Finance and Administration Committee Meeting - 30 Apr 2018

THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY

FINANCE and ADMINISTRATION COMMITTEE MEETING

Meeting Place: Municipal Office, 85 Bay Street, Barry's Bay

Monday, April 30, 2018

9:00 a.m.

Note to the Public - submissions received from the public, either orally or in writing may

become part of the public record/package.

As of February 16, 2016 all Committee and Council meetings will be recorded and will

be available to be listened to on the Township website www.madawaskavalley.ca on the

Minutes page.

Please mute all electronic devices during meetings. Page

1. Call to Order

2. Declaration of Pecuniary Interest

3. Adoption of the Agenda

3.1

Monday, April 30, 2018 RECOMMENDATION: THAT the Finance and Administration

Committee Meeting Agenda for Monday, April 27, 2018 be approved as

presented.

4. Delegations and Presentations 3

4.1

Ted Williamson, BIA

RE: Proposed 2018 BIA Budget 5 - 15

4.2

Karen Filipkowski, Madawaska Valley Public Library

RE: 2017 Draft Audited Financial Statements; 2018 Budget

4.3

Debbie Marshall, CIB

RE: Registration

5. Correspondence 17

5.1

Letter from Ministry of Tourism, Culture and Sport - April 20, 2018

RE: Summer Experience Program 2018

6. New Business 19 - 21

6.1

Report from the Acting Treasurer - April 30, 2018

RE: Payable to Combermere Karate Club

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26

6.2

Donation Request - Huntington Disease Beach Volleyball Tournament

27 - 31 6.3

Donation Request - Madawaska Valley Horticultural Society

7. Unfinished Business 33

7.1

Report - Acting Treasurer - April 30, 2018

RE: Donation Details for the Year Ended December 31, 2017 35 - 43

7.2

Report - Operations Manager - April 30, 2018

RE: Change Order Old Barry's Bay Road

8. Public Question Period

9. In Camera

9.1

RECOMMENDATION: THAT the Meeting enter In-Camera Session

to discuss matters pertaining to "personal matters about an identifiable

individual, including municipal or local board employees", "labour

relations or employee negotiations", Ontario Municipal Act 2011, c.25,

s.239 (2)(b)(d).

1. OMERS Pension Plan

10. Return to Open Session

11. Next Meeting Date

Monday, May 28, 2018 - 9:00 a.m.

12. Adjournment

of 43

AGENDA ITEM #4.1

Ted Williamson, BIA RE: Proposed 2018 BIA Budget of 43

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Township of Madawaska Valley

Public Library Board

Financial Statements

For the year ended 31 December 2017

MACKILLICAN & ASSOCIATES

CHARTERED PROFESSIONAL ACCOUNTANTS

AGENDA ITEM #4.2

Karen Filipkowski, Madawaska Valley Public Library RE: 2017 Draft Audite... of 43

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INDEPENDENT AUDITOR'S REPORT

To the Board Members,Members of Council,Inhabitants and Ratepayers of theCorporation of the Township of Madawaska Valley.

We have audited the accompanying financial statements of the Township of Madawaska Valley PublicLibrary Board which comprise the statement of financial position as at 31 December 2017, and the statementsof operations and cash flows for the year then ended, and a summary of significant accounting policies andother explanatory information.

Management's Responsibility for the Financial Statements

Management is responsible for the preparation and fair presentation of these financial statements inaccordance with Canadian Public Sector Accounting Standards for local governments, and for such internalcontrol as management determines is necessary to enable the preparation of financial statements that are freefrom material misstatement, whether due to fraud or error.

Auditor's Responsibility

Our responsibility is to express an opinion on these financial statements based on our audit. We conductedour audit in accordance with Canadian Generally Accepted Auditing Standards. Those standards require thatwe comply with ethical requirements and plan and perform the audit to obtain reasonable assurance aboutwhether the financial statements are free from material misstatement.

An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in thefinancial statements. The procedures selected depend on the auditor's judgment, including the assessment ofthe risks of material misstatement of the financial statements, whether due to fraud or error. In making thoserisk assessments, the auditor considers internal control relevant to the entity's preparation and fairpresentation of the financial statements in order to design audit procedures that are appropriate in thecircumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internalcontrol. An audit also includes evaluating the appropriateness of accounting policies used and thereasonableness of accounting estimates made by management, as well as evaluating the overall presentationof the financial statements.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a qualified basisfor our audit opinion.

