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District of Cold Stream Finance Committee Meeting Agenda for October 15, 2012

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District of Cold Stream Finance Committee Meeting Agenda for October 15, 2012 District of Cold stream Finance Committee Meeting Agenda for October 15, 2012 Municipal Hall Council Chambers 9901 Kalamalka Road, Coldstream, BC 5:00 pm Supper break at 6:00 pm 1. APPROVAL OF AGENDA 2. MINUTES Page 1 2.a. Finance Committee Meeting Minutes dated February 2. 2012 3. REPORTS PageS 3.a. 2013 Grant In Aid Reguests • Report form the Director of Financial Administration dated October 8. 2012 Recommendation THAT the Finance Committee determine which grant applications are to receive funding. Page 133 3.b. 2013 Reserve and Surplus Balances • Report fonn the Director of Financial Administration dated October 8, 2012 Recommendation THAT the report from the Director of Financial Administration, dated October 8, 2012, regarding 2013 Reserve and Surplus Balances, be received for information. Page 137 3.c. 2013 Operational Considerations • Report fonn the Director of Financial Administration dated October 8, 2012 Recommendation THAT the 2013 Provisional Budget incorporate a 1% tax increase into the 2013 Budget to address the transition back to PST; AND THAT the $25,000 previously budgeted for Antwerp Springs legal costs are reallocated to the Official Community Plan Review ($20,000) and General Legal Costs ($5,000); Finance Committee Agenda October 15, 2012 Page 2 AND THAT the identified RCMP Contract cost increases be funded 50% from taxation and 50% from the Fire Department Operating Reserve; AND THAT the identified Fire Department training cost increase be funded 50% from taxation and 50% from the Fire Department Operating Reserve; AND THAT the $15,000 previously budgeted for Railway Crossing costs be reallocated to the Official Community Plan Review; AND THAT the $24,150 net cost of the Official Community Plan Review be funded from the Community Amenity Operating Reserve; AND FURTHER THAT the 2013 Provisional Budget be brought to the November 19, 2012 Finance Committee Meeting for further discussion. Page 143 3.d. 2013 Capital Considerations • Report form the Director of Financial Administration dated October 8, 2012 Recommendation THAT the website upgrades, at an estimated cost of$15,000, be included in the 2013 Capital Budget and be funded 50% from the Equipment Replacement Reserve and 50% from the Economic Development Operating Reserve; AND THAT the Thermal Imaging Camera, at an estimated cost of $15,500, be included in the 2013 Capital Budget and be funded from the Equipment Replacement Reserve; AND FURTHER THAT the Utility Truck, at an estimated cost of$20,000, is included in the 2013 Capital Budget and be funded from the Equipment Replacement Reserve. Page 175 3.e. Road Maintenance Program History • Report form the Director of Engineering dated October 4,2012 Recommendation THAT the Pavement Management Report be updated by conducting a new field survey in 2013. 4. ADJOURNMENT District of Cold stream Finance Committee Meeting Minutes - February 2, 2012 CALL TO ORDER: Mayor Garlick called the meeting to order at 6:05 pm PRESENT: Mayor Garlick Councillors Besso, Cochrane, Dirk and McClean Councillors Enns and Kiss as entered in the minutes ALSO PRESENT: M. Stamhuis, Chief Administrative Officer K. Austin, Corporate Officer M. Pethick, Operations Superintendent T. Seibel, Director of Financial Administration 1. APPROVAL OF AGENDA Moved by Dirk, seconded by Besso, THAT the agenda for the meeting of the Finance Committee. be approved as circulated. No. FIN2012-021 CARRIED 2. MINUTES Moved by Dirk, seconded by McClean, THAT the Finance Committee Meeting Minutes dated January 16, 2012, be adopted as circulated. No. FIN201Z-022 CARRIED 3. ' BUSINESS ARISING FROM THE MINUTES 3.a. Vernon and District Family History Society (VDFHS) The Director of Financial Administration had been requested to contact the VDFHS to obtain additional information regarding their proposed project to digitize the Coldstream Cemetery records. The Director noted that he had not yet had. an opportunity to liaise with the Society, but that he would do so in the coming week. 1 Finance Committee Minntes Febrnary 2,2012 Page 2 3.b. Traffic Counter at Kickwillie Crossing The Operations Superintendent advised that he was reluctant to put the counter out due to weather conditions and the possibility of the equipment being damaged by snow plowing. 