HomeMy WebLinkAboutCOR-2021-37 - Corporate Policy Review - Repeal of Policies'Staff Report
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Corporate Services Lle,oartrnent www. kitchener. ca
REPORT TO: Committee of the Whole
DATE OF MEETING: December 13, 2021
SUBMITTED BY: Christine Tarling, Director of Legislative Services/City Clerk, 519-
741-2200 ext. 7809
PREPARED BY: Christine Tarling, Director of Legislative Services/City Clerk, 519-
741-2200 ext. 7809
WARD(S) INVOLVED: All Wards
DATE OF REPORT: December 9, 2021
REPORT NO.: COR -2021-37
SUBJECT: Corporate Policy Review — Repeal of Policies
RECOMMENDATION:
That the corporate policies listed in Appendix "A" as attached to staff report COR -
2021 -37 be repealed.
REPORT HIGHLIGHTS:
• The purpose of this report is to repeal policies that are no longer needed and to
provide the reason for the repeal.
• The financial implications are none.
• This report supports the delivery of core services.
BACKGROUND:
On November 16, 2015, Council ratified a corporate policy review process as outlined in
staff report FCS -15-142. Council also approved a master policy which provides a framework
for the City to govern the development, review and maintenance of corporate policies to
ensure currency and relevancy in the future. This framework included the reasons for which
policies could be repealed and an initial list of policies for repeal were brought forward for
Council's approval in April 2016. Since that time, staff has continued to monitor the
relevancy of all the corporate policies with a view to amending, repealing and replacing, or
repealing only as appropriate.
REPORT:
Each Director has reviewed with their respective General Manager a list of policies relating
to their area and identified those which should be repealed for one of the following reasons:
1. Program or program funding no longer exists (0 policies).
2. Regulation or legislation is already in place (4 policies).
3. Policy has been replaced with another policy (2 policies).
4. Policy conflicts with another policy (0 policies).
5. Policy found redundant, outmoded or dysfunctional (3 policies).
In addition to providing a reason for why each policy should be repealed, a short explanation
has been provided to explain why staff deem it is valid to repeal these policies.
Policies which need to be substantially amended or repealed and replaced are not included
as these will be brought forward to Council in due course. Human Resources policies will
also be brought forward separately to Council in due course.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
None.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of
the council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
• FCS -16-001 — Corporate Policy Review — Repeal of "No Longer Required" Policies
APPROVED BY: Dan Chapman, Chief Administrative Officer
ATTACHMENTS:
• Appendix A —
Corporate Policies Recommended for Repeal
• Appendix B —
ADM -AGR -310
— Purchasing — Terms & Conditions of Confidentiality
- ADM -AGR -310 - Purchasing
- Terms & Conditions of Confidentiality. Pd
• Appendix C —
GOV-COR-315
— Resolutions — Other Municipalities - GOV-COR-315
- Resolution
- Other Municipalites (1).pdf
• Appendix D —
GOV-COU-032
— Protocol for In -camera Meetings - GOV-COU-032 -
Protocol for In -Camera Meetings
(1).pdf
• Appendix E —
GOV-COU-035
— Non -jurisdictional Matters - GOV-COU-035 - Non -
Jurisdictional
(3).pdf
• Appendix F —
MUN-LIC-875 —
Lottery -Bingo Regulations - MUN-LIC-875 - Lottery -
Bingo Regulations (1).pdf
• Appendix G
— MUN-LIC-920 —
Midway Location — Notice - MUN-LIC-920 - Midway
Location - Notice.pd
• Appendix H —
ADM -AGR -585
— Golf Course Facility Rental Agreement -
http://Ifprodas/weblink/0/doc/1605815/Page1.aspx
• Appendix I —
FIN -REP -510 — Budget Over -expenditure - FIN -REP -510 - Budget
Overexpenditure.pdf
• Appendix J —
FIN -PLA -2029 —
Budget Control Policy - FIN -PLA -2029 - Budget
Control Policy.pdf
Staff Report
Corporate Services Departr7ent
l
KR
www.kitchenerca
APPENDIX A — Corporate Policies Recommended for Repeal
Policy Number.
-
Name
Division
Reviewed By
Reason for Repeal
Comments/Reasoning
ADM -AGR -310
Administrative
Purchasing - Terms
Procurement
Brenda Johnson,
Policy found redundant,
Confidentiality is subject to MFIPPA and is
& Conditions of
Ryan Hagey
outmoded or dysfunctional
addressed by a new set of procedures and current
Confidentiality
Purchasing By-law.
GOV-COR-315
Administrative
Resolutions - Other
Legislated Services
Dianna Saunderson,
Regulation or legislation is
This is administrative in nature and is covered by
Municipalities
Christine Tarling
already in place
the Procedural By-law and/or other protocols.
GOV-COU-032
Council
Protocol for In-
Legislated Services
Dianna Saunderson,
Regulation or legislation is
This is administrative in nature and is covered by
camera meetings
Christine Tarling
already in place
the Procedural By-law and/or other protocols.
GOV-COU-035
Council
Non -jurisdictional
Legislated Services
Dianna Saunderson,
Regulation or legislation is
This is administrative in nature and is covered by
Matters
Christine Tarling
already in place
the Procedural By-law and/or other protocols.
MUN-LIC-875
Council
Lottery -Bingo
Legislated Services
Helen Fylactou,
Regulation or legislation is
Authority and requirements are fully mandated
Regulations
Christine Tarling
already in place
through the Province and Council cannot override it.
