Body: Council Type: Document Meeting: Regular Date: Date unknown Collection: Documents Municipality: Frontenac County
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County of Fronte enac Strrategic Goals Imple ementation Plan
Version # For Council Review w
Da ate Sept 3, 3 2014
Contents Introduction ……………………………………………………………………………………………………………………………………………………. 3 Principles ……………………………………………………………………………………………………………………………………………………….. 6 Goal #1: Seniors Issues …………………………………………………………………………………………………………………………………… 7 Goal #2: Solid Waste Management …………………………………………………………………………………………………………………. 10 Goal #3: Prudent Financial Management and Focused Economic Development ……………………………………………….. 12 Recommendation ………………………………………………………………………………………………………………………………………….. 16
Implementation Plan
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Introduction In early January of 2014, Frontenac County Council began working with Performance Concepts to assist with the development of goals for the balance of the 2010-14 term and the 2015-18 term. The process involved a series of one-onone interviews with Council and senior staff, plus meetings with our four member municipal Councils and culminated in a public meeting held on May 15, 2014. On June 18, 2014 County Council approved the following three goals: Goal #1: Meeting the Aging Tsunami Challenge for Frontenac Seniors by: 9 Addressing the existing gap in Seniors Transportation by ensuring 100% of Seniors receive a timely, affordable ride to scheduled medical appointments (when requests received in a timely fashion) – to be accomplished by the end of the 2015-18 term of Council. 9 Addressing the existing gap in Seniors Affordable Housing stock by leveraging and/or funding the construction of a project in each of the four Frontenac townships – to be accomplished by the end of the 2015-18 term of Council. Goal #2: Meet the emerging “post landfill” Solid Waste Management challenge for Frontenac residents: 9 Coordinate the establishment of a “Made in Frontenac” position and financial plan to be executed by the end of the current Council term, to inform the Eastern Ontario Wardens caucus on solid waste management solutions, including energy-from-waste. 9 Frontenac’s position will be supported by technical data and financial planning in collaboration with local municipalities. Goal #3: Respect for the taxpayer and focused economic development: 9 Recognizing that there is only one ratepayer that bears the burden of property taxes and further that ongoing spending control is a priority, Council will develop a long term financial plan that is sustainable. 9 Council agrees to prioritize support to the economic development objective of employment/revenue generation; and to support continued efforts to rationalize costs across the Townships and County.
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The three goalls are intended T d to focus the efforts e of Coun ncil and administration on pro ojects and outccomes that willl address s service issues for County res sidents. IIt is understood d that this implementation pllan will be a liv ving document that will evolv ve and progresss as decisions s are m made or cours se corrections are a required. Itt is further und derstood that as a goals are ac chieved, Counccil will adopt new goals a the proces and ss of improving g the quality off life for our citizens will continue. For the purpos F se of this reporrt, implementattion will be discussed within a SMART fram mework, where eby goals are c considered to be: • • • • •
Specific c – target a spe ecific area for improvement. Measurrable – quantify y or at least su uggest an indic cator of progress. Assigna able – specify who w will do it. Realistic – state what results can re ealistically be achieved, a given n available res sources. Time-re elated – specify y when the res sult(s) can be achieved. a
Each of the thrree goals was designed to be as specific as E a possible. Th hey were vetted d by County C Council, our me ember m municipalities and a by citizens s during a pub blic meeting. Th he implementa ation plan build ds upon existin ng partnerships s, p programs and services and principles p exprressed during the t process. This graphic illustrates the planning hierarc T chy for the Cou unty with the implementation n of strategic priorities p as be eing a key com mponent of e establishing the direction of the t municipalitty. It is a logica al extension off t Long Rang the ge Financial Plan and a lead into Business Plans and B Budgets.
