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Home My WebLink About2004-02-18 Council MinutesCouncil Agenda Item #5(a) To Reeve Hoppins Members of Council From. Barb Long Date February 18, 2004 Issue Asset Management Fixed Asset Transfers, Retirements & Disposals Policy Background Kneehill County maintains a complete register of all fixed assets This register is balanced to the general ledger and insurance register annually This policy was received by Council at the February 10 2004 Council Meeting Discussion Proper recording of assets is essential for accurate financial reporting, and to ensure all assets are sufficiently insured These assets have been purchased with public funds, and the public should have equal opportunity to purchase items By using a competitive process you also ensure that the best price is obtained In cases where a non profit /government agency would have need for the item, the asset would continue to benefit the public who originally paid for it Land and Buildings are assets of a permanent nature, and I have suggested that these only be disposed of with approval from Council The draft bylaw authorizes disposal of furniture, vehicles and equipment with approval by the CAO but limits the strategy used to the following options 1) Trade In/ execute Guaranteed Buy Back Option on replacement item 2) Sell the item via competitive bid 3) Sell the item via public auction 4) Donation to other non profit/government agency 5) Discard These fixed asset records are used to cost expenses to various county functions and if a unit or piece of equipment has been transferred to another department without being recorded in the register, project costing will be inaccurate The use of the attached form will aid in this being done in a timely manner Recommendation 1 That Council approve the draft Fixed Asset Transfers, Retirements & Disposals Policy , q 6�2�' Prepared by Barb Long for Terry Nash, Assistant CAO 15 DRAFT Policy # 11-19 ASSET MANAGEMENT — Fixed Asset Transfers, Retirements and Disposals Department Corporate Services Approval Date _ Amendment Dates Replaces Reference. Purpose To insure proper disposition of all fixed assets and recording of transactions in the fixed asset register Policy Guidelines Disposals Property shall be determined to be surplus when it becomes obsolete or the continued use of which is uneconomical or inefficient, or which serves no useful function Disposition of surplus property shall be approved before the surplus property is disposed of by sale or donation to other non profit agencies, or at public auction Land & Buildings Disposals must be approved by Council Furniture, Vehicles & Equipment Disposals must be approved by the CAO and can only be disposed of in one of five ways 1 Trade In/execute Guaranteed Buy Back Option on replacement item 2 Sell the item via competitive bid 3 Sell the item via public auction 4 Donation to other non-profit/government agency 5 Discard The CAO/designate will be responsible for determining the proper method of disposal that will assure the maximum possible recovery from such disposal at the least possible cost Transfers Transfers are defined as any movement of an asset by virtue of change in location or department Disposals and internal transfers of County Assets shall be reported to in a timely manner Fixed Asset Property Disposition Action Form Description of Item (Year, Make, Model, Manufacturer, etc.) Physical Location of Item I Custodian Department - ❑ Damaged Beyond Repair ❑ Destroyed ❑ Donated ❑ Lost / Stolen ❑ Obsolete Sell at Auction ❑ Traded In ❑ Transfer ❑ Other Property Number Serial Number or Vehicle Identification Number (VIN)- Original Cost- Purchase Date KNuest Please Fully Describe the Request for Disposition Here (attach memo if necessary) FWAT4 f.T Name of Person Completing Form Signature Date Printed Phone Department Head Releasing the Fixed Asset Signature Date Printed Phone Department Head Receiw the Fixed Asset Signature Date Printed Phone New Physical Location of the Asset (Where will this item be found or stored) Four Digit Dept # Name of Person to Whom the Asset Was Assigned Address Room # Property Control Clerk, Confirm Board Action ❑ Transfer ❑ Approve Disposal ❑ Send to Auction ❑ Reject Disposal ❑ Trade In ❑ Destroyed Initials Date- Board Date CC- Information Technology Maintenance- Risk Management- Road & Bridge/Fleet Maintenance W•\FINANCIAL SERVICES\FIXED ASSET PROPERTY DISPOSITION FORM.DOC 1'7 To- Reeve Hoppms Council Agenda Item #5(b) Members of Council From- Barb Long Date February 18, 2004 Issue Asset Management — Capitalization of Fixed Assets (Policy #11 18) Review of the limits of expenditures for recording expenditures as