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CITY OF LANGFORD

ADMINISTRATION AND FINANCE COMMITTEE

Tuesday, October 13th, 2009 @ 4 :45 p.m.

Council Chambers, 3rd Floor-877 Goldstream Avenue

1. CALL TO ORDER

2. APPROVAL OF THE AGENDA

3. ADOPTION OF THE MINUTES

a) Administration and Finance Committee - September 15th, 2009

4. REPORTS

a) Monthly Approval of Accounts Payable - September, 2009- Staff Report (File No. 1880-201AP)

b) Cheque Signing Authority- Staff Report (File No.1940-01)

c) 2009 3' Quarter Financial Review- Staff Report ( File No. 1880-20/QFR)

5. ADJOURNMENT

I

4

a

10

CITY OF LANGFORD

MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE

Tuesday, September 15'°, 2009 @ 4:45 p.m.

Council Chambers , 3' Floor - 877 Goldstream Avenue

PRESENT

Councillors : M. Sahistrom , (Chair), Councillor W. Sifert (Vice Chair), Members: J.Crook, K. Halbert and F. Hudson.

ATTENDING

Finance Director, Steve Tement and Deputy Finance Director, Audrey Kryklywyj-Shortreid.

ABSENT

1. CALL TO ORDER

The Chair called the meeting to order at 4:45 p.m.

2. APPROVAL OF THE AGENDA

MOVED BY: J. CROOKSECONDED: K. HALBERT

That the Administration and Finance Committee approve the Agenda as presented.

CARRIED.

3. ADOPTION OF THE MINUTES

a) Administration and Finance Committee - July 14'", 2009.

MOVED BY: F. HUDSONSECONDED: COUNCILLOR SIFERT

That the Minutes of the July W, 2009 Administration and Finance Committee meetingbe adopted as circulated.

CARRIED.

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4. REPORTS

a) Monthly Approval of Accounts Payable -July & August, 2009- Staff Report (File No . 1630-01)

MOVED BY: K. HALBERTSECONDED: J. CROOK

That the Administration & Finance Committee recommend to Council:That Council approve the City of Langford disbursements from July and August. 2009,as outlined in the Accounts Payable Reports dated September 9'", 2009.

CARRIED.

b) 2010 Permissive Tax Exemptions- Staff Report ( File No. 1970 .04-2010)

MOVED BY: J. CROOKSECONDED: F. HUDSON

That the Administration & Finance Committee recommend to Council:

1) That Council approve the following 2010 Permissive Tax Exemption Applications

i. Juan de Fuca Cadet Youth Society - 948 Dunford Road a 100%exemption;

ii. Langford 50 and Up Club -2637 Sunderland Road a 100% exemption;

iii. Metchosin Farmers Institute - Luxton Fairgrounds, 1040 MarwoodAvenue a 100% tax exemption;

iv. South Vancouver Island Rangers - 3498 Luxton Road a 100%exemption;

v. Redeemer Lutheran Church of Victoria - 911 Jenkins a 100% exemption;

vi. Gordon United Church of Canada - 929 and 935 Goldstream Avenue a100% exemption;

vii. The Lighthouse Christian Academy - 1289 Parkdale Drive a 100%exemption;

viii. Grace Baptist Church - 2731 Matson Road a 100% exemption;

ix. St. Vincent De Paul Society - 2784 Claude Road a 100% exemption;

X. West Shore Chamber of Commerce - 2830 Aldwynd Road a 100%exemption;

xi. West Shore Presbyterian Church - 760 Latoria Road a 100% exemption;

xii. Bishop of Victoria - 798 Goldstream Avenue a 100% exemption;

xiii. The Forge, formerly "Western Community Baptist Church" - 2610/2612Sooke Road a 100% exemption;

xiv. Island Corridor Foundation - E&N Rail Corridor a 100% exemption;

xv. Royal Canadian Legion - 761 Station Avenue a 50% exemption; and

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xvi. The Land Conservancy - 1152 Lippincott Road a 100 % exemption.; and

2) That Council approve permissive tax exemption for Westwind Plaza (JV)Properties Ltd., (Goudy Library), Property described as Lot 2 , Plan VIS6677,Section 72 , Esquimalt District , 119-755 Goldstream Avenue; and

3) That Council deny the CREST request for a Permissive Tax Exemption; and

4) That Council proceed to give Tax Exemption Bylaw No 1251, 2010 the first threereadings at the regular Council Meeting of September 21, 2009.

CARRIED.

5. ADJOURNMENT

The Chair adjourned the meeting at 5:54 p.m.

CHAIR CERTIFIED CORRECTClerk-Administrator

P3

CITY OF LANGFORDZed Floor, 877 Goldstream AveLangford, BCV9B 2X8

Administration & FinanceTel: (250) 478-7882

Fax: (250) 478-7864

STAFF REPORT

TO


Date : October 13, 2009

File No. : 1880-20/AP

Subject : MONTHLY APPROVAL OF ACCOUNTS PAYABLE- SEPTEMBER 2009

1. Background:

All accounts payable are approved by Council via Administration and Finance Committee on aregular basis.

2. Financial Implications:

Expenses are processed by municipal staff within budget guidelines and brought beforecommittee for ratification.

3. Legal Implications:

The monthly approval of the accounts payable will ensure that all expenditures made by the Cityare technically legal.

4. Commentary:

This is a housekeeping matter that the Administration and Finance Committee review andrecommend approval by Council of the monthly accounts . In this regard I have attached theCity's September accounts payable for review by Committee.

