staff report to council - prince...

STAFF REPORT TO COUNCIL PLANNING AND DEVELOPMENT 1100 Patricia Boulevard, Prince George, B.C., V2L 3V9

DATE: March 27 2012

TO: MAYOR AND COUNCIL FROM: IAN WELLS, A/DIRECTOR, PLANNING AND DEVELOPMENT

SUBJECT: Prince George Downtown Business Improvement Association Budget

ATTACHMENT(S): 1. Prince George Downtown Business Improvement Association 2012 Budget

2. Downtown Business Improvement Area Bylaw No. 8263, 2010 3. Prince George Downtown Business Improvement Association Financial Statements and Auditors Report December 31, 2011

PURPOSE: This report presents the Prince George Downtown Business Improvement Association (DBIA) 2012 Budget for Council’s consideration and the audited 2011 Financial Statements for Council’s information. Representatives of the DBIA will be in attendance to respond to questions from Council. POLICY / REGULATORY: Council established the Business Improvement Area under the “Downtown Business Improvement Area Bylaw No. 8263, 2010”, granting a maximum of $206,663 (raised through a levy on properties within the DBIA boundary) to the DBIA, for the purpose of conducting a business promotion scheme, as defined in section 215(2) of the Community Charter. The Bylaw requires that the DBIA provide Council with an annual budget and audited financial statements for the previous year, prior to the annual transfer of the grant. This practice allows Council to ensure that the public funds it grants to the DBIA are appropriately managed in accordance with the Community Charter and the Bylaw. Council may wish to encourage the DBIA to establish policy concerning capital project planning and with respect to the accumulation and disbursement of a capital reserve fund. STRATEGIC PRIORITIES: The Prince George Downtown Business Improvement Association may assist City Council to help achieve the mandate of the Downtown Partnership and improve the downtown, which is one of City Council’s core focus areas.

RECOMMENDATION(S): 1. THAT the Staff Report be received.

CITY OF

PRINCE GEORGE

I I

FINANCIAL CONSIDERATIONS: The Prince George Downtown Business Improvement local service tax is funded by the 486 properties which fall within the local area service boundary. SUMMARY AND CONCLUSION

The DBIA’s 2012 budget and 2011 audited financial statements are provided for Council’s consideration. If Council considers the DBIA 2012 budget and 2011 audited financial statements to be in order and acceptable, then Administration suggest a motion by Council to:

approve the 2012 budget; and

receive the 2011 financial statements Respectfully submitted:

_____________________________ Ian Wells A/Director of Planning and Development 250 561-7784

To: Mayor and Council

• •

Prince George Downtown Business Improvement Association

Proposed Budget for 2012

REVENUE

BIA lEVV

City/Extra$ for Flower Baskets

Spedal Events Revenue(~ raise)

Co-Op Advertising Revenue (we raise)

TOTAL REVENUE

EXPENSE

GENE'RAL & ADMIN. EXPENSES

Bookeeping

Amortitatlon

lnsurancl!!, '-icenses and member ...

Interest and biiink diarges

Meetings(Board} & c:cnfe rcnces

Office supplies

Offttmove

Professional fees-Audit/ Annual Rep.

Professional fees - AGM

Rent/Security

Repairs and ma intenance- office

Te lephone, fax and Internet

Wages (staff)/ Management Fees

El Expense

CPP expense WCB expense

TOTAl GENERAL & AOMIN E

PROJECT EXPENSES

Best Practices Committee:

Professional Fees

Strategic Planning

Total Best f ract1ces

Communic;:ations

Jan 12-0cc:12

206,663

27,SOO

30,000

16-4,163

2,000

3,000

2S0

2,500

S,000

0

3,SOO SOO

18,000

SOO 2,000

47,SOO

1,650

2 ,600

0

89,000

l,SOO

1,S00

Website 4,000

luncheon Hosting (inter orga nizatio1 1,000

Open House

Branding

Memberships

Total Commumc.1t1ons

Beautification

Facade Improvement Partnership

Public Art

Cle.-nteam

Flower baskets

Total Beautification

Crime Reduction/ Social Service Support

Crime/Gang Summit

Graffiti program

Good Neighbor/ Barwatch

Donations (non-profit)

Total Crime Reduction

Events, Promotions & Marketing

Downtown Summerfest

Winlerlidous.

Misc Special Events

Passport to Shopping

Advertising & Promotion

Promo• Advertising (incl Coop)

Shop Free (prev)

Current (shop free• other)

Current {committed)

Promo • Advertising {Ind. Coop)

Sponsorships

2015 Reserve Fund

Total Events, Promo & Market,ng

Buslnes:sOtvek,pment

Coi1tmgency

Conference attendance

Bus Dev Conference (lets Get St.)

