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:

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 RCMP Yonth Academy was funded out of the RCMP budget. The RCMP budget does not contain a provision for the Jean Minguy RCMP Youth Academy. It was funded out of the 2012 surplus as a result of being under budget with our RCMP costs.

4. Recommendation

THAT the Committee detennine which grant applicants are to receive funding.

Reviewed by: Michael A. Stamhuis Director of Financial Administration Chief Administrative Officer

6 District of

DISTRICT OF COLD STREAM Coldstrearn

DISTRICT OF COLDSTREAM 9901 Kalamalka Road, Coldstream, B,C, VIB lL6 Tel: 545-5304 Fax: 545-4733

APPLICATION FOR GRANT

In accordance with the Community Charter, the Council of The Corporation of the District of Coldstream may provide assistance by way of a grant to organizations which provide services that the council considers necessary or desirable,

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annual basis and approval in one year does not imply or suggest that approval in any year subsequent will occur.

Please Note: This application is NOT lFOR TAX EXEMPTION.

1. Name of Organization la\llbqt,.,,, LOM!3'-'O,,'\-l' A.,soclClt-> 0,(\ 0775 - S"",",,,,,,,\ g",,«d, thlr\""tcc""" E,c \1103G'i

Date of Application Lt':j 'V / P- 2. -..?t I

3. Taxation Year being applied for ~013

4. Amount of request i:4.00.DO

7 DISTRICT OF COLDSTREAM - APPLICA nON FOR GRANT

Details of Organization

Name of Organization: l.A\I"''''l~on CO'''',~v,,~+'1 Assoc, ia'~,o/1 Address of Organization: '3 (75 gc-h Dol j2oc;d

N arne of Contact Person :fi'e!1 ",u> ," er Ed '; -tl, =rb 0 t,. >D.-'> Telephone Number: Hurt e :;)150,54';;). 5D7 ~ 6 en as'a ' ::,o~ ,

Financial Information Please provide a copy of the following: • Most recent audited financial statements • Projected statement of receipts and disbursements (budget) for the current year,

Section E - Other Information On a separate sheet, please provide the following: I, Details of effOlts made by your organization to work towards self-sufficiency, 2, Details on the current membership of your organization (i.e, number of members, fees/due paid, etc, 3, The purpose and mission of your organization, as well as some achievements, 4, The project for which you are seeking funds,

On behalf of U\\JI "'~+VVl . COhrlU''I.!tt A-~9"'G~",h Dr> , I1we hereby declare that all the information presented .and/or provided with this application is true and correct. DATED THIS 'D DAY OF ft ,2 {;1 \';2. , .ttl! ) 2:'ZJ~ Authorized Signatory Authorized Signatory

8 Submitted for Approval May 3, 2012

Lavington Community Association Budget for February 1, 2012 to January 31, 2013

Estimated Revenue

Grants $14000.00 (Coldstream, Nord & Funtastic grants)

Donations $1000.00 (Community & Newsletter donations)

Fundraising $9000.00 (2 bottle drives, garage sale, concession)

Total $24000.00

Estimated Expenses

Newsletter $1550.00 (10 Newsletters postage & copying)

Administrative Expenses $175.00 (Society & Web site fees)

Community Events $1600.00 (Supplies for garage sale, concession, Easter egg hunt, bottle drives, Remembrance wreath, Halloween fireworks donation)

BC Hydro $8000.00 (Annual hydro cost)

Insurance $5000.00 (Annual insurance cost)

Building & Equipment Maintenance $6000.00 (Repairs, service and maintenance, replacement c Hockey Nets)

Work on Community Site and multi-purpose pad $5000.00 (This amount is to meet our goal of: Finishing the shelter with plex-glass to provide better visibility for safety & matting for area around shelter.)

Total $27325.00

Excess of Expenses over Revenue ($3325.00)

9 Income/Expense Comparison by Category 2/1/2010 through 1/31/2012 (in Canadian Dollars) (Cash Basis) 8/812012 Page 1 2/1/2010- 2/1/2011- Amount Category 1/31/2011 1/31/2012 Difference

INCOME Donation Income Lavington Church Donation 275.00 275.00 0.00 TOTAL Donation Income 275.00 275.00 0.00 Fundraising or Event Income Bottle Drive 5,183.55 5,171.66 -11.89 . Community Garage Sale Income 2,704.91 2,424.79 -280.12 Easter Egg Hunt Income 431.32 340.00 -91.32 TOTAL Fundraising or Event Income 8,319.78 7,936.45 -383.33 Grants District of Coldstream Grant 1,100.00 1,100.00 0.00 NORD Hydro Grant 5,016.78 6,699.47 1,682.69 NORD Insurance Grant 4,768.00 4,700.00 -68.00 TOTAL Grants 10,884.78 12,499.47 1,614.69 HST Rebate 1,812.73 0.00 -1,812.73 Interest Income 1.72 0.85 -0.87 Newsletter Donations & Support 700.00 945.00 245.00 TOTAL INCOME 21,994.01 21,656.77 -337.24

EXPENSES Building & Equipment Maintenance 108.79 7,979.97 -7,871.18 Donations 735.00 240.00 495.00 Fundraising or Event Expense Bottle Drive 416.32 477.49 -61.17 Community Garage Sale Exp 520.34 596.72 -76.38 Easter Event Exp 327.57 271.85 55.72 TOTAL Fundraising or Event Expense 1,264.23 1,346.06 -81.83 Hydro Expense 5,831.52 6,883.44 -1,051.92 Insurance Expense 4,768.00 4,700.00 68.00 Mise Expense 36.33 31.45 4.88 Newsletter Expense 1,212.10 1,274.42 -62.32 PA System 148.23 11.03 137.20 Society Fees 25.00 25.00 0.00 Work on Comm. Site and Multi-Purpose Pad 12,976.06 3,913.26 9,062.80 TOTAL EXPENSES 27,105.26 26,404.63 700.63

OVERALL TOTAL -5,111.25 -4,747.86 363.39

10 1. Details of efforts made by your organization to work towards self-sufficiency. * Lavington Community Association is working towards self-sufficiency through several initiatives. We have an annual garage sale, semi-annual bottle drives, concessions at several community events, and donations from community. Additionally we have a 10-year lease agreement with Telus.

2. Details on the current membership of your organization * All residents of the community of Lavington, who are the age of eighteen years or over and have resided in the community for 6 months or more, are members of the Lavington Community Association. No dues or fees are required to be a member. All nine (9) directors are volunteers.

3. Details of specific accomplishments andlor contributions made by your organization that benefi! the residents of the District of Coldstream. * Our organization has provided the following contributions to the residents of the District of Coldstream:

o The Jeffers Park multi-purpose pad has been developed for year-round use. It is an icerink in the winter and a basketball court and multi-purpose pad spring, summer and fall. We have completed upgrades to the ice rink plant to provide a consistent ice surface during milder winters. Members of the Lavington Community Association volunteer to clear snow from the Ice rink as well as maintaining the ice plant and skating rink. We organize two bottle drives a year to raise funds for the maintenance and improvements to the multi-purpose pad. • We also publish a monthly newsletter to promote community groups and events. Some of the - events that we have helped promote are the Lavington Ladies Spring Tea, Lavington Elementary School's Mayday celebration, Lavington Fire Department's Halloween Fireworks, Remembrance Day Ceremony, Community Easter Egg Hunt, and the annual Lavington Community Garage Sale. • We have also maintained a site on the Internet to keep the community informed of up corning events. • We organize the annual Lavington Community Garage Sale! Concession and a by donation annual Community Easter egg Hunt and BBQ. • We partner with the Lavington Fire Department and the Lavington Baptist Church to organize the Remembrance Day Ceremony. Also partner with the Lavington Ladies Work Group to provide a . Spring Tea that helps to raise funds for their group. o Our group sponsors the Lavington Recreation & Leisure held at Lavington Centennial Park and the free drop-in adult volleyball held at the Lavington School gym.

4. Any other information which you feel Council should consider. * We ask council to also consider our most recent projects that are now completed:

• The completion of the open shelter with benches for skaters to put on and remove their skates in area dry and free of snow. • Completed the landscape and irrigation around the ice rink.

* We ask council to also consider our current projects in progress:

• Replacing the hockey nets with help from a Fantastic grant. • Installing the plex-glass on the newly constructed open shelter to provide better visibility for safety. c o We are currently partneringwith the Lavington Ladies Work Group, May Day Group and Lavington Community School to pursue purchasing tables and chairs for the community. • We are working on completion of some areas around the shelter. Some small amounts of concrete work are needed to keep dirt and gravel out of the shelter and off of the ice surface. • A concrete apron is needed for in front of the maintenance building as the zarnboni tires also track dirt and gravel onto the ice surface.

Thank you for considering the Lavington Community Association for this Grant.

1 1 12 fD)~.©~OW... ~~ District of lJll SEt' 2 ~ liLlal 1J!lj DIStRICTt1)F~

Coldstream

DISTRICT OF COLDSTREAM 990 I Kalamalka Road, Coldstream, B.C. VlB IL6 Tel: 545-5304 Fax: 545-4733

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annual basis and approval in one year does not imply or suggest that approval in any year subsequent will occur.

Please Note: Tilis applicatiol1l is NOT FOR TAX EXEMPTION.

1. Name of Organization FRI eJJ D 5 () r !(f41-f-l- /}/In t-JLV1- Jjf/([;;" 6}ov(JV Cu4L/}+RI(

2. Date of Application J 0 :t 6 12-- SwP, ~

3. Taxation Year being applied for

4. Amount of request

13 N arne of Organization: f;'~f\d5 .,+' lea( /JJ. VJ2 praU . I Address of Organization: eM 1730

N arne of Contact Person Telephone Number:

Incorporation # of Society:

Please provide a copy of the following: • Most recent audited financial statements " Projected statement of receipts and disbnrsements (bndget) for the cnrrent year.

On a separate sheet, please provide the following: I. Details of efforts made by yonr organization to work towards self-sufficiency. 2. Details on the current membership of yonr organization (i.e. number of members, fees/due paid, etc. 3. The purpose and mission of yonr organization, as well as some achievements. 4. The project for which you are seeking funds.

14 FRIENDS OF KALAMALKA LAKE PROVINCIAL PARK Income Statement 1 April 2011 to 31 March 2012

Revenue Memberships $1660.00 Donations District of Coldstream 1200.00 BC Parks for 25th Anniversary 1000.00 Individual Donors 635.00 (The $400 is a donation that we received in error 400.00 and had to repay by society cheque.) -400.00

Total Donations $2835.00 T-shirts and zipper pulls 81.00 (Zipper pulls are not usually sold, they were a membership item in the anniversary year) Total Revenue $4576.00

Debits

Office expenses $ 607.70 25th Anniversary 1816.73 Brochures 2611.69 Insurance 200.00 Government fees 25.00 . T shirts and zipper pulls 1130.64

Total Debits $6391.76

Ne.t Income $-1815.76

Balance Sheet 1 April 2011 to 31 March 2012

Equity

Retained Earnings (20lO-20ll) $6407.56 Current Earnings -1815.76 liabilities 0.00

Vantage One Credit Union balance $4591.80

Submitted by Diane Story, Treasurer, 31 March 2012

15 THE FRIENDS OF KALAMALKA LAKE PROVINCIAL PARK

ANNUAL GENERAL MEETING

7:30pm, Thursday, April 1 g, 2012

Coldstream Women's Institute Hall

AGENDA

1. Call to Order/Adoption of Agenda

2. Minutes 2011 AGM

3. President's Report

4. Treasurer's Report

5. Activities 2012-2013

6. Parks Update - BC Parks: Kevin Wilson, Area Supervisor, North Okanagan - Park Facility Operator

7. Guest Speaker - DND Presentation: Unexploded Ordnance (UXO) in Kal Park

8. Door Prizes

9. Adjournment

16 Friends of Kalamalka Provincial Park Annual General Meeting April 19,2012 President's report

As usual some projects carry over from year to year

25th ANNIVERSARY OF KALAMALKA LAKE PROVINCIAL PARK JUNE 11. 2011 For the year 2011 this was our big event taking up a lot of our time planning and preparing. It was definitely worth all the hard work In attendance were representatives of Be Parks, Park operators, dignitaries, and special historians who were involved 25yrs ago, as well as over 200 guests. The weather was Kal Park perfect. The removal of the time capsule and the many speeches were some of the main highlights followed up by cake and refreshments. The event was a major success. Thank you to all who came out to support the event. WEBSITE The construction of a website was completed this year. You can visit the website at www.kalamalkaparkca . Thank you Harold Sellers. NEWSLETTER We continue to produce a quarterly newsletter to all online members. Its full of park information, history, plans, events, pictures and news from BC parks. If you have anything you would like to see in the newsletter please email Harold Sellers at [email protected]. Thanks again to board member Harold Sellers for your computer genius. BROCHURES We are in our fourth printing of our brochure assisted by a generous grant from the Coldstream council and a donation from Sun Country Cycle. We continue to distribute the brochures at the council office and at the entrances of the three main gates. The brochures provide park guests with valuable information about the park, maps, pictures and contact information. MEMBIERSHIPS/ZIPPERPULLS We now have over 150 members to date. We have membership drives throughout the year. The zipper pulls have proven quite popular and one comes free with a membership. Membership fees are $10 per person and $20 per family. Thanks 10 for your efforts. Call 10 for memberships 250-542-1821 FOKLPP T-SHIRTS A second batch of t-shirts was printed this year due to their great popularity. So get your shirt and wear it with pride. Contact 10 Gozelny 250-542-1821. Thanks again 10 for all the hard work WEEDS Last summer we did a scotch thistle blossom removal with BC parks. We will be doing this again to control this noxious weed. Volunteers are needed so please sign up.

17 TRAILS There is ongoing trail upgrades in cooperation with BC parks. North OK Cycling Society volunteers did work on mountain bike trails. Thanks for the hard work. For more information contact [email protected] ARTICLE IN THE NEWSPAPER To address park rules and etiquette by all users of the park, HIKERS, BIKERS, DOG WALKERS AND HORSEBACK RIDERS. WALK FOR WILDLIFE We participated in national wildlife week in April by manning one of three parks locations in our community, our being in Kal Park of course. Advertised as walk for wildlife participants registered at the location of their choice and their Kilometers were logged in. Thanks Dick and Dianne Story for volunteering FOKLPP PROJECTS FOR 2012-2013 -BC Hydro Environmental Grant - We have applied for a grant of $2000 to replace, update, and damaged or missing signs and trail maps. Thanks Harold for doing the application -Weed Removal - More thistle control is planned for this spring and late summer. We have a BC park biologist specialist guiding us this year. Also cooperation from neighboring farms. Volunteer or else. -Ongoing trail Maintenance and Improvement -Ongoing Membership Recruitment -Reprint and distribution of brochures -Continuing seasonal newsletter and updating website -Group hikes to get to know our park better

APPRECIATIONS/THANK-YOUSjWELCOMES

Welcome to our newest board member James Quigg, who came on board in November 2011 and has been drumming up new members everywhere he goes.

Thanks to John Kuly and Peter Nisse for their tireless work in the park.

Thank-you to Kevin Wilson Be parks supervisor, North Okanagan and his rangers for their hard work and support. Ami Last but notleast a big THANK~ YOU to aU the friends ofkal park board members for maki.ng my job easier.

Valerie Buchanan President of FO KLP P

18 1. Self Sufficiency

Membership fees for the Friends of Kalamalka Lake Provincial Park pay for the basic costs of our tax-registered society including business expenses and our annual meetings. We also use our funds to initiate special projects, for some of which we need to raise additional amounts from the community through .donations and grants. Many hours donated by directors and members contribute to the successful functioning of the society and the projects we undertake.

2. Current Membership (,../e~ /50 Our current membership is~ paid-up members with over 100 on our maiiinglistThe annual membership fee is $10.

3 .. f'urpose of our Organization and Achievements

Purpose The primary purpose of the society is to preserve the environmental integrity of Kalamalka Lake Provincial Park in perpetuity for the benefit of the general public. Many Goldstream residents are frequent park visitors. We work with BC Parks to minimize destruction of parklands and habitat and to create and maintain trails. Our mandate is also to educate. thapublic. aboutthe.ecological significance. of parklands, flora.and.fauna.

Achievements Over the past 5 years our society has undertaken a number of projects:

We hauled brush and branches to enable chipping and removal of potential fire fuel.

We obtained a federal grant to upgrade and build additional trails for park users. This project included the creation and installation of trail signs at trail heads and junctions.

We worked with BG Parks to revise and install new mapboards at the main .entrances and throughout the park.

Last year, in conjunction with Parks, we. had signs printed and placed to remind smokers of the fire risk. Parks used the signs again this year. . - ~ /.faqJ> . ~iear w

4. f'roject(s) for which we are seeking lunds

We intend to reprint our very popular Kalamalka Lake Provincial Park brochure, if possible increasing the number available to 4000 for distribution next year. (This year we had 3000.) We expect the cost to be approximately $1600. We will pay a portion Qf the cost out of our society funds. 1If,t;DO 00-· . We are ~equesting a Goldstream Grant iii ~ t~ help with reprinting the brochure I

i!;i1lg~ I diM. The donation would be tax exempt and any contribution will be k ·1 d d. . was this year,. . . ._. ac nowe ge on the brochure, as It

19 20 Restorative Justice Society - North Okanagan 101 - 3334 30"' Avenue, Vernon, BC VlT 2C8 Norili Okanagan

27 September 2012 ffii ~©~~W~ [0) SEP 2 7 2011 Mayor Jim Garlick and Council District of Coldstream DISTRICT OF COLDSTREAM 9901 Kalamalka Road Coldstream, BC VIB lL6

Dear Mayor Garlick and Council:

Re: Gralllt IIll Aid for $5,000 for Restorative Justice Society - North Okanagan

On behalf of the Restorative Justice Society - North Okanagan, please find our enclosed application for the Grant In Aid including the following documents:

4; Financial and Other Information (3 pages) ~ Copy of Certificate of Incorporation ,. Business Case 2011 - 2013

If you have any questions please feel free to contact me at 250-542-2187 or Margaret Clark at 250-938-0749. We look forward to hearing from you and appreciate your consideration of tbis funding request and past support of the program.

Sincerely, ~AtU 4~r---) Carole Lyons, ~~-president Restorative Justice Society - North Okanagan

201209 Grant ill Aid - Coldstream 10fl Our viSion is to build safer and healthier communities through restorative justice principles and practices. 21 22 District of

Coldstream

DISTRICT OF COLDSTREAM 9901 Kalamalka Road, Coldstream, B.c. VlB lL6 Tel: 545-5304 Fax: 545-4733

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annual basis and approval in one year does not imply or suggest that approval in any year subsequent will occur.

Please N()te: This applicati()n is NOT FOR TAX EXEMPTION.

1. Name of Organization "PcS/tY,tlf'./4 S;;5~'v-l SoU? tUllY#. O{(a,td&~

2. Date of Application

3. Taxation Year being applied for

4. Amount of request

23 Name of Organization: Address of Organization:

Name of Contact Person Telephone Number:

Incorporation # of Society:

Please provide a copy of the following: • Most recent audited financial statements • Projected statement of receipts and disbursements (budget) for the current year.

On a separate sheet, please provide the following: 1. Details of efforts made by your organization to work towards self-sufficiency. 2. Details on the current membership of your organization (i.e. number of members, fees/due paid, etc. 3. The purpose and mission of your organization, as well as some achievements. 4. The project for which you are seeking funds.

24 Financial and Other Information

Financial Information

• The Restorative Justice Society - North Okanagan (RJS-NO) was incorporated in November 2011 and is an amalgamation of two (2) previously existing restorative justice programs. The North Okanagan Restorative Justice (NORJ) Program began receiving referrals in January 2006 and the Lumby & District Restorative Justice Program began receiving referrals in July 2002. The RJS-NO has not had a full year of operation and therefore cannot provide an audited financial statement, at this point.

Please see attached Business Case 2011 - 2013 that was drafted prior to the incorporation of the RJS-NO and note that the Business Case will be reviewed and updated in the coming year as the Board of Directors coordinate a strategic planning session with one of the goals to develop a five-year plan.

Section E - Other Information

1) The Restorative Justice Society - North Okanagan (RJS-NO) currently has a Service Agreement with the City of Vernon until December 2013 to provide restorative justice services. The agreement provides $50,444 for 2013 of our proposed budget of $70,405. The RJS-NO will be submitting a funding application to the Public Service & Solicitor General (PSSG): Community Accountability Programs for $5,000.00 and has received this funding from the PSSG in the past.

The RJS-NO as a newly formed Society is in the process of addressing on-going funding needs to continue the openition of this service for the North Okanagan.

The RJS-NO has submitted an application to receive a Charitable Number and has started planning fundraising events during 2013. The RJS-NO will also be submitting applications to the other District Mayor and Councils within the North Okanagan Detachment Area which includes: six main communities: Vernon, Spallumcheen, Armstrong, Enderby, Coldstream and Lumby and three Regional Districts with Electoral Areas for BXlSwan Lake, BXlSilver Star, Enderby Rural, Lumby Rural, Cherryville, Falkland and Westwold/Monte Lake. The overall population is between 80,000 - 85,000 thousand with seasonal fluctuations (source Vernon Detachment I E Division, 2006).

The RJS-NO has also submitted an application to the Aboriginal Justice Strategy: Capacity - Building Fund to bring Peacemaker Circle Training for Trainees and Training for Trainers during November 2012 - March 2013 to establish a restorative justice process that is a community-based referral service to support conflict being addressed before it involves school persomlel and/or the RCMP for Aboriginal children, youth and families. This project would require coordination time, recruitment of trainees, training for trainees, training for trainers, in-kind support and development of a referral and screening process that is user-friendly by being culturally-based and readily accessible by community members.

2012 09 Grant in Aid - Information Page 1 of3

25 2) The RJS-NO has not done a membership drive, at this point and currently the eight memberships include only the Board of Directors, who represent the North Okanagan with the following members Warren Smith, VernonINorth Okanagan RCMP Safe Communities Unit; Carole Lyons, RJS-NO Volunteer Practitioners; Cindy Brewer, Okanagan Indian Band; Flemming Bech-Hansen, Bech-Hansen Bookkeeping & Consulting; Sandra Lynxleg, School District #22; Jean Brown and alternate, Lawrence (Randy) Williams, Splatsin First Nation; David Mardiros, David Mardiros Law Office and Rob Culos, Culos & Company Law Corporation.

Membership costs are set at five ($5.00) dollars. We are preparing to launch our website, upon receiving confirmation of our Charitable Number and will look at doing a membership drive, at that time.

3) Our vision is to build safer and healthier communities through restorative justice principles and practices.

Our mission is to connect individuals, to strengthen relationships and to build safe and healthy communities by repairing harm with the persons affected and the person who caused harm.

The RJS-NO is supported by a core group of trained Volunteer Practitioners (VP) some of whom have been involved for more than five (5) years. The VPs are a cross-section of individuals representing the North Okanagan with a variety of backgrounds and skill sets who share a passion for the delivery of the services. Volunteer Practitioners have dedicated over four thousand hours of documented time to maintain and sustain this service for citizens of the North Okanagan. The RJS-NO recognizes these and other benefits to community:

)r Awareness, training and involvement in restorative justice services )r Empathy building, voice and role for:

@ Person Harmed

® Person Who Caused Harm

@ Guardian/Supporter o Cormnunity )r Reintegration and accountability for the Person Who Caused Harm with an experience of the effect/impact the incident has had on others )r Participants talk about the past, present and future, and have a say in the outcome )r A returned sense of safety for all participants )r Strengthening offamily and social bond )r It is timely and cost-effective )r Bring together and maintain networks between: • Private Citizens o Businesses o Other Service Providing agencies/organizations

@ RCMP and Schools

2012 09 Grant in Aid - Information Page 2 of3

26 The RJS - NO is a referral-based pre-charge, non-court alternative to the Vernon/North Okanagan RCMP Detachment Area and schools within that area. Services are available to both youth and adults who are involved and/or in conflict with the law. There are two Conference models that are provided. The primary one is the RCMP 'E' Division Community Justice Forum (CJF) Facilitator Training and the other is a Community Accountability Panel (CAP).

The CJF Conference model is used when the person harmed (victim) is willing/able and suitable to be involved in the process. A CAP Conference model is used with the person harmed is not willing/able or suitable to be involved and endorses the CAP Conference model. Referrals have been Resolved -without going to Conference- when it is in the best interest of the person ha=ed and the person who caused harm (offender) to deal with the incident without meeting face-to-face because of a variety of reason, i.e. timeline, physical and/or mental health issues/concerns. Hosting a Conference or being Resolved is preferred over being Denied and returned to the referral source for further consideration, i.e. forwarded to Crown Counsel with regards to RCMP-based referrals.

Restorative justice program/services in the North Okanagan have provide support and advocacy on behalf of more than five hundred (500) persons harmed (victims) and two hundred & fifty (250) person who caused the harm (offenders).

4) Historically, the District of Coldstream provided financial support to the administration of restorative justice services that the North Okanagan Restorative Justice (NORJ) Program was providing through the Okanagan Boys & Girls Club - Vernon. The NORJ Program was re-located to the Safe Communities Unit/Community Policing Office in March of 2009 with full financial support from the City of Vernon for 2009 and 2010.

In 2011 the RJS-NO received funds from the City of Vernon, a one-time only funds from another source and the PSSG that allowed restorative justice services to continue throughout the North Okanagan without requesting support from other municipalities within the North Okanagan.

More recently, in 2012 the District of Coldstream provided funding ($2,000) through a grant to support the continued operation of the RJS-NO.

The funds requested through Grant In Aid for 2013 will continue to support the RJS-NO to provide and administer restorative justice services.

201209 Grant in Aid - Infonnation Page 3 of3

27 I I R'_eglstry Number: S-0059032 IS . The Best Place on E=:h t ervlCes

CERTIFICATE OF INCORPORATION

SOC!ETYACT

I Hereby Certify that RESTORAnVE JUSTiCE SOC~ETY - NORTH OKANAGAN was incorporated under ihe Society Act on November 7, 20i i at i i :52 AM Pacific Time.

Issued under my hand at Victoria, British Columbia, on November 7, 2011

RON TOWNSHEND Registrar of Companies PROVINCE OF BRITISH COLUMBIA CANADA

28 CITY OF ernon

Business Case

North Okanagan Restorative Justice Program

Vernon I North Okanagan RCMP Detachment

Margaret Clark, Coordinator October 2010

Repairing ha1711 connects individuals and builds communities ...

Business Case 2011-2013 Page 1 ofl2

29 Table of Contents

I. Executive Summary...... ) 2. Mission, Vision and Criteria Statement ...... 4 3. Objectives ...... ;i 4. Program Resources ...... 9 5. Methodology ...... 7. 6. Budget Submission for 2011 and 2013 ...... ~ 7. Budget Request for 2012 and 2013 ...... 2 8. COlllinunity Deliverables ___ . _____ .. __ .. ______,______.. ______. ______lQ 9. Crime Prevention Supports Available ...... I:?

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Business Case 2011·2013 Page 2 of 12

30 Executive Summary

The intention of this document is to provide an overview of the North Okanagan Restorative Justice Program (herein referred to as "the Program) and to achieve support, both financial and in-kind contributions for its sustainability over the next three (3) years. The Program operates with a paid Coordinator and other Practitioners who volunteer their time and energy to support and assist in the delivery of this responsive and cost-effective service.

Tins document also reflects the regionalization of the VernonINorth Okanagan RCMP Detachment area and the efforts of the Program to provide services within Armstrong, Coldstream, Enderby, Falkland, Spallumcheen and Vernon. The Program is free service that began receiving referrals in January 2006, although a significant amount of work was done beforehac'1d. The Program's role and purpose is defined in the Youth Criminal Justice Act and the Criminal Code of Canada under Extrajudicial or Alternative Measures.

Restorative justice is a philosophical approach to dealing with crime and offences in away that does not "criminalize the offender, victim, their family and friends, or the incident." As the Coordinator since October 2006, with a background in corrections and addiction treatment settings, the role of supporting and advocating on behalf of the persons affected andlor involved with the law is very meaningful. We camlot lose sight of the fact that the Program is for the person ha=ed, first and foremost with a focus on the person who caused h= taking responsibility and being held accountable.

The Program has already had contact with over three hundred (300) persons harmed (victim) and over one (100) persons who caused h= (offender) who were involved in over seventy-five (75) referrals. These numbers do not reflect the gnardians, supporters, referral source or others that have been affected and/or involved in the process and attended Conferences. (A Conference is the face-to-face meetings with each other that the Program Practitioners facilitate.)

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31 Mission Statement

"To develop, promote and implement the principles and practices of restorative justice within the Vernon /North Okanagan Detachment area with the purpose of supporting and advocating on behalf of persons affected and/or involved with the law as well as their guardians/supporters with the goal to reduce recidivism and to create safe and healthy communities."

Vision Statement

"Repairing harm with persons affected and/or in conflict with the law and their guardians/supporters connects individuals, strengthens relationships and builds safe and healthier c011llllunities. "

Criteria Statement

"The Program uses community conferencing models to establish an alternative approach to the legal system for persons affected and/or in conflict with the law and their guardians/supporters."

