a. call to order b. introduction of late items c. business …

AGENDA REGULAR MEETING OF COUNCIL 2014 BUSINESS PLAN MEETING Friday, December 6, 2013 9:00 AM in Room 1 at Sonora Community Centre

Page

A. CALL TO ORDER

B. INTRODUCTION OF LATE ITEMS

C. BUSINESS

1. 2014 Business Plan Meeting Report from CAO

2. 2014 - 2016 Business Plan Strategic Session

3. Public Comments

D. ADJOURNMENT

2-3

4-15

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13-12-06 Business Plan- 2104 Page 1 of 2

REPORT

Council

MEETING DATE: December 06, 2013

TO: Mayor and Council

CC:

FROM: Barry Romanko, Chief Administrative Officer

SUBJECT: 2014 Business plan meeting

TRACKING NO.:

BACKGROUND Annually Council reviews the Town of Osoyoos Business Plan to provide operating direction for a 3 and 1 year periods. In earlier meetings between Council and the CAO and the Directors and the CAO, numerous projects have been identified by Council, CAO and the Directors. Council, CAO and Directors will now meet to clearly identify operating and some capital priorities for 2014. OVERVIEW The attached report only identifies projects needing discussions relating to level of priority for implementation and funding in the 2014 budget. In some areas Administration is seeking policy direction that will guide 2014 and future operations. Once Administration receives feedback relating to level of priority of these projects they will be placed in the business plan for implementation in 2014 or subsequent years. IMPLICATIONS

a) Community Community benefits from having a transparent business plan that outlines planned operational activity and planned expenditure.

b) Organizational Organization is able to operate in a coordinated manner and expend funds based on transparent Council approval.

c) Budget Direction from these discussions will enable development of the 2014 operating and capital budgets and well as input into the 5 year capital plan.

d) Significant Dates

e) Sustainability

OPTIONS

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13-12-06 Business Plan- 2104 Page 2 of 2

1. RECOMMENDATION Barry Romanko Chief Administrative Officer

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Business PlanBusiness PlanBusiness Plan

Strategic Planning SessionStrategic Planning SessionStrategic Planning Session

December 6, 2013December 6, 2013December 6, 2013

Town of Osoyoos

Box 3010 Osoyoos BC V0H 1V0

(T)250.495.6515 (F) 250.495.2400

(E) [email protected]

www.osoyoos.ca

201420142014---201620162016

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2014 Business Plan/ Budget IssuesStrategic Direction

Community LifeActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Continue to operate the Desert Park recreation building

1.1 Maintain levels of service to community

Community Services 2012-2015 Does Council want to allocate funds for facility improvements.

Potential review of value added of keeping facility open. Seek out demolition costs of entire building. Demolition would require public consultation process. Need to identify Desert Park Exhibition Society long-term needs for building and commitment to improvement.

CL1-2012-06

Expand program potential of Sonora Centre

Additional rental and activities developed and increased services.

Community Services 2014 $70,000 Proposed capital improvements include women's shower $30K, gym storage$5K and patio development off room #1 - $35,000. Shower room improvement is the priority.

Allocate $20,000 annually to improve accessibility to public facilities.

Achieve goal of being most accessible community in BC

CAO $24,000 TRUE to provide options to improve accessibility to Marina as a priority. Future projects include accessibility of Pioneer Walkway X-walks across highway.

CL1-2013-01

Deliver the Grant In Aid program 2.3 Help with delivering funds to more groups who need assistance

Community Services 2012-2015 Maintain current budget $38,000

Continue to deliver the program but receive direction from Council on developing a line budget approach for the Festival Committee, Fireworks and Royalty. Additional direction to take $12,000 water science funds and fund environmental projects. Clarify how to treat annual funding of special groups or activities like Cherry Fiesta/Fireworks/High School bursaries, etc.

Explore ending the ties of the Christian School to the test orchard.

