general administration department operational budget 2019 · 2019-02-01 · • update chart of...

General Administration DepartmentOperational Budget 2019

General Administration Department Overview

The General Administration office includes corporate services, human resources, administrative support for the Mayor and the office of the CAO.

General Administration 2019 Initiatives• Strategic Plan for 2019-2023• Airport Lands Development• Taxation Policy to fund asset renewal• Revitalization of the Annual Report • Further enhanced communications program• Improvements to the City’s Records and Information Management Program.• Policy review and updates.• Re-write of Council Procedures Bylaw.• Request for Proposals - Dog Control Services.• Update of Job Descriptions. • Collective Bargaining. • Hiring of new team member in reception.• Assist in organizing and hosting the 2019 AKBLG conference.

City of Castlegar 2019 Financial Plan

General Administration

2019 Budget 2020 Budget 2021 Budget 2022 Budget 2023 Budget

Expenditures

Legislative Operations 347,252$ 341,000$ 344,200$ 347,500$ 350,800$

General Administration 550,400 550,200 560,100 590,200 580,500

Human Resources 136,100 137,700 139,400 141,100 142,800

Communications 40,000 40,000 40,000 40,000 40,000

General Government Facilities 157,500 159,800 162,100 164,500 166,200

Proposed new expenses - - - - -

Proposed one-time expenses - - - - -

Total Expenditures 1,231,252$ 1,228,700$ 1,245,800$ 1,283,300$ 1,280,300$

DEPT. BUDGET SUMMARY 2019 Budget 2020 Budget 2021 Budget 2022 Budget 2023 Budget

Staffing (F.T.E.'s) 5.0 5.0 5.0 5.0 5.0

Operating Cost Summary

Salaries and Benefits 787,046$ 790,100$ 802,300$ 834,800$ 827,500$

Contracted Services 329,006 341,779 345,046 348,333 350,980

Supplies and Equipment 83,200 84,840 86,484 88,142 89,804

Grants & Contributions Paid 12,000 12,000 12,000 12,000 12,000

Special Projects 20,000 - - - -

Total Operating Cost 1,231,252$ 1,228,719$ 1,245,830$ 1,283,275$ 1,280,284$

Key Budget Changes:

Reception position moved from Finance Administration starting 2019.

An IT department was set up. This was previously part of General Administration

Communications Staff - Proposed costs split among general, asset renewal, water and sewer

P-2

Finance Department

Finance Department

The finance department is primarilyconcerned with issues relating to the City’sfinances and providing financial adviceand guidance to Council and staff.

Finance Department Objectives - 2019

• Redesign the budgeting process to be more efficient and ensure continuity of short and longer term capital projects.

• Coordinate 2019 public budget survey.

• Update Chart of Accounts to support new budgeting process.

• Review new utility rate structure and monitor new rate structure revenues.

• Work with other departments to standardize RFP, RFQ and Tender documents and processes across the organization.


Finance Department


Expenditures

Finance 815,033$ 827,000$ 839,300$ 851,750$ 864,500$



Total Expenditures 815,033$ 827,000$ 839,300$ 851,750$ 864,500$


Staffing (F.T.E.'s) 5.00 5.00 5.00 5.00 5.00





Financing Charges 10,000 10,000 10,000 10,000 10,000

Total Operating Cost 815,033$ 827,000$ 839,300$ 851,750$ 864,500$

Key Budget Changes:

Reception position moved to General Administration starting 2019.

Computer Operator position allocation 100% to Finance Department starting 2019. Was previously 28% to finance 72% to data systems.

A claims deductible budget in the amount of $10,000 was set up in the department for MIA insurance claims deductibles.

Budget for Vadim subscription moved to the Finance department of $38,000.

Capital interest charges for long-term and short-term borrowing were moved to the General Capital Fund in the amount of $80,000.

P-3

Information Technology (IT) Department

IT Department Overview

The IT Department currently has one staff member (myself).

I build and maintains technology systems consisting of equipment, software, internet connectivity, and security that deliver the tools needed to facilitate communication within the organization and to the public.

IT Department Responsibilities• Assisting staff and troubleshooting problems (80% of workload).

• Performing preventative maintenance and upgrades to existing systems.

• Implementing new systems approved through the budget process.

• Monitoring and implementing internet security.

• Setting up communication platforms such as websites and social media.

• Participating in strategic decision making where technology solutions are being considered.