(Mission, Vision and Criteria Statement are pending approval of the future Board.)

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32 Objectives

To bring together a group of volunteers with a variety of backgrounds and life experiences to work with persons affected and/or in conflict with the law as well as, their guardians/supporters.

4 To support and advocate on behalf of the person hanned (victim) while ensuring that their needs and rights for confidentiality, safety, respect and care are addressed; to encourage involvement and to promote closure through connections within the community.

To support and advocate on behalf of the youth or adult person who caused harmed (offender) while ensuring their needs and rights for confidentiality, safety, respect and care. are addressed; to encourage involvement and to promote closure through connections within the community.

To organize, supervise, and uphold restorative principles and practices, including but not limited to Community Justice Forum and Community Accountability Panel Conference models as required to meet the needs of persons affected and/or in conflict with the law; as well as their guardians/supporters, and the community.

To promote and foster in persons affected and/or in conflict with the law a respect for, understanding and awareness of the needs and rights for the safety of all, and the ways that criminal and unlawful activities directly affect the person hanned, guardians/supporters, and the community.

.,:.!.. To promote and foster the public's understanding and awareness of, and involvement in, the justice system. .

"j,. To recognize and enlist the services of community members and agencies/organizations in creating a safer and healthier community.

"j,. To co-operate with governments at all levels and the justice system in implementing programs, policies or procedures as they relate to addressing criminal and unlawful activities.

To co-operate with community members, agencies/organizations,associations and societies that have purposes similar in whole or in part to the purposes of the Program.

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33 Program Resources

~ A :full-time contracted Coordinator position which comes under the directiou of the Officer-in-Charge Vernon!North Okanagan RCMP Detachment area and the supervision of the Manager of the City of Vernon RCMP Safe Communities Unit.

Trained volunteer Practitioners who meet regularly and suppOli the activities of the Program through facilitation, co-facilitation and mentoring at the Conferences.

,J,. Working Advisory Group/future Board Members who provide support, direction and assistance in the registration of the Society.

~ Detac11.1-"'11ent CO!ll.."11anders v/ithin the VemorJNortJ1 Okanagan Detac~ent Regional area.

~ Individual RCMP members and School District personnel within the Vernon/NOlih Okanagan Detaclnnent area who inquire about and/or submit referrals to the Program.

Community deliverables are activities that have been received at agencies/organizations for the following reasons: 1. Fulfilhnent of Agreements, e.g. community hours and/or repayments/repairs; 2. Referrals from the Program for persons harmed and/or person who caused harm to receive counseling/support and/or other services; and 3. Awareness/education/training provided by the Program Coordinator. (See pages 8 "nd 9 for comprehensive lists on these three cormmLl1ity deliverables.)

Regional Restorative Justice Coordinators in the North, Central and South Okanagan Similkameen, which includes Lumby, Kelowna, Peachland, Summerland and Penticton.

"j, RCMP "E" Division Restorative Justice.

~ Shared information through the network of restorative justice Programs within the Province of BC on funding, training, challenges and accomplishments, see new website: www.rjbc.ca

J., Ministry of Public Safety and Solicitor General's Community Accountability Program.

.. The Canadian Restorative Justice Consortium

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Business Case 2011-2013 Page 6 ofl2

34 Methodology

4 Undertake the delivery of the Program in consultation with the Officer-in-Charge VernonINorth Okanagan RCMP Detachment, Rural Detachment Commanders, and identified regional and connnunity partners.

"" Demonstrate restorative justice principles and practices to support and advocate on behalf of all persons affected and/or in conflict with the law who are referred to the Program .

. .,.j, Work collaboratively with other agencies/organizations that are in the business of justice.

'i$. Ensure the needs of the all stakeholders including regional and connnunity partners are addressed in consultation with the Program's Advisory Connnittee/Board Members, Coordinator and Practitioners through review and assessment of delivery of the Program.

4 Liaise with local media in an effort to partner in representing information and feature articles about the Program and restorative justice principles and practices.

4. Maintain a high level of connnunication with all RCMP Members and personnel, elected officials, and the region as a whole in order to gain awareness and support for the restorative justice principles and practices.

Support the mandate of the RCMP, Safe Connnunity UnitiConnnunity Policing Office, City of Vernon and other local governments to indicate that the Program fits well with crime prevention programs and activities.

"J,. Sustain a level of visibility through visits to the Detachment, schools, regional agencies/organizations and connnunities involved to provide awareness, education and referral information with the Coordinator acting as a valuable resource.

"J,. Seek, recruit and train Practitioners (volunteers) within each community to reflect restorative justice principles and practices to truly be community-based in its approach.

"J,. Encourage the citizens of the North Okanagan to participate in and promote restorative justice principles and practices as a way to get involved with a justice-related process.

Participate in regional, provincial and national restorative justice programs to stay current and knowledgeable about restorative justice services, principals and practices as well as training, education and funding opportunities.

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Business Case 2011-2013 Page 7 ofl2

35 Budget Submission

...... •...... , .., ...... ·Budget for 2011 - 2013 . . ...

2011 2012 2013

Reason . Amount Salary and Benefits $ 56,135.00 $ 57,820.00 $ 59,555.00 , Supplies & ~v1aterials: I Cellphone $ 750.00 $ 800.00 $ 850.00 Training $ 2,500.00 $ 3,000.00 $ 3,500.00 Promotional $ 2,500.00 $ 3,000.00 $ 3,500.00 Travel $ 2,000.00 $ 2,500.00 $ 3,000.00 Total Expenses $ 63,885.00 $ 67,120.00 $ 70,405.00 Total Community Contributions $ 35,400.00 $ 39,863.00 $ 44,525.00 GRAND TOTAL $ 99,285.1)0 $ HI6,983.!lO $ 114,930.00

In-Kind Community Contributions for 2011 - 2013 ! Board/Advisory Meetings 20 Members @ $30/hr x 2 hrs x 12 Mtgs $ 14,400.00 $ 14,400.00 $ 14,400.00

Practitioner Meetings 25 Practitioners 30 Practitioners 35 Practitioners

# Practitioners @ $17.5 x 3 hrs x 12 Mtgs $ 15,750.00 $ 18,900.00 $ 22,250.00

Conferences 20 Conferences 25 Conferences 30 Conferences

3 Practitioners @ 17.5 x 5 hrs x # Conferences $ 5,250.00 $ 6,563.00 $ 7,875.00

Total Community Contributions $ 35,400.00 $ 39,863.()O $ 44,525.00

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Business Case 2011,2013 Page 8 ofl2

36 Budget Request

.' .... ·\Bhdget···f()r26ri··-20·13··~··· ...... ,......

.. ..' .'

2011 2012 2013

Reason Amount Total Expenses $ 63,885.00 $ 67,120.00 $ 70,405.00 City of Vernon Contributions $ 47,550.00 $ 48,976.00 $ 50,445.00 Shortfall Difference $ 16,335.00 $ 18,144.00 $ 19,960.00

Please note that the City of Vernon also provides other in-kind contributions as the Program is located at the Safe Communities Unit! Community Policing Office with administrative supports in place.

This Business Case is being presented to Armstrong, Coldstream, Enderby, Falkland, Spallumcheen, Falkland, Regional District of the North Okanagan and School District 22 and 83 for financial contributions through Service Agreements with the City of Vernon.

(The Funding Application for Ministry of Public Safety and Solicitor General will be submitted in October 2010 for the two thousand and five hundred dollars ($2,500.00) grant they have provided in past years.)

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Business Case 2011-2013 Page 9 ofl2

37 Community Deliverables

4 Community deliverables are activities that have been received at agencies/organizations for the following reasons:

1. Fulfillment of Agreements, e.g. co=uuity hours and/or repawentsirepairs at: Allan Brooks Nature Centre Society Allan International Models-Faces West International Model & Talent Conference Armstrong SpallUlTIcheen Parks and Recreation Centre Abbeyfield House of Vernon Society Bean to Brew Coffee House & Bakery Caetani Culture Centre Cancer Relay for Life City of ATlTIstrong City of Vernon-Polson Park Cooper's Food Store Day-Break Adult Day Centre Funtastic Sports Society Good Food Box Independent Living Vernon Insurance Corporation ofBC Junction Literacy Centre Kidney Foundation of Canada l',Jorth Okanagan Boys & Girls Club - Vernon North Okanagan Youth & Faruily Services Society Personal homes to do repairs and clean-up Salvation Anny-Food Bank, Thrift Shop and Upper Room Mission st. John's Lutheran Church Schools - Harwood and Silver Star Elementary Schools; Clarence Fulton, Kalarnalka, Vernon Secondary, and W.L. Seaton Secondary School Society for the Prevention of Cruelty to Animals Special Olympics BC-Book Sale Under One Roof-booth Vernon Jubilee Hospital-Pediatric Ward Working with/for an Elder

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Business Case 2011-2013 Page 10 of12

38 Community Deliverables

'" Community deliverables are activities that have been received at agencies/organizations for the following reasons:

2. Referrals from the Program for persons harmed andlor person who caused harm to receive counseling/support, andlor other services at: BC Problem Gambling Program Family Resource Centre Society for the North Okanagan North Okanagan Youth & Family Services Society RCMP-Victim Assistance Program st. John's Lutheran Church Volunteer Bureau-Social Planning Counsel for the North Okanagan

3. Awareness/education/training provided by the Program Coordinator at: CBD Network Inc Cities of Armstrong, Enderby and Vernon; District of Coldstream; and Township of Spalluncheen Community Based Youth Services Team Meeting Community Futures North Okanagan Community Volunteer Coordinators Network Downtown Vernon Association John Howard Society Kalamalka Rotary Loss Prevention Officers Lunch and Learn-Okanagan College Mental Health and Community Network Okanagan hldian Band Parent Advisory Committee for the Kalamalka Secondary School Potential Volunteers - Community Justice Forum Facilitator Training Research Papers for Students RCMP Victims Assistance Program RCMP WatchiBriefing Meetings School Districts 22 & 83 - Kidston and Silver Star Elementary; A.L. Fortune (Enderby),Clarence Fulton, Kalamalka, Vernon Secondary, W.L. Seaton Secondary and District 22-Administrators and the Retired Teachers Association Splatsin First Nation Band Sun-FM Radio The Morning Star Newspaper Town Hall Meetings Vernon Women's Transition House

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Business Case 2011·2013 Page 11 ofl2

39 Crime Prevention Supports Available

);> Citizen on Patrol );> Speed Watch );> Crime Prevention Through Environmental Design );> Cycling Safety );> General Safety (Community) » General Safety (Employee) );> Armed Robbery Prevention );> Violence in the Workplace Prevention );> Personal Safety (Community) );> Personal Safety (Employee) );> Seniors Safety );> Frauds, Cons, and Scams Prevention );> Counterfeit Detection and Prevention );> Shoplifting Prevention );> Vandalism Prevention );> Stay Alert-Stay Safe );> Eddie the Eagle Program );> Hug a Tree Program );> Residential Security Audits );> Commercial Security Audits );> Sexual Assault Awareness );> Safety for Developmentaily Challenged );> Auto Crime Prevention );> Block Watch );> Property Reference Program );> Know Kidding Program );> Traffic Safety Advisory Board );> Membership with BC Crime Prevention Association );> Crimestoppers );> Crime Free Multi-Housing );> Lake and River Watch

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Business Case 2011-2013 Page 12 ofl2

40 District of

Coldstream DISTRICT OF COLDSTREAM

DISTRICT OF COLDSTREAM 9901 Kalamalka Road, Coldstream, B.c. VlB lL6 Tel: 545-5304 Fax: 545-4733

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annual basis and approval in one year does not imply or suggest that approval in any year subsequent will occur.

Please Note: This application is NOT FOR TAX EXEMPTION.

1. Name of Organization \l eqvJc\ l~.hrnecG\T\\\bi 5::c\e3] 2. Date of Application 0:Q\ \\ t7.D\'2-

3. Taxation Year being applied for \J<1~~ O\1'1Ol3

4. Amount ofrequest t5 / , 000 .00

41 Name of Organization: Address of Organization: '-IE ~~"" ~c:: '-J \. -C L l S-

Name of Contact Person Telephone Number: Ii~ "~'~~5:\ r~~t;°\y>

Incorporation # of Society:

Please provide a copy following: • Most recent audited financial statements • Projected statement of receipts and disbursements (budget) for the cnrrent year.

42 VERNON WINTER CARNIVAL SOCIETY

FINANCIAL STATEMENTS

MARCH 31,2012

(Unaudited· See Notice to Reader)

43 NOTICE TO READER

On the basis of information provided by management, we have compiled the statement of financial position of VERNON WINTER CARNIVAL SOCIETY as at March 31, 2012 and the statement of operations and changes in net assets for the year then ended.

We have not performed an audit or a review engagement on these financial statements and, accordingly, we express no assurance thereon.

Readers are cautioned that these statements may not be appropriate for their purposes.

Dorothy Lindley and James Schneider, Directors of the Society, are an employee and partner respectively, of this accounting firm.

MayS, 2012 CHARTERED ACCOUNTANTS

44 VERNON WINTER CARNIVAL SOCIETY

STATEMENT OF FINANCIAL POSITION MARCH 31,2012 (Unaudited - See Notice to Reader)

ASSETS 2012 2011

CURRENT ASSETS Cash $ 54,997 $ 38,915 Accounts receivable 18,621 14,221 Inventory 4,688 972 Prepaid expense 1,224 1 ,200

79,530 55,308 PROPERTY AND EQUiPMENT (net of accumulated amortization) 6,138 7,673

$ 85,668 $ 62,981

LIABiLITIES

CURRENT UABIUTnES Accounts payable and accrued charges $ 10,538 $ 5,274 Deferred revenue 20,000

10,538 25,274

NET ASSETS

NET ASSETS 75,130 37,707

$ 85,668 $ 62,981

ON BEHALf Of THE BOARD

Directors

45 VERNON WINTER CARNIVAL SOCIETY

STATEMENT OF OPERA nONS AND CHANGES IN NET ASSETS YEAR ENDED MARCH 31,2012 (Unaudited - See Notice to Reader)

2012 2Q11 REVENUE Ticketed events $ 52,954 $ 53,810 Corporate sponsors 40,049 51,277 Other carnival income 34,684 34,743

127,687 139,830

COST Of EVENTS Ticketed events 46,426 55,278 Other carnival costs 29.560 30,Q72

75,986 85,35Q

GROSS MARGiN 51,701 54,480

GAMING INCOME 60,000 20,000

111,701 74,480 EXPENSES Advertising 27,430 25,204 Amortization 1,535 1,918 Bad debts 5,401 Bank charges and interest 1,359 2,140 Insurance, licences and dues 5,203 3,825 Office 4,546 2,639 Repairs and maintenance 221 475 Telephone and utilities 7,390 6,652 Wages and benefits 26,594 24,882

74,278 73,136

EXCESS OF REVENUE OVER EXPENDiTURE 37,423 1,344

NET ASSETS, BEGINNiNG OF THE YEAR 37,707 36,363

NET ASSETS, END OF THE YEAR $ 75,130 $ 37,707

46 Vernon Winter Carnival Society Budget 2012·2013 DRAFT

Sponsorship Revenue Expenses Net Appetizers s and Art 500 4,000 - 3,500 ~ Advertising/Promo 17,500 - 17,500 Balloon Fiesta 6,000 1,815 12,000 - 4,125 Parade / Bandarama 1,800 6,000 - 4,200 Bank Charges & Interest 2,100 - 2,100 Downtown Banners 1,500 1,500 Best Decorated 300 - 300 Brochure 13,000 14,000 - 1,000 Buttons 3,200 3,800 - 600 Grants 20,000 20,000 Cops/Arrest the best 2,300 2,300 Coronation 1,000 1,100 - 100 Other Sponsors 11,950 11,950 Gaming Grant 20,000 20,000 Insurance 5,000 - 5,000 Jopo House 2,000 10,000 15,000 - 3,000 Jopo Raffle 1,500 4,500 500 5,500 Jopos 200 - 200 Merchandise 2,000 5,000 - 3,000 Office & Misc 3,000 - 3,000 Receptions 5,500 3,500 3,000 6,000 Secretary 200 - 200 School Poster Contest 200 - 200 Snow Sculpture 4,100 1,000 3,100 Telephone & Utilities 7,000 - 1,000 Tickets 1,500 6,000 1,500 6,000 Toonie & a Tin 5,000 350 2,000 3,350 Trophies and Awards 2,000 - 2,000 VIP Baskets 500 - 500 Wages/WCB 28,500 - 28,500 Website 3,000 - 3,000 Totals $ 40,050 $ 88,525 $ 134,400 -$ 5,825

47 VERNON WINTER CARNIVAL SOCIETY 3401 - 35th Avenue B.C. vn 2T5 PH: 250.545.2236 F: 250.545.0006 [email protected]

September 11, 2012

District of Coldstream 99901 Kalamalka Road Coldstream, B.C. V1B lL6

Re: District of Coldstream Application Grant

Section E - Other Information

1. Details and efforts made by your organization to work towards self-sufficiency: Vernon Winter Carnival Society works towards self-sufficiency though many efforts such as, selling Carnival buttons, Jopo raffle tickets, merchandise, selling advertising to help offset the cost of our brochure, and by taking a percentage from event ticket sales for our promotional efforts. It is very important to us to work at this and create new ways to generate income and work towards self-sufficiency. Currently, corporate " sponsorship accounts for a large part of our funding and we have experienced some challenges over the past few years where this funding is concerned. This has led us to take a different approach to corporate sponsorship requests in an attempt to increase our community sponsorship to what it once was. In addition, we pride ourselves with being able to provide the community with many free events, events that costs us a large sum of money to provide. We are thankful for the financial support we have to be able to receive and our own fund raising efforts to continue providing these events to the public and hopefully we will be able to increase these events in the future.

2. Details on the current membership of your organization: There are 26 members in our organization, each have paid their membership dues of $1.

3. The purpose and mission of your organization, as well as some achievements: The Vernon Winter Carnival Society exists to assist, develop and foster community spirit and to promote and bring to the attention ofthe public, the qualities of the North Okanagan as a Winter Playground.

The Winter Carnival has held a ten day festival every winter for the past 52 years and we are now planning our 53rd annual celebration, "Prehistoric Carnival" which will run February 1st - February 10th, 2013. The Society is responsible for organizing several ofthe large, high-profile community oriented events of the Vernon Winter Carnival such as, the Balloon Fiesta and Glow, the BC Championship Snow Sculptures Competition and the parade. While other non-profit organizations also contribute to Winter Carnival by hosting events in the hopes of raising funds and exposure. The grant money received from District of Coldstream is instrumental to the success of all the events and the Winter Carnival as a whole. Our festival has become not only an anticipated community wide event, but it is also an avenue for many businesses and organizations to fundraise and gain exposure for themselves and their cause. Running an event under the "carnival umbrella" provides a certain level of popularity and excitement which they might not have received if they were to run their event on their 2012 SPONSORS:

V ClTY of "':1,-"'Co ernon VERNON WINTER CARNIVAL SOCIETY 3401 - 35th Avenue B.C. V1T 2T5 PH: 250.545.2236 F: 250.545.0006 [email protected]

own at a different time. Last year the Vernon Winter Carnival paid out nearly $30,000 to 19 event organizers who ran an event under the "carnival umbrella" for their ticket sales. We have the ability to centralize, print, market, and sell tickets for these community organizers in a way that they may not have been able to do. Winter Carnival would not be as successful without these ev~nt organizers and with our resources, we do everything we can to assist them in the success of their event.

The Vernon Winter Carnival is a community wide event benefiting many regions of the North Okanagan not just the people of Vernon, all of whom are involved in a number of the 100+ events, which take place each year. We provide many events which are free to the public, or very affordable. We are proud to showcase our region to the many visitors we attract from all over province.

4. The project for which you are seeking funds: We are seeking funds to assist in running our events during the 10 days of carnival such as the Jopo House Luncheon, the parade, bandarama, Hot Air Balloon Fiesta. We were successful in bringing back the BC Championship Snow Sculpture Competition last year and we are hoping to be able to increase it to what it was in the past. The requested funds will be very helpful in the execution of these events.

Thank you for reviewing this application and we look forward to hearing from you. ~?L// Brittany Sjoblom Executive Director

2012 SPONSORS:

Y~jJ ~r. V ClTYOF ~," ernon Village Green n ~, E L£htJ-'ch~ 50 District of rnl ~:~ ~~1~ IDJ DISTRICT Of COLDSTREAM Coldstream DISTRICT OF COLDSTREAM 9901 Kalamalka Road, Coldstream, B.C. VIB rL6 Tel: 545-5304 Fax: 545-4733

In accordance with the Community Charter, the Council of The Corporation of the District of Coldstream may provide assistance by way of a grant to organizations which provide serVices that the council considers necessary or desirable.

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annnal basis and approval in one year does not imply or suggest that approval in any year subsequent will OCCllI.

Please Note: This application is NOT FOR TAX EXEMPTION.

1. Name of Organization

2. Date of Application

3. Taxation Year being applied for

4. Amount of request ~'50Q

51 Name of Organization: .lEANcn toGiW(];;\D:"f"'-lAl ~cr'P, 'lour >l f\r'1)!Z<:.ny Address of Organization: 5'2lY4 -30 ~'f::

Name of Contact Person foQQ.'1 <:P 4,;::J-NHACT) Telephone Number: e.'Z1- 545-7.i)?>O

Incorporation # of Society:

Please provide a copy of the following: • Most recent audited financial statements • Projected statement of receipts and disbursements (budget) for the current year.

52 The Jean Minguy Memorial RCMP Youth Academy

The Program:

Established in 1998 the Vernon RCMP Youth Academy was designed by the Vernon North Okanagan Regional Detachment as a youth support program with the intent of promoting positive values, respectful behavior and leadership development in our youth. The program has a secondary benefit of encouraging youth to consider policing or related community service as a career. The Vernon RCMP Youth Academy changed its name following the tragic death of CstJean Minguy while on duty on Okanagan Lake. Cst. Minguy was actively involved in the Youth Academy and it is in his name that this worthwhile program continues. The Academy is a one week intensive work experience program, attended by up-to 50 students from the Okanagan and Thomson areas. We are partnered with five School Districts who provide "in-kind" contributions and, in some cases, help fund the student applicants.

Program Outline:

The Academy replicates one week in Depot, the national training center for the RCMP. Each applicant must undergo each phase of the selection process prior to being accepted for the Academy and once selected will have the opportunity to experience the full variety of activities that a Police cadet would experience. The Academy is facilitated by RCMP officers, School District staff, City of Vernon employees, and volunteers within the community. Cadets are exposed to lectures on law and police tactics as well as practical experience in drill and self-defense. They receive coaching in self-discipline, tolerance, team building, integrity, respect, and many other core values that the RCMP exemplify. The students are expected to demonstrate these newly acquired skills in role playing scenarios which are facilitated by RCMP officers and community volunteers. Upon completion of the one-week training they will participate in an official para-military closing ceremony in front of RCMP officers, peers, parents and invited guests.

Program Outcomes:

Students are offered an excellent opportunity for self-development with specific career training for policing and other related fields. Most of the School Districts will provide career program credits. Upon successful completion cadets will receive a certificate bearing their name and plaques will be awarded for various achievements to specific cadets.

53 Most importantly, all cadets benefit from the challenges, team building, friendships and life skills they receive. These personal and practical skills are useful for any career they choose and for basic personal growth as a whole. Our cadets and their parents consistently provide highly positive feedback on their experience. Since the Academy's inception we have many examples of cadets moving into leadership roles within their respective communities, not to mention several who have gone on to become police officers. All facilitators involved in the program regularly report that it is one of the most rewarding events in which they have ever been involved.

Program Interest and Support:

Our program has handled as many as 60 cadets in the past years and the Interest is such that there has always been more applicants than positions available. Our School Districts consistently recognize and support the Academy to the extent that their budgets will allow. The camp is facilitated by RCMP officers who volunteer their time above and beyond their regular work schedule. The Jean Minguy Memorial RCMP Youth Academy is known and respected within the policing community and highly spoken of by all who are familiar with it.

Why We Need Your Support:

The RCMP, School Districts, and volunteers facilitate this program however we receive no base budget to support it. We operate the Academy on a break-even basis year to year. The cost to run this camp is approximately $35,000.00 based on an average number of 45 cadets. Historically we have required participating students to pay $300-$500 each but have also realized that many possible candidates have been excluded due to this fee. In the past participating School Districts have been able to supplement much of the cost difference but the funding for the career program has been reduced significantly thereby reducing their ability to assist. Other sources of funding such as service clubs and community grants, though appreciated, are not consistent and reliable each year. Annually the organizers of the Youth Academy struggle with the possibility that the previous year's sponsorships and grants will not be achieved and the Youth Academy would have to be cancelled. It has become more and more difficult to gather the resources, both financial and human, to sustain this worthwhile program. Communities, through their School Districts, have provided cadets to attend the Youth Academy in the past and some of these communities have also contributed financially through grants. The RCMP Detachments have also provided uniformed members to act in the capacity as coaches, mentors and facilitators and have all contributed to the success of each year's Youth Academy. Unfortunately, one thing has always been lacking .... consistency. We have not lost sight of the fact that this is a RCMP based program, named in the memory of one of our own, and the securing of adequate funding to support this value added initiative will always be a priority.

54 The Proposal:

We are requesting the District of Coldstream Municipal Council consider a grant in aid of $1,500 in support of the Jean Minguy Memorial RCMP Youth Academy. It should also be added that each Municipality and Regional District that has provided students in the past will also be approached for sustained funding attached to their existing . RCMP budgets. In addition we are also requesting that each Detachment would provide one regular member for each 7 cadets that would be attending from each area and these identified members would be part of the steering committee for the following year. Students who would be attending the Youth Academy would also be expected to pay a fee for that privilege. At this time, if funding can be established the estimated student fee is not likely to exceed $250.

We appreciate your consideration and support of this proposal and help us to ensure the Jean Minguy Memorial RCMP Youth Academy will continue to be a successful program for benefit of our youth and communities.

Terry Pakenham, Chairperson Standing Committee Jean Minguy Memorial RCMP Youth Academy

55 The Jean Minguy Memorial RCMP Youth Academy

BUDGET ESTIMATE

Expenses

Vernon Army Camp Site RentaL ...... $3,000 Meals (Breakfast, lunch, Dinner) ...... $21 ,000 Transportation ...... $1 ,500 Evening snacks / Closing ceremonies ...... $1 ,000 Equipment...... $1 ,000 Binders, Stationary ...... $1 ,000 Track Suits ...... $3,500 Shirts, Caps, lanyards ...... $1 ,500 Promotions, printing, awards ...... $1 ,500

Total ...... $35,000

Revenue

Registration Fees (est. 45 x $250) ...... $11 ,250 local Government Support ... City of Kelowna ...... $6,000 ... City of Vernon ...... $6,000 ... NORD ...... $2,000 Community Sponsorship (to be obtained) ......

Total (necessary) ...... $25,250

Note that facilitation of the Youth Academy is provided as an in-kind contribution on behalf of the R.C.M.P. and our local School Districts.

56 Allan Brooks Nature Centre Society 250 Allan Brooks Way, P.O. Box 20038. Vernon. B.C. VI T 914 Tel, (250)260-4227 .. Office Ph/Pax, (250) 558·4208 [email protected] .. website, www.abnc.ca

September 28, 2012

Trevor Seibel, CA [Rl~:~~~I~~ Director of Financial Administration 9901 Kalamalka Rd. DISTRICT OF COLDSTREAM Coldstream, BC V1B 1L6

RE: 2013 Grant-In-Aid

Dear Trevor:

Please accept the enclosed grant application for consideration of 2013 funding for Allan Brooks Nature Centre Society (ABNCS).

The purpose of our organization is to promote public enjoyment and increase public awareness and appreciation of nature in the Okanagan through environment education and nature-related activities. The Society is committed to maintaining a nature centre and meeting the demands and interest for nature-based education programming.

In March 2011, the ABNCS board of directors hired an executive director, which was an effort to move our organization towards financial self-sufficiency. While financial stability continues to be a priority yet achieved we have initiated several new projects that have allowed our organization to do much more cost-effectively. Two such projects are the reason for this funding application: the Mobile Nature Trailer and the Yellow Fish Road program.

Current membership in our organization sits at 125 and equates to roughly $5,400. in revenue. This number is similar or slightly greater than during the previous few years (see enclosed revenue budget vs. actual).

Recent achievements include: hosting one of the most successful Canadian Wildlife Federation Walk for Wildlife events (April 14, 2012), which included the trails in Kalamalka Lake Provincial Park, Middleton Mtn., and Swan Lake Nature Reserve and over 350 community partiCipants; successful launch and delivery of the Robert Bateman Get to Know program as a 2012 Regional Partner; and, coordination and delivery of 15 Astronomy Nights in collaboration with the Royal Astronomical Society of Canada from early May through October.