5. Recommendation:

That Administration and Finance Committee recommend to Council that:

City of Langford disbursements from September , be approved as outlined in the AccountsPayable Report dated October 8. 2009.

Respectfully submitted,

Steve TementTreasurer

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It., 00/10/2009 11:26:33 AM Of LangfordCity Page:

,r Date: 08/10/2009

p ^q

VENDOR CIOSOU6 REGISTER REPORT User 10: audreyPayablee Managanent

angee: Fran: TO: From, To:

Cheque Number First Last Cheque Date 01/09/2009 30/09/2009

Vendor

Vendor

ID

Were

First

First

Last

last

Chequebook ID First Last

ortetl By, Cheque Date

Voided Cheques

heque Number Vendor Cheque Name Cheque Date Mount

------------------------------------------------------------------ ---------- --------------- --------

.010976 Mt Security Services Canada Inc. 02 /09/2009 $507.48

1010777 Aitken , Donald 02/09/2009 51,070.00

1010776 BC Rydro CAD -005400 02/09/2009 $554.40

1010779 Be Transit 02/09/2009 $11,421.61

1010700 Befn Excavating 02/09/2009 $500.00

1010781 Capital Regional District 02/09/2009 5133.176.15

1010702 Capital Regional District Water Dept 02/09/2009 511.749.62

1010783 colnarbia Fuels 02/09/2009 $649.88

)010784 4di ' e Wholesale Garden Supplies 02/09/2009 $2.675.82

1010785 Falletta , Jodi & Antonio 02/09/2009 51,175.00

010786 Gardener . Gary 02/09/2009 also. 00

1010707 Gillond Construction 02/09/2009 $750.00

)010788 Gray Line West 02 /09/2009 $4.169.47

)0107$9 Horizon Pacific Contracting & Snrowra 02/09/2009 $750.00

)010790 Jones , Elisabeth 02/09/2009 $408.45

)010791 Kachanoski . Adam 02 / 09/2009 $1,330.00

1010792 Kal Tire 02/09/2009 $209.39

1010793 Lakeshore Gardena Ltd 02/09/2009 S61,560.28

1010794 Land Title & Survey Authority Of BC 02 /09/2009 $23.75

)010795 Nanulife Financial 02/09/2009 $31,501.63

3010796 Martin Road Joint Venture 02/09/2009 $1,500.00

1010797 Minister Of Finance/Corporate Relations 02/09/2009 $20,740.20

)010798 Municipal Pension Plan 02/09/2009 $37,458.37

)010799 Municipal Risk Services Ltd 02 / 09/2009 $159.00

)010800 Natural Developments Inc. 02 / 09/2009 $750.00

3010801 Clayton Pilon 02 / 09/2009 51,320.50

)010802 Provident 02/09/2009 $1,000.00

)010803 Raylec Power Ltd., 02/09/2009 $147.00

)010804 Receiver General Of Canada 02/09/2009 561,149.67

1010805 Rona Building Supply 02/09/2009 $5.02

3010606 ROC Royal Bank 02/09/2009 $1,568.00

3010007 School District No.62 02/09/2009 $2,792.00

)010808 Smoke take [edular Home Cooperative Assn 02 / 09/2009 $10,866.38

3010809 Sun Life Financial 02/09/2009 $500.00

1010810 Thaipea1 Staneworka 02/09/2009 52,940.00

)010811 Victoria Contracting & Municipal Maint. 02 / 09/2009 5214 , 614.91

3010812 West Store Environmental Services 02/09/2009 $2,259.99

3010813 Brock T. Eckerten tam Corp 03/09/2009 $554 , 733.34

3010814 Faraeh . Dwayne 09 /09/2009 $150.00

8010815 Petty Cash 09 /09/2009 $454.52

0010016 Accent Refrigeration Systems Ltd ., 11/09/2009 $141.75

D010617 Mt Security Services Canada Inc. 11/09/2009 $4,431.00

0010618 AECg2 Canada Ltd 11 / 09/2009 $14,651.30

0010619 Bear Mountain Golf 4 Country club 11/09/2009 $26.729.42

0010820 Well Canada 11/09/2009 $5,347.13

D010821 Big Kahuna Sport CoTPany 11/09/2009 $18,054.75

0010822 Boulevard Transportation Group 11/09/2009 $14,573.48

0010824 GoiWood , City Of 11/09/2009 $96,440.00

001082$ Colxood Langford Auto Supply Lod. 11/09/2009 $3.53

0010026 DL Sound 6 Lighting Ltd. 11 /09/2009 $12.967.56

0010827 Oraycor construction Ltd 11/09/2009 $1,772.17

0010828 eager Beaver Tree Service 11/09/2009 $1.001.50

0010829 ft. Corp 11/09/2009 $1.890.00

0010830 Greater Victoria Security 11/09/2009 $7,956.90

00108 31 Highlands , District Of 11/09/2009 $13,172.00

0010832 ten Kirkpatrick Design 11 / 09/2009 $451.50

0010033 Island Key Cdryuter Ltd. 11 / 09/2009 $1,679.30

0010634 IOerrami construction Ltd. 11 / 09/2009 $2.500.00

0010835 SAwer Island Contracting Ltd 11 / 09/2009 $30.950.47

0010836 Microsoft Llteneing , OP 11 / 09/2009 $9,981.76

0010837 Minister Of Finance 11/09/2009 $5.558.72

0010838 Pearce , Geoff 11 /09/2009 $1,014.83

0010839 Scenes Construction 11/09/2009 $232.744.31

0010040 Vera.. Projects 11/09/2009 $4,032.24

0010041 Weschille Land Corp 11/09/2009 $20.SS0.00

0010842 de Leur Consulting Ltd 15/ 09/2009 $7,564.30

0010843 Stevens Engineering Ltd 15 / 09/2009 $7.140.00

0010846 Access Copyright 16/09/2009 $261.85

0010847 Access Records And Media Mngnmt Ltd FS 16 / 09/2009 $252.64

Iten± 08/10/2009 11:26:33 AM cityry pOpf Langford Page : 2

Ir Dates 08/10/2009 VENDOR Q EQUZ REGISTER REPORT User ID: Audrey

Payables Management

Voided Cheques

heque Nuatter Vendor to Vendor Cheque Nave Cheque Data Chequebook ID Audit Trail Code Anount

