MANAGEMENT AND ADMINISTRATIVE SERVICES BUDGET€¦ · MANAGEMENT AND ADMINISTRATIVE SERVICES CITY OF BRAMPTON Current Budget Financial Summary 2007 2007 2008 2008 Budget vs. % BUDGET

MANAGEMENT AND ADMINISTRATIVE SERVICES Overview The Management and Administrative Services Department helps provide necessary infrastructure and services to support all City departments in achieving their business objectives, provides legislative services and addresses emergency preparedness. Influences that drive the demand for this department’s services are as follows:

Growth - Population and corporate needs Maintenance and sustainability of assets and service levels Legislative Requirements – Municipal Act, Accessibility, ODA, Safety &

Security External influences – Escalating prices in the construction market and the

ability to attract / retain qualified people (staff and contractors) Service Level issues experienced by the department are as follows:

Increased demand for construction services related to “state of good repair” and new facilities Office accommodation needs Requirements related to land for roads, parks, fire halls, operation yards,

etc. Increased demands on property management staff due to the increase in

number of facilities Tax-Based funding constraints Demands related to Records Management Legislative change to the municipal environment

Operating Budget Highlights of the recommended budget:

The Management and Administrative Services budget proposes to respond to the challenges through;

Provision of accommodation space at 8 Nelson. Increased court administration costs at the Provincial Offences Court

as a result of the allocation of additional judicial resources by the Province of Ontario, including Justices of the Peace, witnesses /

Management and Administrative Services_2008 1 of 13

interpreters, and three staff (court administration group leader, courtroom clerk reporter, court administration clerk) Project Coordinators (2) - To coordinate Building Construction projects. Caretaker (1) – To maintain cleaning standards and address end-user

expectations at FCCC. Continuity Coordinator (1) – To develop and maintain business

continuity and resumption plans for the city. System Administrator (1) – To implement and maintain the MAS Asset

Management System. The following budget reduction measures were taken:

Maintaining non-salary expenditures to 2007 levels Reducing costs related to World Conference on Disaster Management.

Marketing of Brampton at this conference is being scaled back after 5 years of sponsorship.

The Department has proposed the deferral of the following items:

Expansion of Records Management Program Caretaker – FCCC Operation Supervisor – City Hall (Evenings) Capital Coordinator – Corporate Properties Court Customer Services Clerk Security Investigations Supervisor Strategic Space Planner

Capital Budget Highlights of the recommended budget: The Management and Administrative Services capital budget submission includes the following:

$2,541,000 for Repair and Replacement (“state of good repair”) for various corporate facilities $ 300,000 for ODA / Accessibility facility retrofits / compliance $1,231,000 for Asset Management primarily related to accommodation

requirements


$ 410,000 for Corporate Security for the expansion / enhancement of the corporate security program (CCTV and card access at various corporate locations)

The Department has proposed the deferral of the following items: The following capital requests totalling $10,480,000 were deferred in the 2008 capital budget submission in order to fit within the available funding envelope:

$7,447,000 for Repair and Replacement (“state of good repair”) for various corporate facilities $1,200,000 for ODA / Accessibility facility retrofits / compliance $ 823,000 for Asset Management primarily related to accommodation

requirements $1,010,000 for Emergency Measures and Corporate Security for

continued expansion / enhancement of the corporate security program and 2 portable generators


MANAGEMENT AND ADMINISTRATIVE SERVICESCITY OF BRAMPTONCurrent Budget Financial Summary

2007 2007 2008 2008 Budget vs. %BUDGET FORECAST BUDGET 2007 Budget CHANGE

ADMINISTRATIONLabour 1,183,112 683,225 1,195,289 12,177 1.0 Other 70,636 72,767 193,985 123,349 174.6 Total Expenses 1,253,748 755,992 1,389,274 135,526 10.8 Revenues 0 0 0 0 0.0 Net Expenditures $1,253,748 $755,992 $1,389,274 $135,526 10.8

EMERGENCY PREPAREDNESS AND CORPORATE SECURITYLabour 428,725 424,875 547,284 118,559 27.7 Other 1,947,306 1,811,489 1,932,306 (15,000) (0.8)Total Expenses 2,376,031 2,236,364 2,479,590 103,559 4.4 Revenues (3,000) (5,913) (3,000) 0 0.0 Net Expenditures $2,373,031 $2,230,451 $2,476,590 $103,559 4.4

PHYSICAL PLANT AND REAL PROPERTY SERVICESLabour 4,079,069 3,713,242 4,291,082 212,013 5.2 Other 6,545,681 6,339,023 6,676,099 130,418 2.0 Total Expenses 10,624,750 10,052,265 10,967,181 342,431 3.2 Revenues (3,176,959) (2,979,381) (3,073,230) (103,729) (3.3)Net Expenditures $7,447,791 $7,072,884 $7,893,951 $446,160 6.0

