WoodBuffalo 2013Budget+Plan Public FINAL HighRes...Capital Budget and Plan Overview – this section...

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2013APPROVED BUDGET & FINANCIALPLAN

Financing the Big Spirit, Big Ideas, and Big Plans.

INTRODUCTION

Distinguished Budget Presentation Award 2012 .....................................................................................................4Governance Structure ................................................................................................................................................6Organization Structure ...............................................................................................................................................72013 Budget Document Readers’ Guide ..................................................................................................................8Financial Policies .......................................................................................................................................................12

2013 APPROVED BUDGET

Budget Discussion and Analysis:2013 Operating & Capital Budget and Financial Plan Overview ..........................................................................22

Financial Summaries:Revenue Summaries 2009 - 2013 .............................................................................................................................30Expenditure Summaries 2009 - 2013 .......................................................................................................................36Personnel Summaries 2009 - 2013 ...........................................................................................................................44Debt & Debt Management Summaries 2009 - 2013 ..............................................................................................50

2013 Divisional Overviews

2013 Priority Actions .................................................................................................................................................58Divisional Summaries................................................................................................................................................60

Divisional Summaries:Deputy Chief Administrative Officer’s Division ......................................................................................................64Community Development Division .........................................................................................................................70Financial Services ......................................................................................................................................................84Employment & Corporate Services .........................................................................................................................90Public Infrastructure Division .................................................................................................................................100

2013 Capital Budget and 2014 - 2018 Capital Plan

Capital Planning and Budget Overview ................................................................................................................118Capital Improvement Program Major Categories Public Facilities ..................................................................................................................................................122 Recreation & Culture ........................................................................................................................................130 Transportation ...................................................................................................................................................136

APPENDICES Appendix A: 2013 Budget & 2014-2018 Financial Plan Development Guidelines ..........................................142

Appendix B: 2013 Operating Budget and 2014-2015 Operating Plan Guidelines .........................................148 Appendix C: 2013 Capital Budget and 2014-2018 Capital Plan Guidelines ....................................................154

WHAT’S INSIDE…

2013 Approved Budget and Financial Plan | Financing the Big Spirit, Big Ideas, and Big Plans 1

4 Distinguished Budget Presentation Award 2012 6 Governance Structure 7 Organization Structure 8 2013 Budget Document Readers’ Guide 12 Financial Policies 17 Message from the Mayor 18 Message from CAO 19 Message from CFO

INTRODUCTION

The Government Finance Officers (GFOA) of the United States and Canada established the Distinguished Budget Presentation Awards Program to encourage local governments to produce budget documents of the highest quality.

In order to receive this award, a government must publish a budget document that meets established program criteria as a policy document, operations guide, financial plan and communications device.

The Regional Municipality of Wood Buffalo was awarded the Distinguished Budget Presentation Award for the second time for the year beginning January 1, 2012, having first received it for the year 2011.

We believe our current budget continues to conform to program requirements and we are submitting it to GFOA to determine its eligibility for another award.

2013 Approved Budget and Financial Plan | Financing the Big Spirit, Big Ideas, and Big Plans4

The Regional Municipality of Wood Buffalo is governed by a Council of eleven members, who have been elected to represent the four wards covering the region. Ward 1 consists of the Urban Service Area of Fort McMurray, and is represented by six Councillors, all elected at large. Ward 2 is the largest ward in terms of land area and has two elected representatives. Wards 3 and 4 are each represented by one councillor.

GOVERNANCE STRUCTURE

Mayor Melissa Blake

Christine Burton

Phil Meagher

Dave Kirschner

Sheldon Germain

Colleen Tatum

Russell Thomas

WARD 1

David BlairSonny Flett

WARD 2

Jane StroudAllan Vinni

WARD 3 WARD 4

WARD 3

WARD 2

Wood BuffaloNational Park

Win

ter

Road

Saskatchewan

Northwest Territories

0 25 50

Kilometers

Ath

abas

ca R

.

63WARD 4

881

63

Fort McKay

Gregoire LakeEstates

Saprae CreekEstates

Fort Fitzgerald

Conklin

Anzac

Janvier

Fort Chipewyan

WARD 1


ORGANIZATION STRUCTURE

PublicOperations Glen Smith

EngineeringEmdad Haque

EnvironmentalServices

Kevin Scoble

Land AdministrationMarcel Ulliac

Council andLegislative Services

Surekha Kanzig

CommunicationTherese Greenwood

Government Relations

Michael Evans

FinanceKola Oladimeji

Assessment & Taxation

Brian Moore

Supply ChainManagementGary Palmer

CommunityServices

Carole Bouchard

Aboriginal, Rural and

Citizens RelationsMaggie Farrington

Planning &Development

Samuel Alatorre

RegionalEmergency

ServicesActing/Darby Allen

RCMP Support/Bylaw Services

Rene Wells

RCMPBob Couture

Public AffairsJoanne Roberts

Employment & Corporate Services

Financial Services & Chief Financial Officer

Elsie Hutton

Public InfrastructureHenry Hunter

Deputy CAOBrian Makey

Chief Administrative Officer

Glen LaubensteinMunicipal Auditor

Council

Citizens of RMWB

Part IX Corporations:MacDonald Island ParkWood Buffalo Housing &Development Corporation