---------------- -------------------- ----------------------------------------------------- -------- ------------------------ -

1010848 BCIMC Realty Corp. 16/09 / 2009 $110.702.63

1010049 Bear Mountain Golf 6 Country Club 16/09/2009 $460.20

1010850 9.11 Canada 16/09/2009 $1,004.30

1010851 Bele,nt Collleion 16/09/2009 $722.25

1010852 Cambrey. Brad 16/09/2009 $200.00

1010853 Canadian Linen Supply 16/09/2009 $234.57

1010854 Canterbury Food Service 16/09/2009 $371.06

1010855 Capital City Paving Ltd. 16/09/2009 $68.722.50

1010056 Capital Regional District 16/09/2009 $1,152.00

1010057 central Hales 6 Developments Ltd 16/09/2009 $6,227.46

1010858 CIEC Visa 16/09/2009 $99.91

1010859 Dynanax Canada Corp 16/09/2009 $35.91

1010860 B. Mall Office Co 16/09/2009 $393.03

1010861 every Blooming Thing 16/09/2009 $189.00

1010862 Pletcher. Lome 16/09/2009 $35.35

ID10863 Golaatream Ventures LLP 16/09/2009 $16.143.22

1010864 Hayworth Conmlmitiee Inc 16/09/2009 $2,779.82

1010865 HIS Herfield Business Solutions Inc 16/09/2009 $52.00

1010866 Ikonan, Marie 16/09/2009 $70.00

1010867 Island Blue Print 16/09/2009 $151.27

1010868 Kachanooki. ideas 16/09/2009 $1.140.00

1010869 Kerr Wood Leidal Consulting Engineers 16/09/2009 $49.08

1010870 land Title & Survey Authority Of BC 16/09/2009 $95.00

1010871 Mantas , Vennie 16/09/2009 $750.00

1010872 Master Clean Drycleanere 16/09/2009 $14.44

1010673 Pat McGlynn 16/09/2009 $100.44

1010074 Millstream Self Storage 16/09/2009 $553.35

1010875 Minister Of Finance/Corporate Relation 16/09/2009 $122.65

1010876 Monk Office Supply Ltd 16/09/2009 $1,043.62

1010877 Municipal Pension Plan 16/09/2009 $37,887.45

1010B78 Mums Farms Nursery 16/09/2009 $62.72

1010879 On The Maove Dairy Delivery 16/09/2009 5121.02

1010880 Palmer, Michael 16/09/2009 $413.00

)010881 Clayton Pilon 16/09/2009 $551.00

1010883 Reboot Consulting Co. 16/09/2009 $278.63

1010884 Receiver General Of Canada 16/09/2009 $61,040.04

)010805 Royal COIWOOd Golf A Country Club 16/09/2009 526.25

1010886 RBC Royal Bank 16/09/2009 $1,661.00

1010887 Saunders Sales 6 Service Ltd. 16/09/2009 $392.50

)010888 echo's Line Painting Service 16/09/2009 $299.25

1010889 Shaw Business Solutions Inc 16/09/2009 $1.454.04

1010890 South Island fuels Ltd. 16/09/2009 $3.028.52

1010891 Sustainable Real Estate Advlsore Ltd. 16/09/2009 $1,000.00

)010892 Telue 16/09/2009 $46.20

)010893 Town Of view Royal 16/09/2009 $150. Do)10894 Valais Developments Ltd 16/09/2009 $34,000.00

