project

Status

Details of project phases and timelines and monthly Council updates can be found at http://www.johnsonstreetbridge.com/


18. Develop and Implement Climate Action Program


Develop and implement a Climate Action Program to reduce community’s greenhouse gas emissions by 33% by 2020, and meet 2012 target for organization to be carbon neutral

Objectives

• Achieve carbon neutral operations by 2012

• Reduce greenhouse gas emissions in the community by 33 per cent by 2020, based on 2007 levels

• Build adaptive capacity to address the impacts of a changing climate

Lead Department

Sustainability

Status




• Development of Corporate Plan delayed until staff resources to complete this work are in place. Recruitment for energy analyst (funded 50% by BC Hydro) is currently underway.

• Victoria is part of a 14 city pilot program for community adaption planning. The entire pilot program has had its schedule amended, which means that the Community Plan will now be completed in December 2012.

Phases


Establish City Climate Action Reserve Fund February 2010

Develop Sustainable Procurement Strategy March 2010

Amend OCP to incorporate interim GHG reduction targets May 2010

Perform baseline energy and emissions mapping and analysis August 2010

Complete Community Mitigation Planning Workshops and Mitigation Strategies Report

June 2011 March 2012

Develop Corporate Carbon Neutral Plan May 2010 December 2012

Develop Community Climate and Energy Resiliency Plan May 2010 December 2012

Implement both plans 2013 - Ongoing


Timeline


19. Establish a Stormwater Utility



Objectives

• To address stormwater quality and quantity issues facing the City of Victoria

• To ensure the economic, environmental and social well being of the community

Lead Department


Status




Phases


Initiate project January 2011 March 2011

Engage with stakeholders and public September 2012 December 2012

Consolidate feedback and develop recommendations January 2013 March 2013

Present recommendations to GPC for approval May 2013 July 2013

Prepare bylaw August 2013 October 2013

Prepare to introduce new utility in January 2014 August 2013 December 2013

Timeline


20. Conduct Boulevard Program Review


Preserve and enhance Victoria’s urban forest, parks and public green spaces

Objectives

Develop recommendations for future management of the City’s Boulevard and Taxed Boulevard Maintenance programs

Lead Department

Parks, Recreation and Culture

Status




• Completion of Technical Review requires additional time in order to incorporate feedback from other departments. Consultant availability has also resulted in delays.

Phases


Initiate project January 2011 March 2011

Conduct Technical Review March 2011 September 2012

Engage public and stakeholders October 2012 April 2013

Prepare final report and recommendations April 2013 July 2013

Timeline


21. Complete Asset Management Framework and Initiate Multi-year Implementation Plan



Objectives

• To provide the City of Victoria with an Asset Management Strategy that will be a guide for the implementation of integrated asset management practices across the entire organization

• To promote informed decision-making and effective stewardship of all publicly owned municipal assets

Lead Department


Status




• Presentation of the Framework to Council has been delayed to allow sufficient time for review and comment from the City’s project team on the consultant’s draft report

Phases


Develop Strategic Framework for Asset Management July 2010 August 2012

Develop Asset Management Implementation Plan TBD TBD

Timeline


D. Other Accomplishments this Quarter

Our City Government

• Won the 2011 City of Excellence “Gold Standard” award for activities that demonstrate safe excavation techniques at or around underground infrastructure

• Completed the City of Victoria 2011 Annual Report, which provides an overview of the City’s major achievements and significant projects completed during the past year, as well as detailed financial statements

• Surpassed 4,000 followers on the City’s Twitter account

• Introduced a new customer service survey to evaluate the customer experience with Permits and Inspections and Business Licensing

Our Community

• Installed Victoria's 150th Anniversary banners on downtown lampposts and in Beacon Hill Park

• Hosted the 13th annual Public Works Day, an open house to provide elementary students with an opportunity to learn more about how the Engineering and Public Works Department ensures the community stays healthy, safe and sustainable

• For the third consecutive year, installed a three-dimensional horticultural display of a mother and baby orca at the southeast corner of Humboldt and Government Streets

• Released the Victoria 150 CITYVibe guide and iPhone app to showcase the many spectacular summer festivals and outdoor events happening in Victoria

• Honoured David Foster for his contributions to Canada's arts and culture with the naming of the Inner Harbour waterfront pathway as David Foster Way

• Installed approximately 1,400 of Victoria’s trademark hanging baskets on downtown lampposts, featuring flowers that were grown at the Beacon Hill Park nursery

• Conducted an Emergency Operations Centre exercise with participation from City staff and Victoria Emergency Management Agency volunteers

• Celebrated the 20th anniversary of the original Vic West Skatepark at the annual Vee Dub Sk8 Competition. The event included strong participation by skaters of all levels and a fundraising component to support youth programs.

Our Economy

• Amended bylaws regulating street entertainers to increase their potential revenue and minimize impacts on nearby businesses

• Completed a competitive process and amended bylaws to give several new operators access to exclusive motorized sightseeing vehicle parking stands in the Inner Harbour area

• Negotiated an agreement with Victoria Baseball Club to bring a West Coast League baseball team to Royal Athletic Park for three years starting in June 2013

Our Environment

• Planted the Small Steps Edible Garden in Centennial Square

• Completed the upgrade of parking meters downtown to accept the Royal Canadian Mint's new, lighter coins

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