CITY OF LANGFORD
ADMINISTRATION AND FINANCE COMMITTEE
Tuesday February 14th, 2017 @ 4:45 p.m.
Council Chambers, 3rd Floor – 877 Goldstream Avenue
Page 1. CALL TO ORDER
2. APPROVAL OF THE AGENDA
3. PRESENTATION
a) Lohbrunner Community Farm Cooperative - Dianna Brubaker
4. ADOPTION OF THE MINUTES
a) Administration and Finance Committee Meeting – January 10th, 2017 2
5. REPORTS
a) Monthly Approval of Accounts Payable – January 2017 5 - Staff Report (Finance)
b) West Shore Arts Council Proposal for Arts and Culture Funding 13 - Staff Report (Finance)
c) Funding Requests for 2017 Budget Year 29 - Staff Report (Finance)
6. ADJOURNMENT
Page 1 of 82 CITY OF LANGFORD
MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE
Tuesday January 10th, 2017 @ 4:45 p.m.
Council Chambers, 3rd Floor – 877 Goldstream Avenue
PRESENT
Councillor M. Sahlstrom (Chair), Councillor L. Szpak (Vice-Chair), Members: D. Adair, J. Crook, F. Hudson, J. Paget, and T. Won.
ATTENDING
Director of Finance, S. Ternent, Manager of Land Development, Brent Molnar and City Manager J. Bowden.
ABSENT
Deputy Director of Finance, A. Kryklywyj
1. CALL TO ORDER
The Chair called the meeting to order at 4:45 p.m.
2. APPROVAL OF THE AGENDA
MOVED BY: J. CROOK SECONDED: D. ADAIR
That the Administration and Finance Committee approve the Agenda as presented.
CARRIED.
3. ADOPTION OF THE MINUTES
a) Administration and Finance Committee Meeting – December 13th, 2016
MOVED BY: F. HUDSON SECONDED: J. CROOK
That the Administration and Finance Committee approve the Minutes of the meeting held on December 13th, 2016. CARRIED.
Page 2 of 82 Minutes of the Admin & Finance Committee - January 10th, 2017 Page 2 of 3
4. REPORTS
a) 2017 Land Development Budget and Five Year Financial Plan (2017-2021) - Staff Report (Land Development)
MOVED BY: F. HUDSON SECONDED: J. CROOK
That Administration and Finance Committee recommend to Council: That Council:
Approve in principle the 2017 figures in the Land Development 5-year financial plan for 2017- 2021 as presented in Schedule A of the staff report dated January 10, 2017 and refer them to the City Treasurer.
CARRIED.
b) Monthly Approval of Accounts Payable – December 2016 - Staff Report (Finance)
MOVED BY: J. CROOK SECONDED: T. WON
That Administration and Finance Committee recommend to Council: That Council approve the City of Langford disbursements from December, 2016 as outlined in the Accounts Payable Report dated January 10th, 2017.
CARRIED.
c) 2017-2021 General Government Five-Year Financial Plan - Staff Report (Finance)
MOVED BY: J. CROOK SECONDED: D. ADAIR
That Administration and Finance Committee recommend to Council: That Council:
Approve in principle the General Government Five Year Financial Plan for 2017-2021 as presented in the staff report dated January 10, 2017 and refer it to the Treasurer for inclusion in the consolidated Financial Plan.
CARRIED.
Page 3 of 82 Minutes of the Admin & Finance Committee - January 10th, 2017 Page 3 of 3
5. ADJOURNMENT
The Chair adjourned the meeting at 5:03 p.m.
CHAIR CERTIFIED CORRECT (City Manager)
Page 4 of 82
Staff Report to Administration and Finance Committee
Date: February 14, 2017 Department: Finance Subject: Monthly Approval of Accounts Payable – January 2017
Background
All accounts payable are approved by Council via Administration and Finance Committee on a regular basis.
Commentary
This is a housekeeping matter that the Administration and Finance Committee review and recommend approval by Council of the monthly accounts. In this regard I have attached the City’s January 2017 accounts payable for review by Committee.
Financial Implications
Expenses are processed by municipal staff within budget guidelines and brought before committee for ratification.
Legal Implications
The monthly approval of the accounts payable will ensure that all expenditures made by the City are technically legal.
2nd Floor · 877 Goldstream Avenue · Langford, BC Canada · V9B 2X8 T · 250-478-7882 F · 250-478-7864 Page 5 of 82
Recommendation That Administration and Finance Committee recommend to Council that:
City of Langford disbursements from January 2017, be approved as outlined in the Accounts Payable Report dated February 1, 2017.
Respectfully submitted,
Submitted by: Audrey Kryklywyj-Shortreid
:AKS
Page 6 of 82 System: 2/1/2017 8:51:31 AM City Of Langford Page: User Date: 2/1/2017 VENDOR CHEQUE REGISTER REPORT User ID: audrey Payables Management
Ranges: From: To: From: To: Cheque Number First Last Cheque Date 1/1/2017 1/31/2017 Vendor ID First Last Chequebook ID First Last Vendor Name First Last
Sorted By: Cheque Date
* Voided Cheques
Cheque Number Vendor Cheque Name Cheque Date Amount ------0038627 BC Hydro 1/4/2017 $13,435.80 0038628 Cox Taylor In Trust 1/4/2017 $1,484.00 0038629 Creative Embroidery 1/4/2017 $1,748.32 0038630 Dulux Paints 1/4/2017 $152.51 0038631 Fastrac Printing Ltd 1/4/2017 $30.64 0038632 Flag Shop, The 1/4/2017 $88.50 0038633 Home Depot Credit Services 1/4/2017 $91.65 0038634 JSA Sport Architecture Inc 1/4/2017 $6,633.00 0038635 Microsoft Corporation 1/4/2017 $26,337.16 0038636 Minister Of Finance/Corporate Relations 1/4/2017 $261.86 0038637 Nutri-Lawn 1/4/2017 $534.18 0038638 OnPoint Project Engineers Ltd 1/4/2017 $47,291.74 0038639 Receiver General Of Canada 1/4/2017 $35,358.85 0038640 Softchoice LP 1/4/2017 $1,911.56 0038641 Westhills Land Corp 1/4/2017 $613.76 0038642 West Shore Environmental Services 1/4/2017 $5,601.00 0038643 Westshore Towing Ltd 1/4/2017 $80.53 EFT000000001633 Alexander Holburn Beaudin LLP 1/4/2017 $1,731.37 EFT000000001634 Allen Beasley 1/4/2017 $475.00 EFT000000001635 Allied Power and Communication Ltd. 1/4/2017 $1,292.95 EFT000000001636 Associated Engineering Ltd 1/4/2017 $18,739.35 EFT000000001637 Atomic Crayon 1/4/2017 $445.31 EFT000000001638 Bell Distribution Inc. 1/4/2017 $502.87 EFT000000001639 Capital Regional District 1/4/2017 $32,619.32 EFT000000001640 Cruikshank, Trina 1/4/2017 $972.82 EFT000000001641 Eager Beaver Tree Service 1/4/2017 $2,268.00 EFT000000001642 Fantastic Cleaning Ltd. 1/4/2017 $3,267.41 EFT000000001643 Island Key Computer Ltd. 1/4/2017 $229.60 EFT000000001644 Kachanoski, Adam 1/4/2017 $111.47 EFT000000001645 Kerr Wood Leidal Consulting Engineers 1/4/2017 $8,295.00 EFT000000001646 Manton, Cory 1/4/2017 $216.54 EFT000000001647 Martin & Levesque Inc 1/4/2017 $1,228.19 EFT000000001648 McElhanney Consulting Services Ltd 1/4/2017 $1,068.48 EFT000000001649 Motion Canada 1/4/2017 $81.21 EFT000000001650 Performance Plus Hockey 1/4/2017 $210.00 EFT000000001651 Prices Lock & Safe 1/4/2017 $269.88 EFT000000001652 Raylec Power LP 1/4/2017 $9,559.20 EFT000000001653 Chrissy Shaw 1/4/2017 $938.42 EFT000000001654 Talbot Mackenzie & Associates 1/4/2017 $360.00 EFT000000001655 Victoria Contracting & Municipal Maint. 1/4/2017 $5,627.99 EFT000000001656 Wilson's Transportation Ltd 1/4/2017 $482.19 EFT000000001657 WSP Canada Inc 1/4/2017 $61,201.18 0038644 Minister of Finance and Corporate Relations 1/5/2017 $3,000.00 EFT000000001658 Minister Of Finance/Corporate Relations 1/5/2017 $285,156.53
0038645 Acklands - Grainger Inc. 1/6/2017 $217.77 0038646 BC Hydro CAD 1/6/2017 $7,837.20 0038647 Island Powder Coating 1/6/2017 $448.00 0038648 OnPoint Project Engineers Ltd 1/6/2017 $3,989.74 0038649 PBX Engineering Ltd 1/6/2017 $4,298.18 0038650 Tetra Tech WEI Inc. 1/6/2017 $13,597.50 EFT000000001659 Dynamex Canada Corp 1/6/2017 $13.37 EFT000000001660 Enex Fuels Ltd 1/6/2017 $2,747.14 EFT000000001661 Fantastic Cleaning Ltd. 1/6/2017 $1,922.55 EFT000000001662 Kerr Wood Leidal Consulting Engineers 1/6/2017 $1,818.76 EFT000000001663 Rona Revy Inc. 1/6/2017 $80.93 EFT000000001664 Chrissy Shaw 1/6/2017 Page$40.00 7 of 82 System: 2/1/2017 8:51:31 AM City Of Langford Page: 2 User Date: 2/1/2017 VENDOR CHEQUE REGISTER REPORT User ID: audrey Payables Management
* Voided Cheques
Cheque Number Vendor ID Vendor Cheque Name Cheque Date Chequebook ID Audit Trail Code Amount ------EFT00000000l665 Sherwin Williams 1/6/2017 $19.27 EFT000000001666 Talbot Mackenzie & Associates 1/6/2017 $18.00 EFT000000001667 Tran Sign (1999) Ltd 1/6/2017 $1,454.82 5FT000000001668 Victoria Contracting & Municipal Maint. 1/6/2017 $91,607.62 EFT000000001669 Western Canada Fire Protection 1/6/2017 $47.04 EFT000000001670 WFR Wholesale Fire & Rescue Ltd. 1/6/2017 $342.11 0038651 RBC Royal Bank 1/10/2017 $990.00 0038652 BC Hydro 1/12/2017 $1,151.85 0038653 Bell Mobility Inc. 1/12/2017 $1,385.39 0038654 Commercial Lighting Products 1/12/2017 $46,339.20 0038655 Farmer Construction Ltd 1/12/2017 $1,500.00 0038656 Langdon Weir Construction 1/12/2017 $4,000.00 0038657 Moore, Casey 1/12/2017 $31.48 0038658 Pan Qiao Developments Ltd 1/12/2017 $24,000.00 0038659 Petty Cash 1/12/2017 $160.90 0038660 Pridy Bros House Moving 1/12/2017 $2,000.00 0038661 Roynat Inc 1/12/2017 $171.58 0038662 Thyssenkrupp Elevator 1/12/2017 $241.20 EFT000000001671 Abell Pest Control 1/12/2017 $127.39 EFT000000001672 All Battery 1/12/2017 $11.29 EFT000000001673 Canadian Linen & Uniform Service 1/12/2017 $131.19 EFT000000001674 Canon Canada Inc 1/12/2017 $353.17 EFT000000001675 City Of Langford Pipes And Drums 1/12/2017 $600.00 EFT000000001676 Colwood Langford Auto Supply Ltd. 1/12/2017 $24.64 EFT000000001677 Dynamex Canada Corp 1/12/2017 $14.02 EFT000000001678 Hayworth Communities Inc 1/12/2017 $1,890.00 EFT000000001679 Langford Volunteer Firefighters Assoc. 1/12/2017 $31,900.30 EFT000000001680 Lordco Parts Ltd 1/12/2017 $7.47
EFT000000001681 Madill - The Office Company 1/12/2017 $26.29 EFT000000001682 Pacific Centre Family Services 1/12/2017 $109.32 EFT000000001683 Performance Plus Hockey 1/12/2017 $660.84 EFT000000001684 Rena Revy Inc. 1/12/2017 $13.50 EFT000000001685 Silverstream Investments Inc 1/12/2017 $8,644.21 EFT000000001686 Slegg Construction Materials Ltd 1/12/2017 $88.37 EFT000000001687 Distributel Communications 1/12/2017 $881.54 EFT000000001688 Westhills Land Corp 1/12/2017 $11,482.08 EFT000000001689 The Westin Bear Mountain, Victoria 1/12/2017 $2,625.00 EFT000000001690 West Shore Chamber Of Commerce 1/12/2017 $4,750.00 EFT000000001691 Greater Victoria Public Library 1/12/2017 $137,432.83 EFT000000001692 YMCA YMCA of Greater Victoria 1/12/2017 $65,625.00 EFT000000001693 Ahmiti, Firdaous 1/12/2017 $1,315.17 0038663 Bell Mobility Inc. 1/17/2017 $5,029.18 0038664 Capital Regional District Water Dept. 1/17/2017 $6,785.77 0038665 Civicinfo BC 1/17/2017 $446.25 0038666 Emberton & Co 1/17/2017 $680.60 0038667 On The Moove Dairy Delivery 1/17/2017 $101.40 0038668 Petty Cash 1/17/2017 $300.50 0038669 reFUSE Resource Recovery 1/17/2017 $240.38 0038670 Sysco Victoria 1/17/2017 $44.83 0038671 Verbakel, Joseph 1/17/2017 $100.00 0038672 BC Transit 1/17/2017 $49,657.53 EFT000000001694 Alpine Disposal & Recycling 1/17/2017 $677.96 EFT000000001695 Best Service Pros Ltd 1/17/2017 $116.87 EFT000000001696 Black Press Group 1/17/2017 $824.99 EFT000000001697 Canadian Linen & Uniform Service 1/17/2017 $249.75 EFT000000001698 Enex Fuels Ltd 1/17/2017 $184.61 EFT000000001699 Fantastic Cleaning Ltd. 1/17/2017 $8,109.15 EFT000000001700 Greater Victoria Security 1/17/2017 $5,014.46 EFT000000001701 Hayworth Communities Inc 1/17/2017 $2,932.65 EFT000000001702 Island Blue Print 1/17/2017 $413.56
EFT000000001703 Madill - The Office Company 1/17/2017 $292.94 EFT000000001704 Performance Plus Hockey 1/17/2017 $655.76 EFT000000001705 Royal Colwood Golf & Country Club 1/17/2017 Page$332.52 8 of 82 System: 2/1/2017 8:51:31 AM City Of Langford Page: 3 User Date: 2/1/2017 VENDOR CHEQUE REGISTER REPORT User ID: audrey Payables Management
* Voided Cheques
