CITY OF COLWOOD NOTICE OF STRATEGIC AND FINANCIAL PLANNING COMMITTEE MEETING November 21, 2011 at 7:00 pm 3300 Wishart Road Colwood BC Council Chambers 1. APPROVAL OF THE AGENDA A G E N D A Approved By: Ross McPhee Page 2. ADOPTION OF THE MINUTES 2.1. Strategic and Financial Planning - October 17, 2011 3. NEW BUSINESS 3-8 3.1. Memo - Acting Director of Finance 9-17 Re: Greater Victoria Public Library: Provisional 2012 Budget and Five Year Financial Plan (1700-01-GVL-3201) 3.2. Report - Acting Director of Finance 19-22 Re: The Establishment of a Public Art Reserve Fund, a Beautification Reserve Fund, and a City Centre Firehall Reserve Fund (3900-20-RES-17629) 4. "IN-CAMERA" Under the authority of the Community Charter Section 90 (1) (k), the public will be excluded from the in-camera (closed) meeting to allow Committee to discuss negotiations and related discussions respecting the proposed provision of a municipal service that is at preliminary stages and that, in the view of the Committee, could reasonably be expected to harm the interests of the municipality if they were held in public. 5. NEXT MEETING December 19, 2011 6. ADJOURNMENT Page 1 of 22
November 21, 2011 - Strategic and Financial Planning Committee Meeting - Agenda Page 6. ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter. Page 2 of 22
City of Colwood Minutes of the Strategic and Financial Planning Committee Meeting Monday, October 17, 2011 at 5:30 p.m. 3300 Wishart Road Colwood BC Council Chambers File: Date: 0360-20-STR-16702 October 17, 2011 at 5:30 p.m. Committee Adoption: November 21, 2011 To Council: November 29, 2011 PRESENT Chair Mayor Vice-Chair Members Councillor Shaun Wysiecki Mayor Dave Saunders (left @ 5:45 p.m.) Councillor Cynthia Day (arrived @ 5:40 p.m.) Glen Foulger George Mess ATTENDING Chief Administrative Officer Acting Director of Finance Acting Deputy Director of Finance Director of Planning Acting Payroll Clerk Ross McPhee Jennifer Reed Jenn Preston Alan Haldenby Celina Torrance 1. APPROVAL OF THE AGENDA MOVED BY: COUNCILLOR SHAUN WYSIECKI That the agenda be approved as presented CARRIED. City of Colwood 3300 Wishart Road Victoria BC V9C 1R1 P: 250 478 5999 F: 250 478 7516 E: generalinquiry@colwood.ca Web: www.colwood.ca 2.1. Page 3 of 22
Minutes of the Strategic and Financial Planning Committee Meeting October 17, 2011 Page 2 of 6 2. ADOPTION OF MINUTES 2.1 Strategic and Financial Planning Committee Minutes November 23, 2010 MOVED BY: COUNCILLOR SHAUN WYSIECKI That the Minutes of the Special Strategic and Financial Planning Committee meeting of November 23 rd, 2011 be adopted as presented. CARRIED. 2.2 Strategic and Financial Planning Committee Minutes September 19, 2011 MOVED BY: COUNCILLOR SHAUN WYSIECKI 3. OLD BUSINESS That the Minutes of the Special Strategic and Financial Planning Committee meeting of September 19, 2011 be adopted as amended: Kevin Albers name be corrected to George Mess, on the list of who was present. CARRIED. 3.1 Report Acting Deputy Director of Finance/Collector Re: 2011 Tax Sale Update (1970-07-TAX-18269) The Acting Deputy Director of Finance/Collector, Jenn Preston, provided an overview of the 2011 Tax Sale Update Report. Ms. Preston noted that there was one property located at 3330 Haida Drive that was sold at the City of Colwood s tax sale held at 10:00 a.m. on September 26, 2011. As no bids were made on the above property, the City has been deemed to be the purchaser for the upset price of $8,569.54. The City has filed a Notice of Tax Sale with the local Land Title Office. Ms. Preston stated that the current register owner continues to remain on title and have right of possession during the one-year redemption period, which expires on September 25, 2012. If the property is not redeemed by September 25, 2012, the City will file a Notice of Non-Redemption with the Land Title Office and, at that time, title will change to the tax sale purchaser, being the City of Colwood. 2.1. Page 4 of 22
Minutes of the Strategic and Financial Planning Committee Meeting October 17, 2011 Page 3 of 6 Ms. Preston informed Committee that the City has sought advice on whether or not insurance over this property should be obtained. Given that the City has an interest in this property; advice has been to notify our insurance company of the situation. To date the City has been informed insurable interest in the property is near impossible to quantify and requires the approval of the owner. Staff are waiting on formal advice from our property insurance provider, Hendry Swinton. Member Glen Foulger asked if the City anticipates recovery of the delinquent taxes on 3330 Haida Drive. Ms. Preston replied that the City will be sending, by registered mail, written notice of the tax sale and notification of the redemption period to all owners on title, and following up with the owner to ensure notice was received. The City expects the property will be redeemed within the redemption period. Member George Mess asked if the property has outstanding charges, and whether the City would be held accountable. Ms. Preston responded the current owner is responsible for any outstanding mortgages, and if title transfers to the City, any mortgage brokers and creditors would absorb the loss. Councillor Shaun Wysiecki said it was interesting that the mortgage holder s did not clear the delinquent taxes to avoid tax sale. The Acting Director of Finance stated that every effort was made to notify all interested parties of the delinquent taxes, and that even the property owner was present at the tax sale but did not bid. MOVED BY: COUNCILLOR SHAUN WYSIECKI That it be recommended to the Council: That the Strategic and Financial Planning Committee receive this report for information purposes only, and forward it to Council. 4. NEW BUSINESS CARRIED. 4.1. Report Acting Director of Finance Re: Budget to Actual Report September 30, 2011 (1880-20-BUD-18265) The Acting Director of Finance, Jennifer Reed, presented the September 30, 2011 Budget to Actual report. Ms. Reed noted that the budget to actual results at September 30, 2011 for both the General Operating and Sewer Operating funds were found in Appendix 1 and 2 of the report. Councillor Cynthia Day arrived at 5:40 p.m. Ms. Reed provided an overview of the general operating fund activity to September 30. 2.1. Page 5 of 22
