A G E N D A Approval of the Agenda for the Special Committee of the Whole (Budget) Meeting of February 16, 5:30p.m.
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1 CITY OF COLWOOD NOTICE OF SPECIAL COMMITTEE OF THE WHOLE (BUDGET) MEETING Monday February 16, 5:30p.m Wishart Road Colwood BC Council Chambers A G E N D A Approved By: Andrea debucy Page 1. APPROVAL OF THE AGENDA 1.1. Approval of the Agenda for the Special Committee of the Whole (Budget) Meeting of February 16, 5:30p.m. 2. NEW BUSINESS 2.1. Andrea debucy, Acting Director of Finance Jenn Hepting, Deputy Director of Finance Review of the 2014 Financial Plan Actual Results Compared to Budget Andrea debucy, Acting Director of Finance Looking Forward to the Financial Plan, Key Changes in Revenues and Expenditures, Budget Issues Carried Over from Andrea debucy, Acting Director of Finance Department Directors Special Projects with Funding Sources 2.4. Andrea debucy, Acting Director of Finance Department Directors Tangible Capital Assets with Funding Sources 2.5. Andrea debucy, Acting Director of Finance Department Directors Summary of Reserves and Deferred Revenue: Ensuring Funding Page 1 of 25
2 Monday, February 16, Special Committee of the Whole - Agenda is Available for Future Years Page 3. NEXT MEETING 3.1. The next Special Committee of the Whole budget meeting is scheduled for Wednesday, February 25, 2015 at 5:30 pm. 4. ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter. Page 2 of 25
3 2.1. Page 3 of 25 REVENUE & ADDITIONS SUMMARY City of Colwood Financial Plan Budget vs Actual For ttie Twelve Months Ending Wednesday, December YTD Actual Budaet Variance % Actual Budaet Remaining REVENUE Taxation (S ) ($14,156,565) $183,474 (1.3%) ($13,589,786) ($13,116,486) User Charges (1,856,450) (1,627,732) 228,718 (14.1%) (2,087,037) (1,500,796) Fines and Penalties (254,312) (227,100) 27,212 (12.0%) (265,559) (223,010) Investnnent Earnings (130,910) (159,203) (28,293) 17.8% (170,306) (58,650) Unconditional GovemmentTransfers (533,418) ( ) (39,150) 6.8% (663,380) (885,797) Conditional GovernmentTransfers (490,555) (2,630,940) (2,140,385) 81.4% (1,495,786) (2,883,933) DeveloperContributions (278,342) (223,000) 55,342 (24.8%) (144,056) (165,000) OtherRevenue (54,410) (42,250) 12,160 (28.8%) (19,305) (135,428) TOTAL REVENUE (17,938,438) (19,639,358) (1,700,920) 8.7% (18,435,216) (18, ) ADDITIONS Gain on Sale ofassets (29,951) 29, % (10,000) Debt Proceeds (2,300,000) (2,300,000) 100.0% LeaseRecognition (185,000) (185,000) 100.0% (2,145,000) Transfersfrom Reserve Funds (965,085) (2, ) (1,812,975) 65.3% (2,858,299) (3, ) TOTAL ADDITIONS (995,036) (5,263,060) (4,268,024) 81.1% ( ) (5,214,507) TOTAL REVENUE AND ADDITIONS (18.933,473) (24,902,418) (5,968,945) 24.0% (21,303,514) (24,183,607) lofis
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19 2.3. Page 19 of 25 CITY OF COLWOOD CONSOLIDATED BUDGET SPECIAL PROJECTS Budget Actual Forecast Forecast Forecast Forecast Forecast Forecast Account Description Location Duplicate Total Total Projects: $ 621,876 $ 187,678 $ 946,300 $ 232,375 $ 130,330 $ 214,220 $ 53,570 1,576,795 Used: 30.18% 52.17% (75.44)% (43.91)% 64.37% (74.99)% 1,576,795 okay Location Instances sumfcst Heritage Archives 2,500 2,500 8,000 1_Admin wsexpproj 1 10, Large Art Project 6,000 3, ,000 1_Admin wsexpproj 1 3, Council Chamber Installation 11,690 