first quarter 2017 financial report - west vancouver · this is due to timing of incurring expenses...

April 26, 2017

FIRST QUARTER FINANCIAL REPORT 2017

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Table of ContentsPage

1 Summary 1

2 General Fund Operating Results 3

3 Revenue Summary 5

4 Notes to General Fund Operating Results 6

5 Water Utility 8

6 Sewer Utility 9

7 Solid Waste Utility 10

8 Golf Fund 11

9 Cemetery Fund 12

10 Salary Vacancy Adjustment 13

11 Capital Program Results 16

12 Reserve Schedules 18

13 Investment Portfolio & Rate of Return 20

14 Procurement Statistics 21

15 Contracts Awarded Over $75K 22

16 Procurement Documented Savings 23

DISTRICT OF WEST VANCOUVER2017 FIRST QUARTER FINANCIAL REPORT

SUMMARY OF THE DISTRICT OF WEST VANCOUVER’S 2017 FIRST QUARTER OPERATING RESULTS & CAPITAL PROGRAM

The first quarter financial report includes a review of operating results, capital expenditures, reserve balances and procurement statistics to March 31. It includes analysis of actual results benchmarked to 25% of the annual budget. Highlights of the operating and capital results are summarized below.

General Fund - Operating Results

The first quarter ended with revenues in excess of expenditures by $1.0m.

Revenue (not including third party works & non-recurring items) is trending slightly above the 25% benchmark as business and dog license renewals occur at the beginning of the year.

Expenditures (not including third party works & non-recurring items) were slightly under the 25% benchmark. This is due to timing of incurring expenses and delays in work programs due to the snow and poor weather conditions experienced in the first quarter. This helped to offset the considerable costs incurred to address public safety on roads and walkways for the snow and icy conditions. However, going forward, there may be additional maintenance costs to address the road surface damage and cracking from the same winter weather conditions.

Detailed variance explanations are provided in the notes to the General Fund operating results.

Utility and Other Funds

Water Utility – Water consumption is seasonal and is typically low in the winter months therefore, user fee revenues and water purchase expenditures are low. It is expected to increase in the second and third quarters. The capital work program is scheduled for the second and third quarters.

Sewer Utility – The Sewer Utility is on track for the first quarter and the capital work program is scheduled for the second and third quarters.

Solid Waste – Continued success in the recycling and green can programs has helped keep operating costs low for the garbage collection area. The public realm refuse costs are seasonal in nature and costs are expected to increase in the spring and summer months when more refuse is generated due to higher park usage.

Golf Fund – Weather plays a large role in the rounds of golf played. In the first quarter, Gleneagles Golf Course was only open for 35 days as compared to 90 days in the first quarter of 2016 due to the cold weather, rain and snow. It is likely that the annual budgeted revenue will not be met and cost reduction strategies will need to be implemented to mitigate the revenue shortfall.

Cemetery Fund – The Cemetery Fund is on track for the first quarter. Capital improvements not completed from 2016 were carried over to this year to complete and some unbudgeted remedial work may be required. Any capital expenditures exceeding the budget will be covered by the Cemetery Development Reserve.

Capital Program

Capital projects have been initiated and commitments have been setup since the approval of the financial plan

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Reserves & DCCs

The reserves and DCCs as at March 31 totals $108.4m. Further details are provided on the reserves schedules.

Procurement Statistics & Contracts Awarded

The first quarter report includes an update on procurement activity to March 31 and the award of contracts over $75k in value (excluding tax). Contracts that are individually reported to Council or the Finance Committee are not reported here (i.e. Police Service & Municipal Hall project, sole source contracts over $250k). Also excluded from this report are contracts related to West Vancouver Transit, the West Vancouver Police Department, and the West Vancouver Memorial Library.

The District’s Purchasing Policy outlines the governing principles and guides the activity of the purchasing function. Awarded contracts are within approved budget limits, and have been approved by staff with appropriate acquisition and commitment authority. The contract value reported is the value at the time of contract award, which is subject to change.

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2016

Mar 31 YTD

Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results N

otes

REVENUEGeneral Taxation 17,009 68,035 25.0% 16,094Fees & Charges 4,176 15,271 27.3% 4,438Licences & Permits 2,874 7,534 38.2% 3,614Other Revenue 1,201 6,260 19.2% 989Government Grants 207 1,158 17.9% 20Other Transfers 281 2,389 11.8% 51

REVENUE TOTAL 25,748 100,646 25.6% 25,206

EXPENDITURESAdministrative Services 691 2,636 26.2% 638Human Resources 367 1,669 22.0% 344Financial Services 666 2,649 25.1% 717Police Services 3,815 15,517 24.6% 3,559Fire & Rescue Services 3,941 15,965 24.7% 3,810Engineering & Transportation Services 1,507 4,563 33.0% 1,061 10