57 The project that we are seeking funds for is called the Mobile Nature Trailer. We are looking to create a Yellow Fish Road display and educational outreach materials that could be taken in the trailer to compliment environmental education and nature awareness programming to youth and their families in our community. ABNCS is planning to take the nature trailer to SD22 schools as well as public events starting in spring 2013.

Thanking in you in advance for your time and consideration of this request.

Sincerely,

Aaron M. Deans Executive Director Allan Brooks Nature Centre Society

58 District of

Coldstream

DISTRICT OF COLDSTREAM 990 I Kalamalka Road, Coldstream, B.C. VIB IL6 Tel: 545-5304 Fax: 545-4733

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annual basis and approval in one year does not imply or suggest that approval in any year subsequent will occur.

Please Note: This application is NOT FOR TAX EXEMPTION.

1. N ameof Organization

2. Date of Application

3. Taxation Year being applied for

4. Amount of request

59 Details· of Organization

N arne of Organization: Address of Organization: VIT '1uf N arne of Contact Person Telephone Number:

Incorporation # of Society:

Financial ]nfoI1Jlatiort Please provide a copy of the following: • Most recent audited financial statements • Projected statement of receipts and disbursements (budget) for the current year.

Section E - Other Infonnation On a separate sheet. please provide the following: 1. Details of efforts made by your organization to work towards self-sufficiency. 2. Details on the current membership of your organization (i.e. number of members, fees/due paid, etc. 3. The purpose and mission of your organization, as well as some achievements. 4. The project for which you are seeking funds.

that ail theinforrnation presented and/orprovidedwith tills application istrueand corj"ect. DATEDTHrS--,-,-,_ DAY OF c--'-~~--'--~--"--'~c---'-

AUtll°nzedSignatory

60 ALLAN BROOKS NATURE CENTRE BUDGET for Year 2012 DATE April 2012 Budget - Revenue

2009 Actual 2010 Actual 2011 2011 Actual 2012 Yearend Yearend Proposed to Nov 31/11 Proposed

Admission (General, School and Programs) 11,979 12,641 12,000 16,267 16,000

Be Community Gaming 48,000 0 86,360 85,000

Donations 9,168 13,675 14,000 8,185 15,000

Sponsorship

Gift Shop 1,556 1,650 1,600 2,200 2,000

Membership 3,140 4,465 5,200 5,455 5,400

Rental Income from Aircom 4,000 I 4,800

Program administration - stewardship 0 Decp admin stewardship I fees - I I 2,943 6,250 3,000 I 6,570 7,600 I Project Specific funding which is allocated: Grants received for Stewardship(Aliocated) 0 EcoAcfion - ax Creek Wetland(Allocated) 65,990 65,990 Real Estate Foundation (Allocated) 16,513 I I I frlficellaneous revenue 4,900 15,600 1,000 1,525 1,000 I Fundraising Garage sale or other event (Net income) 16,909 23,730 17,000 17,440 17,000 Auction & Dinner ( Net income) 18,189 20,692 20,000 24,378 22,000 I Funding I HRDC - funding for wages summer interpreters I 1,439 2,675 2,675 YMCA Employment funding for student interpreters 1,230 Ontario Retired Teachers (desinated for school bussing) 0 I City of Vernon (One-time Grant) 10,000 I Ybuth Skills employment sponsorship interpreters 8,800 6,000 North Okanagan Community Fdt 2,500 Telus 8,000 EcoAction Holdback I 2,341 Other GST rebate (excluding refund pyble to OCGP) I 6,000 700 5,000 5,000 IInterest from investments/GIG 998 900 1,600 I Total Revenue 134,736 181,691 227,750 106,595 193,046

Less Expenses -130,172 -197,978 -263,660 -153,613 -211,984 I I Income/or Deficiency - financed by savings 4,564 -16,287 -35,910 -47,018 -18.938

61 ALLAN BROOKS NATURE CENTRE BUDGET for Year 2012 DATE· l\ugust 2012 Budget - Expenses L 2010 2010 Actual 2011 2011 Actual 2012 I Proposed yearend Proposed to Nov 2011 I Proposed 2012 amended

Accounting & Legal 450 418 150 25 150 150 Bank charges 1,000 1,412 1,200 2,136 1,200 1,200 Displays, Interpretive signage 4,000 3,530 4,000 752 14,500 500 Interpretive Signage replacement nt-6 signs 9,500 200 13,500 13,500 Fundraising (costs considered re Net in Revenue) 10,000, Gift shop 1,000 1,056 1,000 2,666 1,0001 1,000 Insurance ~ directors 1,100 1,095 1,100 0 1,093 Insurance ~ property I 4,300 4,295 4,300 4,296 4,300 4,300 Lease 10,000 9,720 10,000 9,720 9,720 9,720 Licences & membership I 500 205 200 408 500 500 Website Enhancement for education programs 3,360 ~. 0 9,000 see below

Marketing/Advertising! Promotional material 7,500 6,833 6,000 I 3,764 6,000 4,600 Acclg/BankilnsuranceJLease/Ucences/Gift 1,200 1,240 1,463 2,000 Office supplies & postage etc I 1,500 I 4,096 2,500 3,057 3,500 3,500 ~ Office computers and equipment I 345 3,050 0 33,000 1 6,000 Community Outreach: Materials e1iterials/Camps I 1,0001 225 1,200 33,000 Interpretive Displays-Songs of Grassland 1,000 8,500 13,200'~ I 590 13,800 5,000 Property tax I 2,2001 1,862 2,000 I 1,861 2,000 2;000 Capital Project I I 20,000 20,000 Repair & Maintenance i 2,000 2,312 1,500 1,356 4,000 1,500 School transportation I 1,350 I 1,350 800 Security 900 5201 900 640· 900 900 Stewardship Designated Project costs 6,500 555 500 500 stewardship Designated Consultant costs 1,800 5,750 *'" 223 Coordinator & Admin Fees ?? ! 21,152 I Telephone & Internet 2,000 1,795 3,300 (full 1,411 1,500 1 1,500 Utilities - heat & light 3,300 2,871 6,300 (full 3,2151 3,500 3,500 Volunteer & Staff appreciation 1,000 813 1,0001 1,001 1,000 1,000 Training - 3,360 "'** 225 5,000 1,000 Strategic Planning/Board Development I 1,000 I I I I 3,000 2,500 I I Total Wages 66,170 Wages - accounting/ bookkeeping 8,800 8,800 8,800 8,8001 9,680 Wages - Manager March-Oct 31 I 21,000 31,000 31,000 23,500 Wages - Educational Coordinator April-Oct 19,000 22,666 22,666 21,000 Wages-Partlime Exec Director Ja( Part-time 47,000 ~. 12,000 24,000 9,360 Wages - Educational Coordinator (year-round Jan-Dec) 34,000 ~. I Wages - interpreters 8,500 20,200 .~ 7,000 9,000 9,000 Meres- payroll EI,CPP, WCB 4,000 4,600 7,101 9,000 6,100 GST Expense 4,000 2,755 3,000 3,000 Project Specific which is designated: I EcoAction - BX Creek Wetland(Designated) 65,990 65,990 I 2,341 Web-site maintenance& development I 2,000 Mobile Nature Unit-Cargo Trailer I 4,000 Mobile Nature Unit set-up & materials I 4,000 Total Expenditures 108,250 197,978 263,660 153,613 ! 27.3,586 211.984

Note: Auction & garage sale expenses, are included in Net Revenue and not shown on this sheet I

62 ALLAN BROOKS NATURE CENTRE SOCIETY Financial Statements Year Ended December 31,2010 (Unaudited - See Notice To Reader)

#3 -3185 Via Centrale, Kelowna, B.C. V1V 2A7 ph: 250-765-0266 terry@ke/ownaaccountants.com 1

63 ALLAN BROOKS NATURE CENTRE SOCIETY Index to Financial Statements Year Ended December 31, 2010 (Unaudited - See Notice To Reader)

Page

NOTICE TO READER 3

FINANCIAL STATEMENTS

Statement of Receipts & Expenditures 4

Statement of Financial Position 5

Statement of Net Assets 6

#3 -3185 Via Centrale, Kelowna, B.C. V1V 2A7 ph: 250-765-0266 [email protected] 2 64 Terry Prechel CMA

NOTICE TO READER

I have compiled the statement of financial position of Allan Brooks Nature Centre Society as at December 31, 2010 and the statements of receipts & expenditures and net assets for the year then ended from information provided by management. I have not audited, reviewed or otherwise attempted to verify the aC,curacy or completeness of such infonmation. Readers are cautioned that these statements may not be appropriate for their purposes.

Kelowna, British Columbia

July 14, 2011 CERTIFIED MANAGEMENT ACCOUNTANT

#3 -3185 Via Centrale, Kelowna, B.C. V1V 2A7 ph: 250-765-0266 [email protected] 3

,65 AllAN BROOKS NATURE CENTRE SOCIETY Statement of Receipts & Expenditures

Year Ended December 31,2010 (Unaudited - See Notice To Reader)

2010 2009

REVENUE Grants $ 1,942 $ 1,556 General 114,448 143,956

115,390 145,512

EXPENSES Salaries and wages 70,563 63,323 Amortization 9,756 9,756 Rent 9,720 9,720 Program costs 8,517 13,141 Stewardship Consultant 6,517 8,649 Advertising and promotion 5,425 2,658 Office 6,042 4,159 Insurance 5,388 6,481 Training 4,500 2,520 Utilities 2,871 3,405 Displays 2,793 4,140 Repairs and maintenance 2,312 1,655 Property taxes 1,862 2,150 Telephone 1,795 1,799 Interest and bank charges 1,412 1,318 General & Administrative 1,043 9,053 Professional fees 418 716

141,934 144,643

INCOME (lOSS) FROM OPERATiONS (25,544) 869

INTEREST INCOME 5,314 46

DEfiCIT $ (20,2301 $ 915

Terry Prechel CMA

4 66 ALLAN BROOKS NATURE CENTRE SOCIETY Statement of Financial Position December 31, 2010 (Unaudited - See Notice To Readet)

2010 2009

ASSETS CURRENT Cash $ 58,338 $ 64,747 Funds held in Trust 44,677 22,838 Inventory 250 250 Goods and seNices tax recoverable 4,639 851

107,904 88,686 PROPERTY, PLANT AND EQUIPMENT (Net of accumulated amorlization) 114,647 124,280 LONG TERM INVESTMENTS 10,000 10,000

$ 232,551 $ 222,966

liABILITIES AND SHAREHOLDERS' EQUITY CURRENT Accounts payable $ 7,920 $ 205 Deferred revenue (41) Employee deductions payable 585 383 Other current liability 44,677 22,838

53,241 23,426

Net Assets 179,310 199,540

$ 232,551 $ 222,966

ON BEHALF OF THE BOARD ______,..- ___ O;rector

______Director

Terry Preenel CMA

67 AllAN BROOKS NATURE CENTRE SOCIETY Statement of Net Assets Year Ended December 31,2010· (Unaudited - See Notice To Reader)

2010 2009

NET ASSETS BEGiNNING OF YEAR $ 199,540 $ 198,625

NET INCOME (LOSS) FOR THE YEAR (20,230) 915

NET ASSETS - END OF YEAR $ 179,310 $ 199,540

Terry Prechel CMA

68 Application to the District of Coldstream Community Grant Program

The Family Resource Centre Society for the North Okanagan

Society #50029783

CRA business #13534 6161 BC 0001

submitted by:

Jan Schulz Executive Director Family Resource Centre Society for the North Okanagan Phone: (250) 545-3390 ext. 216 [email protected]

69 70 District of

Coldstream

DISTRICT OF COLD STREAM 990 I Kalamalka Road, Coldstream, B.C. VIB IL6 Tel: 545-5304 Fax: 545-4733

APPLICATION FOR GRANT

Please complete the following application and submit it to the District on or before September 30th of the previous year for which the application is made.

Note that grants must be applied for on an annual basis and approval in one year does not imply or suggest that approval in any year subsequeut will occur.

Please Note: This application is NOT FOR TAX EXEMPTION.

1. Name of Organization 'f-o.~\ \ ",:S

2. Date of Application Sa~.\; ~\N"\,\.;,"" J.(~ I W \ d..

3. Taxation Year being applied for & 0 f a. JJ 0 I 3

4. Amount of request

71 ni8TRICToFtOLD8TREAM:'" Al'PLICA::tION' FORGHANT , t - , - -

. . .

D;tailsoforganizatioil .

Name of Organization: Y::QM,\ I~$e SD()..~Ce:. Ce",~" e Address of Organization: #£ a C') \ - 3 '-Io:l.. d. l"t" \\\)e 1(\" G \l:{x Y'-- CoY'- =-s;s. G \J \:r \ "S \

Name of Contact Person --:;;;-00c> Sc'" Ib \ 'Z.- ,T y. e ( 1J.'s.\,,,, =-0, 1<'<.'co>r Telephone Number: (;/50) $£/5 -"3390

Incorporation # of Society: S OO.;t9"2 <;:;>3 #' Q\A\t"t-e",--\-I'V'--("""\oe<'-~\"'\ 'f' : 'I:) \'\e IM.Y> ('C"'''-"''f't-e e .;;Y 5'/ fj r , FinanCial Infonnation

- Please provide a copy of the following: • Most recent audited financial statements • Projected statement of receipts and disbursements (budget) for the current year.

Section E- Other Information On a separate sheet, please provide the following: 1. Details of efforts made by your organization to work towards self-sufficiency. 2. Details on the current membership of your organization (i.e. number of members, fees/due paid, etc. 3. The purpose and mission of your organization, as well as some achievements. 4. The project for which you are seeking funds.

On behalf of rAV\111 y f2c...--soc)gCf CEW~t: , I1we hereby declare that ali the informatioll presented and! or provided wIth this application is trUe find correct. DATEDTHIsisrDAYOEClcToe.d,2012.

. . .

utho ~~J4~ignatorY ..•....

72 A B C D E I F I G I H I I J K L M N 0 p 1 FRC Annual Budget April 1 , 2012 - March 31, 2013 - as of August 16, 2012

2 OPERATIONAL REVENUE CC VS SAIP FSW TCP WVV SAM PPD ECD FRC TOTAL 3 Contracts 153,876 38,103 128,100 54,432 86,353 76,697 38,943 576,504 4 Contract - PPD-Wednesday Group 48,905 9,875 58,780 '5 Contracts - additional - MCFD PIE 7,608 7,608 6 ECO committee alloe. (PIE 7,500 7,500 7 Gamin 8,600 8,000 16,000 32,600 '8 . Interest Earned and HST . 7,500 7,500 9 Memberships 200 200 10 UnitedWav 4,000 5,000 9,000 6,000 4,000 35 28,035 11 Client CounsellinQ Fees 6,500 4,000 10,500 12 Other Grants, Participants) 700 1,700 2,400 13 Revenue claw back from funder 12,320 23,039 14 FundraisinQ 17,000 17,000 15 FUndraising special 400 400 16 TOTAL REVENUE 161,076 101,308 115,780 54,432 63,314 82,097 21,000 6,000 67,926 40,735 713,668 17 Safeway ~ We Care carry forward) 4,121 4,121 ~ Allocation to Budget from Accumulated Surplus Funds 0 12,943 27,196 4,175 15,231 0 0 13,337 0 18,500 91,382 ~i_,"',--_,,,, ',:". _,_: .' tDJU$TEDTOTAL_REVE",UE 161';076 ' 114,251 142,976 58;607 78,545 82,097 2~,000 ' 1_9;337 67,926 63,~56 , ,,,809,171 20 EXPENSES 21 Program Wages & Benefits 22 Program Manager/Supervisor Hours 14.00 23 Rate 33.00 24 Total Annual $$ Allocated to Program 4,665 5,723 3,158 2,009 2,440 2,727 789 35~f 2,153 24,024 25 Counsellor(s) Staff # 3 2 2 1 1 2 1 1 2 26 Hours 65.00 34.75 44.00 28.00 34.00 38.00 11.00 5.00 30.00 289.75 27 Rate 26 23 26 24 25 22 26 26 23 28 Total Annual $$ Allocated to Pro ram 86,190 41,561 58,344 34,944 44,200 43,472 14;586 6,630 35,880 365,807 29 Volunteer e uivalencv to staff (in hours 45 30 Intake Staff # 1 31 Total hours Hours 20.00 32 Rate 22.50 33 Total Annual $$ Allocated to Program 7,544 5,575 3,076 1,957 1,377 2,656 769 350 97 23,400 34 Other Staff Filem mt Hours 12.00 35 Rate 14.50 36 Total Annual $$ Allocated to Program 1,817 2,156 1,189 757 919 1,027 297 75 811 9,048 37 Other Staff Reception Direct Client Service Hours 26.00 38 I Rate 15.50 39 Total Annual $$ Allocated to Pro ram 4,437 4,993 2,754 1,753 2,128 2,379 689 55 1,878 20,956 40 I 41 Total Program Wa es 104,653 60,007 68,521 41,420 51,064 52,261 17,130 7,359 40,819 443,235 I' O1a' "ene "costs lor all 42 Program Staff 8% 8,268 4,741' 5,413 3,272 4,034 4,129 1,353 581 3,225 35,016 43 Extended health 6% 5,756 3,300 3,769 2,278 2,809 2,874 942 405 2,245 24,378 490 5,319 ~ RRSP agency cost 1% 1,256 720 B22 497 613 627 206 88 45 Total PrOQram WaQes & Benefits 119,932 _~,z.~_ - ?~,~~-§ 47,468 58,520 59,892 19,631 8,433 46?79 5071947

-..J W A B :.;: C 0 E F G H I J K L M N ° P 46 CC VS SAIP FSW TCP WW SAM PPO ECO FRC TOTAL 47 Additional Counsellor Support 48 Contracted Counsellor Su ervision 1 22,000 7,835 500 5,085 2,335 2,335 775 2,335 500 300 22,000 49 2 - L. Kenned 1,500 1,000 500 1,500 50 3 - B. Maneago 2,500 2,500 2,500 51 Program Costs 52 Program Costs , 1,400 750 2,000 500 2,200 375 260 130 3,500 11,115 53 Program Costs additional- SSV, Mem(WVV) & PIE 4,000 80 3,500 7,580 54 Program costs Rowing) 2,600 2,600 55 Client stats - TRAC 1,300 252 278 171 109 132 148 43 30 117 1,279 56 Staff Development & Training 300 900 600 7,600 300 300 450 300 - 600 900 11,950 57 Health & Safety (trainin & SUpJ: lies 75 50 50 25 25 38 25 20 50 50 408 58 Travel/meals 50 100 550 200 1,590 50 475 2,925 59 Office Su lies {Program - files/grou 5 5,500 3,850 848 867 506 322 391 437 127 82 345 3,924 60 Document Dis 05al 700 136 167 92 59 71 79 23 10 63 700 61 ProQram Phone/Long Distance/Fax 6,800 3,400 660 810 447 284 345 386 112 51 305 3,400 62 Internet 750 87 107 59 38 46 51 15 7 40 450 63 Advertising/Promotion (ProQram specific) 500 97 119 66 42 51 57 16 45 493 64 Insurance - Professional 3,000 550 300 550 550 300 750 3,000 65 Volunteer Training Expense" C$V 2,500 2,500 66 Volunteer Training Expense" SSV 1,410 1,410 67 Lending library for Clients 500 97 119 66 42 51 57 16 7 45 500 .Erogram additional bankinQ fees 700 600 100 -" 700 ~ Other Miscellaneous Program Expenses (sub/trans) - ~ TOTAL PROiRAM EXPENSE (NON WAGE) 14,038 12,377 17,241 4,555 10,597 5,982 3,922 1,137 10,134 950 80,933 ~71 Facilities Costs 72 Program Facilities rent, utilities 43,000 7,306 8,964 4,945 3,147 3,822 4,271 1,236 562 3,372 5,375 43,000 73 Janitor I 4,800 816 1,001 552 351 427 477 138 63 376 600 4,800 74 Cleaning & Office supplies" coffee etc 1,600 307 354 163 106 135 154 25 20 116 20rr 1,600 75 Repair/maintenancelcom uter 2,500 479 552 285 166 210 240 39 35 181 313 2,500 76 Equipment and Fumhure 850 164 189 98 58 73 83 15 63 106 850 Insurance I, ...I 500 94 109 55 32 40 46 6 20 34 63 500 -IJ78 TOTAL FACILITIES EXPENSE 53,250 9,166 11,168 6,119 3,860 4,707 5,272 1,4~~t 700 4,t~2 6,656 53[250 ~ ~ D E F G H K M N P

CC VS SAl? FSW TCP wvv SAM PPD ECO FRC I TOTAL n Costs ~ Hours 21.00 Rate 33.00 83 Total Annual d to adrnin wages (mgmt) 3,890 3,433 -1,676 2,035 2,274 658 50C 1,796 I 16,000 34,896 84 . eWages Hours 25,00 ~5 Rate 22.50 8' ITotal Annual $$ allocated to admin wage~ 5,680 6,262 3,845 2,44) 2,971 3,320 961 600 2,62" 28,707 Hours 31.DC Rate ~ -otal Annual $$ allocated to admin wa es su ort 4,852 3,969 3, 2,090 2,538 2,836 821 500 2,239 23,129 . e Su ort Wa es libra Hours 5.0C Rate 14.0C 707 I 779 I 478 I 304 370 413 "120 75 326 3,572 "93 ITotal 15,129 I 14,443 I 10,241 I 6,517 7,913 8,844 2,560 1,675 6,982 I 16,OOC Total Benefits Costs for all Admin Staff Hours 94 I(emplovo,oonlribu!ionsfOT DPP. EI, weB, MSPIHe.a.ttl1 ..Pr.mTum., pen.le"" .tc) 8% 1,210 1,155 819 521 633 708 205 134 559 I 1,280 7,224

9 IExtended health, RRSP agency costs 6% 832 794 563 35B 435 4B6 141 92 384 B80 4,967 Total Administration Wages & Benefits 17,171 16,393 11,623 7,397 8,982 10,038 2,906 1,901 7,925 18,160 102,496 I , 700 1,301 I 1,596 BB1 600 6,700 T services 500 1,456 1, 986 672 ',500 300 171 17 ,300 100 54 39' 500 3,400 300 300 n (admin) 39 __ 48 26 17 I 20 I 23 3 1B s (admln) 265 33B 16' 82 112 132 92 500 1 ~[!§~ 303 ~ 121 147 165 ~ ~ 205 234 82 100 111 32 1B 88 600 ~ 139 7' 49 59 66 19 15 52 BOO ~r & 500 101 ----:r15 63 40 49 55 16 1B 43 500 TriQ expenses I I I I I I I I I I 6,000 6,000 TOTAL ADMINISTRATION EXPENSE 24,650 4,650 5,666 3,076 1,917 2,352 2,642 686 300 2,062 7,300 30,650 " , I I 112 TOTAL PROGRAM SPECIFIC 133,970 81,146 95,767 52,023 69,116 65,874 23,553 9,570 56,913 950 588,881 113 TOTAL FACILITIES/OPERATING EXPENSE 9,166 11,168 6,119 3,860 4,707 5,272 1,459 700 4,142 6,656 53,250 114 TOTAL ADMINISTRATION EXPENSE 21,821 22,059 14,700 9,314 11,334 12,680 3,592 2,201 9,987 25,460'-1- 133,146 '" I I 164,957 I I'I-,.J/.J 116,586 65,196 85,157 83,826 28,603 12,471 71,042 33,U55 (10,"1.( 1 ~~gi:~ REYENUE- 161,076 114,251 58,607 78,545 82,097 21,000 19,337 67,926 63,356 809,171 I IOIFF !3: 6,589) I (6,612) I (1,729) I (7,603)1 6,866 JM!6lJ 30,290 --

-..J c.n "'·1,0'

The Family Resource Centre Society for the North Okanagan

Financial Statements

March 31, 2012

INDEX

Auditors' Report

Balance Sheet Statemenl A

Statement of Changes in Net Assets Statement B

Statement of Operations Statement C

Statement of Cash Flows Statement D

Notes to the Financial Statements

Sladen ~Moore Chartered Accountants

76 n Members of t;~ Institute of Chartered Accountanls 01 British Columbia :.--:- .. --._._. ·:".cX··

Sladen ~Moore Partners and Principals: Chartered Accountants 3005 ~ 35 Avenue Vernon, Be V1T 2S9 Stephen Cousins, BComm, CA* Lynette Freisinger, SSc, eN Ross Hadfield, BComm, eGA Telephone: 250-545-0754 Partner - Retired: Fax: 250-545-8689 Peter Moore, SA, CA E~mail: [email protected]

Independent Auditors' Report

To the Members of The Family Resource Centre Society for the North Okanagan

We have audited the accompanying financial statements of The Family Resource Centre Society for the North Okanagan, which comprise the balance sheet as at March 31, 2012, and the statements of operations, changes in net assets and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information.

Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these nnancial statements in accordance with Canadian generally accepted accounting principles and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.

Auditor1s Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit -in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and peliorm the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.

An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonabieness of accounting estimates made by management, as well as evaluating the overall presentation of the nnancial statements.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.

Basis for Qualified Opinion In common with many charitable" organizations, the _organization derives revenue from donations, which by their nature are not susceptible to complete verification by audit procedures. Accordingly, our verification of these revenues was limited to the. amounts recorded in the records of the Society and we were not able to determine whether any adjustments might be necessary to donations, excess of revenues over expenses, assets and net assets.

Opinion In our opinion, except for the effects of the matter described in the Basis for Qualified Opinion paragraph, the financial statements present fairly, in all material respects, the financial position of the Society as at March 31,2012, and its financial peliormance and its cash ftows for the year then ended in accordance with Canadian generally accepted accounting principles. As required by the Society Act of British Columbia, we report that, in our opinion, these principles have been applied on a basis consistent with that of the proceding year.

Vernon, B.C. September 11, 2012 Chartered Accountants

Members 01 institute 01 Chartered Accountants of British Columbia 77 :. , .-.->:-::::~-:-:~:::o-. .. -----"-~. .-.,- ..

The Family Resource Centre Society f07 the North Okanagan

Balance Sheet March 31, 2012 with comparative figures for 201-1

2012 2011 $ $

Assets

Current Cash 314,346 301,881 Accounts receivable 21,051 16,588 Prepaid expenses 6,087 4,715

341,484 323,184

Capital assets (Note 4) 30,616 37,683

372,100 360,867

Liabilities

Current Accounts payable and accruals 101,686 60,765 Deferred revenue (Note 5) 60,937 69519

162,623 130,284

Deferred contributions (Note 6) 3,594 5,162

Net assets (Statement B)

Unrestricted 94,739 113,983 Restricted for programs (Note 7) 64,120 58,916 Restricted for future expenses (Note 8) 20,000 20,000 Investment in capital assets 27,024 32522

205,883 225421

372,100 360,867

Commitment (Note 10) ,

Approved by the Directors:

______,Director

______Director

78 The Family Reso!.H'ce Centre for the North Okanagan

Statement of Changes in Net Assets Year ended March 31, 2012 with comparative figures for 2011

Investment Restricted Restricted in Capital for for Future Total Total Assets Programs Expenses Unrestricted 2012 2011 $ $ $ $ $ $

Balance, beginning of year 32,522 58,916 20,000 113,983 225,421 192,315

Excess (deficiency) of revenues over expenses (Statement C) (6,684) (10,382) (2,472) (19,538) 33,106

Externally imposed restrictions 15,586 (15,586)

Investment in capital assets 1,186 (1,186)

Balance, end of ¥ear 27,024 64,120 20,000 94,739 205,883 225,421

79 Statement B :.' .. ,->:-y .... -

The Famlly Resource Centre Society for the North Okanagan

Statement of Operations Year ended March 31, 2012 with comparative figures for 2011

2012 2011 $ $

Revenues Contracts 700,204 729,254 Gaming 53,007 42,104 United Way 24,035 18,285 Sundry 15,767 14,273 Donations 13,583 21,155 Fund raising 8,663 Amortization of deferred contributions 1,568 1 568

816,827 826,639

Expenses Wages and employee benefits 645,546 608,524 Program supplies 59,405 65,527 Rent 42,893 42,425 Sundry 15,813 14,169 Clinical supervision 15,310 19,139 Staff training 14,160 8,877 Professional fees 9,492 6,384 Telephone 9,229 9,675 Amortization 8,252 7,456 Office 6,080 7,219 Fund raising 5,823 Travel 2,349 2,606 Repairs and maintenance 1,459 879 Advertising 554 653

836,365 793,533

Excess (deficiency) of revenues over expenses (19,538) 33,106

80 The FamHy Resource C.entre Society for the North Okanagan

Statement of Cash Flows Year ended March 31, 2012 with comparative figLlres for 2011

2011 $

Cash provided by (used for):

Cash flows from operating activities Cash received from: Gontributions-Provincial Government 620,887 685,410 Contributions-Federal Government 3,885 3,640 Contributions-Other Non-Profit Organizations 139,430 101,940 Donations 13,583 21,155 Sundry activities 15,767 14.273 Fund raising 8,663

802.215 826418

Cash paid for: Wages and employee benefits 652,417 621,621 Fund raising 5,823 Program materials and services 129,137 178,526 Bank charges 1,187 1.185

788,564 801.332

13,651 25.086

Cash flows from investing activities Purchase of capital assets (1,186) (2768)

Increase in cash 12,465 22,318

Cash, beginning of year 301.881 279563

Cash, end of year 314.346 301,881

.-.. .. _L _____ J. """'" The Family Resource Centre Society for the N()rth Okanagan

Notes to Financial Statements March 31, 20'12

1. Purpose of organization

The Family Resource Centre for the North Okanagan is a community organization focused on supporting families through a variety of social programs throughout the North Okanagan region. The Society is registered under the Society Act of British Columbia and is a charitable organization under the Income Tax Act.

