budget meeting town hall, 305 iles way mission statement

BUDGET MEETING

Town Hall, 305 Iles Way

MISSION STATEMENT

Council is committed to excellence in government that reflects our citizens’ interests, values and goals. We will strive to deliver quality public services in a proactive and responsible manner while ensuring our objectives are clearly communicated to our citizens. We will strive to strengthen and diversify our economy by balancing public safety, industrial development, environmental responsibility and sustainability.

MONDAY, JANUARY 28, 2019

5:00 PM

A G E N D A

Page

1. CALL TO ORDER

2. APPROVAL OF AGENDA

2.1

APPROVAL OF AGENDA

RECOMMENDATION THAT Council approves the Monday, January 28, 2019 Budget Meeting agenda as presented.

3. ADOPTION OF MINUTES

7 - 13

3.1

JANUARY 7, 2019 - REGULAR COUNCIL MEETING MINUTES

RECOMMENDATION THAT Council adopts the minutes of the Monday, January 7, 2019 Regular Council Meeting as presented.

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Regular Meeting of Council - 07 Jan 2019 - Minutes - Pdf

4. BUSINESS ARISING FROM THE MINUTES

5. PETITIONS AND DELEGATIONS

None

6. CORRESPONDENCE

14

6.1

THE HONORABLE ANDREW SCHEER - CONGRATULATIONS

Correspondence from The Honorable Andrew Sheer, dated November 2018, congratulating Mayor Bertrand on the recent election.

RECOMMENDATION THAT Council receive the correspondence from The Honorable Andrew Sheer, dated November 2018, congratulating Mayor Bertrand on the recent election for information or discussion.

Honorable Andrew Scheer - Congratulations 15

6.2

BOB ZIMMER - CONGRATULATIONS

Correspondence from Bob Zimmer as a Member of Parliament for Prince George-Peace River - Northern Rockies, dated November 28, 2018, congratulating Mayor Bertrand on the recent election.

RECOMMENDATION THAT Council receive the correspondence from Bob Zimmer dated November 28, 2018, congratulating Mayor Bertrand on the recent election for information or discussion. Bob Zimmer - Congratulations

16 - 17 6.3

MINISTRY OF EDUCATION - 2019 PREMIER'S AWARD FOR EXCELLENCE IN EDUCATION

Correspondence from the Ministry of Education dated January 7, 2019 announcing the launch of the 2019 Premier's Awards for Excellence in Education.

RECOMMENDATION THAT Council receive the correspondence from the Ministry of Education dated January 7, 2019 announcing the launch of the 2019 Premier's Awards for Excellence in Education for information or discussion.

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Ministry of Education - 2019 Premier's Award 18

6.4

TUMBLER RIDGE MOUNTAIN BIKE ASSOCIATION - RESOLUTIONS OF SUPPORT

Correspondence from the Tumbler Ridge Mountain Bike Association dated January 11, 2019 requesting two resolutions of support for grant applications to Northern Development Initiative Trust.

RECOMMENDATION THAT the District of Tumbler Ridge supports the grant application from the Tumbler Ridge Mountain Bike Association for the Northern Development Initiative Trust Community Halls and Recreation Facilities grant for funding up to $30,000 for their "Pump Track" project.

RECOMMENDATION THAT the District of Tumbler Ridge supports the grant application from the Tumbler Ridge Mountain Bike Association for the Northern Development Initiative Trust Marketing Initiative grant for funding up to $5,000 for their "Website Development" project.

TRMBA - Resolution of Support Request 19 - 20

6.5

ALASKA HIGHWAY COMMUNITY SOCIETY - APPOINTMENT

Correspondence from Alaska Highway Community Society dated January 17, 2019 requesting that a District of Tumbler Ridge representative and alternate (from Council, staff or the public) be appointed to the Alaska Highway Community Society Board of Directors for a two-year term.

RECOMMENDATION THAT Council receive the correspondence from Alaska Highway Community Society dated January 17, 2019 requesting that a District of Tumbler Ridge representative and alternate be appointed for information or discussion.

AHC Bod_Appointment 2019

7. BYLAWS

21 - 23

7.1

COUNCIL REMUNERATION AND EXPENSES AMENDMENT BYLAW NO. 674, 2019

A report from the Deputy Corporate Officer dated January 28, 2019 to seek adoption of the proposed Council Remuneration and Expenses Amendment Bylaw No. 674, 2019.

of 46

RECOMMENDATION THAT the Council Remuneration and Expenses Amendment Bylaw No. 674, 2019 be adopted.

SR - Council Remuneration and Expenses Amendment Bylaw - Pdf

8. NEW BUSINESS

24 - 29

8.1

FLEET REPLACEMENT POLICY

A report from the Deputy Director of Finance dated January 28, 2019 to propose a policy to guide the District towards an effective Fleet Replacement Plan as part of the Asset Management Plan.

RECOMMENDATION THAT Council adopts District of Tumbler Ridge Policy PW-14 entitled Fleet Replacement Policy as presented;

Further, THAT Council approve the transfer of $ 383,051 from unallocated reserves to the Equipment Replacement Fund/Reserve to bring our Equipment Reserve at the level of our Total Accumulated Depreciation cost.

SR - Fleet Replacement Policy - Pdf 30 - 39

8.2

CAPITAL AND SPECIAL PROJECTS BUDGET

A report from the Chief Administrative Officer dated January 28, 2019 to present to Council the capital and special project requests contained in the 2019-2023 Financial Plan.

RECOMMENDATION THAT Council approves the Capital and Special projects contained in

Schedule A


Schedule B


Schedule C


Schedule D

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SR - Capital and Special Projects Budget - Pdf 40 - 41

8.3

SCHEDULE OF MEETINGS

Schedule of Meetings

9. NOTICE OF MOTION

None

10. COUNCILLORS’ BUSINESS

11. QUESTION AND ANSWER PERIOD

Please adhere to the following rules of order to ensure that everyone has an opportunity to ask a question and receive an answer in the 15 minutes allotted to this portion of the meeting.

a) Questions are to be directed to the Chair. The Chair will determine who will respond to the question.

b) Questions related to the current Council agenda only will be considered.

c)Questions regarding personnel or legal issues will not be considered.

d)One question per person. After everyone has had an opportunity to ask a question, then a second question will be allowed to each person.

12. RESOLUTION TO CLOSE MEETING

12.1

RESOLUTION TO CLOSE MEETING

RECOMMENDATION THAT the meeting is closed to the public in accordance with the Community Charter, sections 90 (1) (e) and 90 (1) (g) as follows:

(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality;

(g) litigation or potential litigation affecting the municipality;

of 46

13. RISE AND REPORT FROM CLOSED MEETING

14. ADJOURNMENT

14.1

ADJOURNMENT

RECOMMENDATION THAT the Budget Meeting of Council held on Monday, January 28, 2019 be adjourned.

