The URL can be used to link to this page

Home My WebLink AboutPD-092-00 t~-'!;. .. ~ THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File # f:O ~ Res. #6fff-1JY-o 0 Date: Monday, September 18,2000 Report #: PD-092-00 File#: PLN 15.12.2 By-law # Subject: SAMUEL WILMOT NATURE AREA MANAGEMENT ADVISORY COMMITTEE BUDGET 2000 - 2001 FILE NO.: PLN 15.12.2 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: I. THAT Report PD-092-00 be received; 2. THAT Council approve in principle, the Budget (Attachment 1) for the Samuel Wilmot Nature Management Advisory Committee for the period January 1, 2000 to December 31,2001; 3. THAT Council authorize the Samuel Wilmot Nature Area Management Advisory Committee to access only funds on hand for approved budgeted expenditures; 4. THAT the approval of the budget does not commit funds of the Municipality; and 5. THAT the Samuel Wilmot Nature Area Management Advisory Committee be so advised. 1. BACKGROUND The Samuel Wilmot Nature Area Management Advisory Committee consists of twelve individuals: eight from the public-at-large; three from public agencies; and, one member of Council (pD-064-98). In establishing the Committee, Council required that the Committee prepare an annual capital budget to be approved by Council. The Municipality has established a separate account for the Samuel Wilmot Nature Area Advisory Committee. The Committee has identified a number of projects to be undertaken within the proposed budget period that require access to funds which have already been raised and deposited into their account. A recent statement of the Committee's account is attached (Attachment 2). Their budget must be approved by Council, prior to accessing any funds in a Municipal account. 647 ~ _t REPORT PD-092-00 PAGE 2 2. DISCUSSION 5.1 Upon creation of the Advisory Committee, Council charged the Committee with certain responsibilities including: . implementing the recommendations of the Environmental Management Plan; . raising public awareness; . encouraging volunteerism to undertake capital projects and educational activities; . fund raising; and . monitoring changes to the ecosystem. In order for the Committee to effectively manage the Nature Area, and exercise the duties with which they have been charged, they require access to the funds that have been raised and deposited in their Municipal account. Since its inception, the Committee has identified and prioritized capital proj ects to be undertaken in the years 2000 and 2001. They have also incurred minor operating expenses during fulfillment of their responsibilities. Therefore, at the September 5th, 2000 meeting, the Samuel Wilmot Nature Area Management Advisory Committee approved the attached budget which includes both Capital Expenditures and Operating Expenditures. 5.2 The Capital Expenditures identified in the attached budget are based on cost estimates for projects outlined in the EMP, funding proposals submitted to various agencies, as well as recent quotes from suppliers and contractors. The capital projects outlined in the EMP can be grouped into one ofthree categories: i) Naturalization and Plantings ($153,000.00); ii) Trails ($15,000.00); and iii) Signage ($127,000.00) The total project costs outlined III the EMP are estimated to be approximately $295,000.00 over 5 years. However, implementation is based on a variety of factors, including the ability of the group to raise funds and secure grants. The Municipality and the Ministry retain authority to set the annual budget for capital works projects and operating costs for the site. 5.3 As the Committee consists of mostly volunteers, no allowance was made for an operating budget. Minor office and administrative expenses, such as postage and photocopying, were to be part of the Planning Depar1ment's budget. However, several members have 648 - . A REPORT PD-092-00 PAGE 3 incurred greater expenses directly related to the responsibilities of the Committee outlined above. Such operating costs associated with these responsibilities include photographic processing, hosting