2. Significant accounting pOlicies

a) Revenue recognition

The Family Resource Centre for the North Okanagan follows the deferral method of accounting for contributions. Restricted contributions are recognized as revenue in the year in which the related expenses are incurred. Unrestricted contributions are recognized as revenue when received or receivable ifthe amount to be received can be reasonably estimated and collection is reasonably assured.

b) Capital assets

Purchased capital assets are recorded at cost. Contributed capital assets are recorded at fair value at date of contribution. Amortization is provided on a straight-line basis over the assets' estimated useful lives, as follows:

Computer software 1 year Furniture and equipment 10 years Leasehold improvements 10 years

c) Contributed services

The Family Resource Centre for the North Okanagan relies on volunteer services to operate various programs and provide services. Because of the difficulty of determining their fair value, contributed services are not recognized in the financial statements.

d) Use of estimates

The preparation of these financial statements in conformity with Canadian generally accepted accounting principles requires management to make estimates and assumptions that affect the amounts reported and disclosed in the financial statemenls. Actual results could differ from these estimates.

3. Changes in accounting policies

Future accounting standards

The Canadian Institute of Chartered Accountants (CICA) has issued new financial reporting standards for not-far-profit organizations. These standards will be in place for years beginning April 1, 2012 ..

The Society has chosen to adopt Part III of the CICA Handbook, Accounting Standards for Not-for Profit Organizations beginning April 1, 2012. The effect on the financial statements is not expected to be significant. 82 :.. ~ .-.-'.;--.' '--.-.-:-:-:':': -'.

The Family Resource Centre Society for the North Okanagan

Notes to Financial Statsments March 31,2012

4. Capital assets 2012 2011 Accumulated Net Book Net Book Cost Amortization Value Value $ $ $ $

Computer software 1,254 1,254 Furniture and equipment 120,087 94,855 25,232 31,008 Leasehold improvements 69,346 63962 5,384 6675

190,687 160,071 30,616 37.683

S. Deferred revenue

Deferred revenue consists of external contributions restricted for certain projects. These funds will be used in fiscal 2013. Changes in the deferred revenue account during the year are as follows:

2011 $

Sexual Abuse Intervention Program Opening and ending balance 15.000 15.000

Post Partum Depression Program

Additions during the year and ending .balance 13,337

Gaming funds

Opening balance 54,519 44,019 Expensed during the year (54,519) (42,000) Additions during the year 32,600 52,500 Ending balance 32,600 54519

60,937 69,519

6. Deferred contributions 2012 2011 $ $

Opening balance 5,162 6,730 Amortization 1.568 1 ,568

Balance, end of year 3,594 5.162

Deferred contributions are the unamortized portion of restricted contributi0ns (received from B.C. Gaming) with which certain equipment was purchased.

7. Restricted for programs

Various grants and other revenues are designated to be spent on specific programs. Such funds received in the current year, to be spent in a future year, are carried over by way of an allocation to reserves for future expenses. Schedules 1 to 11 describe the details of these programs. 83 ~l'3~An ~c;Z/T\,f""rp .-,-<-:~-: ,

The Family Resource Centre SOciety for the North Okanagan

Notes to Financial Statements March 31, 2012

8. Restricted for future expenses

The Board of Directors of the Society have internally restricted $20,000 of net assets to be held for unexpected future expenses, This amount is not available for expenditure without approval of the Board,

9. Financial instruments

The Society's financial instruments consist of cash, accounts receivable, and accounts payable and accruals. Unless otherwise noted, it is management's opinion that the Society is not exposed to significant currency or credit risks arising from these financial instruments. The fair values of these financial instruments approximate their carrying values,

10. Commitment

The Society is committed under a lease agreement for operating premises, The minimum lease payments are as follows:

2013 31,692 2014 7,923

11. Economic dependence

The Society receives a significant portion of its revenue from the Government of British Columbia and may be considered to be economically dependent on that government.

84 :.' ~

The Family Resource Centre Society for the North Okanagan

Program Financial Statements

March 31, 2012

(Unaudited - see Notice to Reader)

INDEX

Notice to Reader Schedule of Revenues and Expenses - Community Counselling Program Schedule 1 Schedule of Revenues and Expenses - Community Support Volunteer Program Schedule 2 Schedule of Revenues and Expenses - Therapeutic Counsellor Program Schedule 3 Schedule of Revenues and Expenses - Sexual Abuse Intervention Program - Children'S Services Schedule 4 Schedule of Revenues and Expenses - Women Victims 01 Violence Program Schedule 5 Schedule of Revenues and Expenses- Sexual Abuse Male Program Schedule 6 Schedule of Revenues and Expenses - Early Childhood Program Schedule 7 Schedule of Revenues and Expenses - Community Early Childhood Schedule 8 Development Coalition Schedule of Revenues and Expenses - Family Support Worker Program Schedule 9 Schedule of Revenues and Expenses - Post Partum Depression Program Schedule 10 Schedule of Revenues and Expenses - Community Services Schedule 11

Sladen ~Moore Chartered Accountants

Members of 85 Institute of Chartered Accountants of British Columbia ..:.:.:::.:':::'

Sladen ~Moore Partners and Prinei pals: Chartered Accountants 3005 - 35 Avenue Vernon, Be V1T 2S9 Stephen Cousins, BComm, eN Lynette Freisinger, SSe, CN Ross Hadfield, BComm, eGA Telephone: 250-545-0754 Partner - Retired: Fax: 250-545-8689 Peter Moore, SA, CA E-mail: [email protected]

Notice to Reader

On the basis of information provided by Society's Directors, we have compiled the program schedules of revenues and expenses of The Family Resource Centre Society for the North Okanagan for the year smded March 31,2012.

We have not performed an audit or a review engagement in respect of these financial statements and, accordingly, we express no assurance thereon.

Readers are cautioned that these statements may not be appropriate for their purposes.

Vernon, B.C. September 11, 2012 Chartered Accountants

Members of 86 Institute of Chartered Accountants of British Columbia ;.- ~ -.-....-- .-...

The Famlly Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Community Counselling Program Year ended March 31, 2012 (Unaudited· see Notice to Reader)

$ $

Revenues Contracts 153,876 Other - client user fee 6,620 Donations 442

160,938

Expenses Wages and employee benefits 109,871 Administration 25,170 Occupancy costs 9,751 Clinical supervision 4,285 Program supplies 2,894 Telephone 1,106 Staff training 827 153.904

Excess of revenu es over expenses 7,034

Unexpended balance, beginning of year

Inter-program transfers (7.034)

Unexpended balance, end of year

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

87 .-.~ •. '. :-;,

The Family Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Community Support Volunteer & Senior Support Volunteer Program Year ended March 31, 2012 (Unaudited - see Notice to Reader)

$ $

Revenues Contracts - Interior Health - SSV 48,905 Contracts - Interior Health - CSV 38,103 Province of B.C. 17,920 United Way 5,000 Other 534

110,462

Expenses Wages and employee benefits 61,995 Administration 23,681 Occupancy costs 9,504 Volunteer training 6,117 Program supplies 1,107 Telephone 1,053 Clinical supervision 775 Staff training 174 104.406

Excess of revenues over expenses 6,056

Unexpended balance, beginning of year 6807

Unexpended balance, end of year 12863

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

88 The Family Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Therapeutic Counsellor Program Year ended March 31, 2012 (Unaudited - see Notice to Reader)

$ $

Revenues Contracts 63,314 Donations 1,800

65,114

Expenses Wages and employee benefits 39,291 Administration 10,832 Program costs 5,740 Occupancy costs 4,196 Travel 1,309 Clinical supervision 1,095 Telephone 520 62,983

Excess of revenues over expenses 2,131

Unexpended balance, beginning of year 13,099

Unexpended balance, end of year 15230

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan,

89 :-:---.- "--.- .. -".-:

The Family Resource Centre Society fo!' the North Okanagan

Schedule of Revenues and Expenses Sexual Abusa Intervention Program Year ended March 31, 2012

$ $

Revenues Contracts 115,780

Expenses Wages and employee benefits 80,415 Administration 14,656 Staff training 7,731 Occupancy costs 5,678 Program costs 3,027 Clinical supervision 2,690 Telephone 937 Travel 423 115,557

Excess of revenues over expenses 223

Unexpended balance, beginning of year 29010

Unexpended balance, end of year 29.233

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

90 Sladen ~9J7Moore ;.- ~

The Family Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Women Victims of Violence Program (Sexual Abuse Recovery for Women) Year ended March 31,2012 (Unaudited - see Notice to Reader)

$ $

Revenues Contracts 76,697 United Way for the NOeS 5,000 Grants 4,802 Donations 200

86,699

Expenses Wages and employee benefits 65,572 Administration 12,107 Occupancy costs 4,690 Supervision 3,775 Program costs 1,028 Telephone 574 Staff training 450 88196

Excess of expenses over revenues (1,497)

Deficiency, beginning of year (16,755)

Deficiency funded by The Family Resource Centre Society for the North Okanagan (18,252)

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

91 .<;;hrlpn 0i9t7Mnnrp The FamHy Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Sexually Abused Male Program Year ended March 31, 2012 (Unaudited - see Notice to Reader)

$ $

Revenues Contracts 9,000 Province of B.C. 13,643 User fees 825 Donations 500

23,968

Expenses Wages and employee benefits 28,730 Administration . 4,620 Occupancy costs 1,790 Program costs 1,478 Clinical supervision 1,095 Staff training 1,059 Telephone 209 38.981

Excess of expenses over revenues (15,013)

Deficiency, beginning of year (3,835)

Inter-program transfers 2,552

Deficiency funded by The Family Resource Centre Society for the North Okanagan (16296)

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

92 Sladen s=I~Moore' The Family Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Early Childhood Program (Healthy Families, Wednesday Group, Parenting Isn't Easy) Year ended March 31, 2012 (Unaudited - see Notice to Reader)

$ $

Revenues Contracts - Health Canada 38,943 Contracts - Building Blocks - MCFD 9,927 Grant - P. LE. - Building Blocks 8,042 Contracts - PJE. - MCFD 7,608 United Way - P.LE. 5,000

69,520

Expenses Wages and employee benefits 44,984 Administration 10,514 P.I.E. - program costs 4,079 Occupancy costs 4,073 H.F. - program costs 2,400 Wednesday group program costs 2,281 Program costs 1,253 Staff training 545 Clinical supervision 500 Telephone 439 71 ,068

Excess of expenses over revenues (1,548)

Unexpended balance, beginning of year

Deficiency funded by The Family Resource Centre Society .for the North Okanagan (1.548)

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

93 The Family Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Community Early Childhood Development Committee Year ended March 31,2012 (Unaudited - see Notice to Reader)

$ $

Reyenues Contract - Children 1st 33,963 United Way - EDC Committee - Success by Six 18,007 Screen smart 1,520 Workshop 20

53,510

Expenses Wages and employee benefits 22,985 Transfer to other agencies - United Way 12,720 Children 1st program costs 8,7:36 Administration 2,938 Screen Smart 1.755 49134

Excess of revenues over expenses 4,376

Unexpended balance, beginning of year

Unexpended balance, end of year 4.376

Note: Expenses include allocations to the program by the Family Resource Centre for the North Okanagan.

94 "':'.":

The Family Resour'ce Centre Society for the Nortn Okanagan

Schedule of Revenues and Expenses Family Support Worker Program Year ended March 31,2012 (Unaudited - see Notice to Reader)

Revenues Contracts 54,432 Donations 1 ,200

55,632

Expenses Wages and employee benefits 47,769 Administration 8,921 Occupancy costs 3,456 Program costs 1,304 Clinical supervision 1,095 Telephone 307 Staff training 300 Travel 142 63294

Excess of expenses over revenues (7,662)

Unexpended balance, beginning of year 10 000

Unexpended balance, end of year 2,338

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan,

95 ; •• ,r

The Family Resource Centre Society for the North Okanagan

Schedule of Revenues and Expenses Post Pa'rtum Depression Program Year ended March 31,2012 (Unaudited· see Notice to Reader)

$ $

Revenues Grant· Canada Post 11,663 Contract· Interior Health 1 500

13,163

Expenses Wages and employee benefits 17,514 Program costs 131 17,645

Excess of expenses over revenues (4,482)

Unexpended balance, beginning of year

Inter-program transfers 4,482

Unexpended balance, end of year

Note: Expenses include allocations to the program byThe Family Resource Centre Society 'for the North Okanagan,

96 Sladen ~5W'Moore .... -.-:.,--.. ---. - "------~ -; - ~ .-;-:':.,-.-;,.:.-

The Family Resource Centre Society fo!" the North Okanagan

Schedule of Revenues and Expenses Community Services Year ended March 31, 2012 (Unaudited - see Notice to Reader)

$ $

Revenues Province of B.C. 20,937 Donations - backpack project and Xmas hampers 5,300 Donations - emergency funds 1 ,500

27,737

Expenses Wages and employee benefits 22,618 Client emergency 3,538 School supplies and christmas hamper 2,026 Safeway We Care 1,355 Christmas hampers 244 29.781

Excess of expenses over revenues (2,044)

Unexpended balance, beginning of year 21660

Unexpended balance, end of year 19.616

Note: Expenses include allocations to the program by The Family Resource Centre Society for the North Okanagan.

97 Family Resource Centre

SOCIETY FOR THE NORTH OKANAGAN

2011 ~ 2012 Annual Report

ANNUAL GENERAL MEETING

Tuesday September 18th, 2012 12:00 Noon Family Resource Centre

SOCIETY FOR THE NORTH OKANAGAN

Agenda o Welcome o Minutes from 2010 - 2011 AGM o Business Arising from Minutes o Financial Report - Steve Cousins o Acceptance of Financial Statements o Appointment of Auditor, Siaden Moore o Chairperson's Report o Staff Reports (see Annual Report) o Questions o Nomination Report o Election of Directors o Adjournment

Slate of Directors for 2012 - 2013

Keri-Ann Austin Paolo Filippi Anne-Marie Hague Deanna Jinjoe Barbara Keith Marcel Korver Mary Malerby Deanna Moeller

Nominations for Board

One Year Term: Two Year Term: Paolo Filippi Keri-Ann Austin Anne-Marie Hague Barbara Keith Deanna Jinjoe Marcel Korver Deanna Moeller Mary Malerby

Family Resource Centre 12011-2012 Annual Report 9 MISSION

The Family Resource Centre Society for the North Okanagan promotes and supports the well-being of individuals and families in all their diversity.

PHILOSOPHY

The Family Resource Centre Society believes that:

The wealth of the community is reflected in the health, happiness, and security of each individual and family.

A safe and welcoming atmosphere allows clients to comfortably explore opportunities for personal growth through counselling, groups, education and support.

OBJECTIVES

To provide information and services such as education, referr.als and counselling to help people in their journey to well-being.

To provide people of the North Okanagan with opportunities to receive and give information, leadership and direction towards a healthier community.

To offer services in such a way that individuals and families can receive and give support and develop a sense of belonging and self-esteem.

To coordinate all these facilities and programs with existing and future community agencies and services.

Family Resource Cenlre 12011-2012 Annual Report 100 Table of Contents

Board of Directors Report ...... 1

Executive Director Report ...... 2

Centre Reports

Administration Report ...... 3

Children's Services - Family Support Worker Program ...... 4

Children's Services - Sexual Abuse Intervention Program ...... 5

Children's Services - Therapeutic Counselling Program ...... 6

Clinical Supervision Report ...... 6

Community Counselling Program ...... 7

Community Services Project ...... 8-9

. Healthy Families Project and Building Blocks ...... 10

Information Technology Report ...... 11

Library Report ...... 11

Parenting Isn't Easy Program ...... 12

Postpartum Depression Counselling Program ...... 13

Practicum Student Report ...... 14

Sexually Abused Male Program ...... 15

Summer Student Report ...... 16

Volunteer Services - Community Support Volunteer Program ...... 17

Volunteer Services - Senior Support Volunteer Program ...... 18

Women Victims of Violence ...... 19

Program Statistics ...... 20-22

Volunteers ...... 23

Donors & Supporters ...... 24

Current Staff and Programs ...... 25

Family Resource Centre 12011-2012 Annual Report 1 Board of Directors Report for 2011 - 2012

The Fami[y Resource Centre Society for the North Okanagan believes in supporting the well-being of individuals and families and takes great pride in helping people gain a sense of well-being through helping each other and helping themselves. We also strive to promote the health, happiness and security of each individual and their families while they are accessing our services.

The Family Resource Centre continues to deliver essential and vital services to the community of the North Okanagan. With a staff of 23 we provide individual and group counse[ling to enhance the quality of the lives of individuals, couples and families in all their diversity. The professional counselling team offers specialized services to support abuse recovery, parenting, seniors, relationships, personal growth and adjustment disorders.

During the year one member resigned from the Board. We want to thank her for all the time, knowledge and effort she has put in. Her experience will be missed. A decision was made to advertise for new board members and the agency had an overwhelming response. The number and quality of the responses exceeded our expectations. With the experience and knowledge the new board members bring to the organization, the board should be well equipped to face future challenges and steer the FRC in the right direction.

Implementation of the strategic plan has been one of the main focus points for the Family Resource Centre during the year. One of the core strategies in the strategic plan is financial sustainability. Establishing financial sustainability is essential to maintain the [evel of services and the quality thereof. To achieve financial sustainability the board will continue to explore future funding opportunities. One example is the Masquerade Ball that was organized last year in October. Given the success, this event will be organized again this year,

[n 2011 the Family Resource Centre received accreditation through the Commission on Accreditation of Rehabilitation Facilities (CARF). Providing quality services is identified in the strategic plan as a critical success factor. With receiving CARF accreditation for three years, the FRC has made a big step forwards. This was possible thanks to a huge effort put in place by all involved.

Our ability to support the wellbeing of individuals and their families depends on the collaborative spirit, high personal and professional standards and [oya[ support brought forward each day by every member of the team. The Board of Directors expresses its appreciation to all the staff, professional. administrative and volunteer, who demonstrate individually and as team members, their dedication and commitment to this organization.

Submitted by: Marce[ Korver, Board Chair

Family Resource Centre I 2011-2012 Annua[ Report 102 Executive Director Report for 2011 - 2012

As we reflect on the fiscal year 2011-12 Family Resource Centre (FRC) has many reasons to pause and celebrate the manner in which we have triumphed in the face of mounting financial, political and social hurdles.

This past year has seen our ciients continue to battle with the many and varied challenges they face in their daily struggles of life. The economic situation persists in adversely affecting many of our ciientele. whether it be financial survival, unemployment, under employment or dealing with the stresses any and all of these issues bring to families and the relationships within. The counselling work we do on a day-to day basis continues to be our strength and focus as we work to provide services to help people in their journey to well-being.

The statistics for the fiscal year 2011-12 are impressive, with individual ciient hours increasing by 27% over the previous fiscal year. Not only did we serve our ciientele with diligence and professionalism, we also worked hard in consolidating our processes and procedures and thus strengthened our internal agency systems. This fiscal year saw us receive a three-year accreditation awarded by the Commission on Accreditation of Rehabilitation Facilities (CARF). An honour all the staff of FRC should be most proud.

During the year we saw a number of changes in our staff; both temporary and permanent. This was due to maternity leave as well as the pursuit of other opportunities. The existing staff placed a strong emphasis on professional development, and many pursued further education in their chosen fields whilst still maintaining a full workload, an achievement to be commended.

I am so thankful that FRC's dedicated staff continue to apply their knowledge, expertise and commitment to the diverse and ever changing needs of our ciientele. They are always willing to go 'the extra mile' to help get the job done. I acknowledge the trust our clients place in us as they journey along their individual roads to recovery.

I would like to take this opportunity to thank those individuals involved in the running of this agency; the staff and volunteers who have worked tirelessly in the pursuit of excellence in'our services. Thanks to the Board of Directors and our advisors for their wise counsel, and to our funders for their ongoing trust and encouragement in all that we do at FRC. The strong team we have at Family Resource Centre continues to make me incredibly proud of our agency. Thank you all.

Respectfully submitted by: Jan Schulz, Executive Director

Family Resource Centre I 2011-2012 Annual Report 3 Administration

The Family Resource Centre administration team consists of Lori Schweb, Donna Nickel, Ann Mason, Jo-Anne Burge, Edith Thoreson and Kelsey Campbell. Our busy office also continues to serve as a community resource providing referrals and general information to the public.

Community partnerships supported by the Centre include: The Good Food Box Program Bock to School Praject Christmas Hampers Vemon and District Performing Arts Centre Ticket Program

Lori Schweb is the bookkeeper/office manager for the Centre and works in conjunction with the Executive Director and the accounting firm of Siaden Moore & Associates. Donna Nickel is the receptionist/secretory and leader of the Health and Safety program. Kelsey Campbell provides administrative support to the Executive Director and reception relief. Port time reception and administrative support is also provided by Edith Thoreson and Jo-Anne Burge.

Jo-Anne manages the Centre's lending library in addition to maintaining a comprehensive selection of resource materials that ore available to both clients and the general public.

Ann Mason and Kelsey Campbell work together overseeing the client and group records. including program statistics using the new Counselling Trac program.

The administration team continues to shore on ongoing commitment to the efficiency of the Centre and the clients we serve.

Submitted by: Lori Schweb and Donna Nickel

Family Resource Centre I 2011-2012 Annual Report 104 Children's Services.- Family Support Worker Program

Funded by: Ministry of Children & Family Development - Child & Youth Mental Health Services

The Family Support Worker (FSW) program was previously embedded in the Sexual Abuse Intervention Program (SAIP) contract, but this yeor it has continued to run as an independent program with many of the same mandates as in the previous fiscal year.

The services offered included: individual counselling for children and youth, family counselling, in-home family counselling, education and support, and community-based psycho-educational and prevention based programs. Under the FSW program we also offered grief and loss counselling to children and youth in need of this specialty.

The FSW program received counselling referrals from the community and Child and Youth Mental Health to youth and families who required services outside those offered in the Therapeutic Counselling Program or SAIP. Counselling in this program focuses on mild to moderate mental health, behavioural. adjustment and family conflict issues as well as grief and loss and parenting support.

The FSW program was able to run an 8 week pilot group called Adolescents Coping with Emotions at Seaton Secondary School. as a preventative measure for at risk youth in the community who may require some form of counselling services.

The FSW program received intakes continually throughout the year and unfortunately due to a high demand has maintained a steady waitlist.

The counsellors working with the FSW program for this fiscal year were Julie Elliott, Tracy Williams, Holly Dalgleish and Jaime Fries.

Submitted by: Jaime Fries

Family Resource Centre I 2011-2012 Annual Report Children's Services - Sexual Abuse Intervention Program

Funded by: Ministry of Children & Family Development

The Sexual Abuse Intervention Program (SAIP) includes a variety of functions and service deliverables. Services include: a) Counselling children who have disclosed being sexually abused: b) Offering support, education, and counseling to the non-offending family members of the children who have been sexually abused; c) Counselling children with problematic sexual behaviours: and d) Providing requested community education on body safety, sexual abuse and preventative steps, and problematic sexual behavior in Children. 2011/2012 has seen changes in staffing personal within the SAIP program. Felicia O'Gorman is no longer with the agency. Jaime Fries joined Kerry Casperson in August 2011 and together they have a very full client load. This year has seen some changing trends with the rapid growth in the number of clients seen. Both counsellors have been provided office space at a few designated schools due to family economics and challenges transporting children to FRC for counselling. The other trend is the rise in number of sibling sets seen within the SAIP program. The combination of siblings being seen and parent/guardian support has made for a busy, busy program.

Both SAIP counsellors have begun the SAIP certificate training program through the Justice Institute of British Columbia with an expected completion date of July 2013. The course has been very intensive and involving several trips to Vancouver as well as on-line course work.

During the year, the SAIP team offered groups such as the Rowing for at Risk Youth, and Social Skills/Friendship groups. All of these groups were activity based, and issues of safety, self-esteem and empowerment were incorporated into the learning.

Clinical supervision of SAIP counsellors was provided by Connie Buckle, with administrative support from Family Resource Centre Staff.

Submitted by: Kerry Casperson

Family Resource Cenire I 2011-2012 Annual Report 106 Children's Services - Therapeutic Counsellor Program

Funded by: Ministry of Children & Family Development - Child & Youth Mental Health Services and Donations

The Therapeutic Counselling Program (TCP) provides counselling services to children, youth and their families who have been assessed by Child and Youth Mental Health (CYMH) and are experiencing moderate to severe psychiatric, social, behavioural and/or adjustment disorders. The referrals are made for individual, group and/or family counselling. Goals of the program are to provide a normalizing . experience for children and adolescents through opportunities that help build confidence, develop emotional and social skills, and build on strengths to help them better manage their mental health challenges and eventually maintain a sustainable level of well ness.

This year we had many referrals for individual and group counselling. In addition to providing the individual and family counselling, the TCP counsellors ran six weekly groups of six to eight weeks' duration through the year, and provided three week long intensive groups in the summer. The group referrals come from clients currently connected with CYMH clinicians, TCP clients, or the CYMH waitlist. We also accept individual referrals from the community at large if space is available. The groups included two Children's Anxiety, Teen Anxiety, Teen depression group called ACE in conjunction with the School District, and two Parenting your Anxious Child groups. The summer groups were Cooking for Kids and two Rowing for Youth at Risk groups.

The counselling staff saw a couple of changes as Jody Wettig went on Maternity leave at the beginning of the contract year. Jaime Fries joined Julie Elliott to continue providing services for the remainder of the year.

Submitted by: Julie Elliott

Clinical Supervision Report 2011 - 2012

During the fiscal year 2011-12 the clinical supervisor, Connie Buckle continued to provide clinical supervision on a regular basis. These meetings took place both face-to-face and sometimes, for a more immediate response, there was telephone interaction. Family Resource Centre continues to strongly encourage clinical supervision sessions a minimum of every six weeks.

The focus of clinical supervision sessions inclUded file consultation, discussions around treatment goals, best therapeutic approaches as well as professional development. Supervision also involved independent reviews of random open files and a final review of files to be closed.

The clinical supervisor continued to provide consultation regarding files which had mutual involvement of other community agencies. In addition, consultation was provided regarding files that had active as well as probable legal involvement. Counsellors received continuous encouragement to follow the criterion set out in their professional codes of ethics regarding documentation as well as approaches to practice.

Family Resource Centre 12011-2012 Annual Report Community Counselling Program

Funded by: Interior Health Authority - Adult Mental Health

The Community Counselling (CC) Program continued to see clients seeking counselling for concerns such as depression, anxiety, childhood trauma, relationship challenges, communication, self esteem and post-partum depression. The program again maintained its offering of two aspects of service to adults and families: assessment and referral, and therapeutic treatment.

When Kim Lauritsen left to pursue other employment, Debbie Larson, M.A., filled in temporarily until Charlie Law, M.SW" joined the team in the fall of the year. Kerry Casperson completed her Practicum for her Moster of Arts in Counselling Psychology from Yorkville University and then the team welcomed Practicum students Tracey Elliott and Ben Coleman from the Master of Counselling program at Gonzaga University.

The program continued to be in high demand creating on on-going waitlist for services. In order to ensure clients received as prompt a service as possible, clients requesting counselling were given on initial intake assessment by a counsellor within approximately two weeks of the initial request. Clients were then streamlined immediately to the most appropriate in-house program or community agency. This means of delivering service ensured that clients who were better served elsewhere in the community, did not sit unnecessarily on the waitlist.

Several groups continued to be offered to clients including: Confronting Abusive Beliefs (Men's Anger Management), Assertiveness Skills Training, Women's Anger Management, Inward Bound (Self-Esteem and Boundary Setting) and Couples' Communication. This spring saw the introduction of a new group: Shame Busters: Exploring Perfectionism and Challenging Shame.

The CC team continued to develop their knowledge and skills for best supporting clients in their growth and development by participating in ongoing professional development, case conSUltation, and networking opportunities. On-going professional development for this year included completion of Satir Systemic Family Therapy, Level 2 and a 2 Day Training with Dione Benat. MD on Attachment.

Referrals to the CC Program once again came primarily through self-referral. but also from a variety of other sources including medical professionals, Mental Health and Addictions, friends and family, and a number of community agencies. Success of the program continued to be a result of many factors, but ensuring strong relationships with community partners and making certain that clients personally desired the services and took ownership for dealing with their issues, continued to be two primary areas contributing to the success of this program.