42 Action Items - January 28, 2019 43 - 44

Strategic Plan Timeline 2018

45 - 46

Core Services Review Timeline

of 46

DISTRICT OF TUMBLER RIDGE

MINUTES OF THE REGULAR COUNCIL MEETING

Town Hall, 305 Iles Way, Tumbler Ridge, BC

Monday, January 7, 2019

COUNCIL PRESENT:

Councillor Krakowka (Chair)

Councillor Kirby

Councillor Howe

Councillor Miedzinski

Councillor Norbury

STAFF PRESENT:

Aleen Torraville, Director of Corporate Services

Jane Butters, Deputy Corporate Officer

Doug Beale, Director of Operations and Infrastructure

Dustin Curry, Director of Protective Services

Laura Sanders, Director of Finance

Celma Schribar, Deputy Director of Finance

ABSENT

Mayor Bertrand,

Councillor Lehmann

1 CALL TO ORDER

Deputy Mayor Krakowka called the meeting to order at 5:00 p.m.

2 APPROVAL OF AGENDA

2.1 APPROVAL OF AGENDA

2019-01-01 MOVED/SECONDED

THAT Council approves the Monday, January 7, 2019 Regular Council Meeting agenda as presented.

CARRIED

3 ADOPTION OF MINUTES

3.1 REGULAR COUNCIL MEETING MINUTES - DECEMBER 17, 2018


THAT Council adopt the December 17, 2018 Regular Council Meeting Minutes as presented.

CARRIED

4 BUSINESS ARISING FROM THE MINUTES

None

5 PETITIONS AND DELEGATIONS

5.1 TUMBLER RIDGE MOUNTAIN BIKE ASSOCIATION

Mona Lowther and John Proc on behalf of the TRMBA to presented to Council on their Grant-in-Aid request for a Trails Master Plan. A full PowerPoint presentation is on file.

Page 1 of 7

AGENDA ITEM #3.1

of 46

Regular Meeting of Council

January 7, 2019

5.2 BC ASSESSMENT

Scott Sitter on behalf of BC Assessment provided an update of the 2019 Assessment Roll. A full PowerPoint presentation is on file.

5.3 TUMBLER RIDGE GLOBAL GEOPARK

Sarah Waters on behalf of the Tumbler Ridge Global Geopark informed Council of the Canadian UNESCO Global Geopark event taking place in Tumbler Ridge on January 28 to 30, 2019 and requested sponsorship from the District for a dinner being held for the delegates. Ms. Waters extended an invitation to Council, staff and the Regional District Board.

Ms. Waters also informed Council of an infrastructure grant that provides opportunity for the possibility of a purpose built Geopark/Museum building. If the grant application is submitted by the District, there is possibility that 100% of the proposed 14 million dollar grant application be funded.


THAT the Geopark Dinner and Infrastructure Grant topic be moved to item 8.4, and that item 8.4 be moved to 8.5.

CARRIED

5.4 TR DAYS SOCIETY

TR Days Society had discussions with Council regarding Grizfest and at what level of funding support Council will provide for 2019. Council told TR Days that they do not want to fund $150,000 as requested and would like to hear options for lowering the cost of Grizfest. Deputy Mayor Krakowka stated that he believes they will have support from Council but that Council needs to further consider the $150,000 as there has been losses from the event in the past.

Council noted that the District can assist in planning additional events during the same weekend.

5.5 TR CARES

Not available to present to Council.

6 CORRESPONDENCE

6.1 COLONIAL COAL INTERNATIONAL CORP. - CONGRATULATIONS

Correspondence from Colonial Coal International Corp. dated December 14, 2018 congratulating Mayor and Council on the election and introducing their corporation.


THAT Council receives the correspondence from Colonial Coal International Corp. dated December 14, 2018 for information.

CARRIED

6.2 E-COMM 911 - CONGRATULATIONS

Correspondence from E-Comm 911 dated November 30, 2018 congratulating Mayor and Council on the election, introducing their organization and inviting Mayor and Council for a tour if ever visiting Vancouver.

Page 2 of 7

AGENDA ITEM #3.1

of 46


January 7, 2019


THAT Council receive the correspondence from E-Comm 911 dated November 30, 2018 for information.

CARRIED

6.3 WILDSAFE BC ANNUAL REPORT

Correspondence from WildsafeBC providing the 2018 Wildsafe BC Annual report for Tumbler Ridge.


THAT Council receives the correspondence from WildsafeBC providing the 2018 Wildsafe BC Annual report for Tumbler Ridge for information.

CARRIED

6.4 TAVIA TOLLESON - WILDERNESS LODGE

Correspondence from Tavia Tolleson dated December 17, 2018 requesting Council remove all covenants on the two units she owns at 360 Northgate, and email correspondence from Black Gold Realty dated December 19, 2018 in support of her request.


THAT Council receives the correspondence from Tavia Tolleson dated December 17, 2018 and the email correspondence from Black Gold Realty dated December 19, 2018 for discussion.

CARRIED


THAT Council request a report from Staff in regards to the covenants.

CARRIED

Councillor Howe voted in the negative

7 BYLAWS

7.1 COUNCIL REMUNERATION AND EXPENSES AMENDMENT BYLAW

A report from the Deputy Corporate Officer dated January 7, 2019 to seek first three readings of the Council Remuneration and Expenses Amendment Bylaw No. 674, 2019.


THAT the Council Remuneration and Expenses Amendment Bylaw No. 674, 2019 be read a first time.

CARRIED


THAT the Council Remuneration and Expenses Amendment Bylaw No. 674, 2019 be read a second time.

CARRIED

Page 3 of 7

AGENDA ITEM #3.1

of 46


January 7, 2019


THAT the Council Remuneration and Expenses Amendment Bylaw No. 674, 2019 be read a third time.

CARRIED

8 NEW BUSINESS

8.1 BUILDING HEALTHY COMMUNITIES COMMITTEE AND TUMBLER RIDGE HEALTH NEEDS COMMITTEE

A report from the Director of Corporate Service dated January 7, 2019 to seek approval of the Terms of Reference for the Building Healthy Communities Committee and the Tumbler Ridge Health Needs Committee.


THAT Council approves the Terms of Reference for the Building Healthy Communities Committee as presented.

CARRIED


THAT Council approves the Terms of Reference for the Tumbler Ridge Health Needs Committee as presented.

CARRIED

8.2 VACATION AND LIEU DAYS POLICY - PERS -12

A report from the Director of Corporate Services dated January 7, 2018 to seek approval of amendments to the Exempt and Management Staff Vacation and Lieu Days Policy - PERS 12.


THAT Council approves the amendment to the District of Tumbler Ridge Exempt and Management Staff Vacation and Lieu Days Policy – PERS 12 as presented.

CARRIED

8.3 2018 MUNISIGHT MUNICIPAL INNOVATION AWARD

A report from the Chief Administrative Officer dated January 7, 2019 to request a decision of a $2,000 donation to a local non-profit.


THAT Council receives this report for discussion.

CARRIED


THAT the $2000 be split between the Tumbler Ridge Global Geopark and the Tumbler Ridge Food Bank.

DEFEATED


THAT the $2000 be split between TR Days Society and the Tumbler Ridge Global Geopark.

Page 4 of 7

AGENDA ITEM #3.1

of 46


January 7, 2019

CARRIED

8.4 GEOPARK DINNER & INFRASTRUCTURE GRANT


THAT Council supports $2,400 towards the banquet for the conference for the Geopark.

