EAST ELGIN COMMUNITY COMPLEX INTERIM BOARD

Transcription

EAST ELGIN COMMUNITY COMPLEX INTERIM
BOARD
Wednesday, November 4, 2015
(immediately following the
Joint Special Council Meeting @ 7:00 p.m.)
Blue Line Room, East Elgin Community Complex
Page
1.
WELCOME - Chair - Mayor Currie
2.
CONFIRMATION OF AGENDA
(a)
3.
DECLARATION OF PECUNIARY INTEREST
4.
APPROVAL OF PREVIOUS MINUTES
3-6
(a)
5.
6.
Minutes of the East Elgin Community Complex Interim Board meeting
held on October 7, 2015.
DELEGATIONS
(a)
7
Confirmation of Agenda
Delegation - Charlie Roloson, on behalf of Aylmer Spitfires Junior C
Hockey.
ACTION ITEMS
(a)
Councillor Barbour - request re the concession operator.
Clerk's Note: The action taken by the Interim Board on September 2,
2015 will need to be reconsidered prior to considering Councillor
Barbour's request.
Moved by Councillor Wolfe and seconded by Councillor Oslach:
That the EECC Interim Board defers making any decisions regarding
the 2015 EECC Concession RFQ until such time as an EECC General
Manager replacement is appointed.
The Motion is Carried.
The Terms of Reference for the Interim Board states:
Reconsideration
4.7 Despite a previous decision, a Board Member may ask that a
previous motion be reconsidered. Debate on a motion for
reconsideration shall be confined to reasons for or against
reconsideration. To bring the original motion back to the table for
reconsideration, a majority of the Board is required. A Board Member
who voted with the majority on the original motion must introduce a
Page 1 of 19
Page
EECC Interim Board - Nov 4 2015
6.
ACTION ITEMS
motion for reconsideration. In the event that the original motion was
not decided by a recorded vote, the Chair shall determine that the
motion to reconsider is being appropriately introduced.
Report from the Administrators - November Interim Board Report.
Action: Recommendation.
8-17
(b)
18
(c)
(d)
Discussion - Summer Ice for 2016.
Report from the Administrators - On-Line Booking Request for Proposal
(RFP) Results. Action: Recommendation.
19
(e)
Discussion - for 2016 Budget Process - Appendix A of the Terms of
Reference.
7.
CLOSED SESSION
8.
ADJOURNMENT
(a)
Adjournment
Page 2 of 19
East Elgin Community Complex Interim Board
October 7, 2015 – 7:00 p.m.
Blue Line Room
East Elgin Community Complex
The East Elgin Community Complex Interim Board met in the Blue Line Room, located
in the East Elgin Community Complex, at 531 Talbot Street, West, Aylmer, at 7:00 p.m.
with the following present:
Aylmer Council: Mayor G. Currie, Deputy Mayor M. French, Councillor S. Andrews,
Councillor P. Barbour, Councillor B. A. Laur, Councillor T. McDonald, and Councillor A.
Oslach.
Malahide Council: Mayor D. Mennill, Deputy Mayor M. Wolfe, Councillor M. Widner,
Councillor M. Moore, Councillor R. Cerna, Councillor M. Wales, and Councillor C.
Glinski.
Staff: Malahide Chief Administrative Officer/Clerk M. Casavecchia-Somers, Aylmer
Administrator/Deputy Clerk J. Reynaert, and Malahide Deputy Clerk D. Wilson.
___________________________________________________________________
1.
WELCOME AND CALL TO ORDER:
Malahide Mayor D. Mennill assumed the Chair and called the meeting to order at 7:40
p.m.
2.
CONFIRMATION OF AGENDA:
Chair Mennill confirms the agenda by consensus.
3.
DECLARATION OF PECUNIARY INTEREST:
No disclosures of pecuniary interest were declared.
Minutes of the East Elgin
Community Complex Interim
Page 3 of 19
EECC Interim Board
4.
October 7, 2015
MINUTES:
Moved by: P. Barbour
Seconded by: M. Wales
THAT the minutes of the East Elgin Community Complex Interim Board
held on September 2, 2015, be adopted as printed and circulated.
Carried.
5.
DELEGATIONS:
Delegation - Toni Sheils, on behalf of the B.A.D. Girls Hockey Association
Toni Sheils, on behalf of the B.A.D. Girls Hockey Association, appears before the
Interim Board and provides the following comments for the Interim Board to consider:
(a) The Association is discouraged that the EECC Board and Councils have been
unable to make a decision and stick to it.
