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Regional District of Central Okanagan (RDCO) Financial Budget 2015

Community Comment Form

How to find text on this page using:  Internet Explorer | Firefox | Opera |Safari | Google Chrome

LAST UPDATE July 18, 2016

Click on your refresh button in the top menu, to be sure you see any updates.

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RDCO Annual Reports

RDCO Financial Statements

December 7, 2015 RDCO Board Meeting .pdf icon Item 7.2 Audit Committee Terms Of Reference Revision
2015 Audit/Human Resources Committee
Gail Given (Chair)
Duane Ophus (Vice Chair)
James Baker
Colin Basran
Doug Findlater
Cindy Fortin

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RDCO Newspaper article about the 2015 Financial Plan

Nice of the Regional District to let you know when you can speak about their budget meeting in their newspaper notification.

RDCO has informed us that you can speak at the March 27th, 2015 Board meeting at 9am, just before they pass the budget at that same meeting.

Would be nice if they held budget meetings on a weekend so people who work can attend and have their say.

Would be nice if people could speak about the budget before the meeting the budget is passed at.

We don't think the board is interested in hearing what residents think about their budget.

In fact Board members are quite happy with the Dog Control Budget from what we understand.

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If you want the actual budget figures, those are listed in the Governance and Services Committee Agenda's usually in March of each year .. 2013 it was the end of Feb.  RDCO told us that the Financial Plan Bylaws listed below are the amended budget documents, and what was amended is highlighted in green (at least for 2014 and 2015 anyway, probably not the older bylaws)

2015 - 2019 Financial Plan Bylaw No. 1356, 2015

2014 - 2018 Financial Plan Amending Bylaw No. 1354, 2015 - Amends Bylaw 1347
2014 - 2018 Financial Plan Amending Bylaw No. 1353, 2015 - Amends Bylaw 1347
2014 - 2018 Financial Plan Amending Bylaw No. 1352, 2014 - Amends Bylaw 1347
2014 - 2018 Financial Plan Amending Bylaw No. 1351, 2014 - Amends Bylaw 1347
2014 - 2018 Financial Plan Amending Bylaw No. 1349, 2014 - Amends Bylaw 1347
2014 - 2018 Financial Plan Bylaw No.1347, 2014 - Amended by Bylaw 1349, 1351, 1352, 1353, 1354

2013 - 2017 Financial Plan Amending Bylaw No. 1338, 2013 - Amends Bylaw 1324
2013 - 2017 Financial Plan Bylaw No. 1324, 2013 - Amended by Bylaw 1338

2012 - 2016 Financial Plan Amending Bylaw No. 1322, 2013 - Amends Bylaw 1305
2012 - 2016 Financial Plan Amending Bylaw No. 1317, 2012 - Amends Bylaw 1305
2012 - 2016 Financial Plan Amending Bylaw No. 1314, 2012 - Amends Bylaw 1305
2012 - 2016 Financial Plan Bylaw No. 1305, 2012 - Amended by Bylaws 1314, 1317, 1322

2011 - 2015 Financial Plan Amending Bylaw No. 1300, 2011 - Amends Bylaw 1289
2011 - 2015 Financial Plan Bylaw No. 1289, 2011 - Amended by Bylaw 1300

2010 - 2014 Financial Plan Amending Bylaw No. 1279, 2010 - Amends Bylaw 1272
2010 - 2014 Financial Plan Bylaw No. 1272, 2010 - Amended by Bylaw 1279

2009 - 2013 Financial Plan Bylaw No. 1256, 2009

2008 - 2012 Financial Plan Amending Bylaw No. 1248, 2008 - Amends Bylaw 1233
2008 - 2012 Financial Plan Amending Bylaw No. 1234, 2008 - Amends Bylaw 1233
2008 - 2012 Financial Plan Bylaw No. 1233, 2008 - Amended by Bylaw No. 1234, 1248

2007 - 2011 Financial Plan Bylaw No. 1204, 2007

2006 - 2010 Financial Plan Bylaw No. 1160, 2006

2005 - 2009 Financial Plan Bylaw No. 1101, 2005

2004 - 2008 Financial Plan Bylaw No. 1061, 2004

2003 - 2007 Financial Plan Amendment Bylaw No. 1025, 2003 - Amends Bylaw 1013
2003 - 2007 Financial Plan Bylaw No. 1013, 2003 - Amended by Bylaw 1025

====================================

Actual figures for Water Revenue and Expenses are in RDCO's Gov Srv Agenda's usually at budget time in February - March

2015 Actual will be coming in 2016
March 12, 2015 meeting
February 27, 2014 meeting
March 14, 2013 meeting
February 17, 2012 meeting
March 10, 2011 meeting
March 11, 2010 meeting

RDCO's bylaws web page (by number order)

RDCO's bylaws web page (alphabetical order)

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.pdf icon February 22, 2016 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 8.1 2015 Year In Review Surplus Deficits

*Note* Below is only a snippet, please click link above for entire content

Westside Waste Disposal & Recycling Centre Revenue from scrap metal was lower than budgeted. Transport and disposal costs for garbage and yard waste were higher than expected. New fee bylaw passed for 2016.

Trepanier Bench Water user fee revenue was less than budgeted and overtime salaries were higher than budgeted due to off hour call outs. Rates adjusted in 2016.

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.mp3 file icon - click here for help with audio February 22, 2016 audio of entire RDCO Board meeting - .mp3 (367 MB)

Click this Windows Media Audio icon for help with audio files February 22, 2016 audio of RDCO Board meeting only about Item 8.1 2015 Year In Review Surplus Deficits - .wma (10.5 MB)

.pdf icon February 22, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

8. FINANCIAL SERVICES
8.1 2015 Year In Review Surplus Deficits (All Directors – Unweighted Vote)
Staff report dated February 17, 2016 outlined the 2015 surplus-deficits for the various services the Regional District provides. Staff reviewed the report noting that many of the deficits have already been dealt with by the Board. The new water rates will address deficits in the Falconridge and Trepanier Bench Water Systems. It was noted that surplus/deficits must remain within its’ own service.
A video highlighting some of 2015 accomplishments in the various service areas was shown.
BAKER/STACK
THAT the Board receive for information the 2015 Year In Review financial surplus deficits report.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio February 22, 2016 audio of entire RDCO Board meeting - .mp3 (367 MB)

Click this Windows Media Audio icon for help with audio files February 22, 2016 audio of RDCO Board meeting only about Item 8.1 2015 Year In Review Surplus Deficits - .wma (10.5 MB)

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.pdf icon February 11, 2016 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Westside Waste Disposal Centre Fees
The Regional Board has adopted an amendment to the Solid Waste Management Regulation Bylaw that introduces user-pay yard waste tipping fees at the Westside Residential Waste Disposal and Recycling Centre. The new yard waste disposal fees are needed to offset budget shortfalls associated with higher than anticipated transportation and disposal charges for rising volumes yard waste. Starting April 1st, volume charges will be introduced for residential customers disposing of yard waste at the facility. A bag of yard waste will have a $1 fee, a 4’ by 8’ utility trailer or vehicle will be charged $5, a larger hauling bed vehicle/trailer will have a $15 fee while a tandem axle trailer with yard waste will be charged $20. Residents and customers of the facility will be advised of the upcoming introduction of yard waste disposal fees through advertising and information provided at the centre.

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.mp3 file icon - click here for help with audio February 11, 2016 audio of entire RDCO Board meeting - .mp3 (243 MB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about CAO Brian Reardon explaining how the vote is suppose to take place and that there is a mistake in the Agenda - .wma (815 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 6.1 Westside Waste Disposal And Recycling Centre Financial And Tipping Fee Analysis - .wma (23.0 MB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 6.2 Regional District of Central Okanagan Solid Waste Management Regulation Amendment Bylaw - .wma (915 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 7.1 Quarter 4 Purchasing Commitments - .wma (252 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 7.2 2015-2019 Financial Plan Amending Bylaw - .wma (3.68 MB)

.pdf icon February 11, 2016 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.1 Westside Waste Disposal And Recycling Centre Financial And Tipping Fee Analysis

.pdf icon Item 7.1 Quarter 4 Purchasing Commitments

.pdf icon Item 7.2 2015-2019 Financial Plan Amending Bylaw

*Note* Below is only a snippet, please click link above for entire content

SUBJECT: Westside Waste Disposal & Recycling Centre Financial and Tipping Fee Analysis
Purpose: A financial overview of the Westside Waste Disposal and Recycling Centre operation and a review of options for increasing tipping fee revenue.
Executive Summary:
The Westside Transfer Station experienced budget deficits of $51,000 and $62,000 ($42,000 pending budget amendment approval) in the last two years. The causes of the budget deficits relate a number of factors including higher than expected quantities of garbage and yard waste to transport and dispose and poor markets for scrap metal and yard waste. Variable expenses increased from 43% of total expenses in 2012 to 56% of total expenses in 2015 representing an increase of approximately $162,322. However, variable revenue has remained relatively unchanged. In 2015, yard waste resulted in $120,000 in variable expenses and only generated $6 in variable revenue. As a result, staff recommends charging tipping fees on yard waste to generate sufficient revenue to offset the variable costs associated with yard waste and help minimize the risk of future budget deficits.
RECOMMENDATION:
Recommended Motion #1
THAT the Regional Board support the implementation of the Option 2 Tipping Fee Schedule for the Westside Waste Disposal & Recycling Centre effective April 1,2016.
Recommended Motion #2
THAT Regional District of Central Okanagan Solid Waste Management Regulation Amendment Bylaw No. 1383, 2016 be given first, second, and third readings and adopted.
Respectfully Submitted:
Peter Rotheisler
Manager of Environmental Services

===========================

SUBJECT: Information Report- Purchase Commitments >$100,000 during 4Q 2015
Purpose:
As per section 4.6 of the Purchasing Policy approved on February 9th, 2012, a written information report of all purchase commitments exceeding $100,000 shall be provided to the Board every quarter.
Background:
Those purchase commitments exceeding $100,000 made during 4Q 2015 were as follows:
Contract: Residential Garbage, Recyclables and Yard Waste Collection (Ref# A15-258)
Contract Awarded To: OK Environmental Waste Systems Ltd
Contract Value (excl. taxes): $605,000 (estimated total over 3 years)
Competitive Process Followed: 3 year contract extension, as approved by the Regional Board (Nov 12th, 2015 Agenda Item 6.2)
Further details on all RFQ/RFP/lnvitation to Tender processes and awards are available at www.regionaldistrict.com/purchasing
RECOMMENDATION:
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the fourth quarter, ending December 31st, 2015.
Submitted by:
Andy Brennan, Purchasing Manager

=================

SUBJECT: Budget Bylaw Amendment
Purpose:
To amend the Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015 (original versions attached to report).
Executive Summary:
The Amending Bylaw attached shows the proposed changes to the budget. These amendments relate to the completion of year end and usage of capital and reserve funds. The following functions had operational deficits, and these deficits can be mitigated by reducing the amount of funds that were budgeted to be transferred to reserves.
092 - SWM: Westside Waste Disposal & Recycling Centre:
Community Services to report out on deficit of $61 ,995. In order to mitigate deficit, proposed amendment reduces $20,000 transfer to reserves to $0. This reduces the deficit to $41,995.
022 - Joe Rich Volunteer Fire Department:
Due to the wildfire event, response costs were higher than anticipated and caused a deficit of $26,000. $78,800 was budgeted to be transferred to capital reserves. Amendment increases expenses by $26,000 and reduces transfer to reserves by the same amount. This reduces the deficit to nil. Also transferring $17,800 to capital instead of reserves as a portion of non-qualifying costs relating to water supply projects should be funded through capital and reserves rather than Community Works Funds.
RECOMMENDATION:
THAT the Regional District of Central Okanagan 2015 - 2019 Financiai Plan Amending Bylaw 1XXX, 2015 be given 1st, 2nd, 3rd reading and adopted.
Respectfully Submitted
Marilyn Rilkoff
Director of Financial Services

Background:
Additional information has been received since the Financial Plan bylaw and amendments were adopted. A bylaw amendment is proposed in light of this new information at year end.
092 - SWM: Westside Waste Disposal & Recycling Centre:
Community Services to report out on deficit of $61 ,995. Due to increase yard waste and tipping fee costs, a deficit was incurred in the function. The partners/participants in the service are billed quarterly on the basis of budget rather than net actual costs. Any surplus or deficit is carried forward to the following budget year and recovered/distributed in the following year. In order to mitigate the year end deficit, proposed amendment reduces $20,000 transfer to reserves to $0. This reduces the deficit to $41,995.
022 - Joe Rich Volunteer Fire Department:
Due to the wildfire event, response costs for firefighters and vehicle costs were higher than anticipated and caused a deficit of $26,000. In order to build reserves for future capital needs, $78,800 was budgeted to be transferred to capital reserves. The budget should be amended to increases expenses by $26,000 for emergency costs and to reduce transfer to reserves by the same amount. This reduces the deficit to nil. Also transferring $17,800 to capital instead of reserves as a portion of non-qualifying costs relating to water supply projects should be funded through capital and reserves rather than Community Works Funds.
Financial Considerations:
Year end deficits should be reduced wherever possible, and these options/solutions are available to mitigate the deficit amounts. The impacts will be reviewed in the 2016 Financial Plan and future reserve and capital transfers will be re-evaluated during the budget process to incorporate the effects on the financial plan.
Attachments:
• Copies of Original Related Budget Pages from Bylaw 1356 for Page 27 and amending bylaw 1379 for Page 38.
• RDCO 2015 - 2019 Financial Plan Amending Bylaw No. 1XXX (Agenda item in Board Package).

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.mp3 file icon - click here for help with audio February 11, 2016 audio of entire RDCO Board meeting - .mp3 (243 MB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about CAO Brian Reardon explaining how the vote is suppose to take place and that there is a mistake in the Agenda - .wma (815 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 6.1 Westside Waste Disposal And Recycling Centre Financial And Tipping Fee Analysis - .wma (23.0 MB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 6.2 Regional District of Central Okanagan Solid Waste Management Regulation Amendment Bylaw - .wma (915 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 7.1 Quarter 4 Purchasing Commitments - .wma (252 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 7.2 2015-2019 Financial Plan Amending Bylaw - .wma (3.68 MB)

.pdf icon February 11, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

3. ADOPTION OF THE AGENDA
The Administrator clarified the voting rule for 6.1 and 6.2 (All Directors Unweighted Vote). Solid Waste Management is a regional function.
BAKER/FINDLATER
THAT the agenda be adopted as amended.
• Change voting for 6.1 and 6.2 as (All Directors - Unweighted Vote)
CARRIED Unanimously

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6. COMMUNITY SERVICES

6.1 Westside Waste Disposal & Recycling Centre Financial and Tipping Fee Analysis (All Directors - Unweighted Vote)
Staff report dated February 3, 2016 outlined the financial and tipping fee analysis for the operation of the Westside Waste Disposal & Recycling Centre. Budget deficits have occurred over the last two years relating to 'a number of factors
including higher than expected quantities of garbage and yard waste to transport and dispose of, as well as poor markets for scrap metal and yard waste.
Staff are proposing increases in fees to avoid further deficits. The fee increases were reviewed.
There are no commercial vehicles permitted on the site. It is only for residential waste. Staff reviewed what material comes to the site which is then transported off site to various locations.
Current tipping fees are the same as the Glenmore Landfill. It's important to note that the Regional District pays for all material transferred off site. There were deficits in 2014 (-$51,000) as well as 2015 (-$62,000). A budget amendment is
being proposed to reduce the deficit using reserves. The reason for the deficit was highlighted including an unexpected increase of 23% in yard waste.
Contributing factors also include closure of Peachland site and new weigh scales at Glenmore Landfill which weighs the trucks more accurately. In addition, fixed values (salary, insurance, electricity, etc.) can be forecasted, but variable values
(transport fees, tipping fees) are challenging to forecast, and fluctuate over short periods of time. Staff reviewed the pressures on future variable expenses.
The options for consideration were reviewed. Staff noted the report was presented to the technical committee which has representation from all municipalities. The changes are to be implemented April 1st. As well, in the future, adjustments may be made to tipping fees upon City of Keiowna completing their review of tipping fees.
Discussion:
• Are there changes in funding from MMBC? They do not contribute to this facility. They are managed at the depot on a different cost centre. Market challenges are not expected to increase.
• Illegal dumping may increase. When staff attends and clean-up illegal dump sites, the cost is paid by everyone.
• Is there consideration to move the transfer station out of a residential area to a more industrial centre? It's not something staff have considered, no complaints are received by customers or nearby residents. Some analysis has been done for adding more transfer stations. '
• Private depots do not accept the same materials accepted at the transfer/landfill stations.
• Cost to dispose of waste is known at the Glenmore Landfill. Variable costs are unknown. Other areas don't have much of an impact-yard waste has an impact to the budget.
• Closure of the Peachland Compost site caused a vocal response from some Peachland residents but transfer of material from Peachland to the Westside site isn't too much further. It has been a challenge for commercial haulers who must now transport to Glenmore Landfill.
• There are no additional charges at the North Westside transfer site. The increases apply only to the Westside transfer station.
• Has consideration been given to extending yard waste pickup particularly in the fall? This may reduce transfer to the station.
BAKER/OPHUS
THAT the Regional Board support the implementation of the Option 2 Tipping Fee Schedule for the Westside Waste Disposal & Recycling Centre effective April 1, 2016.
CARRIED (Opposed: Carson)

================

6.2 Regional District of Central Okanagan Solid Waste Management Regulation Amendment Bylaw No. 1383, 1st, 2nd and 3rd readings and Adoption (All Directors - Unweighted Vote)
OPHUS/BAKER
THAT Regional District of Central Okanagan Solid Waste Management Regulation Amendment Bylaw No. 1383 be given first, second and third readings and adopted.
CARRIED (Opposed: Carson)