Corporate Services 2,201 9,595 22.9% 2,269Planning & Development Services 1,175 4,728 24.8% 1,058Parks, Culture & Community Services 4,237 19,029 22.3% 4,289 11

Library Services 1,172 4,465 26.2% 1,232

General Government (Schedule A) 1,264 4,574 27.6% 555 See next page

21,036 85,390 24.6% 19,532 Tax Transfer to Asset Reserves 2,996 11,986 25.0% 2,608 Transfers to Reserves 645 2,787 23.1% 347 12

EXPENDITURES TOTAL 24,677 100,163 24.6% 22,487

EXCESS REVENUES OVER EXPENDITURES 1,071 483 2,719

THIRD PARTY WORKS & NON-RECURRING ITEMS

REVENUEThird Party Works 973 2,101 46.3% 1,208 13

Gain on Sale of Land 0 500 0.0% 10 14

Transfer In for One-Time Initiatives 176 1,016 17.3% 93

REVENUE TOTAL 1,148 3,617 31.7% 1,311

EXPENDITURESThird Party Works 973 2,101 46.3% 752 13

Land Management Costs & Transfer Proceeds 49 500 9.7% 10One-Time Initiatives 176 1,499 11.7% 63 15

EXPENDITURES TOTAL 1,197 4,100 29.2% 825

EXCESS REVENUES OVER EXPENDITURES (49) (483) 486

TOTAL EXCESS REVENUES OVER EXPENSES 1,023 (0) 3,205

DISTRICT OF WEST VANCOUVERGENERAL FUND RESULTS

FOR THE PERIOD ENDING MARCH 31, 2017GENERAL FUND OPERATING RESULTS ($ 000's)

2017

Notes 1 - 9 are reflected on the Revenue Summary

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FOR THE PERIOD ENDING MARCH 31, 2017GENERAL FUND OPERATING RESULTS ($ 000's)

Schedule A - General Government DetailsLegal & Severance 81 980 8.3% 133 16

Property & Liability Insurance 182 1,075 16.9% 246Fiscal Services 999 1,840 54.3% 176 17

Grants in Aid 1 454 0.3% 0Election 0 0 #DIV/0! 0Employee Engagement 0 25 0.9% 0Business Improvement Area Levy 0 500 0.0% 0Benefits Carrier Change Savings 0 (300) 0.0% 0 18

1,264 4,574 27.6% 555

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2016

Mar 31 YTD Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results Not

es

GENERAL TAXATIONMunicipal Taxes 16,655 66,621 25.0% 15,866Specified Area 132 529 25.0% 7Grants in Lieu 221 885 25.0% 221

17,009 68,035 25.0% 16,094

FEES AND CHARGES

Police 38 161 23.8% 42Engineering & Transportation Services 139 390 35.6% 120Parks, Culture & Community Services 3,183 11,419 27.9% 3,553Library 23 102 22.8% 31First Nations 603 2,410 25.0% 510Fire & Rescue Services 54 220 24.5% 46Parking Tickets, Fines & Filming 103 398 25.9% 97Vehicle Towing 8 30 25.0% 8General Admin & Finance Fees 26 142 18.3% 31 1

4,176 15,271 27.3% 4,438

LICENCES AND PERMITS

Business Licences 1,292 1,260 102.5% 1,354 2

Inspection Permits 1,278 4,976 25.7% 1,906Other Permits/Licences 305 1,298 23.5% 353

2,874 7,534 38.2% 3,614

OTHER REVENUE

Administration Fees (TransLink/Utilities) 149 595 25.0% 149Interest on Investments 128 1,500 8.5% 7 3

Tax Penalties & Interest 11 756 1.5% 113 4

Library Contributions 0 143 0.0% 0 5

Taylor Way Lease 248 248 100.0% 58Lease & Rentals 595 2,015 29.6% 496Miscellaneous 69 1,002 6.9% 166 6

1,201 6,260 19.2% 989

GOVERNMENT GRANTS

Provincial Revenue Sharing 186 742 25.0% 0Library 4 172 2.5% 4 7

Other 17 244 7.0% 16 8

207 1,158 17.9% 20

OTHER TRANSFERS

Transfer In from Reserves 281 2,389 11.8% 51 9

281 2,389 11.8% 51

TOTAL REVENUE 25,748 100,646 25.6% 25,206


FOR THE PERIOD ENDING MARCH 31, 2017REVENUE SUMMARY ($ 000's)

2017

5

REVENUES

FEES AND CHARGES

1 General Admin & Finance Fees - The revenue from NSF charges and processing fees are typically generated later on in the year when taxes and utilities' billings are due. Revenue from tax certificate requests usually increase throughout the spring and summer which lines up with property sales in the real estate market.

