VULCAN COUNTY County Council Meeting
AGENDA June 17, 2020 Vulcan County Council Chambers Administration Building 102 Centre Street, Vulcan, Alberta
Page. 1 Call to Order . 2 Adoption of Agenda and Emergent Issues 3 Appointments a) Question Period - 11:00 a.m. b) MDB - 11:05 a.m. c) Studio Eh Group Productions- 11:30 a.m. . 4 Adoption of Minutes 2 - 6 a) Minutes of the June 3, 2020 County Council Meeting b) Business Arising from the Minutes . 5 Council Correspondence 7 - 15 a) Council Action List . 6 Administration 16 - 20 a) Director of Protective Services Report - May 2020 21 - 22 b) Director of Operations Report - May 2020 23 - 24 c) Gravel Donation - Lomond Cemetery 25 d) Briefing Note: Marshall Road 26 - 29 e) Municipal Planning Commission Restructure - Bylaw 2020- 018 30 - 31 f) Director of Corporate Services Report - May 2020 32 - 57 g) Final 2020 Budget Approval Amendment 58 - 82 h) First Quarter Reporting - 2020 83 - 84 i) Chief Administrative Officer Report - May 2020 85 j) Vulcan Recreation Funding Meeting k) COVID-19 Verbal Update Report . 7 Administrative Inquiries . 8 Closed Meeting a) Response Letter: FOIP Section 21(1) b) Property Tax Payment Plans: FOIP Section 24(1)(c) . 9 Motions Arising out of the Closed Meeting . 10 Adjournment
Page 1 of 85
VULCAN COUNTY MINUTES
Vulcan County Council Meeting June 3, 2020 Council Chambers Administration Building 102 Centre Street, Vulcan, Alberta
Deputy Reeve Doug Logan Reeve Jason Schneider Councillor Shane Cockwill Councillor Laurie Lyckman Present: Councillor Michael Monner Councillor Ryan Fleetwood
Absent: Councillor Serena Donovan
Nels Petersen, Chief Administrative Officer Shania Culp, Legislative Clerk Colleen Dickie, Development & Legislative Assistant Anne Erickson, Manager of Development Services Also Present: Ryan Dyck, ORRSC Planner Alena Matlock, Development Officer Mike Kiemele, Director of Operations Sherry Poole, Economic Development Officer
As per Procedural Bylaw 2013-026 All Resolutions of Council are recorded Votes, when resolutions are carried unanimously, names will not be recorded.
Call to Order Reeve Schneider called the meeting to order at 11:09 a.m.
Adoption of Agenda and Emergent Issues CC 2020-06-03-01 MOVED BY COUNCILLOR MONNER that the agenda be adopted with the following addition. 8a) Personnel Matter: FOIP Section 24(1)(d)
CARRIED UNANIMOUSLY.
Question Period Reeve Schneider called Question Period open at 11:10 p.m. No one was present to address Council. Reeve Schneider called Question Period closed at 11:11 a.m.
4 a) - 17 Jun 2020 Page 2 of 85 County Council Meeting - Minutes June 03, 2020 Adoption of Minutes Minutes of the May 20, 2020 County Council Meeting CC 2020-06-03-02 MOVED BY COUNCILLOR LYCKMAN that the minutes of the May 20, 2020 meeting be adopted with the discussed amendment to motion CC 2020-05-20-08.
CARRIED UNANIMOUSLY.
Council Correspondence Council Action List CC 2020-06-03-03 MOVED BY COUNCILLOR FLEETWOOD that the Council Action List be accepted for information.
CARRIED UNANIMOUSLY.
Administration
Draft Bylaw - Bylaw 2020-017 - Speed Limit RR214 CC 2020-06-03-04 MOVED BY COUNCILLOR FLEETWOOD that Council give first reading to Bylaw 2020-017, being a bylaw of Vulcan County in the Province of Alberta, Speed Limit RR214.
CARRIED UNANIMOUSLY.
CC 2020-06-03-05 MOVED BY COUNCILLOR COCKWILL that Council give second reading to Bylaw 2020-017, being a bylaw of Vulcan County in the Province of Alberta, Speed Limit RR214.
CARRIED UNANIMOUSLY.
CC 2020-06-03-06 MOVED BY COUNCILLOR LYCKMAN that Council authorize three readings to be held in one meeting to Bylaw 2020-017, being a bylaw of Vulcan County in the Province of Alberta, Speed Limit RR214.
CARRIED UNANIMOUSLY.
CC 2020-06-03-07 MOVED BY COUNCILLOR FLEETWOOD that Council give third reading to Bylaw 2020-017, being a bylaw of Vulcan County in the Province of Alberta, Speed Limit RR214.
CARRIED UNANIMOUSLY.
4 a) - 17 Jun 2020 Page 3 of 85 County Council Meeting - Minutes June 03, 2020 Agricultural Appeal Board CC 2020-06-03-08 MOVED BY COUNCILLOR MONNER that Council appoint Byron Thompson, Josh Umscheid, and Byron Matlock to the Agricultural Appeal Board for 2020.
CARRIED UNANIMOUSLY.
Draft Bylaw - Bylaw 2020-16 - G3 Road Closure Amendment CC 2020-06-03-09 MOVED BY COUNCILLOR LYCKMAN that Council give first reading to Bylaw 2020-016, being a bylaw of Vulcan County in the Province of Alberta, G3 Road Closure Amendment Bylaw.
CARRIED UNANIMOUSLY.
CC 2020-06-03-10 MOVED BY DEPUTY REEVE LOGAN that Council give second reading to Bylaw 2020-016, being a bylaw of Vulcan County in the Province of Alberta, G3 Road Closure Amendment Bylaw.
CARRIED UNANIMOUSLY.
CC 2020-06-03-11 MOVED BY COUNCILLOR MONNER that Council authorize three readings to be held in one meeting to Bylaw 2020-016, being a bylaw of Vulcan County in the Province of Alberta, G3 Road Closure Amendment Bylaw.
CARRIED UNANIMOUSLY.
CC 2020-06-03-12 MOVED BY COUNCILLOR COCKWILL that Council give third reading to Bylaw 2020-016, being a bylaw of Vulcan County in the Province of Alberta, G3 Road Closure Amendment Bylaw.
CARRIED UNANIMOUSLY.
Donation to Birdies for Kids (Rainbow Literacy Request) CC 2020-06-03-13 MOVED BY COUNCILLOR COCKWILL that Council authorize the donation of $18,000 to the Birdies for Kids Charity Golf tournament, to be funded from money previously allocated to Rainbow Literacy in the 2020 operating budget.
CARRIED UNANIMOUSLY.
Policy 12-1002 - Council Correspondence Policy CC 2020-06-03-14 MOVED BY COUNCILLOR LYCKMAN that Council approve the revisions to Council Correspondence Policy 12-1002 as presented.
4 a) - 17 Jun 2020 Page 4 of 85 County Council Meeting - Minutes June 03, 2020 CARRIED UNANIMOUSLY.
Economic Development Officer Report CC 2020-06-03-15 MOVED BY COUNCILLOR MONNER that Council accept the Economic Development Officer report for information.
CARRIED UNANIMOUSLY.
August 1, 2020 Tax Penalty Waiver CC 2020-06-03-16 MOVED BY COUNCILLOR FLEETWOOD that Council waive the 6% penalty for unpaid taxes which would be applied to roll files on August 1st 2020 due to the current economic uncertainty in all sectors.
CARRIED UNANIMOUSLY.
COVID-19 - Verbal Update Report CC 2020-06-03-17 MOVED BY COUNCILLOR COCKWILL that Council accept the COVID-19 Verbal Update Report for information.
CARRIED UNANIMOUSLY.
Reeve Schneider recessed the meeting at 12:08 p.m. and reconvened at 1:23 p.m. Draft New Land Use Bylaw CC 2020-06-03-18 MOVED BY COUNCILLOR COCKWILL to direct Administration to contact Reeve Schneider and Councillor Monner for further Council input on the drafted Land Use Bylaw.
CARRIED UNANIMOUSLY.
Administrative Inquiries
Councillor Monner inquired about where Administration is in regards to the purchase of rail line in Sunset Marks and would like Administration to follow up. Councillor Monner informed Council that the FCSS Director has put in her resignation. He inquired if Administration is able to follow up on a couple of matters, there are pivots in Mossleigh that are watering the road, and in Queenstown there are several trailers on a lot. Administration informed Council that they would direct the CPO's to these matters. Lastly, Councillor Monner informed Council that in the future Vulcan County and or Vulcan County Waste Commission will need to determine an upper threshold for continued participation in SAWEA.
4 a) - 17 Jun 2020 Page 5 of 85 County Council Meeting - Minutes June 03, 2020
Closed Meeting CC 2020-06-03-19 MOVED BY COUNCILLOR LYCKMAN that Council move to a closed session at 3:35 p.m. to discuss the following matter pursuant to the Freedom of Information and Protection of Privacy Act: Personnel Matter: FOIP Section 24(1)(d) Staff present: N. Petersen
CARRIED UNANIMOUSLY.
CC 2020-06-03-20 MOVED BY COUNCILLOR FLEETWOOD that Council move to open session at 3:48 p.m.
CARRIED UNANIMOUSLY.
Motions Arising Out of Closed Meeting Personnel Matter: FOIP Section 24(1)(d) CC 2020-06-03-21 MOVED BY COUNCILLOR MONNER that Council approve entering into an agreement with Mark DeBoer for temporary consultant services as presented.
CARRIED UNANIMOUSLY.
Adjournment Reeve Schneider adjourned the meeting at 3:50 p.m.
Jason Schneider, Reeve Nels Petersen, CAO
4 a) - 17 Jun 2020 Page 6 of 85 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
MOVED BY COUNCILLOR RUARK that Council direct Administration Prepare Anne Erickson Internal Policy Review to to conduct a review of internal statutory and non-statutory recommendations 10 Jun 2020 03:54:25 PM 1 2014-07-15 Address Future Development 02 Jul 2014 planning documents and policies, and return to Council with to Council for future LUB working committee struck. Anne Erickson inFlood Hazard Areas recommendations to address future development in Flood Hazard development in the Areas. Flood Hazard Area
Anne Erickson MOVED BY COUNCILLOR ANNABLE that Council direct 10 Jun 2020 03:55:41 PM administration to seek to engage the Oldman River Regional Communicate IDP's on hold until COVID restrictions have Services Commission (ORRSC) to facilitate IMDP’s between Vulcan 2 CC 2017-05-17-07 Urban IMDP Request 17 May 2017 Councils decision to been lifted. Progress should begin again Anne Erickson County and the Village of Arrowwood, between Vulcan County appropriate parties. shortly and the Town of Vulcan, and between Vulcan County and the Village of Champion.
MOVED BY COUNCILLOR MONNER that Council direct Administration to proceed with a Land Use Bylaw Amendment with the following:Define “agricultural building” (ie. a building used exclusively for an agricultural purposes such as a corral, granary, livestock shelter etc.).Specifically list the exempted Anne Erickson agricultural developments in Schedule 3 (ie. farm gravel pits for on Staff to work on 10 Jun 2020 03:56:12 PM Agricultural Development 3 CC 2017-06-07-09 07 Jun 2017 farm use not exceeding 1 acre, dugouts, grain bins, stockpiles etc.) LUB Amendment as LUB working group struck Anne Erickson Permit Exemption and add language specifying that the exemption applies only to per motion. developments that are exclusively for agricultural use. Also add that the exemption does not apply where located within or adjacent to a flood plain.Consideration be given to using a trigger or threshold whereby the Development Permit exemption is no longer applicable (ie. building size).
Nels Petersen 01 Aug 2019 11:49:14 AM Review Employee MOVED BY COUNCILLOR DONOVAN that Council direct The Municipal Assistant has now Use of County Employee Use of County Administration to review Employee Use of County Equipment completed research on this item. The CAO 4 CC 2018-02-21-25 21 Feb 2018 Equipment Policy 12- Nels Petersen Vehicles Policy 12-3121; AND that Administration add patrol metrics and will review research and bring forward a 3121, bring back to reporting to the Director of Protective Services Report. report to Council. Council.
Work with Lansey Middleton MOVED BY DEPUTY REEVE COCKWILL that Council direct applicable staff and 27 Apr 2018 11:06:57 AM 5 CC 2018-03-07-19 Rural Crime 07 Mar 2018 Administration to contact appropriate participants for information agencies on hosting Nels Petersen CAO and Protective Services Dept to work on rural and local urban crime issues. an open house on internally to start. information session. Page 7 of 85 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
MOVED BY COUNCILLOR LYCKMAN that Council approve the purchase and implementation of ArcGIS Enterprise Standard, the recommended replacement plotter & scanner, and that Council Purchase license of Colleen Dickie further:Acknowledge that Administration will submit an ArcGIS. Submit 20 Feb 2020 01:18:10 PM GIS Software & Replacement application for funding under the Municipal Asset Management 6 CC 2018-06-20-19 20 Jun 2018 application for Currently looking at revising application Nick Fai Plotter Program for 80% of anticipated first year project costs funding through ($34,916);Commit to providing the remaining 20% of anticipated MAMP. first year project costs ($8,728), drawn from the Administration operating reserve, and;Will direct Administration to proceed with the project immediately should grant funding be approved.
Nels Petersen 26 Sep 2019 03:51:19 PM Currently the Director of Protective MOVED BY COUNCILLOR DONOVAN that Council direct Services is responding to calls when Draft on-call policy 7 CC 2018-07-18-48 Personnel: FOIP Section 24(1)(d) 18 Jul 2018 Administration to research on-call policies and report back to required. We will continue to explore other Nels Petersen for future meeting. Council at a later date. options as resources become more readily available.
Shania Culp 20 Mar 2020 12:36:58 PM First reading of ICF bylaws between Vulcan MOVED BY DEPUTY REEVE COCKWILL that Administration engage Meet with County and Village of Carmangay and Development Discussion: FOIP the Village of Carmangay, as discussed in the closed meeting; AND Champion CAO, Vulcan County and Village of Champion 8 CC 2018-09-19-27 19 Sep 2018 Nels Petersen Section 24(1)(a) that Administration research other municipality's revenue sharing report back to have been done. Waiting to have more models and report back to Council. Council. conversation with both CAO's to do the rest of the readings.
Nels Petersen 30 Apr 2020 11:46:58 AM Comments have been received from some MOVED BY COUNCILLOR MONNER that Administration continue Contact AEP Marina - Safe Boat Launch members of Council and have been 9 GPC 2019-02-12-13 12 Feb 2019 to work on the marina - safe boat launch project and consult with regarding proposed Nels Petersen Development incorporated into survey response and Alberta Environment and Parks. development. written feedback.
Anne Erickson MOVED BY COUNCILLOR MONNER that Administration Add to LUB re-write, 10 Jun 2020 03:56:44 PM Large Agricultural Subdivision 10 CC 2019-02-27-10 27 Feb 2019 incorporate large agricultural subdivisions in the Land Use Bylaw request public LUB working group struck Anne Erickson Policies re-write, to allow for proper public consultation. input.
Nels Petersen MOVED BY COUNCILLOR MONNER that Council amend Grazing 30 Apr 2020 10:22:32 AM Grazing Lease Agreement Lease Agreement GRLVC 017, as discussed in the closed meeting, Amend contract as Agreements are now for individual quarter 11 CC 2019-02-27-37 Amendment: FOIP Section 27 Feb 2019 and that Amended Grazing Lease Agreements be assigned with directed, Reeve and Lansey Middleton sections.
Page 8 of 85 24(1)(c) individual lease agreements for the nine (9) quarter sections CAO to sign. originally contained within GRLVC 017. 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible Nels Petersen Notify party in MOVED BY COUNCILLOR LOGAN that Council allow for the sale of 01 Apr 2020 04:37:32 PM writing, signed by Grazing Lease Agreement the following five (5) parcels contained within Grazing Lease Lease agreements have been separated Reeve. Appraisal of 12 CC 2019-02-27-38 Amendment: FOIP Section 27 Feb 2019 Agreement GRLVC 017: into individual agreements per quarter Nels Petersen land to take place 24(1)(c) • SW 7-17-16 W4• SW 12-17-17 W4• NW 31-16-16 W4• NE 36-16- section. and begin with sale 17 W4• NW 36-16-17 W4 process.
