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Home My WebLink About2003-04-03 Council Minutes• • • **DRAFT ONLY** Kneehill County Community Grants Committee Meeting Minute Anril 3/03 Attendees Council members Members at Large Ken Hoppins, Reeve Bill Cunningham Murray Woods Deputy Reeve Karen Weigum Vern Crawford, Councillor 1) O enm Reeve Hoppms opened the meeting at 7 05 2) General Councillor Crawford gave a presentation on committee vision, goals aj reviewed the current County funding practices There was consensus that for the purposes of the Community Grants P were defined as those people who live within Kneehill County bound& 3) Vision The cornerstone of the Community Grants Policy is that the stakeholders will be fairly represented in the offering of community grant funding through their direct input The following issues were raised with respect to the administration and scope of this policy a) Should the policy cover operating or capital costs? b) What does discretionary funds cover? c) Is the Council budget of $50,000 enough? d) There should be a reasonable and consistent process of allocating funds e) Should the current level of funding be the status quo? f) How can the Committee best provide the requested services within budget? 4) Goals and Objectives a) To establish a consistent policy and process to administer and allocate budgeted funds without going to Council b) To make recommendations to Council c) To provide ad hoc funding to non profit organizations and individuals d) To establish a consistent criteria for funding requests and accountability for pools, arenas and halls 12 • • U 0 5) Committee Guidelines a) The County will publicly advertise for committee members b) The committee will consist of four member at large c) Members will be appointed for a two year term d) Members may serve a maximum of two terms (four years) e) Council will review the appointments annually f) A quorum will be three members g) Committee decisions will be by consensus 6) Decisions a) Requests for funding for pools and arenas would be required to submit the following information with the application • Financial statements for the last two years • A proposed budget for the current year • Personal financial contributions or resources • Level of sponsorship received from other partners • Benefit to Kneehill County • Unique or innovative techniques to achieve success • Options if the County funding is not obtained b) Pools arenas and halls that receive annual funding are not eligible for the Grant program c) The $50,000 budgeted amount will be reviewed annually by County Council d) The Community Grants Committee will administer the $50,000 grant fund e) The Community Grants Committee will establish an appropriate point system to evaluate the request for funding fl Council will review the policy with respect to team/individual sports and scholarships g) Funds under this policy will be allocated for project based purposes and not operational purposes h) The Community Grants Committee will reserve the flexibility to establish a cap on the allocation of funds to organizations or individuals i) In 2003, administration will advertise for funding requests with a view of having the funds allocated by early summer J) In 2004 and subsequent years the process will start in January and funds will be distributed by the end of April of each year k) Council will be requested to approve an advertisement for committee members 7) Meeting adjourned at 9.05 13 r� U • 0 Title Community Grants to non profit Policy No Organizations and individuals Category Community, Recreation, Arts and Culture Purpose DRAR To encourage, promote and support creative groups, organizations and mdiv bring a broad range of enjoyment, benefit and participation to all of Kneehil Policy Statement Council recognizes that community organizations and individuals should be principal and with resources Funding under this Policy is a one time interim is not to be relied on as a continuing source of revenue Council fully expect: organizations and individuals to be self sustaining and to develop working re with other contributing partners The amount and availability of grants will be determined by Council at the a] deliberations and shall be accounted for through General Ledger Account #2' Policy Guidelines 1) A Community Grants Committee (CGC) consisting of three members and two members at large will be established to administer this Policy 2) By the end of June of each year the County will notify the public of the process and that limited funding is available to non profit organizations and individuals who have submitted a written request to the Chief Administrative Officer. The deadline for applications is September 1St of each year 3) Requests for funding that are received after September 1St will be held by the Chief Administrative Officer and submitted to the CGC following budget approval Funding