Community Services/Sustainable

DevelopmentCarol Theberge

EmployeeDevelopment &Support Services

Sudhir Sandhu

InformationTechnology

Clayton Driver

Advisory ServicesLeanne McCarthy

Legal ServicesTamara Epple

* As at December 11, 2012


2013 Budget DocumentReaders’ Guide

The budget document describes how the Regional Municipality of Wood Buffalo plans to meet public service and infrastructure needs of its residents. In addition, the budget document provides resourceful information for residents interested in learning about the operation of the municipality.

The Regional Municipality of Wood Buffalo’s budget document seeks to meet several functions:

At the highest level, the budget document is a culmination of a comprehensive operational review. Council and Administration review the needs of the region, priorities and goals and then match resources against those needs, priorities and goals. Resources are limited, so choices must be made. The annual budget reflects those choices.

The budget establishes the basic guidelines that the municipality uses to measure and control expenditures and to track revenues.

The budget identifies work plans and goals to be achieved for each division in the coming year.

The budget document is one of the means the municipality uses to explain the various demands, needs, constraints, resources, and opportunities it faces. The document communicates the choices made and the direction in which the municipality is headed.

The budget document has been arranged in a manner that assists the reader in understanding how and why the municipality budgets as it does and to provide summary level information at the beginning of the budget document with more detailed information at the end. Not only is the entire document arranged from summary to more detail, each section is arranged in the same manner.

The Regional Municipality of Wood Buffalo’s budget document is arranged into five (5) primary sections:

APPROVED DIVISION BUDGETS

INTRODUCTION

Regional Municipality of Wood Buffalo community profile – this subsection provides an overview of the municipality’s governance structure; elected officials and administration. This is achieved through the inclusion of a map showing the elected officials and their associated wards as well as including an organization chart.

2013 Approved Operating Budget Overview – this subsection contains budget analysis and discussion and provides brief overviews on; financial position, revenue, expenditure, personnel and debt from 2009 through 2015. The budget analysis and discussion focuses on the 2013 budget decisions and how these will meet community priorities in 2013 and their impact in the next two years. This section is designed to be a complete summary of the entire budget.

2013 APPROVED BUDGET DOCUMENT READERS’ GUIDE


2013 APPROVED DIVISION BUDGETS

This section contains six (6) subsections: Executive Director’s Message, Division Profile, Accomplishments, 2013 Major Initiatives, Financial Summaries, and Personnel Summaries for each of the Regional Municipality of Wood Buffalo’s Operating Divisions.

Capital Budget and Plan Overview – this section contains details about the Regional Municipality of Wood Buffalo’s approved 2013 capital budget and 2014 – 2018 capital plan. The section is broken into major capital program sections; public facilities, recreation and culture, and transportation.

Budget development principles outline the 2011-2030 Municipal Development Plan and the 2012-2016 Strategic Plans. These set the vision on how to accommodate anticipated growth responsibly while building a sustainable community.

APPENDIX B – 2013 OPERATING BUDGET

Budget guidelines are broken into three (3) areas; general assumptions and guiding principles, operating budget guidelines and assumptions, and capital budget guidelines, funding sources, and funding allocations. This section provides context for the operating budget development.

APPENDIX C – 2013 OPERATING

This section provides context for the capital budget development.

Definitions

Annualization This is the process of calculating the annual equivalent of a cost.

Actuals This refers to audited accounting numbers.

Baseline Within the budget document, there is a reference to ‘baseline budget’. Baseline refers to funding required to run a department or business unit before new requests, adjusted or net of non-continuing costs incurred in the preceding year and adjusted by annualizing any recurring pro- rated costs incurred in the preceding year.

Committed Debt A total of actual debt and amount of debt that Council has approved through the capital budget process but has not been drawn.

Department This is a functional business unit comprising one or more specialized sections.

Division This is an administrative unit comprising one or more functional business units.

Projected This is an estimated year-end balance.

