Tofino’s new CAO shifts district office environment from negative to positive; Freedom of Information request reveals former CAO’s dropped plan for a new management structure
story by stefania seccia
Appeared in the Westerly News September 30 2010 print edition
Tofino’s chief administrative officer (CAO) Braden Smith said he wants to hire locally and be as transparent as possible with the community while a freedom of information request by the Westerly reveals the former CAO wanted council to pass a new management structure report to deal with an “unhealthy work environment.“Despite being new to the position and still assessing the strengths and weaknesses in the district, Smith already knows the main theme in his management style is accountability.
“I think the reality is we’re in a small town,” Smith told the Westerly during an interview at his district office. “We need to communicate our messages, both our successes and some of our challenges and I think what I really want to put some effort into is communicating and messaging.“
One of Smith’s noticeable changes since he took over the position after former CAO Bob Long resigned in June is hiring locally.
“All of the hires, replacement hires, we’ve made they’ve either been local or they’ve been in-house,” Smith said. “My perspective is I found it to be really challenging, being in the periphery for the last four years, the revolving door in the municipality and the cost associated with hiring someone new and then leaving has just been astronomical to the municipality.
“I think it not only huge in the financial cost, but it’s also huge operationally because it takes a bit of time to get up to speed, understanding our policies and bylaws and then you leave and then someone else has to do it.“
Last week Aaron Rodgers was promoted from assistant planner to manager of community sustainability, which will replace the director of development services position. He’s also lived in Tofino for the past 15 years.
“So the continuity of staff is something that I think we’re lacking here and a lot of it has to do with living in Tofino, it’s not an easy place,” Smith explained. “My goal to respond to that is look internally first to fill positions and I think that…it’s really good because it’s a motivator to the existing employees.“
Tofino local Nyla Attiana was given the job of director of financial services in August and Bob Schantz was promoted from building inspector to public works manager.
“I think it’s going to pay dividends in the short and long term because you’ll have long-term employees committed to the organization rather than the puppy farm of every two years people just cycle through,” Smith said.
Smith uses an example of one man who told him that in the three years he was developing his property he dealt with 14 senior staff members.
“So, when people say things are not getting done, well I wonder when a new person comes and says, ‘Yeah, I’m going to have to review the planning portion, or the engineer portion, or the corporate portion.’ Twelve of 14 people in that time is just crazy,” Smith said. “That was…my first commitment, we’ve got to fix this revolving door and I think this is the first way and it inspires the existing employees to step up and if that isn’t fulfilled, to look to the local community first because we actually have a lot of good, qualified people that live in the community that want to be here and have been here and are contributing. They just need a job.“
Smith also explained how recently one union employee said she’s noticed a night and day difference and is feeling a lot happier in her job.
“For the past couple of years…I think there was pretty significant challenges with our staff both union and management,” he said. “I think it’s really changed. I think council noticed it, I’ve noticed it and the other staff members say things are getting better.“
The Westerly News obtained a copy of former CAO Long’s organizational review, which was brought up at two in-camera council meetings on June 2 and June 8. The recommendation and solution components of the report were withheld.
However, a Tofino resident who received a leaked copy of the report from an unknown source passed the full report along to the Westerly.
While Long was reviewing the organization structure, the environment in the district office was tense.
In the report, Long described the working environment as unhealthy and identifies that it had been 12 years since a review of the district’s management structure took place. He added that the structure should undergo review every five years as good practice.
“My experience for the year and a half that I have been here is that of regular confusion regarding the completion of projects, maintenance and department head responsibility,” Long wrote in his report. “This leads to ongoing inter-personal conflict regarding authority, credit, blame, accountability for error, etc.“
He said the dysfunction was culturally embedded and has carried on for a long time, which was exacerbated by unprofessional discussions designed to undermine the management team, council and the mayor.
“Regarding the interpersonal conflict, I have mediated many of these disputes between department heads, particularly between the engineer and the director of parks and recreation,” Long stated. “I do not believe that the present interpersonal circumstances can be easily solved. These circumstances predate me.“
Long also said the staff resources can no longer grow due to limited funding and other issues such as the future implementation of a costly secondary sewage treatment facility.
“Over time, the district has tailored the management structure to reflect senior management’s strengths and weaknesses,” Long stated. “In a perfect world, management structure would reflect the ability to deliver council’s vision. In a less-than-perfect world, the structure will reflect other objectives likely more focused on the strengths and weaknesses.“
Long’s vision for the new structure was having a director of development services, director of financial services, engineer and a new position called director of operations, which would put that person in charge of both the recreation and public works departments.