COUNCIL AND ADMINISTRATIVE SERVICESLabour 2,984,243 2,953,124 3,291,019 306,776 10.3 Other 1,166,296 1,171,180 1,357,600 191,304 16.4 Total Expenses 4,150,539 4,124,304 4,648,619 498,080 12.0 Revenues (1,694,700) (1,603,552) (2,669,200) 974,500 57.5 Net Expenditures $2,455,839 $2,520,752 $1,979,419 $(476,420) (19.4)

CONSTRUCTIONLabour 667,526 481,300 641,169 (26,357) (3.9)Other 63,504 183,070 115,950 52,446 82.6 Total Expenses 731,030 664,370 757,119 26,089 3.6 Revenues 0 0 0 0 0.0 Net Expenditures $731,030 $664,370 $757,119 $26,089 3.6

TOTAL MANAGEMENT AND ADMINISTRATIVE SERVICESLabour 9,342,675 8,255,766 9,965,843 623,168 6.7 Other 9,793,423 9,577,529 10,275,940 482,517 4.9 Total Expenses 19,136,098 17,833,295 20,241,783 1,105,685 5.8 Revenues (4,874,659) (4,588,846) (5,745,430) 870,771 17.9 Net Expenditures $14,261,439 $13,244,449 $14,496,353 $234,914 1.6

VARIANCE


MANAGEMENT AND ADMINISTRATIVE SERVICESConsolidated Change from 2007 ($000's)

2008 Budget vs. 2007 Budget

Category Description

CORE ADJUSTMENTS

Compensation - provisions for non union cost of living adjustment (COLA) / merit, union collective agreements, and adjustments to reflect actual costs (net of department gapping)

294 Compensation Adjustments

Operating expenditure adjustments to reflect actuals and forecasted actuals

Miscellaneous (office expenses, mileage, staff development, memberships, capital expenditures, materials, etc.)

20 Growth / Work Volume

Rent - 24 Queen Street and 8 Nelson 118 ServiceTelephones & Mobile Communications 22 ServiceUtilities (Hydro, Heating Fuel, Water) 0 InflationReserve Fund #10 - Corporate Facilities (net) (53) Growth / Work Volume

Revenue adjustments to reflect actuals and forecasted actuals

Birth registrations - Service reverted to Province 35 Growth / Work VolumePool Permits - Transferred to PD&D 10 Growth / Work VolumeRentals - Lease 3 Growth / Work VolumeLicences - Miscellaneous (18) Growth / Work Volume

SUBTOTAL, CORE ADJUSTMENTS 432

COMMITMENTS

8 Nelson - Operating cost (Lease for additional 6,000 Sq ft) 150 Growth / Work Volume

Continuity Coordinator - Emergency Measures (1F/T) 85 Capital Impacts - Growth

SUBTOTAL, COMMITMENTS 235

SUBTOTAL, BASE OPERATING ADJUSTMENTS 667





NON RECURRING

Reversal of non recurring items approved in 2007 Current Budget

(30) Service

Records Management - 25 Rutherford Rd 25 Growth / Work VolumeStrategic Plan Renewal 100 Growth / Work VolumeElectronic Display - POA 30 Service

SUBTOTAL, NON RECURRING 125

GROWTH AND SERVICE PRIORITIES

System Administrator - Asset Management System (PPRPS) (1 Contract)

67 Growth / Work Volume

Capital Recovery (67) Growth / Work VolumeProject Coordinator - Building Construction (2 F/T) 160 Growth / Work Volume

Capital Recovery (151) Growth / Work VolumeCaretaker - FCCC (1 F/T) 54 Growth / Work VolumeGroup Leader - Court Administration (1F/T) 74 Growth / Work VolumeAdditional Judicial Resources - anticipated in “early spring 2008 (net revenue of $693K)

Cost of additional level of service: Courtroom Clerk/Reporter (1F/T) 60 Service Court Administration Clerk (1 F/T) 62 Service Witness/Interpreter 35 Service Judiciary 120 Service Prosecutions 20 Service Building Maintenance 10 ServiceRevenue Offset (1,000) Service

SUBTOTAL, GROWTH AND SERVICE PRIORITIES (557)

TOTAL, NET EXPENDITURE CHANGE 235





SUMMARY BY CATEGORY (2008)

Compensation Adjustments 294Inflation 0Capital Impacts - Growth 85Capital Impacts - ServiceHealth and SafetyEfficiency / Financial PaybackCouncil PriorityGrowth / Work Volume 408Service (553)

235

DEFERRED PRIORITIES

Records Management ProgramOperating Expenditures 38

Caretaker - FCCC (1 F/T) 54Operation Supervisor (evening) - City Hall (1 F/T) 87Capital Coordinator (1 F/T) 63Court Customer Service Clerk (1 F/T) 53Security Investigations Supervisor (1 F/T) 82Strategic Space Planner (1 F/T) 63

SUBTOTAL, DEFERRED PRIORITIES 439


MANAGEMENT AND ADMINISTRATIVE SERVICESCITY OF BRAMPTONRecommended Staff Additions

