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Home My WebLink About2023-12-12 Council Workshop Agenda and Report.pdfCity of Maple Ridge COUNCIL WORKSHOP AGENDA December 12, 2023 9:00 AM Virtual Online Meeting including Council Chambers The purpose of the Council Workshop is to review and discuss policies and other items of interest to Council. Although resolutions may be passed at this meeting, the intent is to make a consensus decision to send an item to Council for debate and vote or refer the item back to staff for more information or clarification. The meeting is live streamed and recorded by the City of Maple Ridge 1.CALL TO ORDER 1.1 Territory Acknowledgement The City of Maple Ridge carries out its business on the traditional and unceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen (qʼʷa:n̓ƛʼәn̓) First Nation. 2.APPROVAL OF THE AGENDA 3.UNFINISHED AND NEW BUSINESS 3.1 20242028 Business Planning Staff report dated December 12, 2023. 3.2 Introduction and Welcome • Scott Hartman, Chief Administrative Officer 3.3 Department Presentations Administration • Scott Hartman, Chief Administrative Officer Building • JoAnne Roosen, Business Transformation Manager Bylaw, Licensing & Community Safety • Michelle Adams, Director of Bylaw, Licensing & Community Safety Economic Development • Tyler Westover, Director of Economic Development Engineering • Jatinder Khaira, Manager of Engineering Design & Construction Engineering Operations • Walter Oleschak, Director of Engineering Operations Finance • Trevor Thompson, Director of Finance Fire & Emergency Program • Dave Samson, Fire Chief Human Resources • Michelle Lewis, Director of Human Resources Information Technology • Patricia Sagert, Director of Information Technology Legislative Services • Carolyn Mushata, Director of Legislative Services Parks, Facilities & Properties • Valoree Richmond, Director of Parks, Facilities & Properties Planning • Marlene Best, Interim Director of Planning Police Services • Allison MacRae, Senior Manager of Police Services Recreation Services • Cidalia Martin, Director of Recreation Services Strategies Development, Communications & Public Engagement • Zvi Lifshiz, Director of Strategic Direction, Communications & Public Engagement 4.ADJOURNMENT NOTE CHAN*E IN TIME City of Maple RidgeCOUNCIL WORKSHOP AGENDADecember 12, 20239:00 AMVirtual Online Meeting including Council ChambersThe purpose of the Council Workshop is to review and discuss policies and other items of interest toCouncil. Although resolutions may be passed at this meeting, the intent is to make a consensus decisionto send an item to Council for debate and vote or refer the item back to staff for more information orclarification. The meeting is live streamed and recorded by the City of Maple Ridge1.CALL TO ORDER1.1 Territory AcknowledgementThe City of Maple Ridge carries out its business on the traditional andunceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen(qʼʷa:n̓ƛʼәn̓) First Nation.2.APPROVAL OF THE AGENDA3.UNFINISHED AND NEW BUSINESS3.1 20242028 Business PlanningStaff report dated December 12, 2023.3.2 Introduction and Welcome• Scott Hartman, Chief Administrative Officer3.3 Department PresentationsAdministration • Scott Hartman, Chief Administrative Officer Building • JoAnne Roosen, Business Transformation Manager Bylaw, Licensing & Community Safety • Michelle Adams, Director of Bylaw, Licensing & Community Safety Economic Development • Tyler Westover, Director of Economic Development Engineering • Jatinder Khaira, Manager of Engineering Design & Construction Engineering Operations • Walter Oleschak, Director of Engineering Operations Finance • Trevor Thompson, Director of Finance Fire & Emergency Program • Dave Samson, Fire Chief Human Resources • Michelle Lewis, Director of Human Resources Information Technology • Patricia Sagert, Director of Information Technology Legislative Services • Carolyn Mushata, Director of Legislative Services Parks, Facilities & Properties • Valoree Richmond, Director of Parks, Facilities & Properties Planning • Marlene Best, Interim Director of Planning Police Services • Allison MacRae, Senior Manager of Police Services Recreation Services • Cidalia Martin, Director of Recreation Services Strategies Development, Communications & Public Engagement • Zvi Lifshiz, Director of Strategic Direction, Communications & Public Engagement 4.ADJOURNMENT ~ Maple Rid(!e - TO: His Worship Mayor Dan Ruimy and Members of Council MEETING DATE: December 12, 2023 FILE NO: FROM: Chief Administrative Officer MEETING: Workshop SUBJECT: 2024-2028 Business Pl anning EXECUTIVE SUMMARY: The City's annual business planning process is a crucial exercise aimed at aligning budgets and work plans with Council's strategic vision for the next five years. The 2024-2028 cycle follows a comprehensive framework, initiating with departmental overviews and notable achievements from 2023. In January, we will build off Core Services presentations and address proposed service enhancements, strategic capital projects, foundational initiatives, and Objectives and Key Results (OKRs) in alignment with Council goals. The next phase involves public engagement to gauge support for proposed initiatives early in the New Year. Council will receive a budget, informed by community input, for deliberations in February. The budget will be reflective of external pressures like labour negotiations and new housing legislation. This process leads to adoption of a Financial Plan in March. RECOMMENDATION: For information. DISCUSSION: a) Background Context: Approach & Starting Point The City's annual business planning process is a crucial exercise that aims to align City budgets and work plans with overall strategic direction. Essentially, it involves creating an implementation plan to allocate municipal resources strategically, working towards the community's vision over the next five years . Figure 1 -Business Planning Approach 3606605 The approach for the 2024-2028 business planning cycle is based on a comprehensive framework, illustrated in Figure 1. As a first step in the process, and starting from the foundation of the framework, departmental overviews of core services, and the many notable achievements from 2023, will build out the picture for the direction in which the City is moving in 2024. Page 1 of 3 In January, staff will build out the framework with a roadmap for how we will deliver on Council's Strategic Priorities in addition to maintaining services for the community. Presentations will build from the bottom of the pyramid in Figure 1, to the top. Starting from Core Services, staff will provide an overview of the factors impacting the City's budget, such as inflationary pressure from expected labour contract updates, increases to contracted service costs, as well as renewal costs for enterprise software. Moving from operational to strategic items, and up the approach framework, presentations will identify: • Proposed enhancements to existing services from the lens of each of Council's Strategic Priorities. These include additional staff and programs that align with, and enable, progress. • Strategic capital projects that advance Council's Strategic Goals. • Foundational projects that are key to planning, positioning and readying the City for future growth and ensuring alignment with evolving Provincial legislation. • Objectives and Key Results (OKRs) initiatives that drive specific outcomes related to Council's Strategic Goals, as approved at the Council Workshop meeting of October 10, 2023. Next Steps The subsequent step in the business planning process, as noted in Figure 2, involves public engagement early in the New Year to gauge support for proposed initiatives. Council will consider this input during budget deliberations in February. At that time the City will have greater certainty on external pressures impacting the budget, such as labour negotiations and the impacts of new housing legislation. This will lead to presentation and adoption of the Financial Plan shaped by community feedback in March. December Core Services Presentation • • Early January 2024 Budget & Strategic Direction Presentation Late January 2024 Budget Engagement Period • • February 2024 Budget Deliberations March 2024 Adoption of the Financial Plan • Figure 2 -Business Planning Timeline 3606605 Page 2 of 3 CONCLUSION: The City's business planning process, guided by public engagement and Council's Strategic Priorities, sets the stage for the 2024 budget. Prepared by: Approved by: Dan Olivieri Manager of Corporate Planning & Consultation ,rector of Strategic Development, Communications and Public Engagement #~5 Concurrence: Scott Hartman Chief Administrative Officer 3606605 Page 3 of 3