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Please Note: District of Sechelt Committee of The PLEASE NOTE: By orders of the Provincial Health Officer, all individuals, places of work and businesses must significantly reduce their level of social interactions and travel until further notice. Therefore, this meeting will be conducted by electronic communications. The meeting will be hosted via Zoom webinar and live-streamed on the District of Sechelt’s YouTube channel, https://www.youtube.com/user/SecheltMedia To attend this Zoom webinar by computer, go to https://zoom.us, join Meeting ID 841 8210 2570 and Password: Apr2021 If you do not have internet access, you can dial-in to the meeting: 1-778-907-2071 with Meeting ID 841 8210 2570 and Password: 7234149 Questions can be submitted to [email protected] , or drop off/mail a letter to 2nd Floor, 5797 Cowrie St., PO Box. 129, Sechelt, BC, V0N 3A0). As appropriate, answers to questions will be posted within our For the Record page on the District’s website, sechelt.ca. DISTRICT OF SECHELT COMMITTEE OF THE WHOLE MEETING Via Online Zoom Meeting Platform Wednesday, April 14, 2021 3:00 pm AGENDA 1. CALL TO ORDER AND DECLARATION OF CONFLICT 2. ADOPTION OF AGENDA 3. APPOINTMENTS AND DELEGATIONS 4. NEW BUSINESS 5. BUSINESS ITEMS 5.1 2021 Staffing Requests & Five-Year Projection Pg 3 - 22 • Report from Lindsay Roberts, Human Resources Manager 5.2 2021 General Operating Budget Pg 23 - 32 • Report from David Douglas, Director of Financial Services 5.3 2021 One-Time and Ongoing Budget Pg 33 - 34 • Report from David Douglas, Director of Financial Services 5.4 2021 Capital Budget Pg 35 - 41 • Report from David Douglas, Director of Financial Services 5.5 2021 Capital Reserves Pg 42 - 49 • Report from David Douglas, Director of Financial Services 5.6 2021 Taxation Pg 50 - 58 • Report from David Douglas, Director of Financial Services 6. ADJOURNMENT Public Question and Answer Period Item 5.1 REQUEST FOR DECISION TO: Committee of the Whole MEETING DATE: April 14, 2021 FROM: Manager of Human Resources SUBJECT: 2021 staffing request and five year projection FILE NO: 1715 RECOMMENDATIONS 1. That the report from the Human Resources Manager regarding 2021 staffing request and five year projection be received. 2. That the staffing request for 2021 be approved. PURPOSE The purpose of this report it to have Council consider the staffing needs and requests for the year of 2021 and to review the forecasted staffing requests based on need for the next five years. OPTIONS 1. Endorse the above recommendations. 2. Council could request for an alternative number of staff to be approved for 2021. DISCUSSION In review of all departments, each department has examined the projected requests for the next five years based on delivering departmental and organizational objectives. The human resources department in collaboration with the senior management team has costed out each staffing request and researched the most functional and efficient asks to put forward to council. This report reflects the asks for 2021 and summarizes the five year projection that will be presented in long form. A list of the increase of staff from 2014 -2020 is also included. In addition, the report provides a comparison report of the top three closest comparable organizations in BC. The definition of ‘closest comparsion’ was drawn from cost of living, population, municipal resources and staffing complement. Strategic Plan Council’s strategic plan includes improving operations and infrastructure (Priority 6). Improving through the increase of District staffing levels will ensure that the District is able to meet more deliverables and continue to meet community needs while ensuring retention of District District of Sechelt Committee of the Whole Meeting Agenda April 14, 2021 Page 3 employees. Overall this staffing increase is in line with Councils vision in creating a “sustainable community” through efficient staffing to meet community targets. Policy Implications There are no policy implications. Financial Implications Finance to report on financial implications Communications This information will be presented at a Committee of the whole to be communicated to Council as well as to the public. Respectfully submitted, Lindsay Roberts Human Resources Manager Attachments: 1 - Organizational Chart (requested) – Administration Organizational Chart (requested) – Engineering and Operatioins Organizational Chart (requested) – Planning and Development Organizational Chart (requested) – Finance Five year staffing projection table (requested) Reviewed by: A. Allen, Director of Planning & Development X Reviewed by: D. Douglas, Director of Financial Services X Reviewed by: K. Dhillon, Director of Engineering and Operations X Reviewed by: J. Rogers, Communications Manager X Reviewed by: J. Frank, Corporate