AGENDA Committee of Whole Monday, December 9, 2019 Council Chambers 1:00 PM Page
CALL TO ORDER
APPROVAL OF AGENDA
ADMINISTRATION REPORTS
City Manager Bob Smith Report- Presented by Acting City Manager Brad Toth 3 - 4 City Manager's COTW - EMO Coordinator Report - December 9, 2019
Planning, Development, Transportation and Bylaw Manager - Brad Toth 5 - 8 Planning, Development, Transportation and Bylaw Manager COTW Report - December 9, 2019
Round Table Discussion - Lead by Kendall Shram
Finance and Administration Manager- Amanda Rosenthal-Hiebert 9 - 11 Finance Manager's COW Report - December 9, 2019
• Appendices: 2020 Operating Budget, 2020 Capital Budget Summary & 12 - 18 Detailed, & the PMB Listing Appendix A 2020 Operating Budget Summary Appendix B 2020 Capital Budget Summary Appendix C Capital Budget Detail Appendix D PMB listing
City Clerk's Report - Dawn Johnson 19 City Clerk's COTW Report - December 9, 2019
• Appendices: Photographer cost break down, and City Photographer RFP. 20 - 28 Appendix A - Photography Cost break downs Appendix B - Photography RFP 2020
Round Table Discussion - Lead by Councillor Brian Jones
Public Works and Utilities Manager -Jason Wiebe 29 - 31 Public Works and Utilities Manager COTW Report - December 9, 2019
Round Table Discussion - Lead by Councillor Richard Beck
Page 1 of 97
Recreation and Community Services Manager - Paul McGonigal 32 - 36 Recreation and Community Services Manager COTW Report- December 9, 2019
• Appendices: Warman Public Library Information 37 - 58 Appendix A - 2019 October Library 2 Go Stats Appendix B - 2019-October Circ Stats Appendix C - 2019 October Programming Stats Appendix D - WPL_AgendaPkg_Nov20_2019_Revised
Round Table Discussion - Lead by Councillor Trevor Peterson
COFFEE BREAK
PROTECTIVE SERVICES
Fire Chief- Russ Austin 59 Fire Chief's COTW Report - December 9, 2019
• Appendices: November 2019 Statistical Report, Month to month Comparison 60 - 62 November 2019 Statistical Report 2019 Month to Month Stat Comparison
Emergency Operations Centre Report - Randy Meginbir 63 EMO COTW Report - December 9, 2019
RCMP Media Releases: November 18-25, 2019, November 25 -December 3, 2019 64 - 67 RCMP media release - Nov 18 - Nov 25 RCMP media release- Nov 25- Dec 2
Round Table Discussion - Lead by Deputy Mayor Gary Philipchuk
COMMUNICATIONS
Executive Assistant Communications Liaison- Erin Legg 68 Communication Liaison's COTW Report -December 9
ECONOMIC DEVELOPMENT
Economic Development Officers Report - Josh Welz 69 - 71 EDO COTW Report- December 9, 2019
• Appendices: Center of Excellence Report 72 - 97 Centre of Excellence Report - City of Warman
Round Table Discussion - Lead by Councillor Kevin Tooley
NEXT MEETING Monday, January 20th, 2020.
ADJOURNMENT
Page 2 of 97 “Call it Home!”
REPORT TO: Mayor Spence and City Council FROM: City Manager Smith DATE: November 28, 2019 SUBJ: EMO Coordinator Position
As a result of the resignation of our EMO Coordinator Randy Meginbir back in October 31, 2018 City Administration has been reviewing different opportunities regarding how we may move forward with our Emergency Management Operations. I have provided the below information for City Council’s consideration.
BACKGROUND As per the Emergency Planning Act, every municipality must establish a local emergency measures organization and appoint a person as a local emergency measures co-ordinator who in consultation with the municipality to establish a plan on how the community will respond in an emergency. As a result, in 2014 the City advertised in the paper for an EMO Coordinator to help establish and EOC and a plan as well as act as the EMO Coordinator for the City. The successful applicant was Randy Meginbir and he was to provide a minimum of 5 hours a week in fulfilling the tasks. Since that time Randy has developed a comprehensive plan and EMO manual as well as established an advanced Emergency Operations Centre and trained committee members. In the fall of 2018 Randy had advised City Council that he would be stepping down from the position due to other commitments, however, would be willing to help out until a replacement was found.
Our initial response was to once again advertise for the position as we had in 2014, to see if we could find a suitable candidate for the position, however at the same time we were also having discussions regrading regional cooperation and as a result I was asked to contact the City of Saskatoon about sharing resources or expertise in the EMO procedures with the City of Warman.
During these discussions with the City of Saskatoon we did find out through the Saskatoon North Communities Association (SNCA) that other communities were experiencing the same issues as Warman, so we also looked at the feasibility of some synergies there as well.
In April 2019 a meeting was held with the SNCA at which time the concept of a Regional Coordinator via the City of Saskatoon was discussed, and 8 to 10 communities were very interested in moving forward with the concept. On behalf of the SNAC group I commenced discussions with the City of Saskatoon and in October was advised that Saskatoon would be willing to provide a .6 position for regional EMO Coordinator activities for a fee of $45,000. This information was passed onto Rosthern CAO Nicole Lerat who then contacted all interested communities to discuss how the share of the cost would be split. A recommended cost share amount was determined and passed onto each community. Warman’s share was estimated to be $10,000 (a copy of the cost sharing is attached to this report).
Page 3 of 97 On November 25th I received an email from Pamela Goulden McLeod advising that the City of Saskatoon had approved hiring an EMO Coordinator for the City with a budget share to the region at .6 of the position. As well Ms. Goulden McLeod provided a copy of the job description Regional Resiliency Specialist (attached).
DISCUSSION With the above noted background and work complete to date our next step is to determine if the City of Warman wishes to proceed with entering into an agreement with the communities in the region interested in the EMO services from the City of Saskatoon at the estimated cost of $10,000. If the City is interested, we would then advise the SNCA committee that we are interested and to proceed in that fashion.
The City of Saskatoon has asked that they be advised as quickly as possible of those who will have a firm commitment to the concept as they would like to start advertising for the position prior to the new year.
I should also note that I have reached out to our present EMO Coordinator Randy Meginbir to determine if he is interested in continuing on with the position and at what fee he would require. Mr. Meginbir advised he has other commitments that he must attend to so will not be pursuing staying on, however he did advise that he would be willing to help out in a voluntary manner with the EMO and EOC.
OPTIONS
1. That council support the concept of a Regional EMO Coordinators and advise the SNCA and the City of Saskatoon of our endorsement. The cost is approximately $10,000 per year.
2. That Council direct administration to proceed with advertising locally for an EMO Coordinators position on a contract basis, and not proceed with the regional concept. The cost is undetermined at this time.
3. That Council direct administration to hire a staff member to preform the function within our own operations (new EMO Coordinator position or new Deputy Fire Chief position). The cost estimate to be approximately $70,000 per year.
RECOMMENDATION
That council support the concept of a Regional EMO Coordinators at a cost of approximately $10,000 per year and advise the SNCA and the City of Saskatoon of our endorsement.
Respectfully submitted,
Bob Smith City Manager
Page 4 of 97 Manager of Planning and Development and Bylaw Services Committee of the Whole Report December 9, 2019
Submitted by: Brad Toth
Due to the time of year not quite as much to report on as usual. I will be bringing a report on final building numbers for the 2019 year to the meeting in January.
A Regional Oversight Committee Meeting (ROC) meeting was held on November, 28, 2019. The group heard a presentation from SREDA regarding Project Ribbon, whereas we would look to service an industrial cluster with good access to be shovel ready for potential industrial developments. In addition, governance and structure of the committee and SREDA’s role were all discussed. The intent is to bring draft OCP early in the New Year to ROC with the intent to complete the Zoning Bylaw following that.
An open house was held for the Saskatoon Freeway project over two nights. The first night the open house was held at the Saskatoon Inn and had about 160 people attended, the second was the soccer center in the north end which had similar numbers attend. I attended the second open house and through discussions with Ministry representatives the response was generally positive. Further discussion was held at the 9th Steering Committee Meeting. I do not have further information on the break out of attendees (i.e. how many from Warman attended) but will attempt to get some further information for Council in the New Year. As always updates on the project can also be found at: https://saskatoonfreeway.org/
Planning and Development has heard some concern about the timing of the walk light going north south at the intersection of Central Street and Centennial Blvd. I have personally checked it and it’s a quick one but does meeting minimum standards. That being said when we get the new lights at Pebble Beach timed, we may look to increase the walk time by a few seconds at Central and Centennial.
Bylaw enforcement has continued working on bylaw infractions that come with winter conditions. Parking and snow removal continue to be issues they are dealing with. We have not had a large snowfall yet to contend with so we have for the most part been issuing warnings as a first infractions tickets as a second.
We have started to look into options related to animal control. Hoping a report can be brought to Council with further information in the New Year. Luckily, we were able to adopt out the last two remaining cats in our shelter, therefore we currently have no animals in the pound.
Respectfully submitted,
Brad Toth Planning and Development Manager
Page 5 of 97 Planning, Development and Bylaw Enforcement Managers’ Report Committee of the Whole Report December 9, 2019
Overview:
ENFORCEMENT PENALTIES WARNINGS WITHDRAWN Dogs 00 02 Cats 00 02 Parking 04 36 Nuisances 01 Noise 01
Total Complaints Investigated: 31 Total Informational Inquiries: 09
Number of Fines and Penalties Payable to the City of Warman for November in the amount of: $40.00 Fines: Year to date: $3810.00
Animal Control: Licenses Issued: 26 Animals Housed in Pound: 08 Animals Surrendered to SPCA: 00 Barking Dog Complaints: 02 Dog Bite Reports: 01 Missing Animals: Dogs 02 Cats 03
Comments: For the month of November, we have had 13 animal calls to deal with this month, we are still no longer allowed to take animals to SPCA we have been looking after the animals in the pound and we have adopted out all 8 cats that have been in our care for the better part of a month.
Patrols: Parks: 52 Parking: 52 Nuisances: 02 Comments: During the month of November Patrols have been made throughout the City we are patrolling. All streets and parks still seeing vehicles driving with undo care and attention around the city and in parking lots. We have been working with the RCMP.
Parking: Number of Tires Marked: 36 Number of Tickets Issued: 04 Number of Vehicles Towed: 00
Comments: Parking has been Steady. 04 parking violations were issued we have been educating the public in regards to our upcoming winter months. 2
Page 6 of 97 Planning, Development and Bylaw Enforcement Managers’ Report Committee of the Whole Report December 9, 2019
Fine Option Program: Number of People in Program 02 Comments: We have been using the fine option program for clean-up duties within the City Of Warman
Overall for November 2019: For the month of Nov. It has been very busy with all sorts of issues around Warman. The main issue is the animals in the pound we have been talking with neighboring communities about long term solutions, a report will be coming in the New Year. We have now adopted all of the cats we had in the pound over the month of November. Strategic Plan Update for 2019 Public Works Determine a new location for the future Public Works & Utilities Manager and Q2, Building and Public Works compound and facilities. Planning and Development Manager 2018 Grounds An RFP has been issued for facilities review, this should provide us with further information for City needs in terms of space for all departments. The closing date on the RFP is December 20, 2019. Recreational As MR2 will be the last city owned Recreation and Community Services Q1, Green Space property will be developed for parks. Manager and Planning and Development 2018 (passive and Plans and policies will be required for Manager active) ensuring passive and active parks are part of future private development. Work with developers on priorities to Deferred to 2019 ensure connectivity of parks, allocations to include school. The outcome to be a review and update of the existing Parks Dedicated Lands Policy. This will provide a clearer direction for developers and what the City’s expectations are so we are getting a good mix of linear, community and district parks. Capacity Conduct a capacity review of internal Planning Manager Q3, review City- facility and space inventory, RFP ISSUED on Sasktenders, closing date is 2019 owned requirements to meet future needs, and December 20. Facilities the priorities of the needs (e.g. City Hall, Public Works building). *
Central Create a central outdoor gathering Currently deferred until a suitable space Q2, Gathering place that includes cultural amenities. comes up. 2019 Place *
Regional Plan Expand active transportation (trails) Planning Manager Q3, for active within Warman (integrate with the P4G Following Strategic Planning Brad is to meet 2019 transportation Plan) in consultation with other with representatives from Martensville to (bike and partners.* determine if locations for future connections walking Trails) could be determined. 3
Page 7 of 97 Planning, Development and Bylaw Enforcement Managers’ Report Committee of the Whole Report December 9, 2019
4
Page 8 of 97 Finance Manager’s Report Committee of the Whole December 9th, 2019
Submitted by: Amanda Rosenthal-Hiebert Finance Manager
Finance Manager Comments:
The Finance and Administration department has had a busy fall preparing, compiling and presenting to Mayor and Council the 2020 Operating and Capital Budget. This budget will be presented for adoption at the next Regular Meeting of Council. With budget work complete, we can now turn our focus towards the City of Warman 2019 Audit.
Respectfully submitted,
Amanda Rosenthal-Hiebert Finance Manager
Page 9 of 97 Finance Manager’s Report Committee of the Whole December 9th, 2019
1. 2020 Operating and Capital Budget
As presented to Mayor and Council at the City of Warman’s Special Budget Meeting, please find attached a copy of the 2020 Operating and Capital Budgets (Appendix A, B & C). The 2020 City of Warman Budget includes an average municipal tax increase of 2.9%.
Administration notes that the Property Tax Bylaw will come forward once Administration receives final assessment figures from SAMA in the new year, along with confirmation of the 2020 Education mill rate.
Recommendation:
“That the 2020 budget consisting of:
$22,038,043 in operating revenue $17,389,910 of operating expenses $18,965,671 of capital expenditures $3,128,133 in transfers to allocated reserves $3,112,416 in transfers from allocated reserves
Be adopted by Council effective January 1, 2020 at the next Regular Meeting of Council.”
2. Tax Enforcement
Listed in Appendix D are properties for which Council had previously provided a resolution authorizing the treasurer to proceed with acquiring title. This previously provided resolution authorized Administration to serve the 6-month notice (Form C). At this time, Administration is requesting a resolution from Council to proceed to submit request for Consent (Form 5) to the Provincial Mediation Board (PMB) for the listed properties with arrears balances 6 months after having served form C.
Recommendation:
“That City Council approve the City Treasurer to proceed to acquire title on those properties listed in appendix D, at the next Regular Meeting of Council.”
Note that this listing will be updated for any payments received on the listed accounts before coming to Council.