================

7. FINANCIAL SERVICES
7.1 Information Report ~ Purchase Commitments >$100,000 during 4 (All Directors - Weighted Vote)
BAKER/BASRAN
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the fourth quarter, ending December 31, 2015.
CARRIED Unanimously

================

7.2 Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw No. 1384, 1st, 2nd and 3rd reading and Adoption (All Directors Weighted Vote)
Staff report dated January 29, 2016 outlined the amendments to the Financial Plan.
• Solid Waste Management Cost Centre (092) deficit $42,000
• Joe Rich Fire Department wildfire expenses - $26,000 deficit (cost of firefighter response to protect homes which is not covered by Provincial funding)
The question was raised why taxes would not be adjusted for next year instead of using reserves. Staff noted there is a duty to mitigate any deficits at year-end.
Budgets are not over budgeted in the event that there may be a wildfire in an area. Joe Rich is a very small tax base impacted by tax requisitions, and there is a need to budget for future reserves.
BAKER/CONDON
THAT Regional District of Central Okanagan 2015-2019 Financial Plan Amending Bylaw No. 1384 be given first, second and third readings and adopted.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio February 11, 2016 audio of entire RDCO Board meeting - .mp3 (243 MB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about CAO Brian Reardon explaining how the vote is suppose to take place and that there is a mistake in the Agenda - .wma (815 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 6.1 Westside Waste Disposal And Recycling Centre Financial And Tipping Fee Analysis - .wma (23.0 MB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 6.2 Regional District of Central Okanagan Solid Waste Management Regulation Amendment Bylaw - .wma (915 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 7.1 Quarter 4 Purchasing Commitments - .wma (252 KB)

Click this Windows Media Audio icon for help with audio files February 11, 2016 audio of RDCO Board meeting only about Item 7.2 2015-2019 Financial Plan Amending Bylaw - .wma (3.68 MB)

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.pdf icon December 7, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 6.1 First Quarter 2016 Capital Project Spend, Item 6.2 Budget Bylaw Amendment, or about Item 7.2 Audit Committee Terms Of Reference Revision

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.mp3 file icon - click here for help with audio December 7, 2015 audio of entire RDCO Board meeting - .mp3 (162 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Inaugural Meeting - .wma (11.6 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 6.1 First Quarter 2016 Capital Project Spend - .wma (5.29 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 6.2 Budget Bylaw Amendment - .wma (261 KB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 7.2 Audit Committee Terms Of Reference Revision - .wma (4.78 MB) Both COW Director Carson and COE Director Hanson were turned down after asking if one of the Electoral Area Directors could be on the Audit Committee

.pdf icon December 7, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.1 First Quarter 2016 Capital Project Spend

.pdf icon Item 6.2 Budget Bylaw Amendment

.pdf icon Item 7.2 Audit Committee Terms Of Reference Revision

*Note* Below is only a snippet, please click link above for entire content

Item 6.1 First Quarter 2016 Capital Project Spend
SUBJECT: Board Approval for 1Q 2016 Capital Project Spend

Purpose:
To seek the Regional Board's approval to issue RFPs/Tenders and make Capital Expenditure commitments in 1Q 2016 (ahead of the 2016 budget approval) for projects which are included in the current approved 5 year Capital Plan.

Executive Summary:
In January 2014, the Board directed the following via Board Resolution #19/14: "THAT staff be directed to review further the draft Q1 purchasing commitments and expenditure policy to include consideration by the Board in the last quarter of the year, for the projects identified for early expenditure during the first quarter of the following year."
In accordance with this, and under the same process as last year, staff are now making this request for Capital Project expenditure in 1Q 2016 for the projects detailed.

RECOMMENDATION:
THAT the Regional Board approve the Capital Projects listed under Categories 2, 3 and 4 for commitment / expenditure in 1Q 2016, ahead of the 2016 Budget approval.
AND FURTHER THAT the Regional Board receives, for information, the report on projects listed in Category 1, which were budgeted in 2015 and will be continuing into 2016.

Westshore 307= $848,000 (approved for 2016 in budget amending bylaw #1380)

Killiney 301 = $2,873,660 (approved for 2016 in budget amending bylaw #1379)

WWTP SCADA System 401 $50,000

Westshore Estates Community Park Water Fountain Install 143 $4,060

 

Item 6.2 Budget Bylaw Amendment

Purpose:
To amend the Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015 (original versions attached to report).

Executive Summary:
The Amending Bylaw attached shows the proposed changes to the budget. This is to move $20,050 that is a software upgrade project included in the operating budget to capital. This is a reclassification of funds.

120 - Economic Development Commission - CRM Software
The CRM $20,050 project was included in EDC's operating budget in 2015 as a special projects line item. It is in fact a software upgrade that should be capitalized. This project is not likely to be complete in 2015, but would need to proceed in Q1 2016, and has been identified in the Q1 project report to the Board. This would also mitigate any potential deficit situation for 2015.

RECOMMENDATION:
THAT the Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw 1XXX, 2015 be given 1st, 2nd, 3rd reading and adopted.

 

Item 7.2 Audit Committee Terms Of Reference Revision

Background:
The Board has expressed that every member of the Board has a fiduciary duty and responsibility to understand the financial statements and audit process, and have opportunity to ask questions of the auditors and staff when the financial statements are reviewed.
At the October 26th Board meeting, the Board adopted a resolution that the audit and financial statements would now come directly to the Regional Board rather than via the Audit Committee.
It was understood that should there be a major discussion item that needed to be addressed, the Audit Committee may be asked to review the audit item in advance, and provide recommendations to the Board.
The Terms of Reference for the Committee require updating in accordance with that resolution.
Financial Considerations: Reduced costs (auditors & staff) - not repeating review process twice.

Regional District of Central Okanagan
Audit Committee
TERMS OF REFERENCE

INTRODUCTION
The Audit Committee will provide additional support to the Board as required for the review of the annual financial statements and operating results of the Regional District.
The Audit Committee reinforces the principle that the administrative function of the Regional District is accountable to the legislative arm of the Regional District! and in turn the legislative arm is accountable to the taxpayers of the Region.
The Committee will provide this oversight! and also coordinate the Administrator's annual review and executive search in the event of a vacancy. The Committee will provide oversight of the collective bargaining process and human resource issues of Management and exempt staff.
The Audit Committee is a Standing Committee of Regional Board under the Board's Procedures Bylaw No. 1278.

OBJECTIVE
The objective of the Committee is to make recommendations to Regional Board on the:
• Audit matters of the Regional District as required.
• Human resource issues related to Collective Agreement bargaining, management and exempt staff policy line, and the Regional District Administrator's annual review and recruitment.
• Any other matter which may impact on the efficiency and effectiveness of Regional District operations, or that will significantly impact Regional District assets.

=====

2015 Audit/Human Resources Committee
Gail Given (Chair)
Duane Ophus (Vice Chair)
James Baker
Colin Basran
Doug Findlater
Cindy Fortin

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.mp3 file icon - click here for help with audio December 7, 2015 audio of entire RDCO Board meeting - .mp3 (162 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Inaugural Meeting - .wma (11.6 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 6.1 First Quarter 2016 Capital Project Spend - .wma (5.29 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 6.2 Budget Bylaw Amendment - .wma (261 KB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 7.2 Audit Committee Terms Of Reference Revision - .wma (4.78 MB) Both COW Director Carson and COE Director Hanson were turned down after asking if one of the Electoral Area Directors could be on the Audit Committee

.pdf icon December 7, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

.pdf icon December 7, 2015 Regional District of Central Okanagan Statutory Board Meeting Minutes

6. FINANCIAL & ADMINISTRATIVE SERVICES

6.1 First Quarter - 2016 Capital Project Spend (All Directors - Weighted Vote)

Staff report dated November 30, 2015 outlined the capital expenditure commitments in the first quarter of 2016, ahead of the 2016 budget approval, for projects which are included in the current approved 5-year capital plan. Category projects 2, 3 and 4 projects have been budgeted in the 5-year financial plan for 2015.
• Category 1 - projects which were budgeted and commenced or committed in 2015, but will have expenditure carrying over into early 2016. These are provided as information only as funds have already been approved.
• Category 2 - projects which were budgeted and approved in 2015, but did not commence. The capital budget item will carryover into 2016 with commitment/expenditure in 1Q2016.
• Category 3 - projects which are included in the current 5-year capital plan, where there is good reason to run a competitive purchasing process and commit to the expenditure in 1Q2016 (ahead of 2016 budget approval).
• Category 4 - capital projects which were not included in the current 5-year capital plan, where an emergent situation has occurred requiring staff to make this purchase in 1Q2016 (ahead of 2016 budget approval).

Category 4 expense may be impacted by a transformer that was recently compromised during a BC Hydro power failure in the area of the WWTP. Staff is seeking warranty coverage but as this is a critical infrastructure at the Plant, if it's not warrantied additional funds will need to be expended.

STACK/FINDLATER
THAT the Regional Board approve the Capital Projects listed under Categories 2, 3 and 4 for commitment/expenditure in 1Q 2016, ahead of the 2016 budget approval;
AND FURTHER THAT the Regional Board receive for information the report on projects listed in Category 1 which were budgeted in 2015 and will be continuing into 2016.

CARRIED Unanimously

==============

6.2 RDCO 2015 - 2019 Financial Plan Amending Bylaw No. 1381, 1st, 2nd and 3rd reading and Adoption (All Directors - Weighted Vote)

BAKER/DEHART
THAT RDCO 2015-2019 Financial Plan Amending Bylaw No. 1381 be given first, second and third readings and adopted.

CARRIED Unanimously

==============

7.2 Audit Committee - Terms of Reference Revision (All Directors - Unweighted Vote)

Staff report dated October 27, 2015 outlined the necessary amendments to the Terms of Reference for the Audit Committee in accordance with the Board's resolution with respect to the Audit and Financial Statements coming directly to
the Regional Board rather than via the Audit Committee.
It was noted that the membership of the committee is the mayors of the municipalities, the vice chair, and the chair represents the electoral areas. All recommendations come forward to the Board for approval. The committee was originally named the HR/Audit Committee-the Board had previously agreed to a name change to the Audit Committee.

It was suggested to add under objective:
• Legal matters which may have an impact on the Regional District

OPHUS/STACK
THAT the Regional Board approve the amended Terms of Reference for the Audit Committee.
Amendments:
- Under Objective add: Legal matters which may have an impact on the Regional District
- Under Membership add: Vice Chair
- Under Scope of Work: remove HR to read ... the Audit Committee.

CARRIED Unanimously

=================

Director Given was acclaimed Chair of the Regional District for 2016.

Director Ophus was acclaimed Vice Chair of the Regional District for 2016.

Director Given was acclaimed Chair of the Regional Hospital District for 2016.

Director Ophus was acclaimed Vice Chair of the Regional Hospital District for 2016.

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

.mp3 file icon - click here for help with audio December 7, 2015 audio of entire RDCO Board meeting - .mp3 (162 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Inaugural Meeting - .wma (11.6 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 6.1 First Quarter 2016 Capital Project Spend - .wma (5.29 MB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 6.2 Budget Bylaw Amendment - .wma (261 KB)

Click this Windows Media Audio icon for help with audio files December 7, 2015 audio of RDCO Board meeting only about Item 7.2 Audit Committee Terms Of Reference Revision - .wma (4.78 MB) Both COW Director Carson and COE Director Hanson were turned down after asking if one of the Electoral Area Directors could be on the Audit Committee

Blue Divider Line

.pdf icon November 23, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

July – September Program & Service Update

The Regional Board has received an update on program and service accomplishments during the third quarter of the year. These include receipt of a Small Communities Fund grant of $1.9-million for upgrades to the Killiney Beach water system; the creation of two new composting instructional videos by the Regional Waste Reduction Office; two national awards for the Economic Development Commission; a clean GST audit report and the start of preparations for the 2016 budget process. Potential deficits have been identified and staff is working to mitigate in the areas of Electoral Area Planning, Economic Development and the Dietrich/Trepanier water system. The Regional District provided staff along with other local government partners during three activations of the Emergency Operations Centre for the Joe Rich/Huckleberry fire, the Bear Creek fire and the Shelter Cove/Westside Road wildfire. After nine months, the Dog Control service has 20,700 licensed dogs (19,815 from Jan. - Sept. 2014). In Planning, Service Agreements for Fringe Area Planning have been endorsed between the Regional District and four member municipalities. In Parks Services, three draft management plans are being developed; a new Cottonwoods pedestrian bridge has been installed over Mission Creek and a community consultation survey was conducted on possible infrastructure upgrades for the Fintry Community Park – Lake Access #3.

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

.mp3 file icon - click here for help with audio November 23, 2015 audio of entire RDCO Board meeting - .mp3 (172 MB)

Click this Windows Media Audio icon for help with audio files November 23, 2015 audio of RDCO Board meeting only about Item 8.1 Third Quarter Work Plan And Budget Variance Report - .wma (5.30 MB)

.pdf icon November 23, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 8.1 Third Quarter Work Plan And Budget Variance Report

*Note* Below is only a snippet of the subjects, please click link above for entire content. 

Purpose: To provide the Board with third quarter year-to-date information pertaining to the 2015 work plan and budget variance report.

Executive Summary:
We are pleased to present the 3rd Quarter Work Plan and Budget Variance Report to September 30th, 2015. You will notice a new graphic system in this report that uses traffic light icons to indicate the work plan / budget variance status for each service provided by the RDCO:

Red Light - indicates work plan and/or budget targets not met
Yellow Light - indicates potential or minor variances expected
Green Light - indicates work plan and budget targets are tracking well and are expected to be met

As of September 30th all work plans and service revenues / expenses are within anticipated budget parameters, with the following exceptions:

Function Description Deficit
1. 111 - Electoral Area Planning • Potential deficit due to unanticipated $? leqal expenses
2. 120 - Economic Development • New Economic Development Officer $25,000 and new programming
3. 306 - Trepanier Bench Water • Potential deficit anticipated due to $? unexpected operational costs

RECOMMENDATION:
THAT the Board receive this report for information.

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

.mp3 file icon - click here for help with audio November 23, 2015 audio of entire RDCO Board meeting - .mp3 (172 MB)

Click this Windows Media Audio icon for help with audio files November 23, 2015 audio of RDCO Board meeting only about Item 8.1 Third Quarter Work Plan And Budget Variance Report - .wma (5.30 MB)

.pdf icon November 23, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

8. FINANCIAL & ADMINISTRATIVE SERVICES

8.1 2015 - 3rd Quarter Work Plan and Budget Variance Report (All Directors Unweighted Vote)

Staff report dated November 17, 2015 outlined the 3rd quarter work plan and budget variance to September 30, 2015.

The Administrator reviewed the report. Three exceptions were highlighted:
• Potential deficit in legal expenses for electoral area planning due to unforeseen legal expenses;
• Projected deficit for Economic Development Commission - due to a reduction in revenue and staff benefit payout. It was noted that when end of employment occurs funds for vacation, sick time are paid out and are not budgeted in the current budget.
• Unexpected operating expenses for maintenance at the Trepanier Bench Water system.

The question was raised how deficits covered.
o If expenses for the service are higher than revenue at the end of the year, it may require additional taxation in the next year to cover a deficit.
o As legal expenses for dog control are higher than anticipated, how will this be covered? It is anticipated the additional revenue for licensing, and reduction of expenditure will cover the deficit. The question was raised if a legal reserve for dog control should be established. Staff noted this can be reviewed at budget.
o How will a deficit in legal fees in electoral area planning be covered? Currently this will be borne by the entire Board as all partners participate in electoral area planning?

BASRAN/DEHART
THAT the 2015 3rd Quarter Work Plan and Budget Variance report be received for information.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio November 23, 2015 audio of entire RDCO Board meeting - .mp3 (172 MB)

Click this Windows Media Audio icon for help with audio files November 23, 2015 audio of RDCO Board meeting only about Item 8.1 Third Quarter Work Plan And Budget Variance Report - .wma (5.30 MB)

Blue Divider Line

.pdf icon November 12, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Water Rates and System Bylaws

The Regional Board has adopted individual bylaws for each of its six water systems which outline increases and restructuring of basic fees and consumption rates. The new rates take effect January 1st and are designed to encourage conservation and be more equitable for low and medium water users. They will also generate sufficient revenues to cover the full operating costs of providing service and will help keep each system financially sustainable. Water customers provided feedback on the new rates during open houses last spring.

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

.mp3 file icon - click here for help with audio November 12, 2015 audio of entire RDCO Board meeting - .mp3 (96.4 MB)

Click this Windows Media Audio icon for help with audio files November 12, 2015 audio of RDCO Board meeting only about Item 5.2 Regulations Bylaw And RDCO Water System Fees And Charges Bylaws - .wma (2.42 MB)

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Click this Windows Media Audio icon for help with audio files November 12, 2015 audio of RDCO Board meeting only about Item 5.2A Water Systems Regulations Bylaw No 1370 - .wma (5.42 MB)

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.pdf icon November 12, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 5.2 Regulations Bylaw And RDCO Water System Fees And Charges Bylaws

.pdf icon Item 5.2A Water Systems Regulations Bylaw No 1370

.pdf icon Item 7.1 2015 2019 Financial Plan Amending Bylaw (Westshore)

*Note* Below is only a snippet, please click links above for entire content. 

Item 5.2 Regulations Bylaw And RDCO Water System Fees And Charges Bylaws

Purpose: To give 2nd, 3rd readings and adopt bylaws regulating and managing water systems and establishing fees and charges for RDCO systems located within the electoral areas.