Basis for Qualified Opinion

In common with many library boards, the organization derives revenue from fees and miscellaneous revenueand donations, the completeness of which is not susceptible of satisfactory audit verification. Accordingly,our verification of these revenues was limited to the amounts recorded in the records of the Township ofMadawaska Valley Public Library Board and we were not able to determine whether any adjustments mightbe necessary to fees and miscellaneous revenue and donations, assets and accumulated surplus.

620 Barnet Blvd. 14 Madawaska Street – P.O. Box 94Renfrew ON. K7V 0A8 Arnprior ON. K7S 3H2

T: 613.432.3664 | F: 613.432.8424 T: 613.623.7926 | F: 613.623.7927Email: [email protected] | Website: www.mackillicans.com

AGENDA ITEM #4.2


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Qualified Opinion

In our opinion, except for the effects of the matter described in the Basis for Qualified Opinion paragraph,the financial statements present fairly, in all material respects, the financial position of the Township ofMadawaska Valley Public Library Board as at 31 December 2017, and the results of its operations for theyear then ended in accordance with Canadian Public Sector Accounting Standards for local governments.

RENFREW, Ontario. Chartered Professional Accountants,

8 March 2018. Licensed Public Accountants.

AGENDA ITEM #4.2


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Statement of Financial Position

As at 31 December 2017(with 2016 figures for comparison)

2017 2016ASSETS

Financial assets:Cash on hand and in bank $ 36,676 $ 30,235Due from Canada 4,230 1,377Investment (Note 5) 21,560 21,399Prepaid expense 583 1,359

$ 63,049 $ 54,370

Liabilities:Accounts payable and accrued liabilities $ 13,874 $ 8,958Deferred revenue (Note 4) 23,940 23,068

$ 37,814 $ 32,026

Net financial assets $ 25,235 $ 22,344

Accumulated surplus comprised of:General $ 14,635 $ 11,744Reserves 10,600 10,600

$ 25,235 $ 22,344

(See accompanying notes)



AGENDA ITEM #4.2


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Statement of Operations

For the year ended 31 December 2017(with 2017 budget and 2016 actual figures for comparison)

2017Budget

2017Actual

2016Actual

Revenue:Canada grant - works grant $ 1,368 $ 1,368 $ 1,352Province of Ontario grants - operating 12,459 12,459 12,459

- pay equity 7,270 7,270 7,270- building grant 4,063 4,063 3,357- public internet access 25 960 1,772

Municipal grant 142,198 142,198 152,250Interest income 45 170 157Township of Brudenell, Lyndoch and Raglan 2,292 3,792 3,792Fees and miscellaneous 14,000 12,761 11,407Donations 1,500 1,193 4,242

$ 185,220 $ 186,234 $ 198,058

Expenses:Advertising $ 1,500 $ 1,054 $ 1,201Audit 2,500 5,250 2,137Books 19,000 17,429 18,448Computer equipment 5,263 6,571 5,759Custodial contract 3,500 3,510 3,420Insurance 650 456 154Internet expenses 800 865 2,560Maintenance 4,500 3,649 3,600Periodicals 800 564 793Professional development 2,400 2,040 1,988Salaries, wages and employee benefits 126,351 126,123 122,890Sound recordings 400 110Special programs 1,200 1,195 1,175Sundry 2,231 1,705 25,495Supplies 4,150 3,420 2,992Utilities 9,275 9,295 9,221Videos and disks 700 217 465

$ 185,220 $ 183,343 $ 202,408

Excess (shortfall) of revenue over expenses $ - $ 2,891 $ (4,350)Accumulated surplus at the beginning of the year 22,344 22,344 26,694

Accumulated surplus at the end of the year $ 22,344 $ 25,235 $ 22,344




AGENDA ITEM #4.2


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Statement of Cash Flows

For the year ended 31 December 2017(with 2016 figures for comparison)

2017 2016

Cash flows from operating activities:Excess (shortfall) of revenue over expenses $ 2,891 $ (4,350)Net change in non cash working capital balances related to

operations: - decrease (increase) in due from Ontario $ 405- decrease (increase) in due from Canada $ (2,853) 51- increase (decrease) in accounts payable and accrued liabilities 4,916 (998)- increase (decrease) in deferred revenue 872 706- decrease (increase) in prepaid expense 776 (732)

$ 3,711 $ (568)