(b) They are concerned that they are required to submit a request for ice use five
months prior to using the ice and yet, in recent years, they are not advised if that
ice has been granted until approximately 2 weeks before the scheduled use. If
ice requests are not granted, then they are reacting late in the process to secure
the necessary ice somewhere else.
(c) They need more flexibility for ice rentals especially during play-off season. They
would like to be able to swap or exchange ice with other users, without penalty.
(d) They would like to have immediate access to the ice schedule to determine ice
time availability; and would like to have an up-to-date calendar of ice use on the
EECC website.
(e) They would to be exempt from rental fees for a table/space for early registration
whether they have ice rented at that time or not.
(f) During their annual tournament they would like to have use of the small
community room at no charge.
(g) They expressed concern that some of the lights in parking lot (on the east side)
are not functioning and would like them to be either repaired or replaced.
(h) They would like an ice allocation process similar to Thames Centre (Dorchester
Arena) whereby the main user groups all meet together with the Arena Staff to
develop an ice schedule together. This results in a more timely approval
process.
Ms. Sheils complimented the EECC Staff, particularly the EECC Administrative
Assistant Lisa Dahm, indicating that the Staff has been very helpful and works to keep
the lines of communication open. Ms. Sheils also indicated that the EECC facility is
always kept clean and well maintained.
Page 4 of 19
EECC Interim Board
October 7, 2015
Chair D. Mennill responded to Ms. Sheils comments by indicated that the Interim Board
is working to try to make Complex more user-friendly.
The Interim Board thanked Ms. Sheils for her comments.
6.
ACTION ITEMS:
(a)
October EECC Interim Board Report:
The Township and Town Administrators presented the October EECC Interim Board
Report No. 33-15, dated October 7, 2015.
The Town Administrator reviewed the various matters set out in the report, including:
 Status of the General Manager position;
 Status of on-line booking software project;
 Status of Website update project;
 Status of the anchor tenant RFP for property management company;
 Status of various EECC programs;
 Wi-Fi proposal for EECC;
 Family New Year’s Eve program;
 Operating budget comparison analysis;
 Hall Revenue (Imperial Hall) update;
 Capital Budget comparison; and
 Summer Ice analysis/update.
Moved by: Ted McDonald
Seconded by: Arthur Oslach
THAT, notwithstanding that there is no 2015 Budget allocation for this
project, the Municipal Staff be authorized and directed to proceed with the
installation of Wi-Fi for the EECC building at an estimated cost of $5,200.00.
Carried.
The Interim Board asked the Staff to report back at the next meeting with additional
information concerning the 2015 budget to actual variances regarding salaries and
wages for Part-Time and Casual EECC Employees.
The Interim Board agreed to consider at its next meeting to be held on November 4,
2015 whether to maintain or eliminate summer ice for 2016 season.
The EECC Interim Board Meeting recessed at 8:45 p.m. and reconvened at 8:52 p.m.
(b)
EECC Interim Board Action Plan – Item for Action in October, 2015.
Page 5 of 19
EECC Interim Board
October 7, 2015
A general discussion was held regarding the reserves for the East Elgin Community
Complex.
The Interim Board noted that the 5% surcharge on all ice and hall rentals at the EECC
continue to go into reserves for future capital expenditures. It was the consensus of the
Interim Board that this practice be continued.
7.
ADJOURNMENT:
Moved by: R. Cerna
Seconded by: M. Wales
That the EECC Interim Board meeting be adjourned at 9:50 p.m. to meet again on
November 4, 2015, at 7:00 p.m.
Carried.
______________________________
Chair, Mayor D. Mennill
_____________________________
CAO/Clerk, M. Casavecchia-Somers
Page 6 of 19
ee
Nancie Irving
From:
Sent:
To:
Cc:
Subject:
Jennifer Reynaert
Monday, October 19, 2015 4:00 PM
Pete Barbour
Greg Currie; Nancie Irving
RE: Concession stand
I will have this added for discussion at the next scheduled Board meeting.
Jennifer Reynaert
Administrator/Deputy Clerk
Town of Aylmer
46 Talbot Street West
Aylmer, ON N5H 1J7
519-773-3164
From: Pete Barbour
Sent: October-19-15 7:18 AM
To: Jennifer Reynaert <jreynaert@town.aylmer.on.ca>
Cc: Greg Currie <gcurrie@town.avlmer.on.ca>
Subject: Concession stand
Can we revisit the plan to not consider searching for a concession operator until after the new manager is in
place, at least to get circulation out?
Pete Barbour
Councillor, Town of Aylmer
Res: 519-765_3793
Cell: slg-52o-o24o
Councillor Barbour - request
re the concession operator.
1
Page 7 of 19
Town of Aylmer
A
i/c
II
Aylmer, ON N5H 1J7
Ontario Canada
yzjr..cr
(519) 773-3164
Proud Heritage. l3righi Future.
