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2017 Operating Budget
Department Presentations
o Council and Administrationo Corporate Serviceso Financeo Fiscal Serviceso Legislative Serviceso Planning and Inspectionso Policeo Fire and Emergency Programo Parks and Recreationo Engineering and Public Workso Water Utilityo Sewer Utility
Departments
Administration/Council
o Council and Committeeso Costs related to Council and Committees
o Administrationo Corporate leadership and administrative
support to the Mayor and CAO
o Grantso Community, Social and Environmental
grants programs
Department Overview
Council/Admin Budget
Comparison
• Year 2 increase for South Island Prosperity Project
2017 Net Budget 1,873,600$
2016 Net Budget 1,792,600$
Budget Change 81,000$
Change by % 4.52%
2017 FTE 3.07
2016 FTE 3.07
FTE Change 0
FTE Change % 0.00%
BUDGET SUMMARY
o Annual requests for additional and increased grants
o Questions?
Challenges
Corporate Services
o Human Resources ( 11.09 FTE)
o Information Technology (23.12 FTE)
o Communications (3.26 FTE)
o Occupational Health and Safety (4.31 FTE)
o Corporate Services (1.71 FTE)
Corporate Services Overview
o Website
o Implementation of Hyper Converged
Infrastructure and secondary data centre
o Fire Collective Bargaining Agreement
(December 31, 2019 expiry)
2016 Achievements
o JDE Payroll and HR implementation
o Police/ CUPE collective
o Recreation Business Enterprise
System Replacement Project
2017 Major Projects
Corporate Services Budget
2017 Net Budget 6,184,300$
2016 Net Budget 5,293,700$
Budget Change 890,600$
Change by % 16.82%
2017 FTE 43.66
2016 FTE 43.66
FTE Change 0.00
FTE Change % 0.00%
BUDGET SUMMARY
Department Change Rationale
Corporate Services $28,000 or 4.42% Wage increases
Human Resources $11,400 or 0.98% Increases for investigations,
printing and wages.
Decreases as new staff
commencing at lower wages
Occupational Health
and Safety
Net of $25,700 Wage increases
Information Services $851,200 or 24.35% Wage increases,
non discretionary cost
increases for licensing and
maintenance and full year
costing of web site (approved
in 2016)
TOTAL $890,600 or 16.82%
2016-17 Budget Comparison
o Adapting to changes in Legislative Requirements o Human Rights
o WorkSafe
o Privacy
o Duty to Accommodate
o Public Expectations of Communication and Engagement
o Capacity
o IT Infrastructure maintenance and replacemento Maintain systems at near current versions that vendors will support
o Remain current on patches, fixes and updates to infrastructure and
programs
o Proactively implement privacy and security controls
Challenges – Corporate Services
o Non-discretionary costs being applied moving forward
o Modern Business Software that allows more flexibility and
business options
o Additional security for Saanich data
o Collaborative approach to building internally consistent
practices and procedures that are defensible against
legislative / legal challenges
o Support organization initiatives from unique perspective of
seeing across all departments
Opportunities – Corporate Services
Questions?
Corporate Services
Finance Department
o Finance Department (34.7 FTE)
Financial Serviceso Coordinate preparation of the annual budget
o Capital project budgeting, tracking and
reporting support
o Policy review and development
o Payroll/benefits services for 1600+ employees
o Purchasing services to support all departments
Finance Overview
Accounting Serviceso Accounts payable processing
o Banking/cash management
o Investment management
o Financial reporting (Financial Statements, SOFI, LGDE)
o Internal and external audit
o Account reconciliations
Revenue Divisiono Property taxation
o Cashier services
o Utility billing (water, sewer and garbage)
o Licencing - business and dogs
Finance Overview
o Implementation of JD Edwards financial software upgrade –impacting 300+ users
o Award winning 2015 Financial Statements and 2016 Budget Document
2016 Achievements
o Implement JD Edwards Payroll and HR software modules
o Tempest software upgrade (property tax and utility billing)
o Improvements to capital budgeting, monitoring and reporting processes.
2017 Major Projects
Finance Budget Comparison
• Full year
funding for
Financial
Analyst added
in 2016
• Wage increases
and increments
2017 Net Budget 3,208,500$
2016 Net Budget 3,083,700$
Budget Change 124,800$
Change by % 4.05%
2017 FTE 34.70
2016 FTE 34.08
FTE Change 0.62
FTE Change % 1.82%
BUDGET SUMMARY
o Capacity related to increased capital program – procurement
o Supporting skills development for use of financial software
Opportunitieso Financial Analysis
o Leverage upgraded financial software
Challenges
Questions?