LICENSES AND PERMITS

2 Business Licences - Revenue is recognized at the beginning of the year when invoices are mailed out.

OTHER REVENUE

3 Interest on Investments - The interest recorded to date is on short term investments only. Interest on long term investments will be recorded at year end.

6 Tax Penalties & Interest - Penalties on late tax payments will be calculated after the payment deadline.

5 Library Contributions - Contributions are expected to be received mid-year.

6 Miscellaneous - Most of the revenue in this category is expected later in the year.

GOVERNMENT GRANTS

7 Library - Grants are expected to be received mid-year.

8 Other - The Community Works Funding from UBCM is expected later in the year.

OTHER TRANSFERS

9 Transfer In from Reserves - The amount transferred in is from the prior year's surplus to balance the budget for 2017. The remaining amount to be transferred in is from the Endowment Fund for the debt payments on the Police Services and Municipal Hall project, which will be transferred in when debt payments are due.

EXPENDITURES

10 Engineering & Transportation - Winter maintenance costs were high in the first quarter due to an unusually cold winter. Extensive overtime was incurred by staff in order to maintain service levels and safe winter road conditions for residents.

11 Parks, Culture & Community Services - Due to snow and poor weather conditions in the first quarter, some scheduled work programs were delayed - this work will be rescheduled later in the year.

12 Transfers to Reserves - Some of the transfers to reserves occur later in the year when the associated revenue is received.

THIRD PARTY WORKS & NON-RECURRING ITEMS

13 Third Party Works - The capacity to complete more third party work requests has increased with an additional work crew. The increased third party expenditures is offset by higher recoveries.

14 Gain on Sale of Land - Potential land sales to occur later in the year.

15 One-Time Initiatives - These initiatives include special consulting engagements that are one-time in nature.


FOR THE PERIOD ENDING MARCH 31, 2017

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SCHEDULE A - GENERAL GOVERNMENT DETAILS

16 Legal & Severance - CN Rail commenced a substantial legal action against the District relating to the Seawalk during the first quarter. Although legal costs are trending favourable to the 25% benchmark, significant resources have been utilized in response to the dispute and there will be further costs incurred this year.

17 Fiscal Services - Costs incurred to date include the first debt payment for the loan related to the Police Services and Municipal Hall project, credit card transaction fees and printer lease payments.

18 Benefits Carrier Change Savings - Anticipated savings are due to a decrease in rates for various benefit costs such as EI, CPP, WCB and the Municipal Pension Plan. At year end, an entry will be done to extract the savings from each division to allocate to this budget line.

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2016

Mar 31 YTD

Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results Not

es

REVENUE

User Fees 2,529 12,881 19.6% 2,691 1

Meter Rental Charges 117 550 21.3% 153 2

Micro Power Generation 0 31 0.0% 0 3

Recoveries 33 135 24.3% 47

Other Revenue 5 0 9 4

2,685 13,596 19.7% 2,901

EXPENDITURE

Water Purchases 528 3,650 14.5% 581 5

Administration Fee 50 200 25.0% 50

Operations & Maintenance 1,072 3,533 30.3% 1,008 6

Capital Program 190 4,140 4.6% 376 7

Debt Service 517 2,067 25.0% 517

2,356 13,589 17.3% 2,532

EXCESS REVENUES OVER EXPENDITURES 328 7 369

Prior year adjustment 0 0 (606)

EXCESS REVENUES OVER EXPENDITURES 328 7 (238)

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2

3

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6

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DISTRICT OF WEST VANCOUVERWATER FUND RESULTS & ANNUAL FORECAST

FOR THE PERIOD ENDING MARCH 31, 2017WATER UTILITY ($000's)

2017

Seasonal maintenance programs were completed in the first quarter.

This revenue is from special meter read fees.

The number of meter rentals have been decreasing as new construction requires a meter to be purchased.

Notes:

Water consumption is seasonal and is expected to increase in the second and third quarters.

Minimal water purchases are required for the first quarter due to optimization of Eagle Lake and seasonality of water consumption. Water purchases are expected to increase during the second and third quarter in correlation with consumption.

The capital program is expected to accelerate in the second and third quarters.

Currently negotiating contract directly with BC Hydro to sell electricity generated from turbines. The previous contract included another party who is no longer involved in this business.

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2016

Mar 31 YTD

Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results Not

es

REVENUE

User Fees 3,651 15,640 23.3% 3,530

Recoveries 33 135 24.3% 47

3,684 15,775 23.4% 3,577

EXPENDITURE

GVSDD Levy 1,532 6,099 25.1% 1,443

Administration Fee 50 200 25.0% 50

Sanitary Operations & Maintenance 408 1,449 28.2% 431 1

Storm Operations & Maintenance 246 1,003 24.5% 183

Capital Program 419 6,880 6.1% 580 2

2,655 15,630 17.0% 2,687

EXCESS REVENUES OVER EXPENDITURES 1,029 144 890

1

2

2017

DISTRICT OF WEST VANCOUVERSEWER FUND RESULTS & ANNUAL FORECAST

FOR THE PERIOD ENDING MARCH 31, 2017SEWER UTILITY ($000's)

Notes:

Seasonal maintenance programs were completed in the first quarter.