Executive Summary:
At the Regional Board Meeting held on October 26, 2015 RDCO Water Systems Regulation Bylaw No. 1370 and six water system fees and charges bylaws (1371,1372,1373,1374,1375, & 1376) were read for the first time. Discussion ensued, and second and third readings and adoption were deferred to the next Board meeting, so as to provide Directors with additional
time to review and consider the proposed bylaws.

The original Board report is attached hereto. The report provides reasoning for repealing the current bylaw and establishing new bylaws, and an explanation of the financial impact to the property owners once the new fees and charges take effect.

RECOMMENDATION #1:
THAT the Regional District of Central Okanagan Water System Regulations Bylaw No. 1370 be given second and third readings and adopted;

RECOMMENDATION #2
THAT the following Regional District of Central Okanagan Water System Fees and Charges Bylaws be given second and third readings and adopted:
• Killiney Beach Water System Fees & Charges Bylaw No. 1371
• Falcon Ridge Water System Fees & Charges Bylaw No. 1372
• Sunset Ranch Water System Fees & Charges Bylaw No. 1373
• Dietrich Water System Fees & Charges Bylaw No. 1374
• Westshore Estates Water System Fees & Charges Bylaw No. 1375
• Upper Fintry, Shalal Road, and Valley of the Sun Water System Fees & Charges Bylaw No. 1376

======================

Item 5.2A Water Systems Regulations Bylaw No 1370

REGIONAL DISTRICT OF CENTRAL OKANAGAN
BYLAW NO. 1370
A bylaw providing for regulating and managing the Water systems of the Regional District of Central Okanagan located within Electoral Areas East and West.

"turn off' means the closing of the shut-off valve located in a standpipe at or near where the water service connection crosses the properly line.

4, Call-Out Service Fees:
a) Water Service turn on or turn off (by appointment only) $150.00
b) After Hours Water Service turn-on or turn-off $300.00

======================

Item 7.1 2015 2019 Financial Plan Amending Bylaw

Purpose:
To amend the Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015 (original versions attached to report).

Executive Summary:
The Amending Bylaw on the agenda shows the proposed changes to the budget. This item was discussed at and deferred from the October 26, 2015 Board Meeting.
307 - Westshores Water System - Reservoirs Capital Project
Amended reservoir project. Addition of second reservoir. Increase in costs from $318k to $848k. Currently funding is coming from reserves. Staff will be reviewing the possible use of Community Works Funding during the 2016 Budget process. Staff will also be seeking approval at the December 7th meeting to proceed with the project in Q1 of 2016 in order to bundle area water projects to try to gain economies of scale and attract competitive bids and potential savings.

RECOMMENDATION:
THAT the Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw 1XXX, 2015 be given 1st, 2nd, 3rd reading and adopted.

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

.mp3 file icon - click here for help with audio November 12, 2015 audio of entire RDCO Board meeting - .mp3 (96.4 MB)

Click this Windows Media Audio icon for help with audio files November 12, 2015 audio of RDCO Board meeting only about Item 5.2 Regulations Bylaw And RDCO Water System Fees And Charges Bylaws - .wma (2.42 MB)

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.pdf icon November 12, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

5.2 Regulations Bylaw and Water System Fees and Charges Bylaws for Regional District Owned Water Systems - Central Okanagan East and Central Okanagan West

Staff report dated November 4, 2015 outlined that first reading was provided at the Board's October 26th meeting so as to provide the Directors with additional time to review the consider the proposed water bylaws. The question on who
votes on the bylaws was raised. The Administrator stated as per the Local Government Act Section 791 (11), when "only one director would be entitled to vote, each director who is present (a) is entitled to vote, and (b) has one vote."
Director Carson requested a copy of the legal opinion which staff will provide.

a) RDCO Water Systems Regulations Bylaw No. 1370, 2nd and 3rd readings and Adoption (All Directors - Unweighted Vote)

BAKER/STACK
THAT RDCO Water Systems Regulations Bylaw No. 1370 be given second and third readings and adopted.

CARRIED (Opposed: Carson/Hanson)

===============

7. FINANCIAL SERVICES

7.1 RDCO 2015 - 2019 Financial Plan Amending Bylaw No. 1380, 1st, 2nd and 3rd reading and Adoption (All Directors - Weighted Vote)

Staff report dated October 27, 2015 outlined the amendment required to fund the Westshores Water System - Reservoirs Capital Project. The addition of a second reservoir will increase costs from the projected $318k to $848K, funding coming from reserves. Staff will be reviewing the possible use of Community Works Funding in 2016 to reduce costs for this project.

The reservoirs have always been on the 20-year asset renewal plan. The design dollars have been able to be stretched because there is a significant project in Westshore. Staff believes the cost of the second reservoir will be reduced by
including it in the proposed larger project underway in 2016.

BAKER/STACK
THAT RDCO 2015-2019 Financial Plan Amending Bylaw No. 1380,2015 be given first, second and third readings and adopted.

CARRIED (Opposed Carson/Hanson)

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

.mp3 file icon - click here for help with audio November 12, 2015 audio of entire RDCO Board meeting - .mp3 (96.4 MB)

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Blue Divider Line

.pdf icon October 26, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

New Westshore Water Reservoirs Proposed
The Regional Board has received a report proposing a capital budget increase to allow construction of two new replacement reservoirs for the Westshore water system. The new reservoirs would be easier to maintain while ensuring fire flows and peak flow capacity. By constructing both reservoirs at the same time as the Killiney Beach water system upgrade project is done, the project size and value will be maximized and should result in more competitive pricing and possible cost savings. Community Works Funding will be considered for this project in 2016.

2016 – 2020 Budget Timeline / Public Input
The Regional Board has received a report outlining the timeline for consideration and discussion on the proposed 2016 – 2020 Financial Plan. Two additional opportunities for public comment and feedback have been added to the process. The first will take place February 25th during the Governance and Services Committee Preliminary First Draft Budget Review. The second opportunity to hear from the public takes place during the March 10th Governance and Services Committee meeting. The final opportunity for public input will be provided during the March 31st Board meeting for final consideration and adoption of the budget bylaw.

Proposed Water Rates and System Bylaws
The Regional Board has given first reading to individual bylaws for each of its six water systems and proposed increases for basic fees and consumption rates. Water customers provided feedback on the new rates during open houses last spring. The new rates, if approved, would take effect January 1st and are designed to encourage conservation and be more equitable for low and medium water users. They will also generate sufficient revenues to cover the full operating costs of providing service and will help keep each system financially sustainable.

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

.mp3 file icon - click here for help with audio October 26, 2015 audio of entire RDCO Board meeting - .mp3 (385 MB)

Click this Windows Media Audio icon for help with audio files October 26, 2015 audio of RDCO Board meeting only about Item 6.8 Westshore Water System Reservoir Capital Project - .wma (6.06 MB)

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.pdf icon October 26, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.8 Westshore Water System Reservoir Capital Project

.pdf icon Item 7.1 RDCO 2015 2019 Financial Plan Amending Bylaw

.pdf icon Item 7.2 Information Report Q3 Purchase Commitments

.pdf icon Item 7.3 RDCO Audit And Financial Statements Review

.pdf icon Item 7.4 Updated Financial Signing Authorities And Authorizations Policy

.pdf icon Item 7.5 2016 2020 Budget Process Timeline Information Report

.pdf icon Item 7.6 2016 2020 Financial Plan Request Items For Preliminary Discussion

*Note* Below is only a snippet, please click links above for entire content. 

Item 7.5 2016 2020 Budget Process Timeline Information Report
Executive Summary:
Significant Dates:
• October 26 Board Meeting: Presentation of anticipated major items and changes to 2016 budget.
• December 7 Board Meeting: Report requesting pre-approval of Q1 projects for carryovers from 2015 and urgent new 2016 projects.
• February 11 G&S: Grant in Aid Discussion
• February 25 G&S: Preliminary First Draft Budget Review and Public Input Opportunity
(with 2015 known surpluses/deficits and tax impacts).
• March 10 G&S: 2nd Budget Review and Public Input Opportunity (incorporation of changes and recalculations based on prior meeting).
• March 31 Board Meeting: 3rd Budget Review and Public Input Opportunity. Final Budget Approval (incorporation of changes and recalculations based on prior meeting).
• April 10: Submit Requisitions to Municipalities and Province (recalculated with BCAA Completed Roll).

Item 7.6 2016 2020 Financial Plan Request Items For Preliminary Discussion
111 -- Electoral Area Planning:
New Planning Services Agreements take effect on January 1, 2016. Of note: 4 member municipalities paid for full participation in Electoral Area Planning in 2015. This arrangement will change to partial participation over the next 5 years with a substantial reduction to the amount requisitioned from each municipality for each of the 5 years. This will result in a significant tax increase to Electoral Area residents in 2016. This has been conveyed to the Board during preparation and endorsement of the Planning Services Agreements'

  2015 2016 Estimate
Kelowna 299,256 151,334
Peachland 11,994 2,744
Lake Country 27,141 4,082
West Kelowna 68,083 33,578
EA COW* 8,544 177,538
EA COE* 7,680 53,422
Total 422,698 422,698
*Note:
3,390 Parcels in EA COW, 2,921 Unfringed.
1,879 Parcels in EA COE 2 Unfringed.

- Review and update of the Rural Westside OCP: Estimated cost of $30,000 - $40,000
- Legal: Increase budget beyond current $30,000. Estimate to be determined.
- Capital: Vehicle purchase (use Equip. Replacement Reserves) $30k

171 - Okanagan Regional Library:
The method used by ORL for calculating population used in the proration of the requisition is expected to be adjusted, resulting in an estimated reduction to the electoral areas of $20k or slightly more.

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

.mp3 file icon - click here for help with audio October 26, 2015 audio of entire RDCO Board meeting - .mp3 (385 MB)

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.pdf icon October 26, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

6.8 Westshore Water System - Reservoir Capital Project (All Directors Unweighted Vote)

Staff report dated October 19, 2015 outlined the background for increasing the Westshore Water System budget in order to building two new reservoirs. The new reservoirs will replace the two existing reservoirs that service the entire Westshore Water System. The current reservoirs are not able to be properly maintained and cleaned, corrosion ofthe construction material is thought to be negatively impacting water quality and leakage. New reservoirs will also ensure fire flow and peak capacity is met. The increase in project scope and budget will take advantage of the economies of scale from combining the Westshore reservoirs project with the improvement of the Killiney Beach Water System.

In 2015, it was originally anticipated to complete work on one reservoir. Staff noted it has been a struggle getting contractors to bid on small rural contracts.
Staff anticipate moving forward with projects such as this early in the year may increase the number of bids received. It is anticipated the increase in scope will qualify for water improvement community works grants. At this time staff need
to be assured the Board will support the project in order to move forward in Q1 in 2016.

BAKER/OPHUS
THAT the Regional Board receive the Westshore Water System - Reservoir Capital Project report for information.

CARRIED Unanimously

=======================

7. FINANCIAL & ADMINISTRATIVE SERVICES

7.1 RDCO 2015 - 2019 Financial Plan Amending Bylaw No. 1379, 1st, 2nd and 3rd readings and Adoption (All Directors - Weighted Vote)

Staff report dated October 16, 2015 outlined the amendments to the 2015-2019 Financial Plan including:
• Change in project timing and costs - Killiney Beach Water System
• Amended reservoir project costs - Westshore Water System
• Addition of funds for the Joe Rich Fire Department Cisterns project

o The overall project was approved in July, but the budget amendment was not done at that time. The plan is to complete
the project in Q1 2016.
Director Carson requested further time to consider the amendment to 307 Westshore Water System; therefore, it was agreed by consensus to remove that amendment from the proposed bylaw. Staff will provide further information on the
benefits of the project to the Director and a further budget amendment will be brought forward to the November 12th Board meeting.

BAKER/FORTIN
THAT Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw No. 1379, as amended removing 307-Westshore Water System, be given first, second and third readings and adopted.

CARRIED Unanimously

========================

7.2 Information Report- Purchase Commitments >$100,000 during 3Q 2015 (All Directors - Unweighted Vote)

Staff report dated October 13, 2015 outlined as per the Purchasing Policy, the purchase commitments greater than $100,000 during the third quarter of 2015.

BASRAN/BAKER
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the third quarter, ending September 30, 2015.

CARRIED Unanimously

==================

7.3 RDCO Audit and Financial Statements Review (All Directors - Unweighted Vote)

Staff report dated October 13, 2015 outlined a request to the Board that going forward the audit and financial statement direction come directly to the Board rather than the Audit Committee as has been the practice. In the past, due to
timelines it has been a challenge to have the Audit Committee review the statements in advance of the Board requirements to approve the statements.
The Board can delegate their authority to the Audit Committee to approve the statements but the policy currently states the Audit Committee review the statements first. This creates extra costs to have the auditor report the same information to the Audit Committee and then to the Board.

OPHUS/FINDLATER
THAT all information with respect to the Audit and Financial Statements come directly to the Regional Board rather than via the Audit Committee.

CARRIED Unanimously

==================

7.4 Updated Financial Signing Authorities and Authorizations Policy (All Directors - Unweighted Vote)

Staff report dated September 24, 2015 outlined proposed changes to the financial signing authorities and authorization policy including:

• Reflect staff titles,
• Document other payment authority processes,
• Add component that addresses electronic fund transfers,
• Limit for cheques/payments requiring Board signature from $10,000 to $25,000 (this limit has not changed in 18 years).

FORTIN/STACK
THAT Regional Board Policy 7.8 - Cheque Signing Policy be repealed;
AND FURTHER THAT the Regional Board approve Policy 7.81 - Financial Signing Authorities and Authorizations.

CARRIED Unanimously

======================

7.5 2016 - 2020 Budget Process Timeline Report - For Information Only (All Directors - Unweighted Vote)

Staff report dated October 13, 2015 outlined the budget process timelines for 2016.

BAKER/GRAY
THAT the report for the 2016-2020 budget process timelines be received for information.

CARRIED Unanimously

======================

7.6 2016 - 2020 Financial Plan Request Items for Preliminary Discussion - For Information Only (All Directors - Unweighted Vote)

Staff report dated October 13, 2015 provided a preview of significant items and estimates for possible inclusion in the 2016-2020 Financial Plan. This is provided at this time for information and further direction, if required.
Staff is aiming for little to no requisition increases in the 2016 budget. This will be balanced with building reserves and sustainable asset management. Of note, most capital projects are funded through reserves.

The review of the fire prevention service will come forward Nov 12th

Regional Parks - there is a proposed increase in the number of operating projects. The whole picture needs to be looked at when surpluses or deficits are calculated. Putting dollars in reserves last year had a tax impact. There are staff increases proposed.

Okanagan Regional Library - projected cost reductions. The Library Board is reviewing percentage increases for electoral areas and WFN. A Board decision is likely in November. Their proposal is to use the population figures for the RDCO, not BC Statistics which are shown to be unfair.

BASRAN/DEHART
THAT the update on the 2016-2020 Financial Plan request items be received for information.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio October 26, 2015 audio of entire RDCO Board meeting - .mp3 (385 MB)

Click this Windows Media Audio icon for help with audio files October 26, 2015 audio of RDCO Board meeting only about Item 6.8 Westshore Water System Reservoir Capital Project - .wma (6.06 MB)

Click this Windows Media Audio icon for help with audio files October 26, 2015 audio of RDCO Board meeting only about Item 7.1 RDCO 2015 2019 Financial Plan Amending Bylaw - .wma (4.74 MB)

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Click this Windows Media Audio icon for help with audio files October 26, 2015 audio of RDCO Board meeting only about Item 7.4 Updated Financial Signing Authorities And Authorizations Policy - .wma (1.45 MB)

Click this Windows Media Audio icon for help with audio files October 26, 2015 audio of RDCO Board meeting only about Item 7.5 2016 2020 Budget Process Timeline Information Report - .wma (1.53 MB)

Click this Windows Media Audio icon for help with audio files October 26, 2015 audio of RDCO Board meeting only about Item 7.6 2016 2020 Financial Plan Request Items For Preliminary Discussion - .wma (6.32 MB)

Blue Divider Line

.pdf icon September 28, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 7.1 Asset Management Planning or about Item 7.2 2015 2019 Financial Plan Amending Bylaw No 1366, or about MFA Financing being its lowest in years.

UBCM Conference Highlights
The Regional Board discussed a number of highlights from the recent Union of BC Municipalities conference. Meetings were held with Premier Christy Clark and several key members of the Provincial cabinet and the Board was pleased with the positive reception and ongoing commitment to keep Zebra and Quagga Mussels out of BC waters.

National Awards for Economic Development
The Regional Board praised the work of the Central Okanagan Economic Development Commission (EDC), which has recently received two national awards. At the recent Economic Development Association of Canada conference in Whitehorse, the EDC received the Marketing Canada Award for Best Brand Identity Application and the EDAC/Royal Bank Economic Development Achievement Award for the Okanagan Young Professionals Collective program.

UBCM Recognizes RDCO Director
The Regional Board acknowledged the recognition of one of its Directors at the recent Union of BC Municipalities (UBCM) conference. Director James Baker was honoured by the UBCM with an award for 25 years of public service.

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.mp3 file icon - click here for help with audio September 28, 2015 audio of entire RDCO Board meeting - .mp3 (137 MB)

Click this Windows Media Audio icon for help with audio files September 28, 2015 audio of RDCO Board meeting only about Item 7.1 Asset Management Planning - .wma (3.54 MB)

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.pdf icon September 28, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.1 Asset Management Planning

.pdf icon Item 7.2 2015 2019 Financial Plan Amending Bylaw No 1366

*Note* Below are only a snippets, please click links above for entire content

Item 7.1 Asset Management Planning

Asset Management Planning - UBCM Grant Funding

Purpose:
To seek authorization to include Union of BC Municipalities (UBCM) grant funding ($10,000) in the approved budget for completion of condition assessments of the Regional District of Central Okanagan's buildings. Additionally, seek Board approval to amend the budget to accurately reflect expenditures as per PSAB requirements for the software component of the assessment.