CARRIED


THAT District Staff work with members of the Geopark to be the funding body for the grant they are looking for.

DEFEATED


THAT the District of Tumbler Ridge applies for the Investing in Canada Infrastructure Program - Rural and Northern Communities Program funding application for project 'Geomuseum' and;

THAT Staff submit an application for grant funding, and;

THAT Council supports the project and commits to it's share, and;

THAT Council waives the Grant Flow Through Policy, and;

THAT Council directs Staff to put employee resources required to assist the Geopark in writing the grant up to January 23, 2019.

CARRIED

8.5 SCHEDULE OF MEETINGS


THAT the January 28 meeting be rescheduled for February 5, and;

THAT the January 21 meeting be moved to January 28.

CARRIED

Councillors' Howe and Miedzinski

voted in the negative

9 NOTICE OF MOTION

9.1 UPPER DECKING THE CURLING RINK

Councillor Howe forwarded the following notice of motion from the December 17, 2018 Regular Council Meeting.


THAT an amount to design and create a tender for the upper decking for the Curling Rink is included in 2019 Capital project discussions.

DEFEATED

Page 5 of 7

AGENDA ITEM #3.1

of 46


January 7, 2019

9.2 LAY DOWN AREA RECREATION DESIGN

Councillor Kirby forwarded the following notice of motion from the December 17, 2018 Regular Council Meeting.


THAT funds are set aside in the 2019 budget for the lay down area recreation design.

CARRIED

9.3 CURBSIDE RECYCLING REPORT

Councillor Kirby forwarded the following notice of motion from the December 17, 2018 Regular Council Meeting.


THAT a Staff Report on curbside recycling be completed for the 2019 budget.

CARRIED


THAT the amount to hire an engineering firm or other capable business with intention of assessing the possibility of upper decking the curling rink for the purpose of a weight room / running track be included in the 2019 capital project discussions.

CARRIED

10 COUNCILLORS’ BUSINESS

None

11 QUESTION AND ANSWER PERIOD

None

12 RESOLUTION TO CLOSE MEETING

None

13 RISE AND REPORT FROM CLOSED MEETING

N/A

14 ADJOURNMENT

14.1 ADJOURNMENT


THAT the Regular Council Meeting held on Monday, January 7, 2019 be adjourned at 7:31 p.m.

CARRIED

Page 6 of 7

AGENDA ITEM #3.1

of 46


January 7, 2019

Certified a true and correct copy of the minutes of the District of Tumbler Ridge Regular Meeting of Council held January 7, 2019.

________________________________________

Darryl Krakowka, Deputy Mayor

________________________________________

Aleen Torraville, Corporate Officer

Page 7 of 7

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AGENDA ITEM #6.3

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D.L8.;£RJCTOFBLER Rinse

’ JayM Zing

TUMBLER RIDGE MO-UNTAINBIKE ASSOCIATION ZY_

January 11, 2019 .‘

' COUDU\Mayor EDO

‘

?gend;» __ Gounbil CSMICC P.\/VOM

Re. Resolutions of Support for two NDIT Grant Applications " CA0 '

r B:SM . 1' WeCFO Firelliylaw Other:

Dear Mayor Bertrand and Councillors,

The Tumbler Ridge Mountain BikeAssociation(TRMBA)is applying to Northern Initiative Development

Trust for two grant opportunities in 2019. The Community and Recreation Facilities grant as well as the

Marketing initiatives grant.

The Community and Recreation Facilities grant will be an application for $30,000 for 50% of our Pump

Track Project. TRMBA has already secured the other 50% of funding from the Tumbler Ridge Community

Forest. This project will bring a free, inclusive, family child and youth friendly recreation opportunity to

Tumbler Ridge. If asked to prioritize grant applications, this application will be our primary.

The Marketing Initiatives Grant will be an application for $5,000 for the development of a website for

the Tumbler Ridge Mountain BikeAssociation. Having a website will help the TRMBA and in turn the

District ofTumb|er Ridge, the Regional District and the Geopark in marketing Tumbler Ridge's recreation

opportunities.

We are requesting two resolutions of support, one for each project, to accompany our grant

applications to Northern Development Initiative Trust. Having the resolution of support is a requirement

ofthegrant application and will help us secure funding for these two projects. The deadline for the

grant applications and for having these resolutions of support to accompany our application is February

8”‘,2019, if Council is willing to provide them for our Association.

Thank you f ourtime and consideration,

.lane Butters

TRMBA - President

AGENDA ITEM #6.4

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1 Alaska Highway Community Society PO Box 6850, Fort St John, BC V1J 4J3 Phone: 250-785-2544 Email: [email protected]

January 17, 2019 Mayor Keith Bertrand and Council District of Tumbler Ridge PO Box 100 Tumbler Ridge, BC V0C 2W0 Dear Mayor Bertrand and Councillors: The Alaska Highway Community Society, would like to invite the District of Tumbler Ridge to appoint a representative and alternate (from Council, staff or the public) to the Alaska Highway Community Society (AHCS) Board of Directors for a two-year term. As a Board member, your community works with other Northeastern BC local governments and partners to pursue our organization’s goal, which is to work together as a “single community” to focus on the development of the Alaska Highway. Past representation by Councillor Kirby and support from Economic Development Officer, John Powell has been appreciated. The organization continues to work with Parks Canada and the Historic Sites and Monuments Board to address issues concerning the nomination submission plus complete the Northeastern BC Heritage Strategy. AHCS members also contributed to Destination BC’s 10-Year Destination Development Strategy for Northeastern BC and look forward to learning about the recommendations that relate to the Alaska Highway Corridor when the Strategy is released in January 2019. Another significant milestone which demonstrates the importance of partnerships, is the completion and distribution of the book Signposts and Promises written by Julie Harris and Frank Edward. The content is based on the information gathered during the nomination project and publishing enabled through grant funding efforts by Fort St John North Peace Museum. According to the AHCS bylaws, Members of the AHCS are those persons who have accepted an appointment for a 2-year term as a Director by the Nominator. There is no fee for membership. Following describes the Eligibility criteria as outlined in the bylaws:

1. One representative from each community appointed by the local government (Village of Pouce Coupe, City of Dawson Creek, City of Fort St John, District of Chetwynd, District of Hudson’s Hope, District of Taylor, District of Tumbler Ridge, District of Mackenzie and Fort Nelson Regional Municipality)

2. Two representatives from the Rural Area Directors of the Peace River Regional District, one representing the northern half and one representing the southern half.

3. One representative appointed from each organization with whom the Association holds a Memorandum of Understanding.

4. The alternate representative shall act for the designated representative only when the designated representative is absent.

5. Nominators may change their representatives and alternate. 6. Appointments shall be in writing and contain and agree that the appointee and alternate will be

bound by the bylaws and regulations of the Association.

