Quarterly Council Update presentation given by City Manager, Scott Hildebrand, at the April 15, 2013 regular council meeting.

1. APRIL 2013

2. Agenda
 Roadmap for Growth
 Budget
 People
 Growth
 Infrastructure

3. ROADMAP FOR GROWTH

4. ROADMAP FOR GROWTH
Number of Green Projects 30 48%
Number of Yellow Projects 4 6%
Number of Red Projects 6 10%
Number of Black Projects 22 35%
62 100%
83% complete or on track….up from 75%

5. ROADMAP FOR GROWTH
• Roadmap Completion planned for 2014
• Meeting with Council is planned to reprioritize
our Roadmap and ensure we are aligned
• 4 initiatives considered yellow(behind) in the
roadmap
• 6 initiatives considered red(delayed) in the
roadmap

6. BUDGET UPDATE

7. 2013 BUDGET - UPDATES
• Financial Statements update
 2010 is complete and with the Province
 2011,2012 will be completed in 2013
 We will be back on track going forward
• 2013 Budget Review Process:
 April Month End – Due May 7th
 June Month End – Due July 8th
 August Month End – Due Sept. 9th
 September Month End – Due Oct. 7th
 October Month End – Due Nov. 7th
• June start planning for 2014 budget

8. 2013 BUDGET- $600,000 CHALLENGE
• We were challenged with finding an additional
$600,000 from the budget, specifically in labour
with a focus on Protective Services
• We have successfully met Council’s request and the
mix of the reductions are as follows:
Departments Percentage
Total Protective Services 58.98%
Total Other Departments 41.02%
*mix of $600,000 cost savings

9. 2013-2014 BUDGET TARGETS
Budget Efficiencies and Revenue
• 2013 Continuous Improvement Project
• As we have done now for 2 years, every
department is tasked to find sustainable efficiencies
and / or revenue where possible
• Departments are aligned to “find a better way”
and constantly be looking for efficiencies and
improvements across the organization

10. PEOPLE

11. PEOPLE - SAFETY
Mission Zero Program
• Safety continues to be the #1 agenda item at all
Department Head meetings
• Safety awareness and visibility across the
organization has significantly increased over the last
few years
• Safety results to date are headed in the right
direction
• Our 2013 goal for LTIFR (Lost Time Injury Frequency
Rate) is 3.6

12. PEOPLE - SAFETY
Safety Focus – Mission Zero Program

13. PEOPLE - SAFETY

14. PEOPLE - PERFORMANCE
2013 Scorecard
• We will be launching a City of Brandon
scorecard in Spring of 2013
• You can’t manage what you can’t measure
• Key metrics by department
• Corporate metrics such as safety, OT and sick
time
• Road Map for Growth progress
• Monitored and reviewed monthly and shared

15. PEOPLE

16. PEOPLE – SICK TIME / OVERTIME

17. PEOPLE – SICK TIME / OVERTIME
• Sick time continues to be a priority for the Department
Head group and me
• We have been focused on the departments with the
largest opportunities for improvement
• I am happy to report that we are seeing significant
improvements in our sick time versus last year, specifically
in Fire, E911, Fleet and Treasury*
• These metrics will continue to be monitored through
our scorecard and any issues will be investigated and
dealt with appropriately
• Overtime year to date has been well controlled across
the organization and currently favourable to budget

18. PEOPLE – SICK TIME / OVERTIME

19. PEOPLE - UNION UPDATES
• Transit - Just completed an arbitration hearing
regarding guaranteed hours for temp
operators (There are several other outstanding grievances that
we are working through)
• Fire - Interest arbitration pending
• E911 - Interest arbitration pending
• Police - No outstanding issues
• CUPE - No outstanding issues. Negotiations begin
at the end of 2013

20. GROWTH

21. GROWTH – HOTEL TAX
• Implemented by the City of Brandon in July, 2012
• Q3 2012 - $214,770
• Q4 2012 - $173,670
• First event funding application was approved by Council
on November 19th in the amount of $25,000
• % of collections issued as event funding – 6.5%
• Given that it’s a new process, everything went very
smoothly in 2012
• We continue to adjust the process to make things better
• Work continues on developing the Capital Funding
Matrix in 2013 and getting the word out to event
organizers

22. GROWTH – AFFORDABLE HOUSING
STRATEGY
• The demographic / housing data has been
updated
• Input has been sought from not for profit
organizations involved in affordable housing
• Input has been sought from the for profit
development community
• Recommendations are being formulated
• We will have the strategy before Council in June
2013

23. GROWTH – ECONOMIC DEVELOPMENT
STRATEGY
• An advisory group comprised of local business
people has been assembled to guide the updating
of the Economic Development strategic plan
• Initial areas of strategic focus have been identified
• Background research has been completed
• Best practices for engaging the business community
in the development of the strategy have been
researched
• This will be a key initiative in the upcoming months
and will see a focused effort devoted to completing
the strategy, targeting a Sept 2013 completion date

