Quarterly Progress Report on Corporate Strategic Initiatives January to March 2011
Table of Contents A. Executive Summary...3 B. Initiatives and at a Glance...4 C. Initiative Summaries...5 1. Respond to Esquimalt Policing Request for Proposals...5 2. Redevelop City Website...6 3. Make Continuous Improvements to Governance...7 4. Implement Victoria Sustainability Framework...8 5. Implement Civic Engagement Strategy...9 6. Develop and Implement Customer Service Strategy...10 7. Review Business Process for Residential Solid Waste Collection...11 8. Update Official Community Plan and Renew Local Area Planning Program...12 9. Manage Travellers Inn Project...13 10. Implement and Monitor Secondary Suites Program...14 11. Improve Pandora Green Streetscape...15 12. Develop Garden Suites Policy...16 13. Develop Downtown Core Area Plan...17 14. Create Economic Development Strategy...18 15. Replace Johnson Street Bridge...19 16. Develop and Implement Climate Action Program...20 17. Establish a Stormwater Utility...21 18. Conduct Boulevard Program Review...22 19. Implement Green Building Policy for Private Development...23 D. Other Accomplishments this Quarter...24 January to March 2011 Quarterly Progress Report Page 1
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 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 one page 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. January to March 2011 Quarterly Progress Report Page 2
A. Executive Summary This document is the first of a planned series of quarterly reports from the City Manager to Council on the progress of corporate strategic initiatives. Reports will be presented to Council during the month following the end of each quarter (i.e., in April, July, October and January). Nineteen key initiatives are highlighted in this report. As a reflection of the influence that our organization s performance has on all other strategic areas, seven of these are projects under Our City Government. Four initiatives are in the planning stage, which means that a Project Charter has not yet been approved by Council, although work to develop these documents is underway. Of the remaining 15 initiatives, the majority are proceeding as planned. Four initiatives have been assigned a yellow status because of minor timeline shifts since Council was last updated on the project. These four projects are: Update Official Community Plan and Renew Local Area Planning Program Manage Travellers Inn Project Develop Garden Suites Policy, and Create Economic Development Strategy. One project has been assigned a red status. Implement Victoria Sustainability Framework has experienced a major timeline shift, with a new estimated completion date of June 2012. Reasons for the shift include competing departmental project priorities and limited availability of staff resources from supporting departments. A number of other notable accomplishments occurred during the quarter. Corporately, the most significant was the launch of the 2011-2012 Corporate Strategic Plan (CSP), which provides the basis for this document and all other City planning initiatives. Victoria also received a number of awards. Several significant policy initiatives were completed and approved by Council, including the Needle Exchange Harm Reduction Policy and the Green Building Policy for Private Development. Staff also successfully concluded a number of major agreements. January to March 2011 Quarterly Progress Report Page 3
B. Initiatives and at a Glance Initiative Our City Government 1. Respond to Esquimalt Policing Request for Proposals 2. Redevelop City Website 3. Make Continuous Improvements to Governance 4. Implement Victoria Sustainability Framework 5. Implement Civic Engagement Strategy 6. Develop and Implement Customer Service Strategy 7. Review Business Process for Residential Solid Waste Collection Our Community 8. Update Official Community Plan and Renew Local Area Planning Program 9. Manage Travellers Inn Project 10. Implement and Monitor Secondary Suites Program 11. Improve Pandora Green Streetscape 12. Develop Garden Suites Policy Our Economy 13. Develop Downtown Core Area Plan 14. Create Economic Development Strategy Our Environment 15. Replace Johnson Street Bridge 16. Develop and Implement Climate Action Program 17. Establish a Stormwater Utility 18. Conduct Boulevard Program Review 19. Implement Green Building Policy for Private Development STATUS KEY In planning phase 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 January to March 2011 Quarterly Progress Report Page 4
C. Initiative Summaries 1. Respond to Esquimalt Policing Request for Proposals To be awarded contract for provision of policing services to Esquimalt City Manager s Office Submit proposal March 2011 April 20, 2011 Present proposal to advisory panel April 2011 April 28, 2011 January to March 2011 Quarterly Progress Report Page 5
2. Redevelop City Website Develop a Customer Service Strategy to improve satisfaction with City information, services and facilities To improve customer service, increase access to information and City services, within a website that is intuitive and easy to navigate Corporate Communications Build site architecture vember 2010 Develop site design January 2011 Develop site content August 2011 January to March 2011 Quarterly Progress Report Page 6
3. Make Continuous Improvements to Governance To improve the efficiency of City operations To enable Council to make informed and balanced decisions Strengthen citizen involvement in key municipal decision-making processes Legislative and Regulatory Services Develop and recommend up to date bylaws that set out administrative authorities Develop and deliver orientation program for the new Council to enhance Council decision-making processes Review Council governance model and propose recommendations for improvement to the new Council January 2011 July 2011 April 2011 January 2012 April 2011 January 2012 January to March 2011 Quarterly Progress Report Page 7
