07 16 RDMW AGENDA PKG.pdf · REGIONAL DISTRICT OF MOUNT WADDINGTON AGENDA . AGENDA for the regular Board meetingof the Regional District of Mount Waddington to …

REGIONAL DISTRICT OF MOUNT WADDINGTON

AGENDA

AGENDA for the regular Board meeting of the Regional District of Mount Waddington to be held Tuesday, July 16, 2013 at the Regional District Office, 2044 McNeill Road, Port McNeill.

Call to Order:

The meeting shall be called to order at 2:00 pm

SECTION “A” Adoption of Agenda: 1. Adopt the Agenda as circulated.

Petitions & Delegations:

2. Cory Vanderhorst, MNP, LLP

Presentation of 2012 Financial Statements (by Phone/Webinar) Pages I-XXIII 3. Adoption of 2012 Audited Financial Statements

Minutes:

4. Minutes of the meeting held June 18, 2013 Pages 1-5

Correspondence on the table:

5. a) District of Port Hardy Regular meeting minutes dated Jun 11/13, May 28/13, Committee of the Whole minutes dated Jun 11/13; Town of Port McNeill Regular minutes dated Jun 3/13; Village of Port Alice Regular meeting minutes dated May 22/13; Village of Alert Bay Regular meeting minutes dated Jun 12/13, May 22/13, May 15/13, May 9/13.

b) Coal Harbour LCC Minutes dated May 8/13.

SECTION “B”- STAFF REPORTS:

Administrator’s Report: Economic Development:

1. Monthly report from the Administrator dated July 10, 2013 Page 6 2. 2012 Strategic Community Investment Funds Report dated July

10, 2013 Page 7 3. Monthly Travel Report dated July 10, 2013 Page 8 4. Monthly Economic Development report dated July 10, 2013 Page 9

a) Tourism Coordinator Report dated July 8/13 - Frontline Customer Service Workshop Survey Results

Pages 10-12

Operations: 5. Monthly report from the Manager of Operations dated July 9, 2013

Page 13

SECTION :C: - PARKS AND PLANNING

Parks: Planning:

6. Monthly Parks report dated July 10, 2013 Page 14 7. Monthly Planning report dated July 10, 2013 Page 15

Committee Reports from Directors:

NONE

Page 2 RDMW Agenda

SECTION “D” – BYLAWS

1. Bylaw No. 852 cited as “Coal Harbour Volunteer Fire Department Local Service Establishment Amendment Bylaw No. 852, 2013” to be read a first, second and third time.

Pages 16-17 2. Bylaw No. 852 to be adopted.

SECTION “E” Correspondence:

1. Greyhound Canada, Removal of Route Points effecting Regional District, letter dated June 21, 2013

Pages 18-20 SECTION “F” Monthly Finance Report:

1. Verbal Report from the Treasurer 2. Monthly Single Source Report dated July 8, 2013

Page 21

SECTION “G” RURAL/MUNICIPAL

Rural Updates: Area “A” – Broughton (Malcolm Island) Area “B” – Quatsino Area “C” – Rupert Area “D” – Nimpkish

Municipal Updates:

Village of Alert Bay Village of Port Alice District of Port Hardy Town of Port McNeill

Committee Meetings:

Next month Committee meetings as required

Next Month Meeting Date and Time:

Next month meeting August 20 at 2:00 pm

Adjourn:

Motion to adjourn the meeting

Regional District of Mount Waddington

Annual Financial Report

December 31, 2012

I

Chair Al Huddlestan District of Port Hardy

Director Bev Parnham District of Port Hardy

Director Doug Aberley Village of Alert Bay

Director Jan Allen Village of Port Alice

Director Gerry Furney Town of Port McNeill

Director Heidi Soltau Electoral Area A

Director Phil Wainwright Electoral Area B

Director Andrew Hory Electoral Area C

Director Dave Rushton Electoral Area D

Administrator Greg FletcherTreasurer Joe MackenzieManager of Operations Patrick DonaghyManager of Economic Development Neil SmithManager of Planning Jeff Long

External Auditors MNP, LLP


DIRECTORS

December 31, 2012

REGIONAL DISTRICT OFFICERS

II

PageManagement Report 1

Auditor's Report 2

Consolidated StatementsConsolidated Statement of Financial Position 3Consolidated Statement of Operations 4Consolidated Statement of Cash Flow 5Consolidated Statement of Changes in Net Financial Assets 6

Schedules to Consolidated Financial StatementsA Schedule of Consolidated Position 7B Schedule of Operations by Fund 8C Schedule of Cash & Temporary Investments Position 9D Schedule of Debenture Debt Position 10E Continuity Schedule of Tangible Capital Assets 11F Continuity Schedule of Deferred Revenue and Deposits 12

Notes to Consolidated Financial Statements 13-20


INDEX TO FINANCIAL STATEMENTS

III

Page 1

The accompanying Consolidated Financial Statements have been prepared by management in accordance with Canadian Public Sector Accounting Standards (PSAS). The integrity and objectivity of these statements are management’s responsibility.

These statements include certain amounts based on management’s estimates and judgments in order to ensure that the consolidated financial statements are presented in all material aspects. Management is also responsible for the notes to the consolidated financial statements and schedules, and for ensuring that this information is consistent with the information contained in the consolidated financial statements.

Management maintains accounting systems and related internal controls to provide reasonable assurance that assets are safeguarded and that transactions are properly authorized, recorded, and reported; that the provisions of the relevant legislation are being observed, and that best practices in the conduct of the financial affairs of the Regional District are being implemented. Such practices include formal written policies and procedures; careful selection of qualified staff; segregation of responsibilities within the organization to the extent possible; and appropriate delegation of authority.

To assist in these objectives the Board is committed to ensuring that the performance of management is maintained at acceptable levels through ongoing professional training and development, mainly under the auspices of the Government Finance Officers Association of BC (GFOABC).

The Board is responsible for ensuring that management fulfils its responsibilities for financial reporting and internal control, and to this end conducts monthly reviews of internal financial information and an annual review of externally audited consolidated financial statements.

The Board’s external auditors, MNP, LLP conduct an independent examination, in accordance with generally accepted auditing standards, and express their opinion on the consolidated financial statements. Their examination includes appropriate tests and procedures to provide reasonable assurance that the financial position of the Regional District is presented fairly. The external auditors have full and free access to all levels of management and to the Board and meet when required.

On behalf of the Regional District of Mount Waddington

Joseph Mackenzie B.Com Treasurer 10 July, 2013

Management's Responsibility for Financial Reporting

IV

Page 2

V

REGIONAL DISTRICT OF MOUNT WADDINGTONCONSOLIDATED STATEMENT OF FINANCIAL POSITIONAS AT 31 DECEMBER, 2012

2012 2011

FINANCIAL ASSETS 13,691,822 14,338,892

Cash & Temp Investments (Note 4) (Note 15) 8,332,566 8,546,617

Receivables (Note 5) 485,388 468,802

Inventories for Resale 3,867 4,118

Municipal Recoverable Debt (Schedule D) 4,870,001 5,319,355

LIABILITIES 10,822,845 12,274,650

Due to Hospital District (Note 15) 2,651,884 1,886,485

Accounts Payable (Note 6) 298,168 301,242

Restricted Revenue 858,691 868,274

Deferred Revenue (Schedule F) 858,691 868,274

Other Liabilities (Note 12) 600,157 570,070

MFA Capital Debt 6,413,945 8,648,581

Regional District (Note 8) 1,543,944 3,329,225

Member Municipalities 4,870,001 5,319,355

NET FINANCIAL ASSETS 2,868,977 2,064,242

NON-FINANCIAL ASSETS 12,950,939 13,264,402 Tangible Capital Assets (Note 3e / Schedule E) 12,950,939 13,264,402 InventoriesPrepaid Expenses

ACCUMULATED SURPLUS (Note 13 / Schedule A) 15,819,916 15,328,644

Joe Mackenzie Dave RushtonTreasurer Chair

Note: The accompanying notes are an integral part of these consolidated financial statements.

