How to Make Budget Planning More Efficient using Community Engagement

March 25, 2014 11:10 – 12:05 pm Infonex: First Nations Financial Management ConferenceVancouver

Facilitator: Chris Hylton

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Disclaimer

The information presented to you today is considered to be general best practices for organizations

across Canada. The information is not intended to provide legal counsel

or legal advice.

Agenda Early day budgets Budget planning todays Departmental workplans Engage community - gap analysis Community needs drive departmental

workplans How can this help Chief and Council? Help negotiate new funds

Happy to take your questions at any time

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This is your show

Are there any issues would you like me to address today please?

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200 years ago, were there budgets in your communities?

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Your ancestors had the Hunt

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Original Economy

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Division of Hunt

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Fast forward 200 years how is it working?

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Not working so well now, why?

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Chief used to be able to divide the hunt equally but now

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How much money is enough?

Any ideas please?

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There is never enough $

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What is the solution?

Any ideas?

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BUDGET PLANNING

Is an attempt to divide up resources across your community

Other speakers will get into the process more

Budgets give life to Departmental Workplans

But who is involved in deciding the workplan budget?

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DEPARTMENTAL WORKPLANS

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Who determines budget?

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Who is missing from input to your budget? Your Thoughts

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How are programs funded?

Grants Band / community funds Fee for services Community member payments Other

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GAP ANALYSIS

Has anyone heard of the term please?

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HOW CAN THIS HELP CHIEF & COUNCIL

Any ideas?

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ENGAGE COMMUNITY

How is community engaged?

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COMMUNITY ENGAGEMENT

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DEPARTMENTAL WORKPLANS

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CCP – Comprehensive Community Planning

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Common Question

How do we get more funding?

We have been doing a national series of one day workshops on Effective Proposal Writing

But negotiating the 5 year agreement is key

What is CCP

Term used by INAC in 2004 for a process to achieve community consensus around various land and resource issues

Normally used for resolving land and resource issues but useful in planning for all areas

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What is comprehensive community planning?

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Results

Protect resources. The community is able to identify and protect vulnerable or valuable areas, traditions, or cultural values and practices.

Celebrate traditions and culture. The cultural aspects of the community may be a focus of the planning process.

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Promote Health and Reconciliation

Planning helps the community to work together to proactively address negative or painful community issues by establishing a positive vision for the future, and by taking the steps necessary to achieve that vision.

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Create Economic Opportunities

Identifying sustainable economic opportunities is an essential part of creating a Comprehensive Community Plan.

Having a plan in place will also help to attract partners and new investment.

The strongest community development factor is economic self-sufficiency

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HELP WITH NEGOTIATIONS

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Executive Summary

Negotiating agreements is always difficultYour programs are geared to your population

numbers and demand which varies largely by age

You have detailed population dataYou know your population ages one year

each yearYou can develop programs effectively to

meet the changing demographics in your population

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Negotiating Strategy – You will be able to say

all our projections are based on data we obtain from government agencies

our staffing levels are based on meeting this demand to meet your (agency) requirements

Here are our projected costs based on our staffing costs

Here are our projected costs based on typical staffing costs of a local town or municipality CG Hylton 34

Negotiating Strategy (ctd)

All our programs and services are based on terms and conditions for service which are spelled out in our agreements with government agencies

Our CCP has indicated our needs in great detail

Our CCP tells us our community buys in

All of which gives more strength to your 5 year funding requests

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Current Situation

You work hard to come up with your best estimate of what your community needs for the next five year agreement

You get conflicting reports from community

You have difficulty negotiating from a position of strength

You receive an unworkable level of funding CG Hylton 36

Results

Inadequate staffing levelsInadequate service to communityBlame gameLowered moraleLowered servicesLead to …..

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CCP makes it easier for Chief and Council to Lead

CCP gives your leadership information about community needs

CCP gives your leaders information about how your departments are planning on meeting community needs

Data is king, use the data like any business to effectively make your case

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What type of Data?

Your population DemographicsCurrent service offerings (supply or

potential supply of trained members)Demand for trained workersThe gapWhat you are planning on doing about

it reducing the gapYields how much your programs are

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How does CCP support 5 year Agreements?

• Shows what services exist now, what services will be needed in the future

Gap analysis:1. Encourages each department or service

area to develop business plans to meet the needs

2. Using data sources which you have and perhaps are not using currently

3. Builds Commitment which in turn builds community

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CCP Rationale

Provides support for First Nation communities in meeting most service needs and indicates areas which require strengthening

Departments perform a self-assessment as part of the business planning process

Community and First Nations will agree upon areas of greatest need to develop a service delivery plan tied to 5 year Budgets

Delivery over a five year period will be completed in concert with community expectations CG Hylton 41

Links to more info

http://www.aadnc-aandc.gc.ca/eng/1100100021901/1100100021902

Funding support for CCP is available through numerous programs.

For more information on CCP please e-mail bc-ccp@aandc-aadnc.gc.ca or contact the Strategic Planning Manager at 604-666-2247.

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Funding sources

Check with your funders CCP has a good reputation with

INAC who will support the process Can look at recent Federal Court

ruling on Child Welfare, see attached sheet

Also look at new programs like First Nations Market Housing Fund next slide

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13/2025/47

6/75

4/63

30/134

2/40

5/35

5/14

0/29

0/0

LB

# of First Nation Applications Received by the Fund / Total # of FNs in each Prov./Territories(June 8, 2012 70 First Nations have applied - 47 approved for Capacity Development)

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To recap

You and the Agencies have defined the services required,

Agencies have provided us with our own demographic data,

We have surveyed our community and determined the needs

Here is our plan to meet the needs Here are the funding levels required

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Our Services

Employee benefits

Health spending accounts

Salary gridsPolicy review and

writingPension plans

Employee wellness

Employer of choice

Strategic Planning

Employee mental health

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Thank You!

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