T 0 W N COBOURG. MEMO FROM IAN D. DAVEY, CA DIRECTOR OF CORPORATE SERVICE (905) EXT 4201 Origin

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1 T 0 W N OF MEMO FROM IAN D. DAVEY, CA DIRECTOR OF CORPORATE SERVICE (905) EXT 4201 idavey@cobourg.ca COBOURG To: Mayor and Members of Council From: Ian D. Davey Treasurer Re: Town of Cobourg Budget Variance Report January 1, to September 30, Date: November 29, Origin This budget variance report covers the period January 1, through September 30, and is intended for information purposes. When reviewing this report, please keep in mind that seasonality may play a role in some of the departmental variances being shown. Operating Budget Variance Report The first page of the report is a summary of the Revenue and Expenditures by category. The revenues represent those items specifically noted within each category of the municipal operating budget. The first column represents the total annual budget, the second column is the actual revenue recorded to the end of September, the third column is the remaining amount to reach budget and the fourth column is the percentage required to meet budget. The expenditures portion of page 1 have the same columns with the first column representing the total annual budget, the second column is the actual expenditure to September 30,, the third column is the remaining budget available for the balance of and the fourth column represents the remaining funds as a percentage.

2 Page 2 The second page of the report provides a further breakdown of revenue received to September 30, by department which supports the figures on the summary page. Pages 3 to 5 The remaining pages, 3 to 5, provide a similar departmental breakdown of expenditures made to September 30, again by department and support the expenditure amounts as shown on the summary page. Capital Projects Report A separate report has been provided which lists the capital projects and a reference to the page number in the Capital Budget. The first column shows the total amount budgeted for the project. The second column represents the expenditures on those projects to the end of September. The remaining columns report the source of funding for these capital works. The final column indicates the remaining funds available to complete the project. A negative number indicates funds available while a positive number represents a project which has exceeded budget. Total expenditures on capital projects to the end of September were $2,452, or about 31.44% of the total capital budget for the year of $7,799,520. Conclusion This report has been provided for information purposes and will be updated to the end of and presented to Council in If there are specific questions on any of this information I would be pleased to answer them. It would be helpful to provide any questions in advance of the meeting to allow time to review the financial details behind these summaries. Respectfully submitted, Ian D. Davey, BBA CPA CA Treasurer / Director of Corporate Services council financial reports \townq2 2008

3 TOWN OF COBOURG OPERATING VARIANCE REPORT AS OF SEPTEMBER 30,

4 TOWN OF COBOURG PAGE 1 FOR THE PERIOD ENDED SEPTEMBER 30, SUMMARY REVENUE ANNUAL YTD ACTUAL General government 183, , , Protection services 443, , , Public Works 718, , , Environmental 5,524, ,301, ,222, Parks & Recreation 2,753, ,985, , Culture & Community 184, , , Planning & Residential 74, , , Commercial & Economic 1, , ,883, ,599, ,284, EXPENDITURES General government 3,263, ,354, , Protection 11,573, ,373, ,199, Public Works 4,978, ,928, ,050, Environmental 3,604, ,261, ,343, Social & Family 60, , , Parks & Recreation 6,582, ,734, ,847, Culture & Community 1,577, ,343, , Planning & Residential 501, , , Commercial & Economic 636, , , ,778, ,825, ,952,

5 TOWN OF COBOURG PAGE 2 FOR THE PERIOD ENDED SEPTEMBER 30, REVENUE ANNUAL YTD ACTUAL GENERAL GOVERNMENT Clerks 167, , , Finance 16,380 12, , , , , PROTECTION SERVICES Fire 10,000 7, , Police 40,000 35, , Building Department 375, , , Property Standards 18,700 12, , , , , PUBLIC WORKS Engineering review fees 50, , Parking enforcement 521, , , Transit 147, , , , , , ENVIRONMENTAL WPCP 1 5,524,172 4,301, ,222, PARKS & RECREATION Parks Administration 136,490 17, , Marina 684, , , Trailer Park 276, , , Dredging 50,000 61, , Arena 276,438 67, , Cobourg Community Centre 1,254, , , Seniors Activity Centre 66,200 68, , Legion Fields 9,000 41, , ,753,857 1,985, , CULTURE & COMMUNITY Concert Hall 164, , , Market Building 20,000 18, , , , , PLANNING & RESIDENTIAL Planning 64,000 59, , Comm. of Adjustment 10,000 11, , ,000 70, , COMMERCIAL & ECONOMIC Tourism 1,500 1,