Page 3

VI

REGIONAL DISTRICT OF MOUNT WADDINGTONCONSOLIDATED STATEMENT OF OPERATIONSFOR THE YEAR ENDED 31 DECEMBER, 2012

2012 2012 2011ACTUAL BUDGET ACTUAL

(Note 10)(Unaudited)

REVENUES: 4,874,148 4,230,599 5,290,493

Taxation 2,665,964 2,661,964 2,535,854 Grants 664,267 225,500 618,385 Sales of Services 1,056,556 943,391 1,653,854 Interest Earned 54,291 - 51,015 Other Revenue 433,070 399,744 431,384

EXPENDITURES: 4,382,876 4,299,907 4,117,898

General Govt Services: 810,453 781,296 751,595 Protective Services: 245,692 277,156 257,712 Recreation Services: 1,123,063 1,032,256 975,546 Environmental Development 111,719 122,820 106,447 Environmental Health Services 1,019,468 1,102,690 1,079,652 Economic Development 304,998 151,379 202,220 Regional Transit 222,142 244,279 218,575 Utility Services 545,341 588,031 526,152

SURPLUS (DEFICIT) FOR YEAR 491,272 (69,308) 1,172,594

ACCUMULATED SURPLUS, beginning of year, 15,328,644 15,328,644 14,156,050

ACCUMULATED SURPLUS, end of year 15,819,916 15,259,336 15,328,644


Page 4

VII

REGIONAL DISTRICT OF MOUNT WADDINGTONCONSOLIDATED STATEMENT OF CASH FLOWCASH & TEMPORARY INVESTMENTS FOR THE YEAR ENDED 31 DECEMBER, 2012

Cash Provided By (Used for) 2012 2011

OPERATING: 1,858,008 2,333,019 Nett Revenue for the year 491,272 1,172,594

Non-Cash changes to Operations 600,242 580,166 Amortization 600,242 580,166

Decrease (Increase) in Financial Assets (16,336) (59,807) Accounts Receivable (16,586) (59,384) Inventories for Resale 250 (423)

Increase (Decrease) in Liabilities 782,830 640,066 Deposits Held in Trust 765,399 495,854 Accounts Payable (3,074) 40,993 Deferred Revenue (9,583) 74,510 Other Liabilities 30,088 28,709

INVESTING ACTIVITIES (286,778) (370,364)Acquisition of tangible capital assets (286,778) (370,364)Proceeds on sale of tangible capital asse - -

FINANCING ACTIVITIES (1,785,282) (99,651)Capital Debt Issued - - Debt Repayment (1,785,282) (99,651)

INCREASE (DECREASE) IN CASH & INVESTMENTS (214,051) 1,863,004

CASH & INVESTMENTS: BEGINNING OF YEAR 8,546,617 6,683,613

CASH & INVESTMENTS: END OF YEAR 8,332,566 8,546,617


Page 5

VIII

REGIONAL DISTRICT OF MOUNT WADDINGTONCONSOLIDATED STATEMENT OF CHANGE IN NET FINANCIAL ASSETSFOR THE YEAR ENDED 31 DECEMBER, 2012

2012 2012 2011ACTUAL BUDGET ACTUAL

(Unaudited)(Note 10)

Operating Surplus for year 491,272 (69,308) 1,172,594

Acquisition of tangible capital assets (286,778) - (370,364) Amortization of tangible capital assets 600,242 608,689 580,166

Increase in Net Financial Assets 804,736 539,381 1,382,396

Net Financial Assets, beginning of year 2,064,242 2,064,242 681,846

Net Financial Assets, end of year 2,868,977 2,603,623 2,064,242


Page 6

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XIV

REGIONAL DISTRICT OF MOUNT WADDINGTON Schedule FCONTINUITY SCHEDULE OF DEFERRED REVENUE AND DEPOSITS (Unaudited)AS AT 31 DECEMBER 2012

Opening Add Less ClosingBalance Received Recognized/Paid Balance31-Dec-11 2012 3012 31-Dec-12

Nipsec 96 - - 96 VTN 337 - - 337 Ec Dev Strategy 808 - - 808 NITI 124,791 113,828 124,168 114,451 BSR 1,326 - - 1,326 BSR2 (2,097) - - (2,097) ALL (826) - - (826) Holberg Dock 2,748 6,502 14,791 (5,541) Loggersports 1,809 - - 1,809 Rural Areas 28,000 - - 28,000 Misc Grants 10,000 - - 10,000 TCR 12,981 189 - 13,170 TSU 2,676 39 2,715 - TAC 15,522 226 15,748 RTS 213 3 216 - GasTax Note 11 603,332 211,355 197,585 617,102 DCCs 55,233 - - 55,233 VS 11,325 50 2,299 9,076

Total Deferred Revenue 868,274 332,192 341,774 858,692

DEFERRED REVENUE BY FUND GENERAL REVENUE FUND 186,357

GENERAL RESERVE FUND 617,102 COAL HARBOUR WATER FUND 45,689 COAL HARBOUR SEWER FUND 2,807 SOINTULA SEWER FUND 6,737

TOTAL PER CONS PSAB 858,692


Page 12

XV

NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS YEAR ENDED 31 DECEMBER, 2012


1. PURPOSE

The Regional District of Mount Waddington was incorporated under Letters Patent signed on 13th June 1966by the province of British Columbia under the British Columbia Local Government Act. Its principal activitiesare the provision and coordination of local government services to the residents of four unincorporated (rural)areas and four municipalities within its boundaries

2. REPORTING ENTITY

The consolidated financial statements of the reporting entity of the Regional District of Mount Waddingtonreflect the assets, liabilities, revenues and expenses of the following funds:

i) General Revenue Fund and associated Capital Fund of the following shared services:• General Government Administration (All areas)• Parks (All areas)• Regional Planning (All areas)• Solid Waste (All areas)• Economic Development (All areas)• Regional Emergency Management (All areas)• E911 ( All areas)• Regional Transit (All areas except Area B and Port Alice)• Electoral Area Planning (All areas except Port Hardy)• Electoral Area Administration (Areas A, B, C, D)• Library (Areas A, B, C, D)• Arena (Port McNeill, D and Defined Area of Electoral Area C)

ii) Local Service Areas:• Local Community Commission (Coal Harbour)• Fire Protection (Coal Harbour, Sointula, Hyde Creek, and Woss)• Street lighting (Coal Harbour, Winter Harbour, Sointula, Nimpkish Heights, and Woss)• Recreation (Hyde Creek, Malcolm Island, and Woss)• Garbage Removal (Malcolm Island, Woss & Coal Harbour)• Road Maintenance (Telegraph Cove)

iii) Water and Sewer Funds:• Coal Harbour Water Revenue Fund and associated Capital Fund• Coal Harbour Sewer Revenue Fund and associated Capital Fund• Sointula Sewer Revenue Fund and associated Capital Fund• Woss Water Revenue Fund and associated Capital Fund• Woss Sewer Revenue Fund and associated Capital Fund• Hyde Creek Sewer Revenue Fund and associated Capital Fund

iv) General Reserve Fund

Page 13

XVI

3. SIGNIFICANT ACCOUNTING POLICIES

a) British Columbia Regional DistrictsThe Regional District of Mount Waddington is required to follow Canadian Public Sector AccountingStandards (PSAS) and to apply such standards consistently. In accordance with this policy, theConsolidated Financial Statements of the Regional District of Mount Waddington are prepared byManagement in accordance with the standards issued by the Public Sector Accounting Board (PSAB) of theCanadian Institute of Chartered Accountants.