Mike Kiemele 10 Dec 2019 02:17:21 PM WSP currently has enough projects in the Capital Bridge Engineering MOVED BY COUNCILLOR LOGAN that Council approve the Capital 13 CC 2019-03-13-08 13 Mar 2019 Submit RFP on APC. design stage to last us through 2020. We Mike Kiemele Projects 2019 to 2022 Bridge Projects for 2019 to 2022 as presented. will put out for tenders to renew the contract in the fall of 2020
Lansey Middleton 06 Mar 2020 02:19:02 PM The policy is being reviewed by MOVED BY COUNCILLOR MONNER that Council direct Amend policy to Administration for further updates. The Purchasing Policy - Local Administration to amend Purchasing Authority and Procurement include local 14 GPC 2019-03-26-09 26 Mar 2019 main focus of review is on widening the Lansey Middleton Vendors Policy 12-2203 to include a local purchasing component, for purchasing scope of procedures for staff when consideration at a future Council meeting. component. purchasing.
Nels Petersen MOVED BY COUNCILLOR MONNER that Administration inquire 31 Oct 2019 07:08:17 PM Legal Opinion: FOIP Section with Brownlee LLP into Vulcan County's liability for approving Proceed as directed Follow-up require with Brownlee to 15 CC 2019-06-05-16 05 Jun 2019 Nels Petersen 27(1)(a) potable water treatment systems that are not operated by Vulcan in motion. determine status. County.
Anne Erickson 10 Jun 2020 04:06:03 PM COMPLETE. Road is closed and ownership Bylaw 2018-023 - Merle MOVED BY COUNCILLOR LOGAN that Council give third reading to Register title is in County's name. Transfer of ownership 16 CC 2019-07-17-07 HayneRoad Closure2nd and 3rd 17 Jul 2019 Bylaw 2018-023, being a bylaw of Vulcan County in the Province of Anne Erickson change. did not occur as the original adjacent Reading Alberta, for the purpose of closing a portion of a public roadway. landowners have both changed.
Anne Erickson MOVED BY COUNCILLOR MONNER that Council give third reading 10 Jun 2020 04:06:51 PM Bylaw 2019-004 - G3Road to Bylaw 2018-023, being a bylaw of Vulcan County in the Province Register title 17 CC 2019-07-17-09 17 Jul 2019 Sent back to Land titles for registration. Anne Erickson Closure2nd and 3rd Reading of Alberta, for the purpose of closing a portion of a public change. roadway.
Nels Petersen 14 May 2020 03:44:15 PM Proceed as directed, MOVED BY COUNCILLOR FLEETWOOD that Administration Easement was registered allowing for 18 CC 2019-07-17-13 Irrigation Parcels 17 Jul 2019 update Council Nels Petersen investigate retainingall unallocated water rights for future use. future canal access on the NW-12-15-20-4 accordingly. Page 9 of 85 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
MOVED BY COUNCILLOR DONOVAN that Council approve the lease Agreement to be Nels Petersen agreement for the Mossleigh Baseball Diamond, and that the signed, forward 16 Apr 2020 09:14:59 AM Lease Agreement - Mossleigh Reeve and CAO be support Currently on hold while estate matters are 19 CC 2019-08-07-07 07 Aug 2019 Nick Fai Baseball Diamond authorized to execute the agreement; AND that Administration documentation to settled. send the agreement to the Northwest Recreation Board for Lions Club and NW budget purposes and to the Mossleigh Lions Club to confirm the Rec Board. Baseball Diamond can be removed from their insurance policy.
Provide report on MOVED BY COUNCILLOR DONOVAN that Administration provide a implications of Council Remuneration 20 CC 2019-08-21-12 21 Aug 2019 report to a future Council meeting on the potential impact of reducing the Lansey Middleton Comparision changing the number of councillors from 7 to 5. number of councillors to 5.
MOVED BY COUNCILLOR MONNER that Administration look into Provide further Anne Erickson the following matters regarding the Municipal Reserve Policy and information on the 30 Jan 2020 09:09:02 AM bring it back to a future Council meeting:currrent use of Municipal policy (as per Admin is waiting to see how the updated 21 CC 2019-10-16-08 Municipal Reserve Policy 16 Oct 2019 Anne Erickson Reserveprocess to sell Municipal Reserve LandConsolidation of motion) and bring ASP addresses reserve so that all plans and Municipal Reserve Land into adjacent parcelProcess for changing back to future policies are consistent. the percentage of Municipal Reserve meeting.
Anne Erickson 10 Jun 2020 04:10:34 PM Landowner meeting went well, informative. Admin is continuing correspondence and communication. MOVED BY DEPUTY REEVE LOGAN that Council direct Landowners will be seeking out their own Draft bylaw for sale 22 CC 2019-11-06-04 Municipal Reserve Land Sale 06 Nov 2019 administration to draft a bylaw for the land sale of Municipal quotes for Surveyors costs. Once Anne Erickson of MR. Reserve. complete, administration will finalize who is interested in purchasing and start the process of removing the MR designations from those properties.
Nels Petersen 26 May 2020 09:25:07 AM Ag Services department has been MOVED BY COUNCILLOR COCKWILL that Administration determine Review rates and researching both private and provincial Grazing Lease Agreement: FOIP current market value AUM rates with said rates being 23 CC 2019-11-16-14 06 Nov 2019 bring back to AUM rates. Report will be finalized and Nels Petersen Section 24(1)(c) incorporated into the lease agreement and then executed by the Council. presented at the August 5th meeting of Reeve and CAO. Council.
MOVED BY COUNCILLOR DONOVAN that administration provide Nels Petersen Town of Vulcan Recreation notice to the Recreation Boards that Vulcan County will be Draft letter, CAO to 24 CC 2019-11-20-08 20 Nov 2019 29 Nov 2019 10:38:36 AM Nels Petersen Agreement reviewing and updating the funding framework agreements within sign. Underway all Recreation Districts. Page 10 of 85 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
Shania Culp MOVED BY COUNCILLOR DONOVAN to have Administration look 10 Jun 2020 10:03:41 AM Administrative Inquiries - Dec 25 CC 2019-12-04-11 04 Dec 2019 to see if there is a Municipal Agreement with Fortis regarding As per motion. There is no Municipal Agreement with Mike Kiemele 4th electrical distribution. Fortis regarding electrical distribution. .
Nels Petersen 19 Feb 2020 05:50:27 PM MOVED BY COUNCILLOR FLEETWOOD that Council have further A meeting was held within Administration Bylaw 2020-002 2020 Fees for 26 CC 2019-12-18-17 18 Dec 2019 discussion on the Fees for Service Bylaw 2020-002 at the GPC As per motion to determine the course of action on the Nick Fai Service meeting on January 28, 2020. Fees for Service Bylaw. A draft will be presented to Council at the March 24th GPC meeting. *NO MOTION* Administration to Admin inquiries - December 18, 27 18 Dec 2019 - Admin to follow up with Riverbend Colony regarding their letter provide response to Nels Petersen 2019 and report back to Council Council Operations will include the Mike Kiemele MOVED BY COUNCILLOR FLEETWOOD that Council approve the extended warranty 03 Feb 2020 01:01:42 PM Extended Warranty Package for 28 CC 2020-01-15-10 15 Jan 2020 quote from Finning to purchase the 60 month/7500 hour package when the Anew 160-15 Cat grader with the 5 year, Mike Kiemele 160-15 AWD Grader extended warranty package for the new 160-15 AWD Grader. new 160-15 AWD 7500 hour warranty has been ordered. Grader is ordered Delivery date is unknown at this time. from Finning.
Lansey Middleton 09 Mar 2020 11:43:02 AM Council Remuneration Policy 12- MOVED BY DEPUTY REEVE LOGAN that Council give third reading Bylaw and policy have been updated. Update bylaw index 29 CC 2020-01-15-15 1006 &Bylaw 2020-003 Council 15 Jan 2020 to Bylaw 2020-003, being a bylaw of Vulcan County in the Province Administration to draft a policy for Lansey Middleton and website Remuneration Repeal of Alberta, Council Remuneration Repeal. Member-at-Large Remuneration (SDAB and ASB), as the current Remuneration Policy only covers Elected Officials. Page 11 of 85 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
Community Development - Grants & FundingCouncillor Monner asked if Council should take a proactive approach to require guidelines for funding from large projects in the County. Council discussed the MOVED BY COUNCILLOR MONNER that Council direct following:Task Economic administration to have the Economic Development Officer 30 GPC 2020-01-28-07 Development Officer to research 28 Jan 2020 as per motion Nels Petersen research projects in other municipalities as to community support future projects and find out contributions within their communities. what other jurisdictions doNeed consistencyCompanies need to know that there is a suggestion for Community SupportCompanies that are building in the county should be donating within the county
Shania Culp 10 Jun 2020 10:02:04 AM MOVED BY COUNCILLOR MONNER that Council approve the sale Operations to Nels has sent Mike Kiemele the bill of sale. Sale of Graff Tower SW 33 16 22 31 CC 2020-02-26-10 26 Feb 2020 of the unused Internet tower located at SW 33-16-22 W4 to the proceed with the Mike now needs to meet with the buyer to Mike Kiemele W4 landowner, Mr. Allan Graff, for the sum of three thousand dollars. sale make it official.
Shania Culp MOVED BY COUNCILLOR DONOVAN that Council approve the 10 Jun 2020 10:01:02 AM Operations to get quote from HACH for the chlorine on-line analyzer, Clearwater Rocky View Utilities is waiting on supplies Mossleigh Water Treatment into contact with 32 CC 2020-02-26-11 26 Feb 2020 Treatment for the green sand filtration unit and SIM-FLO Systems there is a delay with the pandemic, still in Mike Kiemele Plant Repairs Rocky View Utility for the PLC and Scada replacement in which the cost of the process. Corperation project, $34,085.59 will be drawn from Capital Reserves.
Administration to provide written notice to the MOVED BY DEPUTY REEVE LOGAN moved that Council approve insurance provider Vulcan Affordable Housing the Vulcan County Affordable Housing Society as an Additional indicating that the Shania Culp 33 CC 2020-02-26-12 Society - Additional Named 26 Feb 2020 Named Insured (ANI) to the County's insurance policies, in County accepts the 03 Apr 2020 03:27:43 PM Nels Petersen Insured accordance with Policy 12-2209 (Insurance Community Groups) Vulcan County IN PROGRESS. and subject to the approval of the County's insurance provider. Affordable Housing Society as an ANI to
Page 12 of 85 its insurance policies. 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible The Reeve and the MOVED BY COUNCILLOR LYCKMAN that Council authorize the Vulcan Affordable Housing CAO will sign the Shania Culp Reeve and the Chief Administrative Officer to execute the 34 CC 2020-02-26-13 Society - Additional Named 26 Feb 2020 Additional Named 03 Apr 2020 03:28:52 PM Nels Petersen Additional Named Insured (ANI) Letter of Agreement with the Insured Insured (ANI) Letter In progress. Vulcan County Affordable Housing Society. of Agreement
Anne Erickson 30 Apr 2020 10:53:45 AM MOVED BY DEPUTY REEVE LOGAN that Council direct Administration to One interested party has stepped forward, Subdivision & Development Administration to advertise for a Member-at-large position for a 35 CC 2020-02-23 26 Feb 2020 create an administration is researching potential Anne Erickson Appeal Board Member-at-Large two-year appointment on the Subdivision and Development advertisement training opportunities. Appeal Board.
Shania Culp 10 Jun 2020 09:59:56 AM Administration will MOVED BY COUNCILLOR FLEETWOOD that Council approve the Proper signage has been ordered and have all necessary Closing of Two Canadian Pacific closing of two at grade CP Railway crossings:MP (35.30) OF CP’S should be here soon. When signage has 36 CC 2020-03-11-04 11 Mar 2020 contracts signed Mike Kiemele (CP) at Grade Railway Crossings Aldersyde Subdivision and,MP (70.44) Aldersyde Subdivision arrived the railway crossings will be and submitted to Branch (Lomond 4.34) permanently closed. CP.
More communication will happen between Vulcan County and Bylaw 2020-007Intermunicipal MOVED BY COUNCILLOR LYCKMAN that Council give first reading Village of Nels Petersen Collaboration Framework to Bylaw 2020-007, being a bylaw of Vulcan County in the Province Carmangay in 01 Apr 2020 04:40:14 PM 37 CC 2020-03-11-11 11 Mar 2020 Nels Petersen Agreement (ICF)Vulcan County of Alberta, Intermunicipal Collaboration Framework Agreement regards to the ICF Waiting for response from Village of & Village of Carmangay between Vulcan County & Village of Carmangay. Agreement. Then Carmangay. Vulcan County Council can give the rest of the readings to the Bylaw.
More communication will happen between Vulcan County and Bylaw 2020-008Intermunicipal MOVED BY COUNCILLOR FLEETWOOD that Council give first Nels Petersen Village of Champion Collaboration Framework reading to Bylaw 2020-008, being a bylaw of Vulcan County in the 01 Apr 2020 04:40:55 PM 38 CC 2020-03-11-12 11 Mar 2020 in regards to the ICF Nels Petersen Agreement (ICF)Vulcan County Province of Alberta, Intermunicipal Collaboration Framework Waiting for response from the Village of Agreement. Then & Village of Champion Agreement between Vulcan County & Village of Champion. Champion. Vulcan County Council can give the rest of the readings to the Bylaw.
Administration will Shania Culp Kirkcaldy Community inform the Kirkcaldy 10 Jun 2020 09:54:19 AM Page 13 of 85 MOVED BY COUNCILLOR LYCKMAN that Council approve donating 39 CC 2020-03-11-13 Association Request for Used 11 Mar 2020 Community COMPLETE Nels Petersen a surplus used laptop to the Kirkcaldy Community Association. Laptop Association of Councils decision. 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
MOVED BY COUNCILLOR MONNER to direct Administration to Administration to Shania Culp research if the Municipal Government Act allows the Chair of the research Council's 10 Jun 2020 09:48:59 AM Restructure of Municipal Municipal Planning Commission to vote only in the event of a decision and return COMPLETE. Bylaw being brought to June 40 CC 2020-04-08-08 08 Apr 2020 Anne Erickson Planning Commission tie.FOR: AGAINST REEVE SCHNEIDER DEPUTY REEVE to a future Council 17, 2020 County Council Meeting LOGANCOUNCILLOR MONNERCOUNCILLOR meeting with FLEETWOODCOUNCILLOR COCKWILL COUNCILLOR LYCKMAN findings
Shania Culp MOVED BY COUNCILLOR FLEETWOOD to direct Administration to Restructure of Municipal 14 May 2020 04:02:23 PM 41 CC 2020-05-06-05 06 May 2020 bring the Restructure of Municipal Planning Commission to a June As per motion Anne Erickson Planning Commission Will be brought to the June 17 County 2020 County Council Meeting. Council Meeting 2019 Financial Statements are to Mark Deboer be forwarded to 09 Jun 2020 11:38:01 AM Municipal Affairs COMPLETED - 2019 Financial Statements Audited 2019 Financial MOVED BY COUNCILLOR MONNER that Council approve the 2019 42 CC 2020-05-06-07 06 May 2020 and posted on the upload to website. Financial Statements Nick Fai Statements Audited Financial Statements as presented. County website. and FIR provided to Municipal Affairs Copies will also be through auditor. available at the front counter
Shania Culp MOVED BY COUNCILLOR FLEETWOOD that Vulcan County enter Administration will 10 Jun 2020 09:50:33 AM into the five year contract with Benchmark Assessment inform Benchmark, Benchmark Assessment COMPLETE. Logan dropped off in Nels's 43 CC 2020-05-06-16 06 May 2020 Consultants Inc., from April 1, 2020 to March 31, 2025, for with the Reeve and Nels Petersen Contract: FOIP Section 24(1)(c) mailbox. $155,000 in the first year of the contract, with an additional CAO executing the $2,500 subsequently applied for each year of the term thereafter. document
Nels Petersen MOVED BY COUNCILLOR MONNER that Council approve the sale Operations will 08 Jun 2020 09:30:20 AM of aggregate to the contractor that receives the contract to build submit a price to 44 CC 2020-05-20-06 Gravel Sales 20 May 2020 COMPLETE Mike Kiemele the Greengate Solar Project at our advertised commercial rate set the contractors out in the fees for service schedule. requesting a quote.
