EXCELLENCE THROUGH EFFICIENCY
COUNCIL STEERING COMMITTEE
CANADA
|
Attendance: Deputy Mayor Jack Heath Regional Councillor Jim Jones Councillor Joseph Virgilio Councillor Dan Horchik |
Staff John Livey, Chief Administrative Officer Andy Taylor, Commissioner of Corporate Services Joel Lustig, Director of Financial & Client Services Andrea Tang, Manager of Financial Planning Mark Visser, Manager of Financial Strategy & Investment Barb Cribbett, Town Treasurer Ingrid Kutter, Town Auditor Rick Dominico, Manager of Corporate Quality Meg West, Manager of Strategic Initiatives Miriam Comerford, Senior Learning & Organizational Specialist Jamie Bosomworth, Manager of Strategy and Innovation Catherine Biss, Chief Executive Officer, Library Services Janet Carnegie, Director of Communication & Community Relations Sara Tam, Manager of Business Planning & Innovation Laura Gold, Committee Clerk Shayne Mintz, Deputy Fire Chief Don Taylor, Acting Director of Strategic Services Val Shuttleworth, Director of Planning & Urban Design |
The second meeting of Excellence through Efficiency and
Effectiveness (E3) Council Steering Committee convened at
1. APPOINTMENT OF THE CHAIRMAN
MOVED BY: REGIONAL
COUNCILLOR JONES
SECONDED BY: DEPUTY
MAYOR HEATH
That the E3 Council
Steering Committee elect Councillor Dan Horchik to the position of Chairman.
CARRIED
Councillor Horchik assumed the role of Chairman.
2. E3 UPDATE
John Livey, Chief Administrative Officer, advised that a
Town Hall meeting regarding E3 was held on
3. ADOPTION OF
MINUTES OF THE E3 COUNCIL STEERING COMMITTEE HELD ON
MOVED
BY: REGIONAL COUNCILLOR JONES
SECONDED BY: COUNCILLOR VIRGILIO
That the minutes of the E3 Council Steering Committee
meeting held on
CARRIED
4. E3 COUNCIL STEERING COMMITTEE PRESENTATION
4. A. E3 INITIATIVES
Andy Taylor, Commissioner of Corporate Services, presented a list of E3 initiatives based on ideas generated from staff. He explained these initiatives have been grouped into the following categories:
· Centres of excellence
· Organization Re-alignment
· Process Re-engineering
· Process improvement
· Technology
· Revenues
· Energy Conservation
4. B. PROPOSED E3 INITIATIVES DISCUSSION
Councillor Virgilio inquired about the review/approval process of the proposed E3 initiatives, making specific reference to the initiative to reduce the number of reports going to Committee/Council. Regional Councillor Jones added that he would like to see one page reports to Council with supporting material attached as appendixes. Councillor Virgilio inquired if Council would have the opportunity to make comments and suggestions with respect to this and other proposed E3 initiatives.
Mr. Livey reported the E3 CSC review process will include the following: 1) a description of the E3 initiative; 2) the pros and cons of the E3 initiative; 3) the organizational implications of the E3 initiative; and 4) staffs’ ability to authorize the E3 initiative.
Regional Councillor Jones
suggested that staff investigate integrating the Town’s
The initiative to develop an intranet for Councillors and senior staff was discussed. Deputy Mayor Heath noted his preference to have a section of the agenda devoted to Council updates rather than having an intranet to serve this purpose. His primary concern was the extra time commitment the intranet may impose on Councillors. Mr. Livey thought creating a Councillor /senior staff intranet provided an opportunity to use existing technology to increase communication between standing committee meetings. Deputy Mayor Heath was concerned that the memos posted on the intranet would not be published in public standing committee agendas.
Regional Councillor Jones thought the first step was to investigate a model for integrating the Town’s technological processes and that the next step would be to improve Town processes with the use of technology. Explaining that first step is a critical success factor and is a key component in managing the number of staff required to support the technology. He recommended that the Town look into document management systems, as he believed the savings derived from technology are from electronic management of processes.
Councillor Virgilio inquired if AMANDA could be brought to the next level (using it as a document management system). Mr. Taylor advised him that the possibility of using AMANDA as a web based system is being investigated. Mr. Livey noted that ideas from the Make it Happen Task Force have been carried over to E3.
Councillor Dan Horchik reviewed the approval process of E3 initiatives. Indicating minor items will be reported to the E3 CSC and political items will be discussed at the General Committee. He advised the Committee that the first report will be brought forward to the General Committee in late September/early October 2008.