IImplementation Plan
C Strategiic Goals Frontenac County
• Directions for Our Futuree • Official O Plan • Lo ong Range Financial F Plaan • Sttrategic Prio orities • Business Plan ns & Budgetts
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The County of Frontenac team assembled to lead the implementation process consists of the following:
Marian VanBruinessen Director of Corporate Services/Treasurer
Paul Charbonneau Chief/Director of Emergency & Transportation Services
Joe Gallivan Manager of Sustainability Planning
Anne Marie Young Manager of Economic Development
Alison Vandervelde Communications Officer
Kelly Pender Chief Administrative Officer
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Principles As implementation proceeds, the following principles will be utilized as a filter for decision making: • • • • • • • •
The County role will generally be to act as a quarterback for implementation, not as a primary delivery agent Community consultation and engagement is a necessary component for any municipal implementation plan Sustainability principles will be applied to all projects Partnerships should be supported by written agreements that clearly define roles and expectations Business approaches and business planning will be utilized for all projects, with all costs fully documented and explained and results tracked and reported Regional collaboration with member and partner municipalities1, the Eastern Ontario Wardens’ Caucus (EOWC) and/or across the Province will result in efficiencies that should be considered Best practices will be research, evaluated and considered Transparency and accountability are the foundation of effective municipal governance
While the strategic priorities established by Council will have various lifecycles and impact, this report will primarily focus on the actions to be completed in the 2015-18 term of Council.
1
Member municipalities are the four local municipalities in Frontenac County. Partner municipalities extend beyond the boundaries of Frontenac County to include any municipality where collaboration and partnership is possible.
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Goal #1: Seniors Issues
Meeting the Aging Tsunami Challenge for Frontenac Seniors by:
9 Addressing the existing gap in Seniors Transportation by ensuring 100% of Seniors receive a timely, affordable ride to scheduled medical appointments (when requests received in a timely fashion) – to be accomplished by the end of the 2015-18 term of Council. 9 Addressing the existing gap in Seniors Affordable Housing stock by leveraging and/or funding the construction of a project in each of the four Frontenac townships – to be accomplished by the end of the 2015-18 term of Council. Discussion: Issues surrounding seniors is a common theme running through County of Frontenac documents, including the Strategic Plan, Official Plan and Directions for Our Future. The demographic makeup of our community is aging faster than the rest of Ontario and addressing the needs of seniors will help build and maintain the health of our population. SENIORS TRANSPORTATION: Work completed to date includes partnerships with the local Community Health organizations for the delivery of transportation services and an initial scan of best practices. SENIORS AFFORDABLE HOUSING: Completion of the Seniors Housing Pilot Study (more information: http://www.frontenaccounty.ca/en/corporate/StudiesandProjects.asp), the work of the Senior’s Housing Task Force and the award of a contract for the development of a housing business plan has begun the process of developing a business plan for a seniors housing project for the village of Marysville on Wolfe Island.
Partners Frontenac Community Services Corporations (2) Implementation Plan
Role Current delivery agency for transportation
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City of Kingston Potential for private sector partners Potential for non-profit partner(s) Potential for funding from senior level government funding agencies (project will need to conform to funding requirements of the agency) ID Task Assigned
Delivers housing services to Frontenac County Funding and/or management of housing projects Funding and/or management of housing projects Funding Resources
Measured
Completed by
Transportation T1
Work with existing providers to develop a baseline of current ridership and assessment of future needs
County Planning & Economic Development Staff
Internal Resources
As a % of total seniors population
January 2015
T2
Survey seniors in 2015 to identify the percent of seniors who are not receiving timely, affordable rides to scheduled medical appointments. Survey to include a question regarding the amount expected to be paid and the challenges identified in T1
County Planning & Economic Development Staff
$7,500
% Complete
May 2015
T3
Review T1 and T2 Outcomes and Consider Implementation Strategy – Council decision point
Council
TBD
TBD
TBD
T4
Commission a study to examine current state, best practices and evaluate options – building upon recent work of Rural Ontario Institute on coordinated rural transportation options.
$’s TBD
% Complete
September 2015
T6
Monitor future ridership and report against the 100% target identified in the goal.