MOVED BY COUNCILLOR FLEETWOOD that Council give third Administration to Shania Culp Draft Bylaw - Bylaw 2020-017 - 45 CC 2020-06-03-07 03 Jun 2020 reading to Bylaw 2020-017, being a bylaw of Vulcan County in the update Bylaw Index 10 Jun 2020 09:16:41 AM Shania Culp Speed Limit RR214 Province of Alberta, Speed Limit RR214. and website. COMPLETE
Administration to MOVED BY COUNCILLOR MONNER that Council appoint Byron Shania Culp inform the 46 CC 2020-06-03-08 Agricultural Appeal Board 03 Jun 2020 Thompson, Josh Umscheid, and Byron Matlock to the Agricultural 10 Jun 2020 10:18:17 AM Kelly Malmberg appointed members Appeal Board for 2020. COMPLETE of Council's decision Administration to MOVED BY COUNCILLOR COCKWILL that Council give third reading Shania Culp Draft Bylaw - Bylaw 2020-16 - update the bylaw 47 CC 2020-06-03-12 03 Jun 2020 to Bylaw 2020-016, being a bylaw of Vulcan County in the Province 10 Jun 2020 09:17:03 AM Shania Culp G3 Road Closure Amendment index and the of Alberta, G3 Road Closure Amendment Bylaw. COMPLETE website. Page 14 of 85 5 a) - 17 Jun 2020
Report Ref # Resolution Number Description Meeting Date Resolution Action Required Comments Staff Responsible
Administration will prepare a cheque to Rainbow Literacy for their remaining funding from the 2020 budget, $17,000. Administration will MOVED BY COUNCILLOR COCKWILL that Council authorize the contact the Society Nels Petersen Donation to Birdies for Kids donation of $18,000 to the Birdies for Kids Charity Golf 48 CC 2020-06-03-13 03 Jun 2020 to inform them of 08 Jun 2020 01:30:17 PM Nels Petersen (Rainbow Literacy Request) tournament, to be funded from money previously allocated to Council’s decision COMPLETE. Rainbow Literacy in the 2020 operating budget. and, should Council approve the request, will prepare a pledge form and payment to the organizing body (Shaw Charity Classic).
Administration to update the Council Correspondence Shania Culp Policy 12-1002 - Council MOVED BY COUNCILLOR LYCKMAN that Council approve the 49 CC 2020-06-03-14 03 Jun 2020 Policy will be 10 Jun 2020 09:17:29 AM Shania Culp Correspondence Policy revisions to Council Correspondence Policy 12-1002 as presented. updated in our COMPLETE policy index and Civic Web Portal.
Notification of penalty wavier will be placed on the MOVED BY COUNCILLOR FLEETWOOD that Council waive the 6% County website and Nels Petersen August 1, 2020 Tax Penalty penalty for unpaid taxes which would be applied to roll files on Social Media 50 CC 2020-06-03-16 03 Jun 2020 08 Jun 2020 01:43:59 PM Nels Petersen Waiver August 1st 2020 due to the current economic uncertainty in all platforms. Phone COMPLETE. sectors. inquiries on tax penalties will also be provided this information.
MOVED BY COUNCILLOR MONNER that Council approve entering Administration to Nels Petersen Personnel Matter: FOIP Section 51 CC 2020-06-03-21 03 Jun 2020 into an agreement with Mark DeBoer for temporary consultant get agreement 08 Jun 2020 11:41:40 AM Nels Petersen 24(1)(d) services as presented. signed and filed. COMPLETE. Page 15 of 85
REGULAR MEETING OF COUNCIL — JUNE 17, 2020 Director of Protective Services Report – May 2020
NUMBER OF INCIDENTS
Stn. 16 – Northwest, Stn. 17 – Milo, Stn. 27 - Vulcan, Stn. 19 – Lomond, Stn. 20 – Champion, Stn. 21 - Carmangay 2020 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY TOTAL STN 16 7 2 1 1 4 15
STN 17 4 1 1 1 2 9
STN 19 0 3 4 0 2 9
STN 20 6 6 8 7 5 32
STN 21 3 1 5 1 5 15
STN 27 9 10 12 10 8 49
MONTHLY 29 23 31 20 26 129 TOTAL
TYPES OF INCIDENTS
2020 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY TOTAL MEDICAL 19 16 22 10 11 78
FIRES (Not 1 1 0 1 2 5 Structure) STRUCTURE 1 0 0 1 1 3 FIRES MVC 3 2 2 1 0 8
RESCUE 0 0 0 0 1 1 (Water/Ice) MUTUAL 0 0 0 0 0 0 AID ALARMS 2 1 2 2 1 8
HAZMAT 0 0 0 0 0 0
OTHER 1 0 1 1 1 4
MONTHLY 27 20 27 16 17 107 TOTAL
Page 1 of 5
6 a) - 17 Jun 2020 Page 16 of 85
NUMBER OF FIRE (BURN) PERMITS ISSUED
2020 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY TOTAL STN 16 1 3 10 2 16 32 STN 17 2 0 3 4 6 15 STN 19 1 4 4 10 9 28 STN 20 2 7 4 11 15 39 STN 21 3 1 3 6 3 16 STN 27 7 8 13 13 5 46 MONTHLY 16 23 37 46 54 176 TOTAL
DIRECTOR MEETINGS/ TASKS/ AFTER HOUR EVENTS
Coordinated vehicle and hall maintenance/ Pump testing started Continue to work with CPO’s and assist where required Responded to and investigated two structure fires. Continue to prepare Hazard assessments for firefighter tasks. Responded to medical calls Developed and implemented back to training plan for fire departments Liaise with province in regards to equipment needs and our actions taken Sit on many conference calls with POC, AHS, IAFC in reference to COVID 19 Ordering of firefighting equipment New training procedures SOG started. Review of Development permits, provide feedback where necessary. Responded to public enquiries. Conducted fire inspections Liaised with South West design as they near completion of Milo Fire Hall Completed and sent Lease agreement to Milo Association for Hall Worked with CPO’s on a plan to ensure max coverage of area within Vulcan County. Working with forestry working on new mutual aid agreement. Provided feedback to town on code related questions Size members for new bunker gear Conduct performance reviews on staff Arranged for ant spraying to take place in June Worked on the water leak issues with the Town of Vulcan Coordinated building repairs with RCMP and AHS as requested Fire extinguisher inspections completed at the regional halls
Page 2 of 5
6 a) - 17 Jun 2020 Page 17 of 85
COMMUNITY PEACE OFFICER/ SAFETY
Conducted rural patrols Responded to medical emergencies as required. Assisted RCMP as requested. Multiple traffic stops with high rates of speed including one at 77 KM/HR over the posted speed limit. Execution of outstanding warrants Assisted Conservation with ongoing issues at McGregor Landing Multiple traffic stops that resulted in removing suspected impaired drivers from the roadway. Conducted CVSA Inspections Assisted Lethbridge Police and RCMP with a dangerous driver Assisted a 2 year old walking on the highway alone and returned the child to his mother.
Patrols of Hamlets Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Shown in Minutes Brant 48 36 32 26 24 166 Little Bow Resort 25 0 0 0 35 60 Herronton 5 11 4 0 0 20 Queenstown 15 5 0 9 4 33 Kirckaldy 5 0 0 0 0 5 Mossleigh 44 29 38 47 41 198
PATROL HOURS JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY Billed 2020 TOTAL (hours) Lomond 3.25 1.25 .25 .5 1.5 6.75 Milo 0 0 0 0 0 0 Champion 0 0 .5 0 5.25 5.75 Carmangay .75 .5 2.75 3.25 2.5 9.75 MONTHLY TOTAL 4 1.75 3.5 3.75 9.25 22.25
Page 3 of 5
6 a) - 17 Jun 2020 Page 18 of 85
EMERGENCY MANAGEMENT
Virtual EOC activated/monitoring government phases may collapse our EOC. ICS 201 forms created and disseminated Monitoring of the situation as it evolves and follow directions of the chief medical officer of Health Monitored the Wyndham Carseland area for flood levels, developed ICS 201 had a plan in place in event of flooding. Addressed concerns and complaints from public in relation to businesses and COVID-19 Communication with essential services to support where needed. Weekly meetings with the Vulcan County Regional Emergency Management Partnership. Liaise and communicate with AEMA rep for the south zone.
Public Education and Training
Public Education JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY And Community TOTAL Involvement Public Education 0 0 0 0 0 0 (Fire) Community 2 1 1 43 23 70 Involvement # of Activities MONTHLY TOTAL 2 1 1 43 23 70
Activities
Due to the Corona Virus 19 pandemic, public education and courses have been cancelled until further notice. In May: Station 27 had 15 parades and 1 Grad ceremony, Station 20 had 5 parades, Station 21 had 1 parade, and Station 17 had 1 birthday parade. Posts were put up stating that Birthday parades are over as of May 31, 2020 so that members can prepare for the upcoming fire season. Thank you to all halls and members who participated!
Page 4 of 5
6 a) - 17 Jun 2020 Page 19 of 85 6 a) - 17 Jun 2020
Cost Recovery
Cost JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY TOTAL Recovery Invoiced ($) Courses/ot 330.00 0 0 0 0 330 her Tower 0 0 829.62 0 0 829.62 Rentals Contract 20,028.74 0 0 70,750.1 285.00 91,063.84 Billing Fire 32,817.25 0 4,133.30 0 25,125.00 62,075.55 MVC 13,113.75 922.50 4,305.00 0 3307.5 21,648.75 CPO Patrol 216.00 94.50 189.00 202.50 212.5 914.5 hours MONTHLY 66,505.74 1,017.00 9,456.92 70,952.6 28,930 176,862.26 TOTAL
Submitted by Doug Headrick, Director of Protective Services
CAO Signature:
Page 20 of 85 Page 5 of 5
REGULAR MEETING OF COUNCIL – JUNE 17, 2020 Director of Operations Report May
May Directors Report:
May 4th all seasonal staff returned Talked to multiple contractors interested in buying materials from us for the Greengate project A member of the gravel crew had a medical episode that required EMS to transport him to Lethbridge Regional hospital Held bi-weekly Foreman meetings to organize joint projects for the crews Talked to a representative from Schooten Feed lots. They want to help us with gravel on the feed lot road May 13th-MG14 returned from Brandt Tractor after rebuild May 19th the new excavator was delivered Talked to concerned cottage owners at Lake McGregor Landing about excessive speed from people coming down to the boat launch After heavy rain we had 3 culverts come apart and the road washed away May 28th WSP put out tenders for 2 contract Bridge files
Divisional Grader Operators:
Blading roads and trying to keep up on soft spots
Gravel:
Hauled crush and pit run to the Town of Vulcan from Vaage pit Seasonal workers returned on May 4th. Spent the day cleaning trucks and hauling Hauled 5/8” crush to dust abatements Gravelled roads from Vaage pit Completed online safety courses on rain days
Mower Operators:
(MG19) started cutting in Lomond May 27th (MG6) started cutting in Vulcan May 27th (MG22) started cutting in Milo May 20th
Construction Crew:
Finished the Whiteside Road south of Vulcan Replaced 800mm pipe that washed out at mile #0298 on Range Road 230 east of Carmangay Moved to Champion and started on the old Dump Road
6 b) - 17 Jun 2020 Page 21 of 85 Maintenance Crew:
Road repairs-soft spots Seasonal workers returned May 4th, mower operators worked with maintenance crew for the majority of the month. Sign repairs Took down snow fence Hauled cold mix from McNally’s in Fort McLeod Culvert replacements Applied MG30 dust abatement Milo fire hall apron preparation Texas gate cleanouts Completed online safety courses on rain days Town of Vulcan Airport Culvert washout
Building Maintenance:
Took water samples at Kirkcaldy Training courses Lomond Fire hall renovations-under floor plumbing, drywall bathroom, re-do water lines, electrical wiring of bathroom Repaired shop pressure washer Small repairs at the shop Consultations on new Milo fire hall for exhaust fans (no screens)
Repair Shop:
24 units were serviced
C20 Replaced batteries D01 Replaced batteries MS01 Replaced joystick and repaired apron cylinder T45 Repaired air leak and changed tranny fluid T67 Replaced clutch and related parts
Respectfully Submitted by: Mike Kiemele, Director of Operations
CAO Signature & Comments
6 b) - 17 Jun 2020 Page 22 of 85 Request for Decision
REGULAR MEETING OF COUNCIL – June 17th, 2020
Gravel Donation Request
Recommended Action: That council approve the donation of 130 tonnes of 5/8 gravel to the Lomond Cemetery Association, for use on the interior roads of the cemetery.
Proposal & Background In the spring of 2019 Operations received an inquiry from the Lomond Cemetery Association for advice on paving or surfacing the roadway throughout the cemetery. After exploring several options that were cost prohibitive, Operations arranged a meeting between the Association and a company called Read on Roads. Between the two parties they have come to an arrangement that will work for both if Vulcan County will donate the gravel for the project.
Strategic Plan Alignment Foster a Collaborative Environment
Financial/Policy Consideration The gravel would be sourced from our Vaage Pit at a cost of $4.85/metric tonne. The cost of the product and the trucking would come to $10.09/metric tonne. The total cost of 130 metric tonnes would be $1311.70.
Implementation/Communication If approved by Council Operations will arrange for the delivery of the material as quickly as possible.
FOIP Consideration N/A
Respectfully Submitted by: Mike Kiemele, Director of Operations
CAO Signature & Comments:
Attachments: Donation request letter from Randy Schlaht
Page 1 of 1
6 c) - 17 Jun 2020 Page 23 of 85 6 c) - 17 Jun 2020 Page 24 of 85 Briefing Note
REGULAR MEETING OF COUNCIL – June 17th, 2020
Update on Construction Timeline for the Marshall Road
The Marshall Road is planned to under go a complete rebuild in 2021. Due to the current shape of the hard top surface Operations has moved part of the construction timeline up a year to 2020.
Operations has contacted four companies for quotes to mill off the hard surfacing. The material that is milled off will be stored at the Ingraham Pit for reuse. Once the surface has been milled off we will return the road to a gravel surface for the winter of 2020/2021. Once the rebuild has been completed by County crews the surface of the road will be returned to hard top.
The funds for this project will be taken from the Road Construction Capital Reserves.
Respectfully Submitted by: Mike Kiemele, Director of Operations
CAO Signature:
6 d) - 17 Jun 2020 Page 25 of 85 Request for Decision
REGULAR MEETING OF COUNCIL – June 17, 2020
Restructure of Municipal Planning Commission
Recommended Action: That Council give first reading to Bylaw 2020-018, a Bylaw that reduces the number of Councillors residing on the Municipal Planning Commission from six to five.
Proposal & Background At the April 8th and May 6th Council meetings, the matter of who and how many members represent the Municipal Planning Commission (MPC) was discussed. This resulted in the following motion;
“To direct Administration to bring the Restructure of Municipal Planning Commission to a June 2020 County Council Meeting.”
From administration’s understanding of the discussions, a bylaw has been drafted to reduce the number of Council members which sit on the MPC from six to five with the quorum remaining at three. The Bylaw has an enactment date of October 19th, 2021, which is the day after the 2021 Municipal elections and the day before what is assumed to be the annual County Council organizational meeting.
Strategic Plan Alignment Responsible & Transparent Leadership and Governance
Financial/Policy Consideration MPC Bylaw 2013-025, current MPC bylaw
Implementation/Communication Should Council give first reading to Bylaw 2020-018, administration will present the bylaw for second and third reading at a future meeting.
FOIP Consideration N/A
Respectfully Submitted by: Anne Erickson, Manager of Development Services
CAO Signature & Comments:
Attachments: MPC Bylaw 2020-018
Page 1 of 1
6 e) - 17 Jun 2020 Page 26 of 85 VULCAN COUNTY
Vulcan - Alberta
BYLAW 2020-018
Being a Bylaw of Vulcan County in the Province of Alberta to establish a Municipal Planning Commission pursuant to Section 626 of the Municipal Government Act, RSA 2000, Chapter M-26, as amended (the “MGA”).
WHEREAS the Council of Vulcan County, duly assembled, pursuant to Section 626 of the MGA, hereby enacts as follows: 1. The Municipal Planning Commission of Vulcan County is hereby established. 2. Pursuant to Section 623 and 624 of the MGA, the Municipal Planning Commission shall be the subdivision approving authority and the development authority of the Municipality. 3. Definitions: a. “Municipality” means Vulcan County. b. “Council” means the Municipal Council of Vulcan County. c. “Member” means a member of the Municipal Planning Commission appointed pursuant to this Bylaw. d. “Secretary” means the person appointed by Council to act as secretary to the Municipal Planning Commission e. All other terms used in this Bylaw shall have the same meaning as is assigned to them by the MGA. 4. The Municipal Planning Commission shall be composed of five (5) members of Council. 5. Appointments to the Municipal Planning Commission shall be made by resolution of Council. 6. Appointments to the Municipal Planning Commission shall be for a term of two (2) years. 7. When a member ceases to be a member of the Municipal Planning Commission before the expiration of their term, Council shall appoint another member for the unexpired portion of that term within 60 days of receiving notice of the vacancy.
