At the Committee of the Whole (CoW) Meeting on Monday, Chief Administrative Officer (CAO) Tracey Vaughan provided her recommendations for implementing the changes and additions proposed by consultant KPMG. As mentioned in a previous post, these changes would cost around $1M and are major changes in structure and ways of working. Tracey delivered her detailed report in time for Monday’s CoW meeting and for 2022 budget deliberations but despite a closed session meeting before the CoW meeting, Council were not ready to discuss it and voted to defer discussion to two more meetings on Thursday October 28: a closed session meeting at 4:00 pm and an open session at 6:00 pm. My quick look at the published draft budget seems to indicate that the proposed changes are incorporated so this discussion would confirm (or otherwise) the new organization plus talk about the proposed change to the way Council is organized around Coordinator roles.
Proposed Organization Chart
Chart details are extracted from the CAO report and the final version could well be different.
You can see a chart of the current organization here.
Click to enlarge chart
- New Director of Legislative Services – presumably Brent Larmer gets to be the new director with new managers of By-Law Enforcement and Transformation Initiatives plus a new person to look after writing Grants and Policies. Emergency management will move from reporting to the Fire Chief and instead report here.
- The Corporate services department under Ian Davey loses responsibility for the Clerk but gets a new Manager of Procurement.
- A new Manager for the “Office of the CAO” to assist the CAO with administration and some departments like Communications, HR and Economic Development would report here.
- The Planning and Development Department would split the planning function in two: Development Approvals and Long Range Planning. In addition a Deputy Building Official would be hired.
- The Works department would also have a division of work with one new manager of Infrastructure Planning as well as a manager of Capital Projects.
- No changes are proposed for Community Services.
- Some additional non-manager staff would be added: Program Support Financial Analyst, Infrastructure Planning Analyst, Human Resources Analyst and Information Technology Analyst.
- See links below for complete job descriptions of the proposed new staff.
Two options are offered for implementation – both defer hiring the Manager of Transformation Initiatives and Program Support Financial analyst to July 2023 and both estimate tax impact.
- All other staff additions would be effective July 2022 with the exception of the new Director of Legislative services which would be effective Jan 1, 2022. The report states: “The tax rate impacts are currently projected at 1.88% in 2022. However, staff have provided a closed session report to Council that identifies ways to reduce this levy impact in 2022, should they be endorsed by Council.” OR
- All other staff additions would be effective July 2022 with a July 1st start date, except the Infrastructure Planning Analyst (January 2024). The report states: “The tax rate impacts are projected at 1.63% in 2022”.
- More delegation of spending to Staff to reduce having to come to Council so often. Planned for 2022 when Manager of Procurement is hired.
- Pursue funding through Provincial Modernization Fund for E-Permitting project, an HRIS system, a Customer Service Strategy, and support for Asset Management Implementation.
- Consider discontinuing the Council Coordinator role of governance for a committee structure – for possible implementation by the new Council following the 2022 elections.
- Develop an action plan for the implementation of process changes related to the Organizational Review. This would include a work plan for Divisions that will include an annual progress report to Council.
The above will be discussed in detail at the meetings on October 28 – stay tuned at Cobourg News Blog for an update from the Public meeting.
- Organizational Review – implementation Plan – Report by CAO
- Revised KPMG Report (Minor revisions because of input since last version)
- Job Descriptions
Previous Reports on Cobourg News Blog
- Over $1M Tax Increase for Organization changes – 5 October 2021
- Early Look at Organization Review – 17 Sept 2021