)010895 Victoria Contracting & Municipal Mint. 16/09/2009 $73.706.67

3010896 V.I.P. Studio 16/09/2009 $64.16

1010897 Wal-Mart Canada 16/09/2009 $57,832.01

1010896 Westside Inata -A-Print 16/09/2009 5191.70

1010899 Island Key Cgs uter Ltd. 16/09/2009 $5,043.24

)010900 Victoria Contracting 6 Cipal. Mint. 16/09/2009 $2,963.10

1010901 Killion, Dave 10/09/2009 $1.600.00

)010902 Willing, Peter 10/09/2009 $500.00

)030903 Abell Peat Control 23/09/2009 $102.90

1010904 Alpine Disposal 4 Recycling 23/09/2009 $626.95

1010905 Anderson, Alex 23/09/2009 $57.00

1010906 BC Hydro 23/09/2009 $35,669.10

1010907 Building Officials - Association Of BC 23/09/2009 $290.00

1010900 Calnan Industrial Coatings Ltd 23/09/2009 $525.00

1010909 Canadian Linen Supply 23/09/2009 $303.76

1010910 City Of Langford Pipes And Drums 23/09/2009 $600.00

)010911 Custom Stan, & Engraving Ltd. .23/09/2009 $214.89

1010912 Dominion Building Maintenance 23/09/2009 $1,406.07

1010913 Dynenxx Canada Corp 23/09/2009 $33.70

)010914 Eager Beaver Tree Service 23/09/2009 $367.50

1010915 Saatwood, Olen 23/09/2009 $200.00

1010916 S. Mall Office Co 23/09/2009 $256.47

1010917 En Vim Sant Hone lmprovemente 2]/09/2009 $49.50

1010918 Fantastic Gleaning Ltd. 23/09/2009 $7,623.00

1010919 First line Mortgagee 23/09/2009 $275.00

1010920 Pletcher, Lome 23/09/2009 $110.00

1010921 Food For Thought Catering Ltd 23/09/2009 $1,913.20

1010922 Gescan 23/09/2009 $8.69

3010923 Girard Dana & Awards 23/09/2009

$4

$49.16

1010924 Greater Victoria Public Library P6 23/09/2009 505,916.00

ten: 08 / 10/2009 11 : 26:33 AH City Of Langford Page: 3

Date: 08/1012009 VENDOR CHEQUE REGISTER REPORT User ID: audrey

Payables Managarent

Voided Cheques

'heque Number Vender ID Vander Cheque xem4 0 qua Date Pequebok tD Audit Trail Code Anount

---------------- ------- ------------------------------------------------------- ---------------- ----------------------------