Under the principles of fund accounting, the assets and liabilities, revenues and expenses of the RegionalDistrict are segregated into various funds for accounting and financial reporting purposes.

b) Basis of accountingThe accrual basis for recording revenues and expenses has been followed, whereby revenues are recognizedin the period in which the transactions or events occurred that gave rise to the revenues, and expenses arerecognized in the period the goods and services are acquired and a liability is incurred, whether or not acurrent cash flow is associated with the transaction.

c) Temporary InvestmentsInvestments are comprised of deposit accounts with the C.I.B.C. and in the pooled investments of theMunicipal Finance Authority (MFA). Funds invested with MFA are pooled with other local governmentsand managed independently by Phillips, Hager & North Investment Management. Investments are carriedat cost which approximates fair market value.

d) Financial InstrumentsFinancial instruments consist of cash and temporary investments, receivables, debt recoverable frommember municipalities, accounts payable and accrued liabilities, other liabilities, short and long-term debt.Unless otherwise noted, it is management’s opinion that the regional district is not exposed to significantinterest, currency or credit risk arising from these financial instruments.

e) Tangible Capital Assets (See Schedule E)Tangible Capital Assets, comprised of capital assets and capital work-in-progress, are recorded at originalcost in the period acquired and are categorized according to type. Capital assets costing less than $1,000are expensed.

Depreciation is recorded on a straight-line basis over the estimated useful life of the asset commencing inthe year following year of acquisition. Estimated useful lives will not exceed 40 years unless it can beclearly demonstrated that the useful life is expected to exceed 40 years.

Amortization periods for the asset categories of the Regional District are generally as follows:Engineering Structures 30 to 40 years Buildings 30 to 40 years Machinery & Equipment 20 to 30 years Vehicles 10 to 15 years

Contributed capital assets are capitalized at fair market value and recorded as revenue.

f) Revenue RecognitionRevenue is recorded in the period in which the transactions or events that gave rise to the revenue occur.Amounts that have been received in advance of services being rendered are recorded as deferred revenuesuntil the Regional District discharges the obligations that led to the collection of funds. Taxes arerecognized in the year levied. Sale of services are recognized in the year that the service is provided or theamount is earned, provided the amount can be estimated and collection is reasonably assured. Governmenttransfers are recognized as revenues in the period in which the events giving rise to the transfer occur andonly recorded once authorized, eligibility criteria is met, and the amount can be reasonably estimated.

Page 14

XVII

3. SIGNIFICANT ACCOUNTING POLICIES Continued

Contributions are recorded when the event giving rise to the contribution occurs. Investment income, taxation penalties, and other earnings are recorded in the year they are earned.

g) Use of EstimatesThe preparation of financial statements in accordance with PSAS requires management to make whennecessary, estimates and assumptions that affect the reported amounts of assets and liabilities anddisclosure of contingent assets and liabilities at the date of the financial statements, and the reportedamounts of revenues and expenses during the accounting period.

Significant use of such estimates has been made by management in the determination of the liability forlandfill closure and post-closure costs, the estimated net recoverable amount of accounts receivable andtangible capital assets, the estimated useful life of tangible capital assets for amortization purposes, andaccrued sickleave liability. Actual results will differ.

h) Recent Accounting PronouncementsIn February 2010, the Public Sector Accounting Board (PSAB) issued PS 3510 Tax Revenue to provideguidance on how to account for and report tax revenue in Regional District financial statements. Thissection establishes recognition, measurement, presentation and disclosure requirements for tax revenue. PS3510 is effective for fiscal years beginning on or after April 1, 2012. The District does not expect theadoption of the new section to have a material impact on its consolidated financial statements.

In June 2010, the Public Sector Accounting Board (PSAB) issued PS 3260 Liability for Contaminated Sitesto establish recognition, measurement and disclosure standards for liabilities associated with theremediation of contaminated sites. The new section defines activities included in a liability forremediation, establishes when to recognize and how to measure a liability for remediation, and provides therelated financial statement presentation and disclosure requirements.

PS 3260 is effective for fiscal years beginning on or after April 1, 2014. The District has not yetdetermined the effect of the new section on its consolidated financial statements.

In March 2011, the Public Sector Accounting Board replaced and revised existing section PS 3410Government Transfers with a newly amended section PS 3410. Newly issued PS 3410 establishesstandards on how to account for and report government transfers to individuals, organizations and othergovernments from both a transferring government and a recipient government perspective. This sectionpermits a recipient government to recognize government transfers as revenue when the transfer isauthorized by the transferring government, unless the transfer creates a liability for the recipient. Aliability is created as a result of the recipient government not yet meeting eligibility criteria or the existenceof stipulations in the transfer agreement. When a government transfer results in recognition of a liability,revenue is recognized by a recipient government as the liability is settled. A transferring governmentrecognizes an expense when the transfer is authorized and the recipient has met all eligibility criteria.

Newly revised and issued PS 3410 may be applied prospectively or retroactively and is effective for fiscalyears beginning on or after April 1, 2012; however, earlier adoption is encouraged. PS 3410 will beapplied prospectively but the District has not yet determined the effect of the newly issued section on itsconsolidated financial statements.

4. CASH AND TEMPORARY INVESTMENTS (See Schedule C)

Included in cash and temporary investments is $422,050 (2011 $417,623) of moneymarket investments heldwith the Municipal Finance Authority. These investments are carried at cost which approximates fair marketvalue.

Page 15

XVIII

5. RECEIVABLES2012 2011

Government of Canada 53,411 49,540 Province of BC 2,214 6,375 Local Governments 65,450 44,629 Developer Contributions Installments 5,025 12,698 Trade Receivables 411,225 407,499

537,325 520,741 Less: Doubtful Debt Provision 51,939 51,939

485,386 468,802

6. ACCOUNTS PAYABLE AND ACCRUED LIABILITIES2012 2011

Government of Canada 22,958 49,788 Province of BC 4,050 18,681 Local Governments 1,456 3,224 Trade Payables 269,704 229,549

298,168 301,242

7. LONG TERM INTERNAL DEBT

General Reserve Fund balances amounting to $283,506 (2011 $309,080) are currently employed as loan financeto Regional District of Mount Waddington Fire Departments for the acquisition of Fire trucks. Principal isrecovered from participating departments together with interest at competitive rates. This policy is designed toallow the General Reserve Fund a premium over alternative investment rates available in the outside marketwhile enabling borrowers to obtain a discount against long term market rates.

Service Loan Commenced Maturity Balance Balance 2012 2011

Sointula Fire 145,000 1/09/2006 31/08/2021 97,600 106,201 Hyde Creek Fire 206,500 1/01/2007 31/12/2021 143,153 155,183 Woss Fire 76,000 1/01/2005 31/12/2019 42,753 47,696 Total 427,500 283,506 309,080

8. LONG TERM CAPITAL DEBT (See Schedule D)

Long term debenture debt denominated in a foreign currency would be recorded in the accounts at par valuewith the Canadian Dollar. The Regional District has no such debt as at reporting date.

Regional District own debenture debt of $343,943 (2011 $448,025) is reported net of actuarial balances.

The reported capital debt liability of the Regional District of $1,543,943 (2011 $3,329,225) includes $1,200,000(2011 $2,881,200) borrowed for the Solid Waste Landfill service under the MFA’s 5 year interim financeprogram, which does not require payments of principal. This loan has not yet been debentured.

Payment of principal on issued debt of the Regional District for the next 5 years is as follows:

2013 2014 2015 2016 2017 SEWER ISSUE #61 17,290 17,290 17,290 - - SEWER ISSUE #61A 2,897 2,897 2,897 - - SEWER ISSUE #63 1,219 1,219 1,219 1,219 - ROADS ISSUE #97 47,246 47,246 47,246 - -

68,652 68,652 68,652 1,219 -

Page 16

XIX

8. LONG TERM CAPITAL DEBT Continued

Principal on capital debt is accounted for as a reduction in the debt liability, along with actuarial adjustments asadvised by the MFA totaling $35,430 (2011 $30,999) which are recorded as revenue.

Interest on long-term debt is charged against fund balances in the period the charges become payable. Interestrecorded in the Consolidated Statement of Operations in 2012 is $44,534 (2011 $44,702)

8(a) MUNICIPAL RECOVERABLE DEBT

Debenture Debt outstanding on behalf of member municipalities is reported net of accrued actuarial balances. Liability of member municipalities as at 31 December 2012 was $4,870,001 (2011 $5,319,355)

8(b) SHORT TERM CAPITAL DEBT

Included in the Regional District’s capital debt of $1,543,943 (2011 $3,329,225) is an amount of $1,200,000 (2011 $2,881,200) of short–term borrowings outstanding as at 31 December 2012

These borrowings are being used to fund the 2010 Landfill Upgrade project.