TBD
% of Target
October 2018
Planning Staff and CAO
External Consultant ($20-25k)
% Complete
Fall 2014
County Council + Frontenac Islands Council
TBD
% Complete
TBD
Housing Complete Business Plan for Frontenac Islands (Marysville Project) - Commissioning of Plan H1 Approved by Council2 H2
2
Consider Frontenac Islands (Marysville Project) – Council decision point
County Planning & Economic Development Staff + External transit planner County Planning & Ec Dev Staff + Delivery Partners
Study is underway for Frontenac Islands – Marysville project. Anticipated completion date is October 15/14
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H3
Consider future housing projects – Council decision point
Council + Affected Partner Municipalities
H4
Monitor and report results of housing projects
County Planning & Ec Dev Staff + Delivery Partners
TBD
One additional project in each municipality % Complete
TBD
TBD
% of Target
October 2018
Reference: Housing Study, SHS Consulting Growth Study, Watson and Associates County Official Plan Transportation Study Rural Ontario Institute, Towards Coordinated Rural Transportation: A Resource Document (August, 2014)
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Goal #2: Solid Waste Management
Meet the emerging “post landfill” Solid Waste Management challenge for Frontenac residents:
9 Coordinate the establishment of a “Made in Frontenac” position and financial plan to be executed by the end of the current Council term, to inform the Eastern Ontario Wardens caucus on solid waste management solutions, including energy-from-waste. 9 Frontenac’s position will be supported by technical data and financial planning in collaboration with local municipalities. Discussion: It is recognized that the days for landfill operations in Frontenac County and Ontario are coming to an end and that municipalities are facing an economic cliff with respect to the cost of closure, ongoing monitoring and ultimately finding an alternative solution to landfills. Our ability to address this issue will define our ability to address complex issues on a County/Regional basis. Partners Area municipalities – in particular the Public Works Managers’ Committee (Manager of Sustainability Planning currently participates on this Committee) Eastern Ontario Wardens’ Caucus Association of Municipalities of Ontario
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Role Coordination and recommendations Research, lobbying efforts and leadership Research and lobbying
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ID LF1 LF2 LF3 LF4 LF5 LF6
Task
Assigned
Resources
Measured
Completed by
Area municipalities to receive and review report from the Public Works Managers (PWM) regarding waste management. Council decision point
Manager of Sustainability Planning & PWMs
TBD
TBD
TBD by PWMs
TBD
TBD
Early in Council 2015 term
TBD
TBD
CAO/Treasurer, PWM Committee
Internal
% Complete
Councils
TBD
TBD
Work with the EOWC and PWM to host a symposium on the future of landfills and post landfill solutions. Technical report by PWM/County/EOWC regarding options and recommendations Develop a policy framework and reserve strategy aimed at the costs associated with post landfill waste management Implementation – Council decision point
CAO, PWM Committee and Ec Dev Staff PWM/County/ EOWC
Early in Council 2015 term Early in Council 2015 term As part of LRFP Fall 2015
Reference: Growth Study, Watson and Associates EOWC Environmental Services Report
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Goal #3: Prudent Financial Management and Focused Economic Development
Respect for the taxpayer and focused economic development:
9 Recognizing that there is only one ratepayer that bears the burden of property taxes and further that ongoing spending control is a priority, Council will develop a long term financial plan that is sustainable. 9 Council agrees to prioritize support to the economic development objective of employment/revenue generation; and to support continued efforts to rationalize costs across the Townships and County.
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Discussion: FINANCIAL PLANNING: The economic future of Frontenac County must be addressed in a comprehensive and coordinated manner. As an initial step, Council is committed to developing a long range financial plan (LRFP) based upon six principles: • • • • • •
A long term vision expressed through a strategic plan Recognition of existing contracts & obligations Asset management planning Effective use of revenue sources, including taxes, user fees, grants and borrowing Service delivery review and continuous improvement Business planning and sound operating budgets
The development of a LRFP plan was also recommended by our Auditor and KPMG through the Service Delivery and Organizational Review (SDOR) process. LRFP is a planning tool that provides Council with the ability to set policy frameworks, analyze options and smooth out tax spikes.
