q1 2014 corporate action plan - rdosmaps.bc.ca€¦ · orient regional board to the community...

Q1 - 2014 CORPORATE ACTION PLAN

KSD #1 – HIGH PERFORMING ORGANIZATION

GOAL 1.1 TO BE AN EFFECTIVE, FISCALLY RESPONSIBLE ORGANIZATION

1.1.1 By providing the Board with accurate, current financial information.

Action Who When Status

Present the 5-year financial plan update MFS Q1 Complete

Provide financial reports and Time Tracker Reports to allow the Board to oversee the allocation of costs to our 14 jurisdictions.

MFS

MIS

Quarterly Time Tracker Reports delegated to the CAO

Develop a balanced strategy for financing the “Building Patient Care” Project.

MFS Q1 Complete

1.1.2 Develop and Implement an internal communications plan.

1.1.3 Address facility and fleet issues.


Develop and implement an education program identifying opportunities & responsibilities

OCAO Q1 Under review in accordance with Budget

Conduct internal perception survey to measure effectiveness

OCAO Q2


Present municipal office space report to Budget Com

MPW 2015 Design and estimates in construction

Too late for 2014

Bring recommendations to Corporate Services for discussion

MPW Q2 In progress

Establish long term plan for fleet acquisition and maintenance.

MFS Q2

Review Municipal Office parking plan MPW Q3

Corporate Services Committee Agenda Item 3

1.1.4 Ensure compliance with FOI


Develop a training plan for all staff OCAO Q1 Complete

Deliver training for fire and parks & recreation departments

OCAO Q4

GOAL 1.2 TO BE A HEALTHY AND SAFE ORGANIZATION

1.2.1 By implementing the 2014 Health and Safety Strategy


Develop a Safety Action Plan out of 2013 Audit recommendations.

HR Q1 Complete

Revise Safety Action Plan and take back to Corporate Services committee.

HR Q2

Implement 2014 phase of the Safety Action Plan.

HR 2014 and 2015

Develop 4 additional internal auditors – two in Q4 and two in 2015.

HR Q4 and 2015

Develop outreach program for fire and parks/rec departments.

HR 2015

Conduct internal audit HR 2015

Conduct external audit. HR 2016

GOAL 1.3 TO DEVELOP AN ORGANIZATIONAL CLIMATE WHERE INNOVATION, CUSTOMER

FOCUS, RESPONSIVENESS AND EMPLOYEE EFFECTIVENESS ARE VALUED.

1.3.1 Implement the Organizational Development Plan

KSD #2 - OPTIMIZE CUSTOMER EXPERIENCE

GOAL 2.1 TO DEVELOP AND IMPLEMENT A CUSTOMER SATISFACTION PROGRAM

2.1.1 By implementing the 2014 phase of the Customer Satisfaction Program.


Conduct the 2014 Citizen Survey. OCAO Q1 In progress

Identify opportunities. OCAO Q2

Research and develop the strategic customer service plan.

OCAO Q3

Implement strategic customer service plan. OCAO 2015


Finalize 2014 Organizational Development Plan HR Q1 Complete

Communicate to Staff HR Q2

Organize and conduct 2014 Business Meeting HR Q2

Complete plan Implementation HR Q4

Conduct 2014 survey HR Q4

GOAL 2.2 TO FOSTER DYNAMIC AND EFFECTIVE COMMUNITY RELATIONSHIPS.

2.2.1 By implementing an Enhanced Relationship program (stakeholder relations plan)


Conduct initial organizational inventory of needs and capabilities.

OCAO 2015 Schedule revised due to budget results

Conduct assessment of potential peers, partners and stakeholders.

OCAO 2015

Build partnerships and create engagement opportunities

OCAO 2015

Measure and sustain program OCAO 2015

Conduct organizational inventory of needs and capabilities for 2015.

