County of Haliburton

Transcription

1 Page Finance and Correspondence Committee Agenda Wednesday, August 13, :30 o'clock a.m. County Council Chambers 1. ADOPTION OF AGENDA 2. DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF MINUTES FROM PREVIOUS MEETING Minutes of the June 11, 2014 Meeting 4. ITEMS OF BUSINESS CORRESPONDENCE SUMMARY Correspondence Report FINANCIAL REPORTS Accounts Listing Cheque Register Payroll Register Revenue and Expenditure Report 5. OTHER BUSINESS 2013 Performance Measures Report Allocation of IT Costs 6. CLOSED SESSION 7. REPORT FROM CLOSED SESSION 8. ADJOURNMENT Page 1 of 24

2 Finance and Correspondence Minutes Wednesday, June 11, 2014 Haliburton County Finance and Correspondence Committee convened a meeting on Wednesday, June 11, 2014 at 9:30 a.m. in the County Council Chambers with the following in attendance: Council: Councillor Suzanne Partridge, Chair Councillor Murray Fearrey, Vice Chair Councillor Barb Reid Warden Dave Burton Councillor Liz Danielsen Deputy Reeve Reeve Reeve Reeve Deputy Reeve Highlands East Dysart et al Minden Hills Highlands East Algonquin Highlands Regrets: Councillor Carol Moffatt Reeve Algonquin Highlands Staff: Jim Wilson CAO/County Clerk ADOPTION OF AGENDA The Chair opened the meeting at 9:30 a.m. Motion No. F Moved by: Councillor Murray Fearrey; Seconded by: Warden Dave Burton Be it resolved that the June 11, 2014 Haliburton County Council Finance and Correspondence Committee Agenda be approved. CARRIED DISCLOSURE OF PECUNIARY INTEREST The members did not disclose any pecuniary interest. ADOPTION OF MINUTES FROM PREVIOUS MEETING The draft minutes of the May 14, 2014 meeting of the Haliburton County Council Finance and Correspondence Committee were circulated to the members for approval. Motion No. F Moved by: Warden Dave Burton; Seconded by: Councillor Barb Reid Be it resolved that the minutes of the May 14, 2014 meeting of the Haliburton County Council Finance and Correspondence Committee be adopted as circulated. CARRIED ITEMS OF BUSINESS Page 1 of 3 Page 2 of 24

3 CORRESPONDENCE SUMMARY Correspondence Report Motion No. F Moved by: Warden Dave Burton; Seconded by: Councillor Murray Fearrey Be it resolved that the Correspondence Listing Report for the period ending May 10, 2014 to June 6, 2014 be received for information by the Haliburton County Council Finance and Correspondence Committee. CARRIED FINANCIAL REPORTS Accounts Listing Motion No. F Moved by: Councillor Barb Reid; Seconded by: Warden Dave Burton Be it resolved that the Haliburton County Council Finance and Correspondence Committee recommends to Haliburton County Council that the June 2014 Accounts Listing be approved. CARRIED Cheque Register Motion No. F Moved by: Councillor Liz Danielsen; Seconded by: Councillor Barb Reid Be it resolved that the Haliburton County Council Finance and Correspondence Committee recommends to Haliburton County Council that the Cheque Register for May 2014 with cheques totalling $1,156, be approved. CARRIED Payroll Register Motion No. F Moved by: Councillor Murray Fearrey; Seconded by: Councillor Barb Reid Be it resolved that the Haliburton County Council Finance and Correspondence Committee recommends to Haliburton County Council that the June 11, 2014 staff report on the Payroll Register with net deposits totalling $334, be approved. CARRIED Revenue and Expenditure Report The Finance and Correspondence Committee received the Revenue and Expenditure Report for the period ending May 31, Motion No. F Moved by: Councillor Barb Reid; Seconded by: Councillor Liz Danielsen Page 2 of 3 Page 3 of 24

