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Taking Responsibility

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Executive Sponsor/Contact for Strategic Priority:

Tracy Samra, Chief Administrative Officer (tracy.samra@nanaimo.ca)

Strategies:

1. Commission an external Governance Policy, Structure and Processes Review and Audit.

2012: Commence process to secure consultant for work to commence in 2013.

2013: Retain consultant, complete review/audit, prioritize and implement recommendations.

Update (as of December 31, 2012): A Request for Proposal was issued in November, and the selection process to identify a consultant for recommendation to Council is underway.

Update (as of March 31, 2013): Consultant selection process resulted in Council approval of Watson Inc. to lead the governance policy, structure and processes review and audit. Council established a Governance Steering Committee to provide oversight for the review.

Update (as of June 30, 2013): Governance Review Summary Report received. Governance Review Steering Committee meeting held with consultant to review report. Follow-up meeting between Governance Review Steering Committee and consultant scheduled for July 2013.

Update (as of September 30, 2013): The consultant met with the Governance Steering Committee on September 4, 2013 and facilitated discussion and decision-making related to the priority level and time-frame for completion of the Governance Review recommendations. Staff are preparing a report recommending an approach for implementation of the Governance Review recommendations. Report will be presented to Governance Steering Committee in November 2013.

Update (as of December 31, 2013): The Governance Review recommendations including priority level, timing for completion and assignment of responsibilities has been approved by Council. Next steps include implementation of recommendations in accordance with approved plan.

Update (as of March 31, 2014): The Governance Steering Committee met on February 27,2014 and March 27, 2014 to review and discuss progress on the implementation of several recommendations. The next step is to continue implementation of the Governance Review recommendations in accordance with the plan approved by Council.

Update (as of June 30, 2014): Council approved Roles, Responsibilities and Relationships documents on June 9, 2014. The next step is to continue implementation of the Governance Review recommendations in accordance with the plan approved by Council.

Update (as of September 30, 2014): Continue implementation of the Governance Review recommendations in accordance with the plan approved by Council.

Click here for Watson Governance Framework:  Summary Report

2. Establish a coordinated and consistent Current Service Summary across all departments.

Staff Lead: Victor Mema, Director of Finance (victor.mema@nanaimo.ca)

2014: Develop format and complete Current Service Summary in time for 2015 budget review.

Update (as of September 30, 2013): As part of the 2014-2018 budget process, staff is preparing information for Council on current service levels. Staff will continue with new budget process for all City departments.

Update (as of December 31, 2013): Council is receiving information on current service levels as part of the 2014-2018 budget process. Next steps include continuing with new budget process for all City departments.

Update (as of March 31, 2014): Council received a service level summary as part of the 2014-2018 Financial Plan discussions.

Update (as of June 30, 2014): Completed as part of the 2014-2018 Financial Plan discussions.

Complete

 

3. Continue development of the Balanced Scorecard.

Staff Lead: Victor Mema, Director of Finance (victor.mema@nanaimo.ca)

2012: Implement and publish baseline measures.

2013: Review and adjust/confirm measures in the context of the Strategic Plan.

2014-2015: Update data and review measures annually.

Update (as of December 31, 2012): A Council presentation is scheduled for January 21, 2013, at which time the Scorecard will be publicized.

Update (as of March 31, 2013): The Scorecard has been finalized and publicized on the City's website.

Update (as of June 30, 2013): Some Balanced Scorecard measures have been updated. Will continue to report on measures.

Update (as of September 30, 2013): As updated information becomes available on each of the balanced scorecard measures, staff will update the tables and communicate via the website.

Update (as of December 31, 2013): As updated information becomes available on each of the balanced scorecard measures, staff will update the tables and communicate via the website.

Update (as of March 31, 2014): Development is complete. Measures are being reviewed and updated on an ongoing basis.

Complete

Click here for more information on the Balanced Scorecard

 

4. Develop a comprehensive Communications Policy and Strategy.

Staff Lead: Philip Cooper, Communications Manager (philip.cooper@nanaimo.ca)

2012: Draft communications policy and strategy and present to Council for consideration.

2013-2015: Communicate and train on policy and strategy. Implement policy and strategy.

Update (as of December 31, 2012): A draft Communication Plan has been developed and provided to Members of City Council. A formal presentation of the policy is scheduled February 2013.

Update (as of March 31, 2013): A draft of the Communication Plan was presented to Council at a Committee of the Whole meeting on March 4th. Public feedback on the draft was collected through the month of March.

Update (as of June 30, 2013): Public feedback on the draft Communication Plan has been collected and a final draft of the Plan has been prepared. The Communication Plan will be presented to Council on July 22, 2013. Once approved, Staff will communicate and provide training on policy and strategy.

Update (as of September 30, 2013): The Communication Plan was presented to Council and approved on July 22, 2013. Staff are in the process of implementing the strategies identified in the Communication Plan.

Complete

Click here for City of Nanaimo Communication Plan

 

5. Explore options for “Town Hall Meetings”.

Staff Lead: Philip Cooper, Communications Manager (philip.cooper@nanaimo.ca)

2013: Develop options. Draft report for Council outlining options for town hall meetings, advantages and disadvantages of each, and how town hall meetings would assist with policy making. Implement any option approved by City Council.

Update (as of December 31, 2012): Council has directed Staff to proceed with public participation and engagement on the budget by scheduling a town hall meeting that would also allow electronic participation.

Update (as of March 31, 2013): The first e-Town Hall Budget Meeting was conducted on March 25th and was considered to be a very successful format for engaging the public.