OCAO 2015

2.2.2 By implementing Community Initiatives program (Electoral Area engagement)


Conduct organizational inventory of needs and capabilities for 2015

OCAO 2015 Schedule revised due to Budget results

Orient Regional Board to the Community Initiatives program

OCAO 2015

Establish 2014 Schedule for Community Initiatives.

OCAO 2015

Commit staff participants to actively support initiatives

OCAO 2015

Develop communication strategy to drive constituent participation

OCAO 2015

GOAL 2.3 TO ELEVATE EXTERNAL COMMUNICATIONS TO A HIGH PERFORMING LEVEL.

2.3.1 By creating key communication documents (policy/procedures/standards)


Obtain board endorsement of Communications Policy

OCAO Q2

Develop a strategic communication plan that supports the strategic business plan.

OCAO 2015

Develop secondary communications related procedures (e.g. advertising, external communications, branding).

OCAO 2015

2.3.2 By engaging Board and Staff as communication resources

GOAL 2.4 TO MEET PUBLIC NEEDS THROUGH THE DEVELOPMENT AND IMPLEMENTATION

OF KEY SERVICES.

2.4.1 Review and update Regional District bylaws


Identify Bylaws requiring updating. OCAO Q2

Formulate a plan for updating Bylaws. OCAO Q4

Introduce 2015 phase OCAO Q4


Create a 2014 engagement opportunities calendar.

OCAO Q2

Pilot social media for emergency management communication.

OCAO Q2

Introduce a media training orientation to the Elected Officials and SMT.

OCAO Q4

KSD #3 – SUSTAINABLE COMMUNITY

GOAL 3.1 TO DEVELOP A SOCIALLY SUSTAINABLE COMMUNITY.

3.1.1 To define regional and community parks and create a development strategy


Work with SOSCP to establish work plan CSD Q4 (2013) Complete

Review current enabling bylaws and legislation CSD Q1 In progress

Map and Inventory park assets and values CSD Q2

Review Best Management Practices for Parks Governance and Operations

CSD Q2

Present Omnibus Bylaw for Parks Commission Governance and Operations to Board for consideration

CSD Q3

3.1.2 Participate in the Healthy Community program.


Participate on the OS Healthy Living Coalition CAO MCS Q1 Complete

Submit a funding request to Budget Committee CAO Q1 Complete

Develop a corporate plan for healthy living MCS Q3

3.1.3 Assist with the development of an Area D Downtown Improvement Plan


Develop Terms of Reference for Downtown Improvement Plan (DIP) Consulting Contract

EDO Q4 (2013) Complete

Develop, advertise and award Consulting Contract to carry out DIP development

EDO Q1 Complete

Draft Plan EDO Q2

Commence Implementation EDO Q2

3.1.4 Develop a Heritage Strategic Plan


Develop criteria CSD Q1 Complete

Review/Update Heritage Inventory CSD Q1 ‘14 In progress

Coordinate public open houses CSD Q2

Develop economic development strategies for key sites within the region.

CSD Q3

Provide a draft report to the Boards CSD Q2

Conduct a regulatory impact assessment for existing RDOS policies/operations.

