SPECIAL MEETING OF THE DISTRICT OF TOFINO COUNCIL HELD IN THE COUNCIL CHAMBERS AGENDA: Tuesday, March 14, 2006 @ 1:00 p.m. 1. Call Meeting to Order 2. Additions to or Deletions from the Agenda 3. Adoption of Agenda 4. Delegations 1. Representatives from Indian & Northern Affairs Canada (INAC) re: Municipal Servicing Agreement 2. Pacific Rim Arts Society (PRAS) – Budget Presentation 3. Tarni Jacobson, Wickaninnish Community School – Budget Presentation 4. Penny Barr and Lori Camire, Tofino Housing Corporation (THC) – Budget Presentation 5. Dylan Green, Tofino Bus Proposal 4. Unfinished Business 1. 2006 Budget 5. Reports Staff Reports 6. Bylaws 7. New Business 1. Municipal Servicing Agreement 8. Adjournment Page 1 Wickaninnish Community School Society Income Statement 07/01/2005 to 08/31/2005 REVENUE Sales Revenue Computer Lab Revenue 155.55 Equipment Rental 0.00 Gym User Group Fees 0.00 One Time Gym Use - Tournaments 0.00 Laminating Revenue 3.00 Room Rental 0.00 Overnight Room Rental 1,544.05 Photocopying Revenue 236.45 Video Rental 0.00 Total Sales & Rental Revenue 1,939.05 Program Revenue Arts, Dance, Drama Programs 0.00 Computer Class Revenue 0.00 Educational Programs 0.00 Summer Camp 2,082.50 Excursion Revenue 0.00 Just for Girls 0.00 Recreational Programs 0.00 Workforce Programs 0.00 Youth Services 0.00 Dance Revenue 0.00 Early Childhood Programs 0.00 Total Program Revenue 2,082.50 Grant, Donation, Fundraising Revenu Donation Revenue 0.00 Foundation Grants 5,000.00 Fundraising Revenue 0.00 Ministry Grants 11,128.00 Municipal Support 18,000.00 SD 70 Grants 46,000.00 Total Grant, Donation, Fundraising 80,128.00 Other Revenue Damage/Cleaning Deposit Revenue 0.00 Interest & Equity Revenue 0.00 Miscellaneous Revenue 218.34 Undesignated Revenue 0.00 Total Other Revenue 218.34 TOTAL REVENUE 84,367.89 EXPENSE Program & Project Expense Aboriginal day Expense 0.00 Instructor expense 1,500.00 Art & Music Supplies 0.00 Computer Lab Expense 0.00 Custodial Services 0.00 Dance Expense 50.37 Educational Programs Expense 0.00 Workshops & Honoraria 0.00 Community Garden Expense 2,675.00 Gym Expense 0.00 Literacy Projects 0.00 Miscellaneous Prog Supplies 2.39 Recreation Program Expense 0.00 Summer Camp Expenses 1,344.82 Supplies Expense 388.15 Food Expense 203.21 Workforce Preparation Expense 0.00 Youth Services Progam Expense 557.34 Travel - Programs 666.41 Excursions 581.33 Total Program & Project Expense 7,969.02 Payroll Expenses Previous Year Source Deductions 0.00 Wages & Salaries 15,162.68 Benefits 0.00 EI Expense 413.91 Printed On: 09/22/2005 Page 2 Wickaninnish Community School Society Income Statement 07/01/2005 to 08/31/2005 CPP Expense 656.69 WCB Expense 50.48 Total Payroll Expense 16,283.76 General & Administrative Expenses Accounting & Legal 0.00 Advertising & Promotions 262.90 Bad Cheques 0.00 Board Expense 37.45 Cash Short/Over 0.00 Courier & Postage 10.25 Conference/Workshop Expense 0.00 Depreciation Expense 0.00 Contract Consultants 0.00 Employee Training Expense 0.00 Fundraising Expense 0.00 Insurance 350.00 Interest & Bank Charges 21.19 Government Fees 0.00 GST Expense 0.00 Office Supplies 214.52 Membership Expense 75.00 Miscellaneous 102.73 PST Expense 0.00 Realized Exchange Gain/Loss 0.00 Repair & Maintenance 0.00 SD 70 Maintenance 0.00 Security Expense 0.00 Telephone 284.21 Travel 10.00 Total General & Admin. Expenses 1,368.25 TOTAL EXPENSE 25,621.03 NET INCOME 58,746.86 Printed On: 09/22/2005 Page 1 Wickaninnish Community School Society Balance Sheet As at 06/30/2005 ASSETS Current Assets Petty Cash 100.00 CIBC 98-15813 374.91 Coastal Community Credit Union 1.73 Total Cash 476.64 Money Market Investment 70,078.70 Coastal Comm GIC 26,340.00 Credit Union Equity Shares 29.41 Accounts Receivable 711.01 Allowance for Doubtful Accounts 0.00 Payroll Advances 0.00 Total Receivable 711.01 Purchase Prepayment 0.00 Total Current Assets 97,635.76 Capital Assets Audio Equipment 2,623.91 Accum Depre. Audio Equipment -2,590.20 Net Audio Equipment 33.71 Computer Equipment/Software 12,200.85 Accum Depre Computer -12,201.89 Net Computer Equipment -1.04 Facility Improvements 23,403.08 Accum Deprec Facility Impro -3,184.53 Net Facility Improvements 20,218.55 General Office Equipment 1,137.59 Accum Depr Office Equip -1,138.00 Net Office Equipment -0.41 Music Equipment 920.20 Accum Depre Music Equipment -920.20 Net Musical Equipment 0.00 Recreational Equipment 10,706.06 Accum Deprec Recreational Equip -10,526.01 Net Recreational Equipment 180.05 Total Capital Assets 20,430.86 Other Non-Current Assets Computer Software 0.00 Goodwill 0.00 Incorporation Cost 0.00 Total Other Non-Current Assets 0.00 TOTAL ASSETS 118,066.62 LIABILITIES Current Liabilities Accounts Payable 2,745.70 Vacation payable 0.00 EI Payable -304.00 CPP Payable -457.28 