MUN-LIC-920
Council
Midway Location -
Legislated Services
Helen Fylactou,
Policy found redundant,
No longer relevant as by-law is no longer in effect.
Notice
Christine Tarling
outmoded or dysfunctional
ADM -AGR -585
Council
Golf Course Facility
Sport
Kim Kugler
Policy found redundant,
The City has contracted out the food and beverage
Rental Agreement
outmoded or dysfunctional
operation so the position mentioned in the policy no
longer exists. The City has also moved all the facility
rental agreements into our facility booking system
and signing authority is assigned to the facility
booking staff to use the approved facility rental
agreement.
FIN -REP -510
Council
Budget Over-
Financial Planning
Ryan Hagey
Policy has been replaced
Policy has been superseded by the Budget Control
expenditure
with another policy
Policy — FIN -PLA -2029.
APPENDIX B
J
POLICY APPLIES TO THE FOLLOWING:
T t
❑
POLICY
Policy No. ADM -AGR -310
Policy Title:
PURCHASING - TERMS
Approval Date: March 25, 1995
❑
AND CONDITIONS OF
❑
Non Union
CONFIDENTIALITY
Reviewed Date: July 2016
Policy Type:
ADMINISTRATIVE
Next Review Date: July 2021
C.U.P.E. 791
❑
Reviewed Date:
Category:
Administration
El
Part -Time Employees
ElK.P.F.F.A.
Last Amended:
Sub -Category:
Agreements & Contracts
Other:
Replaces:
Author: Author Unknown
Dept/Div:
Financial Services \ Supply
Services
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
To be included at next review.
1. POLICY PURPOSE:
To set out the approved terms and conditions to be used when the City engages
outside service providers and those service providers will or may receive the
City's confidential information in the process of providing the services.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
To be included at next review.
1 of 2
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
El
Part -Time Employees
ElK.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
To be included at next review.
1 of 2
Policy No: ADM -AGR -310
Policy Title: PURCHASING - TERMS AND CONDITIONS OF CONFIDENTIALITY
4. POLICY CONTENT:
4.1 In situations in which staff are engaging service providers by purchase order,
field order or other Purchasing mechanism and that service provider will or may
become privy to confidential or sensitive information, Staff shall use and ensure
that the "Terms and Conditions Re: Confidentiality" are signed by the Service
Provider before the services are provided and/or the service provider becomes
privy to the confidential or sensitive information.
4.2 Purchasing staff shall use, when appropriate and at the discretion of the
Supervisor of Purchasing, the "Terms and Conditions Re: Confidentiality" as part
of the tendering process.
4.3 The "Terms and Conditions Re: Confidentiality" shall not be amended without the
approval of the City Solicitor or designate.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2001-12 - Reviewed.
2016-06 - Policy 1-310 template re -formatted to new numbering system
and given number ADM -AGR -310.
2018-04-03 - Department name change due to corporate re -organization.
Formal Amendments
No amendment history to date.
2 of 2
APPENDIX C
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
POLICY
Policy No: GOV-COR-315
Policy Title:
RESOLUTION - OTHER
Approval Date: September 28, 1981
❑
MUNICIPALITIES
❑
Non Union
❑
Reviewed Date: July 2016
Policy Type:
ADMINISTRATIVE
Next Review Date: July 2021
Category:
Governance
Reviewed Date:
Sub -Category:
Corporate
Last Amended: May 27, 2002
Author:
Author Unknown,
K.P.F.F.A.
❑
Specified Positions only:
Council/Committee Services
Replaces: 1-315 - Resolution - Other
❑
Council
Municipalities
Dept/Div:
Finance & Corporate Services
/ Legislated Services
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
To be included at next review.
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
To be included at next review.
1 of 2
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
I ❑
Other:
❑
Council
I ❑
Local Boards & Advisory Committees
To be included at next review.
1 of 2
Policy No: GOV-COR-315
Policy Title: RESOLUTION - OTHER MUNICIPALITIES
4. POLICY CONTENT:
That the General Manager of Corporate Services & City Clerk be directed to refer
all resolutions received from other Ontario Municipalities to the Association of
Municipalities of Ontario with the exception of matters relating exclusively to
Municipalities within the Regional Municipality of Waterloo. In such instances, the
resolution would continue to be processed through the relevant Standing
Committee.
Further, that any resolution which in the opinion of the General Manager of
Corporate Services & City Clerk, is of national or international significance or
importance, that same be referred to the Federation of Canadian Municipalities.
And further, that a copy of all in -coming resolutions be distributed to each member
of Council for information purposes. If any member of Council wishes a resolution
to be dealt with, the General Manager of Corporate Services & City Clerk be so
advised.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-07-01- 1-315 policy template re -formatted to new numbering system and
given number GOV-COR-315.
Formal Amendments
1990-08-13 - As per Council/CLT directive.
2002-05-27 - As per Council/CLT directive.
2 of 2
APPENDIX D
1. POLICY PURPOSE:
Provides direction on when and how items are to be submitted for Council's
consideration in -camera (meaning meetings closed to the general public) and
provides policy on authorization for in -camera items. This policy does not address
un -scheduled in -camera meetings of Council or Standing Committees convened
during the course of an open public meeting.
2. DEFINITIONS:
To be included at next review.
1 of 3
POLICY
Policy No: GOV-COU-032
Policy Title:
PROTOCOL FOR IN-
Approval Date: August 16, 2004
CAMERA MEETINGS
Reviewed Date: June 2016
Policy Type:
COUNCIL
Next Review Date: June 2021
Category:
Governance
Reviewed Date.