Update (as of June 30, 2013): Due to time restrictions, there were a number of questions that were not able to be asked and answered during the City's first e-Town Hall meeting. Staff provided a report to Council with responses to these questions. The City has been short-listed for an Institute of Public Administration of Canada Award for Innovative Management as a result of the e-Town Hall session. Other opportunities for e-Town Hall meetings will be explored and a report outlining these opportunities will be provided to Council in Fall 2013.

Update (as of September 30, 2013): The City received two awards for the e-Town Hall budget meeting held in March 2013. We were awarded a Bronze in Innovation Management by the Institute of Public Administration of Canada and received the Spirit of Innovation Award for best IT application showcase by the Municipal Information Systems Association of BC. Further e-Town Hall meetings are being considered and will include an e-Town Hall meeting on the budget early in January 2014.

Update (as of December 31, 2013): Held e-Town Hall meeting on establishment of passenger ferry to Vancouver. An e-Town Hall meeting on the budget will be held early in January.

Update (as of March 31, 2014): Opportunities for hosting e-Town Hall events continue to be explored. The policy for e-Town Hall meetings will be prepared and presented to Council for approval in April.

Update (as of June 30, 2014): Policy for e-Town Hall meetings was approved by Council on April 7, 2014. The next step is to implement the policy.

Complete

Click here for Council policy on Hosting of e-Town Hall Meetings

6. Adopt a Public Service Excellence Program.

2013: Explore program models. Develop report for City Council recommending preferred approach in Fall 2013.

2014: Develop RFP for any external consulting services. Issue RFP and select consultant.

2015: Adopt or develop Public Service Excellence Program.

Update (as of September 30, 2013): Research into program models and the development of a report to Council with options and recommendations has been delayed until 2014 due to staff capacity issues.

Update (as of December 31, 2013): Research program models and develop a report to Council with options and recommendations in Fall 2014.

Update (as of March 31, 2014): Research program models and develop a report to Council with options and recommendations in Fall 2014.

Update (as of June 30, 2014): Research program models and develop a report to Council with options and recommendations in Fall 2014.

Update (as of September 30, 2014): Researched program models and drafted a report for Council on options for a Public Service Excellence Program. Report scheduled to go to Council post-election.

7. Continue to facilitate change and overall development, and take action steps to be a catalyst for investment in the City's future.

Staff Lead: Dale Lindsay, Director, Community Development (dale.lindsay@nanaimo.ca)

2012-2015: Development Process Review Committee to continue to consider ways in which to cut red tape for development process.

Update (as of December 31, 2012): A development Forum was held in December 2012 to review achievements and to receive input for the 2013 work plan. Additional input was received through a ThoughtStream survey process.

Update (as of March 31, 2013): The Development Process Review Committee has been meeting bimonthly to review and make recommendations relating to development processing.

Update (as of June 30, 2013): The Development Process Review Committee (DPRC) continues to meet bimonthly to review and make recommendations relating to development processing. City staff are working with SSS Manhao International on an agreement to sell City owned land for the development of a conference centre hotel. Agreement with SSS Manhao International to be finalized and Notice of Disposition prepared in July 2013. Development Cost Charge (DCC) rates to be reviewed by DPRC in August 2013.

Update (as of September 30, 2013): Council approved the sale of the property at 100 Gordon Street for the development of a new hotel. Talks are ongoing in relation to a passenger ferry service to Vancouver. The Mayor met with the Calgary Mayor and others with a view to expanding business opportunities between Calgary and Nanaimo. Next steps with the hotel include removal of the conditions precedent, consideration of the application for tax exemption and approval of a Development Permit. Staff will continue in discussions with the proponents of the fast ferry passenger service. Development Process Review Committee meetings are continuing.

Update (as of December 31, 2013): The Sale of 100 Gordon St. has now been completed and the associated Development Permit for a Hotel has been approved. Talks are ongoing with respect to a passenger ferry service to Vancouver. The Development Process Review Committee (DPRC) hosted a developer's forum in December 2013 to obtain input on developing in Nanaimo. Issuance of the Building Permit for the Hotel at 100 Gordon is anticipated for early in 2014 with construction scheduled to commence in the Spring. Talks are to continue with respect to the ferry service. DPRC meetings are continuing in 2014.

Update (as of March 31, 2014): A building permit application has been received for the Hotel at 100 Gordon Street. Council has approved in principle a lease for a passenger ferry service. The Development Process Review Committee (DPRC) has incorporated feedback from the December 2013 Developer's Forum into their 2014 work plan. Issuance of the Building Permit for the Hotel at 100 Gordon is anticipated to be completed in the near future with construction scheduled to commence in the Spring. Talks are to continue with respect to the passenger ferry service. DPRC meetings are continuing in 2014.

Update (as of June 30, 2014): The lease agreement has been signed with Island Ferry Servies Ltd (IFSL). The Development Process Review Committee (DPRC) made recommendations to improve processing time relating to park dedication and endorsed changes porposed by staff to make the Development Variance Permit (DVP) review process more efficient. The proposed changes were approved by Council. In accordance with IFSL lease agreement, Staff is taking steps to prepare for rezoning and servicing of the site. DPRC meetings are continuing. Issuance of the Building Permit for the Hotel at 100 Gordon is anticipated to be completed in the near future.

Update (as of September 30, 2014): Tender issued for environmental and demolition work for 1 Port Drive.  Public hearing held for Hilton Hotel.  Rezoning completed for Island Ferry Services Ltd (IFSL). In accordance with the ISFL Agreement, Staff is taking steps to prepare for servicing of the lease site.  Awaiting building permit information for VICC Hotel.  Development Process Review Committee meetings are continuing.

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