requests received after September 1St will only be considered after the other requests have been dealt with and if funding is available 4) If required the CGC will hear presentations in September from those requesting funds The CGC will make a recommendation for funding to Council during the budget process 5) Priority will be given to non profit organizations and individuals that are situated within and serve the general population of Kneehill County 14 • • • 6) Kneehill County Council will determine the total amount of money available for grants during the annual budget deliberations 7) Following budget approval, the CGC will allocate funds according to the criteria established by Kneehill County Council 8) Community organizations and individuals requesting funds are required to submit the following applicable information with the application • Financial statements for the last two years DRAF� • Proposed budget for the current year • Personal financial contributions .or resources • Level of sponsorship received from other partners • Benefit to Kneehill County • Unique or innovative techniques to achieve success • Options if the County funding is not obtained For the 2003 calendar year only 1) Administration will notify the public of available funding under this Policy by April 1 2) The deadline for applications is May 1, 2003 3) The Community Grants Committee will meet to review the submissions and may request presentations 4) Grants will be allocated by June 16 2003 15 To Gene Kiviaho Agenda Item #5(c) Reeve Hoppins Members of Council From Barb Long Date April 17, 2003 Issue An invitation has been received from Reeve Al. Schule, Municipal District of Rocky View, for Council and the CAO to meet informally with the Councils from both Wheatland County and Rocky View Background - At the April 8, 2003 Council directed administration to respond to the invitation providing the preferred dates of April 23rd or 30th during business hours if possible On April 16 2003 the M.D of Rocky View called to request Kneehill County Council consider a supper meeting, May 28th from 5 30 P M until 8 00 P M., as this is the only date that is available for the other Councils without extending the meeting date into the • month of June Recommendation That Council approve the date of Wednesday, May 28 2003 for a supper meeting with the M.D of Rocky View and Wheatland County O -P Barb Long • 0 11 C7 To Reeve Hoppms Members of Council From- Gene Kiviaho CAO Date April 16 2003 Agenda Item #5(d) Issue Selection of a Councillor to attend the Mumversity session in Edmonton on May 2 2003 Background The Muniversity Program, anoint endeavour between the University of Alberta, AAMD&C and AUMA is focused on delivering municipal courses to elected officials and administration Attendees who complete three sessions covering six courses will receive a University of Alberta certificate Councillors Holsworth is currently enrolled in the program and requires one additional session in order to receive his certificate Councillor Wittstock is also currently enrolled in the program and requires two additional sessions in order to receive his certificate A new training schedule was received on April 15`" and the remaining dates are • Session 5 May 2, 2003 (Edmonton) • Session 6 October 17, 2003 (Calgary) • Session 7 — Dec 5, 2003 (Grande Prairie) • Session 8 — Feb 6, 2004 (Red Deer) • Session 9 — March 5 2004 (Edmonton) Funding for the current training program will cease in May 2004 Financial Implications There is funding in the Council budget to enroll one additional member of Council for Session 5 in Edmonton It is anticipated that other members of Council will be enrolled in the subsequent sessions to be held in Calgary Red Deer and Edmonton Recommendation That Council send one additional Councillor to Session 5 in Edmonton on May 2, 2003 s GetA ho Chimistrative Officer 17 El • n U To Gene Kiviaho From Terry Nash Date- April 17, 2003 Council Agenda Item # 6(a) Issue Bylaw 1475 to establish the 2003 Tax Rate and set minimum levy Discussion Council Motion #46/03 established a Municipal Mill Rate of 8 0 with any shortfalls to be taken out of reserves, based on a projected assessment of 797,420,378 The actual 2003 assessment is 778,902,230, or 18,518 148 less than the 4 763% projected increase Total Mill Assessment Rate Dd Assessment 797 420,378 8.0 Assessment 778.9o2.23n a n (The original Municipal levy calculation included the $30,000 for Trochu Recreation which is collected as a separate levy and can be deducted from the amount required from reserve.) Steve Nedoshytko reviewed the assessment and determined that the mayor reason for the difference was a decrease in M & E assessment due to An aging oil field with equipment constantly depreciating Because of the aging fields, production has dropped in certain areas and therefore certain types of equipment were removed such as compressors worth