Succession Plan Update

Presentation by
Steve Kanellakos, City Manager

City Council
March 27, 2019
City Manager Mandate
In May 2016, City Council appointed Steve Kanellakos as City Manager with the following mandate:

 Improve financial sustainability while protecting the provision of quality frontline services to the public
 Improve overall organizational effectiveness and modernize the City administration
 Deliver on capital infrastructure and large city-building projects
 Prepare the organization for the future by focusing on succession management

Over the last three years, the following has been achieved:

 Implemented the 2016 organizational alignment

 Consecutively met Council’s tax target by streamlining services and functions
 Simplified reporting relationships with clear lines of accountability
 Aligned resources to deliver on capital infrastructure and large city-building projects
 Increased opportunities for economic growth and prosperity
 Updated business processes using innovation to maximize value to the public
 Prepared for succession planning and career development at the General Manager, Director and management levels

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Background and Context
 As a result of the 2016 organizational alignment and the priorities included in the 2017-2018 City Strategic Plan, the
senior leadership team (SLT) has been working on succession planning for the last three years in anticipation of
General Manager (GM) retirements.
 As of July 2018, five out of nine GMs were eligible for retirement
 Within one to three years, eight out of nine GMs are eligible for retirement
 On March 20, 2019:
 Janice Burelle, GM of Community and Social Services announced her retirement planned for April 30, 2019.
 Donna Gray, current GM of Service Innovation and Performance was appointed as the new GM of Community and Social
Services effective May 1, 2019.
 Nancy Greenfield, current Director of ServiceOttawa was appointed as acting GM of Service Innovation and
Performance effective April 3, 2019.
 Marian Simulik, City Treasurer and GM of Corporate Services announced her retirement planned for January 2, 2020.

 Given these retirement announcements and leadership updates, and with SLT’s targeted focus on the development of
our people, the organization is well positioned to implement the next phase of our succession plan.

 The succession plan will be implemented using a staged approach, and will fall within the City’s existing compensation
budget and FTE counts.

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Succession Plan Effective June 2019

 Merge the Service Innovation and Performance Department with the Corporate Services
Department to create a new Innovative Client Services Department

 Create a new Finance Services Department led by a Chief Financial Officer

 Separate the City Clerk and City Solicitor functions

 Move the Corporate Real Estate Office to the Planning, Infrastructure and Economic
Development Department

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 Succession Plan At-A-Glance (Effective June 2019)

CITY COUNCIL

CITY MANAGER
Steve Kanellakos

Rick
Steve Box, CITY MANAGER’S
O’Connor, CITY CLERK
Director OFFICE
City Clerk

TRANSPORTATION PLANNING, PUBLIC WORKS COMMUNITY AND RECREATION, EMERGENCY AND INNOVATIVE FINANCE SERVICES
SERVICES INFRASTRUCTURE AND SOCIAL SERVICES CULTURE AND PROTECTIVE CLIENT SERVICES
City
AND ECONOMIC City
ENVIRONMENTAL City City
FACILITY SERVICES City
SERVICES City City
DEVELOPMENT SERVICES
; Manager’s Manager’s Manager’s Manager’s Manager’s Manager’s Manager’s
John Manconi, Office
Stephen Willis, Office
Kevin Wylie, Office
Donna Gray, Office
Dan Chenier, Office
Anthony Di Monte, Office
General Manager Office
Marian Simulik,
Chief Financial
General Manager General Manager General Manager General Manager General Manager General Manager to be announced
Officer
Key Benefits
 Planned, staged approach for implementing the next phase of the succession plan ensures organizational stability and
business continuity.
 Strengthened organizational design with the same number of GMs and direct reports to the City Manager.
 Increased efficiency with the merge of Service Innovation and Performance and Corporate Services to create the new
Innovative Client Services Department. These service areas play critical roles throughout the organization and share
many commonalities that will result in better service to both internal and external clients once aligned.
 Enhanced focus on fiscal management with the creation of a new Finance Services Department and new Chief
Financial Officer (CFO) position, reporting directly to the City Manager.
 Five-month overlap with Marian Simulik and the new CFO to allow for knowledge transfer, coaching and mentoring.
 Opportunity to separate the City Clerk and City Solicitor functions to plan for future recruitment and succession.
 Opportunity to move the Corporate Real Estate Office to Planning, Infrastructure and Economic Development to
increase collaboration and strengthen the city-building agenda.
 Continued implementation of the succession plan and development of the organization’s future leaders.

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Resolution
That staff be directed to prepare the following motion to be tabled in open session:

WHEREAS on March 20, 2019, the City Manager announced the pending retirements of two of the City’s General Managers on the Senior
Leadership Team; and

WHEREAS on March 27, 2019, City Council received a presentation on the succession planning at the senior management level by the City Manager,
which streamlines the City of Ottawa’s organizational structure for the effective and efficient delivery of services that is in keeping with Council’s
priority for a proactive succession management program; and

WHEREAS the City Manager has also provided an overview of a new organizational alignment on areas within his delegated authority, which
included personal matters about identifiable individuals as well as employee and labour relations;

THERFORE BE IT RESOLVED that City Council receive the City of Ottawa’s succession planning for the senior management level and new
organizational structure as presented by the City Manager at the City Council meeting of March 27, 2019, and approve the change in title and scope
of two statutory officers as described in the associated presentation and as follows:

• That the City Clerk & Solicitor position become two positions, one being the City Clerk and one being the City Solicitor; and

• That the City Treasurer and General Manager of Corporate Services become two positions, the City Treasurer/Chief Financial Officer and the
General Manager of Innovative Client Services;

BE IT FURTHER RESOLVED that City Council authorize the City Manager to delegate any authority that was previously assigned to any member of
the former senior management team under the Delegation of Authority By-law, or any other By-law of the City, subject to any existing limitations,
to any member of the new senior management team, to be consistent with the new organizational structure once it is finalized, until such time as
these By-laws can be formally updated, and on the understanding that the City Manager will notify City Council of those assignments; and

BE IT FURTHER RESOLVED that the City Manager be delegated the authority to submit directly to Council any by-laws necessary to implement the
final organizational alignment.