PERIOD REPORT
DATE: September 12, 2016 Report No. ADM-16-021
TO: Mayor and Council
FROM: Laurie Hurst, Chief Administrative Officer
SUBJECT:TITLE CAO - 2016 Second Period Report Body
The following is a report on the activities pertaining to the CAO’s office from May 1, 2016 to August 31, 2016.
I. DIVISION ACHIEVEMENTS AND ACTIVITIES
1. Legislative
• Attended meetings of and reviewed all reports, agendas and minutes for Council, COTW and In Camera meetings of Council
2. Operations
• Continued work with staff and consultant to ensure progress forward on Esquimalt Town Square development; negotiations with selected development partner and Greater Victoria Public Library to ensure all necessary documents and agreements in place; participation in Library Design Workshop; facilitate process to hire consultant to act as Owner Representative on library construction contract; meeting with Justice Institute representatives; ongoing coordination of staff and resources to ensure all aspects of this significant project are considered; weekly review of progress and status of all aspects including contracts, site remediation and design
• Ongoing participation for wastewater treatment process including review and monitor all Core Area Liquid Waste Management Committee reports and meetings; meeting with Core Area Wastewater Treatment Project Board chair and vice chair; review of guiding principles and key messaging
• Participation in a number of complex human resource issues and processes including exit strategies, job evaluations; participation in grievance proceedings as required; successful recruitment process for Director of Human Resources and Executive Assistant to the Mayor and CAO
• Participation on Greater Victoria Labour Relations Administrative Committee and Selection Committee; work included interviews for manager position, meetings with consultant, evaluation and recommendations to GVLRA Board resulting in successful recruitment for manager and project consultant
• Ongoing participation with Administrative Committee under the Police Framework Agreement including regular conference calls to check in and monitor progress; regular meetings with Inspector and Acting Chief for update and general discussion in regard to local issues
• Review and approval of public communications
• Provided ongoing administrative and strategic advice to senior leadership team
3. Other
• Regular attendance and participation:
o CAO/Mayor meetings - weekly
o Township Senior Leadership meetings - weekly
o Esquimalt Town Square leadership group - weekly
o GVLRA Board meetings - monthly
o GVLRA Administrators meetings - minimum monthly, weekly during participation on Selection/Recruitment subcommittee
o Local Area Administrators meetings - quarterly
o CUPE Labour Management meetings - quarterly
o Emergency Planning Committee meetings - annual or semi annual
• Special Events:
o Official Community Plan - Looking Forward Forum
o Local Government Management Association- invited to meet with New Zealand CAO to provide perspectives on performance accountability with Council and in regard to First Nations relationships
o Regional Emergency Management Partnership Steering Committee - invited as one of four local authority representatives to sit on committee
• Training/Workshops/Seminars:
o Rapid Damage Assessment training
• Operational Meetings:
o Multiple meetings with Aragon, Greater Victoria Public Library, architects, staff and consultant as part of moving forward with Esquimalt Town Square Project
o Meeting with Provincial consultants in regard to Vancouver Island Integrated Major Crime Unit
o Staff meetings to assist in coordinating application for Open for Business Awards; strategies for dealing with unsightly premise and other complicated bylaw enforcement issues; preparation for Official Community Plan workshops; labour relations issues and initiatives
o Administrative Committee - Police Framework Agreement - regular status update meetings for ongoing initiatives
II. COMMITTEES
• CAO is not appointed to any internal committees, but does sit on the following:
o Regional Emergency Management Partnership Steering Committee
o Greater Victoria Labour Relations Administrative Committee