Page 2
Page 10 of 97 Finance Manager’s Report Committee of the Whole December 9th, 2019
Strategic Plan Update for 2019
HR Policy Review and update current HR HR Manager or responsible Department Q2, 2018 Review and policies established by review Update The HR Generalist has reviewed the HR Policies, and prepared revisions to those requiring updates. The updated policies will be taken to the July 15 RMOC.
5 Year Utilizing anticipated community Finance Manager Q4, 2019 Capital Plan needs, wants and financial constraints, update and refine our Approved by Council current 5-year capital plan for extension to the years 2020-2024. This process will be updated annually.
Page 3
Page 11 of 97 2020 Operating Budget Summary
Revenue 2019 Budget 2020 Budget % Change Grants & Other Income 3,698,415 4,236,000 14.54% General Government 9,981,738 10,417,722 4.37% Protective Services 93,016 93,700 0.74% Transportation Services 1,000 1,000 0.00% Environment & Health 352,746 333,572 -5.44% Planning & Development 259,000 209,000 -19.31% Economic Development 25,000 20,000 -20.00% Recreation and Culture 1,672,172 1,690,549 1.10% Utilities 4,929,500 5,036,500 2.17% TOTAL REVENUE (SUB TOTAL) 21,012,587 22,038,043 4.88%
Expenses General Government 1,856,696 1,945,114 4.76% Protective Services 1,937,732 2,031,279 4.83% Transportation Services 3,576,770 3,688,402 3.12% Environment & Health 1,168,886 1,194,331 2.18% Planning & Development 669,994 567,972 -15.23% Economic Development 299,408 301,093 0.56% Recreation and Culture 4,603,193 4,775,642 3.75% Utilities 4,600,132 4,758,854 3.45% Loan principal pymts 1,051,767 1,062,587 1.03% Remove Amortization- 2,646,614 - 2,935,365 TOTAL EXPENSES (SUB TOTAL) 17,117,966 17,389,910 1.59%
TOTAL SURPLUS BEFORE TRANSFERS (TOTAL OF ABOVE) 3,894,621 4,648,133 19.35%
REQUIRED TRANSFERS TO RESERVE OSD Water Treatment/Expansion - - OSD Sewage Lagoon Works - - OSD Recreation - - OSD Arterial Roads - - OSD District Park - - Cemetery Reserve (Perpetual Fees) 9,000 4,500 Total Required Transfers to Reserves 9,000 - 4,500 -100.00%
OPERATING SURPLUS AFTER REQUIRED TRANSFERS 3,885,621 4,643,633 19.51%
DISCRETIONARY TRANSFERS TO RESERVE - - Fire Reserve 205,000 138,864 Equipment Reserve 250,000 - Regional RCMP Reserve 250,000 150,000 Aquatic Reserve 100,000 100,000 Contingency Reserve - - Asset Management Reserve - Utility Capital Reserve 884,512 950,706 Recreation Reserve 495,436 Transportation Reserve 1,193,585 Future Capital Expenditures Reserve 672,110 95,042 Total Disretionary Transfers to Reserves 2,361,621 3,123,633 32.27%
OPERATING SURPLUS AFTER ALL RESERVE TRANSFERS 1,518,000 1,520,000
TRANSFERS TO FUND CAPITAL PURCHASES 1,518,000 1,520,000 0.13%
FINAL SURPLUS AFTER TRANSFERS - -
Mayor Signature City Manager Signature
Page 12 of 97 Page 13 of 97 2020 Capital Budget Summary
Expenses 2019 Budget 2020 Budget % Change General Government 400,000 30,000 -92.50% Protective Services 25,000 350,000 1300.00% Transportation Infrastructure Services 200,000 97,671 -51.16% Public Works Equipment 29,600 218,000 636.49% Utilities: Sewer & Water 2,700,000 18,100,000 570.37% Recreation and Culture 8,489,000 170,000 -98.00% TOTAL EXPENSES (SUB TOTAL) 11,843,600 18,965,671 60.13%
FUNDED THROUGH CURRENT OPERATIONS 1,518,000 1,520,000 0.13% FUNDED THROUGH OTHER SOURCES 8,061,000 14,333,255 77.81%
REQUIRED TRANSFERS FROM RESERVE Sewage Lagoon Reserve - 2,246,745 Water Treatment/Expansion Reserve - - Park Development Reserve 396,000 - -100.00% Recreation Reserve 1,739,000 135,000 -92.24% Arterial Street Reserve - 97,671 Fire Reserve 25,000 350,000 1300.00% Capital Reserve - - Equipment Reserve 54,600 283,000 418.32% Asset Management Reserve 50,000 - -100.00% Utility Capital Reserve - - TOTAL TRANSFERS FROM RESERVES 2,264,600 3,112,416 37.44%
CAPITAL BUDGET SURPLUS AFTER TRANSFERS - - -
Mayor Signature City Manager Signature
Page 14 of 97 $$ Change - 2019 greater (less) than 2018 (370,000) 325,000 (102,329) 188,400 15,400,000 (8,319,000) 7,122,071
2,000 6,272,255
- - 2,246,745 - (396,000) (1,604,000) 97,671 325,000 - 228,400
847,816 -
Page 15 of 97 2020 Capital Budget Page 16 of 97
2020 Capital Budget.xlsx ESTIMATED SOURCES OF FINANCING Expenditure $ Estimated $ Long Term $ Current Wastewater Water Parks Recreation Street Fire Aquatic RCMP Bldg Capital Contingency Equipment Cemetery Asset Management EMO Centre Utility $ Provincial $ Federal Reserve Year Description of Project Code Project Cost Borrowing Operations Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Reserve Assistance Assistance Balance
Reserve Balance $ 2,246,745 $ 746,764 $ 51,053 $ 314,583 $ 3,729,901 $ 303,855 $ 600,000 $ 1,250,000 $ 400,000 $ 509,286 605,846 $ 30,600 $ 233,300 $ - $ 218,946 11,240,879 Estimated Reserve Transfers In $ 205,000 $ 100,000 $ 250,000 $ 100,000 250,000 $ - $ - $ 1,520,000
Borrowing/Lending to a different reserve $ - $ - Code 21 Codes 25-27(specify) Code 23 Code 23 Code 23 Code 23 Code 24 Codes 01-09 (specify) Codes 11-13 (specify) 2020 Water Tender 16 PS 350,000 350,000 2020 Server & OS Upgrades and Install GG 30,000 30,000
2020 Skid Steer (Replaces 2009) PW-Equip 78,000 78,000 2020 Mini Excavator 60G PW-Equip 115,000 115,000 2020 Heavy Duty Trailer(Triple Axle) PW-Equip 25,000 25,000
2020 Lagoon Project SEWER 18,100,000 1,030,525 1,520,000 2,246,745 6,032,730 7,270,000
2020 Legends Centre - Water Heater Replacement (2) R&C 45,000 45,000 2020 Legends Centre - Comp/Motor Replacement R&C 30,000 30,000 2020 BKC - Stage Drapery R&C 40,000 40,000 2020 Diamond Arena - Compressor R&C 20,000 20,000 2020 Equipment- 1994 Riding Mower Replacement R&C 35,000 35,000
2020 384 Regional Paving TS-INF 97,671 97,671
Total 18,965,671 1,030,525 1,520,000 2,246,745 - - 135,000 97,671 350,000 - - - - 283,000 - - - - 6,032,730 7,270,000 Reserve Balance - 746,764 51,053 179,583 3,632,230 158,855 700,000 1,500,000 500,000 509,286 572,846 30,600 233,300 - 218,946 9,033,463
Mayor Signature City Manager Signature Page 17 of 97
2020 Capital Budget.xlsx Tax Enforcement List for Submitting Request for Consent to PMB
Roll # Legal Address 2017 & Prior 2018 2019 Total 495014150-01 Lots 4-6 Block 29 Plan F4026 $ 2,985.86 $ 3,011.48 $ 2,409.13 $ 8,406.47 494702300-01 Lot 55 Block 54 Plan 101954763 $ 1,107.66 $ 4,760.16 $ 4,004.34 $ 9,872.16 484817100-01 Lot 3 Block 5 Plan 101957115 $ 3,025.85 $ 3,672.10 $ 6,697.95 494915000-01 Lot 6 Block 47 Plan 81S10277 $ 7,440.75 $ 3,256.17 $ 2,982.18 $ 13,679.10 505037400-01 Lot 5 Block 27 Plan 89S10776 $ - $ 1,532.99 $ 2,895.88 $ 4,428.87 494600050-01 Lot 11 Block 7 Plan 102036350 $ 7,572.70 $ 6,826.20 $ 6,225.01 $ 20,623.91 494611900-01 Lot 12 Block 9 Plan 102073384 $ 2,850.00 $ 3,365.68 $ 6,215.68 494617122-01 Lot Unit 22 Plan 102159817$ 4,048.93 $ 3,777.47 $ 3,481.27 $ 11,307.67 494812200-01 Lot 26 Block 9 Plan 101893541 $ 1,099.15 $ 4,624.36 $ 5,723.51 494823200-01 Lot 5 Block 10 Plan 101846358 $ 4,980.73 $ 4,526.49 $ 4,154.58 $ 13,661.80 494922600-01 Lot 13 Block 51 Plan 98SA31580 Ext 5 $ 3,819.73 $ 3,484.36 $ 3,217.49 $ 10,521.58 495002800-01 Lot 25 Block 2 Plan G3079 $ 3,512.18 $ 3,283.52 $ 3,036.73 $ 9,832.43 505006350-01 Lot 18&19 Block 7 Plan G669&101653635 Ext 0&4 $ 2,562.87 $ 2,344.02 $ 4,906.89 505017550-01 Lot 21&22 Block 11 Plan G4165 $ 2,241.57 $ 3,140.02 $ 2,863.45 $ 8,245.04 505017800-01 Lot 26to28 Block 11 Plan G4165 $ 3,995.30 $ 3,746.59 $ 3,365.13 $ 11,107.02
$ 145,230.08 Page 18 of 97 City Clerk Committee of the Whole December 9th, 2019 Submitted by: Dawn Johnson City Clerk
Hello Mayor and Council,
The City Photographer contract will be expiring at the end of this month. I have reached out to Parks and Recreation to get their feedback on working with a City Photgrapher.
“I would prefer to keep the City Photographer – I can’t get to the weekend events all the time and Coralie is to busy running the events to take photos.
For general photos she takes way better ones and edits them better than I can take them. I do take the occasional photo of my own but its never as nice as she blurs out backgrounds and takes out people etc.
Honestly Chantelle has been great to work with she can accommodate almost any requests I have had of her and is available daytimes and evenings and weekends. If we could just look at extending her contract for another 2 years if she wanted, I would love that vs going to another RFP.
I use lots of photos she takes for the Guide to Warman, Leisure Guide, online Social Media, other random publications. It has definitely been an asset to having a City Photographer as the photos we have year to year have increased and we have a good collection. Years prior to this they were few and far between on what we actually had pictures of.
Just my preference as I know it has tremendously helped me out with all of my publications! Looks so much better with local photos rather than stock photos off the internet.”
Heather Chatfield.
Taking that in to consideration, I reached out to Chantelle to see if she would be interested in renewing and unfortunately due to recent personal changes, she declined but was very appreciative of the opportunity.
I am including the 2018 cost break down as well as the to date 2019 cost break down for the City Photographer (Appendix A) as well as the updated RFP (Appendix B).
At this time, I am looking for council’s direction as to whether we continue with the RFP for a City Photographer, or consider other alternatives such as staff taking pictures of events or hiring a photographer as needed.
Respectfully submitted, Dawn Johnson City Clerk
Page 19 of 97 2018 Vendor ID Vendor Name Due Date Invoice # Amount Description
ZER03 Zerr Photography 4/27/2018 1091 100.00 Business Breakfast
ZER03 Zerr Photography 5/22/2018 1096 55.50 Photographer -Open House
ZER03 Zerr Photography 6/4/2018 1098 111.00 Photo Session for Parks Event
ZER03 Zerr Photography 6/14/2018 1100 111.00 Park Photo's
ZER03 Zerr Photography 6/19/2018 1102 111.00 BBQ Photo-City Staff
ZER03 Zerr Photography 7/4/2018 1107 721.50 Canada Day Photo's
ZER03 Zerr Photography 7/17/2018 1110 111.00 Leisure Guide Images
ZER03 Zerr Photography 9/1/2018 1109 55.50 Leisure Guide Pictures
ZER03 Zerr Photography 9/2/2018 1119 166.50 Campground Photos
ZER03 Zerr Photography 9/23/2018 1128 277.50 SREDA Photo's
ZER03 Zerr Photography 9/25/2018 1132 55.50 SJHL Photo Shoot - LC
ZER03 Zerr Photography 10/15/2018 1138 111.00 Park Naming Photo's
ZER03 Zerr Photography 11/13/2018 1142 55.50 Various Photo Shoot - LC
ZER03 Zerr Photography 11/13/2018 1143 83.25 Frosty Freeze Photo Shoot - LC
ZER03 Zerr Photography 11/14/2018 1146 194.25 Remembrance Day Photos-LC
ZER03 Zerr Photography 11/19/2018 1150 83.25 Photos Craft & Bake Sale - LC
ZER03 Zerr Photography 11/28/2018 1154 111.00 Council Xmas Photo
ZER03 Zerr Photography 12/4/2018 1157 111.00 Black & White Gala Photos
ZER03 Zerr Photography 12/4/2018 1158 777.00 Candy Cane Ball Photos - LC
ZER03 Zerr Photography 12/16/2018 1159 138.75 Staff Christmas party pics
Total Paid in 2018 $ 3,541.00
Legends $ 2,747.25
Council $ 516.25
Ec Dev $ 277.50
$ 3,541.00
Page 20 of 97 2019
Vendor ID Vendor Name Due Date Invoice # Amount Description
ZER03 Zerr Photography 1/4/2019 1161 55.50 Winter shots - LC
ZER03 Zerr Photography 1/7/2019 1162 83.25 Senior's Fitness Class Photos
ZER03 Zerr Photography 1/11/2019 1163 55.50 Kickboxing photo shoot - LC
ZER03 Zerr Photography 1/18/2019 1164 111.00 EOC Headshots
ZER03 Zerr Photography 2/9/2019 1165 55.50 Zumba class photo shoot
ZER03 Zerr Photography 2/10/2019 1167 55.50 Photos/Volleyball Tourn - LC
ZER03 Zerr Photography 3/6/2019 1168 166.50 Performing Arts Night photos
ZER03 Zerr Photography 3/13/2019 1171 111.00 Photo shoot - skiing - LC
ZER03 Zerr Photography 3/14/2019 1172 83.25 Winter photo shoot - LC
ZER03 Zerr Photography 3/25/2019 1173 55.50 Carnival photo shoot - LC
ZER03 Zerr Photography 4/12/2019 1175 83.25 Volunteer Appr Photos - LC
ZER03 Zerr Photography 5/14/2019 1179 83.25 Open House Photos - CH
ZER03 Zerr Photography 6/13/2019 1180 55.50 Photo Shoot - Staff BBQ - CH
ZER03 Zerr Photography 7/3/2019 1182 55.50 Canada Day Photo Session
ZER03 Zerr Photography 8/14/2019 1194 55.50 Comm Garden Photo Session
ZER03 Zerr Photography 9/26/2019 1198 83.25 Advertising Event Photos - LC
ZER03 Zerr Photography 9/28/2019 1199 222.00 Advertising Event Photos - LC
ZER03 Zerr Photography 10/22/2019 1202 83.25 Photo Session - WOBE
ZER03 Zerr Photography 11/4/2019 1207 166.50 Photos/Kids Movement - LC
ZER03 Zerr Photography 11/11/2019 1208 194.25 Remembrance Day Photos - LC
Total Paid in 2019 $ 1,914.75
Legends $ 1,581.75
Council $ 138.75
Ec Dev $ 83.25
EOC $ 111.00
$ 1,914.75
Page 21 of 97 REQUEST FOR PROPOSALS
The following Request for Proposals is being issued to obtain professional photography services for the City of Warman.