Finance
Fiscal Services
Fiscal Services Overview
• Debt Servicing
• Transfers to Reserves
• No FTE
Fiscal Services Comparison
• Debt Servicing costs as per Debt Management Policy
• Borrowing permitted only for capital –increase supports reaching sustainability targets
2017 Net Budget 7,568,200$
2016 Net Budget 7,030,200$
Budget Change 538,000$
Change by % 7.65%
FTE n/a
Carbon Footprint (CO2e) n/a
BUDGET SUMMARY
Fiscal Services
Net Budget By Function Budget Budget $ Change % Change
2016 2017 2017/2016 2017/2016
Interest 1,296,800 994,900 (301,900) (23.28%)
Principal 1,145,600 1,403,000 257,400 22.47%
Transfer to Capital Reserves 4,587,800 5,170,300 582,500 12.70%
Total 7,030,200 7,568,200 538,000 7.65%
Major Reserve Funds
Reserve FundOpening
Balance
Transfers
In
Transfers
Out
Closing
Balance
Public Safety and Security 2,086,900 825,700 1,497,300 1,415,300
Equipment Replacement 5,658,800 1,646,900 2,940,900 4,364,800
Capital Works 25,903,800 5,101,600 5,987,400 25,018,000
Facilities 5,650,300 2,460,200 0 8,110,500
Computer Hardware & Software 3,950,500 4,554,200 7,774,600 730,100
Water Capital - 900,000 - 900,000
Sewer Capital 926,700 1,141,600 - 2,068,300
Total 44,177,000 16,630,200 18,200,200 42,607,000
Questions?
Fiscal Services
Legislative Services
o Lands Division (1.31 FTE)
o Acquire, manage and dispose of real property
o Legal Division (2.12 FTE)
o Advice to Council and staff, bylaw drafting
o Legislative/Clerks (9.5 FTE)
o Management, information and support services to Council, Committees and Boards
o Risk Management (2.7 FTE)
o Managing insurance programs and claims
o Strategic Planning (1.57 FTE)
o Support strategic planning/annual reporting for Council
o Archives (2.21 FTE)
o Preserve historic documents of Saanich
Department Overview
o Implementation of privacy management program
o Development of Records Management Bylaw adopted by Council
2016 Achievements
o Implement webcasting of council meetings
o Integrate and improve the management of electronic records.
2017 Major Projects
Legislative Services
Comparison
• Non-discretionary increase for legal services = $66,570 to meet average annual demand.
2017 Net Budget 2,755,100$
2016 Net Budget 2,670,500$
Budget Change 84,600$
Change by % 3.17%
2017 FTE 19.41
2016 FTE 19.62
FTE Change (0.21)
FTE Change % (1.07%)
BUDGET SUMMARY
o Increasing number and complexity of legal issues
o Supporting implementation of legislated requirements for privacy management throughout the organization
Opportunitieso Department structure
Challenges
Questions?
Legislative Services
Planning and Inspections
o 5 Divisionso Community Planning
o Current Planning
o Environmental Services
o Sustainability
o Building Inspections & Bylaw Enforcement
o 46.61 FTE
Department Overview
o Shelbourne Valley
o Douglas Corridor
o Agriculture and Food Security
o Residential Retrofit Strategy
2016 Achievements
o Douglas Corridor
o Shelbourne Valley
o Agriculture and Food Security
o Garden Cottages
o 100% Renewable Energy
o Local Area Planning
2017 Major Projects
2016-17 Budget Comparison
2017 Net Budget 2,465,000$
2016 Net Budget 2,446,600$
Budget Change 18,400$
Change by % 0.75%
2017 FTE 46.61
2016 FTE 46.61
FTE Change 0.00
FTE Change % 0.00%
BUDGET SUMMARY
o Growing Demand for Services
o Community Engagement
o Balancing Capacity & Service Levels
o Support for Partners
o Retention & Recruitment
o Pinch Points
Challenges
o Evolving Nature of Services & Service Delivery
o Partnerships Extend Capacity & Improve Projects
o Supportive Technology
o Focused Actions
Opportunities
Questions?
Planning and Inspections
Fire and Emergency
Program
Seven divisions provide fire and life safety
services:
o Administration (11.5 FTEs)
o Suppression/Rescue (95 FTEs)
o Communications (10.5 FTEs)
o Fire Prevention (6 FTEs)
o Training and Staff Development (2 FTEs)
o Mechanical and Fleet Maintenance (2 FTEs)
o Emergency Program (3 FTEs)
Fire Department Overview
o 4,691 emergency incident responses – 2%
increase over 2015.
o Fire calls remain static, medical calls account for
41% of all emergency incidents.
o Motor vehicle and alarm activations trending
upwards representing 15% respectively.
o Service delivery pressures – changing
demographics, growth, housing density, traffic
volumes.
o Saanich’s fire protection costs remain one of the
lowest in the Province – $145.36 per capita –
1.85% increase over 2015.