4. Implement Victoria Sustainability Framework Implement the Victoria Sustainability Framework with a sustainability action plan, scorecard and triple bottom line tool kit 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 Sustainability Added levels of internal review and approval Delay in filling senior planner position Competing departmental project priorities (e.g., Travellers Inn project, Needle Exchange Policy, 900 Block Pandora Integrated Services Initiative) Availability of staff resources from supporting departments Yes Yes Develop Sustainability Action Plan September 2010 June 2012 Develop Sustainability Tool Box June 2011 December 2011 Develop Sustainability Scorecard June 2011 March 2012 January to March 2011 Quarterly Progress Report Page 8
5. Implement Civic Engagement Strategy Implement the Civic Engagement Strategy to improve citizen involvement in City priority setting and decision making Corporate Communications In planning phase. Project Charter under development. January to March 2011 Quarterly Progress Report Page 9
6. Develop and Implement Customer Service Strategy Develop and implement a Customer Service Strategy to improve satisfaction with City information, services and facilities Corporate Communications In planning phase, further information to be provided in subsequent quarterly progress reports January to March 2011 Quarterly Progress Report Page 10
7. Review Business Process for Residential Solid Waste Collection Invest in technology and support to improve efficiency of City operations Engineering and Public Works In planning phase. Project Charter under development. January to March 2011 Quarterly Progress Report Page 11
8. Update Official Community Plan and Renew Local Area Planning Program Update the Official Community Plan (2011 2041) and renew the Local Area Planning Program Develop a plan that will help guide growth and change in the City of Victoria over the next 30 years Planning and Development Final OCP potentially delayed from August 2011 to Fall 2011, depending upon time required to sufficiently incorporate public feedback Yes 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 vember 2010 March 2011 Consult with the public on Draft OCP April 2011 June 2011 Prepare Final OCP July 2011 Fall 2011 January to March 2011 Quarterly Progress Report Page 12
9. Manage Travellers Inn Project Develop strategic partnerships with other levels of government and community organizations to address social issues Protect and create affordable small family housing and supported housing Sustainability Delay in renovation estimates as they must be limited to available RRAP funding Operating, lease and ownership negotiations are complex and dependent upon renovation estimates and senior level of government capital and operating budget commitments Yes Develop business case and acquire properties August 2009 June 2010 Negotiate and transfer title to BC Housing September 2009 June 2011 Pursue and confirm funding sources January 2010 June 2011 Operate facility April 2010 September 2011 Establish operating and renovating agreements with operating agencies May 2010 September 2011 Manage renovations September 2010 January 2012 January to March 2011 Quarterly Progress Report Page 13
10. Implement and Monitor Secondary Suites Program Facilitate development of a wide range of housing types, tenures and prices to meet needs of all residents Increase the availability of safe, affordable rental housing in Victoria Planning and Development Develop bylaw changes to allow secondary suites June 2007 Conduct 18-month review July 2007 January 2009 Develop further zoning changes and establish grant program February 2009 March 2009 Monitor and report back to Council April 2009 June 2011 January to March 2011 Quarterly Progress Report Page 14
11. Improve Pandora Green Streetscape Preserve and enhance Victoria s visual distinctiveness, character and heritage To make community improvements that will complement the Our Place facility, create a gateway to the Downtown Core and deal with various beautification and infrastructure issues in this area Engineering and Public Works Construct improvements April 18, 2011 July 29, 2011 January to March 2011 Quarterly Progress Report Page 15
12. Develop Garden Suites Policy Facilitate development of a wide range of housing types, tenures and prices to meet needs of all residents Help increase the availability in Victoria of ground-oriented rental housing and accessible housing for people with limited mobility Planning and Development Higher than expected volume of development applications shifted project end date from fall 2010 Yes Develop draft policy January 2009 August 2010 Consult with the public on draft policy September 2010 October 2010 Prepare final policy vember 2010 May 2011 January to March 2011 Quarterly Progress Report Page 16
13. Develop 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 To guide and influence the physical, social, environmental and economic conditions of the downtown core area, and to ensure a sustainable and balanced approach to growth over the next 30 years Planning and Development Prepare draft plan April 2010 Consult with the public on draft plan June 2010 October 2010 Report on consultation feedback and obtain direction on key issues vember 2010 March 2011 Finalize proposed plan for Council consideration April 2011 June 2011 January to March 2011 Quarterly Progress Report Page 17