8. The members of the Municipal Planning Commission shall elect one of themselves as Chair and one of themselves as Vice-Chair to hold office for
Vulcan County Bylaw 2013-025 Page 1 of 3
6 e) - 17 Jun 2020 Page 27 of 85 a term of one year from the date of election. 9. Each member of the Municipal Planning Commission shall be entitled to such remuneration and travelling expenses as may be fixed from time to time by Council and the remuneration and travelling expense shall be paid by Vulcan County. 10. Council shall, by resolution, appoint a secretary who shall be an employee of the municipality and shall attend all meetings of the Municipal Planning Commission but shall not vote on any matter before the Municipal Planning Commission. 11. Three members of the Municipal Planning Commission constitute a quorum. 12. Meeting procedures for the Municipal Planning Commission shall be in accordance and adhere to the applicable sections of the Vulcan County Council Procedural Bylaw. 13. The Municipal Planning Commission shall make decisions in accordance with the Vulcan County Land Use Bylaw. 14. The decision of those members of the Municipal Planning Commission present at a meeting shall be deemed to be the decision of the whole Municipal Planning Commission. 15. The Municipal Planning Commission may make its orders, decisions, development permits and approvals and issue notices with or without conditions. 16. The secretary of the Municipal Planning Commission shall attend all meetings of the Municipal Planning Commission and shall keep the following records with respect thereto: a) the minutes of the meetings; b) all applications; c) records of all notices of meetings and of persons to whom they were sent; d) copies of all written representations to the Municipal Planning Commission; e) notes to each representation; f) the names and addressed of those making representations at the meeting; g) the decision of the Municipal Planning Commission; h) the vote of the members of the Municipal Planning Commission on the decision; i) records of all notices of decision and of person(s) to whom they were sent; j) all notice, decisions and orders made on appeal from the decision of the Municipal Planning Commission, and k) such other matters as the Municipal Planning Commission may direct.
Bylaw 2013-025 is hereby rescinded.
Vulcan County Bylaw 2013-025 Page 2 of 3
6 e) - 17 Jun 2020 Page 28 of 85
This Bylaw shall take effect on the day of October 15th, 2021.
Received first reading this _____ day of ______, 2020
______Jason Schneider, Reeve
______Nels Petersen, CAO
Received second reading this _____ day of ______, 2020
______Jason Schneider, Reeve
______Nels Petersen, CAO
Received third reading and finally passed this ____day of ______, 2020
______Jason Schneider, Reeve
______Nels Petersen, CAO
Vulcan County Bylaw 2013-025 Page 3 of 3
6 e) - 17 Jun 2020 Page 29 of 85
REGULAR MEETING OF COUNCIL— JUNE 17, 2020
Director of Corporate Services – May 2020
Corporate Services Administration of Corporate Services activities Presentation and approval of 2019 Audited Financial Statements Preparing and balancing of the 2020 Combined Assessment and Tax Notices Planning for Questica (budgeting software) implementation Review of Agreements and Contracts to ensure compliance and accurate accounting for transactions On-going policy and process review and development
Payroll Processed two County regular biweekly payrolls plus government/benefit remittances Verifying Pearl employee timesheet input Reconciling payroll reports in Worktech to Great Plains Signing up the seasonal mower operators, ag workers, and Municipal Accountant
Municipal Accountant Ongoing daily transactions and financial reporting Processing, printing, and mailing of the 2020 Combined Assessment and Tax Notices including processing the subsequent “305” assessment changes and preparing updated tax notices Preparing and sending tax arrears listing Land Titles office Tax / Assessment Inquiries Land title corrections and changes
Accounts Payable Regular processing of vendor payments, including 2 regular cheque runs and processing EFT payments as required Reconciling vendor accounts and invoices
Accounts Receivable Processing of invoicing and cash receipting Issuing of tax certificates Assisting with the 2020 Tax Notices and related mailing Records management and assisting other departments with their filing systems
Information Services Coordinator Trouble shooting technology issues staff encountered with; CAMS, Phone System, Microsoft Office Suite, email, Great Plains, Diamond modules, WorkTech modules etc…
Page 1 of 2
6 f) - 17 Jun 2020 Page 30 of 85 Network Infrastructure, Server Infrastructure, desktops/laptops, alarm system and phone system maintenance. Reviewing the upgrade for Arch GIS software Supporting video conferencing throughout the County Provided guidance and assistance to Information Technologist and GIS Technician
Regional Information Technologist Vulcan County Website content updates. Initial review and planning of upgrading County website User support for technical issues, computer upgrades and break-fixes, assisted IS Coordinator in IT systems administration. Town of Vulcan Carried out regular website content management and website issues resolution. Village of Champion & Village of Lomond Provided regular on-site/remote support for technical issues. Performed regular data backups.
GIS Technician Updating rural addresses Updating VCMaps for updates, including assessment data Generation of updated grader division maps Updating of coordinate data for culverts and other County assets
Contract Property Assessment Fielding property assessment queries; working through Property Tax Assessment revisions. Reviewing assessment changes from prior year and preparing for inquiries Preparing for 2020 assessment questions
Upcoming Activities and Request for Decision Continuing communication with legal counsel on various matters Continued work on implementation of Questica Continued review and development of new County website Implementation of Technology Disaster Recovery Plan with provider Working on generating an annual financial report for 2019 Starting on developing an annual budget report for 2020
Respectfully Submitted by: Mark DeBoer, Corporate Services Consultant
CAO Signature & Comments
Page 2 of 2
6 f) - 17 Jun 2020 Page 31 of 85 Request for Decision
REGULAR MEETING OF COUNCIL – JUNE 17, 2020
Final 2020 Budget Approval Amendment
Recommended Action: That Council amend the 2020 Operating Budget and Capital Budget, as circulated, showing Operating Revenues of $18,110,378 (net of school and senior’s foundation requisitions), Operating Expenses of $17,900,973 (including amortization costs), Capital Revenues of $2,617,600, Capital Acquisitions of $6,243,228, and Capital Disposals of $388,232 for a net effect of $nil on the unrestricted surplus (after capital and reserve transactions).
Proposal & Background From March 30th, 2020 to April 3rd, 2020; the Budget Committee had been reviewing and discussing the 2020 Draft Final Budget details and related documents. The 2020 Operating Budget and Capital Budget was approved at the April 8th, 2020 Council Meeting with the following motion:
CC 2020-04-08-17 MOVED BY DEPUTY REEVE LOGAN that Council approve the 2020 Operating Budget and Capital Budget, as circulated, showing Operating Revenues of $17,973,501 (net of school and senior’s foundation requisitions), Operating Expenses of $19,649,398 (including amortization costs), Capital Revenues of $2,617,600, Capital Acquisitions of $6,243,228, and Capital Disposals of $388,232 for a net effect of $nil on the unrestricted surplus (after capital and reserve transactions).
CARRIED UNANIMOUSLY.
During preparation of the 2020 first quarter reporting, it was determined that the budget reports summaries required some updating for reconciliation purposes. There was a variance between the expenses of the Budgeted Statement of Operations and the Budgeted Schedule of Expenses by Object (Schedule 5) / Budgeted Schedule of Segmented Disclosure (Schedule 6). The Budgeted Schedule of Change in Accumulated Surplus (Schedule 1) also resulted in changes in the transfers to/from unrestricted surplus, restricted surplus, and the equity in tangible capital assets.
Overall, there were no changes to the actual department budgets that were developed through the Budget Committee; whereas, these changes are specifically for reporting purposes only.
Thank you to Council & Staff for all the hard work that went into forming and approving these budgets.
6 g) - 17 Jun 2020 Page 32 of 85
Strategic Plan Alignment Governance
Financial/Policy Consideration The Operating and Capital Budgets are the most important policy decisions of Council each year as they establish the fiscal framework for the entire organization and are directly tied to the amount of property tax required to be raised to fund the organization.
FOIP Consideration N/A
Implementation/Communication Should Council amend the 2020 Budgets with the recommended changes, the updated budget reports will be added to the website and Administration will continue implementing and working on the projects in the budgets.
Respectfully Submitted by: Mark DeBoer, Corporate Services Consultant
CAO Signature & Comments
Attachments: - 2020 Annual Operating and Capital Budget (amended) - 2020 Supplementary Final Budget Information (amended)
6 g) - 17 Jun 2020 Page 33 of 85 Vulcan County
2020 ANNUAL OPERATING AND CAPITAL BUDGET
6 g) - 17 Jun 2020 Page 34 of 85 VULCAN COUNTY
BUDGETED STATEMENT OF OPERATIONS YEAR ENDED DECEMBER 31, 2020
Final Budget 2020
REVENUE Net municipal taxes $ 14,658,637 Government transfers 1,059,488 Return on investments 512,214 Sale of goods, services and user charges 1,024,281 Rental income 311,880 Community aggregate levy 220,000 Penalties and costs of taxes 160,500 Gain on disposal of tangible capital assets 136,877 Other revenues 26,500
TOTAL REVENUE $ 18,110,378
EXPENSES Legislative $ 454,363 Administration 1,874,457 Protection services 2,260,023 Transportation services 9,473,658 Agricultural services 868,635 Planning and development services 786,774 Family and community support 233,776 Parks and recreation 736,823 Tourism and economic development 302,459 Utility Services 851,970 Other 58,033
TOTAL EXPENSES 17,900,973
EXCESS (SHORTFALL) OF REVENUE OVER EXPENSES - BEFORE OTHER 209,405
OTHER Contributed tangible capital assets - Government transfers for capital (schedule 4) 2,617,600
EXCESS OF REVENUE OVER EXPENSES $ 2,827,005
6 g) - 17 Jun 2020 Page 35 of 85 6 g)-17 Jun2020
VULCAN COUNTY
BUDGETED SCHEDULE OF CHANGE IN ACCUMULATED SURPLUS YEAR ENDED DECEMBER 31, 2020
SCHEDULE 1
Equity in Unrestricted Restricted Tangible Final Surplus Surplus Capital Assets Budget 2020
Excess of revenues over expense s $ 2,827,005 - - $ 2,827,005 Unrestricted funds designated for future use (3,898,785) 3,898,785 - - Restricted funds used for operations 559,723 (559,723) - - Restricted funds used for tangible capital assets - (1,682,786) 1,682,786 - Current year funds used for tangible capital assets (4,560,442) - 4,560,442 - Contributed tangible capital assets - - - - Disposal of tangible capital assets 388,232 - (388,232) - Annual amortization expense 4,684,267 - (4,684,267) -
Increase (decrease) in accumulated surplu s $- 1,656,276 1,170,729 $ 2,827,005 Page 36 of85 6 g)-17 Jun2020
VULCAN COUNTY
BUDGTED SCHEDULE OF TANGIBLE CAPITAL ASSETS YEAR ENDED DECEMBER 31, 2020
SCHEDULE 2
Land Engineered Final LandImprovement Buildings Equipment Vehicles Structures Budget 2020
COST:
Acquisition of tangible capital assets $ - - 309,686 1,673,507 309,732 3,950,303 $ 6,243,228 New construction-in-progress ------Disposition of tangible capital assets (15,000) - - (271,000) (102,232) - (388,232)
TOTAL (15,000) - 309,686 1,402,507 207,500 3,950,303 5,854,996
ACCUMULATED AMORTIZATION:
Annual amortization $ - 46,850 297,037 1,500,186 541,371 2,298,823 $ 4,684,267 Accumulated amortization on disposal ------
TOTAL - 46,850 297,037 1,500,186 541,371 2,298,823 4,684,267
NET INCREASE (DECREASE) TO TANGIBLE CAPITAL ASSET S $ (15,000) (46,850) 12,649 (97,679) (333,871) 1,651,479 $ 1,170,729 Page 37 of85 VULCAN COUNTY
BUDGETED SCHEDULE OF PROPERTY AND OTHER TAXES YEAR ENDED DECEMBER 31, 2020
SCHEDULE 3
Final Budget 2020
TAXATION Real property taxes $ 8,340,666 Linear taxes 8,168,376 Commercial taxes 750,891 Government grants in lieu of taxes 18,600 Special levy 1,390,399 Well drilling tax 19,645
18,688,577
REQUISITIONS School requisitions 3,440,882 Seniors foundation 401,515 RCMP policing requisition 123,665 Provincial DIP assessment requisition 63,878
4,029,940
NET MUNICIPAL TAXES $ 14,658,637
6 g) - 17 Jun 2020 Page 38 of 85 VULCAN COUNTY
BUDGTED SCHEDULE OF GOVERNMENT TRANSFERS YEAR ENDED DECEMBER 31, 2020
SCHEDULE 4
Final Budget 2020
TRANSFERS FOR OPERATING Local government transfers $ 148,157 Provincial government transfers 691,597 Federal government transfers 219,734
1,059,488
TRANSFERS FOR CAPITAL Provincial government transfers 2,617,600 Federal government transfers -
2,617,600
TOTAL GOVERNMENT TRANSFERS $ 3,677,088
6 g) - 17 Jun 2020 Page 39 of 85 VULCAN COUNTY
BUDGETED SCHEDULE OF EXPENSES BY OBJECT YEAR ENDED DECEMBER 31, 2020
SCHEDULE 5
Final Budget 2020
EXPENSES BY OBJECT Salaries, wages and benefits $ 7,105,469 Contracted and general services 3,268,222 Materials, goods and utilities 2,651,461 Transfers to local boards and agencies 1,750,216 Interest and bank charges 60,359 Amortization of tangible capital assets 4,684,267 Machine expenses capitalized for construction (1,684,547) Other expenses 65,525
$ 17,900,973
6 g) - 17 Jun 2020 Page 40 of 85 6 g)-17 Jun2020
VULCAN COUNTY
BUDGETED SCHEDULE OF SEGMENTED DISCLOSURE YEAR ENDED DECEMBER 31, 2020
SCHEDULE 6