CSD Q3

Provide a final report to the Board CSD Q4

3.1.5 Implement the 911 Emergency Telecommunications Engineering Project


Retain a Project Manager CSD 2013 Complete

Establish a multi-stakeholder Advisory Committee

CSD 2013 Complete

Develop Action Plan for Existing Radio Stabilization

CSD 2013 Complete

Initiate and finalize contracts for occupation on existing towers

CSD Q1 In progress

Submit a design brief to Industry Canada for channels

CSD Q1 In progress

Develop RFP for Final Design CSD Q2

Develop procurement for Equipment and Installs

CSD Q2

Testing (burn-in time) of new Radio System CSD Q4

Develop RFP to Manage Maintenance Schedule of new Radio System

CSD Q4

Transfer from existing radio system and go live with new Radio System

CSD 2015

3.1.6 Complete a Regional Transit Study


Establish Stakeholder Advisory Committee CSD 2013 Complete

Assist BC Transit with Community Engagement events

CSD 2013 Complete

Assist BC Transit with Stakeholder workshops CSD 2013 Complete

Provide a draft report to the Board CSD Q2

Assist BC Transit with final round of Community Engagement events

CSD Q2

Provide a final report to the Board CSD Q3

3.1.7 Implement a transit service in a portion of Area “D”


Present draft MOU for service between RDOS and BC Transit for Board Support

CSD 2013 Complete

Define Service Area, Routing and Stop locations for public input

CSD Q1 In progress

Undertake Public review of proposed Transit Service

CSD Q2

Prepare Establishment Bylaw for first three readings by the Board and confirm method of assent required

OCAO Q2

Develop a Communications Plan OCAO Q2

Approval by Ministry OCAO Q2

Public Assent process OCAO Q2

Present RDOS/BC Transit Operating Agreement to RDOS Board for support

CSD Q3

Submit financial estimate to 2015 Budget Committee

CSD Q3

3.1.8 West Bench Pedestrian Corridor

3.1.9 Osoyoos Lake Pedestrian Corridor


Undertake Scope and Estimate for project CSD 2013 Complete

Engage stakeholders for input CSD 2013 Complete

Budget for project CSD 2013 Complete

Present design for public feedback CSD Q1 Complete

Undertake bid process for design and build of the project

CSD Q1 In progress

Construction CSD Q2

3.1.10 Lakehill Road Pedestrian Corridor


Undertake Scope and Estimate for project CSD 2013 Complete

Engage stakeholders for input CSD 2013 Complete

Secure budget for project via Community Gas Tax

CSD Q1 Complete

Project concept and confirm financial support from MoTI

CSD Q1 Complete

Present design for public feedback CSD Q2


Complete construction CSD Q1 In progress

Undertake final landscape work where required CSD Q2

Communication and Ribbon Cutting Event CSD Q2

Undertake final reporting to UBCM CSD Q2

Undertake bid process for design and build of the project

CSD Q2

Construction phase CSD Q2 –Q3

Undertake final landscape work where required CSD Q3

Communication and Ribbon Cutting Event CSD Q3

Final reporting CSD Q4

GOAL 3.2 TO DEVELOP AN ECONOMICALLY SUSTAINABLE ORGANIZATION.

3.2.1 Infrastructure life cycle plan


Develop 20 year Infrastructure Lifecycle Plan MFS/MPW Q2

Present Plan to Board MFS/MPW Q3

GOAL 3.3 TO DEVELOP AN ENVIRONMENTALLY SUSTAINABLE COMMUNITY.