“The senior managers agreed to a new management structure by consensus after looking in detail at each position and its work function,” Long explained in the report.
Under the director of operations would be the recreation programmer and foreman, with the foreman overseeing the public works and parks staff.
“The largest change in structure involved the consolidation of all District of Tofino labour forces under one senior manager as Director of Operations,” the report stated. “The engineer would cease to be involved with the public works crew and would oversee contracted projects and look after sewer/water infrastructure planning working directly with Director of Operations.“
However, Long wrote that the director of parks and recreation then pulled her support of the plan. According to Long, both Sally Mole and Mike Papuc, foreman, declined to take the new position when it was offered to them.
“This new management structure supports the coordinated delivery of District services through one manager thereby clarifying accountability and responsibility,” Long stated.
“In this way, coordination is maximized (and confusion minimized) the labour pool will build numerous skill sets and be cross-trained to the extent possible.“
Long said the community’s political environment proved difficult to deliver services and there was no tradition of civil discourse with many issues being dealt with at a visceral and personal level.
“District staff is commonly the centre of these personal attacks including being personally sued, vilified and ostracized,” he stated. “My research with past CAO’s confirms this as one of the leading reasons for staff relocation. The local government world is small and these community circumstances are well known.“
The report’s recommendation was to implement the new management structure outlined in the report, but with Long’s resignation the report will not be utilized.
The Westerly was unable to obtain transcripts from the in-camera meetings with mayor and council.
Smith said he’s read the report, but his hiring strategy will not follow the structure from Long’s organizational review.
“The reality is in any organization there are challenges and there will continue to be challenges,” Smith said, “we just need to face them and be proactive.“
A footnote to this story regarding Bob Long being removed from his position in Yellowknife
http://www.cbc.ca/news/canada/north/story/2012/11/27/north-yellowknife-acting-sao.html?cmp=rss
Appeared in the Westerly News September 30 2010 print edition
Tofino’s chief administrative officer (CAO) Braden Smith said he wants to hire locally and be as transparent as possible with the community while a freedom of information request by the Westerly reveals the former CAO wanted council to pass a new management structure report to deal with an “unhealthy work environment.“Despite being new to the position and still assessing the strengths and weaknesses in the district, Smith already knows the main theme in his management style is accountability.
“I think the reality is we’re in a small town,” Smith told the Westerly during an interview at his district office. “We need to communicate our messages, both our successes and some of our challenges and I think what I really want to put some effort into is communicating and messaging.“
One of Smith’s noticeable changes since he took over the position after former CAO Bob Long resigned in June is hiring locally.
“All of the hires, replacement hires, we’ve made they’ve either been local or they’ve been in-house,” Smith said. “My perspective is I found it to be really challenging, being in the periphery for the last four years, the revolving door in the municipality and the cost associated with hiring someone new and then leaving has just been astronomical to the municipality.
“I think it not only huge in the financial cost, but it’s also huge operationally because it takes a bit of time to get up to speed, understanding our policies and bylaws and then you leave and then someone else has to do it.“
Last week Aaron Rodgers was promoted from assistant planner to manager of community sustainability, which will replace the director of development services position. He’s also lived in Tofino for the past 15 years.
“So the continuity of staff is something that I think we’re lacking here and a lot of it has to do with living in Tofino, it’s not an easy place,” Smith explained. “My goal to respond to that is look internally first to fill positions and I think that…it’s really good because it’s a motivator to the existing employees.“
Tofino local Nyla Attiana was given the job of director of financial services in August and Bob Schantz was promoted from building inspector to public works manager.
“I think it’s going to pay dividends in the short and long term because you’ll have long-term employees committed to the organization rather than the puppy farm of every two years people just cycle through,” Smith said.
Smith uses an example of one man who told him that in the three years he was developing his property he dealt with 14 senior staff members.
“So, when people say things are not getting done, well I wonder when a new person comes and says, ‘Yeah, I’m going to have to review the planning portion, or the engineer portion, or the corporate portion.’ Twelve of 14 people in that time is just crazy,” Smith said. “That was…my first commitment, we’ve got to fix this revolving door and I think this is the first way and it inspires the existing employees to step up and if that isn’t fulfilled, to look to the local community first because we actually have a lot of good, qualified people that live in the community that want to be here and have been here and are contributing. They just need a job.“
Smith also explained how recently one union employee said she’s noticed a night and day difference and is feeling a lot happier in her job.
