PERIOD REPORT
DATE: May 27, 2024 Report No. ADM-24-029
TO: Dan Horan, Chief Administrative Officer
FROM: Vicki Gannon, Director of Human Resources & Community Relations
SUBJECT:TITLEHuman Resources & Community Relations - 2024 1st Period Report
Body
The following is a report on the activities pertaining to the Human Resources & Community Relations department from January 1, 2024 to April 30, 2024.
1. DIVISION ACHIEVEMENTS AND ACTIVITIES
1. Communications
The Manager of Communications:
• Successfully launched new website with no service downtime; trained staff and performed quality assurance testing afterwards.
• Worked with ED Manager on place branding project organization and open houses.
• Helped promote Gathering our Voices Indigenous youth event + Esquimalt’s participation.
• Met with all departments to discuss communications planning for the year.
• Shared council meeting notices via social media, the Current, e-newsletter and website. Posts are made after the agenda is published.
• Rolled out brand refresh project to staff including instructions on using templates, font and corporate colour palette.
• Participated in regional emergency communications working group meetings.
• Created digital and physical promotional materials for volunteer recruitment fair including video, ads, posters and custom website forms.
• Presented emergency communications strategies to the emergency preparedness working group.
• Created ads celebrating Esquimalt arts and culture for B.C. Arts and Culture magazine.
• Promoted the Ken Gill and Forrest Owens hockey tournament to media and the community.
• Updated the interactive fountain and facilities map to include parks.
• Arranged to have Archives staff attend Esquimalt’s Public Library for B.C. Heritage Week.
• Created detailed messaging in support of Lunar New Year and special art for the Hall and Recreation Centre.
• Supported snow and inclement weather communications.
• Worked with Eng/PW to publish timely traffic and construction updates for Active Transportation Network projects.
• Prepared March edition of Experience Esquimalt promotional feature through the Times Colonist.
• Created and published the tri-annual Current community newsletter.
• 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.
• Facilitated various staff and Mayor media interviews.
• Shared information regarding Township proclamations on social media.
• Shared information regarding Township employment opportunities on social media.
• Participated in Climate Working Group meetings.
• Designed code of conduct posters for township facilities.
• Promoted public notice survey through township channels including paid promotions.
Analytics (last period in brackets where possible):
Esquimalt Alert registrations
• 3,120 (3,065) registrants
Website Hits
• Users: 85K
• Top three pages are not comparable due to new site
Twitter
• Average 250 (360) post views per day (impressions)
• Total 96 (107) posts
• Total followers: 4,204 (4,147)
Facebook
• 163 (132) new timeline posts
• 3.3K followers (192 new followers)
• 179,967 post reach
Instagram
• 2,045 (1,927) followers
• 242 (234) posts
• 35,705 post reach
LinkedIn
• 808 (725) followers
• 193 (113) page clicks, likes, etc
• 17 (30) 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 current WorkSafeBC and LTD Claims:
o 2 active WorkSafe claims at the beginning of the period; 3 as of April 30th
o 3 active LTD claims as at the beginning of the period; 2 as of April 30th
• Received relief of costs on 1 past WorkSafeBC claim through auditing and appeals to WorkSafeBC.
• Application for relief of cost has been submitted for 1 additional claim but no decision has been rendered by WorkSafe.
• Conducted risk assessments for 16 different Township of Esquimalt positions.
• Planned and orchestrated a highly attended and successful Day of Mourning Ceremony.
• Completed safety inspections of all Township buildings.
• Audited and updated the policies of all 4 JOHS committees.
• Attended meetings for all the JOHS committees.
• Wrote 16 Policies/Procedures.
• Completed monthly safety posters/talks delivered to all Township Staff.
• Facilitated Mental Health First Aid training for Township Staff.
• Conducted multiple safety talks for Public Works.
The Township’s adjusted claim costs have decreased substantially, as outlined below:
• 2023 Adjusted Claims Costs January 1 - April 30: $199,929.20
• 2024 Adjusted Claims Costs January 1 - April 30: $87,911.68
3. Human Resources
Training and Development:
Leadership training - The Effective Manager
Training was conducted through the consulting group “Manager Tools”. Sarah Sentes was the presenter and facilitator for the training. This training focused on effective management techniques, including proper communication, coaching, and relationship building. The full-day session was held on April 16, 2024, in Council Chambers with 28 employees including Directors, 3 Fire Chiefs, Managers, Recreation Coordinators and Fire Captains.
Recruitment:
There were 7 regular positions filled in this period, plus two in progress:
Filled:
• Custodial Maintenance Worker
• Child, Youth & Family Services Programmer
• Aquatics Supervisor
• Out of School Care Supervisor
• Skilled Labourer II
• Engineering Technologist II
• Facilities Supervisor
In progress:
• Director of Civic Initiatives and Community Safety
• Head ECE Preschool Instructor
Labour Relations:
• The employer and IAFF Local 4264 met on April 24 and April 25 to exchange bargaining proposals and to begin bargaining. Additional bargaining days have been set for May 7, 8, 23, 29, 30 and June 4th.
• There continues to be one unresolved Human Rights complaint. The Human Rights Tribunal has a large back-log; all information was submitted to the Tribunal at the beginning of December, 2023.
Human Resources - General:
• Staff attended the Greater Victoria Hiring and Post-Secondary Education Expo on January 11, 2024. This event had over 2500+ active job seekers. The Township’s booth featured various materials on employment opportunities and the benefits of working for the municipality.
• The department participated in the Evacuation Drill/Reception Centre Exercise in February. The intent of the exercise was to practice evacuation of the building, and to learn the services provided in a Reception Centre.
• Staff completed two detailed surveys: one for Civic Info regarding wages and benefits, and the quarterly surveys for Statistics Canada regarding job vacancies and wages.
• Staff are working with Esquimalt Nation and Songhees Nation to update the midden signage at Gorge Park, and to fly the two Nations’ flags at Municipal Hall and at Gorge Park Pavilion.
• Five policies pertaining to HR were created or updated this period:
o ADMIN-81 Community Volunteer Attraction and Recognition
o PER-06 Code of Conduct for Patrons & Visitors
o M-PER-024 Dealing with Disrespectful Patrons
o M-PER-20 Respectful Workplace Policy
o M-PER-07 Code of Conduct for Employees
• Staff conducted an analysis of regional wages for comparable positions, and the Director worked with the Director of Engineering and Public Works, and the Manager of Public Works to initiate the marketplace adjustment review process, as agreed to by the employer and CUPE Local 374 during the last round of bargaining.
• The Director worked with senior staff in Parks and Recreation to complete an organizational redesign which included the creation of a new manager position, and a new administrative support position in Parks, and the elimination of the Parks Supervisor position.
• A committee was established comprised of two council members and staff to organize the first ever Volunteer Recruitment Fair which was held on April 18, 2024, at the Recreation Centre. 24 volunteer groups participated in the event, and over 188 individuals attended.
4. Economic Development
Business Licences
• There are 778 active business licences as at April 30, 2024 which reflects a 7% increase compared to the same time in 2023. There were 61 new business licence applications, and 40 business licences were not renewed.
• The following table represents the activity of the Economic Development division over the last period, using the Economic Development Customer Relationship Management (CRM) system:
EDM: Electronic Direct Mail (bulk mail-outs including newsletters)