Federal Income Tax Payable -844.93 Total Receiver General -1,606.21 WCB Payable -141.58 Prepaid Sales 0.00 Total Current liabilities 997.91 TOTAL LIABILITIES 997.91 EQUITY Retained Earnings Retained Earnings - Previous Year 119,942.17 Current Earnings -2,873.46 Total Retained Earnings 117,068.71 TOTAL EQUITY 117,068.71 LIABILITIES AND EQUITY 118,066.62 Printed On: 09/21/2005 Wickaninnish Community School Society 431 Gibson Street, P.O. Box 220 Tofino, B.C. V0R 2Z0 Tel: (250) 725.2555 Fax: (250) 725.3264 E-mail: [email protected] March 9, 2006 Re: Request for $16,245 for the supervision of community recreational programs at the Wickaninnnish Community School by the Wickaninnish Community School Society. Dear Mayor John Fraser and Councillors: Al Anderson, Peter Ayres, Denise Gibson, Derek Shaw, Owen Strudwick, and Michael Tilitzky; The Wickaninnish Community School Society (WCSS) is pleased to have the opportunity to thank the District of Tofino for its funding contributions to community recreation in 2004 ($6000) and 2005 ($18,000). Many prevention-based recreational programs for children and youth would not be possible without your support. The funding from the District of Tofino provides for one staff person to oversee after-school and evening recreational programs at the Wickaninnish Community School, allowing the Coordinator to work more on writing proposals and securing other means of funding for youth programming. The WCSS would like to propose continued funding from the District of Tofino, commencing in September, 2006 through April, 2007 to support the supervision of the community’s recreational programs in Tofino’s only gymnasium – an essential service in Tofino. We have included the WCSS’s 2004-2005 Annual Report in this package for your review of our programs and services; the current Memorandum of Understanding between the District of Tofino and the WCSS: September 2005 – April, 2006; the current Winter Gym Schedule; and the employment costs to date and projections until April for you. To summarize, we have outlined some of the highlights and other pertinent information below: The Wickaninnish Community School Society was incorporated as a non-profit society in July 1995 and operates out of the Wickaninnish Community School (K-7). The WCSS provides affordable education, cultural, recreation, employment and social programs for children, youth, adults and families in Tofino and outlying communities in Clayoquot Sound. In addition, the WCSS’s mandate includes assessing and delivering programs that achieve the best outcomes for at risk children and youth and utilize community resources to expand lifelong learning opportunities for all ages in an efficient, effective manner. We deliver a broad range of programs and services to people of all ages in our communities. To date, our key program areas have been pre-teen and youth prevention- based life skills and leadership programs, early childhood and family programming, as well as educational, social and recreation programs. We also provide community access to our computer lab and coordinate the rental of space and equipment for community use. This year the WCSS is also starting a Community Garden for all to enjoy. The popularity of WCSS’s programs is evident in the visitor statistics: an average of over 2344 children, youth, adults and seniors access the School District’s facility each month. From July 1, 2004 until June 30, 2005 the Wickaninnish Community School and field had a total of 28,423 participant visits. 1 The WCSS receives its core funding of $46,000 from the Ministry of Education’s Community Link funding which is allocated to three west coast communities, Port Alberni, Bamfield and Tofino, by School District 70 (Alberni). Each year we are unsure if the community school will receive its core funding due to the effects of ongoing Provincial Government cutbacks. In 2002 the WCSS’s yearly funding was reduced by $29,000, a reduction of almost 39%. Each year, the WCSS appeals to the School District for its core funding - an unnerving uncertainty. The core funds are used to cover the Coordinator’s salary and some office expenses. All of our programs operate on a cost recovery basis and/or rely on outside funding sources to be able to run. The WCSS is responsible for overseeing all programs at the Wickaninnish Community School after-school hours, seven days/week. Typically our programs operate Monday – Friday from 4:00pm – 10:00pm. The gym slots are available from September through April each year. The WCSS has a fall and winter session, each 14 weeks, where community groups may rent out two hour blocks of time in the gym. Each adult gym slot costs $350.00 per session, which is equivalent to a minimal fee of approximately $2 per person per use based on a 12 member team.