Executive Summary:
The evaluation of the proponents to a Request For Proposal has been completed and staff has arrived at the point to engage a qualified vendor to perform the facility assessments. In addition to the previous Board approved budget for this assignment of $68,724 the Regional District has received approval of UBCM grant funding of $10,000 for completion of the assessments.
Addition of the grant to increase the approved budget to $78,724 will provide adequate funding to award the contract (net taxes) and proceed with the assessments.

RECOMMENDATION:
THAT the Board authorize increasing the budget for completion of condition assessments of the Regional District's buildings to include the approved UBCM grant of $10,000.
AND THAT the budget be amended to reflect funding of the software portion of the assignment from operational expenditures versus the previously approved budget indicating a capital expenditure.

=======

Item 7.2 2015 2019 Financial Plan Amending Bylaw No 1366

Budget Bylaw Amendment

Purpose:
To amend the Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015 and Amending Bylaw 1365 with Amending Bylaw 1366.

Executive Summary:
In accordance with the report from Community Services regarding "Asset Management Planning
- UBCM Funding", amendments to the 5 year Financial Plan have been proposed as follows:
• The entire proposed project solution has now been determined to be operating in nature. with no capital component relating to software.
• A $10,000 grant has also been obtained and applied to offset the revised project costs.

002 - Administration Services:
• To decrease the capital amount for Software from $10,700 to $0, and reduce the amount funded from reserves by $10,700.
• Move the $10,700 to Operating, offsetting the cost by reducing the Transfer to Reserves by $10,700. With the change above, there is no net change to the balance in reserves at the end of the year. This is simply a shift from capital to operating for Public Sector Accounting reasons.
• Add $10,000 in UBCM Grant funding to offset additional $10,000 project cost.

007 - Electoral Areas:
• To move the capital spending of $4,457 for Software to Operating, along with the approved use of Community Works Funds.

RECOMMENDATION:
THAT the Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw 1366, 2015 be given 1st, 2nd, 3rd reading and adopted.

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

.mp3 file icon - click here for help with audio September 28, 2015 audio of entire RDCO Board meeting - .mp3 (137 MB)

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.pdf icon September 28, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

7. FINANCIAL & ADMINISTRATIVE SERVICES

7.1 Asset Management Planning - UBCM Grant Funding (All Directors Unweighted Vote)

Staff report dated September 17, 2015 outlined the request to include UBCM grant funding in the approved budget for completion of condition assessments of the RDCO buildings. It is an expansion of the approved budget by the funds
received through an UBCM grant of $10,000. This is a best practice in managing Regional District facilities. It's a software program that will provide information on capital requirements for the region owned buildings.

FINDLATER/GRAY
THAT the Board authorize increasing the budget for completion of Condition Assessments of the Regional District's buildings to include the approved UBCM grant of $10,000;
AND FURTHER THAT the budget be amended to reflect funding of the software portion of the assignment from operational expenditures versus the previously approved budget indicating a capital expenditure.

CARRIED Unanimously

==============

7.2 RDCO 2015-2019 Financial Plan Amending Bylaw No. 1366 (All Directors Weighted Vote)

Staff report dated September 22, 2015 outlined the budget bylaw amendment regarding asset management planning - UBCM funding. The proposed project has been determined to be operating in nature, with no capital component
relating to the software. A $10,000 grant has been obtained from UBCM and applied to offset the revised project costs.

OPHUS/FORTIN
THAT Regional District of Central Okanagan 2015-2019 Financial Plan Amending Bylaw No. 1366 be given first, second and third readings and adopted.

CARRIED Unanimously

=============

8. DIRECTOR ITEMS

• Director Dehart reminded the Board the United Way Drive Thru Breakfast is being held at the Ramada, Thursday, October 1st

• Director Ophus noted he attended the Municipal Finance Authority's semi annual meeting last week. MFA issued financing at the lowest rate in history last year at 2.22%. The fall debenture issued was at 2.689%. MFA has AAA credit rating. Trustees will be reviewing issues around 'environmental investing' in fossil fuel companies. A formal request should come from the MFA before the Board devotes any time discussing this issue. A position if requested should look at best practices. Director Ophus will bring a more formal request forward if the MFA requests a dialogue.

• Director Baker received an award at UBCM for 25 years of local government service. Congratulations were extended.

• The Regional Board discussed a number of highlights from the recent Union of BC Municipalities conference. The Province committed to $10mil to fuel modification in BC. Meetings were held with the Premier and several key members of the provincial cabinet. There was a positive reception and ongoing commitment to keep Zebra and Quagga Mussels out of BC waters.

• National Awards for Economic Development - The Regional Board praised the work of the Economic Development Commission (EDC), which has recently received two national awards, At the recent Economic Development Association of Canada conference in Whitehorse, the EDC received the Marketing Canada Award for Best Brand Identity Application and the EDAC/Royal Bank Economic Development Achievement Award for the Okanagan Young Professionals Collective program.

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

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Click this Windows Media Audio icon for help with audio files September 28, 2015 audio of RDCO Board meeting only about Item 7.1 Asset Management Planning - .wma (3.54 MB)

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.pdf icon August 24, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.1 Purchase Commitments Quarter 2

*Note* Below is only a snippet, please click link above for entire content

Those purchase commitments exceeding $100,000 made during 2Q 2015 were as follows:

Contract Mobile Device, Voice & Data Services (Ref# R15-189)
Contract Awarded to Bell Mobility Inc.
Contract Value (excl. taxes) $188,992 (estimated 3 year contract value)
Competitive Process Followed RFP

Contract Mission Creek Greenway Phase 3a Bridge Construction (Ref#R15-199)
Contract Awarded to B.G. MacDonald Services Ltd
Contract Value (excl. taxes) $95,700
Competitive Process Followed RFP

Contract Recycling Depot & Waste Transfer Station Operations
Contract Awarded to OK Environmental Waste Systems Ltd
Contract Value (excl. taxes) $1,605,330 (estimated 3 year contract value)
Competitive Process Followed RFP

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.mp3 file icon - click here for help with audio August 24, 2015 audio of entire RDCO Board meeting - .mp3 (101 MB)

Click this Windows Media Audio icon for help with audio files August 24, 2015 audio of RDCO Board meeting only about Item 7.1 Purchase Commitments Quarter 2 - .wma (724 KB)

.pdf icon August 24, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

7. FINANCE &ADMINISTRATIVE SERVICES

7.1 Information Report- Purchase Commitments> $100,000 2Q 2015 (All Directors - Unweighted Vote)

Staff report dated August 11, 2015 outlined the purchase commitments greater than $100,000. It was noted there is an error in the report-the Recycling Depot & Waste Transfer Station Operations contract is for five years, not three as stated.

BASRAN/BAKER
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the amended report on the purchase commitments which exceeded $100,000 made during the second quarter ending June 30, 2015. - Amendment to the Board report: Recycling Depot & Waste Transfer Station Operations contract is for 5 years, not 3 years.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio August 24, 2015 audio of entire RDCO Board meeting - .mp3 (101 MB)

Click this Windows Media Audio icon for help with audio files August 24, 2015 audio of RDCO Board meeting only about Item 7.1 Purchase Commitments Quarter 2 - .wma (724 KB)

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.pdf icon July 27, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

January - June Program and Service Update

The Regional Board has received an update on program and service accomplishments during the first half of the year. Among the key highlights: the successful negotiation and ratification of a new five year collective agreement with CUPE Local 338 RDCO unit; RDCO staff went on the road holding five well-attended Information Open Houses in several neighbourhoods of the two electoral areas to answer questions about programs and services; launching of the new RDCO website with improved site search capabilities and adoption of the 2015-2019 Financial Plan. In addition, the Board was told that paid-on-call firefighter recruitment is up at all four RDCO fire departments and the Crime Prevention Coordinator has helped organize new Block Watch programs for Joe Rich and several neighbourhoods in West Kelowna. At mid-year, the Dog Control service has 19,756 licensed dogs (11,409 in June 2014) with almost 3,200 new licenses issued. The convenient online licensing program has brought in increased revenue as more dog owners go online to purchase their dog license. In Parks Services, electrical service was installed for Westshore Estates Community Park and three management plans are in the early stages of development for Woodhaven Nature Conservancy, Black Mountain/Sntsk‘il’ntən and Goats Peak regional parks.

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.mp3 file icon - click here for help with audio July 27, 2015 audio of entire RDCO Board meeting - .mp3 (147 MB)

Click this Windows Media Audio icon for help with audio files July 27, 2015 audio of RDCO Board meeting only about Item 6.1 2015 Work Plan And Budget Variance Report - .wma (3.12 MB)

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.pdf icon July 27, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.1 2015 Work Plan And Budget Variance Report

.pdf icon Item 6.1 Dog Control Statistics - Year-to-Date June 30, 2015

*Note* Below is only a snippet, please click link above for entire content

Inspections & Bylaw Enforcement Services

Dog Control
• To June 30,19,756 dog licenses have been issued in 2015 (vs. 19,815 in 2014).
o 3,196 New licenses.
o 16,560 Renewed licenses.
• Legal expenses higher than anticipated due to 3 dangerous dog court cases.
• Increased online licensing in 2015.
o To date, $173,485 vs $86,200 in 2014 for a difference of $87,285.
• 249 Bylaw Offence Notices issued for 'No Dog License'.
• Comparison Revenues from Budgeted:
o Licensing - $450,011 (budgeted $474,875).
o Dog Impounding - $31,056 (budgeted $40,000).
o Bylaw Notice Adjudication Program Fines - $38,432 (budget $50,000).

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

.mp3 file icon - click here for help with audio July 27, 2015 audio of entire RDCO Board meeting - .mp3 (147 MB)

Click this Windows Media Audio icon for help with audio files July 27, 2015 audio of RDCO Board meeting only about Item 6.1 2015 Work Plan And Budget Variance Report - .wma (3.12 MB)

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.pdf icon July 27, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

6. FINANCE & ADMINISTRATIVE SERVICES

6.1 2015 - 1st & 2nd Quarter Work Plan & Budget Variance Report (All Directors - Unweighted Vote)

Staff report dated July 23, 2015 outlined the first and second quarter work plan and year-to-date budget variances for each service. It should be noted that revenues will be low as some other recoveries and revenues have not been recognized or received at this point in the year. The 3rd quarter report will more accurately reflect revenues.

Of note, year-to-date dog control statistics provided show an increase in dog licensing: 19,756 licenses have been issued to June 30lh (19,815 to December 2014) and, less dogs are being impounded without a license. Two court cases, for three dangerous dogs, in the 2nd quarter have increased legal fees, It is anticipated increased revenue and decrease in other expenses will offset the increased legal fees.  Business licenses and building permits are higher than expected.

SIEBEN/GRAY
THAT the 2015 - 1st & 2nd Quarter Work Plan & Budget Variance Report be received for information;
AND FURTHER THAT the Dog Control Statistics, year-to-date June 30, 2015 be received for information.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio July 27, 2015 audio of entire RDCO Board meeting - .mp3 (147 MB)

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.pdf icon July 16, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

License of Occupation Modification
The Regional Board has authorized completion of a Modification Agreement with the Province to amend the License of Occupation for Rose Valley Regional Park. The new agreement will remove almost half a hectare of land from the current 230-hectares under tenure for the regional park. The land that is being removed will be used to provide an access from Bear Creek Road for a private property parcel on the north-east corner of the regional park.

Regional Growth Strategy Context Statement
The Regional Board has approved a proposed Regional Context Statement from the District of Lake Country. The statement, to be included in the District of Lake Country Official Community Plan is required under Provincial legislation. A Regional Context Statement links the Official Community Plan (OCP) of a municipality to the Regional Growth Strategy and shows how the OCP supports and aligns with the goals and strategies set out in the Regional Growth Strategy.

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.mp3 file icon - click here for help with audio July 16, 2015 audio of entire RDCO Board meeting - .mp3 (95.5 MB)

Click this Windows Media Audio icon for help with audio files July 16, 2015 audio of RDCO Board meeting only about Item 7.2 District Of Lake Country Regional Context Statement Official Community Plan Amendment Bylaw No 927 2015 - .wma (894 KB)

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.pdf icon July 16, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.2 District Of Lake Country Regional Context Statement Official Community Plan Amendment Bylaw No 927 2015

.pdf icon Item 8.1 Rose Valley Regional Park License Of Occupation Modification Agreement

.pdf icon Item 9.1 Security Issuing Bylaws Lake Country And Kelowna

.pdf icon Item 9.2 2015 2019 Financial Plan Amending Bylaw No 1365 2015

*Note* Below is only a snippet, please click links above for entire content

Item 7.2 District Of Lake Country Regional Context Statement Official Community Plan Amendment Bylaw No 927 2015

SUBJECT: District of Lake Country - Regional Context Statement (RDCO File: 8430-02) Official Community Plan Amendment Bylaw No. 927, 2015

Purpose:
To incorporate an updated Regional Context Statement in the District of Lake Country's Official Community Plan Bylaw No. 750, 2010, to reflect the Regional District of Central Okanagan Regional Growth Strategy Bylaw No. 1336, 2013.

Executive Summary:
All member municipalities are required to adopt a Regional Context Statement (RGS) in their Official Community Plans (OCP) withintwD years of the adoption of the Regional District of Central Okanagan Regional Growth Strategy Bylaw No. 1336, 2013 (RGS). Prior to a municipal council adopting a RCS, the Regional Board must pass a resolution accepting the RCS. To date, there are no concerns from member municipalities or affected Regional District departments regarding District of Lake Country's proposed RCS.

RECOMMENDATION:
THAT the Regional Board accepts the District of Lake Country's proposed Regional Context Statement (Official Community Plan Amendment Bylaw No. 927, 2015).

===============

Item 8.1 Rose Valley Regional Park License Of Occupation Modification Agreement

Purpose:
To seek Regional Board approval to execute and complete a Province of BC Modification Agreement to amend the Licence of Occupation for Rose Valley Regional Park, Licence #343500.

Executive Summary:
The Regional District has a ten (10) year licence of occupation, Licence Number 343500, for regional park purposes (Rose Valley) over parts of District Lots 4183, 1979, 4090 and 1119.  The current term of the Licence of Occupation commenced on April 7, 2006 and is scheduled to expire on April 7, 2016. The Regional District has received a Modification Agreement from the Province to amend the current tenure area of the Licence of Occupation to exclude 0.4599 hectares of land from the northwest corner of District Lot 4183.

RECOMMENDATION:
THAT the Regional Board approves the completion of a Province of BC Modification Agreement dated May 27, 2015, to amend the Licence of Occupation, Licence number 343500, for Rose Valley Regional Park subject to the receipt of a revised modification agreement with the corrected tenure area.

===============

Item 9.1 Security Issuing Bylaws Lake Country And Kelowna

Purpose: To approve 3 security issuing bylaws for borrowing on behalf of Lake Country and Kelowna.

Executive Summary:
Approval of three (3) security issuing bylaws is required in order for the RDCO to proceed with borrowing the funds from the Municipal Finance Authority in the Fall Issue on behalf of the Municipalities.

RDCO SI Bylaw 1362: The District of Lake Country Council has approved borrowing of $2,615,000.00 for the Okanagan Rail Corridor via Loan Authorization Bylaw 906, and a Council Resolution dated June 24th, 2015.

RDCO SI Bylaw 1363: The City of Kelowna Council has approved borrowing of $42,384,000.00 for the Police Services Building via Loan Authorization Bylaw 10900, and a Council Resolution dated June 30th, 2015.

RDCO SI Bylaw 1364: The City of Kelowna Council has approved borrowing of $15,000,000.00 for the Expansion of current Library parkade, and construction of the Memorial parkade via Loan Authorization Bylaw 10742, and a Council Resolution dated June 30, 2015.

===============

Item 9.2 2015 2019 Financial Plan Amending Bylaw No 1365 2015

SUBJECT: Budget Bylaw Amendment

Purpose:
To amend the Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015 via amending bylaw 1365.

Executive Summary:
Amendments to the 5 year Financial Plan have been proposed as follows:
199 - Vehicle Operations: To increase the capital amount from $7,500 to $13,000 for software that best meets the RDCO's needs, funded from reserves.
111 - Electoral Area Planning: To reflect a $10,000 OBWB grant received and related costs of $10,000 for the Joe Rich Creek Restoration Monitoring Program.
123 - Joe Rich Community Hall: Unforseen legal expenses of $4,000 relating to contract administration have been incurred which were not budgeted. To offset these costs, the planned $4,000 transfer to reserves has been removed to avoid a deficit.
142 - Regional Parks: Included $3.4 million for land acquisition strategy in 2016.
046 - Dog Control: Reduced HVAC/Air Conditioning capital project from $25,375 to $7,000, and increased Pound Improvement Project from $0 to $18,375 for security, cameras, and other needs.

RECOMMENDATION:
THAT the Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw 1365, 2015 be given 1st, 2nd, 3rd reading and adopted.

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

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.pdf icon July 16, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

7.2 District of lake Country Regional Context Statement Official Community Plan Amendment Bylaw No. 927,2015 (All Directors - Unweighted Vote)

Staff report dated JUly 8, 2015 outlined that all member municipalities are required to adopt a Regional Context Statement in their Official Community Plans within two years of the adoption of the RDCO Regional Growth Strategy Bylaw.

BAKER/FINDLATER
THAT the Regional Board accepts the District of Lake Country's proposed Regional Context Statement (Lake Country Official Community Plan Amendment Bylaw No. 927,2015).