The capital program is expected to accelerate in the second and third quarters.

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2016

Mar 31 YTD

Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results Not

es

REVENUEWaste User Fees 559 2,254 24.8% 637Recycling User Fees 116 479 24.2% 129Tag Sales 2 15 16.0% 4Contract/Material Revenue 176 686 25.6% 174Public Realm Refuse Fee 202 836 24.2% 224Recycling Contract Recovery 595 2,369 25.1% 564

1,650 6,638 24.9% 1,732

EXPENDITUREManagement/Outreach/NSRP 94 528 17.9% 147Garbage, Green Can & Yard Trimmings 461 2,069 22.3% 540Administration Charge 12 50 25.0% 13Recycling 736 2,935 25.1% 529Public Realm Refuse 121 822 14.7% 91 1

Capital Program 0 20 0.0% 0 2

1,425 6,425 22.2% 1,319

EXCESS REVENUES OVER EXPENDITURES 225 214 413

1

2 The Eagle Island waste enclosure project has not been implemented to date.

Notes:

Public realm refuse costs are seasonal based on park usage. It is expected that there will be more refuse in the park during the spring and summer months which will result in higher costs.

DISTRICT OF WEST VANCOUVERSOLID WASTE FUND RESULTS & ANNUAL FORECAST

FOR THE PERIOD ENDING MARCH 31, 2017SOLID WASTE UTILITY ($000's)

2017

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2016

Mar 31 YTD

Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results Not

es

REVENUEGolf Fees 25 958 2.6% 65 1

Rental Revenue - Facility 4 25 15.4% 5 2

29 983 2.9% 70EXPENDITURE

Pro Shop & Management 29 169 16.9% 31 3

Operations & Maintenance 110 663 16.6% 108Administrative Fee 13 51 25.0% 33Debt Service 0 100 0.0% 0 4

151 983 15.4% 172

EXCESS REVENUES OVER EXPENDITURES (122) 0 (102)

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2

3

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GOLF FUND ($000's)

DISTRICT OF WEST VANCOUVERGOLF FUND RESULTS & ANNUAL FORECASTFOR THE PERIOD ENDING MARCH 31, 2017

Due to very cold weather, rain and snow cover, Gleneagles Golf Course was open for 35 days in the first quarter as compared to 90 days in the first quarter of last year. It is likely that there will be an unfavourable variance in revenue by year end. Further analysis will be completed for the mid-year forecast.

2017

Notes:

The Clubhouse is being rented for events and programs rather than as a restaurant with an operator. Estimated to be on target for revenues.

If golf rounds are lower, then the overall management contract for the year will be less than budgeted.

Debt service payments will be booked at year end.

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2016

Mar 31 YTD

Results

Annual Budget

% of Annual Budget

Prior Year YTD

Results Not

es

REVENUE

User Fees 251 876 28.6% 121

Interest Revenue 0 115 0.0% 0 1

251 991 25.3% 121

EXPENDITURE

Operations & Maintenance 90 513 17.5% 94

Sales & Use Costs 33 150 22.3% 19

Administration Fees 45 179 25.0% 45

Capital Improvements 20 98 20.2% 5 2

188 939 20.0% 163

EXCESS REVENUES OVER EXPENDITURES 63 52 (42)

Notes:

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2017

DISTRICT OF WEST VANCOUVERCEMETERY FUND RESULTS & ANNUAL FORECAST

FOR THE PERIOD ENDING MARCH 31, 2017CEMETERY FUND ($000's)

Interest on investments at the Municipal Finance Authority is calculated at the end of the year.

Some remedial work may be required for Birch II and the burial expansion work from 2016 is still being completed. Any expenditures exceeding the budget will be covered by the Cemetery Development Reserve.

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Mar 31 YTD Results

Annual Budget% of

Annual Budget

SUMMARYSalaries Regular 16,694 68,308 24.4%Vacancy Adjustment 0 (782) 0.0%

16,694 67,527 24.7%Overtime 686 937 73.2%ERIP & Pension Buybacks 0 158 0.0%Car Allowances 64 239 26.7%External Recoveries (625) (1,949) 32.1%General Fund 16,819 66,911 25.1%

ADMINISTRATIONSalaries Regular 622 2,426 25.7%Vacancy Adjustment 0 (31) 0.0%

622 2,395 26.0%Overtime 0 4 0.0%Car Allowances 4 16 27.4%Division Total 627 2,416 25.9%

HUMAN RESOURCES & PAYROLL SERVICESSalaries Regular 346 1,428 24.2%Vacancy Adjustment 0 (21) 0.0%

346 1,407 24.6%Overtime 1 6 23.1%Car Allowances 3 10 26.9%Division Total 350 1,423 24.6%

FINANCIAL SERVICESSalaries Regular 647 2,524 25.6%Vacancy Adjustment 0 (38) 0.0%

647 2,486 26.0%Overtime 5 0Car Allowances 3 12 26.9%Division Total 655 2,497 26.2%

In the first quarter, significant resources were dedicated to maintaining public safety for the unusually cold and long winter season. Engineering & Transportation and Parks, Culture & Community Services incurred considerable overtime to provide winter maintenance.