Land is made available for public use

Corporate Services 2014 Site is required for public work activity in 2014-2016 and may be used for treated effluent dispersal or other projects. Site to be included

CL3-2013-03

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2014 - 2016 Business PlanStrategic Direction

Economic DevelopmentActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Continue to deliver an economic development program through agreement with Destination Osoyoos.

1.1 Business development, business retention and increased relationship development between the Town and the business community

CAO 2014-2016 $22,000 remaining from 2013 Community Development Budget- allocation direction from Council

Activities initially to be guided by existing economic development plan. Some funds may be needed for DO special project funding based on business plan and agreement.

ED1-2011-01

Maintain a Community development Budget to respond to annual "opportunity requests or projects".

To develop programs and services that will respond unforeseen requests.

CAO 2014-2016 May need to budget $10,000 annually

Respond to evolving needs. - Advertising - Projects

ED1-2013-01

Airport Expansion Public Initiative 2.3 Work with interested community group with proposal to expand runway at airport

Mayor/CAO/Planning 2014-2016 Some funds to be considered for Community Development funds above.

ED2-2012-05

Work with new group that is initiating action to develop an airport shuttle from Kelowna to Osoyoos.

Improved movement and access to Osoyoos tourist from airport.

CAO 2014-2016 Resort Municipality allocation

Project is in the Resort Municipality Plan with no allocation identified. Some funding may have to be allocated, another community development type of project. Receive council direction to start this process.

ED2-2013-01

Develop and install "Shop Local" signage at entrances to Town.

Promote "Shop Local" DO/CAO 2014 $3,000 Format to be determined.

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Environmental SustainabilityActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Explore installing an osprey observation camera on the Fortis pole by the elementary school

Increase environmental stewardship and bring more people to Town website.

Community Services 2014 $2,000 Fortis has expressed an interest in this project. Some funding may be needed from community.

ES1-2013-04

Clean up of canal trail/culvert tunnel

Clean up environment Public Works 2014 $5,000 Complete task when equipment is installing sewer effluent lines. Community Development type of project. There is a need to obtain tenure over lands on the north side of the highway.

ES1-2013-05

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Community and Land Use Planning

Goals CP1

Strategies 1.1

Activity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Develop a visible community service plan including focus on the community's development of environmental stewardship, individual and community health and social development. Develop a framework that identifies the new "community services" department and what it means to the community.

1.1 Community program gaps are filled through the expanded role of this department

Community Services 2012-2015 Continued support of 2014 budget plus $10,000.- $55,000

Will incorporate preparation of Parks, Trails and Alternative Transportation Plan; however, a consultant can be hired to complete the programming and facilities component. Need to explore development of broader community services plan to meet new mandate. Plan will address the current state of all recreation related facilities including Cactus Center and expansion to Lions Club House

CP1-2011-02

Expand Town boundary through district municipality status or boundary expansion.

Position the community for future service needs of the region and ensure local cost sharing

CAO 2014-2016 $15,000- direction from Council needed

Study will need to be completed as cost benefit analysis. This project may be funded by the province and/or will require some matching funds.

Review development opportunity of washroom and beach facility at Indigo site

4.3 Additional beach services to the public

Planning/Engineering/Corporate

2014-2015 $93,000 from development fees Planning fees contract 2014-$10,000

Plan to developed in 2014 and implementation in 2015. Planning fees out of developer contribution.

CI4-2012-05

Reinstall a pier at Gyro Beach 4.3 Enable better water access Planning/Engineering 2014-2015 $20,000- direction from Council needed

Need to address with a plan for 2016 implementation based on available funding.

CI4-2011-19

Develop communication plan for the Fire Hall

Coordinated information development and presentation with goal to have a fully informed electorate.

CAO Jan. 2014 $10,000 contract RDOS communications officer

Kinsmen Park Redevelopment Plan

4.3 Investigate the area to incorporate the Lawn Bowling Club at Kinsmen Park.

Community Services 2014 $7,000 This is part of the waterfront master plan implementation. Staff time will be needed to connect with Lawn Bowling Club.