Delivery of Fire & Rescue Services
Department Restructuring
o Progressive changes to ensure future management
capacity required and provide best value to the District
and residents for their tax dollars.
Fire Services Agreements
o Mutually beneficial agreements established to enhance
level of fire protection and life safety resources without
additional costs.
o Agreements renewed to provide joint confined space
rescue services and joint tower crane rescue services.
2016 Achievements
Fire Dispatch Service Delivery Integration
o District’s past investment in fire dispatch program
now showing considerable benefit and growing rate
of return.
o Continue work to advance concept of full integration
of fire dispatch services and one regional fire
dispatch facility for the Capital Region.
o Possible new service agreement discussions
underway with potential to increase revenues and
reduce costs.
2017 Major Projects
Migration to Industry Canada Dedicated Public
Safety Radio Spectrum
o Lead role with CREST.
o Portable and mobile radio units replaced in 2016 –
providing improved communications reliability, capacity,
audio clarity and better coverage for our emergency
responders.
o Phase 2 includes transition to dedicated public safety
spectrum and significant upgrades to radio infrastructure
and equipment.
o Major project for all public safety agencies in the region
and most significant change to the CREST radio system.
2017 Major Projects
Medical First Responder Program Update
o 1,931 medical emergencies, including 77 accidental
overdoses, compared to 39 in 2015.
o Undertaking further training and enhancements to address
continued growth in medical first responder call volume and
strained pre-hospital care resources.
o Making changes to capital and equipment replacement
program to allow future cross staffing on frontline fire
apparatus with dedicated medic units.
o Shifting deployment strategy will reduce apparatus wear and
tear, fuel consumption, greenhouse gas emissions and
increase life cycle replacement.
2017 Major Projects
Fire Budget Comparison
2017 Net Budget 17,762,000$
2016 Net Budget 17,102,500$
Budget Change 659,500$
Change by % 3.86%
2017 FTE 126.45
2016 FTE 126.17
FTE Change 0.28
FTE Change % 0.22%
BUDGET SUMMARY
2017 Core Budget
Net Budget By Function Actual Actual Budget Budget $ Change % Change
2015 2016 2016 2017 2017/2016 2017/2016
Administration 1,249,600 1,620,100 1,613,500 2,002,100 388,600 24.08%
Suppression and Rescue 12,055,700 12,285,400 12,262,800 12,395,800 133,000 1.08%
Dispatch
Revenues (517,400) (556,300) (544,900) (563,500) (18,600) 3.41%
Expenses 1,428,900 1,530,600 1,571,300 1,617,300 46,000 2.93%
Total 911,500 974,300 1,026,400 1,053,800 27,400 2.67%
Prevention 833,400 877,800 874,600 906,300 31,700 3.62%
Staff Development 398,000 446,200 428,100 447,300 19,200 4.48%
Equipment Maintenance 795,400 846,700 811,500 854,100 42,600 5.25%
Building Maintenance 106,300 111,900 85,600 102,600 17,000 19.86%
Total 16,349,900 17,162,400 17,102,500 17,762,000 659,500 3.86%
o Health and Safety
o Fire Prevention and Life Safety Programs
o Mechanical and Fleet Services
o Training and Staff Development
o Suppression / Rescue Operations
o Fire Stations, Buildings and Grounds
Budget Challenges
o Increased fire dispatch revenues
resulting in reduced costs
o Shared service agreements
o Deployment strategy efficiencies
o Workforce planning for the future
Opportunities
Questions?
Fire
o Supports the efforts of the municipality
to prepare for, respond to, and recover
from major emergencies and disasters
such as earthquakes and large
wildland urban-interface fires.
Saanich Emergency Program
o 80 emergency preparedness programs
delivered to 1,200 citizens and 1,000 Grade
4 Saanich students.
o 154 municipal staff provided with
Emergency Operations Centre or Incident
Command System training.
o Sponsorship of Shake Zone Earthquake
Simulator events in Saanich, participation in
Great BC Shakeout and testing Saanich’s
emergency notification webpage.
2016 Achievements
o Support municipal departments to develop and
implement Department Operation Centre plans to
operate during an emergency.
o Continue working with government representatives
and stakeholders to implement the Regional
Emergency Management partnership to enhance
emergency management across the Capital Region.
o Develop Rapid Damage Assessment process to
support post disaster response and recovery.
o Expand GIS mapping to support emergency
response and recovery.
