REGULAR MEETING OF COUNCIL Monday, July 15, 2019

REGULAR MEETING OF COUNCILAGENDA

Monday, July 15, 2019

7:00 P.M.ROOM 530 – 5th FLOOR – ABBOTSFORD CITY HALL

Pages

1. CALL TO ORDER

2. ADOPTION OF MINUTES

2.1 Regular Council minutes - DATE

2.2 Public Hearing minutes - DATE 3

3. DECLARATION OF PECUNIARY INTERESTS

4. PRESENTATIONS

5. DELEGATIONS

5.1 Presentation from Mr. Mackin 5

6. REPORTS

6.1 Monthly Engineering Report 8

Paul Mackin’s usual amazing Engineering Report. Be afraid!

7. BUSINESS OUT OF MINUTES

8. BYLAWS TO BE ADOPTED

9. MINUTES AND CORRESPONDENCE

10. COMMITTEES

10.1 eSCRIBE Presentation to Council 11

11. CLOSED SESSION

12. BYLAWS

13. NEW BUSINESS

14. ADJOURNMENT

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REGIONAL DISTRICT OF NORTH OKANAGAN

MINUTES of a REGULAR meeting of the BOARD of DIRECTORS of the REGIONAL

DISTRICT OF NORTH OKANAGAN

Date:

Time:

Monday, November 13, 2017

10:00 a.m.

Members Present Paul Mackin, Mayor Mayor

Tara Astbury, Councillor Councillor

Andrew Smith, Councillor Councillor

Rob Treumann, Councillor Councillor

eSCRIBE Participant, Councillor Councillor

eSCRIBE Contributor, Councillor Councillor

eSCRIBE Voter1

eSCRIBE Voter2

Tosca Milanovic

Staff Present Kristina Turcott, Chief Administrative

Officer

Chief Administrative

Officer

Sam Ip, General Manager, Corporate

Services

General Manager,

Corporate Services

eSCRIBE Administrator, City Clerk City Clerk

A. CALL MEETING TO ORDER

The meeting was called to order at 11:06 AM

C. APPROVAL OF AGENDA

Moved By Tara Astbury, Councillor

Seconded By Rob Treumann, Councillor

That the Agenda of the _______ regular meeting fo the Board of Directors be

approved as presented.

Carried

D. ADOPTION OF MINUTES

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1. Board of Directors

Moved By Andrew Smith, Councillor

Seconded By eSCRIBE Contributor, Councillor

THAT the minutes of the previous meeting fo the Board of Directors be

adopted as circulated.

Carried

E. NEW BUSINESS

1. Demonstration Agenda Item for Laurentian University

Moved By Rob Treumann, Councillor

Seconded By eSCRIBE Contributor, Councillor

THAT the board approve this report for information purposes only.

Defeated

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Client Relations Committee Meeting Thursday, November 5, 2015

MINUTES Present: Commissioner William Scurry Commissioner Sheila Jones Commissioner Nancy Crown (via conference) Commissioner Dimple Ajmera A. Fulton Meachem, Jr., President/CEO Sherrod Banks, General Counsel Harriet L. Huell, Chief Counsel Heather Franklin, CFO Troy Drawz, CDO

Shaunté Evans, CAO Shannon Bodnar, Director of Housing Sue Maciejewski, Director of HCV Ja’Shaun Brailey, Acting Dir. of Client Services Carl Harris, Director of Construction Kenneth Wood, Director of IT Daysha Alston-Gordon, Director of HR Jeff Meadows, Sr. Development Officer Cheryl Campbell, Sr. Asset Manager Allison Preston, Resident Safety Manager

Tammy Cavaliere, Compliance Manager Gwen Isley, MTW Coordinator Catherine Liu, The Banks Law Firm Andrew Bailey, Millennia Housing Group Tom Mignogna, Millennia Housing GroupChelita Little, Capital Assets File Clerk Vanessa Jones, Financial Assistant to the CFO Kenya Hester, Special Assistant to Exec. Ofc. Jacqueline Anthony, Operations Assistant

1. Call to OrderA meeting of the Client Relations Committee (CRC) of the Housing Authority of the City of Charlotte (CHA) was called toorder at 400 East Boulevard, Charlotte, North Carolina at 2:05 p.m., pursuant to a notice sent to the Board of Commissionersand staff to review and discuss developmental operations of the CHA.

Commissioner William Scurry presided; and Chelita Little, Capital Assets File Clerk, recorded the proceedings of the meetingand called the roll.

2. Roll CallAll commissioners, except Commissioners Geraldine Sumter and Shirley Fulton, were present for the CHA Board Committeemeeting.