'010925 Hicklan ,Shawn 23 /09/2009 $500.00

010926 Hobson Woodworks 23/09/2009 $354 .38

1010927 Houston sign 23/09/2009 $304.00

1010929 Killion ,Dave 23 /09/2009 $000.00

1010929 Kube, Darylor Denise 23/09/2009$1,500.00

1010930 Lai ,Susan 23/09/2009$289.96

,010931 Langford Volunteer Firefighters Assoc. 23 /09/2009 $28.100.00

1010932 Hester Clem Drycleanere 23/09/2009$24.78

1010933 Monk Office Supply Ltd 23 /09/2009 5262.23

1010934 Pacific Centre FamilyServices 23 / 09/2009 $5,439.16

1010935 Parka ,Jason 23 / 09/2009 5101.20

1010936 Performance Plus Hockey 23/09/2009 $630.00

1010937 Rich Knd PropertyGroup 23 / 09/2009 $5,021.66

101093$ ChriesyShaw 23 /09/2009 $408.95

.010939 SSMU. ,3aspreet 23/09/2009 $350.00

1010940 Source Office Furnishings 23/09/2009 $370.06

1010941 Stiebel, Rick 23/09/2009 58)9.11

1010942 Swlftsure Bins Ltd 23/09/2009 $416.05

1010943 Tellu 23 /09/2009 $1,337.20

1010944 Teraeen Ga. 23/09/2009 $895.62

1010945 ThyseenknppElevator 23/09/2009$202.27

)010946 Tltanien Tent.Apd Events 23/09/2009 $756.00

1010947 Tran Sign (1999) Ltd 23/09/2009 $459.20

)010948 Victoria Contracting &Municipal Mint. 23 /09/2009 $109.91

1010949 Walker , Steven / Keith, Tara 23/09/2009 $200.00

1010950 West Shore R .C.M.P. 23/09/2009 $11,600.00

1010951 West Shore 0,virumantal Services 23/09/2009 $25.00

1010952 West Shore Arts Council 23/09/2009 $5.000.00

1010953 Williams, Vlckki 23/ 09/2009 $200.00

1010954 Willshlre Developlents 23/09/2009 $750.00

1010955 let Team ErglffieringLtd. 23/ 09/2009 $13,147.95

)010956 Alpine Disposal & Recycling 23109/2009 $393.75

1010957 Black Press Group 23/09/2009 $7,990.56

1010958 Boardwalk CPlewltationsLtd. 23/ 09/2009 $2,556.35

1010959 Boulevard Transportation Group 23/09/2009 $4,857_83

)010960 C-3 ContractorsLtd. 23/ 09/2009 $382,045.59

)010961 Calnan industrial CoatingsLtd 23/09/2009 52,625.00

)010962 Capital Region Emerg . serv.Telecom . 23/09/2009 $4,200.00

)010963 Capital Electric 23/09/2009 $13,057.10

)010964 Char, victor 23/09/2009 $1,060.50

)010965 Culea EnvironmentalLtd 23/09/2009 $2,007.16

)010966 Dave Wheaton Pontiac BuickGMC 23/09/2009 $26.455.11

1010961 Digital PostageOn Call 23/09/2009 $420.00

3010968 Duane Boeing Landscape Design 23/09/2009 $7,402.50

1010969 Dube .Kevin 23 / 09/2009 $809.23

1010970 Hager Beaver Tree Service 23/09/2009 $262.50

1010971 Pocus Corp 23/09/2009 $20,593.13

1010972 Gem Garden HomeLtd. 23/ 09/2009 $9,450.00

1010973 G.P. Solutions Ltd 23 / 09/2009 $2,054.85

)010974 Greater Victoria Security 23/09/2009 58,486.10

3010975 Harbour City Kitcaela 23/09/2009 $5,827.50

)010976 M-Pro Spurting Goode 23/09/2009 $1,455.78

)010977 Houle Electric 23/09/2009 $519.15

)010970 Bob Hughes 23/09/2009 $73.98

1010919 Ian Kirkpatrick Design 23 /09/2009 $1.459.50

1030980 Island Key ComputerLtd. 23/09/2009 $3,522.73

3010981 Mike Laskiw 23/09/2009 $3,583.47

3010982 Lev.ltonConsultants Ltd. 23/ 09/2009 $282.66

)010983 Performance Plus Hockey 23 /09/2009 $189.00

)010904 Raylec Power Ltd ., 23/09/2009 $2, 383.78

1010985 Shades Tankers ( 1976) Ltd 23/ 09/2009 $494.01

1010906 Time Colonist 23/09/2009 55,100.02

3010981 Tower Pence Products Ltd. 23/09/2009 $173.30

3010988 Victoria Contracting & Municipal saint. 23/ 09/2009 586,650.93

1010909 Victoria Rebels Football Club 23 / 09/2009 $300.00

3010990 Viper Stitch Ortroidery 23/09/2009 $274.40

1010991 Weetslde Insta -A-Print 23 / 09/2009 $534.99

1010992 High Standard Scaffolding 25/09/2009 $8.148.00

1010993 Yuan Lu &Guillermo Arcata 28 / 09/2009 $3,685.25

1010994 Pettycash 29/09/2009 $361.40

3010995 Land Title & survey AuthorityOf SC 29 /09/2009 $90.10

3010996 Performance Plus Hockey 29/09 /2009 $500.00

------ -- --- ---Intel Cheques: 213 Total Mount of Cheques : $3,080,707.75

P7

CITY OF LANGFORD2nd Floor, 877 Goldstream Ave.Langford, B.C.V9B 2X8

Administration and FinancePhone : (250) 478-7882

Fax: (250 ) 478-7864Email: adminfinance©cityoflangford.ca

Web Site : httpllcityofangford.ca

STAFF REPORT TO ADMINISTRATION & FINANCE COMMITTEE

Date : October 13, 2009

File No.: 1940.01

Subject: Cheque Signing Authority

COMMENTARY

The City's current cheque signing policy requires two signatures and authorizes the Mayor,Acting Mayor, Chair and Deputy Chair of the Admin/Finance Committee, Treasurer, ClerkAdministrator, Deputy Treasurer and Planner to sign. Further, for cheques under $2,000 anytwo of the above can sign and for cheques $2,000 and over one signature must be an electedofficial and the other an appointed official.

The point has been made that the $2 ,000 limit means that an elected official must sign a largenumber of routine cheques and that the limit is too low . Raising the limit would streamline theaccounts payable process because members of Council do not come in to City Hall on a dailybasis and staff are often left scrambling to find a second signature for an urgent cheque.

In trying to determine an appropriate limit for requiring an elected official 's signature oncheques , reference was made to the City 's purchasing policy . Staff are authorized to approvepurchases of goods and services up to $50,000. Purchases over $50 , 000 and up to $100,000are approved by the Clerk Administrator in consultation with the Mayor and purchases over$100,000 require approval by Council resolution.

LEGAL IMPLICATIONS

There are no restrictions on Council's discretion with respect to signing of cheques.

OPTIONS

That the Administration and Finance Committee recommend that Council:

1. Increase the limit requiring signature of an elected official on a cheque to $50,000 norsome other amount>, or

2. Not change the cheque signing policy

P8

Respectfully submitted.

Steve TernentTreasurer

Bowdeninistrator

n MansonCity Engineer

Audrey Kryklywyj-ShortreidDeputy Director of Finance

4&w Below` City Planner

Bob BeckettFire Chief

P:1Mance\5tevewlemos\Admin & Finance Committee\1690-00 A&F • Change cheque signing limit dom

P9

CITY OF LANGFORD2m1 Floor 877 Goldstream Ave., Administration & Finance

Langford, BC Tel: (250) 478-7882

V9B 2X8 ]a, Fax: (250) 478-7864

STAFF REPORT

TO


DATE : October 13, 2009

FILE: 1880 -20/QFR

SUBJECT: 2009 3rd Quarter Financial Review

Please find attached the Operating Fund Statement of Financial Position, Statement ofFinancial Activity, Capital Project Expenditures and the Statement of Changes in ReserveFund Balance for the City of Langford as at September 30, 2009. The nine-month periodreported represents 75% of the budgeted year. Many revenues and expenditures are notevenly distributed throughout the year and will vary from this percentage.

Significant Revenue and Expense variances from 25% are as follows:

Revenues:

• Other Revenue From Own Sources - no casino revenue for GeneralOperating received yet.

• Conditional Transfers - Provincial grants generally payable upon completionof project.

• Transfers form reserves and DCCs - are generally transferred near year-endonce related projects are complete.

Operating Expenditures:

• Protective Services - The second quarter and third quarter billing for theRCMP contract were not received as at September 30t".

• Transportation Services (Public Works) - Road repaving will occur in thesummer and fall; the road maintenance contract invoices for August andSeptember were not received as at September 30" and most storm drainmaintenance work is done in the dry season and invoices had not yet beenreceived.

• Environmental Development Services (Planning) - Several projects such as

Pic

2009 3rd Quarter Financial Review

OCP Update and CEERS are in early stages and costs will occur later in theyear.

• Transfers to Reserves and Funds: Some Transfers to Reserves and Fundshave not yet occurred and will be done late in the year.

Capital Expenditures:

• General Government - Emergency Response Facility - this project isdependent on agreements with the Ministry of Transportation and theEmergency Health Services Commission. At this point it seems unlikely thatthis project will proceed in 2009.

