PERIOD REPORT
DATE: September 23, 2024 Report No. ADM-24-058
TO: Dan Horan, Chief Administrative Officer
FROM: Vicki Gannon, Director of Human Resources & Community Relations
SUBJECT:TITLEHuman Resources & Community Relations - 2024 2nd Period Report
Body
The following is a report on the activities pertaining to the Human Resources & Community Relations department from May 1, 2024 to August 31, 2024. .
1. DIVISION ACHIEVEMENTS AND ACTIVITIES
1. Communications
The Manager of Communications:
• Implemented various observance day and Council proclamation communications;
• Designed and published annual report;
• Designed and published annual tax mailout and Mayor’s message;
• Created education campaign around new speed limits and sign installation;
• Created media backgrounders, invitations and information boards for Public Safety Building groundbreaking;
• Participated in Emergency Operations Centre exercises as Information Officer
• Attended LGMA conference;
• Participated in communications planning for Green Shores project;
• Worked with EA to implement webforms for Mayor/Council event attendance, speaking engagements and congratulatory messages;
• Launched the 2024 memorial banner campaign;
• Prepared August edition of Experience Esquimalt promotional feature through the Times Colonist;
• Created and published the tri-annual Current community newsletter;
• Continued to work with Economic Development Manager on place branding project;
• Supported community groups including Township Community Arts Council, Esquimalt Lions, Esquimalt Community Arts Hub and the Esquimalt Farmers Market by sharing news and event information;
• Created public engagement to encourage signups to digital public notices;
• Promoted “Go By Bike Week” as both a regional event and the Township’s participation in the initiative;
• Collaborated with Parks/Rec to promote Gorge Pavilion BCRPA award;
• Shared Spongy Moth spray notices to staff and the public;
• Created ads celebrating Esquimalt business and culture through Business Examiner magazine;
• Supported Pride month with dedicated social media posts and Black Press wrap;
• Worked with Eng/PW to publish timely traffic and construction updates for Active Transportation Network projects; and
• Facilitated various staff and Mayor media interviews.
Analytics (last period in brackets where possible):
Esquimalt Alert registrations
• 3,278 (3,120) registrants
Website
• Users: 80K
• Top 3 pages:
1. Parks and Recreation
2. Homepage
3. Programs and Registration (recreation)
Twitter
• Average 131 (250) post views per day (impressions)
• Total 100 (96) posts
• Total followers: 4,231 (4,204)
Facebook
• 133 (163) new timeline posts
• 3,388 followers (124 new followers)
• 133,563 post reach
Instagram
• 2,180 followers (194 new)
• 217 (242) posts
• 29,596 post reach
LinkedIn
• 902 followers (94 new)
• 284 (193) page clicks, likes, etc.
• 31 (17) posts
Communications - related online newsletters
• Events list: 429 contacts
• News list: 426 contacts
• The “Current” newsletter list: 459
2. Occupational Health and Safety
The Occupational Health and Safety Manager:
• Managed all active WorkSafeBC and LTD claims:
o 3 active WorkSafeBC claims at the start of the period; 3 active as of August 31.
o 2 active LTD claims at the start of the period; 2 remained active as of August 31.
• 1 employee on medical leave at the start of the period, who returned to work by August 31st; 1 new employee on medical leave as of August 31st.
• Secured relief of costs on a past WorkSafeBC claim through audit and appeal.
• Performed risk assessments for 8 different positions at the Township of Esquimalt.
• Completed safety inspections for all Township buildings.
• Audited and updated policies for all 4 Joint Occupational Health and Safety (JOHS) committees.
• Participated in JOHS committee meetings.
• Developed 11 new policies and procedures.
• Delivered multiple safety talks to Public Works staff.
• The Township’s adjusted claim costs have significantly decreased, as follows:
o 2023 Adjusted Claim Costs: $247,049.61 (January 1 - August 31).
o 2024 Adjusted Claim Costs: $96,054.81 (January 1 - August 31).
• The preliminary 2025 WorkSafeBC premium rate is projected at 5.26%, representing a 0.59% reduction from the 2024 rate of 5.85%.
3. Human Resources
Training and Development:
Records Management Training:
Some of our HR staff attended a records management training session that informed staff of the importance of adherence to legislation and policies and to outline procedures that are required in maintaining the Township’s records. Other staff members will be attending additional sessions in the Fall
Recruitment:
There were 14 regular positions filled this period.