4 Be it resolved that the Revenue and Expenditure Report for the period ending May 31, 2014 be received for information by the Haliburton County Council Finance and Correspondence Committee. CARRIED OTHER BUSINESS The Committee agreed to cancel the July and the August Committee meetings and bring any business items to the July and the August County Council meetings. ADJOURNMENT With no further business, the meeting adjourned at 9:37 a.m. Motion No. F Moved by: Councillor Barb Reid; Seconded by: Councillor Murray Fearrey Be it resolved that the June 11, 2014 meeting of the Haliburton County Council Finance and Correspondence Committee now adjourn. CARRIED Certified Correct Suzanne Partridge, Chair Jim Wilson, CAO/County Clerk Page 3 of 3 Page 4 of 24

5 P.O. Box Newcastle Street Minden, Ontario K0M 2K phone fax Jim Wilson, CAO/County Clerk To: From: Subject: Chair and Members of Haliburton County Council Finance and Correspondence Committee Angela Balle, Deputy Clerk/ Human Resources Assistant Correspondence Summary Listing Date: August 13, 2014 Recommendation: That the Correspondence Listing for the period of July 19, 2014 to August 7, 2014 be received for information by Haliburton County Council. Background: All correspondence received by Haliburton County or sent by the Warden on behalf of Haliburton County Council since the last meeting of Haliburton County Council held on July 23, 2014 is included on the summary listing attached to this report. All correspondence requiring action and any correspondence responding to letters sent by the Warden is attached to the agenda for review. Financial: There are no financial implications. Attached: Correspondence Summary Listing Reviewed by: Jim Wilson, CAO Page 5 of 24

6 Warden Dave Burton Date of From Subject Matter Receipt Items Requesting Action/Response Included on Council Agenda - None Action Requested Correspondence Sent/Received by the Warden- None Correspondence Received from Association of Municipalities of Ontario (AMO) Available Upon Request Informational Correspondence Included on the Agenda - None Informational Correspondence Posted on the County Website - None Other Informational Correspondence Available Upon Request Xplornet/Eastern Ontario Warden s Caucus Xplornet first telecommunications company in Canada to provide all accessible homes and businesses with internet download speeds up to 25 Mbps Information Page 6 of 24 Haliburton County Finance and Correspondence Committee August 13, 2014

7 P.O. Box Newcastle Street Minden, Ontario K0M 2K phone fax Warden Dave Burton Laura Janke Treasurer To: From: Chair and Members of Haliburton County Council Finance Committee Laura Janke, Treasurer Re: Cheque Register July 2014 Date: August 13 th 2014 Recommendation: Background: Analysis: That Haliburton County Council Finance Committee recommends to Haliburton County that the Cheque Register for July 2014 with cheques totaling $1,252, be hereby approved Cheques for the month have already been reviewed by the accounts committee subsequent to being distributed to the payees. This report is for your information. Payroll has not been included here, and forms part of a separate report. The amounts charged on the corporate visa card are included and added on to the total cheque totals, as well as other charges that are withdrawn from the corporation s bank account automatically. These amounts have been included in the above total that the committee is approving. Cheques that are over $10, have two original signatures, one being the Warden, or the CAO using the Warden s stamp. Each month, the accounts committee reviews all of the invoices paid during the previous month, and reports any anomalies to this Committee. Financial: The payments have been made from the appropriate 2014 accounts. Reviewed by: Jim Wilson, CAO Page 7 of 24