Minutes of the Strategic and Financial Planning Committee Meeting October 17, 2011 Page 4 of 6 Regarding the general operating user charges revenue, member George Mess asked whether or not payment for the building permit revenues had been received. Ms. Reed responded that in some cases, the funds have been received but, given that the work has not yet been performed, the funds are captured as a liability. Upon completion, the building permit revenue will be recognized.. Regarding transportation services, member George Mess asked if the City anticipated a surplus at year end. Ms. Reed was hesitant to forecast surplus without consultation with the City s Engineer. It was noted that Colwood is anticipating one of the worst winters on records at this time. Mayor Dave Saunders departed at 5:45 p.m. Member George Mess asked if the remaining Recreation budget of 10% or $207,318 is sufficient for the remainder of 2011. Ms. Reed responded that the most significant expense is the Westshore Parks & Recreation requisition and all four quarters of the requisition has been paid. The budget of 10% is sufficient for the remaining quarter. Regarding Grants in Lieu of Taxation, Councillor Cynthia Day asked what the reason for the $104,402 increase over budget was. Ms. Reed responded that the PILT paid on the Innovation and Learning Centre, at Royal Roads University, was calculated using the actual BCAA 2011 assessment figures, and not a lower assessment (as has been the case with Federal property in previous years). Further, BCAA advice was to budget conservatively at 95% of the 2010 PILT. Councillor Shaun Wysiecki asked what the $1,072 Grants in Lieu collected to date represented. Ms. Reed responded that the $1,072 represents provincial PILT received. Councillor Shaun Wysiecki commented on the expected 2012 Westshore Parks and Recreation 2012 requisition, stating that the expected increase for the City is approximately $120,000. Mr. Wysiecki explained that Colwood forecasts an increase as a result of receiving an increased share of the costs (per BCAA data), as well as the result of increase operating costs, primarily utility costs and decreased revenues, due to weather and facility closures due to maintenance. Member George Mess asked if the City anticipates a surplus YE budget to actual for the general operating fund. Ms. Reed responded that a minimal surplus is anticipated, but was hesitant to forecast a number. Ms. Reed provided an overview of the sewer operating fund activity to September 30, highlighting that a deficit is not expected at December 31, as the sewer operating fund s sources of revenue (taxation and sewer user fee) will cover the fund s expenditures. The deficit at September 30 is the result of the fact that the 2011 sewer user fee has not yet been levied. Ms. Reed informed Committee that the fee will be levied in mid- November, following Council approval. 2.1. Page 6 of 22
Minutes of the Strategic and Financial Planning Committee Meeting October 17, 2011 Page 5 of 6 Member George Mess suggested that the sewer user fees be invoiced in mid -February as opposed to mid - November. Ms. Reed stated that billing is maintained within the current fiscal year, and that billing in mid-november reduces the likelihood of any differentials at year end, as staff have the opportunity to thoroughly evaluate budget to actual expenditures.. Historically, the City invoiced the following year, however new procedures have been put in place to bill within the current fiscal year. Member George Mess questioned asked why the sewer legal fees were so high, and what the outcome of the work was. Ms. Reed responded that these legal costs are primarily the result of the City s work with the Ministry on the proposed changes to the existing sewer system, as evidenced by new sewer LSA bylaws that were being brought before Council later in the evening. Councillor Cynthia Day asked why the common service expenditures were higher than budgeted. Ms. Reed responded that the actual expenditures also include connection fees. Connection fees received are deferred, and year-to-date sewer connections were far greater than anticipated. Councillor Shaun Wysiecki thanked Finance staff for their efforts in maintaining consistent sewer user fees, historically sewer user fees have increased year-to-year. Councillor Wysiecki asked if any other Committee members had questions. Councillor Cynthia Day asked why third quart Casino revenues have not yet been received. Ms Reed explained that the allocation of casino funds is done by a neighbouring municipality, and is not always received immediately following quarter end. Member George Mess asked if the City accrues at YE. Ms Reed responded that any 2011 activity is accrued for. MOVED BY: COUNCILLOR SHAUN WYSIECKI That it be recommended to the Council: That the Strategic and Financial Planning Committee receive this report for information purposes only, and forward it to Council. CARRIED. 2.1. Page 7 of 22
Minutes of the Strategic and Financial Planning Committee Meeting October 17, 2011 Page 6 of 6 5. NEXT MEETING DATE MOVED BY: SHAUN WYSIECKI The next Strategic and Financial Planning Committee meeting is scheduled for Monday, November 21, 2011 at 7:00 p.m. 6. ADJOURNMENT MOVED BY: SHAUN WYSIECKI CARRIED. That the Committee rise at 6:05 p.m. and report progress to Council at its Regular Meeting scheduled for Monday, October 24 th, 2011 @ 7:00 p.m. CARRIED. CERTIFIED CORRECT APPROVED AND CONFIRMED Minutes Strategic and Financial Planning Committee Meeting October 17, 2011 2.1. Page 8 of 22
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