Interest on this short-term debt recorded in the Consolidated Statement of Operations in 2012 is $29,377 (2011 $48,947)

9. MUNICIPAL FINANCE AUTHORITY DEBT RESERVE FUND

The Regional District secures its long-term borrowing through the Municipal Finance Authority. As acondition of these borrowings, a portion of the debenture proceeds is retained by MFA as a debt reserve fund.As at 31 December 2012 the total of the Debt Reserve Fund was as follows:

2012 2012 2012 2011 2011 2011 Municipal RD Total Municipal RD Total

Cash Deposits 110,409 30,316 140,725 107,171 29,427 136,598 Demand Notes 294,172 73,214 367,386 294,173 73,214 367,387

404,581 103,531 508,112 401,344 102,641 503,985

10. BUDGET RECONCILIATION

The budget amounts presented throughout these financial statements are unaudited and represent the five yearfinancial plan bylaw approved by the regional district board on 20 March, 2012.

Note i) the budget bylaw is net of transfers to and from reserves, whereas under PSAS the financial statementsexclude such transfers ii) the budget bylaw excludes amortization expense whereas under PSAS the financialstatements are net of amortization expense iii) the budget bylaw includes Debt Principal as an expense,whereas under PSAS this is not recognized as an expense in the financial statements.

Page 17

XX

10. BUDGET RECONCILIATION Continued

As the scope of financial activity reported in the fiscal plan is not the same as that reported in the financial statements, the following reconciliation will assist a comparison of actual and budgeted results:

2012 2011 Budgeted net revenue per financial statements (69,308) (96,526)

Adjustment for Depreciation 608,689 580,166 Adjustment for Debt Principal (203,655) (68,655) Adjustment for External Transfers (301,657) (394,305) Adjustment for Internal Transfers (32,227) (20,680) Adjustment for Depreciation embedded in published net revenue (1,842) 0

Budgeted net revenue per budget bylaw NIL NIL

11. COMMUNITY WORKS (GAS TAX) FUNDING (See Schedule F)

Community Works Funds are a component of the Gas Tax Agreement funding provided by the Government ofCanada, through the Union of British Columbia Municipalities. Gas tax funding is restricted to certain publictransit, community energy, water, wastewater, solid waste and capacity building projects as specified in thefunding agreement. The following balances are included as Deferred Revenue in the Consolidated Statementof Financial Position:

2012 2011 Opening Balance of Unspent Funds 603,332 658,977 Add: Amount received during the year 204,354 204,354 Interest Earned 7,001 6,477 Less: Amount spent on eligible projects (197,585) (266,476) Closing Balance of Unspent Funds 617,102 603,332

12. OTHER LIABILITIES

i) Other Liabilities consist of the following:

General Revenue Fund 2012 2011 • Employee Vested Benefits 24,145 24,145 • Landfill Post Closure (see 12 ii) 460,771 432,108

484,916 456,253

General Reserve Fund • Woss Community Capital Reserve 115,241 113,817

600,157 570,070

ii) Environmental law places an obligation on a Regional District for certain closure activities and post-closurecare for a period 25 years after closure. Where it is known for certain that a requirement exists for future sacrifice of economic benefits in relation to the closure care obligation, PS3270 provides guidance for the recognition of the associated liability. As far as the Regional District’s landfill operation known as 7 Mile is concerned there exists a contingent liability in respect of landfill closure costs. (refer Note 14)

There remains an obligation for post-closure care beginning 1 January 2012 in respect of Phases I and II. This has been estimated at $460,771 as at 31 December 2012 (2011 $432,108). These balances are included within the total of Other Liabilities.

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XXI

12. OTHER LIABILITIES Continued

The most recent 7 Mile Landfill Design and Operation Plan Update (DOP) completed in November 2008 Sperling Hansen Associates (SHA) estimated that the landfill’s service life would extend to 2063.

Subsequent to this analysis, the Regional District has been outperforming the assumptions set out in the DOP with the commencement of the Phase 3 expansion having not occurred yet despite being assumed to begin in 2009 as set out in the plan. Based on this outcome, the 2063 date for the exhaustion of airspace at 7 Mile Landfill is a conservative one with an estimated 73% of the capacity remaining to be filled.

13. ACCUMULATED SURPLUS

December 31 2012 2011 Equity in Financial Assets 2,802,285 3,941,724 Equity in Tangible Capital Assets 11,829,078 10,367,496 Equity in Reserve Fund 1,188,553 1,019,424 Accumulated surplus, end of year 15,819,916 15,328,644

14. CONTINGENT LIABILITIES

As at December 2012 there existed a contingent liability in respect of possible landfill closure costs, estimatedat $590,000 on the basis of a report by the Regional District’s landfill consultants, Messrs Sperling HansenAssociates. The uncertainty surrounding this issue is due to the uncertain effect on the need for the installmentof an engineered landfill cover (liner) consequent upon the 2009/2010 capital upgrade project for improvedleachate capture, monitoring, treatment, and drainage control.

It is anticipated that a resolution of the uncertainty will be achieved over time as a function of the quantity andquality of leachate as determined through stringent monitoring activity.

15. MOUNT WADDINGTON REGIONAL HOSPITAL DISTRICT

The board members of the Regional District of Mount Waddington sit on the board of the Mount WaddingtonRegional Hospital District. The Regional District and the Regional Hospital District are separate legal entitiesas defined by separate letters patent and authorized by separate legislation.

During the year, administrative support services provided to the Regional Hospital District by the RegionalDistrict of Mount Waddington totaled $66,840 (2011 $66,840)

On behalf of the Regional Hospital District, Regional Hospital District revenues and expenses are received intoand expended from the Regional District’s single bank account held with the C.I.B.C. Cash & TemporaryInvestment balances held on behalf of the Regional Hospital District at yearend are included in theconsolidated bank balance of the Regional District. The liability account “Due to Hospital District” reflectsthis balance as $2,651,884 as at 31December 2012 (2011 $1,886,485)

16. PENSION LIABILITY

The Regional District of Mount Waddington and its employees contribute to the Municipal Pension Plan(Plan), a jointly trusteed pension plan. The Board of Trustees, representing plan members and employers, isresponsible for overseeing the management of the Plan, including investment of the assets and administrationof benefits. The Plan is a multi-employer contributory pension plan. Basic pension benefits provided arebased on a formula and the Plan has about 176,000 active members and approximately 67,000 retiredmembers. Active members include approximately 35,000 contributors from local governments.

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16. PENSION LIABILITY Continued

The latest valuation as at December 31, 2009 indicated an unfunded liability of $1.024 billion for basic pension benefits. The next valuation will be as at December 31, 2012 with results available in 2013.

Defined contribution plan accounting is applied to the Plan as the Plan exposes the participating entities to actuarial risks associated with the current and former employees of other entities, with the result that there is no consistent and reliable basis for allocating the obligation, Plan assets and cost to individual entities participating in the Plan.

The Regional District of Mount Waddington paid $86,688 (2011 $84,016) for employer contributions to the plan in fiscal 2012.

17. COMPARATIVE FIGURES

The comparative figures have been reclassified where applicable to conform to the current year’s presentation.

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XXIII


MINUTES MINUTES of the regular Board meeting of the Regional District of Mount Waddington held Tuesday, June 18, 2013 at the Regional District Office, 2044 McNeill Road, Port McNeill.

Present:

Chair D. Rushton Directors: H. Soltau, P. Wainwright, A. Hory, M. Berry-Alternate Director, J. Allen, B. Parnham, J. Tidbury, G. Furney Staff: G. Fletcher-Administrator; J. Mackenzie-Treasurer; N. Smith-

Manager of Economic Development; A. MacDonald-Manager of Planning; P. Donaghy-Manager of Operations; B. Danyk-Finance Clerk; L. Patterson-Recording Secretary

Public: 3 Regrets: D. Aberley

Call to Order:

The meeting was called to order at 2:00 pm

SECTION “A” Adoption of Agenda: 119/13

1. Adopt the Agenda as circulated. It was moved and seconded that the Agenda be adopted as presented.

CARRIED

Minutes: 120/13

2. Minutes of the meeting held May 21, 2013

It was moved and seconded that the minutes of the Regional District of Mount Waddington meeting held May 21, 2013, be adopted.

