2018 Quarterly Report - Q1 (January 1-March 31)

Transcription

1 Brad McRoberte, MPA, P. Erg Chief Administrative Officer The Corporation of the Town of South Bruce Peninsula P.O. Box 30, 35 George Street Wiarton, On NOH 2T0 Telephone: (59) ext. 06 Fax: (59) Toll Free Report Re: Council, May 5,208 Report No: CAO Subject: 208 Quarterly Report - Q (January -March 3) Recommendation: That CAO report number CAO dated May 5, 208 regarding the 208 Quarterly Report-Q (January -March 3) be received for information; Link to Strategic Planning: Goal : Supportive and Accountable Municipal Operations and Governance, under Objective.2 that works towards a Municipal Structure that improves Town-wide Management and Operations Goal 3: Sustainable nfrastructure and Build Environment under Objective 3. that works towards a Local nfrastructure that is viable, progressive and sustainable... Background: Staff have traditionally prepared a quarterly financial report as well as a quarterly qualitative summary of activities by department. n discussions between Council, the Chief Administrative Officer and senior staff, the report herein is being proposed as a more consolidated report for Council s information. The intent of these reports is to ensure Council has the financial information, but also some additional insight as to the status of operations and capital projects. Each quarter, staff will continue to provide the financial summaries for operations, along with a comment as to the status and/or any significant variances as required. n addition, a Capital Summary will be provided that will illustrate all capital spending and the projects affected. Further, in subsequent reports, Council will see a full reconciliation of all historic projects that have committed funds outstanding. Simply due to timing, this was not part of the Q report, and only the 208 projects have been commented on. For some departments there will be additional metrics provided for information, as Council has indicated that they still wish to be apprised of some of the additional information previously included in the quarterly qualitative reports.

2 The layout of the report is such that it is presented from the Chief Administrative Officer, but all departments will provide input and comment for their respective areas of responsibility. The attachments will be the variance analysis for operations and the capital project status updates, with the report body to include a brief overview from the CAO, as well as some supplemental information by department. Some first quarter data is provided below and will be modified as the report structure gets enhanced. The intent for changing the presentation is to simplify the reporting while still providing meaningful information that can be used for decision-making. CAO Overview: Reviewing the information with the report it does not appear that there are any significantly distinguishable trends to be commented upon either positively or negatively. Greater trend patterns may become more evident in subsequent quarterly report. Fiscally the organization is on track with budgetary projections and staff do not see any budgetary concerns at this time. The metrics being provided will also be used over multiple years to assist the organization in planning for future servicing and resource needs. The CAO and staff will use these longerterm metrics to determine if and when service or resource issues could become problematic in advance such that the organization has the ability be proactive as opposed to reactive. The format and content of this reporting structure will be dynamic as staff continue to adjust to the format and consider the type and value of information in this format. Clerks: tem Quarter Annual YTD Quarter Annual Marriage Licenses Planning Applications Freedom of nformation Requests Livestock Evaluations 2

3 Building: Permit Activity Jan - Mar 208 Permit Activity Jan -Mar 3,207 Cmnt fe& Type C&usi Wm&mug Fees itstew Residential ialerations & R p«i;irs SwMngs lnd. Coni. 4 lust) Additions jdenioijtisms jw<h>d Burning iplumbing ;Aec ssory SwMinp Farm Suildnp jcisss 4 4 $ $i4s44.?e : Mew Residential i. $994,7*799 $20907,70 4 $ $, : AlsrafioRi & Repairs 0 $90,99040 $29940 $ $20090 : AddiSons 8 $8,24990 $288,00090 eiwlitfeiis *.» «$2,42, : $ $9, $37590 : Change of Use $mmbm $ $&4099Q.Accessory Buildings $ $,34.46 $9090 : 8 2 $0,30090 Fawn iuild«fl«mfi»m $30490 $300.00! 0 $229* $9, i Class 4 7 S4S.B0G.C0 $2,90090 ; 2 $, $409, $39, : j $20, _ ei,ooo.oo $3, *,004,0.00 $40,.30 ; Finance: Most of the financial update and variance analysis is self-explanatory but this section will be enhanced to discuss items like overview and status of tax arrears, investment or reserve balances, grant application status, or other items that may be of particular note. Public Works: Operational comments have been included in the variance report attached.! 3

