Sponsorship Strategy

Report to/Rapport au :

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

and Council/et au Conseil

08 April 2005/le 08 avril 2005

Submitted by/Soumis par : Greg Geddes, Chief Corporate Services Officer/

chef des Services généraux

and / et

Ned Lathrop, Deputy City Manager /Directeur municipal adjoint

Planning and Growth Management/Urbanisme et Gestion de la croissance

Contact Person/Personne-ressource :

Jane Wright, Manager/gestionnaire, Strategic & Business Initiatives/

Initiatives stratégiques et d’affaires

(613) 580-2424, ext./poste 24340 Jane.Wright@ottawa.ca

Ref N°: ACS2005-CRS-CSO-0002

SUBJECT:	HIRING JUSTIFICATION – 2005 Budget

OBJET :	JUSTIFICATION D’EMBAUCHE – BUDGET DE 2005

REPORT RECOMMENDATION

That the Corporate Services and Economic Development Committee recommend Council approve the establishment of 49.7 FTEs in 2005 as outlined in this report.

RECOMMANDATION DU RAPPORT

Que le Comité des services organisationnels et du développement économique recommande que le Conseil approuve la création de 49,7 ETP en 2005, tels que définis dans ce rapport.

BACKGROUND

As the nation’s capital and the fourth largest city in Canada, Ottawa residents expect the City to be a well-managed, fiscally prudent organization, delivering quality programs and services at service level standards to which citizens have become accustomed.

The City of Ottawa is committed to providing services as efficiently and effectively as possible and to supporting the municipality’s long-term financial stability. For the Citizens of Ottawa, the budget is not just about dollars and cents, it’s about quality of life and life in the community.

The strategic direction for the City was established with Council’s approval of the Ottawa 20/20 growth plans, thereby setting the course for the future delivery of new and enhanced programs, and service delivery.

All City services and programs are delivered and supported by City staff. Therefore, staff resource levels have to be closely monitored and enhanced, to respond to the pressures resulting from implementing the strategic direction, maintaining service standards, growth from increases in population, and executing legislatively mandated activities.

The budget reductions and program reviews of the past have eliminated all abilities to absorb growth and service level changes from within. There are no existing positions within the organization that can be redirected to accommodate the staffing requirements identified in the report. Failure to properly resource the services and programs will result in a decrease in service standards, the elimination of programs and may result in citizen dissatisfaction.

The approval to hire the FTEs as endorsed in the 2005 Operating Budget documents carried as amended by the following motion:

Moved by Councillor G. Hunter

Seconded by Councillor J. Harder

WHEREAS City Council is being asked to approve the hiring of FTEs through endorsement of the 2005 Operating Budget;

THEREFORE BE IT RESOLVED THAT these new hires are approved subject to a report to each standing committee justifying the hirings;

AND BE IT FURTHER RESOLVED THAT this report be before each committee no later than April 2005.

Full Time Equivalents (FTEs) are described as the total staffing hours approved to deliver programs and services, whereby 1 FTE represents 1,820 hours (52 weeks X 35 hours). This does not equate to the number of staff employed, as part-time staff work less than 1,820 hours per year. The budgeted working hours for part-time staff are totaled and divided by 1,820 hours in order to arrive at the annual FTE comparator.

This report follows through on the City’s commitment to provide members of council with the rationale and justification for hiring resources to support City Services. Changes to the staff complement of the Ottawa Police Services, Elected Officials, and Auditor General are not included in this report. Changes to the staff complement for the Ottawa Public Library are the responsibility of the Ottawa Public Library Board. The details related to the new FTE requests for 2005 are included in this report for information purposes only and do not require approval of Council.

DISCUSSION

In order to achieve the service delivery requirements as identified in the 2005 budget, the establishment of 49.7 FTEs is requested by the Corporate Services and Planning and Growth Management Departments.

The table below depicts the FTE requirements by branch.

Department	Branch	FTE
Corporate Services	Financial Services	4.0
	Real Property Asset Management	27.7
	Client Service and Public Information	1.0
	City Clerk Services	5.0
	Employee Services	7.0
	Total	44.7
Planning & Growth Management	Planning, Environment & Infrastructure Policy	1.0
	Economic Development & Strategic Projects	4.0
	Total	5.0
Total		49.7
Ottawa Public Library (this entry, for your information only)		7.0

The following section describes the justification of the resources required to enable the departments to effectively respond to growth; mandatory and legislative requirements; service enhancements and transfers from capital to operating budget.

