BRAZEAU COUNTY REQUEST FOR COUNCIL DECISION SUBJECT: Assessment Services Contract Extension DATE TO COUNCIL: September 15, 2020 SUBMITTED BY: Colin Swap, General Manager of Finance ENDORSED BY: REVIEWED BY CAO: J. Whaley, CAO FILE NO: RECOMMENDED ACTIONS: That Council approve the contract extension with Accurate Assessment Group for the provision of assessment services for the 2021 through 2023 assessment years. 1. TOPIC DEFINED Executive Summary The current contract Brazeau County has with Accurate Assessment Group for assessment services expires on December 31. Provisions in the contract allow for an extension for a further three years for the 2021-2023 assessment years. Accurate Assessment Group has a longstanding relationship with Brazeau County for the provision of assessment services and is familiar with the County and its assessment process. Administration works closely with the assessors throughout the year to coordinate and oversee assessment and re-assessment activities and throughout the tax season to address questions and concerns from property owners. Assessors also work directly with Brazeau County property owners to address individual questions related to property assessment. Accurate Assessment Group is also familiar with the County’s current contract with the Province of Alberta for the hybrid delivery of Designated Industrial Property (DIP) assessment. Brazeau County’s contract with the Province expires in 2021. Should Council not wish to extend the contract with Accurate Assessment Group for the full three-year term presented, Administration would recommend extending the contract for at least 2021 until the contract with the Province concludes. Relevant Policy: FIN-2 Purchasing Policy Strategic Relevance: N/A Brazeau County - Request for Council Decision – Assessment Services Contract Extension Page 1 of 2 104 2. ANALYSIS OF RECOMMENDED ACTION That Council approve the contract extension with Accurate Assessment Group for the provision of assessment services until for the 2021 through 2023 assessment years. Advantages Disadvantages - Accurate Assessment Group is familiar - A three-year extension of the contract restricts the with Brazeau County and the opportunity of other assessment companies from assessment requirements of the bidding on providing services to Brazeau County. County. - Accurate Assessment Group has been contracted by the Provincial Government to provide Designated Industrial Property assessment services in conjunction with the hybrid contract between Brazeau County and the Government of Alberta. 3. IMPLICATIONS OF RECOMMENDATION Operational: If Council approves the contract extension Administration will enter into the contract with Accurate Assessment Group for assessment years 2021 to 2023. Financial: Assessment services are budgeted each year based on the rate agreed to in the contract. Accurate Assessment is proposing a rate increase of $0.50 per parcel each year for the duration of the contract extension for residential, non-residential and farmland parcels starting at $21.00 in 2021. This is in keeping with rate increases per year in the current contract. Attachments: N/A Brazeau County - Request for Council Decision – Assessment Services Contract Extension Page 2 of 2 105 BRAZEAU COUNTY REQUEST FOR COUNCIL DECISION SUBJECT: Recreation and Culture Cost-Sharing between the Town of Drayton Valley and Brazeau County DATE TO COUNCIL: September 15, 2020 SUBMITTED BY: Lee Chambers - Director of Community Services ENDORSED BY: REVIEWED BY CAO: Jocelyn Whaley, CAO FILE NO: Report/Document Attached ___x___ Available _______ Nil _______ RECOMMENDED ACTIONS: That Council authorize Administration to renew the recreation and culture cost-sharing agreement between the Town of Drayton Valley and Brazeau County on a per capita rate. Rate to be based on Brazeau County per capita rate of $58.49 phased in over three years; 2020 - $108.38, 2021 - $83.43, 2022 - $58.49. 1. TOPIC DEFINED Executive Summary/Key Issue(s)/Concepts Defined: Council discussed per capita funding during the September 1, 2020, regular meeting of Council and made the following motion: 0677/20-09-01 Moved by D. Wiltse to direct Administration to include in the previous motioned letter to let Drayton Valley know that Brazeau County will be decreasing the recreation cost sharing dollars to match the police funding increase cost starting in 2021 on an ongoing basis and further to include any more downloading or loss of income to the County may result in further cost sharing decreases. 