4. C. REVENUE STREAMS FROM POWERSTREAM, MARKHAM
DISTRICT ENERGY INC.,
Mr. Taylor presented the revenue streams from PowerStream, Markham Energy Corporation (MEC), and Markham Direct Energy Inc (MDEI). He advised the Committee of the total amount of revenue stream received from these organizations, the allocation of the funds, and the projected increase in revenue from 2009 to 2033.
4. D. DISCUSSION OF HYDRO/ENERGY REVENUE STREAMS
Mr. Taylor noted that the revenue stream received from MDE is currently received as accrued interest.
Deputy Mayor Heath inquired what the total amount of hydro/energy revenue being allocated to the Life Cycle Replacement & Capital Reserve Fund (LCR&CRF) is per annum. The total amount allocated to the reserve fund per annum was calculated and provided to the Committee.
Mr. Livey advised that the LCR&CRF is reviewed annually and is based on a 25 year period. He explained that the fund is needed as a reserve for upcoming replacement/rehabilitation projects. Deputy Mayor Heath inquired if a cap/limit could be placed on the amount of funds going into the LCR&CRF and that the remainder of the funds be allocated to the Town’s operations.
Councillor Dan Horchik believed this matter was outside the mandate of the E3 CSC and suggested this discussion take place as part of the budget process. Mr. Livey suggested that because the matter involved the reallocation of funds rather then the generation of new revenue sources, it should be dealt with by the Budget Sub-Committee.
Mr. Livey advised that while some of the E3 initiatives will be easily implemented, other E3 initiatives will involve a series of actions, and some of the larger more complex E3 initiatives will be ongoing such as, initiatives involving York Region.
Councillor Virgilio thought that the Town’s hydro/energy organizations could assist it in achieving its financial goals. Mr. Taylor advised the Committee that MEC and MDEI are currently in the process of creating their strategic plans. He believed this would be an ideal time for Councillors to provide input with respect to their future revenue generation. Councillor Virgilio wanted to clarify the mandate of the Committee and its parameters.
Mr. Taylor advised that the mandate of the Committee is to focus on internal initiatives that will reduce expenditures, or generate revenues, but does not extend to the operations of other organizations. Mr. Livey explained E3 is about transforming the way we do business.
Regional Councillor Jones thought the Town needed to invest money to make money. He provided the example of possibly charging for parking at Unionville Station. Although he thought the purpose of the Committee is to do more with less, explaining the Town cannot continue to grow the way it has, figuring that a 3% increase in efficiency is required for the Town to remain at its current level of operation.
Councillor Horchik requested that members of Council put their ideas with respect to finding organizational efficiencies and effectiveness into writing and forward them by email to Mr. Livey for senior staff to review. He did not think any ideas should be disposed of at this time, but rather that the ideas proposed by Council should be reviewed by senior staff to evaluate whether or not they fall under the mandate of E3.
4. E. TAX
Mr. Taylor presented a tax rate increase
comparison, as requested at the last meeting.
He reported the 5 year average tax rate increase for
4. F.
Mr. Taylor provided a brief presentation of the Core Services Implementation/ Review. He advised the Committee of the total amount of savings resulting from Core Services, explaining these savings were derived from the following:
·
Customer Relationship Management (creation of
the contact centre, and use of
· Business Planning & Budget Linkage (establishment of business planning process, and Department Heads Forum);
· Organization Reviews and Alignments (for example integrating roads and parks maintenance staff).
· Process Review
· Efficiency
5.
Mr. Taylor reported that the E3 Executive Committee will continue to be meeting weekly and advised the Committee of the following upcoming E3 CSC meetings:
· Early September (date, time, and room yet to be confirmed)
·
6. DISCUSSION OF PRESENTATION
Deputy Mayor Heath requested the percentage of the budget that consists of variable costs. Mr. Taylor estimated about 15% of the budget consists of variable costs. He explained to the Committee that the purpose of E3 is business transformation or finding different ways to do the same thing with less.
Regional Councillor Jones inquired if the Town was considering outsourcing and the disposing of surplus property. Mr. Taylor advised that outsourcing was being considered under establishment of partnerships. Mr. Livey advised that the focus of E3 is on finding sustainable organizational efficiencies or long term revenue sources, rather then ideas that will offer a short term or one time cash flow.
7. ADJOURNMENT
MOVED BY: COUNCILLOR HORCHICK
SECONDED BY: REGIONAL COUNCILLOR JONES
That the second meeting of the E3 Council Steering Committee
adjourn at
CARRIED