AGENDA ITEM #6.5

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2 Alaska Highway Community Society PO Box 6850, Fort St John, BC V1J 4J3 Phone: 250-785-2544 Email: [email protected]

For more information about the AHCS and to confirm the appointment to the Board please email, April Moi at ([email protected]) or call 250-793-0062. Thank you for your ongoing commitment to the development of the Alaska Highway. Sincerely

Karen Goodings, Chair Alaska Highway Community Society

AGENDA ITEM #6.5

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STAFF REPORT

Date: January 28, 2019 To: Mayor and Council Re: Council Remuneration and Expenses Amendment Bylaw

RECOMMENDATION: THAT the Council Remuneration and Expenses Amendment Bylaw No. 674, 2019 be adopted. ALTERNATIVE(S) TO THE RECOMMENDATION: None ISSUE/PURPOSE: To seek adoption of the proposed Council Remuneration and Expenses Amendment Bylaw No. 674, 2019. BACKGROUND: At the December 17, 2018 Regular Council Meeting, Council passed a motion to adjust Mayor and Council's annual remuneration amounts to compensate for the loss of a federal tax exemption. Council gave the first three readings of this amendment bylaw at the January 7, 2019 Regular Council Meeting. LEGAL CONSIDERATIONS: If adopted, this amendment bylaw will change the Council Remuneration and Expenses Bylaw No. 598, 2013 as outlined in the amendment bylaw. FINANCIAL/BUDGETARY IMPLICATIONS: This amendment bylaw will increase the Mayor and Council remuneration amounts as outlined. STRATEGIC PRIORITIES: N/A GOVERNANCE CONSIDERATIONS: N/A ATTACHMENTS: Council Remuneration and Expenses Amendment Bylaw No. 674, 2018 Submitted by: Jane Butters, Deputy Corporate Officer Concurrence: Aleen Torraville, Director of Corporate Services

Jordan Wall, Chief Administrative Officer

AGENDA ITEM #7.1

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DISTRICT OF TUMBLER RIDGEBYLAW NO. 674, 2018

A Bylaw to Amend the “Council Remuneration and Expenses Bylaw No. 598, 2013”

WHEREAS, pursuant to the Community Charter the District of Tumbler Ridge has adopted a Bylaw to Allow for Council Remuneration and Expenses Bylaw No. 598;

AND WHEREAS it is deemed necessary to amend the Bylaw to increase the annual indemnity to the Mayor and to each Councillor;

NOW THEREFORE, the Council of the District of Tumbler Ridge, in open meeting lawfully assembled, enacts the following:

1. This Bylaw may be cited for all purposes as “District of Tumbler Ridge Council Remuneration and Expenses Amendment Bylaw No. 674, 2018”.

2. Item 1 is amended as:

The District of Tumbler Ridge shall pay out of its annual revenue an annual indemnity to the Mayor in the amount of thirty-one thousand, four hundred and eighty-seven dollars ($31,487 base year 2019). The annual compensation will increase yearly by the annual average percentage change in the BC Consumer Price Index.

Item 2 is amended as:

The District of Tumbler Ridge shall pay out of its annual revenue an annual indemnity to each Councillor in the amount of fourteen thousand one hundred sixty-one ($14,161 base year 2019). The annual compensation will increase yearly by the annual average percentage change in the BC Consumer Price Index.

Item 3 is amended as:

The District of Tumbler Ridge shall pay out of its annual revenue to each Councillor appointed as Deputy Mayor, the amount of one hundred dollars ($100.00) per month.

3. Item 9 is added as:

During his or her term of office, the Mayor shall be supplied with a cell phone to conduct municipal business, with all costs to be borne by the Municipality.

4. District of Tumbler Ridge Council Remuneration and Expenses Amendment Bylaw No. 656, 2017 is hereby repealed.

AGENDA ITEM #7.1

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RECEIVED FIRST READING on the 7th day of January, 2019

RECEIVED SECOND READING on the 7th day of January, 2019

RECEIVED THIRD READING on the 7th day of January, 2019

ADOPTED on the day of ,

_____________________________Keith Bertrand, Mayor

_____________________________ Aleen Torraville, Corporate Officer

AGENDA ITEM #7.1

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STAFF REPORT

Date: January 28, 2019 To: Jordan Wall, Chief Administrative Officer Re: Fleet Replacement Policy

RECOMMENDATION: THAT Council adopts District of Tumbler Ridge Policy PW-14 entitled Fleet Replacement Policy as presented; Further, THAT Council approve the transfer of $ 383,051 from unallocated reserves to the Equipment Replacement Fund/Reserve to bring our Equipment Reserve at the level of our Total Accumulated Depreciation cost. ALTERNATIVE(S) TO THE RECOMMENDATION: That Council opt not to support the Fleet Replacement Policy as presented ISSUE/PURPOSE: To propose a policy to guide the District towards an effective Fleet Replacement Plan as part of the Asset Management Plan. BACKGROUND: In the past, the District of Tumbler Ridge never had a comprehensive fleet replacement plan. It is important that the District has the confidence that service delivery will not be interrupted unnecessarily by equipment failures. To have a replacement plan and schedule is a well-established business best practice that will have significant benefits in regards to having a recommended long term replacement schedule, estimated replacement costs and a longer term financial plan that will assist Council with their Strategic and Financial Planning. Further, the process on funding the replacement of a vehicle within the policy has never been set in stone and this is the reason why staff was directed to develop a plan. Currently, the District is already maintaining an Equipment Replacement Fund/Reserve. In view of this, the staff was instructed to do an an analysis on all the District-owned vehicles and their relative depreciation based on original cost of the unit and their estimated useful life. Please see the attached 2018 Fleet Replacement Schedule.The table below shows a summary of the depreciation costs incurred and the reserve amount in place. TOTAL Annual Depreciation Cost $ 233,091 TOTAL Accumulated Depreciation 2,061,033 Equipment Replacement Fund/Reserve 1,677,982 Transfer to Reserve $ 383,051 Based on the above, it indicates that our TOTAL Accumulated Equipment Depreciation cost exceeds our Equipment Reserve by $ 383,051. It is important that we replenish our Equipment Reserve by this amount so as to facilitate an efficient replacement of our equipment should they start to fail and in so doing, prevent the unnecessary interruption of our operation. Further, it is also important to transfer the amount of the TOTAL Annual Equipment Depreciation cost on a yearly basis to maintain the Equipment Replacement Reserve at its level.