3.c. Kickwillie Crossing Agreement The Chief Administrative Officer reported that neither the Canada Transport Agency nor the Kelowna Pacific Railway had copies of the Kickwillie Crossing Agreement. He noted that the CTA had suggested if there were an agreement, it would likely be on file with CN Rail. He also noted that there may be a crossing agreement for a crossing on Vimy Road. He advised that staff were following up with CN with respe~t to both agreements. Councillor Kiss entered the meeting at 6: 13 pm. Councillor Enns entered the meeting at 6: 15 pm. 4. REPORTS 4.a. 2012 Budget Summary - Revised • Report form the Director of Financial Administration dated January 26, 2012 Moved by Dirk, seconded by Enns, THAT the Committee recommend setting the 2012 Paving program funding at $344,500 (Option #1) and the transfer station is closed; AND THAT the Committee approve the 2012 Capital Budget for inclusion in the 2012- 2016 Financial Plan; AND FURTHER THAT the Committee recommend to Council that the Budget Open Hou~ebe held on Wednesday, February 29, 2012. Before the questionwas called it was: '. Moved by Kiss"seconded by Enns, THAT the motion be amended by striking the words, "and the transfer station is closed' from the first paragraph, thereby retaining the budget and operation of the transfer station. No. FIN2012-023 AMENDMENT DEFEATED Cochralllle, Dirk, Garlick and McClean opposed No. FIN2012-024 MAIN MOTION CARRIED Besso opposed 2 Finance Committee Minutes February 2, 2012 Page 3 4. ADJOURN TO IN-CAMERA Moved by Kiss, seconded by Besso, THAT the Finance Committee adjourns to an In-Camera meeting to discuss issues related to the following paragraphs under Section 90(1) of the Community Charter: (c) labour relations or other employee relations. No. FIN2012-02S CARRIED , The regular meeting ofthe Finance Committee recessed at 6:54 pm and reconvened at 7:20 pm. Councillor Enns was not present. S. 21H2 Capital Budget Moved by Besso, seconded by Kiss, THAT staff, when preparing the 2012 Draft Budget, be directed to defer the Kidston Road Culvert/Fish Passage/Bike Lane project, in the amount of$120,000, to 2013 Budget discussions. No. FIN2012-026 CARRIED 6. Recommendation to Strike a Select Committee of Council In-Camera Resolution No. FIN2012-004 was removed from In-Camera discussion: "T~AT the Finance Committee recommend to Council that the Mayor be requested to sfJ'lke a select committee afCouncil, the "Operational Review Committee ", which would . c~nsist ofthree members ofCouncil, one ofwhom shall be the Mayor and who shall Chair the Committee, for the purpose of conducting a review of municipal operations and to produce an information gathering report for each municipal department that would include information as to: 1. How the department is organized; 2. Job responsibilities and roles; 3. Financial and operational checks and balances. " 3 Finance Committee Minutes February 2, 2012 Page 4 7. ADJOURNMENT Moved by Kiss, seconded by McClean, THAT the Finance Committee meeting held February 2,2012 be adjourned. No. FIN2012-025 CARRIED The Finance Committee meeting adjourned at 7:35 pm. CERTIFIED CORRECT Keri-Ann Austin, Recording Secretary Jim Garlick, Chair 4 District of o Regular DIn-Camera DISTRICT OF COLDSTREAM o CoW Coldstream o CoWIn-Camera MEMORANDUM TO: Finance Committee FILE NO. 1715-01 FROM: Trevor Seibel, CA DATE: October 8, 2012 Director of Financial Administration SUBJECT: 2013 Grant In Aid Requests 1. Purpose For the Committee to consider the 2013 Grant In Aid requests. 2. Origin During 2007, Council implemented Policy No. TD025-Grant In Aid in order to consider, on an annnal basis, providing financial assistance to not-for profit organizations when a need has been raised. 3. BackgrollmdlDiscIRssion Notice was placed in the Morning Star in September indicating that the Grant In Aid deadline was th September 30 . The application was available on line and at the District office. Historically, Council has included a provision of $6,000 in the budget for discretionary Grant In Aid, Over the past couple of years Grant In Aids have been consistently issued to the Vernon Winter Carnival, Friends ofKalamalka Provincial Park and the Lavington Community Association. The remaining funds have been provided to different user gronps, in different years, These groups include Okanagan Symphony Society, the Ford World Curling Championships, the BC Grape Growers Association, Scouts Canada, the RCMP Jean Minguy Youth Academy, Vernon Community Music School and Vernon Upper Room Mission just to name a few. The 2012 Grants were provided to the following organizations: Lavington Community Association $ 1,000 Friends ofKalamalka Lake Provincial Park 600 Vemon Winter Carnival 500 Vemon Community Music School 1,000 Upper Room Mission 1,000 North Okanagan Gleaners 1,000 Vemon Women's Transitiou House Society 900 $ 6,000 5 The following grant requests were received for the 2013 Budget considerations: Lavington Community Association $ 1,200 Friends ofKalamalka Lake Provincial Park 500 Vernon Winter Carnival Society 1,000 Restorative Justice Society - North Okanagan 5,000 Jean Minguy RCMP Youth Academy 1,500 Allan Brooks Nature Centre 1,500 Family Resource Centre Society for the NO 25,000 $ 35,700 For 2012 the Jean Minguy
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