Submitted by: Sherlyn Stewart

Family Resource Centre I 2011-2012 Annual Report 108 Community Services Project Report for 2011 - 2012

Funded by: The Province of British Columbia and Donations

The Family Resource Centre (FRC) is most proud of its strong sense of community as well as the role this agency plays in the North Okanagan. Wherever possible we are involved in local initiatives and projects, striving to improve the community in which we live and work. We demonstrate this commitment in a number of ways:

Back to School Project The Bock to School Project was a great success again this year. The purpose of this joint initiative between FRC, NOYFSS, Whitevalley Community Centre and Armstrong Boys and Girls Club is to help low-income families who can't afford to buy school supplies for their children. Again this year, Staples was a major participating sponsor and helped raise money, secure discounts from suppliers and organize various other events to help fund this project. We were able to kit 540 students as they headed back to school.

Christmas Hampers: Another successful community service we offer each year is our Christmas hamper initiative. FRC is able to offer our struggling clientele a hamper to help them at this special time of year. For many people Christmas is already stressful, so we feel honoured to be able to make this season a little more special for those who can ill afford the basics let alone special foods and treats for their families. In all we compiled thirty hampers and were able to help 98 people enjoy a more joyous Christmas season. It is important to acknowledge the individuals and businesses who demonstrated an amazing level of community spirit in contributing to this program.

Some of our clients suffer particular hardships through the year too, and so FRC has been able to establish an emergency fund to help clients through difficult situations other than Christmas. On many occasions, we have been able to alleviate a client's crisis, by providing grocery vouchers, food boxes, bus tickets, or gas money thus enabling them to attend important appointments, job interviews and so on.

Community Meetings: In addition to the important work we do within the Centre, the Family Resource Centre participates in a number of community committees, events and presentations. This collaboration with other not-for-profit agencies and partiCipation in community ventures is crucial to the ongoing commitment FRC has to the population of the North Okanagan.

During the fiscal year, I have represented the agency and have attended over 75 meetings. These committees include, but are not limited to: • Early Childhood Development Coalition • Family Services Committee • High Risk Domestic Violence Team • Intake and Accessibility Committee-Mental Health • N.O. Action Network for Poverty & Homelessness Continued ... Family Resource Centre I 2011-2012 Annual Report 9 • N.O. CAP-C Coalition • N.O. Child, Youth & Family Committee • Post Partum Committee • Violence Against Women in Relationships • Therapeutic Farm ActionTeam • Community Gaming Grant Review • United Way fundraisers 'Carbs for a Cause' and 'Wine Expo' • RCMP stakeholders strategic planning session • School District 22 Achievement Contract input • Community Action Initiative • Targeted Skills Shortage Program

I have also made presentations to various community groups in an effort to explain our agency's mandate and outline our services: o FRC Presentation at PIN Crisis Line volunteer appreciation event • FRC Presentation to CBD Network • FRC Presentation to Victims Assistance Volunteer trainees • FRC participation in Men and Depression seminar

Family Resource Centre has also had media exposure during the year: • Interview on CBC re: Child care issues and challenges • Various interviews on KISS FM • Numerous articles on Family Resource Centre's work in the Morning Star

Respectfully submitted by: Jan Schulz, Executive Director

Family Resource Centre 12011-2012 Annual Report 110 Healthy Families & Building Blocks

Funded by: Public Health Agency of Canada - Community Action Program for Children and Ministry of Children & Family Development's Early Childhood Development

The Healthy Families program is funded through the Community Action Plan for Children [Health Canada), Building Blocks [Province of B.C.) and Canada Post Foundation for Mental Health. We run two separate programs with this funding.

School's Cool is our new Monday morning parent and tot program. The amazing Anne McMeeking Walsh is the Early Childhood Educator that co-facilitates this program. We took the on-line training and then started up the group in the fall. The emphasis of the program is to provide pre-schoolers with the social, language and self-help skills to make the transition to school life easier. We have enjoyed having a new focus on the children, but we still provide a monthly session for a parenting topic.

The Postpartum Depression and Anxiety [PPD/A) program has received much needed funding from Canada Post, although this is one-time only. This now allows us to have a weekly support group, which we re-started in October after a long hiatus due to lack of funding. There have been ongoing issues around how mothers with babies can attend a support group. The participants usually have breastfeeding babies that are less than one year of age. Most of them have limited resources or ability to leave their baby with someone else. After running a number of PPD/ A support groups over the years, for the first time ever we now have on-site child care, with this child care provided in the same room as the support group. This has proven to be a very satisfactory and an entertaining solution to improving access for this group of moms. We started out with a number of young babies in arms who are now turning into exploring crawlers! Sue Wiggin, of the Community Counselling team, not only co-facilitates this group, but also sees a number of the participants for individual counselling at FRC. I complete the initial assessment and then Sue provides the heavy lifting of the ongoing individual counselling sessions. It has been an absolute pleasure to work with Sue in this program, both professionally and personally. We are finding that the women who are referred for postpartum services often require referral to other community supports, due to the complexity and acuity of their situations. We have strong community ties with Public Health Nurses, Pregnancy Outreach, Community Response Team and the Assertive Response Team.

Both programs are well attended and receive favourable feedback about their relevance and efficacy. We are hopeful that they can continue to operate in light of irregular and chronically insufficient funding, for the Postpartum program in particular.

Respectfully submitted by: Marcy Healy

Family Resource Centre I 2011-2012 Annual Report 1 Information Technology Report

During the fiscal year of 2011-12, our main focus in the area of computers and technology was to review and refine processes and procedures. We set up a monthly maintenance schedule to ensure all computers were constantly available for optimum usage. This record system will act as a permanent record as we move forward. We perform regular maintenance, on the server to ensure security and performance, and to ensure that we always have a working backup system.

The Trouble Ticket system continues to serve us well and the added bonus of a record of computer problems helps us to identify the weak spots in our system. Using the records accessed through the Trouble Ticket system we have been able to recognize patterns of problems and therefore respond in a more proactive way to issues. An example of this was the discovery that the power in one area of the agency has caused a number of brownouts. This realization has given us reason to monitor this area more closely to ensure minimal damage when these brownouts occur.

Library Report 2011 - 2012

Funded by: Family Resource Centre

The Family Resource Centre (FRC) provides a lending library for client and professional use. Items include books, pamphlets, professional magazines, and a limited selection of CDs and DVDs. The library continues to be regularly accessed by both clients and staff. The Client library also provides our clients with limited phone access and a private space to complete their intake form. Yearly membership fees and donations enable the Centre to expand and improve resources. Also, with counsellors continuing to have professional library books in their appropriate room, this has enabled the main professional library to be in a smaller space.

Thanks to staff members, volunteers, clients, and public for their on-going donations of resources for our libraries. The positive support of staff & volunteers by encouraging clients to return their outstanding items has lowered the loss of non-returned iterns.

The main goal for the library is to be current and relevant for today's current needs and services. Current and future plans to improve the library services are: Maintain current membership information • Maintain stock, order updates, and/or new pamphlets & brochures for the hall display Search and order staff and client requests for books • Conduct annual inventory • Continue to store FRC visual aid - overhead projector and stock of binders • Minimize loss of items by making phone contact and/or written for overdue items signed out by clients and staff. Loss is also lowered with the addition of the suspension of membership process. • Continue to notify staff of recent additions to the libraries and hallway display. Conduct annual purge of non-relevant books from both libraries. Staff has first choice to personally keep these items, and then the remainder is donated to the People Place annual spring garage sale. • Slowly building up our inventory for DVDs in both libraries. Submitted by: Jo-Anne Burge

Family Resource Celltre I 2011-2012 Annual Report 112 Parenting Isn't Easy Program

Funded by: Ministry of Children & Family Development and Early Childhood Development, United Way Success by 6, United way of the North Okanagan Columbia Shuswap and Donations

The Parenting Isn't Easy [PIE) program had a successful year in 2011-2012. We were able to provide sessions of PIE to parents of 3-6 years, 6-9 years and one session of PIE 0-3.

PIE 6-9 was offered through Okanagan Landing School on Tuesday evenings. We had great enrolment and attendance was excellent. I believe this is because it was in the evenings, and in a school. The goal for next year is to partner with School District 22 and offer the PIE 6-9 classes in schools around our community. Another advantage of the evening sessions was that couples were able to attend together. so both parents we able to take part in the discussions and collaborate with the strategies they were leaming about. Feedback from the sessions was very positive, not only from the parents themselves, but also from some of the school staff who indicated an improvement in the behaviours of the children of the PIE participants.

School District 22 is most supportive of this program and has offered free school space in the future. With this in mind we are coordinating with specific schools as we plan PIE sessions for next year.

PIE 3-6 was offered through the Alliance Church. The program was well attended and received. Parents who participated appreciated the opportunity to connect with other parents who were facing challenges in their parenting and found encouragement that they "were not alone in their struggles". They also found the information provided by the facilitator helpful and the take home materials a good extension of the topic discussed that day.

PIE 0-3 was offered on Saturday mornings. Attendance was rather inconsistent, but I think parents with infants sometimes struggle to get going in the morning if they have had a bad night of sleep. We continue to struggle in choosing the best time of the day/week to offer PIE 0-3.

A big thank you to Nicole Makohoniuk, an Early Childhood Educator, who provided the child care for all our PIE sessions. She was extremely helpful, great with the children and her years of experience really showed.

Submitted by: Anne McMeeking-Walsh

Family Resource Centre I 2011-2012 Annual Report 3 Postpartum Depression Counselling Program

Funded by: Canada Post Foundation for Mental Health and Interior Health Authority

This book of reports includes, for the first time in the history of FRC annual reports, a Post Partum Depression Counselling Program (PPD) report. While services to this client population have been provided for some time now through the Community Counselling Program, this fiscal year signifies the first time that there has been dedicated funding to support a program with the funds received from Canada Post. This has resulted in the ability to better plan and provide an increased level of service as well as to tailor services to the specific needs of this population. Services offered include assessment. referral, support and education; individual and couple's counse[ling; and a weekly support group for women where chi[dcare was provided. The PPD team consists of Marci Hea[y (Registered Nurse), Ann McMeeking-Wa[sh (Ear[y Childhood Educator) and Sue Wiggin (Counse[[or). We are fortunate to have a mu[ti-disciplinary team who work well together to provide a professional service that we hope is sensitive and responsive to ciient's needs at a very stressful period in their lives.

As with all difficulties in life, post partum depression can range from mild to severe in its presentation. Occasionally, ciients who initially present with moderate symptoms experience an acute phase of more severe symptoms and this has happened on a couple of occasions in this last year. [n these instances, we have been extremely appreciative of the supports made availab[e to our clients and our staff through Menta[ Hea[th's Assertive Response Team (ART). [t is our observation that ART staff provide a very effective and responsive service to ciients who are needing acute mental health services to re establish stability. Their wil[ingness to collaborate with our staff and troubleshoot and plan on behalf of ciients has been invaluable and we appreciate their expertise and professionalism.

Submitted by Sue Wiggin, MSW

Family Resource Centre I 2011-2012 Annua[ Report 114 Practicum Student Report

From September 2011 to May 2012, the Family Resource Centre (FRC) provided me a plethora of opportunities to learn and practice counselling and psychotherapy with individuals and groups as a practicum student. Under the watchful supervision of Sherlyn Stewart I was afforded many opportunities to practice individual, couples, and group therapy (Couples Communication) with clients. In addition, I was also fortunate to have some co-supervision with Hellmut Noelle (Assertiveness Training Psychotherapy) and Julie Elliot (Parents of Anxious Children) and participation in group therapy. The practicum experience also included opportunities to work in various counselling areas as client intake assessments, phone interviews, video interviewing, case conceptualizations, supervision session, treatment plans, summaries, narrative reports, and other important client forms. Opportunifies to work with other therapists also provided greater insight and perspective into the learning experience for the practicum student.

As a practicum student from Gonzaga University Master of Counselling program, I had access to many excellent resources at the FRC. Many opportunities were provided to learn the Centre's programs and policies, which I was expected to pass off my knowledge and understanding of these poliCies with a qualified staff member. The centre offered practicum student access to computer programs, library resources and access to other therapists for assistance, clarification, and understanding. Supervisors and FRC staff are very knowledgeable, easily approachable, and very willing to meet the needs of a practicum student.

Submitted by: Ben Coleman

Family Resource Centre I 2011-2012 Annual Report 5 Sexually Abused Male Program

Funded by: United Way of the North Okanagan Columbia Shuswap, the Province of British Columbia and Howard House in Vernon

Sexual abuse changes almost every dimension of a person's life. Most of all it twists the paradigm through which the victims view themselves, others and the world around them. From being a social problem that few recognized 10 years ago, professional hockey players, television shows such as Oprah and even local media coverage has brought this form of abuse into the public eye. The Sexually Abused Male [SAM) Program provides specialized therapeutic counselling to male survivors. The counselling provided is prompt, confidential and appropriate to the client's needs. During the fiscal year, 27 men received services through this program and 17 were still active at the end of March 2012. The clients range in age from early adulthood to the later 70's.

The SAM Program allows men to explore how abuse impacted their lives and confirms that they are not alone. Our goal for clients is to experience a 50% decrease in post-traumatic stress symptoms, to improve their relationships and diminish traumatic thinking. With the permission of some clients, a few of the sessions were observed by one of our practicum students. Art therapy is also being used within some of the sessions with positive results.

SAM receives referrals from a wide range of community organizations including Mental Health, family physiCians, the Howard House, as well as other community programs and counsellors.

During this last fiscal year this program participated in some unique opportunities. In June of 2011 , The Men's Project Counselling Centre in ottawa offered a week long training seminar specifically geared for therapists working with Male Survivors of Sexual Abuse. To the best of our knowledge this was a first for Canada. With the help of Howard House, I was able to attend. In September the Howard House put on a weekend seminar here in Vernon entitled Working with Male Survivors of Childhood Sexual Abuse. In October, an evening seminar, "Men, Depression and Sexual Abuse," was provided by FRC in partnership with Canadian Mental Health Association and Howard House sponsored an evening seminar, "Men, Depression and Sexual Abuse."

Certainly the financial support of both the Province of British Columbia and United Way has been essential to the continued existence of this program. The Howard House has also contributed to fund training and counselling. Our agency also fundraises to cover costs for counselling, including funds allocated to the SAM Project.

Respectfully submitted by: Hellmut Noelle

Family Resource Centre I 2011-2012 Annual Report 11 6 Summer Student Report

Funded by: Service Canada-Human Resources & Skills Development Canada & Family Resource Centre

Kelsey Campbell worked full time in a summer student position from May 16th to August 26th, 2011 at the Family Resource Centre [FRC}. She worked closely with many staff on the following tasks.

Statistician and Client Records Management Kelsey worked closely with the new Counselling Trac client database to transfer information, mine the Centre's service statistics and enter new intakes. She assisted Ann Mason with archiving client files and purging old stale dated files. She also assisted in the disposal of old records and files, prepared blank client files, and assembled group binders for upcoming support programs at the centre.

Kelsey worked alongside Jan Schulz, Executive Director, to update, distribute and compile the results of the FRC Stakeholders Survey. She also updated the Client Survey to ensure that it is concise, covers all general areas of concern and better shows results of the clients' satisfaction and improvement.

Reception Kelsey assisted Danna Nickel in reception whenever needed. She answered phone calls, booked appointments and assisted clients. She also directed general inquiries from walk-in clients and provided other community information.

FRC Annual General Meeting Kelsey designed and compiled the 2010-2011 FRC Annual General Report. She arranged the catering menu, public announcements and meeting preparations.

Accreditation Kelsey assisted Jan Schulz, Executive Director, along with FRC staff to organize and prepare for the 2011 Accreditation survey to take place in October. This involved updating the program, policies and procedures, personnel, and health and safety binders. She also reviewed office and file forms to ensure they are clear and up to date.

General Kelsey teamed up with many staff members to work on a variety of projects. She updated the FRC . website and office inventory. Performed the Health and Safety Ergonomics survey throughout the agency and assisted the Children's team with the FRC booth at the 2011 youth Appreciation Event.

Community Projects Kelsey assisted Jan SchUlz, Executive Director and other community agencies in the 2011 Back to School Project. The project purchases school supplies for elementary and high school students of families facing financial shorffalls. She compiled and distributed supplies according to students' requirements.

Kelsey's Closing Comments "Working at FRC has been a very positive experience and has given me an increased sense of optimism to finish my last year of schooling and start a career. The staff members at FRC are remarkable and I am so fortunate to have had the chance to work with them. Thank you for the opportunity."

Submitted by: Kelsey Campbell

Family Resource Centre I 2011-2012 Annual Report 7 Volunteer Services - Community Support Volunteer Program

Funded by: Interior Health Authority, Mental Health Services, Province of British Columbia and United Way of the North Okanagan Columbia Shuswap

The Community Support Volunteer program continues to be a vital part of the services offered at Family Resource Centre [FRC). The services offered by our Community Support Volunteers [CSVs) significantly increase the capacity of our agency to deliver services to more clients. With the strong influx of new CSVs from the previous year's training [14 new volunteers from the 2010-2011 training), it was decided to focus this year's training on updating and furthering the training of our current CSVs. This continuing education took place from November 2011 to February 2012 and consisted of eight (2 - 2 Y, hour) sessions based on the agency's new Shame Resilience program. Twenty [83%) of our CSVs attended this training to further their skills and education.

Currently, we have 24 CSVs who are supporting the agency by seeing individual clients and co facilitating support groups including: Men's/Women's Anger Management, Assertiveness Training, and Chronic Pain and Disease Self-Management. Of particular note, the volunteer hours contributed to our community by CSVs has almost doubled in the past two years - 1127 hours for the 2011/12 year [846 in 2010/11, & 596 in2009/1O).

During this past year, FRC has continued to work in partnership with the University of Victoria's Centre on Aging in order to offer their Chronic Pain and Chronic Disease Self-Management programs through the services of our CSVs. In June 2011, two more of our veteran CSVs as well as the Coordinator of Volunteer Services completed the training to lead these programs, bringing us up to a total of 7 trained persons. CSVs have facilitated these groups seven times this past year.

Once again, volunteers completed phone surveys on client satisfaction of our agency's services.

We continue to review and develop program areas, including: • Liaising with Interior Health Authority mental health staff to determine ways our CSV program can support their programs - Adult Short Term Assessment and Treatment, Seniors Mental Health, Adult Community Support Services, Alcohol & Drug Counselling and Services • Changing our mentorship program to accommodate the increasing number of CSVs and provide regular professional supervision • On-going training and development of our CSVs is a priority and many opportunities for continuing education within our community are made available to them • Recognizing our volunteers at an Annual Appreciation Event, which includes a meal and social gathering as well as awards • Successfully and efficiently recruiting volunteers through the use of Volunteer Bureau lists, local newspaper articles, and regularly updated volunteer pages on the FRC website

The Family Resource Centre's CSV program remains committed to providing accountable and ethical service to clients and it continues to change and evolve in order to adapt to the changing client and community needs. Our regular CSV Training program is scheduled to resume for the 2012-2013 year. We look forward to bringing a new group of trainees into the fold and continuing the growth of this valuable component of the Family Resource Centre services.

Respectfully submitted by: Karen Swales

Family Resource Centre I 2011-2012 Annual Report 118 Volunteer Services - Senior Support Volunteer Program

Funded by: Interior Health Authority - Adult Mental Health

The fiscal year 2011(2012 was another swccessful year for our Senior Support Volunteer Program. A nine week training course for new Senior Support Volunteers (SSVs) was completed from April2011 to June 2011. Seven trainees completed the program, including our new Volunteer Services Assistant staff member. In addition, we have recruited one new volunteer driver.

During this past year, a total of twenty-five SSVs have contributed 1250 hours to supporting the Seniors Mental Health team in a number of activities and programs.

The Busy Bees program, a weekly socialization group for women who are clients of the Seniors Mental Health team, is a popular program evidenced by the waitlist to join the group. Approximately 15 clients participate regularly. The SSVs support this program by providing reminder phone calls and driving clients to the group: providing snacks for the participants: and assisting with a variety of activities designed to aid in client socialization.

The Wellness Program runs to help educate, support, and encourage senior clients as they learn to cope with depression, isolation, grief and loss. We have delivered two ten-week Wellness programs this year one each in the Fall of 2011 and Spring of 2012. This cognitive-behavioural therapy group is led by case managers from the Seniors Mental Health team, with the SSVs taking the role of leading the socialization component of the program and by providing a communal meal for clients and workers alike to porta ke and enjoy each other's company.

In conjunction with the group activities our SSVs continue to also take on clients on an individual baSis. The primary purpose of this program is to increase social contact and independence for seniors who are receiving services from the Seniors Mental Health Team. Volunteers and clients are encouraged to enjoy visits and social activities together. The volunteer may also assist the client with completing errands or getting to appointments. For the 2011(2012 fiscal year, the SSV program served 10 individual clients as well a further 30 clients through group activities.

In addition to these services, Senior Support Volunteers provided services for our Christmas Hamper program and our Masquerade Ball fundraiser.

Our annual volunteer appreciation event included a meal and social gathering as well as the presentation of service awards.

Successful and efficient volunteer recruitment is done through the use of Volunteer Bureau lists, local newspaper articles, posters in the community, and regularly updated volunteer pages on the FRC website.

In the coming year, we look forward to continuing to be a valuable and vital component of the Family Resource Centre services.

Respectfully submitted by: Karen Swales

Family Resource Centre I 2011-2012 Annual Report 9 Women Victims of Violence - Sexual Abuse Recovery for Women

Funded by: Ministry of Public Safety & Solicitor General and the United Way of the North Okanagan Columbia Shuswap

Program Goals Women Victims of Violence - Sexual Abuse Recovery Program for Women provides sexual abuse counselling to any female over 19 years of age, who has experienced recent or historical sexual abuse. Debbie Larson and Vera Isaac tailor their individual counselling approach to assist women in developing skills that enhance an overall sense of well-being and empowerment, enabling them to make choices to shape their. own lives. These approaches are in keeping with current treatment methods in the field of trauma recovery.

Service Delivery There has been a steady flow of referrals with women waiting approximately a month for service. Referrals come from the women themselves and all aspects of the helping community such as Mental Health and Addictions, family physicians, psychiatrists, hospital programs and Stop the Violence/Transition House. As there is usually a small waitlist a one hour intake assessment is provided at the time of intake to help identify any possible priorities, to address any questions the woman might have about our service and anything that may be useful to her while waiting for service.

Individual Formal One-on-one counselling is provided to help heal from the effects of sexual abuse/assault. There are a wide range of needs to be addressed ranging from short term service delivery for those who appear to be more resourced and resilient to more long term counselling where the effects are more problematic on emotional, physical and mental levels. The majority of women struggle with insufficient finances which create problems in accessing safe, affordable housing and purchasing of medications which sometimes are overly expensive. Within this challenging context, we provide clients with skills, support and a variety of approaches to healing. This work is enhanced and supported by clinical supervision with Dr. Bill Maniago and EMDR supervision with Linda Kennedy, as well as file review and support for agency issues with Connie Buckle.

Group Formal A body focused African Style support· and stress management group is offered to our clients and the community at large. It is delivered in a dance format. Referrals come from community agencies, the mental health system and other programs within FRC, as well as by word-of-mouth. It is low key and friendly and pretty do-able for just about anybody. It is open to women regardless of emotional and/or physical disabilities. An annual fundraiser continues to be successful and raises money to support the group and other small needs of the WVV program. "Shake Your Beauty" is a day of dance participation for women of all ages. Local dance instructors volunteer their time to teach different styles of dance. Women learn African, Polynesian and belly danCing with the day ending with cool down, relaxation Yoga.

Respectfully submitted by: Vera Isaac and Debbie Larson

Family Resource Cenire I 2011-2012 Annual Report 120 Program Statistics - Fiscal year April 1, 2011 to March 31, 2012

Program Hours

Individual Group Registered Population Individual Service Outreach Service Contracts Group Served Clients Hours Hours Hours Clients Provided Provided CC Community Counselling Adults 310 1941.50 - 53 644.00 Children & CS Children's Services 6 33.25 - - - Youth CSV Community Support Volunteers Adults 38 159.00 968.00 63 657.50 Young EC Early Childhood Programs - 64 164.00 Families - - Children & FSW Family Support Worker 78 850.50 - 10 57.00 Youth Young HF Healthy Families 12 112.75 - - - Families Children & SAIP Sexual Abuse Intervention Program 58 745.75 3 13.75 youth - SAM Sexual Abused Males Men 24 452.50 - - - SSV Senior Support Volunteers Seniors 9 527.75 721.50 - - Children & TCP Therapeutic Counsellor Program 21 281.00 - 55 444.50 youth WVV Woman Victims of Violence Women 59 "863.25 - 7 32.00 STAFF Staff - Volunteer Hours - - 142.00 - - - TOTALS 612 6112.5 1689.50 197 2012.75

Volunteer Hours

Direct Client Hours Individual Clients # of Service Hours Atlended # of Service Hours Provided Community Support Volunteers 38 159.00 159.00 Chronic Disease/Pain Groups 63 657.50 945.00 Senior Support Volunteers 14 527.25 527.75 TOTALS 115 1343.75 1631.75

Outreach Hours Volunteer Hours Community Support Volunteers 968.00 Senior Support Volunteers 721.50 TOTALS 1689.50

STAFF - Volunteer Hours Volunteer Hours Community Support Client Hours, Good Food Box, New Hope (Greif Counselling), Masquerade Ball, People Place Garage Sale, People Place Garden Tour, Shake Your 142.00 Beauty Fundraiser, United Way, Volunteer & Staff Appreciation Events

Family Resource Centre I 2011-2012 Annual Report 1 Psychoeducctioncl Group Hours Fiscal year is April 1, 2011 to March 31, 2012; therefore some groups may show only partial attendance.

it of Clients it of Hours Total Hours Total Hours Adult Programs Dates Registered Per Session Attended Registered Women's Anger Management Apr. 14 - Jun. 2/11 8 2 108 128 Assertiveness Sept. 21 - Nov. 23/11 7 2 116 140 Couples Communication Sept. 22 - Nov. 10/11 8 2 110 128 Men's Anger Management Oct. 5 - Nov. 30/11 2 2 26 28 Assertiveness Jan. 26 - Mor. 29/11 10 2 122 200 Couples Communication Feb. 8 - Mar. 28/12 8 2 84 128 . Inward Bound Feb. 28-Apr. 17/12 6 2 52 60 Shame Busters Mar. 5 - Jun. 4/12 4 2 26 32 TOTALS 53 644 844

it of Clients it of Hours Total Hours Total Hours Children's Programs Dales Registered Per Session Attended Registered Parenting Anxious Children Apr. 26 - May 31/11 12 l.5 72 108 Rowing Jul. 4-Jul. 8/11 6 3 81 90 Cooking Group Jul. 25 - Jul. 28/11 4 2 26 32 Rowing Aug. 8 - Aug. 12/11 7 3 90 105 Kids Anxiety Oct. 5 - Nov. 9/11 6 l.5 48 54 Friendship Group oct. 11 -Nov. 1/11 3 l.25 13.75 15 Parenting Anxious Children Oct. 26 - Nov. 30/11 9 l.5 55.5 81 Teen Anxiety Nov. 16 - Dec. 14/11 5 l.5· 3l.5 37.5 Kids Anxiety Feb. 7 - Mar. 13/12 6 l.5 40.5 54 Adolescents Coping with Emotions Feb. 7 - Apr. 17/12 10 l.5 57 75 TOTALS 68 515.25 651.5

Drop-In Group Hours

Women's Programs Average it of Attendees it of Hours Per Session it of Hours Provided African Dance 7 2 32 Postpartum Depression Support Group 11 2 30 TOTALS 18 62

Early Childhood Programs Average it of Attendees it of Hours Per Session it of Hours Provided Parenting Isn't Easy 0-3 12 l.5 13.5 Parenting Isn't Easy 3-6 15 l.5 15 Parenting Isn't Easy 6-9 15 l.5 13.5 Parents & Tots (Mondays) 8 2 22 Parents & Tots (Wednesdays) 14 2 70 TOTALS 64 134

Family Resource Centre I 2011-2012 Annual Report 122 list of funders

2.20% o Ministry of Children & Families

III Interior Health

D Ministry of Housing & Social Development

D Health Canada & Early Childhood Dev.

III Province of British Columbia

D United Way

I!II Other Grants

D User Fees

I· EI Donations-Xmas Hampers, School Supplies

o Comm. Early Childhood Dev.

Iiil Fundraising Event

28.79% I§iI Other-Donations, Membership, Summer Student, etc.

individual Clients Average # of Group Clients

DCC

IICS DCC

DCSV ill CS

DFSW DCSV 64 III HF DECD

DSAIP III PPD DSAM IJWW Ii'lSSV

Ell TCP

IEIWW 63

Family Resource Centre I 2011-2012 Annual Report 3 Volunteers

April 1, 2011 - March 31, 2012

Community Support Volunteers, Senior Support Volunteers, Board, staff, special events and fundraising volunteers have contribut(Od countless hours of valuable service to the Family Resource Centre. These volunteers generously share their time and talents with us and we deeply appreciate their ongoing commitment to the Centre and its successes.