The objective of this proposal is to select the most qualified photographer to fulfill this request.
PLEASE NOTE: The City of Warman reserves the right to cancel this Request for Proposals for any reason, without any liability.
All quotes will remain confidential, subject to The Freedom of Information and Protection of Privacy Act.
BACKGROUND The City of Warman continues to grow and evolve. As the community change’s it is important to capture the moments and events that have defined the City over the years. To best achieve this, the City is looking to hire the services of a professional photographer.
We have many studios and professional photographers within the City of Warman and want to ensure that we are supporting local businesses within our city.
The request for proposals has been forwarded to individual studios and photographers who possess a valid City of Warman Business License. The document will also be made available on the City of Warman website and the City of Warman Facebook page.
PURPOSE: The purpose of this RFP is to designate a photographer to work with the City of Warman to do Mayor and Council photographs, staff photos as well as promotional photographs which may be used on our website, on our Facebook page or on marketing materials.
The other specific purpose for this RFP is to obtain a designated photographer to capture special events which are offered by and throughout the City of Warman. Many of the photos will be used in communication and marketing materials for the City.
The professional photographer we select must: a) Have a valid business license with the City of Warman; b) Be prepared to attend a variety of events, throughout the year, to provide photos highlighting or capturing this event for the City of Warman; c) Coordinate and work with the designated contact to arrange, schedule and discuss upcoming events; d) Provide to the City of Warman all event photos within a 2 week time period following the event;
Page 22 of 97 City of Warman Request for Proposals December 2019
The list below is a general list of photo images. A more detailed “Draft” Event listing appears on page 4 of this Request for Proposals.
a) Individual headshots of Mayor and Council; These will be taken immediately following the municipal election and if a by-election should occur.
b) Group photographs of Mayor and Council; These will be taken immediately following the municipal election and if a by-election should occur.
c) Individual headshots of all Department Managers: These will be taken immediately following the municipal election otherwise these are done on an “as needed” basis.
d) Individual headshots of individual staff members requiring photo identification; These will be taken immediately following the municipal election otherwise these are done on an “as needed” basis.
e) Sports and recreation activities; f) City buildings; g) Parks and green spaces; h) Residents participating in activities, and i) Other events as required.
PROJECT DELIVERABLES The following project deliverables will be used to assess the completion of the contract.
A complete list of high resolution photos provided to the City of Warman. A hard copy of all the photos in JPEG file format must be submitted with the rights of ownership to the City of Warman, including obtained group and individual permission for photos that include people.
BUDGET The proposed user fees should reflect all project costs, including deliverables. All fees must be included in the original proposal in Canadian dollars.
The project will commence after the contract is awarded following a preliminary meeting with the lead on the project from the City of Warman.
Page 23 of 97 City of Warman Request for Proposals December 2019
CONTRACT TIMEFRAME The photography contract will be in effect from the contract authorization/signature approval date to the end of a two (2) year term being December 31, 2021.
The City of Warman reserves the right to cancel this agreement at any time with thirty (30) days written notice to the contracted party.
APPROXIMATE TIMELINE
The approximate proposal, award and implementation timeline is as follows:
Activity Timeline Issuance of RFP *** December 16, 2019 Close of RFP January 15, 2020 Shortlist of Proposals January 20, 2020 Awarding of contract February 3 ,2020 Completion of Tender December 31, 2021
PLEASE NOTE *** Photographers and photography studios holding a valid business license with the City of Warman will be considered. Submissions will be considered for the Photography services and the Special Projects separately.
Submissions can be dropped off in person at City Hall in Warman or mailed to the following address:
ATTENTION: Photography RFP Submissions
City of Warman Box 340 107 Central St W WARMAN SK S0K 4S0
Page 24 of 97 City of Warman Request for Proposals December 2019
DRAFT EVENT LISTING
PLEASE NOTE: This is not a final list and events may be added or deleted at the discretion of the City of Warman.
Recreation and Community Services – Event Listing
Contact – Heather Chatfield
Drive In Movie – June 2
Culture Days – Sept 28-30 (only have to attend one of those days)
Frosty Freeze Run – November 3
Prairie Oasis Park Campground – July or August
Lions Park Campground – July or August
Midway
Other various Park Stock Photos during both summer and winter months
Registered Fitness, Children’s Programs or Drop-In Events (1 or 2) – Flexible in when this happens during the year
Summer Fun Program – July or August
Brian King Centre Photos – To highlight 2-3 wedding set-ups or other event set-ups (would be typically a Friday evening or Saturday morning picture) – flexible on dates/time
Legends Centre Event Photos – ONLY 1 or 2 bigger events such as – Warman Community Association Craft and Bake Sale (November), Hockey Tournament (November – March), Blades Exhibition Game (September) or SJHL Showcase (September), Sask Volleyball Tournaments (January – April).
CITY HALL – Event Listing
Contact – Dawn Johnson City Clerk
April Volunteer Appreciation
May Warman Open House – Brian King Centre
June Warman Diamond Rodeo & Parade
June City of Warman Staff BBQ
October Household hazardous Waste Day
November Remembrance Day Service at the Legends Centre
December Annual Christmas Dinner with Mayor Council and City of Warman Staff (Service Awards) Page 25 of 97 City of Warman Request for Proposals December 2019
ECONOMIC DEVELOPMENT – Event Listing
Contact – Josh Welz, Economic Development Officer
Spring/Fall bi-annual business breakfasts (Dates TBD)
SREDA Regional Run
WOBE: October 3rd weekend
Page 26 of 97 City of Warman Request for Proposals December 2019
PHOTOGRAPHY BID FORM
Event Type Term Per Hour Per Event Charge Charge Event Pictures Examples: Warman Open House, March 2018 to Remembrance Day services and Warman December 2019 Diamond Rodeo Parade Location Pictures Examples: photos taken in and around March 2018 to the City of Warman for historical and December 2019 promotional purposes Specific Photo Shoots Example: group photos of City of Warman March 2018 to staff at Summer BBQ and Christmas Lunch December 2019 event Headshots These will be done immediately following March 2018 to a municipal election or by-election or December 2019 upon special request by the City of Warman.
Page 27 of 97 City of Warman Request for Proposals December 2019
SPECIAL PROJECTS
Please carefully read below noted information prior to tendering on the Special Projects.
The City of Warman provide photo booths at Canada Day and the Candy Cane Ball. The photographer is in attendance and at the photo booth for the entire day of the event.
The City of Warman understands that all photography businesses will not be interested in these types of projects and will not necessarily be interested in tendering on the below noted events.
The City of Warman does not expect anyone to invest or purchase equipment in order to entertain providing this service. If bidding on the “Special Projects” it is with the understanding that the photographer has these tools in place. The City of Warman will not be purchasing or supplying any of the required equipment, backdrops or lighting of any kind to fulfill the below “Special Projects”.
SPECIAL PROJECTS Per Hour Charge Per Event Charge Canada Day Photo Booth
Candy Cane Ball - Photos with Santa Note: Photographer supplies photo to family at their cost
Recommendation:
“That Council approve the Request for Proposals for photography services as presented.”
Page 28 of 97 Public Works and Utilities Managers’ Report Regular Meeting of Committee of the Whole December 9th, 2019
Submitted by: Jason Wiebe Public Works and Utilities Manager
Public Works and Utilities Manager Comments:
It’s amazing how things can change from one month to the next, but most of the snow accumulated since October, melted by the end of November and filled our retention ponds. Public Works staff have done a commendable job of maintaining our roads throughout the inclement weather.
Utilities staff kept busy with daily duties including water sampling, lift/water plant checks and work orders.
Respectfully submitted,
Jason Wiebe Public Works and Utilities Manager
Page 29 of 97 Public Works and Utilities Managers’ Report Regular Meeting of Committee of the Whole December 9th, 2019
Utilities Department:
Meter reads went well and Utilities staff changed a few heads that were not reading. Out of approximately 4000 meter heads we have, there’s always a few each month that require replacing, but it will always be to the homeowners benefit. These are usually covered by a 10 warranty, but if the meter head is older than 10 years, there is a prorated discount for replacement purchase.
Annual inspections and recertification of the Self-Retracting Lifelines, harnesses and lanyards are in the process of being completed. The Self-Retracting Lifelines have been inspected by SPI, while the harness and lanyards have been done by Levitt-Safety.
Kent Bosch’s application for transfer to the OCB (Operator Certification Board) was accepted, and he is now a certified Saskatchewan Class 1 Operator for Water Distribution and Wastewater Collection. Kent challenged his Class 1 Wastewater Treatment on Dec 3.
A SeeSnake camera/monitor was ordered for the Utilities department. This will be beneficial and cost effective for the Public Works department when inspections of sewer services or storm lines are required. If we have a problem with a damaged line, we can inspect prior to excavation in order to determine the extent of the damage, or approximate location.
Transportation Department:
The blue/amber led light installs are complete on several pieces of equipment as mentioned in Octobers report. This will improve the visibility and safety of our equipment working on city streets. Lights were installed with the option of changing to blue, blue/amber during the winter months, and amber during summer.
2
Page 30 of 97 Public Works and Utilities Managers’ Report Regular Meeting of Committee of the Whole December 9th, 2019
Transportation continued:
Christmas lights were installed mid-November to prepare for the festive season.
Transportation staff continued replacing street signs around Warman as the older ones were quite faded and not very legible.
A new Econolite Control Box was installed at Centennial Blvd and Central St by GTD Technical Services Ltd. Since installation, there have been no issues with traffic lights at this intersection.
Storm Sewer System Maintenance:
In preparation for winter, we’d pumped down the storm retention ponds throughout the City of Warman, in order to have sufficient storage for spring runoff. Due to the snow/rain we received, and the warmer temperatures, holding ponds were filled once again. Staff pumped storm water from most retention ponds from November 19th through to the 21st. Once pumping was complete, we again drained the force mains to prevent frozen lines.
Strategic Plan Update 2019 Public Works and Utilities Manager
Wastewater Lift Commence upgrades to Lift Public Works & Utilities Manager Q2, 2019 Station Stations as established by review Spray Park drain in Lions Park was in 2018 rerouted too Storm Sewer from Sanitary. Will continue to monitor Lifts #1 and #3 until funds become available. Wastewater Develop a direction for where Public Works & Utilities Manager Q2, 2019 Treatment the City will be going with Plan will be to construct aeration system Facility Wastewater treatment in the in secondary cell in 2019. future (own, regional etc.). * RFP for Consulting Engineering Services was opened Nov 12, 2019.
3
Page 31 of 97 Recreation and Community Services Manager’s Report Committee of the Whole December 9, 2019
Submitted by: Paul McGonigal Recreation and Community Services Manager
Recreation and Community Services Manager Comments:
This report provides an overview of what has taken place within the Recreation and Community Services Department for the partial months of November and December 2019.
The Department Staff have been working diligently on preparing the winter outdoor facilities. The mild weather has created less than perfect ice making conditions, but the latest report is that all of the skating areas will be open within the week.
With some assistance from Mother Nature in the form of snow, we will be ready to create the cross- country ski trails in Lions Park. The change over of the equipment has been completes and all required pieces of equipment are ready when the conditions are favorable.
The Warman Fire Department tested the ice thickness in all of the ponds in our parks system and as of Wednesday, December 3rd, ice thickness was reported as being 9 inches thick on all ponds. On December 4th, postings on social media informed the public of the ice conditions and the signs at each pond were covered.
Respectfully submitted,
Paul McGonigal Recreation and Community Services Manager
Page 32 of 97 Legends Centre: Legends Arena: The Department is having issues with the batteries of the floor scrubbers at the Legends Arena and Gymnasium. Batteries have been ordered to repair the pieces of equipment and get them back into service.
At the request of PSSD and the WCMS, the Department has supported their decision to ban a young patron from the Legends Centre and Community Library until further notice. This is the same individual that was banned from the facilities earlier in 2019.
Parks and Sport Fields Danger Thin Ice Signs: The “Danger Thin Ice Signs” were covered on December 4th after the Warman Fire Department tested ice thickness on December 3rd. As per the report provided by the Warman Fire Department, all ponds had an ice thickness of 9 inches.
The outdoor skating areas are nearing completion. The mild weather prevented staff from developing ice, but they have been flooding early mornings and later evenings in an attempt to create the ice. Reports from the staff indicate that the skating areas will be completed within the next week in the following order: RJ Gidluck Park, Prairie Oasis Park and Lions Park.
The staff have prepared the equipment to make the cross-country ski trails. There currently isn’t enough snow to make and maintain the trails, but once the snow falls, we will immediately start the process of developing trails through Lions Park.
Community Library Public Library Board Meeting Reports: Library Reports: Library 2 Go Stats - 2019 October Please refer to Appendix A
Circulation Stats – 2019 October Please refer to Appendix B
Programming Report – 2019 October Please refer to Appendix C
Meeting Agenda – 2019 November Please refer to Appendix D
Donation Request: The Department has not received a request for a donation during this report period:
Special Event Liquor Permit Request: The Department has not received a request for a liquor permit during this report period:
Page 33 of 97 Programming Report: Remembrance Day The 2019 service was the largest to date, with attendance exceeding 1000 people. The colour party had approximately 175 people in it and included a pipes and drums band, 38th Engineering Unit and 4 different cadet organizations. We have not received the final invoices yet, therefore a financial report is not yet available.