6 TOWN OF COBOURG PAGE 3 FOR THE PERIOD ENDED SEPTEMBER 30, EXPENDITURES ANNUAL YTD ACTUAL $ % GENERAL GOVERNMENT Council 301, , , CAO 240, , , Clerks 462, , , Finance 623, , , Information Technology 228, , , Communications 163, , , Victoria Hall 642, , , Financial 269, , , Personnel 311, , , Health & Safety 22,100 14, , ,263,628 2,354, , PROTECTION SERVICES Fire 2,864,464 1,915, , Police 5,355,684 3,853, ,501, Police Service Board 81,014 68, , Court Security 449, , , Police Facilities 195, , , Business Services 1,005, , , Communications Centre 623, , , Conservation Authority 213, , Animal Control 95,150 70, , Building Department 400, , , Property Standards 91,630 11, , Emergency Management 133,777 49, , By-Law Enforcement 63,295 61, , ,573,315 8,373, ,199, PUBLIC WORKS Engineering 351, , , GIS 154, , , Public Works 2,022,955 1,742, , Bridges 1,095 3, , Roadside Grass 0 12, , Forestry (moved to parks) Storm Drain System 21,100 68, , Roadside Litter 51,100 60, , Hardtop Maintenance 148,200 60, , Safety Devices 127, , , Winter Maintenance 147, , , Long-term debt 429, , , Sidewalks 47, , , Parking Lots 91,550 62, , Parking enforcement 122,238 49, , Transit 731, , , Crossing Guards 55,375 37, , Street Lighting 476, , , ,978,826 3,928, ,050,

7 TOWN OF COBOURG PAGE 4 FOR THE PERIOD ENDED SEPTEMBER 30, EXPENDITURES ANNUAL YTD ACTUAL ENVIRONMENTAL WPCP 1 1,581,945 1,026, , WPCP 2 1,369, , , Sanitary Sewer Pumphouses 69,795 65, , Sanitary Sewer System 384, , , Storm Sewer Pumphouses 30,625 20, , Garbage Collection 7, , Landfill - long-term debt 160, , , ,604,729 2,261, ,343, SOCIAL & FAMILY SERVICES St Peters Court 43,000 44, , Physician Recruitment 17,100 17, ,100 61, , PARKS & RECREATION Parks Administration 1,527, , , Horticulture 89, , , Parks Maintenance 214, , , Forestry Services 219, , , Parks Athletic Fields 23,500 18, , Parks Turf Maintenance 8,000 4, , Subtotal 2,082,671 1,517, , Centennial Pool 23,900 6, , Outdoor Rink / Fountain 36,800 38, , Parks - long-term debt 484, , , Marina 610, , , Trailer Park 148,964 80, , Beach Washrooms 64,250 59, , Walkway 58,481 62, , Dredging 74, , , Arena 364, , , Cobourg Community Centre 2,282,922 1,548, , Seniors Activity Centre 118,896 77, , Legion Fields 25,815 78, , Acquatics / Lifeguards 207, , , ,582,776 4,734, ,847, CULTURE & COMMUNITY Cultural Administration 98,179 14, , Organizational grants 47,951 40, , Special Events 223, , , Concert Hall 295, , , Library 843, , , Market Building 18,200 10, , Art Gallery 30,000 30, Concert Band of Cobourg 20,200 18, , ,577,496 1,343, ,

8 TOWN OF COBOURG PAGE 5 FOR THE PERIOD ENDED SEPTEMBER 30, EXPENDITURES ANNUAL YTD ACTUAL $ % PLANNING & RESIDENTIAL Planning 379, , , Comm. of Adjustment 65,699 34, , Comm. for Art in Public Spaces Heritage Committee 55,864 12, , , , , COMMERCIAL & ECONOMIC Economic Development 390, , , Tourism 236, , , Henley Arcade 3,300 7, , Old Firehall Theatre 6,300 4, , , , , Operating Budget Variance Report

