Correspondence

Approval of Expenditures From Major Asset Maintenance Reserve (Staff Report)

Date: January 18, 2016
Department: Finance

Background

• In 2013, Councils of participating municipalities, including Langford, approved the establishment of a Major Asset Maintenance Reserve (MAM) to be held in trust by the Greater Victoria Public Library (GVPL) to cover substantive maintenance and repair items that will arise from time to time at the Juan de Fuca library. The notion was to have a pool of funds available to cover relatively expensive maintenance requirements and thus avoid periodic budget spikes.

Commentary

• Attached is a schedule submitted by GVPL showing the ten-year plan for the reserve. To proceed with the 2016 expenditures totaling $214,000, GVPL required approval from the member municipalities by January 31st. The two items listed for 2016 are self-explanatory and appropriate for proper maintenance of the building and funds are in the reserve to cover the costs.

Financial Implications

• The City makes annual contributions to the MAM so using the funds has no cost or tax implications.

Legal Implications

• None.

Options

1. That Council approve the expenditure of funds from the Major Asset Maintenance Reserve as requested by the Greater Victoria Public Library in the schedule attached to this report, or
2. That Council not approve the request for expenditure of funds from the Major Asset Maintenance Reserve

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Juan de Fuca Branch Library — Major Asset Maintenance Reserve (JF MAM)

JF MAM Fund Balance, Jan 1st / Contribution (values as shown)

• 80,132
• 80,880
• 210,217
• 80,880
• 218,028
• 80,880
• 87,897
• 80,880
• 130,464
• 80,880
• 123,458
• 80,880
• 161,381
• 80,880
• 154,684
• 323,520
• 161,949
• 80,880

Fund Balances — Interest estimated

• 937
• 2,428
• 2,911
• 2,989
• 1,688
• 2,113
• 2,043
• 2,423
• 4,782

JF MAM Fund Balance - Available (values as shown)

• 161,949
• 245,258
• 294,008
• 301,897
• 170,464
• 213,458
• 206,381
• 244,684
• 482,986

Deduct Expenditures - Note 1 (values as shown)

• (35,041)
• (75,980)
• (214,000)
• (40,000)
• (90,000)
• (45,000)
• (90,000)
• (85,000)

JF MAM Fund Balance, Dec 31st (values as shown)

• $ 161,949
• $ 210,217
• $ 218,028
• $ 87,897
• $ 130,464
• $ 123,458
• $ 161,381
• $ 154,684
• $ 397,986

Approved / Forecast / Budget Year / 2015 Approved Budget / 2014 (fragmented as shown in source)

Asset maintenance items (as presented)

Total Expenditures

• $ 44,980
• $ 35,041

Budget Request (For information and planning purposes only)

• 2016 Budget Request: $ 40,000
• 2016 Total Budget Request - 2016: $ 214,000

Total Budget Request - 2016

• $ 214,000

Major Asset Maintenance Reserve Budget Request -2016 Juan de Fuca Branch Library (JF MAM)

• Note 1 - Expended amounts exclude tax rebates; expenditures repaid from reserve in the following year

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FW: WSPRS 2016 Budget (email)

From: Les Bjola [mailto:lesturnerlane.com]
Sent: Tuesday, December 22, 2015 10:12 PM
To: Jim Bowden
Cc: Linda Barnes; Rob Martin
Subject: WSPRS 2016 Budget

For Council Consideration

Mr. Jim Bowden on behalf of Mayor and Council, City of Langford

Jim

I write to you as the Citizen Representative for the City of Langford and as the elected Treasurer for Westshore Parks and Recreation Society

Further to The City of Langford rejecting the recent Budget proposal submitted , I respectfully request that this decision be reconsidered at the Jan 18 2016 Council Meeting

WSPRS worked very hard to reduce the budget proposal down to a 2.5 % increase and we were striving to prevent the elimination of any programs. To that end, we increased the User contributions to the top of the market. As you are aware, a large portion of the budget increase was the mandated CUPE pay increase. I felt that this year's increase met the direction I was given by Langford, but sadly, I misunderstood the instructions. Langford wanted a maximum 2% increase in "their" requisition, not the overall budget. We did not achieve this goal and I understand this is why the budget proposal was declined.

Further, I was directed to have Langford's requisition reduced in a significant amount to reflect Langford's contribution to regional recreation through Langford owned and operated facilities. I advised that this was a Governance issue of the Owners group and not a Board of Directors decision. As you are aware I have been pushing for a Governance change for several years now, but as I do not sit on this committee, I am unable to effect any real change.