Cheque Number Vendor ID Vendor Cheque Name Cheque Date Chequebook ID Audit Trail Code Amount ------EFT000000001706 Tran Sign (1999) Ltd 1/17/2017 $192.73 EFT000000001707 Victoria Contracting & Municipal Maint. 1/17/2017 $5,111.09 EFT000000001708 BC Assessment Authority 1/17/2017 $1,038.85 EFT000000001709 Capital Regional District 1/17/2017 $15,296.38 EFT000000001710 Capital Regional Hospital District 1/17/2017 $5,519.22 0038673 Aloyd Fitness Equipment 1/20/2017 $184.45 0038674 BC Hydro 1/20/2017 $55,965.22 0038675 Berks Intertruck Ltd 1/20/2017 $36.00 0038676 C & F Land Resource Consultants 1/20/2017 $4,200.00 0038677 City Of Victoria 1/20/2017 $1,518.69 0038678 E.B. Horsman & Son 1/20/2017 $11,605.50 0038679 Ecoasis Resort and Golf LLP 1/20/2017 $51,257.97 0038680 FDM Software Ltd 1/20/2017 $2,205.00 0038681 Federal Express Canada Ltd 1/20/2017 $27.91 0038682 Metchosin Fire Department 1/20/2017 $175.00 0038683 Ministry of Transportation & Infrastructure 1/20/2017 $6,236.47 0038684 Neopost Canada Ltd 1/20/2017 $525.00 0038685 OnPoint Project Engineers Ltd 1/20/2017 $887.25 0038686 On The Moove Dairy Delivery 1/20/2017 $108.40 0038687 PAW Pacific Audio Works Ltd 1/20/2017 $3,534.14 0038688 Primary Engineering and Construction 1/20/2017 $1,221.76 0038689 Purolator Courier Ltd 1/20/2017 $23.81 0038690 reFUSE Resource Recovery 1/20/2017 $90.42 0038691 Shaw Business Solutions Inc 1/20/2017 $10,733.97 0038692 Softchoice LP 1/20/2017 $23,373.50 0038693 SSL-Sustainable Services Ltd 1/20/2017 $249.74 0038694 Telus 1/20/2017 $109.81 0038695 Titanium Tents And Events 1/20/2017 $487.20 0038696 Western Traffic Ltd 1/20/2017 $618.81 0038697 Westhills Land Corp 1/20/2017 $9.60 0038698 Westside Insta-A-Print 1/20/2017 $271.61 0038699 WSDA Development Group Society 1/20/2017 $3,696.00 EFT000000001711 Access Records And Media Mngmnt Ltd 1/20/2017 $84.98 EFT000000001712 Alexander Holburn Beaudin LLP 1/20/2017 $4,168.47 EFT000000001713 Alltera Construction Ltd 1/20/2017 $613.91 EFT000000001714 Alpine Disposal & Recycling 1/20/2017 $508.73 EFT000000001715 Associated Engineering Ltd 1/20/2017 $11,804.94 EFT000000001716 Bate, Mitchell 1/20/2017 $188.00 EFT000000001717 Black Press Group 1/20/2017 $56.89 EFT000000001718 Canadian Linen & Uniform Service 1/20/2017 $200.76 EFT000000001719 Canadian Springs 1/20/2017 $483.56 EFT000000001720 Clemco Mechanical (2010) Ltd. 1/20/2017 $456.79 EFT000000001721 Dagwood's Cafe 1/20/2017 $86.10 EFT000000001722 Dominion Govlaw LLP 1/20/2017 $203.29 EFT000000001723 Fortis BC Natural Gas 1/20/2017 $8,827.00 EFT000000001724 Island Key Computer Ltd. 1/20/2017 $17.08 EFT000000001725 Justice Institute Of B.C. 1/20/2017 $50.00 EFT000000001726 Kerr Wood Leidal Consulting Engineers 1/20/2017 $378.00 EFT000000001727 Langford Emergency Social Services 1/20/2017 $3,563.46 EFT000000001728 Mike Leskiw 1/20/2017 $595.74 EFT000000001729 Motion Canada 1/20/2017 $260.29 EFT000000001730 M.S. Drycleaning & Tailoring 1/20/2017 $322.17 EFT000000001731 Orkin Canada Corporation 1/20/2017 $133.88 EFT000000001732 P & R Western Star Trucks 1/20/2017 $222.60 EFT000000001733 Raylec Power LP 1/20/2017 $28,911.35 EFT000000001734 Rocky Mountain Phoenix 1/20/2017 $628.95 EFT000000001735 Sigma Safety Corp 1/20/2017 $2,021.96 EFT000000001736 Tran Sign (1999) Ltd 1/20/2017 $340.28 EFT000000001737 Trel Developments Ltd 1/20/2017 $1,900.50 EFT000000001738 Westbrook Consulting Ltd. 1/20/2017 $1,008.00 EFT000000001739 West Bay Mechanical Ltd. 1/20/2017 $4,411.04 EFT000000001740 WFR Wholesale Fire & Rescue Ltd. 1/20/2017 $129.18 EFT000000001741 Wilson ' s Transportation Ltd 1/20/2017 Page$25,348.90 9 of 82 System: 2/1/2017 8:51:31 AM City Of Langford Page: 4 User Date: 2/1/2017 VENDOR CHEQUE REGISTER REPORT User ID: audrey Payables Management
* Voided Cheques
Cheque Number Vendor ID Vendor Cheque Name Cheque Date Chequebook ID Audit Trail Code Amount ------EFT000000001742 WSP Canada Inc 1/20/2017 $2,101.68 EFT000000001743 Young, Anderson Barristers & Solicitors 1/20/2017 $19,184.52 EFT000000001744 Don Mann Excavating Ltd 1/20/2017 $72,244.37 EFT000000001745 Scansa Construction 1/20/2017 $615,985.62 EFT000000001746 Victoria Contracting & Municipal Maint. 1/20/2017 $373,802.86 0038700 RBC Royal Bank 1/23/2017 $990.00 EFT000000001747 Verity Construction Ltd 1/23/2017 $184,945.27 EFT000000001748 Windley Contracting Ltd 1/23/2017 $561,048.53 EFT000000001749 P. R. Bridge Systems Ltd 1/23/2017 $795.25 0038701 0770461 BC Ltd 1/26/2017 $1,000.00 0038702 Bell Mobility Inc. 1/26/2017 $279.99 0038703 Buchner, Brenda 1/26/2017 $84.00 0038704 Butler, Matthew 1/26/2017 $100.00 0038705 Cartier, Brent 1/26/2017 $750.00
0038706 Choice Events Ltd - Vic Goddess Run 1/26/2017 $4,000.00 0038707 Civicinfo BC 1/26/2017 $1,283.10 0038708 Cossette's Electrical Systems Ltd 1/26/2017 $472.50 0038709 DrainPro 1/26/2017 $9,450.00 0038710 Elite Sportswear & Awards 1/26/2017 $204.96 0038711 Farmer Construction Ltd 1/26/2017 $1,000.00 0038712 Fastrac Printing Ltd 1/26/2017 $94.08 0038713 Federal Express Canada Ltd 1/26/2017 $71.51 0038714 Gordon N Gordon Interiors Ltd 1/26/2017 $750.00 0038715 G.M. Developments Ltd 1/26/2017 $1,000.00 0038716 Helium to Go Victoria 1/26/2017 $188.16 0038717 Home Depot Credit Services 1/26/2017 $55.62 0038718 Langdon Weir Construction 1/26/2017 $1,000.00 0038719 Miles Plumbing Services Ltd 1/26/2017 $200.00 0038720 Minister Of Finance/Corporate Relations 1/26/2017 $500.00 0038721 Nautilus Pool Service Inc 1/26/2017 $577.50 0038722 Orchard, Kevin 1/26/2017 $750.00 0038723 Parsi Development Ltd 1/26/2017 $750.00 0038724 Petty Cash 1/26/2017 $300.70 0038725 Protex Fence Services 1/26/2017 $183.75 0038726 Savjord, Alan 1/26/2017 $1,064.77 0038727 Scotiabank 1/26/2017 $4,155.47 0038728 Shah, Jesal 1/26/2017 $375.00 0038729 Shelrnarjay Holdings Ltd. 1/26/2017 $34,091.57 0038730 Steele, Douglas 1/26/2017 $2,500.00 0038731 Sun Life Financial 1/26/2017 $150.00 0038732 TD Canada Trust 1/26/2017 $1,905.29 0038733 Telus 1/26/2017 $1,604.32 0038734 Thyssenkrupp Elevator 1/26/2017 $241.20 0038735 Westlor Holdings Ltd 1/26/2017 $1,324.60 0038736 Willing, Peter 1/26/2017 $10,000.00 0038737 York Excavating Ltd 1/26/2017 $1,750.00 EFT000000001750 Abell Pest Control 1/26/2017 $127.39 EFT000000001751 Accent Refrigeration Systems Ltd., 1/26/2017 $561.15 EFT000000001752 Achinback Industries And Foundry Ltd 1/26/2017 $89.99 EFT000000001753 Best Service Pros Ltd 1/26/2017 $102.53 EFT000000001754 British Columbia Safety Authority 1/26/2017 $231.00 EFT000000001755 Canadian Linen & Uniform Service 1/26/2017 $433.55 EFT000000001756 Canterbury Food Service 1/26/2017 $225.74 EFT000000001757 Capital Regional District 1/26/2017 $7,500.00 EFT000000001758 Charter Telecom Inc. 1/26/2017 $3,142.74 EFT000000001759 Dagwood's Cafe 1/26/2017 $176.40 EFT000000001760 Goodbye Graffiti Victoria 1/26/2017 $172.04 EFT000000001761 Greater Victoria Security 1/26/2017 $6,447.17 EFT000000001762 Island Key Computer Ltd. 1/26/2017 $2,056.89 EFT000000001763 Jim Pattison Subaru Victoria 1/26/2017 $124.80
EFT000000001764 Madill - The Office Company 1/26/2017 $1,267.81 EFT000000001765 Orkin Canada Corporation 1/26/2017 $82.95 EFT000000001766 Performance Plus Hockey 1/26/2017 Page$105.00 10 of 82 System: 2/1/2017 8:51:31 AM City Of Langford Page: 5 User Date: 2/1/2017 VENDOR CHEQUE REGISTER REPORT User ID: audrey Payables Management
* Voided Cheques
Cheque Number Vendor ID Vendor Cheque Name Cheque Date Chequebook ID Audit Trail Code Amount
EFT000000001767 Prices Lock & Safe 1/26/2017 $6.19 EFT000000001768 Sahlstrom, Watt 1/26/2017 $126.90 EFT000000001769 Tran Sign (1999) Ltd 1/26/2017 $2,102.75 EFT000000001770 Verity Construction Ltd 1/26/2017 $3,750.00 EFT000000001771 WSP Canada Inc 1/26/2017 $50.00 EFT000000001772 Dinning Hunter Jackson in Trust 1/26/2017 $80,000.00 EFT000000001773 West Shore Parks & Recreation Society 1/26/2017 $627,934.00 ------Total Cheques: 252 Total Amount of Cheques: $4,102,943.70
Page 11 of 82 System: 2/1/2017 8:53:33 AM City Of Langford Page: User Date: 2/1/2017 CHEQUEBOOK REGISTER REPORT User ID: audrey Bank Reconciliation
Ranges: From: To: From: To: Chequebook ID GENERAL GENERAL Number First Last Description First Last Date 1/1/2017 1/31/2017 User-Defined 1 First Last Type Decrease Adjustment Decrease Adjustment
Sorted By: Date Include Trx: Reconciled, Unreconciled
* Voided transaction A Cleared amount is different than posted amount
Chequebook ID Description User-Defined 1 Current Balance ------Number Date Type Paid To/Rcvd From Reconciled Origin Payment Deposit ------GENERAL DON General Bank Account $1,851,297.90 DAJ000004362 1/3/2017 DAJ Interac Fees Yes CMTRX00002244 $7.88 DAJ000004363 1/3/2017 DAJ Monthly Bank Fees Yes CMTRX00002244 $43.55 DAJ000004350 1/5/2017 DAJ PP26 RP0001 2016 Yes CMTRX00002238 $80,688.21 DAJ000004351 1/5/2017 DAJ PP26 RP0002 2016 Yes CMTRX00002238 $12,380.64 DAJ000004361 1/5/2017 DAJ WCB Q4 2016 Final Yes CMTRX00002244 $21,538.81 DAJ000004365 1/5/2017 DAJ BC Online Yes CMTRX00002244 $200.00 DAJ000004374 1/11/2017 DAJ Baldwin Jan 15 MC No CMTRX00002253 $558.00 DAJ000004366 1/12/2017 DAJ LTSA Account Top Up Yes CMTRX00002245 $500.00 DAJ000004368 1/13/2017 DAJ Pay Period 01 Yes CMTRX00002248 $199,606.07 DAJ000004375 1/15/2017 DAJ Beckett Jan 15 MC No CMTRX00002254 $8,174.63 DAJ000004369 1/18/2017 DAJ PP01 Receiver Gen RP0001 Yes CMTRX00002249 $88,232.22 DAJ000004370 1/18/2017 DAJ PPOl Receiver Gen RP0002 Yes CMTRX00002249 $10,580.41 DAJ000004371 1/19/2017 DAJ LTSA Top Up Yes CMTRX00002250 $500.00 DAJ000004376 1/27/2017 DAJ PP02 Savings Bonds Yes CMTRX00002255 $930.00 DAJ000004377 1/27/2017 DAJ PP02 Fire Pension Yes CMTRX00002255 $10,509.71 0AJ000004378 1/27/2017 DAJ PP02 Pension Yes CMTRX00002255 $35,540.18 DAJ000004379 1/27/2017 DAJ Pay Period 02 Yes CMTRX00002256 $190,102.23 DAJ000004381 1/30/2017 DAJ LTSA Account Top Up Yes CMTRX00002257 $500.00 DAJ000004382 1/31/2017 DAJ Ternent Jan 15 MC Yes CMTRX00002257 $9,048.72
19 Transaction(s)
19 Total Transaction(s)
Page 12 of 82
Staff Report to Administration and Finance Committee
Date: February 14, 2017 Department: Finance Subject: West Shore Arts Council Proposal For Arts & Culture Funding
Background In 2005 Council agreed to the attached Memorandum of Understanding (the “Memorandum”) with the West Shore Arts Council (the “Arts Council”). The Memorandum sets out the framework for arts funding by the City. In 2007, the Memorandum was amended as follows:
i) West Shore Arts Council (File No. 2240-20F)
That Council increase funding to the West Shore Arts Council from .50 per capita to 1/00 per capita and budget $25,000 for the arts in the 2008 financial plan with $12,500 to be held by Langford for capital purposes and $12,500 to be available for distribution through the West Shore Arts Council as per Council policy. In the years since 2007, the City has budgeted approximately $1.00 per capita for arts funding and has reserved any amounts not distributed to the Arts Council in a fund for future capital uses related to the arts. The Arts Council has now submitted the attached proposal to take effect in 2017 which: 1. Amends the Memorandum to add more clarity around what constitutes the arts, change the per capita funding for the arts to $0.75, change the formula for determining the use of the budgeted funds and commit the City to contribute a fixed sum of $5,000 annually to the CRD Arts Initiative 2. Sets out the proposed use of funding to be provided by the City.
Commentary The Memorandum calls for the City to make available to the Arts Council 50% of the budgeted funds for use in arts-related projects with the balance being held in the capital fund. The change would make the whole $0.75 per capita available to the Arts Council. This represents an increase for the Arts Council of approximately $10,000. On the other hand, they would take on responsibility for the Victoria Symphony event at Bear Mountain, which is about half of the increase. The amount in the capital reserve at the end of 2016 would continue to be held for its original purpose until some use is determined. The agreement to pay towards the CRD Arts Initiative, albeit at a fixed amount, may be problematic since Langford Council has declined to participate in the service in the past.
2nd Floor · 877 Goldstream Avenue · Langford, BC Canada · V9B 2X8 T · 250-478-7882 F · 250-478-7864 Page 13 of 82
Financial Implications The proposed distribution of funds to be made available to the Arts Council totals $24,750 which is slightly less that the $0.75 per capita funding level that is proposed (35,342 per census x $0.75 = $26,507). The total expenditure in 2017, including the contribution to the CRD program, would be $31,500 compared to a 2016 budget for arts of $32,500.
Legal Implications None Options That the Administration and Finance Committee recommend to Council that:
1. The proposed Funding For The Arts Agreement be approved in principle and referred to staff to finalize the wording and 2. Not contribute any funds to the CRD’s Arts Initiative until such time as Council resolves to join the function and 3. Approve the West Shore Arts Council’s proposal for expenditure of funds provided by the City or 4. Not take any action regarding the West Shore Arts Council’s proposal at this time.
Respectfully submitted,
Submitted by: Steve Ternent, Treasurer Concurrence: Jim Bowden, Chief Administrative Officer
Page 14 of 82 MEMORANDUM OF UNDERSTANDING
Concerning Allocation of funding
BETWEEN: CITY OF LANGFORD ADMINISTRATiON AND FINANCE COMMITTEE 2ND FLOOR, 877 GOLDSTREAM AVENUE VICTORIA B.C. V9B 2X8
(hereinafter called Langford)
AND WEST SHORE ARTS COUNCIL
The purpose of the Memorandum of Understanding is to establish the conditions related to funding.
City of Langford will continue to allocate money in its budget at the rate of 50 cents per head per year for the foreseeable future. The policy is that funds provided by Langford should be credited to Langford residents. Funding for groups should be pro-rated according to the estimated number in the groups residing in Langford. 2. 1/2 of funding is to be held by Langford for capital purposes and 1/2 to be available for distribution as follows: i) West Shore Arts Council will priorities requests from artists, arts groups, their own needs for scholarships and grants, and will present these to Langford for approval up to a maximum of that years' grant. ii) Once approved, the West Shore Arts Council may make the payments. The covering letter accompanying the cheque should make it clear that the funds originate from Langford. 3. For 2005/2006 (last financial year), West Shore Arts Council should submit their requests as early as possible, and Langford will consider them as early as possible. The deadline will be extended accordingly. 4. Capital funds now held in trust by the West Shore Arts Council shall remain in a West Shore Arts Council account as previously agreed.