capital assets and adding definitions for asset classifications to the existing policy Council received this policy at the February 10, 2004 Council Meeting Discussion Although the insurance deductible on a single claim is $1,000, we need to inventory smaller items should a multiple loss occur If an entire building were to be destroyed, we would need to report the loss of all articles stored at that location The $500 limit seems to pick up most articles with a useful life exceeding 1 year, without the need to record numerous disposals annually The definitions of asset classifications are from the Municipal Account Coding Structure Recommendation 1 That Council approve the draft Capitalization of Fixed Asset Policy as amended �C�' q Prepared by Barb Long for Terry Nash, Assistant CAO 18 Policy # ASSET MANAGEMENT — Capitalization of Fixed Assets Department. Corporate Services Approval Date _ Amendment Dates Replaces Reference DRAFT Purpose To Document policies and procedures for capitalization of fixed assets Policy Statement Expenditures are made from various funds for the acquisition of fixed assets and regardless of the source of funds, the assets must be accounted for The guidelines will describe the method of accounting for all fixed asset additions They will insure the preservation, conservation and safeguarding of each asset through its useful life Policy Guidelines Fixed Assets are of a durable tangible, physical and valuable nature and include additions, replacements and major alterations, thereto from which a stream of benefits are derived over a period of years Asset acquisitions with a useful life of more than 1 year and a unit cost between $500 and $9,999 00 shall be inventoried Asset acquisitions with a useful life of more than 1 year and a unit cost of $10,000 00 or more will be classified as capital Any item which costs less than $500 will be expensed Parts and supplies added to new vehicles and equipment to customize it for County use are to be itemized by the shop on a capital work order and the total value of these extra items are to be recorded as part of the original purchase of equipment No depreciation is recorded on fixed assets Classifications 500 Equipment Fixed or movable devices for performing any sort of work such as motors, pumps, electrical or control devices, office appliances and furniture with a unit cost between $500 and $9,999 00 610 Engineering Structures — All permanent structural works other than buildings, such as sewer, water gas systems, power lines, radio towers parks, retaining walls, etc., to be recorded at cost Include service installations attached to land held for resale Roads bridges and sidewalks are not capitalized 19 620 Buildings — Building structures, such as offices, garages and warehouses, intem.,,u to shelter persons and/or goods, machinery equipment and working space 630 Machinery — Fixed or movable devices for performing any sort of work, such as graders, tractors, packers, office appliances and furniture with a unit cost of $10,000.00 or more and all computer equipment (Replacement software or upgrades are not capitalized ) 640 Land For Own Use — Improved or unimproved land owned by the municipality including rights of way and cemetery plots Does not include tax sale land or land held for resale 650 Vehicles — Includes automobiles, trucks, tractor trailer units and buses Asset Reporting — A complete inventory (balanced to the general ledger) of all fixed assets will be maintained including proper identification location and cost Rol Council Agenda Item #6(a) TO Gene Kiviaho Reeve Hoppms Members of Council FROM Rob Mayhew DATE February 18, 2004 Issue 2004 Dust Control Program Background In 2002, the Dust Control Program was presented as a trial program using a blade mix crude oil product The Dust Control Program was offered in 2003 Discussion Feedback in general has been positive for both years Financial Implications The same dollars in the 2004 Budget for dust control $100,000.00 with $50,000 00 of this amount being the ratepayer's portion The present price of oil is higher in 2004 than 2003, but will fluctuate from now to construction season Recommendation 1 That Council approve offering the Dust Control Program for 2004, with the $1 00 rebate per lineal foot for 200' to a maximum 400 , as per Policy 2 That Council direct Administration to select an application deadline date and mk-17 with advertisement of this program for 2004 L Rob MayhAw Gen iviaho Public Works Superintendent CAO 21 11 Council Agenda Item #6(b) TO. Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE February 18, 2004 Issue• Maintenance 2004 Dust Control Program Background Concerns regarding the maintenance of pot holes have been received from ratepayers Discussion This issue of repairing `pot holes' in dust control areas was discussed at Council on October 28, 2003 At that time authorization was given for the Operations Department to repair potholes in the dust control areas, at the discretion of the Operations Director with the associated costs being the responsibility of the County Financial Implications The cost associated with repairing potholes Recommendation That Council receive the amendment to Dust Control Policy # 13 4 as per the W:r d draft -Q2U �LL Rob Mayhew G n Kiviaho Public Works Superintendent CA 22 FT Amendment to Policy #13 4, Dust Control Policy Addition of #12, Maintenance The repair of potholes in the dust control areas be done at the discretion of the Operations Director, with the associated costs being the responsibility of the County 23 • Council Agenda Item #6(c) TO- Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE February 18 2004 Issue Approach access for oil company — Reg Klassen Letter Background Request to review an approach access from Reg Klassen Henry Wiens met with Jim Sherman and Reg Klassen on January 22, 2004 to review this request This approach did not meet County's Policy as the sight distance was limited to approximately 400 feet Discussion Policy 13 15 3 Approach Standards Sight Distance On local, gravel roads, the sight distance will be a minimum of 600 feet Financial Implications None Recommendation That Council adhere to County Policy for sight distance regulations and deny Mr Kla sen's request Rob ayhew Public Works Superintendent lL&L Gt Kiviaho C 24 Council Agenda Item #6(d) TO Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE February 18 2004 Issue• Gravel Report — Write Off 2003 Background Attached is the Inventory Summary for 2003 Discussion Most of the write off is from the Bauer Pit. In the Bauer Pit from 2000 to 2001 there was a total of 270 000 yards crushed The records show that 255,457 yards were hauled to roads, leaving a gravel write off of 14,543 yards — 5% of the total crushed Financial Implications Total Write Off $100 152 85 Recommendation T at Council approve the 2003 4' Rob Mayhew Public Works Superintendent Write Off for gravel inventory CVAI G e Kiviaho CA 27 C ORAk.=L /NYFNTORY2003 As of December 31,--- - ---- - ---- - -- - - -T-- - ---- - _ Value..__ .- .. _ � A�1-tQA�t 1n�antQDf 75.%95 CHIPS Garsons _ 0 $0.00 __$0.00_MeglUEsau 2,600 0 2600 $15,470.00 $0.00 MeglUEsau_ _5,000 -_ 0 5,000 $3.86 $19,300.00_ $0.00 Torrington 3,500 0 3,500 $4.06 $14,210.00 $0.00 Torrington 51650 0 5,650 $16.48 $93,112.00 $0.00 - TOTAL CHIP 16,750 0 1 16,750 $142,092.00 $0.00 3/4 ---- Bauer -- - -- Bennie 14,543 59 (14,543) (59)- .____ 0 0 0 $6.25 $7 39 $14.89 -$0.00 $0.00.._.. - - -$0.00 �($90,893.75) -"-$8,502_19 ($3,210.58) ($61 793.05) __$56_,_953.75 ' $0.00 $0.60 Berreth _. _ (571) Berreth 229 _571 (229)$14.02 - (4,367) 4,025 0 0 _ 0_ 4,025 0 -- $14.15 $14.15 $6.22 $14.42... _$0.00 " - - $0.00 $56,953.75 $0.00 Berreth_ _ - 367 , 4 - Berreth -- Correction Line - - _ F Huxley _ 0 Grainger Grainger 154 258 (154) (258) ___0 0 0 _ $12.02 $12,45 - -$0_06 $0.00 $0.00 - ($1,851.0 ($3,21210) Grainger _ 0 12,572 $12 15 $5.78 _ _ $152,749.80 $231,569.92 $0.00 " -- $0.00 $0.00 Hardrock Did Hardrock Bei ---.- _12,572 46,064 18,275 "--"_ 20 154,000 0 0 40,064 -- 0 0 0 0 18,275 20 154,000 0 $5.91 $5.78 $1.33 $5.32 $108,005.25 --- $115.60� $204,820.00 $0.00" Hardrock Bel Hazelton Horseshoe C JCT #21 & #2 (47) 4_7 0 $0.00 $545.20 Marshman McNair 354 0 (354) 0 0 0 _$11.60 $13.23 $6.47 $0.00 ($4,683.42) Megli/Esau Paulson 0 0 0 28,045 12 0 _0 0 -- 0 . 0 (12) 0 _ 0 0 ---- 0 28,045 0 $2.88 $6.49 $5.08 $2.89 $7 73 $3.16 _$0.00 $0.00 $0.00 _ $81,050.05 $0.00 _$0.00 $0.00 $0.00 ' $0.00 _ $0.00 _ ($92.76) __$0.00 $0.00 Pebbles _. Richardson _ Schmautz Ba Torrington Wimborne "' 0 _ 0 _0 0 $9 .31 Wimborne TOTAL 3/4 (2) 272,332 2 (15,331) 0 257,001 $9.38 $0.00 $835,264.37 _ $18.76 ($100 152.85) _ _ $0.00 $19,281.60 _$0.00 Garsons 0 0 _ 0 8,034 _$2.77 $2.40 H.K.Toews 8,034 - 0 - #21 8 #27 0 -- - - - 0 1,208 0 - -- 0 0 __ 0 _ 0 1,208 $8.07 $8.09 $2.15. $0.00 ---- $0.00 $2,597.20 $0.00 - Marshman MeglUEsau $0.00 TOTAL 1 1/2" 9,242 0 f 9,242 T $21,878.80 $0.00 _ --TOTAL --- - [GRAND - --TOT SUMMARY TOTAL CHIP TOTAL 3!4" TOTAL 1 1/2" PIT R GRAV DEC BER 31 $142,092.00 $835,264.37 --- - _. $21 _878.80 $999,23517 $0.00 ($100,152.85) _ $0.00 $0.00 ($100,152.85) 16,750 272,332 9,242 ...__..0.