CARRIED

Correspondence on the table: 121/13

3. a) District of Port Hardy Regular meeting minutes dated May 7/13, Town of Port McNeill Regular meeting minutes dated May 6/13, Special meeting minutes dated May 8/13; Village of Port Alice Regular meeting minutes dated May 8/13, Apr 24/13, Apr 10/13, Mar 27/13.

b) Coal Harbour LCC minutes dated Apr 10/13, Mar 13/13; Hyde

Creek APC minutes dated May 1/13. It was moved and seconded that the correspondence on the table be received and filed.

CARRIED

SECTION “B”- STAFF REPORTS: Administrator’s Report:

1. Monthly Report from the Administrator dated June 11, 2013. • Office Janitorial contract runs out at the end of the month,

current contractor will advise if able to continue until July 16 • Attended LGMA, high speed internet access for running cloud

applications is an issue for rural/remote areas; also makes it difficult to attract and retain employees

• Emergency Planning/Tsunami Workshop: July 5th 9-11am in Port Hardy and 1:30-3:30 in Port McNeill

• Board wished Cori Neilson good luck in the future • Five year anniversary of Mount Waddington Transit,

presentation on July 2nd, Gatehouse Theatre, Port McNeill from 1-2pm o Discussion regarding lack of input into anniversary

celebrations arose because there has been no quorum at last two transportation committee meetings

o Terms of Reference for the Transportation Committee will be circulated to Directors

Page 1 of 21

122/13

It was moved and seconded that the June 2013 report from the Administrator be received and filed.

CARRIED

Economic Development Report: 123/13 124/13

2. Monthly Report from the Manager of Economic Development dated June 11, 2013. • Identified ongoing projects which will require particular

attention: AHRT Renewal, BCRN Project Comeback, Labour Market Partnership & SD85, www.northislandresource.ca, Growing Malcolm Island and the Nimpkish Valley Heritage Park

• Three Statements of Significance should be completed in the next three months, Administrator will be working with the Board to finish

• It has been a pleasure working with the Regional District It was moved and seconded that the June 2013 Economic Development report be received and filed.

CARRIED a) Tourism Coordinator Report dated June 11/13

• Has there been further consideration of a rotation of Tourism staff through the Visitor Centres in each community? Joli will follow up

It was moved and seconded that the June 2013 Tourism Coordinator report be received and filed.

CARRIED

Operations Report: Karsten Construction-Malcolm Isl Transfer Stn Improvements 125/13 126/13

3. Monthly Report from the Manager of Operations dated June 10, 2013. • Bid period for improvements to the Malcolm Island Transfer

station finished Jun 14 It was moved and seconded that Karsten Construction be hired to carry out improvements to the Malcolm Island Transfer Station at a cost of $19,426.

CARRIED It was moved and seconded that the June 2013 report from the Manager of Operations be received and filed.

CARRIED SECTION :C: - PARKS AND PLANNING

Parks Report: Directors Parks Meeting 127/13 128/13

4. Monthly Report from the Manager of Parks dated June 10, 2013. • A 16 page special Parks report was emailed to all Directors

It was moved and seconded that a meeting be scheduled for July 16 to discuss the special Parks report, the creation of a Regional Parks Advisory Board and any parks recommendations for action.

CARRIED

It was moved and seconded that the June 2013 Parks report be received and filed.

CARRIED

Planning Report:

5. Monthly Report from the Manager of Planning dated June 11, 2013. • Port Harvey Marine Resort-awaiting word from VIHA that

required filings have been received • Telegraph Cove Holdings zoning-complicated and requires

more time • Subdivision application on Malcolm Island-applicants working

on issues regarding minimum lot sizes

Page 2 of 21

http://www.northislandresource.ca/

129/13

It was moved and seconded that the June 2013 Planning Report be received and filed.

CARRIED Committee Reports from Directors: Fee Waiver for Woss Temporary Use Permits 130/13 Brookfield DVP-02-2012 Amendment: DVP-01-2013 131/13 Triport DVP Approval 132/13

1. Planning Committee Recommendations (from June 17/13 meeting)

a) Temporary Use Permits for three Woss Residents using RVs for Residential purposes: Request to Waive the Fee

It was moved and seconded that the $450 fee for Temporary Use Permits for the following properties in Woss be waived:

i. Lot 14, Block D, Plan VIP69589 Section 21 ii. Lot 19, Block D, Plan VIP69589 Section 21 iii. Block C, Section 21 PID 024 531 171

CARRIED

b) Amendment to the Brookfield Residential Development Variance Permit

It was moved and seconded that an amendment be approved to Development Variance Permit DVP-02-2012 to vary the provisions of section A.1.1 of Regional District of Mount Waddington Zoning Bylaw No. 21, 1972, of the proposed subdivision of the land described as District Lot 202, Rupert District, Except Part in Plan 23811, described as Amended Development Variance Permit DVP-01-2013; AND THAT the Administrator register a Notice of Permit with respect to Amended Development Variance Permit DVP-01-2013 on the titles of Lots 1, 2, 3, 4, 5, 7 and 8 once the subdivision has been registered at the Land Title Office.

CARRIED c) Tri-Port Motorbike ATV Club Application for a Development

Variance Permit It was moved and seconded that the Development Variance Permit DVP-02-2013 to vary the provisions of Section A of Regional District of the Mount Waddington Zoning Bylaw No. 21, 1972, that apply to this site in order to provide relief from the setback requirements of 7.5m (24 feet), be approved.

CARRIED

SECTION “D” – BYLAWS Bylaw No. 850 1st, 2nd & 3rd Reading 133/13 Bylaw No. 850 Adoption 134/13 Bylaw No. 851 1st, 2nd & 3rd Reading 135/13

1. Bylaw No. 850 cited as “Regional District of Mount Waddington

Hyde Creek Sewer Rates and Regulations Amendment Bylaw No. 850, 2013” to be read a first, second and third time.

It was moved and seconded that Bylaw No. 850 be read a first, second and third time.

CARRIED 2. Bylaw No. 850 to be adopted. It was moved and seconded that Bylaw No. 850 be adopted.

CARRIED 3. Bylaw No. 851 cited as “Regional District of Mount Waddington

Woss Community Capital Reserve Fund Expenditure Bylaw No. 851, 2013” to be read a first, second and third time.

It was moved and seconded that Bylaw No. 851 be read a first, second and third time.

CARRIED

Page 3 of 21

Bylaw No. 851 Adoption 136/13

4. Bylaw No. 851 to be adopted. It was moved and seconded that Bylaw No. 851 be adopted.

CARRIED

SECTION “E” Correspondence: North Island 9-1-1 Corporation Articles Amendment 137/13 138/13

1. North Island 9-1-1 Corporation Articles Amendment dated Apr.

11/13 It was moved and seconded that the Regional District of Mount Waddington is in favour of executing the special resolution (appendix “A”) to make select alterations to the Articles of North Island 9-1-1 Corporation, as recommended by Singleton Urquhart LLO, AND FURTHER THAT a waiver of notice (appendix “B”) be executed.

CARRIED It was moved and seconded to receive and file the correspondence.

CARRIED

SECTION “F” Finance Report: 139/13 140/13

1. Verbal Finance report from the Treasurer.

• Auditors are on site this week, audit should be finished by next Board meeting

• Letter of Work to be done by Auditors needs to be signed It was moved and seconded to accept the Treasurer’s verbal report.

CARRIED 2. Single Source Awards from the Finance Clerk dated June 10, 2013.

It was moved and seconded to approve the June 2013 Single Source Awards report.

