committee of the whole budget meeting agenda

Committee of the Whole Budget Meeting Agenda

6:00 PM - Tuesday, February 19, 2019

Council Chambers

Municipal Hall, 13211 Henry Ave, Summerland BC

Page

1. Call to Order 1.1. Call to Order

2. Introduction of Late Items

3. Approval of Agenda 3.1. Adoption of Agenda

Recommendation:

THAT the February 19, 2019 Committee of the Whole -Budget agenda be adopted/amended.

4. Unfinished Business

5. New Business 2 - 57 5.1. 2018 General Fund Operating and Capital Summary

6. Adjourn 6.1. Adjourn Meeting

Recommendation:

THAT the February 19, 2019 Committee of the Whole - Budget be adjourned at _____ PM.

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2018 General Fund Year in Review

5.1. 2018 General Fund O

perating and Capital Sum

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2018 General Fund Year in Review

• Budgeted operational revenues/expenses - $15.4 Million• Projected actual revenues - $15.1 Million

• Projected actual expenses - $14.7 Million

• Projected surplus - $400,000

• Budgeted capital expenditures - $7.5 Million• Projected actual expenditures - $3.5 Million



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Finance

• $795,000 Budget

• 7 Staff

• 7,000 + vendor invoices processed

• 78,600 invoices issued



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Finance Successes

IRRIGATION WATER UTILITY INVOICES –CONSISTENCY

FINANCIAL STATEMENT AUTOMATION

INTERNAL FINANCIAL REPORTING AUTOMATION



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Finance Department Challenges & Opportunities

• Bylaws

• Irrigation Water

• Financial Software

• Analytical Efficiencies



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2018 Corporate Services StructureDirector of Corporate Services

Manager of Legislative Services

Bylaw Enforcement

Reception

GIS & Database Administrator

IT Coordinator

IT User Support (temporary)



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Primary Areas of Responsibility

• Legislative and Regulatory Requirements

• Bylaws and Policies

• Records Management

• Information and Privacy

• Bylaw Enforcement

• Risk Management

• Insurance Claims

• Property Management

• Information Technology

• GIS and Asset Management

• Website and Online Service

• Leases, Licences, Permits and Agreements



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2018 Focuses

1. Municipal Elections

2. GIS & Information Technology

3. Bylaw Enforcement

4. Property Management

5. Agreement, Lease and Licence Standardization



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2018 Financial Summary2018 Budget 2018 Actual

General Administration 854,000 801,000

Dog Control 64,000 59,000

Bylaw Enforcement 95,000 108,000

Election 24,000 23,000

GIS & Information Technology 433,000 416,000

Municipal Hall 173,000 208,000

Properties Expenses 70,000 49,000

Property Revenues 197,000 197,000



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2019 Strategic Focuses

1. Records Management

2. GIS and Asset Management

3. Information Technology

4. Bylaws, Policies, and Procedures

5. Municipal Properties



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Sustainability & Alternative Energy Coordinator

• Measure and Report Community & Corporate GHG Emissions

• Reduce Fuel and Energy Use & Waste to Landfill

• Integrate Climate Adaptation into Planning

• Pursue Renewable Energy Generation Opportunities

• Coordinate Special Projects and Events

• Engage Council, Community, and Staff



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Funding Sources

Council Policy annually allocates:

➢Climate Action Rebate Incentive Program (CARIP) funds ($33K)

➢0.001% of annual operating budget ($35K)

➢All unspent funds to reserve fund for GHG reduction projects

Grants & Rebates:

➢ Special project grants

➢ Funding for student interns

➢Energy efficiency rebates / savings

➢Event sponsors & donations



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Grant-funded Special Projects

• LED Streetlights (Gas Tax & FortisBC) 100% funded

• SolarNow Installations (North Growth Foundation) 50%

• Climate & Asset Management Network (FCM & UBCM) 100%

• Comprehensive Climate Action Planning (FCM & FortisBC) 80%

• Integrated Solar Project - Phase 1 (Rural Dividend) 80%

• Integrated Solar Project - Phase 2 (Gas Tax: Strategic Priorities) 85%

• Electric Vehicle Charging Stations (2x Level 3) 75%



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Operating Budget

Focus on GHG Reductions

➢ Calls to action & empowerment• Climate Action Plans Renewal• Educational workshops, surveys, contests• Events: Earth Week/Day, Go By Bike Week, Waste Reduction Week

➢ Decrease corporate footprint• Previous: Arena LEDs, RealIce, electric equipment for Parks department • 2019: Corporate Climate Action Plan recommendations

➢ Services / Software• EV Charging Stations Monitoring• CARIP Reporting & GRITS Tool licensing• Community Energy Association Membership