Position Quantity Description/Justification/Implication for Service Levels 2008 Budget vs. 2007 Budget

($000)

Continuity Coordinator (F/T)

1 Since 2004, the Emergency Measures Office has been developing Business Continuity Plans for the all departments. As plans are developed, we need this position to maintain them and update them regularly. In addition, we constantly face new threats and situations that require updates to plans. The City administration is growing rapidly and new business functions are created regularly for which we must have plans in place in case of disruptions to the services. This position willdevelop and maintain all business continuity and resumption plans for the city, working with departmental managers in ensuring their business functions will be in a position to continue serving the public or resume services after a disruption within an acceptable time frame. In particular, this position will work closely with IT to ensure compatibility of the Disaster Recovery programs with business continuity plans and with Physical Plant in order to find alternatives in case of long-term disruption situations such as fires.

85

System Adminstrator - Asset Management System (Contract)

1 As part of the PSAB initiative, this position will be responsible to assist in the implementation of the MAS Asset Management System. Once the application is in production, they will be responsible for the day to day maintenance of the application and will assist the divisions within MAS that utilize this system on a daily basis with system configurations or additional reporting and overall system maintenance. They will assist all divisions within PP&RP with implementation of this new system from installation to a production environment. They will assist in creating new procedures within all divisions and adding new data to the application as well as be the first level support person for the application.

0



Project Co-ordinator, Building Construction (F/T)

2 The request for services City wide to the Building Construction Division (BCD) has experienced extensive growth patterns over the past few years due to ongoing growth of the City. The annual cash flow expenditures for all facility construction related work has grown from $15-$20 million annually to approximately $60-$84 million annually over the last five years. The ten year forecast in the "2008 Budget Directions and Capital Funding Strategy" has identified a further significant increase in capital for projects such as ODA; Fire Head Quarters project; Corporate Buildings, and etc.Duties will include; liaison with all stakeholders inside and outside the City on numerous projects, assist in the procurement process of all projects; ensure all legislative, code and bylaw policies and procedures are followed

8

Caretaker (F/T) 1 This compliment addition is required to address the growth and maintain cleaning standards at FCCC # 1 & 2 and address end-user expectations. Industry standards recommend a caretaker can clean approximately 14,000 sf of office area per 8 hour shift. CPM has adopted a standard of 15K sf per caretaker that has proven to be manageable. The occupancy of FCCC #1 & 2 site has continued to be staffed-upsince it's first opening and currently has 64,000 sq. ft of occupied space requiring nightly cleaning. This new request would bring the compliment to 3 for 2008. CPM plans to continue to offset the 4th caretaker with part-time staff, reducing the financial burden during this budget cycle. This program will be revisited throughout 2008 to ensure cleaning standards are being maintained and end-users expectations are being met, and determine any future needs

54

Group Leader- Court Administration (F/T)

1 This position is required to provide financial and administrative support to both the Manager of Court Operations and Supervisor of Administation as a result of increased work volume and responsibilities. Perform financial reconciliation and bookkeeping functions, monitor and order supplies, reconcile and balance witness floats and daily cash receipts. Review and maintain revenue reports and process refunds and invoices as necessary. Fulfil necessary financial requirements under the Memoradum of Liase with financial counterpart in other Provincial Offences court regarding appeals and reopenings. Assist with training of Court Administration Clerk and Filing/Data Entry Clerks. Without this position the management would not be able to meet the increasing demands for service by the financial department both within the city and in other jurisdictions as well as the province.

74



Courtroom Clerk/Reporter (F/T)

1 This is as a direct result of an increase in Judicial resources and the reopening of courtrooms. This position will add resouces to the existing complement of 5 Courtroom Clerk/Reporters to act as a courtroom clerk/reporter recording court proceedings under the scheduling of the manager; provide backup to other courtroom clerk reporters/ preparation of transcripts on as as and when required basis/ provide support to the judicial officer in the courtroom and provide assistance to the legal profession; police and other enforcement agencies and the public in the courtroom. Without this position the court support section would be unableto provide resources to staff the additional courtrooms which have opened as a result of the Ministry of the Attorney General increasing Judicial resources in the Central West Region, specifically in Brampton.

60

Court Administration Clerk (F/T)

1 This is as a direct result of an increase in Judicial resources and the impact it will have on court administration as a result of additional courtrooms becoming available. This position will add resources to an existing complement of 11 Court Administration Clerks including 1 Bilingual Court Administration Clerk. This position will provide administrative services to the public, police agencies, prosecutors, enforcement agencies and the judiciary. The position will be responsible to provide court adminstration support and customer services as necessary on a rotational basis. Withoutthis position, the administration area would not be able to meetthe increasing demands for services by the public, legal professionals, enforcement agencies and the judiciary.

62


Overview

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MANAGEMENT AND ADMINISTRATIVE SERVICES BUDGET€¦ · MANAGEMENT AND ADMINISTRATIVE SERVICES CITY OF BRAMPTON Current Budget Financial Summary 2007 2007 2008 2008 Budget vs. % BUDGET