In addition, the overtime in Parks is related to statutory pay which is required for providing services seven days a week.

A large portion of the overtime incurred in Police Services is related to integrated teams/special duties and is recoverable.

A portion of the overtime in Fire & Rescue Services is incurred for officer training purposes and will be funded from the one-time initiatives budget line.



SALARY VACANCY ADJUSTMENT ($ 000's)

2017

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Mar 31 YTD Results

Annual Budget% of

Annual Budget




2017

POLICE SERVICESSalaries Regular 3,428 13,770 24.9%Vacancy Adjustment 0 (275) 0.0%

3,428 13,495 25.4%Overtime 197 535 36.8%Car Allowances 5 17 26.9%External Recoveries (580) (1,893) 30.7%Division Total 3,049 12,154 25.1%

FIRE & RESCUE SERVICESSalaries Regular 3,685 14,634 25.2%Vacancy Adjustment 0 0

3,685 14,634 25.2%Overtime 116 248 46.8%ERIP and Pension Buybacks 0 158 0.0%Car Allowances 2 8 26.9%External Recoveries (45) (56) 79.5%Division Total 3,759 14,993 25.1%

ENGINEERING & TRANSPORTATION SERVICESSalaries Regular 1,229 4,956 24.8%Vacancy Adjustment 0 (49) 0.0%

1,229 4,906 25.0%Overtime 298 0Car Allowances 4 16 27.9%External Recoveries 0 0Division Total 1,531 4,922 31.1%

CORPORATE SERVICESSalaries Regular 1,284 5,363 23.9%Vacancy Adjustment 0 (74) 0.0%

1,284 5,289 24.3%Overtime 16 66 24.0%Car Allowances 5 18 26.9%Division Total 1,305 5,373 24.3%

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Mar 31 YTD Results

Annual Budget% of

Annual Budget




2017

PLANNING & DEVELOPMENT SERVICESSalaries Regular 1,049 4,648 22.6%Vacancy Adjustment 0 (68) 0.0%


PARKS, CULTURE & COMMUNITY SERVICESSalaries Regular 3,431 14,773 23.2%Vacancy Adjustment 0 (169) 0.0%


LIBRARY SERVICESSalaries Regular 973 3,785 25.7%Vacancy Adjustment 0 (56) 0.0%

973 3,729 26.1%Overtime 2 0Car Allowances 1 5 26.9%Division Total 977 3,734 26.2%

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Mar 31 YTD Results

YTD Open Purchase

Orders

YTD Committed

BudgetRemaining

Budget%

Committed

CAPITAL PROGRAM

Information Technology 52 24 76 1,642 1,566 5%

Equipment 123 134 257 1,661 1,404 15%

Vehicle Fleet 2 6 8 1,429 1,421 1%

Facilities 3,969 12,249 16,218 24,468 8,250 66%

Grounds and Parks 515 151 667 3,365 2,698 20%

Transportation Infrastructure 295 161 456 10,389 9,933 4%

Total 4,957 12,725 17,682 42,954 25,272 41%

Notes:

DISTRICT OF WEST VANCOUVER

GENERAL FUND CAPITAL PROGRAM RESULTS


The majority of committed costs in the first quarter is related to the continuation of prior year projects.

March 31 YTD 2017

GENERAL FUND CAPITAL PROGRAM ($ 000's)

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Mar 31 YTD Results

YTD Open Purchase

Orders

YTD Committed

BudgetRemaining

Budget%

Committed

CAPITAL PROGRAM

Water Utility 190 861 1,051 4,340 3,289 24%

Sewer Utility 363 830 1,194 7,864 6,690 15%

Solid Waste Utility - - - 20 20 0%

Cemetery Fund 20 14 34 98 64 34%

Total 573 1,705 2,279 12,322 10,063 18%

Notes:

DISTRICT OF WEST VANCOUVER

UTILITIES AND OTHER FUNDS CAPITAL PROGRAM RESULTS


UTILITIES AND OTHER FUNDS CAPITAL PROGRAM ($ 000's)

March 31 YTD 2017

Work on the capital program will increase throughout spring and summer.