Officer X Approved by: A. Yeates, Chief Administrative Officer X District of Sechelt Committee of the Whole Meeting Agenda April 14, 2021 Page 4 ATTACHMENT 1 HUMAN RESOURCES STAFFING REQUESTS Committee of the Whole Meeting Agenda April 14, 2021 Page 5 Administration Organizational Chart (projected) District of Sechelt Committee of the Whole Meeting Agenda April 14, 2021 Page 6 Engineering and Operations Organizational Chart (projected) Committee of the Whole Meeting Agenda April 14, 2021 Page 7 Parks, Public Works and WRC (projected 2021-2025) Committee of the Whole Meeting Agenda April 14, 2021 Page 8 Planning and Development Organizational Chart (projected) District of Sechelt Committee of the Whole Meeting Agenda April 14, 2021 Page 9 2021 2022 2023 2024 2025 Engineering Project Deputy Corporate Procurement Director of Corporate Manager Officer Officer GIS Technician Services Asset Management/GIS Engineering Summer Engineering Planning Technician Student 2 Payroll Manager Senior Development Development Long Engineer in Planner Range planning Training AM Technician CAO/HR Executive OH&S Five-year Assistant HR Assistant Coordinator Equipment Projection Building Clerical Parks - Arborist Operator Engineering Summer Student 1 Systems Analyst Bylaw Officer RCMP Community Administrative Assistant Safety Coordinator (Communications) Parks Maintenance AA Float Wastewater Labourer PT Wastewater Labourer at Dusty Road PT Committee of the Whole Meeting Agenda April 14, 2021 Page 10 2021 Additions Engineering Project Manager 64,000 Asset Management/GIS Technician 48,000 Senior Development Planner 49,824 CAO/HR Executive Assistant 51,839 Building Clerical 25,000 Financial Engineering Summer Student 1 15,000 Implications Parks Maintenance 41,250 AA Float PT 20,000 RCMP Community Safety Coordinator 43,000 Total 357,913 Sewer Wastewater Labourer PT 15,700 Wastewater Labourer at Dusty Road PT 40,000 Total Sewer 55,700 Committee of the Whole Meeting Agenda April 14, 2021 Page 11 Staff increases 1 Accountant from 2014-2020 1 RCMP Administrative Assistant 1 Building Inspector 1 Director of Engineering and Operations 1 Manager of Development Engineering and Sustainability 1 Administrative Assistant (Engineering) 1 Wastewater Supervisor 1 Wastewater Operator 1 Planning position (the 2014 addition was a Deputy Director of Development which is now Ian’s role) 1 Community Services Coordinator Committee of the Whole Meeting Agenda April 14, 2021 Page 12 Comparable municipalities The employee growth at the District has been a modest increase of only ten staff in the past eight years. In comparison to other municipalities, and with insufficient staffing to meet the objectives of the District, human resources is asking to increase staffing based on researched needs. This increase will increase delivery on promised objectives, increase staff retention and support community initiatives. The following slides highlight the comparative municipality discrepancies. Committee of the Whole Meeting Agenda April 14, 2021 Page 13 City of Nelson (population 10,644) • Asset Management done by Facilities Maintenance Manager • 3 FT bylaw officers, going down to 2.5 • Director of HR with OHS and IT • Using COVID relief funding for Health and Safety officer – hope to keep them permanently • Health and Safety Officer added in Jan 2021 • 175 staff; however, they also have water, fire and recreation – equal to our organization • Similar number of labourers, looking to cut back. • Communications is one person who doubles as the EA to the CAO – mainly monitors social media • Manager of Corporate Services now Deputy CAO (succession planning) • Each department as their own admins Committee of the Whole Meeting Agenda April 14, 2021 Page 14 City of Nelson – Operations Committee of the Whole Meeting Agenda April 14, 2021 Page 15 City of Kimberley (population 7,425) Manager of IT has one casual for support; 2019 hired a community development and comms role; trying to reduce high paying Parks Labourer roles; they have 12 Parks/PW Labourers; reception and one EA for the CAO and Mayor to share; no formal asset management; economic development lives with the community development role Committee of the Whole Meeting Agenda April 14, 2021 Page 16 City of Parksville (population 12, 514) District of Sechelt Committee of the Whole Meeting Agenda April 14, 2021 Page 17 Committee of the Whole Meeting Agenda April 14, 2021 Page 18 Committee of the Whole Meeting Agenda April 14, 2021 Page 19 Committee of the Whole Meeting Agenda April 14, 2021 Page 20 Committee of the Whole Meeting Agenda April 14, 2021 Page 21 Summary Deputy Corporate Officer Bylaw I, II, III Communications one and HR – three employees a half employees City of Parksville Less Planning and More Engineering Engineering and Building
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