Planning and Final General Protective Transportation Agricultural Development Community Utility Budget 2020 Government Services Services Services Services Services Services Total REVENUE Net municipal taxes $ 12,563,095 842,692 - - - 531,169 721,681 $ 14,658,637 Government transfers (operating) 114,442 80,745 219,734 122,326 195,000 327,242 - 1,059,488 Return on investments 512,214 ------512,214 Sale of goods, services and user charges 52,800 201,539 327,236 335,390 96,498 8,229 2,589 1,024,281 Rental income 6,000 297,880 - 8,000 - - - 311,880 Community aggregate levy - - 220,000 - - - - 220,000 Penalties and costs of taxes 160,500 ------160,500 Gain on disposal of tangible capital assets - - 136,877 - - - - 136,877 Other revenues - 26,500 - - - - - 26,500
13,409,051 1,449,356 903,847 465,716 291,498 866,640 724,270 18,110,378
EXPENSES Salaries, wages and benefits $ 1,232,345 687,001 4,292,916 420,136 327,525 124,733 20,813 $ 7,105,469 Contracted and general services 662,803 562,712 1,079,179 113,124 457,210 327,505 65,689 3,268,222 Materials, goods and utilities 236,438 299,717 1,872,059 212,363 2,039 24,530 4,315 2,651,461 Transfers to local boards and agencies 71,144 148,330 8,000 32,372 - 756,231 734,139 1,750,216 Interest and bank charges 20,300 - - - - 40,059 - 60,359 Amortization of tangible capital assets 98,299 562,263 3,906,051 90,640 - - 27,014 4,684,267 Machine expenses capitalized for construction - - (1,684,547) - - - - (1,684,547) Other expenses 65,525 ------65,525
2,386,854 2,260,023 9,473,658 868,635 786,774 1,273,058 851,970 17,900,973 EXCESS (SHORTFALL) OF REVENUE OVER EXPENSES - BEFORE OTHER $ 11,022,197 (810,667) (8,569,811) (402,919) (495,276) (406,419) (127,700) $ 209,405
OTHE R Government transfers (capital) 73,052 - 2,109,358 - - - 435,190 2,617,600
EXCESS (SHORTFALL) OF REVENUE OVER EXPENSES $ 11,095,249 (810,667) (6,460,453) (402,919) (495,276) (406,419) 307,490 $ 2,827,005 Page 41 of85 Vulcan County
2020 SUPPLEMENTARY FINAL BUDGET INFORMATION
6 g) - 17 Jun 2020 Page 42 of 85 6 g)-17 Jun2020
2:15 PM 6/8/2020 VULCAN COUNTY - 3-YEAR OPERATING BUDGET SUMMARY AND ANNUAL COMPARATIVE ANALYSIS
2019 Budget w/ Budget w/ Budget w/ Budget w/ Amortization Budget 2020 Amortization Budget 2021 Amortization Budget 2022 Amortization Function Action Removed Removed Removed Removed Revenues (13,366,024) (13,286,945) (13,286,945) (12,903,629) (12,903,629) (12,903,629) (12,903,629) Expenses 538,999 751,956 751,956 388,342 388,342 378,737 378,737 10 - General Net (12,827,025) (12,534,989) (12,534,989) (12,515,287) (12,515,287) (12,524,892) (12,524,892) Municipal Revenues 0 (22,474) (22,474) 0000 Expenses 411,278 454,363 454,363 486,138 486,138 487,289 487,289 11 - Legislative Services Net 411,278 431,889 431,889 486,13 8 486,138 487,289 487,289 Revenues (275,764) (213,142) (213,142) (162,492) (162,492) (162,703) (162,703) 12 - General Expenses 1,682,40 4 1,771,818 1,673,519 1,881,531 1,780,283 1,792,157 1,687,872 Administration Net 1,406,641 1,558,676 1,460,377 1,719,039 1,617,791 1,629,455 1,525,169 Revenues 0 000000 19 - Elections, Expenses 0 000000 Referendums & Net 0 000000 Census Revenues (1,914,609) (1,963,693) (1,963,693) (1,830,956) (1,830,956) (1,850,512) (1,850,512) 20 - Protective Expenses 3,868,60 8 4,170,189 3,607,926 4,062,331 3,483,200 4,114,259 3,517,754 Services Net 1,953,998 2,206,495 1,644,232 2,231,376 1,652,245 2,263,747 1,667,243 Revenues (1,398,138) (1,248,998) (1,248,998) (768,353) (768,353) (2,574,202) (2,574,202) 30 - Transportation Expenses 9,046,37 8 12,698,941 8,792,890 12,941,444 8,918,212 13,294,103 9,150,174 Services Net 7,648,240 11,449,943 7,543,892 12,173,092 8,149,859 10,719,901 6,575,972 Revenues (656,828) (724,270) (724,270) (724,179) (724,179) (724,331) (724,331) 40 - Environment Expenses 753,409 860,399 833,385 850,082 822,257 852,438 823,779 Treatment Services Net 96,581 136,12 8 109,114 125,902 98,078 128,107 99,448 Revenues (56,407) (60,149) (60,149) (56,407) (56,407) (56,407) (56,407) 50 - Public Health & Expenses 352,002 358,122 358,122 344,162 344,162 344,162 344,162 Social Services Net 295,595 297,973 297,973 287,755 287,755 287,755 287,755 Revenues (581,050) (862,184) (862,184) (277,270) (277,270) (263,349) (263,349) 60 - Development Expenses 911,459 1,168,379 1,168,379 846,040 846,040 956,314 956,314 Services Net 330,409 306,195 306,195 568,770 568,770 692,965 692,965 Revenues (281,450) (200,576) (200,576) (150,326) (150,326) (165,326) (165,326) 62 - Agricultural Expenses 719,19 6 864,865 774,225 883,656 790,297 861,426 765,266 Services Net 437,746 664,289 573,649 733,330 639,971 696,100 599,940 Revenues (604,250) (640,169) (640,169) (453,497) (453,497) (455,380) (455,380) 70 - Recreation & Expenses 850,791 807,836 807,836 642,195 642,195 644,547 644,547 Cultural Services Net 246,541 167,667 167,667 188,699 188,699 189,167 189,167 Revenues (3,684,990) (4,029,940) (4,029,940) (3,908,437) (3,908,437) (3,908,437) (3,908,437) 80 - Fiscal Services Expenses 3,684,98 8 4,029,940 4,029,940 3,908,460 3,908,460 3,908,460 3,908,460 Net (2) 0 0 23 23 23 23 Revenues (22,819,511) (23,252,540) (23,252,540) (21,235,545) (21,235,545) (23,064,276) (23,064,276) TOTALS Expenses 22,819,512 27,936,807 23,252,540 27,234,382 22,409,587 27,633,892 22,664,353 Net 2 4,684,267 0 5,998,83 8 1,174,043 4,569,616 (399,923) Page 43 of85
* Pre-Audit & Year-End (-Surplus) / Deficit 0 1,174,043 (399,923) Transfers 2:16 PM 6/8/2020 VULCAN COUNTY ‐ CAPITAL BUDGET SUMMARY AND ANNUAL COMPARATIVE ANALYSIS
Function Action Budget 2019 Budget 2020 Revenues 0 0 10 ‐ General Municipal Expenses 0 0 Net 0 0 Revenues 0 0 11 ‐ Legislative Services Expenses 0 0 Net 0 0 Revenues (37,162) (95,452) 12 ‐ General Administration Expenses 37,162 95,452 Net 0 0 Revenues 0 0 19 ‐ Elections, Referendums Expenses 0 0 & Census Net 0 0 Revenues (1,433,427) (442,818) 20 ‐ Protective Services Expenses 1,433,427 442,818 Net 0 0 Revenues (7,559,211) (5,522,872) 30 ‐ Transportation Services Expenses 7,559,211 5,522,872 Net 0 0 Revenues 0 (34,086) 40 ‐ Environment Expenses 0 34,086 Treatment Services Net 0 0 Revenues (627,224) 0 50 ‐ Public Health & Social Expenses 627,224 0 Services Net 0 0 Revenues 0 0 60 ‐ Development Services Expenses 0 0 Net 0 0 Revenues (51,200) (197,000) 62 ‐ Agricultural Services Expenses 51,200 197,000 Net 0 0 Revenues 0 0 70 ‐ Recreation & Cultural Expenses 0 0 Services Net 0 0 Revenues 0 0 80 ‐ Fiscal Services Expenses 0 0 Net 0 0 Revenues (9,708,224) (6,292,228) TOTALS Expenses 9,708,224 6,292,228 Net 0 0
6 g) - 17 Jun 2020 Page 44 of 85 6/8/2020 3:01 PM
VULCAN COUNTY 2020 OPERATING BUDGET SUMMARY BY ACTIVITY
OPERATING REVENUES OPERATING Municipal Property Taxes & Levies 14,745,398 Grants in Lieu of Taxes 18,600 Sales to Other Governments 15,100 Sale of Goods & Services 191,542 Fees, Fines, Leases, etc. 2,216,536 Sale of Assets 136,877 Unconditional Grants 0 Conditional Grants 911,331 Reserve and Inter-Fund Transfers 1,112,221 School & Senior's Foundation Property Taxes 3,904,934 23,252,539 OPERATING EXPENSES Wages, Benefits & Training 7,304,132 Contracted Services 3,114,920 Materials, Goods, Supplies & Utilities 2,651,460 Transfers Out, School & Senior's Requisitions 4,029,940 Transfers to Boards, Reserves & Capital 6,152,087 23,252,539
Total Budgeted Operating Surplus 0
2020 Operating Revenues
Sales & User Fees, 2,560,055, 11%
Municipal Non- Residential Taxes, 8,734,240, 38% Grants, 911,331, 4%
Reserves & Internal Transfers, 1,112,221, 5% Municipal Farmland Taxes, 2,582,474, 11% School & Seniors Foundation Taxes, 4,029,940, 17%
Municipal Residential Taxes, 3,322,278, 14%
6 g) - 17 Jun 2020 Page 45 of 85 6/8/2020 3:01 PM
2020 Operating Expenses by Function Public Utilities, 833,385 , 4% Health & Social Services, 358,122 , 2%
Planning & Development, 1,168,379 , 5%
Agricultural Services, 774,225 , 3% Transportation, 8,792,890 , 38% Recreation & Culture, 807,836 , 3% School & Senior's Foundation Requisitions, 4,029,940 , 17%
Emergency & Protective General, Services, 3,607,926 , 751,956 , 3% 16% Administration, 1,673,519 , 7%
Legislative, 454,363 , 2%
2020 Operating Expenses by Type
Transfers Out, School & Materials, Goods, Senior's Requisitions, Supplies & 4,029,940 , 17% Utilities, 2,651,460 , 11%
Contracted Services, 3,114,920 , 13% Transfers to Boards, Reserves & Capital, 6,152,087 , 27%
Wages, Benefits & Training, 7,304,132 , 32%
6 g) - 17 Jun 2020 Page 46 of 85 6/8/2020 3:01 PM
VULCAN COUNTY 2020 CAPITAL BUDGET SUMMARY BY ACTIVITY
CAPITAL REVENUES CAPITAL Special Levies 0 Borrowing & Long-Term Leases 0 Investment & Insurance Proceeds 0 Sale of Assets 388,232 Conditional Grants and Contributions 2,617,600 Reserve and Inter-Fund Transfers 3,286,396 6,292,228 CAPITAL EXPENSES Land Purchases 0 Engineered Structures 3,950,303 Buildings 309,686 Equipment 1,673,507 Land for Own Use 0 Vehicles 309,732 Improvements to Land 0 Transfers to Reserves & Operating Budget 49,000 6,292,228
2020 Capital Revenues
Reserves & Internal Transfers, 3,286,396, 52%
Sale of Assets, 388,232, 6%
Grants and Contributions, 2,617,600, 42%
6 g) - 17 Jun 2020 Page 47 of 85 6/8/2020 3:01 PM
2020 Capital Expenses by Function
Agricultural Services, 197,000 , 3%
Legislative & Administration, 95,452 , 2%
Transportation, 5,522,872 , 88% Emergency & Protective Services, 442,818 , 7%
2020 Capital Expenses by Type
Equipment, 1,673,507, 26%
Engineered Structures, 3,950,303, 63% Vehicles, 309,732, 5%
Transfers to Reserves & Operating Budget, 49,000, 1%
6 g) - 17 Jun 2020 Page 48 of 85 6/8/2020 3:06 PM
VULCAN COUNTY ‐ OPERATING REVENUES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Revenue 100 Property Taxes & Levies 111 Taxes ‐ Residential ‐4,047,514 ‐4,029,659 ‐17,855 112 Taxes ‐ Commercial ‐750,891 ‐1,066,741 315,850 113 Taxes ‐ Industrial / DIP ‐63,878 ‐66,063 2,185 114 Taxes Farmland ‐2,886,089 ‐2,821,845 ‐64,244 115 Taxes ‐ Machinery & Equipment ‐1,218,179 ‐883,675 ‐334,504 116 Taxes ‐ Linear ‐8,168,376 ‐8,623,392 455,016 117 Taxes ‐ Railway / RCMP ‐123,665 0 ‐123,665 118 Taxes ‐ Supplementary 0 00 119 Taxes ‐ Application of over/under levy ‐1,341 ‐59 ‐1,282 0 120 Local Improvement Levy ‐ Roads 0 00 122 Local Improvvement Levy ‐ Water 0 00 124 Local Improvement Levy ‐ Sewer 0 00 128 Special Tax Levy ‐ Water ‐16,538 ‐16,538 0
141 Fire Area Levy ‐ Carmangay ‐78,505 ‐99,979 21,474 142 Fire Area Levy ‐ Champion ‐90,093 ‐116,718 26,625 143 Fire Area Levy ‐ Lomond ‐119,617 ‐108,838 ‐10,779 144 Fire Area Levy ‐ Milo ‐132,026 ‐70,047 ‐61,979 145 Fire Area Levy ‐ Vulcan ‐69,328 ‐44,879 ‐24,449 146 Fire Area Levy ‐ Northwest ‐113,342 ‐162,139 48,797 147 Fire Area Levy ‐ Linear ‐239,781 ‐261,860 22,079
151 Recreation Area Levy ‐ Carmangay ‐45,960 ‐33,587 ‐12,373 152 Recreation Area Levy ‐ Champion ‐44,985 ‐42,893 ‐2,092 153 Recreation Area Levy ‐ Lomond ‐57,606 ‐84,029 26,423 154 Recreation Area Levy ‐ Milo ‐76,997 ‐76,585 ‐412 155 Recreation Area Levy ‐ Vulcan ‐173,643 ‐194,027 20,384 156 Recreation Area Levy ‐ Northwest ‐39,989 ‐52,156 12,167 157 Recreation Area Levy ‐ Linear ‐91,989 ‐100,459 8,470
200 Grants in Lieu of Taxes 233 Federal ‐ Commercial ‐13,000 ‐13,000 0 241 Provincial ‐ Residential ‐600 ‐600 0 242 Provincial ‐ Farmland ‐5,000 ‐5,000 0 243 Provincial ‐ Commercial 0 00 0 300 Sales to Other Governments 0 340 Provincial 0 00
Page 1 of 3
6 g) - 17 Jun 2020 Page 49 of 85 6/8/2020 3:06 PM
VULCAN COUNTY ‐ OPERATING REVENUES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Revenue 350 Other Local Governments ‐15,100 ‐15,100 0 0 400 Sales of Goods & Services 0 411 Tax Certificates & Title Information ‐12,500 ‐12,500 0 412 Compliance Certificates ‐1,500 ‐1,500 0 413 Maps & Printed Materials ‐4,033 ‐4,300 267 415 Materials & Supplies ‐168,465 ‐498,465 330,000 416 Driveway Maintenance Agreements ‐5,044 ‐5,044 0 417 Oil & Gas Royalties 0 00 419 Waste Collection 0 00 0 500 Other Revenues from Own Sources 0 511 Penalties ‐ Current Taxes ‐70,000 ‐70,000 0 512 Penalties ‐ Arrears Taxes ‐90,000 ‐90,000 0 513 Penalties on Accounts Receiveable ‐500 ‐500 0 514 Costs & Recovery Charges ‐423,986 ‐513,087 89,101 521 Development Permits ‐21,300 ‐20,600 ‐700 522 Area Structure Plan Fees 0 00 523 Subdivision Fees ‐1,800 ‐1,800 0 524 Land‐Use Bylaw Amendment Fees ‐6,500 ‐5,700 ‐800 525 Road Closure Fees ‐1,000 ‐1,000 0 526 Safety Codes Fees ‐60,365 ‐45,300 ‐15,065 527 Road Access & Crossing Fees ‐14,000 ‐14,000 0 528 Oil & Gas Well Drilling Fees & Mineral Leases ‐19,645 ‐19,645 0 529 Program Fees ‐2,349 ‐2,349 0 530 Community Aggregate Levy ‐220,000 ‐220,000 0 531 Bylaw Fines ‐1,500 ‐1,500 0 532 Provincial Statute Fines ‐25,000 ‐25,000 0 533 Other Fines 0 00 541 Road Weight Allowance Fees ‐9,200 ‐9,200 0 544 Gas Distribution Franchise Fee 0 00 545 Electrical Distribution Franchise Fee 0 00 551 Interest on Investments ‐500,000 ‐530,000 30,000 552 Interest on Loans and Advances ‐7,762 ‐7,762 0 556 Dividends ‐4,452 ‐4,452 0 561 Building Rentals ‐303,880 ‐303,880 0 562 Surface Rights & R.O.W. Leases ‐184,095 ‐205,000 20,905 563 Grazing Leases ‐14,080 ‐10,000 ‐4,080 581 Land Sales ‐78,965 0 ‐78,965 591 Donations & Gifts 0 00 592 Equipment Rentals & Leases ‐8,000 ‐8,000 0 593 Government or Agency Contributions ‐148,157 ‐141,725 ‐6,433
Page 2 of 3
6 g) - 17 Jun 2020 Page 50 of 85 6/8/2020 3:06 PM
VULCAN COUNTY ‐ OPERATING REVENUES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Revenue 600 Sale of Assets 0 00 630 Equipment 0 00 640 Land 0 00 650 Vehicles 0 00 690 Gain on Sale ‐136,877 ‐136,877
700 Unconditional Grants 0 731 Federal 0 00 741 Provincial 0 00 0 800 Conditional Grants 0 831 Federal ‐ Infrastrucutre 0 00 832 Federal ‐ JEPP 0 00 834 Federal ‐ Other ‐219,734 ‐219,734 0