Filled:
• Maintenance Lead hand (1 year term)
• Engineering Technologist II
• Freedom of Information Assistant
• Committee Coordinator
• Information Technology Support Analyst
• Office Administrator - HR & Community Relations
• Parks Admin Support
• Heavy Equipment Operator
• Reception Leader - RPT
• Recreation Programmer
• Payroll and Benefits Coordinator
• Senior Accountant
• Manager of Financial Services
• Pavilion Supervisor
In progress:
• Accounting Coordinator (temporary full-time)
• ECE Preschool Instructor, RPT
• Freedom of Information Assistant, Regular Full Time
• Meeting Technology Operator, Auxiliary Part Time
Labour Relations:
IAFF’s 2022 - 2024 Collective Agreement was ratified on June 18, 2024 after 5 days of bargaining in May.
There continues to be one unresolved Human Rights complaint. On June 17, 2024, the Township was informed that the file will proceed to a hearing; however no dates have been set.
Human Resources - General:
Staff completed STATS Canada survey regarding job vacancies and wages.
Policy Updates:
• M-PER-23 - Modified Work Week for CUPE Staff Working 7-hour shifts (no longer a pilot - June 2024)
• FIN-07 Travel and Expense Reimbursement Policy - July 2024
• PER-02 Employee Recognition - July 2024
• PER-06 - Code of Conduct for Patrons and Visitors - July 2024
• PER-07 - Community Volunteer Attraction and Recognition - July 2024
• M-PER-25 Recognition of Prior Years of Service in Another Local Government - Aug 1, 2024
Policy updates in progress:
• M-PER-01 Scheduling and Carry-Over of Annual Vacation for CUPE and Exempt Employees
• PER-05 Terms and Conditions of Employment for Officers, Managers, and Exempt Employees
• M-PER-26 Working from Home
In May, the following marketplace adjustments, reclassification and job evaluations were completed:
• Parks:
As a result of the elimination of the Parks Supervisor position, a new position was created: Parks Administrator (PB 8), and the following three lead positions were reclassed as follows:
• Lead Groundskeeper - moved from payband 9 to 10
• Lead Gardner - moved from payband 9 to 10
• Lead Arborist (previously Arborist II) moved from payband 10 to 11
• Public Works:
The following positions were reclassified as a result of marketplace adjustment requirements:
• Chargehand, Roads Concrete - moved from payband 9 to 10
• Chargehand, Roads Asphalt - moved from payband 9 to 10
• Chargehand, Painter/Utility - moved from payband 9 to 10
• Chargehand, In-Ground - moved from payband 9 to 10
• Chargehand, Sewers - moved from payband 9 to 10
• Chargehand, Maintenance - moved from payband 9 to 10
• Public Works Supervisor - moved from payband 12 to 13
• Facilities:
• Maintenance Lead Hand - moved from payband 9 to payband 10
• New Budgeted Positions:
• Committee Coordinator - classified at payband 10
• FOI Assistant - classified at payband 9
Community Relations:
On May 22nd, the groundbreaking ceremony for the Public Safety Building took place at 500 Park Place. The event was well-attended by Mayor, Council, Fire, Police, Songhees Nation and staff. This day marked the beginning of the long-awaited construction of a new three-story safety building that will house the district’s Emergency Operations Centre, Fire Department and Training Facility.
Staff are working with Esquimalt Nation and Songhees Nation to fly the two Nations’ flags at Municipal Hall and at Gorge Park Pavilion.
4. Economic Development
Attended the BC Economic Development Association (BCEDA) Summit as a Board Director of the BCEDA which attracted 150 attendees from across BC.
Business Façade Improvement Funding Grant: Esquimalt Community Arts Hub (ECAH) on behalf of owners of 1177 and 1179 Esquimalt Road received funding for a business façade mural “Splashpad” which is scheduled to be complete in September, 2024. One other enquiry was received.
Electronic Business Newsletter: Staff received many positive comments about this newsletter, and the following was sent out:
• June: sent to 627 email addresses with an open rate of 63%.
• July: sent to 644 email addresses with an open rate of 54%.
• August: Mail to 111 targeted businesses to participate in the Active Transportation Survey. Open rate 48%
• Emergency Support System ESS Vendor mailout to 27 qualified businesses.
Outcomes over the last period, from the reporting module in the economic development Customer Relationship Management (CRM) system include:
• 110 interactions with business and industry with a primary focus on “Support Business Growth”.
• Existing businesses constituted the majority of the business types involved in the engagement and the predominant type was “one-on-one meetings face to face”
• The most frequent types of inquiries were related to procurement and tendering, support and resources, and new business startups.
Business Licences
• There are 817 active business licences as of August 31, 2024, which reflects a 5% increase compared to the same time in 2023. There were 32 new business licence applications, and 29 business licences were not renewed.
• 574 businesses have created a MyEsquimalt profile to date. 84% have signed up for eBilling and 16% have signed up to receive paper invoices.
• Review of the current Business Licence Bylaw and Fees with recommendations before Council for a final decision.