0678/20-09-01 Moved by S. Wheale to table Motion 0677/20-09-01 until September 15, 2020. CARRIED UNANIMOUSLY At the September 3, 2020, Recreation Board the following motion was made: 106 Moved by Councillor Ballas that the Recreation Board recommend the recreation cost sharing agreement for 2020 based on the attached financial statement showing $1,046,141 to both Councils for approval and further that the Joint Recreation Board shall investigate how increased efficiencies and increased revenues will occur. CARRIED UNANIMOUSLY This amount is based on the attached breakdown and has been adjusted as per Recreation Board meetings. The adjustments include corrections to reallocations of some capital projects to operating as per the directive of the Town auditors and other corrections due to discrepancies. As a result, the Town has issued a refund on a portion of the 2019 capital contribution, $44,770.87, ensuring that the County is not paying for the projects both as a capital and an operating expense. The current recreation and culture cost sharing agreement with the Town of Drayton Valley expired in December of 2019. This agreement established funding of $1,036,000 ($133.32 per capita). An advisory recreation board was established earlier this year to review the agreement and all it entails. As 2020 is nearing a close, it is important to establish a cost-sharing framework to allow for proper financial planning for 2021 and establish a rate for 2020. In support of the Recreation Board, Administration conducted a comparison of cost-sharing levels that the neighbouring counties contribute to the urban centres within their boundaries, see attached document showing an average of $58.49 per capita. Something that was also found in the 2016 Municipal Inspection Report by Russell Farmer and Associates Consulting Ltd., see the excerpt below: A further survey was also undertaken comparing operating costs for communities with similar pools and arenas. Both surveys are attached for Council’s information. The results of the surveys indicate higher than average operational costs for the Drayton Valley arena. For example, in 2019, the Drayton Valley wage expenses totaled $851,088.03 and the average of four communities was $456,456.50. Based on the information found in these surveys, Administration is recommending a cost sharing structure based on per capita more in line with neighbouring communities. Given the changes to the RCMP funding, which takes effect in 2021 and the uncertain framework to come with the provincial changes to the linear assessment Administration has developed options for Council to consider below which are proposed to be phased in over a three-year period including 2020: 107 Option 1: Reducing recreation cost sharing in line with the increase in RCMP costs 2019 2020 2021 2022 2023 Confirmed RCMP $0.00 $105,163.00 $239,029.00 $370,326.00 $636,059.00 Funding Model Recreation Cost- $1,036,000.00 $930,837.00 $796,971.00 $665,674.00 $399,941.00 Sharing Amount Per capita $133.32 $119.78 $102.56 $85.66 $51.47 Amount Option 2: Based on recreation cost sharing survey 2019 2020 2021 2022 Per Capita $133.32 $108.38 $83.43 $58.49 Total $1,036,000 $842,220.98 $648,334.53 $454,525.79 Relevant Policy: None Strategic Relevance: Council goals #3, #5, and #6. 2. ANALYSIS OF RECOMMENDED ACTION That Council authorize Administration to renew the recreation and culture cost-sharing agreement between the Town of Drayton Valley and Brazeau County on a per capita rate. Rate to be based on Brazeau County per capita rate of $58.49 phased in over three years; 2020 - $108.38, 2021 - $83.43, 2022 - $58.49. Advantages Disadvantages • This may affect recreational service • All options allow for reducing the operating costs of the County levels in the region • This may be premature not knowing the • Recognizes the value of recreation facilities and sharing the costs with municipal full impact of linear assessment changes partners while not undermining the financial on the County viability of the County • Ensures continued collaboration with the Town • Recreation Board efficiency, less meetings negotiating 108 3. IMPLICATIONS OF RECOMMENDATION Operational: Minimal Financial: Reduces the recreation and culture cost sharing amount to the Town of Drayton Valley for operational costs Attachments: • Proposed 2020 Cost Sharing Breakdown (from Town of Drayton Valley) • Recreation Cost Sharing Survey • Arena and Pool Survey 109 110 2020 Recreation Cost Sharing (Operating) As of: September 1, 2020 Recreation operational contributions per county Recreation operational contributions received County Total Population $ per Capita Urban Municipality Total Population $ per capita County of Wetaskiwin $ 337,578.95 11,181 $ 30.19 City of Wetaskiwin $ 250,778.00 12,655 $ 19.82 2020 numbers and subject to change based on the ICF negotiations and Town of Millet $ 86,800.95 1,945 $ 44.63 subsequent new recreation agreement. Both amount to Millet and Total $ 337,578.95 14,600 $ 64.44 Wetaskiwin have CPI adjustments annually. Average $ 168,789.48 7,300 $ 32.22 Sturgeon County $ 709,224.00 20,495 $ 34.60 Bon Accord $ 76,331.00 1,529 $ 49.92 2020 numbers and subject to change. In the months to come the Councils in Gibbons $ 128,385.00 3,159 $ 40.64 this area are engaged in a discussion as to how to approach ICFs together, Legal $ 104,458.00 1,345 $ 77.66 considering current economic and other conditions, and the department Morinville* $ 266,621.00 9,893 $ 26.95 heads will work together to identify appropriate methodologies for all sub- Redwater $ 133,429.00 2,053 $ 64.99 agreements into the future.