8 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/2/ Bell Canada $ O C 7/2/ Bell Canada $74.52 O C 7/2/ Canada Running Series INc. $ O C 7/2/ Canadian Linen & Uniform Service $48.26 O C 7/2/ Casandra Hart $20.00 O C 7/2/ Digital Postage On Call $1, O C 7/2/ Haliburton ATV Association $ O C 7/2/ Insight Canada Inc. $1, O C 7/2/ James Rogers $3, O C 7/2/ LCBO Accounts Receivable $4, O C 7/2/ Library Bound Inc. $1, O C 7/2/ McKee Security & Telephone Systems $ O C 7/2/ Murray Martin $ O C 7/2/ Myke Malone $3, O C 7/2/ Naylor (Canada) Inc. $ O C 7/2/ Norway Asphalt Limited $120, O C 7/2/ Owl-Lite $ O C 7/2/ Receiver General for Canada $71, O C 7/2/ St. Joseph Media $10, O C 7/2/ The Highlander $ O C 7/2/ TigerDirect.CA Inc. $ O C 7/2/ Village Trophies & Plaques $11.30 O C 7/2/ Wireless Personal Communications Inc. $ O C 7/7/ APC 35 Auto Parts $ O C 7/7/ BDO Canada LLP $4, O C 7/7/ Bell Canada $ O C 7/7/ Bent Nose Media $80.00 O C 7/7/ Bluewave Energy $1, O C 7/7/ Brown's Beverages $81.61 O C 7/7/ Carquest of Minden $1, O C 7/7/ Crestline Coach Ltd. $ O C 7/7/ CRS Contractors Rental Supply Limited Partnership $ O C 7/7/ CURRY Chevrolet Buick GMC Ltd. $57, O C 7/7/ DELL Canada Inc - Accts Rec ASAP $2, O C 7/7/ Dunloe Farm B&B $ O Page 8 of 24

9 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/7/ Emmerson Lumber $62.65 O C 7/7/ Garbutt Enterprises $ O C 7/7/ Halcom Communciations $2, O C 7/7/ Haliburton Home Hardware $13.47 O C 7/7/ Haliburton TIM-BR Mart $1, O C 7/7/ Head to Toe Outfitters $ O C 7/7/ Highlands Supply $31.39 O C 7/7/ HKPR District Health Unit $31, O C 7/7/ Hydro One Networks Inc. $ O C 7/7/ Frank Thom $1.00 O C 7/7/ Insight Canada Inc. $ O C 7/7/ J.A.C. Kernohan Construction $4, O C 7/7/ James Knight & Associates $3, O C 7/7/ James Pearsell Ent. $1, O C 7/7/ Kei-Lin Roofing Inc. $21, O C 7/7/ McKesson Canada $ O C 7/7/ Medical Mart $ O C 7/7/ Minden Home Hardware $1, O C 7/7/ Morton Metals $1, O C 7/7/ MPAC $244, O C 7/7/ MSC INDUSTRIAL SUPPLY ULC $ O C 7/7/ Northern Tower Communications $ O C 7/7/ PRAXAIR $ O C 7/7/ Purolator Courier Limited $50.23 O C 7/7/ Schwandt Aggregate $14, O C 7/7/ Sparlings Propane $1, O C 7/7/ Speedwell Mechanical $1, O C 7/7/ Stouffer Mill B&B $ O C 7/7/ TigerDirect.CA Inc. $ O C 7/7/ Walkers Heating & Cooling Systems $ O C 7/7/ Wireless Personal Communications Inc. $ O C 7/10/ Abbey Gardens Community Trust $ O C 7/10/ APC 35 Auto Parts $ O C 7/10/ AR-UPLO $2, O C 7/10/ Bell Canada $1, O Page 9 of 24

