Quarterly Progress Report on Corporate Strategic InitiativesHall/Documents/Quarterly Progre… · organizations for Victoria 150 projects and events. ... scheduled for February 2012)

Quarterly Progress Report on Corporate Strategic Initiatives

January to March 2012

January to March 2012 Quarterly Progress Report Page 1

Table of Contents A. Executive Summary ................................................................................................3 B. Initiatives and Status at a Glance...........................................................................5 C. Initiative Summaries................................................................................................6

1. Make Continuous Improvements to Governance..............................................6 2. Implement Victoria Sustainability Framework...................................................7 3. Implement Civic Engagement Strategy ............................................................8 4. Develop Customer Service Strategy ................................................................9 5. Implement New Residential Solid Waste Collection Service...........................10 6. Explore Opportunities to Enhance Public Access to

Government Information ................................................................................11 7. Redevelop City Intranet Site...........................................................................12 8. Develop Budget Reduction Strategy ..............................................................13 9. Review Parking Business Options..................................................................14 10. Update Official Community Plan and Renew Local Area Planning Program...15 11. Manage 710 Queens Avenue Affordable Housing Project..............................16 12. Manage 120 Gorge Road Affordable Housing Project....................................17 13. Undertake Public Engagement on the Status of Crystal Pool and Options.....18 14. Update Comprehensive Housing Strategy .....................................................19 15. Implement Economic Development Strategy..................................................20 16. Implement Downtown Core Area Plan ...........................................................21 17. Replace Johnson Street Bridge......................................................................22 18. Develop and Implement Climate Action Program...........................................23 19. Establish a Stormwater Utility.........................................................................24 20. Conduct Boulevard Program Review .............................................................25 21. Complete Asset Management Framework and Initiate Multi-year

Implementation Plan ......................................................................................26 D. Other Accomplishments this Quarter ..................................................................27


About this Report The purpose of this report is to update Council on the status of those initiatives that are key to achievement of the strategic goals and objectives set out in the 2011- 2012 Corporate Strategic Plan, The Way Forward. The content of the report will change from quarter to quarter as new initiatives are started and others completed. This report is not meant to be a complete description of the work performed by City staff during the quarter. Staff are also engaged in delivering core services and participating in other significant initiatives. The 2011-2012 Corporate Strategic Plan sets out a Four Point Plan to improve performance and results in four strategic areas:

• Our City Government focuses on Council decision making and the organization’s performance.

• Our Community concentrates on issues of livability and social well-being for citizens.

• Our Economy focuses on what is needed to encourage economic growth and vitality.

• Our Environment targets our ability to protect and sustain the environment and reduce our ecological impact.

Alignment with these four strategic areas is highlighted throughout this document. This report has three sections:

• Initiatives and Status at a Glance is a one page snapshot of the current status of key initiatives. The status reflects whether any changes in objectives, scope, resources or timelines have occurred since Council was last updated on the project.

• Initiative Summaries comprise the bulk of the report. These are summaries of each initiative, highlighting its contribution to the Corporate Strategic Plan, the objectives of the project, and project phases and timeline. An explanation of each project’s status can also be found in this section.

• Other Accomplishments this Quarter recognizes notable accomplishments from the quarter that may not be associated with a key initiative, but demonstrate significant progress in reaching the goals and objectives outlined in the Corporate Strategic Plan.

Our Service Principles emphasize our commitment to accountability. We are:

“Open and Accountable: We listen, continually measure our performance and communicate the results.”

This document is one means for staff to demonstrate our commitment to accountability, sustainability, and willingness to take responsibility for our actions. As noted in the 2011-2012 Corporate Strategic Plan, this shared commitment is at the centre of the relationship between Council, staff and the public and enables us to work together to make the vision outlined in that Plan a reality.