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*Salary & Benefits $45,533 $47,397

Calls to Action/Empowerment $9,600 $3,641

GHG Reduction Projects $27,000 $2,133

Services/Software $17,500 $1,925

Totals $99,633 $55,097

*Shared with electrical utility



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2019 Major Initiatives

➢ Solar+Storage Project

➢ Community & Corporate Climate Action Plans

➢ Building Energy Audits

➢ Green Fleet Study

➢ Asset Management System

➢ Event Planning

➢ CARIP Reporting

➢ Funding Applications



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DevelopmentApplicationContext



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Dev

elo

pm

en

t S

erv

ices

Dep

art

men

t

Administrative Functions

Regulatory Functions

Development Services

Current Planning

Long Range &

Infrastructure Planning

Regional Planning

Core Functions



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2018 Overview

• Significant gap in staffing

• New Director, Planning Manager and Development Planner



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Stats and Facts

Statistics and Facts 2014 2015 2016 2017 2018 YTD 2019

ALC Applications 2 3 3 2 4 0

Rezoning Applications 10 7 18 20 18 2

Development Variance Permits 10 22 20 42 29 4

Development Permits 17 12 17 26 26 2

Subdivision Applications 14 10 11 18 16 1

Total Land Use Applications 53 54 69 108 93 9

Total Building Permits Issued 141 197 178 195 190 17

Total Building Permit Value $13,590,599 $24,634,950 $28,841,233 $32,113,882 $28,043,100 $1,408,000



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2019 Priorities

• Development Process Procedure Review and updates, including new application forms and information packages

• OCP Regional Growth Strategy Context Statement Update

• Zoning Bylaw Review and Amendment consideration

• Review and revision of Official Community Plan Development Permit Area Guidelines, especially technical requirements and supporting resources

• Subdivision & Development Servicing Bylaw Adoption and Implementation of supporting resources



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Recreation Department Overview



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Recreation Overview



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Recreation Staffing Overview

30 Staff

• 1 exempt Recreation Manager

• 9 full time staff

• 11 regular part time staff

• 9 aquatic and arena casual/relief staff



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Recreation Staffing Overview

Approximately 25 Program Instructors & 285 Volunteers



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Highlights



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Observations

• Human Resources

• Aging Facilities

• Processes & Systems

• Programs & Events

• Marketing & Promotions

• Community Events

• Strategic Planning



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Upcoming Considerations for 2019

• Long-term strategy for Summerland Aquatic & Fitness Centre

• Long-term strategies for Pickleball, Dogs, Tennis and/or Rodeo Grounds

• Remediation of lakeshore parks and pathways

• Recreation Department Organizational Review and Operational Plan

• Updating School District Joint Use Agreement

• Updating Parks & Recreation Commission Bylaw



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Upcoming Considerations for 2019

• Playground Upgrades• Campground Upgrades• Outdoor Fitness Equipment• Ballpark Protective Netting• Memorial Bandshell Roof• Pool Cover• Fees & Charges Review• Policy/Procedure Updates• Recreation Guide Rebranding• Aquatic Centre Hazardous Materials &

Indoor Air Quality Assessment• Arena – heater and banquet room upgrades



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Budget Overview - Revenues

2018 BUDGET 2018 ACTUAL 2017 BUDGET 2017 ACTUAL

Programs & Aquatics

$400,150 $383,443 $387,000 $403,364

Arena Bookings $205,250 $249,337 $208,150 $204,348

Park & Facility Bookings

$198,900 $197,664 $196,500 $204,395

TOTAL $804,300 $830,444 $791,650 $812,107



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Budget Overview – Expenses


Admin & Office $472,289 $407,537 $506,337 $476,299

Aquatic Centre $296,801 $295,666 $300,083 $297,293

Arena & Curling Rink

$492,854 $490,241 $481,842 $478,129

Aquatics $279,897 $279,862 $256,075 $259,792

Programs & Events $63,210 $55,083 $64,920 $55,709

TOTAL $1,605,051 $1,528,389 $1,609,257 $1,567,222



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Budget Overview – Subsidy


Revenue $ 804,300 $ 830,444 $ 791,650 $ 812,107

Expenses $1,605,051 $1,528,389 $1,609,257 $1,567,222

TOTAL SUBSIDY $ 800,751 $ 697,945 $ 817,607 $ 755,115



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Fire Department Staffing

• 4 Career staff

• 27 Auxiliary members

• 1 Auxiliary vacancies



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Fire Apparatus

• 3 Engines – (Arrival of aerial will reduce engines to 2)

• 1 Rescue truck • 1 Water tender• 1 Mini pump/foam truck• 1 Bush truck• 1 Crew pick-up• 2 Command vehicles• 1 UTV Wildland Vehicle• 1 Sprinkler Protection Unit – (Unequipped)