Sub -Category:
Council
Last Amended:
Author:
Author Unknown
Dept/Div:
Office of the Mayor & Council
Replaces: I-032, Protocol for In -Camera
Meetings
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
Provides direction on when and how items are to be submitted for Council's
consideration in -camera (meaning meetings closed to the general public) and
provides policy on authorization for in -camera items. This policy does not address
un -scheduled in -camera meetings of Council or Standing Committees convened
during the course of an open public meeting.
2. DEFINITIONS:
To be included at next review.
1 of 3
Policy No: GOV-COU-032
Policy Title: PROTOCOL FOR IN -CAMERA MEETINGS
3. SCOPE:
4. POLICY CONTENT:
Submitting an Item for In -camera Meeting
(a) All matters to be dealt with by Council at an in -camera meeting shall comply
with the Municipal Act, as amended and Chapter 25 (Council Procedure) of
the City of Kitchener Municipal Code.
(b) Items for a scheduled in -camera meeting of Council must be submitted to
the Manager of Council/Committee Services & Deputy City Clerk,
Legislated Services, within the timelines specified and on the form provided
by the City Clerk.
The information on the form must: indicate who is submitting the item; the
appropriate classification under the Municipal Act; provide background
information or indicate that background material is attached, or if no
background material is being provided why; and, include sign off by the
CAO/Deputy CAO of the Department submitting the item.
(c) Items under the classification of `Solicitor -Client Privilege' can only be
submitted by a City Solicitor or member of Council.
(d) An agenda for the in -camera meeting will be prepared by the Office of the
City Clerk and circulated to Council on the Friday preceding the meeting
unless the meeting has been called due to an emergency or other item of
an urgent nature pursuant to Chapter 25 (Council Procedure). The agenda
will include all relevant background information referred to in Item #2.
2 of 3
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑x
Council
❑
Local Boards & Advisory Committees
4. POLICY CONTENT:
Submitting an Item for In -camera Meeting
(a) All matters to be dealt with by Council at an in -camera meeting shall comply
with the Municipal Act, as amended and Chapter 25 (Council Procedure) of
the City of Kitchener Municipal Code.
(b) Items for a scheduled in -camera meeting of Council must be submitted to
the Manager of Council/Committee Services & Deputy City Clerk,
Legislated Services, within the timelines specified and on the form provided
by the City Clerk.
The information on the form must: indicate who is submitting the item; the
appropriate classification under the Municipal Act; provide background
information or indicate that background material is attached, or if no
background material is being provided why; and, include sign off by the
CAO/Deputy CAO of the Department submitting the item.
(c) Items under the classification of `Solicitor -Client Privilege' can only be
submitted by a City Solicitor or member of Council.
(d) An agenda for the in -camera meeting will be prepared by the Office of the
City Clerk and circulated to Council on the Friday preceding the meeting
unless the meeting has been called due to an emergency or other item of
an urgent nature pursuant to Chapter 25 (Council Procedure). The agenda
will include all relevant background information referred to in Item #2.
2 of 3
Policy No: GOV-COU-032
Policy Title: PROTOCOL FOR IN -CAMERA MEETINGS
(e) No late items will be added to the agenda unless considered urgent.
Urgency is defined as an item which if not dealt with in a timely manner, will
result in a detrimental impact on the City. The person requesting the
addition of a late item must attend the Special Council meeting prior to the
in -camera session to make the request and explain why the matter is
urgent. Council must approve the addition of the late item at the Special
Council meeting.
3. HISTORY OF POLICY CHANGES
Administrative Updates
2016-05-31 - Housekeeping changes to reflect title changes.
2016-06-01 -1-032 policy template re -formatted to new numbering system and given
number GOV-COU-032.
Formal Amendments
No amendment history to date.
3of3
APPENDIX E
1
POLICY APPLIES TO THE FOLLOWING:
KiMNER
❑
POLICY
Policy No: GOV-COU-035
Policy Title:
NON -JURISDICTIONAL
Approval Date: February 9, 1987
❑
MATTERS
❑
Non Union
❑
Reviewed Date: June 2016
Policy Type:
COUNCIL
Next Review Date: June 2021
Category:
Governance
Reviewed Date:
Sub -Category:
Council
❑
Last Amended:
Author:
Author Unknown
❑
Specified Positions only:
Dept/Div:
Office of the Mayor & Council
Replaces: I-035, Non -Jurisdictional
Matters
Repealed:
❑
Local Boards & Advisory Committees
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To be included at new review.
2. DEFINITIONS:
To be included at new review.
3. SCOPE:
1 of 3
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
1 of 3
Policy No: GOV-COU-035
Policy Title: NON -JURISDICTIONAL MATTERS
4. POLICY CONTENT:
That the following policy be adopted relative to the consideration of non -
jurisdictional matters, namely:
a) 'Non -jurisdictional matters
the legislative jurisdiction
Municipality of Waterloo.'
shall be defined as any subject outside
of the City of Kitchener or the Regional
2. Further, that all non -jurisdictional matters introduced by a member of
Council shall be initially introduced by means of a Notice of Motion and that
consideration thereof not take place until a subsequent meeting of City
Council. In the interim, the Council will be provided with written copies of
all background information prior to the date on which discussion is to occur.
3. And further, that when a non -jurisdictional matter is introduced by a
delegation, the delegation shall be heard as part of the normal Council
Agenda. If the delegation has supplied written background information to
members of Council prior to the date on which the delegation is heard, then
City Council may debate the issue immediately following the presentation.
If background information was supplied to City Council only at the time the
delegation made its presentation then City Council shall defer debate until
its next meeting so as to allow all members of Council to digest the contents
of the written documentation.