Cash flows from (used for) operating activities $ 6,602 $ (4,918)

Cash flows used for investing activities:- increase in investment $ (161) $ (148)

Net increase (decrease) in cash and cash equivalents during the year $ 6,441 $ (5,066)Cash and cash equivalents at the beginning of the year 30,235 35,301

Cash and cash equivalents at the end of the year $ 36,676 $ 30,235

Comprised of:

Cash on hand and in bank $ 36,676 $ 30,235




AGENDA ITEM #4.2


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Notes to the Financial Statements


1. SIGNIFICANT ACCOUNTING POLICIES

The financial statements of the Township of Madawaska Valley Public Library Board are therepresentation of management prepared in accordance with generally accepted accounting standards forlocal governments as recommended by the Public Sector Accounting Board of the Chartered ProfessionalAccountants of Canada.

(a) Basis of AccountingThe financial statements are prepared using the accrual basis of accounting. The accrual basis ofaccounting recognizes revenues in the period in which transactions or events occurred that gave rise tothe revenue; expenses are recognized in the period goods or services are acquired and a liability isincurred or transfers are due.

Funds from external parties and earnings thereon restricted by agreement or legislation are accountedfor as deferred revenue until used for the purpose specified.

Government transfers, contributions and other amounts are received from third parties pursuant to legislation, regulation or agreement and may only be used for certain programs, in the completion ofspecific work, or for the purchase of tangible capital assets. In addition, certain user charges and feesare collected for which the related services have yet to be performed. Revenue is recognized in the period when the related expenses are incurred, services performed or the tangible capital assets are acquired.

(b) Government Transfers Government transfers are the transfer of assets from senior levels of government that are not the resultof an exchange transaction, are not expected to be repaid in the future, or are the result of a direct financial return.

Government transfers are recognized in the financial statements in the period in which the eventsgiving rise to the transfer occur, providing the transfers are authorized, and eligibility criteria have been met and reasonable estimates of the amounts can be made.

(c) Use of Estimates The preparation of financial statements in conformity with Canadian Public Sector AccountingStandards requires management to make estimates and assumptions that affect the reported amounts ofassets and liabilities, disclosure of contingent assets and liabilities at the date of the financialstatements, and the reported amounts of revenue and expenses during the year. Actual results could differ from these estimates.

(d) Deferred Revenue Certain amounts are received pursuant to regulations or agreement and may only be used in the conduct of certain programs or in the delivery of specific services and transactions. These amounts are recognized as revenue in the fiscal year the related expenditures are incurred or services performed.

(e) Cash and Cash EquivalentsCash and cash equivalents are comprised of cash on hand and in bank and investments due no greaterthan three months from the date of acquisiton or that are cashable on demand.



AGENDA ITEM #4.2


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Notes to the Financial Statements


(f) Revenue RecognitionOperating grants are recorded as revenue in the period to which they relate. Other revenue relates to library fines, fees for printing, money collected from fundraising activities and is recognized when theactivity is performed or when the services are rendered. Donation revenue is recognized once collection is reasonably assured.

2. FINANCIAL INSTRUMENTS

Financial instruments include cash on hand and in bank, investment and accounts payable and accruedliabilities. Unless otherwise noted, it is management's opinion that the Library Board is not exposed tosignificant interest, currency or credit risks arising from these financial instruments.

The carrying amounts reported on the statement of financial position for cash on hand and in bank,investment and accounts payable and accrued liabilities, approximates their fair values, due to theimmediate and short term maturities of these financial instruments.

3. CONTINGENT LIABILITIES

The nature of the Library Board's activities is such that there may be litigation pending or in prospect at any time. The Library Board is not aware of any claims or possible claims as at 31 December 2017.

4. DEFERRED REVENUE

Deferred revenue consists of advances from the Province of Ontario.

2017 2016

Province of Ontario literacy grant $ 19,000 $ 19,000SOLS capital funding grant 5 5SOLS capacity building grant 4,935 4,063

$ 23,940 $ 23,068

5. INVESTMENT

Investment consists of a Guaranteed Investment Certificate with an interest rate of prime less 0.95%.