CARRIED

RURAL/MUNICIPAL Rural Updates:

Letter of Support for CHCC application to FCC AgriSpirit Fund 141/13

Area “A” – Broughton (Malcolm Island)

• Attended MaPP meeting earlier in the month, the draft plan has been written and the interactive GPS map should be online soon

• There are discrepancies between their maps and RD OCP zoning maps

• Second annual Sointula Regatta on Canada Day • No longer a fish farm at Arrow Pass, completely empty • Thanked Neil Smith for his service

Area “B” – Quatsino

• Winter Harbour Museum is open thanks to a Tourism grant and represents 100 years of history

• Received a response from the Ministry of Transportation regarding Area B roads and Bob O’Brien will be meeting with the Board to discuss

Area “C” – Rupert

• There have been some Hyde Creek Planning issues • Coal Harbour Community Club would like to ask for a letter of

support for an application to the AgriSpirit fund to build a viewing platform for the Hornsby. Successful applicants to be announced in December

It was moved and seconded that a letter of support be written supporting the Coal Harbour Community Club’s application for $15,000 from the Farm Credit Canada AgriSpirit Fund.

CARRIED

Page 4 of 21

Area “D” – Nimpkish

• Carrying on with the Nimpkish Valley Heritage Park, permit was received and necessary falling has begun

• Expressed regret that Neil won’t be here to see the progress because he worked very hard on this project

Municipal Updates:

Village of Alert Bay • Ferry terminal upgrade completed • Keta Cable is in the final stages of upgrading their antenna to

pick up the beam direct from Newcastle and bypassing Telus entirely for bandwidth

• No summer students this year • The Library/Visitor Centre space swap is complete and looks

great • See alertbay.ca for information on Seafest which is bigger and

better this year; also running the Cormorant Island 360 • Sorry to see Neil go

Village of Port Alice

• Received funding for a summer student • The marina will be up and running soon, a few weeks later than

expected • Thanked Neil, on behalf of Port Alice

District of Port Hardy

• Filomi Days – July 19-21; Musical Ride at Storey’s Beach – Aug 7; kids are starting to get tickets in report cards

• Attended “Working in Regional Collaboration” workshop at LGLA, met with mayors and chairs around the province who share a lot of the same issues

• In particular, broadband is a big issue and needs to be worked hard on in the next year

• Ocean’s Day was a big success • Thanked Neil on behalf of the District of Port Hardy • DPH Fire Department ran an airport familiarization exercise • Planning a disaster scenario for Sept 29

Town of Port McNeill

• Seeing a good summer at the Chamber of Commerce/Visitor Centre

• Congratulations and good wishes to Neil

Committee Meetings:

Next month Committee meetings July 16, 2013 (time to be announced)

September Meeting Date September meeting 2 pm September 24, 2013

Next Month Meeting Date:

Next month meeting July 16, 2013 at 2:00 pm

Adjourn: 142/13

It was moved and seconded to adjourn the meeting at 2:55 pm.

CARRIED

CERTIFIED CORRECT: SECRETARY CHAIR

Page 5 of 21


REPORT

TO: BOARD

FROM: Greg Fletcher. Administrator

SUBJECT: July 2013 Administration Report

DATE: July 10, 2013

Transit —A five year anniversary celebration of the service was held on July 2 and approximately40 people enjoyed a short film that youth presented for the occasion at the Gatehouse Theatre inPort McNeill. Brian Cameron. the BC Transit Vice President of Operations. confirmed that twonew “Arboc” replacement buses will be arriving in spring, 2014.

Emergency Planning Tsunami Workshop - Over 20 attended a Regional Emergency Planningmeeting held in Port McNeill on July 5th to coincide with a Tsunami preparedness workshophosted by EMBC. A similar workshop was held in Port Hardy that morning. The meeting providedan opportunity for a send-off for Emergency Coordinator Con Neilson and a welcome to interimCoordinator Gloria Legal who will be serving in the position until the end of the month. A call forproposals for the position has been issued with a deadline of July 1 2th

UBCM — The deadline for early, ie discounted, registration is August 4th Topics for discussionswith Provincial government officials or Cabinet Ministers will need to be determined by the Augustmeeting. Some will be perennial issues including the BC Hydro transmission capacity. theprogress of the wide band internet plans and the rural resource roads accessing communities andrecreation areas.

Gas Tax, SCIF Reporting - The annual gas tax reporting was completed prior to the June 30tdeadline and is in the Rural Community agenda package. The SCIF report follows this report.

Respectfully Submitted.

Greg Fletcher,Administrator

Page 6 of 21


REPORT

TO: BOARD FROM: Greg Fletcher, Administrator SUBJECT: 2012 Strategic Community Investment Funds Report DATE: July 10, 2013 __________________________________________________________________________________ In accordance with the funding provided by the Strategic Community Investment Fund program, the Regional District is required to publicly report the disposition of funds expended by the end of the third reporting date on June 30, 2012. The table below shows the expenditures in relation to the plan: Intended Use Carried

Forward from previous SCIF Program

Current Allocation

Progress made to 1st reporting period (June 30, 2013,

Funds and projects Remaining

Use Funding to support administration

$447,000 $149,000 $298,000

Electoral Area Recreational Infrastructure Maintenance

$3,000 (A) $10,000 (B) $10,000(C) $5,000 (D)

$3,000 (A) $10,000 (B) $10,000(C) $5,000 (D)

Community Connections Program

$15,000 2012/12

$15,000 in cost shared Community Connections program with SD85

0

Community Heritage: Hornsby

$ 16,677 075-12, 069/13

$11,677 $5000

RD Office: Long term maintenance requirements funded from SCIF to prevent tax increases & provide stimulus

$7,313

Up to $69108 will be used for projects including a) re-paving the parking lot, b) upgrading the phone system; c) Board room communications center improvements; 4) carpeting replacement

$7313

$35,313 $478,677 $205,293 $310,313 Of the expected SCIF program payments totaling $561,608 to June, 2014, $82,931 remains unallocated. It is expected that these funds would be used to contribute to major renovations that may be required for the Boardroom if the number of Directors are increased as the result of Treaty Negotiations. Alternatively, these funds can reduce taxes in 2015. Respectfully Submitted, Greg Fletcher, Administrator

Page 7 of 21


Travel Report

TO: BOARD FROM: Greg Fletcher, Administrator SUBJECT: July Travel Report DATE: July 10, 2013 __________________________________________________________________________________ Authorization required for the following travel outside the RDMW:

Name Purpose Location Dates Est. $ L. Patterson PADM 200 North Vancouver Sept 26-9, Oct 24-

7, Nov 21-3 $3015*

S. Shambrook PADM 200 North Vancouver Sept 26-9, Oct 24-7, Nov 21-3

$3015*

*will be approximately $500 lower if the RDMW vehicle is available on all of those dates

Motion Required.

Page 8 of 21

TO:

FROM:

SUBJECT:

DATE:


ECONOMIC DEVELOPMENT REPORT

Chair and Directors

Greg Fletcher, Administrator

Monthly Report

July l0 2013

FILE NO. 31503

The new Manager. Pat English. will be starting on July l5’.

Here are updates ongoing project:

1 Regional Tourism

A meeting with TAVI is scheduled in late July. in Port Hardy.

2. BCRN Project Comeback (Provincial Youth Retention Project)

A contribution agreement has been signed with a value of $30,000 to December 31, 2014. This project willbe coordinated with the WPAC.

3. Labour Market Partnership and SDB5

A final report on the LMP was shared with the WPAC on June 20 and with the Board, by e-mail. SD85 arecommitted to providing a report back to the Board on the Connections Program’ later in the year.

Respectfully submitted.

f7e&Itei

Administer

Page 9 of 21

July 8, 2013 Neil Smith, MSc. Manager of Economic Development Regional District of Mount Waddington P.O. Box 729 Port McNeill, BC Canada Re: Vancouver Island North Tourism Report – June & July 2013 I am pleased to provide the following progress report from Vancouver Island North Tourism.