9 TOWN OF COBOURG PAGE 6 FOR THE PERIOD ENDED SEPTEMBER 30, EXPLANATORY NOTES PAGE 1 -SUMMARY 1) Overall revenue is within 23.11% total budget as of this report (expected 25%) and it is anticipated that total revenue targets will be met. 2) Total expenditures indicate 27.31% of total budget remaining (expected 25%) as of this report and it is anticipated that total expenditures will stay within budget for the year. PAGE 2 - REVENUE 1) Building department revenue has almost reached the budget total as of the date of this report. 2) Engineering Review Fees - all subdivision agreements are reviewed on an annual basis and any charge-backs to developers will be done in the final quarter. 3) Parking enforcement - is running ahead of budget however the bulk of parking revenue comes in during the summer months from the waterfront. 3) Parks Administration - the bulk of this revenue ($100k) is in the form of a transfer from Parking Revenue and this transfer will happen at year-end. 4) Revenue from Arena and CCC are weighted more to the final 3 months of the year so it is expected that budgets will be met. The exception may be the arena since budget included rental of the Jack Heenan Arena to the WNCC and these negotiations are ongoing. 5) Seniors Activity Centre revenues have exceeded budget as of this date. 6) Legion Fields revenues include the gross receipts from operation of the canteen this year. There is a corresponding increase in expenditures to show purchase of items for sale in the canteen. The user fees for use of Legion Fields also increased this year. 7) The Concert Hall revenue has lagged behind budget to date and staff are currently looking at ways to improve this for future years. PAGE 3 - EXPENDITURES 1) General Government - expenditures are tracking within budget expectations with 27.68% remaining of the total budget. 2) Protection Services - Court Security appears to be the one segment of the Police budget that has exceeded budget expectations at this date. This will need to be reviewed during the final quarter of the year and at year-end. Overall protection services are tracking within expectations. 3) Publilc Works - the budget for salaries and benefits is included on the "Public Works line and this will account for the appearance of overages in many of the sub-categories within this division. GIS - software is a large part of this budget and all of these expenditures happen early in the year. Storm Drain System - considerable work was done in this area with $45k of salaries and benefits being charged to this account. Winter Maintenance - budget has been exceeded to the end of Q3 however there may not be significant further expenditures to get to year end (weather dependent). There may also be year-end adjustments for materials inventory which will reduce the charge to this account.

10 TOWN OF COBOURG PAGE 7 FOR THE PERIOD ENDED SEPTEMBER 30, EXPLANATORY NOTES PAGE 3 - EXPENDITURES (continued) 3) Sidewalks - did not build any new sidewalks this year so more work done on repair and maintenance of existing sidewalks. Mostly salaries and benefits in this category. Parking Enforcement - there will be a year-end reconciliation to distribute all by-law related costs to the appropriate accounts. Refer to By-Law enforcement under Protection Services almost spent in total at end of September. Crossing Guards - these funds will be spent in the final quarter of the year. Steetlighting - the bulk of this budget is for electricity and much heavier usage in fall and winter months. PAGE 4 - EXPENDITURES 4) Environmental - the total expenditures are tracking at less than budget through the first three-quarters of. 5) Social and Family Services - these accounts are once a year expenditures which have been made in full by the date of this report. 6) Parks & Recreation - salaries and benefits are all budgeted under Parks Administration so refer to the "subtotal" line which indicates 27.15% of budget remaining. Centennial Pool - maintenance is part of agreement with Northumberland YMCA and they will invoice in final quarter for these expenses. Outdoor Rink /Fountain - the season usually does not start until almost the end of the year so we do not anticipate significant expenditures in 04. Marina / Trailer Park - there will be a year-end reconciliation to ensure a proper allocation of expenditures between these departments. Beach Washrooms / Walkway - expenditures for the year are mostly complete by the end of Q3. Dredging - there will be year-end adjustments required to allocate dredging costs to appropriate accounts according to budget. Arena / CCC - expenditures do not occur evenly throughout the year with more weight on the final quarter of the year so it is anticipatedt that these accounts will be close to budget by year-end. Legion Fields - as explained with revenue from Legion Fields there is an increase in purchase of supplies for the canteen which is offset by additional revenue. Also there were considerable costs in bringing the canteen back to working order which may have to be recovered in future years. Acquatics / Lifeguards - payments to Northumberland YMCA for this service are made quarterly and will be on budget by year-end. 7) Culture & Community - there will be some adjustments between Cultural Administration and Parks Administration required to agree salaries and benefits split of the budget amount. Organizational Grants are normally paid once the budget is passed. The exception being the in-kind grants for use of facilities.

11 TOWN OF COBOURG PAGE 8 FOR THE PERIOD ENDED SEPTEMBER 30, EXPLANATORY NOTES PAGE 4 - EXPENDITURES (continued) 7) Special Events - majority of special events take place in first part of the year so expenditures are mostly in that part of the year as well. Library - operating grant is paid quarterly in advance so at the end of Q3 funds have been transferred to Library for their 04. Market Building - there will be year-end adjustments to allocate additional costs to market building for shared services as budgeted. Art Gallery and Concert Band of Cobourg - funds are allocated when the budget is passed early in the year PAGE 5 - EXPENDITURES 8) Planning & Residential - there will be a year-end reconciliation to agree expenditures between Heritage, Planning and Committee of Adjustment. This is mostly regarding salaries and benefits. In addition, there are recoveries from Reserves to offset some of the special projects which will be recorded at year-end. 9) Commercial & Economic - expenditures are lower than expected as a result of work on Downtown Vitalization not proceeding to date in as budgeted. In addition, the position of Business Development Officer was not filled as of the date of this report and will not be filled in. Henley Arcade - over expenditure is a result of emergency roof repairs required during the winter and spring of this year. Roof replacement has been added to the 2018 capital budget request. Old Firehall Theatre - will be close to budget by year-end as there have been some repairs during 04 to the heating system. Budget Variance Report - Explanatory Notes