Abbreviations CAO Chief Administrative OfficerCFO Chief Financial OfficerDCAO Deputy Chief Administrative OfficerRCMP Royal Canadian Mounted PoliceRMWB Regional Municipality of Wood BuffaloSAA Senior Administrative AssistantCUPE Canadian Union of Public EmployeesIAFF International Association of Fire Fighters


Financial Policies

The Regional Municipality of Wood Buffalo’s Budget and Financial Policies are intended to serve as a Council-approved set of values and expectations for Council Members, Municipal staff, citizens and other interested parties who may do business with the Municipality. The policies describe expectations for financial planning, budgeting, accounting, reporting and other management practices. They have been prepared to assure prudent financial management and responsible stewardship of the Municipality’s financial and physical resources as well as ensure public trust.

BASIS OF BUDGETING

Basis of budgeting refers to the timing factor concept in recognizing when resources are available to fund services, programs and acquisition of assets. The Regional Municipality of Wood Buffalo utilizes ‘modified accrual’ basis for its budget process. In this regard, revenues are recognized in the period they are deemed available and measurable to meet or pay for liabilities.

A balanced budget for the municipality refers to revenues and transfers equal to expenditures exclusive of the amortization expense for each budget year.

The Municipality’s budget cycle follows the calendar year, January 1 through December 31. Council approves one year operating and capital budgets. Two years of operating forecast and five years of capital plan are submitted as part of the annual budget package as information.

BUDGET AMENDMENTS

Operating Budget

Operating budget amendments are managed through a variance and projection process at the corporate level. Departments conduct variance analysis at the end of each month and project year end out turn. With the approval of the Fiscal Responsibility Policy by Council on April 26, 2011, the Chief Administrative Officer or designate is authorized to re-allocate operating funds provided that:

i. the changes will result in efficient administrative and service delivery process;

ii. service levels or standards are not altered or compromised;

iii. no new services, programs or projects are undertaken; and

iv. Council set total spending limit is not exceeded.

Capital Budget

Amendments to the capital budget are approved by Council. With the approval of the Fiscal Responsibility Policy by Council on April 26, 2011, the Chief Administrative Officer or designate is authorized to re-allocate operating funds provided that:

i. the changes will result in efficient administrative and service delivery process;

ii. the change will not result in addition or cancellation of a capital project;

iii. the underlying scope change does not alter the nature and type of capital project;

iv. where additional funding is required, funds available from a combination of savings from fully tendered projects, other uncommitted sources such as grants and offsite levies, and cash flow management with other capital projects will be utilized; and

v. Council set debt and debt service limits are not exceeded.

BUDGET AND


User Fees/Charges for Services

The Municipality relies on user fees or charges for services to offset some of the costs related to service delivery. User fees policies recognize and seek to protect vulnerable segments of the population such as youth and seniors and make attempts to balance need for service with ability to pay.

Debt Policy

The debt policy establishes guidelines for debt financing that will provide needed capital equipment and infrastructure improvements while minimizing the impact of debt payments on current revenues.

The policy sets debt and debt service limit thresholds that satisfy the following objectives:

than the debt and debt service limit established under the Municipal Government Act and regulations:

Strategic Plan, Departmental Business Plans, and budgets and financial plans; and

funding sources.

RMWB Council approved debt and debt service limits are at 85% limits provided in the Municipal Government Act.

Investment Policy

The Municipality’s investment policy aims for the following objectives, in order of priority:

Safety – Safety of principal is the foremost objective of the investment program. The Investment Committee will ensure that sufficient diversification exists within the investment portfolio;

– The investment portfolio will remain sufficiently liquid or (easily converted to cash) to enable the municipality to meet its operating and capital cash flow requirements, which may be reasonably anticipated in the short and long-term. To the extent possible, the municipality will attempt to match its investments with anticipated cash flow requirements;

Return on Investment – The investment portfolio shall be designed with the objective of attaining a market rate of return, taking into consideration the municipality’s investment risk constraints and liquidity requirements.

Further, the Municipality has an Investment Advisory Committee and investment activities are guided by the Municipal Government Act.

RESERVES

As part of a deliberate long-term planning and fiscal sustainability efforts, the Municipality has put in place two major reserves; Emerging Issues and Capital Infrastructure:

The municipality has put in place the Emerging Issues Reserve to stabilize operating revenues in response to unanticipated loss of revenue as well as provide funding flexibility in responding to emergencies, unplanned events, and significant price changes. The minimum EIR balance is $50m while the maximum is set at 15% of prior years’ audited net property tax revenue. Council approval is required to utilize funding from the Emerging issues Reserve.

The Municipality has put in place the Capital Infrastructure Reserve to fund unanticipated capital program requirements i.e. construction or acquisition of tangible capital assets. The minimum CIR balance is $50m and Council approval is required to utilize funding from the Capital Infrastructure Reserve.


On behalf of Council, I am very pleased to present the 2013 Budget for the Regional Municipality of Wood Buffalo.

I would like to extend my congratulations to our Financial Planning department for their work on this detailed and comprehensive budget. I would also like to acknowledge that their efforts have been recognized with the Government Finance Officers Association’s Distinguished Budget Presentation Award for the second year in a row. Congratulations!