3. Review and Approval of AgendaCommissioner Sheila Jones moved to approve the agenda and Commissioner Lucy Brown properly seconded the motion andthe motion carried.

4. Review and Approval of MinutesCommissioner Jones moved to approve the minutes; Commissioner Brown properly seconded the motion; the motion carriedand it was so ordered.

5. Resident Forum: Commissioner Scurry opened the forum for public housing residents and/or Section 8 voucher holders andasked if there was anyone present who would like to speak. There being no additional residents/participants to respond, theforum was closed.

6. Old Business: None.

7. New Business: None.

8. Updates

a. Moving to Worki. Highlights of the Proposed Second Amendment to the CHA’s Fiscal Year 2015-2016 Moving Forward Annual

Plan and Amendments to the Housing Choice Voucher Administrative Plan: Shannon Bodnar presentedhighlights including the public review and comment period (October 16-November 17) and noted that the full write-upof the amendment was placed for viewing at the Public Library, Old City Hall, CHA’s Administrative Office, CHAmanaged public housing developments, and the CHA website. The public hearing will be held on November 17 at5:00 p.m. at the Board of Commissioners’ regular meeting. All comments received will be provided for considerationto the CHA Board of Commissioners and the MTW staff at HUD.

Other highlights included the Appendix L (amending CBRA to increase cap on the number of project-based units), V(conversion of Project-Based Vouchers [PBV]) and W (modifying of an activity “Streamline PBVs and Public HousingRegulations”) of the Moving Forward Annual Plan, and the HCV Administrative Plan (changes in Chapters 8 and 17).

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b. Operations Divisioni. PAM Dashboard (September 2015): Shannon Bodnar provided a detailed overview of the Property and Asset

Management (PAM) September Dashboard and provided the following statistics:

Financial Indicators• Accounts Receivable-Cash: 88% - YTD 90%• Accounts Receivable-Management Indicator: 99% - YTD 99%• Occupancy: 99 % - YTD 99%

Management Indicators/Re-certifications • Annual Re-certifications Completed Timely: 100% - YTD 100%• Annual Re-certifications Completed: 111 / YTD 404• Interim Re-certifications Completed: 73 / YTD 300

Management Indicators/Turnover and Lease-Up • Average Days – Length of Turnover: 18 / YTD 16• Average Days – Make Ready Time: 9 / YTD 8• Average Days – Lease-Up Time: 10 / YTD 7

Management Indicators/Waiting Lists • Households on CHA Managed Public Housing Waiting Lists: 82 / YTD 2,273• Households on Third-Party Managed Public Housing Waiting Lists: -111 / YTD 3,833

Maintenance Indicators • Emergency Work Orders Completed: 42 / YTD 132• Emergency Work Orders Completed Within 24 Hours: 100% - YTD 100%• Routine Work Orders Completed: 1,677 / YTD 10,773• Average Number of Days to Complete a Routine Work Order: 1.5/ YTD 1.5

ii. HCV Dashboard (September 2015): Sue Maciejewski provided a detailed overview of the Housing Choice Voucher(HCV) September Dashboard and provided the following statistics:

Financial Indicators• Combined utilization average for utilized and issued vouchers for this period is 93%.

Program Voucher Allocation • Vouchers Issued: 74 /YTD 1,254• Percentage of Contracts Executed Within 60 Days: 100% - YTD 100%• RFTAs Issued: 168 /YTD 1,486• Average Number of Days Taken for a Family to Identify a Unit: 60 days /YTD 60 days

Project-Based Vouchers Under Contract • Vouchers Covered by Project-Based AHAPs and HAPs (Excluding CFH): 536• Vouchers Covered by Project-Based AHAPs and HAPs Leased (Excluding CFH): 531• HA Owned Units Leased Covered by Project-Based AHAPs and HAPs (Excluding CFH): 411

Voucher Usage Indicators • Households on the HCV Waiting List: 30,682 /YTD 30,682• Average Portable Vouchers Searching: 145 /YTD 121• New Participating Landlords: 10 /YTD 108• Completed Registration Packages: 10 /YTD 650

Re-certification Indicators • Annual Re-certifications Completed: 379 /YTD 1,993• Interim Re-certifications Completed: 114 /YTD 1,314• Annual Re-certifications Completed Timely: 100% - YTD 100%• Average Number of Re-certification Actions per Housing Specialist: 35

Inspection Indicators • Inspections Completed: 1,265 /YTD 10,562• Units Placed in Abatement: 54 /YTD 445


• Average Turn-Around Time to Complete New Move-In Inspections: 10 days /YTD 13 days• Average Number of Inspections Completed Per Day/Per Inspector: 8 /YTD 8• Average Number of Inspections Per Week: 316

Portability • For the month of September 2015, $966,463 was billed; $778,563 was collected; and the total outstanding billing

was $187,900.