840 Provincial ‐ ACP (Collaboration) ‐5,000 0 ‐5,000 841 Provincial ‐ MSI Operating ‐185,940 ‐185,940 0 842 Provincial ‐ MSI Capital 0 00 843 Provincial ‐ Intern Program 0 00 845 Provincial ‐ Training ‐25,238 ‐16,136 ‐9,102 849 Provincial ‐ Other Operating ‐475,419 ‐660,157 184,738 850 Provincial ‐ Other Capital 0 00 900 Transfers 920 From Operating Reserves ‐559,723 ‐961,343 401,620 930 From Operating Function 0 00 940 From Capital Reserves ‐156,337 ‐169,785 13,448 950 From Capital Function 0 00 970 From Other Operating Function ‐396,161 ‐428,456 32,295 980 From Other Capital Function 0 00 990 From Debenture Funds 0 00 TOTALS ‐23,252,540 ‐24,403,729 1,151,190
Page 3 of 3
6 g) - 17 Jun 2020 Page 51 of 85 6/8/2020 3:08 PM VULCAN COUNTY ‐ OPERATING EXPENSES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Expense 100 Salaries, Wages, Per Diems, Benefits, Training 110 Salaries & Wages ‐ Permanent 4,616,858 4,485,450 131,409 115 Overtime ‐ Permanent 194,425 218,451 ‐24,026 120 Salaries & Wages ‐ Seasonal 553,118 537,410 15,707 125 Overtime ‐ Seasonal 77,755 78,932 ‐1,177 130 Health Benefit Programs 1,193,171 1,246,646 ‐53,475 131 Sick Leave Accrual 0 00 135 W.C.B. 73,399 68,777 4,623 139 Vacation Accrual 0 00 140 Education & Training 118,213 165,995 ‐47,782 141 Auto & Moving Allowances 0 00 142 Tool Allowance 0 8,000 ‐8,000 143 Clothing & Boot Allowance 80,450 53,300 27,150 150 Per Diems/Honourariums 176,900 189,275 ‐12,375 151 Division 1 27,273 36,780 ‐9,507 152 Division 2 30,169 32,280 ‐2,111 153 Division 3 41,206 50,376 ‐9,170 154 Division 4 36,973 34,980 1,993 155 Division 5 30,201 33,280 ‐3,079 156 Division 6 26,591 30,705 ‐4,114 157 Division 7 27,430 36,805 ‐9,375 158 Division 8 0 00 159 Division 9 0 00
200 Contracted & General Services 211 Travel & Subsistence 102,395 115,734 ‐13,339 212 Registrations 34,721 34,333 388 214 Memberships 74,193 71,617 2,576 215 Freight 21,157 20,367 790 216 Postage 15,750 18,050 ‐2,300 217 Telecommunications 80,038 83,011 ‐2,973
221 Advertising 34,678 40,190 ‐5,512 222 Printing & Publishing 3,370 3,920 ‐550 223 Subscriptions 14,460 11,903 2,557
231 Audit Fees 25,800 24,700 1,100 232 Legal Services 96,258 105,975 ‐9,717 233 Engineering Services 37,500 37,000 500 235 Doctor Retention Program 141,460 130,000 11,460 236 Education Fees 0 00 238 Contracted Services 187,669 206,506 ‐18,837 239 Consulting & Professional Services 904,859 1,082,039 ‐177,180
Page 1 of 4
6 g) - 17 Jun 2020 Page 52 of 85 6/8/2020 3:08 PM VULCAN COUNTY ‐ OPERATING EXPENSES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Expense
251 Building Repairs & Maintenance 153,482 125,181 28,301 252 Equipment Repairs & Maintenance 212,384 231,526 ‐19,142 253 Vehicle Repairs & Maintenance 185,319 196,004 ‐10,685 254 Road Repairs & Maintenance 224,099 348,637 ‐124,538 255 Railway Crossing Maintenance 3,563 4,510 ‐947
261 Building Leases & Rentals 10,500 12,600 ‐2,100 262 Equipment Leases & Rentals 71,093 69,091 2,002 263 Vehicle Leases & Rentals 16,800 16,800 0
270 Bonds 0 00 271 Licenses 24,583 25,721 ‐1,139 272 Damages & Deductible Costs 185,000 186,000 ‐1,000 274 Insurance 187,033 159,460 27,573 275 Permits 120 120 0 276 Property Taxes & Levies 21,275 20,000 1,275 290 Contingency Fund 45,361 39,250 6,111 500 Material, Goods, Supplies & Utilities 510 Parts & Supplies 129,463 149,938 ‐20,475 511 Stationery 18,638 21,865 ‐3,227 512 I.T. Hardware 59,694 69,311 ‐9,617 513 I.T. Software 155,573 165,485 ‐9,911 514 Service Awards 8,255 10,790 ‐2,535 515 Safety Awards 10,690 13,650 ‐2,960 516 Promotional Materials & Events 68,255 107,110 ‐38,855
520 Fuel & Propane 90,626 89,531 1,096 521 Diesel 1,042,428 1,269,609 ‐227,182 522 Batteries 26,269 17,042 9,228 523 Tires 168,579 209,319 ‐40,739 524 Oil & Lubricants 80,469 80,257 211 525 Consumable Tools 41,345 32,545 8,800
530 Gravel, Pit Run, Rip Rap 106,108 256,917 ‐150,809 531 Sand 17,096 15,780 1,316 532 Soil & Fill Material 0 00 533 Concrete 0 00 534 Asphalt 0 00 535 Pesticides 38,250 38,250 0
Page 2 of 4
6 g) - 17 Jun 2020 Page 53 of 85 6/8/2020 3:08 PM VULCAN COUNTY ‐ OPERATING EXPENSES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Expense 536 Herbicides 87,750 110,000 ‐22,250 537 Seed & Mulch 0 00 538 Lumber 5,701 5,275 426
540 Power 118,538 112,984 5,554 541 Natural Gas 56,409 55,158 1,251 542 Water 9,481 5,315 4,166 543 Sewer 6,807 7,096 ‐288 544 Waste Collection 10,720 10,120 600 545 Recycling 750 750 0 0 0 550 Culverts 91,800 91,800 0 551 Signage 8,500 8,500 0 552 Blades 109,762 149,431 ‐39,669 553 Fencing Materials 30,855 30,825 30 554 Small Equipment/Tools 52,650 38,311 14,339
600 Assets 690 Loss on Sale of Assets 0 00 700 Transfer Payments 710 Grants to Other Local Gov't 0 00
740 A.S.F.F. School Requisition 3,164,763 3,295,499 ‐130,736 741 C.R.C. School Requisition 276,119 286,237 ‐10,118 745 Marquis Senior's Found. Requisition 401,515 401,515 0 743 RCMP Requisition 123,665 123,665 742 DIP Requisition 63,878 66,063 ‐2,185
755 Grants to Local Government Agencies 1,146,790 1,256,875 ‐110,085 756 Grants to Individuals and Non‐Gov't Agencies 106,016 82,672 23,344
761 Contribution to Operating Function 0 00 762 Contribution to Capital Function 1,759,947 2,014,246 ‐254,300 763 Contribution to Operating Reserve 747,969 728,768 19,201 764 Contribution to Capital Reserve 3,101,817 3,035,846 65,971 765 Contribution to Other Operating Function 396,161 476,493 ‐80,332
769 Contribution of Interest 7,492 7,492 0
771 Fire Area Contribution ‐ Carmangay 10,000 10,000 0 772 Fire Area Contribution ‐ Champion 0 00
Page 3 of 4
6 g) - 17 Jun 2020 Page 54 of 85 6/8/2020 3:08 PM VULCAN COUNTY ‐ OPERATING EXPENSES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Operating Expense 773 Fire Area Contribution ‐ Lomond 0 00 774 Fire Area Contribution ‐ Milo 58,385 46,000 12,385 775 Fire Area Contribution ‐ Northwest 79,945 104,304 ‐24,359 776 Fire Area Contribution ‐ Vulcan 0 00
781 Recreation Area Contribution ‐ Carmangay 24,500 15,500 9,000 782 Recreation Area Contribution ‐ Champion 21,700 21,500 200 783 Recreation Area Contribution ‐ Lomond 36,000 88,000 ‐52,000 784 Recreation Area Contribution ‐ Milo 56,600 63,686 ‐7,086 785 Recreation Area Contribution ‐ Northwest 26,960 31,060 ‐4,100 786 Recreation Area Contribution ‐ Vulcan 183,320 202,235 ‐18,915
800 Financial Service Charges 811 Bank Service Charges 20,300 20,300 0 812 Bank Interest Charges 0 00
831 Debenture Interest 40,059 43,108 ‐3,049 832 Debenture Principal 0 00
900 Other Transactions 912 Tax Discounts & Assessment Reduction 12,672 12,601 71 920 Uncollectable Accounts Write‐Off 0 00 950 Annual Amortization of Assets 4,684,267 4,684,267 0 995 Capitalized Machine Expense (1,684,547) (1,806,922) 122,376
TOTALS 27,936,806 29,087,996 ‐1,151,190 Remove Amortization Expenses (4,684,267) (4,684,267) Actual Operating Expenses 23,252,539 24,403,729
Page 4 of 4
6 g) - 17 Jun 2020 Page 55 of 85 6/8/2020 3:09 PM VULCAN COUNTY ‐ CAPITAL REVENUES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Capital Revenue 100 ‐ Special Levies for Capital Projects 121 Roads 0 00 123 Water 0 00 125 Sewer 0 00 127 Buildings 0 00
300 ‐ Long‐Term Debt Incurred 314 Debentures 0 00 322 Long‐Term Capital Leases 0 00
500 ‐ Other Revenues Own Sources 0 00 550 Return on Capital Investments 0 00 570 Insurance Proceeds 0 00
600 ‐ Sale of Fixed Assets 610 Engineered Structures 0 00 620 Buildings 0 00 630 Equipment ‐271,000 ‐273,730 2,730 640 Land ‐15,000 0 ‐15,000 650 Vehicles ‐102,232 ‐27,600 ‐74,632
800 ‐ Conditional Grants 831 Federal ‐ Infrastrucutre 0 00 832 Federal ‐ JEPP 0 00 833 Federal ‐ Gas Tax 0 00 834 Federal ‐ Other 0 00
840 Provincial ‐ MSI Capital ‐2,617,600 ‐4,455,435 1,837,835 842 Provincial ‐ Rural Road 0 00 848 Provincial ‐ Other Capital 0 00 850 Local Government 0 ‐199,410 199,410
900 ‐ Transfers and Other Sources 920 From Function Operating Reserves 0 ‐427,814 427,814 930 From Function Operating ‐1,759,947 ‐1,838,116 78,170 940 From Function Capital Reserves ‐1,526,449 ‐2,486,118 959,669 950 From Function Capital 0 00 970 From Function Other Operating 0 00
TOTALS ‐6,292,228 ‐9,708,224 3,415,996
Page 1 of 1
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VULCAN COUNTY ‐ CAPITAL EXPENSES OBJECT SUMMARY
TOTALS 2019 Budget Difference GL# Description of Capital Expense 400 ‐ Other Capital Assets 490 Land Purchase 0 00
600 ‐ Fixed Assets 610 Engineered Structures 3,950,303 6,242,499 (2,292,196) 620 Buildings 309,686 50,000 259,686 630 Equipment 1,673,507 1,402,467 271,040 640 Land for Own Use 0 00 650 Vehicles 309,732 1,354,834 (1,045,102) 660 Roads 0 00 670 Improvements to Land 0 30,000 (30,000)
700 ‐ Transfers 701 Transfers to Other Local Governments 0 00 761 Transfer to Operating Function 0 00 762 Transfer to Other Capital Function 0 00 763 Added to Capital Allowances 0 00 764 Transfer to Capital Reserves 49,000 1,200 47,800 765 Contributed to Own Municipal Agencies 0 00 770 Contributed to Other Organizations 0 627,224 (627,224)
TOTALS 6,292,228 9,708,224 (3,415,996)
Page 1 of 1
6 g) - 17 Jun 2020 Page 57 of 85 Request for Decision
REGULAR MEETING OF COUNCIL – JUNE 17, 2020
1st Quarter Reporting (2020)
Recommended Action: That Council accept the 2020 First Quarter Reporting for information.
Proposal & Background Municipal Government Act Section 208(1)(k) The CAO must ensure that the actual revenues and expenditures of the municipality compared with the estimates in the operating or capital budget are reported to council as often as council directs.
Administration has reviewed the financial information for the three (3) months ending March 31, 2020. The actual figures have been compared to the approved final budget for the year, and have also been compared to the forecasted figures for the 1st quarter. The forecasted figures have been estimated based on the approved budget and the timing of the transactions and journal entries (i.e. regular transactions such as payroll are based on 25% of the approved budget; whereas, yearend journal entries are only recorded in the 4th quarter).
Strategic Plan Alignment Governance
Financial/Policy Consideration The 2020 final budget was approved on April 8th, 2020 with updated reports being amended at the June 17th, 2020 meeting; therefore, the budget and forecast are based on the final budget.
Implementation/Communication Administration will follow through on all areas for review and where adjustments are required. Should Council approve, Administration will post the quarterly reporting on the County’s website so that it is easily available to the public.
FOIP Consideration N/A
Page 1 of 2
6 h) - 17 Jun 2020 Page 58 of 85
Respectfully Submitted by: Mark DeBoer, Corporate Services Consultant
CAO Signature & Comments
Attachment: - 1st Quarter Operating Report (2020)
Page 2 of 2
6 h) - 17 Jun 2020 Page 59 of 85
QUARTERLY OPERATING REPORT
PERIOD ENDED MARCH 31, 2020
6 h) - 17 Jun 2020 Page 60 of 85 VULCAN COUNTY
QUARTERLY OPERATING REPORT - FINANCIAL OVERVIEW PERIOD ENDED MARCH 31, 2020
25.6% Received
13.1% Received
Total Total Operating Revenues Operating Expenses Tachometer: Tachometer: Year‐to‐date (YTD) compared to budget and Year‐to‐date (YTD) compared to budget and forecast, including % of budget indicator forecast, including % of budget indicator
Total Budget3,451,743 Total Budget 13,216,704 Forecast 527,427 15.3% Forecast 3,964,167 30.0% Year-to-Date 451,609 13.1% Year-to-Date 3,381,607 25.6% * excludes general revenues (net municipal taxes) for display purposes * excludes amortization (non-cash transaction) for display purposes
Summary of Significant Operating Expenses: Salaries, wages and benefits Contracted and general services
Budget7,105,469 Budget 3,268,222 Forecast 1,549,502 21.8% Forecast 994,250 30.4% YTD 1,522,144 21.4% YTD 707,302 21.6%
Materials, goods and utilities Transfers to local boards and agencies
Budget2,651,459 Budget 1,750,216 Forecast 625,038 23.6% Forecast 751,021 42.9% YTD 364,494 13.7% YTD 746,366 42.6%
Interest and bank charges Other expenses
Budget60,359 Budget 65,526 Forecast 25,105 41.6% Forecast 19,250 29.4% YTD 21,625 35.8% YTD 19,676 30.0% 1
6 h) - 17 Jun 2020 Page 61 of 85 VULCAN COUNTY
QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
TABLE OF CONTENTS:
OPERATING REPORT: ANALYSIS BY DEPARTMENT - OVERVIEW 3 - 8
BREAKDOWN OF OPERATING REVENUES - DEPARTMENT / TYPE 9
ANALYSIS OF REVENUES BY TYPE: NET MUNICIPAL TAXES 10 GOVERNMENT TRANSFERS 11 RETURN ON INVESTMENTS 11 - 12 SALES OF GOODS, SERVICES, AND USER CHARGES 12 RENTAL INCOME 13 COMMUNITY AGGREGATE LEVY 13 PENALTIES AND COST OF TAXES 13 OTHER REVENUES 14
BREAKDOWN OF OPERATING EXPENSES - DEPARTMENT / TYPE 15
ANALYSIS OF EXPENSES BY TYPE: SALARIES, WAGES, AND BENEFITS 16 - 17 CONTRACTED AND GENERAL SERVICES 17 - 18 MATERIALS, GOODS, AND UTILITIES 19 - 20 TRANSFERS TO LOCAL BOARDS AND AGENCIES 21 INTEREST AND BANK CHARGES 22 OTHER EXPENSES 22
Note: For display purposes, amortization expense of capital assets has been removed from the departmental expenditures, as this is a non-cash transaction and is only recorded at yearend. The approved budget is also displayed with amortization removed.
The quarterly operating reporting includes the financial information for the three (3) months ending March 31st. The actual figures have been compared to the approved budget for the year, and have also been compared to the forecasted figures for the 1st quarter. The forecasted figures have been estimated based on the approved budget and the timing of transactions and journal entries during the year.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis by Department
General - Revenues (net of requisitions)
Budget General (net) Forecast Year to date
‐ 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000
Budget is greater than the forecast as taxes levies are not generated until May 2020. The year-to-date net taxes are comparable to the forecast, including the 1st quarter requisition payment to Alberta School Foundation Fund (ASFF).