Revenue: City Budget: $2,305.12 TOTAL REVENUE $2,305.12
Expenditures: Tim Hortons: $ 950.00 Hub City $ 830.84 Audio & Visual $ 1,184.93 Raphael Mercier $ 100.00 Barrie Redford $ 50.00 TOTAL EXPENSES $2,305.12 Total Profit/Loss: $ 0.00
Santa Day Our annual Santa Day saw approximately 380 children, plus parents and family members come through the door. The vendor area, preselection of Santa time and an entertainment stage this year seemed to be a nice addition. The day begins with the Staff Kids Christmas Party in the morning, with a fun filled afternoon of sleigh rides, a story by Mayor Spence, entertainment by Sprinkles the Clown, hot chocolate and of course a visit from Santa. I don’t yet have all the bills from the Staff Christmas Event, but will follow up with that report in January.
Revenue: Ticket Sales: $ 1,930.00 Secret Santa Shop: $ 700.00 Vendors: $ 1,230.00 Sponsors: $ 750.00 TOTAL REVENUE $ 4,610.00
Expenditures: Craft Supplies: $ 761.99 Treat Bags $ 357.40 Décor $ 60.00 Hot Chocolate Bar $ 74.00 Entertainment $ 300.00 Sleigh Rides $ 635.25 Curtaining & Décor $ 1,789.82 Photos with Santa $ 583.00 TOTAL EXPENSES $ 4,561.46 Total Profit/Loss: $ 48.54
Page 34 of 97 Programs & Events: Legends Centre Arena: December 6/7, 2019: Pee Wee C Hockey Tournament December 13/14/15, 2019: Pee Wee B Hockey Tournament December 14, 2019: Atom C Hockey Tournament December 27, 2019: Warman Home Centre Free Public Skating December 28, 2019: Kyle Syrenne Memorial Game December 29, 2020: Junior Pats Camp January 3/4/5, 2020: Atom B Hockey Tournament January 2/3, 2020: FSIN Team SK Camp January 5, 2020: Atom B Hockey Tournament January 11/12, 2020: Midget A Hockey Tournament January 17/18/19, 2020: Female Pee Wee B Hockey Tournament January 24/25/26, 2020: Novice B Hockey Tournament February 28/29/1, 2020: Atom A Hockey Tournament
Diamond Rodeo Arena: December 6/7, 2019: Pee Wee C Hockey Tournament December 13/14/15, 2019: Pee Wee B Hockey Tournament December 14, 2019: Atom C Hockey Tournament January 3/4, 2020: Atom B Hockey Tournament January 12, 2020: WOSC Regional Fun Fest Competition January 25, 2020: Novice B Hockey Tournament February 1, 2020: Novice D Hockey Tournament February 8, 2020: Novice C Hockey Tournament February 29, 2020: Atom A Hockey Tournament
Legends Centre Board Rooms & Multi-purpose Rooms December 7, 2019: Private Christmas Party December 8, 2019: Warman Minor Hockey Meeting December 11, 2019: Twin City Softball December 14, 2019: Private Tradeshow January 12, 2020: WMHA Meeting January 14, 2020: Warman Community Association Meeting January 15, 2020: Warman Housing Authority Meeting January 21, 2020: Valley Soccer Association Meeting February 9, 2020: WMHA Meeting February 11, 2020: Warman Community Association Meeting February 19, 2020: Warman Housing Authority Meeting February 23, 2020: Fire Arm Safety Course February 23, 2020: PAL Certification Course February 25/26, 2020: Fire Arm Safety/PAL Course February 28, 2020: PSSD SERT/LF Meeting
Legends Centre Gymnasium: December 8, 2019: Saskatoon Adult Volleyball League December 15, 2019: Saskatoon Adult Volleyball League
Page 35 of 97 December 28/29, 2019: Junior Pats Camp January 5, 2020: Rise Basketball Practice January 5, 2020: Saskatoon Adult Volleyball League January 11, 2020: Youth Volleyball Tournament January 17/18, 2020: WHS Wrestling Tournament January 25/26, 2020: Sask Volleyball Tournament February 1/2 2020: Sask Volleyball Tournament February 8/9, 2020: Sask Volleyball Tournament February 22/23, 2020: Sask Volleyball Tournament February 29/1, 2020: Sask Volleyball Tournament
Brian King Centre: December 12, 2019: Grad Banquet – Parent Meeting December 14, 2019: Private Function December 15, 2019: RCMP Special Event December 20, 2019: Warman Ultimate Cheerleading Fundraiser December 27/28/29, 2019: Wedding January 24/25/26, 2020: Wedding February 1, 2020: Saskatchewan Rowing Association Banquet February 2, 2020: Super Bowl Party February 8, 2020: Martensville & District Kinettes February 13, 2020: PSSD Wine & Cheese February 14, 2020: Warman Mennonite Special Care Home Social Event February 22, 2020: North Sask Martial Arts Tournament February 29, 2020: Sonia’s School of Ukrainian Dance
School Gymnasiums & Theatre: December 12, 2019: Holy Trinity Christmas Concert December 13/14, 2019: Basketball Tournament @ WHS December 17/19, 2019: WES Christmas Concert January 17/18, 2020: WHS Sr. Girls Basketball Tournament February 8, 2020: JCVC U15M Rage Tournament @ WHS February 29, 2020: Warman Co-Ed Volleyball Tournament
Page 36 of 97 2019 Library2Go Statistics for Wheatland Regional Library
Month Total eBooks Audiobooks New Patrons Unique Patrons Checkouts Registered with Checkouts *
January 9590 6555 3035 119 1471 February 8656 6087 2569 74 1426 March 8913 6050 2863 74 1429 April 8780 5925 2855 78 1459 May 8663 5540 3123 77 1448 June 8776 5765 3011 72 1486 July 9268 6272 2996 88 1509 August 9393 6183 3210 87 1508 September 9244 6064 3180 106 1609 October 9415 6143 3272 93 1605 November December TOTALS 90698 60584 30114 868
* Number of patrons using Library2Go each month
2018 Library2Go Statistics for Wheatland Regional Library
Month Total eBooks Audiobooks New Patrons Unique Patrons Checkouts Registered with Checkouts *
January 8750 6289 2461 149 1563 February 7816 5530 2286 120 1556 March 8532 6074 2458 115 1507 April 7953 5624 2329 86 1388 May 7912 5536 2376 74 1264 June 7463 5150 2313 79 1250 July 8474 6011 2463 112 1337 August 8690 6022 2668 95 1352 September 8007 5426 2581 94 1330 October 8262 5538 2724 109 1371 November 8223 5780 2443 105 1422 December 8127 5772 2355 77 1359 TOTALS 98209 68752 29457 1215 16699
Page 37 of 97 CIRCULATION ACTIVITY by BRANCH (October 2019) Regular Total In Person In Person Transacting Check-ins Holds Filled Internet Checkouts Renewals Renewals Holds Placed Aberdeen 440 81 20 476 0 136 0 Allan 178 68 11 148 8 104 8 Beechy 647 158 119 795 0 303 0 Biggar 916 240 94 1342 34 448 15 Bruno 731 369 223 645 22 352 25 Coleville 38 6 6 28 0 3 0 Colonsay 331 150 28 334 7 153 47 Conquest 113 32 12 91 0 17 2 Dalmeny 1006 441 25 1196 25 468 4 Delisle 1011 613 63 1128 26 552 10 Dinsmore 278 31 11 287 4 135 75 Dodsland 78 14 7 88 0 1 22 Drake 101 52 38 103 16 61 0 Dundurn 426 128 15 395 2 135 13 Eatonia 381 279 207 509 16 114 7 Elrose 513 126 67 514 0 188 4 Eston 1993 505 174 2043 2 504 30 Hague 584 192 13 546 7 304 20 Hanley 395 104 33 416 0 213 6 Kenaston 648 487 435 801 146 205 7 Kerrobert 323 68 18 276 7 122 7 Kindersley 1934 671 321 1885 255 894 80 Kyle 293 70 20 287 10 95 72 Landis 145 27 21 173 6 93 0 Langham 407 108 49 422 10 82 0 Lanigan 1595 757 619 1497 94 410 17 Lucky Lake 321 82 22 838 41 133 4 Luseland 480 170 80 507 8 316 0 Martensville 4766 1617 250 5330 301 1387 131 Milden 193 86 42 198 1 83 0 Nokomis 495 50 14 442 0 159 13 Osler 731 270 54 961 0 384 0 Outlook 969 348 52 1024 0 404 84 Perdue 423 214 199 589 19 275 11 Plenty 561 99 41 529 73 103 12 Rosetown 1710 497 321 1791 956 697 189 Rosthern 1328 451 127 1512 0 692 93 Stranraer 52 36 35 52 6 15 Not Applicable Unity 1359 510 154 1220 34 716 79 Viscount 39 11 9 49 7 10 0 Waldheim 1412 908 172 1914 0 670 107 Warman 3942 1300 243 4438 9 1376 117 Watrous 1560 548 53 1577 2 711 48 Wilkie 1383 419 153 1488 110 655 13 Young 307 113 59 364 8 208 19 Agency Total 37536 13506 4729 41248 2272 15086 1391
Page 38 of 97 2019 Oct Programming Summary Programs Held Total Attendance BRANCH 281 4324 Aberdeen 15 197 Allan 4 14 Nothing to Beechy Report Biggar 29 186 Bruno 8 96 Nothing to Coleville Report Colonsay 2 26 Nothing to Conquest Report Dalmeny 5 65 Delisle 1 21 Dinsmore 5 19 Dodsland 3 10 Drake 4 46 Dundurn 3 50 Eatonia 8 58 Elrose 5 91 Eston 9 375 Hague 1 15 Nothing to Hanley Report Kenaston 1 47 Nothing to Kerrobert Report Kindersley 4 43 Kyle 3 19 Landis 2 11 Nothing to Langham Report Lanigan 5 79 Lucky Lake 7 105 Luseland 9 101 Martensville 40 1162 Nothing to Milden Report Nokomis 4 27 Osler 5 39 Nothing to Outlook Report Nothing to Perdue Report Plenty 16 97 Rosetown 4 92 Rosthern 16 230 Nothing to Stranraer/Herschel Report Unity 5 47 Viscount 7 104 Waldheim 8 125 Warman 30 455 Watrous 7 199 Wilkie 6 73 Nothing to Young Report
Page 39 of 97
Warman Public Library Board
AGENDA
Wednesday, November 20, 2019
1. Approval of agenda
2. Approval of minutes from October 16, 2019
3. Actions arising from the minutes 3.1. Library Printer Update - Anthony, Linda 3.2. Library Budget 2020 3.3. Board Training - Rebecca
4. Library programming
5. New Business
6. Reports 6.1. Librarian’s Report - attached 6.2. Treasurer’s Report - October financial documents attached 6.3. City Council Representative’s Report
7. Other Business
8. Next Meeting – December 18, 2019
9. Adjournment
Page 40 of 97 WARMAN PUBLIC LIBRARY BOARD MEETING MINUTES October 16, 2019
Attendance: Rick Hales, Jason Raine, Carol Affleck, Shelby Smith, Anthony Penner, Suchander Thakur, Linda Wiebe, Councilor Trevor Peterson Regrets: Mayor Sheryl Spence, Recreation Manager Paul McGonigal, Rebecca Malo
Meeting called to order at 7:08pm.
1. Agenda a. SMITH/AFFLECK: the agenda be approved as presented. CARRIED. 2. Minutes a. PENNER/THAKUR: the minutes from March 22, 2017 be approved as presented CARRIED. 3. Actions arising from previous board meetings: a. Printer: Update, still some unanswered questions. Tabled. 4. Reports a. Librarians Report – Alberta Library Conference b. Treasure’s Report: As presented. c. City Council Representative’s Report: Volunteer Awards Night – April THAKUR/SMITH: that reports are approved as presented. CARRIED. 5. Adjournment a. PENNER: that the meeting adjourns at 7:58pm. CARRIED. Next meeting November 20, 7pm
______Board Chair Head Librarian
Page 41 of 97 Printer Update Please see accompanying comparison chart
Some of the companies answered the supplementary questions surrounding "no service contract repairs", "purchasing outright", and "cost of toner w/o service contract", but it was fairly inconsistent. I am not going to press each company for more information into that realm as it does not appear to be the norm and would likely result in far more work than this needs to be.
My recommendations thus far are:
1. Leasing - Not being left with a printer to dispose of or pay a high service fee in 5 years after the lease expiration 2. Using the service contracts - Fiscal responsibility is important, but service contracts add peace of mind - which is worth $$ 3. Service and support - XEROX/Konica Minolta/WBM/Digitex - Overall all but ECOL were top notch. 4. Best Printer - Honestly, this was extremely difficult because no two printers are the same in much the same way that no two computers are the same. We are comparing Granny Smith to Red Delicious to Gala - They are all apples, but it comes down to preference. 5. My gut says - XEROX, Konica, then WBM.
I really want to be done with this after this meeting - If there are any questions prior to, I can try and find out before the meeting.