A. Executive Summary This document is an update from the City Manager to Council on the progress of key corporate strategic initiatives for the period from January 1 to March 31, 2012. To reflect some new corporate priorities that have emerged for 2012, the initiatives included in this report have changed substantially from the last quarterly progress report. Seven new initiatives have been added, although many are still in the planning phase pending confirmation of Council priorities for the upcoming year and development of detailed project plans. These new initiatives are:

• Explore Opportunities to Enhance Public Access to Government Information • Redevelop City Intranet Site • Develop Budget Reduction Strategy • Review Parking Business Options • Undertake Public Engagement on the Status of Crystal Pool and Options • Update Comprehensive Housing Strategy, and • Complete Asset Management Framework and Initiate Multi-year Implementation

Plan. Two other new initiatives reflect the City’s transition from development to implementation of two key plans that were approved last year:

• Implement Economic Development Strategy, with work currently underway to form an Economic Development Cabinet, and

• Implement Downtown Core Area Plan. Several initiatives were removed from the report because they were completed or substantially completed during the reporting period, or were re-prioritized for 2012. These include:

• Redevelopment of the City Website, which was launched in February with new features and a focus on customer service

• Implementation and Monitoring of the Secondary Suites Program • Development of the Garden Suites Policy, and • Implementation of the Green Building Policy for Private Development.

Of the initiatives which were featured in the last report, several progressed significantly during the reporting period. Highlights include:

• The "early works" phase of the Johnson Street Bridge Replacement Project was completed, including removal of the rail bridge and relocation of communication lines. The City also secured $16.5 million in gas tax funding for the project from the federal government, making this the largest gas tax contribution to one project in BC's history.

• A new garbage and kitchen scraps collection option was chosen and the City is now working towards Implementation of this New Residential Solid Waste Collection Service.

Two initiatives have been assigned a “red” status because of major timeline changes since the last report:

• The 120 Gorge Road Affordable Housing Project maintains its red status as completion dates for all phases are now undetermined.


• The Establishment of a Stormwater Utility has been delayed by one year to January 2014. The project is complex and identifying and resolving outstanding issues is taking longer than initially expected.

Other accomplishments from this quarter reflect the City’s participation in a wide range of services and activities. One particular focus in 2012 is the celebration of the 150th anniversary of the City’s incorporation. As one example of the work currently underway to mark this important milestone, the City partnered with the Greater Victoria Spirit Committee in March to announce over $280,000 in grants to 58 community organizations for Victoria 150 projects and events.


B. Initiatives and Status at a Glance

Initiative Status

Estimated Completion Date

Our City Government

1. Make Continuous Improvements to Governance TBD

2. Implement Victoria Sustainability Framework June 2012

3. Implement Civic Engagement Strategy TBD

4. Develop Customer Service Strategy Strategy - May 2012

Implementation - Ongoing

5. Implement New Residential Solid Waste Collection Service January 2013

6. Explore Opportunities to Enhance Public Access to Government Information

June 2012

7. Redevelop City Intranet Site TBD

8. Develop Budget Reduction Strategy TBD

9. Review Parking Business Options TBD

Our Community

10. Update Official Community Plan and Renew Local Area Planning Program

April 2012

11. Manage 710 Queens Avenue Affordable Housing Project December 2012

12. Manage 120 Gorge Road Affordable Housing Project TBD

13. Undertake Public Engagement on the Status of Crystal Pool and Options

TBD

14. Update Comprehensive Housing Strategy TBD

Our Economy

15. Implement Economic Development Strategy December 2012

16. Implement Downtown Core Area Plan TBD

Our Environment

17. Replace Johnson Street Bridge Q1 2016

18. Develop and Implement Climate Action Program Development - June 2012

Implementation - Ongoing

19. Establish a Stormwater Utility Engagement - December 2012

Introduce Utility - January 2014

20. Conduct Boulevard Program Review December 2012

21. Complete Asset Management Framework and Initiate Multi-year Implementation Plan

Framework - May 2012 Implementation Plan - TBD

STATUS KEY

In planning phase

No changes to project plan since last reporting date

Minor changes to project plan since last reporting date, no significant change in overall objectives/scope, schedule or resources required

