A User's Guide to the City of Barrie's Department Performance Plans
Contents
1. Change form for approval The purpose of the Service Level Change form is to provide detailed information regarding a change in program direction or a change in staff complement levels The City of Service Level Change Form BARRIE 2014 Business Plan Program Details Frogram Tide t biling fes i Details about the source of the Service Level Change are provided in the Program Details section see F If there Postion Tide Division Community ano Corcorpis Sevines DECEIT Finance 5 is a complement impact it would be described here Desenrert cose 10 2202 Cemelemertimesct 9 PTE cotiss g Salary Satoutster Financial details included in a Service Level Change describe both the anticipated costs and benefits see G Durstion Salac WTewcvary scesity ousi g The Net Impact figure shows the cost or revenue impact Funding Impact Cost Arrusliseotilre soecily ouster g this program change would have on the City s budget Sperating Service Impacts see H describe the difference between current services and or service levels and the services and or service levels that are anticipated to be produced if the change is approved This section helps provide context for the Business Case see I Salaries sno Berefns Maneriae 399 Suoctes Furorsses Servis Cacivl Cempumr Boviemert oOo eon aww Facilites Mios Fries Stherieg Commuricstion Sracegies Wecske Develsemert azz2. and the provision of of customer service This service also monitors the assessment base and works closely with MPAC and other City Departments to ensure that new assessment is added to the roll as quickly as possible Corporate Finance and Accounting me Firgr oe ana Scocucting Saving aulas arercideracaly S23 cf re Decarrarts cencuroes peere wa fells ing fir arcishinforeraiicr im midre aecisise waving Berus cueget aro fiver ciel rarageman iming verideal siting cclesting cee 209 irvcizes The City of BARRIE Q Departmental Functions Every Performance Plan starts with a general description of the department s structure and functions see A This informs the reader what products and or services are available from the department More detailed information about the department s products and services are also provided see B From reading these details you should develop an understanding of the type of work that is performed and how the department s resources are applied to produce them Key Department Objectives Every department has a series of objectives that guide its work see C These are useful to read because they help establish expectations for what the department is trying to achieve They also provide context for assessing reported results Typically the objectives will not change from year to year If you read the key departmental objectives you should be better able to und
3. that builds on experimentation practical experience and consensus about what is relevant and significant Council s feedback is encouraged to ensure future reports include information that offers the best opportunity to illustrate whether or how much progress is being made toward achieving its strategic priorities The City of BARRIE 461 Performance Plan 2014 The City of BARRIE Deparment Finance Departmental Overview The Finance Department provides four services corporate finance and accounting purchasing taxation and water and wastewater billing The corporate finance and accounting service includes the development and recommendation of strategies to address shart and long term financial objectives of the City the coordination and preparation of operating budgets ensuring compliance with PS 3130 Accounting for Tangible Capital Assets funds investment banking and audit arrangements preparation of intemal and statutory financial reporting and perfomance measurements payroll services and accounts payable The purchasing service includes management of the corporate procurement function by ensuring the procurement process continues to be transparent fair and accountable and in compliance wath the City s Procurement Policy and by assisting corporate departments in acquiring the goods and services required to deliver their services The revenue service includes the billing and collection of property taxes water and wastewater charges
4. to the properly tex account if necessary Some municipalities ars charging a final mater razoing fee however it is through thei hydro previer whe tills water services on thai behalf Oskville charges 20 per reading thay sre nct uillicing sr ANII system Toronto charges S16 per reading sro some areas cf Torento are utlizing the Ahil system Other municicslities incluoe this in their res account fee or soministative fee for which those fees sre much higher in comparison to Barrie s wster naw sccount fee of 29 Estimated revenve cf 60 000 b bases on Implementation in April cf 2014 to allow sufficient time for configuration process oevelzemant and public communicsiicn Annuslizes revenue is expected to d 89 001 bill thatis cut ide the Details GL Description is 01 10 1202 0900 8500 Fees and Services 80900 01 19 1202 0900 8602 Trst to kom ster Operations 20 000 Trst totom Sewer Operations 20 000 2688 0900 6005 Corporate Support 20 000 91 18 2758 0909 6008 Corporate Support 91 18 2648 0003 4502 Transfer to Water Rasare 91 18 2759 0900 4801 j Transfer to Wastewater Reserve Enterprise Service pept Service General Futlic Trans action Wate ano Wastewater Billing Serviog Dept Service S Dept Service 0 009 199 Total 0 999 The City of he Business Case section summarizes the essential financial