10 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/10/ Bell Mobility $2, O C 7/10/ Cintas Canada Limited $2, O C 7/10/ Crestline Coach Ltd. $ O C 7/10/ CURRY Chevrolet Buick GMC Ltd. $ O C 7/10/ Dollo's Foodland $3.38 O C 7/10/ Easton's Valumart $8.57 O C 7/10/ Garbutt Enterprises $ O C 7/10/ Haliburton ATV Association $ O C 7/10/ Hicks Morely Hamilton Stewart $4, O C 7/10/ Highlands Towing $ O C 7/10/ Interdev Technologies Inc. $ O C 7/10/ JanWay Company USA Inc. $ O C 7/10/ Library Bound Inc. $1, O C 7/10/ Master's Book Store $68.83 O C 7/10/ Medical Mart $ O C 7/10/ Medigas $ O C 7/10/ National Sanitation & Supply Company Ltd. $ O C 7/10/ Northern Computer Services $45.20 O C 7/10/ Petty Cash $28.90 O C 7/10/ Printers Plus $ O C 7/10/ Purolator Courier Limited $27.59 O C 7/10/ Reliance Home Comfort $39.72 O C 7/10/ Ridgewood Ford Mercury Sales $ O C 7/10/ Rogers Business Solutions $7, O C 7/10/ Schellenberg Line Painting $ O C 7/10/ T.L.L. Message Centre $ O C 7/10/ Tach West Technologies $ O C 7/10/ Van Houtte Coffee Services LP $ O C 7/10/ Winslow Gerolamy Motors Ltd. $12, O C 7/10/ Wireless Personal Communications Inc. $90.34 O C 7/10/ ZOLL Medical Canada Inc. $ O C 7/17/ A.J. Braun Mfg. Limited $ O C 7/17/ Advantage Packaging Limited $1, O C 7/17/ Allied Medical Instruments Inc $ O C 7/17/ APC 35 Auto Parts $1, O Page 10 of 24

11 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/17/ Barrie Martin $2, O C 7/17/ Bell Canada $56.50 O C 7/17/ Bell Canada $ O C 7/17/ Bell Canada $ O C 7/17/ Bent Nose Media $20.00 O C 7/17/ Bluewave Energy (Bancroft) $5, O C 7/17/ Brown's Beverages $58.81 O C 7/17/ Canadian Linen & Uniform Service $48.29 O C 7/17/ Commercial Truck Equipment Corp - Woodstock $1, O C 7/17/ Crystal Image Studio $54.24 O C 7/17/ CURRY Chevrolet Buick GMC Ltd. $2, O C 7/17/ DELL Canada Inc - Accts Rec ASAP $1, O C 7/17/ Fowler Construction $3, O C 7/17/ Francis Thomas Contracting $ O C 7/17/ G.F. PRESTON Sales and Service Ltd. $4.43 O C 7/17/ HALCO Electronics $45.19 O C 7/17/ Haliburton ATV Association $ O C 7/17/ Harcourt Timbrmart $ O C 7/17/ Ideal Supply $50.91 O C 7/17/ Imperial Coffee & Services Inc. $47.35 O C 7/17/ James Pearsell Ent. $1, O C 7/17/ James Rogers $2, O C 7/17/ Krystal Ryan $ O C 7/17/ Library Bound Inc. $1, O C 7/17/ Martin Grant $ O C 7/17/ Medical Mart $1, O C 7/17/ Minden Mercantile & Feed Company Inc. $ O C 7/17/ Minister of Finance $ O C 7/17/ Myke Malone $3, O C 7/17/ National Sanitation & Supply Company Ltd. $43.30 O C 7/17/ North Steel $ O C 7/17/ Ontario Association of Paramedic Chiefs $ O C 7/17/ Purolator Courier Limited $31.43 O C 7/17/ The Inukshuk Store $ O C 7/17/ The LOOMEX Group $ O Page 11 of 24