Thanks,
Anthony
Page 42 of 97 Digitex WBM Ecol Services XEROX XEROX Konica Minolta
HP Colour LaserJet Bizhub C3110 Color AltaLink C8030 Color AltaLink C8045 Color HP PAGEWIDE E58650z Enterprise MFP E57540c Multifunction MFP MFP Bizhub 33501 Color MFP
Purchase $2,200.00 including $3,095.00 $2,250.00 shipping and installation $5,045.00 $5,787.00 $4,217.00 $106/month (24 month) $89.65/month $102.80/month Lease *appears to be purchase Installment Sale (own it) Installment Sale (own it) $121.00/month (36 month) $46.04/month (60 month) plan $101.45/month (66 $116.35/month (66 $85/month (60 month) $0.0075 B&W $0.055 Colour $0.013 B&W $0.015 B&W $0.008 B&W (66 month $0.011 B&W $0.0129 B&W $0.060 Colour $0.12 Colour $0.062 Colour labour/parts/consumable $0.079 Colour Service $0.0596 Colour (60 month (36 month (66 month s) Service escalators (60 month toner/parts/service - Agreement (66 month toner/parts/service - 6-8% labour/parts/consumables labour/parts/consumables are fixed at 0% for years 10% increase on anniversary labour/parts/consumables) increase on anniversary ) ) 1 to 3 and 5% years 4 date of contract) date of contract) and 5
$110.00 Each Yield 19,400 Will try and get a price of *** HAS not responded to Black toner is $100.00 per Black cartridge will yield Based on 5% coverage the yield NO Service calls w/o contract are
Estimated 14000/year B&W Estimated 1000/year Colour
Tom Prima
Shorter leasing option comparison 2 network service hours cost per year Page 43 of 97 Revenue 2019 Budgeted 2019 Actual Notes 2020 Budgeted 2020 Actual
Deposits 3700 4095.63 4100 Interest 177 192.06 180 Term Cert/Interest 45 45 45 WRL Grant 17625 17625 17625 Book Fair 1400 1198.02 2 book fairs in 2019 1000
22947 23155.71 22950
Expenses 2019 Budget 2019 Actual Notes
Board Renumeration 3300 3150 3300
Books-$600, Materials & Supplies-$4600, Volunteer/Board/Staff appreciation-$1300, Movie License-$800, Program Expenses- Programming 13940 12740 $4640, Printing-$2000 14000 Professional Development Conference 1200 1189.92 600 Workshop Expenses 250 150 200 Library Promotion 300 300 200 Furnishings 1500 1360.16 2018 included - filing cabinets, scanner 1500 Wheatland remittance 2300 2324.95 2400 Added 20/20 accounting fees into the Banking 150 619.93 banking coloumn. 600
Total 22940 21834.96 22800
* highlighted numbers are not offical as we are not yet at the end of the year. Page 44 of 97 Programming 14000 Appreciation 1000 Books 600 Materials & Supplies 6600 *Office Supplies 900 *library ink 1600 *Reading Prizes 1200 *Craft Supplies 1200 *WCMS printing 1600
Program Facilitators 3200 Joanne Irwin Rhoda McCallen Guest Speakers 150 Program Materials 1650 *Adult Coffee Hour 300 *Board Games 300 *Other Programs 1050
Movie License 800 14000
Page 45 of 97 November 2019 Librarian Report The highlight in November was hosting the Scholastic Book Fair for the school. The fair ran from November 4 – November 7. On one of the days we had 700 patrons in so you can imagine the business that goes along with those kinds of numbers. We have a variety of new one-time programs that we are planning to run throughout December including using the button maker from Wheatland and having Wheatland come out and a host a book wreath craft event. We already have 6 ladies signed up for this event and can host up to 24 in total. We also have Doodler Pens and Steam for tots which are both program supports that we have booked from Wheatland to use in December. We had a successful project with Carollyn Meginbir coming in to host the burlap sack project on Oct 22. Seven of the ladies had never been to the library before. Carollyn has come in and shown me how to do a couple of our own projects for December including the Christmas tree ornament balls and the grinch wine glasses. These are very low-cost crafts when we don’t have to pay someone to come in and teach them. We would like to host one more bigger craft event and that is a Christmas Wood Project. The cost is $40/project but to keep the cost down we could charge $25 and the library has the budgeted funds to cover the other $15 for up to 20 people. We would like to host this project on December 11 & 12th.
Linda Wiebe
Page 46 of 97 11:39 AM Warman Community Library
15/11/19 Balance Sheet Accrual Basis As of 31 October 2019
31 Oct 19 ASSETS Current Assets Chequing/Savings Affinity Credit Union 18,500.84 Savings Account 16,747.92 Term Deposits GIC Matures Oct 2022 1.75% 5,000.00 GIC Matures Nov 2020 1.5% 3,178.81
Total Term Deposits 8,178.81
Total Chequing/Savings 43,427.57
Other Current Assets Prepaid License Expenses 127.70
Total Other Current Assets 127.70
Total Current Assets 43,555.27
TOTAL ASSETS 43,555.27
LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Unearned or Deferred Revenue 2,937.50
Total Other Current Liabilities 2,937.50
Total Current Liabilities 2,937.50
Total Liabilities 2,937.50
Equity Opening Balance Equity 36,025.01 Net Income 4,592.76
Total Equity 40,617.77
TOTAL LIABILITIES & EQUITY 43,555.27
Page 1 Page 47 of 97 statement of accounts
October 1, 2019 Date to October 31, 2019 Member Number 1034289 WARMAN LIBRARY BOARD LIBRARY Number of Enclosures 8 701 CENTENNIAL BLVD UNIT 7 Page 1 of 4 WARMAN SK S0K 4S2
my account summary my messages
Deposits – CDN Balance Ways to Invest Whether you re brand new to investing or Chequing $18,500.84 a self-proclaimed expert, we have access Savings $16,747.92 to the tools and knowledge you need to Term Deposits $8,178.81 make the most of your money. Registered Plans $0.00 We offer several avenues for investment, including online tools and in-person Tax Free Saving Accounts (TFSAs) $0.00 wealth advice. If you re just beginning your investment journey or looking for advice on your current portfolio, you can Deposits – USD Balance find personalized resources that fit your Chequing $0.00 needs. For more information, visit affinitycu.ca come to an advice centre or call our Loans Balance Wealth Advisory Team at 1.866.272.2521. Mortgages $0.00 Loans $0.00
My Total Relationship $43,427.57 CDN $0.00 USD
Contact Centre 1.866.863.6237 • affinitycu.ca Page 48 of 97 October 1, 2019 Date to October 31, 2019 Member Number 1034289 Page 2 of 4
my chequing & savings account
Account Number 1034289 - WARMAN LIBRARY BOARD Business Savings Sub Number 001 Date Description Withdrawals Deposits Balance 30 Sep 2019 Balance Forward $21,732.75 8 Oct 2019 term 10 $5,000.00 $16,732.75 31 Oct 2019 Interest $15.17 $16,747.92 Total $5,000.00 $15.17
Community Builder Chequing Sub Number 001 Date Description Withdrawals Deposits Balance 30 Sep 2019 Balance Forward $19,308.73 4 Oct 2019 Clearing Cheque 414 $75.00 $19,233.73 6 Oct 2019 Costco Wholesale W152 Saskatoon $79.99 $19,153.74 9 Oct 2019 Staples 52 Saskatoon Skca $100.29 $19,053.45 9 Oct 2019 Clearing Cheque 410 $189.71 $18,863.74 15 Oct 2019 The Nut Man Warman Skca $70.45 $18,793.29 16 Oct 2019 Costco Wholesale W152 Saskatoon $99.59 $18,693.70 16 Oct 2019 Kennedys Parable Saskatoon Skcd $143.61 $18,550.09 16 Oct 2019 Family Pizza Warman Skca $70.66 $18,479.43 16 Oct 2019 Clearing Cheque 411 $130.31 $18,349.12 16 Oct 2019 Clearing Cheque 415 $50.00 $18,299.12 17 Oct 2019 Clearing Cheque 419 $50.00 $18,249.12 17 Oct 2019 Clearing Cheque 416 $50.00 $18,199.12 21 Oct 2019 Dollarama 882 Warman Skca $60.28 $18,138.84 21 Oct 2019 Warman Food Warman Skca $5.95 $18,132.89 24 Oct 2019 Clearing Cheque 420 $50.00 $18,082.89 29 Oct 2019 I Deal To U Thrift Sto Warman S $12.00 $18,070.89 29 Oct 2019 Costco Wholesale W152 Saskatoon $86.63 $17,984.26 29 Oct 2019 Michaels 3924 Saskatoon Skca $24.72 $17,959.54 30 Oct 2019 Clearing Cheque 417 $50.00 $17,909.54 31 Oct 2019 Monthly Statement Print Fee $1.00 $17,908.54 31 Oct 2019 Subway 60173 Warman Skcd $40.00 $17,868.54 31 Oct 2019 Combined Deposit $632.30 $18,500.84 Total $1,440.19 $632.30
Page 49 of 97 October 1, 2019 Date to October 31, 2019 Member Number 1034289 Page 3 of 4
my term deposits
Account Number 1034289 - WARMAN LIBRARY BOARD 2 Year GIC Sub Number 008 1.5000% invested 07 Nov 2018 matures 07 Nov 2020 Next Interest Payment Date - 07 Nov 2019 Next Interest Payment Amount $47.68 Balance plus Accrued Interest $3,225.58 Date Description Withdrawals Deposits Balance 30 Sep 2019 Balance Forward $3,178.81
Escalator GIC 36 months Sub Number 010
1.7500% invested 08 Oct 2019 matures 08 Oct 2022 Next Interest Payment Date - 08 Oct 2020 Next Interest Payment Amount $87.50 Balance plus Accrued Interest $5,005.51 Date Description Withdrawals Deposits Balance 7 Oct 2019 Balance Forward $0.00 8 Oct 2019 Transfer in $5,000.00 $5,000.00
Important Information: Statement Reconciliation This statement will be considered correct if no exceptions are reported in writing within 30 days from delivery or mailing to you. If you have questions regarding your statement, please contact your branch within 30 days or call us toll-free at 1-866-863-6237.
Credit Union Deposit Insurance Deposits held in Affinity Credit Union are fully guaranteed by the Credit Union Deposit Guarantee Corporation. There is no limit to the size of deposits covered by the guarantee. The Corporation was the first deposit guarantor in Canada and has successfully guaranteed deposits held in Saskatchewan Credit Unions since 1953. For more information about the Corporation and the guarantee, talk to a representative at Affinity Credit Union or visit www.cudgc.sk.ca
Bill Payments Payments to utility bills should be paid 3 business days in advance of the due date, to allow for processing and weekends.
~ End of Statement ~
Page 50 of 97 October 1, 2019 Date to October 31, 2019 Member Number 1034289 Page 4 of 4
my cheques
09 Oct 2019 Cheque # 410 $189.71 16 Oct 2019 Cheque # 411 $130.31
04 Oct 2019 Cheque # 414 $75.00 16 Oct 2019 Cheque # 415 $50.00
17 Oct 2019 Cheque # 416 $50.00 30 Oct 2019 Cheque # 417 $50.00
17 Oct 2019 Cheque # 419 $50.00 24 Oct 2019 Cheque # 420 $50.00
Page 51 of 97 11:16 AM Warman Community Library
15/11/19 Reconciliation Summary Savings Account, Period Ending 31/10/2019
31 Oct 19 Beginning Balance 21,732.75 Cleared Transactions Cheques and Payments - 1 item -5,000.00 Deposits and Credits - 1 item 15.17
Total Cleared Transactions -4,984.83
Cleared Balance 16,747.92
Register Balance as of 31/10/2019 16,747.92
Ending Balance 16,747.92
Page 1 Page 52 of 97 11:34 AM Warman Community Library
15/11/19 Profit & Loss Accrual Basis October 2019
Oct 19 Ordinary Income/Expense Income Donations 32.55 Service Fee Revenue 599.75 Interest 15.17 Grant Wheatland Regional Librar 1,468.75
Total Income 2,116.22
Expense Bank Charges 1.00 Books 273.92 Board Honorarium 250.00 Programing Expenses 740.18
Workshop Expenses 189.71 Uncategorized Expenses 49.26
Total Expense 1,504.07
Net Ordinary Income 612.15
Net Income 612.15
Page 1 Page 53 of 97 11:34 AM Warman Community Library
15/11/19 Profit & Loss Budget vs. Actual Accrual Basis January through October 2019
Jan - Oct 19 Budget $ Over Budget Ordinary Income/Expense Income Donations 512.02 Service Fee Revenue 5,061.82 3,083.34 1,978.48 Interest 255.78 185.00 70.78 Grant Wheatland Regional Librar 14,687.50 14,687.50 0.00 Book Fair 351.93 1,166.66 -814.73
Total Income 20,869.05 19,122.50 1,746.55
Expense Reconciliation Discrepancies 0.00 Bank Charges 20.00 125.00 -105.00 Books 273.92 Board Honorarium 2,985.00 2,750.00 235.00 Contract Services 407.93
Furnishings 1,160.16 1,250.00 -89.84 Professional Development /Confe 1,000.21 1,000.00 0.21 Programing Expenses 8,637.73 11,916.66 -3,278.93
Promotional 0.00 300.00 -300.00 Wheatland Fees 1,513.72 1,916.66 -402.94 Workshop Expenses 228.36 250.00 -21.64 Uncategorized Expenses 49.26
Total Expense 16,276.29 19,508.32 -3,232.03
Net Ordinary Income 4,592.76 -385.82 4,978.58
Net Income 4,592.76 -385.82 4,978.58
Page 1 Page 54 of 97 11:15 AM Warman Community Library
15/11/19 Reconciliation Detail Affinity Credit Union, Period Ending 31/10/2019
Type Date Num Name Clr Amount Balance Beginning Balance 19,308.73 Cleared Transactions Cheques and Payments - 21 items Cheque 02/10/2019 410 Linda Wiebe X -189.71 -189.71 Cheque 05/10/2019 414 Niomi Doerksen X -75.00 -264.71 Cheque 06/10/2019 Costco X -79.99 -344.70 Cheque 15/10/2019 Staples X -100.29 -444.99 Cheque 15/10/2019 The Nut Man X -70.45 -515.44 Cheque 16/10/2019 Kennedy's Parable X -143.61 -659.05 Cheque 16/10/2019 411 Shepherds Fold X -130.31 -789.36 Cheque 16/10/2019 Costco X -99.59 -888.95 Cheque 16/10/2019 Family Pizza X -70.66 -959.61 Cheque 16/10/2019 415 Jason Raine X -50.00 -1,009.61 Cheque 16/10/2019 416 Rick Hales X -50.00 -1,059.61 Cheque 16/10/2019 420 Shelby Smith X -50.00 -1,109.61 Cheque 16/10/2019 419 Anthony Penner X -50.00 -1,159.61 Cheque 16/10/2019 417 Carol Affleck X -50.00 -1,209.61 Cheque 21/10/2019 Dollarama X -60.28 -1,269.89 Cheque 21/10/2019 Saskatoon Co-op X -5.95 -1,275.84 Cheque 29/10/2019 Costco X -86.63 -1,362.47 Cheque 29/10/2019 Michaels X -24.72 -1,387.19 Cheque 29/10/2019 I-Deal to U X -12.00 -1,399.19 Cheque 31/10/2019 Subway X -40.00 -1,439.19 Cheque 31/10/2019 X -1.00 -1,440.19
Total Cheques and Payments -1,440.19 -1,440.19
Deposits and Credits - 1 item Deposit 31/10/2019 X 632.30 632.30
Total Deposits and Credits 632.30 632.30
Total Cleared Transactions -807.89 -807.89
Cleared Balance -807.89 18,500.84
Register Balance as of 31/10/2019 -807.89 18,500.84
Ending Balance -807.89 18,500.84
Page 1 Page 55 of 97 11:14 AM Warman Community Library
15/11/19 Reconciliation Summary Affinity Credit Union, Period Ending 31/10/2019
31 Oct 19 Beginning Balance 19,308.73 Cleared Transactions Cheques and Payments - 21 items -1,440.19 Deposits and Credits - 1 item 632.30
Total Cleared Transactions -807.89
Cleared Balance 18,500.84
Register Balance as of 31/10/2019 18,500.84
Ending Balance 18,500.84
Page 1 Page 56 of 97 11:17 AM Warman Community Library
15/11/19 Reconciliation Summary GIC Matures Nov 2020 1.5%, Period Ending 31/10/2019
31 Oct 19 Beginning Balance 3,178.81 Cleared Balance 3,178.81
Register Balance as of 31/10/2019 3,178.81
Ending Balance 3,178.81
Page 1 Page 57 of 97 11:16 AM Warman Community Library
15/11/19 Reconciliation Summary GIC Matures Oct 2022 1.75%, Period Ending 31/10/2019
31 Oct 19 Beginning Balance 0.00 Cleared Transactions Deposits and Credits - 1 item 5,000.00
Total Cleared Transactions 5,000.00
Cleared Balance 5,000.00
Register Balance as of 31/10/2019 5,000.00
Ending Balance 5,000.00
Page 1 Page 58 of 97 Fire Chief’s Report Committee of the Whole December 9th, 2019
Submitted by: Russ Austin Fire Chief
Fire Chief Comments:
It was another busy month for call volume with a total of 37 Emergency Calls. Medical calls to Patients over the age of 60 was above average with 62% of our total calls being for that demographic. Our year to date totals has gone over 400 Emergency Calls this month.
