TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: July 22, 2024 Report No. ADM-24-049
TO: Councill
FROM: Dan Horan, Chief Administrative Officer
SUBJECT: Council Priorities Refresh - Fall 2024
RECOMMENDATION:
Recommendation
That Council receive Report No. ADM-24-049 for information and direct staff to prepare a Special Committee of the Whole session in September to initiate the 2024 Council Priorities Refresh process.
Body
EXECUTIVE SUMMARY:
An important annual touchpoint in Council’s priority setting process is the Council Priorities Plan Refresh, which is scheduled to occur each year in November. Council has a deliberate opportunity to re-assess their priorities and commitments, evaluate any new initiatives or projects as potential candidates for the Council Priorities Plan, and provide direction to staff about these projects in time for the preparation of the budget for the upcoming year. November 2024 represents the mid-way point of Council’s term; an additional mid-term review is recommended to ensure Council’s expected outcomes for the remainder of the term are captured.
BACKGROUND:
The Council Priorities Plan for 2023-2026 (included as Attachment 1) contains the full list of projects and initiatives that Council has selected to make progress in their strategic areas of focus. These areas of focus are outlined below:
• Climate Resilience and Environmental Stewardship
• Diversified and Thriving Economy
• Engaged and Healthy Community
• Good Governance and Organizational Excellence
• Housing
• Strong Relationships and Partnerships
The Council Priorities Plan is intended mainly to capture projects or initiatives that fall outside of core services delivered by staff. These projects or initiatives generally meet the following criteria:
• they are significant enablers of Council’s strategic areas of focus;
• they have outcomes that are measurable and time-bound, likely with deliverables that are meant to be completed within a specific time-frame (i.e. an action plan, a new bylaw, a new or amended service put in place, etc.);
• they are complex, challenging and typically have an impact across multiple departments;
• they are high risk, in that trying to deliver them is challenging, but avoiding them may result in negative outcomes; and,
• they require Council and senior staff leadership involvement through the whole life-cycle of the project to get the desired results.
The Council Priorities Plan was first endorsed in July 2023. The Plan has since been reviewed and updated as items are completed or as Council has made additions to the plan. This has occurred formally at the annual Council Priorities Refresh (end of 2023) and during the first and second period reports with Council (January and May 2024). A summary of the development of the Council Priorities Plan is included as Attachment 2.
The Council Priorities process includes a periodic update and review cycle. This cycle ensures that Council has regular opportunities to assess the progress of their priorities and to consider any new initiatives or projects that were identified through the year. The timing of an annual review in November or early December is critical, as it allows Council to assess new ideas and make decisions in time for staff to incorporate that direction into the preparation of the coming year’s budget.
This year’s Council Priorities Refresh (scheduled for November 2024) also represents the midpoint for Council’s 2022-2026 term. Staff are preparing to support Council in this year’s refresh of priorities and in confirming Council’s desired outcomes for the remainder of their term.
ANALYSIS:
The Council Priorities Plan is designed to be responsive to Council’s needs throughout their term. New ideas for projects or initiatives are referred to staff for an assessment of impact to resources, staff commitments and budget, which allows Council to make decisions on the way forward.
Given the special nature of this midpoint of Council’s term, an initial Council Priorities discussion is recommended during the Special Committee of the Whole on September 23, 2024. The intent of that discussion will be to give Council the opportunity to consider potential projects or initiatives that could be incorporated into the Council Priorities Plan.
In preparation for the September 23, 2024 Special Committee of the Whole meeting, members of Council will be invited to prepare a New Initiative Proposal (see Attachment 3) for any new items that they wish to be considered for inclusion in the Council Priorities Plan. Members of Council would also be invited to engage with fellow members of Council (individually) to gauge support for their proposals, gather and evolve ideas about their potential initiatives, and finally connect with staff to incorporate any additional helpful information related to likely scope/schedule or feasibility. All New Initiative Proposals prepared by members of Council would be included as attachments for consideration at the Special Committee of the Whole.
A New Initiative Proposal would normally include the following information:
• Background: where does the idea for the initiative come from? What is the driver for this initiative?
• Desired Outcomes: what are the likely ways that Council will know that the initiative has been successfully completed? Does the potential project likely have measurable or time-bound outcomes or deliverables? What are the potential benefits gained, or negative outcomes avoided, if this project is completed?
During the September 23rd Special Committee of the Whole meeting, the originator of each New Initiative Proposal would be invited to provide an initial briefing on their motivation for the initiative, which would then be followed by questions and discussion amongst the Council. If the proposal was supported by a majority of Council, then staff would be directed to provide an impact assessment (see Attachment 4) for consideration at the Council Priorities Plan Refresh in November 2024.
OPTIONS:
The following options are available for Council’s consideration:
• That Council receive Report No. ADM-24-049 for information and direct staff to prepare a Special Committee of the Whole session in September to initiate the Fall 2024 Council Priorities Refresh process. (Recommended)
• That Council provide alternative direction to staff.
COUNCIL PRIORITY:
The recommendations in this report are intended to allow the municipality to make progress towards Council’s strategic areas of focus. The Council Priorities Plan is meant to provide focussed attention on a prioritized, achievable and time-bound list of activities that, when completed, will move the Township towards Council’s mission, vision and values.
FINANCIAL IMPACT:
The Council Priorities Plan Refresh process is meant to inform the preparation of the 2025-2029 Financial Plan in a way that reflects Council’s commitments and the required budgets and resourcing to deliver on those commitments.
COMMUNICATIONS/ENGAGEMENT:
No additional public communications or engagement is currently scheduled, other than the routine public notices and social media advisories provided for public meetings of Council.
TIMELINES & NEXT STEPS:
Should Council support the staff recommendation, staff will schedule a Special Committee of the Whole meeting in late September for Council to consider potential new initiatives or projects.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Financial Services and Information Technology, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
LIST OF ATTACHMENTS:
1. Council Priorities Plan, 2023-2026, effective May 2024
2. Summary of Council Priorities Process, 2022-2024
3. Council Priorities Plan - New Initiative Proposal
4. Council Priorities Plan - New Initiative Impact Assessment