CI4-2012-04

Develop a water metering implementation strategy

Increase water conservation PW/CAO 2014 $25,000 Water Fund Strategy to be completed by consultant CI1-2013-03

Implement rural water twinning through a smaller block by block approach.

Twinning will occur despite lack of grants.

Public Works/CAO/TRUE

2014 Clarification on direction to provide this service versus withholding development until boundary expansion.

CI1-2013-05

Secure additional lands for treated spray effluent discharge

Need to make application to province for additional lands .

Corporate 2014 $10,000 Funds may be required for survey of lands.

Plan for redevelopment of Town Hall area

Town Hall has a positive community image

2014 $5,000 Area around Town Hall is looking very tired and future look without fire department in building.

To achieve community planning, community service development and land use that is:

Develop and maintain a community service plans that provides for overall community vision, principles, values and goals to assist government, individuals and service delivery agents to work toward overall community success.

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Community and Land Use Planning

Goals CP1

Strategies 1.1


To achieve community planning, community service development and land use that is:

Develop and maintain a community service plans that provides for overall community vision, principles, values and goals to assist government, individuals and service delivery agents to work toward overall community success.

Plan for the development of the "Y" environmental area including viewing areas and walking trails.

Development of additional park space and visitor amenities.

Planning 2014-2015 $12,000 Resort Municipality Funding

$43,000 indentified in 2014 budget and remainder of 2013 expenditures.

Redevelop J. Shaw Park based on use pressures for operations and Splash use.

User conflicts are avoided, operations dept. becomes more efficient, maximum use of space.

Public Works/Community Services/CAO

2014-2015 To be determined Need to address the development of a Splash Park parking lot, long terms use of the Lions Club building on site, public works operations need for space on site including the Cactus and fencing of the Splash Park from the operations area. centre, painting the Cactus Centre.

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Community InfrastructureActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Expand the waste water distribution system to ensure adequate spray effluent distribution areas

Waste water is distributed through spray effluent system that has adequate land base

Public Works Core Service 2013-2015 Sewer Fund Priority will be the expansion of the spray line to the high school and airport in 2015 as on major project.

CI1-2012-01

Explore opportunity to expand paved/lighted canal trail with the development of the spray irrigation expansion.

Additional hard surface trail for multi purpose use, and walking path for future Meadowlark development Additional tourism offer

Public Works/Finance 2014 Incorporate into sewer project- Approx. $100,000

This figure includes base work and hard surface. Alternative is a hard pack surface. Opportunity to install underground lighting services with bases.

CI2-2013-04

Review and implement results of the sewer capacity study

Planned response to extraterritorial servicing requests and future development of infrastructure.

Public Works/CAO 2014 May require additional policy development

Provide golf course with funds to assist with pump purchase

Recycled effluent distribution will not reduced by breakdowns.

Public Works 2014 $22,000 Sewer Fund Based on request CI1-2013-04

Market and sell Airport lots 2.4 Sale of all lots Community Development/CAO

Budget needed if appraisal to be completed

2 lots are remaining, new appraisal on the lands being completed. At Council direction lots are being placed back on the market.

CI2-2011-01

Implement recommendations from Lake Shore Drive Safety Study

2.1 Better traffic flow and pedestrian safety

Public Works 2014-2016 Operating budget Priority will be install X-walk indicators on Lakeshore Dr.

CI2-2011-05

Develop engineering for 74 Ave and 92 Ave redevelopment

Improve the road networks and improve storm sewer control

Public Works 2014 Operating Budget 74th Ave - $34,500 92 Ave - $28,500 Total $63,000

Have shelf ready projects for new Canada Works Program. Estimates reflect engineering charges at 5% of estimated construction cost.

CI2-2013-05

Implement the Multi-Material BC (MMBC) recycling program.