4 : 208 first quarter statistics, followed by 207 first quarter for comparison purposes by call type in table and by summary in chart formats. 208 l Station Georgian Station Saugeen 30 Bluffs 40 Reserve Total Type of,]st Year,jSt Year,jSt st mm--, St Call to to to osel Quarter Quarter Quarter Quarter Quarter Structure 0 : 3 2 K 0 5 Alarm Activation, No Chimney 0 u 0 o 0 0 Vehicle 0 m Motor Vehicle Accident mo Medical Mutual Aid 0 ml 0 0 CO Alarm 2 4 Burning Complaint Assist Other Agencies Other Sot 9 l TOTAL

5 207 Type of Call Structure Alarm Activation, No Chimney Vehicle Motor Vehicle Accident Station 30 st Quarter T Georgian Bluffs Station 40 ry^r Saugeen Reserve Total Year Year st st st st Quarter to Quarter» Quarter Quarter 0 o 0 0 M ] Medical Mutual Aid CO Alarm Year : Burning Complaint Assist Other Agencies Other TOTAL 8 m l Appendix: Operational Budget vs Actual, Capital Budget vs Actual Options: As this report is being provided for information purposes, no options are being presented. 5

6 nter-departmental mpact: All internal departments had input into this report. Budget mplications: Approval of Manager of Financial Services There are no budget implications as a result of this report as it is being provided for information purposes only. The quarterly results are tracking well to budget overall but detailed comments are provided on the attached documents. Expected of Completion: Not applicable. Respectfully submitted Brad ttro^rts, MPA, P. Eng. ChiefMdministrative Officer / May 0, 208 6

7 Town of South Bruce Peninsula Quarterly Variance Summary At March 3,208 Operating Budget Tax Supported 208 Annual 208 Q (Jan-Mar) 208 Q (Jan-Mar) % Quarterly Budget Quarterly $s 207 Q (Jan-Mar) NET Budget NET Budget NET Actual Used Remaining NET Actual Comments for line items with significant variances 0-0 Council 0-30 Legal 8, , General Admin Expenditures 2,095, Gen Govt Rev & Tax 0-03 Elections (3,402,4.9) 26, Boards & Committees Of Council 46, Protection 0-2 Police Protection 0-3 Grey Sauble Cons. Authority 0-5 Sauble Beach Maintenance 0-6 By-Law Enforcement 0-8 Animal Control 0-20 Pw - Bridges & Culverts 0-2 Pw - Roadside Maintenance 0-22 Pw - Hardtop Maintenance 0-23 Pw - Loosetop Maintenance 0-24 Pw - Winter Maintenance 0-25 Pw - Safety Devices 0-27 Pw - Stormwater Management 0-28 Pw - Administration 0-29 Pw - Fleet 0-32 Streetlighting Systems 0-42 Garbage Collection 0-43 Garbage Disposal (Landfill Site) 0-44 Recycling 0-50 Cemeteries 0-5 Parks 0-52 Recreation 0-53 Sauble Beach Community Centre 0-54 Libraries & Ross Whicher Centre 0-55 Sauble Community School 0-56 nfo Centre/Medical Clinic - Sauble Beach ,43, , , (2,840.00) ,85, ,05, , , , , , (3,350,535.48) 6,742.50, , , , , , (3,20.00) , , , , , , , , (5,642,208.), (5,770.00) -5 78, , , (27.28) 0, (7,977.47) 249% , % 78, % 2, % , , , , , , % (25,558.32) 22% 75, % 27, % 2,29, % 5, , % 0, % 3, % % 30, % 4,4.66 4, , , , , , % (97,95.8) 66% 77, % 2, % 32,89.8 5% 46, % (6,095.22) 8, (8,7.) -47% 27, , % 04, , , % (7,25.79) , , , (559.7) 54, % 6, % 5, % (3,365.59) 23, ,99.66 Hospital grant paid, otherwise operating as expected 60,822.7 Legal expenses (all types) incurred in first quarter below budgeted Timing of interest expense and reserve transfer entries - all other lines 545t944,45 tracking to budget nterim tax bills issued for two quarterly instalments - timing difference of (5,338,593.96) revenues, Election expenses expected to be in later quarterly periods 5,987.2 Revenues from other municipality received but expenses not yet incurred 25, Volunteer remuneration not paid; all other expenses tracking to budget 600,66.9 Tracking to budget per contract Tracking to budget per Conservation budget Beach maintenance activities on hold; other expenses expected in 2, spring/summer Revenues from NBP received in Q but expenses not incurred (,295.79) Significant dog license revenue received in Q; expenses not yet incurred 4, Timing of operational activities - expected to equalize in Q2 and Q Timing of operational activities - expected to equalize in Q2 and Q3 67,87.27 Timing of operational activities - expected to equalize in Q2 and Q3 8,22.85 Timing of operational activities - expected to equalize in Q2 and Q3 99,43.60 Operating as expected 7, Timing of operational activities - expected to equalize in Q2 and Q3, Timing of operational activities - expected to equalize in Q2 and Q3 436, nternal payroll allocation entry not yet performed-tracking well otherwise 79,60.29 Transfer to reserve not yet performed-tracking well otherwise 30,69.79 Timing of Hydro expenses for streetlights-tracking well otherwise 6,03.39 Timing of payment to Miller Waste-tracking well otherwise 6, Transfer to reserve not yet performed-tracking well otherwise 70,565.0 Timing of recycling sales revenues- tracking well otherwise (4,233.75) nternal payroll allocation entry not yet performed-tracking well otherwise Seasonality of department; internal payroll allocation entry not yet 54, performed 23,53.56 nternal payroll allocation entry not yet performed-tracking well otherwise,84.85 nternal payroll allocation entry not yet performed-tracking well otherwise 2, Timing of utilities and maintenance expenses-tracking well otherwise 6,202. Service agreement timing-paid in Q -will equalize during the year No activity to date, including transfer to reserve 3/3/208 Monthly Financial Report - March 3, 208 PAGE