IT Department 2019 Initiatives

• Hire and train a full-time person for the IT Department (pending budget approval).

• New airport website.• Upgrade three servers (database, GIS mapping, and

phone).• Replace the data backup system.• Replace the internet security system.• Implement webcasting of council meetings and a new

PA system (pending budget approval).


Information Technology Department


Expenditures

Information Technology 307,800$ 308,000$ 311,400$ 314,900$ 318,400$

Proposed new expenses 107,900 110,100 112,300 114,500 116,800

Prposed one-time expenses - - - - -



Staffing (F.T.E.'s) 2.0 2.0 2.0 2.0 2.0






Key budget changes:

Computer Operator 50% salary budget allocation moved to the finance department starting in 2019

Proposed new full-time information technology staff member starting 2019. See report number ??

Vadim license levies moved to the Finanance Department stating in 2019

GIS software licenses moved to Development Services starting in 2019 P-4

Castlegar Fire Department

Add some nice photos if you have them.

Castlegar Fire Department

• Our Department consists of 3 career staff which includes the Fire Chief, 2 Deputy Fire Chiefs and currently 31 Paid On Call firefighters.

• Our POC firefighters and officers are trained to Internationally recognized standards (NFPA 1001 level 1&2, NFPA 1021, EMA FR 3, Airport Vehicle Operations Procedures and Road Rope Rescue Level 2).

• Currently, out of the 34 members that make up the department, 20 meet all the requirements and standards and the remainder are in progress

• The department is a “Full Service Department” as defined under the BC Office of the Fire Commissioners Structure Firefighters Competency and Training PLAYBOOK

Castlegar Fire Department 2019 Initiatives• Continue departmental training to Internationally recognized standards

(NFPA 1001 Levels 1&2) and provide a “Full Service Operations” level to Castlegar and Area

• Continue to partner with other local authorities to schedule Emergency Operations training for elected officials and staff

• Continue to partner with the RDCK on regionally beneficial services such as ESS Red Cross, emergency planning and Wildfire Mitigation Strategies

• Anticipate commissioning a new Rescue/Pumper multi purpose apparatus to replace Engine 2, Squad Rescue 1 and ETV

• Continue to partner with the Selkirk College Forestry Program to provide FireSmart Assessments to property owners and help the Forestry Program with allowing them to use city park land to conduct prescriptions and wildfire mitigation work


Protective Services, Fire Protection


Expenditures

Fire Protection 806,800$ 819,900$ 834,100$ 848,800$ 878,200$

Fire Smart 22,000 22,000 22,000 22,000 22,000





Staffing (F.T.E.'s) 3.0 3.0 3.0 3.0 3.0






Internal Recoveries 67,000 67,000 67,000 67,000 67,000

Internal Charges 1,000 1,000 1,000 1,000 1,000

Transfers Out (16,600) (17,000) (17,600) (18,000) (4,100)


Key budget Changes:

The Fire Fighter call out budget was increased from $42,600 to $60,000 to align with Fire Fighter call out activity of the past three years.

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West Kootenay Regional AirportOverview

• Owned and operated by the City of Castlegar since 1997• Offers daily scheduled flights to both Vancouver and Calgary via Air

Canada/Jazz • Air Tanker Base operated by the Ministry of Forests and Range• Provides airport lands and space to several successful business tenants• The airport is a gateway to the world and an economic development

generator

West Kootenay Regional Airport2019 Initiatives

• Complete the 25 Year Master Plan (April 2019)• Pursue Reliability Improvements (RNP)• Complete the Airport Lands Study• Establish a yearly newsletter in order to improve

communication with the public and stakeholders

• Submit Grant Funding Applications to ACAP and BCAAP which meet their respective criteria


Airport Operations


Revenues

Aviation Fees 534,500$ 797,000$ 797,000$ 797,000$ 797,000$

Airport Parking Fees 132,000 220,000 220,000 220,000 220,000

Rents and Concessions 264,850 264,850 268,850 264,850 264,850

Other Income 14,000 14,000 14,000 14,000 14,000

Government Grants - - - - -

945,350$ 1,295,850$ 1,299,850$ 1,295,850$ 1,295,850$

Expenditures

Airport Operations, Maintenance 511,550$ 515,450$ 520,550$ 526,650$ 531,050$

Airport Maintenance Contract 597,600 614,100 626,000 639,000 652,000




(163,800) 166,300 153,300 130,200 112,800

Plus:

Transfer from (to) Reserves 163,800 (166,300) (153,300) (130,200) (112,800)

Surplus (Deficit) - - - - -


Staffing (F.T.E.'s) 0.5 0.5 0.5 0.5 0.5







P-6

Civic Works & Development Services

Civic Works and Development ServicesThe Civic Works and Development Services Department is accountable to plan, design, construct and maintain all assets of the City with effective coordination to enhance service delivery to the community.