between $250 000 and $500 000 per item Also, the removal of site packages because of wells drying up or being tied into other sites by way of pipeline Smaller equipment being installed at new sites at a lesser value hasn't help off set the loss caused by depreciation and loss in large valued compressors April 91h the County received a letter exempting Electric Power Generation from School Property Tax (421,200 Assessment Value) The Education Property Tax Requisition increased $179,144, from $3 870,770 in 2002 to $4 049,914 in 2003 Amendments to the draft budget have been incorporated as follows a) $50,000.00 has been added to 2 72 772 Parks to Community Groups b) $60,000 00 has been added to 2 32 520 Transportation Machine Repair c) $550,000 00 added to 2 32 261 Transportation Road Projects 2002 operations allowed for $940 000 surplus to be added to reserve 18 Transfer Funds Required From Generated Funds Reserve 6,379,363 $7,015,809 $636,4 6,231,218 $7,015,809 $784.5 (The original Municipal levy calculation included the $30,000 for Trochu Recreation which is collected as a separate levy and can be deducted from the amount required from reserve.) Steve Nedoshytko reviewed the assessment and determined that the mayor reason for the difference was a decrease in M & E assessment due to An aging oil field with equipment constantly depreciating Because of the aging fields, production has dropped in certain areas and therefore certain types of equipment were removed such as compressors worth between $250 000 and $500 000 per item Also, the removal of site packages because of wells drying up or being tied into other sites by way of pipeline Smaller equipment being installed at new sites at a lesser value hasn't help off set the loss caused by depreciation and loss in large valued compressors April 91h the County received a letter exempting Electric Power Generation from School Property Tax (421,200 Assessment Value) The Education Property Tax Requisition increased $179,144, from $3 870,770 in 2002 to $4 049,914 in 2003 Amendments to the draft budget have been incorporated as follows a) $50,000.00 has been added to 2 72 772 Parks to Community Groups b) $60,000 00 has been added to 2 32 520 Transportation Machine Repair c) $550,000 00 added to 2 32 261 Transportation Road Projects 2002 operations allowed for $940 000 surplus to be added to reserve 18 C. is $755 000 must be drawn from reserve in order to achieve the 8 0 Mill Rate for Municipal Operations Financial Policy # 16 1 A five year policy to be implemented and reviewed annually Reserves plus accumulated surplus should not exceed one year's budget, excluding held over secondary highway projects Should reserves plus accumulated surplus exceed one year's budget, Council will review the mill rate and long term expenditures 1998 POLICY RESERVES PLUS ACCUMULATED SURPLUS SHOULD NOT F.XCFFn OxTp YEAR'S BUDGET EXCLUDING HELD OVER SECONDARY PROJECTS 2002 %SURP $5,728,724 2002 RESERVE $9,385,584 TOTAL $15,114,308 2003 EXP BUD $14,139,706 (INCLUDES $755,000 FROM ACCUMULATED SURPLUS 2002 MILL RATE LOWERED FROM 8.969 TO 8.0000 2001 % SURP $5,708,292 2001 RESERVE $7,871,721 TOTAL $13,580,013 2002 EXP BUD $12,)38,884 (0 FM RESERVE) 2001 MILL RATE NOT LOWERED Recommendation 1 That Council approve bylaw 41475 to establish the 2003 Tax Rates 2 Tat Council transfer $755,000 from accumulated surplus as per policy #16 1 Terry sh -ss isCAO Ge iviaho, CAO 19 C. CJ 0 To Reeve Hoppms Members of Council From Gene Kiviaho, CAO Date April 15, 2003 Agenda Item #6(b) Issue Attendance at the Community Savings Golf Tournament on June 4, 2003 Background As per the attached correspondence Community Savings has invited members of Council, staff and spouses to attend their annual Town and County Golf Tournament on Wednesday, June 4 in Ponoka. They have reserved 15 spaces for Kneehill County and request the names and positions of attendees by Wednesday, April 30th Recommendation 1) That Council provide the names of attendees to administration no later than April 30, 2003 ,t Gene i iaho Chief A mistrative Officer 0 • 0 0 Agenda Item #6(c) To Gene Kiviaho Reeve Hoppins Members of Council From. Barb Long Date April 17, 2003 Issue An invitation has been received from the members of the Acme Volunteer Fire Department for Council to partake in the Ribbon Cutting Ceremony of the new fire hall and the introduction of the new fire truck Background. This event will take place on May 3 2003 at 11 00 A.M at the Acme Fire Hall, with an Open House and Barbecue to follow Confirmation of attendance at this event is requested A copy of the invitation has been attached for your information Recommendation 1) That members of Council who are available on May 3, 2003, attend the Open House and Ribbon Cutting Ceremony 2) That Council provide the names of the attendees in order that this information be forwarded to the Acme Fire Department �6 Barb Long 22