8 Town of South Bruce Peninsula Quarterly Variance Summary At March 3, Annual NET Budget 0-57 Pool 49, Arena 0-59 W. nfo Centre, Camp & Trainstn 0-60 Wiarton Willie 0-6 Economic Development 0-62 Drainage 0-63 Wiarton Bia 0-64 Docking Facilities 0-65 Planning Total Net Levy Requirement Operating Budget User Pay 0-4 Building nspection Division 0-40 Wiarton Waterworks System 0-4 Amabel Waterworks System 0-45 Wiarton Sewer System Total User Pay Total Operating Budget 208 Q (Jan-Mar) 208 Q (Jan-Mar) % Quarterly Budget Quarterly $s 207 Q (Jan-Mar) NET Budget NET Actual Used Remaining NET Actual Comments for line items with significant variances 2, %, ,953.5 Timing of operational activities - expected to equalize in Q2 and Q3 89, , , (88,296.60) (22,074.5) (52,033.70) 236% 66, , (9,86.47), % 0, , n/a (,908.48) -28% (7,770.00) (,942.50) (,850.00) 95% (.3) (0.33) (3,587,829.32) d-3) (0.33) 26,795.8 n/a (59,699.38) n/a (8,524.50) n/a (44,920.02) (259,348.09) (3,847,77.4) 4, , , , , (475.43), (92.50) 3,587, (26,795.8) 59, , n/a 44, , ,847, , nternal payroll allocation entry not yet performed-tracking well otherwise (49,39.39) Campground booking revenues in Q-no expenditures at Q Event is budgeted for net zero. Revenues exceeded expenses and will (20,844.26) be transferred to reserves 4,952.4 Operating as expected No drainage expenses in Q (26.83) Operating as expected - budget not entered for Q (,545.54) Wiarton Marina lease revenues - expenses not yet incurred in Q (466.63) Tracking to budget (2,75,27.22) Building permit activity as expected in Q - variance is timing of revenues 26, and expenses nternal payroll allocation entry & transfers to reserves not yet performed- (0,692.5) tracking well otherwise nternal payroll allocation entry & transfers to reserves not yet performed- 6, tracking well otherwise nternal payroll allocation entry & transfers to reserves not yet performed- (38,948.57) tracking well otherwise (6,835.88) (2,722,07.0) Variances by Significant Expense Category Corporate wide Legal Corporate wide Salaries Corporate wide Utilities Corporate wide Telephone 447, ,573, , ,90.00, , , , , , , , % 87% 09% 79% 88, ,80.25 (5,302.30) 3, , Legal expenses (all types) incurred in first quarter below budgeted Staffing vacancies in Q, along with seasonal expected to equalize in Q2 86,95.68 and Q3 63, Timing of winter/arena utiltiies, expected to equalize in Q2 and Q3 3, Operating as expected 3/3/208 Monthly Financial Report - March 3, 208 PAGE 2