CARRIED Unanimously

===

8. PARKS SERVICES

8.1 Rose Valley Regional Park - Licence of Occupation Modification Agreement (All Directors - Unweighted Vote)

Staff report dated July 9, 2015 outlined the 10 Year License of Occupation for regional park purposes of Rose Valley Regional Park. The current term is due to expire April 2016. The Regional District has received a Modification Agreement from the Province to amend the current tenure area to exclude 0.4599 hectares from the Northwest corner of District Lot. 4183. Knights Gate Properties Ltd. applied to the Province for a Section 80 Roadway over the District Lot.

The Regional Board previously adopted a resolution at its September 25, 2013 (#186/13) meeting of non-support issuance of a Section 80 Roadway but supported the issuance of a temporary use permit to provide personal and private access to the existing Lot 4, District Lot 3871 through Rose Valley Regional Park.

OPHUS/FINDLATER
THAT the Regional Board approves the completion of a Province of BC Modification Agreement dated May 27,2015 to amend the Licence of Occupation, Licence Number 343500, for Rose Valley Regional Park subject to the receipt of a revised modification agreement with the corrected tenure area.

CARRIED Unanimously

===

9. FINANCE SERVICES

9.1 Security Issuing Bylaws - Lake Country and Kelowna
a) Regional District of Central Okanagan Security Issuing Bylaw No. 1362, 2015, 1st, 2nd and 3rd readings and Adoption (All Directors Weighted Vote) - Lake Country

STACK/BAKER
THAT Regional District of Central Okanagan Security Issuing Bylaw No. 1362, 2015 be given first, second and third readings and adopted this 16th day of July 2015.

CARRIED Unanimously

b) Regional District of Central Okanagan Security Issuing Bylaw No. 1363, 2015, 1st, 2nd and 3rd readings and Adoption (All Directors Weighted Vote) - Kelowna

STACK/BAKER
THAT Regional District of Central Okanagan Security Issuing Bylaw No. 1363,2015 be given first, second and third readings and adopted this 16th day of July 2015.

CARRIED Unanimously

c) Regional District of Central Okanagan Security Issuing Bylaw No. 1364, 2015, 1st, 2nd and 3rd readings and Adoption (All Directors Weighted Vote) - Kelowna

STACK/BAKER
THAT Regional District of Central Okanagan Security Issuing Bylaw No. 1364, 2015 be given first, second and third readings and adopted this 16th day of July 2015.

CARRIED Unanimously

====

9.2 Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw No. 1365, 2015 1st, 2nd and 3rd readings and Adoption (All Directors - Weighted Vote)

FORTIN/OPHUS
THAT Regional District of Central Okanagan 2015 - 2019 Financial Plan Amending Bylaw No. 1365, 2015 be given first, second and third readings and adopted this 16th day of July 2015.

CARRIED Unanimously

===

Nothing was mentioned in the minutes about legal fees for the North Westside Road Communities Association

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

.mp3 file icon - click here for help with audio July 16, 2015 audio of entire RDCO Board meeting - .mp3 (95.5 MB)

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Blue Divider Line

RDCO budget falls $1.7M
Castanet.net - by Wayne Moore | Story: 136261 - Mar 27, 2015

Taxpayers within the Regional District of Central Okanagan are getting a bit of a break.

The RDCO pegged its 2015 operating budget, which includes Municipal Finance Authority financing totals, at just over $59.4 million.

That's $1.7 million below the 2014 budget of $61.1 million.

The decrease is due in large part to cost savings provided through a new 911 service contract and a reduction in costs through participation in the MultiMaterials BC recycling program.

The regional district does not collect taxes directly. It requisitions funds from each local government on behalf of residents and the province, which collects property taxes for electoral area residents.

The regional district provides more than 80 different services across the entire Central Okanagan.

The actual tax rate varies from neighbourhood to neighbourhood and municipality to municipality, depending on the local services provided by the district.

The member municipalities of Kelowna, Lake Country, Peachland and West Kelowna receive services such as economic development, regional parks, dog control, 911 and regional rescue.

These services account for a relatively small share (5-6 per cent) of the total tax bill for property owners in those municipalities.

The district is also the local government for residents in the two electoral areas, providing them with services such as planning, four paid-on-call fire departments and six water systems that connect almost 900 properties.

The Westbank First Nation also receives several services from the regional district, such as parks, rescue, economic development and the Okanagan Basin Water Board. Cost sharing for the services is based on the assessed value of properties.

The financial plan provides $4.4-million in various capital projects this year.

The tax impacts on the average home are:

Member 15 Assessment 14 Assessment Tax per house Inc/dec
Kelowna $489,000 $474,000 $160.17 $3.83
Peachland $495,000 $474,000 $192.11 $5.54
Lake Country $490,000 $474,000 $185.71 $3.70
West Kelowna $487,000 $474,000 $176.04 $3.57
C.O. West $457,000 $474,000 $466.71 ($117.90)
C.O. East $482,000 $474,000 $432.65 ($101.43)

The increases in the regional district portion of taxes for the average property owner in Kelowna, Lake Country, Peachland and West Kelowna is based on the decision of each municipality to fully fund and participate in the electoral area planning function. As a result, there is a substantial reduction in costs for this service for the average property owner in each of the electoral areas as the municipalities are picking up more of the costs.

With full funding participation, municipal board members will have full voting rights on all land-use planning applications in the electoral areas.

In the two electoral areas, rather than taxation or rate increases, capital upgrades and equipment purchases will be funded by $1.1-million from the federal gas tax.

Just over $499,000 will be spent on facilities and equipment for the four paid-on-call fire departments (Ellison, Joe Rich, North Westside, Wilsons Landing) and almost $385,000 worth of improvements are planned for four water systems (Falcon Ridge, Killiney Beach, Westshore Estates, Trepanier).

The total 2015 RDCO operating budget is $59.4 million.

46.46 per cent is operating expenses
46.34 per cent is debt ($27.5 million including Municipal Finance Authority payments on behalf of partner municipalities and Okanagan Regional Library)
7.2 per cent is transfers to capital and reserves

The regional board also adopted a five-year financial plan for the Central Okanagan Regional Hospital District. Each year, ratepayers within the hospital district contribute 40 per cent of the funds for approved capital and equipment services.

The Regional Hospital District is contributing more than $7.8 million this year toward the new Interior Heart and Surgical Centre (Total CORHD contribution $70.69 million) and $9.6 million this year ($14 million total) to complete the fouth-floor perinatal unit.

In addition, the Hospital District will contribute $3.9 million for other capital projects during 2015 and $1.5 million over the next two years toward the purchase of new equipment to update and increase the testing capacity of the laboratory at Kelowna General Hospital.

The owner of an average home assessed at $489,000 will contribute $173.89 toward capital improvements and new health equipment, an increase of $3.01 from last year.

Source: castanet.net/news/Kelowna/136261/RDCO-budget-falls-1-7M

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.pdf icon May 25, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 6.1 Purchase Commitments Greater Than 100,000

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.mp3 file icon - click here for help with audio May 25, 2015 audio of entire RDCO Board meeting - .mp3 (17.5 MB)

Click this Windows Media Audio icon for help with audio files May 25, 2015 audio of RDCO Board meeting only about Item 6.1 Purchase Commitments Greater Than 100,000 - .wma (1.49 MB)

.pdf icon May 25, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.1 Purchase Commitments Greater Than 100,000

*Note* Below is only a snippet, please click link above for entire content

Purpose:
As per section 4.6 of the Purchasing Policy approved on February 9th, 2012, a written information report of all purchase commitments exceeding $100,000 shall be provided to the Board every quarter.

RECOMMENDATION:
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the first quarter, ending March 31, 2015.

INFORMATION:
Those purchase commitments exceeding $100,000 made during 1Q 2015 were as follows:

Contract Contract Awarded To Contract Value
(excl. taxes)
Competitive Process Followed
Waste Reduction Media: Living Greener
Calendar, Mobile and Website Waste Apps
(5 year contract, Ref# R15-1871)
Municipal
Media
Inc.
$143,625 RFP

Further details on all RFQ/RFP/lnvitation to Tender processes and awards are available at www.regionaldistrict.com/purchasing

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.mp3 file icon - click here for help with audio May 25, 2015 audio of entire RDCO Board meeting - .mp3 (17.5 MB)

Click this Windows Media Audio icon for help with audio files May 25, 2015 audio of RDCO Board meeting only about Item 6.1 Purchase Commitments Greater Than 100,000 - .wma (1.49 MB)

.pdf icon May 25, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

6. FINANCIAL SERVICES

6.1 Information Report - Purchase Commitments> $100,000 during 1Q 2015 (All Directors - Unweighted Vote)

Staff report dated May 19, 2015 outlined the purchase commitments greater than $100,000 during the first quarter.

STACK/FORTIN
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the first quarter ending, March 31, 2015.

CARRIED Unanimously

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.mp3 file icon - click here for help with audio May 25, 2015 audio of entire RDCO Board meeting - .mp3 (17.5 MB)

Click this Windows Media Audio icon for help with audio files May 25, 2015 audio of RDCO Board meeting only about Item 6.1 Purchase Commitments Greater Than 100,000 - .wma (1.49 MB)

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.pdf icon May 14, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

2014 Audited Financial Statements Adopted

The Regional Board has approved the 2014 Audited Financial Statements for the Regional District of Central Okanagan.  A copy is available for viewing online at regionaldistrict.com/budgets and at the Finance and Administration Services in the Regional District office, 1450 KLO Road, Kelowna.

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.mp3 file icon - click here for help with audio May 14, 2015 audio of entire RDCO Board meeting - .mp3 (85.2 MB)

Click this Windows Media Audio icon for help with audio files May 14, 2015 audio of RDCO Board meeting only about Item 7.1 Approval Of 2014 RDCO Financial Statements - .wma (4.63 KB)

.pdf icon May 14, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.1 Approval Of 2014 RDCO Financial Statements

*Note* Below is only a snippet, please click link above for entire content

Purpose: To comply with legislative requirements.

Executive Summary: The attached 2014 Financial Statements are submitted for approval by the Board as required by legislation.

RECOMMENDATION:
THAT the Board approve the 2014 Financial Statements.

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.mp3 file icon - click here for help with audio May 14, 2015 audio of entire RDCO Board meeting - .mp3 (85.2 MB)

Click this Windows Media Audio icon for help with audio files May 14, 2015 audio of RDCO Board meeting only about Item 7.1 Approval Of 2014 RDCO Financial Statements - .wma (4.63 KB)

.pdf icon May 14, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

6. ADJOURN IN CAMERA

BAKER/OPHUS
THAT pursuant to Section 90 (I) of the Community Charter the Regional Board adjourn and convene to an 'In-Camera' session to discuss:
• Discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98.

CARRIED Unanimously

The meeting was adourned In Camera at 11 :38 a.m.

=================

The Regular Board meeting was reconvened from In Camera at 11:55 a.m.

BOO Auditors in Attendance - Mike Gilmore & Peter Geh

7. FINANCIAL SERVICES

7.1 Approval of the 2014 Regional District of Central Okanagan Financial Statements - year ended December 31, 2014 (All Directors Unweighted Vote)

Staff report dated May 4, 2015 outlined the RDCO's financial statements year ended December 31, 2015. Staff outlined the guide to understanding the financial statements which included the Public Sector Accounting Board (PSAB) standards which all local governments must comply with.

Staff reviewed each of the pages in the statements highlighting for example: increases in surpluses and revenue, change to reserves, net changes in tangible capital assets, cash at the end of the year due to a change in temporary investments with Municipal Finance Authority. There were no materiality concerns raised by the auditors.

BAKER/FORTIN
THAT the Regional District of Central Okanagan Financial Statements - year ended December 31,2014 be approved.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio May 14, 2015 audio of entire RDCO Board meeting - .mp3 (85.2 MB)

Click this Windows Media Audio icon for help with audio files May 14, 2015 audio of RDCO Board meeting only about Item 7.1 Approval Of 2014 RDCO Financial Statements - .wma (4.63 KB)

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.pdf icon April 27, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about about RDCO's Financial Statements going directly to the Board before being seen by the Audit Committee because this was a Chair statement.

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.mp3 file icon - click here for help with audio April 27, 2015 audio of entire RDCO Board meeting - .mp3 (23 MB)

Click this Windows Media Audio icon for help with audio files April 27, 2015 audio of RDCO Board meeting only about RDCO's Financial Statements going directly to the Board before being seen by the Audit Committee - .wma (742 KB)

.pdf icon April 27, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Nothing was mentioned in the Agenda about about RDCO's Financial Statements going directly to the Board before being seen by the Audit Committee because this was a Chair statement.

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.mp3 file icon - click here for help with audio April 27, 2015 audio of entire RDCO Board meeting - .mp3 (23 MB)

Click this Windows Media Audio icon for help with audio files April 27, 2015 audio of RDCO Board meeting only about RDCO's Financial Statements going directly to the Board before being seen by the Audit Committee - .wma (742 KB)

.pdf icon April 27, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

9. DIRECTOR ITEMS
a) Audited Financial Statements - it was noted that typically the statements first go to the Audit Committee for review but in order to meet the government deadline for filing (May 15) the financial statements will come forward to the Governance & Services Committee meeting on May 14.
b) Lake Country was congratulated on the successful CN Rail referendum which was held this past weekend.
c) SILGA Convention - The Southern Interior Local Government Association Convention is being held this weekend. For those attending, various resolutions are being brought forward for consideration from member municipalities.
d) Integrated Pest Management 8th International Symposium presented the RDCO with an Award of Excellence for the Sterile Insect Release Program

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.mp3 file icon - click here for help with audio April 27, 2015 audio of entire RDCO Board meeting - .mp3 (23 MB)

Click this Windows Media Audio icon for help with audio files April 27, 2015 audio of RDCO Board meeting only about RDCO's Financial Statements going directly to the Board before being seen by the Audit Committee - .wma (742 KB)

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.pdf icon March 27, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

There are no Highlights published for final budget meetings

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.mp3 file icon - click here for help with audio March 27, 2015 audio of entire RDCO Board meeting - .mp3 (13.2 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1 Financial Plan Presentation - .wma (41.6 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1 2015 Budget And Five Year Plan Report Revisedmar27 - .wma (8.3 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1A Budget Piechart And Information Revisedmar27 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1B Tax Requisitions And Rates Revisedmar27 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1C Financial Plan Departmental Table Of Contents - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1D Community Services Engineering Pg 1 34 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1E Community Services Waste Management Pg 35 42 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1F Community Services Planning Pg 43 46 Revised Mar27 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1G Community Services Fire Protection Pg 47 65 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1H Community Services Police Services Pg 66 73 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1I Community Services Inspections Pg 74 77 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1J Parks Services Pg 78 90 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1K Finance And Administration Pg 91 127 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1L Corporate Services Pg 128 147 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1M Corporate Services Bylaw Enforcement Pg 148 159 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1N Economic Development Commission Pg 160 161 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1O Regional Board Pg 162 171 - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.3 2015 2019 Financial Plan Bylaw No 1356 Revisedmar27 - .wma ( MB)

**** All the budget audio is in the first two links .. it was too much work to figure out each of the items.

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.4 Temporary Borrowing Bylaw No 1357 - .wma (481 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Addition of Late Item - Item 5.1 MFLNRO Referral 3411445 Westbank First Nation - .wma (296 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 5.1 MFLNRO Referral 3411445 Westbank First Nation - .wma (4.04 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about comments from the public in regards to the budget - .wma (11.9 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Reardon explaining about how Regional District budgets work - .wma (507 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Reardon mentioning there are issues with rural dog control and rural policing - .wma (293 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Fire Dept Review Costs - .wma (2.81 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Given attending CAO meeting in Victoria - .wma (457 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Ophus attending municipal finance meeting - .wma (818 KB)

.pdf icon March 27, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 4.1 Financial Plan Presentation
.pdf icon Item 4.1 2015 Budget And Five Year Plan Report Revisedmar27
.pdf icon Item 4.1A Budget Piechart And Information Revisedmar27
.pdf icon Item 4.1B Tax Requisitions And Rates Revisedmar27
.pdf icon Item 4.1C Financial Plan Departmental Table Of Contents
.pdf icon Item 4.1D Community Services Engineering Pg 1 34
.pdf icon Item 4.1E Community Services Waste Management Pg 35 42
.pdf icon Item 4.1F Community Services Planning Pg 43 46 Revised Mar27
.pdf icon Item 4.1G Community Services Fire Protection Pg 47 65
.pdf icon Item 4.1H Community Services Police Services Pg 66 73
.pdf icon Item 4.1I Community Services Inspections Pg 74 77
.pdf icon Item 4.1J Parks Services Pg 78 90
.pdf icon Item 4.1K Finance And Administration Pg 91 127
.pdf icon Item 4.1L Corporate Services Pg 128 147
.pdf icon Item 4.1M Corporate Services Bylaw Enforcement Pg 148 159
.pdf icon Item 4.1N Economic Development Commission Pg 160 161
.pdf icon Item 4.1O Regional Board Pg 162 171
.pdf icon Item 4.3 2015 2019 Financial Plan Bylaw No 1356 Revisedmar27
.pdf icon Item 4.4 Temporary Borrowing Bylaw No 1357
.pdf icon Item 5.1 MFLNRO Referral 3411445 Westbank First Nation

*Note* Below is only a snippet, please click yellow highlighted link above for entire content

Item 4.1F Community Services Planning Pg 43 46 Revised Mar27
111 - Electoral Area Planning

                                             2015/2014
Tax Requisition - Kelowna $299,256 / $24,240
Tax Requisition - Peachland $11,994 / $1,060
Tax Requisition - Lake Country $27,141 / $2,422
Tax Requisition - West Kelowna $68,083 / 5,955
Tax Req - EA Cent Ok. West $8,544 / $188,339
Tax Req - EA Cent Ok East $7,680 / $156,433

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.mp3 file icon - click here for help with audio March 27, 2015 audio of entire RDCO Board meeting - .mp3 (13.2 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1 Financial Plan Presentation - .wma (41.6 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1 2015 Budget And Five Year Plan Report Revisedmar27 - .wma (8.3 MB)

.pdf icon March 27, 2015 Regional District of Central Okanagan Special Board Meeting Minutes (Budget)

4. FINANCE DEPARTMENT

4.1 Review of the 2015 - 2019 Financial Plan

Staff report dated March 18, 2015 and March 25, 2015 provided an overview of the impacts to the 2015-2019 Financial Plan following two previous budget meetings held February 25th and March 12th

It was noted that the final requisition amounts will differ in accordance with the 2015 Revised Roll from BC Assessment Authority which is not yet available.

