VILLAGE OF SALMO ADMINISTRATOR'S REPORT Presented by Diane Kalen-Sukra, CAO Regular Council Meeting #12-16 September 13, 2016
GOVERNANCE ADMINISTRATIVE & FINANCIAL Professionalized Operations. Improved service.
IMPROVED TRANSPARENCY AND ACCOUNTABILITY TO THE PUBLIC 2016 Council Meetings [2015] OPEN MEETINGS 22 25 Regular/Special Council Meetings 18 21 Committee of the Whole Meetings 1 4 Scheduled Regular 3 n/a CLOSED MEETINGS 7 22 2016: In addition to Council meetings, the Village has scheduled 5 major public consultation meetings.
IMPLEMENT POLICY OF OPEN GOVERNMENT Introduced Public Question Period on Council agenda
RECORDS MANAGEMENT SYSTEM UPGRADES Archival quality paper for minutes & bylaws.
ACTIVITY LOG TRACKING HIGHLIGHTS: Average Weekly Activity Total Annual Average = 2500 + Total Weekly Average = 50 + Administrative 28 Civic Works 6 300 250 Bylaw 3-4.5 Seasonal variation 200 150 Land Use 3.6 100 Garbage 1.5 50 Fire Dept. 1.3 0 Sept 2015 Oct 2015 Nov 2015 Dec 2015 Jan 2016 Feb 2016 March 2016 April 2016 May 2016 June 2016 July 2016 Aug 2016 Parks Less than 1-2 Seasonal Variation Cemetery Less than1
TIMELY PREPARATION OF COUNCIL AGENDAS & PACKAGES New website functionality includes ability to post Council packages
ENHANCED PLANNING, VISIONING & INPUT ASSET MANAGEMENT VIDEO (3 min): Infrastructure HBO Movie Trailer Factors today: Infrastructure nearing end-of-life. Unprecedented financial constraints. Increasingly stringent environmental & public health protection regulatory regimes. Needs of possible physical growth or increased demand. Public apathy and/or sense of entitlement.
NEW VILLAGE PLANNING DOCUMENTS * Strategic Plan 2015-2019 Continuously Updated
PUBLIC INPUT Surveys (2) Public Forums (5) Photo Contest (1) Salmo Video (1)
AGE- FRIENDLY SALMO
AGE-FRIENDLY BENCH PLACEMENT
OFFICIAL COMMUNITY PLAN Public Consultation Policy. Early and ongoing consultation with residents and stakeholders. www.sustainablesalmo.ca
Safety, Security, and Limit Liability
VILLAGE OFFICE UPGRADES Lobby Upgrades Accessibility Upgrades New TV monitor in Council Chambers
EFFECTIVE LAWMAKING Bylaws & Policies
UPDATED POLICY MANUAL NEW POLICIES (7) Salmo Valley Long Service Award Policy Official Community Plan (OCP) Consultation Policy Fire Services Level Policy Sidewalk Inspection (Revised) Policy Permissive Tax Exemption Policy Discrimination, Bullying & Harassment Policy Council-Staff Protocol Policy
NEW & UPDATED BYLAWS Adopted: 2016 Utility Fees Bylaw No. 676 Five Year Financial Plan (2016-2020) Bylaw No. 678 Annual Tax Rate Bylaw 2016 Bylaw No. 679 Water and Sewer Service Parcel Tax Bylaw No. 680 Drafts: Procedures Bylaw No. 675 Municipal Reserves Bylaw No. 677 Property Tax Exemption 2017 Bylaw No. 681 Fire Services Enabling Bylaw No. 682 Fire Prevention Bylaw No. 683
FINANCIAL VIABILITY Assess and Improve Village s Financial Situation Maximize Grant Opportunities
INTERNAL CONTROLS SEPARATION OF DUTIES Accounts Receivables Accounts Payables TO ENSURE ADMINISTRATIVE FAIRNESS, ALL CALLS & REQUESTS ARE LOGGED. Reception duties. Receipt of tax and utility payments Receipt of building permit applications. Records management system. Civic works requests. Council package preparation. Procurement & payment Payroll & Remittances. to all vendors. Tax & utility billing preparation. Grant maintenance. Incoming mail. Website/Special events.
