village of salmo administrator's...
TRANSCRIPT
Presented by
Diane Kalen-Sukra, CAO
Regular Council Meeting #12-16
September 13, 2016
VILLAGE OF SALMO
ADMINISTRATOR'S
REPORT
GOVERNANCE ADMINISTRATIVE
&
FINANCIAL
Professionalized
Operations.
Improved
service.
2016 Council Meetings
IMPROVED TRANSPARENCY AND
ACCOUNTABILITY TO THE PUBLIC
OPEN MEETINGS 22 25
Regular/Special Council Meetings 18 21
Committee of the Whole Meetings 1 4
Scheduled Regular 3 n/a
CLOSED MEETINGS 7 22
[2015]
2016: In addition to Council meetings, the Village has scheduled 5 major public consultation meetings.
IMPLEMENT POLICY OF OPEN
GOVERNMENT
Introduced Public Question Period on Council agenda
RECORDS MANAGEMENT SYSTEM UPGRADES
Archival quality paper for minutes & bylaws.
HIGHLIGHTS:
ACTIVITY LOG TRACKING
Average Weekly
Activity
Administrative
28
Civic Works
6
Bylaw
3 - 4.5
Seasonal variation
Land Use
3.6
Garbage
1.5
Fire Dept.
1.3
Parks
Less than 1 - 2
Seasonal Variation
Cemetery
Less than1
0
50
100
150
200
250
300
Sept2015
Oct2015
Nov2015
Dec2015
Jan2016
Feb2016
March2016
April2016
May2016
June2016
July2016
Aug2016
Total Annual Average = 2500 +
Total Weekly Average = 50 +
TIMELY PREPARATION OF COUNCIL AGENDAS
& PACKAGES
New website functionality includes ability to post Council packages
ENHANCED PLANNING, VISIONING & INPUT
ASSET MANAGEMENT
VIDEO (3 min) : Inf rastructure HBO Movie Tra i ler
Factors today:
• Infrastructure nearing end-of-life.
• Unprecedented financial constraints.
• Increasingly stringent environmental &
public health protection regulatory
regimes.
• Needs of possible physical growth or
increased demand.
• Public apathy and/or sense of
entitlement.
NEW VILLAGE PLANNING DOCUMENTS
* Strategic Plan 2015-2019 Continuously Updated
Sur veys (2 )
Publ ic Forums (5)
Photo Contest (1 )
Salmo Video (1 )
PUBLIC
INPUT
AGE-
FRIENDLY
SALMO
AGE-FRIENDLY BENCH PLACEMENT
Public
Consultation
Policy.
Early and
ongoing
consultation
with residents
and
stakeholders.
w w w . s u s t a i n a b l e s a l m o . c a
OFFICIAL
COMMUNITY
PLAN
Safety,
Security,
and
Limit
Liability
Lobby Upgrades Accessibility Upgrades
VILLAGE OFFICE UPGRADES
New TV monitor in Council Chambers
Bylaws
&
Policies
EFFECTIVE LAWMAKING
UPDATED POLICY MANUAL
NEW POLICIES (7)
Salmo Valley Long Service Award Policy
Official Community Plan (OCP) Consultation Policy
Fire Services Level Policy
Sidewalk Inspection (Revised) Policy
Permissive Tax Exemption Policy
Discrimination, Bullying & Harassment Policy
Council -Staff Protocol Policy
NEW & UPDATED BYLAWS
Adopted:
• 2016 Utility Fees Bylaw No. 676
• Five Year Financial Plan (2016-2020) Bylaw No. 678
• Annual Tax Rate Bylaw 2016 Bylaw No. 679
• Water and Sewer Service Parcel Tax Bylaw No. 680
Drafts:
• Procedures Bylaw No. 675
• Municipal Reserves Bylaw No. 677
• Property Tax Exemption 2017 Bylaw No. 681
• Fire Services Enabling Bylaw No. 682
• Fire Prevention Bylaw No. 683
Assess and
Improve
Vil lage’s
Financial
Situation
Maximize
Grant
Opportunities
FINANCIAL VIABILITY
Accounts Receivables Accounts Payables
INTERNAL CONTROLS | SEPARATION OF DUTIES
• Records management system.
• Council package preparation.
• Payroll & Remittances.
• Tax & utility billing preparation.
• Incoming mail.
• Reception duties.
• Receipt of tax and utility
payments
• Receipt of building
permit applications.
TO ENSURE ADMINISTRATIVE FAIRNESS, ALL CALLS & REQUESTS ARE LOGGED.
• Civic works requests.
• Procurement & payment
to all vendors.
• Grant maintenance.
• Website/Special events.