“For the past couple of years…I think there was pretty significant challenges with our staff both union and management,” he said. “I think it’s really changed. I think council noticed it, I’ve noticed it and the other staff members say things are getting better.“
The Westerly News obtained a copy of former CAO Long’s organizational review, which was brought up at two in-camera council meetings on June 2 and June 8. The recommendation and solution components of the report were withheld.
However, a Tofino resident who received a leaked copy of the report from an unknown source passed the full report along to the Westerly.
While Long was reviewing the organization structure, the environment in the district office was tense.
In the report, Long described the working environment as unhealthy and identifies that it had been 12 years since a review of the district’s management structure took place. He added that the structure should undergo review every five years as good practice.
“My experience for the year and a half that I have been here is that of regular confusion regarding the completion of projects, maintenance and department head responsibility,” Long wrote in his report. “This leads to ongoing inter-personal conflict regarding authority, credit, blame, accountability for error, etc.“
He said the dysfunction was culturally embedded and has carried on for a long time, which was exacerbated by unprofessional discussions designed to undermine the management team, council and the mayor.
“Regarding the interpersonal conflict, I have mediated many of these disputes between department heads, particularly between the engineer and the director of parks and recreation,” Long stated. “I do not believe that the present interpersonal circumstances can be easily solved. These circumstances predate me.“
Long also said the staff resources can no longer grow due to limited funding and other issues such as the future implementation of a costly secondary sewage treatment facility.
“Over time, the district has tailored the management structure to reflect senior management’s strengths and weaknesses,” Long stated. “In a perfect world, management structure would reflect the ability to deliver council’s vision. In a less-than-perfect world, the structure will reflect other objectives likely more focused on the strengths and weaknesses.“
Long’s vision for the new structure was having a director of development services, director of financial services, engineer and a new position called director of operations, which would put that person in charge of both the recreation and public works departments.
“The senior managers agreed to a new management structure by consensus after looking in detail at each position and its work function,” Long explained in the report.
Under the director of operations would be the recreation programmer and foreman, with the foreman overseeing the public works and parks staff.
“The largest change in structure involved the consolidation of all District of Tofino labour forces under one senior manager as Director of Operations,” the report stated. “The engineer would cease to be involved with the public works crew and would oversee contracted projects and look after sewer/water infrastructure planning working directly with Director of Operations.“
However, Long wrote that the director of parks and recreation then pulled her support of the plan. According to Long, both Sally Mole and Mike Papuc, foreman, declined to take the new position when it was offered to them.
“This new management structure supports the coordinated delivery of District services through one manager thereby clarifying accountability and responsibility,” Long stated.
“In this way, coordination is maximized (and confusion minimized) the labour pool will build numerous skill sets and be cross-trained to the extent possible.“
Long said the community’s political environment proved difficult to deliver services and there was no tradition of civil discourse with many issues being dealt with at a visceral and personal level.
“District staff is commonly the centre of these personal attacks including being personally sued, vilified and ostracized,” he stated. “My research with past CAO’s confirms this as one of the leading reasons for staff relocation. The local government world is small and these community circumstances are well known.“
The report’s recommendation was to implement the new management structure outlined in the report, but with Long’s resignation the report will not be utilized.
The Westerly was unable to obtain transcripts from the in-camera meetings with mayor and council.
Smith said he’s read the report, but his hiring strategy will not follow the structure from Long’s organizational review.
“The reality is in any organization there are challenges and there will continue to be challenges,” Smith said, “we just need to face them and be proactive.“
A footnote to this story regarding Bob Long being removed from his position in Yellowknife
http://www.cbc.ca/news/canada/north/story/2012/11/27/north-yellowknife-acting-sao.html?cmp=rss
26 comments:
Seems council doesn't do their homework.Glad someone does.Thanks for the Blog Revitalization Plan.
I beg to differ, it looks as though this most recent change has been long over due
I think the Director of Parks & Rec was up against opposition for personal reasons and that is where the Bob Long report stems from. Maybe you should think about the fact that perhaps our local government officials were making decisions that she didn't agree with for a reason hence the butting of heads. Remember this is from the Fraser/Long days when you could do anything at city hall and not be punished for your actions. Really you could get away with ANYTHING....
Sally has been nothing but professional and amazing in all my dealings with her. I know that the motivation behind her actions are for the kids and the better of our community. I think she stands up for the community behind the walls of city hall.