AGENDA ITEM #4.2


MV Public Library

2018 Budget

REVENUE 2017 YTD 2017 Budget 2018 Budget

Operating Revenue

Brudenell. Lyndoch, Raglan 3,792.00 2,292.00 3,792.00

Madawaska Valley Op Grant 142,198.00 142,198.00 146,233.00

Provincial Operating Grant 12,459.00 12,459.00 12,459.00

Provincial Pay Equity 7,270.00 7,270.00 7,270.00

CRA - Hiring Tax Credit 403.31

Program Fees 70.00

Interest 0.00 45.00

Total 166,192.31 164,264.00 169,754.00

Front Desk Revenue

Donations (non-receipted) 663.15

Faxes 429.00

Fines 1,344.81

Memberships 530.00

Photocopy / Printing 2,478.68

Interlibrary Loan 1.15

Lost & Damaged Books 155.34

Exam Invigilation 350.00

Total Front Desk Revenue 5,952.13 6,000.00 6,000.00

Total Operating Revenue 172,144.44 170,264.00 175,754.00

Fundraising

Annual Book Sale 4,239.74 3,500.00 4,000.00

Donations (Receipted) 530.00 1,500.00 1,000.00

Trivia Night 1,783.50 2,500.00 2,200.00

Fundraising - Bucket Drive 455.95 2,000.00 450.00

Library Brand Coffee 200.00 200.00

Total Fundraising 7,209.19 9,500.00 7,850.00

Project Revenue 2017 YTD 2017 Budget 2018 Budget

Canada Summer Jobs 1,368.00 1,368.00 1,841.00

SOLS Internet Refund Grant 940.14 0.00 0.00

AG

END

A ITEM #4.2

Karen Filipkowski, M

adawaska Valley Public Library R

E: 2017 Draft Audite...

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MV Public Library

2018 Budget

SOLS Postage Refund Grant 20.07 25.00 25.00

Forest of Reading 466.85

One Time Grant Revenue 4,934.00 4,953.00

Total Project Revenue 7,729.06 1,393.00 6,819.00

TOTAL REVENUE 187,082.69 181,157.00 190,423.00

EXPENSE

Total Payroll Expenses 126,028.00 126,028.00 128,965.00

Administrative Expense

Advertising 492.95 1,500.00 1,500.00Accounting & Legal 5,250.32 2,500.00 3,200.00

Bank Charges & Service Fees 185.96 50.00 200.00

Continuing Education 325.64 400.00 400.00

Book Processing Supplies 1,483.79 2,200.00 1,800.00

Memberships 100.00 150.00 150.00

Professional Development 2,039.95 $2,000.00 2,000.00

Office Supplies 1,936.44 $1,200.00 2,000.00

Interlibrary Loans 93.98 $0.00 150.00

Postage 156.90 $150.00 175.00

Total Administrative Expense 12,065.93 $10,150.00 11,575.00

Acquisitions

Books 12,250.49 15,500.00 15,500.00

Audio Books 299.17 500.00 500.00

Periodicals 564.30 800.00 700.00

DVDs 216.94 700.00 700.00

Sound Recordings 0.00 400.00 400.00

Electronic Books & Databases 4,254.23 3,000.00 4,000.00

Total Acquisitions 17,585.13 20,900.00 21,800.00

Building / Facility

Custodial Contract 3,510.00 3,500.00 3,900.00

Maintenance Supplies 614.54 750.00 800.00

AG

END

A ITEM #4.2




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MV Public Library

2018 Budget

Taxes 179.79 200.00 200.00

Insurance 605.57 650.00 750.00

Maintenance / Service Contracts 3,370.34 3,000.00 3,500.00

Utilities - Propane 0.00 200.00 150.00

Utilities - Hydro 6,794.83 7,000.00 7,000.00

Utilities - Water 654.68 675.00 675.00

Total Building / Facility 15,729.75 15,975.00 16,975.00

Connectivity

Computer Purchases 0.00 0.00

Computer supplies & software 699.05 1,200.00 1,000.00

Internet 864.92 800.00 1,000.00

Technical Support 420.00 1,500.00 1,200.00

Telephone 1,153.67 1,200.00 1,200.00

Total Connectivity 3,137.64 4,700.00 4,400.00

Projects

Special Programs 869.86 1,200.00 1,000.00

Trivia Night Expenses 190.74 500.00 0.00

Coffee Fundraiser 134.00 576.00

Canada Works Grant 1,368.00

One time Grant Expense 158.75 4,953.00

Pool Collection Fee (SOLS) 225.00 750.00 700.00

Annual Copyright Fee 50.88 55.00 55.00

Total Projects 1,629.23 4,449.00 6,708.00

TOTAL EXPENSE 176,175.68 $182,202.00 190,423.00

190,423.00

190,423.00

0.00

Capital Expense Request 3,500.00

Towards cost of chairs for events / craft tables for programs /

costs associated with creating storage for these items.

