REPORT TO COUNCIL. District of Barriere. To: COUNCIL. Re: North Thompson Volunteer & Information Centre (NTVIC) Proposal

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1 BUDGET District of Barriere REPORT TO COUNCIL Date: February 19, 2018 File: /Rpts To: COUNCIL MEETING From: C. Hannigan, CAO Re: North Thompson Volunteer & Information Centre (NTVIC) Proposal Background: The attached letter and information package (including budget figures) have been provided to Council for their consideration during these 2018 Budget deliberations. Discussion: NTVIC plays an important and unique role in this community by providing a physical space and an organizational umbrella for all of our local volunteer organizations. They also manage the rentals of the available spaces in the Ridge and provide an affordable After School Program for young families. The District has already waived their $12,000 building rental fee in light of the service they provide and allows NTVIC to keep the rental revenues. Due to the reasons outlined in their correspondence, they are requesting further support from the District, in other words from their community through taxation, for an additional 10 hours /wk for their Office Administrator position. This amounts to $1 5/hr for 10hrs/wk which translates to $7,800. This position currently works an average of 20 hours/wk. In return for this amount, the Administrator would assist with District events such as Canada Day, Bandshell Fridays, Volunteer appreciation, Fall Fair booth and possibly more throughout the year, taking the majority of this work off of the side of our Deputy Corporate Officer's desk. Staff are suggesting that 2018 could be used as a trial year and that a review of this support would be part of next year s budget deliberations with the new Council. Recommendation: That Council approve the amount of $7,800 be provided to NTVIC towards Administrative support for a one year trial period from March 1, 2018 to February 28, 2019, in return for administrative assistance with Districtsponsored event organization. Prepared by: Colleen Hannigan, CAO

2 NORTH THOMPSON 4936 TOWN ROAD PO BOX VOLUNTE 1520 E R BARRIERE, BC VOE1E0 INFORMATION PHONE: CENTRE FAX: nrvic@ telusnet 1[ViC.WCCbl.COl'I1 February 16, 2018 NTVIC and the District of Barriere Joint Venture Unless NTVIC has additional funding from other sources than fundraising, we will not be able to continue coordinating the activities of all our member groups and businesses (list attached). Currently the role of the Office Administrator for NTVIC is paid for 20 hours a week. This 20 hours per week is taken up mostly of running the Ridge as a Community Centre. Since starting this position in October 2016, the Ridge has become a very busy location with children and adult classes. Most days are spent with drop ins, s and telephone calls regarding room bookings. If we want the Ridge to be a Community Centre for a wide range of activities, we need a coordinated effort. Unfortunately, volunteering will not achieve these goals without coordination and time commitments provided by consistent and qualified assistance from an administrator. This position would be open to taking on more duties including facility and park rentals for the District but would need to achieve this by expanding the hours of work of the current Office Administrator position. We are requesting the District of Barriere pay for a portion of NTVlC s Office Administrator position at $15/hour for 10 hours a week based on the current role running the Ridge as a Community Centre.

3 North Barriere Quilters Groups & Businesses currently using the Ridge: Catholic Women's League Thompson Valley Garden Club Barriere Outdoor Club (formerly North Thompson Recreation Society) Barriere Irish Dance North Thompson Fall Fair & Rodeo North Thompson Fish & Game Barriere Hospice Barriere Search & Rescue Youth Soccer Barriere Minor Ball Boulder Mountain Contracting Interior Health Brushes of Barriere Group CML Properties Barriere Crimestoppers (group closing in 2018) ESS (Emergency Social Services) Family Paint Nights Food Bank Fun Fit 4 Tots YCS Friday Night Youth Group Indoor Walking Program Indoor Running Program Dance Classes with the Gammels TY Fitness Group Fitness Classes Healthy Beginnings Lower North Thompson Community Forest Society Piano Lessons with Margit s Academy of Music Let's Move Dance Studio Children's Dance Classes Open Door Fellowship Church Group Cashless Craft Swaps Jewelry making classes with JustBee MaryKay Tuppen/vare Community Gardens NTVIC Fundraising: Monthly Bingo nights Concessions at Community Movie Nights and any other event we can set up. Family Fun Night

4 Group Memberships Bar 5 Ranch (new) Armour Mountain Office Services Barriere Chamber of Commerce Barriere Crimestoppers Barriere & District Food Bank (back on, new) Barriere Hospice Barriere Minor Ball Barriere Open Door Fellowship Barriere Quilters Club Barriere Youth Soccer Brushes of Barriere Catholic Women's League Emergency Social Services Irish Dance Lower North Thompson Community Forest Society Mary Kay (new) McLure Wildlife Monument Society North Thompson Fall Fair & Rodeo North Thompson Fish & Game Club North Thompson Recreation Society North Thompson Valley Garden Club Pa CoreEd (not yet paid but will be by month end) Pommy & Pals Dog Rescue Society (new) Tai Chi Thompson Valley Players Tracey Allen Home Business (new) Tupperware (new) TYFitness WorkBC (not yet paid, but have been invoiced at their request)

5 North Thompson Volunteer & Information Centre BALANCESHEET As at August 31, 2017 Current Assets Cash on hand Cash in bank Accounts receivable Prepaid expenses General Fund Gaming Fund Total , ,429 Capital Assets Furnishings & equipment 5,344 5,344 Total Assets $ 5,951 S 822 $ 6,773 Current Liabilities Accounts payable & accruals 1,100 1,100 Members Equity Equity Total Liabilites & Members Equity S 5,673 5,673 6,773 $ 6,773 Approved by: (Director) (Director)