Major change in objectives/scope, schedule or resources since last reporting date

�� Completed


C. Initiative Summaries

1. Make Continuous Improvements to Governance

Key Strategy from CSP

To improve the efficiency of City operations

Objectives

• To enable Council to make informed and balanced decisions • Strengthen citizen involvement in key municipal decision-making processes

Lead Department

Legislative and Regulatory Services

Status

Have the objectives or scope of the project changed? No

Have the resources required to complete the project changed? No

Has the timeline for the project changed? Yes

• Council rescheduled governance discussion to April 12, 2012. Timelines for development of bylaws that set out administrative authorities are dependent upon the results of this discussion.

Phases

Description Start Date End Date

Develop and recommend up to date bylaws that set out administrative authorities

January 2011 TBD

Develop and deliver orientation program for the new Council to enhance Council decision-making processes

April 2011 January 2012

Review Council governance model and propose recommendations for improvement to the new Council

April 2011 April 2012

Timeline

Apr-11 Jul-11 Oct-11 Jan-12 Apr-12 Jul-12

April 2012

(previously January 2012)

Governance improvements proposed

January 2012

Orientation program delivered

TBD (previously February 2012) –

Bylaws developed and approved


2. Implement Victoria

Sustainability Framework


Implement the Victoria Sustainability Framework with a sustainability action plan, scorecard and triple bottom line tool kit

Objectives

• Implement the Victoria Sustainability Framework (VSF) through three phases, which will make the VSF more strategic, accountable, user-friendly and effective

• Clearly distinguish and refine the various roles/functions of the Victoria Sustainability Framework and its relationship to other corporate and community initiatives

Lead Department

Sustainability

Status



Has the timeline for the project changed? No

Phases


Develop Sustainability Action Plan September 2010 June 2012

Develop Sustainability Tool Box June 2011 June 2012

Develop Sustainability Scorecard June 2011 June 2012

Timeline


3. Implement Civic Engagement Strategy


Implement the Civic Engagement Strategy to improve citizen involvement in City priority setting and decision making

Objectives

• To enable Council to make informed and balanced decisions • Strengthen citizen involvement in key municipal decision-making processes

Lead Department

Corporate Communications

Status

In planning phase.

Project Charter coming to Council for approval once Civic Engagement Advisor position is filled (previously scheduled for February 2012).

Phases


Timeline


4. Develop Customer Service Strategy


Develop and implement a Customer Service Strategy to improve satisfaction with City information, services and facilities

Objectives

To improve customer service and increase access to information and City services

Lead Department


Status




• Strategy now scheduled for completion in May instead of April 2012

Phases


Conduct staff consultation sessions on customer service May 2011 June 2011

Prepare draft Customer Service Strategy and list action possibilities June 2011 August 2011

Refine and select key actions which will be the focus of the Customer Service Strategy

September 2011 November 2011

Develop Action Plans related to selected actions December 2011 January 2012

Finalize Customer Service Strategy January 2012 May 2012

Implement Customer Service Strategy May 2012 Ongoing

Timeline


5. Implement New Residential Solid Waste Collection Service


Invest in technology and support to improve efficiency of City operations

Objectives

• To reduce the amount of waste produced • To reduce the community’s carbon emissions • To reduce the risk of worker injury

Lead Department

Engineering and Public Works

Status




• Overall timeline unchanged, although Council approval of rates now scheduled for October rather than July

Phases


Initiate project September 2011

Conduct public engagement process October 2011 December 2011

Present findings and recommendations to Council January 2012 January 2012

Query users for size of garbage tote required May 2012 September 2012

Obtain Council approval of new rates May 2012 October 2012

Tender for new garbage trucks February 2012 November 2012

Procure and distribute totes August 2012 December 2012

Implement selected service level December 2012 January 2013

Timeline


6. Explore Opportunities to Enhance Public Access to Government Information


Develop and implement a Customer Service Strategy to improve satisfaction with City information, services and facilities

Objectives

• Sharpen the focus on customer service • Strengthen citizen involvement in key municipal decision-making processes

Lead Department

Legislative and Regulatory Services

Status

Have the objectives or scope of the project changed? N/A

Have the resources required to complete the project changed? N/A

Has the timeline for the project changed? N/A

Phases


Prepare Feasibility Assessment March 2012 June 2012

Timeline


7. Redevelop City Intranet Site


Develop a Customer Service Strategy to improve satisfaction with City information, services and facilities

Objectives

To facilitate improved internal communications and customer service improvements

Lead Department


Status

In planning phase. Scope is currently being established.