In addition, the Department is responsible for providing professional services and advice to City Council, the public, and the development/building industry on a broad range of items related to planning, building, capital construction, maintenance and operations. The department provides policy and strategic advice to Council and the CAO.

CW & Development Services Responsibilities

• Water and Sewer Operations

• Parks

• Roads

• Fleet

• Facilities

• Planning and Development

• Building Permits and Inspections

Water Operations• City’s water distribution system is made up of approximately 100

km of pipe, 5 pump stations, 13 PRV’s and 8 reservoirs• The City’s source water derives from the Arrow Lake; a source of

historically high water quality • Water treatment plant treats approximately 3.5 million m3/year

using UV light and chlorination• Maximum day demand in summer is typically 20,000 m3/day and

in winter is 5000 m3/day• Overall operational budget of approximately $1,000,000• Water and sewer staffing contingent of 7• Overall system value of approximately $82,000,000 (2018)

Sewer Operations• The system has approximately 74 kms of pipe and 12

lift stations which conveys sewage to two treatment facilities with discharges to the Columbia River.

• Two sewage treatment plants 1. South Sewage Treatment Plant 2. North Lagoons

• Water and sewer staffing contingent of 7• Annual operational budget of approximately

$900,000 • Overall system value of approximately $50,000,000

Roads, Parks, Stormwater and Fleet • Total staffing contingent of 19• Operational budget of

approximately $3,200,000• Core services include street

sweeping, winter road maintenance, fleet and equipment maintenance, parks and field maintenance, minor road repairs, stormwater collection, retaining walls, playground maintenance, street lighting, forestry and horticulture, and cemeteries

Civic Works and Development Services 2019 Initiatives

• Columbia Avenue Phase 2 Design• Downtown Area Plan• Update to Parks Bylaw to deal with overnight campers• Pavement Management Plan• Revamp of Sign Bylaw• Computerized Maintenance Management with Work

Order system to track daily operations• Building Official Succession Planning• Continued renewal of City’s Fleet


Protective Services, Building Inspection and Bylaw Enforcement


Expenditures

Building Permitting and Inspection 159,500$ 162,400$ 165,400$ 168,400$ 171,500$

Animal Control 22,600 22,600 22,600 22,600 22,600

Bylaw Enforcement 36,800 36,800 36,800 36,800 36,800





Staffing (F.T.E.'s) 2.0 2.0 2.0 2.0 2.0




Supplies and Equipment 300 300 300 300 300


Key budget Changes:

Proposed new half-time Building Official position. This is a training position to be filled in house.

City park patrols moved to Bylaw Enforcement, from parks, starting in 2019.

P-7

Key budget Changes:

Previous Director of Development Services has retired and the department was restructured.

Director of Development Services/Transportation & Civic Works is 0.35 FTE starting 2019.

GIS software licenses moved to Development Services from General Administration starting in 2019.

Proposed new Engineering/GIS Technician starting in 2019. 50% of cost to Development Services and 50% to Engineering (public works).


Development Services


Expenditures

Development Services 293,400$ 297,700$ 302,000$ 306,400$ 310,900$

Proposed new expenses - 48,200 48,200 48,200 48,200




Staffing (F.T.E.'s) 1.85 2.35 2.35 2.35 2.35






P-8


Transportation and Civic Works


Expenditures

Engineering 101,479$ 151,700$ 154,800$ 157,900$ 161,100$

Civic Works Operations – General 1,060,125 1,056,600 1,074,400 1,092,600 1,111,200

Contract Works and Services - - - - -

Roads and Bridges 1,579,500 1,631,500 1,660,000 1,689,000 1,718,000





Staffing (F.T.E.'s) 15 15 15 15 15


Salaries and Benefits 1,315,979$ 1,391,200$ 1,419,400$ 1,447,800$ 1,476,500$




Total Operating Cost 2,766,104$ 2,904,800$ 2,989,200$ 3,039,500$ 3,090,300$ P-9


Solid Waste Management Program


Expenditures

Solid Waste Management 540,720$ 540,720$ 543,700$ 549,400$ 555,200$





Staffing (F.T.E.'s) - - - - -






Transfers In 4,420 (7,380) (13,200) (16,500) (19,900)