CITY OF LANGFORD ADMINISTRATION & FINANCE COMMITTEE
Chair
WEST SHORE ARTS COUNCIL
Chair
Page 15 of 82 Office & Meeting Space: WEST SHORE 2nd floor - 4495 Happy Valley Road MetchosinAt and Cultural Centre A RTS CO I Metchosin, ac.
FUNDING FOR THE ARTS AGREEMENT
This "Funding for the Arts Agreement", hereinafter referred to as the "Agreement", entered into on 12/31/2016,
by and between
West Shore Arts Council located at 4495 Happy Valley Road, Metchosin, P.O. Box 28090 RPO Canwest, Victoria, V9B 6K8, hereinafter referred to as the "First Party,"
and
City of Langford located at 2nd Floor, 877 Goldstream Avenue, Victoria, B.C. V9B 2X8 "Second Party,"
and collectively known as the "Parties" for the purpose of establishing and achieving various goals and objective relating to the funding of Arts Initiatives and Programs on the Westshore,
"Arts, Culture & Heritage Programs"
WITEREAS the aforementioned Parties desire to enter into the herein described agreement in which they shall work together to accomplish the goals and objectives set forth;
AND WhEREAS the Parties are desirous to enter an understanding, thus setting out all necessary working arrangements that both Parties agree shall be necessary to complete this project; hU I54Ti1i1
Carry out "Arts, Culture & Heritage Programs" which will enable us to to enrich community life through a dynamic organization thatfosters and promotes P articzpation in the arts, culture and heritage,focusing on the Langford Municipality in conjunction with activity in the Western Communities.
PURPOSE AND SCOPE
To enrich community life through a dynamic organization that fosters and promotes participation in the arts, culture and heritage for Langford residents. To provide arts experiences for the Western Communities with a particular focus on the Municipality of Langford. To provide a platform for seasoned and upcoming artists in all facets of the arts
1
Page 16 of 82 Office & Meeting Space: WEST SHORE 2nd Floor 4495 HappyValley Road A I N ( MetchosnMs and Cultural Centre r RTS r L Metchosin B.1C . including Theatre, Dance, Music, and Visual Arts. To continue existing programming for the arts and further art engagement in the Municipality of Langford. To assist in supporting arts organizations in Langford and to encourage growth and sustainabiity for those organizations.
RESPONSIIBJLITIES AND OBLIGATIONS OF THE PARTIES
It is the desire and the wish of the aforementioned Parties to this Agreement that this document should not and thus shall not establish nor create any form or manner of a formal agreement or indenture, but rather an agreement between the Parties to work together in such a manner that would promote a genuine atmosphere of collaboration and alliance in the support of an effective and efficient partnership and leadership meant to maintain, safeguard and sustain sound and optimal managerial, financial and administrative commitment with regards to all matters related to the project through means of the following individual services.
SERVICES COOPERATION
West Shore Arts Council will render and provide the following services that include, but are not limited to: encourage creative participation and excellence in the arts, culture and heritage; • encourage the development of opportunities to perform and to exhibit the arts, culture and heritage; • act as a clearing house for information pertaining to the arts, culture and heritage; • Promote and foster public interest, appreciation and understanding of the arts, culture and heritage; • bring community planning priorities in the arts, culture and heritage to the attention of the local, regional, provincial and federal authorities; • encourage and advocate for arts education and cultural development in the West Shore communities of Colwood, Highlands, Langford, Metchosin and View Royal. • provide reporting to the Municipality of Langford concerning accomplishments in arts engagements and programs on an annual basis. • negotiate the use of the remainder of the Capital Funds set aside for Capital Outlay for the West Shore Arts Council.
Page 17 of 82 Office Meeting Space: WEST SHORE 2nd Floor -4495HappyVaLIeyRoad MtchosnAtsandCufturaICentre / \ RTSC O.I-) I\ rtchoslnr aC.
Municipality ofLangford will:
• continue to allocate funding in its annual budget at a rate of $0.75 per resident as defined by the CRD calculation of population released for the arts each year; • in addition, contribute $5,000 toward the CRD Arts Initiative each fiscal year in its annual budget; • retain accumulated Capital Outlay Funding dollars that are set aside for the West Shore Arts Council as of December 31, 2016. and retain these funds until such time as spending of this funding can be agreed upon between the Municipality of Langford and the West Shore Arts Council.
TIMELINE
The project will begin upon adoption of the 2017 annual municipal budget and continue as a component of the annual budget until such time as a new agreement has been negotiated by the parties.
AMENDMENT OR CANCELLATION OF THIS AGREEMENT
This Agreement may be amended or modified at any time in writing by mutual consent of both parties.
In addition, this Agreement may be cancelled by either party with 10 days days' advance written notice, with the exception where cause for cancellation may include, but is not limited to, a material and significant breach of any of the provisions contained herein, when it may be cancelled upon delivery of written notice to the other party.
(First Party Signature) (Date) West Shore Arts Council
(Date) (Second Party Signature)
Municipality of Langford
3
Page 18 of 82 Office&MeetingSpace: WEST SHORE 2nd fr - 4495 Happy Valley Road I I MetchostnActs and CuItiitFCentre A RTS Cn,) N C Metchosin BC
October 26, 2016
TO: City of Langford
FROM: West Shore Arts Council
Our C>7jj -
To enrich community life through a dynamic organization thatfosters and promotes p articz:pation in the arts, culture and heritage on the [Vest Shore.
Discussion:
The City of Langford currently does not support funding the CRD Arts Programming Budget. Please consider the following as positive leverage that would be achieved by funding at a specific dollar amount for CRD Arts Programming.
If a small amount were proposed to support the CRD Arts Programming this may assist Langford in the following way:
• The support dollars be only a flat amount of $5,000.00. This way the community arts organizations, including the West Shore Arts Council, may see just how much funding would be redirected to back to our community. It would not be tied to a formula.
• By contributing to the Arts Program CRD, citizens of Langford who participate or engage in
the arts downtown Victoria have given their support - though it would be small in
comparison to some of the other municipalities - it would alleviate pressure from the CRD on City of Langford.
• If the CRD receives funding from City of Langford the Arts Council would then be able to apply for project grants twice a year to host arts events in Langford. The typical amounts applied for would be $1,000 per project grant. Currently the West Shore Arts Council can only host events using the project grant funding in the municipalities that have sent supportive dollars to CRD.
• In supporting the CRD we will also be in a position to leverage operational funding for arts organizations on the West Shore. The minimum criteria for eligibility is-$50,000 operational expense per year for three consecutive years and of course that a contribution is made to the CRD Arts Programming. Must be a not for profit Arts Organization.
Ro. kcx 2&4J B0 Cw,: tñctori, C. V92 -6-K8 25.482286 L)tcL Tta ANn .k J 4th r Z CMUNIBIA Co[ood egLi J on. i *4 fZ1 Ld yam kmf Page 19 of 82 Office & Meeting Space:
2nd Floor - 4495 HappyValley Road MechosnAts and Cultural Centre Metchoski, C.
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Our Mission is to: • Encourage creative participation and excellence in the arts, culture and heritage; • Encourage the development of opportunities to perform and to exhibit the arts, culture and heritage; • Act as a clearing house for information pertaining to the arts, culture and heritage; • Promote and foster public interest, appreciation and understanding of the arts, culture and heritage; • Bring community planning priorities in the arts, culture and heritage to the attention of the local, regional, provincial and federal authorities; • Encourage and advocate for arts education and cultural development in the West Shore communities of Colwood, Highlands, Langford, Metchosin and View Royal.
STATEMENT OF ANNUAL PERFORMANCE ARTISTIC ACHIEVEMENTS Each year our organization seeks to continue programming from the previous year and endeavors to increase the number of events and interactions within the community. The following list illustrates our activities for the most recent year:
• Emily Carr on the West Shore Map (distribution and printing) (ongoing) • West Shore Arts Task Force (discussions with respect to a Community Arts Infrastructure) (ongoing)
• Arts Forum - arts organizations gathered for an afternoon to discuss arts on the Westshore. This forum allowed the Arts Council to hear from the other arts organizations and citizens of the Westhore as they explored with us programming successes and disappointments. This served also as a platform to discuss areas of administration or programming that can be improved. (new achievement)
• Concert Series -Concerts are sponsored and completely organized by the Arts Council each spring and fall. In the previous year we have held concerts for Tiller's Folly (celtic group), Pacific Baroque Ensemble (part of the Baroque Festival), Philip Manning (violinist) and other performing artists at a Westshore Chamber of Commerce event. (ongoing) • Festivals/Fairs o Luxton Fall Fair - arts exhibit, coordination for music presentations. (ongoing) o Mothers' Day Paint In at Royal Roads University, selection and sponsorship of theatre and musical performances (new achievement) o Canada Day Celebrations at Ft. Rodd Hill, providing art participation projects for over 100 children and youth. (ongoing)
o Lantern Festival -"Light up the Hills", Lead partner in coordination of this inaugural event on the Westshore in the community of Westhills. (new achievement)
M3illfj O. RctL RPO (itVSt Victoria V92 67KR cowia wwhcarlwr 1Tp3 25CL4722€6 Thalgm iJ frn ; Zi n I I' Wtmsn U 1•) 04=,62 16 COLUMBIA 4 CoEwood - wfia , r i- i; (c3 KffM Page 20 of 82 • Art Shows
o Youth Art Show - providing funding, marketing, volunteer time for a program for children delivered by the Coast Collective Art Gallery. (ongoing) o Student Art Show -providing funding, marketing, volunteer time for a program for students delivered by the Coast Collective Art Gallery. (ongoing)
o Art at the Pub -we hosted two very successful art sessions engaging community members who might not normally try to paint a picture. This occurred in the evenings in a pub where participants were given a discounted dinner meal price along with the art session. (new achievement) Speaker Series o Three speaker presentations in the Metchosin community, featuring Gavin Bryars, international composer, Anna Tchernakova, Filmmaker, and the Victoria Storytellers Guild. Anna Tchernakova engaged the audience in the most recent presentation and received feedback to improve the subtitles in her film. (ongoing)
M'akola group partnership -Family Art Studio Workshops, featuring a local artist who brought families together for a creative and collaborative art-making project— Fall of 2016. The first registration yielded 30 enthusiastic participants. This is a new partnership with the M'akola Group that we anticipate will grow next Fall. (new achievement) Quote: "I've noticed a huge difference in the amount of interaction between tenants since you guys started the art program. / see kids playing together every day now whereas before they used to stay inside or play only by themselves or with family in front of their own homes. As a result of the kids interacting more, I've also noticed parents talking and spending more time together. People used to keep to themselves and not speak to each other. / think what you're doing is so important for our complex and / hope you can start up a weekly program."
Support to Youth -
o Bursaries for high school graduates - Belmont High School. We hope to extend this program to Royal Bay High School. (ongoing) o Youth engagement -this program is currently sponsoring four youth at risk. One youth band has been formed and has performed at two well attended recitals. Quote: "My child was withdrawn and struggling and now she seems like a completely different person, we are so happy for this program" states one parent in support of the program. (ongoing)
Outreach, Communications and Social Marketing (ongoing) -newsletter, social media, articles in a local paper, presence at summer festivals, marketing events and art awareness on the Westshore. Board interaction with municipal council members, mayors, corporate sponsors as well as our members.
Highlights:
Shown here is one child who participated in the Children's art show hosted by the Coast Collective Over 100 parents and
teens attended the arts show. " C) 0C) Q
W E ST S H O R E A k S (Lkj IU Page 2 of 9 Page 21 of 82 Among our sponsored concerts the WSAC presented artists from the Pacific Baroque Festival as well as local violinist Philip Manning of Metchosin. The Pacific Baroque Ensemble concert was well attended and provided a unique smaller venue experience for the audience. Philip Manning, who is currently working on his master's degree in violin, demonstrated his increased maturity and skilifor an appreciative audience. These concerts were offered at a discounted rate to the community, so that more people who might not be able to pay "top dollar" would come and experience classical music.
The Lantern Festival of September 24, 2016 engaged the local community in an artistic experience including music, dance, art installations and lantern making. "Let your lantern light your path" describes the intended atmosphere that the community engaged in. Three workshops to construct unique lanterns were held just prior to the event, to bring families and art enthusiasts together in creativity. Along the mapped out pathway, festival goers experienced four professionally constructed illuminated art installations, dancers and music. A main stage area was set up so that, on completion of the walk, participants could enjoy presentations by the Victoria Conservatory of Music's Contemporary Program. This is intended to be an inaugural event for the Westshore.
Quote: "Thank you for an incredible event and all that you are doing with the WSAC! Light Up the Hills was my first experience at a community led lantern festival, and it was an incredible experience to say the least! Doing an installation in my own community, and being able to have my friends and family see my work for the first, was a moment / will not soon forget. The location for the Luminous Forest was near perfect, with the trees broad canopy above
creating a beautiful natural series of archways ... I think its safe to say the Western Hills Luminous Grove really came to life! I've left Light Up the Hills with new connections, leading to new artistic opportunities and collaborations for the Luminous Forest and beyond. Thank you for supporting my project and helping to make it a reality, and for the energy you put forth to support and sustain the arts in our community. With deep appreciation, Josh"
COMMUNITY ENGAGEMENT
The population continues to grow on the Westshore, so the WSAC continues to engage more in the community through partnerships in festivals/fairs, presence in the local schools to promote the arts, as well as promotion and hosting of concerts for the consumer. Efforts made to contact and build relationships with private corporations in our community have allowed us to seek new ways to bring artistic education, performance and even permanent art structures to the Westshore. We continue to provide even more presence through social media, press releases, an "Arts Beat" column in a local newspaper and newsletters reaching out to our community. Our goal is to provide notice of events and opportunities to connect with all genres of the arts for the Westshore. The WSAC President continues to meet with community leaders, Provincial leaders and association leaders in order to facilitate
\A.EST SHORE ARTS COUNCIL Page 3of9 Page 22 of 82 communication at all levels of the social platform to further arts awareness and infrastructure on the Westshore.
Artistic Programming and Engagement Plans for Next Season
Future plans for the organization:
Connecting the Westshore Community to art experiences always invokes the conversation of "do we continue with the some programming?" or "do we rethink what we are offering" to the Westshore communities. Contemplating this as an organization, we have planned much of the upcoming season's programming based on successes achieved in the past two years. In the past and current year more arts organizations and organizations such as the Chamber of Commerce Westshore are seeking information and assistance from the WSAC to enhance engagement in the arts in many of their community events. We are becoming a "hub"for the Westshore, a//owing us to connect more parties together and further community arts participation by providing platforms for artists to perform or display their art. Partnerships this year with several arts organizations and businesses have provided more capacity, both financially and logistically, to link more of the community to the arts. Programming will include:
• Art structures in the new development "Westhills" (residential development on a large scale), including consultation and collaboration with artists and landscape architects, continues. • Continue hosting the "Speaker Series", perhaps in new venues/locations. • Continue to host two "Art at the Pub" events in Spring/Fall 2017 • Continuing Concert Series Spring/Fall
o we hope to bring back to Co/wood Ken Lavigne -in the new Teechamitsa Theatre at Royal Bay Secondary School o support and partially host the Sooke Phi/harmonic Orchestra on the Westshore o support and partially host the Victoria Symphony at Bear Mountain • Continue our partnerships with other associations for festivals/e vents to provide performing artists/artisans and fees associated with them as well as art activities for youth. (Westshore Chamber of Commerce events, Royal Roads University community event -summer 2017, Canada Day Celebration, Lantern Festival) • Seek funds from the municipalities to offer arts bursaries in the local high schools. • Youth programs such as the continuation of a partnership with the Coast Collective to host a youth art show to provide opportunities for our youth to create, discover and showcase their talent. Other youth programs underway are the Youth at Risk program, which provides a positive environment for youth who may be displaced or challenged, such that they have a place to go and mentors to guide them using music as the medium. Youth bursaries are also back in our plans, to assist families of students at the high school graduating level with funding for continued education/training in the Arts.
WEST SHORE ARTS CuUNCH". Page 4of9 Page 23 of 82 The Port Youth Band in
Continued dialogue with politicians/organizations about the need for an Arts and Cultural Centre. Discussion with emphasis on municipal funding towards the arts is in progress. It is our vision to see a much greater dollar value infused into arts programs on
the Westshore. This takes interaction with the City Councilors - demonstrating the proven facts about how arts help to make a community healthy and what it takes to accomplish this.