4. And further, that any resolution containing reference to a non -jurisdictional
item be introduced for Council discussion in the same manner as the
content of any other resolution received from another municipality. Any
member of Council under the current policy simply requests that the matter
be placed on the next Committee of the Whole Agenda for discussion and
debate.
5. With respect to a non -jurisdictional matter introduced by a letter or report
from an organization or individual not appearing as a delegation, the
document shall be placed on the next Committee of the Whole Agenda for
discussion and debate.
2 of 3
Policy No: GOV-COU-035
Policy Title: NON -JURISDICTIONAL MATTERS
2. HISTORY OF POLICY CHANGES
Administrative Uadates
2001-12-01 - minor amendments
2016-06-01 - 1-035 policy template re -formatted to new numbering system and
given number GOV-COU-035.
Formal Amendments
No amendment history to date.
3of3
APPENDIX F
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
POLICY
Policy No: MUN-LIC-875
Policy Title:
LOTTERY - BINGO
Approval Date: December 13, 1993
❑
REGULATIONS
❑
Non Union
❑
Reviewed Date:
Policy Type:
COUNCIL
Next Review Date:
Category:
Municipal Services
Reviewed Date:
Sub -Category:
Licence
Last Amended: June 11, 2007
Author:
Author Unknown, Licensing
K.P.F.F.A.
Replaces: 1-875 - Lottery - Bingo
Dept/Div:
Finance & Corporate Services
Regulations
❑
/ Legislated Services
❑
Local Boards & Advisory Committees
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
To be included at next review.
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
To be included at next review.
1 of 6
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
To be included at next review.
1 of 6
Policy No: MUN-LIC-875
Policy Title: LOTTERY - BINGO REGULATIONS
4. POLICY CONTENT:
That the following consolidated bingo regulations, in addition to Alcohol and
Gaming Commission of Ontario terms and conditions under which bingo lottery
licenses are issued be:
1. Administrative Costs
a) That a bingo lottery licence covering a series of bingos may be issued
to any charitable/religious organization for a period not to exceed four
calendar months. The maximum number of bingo events any
organization may be licensed for shall not exceed 52 in any calendar
year.
b) The above is subject to the organization meeting the Terms and
Conditions as set out by the Alcohol and Gaming Commission of
Ontario, including the requirement with respect to the filing of any and
all reports as may be required by the Lottery Licensing Officer within
30 days of the final event of the month. Failure to meet this
requirement may result in the organization's licensing privileges being
suspended for one licensing period.
2. Market Factors
a) The maximum prizes to be awarded shall not exceed 70% of the total
bingo wagering. This total will be determined by the Alcohol and
Gaming Commission over a period of 3 months.
b) All prizes to be awarded shall be in cash, cheque, merchandise or a
combination of the two.
c) No minimum time period will be required between bingo sessions.
d) There will be no minimum or maximum on the number of games per
session.
e) Multiple sessions may be played in segregated areas within the same
bingo hall provided all applicable Terms and Conditions are met and
the organization is duly licensed.
2 of 6
Policy No: MUN-LIC-875
Policy Title: LOTTERY - BINGO REGULATIONS
3. Advertising and Promotion
a) That free bingo cards or discounts on the normal price of bingo cards
shall not be given to any player. Licences will not be issued for the
conduct of raffle lotteries or gaming devices at bingo games, except
if the event is licensed as a bazaar.
b) Price -cutting will not be permitted at any bingo lotteries operated
within the City of Kitchener. The price of cards to be sold shall not
be less than those that were in effect on May 1, 2007.
c) All applications to manage and conduct a bingo lottery must be
submitted to the municipality a minimum of 60 days before the next
licensing period.
d) All applications must be accompanied by a list of all games to be
played, the value of the prizes to be awarded, the particular
arrangement of numbers of symbols required to win the game, the
prices of the cards to be sold at each game, and the name and
address of the premises where the event is to be held. The
application must also be accompanied by a Charitable Gaming
Summary, Charitable Gaming Spreadsheet, Bingo Event Rules of
Play and the House Rules.
e) That upon receipt of a bingo lottery licence, all charitable/religious
organizations shall not revise previously licensed game formats,
prize payouts and card prices without formal authorization from the
Licensing Authority of the City of Kitchener and the Alcohol and
Gaming Commission of Ontario. At least 10 business days
notification will be required in order to amend a licence.
f) All promotional initiatives must meet the requirements as set by the
Alcohol and Gaming Commission of Ontario and the funds used for
these initiatives must be paid from the Marketing Account as set up
by the Hall Charity Association.
g) Advertising of prize monies, hall conditions, etc., shall not occur in a
manner which may be misleading and which may reflect negatively
on other charitable bingo operations.
3 of 6
Policy No: MUN-LIC-875
Policy Title: LOTTERY - BINGO REGULATIONS
4. That the Licensee shall ensure that no person directly involved in or
responsible for the conduct of the bingo lottery event, or involved in the sale
of bingo paper, or break open tickets as the case may be, shall purchase
any bingo paper, break open tickets, or participate in the game which he or
she is assisting to conduct.
Without restricting the generality of the foregoing, this policy shall apply to
the hall owner, lessee or manager, full or part-time concessions
operator/manager and employees, bingo chairman, as well as to any other
corporation director, official or employee involved in the operation and/or
management of the said bingo hall;
However, this policy is not intended to prohibit a member involved in the
management or conduct of a bingo from playing bingo in the said hall on
any day in which his/or organization is not conducting a bingo.