Thank you all.

Advisors Linda Kennedy Siaden Moore & Associates

Board of Directors Kerri-Ann Austin Paolo Filippi Anne-Marie Hague Deanna Jinjoe Barbara Keith Marcel Kover Kathleen Lainsbury Mary Malerby Deanna Moeller Cecilia Skerritt Lillian Smith

Community Support Volunteers

Senior Support Volunteers

Family Resource Centre staff and their family members

Special Events and fundraisers made possible by volunteers: Back to School Project Carbs for a Cause Masquerade Ball Santa's Helpers Christmas Hampers Shake Your Beauty Dance Workshop

Family Resource Centre I 2011-2012 Annual Report 124 Donors & Supporters

April 1, 2011- March 31, 2012

Anonymous by request Associated Ready Mix Ltd. Back to School Project Contributors Brenda Sword Case Furniture Gallery Charlie Veaudry Christmas Hamper Contributors Client Donations . Cobs Bread Dad's Together Donation Dave and Linda Kennedy Deborah Schiller Gumtree Catering lo-Anne Burge Kalamalka Rotary Kathleen Lainsbury Lisa Salt Consulting Ltd. Litzenberger Electric (1979) Ltd. Michele Blais and Sutton Group Rita & Fred Makasoff Shake Your Beauty Dance Instructors Shake Your Beauty Participants Staff Members Staples Summit Environmental Consultants Ltd. Staff Swan Lake Motors Trevor Bradford Vernon Alliance Church Vernon and District Performing Arts Centre Western Financial Group Westpro Machinery Inc. The Young Uns Vernon Golf and Country Club Vernon Seed Orchard Company 107.5 Kiss FM

Family Resource Centre I 2011-2012 Annual Report 5 Current Staff and Programs of the Family Resource Centre

Executive Director: Jan Schulz, B.Ed.

Office Manager/Bookkeeper: Lori Schweb

Clinical Supervisor: Arlene Elliott, M.A., R.C.C.

Advisors: Linda Kennedy, Marriage & Family Therapist Siaden Moore, Chartered Accountants Tom Christensen, Legal Advice

Intake: Jody Wettig, B.5.W.

Librarian: Jo-Anne Burge

Reception: Danna Nickel Edith Thoreson Kelsey Campbell

Statistician: Ann Mason

Systems Administrator: Bill Ellis

Community Counselling Program: Charles Law, M.5.w. Hellmut Noelle, M.A. Sherlyn Stewart, M.A. Sue Wiggin, M.S.W.

Therapeutic Counsellor Program: Julie Elliott, M.Ed. Jaime Fries, B.5.W.

Sexual Abuse Intel"l!ention Program: Kerry Casperson, M.A. Jaime Fries, B.5. W.

Family Support Worker Program: Julie Elliott, M.Ed. Jaime Fries, B.S.W. Dean Sou keroff, B.A. Jody Wettig, B.S.w.

Sexual Abuse Recovery for Men Program: Hellmut Noelle, M.A.

Women Victims of Violence Program: Vera Isaac, Reg.N., B.Sc.N. Debbie Larson, M.A. Sue Wiggin, M.5.w.

Volunteer Services Program: Karen Swales, B.Ed. Edith Thoreson

Healthy Families, PIE & Building Blocks Program: Marci Healy, B.Sc.N. Anne MCMeeking-Walsh, E.C.E.

Family Resource Centre I 2011-2012 Annual Report 126 #201- 3402 - 2ib Avenue Family Vernon, Be VlT lSI Phone: (250) 545-3390 Resource Centre Fax: (250) 549-1548 SOCIETY FOR THE NORTH OKANAGAN E-mail: [email protected]

BOARD MEMBERS

Marcel Korver, Chairperson Deanna Jinjoe, Treasurer th 263 Glenmary Road 3003 - 19 Street Enderby, BC VOE 1V3 Vernon, BC VlT 4B5 Occupation: Retired Occupation: Mgr. Financial Investment Agency (h) 838-6267 (c) 307-6561 (b) 549-6833 (c) 309-7149 [email protected] deanna. jinj [email protected]

Keri-Ann Austin, Secretary Barbara Keith 5805 Oriole Drive 865 Mt. Bulman Place Vernon, BC VIH lR4 Vernon, BC VIB 2Z3 Occupation: Corporate Administrator Occupation: Retired - District of Coldstream (h) 250-545-6505 (h) 250-545-9915 [email protected] kbaggettlaJ,district.coldstream.bc.ca

Paolo Filippi Mary Malerby 5632 South Vemon Drive 11603 Tassie Dr. Vernon, BC VI T 8NI Vernon, BC VIB IH3 Occupation: Professional Engineer Occupation: Retired Nurse (h) 545-4367 (h) 542-9579 [email protected] [email protected]

Anne-Marie Hagne Deanna Moeller (Howell) 1058-11th Avenue 2105-21" Avenue Vernon, BC VIB 2R5 Vernon, BC VlT 8C6 Occupation: Director, UBC Occupation: Mental Health Warker (h) 250.545.0378 (c) 778-930-1524 [email protected] deanna [email protected] (underscore after 1"' name)

ADVISORS Sladen Moore, Chartered Accountants Tom Christensen - Legal Advisor Linda Kennedy - Clinical Advisor

Updated Sept. 12/12 1 27 III Family Resource Centre

SOCIETY FOR THE NORTH OKANAGAN Lending Library Books covering a variety of topics and Volunteers issues are available to borrow. Volunteers provide valuable services to the '/< Small membership fee Family Resource Centre in the Community Located in ... Support Volunteer Program, Healthy Families People Place Building Program, Senior Support Volunteer Program, and Board of Directors. Inquiries welcome. Suite 201, 3402 - 27th Avenue Vernon, B.C. V1T; 1S1 Funding Sources

Programs and services are made possible through the funding and support of:

Interior Health Authority Mission Statement Phone: 250-545-3390 Ministry of Children & Family Development The Family Resource Centre Society for the North Okanagan promotes and supports the Fax: 250-549-1548 Ministry of Public Safety and Solicitor General well-being of individuals and families in all their diversity. Public Health Agency of Canada Office hours: United Way of North Okanagan Columbia Shuswap Monday to Friday Phiiosophy Province of British Columbia 9:00 am to 4:30 pm The Family Resource Centre Society for the - Closed for lunch 12:00 - 1 :OOpm Grants, donations, and other fundraising North Okanagan has a belief that the wealth of the community is reflected in the health, happiness and security of each individual and family. Donations are welcomed i [email protected] and appreciated. www.vernonfrc.ca As of May 2012 The Family Resource Centre offers the following programs INDIVIDUALS. COUPLES. CHILDREN & FAMILIES Community Support Volunteers Trained volunteers provide support for P.LE. - Parenting Isn't Easy individuals in managing life issues such as For parents with children ages 0-3, 3-6, transitions, isolation, relationships, loss and & 6-9. This 1a-week program provides an grief or unemployment. There is no fee for opportunity to discuss the struggles and this program. successes of parenting in a user friendly Community Counselling ., Partial program funding provided by United Way and the Provides short term counselling for format. There is no fee for this program. Province of British Columbia. individuals, couples and families. Call for ., Partial program funding provided by United Way. more information. This program has a sliding Senior Support Volunteers fee scale. Sexual Abuse Intervention Program Trained volunteers assist clients who are Counselling for children and youth who have . experiencing various age-related issues Healthy Families been sexually abused or who are exhibiting such as social isolation, depression or early dementia. Referrals come through Parent and Tot programs provide parenting inappropriate behaviours. Family education the Seniors Mental Health Program. information and playtime for children. A and support is also provided. There is no fee There is no fee for this program. resource guide for parents is available on our for this program. website at www.vernonfrc.ca. Postpartum support is also available. There is no fee for Family Support Worker Groups Offered ... this program. African Style Dance for Women Counselling for children and youth Assertiveness experiencing grief and loss, blended families Boundaries and Self Esteem Sexual Abuse Recovery for Men or other concerns. Family education and Children's Groups Individual counselling for men who are support is also provided. There is no fee for Couples Communication recovering from recent or historical sexual this program. Men's Anger Management abuse. This program has a sliding fee scale. School's Cool Shame Busters * Partial program funding provided by United Way and the Province of British Columbia. Therapeutic Counsellor Program Parent and Tot Individual and group counselling for children Parenting Anxious Children P.I.E. - Parenting Isn't Easy and youth with psychiatric disorders. This Women's Anger Management Sexual Abuse Recovery for Women program is delivered in collaboration with Individual counselling for women who are * Other groups may be offered throughout the year. Child and Youth Mental Health. There is Group fees may apply_ Call for information. recovering frorn recent or historical sexual no fee for this prograrn. iii9use. There is no fee for this program. "Partial program funding provided by United Way. Call 250-545-3390 for more information on any of our programs Family Resource Centre Proposal for Funding September 2012

Purpose:

Our proposal is to continue to run a comprehensive Post Partum Depression (PPD) Counselling service.

As many as Dnein five women in BC will experience significant depression in relation to pregnancy and childbirth, and unfortunately, few of these women seek help. Without treatment, post partum depression can affect many aspects of a woman's health and that of her baby. It can be a factor leading to compromised motherjinfant- interaction, attachment issues and behavioural/cognitive impairment in early preschool years.

The m9sttragic consequences of postpartum depression are maternal suicide and infanticide. Although this depression is a serious illness, with the right strategy and a coordinated approach it can be detected early and effectively treated. The symptoms of Post Partum Depression (PPD) are difficult to recognize and it is estimated that more than 50% of cases of PPD are undiagnosed. Our proposed project provides a unique opportunity to reach women who would otherwise not seek support services.

Our referral sources are primarily public health nurses and the pregnancy outreach program as well as clients who self refer. We find that the demand for this program is ever increasing. After a comprehensive assessment is completed, the client is connected to the appropriate resources within our Centre. These include a Parent and Tot pmgrilm with a ~elf-care and attachment parenting focus as well as indiviqual counselling. From here the client will be picked up by the Family Resource Centre's Post Partum counselling specialist who will work closely with the client to complete a full Intake Assessment (including family history and so on) and work with the client to establish treatment goals.

Due to the "Comp/e)(ltyoftheissues surrounding post 'partum, this counselling tends to be a longer term propOSition. Should we be successful in securing this funding our Centre will then have an opportunity to help these clients in their journey back to health.

130 Family Resource Centre Proposal for Funding September 2012

Benefits:

In conjunction with, and as an adjunct to individual counselling, FRC has implemented a post partum support group for Moms with PPD. This weekly support group was successful in the past and helped these Moms help each other. By having il saf~ and supportive opportunity for people with similar issues to listen to and talk, we have found clients can work together and empathize while developing solutions together.

Historically we have found success in this format, particularly as clients are at different places on their journey to well-being and thus can demonstrate to each other the improvements made possible through counselling and support.

Early identificatioo, an accurate diagnosis, treatment, and follow-up will have a huge impact. The health of the mother and her infant will be improved as will the mother infant attachment. The woman's relationship with her partner, and interaction with other family members will improve, too. All of this will have other implications with less need for medical care and potential hospitalization, and with extreme cases the potential for preventing infanticide and suicide.

During the last fiscal year (Apr. 1, 2011 - Mar 31, 2012) we have been tracking requests for PPD counselling as well as the numbers of PPD clients and the counselling hours devoted to this area. Our statistics confirm that over 35 clients were confirmed to be suffering from Post Partum Depression. Taking into account screening, assessments, and the intense counselling that follows the identification of the PPD symptoms, our statistics show that our nurse and counsellor dedicated almost 1,300 hours to these clients. In the past I have been able to fund this through independent grants and reserves held by the agency, though these reserves are now depleted.

Using these figures as a base, we estimate taking on a minimum of 40 clients. The benefit of this funding would, of course, be far reaching from the perspective that so many others are impacted: the families of the clients, other social services, employers, BOOors and the medical syst~mand so on.

For some years, this agency has been actively lobbying our local health authority, Interior Health (IH), to provide funding specifically for Post Partum clients. IH continues to refer clients to this agency as they are fully aware of the excellent service we offer in this area, and yet to date they have not given sustainable funding f{)f this imj)OR:ilnt work. Two fiscal years ago saw a break through, though small, in that IH did give us a one time only funding specifically for Post Partum counselling. I continue to gather statistical evidence to confirm the need for this

1 131 Family Resource Centre Proposal for Funding September 2012

Benefits, continued

counselling, and continue to seek funding from IH or any other funding source possible.

FRC enjoys an excellent reputation in the community. Years of dedicated c1ient centred solution-f-ocusedcounselling has earned us a reputation of helping those struggling with issues in our community. We work hard to maintain that reputation, and therefore receive many referrals from other local agencies who know what we do and believe in our work.

We are always mindful of our market and their needs. On an annual basis we perform surveys targeted to other-agencies in the community as well as stakeholders, in order to ensure that we are meeting the needs of those in our community needing help as well as being mindful of any gaps that might arise in service delivery, both of current service offerings or potential areas of need.

We also conduct a number of surveys capturing input from existing, new and past clients. We perform foHow up phone interviews three months after our counselling services have finished, to gauge the pertinence and quality of our services. Group participants also complete an evaluation survey. Following are some comments from clients ofthe PPD program:

• "lfeel so supported because ofthis group and the counselling" • "I wouldn't be here if it weren 'f for you" • "You have given me the strength and confidence to know that I can do it"

We continue to identify and evaluate the community needs, not only with surveys but also by participating in a number of community meetings and serving on a number of committees to continually monitor the services offered as well as to identify any gaps in service that might represent an opportunity to help those in need in our community.

2 132 -.:- -

Oi striel0f Jg Regular DIn-Camera DISTRICT OF COLDSTREAM o CoW Coldstream o CoW In-Camera • MEMORANDUM TO: Finance Committee FILE NO. 1700-02

FROM: Trevor Seibel, CA DATE October 8, 2012 Director of Financial Administration

SUBJECT: 2013 Resen'e and Surplus Balances

1. Purpose

To provide the Committee with a summary of the estimated 2013 reserve and surplus balances.

2. Origin

2013 Budget process.

3. BackgroundlDiscussion

The attached documents are a summary of the various operating and statutory reserves available to tbe District. The proposed 2013 projects that use operating or statutory reserves have been calculated so that tbe Committee can see the estimated opening and closing balances for 2013.

3. Recommendation

THAT the report from the Director of Financial Administration, dated October 8, 2012 regarding the 201 3 Reserve and Surplus Balances, be received for infonnation.

Reviewed by: Michael A. Stamhllis Director of Financial Administration Chief Administrative Officer

133 District of Coldstream December 31,2013 Reconciliation of Cash Reserves/Surplus

Projected REVISED 2013 2013 Opening Transfers In Transfers Out Closing Balance OPERATING SURPLUSES General Fund 20,789.94 20,789.94 Sewer Fund 438,855.37 438,855.37

459,645.31 459,645.31

GENERAL RESERVE fUNDS Police Reserve 85,962.24 (32,500.00) 53,462.24 Election Reserve 5,000.00 5,000.00 10,000.00 Snow Plow Reserve 10,000.00 10,000.00 Library Reserve 48,987.59 48,987.59 Fire Department Reserve 25,000.00 25,000.00 Community Amenity 53,268.87 (24,150.00) 29,118.87 Building Stabilization 25,000.00 25,000.00 Aberdeen Road Improvements 13,780.00 13,780.00 Water Devolution Impact 36,796.17 36,796.17 Reserve for Future Exp. - GENERAL (sched.) 597,016.38 587,232.00 (814,973.00) 369,275.38

900,811.25 592,232.00 (871,623.00) 621,420.25

STATUTORY RESERVES Equipment Replacement Reserve - #1 079 543,599.92 350,000.00 (509,685.00) 383,914.92 Sewer Improvement - #629 110,203.97 155,000.00 (18,000.00) 247,203.97 Land Sales Reserve - #536 62,543.62 (62,500.00) 43.62 Building Reserve - #1 051 171,572.10 50,000.00 (80,000.00) 141,572.10 Road Reserve - #537 187,151.82 705,500.00 (890,000.00) 2,651.82 Drainage Reserve - #1609 32,500.00 32,500.00 (15,000.00) 50,000.00

1,107,571.43 1,293,000.00 (1,575,185.00) 825,386.43 DEVELOPMENT COST CHARGES Roads Sewer 532,845.12 532,845.12 Drainage 205,439.78 205,439.78

738,284.90 738,284.90

134 H:\Finance\Treasurer\171S-01 Budgets - Operating\Budget Schedules\2013 Budget\Budget Schedules\Reserves 2013.xlsX\ Planning District of Coldstream December 31,2013 Reserve for Future Expenditures 2013 Budgeted 2013 Budgeted 31-Dec-12 Carry Forward Transfers In Transfers Out 31-Dec-13

Kidston Rd - Red Gate 24,842.24 24,842.24 Kalavista Lagoon 4,425.68 4,425.68 Fire Hydrants (5) 11,108:15 11,108.15 Economic Development 16,000.00 (7,500.00) 8,500.00 Liquid Waste Management Plan 30,000.00 30,000.00 CARIP Funds 10,112.08 10,112.08 SCIF Funds 312,504.00 282,232.00 (428,973.00) 165,763.00 FEDERAL GAS TAX BALANCE 188,024.23 305,000.00 (378,500.00) 114,524.23

597,016.38 587,232.00 ~814,973.00l 369,275.38

Gas Tax Funds Available (estimate) $ 493,024.23 Projects: • Coldstream Creek Intercepted Groundwater $ (78,500.00) • Kidston Path - Phase 2 $ (300,000.00) Kalamalka Road - Cold Creek to Howe $ (150,000.00)

$ (35,475.77)

• Grant applications submitted

H:\Finance\Treasurer\171S-01 Budgets - Operating\8udget Schedules\2013 Budget\Budget Schedules\Reserves 2013.xlsx\ Planning-Op Detail 135 District of Coldstream December 31, 2012 Reserve/Surplus Descriptions

31-Dec-12 Description

OPERATING RESERVE FUNDS - GENERAL Police Reserve 85,962.24 - future policing cost increases Election Reserve 5,000.00 - future municipal election Snow Plow Reserve 10,000.00 - future snow removal costs Library Reserve 48,987.59 - furnishings for new Library (under no obligation) Fire Equipment Reserve 25,000.00 - fire department funds Community Amenity 53,268.87 - community projects (majority of this money from Highlands) Building Stabilization 25,000.00 - smooth revenue from the building department (high and low years) Aberdeen Road Improvements 13,780.00 -Aberdeen road Water Devolution Impact 36,796.17 - legal costs for water devolution Kidston Rd - Red Gate 24,842.24 - kidston road upgrades Kalavista Lagoon 4,425.68 - kalavista Fire Hydrants (5) 11,108.15 - fire hydrant costs Economic Development 16,000.00 - economic development Liquid Waste Management 30,000.00 - to update the LWMP CARIP 10,112.08 - to be used to make ourselves carbon neutral selF, Funds 312,504.00 - SCIF (offset Paving & Police costs) FEDERAL GAS TAX BALANCE 188,024.23 - for Gas Tax eligible projects

900,811.25

STATUTORY RESERVES Machinery & Equipment Reserve Fund - #1 079 543,599.92 - Solely for the purchase of machinery and equipment Sewer Reserve Fund - #629 110,203.97 - To be used for improvements to the sewer system Sewer Local Improvement - #1488 62,543.62 - To be used for improvements to the sewer system Building Reserve - #1051 171,572.10 - Repairs and construction of municipal buildings Road Reserve - #537 187,151.82 - Upgrades/Maintenance of Municipal Roads Drainage Reserve - #1609 32,500.00 - Upgrades/Maintenance of Drainage system

1,107,571.43 DEVELOPMENT COST CHARGES These can only be spent in accordance with what Roads the bylaw allows. See attached schedules. Sewer 532,845.12 NOTE: The Roads DCC's may be lower than } Drainage _--=2"0"5,,,4,,3,,9,,.7,,8'-. stated due to the Grid Road.

738,284.90

TOTAL RESERVES AVAILABLE 2,746,667.58

136 H:\Finance\Treasurer\1715-01 Budgets - Operating\Budget Schedules\2013 Budget\Budget Schedules\Reserves Z013.xlsx\ Reserve Descriptions District of iii Regular DIn-Camera DISTRICT OF COLDSTREAM o CoW Goldstream o CoW In-Camera • MEMORANDUM

TO: Finance Committee FILE NO. 1715-01 f.

FROM: Trevor Seibel, CA DATE October 8, 2012 Director of Financial Administration

SUBJECT: 2013 Operational Considerations

1. Purpose

To provide tbe Committee witb a summary oftbe 2013 operational budget

2. Origin

2013 Budget process.

3. BackgroundlDiscussion

At tbe September 10,2012 Regular Meeting of Council the 2013 Bndget timeline was approved. The Finance department has begnn preparation ofthe provisional bndget for inclusion in tbe 2013-2017 Financial Plan. There are a variety of issues affecting the 2013 budget, some oftbem are global in nature affecting tbe entire municipal operation and some are department specific. Tbis report will seek to bighlight tbe issues for Council so tbat an informed discussion can take place and a direction provided.

PST IMPLEMENTATION

On April 1,2013 tbe Province ofBC will be transitioning back to tbe former GST/PST taxation system. As was previously reported to Council, tbis change will have a negative impact on District operations. Currently the District is able to recover 85A1 % of the HST we pay (10.25% oftbe 12%). With reverting back to tbe GSTIPST system we will only be able to recover 41.66% or 5% of the 12%. For 2012 the taxable and non-taxable items were separated. The taxable items have been calculated at approxinlately $1.918 million. Based on the transition back to GSTIPST the inlplications are as follows:

Pre-tax budget 1,918,000 1,918,000 HST 230,160 GST 95,900 PST 134,260 2,148,160 2,148,160

Recoverable Tax 196,580 95,900

NET COST 1,951,580 2,052,260 (100,680)

The maxinlum estimated inlpact on our operations could reach $ 100,000 on an annualized basis. This would represent a tax increase of approxinlately 233%. 137 "

Staff would attempt to mitigate the impact by acquiring any large scale items in the first 3 months of 2013, This would allow the District to recover a larger portion of the tax paid before the transition back to PST, The other mitigating factor is that the transition doesn't take place until April 1 which is a quarter of the way through the year, As a result, the estimated impact may be reduced to around $75,000 for 2013.

There are a couple of options that Council needs to consider: 1. Increase the budget to account for 100% of the PST impact 2. Increase the budget to account for a percentage of the PST impact (such as 50%) 3. Absorb the entire PST impact into the existing budget

Options 1 and 3 are on opposite ends of the spectrum. With Option 1, increasing the budget for the entire impact would allow existing service levels to be maintained. However, this would require a tax increase of approximately 2.33%, With Option 3, absorbing the PST impact would most certainly have a negative effect on cun'ent service levels as we would be trying to do the same with significantly less. The most prudent option is to consider funding a percentage of the identified PST implications. At a minimum Council should consider a 1% tax increase (-$43,000) to cover PST related issues.

WAGES & BENEFITS

Earlier tl,is year the District ratified a 2 year collective agreement with CUPE Local 626. The agreement calls for a wage increase of 1,5% in each of the two years. In accordance with policy PDOl5 exempt staff receives an armual adjustment equal to the Consumer Price Index (CPI) for British Columbia, all items included, Over the past several months this indicator has fluctuated from a low of 1.2% to a high of 1,9%. We have used a rate of 1.5% for budgetary purposes, The other major issues we are facing is the rate increases for the benefit package. The last couple of years the cost of the benefits (superannuation, dental, extended health, etc .. ,) have been increasing. An unfunded liability in the Municipal Pension Plan has required a significant rate adjustment. Higher usage, cost increases and other inflationary factors have increased the cost of the superarmuation, dental, extended health and medical service plan (MSP) payments, Add in the increases in the employer portion ofCPP and EI benefits, and the District is facing a cost increase for 2013. The following table highlights tl,e specific cost increases anticipated for the coming year:

Exempt Increases: - Wages (inc!. CPI) 19,980 - benefit rate increases 10,275

Unionized Increases: - Wages 33,445 - benefit rate increases 23,140

86,840

GENERAL GOVERNMENT

The preliminary increase in General Government services is directly attributable to the wage and benefit increase discussed previously. Small adjustments have been made for known contracts (janitorial, audit services, etc ... ). One specific area of concern is in the general legal and consulting 138 budget. Currently the annual budgeted amount is $40,000 and this is intended to cover both legal and consulting issues of a general nature. For the past couple of years we have been tight to the budget amount. Last year Council added $25,000 in legal costs to cover the anticipated costs associated with the Antwerp Springs case. Now that this issue has been resolved, the $25,000 needs to be reallocated. After reviewing the preliminary budget information, the Finance Department is recommending the following reallocation of the $25,000 bndget:

Antwerp Springs $ 25,000 Transfer to OCP Budget (20,000) Increase Legal/Consulting (5,000)

This proposed re-allocation provides the best use for these funds.

PROTECTIVE SERVICES

There are two major items for consideration in the Protective Services budget this year. They are the anticipated cost increases under the RCMP contract and planned changes in the delivery of training for the volunteer fIrefIghters.

With the RCMP contract we are anticipating a budget increase of approximately $65,000 for 2013. For 2012 we are anticipating that we will be under budget by approximately $25,000. This is due to not being billed for a full complement of RCMP members during the 1" half of the year (i.e. we were being billed for less than the 7 members we have committed for). The current balance in the police operating reserve is $60,962. By adding the projected surplus from 2012, the available operating reserve for 2013 would be $85,962. There are a couple of options that Council needs to consider:

I. Fund the estimated RCMP budget increase through taxation 2. Fund the estimated RCMP budget increase 50% from taxation and 50% from the reserve 3. Fund the estimated RCMP budget increase 100% from the operating reserve

It should be noted that the budgeted RCMP costs are expected to increase by approximately $30,000 for each of the next 2 years and then a spike of approximately $75,000 in 2016. It would not be prudent to completely eliminate the operating reserve in 2013 with the knowledge that we are expecting additional cost increases in the next several years. As a result, the Finance Department is recommending that Option #2 is pursued.

Fire protection services are constantly changing and evolving. With a signifIcant number of post-fIre audits and reviews, as well as the changing landscape of workplace legislation, there is an unparalleled expectation on a community's fIre leadership. As such, the fIre department struggles to meet the receding horizon of safety and performance. For years the fITe department has employed a "standards" based training program. This has worked well in years past when members of the hall had the required training and education to provide the training requirements in-house. Due to signifIcant tum over at both halls, these resources are getting smaller and smaller. As a result, the ability for the halls to provide this training in-house has been signifIcantly reduced. The halls are looking to change how training is delivered to more of a "certifIcation" based training program. Greater utilization of the Fire Training Centre, and the trainers available from the Vernon Fire Department, would allow a consistent method of training to ensure that members of both halls are being trained properly. It is anticipated that both halls )"ould require approximately $15,000 to implement this program ($30,000 in total). 139 There are 2 options to consider for how this service adjustment would be funded. These options are as follows: . I. Spread the tax increase over 2 years by funding 50% from the operating reserve. 2. Fuud the entire increase from taxation.

By using the operating reserve, it allows the increased costs to be spread over 2 years thereby mitigatiug the immediate tax increase. As well, the Fire Department has consistently generated annual surpluses so it is anticipated that the operating reserve will be replenished quickly. Funding the increase from taxation would allow the actual cost increase to be tied to when the service adjustment was made. It does, however, create a higher tax increase for 2013.

There may be some cost savings realized for the changes in the Fire Training and Dispatch Services provided by the Regional District. Although these figures are not yet known, COllllcil may wish to use these cost savings to further offset the proposed training cost increases.

For preliminary planning purposes the Finance Department is recommending that the increase, should Council approve it, be funded 50% from the operating reserve and 50% from taxation. This provides greater flexibility in mitigating the potential tax increase.

TRANSPORTATION SERVICES

During 2012 hiring a new Director of Engineering was delayed to provide cost savings to balance the 2012 budget. We only budgeted for 7 months instead of a full year. Now that we have a full time Director of Engineering, those "cost savings" from 2012 have to be incorporated in 2013. The adjustment is approximately $47,000 including benefits.

For 2012 we included a budget increase for Railway crossings based on infonnation that we had during budget deliberations last year. Investigations during 2012 have revealed that the District's contribution to those specific crossing projects is not nearly as significant as we had first plmUled as the District has priority over the railway at the proposed crossing locations (i.e. the District road was established prior to the railway being put in). As a result, we are reconunending that this funding item ($15,000) be re-allocated towards the ocr review plmmed for 2013.