AGENDA ITEM #8.1

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LEGAL CONSIDERATIONS: In compliance to PW 8 - Fleet Operations Policy - all fleet vehicles and equipment are required to be in safe operating condition at all times. FINANCIAL/BUDGETARY IMPLICATIONS: If approved, the District of Tumbler Ridge will be transferring to the Equipment Reserve Fund the amount of $ 383,051 to keep in level with the Total Accumulated Depreciation cost. Further, that an amount equal to the total cost of yearly depreciation of all the vehicles owned by the District will be transferred as well on a yearly basis to maintain its level. This will in turn gradually accumulate to become available when a vehicle must be replaced. In addition, if this policy gets approved, all vehicle replacement will not be automatically purchased. It will still go through the normal process of Capital Request and approval during budget deliberation. STRATEGIC PRIORITIES: N/A GOVERNANCE CONSIDERATIONS: The goal of this policy is ensure that as equipment is used, on a year to year basis, the funds to replace them are saved. There will be instances where vehicles outlive their expected lifespans. This policy will not result in the replacement of equipment early simply because it has depreciated as can be seen in the policy. This will, however, help ensure adequate funds available for fleet replacement without the need for large tax spikes when equipment needs to be replaced. ATTACHMENTS: Fleet Replacement Policy Submitted by: Celma Schribar, Deputy Director of Finance Concurrence: Laura Sanders, Director of Finance

Jordan Wall, Chief Administrative Officer

AGENDA ITEM #8.1

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Policy Name: Fleet Replacement Policy PW - 14

Date Adopted: xx-xx-xxxx Motion No. xxxx-xx-xx Purpose: The intention of this document is to guide the District towards an effective Fleet Replacement Plan as part of the Asset Management Plan. Scope: This policy applies to all of the vehicles owned by the District of Tumbler Ridge and any other vehicles falling within the reporting entity of the District. Guiding Principles:

• The Director of Operations and Infrastructure is responsible for the safe, reliable and efficient delivery of services as mandated from Council. This responsibility also includes the management of the District Fleet and includes recommendations for replacement.

• Fleet replacement is based on multiple factors such as depreciation, replacement cycles (kilometers, hours and age), maintenance costs, safety considerations, reliability, service requirements accounting information on how to approach and replacement costs.

• Previous to this document, there has not been a comprehensive fleet replacement plan for the District, it is important that the District has the confidence that service delivery will not be interrupted unnecessarily by equipment failures.

• The factors that determine replacement differ for vehicle class, level of service, annual kilometers, age, hours and maintenance schedules which all have an effect on repair costs, equipment down times, service disruptions, employee and public safety and environmental considerations.

• To have a replacement plan and schedule is a well-established business best practice that will have significant benefits in regards to having a recommended long term replacement schedule, estimated replacement costs and a longer term financial plan that will assist Council with their Strategic and Financial Planning.

• Public Works is responsible for preventative maintenance of all fleet equipment. Maintenance schedules are determined by manufacturers recommended intervals and service use. The Preventative Maintenance Program is required to maximize the life expectancy and ensure reliability. Preventative maintenance is only one of the factors in the decision to replace equipment and provide an indicator with the increasing costs.

AGENDA ITEM #8.1

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Policy Statements:

1. A formal vehicle replacement policy is a necessary tool for the Director of Operations to control funding and replacement cycles for vehicles and equipment. In order to support this and the guiding principles mentioned above, two essential factors are necessary and should always be in place, namely: 5-Year Fleet Replacement Plan/Schedule Equipment Replacement Fund/Reserve

2. 5 Year Fleet Replacement Plan Schedule: The Director of Operations will manage and update this

schedule on a year to year basis during budget time, considering all safety factors as enumerated in the above guiding principles. Life cycle of the vehicle should be determined along with its replacement cycles. New vehicle acquisition will be handled by adhering to pre-established cycles and guidelines.

3. Equipment Replacement Fund/Reserve: This is a type of replacement policy and is considered a

forward-funded concept. Funds are gradually accumulated to become available when a vehicle or a piece of equipment must be replaced. The following steps will guide the process of establishing the Equipment Replacement Fund/Reserve:

• Historical cost plus all charges directly related to the purchase of the vehicles will be recorded.

• These amounts will then be amortized over the vehicle’s determined useful life. This is referred to as depreciation value.

• At the start of the year, the total estimated depreciation amounts for all the District owned vehicles will then be transferred to the Equipment Replacement Fund/Reserve. As has been stated, this is a forward funding replacement cost for the purchase of a new vehicle.

4. Replacing Vehicle within the Policy: Financing a vehicle within the policy will be treated

accordingly, as follows: • Fully Depreciated Vehicle - total purchase amount, will be transferred from the

Equipment Replacement Fund/Reserve instead of new money going in to the budget line. • Partially Depreciated Vehicle - includes vehicles that have become unreliable due to

frequent downtimes and incurring major & costly repairs. Partial amount (partial accumulated depreciation) will be transferred from the Equipment Replacement Fund/Reserve, the remaining fund a new fiscal expense going in to the budget line.

Attachment: 2018 Fleet Replacement Schedule.

AGENDA ITEM #8.1

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DISTRICT OF TUMBLER RIDGE2018 Fleet Replacement Schedule -

ModelEst. Life

Expectancy

Est. Replacement

Cost

Replacement Year

NotesOriginal

Purchase Price

Depreciation Annual

Cost

Accumulated Depreciation

% Depreciation

Book Value

1999 #52 Vactor 15 $520,000 2019 Extreme use all seasons 270,833 - 270,833 100.0% -

1998 G914 Rough Mower 15 $78,000 2019 Golf Course Seasonal Use 19,107 - 19,107 100.0% -

1998 G913 Fairway Mower 15 $78,000 2019 Golf Course Seasonal Use 19,913 19,913 100.0% -

2013 #68 Multi Tool Carrier 10 $240,000 2020Early Replacement due to

high costs 170,402 17,040 102,241 60.0% 68,161

2008 #25 Pickup 10 $50,000 2020 High mileage/rising costs 34,304 - 34,304 100.0% -

2008 #70 Council Transport 10 $50,000 2020 High mileage/rising costs 37,010 - 37,010 100.0% -

1993 #18 Water Truck 10 $85,000 2020Not reliable/rising cost/safety issue

26,173 - 26,173 100.0% -

2007 #76 Mower 15 $65,000 2021Public Works Seasonal

Use 21,433 1,429 17,146 80.0% 4,287

2007 #51 Crane Truck 10 $140,000 2021 High costs/Extreme Use 90,950 - 90,950 100.0% -

2007 Snow Blower 10 $170,000 2021Extreme use/Seasonal

Use 118,191 - 118,191 100.0% -

2012 CC2 Fire Command 10 $75,000 2021 Extreme Use/Rising costs 67,379 6,738 47,165 70.0% 20,214

2009 Zamboni 15 $120,000 2022Community

Center/Seasonal 95,369 6,358 69,937 73.3% 25,432

2007 #34 Pickup 10 $65,000 2022Public Works/Increased

Maintenance 17,639 - 17,639 100.0% -

2007 #37 Loader 15 $260,000 2022 Extreme Use/Rising Costs 177,616 11,841 153,934 86.7% 23,682


Maintenance 22,755 2,275 20,479 90.0% 2,275

2009 #17 Flat deck/Lift 15 $75,000 2023Community

Center/Increased Maint 58,082 3,872 38,722 66.7% 19,361

2011 #27 Grader 15 $300,000 2023 Extreme Use/Rising cost 239,064 15,938 127,501 53.3% 111,563