Phases


Timeline


8. Develop Budget Reduction Strategy


Explore options for revenue growth, asset management and debt management

Objectives

To develop a strategy to reduce the Budget to achieve Council’s goal of a 3.25% tax increase for each year of the 2012 – 2016 Financial Plan

Lead Department

Finance

Status

This initiative is in the planning phase with further details to follow in subsequent reports.

Phases


Timeline


9. Review Parking Business Options


Explore options for revenue growth, asset management and debt management

Objectives

• To review the current service delivery model for both on and off-street parking • To explore efficiencies to determine all ‘best fit’ options for the City • To update the City’s 2007 Parking Strategy to serve as a guiding document

Lead Department


Status

In planning phase.

Phases


Timeline


Our

Community

Our Economy

Our City

Government

Our Environment

10. Update Official Community Plan and Renew Local Area Planning Program


Update the Official Community Plan (2011–2041) and renew the Local Area Planning Program

Objectives

Develop a plan that will help guide growth and change in the City of Victoria over the next 30 years

Lead Department

Planning and Development

Status




Phases


Initiate project and conduct background research October 2009 February 2010

Engage community and explore concepts March 2010 June 2010

Analyse information and prepare Draft OCP July 2010 October 2010

Review and refine Draft OCP November 2010 March 2011

Consult with the public on Draft OCP April 2011 June 2011

Prepare and present proposed OCP to GPC July 2011 April 2012

Timeline


Our

Community

Our Economy

Our City

Government

Our Environment

11. Manage 710 Queens Avenue Affordable Housing Project


Develop strategic partnerships with other levels of government and community organizations to address social issues

Objectives

Protect and create affordable small family housing and supported housing

Lead Department

Sustainability

Status




• Completion of renovations requires additional time due to a delay in obtaining the necessary building permits

Phases


Develop business case and acquire property August 2009 June 2010

Negotiate and transfer title to BC Housing September 2009 December 2012

Pursue and confirm funding sources January 2010 June 2011

Operate facility April 2010 December 2012

Establish operating and renovating agreements with operating agencies

May 2010 September 2011

Manage renovations August 2011 October 2012

Timelines


Our

Community

Our Economy

Our City

Government

Our Environment

12. Manage 120 Gorge Road Affordable Housing Project


Develop strategic partnerships with other levels of government and community organizations to address social issues

Objectives

Protect and create affordable small family housing and supported housing

Lead Department

Sustainability

Status


Have the resources required to complete the project changed? Yes

• Money has been secured for the renovations


• Timelines for renovations are currently being developed

Phases


Develop business case and acquire property August 2009 June 2010

Negotiate and transfer title to BC Housing September 2009 TBD

Pursue and confirm funding sources January 2010 TBD

Operate facility April 2010 TBD

Establish operating and renovating agreements with operating agencies

May 2010 TBD

Manage renovations TBD TBD

Timelines


13. Undertake Public Engagement on the Status of Crystal Pool and Options


Develop and implement a Community Well-Being Strategy, including arts and culture, festivals and celebrations, and sports and recreation

Objectives

To advise the community regarding the condition of Crystal Pool and discuss options for recreation services and funding strategies

Lead Department

Parks, Recreation and Culture

Status

This initiative will be referred to Council’s upcoming Planning and Priorities Sessions for discussion. A Project Charter will be developed for Council approval based on the results of that discussion.