• Jun 12th, familiarization tour with onboard travel advisor – Port Hardy, Port Alice, Telegraph Cove, Port McNeill, Sointula

• Jun 18th, attended the Port McNeill Chamber of Commerce open house • Jun 19th, attended the Port Hardy Chamber of Commerce general meeting • Jun 19th, met with Tourism Vancouver Island representative regarding cooperative ads in their

annual Vacation and Outdoor Guide publications • Jun 21st, shipped Visitors Guides to multiple locations – GoBrochures and online guide

request order fulfillment • Jun 25th, submitted digital ad for Tourism Vancouver Island ad on their Vacation Guide

website – www.vancouverisland.travel (displayed in North Vancouver Island Region section) • Jun 26th, distributed 2013 Vancouver Island North Visitors Guide survey to all advertisers • Jun 26th, finalized introductory script for Vancouver Island North onboard presentation • Jun 27th, familiarization tour and stakeholder meeting with Nakwakto Rapids Tour • Jun 28th, customer service workshop survey close • Jul 2nd, completed final version of the Onboard Travel Advisor handbook • Jul 3rd, familiarization tour and stakeholder meeting with Seasmoke Whale Watching • Jul 4th, approved cooperative sales sheets for Tourism Vancouver Island Vacation and

Outdoor Guide cooperative ads, sales open • Jul 4th, shipped Visitors Guides to multiple locations – GoBrochures and online guide request

order fulfillment • Jul 4th, provided images to international travel writers for inclusion in an assigned article • Jul 5th, approved cooperative sales sheets for Destination British Columbia Outdoor

Adventure Guide cooperative ads, sales open • Jul 5th, creation complete of the Vancouver Island North onboard presentation DVD, to be

delivered by the travel advisors on the southbound Inside Passage sailings

Respectfully Submitted,

Joli White, Tourism Coordinator Vancouver Island North

Page 10 of 21

Frontline Customer Service Workshop Survey Results June 10, 2013

How did you make the decision to attend this event: I chose to attend 63% My employer asked me to attend 26% Other 11% Please specify your main reason for attending this event: Personal growth & development 28% Desire to improve my customer service skills 50% My employer asked me to attend 17% Other 5% How did you find out about the event: Vancouver Island North Tourism email notification 30% Port Hardy Chamber of Commerce email notification 0% Port McNeill Chamber of Commerce email notification 20% North Island Gazette 0% Keta Cable community listing channel 0% My employer 40% Other 10% How satisfied are you with the following: Event duration

Very Satisfied 61% Satisfied 33% Unsatisfied 6% Very Unsatisfied 0% N/A 0%

Customer Service workshop content Very Satisfied 61% Satisfied 39% Unsatisfied 0% Very Unsatisfied 0% N/A 0%

Overall quality of the speaker Very Satisfied 83% Satisfied 17% Unsatisfied 0% Very Unsatisfied 0% N/A 0%

Did the Frontline Customer Service Workshop fulfill your reason for attending? Yes – Absolutely 72% Yes – But not to my full extent 22% No 6%

Page 11 of 21

Frontline Customer Service Workshop Survey Results June 10, 2013

Please tell us why the Frontline Customer Service Workshop did not fulfill your reason for attending.

• The workshop was fabulous, but would like to see a follow-up portion, that deals specifically with difficult situations and how to diffuse them and if possible turn them around. Because of the need to cover a wide variety of topics in a short period of time, not enough time was able to be devoted to this. We like the workshop so much there should be more.

• Could have been longer, perhaps given advice on encouraging others who didn't attend

Would you recommend attending the Frontline Customer Service Workshop to others? Yes 94% Maybe 6% No 0%

What was the most beneficial aspect of the Frontline Customer Service Workshop?

• Networking with others who are in a similar "customer service" workplace. Working together to problem solve similar situations we all face being frontline staff in a customer service workplace. "How to be the best we can be at what we do!"

• Provide alternative approach for long-term employees with bad habits • Phone etiquette for our staff, don't say "no" attitude! • The power point presentation was very well done, so much valuable information. • I liked her tip about answering the telephone with a smile on your face. It definitely makes a difference of

how I feel when answering the telephone. • Refresh my customer service philosophies and skills • I enjoyed all of Jennifer's presentation I thought the comment about business theses days being a flat line is

now good. Use to be going up not down now it's just a flat line. I actually used that comment when securing a location to re-open a business.

• Community recognizes that those in the frontline work have a vital role and customer service is so important. • The speaker kept my attention very engaged. • Presenting the idea of always responding with a positive reply to any question or criticism. • It helped me realize what I am doing it right in my business and how I deal with clients.

It also helped me realize how to deal with a difficult client that is Overly difficult. It does not happen often but it does happen and when it does I will know what to do in that situation.

• Meeting others locally, discussing common problems

Please take a minute to add anything else you would like to comment about below.

• Very well presented • Maybe more details how to deal with different cultures. Do's and Don'ts when having a conversation with the

customer. • Super friendly speaker who made us all feel welcome and entertained :) Thank-you!! • The facilitator was marvelous!! Entertaining and very knowledgeable about client service etc. The time flew

for the workshop. • Jennifer was up beat, fun and had a great class. • Thank you. • I feel that the companies that participated in the workshop are very forward thinking.

A lot of the local stores and merchants could benefit from taking this course it remains to be seen if they are open minded to listen to what the speaker has to say.

Additional Comments • Although I really liked it short and sweet I can see that there is enough to talk about to cover a whole day! I

would love to send our new office staff at the beginning of the season to attend. • Thanks for a refresher in excellent customer service skills!! :) • Thanks to the local Chamber of commerce for sponsoring this workshop. :-) • Thank you for having this workshop in our town.

Page 12 of 21


REPORT

TO: Chair and Directors FILE NO. 315.04 FROM: Patrick Donaghy, Operations Manager SUBJECT: July Report DATE: July 9, 2013 The Manager of Operations has been focussing on a variety of fronts since the last Board meeting. On July 3, the RDMW hosted a meeting of local government staff and businesses participating in solid waste related activities to discuss challenges and opportunities related to the diversion of packaging and printed paper materials. This meeting resulted in a better understanding of what was achievable and what synergies existed between various communities. Subsequent to this meeting, the Manager of Operations, met with the District of Port Hardy staff to further explore the best options for Port Hardy and Coal Harbour. Other planned community based meetings include Woss, Quatsino, Coal Harbour, Malcolm Island and a Council meeting in Port Hardy. The recently approved upgrades to the Malcolm Island Recycling Depot have been completed by Karsten Construction. Work was done to high standard with only some minor gravel grading required to finish this phase of work. The upgrade to the Woss waste water lagoon has been completed bring the facility in compliance with recent MoE site review comments. Regarding bylaw enforcement issue related to Woss and brought to the Board’s attention at the June meeting, letters have been sent to properties out of compliance with the communities zoning bylaws. Already two properties have made changes bringing them into compliance. The expectation is that other property owners will utilize the opportunity offered by the RDMW to use Temporary Use Permits to provide time to come into compliance. The Manager of Operations has also been reviewing the existing landfill operator contract that is coming to the end of its term in December 31, 2013. To date only minor changes are required to meet the RDMW’s needs for the next few years and despite initial concerns, it looks feasible to offer a 3 year term with an additional 2 year extension. The Manager of Operations has also started an in depth assessment to determine the breadth of coverage that volunteer fire fighters have while carrying out their various functions. This subject needs to be revisited periodically to insure that changes in policies that protect the volunteers do not leave any undue exposure. Finally the Manager of Operations will miss the next Board meeting while on vacation. If any Board member has any questions, please contact me at your convenience prior to the second week of August as I will then be away until Labour Day. If any member of the Board has any questions related to local or regional services managed by the Operations Manager, please feel free to forward any inquiries at your convenience. Respectfully submitted _________________________________________ Patrick Donaghy PEng, MSc Manager of Operations

Page 13 of 21

TO:

FROM:

SUBJECT:

DATE:


REPORT

Chair and Directors

Greg Fletcher, Administrator

Monthly Parks Report

July 10, 2013

FILE NO. 315M9

To date, Link River and Clint Beek (Keogh Lake) parks have been busy while traffic at Bere Pointhas been slower than normal.

The Parks crew have been making do with their truck, which is in the shop for major repairs.

Respectfully submitted,

Administrator

Page 14 of 21

TO: Chair and Directors, Regional Board File: 315.05 FROM: Greg Fletcher, Administrator SUBJECT: July 2013 Planning Department Summary Report DATE: July 10, 2013 The Planner left on July 3rd. Fortunately, Nelson Lovestrom is able to assist until the Planning Manager post is filled.