events, newsletter/brochure publications, mileage and long distance telephone calls. Therefore the Committee approved a budget that includes minor Operating Expenditures to account for out-of-pocket expenses incurred by Committee members. The Operating Expenditures identified in the budget are based on expenses incurred by members to date, as well as forecasted expenses based on planned and scheduled events and tasks, for a 2-year period (from January 2000 to December 2001). Further, the purpose of an operating budget is not to request additional funding from Council. Rather, the Committee requires an approved operating budget to spend independently raised funds. 3. CONCLUSIONS 3.1 The Samuel Wilmot Nature Area Management Advisory Committee has prepared a budget based on estimates provided in the EMP, funding proposals, recent quotes from suppliers and contractors, expenses incurred to date and projected costs for future projects. It should be noted that Capital Expenditures may vary annually based on the type and extent of projects. Therefore, the attached budget is based on capital projects and operating expenses slated for the budget period. Since Council-appointed Committees require a Council-approved annual budget prior to the expenditure of any funds for capital or operating costs, the Committee has approved a budget for Council's approval for the period January 1,2000 to December 31,2001. 3.2 The Treasurer has read this report and concurs with its contents. Respectfully submitted, Reviewed by, J Crome, M.C.LP., R.P.P. r of Planning & Development - /1n \\ O('~-'-~ Franklin Wu, M.C.LP., RP.P., Chief Administrative Officer EB*BN*DJC*cc September 8, 2000 649 -' ATTACHMENT 1 Samuel Wilmot Nature Area Management Advisory Committee 2000-2001 Budget For the Period - January 1, 2000 to December 31, 2001 Estimated Costs Estimated Revenue CAPITAL EXPENDITURES Naturalization and Plantings Trees Barrier Plantings Meadow Seeding Reforestation Contract Labour Site Preparation Total $36~ 000 Trail(s) Trail Construction $18,000 Parking Lot Construction $40,000 Sridge( s) $0 Other (fencing, gates, etc.) $0 Viewing Deck(s) $0 Total $58~ 000 Signage Trailhead Sign(s) Di rectionallReg u latoryll nterpretive Sign( s) West side Trail Signage Total $10~000 Subtotal $104,000 $104,000 OPERATING EXPENDITURES Promotion and Education Newsletter(s) $240 Brochure(s) $210 Advertising $500 Special Event(s)/Conference(s) $1,000 Refreshments $500 Total $2,450 Miscellaneous Photography $550 Member Expenses $1,000 Total $1,550 Subtotal $4,000 $4,000 TOTAL $108,000 $108,000 650 J-.~ ATTACHMENT 2 ON: Wilmot IIUE(cTh:rrWJI~~- Updated July 25, 2000 MUNICIPALITY OF CLARINGTON Samuel Wilmot Nature Area AUG 0 1 2000 as atJune30,20ll0 MUNICIPALITY Of CLARINGTON " PLANNING UEfARTMENl Revenues To Date Receipt Receipt Number Date Total 1998 131811 Dec 7/98 Lioness Newcastle 500.00 1999 136062 Jan 14/99 Ministry of Natural Resources 6,000.00 JE# 1-38/5 Jan 31/99 Toronto SI. Loop 40,000.00 146687 Oct 19/99 Syvan Developments 100.00 146686 Oct 19/99 Newcastle Funeral Home 100.00 146685 Oct 19/99 Canada Trust 75.00 146684 Oct 19/99 Willsher 100.00 146698 Oct 26/99 K.P.R.D.S.B.#98~55 100.00 146636 Nov 3/99 Blue Circle 200.00 146623 Nov 3/99 Ultra Seal 50.00 146622 Nov 3/99 Cureatz 100.00 146647 Nov 12/99 #1138337 Ontario Ltd., 200.00 146462 Nov 22/99 Information not supplied on receipt 200.00 146461 Nov 22/99 Newcastle IGA 100.00 146460 Nov 22/99 #1245186 Ontario Ltd., 100.00 146459 Nov 22/99 McArthur 100.00 146507 Dec 21/99 Ministry of Natural Resources 22,000.00 2000 146548 Jan 28/00 Lions Club 5.000.00 156299 May 10/00 Ministry of Natural Resources 2.500.00 Total revenues to date 77,525.00 Expenditures To Date Invoice Invoice Net Total + Date Number Vendor Description Total G.S.T Net G.S.T 1998 Nov 26/98 3157 Brown & Coggan Ltd., Professional Services 723.75 21.71 745.46 2000 Apr 13/00 100928 W. Richardson Farms Raspberry Farms 810.00 52.50 862.50 Total expenditures to date 1.533.75 74.21 1.607.96 Total Unexpended Revenue 75,917.04 651