Phases


Timeline


Our

Community

Our Economy

Our City

Government

Our Environment

14. Update Comprehensive Housing

Strategy


Facilitate development of a wide range of housing types, tenures and prices to meet needs of all residents

Objectives

• To complete a housing needs assessment and best practice research to support evidence-based decision making

• To identify, develop and implement policies and programs that support access to appropriate, secure and affordable housing

• To create an updated Comprehensive Housing Strategy that supports the achievement of the City’s housing and sustainability goals

Lead Department

Sustainability

Status

In planning phase. A Project Charter is currently being drafted.

Phases


Timeline


15. Implement Economic Development Strategy


Create an Economic Development Strategy that focuses on business attraction and retention, investment in infrastructure, development incentives, and strategic partnerships and marketing

Objectives

To implement the Economic Development Strategy and ensure Victoria’s future economic growth is fiscally, economically, environmentally and socially sustainable

Lead Department

City Manager’s Office

Status

Have the objectives or scope of the project changed? N/A

Have the resources required to complete the project changed? N/A

Has the timeline for the project changed? N/A

Phases


Form Economic Development Cabinet March 2012 April 2012

Develop Implementation Action Plan June 2012 December 2012

Timeline


16. Implement Downtown Core Area Plan


Develop and implement the Downtown Core Area Plan to guide decisions about the growth and vitality of downtown Victoria over the next 30 years

Objectives

• To develop a detailed Implementation Strategy to outline key actions, timelines and resources to realize the Downtown Core Area Plan

• To support public realm improvements and seismic upgrading of Downtown heritage buildings through establishment of a new density bonus system

Lead Department

Planning and Development

Status

In planning phase. Work is underway to develop the Implementation Strategy and establish a new density bonus system, but completion dates have not yet been determined. As an initial step towards implementation of the new density bonus system, the Downtown Core Area Public Realm Improvement Fund and the Downtown Heritage Buildings Seismic Upgrade Fund have been established.

Phases


Timeline


17. Replace Johnson Street Bridge


Develop and implement an Asset Management Plan to cover all municipal infrastructure

Objectives

Replace the existing bridge with a more reliable, safer and more sustainable bridge with improved cyclist and pedestrian amenities

Lead Department

Johnson Street Bridge Project

Status

Details of project phases and timelines and monthly Council updates can be found at http://www.johnsonstreetbridge.com/


18. Develop and Implement Climate Action Program


Develop and implement a Climate Action Program to reduce community’s greenhouse gas emissions by 33% by 2020, and meet 2012 target for organization to be carbon neutral

Objectives

• Achieve carbon neutral operations by 2012 • Reduce greenhouse gas emissions in the community by 33 per cent by 2020, based on 2007 levels • Build adaptive capacity to address the impacts of a changing climate

Lead Department

Sustainability

Status




Phases


Establish City Climate Action Reserve Fund February 2010

Develop Sustainable Procurement Strategy March 2010

Amend OCP to incorporate interim GHG reduction targets May 2010

Perform baseline energy and emissions mapping and analysis August 2010

Develop Corporate Carbon Neutral Plan May 2010 April 2012

Develop Community Climate and Energy Resiliency Plan May 2010 June 2012

Complete Community Mitigation Planning Workshops and Mitigation Strategies Report

June 2011 February 2012

Implement both plans Ongoing

Timeline


19. Establish a Stormwater Utility



Objectives

• To address stormwater quality and quantity issues facing the City of Victoria • To ensure the economic, environmental and social well being of the community

Lead Department


Status




• Introduction of new utility has shifted from January 2013 to January 2014. The development of this new utility is complex. Identifying and resolving outstanding issues is taking longer than initially expected.