Legislative - Expenditures
Budget Legislative Forecast Year to date
0 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,000 500,000
Forecast is projected at 26.% of the operating budget as the forecast is based on a partial year. The year-to-date expenditures are comparable to the forecast representing 24.8% of the operating budget.
Administration - Revenues
Budget Administration Forecast Year to date
‐ 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 900,000
Forecast is projected at 29.6% of the operating budget as the forecast is based on a partial year and that some revenues such as tax arrears penalties are only forecasted in the 1st, 3rd, and 4th quarters. MSI operating grants are only forecasted/recorded in the 4th quarter. The year-to-date revenues are greater than forecast mostly due to an increase of approx. $78,400 in penalties from taxes in arrears (majority from a couple oil/gas companies that have balances in arrears). The total year-to-date revenues represents 33.5% of the operating budget.
Administration - Expenditures
Budget Administration Forecast Year to date
0 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000
Forecast is projected at 31.5% of the operating budget as the forecast is based on a partial year and the recognition of prepaids are in the 1st quarter (i.e. insurance, software, etc.). The year-to-date expenses are less than forecast mostly due to some expenditures that were less than expected and some expenses are still to be incurred. Some of the expenses that were less than expected include consulting costs, insurance, and bank service charges. Some of the expenses that have not incurred yet include some of the supply costs and audit services. These reduced costs are somewhat offset by the software costs being higher than forecast due to the timing of receiving software license costs. The total year-to-date expenses represents 27.9% of the operating budget.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis by Department - continued
Protective Services - Revenues
Budget Protective services Forecast Year to date
‐ 100,000 200,000 300,000 400,000 500,000 600,000 700,000
Forecast is projected at 22.9% of the operating budget as the budget includes the yearend adjustments for the recognition of the MSI operating and other grant funding of approx. $80,700 and that the remaining forecast is based on a partial year. The year-to- date revenues are slightly less than forecast mostly due to some of the cost recovery charges and rentals have not been invoiced or received yet. The total year-to-date revenues represents 21.8% of the operating budget.
Protective Services - Expenditures
Budget Protective services Forecast Year to date
0 250,000 500,000 750,000 1,000,000 1,250,000 1,500,000 1,750,000
Forecast is projected at 22.1% of the operating budget as the forecast is based on a partial year, contributions to the fire districts are made in the 2nd quarter, and that some entries such as honorariums are recorded at yearend. The year-to-date expenses are less than forecast mostly due to some expenditures that were less than expected and some expenses are still to be incurred. Some of the expenses that were less than expected include materials and supply costs. Some of the expenses that have not incurred yet include some of the education/training costs. These reduced costs are somewhat offset by increased consulting costs as the dispatching fees incurred in the 1st quarter. The total year-to-date expenses represents 18.5% of the operating budget.
Transportation Services - Revenues
Budget Transportation services Forecast Year to date
‐ 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 900,000 1,000,000
Forecast is projected at 4.2% of the operating budget as the FGTF grant funding of approx. $219,700 and the Community Aggregate Levy of approx. $220,000 which are recognized later in the year. The year-to-date revenues are less than forecast mostly due to some of the gravel sales and cost recoveries have been less than forecast; however, this is likely due to the timing of the year for these related sales. The total year-to-date revenues represents 0.8% of the operating budget.
Transportation Services - Expenditures
Budget Transportation services Forecast Year to date
0 2,000,000 4,000,000 6,000,000
Forecast is projected at 26.7% of the operating budget as the forecast is based on a partial year and that some costs such as seasonal staff, overtime, and road repairs start later in the year. The year-to-date expenses are less than forecast mostly due to some expenditures that were less than expected and some expenses are still to be incurred. Some of the expenses that were less than expected include salaries and benefits due to some vacancies, cost of diesel, and vehicle repairs. Some of the expenses that have not incurred yet include some of the purchase of blades and culverts, consulting services, and the purchase of tools/supplies. The total year-to-date expenses represents 21.0% of the operating budget.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis by Department - continued
Agricultural Services - Revenues
Budget Agricultural services Forecast Year to date
‐ 100,000 200,000 300,000 400,000 500,000
Forecast is projected at 16.0% of the operating budget as the recognition of the ASB grant of approx. $168,300, invoicing for the weed coordinator, and that the sale of pesticides are done later in the year. Surface rights revenues and some cost recoveries are forecasted based on a partial year. The year-to-date revenues are less than forecast mostly due to some of the surface rights revenues received were less than expected and have not been invoiced at this time. The total year-to-date revenues represents 2.5% of the operating budget.
Agricultural Services - Expenditures
Budget Agricultural services Forecast Year to date
0 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000
Forecast is projected at 27.6% of the operating budget as the forecast is based on a partial year and that some costs such as seasonal staff start later in the year and that some material/chemicals are purchased at the beginning of the year. The year-to-date expenses are slightly less than forecast mostly due to some expenditures that were less than expected and some expenses are still to be incurred. Some of the expenses that were less than expected include vehicle/equipment repairs and the cost of fuel/diesel. Some of the expenses that have not incurred yet include some of the purchase of tires and tools/supplies. The total year-to-date expenses represents 24.1% of the operating budget.
Planning and Development Services - Revenues
Budget Planning and development services Forecast Year to date
‐ 50,000 100,000 150,000 200,000 250,000 300,000
Forecast is projected at 8.3% of the operating budget as the Regional Collaboration for Regional IMDP Project grants are typically recognized at yearend. The year-to-date revenues are less than forecast mostly due to revenues for the safety codes and other fees have not been received. The total year-to-date revenues represents 3.8% of the operating budget.
Planning and Development Services - Expenditures
Budget Planning and development services Forecast Year to date
0 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 Forecast is projected at 33.6% of the operating budget as many of the consulting fees done in advance and that the forecast is based on a partial year. The year-to-date expenses are less than forecast mostly due to some of the expenses such as the Regional IMDP Project costs are still to be incurred/invoiced. The total year-to-date expenses represents 22.3% of the operating budget.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis by Department - continued
Family and Community Support - Revenues
Budget Family and community support Forecast Year to date
‐ 10,000 20,000 30,000 40,000 50,000 60,000 70,000
Budget is greater than forecast as the Town and Villages share of the Doctor Retention Program are invoiced in the 4th quarter. The year-to-date revenues are greater than forecast due to the investment income earned on the funds held for the obligation for the Vulcan Hospital Expansion Project which was not specifically budgeted. The total year-to-date revenues represents 8.5% of the operating budget.
Family and Community Support - Expenditures
Budget Family and community support Forecast Year to date
0 50,000 100,000 150,000 200,000 250,000
Forecast is projected at 35.4% of the operating budget as the total estimated contributions to the contributions to FCSS and the debenture interest are done on a semi-annual basis and that the remaining forecast is based on a partial year. The year-to-date expenses are less than forecast mostly as some of the invoicing has not been received for the Doctor Retention Program. The total year-to-date expenses represents 20.4% of the operating budget.
Parks and Recreation - Revenues
Budget Parks and recreation Forecast Year to date
‐ 20,000 40,000 60,000 80,000 100,000 120,000
Budget is greater than forecast as the MSI operating of approx. $109,000 is recognized in the 2nd quarter when payment to the library is made. The year-to-date revenues are comparable to the forecast.
Parks and Recreation - Expenditures
Budget Parks and recreation Forecast Year to date
0 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000
Forecast is projected at 2.2% of the operating budget as the contributions for recreation/culture and libraries is mostly made in the 2nd quarter and that the library membership is based on a partial year. The year-to-date expenses are comparable to forecast for the library memberships. The total year-to-date expenses represents 2.2% of the operating budget.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis by Department - continued
Tourism and Economic Development - Revenues
Budget Tourism and economic development Forecast Year to date
‐ 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000
Budget is greater than forecast as the Community Capacity Solar Generation Project and CARES grants are recorded later in the year. The year-to-date revenues are comparable to the forecast.
Tourism and Economic Development - Expenditures
Budget Tourism and economic development Forecast Year to date
0 50,000 100,000 150,000 200,000 250,000 300,000 350,000
Forecast is projected at 49.2% of the operating budget as the Community Capacity Solar Generation Project costs were incurred in the 1st quarter. The year-to-date costs are less than budget as some of the related costs are still to be invoiced/received. The total year-to-date expenses represents 39.3% of the operating budget.
Utility Services - Revenues
Budget Utility services Forecast Year to date
‐ 500 1,000 1,500 2,000 2,500 3,000
Budget is greater than forecast as the program fees are invoiced in the 3rd quarter. The year-to-date revenues are comparable to the forecast.
Utility Services - Expenditures
Budget Utility services Forecast Year to date
0 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 900,000
Forecast is projected at 88.6% of the operating budget as the majority of the expenditure relates to the contribution to VDWC and is paid in the 1st quarter, where the remaining expenditures are based on a partial year. The year-to-date expenses are less than forecast mostly due to some expenses being less than expected such as consulting fees. The total year-to-date expenses represents 88.0% of the operating budget.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis by Department - continued
Other - Revenues
Budget Other Forecast Year to date
‐ 0 0 0 0 1 1 1 1 1 1
No specific other revenues are budget nor recognized at this time.
Other - Expenditures
Budget Other Forecast Year to date
0 10,000 20,000 30,000 40,000 50,000 60,000
Forecast is projected at 33.2% of the operating budget as the land option for the potential waste from energy facility incurred in the 1st quarter and some entries such as use of other contingency fund and tax write-offs are recorded later in the year. The year-to- date expenses are comparable to the forecast as there has been no additional use of contingency funds. The year-to-date expenses are less than forecast mostly due to some expenses being less than expected such as consulting fees. The total year-to- date expenses represents 33.9% of the operating budget.
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Breakdown of Operating Revenues by Departments - year-to-date
Legislative Administration Protective services Transportation services Agricultural services Planning and development services Family and community support Parks and recreation Tourism and economic development Utility services Other
Department Budget Forecast Year-to-Date Variance YTD % Legislative - - - 00.0% Administration 845,956 250,450 283,512 (33,062) 33.5% Protective services 606,665 139,166 132,494 6,672 21.8% Transportation services 903,847 37,783 7,663 30,120 0.8% Agricultural services 473,946 75,843 11,677 64,166 2.5% Planning and development services 291,498 24,125 11,169 12,956 3.8% Family and community support 60,149 - 5,094 (5,094) 8.5% Parks and recreation 109,000 - - 00.0% Tourism and economic development 158,093 - - 00.0% Utility services 2,589 60 - 60 0.0% Other - - - 00.0% 3,451,743 527,427 451,609 75,818 13.1% * excludes general revenues (net municipal taxes) for display purposes
Breakdown of Operating Revenues by Type - year-to-date
Net municipal taxes Government transfers Returns on investment Sale of goods, services, and user charges Rental income Community aggregate levy Penalties and costs of taxes
Gain on disposal of TCA Other revenue Contributed tangible capital assets
Type of revenue Budget Forecast Year-to-Date Variance YTD % Net municipal taxes 14,658,637 (871,279) (860,187) (11,092) ‐5.9% Government transfers 1,059,488 28,312 33,432 (5,120) 3.2% Returns on investment 512,214 125,000 72,366 52,634 14.1% Sale of goods, services, and user charges 1,024,284 199,394 96,516 102,878 9.4% Rental income 311,880 77,970 75,300 2,670 24.1% Community aggregate levy 220,000 - - 00.0% Penalties and costs of taxes 160,500 90,125 168,417 (78,292) 104.9% Gain on disposal of tangible capital assets 136,877 - - 00.0% Other revenue 26,500 6,625 5,578 1,047 21.0% Contributed tangible capital assets - - - 00.0% 18,110,380 (343,853) (408,578) 64,725 ‐2.3%
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Revenues by Type
Net municipal taxes
Budget Net municipal taxes Forecast Year to Date
‐ 2,500,000 5,000,000 7,500,000 10,000,000 12,500,000 15,000,000
Supplement Budget Forecast Year-to-Date Variance YTD % Residential taxes 4,922,264 - - 00.0% Farmland taxes 2,886,089 - - 00.0% Linear taxes 8,564,024 - - 00.0% Commercial taxes 763,891 - - 00.0% Government grants in lieu of taxes 18,600 - - 00.0% Special levy 1,390,399 - - 00.0% Well drilling tax 19,645 4,911 34 4,877 0.2% 18,564,912 4,911 34 4,877 0.0% School requisitions 3,504,760 876,191 860,220 15,971 24.5% Seniors foundation 401,515 - - 00.0% 14,658,637 (871,280) (860,186) (11,094) ‐5.9%
Well drilling tax
Special levy
Government grants in lieu of taxes
Budget Commercial taxes Forecast Year to date Linear taxes
Farmland taxes
Residential taxes
‐ 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000
Seniors foundation Budget Forecast School requisitions Year to date
‐ 1,000,000 2,000,000 3,000,000 4,000,000
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Revenues by Type - continued
Government Transfers
Budget Government transfers Forecast Year to date
‐ 200,000 400,000 600,000 800,000 1,000,000 1,200,000
Supplement Budget Forecast Year-to-Date Variance YTD % MSI Operating 185,940 - - 00.0% AG Service Board 122,326 - - 00.0% Federal Gas Tax - - - 00.0% Local Government Transfers 148,157 22,002 33,432 (11,430) 22.6% Other Operating Grants 358,093 - - 00.0% 814,516 22,002 33,432 (11,430) 4.1%
Other Operating Grants
Local Government Transfers
Budget Federal Gas Tax Forecast Year to date
AG Service Board
MSI Operating
‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000
Return on Investments
Budget Returns on investment Forecast Year to date
‐ 100,000 200,000 300,000 400,000 500,000 600,000
Supplement Budget Forecast Year-to-Date Variance YTD % Investment Income 500,000 125,000 72,366 52,634 14.5% Interest on Loan 7,762 - - 00.0% Dividends 4,452 - - 00.0% 512,214 125,000 72,366 52,634 14.1%
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Revenues by Type - continued
Return on Investments - continued
Dividends
Budget Interest on Loan Forecast YTD
Investment Income
‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,000 500,000
Sale of Goods, Services, and User Charges
Budget Sale of goods, services, and user charges Forecast Year to date
‐ 200,000 400,000 600,000 800,000 1,000,000 1,200,000
Supplement Budget Forecast Year-to-Date Variance YTD % General Government 52,800 13,199 6,167 7,032 11.7% Protective Services 201,539 50,385 59,840 (9,455) 29.7% Transportation Services 327,236 37,782 7,663 30,119 2.3% Agricultural Services 335,390 71,785 11,677 60,108 3.5% Planning and Development Services 96,498 24,125 11,169 12,956 11.6% Utility Services 2,589 60 - 60 0.0% 1,024,282 199,394 96,516 102,878 9.4%
Utility Services
Planning and Development Services
Agricultural Services Budget Forecast Transportation Services Year to date
Protective Services
General Government
‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Revenues by Type - continued
Rental Income
Budget Rental income Forecast Year to date
‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000