This document has been appropriately titled ‘Financing the Big Spirit, Big Ideas, and Big Plans.’ While it provides our residents with the operating costs over the short-term, it also provides information on capital plans that we are initiating now to position us for long-term growth. This process of preparation for the long term began with October 2011’s Municipal Development Plan (MDP). We are taking the goals of the MDP – responsible development, environmental stewardship, economic resilience, home and belonging, vibrant culture and working together – and making them a reality. Essentially, the budget is the critical delivery agent for all that we dream!

One of those dreams, which has been repeatedly identified by our residents, is the redevelopment of our City Centre. Put in motion in 2012, I am extremely pleased to see elements of the redevelopment present in this document. The status quo for our region is good but we have such incredible potential to be more than what we are -- our predecessors dreamed big, and we should too! A strong City Centre will create a strong region and will be of benefit to all residents who call Wood Buffalo home.

Council and Administration recognize that this is the largest operations and capital projects budget we have tabled. I am pleased to note that it will not result in an increase of taxes. We understand the need to invest in the necessary infrastructure and services today… in order to create the world-class community that we envision in our not-so-distant tomorrow. At the same time, we are striving to maintain, and improve, service standards from one part of the region to the other.

I am confident this budget will meet the needs of today and tomorrow and contribute to making Wood Buffalo a great place to live, work, stay, and play.

Sincerely,

Melissa BlakeMayorRegional Municipality of Wood Buffalo

A MESSAGE FROM


Our 2013 Budget reflects the bold vision we have for the Regional Municipality of Wood Buffalo. It will allow us to create a community that functions well and meets the needs of the residents who live here. We are committed to establishing consistent levels of service throughout the region, with several major initiatives that will benefit the region as a whole.

The creation of a municipal land transfer system and a regional structure plan will ensure land is available for development, as well as bring all levels of government together to develop a comprehensive implementation strategy. The quality of recreation in Wood Buffalo will be supported through a recreation corporation that will create a consistent quality of service in facilities across the region. A corporate utility and zero waste initiative will reduce our carbon footprint and the amount of waste sent to our landfill, leading to long-term environmental sustainability, while improving water and sewer services in several hamlets.

The projects and initiatives that will take place within the City Centre will benefit the entire region with its promotion of arts, culture and economic development. For example, our Intelligent Community initiative will connect our region through state-of-the-art wireless communications. Beyond Fort McMurray’s borders, our rural communities will see improvements to their services and infrastructure, contributing to a higher quality of life for all.

At the same time, while we are bringing these new initiatives online, we are also focusing on continually improving the quality of parks, roads and transit and other city operations, with a focus on maintaining the infrastructure that we currently have. In doing so, we create for us a community that will better serve future generations of residents.

This budget has been balanced to ensure that funding from operations has not been decreased in order to fund capital projects, or vice versa. I would like to thank the excellent staff in the Financial Services department for their hard work in creating this budget with our entire region in mind. What makes it even better is the knowledge that for a seventh consecutive year, we will not be raising residential taxes to achieve it. That is something we can all be proud of.

Sincerely,

Glen LaubensteinChief Administrative Officer,Regional Municipality of Wood Buffalo

MESSAGE FROM CHIEF ADMINISTRATIVE OFFICER


Municipal budgets are an expression of community aspirations as embodied in vision, mission and goal statements. The approved 2013 budget aligns to the Municipal Development Plan, Strategic and Business Plans and the Fiscal Management Strategy to guide the responsible use of resources. The role of the budget in resource allocation and policy implementation is a crucial piece of the accountability cycle.

Municipal staff have dedicated significant time and effort to develop a 2013 budget that allocates resources to the ten implementation priorities outlined in the 2012-2016 Strategic Plan. These priorities will continue to guide departmental business planning and budgeting efforts.

“Financing the Big Spirit, Big Ideas and Big Plans” speaks volumes to key projects in 2013:

Budget methodologies continue to be adapted to our ever changing environment. The 2013 Budget process included a number of changes as highlighted below while maintaining specific methodologies that continue to be applicable as follows:

reallocation of long term vacancies to fill immediate staffing requirements. A 10% corporate vacancy adjustment methodology was discontinued for 2013 budget development.

questions and gain a deeper understanding of the budget prior to Council approval. This experience will be leveraged to create more opportunities during the 2014 budget development process.

and vulnerability with a focus on sustainability.

to the 2009 policy level.

In closing, we look forward to tracking progress during 2013 and seeking opportunities to further enhance the 2014 budget development process.

Sincerely,

Elsie Hutton, CMAChief Financial Officer,Regional Municipality of Wood Buffalo

MESSAGE FROM


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