2017 Major Projects
Emergency Program
Comparison
2017 Net Budget 421,200$
2016 Net Budget 417,000$
Budget Change 4,200$
Change by % 1.01%
2017 FTE 3.00
2016 FTE 3.00
FTE Change 0.00
FTE Change % 0.00%
BUDGET SUMMARY
2017 Core Budget
Net Budget By Function Actual Actual Budget Budget $ Change % Change
2015 2016 2016 2017 2017/2016 2017/2016
Program Administration 375,200 344,100 395,500 399,700 4,200 1.06%
Training Programs 9,300 5,700 15,100 15,100 - 0.00%
Neighbour Helping Neighbour 4,300 6,300 6,400 6,400 - 0.00%
Total 388,800 356,100 417,000 421,200 4,200 1.01%
o Support of operational needs has
been a priority over capital
replacement.
Budget Challenges
o Improve volunteer management
support through use of volunteer
management systems currently in
use by the District.
Opportunities
Questions?
Emergency Program
Parks and Recreation
Parks and Recreation (302.83 FTE)
o Leverages Council’s investment through strong programs,
services and relationships
o Create spaces and places for individuals and families, and
engage with one another and the community
o Provides programs and services promoting active, healthy
living (direct/indirect)
o Manages and operates the physical assets that supports
residents in their pursuit of self, connections and community
o 46% overall cost recovery rateo $.37/capita (per day)
Parks & Recreation Overview
Leveraging
o Investmento Fiscally efficient and effectiveo Earned revenueo Grantso Sponsorshipso Economic Impact
o Relationshipso Offer full spectrum of programs – Learn-to, High
Performance, Healtho Doing work of the District with the District
Parks & Recreation Overview
o Spaces & Places
o Provide spaces and places for residents and visitors to connect indoors and outdoors:
o Social o Community Building opportunitieso Special eventso Learning togethero Celebrating diversityo Gathering spaceso Volunteering together
o Natureo Nature preschoolso Natural areas – almost 20 area schools involved o Pulling Togethero Trails, golf, urban forests
Parks & Recreation Overview
o Programs and Services
o Life-long physical, emotional and cognitive well-being
o Long term athlete development -Grassroots to High Performance
o Health promotion and disease prevention
o Providing access for all
o Celebrating arts and culture
Parks & Recreation Overview
o Managing the Physical Assetso Front desk
o Business services
o Marketing
o Maintenance
o Construction
o Horticulture
o Urban Forestry
o Arboriculture
o Invasives Removal
Parks & Recreation Overview
o Renovation of Tolmie Park
o Renovation of Layritz Baseball Diamond 2
o Ongoing restoration of Douglas Creek with Friends of Mount Douglas Park Society
o Implementation of Year 1 of the Youth Development Strategy
o Successful implementation of Golf Course cost recovery strategies
o Successful implementation of Cycling Festival route and event improvements
2016 Achievements
o Implementation of new parks and recreation enterprise software program
o Review of Parks and Recreation volunteer services delivery model
o Park plans for Haro Woods and Cedar Hill Park
o Health and Recreation Partnership
o Completion of Older Adult Strategy
2017 Major Projects
Parks and Recreation
Comparison
2017 Net Budget 15,619,700$
2016 Net Budget 15,196,800$
Budget Change 422,900$
Change by % 2.78%
2017 FTE 302.83
2016 FTE 300.40
FTE Change 2.43
FTE Change % 0.81%
BUDGET SUMMARY
12,20040600
338,600
31,500
0
50,000
100,000
150,000
200,000
250,000
300,000
350,000
400,000
RevenueReduction
YDSimplementation
Labour Banking Fees
2016-17 Budget Increases
2016-17 Budget Comparison
0%
10%
20%
30%
40%
50%
60%
70%
CHRC GHRC Pearkes SCP CSD
Actual Recovery Rates
2014 2015 2016
0.672
0.688
0.67
0.684
0.66
0.665
0.67
0.675
0.68
0.685
0.69
Budget Actual
Chart Title
2015 2016
o Financial Constraintso Declining revenueso Shifting demographics to senior subsidyo Keeping recreation affordable
o Capacityo Regulatory programs and roll-outso Front line staff to service existing and new customerso Aging workforce
o Service pressureso New and emerging sportso Greater demand than program and support spaceo Diversity
o Competitiono New and / or renovated facilitieso Regional pricing
o Aging and Stagnant Facilitieso Spaceo Competitive advantage o Cleanliness
Challenges
o Investment in Physical Assets
o Partnerships
o Older Adult Strategy
o Changes to subsidization rates
o Golf Course Management
o Non-discretionary included in budget
Opportunities
Questions?