Total Operating Cost 540,720$ 540,720$ 543,700$ 549,400$ 555,200$ P-10

P-11


Water Fund Operations


Revenues

Water Levies 1,754,865$ 1,757,298$ 1,780,674$ 1,804,575$ 1,829,009$


Other Income 17,500 17,500 17,500 17,500 17,500


1,839,365$ 1,842,998$ 1,867,574$ 1,892,675$ 1,918,309$

Expenditures

Water Services 1,092,950$ 1,110,950$ 1,130,050$ 1,149,750$ 1,170,050$




721,415 707,048 712,524 717,925 723,259

Less:

Transfer to Reserves (721,415) (707,048) (712,524) (717,925) (723,259)



Staffing (F.T.E.'s) 3.5 3.5 3.5 3.5 3.5







Special Projects 25,000 25,000 25,000 25,000 25,000


Key Budget Issues

A contribution towards the funding of a communications position.

P-12


Sewer Fund Operations


Revenues

Sewer Levies 1,425,299$ 1,427,832$ 1,447,208$ 1,466,208$ 1,487,208$

Other Income 2,000 2,000 2,000 2,000 2,000


1,427,299$ 1,429,832$ 1,449,208$ 1,468,208$ 1,489,208$

Expenditures

Sewer Services 947,058$ 957,400$ 973,700$ 990,800$ 1,008,400$



Total Expenditures 972,058$ 982,400$ 998,700$ 1,015,800$ 1,033,400$

455,241 447,432 450,508 452,408 455,808

Less:

Transfer to Reserve (455,241) (447,432) (450,508) (452,408) (455,808)



Staffing (F.T.E.'s) 3.5 3.5 3.5 3.5 3.5






Special Projects 25,000 25,000 25,000 25,000 25,000

Total Operating Cost 972,058$ 982,400$ 998,700$ 1,015,800$ 1,033,400$

Key Budget Issues

A contribution towards the funding of a communications position.


Storm Water Fund Operations


Revenues

Storm Water Levies 534,450$ 534,450$ 534,450$ 534,450$ 534,450$

Other Income - - - - -

534,450$ 534,450$ 534,450$ 534,450$ 534,450$

Expenditures

Storm Water Services 136,486$ 138,100$ 139,800$ 141,500$ 143,200$




397,964 396,350 394,650 392,950 391,250

Less:

Transfer to Reserve (397,964) (396,350) (394,650) (392,950) (391,250)









P-13

Key Budget Changes:

Cemetery grounds maintenance and grass cutting was moved from the Parks budget to Cemetery Operations.

Sculpture Walk has asked for an additional $20,000 per annum operating grant.


Parks, Recreation, and Cultural Services


Expenditures

Parks 859,600$ 877,100$ 894,600$ 912,200$ 930,300$

Cultural Services 294,700 318,400 297,400 297,400 297,400

Library Services 334,400 340,500 347,600 354,700 361,800





Staffing (F.T.E.'s) 3.0 3.0 3.0 3.0 3.0








P-14


Economic Development


Expenditures

Chamber of Commerce 75,100$ 75,100$ 75,100$ 75,100$ 75,100$

Destination Marketing Committee 122,000 122,000 122,000 122,000 122,000

Economic Development 40,000 40,000 40,000 40,000 40,000

Economic Development Officer Contribution 50,000 - - - -

Branding Initiatives 10,000 10,000 10,000 10,000 10,000

Proposed new expenses - 50,000 50,000 50,000 50,000

Proposed one-time expenses - -


Key budget Issues:

The City is in the third year of providing funding to the Chamber of Commerce for an Economic Development Officer.

The Five Year Plan currently reflects a continuatuion of the program.