Improved collection of revenue from business l icenses and
outstanding taxes.
Goal in 2016 to reduce tax sale properties by working with property
owners in advance of tax sale.
Implemented the tax & uti l ity prepayment plan (as per Bylaw No.
592).
TAX REVENUE
Year Utilities Collected Business
Licenses
Tax Sale
# on day of sale
2016 $382,233.10 $8,783.00 In progress.
2015 $377,187.49 $8,512.50 3
2014 $360,534.58 $8,100.42 6
2013 $370,678.78 $5,825.00 8
Total: $1,490,633.95 $31,028.92 20
Met May 15 th Financial Plan statutory deadline & Annual Report production
IMPROVED FINANCIAL REPORTING
Ensure regulatory filings are properly followed.
2015/2016 Grant Total Over $365,000 | Donations Over $75,000
MAXIMIZE GRANT OPPORTUNITIES
2016 Grants
Official Community Plan (Sustainable Salmo) $75,000
FireSmart $10,000
Age-Friendly $20,000
Canada Day Celebration $1,500
6th Street Pedestrian Bridge $56,230
School Works/HRDC $3,808
WaterSmart Ambassador $4,000
Infrastructure Planning Grant (WWTP) $10,000
Convening Grant $1,400
70th Anniversary Celebration $500
TOTAL $182,438
Contract #
Short-term 2016 (to date) 18
Leases 9
Contracts/Agreements 9
TOTAL 36
CONTRACT MAINTENANCE
Civic
Collaboration
Volunteer
Engagement &
Appreciation
COMMUNITY GROUPS
GRANT-IN-AID BUDGET INCREASED TO $5,000
2016 Approved Grants To Date:
Beaver Valley Skating Club $250
PEAK Students $200
Royal Canadian Legion BC/Yukon Command $260
Salmo Baseball $300
Salmo Lions Club $300
Salmo Public Library $250
Salmo Secondary School $300
Salmo Valley Youth & Community Centre $850
Thrift Store $67.41
West Kootenay BMX $300
Zone 6 55+ BC Games $300
Youth Parliament of BC Alumni $300
Total $3,677.41
CIVIC YOUTH ENGAGEMENT
• Salmo hosted BC Youth Parliament.
• Encouraged volunteerism of Salmo
Secondary School PEAK Leadership
students.
• Hired Village student intern.
ELEMENTARY ENGAGEMENT
Local Government Awareness Week | May 2016
6TH STREET PEDESTRIAN BRIDGE BUILDING
SALMO VALLEY LONG SERVICE AWARD
New award to honour Salmo’s culture of volunteerism and the Village’s long serving
volunteers. Mr. Louis Ponti posthumously granted the first award at a June 2016
celebration of his life.
Nomination Process:
• Must be nominated by 5
people.
• Nomination must be received
by March 31 annually.
VILLAGE PROFILE &
ECONOMIC DEVELOPMENT
Improve the
Image of
the Village
Article Published in Date Circ. Value
Salmo moving ahead on several projects Trail Daily Times September 9, 2016 5002 $522
Salmo ribbon-cutting celebrates renewed Springboard Park trail EZ Rock Nelson Daily
Civic Info Castlegar Source
Juice FM
August 29, 2016 N/A N/A
Village unveils ‘Sustainable Salmo’ plan to residents Trail Daily Times
EZ Rock
Juice FM
July 15, 2016 5002 $670
Sustainable Salmo process launches today Nelson Star Nelson Daily
EZ Rock Castlegar Source
Civic Info
Juice FM
July 1, 2016
8500 N/A
Age-friendly forum a success in Salmo Trail Daily Times May 20, 2016 5002 $583
A celebration of local government services Nelson Star May 18, 2016 8500 $329
Salmo plans forum on age-friendly initiatives Trail Daily Times
Nelson Star
EZ Rock
May 16, 2016
5002
8500
$278
Salmo takes steps to become FireSmart Nelson Star Nelson Daily
EZ Rock Castlegar Source
April 27, 2016 8500 $584
Several important project underway in Salmo Trail Daily Times March 25, 2016 5002 $629
Planning projects benefit from federal gas tax dollars Trail Daily Times February 16, 2016 5002 $648
Salmo receives $75,000 to update Community Plan Nelson Star Nelson Daily February 15, 2016 8500 $159
Mayor’s Reports Salmo Valley News. Jan.-Sept. 2016 (6 ed.) 1000 n/a
Total $4,402
FREE PRESS
SEARCH REVEALS STEADY POSITIVE NEWS REPORTS
NEW
WEBSITE
Easy to
navigate.
Front page
Bulletin
Board
updates.