Staff reviewed that the overall budget has decreased since 2014: operating, debt and transfers. Sources of revenue were noted: tax requisitions, other revenues (which include utilities, licenses, permits, rentals); grants and municipal debt repayment.

Amendments to the final budget following the March 12th meeting include:

470 - Westside Wastewater Treatment Plant - added, confirmed Okanagan Basin Water Board grant of $25,310. Added $356,100 to operating and overhead for additional biosolids hauling and management costs. Partner costs increase as follows: West Kelowna: $241,808, Peachland: $25,471, and WFN: $63,512.

021 - Ellison Fire Department - increase service review amount from $12.5K to $18.75k (total study cost which will be shared with the four electoral area fire departments has been increased to $75k). The cost per average household goes from a decrease of $2.06 in the March 12th draft to an increase of $5.30.

022 - Joe Rich Fire Department - increase service review amount from $12.5K to $18.75k. The cost per average household goes from an increase of $37.64 in the March 1ih draft to an increase of $53.40.

023 - North Westside Fire Rescue - increase service review amount from $12.5k to $18.75k. The cost per average household goes from an increase of $10.55 in the March 12th draft to an increase of $16.86.

024 - Wilsons Landing Fire Department - increase service review amount from $12.5k to $18.75k. The cost per average household goes from an increase of $44.34 in the March 12 draft to an increase of $57.69.

117 - Sterile Insect Release - amended as per final parcel tax information received from SIR. Total parcel taxes are $513,356.

In addition, amendments have been made to electoral area planning, as the Regional District has received formal notice that all municipalities have agreed to fully opt-in to fringe area planning.

Changes to General Taxes Per Area as follows:


click for a larger copy

================

4.2 Public Comment on 2015 - 2019 Financial Plan

Chair Given asked if there was anyone in the gallery who wished to comment on the Financial Plan.

• David Perron, 4035 Gellatly Road, West Kelowna. - expressed concern that only $60,000 has been budgeted for the development of a Master Plan for the Wastewater Treatment Plant and that there should be a well-conceived plan not just an update. Believes there should be a 20-Year Master Plan. Concerned regarding the $300,000 cost overrun due for the transportation of biosolids. Requests $60,000 be moved forward to 2015 and another $60,000 added to the 2016 budget.
• Gary Leduc - what is the fire service review for, who is doing it and what are the expected outcome? $18.75k seems like a lot of money for Ellison residents for a review. Concern that fire service will be removed from the Ellison area.
• Ben Wasyliuk, 6900 Goudie Road, member of the Joe Rich Fire Department - In 2008 a fire underwriter survey review was done. Prior policy was to do a review every 10 years. RDCO policy is to do a service review every 5 years. Underwriter reviews are covered by insurers, not the public. There are still some outstanding issues from the 2008 review that have not been completed (cisterns, generator back-ups at the fire hall). Information needs to be based on where we are today and what needs to be done going forward. Ask to consider using Fire Underwriters Survey instead of spending $75,000.
• Mr. Pauls, 8370 Sun Valley Road - fire service review can it be done for less money. Concern about the amount of taxes in Joe Rich.

Staff Response to Public Input:
With respect to Ellison and Joe Rich Fire Departments it has been identified that an independent review is required. It is best to have a third party complete the review. Staff need to ensure a safe service is being delivered and that the service is running within the policy and guidelines of the RDCO. Costs have been budgeted at the same level as previous reviews of a similar nature. The Board has adopted a policy of 5-year reviews.

WWTP Master Plan - Staff noted with respect to moving $60,000 from 2016 to 2015, the Board can do this if it should desire. It was noted that a decision was made to move the Master Plan forward in 2014, but due to other cost issues (ie: biosolids & odour issues) it was deferred to 2015/2016. The stakeholder committee has reviewed the scope for the review which will be quite expansive and it has been identified in the 2016 budget. Work will span over two years.
The question was raised whether $120,000 will be adequate for a 20 year plan? Staff believes it will be. Work will cross over two fiscal years. Terms of Reference is being reviewed, but will take some time to finalize and agree to.

Director Hanson noted she originally did not participate in grant in aid allocations but chose to increase the fire department training instead.
Believes $75,000 is too high for a fire service review.
Director Carson had previously requested that the fire service review be deferred for a year. The Board supported the review to be completed this year.
The review is not about the loss of fire services to anyone area. Other service reviews are being done as well in 2015 but they are for much smaller services. External reviews produce higher outcomes including best practices from other areas, how the service operates, costs, and issues.

==================

4.3 Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015, 1st, 2nd and 3rd readings and Adoption (All Directors - Weighted Vote)

BASRAN/FINDLATER
THAT Regional District of Central Okanagan 2015 - 2019 Financial Plan Bylaw No. 1356, 2015 be given first, second and third readings and adopted.

CARRIED (Hanson, Carson opposed)

==================

4.4 Regional District of Central Okanagan Temporary Borrowing Bylaw No. 1357, 2014 1st, 2nd and 3rd readings and Adoption (All Directors Weighted Vote)

OPHUS/FORTIN
THAT Regional District of Central Okanagan Temporary Borrowing Bylaw No. 1357, 2015 be given first, second and third readings and adopted.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio March 27, 2015 audio of entire RDCO Board meeting - .mp3 (13.2 MB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1 Financial Plan Presentation - .wma (41.6 KB)

Click this Windows Media Audio icon for help with audio files March 27, 2015 audio of RDCO Board meeting only about Item 4.1 2015 Budget And Five Year Plan Report Revisedmar27 - .wma (8.3 MB)

Blue Divider Line

.pdf icon March 12, 2015 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Item 5.1 Okanagan Collaborative Conservation Program Biodiversity Conservation Strategy Update
.pdf icon Item 5.2 Woodhaven Eco Cultural Centre Annual Report
.pdf icon Item 6.1 Okanagan Regional Library Population Numbers For Electoral Area Levy
.pdf icon Item 6.2 Technical Rescue Service Proposal District Of West Kelowna
.pdf icon Item 6.3 Draft 2015 Budget And 2015 2019 Financial Plan
.pdf icon Item 6.3A Budget Piechart And Budgets Summary
.pdf icon Item 6.3B Tax Requisitions And Rates
.pdf icon Item 6.3C Community Services Engineering
.pdf icon Item 6.3D Community Services Waste Management
.pdf icon Item 6.3E Community Services Planning
.pdf icon Item 6.3F Community Services Fire Protection
.pdf icon Item 6.3G Community Services Policing Services
.pdf icon Item 6.3H Community Services Inspections
.pdf icon Item 6.3I Parks Services
.pdf icon Item 6.3J Finance And Administration
.pdf icon Item 6.3K Corporate Services Administration
.pdf icon Item 6.3L Corporate Services Bylaw Enforcement
.pdf icon Item 6.3M Economic Development Commission
.pdf icon Item 6.3N Regional Board

.pdf icon Item 6.4 Quarterly Program Measures Report (no longer missing from RDCO's website)

*Note* below are only a snippets from the documents at the links above*

Item 6.1 Okanagan Regional Library Population Numbers For Electoral Area Levy

SUBJECT: Population Numbers Used by Okanagan Regional Library for Electoral Area Levy

Purpose: To provide the Board with background information with regard to the 27.255% increase in Electoral Area population counts used in Okanagan Regional Library's (ORL) levy calculation which resulted in a large increase to the levy. Staff from the ORL will be at the March 12th G&S meeting to answer any questions the Board may have. It is hoped ORL will agree to further review the numbers.

Executive Summary:
The ORL allocates its levy to participants over four regional districts based 50% on population and 50% on assessments.
In 2015, the increase in the population counts used for RDCO's Electoral Areas (EAs) varies disproportionately from all other participants across the four regional districts. The average population increase for all participants was 1.98%, or 7,013 (see Table 2). The RDCO's electoral area population increase was 27.255% - from 5,742 to 7,307, a difference of 1,565 people (and is much higher than Kelowna's increase of 3.633%, which seems unlikely). BCAA growth rates indicate 1.12 - 2.88% in the EA's.
This has resulted in a large levy increase from $291,262 in 2014 to $327,748 in 2015. Of the total increase of $36,486, $30,431 relates to the apportionment formula which uses population and assessments, and $6,056 relates to a budget increase.
Population numbers have fluctuated widely over the years, and as a result, it appears the EA's have likely been paying more than their share of the ORL Levy. The RDCO disputed these figures in prior years, and it appeared the issue was resolved in 2014, albeit not retroactively.
Surprisingly, in 2015, the population numbers rose again, along with the levy.

RECOMMENDATION:
THAT the Board request that the ORL review the population numbers now, and for future calculations.

Table 1 below shows the widely fluctuating population numbers used to calculate the funding levy to RDCO for the Electoral Areas in the past. The corresponding tax levies are also shown.
This has caused huge annual tax fluctuations to rural home owners from year to year, as the service area is small. For example, the increase in taxes to the average home in Central Okanagan East 2015 is $11.49, and in Central Okanagan West $6.67.

Year Population ORL Levv
2010 9,804 $345,045
2011 11,284 $384,245
2012 11,899 $404,395
2013 8,458 $340,721
2014 5,742 $291,262
2015 7,307 $327,748

===============

Item 6.2 Technical Rescue Service Proposal District Of West Kelowna

SUBJECT: Technical Rescue Service Proposal- District of West Kelowna

Purpose: To present a Technical Rescue Service Proposal from the District of West Kelowna.

Executive Summary:
On April 28th, 2014 the Board approved the following resolution:

"THAT the Regional Board authorize Brian Reardon, CAO, to enter negotiations with the District of West Kelowna for the provision of Non-Core Regional Rescue Services on the west side of the W. R. Bennett Bridge."

Since that time the District of West Kelowna has trained and equipped its fire department to respond to and provide technical rescue services within its boundaries. Negotiations for the provision of Non-Core Regional Rescue Services in Peachland, on Westbank First Nation Lands and in Central Okanagan West has been ongoing and has recently been completed as evidenced in the letter from the District of West Kelowna's CAO dated February 25th, 2015.

There are numerous benefits to having a fully trained and operational regional rescue team on the west side of Okanagan Lake including faster response times, greater capacity to respond to major events, and avoiding potential traffic delays on the J.R. Bennett Bridge crossing. I am pleased to report that this program is supported at the administrative level by the District of Peachland, Westbank First Nation and the Regional District of Central Okanagan.

RECOMMENDATION:
THAT the Committee recommend the Board approve funding a second regional rescue team on the west side of Okanagan Lake starting in 2015;
AND THAT the Committee recommend the Board authorize its signing officers to enter into a five (5) year agreement with the District of West Kelowna for the provision of regional rescue services at a 2015 cost of $46,854.32 with annual increases of 2.5% up to and including 2019.

==================

Item 6.4 Quarterly Program Measures Report

Finance & Administration Services:
003 - Finance (Page 138): Surplus of $247,205 was due to higher than anticipated administrative recoveries and interest earned. Under expenditures in salaries, data processing, and temporary borrowing interest also contributed to the surplus. Finance completed the 2014 budget in a timely fashion and the 2014-2018 Financial Plan was adopted March 28, 2014. The 2013 audits for Regional District, Hospital District, and contracted Sterile Insect Release Program & Okanagan Basin Water Board were completed and all received clean Management Letters from the auditors BOO Canada LLP. The Regional District has entered into a ten year Community Works Fund Agreement with the Union of BC Municipalities (UBCM), which administers the Federal Gas Tax funding program with the Canada and BC governments. Under the new agreement, the RD is eligible for bi-annual payments of $320,835 for 2014 and 2015.

The number of website payments has significantly increased with the additional option to pay for composters and permanent dog license renewals online. In 2014, 8,960 online payments were made totaling $487,443 compared to 2013 with 5,061 payments totaling $490,164 and 2012 with 3,163 payments totaling $352,587.

The Department participated in Service Review Teams for Regional Rescue, 9-1-1, Parks, and Fringe Area Planning and contributed to the Website Refresh project. In 2014, a quarterly PowerPoint format was introduced for Quarterly reporting replacing the summarized format established in 2013.

The year end report, which is inclusive of all data accumulated throughout the year, is presented in annual Budget Binder. The Financial Technician position was filled at the end of August.

During 2014 there were 229 RDCO Personal Status Notices processed by payroll; 59 new employees/rehires; 124 changes to employee status; 38 ends of employment, and 38 leave of absences/returns to work. Contract payroll services for SIR included 58 new/rehired employees and 72 records of employment, of which 47% were processed in the month of May. The Senior Accounting Coordinator/Systems Analyst worked closely with Dog Control to completely renovate their dog licensing online interface. Effective June 2014, Septic billing payments are no longer accepted online.

The department provided support for the transition to more detailed fleet cost tracking. Contract services to the Okanagan Water Basin Board and Sterile Insect Release included a change to payroll dates and processing and transitions to the new Board of Directors.

The Accounts Payable department is working with telecommunications providers to consolidate billings. Purchasing initiatives continue to provide organization wide savings including an estimated $520,000 in Biosolids Management and $584,311 in savings for 9-1-1 PSAP services over the respective five year terms. Updates were made to Purchase Order forms and a template was drafted for supplier/contractor performance measurement scorecards. New for 2014, journal vouchers entered into the General Ledger have documentation scanned and attached to the voucher for electronic referencing.

005 - Human Resources (Page 142\: Surplus of $60,227 was due to lower than anticipated payroll, legal, and contract costs. A higher than expected administrative recovery also contributed to the surplus.
There were 13 WorkSafeBC (WCB) claims in 2014 compared to 14 in 2013, 17 in 2012 and 22 in 2011.
The WCB rate increased to $1.37 for 2014. During 2014 there were 229 Personal Status Notices processed by Human Resources and a total of 47 jobs posted of which internal postings numbered 26 and 28 were posted externally. Joint consultation meetings with CUPE were held as well as a jointly hosted CUPE/RDCO staff barbeque. Preparation has commenced for the upcoming Collective Agreement negotiations as the current contract expired December 31, 2014. The Department assisted with the transition of the 9-1-1 change over to contract services with EComm. Social Insurance Numbers (SIN), regulations were amended in March 2014. Employees previously required to produce a SIN card to an employer are now only required to inform the employer of the SIN. Organization wide "OnSide Workplace" and "Safety in the Workplace" training was implemented in compliance with Bill 14. Functional Demands Analysis was completed for the Waste Water Treatment Plant to minimize workplace injuries. In 2015, the Human Resources Department will be relocated into the Corporate Services department.

Corporate Services:
002 - Administration (Page147): Surplus of $182,037 due to under expenditures for salaries, training, building repairs & mtce and contract services and higher than anticipated administrative recovery.
Strategic Community Investment Funds of $79,415 were received. SCIF funds continue to minimize tax rate increases by supporting and offsetting general corporate services administrative costs, and administrative projects which have included Strategic Planning, orthophoto updates, service reviews, service agreement reviews, energy efficiencies, building improvements and working toward meeting economic and climate change targets. 2014 Civic Election completed, new Board orientation was successful. Fringe Area Planning, 9-1-1 and Parks Service reviews were completed. Air Quality review is scheduled to be completed as part of the implementation of a regular service review 5 year cycle. Regional Emergency Services Oversight Committee review of the Regional Rescue Service is
complete. Final approval of Amendments to Westbank First Nation (WFN) Agreements for inclusion in Crime Prevention, Economic Development Commission and Air Quality Program services was received from WFN. Amended Regional Growth Strategy Bylaw No. 1336 was adopted June 23, 2014. RCMP Community Policing Office leased space in Administrative offices main floor effective spring 2014.
Reporting to the Director of Community Services, the Fleet and Facilities Manager position was fiiled effective September 8, 2014. Alarm System upgrade for the Administration Building was completed for a cost of $9,815.

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

.mp3 file icon - click here for help with audio March 12, 2015 audio of entire RDCO Governance and Services Committee meeting - .mp3 (37.3 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 5.1 Okanagan Collaborative Conservation Program Biodiversity Conservation Strategy Update - .wma (7.11 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 5.2 Woodhaven Eco Cultural Centre Annual Report - .wma (9.97 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.1 Okanagan Regional Library Population Numbers For Electoral Area Levy - .wma (16.7 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.2 Technical Rescue Service Proposal District Of West Kelowna - .wma (8.52 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3 Draft 2015 Budget And 2015 2019 Financial Plan - .wma (17.4 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3A Budget Piechart And Budgets Summary - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3B Tax Requisitions And Rates - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3C Community Services Engineering - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3D Community Services Waste Management - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3E Community Services Planning - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3F Community Services Fire Protection - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3G Community Services Policing Services - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3H Community Services Inspections - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3I Parks Services - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3J Finance And Administration - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3K Corporate Services Administration - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3L Corporate Services Bylaw Enforcement - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3M Economic Development Commission - .wma ( MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.3N Regional Board - .wma ( MB)

It is too hard to find each section of the missing links above so not going to break down the audio into sections for this meeting.  All the audio of this meeting are in the links above and below.

