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Report on Reserves to Oliver Parks & Recreation

STAFF REPORT

OLIVER PARKS AND RECREATION SOCIETY

Report to: Oliver Parks and Recreation Society

From: Carol Sheridan, Manager of Parks and Recreation

Date: For Public Meeting Tuesday July 22 7pm

Subject: Reserve Bylaws

Action: Resolution

1.0 PURPOSE:

The purpose of this report is to provide a recommendation that the Oliver Parks & Recreation Society (OPRS) dissolve the TCA reserves and fund a new single reserve bylaw that could be fed into by all 5 services and be used for capital projects in any function.

2.0 BACKGROUND:

The Society had identified in the strategic planning session the need to amalgamate the reserve bylaws of the 5 existing service functions (Pool, Parks, Arena, Hall and Program) into one. At the May 20 Regular Meeting of the OPRS staff was directed to review process and best practices for such an amalgamation. On June 26th a meeting was held at the RDOS with Area “C” Director Allan Patton, OPRS Chair Shiela Lang, OPRS Manager Carol Sheridan, RDOS Financial Officer Sandy Croteau, and RDOS Deputy Corporate Officer Christy Malden to discuss options.

RDOS staff informed us at the meeting that it is not possible at this time to amalgamate the existing bylaws due to the mandate of the Ministry of Community, Sport and Cultural Development. Discussion ensued regarding the challenges the Society is facing for planning capital development with the functions segregated as they currently are. RDOS staff confirmed that although it would take time to build the reserve levels up, a new single reserve could be created that could be fed into by all services and used for each function through the regular capital planning/budget process.

It was also recommended by Director Patton that some policies be developed to ensure minimum levels are maintained in each of the reserves and that this new single reserve not be used to “top up” other reserves for other purposes than approved capital projects.

3.0 CONCLUSION:

With a resolution from the Board of Directors, staff will:

  1. Work with the Regional District to complete the necessary paperwork to request the creation of new reserve bylaw that could be contributed to and used by all 5 existing functions.

  2. Make the necessary changes to the proposed 2015 budget to allow for this new single reserve.

Carol Sheridan

Manager of Recreation