TAX REVENUE Improved collection of revenue from business licenses and outstanding taxes. Goal in 2016 to reduce tax sale properties by working with property owners in advance of tax sale. Implemented the tax & utility prepayment plan (as per Bylaw No. 592). Year Utilities Collected Business Licenses Tax Sale # on day of sale 2016 $382,233.10 $8,783.00 In progress. 2015 $377,187.49 $8,512.50 3 2014 $360,534.58 $8,100.42 6 2013 $370,678.78 $5,825.00 8 Total: $1,490,633.95 $31,028.92 20
IMPROVED FINANCIAL REPORTING Ensure regulatory filings are properly followed. Met May 15 th Financial Plan statutory deadline & Annual Report production
MAXIMIZE GRANT OPPORTUNITIES 2016 Grants Official Community Plan (Sustainable Salmo) $75,000 FireSmart $10,000 Age-Friendly $20,000 Canada Day Celebration $1,500 6 th Street Pedestrian Bridge $56,230 School Works/HRDC $3,808 WaterSmart Ambassador $4,000 Infrastructure Planning Grant (WWTP) $10,000 Convening Grant $1,400 70 th Anniversary Celebration $500 TOTAL $182,438 2015/2016 Grant Total Over $365,000 Donations Over $75,000
CONTRACT MAINTENANCE Contract # Short-term 2016 (to date) 18 Leases 9 Contracts/Agreements 9 TOTAL 36
COMMUNITY GROUPS Civic Collaboration Volunteer Engagement & Appreciation
GRANT-IN-AID BUDGET INCREASED TO $5,000 2016 Approved Grants To Date: Beaver Valley Skating Club $250 PEAK Students $200 Royal Canadian Legion BC/Yukon Command $260 Salmo Baseball $300 Salmo Lions Club $300 Salmo Public Library $250 Salmo Secondary School $300 Salmo Valley Youth & Community Centre $850 Thrift Store $67.41 West Kootenay BMX $300 Zone 6 55+ BC Games $300 Youth Parliament of BC Alumni $300 Total $3,677.41
CIVIC YOUTH ENGAGEMENT Salmo hosted BC Youth Parliament. Encouraged volunteerism of Salmo Secondary School PEAK Leadership students. Hired Village student intern.
ELEMENTARY ENGAGEMENT Local Government Awareness Week May 2016
6 TH STREET PEDESTRIAN BRIDGE BUILDING
SALMO VALLEY LONG SERVICE AWARD New award to honour Salmo s culture of volunteerism and the Village s long serving volunteers. Mr. Louis Ponti posthumously granted the first award at a June 2016 celebration of his life. Nomination Process: Must be nominated by 5 people. Nomination must be received by March 31 annually.
VILLAGE PROFILE & ECONOMIC DEVELOPMENT Improve the Image of the Village
FREE PRESS Article Published in Date Circ. Value Salmo moving ahead on several projects Trail Daily Times September 9, 2016 5002 $522 Salmo ribbon-cutting celebrates renewed Springboard Park trail EZ Rock Nelson Daily Civic Info Castlegar Source Juice FM Village unveils Sustainable Salmo plan to residents Sustainable Salmo process launches today Trail Daily Times EZ Rock Juice FM Nelson Star Nelson Daily EZ Rock Castlegar Source Civic Info Juice FM August 29, 2016 N/A N/A July 15, 2016 5002 $670 July 1, 2016 8500 N/A Age-friendly forum a success in Salmo Trail Daily Times May 20, 2016 5002 $583 A celebration of local government services Nelson Star May 18, 2016 8500 $329 Salmo plans forum on age-friendly initiatives Salmo takes steps to become FireSmart Trail Daily Times Nelson Star EZ Rock Nelson Star Nelson Daily EZ Rock Castlegar Source May 16, 2016 5002 8500 $278 April 27, 2016 8500 $584 Several important project underway in Salmo Trail Daily Times March 25, 2016 5002 $629 Planning projects benefit from federal gas tax dollars Trail Daily Times February 16, 2016 5002 $648 Salmo receives $75,000 to update Community Plan Nelson Star Nelson Daily February 15, 2016 8500 $159 Mayor s Reports Salmo Valley News. Jan.-Sept. 2016 (6 ed.) 1000 n/a Total $4,402
SEARCH REVEALS STEADY POSITIVE NEWS REPORTS
NEW WEBSITE Easy to navigate. Front page Bulletin Board updates. Easy to access forms. www.salmo.ca/forms
Expanded Recreation & Attractions Page. Community Initiatives. STATS: Average of 60 visitors/day. 200-500 daily spikes driven by social media and events. Approx. 50% traffic from phones or tablets.