5. Not less than three active bona fide members of the licensed organization
shall be in attendance at each bingo. See Section 1.4 of the Terms and
Conditions from the Alcohol and Gaming Commission of Ontario.
6. The licensee shall on demand, make available to the Lottery Licensing
Officer, or to such persons he or she may designate, all financial records,
ledgers, vouchers and financial reports in connection with the operation of
bingo. This may also include Books and Records related to monies derived
from bingo -themed Lottery schemes conducted and managed by the
Ontario Lottery and Gaming Corporation within the bingo hall, the use of
proceeds from a Lottery and the Licensee's non -lottery accounts.
7. See Section 3 — Financial Management and Administration Books and
Records and Reporting Requirements of the AGCO Terms and Conditions
for the submitting of fiscal year end reports.
8. That Licensing staff be allowed to refuse to issue bingo licences if the
required fiscal year end reports have not been filed with the Licence Office
within 180 days (6 months) of a group's fiscal year end.
9. That any organization licensed to operate bingo in the City of Kitchener may
have not more than $25,000.00 in their Lottery Trust Account at fiscal year
end. This amount may be adjusted with permission from the Lottery
Licensing Officer provided the organization is raising funds for a large
project as approved by the Lottery Licensing Officer.
4 of 6
Policy No: MUN-LIC-875
Policy Title: LOTTERY - BINGO REGULATIONS
10. If a hall operator wishes to make application to the AGCO for a liquor
licence, they must first notify the municipality in advance of the application
which shall give the municipality the opportunity to comment to the AGCO
and the operator must provide a copy of that notification with the application
to the ACCO.
11. Criteria for Licensing
That the following criteria apply to charities making application to the City of
Kitchener for a Bingo Lottery Licence, namely:
a) The group should have been in operation for at least one year so as
to assure the municipality that it has some long term stability;
b) Qualified organizations having a physical presence within the
Regional Municipality of Waterloo and that utilize at least 75% of the
proceeds from bingo lotteries for a charitable purpose within the
Region of Waterloo shall be approved for licensing.
C) Membership should be no less than 25 in number to provide that the
charity has sufficient members to meet an identified need in the
community;
d) The charity provide proof of financial responsibility in the amount of
$2,500.00, and that this amount be maintained in the lottery trust
account.
e) Non-profit organizations which are not necessarily charitable in
nature be required to describe to Council the charitable purposes for
which proceeds from bingos are to be utilized.
f) That organizations submit yearly copies of their budgets and
membership lists which will include a list of their principal officers.
Further, that failure to meet any of the above criteria shall not preclude any
organization from appealing directly to City Council for approval to obtain a
Bingo Lottery Licence.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 - 1-875 policy template re -formatted to new numbering system and
given number MUN-LIC-875.
5 of 6
Policy No: MUN-LIC-875
Policy Title: LOTTERY - BINGO REGULATIONS
Formal Amendments
2003-09-22 - As per Council resolution
2007-06-11 - As per Council resolution
6 of 6
APPENDIX G
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
POLICY
Policy No: MUN-LIC-920
Policy Title:
MIDWAY LOCATION -
Approval Date: June 16, 1997
❑
NOTICE
❑
Non Union
❑
Reviewed Date:
Policy Type:
COUNCIL
Next Review Date:
Category:
Municipal Services
Reviewed Date:
Sub -Category:
Licence
Last Amended: May 27, 2002
Author:
Author Unknown, Licensing
Replaces: 1-920 - Midway Location -
Dept/Div:
Finance & Corporate Services
Notice
Other:
/ Legislated Services
Repealed:
❑
Local Boards & Advisory Committees
Replaced by:
Related Policies, Procedures and/or Guidelines:
To be included at next review.
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
To be included at next review.
1 of 2
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
To be included at next review.
1 of 2
Policy No: MUN-LIC-920
Policy Title: MIDWAY LOCATION
4. POLICY CONTENT:
1. That prior to the approval of an application for a midway location, the
proposed site and details as well as the dates and hours of operation be
brought to the attention of the Ward Councillor and be put on an agenda of
the Finance and Corporate Services Committee to allow an opportunity to
address the potential concerns of residents; and further,
2. That between the time the application is considered by the Finance and
Corporate Services Committee and the date of the next Council, the
applicant be required to notify residents within 120 meters of the proposed
midway location that it will be operating, the dates and hours of operation
and the name of the sponsoring charity, and in this regard the City Clerk's
will, upon receipt of a midway application, provide the applicant with the
necessary mailing labels reflecting the circulation requirement.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2001-12 - Minor updates
2016-06-01 - 1-920 policy template re -formatted to new numbering system and
given number MUN-LIC-920.
Formal Amendments
2002-05-27 - As per Council resolution.
2 of 2
APPENDIX H
I
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
POLICY
Policy No. ADM -AGR -585
Policy Title:
GOLF COURSE FACILITY
Approval Date: March 30, 1998
❑
RENTAL AGREEMENT
❑
Non Union
❑
Reviewed Date: July 2016
Policy Type:
COUNCIL
Next Review Date: July 2021
Category:
Administration
Reviewed Date:
Sub -Category:
Agreements & Contracts
Last Amended: May 27, 2002
Author:
Author Unknown
K.P.F.F.A.
❑
Specified Positions only:
❑
Replaces:
Dept/Div:
Community Services /
❑
Local Boards & Advisory Committees
Sport Division
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
To be included at next review.
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
To be included at next review.
1 of 2
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
To be included at next review.