AG

END

A ITEM #4.2




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Ministry of Tourism, Culture and Sport

Ministère du Tourisme, de la culture et du sport

April 20, 2018 Her Worship Kim Love Mayor Township of Madawaska Valley 85 Bay Street Barry’s Bay ON K0J 1B0 [email protected] Dear Mayor Love: Re: Case Number: 2018-02-1-753307677

Summer Experience Program 2018 I am pleased to inform you that your organization has been approved for a Summer Experience Program grant to hire one (1) Visitor Centre Attendant for the summer of 2018. You will be receiving a grant in the amount of $3,658 in one instalment. The general terms and conditions of this grant were agreed to when you signed the ministry’s application form. As an employer, you are required to adhere to the Employment Standards Act, 2000, including paying no less than the minimum wage. For requirements around hiring your summer student(s) and reporting on the grant, please refer to the Summer Experience Program Guidelines. If you have questions about your funding, please contact Jonathon Harris at 613-742-3368 or by e-mail at [email protected]. Congratulations and best wishes for success. Sincerely,

Richard McKinnell Assistant Deputy Minister, Tourism Division Ministry of Tourism, Culture and Sport

AGENDA ITEM #5.1

Letter from Ministry of Tourism, Culture and Sport - April 20, 2018 RE: ... of 43

https://webmail.ontario.ca/owa/redir.aspx?C=KZveVn6QDJB7nFMGus7kRwgcEO7hxVHoKBS4xALSkfmRMof-K6LVCA..&URL=mailto%3amayor%40madawaskavalley.ca

mailto:[email protected]

Reviewed By: N/A

CAO/Clerk

Treasurer/Deputy-Clerk

Operations Manager

CFO/CBO

Rec/Community Dev.

Planning/Licencing

ADMINISTRATION REPORT

Prepared by: Ross Jeffery, Acting Interim Treasurer

Prepared for: Finance & Administration Committee Meeting

April 30, 2018

Subject: Payable to Combermere Karate Club

Background and Analysis:

The new Combermere Recreation Committee took over October 26, 2017

I met with Paula Schroeder who is the new treasurer of the committee. She told

me that the Karate Club will be operating separately and that they should be paid

out their amounts accumulated to October 26th

plus/minus the odd transaction

afterwards.

Meeting with Christine Darbyson of the Combermere Karate Club, I was happy

that the understanding was the same.

I tabulated the attached accounting based on those discussions.

Christine suggested that we could take off the facility rental in 2018 from the

amount owed.

I told her that my preference is to cut the Combermere Karate Club a cheque and

then she would be provided invoices for the facility rental based on the agreement

signed in January 2018. I told her that the cheque should be approved by Council.

She agreed with this process.

The amount of the cheque is $1,030.98 as per the attachment.

Recommendation: That Council approves the payment in the amount of $1,030.98

to the Combermere Karate Club being the 2017/2018 karate membership fees

collected less expenses paid out.

AGENDA ITEM #6.1

Report from the Acting Treasurer - April 30, 2018 RE: Payable to Comberm... of 43

Combermere Recreation Committee

2017 Jiujitsu Club Transactions

Trans Balance

Oct 26 2017 Balance for the year 760.98

Dec 7 2017 More membership collected 530 1290.98

Jan 3 2018 2018 Memberships deposited accrued 130 1420.98

Jan 18 2018 Paid international membership accrued -390 1030.98

AGENDA ITEM #6.1

Report from the Acting Treasurer - April 30, 2018 RE: Payable to Comberm... of 43

AGENDA ITEM #6.2

Donation Request - Huntington Disease Beach Volleyball Tournament of 43

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g) How much fundtaisinghas your organization done:11regards to thisevent/pmject’?

4. Provide additionalinfomm?on whichcould assist Council in their decisionregardingyour request:

AGENDA ITEM #6.2


AGENDA ITEM #6.2


AGENDA ITEM #6.3

Donation Request - Madawaska Valley Horticultural Society of 43

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The MVHorticulturalSociety continues to create and maintain numerous flower beds and

planters in various locations throughout our municipality. in 2017 the Society increased the

number of flower beds to include the grounds in front of the Barry's Bay Post Of?ce, behind

the sitting area in the downtown core between Talk of the Town and Stedmans and a new rock

flower bed located at the waterfront/dockarea in Barry's Bay.