2007 #24 Pickup 10 $60,000 2023Community Center/Rising

costs 23,783 - 23,783 100.0% -

2003 Fire Engine #5 20 $500,000 2023 Emergency Use/20yr Risks 396,690 19,835 317,352 80.0% 79,338

2011 #79 ATV S/S 10 $25,000 2024Public Works/Seasonal

Use 14,734 1,473 11,787 80.0% 2,947


Maintenance 35,818 - 35,818 100.0% -

1997 #56 Compressor 10 $60,000 2024Public Works/Increased

Maintenance 16,578 - 16,578 100.0% -

2015 #62 Street Sweeper 15 $270,000 2024Public Works/Increased

Maintenance 216,636 14,442 57,770 26.7% 158,866

2007 #31 Forklift 15 $70,000 2025Recycle/Increased

Maintenance 31,838 2,123 25,470 80.0% 6,368


Maintenance 36,939 3,694 18,470 50.0% 18,470


Maintenance 38,051 3,805 22,831 60.0% 15,220

2015 #58 Utility P/U 10 $100,000 2025Public Works/Increased

Maintenance 80,177 8,018 24,053 30.0% 56,124

2008 R6 Fire Rescue 20 $400,000 2025Emergency Use/Extreme

use 82,619 4,131 37,179 45.0% 45,441

AGENDA ITEM #8.1

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DISTRICT OF TUMBLER RIDGE2018 Fleet Replacement Schedule -

ModelEst. Life

Expectancy

Est. Replacement

Cost

Replacement Year

NotesOriginal

Purchase Price

Depreciation Annual

Cost

Accumulated Depreciation

% Depreciation

Book Value

2016 #74 Mower 10 $70,000 2026Public Works Seasonal

Use 31,503 3,150 9,451 30.0% 22,052


Maintenance 46,888 3,126 12,503 26.7% 34,384

2014 #47 Utility 10 $80,000 2026Public Works/Increased

Maintenance 62,236 6,224 37,342 60.0% 24,895

2015 #63 Bobcat 15 $90,000 2026Public Works/Increased

Maintenance 92,354 11,841 24,628 26.7% 67,726

2018 #41 Refuse Truck 15 $300,000 2027Public Works/Increased

Maintenance 253,874 16,925 33,850 13.3% 220,024


Maintenance 42,782 4,278 8,556 20.0% 34,226

2018 #36 Dump/Sander 15 $300,000 2028Extreme Use/Increased

Maintenance 245,234 16,349 32,698 13.3% 212,536


Maintenance 42,782 4,278 8,556 20.0% 34,226


Maintenance 48,079 4,808 9,616 20.0% 38,463


Maintenance 42,782 4,278 8,556 20.0% 34,226


Maintenance 42,782 4,278 8,556 20.0% 34,226

2017 #35 Loader 15 $300,000 2029Public Works/Increased

Maintenance 271,223 18,082 36,163 13.3% 235,060

2017 #69 Bylaw Explorer 10 $70,000 2030Fire Hall/Increased

Maintenance 45,096 4,510 9,019 20.0% 36,077

2020#70 Town Hall - Highlander 70

$70,000 2030Public Works/Increased

Maintenance -

2020 Multi Tool Carrier $275,000 2030Public Works/Increased

Maintenance -

2020 #25 Pickup $70,000 2030Public Works/Increased

Maintenance -

2015 908 JD Tractor 15 $80,000 2031Golf Course/Increased

Maintenance 49,477 3,298 9,895 20.0% 39,582

2015 Greens Mower 10 $80,000 2031Golf Course/Increased

Maintenance 46,548 4,655 9,310 20.0% 37,239

2021 Fire Command $85,000 2031Fire Hall/Increased

Maintenance -

AGENDA ITEM #8.1

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STAFF REPORT

Date: January 28, 2019 To: Mayor and Council Re: Capital and Special Projects Budget

RECOMMENDATION: 1) THAT Council approves the Capital and Special projects contained in Schedule A 2) THAT Council approves the Capital and Special projects contained in Schedule B 3) THAT Council approves the Capital and Special projects contained in Schedule C 4) THAT Council approves the Capital and Special projects contained in Schedule D ALTERNATIVE(S) TO THE RECOMMENDATION: Council is able to defeat schedules as a whole or make motions to remove specific projects from a schedule. The following motion would be made in this case "THAT XXX is removed from Capital and Special Projects (ABCD)" ISSUE/PURPOSE: To present to Council the capital and special project requests contained in the 2019-2023 Financial Plan BACKGROUND: The District budgeting process works in three stages with the first being Capital and Special project considerations, second operational and Grant-In-Aid and Fee for Service, and the final stage of setting the tax rates. This meeting represents the first stage of the Financial Plan construction. The projects contained in this budget represent Administration's plan for either continuing service levels in the community, improving upon them, or achieving strategic goals as presented by Council. This year's amount represents a decrease in request amounts from previous years. With 2017 seeing a Capital request of $9,500,000, 2018 seeing 5,813,000 and the total of 2019 being $5,183,000. The amount of funding this year is however largely offset by a number of factors that include grants obtained, carry over from 2018, or transfers from allocated reserve funds. This amount of 3,080,000 means that the total Capital and Special project amount that is not funded, and thus must either come from tax revenue or transfers from unallocated reserves is 2,103,000. The largest project in this year's budget is funds allocated for PRIS to construct a high speed fiber internet project to residential and business properties in Tumbler Ridge which could see internet speed in Tumbler Ridge increase by 10x. This project is expected to be funded 50% through grants and the remaining monies initially paid by the District of Tumbler Ridge the be paid back by PRIS over time from the service contracts with residents in the community. It is likely that this project, at the end of its life time, will cost the District little to nothing. LEGAL CONSIDERATIONS: Some projects in the "Carry Over" section need to be approved or the District could face lawsuits for failure to pay for works and contracts completed.

AGENDA ITEM #8.2

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GOVERNANCE CONSIDERATIONS: Approval in this meeting will not give staff approval for spending on the project until approved at a later date. Any projects with funds allocated in years subsequent to 2019 will need approval in those year's budgeting processing. These are meant to be placeholders to build out future large expenditures expectations. ATTACHMENTS: Schedule A Public Works Schedule B Buildings-Community Services Schedule C Economic Development and Fire Schedule D Carry Over Submitted by: Jordan Wall, Chief Administrative Officer

AGENDA ITEM #8.2

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District of Tumbler Ridge2019‐2023Tangible Capital Assets, Special Projects

Schedule "A" Transfers From Reserve

Public Works

Project Name Additional Information Risks 2019 2020 2021 2022 20223 Notes

Southgate Sidewalk Extension

To install a sidewalk from Iles Way to Pioneer Loop on Southgate street. This has been in discussion and planning for a number of years most recently it was planned to be included during a land sale. Although the sale hasn't proceeded installation of the side walk can continue

There is a pedestrian risk with no safe walking spaces. With tourism continuing to grow there is no sidewalk connecting the pioneer loop to downtown. The newly paved roads will not be damaged by this process

110,000

Vactor Replacement

The current vactor is 20 years old and has greatly exceeded its life expectancy. The vehicle reserve fund has allocated for this replacement and no new funding is required

This machine is integral for the proper functioning of the District's sewer and water systems. It is not easily sourced from industry for rent and is required by local businesses and groups on a semi‐regular basis

500,000

Golf Course Equipment Rough

Mower

Replacement of the mower for the rough grass at the golf course. The equipment reserve has funds allocated for this replacement and no new funding is required

78,000

Golf Course Fairway Mower

Replacement of the mower for the fairway grass at the golf course. The equipment reserve has funds allocated for this replacement and no new funding is required

62,000

PRV Telemetry Monitoring

Currently our PRVs are manually monitored. This causes increased staff time and issues with the PRVs can't be monitored remotely. This project will allow the PRVs to monitored 24/7 rather than only when manually inspected

Currently each entry to check the PRVs requires a confined space entry procedure

30,000

Storm Water Drainage Upgrades

In 2018 the District completed a storm water drainage assessment. A number of steps were recommended to clear up clogged or otherwise poorly functioning aspects of the storm system

It is likely that in its current state our storm drainage system could withstand a 25‐year flood event. This work would ensure the system could handle 100‐300 year event. In the event of a significant flood and expensive damage can be occurred to roads and other infrastructure

250,000

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A ITEM #8.2

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Airport Lighting, Runway and Terminal

Assessment

The airport is aging and has considerable repairs needed to it to maintain service. This includes to its lighting, runway, fencing, and other aspects. This project would see an assessment done in year 1, tender created in year 2, and major repairs conducted in year 3.