Program development/promotion

Toul BusilleSS Development

TOrAL P110JECf £l<PENSES

TOfAL EXPENSE

500

5,500

12,S00

30,000

SS.000

91,500

0

500

0

0

500

35,000

5,000

23,SOO

63~00

2,000

2,500

4,500

2,163 17S,163

264,163

• TOTAL GENERAL & AOM1N E .•.

• Total Best Practices

• Total Communications

• Total Beautific.1tion

• Total Crime Reduction

• Total Events, Promo & M.,rketin.i::

• Total Business Development

• Continccncy

$1,SOO.OO

----------- - - - --- ---- -

PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION

FINANCIAL STATEMENTS AND INDEPENDENT AUDITOR'S REPORT

DECEMBER 31, 2011

~ DEAN MASON

DMC & COMPANY INC CHARTERED ACCOUNTANTS

INDEPENDENT AUDITOR'S REPORT

To the Board of Directors of Prince George Downtown Business Improvement Association

We have audited the accompanying financial statements of Prince George Downtown Business Improvement Association, which comprise the statement of financial position as at December 31, 2011, and the statements of operations, changes in net assets and cash flow for the year then ended, and a summary of significant accounting policies and other explanatory information.

Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian generally accepted accounting principles, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.

Auditor's Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.

An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the organization's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the organization's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.

We believe that the audit evidence we have obtained in our audit is sufficient and appropriate to provide a basis for our qualified audit opinion.

See accompanying notes to these financial state~~DING BETTER BUSINESSES 1

696 Brunswick St, Prince George, BC V2L 2c1 P. 250.564-2660 • F. 250.563.3281

P. 877-278-9977 • W. www.dmca.bc.ca

Basis for Qualified Opinion Prince George Downtown Business Improvement Association derives a material amount of revenue from donations and fundraising activities. We were not able to obtain sufficient appropriate audit evidence about the completeness of the reported amounts for accounts receivable, donation and fundraising revenue, revenue in excess of expenditure and changes to net assets because there is no direct relationship between assets or services given up in exchange for amounts received or receivable. Consequently, we were unable to determine whether any adjustments to these amounts were necessary.

Qualified Opinion Except as noted in the above paragraph, in our opinion, these financial statements present fairly, in all material respects, the financial position of the organization as at December 31, 2011 and the results of its operations and its cash flows for the year then ended in accordance with Canadian generally accepted accounting principles.

Prince George, B.C. March 30, 2012

~-M½'\ \~~, (~J \0c CHARTERED ACCOUNTANTS

B UILDING BETTE R BUSINESSES 696 Brunsw ick St, Prince George, BC V2L 2c1

P. 250.564·2660 • F. 250.563.3281 P. 877-278-9977 • w. w ww.dmca.bc.ca

PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION STATEMENT OF OPERATIONS YEAR ENDED DECEMBER 31, 2011

2011 2011 Budget % Actual %

REVENUES City of Prince George

Grant $ 200,000 88.9 $ 203,410 73.7 $ Downtown Christmas

Showcase 9,856 3.6 Flower baskets 18,904 6.8 Special Events 20,000 8.9 Summerfest 24,823 9.0 Summerfest Donations In

Kind 19,000 6.9 Other revenue 5,000 2.2

225,000 100.0 275,993 100.0

EXPENDITURES Project Expenses,

Schedule 1 95,700 42.5 138,234 50.1 Administrative and General

Expenses, Schedule 2 129,300 57.5 131 ,103 47.5

225,000 100.0 269,337 97.6

EXCESS OF REVENUES OVER EXPENDITURES $ $ 6,656 2.4

See accompanying notes to these financial statements 3

$

2010 Actual

200,000

16,000

8,651

224,651

107,030

75,859

182,889

41,762

%

89.0

7.1

3.9

100.0

47.6

33.8

81.4

18.6

PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION STATEMENT OF CHANGES IN NET ASSETS YEAR ENDED DECEMBER 31, 2011

Invested in Property, Plant and Unrestricted Total

Equipment Surplus 2011

NET ASSETS, BEGINNING OF YEAR $ 5,205 $ 94,500 $ 99,705

Purchase of property, plant and equipment 896 (896)

Amortization {1 ,138) 1,138 Excess of revenues over administrative and general expenses 6,656 6,656