6 Bingo Financial Statement North Thompson Volunteer & Information Centre Statement of Revenue & Expenses As at August 31, 2017 Revenues: General Fund Gaming Fund Total Programs & Rent 29,538 29,538 Memberships 1,770 1,770 Donations 485 2,062 2,547 Fundraising Interest Direct Access 6,500 6,500 Licensed Gaming 7,305 7,305 $ 32, $ 15,867,00 $ 48,494 Expenses: Advertising Bank Charges » Insurance 1, ,240 Office 1, ,667 Professional Fees Rent Supplies ,492 Telephone 1, ,870 Training Wages & Benefits 27, ,698 $ 32, $ 14, $ 46,376 Excess of Revenue over Expenses ,582 $ 2,118 Approved by: (Director) (Director)

7 North Thompson Volunteer & Information Centre Community Activity Program & ASP (After School Program) Income Statement and Proposed Budget for 2018 and 2019 REVENUE Sept to Aug Actual 2017 Sept to Aug Budget 2018 Sept to Aug Budget 2019 Operating Grants Rent/Service Memberships Donations Fundraising Interest Income ASP Fees ASP Grant & ASP Revenues ASP Subsidy ASP Bingo Summer Day Camp fees 6, , $ 1, $ , , $ 11, , , , , , , , , , , , , , , , , , , , TOTAL REVENUE 48, , , EXPENSE Payroll Expenses Wages & Salaries Employee Benefits 11, , , , , , Total Payroll Expenses $ 13, , , General & Administrative Expenses Advertising & Promotions Insurance Business Fees & Licences Bank Charges & Interest Office Expense Miscellaneous Rent Telephone Training Less: ASP Portion of Operating Expenses Total General & Admin. Expenses $ $ 3, $ $ $ 1, $ _ 55 $ $ 1, $ (451000) $ 3, , , , ( ) 2, , , , (7,500.00) 2,800.00

8 North Thompson Volunteer & Information Centre Page 2 Community Activity Program & ASP (After School Program) Income Statement and Proposed Budget for 2018 and 2019 After School Program Expenses Sept to Sept to Sept to Aug Aug Aug Actual 2017 Budget 2018 Budget 2019 Casual Labour $ $ $ Wages $ 22, $ 24, $ 25, ASP Portion of Expenses 35 4, $ 6, $ 7, Food/Snack $ 1, $ 2, $ 3, Crafts $ $ $ Supplies $ $ $ Total After School Program Expenses $ 29, $ 34, $ 37, TOTAL EXPENSE $ 46, $ 51, $ 55, NET INCOME (LOSS) $ 2, $ $ Director: Director:

9 rm New NORTH THOMPSON 4936 TOWN ROAD P()B()Xl52(J VOIUNTEER " B.r\RRIFZRl:'. BC V(l ~', 1150 INFORMATION Pl ION 1; ; mx; C E N T R E l7.m1\u_.: utvic zl_ztclus.ncr December 11, 2017 District of Barriere Re: NTVIC Direction Barriere is growing and our demographics are evolving, this is a positive change and an enviable position. We have noticed a dramatic increase in activity and enquiries at the NTVIC office. In order to meet the needs and adapt to our changing role in the community we have had to increase the hours of the NTVIC administration office. We have also experienced an increase in telephone, internet, insurance costs and wages. We have taken measures to make our projects more se fsustainab e, such as accepting advertisement in the community bulletin What s Up, and trying to take on projects that only meet the NTVIC mandate. We have increased our fundraising projects. This poses a problem because NTVIC has a very limited amount of funds available to expand our function. Being unable to expand does not address the need for growth in our community. We would like to adapt, grow and provide services for the residences of Barriere. We fundraise monthly, have cut our spending to a minimum but are unable to meet our staffing needs. We do not qualify for Grants for administrative needs from the Government because managing other groups does not meet their Grant criteria. We have reviewed our mandate and currently are operating out of our mandate. We are a volunteer organization that is stretched thin. From an organization that started in 2003 to help rebuild after the wildfires, we now find our organization tasks have increased and no longer reflect our original purpose.

10 2017 a After consulting with our Board, we see there is a gap in the community that we can fill, but we will need financial assistance. We would like to propose a jointventure to create a position of an ActivityCoordinator or Recreation Director. The Terms of Reference to be jointly developed by NTVIC and the Municipality. This position would report directly to the NTVIC Board of Directors and the Municipality. We envision that the positions responsibilities would be to promote all sporting, health, wellness and recreation groups in the Municipality. Currently the Office Administrator position with NTVIC is paid twenty (20) hours per week with an additional ten (10) hours per week minimum as volunteer time. We would like to propose Dori McRae s Office Administrator position be a thirty to forty (3040) hours work week in which the District of Barriere share a split in the wages with NTVIC. Items to Consider: Currently 90 to 95% of the NTVIC Office Administrator days are filled with room bookings tremendous amount of info ingoing through the office, questions regarding room bookings and invoicing. Evacuation Centre NTVIC worked closely with ESS to provide a community space for Evacuees. NTVIC has hopes of revamping the NTVIC website to reflect the Ridge being more of a Community Centre along with information and volunteer opportunities within the community. Similar to a community such as Clean/vater s or Volunteer Campbell River. We plan to upgrade the website to reflect NTVIC being the hub for all that is going on in the community. At this time, we would also like to formally request the District waive all room booking fees in which the Multipurpose Room receives from the user groups to allow this incoming money to go towards the NTVIC Administration costs. Sincerely, The Multipurpose Room Room Bookings: a March to May 2017 $340 (3 months) o June to October 2017 $400 (5 months) Ashley Wohlgemuth President North Thompson Volunteer & Information Centre /dm