• Transportation Services (Public Works) - Pedestrian Overpass at TCH,Goldstream Bike Lanes - Leigh Rd. to West Shore Pkwy and Gardener Creekdrainage are dependent on grants which have not been approved yet; WalfredCulverts and Happy Valley Storms Drains are projects for development at thedevelopers' expense and are not ready to proceed; Luxton Detention Pondand Firehall Creek Improvements were awaiting an infrastructure grant whichwas recently approved and work has now commenced; Irwin Dam is inprogress; North Connector to TCH & SW Quadrant Ramps is awaiting thirdparty funding; Finlayson Arm Road Improvements are on hold pending furtherengineering studies; Spencer Interchange has slowed the construction rate totake advantage of a more competitive market.

• Parks - Artifical Field #2 is under construction and will be finished in the firstquarter of 2010. The trail projects are linked with the construction of Field #2.

Recommendation:

That the Administration and Finance Committee receive the 3rd Quarter Financial Reviewof September 30, 2009 for information.

Respectfully submitted,

Steve Ternent,Treasurer

Audrey Kryklywyj-ShortreidDeputy Director of Finance

P11

City of Langford

For the Nine Months Ending September 30, 2009

ASSETSCash $ 11,910,634Receivables:

Property Taxes 4,891,777Federal government 226,282

Provincial government and agencies 41,221

Other local government 13,161Other 769,705

Properties subject to redemption 429,054

Prepaid expenses 73,519

Municipal Finance Authority DebtReserve Fund Deposit 153,646

$ 18,508,999

LIABILITIES AND SURPLUSPayables:

Trade accounts and accrued liabilities $ 1 , 808,644Due to other funds 273,487

Other Liabilities:Prepaid property taxes and licences 417,084Security deposits 5,878,270Other 1, 134,318

Municipal Finance Authority Debt Reserve Fund:Cash deposit 36,926Demand note 116,720

9,665,449

Reserve for Future Expenditures 1,548,525Surplus (Statement E) 7,295,025

$ 18,508,999

P12

City of Langford


Budget 2009

GENERAL REVENUE FUNDSTATEMENT OF FINANCIAL ACTIVITY

Revenue:Taatlon (stlredule 1) (16.513 , 000) ( 16.M%853)

Other revenue from own sources (schedule 2) (4,443,400) (2,180,713)

Prmindal revenue sharing grants (396,000 ) (396,037)

Conthuonal transfers from otter government (schedule 3) (781,300) (501.133)

Transer from awn reserve accounts and funds ( 2,050.300) (M2.793)

DCC Revenue ( 121000 ) ( 26.4631

Total Revenue (24305000 ) ( 19 ,939.592)

Pxpendlture:General govemmentaervioea (s hedule 4) 3,160 ,600 2279,043

Prolactlve eeMCes (schedule 5) 7.385.000 3,518.276

Tranapodafon services (atledule 6) 5.299,700 3,193,133

EnWronmental development services (schedule 7) 1,251,300 765,104

Receeton and cultural services (schedule 8) 4,402,800 3.161.872

Cabwonal banters to regional and ottergovernments (schedule 9) 93.501

Transfer to awn reserve accounts and finds (schedule 19) 1,494 .506 560.000

Interest and other services 6.500 4.464

Interest and pandpal repayments 1.304.400 915348

Total Expend ure 24 305000 14,500,741

Surplus for the year (5.436 851 )(1 856.174)

$ (7,295,025)

P13

City of Longford


schedule 1

Budget 2009

TAXES

Property taxes $ (15,034100) ( 14,979,181

Property taxes - Capital Regional District - general - ( 93.501)

Prop" lazes - Gresler VCtaia Public Library (1,134,100) (1132,229)

1% UOlity taxes (283.400 ) (274181 )

Provlntial Slant in lieu of tales (81400) (94781

$ (16,$13 ,0001 E ( 16.569.853)

OTHER REVENUE FROM OWN SOURCES Schedule 2

Licenme and pmmitsE )50 000) 020(285Buibing Inspections

Business licences

( ,(75,000)

,(117,335)

En91needng and subdMsion (347,100) (245,376)

Planning (M5,31)(1) ( 20,381)

(1497400) (914,1141

Conn erdal leas rag (326.200) ( 3M4682)

Interest (178,000) 29,483

Penalties and Interest on taxes (332,500) ( 542,830)

CaSio revenue (1180.000)Mscallaneots (929 300) (452,57D)

(2948000) 11288599)

$ (4,443 ,400) $ 12,180,713 )

CONDITIONAL TRANSFERS FROM OTHER GOVERNMENTS Schedule 3

Federal:Treaty Negouafons Aseietance (20.000 ) ( 5.555)

Provincial:Street ligheng (464)

West Nile Grant (9,M) (11,121)

Community Wanda Fund 1199,800 )LEEDS Project Grant (62.500)CEERS ProjectGrant (75.000)Tree. for Tomorrow ( 54000 )Provintlel Emergency Program ( 37,864 )

O0ter GovernmentCRD- Fireprolecton and 911 (349.000 ) (337,874)

R Services - ONa Government (78000) ( 46,355)

$ 1751 ,3001 S ( 501.7M)