60,000 15,000 1,500,000

Street Light Control Units

The current units are 20+ years old and have begun to fail with more regularity

Without replacement we will reactively repair units as they fail. This will be more expensive and increase down times

20,000

Log Installation

Council requested the inclusion of a log sign post near the Visitor Information Center included in the 2019 budget. This would place a fir tree along with artist direction signage

20,000

Downtown Assessment Report

Some of the sidewalks, public spaces, and gathering areas in the downtown core have begun to fail. This is a complicated issue due to the joint ownership between the District and private businesses of the infrastructure. A plan needs to be developed for upgrades and replacement

There are many cracks allowing for further water and weather damage. The problems will continue to grow if left unchecked

30,000 15,000 1,000,000

PW Storage YardCreation of a public access and storage yard for community group storage

40,000

Total: 1,200,000Transfers from reserve: 640,000Total new spending: 560,000

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A ITEM #8.2

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District of Tumbler Ridge

2019-2023

Tangible Capital Assets, Special Projects and Pre-Approvals, Asset Management

Schedule "B"Building and Community Services


Genie Man Lift

The current lift in the community center is 18 years

old and has been the subject of a number of

complaints of being unsafe to use

This is a needed piece of machinery for

many jobs in the community center. 20,000

Lions Concession

Upgrades requested by the lions to the concession

including a fridge, new flooring, counter tops, and

roll window replacement

15,000

Tennis Courts Lighting

Upgrade of the current tennis court lighting to LED.

This project is expected to pay for itself over the

course of its life time due to energy savings

20,000

Aquatic Center Stream

Room

The steam unit of the stream room has undergone

intensive repairs and continues to regularly break

down

The steam room will not be functional 15,000

Condenser Water, Jet

Ice, Sprinklers

Cleaning for the refrigeration plant to avoid the

growth of legionnaires bacteria, water purification,

and inspection and testing of the sprinkler system

17,000

Drain Piping, A/H

Control SystemReplace sensors and failed valves on the A/H system 12,000

Golf Course Green

Rollerattachment for mower to smooth out putting greens 13,000

Golf Course

Equipment

Replacement sand for sandtraps, gravel for travel,

hazardous tree removal and replacement of the

Pioneer.

16,000

Upper Decking of

Curling Rink

Engineering to determine the feasibility of creating a

second floor above the curling rink as well as prepare

a tender if approved

25,000

Golf Club

House/Restaurant

Upgrades

Over the course of the 2018 operating season

numerous issues were experienced with the facility.

Funds are needed to ensure the building is in proper

working order for the 2019 operating season

23,000

RV Park UpgradesContinued work on drainage and resolution of

heating/boiler issues at the shower house 10,000

Page 1 Schedule "D" Buildings/Repairs

AG

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A ITEM #8.2

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Total 186,000

Transfers from reserves 0

Total new spending 186,000

Page 2 Schedule "D" Buildings/Repairs

AG

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A ITEM #8.2

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2019-2023

Tangible Capital Assets, Special Projects and Pre-Approvals, Asset Management

Schedule "C"Economic Development/Administration/Protective Services


Implementation of Ec

Dev. Investment

Readiness Plan

This will target implementing resident attraction

initiatives, develop sector specific marketing pages,

and other initiatives indicated in the investment

readiness plan

25,000

In -Town Land

development

Funds to complete further Environmental

Assessments, subdivision plans for new commerical

space and residential development on north end of

uppper bench.

45,000

Purchasing Rural

Crown Land

Continued work related to the application to

purchase and bring to market rural residential lots as

well as funds to purchase the land

295,000 145,000

High Speed Internet

Instalation of high speed internet to residential

properties in the District through PRIS. It is

estimated 50% of this project will be covered

through grants. Further approval will be sought from

Council before proceeding with this project once

costing and grant approvals are in place. The total

costs of this project will be repaid over time by PRIS

through at percentage of their yearly profits

1,800,000

Tourism StrategyThe District's current tourism strategy is largely

complete and in need of replacement35,000

Age Friendly GrantThe completion of a age friendly community

assessment25,000

Street bannersReplacement of the existing winter street banners

20,000

Turnout Gear

Replacement

Regular annual turnout gear replacement8,000

Fireworks Mortars and

Racking Replacement

The current fire works launching system is aging an

in need of replacement 4,500

Page 1

AG

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A ITEM #8.2

of 46

Emergency Operations

Training

This is the next step in training staff for a large scale

emergency such as a wild fire or major industrial

accident. The first phase was completed in 2018

7,500

Bear Smart

Community

Assessment

When previously examined the cost of a Bear Smart

Assessment was quotes in the $15,000-$30,00

range. After having been a part of the Bear Smart

program they have offered to include it in our 2019

services for an additional $3,000

3,000

Thermal Imaging

Camera ReplacementScheduled replacement of thermal imaging cameras 14,000

Total: 2,282,000

Total Grants 925,000

Total new spending 1,357,000

Page 2

AG

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A ITEM #8.2

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2019-2023

Tangible Capital Assets, Special Projects

Schedule "D" Ongoing Project from 2018-2022 Budget

Carry Over


2017 Pavement

Replacement Plan

To complete payments on the 2017 paving done on

the bottom bench. Substantial completion on the

project has not yet been issued District testing has

identified areas possibly in need of upgrade

200,000

2018 Pavement

Replacement Plan

To complete payments on the 2018 paving done in

the city center. Final payment and substantial

completion on the project has not been made as

District testing has identified areas possibly in need

of upgrade

950,000

Interpretive Trail

Final payments on the interpretive trail. The project

is complete and substantial completion has been

issued

200,000

Public Works Building

Envelope

A recent energy assessment required by the

Provincial Government determined the Public Works

building to be the least energy efficient building in

use by the District. This project will install 4"

insulated panels to all exterior walls with new

flashing, install new bay doors, and insulate exterior

doors. The insulation in the building is no longer

effective as it has settled and the top 6 ft. are no

longer insulated.