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.4 Quarterly Program Measures Report being added to the agenda - .wma (279 KB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Governance and Services Committee meeting only about Item 6.4 Quarterly Program Measures Report - .wma (208 KB)

.pdf icon March 12, 2015 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

*Note* Below is just snippets, please click link above for entire content

6.4 Quarterly Measures Report - Year-Ended December 31, 2014

Staff report dated March 6, 2015 reported on the summary of 2014 activities for each individual service as set out in the 2014-2018 Financial Plan. The highlights for the year are not inclusive-there are too many items to be covered for each
service. Multi-year comparative statistics by service/program are available in the full report.

OPHUS/HANSON
THAT the Year End December 31,2014 Quarterly Program Measures report be received for information.

CARRIED Unanimously

===============

6.3 Review of 2nd Draft - 2015 Budgets and 5-Year Financial Plan

Staff report dated March 4, 2015 outlined additional information to the 5-year financial plan as provided from input following the February 25th meeting.
The comparative changes for general taxes by area from February 5 to March 12 draft are as follows:
(click link above for the changes)

The following changes have been incorporated in this draft budget:
Overhead participant breakdown was provided for information. Other refers to 911 (other regional districts contribute to the service). Overhead policy vs. assessment recovery was highlighted.

Year-end program measures report was highlighted. This report is now reported in detail at the end of the year as directed by the Board. Want to ensure the Board has access to the full information should they wish. The auditors support the report being provided to the Board. The Executive Summary highlights each program.
The question was raised regarding biosolids management and whether it is expected to have an increase in funding. In the recent months protesting has started along the transportation site (Hwy8) regarding the composting facility. The contractors has been advised to send the material elsewhere. We do not want to compromise the program. The alternative hauling options are a long distance away so costs have increased. Negotiations continue to look for alternative management options. The situation is fluid at the moment - options are being reviewed.

023 - North Westside Road Fire Rescue: Costs for Fire Department Service Review of $12.5k have been added.
Overall increase to average home is now $10.55. Staff noted that due to the upcoming truck purchase in 2016 and 2018, reserve transfers should not be reduced, or financing will be required.

Outstanding Item:
Municipal participation in Fringe Area Planning: the municipalities have until the March 27th meeting to make their determination if they wish to participate in fringe area planning. Discussions are ongoing.

BAKER/GRAY
THAT the Governance & Services Committee receives for information the staff report dated March 4, 2015 and the updated 2015-2019 Financial Plan;
AND FURTHER THAT staff be directed to bring forward any recommended amendments to the 2015-2019 Financial Plan that were agreed to today, to the March 27, 2015 Regional Board final budget meeting that were agreed to today.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio March 12, 2015 audio of entire RDCO Governance and Services Committee meeting - .mp3 (37.3 MB)

Blue Divider Line

.pdf icon March 12, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon There is no agenda on RDCO's website about RDCO 2014 - 2019 Financial Plan and Chipping Program.  There is agenda about RDCO 2014 - 2019 Financial Plan in the Governance and Services Committee meeting of March 12, 2015

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

.mp3 file icon - click here for help with audio March 12, 2015 audio of entire RDCO Board meeting - .mp3 (6.88 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Board meeting only about the 2014 - 2019 RDCO Financial Plan and Chipping Program - .wma (7.49 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Board meeting only about Director Item - COE Patty Hanson withdrawing from Electoral Area Fire Prevention Service - .wma (452 KB)

.pdf icon March 12, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

You could speak at the March 27th Regional Board Meeting at 9:00am just before they pass the budget.

6. NEW BUSINESS

6.1 Rise and Report from the March 12, 2015 Governance & Services Committee Meeting

The following issues were raised and discussed at today's Governance & Services Committee meeting and brought forward for Board approval.

b) 2015-2019 Financial Plan

FORTIN/STACK
THAT staff be directed to bring forward any recommended amendments to the 2015-2019 Financial Plan that were agreed to at the Governance & Services Committee meeting of February 25, 2015 and March 12, 2015, to the March 27,2015 Regional Board final budget meeting.

CARRIED Unanimously

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

.mp3 file icon - click here for help with audio March 12, 2015 audio of entire RDCO Board meeting - .mp3 (6.88 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Board meeting only about the 2014 - 2019 RDCO Financial Plan and Chipping Program - .wma (7.49 MB)

Click this Windows Media Audio icon for help with audio files March 12, 2015 audio of RDCO Board meeting only about Director Item - COE Patty Hanson withdrawing from Electoral Area Fire Prevention Service - .wma (452 KB)

Blue Divider Line

RE: RDCO's Dog Control Budget 2015 $1,446,820

Dog Tickets, Impounding, and Bylaw Adjudication revenue equals only $93,000 out of the 1 1/2 million dog control budget this year

I don't know about you, but I am not happy as a taxpayer and good dog owner, to pay so much for RDCO dog control's bad dog owners. I believe that bad dog owners should be paying a lot more of the bill.

The total revenue RDCO expects to collect this year for the dog control budget comes to $1,335,964 plus there was a surplus last year of $285,613 which makes the total dog control budget this year a total of $1,446,820.

Out of the million and a half dog control budget, below is the revenue RDCO expects to receive in 2015 from:

Dog Licencing $474,875
Impounding, Ticketing, and bylaw adjudication $93,000
===================
Total of above two = $567,875
Total Tax Requisition from property tax = $768,089

=================
TOTAL REVENUE FOR 2015 DOG CONTROL = $1,335,964 plus the $285,613 surplus from last year, minus Admin Overhead expense of $174,757 = $1,446,820.

A larger portion of the dog control revenue comes from $768,089 property tax which is paid by taxpayers who may or may not even own a dog. I thought the dog control consultant hired in 2012 that RDCO paid more than $78,000 to, would have fixed this problem, but no he didn't. I would like to see the dog control function mostly supported by bad dog owners, and hardly anything paid by taxpayers who don't even own a dog, how about you?

RDCO is giving $96,000 of this years revenue to the SPCA for their spay and neuter and education program and for the SPCA taking in some of RDCO dog pounds dogs, who's owners are not found or who are adoptable.

$1,096,820 is budgeted this year for operating expenses.

There is nothing in the budget showing what all the operating expenses are for, there is only a lump sum amount, and what is being given to the SPCA and what is being transferred to reserves to buy vehicles or equipment, etc. It would be nice to see a pie chart of how much of the dog control budget is paid to dog control officers, how much revenue goes toward attending barking complaints, and how much revenue is going toward impounds or dangerous dog incidents, etc. The budget is very vague, probably to keep residents ill informed. I believe government thinks the less you know the better.

The administration overhead expense of $174,757 doesn't go toward paying for dog control officers I don't think, but probably goes to do the financial paperwork, etc. Pretty sure the several dog control officers are paid a lot more than $174,757 when there are at least 5 officers earning double time for any overtime after 5pm. Dog control only works from 7am - 5pm on a 10 hour shift, 4 days per week but are on call out in the case of dogs at large and attacking.

The only zero tolerance policy on dog violations is for a dangerous dog or a dog without a licence I believe, and its a $300 fine for a dog without a licence. The only fine equal to or higher than $300, is for a dangerous dog $500, aggressive dog $300, or a dog that someone tried to release unlawfully from the pound $500. The fine for a dog who bought a dog licence but who is not wearing a licence is only $100. Most of the fines for instance: noisy dog $100, dog at large or a dog who is not in a park and is off leash $150, dog off leash in a park $100 for first offence, $200 for second offence and $300 for third offence, leaving dog waste $150, keep more than 2 dogs $100, contravene tethering bylaw $200, fail to keep dog in fence $100, usually costs less than the $300 fine for getting caught without purchasing a licence. As far as I am concerned, RDCO is more interested in having dogs licenced so they can be returned promptly, than making a few bad dog owners mad. Further to that, the fine structure is not adequate in that RDCO is constantly having to attend to the same bad dog owners, like in my subdivision its the same dogs over and over again, costing everyone a dog control budget of 1 1/2 million this year. I believe most of the fines need to be graduated fines like that of the dog off leash in a park fine. A $100 fine is nothing to some people these days. The fines are not keeping up to inflation. If someone is unable to pay due to a disability or is a senior on a fixed income, there could be some discretion on the fine amount if the low income earner applied for it and could show they would have a hard time paying.

Most people get a warning before they get a ticket, despite the fact that ignorance of the law is no excuse. I see the same dogs day in and day out being walked off leash or left to run at large. I have been complaining about barking for over 5 years now and nothing has been done about it, because RDCO can't come when the dogs are barking, they come out days later and still don't do anything about it because I am the only one complaining. RDCO even said to me a couple times now, there is no doubt the barking is occuring, its just that RDCO can't do anything about it having only one complainant. RDCO claim they need more than one person to complain about barking and nobody but me in my subdivision feels sorry for these dogs who can bark for hours. If RDCO could attend when the dog is barking for 5 1/2 hours which is plenty enough time to attend, the person complaining about the barking won't have to go around their neighborhood to find another person to be a witness, because RDCO could be the second witness of the barking. The person who complained about the barking, can stay anonymous this way instead of being attacked with barking by the neighborhood bullies like I am. After RDCO attended to my barking complaints, the problem escalated, there was horn honking, nasty posters on the bulletin board, my house was egged, etc. Not everyone is nice in this world.

RDCO doesn't have time to attend to barking when it is happening, because there are other dog control incidents which are more important. RDCO has a system where they rate the complaint in order of priority where 1 is top priority. I called one day to report a dog left outside in the pouring rain (and I mean pouring) with no owner home. The dog was standing in the middle of the road soaking wet when I seen it. RDCO told me that they were too busy elsewhere and could not attend. I didn't want to rescue and take the dog in until the owner came home, due to the way I have been treated by my neighbors, so the dog sat in the rain. I called another day about a dog hit by a vehicle running at large, and RDCO told me they were too busy to attend that day too. They are always too busy with other incidents whenever I call about anything. RDCO were able to attend once in 5 years when a dog was barking but still didn't give it a ticket despite several prior complaints about the same barking dog.

RDCO has no policy in place for dog control officers to follow and dog control officers are left to do what they want in each case, because each case is supposedly different. I know for a fact, that not all dog control officers are honest either. There is one at RDCO who lied to the BC Ombudsman about my dog running out of my house off leash, when he was on leash. I got a warning for that. In fact I got my first warning before I went to the BC Ombudsman and got the revised and corrected warning over a year later for the same incident after complaining to the BC Ombudsman and not being believed, despite providing phone numbers of people who know the dog can't be let off leash or he chases wildlife in the rural area he lives in.

In most cases, dog owners know the rules, they just don't like to abide by them. This is costing needless resources repeatedly going after bad down owners who know better, and a $100 fine in my opinion, is not enough to deter some people with too much money. I feel that there should be zero tolerance policy for dogs off leash, because incidents can happen between dogs, and not just dog owners where people and or dogs can get seriously hurt.

In my opinion RDCO is not being responsible with my money, and is making people who don't even own a dog, pay for irresponsible dog owners and we are paying for RDCO board members and RDCO staff's bad decisions. RDCO wants dog owners to be responsible, but yet we have so many bad dog owners because RDCO is not being responsible. RDCO needs to enforce the dog bylaws and fine people who don't abide, and forget about the warnings unless its something minor. Put the responsibility on the dog owners who don't believe in having a dog bylaw.

March 27th Board meeting is also the final budget approval, where the Board adopts the 5-Year Financial Plan. There is the ability for the public to comment at the beginning of this meeting, but the budget will be adopted at that same meeting as required by law I believe. Residents don't get much of an opportunity to speak until just before the budget is approved, I believe it is this way, so the board doesn't have to deal with rejection of its budget and gets to pass its budget. People should be allowed to speak at the preliminary budget meeting being held March 12, 2015 or the Governance and Services committee meeting that was held Feb 25th, but no, they can't speak until just before approving the budget? And then you wonder why we have such a large dog control budget, its because RDCO has too much power and are not required by law to listen, they are only required to give people the chance to speak. So please speak!!!

If you think it is time for bad dog owners to start paying for their own irresponsibility in regards to RDCO's new Responsible Dog Ownership Bylaw #1343, please let RDCO know at the one and only Budget meeting being held on March 27 , 2015 at 9am, where you are permitted to speak at the beginning of the meeting, and let RDCO Board members know what you think of their budget just before they pass it at the same meeting.

Westsider

RDCO 2015 Dog Control Budget
click for a larger copy

Blue Divider Line

.pdf icon February 25, 2015 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Agenda Presentation
.pdf icon Item 3.1 Summary Highlights Report
.pdf icon Item 3.1A Budget Piechart And Information
.pdf icon Item 3.1B Budgets Summary
.pdf icon Item 3.1C Tax Requisitions And Rates
.pdf icon Item 3.1D Community Services Engineering
.pdf icon Item 3.1E Community Services Waste Management
.pdf icon Item 3.1F Community Services Planning
.pdf icon Item 3.1G Community Services Fire Protection
.pdf icon Item 3.1H Community Services Police Services
.pdf icon Item 3.1I Community Services Inspections
.pdf icon Item 3.1J Parks Services
.pdf icon Item 3.1K Finance And Administration
.pdf icon Item 3.1L Corporate Services
.pdf icon Item 3.1M Corporate Services Bylaw Enforcement
.pdf icon Item 3.1N Economic Development Commission
.pdf icon Item 3.1O Regional Board
.pdf icon Item 3.2 Proposed Regional Parks Capital Facilities Reserve Allocation 2015-2019

*Note* This is only a snippet, please click link above for entire content

Central Okanagan West Tax Requisition Comparison 2015 to 2014

2015 RDCO Tax Requisition - Total per average house

RDCO 2015 Preliminary Budget Pie Chart

RDCO 2015 Dog Control Budget
click for a larger copy

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

.mp3 file icon - click here for help with audio February 25, 2015 audio of entire RDCO Governance and Services Committee meeting - .mp3 (33.9 MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1 Summary Highlights Report - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1A Budget Piechart And Information - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1B Budgets Summary - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1C Tax Requisitions And Rates - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1D Community Services Engineering - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1E Community Services Waste Management - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1F Community Services Planning - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1G Community Services Fire Protection - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1H Community Services Police Services - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1I Community Services Inspections - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1J Parks Services - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1K Finance And Administration - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1L Corporate Services - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1M Corporate Services Bylaw Enforcement - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1N Economic Development Commission - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.1O Regional Board - .wma ( MB)

Click this Windows Media Audio icon for help with audio files February 25, 2015 audio of RDCO Governance and Services Committee meeting only about Item 3.2 Proposed Regional Parks Capital Facilities Reserve Allocation 2015 2019 - .wma ( MB)

It is too hard to find each of these sections in the audio so not going to break up the audio of this meeting, its all in that one link above.

.pdf icon February 25, 2015 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

3. Finance & Administrative Services

3.1 2015-2019 Financial Plan Review

M. Rilkoff introduced the budget process to the Committee. This is a draft budgeta working document where direction can be provided to staff for the next budget meeting scheduled for March 12. The final budget must be approved at the March
27th Board meeting.

==========

*Note* Below is only a snippet, please click link above for entire content

Staff outlined the following information included in the preliminary budget:
• The impact for the municipalities for fringe area planning is not included in the budget at this point, only the electoral areas costs are included.
• BCAA average assessment is based on a house valued at $474,000.
• Staffing: Full-time Equivalent (FTE) comparisons noted. The decrease in staff of 9.640 is mainly due to the reduction in 911 service move to E-COMM. Lowest staffing levels since 2007/2008.
• Administrative Overhead rates reviewed.
- Two types of administrative overhead ie: Admin and Engineering. There are 3 levels: full, partial or minimal. Admin Overhead costs include: Corporate Services, Financial Services, HR Services and Information Services.

Engineering Overhead.
- Increase includes:
o Increase to reserves
o Full staffing for fleet and finance FTE approved in 2014
- Pure operating expenses recovered through a percentage recovery on all services.
- Comparison overhead rates were presented as follows:
o RDCO rates - Admin -14.70%,9.8%,4.90%, Engineering - 4.0%
o District of West Kelowna - 18%
o District of Peachland - 15%
o City of Kelowna - varies 10% - 15%
o District of Lake Country - 10% plus tax for general administrative costs
- What determines which service receives which rate? Staff noted, if its staff doing the work the service receives the highest rate; contract services receive second level; lowest level is where there is a minor amount of staff time (ie: grant in aid).
- What is the right amount of administration costs? Is this the right size for the organization? What is the right number of FTE to operate the organization?
This is a discussion that may need to occur in the future? The Administrator noted that this is an agenda discussion at a future strategic priority session.
• RDCO sources of revenue were highlighted:
o tax requisitions
o other revenues- bylaw fees, negotiated sale of services,
o grants
o municipal debt repayments
• RDCO does not collect taxes directly as municipalities do. All services are separate. Cannot combine or inter-mingle services. Each service is paid by a different combination of taxpayers. Regional Districts do not have just one tax rate. Surpluses stay within that service.
• In 2015, staff is proposing to set aside $763,248 of surpluses into Operating Reserves in 19 services. There is also a proposal to set aside an additional $100-$200k for a park operating reserves.

Increases to all budgets were highlighted:
• Budgets are not automatically increased with the cost of living
• Estimated Collective Agreement increases in payroll
• Payroll overhead: 0.25% for increases to extended health benefits, MSP, WorkSafe, CPP and EI limits
• Utilities increase 3%
• Administrative Overhead
Capital projects and their funding sources are listed in the capital fund budget for each function. Major capital items over $200,000 were highlighted:
o Westshore Water System - $209,000
o Joe Rich Fire Department - $415,000
o 911 - E-COMM Upgrades - $225,000
o Regional Parks - development and equipment $1.24mil
o Westside Wastewater Treatment Plant - $987,000

Staff reviewed the 2015 budget impacts for each service--if the tax impact has stayed relatively the same for a service it was not mentioned.