5. 0 The City of BARRIE Major Initiatives Issues Every Performance Plan describes initiatives that involve significant collaboration either between other departments or with external stakeholders that could influence its actual results see D This section could provide information about factors affecting planned results and or additional information about what specifically the department plans to do to achieve its objectives within the next few years Key Performance Indicators Performance indicators are reported for every departmental objective included in the performance plan see E The purpose of reporting these indicators is to provide plausible evidence based information to support assessments about progress toward planned results However these indicators cannot and they are not intended to conclusively prove that actual results are are not meeting expectations The indicators reported in a performance plan are selected from a range of data managers use to guide their programs and services Generally indicators that describe outcomes i e the consequences of a program or service and outputs i e the service level provided are preferable for this form of reporting over inputs i e the amount of resources consumed or efficiency i e the cost per unit of service provided Staff anticipate the number and type of indicators included in a performance plan to evolve With more experience
6. A User s Guide to the City of Barrie s Department Performance Plans The City of BARRIE 460 Introduction The City of Barrie s 2014 Business Plan presents details about how the City will use the resources under its control to deliver planned services and service levels As an aid to understanding these changes the following pages offer a description of one of the document s key components the Department Performance Plan A Department Performance Plan includes three standard elements 1 A Performance Summary this includes a description of the department s products and services and key performance indicators that can be used to assess results 2 A Budget and Forecast Report to show the current operating budget request in the context of both prior period and anticipated future period results 3 A Base Budget Change Report to highlight significant changes between the prior period actual financial results and current period requested amounts including explanations for any variances greater than 10 000 When a department wants to introduce changes to its base budget it will also include a fourth element a Service Level Change Form This form provides an opportunity to evaluate the merits of the proposed change before it is incorporated into the base budget Overall the Department Performance Plan strengthens control and accountability over the resources entrusted to a department This is an evolutionary process
7. Soecity Subtetal cearating excarcitves 9 External Financing A Soverrerart Sutsigy sa Invessec For Fess amp Charges e000 Oire Raverve Seedy s MOtner ientity securos NetImegctre Tax User Rate 9990 Funding from Other tunicipal Sources Dien Project Coe Parsing Us s es 20909 Varena Us 29039 Tax Pate s Total Aste Succones 93909 Describe in detail Funding Source from External Financing and Other hlunicipal Sources ihlandatory Service Impact 2912 Surrert 2015 Froceses Recovering he cost of gerersting aro cellecing s firal ster tiling Curent s sackicrsl costs Irvrocuoe S15 feete offset aren s custome moves to a raw iocaicr BEEccizeo ith afinal weer cilling ere sostiocal costferfiral tiling y i ret reseveres Enterprise Service Gereral Pulis Tears setier Sarvise 466 Business Case A firsl water biling fee of S18 is being recommended tc recover the operational costs of cresting ano collecting regular biling cycle for those customers that are moving to s new Iocstion Although we can ratrleve the mater reacing thrcugh the AMI system the gecosss still requires Ieaoing cf the data into the scfte sre verifying snd printing the watar bill Ir mest casas copies of the water tills must D gt sent tothe sppropriate lawyers offices for settlement funds cistritution Collection sctivities Inclee issuing reminost arc final netices ano transferring the cubtanding amount
8. and dialogue with both Council and the public about how to assess performance staff expect reporting key performance indicators will change to incorporate lessons learned 463 CITY OF BARRIE 2008 OPERATING BUDGET EXPENDITURES Page 71 i Page 71 CORPORATE SERVICES DIVISION GENERAL MANAGER 01 08 1000 0000 28 Salaries 29 Fringe Benefits ue General Operations 4201 Minor Equipment Total Other p The Department Budget and Forecast Every Performance Plan includes a report describing financial trends A department s operating budget includes two components the base budget and service level changes The base budget includes costs that are expected to carry forward from year to year as they reflect the resources required to deliver existing services and service levels When a department plans to make a significant change to planned services or service levels it would describe these changes separately via a Service Level Change Form If approved the service level change information would be incorporated into the department s base budget in future periods Comparative information about actual costs incurred for each of the preceding two years is provided along with the previous year s budget In addition to the current year s budget forecasts for the next two years are also reported to help the reader put the current year s budget request in a broader context This report is useful for identifying an