In the spring of 2017 MVHorticulturalSociety volunteers planted ?owers in over twenty

locations within the Madawaska Valley. These include 5 vertical log planters located at various

sites in the downtown of Barry's Bay, 3 horizontal log planters located at the roundabout on

Hwy 62 entrance to town, a ?ower bed under the rotating sign at the PYCC/Arenaentrance, a

flower bed at the Lions’Archon Hwy 60, 6 ?ower beds located along the Omanique Beach

Walkway, flowers in the stone ?re pits located in the Park on HWY62, a flower bed at the

hospital , ?owers at the Craft Cabin in Combermere, hanging baskets and flower boxes on the

bridge in Combermere, and flowers at the beach in Combermere. We also now have tulip

gardens awaiting bloom this spring to provide early colorand beauty in our municipality.

Volunteers from our HorticultureSociety take it upon themselves each spring to prepare all the

?ower beds with tilled soil, mulch and rockwhere necessary, then research, select and

purchase and plant the flowers/plants and then maintain and weed them throughout the

summer. In the past we have also struggled to regularly water all the beds throughout the

summer growing season. This past year, we have been fortunate in the Barry's Bay area to

have the Township of Madawaska Valley provide a watering program whichenabled regular

watering of many of the above noted flower beds and planters. Our members stillhand water

the planters in the Combermere area.

The Township of MadawaskaValley has generously contributed funding over the past years to

enable the Society to purchase the plants and materials needed for most of the flower beds and

planters located throughout the municipality. We cannot emphasize enough the importance

of regular watering of the flower beds by summer staff of the Municipality and we very much

appreciate that it occurs. It is recognized as criticalto the successof the beautification

plantings, especiallyduring a hot and dry summer.

The beautification of our municipality continues to be enhanced through the contribution and

collaboration of the Business improvement Association (BIA)and the Communities in Bloom

endeavour which was established in 2016. The HorticulturalSociety is a willing partner in this

endeavour. We willcontinue to work with this partnership in the coming season.

MVHSAdopt-a-Bed 2018

AGENDA ITEM #6.3


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Once again, we request funding from the Township of Madawaska Valley for 2018 to enable

our Society to again plant ?owers and enhance the beauty of our municipality. We look

forward to the continued support of the Municipality to provide regular watering of our flower

beds in the future and we will in turn provide volunteer assistance to work the beds and to

provide input into flower and greening projects which willenhance the beauty of the

Madawaska Valley.

AGENDA ITEM #6.3


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January 24, 201

- Adopt-a-bed: 2018 Proposed Planting and Maintenance Activities8

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IT: 51.800 1General notes: 1. Members and friends of the v willselect, plant and maintain the Beds

"* Municipal flower boxes spread throughout locatlons in Combermere

Combermere and stone ?replace in park, volunteer hours include watering time

Maduwasku Valley Horticultural Society

AG

END

A ITEM #6.3

Donation R

equest - Madaw

aska Valley Horticultural Society

of 43

1

REPORT: Donations Details for the year ended December 31, 2017Prepared by: Ross Jeffery, Acting Interim TreasurerPrepared for: Finance & Administration Committee

April 30, 2018

Event/Organization Description of Donation Direct Cost In-Kind CostCanadian Blood Services Hall Rental Fee waiver (March 2) (approved in 2016) 212.40

Reduction in PJY rental fees to Charitable Rate 201.00Theresa Paplinskie* Miss MV Pageant (February 19 & 25)

Barry's Bay & Area Minor Hockey Association Reduction in PJY rental fees to Charitable Rate 568.05 * Stanley Cup Hockey Dance (February 18) Killaloe Community Resource Centre Reduction in PJY rental fees (Jan to Dec) 2,776.70

M.V. Public Library Board PJY rental fee waiver & staff time- Trivia Night (May 3) 428.02

M.V.D.H.S. School Reunion Reduction in PJY rental fees to Charitable Rate 258.03 School Reunion (May 20) Communities In Bloom 1. 2017 Membership Fee 356.16 2. Balance of cash remaining 243.84 M.V. Food Bank Cash donation towards cost of rental space 500.00 M.V.D.H.S. Bursary (x2) 500.00