All of our renovations have been completed at the Firehall, ending up below budget.
With my surgery November 20th the team has done a great job taking care of business in my absence since, and things are getting back to normal as far as daily course of business.
We have several community relations going on right now with High School CPR for 110 Grade 10 Students underway and having completed some basic First Aid training for the Warman/Martensville Beavers who all fixed my dry erase marker wounds with bandages and were able to take a small First Aid Kit home to keep as well- great bunch of kiddos!
In closing, all items related to the 2019 work plan have been completed.
Respectfully Submitted;
Fire Chief Russ Austin.
Page 59 of 97
A Town with a past – a City with a future
Warman Fire Rescue Monthly Statistical Report for November 2019
Total calls for Emergency Response: Month = 37 Year = 408
Total Medical / Public Assistance calls: Month = 29 Year = 313
2 Medical Calls were to Patients over age 60 (62%).
2 Calls to industrial businesses (1 Cardiac Arrest, 1 Crushed hand) with 1 fatality.
8 Calls were for Chest Pain 6 Calls were for Stroke Like Symptoms
Total Fire / Rescue calls: Month = 8 Year = 95
3 Calls were for fires within Warman- 1 large Dog house, 1 Basement Fire, 1 Workshop fire (2 due to heating appliance malfunctions, 1 due to careless disposal of smoking materials)
3 Calls are for residential smoke alarms- all false.
1 Call for an MVC at Hwy 11 Southbound at Central St.
Russ Austin
Fire Chief Russ Austin City of Warman Fire Rescue
Page 60 of 97 Page 61 of 97 WARMAN FIRE RESCUE MONTHLY STAT ANALYSIS MEDICAL CALLS 2013 2014 2015 2016 2017 2018 2019 FIRE CALLS 2013 2014 2015 2016 2017 2018 2019 JAN 19 20 18 27 32 28 JAN 11 10 6 14 10 8 FEB 17 25 18 22 23 23 FEB 7 5 7 12 5 10 MAR 7 20 19 28 26 23 MAR 9 7 7 7 11 8 APR 11 13 16 21 20 32 APR 12 8 16 8 10 14 MAY 14 20 26 17 22 30 MAY 15 13 14 15 13 12 JUN 14 21 33 23 25 27 JUN 6 23 8 13 6 5 JUL 12 19 12 27 22 26 JUL 8 6 9 18 12 9 AUG 10 20 23 22 23 15 34 AUG 7 10 9 5 15 11 7 SEPT 20 14 19 14 31 17 34 SEPT 13 6 9 12 9 12 11 OCT 24 12 24 22 19 19 27 OCT 8 13 11 13 15 10 3 NOV 21 21 19 22 31 30 29 NOV 15 9 11 8 17 10 8 DEC 12 26 20 29 32 31 DEC 11 6 10 6 14 14 TOTALS 166 187 243 251 301 282 313 111 112 122 111 157 124 95
ALARM CALLS 2013 2014 2015 2016 2017 2018 2019 MVC'S 2013 2014 2015 2016 2017 2018 2019 JAN 5 1 2 9 7 5 JAN 5 5 4 4 2 1 FEB 4 2 4 7 3 7 FEB 3 2 0 4 1 2 MAR 4 2 2 5 3 2 MAR 1 2 4 1 2 1 APR 7 5 5 1 1 4 APR 1 1 2 3 4 1 MAY 11 2 9 8 5 3 MAY 0 3 2 2 1 2 JUN 3 6 6 8 5 5 JUN 0 6 2 2 0 0 JUL 3 4 7 4 2 5 JUL 5 2 0 2 5 1 AUG 3 4 5 1 6 6 4 AUG 0 3 2 2 4 1 1 SEPT 4 4 6 7 5 5 5 SEPT 5 3 2 1 1 2 4 OCT 0 6 6 7 10 0 1 OCT 6 2 4 2 2 6 1 NOV 1 5 4 2 8 6 3 NOV 7 1 5 1 5 3 1 DEC 5 4 6 5 7 8 DEC 3 1 2 1 4 4 TOTALS 13 60 49 57 78 51 44 21 25 36 21 34 31 15
Page 62 of 97 Warman Emergency Management Report Committee of the Whole DATE: DEC 9th 2019 Submitted by: Randy Meginbir Emergency Manager and Coordinator
Warman Emergency Management Report- We have work ongoing to get antennas updated at EOC and Legends Center. We have been updating the EOC portable Radios that were missing some of the radio channels needed. We are currently fixing a software problem we found at EOC, the program we were using is no longer available. We continue to update the contractor phone list for after normal business hours. Recently Doug G , Marshall Seed, Doug Ramage, and myself attended the disaster assessment training in PA good course.
Respectfully submitted,
Randy Meginbir Emergency Manager and Coordinator
Page 63 of 97 The following is the local media release for the Warman Detachment of the Royal Canadian Mounted Police for the week of November 18, 2019 to November 25, 2019.
Police received 154 calls for service from November 18, 2019 to November 25, 2019.
Traffic:
November 18, 2019 at 10:24 a.m. RCMP received a call on highway 11 by Warman. Black Toyota Tundra truck was speeding, tailgating, and passing unsafely. Rosthern RCMP intercepted and stopped the vehicle and warned the 43-year-old male about his driving. (20191757269)
November 19, 2019 at 6:50 a.m. RCMP received a call on highway 12 by Saskatoon. Vehicle vs deer. No injuries. No alcohol/drugs. Vehicle was damaged and towed. (20191761683)
November 20, 2019 at 6:43 p.m. RCMP received a call on highway 16 by Radisson. Erratic driver in a red Dodge van swerving all over the road. Battleford RCMP intercepted and stopped and warned the 55- year-old female about her driving. (20191770192)
Property:
November 19, 2019 at 5:40 p.m. RCMP received a call off of highway 45 by Donovan. Abandoned Black lab was found by a hunter. No tags. Very friendly. Members attended several farms yard to locate owner. APSS contacted. (20191762857)
November 20, 2019 at 5:33 p.m. RCMP received a call in the RM of Corman Park. Stolen from a property Honda ATV, building supplies, lumber and tools. Still under investigation. (20191769861)
November 21, 2019 at 1:59 a.m. RCMP received a call in the RM of Corman Park. A stolen vehicle from Saskatoon was seen on fire. Vehicle towed to Saskatoon Police Service. (20191771521)
People:
November 19, 2019 at 3:02 p.m. RCMP received a call on highway 14 by Saskatoon. Male walking westbound on highway. Member attended and gave the 52-year-old male a courtesy ride to his residence in Saskatoon. (20191763964)
November 21, 2019 at 2:04 a.m. RCMP received a call in Warman. Two males attempting a break and enter on a vehicle. One male dressed in all black and other male was wearing red/orange jacket. Two males fled the scene. Still under investigation. (20191771528)
November 24, 2019 at 6:19 a.m. RCMP received a call on highway 11 by Osler. Male hitchhiker not dressed for the weather and wearing dark clothing. Member attended and gave the 51 year old male a courtesy ride. (20191788973)
We would like to remind drivers that they cannot pass a school bus when the stop sign is out and the lights are flashing and you cannot proceed until the stop sign is closed and the bus lights have stopped flashing. Disobeying the law will result in a $360.00 fine.
Page 64 of 97 Warman RCMP is advising residents of Radisson and surrounding areas that Radisson RCMP office is open.
The hours that the office will be open are:
Mondays 8:30 a.m.- 4:00 p.m.
Wednesdays 8:30 a.m.-4:00 p.m.
Fridays 8:30 a.am.-11:45 a.m.
Warman RCMP that the SASKATCHEWAN CRIME WATCH ADVISORY NETWORK is operating. Sign up at www.saskcrimewatch.ca to receive crime watch notifications.
If you have information regarding this or any other crime, please contact Warman/Martensville RCMP at 306-975-1670/306-975-1610 or if you have information and you wish to remain anonymous in your reporting, please contact Crime Stoppers at 1-800-222-TIPS (8477), submit a tip via their website: http://saskcrimestoppers.com/ or text in a tip: TIP206 + your tip to CRIMES (274637).
Contact:
Sgt. Vaughn Allcock
Warman RCMP-GRC
Ph: (306) 975-1670
Page 65 of 97 The following is the local media release for the Warman Detachment of the Royal Canadian Mounted Police for the week of November 25, 2019 to December 02, 2019.
Police received 125 calls for service from November 25, 2019 to December 02, 2019.
Traffic:
November 25, 2019 at 3:36 p.m. RCMP received a call on highway 12 by Martensville. Grey Pontiac was sharply cutting in front of vehicles and slamming on their brakes. Vehicle almost causing 3 separate accidents. Still under investigation. (20191795763)
November 27, 2019 at 9:42 a.m. RCMP received a call on highway 16 by Ruddell. Yellow Toyota car driving poorly. Warning issued to the 62-year-old male driver for driving without due care. (20191802192)
November 29, 2019 at 2:57 a.m. RCMP received a call in Saskatoon. A white Dodge Ram a ran a red light. No alcohol/drugs a factor. Ticket issued to the 22-year-old driver. (20191813456)
November 30, 2019 at 4:15 a.m. RCMP received a call in the RM of Delisle. A single vehicle collision with three occupants. A 19-year-old male and two 19-year-old females sent to hospital with minor injuries. Alcohol a factor. Tickets issued to occupants (20191819435)
Property:
November 26, 2019 at 9:52 p.m. RCMP received a call on highway 11 near Osler. Abandoned Black GMC SUV was found on the side of the road. Vehicle towed. (20191802192)
November 27, 2019 at 11:42 a.m. RCMP received a call in the RM of Martensville. Cut and stole electrical wire from a piece of heavy machine. Still under investigation (20191804172)
November 27, 2019 at 3:53 p.m. RCMP received a call in the RM of Mayfield. A reader’s digest scam, took a substantial amount of money from an 85-year-old female. Still under investigation. (20191805761)
November 27, 2019 at 5:54 p.m. RCMP received a call in the RM of Corman Park. A CRA scam, took a substantial amount of money from a 34-year-old female. Still under investigation. (20191806420)
People:
November 25, 2019 at 1:31 p.m. RCMP received a call in the RM of Saskatoon. Two males were trying to sell truck parts from the back of their truck. Males headed into the city. Still under investigation. (20191794972)
November 30, 2019 at 3:34 p.m. RCMP received a call in Warman. A black Dodge truck with an older male driver, pulled into a driveway. Older male got out and went into the back. Male had the wrong residence. (20191821533)
Page 66 of 97 We would like to remind drivers that they cannot pass a school bus when the stop sign is out and the lights are flashing and you cannot proceed until the stop sign is closed and the bus lights have stopped flashing. Disobeying the law will result in a $360.00 fine.
Radisson Detachment will be closed December 4, 2019 and reopened to regular hours on December 6, 2019.
Warman RCMP is advising residents of Radisson and surrounding areas that Radisson RCMP office is open.
The hours that the office will be open are:
Mondays 8:30 a.m.- 4:00 p.m.
Wednesdays 8:30 a.m.-4:00 p.m.
Fridays 8:30 a.am.-11:45 a.m.
Warman RCMP that the SASKATCHEWAN CRIME WATCH ADVISORY NETWORK is operating. Sign up at www.saskcrimewatch.ca to receive crime watch notifications.
If you have information regarding this or any other crime, please contact Warman/Martensville RCMP at 306-975-1670/306-975-1610 or if you have information and you wish to remain anonymous in your reporting, please contact Crime Stoppers at 1-800-222-TIPS (8477), submit a tip via their website: http://saskcrimestoppers.com/ or text in a tip: TIP206 + your tip to CRIMES (274637).
Contact:
Sgt. Vaughn Allcock
Warman RCMP-GRC
Ph: (306) 975-1670
Page 67 of 97 Executive Assistant & Communications Liaison Committee of the Whole December 9, 2019
Submitted by: Erin Legg Executive Assistant & Communications Liaison
Hello Mayor Spence and Council,
Business Visits: Since our last Committee of the Whole meeting, I accompanied Mayor Spence and Prairie Sky Chamber of Commerce President, Tracey Fesiuk, and Josh Welz on a business visit to Laserology Skin Clinic and Fynesse Cosmetic Injection Studio. The clinic is recently opened, so the owners asked Mayor Spence for a ribbon cutting as well. We got a tour of the beautiful space, and they told us details of the various treatments.
Three other business visits are scheduled for December 12 – NotaGym, Ashley Doell TPI Travel Consultant, and Postpartum Darla.
Photo Showcase: We received some great summer photos from residents, so this winter they can also send us their favourite winter shots using the online form on the website. Photos can be submitted through to the end of February, and will be posted on our social media pages as well as the website. This is a fun activity that produces visual content for future use, as well as gives us the chance to see the city through the residents’ eyes.