17

-

Opening Current ProjectedBalances Balances Balances

2017/01/01 Revenues &

Transfers Interest Expenditures & Transfers 2017/03/31

Revenues & Transfers Interest

Expenditures & Transfers 2017/12/31

GENERAL FUND

Asset Reserves 5,468 11,986 0 0 17,454 0 0 -15,283 2,171Statutory

Capital Facilities Reserve 1 1,242 3,357 0 0 4,599 0 0 -3,789 810Capital Infrastructure Reserve 2 2,697 5,306 0 0 8,003 0 0 -7,219 784Capital Equipment Reserve 3 574 2,649 0 0 3,223 0 0 -2,855 368

Non-Statutory

Operational Reserve 4 954 674 0 0 1,628 0 0 -1,420 208

Endowment Fund 31,881 372 0 0 32,253 4,647 0 -6,148 30,752Cash 27,257 372 0 0 27,629 4,647 0 -1,524 30,752Letter of Credit 4,624 0 n/a 0 4,624 0 n/a -4,624 0

Threshold Value 5 23,205

Amenity Contributions Fund 14,060 0 0 0 14,060 0 0 -2,220 11,840Restricted 6 10,945 0 0 0 10,945 0 0 -895 10,050Non-Restricted 3,115 0 0 0 3,115 0 0 -1,325 1,789

12,396 0 n/a 0 12,396 5,637 0 -18,034 0

Operating Reserves 3,882 48 0 -1,016 2,913 0 0 -304 2,609

Other Reserves 1,686 29 0 0 1,715 318 0 -250 1,783

OTHER FUNDS

Golf Development Reserve 7 0 0 0 7 0 0 0 7

Cemetery Development Reserve 1,670 0 0 0 1,670 52 0 0 1,722

Solid Waste Reserve Fund 2,479 0 n/a 0 2,479 214 0 0 2,692

Water Reserve Fund 203 0 0 0 203 3,600 0 -3,603 200

Sewer & Drainage Reserve Fund 452 0 0 0 452 6,880 0 -5,821 1,511

TOTAL RESERVES 74,182 77 0 -1,016 85,601 15,710 0 -33,629 55,285

DEVELOPMENT COST CHARGES (DCCs) 22,775 28 0 0 22,803 0 0 -908 21,895

TOTAL RESERVES & DCCs 96,958 104 0 -1,016 108,404 15,710 0 -34,537 77,180

Notes:1

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The Capital Facilities Reserve is to be used for creation and maintenance of Facilities (ex. roofing, flooring, HVAC systems, windows, plumbing, building maintenance) to deliver municipal services; planning works for designing or enhancing District owned/occupied buildings; and acquisition of land and improvements for use in delivering services in the District.The Capital Infrastructure Reserve is to be used for land improvements (ex. athletic fields, tennis courts, playgrounds), marine structures (ex. piers, sea walks, floats, foreshore works) and civic works (ex. roads, bridges, trails, lighting, cycling infrastructure) to deliver municipal services in the District.The Capital Equipment Reserves is to be used for heavy equipment (ex. fire trucks, dump tracks, tractors, excavators), fleet vehicles (ex. police vehicles, shuttle buses, service vans), general equipment and information technology and communications equipment.Operational Reserve is to be used for items that may not be capital in nature but still require replacement on a periodic basis (ex. fire hoses).The threshold value for the Endowment Fund is updated each year by CPI. The restricted portion of the Amenity Contribution Fund is related to McGavin Field, Evelyn Drive and Horseshoe Bay (Sewell's Development).

Unused portion of Police Services Municipal Hall project loan.

Borrowed Funds - Police Services Municipal Hall Project 7

DISTRICT OF WEST VANCOUVER AS AT MARCH 31, 2017

RESERVE SCHEDULE ($ 000's)

Current Transactions Forecast Transactions

18

Opening Current ProjectedBalances Balances Balances

2017/01/01 Revenues &

Transfers InterestExpenditures & Transfers 2017/03/31

Revenues & Transfers Interest

Expenditures & Transfers 2017/12/31

OPERATING RESERVESWeather Related Incidents Reserve 200 0 n/a 0 200 0 n/a 0 200Election Provision 145 48 n/a 0 193 0 n/a 0 193Fleet Surcharge Reserve 20 0 n/a 0 20 0 n/a 0 20Fringe Benefit Allocation 625 0 n/a 0 625 0 n/a 0 625Police Services Transition 304 0 n/a 0 304 0 n/a -304 0Caulfield LUC 206 0 n/a 0 206 0 n/a 0 206

Youth Activity Threshold Value 1 550 0 0 0 550 0 0 0 550WV Shoreline Preservation Society 10 0 n/a 0 10 0 n/a 0 10