Bylaw Enforcement: 3 letters were sent out to Woss residents dealing with siting and servicing issues. Site Permit: • Site Permit issued in Hyde Creek for the purpose of building a car wash • A community meeting will be held in Woss, in conjunction with MMBC options, to address the

possibility of adopting a site permit process. Subdivision • Finalizing the Brookfield Alice Lake Subdivision. In final discussions with the Applicant on RDMW

concerns about the development in flood areas. • PLA issued for Jane Lake Holdings for a three lot subdivision of a 117 acre property on the west

shore of Neroutsos Inlet, west of and across from the Village of Port Alice. Temporary Use Permits: Letters have been sent out to three Woss residents requesting that they take out TUPs or comply with bylaws by August 1. One is now in compliance, and another has indicated their intention to comply. Zoning Bylaw Amendments • Port Harvey Marine Resort rezoning from R1 Residential to Commercial Marine still on hold

waiting for the applicant to provide evidence that they are compliant with health regulations. Applicant could provide this information up to the date of the Board meeting which may mean consideration for 3rd & final reading. Alternatively, applicant is considering requesting a new public hearing.

• Discussions are ongoing with a Telegraph Cove applicant regarding the sufficiency of their application to develop a new zone.

Respectfully submitted, Greg Fletcher ____________________ Greg Fletcher Administrator


STAFF REPORT

Page 15 of 21


BYLAW NO. 852

A bylaw to amend the “Coal Harbour Volunteer Fire Department Local Service Establishment Amendment Bylaw No. 794” to provide for an increase in the

maximum requisition amount for annual operations cost. WHEREAS by Bylaw No. 330, 1989 the Regional District of Mount Waddington established a local service for the purpose of providing fire protection to a portion of Electoral Area “C”; AND WHEREAS by Bylaw No. 794, 2010, the maximum amount that may be requisitioned annually for the cost of the service is Twenty-six thousand dollars ($26,000); AND WHEREAS the Regional District of Mount Waddington deems it necessary to increase the requisition limit to accommodate increased annual costs; AND WHEREAS the proposed increase is within 25% over a five year period; AND WHEREAS written consent, attached to and forming part of this bylaw, has been given on behalf of the Electors by the Electoral Area “C” Director to amend Bylaw No. 794; NOW THEREFORE the Board of the Regional District of Mount Waddington in open meeting assembled hereby enacts as follows: 1. THAT Bylaw No. 794, 2010 Section 1, is amended by striking out the expression “the maximum

amount that may be requisitioned for the cost of the Coal Harbour Volunteer Fire Department Local Service shall be $26,000 per annum” and replacing with the expression “$28,500 per annum”.

2. THAT this bylaw be cited as “Coal Harbour Volunteer Fire Department Local Service Establishment

Amendment Bylaw No. 852, 2013”.

READ A FIRST TIME THIS DAY OF , 2013

READ A SECOND TIME THIS DAY OF , 2013

READ A THIRD TIME THIS DAY OF , 2013

ADOPTED THIS DAY OF , 2013

SECRETARY CHAIR I, ________________ hereby certify, that the foregoing is a true and correct copy of Bylaw No. 852 cited as the Coal Harbour Volunteer Fire Department Local Service Establishment Amendment Bylaw No. 852, 2013” as adopted this day of , 2013. _____________________________ SECRETARY

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BYLAW NO. 852

Electoral Area Director Consent

July 16, 2013 I, Andrew Hory, Area Director for Electoral Area “C” give consent to raise the maximum annual operating cost of the Coal Harbour Volunteer Fire Department Service recovered by requisition of monies from $26,000 to $28,500 per annum. ______________________________ Andrew Hory Area “C” Director

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From the desk of

-Grant Odsen

/ / RegionaL Manager, Passenger Services, British CoLumbiaGreyhound Canada Transportation ULC,

25 \otre Dame DrKamloops 11 C V2( 3\8

Tel: 25O-3741226N P

June 21. 2013

Regional I)istrict of Mount WaddingtonBox 7292044 MeNeill RoadPort MeNeill. BC VON 2R0

Board Chair and Directors:

Greyhound Canada Transportation ULC has filed an application with the B.C. Passenger TransportationBoard for the removal of route point(s) that has the possibility of affecting your Regional District. Theservice change is detailed in the enclosed Public Notice(s).

Should your Regional District have any Comments regarding this proposaL please notify the B.C.Passenger l’ransportation Board at the address set out in the Public Notice(s).

Sincerely.

G.M. OdsenRegional ManagerPassenger and Garage Services, British ColumbiaGrey hound Canada Transportation LLC

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Route W

GREYHOUND CANADA TRANSPORTATiON ULC

PUBLIC NOTICE: PROPOSED REMOVAL OF ROUTE POINT

Greyhound Canada Transportation ULC has made application to the B.C. Passenger

Transportation Board to remove route point Nimpkish Camp between Campbell River and Port

Hardy.

The proposed route points and current route points are set out on the attached worksheet for

Route W.

Interested parties may provide written comments on or before July 10, 2013:

B.C. Passenger Transportation BoardBox 9850 Stn Prov GovtVictoria, BC V8W 9T5

By Fax: 250.953.3788By E-Mail: ptboardgov.bc.caQuote Application # 142-13 / Route W

For further information on this application, please refer to an explanatory paper by Greyhound Canada and to the

existing terms and conditions of Greyhound Canadas BC Passenger Transportation Licence both posted on

Passenger Transportation Board web page wwwth.gov.bc.ca/ptb/bus.htm and also posted on the Greyhound Canada

website www.grevhounda and then go to the “Regulatory Alert BC” link on the home page.

Written comments are forwarded by the Board to Greyhound Canada. Comments from private individuals are

subject to a privacy and confidentiality undertaking made by Greyhound Canada with the Passenger Transportation

Board.

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1CJ3 Route Worksheet

Route W

District of Campbell River to District of Port Hardy

Table 734A I 734B

Current Daily Mmirnurn Current Weekly Proposed Daily lvi inimurn Proposed Total Weekly

(cacti direction) lvlinirnurn iLach Otrection) MinimLm

Route PoiiitjftCL of ani bell RiveLj 1 ‘

Savward & Highway 19 lfd l4fd

Village ofpyard alt alt NO CHANGE

WosCoip 1 14

psha__ lfd l4fd 0 j 0(remoeroutepoint)

Town of Port McNeill 1 14

Eiiceiuncti lfd l4fd NO CHANGE

[ District of Port Hardy 1 14

Proposed Changç

Route W — remove route point Nimpkish Camp

HBdocs - 14865647v1

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Single Source Awards

TO: BOARD

FROM: Bonnie Danyk, Finance Clerk

DATE: July 8, 2013

Policy # Il - 2:1 Tendering Procedure and Policy requires that instances

where there has been a single source procurement or the lowest quote has not

been accepted the reasons therefore shall be reported to the next meeting of the

Board for information, the following is submitted:

Single Source Procurements

DATE CHEQUE # PAYABLE TO AMOUNT SERVICE

01-Jun 44459 Water Pure & Simple $ 270.00 Solid Waste

01-Jun 44467 Cleartech $ 1,141.04 CH Water

01-Jun 44479 Bonanza Creek Contracting $ 2,047.50 Ec Dev

03-Jun 44485 Coral Engineering $ 728.18 Solid Waste

10-Jun 44512 Watson Ventures $ 967.82 SOS\Bere Pt

17-Jun 44541 North Island Power Sweeping $ 527.31 T-cove Road

17-Jun 44544 Two for One Consulting $ 2,207.99 Fire Depts

17-Jun 44556 Wavor Wire $ 647.97 Solid Waste

17-Jun 44567 Island Business Print Group $ 997.92 Solid Waste

Lowest Quote not Accepted.

DATE CHEQUE # PAYABLE TO AMOUNT SERVICE

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Documents

07 16 RDMW AGENDA PKG.pdf · REGIONAL DISTRICT OF MOUNT WADDINGTON AGENDA . AGENDA for the regular Board meetingof the Regional District of Mount Waddington to …