12 TOWN OF COBOURG CAPITAL PROJECTS REPORT AS OF SEPTEMBER 30,

13 TOWN OF COBOURG PAGE 1 CAPITAL PROJECTS REPORT - AS OF SEPTEMBER 30, Prior Year Capital From Other Balance at PG Budget Expenditure Debenture Budget Levy Reserve Funding Sept 30, GENERAL GOVERNMENT 3 Computerization 35, , , Victoria Hall - Carpet West side stairs 6,000 4, , , Market Building - Interior 20,000 15, , , Second Street Firehall - Exterior work 170, , , , Victoria Hall - Plaster Repairs 10,000 10, , Victoria Square Study 65,000 49, , , , , , , , PROTECTION - POLICE 13 Building Renovations 375, , , , , Vehicle Purchases 155,000 89, , , Computer Purchases 50,000 19, , , Plate Recognition Software 60,000 34, , , Waterfront Kiiosk 40,000 28, , , Weapons Storage & Security 75,000 21, , , Radio Repeaters 10, , , , , , , , PROTECTION - FIRE 20 Radio Communication 15,000 2, , , ,000 2, , , ROADS! SEWER 26 Asset Management Software 55,500 10, , , , Kerr Street - Division to D'Arcy 1,675,520 28, , ,340, ,646, James SE Reconstruction 895, , , , , , Asphalt Resurfacing 300, , , Sidewalk Construction 100, , , Pre-Engineering 60,000 8, , , Active Transportation 15,000-15, , D'Arcy St Traffic Improvements 10,000-10, , Midtown Creek - Storm Water Management 200,000-66, , , Bucket Truck Replacement 65,000-65, , Snow Plow / Dump Truck -6 Ton 290, , , , Backup Generator - William St Pump Statior 50,000 4, , , Parking - New Pay and Display Units 40,000-40, , Transit-Audible Stop Announcement 25,000 22, , , Transit- Public Transit Infrastructure Fund 325, , , , , ,106, , , , ,757, ,737, ,184, PARKS 56 Cooey Park Development 10,000-10, , Daintry Cresc Park Development 10,000-10, , Backhoe 175, , , Arborist Truck 50,000 31, , , Manager Truck 50,000 31, , , James Cockburn Park 180,000 2, , , , Legion Fields - Building Improvements 25,000 42, , , Playground Equipment - Ballantine St Park 30,000 4, , , Legion Fields - Upgrade Diamond Clay 15,000 14, , Waterfront Masterplan 145,000 53, , , Accessible Beach Mat Extension 3,000 3, , Tennis Court Improvements 10,000 1, , , Foot Mower 50,000 53, , , Legion Fields - Sun Shelter 25,000 23, , , , Walkway - Paver stone replacement 25, , , , , , , , ,357.11

14 TOWN OF COBOURG PAGE 2 CAPITAL PROJECTS REPORT - AS OF SEPTEMBER 30, PG Budget Expenditure Debenture Prior Year Budget Capital Levy From Reserve Other Funding Balance at Sept 30, MARINA 80 East Pier Sink Hole Repairs 25,000-25, , , , , COBOURG COMMUNITY CENTRE 83 Canteen & Pro Shop Renovations 190, , , , New Zamboni 95,500 22, , , , Replace Piping - Mechanical Room 16,000 16, , Laser Level for Ice Resurfacing 20,000-20, , , , , , , CONCERT HALL 91 LED Lighting Upgrade 10,000 12, , , Dimmer Modules 15,000-15, , ,000 12, , , , SPECIAL EVENTS 94 Special Events - Christmas Magic Storage 8,000 5, , , COMMUNITY DEVELOPMENT 97 Downtown Vitalization - Signage 20, , , Tourism a& Wayfinding 10, , , , , , TOTAL before Environmental 6,404,520 2,243, , , , ,700, ,944, ,160, ENVIRONMENTAL 2 Backup Power Generator - Plant 2 500, , , Roof Replacement Admin Biding Plant 2 170, , , , Raw Sewage Pump Replacement 50,000-50, , Gas Train - TSSA Code Upgrade 50,000 28, , , Auto-Sampler (portable) 10,000 9, , Clarifyer Gearbox Replacement Plant 2 50,000-50, , Diffused Air - Plant 2 565,000 24, , , , Total Environmental Services 1,395, , , , ,186, TOTAL CAPITAL 7,799,520 2,452, , , , ,657, ,382, ,347,500.80