Engagement (Innovation) Fund 1,016 0 n/a -1,016 0 0 n/a 0 0

Public Art Reserve (Est 2016) 26 0 n/a 0 26 0 n/a 0 26

Wage Contingency Reserve (Est 2016) 400 0 n/a 0 400 0 n/a 0 400

Legal Reserve (Est 2016) 300 0 n/a 0 300 0 n/a 0 300

Corporate Training Initiatives (Est 2016) 80 0 n/a 0 80 0 n/a 0 80

TOTAL OPERATING RESERVES 3,882 48 0 -1,016 2,913 0 0 -304 2,609

OTHER RESERVESArtificial Turf Replacement 884 20 0 0 904 137 0 0 1,041Rutledge Field Replacement 276 9 0 0 285 0 0 0 285Parkland Acquisition 9 0 0 0 9 0 0 0 9Parkland Cash In Lieu 6 0 0 0 6 0 0 0 6Debt Retirement (SF Surplus) 289 0 n/a 0 289 0 n/a 0 289UBCM Community Works Fund 222 0 n/a 0 222 180 n/a -250 152

TOTAL OTHER RESERVES 1,686 29 0 0 1,715 318 0 -250 1,783

Notes:1 The threshold value for the Youth Activity Reserve is updated each year by CPI.

0DEVELOPMENT COST CHARGES (DCCs)

GENERAL FUNDHighways

Neighbourhood Area 3 1,599 0 0 0 1,599 0 0 0 1,599Neighbourhood Area 4 2,434 0 0 0 2,434 0 0 0 2,434Community Areas 2 to 5 1,973 1 0 0 1,973 0 0 0 1,973

6,006 1 0 0 6,007 0 0 0 6,007

Underground Wiring 1,528 1 0 0 1,529 0 0 -600 929

Parks & Open SpaceMajor - Principal 2,658 10 0 2,669 0 0 2,669Major - Interest 1,171 0 0 0 1,171 0 0 0 1,171Ambleside Waterfront - Principal 147 3 0 151 0 -151 0Ambleside Waterfront - Interest 157 0 0 0 157 0 0 -157 0Local - Principal 4,777 8 0 4,785 0 0 4,785Local - Interest 1,333 0 0 0 1,333 0 0 0 1,333

10,244 22 0 0 10,265 0 0 -308 9,958

OTHER FUNDSWater Utility

Areas 2 & 3 0 0 0 0 0 0 0 0 0Areas 4 & 5 1,020 2 0 0 1,021 0 0 0 1,021

1,020 2 0 0 1,021 0 0 0 1,021

Sewer UtilityDrainage 3,978 3 0 0 3,981 0 0 0 3,981

TOTAL GENERAL AND OTHER FUNDS' DCCs 22,775 28 0 0 22,803 0 0 -908 21,895

DISTRICT OF WEST VANCOUVER AS AT MARCH 31, 2017

RESERVE SCHEDULE ($ 000's)

Current Transactions Forecast Transactions

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DISTRICT OF WEST VANCOUVER INVESTMENT PORTFOLIO

AS AT MARCH 31, 2017

MFA MONEY MARKET FUND

MFA BOND FUND

MFA INTERMEDIATE

FUND

SHORT TERM INVESTMENTS

1.11011 1.11012 1.11013 1.10121 TOTAL

Opening Balance 4,048,019$ 55,449,386$ 7,692,350$ 60,057,126$ 127,246,880$

Transfers/Adjustments -$ -$ -$ 13,674,945-$ 13,674,945-$

4,048,019$ 55,449,386$ 7,692,350$ 46,382,181$ 113,571,935$

Interest Income 8,431$ 384,559$ 23,946$ 125,658$ 542,595$ .

8,431$ 384,559$ 23,946$ 125,658$ 542,595$

Closing Balance 4,056,450$ 55,833,945$ 7,716,296$ 46,507,839$ 114,114,530$

3 Months Non-annualized % 0.21% 0.69% 0.31% 0.70%1 Year % 0.82% 1.48% 1.19%

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DISTRICT OF WEST VANCOUVER PROCUREMENT STATISTICS


Purchasing 2013 2014 2015 2016 Q1 2017Quotations 180 169 162 194 70Tenders 28 16 26 25 26Request for Proposals/EOI 89 93 85 96 47Total # of files 297 278 273 315 143

2013 2014 2015 2016 Q1 2017Purchase Orders count 1960 1925 2205 1970 550

2013 2014 2015 2016 Q1 2017Procurement Activity Savings n/a $617,865 $883,264 $718,954 $308,861Purchasing Department Budget (BU 220) n/a $749,477 $675,350 $702,625 $702,680Purchasing & Risk Management FTE count n/a 7.6 7.6 7.6 7.6

Purchasing Card: 2013 2014 2015 2016 Q1 2017New Pcards issued 24 32 40 25 8Total # of Pcards n/a n/a n/a 208 207Total # of transactions 10,306 9,149 9,296 8,410 2,300Total $ Spent $1,299,560 $1,247,437 $1,322,402 $1,231,597 $348,702