SOCIAL MEDIA Reopened Village Facebook page. 200 NEW Facebook followers. Share website bulletin board updates.
SUPPORT FOR THE ARTS & FARMERS MARKETS Farmers Market moved to municipal property (KP Park). $17,500 grants received to promote the arts.
REOPENING OF OLDEST PHONE BOOTH Signed agreement with new owners of Sal-Crest motel to reopen and maintain Salmo s Oldest Phone booth.
PARTNERSHIP WITH HERITAGE HUB Encourages highway traffic and visitors to stop and stay. Village outdoor art & culture garden. Village art windows.
Mug s SOLD - 19 NEW! Pen s SOLD 33 Banner s SOLD 17 SALMO PROMOTIONS Village Cards SOLD 10 Children s T-Shirt s SOLD 13 Adults T-Shirt s SOLD 39 Sticker s SOLD 20 COMING SOON! Ladies Salmo Dinner Jacket These items are sold and used as cost-effective gifts to dignitaries, visitors, sponsors, donors, etc. Total Revenue Collected: $3353.87 Salmo Dinner Jacket s SOLD 33 Women s Reserved - 7
REGIONAL TRAINING (BOV) Regional training provided by Q.C Laywer Don Lidstone to Village of Salmo Board of Variance Members & representatives from neighbouring municipalities.
FIRE PROTECTION Set fire service levels to Interior by formal Council Policy. Village recordkeeping of fire department records. Updating Fire service bylaws.
FIRESMART SALMO Appointment of Fire Chief as Local FireSmart Rep. Public education campaign Urban-Wildfire Interface. Information flyers on how to FireSmart private property.
BEAR AWARE SAFETY Remaining 12 Village bins converted to made-in-salmo bear-resistant containers.
CIVIC WORKS Focus on Low Cost, In-house Improvements
CEMETERY MAPPING Online mapping system 400+ plots. Wealth of functionality & information. Displays boundaries, landmarks, monuments, plots and internment records. Online search for loved ones. Zoom in to see headstones.
CIVIC WORKS CHAINSAW TRAINING GPS Tracking Professional Tree Faller
SPRINGBOARD PARK Ribbon-cutting to reopen renewed trail.
PAVEMENT PATCHING Patching Several locations Repaving 6 th Street East
TREE PLANTING
SIDEWALK EXPANSION & REPAIR Repair (Ongoing) New: Main Street
WATER SUSTAIN- ABILTIY ACT COMPLIANCE Register Village Wells. License Village wells. Pay annual consumption fee. (Savings)
Installation of EV Charging Stations. GREEN INITIATIVES Strategic Community Energy & Emission Planning. Participation at Green Dream Day.
WATER CONSERVATION Water Regulations. Conducted 16 private lawn watering assessments & 1 municipal. Distributed 20 hose timers, 50 showerheads, 5 lawn flags, etc. 2017 Recommendations: Continue ambassador program. Begin advertising earlier in the season. Exclude from regulations hand watering gardens with watering can. WaterSmart Ambassador. Participation at Village markets. WaterSmart on website.
STILL TO COME. KP Park Concession Design 6 th Street Pedestrian Bridge Design LED Street Lighting Village planning
THANK YOU SALMO
OCP CONSULT- ATION POLICY Adopted at the Regular Meeting of Council. Commits Village to early and ongoing consultation with residents and stakeholders.
CANADA DAY LAUNCH Over 80 surveys completed. Glow-in-the dark bracelets handed out
COMMUNITY SURVEY
NEW: SUSTAINABLESALMO.CA
SALMO LIFESTYLE PHOTO CONTEST 40 submissions Over 2200 votes cast. Winners posted to Village of Salmo website. $150 Salmo bucks & gift basket.
RESULTS Key Community Assets
SUSTAINABLE SALMO VIDEO
VIDEO Over 100 people in Salmo participated. Reflects Survey results & Photo Contest.