1 of 2
APPENDIX H
Policy No: ADM -AGR -585
Policy Title: GOLF COURSE FACILITY RENTAL AGREEMENT
4. POLICY CONTENT:
That Council delegate to the Facilitator of Food and Beverage — Golf Courses and
the Facilitator of Administration — Golf Courses, and in their absence the
Supervisor of Golf Courses, the authority to sign the Golf Course Facility Rental
Agreement, as prepared by the Legal Services, dated March 1998, andfurther,
That, in the event the applicant requests changes to any condition of the Golf
Course Facility Rental Agreement, the agreement must be reviewed by Legal
Services, and if appropriate, brought before Council.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06- 01 - Policy 1-585 template re -formatted to new numbering system
and given number ADM -AGR -585.
2018-04-03 - Department and division name change due to corporate re-
organization.
Formal Amendments
2002-05-27 - As per Council directive
2 of 2
APPENDIX I
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
POLICY
Policy No: FIN -REP -510
Policy Title:
BUDGET
Approval Date: January 26, 1990
❑
OVEREXPENDITURE
❑
Non Union
❑
Reviewed Date: July 2016
Policy Type:
COUNCIL
Next Review Date: July 2016
Category:
Finance
Reviewed Date:
Sub -Category:
Reporting
Last Amended: July 2, 2002
Author:
Author Uknown
K.P.F.F.A.
❑
Specified Positions only:
❑
Replaces: 1-510 - Budget
Dept/Div:
Finance & Corporate Services
Overexpenditure
Local Boards & Advisory Committees
\Financial Planning
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
To be included at next review.
1. POLICY PURPOSE:
To be included at next review.
2. DEFINITIONS:
To be included at next review.
3. SCOPE:
1 of 2
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
1 of 2
4.
5.
Policy No: FIN -REP -510
Policy Title: BUDGET OVEREXPENDITURE
To be included at next review.
POLICY CONTENT:
4.1 That all requests for expenditures, for which there is no specific budget
appropriation, be referred to the Finance and Corporate Services
Committee for study and recommendation, and further that when any
budget appropriation appears to be substantially inadequate, the matter be
referred to the Finance and Corporate Services Committee for its study and
recommendation.
4.2 It is further understood that 'substantially inadequate' be defined as an
expenditure in excess of 10% over budget.
4.3 Further, the Chief Administrator shall have the authority to approve non-
budgetary items under $10,000 [see Section 111.7.9(b) of Municipal Code].
HISTORY OF POLICY CHANGES
Administrative Updates
2016-06 - Policy 1-510 template re -formatted to new numbering system and
given number FIN -REP -510.
Formal Amendments
1990-08-13 - As per Council directive
1992-06-61 - As per Council directive
2002-06-02 - As per Council directive
2 of 2
APPENDIX J
1. POLICY PURPOSE:
The City of Kitchener recognizes the importance of having proper budget controls in
place to support accountability and transparency, and to assure the public that the
financial affairs of the municipality are being managed diligently. Effective budget control
of operating and capital accounts promotes fiscal responsibility and is an essential
aspect of the delivery of programs, services, and projects for the community.
The purpose of this policy is to establish guidelines and provide clarity regarding roles,
responsibilities, and key accountabilities, related to the financial management and
budget control for operating and capital accounts. This policy documents the process for
the reporting of financial performance and results including the variance reporting
process for the annual operating budget and the reporting of the status of capital
projects.
2. DEFINITIONS:
Account — an individual line item that has been provided with a budget allocation
Capital Budget — means the annual Council approved plan for expenditures and
financing sources to complete Capital Projects or one-time expenditures
Capital Budget Transfer — means the transfer of an unexpended budget amount from
one Capital Project to another
1 of 9
POLICY
Policy No: FIN -PLA -2029
Policy Title:
BUDGET CONTROL POLICY
Approval Date: March 9, 2020
Reviewed Date:
Policy Type: COUNCIL
Category:
Finance
Next Review Date: March 2025
Reviewed Date:
Sub -Category:
Financial Planning
Author:
Chief Financial Officer
Last Amended:
Replaces:
Dept/Div: Financial Services/Financial
Planning
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
N/A
1. POLICY PURPOSE:
The City of Kitchener recognizes the importance of having proper budget controls in
place to support accountability and transparency, and to assure the public that the
financial affairs of the municipality are being managed diligently. Effective budget control
of operating and capital accounts promotes fiscal responsibility and is an essential
aspect of the delivery of programs, services, and projects for the community.
The purpose of this policy is to establish guidelines and provide clarity regarding roles,
responsibilities, and key accountabilities, related to the financial management and
budget control for operating and capital accounts. This policy documents the process for
the reporting of financial performance and results including the variance reporting
process for the annual operating budget and the reporting of the status of capital
projects.