Community Services - Planning
111 - Electoral Area Planning - fringe area planning decisions have yet to be made. Should municipalities opt in to fringe area planning in full, the costs would be as follows. Fringe area planning considerations are currently being reviewed by all partners for final decision prior to budget approval.

Community Services - Protection
019 - Electoral Area Fire Prevention - Electoral Area directors are discussing whether the service review will proceed in 2015 as previously scheduled. It is budgeted at $50K. There is interest to review the service at the staff level versus hiring a consultant.
021 - Ellison Fire Department
COE Electoral Area director has requested an increase to this budget--further information to be provided at the March 12 meeting. Reserve levels are important for future capital purchases. Service areas small but tax impact is great.
022 - Joe Rich Fire Department
COE Electoral Area director has requested an increase to this budget--further information to be provided at the March 12 meeting. Reserve levels are important for future purchases. Service areas small but tax impact is great.
029 - Brent Road Fire Protection
Service is contracted to Peachland. Increase to average home is due to the fire loss of one home in the area. Large impact to other homeowners as service area is very small.
030 - Regional Rescue
Requisition increase of $131k. Increased operating costs, plus $25k for a Central Okanagan Search & Rescue truck. Transfer to reserves has been increased and it is recommended that the amount double next year. Vehicle replacement has been pushed out to 2018 due to low reserve levels. Dispatch portion of service is outstanding. Staff noted it is anticipated to have negotiations completed within the next 3 months, full implementation in 2015. In 2015, there is enough in the budget to stay within the current model or proceed to a new model.

Community Services - Policing
031 - 911 Service (transferred to E-COMM) over time confident recovered costs through the partnership. E-COMM will be upgrading technology (texting should occur in 2015).
Community Services - Inspection
044 - Building Inspection & Other Bylaw Enforcement
Increase in staffing and costs of building inspection to increase service level as permits and revenues are higher. A small tax requisition remains.
Parks Services
142 - Regional Parks - Tax requisition increase overall of $7k. There was agreement to continue the grant of $39,000 to the Friends of Fintry. This grant provides funding for the Society's Executive Director. Discussion ensued regarding the need to set operating reserves aside.

FINDLATER/BAKER
THAT the next version of the draft 2015-2019 RDCO Financial Plan show $200,000 set aside into an operating reserve in the 142 - Regional Parks budget.
CARRIED Unanimously

===

Proposed Regional Parks Capital Facilities Reserve Allocation 2015-2019

Staff report dated February 18, 2015 outlined a proposed regional parks capital facilities reserve allocation for 2015-2019. In 2005, the Regional Board initiated a Regional Parks Legacy Acquisition Program. Since that time the program has
secured over 2,300 acres of new regional parkland. In 2014, concerns were raised about purchasing park land without making allowances for ample access to the lands by the public once they were acquired. A provisional budget has been
drafted with these concerns in mind. There is approximately $3.3mil in the Parks Acquisition Reserve Funds. The 2015 provisional budget maintains this funding level over the next five years and is limited to land acquisition only. In order to pay down debt servicing costs and focus on developing the current inventory of land over the next five years it is proposed the current $0.09/$1,000 of assessment funding allocated to the capital facilities reserve and capital/land debt servicing.

Staff provided a review of the regional parks acquisition program and setting the development of its current inventory of regional parks lands as a priority.
There is a need to focus on development of the parkland already purchased.
A capital facilities reserve does not tie the board in its funding allocation-the funds can be used to purchase lands, development of land, or operating. It was noted that the current debt is a 5-year debt and will be paid by 2019.

The Committee requested staff provide an update of the acquisition plan with the new Board at a future In Camera meeting.

STACK/OPHUS
THAT the Governance & Services Committee recommend the allocation of $.09 / $1,000 of assessment funding to the Capital Facilities Reserve and Capital/Land debt servicing line items in the 2015 - 2019 Five-Year Financial Plan.

CARRIED Unanimously

==============

Corporate Services

046 - Dog Control - Proposed budget includes $200k in operating reserves and a requisition decrease of $93.6K.
105 - Noise Bylaw Enforcement - reinstating tax requisition

EDC
120 - Economic Development Commission - there was an error in the draft budget. $27k should be added back into the budget for projects. There is a decrease of $10,000 in the overall budget.
Okanagan Film Commission - the annual grant provided to the OFC has been increased by $10,000 to $120,000.

Board
001 - Regional Board - it was identified that further work is required on the RDCO website. Further discussion with the Board regarding the website/webmaster will occur at its strategic planning session.
011 - Regional Grants in Aid - It was noted that there is a surplus of $11,500 in grant in aid funding from previous years. Two options were provided: decrease the 2015 requisition, or leave the surplus for future years.
The Directors were asked to review their draft allocations and notify staff of any amendments. Staff will contact the applicants to determine whether reduced levels in their grant request will impact the project/program.

STACK/GRAY
THAT the $11,500 surplus in regional grants in aid be used to decrease the 2015 requisitions.

CARRIED Unanimously

===============

Other Discussion
Westside Recycling Centre - concern was noted that the tax requisition is increasing each year. The question was raised whether tipping fees can be adjusted to pay for the service? The goal should be to offset the cost of service.
Staff noted that there are extra transportation costs to take the organics to Glenmore Landfill. The challenge is that costs cannot be recovered for a free service provided to the residents. Staff will have the technical advisory committee review options. Further discussion to occur at the Board's strategic planning session.
Victim Services - it was noted that a service review is to be completed in 2015 on this service. Does this service provide value for the money?

FINDLATER/BAKER
THAT the Governance & Services Committee receives for information the 2015-2019 Financial Plan;
AND FURTHER THAT staff be directed to bring forward any recommended amendments to the Financial Plan discussed today to the March 12, 2015 Governance & Services Committee budget meeting.

CARRIED Unanimously

==================

3.2 Proposed Regional Parks Capital Facilities Reserve Allocation 2015-2019
This issue was discussed earlier in the meeting.
3.3 Other
There were no other items for discussion

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

.mp3 file icon - click here for help with audio February 25, 2015 audio of entire RDCO Governance and Services Committee meeting - .mp3 (33.9 MB)

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.pdf icon February 12, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 6.1 2014 4Th Quarter Work Plan And Budget Variance Report

=====

Water System Grant Application Supported

The Regional Board has approved spending up to $950,000 from reserves for a major improvement project on the Killiney Beach Water System. The Regional District will submit an application to the Build Canada-Small Communities Fund for up to $1.9-million in funding to assist with the cost of construction which will include installation of almost five kilometres of new pipe, upgraded water intake pumps and a new 500-cubic meter cell for the upper reservoir. The project will result in more efficient operation of the water system that was built in the early 1980’s while improving service to the approximately 280 properties currently connected. Another 145 properties could be serviced by the system in the future.

=====

Water Conservation and Quality Grants

The Regional Board has endorsed submitting eight applications to the Okanagan Basin Water Board (OBWB) for funding consideration under its Water Conservation and Quality grant program. Three applications are for projects proposed by the Regional District while the others are from individual non-profit organizations. The Central Okanagan region is eligible for just over $179,000 in funding through the OBWB program.

=====

Westside Waste Disposal & Recycling Centre

The Regional Board has adopted an amendment to the 2014-2018 Financial Plan to pay for higher than anticipated expenses in operating the Westside Residential Waste Disposal and Recycling Centre. Reserve funds rather than increased service fees will be used to eliminate a deficit of $51,478 in the facility operation. During 2014 it cost more to dispose of an increased tonnage of yard waste that was dropped off by residents along with additional costs associated with drywall recycling.

======

Septic Disposal Rate Increase

The Regional Board has approved a higher tipping fee for disposing of septic tank wastewater at the Regional Septage Facility in Lake Country. The new rate of $47.27 per cubic meter will result in the facility being funded entirely through tipping fee revenue. Since 2008, septage disposal tipping fees increased two per cent each year to $39.41 in 2014. It’s estimated that more than 14,000 single family residences in the Central Okanagan have a septic system for wastewater. The Board will be asked to approve an amendment to the Septic Tank Effluent and Regulation Bylaw to reflect the adjusted rate.

=====

Nothing was mentioned in the Highlights about Item 8.1 Purchasing Commitments Q4

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

.mp3 file icon - click here for help with audio February 12, 2015 audio of entire RDCO Board meeting - .mp3 (85.5 MB)

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.pdf icon February 12, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.1 2014 4Th Quarter Work Plan And Budget Variance Report

.pdf icon Item 7.2 Building Canada Small Communities Fund Application Endorsement

.pdf icon Item 7.3 Westside Waste Disposal And Recycling Centre 2014 2018 Financial Plan Amending Bylaw No 1354 2015

.pdf icon Item 7.4 Septage Disposal Tipping Fee Increase

.pdf icon Item 8.1 Purchasing Commitments Q4

*Note* Below are only snippets, please click links above for entire content

Item 6.1 2014 4Th Quarter Work Plan And Budget Variance Report

Inspections & Bylaw Enforcement Services
Dog Control
To date, 19,815 dog licenses have been Issued in 2014 (vs. 16,845 In 2013)
o 5,182 New licenses
o 14,633 Renewed licenses

497 Bylaw Offence Notices Issued for 'No Dog License'
o 158 tickets have been paid In full or have entered payment plans

Increased Revenues from Budgeted:
o Licensing - $84,875
o Dog Impounding - $43,220
o Bylaw Notice Adjudication Program Fines - $39,177

================================

Item 7.3 Westside Waste Disposal And Recycling Centre 2014 2018 Financial Plan Amending Bylaw No 1354 2015

Purpose:
To provide the Board with fourth quarter year-end information pertaining to the 2014 work plan and budget variance report.

Executive Summary:
Staff are pleased to present the Year End - 4th Quarter Work Plan and Budget Variance Report for 2014, This report indicates that most projects were either complete or substantially complete on or before December 31 '" 2014. At this time, both revenues and expenses are within anticipated budget parameters, with the following exceptions:

RECOMMENDATION:
THAT the Board receive this report for information.

=====

Item 8.1 Purchasing Commitments Q4

INFORMATION:
During the fourth quarter of 2014, no purchase commitments exceeded $100,000.

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

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.pdf icon February 12, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

6. CORPORATE SERVICES

6.1 2014 - 4th Quarter Work Plan and Budget Variance Report (All Directors Unweighted Vote)

Staff report dated February 4, 2015 outlined the 4th Quarter (year-end) information and budget variance. Revenue and expenses were within anticipated budget levels with the exception of:
• Westside Transfer Station - tipping fees and transportation costs higher than expected
• Trepanier Bench Water - user rates were insufficient to cover operating costs
• RDCO Lift Stations - extra work required for flushing and odor control
• WFN Lift Station - extra work required and will be paid in 2015

BAKER/FINDLATER
THAT the Regional Board receive for information the 2014 - 4th Quarter Work Plan and Budget Variance Report.

CARRIED Unanimously

====================

7.3 Westside Waste Disposal & Recycling Centre - 2014-2018 Financial Plan Amending Bylaw No. 1354,2015, 1st, 2nd and 3rd reading and Adoption (All Directors - Weighted Vote)

Staff report dated February 6, 2015 outlined a budget deficit of $51,478 in 2014 for the Westside Waste Disposal & Recycling Centre. The deficit is primarily due to higher than anticipated costs for yard waste management and drywall
recycling. A portion of these costs were offset by higher than projected tipping fee revenues. Operating reserves will be utilized to cover the deficit.

OPHUS/FINDLATER
THAT 2014 - 2018 Financial Plan Amending Bylaw No. 1354,2015 be given first, second and third readings and adopted this 12th day of February 2015.

CARRIED Unanimously

================

7.4 Septage Disposal Tipping Fee Increase (All Directors - Unweighted Vote)

Staff report dated February 6, 2015 provided an overview of the septage disposal fees which have increased at a rate of 2% per year from 2008. Despite the increases revenue has remained relatively stagnant. Aligning septic system
and tax requisition distribution is challenging for a variety of reasons. Increasing the tipping fees would result in the regional septage facility service being funding entirely through tipping fee revenues which is more equitable and sustainable method of cost distribution.

It was queried that, with the proposed rate increase, is there a potential for septage hauling outside the RDCO, and if so, perhaps the rate increase from $39.41/m3 to $47.27/m3, be raised more slowly. It was clarified that, at this time, that concern has not materialized. In addition, other Regional Districts such as the RDNO require a chain of custody from the septage haulers to monitor septage dumping from other regions and the out of region tipping fee is much higher thereby discouraging this practice.

OPHUS/STACK
THAT the Regional Board approve increasing the current septage disposal fee to $47.27/m3;
AND FURTHER THAT staff be directed to bring forward the Septic Tank Effluent and Regulation Amendment Bylaw for first, second and third readings and adoption.

CARRIED Unanimously

==================

8. FINANCE & ADMINISTRATIVE SERVICES

8.1 Information Report - Purchase Commitments >$100,000 during 4Q 2014 (All Directors - Unweighted Vote)

Staff report dated February 2, 2015 outlined that there were no purchase commitments in the 4th Quarter that were greater than $100,000.

BASRAN/BAKER
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the fourth quarter, ending December 31, 2014.

CARRIED Unanimously

=================

10. DIRECTOR ITEMS

a) Regional Grants in Aid - The question was raised when regional grants in aid allocation will occur. This will be discussed at a future meeting as part of the 2015 Financial Plan.

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

.mp3 file icon - click here for help with audio February 12, 2015 audio of entire RDCO Board meeting - .mp3 (85.5 MB)

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.pdf icon January 26, 2015 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.2 2014 2018 Financial Plan Amending Bylaw No 1353 2015

*Note* This is only a snippet, please click link above for entire content.

On behalf of our communities we request BC Hydro to commit to providing an alternate, secondary electrical transmission line to service this growing region.

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

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.pdf icon January 26, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

6.2 RDCO 2014-2018 Financial Plan Amending Bylaw No. 1353, 2015, 1st, 2d and 3rd readings and Adoption (All Directors - Weighted Vote)

Staff report dated January 20, 2015 outlined the need to amend the 2014-2018 Financial Plan Bylaw No. 1347 for the new centrifuge capital project which is being built at the District of Lake Country plant.

Staff noted that this expense which is now housekeeping item for year-end should have been included in the 2014 budget. There is no impact to the tax requisition as it will come from reserves. The other amendment is to move $780,000 from capital to operating-the funding is the regionally significant grant funding previously approved. Staff noted that if we don't own the asset the amount should not have been held in capital reserves. The asset is owned by
the District of Lake Country.

BAKER/SIEBEN
THAT Regional District of Central Okanagan 2014-2018 Financial Plan Amending Bylaw No. 1353, 2015 be given first, second and third readings and adopted this 26th day of January 2015.

CARRIED Unanimously

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

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.pdf icon January 16, 2015 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Item 6.1 2015 2019 Financial Plan

*Note* This is only a snippet, please click link above for entire content

Purpose: To update the Board that to date, senior staff has raised the following list of items for consideration in the 2015 - 2019 Financial Plan.

Executive Summary:
Financial: Impact to the 2015 - 2019 Financial Plan
This is for discussion purposes only, for the Board's input prior to the detailed calculations. As discussed below, the RDCO does not calculate budget impacts at this time as some key information to perform the detailed calculations is not yet available.
RECOMMENDATION:
THAT the update on the 2015-2019 Financial Plan Request Items be received for information.

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

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.pdf icon January 16, 2015 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6. Finance & Administrative Services

6.1 2015 - 2019 Financial Plan - Request Items (for discussion)

C. Teschner provided an update on financial impacts to the 2015 budget. The first preliminary budget review meeting will be held on February 25th. A brief background was-provided on how the Regional District calculates its budget and the timelines.

General impacts to consider include:
• Salaries - Collective Agreement expired in Dec. 2014. Increases unknown at this time
• Utilities - increase between 3-5%
• Impact of service reviews for regional rescue and fringe area planning to be determined.
• Full-time equivalent (FTE) for 2015 - 109.11, reduction of 11.19 from 2014.

Majority of decrease is related to 911 service being transferred to E-COMM.
• Administrative Overhead (AO) - reduction of 911 service will have a significant impact on AO distribution. Services most affected were outlined

A review of projected increase for each department was highlighted:
- Capital projects in the majority of cases will be funded by reserves or transfer from transfer.
- $50,000 service study for the four electoral area fire departments. Can the service review be deferred in 2015. Budget item is there only as a place-holder. Any changes can be made in February or before final budget approved.
- WWTP - $1 mil in capital improvements. The stakeholder committee should meet early to discuss these issues.
- $50,000 in website upgrades is an approximate amount. Board discussion needs to occur on what type of website is wanted (interactive). Discussion in February.
- Eastside parks - $15,000 pit toilet - this is a capital project to the Joe Rich Community Hall.
- Admin Overhead reallocation of 911. What is the Board prepared to bear for its services provided?
- Westside Parks - electrical service for Westshore. With upgrades at the park (soccer pitch, mosaic market-power source to the park).
- A separate meeting will be held with the electoral directors to review their budget priorities prior to the Board's first budget meeting.

-BAKER/SIEBEN
THAT the Governance and Services Committee receive for information the update on the 2015-2019 Financial Plan Request Items.

CARRIED Unanimously

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

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You will find local North Westside Road BC businesses, services, free classifieds, local arts and crafts, vacation waterfront rentals, plus much more located near and around Okanagan Lake BC.  We will be adding to this site, so come back and check it often.

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