Opeongo Heritage CupReduction in PJY rental fees to Charitable Rate & staff time (March 24-27) 910.52

Wilno Heritage SocietyReduction in PJY rental fees to Charitable Rate & staff time- Kashub Day (May 6) 1,094.83

Barry’s Bay Triathlon Committee Staff time for road closure and barricades 237.44Barry's Bay B.I.A. 1. Banner Change 136.43 2. Staff Time (May 20) 226.59 3. Portable Washroom rental 200.00

George Vanier Catholic SchoolClass trip Carwash- Use of pumper truck & staff time (May 23) 221.00

Ontario Granite Anvil Event Reduction of PJY rental fees (August 26) 132.75Palmer Rapids Lions Club Community Centre usage for bingos & meetings January to December 3,229.52MV Friendship Clubs Community Centre usage for programs & meetings January to December 6,812.96Palmer Rapids Lions/MV Friendship Clubs Community Centre usage for January - April dances 1,219.28Renfrew County ATV Club Use of PJYCC lounge & kit & staff time (August 5) 790.17Barry's Bay B.I.A. Use of float trailer & staff time (August 5) 389.28Community Policing Advisory Committee “Leave the Phone Alone” staff time 260.12Royal Canadian Legion Wreath Purchase 115.00Barry’s Bay & Area Slo-Pitch Reduction in Ballfield Rental for L. Kuiack Memorial 113.00Terry Fox Run Use of BBQs and staff time to deliver/ pick up 25.06Sledge Hockey Club Use of PJYCC skate sharpening booth (Nov 20 & 27) 150.00St. Francis Valley Healthcare Foundation Tree of Lights- sleigh rides and staff time 600.00 249.64George Vanier Catholic School Outdoor Rink Flooding (fire department training) 0.00

Madawaska Valley Lions ClubUse of PJYCC lounge & kit to host Santa Claus & staff time for the Santa Claus Parade 243.61

TOTAL COST 2,515.00 20,886.40

2017 Total Cost – Direct Cost and In-Kind $23,401.40

2017 Budget- $2,000 Direct Cost and $13,000 In-Kind $15,000.00

AGENDA ITEM #7.1

Report - Acting Treasurer - April 30, 2018 RE: Donation Details for the ... of 43

Reviewed By: N/A CAO/Clerk Treasurer/Deputy-Clerk Operations Manager CFO/CBO Rec/Community Dev. Planning/Licencing

M E M O R A N D U M

TO: Council

FROM: Hilary Kutchkoskie

Operations Manager on behalf of Jason Ward

DATE: Regular meeting April 3, 2018

SUBJECT: Re: Report Change in Work/Extra Work Tender 2018-01 Old Barry’s

Bay Road

Members of Council –

BACKGROUNDThe following Tender 2018-01Rehabilitation Old Barry’s Bay Road has been successfully awarded to Greenwood PavingANALYSISDue to excellent pricing achieved through recent Tendering the following Change Order has been requested for an additional 2.5 Km for a Total of 13 Km for rehabilitation to Old Barry’s Bay Road

Tender MV 2018-01 Hot Mix Pavement Low Bid Greenwood Paving.

Firm Name Sub Total With Township HST portion 1.76%

Greenwood Paving Ltd. $1,387,061.55 (10.5 Km) $1,411,473.83Changeorder MV 2018-01-001

$367,010.00 (2.5 Km)

Recommendation: That the Township of Madawaska Valley accept Additional Work, Changeorder MV 2018-01-001 for Tender MV 2018-01 Old Barry’s Bay Road Rehabilitation from Greenwood Paving Ltd in the amount of $367,010.00 Excluding taxes subject to requirements of the contract

Operations Manager

85 BAY STREET, PO BOX 1000BARRY’S BAY, ON, CANADA

K0J 1B0(613) 756-2747

Toll Free: 1-866-222-8699FAX: (613) 756-0553

www.madawaskavalley.ca

AGENDA ITEM #7.2

Report - Operations Manager - April 30, 2018 RE: Change Order Old Barry'... of 43

ATTACHMENTChange Order No MV 2018-01-001

Respectfully submitted,

Hilary KutchkoskieJason Ward, Perspective Engineering Inc.

AGENDA ITEM #7.2


AGENDA ITEM #7.2


Finance and Administration Committee Meeting - 30 Apr 2018

Documents

Transcript of Finance and Administration Committee Meeting - 30 Apr 2018