New programing underway:
The management staff of Westshore Mall wish to create an exhibit at the mall that has a recycled art theme. We will make a call to artists in the spring of 2017 to build art installations made of recycled items that the mall will collect for this purpose. We will have a contest and prizes for these art installations such that all contributors would receive some kind of compensation for their submitted pieces. The Mall has agreed to give us the platform for the event for free as well as advertising of the event and artists.
Canada 150 projects: Art Tree Project in local Schools
West Shore Community Concert Band -support for concerts in Langford, Co/wood, Metchosin and Highlands featuring historical music presentations.
ORGANIZATIONAL CAPACITY
Our History The West Shore Arts Council (WSAC) was founded as a not-for-profit society in 1988, and today serves the cultural programming needs of over 80,000 people in five British Columbia communities
-the cities of Langford and Co/wood, Town of View Royal, and the Districts of Metchosin and Highlands, which al/form part of the province's Capital Regional District on Vancouver Island. The West Shore is recognized as one of the fastest growing regions in British Columbia. Our population is expected to double over the next twenty years and, as the area's lead advocacy organization for the arts and culture, the West Shore Arts Council is working hard to keep pace in delivering cultural services and the valuable contributions they make to a healthy and vibrant community.
As the Westshore continues to experience substantial growth in population our organization finds that it is struggling to keep pace to provide artistic awareness and actual artistic experiences for our community. Internally, we find our Board members are able to cope with a limited list of priorities and programs to achieve our overall mission effectively in the community. Having limited manpower, an outlying office location and limited marketing dollars present challenges for us. We were able to host the 2014 BC Day Festival and this past year the Lantern Festival showcasing performers and visual artists. The events were a success and showed that we could, in fact, take a risk of this nature and be ,i. W E ST S HO R E HiS C QUN(JL Page 5of9 Page 24 of 82 successful. Externally, factors such as only slight increases in funding from Provincial and municipal sources require our organization to stay conservative regarding risk, until such funding can be increased. We have recruited two more Board members who will bolster the range of ideas, experience and expertise and we hope this will yield some positive forward motion for our organization. We have also secured new funding in afew areas in our community. We intend to hire an Administrative Assistant part time for four months of our fiscal year and a Summer Student through the Provincial Summer Jobs Program for three months. We will be targeting Co-op funding in the near future as well.
Our Board Members provide extensive volunteer time. Examples:
1. Volunteer planning, marketing, set up/take down for participation and sponsorship in events such as the "Mothers' Day" event at Royal Roads and the Lantern Festival in Langford.
2. Outreach to community such as recent meetings with several Langford City Councilors to investigate new venues for artists to perform or showcase their work.
3. Applying for funding to enhance or create new programs for the Arts on the Westsh ore, such as applications to the Capital Regional District, BCAC Capacity & Sustainability Grant, Community Gaming Grant, Heritage Canada, Island Savings Credit Union and various other private organizations.
Staff Structure:
In terms of management and governance, our Board would be considered a working Board of Directors. (President = Executive Director; Treasurer; Secretary = Office Manager; Director-at-Large = Communications Director; other board members and society volunteers providing organizational support when and where needed, including project management, administration and research). We do employ one staff member for 6 hours per week four months per year to attend to administrative and social media issues in the office. For the Summer of 2017 we will be seeking to hire a Summer Student through the Provincial Summer Jobs Program. We were successful in employing a summer student in 2015 and 2016.
Committee Structure:
• West Shore Arts Task Force (evolved from the West Shore Cultural Collaboratory) - focused on the WSAC's Capital Project Development program; also actively working to further animate arts, culture and heritage policy and programming objectives with all five West Shore municipalities.
• Finance, Administration & Fundraising Committee -fiscal management and advancement of the WSAC's Capacity-Building Program; community/relationship development aiding in the identification of new sources of funding and collaborative projects designed to enhance the society's organizational/operational capacity.
• Grant Committee - evaluates applications and distributes funding assistance to member groups.
• Programs Committee - spearheading the development of education, activities and events in the remaining WSAC program areas: Local Festivals/Fairs; Visual Arts; Performing Arts; and Multiculturalism & Heritage, which includes Aboriginal cultures.
• Nominating Committee - succession planning for the WSAC's Board of Directors, management of the recruitment and board nomination process prior to the Annual General Meeting.
WEST SHORE /Ak___f5 LUUNLiL Page 6of9 Page 25 of 82 The West Shore Arts Council's revenue generating activities:
The West Shore Arts Council generates revenue through membership fees, community partnerships and sponsorships, as well as producing ticketed events. Most of our efforts are put toward application to Federal/Provincial grants for the arts. This year we will continue to seek sponsorship from private corporations in order to find other sources to sustain artistic education and arts presentations on the Westshore. As demonstrated by the BC Day celebration and Lantern Festival, for which we were able to partner with Westhills Land Development Corporation (private), we have proven that we are capable of future partnerships of this nature.
GRANT REQUEST INFORMATION (details of how Langford Grant would be spent of the following programs/projects)
General Community Events / Outreach Activities: $6,000
The West Shore Arts Council continues to provide to the community many publications, including an e-newsletter and monthly "Arts Beat" column (Goldstream Gazette), that help citizens and artisans connect to the arts. We have also increased our presence on Facebook / Twitter to assist in communications with members and arts enthusiasts. We put forth effort each year to speak with organizations, artisans, and performers to assist us in presenting in our community arts programming that is valuable and educational. To do this we attend meetings, forums, festivals (as an exhibitor to promote arts on the Westshore). Costs associated with this would relate to marketing materials promoting Arts on the Westshore and child and youth supplies for art creations at these events. Our marketing efforts also assist in promoting other Westshore arts organizations. In order to perform these duties it does require some administrative staff time and marketing materials that would be funded with municipal dollars. Some local performances featuring youth at events and festivals are not fully funded by ticket sales and thus require municipal community outreach funding to be sustainable. Compensation to youth would be in for the form of honoraria.
Victoria Symphony Concert : $4,700
Support for concert at Bear Mountain in 2017. Previous concerts have been held at Bear Mountain with great success though costs for such a professional group need assistance to make it affordable to the community on the Westshore.
West Shore Studio Tour: $750
All five communities on the Westshore will participate in a West Shore Studio Tour. Dates of the tour include Mothers' Day weekend. Dates of the Tour are May 3 to 14, 2017. This event will be coordinated by the Coast Collective Art Centre.
WE ST S H O R E UJUNUL Page 7of9 Page 26 of 82 Student Art Show: $2,500
Middle/High School showcase at the Coast Collective Art Centre - April/May/June 2017. "For the Birds -
Earth Day Children's Art Show", April 2017 and District Student Arts Show, May - June 2017. These student art shows are anticipated to attract over 500 viewers and student artists and be hosted by the Coast Collective. This annual event will continue to provide a showcase opportunity for youth on the Westshore. Many of these young artists reside in the Langford area. This will be another opportunity for youth to express their creativity and culture here in our own Westshore community.
Concert Band - Canada 150 Presentation:
This request for funding hits the heart of our purpose in will be to support a showcase of Historical Canadian composers through the presentation of music from our own local Community Concert Band that operates on the Westshore.
The Canada 150 Concert Series is a series of 4-6 performances, one of which will occur in Langford. The musical concept is to feature Canadian concert band music from the time of Confederation to the present. To attract maximum audience and create a festive family oriented atmosphere, the aim is to perform in as many outdoor venues as possible.
Repertoire is expected to include the works of renowned Canadian composers Howard Cable, Robert Farnon, James Gayfer and Robert Buckley, along with a number of lesser known Canadian composers. Local musician and composer Ralph Gonyea has written an introductory fanfare for the concerts. Works by former Victoria musicians Ken Garland and Roy Kaighan will also be featured and additional music is being purchased specifically for this concert series, including a number of unpublished works held by the Canadian Music Center allowing the band to choose from approximately 50 Canadian compositions.
Lantern Festival - "Light Up the Hills": $9,000
This festival of lights located in the Westhills Development will again bring community together for an artistic experience. Music, dance, visual art installations will give families a unique experience in our own community of Langford. This signature event will again allow people of all ages to enjoy an evening of entertainment as well as being a part of the art experience themselves. Artists will also have a chance to present Canada 150 themed art installations throughout the pathway. We envision having more artists involved this year creating an artistic experience for all those that attend that covers many genres of art. We will be hosting several Lantern making sessions for the community just prior to the event.
Youth Arts Bursary: $1,000
Two $500 bursaries will be offered to two graduating Royal Bay High School students planning to pursue post-secondary studies in the visual and performing arts. Criteria would be established with a representative from the municipality, the arts council, and arts educators. Recommendations would be submitted to the West Shore Arts Council via the Sooke School District teachers/counselors.
WE S T S H ORE A RTS COUNC IL Page 8of9 Page 27 of 82 SUMMARY AS FOLLOWS:
General Community Events/Outreach Activities: $6,000 Support for Victoria Symphony (Bear Mountain) 4,700 West Shore Studio Tour 750 Children's and Student Art Show (Coast Collective) 2,500 Concert Band Canada 150 Presentation 800 Lantern Festival "Light Up the Hills" 9,000* Youth Arts Bursary 1,000
TOTAL $24,750
is anticipated that matching funding will come from Westhills Land Corporation and British Columbia Arts Councilfor this annual event.
1 1 lill IYA!A 10,1, 1''I' E 11,NII Page 9 of 9 Page 28 of 82 Staff Report IR
Administration and Finance Committee
Date: February 14, 2017
Department: Finance
Subject: Funding Requests for 2017 Budget Year
Background
In February of 2015, City of Langford Council adopted a Funding Request Policy. This policy (attached) outlines the criteria for consideration and specifies that requests be forwarded to the Administration and Finance Committee for recommendation to Council.
Commentary
A summary of requests that meet the policy requirements is attached, followed by copies of all the request letters. The summary categorizes the requests according to whether they have received funding in the past or are new requests.
Staff are suggesting approval of all seven of the historically funded applications as they have previously demonstrated their value to Langford.
Due to funding constraints in the 2017 budget, Administration and Finance Committee may wish to recommend that the remaining three new requests be denied for 2017.
Financial Implications
Approving the previously funded requests will have virtually no impact on the 2017 budget as they are already included with nominal increase. Approving the other three new requests, totaling $106,000 would require a tax increase of approximately 0.42% in 2017.
Legal Implications
None
2nd Floor . 877 Goldstream Avenue . Langford, BC Canada . V9B 2X8 T. 250-478-7882 F. 250-478-7864 Page 29 of 82 Options
That the Administration and Finance Committee recommend to council that:
The following funding applications be approved, or denied due to budgetary constraints, for the year 2017:
1. Historically Funded Requests:
a) Vancouver Island South Film and Media Commission - $2,000 to promote the industry
b) Royal Bay Secondary School - $3,000 for dry grad
c) Belmont Secondary School - $10,000 for safegrad
d) Greater Victoria Bike to Work Society - $1,500 for Bike to Work Week
e) Royal Canadian Legion - $2,000 for Remembrance Day luncheon
f) Fort Rodd Hill and Fisgard Lighthouse - $1,000 for Canada Day celebration
g) Your Literacy Connection - $500 to promote literacy in Langford
2. New Requests:
h) Lighthouse Christian School - $1,000 for 2017 grad
i) The Mary's Farm Society - $60,000 for property and program development
j) Lohbrunner Community Farm - $45,000 for property and program development, plus an additional $67,000 in 2018
Respectfully submitted,
Submitted by: Steve Ternent, Treasurer Concurrence: Jim Bowden, Chief Administrative Officer KI
Page 30 of 82 Funding Requests From Non-Profit Organizations - 2017
Funding 2016 2017 Comments Requesting Organization in Description Amount Funding Budget Approved Requested
Organizations Receiving Historical Funding: Vancouver Island South Film & Promotion of the film Yes $2,000 $2,000 Media Commission production industry Royal Bay Secondary School Yes 2017 dry grad $5,000 $3,000 1 2016 funding was $5,000 Belmont Secondary School Yes 2017 safegrad $5,000 $10,000 each for combined grad Greater Victoria Bike to Work Yes Bike to work week $1,500 Society $1,500 Remembrance Day Royal Canadian Legion Yes $2,500 $2,500 Luncheon Fort Rodd Hill and Fisgard Canada Day Yes $1,000 $1,500 Lighthouse Celebration Promote Literacy in Westshore Literacy Connection Yes $500 $500 Langford
New Funding Requests: Lighthouse Christian Academy No Support grad Nil $1,000 Development of farm property for expanded Applied in 2016 for a higher Mary's Farm Society No nil $60,000 social programs and funding amount. agricultural purposes. Development of farm property for Plus an additional $67,000 in Lohbrunner Community Farm No $45,000 agriculture and 2018. educational purposes.
2nd Floor. 877 Goldstream Avenue. Langford, BC Canada V9B 2X8 T. 250-478-7882 F. 250-478-7864 Page 31 of 82 of Langford 'v.cityoflangford. ca
Policy Name: City of Langford Funding Request DEPARTMENT: Finance Policy Governance/Corporate Policy and Planning New U Amendment (Replaces Grant in Aid POUCYNO; POL-0147-FIN -Funding Request Policy Policy) New Policy The purpose of this policy is to communicate guidelines for funding contribution consideration, including in-kind contributions.
Each year, council has the authority to grant funding based on individual requests. 15th Closing date for requests is January in the current calendar year.
Fee for Service provided for annual programs will be released at time of approval by Council.
Eligibility Criteria To be considered for request, the following criteria must be met: 1. Request submitted to the City of Langford with all required documentation must be received by January 15th (current year request). 2. There will he no retroactive fees paid. 3. Preference will be provided to applications from organizations based in Langford or those that provide a service to Langford residents. 4. No fee request will be forwarded for consideration unless all applicable information has been provided and staff has confirmed completion of the application. 5. Any direct or indirect benefit from a permissive tax exemption must be declared in the application 6. No fee request will be considered if a previous fee was provided and the conditions of the funding specified in this policy or by resolution of Council were not complied with. 7. City fees cannot be used by the receiving organization to issue grants to another entity/individual.
Application Guidelines The application must include: 1. Name of organization and contact information; 2. Amount being requested and any previous requests; 3. Organizations mandate, project description and purposes, benefit to Langford and budget details Assessment Process 1. All requests will be forwarded to the Finance and Administration Committee for consideration 2. The Committee will make recommendations on funding to Council 3. Applicants will be notified of acceptance/rejection
CERTIFIED CORRECT Adopted by Council Meeting Date: February 16th, 2015
Date: February 16's, 2015
2nd Floor . 87 Goldstream Avenue . Langford, BC Canada VB 2X8 T - 250-478-788z F 50478-7864
Page 32 of 82 Vancouver Island South 0ILT*\ F ilmm & Commission
Board of Directors January 12, 2016 Executive City of Langford Annie Wong- 2nd floor, 877 Goldstream Ave. Harrison Langford, BC V913 2X8 President Dear Mayor Young & Council, Paul Rayman Vice President BC's film industry is booming and Vancouver studios are at capacity. The Film Commission needs your investment more than ever to capitalize on this opportunity in the Capital Cathy Scott Region. To serve this goal in 2017, we have undertaken a number of projects to improve Secretary our services and develop the infrastructure necessary to support the growth of film and television production in our municipalities. Albert Zalazar Treasurer As many of you know, the BC Film Industry generates over one billion dollars of direct spending into the provincial economy and employs over 30,000 BC residents. With your Directors assistance 2015 was the busiest production year on record for the CRD with over 20 productions, resulting in $18 Million dollars of direct spending into the local economy. Barb Coultish Since we convinced the province to include the CRD in the 6% distant film tax credit, we Melinda Harris have seen an unprecedented boom in our local film industry. There are more than 300 Edison Kahakauwila official Film Commissions on six continents and hundreds of unofficial economic Beverly Booth development and tourism offices doing whatever it takes to entice film production into Kevin Moloney their regions. It is very important that we continue this momentum and keep Greater Don Enright Victoria and the CRD in the minds of Producers worldwide. Donna Petrie Karen Elgersma Here are just some of the productions that your 2016 grant helped us to land: Feature films: Pupstar 2, The Descendants, and Fifty Shades of Grey. Television movies: The Convenient Groom, Chesapeake Shores, Rose Parade, Fixer Upper, Walking the Dog Misc: Volvo Commercial, Green Road Documentary (Murdered and missing Aboriginal Women's Cases, CBC)
We also sent out more than 80 location packages and answered daily requests for crew, accommodations and tax credit information. We conducted location surveys and familiarization or 'fam' tours with company executives from Los Angeles, New York and abroad. Regular trips to Vancouver and ongoing contact with LA and Vancouver Producers have helped keep our profile front and centre.