Immediately following the Client Relations Committee Meeting, the Finance and Audit meeting convened.

Next Meeting: Thursday, December 3, 2015 in the Board Room located at 400 East Boulevard.

Respectfully Submitted,

Jacqueline Anthony, Operations Assistant to the COO


COUNCIL REPORT

Executive Committee Report No. Date: Click or tap to enter a date. File No: To: From: Subject: Monthly Engineering Report

RECOMMENDATION THAT Council Approve:

1. Item 1 2. Item 2 3. Item 3 4. Item 4

REPORT CONCURRENCE

General Manager

City Manager

SUMMARY OF THE ISSUE Paul Mackin’s usual amazing Engineering Report. Be afraid! BACKGROUND DISCUSSION FINANCIAL PLAN IMPLICATION IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION

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SUBSTANTIATION OF RECOMMENDATION

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Report Approval Details

Document Title: Demo Report for Abbotsford Short list presentation.docx

Attachments:

Final Approval Date: Jun 27, 2019

This report and all of its attachments were approved and signed as outlined below:

Paul Mackin - Jun 27, 2019 - 5:29 PM

No Signature - Task assigned to Chris Phagoo was completed by workflow administrator eSCRIBE Admin (Forms)

Chris Phagoo - Jun 27, 2019 - 5:30 PM

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www.escribemeetings.com

eSCRIBE Presentation to the City of Abbotsford

Paul Mackin, Vice President of 41

Agenda

• Introductions

• Company and product overview

• Description of eSCRIBE Generic Meeting process and terminology

• Demonstration

• Technical discussion

• Project Management and Implementation

• Customer Support

• Help Desk

• Client Portal

• Closing thoughts

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Timeline and Questions

• We have 2 hours

• Suggest 10 minute break at the 55 minute point

• Questions as they come up

• This is your time, you need to be happy with the outcome• If you need to see something, ask!

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Introducing eSCRIBE

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Who is eSCRIBE Software?

• Canadian Company founded in 2003

• Currently 30+ staff

• Background in Public Sector Consulting

• Track record of helping organizations implement efficiencies

• Strong knowledge of the Municipal space in BC

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BC Client Snapshot

Clients nearby include:

• Langley City

• Port Moody

• Port Coquitlam

• Burnaby

• FVRD

• Victoria

• Courtney

• Nanaimo

• Kelowna

• RDN

• CORD

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What is eSCRIBE?

•Meeting Automation – not simply agenda preparation

• Aligned with the Microsoft Technology Stack• Seamless integration with Microsoft Office/Office 365

•Wide variety of possibilities to integrate into other systems• Records Management Systems including OpenText, Laserfiche, Documentum

• Easy website integration

• Focus on Accessibility• WCAG Level AA compliant output (Bill 81 Compliant)

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What is eSCRIBE? (cont.)

•Cloud based Commercial Off the Shelf (COTS) Software• Highly Configurable

•Turnkey solution• Meeting/Agenda management

• Video

• Voting

• Council Access

• Web Publishing/Integration

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eSCRIBE baseline business process

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Publishing/Archiving Meeting Logistics

Task/Action Log

ManagementAgenda

Management

Minute Management Meeting Management

• Meeting Scheduling

• Outlook/email Integration

• Deadline Management

• Attendee Management

• Collaboration Workspaces

• Rules Based Publishing

• HTML and PDF Publishing

• ECM Integration for Storage

and Archiving

• Report Collaboration

• Flexible BPM

• Agenda Creation

• Agenda Approval/Distribution

• Exception Management

• 2 Tier Task Management

• To Do Lists

• Outlook Integration

• Deadline Management

• Reporting and Analytics

• Conducting Meeting

• Procedural Support

• Voting/Decision Making Support

• Minutes

• Integrated Action Log

• Post Meeting Editing

• Video Tagging

• Approval/Distribution and

Publishing

AdministratorsParticipants

PublicContributors

eSCRIBE Business Process and Roles

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Demonstration

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Demonstration Agenda

• System access/permissions, roles• Meeting Creation• Report Automation, Collaboration and Workflows• Agenda creation• Agenda approvals, distribution, publishing and updates• Councillor Access: Portals and Apps• Conducting the meeting, Webstreaming, Voting, Minutes, procedural

management• Post meeting activities, minutes updates, tasks and action items, video tag

editing, web publishing• Meeting Analytics and Reporting

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Technical Framework

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Cloud Solution

• Built in Microsoft Azure Canadian Data Centres:• Primary: Quebec City

• Backup: Toronto

• Real time mirroring, between sites, automatic switchover

• No US Storage or Backup

• No US employees of Microsoft permitted in Canadian Data Centres

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Technical Assumptions – eSCRIBE is “IT Lite”IT Focus Area Options/Standards