5, ,700 1_Admin wsexpproj 1 5, Heritage Artifact Storage 2,700 5,000 1_Admin wsexpproj 1 7, Consultant: Organizational Re 75,000 1_Admin wsexpproj 1 75, Events 10,000 10,200 10,410 10,620 10,840 1_Communications wsexpproj 1 52, Public Art Project 6,000 6,120 6,250 6,380 1_Communications wsexpproj 1 24, Citizen Survey 3,000 3,000 1_Communications wsexpproj 1 6, Community Profile 6,000 5,000 1_Communications wsexpproj 1 11, Waterfront Branding & Promotio 30,000 30,600 1_Communications wsexpproj 1 60, Community Wellness Initiative 15,000 1_Communications wsexpproj 1 15, City Hall Seismic Evaluation 10,500 5_Building wsexpproj 1 10, Digitizing Micro fiche 5,000 3, ,500 5_Building wsexpproj 1 6, IT Hardware 17,500 1_InfoTech wsexpproj 1 17, RISK MITIGATION 10,000 10,000 10,000 20,000 5,000 10,000 5_Engineer wsexpprojeng 1 55, LOOKOUT BROOK DAM, SAFETY WORK 32,263 26, ,500 13,000 12,000 16,000 5_Engineer wsexpprojeng 1 49, BRIDGES REPAIRS 10,000 1, , ,000 5_Engineer wsexpprojeng 1 183, Urban Ecology Master Plan 120,000 4, ,000 60,000 5_Engineer wsexpprojeng 1 196, Transportation Master Plan 78,423 96, ,500 5_Engineer wsexpprojeng 1 41, Coastline Erosion Plans and Im 75,000 2, ,000 5_Engineer wsexpprojeng 1 145, Bridge Inspections 35,000 50,000 5_Engineer wsexpprojeng 1 85, CARBON OFFSET MONEY USED FOR L 14,000 31,250 11,100 13,350 16,000 19,000 5_Engineer wsexpprojeng 1 90, Subdivision Development Bylaw 15,000 15,000 5_Engineer wsexpprojeng 1 15, TRAFFIC COUNT PROGRAM 14,950 7,350 7,350 7,350 7,350 5_Engineer wsexpprojeng 1 44, ENGINEERING OFFICE CHANGES 21,100 5_Engineer wsexpprojeng 1 21, New DCC Bylaw 70,000 5_Engineer wsexpprojeng 1 70, Land Use Bylaw Review and Down 140, ,000 4_Planning wsexpproj 1 150, Colwood Art Centre Project P 30,000 35,100 6,200 4_Planning wsexpproj 1 6, Urban Forest Strategy (Eco Pla 60,000 50,000 4_Planning wsexpproj 1 50, Social Plan 40,000 4_Planning wsexpproj 1 40, Summer Co op Student 16,125 4_Planning wsexpproj 1 16, Wilfret Pump Station Upgrade 12,000 10,005 12,000 5_Sewer wsexpproj 1 12,000 Source of Funds Total Taxes 241,760 91, , ,220 53, ,555 User Fees 12,000 12,000 Grant * 180,000 80, ,600 Contribution 6,500 6,500 DCC_Roads 247,500 60, ,500 Debt Lease Statutory Reserve ** 252,840 21,100 50, ,940 Future Expenditure Reserve 5,700 5,700 Total City Capital Projects 946, , , ,220 53,570 1,576,795 Sewer Capital Projects excluded Total Operations Capital Projects 946, , , ,220 53,570 1,576,795 2/13/2015 J:\COC_Consolidated(Live) p. 1 of 1
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21 2.4. Page 21 of 25 CITY OF COLWOOD CONSOLIDATED BUDGET TANGIBLE CAPITAL ASSETS (TCA) Budget Actual Forecast Forecast Forecast Forecast Forecast Forecast Account Description Location Total Total Capital: $ 4,255,608 $ 387,323 $ 3,958,599 $ 4,324,889 $ 3,244,493 $ 1,946,006 $ 1,099,497 14,573,484 Used: 9.10% (6.98)% 9.25% (24.98)% (40.02)% (43.50)% 14,573,484 Location sumfcst Carpet/Tile City Hall 35,000 39,884 13,500 1_Admin wse 13, Emergency Management Operation 8,530 4,561 8,530 1_Admin wse 8, Emergency Management Communit 2,500 1_Admin wse 2, Furniture for Administration 6, ,000 1_Admin wse 10, RADIOS 15,000 1_Bylaw wsex 15, VEHICLES 42,134 42,000 1_Bylaw wsex 84, Emergency Vehicle Equipment At 15,200 15,200 1_Bylaw wsex 30, Building Improvements 91,000 67,511 22,000 16, ,000 10,000 3_Fire