One barrier preventing us from surpassing our record production levels of 2015 is a lack of experienced crew. The need for skilled personnel is at an all time high. In effort to meet this demand the Film Commission is working with local industry veterans and stakeholders to develop training opportunities for local residents. To remain competitive in the labour market, we need to train local crew and get them working in this high paying, green industry.
514 Government Street, Victoria BC V8V 21-7 Tel. (250) 386-3976 Toll Free 1-888-816-3456 [email protected] www.filmvictoria.com Page 33 of 82 Over the last two months we have held several workshops and seminars including union required courses in film industry orientation, set safety and location scouting. We also held a public panel discussion for documentary filmmakers in November, and we are holding a large Film Industry Job Fair in late January. In the planning stages are film industry trade courses that Camosun College could offer as early as February 2017. These short intensive courses will train grips and electrics for trade jobs required on professional film productions.
We continue to work with several groups to assist and encourage the opening of a full service film studio within the CRD. In order to attract the big budget productions desperate for space, our region needs properly equipped sound stages.
Generating $18M in economic impact requires an immense effort to sell the locations, services and expertise of the region to Producers, and provide extensive logistical support once a major production arrives. Our challenge going forward is to meet the increased demand for our services to support a growing industry. To achieve this goal, we seek sustainable funding to maintain our level of service to Langford and the Capital Region. We respectfully request the City of Langford to support our work and consider granting the full amount requested of $2,000.
Thank you for recognising the potential of the film industry for economic and cultural development in the CRD. If you have any questions please feel free to contact me.
Sincerely,
Kathleen Gilbert Film Commissioner
514 Government Street, Victoria BC V8V 21-7 Tel. (250) 386-3976 Toll Free 1-888-816-3456 [email protected] www.filmvictoria.com Page 34 of 82 Organization History and Description
The Vancouver Island South Film and Media Commission (formerly the Greater Victoria Film Commission) was established as a non-profit organization devoted to economic development on September 12, 1996. The re-branding of our name was decided by our Board of Directors and our voting members at our AGM in an effort to better reflect the region that we serve. Since its inception, the film commission has focused on promoting southern Vancouver Island as an international filming destination, thereby attracting film and television productions and significantly contributing to the economic development of the region.
We have developed a broad and mature network of support and services, consisting of skilled professionals, crews and companies dedicated to the industry. The Film Commission's focus is to develop the necessary infrastructure, core services and talent to attract international film and television productions to the Capital Region.
Economic Benefits
Film dollars support a wide range of services on Southern Vancouver Island and the CRD— helping to foster a vibrant local economy. The film industry not only provides jobs for our local crew and income for their families, but offers training and future opportunities for young people to work on Vancouver Island. Over the last 12 years the Film Commission has contributed in excess of $182 million film dollars in direct spending to the local economy. This represents an average of $15 million per year in direct spending to a wide range of services:
Services Provided Production I Location Services Production/Location Services is the function of the Film Commission most familiar to film companies and producers. Commission staff and contractors provide timely assistance with the following:
Script Breakdown Using our online locations software as a starting point, we provide complete script breakdown services for features, MOWs, series, pilots and commercials. Photo file packages are prepared using Reel Scout TM and sent to producers and location managers to show them exactly where their projects can be realized in Greater Victoria and Southern Vancouver Island.
Scouting and Surveys Based on production and script requirements, we scout and photograph specific locations that may not be on file in the digital library. The Commission may provide location scouts to accompany producers and directors around Greater Victoria and Southern Vancouver Island in search of suitable locations.
Ongoing Support Producers and Location Managers use the Production/Location Services Department for production research, location expertise, and assistance with other logistics and technical services. Staff assists by contacting appropriate agencies regarding immigration/work permits, municipal and regional filming permits, trade union, guild and labour information, studio facilities, post-production facilities, hotels, and suppliers.
Photo Library The library is continually updated and expanded with key images from across Greater Victoria and Southern Vancouver Island used in script breakdowns, location requests and ongoing production support. It is used internally by Commission staff and contractors, and externally by producers, location managers and other industry personnel.
VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION [email protected] www.filmvictoria.com I Ph: 250.386.3976 Toll-Free: 1-844-816-3456
Page 35 of 82 Online Crew Database In 2016 we developed an online crew database and made it available to all members of the film commission. The database includes detailed crew profiles, organized by department and searchable through our website www.filmvictoria.com/crew. Producers and crew members can log into the system to view and edit profiles. This recruitment tool is critical to incoming productions whose tax credits depend on hiring local crew. It has also dramatically increased our membership numbers by allowing experienced local personnel to market their skills through the commission.
Education & Outreach Our programs also include training for local crew, and information seminars for local businesses and those interested in working with the film industry. We host networking events for local film industry professionals and independent producers. As part of our outreach program we held the following events in the last year:
• Producers Round Table • Stakeholder Meetings: How to continue making Greater Victoria a 'Film Friendly City' • Documentary Film Panel Discussion • Crew meetings with local film industry personnel • Film Industry Mixer event for Commission members • Motion Picture Industry Orientation Course in conjunction with Royal Roads University • ActSafe Motion Picture Safety Awareness Course • Location Scouting Course
Community Partnerships
In addition to the active corporate sponsorship campaign we redesigned in 2015, we also organize an annual Red Carpet Gala as our main fundraiser. We raised $12,000.00 at 2016's gala. The Film Commission takes creative measures and partners with members of the community to further reduce operating costs. For example, the Thrifty's Smile Card Fundraising Program allowed us to purchase new office furniture and pay for an office move so we could continue to provide location scouting services to production companies. They have also helped us purchase new computers and software and this year will fund another useful acquisition.
We frequently use Tech Soup Canada which provides discounted software products to non-profits through affiliated donor agencies. This year we purchased greatly-needed software programs such as Adobe Photoshop and Premiere Elements to create professional marketing pieces promoting the region.
Our ongoing Volunteer Program provides us with a range of additional support from administration to special events, and we benefit greatly from the extra help. In return, our volunteers receive complimentary commission memberships and the opportunity to learn new skills related to film production and economic development.
These are just some examples of how we strategize to reduce our costs. The Film Commission will continue to create partnerships with community members and promote a vibrant film industry on Southern Vancouver Island.
Grant Benefits
Since 1996, Vancouver Island South Film and Media Commission (VISFMC) has been the go-to agency for film productions doing business on Southern Vancouver Island and the Capital Regional District. As a non-profit film commission providing free services to production companies, we play an indispensable role in the economic development of the region. Over the last 12 years the Film Commission has contributed in excess of $182 million film dollars in direct spending to the local VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION [email protected] I www.filmvictoria.com I Ph: 250.386.3976 Toll-Free: 1-844-816-3456
Page 36 of 82 economy. In 2015 alone, one of the busiest on record, the film industry spent $19 Million in the local economy.
In order for the Film Commission to continue providing free services to attract film productions to the region, and foster the economic development, we require full support from the provincial government and the municipalities of the Capital Regional District. Without the financial assistance this grant provides, the Film Commission would have to significantly reduce its working hours and services, which would translate into fewer film productions in the CRD, less direct spending, and fewer jobs for local crew. It would also severely limit our region's potential as a location for future filmmaking since the area would "fall off the radar" of the industry.
Financial Sustainability
The Film Commission has implemented active measures to ensure financial sustainability for our organization. These measures include changes to our membership structure, fundraisers, sponsorships, alternative staff and volunteers, and local community partnerships.
Membership fees The Film Commission membership fee remains affordable at $25 per year (per voting member) and this covers our costs for managing and processing memberships as well as some business networking events. With over 200 active members we have increased our numbers by 50% this year and continue to grow by promoting the practice of working together to build the industry.
Red Carpet Gala As mentioned above, to raise additional funds we hold a yearly gala which takes place on the night of The Academy Awards at a select location. This event is our primary fundraiser of the year and is billed as the most glamorous Oscar-viewing party north of Hollywood. In addition to a live feed of the awards broadcast, dinner, drinks, and entertainment, the evening features a silent fundraising auction.
Volunteer Program Our membership with Volunteer Victoria has allowed us to provide volunteer opportunities to members in the community seeking to increase their work experience and learn more about the film industry. In fact, a few of our volunteers have been able to land jobs as Production Assistants and start careers in film and television. We also find volunteers through contact with Camosun College, University of Victoria and in the community at large. We have developed a volunteer intake process designed to match the skills and interests of applicants to the volunteer needs of our organization.
Expanded Corporate Sponsorship campaign Our three-tier Corporate Sponsorship campaign focuses on obtaining financial support from businesses that regularly provide services to production companies on southern Vancouver Island. In addition, we added business memberships for commercial establishments to join the program with smaller sponsorship budgets.
SUMMARY
Victoria's locations, skilled crew, talent, business services and mild climate, make it an ideal spot for film and television production. This potential, with support from the region, could provide sustainable economic and cultural growth. We are grateful for the support of Langford and all the CRD Municipalities who support and share this goal.
VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION [email protected] www.filmvictoria.com I Ph: 250.386.3976 Toll-Free: 1-844-816-3456
Page 37 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Financial Statements Year Ended December 31, 2015
Page 38 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Index to Financial Statements Year Ended December 31, 2015
Page
INDEPENDENT AUDITOR'S REPORT 1-2
FINANCIAL STATEMENTS
Statement of Financial Position
Statement of Revenues and Expenses 4
Statement of Changes in Net Assets
Statement of Cash Flows
Notes to Financial Statements 7 - 10
Page 39 of 82 HAYES STEWART LITTLE &Co. CHARTERED PROFESSIONAL ACCOUNTANTS www.hslco.com
INDEPENDENT AUDITOR'S REPORT
To the Members of Vancouver Island South Film and Media Commission
We have audited the accompanying financial statements of Vancouver Island South Film and Media Commission, which comprise the statement of financial position as at December 31, 2015 and the statements of revenues and expenses, changes in net assets and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian accounting standards for not-for-profit organizations, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditor's Responsibility
Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our qualified audit opinion.
Basis for Qualified Opinion
In common with many not-for-profit organizations, Vancouver Island South Film and Media Commission derives revenue from fundraising activities the completeness of which is not susceptible to satisfactory audit verification. Accordingly, verification of these revenues was limited to the amounts recorded in the records of Vancouver Island South Film and Media Commission. Therefore, we were not able to determine whether any adjustments might be necessary to fundraising revenue, excess of revenues over expenses, and cash flows from operations for the year ended December 31, 2015, and current assets and net assets as at December 31, 2015.
(continues)
VICTORIA DUNCAN NANAIMO 901-747 Fort St 823 Canada Ave. 30 Front St. Victoria, BC V8W 3E9 Duncan, BC V9L 1V2 Nanaimo, BC V9R 5H7 Tel: 250.383.8994 1 Fax: 250.383.8904 Tel: 250.746.4406 I Fax: 250.746.1950 Tel: 250.753.2544 1 Fax: 250.754.1903
Victoria: 855.383.8994 1 Duncan: 888.746.4406 1 Nanaimo: 888.754.9551
Page 40 of 82 Independent Auditor's Report to the Members of Vancouver Island South Film and Media Commission (continued)
Qualified Opinion
In our opinion, except for the possible effects of the matter described in the Basis for Qualified Opinion paragraph, the financial statements present fairly, in all material respects, the financial position of Vancouver Island South Film and Media Commission as at December 31, 2015 and the results of its operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations.
Report on Other Legal and Regulatory Requirements
As required by the Society Act (British Columbia), we report that, in our opinion, the accounting principles in the Canadian accounting standards for not-for-profit organizations have been applied on a basis consistent with that of the preceding year.
14,4;, - ~v Victoria, BC September 20, 2016 CHARTERED PROFESSIONAL ACCOUNTANTS
HAYES STEWART 4 LITTLE &Co. CHARTERED PROFESSIONAL ACCOUNTANTS
Page 41 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Statement of Financial Position December 31, 2015
2015 2014
ASSETS CURRENT Cash S 124,861 117,311 Short term investments (Note 3) 41,338 41,027
Accounts receivable 2,000 - Goods and services tax recoverable 2,400 1,685 Prepaid expenses 1,049 130
$ 171,648 $ 160,153
LIABILITIES AND NET ASSETS CURRENT Accounts payable $ 10,091 $ 6,440 Employee deductions payable 2,124 1,604 Deferred revenue (Note 5) 2,561 5,500
14,776 13,544 NET ASSETS General fund 156,872 146,609
$ 171,648 $ 160,153
LEASE COMMITMENTS (Note 9)
ON BEHALF OF THE BOARD
Director
Director
See notes to financial statements 3 Page 42 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Statement of Revenues and Expenses Year Ended December 31, 2015
2015 2014
REVENUE Municipal grants $ 91,100 $ 93,863 Provincial grant and contribution 40,000 40,000 Event revenue 27,215 30,515 Sponsorships 23,580 12,513 Memberships 3,335 1,800 Miscellaneous 312 3,126
185,542 181,817
EXPENSES Advertising 2,464 22 Bank charges and interest 389 331 Equipment purchases 2,341 1,217 Event costs 12,261 15,892 Memberships and subscriptions 981 1,015 Office 9,430 8,676 Parking 824 1,975 Professional fees 10,064 8,894 Promotion and entertainment 1,264 1,311 Rent 8,325 9,000 Salaries and benefits 120,526 109,412 Telephone and internet 3,583 3,788
Trade shows and familiarization trips - 105 Travel and scouting 2,827 4,984
175,279 166,622
EXCESS OF REVENUE OVER EXPENSES $ 10,263 $ 15,195
See notes to financial statements Page 43 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Statement of Changes in Net Assets Year Ended December 31, 2015
2015 2014
NET ASSETS - BEGINNING OF YEAR $ 146,609 $ 131,414 Excess of revenue over expenses 10,263 15,195
NET ASSETS - END OF YEAR $ 156,872 $ 146,609
See notes to financial statements 5 Page 44 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Statement of Cash Flows Year Ended December 31, 2015
2015 2014
OPERATING ACTIVITIES Excess of revenue over expenses $ 10,263 $ 15,195
Changes in non-cash working capital: Accounts receivable (2,000) 2,023 Goods and services tax recoverable (715) (643) Prepaid expenses (919) 690 Accounts payable 3,651 (766) Employee deductions payable 520 620 Deferred revenue (2,939) 5,500
(2,402) 7,424
INCREASE IN CASH FLOW 7,861 22,619
Cash and cash equivalents - beginning of year 158,338 135,719
CASH AND CASH EQUIVALENTS - END OF YEAR $ 166,199 $ 158,338
CASH AND CASH EQUIVALENTS CONSIST OF: Cash $ 124,861 $ 117,311 Short term investments 41,338 41,027
$ 166,199 $ 158,338
See notes to financial statements Page 45 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Notes to Financial Statements Year Ended December 31, 2015
1. PURPOSE OF THE COMMISSION
Vancouver Island South Film and Media Commission (the 'Commission") is incorporated provincially under the Society Act of British Columbia. As a registered charity the Commission is exempt from the payment of income tax under Section 149(1) of the Income Tax Act.
The Commission's principal activity is to market the south island area to the film, television, and commercial industry.
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Basis of presentation
The financial statements were prepared in accordance with Canadian accounting standards for not-for-profit organizations (ASNFPO).
Revenue recognition
Vancouver Island South Film and Media Commission follows the deferral method of accounting for contributions.
Restricted contributions are recognized as revenue in the year in which the related expenses are incurred. Unrestricted contributions are recognized as revenue when received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. Endowment contributions are recognized as direct increases in net assets.
Donated goods
Donated goods are recorded at their fair market value at the time of the donation. During the year $8,200 (2014 -$15,000) in goods were donated.
Contributed services
The operations of the organization depend on the contribution of time by volunteers. The fair value of donated services cannot be reasonably determined and are therefore not reflected in these financial statements.
Tangible capital assets
Tangible capital assets are recorded as an expense in the year that they are acquired. In the current year there were no tangible capital assets expensed.
Financial instruments policy
Financial instruments are recorded at fair value when acquired or issued. In subsequent periods, financial assets with actively traded markets are reported at fair value, with any unrealized gains and losses reported in income. All other financial instruments are reported at amortized cost, and tested for impairment at each reporting date. Transaction costs on the acquisition, sale, or issue of financial instruments are expensed when incurred.
