Presentation of Service Information – Pilot Project

Recommendation:
  1. That section 125 of Bylaw 12300, Procedures and Committees Bylaw be suspended so Councillors may only ask one round of questions per department or external agency presentation.
  2. That Councillors forward questions they would like to see addressed in the 2003 – 2005 departmental business plans and 2003 Budget process to the Office of the City Clerk by September 27, 2002.
  3. That the following report be received for information.

Report Summary

  • The presentation of service information provides an opportunity for Council to review departmental service provision and issues prior to finalization of the department business plans and budget.
  • As a pilot project to enhance the business planning and budget process, Council will assess the effectiveness of the service presentations at the end of this year’s review of the business plans and civic budget.

Previous Council/Committee Action

On June 18, 2002, City Council passed the following motion:

  1. That the standing committees meetings for September 23, September 24 and September 25, 2002, be held from 9:30 a.m. to 12:00 Noon.
  2. That a Special City Council meeting be held on September 23, September 24 and September 25, 2002, from 1:30 p.m. to 5:30 p.m. in Council Chamber.
  3. That the following be used as a pilot project for enhancing the 2003 Budget and 2003 – 2005 departmental business planning processes:

a)Departments would make a presentation to City Council at the Special City Council meetings as follows:

On September 23, 2002:

Community Services Department

Emergency Response Department

Planning and Development – Licensing, Animal Control, Bylaw Investigation/Enforcement and Parking Enforcement

On September 24, 2002:

Asset Management and Public Works Department

Transportation and Streets Department

On September 25, 2002:

Office of the City Manager

Corporate Services Department

Planning and Development Department – excluding Licensing, Animal Control, Bylaw Investigation/Enforcement, and Parking Enforcement

b)The presentations of the departments would follow the following outline:

i)overview of departmental activities;

ii)financial summary (five year revenue and expenditures

iii)key issues;

iv)service delivery, levels and strategies;

v)service performance measures; and

vi)key capital projects.

c)Council would ask questions and make motions regarding added information or material to be addressed in the department’s 2003 budgets and 2003 – 2005 business plans.

d)That section 54 of Bylaw 12300, Procedures and Committees Bylaw, be suspended to allow the City Manager to introduce the City of Edmonton’s 2003 Budget and 2003-2005 departmental business plans without a motion on the floor.

  1. That the Edmonton Police Service be invited to make similar presentations for Monday, September 23, 2002.
  2. That Economic Development Edmonton and Edmonton Public Library be invited to make similar presentations for Wednesday, September 25, 2002.
  3. That the effectiveness of this pilot project be reviewed with Council as part of the evaluation of the 2003 budget and business planning process.

Report

Civic Departments

  • Council approved on June 18, 2002, a pilot project for the presentation of departmental service information as background to the department business plans and civic budget. Departments have provided service information based on a standard template. (Attachment 1 also contains the presentations provided to Council.)
  • Each general manager will present this service information and respond to Council’s questions. If Council makes motions regarding added information or material, this will be provided in the departmental business plans and budget due for presentation to Council on November 14, 2002.
  • Because the time frame for the presentations, questions, answers and discussions is very limited, Attachment 2 provides a speaking list and time slot for each presentation.
  • The presentation for all services of the Planning and Development Department will occur on September 25, 2002, rather than the split presentations proposed originally.
  • Evaluation of this pilot project will occur after completion of the 2003 Budget.

External Agencies

  • Based on Council’s June 18, 2002, motion, the City Manager invited Edmonton Police Services, Economic Development Edmonton and the Edmonton Public Library to make similar service presentations.
  • Based on an undertaking made at the June 18, 2002, Council meeting, the City Manager also invited the Edmonton Arts Council to make a presentation.

Justification of Recommendations

  1. The available time requires limits on the extent of questions.
  2. Responses to additional questions can be provided in the business plans and budget.

Background Information Attached

  1. Presentation of Service Information – Pilot Project, September 2002

Attachment 1 is not available electronically. A hard copy may be viewed at the Office of the City Clerk.

  1. Presentation of Service Information – Pilot Project Speaking List and Time Slots

(Page 1 of 3)

Attachment 2

Presentation of Service Information – Pilot Project Speaking List and Time Slots

Because the time frame for the presentations, questions, answers and discussions is very limited, the following table is suggested as a guide for speaking list and time slot for each presentation.

DATES / SPEAKING LIST
September 23, 2002
1:30 p.m. to 5:30 p.m. /
  • 1:30 to 2:30Community Services
  • 2:30 to 3:30Emergency Response
  • 3:45 to 4:45Edmonton Police Services

September 24, 2002
1:30 p.m. to 5:30 p.m. /
  • 1:30 to 2:30Asset Management and Public Works
  • 2:30 to 3:30Transportation and Streets
  • 3:45 to 4:15Edmonton Arts Council

September 25, 2002
1:30 p.m. to 5:30 p.m. /
  • 1:30 to 2:30Corporate Services Department
  • 2:30 to 3:30Planning and Development
  • 3:45 to 4:45Economic Development Edmonton
  • 4:45 to 5:15Edmonton Public Library
  • 5:15 to 5:30Office of the City Manager

Attachment 2 - Page 1 of 1