Supplement Budget Forecast Year-to-Date Variance YTD % General Government 6,000 8,223 (8,223) 137.1% Protective Services 297,880 74,470 67,077 7,393 22.5% Agricultural Services 8,000 2,000 - 2,000 0.0% 311,880 76,470 75,300 1,170 24.1%
Agricultural Services
Budget Protective Services Forecast Year to date
General Government
‐ 50,000 100,000 150,000 200,000 250,000 300,000
Community Aggregate Levy
Budget Community aggregate levy Forecast Year to date
‐ 50,000 100,000 150,000 200,000 250,000
Supplement Budget Forecast Year-to-Date Variance YTD % Community aggregate levy 220,000 - - 00.0%
Penalties and Costs of Taxes
Budget Penalties and costs of taxes Forecast Year to date
‐ 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000
Supplement Budget Forecast Year-to-Date Variance YTD % Penalties on Current Taxes 70,000 - - 00.0% Penalties on Tax Arrears 90,000 90,000 168,417 (78,417) 187.1% Penalties on Receivables 500 125 - 125 0.0% 160,500 90,125 168,417 (78,292) 104.9%
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Analysis of Revenues by Type - continued
Other Revenue
Budget Other revenue Forecast Year to date
‐ 5,000 10,000 15,000 20,000 25,000 30,000
Supplement Budget Forecast Year-to-Date Variance YTD % Protective Services 26,500 6,625 5,578 1,047 21.0% Transportation Services - - - 00.0% Agricultural Services - - - 00.0% 26,500 6,625 5,578 1,047
Agricultural Services
Budget Transportation Services Forecast Year to date
Protective Services
‐ 5,000 10,000 15,000 20,000 25,000 30,000
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Breakdown of Operating Expenses by Departments - year-to-date
Legislative Administration Protective services Transportation services Agricultural services Planning and development services Family and community support Parks and recreation Tourism and economic development Utility services Other
Department Budget Forecast Year-to-Date Variance YTD % Legislative 454,363 119,332 112,620 6,712 24.8% Administration 1,776,158 506,086 494,822 11,264 27.9% Protective services 1,697,760 374,608 314,871 59,737 18.5% Transportation services 5,567,607 1,487,746 1,167,254 320,492 21.0% Agricultural services 777,995 214,851 187,561 27,290 24.1% Planning and development services 786,774 264,074 175,685 88,389 22.3% Family and community support 233,776 82,671 47,678 34,993 20.4% Parks and recreation 736,823 16,275 16,275 02.2% Tourism and economic development 302,459 148,758 118,982 29,776 39.3% Utility services 824,956 730,516 726,183 4,333 88.0% Other 58,033 19,250 19,676 (426) 33.9% 13,216,704 3,964,167 3,381,607 582,560 25.6% * excludes amortization (non-cash transaction) for display purposes
Breakdown of Operating Expenses by Type - year-to-date Salaries, wages and benefits
Contracted and general services
Materials, goods and utilities
Provision for allowances
Transfers to local boards and agencies
Interest and bank charges
Other expenses
Amortization of tangible capital assets
Loss on disposal of tangible capital assets
Type of expense Budget Forecast Year-to-Date Variance YTD % Salaries, wages and benefits 7,105,469 1,549,503 1,522,144 27,359 21.4% Contracted and general services 3,268,222 994,250 707,302 286,948 21.6% Materials, goods and utilities 2,651,459 625,038 364,494 260,544 13.7% Transfers to local boards and agencies 1,750,216 751,021 746,366 4,655 42.6% Interest and bank charges 60,359 25,105 21,625 3,480 35.8% Other expenses 65,526 19,250 19,676 (426) 30.0% Loss on disposal of tangible capital assets - - - 00.0% Machine expenses capitalized (1,684,547) - - 00.0% 13,216,704 3,964,167 3,381,607 582,560 25.6% Amortization of tangible capital assets 4,684,267 - - 00.0% 17,900,971 3,964,167 3,381,607 582,560 18.9%
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Analysis of Expenses by Type
Salaries, wages, and benefits
Budget Salaries, wages and benefits Forecast Year to date
‐ 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000
Supplement Budget Forecast Year-to-Date Variance YTD % General Government 1,232,345 308,086 326,960 (18,874) 26.5% Protective Services 687,001 136,150 123,768 12,382 18.0% Transportation Services 4,292,915 893,720 849,917 43,803 19.8% Agricultural Services 420,136 94,155 98,708 (4,553) 23.5% Planning and Development Services 327,525 81,006 117,701 (36,695) 35.9% Utility Services 20,813 5,203 5,090 113 24.5% 7,105,468 1,549,503 1,522,144 27,359 21.4%
Utility Services
Planning and Development Services
Agricultural Services Budget Forecast Transportation Services Year to date
Protective Services
General Government
‐ 600,000 1,200,000 1,800,000 2,400,000 3,000,000 3,600,000 4,200,000 4,800,000
Supplement Budget Forecast Year-to-Date Variance YTD % Salaries - Permanent Staff 4,616,858 1,154,215 1,163,777 (9,562) 25.2% Overtime - Permanent Staff 194,425 5,687 3,563 2,124 1.8% Salaries - Seasonal Staff 553,118 9,122 - 9,122 0.0% Overtime - Seasonal Staff 77,755 - - 00.0% Health and Pension Benefits / WCB 1,266,570 316,643 298,790 17,853 23.6% Per Diems / Honorariums 396,743 63,836 56,014 7,822 14.1% 7,105,469 1,549,502 1,522,144 27,358 21.4%
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Expenses by Type - continued
Salaries, wages, and benefits - continued
Per Diems / Honorariums
Health and Pension Benefits / WCB
Overtime ‐ Seasonal Staff Budget Forecast Salaries ‐ Seasonal Staff Year to date
Overtime ‐ Permanent Staff
Salaries ‐ Permanent Staff
‐ 600,000 1,200,000 1,800,000 2,400,000 3,000,000 3,600,000 4,200,000 4,800,000
Contracted and general services
Budget Contracted and general services Forecast Year to date
‐ 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000
Supplement Budget Forecast Year-to-Date Variance YTD % General Government 662,803 221,091 157,080 64,011 23.7% Protective Services 562,712 166,200 154,541 11,659 27.5% Transportation Services 1,079,179 212,287 174,352 37,935 16.2% Agricultural Services 113,124 32,450 18,213 14,237 16.1% Planning and Development Services 457,210 182,558 57,881 124,677 12.7% Community Services 327,505 163,157 129,634 33,523 39.6% Utility Services 65,689 16,507 15,601 906 23.7% 3,268,222 994,250 707,302 286,948 21.6%
Utility Services
Community Services
Planning and Development Services Budget Agricultural Services Forecast Year to date Transportation Services
Protective Services
General Government
‐ 200,000 400,000 600,000 800,000 1,000,000 1,200,000
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Expenses by Type - continued
Contracted and general services - continued
Supplement Budget Forecast Year-to-Date Variance YTD % Education and training 118,213 29,553 10,981 18,573 9.3% Travel and subsistence 102,395 25,599 7,478 18,121 7.3% Registrations and memberships 108,914 41,107 34,337 6,770 31.5% Telecommunications 80,038 20,009 18,914 1,095 23.6% Legal fees 96,258 24,065 16,028 8,037 16.7% Doctor retention program 141,460 35,365 623 34,742 0.4% Contracted Services 187,669 42,932 23,145 19,787 12.3% Consulting and engineering 942,359 385,551 245,696 139,856 26.1% Building repairs and maintenance 153,482 38,371 33,299 5,071 21.7% Equipment repairs and maintenance 212,384 53,096 64,273 (11,177) 30.3% Vehicle repairs and maintenance 185,319 46,330 30,277 16,053 16.3% Road repairs and maintenance 224,099 - - 00.0% Damages and deductible costs 185,000 250 157 93 0.1% Insurance 187,033 167,548 163,804 3,744 87.6% Other services 343,599 84,475 58,290 26,185 17.0% 3,268,222 994,250 707,302 286,948 21.6%
Other services
Insurance
Damages and deductible costs
Road repairs and maintenance
Vehicle repairs and maintenance
Equipment repairs and maintenance
Building repairs and maintenance Budget Forecast Contracted Services Year to date
Doctor retention program
Legal fees
Telecommunications
Registrations and memberships
Travel and subsistence
Education and training
‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000
Budget Consulting and engineering Forecast Year to date ‐ 200,000 400,000 600,000 800,000 1,000,000
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Expenses by Type - continued
Material, goods, and utilities
Budget Materials, goods and utilities Forecast Year to date
‐ 750,000 1,500,000 2,250,000 3,000,000
Supplement Budget Forecast Year-to-Date Variance YTD % General Government 236,438 91,166 122,378 (31,212) 51.8% Protective Services 299,717 72,257 36,374 35,883 12.1% Transportation Services 1,872,060 373,740 134,987 238,753 7.2% Agricultural Services 212,363 80,153 63,054 17,099 29.7% Planning and Development Services 2,039 510 103 407 5.1% Community Services 24,530 6,133 6,246 (113) 25.5% Utility Services 4,315 1,079 1,352 (273) 31.3% 2,651,462 625,038 364,494 260,544 13.7%
Utility Services
Community Services
Planning and Development Services Budget Agricultural Services Forecast Year to date Transportation Services
Protective Services
General Government
‐ 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000 2,000,000
Supplement Budget Forecast Year-to-Date Variance YTD % Parts and supplies 134,963 33,741 14,527 19,214 10.8% IT hardware and software 215,267 86,079 125,376 (39,297) 58.2% Diesel, fuel, and propane 1,133,054 189,223 88,597 100,626 7.8% Tires 168,579 42,145 - 42,145 0.0% Oil and lubricants 80,469 20,117 9,859 10,258 12.3% Gravel, pit run, and rip rap 106,108 26,527 5,798 20,729 5.5% Herbicides 87,750 21,938 31,073 (9,136) 35.4% Utilities 197,204 49,301 37,494 11,807 19.0% Culverts 91,800 22,950 - 22,950 0.0% Blades 109,763 27,441 894 26,547 0.8% Other goods and materials 326,502 105,577 50,876 54,701 15.6% 2,651,459 625,038 364,494 260,544 13.7%
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Expenses by Type - continued
Material, goods, and utilities - continued
Other goods and materials
Blades
Culverts
Utilities
Budget Herbicides Forecast Year to date
Oil and lubricants
Tires
IT hardware and software
Parts and supplies
‐ 50,000 100,000 150,000 200,000 250,000 300,000 350,000
Gravel, pit run, and rip rap Budget Forecast Diesel, fuel, and propane Year to date
‐ 250,000 500,000 750,000 1,000,000 1,250,000
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Expenses by Type - continued
Transfers to local boards and agencies
Budget Transfers to local boards and agencies Forecast Year to date
‐ 750,000 1,500,000 2,250,000
Supplement Budget Forecast Year-to-Date Variance YTD % Vulcan and District Waste Commission 698,922 698,922 696,573 2,349 99.7% Twin Valley Regional Water Commission 35,217 8,804 7,568 1,236 21.5% Fire area contributions 148,330 - - 00.0% Recreation area contributions 455,694 - - 00.0% Cultural area contributions 115,080 - - 00.0% Tourism and economic development - - - 00.0% Libraries 166,049 16,275 16,275 09.8% Vulcan Health and Wellness Foundation - - - 00.0% Other contributions 130,924 27,020 25,950 1,070 19.8% 1,750,216 751,021 746,366 4,655 42.6%
Other contributions
Vulcan Health and Wellness Foundation
Libraries
Tourism and economic development Budget Cultural area contributions Forecast Year to date Recreation area contributions
Fire area contributions
Twin Valley Regional Water Commission
Vulcan and District Waste Commission
‐ 100,000 200,000 300,000 400,000 500,000 600,000 700,000
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QUARTERLY OPERATING REPORT PERIOD ENDED MARCH 31, 2020
Analysis of Expenses by Type - continued
Interest and bank charges
Budget Interest and bank charges Forecast Year to date
‐ 10,000 20,000 30,000 40,000 50,000 60,000 70,000
Supplement Budget Forecast Year-to-Date Variance YTD % Interest and bank charges 60,359 25,105 21,625 3,480 35.8%
Other expenses
Budget Other expenses Forecast Year to date
‐ 10,000 20,000 30,000 40,000 50,000 60,000 70,000
Supplement Budget Forecast Year-to-Date Variance YTD % Write-off of uncollectable tax 12,672 - 426 (426) 3.4% Gravel reclamation - - - 00.0% Inventory reduction - - - 00.0% Contingency fund 45,361 19,250 19,250 0 42.4% Other expenses 7,493 - - 00.0% 65,526 19,250 19,676 (426) 30.0%
Other expenses
Contingency fund
Budget Inventory reduction Forecast Year to date
Gravel reclamation
Write‐off of uncollectable tax
‐ 5,000 10,000 15,000 20,000 25,000 30,000 35,000 40,000 45,000 50,000
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REGULAR MEETING OF COUNCIL— JUNE 17, 2020 CAO Report for May 2020
Review final COVID-19 video messaging with VCREMP CAO’s. Review Vulcan County/Town of Vulcan Road Maintenance Agreement for 1st Ave. South/RGE RD 244 Work on draft Council Correspondence Policy. Review Stop Order issuance with Manager of Development Services and CPO. Work with purchasers of County irrigated lands on coordination of final pivot setup. Examine preliminary marketing material for Industrial Park with Economic Development Officer. Provide Council feedback to MDB. Coordinate with Director of Protective Services for Public Information Officer training for Legislative Clerk. VCREMP daily updates May 1st to May 5th. Bi-weekly updates on Tuesdays and Thursdays thereafter. Participated in Municipal Affairs virtual town hall call May 3rd. Review draft audited financial statements. As part of the COVID-19 monitoring, complete ICS 201 forms on a daily basis with Director of Protective Services. VCREMP CAO weekly call in meeting May 3rd. GOA virtual Town Hall meeting May 3rd. AEMA COVID-19 call in May 4th. Daily review and sign off of invoices. MPC and Council meeting May 5th. Address various ratepayer/Council inquires on road issues with Director of Operations. Various paperwork and correspondence to complete irrigated land sales. Conference call with Reeve, Manager of Development Services and Brownlee LLP May 8th. Begin review of Draft Reservoir Area Structure Plan. RMA Virtual meeting May 8th. Have IT create VC Maps login for Council members. VCREMP CAO weekly call in meeting May 11th. Annual review of department head member on May 11th. Virtual managers meeting May 12th. Answer questions put forward by MPE as part of the Water Service Supply Study. AEMA COVID-19 call in May 12th. Update signing authority forms and banking documents with ATB. Send off executed contract to Benchmark Assessment.
6 i) - 17 Jun 2020 Page 83 of 85 Finalize Utility ROW easement on NW 12-15-20-W4 ARMMA Zone 1 (South Zone) virtual meeting May 14th. Provide information to Village of Carmangay Council member on Strychnine Program and program requirements. Work with IT and Municipal Account to determine various permission and access requirements. Prepare and review agenda items for May 20th MPC and Council. Virtual meeting with Manager of Development Services, Director of Operations and WSP for Industrial Park Area Structure Plan. AEMA call in meeting May 17th. Review new FCM Municipal Asset Management Grant Program requirements and have Information Services department determine if it would be appropriate to submit application for GIS software/hardware. MPC and Council meeting May 20th. Review new asset tracking software with Shop Foreman and Director of Operations. Provide Emergency Operations Centre requirements to Lomond rink build member. Virtual meeting with Manager of Development Services, Director of Operations, WSP and Alberta Transportation to discuss access consolidation of inland grain terminals/industrial park. VCREMP CAO bi-weekly call in meeting. Discuss road options surrounding Industrial Park Development with Richardson Pioneer. Discuss septic repairs at airport with Town of Vulcan CAO. Receive quotes and installation timelines for glass install at Administrative Office. Begin flood monitoring and planning for Bow River at Wyndham-Carseland area. Finalize Irrigated Lands lease agreement. Tax Notices sent out May 25th, a big thank you to staff who undertook this endeavour. Have CPO’s investigate unsightly premises in Hamlets. Virtual meeting with Reeve, Economic Development Officer, MDB and tourism stakeholder on May 28th. Prepare and review agenda items for June 3rd MPC and Council. Spoke with various oil and gas producers on their short term economic outlook. Has Ag Services department continue to review AUM rates. Findings will be brought to Council on August 5th. Had CPO’s ensure compliance of Urban Fowl Bylaw in Mossleigh. Finalize audit requirements/executions with BDO. Review various WorkTech-Great Plains reconcile reports.
Respectfully Submitted by: Nels Petersen, Chief Administrative Officer
6 i) - 17 Jun 2020 Page 84 of 85 Request for Decision
REGULAR MEETING OF COUNCIL – JUNE 17, 2020
Vulcan Recreation District Meeting with Town of Vulcan
Recommended Action: That Council agree to meet with the Town of Vulcan to further discuss future recreation funding at the Lodge Hall on June 24th, 2020 at 1:30pm.
Proposal & Background A recreation funding proposal was sent to the Town of Vulcan on March 23, 2020 outlining proposed contributions to recreation for the next 4 years. A response was received May 27th, from the Town of Vulcan. Instead of Administration’s going back and forth with written responses, it would be most efficient to meet to finalize details of the new agreement.
The location for the meeting will be at the Lodge Hall as there is sufficient space to comply with the current pandemic restriction guidelines.
Strategic Plan Alignment Foster a Collaborative Environment
Financial/Policy Consideration Recreation funding has been provide on an annual basis as part of the operating and district recreational budgets.
Implementation/Communication Administration will confirm Council’s attendance with the Town of Vulcan.
FOIP Consideration N/A
Respectfully Submitted by: Nels Petersen, Chief Administrative Officer
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