(continues)
Page 46 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Notes to Financial Statements Year Ended December 31, 2015
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
Measurement uncertainty
The preparation of financial statements in conformity with Canadian accounting standards for not-for-profit organizations requires management to make estimates and assumptions that affect the reported amount of assets and liabilities, disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the period. Such estimates are periodically reviewed and any adjustments necessary are reported in earnings in the period in which they become known. Actual results could differ from these estimates. Significant estimates include collectability of accounts receivable and accrual of accounts payable.
3. SHORT TERM INVESTMENTS 2015 2014
Short term investments $ 41,338 $ 41,027
Short term investments consist of a cashable GIC invested at a rate of 0.5%. The investment matures on November 12, 2016. The stated balance includes an interest accrual of $28 (2014- $44).
4. BANK INDEBTEDNESS
The Commission has an authorized line of credit facility to a maximum of $50,000 with RBC Royal Bank. The loan is secured by a General Security Agreement and bears interest at bank prime. As at December 3 1, 2015,
the Commission has not drawn against this facility (2014 - Nil).
5. DEFERRED REVENUE
The deferred revenue balance consists of externally restricted grants received that have not yet been spent.
RELATED PARTY TRANSACTIONS
The following is a summary of the Commission's related party transactions:
2015 2014
Receivedfrom companies significantly influenced by Directors of the Commission. In kind donations are also recorded in the financial statements as expenses. Sponsorships revenue $ 1,261 $ 1,200 Office expense (1,261) (1,200)
Event revenue 754 -
Event costs (754) -
$ - $
These transactions are in the normal course of operations and are measured at the exchange amount, which is the amount of consideration established and agreed to by the related parties. In kind amounts are recorded at fair market value of the goods or services that would have otherwise been purchased.
Page 47 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Notes to Financial Statements Year Ended December 31, 2015
7. ECONOMIC DEPENDENCE
The Commission derives approximately 71% of its revenue from different levels of government. Should these government bodies substantially reduce their funding, management is of the opinion that continued viable operations would be doubtful.
8. FINANCIAL INSTRUMENTS
The Commission is exposed to various risks through its financial instruments and has a comprehensive risk management framework to monitor, evaluate and manage these risks. The following analysis provides information about the Commission's risk exposure and concentration as of December 31, 2015.
(a) Credit risk
Credit risk arises from the potential that a counter party will fail to perform its obligations. The Commission does not extend credit to its members or customers.
(b) Liquidity risk
Liquidity risk is the risk that an entity will encounter difficulty in meeting obligations associated with financial liabilities. The Commission is exposed to this risk mainly in respect of its receipt of funds from its customers and accounts payable.
(c) Market risk
Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices. Market risk comprises three types of risk: currency rate risk, interest rate risk and other price risk.
(d) Currency risk
Currency risk is the risk to the company's earnings that arise from fluctuations of foreign exchange rates and the degree of volatility of these rates. The Commission does not have any cash, accounts receivable, or accounts payable held in foreign currency.
(e) Interest rate risk
Interest rate risk is the risk that the value of a financial instrument might be adversely affected by a change in the interest rates. In seeking to minimize the risks from interest rate fluctuations, the Commission manages exposure through its normal operating and financing activities. The Commission has a GIC at a fixed interest rate. There is not a significant risk that future cash flows from this investment will decrease materially.
J? Other price risk
Other price risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices (other than those arising from interest rate risk or currency risk), whether those changes are caused by factors specific to the individual financial instrument or its issuer, or factors affecting all similar financial instruments traded in the market. The Commission is not exposed to other price risk as its investments are in GlCs.
Page 48 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION Notes to Financial Statements Year Ended December 31, 2015
9. LEASE COMMITMENTS
The Commission has a long term lease with respect to its premises. The monthly rent is calculated at $600 per month plus applicable taxes with the lease expiring on July 31, 2018. Future minimum lease payments as at December 31, 2015, are as follows: 2016 $ 7,200 2017 7,200 2018 4,200
$ 18,600
Fill Page 49 of 82 Vancouver Island South Film & Media Commission 2015 Projected Revenue 2016 Proposed Municipal Central Saanich 1000.00 Colwood 1000.00 Esquimalt 5000.00 Highlands 500.00 Langford 2000.00 Metchosin 500.00 North Saanich 1000.00 Oak Bay 10000.00 Saanich 45000.00 Sidney 5000.00 Sooke 1000.00 Victoria 45000.00 View Royal 1000.00
Provincial Grant 40000.00
Corporate Sponsorship 13000.00 Membership Revenue 3500.00 Thrifty Foods Smile Card 1200.00
Event Revenue - Gala 24000.00
Event Revenue - Other 2500.00 LA Studio Tour 4000.00 Video Sponsorship 2537.00 Work Subsidy Program 0,00 HST I GST Rebate 2384.00 GIC Interest 0.00 Misc. Income 500.00
211621.00
Page 50 of 82 VANCOUVER ISLAND SOUTH FILM AND MEDIA COMMISSION 2016 BUDGET Administrative Expenses
EXPENSES Proposed 2016 Administrative/Operating Expenses
Audit/Annual Report Fees 5865.00 Sank Charges 544.00 Professional Development 550.50 Courier/postage 342.00 Equipment / Software Purchases 200.00 Insurance 4500.00 Internet 795.00 Meals/Entertainment 1200.00 Memberships/Dues 1050.00 Office other 1200.00 Computer Backup 120.00 Parking 250.00 Penalty Interest 0.00 Photocopier 1050.00 Rent 7380.00 Subscriptions 350.00 Telephones 2186.00 Travel 4000.00 Staff / Volunteer Appreciation 300.05
Marketing / Meeting Expenses
Advertising/Promo 10102.00 Event Costs - Gala 15005.55 Event Costs - Other 1705.00 Meetings I Commun. Events 300.05 Pam Tours I In House Scouting 700.00 Municipal Roundlables 200.00 Regional Expenses 100.00 Trade Shows 5996.00 Webs/c 700.00
Salaries Commissioner 72420.00 Admin Position 41784.00 Support Position 21823,00 Bookkeeper 4200,00 WCB 214.00
Work Subsidy Program 0.00 Subcontractors 0,00 Scouting 4000,00
Page 51 of 82 January 18, 2017
To Mayor Stewart Young and Council:
We are writing on behalf of the 2017 Royal Bay graduating class. We are currently planning our first Dry Grad in the form of a Carnival We are excited to start our own traditions in our beautiful new school and our committee is dedicated to engaging ALL of our community. We believe this event can create a fun and safe evening that focuses on celebrating our youth I
The Carnival will be held at Royal Bay and promises to be a fun, activity filled event that will bring lasting memories to all who attend. This is our first ever Grad Carnival and we hope that it will be successful enough to become a lasting tradition I The Grads and their dates will commit to staying inside the school until the wee hours of the night. There will be several activities going on throughout the event. It is very Important for us to keep this special event in our local area and partner with surrounding local businesses. Royal Bay has over 300 Langford catchment students, due to special programs and academies. Over 80 of those students are graduating this year. Therefore we feel it is important to Include Langford as one of these partners in this endeavourl
We are hoping that the City of Langford would be interested in helping fund our special event with a grant of $2000-$3000. Our Grads are eager to connect with their community and given the chance, would be willing to give back In any way possible.
Our focus is to keep our students safe for such a milestone celebration. We believe that communities working together will provide a solid foundation for our youth now and in the future]
We have also included our proposed budget for this event.
Thank you for your consideration,
Kim Mayoh Royal Bay Parent Grad Committee Chair, [email protected] (250)580-4441
Windy Beadall Royal Bay Principal [email protected] (250)474-2377
Scanned by C Page 52 of 82 PROPOSED BUDGET FOR GRAD CARNIVAL 2017
PROPOSED REVENUE ACTUAL REVENUE
ticket sales $13,000 PAC $1,000 City of Colwood $1,000
District of Metchosin $350
Highlands $250 City of Langford $3,000 Ryans Vending $1,000 Westshore RCMP $500 Community support $1,000 concession $1,000I Liclour Distribution $2,0Oc
TOTAL REVENUE $24,100
PROPOSED EXPENSES ACTUAL EXPENSES decorations $200
Advertising & Tickets $200
Hardship cases $1,000
Prizes $3,000
Pizza $800
Photobooth $1,000
Volunteer food $200
Di $100
PartyWorks $7,000
Hypnotist show $2,300 Pyschic $450 Limos $1,000 Caricature Artist $800 Keepsakes $600 Casino $3,0001 Food for Concession $500 Wood for games $800
Security $200 *
Cotton Candy Machine Cotton Candy product $80 Magician $400 Henna Tattoo Artist $200 iltor
TOTAL EXPENSES $23,930
Scanned by CamScanner Page 53 of 82 © AN 132017 ADIWINISADMINIS L RAT N 8, FINANCE
Belmont Secondary School
3041 Langford Lake Road Victoria, BC V9B 0L9 TeI(250)478-5501 Fax(250)478-2879
di
Contacts:
Parent Chair: Darlene Younger, y
250-888-1595
Principal: Ray Miller,
250-478-5501
Request of $10 000.00, previous years $10 000.00
Our mandate is to provide a formal celebration available for all
Belmont Secondary Grads as well as an all night safegrad party.
Details in application letter.
Thank-you so much for your consideration!
Page 54 of 82 / •- _;;.j -;r
Belmont Secondary School
3041 Langford Lake Road Victoria, BC V9B 0L9 Tel(250)478-5501 Fax(250)478-2879
To Mayor Young and Langford City Council:
January, 2017
lam writing this letter on behalf of the 2017 Belmont Graduation class. We are planning our DRY Prom and Safegrad. We are very excited to be offering this to our Grads of 2017. This will be an amazing event where Belmont will work to provide an amazing celebration for their grads. The Prom Committee is dedicated to engaging all our community partners,and we believe this event can create a wonderful magical evening that focuses on the safety of our youth.
Our DRY Prom and Safegrad will be held in our new school, and promises to be another exciting evening of special events, and memorable times. This will be the 7th time that an all night Safegrad has ever been offered in conjunction with our prom. The Grads will start their Safegrad directly after the Prom, and will commit to staying inside the facility until after breakfast in the morning. There will be several activities going through the night.
This year proves to be a challenging one as we move to two separate high schools and we are adjusting our plans based on the changes to the numbers of grads.
It is very important for us to keep this very special event in our local area, promoting and putting money
back into our local businesses. . In order to provide this DRY Prom and Safegrad, we have always asked local businesses for their support. .We have strived to come together in support of Langford and will maintain our requests to our local area out of respect to our neighbor high schools.
We at this time would like to offer our services to the city of Langford for any special projects that may be in Langford's near future. We would like this to be an ongoing partnership where this year and years to come the city of Langford can count on our youth to help out the community. Our grads are excited to partake in community projects that could benefit our local area. The city of Langford has been incredibly supportive to our youth and it is important to us to recognize this by giving back.
This is an exciting opportunity for us to put back into the community and have the community more aware of the great impact our youth can have. Please feel free to ask us to partake in a project of your choosing or if you would like us to come up with some ideas. Our group is very open to any ideas and want to give back to our community. We are hoping that the city of Langford will be also interested in helping fund our very special event.
Page 55 of 82 Our focus is to keep our youth safe for such a milestone event and continue to keep the Dry Prom and Safegrad a celebration that is not cost prohibitive for our families. We will strive to provide a wonderful exciting all night event to keep our youth in a safe environment.
Thank-you so much,
Belmont, Prom Committee: /
Darlene Younger: chair [email protected], 250-888-1595
Belmont Representative:
Principal Ray Miller
Page 56 of 82 g6 c h // --glev-e- 5 ct Oar aid patIn W1f/ hce 01d / red. /uict bo, 1i ed ou r
Cash Flow Budget Worksheet
Dec Jan Feb Mar April May Total Beginning Cash Balance Cash Inflows (Income): Tickets Sales 30,000 30,000 PAC 1,000 1,000 School Grand Prize 1,000 1,000 Liquor Store 1700 1700
Highlands 250 250 Langford 10,000 10,000 community support 0 subtotal $0 $0 $0 $43,950 $43,950 Av, Total Cash Inflows Cash Outflows (Expenses): Advertising and tickets 68 68 Tent, chairs and tables with decorative accents 7,804 7,804 Security 4,100 4,100 Hardship Cases 1,500 1,500 Midnight Pizza and Breakfast 1,500 1,500 Keepsakes (DCMC) 1,100 1,100 Prizes 3,000 3,000 Supper 8,700 8,700 Ice 180 180 Decorationg 1,000 1,000 Photobooth 1,800 1,800 Bus 0 180 180 Casino 1,549 1,549 Drinks 2,000 2,000 Grand Prize 1,000 1,000 medium 0 450 450 Psychic 450 450 DJ, stage and Lighting 600 600 hangers 0 100 100 Photographer 0 0 0
Page 1
Page 57 of 82 Cash Flow Budget Worksheet
Dec Jan Feb Mar April May Total Temporary Fencing 0 0 0 Other: 0 0 Moore's garment bags 0 336 336 Langford Lanes 3,150 3,150 Wristbands 70 70 LALimosines Columnl 1,000 1,000
Partyworks 7,064 7,064 Ott Subtotal $0 $0 $0 $48,701 $46,701
a
S
S Other: $0 Subtotal $0 $0 $0 $0 En Total Cash Outflows $0 $0 $0 $48,701
Page 2
Page 58 of 82 Phone (250) 920-5775 Mobile (250) 818-33391 Fax (250) 920-33773
Email amelia©hiketowork.ca 20 -1-53 -1 Yates St Vi ctoria BC V8VV 1 K7 PC Box 8837 Victoria BC VOW 3S3 Web www.biketoworkvictouia.ca
December 20, 2016
Finance and Administration Committee City of Langford 21111 Floor, 877 Goldstream Ave Langford, BC V913 2X8
Dear members of the Finance and Administration Committee, Mayor Young, and Council:
I am writing to confirm the continued support of the City of Langford for the 2017 Greater Victoria Bike to
Work Week campaign. Given the increase in participation in and around Langford - measured by attendance at
the West Shore Celebration Stations - support from the City of Langford will allow us to continue to build on the momentum towards active transportation on the West Shore and grow the scale of our presence there.
With the support of all thirteen municipalities in 2016, the 22' annual Greater Victoria Bike to Work Week event was a successful and exciting campaign. We attracted 6,454 riders on 652 workplace teams including 1,102 new riders. Together, participants rode 331,472 kilometers and burned over 8 million calories during Bike to Work Week, averting 71,863 kilograms of equivalent greenhouse gas emissions.
Your support of BTWW 2016 went directly towards supporting teams based in Langford and Langford residents on teams throughout the region. Workplace teams based in Langford logged over 400 trips, averted over 1100 kilograms of greenhouse gasses, and rode 5335 kilometers during Bike to Work Week! Langford residents on teams based in other municipalities made up approximately 5% of total participants.
This funding request package includes information about our organization and programs, our intended usage of funds, the benefits to the City of Langford and its residents, and financial documents. If you need clarification on any of the attached material, or require additional information, please do not hesitate to contact me at 250-920-5775 or 250-818-3391.
Sincerely, r1A
Amelia Potvin Executive Director Greater Victoria Bike to Work Society
Page. 1. of 5
Page 59 of 82 GV ET\VS Funding Request Package
Greater Victoria Bike to Work Society's Funding Request
ORGANIZATIONAL MANDATE The Greater Victoria Bike to Work Society (GVBTWS) is a non-profit society governed by a volunteer board of directors whose mandate is to promote the use of the bicycle as a viable commuting choice. The Society coordinates two main program streams: Bike to Work celebration events and Bike Skills and Safety training programs for kids, youth, and adults throughout the region. Bike to Work Week (BTWW) is a fun and accessible program designed to provide extrinsic rewards for cycling to work as part of a behaviour change campaign to convert people to regular bike commuters. The week- long event encourages heathy lifestyle choices and benefits participants and the community at large by averting greenhouse gas emissions, calming traffic during peak commuting hours, and contributing to active, healthy, and connected communities. Initially launched as a complement to BTWW, the GVBTWS also coordinates Bike Skills courses throughout the region which develop the skills and knowledge required to safely share the road and trails with other users. Our Bike skills courses combine theoretical and practical training to developing the skills and knowledge surrounding traffic safety required to legally, and safely share spare with all other road and trail users. The outcomes for Bike Skills course participants include safe cycling habits and behaviours, increased comfort and confidence biking with traffic, and in turn more trips taken by bike.