P14

City of Langford


Schedule 4

Budget 2009

GENERAL GOVERNMENT SERVICES

Legleladve:Coundl Indemnities end expenses $ 303 ,000 195558

Admintstraave:Salaries and benefits 1,112,300 819,360

Comuldng 260.000 61028

Travel and baimn9 14,800 7,416

Dues end leas 5.000 3,919

Oter 5.000 19,664

Common SeMCes:Legal 45,000 22,985

AdveNeing 25 ,000 14,934

Subsalp9ms aMofcesuppllae 36,900 23.395

Telephone, 36.000 49.798

Postage and courier 20,000 20.619

lesurenm 185.000 165928

Personnel development 31,300 20.500

other 54 ,000 21,097

Office equipment supplies and maintenance 33.000 20.381

Muniapal hall and Mar propertes 151.600 108.459

Intonnadon Technology:Network Support

Salaries and benefits 234,000 182.938

Trawl and balning 4, 500 2.336

Hardware and scream support 156,800 155.041

Other 19 . 100 10,465

Internet and Datsbase SupportSalaries and benefits 155500 195,718

Me, ],800 9,813

GISIMapping:Salaries and benefits 145.700 94,355

Other 19 , 500 3,623

Records Management92 500 45 261Sabdes and benafitc

Omer

,27 , 500

,4.021

$ 3,160 ,800 S 22]9,043

P15

City of Langford


schedule 5

Budget 2009

PROTECTIVE SERVICES

Police BeMCea:RCMP contract eeMcea 8 3.342 . 000 484.251

Mministatlon 541.800 445,549

Police bulldey 151,700 133.044

Expenses 114200 7].2244,149 ,700 1 .140.068

A. Protection:PAminmba6pn 916,400 789,822

Communication centre 401.500 262,548

A. flghsn9 bra 195,800 149167

Am 69hbng equipment 127,600 99,066

Fire dsuon and buildings 106,700 101042

Vehide fleet 84,000 62,567

Tminln9 76 000 25.8771,810 ,000 1.4]0, 081

Emergency Measures 63,400 20,308

9uIIdln9 inspection:Salary and benefits 490,500 333.949

Expenses 55.600 22.456

Vetde 15 900 8.347582,000 364,752

Board of Variance 1,400

Bylaw enforcement costs:Salary and benefits 468,600 324,338

Expenses 144,300 126,336

Vehicle 8000 10314620,900 468,990

Animal control 79 ,000 52,667

8 7,386 ,000 8 3 ,516,276

P16

City of Langford


Schedules

Budget 2009

TRANSPORTATION SERVICES

Common sandals:Secedes and benefits 526,000 437,785

Expanses 315,300 209,031

Vehide 41.200 23,526

Subdi,debn services'.Salaries and benefits 367,000 296,113

CorisiMngEx aaa 42,200 29,507

Road maintenance 3,001,900 1 . 664,975

Other maintenance - 2,774

Steel llghtng 256.500 167,871

Traffic signs 33.900 12.418

Traffic ftnals 131400 85799

Slane drainage 345.500 104.741

Other 218 ,800 138,593

5 5.299700 $ 3,193,133

ENVIRONMENTAL DEVELOPMENT SERVICES Schedule 7

Saladee and bents 803,300 545.934

Experoes 160,400 120.221

Vehicle 5,000 1,189

Boards and comma lane 1,000 8.000

Cornmunity development 261 ,6130 79.760

$ 1,251 ,300 $ 755.104

P17

City of Langford


Schedule 5

Budget 2009

RECREATION AND CULTURAL SERVICES

AdminlsaatonContacted sarvlces $ 552,300 248,85]

Coodhou on - ArenaWesbhore Parke and RecreationExpensesCoeuWn9Art and CultureRecreation Fadlfesaeautldmllen and FeWhous

cervices4bam

1,955 , 800447.900

12.00047,500

200 ,30052,900

1134100

1,5W.289162.598

1.07513,118

163,71224.647

1,011.578y

S , 0 S 3 ,181,9]24,402 80

CONDITIONAL TRANSFERS TO REGIONAL

AND OTHER GOVERNMENTS

Schedule 9

Capital Regional Distill $ 93,501

TRANSFERS TO OWN RESERVE ACCOUNTS AND FUNDS

Reserve Funds:

Schedule 10

Capital Works Reserve S 1,171,000 375000

Equipment Replacement Reserve 205.000 205,000

Spedal Pollen ReserveReaeneforFutureExpenseAcccounts

1.500 -

General Sewer Fund -Sewer Capael Expenditure Trenster -

MCapital Expenditure Trensfer 117 ,

$ 11494 ,500 $ 580,000

pig

City of LangfordCapital Project ExpendiWms

For the Nine Months Ending September 3a 2009

Budget 2009 Variance

General GovernmentAudlo-Visual Upgrades to Council Chambers 25,000 12 .389 12.611

Community WWFl Extension to City Centre Park 20,000 14,625 5,375

Conversion to VOIP Telephone System 90.000 88.225 1,775

Land Development Process Update/Sharepdnl Development' 175,000 7785 167,215

Webase Content ManagementDiamond Financial System 60,000 0 60.000

Tourist Information Centre 100.000 18.534 81 468

Emergency Response Facility 4.000,000 0 4,000,000

Property Acquisition 500,000 554733 (54,733)

4,970.000 696 .291 4 ,273,709

Fire DeptFire Equipment Replacement 49.900 41.529 8.371

Smailcar Purchase 27,000 29 .749 (2,749)

Heavy Duty Rescue Truck 225,000 227 , 369 (2,369)

2 Ton Pickup - Bat 1 39 . 000 29 ,682 9,318

Squirt Pumper Truck Unit 707 425.200 408 , 131 17069

Stor4 Fitting Magian 10.900 0 10.900

Resell 014 10,000 0 10,000

787.000 738,480 50.540

Engineering & Public Works

SloewalksSidewalk Infill 242 , 700 223,156 19,541

Goddsiream Sireetacape 0 5.174 (5,174)