I am stunned that council made these drastic changes behind closed doors without the input of the community the day after the OCP/Parks & Rec Master Plan session. What a waste of time! What transparency are they talking about in the embarrassing press release that was clearly written by someone who should not be working at the DOT. What is going to happen to the Parks & Rec program? What is Resort Services? Are we just going to cater to the tourists now and forget about the residents of Tofino? I am surprised that nothing has been communicated to us of what the future holds for that department. You know why....because they don't know either. I would like to know if they gave Sally warnings, was she written up, did she have complaints against her department and why they did not offer her something else.
I think it is disgusting that our council made a decision to remove Sally three weeks before Christmas after 20 years of service. I hope they all think about their actions over the holidays. I hope Sally reads this and knows that this move is not something the voting residents wanted to happen.
As for the secret meeting on Monday - I feel sorry for the employees of the DOT because they all must be plagued with fear and a lack of TRUST.
This change will impact the future political aspirations of all those who sit on counsel. Enjoy the next two years because I doubt you will sit in those chairs again.
The hourglass is a stranger to the truth . Why did the CAO change his mind and persuade council into implementing Bob Long's misguided plan ? Why did he do this on his way to the exit door ? As he has forbidden council to talk to staff they made their decision with only one side of the story.
Anonymous December 06, 09:26 am - My thoughts exactly. As the administrator goes out the door, he sticks it in. I am confused because this does not at all sound like the Council that spoke at the all candidates meetings last year. When is the strategic initiative regarding open and transparent communications going to start? Do they have to fire more people first?
You talk about this, talk about that. I can't imagine what it's like to run a company with a million dollar budget and have more money in required projects then money avaliable let alone if it was public money. We all screamed for accountability, financial responsibility, open communication. Have you looked at Tofinos web site lately? . About time mayor and council ran this like a business. Or one could raise taxes and take that fall out for that "stupid idea" Though we love Sally can we afford to keep her?
the tension between the parks and rec lady and the engineer couldnt be because the engineer was doing the wrong things for the district could it?
if bob long said anything its all the more reason to wonder why.
personal experience with the engineer(if its the same one im thinking of) cause me to declare he was a bald faced liar in one instance, less than forthright in others, may not have acted in the districts best interest, and the list goes on.
so bob long had no idea that his engineer was a tad devious. none whatsever. amazing.
the truth of the matter is we seem to have politicians, consultants, administrators & staff some of whom believe they are required to lie to us the taxpayers for our own good.
and insure the truth about things is a dark mystery by making everything "secret" when it comes to the public knowing who re$pon$ible for what. and what personal vendettas may be involved all in the name of good government? sure.
in regard to council running a company this simply isnt a company. it has different accounting guidelines for one thing and its a non-profit for another.
if anybody payed much attentiaon to the expenditure side of the financial situation doesnt anybody wonder how yewood was settled for 1.2M and why?
insurance payout of course. legal fees?
or why we have to pay engineers for unspecified work?
or why we pay engineers to do the same thing twice?
or why we pay people who fail so badly at what they were charged with doing that their motives are suspect? or they are incompetent?
i refer to grant applications.
or why do we keep on paying people calling themselves consultant experts from somewhere else to analyze simple things and recommend how to make it better here when their methodology, solutions and expense defy common sense and logic?
Ok next time the district needs imput from a professional step up and offer your services. Maybe your expertise is in water or sewer, or national fire protection association stuff, or underwriters survey. Or you can form a committee to study this issue and still be in the dark. I get this councils decision. There is always more to any picture than what you see. As for a non profit company I agree. So let them raise taxes say 4 % to cover this non profit idea your talking about. That way Tofino can afford the cake and icing too
I get this council's decision as well ! There is more to the picture.It's about the tail once again wagging the dog.This council seems to be incapable of objective analysis or independent thought.Easy to attack an employee who isn't even afforded the opportunity to defend herself.They should pray for forgiveness.
If Tofino was more careful with what they spend on consultants and engineers they could lower taxes.They are still spending hundreds of thousands of tax dollars on companies that have been taking them to the cleaners for decades.Everyone will agree that we need engineering and professional advice but Tofino should spend more wisely.
There is more to the picture ! It was discussed in the back rooms and behind closed doors in camera because it stinks !
Re 8:12 AM
You are obviously so much in the know and so worldly.
Tofino and this Council needs you. So step up and run for Mayor. Stop using the excuses that you ran & lost previously and that you don't have the time (as your exemplary management skills must include time management).
Ralph for mayor!!!
Time to man-up, step up or shut up?
Thank you for your support !
Yes Ralph please shut up ! You've already cost us Bob Long,Johnna and other great assets of the town.We need electric quads,traffic circles and the fun police.
two things need to be said here.