SUPPORT REQUESTED AND PROJECT DETAILS We are requesting $1,500 from the City of Langford. Funds requested will go directly towards organizing a celebration station in Langford and towards supporting volunteer team leaders and participants from Langford. The Celebration Station will include free food and beverages, prize draws, bike check-ups and mini tune-ups. New this year: we will have a community table at each Celebration Station as an outreach opportunity for non- profit organizations. The 2017 Bike to Work Week event will take place from May 29t1i_ June 0h and will feature at least one Celebration Station in the City of Langford. In the lead up to Bike to Work Week we will once again offer free workplace workshops to any organization or team looking for some inspiration or help getting colleagues to sign up. The workshops cover topics such as overcoming barriers to cycling, tips that help us cycle regularly, wardrobe, hair and makeup pointers, basic bike repair, and road positioning. Another measure to improve peoples' comfort and confidence on their bicycles, and to prepare them to try commuting by bike, are our bike skills courses. In Spring 2016, we booked three such courses at the West Shore Parks and Recreation center to draw West Shore residents. Our Bike Skills courses develop cycling skills, traffic competency and lead to safe cycling habits and behaviours.
Page 2 of
Page 60 of 82 (1 \/BTWS Fund in Request Packuge
Six weeks before Bike to Work Week we will host a media launch to generate buzz and excitement about the event and one week prior to the event we will organize a commuter challenge to demonstrate that cycling is not
only the healthier, cheaper, and cleaner commuting choice - it is also the faster choice in many cases. Through our marketing and outreach efforts, we expect to draw approximately 8,000 participants in 2017 and of those, we anticipate at least 350 Langford residents.
BENEFITS Bike to Work Week is a free community event that promotes an active and healthy lifestyle by encouraging bike transportation. The event has several benefits to the City of Langford and its residents including: • Reduced congestion load during peak commuting hours • Increased use of active travel infrastructure • Health and air quality benefits including o Health: participants burned approximately 8 million calories and o Air quality: averted over 57,000 kg of GHG in a 5-day period during BTWW 2016 • Emphasis on value-based business practices contributing to higher rates of employee satisfaction and retention • Contributes to healthier and more productive employees
In 2016, workplace teams based in Langford logged 408 trips, averted 1156 kilograms of greenhouse gasses, and rode 5333 kilometers during Bike to Work Week! Approximately 300 Langford residents also participated on workplace teams based in other municipalities. On top of the Celebration Station organized in Langford, the GVBTWS also organizes several Celebration Stations on popular West Shore routes that benefit Langford residents. In recognition of Langford's support, in 2016 the City received prominent logo placement on:
- the main Bike to Work Week poster (1500 copies printed and distributed throughout the region)
- all 6 countdown posters (downloaded and printed by workplace teams)
- the life-sized sponsor poster on display at all 18 Celebration Stations
- two websites: \vwwbiketoworkvictoria.ca & w\vwbiketowork.ca/victoria
- 2,500 t-shirts distributed to volunteers and participants
- our year-end yearbook (see the GVBTWS's yearbook here: httn://online.flinbuilcler.coin/czrt/mfl u/mobi le/index.html#n 1
The City of Langford will receive these benefits again in 2017 if funding is approved will continue to be recognized in 2017 Bike to Work Week promotions.
Page 3 of 5
Page 61 of 82 GVBTWS Funding Request Package
Sponsorship Asks(') -2016 Actuals Summary and 2017 Projected Asks
CASH SPONSORSHIPS 2016 Actual 2017 Ask 2017 Confirmed CASH CASH CASH Municipal Grants
City of Langford $ 1,500.00 $ 1,500.00 $ -
District of Metchosin $ 200.00 $ 300.00 $ -
Town of View Royal $ 500.00 $ 1,000.00 $ -
Town of Esquimalt $ 1,000.00 $ 1,000.00 $ -
Town of Sidney $ 500.00 $ 500.00 $ -
City of Colwood $ 1,500.00 $ 1,500.00 $ -
District of Sooke $ 300.00 $ - $ -
District of Highlands $ 150.00 $ 150.00 $ -
District of Central Saanich $ 500.00 $ 500.00 $ -
District of North Saanich $ 300.00 $ 500.00 $ -
City of Victoria $ 7,500.00 $ 7,500.00 $ -
District of Saanich $ 4,500.00 $ 4,500.00 $ - Capital Regional District $ 3,000.00 $ 3,000.00
District of Oak Bay $ 2,000.00 $ 2,000.00 $ -
Municipalities Total $ 23,450.00 $ 23,950.00 $ -
Institutions
UVIC $ 8,300.00 $ 8,000.00 $ 8,000.00
Camosun College $ 3,500.00 $ 3,500.00 $ -
Royal Roads $ 1,000.00 $ 1,000.00 $ - Institutions Total $ 12,800.00 $ 12,500.00 $ 8,000.00
Other Government
Gaming Grant $ 12,000.00 $ 12,000.00 $ -
Bike to Work BC $ 17,000.00 $ 17,000.00 $ -
Federal Inter-action Grant $ 5,170.00 $ 5,000.00 $ -
Other Government Total $ 34,170.00 $ 34,000.00 $ -
Page 4 of 5
Page 62 of 82 CiV B fW Funding Request Package
Corporate Sponsorships
Doubletree Hilton $ 1,000.00 $ 1,000.00 $ -
Telus $ 1,400.00 $ 1,000.00 $ -
Oak Bay Bicycles $ 2,250.00 $ 2,250.00 $ -
Bike Maps $ 250.00 $ 250.00 $ -
Modo $ 1,500.00 $ 2,500.00 $ -
MEC $ 200.00 $ 1,000.00 $ -
Accent Inns $ 1,500.00 $ 1,500.00 $ -
Schwalbe Tires $ 350.00 $ 500.00 $ - Vancity $ 1,250.00 $ 2,250.00 $ 2,250.00 Dockside Green $ 1,250.00 $ 1,250.00 $ 1,250.00
Whisky Festival $ 1,700.00 $ - $ -
Seaspan $ 300.00 $ 500.00 $ -
VIHA $ 2,000.00 $ 2,000.00 $ -
Peninsula Coop $ - $ 3,500.00
Monks $ - $ 2,000.00 $ - Corporate Total $ 14,950.00 $ 21,500.00 $ 3,500.00
CASH TOTAL $ 85,370.00 $ 91,950.00 $ 11,500.00
IN-KIND SPONSORSHIPS 2016 Actual 2017 Ask 2017 Confirmed IN-KIND IN-KIND IN-KIND Goods
T-shirts $ 4,000.00 $ 4,000.00 $ - Vehicle & Facilities $ 6,400.00 $ 6,400.00 $ 1,000.00 Food and Beverage $ 23,178.00 $ 25,000.00 $ 7,500.00 Prizes $ 34,702.00 $ 30,000.00 $ 2,200.00
Software $ 4,115.00 $ - $ -
Online Auction $ 14,631.00 $ 14,600.00 $ - In-kind Goods Total $ 87,026.00 $ 80,000.00 $ 10,700.00
Services
CFB Esquimalt Logistics Support $ 1,800.00 $ - $ - Promotion $ 62,700.00 $ 71,000.00 $ 71,000.00
Volunteers $ 39,400.00 $ 40,000.00 $ -
Graphic Design & Software $ 29,000.00 $ 29,000.00 $ - In-kind Services Total $ 132,900,00 $ 140,000.00 $ 71,000.00
IN-KIND TOTAL $ 219,926.00 $ 220,000.00 $ 81,700.00
Note (1): Sponsorship asks combine Bike to Work Week and Bike Skills funds.
Page 5 of 5
Page 63 of 82 Royal Canadian Legion Prince Edward Branch #091
761 Station Avenue Victoria, BC V913 2S1 Tel: 250 478-1828 Fax: 250 478-1870 e-mail: secretary@rcl9l .ca website: www.rcl9l.ca (1U \7 A Non-Profit Organization Li EC 132016
RD December 1, 2016
City of Langford Finance, Governance/Corporate Policy and Planning 2nd Floor, 877 Goldstream Avenue Victoria, BC V9B 2X8
Dear Mayor and Council:
The Royal Canadian Legion, Prince Edward Branch #91had an extremely successful 2016 Poppy Campaign and Remembrance Day Service and parade and wish to thank the City of Langford for the generous donation towards the cost of our Remembrance Day Celebration.
Once again, we are submitting our application requesting a donation in the amount of $2,500 which will go towards the cost of the luncheon we provide as part of our Remembrance Day celebration in the Westshore following the service at the Cenotaph. The funds would go towards the celebration for November 11th, 2017.
Application Submission Requirements:
The Branch is run by the many volunteers who work tirelessly throughout the year to raise funds to provide help to needy veterans, widows, widowers and children of veterans, youth organizations, bursaries and to the many charities and community services supported by the Royal Canadian Legion, mainly in the Westshore. To date Branch#91 has donated a total of $14,000, while the Westshore Poppy Fund has donated a total of $63,300.
2. We have attached an organization chart for your information. All positions are filled by volunteers except for the Manager, Branch Secretary, Bar Staff and cook.
3. The funds are raised through the Poppy Campaign, catering by our Ways and Means Committee, hail rentals, meat draws and other entertainment events.
4. Our organization owns its own facility.
Page 64 of 82 City of Langford -2- December 1, 2016
S. As stated above, the funds would go towards the cost of the luncheon we provide as part of our Remembrance Day celebration in the Westshore following the service at the Cenotaph. The funds would go towards the celebration for November 11th, 2017.
6. Monies raised and distributed are used in the City of Langford as part of the Western Communities.
7. We anticipate upwards of 1,500 + people to attend this event throughout the day.
8.. All fund raising activities of both the RCL Branch #91 and the Poppy Campaign are done by volunteers.
9. No revenues or fees will be charged for this event.
10. We will also apply for funding from the City of Coiwood for the 2017 Remembrance Day celebration.
11. We are attaching a current year budget for both the Prince Edward Branch and the Westshore Poppy Committee.
As our city grows, so does our Remembrance Day event and we would appreciate any help you could give us towards making the Remembrance Day celebration a success again next year. It is a well attended event and enjoyed by the people of the Western Communities.
Lest we forget,
orm Scott resident
Enclosure
: [ - Page 65 of 82 January 5. 2016 Approved by Cde. President Norm Scott
Page 66 of 82 Royal Canadian Legion Br#91 Budget 2016 REVENUE
Bar Revenues Draught 165,000 Beer & Cider 95,000 Liquor 50,000 Wine 31,500 Soft Bar (non alcoholic) 20,000 Total Beverage Sales 361,500 Canteen 3,000 Coffee 4,200 Bar Tending Services 4,300 Total Bar Sales 373,000
Membership and Regaia Regalia 1,800 Membership Current Year 51,500 Membership Prior Years 350 Total Membership and Regalia 53,650
Events, Kitchen, Catering Event Revenue 22,800 Kitchen 52,000 Catering 55,000 Gratuity Catering 2,600 Golf Tournament 11,000 Set Up/Clean Up 8,000 Hall Rentals 30,000 Ways and Means Music in the Park 1,600 Luxton 14,000 Total Events, Kitchen, Catering 197,000
Total Lottery Revenue I 20,000
Other Revenue
Rent Revenue - Van 700
- Apprell House 0
- Poppy Fund Office 3,500
- 800 Wing Office 3,600 Maple Leaf / Brick Rev 800 Donations 6,000 Office Revenue 100 Bank Interest Received 100 PST Commission 2,000 Advertising 1,500 ATM Revenue 7,500 Meat Draw Admin Fees 5,500 Total Other Revenue 31,300
TOTAL REVENUE 1 674,950
Page lof 3 Page 67 of 82 Royal Canadian Legion Br#91 Budget 2016
EXPENSE
Bar Expenses Total Cost of Goods Sold 113,000 Bar Short/Over 0 Bar Supplies 4,500
Entertainment - Bar 14,000 Inventory Audit 5,500
Promo - Bar 450
Repair & Maintenance - Bar 10,000 Soft Bar 2,800 Total Expenses Bar 150,250
Membership and Regalia Expenses Regalia Expense 2,000 Membership Expense 2,000 PCT Fees 35,000 Total Membership and Regalia 39,000
Events, Kitchen, Catering
Food Services - Supplies 55,000 Staff Discounts 850
Promo - Kitchen 500 Entertainment 3,000 Sports 1,600 Golf Tournament 5,800 Other Event Expenses 2,000 Christmas Party Expenses 500
Luxton - Total Expenses 10,000 W&M Short/Over 0 Total Food Services 79,250
Building Expenses Janitorial Supplies 9,000 Property Taxes 0 Repair& Maintenance Building 12,500 Special Projects 1,500 Grounds Maintenance 500 BC Hydro 23,000 Cable 2,700 Disposal 3,200 Security 2,100 Fortis BC Gas 15,000 Sewer 2,000 Water 8,500 Fantastic Cleaners 35,000 Pattison Sign 500 Total Building Expenses 115,500
Page 2 of 3 Page 68 of 82 Royal Canadian Legion Br#91 Budget 2016
Administration Expenses Accounting 18,000 Trusteeship Expense 0 Advertising 1,500 Legal 0 Legal Expense for Housing 2,000 Amortization Expense 30,000 ATM Expense 1,100 Auto Maintenance 3,000 Awards & Medals 500 Convention 3,000 Courier & Postage 800 Donations 5,500 Insurance 14,000 Bank Charges 575 Licenses and Permits 3,000 South Mid Van Isl Zone Remittence 200 Office Expense 13,000 Office Short/Over 0 Late Fees and Interest 200 Sick & Visiting Expense 200 Promotion 600 Telephone 4,700 Computer Services 2,000 Transportation 800 PayPal Fees 50 Debit Machine Fees 2,200
Poppy Fund Reimburs - Tele/Internet discontinued Sgt atArms 250 Bulletin 1,500 Maple Leaf/Brick 1,000 Total Administration Expenses 109,675
Payroll Expenses Bar Wages 90,000 Kitchen Wages 28,000 Office Wages 27,000 Wage Rebate discontinued El Expense 3,500 CPP Expense 4,000 Employee Benefits 8,800 WCB Expense 1,800 Total Payroll Expenses 163,100
TOTAL EXPENSE I 656,775
NET 1NCOME/(-LOSS) I 18,175
* Includes estimates for 2015 depreciation on glasses and chairs
**mix of volunteer and paid cooks for 2015
Page 3 of 3 Page 69 of 82 WEST SHORE POPPY FUND Proposed Budget FY 2016/17
Proposed FY 2016/17 REVENUE Campaign $ 80,00000 Mail-Ins $ 5,000.00 Wreaths $ 4,000.00 In Memory $ 500.00 Bracelets $ 400.00 Miscellaneous $ 100.00
TOTAL REVENUE $ 90,000.00
EXPENSES (Totals) $ 11,400,00 Supplies 4(a) Poppies & Wreaths $ 9,200.00 Promotional Material 4(b) $ 2,200.00
Campaign 4(c) (Totals) $ 4,754,00 Office Supplies $ 4.00 Insurance $ 600.00 RENT & Storage Facility $ 3500.00 Canada Post $ 150.00 Miscellaneous $ 500.00
Grants to Ex-Svc lAW 4(d) $ 6,500.00 Emergency Assistance $ 4,000.00 Mobility Equip/Appliances $ 2,500.00 Sick and Visiting $ 100.00
Poster & Literary 4(e) $ 3,500.00
Special Use Expenditures 4(9 $ 55,000.00 (Includes Veterans Lunch $4974.38 (Sec 1110.)
Bursaries 4(g) $ 4,750.00
Assessment Paid 4(h) $ 3,500.00
Service Officer Office Supplies $ 300.00 Transport Veterans/Deps $ 500.00 VOUCHERS Food/Bus $ 50.00 Utilities $ 780.00 Miscellaneous $ 100.00
TOTAL EXPENSES $ 91,234.00
RETAINED EARNINGS -$1,234.00
Bank Balance © 30 Sep16 $ 15,851.01 0/S Cheques $ 408.80 Book Balance @ 30 Sep16 $ 15,442.21
Bank Balance @30 Sep17 $ 14,208.21
Page 70 of 82 CITY OF LAP4GFORD OREcENE $ FiLE (JCOUNC1LAGENDA JAN 272017 Fort Rodd Hill and Fisgard Lighthouse 0— GOMMITTEE ICIWTRWM TOCOUNM National Historic Sites of Canada 603 Fort Rodd Hill Road Victoria, B.C. V9C 2W8
Mayor and Council City of Langford Municipal Hall
2nd Floor - 877 Goldstream Ave. Victoria, BC V9B 2X8 January 7, 2017
Subject: Request for Funding Assistance in Delivery of Canada Day Celebrations for the
Western Communities - July 1, 2017
Dear Mayor & Councillors,
Since 2001 Fort Rodd Hill and Fisgard Lighthouse National Historic Sites of Canada has been organizing annual Canada Day Celebrations for the Western Communities. Prior to 2001 this event had been organized, since 1983, by the West Shore Chamber of Commerce, although we had always been involved in the planning and delivery of this event. This year the site's staff will again be organizing July 1st celebrations for the West Shore.
