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Home My WebLink About2024-10-22 Special Council Meeting (Business Planning) Agenda and Reports.pdfSPECIAL COUNCIL MEETING AGENDA Tuesday, October 22, 2024, 9:00 a.m. Council Chambers City Hall, 11995 Haney Place All meetings are hybrid, allowing virtual or in person participation. Pages 1.CALL TO ORDER Territory Acknowledgement The City of Maple Ridge carries out its business on the traditional and unceded territory of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen (qʼʷa:n̓ƛʼәn̓) First Nation. 2.APPROVAL OF THE AGENDA Special Council Meeting Agenda - Business Planning - October 22, 2024 RECOMMENDATION: THAT the October 22, 2024, Special Council Agenda be approved as circulated. 3. 2025 Business Planning – Department Presentations 3 3.1 Corporate Overview Scott Hartman - Chief Administrative Officer 3.2 Building Services Walter Oleschak - Director of Engineering Operations 3.3 Bylaw, Licensing & Community Safety Michelle Adams - Director, Bylaw, Licensing & Community Safety 3.4 Economic Development Tyler Westover - Director of Economic Development 3.5 Engineering Steven Faltas - Director of Engineering 3.6 Engineering Operations Walter Oleschak - Director of Engineering Operations 3.7 Finance Trevor Thompson - Director of Finance (CFO) 3.8 Fire Department & Emergency Program Dave Samson - Interim Fire Chief 3.9 Human Resources Michelle Lewis - Executive Director Human Resources 3.10 Information Technology Patricia Sagert - Chief Information Officer 3.11 Legislative Services Carolyn Mushata - Director, Legislative Services and Corporate Officer 3.12 Facilities, Parks & Properties Valoree Richmond - Director, Facilities, Parks & Properties 3.13 Planning James Stiver - Director, Building, Development and Planning 3.14 Ridge Meadows RCMP Wendy Mehat - Officer in Charge 3.15 Recreation Services Cidalia Martin - Director, Recreation Services 3.16 Strategic Development, Communications & Public Engagement Zvi Lifshiz - Director, Strategic Development, Communications & Public Engagement 3.17 Q3 Strategic Plan Update Dan Olivieri - Manager, Corporate Planning & Consultation 4.ADJOURNMENT Page 2 of 6 October 22, 2024 - Special Council Meeting Page 1 of 1 2025 Business Planning – Department Presentations Recommendation: THAT the report be received for information. Report Purpose and Summary Statement: The purpose of this report is to update Council on accomplishments achieved as of Quarter 3 2024. Previous Council Action: July 23, 2024 - Council approved Business Planning Guidelines to provide staff with direction for the development of the 2025-2029 Financial Plan. Financial Impact: There is no direct financial impact resulting from this report. However, the report is an early step in the public process for building the 2025-2029 Financial Plan. Funding Source: No funding sources are identified as a result of this report. Strategic Alignment: Governance & Corporate Excellence Climate Impact: There is no direct climate impact resulting from this report. Communications: The 2025 business planning process has already engaged the public by way of the 2024 Citizen Survey. A second, broader round of engagement will be taking place from October 22 to November 3. Applicable Legislation/ Bylaw/Policy: The culmination of the 2025 business planning process is the adoption of the 2025-2029 Financial Plan Bylaw and, subsequently, the 2025 Tax Rate Bylaw. Page 3 of 6 October 22, 2024 - Special Council Meeting Page 1 of 3 To: Mayor and Council File number: [1700.01 ] 2025 Business Planning – Department Presentations BACKGROUND: 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 2025-2029 cycle follows a comprehensive framework, initiating with departmental overviews and notable achievements from 2024. In December, we will build off department presentations and address proposed service enhancements, strategic capital projects, foundational initiatives, and Objectives and Key Results (OKRs) in alignment with Council goals. The current phase involves engagement to gauge how the public would allocate the City’s budget. Council will receive a budget, informed by community input, for deliberations in December. The budget will be reflective of external pressures such as inflation, contract increases, and labour cost escalation. This process leads to the adoption of the Financial Plan in January. ANALYSIS: Discussion: The department presentations conducted as a result of this report provide Council and the public with a comprehensive overview of each department, including staff complement, key achievements in 2024, ongoing continuous improvement efforts, and the primary challenges facing each department. These presentations offer valuable insights into the operational landscape, highlighting both successes and areas requiring attention as part of the broader financial planning process. The key dates in the business planning process are: - October 22 to November 3 – Public Engagement - December 2 & 3 – Budget Overview & Strategic Work Plan Presentations - December 9 & 10 – Council Deliberations on the Proposed Financial Plan Public Engagement: The public will be engaged using the City’s new engagement platform powered by Social Pinpoint. Using a new tool, residents will be asked to allocate funding to the various service areas across the organization. Engagement on allocation of the City budget will be conducted from October 16 to 30. The City also welcomes any-time input on the current and future budgets by: - email at budget@mapleridge.ca - Facebook or X feeds @YourMapleRidge using #BudgetMR Strategic Alignment: The development of the Financial Plan is a core component of strong governance, as articulated in the Council priority of Governance & Corporate Excellence. Page 4 of 6 October 22, 2024 - Special Council Meeting Page 2 of 3 Financial Impact: There is no direct financial impact associated with this report. However, it is an early step in the public process for developing the 2025-2029 Financial Plan. The report provides both the public and Council with insights into the work completed by each department so far in 2024, as well as highlighting the challenges anticipated in the coming years. While it does not commit any funds, it offers a snapshot of the current situation and the factors that will influence future financial planning decisions. Applicable Legislation/Bylaw/Policy: The 2025 business planning process ultimately leads to the adoption of two key bylaws that shape the City's financial direction. The first is the 2025-2029 Financial Plan Bylaw, which outlines the City's strategic financial priorities over the next five years, including the allocation of resources, capital projects, and operational expenditures. Once this long-term plan is in place, the next step is the adoption of the 2025 Tax Rate Bylaw, which determines the specific tax rates for the upcoming year. These bylaws are the culmination of extensive planning, consultation, and analysis, ensuring that the City's financial policies are aligned with both short-term needs and long-term goals, while providing transparency and accountability to the public. CONCLUSION: Department presentations represent the formal kick-off of the public process for 2025 business planning. Prepared by: Dan Olivieri, Manager of Corporate Planning & Consultation Page 5 of 6 October 22, 2024 - Special Council Meeting Page 3 of 3 Report Approval Details Document Title: 2025 Business Planning - Department Presentations.docx Attachments: Final Approval Date: Oct 17, 2024 This report and all of its attachments were approved and signed as outlined below: Trevor Thompson, Chief Financial Officer Zvi Lifshiz, Director Strategic Development, Communications & Public Engagement Scott Hartman, Chief Administrative Officer Page 6 of 6