ECONOMIC DEVELOPMENT: The time for studies and consultants is over. It is now time to take action towards building community capacity and growing our economy. The attached graphic “Schedule A” illustrates the building blocks for moving forward. The principles proposed are as follows: • The County role in economic development is as a partner, facilitator and where appropriate supporting infrastructure investment • By developing partnerships with agencies that are already working on the ground we will be able leverage resources • The County will support EOWC and Provincial economic development initiatives • Results should be measured and reported • Results need to be examined and evaluated for success over the short-term, medium-term and long-term • Community consultation needs to be regular, substantive and sustained.
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RATIONALIZE COSTS BETWEEN TOWNSHIPS AND COUNTY: The efficient use of resources (labour, materials and contracts) is in the best interest of our member municipalities and the County. Building upon the recommendations contained in the SDOR, the CAO committee has been charged with reviewing existing service delivery and making recommendations on the potential for shared service delivery. In keeping with the SDOR recommendation, shared services should be delineated by an agreement. Partners
Role
Long Range Financial Plan County Auditor External Agencies (City, Health Unit, Library, Province) Member municipalities Partner municipalities – Leeds & Grenville, Lanark, Lennox & Addington Economic Development Land O’ Lakes Tourist Association Frontenac Community Futures Development Corporation Frontenac Arch Biosphere RTO 9/11 Cataraqui Region Conservation Authority City of Kingston and KEDCO Stewardship Foundation Member Municipalities Rationalize Costs Member Municipalities Eastern Ontario Municipalities (EOWC) City of Kingston
Implementation Plan
Review/comment on LRFP Funder and/or service provider Shared service opportunities Cross boarder and shared service opportunities Tourism marketing and events Business loans, business education/skills development + linkages to banking industry Marketing/Promotion Regional Tourism Marketing Trails and Marketing Economic Development and Regional Growth Promotion, marketing, projects Service delivery For local service delivery options For regional service delivery options Shared service agreements
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ID
Task
Assigned
Resources
Measured
Completed by
Long Range Financial Planning FP1
Develop a framework for Long Term Financial Planning
FP2 Adoption in Principle – Council decision point FP3 Develop and monitor LRFP Scorecard FP4 Ongoing assessment and environmental scan Economic Development and Revenue Generation Meet with partner agencies to develop a “framework” ED1 for regional economic development ED2
Prepare an Economic Development Charter
ED3
Review by Council – Council decision Point
ED4
Develop Partnership Agreements
ED5 Measure & Report Rationalize Costs RC1 CAO Committee to provide initial report Implementation of shared service delivery options RC2 Council decision point RC3 Regular assessment of shared service agreements
CAO & Treasurer
CAO & Treasurer CAO & Treasurer CAO & Mgr of Ec. Dev. Partners & Mgr of Ec Dev
Internal, Auditor, Public Sector Digest Internal Internal Internal
% Complete
Fall 2014/Early 2015
% Complete TBD TBD
Early 2015 Spring 2015 Ongoing
Internal
% Complete
Feb 2015
Internal
% Complete
March 2015
Internal
Complete
March 2015
CAO & Mgr of Ec Dev Mgr of Ec Dev
TBD
% Complete
Fall 2015
TBD
TBD
Ongoing
CAOs
TBD
% Complete
Fall 2015
Reference: Service Delivery and Organizational Review, KPMG Growth Study, Watson and Associates EOWC Economic Development Study
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Recommendation
Whereas in January 2014 County Council engaged Performance Concepts to assist with the process of developing goals for the balance of its term and for the 2015-18 term; Whereas on May 15, 2014 Council approved three goals resulting from this initiative; Whereas an implementation plan is deemed necessary to ensure that Council direction is carried out by County administration; Now Therefore Committee of the Whole recommends to County Council that the Strategic Goals – Implementation Plan presented by staff on September 3, 2014 be approved in principle; And Further that staff be directed to continue with the implementation plan as presented up to the Council decision points noted in the plan, including funding support as indicated.
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