9. ers Voss Leng Rage Enaria Pescurce Flarring ERF Davelce desment Growin I adirisi bajor Initiatives As sues mers sith the cusiess infrestrocnrs for a cayiclversactions risical servioes sels CORE roz Suren sro r in sha lorclarrertation cftte Erec s Pez curce Aarrig Syrer Key Performance Indicators Frowcting ano Preserving re asses cHe City 2012 Actual 2013 Plan 2013 Projected 2014 Plan NA HA HA 670 000 Indicator Wirt ue Sasing trom Assassmar hladriz Accurate sro efficiant rerening cf tusiness ara exyrcll vecsactiers Indicator 2012 Actual 2013 Plan 2013 Projected 2014 Plan Secours gaystle cost cer ivzioe gals INV217 5 95 3 25 S440 4 40 Frare sicie cel 205 61 4 NA 70 65 Average onlan soartcar Fecwranarsaction FINVZ 5235 46 s250 5225 S240 Ceatesr cayrel cayman 6 90 6 50 s6 40 6 50 Tir dy tilling ano aanva collection fer ruricipsl serios sei Indicator 2012 Actual 2013 Plan 2013 Projected 2014 Plan 3s of zeceums amrelleo in a crezutrencencaymertctey 23 6 25 25 Tailtaxraoskaclas as a oorge cforertyeathivy 643 60 7 25 70 Cemeakive an ivel rccurerert vcorE Indicator 2012 Actual 2013 Plan 2013 Projected 2014 Plan sir Furnas sreagh a Freorerari 66 6 60 0 75 500 524 500 Ba 500 brna Barsfis ctrencering crocs FRURITD 77 10 8 1
10. erstand the performance indicators reported by the department and use this information to assess how well it is doing Also the key departmental objectives give you a good idea about what the department views as the most important things it is trying to accomplish In any particular year the department may also identify a number of specific objectives that relate either to Council s Strategic Priorities or to significant program deliverables These would be identified in the Strategic Plan amp Other Program Deliverables section see C 462 Tax Water and Wastewater Billing Collection and Customer Service Tre taxation cling collection sro custemer sanio yogiar equbes acerexirataly TH cf ra Depanari rescurses to cekerr tra fellowirg serviva Heroling 20 009 erene srair casee inouites lssusroe sna collection cf 75 039 wrurisicnl crocerty tox cils Tra oste sro wasta ster cilia ara Castors servos Crogram tenuta seere mel TE rf Se Deparment sescuees ie pukem re flowing servings aroling 40 000 chen srair cascr inultes 3 Issuarog sno collection cf 259 909 azr sna a re cib serua Key Departmental Objectives Frzoisa the Ckys ceesing sro sue aigan cresanving Accurme snd efficient econ Tira cilling 379 revenue cells Comestiive soo ively rues Strategic Plan amp Other Program Deliverables eveloomant chana Brise m reflect growth marsgerart cher Esser vecrsris a soriise oaao syeer
11. senes Reserve Funds Licences Permits Application Fees Fines Fees Charges Senice Rentals Other Revenue 21 000 21 000 21 000 21 000 21 000 Total Revenues 21 000 24 000 21 000 21 000 21 000 Ja Net Operating Expense Revenue 446 673 301 554 310 604 315 169 315 169 4 565 T 4 565 7 The Base Budget Change Report Every performance plan also includes a Base Budget Change Report to identify and explain variances between planned and actual costs that are greater than 10 000 The first three columns in this report provide data that matches the information found in the Department Budget and Forecast report see previous page Here the emphasis is on explaining why the requested base budget is significantly different from the actual experience of the prior period If a Performance Plan includes service level changes the financial impact s are included here in the Service Level Change s column The base budget plus the service level change s are added to calculate the 2014 Requested Budget Service Level Changes are presented for approval separate from the base budgets and would only be incorporated into the base budget if they are approved The City of BARRIE 465 Service Level Change Form If a department wants to increase its base budget to include new resources or introduce a new product or service it must present a Service Level
12. service level and resource issues associated with the program change in a manner that gives a reader who is not intimately familiar with the program an understanding of the cost and benefits associated with these plans Specific issues that would typically be highlighted here include Details about complement impact Previous Council approved staff reports Provincial regulations Anticipated performance impacts Relationship to the Strategic Plan Relationship to the capital budget Relationship to growth and development Impacts of this program change on other areas of the corporation if any e g Technology Services support Finance support 467
13. y significant changes to the base budget and for assessing the extent to which actual costs incurred match previously planned levels The City of 464 COMMUNITY AND CORPORATE SERVICES DIVISION General Manager of Community and Corporate Services 2014 Base Budget Change Report 2012 2013 2013 2014 Service 2014 Change in 2014 Change in 2014 Actual Approved Forecasted Base Level Requested Base Budget Requested Budget Expenditures Budget Expenditure Budget Change s Budget to 2013 Forecasted to 2013 Forecasted s Comments EXPENSES Salaries 375 760 252 822 255 343 265 116 265 116 9 773 4 9 773 4 Fringe Benefits 77 815 54 698 58 341 56 053 56 053 2 288 4 2 288 4 Total Salaries and Benefits 453 575 307 520 313 684 321 169 321 169 7 485 2 7 485 2 OPERATING EXPENSES General Operations 14 098 14 734 17 620 14 700 14 700 2 920 17 2 920 17 Minor Capital 300 300 300 300 Hydro Water Sewer Gas Transfers to other Boards Municipalities Agencies Total Operating Expenses before Debenture 14 098 15 034 17 920 15 000 15 000 2 920 asi 2 920 10 Costs and Transfers DEBENTURE COSTS AND TRANSFERS Lease Equipment Property Financial Expenses Transfer to from User Rate Reserve Funds Transfer to Reserves Transfer to Capital Fund Total Debenture Costs and Transfers Gross Expenditures 467 673 322 554 331 604 336 169 336 169 4 565 a E 4 565 Revenues Other Govemment Funding Contribution from Re
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