Pedestrian Overpass at TCH 2.000,000 0 2,000,000

2,242,700 225 .330 2.014.370

Storm UminegeStorm Drainage Master Plan Phase III 50.000 24,735 25.265

Peat) Rd - Orono to Meaford 143,100 93,857 49,243

South Langford Storm Drain 199,400 103,979 95421

Walfred Rd Culverts 120,000 0 120.000Gardener Creek - Setdfed to Lake his Ann 681 .200 0 681,200

Lusters Detention Pand 8001000 848 799.152

Flrehall Creek Improvements 1,482 ,000 7.554 1474,446

588 Phelps Drainage Improvement 0 (1.917) 1,917

Happy Valley Storm Drains 100,000 41 ,493 58.507

Ir,An Dam 155,000 47 .431 107.569

3.730.700 317,980 3.412.720

RoadsNotBryn Maur Rd avepr 195,000 165,418 29.582-North dUpgradeM il lstream

to TCH & SW QuadrantConnectornnecike

U

Ramps& SWHold Co e

031.000.000

9.9000

(9.900)31,109.635e cs

anes -Lto

SpencerSherGdateam Bike L 900,000 490 . 695 109.635Poeim Leigh to Shore PkwyBike home b t 950.000 8.890 850.0100e,Peenes (M® B rock Roundabout elDesign 16 , 800 0 50.000Boo e improem

emenisd 218,800 16,655 206,761LamLake RoaBoom Road Connector 0 6.021

((6.021)Peati

Peatl MeelON Intersection d 1 .050.000 1.356 .021 (308.0211

34,011 ,800 2 ,047,088 31 ,964.712

Signalsand Ugh 3005]8 420538 39 880SookelHappy Valley Signals , , .

576.300 536.420 39.880

OtherTransit Priority Service 0 3854 (3,854)

0 3.854 (3,854)

Spencer hengeSpencer Interchange 11,488 .400 3 .424.583 8 .063.817

Total Engineering 8 P bll Works 52 049,900 6,559 255 45,491,645

pegei,39

City of LangfordCapital Project Expenditures

For/he Nine Months Entfing S lemher 30.3009

Budge 2009 Valiance

ParksStadi m PonyCHY Can"Stadium

d2Lan c2,700.0001,500,000

2 ,862.707245.327

(162.701)1,725,378ads

eape

Bond Pathways 500,000 337,127 137.128

Bowing FacNlryFe 0 37,127 (37.127)

Trollylls 800 ,000 401,114 398,886

5,975.000 3,861 2,114,103

Other PddaParkland Ac9Wsiuon 500.000 0 500,000Skateboard Park Upgrade 10.000 0 10,000

Dtsabety and Access Improvements 100.000 25.318 74,682

TC Trail along Glen Lake Rd 100.000 0 100,000Millstream Habitat Enhancement 25,000 0 25,000

Total Parks 8,710,000 3,886,215 2,823,785

Arts & Cullum60eet An 25,000 9 , 095 15.905

Grand Total of Capital Expenditures 84,541,900 11,886,316 52,655,584

City of Langford


BalanceBeginningMY.

Additions EnpendHUnsTransfers

InterestEarned

Balance,End of Pedod

Statement of Cbangra In Food BaanceReserves

Capital Works S (2.84,976) 2;179 ,813 (2,183 ,413) (23,017) ( 2.121,593)

ArcaeobglceUetesamenl 11,903 9.800 - 144 21,907

Affordable, Housing 471,680 27 1000 - 4 ,590 503.180

Pa*S end Open Space 1,500 . 218 175 ,620 - 15,414 1 ,7 51,252

PaM1alnd Improvement 88,898 69 ,000 993 150,891

General Nnenlly 3011606 1655 ,886 16 .0001 3 .213 465,707

SlalueeUN9wut§ elbn 100,270 - ( 9.05 ) 098 92,073

E9ulpmenI"nest 250,820 208,200 ( 247,150 ) 2.196 212172

City Par ( 1,201.001 ) 259.488 (11,203) ( 953,330 )

Slrmvalk Cepoal 105020 46.787 ( 223,150 ) 500 (4.800)

Barn Mountain Flrshall 481,085 102,600 - 4.840 588,425

Special Police Came 221.174 - - 2,130 223.34

WestllleAmenl (y 1101,200 - (1.105.372) 5,168 -

ALRAcoueObm 31,718 41 .700 - 474 73,962

South Langfdd Stone Water 63.720 115 .751 - 961 180.432

School Crossing Guard 4 1,000 - 1 1,005

Daantean Parking one 10 ,000 - 149 19,927..^^.y^

South Langford Elm Proteagon 60320 - 50330

Total Reserve Funds Balances 968661 3470 ,825 ( 37741081 2458 670,758

Development Cost Charges

Parke 8 ,475,422 7,580 - 62,372 6 ,545.354

Su= Drainage 160,216 126.079 ( 138,268 ) 1.808 160,734

Roads 282454 - ( 4,603 ) 2.713 280.584

Roads NOM ( 2,206 . 147) 166 ,300 (20.980) (2,080.813)

Roads South 2.019 , 161 205.785 ( 2.021.887 ) 12,458 285.397

Parkand Improvement 757,43 4,409 ( 417,318 ) 8,217 351.282

S. 28252 - 253 26,505

Padert and Open Space 1070695 578440 12 ,390 1682.526

Total Devebpmml Cost C6am s Balances 8 .594 .035 1 170444 2 .580 . 176 77 ,246 7,281.548

Total Funds on Hand 8 8580696 4641,269 18 .351,302 ) 84,703 7 ,932306

P21

Council Chambers, 3rd Floor-877 Goldstream Avenue ...and~Minutes... · angee: Fran: TO: From, To:...

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