Parks & Recreation
Proposed 2017-2018 Parks and Recreation Fees and Charges
o Report from the Director of Parks and Recreation
Recommendation:
That the Committee recommend that Council approve the proposed fees and charges.
Parks and Recreation
Department Changes Rationale
Recreation Administration $32,200 (4.12%) Wage increments
Parks $74,500 (1.11%) Wage increments/custodial transfer
from PW
CHCR $7,500 (0.59%) Revenue/expense balancing
CHGC $0.00 Balanced from reserve
GHCRC $64,100 (3.93%) Maintenance and supplies
G.R. Pearkes $49.000 (4.13%) Program revenue down/maintenance
supplies
SCP $132,000 (5.17%) Decrease in rental
revenue/maintenance related costs
Community Services $62,900 (5.90%) 2 Youth Workers (YDS)
Total 422,900 2.78%
2016-17 Budget Comparison
Recreation (224.35 FTE)o Over 1,766,000 unique online visitors to Parks &
Recreation program and services information
o 358,000 pool visits/year (almost 1000 pool visits/day)
o 39,000 LIFE uses
o Over 1.5 million captured drop-in and program visitors
o 95,000 program hours
Parks (77.48 FTE)o 207 km of boulevards + 175 ha of parkland per arborist
o 73 displays/staff team (includes over 450 cul de sacs)
o Respond to over 3000 calls for service (8 calls per day)
o Over 400,000 visitors to Mount Douglas alone.
Parks & Recreation Overview
Engineering Department
Water Utility
Sewer Utility
o Four Divisions (257 FTE)
o Responsible for planning, building, improving, managing, and maintaining:o Water supply and distribution
o Sewage and drainage
o Traffic signals and Street lighting
o Streets, bike lanes, and sidewalks
o Bridges
o Greener garbage collection
o Garden waste drop-off
o Fleet vehicles
o Facility buildings
Department Overview - Engineering
o Partnered and rehabilitated portions of Tod, Douglas, Normady and Colquitz Creeks
o Completed GIS drainage layer mapping
o Collected 9150 tonnes of residential organics
o Replaced ~900 street lights with LED
o Replaced inlet valve and access hatch for Mt Tolmie reservoir
2016 Achievements - Engineering
o Partner and rehabilitate portions of Colquitz, Douglas, Swan, and Normandy Creeks
o Replace and relocate Supervisory Control and Data Acquisition (SCADA) server
o Initiate second phase of Development Cost Charges review
o Undertake Stores services review
o Rebuild Mt. Tolmie vertical turbines
2017 Major Projects - Engineering
o Non-discretionary increase
o Custodial support and supplies for 57 Cadillac
o Operating increase (new inventory)
o Maintenance of new assets (bus shelters, traffic signals, litter bins, hydrants, bike lanes, etc)
2016-17 Budget Comparison
Engineering Comparison
2017 Net Budget 12,718,100$
2016 Net Budget 12,372,400$
Budget Change 345,700$
Change by % 2.79%
2017 FTE 183.82
2016 FTE 182.63
FTE Change 1.19
FTE Change % 0.65%
BUDGET SUMMARY
Water Utility Comparison
2017 Net Budget 21,002,800$
2016 Net Budget 20,620,200$
Budget Change 382,600$
Change by % 1.86%
2017 FTE 48.68
2016 FTE 48.68
FTE Change 0.00
FTE Change % 0.00%
BUDGET SUMMARY
Sewer Utility Comparison
2017 Net Budget 19,458,000$
2016 Net Budget 17,674,100$
Budget Change 1,783,900$
Change by % 10.09%
2017 FTE 24.02
2016 FTE 24.02
FTE Change 0.00
FTE Change % 0.00%
BUDGET SUMMARY
o Capacity limitations
o Stretched to meet public expectations for street sweeping, graffiti removal, and transportation related concerns.
o Minor progress on asset management program and modernizing Engineering bylaws
o Public Works Yard in substandard condition and is impacting operational efficiencies.
o New infrastructure assets have tightened operational budgets to meet maintenance standards
Challenges - Engineering
o Staff turnover provides an opportunity to review service delivery and explore new ideas.
o Continue to explore joint purchasing with regional local governments
o Increased energy efficiency realized through renewals/replacements
o Planned construction activities allows for value added approach to subsequent works
o Leveraging infrastructure related grant funding
Opportunities - Engineering
Questions?
Engineering