12 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/17/ TigerDirect.CA Inc. $ O C 7/17/ Tiremaster Ltd. $2, O C 7/17/ Receiver General for Canada $73, O C 7/24/ Ont Inc. $4, O C 7/24/ Aaron Berning $ O C 7/24/ Aecom Canada Ltd. $5, O C 7/24/ APC 35 Auto Parts $1, O C 7/24/ Bank of Nova Scotia $27, O C 7/24/ Bluewave Energy $7, O C 7/24/ Bob Mark New Holland Sales Limited $ O C 7/24/ Brown's Beverages $ O C 7/24/ Corporate Express Canada Inc. $ O C 7/24/ County Sign & Display $3, O C 7/24/ Crestline Coach Ltd. $ O C 7/24/ CRS Contractors Rental Supply Limited Partnership $47.46 O C 7/24/ DELL Canada Inc - Accts Rec ASAP $ O C 7/24/ Discover Business Marketing Corporation $ O C 7/24/ Dollo's Foodland $82.36 O C 7/24/ Fowler Construction $7, O C 7/24/ Francis Thomas Contracting $ O C 7/24/ Frontline Safety $ O C 7/24/ H.H.Health Services $ O C 7/24/ HALCO Electronics $12.42 O C 7/24/ Haliburton Chamber of Commerce $1, O C 7/24/ Haliburton County Echo $1, O C 7/24/ Harcort Sand & Gravel Products $ O C 7/24/ HKPR District Health Unit $31, O C 7/24/ Hydro One Networks Inc. $3, O C 7/24/ Imperial Coffee & Services Inc. $70.25 O C 7/24/ J & P Leveque Brothers $4, O C 7/24/ J.A.C. Kernohan Construction $ O C 7/24/ L. J. Pecarski Limited $1, O C 7/24/ Metroland Media Group Shared Services (KAW) $ O C 7/24/ Michelin North America Inc. $1, O C 7/24/ Minden Times $46.00 O Page 12 of 24

13 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/24/ North Steel $1, O C 7/24/ Office Connection Peterborough $ O C 7/24/ Petty Cash $ O C 7/24/ Pinestone Resort & Conference Centre $ O C 7/24/ Precision Auto Glass & Trim $ O C 7/24/ Printers Plus $ O C 7/24/ Purolator Courier Limited $19.33 O C 7/24/ Ridgewood Ford Mercury Sales $4, O C 7/24/ Rogers $ O C 7/24/ Ron Burton and Sons $13, O C 7/24/ Southern Ontario Library Service $2, O C 7/24/ Speedwell Mechanical $ O C 7/24/ Storage Systems Const.Corp $9, O C 7/24/ Sun Media Corporation $ O C 7/24/ Technical Standards and Safety Authority $ O C 7/24/ The Faren Group Inc. $2, O C 7/24/ TigerDirect.CA Inc. $73.31 O C 7/24/ Township of Algonquin Highlands $ O C 7/24/ Wireless Personal Communications Inc. $ O C 7/24/ ZOLL Medical Canada Inc. $ O C 7/31/ B.M.R. Mfg. Inc. $4, O C 7/31/ Bent Nose Media $20.00 O C 7/31/ Bluewave Energy (Bancroft) $1, O C 7/31/ Canadian Linen & Uniform Service $48.26 O C 7/31/ Canadian Union of Public Employees $2, O C 7/31/ Canadian Union of Public Employees $3, O C 7/31/ Canpar Transport L.P. $32.85 O C 7/31/ Carleton Uniforms Inc. $ O C 7/31/ City of Kawartha Lakes $ O C 7/31/ Corporate Express Canada Inc. $75.85 O C 7/31/ Crestline Coach Ltd. $ O C 7/31/ CRS Contractors Rental Supply Limited Partnership $ O C 7/31/ Crystal Image Studio $44.07 O C 7/31/ CURRY Chevrolet Buick GMC Ltd. $4, O C 7/31/ H.H.Health Services $20.00 O Page 13 of 24