Achieve increased recycling goals of the program

CAO 2013-2014 Utility Fees Changes to be determined

Implementation of new operational system that will need administration, communication time. 2014 fees to remain the same with 2015 fees to reflect changes.

CI3-2013-01

Install video and audio systems at landfill scale house

Staff safety and customer feedback

Public Works 2014 Landfill $10,000 Privacy Impact Assessment has to be completed CI3-2013-02

Additional staff at landfill face for general work and monitoring

Increase monitoring at face and general cleanliness of area.

Contractor 2014 Landfill Budget $50,000 Additional position for ensuring proper dumping and recycling. 4 month requirement of MMBC.

CI3-2013-03

Construct a new fire hall in 2015 4.2 Provided needed facility that will meet 50 year vision

Fire/CAO/Planning 2014 Approximately $187,000- borrowing

Final design plans and construction drawing- partner contributions, interim borrowing or internal financing

CI4-2011-09

Gyro Park Redevelopment 4.3 Improve resident and visitor services on waterfront

Waterfront Master Plan Committee/Planning

2014-2016 $259,000 Resort Municipality

Priority for 2014 is the landscaping around washroom and installation of grass create in parking "U".

CI4-2011-12

Gyro Park Redevelopment 4.3 Actions needed to implement Waterfront Master Plan

2014-2016 Develop Fund? Plan for removal of museum building. Does Council want to identify a fund for this planned activity?

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Community InfrastructureActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Complete Marina parking areas landscaping

Improve aesthetics of the area. Planning 2014 $156,000 Parks DCC Funding from Resort Municipality fund may be considered if needed.

Upgrade one ball diamond with shale in field and dugouts.

Improved user satisfaction and safety. Facility also contributes to economic development of the community.

Community Services Spring 2014 $44,000 for diamond improvements and dugouts

One ball field now functions as dog park. There is some public demand for improved services on the remaining field. John Martini presented two options to Council; one to improve fields at west bench and another to make more diamonds in another designated area. Possibly 4-6 fields. This will be included in the community services master plan.

Develop Splash Park through process of community support

1.1/1.2 Additional service to community residents and tourists

Community Services/Councillor Mike Plante

2012-2014 Potential use of reserves, community fund raising

No additional funding to be provided but phase2 development and debt retirement are priority for community.

CI4-2012-01

Explore development of outdoor equipment fitness area or circuit

1.1/1.2 Additional service to community residents and tourists

Community Services 2014-2016 Budget Item 2013 ($15,000)

Major discussions on location or circuit based on trails planning in 2014.

CI4-2012-02

Move the weather station to another location

Increase accuracy of local weather conditions.

Public Works 2014 $10,000 No accurate budget but funds need to be available if needed. Needed services may be concrete pad and power.

Improve existing washroom facilities through a planned process.

Improve visitor experience, safety and cleaning of facilities.

Public Works 2014-2015 Internal Assessment Many of our washrooms don't reflect current standards and don't have lighting.

Provide dog beach facility at Legion Beach

4.3 Expand service to visitors and residents

Community Services 2014 Minor costs - signage Additional area in north east corner of Legion Beach

CI4-2011-04

Paint Town Hall & Planning Improve Main Street appearance of Public Buildings

Finance/Public Works 2014 $40,000 Businesses are painting and our building is looking tired. Cost increases due to stucco repairs.

CI4-2013-01

Paint old Health Unit Building Improve Main Street appearances of public buildings

Public Works 2015 To be determined CI4-2013-03

Add bike racks, benches and cigarette butt catchers to the downtown areas

Improve bike use and security Public Works/Community Services/Planning

2014 $5,000 Operating Based on business feedback CI4-2013-04

Review washroom cleaning standards

Washrooms are cleaned to acceptable standards

Corporate/Public Works 2014 Additional daily inspection or cleaning may be required. Review contracted versus in house service.