1. in regard to this bog being considered a bully to the poor picked upon folks in the district hall:
it is the only reasonable vehicle available to all of us taxpayers, former employees, staff and councillors who HAVE been bullied coerced intimidated or threatened into silence by the districts actions or policy.
it serves a negative purpose in an autocracy that deems itself above suspicion or accountability.
it exposes some of the abuses of both power and money that at least should be taken into account by the electors.
some of these issues need to be exposed on another level for the sheer marx brothers fiasco humor involved. some are ludicrous.
2. during the vietnam war one of the tragic massacres of old men women and children was being investigated by the government down there and an investigator asked the officer in charge of the massacre what was he thinking?
the officer blurted out: ".....you dont understand! the people had to be killed to save the village!"
sounds kinda like "community sustainability"
one the studies that was a waste of money that ive watched was a parking study that cost $25,000.
the consultant from vancouver came over one weekend to count the cars parked on the street.
his conclusion was there was lots of excess parking with less than 100 cars parked on the street.
what he didnt know was that weekend there was a large potlatch across island. all offshore parkers were missing form his count.
a realistic count done by the bylaw guy another time came up with about 186 cars street parked when there was no potlatch.
how about traffic studies? a roundabout at n. chestermans?
agreed some professional studies are required.
by the way does anybody remember an impact study pertaining to the costs associated with the esowista sewer line connection?
including sewage treatment plant capital cost contribution, operational costs, infrastructure costs, maintenance and repairs, replacement costs, odor abatement, etc
nah...just hook 'er up....
its naughty and not very civil to bring up these things tho.
nobody needs to know........
or who is responsible.....
There was a study done but it was limited in scope and was outdated by the time of connection . I think I have a copy or the District will have a copy. It was done by Koers and Associates.
I do not normally write on blogs. I believe in open communication with all levels of government. I am not a bully and I despise bullying. I am not posting anonymously.
I am frustrated by Council's recent actions and lack of communication / consultation with the community. I have to speak out on this issue. I respect everyone who runs for municipal office, whether they are successfully elected or not. I respect those who get elected and serve their community, whether I voted for them or not. Theirs' is a challenging and time consuming job. The right decisions are not always made. Admitting your mistake and reversing decisions is sometimes just the right thing to do.
I am struggling to understand the recent decision to downgrade Parks and Recreation and fire the Director. Parks and Recreation is the one program within our village that is truly for the citizens of Tofino, helping to make the community a healthy and enjoyable place to live at a time when everything seems to be directed exclusively at tourism. I recall only one member of Council speaking of downgrading or getting rid of Parks and Recreation during the election campaign, with most Councillors and the Mayor speaking of support for Parks and Recreation during the all-candidates meeting. Some of this discussion centered on attracting and maintaining young families in the community.
Now, less than a year into their term, with both the Mayor and the CAO leaving, Council has made this decision (without community input or consultation) that will impact our Parks and Recreation program and every person who lives in this community. You can describe it anyway that you like, but firing Sally Mole after 20 years of service (losing that local knowledge and experience) and moving the program into another department is a degradation of the Parks and Recreation service that will impact the people of Tofino over the coming years long after this Council is gone.
I have read the only item of communication from Council on this issue in the past week, a wordsmithed bureaucratic propaganda "press release". The release only raises more questions. It attempts to portray the changes as merely an organizational change, rather than the service impacts. Buried in here is combining Parks and Recreation with "Resort Services" (which I can only guess is more tourist services). I note that Parks and Recreation is not even mentioned in their "strategic objectives". I have sent an e-mail of my concerns to each member of Council, but so far, have not received even one acknowledgement. "Open and transparent communication with the citizens of Tofino" is included within the strategic objectives, but it is not clear to me when this strategic objective will be put into practice.
This is a fundamental change in the way Tofino will do business and in the services that will be provided under the umbrella of the Parks and Recreation program. Council may think that they have a mandate to downgrade Parks and Recreation, but they do not have a ethical mandate without first going to the citizens of Tofino.
How can this council say that they are for open and transparent governing and consulting with the public when they have made the biggest changes to the District in decades !!
They should realize their mistake or resign.
You know, if council were to act quickly and decisively they could possibly turn this sucker around.
This may go on to become the HST debacle of Tofino.
I'm sure it's not too late. Are they capable of admitting a mistake? At this point I'm sure there would be a price to pay
5:34 - If they were to admit it and take corrective action, I for one, would give them highest support. However, as the clock ticks on with them refusing to talk about it suggests otherwise.
Council Cancels Christmas. Never have staff moral been lower. Sad.
The grinch council for sure
Post a Comment