Last year's Canada Day event proved to be very successful and over 6,500 local residents and visitors came to the site to help us celebrate our nation's birthday. Equally heartening was the support shown for this event by local businesses, organizations and the West Shore municipalities.
Planning for Canada Day 2017 has already begun. We will, as always, be relying heavily on the assistance of many volunteers from our community to deliver this event and tentative 5th commitments of voluntary services have already been received from the Band of the (B.C.) Field Regiment, Royal Canadian Artillery. Staff from the Juan de Fuca Recreation Centre have also tentatively agreed to present children's activities for the day in exchange for free passes to the sites for children enrolled in their Summer Day Camp programs and we feel certain Thrifty Foods will once again donate the huge birthday cake they have so generously provided each Canada Day for many years.
While we are confident that we can provide an enjoyable Canada Day event at very limited expense, the reality is that some costs will be unavoidable. To be able to cover these costs we are seeking funding to a total of approximately $4,650.00 to cover expected expenditures. Below is a list of last year's expenditures.
Shuttle bus rental- $1000.00 Tent rentals- $1000.00 First Aid Service- $450.00 Performer costs- $600.00 Food & water for volunteers- $100.00
Page 71 of 82 Advertising- $500.00 3 Commissionaires to run parking and security- $1000.00
Total -$4650.00
I would like to request that the council of the City of Langford consider providing funding in the amount of $1500.00 to assist in the delivery of this event. This year funding assistance is in the form of a cheque made out to the Receiver General For Canada that should be sent here to the sites. I would also like to extend an invitation to the mayor or member of council to attend the event on behalf of your community. Please RSVP before June 15, 2017.
As always, in kind donations would also be greatly appreciated. If your municipality has tents, or other materials which could be loaned for this event it would save considerable expense.
Please note that entry to Fort Rodd Hill and Fisgard Lighthouse National Historic Sites will be free on July 1, and the sites will cover the costs (including overtime) of staff involved in the planning and delivery of this event.
If you would like to discuss the Canada Day event in greater detail, please feel free to contact me by telephone at (250) 478-5849 or by e-mail at
Sincerely,
(; Robert CamZ ' Senior Heritage Communications Officer Fort Rodd Hill and Fisgard Lighthouse National Historic Sites of Canada
Page 72 of 82 2500 Echo Valley Drive - \Z--, L!:~' IJ 6 Ld Langford, B.C. (Liii V9B 0G7 JAN 16 2017 D'
OF I4NCE 13th january, 2017 /
Mayor and Council, City of Langford, Langford, B.C.
Dear Mayor and Council,
I am writing to you on behalf of the Westshore Literacy Connection in support of literacy in Langford.
Enclosed please find the background and rationale for our request for $500 to support the coordination of the 1000 x 5 project. The money is used to obtain bags, tags and labels, volunteer supplies and books. Many of the books we purchase locally, from local charity and thrift stores.
Thank you for your consideration in this matter.
:1
Gabrielle Goudy
Page 73 of 82 January 13, 2017
The Westshore Literacy Connection in support of Literacy in Langford.
Requested Amount: $500.00
Intended use of the funds: To support co-ordination of the 1000 x 5 project in the way of bags, tags and labels, volunteer supplies and books. Many of the books we purchase are from local Thrift stores, Salvation Arrny,W.LN. and St. Vincent de Paul, all on Goldstream Avenue, thus keeping a large percentage of our money in the local area. New books (especially needed to support the youngest age group) are purchased through Orca Book Publishers at a discounted rate.
Westshore 1000 x 5 provides these gift bags of books, on a rotating basis, at the following Lanford locations as of January 1, 2017:-
Goldstream Food Bank 4,626 books Strong Start Centres at schools:- Willway Elementary 3,228 books Millstream Elementary 3,306 books Ruth King 2,721 books REACH Family Development Centre 331 books
The 'street value' of these 1,212 books is estimated to be over $15,000.00
We also supply booksfor special events in this area, such as the upcoming Literacy Connection Family Learning Tour, to be held at both the Goudy and Langford Heritage branches of the Greater Victoria Public Library.
Summary of the Benefits of the Project, which directly affect Langford residents, Literacy affects everyone. The consequences of illiteracy are profound. Adults with low literacy levels do poorly in the job market. Illiteracy often extends across generations. Reading to young children on a regular basis increases their chances of early success in school, as well as being special time when we give them our full attention. Interventions in later school years are expensive; our
Page 74 of 82 project is an investment in prevention. Experience with books promotes children's interest in the world around them. The donation of books to families who are struggling with poverty can help their children to achieve appropriate levels of school readiness.
Brief History, Our project was initiated in June 2013 through Your Literacy Connection Westshore. It is an expansion of the very successful Peninsular 1000 x 5 Chilren's Book Recycling Project. We are supported by School District #62 (Sooke), Orca Book Publishers, Sooke Family Service Association, the Rotary Club of Westshore and Rotary Club of Westshore Sunrise. As of January 1, 2017, we have collected over 30,000 books for distribution to families in the Westshore area. Mission Statement: Working with family agencies that promote healthy patterns of living in our community, Westshore 1000 x 5 shares quality picture books with families with children from birth to five years old. Goals: To provide an opportunity for every child in the Westshore area to have 1,000 books read to them by the age of five, and to increase awareness of the importance of literacy in the early years. for more information please contact:
Gabrielle Goudy, Citizen Representative Langford 250-478-1325
Mitra Evans Your Literacy Connection Westshore me. literacy. [email protected] 1-250-802-2353
Denise Brown 1000 x 5 Coordinator [email protected]
Page 75 of 82 CITY OF LANGFORD DREcENE & FILE OCOONCILAGENDA
.-' JAN 13 2017
o COMMTTEE LIGHTHOUSE CHRISTIAN ACADEMY 0 DISTRIBUTE TO COUNCIL 1Si\
Sharon Ocello Lighthouse Christian Academy 1289 Parkdale Drive Victoria, V9B 4G9 250-474-5311 [email protected] January 13, 2017
City of Langford 877 Goldstream Avenue Langford, V9B 2X8
RE: POLICY NO: P01-0147-FIN - Funding Request Policy Amount Requested: $1000
Dear Sir or Madam:
Lighthouse Christian Academy is pleased to announce the graduation of several high school students for 2017. I am writing to request that Lighthouse Christian Academy be considered to receive funding to support a graduation celebration for our students in our community.
Lighthouse Christian Academy is an independent school located in Langford. We actively promote serving our community by partnering with families to encourage students to live healthy lives, create supportive relationships, and improve the environment around them. Many of our students volunteer in the Langford community at local organizations such as The Saint Vincent de Paul and The Salvation Army. Recently our graduating students have partnered with Big Brothers and Sisters of Canada and will be mentoring the elementary students at Ruth King Elementary School this upcoming semester. Lighthouse students also work hard to protect the environment in our community and have held annual parties to combat the invasive plant, scotch broom, and worked hard to pull the plant from Mill Hill Regional Park in Langford.
Thank you for considering to partner with us financially as we continue to support the families in our community and celebrate the graduation of our graduates.
Sinerely,
Sh/ll 0
Vice Principal
Page 76 of 82 Mary's Farm Society 1128 Finlayson Arm Road Victoria, BC V913 6H7 250-478-4116
February 3, 2017
City of Langford Mayor and Council Floor 877 Goldstream Avenue Victoria B.C. V813 2X8
Attention: Mayor and Council,
RE: Request for $60,000 Grant to support Agricultural Practices at 1128 Finlayson Arm Road.
Mary's Farm Society, a not for profit located at 1128 Finlayson Arm Road, is submitting this letter to request a $60,000 grant from the City of Langford to support agricultural activities.
We respectfully request that Council consider a grant to support the planning and implementation of agricultural activities, consistent with the city's commitment to promote a sustainable food supply within Langford. Opportunities for connection between children and the process of growing, harvesting and eating fresh produce will be fostered through our educational programs. In addition, our growing social programs will tap into the farm's crop cultivation and therapeutic animals to offer a healing environment for persons experiencing various conditions.
We believe that by funding Mary's Farm Society, the City of Langford will not only contribute to sustainable farm practices and to the therapeutic betterment of our young clients, it also will help to develop Mary's Farm and Langford as models. We anticipate that, especially with the support from Langford, the Farm will attract attention throughout Canada and other parts of the world among people who seek to develop local, sustainable practices that also serve therapeutic and educational functions for similar populations. http://www.cityoflanqford .ca/EN/meta/city-hall/community-plan/aqricultural-strateqv. html
The property has recently been rezoned to Agriculture and Eco-tourism ( RaE1) Zone. This Zoning will allow us to achieve our farm and nature school dream. As we grow from a therapeutic farm to an educational and sustainable working farm we require some very specific start up funds:
-agricultural and water management consultants $3,000.00
-fencing $12,000.00
-soil $5,000.00
-irrigation and water management systems $5,000.00
Page 77 of 82 - greenhouse $25,000.00
-processing shed $10,000.00
BACKGROUND
I, Mary, a teacher, have owned 1128 Finlayson Arm Road since 1989. The 30 acre property lies on the west face of Mt. Finlayson, and extends from Finlayson Arm Road to the Goldstream River Estuary. An original Langford homestead, the parent parcel was 100 acres and was home to a nursery in the early 1900's. The farmhouse still stands on the site.
Finlayson Arm Road is a steep narrow public road that travels between the Trans Canada Highway at Goldstream Park and Millstream Road in the District of Highlands. The property features pastoral vistas with views of Finlayson Arm.
Approximately 20 acres of the land is cleared and enjoys full daytime sun. The property is serviced by two artesian wells with good capacity. The primary use of the land in recent years has been for therapeutic programs. The property is enjoyed by many non-profit and educational organizations:
• Blossoming Souls Specialty School for children with Autism is now located at the farm
• Center for Earth and Spirit ( a registered charity) is looking for ways to support our programs. A merger is in process.
• Power To Be Adventure Therapy Society has been bringing groups to the farm for over 8 years.
• Garth Homer Society has brought disabled adults to volunteer weekly for over 8 years.
• Community Living Teenage Connections meet during school breaks at the farm.
• Boys and Girls Club bring their after school programs for farm visits.
• Women's Transition House brings their Children Who Witness Abuse summer camp here
• University of Victoria School of Child and Youth Care and School of Social Work provides practicum students every year to gain experience working with youth in this type of setting.
• Royal Roads University Continuing Studies partners with the farm to offer a workshop called "Mindfulness and Horses".
• Human Nature Counseling brings clients to the farm regularly.
• UVic First People's House provided a coop student to help us offer land based cultural programming. Uvic Indigenous Summer Camp happens here every August.
Page 78 of 82 The Native Friendship Center partners in our cultural programming and brings urban aboriginal youth out regularly.
• Surrounded By Cedar has approved Mary and the farmhouse as a level 2 Foster Home.
The former Youth Corrections Center accessed the farm weekly for over 6 years.
• 1DM Youth Services brings youth for therapeutic farm visits and community service hours.
Greater Victoria Youth Services accesses our facility as a place for youth to complete their community service hours.
THE FUTURE
The next step in the evolution of the property is the planning and implementation of agriculture. Agriculture will contribute to the local food supply and sustainable resource management. The excellent exposure and access to plentiful ground water make this a prime location for growing.
An incredible synergy exists between the social programs already in place and a desire to connect to the earth through growing food. As such, our agricultural programs will generate additional educational and volunteer opportunities involving the broader Langford community.
Our five-year strategic plan shows how we intend to expand our agricultural and social programs.The plan allows for planting and harvesting 1 acre of land in Year 1, 3 acres in Year 2, and 5 acres in Years 3 through 5. Over the 5 years we will add additional livestock (largely to serve the social programs), bees, and a chicken coop to support egg production. Meantime, the numbers and types of social programs will expand. For example, we will be adding a small nature based specialty school starting in year I and expanding our volunteer program to support the cultivation, harvesting and sale of crops through multiple venues.The synergy between the expansion of both the agricultural and social programs is key.
Thank you so much for considering our proposal. We would love to conduct tours of the property for any member of Council that is interested. We think you will agree that this is an amazing opportunity for Langford.
Best Regards,
Mary Rostad
Mary's Farm Society
Page 79 of 82 Lohbrunner Community Farm Cooperative 1152 Lippincott Rd, Victoria, BC
Summary of Grant Application to the City of Langford January 10/2017
The Lohbrunner Community Farm Cooperative (LCFC) is the first Community Farm Cooperative in Langford. It was established to ensure Norma Lohbrunner's vision of keeping the land as a farm in perpetuity. The LCFC was instrumental in the transfer of this farmland from The Land Conservancy in 2016 to Farm Folk City Folk who now hold the land in trust for the farmers and community of Langford.
LCFC vision is to help create access to affordable land for potential farmers, to supply fresh organic vegetables to the community and to be a centre for education and training for sustainable farming practices. LCCF will also be a hub for school children and other community groups to learn and participate in food production. The values and work of the LCCF will be of considerable benefit by supporting current and future food security for the citizens of Langford.
Mission of the Lohbrunner Community Farm Cooperative: • To provide stewardship of the biodiverse land through ecologically minded organic farming for present and future generations. • To develop a community farm service cooperative providing access to viable land while promoting and supporting local food production. • To share opportunities for wellness, social, educational and farm experiences.
Objectives The requested funding from the City of Langford will be used over the next 3 years for the following: 1. Development and construction of infrastructure needed for the farm to operate 2. Development of community programs for Langford citizens
Action Plan
Objective 1. Development and construction of infrastructure Activities:
2017 1.1 Start-up of Cooperative including procurement of Shares
Page 80 of 82 1.2 Rental of house for revenue 1.3 Construction of water line to the farm 1.4 Construction of fencing around the 6 acres of viable food production land 1.5 Upgrade of existing cold storage 1.6 Fundraising to pay off LCFC's commitment of $100,000 that helped to facilitate the transfer of the land to Farm Folk City Folk
2018 1.7 Construction of food processing, storing, and distribution centre including educational classrooms and toilets for community events and farm workers. Part of this project will be to create much needed parking spaces for the public and upgrade the septic system. 1.8 Continue fundraising to reduce mortgage 1.9 Completion of 6 acre fence 1.10 Replacement of 10 year old fencing where needed
2019 Carry over anything not completed in 2018
Objective 2. Development of community programs for Langford citizens
')fl17 2.1 Development and implementation of school farm program 2.2 Construction of sheltered outdoor learning space and washing station ')fll R 2.3 Continuation of school program 2.4 Development of community farming education programs 2019 2.5 Continuation of infrastructure and community programming
PROPOSED BUDGET 2017/2018
2017
Actions Funding Funding Source Needed 1.1 Start-up of Cooperative including procurement $1,000 Member Shares of member shares 1.2 Upgrading house for farmer rental $11000 Member Shares
Page 81 of 82 1.3 Construction of water line to the farm $15,000 Langford Grant 1.4 Construction of fencing around the 6 acres of $21,500 Langford Grant viable farmland 1.5 Upgrade of existing cold storage facility $500 Langford Grant 1.6 Fundraising commitment to transfer the farm to $100,000 Members Farm Folk City Folk. 2.1 Development and implementation of Happy $32,000 Growing Young Valley school farm program Farmers 2.2 Construction of sheltered outdoor learning $3,500 Langford Grant centre and washing station for school farm program
2018
Actions Funding Funding Source Needed 1.8 Construction of food processing, storing, and $80,000 80%Langford Grant, distribution centre including educational 20% other classrooms and toilets for community events and donations, in-kind farm workers. Upgrading of septic system to $25,000 from members support infrastructure. 2.3 Continuation of Happy Valley school program In-kind Growing Young Farmers 2.4 Development of community farming In-kind education program. Farm implements, tools, and educational support $300 Langford Grant tools
2019
2.5 Continuation of infrastructure and community programming
Total expenses for projects: $287,000 Funding Requests from the City of Langford: $132,000
Lohbrunner Community Farm Cooperative Mailing address: 2706 Claude Rd, Victoria, BC, V913 3T6 Diana Brubaker, Coop Board Member Cell 250-514-5935
Page 82 of 82