Regular Meetings of Council: Since March, Regular Meetings of Council have been televised and recorded by Access Communications. These meetings can be viewed on the City of Warman’s YouTube channel and will also be added to the website after some logistics have been sorted.
Respectfully submitted,
Erin Legg Executive Assistant & Communications Liaison
Page 68 of 97 Economic Development Officers Report Committee of the Whole Report December 9, 2019
Submitted by: Josh Welz
This past month I had the pleasure of celebrating the Grand Opening of two of Warman’s newest businesses: Laserology and Buy Low Foods! As always, getting a chance to meet the people behind the business and learn about them is invaluable. Welcome to Raelene at Laserology, and Colin and his team at Buy Low Foods!
Please find below updates on the key projects and ongoing developments within Economic Development and in Warman.
Page 69 of 97 Economic Development Officers’ Report Committee of the Whole Report November 18, 2019
Focused business attraction
My previous report mentioned several documents that SREDA had prepared investigating the plausibility of a business park/centre of excellence. Please find attached to this report SREDA’s “Centre of Excellence Report.” Along with this, you have been provided a hard copy of their Project Ribbon report. Both of these are provided for information purposes only.
Year end update Year over Year Business Breakdown – Warman is open for Business. Business Breakdown 2019 was a fairly significant year for new business openings in Warman. As represented in the graph to 200 the side, the most significant increase in business 175 licenses came in the from of new storefront business: 150 32 new businesses decided to open up storefronts in 125 Warman in 2019. This represents a 20% increase over 100 the same period last year! Notable openings included 75 Zak’s Home Hardware, Leopold’s Tavern, Prairie Records, Buy Low Foods and Esso Gas. Contractor 50 business licenses also saw an increase, rising from 25 115 in 2018 to 135 in 2019 (17% increase), while 0 direct seller licences experienced a minor decrease to 7, from 11 the year before. Interestingly enough, homebased businesses remained the exact same year over year at 130. 2018 2019
Commercial & Industrial Vacancy – Space for Rent!
In similar fashion, space available for rent and sale in Warman’s commercial and industrial districts increased significantly in 2019 as well, likely as a direct result of the increased businesses investment in Warman. All three major business districts in Warman have experienced new developments. Along Centennial Blvd, an additional 8,000 square feet of space was developed and brought on line earlier this year in the third phase to the Legends Plaza. An additional 19,800 square feet of retail will be available for lease/sale in mid 2020 on a separate site located just north of the Co-op gas bar.
Moving South towards Central Street, two new properties recently became leasable. The first, located across from City Hall, offers 4,433 square feet of space across 4 potential units. The second, located just East of 7/11, houses the recently moved Serene Tea, and will offer roughly 2,000 square feet of space across the remaining 2 units.
2
Page 70 of 97 Economic Development Officers’ Report Committee of the Whole Report November 18, 2019
Finally, looking towards Warman’s South Industrial Business Park, a plethora of development activity occurred. Three new developments popped up along Steve’s Street, each providing a different and unique offering to Warman’s newest business district, including industrial condos, units with rear yards and storage space, and mixed retail/industrial use. A total of 25 new units were brought on line in this area in 2019.
Looking more closely at the numbers, the current vacancy rate for units in Warman sits at 25%. This number, when adjusted for the new 19,800 sq. ft. development that has yet to come online, drops to 13%. On a similar note, vacancy on industrial units is hovering around 14%.
WARMAN COMMERCIAL VACANCY Total Land in parcels 14 Total Existing Units 131 Total Land in acres 28.66 Total Vacant Units 33
Vacancy Rate 25% Adj. Vacancy Rate 13%
WARMAN INDUSTRIAL VACANCY Total Land in parcels 41 Total Existing Units 142 Total Land in acres 64.07 Total Vacant Units 20
Vacancy Rate 14% The typical benchmark for a healthy vacancy rate is between 6 – 8%. This is a number that is often used for markets such as Saskatoon. While Warman’s number may seem high, there are several factors that need to be considered. Firstly, there has been significant growth in new builds in a short period of time (2 years or less), which isn’t allowing for a catchup in actual tenants. Secondly, unlike larger markets, this is a complete snapshot (or the closest thing to), as it encompasses all of the old inventory with the new, not just what is currently for sale or lease. Both of these factors are contributing to a higher than average number, which will likely decline in the coming year.
Looking Ahead
2019 was an incredible year for new business in Warman – we welcomed close to 3 new storefront businesses a month, or roughly 1 business every week and a half! While I believe it will be difficult to achieve, let alone sustain this on a year to year basis, there are a number of planned new businesses and developments for 2020 that we, and the residents of Warman can look forward to. This includes several new firsts to the community such as Warman’s first brewery, first sushi restaurant and SARCAN!
All in all, I believe 2020 will be another great year for the City of Warman. Have a Merry Christmas!
Respectfully submitted,
Josh Welz Economic Development Officer
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Page 71 of 97
Centre of Excellence Report
City of Warman
Page 72 of 97 Photo by Diego PH Report Background Warman City Council is interested in learning about Centres of Excellence and how one could set up in their community. SREDA was asked to complete research on Centres of Excellence on their behalf. What is a Centre of Excellence? Centres of Excellence are facilities focused on producing world-class solutions for industry- specific problems. These facilities attract leaders, experts, and innovators from around the globe to conduct research, develop best practices, and administer training. Centres of Excellence are generally created in partnership with an educational institute and private partner(s). It is not uncommon to see the Provincial or Federal Government involved in this partnership as well.
Generally, Centres of Excellence rely on funding from Provincial or Federal Governments, private sector, and research grants. Some Centres also collect revenue from other sources such as membership fees and fees for service, in addition to grants.
Centres of Excellence are not always called that; some are referred to as Global Institutes or Research Centres. The term Centre of Excellence is not regulated and can be used by anyone to describe their organization.
Page 73 of 97 Saskatchewan Centres of Excellence Currently, there are 17 Centres of Excellence and one proposed Centre in Saskatchewan ranging from agriculture to technology (Figure 1).
Figure 1: Saskatchewan Centres of Excellence
Centre Name Location Industry Focus Partners
Sgt. Darby Morin Centre of Post-Secondary Education Big River First Big River First Nation Excellence for Business Education and Training Centre on Nation Government of Saskatchewan Development reserve
Father James Gray Academic Academic excellence for Muenster Education University of Saskatchewan Centre for Excellence students
University of Regina Petroleum Technology Enhanced oil recovery and Natural Resources Canada Regina Oil & Gas Research Centre carbon storage Government of Saskatchewan Saskatchewan Research Council
Ag in Motion Field of RM of Corman Park Agriculture Crop research Glacier Farm Media Excellence (start-up phase)
University of Saskatchewan Livestock & Forage Centre of Government of Saskatchewan RM of Corman Park Agriculture Beef Cattle Production Excellence Government of Canada Livestock Industry
University of Saskatchewan Wanuskewin RM of Corman Park Education Indigenous History Government of Saskatchewan City of Saskatoon
Saskatchewan Indian Institute of Saskatchewan First Nation Technologies (SIIT) First Nation opportunities in Natural Resource Centre of RM of Corman Park Mining Government of Canada Energy/Resource Industry Excellence Federation of Saskatchewan Indian Nations (FSIN) Injury Prevention for Saskatchewan Safety Centre of Saskatchewan Safety Council RM of Sherwood Health workplace, community, Page 74 of 97 Excellence (Proposed) Unsure if there are other partners traffic, and agriculture
Canadian Centre for Health and Agricultural Safety (rural & University of Saskatchewan Saskatoon Agriculture Safety in Agriculture remote populations) Government of Saskatchewan
University of Saskatchewan Global Institute for Food Saskatoon Agriculture Food Security Nutrien (formerly Potash Corp.) Security Government of Saskatchewan
University of Saskatchewan Vaccine and Infectious Disease Government of Canada Organization - International Saskatoon Bioscience Vaccine creation Government of Saskatchewan Vaccine Centre (VIDO) Gairdner Foundation
Sylvia Fedoruk Canadian Bioscience & Nuclear medicine and University of Saskatchewan Saskatoon Centre for Nuclear Innovation Energy materials Government of Saskatchewan
University of Saskatchewan Saskatchewan Food Industry Government of Saskatchewan Saskatoon Manufacturing Food Processing Development Centre Saskatchewan Food and Ingredient Processors Association
Global Institute for Water Natural University of Saskatchewan Saskatoon Water Security Science Government of Canada University of Saskatchewan Canada Foundation for Innovation Canadian Light Source Saskatoon Technology Synchrotron research Government of Canada Government of Saskatchewan National Research Council
Digital Integration Centre of Sask Polytech Saskatoon Technology Internet of Things (IoT) Excellence (DICE) Government of Canada
Innovative Manufacturing Saskatoon & Sask Polytech Manufacturing All sectors Centre Regina Manufacturing Industry
University of Saskatchewan Prairie Women's Health Centre Virtual (closing in Bioscience Government of Canada of Excellence 2023)
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How to Establish a Centre of Excellence: #1 Engagement The first step to establishing a Centre of Excellence in Warman is engagement. Engaging with residents, businesses, and educational institutes will allow Warman to determine if a Centre of Excellence is a community priority and discover which industry the Centre should focus on. Key industries in the Saskatchewan include:
Agriculture Biosciences Energy Forestry Manufacturing Mining Oil & Gas Retail & Wholesale Technology
*For a full list of Canadian industries, refer to Appendix A for Statistics Canada
Engagement can be conducted in several ways including surveys, open houses, or individual meetings. Key stakeholders Warman should meet with are listed in Figure 2.
Figure 2: Key Stakeholders
Educational Institutes Government Great Plains College Ministry of Advanced Education Saskatchewan Polytechnic Ministry of Agriculture University of Saskatchewan Ministry of Government Relations First Nations University Of Canada Ministry of Health Prairie Spirit School Division Ministry of Highways and Infrastructure Greater Saskatoon Catholic School Division Ministry of Trade and Export Development
Businesses Refer to warman.ca for local business listings
Based on current businesses operating in and around Warman, manufacturing, agriculture, and possibly technology might be good industries to consider. However, engagement and further research should be conducted to determine the most appropriate industry. For a list of businesses operating in and around Warman, contact Square One.
Page 76 of 97 #2 Develop Business Case Once the engagement has been completed and the industry has been chosen, a business case should be developed. Business Cases are needed to apply for funding and necessary when engaging with potential partners. The Canadian Government has developed a Business Case Template (Appendix B) which Warman can utilize.
Warman should consider reaching out to existing Centres of Excellence for guidance when writing their business case. Refer to Figure 1 for provincial Centres of Excellence. #3 Cost & Funding Centres of Excellence are expensive, costing millions to open and operate. Figure 3 summarizes the opening and operating costs for seven Saskatchewan Centres of Excellence.
Figure 3: Saskatchewan Centres of Excellence, Opening and Operating Costs
Organization Opening Cost Annual Operating Cost Vaccine and Infectious Disease Organization (VIDO) $140 Million $16.9 Million Global Institute for Food Security $50 Million $8 Million Livestock & Forage Centre of Excellence $38 Million $5 Million Sylvia Fedoruk Canadian Centre for Nuclear Innovation $30 Million $3 Million Global Institute for Water Security $30 Million Unknown Saskatchewan Food Industry Development Centre $25 Million $3.5 Million Petroleum Technology Research Centre $11 Million $1.8 Million Note: Other Centres of Excellence are omitted due to lack of information.
Centres are generally funded in partnership with provincial or federal governments, educational institutes, and private industry. Very rarely will a municipal government provide funds to start or operate a Centre of Excellence, however, in some instances, tribal councils or nations will fund centres within their jurisdictions.
Federal agencies that may provide funding for a Centre of Excellence include:
Innovation, Science and Economic Development Canada - Strategic Innovation Fund Natural Sciences and Engineering Research Council of Canada - College and Community Innovation Program Networks of Centres of Excellence Centre of Excellence for Commercialization and Research Funding Western Economic Diversification - Regional Innovation Ecosystems (RIE) program
For provincial funding, Warman should reach out to the Ministry of Advanced Education and the Ministry in charge of their target industry. A full list of Ministries is listed on the .
Warman should approach private sector organizations and educational institutes on an individual basis to request funding, as many do not have publically listed programs.
Page 77 of 97 #4 Location Generally, Centres of Excellence require large tracts of land in commercial, industrial or institutional zoned areas. Land size varies greatly depending on the industry however, between 0.5 and 2 acres seems to be the average. #5 Construction & Operation There are numerous construction firms within the Saskatoon Region capable of building a Centre of Excellence. An Request for Proposal (RFP) should be drafted to procure the work. SaskBuilds has created an RFP guide which the City can utilize.
Centres of Excellence are generally run as non-profits with a Board of Directors to guide their operations. For-profit Centres are rare and the majority are run by private sector businesses. For more information about how to create a non-profit Centre of Excellence, book an appointment with a Business Advisor at Square One. Conclusion Centres of Excellence are innovation generators for both private and public sector entities. They bring population, skilled workers, and investment to communities where they are located. Building a Centre of Excellence is difficult but can be completed by following the steps within this report.
Page 78 of 97 Appendix A: Statistics Canada Industry List Accommodation and Food Services Administrative and Support, Waste Management and Remediation Services Agriculture, Forestry, Fishing and Hunting Arts, Entertainment and Recreation Construction Educational Services Finance and Insurance Health Care and Social Assistance Information and Cultural Industries Management of Companies and Enterprises Manufacturing Mining, Quarrying, and Oil and Gas Extraction Other Services (except Public Administration) Professional, Scientific and Technical Services Public Administration Real Estate and Rental and Leasing Retail Trade Transportation and Warehousing Utilities Wholesale Trade
More information can be found on .
Page 79 of 97 Appendix B: Government of Canada Business Case Template
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© Her Majesty the Queen in Right of Canada, represented by the President of the Treasury Board, 2009
Catalogue No. BT53-15/2-2009E-PDF ISBN: 978-1-100-12901-3
This document is available on the Treasury Board of Canada Secretariat website at http://www.tbs-sct.gc.ca.
This document is also available in alternative formats on request.
