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The committee in charge of the Tiverton Old Boys and Girls
Reunion will be allowed to keep $13,000 in a separate account and
have the remaining expenses paid for through a budget as a committee
of Kincardine council.
That was the decision arrived at last night (April 1) after lengthy
debate in committee-of-the-whole.
In her report, clerk Donna MacDougall said it is municipal policy
that an independent committee, once it becomes a committee of
council, turns over all net assets to the municipality. As such,
money currently held by the independent committee is moved to the
control of council and is the responsibility of the treasurer.
Expenditures are made by cheque supported by authorized and approved
orders and invoices. Small purchases of up to $75 are best handled
by cash, so a petty cash fund in a reasonable amount can be
established.
MacDougall also pointed out that the treasurer is still awaiting
confirmation that the municipal insurers have included the Tiverton
Reunion in the Kincardine risk rating and billed the municipality
accordingly. MacDougall added that a site plan has been supplied by
the reunion committee, and the economic development and tourism
manager is reviewing it.
Councillor Randy Roppel, who sits on the reunion committee, said
there was some confusion during the last discussion about the budget
for this event, and the committee did not realize that the funds it
had already raised would be turned over to the municipality.
"We have a realistic budget here and our only concern is my
recommendation that the previous funds be retained by this committee
until after the reunion, then that money is back on the table," he
said. "The committee wants access to those funds in the event of an
emergency (during the reunion weekend) - if the committee gets into
a financial bind. We can live within the budget."
"So, you'll have to pull that $13,000 out of the budget," said
councillor Ron Hewitt.
"They already have it and they want to control it," said councillor
Marsha Leggett who also sits on the reunion committee.
"We're not going to keep it," said Roppel.
"The proposal has to balance council's ability to provide insurance
and financial control, with the reunion committee's desire for
autonomy so it can go out and do the activities," said councillor
Kenneth Craig. "It's a huge leap from being an independent committee
to operating under the auspices of the municipality."
"I hope the management staff can work with the volunteers on this
committee and not screw them up," said councillor Gordon Campbell.
"Staff is implementing the policy of this council," said deputy
mayor Laura Haight. "It's this elected body of nine that will be
doing the controlling. Staff is just doing their job."
(next column)
01/04/2009 11:33 PM
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"So, the municipality is contributing $20,000 to this
event but no loan?" asked councillor Guy Anderson.
"We can't have one," said Roppel.
"It bothers me when there is talk of this committee coming back for more
money later," said Anderson.
"The original terminology for supporting this event was through a
$20,000 grant and a $30,000 loan," said MacDougall. "Now they have a
budget with a $20,000 contribution from the municipality. They shouldn't
have to come back for money."
"We're not being treated any differently than any other committee," said
Roppel. "The committee I'm working with will be on top of everything."
"What about the $13,000?" asked Hewitt.
"If we're over-budget, the $13,000 goes to pay expenses," said Roppel.
"No payments are made by the committee," said MacDougall. "It all goes
through the municipality. If you're a committee of council, you don't
require funds."
Roppel said the $13,000 is an emergency account if the money is needed
when the treasurer or clerk cannot be found.
"If it's utilized, we'll provide receipts for the money," he said. "I
guess I understand your rationale for petty cash," said Haight," as long
as the committee ensures those funds are controlled."
Council went against the staff recommendation and agreed to permit the
Tiverton Reunion Committee to retain existing assets/funds and gave the
committee pre-budget approval for its $244,000 budget.
That budget includes $15,000 for advertising and promotion, $5,000 for
invitations and programs, $12,000 for decorating (including decorating
halls for events), $2,000 for history and school reunion, $10,000 for
souvenirs, $10,000 for the parade, $10,000 for fireworks, $15,000 for
sanitation and clean-up, $7,000 for a bus, $4,000 for food, $1,000 for
postage, $30,000 for security, $40,000 for bar supplies and licence,
$40,000 for entertainment and dances, $12,000 for special events, $5,000
for children's program, $25,000 for tents, sounds, lights and generator,
and $1,000 for miscellaneous items.
On the revenue side, it expects to bring in $10,000 from decorating,
$13,000 from souvenirs, $14,000 from food, $100,000 from the bar,
$60,000 from entertainment and dances, $14,000 from corporate
sponsorship, plus $20,000 from the municipality and $13,000 from the
independent bank account.
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