------- 298,324 0 (15,331) - 0 ----� (15,331) 16,750 257,001 9,242 282,993 - -- ---.. . January 29, 2004 2003 Gravel Inventory d1� Council Agenda Item #6(e) To Reeve Hoppms Members of Council From Barb Long Date February 18, 2004 Issue - Request from the Village of Carbon for participation and support of the Community Discovery and Volunteer Appreciation Night Background The Village of Carbon in conjunction with the Kneehill Regional FCSS, is hosting a Community Discovery and Volunteer Appreciation Night on Thursday, March 11 2004 from 5 00 to 8 00 P M As well as honouring the volunteer organizations serving our communities, this evening is to provide an opportunity for these organizations and other agencies to showcase their activities and services The Village of Carbon Council will be serving a BBQ supper in appreciation of the many volunteers within the community A copy of the letter requesting support was included in the February 51h Council Information Package Discussion In previous years there has been no financial support given to Carbon to assist with their Volunteer Appreciation BBQ However in 2003 the County contributed $247 60 to the Village of Linden for a share of the costs to host the Fire/Ambulance Volunteer BBQ Recommendation That Council provide funding support, in the amount of $200 00, to the Village of Carbon to help offset the cost of hosting this event - �ee-11, Barb Long 29 Council Agenda Item # 6(0 To Reeve Hoppms Members of Council From Barb Long Date February 18 2004 Issue A request from the Village of Carbon to meet with Kneehill County Council and Administration regarding operations and jointly shared or accessed services Discussion - Some of the jointly shared or accessed services which the Village of Carbon would like to discuss include the Fire Department, Library, Waste Transfer Site, Recreation Facilities, Cemetery A copy of the letter has been attached for your information Recommendation. That Council select some possible dates to meet with the Village of Carbon Council and Administration to discuss operations and shared or jointly accessed services � � fc -10 Barb Long N Council Agenda Item 46(g) To Reeve Hoppins Members of Council From Barb Long Date February 18, 2004 Issue A request has been received from the Trochu and District Agricultural Society for a `Letter of Support' to accompany their application for a CFEP Grant Background The Trochu and District Agricultural Society has advised they will be applying for a $41,184 30 CFEP Grant to be used to resurface the Trochu Swimming Pool and Wading Pool tanks and decks The letter originally requested the County consider a financial commitment of $13 738 10 but in talking with Brian Diack he advised that if the County would provide a Letter of Support, they would attempt to raise the money elsewhere rather than take funds out of the community by applying to the County's Community Grants program A copy of the letter has been attached for your information Discussion Gene Kiviaho has advised the Town of Trochu has neither confirmed nor made any commitment towards this project Recommendation 1) That Council receive this report as information 2) That Administration be directed to write a letter confirming this request would be considered upon notification from the Town of Trochu that the project is proceeding Barb Long 34 January 25, 2 U 0 4 To Kneehill County C7 ;;;l Trochu Agricultural Society Box 543, Trochu, AB, TOM 2AO It has come to our attention that the Trochu swi nming pool needs resurfacing Areas that are m need are —the floor & walls of the pool tank, decl: area, and wading pool & deck area We have a quote from Stot-Alard & Fibergrate Canada Ltd for 82,368 60 See below for project breakdown We are applying for a grant from the CFEP program and hope to complete this project this fiscal year We are asking for your financial support We have are also requesting financial ^oort from the Town of Trochu Project Expenses Pool tank resurfacing —labour materials & freight 62,975 00 GST 4 408 25 Pool deck resurfacing labour materials & freight 6 705 00 GST 469 35 Wading pool & deck area resurfacing labour, materials & freight 7,.:)00 00 GST 511 00 Total expenses _ 82,368.60 Project Income Trochu Agricultural Society commitment 13 728 i U Kneehill County (requested commitment) 13 738 10 Town of Trochu (requested commitment) 13,738 10 CFEP Grant 41.184.30 Total income 82 368.60. Because this is a facility that is used by town and country residents we are hoping you will consider fiulding one sixth of the cost If this is not possible we would appreciate any financial support and at the least a letter, of recommendatio for the project We would appreciate a response as soon as possible so we can finish the grant application If you have any questions you may contact Brian Drack @ ph 442-3761 or fax 442-3790 Sincerely Brian Diack ` Treasurer/_grant co-ordinator Trochu Agricultural Society 35