The Westshore Staff and Board of Directors have worked incredibly hard for the past 6 months developing the Budget proposal, which has been accepted by all parties save and except Langford. To change the budget at this late stage is a particularly onerous challenge for many reasons, and none of them will serve community recreation .

My request/ suggestion is that the City of Langford accept the proposed 2016 Budget as presented and serve notice to Westshore Parks and Recreation Society and the Owners Group that the City will not support "any" budget for 2017 unless there is meaningful change to the Governance of the Owners Committee which will result in a redistribution of costs amongst the owners and a reduction in Langford's contribution. If this were approved, Council could also insist that WSPR CAO convene meetings of the Owners Group CAO's to bring this Governance matter to a resolution.

I am available to attend the council Meeting of Jan 18 2016 to answer questions if you feel that it would be beneficial

Best regards
Les Bjola

TURNER LANE

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FW: Langford's Music in the Park 2016 (email)

From: sharusse(agmail.conn [mailto:sharusse@grnail.com] On Behalf Of Shannon Russell
Sent: Tuesday, January 05, 2016 10:06 AM
To: Lindy Kaercher
Subject: Langford's Music in the Park 2016

Dear Mayor Young and Council,

I am writing to request the opportunity to run Langford's "Music in the Park" program for the 2016 summer season.

Over the last six years that I have run the program it has proven to be a great success with every week bringing in an average crowd of 150 people or more. Each year I receive positive feedback about the location, the weekly band choices and Langford's support of such a family-friendly event. The new children's playground and water park increased the attendance of young families who not only appreciate a great place to bring their little ones, but they can spend a fun afternoon listening to great music, have a picnic and meet up with their friends.

I would apply the same event format I used in previous years with the program running every Sunday from 2:00 to 4:00pm, beginning July 3rd and ending on August 28th, 2016. I have arranged for 98.5 The Ocean to provide additional advertising support, and the Goldstream Gazette is also on board again to write an article highlighting the opening band, Matheson. Their article promoting last year's opening band, Ruckus, saw the program starting off with a fully packed park at 250+ attendees.

Last year the Langford Legion did well with their concession, raising over $1,000, a $200 increase from the previous year. I would like to provide them with this fundraising opportunity again this year.

My charge for running the 2016 summer program would remain the same as previous years at a rate of $10,000.

Thank you for your consideration.

Regards,
Peter Willing
250-217-9304
petewilling (gmail.com

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Royal Canadian Legion — Acknowledgement of Donation

BRITISH COLUMBIA/YUKON COMMAND
Royal Canadian Legion
Prince Edward Branch #091
761 Station Avenue
Victoria, BC V9B 2S1
Tel: 250 478-1828
Fax: 250 478-1870
e-mail: secretary@rcl91.ca
website: www.rcl91.ca

November 30, 2015

Mayor Stewart Young and Council Members
City of Langford
2nd Floor, 877 Goldstream Avenue
Victoria BC V9B 5P6

Dear Mayor Young and Council Members:

Re: 2015 Remembrance Day Ceremony

On behalf of the Royal Canadian Legion, Prince Edward Branch #91, I would like to gratefully acknowledge the City of Langford's generous donation of $2,000 towards our Remembrance Day celebration.

As our community grows, so does our Remembrance Day service. Our Remembrance Day celebration at the Branch was one of the most successful we have had to date, providing soup and sandwiches for 1800 - 2000 people from the community.

This donation is a very valuable component to the success of our Remembrance Day and you support is greatly appreciated. Thank you!

N orm Scott
President

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Goldstream Food Bank Society — Acknowledgement of Donation

GOLDSTREAM FOOD BANK SOCIETY
Westshore P.O. Box 28122
Victoria, BC V9B 6K8
Phone (250)474-4443

January 4, 2016

City of Langford
2nd Floor — 877 Goldstream Avenue
Victoria, BC V9B 2X8

Please accept the heartfelt thanks of the Goldstream Food Bank Society for your generous donation in the amount of $511.85 raised at the 9th annual Christmas Light-Up.

In 2014, the food bank provided 3,839 hampers to 9,607 people in the Western Communities. Included in that total are 3,027 children under the age of 17 years.

Once again, these totals are greater than those in previous years. The hampers we provide are nutritionally compliant and are tailored to the size and nature of each family. Your generosity is greatly appreciated and is key to the continued provision of this support.

The number of people who need our services fluctuates each month, but there has been a gradual increase in the number of seniors and working poor needing help. Thank you again.

Sincerely yours,
Savuly Prate/
Secretary

Received: JAN 0 8 2016 & FINANCE