wsexpt 223, Equipment Replacement 40,000 65, ,000 3_Fire wsexpt 215, Replace engine #51 and #57 1,675, ,000 3_Fire wsexpt 2,525, Four Dry Suits 10,000 3_Fire wsexpt 10, Paving gravel portion at stati 20,000 3_Fire wsexpt 20, SOFTWARE MS Dynamics 37,500 1_InfoTech w 37, SOFTWARE CITYVIEW 14,500 10,000 1_InfoTech w 24, Software: SHAREPOINT 50,840 1_InfoTech w 50, SOFTWARE GIS 15,000 15,000 15,000 15,000 15,000 1_InfoTech w 75, Fibre Optic Channel City Hall 26,800 1_InfoTech w 26, EMERGENCY MANAGEMENT AUXILIARY 115,000 5_Engineer w 115, TREES FOR TOMORROW 40,000 18,665 20,115 5_Engineer w 20, ANNUAL TRAFFIC CALMING IMPROVE 20,000 17,510 17,700 18,054 18,415 18,783 19,159 5_Engineer w 92, DEVITO TRAIL 9,310 1,052 12,000 5_Engineer w 12, WELCOME TO COLWOOD SIGN 30,000 34,256 5,000 5_Engineer w 5, WILFERT ROAD/WALE ROAD TRAFFIC 350,000 5_Engineer w 350, Traffic Signals UPS (Two locat 22,950 19,500 18,000 5_Engineer w 18, WILFERT ROAD EXTENSION 120,000 5_Engineer w 120, KELLY ROAD/SOOKE ROAD IMPROVEM 710,391 23,468 1,867,995 1,385,878 1,098,863 1,036,611 5_Engineer w 5,389, BUS STOPS 18,000 16,000 5_Engineer w 16, SURVEY MONUMENTS 18,000 18,000 18,360 18,727 5_Engineer w 55, HAVENWOOD CROSSWALK, SIGNAL AN 36, ,000 5_Engineer w 106, OLD ISLAND HIGHWAY, IRRIGATION 1,668 80,000 5_Engineer w 80, BICYCLE LANES ON METCHOSIN RD 120,000 20, ,000 5_Engineer w 160, WAYFINDING SIGNAGE 26,000 15,000 15,000 15,000 5_Engineer w 71,000 2/13/2015 J:\COC_Consolidated(Live) p. 1 of 3
22 2.4. Page 22 of 25 TANGIBLE CAPITAL ASSETS (TCA) Budget Actual Forecast Forecast Forecast Forecast Forecast Forecast Account Description Location Total Total Capital: $ 4,255,608 $ 387,323 $ 3,958,599 $ 4,324,889 $ 3,244,493 $ 1,946,006 $ 1,099,497 14,573,484 Used: 9.10% (6.98)% 9.25% (24.98)% (40.02)% (43.50)% 14,573, SPEED READER BOARDS 13,400 5_Engineer w 13, METCHOSIN RD PAINTER TO COTLOW 30, ,000 5_Engineer w 230, PAINTER RD PED/BIKE CONNECTION 155,000 5_Engineer w 155, TRAFFIC SIGNAL CONTROLLER REPL 21,000 5_Engineer w 21, International Crane ,000 1, , , ,000 5_PW1 wsexp 495, Electric Leaf ,000 5_PW1 wsexp 29, HVAC Replacement at City Hall 46,200 5_PW1 wsexp 46, Equipment Shed 15,000 5_PW1 wsexp 15, Pickup Truck 25,000 5_PW2 wsexp 25, Freightliner 185,000 5_PW2 wsexp 185, Haul All Garbage Truck 140,000 5_PW2 wsexp 140, Pedestrian Crossing Solar cr 10,000 10,000 5_PW2 wsexp 20, Ford Crane Crew Cab ,000 83, ,000 5_Sewer wse 400, Colwood Central Sewer Expansio 2,300,000 1,000,000 1,300,000 5_Sewer wse 2,300, Matilda and Ilott Place Sewer 170, ,520 5_Sewer wse 167, Sewage Treatment and Resource 350,000 73, ,000 5_Sewer wse 350,000 Source of Funds Total Taxes 69,035 27,500 88,200 48,360 33, ,822 User Fees Grant * 486,453 2,170,554 1,849,293 1,132,646 1,055,770 6,694,716 Contribution 50,000 35,000 85,000 DCC_Roads 120, ,000 Debt 1,000,000 1,300, , ,000 3,010,000 Lease 1,350, ,000 2,200,000 Statutory Reserve ** 1,003, , , ,000 10,000 2,196,946 Future Expenditure Reserve Total City Capital Projects 3,958,599 4,324,889 3,244,493 1,946,006 1,099,497 14,573,484 Sewer Capital Projects excluded (1,517,520) (1,300,000) (400,000) (3,217,520) Total Operations Capital Projects 2,441,079 3,024,889 3,244,493 1,546,006 1,099,497 11,355,964 2/13/2015 J:\COC_Consolidated(Live) p. 2 of 3