CI4-2013-10

Add an additional full time seasonal position to the parks function

Additional facility maintenance duties have pushed PW beyond capacity.

Public Works 2014 $34,600 General Operations

Workload may have to assist with Pioneer Walkway group

CI4-2013-17

Respond to request from Child Care Center for paved parking area

Improved parking and dust control Public Works 7,000 Need to cost and explore use of this area as relates to Splash Park. Options include paving handicapped stall or entire parking area.

CI4-2013-18

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Community Safety

Goals CS1

Strategies 1.1

1.21.3


Provide Bylaw Enforcement service through contract

1.3 Increased safety of residents and response to Bylaw Enforcement.

Corporate Ongoing Maintain current service levels

Annually review Bylaw Enforcement priorities and determine level of Bylaw Enforcement resources.

CS1-2012-01

Continue to provide funds into RCMP Reserve Account

Funds to assist in decreasing impacts of achieving 5,000 population threshold.

Finance Annual Review $100,000 for 2014

Review need for additional summer RCMP support

Address concerns relating to transient actions and impact on parks.

Corporate/Finance 2014 Budget $10,000 Council provided direction to continue with annual allocation to RCMP.

CS1-2013-01

To ensure that our citizens and visitors are provided with a safe and healthy environment through the cooperative efforts of police, fire, ambulance, bylaw enforcement, inspection services, disaster services providers and community members.

Work with and contract where appropriate, community agencies and other governments to deliver innovative, regional protective, emergency and disaster services.

Monitor changing emergency response needs and determine appropriate levels of service to the community.Annual identify bylaw enforcement and compliance needs.

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Governance and Municipal ManagementActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Union contract information gathering and negotiations

Council and Administration are prepared for negotiation

CAO/Corporate 2014-2015 2014 - $4,000 2015 - $6,000

Union contract ends in 2014. Negotiation to be delivered through consultant, research and contract language review completed internally. Negotiation in 2015.

Implement Fire Hall Referendum Process directed by Council for elector assent.

Corporate 2014-May/June $9,000 Town residents only

Municipal Elections preparations, training and delivery

Obtain updated training on legislative changes and prepare for the November elections

Corporate/Finance 2014 $17,000 2011 Election finalization, 2014 Legislative Requirement.

GMA1-2011-24

Continue web casting of Council Meetings - Regular & Committee of the Whole (COW)

Increased opportunity for developing Informed and engaged community citizens

Corporate 2014-2016 2014 - $8,500 2015 - $16,600

Webcasting- $7,200 annual plus server warranty in 2014. New server in 2015 $8,500 for a total of $16,600. Additional costs for COW webcasting?

GMA4-2011-03

Explore the implementation of a Social Media program

Increase connectivity of municipal government to residents, business and marketing.

CAO/Communication 2014 $5,000 Develop a Social Media plan and implement through contracted service. Advanced use of new website, smart phone apps, Facebook.

GMA4-2013-01

Implement records management system

Safe hard copy file retention and electronic retention of files

Corporate 2014 $5,000 and scanning of files

Vault is too small so new vault storage must be developed

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Financial SustainabilityActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Review banking costs and services

Ensure municipality is receiving value for money and best service

Finance 2014 FS3-2013-02

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Organizational DevelopmentActivity Strategy Desired Outcomes/Results Activity Assignment Due Date Budget Comments Reference No

Implement paperless report system software for all inspection activity.

4.1 Corporate memory is retained and record management efficiency increases.

Directors/Donna 2014 $3,500 Tablets $2,400 CityReporter

Will require purchase of software and tablets. OD4-2013-01

Hire a HR contractor to review all our personnel policies, make recommendations and draft new policy.

Create a contemporary HR policy system that develops a positive and accountable working environment.

Corporate 2014 $5,000 Most of our policies are out of date and professional assistance is needed to capture current trends.

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a. call to order b. introduction of late items c. business …

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