Report Title:
41-15 November Interim Board Report
Date Submitted:
November 4, 2015
Report Author:
Jenny Reynaert, Administrator
Michelle Casavecchia-Somers, CAO
Recommendation:
That the EECC Interim Board receives Report 41-15 from the Administrators as
information.
Background and Analysis:
GM Position:
The recruitment process for the EECC General Manager continues. Scheduling
of potential interview dates is underway anticipating that such interviews will
begin in early November.
Web Site Overhaul Proiect:
The contractor is still working on bringing over content from the current website.
Once this stage is completed, the Staff will review the content and provide any
new materials to be posted. The contractor will review the content for
accessibility compliance once completed.
Anchor Tenant Project Update:
A Request for Proposal has been drafted and was forwarded to legal for review
and comment. The RFP will be issued as soon as the legal review is complete.
Wi-Fl for Building:
Equipment has been secured and a plan developed for the installation of Wi-Fi in
the building.
Report from the
Administrators - November
Page 8 of 19
Co-Op Student:
Staff has interviewed Co-Op Students from University of Waterloo. We are
awaiting the results of a match through the system in place there, but we are
anticipating having a student in place for January 2016.
Operating Budget Comparison Analysis (attached):
The budget comparison attached was printed on October 22, 2015, which results
in a budget target of approximately 83% at that date. Our year-to-date actual
percentage is 85% (see page 3 of the report). We are close to target as of
nd
October 22
Wages and Benefits Analysis (61111— 61992)
When the 2015 Budget was drafted an overall reduction in labour and benefits
was forecasted of $95,940. The majority of this anticipated savings was in the
part-time wage category.
The budget reductions were based on the following adjustments:
•
•
•
•
•
•
•
•
Reduce hours of operation to 8 hour shifts and close the building on
holidays and other regular days unless ice and facility rentals warranted
being open
Revise the administration office hours by one half hour per day
Close the office during lunch periods when staffing was limited
Discontinue having a customer service representative in the building over
weekends and for tournaments
Eliminate a co-op student for summer and fall terms
Temporarily fill full-time LTD employee with part-time operators
No ice rentals in June and July reducing hours scheduled for casual and
part-time staff
Lock off one compressor to lessen the need for “B” Ticket operators.
There are now known year-to-date pressures to the above adjustments that were
made to the budget which we anticipate will cause an overrun in staffing by the
end of the year as follows:
•
•
•
•
Administration office hours were not reduced
Compressor lock off was delayed due to deferred budget approval
Hall rentals are higher than were anticipated which will result in more part
time labour use
The unanticipated absence of the General Manager requires the use of
more casual and part-time labour to assist in covering the administration
office, planning and implementing programs, vacation and sick time
coverage, and generally the Chief Operator and Facility Coordinator have
been called on to assist the Managing CAO in the general running of the
facility that requires part-time and casual staff to cover periods in other
areas.
Report from the
Page 9 of 19
General Administration Operating Expenses (63110-67200)
Generally we look to be on track when reviewing budget to actual numbers.
There are a few areas that we have seen actual expenses exceed anticipated
budget. We will be attempting to cover overruns in specific account line items in
the overall operating budget.
Training (63130)— First Aid and Working at Heights training are the two major
expenditures charged.
Furniture and Equipment (63265) A back drop was purchased for the stage
and hose reels installed in EastLink arena that allows for electric drops from
the ceiling for events similar to the Home and Garden Show.
—
Legal Fees (63311)— Unanticipated legal costs for reviewing for
donor/naming rights, Terms of Reference review, and solar project review.
The anchor tenant review is currently underway.
Repairs and Maintenance-Other (63580) The cost to clean the parking lot
for line repainting was more than anticipated.
—
Janitorial Supplies (63610) —The halls have been rented more than
anticipated when the budget was drafted causing more expenditures in
janitorial supplies in general (cleaners, paper products).
Maintenance Supplies (63620) Ice paint, boom rental, hockey net repairs,
and front end loader rental and other supplies that were required for work
done for the summer ice closure period have contributed to overruns in this
account.
—
Repairs/Alterations/Services (63630) Although this account is not yet over
budget we are anticipating that it may be. The building is currently 11 years
old and requires more for repairs and maintenance than previous years. We
will need to make note of this for future budget periods. We have several
expenditures that have not been recorded as yet including, a generator hose,
snow pit weld repairs, heating unit for workshop, and heating units for
dressing rooms. The estimate for these unrecorded expenses is $4,530.
Additionally, we have some repairs that we are seeking quotes for including,
boiler furnace repairs, emergency lights, and ice cube making machine.