14 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status C 7/31/ Halcom Communciations $2, O C 7/31/ Haliburton ATV Association $30.00 O C 7/31/ Hicks Morely Hamilton Stewart $10, O C 7/31/ Highlands Propane $ O C 7/31/ Highlands Supply $ O C 7/31/ Hydro One Networks Inc. $1, O C 7/31/ Imperial Coffee & Services Inc. $82.35 O C 7/31/ J.A.C. Kernohan Construction $1, O C 7/31/ James Rogers $2, O C 7/31/ Kawartha Lakes Business Equipment $ O C 7/31/ Library Bound Inc. $1, O C 7/31/ Lindsay Wing $ O C 7/31/ Manulife Financial $35, O C 7/31/ Medical Mart $ O C 7/31/ Minister of Finance $14, O C 7/31/ Myke Malone $3, O C 7/31/ Northern Fire & Safety Service $ O C 7/31/ OEMC $1, O C 7/31/ OMERS $119, O C 7/31/ Parker Pad & Printing Ltd. $6, O C 7/31/ Petty Cash $ O C 7/31/ Purolator Courier Limited $24.07 O C 7/31/ Receiver General for Canada $91.46 O C 7/31/ Receiver General for Canada $70, O C 7/31/ Swish Maintenance Ltd. $ O C 7/31/ The Pump Shop $ O C 7/31/ Thomson Reuters $ O C 7/31/ Township of Minden Hills $ O C 7/31/ Uponor Infra Ltd. $6, O C 7/31/ Willow Beach Cottages $ O C 7/31/ Workplace Safety and Insurance Board $28, O C 7/31/ ZOLL Medical Canada Inc. $ O Page 14 of 24

15 Accounts Payable Cheque Register Report - CIBC For The Fiscal Periods Range From To For All Vendors And For Outstanding Cheques - Computer Generated Cheque # Type Date Vendor Name Amount Status Total $1,252, Automatic 07/02/2014 CIBC EFT service $ Automatic 07/02/2014 CGBL Merchant fees $ GRAND TOTAL $ 1,252, Page 15 of 24

16 P.O. Box Newcastle Street Minden, Ontario K0M 2K phone fax Dave Burton Warden Laura Janke, CMO Treasurer To: From: Chair and Members of Haliburton County Finance Committee Laura Janke, Treasurer Re: Payroll Register July 2014 Date: August 13 th 2014 Recommendation: Background: That Haliburton County Council Finance Committee receives for information the August 13 th 2014-staff report on the Payroll Register and that it is recommended to Haliburton County Council that the payroll register for July 2014 with net direct deposits totaling $522, be hereby approved. COUNTY OF HALIBURTON PAYROLL REGISTER JULY 2014 DEPARTMENT NET PAY Council 7, Library Committee Land Division Committee Tourism Committee 0.00 ADMINISTRATION (Including Planning, Tourism, Library and Computers) 136, EMS 226, Roads and , Reimbursements 9, TOTAL 522, Direct deposits to employee s bank accounts have taken place and this report captures net payroll amounts plus reimbursements. This includes all wages but does not include benefits. Financial: The payments have been made and appropriate accounts charged against the 2014 budgeted amounts. Reviewed by: Jim Wilson, CAO Page 16 of 24

17 P.O. Box Newcastle Street Minden, Ontario K0M 2K phone fax Warden Dave Burton Laura Janke Treasurer To: From: Chair Partridge and Members of Haliburton County Council Finance Committee Laura Janke, Treasurer Re: Revenue and Expenditures to July 31 st 2014 Date: August 13 h 2014 Recommendation: That Haliburton County Council Finance Committee receives for information the August 13 th, 2014-staff report on Revenue and Expenditures to July 31 st Background: Analysis: Since the adoption of the 2014 budget, the committee will see the revenue and expenditure summary for each department as compared to the 2014 budget. The expenses that have been paid to July 31 st have been included in this report, along with the revenue received. Most of the transfers to or from the reserve accounts including internal transfers, have been made. There has been an accrual set-up for the liability for housing and social services. Department heads are given the results of their own departments, monthly in order to review their revenue and expenditures in relation to the budget. Financial: A detailed analysis of each department and by account can be made available upon request. Reviewed by: Attachments: Jim Wilson, CAO Schedule A Page 17 of 24