24. INFRASTRUCTURE

25. INFRASTRUCTURE – CITY PROJECT
PLANNING
Initial Brainstorming
• Airport upgrades
• Bridges – 18th Street and 8th Street
• North Hill water and sewer lines
• Future development opportunities North and South
• Indoor recreation complex
• Water plant
• Roads
• Water and sewer
• Overland flooding
• Other ideas

26. INFRASTRUCTURE – SNOW CLEARING
• It has been a long tough winter both on our streets and
sidewalks as well as our budget
• We may have to use our snow clearing reserve in the
Fall if necessary
• The two recent heavy snowfalls and our quick response
was costly
• Public Works will be evaluating how responses for large
snow storms are conducted in the future utilizing
private contractors
SNOW REMOVAL & SANDING 2013 BUDGET
Account Actuals Budget
$ 811,474.81 $ 903,086.00

27. INFRASTRUCTURE – WASTE WATER
TREATMENT PLANT
• All seven contracts have been awarded and are
underway
• An eighth contract will be issued to wrap up the
project in the near future
• It is estimated that 85%+ of the construction has
been completed
• The completion date continues to be on target for
September 2013
• Currently, the upgrade is approximately $2M under
budget without any considerations for allowances

28. INFRASTRUCTURE – PLANNING
Brandon & Area Planning District Growth Strategy
• Community Workshop held on January 29th, 2013
• Background report completed
• In process of completing land analysis within Brandon
Fringe Area
• Land analysis will lead to three growth scenarios for
Steering & Technical Committee discussion
• Anticipated project completion for approval by
Sept/Oct 2013

29. INFRASTRUCTURE – PLANNING
North Brandon Gateway Secondary Plan
• Community Workshop held on January 24th, 2013
• Option Plans Completed
• Residential Landowner meeting held on March 27th, 2013
• In process of refining preferred option plan and density
calculations
• Final open house anticipated to be completed in August
• Anticipated project completion for approval by Sept/Oct
2013

30. INFRASTRUCTURE – PLANNING
Southwest Brandon Secondary Plan
• Initial landowners meeting completed on March 14,
2013
• In process of completing background report and
infrastructure analysis
• Initial community workshop anticipated for mid-June
• Anticipated project completion for approval by
Sept/Oct 2013

31. INFRASTRUCTURE – PLANNING
Planning Department Public Outreach in 2013
• North Gateway Secondary Plan Community Workshop: January
24th, 6-8pm at Discovery Centre
• Growth Strategy Community Workshop: January 29th, 6-9pm at
Park Community Centre
• Public Outreach Policy Open House: February 20th, 5-7pm at City
Hall
• Southwest Brandon Secondary Plan Landowners Meeting: March
14th, 5-6pm at Planning Office
• Urban Design & Landscape Standards Community Workshop:
March 21st, 6-8pm at Discovery Centre
• (Upcoming) - Secondary Suites/Boarding House Open House:
April 25th, 6-8pm at Discovery Centre

32. INFRASTRUCTURE - SANITATION
• Launch of our new Organic Curbside Collection Service
will be April 30th (Date may change depending on weather)
• As of today we have a total 1167 participants
• We have received 5 trailer loads of new containers
• Staff will be assembling containers in the coming weeks
• Distribution of containers to residents will occur in the
near future
• Public information and signup opportunities are being
held
*April 16 City Hall foyer 7pm to 8pm
*April 21st Earth day, at City Hall at noon

33. INFRASTRUCTURE – BRANDON INN
• Demo permit has been issued for Real Estate Board
building (funded by Renaissance Brandon) and should
receive the Brandon Inn demo permit today
• Equipment arriving at site over next few days
• Safety fencing is being erected, fencing will close
public sidewalk on 9th Street from south end of
property (at Princess Ave) to barber shop entrance
and west lane way will also be closed, public sidewalk
along Princess Ave will remain open
• Barbershop will remain open with the exception of a
few days for safety concerns
• Arrangements have been made for garbage
collections in back lane between 9thand 10th Street

34. QUESTIONS?

35. APPENDIX

36. INFRASTRUCTURE – SPRING FLOOD
 Based on the Province’s Spring Flood Outlook issued on
April 10th, Brandon can continue to anticipate river levels
similar to 2009
 As such, the City of Brandon continues to prepare for an
unfavourable level of 1,174.2 feet above sea level
measured at 1st Street.
 In comparison, the City of Brandon’s flood of record in 2011
peaked at 1,182.89 feet above sea level measured at 1st
Street.
 It is important to remember that we have seen levels in
the neighbourhood of 1,174 feet on the river 5 times since
1995.

37. INFRASTRUCTURE – SPRING FLOOD
 The City anticipates seeing water in recreation areas along
the Assiniboine River and may have to close storm sewer
outflows and locate pumps to manage melt and rain water
 We have 10,000 sandbags filled and in stock ready to go if
required
 The Province of Manitoba has indicated that the
Shellmouth Reservoir is at historically low levels
 The Province remains committed to the installation of a
single row of super sandbags and aqua dam protection on
1st Street and 18th Street if needed