—
We have experienced significant problems with our gas refueling system over
the past two years. We have made repairs to the system to keep it operating
in 2015. This system has a backup unit that is kept in house so that when
repairs are needed to one, we switch it out and get the spare repaired
causing no delay in our ability to refuel the ice resurfacer. At this time, we
have only one operating unit. The cost to get the spare unit repaired is
$2,500. We have delayed in repairing the spare unit because the parent
company is no longer operating and due to the age of the unit it is difficult to
find replacement parts. To replace the refueling system with a new unit we
anticipate a cost of approximately $26,000. The Staff are currently reviewing
options for the Board to consider during the 2016 Budget deliberations.
Report from the
Page 10 of 19
There is a significant repair required for the refrigeration plant reported for the
last meeting estimated at $12,000. The billing has not been received to date.
We are recommending that due to the significant cost this item be charged to
life cycle replacement rather than repairs and alternations. We understand
from the contractor that the timing of this repair may be closer to the end of
the year or first of next year.
Hydra (63640) This account is significantly lower than anticipated at end of
October. The billings have not been received or recorded for October and we
saved more than anticipated during the summer ice closure period.
—
Snow Removal Contract (64610) —We saw some significant snow events
early in the year causing this account to run over.
Revenues (53210 59350) We have recorded greater than anticipated
revenues in hall rentals positively impacting revenues but negatively
impacting anticipated expenses as noted in several areas above. Overall,
revenues seem to be close to target.
—
—
Life Cycle Replacement (63990) There are two components to this account.
We typically budget $20,000 to cover significant repairs in the building. To
date, we have charged $2,753 for a water heater replacement and $1,057 for
chair carts purchased when original equipment could not be repaired. As
mentioned above, we are recommending that the cooling system repair
estimated at $12,000 be charged to this account as well. All totalled, Life
Cycle Replacement would have $4,190 remaining to date. The other
component of this account was the accessibility project we received grant
funds for and carried over from 2014. We estimated this project at $20,340
and the expenses are offset with grant revenue $13,221 and a transfer from
the reserve of $7,119.
—
Capital Budget Analysis
Rink B Board repairs have been completed during the shutdown period and the
billing has been recorded as $8,950. This is scheduled to be covered from the
reserve.
The Refrigeration Plant 6000E computer upgrade has been completed. The
billing has been recorded as $34,469. We had budgeted $35,000 to come from
the reserve to cover this.
The Chart Recorder installation has been completed which allows for one
compressor to be locked out, reducing the need for “B” Ticket operator hours.
Invoicing for this item has not been received. We budgeted $10,000 to be
transferred from the reserve.
We have made application for the Parking Lot LED Conversion for government
rebate under the Green Energy Act. The budget for this was $28,307. If the
application is approved this project will proceed as planned.
Report from the
Page 11 of 19
The Parking Lot paving budget was $25000 to come from the reserve held in
trust by both municipalities. Aylmer Public Works has completed preparation for
the paving sites. We have experienced some delays in being able to schedule
the approved paving company to complete this project. As reported last month,
we are anticipating this project to be over estimates by approximately $7,500
based on the quotes received. The Town’s engineer will continue to monitor and
investigate some options for remedial work for future consideration.
Respectfully submitted,
Jenny Reynaert
Michelle Casaveccchia-Somers
Report from the
Page 12 of 19
EECC Ad Hoc Committee
General Fund
10/22/15
Prior Year
Budget 2014
DETAILED ANNUAL BUDGET
61111
61112
61820
61840
61911
61912
61921
61922
61930
61940
61950
61961
61962
61971
61981
61982
61991
61992
-
Current Year
Budget 2015
Actual 2015
Actual %
of Budget
FINAL
GENERAL FUND EXPENDITURES
Salaries & Benefits
Salaries & Wages Full Time
Salaries & Wages Part Time
Employee Assistance Program
Self Funded Health Benefits
Canada Pension Full Time
Canada Pension Part Time
Unemployment Insurance Full T
Unemployment Insurance Part T
Health Benefits
Group Life Premiums
Long Term Disability Premiums.