Stores - Operations Ctre 2013 2014 2015 2016 Q1 2017Fleet size count n/a n/a 127 130 130Auto part orders count n/a 1645 1753 1646 435Inventory Issues count (all) 561,847 521,181 567,057 572,458 143,745Inventory Issues count (fuel) 518,623 480,524 515,594 523,906 137,334Inventory Issues count (all, less fuel) 43,224 40,657 51,463 48,552 6,411Inventory Issues value (all) $1,985,340 $1,663,249 $1,772,502 $1,889,975 $413,860Inventory Issues value (fuel) $645,369 $610,800 $573,422 $545,864 $153,067Inventory Issues value (all, less fuel) $1,339,971 $1,052,449 $1,199,080 $1,344,111 $260,793

Risk Management 2013 2014 2015 2016 Q1 2017Fleet accident claims (#) 64 48 63 63 27Property damage recovery (#) 18 16 15 20 2Property damage recovery ($) n/a n/a n/a $12,790 $10,591Claim Files (#) MIA 6 15 52 48 12Claim Files (#) Other 82 58 61 41 6Total (#) RM Files 170 137 191 172 47

21

DISTRICT OF WEST VANCOUVERREPORT OF CONTRACTS AWARDED (OVER $75K)


FILE/DESCRIPTION

VALUE/SUPPLIER

AVG BID/# OF BIDS

PROCESS/DEPT

REVISED VALUE/FINAL Y/N

COMMENTS

RFP16 032 $85,930 $95,528 Invited RFP tbd

Cove Lift StationKerr Wood Leidal

(KWL)3 Engineering No

T16 032B $419,000 $439,800 Public Tender tbd

Cove Lift Station Earthco Underground 3 Engineering No

T16 042A $136,625 $146,609 Public Tender tbd

Traffic Signal Marine Drive at 21st and Welch at Capilano

Byall Hill Contracting 4 Engineering No

RFP16 082A $299,465 $319,275 Public RFP tbd

Citrus Wynd Wastewater Treatment Plan Upgrade

Merletti Construction 4 Engineering No

T16 117B $328,500 $373,844 Public Tender tbd

WVAC - Aquatic Centre Air Handler Unit #1 & #8

ESC Automation 3 Facilities No

Q16 198 $109,100 $109,100 Invited Quote tbd

Chippendale Road Structures Rehabilitation

Online Constructors 1 Engineering No

T16 08 unit rate (over $250K) unit rates Public Tender tbd

Hauling Murrin Construction 6 Engineering No

RFP16 225 $115,346 $153,690 Public RFP tbd

Sewer Master Servicing PlanKerr Wood Leidal

(KWL)3 Engineering No

T17 16A $5,592,185 $5,592,185 Public EOI+Tender tbd

Marine Drive at the Beach Merletti Construction 1 Engineering No

T17 031A $96,220 $114,464 Public Tender tbd

Ambleside Playground Ph 3 Shangri-La Landscaping 2 Parks No

RFP17 46 $172,400 $173,988 Public RFP tbd

Wheel Loader Unit M056 Inland Kenworth 4 Purchasing/Stores No

T17 048A $103,232 $103,856 Public Tender $103,232

Single Axle Dump Trucks (2) Maple Ridge Chrysler 2 Engineering Yes

T17 048B $129,200 $129,200 Invited Tender $129,200

Dump Body for Single Axle Trucks Del Equipment 1 Engineering Yes

T17 053 $79,540 $79,540 Invited Tender $79,540

Skid Steer M033 Westerra Equipment 1 Engineering Yes

RFP17 066 $170,980 $170,980 Invited RFP tbd

Eagle Lake Dam Safety Review EXP Services 1 Engineering No

T17 067 $360,864 $370,563 Public Tender tbc

2700 Queens Water Main Replacement - pipe supply

Corix Water Products 6 Engineering No

5 firms invited - 2 declined

4 invited - 3 declined

4 EOI submissions3 firms pre-qualified

1 bid

Standardized unit to match existing unit and accessories - limited source

First review of this nature after regulation changes - negotiated sole source approved by Purchasing Mgr

22

DISTRICT OF WEST VANCOUVERDOCUMENTED SAVINGS


Value

$308,861

$231,338$46,527$1,465

$18,244$1,588$9,699

Documented Savings

Year to Date

Ongoing/annual savings from prior yearsT16 08 - Hauling - annual savings - 12% vs 2016RFP17 07 - Engineering for 2017 CCTV Program - successful vs averageT17 031A - Ambleside Playground Ph 3 - successful vs averageRFP17 46 - Wheel Loader Unit M056 - successful vs averageT17 067 - 2700 Queens Water Main pipe supply - successful vs average

23

first quarter 2017 financial report - west vancouver · this is due to timing of incurring expenses...

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