3.3.1 Climate Action Plan - Corporate


Conduct Energy Audit analysis on facilities DSM Q1 Complete

Review energy efficiency projects for RDOS buildings

DSM Q1 Complete

Staff Engagement Program DSM 2015

Assessment of Fleet & efficiency opportunities DSM 2015

Monitor and Report on Initiatives DSM 2015

3.3.2 Implement the 2014 Phase of the Biodiversity Strategy


Establish Terms of Reference / retain consultant DSM 2013 Complete

Prepare Draft OCP policies and guidelines DSM Q1 In progress

Community and Agency consultation on two Electoral Areas

DSM Q3

Final Bylaw Preparation and Adoption for two areas

DSM Q4

3.3.3 Highway Sign Enforcement Program


Work with MOTI to undertake an inventory of existing signage in priority area

DSM 2013 Complete

Notify property owners and stakeholder groups DSM Q1 Complete

Commence action to have signs removed in priority areas

DSM Q2

3.3.4 D-1 Official Community Plan (2 year project)


Establish Terms of Reference / retain consultants

DSM Q1 Delayed to Q2

Background research / constraints and opportunities

DSM Q2

Community and Agency consultation DSM Q3

Draft Community Plan DSM Q4

3.3.5 Area Structure Plan for Gallagher Lake


Establish Terms of Reference DSM Q1 Delayed to Q2

Retain consultant DSM Q2


DSM Q2

Community and Agency consultation / Draft Plan DSM Q3

Final Plan / Adoption DSM Q4

3.3.6 Okanagan Valley Zoning Bylaw Update


Prepare Draft Bylaw for Committee Review DSM Q3

Community and agency consultation DSM Q4

Final Bylaw / Adoption DSM 2015

3.3.7 Area F Community Plan (2 year project)


Establish Terms of Reference DSM Q4


DSM Q4

GOAL 3.4 TO ENCOURAGE SUSTAINABILITY THROUGH EDUCATION.

3.4.1 Developing a public education program to encourage sustainability


Inventory Existing Sustainability Programs MPW Q2

Select High Profile Sustainability Opportunities MPW Q3

Enhance Existing Communication Program MPW Q3

KSD #4 – GOVERNANCE & OVERSIGHT IN A REPRESENTATIVE DEMOCRACY

GOAL 4.1 TO EXECUTE A WELL-DEFINED STRATEGIC PLANNING CYCLE.

4.1.1 By maintaining, evaluating and executing the Strategic Planning and Risk Management Programs.


Initiate the Strategic Planning Cycle CAO Q3

Conduct a Corporate SWOT Exercise CAO/

MIS

Q3

Management/Administrative Retreat CAO/

MIS

Q3

Board Retreat CAO Q4

Present revised Rolling Strategic Plan and 2015 Business Plan to the Board

CAO Q4

GOAL 4.2 TO ENCOURAGE ALL MEMBER MUNICIPALITIES, ELECTORAL AREAS AND INDIAN

BANDS TO WORK TOGETHER.

4.2.1 By organizing a Regional Community to Community meeting in 2014.


Confirm UBCM Grant OCAO 2013 Complete

Form Working group and Engage Workshop Facilitator

OCAO 2013 Complete

Review Participant List and send out invitations OCAO Q1 Complete

Organize Facility, Program and Materials OCAO Q1 Complete

Conduct Workshop OCAO Q2

Secure UBCM grant funding for Fall Workshop OCAO Q2

4.2.2 Implement the terms of the First Nations Protocol Agreement.


Steering Committee tasked to identify issues of concern

OCAO Q1 Complete

Develop plan to prioritize and work toward resolution

OCAO Q2

Identify and coordinate three educational and cultural opportunities

OCAO Q3

Identify and expand enhanced relationships OCAO Q3

GOAL 4.3 TO PROMOTE BOARD AND CHAIR EFFECTIVENESS.

4.3.1 To assist the Board to operate in an effective manner


Develop a Board Evaluation Policy OCAO Q2

Conduct a Board and Board Chair Evaluation Survey

OCAO Q3

Analyze the survey OCAO Q3

Discuss results with the Board OCAO Q4

GOAL 4.4 TO DEVELOP A RESPONSIVE, TRANSPARENT, EFFECTIVE ORGANIZATION.

4.4.1 By preparing and running the 2014 Local Government Election.


Report to Board to appoint election officers DCEO Q1 Complete

Confirm peripheral operation elections DCEO Q2

Book venues and arrange partnerships with member municipalities and School Districts

DCEO Q2 Complete

Review and amend Election bylaw if required DCEO Q1 Complete

Prepare Election Forms, Candidate Packages, draft all election notices, quotes for ballot printing

DCEO Q2

Prepare orientation manual for new Directors OCAO Q3

Prepare election binders and recruit election staff. Order supplies

DCEO Q3

Prepare polling station materials, order ballots, mail-in ballots, train PEOs

DCEO Q4

GENERAL ELECTION DAY DCEO Q4

Election results to the Board DCEO Q4

q1 2014 corporate action plan - rdosmaps.bc.ca€¦ · orient regional board to the community...

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