OMERS Pension Full Time
OMERS Pension Part Time
RSP Pension Full Time
Workers Compensation Full Tim
Workers Compensation Part Tim
Ontario Health Tax Full Time
Ontario Health Tax Part Time
-
-
-
-
-
-
-
-
-
-
-
-
-
Total Salaries & Wages
63110
63120
63130
63140
63212
63221
63222
63231
63241
63251
63261
63262
63265
63266
63281
63282
63290
63311
63330
63340
63510
63560
63570
63580
63590
63610
63620
63630
63640
63650
63660
63670
63811
Actual 2014
$391,581.00
147,866.00
1,000.00
$369,388.00
98,161.00
1,017.00
15,545.00
4,205.00
7,549.00
3,562.00
36,752.00
3,402.00
7,803.00
30,824.00
1,846.00
8,392.00
8,578.00
3,313.00
7,635.00
2,884.00
$355,815.23
205,433.97
901.08
(4,984.81)
13,838.04
6,350.44
6,837.92
5,393.94
22,491.68
3,254.02
5,711.46
26,004.71
7,742.28
7,974.13
7,992.12
4,590.87
7,144.23
3,979.42
682,737.00
Gen.Admin, Materials, Supplies & Recruitment
Association Fees
2,700.00
Travel Expenses
3,500.00
Tuition Fees, Workshops, Traini
4,500.00
Meetings
700.00
Cleaning Linens, etc
250.00
2,000.00
Licenses and Permits
Postage & Courier
2,000.00
Stationery, Office Supplies & P
6,500.00
Reference Material
200.00
Advertising
16,000.00
Telephone
8,000.00
Cell Phone
3,700.00
Furniture & Equipment
9,000.00
CablellnterneUCompuler Equip & Mtc
2,200.00
Protective Clothing
1,000.00
Staff Uniforms
1,000.00
Administrative Fees
12,000.00
Legal Fees & Expenses
1,000.00
Consultants
15,000.00
Audit
2,000.00
Equipment & Tool Purchases
500.00
Repairs & Maintenance Office
200.00
Repairs & Maintenance Communi
200.00
Repairs & Maintenance Other
6,000.00
Program Expense
20,000.00
Janitorial Supplies
10,000.00
Maintenance Supplies
12,000.00
Repairs, Alterations, Services
50,000.00
HydroCosts
265,000.00
Water Costs
3,300.00
Gas/Oil Costs
62,000,00
Property Insurance
26,000.00
UserGroup Expenses
10,000,00
-
77%
112%
89%
13,527.00
4,166.00
6,829.00
2,639.00
20,696.00
2,383.00
5,802.00
28,183.00
6,531.00
8,081.00
8,078.00
2,199.00
7,203.00
1,914.00
$284,589.24
110,174.03
908.60
334.60
13,011.70
3,263.51
6,630.92
3,172.36
17,462.92
2,991.70
5,171,23
22,852.39
4,330,80
6,920.77
8,929.58
3,471.24
6,046.06
2,350.33
686,470.73
586,797.00
502,611.98
86%
1,754.15
1,099.09
5,768.69
809.11
15.55
1,341.64
1,099.78
6,413.73
215.00
13,553.69
7,757.38
3,729.53
2,195.45
2,233.71
1,608.48
733.66
12,020.00
2,600.94
5,526.94
1,890.00
279.99
2,700.00
1,500.00
5,900.00
700.00
250.00
2,000.00
1,500.00
6,000.00
200.00
10,000.00
8,800.00
3,075.00
3,500.00
2,500.00
1,000.00
1,000.00
12,000.00
3,100.00
500.00
2,684.05
541.00
6,846.25
377.28
262.80
1,911.16
716.83
5,046.58
309.92
4,007.43
6,391.51
942.01
5,771.20
1,759.67
700.43
610.82
10,000.00
7,537.48
99%
36%
116%
54%
105%
96%
48%
84%
155%
40%
73%
31%
165%
70%
70%
61%
83%
243%
13.06
8,444.68
32,745.11
13,250.82
9,838.59
54,670.59
231,130.09
3,268.74
52,677.83
26,624.36
18,203.72
500.00
200.00
200.00
6,800.00
20,000.00
7,000.00
10,000.00
45,000.00
240,673.00
3,000.00
50,000.00
27,000.00
10,000.00
345.83
7,768.78
30,985.41
7,325.85
15,052.02
34,686,11
130,189.50
2,146.65
34,572,75
29,610.97
5,307,79
173%
114%
155%
105%
151%
77%
54%
72%
69%
110%
53%
523,514.10
486,598.00
354,409.08
73%
-
-
-
Total Gen.Administration Expenses
Report from the
558,450.00
Page 13 of 19
96%
78%
97%
120%
84%
126%
89%
81%
66%
86%
111%
158%
84%
123%
64110
64130
64140
64510
64610
64900
65530
65550
67100
67200
Contracted Services
Computer Hardware & Software
Disability Management
Annual Maintenance Conlract