2. DEFINITIONS:
Account — an individual line item that has been provided with a budget allocation
Capital Budget — means the annual Council approved plan for expenditures and
financing sources to complete Capital Projects or one-time expenditures
Capital Budget Transfer — means the transfer of an unexpended budget amount from
one Capital Project to another
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
Capital Project — means an undertaking for which expenditures are incurred to acquire,
improve, demolish or maintain land, buildings, structures, infrastructure, machinery and
equipment, including installation of computer software, and any other project as defined
from time to time to be capital and is the level at which Council approves funding in the
capital budget
Department — Means any department of the City as reflected in the current
organizational structure
Operating Budget — means the annual Council approved plan for expenditures,
revenues, staffing levels and service levels for operations of the City taking place from
January 1St to December 31St in a given year
Operating Budget Transfer — means the transfer of an unexpended budget amount
from one current budget program to another
Program — means an organizational unit as defined in the Operating Budget that may
encompass one or more related municipal services, usually a division of a department
that is mandate driven and is the level at which Council approves funding in the
operating budget
3. SCOPE:
Responsibilities
Council
Under section 224(d) and (d.1) of the Municipal Act 2001, Council is responsible for
"ensuring that controllership policies, practices and procedures are in place to implement
the decisions of Council" and "to ensure the accountability and transparency of the
operations of the municipality, including the activities of the senior management of the
municipality." Council approves the spending plans as outlined in annual operating and
2 of 9
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
0
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑
Specified Positions only:
❑
Other:
D
Council
❑
Local Boards & Advisory Committees
Responsibilities
Council
Under section 224(d) and (d.1) of the Municipal Act 2001, Council is responsible for
"ensuring that controllership policies, practices and procedures are in place to implement
the decisions of Council" and "to ensure the accountability and transparency of the
operations of the municipality, including the activities of the senior management of the
municipality." Council approves the spending plans as outlined in annual operating and
2 of 9
Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
capital budgets and is responsible for monitoring the performance against those plans
throughout the year.
Chief Administrative Officer
Under section 229(a) of the Municipal Act 2001, the Chief Administrative Officer is
responsible for "exercising general control and management of the affairs of the
municipality for the purpose of ensuring the efficient and effective operation of the
municipality." This includes monitoring financial performance of the organization
throughout the year, holding those that have been delegated financial responsibility
accountable for the development, monitoring, and management of their budgets, and
advising Council at the appropriate time of any significant financial matters arising.
Chief Financial Officer (Treasurer)
Under section 286(1) of the Municipal Act 2001, the treasurer is responsible for
"handling all of the financial affairs of the municipality on behalf of and in the manner
directed by the council." For the purpose of this policy this includes:
• Directing the development, maintenance and communication of all financial
policies, procedures, or practices to support fiscal responsibility
• Ensuring departments have access to timely financial information to enable
responsible decision making for the effective and efficient delivery of programs,
services, and implementation of projects or initiatives
• Monitoring financial performance of the organization throughout the year,
ensuring compliance with the reporting requirements as outlined in this policy
• Advising the CAO and Council in a timely manner of any significant financial
matters arising.
General Managers
General Managers (department heads) are responsible for the efficient and effective
delivery of programs, services, projects, and initiatives within their respective portfolios
and operational areas of responsibility. For the purpose of this policy they are
responsible to:
• Develop an annual operating and capital budget for their area of responsibility in
accordance with budget guidelines
• Ensure budgets established related to the delivery of service are accurate,
realistic to be able to meet service levels identified to Council
• Make decisions regarding how services are delivered within the limits of Council
approved service levels and approved budgets
• Where appropriate, delegate responsibility for the departmental budgets (e.g.
Directors, Managers, Supervisors)
• Hold those who have been delegated financial responsibility accountable for the
development, monitoring and management of their budgets
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
• Monitor financial performance of department throughout the year and take
appropriate corrective action to ensure the department remains in a balanced
budget position
• Advise the CFO of any significant financial matters arising that may impact their
ability to remain in a balanced budget position by fiscal year end
Directors
Management staff within departments are responsible for the efficient and effective
delivery of programs, services, projects, and initiatives within their respective portfolios
and operational areas of responsibility. General Managers are ultimately responsible for
the overall financial performance of their department, but Directors are responsible for
the financial performance for their respective divisions and projects under their portfolio.
Responsibilities related to this particular policy include:
• Developing an annual operating or capital budget for their respective area of
responsibility
• Monitoring financial performance throughout the year
• Advising the Department Head in a timely manner of any significant financial
matters that will impact their ability to deliver an expected program, service,
project, or initiative
• Carry out all transactions in accordance with municipal policies and procedures
(e.g. hiring, purchasing, contracts)
Managers and Project Managers
Management staff within departments are responsible for the efficient and effective
delivery of programs, services, projects, and initiatives within their respective portfolios
and operational areas of responsibility. Managers are responsible for the financial
performance for their respective sections. This is also applicable to those staff that have
been assigned, or as part of their role, or have responsibility for managing capital
projects or initiatives. Responsibilities related to this particular policy include:
• Developing an annual operating or capital budget for their respective area of
responsibility
• Monitoring financial performance throughout the year
• Advising the Director in a timely manner of any significant financial matters that
will impact their ability to deliver an expected program, service, project, or
initiative
• Carry out all transactions in accordance with municipal policies and procedures
(e.g. hiring, purchasing, contracts)
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
4. POLICY CONTENT:
The controls outlined in this policy apply only to budgeted operating and capital accounts
where over -expenditures may occur from time to time. Unbudgeted items related to new
projects or initiatives require Council or CAO approval, based on the authority provided
under municipal code 115.5.4 related to unbudgeted expenditures.
Operating Budget Financial Controls
The approved budget represents the approved spending authority for a particular
program or service and overall for the department. The following guidelines are intended
to provide departments with some flexibility to ensure the efficient and effective delivery
of services while providing proper level financial control and oversight related to the
operating budget accounts:
A General Manager, together with their staff, has the responsibility to deliver
programs or services based on the budgeted level of service approved by
Council as part of the annual budget process. This includes working within the
net total budget allocation that has been provided for their respective
departments.