18 SUMMARY COUNTY OF HALIBURTON 2014 ACTUAL DEPARTMENT ACTUAL BUDGET ACTUAL % SPENT EMS AND HEALTH SERVICES $2,728, $2,776, $1,889, % PLANNING $297, $324, $226, % TOURISM $407, $425, $303, % RAIL TRAIL $39, $59, $17, % LIBRARY $671, $694, $515, % FOREST CONSERVATION $61, $62, $32, % 911 $146, $85, $67, % BUILDINGS $89, $113, $135, % ADMIN $375, $409, $390, % OMPF FUNDING ($800,100.00) ($680,100.00) ($510,075.00) 75% ROADS $5,430, $5,464, $2,075, % SOCIAL SERVICES AND HOUSING $1,708, $1,735, $1,033, % WINTER GAMES $0.00 $0.00 ($60,867.88) MISC $1,022, $1,009, $758, % INTERNET $94, $100, $49, % COMPUTERS $246, $227, $153, % Page 18 of 24 COUNCIL $133, $133, $85, % REGISTRY OFFICE ($11,010.31) ($9,000.00) ($15,132.12) 168% TOTALS - NEEDED TO BE RAISED $12,642, $12,933, $7,149, % NET TAXES RAISED ($12,533,000.00) ($12,933,200.00) ($6,427,098.65) 50% DEFICIT (SURPLUS) $109, $0.00 $722, Actual Revenues and Expenditures - July 31st- August 13th 2014

19 P.O. Box Newcastle Street Minden, Ontario K0M 2K phone fax Warden Dave Burton Laura Janke Treasurer To: From: Re: Chair Partridge and Members of Haliburton County Finance Committee Laura Janke, Treasurer 2013 Performance Measurements Date: August 13th 2014 Recommendation: Background: Analysis: That the report on the 2013 Performance Measures be received for information and be posted on the County web site. The Ministry requires each municipality to post the performance measurements that apply to them on an annual basis. The attached results are extracted from the financial information return for The results are to be posted and the web site is sufficient to meet the Ministry requirements. The measurements that apply to the County are listed on the attached schedule. These measures are based on a calendar year, and do not reflect the winter season as a whole. The Operating costs for municipal administration as a percentage of total municipal operating costs were including the transfer to MPAC in 2007 and 2008 and the Ministry has decided to exclude it again since 2009 for performance measurement purposes, since they realize that municipalities do not have control over these administrative costs. There is a summary attached of the results since we have started the measuring of these specific items, so that you may compare year over year. Financial: Attachments: The information comes from the 2013 FIR which has been completed and submitted to the Ministry of Finance Performance Measures Reviewed by: Jim Wilson, CAO Page 19 of 24

20 COUNTY OF HALIBURTON PERFORMANCE MEASUREMENTS Operating costs for paved (hard top) roads per lane kilometer 2, , , , , , , , , , Operating costs for winter control maintenance of roadways per lane kilometer 1, , , , , , , , , , Page 20 of 24 Operating costs for municipal administration as a percentage of total municipal operating costs 6.9% 9.0% 8.0% 14.7% 13.8% 7.6% 6.7% 7.0% 7.5% 7.0%

21 P.O. Box Newcastle Street Minden, Ontario K0M 2K phone fax Warden Dave Burton Laura Janke Treasurer To: From: Re: Chair Partridge and Members of Haliburton County Finance Committee Laura Janke, Treasurer Allocation of IT Costs Date: August 13 th 2014 Recommendation: That Haliburton County Council Finance Committee recommends to Haliburton County that the costs for the staff supporting the Help desk for the County, Library and municipalities be proportioned back and billed annually based on the user method, as outlined in the staff report Background: Analysis: At the May Finance Committee meeting, it was requested to provide further information to the Committee on the future costs associated for hiring another help desk support technician. Also requested was information on how these costs may be allocated, other than through the normal assessment levy. Staff advised that there were several options and information would be brought back to a future meeting, complete with full costing of each method for a year. Three options were considered in order to allocate the costs of the help desk support positions. Both positions were included, and the wages and benefits associated with the jobs. The attached chart shows the costing as it would currently be for an entire year, based on the 2014 levy and the proportion of assessment. On all of the options, the County and Library shares have been factored back into the municipal assessments on the same ratio as the current 2014 assessment. The first option is based on users. This reflects the closest to the assessment of the three options represented. With this there are still increases and decreases to each municipality over the course of a year. The second option is based on computers/mobile devices and servers. This option is also very valid and could be considered. The third option is based on the help desk calls (tickets) that have been answered. The recommendation is to choose the option of the users for a few reasons. The help desk calls, is not as easily measured, as some calls are longer than others and some are quick fixes. As much as we encourage use of this system, it is not always used, and staff may just ask a question in person, phone or , and a ticket is not always logged. Page 21 of 24

