Body: Council Type: Agenda Meeting: Committee Date: July 12, 2013 Collection: Council Agendas Municipality: Frontenac County
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SERVICE DELIVERY AND ORGANIZATION REVIEW COMMITTEE AGENDA Date and Time Friday, July 12, 2013 at 10:00 a.m. Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Deputy Warden Bud Clayton Councillor Gary Davison
Councillor Denis Doyle Walter Knott, Community Member Warden Janet Gutowski, Ex-Officio
Page 1.
Call to order
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Adoption of minutes
2-4
•
Minutes of Meeting held June 12, 2013
Deputations and/or presentations
Communications
Reports
5-7
•
2013-135 Administrative Services – Award of Contract for a Service Delivery and Organization Review (The attached is a draft report. A finalized version of this report will be distributed under separate cover)
[Addenda] 8.
Other business
Next meeting date
- Adjournment
Page 1 of 7
AgendaItem#4•
Minutes of the Service Delivery and Organization Review Committee Meeting June 12, 2013 A meeting of the Service Delivery and Organization Review Committee was held in the Frontenac Boardroom of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, June 12, 2013 at 11:00 a.m. Present:
Chair Walter Knott; Warden Janet Gutowski; Deputy Warden Bud Clayton; Councillors Davison and Doyle
Also Present:
County: Elizabeth Savill, CAO/Clerk; Marian VanBruinessen, Treasurer; Paul Charbonneau, Director of Emergency and Transportation Services; Julie Shillington, Administrator of Fairmount Media: Elliot Ferguson, The Whig
Call to order
Chair Knott called the meeting to order at 11:02 a.m. 2.
Adoption of the agenda
Motion #: SDORC 009-13 Moved By: Seconded By:
Councillor Doyle Deputy Warden Clayton
THAT the agenda for the June 12, 2013 Service Delivery and Organization Review Committee be adopted. CARRIED 3.
Disclosure of pecuniary interest and general nature thereof
The Chair requested the Recording Secretary to make a note in the minutes that no members of the Committee declared any disclosures of pecuniary interest.
Service Delivery and Organization Review Committee Meeting Minutes June 12, 2013
Minutes of Meeting held June 12, 2013
Page 1 of 3
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AgendaItem#4•
Adoption of minutes
Motion #: SDORC 010-13 Moved By: Seconded By:
Deputy Warden Clayton Councillor Davison
THAT the minutes of the Service Delivery and Organization Review Committee meeting held on June 6, 2013 be adopted as circulated. CARRIED 5.
Deputations and/or presentations – Nil
Communications – Nil
Reports – Nil
Other business Committee Composition - Role of the City of Kingston
Having asked the committee members whether they felt the City should sit on this committee, Chair Knott heard from the members that they did not. Preparatory Material for Interview Team - Background Information The Chair began by asking what information needed to be available for Deputy Warden Clayton and him to prepare for the interviews. Ms. VanBruinessen will provide copies of the County’s 2012 Financial Statements and 2013 budget. Other information can be considered at the working meeting. The interview team will be responsible for scoring the proponents based solely on the interview and the proposal submitted. Ms. Savill stated that only those involved with the interviews could be involved with the scoring. The scores, including the recommended proponent, will be shared with the balance of the committee through a report on the agenda of the July 12th meeting. It was clarified that the committee would not be able to go into a closed session to discuss the scoring. The recommendation must be supported by County Council. Confidentiality of staff interviews was raised and this point will be emphasized with the successful proponent. The deadline for committee members to submit interview questions to Ms. Amini is June 14, 2013. The Deliverables section of the RFP was circulated by Ms. VanBruinessen who stressed that the questions should focus on these expectations and requirements. Service Delivery and Organization Review Committee Meeting Minutes June 12, 2013
Minutes of Meeting held June 12, 2013
Page 2 of 3
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AgendaItem#4•
Adjournment
Motion #: SDORC 011-13 Moved By: Seconded By:
Councillor Davison Councillor Doyle
THAT the meeting be hereby adjourned at 11:43 a.m. CARRIED
Service Delivery and Organization Review Committee Meeting Minutes June 12, 2013
Minutes of Meeting held June 12, 2013
Page 3 of 3
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AgendaItem#7•
Report 2013-135 COMMITTEE REPORT To:
Chair and Members of the Service Delivery and Organization Review Committee
From:
Elizabeth Savill CAO
Date prepared:
July 9, 2013
Date of meeting:
July 12, 2013
Re:
Service Delivery and Organization Review – Award of Contract for a Service Delivery and Organization Review
Recommendation THAT the Service Delivery and Organization Review Committee receive this Administrative Services – Award of Contract for a Service Delivery and Organization Review for the County of Frontenac for information; AND FURTHER THAT the Service Delivery and Organization Review Committee recommend that Council of the County of Frontenac authorize the Warden and Clerk to enter into an Agreement with KPMG to carry out a service delivery and organization review of the County of Frontenac.
Background Through the 2013 Budget process County Council authorized a Service Delivery and Organization Review of the County of Frontenac. At its meeting held April 17, 2013, County Council struck a Service Delivery and Organization Review Committee to oversee this process.
Comment The Request for Proposals was released on April 20, 2013 with five proposals being received. At its meeting held June 6, 2013 a short list comprised of KPMG, Ernst & Young LLP and WSCS Consulting Inc. to be selected for interviews was recommended to County Council and approved at its June 19, 2013 meeting. Service Delivery and Organization Review Committee Report Administrative Services – Award of Contract for a Service Delivery and Organization Review July 12, 2013
2013-135 Administrative Services – Award of
Page 1 of 2
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AgendaItem#7•
To ensure the process would not be compromised through open meeting requirements under the Municipal Act, the Committee agreed that the interview process would be a staff exercise in which 2 members of the Committee (Walter Knott and Deputy Warden Clayton) were invited to attend the interview sessions along with the CAO and Treasurer as an observer. Interviews with the three successful proponents were held on the following dates: • KPMG – June 28, 2013 • Ernst & Young LLP – July 5, 2013 • WSCS Consulting Inc – July 5, 2013 After an initial assessment of the proposals and the completion of the interviews, the evaluation matrix was completed. It is attached as Schedule A. KPMG received the greatest number of points and, following contact with four references and receiving very positive feedback, KPMG is being recommended as the successful proponent.
Financial Implications $125,000 has been allocated in the 2013 budget for a Service Delivery and Organization Review.
Organizations, Departments and Individuals Consulted and/or Affected
Service Delivery and Organization Review Committee Report Administrative Services – Award of Contract for a Service Delivery and Organization Review July 12, 2013
2013-135 Administrative Services – Award of
Page 2 of 2
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AgendaItem#7•
Schedule A Proposal Mr. Knott Councillor Doyle Warden Gutowski Staff Total Points Average
KPMG 75 69 45 55 244 61
E&Y 80 78 46 37 241 60.25
WSCS 60 72 36 37.5 205.5 51.4
Interview Mr. Knott Deputy Warden Clayton Staff Total Average Points out of 10
KPMG 74
E&Y 72
WSCS 77
82 82.5 238.5 79.5 8
63.5 63 198.5 66.2 6.6
77.5 86.5 241 80.3 8
Cost Factor (based on hourly rate)
2
1
5
TOTAL POINTS
71
67.85
64.4
Service Delivery and Organization Review Committee Report – Schedule A Service Delivery and Organization Review – Award of Contract for a Service Delivery and Organization Review July 12, 2013 Page 1 of 1
2013-135 Administrative Services – Award of
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