Your Partner in Municipal Government

• County partners in corporate services and back office functions offer many in-kind services for our member municipalities

• The following speakers will walk you through their respective areas

• Jane Parr – Director, Human Resources

• Dawn Hipwell – Director, Procurement, Fleet & Property

• Lealand Sibbick - Treasurer

• Henry de Jager – Director, Information Technology

What shared and in-kind services or back office functions do we partner on or assist with today?

A. Asset Management

B. Microsoft Office Training

C. Labour Relations

D. Vehicle Acquisition

E. All of the above

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Labour Relatio

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Vehicle Acquisitio

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What are you looking forward most to in this presentation?

A. Lealand walking through the 2018 budget line by

line and explaining how each and every dollar

benefits your organization?

B. Jane providing a thorough update on all the latest

legislative HR changes and what they mean to you?

C. Dawn performing a detailed walk through of our

procurement polices, insurance polices and how

they effect you?

D. Henry defining all the TLA’s (Three Letter Acronyms)

that IT people use to confuse you?

E. A briefing of partnership opportunities that are

occurring in your municipalities?

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The County of Simcoe: Your Partner in Municipal Government

Human Resources

Organizational Learning and Development

• Cost-sharing of professional training courses and seminars with other municipalities

• Labour relations training

• Leadership development

• Health and safety training

• Learning Management System (LMS)

• Harvard ManageMentor Program

• New and Developmental Manager Onboarding Program (NDMO)

NEW

• LEAN education

• Competencies

Employee and Labour Relations

• Quarterly County-wide HR Managers and Directors meetings

• Sharing legal and arbitrated decisions

• Sharing negotiation strategies

• Annual County-wide Conference with employment and labour lawyers Hicks Morley

• Assisting with high profile or sensitive recruitments and terminations

Performance Management/Compensation

• Salary survey participation and sharing

• Sharing job descriptions and evaluations

• Assisting with/facilitating the performance review process for key personnel in member municipalities

Health, Safety and Wellness

• Through the safety group, support member municipalities with the development of an Internal Management System (IMS)

NEW

• Developing a Psychological Health and Safety and Wellness Plan to ensure compliance with the Canadian Mental Health Commission standards

The County of Simcoe: Your Partner in Municipal Government

Procurement, Fleet & Property Services

Procurement

• Co-Operative Procurement through the GBAPPC:

• Closed Meeting Investigator, Integrity Commissioner, Apiculture Market Development

• Contract Template Sharing:

• Telephony Unified Communication, SAP Implementation, Road Crack Sealing, Agenda Management

• Best Practices and Lessons Learned:

• Procurement Policy, Purchasing Card Policy, OPBA Network, Sharing Knowledge on CFTA / CETA, Day to Day Bid Processes

Sustainable Operations

• Green Energy Act – ongoing knowledge sharing since 2012

• Electric Vehicle Charger install:

• in Stayner/Clearview, Midhurst/Springwater, Washago/Ramara

• Guideline on Community Emissions Reduction Planning

• FCM’s Partners for Climate Protection, new opportunity

• Ongoing open line for communication regarding best practices for Energy Management and Utility Data Analysis, LAS group buying utility contracts, green and sustainable operations

Fleet and Asset Management

• Joint vehicle acquisition process

• Fleet operations and green fleet best practices

• Mobile generator connections and deployment as required for exercises, testing or emergency use

• Transfer of assets to members expressing interest such as computer equipment and furniture

Facility Construction Co-ordination

• Site Search Evaluation Process - Due Diligence Checklist

• Facility Construction Planning Checklist

• Evaluate Construction Contract Options:

• Lump Sum, Construction Management at Risk (CMAR), IPD

• Templates for Architect and Design Engineer Agreements

• Supplementary Conditions to promote increased fairness for Owners

The County of Simcoe: Your Partner in Municipal Government

Finance

Finance

The County is responsible for a number of legislated Financial requirements

• Tax policy decisions

• Setting property tax ratios for each class of property

• Setting parameters for mandatory business tax capping

• Other property tax regulations that maybe required

• Collaborative approach with Municipal Finance staff

• Recommendations are based on local needs and priorities

Finance

Property Assessment Base Management Review is completed to ensure a fair and equitable property tax system.

Municipalities review the assessment roll to ensure quality, accuracy and completeness.

• Property specific changes/improvements

• Property class accuracy

• Valuation reasonableness

• Lands awaiting development

Finance

Simcoe County Treasurers Group

• Knowledge sharing of information, ideas and best practices

• Asset Management Plans - future AMP regulations

• Development Charge bylaws

• Best practices for operational efficiencies

Finance

Major costs included in the County budget on behalf of municipalities:

• FCM annual fees

• SCAN costs

• Hospital Alliance

• Hospice Alliance

• Educational support (donations to Lakehead and Georgian)

• Health Unit

• MPAC

• Property tax analysis

• Municipal Study

The County of Simcoe: Your Partner in Municipal Government

Information Technology

GIS/Data Services

The County has negotiated a software license agreement with ESRI software on behalf of our partners. Cost sharing split has been set at 70/30 with members. GIS services offered:

• Hosting of mapping server and applications

• Software support

• Spatial Analysis

• Map creation

• 3rd party data purchases (Teranet, Census, Ortho Imagery)

Libraries

Provide IT support services for 18 branches across the County. Services include:

• Helpdesk

• Wireless Networking

• Printer support

• Software support

• System patching and deployment

Software Acquisition

Negotiate to allow for member municipalities to benefit from County purchases

• Learning Management System

• Program Registration

• Enterprise Resource Planning (SAP)

• Records Management

• SPAM Filtering

• Winter Maintenance vehicle tracking

SCAN

Simcoe County Area Network connections negotiated for all partnerships. County covered costs include:

• All library connections (24 connections)

• One main connection to each member (16 connections)

• Redundant Internet connection

• 78 sites in total

Web Hosting

Free website hosting and custom branding available to all partners. Currently hosting 10 municipal sites, and two conservation authorities.

IT Training

Word, PowerPoint and Outlook training courses run twice a year.

Registration for courses through the LMS.

Upcoming

IT service pilot for Township of Ramara. Services include:

• Hosting and backup of servers in County server room

• Desktop deployment

• Security and system patching

• E-mail migration to Microsoft Exchange

• Remote access

• Advisory Services

• Helpdesk

New Tecumseth backup Server hosting

Additional Partnerships and In-Kind Services

Communications

• Assistance with graphic design services

• News release writing and issuing

• Planning of major events

• Communications planning for strategic issues and political issues

• Interview assistance for hiring of communications staff

Additional Partnerships and In-Kind Services

Customer Service

• Interview assistance for customer service staff

• Consult on methods to reduce call volumes and most specifically related to County services

• Opportunity to job shadow CSR in order to assist with training

Additional Partnerships and In-Kind Services

Clerks

• Closed Meeting Investigator

• Integrity Commissioner

• Compliance Audit Committee

• Joint Accessibility Advisory Committee

• Legislative proceeding updates to LTM Clerks regarding introduced and pending legislation

• Host Simcoe County Clerk’s and Treasurers on a quarterly basis to receive updates from the province and MPAC and other areas of common interest

• Negotiated via RFP/agreement with the current eAgenda vendor (iCompass) for preferred pricing if referred by the County of Simcoe.

Questions?