23 2.4. Page 23 of 25 TANGIBLE CAPITAL ASSETS (TCA) Budget Actual Forecast Forecast Forecast Forecast Forecast Forecast Account Description Location Total Source of Funds continued Total Capital: $ 4,255,608 $ 387,323 $ 3,958,599 $ 4,324,889 $ 3,244,493 $ 1,946,006 $ 1,099,497 14,573,484 Used: 9.10% (6.98)% 9.25% (24.98)% (40.02)% (43.50)% 14,573,484 * Grants Draw down (increase) to Grants Total Unconditional Transfers Other Deferred Revenue 8,353 8,353 TRSF FROM DEFERRED REVENUE GAS TAX 473, , , , ,696 2,822,629 Conditional Provincial Grants Infastructure 1,224,500 1,210, , ,074 3,858,734 Unconditional provincial grants other/one time 5,000 5, ,453 2,170,554 1,849,293 1,132,646 1,055,770 6,694,716 ** Statutory Reserves Draw down (increase) to Statutory Reserves Total RF Balance Capital Projects 84, , ,000 10, ,457 Reserve fund balance Police Building Reserve fund balance Affordable Housing Reserve fund balance Amenities Reserve fund balance Equip Replacement Reserve Fund Balance Sewer Capital Reserve Fund 117, ,520 Reserve fund balance RCMP Surplus Reserve fund balance Future Operating Exp 68,495 98, ,835 Reserve Fund St John's Church St John Heritage C Reserve Fleet Replacement Operations 367, ,000 42, ,134 Reserve Fleet Replacement Fire Hall 365,000 65, , ,000 Reserve Fleet Replacement Sewer Reserve New FireHall Reserve Infrastructure Deficit Reserve Reserve Fund Public Art 1,003, , , ,000 10,000 2,196,946 2/13/2015 J:\COC_Consolidated(Live) p. 3 of 3
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25 2.5. Page 25 of 25 DEFERRED REVENUE End Balance End Balance End Balance End Balance End Balance End Balance End Balance Development Cost Charges Deferred cash in lieu of parklands 364, , , , , , ,392 Deferred road DCC's 985,787 1,213,784 1,251,284 1,491,284 1,741,284 1,871,284 2,121,284 Deferred parklands Deferred revenue Sewer DCC's 104, , , , , , ,008 TOTAL DCC 1,454,186 1,722,184 1,979,684 2,269,684 2,569,684 2,749,684 3,049,684 Other Deferred building permits 56,000 15,000 15,000 15,000 15,000 15,000 15,000 Deferred gas tax 1,309,391 1,836,511 1,909,961 1,610,457 1,668,299 1,964,778 2,296,632 Deferred Government Grants 20,000 8,353 Deferred electronic conversion fees 24,375 31,825 25,325 25,325 25,325 25,325 25,325 Deferred revenue other 6,921 4,436 4,436 4,436 4,436 4,436 4,436 Deferred Revenue Heritage Commission 2,059 2,395 2,395 2,395 2,395 2,395 2,395 Deferred revenue frontage 410, , , , , , ,824 Deferred revenue sidewalk fund 274, , , , , , ,133 Deferred Revenue Engineering 7,792 7,792 7,792 7,792 7,792 7,792 7,792 Deferred revenue St John's Deferred Revenue Other Solar Colwood 13,985 13,985 13,985 13,985 13,985 13,985 13,985 TOTAL OTHER 2,126,210 2,552,517 2,611,114 2,276,610 2,334,452 2,630,931 2,962,785 Statutory Reserves: A full analysis of these will be made at a later meeting. Some new contributions that we can project over the next 5 years are: Community Amenities Stat Reserve (Bud $320,000/yr additions) 529, ,668 1,169,668 1,489,668 1,809,668 2,129,668 Affordable Housing Reserve (Budget $80,000/year additions) 309, , , , , ,766 Fire Hall Reserve $150,000 addition from Pacific Landing 100, , , , , ,634 Pacific Landing is also projected to contribute $100,000 to Lagoon Bridge repair 2/13/2015 J:\COC_Consolidated(Live) p. 1 of 1
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That the agenda be approved as presented CARRIED.
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