The current insulation has asbestos in

it. It is much preferred to add

insulation to the exterior in order to

avoid working and disturbing the

asbestos on the interior. This process

will avoid us having to develop a very

costly asbestos mitigation plan

10,000 600,000

Town Hall Building

Envelope

A engineering firm has presented the engineered

options for Council for work on the exterior of the

building. This project is now ready to move on to its

next phase. A tender must be created through a

project management firm. Based on the design

material chosen by Council it may take up to 6

months from time of order to receive so the bulk of

this work will not take place until 2019. t

Town Hall is starting to suffer failures

in its roof, cracking stucco which

exposes more damage, support posts

are beginning to rot. The costs for

these project were approved in 2015

and a report on preliminary findings as

well as Council input will be sought in

the near future

40,000 1,900,000

Fire Hall Roof Exterior

and Insulation

In 2015 repairs were done to the roof. In 2017 we

plan to add insulation panels to the building which

will bring the building up to code standards. This will

also add insulation to newly repaired roof and

complete a building envelope

During the DTR energy efficiency study

it was noted this building is losing

energy. The current insulation has

settled leaving the top 6 feet

uninsulated

10,000 650,000

Page 1 Schedule "C" Fire

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A ITEM #8.2

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Recreation Master

Plan

Completion and delivery of a recreation master plan.

This project was completely funded by a UBCM grant 60,800

Sale of Golf Course

Issues relating to overlapping tenures on the

Tumbler Ridge golf course 44,200

Total: 1,515,000

Total Transfers from Reserves 1,515,000

Total new spending 0

Page 2 Schedule "C" Fire

AG

END

A ITEM #8.2

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AGENDA ITEM #8.3

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AGENDA ITEM #8.3

of 46

ACTION ITEMS – January 28, 2019

Date Item Resolution Status07-Aug-18 Sign Post Report to install sign post next to the VIC Budget 2019- Complete17-Sep-18 BC Housing Follow up with BC Housing on removal of units In progress. BC Housing visit

TR before decision05-Nov-18 Policy Creation Develop a policy to approve and compile a list of yearly

approved eventsIn progress - TBD

13-Nov-18 Recreation Pass Benefit Policy Draft a policy for the recreation pass benefit TBD13-Nov-18 COFI Orientation Arrange COFI Orientation Awaiting Response03-Dec-18 Gwillim Dock Follow up with the Province about repairs to Gwillim

DockComplete - Awaiting response

03-Dec-18 Monkman RFP Prepare Monkman RV Park RFP To be released mid February03-Dec-18 Purchasing Policy Prepare amendment to purchasing policy for part year

leasesMarch 4th

03-Dec-18 Teleconferencing Options Report on teleconferencing options February 4th

10-Dec-18 Health Committee Update Terms of Reference Complete17-Dec-18 Signs Have Engine Retarder and Tire Chains signs installed Spring 201917-Dec-18 Council Procedure Bylaw Update the Council Procedure Bylaw In Progress – Feb 4th 07-Jan-19 Tavia Tolleson Report in regards to covenants on Tavia Tolleson’s

propertiesMarch 4th

07-Jan-19 Munisight Award $1000 to TR Days Society and $1000 to TR Global Geopark

Complete

07-Jan-19 Geopark Delegates Dinner $2,400 to the Geopark for the delegates dinner Complete07-Jan-19 Geopark Museum Grant Staff work with the Geopark to write grant application In Progress07-Jan-19 Lay Down Area Recreation

DesignFunds set aside in the 2019 budget for the laydown area recreation design

No

07-Jan-19 Upper Decking Amount included in 2019 capital project discussions for assessing the upper decking

Complete

AG

END

A ITEM #

of 46

Strategic Plan Timeline

Action Department Notes Reporting DateSuccession Planning CAO CompleteSite 18 CAO Major works completed.

Landscaping in late summer/early fall

Monitor seed growth in spring

Asset Management Progress

CAO Reporting contained within specific departments

Ongoing

Municipal Election Admin Candidate packages complete

Complete

Holding bank policy Admin CompleteRural Residential Lot Creation

Economic Development

Seeking Council direction to make purchase applications

Submitted. Awaiting Provincial Response

Entrance Signs Economic Development

2019 Budget

Land Sale Data Base Creation

Economic Development

Database created. More land to be added

Updated with: Lot U, campsite in June.

Review and Update Emergency Response Plan

Protective Services

District is entering into regional approach strategy with funding from Federal Gov’t

Complete

Expand Locker at Fire Department

Protective Services

Complete

Recruit New Members Protective Services

Ongoing

Succession candidate for retiring CFO

Finance Complete

Produce SOFI Finance Complete Produce Consolidate Financial Plan

Finance Complete

Audit Financial Statements

Finance Complete

Pave Approved Areas Operations Southgate, Iles way complete.

Complete

Interpretive Trail Operations CompleteShare Shack Operations CompleteWaste Water System Repairs

Operations Received grant for 80% of project

Complete

Cemetery Phase 2 Operations CompleteBearwalk assessment Operations Complete-will be

AGENDA ITEM #

of 46

included in budget 2019 discussions

Recreation and Parks Master Plan

Community Services

Contract awarded

Curling Rink Piping Community Services

Complete

Golf Course Boundary Issues

Community Services

Boundary issues identified through survey. Working with Province for next steps

Submission made to Province

Design for Town Hall and other buildings

Community Services

New design options requested by Council

Requires Council design direction

Golf Course Repairs and Updates

Community Services

Complete- New assessment to be done in off season

Install TR Raptors Logo at center ice

Community Services

Council decision on logo complete

Complete

Repair Public Works and Fire Hall Buildings

Community Services

Fall 2019

Phone System Upgrade Community Services

Complete

Advertising policy Community Services

Complete

Golf Course Weddings Community Services

Complete

Hockey Tournament and Camp Attraction

Community Services

TBD

AGENDA ITEM #

of 46

Core Service Review Timeline

Action Strategic/Operational Priority Level Reporting DateRecreation Liability Waives

Operational High Complete

Discontinue Residential Lot Expansion

Strategic High Complete

Employee Drug and Alcohol Testing


Establish Special Capital Levy

Strategic High Complete

Increase Vehicle Replacement

Strategic Medium Complete

Budgeting Policy Strategic Medium CompleteCost Recovery for Sports Field Maintenance

Strategic Low No action taken by Council

Develop SOP for Summer Maintenance

Operational Low Complete

Discontinue Street Sweeping

Strategic Low No action taken by Council

Undertake Compensation/Workflow Analysis


Implement Technology for Winter Roads Maintenance


Implement Enhanced Controls Over Fuel Inventories

Operational Medium Complete

Revise the Current Policy for Financial Support


Acquire Automatic Vehicle Locators


Acquire Automated Tipper Units for Waste Collection


Develop 10 Year Asset Management Plan

Operational High TBD

Develop Formal Succession Plans


Divest Golf Course Strategic Medium Complete

AGENDA ITEM #

of 46

Divest Recreational Vehicle Park


Investigate Contracting out Municipal Services

Strategic Medium No action taken by Council

Implement Use of Procurement Cards


Establish Single Labour Pool for Public Works

Operational Low TBD

AGENDA ITEM #

of 46

budget meeting town hall, 305 iles way mission statement

Documents