Authentication • Dual Signon (Forms Authentication)• Single Signon

• ADFS (SAML 1.1)• Azure (SAML 2.0)

Desktop Environment • Web Browser for staff• IE (10 or 11)• Chrome (Latest releases)

• Office version 2010 – O365

Web Publishing • iFrames (appropriately styled by eSCRIBE)• Web Publishing API

3rd Party Applications • Review on a Case by Case basis• ERDMS – numbers options available

Webcasting+ • eSCRIBE Provides encoder, IT connect it to camera and network

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Implementation

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Implementation and Configuration

• Timelines and Approach

• Milestones

• Project Team

• Resource Availability

• Work Location

• Critical Success Factors

• Project Assurance

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eSCRIBE Implementation Basics

• Transparency Bundle: • Nominally 67 days of effort (elapsed time)

• 13 – 16 week implementation timeline

• We will:• Take an incremental approach

• Get core functionality live fast (Crawl, walk, run)

• eSCRIBE approach to meetings and structure• Business process automation software

• Configuration – not customization

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How long does it really take?

• Implementations• Shortest implementation on record: 2 weeks• Longest: Over 1 year• Average for City of 200K people, 5-7 months• Elapsed project days is standard, clients ability to resource and absorb is generally

more variable.

• Methodology the same – difference is the approach on phasing:• Agenda preparation, publishing• Conduct Meeting/Minute preparation, publishing• Report Automation, workflows

• We will tailor the approach to your requirements, priorities and ability to institutionalize change

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Project Team Project SponsorProject Sponsor

Project Manager

(eSCRIBE)

Project Manager

(eSCRIBE)

Implementation Lead / Business

Process Specialist

Implementation Lead / Business

Process Specialist

Technical LeadTechnical Lead

Training LeadTraining Lead

Support Support

Project Lead

(Client)

Project Lead

(Client)

Meeting Process SME(s)

Meeting Process SME(s)

Technical SME(s)Technical SME(s)

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Resource Availability

• We have adequate staff to complete this projects of this nature timely manner

• Implementation Coordinators

Implementation Coordinator Number of implementations Examples

Jeff Hardy 35 Hamilton, Victoria, Vaughan, Markham

Tosca Milanovic 20 Brantford, West Kelowna, Prince George, Brockton

Ashley Freel 40 Livingston County, Bruce County, Okotoks, Miami Lakes

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Critical Success Factors – be a ROCKSTAR!Factor Comment

Resource Availability • Subject Matter Experts Available

Openness to Change • Key individuals on the project will have to be open too to limited

changes to business process

• Evangelism

Courage and Commitment in the culture • Be brave, have confidence and help make it happen

Knowledge is Power • Understand the what and why of this project

Support business groups • Find friendly user constituents to help introduce the changes

Training • Sufficient resources must be applied to the training process to share

share in the success.

Approach incrementally • Don’t boil the ocean

• Crawl, walk, run

Reassurance • Don’t rush

• Ensure adequate support and resources for going live

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Feel sure!

• We can have you live by year end with time to spare

• Approaching 250 implementations:• Project communication is described in RFP response

• Methodology is standardized

• Training is standardized and complete

• Documentation is on-line, current and continuously updated

• Talk to our clients!

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eSCRIBE Support

ask our customers…

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eSCRIBE Solutions is many things

• Best of class Meeting Management Solution

• Industry leading technology

• Most of all eSCRIBE is about its Customer Experience• Great implementation experience

• Stable, highly functional software

• Amazing customer support

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eSCRIBE Support

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Why eSCRIBE?

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A solution you can, and will, use!

• Canadian Solution for Canadian Municipality

• Unparalleled integration with Microsoft

• Full meeting automation – not just agendas and minutes

• New modules released annually

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We want your business

• We will work to earn it

• A focus on Change Management

• We can get you live and do it in a timely manner

• Aggressive Pricing

• Amazing Support – again, talk to our customers!

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Something to think about

In the last 30 months, eSCRIBE has:

• 4 iCompass/Diligent Migrations – completed or underway

• 2 Provox Migrations – completed (3 more pending)

• 2 Granicus Migrations – completed

• 1 Prime.Gov Migration - completed

• 9 SIRE Migrations – completed or underway

• 13 Call2Order Migrations – completed

• 3 Neulion Migrations – completed (average time 2 weeks)

Ask our competition:

“How many eSCRIBE customers have you had to migrate?”

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Thank you!

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REGULAR MEETING OF COUNCIL Monday, July 15, 2019

Documents

Transcript of REGULAR MEETING OF COUNCIL Monday, July 15, 2019