14. Create 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 To develop an Economic Development Strategy for Victoria s future economic growth that is fiscally, economically, environmentally and socially sustainable Victoria Conference Centre Sectoral working groups originally scheduled for late vember/early December were rescheduled to January 2011 to allow for more fulsome stakeholder input. As a result, the completion date was pushed to June 2011. Initiate project August 2010 October 2010 Review situation and prospects October 2010 vember 2010 Develop sector specific reports January 2011 March 2011 Develop key directions report April 2011 April 2011 Prepare draft strategy April 2011 May 2011 Prepare final strategy May 2011 June 2011 Yes January to March 2011 Quarterly Progress Report Page 18
15. Replace Johnson Street Bridge Develop and implement an Asset Management Plan to cover all municipal infrastructure Replace the existing bridge with a more reliable, safer and more sustainable bridge with improved cyclist and pedestrian amenities Engineering and Public Works (te that a detailed project status update will be provided separately to Council) Initiate project February 2011 Complete preliminary design Early Fall 2011 Award Design Assist Contract Late Fall 2011 Complete detailed design and General Contractor award Winter 2011/Spring 2012 Install bridge and complete mechanical/electrical Summer 2013 Complete bridge Winter 2014/2015 Decommission old bridge 2015 January to March 2011 Quarterly Progress Report Page 19
16. 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 Achieve carbon neutral operations by 2012 Reduce greenhouse gas emissions in the community by 33 per cent by 2020, based on 2007 levels Sustainability 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 February 2012 Develop Community Resiliency Plan May 2010 May 2012 Participate in ICLEI initiative May 2010 December 2012 Implement both plans Ongoing January to March 2011 Quarterly Progress Report Page 20
17. Establish a Stormwater Utility Develop and implement an Asset Management Plan to cover all municipal infrastructure To address stormwater quality and quantity issues facing the City of Victoria To ensure the economic, environmental and social well being of the community Engineering and Public Works Initiate project January 2011 March 2011 Engage with stakeholders and public April 2011 September 2011 Consolidate feedback and develop recommendations October 2011 vember 2011 Prepare bylaw December 2011 January 2012 Prepare to implement utility January 2012 December 2012 January to March 2011 Quarterly Progress Report Page 21
18. Conduct Boulevard Program Review Preserve and enhance Victoria s urban forest, parks and public green spaces Develop recommendations for future management of the City s Boulevard and Taxed Boulevard Maintenance programs Parks, Recreation and Culture Initiate project January 2011 March 2011 Conduct Technical Review March 2011 March 2012 Engage public and stakeholders March 2012 September 2012 Prepare final report and recommendations September 2012 December 2012 January to March 2011 Quarterly Progress Report Page 22
19. Implement Green Building Policy for Private Development Create the capacity and pre-conditions for green development, building and landscaping Planning and Development In planning phase, further information to be provided in subsequent quarterly progress reports January to March 2011 Quarterly Progress Report Page 23
D. Other Accomplishments this Quarter Our City Government Launched 2011-2012 Corporate Strategic Plan Announced results of 2010 Citizen and Business Surveys Hosted Federation of Canadian Municipalities Sustainable Communities Conference Signed Green Innovation Letter of Intent between City of Vancouver, City of Seattle and City of Victoria to confirm their commitment to work collaboratively and progressively toward showcasing the green innovation sector within the Cascadia Region Tied for first place with Vancouver as Canada s most sustainable city (Corporate Knights award) Implemented new automatic withdrawal payment program for utilities, and first withdrawals have been done For the sixth consecutive year, received Canadian Award for Financial Reporting from the Government Finance Officers Association of the United States and Canada Our Community Council approved Needle Exchange Harm Reduction Policy Low barrier housing at 710 Queens Ave continues with BC Housing support Received Federation of Canadian Municipalities Sustainable Community Award for Secondary Suites Program Council approved improvements to Zoning Regulation Bylaw related to low density residential developments Unveiled Water Wall, a new 28-panel mural at Crystal Pool and Fitness Centre, a community art project developed in partnership with the Vancouver Island School of Art Our Economy Executed Option Agreement for 203 Harbour Road with Ralmax Properties Ltd. (Point Hope Maritime Shipyard) Executed Contribution Agreement with Federal government for new Johnson Street Bridge Concluded Purchase Agreement with Transport Canada for Federal lands for new Johnson Street Bridge Signed Option Agreement with RG Properties for the extension of the Operating Agreement for the Save-on-Foods Memorial Centre Our Environment Council approved Green Building Policy for Private Development Executed lease agreement with United Church of Canada for use of a lot for playground development in Burnside-Gorge, and initiated the park building process January to March 2011 Quarterly Progress Report Page 24