Easy to
access forms.
w w w . s a l m o . c a / f o r m s
Expanded Recreation & Attractions Page.
Community Init iatives.
STATS:
• Average of 60 visitors/day.
• 200-500 daily spikes driven by social media and events.
• Approx. 50% traf fic from phones or tablets.
SOCIAL
MEDIA
Reopened
Vi l lage
page.
200 NEW
fol lowers.
Share
website
bul letin
board
updates.
SUPPORT FOR THE
ARTS & FARMERS MARKETS
• Farmers Market moved to municipal
property (KP Park).
• $17,500 grants received to promote
the arts.
Signed agreement with new owners of Sal -Crest motel to reopen and
maintain Salmo’s Oldest Phone booth .
REOPENING OF OLDEST PHONE BOOTH
PARTNERSHIP WITH HERITAGE HUB
• Encourages highway
traffic and visitors to
stop and stay.
• Village outdoor art &
culture garden.
• Village art windows.
SALMO PROMOTIONS
Mug’s
SOLD - 19
Pen’s
SOLD – 33
Banner’s SOLD – 17
Village Cards
SOLD – 10
Children’s T-Shirt’s
SOLD – 13
Adults T-Shirt’s
SOLD – 39
Sticker’s
SOLD – 20
Salmo Dinner Jacket’s SOLD – 33
Women’s Reserved - 7
COMING SOON!
Ladies Salmo Dinner Jacket
These items are sold and used as cost-effective
gifts to dignitaries, visitors, sponsors,
donors, etc.
Total Revenue Collected: $3353.87
NEW!
REGIONAL TRAINING (BOV)
Regional training provided by Q.C Laywer Don Lidstone to Vi l lage of Salmo Board
of Variance Members & representatives from neighbouring municipal it ies.
Set fire service levels to Interior by formal Council Policy.
Vil lage record-keeping of fire department records.
Updating Fire service bylaws.
FIRE PROTECTION
FIRESMART SALMO
Appointment of Fire Chief as Local FireSmart Rep.
Public education campaign | Urban -Wildfire Inter face.
Information flyers on how to FireSmart private property.
BEAR AWARE SAFETY
Remaining 12 Village bins converted to “made-in-Salmo” bear-resistant containers.
Focus on Low
Cost, In-house
Improvements
CIVIC WORKS
CEMETERY MAPPING
Online mapping system
400+ plots.
Wealth of functionality & information. Displays boundaries, landmarks, monuments, plots and internment records.
Online search for loved ones.
Zoom in to see headstones.
GPS Tracking Professional Tree Faller
CIVIC WORKS CHAINSAW TRAINING
SPRINGBOARD PARK
Ribbon-cutting to reopen renewed trail.
Patching
Several locations
Repaving
6th Street East
PAVEMENT PATCHING
TREE PLANTING
SIDEWALK EXPANSION & REPAIR
New: Main Street Repair (Ongoing)
Reg ister V i l lage
Wel ls .
L icense V i l lage
wel ls .
Pay annual
consumption
fee.
(Sav ings)
WATER
SUSTAIN-
ABILTIY ACT
COMPLIANCE
Installation of
EV Charging
Stations.
Strategic
Community
Energy &
Emission
Planning.
Participation
at Green
Dream Day .
GREEN INITIATIVES
Water
Regulations.
WaterSmart
Ambassador.
Participation
at Vil lage
markets.
WaterSmart
on website.
WATER
CONSERVATION
Conducted 16 private lawn watering assessments & 1
municipal. Distributed 20 hose timers, 50 showerheads,
5 lawn flags, etc.
2017 Recommendations:
• Continue ambassador program.
• Begin advertising earlier in the season.
• Exclude from regulations hand watering gardens with
watering can.
STILL TO COME…….
KP Park Concession Design 6th Street Pedestrian Bridge Design
LED Street Lighting Village planning
THANK YOU SALMO
Adopted at the
Regular
Meet ing of
Counci l .
Commits
V i l lage to ear ly
and ongoing
consultat ion
wi th res idents
and
stakeholders .
OCP
CONSULT-
ATION
POLICY
Over 80
sur veys
completed.
Glow - in - the
dark bracelets
handed out
CANADA
DAY
LAUNCH
COMMUNITY SURVEY
NEW: SUSTAINABLESALMO.CA
40 submissions
Over 2200 votes cast .
Winners posted to V i l lage of Salmo websi te .
$150 Salmo bucks & g i f t basket .
SALMO
LIFESTYLE
PHOTO
CONTEST
Key Community
Assets
RESULTS
SUSTAINABLE SALMO VIDEO
Over 100 people in Salmo participated.
Reflects Survey results & Photo Contest.
VIDEO