Waste Coltection Contract
Snow Removal Contract
Service Agreements
3,000.00
1,000.00
2,400.00
10,000.00
10,500.00
32,000.00
646.98
940.00
2,40000
13,772.46
16,315.00
33,390.04
14,900.00
1,000.00
2,40000
10,000.00
10,500.00
29,000.00
3,549.56
695.00
24%
70%
8,943.15
27,185.00
24,922.63
89%
259%
86%
Total Contracted Services
58,90&OO
67,464.48
67,800.00
65,295.34
96%
Rents & Financial Services
Debit & Credit Card Fees
Cash Over and Under
5,500.00
5,330.91
1,085.99
3,000.00
3,395.73
113%
Total rents & Financial Services
5,500.00
6,416.90
3,690.00
3,395.73
113%
-
Transfer to Own Funds
Transfer to Reserves
Transfer to Reserve Funds
720.07
7,119.00
7,839.07
Total Trfrs. to Own Funds
1,305,587.00
1,291,705.28
1,144,195.00
925,712.13
81%
Canada / Ontario Grants
Canada Day Grant
Enabling Accessibility Grant
(3,000.00)
(3.000.00)
(3,000.00)
(13,221.00)
(3.000,00)
(13,221.00)
100%
100%
Total Canada / Ontario Grant,
(3,000.00)
(3,000.00)
(16,221.00)
(16,221.00)
100%
(55,000.00)
(59.104.88)
(55,000.00)
(31,046.16)
56%
(55,000.00)
(59,104.88)
(55,000.00)
(31,046.16)
56%
(90,000.00)
(310,000.00)
(30,000.00)
(35.000.00)
(10,000.00)
(20,000.00)
(40,000.00)
(10,000.00)
(10.000.00)
(1,000.00)
(1,950.00)
(2,050.00)
(3,000.00)
(1,000.00)
(5,500.00)
(15,000,00)
(3,000.00)
(675.00)
(2,090.00)
(1,083.00)
(5,000.00)
(9,500.00)
(5,000.00)
(1000.00)
(4,500.00)
(6,500.00)
(200.00)
(10,000.00)
(1,000.00)
(3,000.00)
(86,922.43)
(283,431.05)
(28,359.63)
(31.285.94)
(11.209.38)
(20,713.21)
(33,598.54)
(7,507.37)
(16.021.36)
(994.37)
(1,942.20)
(2.030.40)
(2,704.28)
(1,189.52)
(5,082.22)
(12,591.18)
(3,034.98)
(669.87)
(54,280.40)
(215,225.19)
(13,834.77)
(9,408.33)
(7,322.00)
(17,573.66)
(23,119.29)
(5,760.04)
(17,298.38)
(326.04)
(1,971.36)
(2,045.96)
(1,297.06)
(900.00)
(3,651.28)
(9,193.62)
(1,208.72)
69%
76%
92%
174%
60%
76%
116%
58%
108%
163%
100%
99%
130%
180%
104%
61%
40%
(1,045.68)
(78,500.00)
(285,000.00)
(15,000.00)
(5.400.00)
(12,200.00)
(23.000.00)
(20,000.00)
(10.000.00)
(16,000.00)
(200.00)
(1.971.00)
(2.060.00)
(1,000.00)
(500.00)
(3,500.00)
(15.000.00)
(3,000.00)
(675.00)
(2,090.00)
(1,083.00)
(1,098.82)
101%
(6,723.90)
(5,371.68)
(9,100.00)
(3,045.00)
(5952.22)
(2,110.61)
65%
69%
(4,461.04)
(8,235.37)
(275.19)
(9,840.14)
(120.00)
(2,620.00)
(3,600.00)
(6,000.00)
(200.00)
(10,000.00)
(3,107.47)
(3,066.35)
(134.91)
(7,018.44)
86%
51%
67%
70%
(1,060.00)
(1,060.00)
100%
TOTAL GENERAL FUND EXPEr%
GENERAL FUND REVENUES
53210
53230
54700
Municipal Contribulions
-
Other
Total Municipal Contributions
55101
55102
55103
55104
55105
55106
55122
55123
55124
55125
55126
55127
55128
55140
55150
55201
55202
55203
55204
55205
55206
55301
55302
55303
55304
55305
55306
55307
55401
55402
User Fees & Service Charges
Ice Rental Resident Adult
Ice Rental Resident -Youth
Ice Rental Non Resident Ado
Ice Rental Nion Resident Yo
Ice Rental School
Ice Rental- Jr. C
Facitity RentalS Community Hal
Facility Rental- Blue Line Roo
Facility Rental Arena Floor
Facility Rental Meeting Room
Facility Rental -Office
Facility Rental Storage
Facility Rental Kitchen
Misceltaneous Rentals
Set up and/or tear down
Advertising -Rink Boards
Advertising Ice Resurficer
Advertising Ice Surface
Advertising Lobby Display Cas
Advertising Clock Message Cen
Advertising Promotional Mater
General Admission Skating
General Admission Figure Skat
General Admission Roller Skat
General Admission Shuffleboar
General Admission Adult Shiny
General Admission -Walking