Corporate Services Department : 44.7 FTEs

Growth Requirements ~ 10.0 FTEs

3.0	Materials Management Staff at Transit Stores to support the increase in the bus fleet and mechanics. Additional staff is required to maintain accurate material inventory levels needed to complete repairs and quickly return transit buses to service.
5.0	Revenue, Clerical, and Administrative staff to address volume increases realized from the expansion of the Ottawa Police Traffic Enforcement Unit. Additional staff is needed to process increased Provincial Offence Charges, estimated at 45,000 annually.
2.0	Maintenance staff to support the new Park and Ride facility at Terry Fox and the new facility at Petrie Island. Staff will be used for purposes of cleaning, minor repairs, snow removal and some grass cutting.

Mandatory/Legislated Requirements ~ 2.0 FTEs

1.0	Analyst position to meet new legislative requirements for personal health information and to improve capacity with respect to protection of privacy under Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Legislated by: Personal Health Information Protection Act, 2004; per HRSS Report 12 at Council meeting of November 10, 2004.
1.0	Accessibility Specialist to support the planning and implementation of the Ottawa Municipal Accessibility Plan that was approved at Council during the budget deliberations. A subsequent motion by Council approved the addition of an Accessibility Specialist within CSPI.

Service Enhancement Requirements ~ 28.7 FTEs

7.0	Payroll and Business analysts to support the City's Human Resource Information System (HRIS) in SAP, annual and recurring payroll projects, year end and volume activities, and pension reporting requirements.
21.7	Reinstatement of arena maintenance support staff that were eliminated in the 2004 budget. Programs offered by the Parks and Recreation Branch were negatively impacted, as there were insufficient resources to meet existing programming needs.

Transfers from Capital to Operating ~ 4.0 FTEs:

City Council previously approved the recommendations of the City’s Long Range Financial Planning Committee that included the adoption of a consistent definition for classifying expenditures. As a result, the expenditures and staff complements of a number of capital projects have been transferred from Capital works and moved to the operating budgets of the respective City departments.

4.0	Maintenance Staff to support the Light Rail Pilot Project. Staff will be used to perform cleaning and minor maintenance at the station located at Walkley Yard.

Planning and Growth Management Department: 5.0 FTEs

Growth Requirements ~ 4.0 FTEs

4.0	Staff to support the Light Rail Office that is responsible for the implementation of the North-South Light Rail Transit project. Fully cost recovered from the capital budget.

Service Enhancement Requirements ~ 1.0 FTE

1.0	Program Coordinator - Development Charges to maintain the development charge by-law, provide a single point of contact for the development community and address issues of interpretation and application which arise on a regular basis. Fully cost recovered from development charge revenues.

Ottawa Public Library: 7.0 FTEs

For information purposes only. Approval of changes to the staff complement of the Ottawa Public Library is the responsibility of the Ottawa Public Library Board.

Growth Requirements ~ 2.5 FTEs

1.5	Addition of resources to support the new South Central District Library when it opens in early 2006. This amount covers hiring senior staff to meet the scheduled opening date.
1.0	Circulation Assistant at Beaverbrook Branch to address an 80% increase in circulation since amalgamation. This position is required to provide service to the public due to continually increasing demand.

Service Enhancement Requirements ~ 4.5 FTE

1.5	Staff required to support the second bookmobile that the OPL is receiving in March 2005.
1.0	Professional Librarian for Orleans Branch to improve the level of library service provided in the east end of the City.
1.0	The increase of 1.0 FTE will be distributed across 10 library branches to increase access by more than 32 hours per week and to extend children's programming to rural branches.
1.0	Executive Director of the OPL Foundation, required until such time as the Foundation becomes self-sustaining.

Subject to City Council approval of this report, the recruitment and staffing process will be initiated immediately so that necessary hiring can be completed in a timely manner.

CONSULTATION

This report deals with administrative matters and as such public consultation was not undertaken. Staff members of each of the City departments and the City Manager’s office were consulted with throughout the development of this report.

FINANCIAL IMPLICATIONS

Costs associated with the addition of new staff resources, where applicable, have been incorporated into the 2005 Operating Budget previously approved by City Council. No further costs will be incurred.

Supporting Documentation

2005 Draft Budget Estimates Report (Held on file with the City Clerk.)

2005 Draft Capital Budget (Held on file with the City Clerk.)

DISPOSITION

Appropriate action to be taken, pending Council’s decisions.