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Table of Contents Introduction ...... 3 Authority Signatures ...... 4 Executive Summary ...... 5 Phase 1: The Strategic Context ...... 6 1 Business Needs and Desired Outcomes ...... 6 1.1 Strategic Environment ...... 6 1.1.1 Organizational Overview ...... 6 1.1.2 Business Need ...... 6 1.1.3 Drivers for Change ...... 6 1.1.4 Business Outcomes ...... 6 1.2 Strategic Fit ...... 6 1.3 Detailed Description of the Business Need ...... 6 1.3.1 Problem/Opportunity Statement ...... 6 1.3.2 Prioritized Requirements (High Level) ...... 7 1.3.3 Assumptions ...... 7 1.3.4 Constraints ...... 7 1.3.5 Dependencies ...... 7 1.4 Scope ...... 7 1.4.1 Boundaries ...... 7 1.4.2 Stakeholder Analysis ...... 7 Phase 2: Analysis and Recommendation ...... 9 2 Preliminary Options Analysis ...... 9 2.1 Evaluation Criteria ...... 9 2.2 List the Possible Options ...... 9 2.2.1 The Status Quo ...... 9 2.2.2 Describing the Option ...... 9 2.3 Screening of Options ...... 9 2.4 Rationale for Discounted and Viable Options ...... 9 3 Viable Options ...... 10 3.1 Alignment ...... 10 3.1.1 Strategic Alignment ...... 10 3.1.2 Alignment with Desired Business Outcomes ...... 10
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3.2 Costs ...... 10 3.3 Cost-Benefit Analysis ...... 10 3.4 Implementation and Capacity Considerations of Viable Options ...... 10 3.4.1 Contracting and Procurement ...... 10 3.4.2 Schedule and Approach ...... 10 3.4.3 Impact ...... 10 3.4.4 Capacity ...... 10 3.5 Risk ...... 11 3.5.1 Option Risk Summary ...... 11 3.5.2 Risk Register ...... 11 3.6 Benchmark ...... 11 3.7 Policy and Standard Considerations ...... 11 3.8 Advantages and Disadvantages ...... 11 4 Justification and Recommendation ...... 12 4.1 Comparison Summary ...... 12 4.2 The Preferred Option...... 12 4.2.1 Recommendation ...... 12 4.2.2 Deciding Factors ...... 12 4.2.3 Costs ...... 12 4.2.4 Risks ...... 12 4.2.5 Implementation Plan ...... 12 Phase 3: Management and Capacity ...... 14 5 Managing the Investment ...... 14 5.1 Governance and Oversight...... 14 5.2 Project Management Strategy ...... 14 5.2.1 Project Review Strategy ...... 14 5.3 Outcome Management Strategy ...... 14 5.4 Risk Management Strategy ...... 14 5.5 Change Management Strategy ...... 14 5.6 Performance Measurement Strategy ...... 14 Appendices ...... 16 Glossary of Acronyms and Terms ...... 16
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Introduction This document is your template for producing a business case. A business case is typically a presentation or a proposal to an authority by an organization seeking funding, approval, or both for an activity, initiative, or project. Using this Template To create a business case from this template, simply do the following:
Delete this page. Replace the title on the cover page with “Business Case:”, the name of your project, and the organization information. Replace the [bracketed text] in the document header with your project name and delete the brackets. Save your document with a file name of your choice. Update the file name in the document footer by right-clicking and selecting Update Field. Complete the entire template. Each section contains brief instructions, shown in italics, which can be removed once your document is finalized. The template’s companion document, Business Case Guide, provides sample tables as suggested layout for some of the information required. Update the table of contents by right-clicking and selecting Update Field, then Update entire table.
Consult the Business Case Guide if you would like more information about a particular section of the business case or information about a business case in general.
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Authority Signatures This section contains the signatures of key stakeholders, indicating that they agree with the presentation or proposal as it appears in the business case.
______
Full name Date
Executive Sponsor
Position, client organization
______
Full name Date
Project Sponsor
Position, client organization
______
Full name Date
Project Manager
Position, client organization
______
Full name Date
Title
Position, other supporting organization
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Executive Summary Provide an executive summary (high level) that captures only the essential elements of the business case being presented. Include the business case’s most pertinent facts in a clear, concise, and strategic overview.
Checklist: The pertinent facts of the business case are provided in a clear and concise fashion.
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Phase 1: The Strategic Context 1. Business Needs and Desired Outcomes Complete the following sections to identify the need (problem or opportunity) facing the sponsoring organization and the desired business outcomes. 1.1 Strategic Environment 1.1.1 Organizational Overview To build a strong rationale for a proposed investment, the current environment needs to be described. The organizational overview of the sponsoring department, agency, or entity should include: Mission Strategic vision, goals, and service objectives Current activities and services, including key stakeholders and clients Organizational structure (high level) Existing capacity—financial and human resources 1.1.2 Business Need This subsection contains a clear articulation of the business need in the form of a well-structured statement that addresses the problem or opportunity. This statement should be no more than one or two sentences. 1.1.3 Drivers for Change Identify the drivers that have triggered the investment proposal. Both internal and external drivers of change should be identified and clearly linked to the business need.
See typical drivers for change in the Business Case Guide. 1.1.4 Business Outcomes Describe the business outcomes (high level). A business outcome is the expected result or benefit that the organization is striving to achieve at the end of an intervention or change. 1.2 Strategic Fit To make a robust case for change, the business case should demonstrate how the proposed investment fits within the organization’s broader strategic context and contributes toward its goals and objectives. This subsection maps the investment proposal to the organizational framework. 1.3 Detailed Description of the Business Need 1.3.1 Problem/Opportunity Statement Reiterate the Business Need subsection’s well-structured statement that addressed the problem or opportunity. Along with the problem/opportunity statement, the following elements contribute to the detailed description of the business need.
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1.3.2 Prioritized Requirements (High Level) Specify the key requirements to fully address the business need. Though the requirements are simply an elaboration of the business need, keep to a reasonable level of detail that allows for their comparison against the options.
See example tables in the Business Case Guide. 1.3.3 Assumptions List and describe all the assumptions associated with the ability to address the key requirements—and the potential impact of those assumptions if they are not addressed.
See example table in the Business Case Guide. 1.3.4 Constraints List and describe the specific constraints that place limits or conditions on the investment. They can come from external or internal factors.
See example tables in the Business Case Guide. 1.3.5 Dependencies Identify dependencies related to the overall business need, requirements, or solution.
See example table in the Business Case Guide. 1.4 Scope 1.4.1 Boundaries Identify what is to be included within the scope of the investment and explicitly state what is excluded from the investment.
See example table in the Business Case Guide. 1.4.2 Stakeholder Analysis Describe the stakeholder environment by considering the types of stakeholders, their specific roles, and their contributions to the realization of the investment.
See stakeholder examples in the Business Case Guide.
Business Needs and Desired Outcomes Summary:
The case for change is established and the need for investment is clearly defined.
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Phase 1 Checklist: The following questions are answered: Where are we now? – by describing the current business environment Where do we want to be? – by describing the business objectives What is the business need? – by describing the problem or opportunity facing the organization and the associated proposed investment What has triggered the need for change? – by describing the drivers for change What are we trying to achieve? – by describing the business’ desired outcomes What is the strategic fit? – by describing how the proposed investment maps to the departmental framework, to its goals, priorities, outcomes, and policies, as well as to those of the government
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Phase 2: Analysis and Recommendation 2. Preliminary Options Analysis Complete the following sections to screen a comprehensive list of options and narrow the field of alternatives down to a reasonable number of viable options. 2.1 Evaluation Criteria Define the evaluation criteria that will be used for screening and analysis of the options and will ultimately determine an overall recommendation.
See evaluation criteria types (deal breakers, minimum requirement, and non-essential) and example table in the Business Case Guide. 2.2 List the Possible Options Identify, describe, and explore every possible option that can address the business need. The list should demonstrate due diligence in exploring options.
See categories and example table in the Business Case Guide. 2.2.1 The Status Quo Include the status quo option (also known as the base case) as it will act as the baseline for the upcoming analysis. 2.2.2 Describing the Option Describe each preliminary option (high level).
See example table in the Business Case Guide. 2.3 Screening of Options Assess how well each option meets the screening criteria. Determine whether a particular option should be discounted immediately or considered for further analysis as a viable option.
See example table in the Business Case Guide. 2.4 Rationale for Discounted and Viable Options Develop the short list of viable options based on the assessment conducted in the screening of options and provide the reasons for retaining or discarding each option.
See example table in the Business Case Guide.
Preliminary Options Analysis Summary: The identification, analysis, and screening of a comprehensive list of options to demonstrate due diligence in their selection has been completed.
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3. Viable Options 3.1 Alignment 3.1.1 Strategic Alignment Describe how the option supports the organization’s current business architecture and planned program results and strategic outcomes (if applicable). 3.1.2 Alignment with Desired Business Outcomes Prepare an option outcome analysis and present a summary of the findings for each business outcome. It may be preferable to organize the findings in a table format.
See example table in the Business Case Guide. 3.2 Costs Provide a complete description of the costs. Projected costing estimates should be based on total cost of ownership, which includes ongoing costs over the course of the investment’s life cycle as well as potential compliance costs for stakeholder groups.
See information on the Guide to Costing in the Business Case Guide. 3.3 Cost-Benefit Analysis Based on the costs established for each option, describe how those costs are weighed against the benefits. Conduct the cost-benefit analysis for each option taking into account costs, benefits, and risks.
See information on the Canadian Cost-Benefit Analysis Guide and example tables in the Business Case Guide. 3.4 Implementation and Capacity Considerations of Viable Options Demonstrate the ability of the sponsoring organization to both deliver and manage the investment throughout its life span. 3.4.1 Contracting and Procurement Provide information concerning the procurement vehicle, and precisely how it will be utilized. 3.4.2 Schedule and Approach Identify the core work streams and associated milestones. 3.4.3 Impact Conduct an impact assessment from both internal and external perspectives.
See example table in the Business Case Guide. 3.4.4 Capacity Describe the sponsoring organization’s capability to successfully manage the investment. If available, a useful starting point for analyzing each option is the organization’s Treasury Board-approved Organizational Project Management Capacity class.
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See example table in the Business Case Guide. 3.5 Risk Identify the risks and conduct a risk assessment for each option, along with the development of a risk response. A useful tool for assessing the risk and complexity of a project is the Treasury Board Project Complexity and Risk Assessment (PCRA). 3.5.1 Option Risk Summary Describe the various attributes of each risk. Provide an option risk summary, which should include risk, probability, impact, mitigation and contingency, outcome, tolerance, and a risk assessment summary rating. It may be preferable to present the option risk summary for each option in a table format.
See example table in the Business Case Guide. 3.5.2 Risk Register If an outcome management risk register has already been completed, its results can provide very useful input to the risk management section of the business case.
See example risk register in the Business Case Guide. 3.6 Benchmark Compare each option against industry-standard benchmarks. Unavailability of benchmarking information for a specific option should be stated within the analysis. 3.7 Policy and Standard Considerations Describe the option’s impact, if any, on the existing policies and standards of the sponsoring organization and relevant stakeholder environments. Also describe any limitations imposed by the policies and standards and the known effect on the option.
See example table in the Business Case Guide. 3.8 Advantages and Disadvantages Determine whether the option’s measure against the aforementioned criteria is found to be either an advantage or a disadvantage (financial and non-financial). It may be preferable to summarize the findings in a table format.
See example table in the Business Case Guide.
Viable Options Summary: Building on the preliminary analysis of options, each viable option is subjected to an increasing level of rigorous analysis.
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4. Justification and Recommendation 4.1 Comparison Summary Present the viable options (including the status quo option used as the baseline) and compare them against a standardized set of criteria (financial and non-financial). It may be preferable to organize the comparison in a table format.
See example table in the Business Case Guide. 4.2 The Preferred Option 4.2.1 Recommendation Present the recommendation in a straightforward manner, clearly stating why the organization will benefit by focusing its investment on one particular option. 4.2.2 Deciding Factors Identify the deciding factors (financial and strategic) for selecting the preferred option.
See common and possible factors in the Business Case Guide. 4.2.3 Costs Provide a brief summary of the preferred option’s costing estimates and link them with the components of the work streams.
See information on accrual accounting-based costs and Treasury Board Submissions in the Business Case Guide. 4.2.4 Risks Illustrate why the identified risks are acceptable. Narrative may be included to further contextualize the key factors supporting the overall risk assessment, which include impact, probability, outcomes, and so forth. A useful tool is the Treasury Board PCRA. 4.2.5 Implementation Plan Outline how the project will be implemented. Provide an implementation plan (strategic work plan) to demonstrate that the proposed investment has been appropriately thought through and that the estimates presented are within an acceptable degree of accuracy.
Justification and Recommendation Summary: A full comparison of each viable option against the evaluation criteria has been completed and the case is made to recommend a preferred option based on its net advantages over all other viable options.
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Phase 2 Checklist: The following questions are answered: How will we get there? – by presenting the viable options—and associated costs and benefits—for detailed analysis and assessing them against the evaluation criteria that is used to determine an overall recommendation What is the best option? – by making the case to recommend a preferred option based on its net advantages over all other viable options
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Phase 3: Management and Capacity 5. Managing the Investment Complete the following sections to describe, at a strategic level, how the investment will be managed. 5.1 Governance and Oversight Demonstrate where and how the proposed investment would fit within the organization’s broader governance and oversight structure. 5.2 Project Management Strategy Demonstrate that the organization has and will apply a sound methodology to manage the project during its life cycle and through post-implementation. 5.2.1 Project Review Strategy Provide an overview of the methods and processes that have been or will be implemented to gauge the project’s progress and how that progress will be communicated to the project team, project sponsor, and other stakeholders. 5.3 Outcome Management Strategy Describe how the organization will address outcome management, i.e. tracking of outcomes, outcome owner engagement, outcome target metrics and time frames, and outcome reporting process. 5.4 Risk Management Strategy Demonstrate that the organization has a function in place to manage the risks of the project. 5.5 Change Management Strategy Describe how the potential impact of the proposed change on organizational culture, systems, and processes and on people working within and with the invested organizations will be managed in later stages of the project management process. 5.6 Performance Measurement Strategy Indicate how the organization will address performance measurement for project implementation and benefits realization.
Managing the Investment Summary: How the investment will be managed at the strategic level is described.
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Phase 3 Checklist: The following questions are answered: Where and how will the investment fit within the organization’s broader governance and oversight structure? – by describing the governance and oversight strategy for the investment How will the project be managed and reviewed throughout its life cycle? – by describing the project management strategy for the investment How will the business outcomes be realized? – by describing the outcome management strategy for the investment How will the business risks be mitigated and managed? – by describing the risk management strategy for the investment How will change be managed and implemented? – by describing the change management strategy for the investment How will performance be measured? – by defining the project implementation and benefits realization performance measurement strategy
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Appendices Glossary of Acronyms and Terms Provide all acronyms in full and define all terms required to understand the business case properly.
Acronym In Full
Term Definition
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