P-15


Cultural Services


Expenditures

Cultural Services 294,700$ 318,400$ 297,400$ 297,400$ 297,400$







Castlegar & District Heritage Society Contribution - CPR Station Museum43,500$ 44,400$ 44,400$ 44,400$ 44,400$

Kootenay Doukhobor Historical Society Contribution - Discovery Centre43,500 44,400 44,400 44,400 44,400

Kootenay Gallery of Art History & Science Contribution 43,500 44,400 44,400 44,400 44,400

Castlegar & District Heritage Society Capital Contribution - 7,000 - - -

Kootenay Doukhobor Historical Society Capital Contribution- 7,000 - - -

Kootenay Gallery of Art History & Science Capital Contribution- 7,000 - - -

Heritage Facility Maintenance 3,000 3,000 3,000 3,000 3,000

Castlegar Sculpture Walk Contribution 65,000 65,000 65,000 65,000 65,000

Castlegar Sculpture Walk Peoples Choice Contribution 10,000 10,000 10,000 10,000 10,000

Cultural Initiatives - Sculpture Walk 25,000 25,000 25,000 25,000 25,000

Blueberry Creek Community School Youth Program Contribution5,000 5,000 5,000 5,000 5,000

Castlegar Sunfest Society Contribution 18,000 18,000 18,000 18,000 18,000

Special Events 16,200 16,200 16,200 16,200 16,200


Library Facility 8,400 8,500 8,600 8,700 8,800

Communities in Bloom 45,000 45,000 45,000 45,000 45,000


P-16


Cultural Services


Expenditures

Cultural Services 294,700$ 318,400$ 297,400$ 297,400$ 297,400$







Castlegar & District Heritage Society Contribution - CPR Station Museum43,500$ 44,400$ 44,400$ 44,400$ 44,400$

Kootenay Doukhobor Historical Society Contribution - Discovery Centre43,500 44,400 44,400 44,400 44,400

Kootenay Gallery of Art History & Science Contribution 43,500 44,400 44,400 44,400 44,400

Castlegar & District Heritage Society Capital Contribution - 7,000 - - -

Kootenay Doukhobor Historical Society Capital Contribution- 7,000 - - -

Kootenay Gallery of Art History & Science Capital Contribution- 7,000 - - -

Heritage Facility Maintenance 3,000 3,000 3,000 3,000 3,000

Castlegar Sculpture Walk Contribution 65,000 65,000 65,000 65,000 65,000

Castlegar Sculpture Walk Peoples Choice Contribution 10,000 10,000 10,000 10,000 10,000

Cultural Initiatives - Sculpture Walk 25,000 25,000 25,000 25,000 25,000

Blueberry Creek Community School Youth Program Contribution5,000 5,000 5,000 5,000 5,000

Castlegar Sunfest Society Contribution 18,000 18,000 18,000 18,000 18,000

Special Events 16,200 16,200 16,200 16,200 16,200


Library Facility 8,400 8,500 8,600 8,700 8,800

Communities in Bloom 45,000 45,000 45,000 45,000 45,000


Key budget issues:

Cultural Group funding agreements are up for renewal December 31, 2019

Sculpture Walk has asked for an additional $20,000 per annum operating grant.

The Library funding agreement is due December 31, 2019???


Protective Services


Expenditures

Police 2,081,000$ 2,120,800$ 2,161,700$ 2,203,800$ 2,246,000$

Fire Protection 828,800 841,900 856,100 870,800 900,200

Emergency Services 17,900 18,100 18,400 18,700 19,000

Building Permitting and Inspection 204,500 208,600 212,800 217,000 221,300

Animal Control 22,600 22,600 22,600 22,600 22,600

Bylaw Enforcement 36,800 36,800 36,800 36,800 36,800



Staffing (F.T.E.'s) 5.00 5.00 5.00 5.00 5.00


Salaries and Benefits 991,700$ 1,011,500$ 1,031,800$ 1,052,400$ 1,073,500$

Contracted Services 1,952,600 1,987,400 2,024,200 2,062,200 2,100,200





Transfers Out (16,500) (17,000) (17,600) (18,000) (4,100)


P-17

Key Budget Changes:

Cemetery grounds maintenance and grass cutting was moved from the Parks budget to Cemetery Operations.

The budget includes a one-time $50,000 expenditure in 2019 to study Health Care initiatives in additon to the Doctor Recruitment Program.


Health and Social Services


Expenditures

Cemetery Operation 163,000$ 165,500$ 168,100$ 170,700$ 173,400$

Health Care Initiatives 50,000 50,000 50,000 50,000 50,000

Proposed new expenses 50,000 - - - -




Staffing (F.T.E.'s) - - - - -






Total Operating Cost 263,000$ 215,500$ 218,100$ 220,700$ 223,400$ P-18

general administration department operational budget 2019 · 2019-02-01 · • update chart of...

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