Phases


Initiate project January 2011 March 2011

Engage with stakeholders and public September 2012 December 2012

Consolidate feedback and develop recommendations January 2013 March 2013

Present recommendations to GPC for approval May 2013 July 2013

Prepare bylaw August 2013 October 2013

Prepare to introduce new utility in January 2014 August 2013 December 2013

Timeline


20. Conduct Boulevard Program Review


Preserve and enhance Victoria’s urban forest, parks and public green spaces

Objectives

Develop recommendations for future management of the City’s Boulevard and Taxed Boulevard Maintenance programs

Lead Department

Parks, Recreation and Culture

Status




• Overall timeline unchanged, although technical review now scheduled for completion in May 2012

Phases


Initiate project January 2011 March 2011

Conduct Technical Review March 2011 May 2012

Engage public and stakeholders May 2012 September 2012

Prepare final report and recommendations September 2012 December 2012

Timeline


21. Complete Asset Management Framework and Initiate Multi-year Implementation Plan



Objectives

• To provide the City of Victoria with an Asset Management Strategy that will be a guide for the implementation of integrated asset management practices across the entire organization

• To promote informed decision-making and effective stewardship of all publicly owned municipal assets

Lead Department


Status




• Timeline for development of the Asset Management Implementation Plan is TBD pending recommendations and direction resulting from Strategic Framework

Phases


Develop Strategic Framework for Asset Management July 2010 May 2012

Develop Asset Management Implementation Plan TBD TBD

Timeline


D. Other Accomplishments this Quarter

Our City Government

• Won the Canadian Award for Financial Reporting for the 2010 Annual Report from the Government Finance Officers Association of the United States and Canada (GFOA). This is the seventh consecutive year the City has won this prestigious award.

• Participated in a joint Council meeting with the District of Saanich to discuss integrated transit and land use planning on Douglas Street

Our Community

• Welcomed Janet Rogers as Victoria’s third Poet Laureate, who serves as Victoria’s literary and cultural ambassador for a three-year term

• Held two open houses and carried out an on-line survey to solicit community input on improvements to the Cook Street Playground in Beacon Hill Park

• Hosted a public open house to share the draft plan for improvements to Pioneer Square and solicit feedback • Installed new decorative lighting on the stone bridge over Good Acre Lake in Beacon Hill Park • Continued sidewalk installation work on Foul Bay Road, as part of the Pedestrian Master Plan

implementation • Commenced work on sidewalk/boulevard improvements in the Cook Street Village (Oxford Street) • Completed a joint City/development-funded mid-block crosswalk installation in the 800 block Johnson Street • Partnered with the Greater Victoria Spirit Committee to announce over $280,000 in grants to 58 community

organizations to celebrate the City's 150th anniversary of incorporation

Our Economy

• Worked with the Downtown Victoria Business Association, downtown businesses, BC Transit and cruise ship shuttle bus operators to consolidate and improve pick-up/drop-off space for cruise ship passengers downtown

Our Environment

• Partnered with the Capital Regional District and City Green Solutions to deliver the Tap by Tap Program, which will install as many as 1,000 energy and water saving kits in Victoria’s multi-family buildings

• Resumed construction work on Craigflower Road to improve pedestrian amenities, create dedicated space for cyclists, enhance green space on the corridor, and enliven sidewalk space in the Craigflower Village area

• In cooperation with BC Transit, the District of Saanich, and the Ministry of Transportation and Infrastructure, commenced in-field testing of the Transit Signal Priority (TSP) system on the Douglas Street corridor, which will improve transit travel times

• Engaged over 50 local experts in areas related to sustainability and climate action (renewable energy, district energy, transportation and buildings) to prioritize greenhouse gas reduction strategies and identify opportunities and barriers relating to achieving targets

• Delivered Climate Smart training to the first two of five local businesses in partnership with the Capital Regional District, the District of Saanich and Climate Smart, a BC-based training program

• Promoted BC Hydro’s low income programs through Crystal Pool’s LIFE (Leisure Involvement for Everyone) free recreation membership program

• Participated in Earth Hour, a global initiative organized by the World Wildlife Fund to demonstrate what is possible when individuals take action on global warming. On Saturday, March 30, 2012 from 8:30 p.m. – 9:30 p.m., in addition to normal energy saving practices, staff turned off, or down, as many lights in municipal buildings as was safely possible.