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Review of 2018

• 270 Response to incidents• 501 Property inspection completed• 49 Public education sessions completed• 203 Firefighter training events

(717 training hours)• 504 Open burning permits issued



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2018 Achievements

• 55 certifications received in various disciplines • Purchase of UTV 231 wildland unit• Completion of radio room renovation/upgrade• Construction of 75 foot aerial apparatus



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*Fire Force $580,797 $589,159

Training Grounds $6,919 $4,705

Fire Station $35,670 $31,254

Equipment $181,950 $181,537

Totals $805,336 $806,655

*Fire Force wage recoveries from the Provincial Government (EMBC) are not included in table.

• 2018 Regional Road Rescue Recovery - $6,493• 2018 Aeneas Mtn Wildfire Firefighter Wage Recovery - $23,211



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2018 Challenges

• 2018 flood season• 2018 wildland fire season• Increase in on-scene average response

time for first apparatus (AVG. 12:12 in 2018 vs 10:52 in 2014)



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2019 Challenges

• Ensure that new auxiliary firefighters meet the OFC training requirements for a full service fire department.

(13-month certification process)

• Strive towards reducing the average response time for the first arriving apparatus.

• Aerial apparatus operator training / certification.



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Ongoing ChallengesAuxiliary Response

• Daytime auxiliary response averages 8.58 members or 32.02%

- 10 year average is 9.40 members or 39.54%.

• First apparatus enroute averages 6 minutes 48 seconds.

- 10 year average is 6 minutes 41 seconds.

• First apparatus on scene averages 12 minutes 13 seconds.

- 10 year average is 11 minutes 30 seconds.



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Director ofWorks & Utilities

Solid Waste & Recycling Manager

Manager of Works

Works (13)

Landscaping (5)

Mechanics (2)Carpenter (1)Plumber (1)

Engineering Technicians (3)

Part-time Draftsperson (1)

Manager ofUtilities

Junior AccountantAssistant to

Director

Works & Utilities

Water (6)

Wastewater (4)

Electrical / Instrument. (1)

Landfill (1)



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Organizational Change in 2018

Works

Water & Wastewater

Solid Waste & Recycling

Electrical

Works

Utilities



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Services• Works

– Engineering– Municipal properties & buildings– Road & sidewalk repairs– Snow removal– Street sweeping– Roadside mowing– Line painting & signage– Drainage & Creek maintenance– Christmas lights & banners– Cemeteries

• Solid Waste– Landfill, recycling & compost

– Curbside collection

• Landscaping – Campground

– Parks & beaches

– Sports fields

– Rodeo grounds

– Boulevard & planters



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Assets

• Roads

– 145 km paved roads

– 15 km gravel roads

– 20 km sidewalks & walkways

• Drainage

– 50 km of storm pipes

– 320 catch basins & drywells

• Water

– 220 km of water mains

– 6,000 water services

– 440 hydrants

• Sanitary Sewer

– 80 km of sewer pipes

– 2,400 sewer services



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2018 Highlights• Flood Response – Eneas Creek

• Subdivision & Development Servicing Bylaw

• Asset Management - inventory

• Perpetual Slide Borehole Investigation

• Equipment purchased▪ Loader▪ Grader▪ Plow Truck/Sander▪ 1 ½ Ton Dump Truck

• Wayfinding Signage – Phase 2

Flooding on Garnet Avenue

New Grader



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2018 Highlights

• Landfill Cell & Liner Expansion • Curbside Collection Carts



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Works - Operations

• 2018 Budget = $3.56 Million

• 2018 Actuals = $3.17 Million

• Flood response• Operating Projects – not completed

– Asset Management Investment Plan & Financial Plan– AM Policy, Strategy & Framework– Capital Prioritization Plans– Climate Action Planning project

• Asphalt patch repairs• Sidewalk replacement

347,000492,000

40,00067,000



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Solid Waste - Operations

• 2018 Budget = $1.68 Million

• 2018 Actuals = $1.64 Million

• Curbside collection – increases from new contract

• Hazardous waste collection – cost savings



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Landscaping - Operations

• 2018 Budget $0.79 Million

• 2018 Actuals $0.78 Million



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2018 Challenges

• 2017 Flood Recovery

• 2018 Flooding - Eneas Creek

• Groundwater / Landslides

2018 Freshet – Riprap installation along Trout Creek

• Completing projects

• Fleet Purchasing

• Landfill Compliance



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Forecast for 2019

• Flood Recovery

• Finish projects

• Implement Asset Management

• Master Plans → Capital improvement plans

• Landfill Operations



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committee of the whole budget meeting agenda

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