Strategies to Successfully Plan & Negotiate 5 Year Agreements

Human Resources Development Forum, Kamloops July 31, 2012

Chris Hylton, MA 800 449 5866 chris@hylton.ca CG Hylton 1

Chris Hylton

Volunteer with Calgary Friendship CentrePleased to work with First Nations across

Canada in HR and benefits for many yearsYou are the experts, Chris is just sharing

some ideas that may help solve your funding and community demand issues

Your questions comments are welcome

CG Hylton 2

Our Experience

Developed Strategic Plans for Treaty 7Presented workshops on a variety of

topics for FNs groupsDeveloped Salary grids for a Yukon First

Nation that they used to assist them in negotiating their 5 year self government agreement

Developed Departmental 5 year work plans for several FNs groups

CG Hylton 3

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

Executive Summary

Negotiating agreements is always difficultYour programs are geared to your population

numbers and demand which varies largely by ageYou have detailed population dataYou know your population ages one year each

yearYou can develop programs effectively to meet the

changing demographics in your populationUsing some of the ideas contained in the talk

today, can help you come up with winning 5 year agreements!

CG Hylton 5

This is your show

What issues would you like me to address today please?

CG Hylton 6

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

CG Hylton 7

INAC CCP Handbook

Produced in 2004Based on experience of 5 BC first

nationsthe Okanagan, Lytton, Squiala, We

Wai Kai (Cape Mudge) and Yekooche First Nations

CG Hylton 8

What is comprehensive community planning?

CG Hylton 9

Community Involvement

Important to work with community in order to introduce and clarify the meaning of CCP

For example what does CCP include?governance, land use, environment, economic

development, social development, education, or physical infrastructure equally?

Will CPP include a vision, goals and determine priorities?

CG Hylton 10

What will the results look like?Will the CPP include decision and

management tools such as ranking tools, action plans, budget templates, implementation and funding strategies and a monitoring and evaluation plan as well?

This level of detail needs to be decided, including expectations for the final planning products that summarize the results of the CCP process (eg, final plan, budget).

CG Hylton 11

Define the processShould be discussed and promoted as

much as possible with a variety of audiences within a community

Your Boards and perhaps, Chief and Council also need to openly reveal their expectations of the CCP process within the community.

It is important to reconcile these two sets of needs.

CG Hylton 12

Why define CCP early?

1) determine the approach; 2) impact what is needed to carry out the planning process (eg money, time, information, and technical expertise); 3) determine the quality of community engagement (eg how many workshops, number of people, how the process is to be documented);

CG Hylton 13

Why define CCP early?

4) determine capacity support (eg how much training) and information needs (eg training or career related data)5) determine the products of CCP (eg final plan, budgets, training plans) and 6) help to clarify and manage expectations, particularly in terms of “when” results will happen and who will benefit

CG Hylton 14

How to identify best process for your community

You know what your goals are: fully funded 5 year plans, increased jobs, build capacity, promote healing, link to Treaty…

Then work backwards to say how this will be accomplished

Defining the goals of the CCP process could be facilitated during the start-up meeting where the CCP can be discussed openly with the community at large

CG Hylton 15

Just another report?

“You need to have a vision laid out, a vision statement for CCP, What is the plan for, how will the CCP be used?”

“We have a wall full of reports about what should be done. These are never followed through on. We want to be able to say that we did something.”

CG Hylton 16

Once in Place, the CCP canEmpower community. The community becomes

more self-aware, creates its own future, and has the tools to respond to change in an effective manner.

Improve performance. Having a plan leads to informed decision-making, combines fragmented efforts and decreases duplication, enables efficient use of resources, and identifies and solves organizational problems.

CG Hylton 17

ResultsBuild teamwork and expertise. Planning improves

communications within Nation community, builds managerial and staff skills and supports capacity-building efforts

Coordinate future development. Identifies the community's priorities for the use of its talent pool, the land base and territory, anticipates future infrastructure and development needs, and helps to prevent conflicting developments

CG Hylton 18

ResultsProtect 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.

CG Hylton 19

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.

CG Hylton 20

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

CG Hylton 21

Negotiating Strategy – You will be able to say

all our projections based on data we get from government agencies

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

Slide A: Here are our projected costs based on our staffing costs

Slide B: Here are our projected costs based on typical staffing costs of a local town or municipality

CG Hylton 22

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 inGives more strength to your 5 year

funding requests

CG Hylton 23

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 needsHere are the funding levels required

CG Hylton 24

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 25

Results

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

CG Hylton 26

How does this tie in to Ethics

You are governed by Boards, Chief & Council

All are subject to continuous community requests and constant scrutiny

So how does CCP make it easy for Boards and Elected Officials to govern and avoid conflicts?

CG Hylton 27

CCP makes it easier for Boards and Elected Officials to governCCP gives your leadership the

information they need 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

CG Hylton 28

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 itHow much your programs are going to

cost

CG Hylton 29

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

CG Hylton 30

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 31

1st Pillar:

Capacity Building within DepartmentsProcess links services to inputs like

human resources, office and service space requirements, training requirements, so that capacity may be enhanced

Strengthens business planning processCommunity customer service focus

provides a basis for performance evaluation

CG Hylton 32

2nd Pillar:Good Governance

Community can demonstrate: It has good governance and support

for services delivery and administration

In particular, it has sustainable processes and systems

That will support the community’s commitment to service delivery over the long-term.

CG Hylton 33

3rd Pillar:

Solid Community Data re. Demand for Services

Departmental gap analysis leads to strong business plans

Programs are developed to target needsNo longer a need to play catch upThere is evidence that the community is willing

to make the commitment to support programs; and

That members will take up the services offered

CG Hylton 34

This also attracts Partners for Ec Dev and TrainingMcDonaldsSafewayWalmartTim HortonsOlymelSavanna DrillingAlta FabLeduc Truss

Province of AlbertaTraining Institutes

NAIT, SAIT, Norquest, Keyano College, Etc.

CG Hylton 35

Examples of Spin off Benefits

Managerial Training for First Nation Staff

Model planning process - public speaking and enhanced communication

Financial policies, by-laws and lawsUpdated Process and PoliciesHigher morale

CG Hylton 36

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.

CG Hylton 37

Funding sources

Check with your fundersCCP has a good reputation with

agencies and will support the processCan look at recent Federal Court ruling

on Child Welfare, see attached sheetAlso look at new programs like First

Nations Market Housing Fund next slide

CG Hylton 38

13/202 5/47

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)

CG Hylton 39

Thank you!

Any questions please

Chris Hylton

800 449 5866

chris@hylton.ca

Wetaskiwin Tim Hortons

CG Hylton 40