UserGroup
Program Fee - Birthday/Tearri/Rec
Program Fee March Day Break C
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Report from the
Page 14 of 19
55403
55405
55601
55671
56371
56372
56373
56374
100%
83%
134%
35%
Program Fee BirthdaylTeam/Rec
Program Revenues
Miscellaneous Revenues
SOCAN Revenue
(500.00)
(20000.00)
(8,000.00)
(2,000.00)
(660.00)
(38,310.21)
(8,223.59)
(643.46)
(260.00)
(20,000.00)
(5,000.00)
(1,000.00)
(260.00)
(16,558.32)
(6,696.43)
(350.50)
Total User Fees & Charges
(667,548.00)
(635,818.19)
(555,444.00)
(431,830.17)
Licences, Permits & Rents
Lease Concession
Lease Pro Shop
Lease Dressing Room
Lease Vending Machines
(10.000.00)
(1,875.00)
(1,700.00)
(4,500.00)
(7.404.07)
(1.675.00)
(1,773.44)
(3.936.11)
(7.433.00)
(1,875.00)
(1.725.00)
(3,000.00)
(5,575.23)
(1,375.00)
(1.487.80)
(2,780.23)
75%
73%
86%
93%
Total Lic,Permits & Rents
(18,075.00)
(14,988.62)
(14,033.00)
(11,218.26)
80%
Finance Charges
(1000.00)
(748.64)
(1,000.00)
(1.562.02)
156%
Total Fines & Penalties
(1,000.00)
(748.64)
(1,000.00)
(1,562.02)
156%
(491,877.61)
76°/s
-
-
-
-
-
Fines & Penalties
57220
58210
59220
59350
Other Revenues
Investment Income Our Funds
(720.07)
Total Other Revenues
(720.07)
-
Transfer To / From Own Funds
Contribution from Reserve Funds
Contribution from Trust Fund
(10,000.00)
Total Trfr. to / from Own Funds
(10,000.00)
(10,000.00)
(7,119.00)
(754.623.00)
(724,380.40)
(648,817.00)
TOTAL GENERAL FUND REVE
NET GENERAL FUND (REVE
63990
Life Cycle Replacement
Net Life Cycle Replacement
NET GENERAL FUND (REVE
Report from the
(10,000.00)
(7,119.00)
88%
550,964.00
567,324.88
495,378.00
433,834.52
35,000.00
21,476.91
40,340.00
21809.54
54%
35,000.00
21,476.91
40,340.00
21,809.54
54%
585,964.00
588,801.79
535,718.00
455,644.06
85%
Page 15 of 19
EECC Ad Hoc Committee
Capital Fund
10/22/15
Prior Year
Budget 2014
DETAILED ANNUAL BUDGET
63603
63808
-
Actual 2014
Current Year
Budget 2015
Actual 2015
Actual %
olBudget
FINAL
EECC
560.00000
Paving
Total Gen.Adminislralion Expenses
TOTAL GENERAL FUND EXPElS
$133,307.00
25,000.00
$43,415.95
1,g9730
33%
6%
60,000.00
158,307.1)1)
45,413.25
29%
60,000.00
158,307.00
45,413.25
29%
54600
59220
59350
Township of Malahide Arena Grant
(37.050.00)
Total Municipal Contributions
(37,050.00)
-
Transfer To / From Own Funds
Contribution from Reserve Funds
Contribution from Trust Fund
(60.000.00)
(37.050.00)
(84,207.00)
Total Trfr. to / from Own Funds
(60,000.00)
(121,257.00)
TOTAL GENERAL FUND REVEr’
(60,000.00)
(158,307.00)
NET GENERAL FUND (REVENUE)IEXPENDITURE
45,413.25
NET GENERAL FUND (REVENUE)/EKPENDITURE
45,413.25
Report from the
Page 16 of 19
DETAILED ANNUAL BUDGET- FINAL
67,130.00
10,701.08
56,000.00
15,000.00 Note 2
10,000.00 Nate 3
25,000,00 Nate 4
-
-
48,187.86
$18933.00
29,254,86
$
$
60,000.00
60,000.00 Note 5
East 61gb Community Complex
Aylmer, ON NSH 2T9
2015 DRAFT CAPITAL BUDGET
Actual 2011 Actual 2012 Eudget 2013
Actual 2013 Budget 2014
77,831.08
6,000.00 Note 1
78,948.60
77,831.08
$8,013.60
65,935.00
Total Gen.Adminlstration Expenses
73,948.60
66 Cable/Intemet/Computer Equip & Mtce
10 EquIpment & Tool purchases
08 PavIng
TOTAL GENERAL FUND EXPENDITURES
77,631.08
73,948.60
NET GENERAL FUND (REVENUE)/EXFENDITURE
Revised: 04/29/2015
-
NOTES:
Note 1: floor repairs
Note 2: lire alarm panel repairs health & safety
NoteS: scoreclock 24years old retrofit from old arena
-
-
-
-
-
Budget 2015
60,000.00 NoteS
Note 6
45,000.00 Note?