9 Town of South Bruce Peninsula Public Works Department Capital Budget Projects Budget Year Status at March 3, 208 Project Year-to- Year Project D Project Name/Description Original Budget (incl Prior Year) Comments 208 T-8-0 Software Upgrade (Windows * MS Office $ 7,000 Projects to proceed Q2 or Q3 208 T-8-02 Computer Replacement $ 0,000 $, Projects to proceed Q2 or Q3 OUi iwaitlo n icii iuc?i i ici no \\ji 208 uai T-8-03 $ 5,000 $ 2, Upgrade purchased 208 GG-8-0 Shredder (second unit) $ 0,000 Quotes to proceed Q2 or Q3 CAO Office Furniture; network printers; filing cabinets; pagers; shortfall from unspent carried 208 GG-8-02 Office Furniture $ 2,500 $ 5, forward from ES-8-0 Equipment $ 45,000 $ 2, Pagers; remaining projects to proceed Q2 or Q3 208 ES-8-02 Auto Extrication Replacement $ 45, WM-8-0 Density Study $ 25, WM-8-02 Landfill Compactor $ 250,000 $ 330, Shortfall offset with loader/reserves 208 WM-8-03 Landfill Loader $ 235,000 $ 6, Surplus offsets compactor 208 ST-8-0 Downtown Storm Separation $ 20,000 CAO to provide revised strategy 208 ST-8-02 Gould St - Pengally to Frank $ 237,000 CAO to provide revised strategy 208 ST 8-03 Mallory Beach Drainage $ 30, FL-8-G GPS Tracking Equipment $ 20,000 Staff investigating solutions 208 FL-8-02 Half Ton Pickup Truck (4WD) $ 38,000 Tender awarded April; pending delivery 208 FL-8-03 Half Ton Pickup Truck (2WD) $ 30,000 Tender awarded April; pending delivery 208 FL-8-04 Half Ton Pickup Truck (4WD) $ 38,000 Tender awarded April; pending delivery 208 FL-8-05 Plow - Single Axle $ 00,000 Staff monitoring for used piece 208 RD-8-0 Gould St - Pengally to Frank $ 784,000 CAO to provide revised strategy 208 RD-8-02 Pengally Ave $ 85,000 CAO to provide revised strategy Lakeshore Blvd N - Sauble Falls to 208 RD-8-03 th $ 25,000 Drain work ongoing, road work in fall 208 SW-8-0 Sidewalk Replacement $ 40,000 { 208 ARE-8-0 Arena Generator Transfer Switch $ 8,000 Quotes obtained-project pending 208 PL-8-0 Pump $ 6, PL-8-02 Filters $ 25,000 Hepworth CC- Renovations for 208 CH-8-02 Tourism nformation Centre $ 75,000 $ 2, Readying site for operations to begin July 208 CH-8-0 Sauble CC - Generator Transfer $ 8,000 Quotes obtained-project pending 208 FAC-8-0 Sauble Library (Doors $ 5,000

10 Town of South Bruce Peninsula Public Works Department Capital Budget Projects Budget Year Status at March 3, 208 Project Year Project D Project Name/Description Original Budget Year-to- (incl Prior Year) Comments 208 FAC-8-02 Town Hall (Floor) $ 5,000 Flooring issue resolved with mats; funds redirected to back entrance door 208 FAC-8-03 Sauble Town Square $ 500,000 $ 6,40.88 Geo-tech 208 PK-8-0 Tennis Court Resurfacing (Wiarton) $ 20, PK-8-03 Mobility Mats (Sauble) (200 x 5') $ 25,000 Grant Rec'd $2,000 - dependent on fundraising 208 PK-8-04 Skateboard Park $ 50,000 Tender awarded, project proceeding 208 PK-8-05 Playground Equipment (ASCS) $ 08,000 Tender underway-work to be completed by Sep 208 BP-8-0 Replace Big O on top of fence (Wiarton) Bleacher Replacement - Composite $ 4,000 Materials ordered-complete mid-may 208 BP-8-02 (Wiarton) $,000 Staff looking at boards vs composite-ongoing TOTAL tax supported $ 3,52,000 $ 523, AMWAT-8-0 Capital Equipment Needs WAT-8-0 Capital Equipment Needs WAT-8-02 Gould St - Pengally to Frank SAN-8-0 Capital Equipment Needs SAN-8-02 Gould Street - Pengally to Frank TOTAL user pay $ 25,000 $ 90,000 $ 300,000 $ 60,000 $ 229,000 $ 704,000 $ CAP to provide revised strategy CAP to provide revised strategy 207 SAN-7-04 Standby Generator At WWTP 207 FL-7-0 Pne Ton Dump Body TOTAL - prior year projects TOTAL ALL YEARS Purchases per GL Balance $ 275,000,00 $ 60,000 $ 335, $ 4,9, $ 4, Engineering costs re: Diesel Generator $ 5, project paid for in 208 $ 9, $ 543,3.89 $ 543,3.89 $