The most significant transit cost adjustments have been implemeuted over the past couple of years. Based on the budgeting infonnation available from BC Transit, we are not expecting any significmlt changes to the transit budgets for 2013. However, the one item that is still outstanding is the Custom Transit system. This is the service that provides the Handy Dart bus as well as the taxi saver progrmn to registered users. This particular transit service is extremely costly and currently has funding and governance issues. The participants in the service, at the staff level, have been trying to get a resolution to the issues at hmld. This process has been extremely slow as there are potentially significant impacts to how the service is operated and how it's funded. The other major issue is eligibility within the system. The current eligibility requirements are inefficient in providing a cost effective service as people who are currently using the system could be using the conventional system. This is a province wide issue and BC Transit is undertaking a review of the eligibility requirements. They are also seeking a transit system to act as a "pilot project" for reviewing the eligibility requirements. Earlier this year BC Transit held a webinar to regarding this issue. It would be prudent for COllllcil to have a representative from BC Transit to come and speak on tl,is issue so that Council can get a better IlIlderstanding of this significant issue facing the Custom Transit system.

DEVELOPMENT SERVICES

The biggest plamling project for 2013 is the OCP review. We currently budget $35,000 each year for consulting projects. The estimated cost of the OCP review is $79,150, which COllllcil approved to 140 include in the 2013 budget at the September 17,2012 Committee of the Whole Meeting. After reviewing the existing budgets and taking into consideration the funding sources noted previously, the Finance Department is recommending the following funding sources for the OCP review:

OCPReview $ 79,150 Existing Consulting Budget (20,000) Railway Crossing re-allocation (15,000) Legal Fee re-allocation (20,000)

$ 24,150

There are a couple of options to consider for funding the remaining $24,150: 1. Fund the remaining OCP review from taxation 2. Fund the remaining OCP review from the Community Amenity operating reserve

As the OCP review is not a regular occurrence an argument can be made to fund this project from the Community Amenity operating reserve. Conversely, by using the operating reserve there would be a need to future tax increases for any community related projects Council choose to undertake.

FISCAL SERVICES

The initial projections for the Mechanic Shop Borrowing had an annual funding requirement of $98,300. However, after the debt was actually fmalized in the market, we were able to get a lower interest rate than originally planned. The end result is that the annual cash requirement has decreased from $98,300 to $90,250. During 2012 we included $53,500 to account for the interest component of the borrowing bylaw. For 2013 we need to include the principal portion of the debt. As a result, we will need to generate an additional $36,750 in taxation revenues to cover the principal portion ofthe mechanic shop debt.

4. Conclusion

The following table summarizes the issues ideutified affectiug the 2013 operating budget:

Bud!!et Implication Amount PST Implication 43,000 Contractual wage increases 53,425 Benefit Rate Increases 33,415 Legal Expenses - General (20,000) RCMP Costs 65,000 RCMP Costs - funded from Reserve (32,500) Training - Fire Department 30,000 Training - Fire Department - funded from Reserve (15,000) Director of Engineering - Full Year 47,000 Railway Crossing Bndget (15,000) OCP Review (net of existing bndget and proposed re-allocations) 59,150 Community Amenity Funding (24,150) Mechanic Shop - Principal 36,750

TOTAL 261,090

Based on a I % tax increase equalling $43,000 the identified items equate to a proposed tax increase of 6.07% (5.21 % for operations and 0.86% for the mechanic shop). We anticipate that there will be 141 some offset for additional revenne groWth. The 2012 groWth amount was $32,500.

5. 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 OCP Review ($20,000) and General Legal costs ($5,000);

AND THAT the identified RCMP Contract cost increases are funded 50% from taxation and 50% from the Police Operating Reserve;

AND THAT the identified Fire Department training cost increase is funded 50% from taxation and 50% from the Fire Department Operating Reserve;

AND THAT the $15,000 previously budgeted for Railway Crossing costs are reallocated to the OCP Review;

AND THAT the $24,150 net cost of the OCP review is 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.

~ . . Reviewed by: Michael A. Stamhuis ~ Chief Administrative Officer

142 Distriet of IX! Regular DIn-Camera DISTRICT OF COLDSTREAM o CoW Coldstream o CoWIn-Camera • MEMORANDUM TO: Finance Committee FILE NO. 1705-01

FROM: Trevor Seibel, CA DATE October 8, 2012 Director of Financial Administration

SUBJECT: 2013 Capital Considerations

1. Purpose

To provide the Committee witb a summary of tbe 2013 capital budget.

2. Origin

2013 Budget process.

3. BackgroundlDiscussion

Attached is the preliminary 5 year capital budget (Appendix "A"). The planned items are in accordance with the Capital Investment Plan initiated last year. The items identified as "non discretionary" have secured funding sources, namely the Equipment Replacement Reserve (Statutory Reserve). There are a few new items, identified as :'discretionary", tbat will require furtber discussion. These items are discussed below.

WEBSITE UPGRADE

Earlier this year Council was presented with the District's Communication Plan. Part of this plan focused on the need to improve our web presence. The District's website should be the primary source of electronic infonnation for the public. The District's website bas not had any significant upgrades in many years and it is time to upgrade the website. We have received several complaints over the year about how difficult it is to navigate our website and find documents. One of tbe other factors to consider is the contract we have with iCompass for our meeting manager and Filepro systems. As we strive to find more efficient ways for producing and archiving documents (Meeting minutes, agendas, policy documents, etc ... ) we are able to integrate these documents more efficiently. As a result, iCompass has proposed an upgrade of our website (Appendix "B") that will allow for greater integration of our existing documents with the need to better communicate this infonnation to the public. The one-time cost of $15 ,000 would include a complete overhaul of our website. Annual operating costs would be funded from our existing budgets. The Director of Financial Administration would become the web master and would train select internal staff so that we would have complete in-house control over the content management of our website. The proposed funding for this project would come 50% from the Equipment Replacement Reserve and 50% from the Economic Development Operating Reserve.

THERMAL IMAGING CAMERA - COLD STREAM HALL

The Coldstream Fire Hall is seeking to acquire a Thennal Imaging Camera similar to the one purchased by tbe Lavington Fire Hall. The attached Business Case (Appendix "COO) will provide background as to wby the item is needed in the Coldstream Hall. The anticipated cost is $15,500. 143 We are anticipating an operating surplus to be generated in the Fire Department budgets in the amount of approximately $25,000. In accordance with TDO 1, any operating surplus will first be allocated to the operating reserve (to a maximum of $25,000) and then transferred to the Equipment Replacement Reserve. As the operating reserve is currently maxed out at $25,000, the full amount will be transferred to the Equipmeut Replacement Reserve. The proposed funding for this purchase, if approved by Council, would be from the Equipment Replacement Reserve.

UTILITY TRUCK - LAVINGTON HALL

The Lavington Fire Hall is seeking to acquire a Utility Truck similar to the one currently in use by the Coldstream Fire Hall. Tbe attached Business Case (Appendix "D") will provide background as to why the item is needed in the Lavington Hall.

During the year an RFQ was issued for a new Water Tender in the Lavington Hall. The price quoted was about $45,000 less than we had budgeted to spend. There is now a higher amount in the Equipment replacement Reserve than had been intended due to the cost savings realized. The proposed funding for this purchase, if approved by Council, wauld be from the Equipment Replacement Reserve.

PAVEMENT MANAGEMENT PROGRAM

Currently the District funds $705,500 from taxation towards the pavement management program. When the program was initially implemented there was supposed to. have been $900,000 committed in 2013 and $1,000,000 in 2014 and following. There are a couple of cost savings anticipated in 2012 that will increase the funds available for the 2013 paving program. First, there is abaut $20,000 in cast savings realized from the 2012 paving program. Secondly, there is about $100,000 in savings from the Mechanic Shap. h,2012 we had budgeted to use $100,000 fram the paving management program should the tender prices be higher than ti,e cost estimates. Now that we have tendered ti,e praject, and the prices have come in under budget, it is not expected that these funds will be needed in 2012 and as a result will be returned to the Road Reserve at the end ofthe year. Thirdly, we had budgeted to ftmd the Kickwillie crossing from the pavement management funds in 2012. Hawever, after a revised agreement was reached with KPR, an anticipated cast saving of approximately $65,000 will be returned to the Road Reserve. The end result is that there should be approximately $185,000 in additional funds available in the Road Reserve at the start of 20 13.

In determining how the funds should be allocated for 2013 the following questians needs to be answered: 1. Daes Council wish to. proceed with a review and update af the Pavement Management Program (initially estimated at $50,000)? 2. If yes, should this review be funded from a tax increase ar aut of the existing funds? 3. Does Council wish to cansider a tax increase to. increase the amount of funds available for 2013?

The Directar af Engineering Services has prepared a backgrounder report on the histary of the road maintenance program, along with a budget estimate for consideration in the 2013 budget that has been provided to the Committee. Based on the estimated funds in the road reserve ($187,150) and the 2013 allocation affunds ($705,500), the total available funds for 2013, with no tax increase, would be $892,560.

GAS TAX ELIGffiLE PROJECTS

There are currently 3 projects identified for 2013 that are Gas Tax Eligible. They are the Kalamalka 144 Road Bike lane from Coldstream Creek Road to Howe ($150,000), Phase 2 of the Kidston Path ($300,000) and the Coldstream Creek Intercepted Groundwater Project ($78,500). Based on the estimated available funds in 2013, as noted in the Reserve Fund Balance report, there will be an estimated $493,000 available in 2013. The three projects above represent a total cost of$528,500 which is higher than the funds available. A Grant Application has been filed under the General Strategic Priorities Fund (GSPF) for both the Kidston Path project and the Coldstream Creek Intercepted Groundwater project. Should either one of these applications be successful, it will be possible to use the grant funds and our Gas Tax funds to complete all three projects. However, if neither of the grant applications are successful, a decision will need to be made as to which projects will take priority. For the purposes of the attached Capital Plan we have assumed that neither grant application is successful and that the completion of the Kalamalka Road bike lane will be deferred until 2014. Altematively, a major portion of the Kalamalka Road bike lane could be completed in 2013 with the balance completed in 2014.

4. Recommendation

THAT the Website Upgrades, at an estimated cost of $15,000, is included in the 2013 Capital Budget and is 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, is included in the 2013 Capital Budget and is funded from the Equipment Replacement Reserve;

AND THAT the Utility Truck, at an estimated cost of $20,000, is included in the 2013 Capital Budget and is funded from the Equipment Replacement Reserve;

AND FURTHER THAT the Committee recommend a preferred course of action regarding the Pavement Management Program for inclusion in the 2013 Capital Budget.

~. A Reviewed by: Michael A. Starnhuis Chief Administrative Officer

145 146 DISTRICT OF COLDSTREAM APPENDIX "A" FIVE YEAR CAPITAL PLAN 2013 - 2017 BUDGET

2013 2014 2015 2016 2017 TOTAL GENERAL GOVERNMENT Non-Discretionary (District Office) Computer Replacements 8,000 8,000 8,000 8,000 8,000 40,000 Colour Copier Upgrade 18,000 18,000 Ricoh Copier (SP171) 4,000 4,000

Discretionary (District Office) Website Upgrades 15,000 15,000

TOTAL GENERAL GOVERNMENT 41,000 8,000 8,000 12,000 8,000 77,000

PROTECTIVE SERVICES Non-Discretionary (Coldstream Hall) SCBA Replacement 12,000 12,000 12,000 12,000 48,000 Pagers 2,780 2,780 2,780 2,780 2,780 13,900 Turnout gear - 3 sets per year 8,655 8,655 8,655 8,655 8,655 43,275 Fire Hose replacement 2,500 2,500 2,500 2,500 2,500 12,500 Pass Alarms (16) 4,500 4,500 4,500 13,500 Radios 5,000 5,000 5,000 15,000 Unit #58 - 1988 Ford Crew Cab 25,000 25,000

Non-Discretionary (Lavington Hall) Pagers 2,500 2,500 2,500 2,500 2,500 12,500 Turnout gear - 3 sets per year 9,250 9,250 9,250 9,250 9,250 46,250 Fire Hose replacement 2,500 2,500 2,500 2,500 2,500 12,500 SCBA Replacement 12,000 12,000 12,000 12,000 48,000 Radios 5,000 5,000 5,000 5,000 20,000 Unit #45 - 1998 Tanker (CFWD) 280,000 280,000 Unit #41 -1993 Pumper Truck 450,000 450,000

Discretionary (Coldstream Hall) Thermal Imaging Camera 15,500 15,500

Discretionary (Lavington Hall) Utility Truck (Crew Cab) 20,000 20,000

TOTAL PROTECTIVE SERVICES 382,185 66,685 541,685 57,185 28,185 1,075,925

PUBLIC WORKS-TRANSPORTATION

Non~Discretionary Equipment Replacement Unit #29 - 1997 Caterpillar Grader 225,000 225,000 Unit #13 - 2002 Ford F150 25,000 25,000 Unit #25 - Ford Tractor Model 7740 90,000 90,000 Unit #31 - International Dump Truck 4900 Unit #1 - Chev 1/2 ton 30,000 30,000 Unit #64 - Kubota Tractor & Trailer 20,000 20,000 Unit #6 - Dodge Pick up 25,000 25,000

147

H:\Fin:::mC'..e\Trea!,:lJrer\1715-01 Budae _ r in I \ n 10/10/201 DISTRICT OF COLDSTREAM FIVE YEAR CAPITAL PLAN 2013·2017 BUDGET

2013 2014 2015 2016 2017 TOTAL

Roadworks/Bridges/Culverts: Pavement Management Program 890,000 1,OOO,pOO 1,000,000 1,000,000 1,000,000 4,890,000 Coldstream Cemetery Bridge 250,000 250,000 Kidston Road Culvert/Fish Passage/Bike Lar 120,000 120,000 Kickwille Crossing School Road Culvert

Discretionary Buildings: Mechanic Shop 584,380 584,380

Multi·Use Paths/Bike Lanes: Kalamalka Road (Mackie to Howe) 150,000 150,000 Kidston Path· Phase 2 300,000 300,000

Trails:

TOTAL PUBLIC WORKS 1,864,380 1,550,000 1,045,000 1,000,000 1,250,000 6,709,380

ENVIRONMENTAL HEALTH Discretionary SHIM Mapping Priorities/Coldstream Creek 78,500 50,000 50,000 50,000 50,000 278,500 TOTAL ENVIRON. DEVELOPMENT 78,500 50,000 50,000 50,000 50,000 278,500

STORM/SEWER Discretionary (Storm)

Discretionary (Sewer) Alpine Center· Sewer Meter (CFWD) 18,000 18,000 Kirkland Lift station

TOTAL STORM/SEWER 18,000 18,000

GRAND TOTAL 2,384,065 1,674,685 1,644,685 1,119,185 1,336,185 8,158,805

SOURCE OF FUNDS: GENERAL TAXATION OPERATING RESERVES - GAS TAX 378,500 320,000 50,000 50,000 50,000 848,500 GENERAL SURPLUS ROAD RESERVE 890,000 1,000,000 1,000,000 1,000,000 1,000,000 4,890,000 GENERAL REVENUE DEVELOPMENT COST CHARGES GOVERNMENT GRANTS BUILDING RESERVE 80,000 80,000 SEWER RESERVE 18,000 18,000 EQUIPMENT REPLACEMENT RESERVE 513,185 104,685 594,685 69,185 286,185 1,567,925 DEBT 504,380 250,000 754,380 GRAND TOTAL 2,384,065 1,674,685 1,644,685 1,119,185 1,336,185 8,158,805 148

H:\Finance\Treasurer\ 1715-01 Budgets - Operating\Budget Schedules\2013 Budget\Budget Schedules\Capital Fund 2013.xlsx\ 6~,805 10/10/2012 APPENDIX B

Proposal for: District of Coldstream

Prepared for: Trevor Siebel, Director of Finance

···25th September, 2012

Prepared by: Gareth Brunt, Account EXecL . ;Compass

149 2 Civic b

• AN iCOMPASS PRODUCT'

Table of Contents

Welcome to CivieWeb! ...... 3

Your Key Pain Points, Challenges & Requirements ...... 3

We Can Help - iCompass is the Industry Leader ...... 3

Our 'Sest in Class' CivieWeb Too!s ...... 4

Our Value Proposition ...... , .. 13

Commitment to our Customer Community ...... 13

RA VING Customer References ...... 13

Grand Slam SeNiee 2012 - Groundbreaking Customer Service ...... 14

MAX20 Training Program & the Industry's Fastest Implementation ...... 15

Free & Unlimited Support, Coaching & Training ...... 17

Storage Space ...... 18

Our Cloud Deliver/ Model - Software as a Se/vice (SaaS) ...... 18

'Easy as Tilat' Fees ...... 19

Conclusion ...... 19

150 3

Civic

• Ahl iCOI'1PASS PR.ODUCT '

Welcome to CivicWeb!

Thank you for affording us the opportunity to provide you with this proposal for our Civic Web Services. Should you require any additional information, require clarification or have any questions whatsoever please feel free to contact me at your convenience.

Your Key Pain Points, Chailenges &, Requirements

We understand your key pain points, challenges and requirements to be as follows:

, Improve ease of use of website for District staff

• Improve web site user experience for local residents

• Enable the District to keep the website up to date quickly and efficiently.

We Can Help· iCompass is the industr:l Leader iCompass provides:

• Groundbreaking GRAND SLAM SERVICE • The industry's FASTEST IMPLEMENTATION • FREE & UNLIMITED support, coaching and training • 'Easy as That' fees which offer BEST OVERALL VALUE iCompass provides Civic Web, the leading Solutions for cloud-based Meeting, Records and Content Management for City Clerks who are swamped with never-ending tasks related to managing their meeting process, records administration and tracking responsibilities.

CivicWeb automates meeting, records and content management workflow in one system, and facilitates open governance through comprehensive and seamless access to inforrnation. It provides real-tirne pulse and complete visibility into what's going on across the entire organization.

Unlike our competitors, iCompass routinely has its customers up and running in a matter of weeks via our MAX 20 Hour Training Program. Our customers' immediate ROI is also realized in part due to our true all-inclusive pricing model, cloud-based service, no IT involvement, no expensive consultants, no over-built systems and no costly RFP process.

151 4

· . ,. E C IVlel'Ve

• AN iCOMPASS PRODUCT·

Our 'Best in Class' CillicWeb Tools

Meeting iIIlanagement Solution (MMS) - streamlines the creation, approval and distribution of agenda packages, minutes and meeting decisions/actions.

Includes the following modules: • Meeting Manager (unlimited Meeting Templates) o Agenda & AgendaNotes (Both PC and iPad versions) o Minutes • Action Tracking o Meeting Tracker + 1 additional Tracker of Customer's choice o Output Document Capability (1 for each Tracker, if applicable) o InTouch (1 for each Tracker, if applicable) • FilePro o Up to 800 documents loaded by iCompass o FilePro Custom Banner o FilePro Connector o FilePro Enterprise Search • SharePoint Connector, Laserfiche Connector, Granicus Connector (if applicable)

Highlights: • Increased visibility into the entire meeting process through a 'dashboard' view of all agendas, minutes and actions created, approved, distributed, and stored • Reduction of the repetitive 'copy and paste' process when preparing, approving and distributing agendas, minutes, related forms and actions • Creation of agenda items electronically • Last minute changes can be easily and quickly accommodated • Multiple types of attachments can be used, and there is no limit to how many • There is no limit to the number of templates, and you have complete control to make changes to existing templates or create new ones • Automatic page re-numbering, even for last minute additions to the agenda • Built-in approval process with e-mail notification • Final agendas, minutes, and related documents can be quickly and easily posted to a designated website (via the PilePro module) for public and/or staff access • Ability to project HTML split screen view of agenda during meetings • Hard copies of agendas, minutes, forms and actions lists can be printed any time • Minutes are pre-populated for quick on-the-fly minute taking during meetings • Capture and tracking of meeting decisions and action item follow-up • Powerful search capabilities • Flexible access levels and security options

@2012 iCompass Technologies Inc. CONFIDENTIAL

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• Ahl iCOMPASS PRODUCT'

AgendaNotes (PC Version) Highlights: » Access to any Civic Web electronic agenda as soon as it is published » Download the agenda and attachments to a laptop or desktop (NOTE: AgendaNotes is not compatible with Mac computers) » Add notes to agenda headings and items » Easily print the agenda and your notes at any time » Options to download some or all attachments - great for dial-up users

AgendaNotes (iPad Version) Highlights: » Access to any Civic Web electronic agenda as soon as it is published » Download the agenda and attachments to an iPad » User security maintained through Civic Web login I password controls » Highlight text with a swipe » Place sticky notes right on reports and attachments » Free hand circle and mark-up your entire agenda » Auto sync grabs updates and addenda items on the go » Hot links straight to you notes for quick review » Easily print the agenda and your notes at any time

Records Management Solution - enables you to address the core requirements of Records Management with an easy to use and affordable solution - and you can start using it within DAYS of purchase.

Includes the following modules: • Records Manager o Classification Scheme & Retention Schedule • Action Tracking o FOI Tracker and Archives Tracker o Output Document Capability (1 for each Tracker, if applicable) o InTouch (for FOI Tracker only) o FilePro o Up to 800 documents loaded by iCompass o FilePro Custom Banner o FilePro Connector o FilePro Enterprise Search

Highlights: • Records Management capabilities for managing items, documents, and uploaded files • Manage paper and electronic records, including location of records (building, room, box, folder) o Dashboard - one place to do your Records Management work including powerful searching

153 6

• Ahl iCOMPASS PR.ODUCT •

• Integrated hierarchical classification/retention schemes, with the ability to easily search by classification • Includes FifePro, the FOI Tracker and the Archives Tracker • Easily classify existing CivicWeb documents (agendas and minutes), and uploaded documents & files • Management of retention schedules (disposition and destruction) - view records ready to move to the next state • Powerful and flexible filtering of most subsets of the database - customized per user (department, disposition date, location, active vs, archived, etc) • Highly flexible 'metadata' support - incorporate those most important search fields and add new ones • Track boxes of records in storage, managing movement to archive and destruction with included Archives Tracker- helps with your box labelling as well • Pre-defined and custom filtering of records into working lists and standard searches - output to Excel! Word • Ability to assign security to records, including metadata and attached files, and to assign security to users to restrict access to records, and records management functionality • Supports import and storage of most image and document file types • Ability to search full text of OCR scanned electronic documents • Maintain your Vital Records on line - for storage, searching and disaster recovery • Manage legal holds of records - preventing destruction while in place • Flexible security management controlling who perform which functions • Supports sending email notification with link to specific record • Audit logging of records management activities and edits • Facilitates instant publishing of records to the public using FilePro

Content Mar/agement Solution - streamlines the creation, approval and management of website content

High!ights: • Built upon the Drupal platform • Editor that feels like your word processing program • Exciting modules include RSS feed, user blogs, interactive forums and more • Built in accessibility compliance-WCAG 2,0 Level AA • User controls with maximum flexibility • Fixed term publishing to ensure content auto-archiving • Streamlined publishing enhances your editorial. experience while saving you time • Broad browser support including Intemet Explorer, Firefox, Safari, Chrome and Opera • Automatic image resizing ensures maximum resolution with minimum load times • SEO optimized

154 7 Civic

• At-..f iCOMPASS PRODUCT·

• Self-training materials to build content at WCAG 2.0 AA level, and maximize SE~ effectiveness

Key Strengths: • Intuitive and Easy to Use platform • Incorporates LEADING web page editor - 'CKEditor' • Mass page editing • Spell check as you type • Advanced Paste from Word • Find and replace • Easy tables • Keyboard and Tab navigation • Strong image management features • Safe 'Undo' • Broad browser support • Drag and Drop page management • Accessibility built in o Supports conformance to W3C guidelines including WCAG 2.0 • Search Engine Optimization friendly technology o Gets your site up the list on Google searches • High flexibility for re-using data content on multiple pages • Strong Image management capabilities - including SWF Flash files • Automatic image resizing - to make most effective for quick loading pages • Edit page or section you are looking at while logged in • RSS feeds built in - extremely flexible as to which content can be monitored • Forum and Blog capabilities built in • Excellent performance - load times & navigating

Core Modules / Capabilities: (Included in Core offering and covered in max 20 training) • Page Manager • User Management • Media Library • News • Events Calendar • Forms • Guest Book • Polls/Survey • Quick Links • Site Map • Reports - BASIC Usage Stats • Action Tracking o FO/ Tracker (Integrated with InTouch)

155 8

• AN iCOMPASS PRODUCT·

o Service Request Tracker (Integrated with InTouch) o Output Document Capability (for selected Tracker) • FilePro o FilePro Custom Banner o FilePro Connector

Extended Modules And Capabilities: (Included in Core offering and supported by self-training materials): • Blog Module • Forum Module • Comments Submission Module o Ability for any content to be commented on by public or users • Photo Albums (2.0) o RSS feeds • Job Posting o Flexibility in Publishing Workflow o Based on roles, groups and permissions • Accessibility built in o Conformance to W3C guidelines including WCAG 2.0 • Search Engine Optimization Capabilities o Human Readable URLs for SEO improvement and page location • Strong content management tools o Tagging to classify and group information • Scrolling News Marquis

Optional Modules And Services: (Available upon request for additional fees) • Social Media publishing o Google Analytics • eCommerce • Mobile Site design • Social media setup and strategy plan development • Search Engine Optimization (SEO) setup and maintenance • Sub-site design o Many, many more ...

156 9

c f)

'P.I..J ,COMPASS PR.ODUCT • iCompass is pleased to offer the following design options to best meet your needs (All design modules include the Core modules lists above)

Design Option A: (Fees included in base package) • 1 Design Concept o Design mock-up o 3 Design iterations • 2 Unique Page Templates • 20 pages populated & up to 40 hours total iCompass effort

Design Option B: (Additional fees apply) • 1 Design Concept o Site mapping and information Architecture o Design wireframes o Design mock-up o 3 Design iterations • 5 Unique Page Templates • 20 pages populated & up to 40 hours total iCompass effort

Design Option C: (Additional fees apply) • 2 Design Concepts o Site mapping and information Architecture o Design wireframes o Design mock-up o 3 Design iterations • 12 Unique Page Templates • Mobile version of web site • 20 pages populated & up to 40 hours total iCompass effort

Action Tracking - provides for capture and tracking of meeting decisions, correspondence, FOI requests, contracts, resolutions, bylaws, public requests for service, strategic planning, events, grants and dozens of other uses.

Includes the following modules: • Action Tracking o 2 Trackers of the Customer's choice o Output Document Capability (1 for each Tracker, if applicable) o InTouch (1 for each Tracker, if applicable)

157 10

• AN iCOMPAS$ PRODUCT'

Highlights: • Seamless integration with the Meeting Management Solution • Creation of action lists describing who needs to do what • Facilitation of both a final paper version of the action list and an electronic version so it is easily stored, accessible and searchable among other action lists • Assignment of tasks/subtasks with centralized management and reporting of activity • Activity tracking with task prioritization, e-mail notification, approval routing, timestamp, completion notification, and related document linkage • Action plans can be easily shared between offices in different geographic locations and can be accessed anywhere the Internet is available • Powerful search and reporting capabilities • Flexible access levels and security options and administrative control over most key settings

In Touch - enables the public & stakeholders to directly submit requests via your website to your Trackers in Action Tracking:

Highlights: • Internet based form submission is quick and convenient for stakeholders • Input forms easily configured to your needs - sorne suggested uses: o FOI requests o Complaints o Service Requests o Citizen Presentations to Council o And many more • Electronic document attachments to submissions • Submission tracking number for constituents to check status • Automated notification to staff responsible • Access to InTouch seamlessly integrated into your website • Provides simple and affordable management of non-emergency 311 requests • The power of Action Trackillg for follow-up task management • Set reminders, notify stakeholders of activity, report on service levels • NOTE: tnTouch can only be used in concert with Action Trackillg

Output Document Capability - enables the creation of consistent and professional templated documents such as staff reports.

Highlights: • Formats tailored to your specific needs • Attachments easily uploaded to items • Drafts simply created and distributed for review and approval • Status of output document visible at all times -reducing last minute surprises

158 11

• AN iCOMPASS PRODUCT·

• PDF output for easy distribution and printing • Seamlessly integrated into the Civic Web suite, including storage in FilePro • No more hunting down documents, and no more cutting and pasting • Set reminders, notify stakeholders of activity, and set security as needed • The power of Action Tracking for task management if needed

FilePro - provides storage, search and publishing capabilities of key documents such as agendas, minutes, bylaws, reports, correspondence, manuals and contracts.

Includes the following: • Up to 800 documents loaded by iCompass • Fi/ePro Custom Banner • FilePro Connector • FilePro Enterprise Search

Highlights: • Information is organized within a 'Virtual Library' or referencing system and documents can be inter-linked • Powerful and user friendly search capabilities • Documents can be added quickly on an individual document basis or in batches • Confidential information can be managed with logon security for any group you need • When used as part of the Meeting Management So/ution, final agendas, minutes, and related documents can be quickly made available for public and/or staff access on a designated website via a link to the FilePro module • Documents can be bookmarked for quick retrieval • Information can be easily shared between offices in different geographic locations and can be accessed anywhere the Internet is available • Flexible access levels and security options • Complete administrative control over most key settings

FilePro Connector - as a Search API, it facilitates the integration of direct searches to FilePro into the customer's website. The solution also supports displaying FifePro folders (and the documents therein) directly on a customer website - without having to open up FilePro. This gives the public user a much more seamless access to FifePro documents through the customer's corporate website.