28,307.00 Note 8
25,000.00 Note 4
$
$
$
158,307.00
$
$
-
$ 50000.00
-
Note 4: parking lot asphalt paving repairs
Note 5: Rink B board repairs (Note: this item was budgeted at $8,000 in 2013 and not proceeded with as the overall requirements are
most likely higher. No action taken on item in 2014 as quote
was higher than anticipated.) (Additional research to be completed) See attached engineer report)
Note 6: skate tile replacement defer$5D,000 to 2016
Note 7: refrigeratIon plant replace 4000E computer system with 6000E $35,000 (4000E obsolete In 2015) (possible grant monies available Save
on Energy Retrofit Program estimate at $17,234)
Note 7:
$10,000
refrigeration
plant
chart
recorder
lessen
the
need
for
B
Ticket
Operators
NoteS: LED Parking Lot rights (possible government rebate of $4,500- subject to Hydro One approval) (estimate of $4,500 in annual savings
in energy/hydro consumption)
Page 17 of 19
Report from the
Town of Aylmer
Aylmer, ON N5H 1J7
(519) 773-3164
Report Title:
42-15 On-Line Booking Request for Proposal
(RFP) Results
Date Submitted:
November 4, 2015
Report Author:
Jenny Reynaert, Administrator
Michelle Casavecchia-Somers, CAO
Recommendation:
That the EECC Interim Board awards the On-Line Booking Services contract to
Maximum Solutions Inc. for a three year term at an annual cost of $2,700 U.S.
dollars (est. $3,510 Cdn.) plus $3,000 U.S. dollars (est. $3,900 Cdn.) the first
year for training, setup and configuration.
Background and Analysis:
An RFP was issued for on-line booking services and closed on August 11, 2015.
Four submissions were received and reviewed by the Staff. While not the least
expensive, the recommended vendor is Maximum Solutions Inc. based on the
requested scope and description of work, the overall cost, and references. This
vendor offers a web based product that has been utilized by other municipalities
with success and was strongly recommended by those using the product. The
initial contract is a three year term and then is renewable annually and may be
cancelled with 30 days’ notice by each party.
Respectfully submitted,
Jenny Reynaert
Michelle Casaveccchia-Somers
Report from the
Administrators - On-Line
Page 18 of 19
rim
Woo L/J)f
APPENDIX “A”
TO
TERMS OF REFERENCE
FOR
EAST ELGIN COMMUNITY COMPLEX INTERIM BOARD
AND COMPLEX MANAGEMENT STAFF
The following table outlines the actions to be taken by the Interim Board prior to
establishing a permanent joint Municipal Service Board.
Timeline
August 2015 and
every meeting
after
Items for Action
Develop an agreement for the permanent
Board
User inpu t
S
Determine how to approve the East
Elgin Community Complex’ budget
with a permanent Board
August 2015
Appoint Board members to a budget sub
committee
Re-evaluate the job description of the
General Manager of the East Elgin
Community Complex
Invite a user group to make a presentation
to the Board (20 minutes)
August 2015
September 2015
September and
October 2015
Determine the type and level of service to
be provided
October 2015
Hold a discussion about reserves for the
Invite a user group to make a presentation
to the Board (20 minutes]
Start to discuss the 2016 budget for the
Discuss how to use rooms in the East
Elgin Community Complex as well as the
marketing of the rooms
Discuss how to market the Complex
October 2015
October to
December 2015
November and
December2015
January 2015
and February
2016
Discussion - for 2016
Budget Process - Appendix
Comments
• Start with the handout
prepared for the July 9, 2015
session
• Work on the agreement at
every meeting until It is
completed
• Note: further actions may
arise from this work
•
•
•
•
•
User groups include: Aylmer
minor hockey. BAD girls,
Spitfires, figure skating,
seniors, etc.
Need a staff report
This will form part of a
Business Plan for the complex
Need a staff report
Need a staff report
Page 19 of 19

EAST ELGIN COMMUNITY COMPLEX INTERIM BOARD

Transcription

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