22 The number of devices is a good measure as each device does require service training and generates tickets. Generally when a user has more than one device, (iphone and ipad) the problem or query is not duplicated by the number of devices. If my question was around sharing a drive, I would have access to it on my laptop and my desktop. Either of the options billing out based on the users or the devices is a good measure and the costs associated with these models will result in some fluctuation of costs, mainly a shift from Dysart to Minden Hills. With all of these options, it will be necessary to pick a date, do the count and then do the entire year s billing to the municipality, based on the information gathered at the set date. November 30 th would be appropriate. This would then give each municipality the exact amount for the upcoming year for budgeting purposes. Reviewed by: Attachment: Jim Wilson, CAO Schedule A Page 22 of 24

23 COUNTY OF HALIBURTON OPTIONS FOR ALLOCATING COSTS IT SERVICES AUGUST 13th 2014 COSTS TO ALLOCATE ANNUALLY - 2 FULLTIME - IT HELP DESK POSITIONS (Manager not included ) $125,000 County Library Algonquin Dysart Highlands Minden Hills TOTAL Highlands East CURRENTLY BASED ON ASSESSMENT 20.7% 37.7% 14.5% 27.1% 100.0% COST $25,875 $47,125 $18,125 $33,875 $125,000 BASED ON USERS ONLY % of ALLOCATION 35.9% 9.0% 12.0% 14.5% 9.8% 18.8% 100.0% County and Library share allocated 9.3% 16.9% 6.5% 12.2% 44.9% NEW TOTAL ON THIS METHOD 21.3% 31.4% 16.3% 31.0% 100% COST $26,575 $39,250 $20,424 $38,750 $125,000 BASED ON COMPUTERS/MOBILE DEVICES/SERVERS Page 23 of 24 % of ALLOCATION 30.4% 16.1% 13.5% 12.7% 9.6% 17.7% 100% County and Library share allocated 9.6% 17.6% 6.7% 12.6% 46.5% NEW TOTAL ON THIS METHOD 23.1% 30.3% 16.3% 30.3% 100% COST $28,933 $37,845 $20,400 $37,822 $125,000

24 COUNTY OF HALIBURTON OPTIONS FOR ALLOCATING COSTS IT SERVICES AUGUST 13th 2014 COSTS TO ALLOCATE ANNUALLY - 2 FULLTIME - IT HELP DESK POSITIONS (Manager not included ) $125,000 County Library Algonquin Dysart Highlands Minden Hills TOTAL Highlands East BASED ON TICKETS (HELP DESK CALLS) % of ALLOCATION 45.7% 6.9% 9.4% 8.6% 9.1% 20.3% 100% County and Library share allocated 10.9% 19.8% 7.6% 14.3% 52.6% NEW TOTAL ON THIS METHOD 20.3% 28.4% 16.7% 34.6% 100.0% COST $25,367 $35,500 $20,875 $43,258 $125, Assume that other costs in the IT Budget relate specifically to the County 2. Just considering wages and benefits at this time 3. Assume 6 entities to allocate costs to 4. Each entity also has other IT costs- hardware software and variable costs relating to users 5. Each of the municipalities would still share proportionately through the levy in the County and Library shares Page 24 of 24