Highlights: • Means to search FifePro folders; for public files and for username/password restricted files • Options to search on Exact Phrase, All Words, At Least One word, words or phrases in proximity to each other, and words not included • Capability to retrieve search result information for display on HTML web page - up to 50 results at once, with sample text, highlighted words matching search

• Ah! iCO~1PA_S:S PRODUCT'

criteria (customer & web programmer to determine how much of this info to display) • Ability to load a specific FifePro document to a customer website page • For specific FifePro folders, the list of enclosed documents/subfolders can be queried from the website, and the documents can be loaded to the website. For example, the website could be created so that a public user could click on a "MINUTES HISTORY" button and the subfolders and documents in those folders could be displayed to the user. As the contents of the folders are added to FilePro, they would automatically be included on the list displayed on the website. • iCompass provides technical documentation for the details of the services provided so that an experienced web programmer can implement the features on the customer's website. We also will provide up to two hours of technical support, explaining the solution and offering guidance to the customer's web programmer. • The customer's web programmer has various options about how simple or complex the searching options can be - which is all reviewed in the technical support session. The customer's web programmer is responsible for programming all the code on the customer's website. • NOTE: If you also subscribe to Civiclfleb eMS or EWeo, iCompass will serve as your web programmer and thus implement the FilePro Connector features on your iWeb website.

SharePaint 8, Laserfiche Connectors - provides document integration between these systems and Civic~Veb.

Granicus Connector - provides integration between Civiclfleb and the Granicus Streaming Video tools.

160 13

• AN iCOMPASS PRODUCT·

Our Vaiue Proposition

Using CivicWeb, City Clerks manage their meeting, records and content management workflows up to 75% faster, enabling the shifting of resources to other pressing priorities,

Our customers typically realize an immediate Return on Investment (ROI) with a total payback of 6-9 months based on paper savings alone,

This is due to our MAX 20 Hour Training Program, true all-inclusive pricing model, cloud based service, no IT involvement, no expensive consultants, no over-built systems and no costly RFP process,

Commitment to our Customer Community

• Our focus is the public sector only - over the past 14 years, we have built a market of over 400 local government and other public sector customers across North America • Our commitment to delivering Grand Slam Service is ground breaking and second to none in the industry - see next section • Our Civic Web tools are built specifically for public sector organizations and assist in delivering open, accessible and green government • We have a Customer Advisory Board - chaired by a customer and the agendas for these meetings are set by the customers • We facilitate collaboration among our customer community via tools such as the ability to conduct searches across the public folders of our customers' Fi/ePro sites (FilePro Enterprise Search), user groups, one-day regional user sessions, our annual user conference, monthly collaboration webinars, newsletters and blogs

RA VING Customer References

Don't take our word for it! We have hundreds of RA VING customers and would be pleased to share with you the many reference letters we have received from them,

1 61 14

Civic\fl/e

• AN iCDMPASS F'R.ODUCT "

Grand Slam Service 2012 - Groundbreaking Customer Service

We will have your Account Manager connect with you at least once every three months to: Ensure that you are always receiving Maximum Value from our services Inform you of Major Product Updates and New Services Ensure that your Requirements & Requests are addressed

We answer your call in person 24 hours a day, 7 days a week

We provide in-office Customer support from 5:3() AM to 5:30 PM (Pacific) so that you can get the help you need when you need it

We respond by phone to incoming requests/inquiries within 10 mins of our support desk receiving them

We provide a dynamic Customer Resource Centre (eRG) so that you can: • Instantiy submit requests/inquiries • Always know the status, timeline and next steps associated with your support request Access living FAQ documentation Use best-practice self-help tools such as Quick Reference Guides, Videos, and Workbooks to empower your ongoing success with the services Have visibility into upcoming Releases, our Product Roadmap and feature funnel Quickly ramp up on' releases by watching Short Reiease Videos

We provide you with and post on our website an ICompass Organization Chart along with clear escalation procedures so you are able to connect with the right iCompass team member

We will meet face to face with no less than 150 of our customers across North America within the first 120 days of 2012

We will provide regional one-day user sessions in different locations across North America (in addition to our annual user conference)

We will provide significant improvements to our services including: • Portal access Next generation Agenda tool Enhanced Ease-of-use, Workflow and Consistency • Toois to assist customers with site Configuration

We engage the iCompass user community through a variety of mediums: Monthly collaboration webinars focused on common requests/comments from our customers. Customer newsletters and information bulletins loaded with information and best practices • At least one on-line survey per year

162 15

• AN iCOMPASS PRODUCT·

Social Media and Blog updates to facilitate collaboration and sharing of industry insights, trends and best practices

We have a Customer Advisory Board

We continually enhance core service monitoring tools

We fully involve our customers in major releases through our formal Release Satisfaction Framework that ensures our customers serve as the barometer of quality

Jls1AX20 Training Program & the Industry's Fastest Implementation

MAX20 Training Program

Our industry-leading MAX20 Training Program ensures that you are up and running quickly - in less than 20 hours - with our Meeting Management Solution, Records Management Solution or Content Management Solution. Note - if you purchase only FilePro or Action Tracking, the training is less than 4 hours and 6 hours respectively - see below.

FilePro j Review Review Review

r . Records 'I Meeting I Minutes I User Admin I Mgr. Admin i Manager i ! , , 1 Action eMS Agenda J Tracking

Highlights: • On-line, workshop style training with an instructor leading each module • The training is interactive and takes place over a four-day period during the same week • Workshop Time - Opportunity to get hands on with each module with immediate access to the Instructor for assistance

163 16

• AJ-J ,COMPASS PRODUCT·

• Chat session for collaboration with other customer participants • The modules you attend, thus the number of days required will depend on the services you have purchased: o Meeting Management Solution - days 1, 2 and 3 o Records Management Solution - days 1, and 4 plus the Action Tracking part of Day 3 o Content Management Solution - days 1 and 4 o FilePro only - day 1 o Action Tracking only - day 1 plus part of Day 3

Prior to MAX20 Training, the following implementation activities happen:

1. Kick-Off Cal! - 15 millS

Purpose: • Official hand-off from iCompass Sales to Customer Success • Introductions of key implementation personnel on both sides of project • Agreement on implementation timelines • Agreement on Success Criteria for the project

2. Business Anaivsis Session - 45 mins

Purpose: • Quick review of Success Criteria • Understand your workflow and processes • Confirm configuration settings for your system

3. Launch Session - 30 mins

Purpose: To provide you with a walk-through of the system configured with your settings for the first time prior to the start of the MAX20 Training the following week

Post MAX20 Training, the following implementation activities happen:

1. Customer Acceptance Sign-off (on your last day of training)

Purpose: Official sign-off for the implementation of your system

2. Coaching Sessions

Purpose: To ensure success in your use of the Services to which you subscribe • Each coaching session is 1 hour in length and there is a session for each module

164 17

• AN iCOMPASS PRODUCT'

Free 8. Unlimited Support, Coaching 8. Training

Free & Unlimited Support: • The Customer may designate up to 3 individuals who will be registered with iCompass as authorized Champions eligible for free and unlimited support throughout the duration of the relationship. Only authorized Champions will receive support - inquiries from others within the Customer's organization will be directed to the authorized Champions. The Customer will commit to making best efforts to embrace self-help tools and documentation as provided within the iCompass Customer Resource Center. Support requests will be documented and e-mailed to the authorized Champion making such requests (as well as added to the Customer Resource Center) so as to minimize support requests in the future. 1-800 telephonE! and e-mail support during the business hours of 5:30 AM to 5:30 PM (PacifiC Time), Monday-Friday (not including stat holidays). Support calls will be answered by a human being 24 hours/day, 7 days/week. iCompass will respond to incoming Support calls within 10 mins of our Customer Success Team receiving them, and we'll do so by phoning the Customer back. "Support" is defined as follows: "iCompass providing the Customer assistance either over the phone or via e-mail related to the Customer's use of the Services."

Free & Unlimited Coaching Sessions: • The Customer may request an unlimited number of Coaching Sessions for designated individuals throughout the duration of the relationship. An authorized Champion must make such requests. Each Coaching Session will last between 15 and 30 minutes. The Customer will commit to making best efforts to provide iCompass with a minimum of one week's notice of any cancellation or rescheduling of Coaching Sessions. The Customer may cancel or reschedule a Coaching Session twice with less than one week's notice without penalty. After the second occurrence, there will be a $200 fee charged to the Customer for each subsequent occurrence.

Free & Unlimited Training Sessions: The Customer may request an unlimited number of free Training Sessions for designated individuals throughout the duration of the relationship. • Such training will be provided via our MAX20 Training Program - On-line, workshop style training with an instructor leading each module. An authorized Champion must make such requests. The Customer will commit to making best efforts to provide iCompass with a minimum of one week's notice of any cancellation or rescheduling of participation within Training Sessions. The Customer may cancel or reschedule participation within a Training Session twice with less than one week's notice without penalty. After the second occurrence, there will be a $200 fee charged to the Customer for each subsequent occurrence.

• AN iCOMPi\SS PR.ODUCT •

Other 'Best in Class' Customer Resources: Monthly educational webinars iCompass Customer Resource Center which includes a growing collection of quick reference guides and videos iCompass Template Libraries for easy searching and review of sample documents from dozens upon dozens of other iCompass customers. Such documents include agendas, minutes, forms, classification schemeslretention schedules, etc.

Storage Space

Up to 5 GB of storage is included in the fees set out in this proposal. Additional storage may be provided at $30/GB per year, and is calculated and payable on an annual basis.

Our Cloud Delivery Mode! " Software as a Service (SaaS)

Our Civic Web tools are delivered over ihe Internet and our customers only require a web browser to access and use them. Overall, the SaaS model is a much lower-cost delivery of software services - you no longer have to over spend or build in-house!

;~ Government 1..."._-- -tI~

Environment INTERNET

tfil.~i IfRI cl!&.-. -, I J"Lm-ml 1---,-

General Public

166 19

• AN I COMPASS PRODUCT.

'Easy as That' Fees

Year 1 Fee Years 2+ Fee Content Management Solution (CMS)-NEW:B Includes Content Manager, Action Tracking, fnTouch, · FifePro, FifePro Custom Banner, FifePro Connector, and FifePro Enterprise Search modules $10,500 $3,OOO/year Includes Design Meeting, up to 1 Design Concept and 3 t- 4SOo · Design Iterations and 5 unique page templates. 20 pages ri) I populated & up to 40 hours total iCompass effort ~ ISOCO Includes up to 800 documents loaded into FilePro , · Includes FOI Tracker and Service Request Tracker created · in Action Tracking · Includes MAX20 Training, implementation, & support as (I) O~\:)?s'5"'oph.~ detailed within this document o.l\~ 1:crJ,"?l"'(,) · Includes unlimited users within your organization · Includes all regular upgrades to the modules

Terms & Conditions: • The fees outlined herein are guaranteed until October 28th. 2012 • The fees outli ned herein are based on a three year term contract • The one-time activation fee includes set-up of the application(s) • The annual hosting fee includes hosting in the faci lities of ou r managed hosting services partner, technical support (e-ma il and 1-800 support), ' maintenance, on-line training sessions, regular upg rades to the software and storage space • All activation and annual fees are payable up front • Your license will include unli mited users at your organization

Conclusion

Again, thank you for affording us th e opportunity to provide you with th is proposal for our Civic Web Services. With almost 14 years of experience serving over 400 pub lic sector customers, we trust that you will find great value in our services.

Please feel free to contact me if you have any questions, require any further clarification or wish to have a service ag reement prepared in order to proceed with this proposal. I can be reached on my cell phone at 250-870-2491. Since~

Gareth Brunt Account Executive iCompass

Iu5~""l'ill~~~~tl .-" ~'~-"--~;' -. ~. - -- ~~ ~ ,~. - ~~s 167 168 APPENDIX "e"

COLDSTREAM FIRE DEPARTMENT - Business Proposal

October 9, 2012

To: Coldstream Council

SUMMARY OBJECTIVE

The thermal imaging camera is a staple piece of modern firefighting gear to enhance firefighter and public life safety as well as protect property and restrict damage.

I wish to secure capital 2013 funding for a thermal imaging camera of like-quality, features and application as that currently used by Lavington. The camera recommended is a robust, self contained camera, with fully automatic operation. This should serve to minimize any cross training barriers.

SCOPE

We currently use Lavington's camera for High Risk High Impact events; the goal would be to use the camera for:

Low Risk High Impact events and events Lavington may not be attending;

Increased efficiency on the fire ground (x2);

Assist with determining initial size up and tactics from the outset (Victims? Fire Location? Extent? Temperatures? Structural Integrity?);

Redundancy between the departments in the event of breakage, loss or out of service for repairs.

And, a second camera ensures integrity and enhanced quality in investigative process through capturing real time photographs or vis-a.-vis video (through a battery upgrade).

PURPOSE

The camera has been specifically designed to help firefighters to see through smoke, identify and rescue casualties and locate hot spots or the seat and spread of the fire. It also provides vision where light is unavailable. There are six key features associated with the camera:

1. Identifies occult or hidden fire (e.g. Stoneridge second house). This is key to protection of property, mitigating extensive overhaul, and peace-of-mind for occupants and neighbors; 2. Identifies victims (firefighter or citizen) in heated or unheated environments; 3. Used for rescue (victim location) or risk assessment (victim location versus temperatures), including scanning immediate area in low light or dark conditions for those ejected during motar vehicle incident;

169 Coldstream Municipal Council October 10, 2012 Page 2

4. Identifies ambient temperature around firefighter when ambient temperature is often undetectable to firefighters actually within the high hazard environment; 5. Can detect dangerous or unusual environments (e.g. Grow Operations emit high heat signatures from the outside and are exceptionally dangerous to emergency personnel. Or, a smoking building with uniform high heat signatures may be indicative of an explosive backdraft.) 6. Identifies the path of the fire and may influence strategies and tactics in larger buildings when discerning the root, path and direction of the fire.

Of ninety-one (91) events for Coldstream Fire Department (2012) a Thermal Imaging Camera was applicable and could have been used on forty-four (44) events. On high risk, high impact events Lavington was often present with a camera to assist. This represents up to 10 events. These event types vary from alarms, to smoke in building, to structure fire.

PRODUCT

Recommended Products is the Argus 4 HR 320 Thermal Imaging Camera 1 from e2v Technologies. This is a standard thermal imaging camera adopted by the fire service industry. This product is similar to the features, durability and function of Lavington's camera, as well as its comparability to the value for dollar. Lavington uses a product from ISG Technologies, which is an offshoot of Argus Technologies.

FINANCE

- $12, 500 with a two-year complete warranty. Additional warranty of 3 years $3000.

CLOSING

I would be pleased to answer any questions or concerns that council has regarding the product or the application.

Respectfully submitted for consideration,

Shane Code Fire Chief

Enclosure - Argus 4 HR 320 Brochure

1 Attachment enclosed

170 www.argusdirecl.com A1A-764757 Version 3, Template: DF772404M 111V61 Camera Specification

Environmental Data Thermal wndilio~s The camera has been designed to operate at -we (14'F) to +80"C (176'F) withstand +IS0'C (+300'F) for 15 minutes withstand +260"C (+500"F) for 5 minutes Seeling IP67, will withstand short-term immersion in waler Impact The camera will withstand a drop from a heigh! 012 metres (78 inches) onto concrete Storage It is recommended Iha! for maximum effective operational life, the storage temperature is kept he(ween -10'C and +40'C (14'F and 104'F)

Optical Data Detector Sensor type Uncoated Microbolomeler Sensor material Amorphous Silicon (AS~ Resolution 320 x 240 array PiXel size Spectral response ""B- 14 1lm MDTD 45 mKlypical (Minimum Discernible Temperature Difference) Dynamic range -40'C to 1000'C (-40'F to 1832 D F) via 3 ranges w~h auto-swttching. Refresh raie P7130-60Hz Spot temperature range -40"C to 1000'C (-40'F to 1832'F) Ambieni temperature range -lS'C to 150'C (S'F to 300°F) Lens Electrical Data Lens malerial Germanium Power consumption <3 Wtypical Focallerlgth B.6 mm Start-up time 5 seconds typical Focal distance 1 m10 infinity, optimised al 4 m (3 feet 10 infinHy, optimised Satterytype N~MH Rechargeable Battery al 13 feel) BaHery capacity 2Ah Horizontal aperture 111.0 Battery life 4 hours@ambienttemperature(22°C, 72'F) Field of view 50" horizontal, 37.5" vertical Battery charge time 2 hours nominal Display Battery recharge cycles 500 to 80% capacity, loo0 recharges in total Type High grade, Industrial, colourTFT active matrix LCD Batie!), sealing 1P67 Size 90 mm (3.5 inches) Charging temperature O'C to 40'C (32'F to 104"F); 65'C (150'F) can be tolerated Pixel format QVGA320 x 240, (each pi~el RGB format, total pixels Charger input vor-age 100 - 240 VAC, 50/60 1 A ma~ 230,400 pixels) Hz, Video input Sensor synchronised direct digftal drive Charger operating temperaiura O'C to 40'C (32"F to 104"F) Backlight 430cdlm' at 20mA (High brightness, white LED) Video Outputs Mechanical Data Digital MPEG4, RTSP video streaming@ (P7130-10 Ips, P7109-9fps) Overaii dimensions (H x Wx D) 130 mm x 185 mm x 185 mm (5.1 x 7.2 x 72 inch) NTSC 525-line 60 EIA RS-170 (P7130 - 30 fps, (nominan Analogue Hz, P7109-9fps) camera weight 1.3 kg (2.8 pounds) wfthout battery, 1.6 kg (3.4 pounds) with battery Outer camera case and handle Radel"R-5100 and Santoprene~ Compliance Data Rear and front bumpers MuHiflex" or Sanloprene® RFIIEMC Neck and side straps Nomex" Emissions BS EN 61000-6-3:2007, FCC CFR-47 Subpart B Class B, AUSINZ4251.1 Lens window Germanium (2 mm thick) with durable coating Immunity BS EN 61000-6-2:2005 Safety lEG 60950-1 and related nalional standards Vibration/ShocK BS EN 60721-3-2 Class 2M3. RoHS All parts of the system are compliant with EU directive 20021951EC APPENDIX "0"

Trevor Seibel

From: Bruce Holmes Sent: Tuesday, October 09, 2012 7:47 PM To: Trevor Seibel Subject: Utility Truck for the Lavington hall

Hello Trevor, Sorry this is in the fonn of an email, but my resources are limited out here in the boonies. I have this mostly done on my office computer, but in the panic to get prepared for this trip, I forgot all about it.

The Lavington Fire hall is requesting approximately $20,000 to purchase and equip a gently used crew ca, pickup truck.

The truck will be used for various purposes including;

Personnel transport to and from incidents. -we currently have seats for 14 firefighters if all seats are filled when the trucks leave the hall. This is often not the case an additional personnel are left to travel to the incident in tlleir private vehicles. This is less than ideal due to liability issues with contaminated gear and emergency response.

Transport of used equipment from incidents. -used hose and other items need to be transported from the scene, as there is not room on the apparatus for this. This is currently being done with a fire fighters truck risking damage to the vehicle. If the incident is ongoing and there is a need for food for the crew, and the utility Truck would be used for this. Currently a fire fighter would go in their own vehicle.

Fire dept business, - burning complaints, meetings and trips to the municipal hall, as well as other day to day errands are done in private vehicles. This costs wear and tear as well as fuel. Not fair to expect firefighters to do this. These are just a few examples of why we need a utility Truck.

Trevor, Sorry this is late. Feel free to tweek it. I'm sure it needs it.

Thank you, Bruce

1 173 174 c!Billtrirl n£ ~ Regular DISTRICT OF COLD STREAM 0 In-Camera REPORT 0 CoW CoW In-Camera ~OInllilltwllt1 0

TO Finance Connnittee FILE NO. 5330-24-04 ·

FROM Michael Baker, A.Sc.T. DATE October 4,2012 Director of Engineering Services

SUBJECT Road Maintenance Program History

1. Purpose

To present a background report on the Road Maintenance Program to the Finance Committee for information.

Z. Origin

An information report was requested by Council at the September 17'h Committee of the Whole Meeting.

3. Background and Discussion

The District of Coldstream has approximately 12Skm of paved roadways. Up until 2008, the district generally utilized the "worst first" approach to rehabilitating its asphaltic roads. In 2008, the District retained Infrastructure Management Services (IMS) to conduct a survey and author a Pavement Management ~eport. The theory behind having this work completed was so that the District would be able to more effectively allocate the annual budget provided for road maintenance.

The survey conducted graded each road and classified them into 6 categories. These categories are: 1) 25mm overlay Cost $15.00/m' 2) 50mm overlay Cost $22.00/m' 3) Grind 40mm and 50mm overlay Cost $26.00/m' 4) 50mm asphalt with 100mm base reconstruction Cost $40.00/m' 5) 75mm asphalt with 100mm base reconstruction Cost $53 .00/m'

Below is a table from the Pavement Management Report that outlines the planned roadways to be rehabilitated each year with the roadways that have been completed highlighted.

175 Mayor and Council Page 2 Road Maintenance Program History October 4,2012

completed 2009 completed 2010

[:':======:-:1 compcompletedleted 20122011 Length Year of Street Name From To (m) Canst. Unit Cost

Bue ANA RD IGHWA,(6 S OSWUN IGN 5 2009 53

KIDSTON RD U DS@305W KIDSTON UNSIGNED 529 2009 $53 HI\\'YTHORNE PL CYPRESS DR HAWTHORNE PL AC 48 2009 :w PARK LANE - HIGHWAYS SPRINGFIELD RD 761 2009 $53 ROCHDELL RD EAST END LEARMOUTH RD 250 2009 $40 CORONA CRT SOUTH END PRIMROSE DR 78 2009 $40 HAwrHORNE PLAC HAWTHORNE PLAC W EST END 185 2009 $26 RUSSET DR HUSBAND RD NORTH END 120 2009 $40 SUMMIT DR PRIEST VALLEY P~LFREYDRW 193 2009 $40 W BREWER RD ' BREWl;R RD WEST ENQ 69 2009 $22 CYPRESS DR- u BUCHANAN RD RAV INE DR 1,045 2009 $26 KIDSTON RD** KIDSTON RD DS@305W KIDSTON 699 2010 $22 PALFREY DR W*** WEST END INYATTWAY 707 2010 $26 REID RD WHITEVALE RD DS@1220WWHITEV 1,220 2010 $22 RENDELL DR MATNERLANE HE AG LAN E 295 2010 22 WEBSTER DR KALAMAlKA RD NORTH END 72 2010 $40 WHETZELL DR KALAMALKA RD NORTH END 166 2010 $40 BREWERRD__ PAf

176 Mayor and Council Page 3 Road Maintenance Program History October 4, 2012

As you can see, the general concept of the plan was followed. The largest deviation from the plan was caused by cost increases and funding deficiencies. The plan is based upon a 20 year replacement cycle and requires a $1,000,000 budget each year. Other reasons for deviating from the prescribed plan include drainage issues, utility replacement programs which are coordinated with paving, road condition and budget constraints. Many of the roads that have not yet been addressed in the plan have been classified for full reconstruction (unit costs of $40 or $53). As discussed in the past, these roads that require reconstruction are dropped first as the cost are not greatly affected over time.

4. Conclusion

Given the current annual budget for the Road Maintenance Program, the Pavement Management Report is a small investment to help ensure that the program is administered in a more fiscally responsible manner than utilizing the "worst first" approach. It is accepted within the industry that the pavement management system we are currently using is the standard and the most appropriate method to administer a program such as this. An update to the program would be very beneficial as it would give us a second assessment to help determine the rate of failure as well as update the condition for the roads in the plan that have not been rehabilitated in the prescribed year. In effect, an expenditure of approximately $50,000 will provide information on expenditure recommendations of approximately $5,000,000 over the ensuing five years. This represents approximately 1% of our road network investment. See "Appendix A" for a Quotation from IMS.

S. Recommendation

It is recommended:

THAT the Pavement Management Report be updated by conducting a new field survey in 2013.

~.I~.-~L-, Respectfully Submitted by: Reviewed by: Michael A. Stamhuis Michael Baker, A.Sc.T. Chief Administrative Officer Director of Engineering Services

177 178 APPENDIX A

Quotation for 1MB IMS Infrastruclure Management Services 1820 W. Drake Dr. Suite 108. Tempe, AZ 85283 Professional Services Phone: (480) 839-4347 Fax: (480) 839-4348 www.ims-rst.co m

To: Mike Stamhuis, P.Eng . Date: September 28, 2012

From: Fred Stephenson, Manager of Client Services Project: District of Coldstream

Subject: Pavement Management Services Project No:

Thank you for requesting a quotation for pavement data collection services from IMS Infrastructure Management Services. IMS excels in pavement and asset management solutions and can provide a full suite of data. collection services.

In 2008 IMS completed the pavement management plan for 110 kilometres of roaway. As we understand, the District of Coldstream is interested in conducting pavement performance surveys for approximately 120 centerline kilometress of roadway for the upcoming fiscal year 2013. The Laser RST will inventory the pavement condition data on the entire roadway network including all new streets. IMS collects all data in accordance with ' industry standards, and conforms to ASTM E1656-94.

Our approach , and key service differentiator, is based on three time proven fundamentals:

Answer the questions that are being asked - don't over-engineer the system or make it needlessly complicated. Databases and the application of technology are meant to simplify assel management, not make it more difficult. Service and quality are paramount to success - the right blend of technically correct data, condition rating, and reporting will provide the agency with a long-term, stable solution. Service to the client remains our top priority. Local control and communications are key - il is im portant that all stakeholders understand the impacts of their decisions and have the system outputs react according ly. We excel in making ourselves readily avaiiable.

Services we can offer the District of Coldstream include: • Objective roadway performance data collection including a full suite of surface distresses. • Right of Way asset data collection • Digital image and GPS coordinate data collection • Provision of robust software solutions and an advanced knowledge of 3" party applications.

IMS Infrastructure Management Services Coldstream Quote lOl2.doa page / 1820 W. Drake Drive, Suite 108 Tempe, Arizona 85283 179 Data Collection - IMS is unique to the industry, as an objective and repeatable data collection effort will be completed. The Laser RST will be used to perform a surface condition assessment of all District streets . . Instead of using the subjective feet on ground or windshield sampling method, all data will be collected

continuously and recorded in 1~O-foot intervals in the form of a detailed database complete with GPS coordinates. The data will also be aggregated to the section leve l, following the sectioning and referencing methodology determined after IMS and District review.

GIS and Pavement Management Linkage - The role of GIS in pavement management cannot be overstated. It is a powerful tool that provides the ability to handle and present vast amounts of data in an efficient manner. IMS can provide a link between the District's GIS program and the pavement management data to enable the District to display and generate co lor-coded maps based upon existing

pavement conditions, street rehabilitation " plans or most of the data in the . pavement I .,. " ', ' I . management program . An output of such a .. ' plot is illustrated in the adjacent image.

Digital Images - In conjunction with the surface

cond~ion survey, each test section is recorded on digital video with a forward-facing digital camera and used as part of IMS' Quality Control and Quality Assurance procedures. Additional cameras can be mounted to expand the viewing area or to include right of way asset features of special interest to the District. IMS can provide digital images at specified intervals (e.g. 10', 25' or 50') for viewing in selected third party software, andlor through the District's GIS.

IMS lnfrastrudllre Management Services Coldstr eam Quote 2012.docx pagel 1820 W. Drake Drive, Suite 108 Tempe, Arizolla 85283 180 2012 District of Coldstream Pavement Management Budget

The spreadsheet presented below is based on the IMS work plan and deliverables. It represents a realistic budget to complete the work, and we are confident we can maintain an on-time, on-budget approach to the assignment.

Task Activity Quant Units Unit Rate Total

Project Initiation

Project Ini tiation LS $3,000.00 $3,000.00 2 Network. Referencing & GIS Unkage 120 KM $15 .00 $1,800.00

Field Surveys

3 Mobilization/Calibration lS $3,500.00 $3,500.00 4 RST Field Data Collection 120 KM $115.00 $13,800.00 5 Deflection Testing 120 KM $125.00 $15,000.00

Data Management

6 Data QA/QC, Proces sing, Format, & Load 120 KM $22.00 $2,540,00 7 Pa\€ment Analysis, Budget De\€lopment, & Report 1 lS $8.000.00 $8, 000.00 8 Project Management lS $3.700.00 $3,700.00

Data Collection Total: $51 ,440.00 I

Software implementation and training remains an optional activity that can be added to the scope o/sen'ices al lite requesl 0/ Dislriel slaff.

Thank you for considering IMS as a viable solution to yo ur pavement management needs and we will strive to become an asset and extension of the District of Cold stream staff and team. If any questions arise please do not hesitate to contact me at (480) 839-4347 or [email protected].

EMS Infrastructllre Management Services Colds/ream Qilote 2012.docx page 3 J820 W. Drake Drive, Suite 108 Tempe, AriZona 85283

181 182