2. A Director may approve overspending of any particular account or budget line by
making the necessary balancing decisions within a program or between
programs within their portfolio/or area of responsibility, provided that:
a. Total expenditures for the department do not exceed the net operating
budget approved by Council
b. Over -expenditures for a particular program do not exceed $100,000
c. Any transfers that are done to remain in a balanced budget position are
not between tax supported, enterprise, or utility programs
3. A General Manager may approve overspending of any particular account or
budget line by making the necessary balancing decisions between programs
within their department, provided that:
a. Total expenditures for the department do not exceed the net operating
budget approved by Council
b. Over -expenditures for a particular program do not exceed $100,000
c. Any transfers that are done to remain in a balanced budget position are
not between tax supported, enterprise, or utility programs
4. A General Manager shall report to the CFO any anticipated over -expenditure in a
Program that will result in them exceeding their net total budget for their
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
department as soon as such over -expenditure is reasonably known. The CFO is
authorized to approve in -year department budget adjustments provided that:
a. The amount of over -expenditure is less than $100,000
b. It's been determined that funding from other programs are not available to
offset the over -expenditure
c. The over -expenditure is reported to Council as part of the next operating
budget variance report
5. Any expenditures that would result in total expenditures exceeding the funding
available in a Program by an amount greater than $100,000 requires Council
approval. Council approval is deemed to have been provided for:
a. Purchases that are made in accordance with the emergency provisions of
the Purchasing By-law
b. Costs to be incurred that in the opinion of the General Manager and CFO
are unavoidable and required in order to ensure approved service levels
are met (e.g. winter maintenance)
Any costs incurred under the above provisions will be reported to Council as part
of the next operating budget variance report. A separate report to Council is
required for any other over -expenditures that fall outside of this process.
6. Operating Budget variances will be identified and reported to Council three times
a year based on June, September, and December financial results. An
explanation will be provided for variances of $100,000 or greater.
Capital Budget Financial Controls
The approved capital budget represents the approved spending authority for a particular
capital project or initiative. The following guidelines are intended to provide some
flexibility for the execution of projects while at the same time establish an appropriate
level of financial controls for capital budget accounts:
1. A General Manager, together with their staff, has the responsibility to effectively
implement and manage projects based on the approved scope, timeline, and
budget as approved by Council as part of the annual budget process.
2. General Managers may approve additional over -expenditures in a Capital Project
that exceed the original project budget where:
a. The original scope of the project has not changed
b. The amount of the over -expenditure does not exceed 10% of the original
budget or $250,000
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
c. Funding is available to fund the over -expenditure through the reallocation
of funding from other project(s) within the same program area
d. The over -expenditure is reported to Council as part of the next Capital
Status Report
3. A General Manager shall notify the CFO of any anticipated over -expenditure in a
Capital Project where it is determined that funding is not available through the
reallocation from other projects(s) within the same program area. The CFO will
work with the General Manager to determine other potential sources of funding.
The CFO is authorized to approve additional funding for a Capital Project where:
a. The original scope of the project has not changed
b. The amount of the over -expenditure does not exceed 10% of the original
budget or $250,000
c. Funding is available to be transferred from other department projects or
there is sufficient funding available in an appropriate Capital Reserve
Fund to fund the over -expenditure
d. The over -expenditure is reported to Council as part of the next Capital
Status Report
4. Any Capital Project for which anticipated expenditures will exceed the funding
available by an amount greater than 10% of the original budget or $250,000
requires Council approval. Council approval will be requested through:
a. A separate report to Council outlining the amount and reason for the
anticipated over -expenditure or;
b. A tender report that identifies the over -expenditure, justification for
proceeding with the award, and identifies an appropriate source of
funding to cover the anticipated budget shortfall or;
c. The next regular Capital Status Report
An exception to the above provisions is any purchase that is made in accordance
with the emergency provisions of the purchasing by-law.
5. Project Closures
a. A project is to be closed and any surplus funds returned to the original
source of funding if any of the following criteria are met:
• Project completed at or under budget as determined by the
General Manager
• Project completed over budget and recommended funding source
for over -expenditure has been identified
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
• Project deleted or deferred in order to finance new project or to
fund over expenditures in other projects and reported to Council
• The project has not commenced within two years after budget
approval and cannot be completed within a three year timeframe
after commencement (no signed contractual agreement or POs
issued)
• There has been no account activity on the project for the last 18
months
b. Exceptions to the above conditions:
• There is a need for funding to be rolled to future years, to be
utilized in projects that have a similar scope and require additional
funding (e.g. phase 1, phase 2)
• Project has not commenced within two years but an extension has
been requested by the General Manager and approved by the
CFO or their designate
6. Capital Status Updates to Council
To accurately administer and report on the capital budget, Departments will be
required to forward to Financial Planning, twice a year, an accurate status of
each project owned or managed by their department. The status must include a
description of the work in progress, the percentage of work complete, and a
projected forecast for completion. A semi-annual Capital Status Report (based
on June and December), will be prepared in each year to provide Council with an
update on the status of Capital Projects. This report would:
a. Provide the status of each Capital Project
b. Report any anticipated over expenditures in accordance with the
provisions of this policy and related financing adjustment
recommendations
c. Report any anticipated over expenditures for which there is insufficient
funding in the appropriate project and related financing adjustment
recommendations
d. Report any additional expenditures incurred after the project has been
closed and related financing recommendations
e. Report any proposed deletion or deferral of projects to either finance new
projects or to fund over -expenditures in other projects
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Policy No: FIN -PLA -2029
Policy Title: BUDGET CONTROL POLICY
f. Address material changes in scope or nature of capital projects, material
changes in timing with related financing adjustment recommendations
g. Report on any closures of capital projects
5. HISTORY OF POLICY CHANGES
Administrative Updates
Formal Amendments
9of9