NET ASSETS , END OF YEAR $ 4,963 $ 101,398 $ 106,361


Total 2010

$ 57,943

41,762

$ 99,705

PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2011

2011

ASSETS

CURRENT ASSETS Cash $ 101,669 Accounts receivable 6,739 Inventory 378

108,786

PROPERTY, PLANT AND EQUIPMENT (Note 4) 4,963

$ 113,749

LIABILITY

CURRENT LIABILITY Accounts payable and accrued liabilities $ 7,388

COMMITMENTS (Note 5)

NET ASSETS 106,361

$ 113,749

; n behalf of the board


2010

$ 98,809 1,851

100,660

5,205

$ 105,865

$ 6,160

99,705

$ 105,865

PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION STATEMENT OF CASH FLOW YEAR ENDED DECEMBER 31, 2011

2011

CASH FLOWS FROM OPERATING ACTIVITIES Excess of revenues over expenditures $ 6,656 Adjustment for item which does not affect cash

Amortization 1,138

7,794

Change in non-cash working capital items Accounts receivable (4,888) Inventory (378) Accounts payable and accrued liabilities 1,228

(4,038)

3,756

CASH FLOWS FROM INVESTING ACTIVITY Purchase of property, plant and equipment (896)

INCREASE IN CASH 2,860

CASH, BEGINNING OF YEAR 98,809

CASH, END OF YEAR $ 101,669


2010

$ 41,762

1,318

43,080

(1 ,689)

926

(763)

42,317

42,317

56,492

$ 98,809

PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011

1. DESCRIPTION OF OPERATIONS

Prince George Downtown Business Improvement Association was incorporated under the Society Act of British Columbia and operates as a downtown improvement association in Prince George, B.C. The Society is exempt under 149 (1 )(I) of the Income Tax Act.

2. FUTURE CHANGE IN ACCOUNTING POLICIES

Commencing with the fiscal year beginning January 1 ,2012, the Society will be adopting the Canadian Institute of Chartered Accountants (CICA) Canadian Generally Accepted Accounting Principles for Not-For-Profit Organization standards. The impact of the adoption of these standards is not yet known or able to be reasonably estimated. the initial adoption of these standards is not expected to have a material impact on the Society's financial statements.

3. SIGNIFICANT ACCOUNTING POLICIES

These financial statements are prepared in accordance with Canadian generally accepted accounting principles. The significant policies are detailed as follows:

Use of estimates

The preparation of financial statements in conformity with Canadian generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the balance sheet date and the reported amounts of revenues and expenses during the year. Actual results could differ from those estimates.

Financial instruments

The financial instruments of the Society consist of cash, accounts receivable, accounts payable and accrued liabilities. The fair value of the instruments approximate their carrying values, unless otherwise noted.

Property, plant and equipment

Property, plant and equipment are recorded at cost. The organization provides for amortization using the following methods at rates designed to amortize the cost of the property, plant and equipment over their estimated useful lives. The annual amortization rates and methods are as follows:

Computer equipment Furniture and equipment

7

30% Declining balance 20% Declining balance


3. SIGNIFICANT ACCOUNTING POLICIES, continued

4.

5.

Revenue recognition

The society follows the deferral method of accounting for contributions. Contributions are recognized as revenue in the year in which the related expenses are incurred.

In Kind Donations

Contributions of goods and services are recorded as revenue at their estimated fair maket value and offset by a charge to appropriate expenditures.

PROPERTY, PLANT AND EQUIPMENT

2011 2010

Accumulated Net Book Net Book Cost Amortization Value Value

Computer equipment $ 608 $ 547 $ 61 $ 87 Computer software 893 893 Furniture and equipment 16,748 11,846 4,902 5,118

$ 18,249 $ 13,286 $ 4,963 $ 5,205

COMMITMENTS

The society signed a rental lease with the City of Prince George. This lease ends March 2013. Monthly lease payments are $1,100 which amounts to $13,200 for the year.

Estimated lease payments are as follows: 2012 2013

$ 13,200 3,300

$ 16,500

6. ECONOMIC DEPENDENCE

The Prince George Downtown Business Improvement Association receives a significant portion of its revenue pursuant to a funding agreement with the City of Prince George. The Society's ability to operate programs depends on the continuation of this funding.

8


7. COMPARATIVE FIGURES

The financial statements have been reclassified, where applicable, to conform to the presentation used in the current year. The changes do not affect prior year earnings.

9

Schedule 1 PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION SCHEDULE OF PROJECT EXPENSES YEAR ENDED DECEMBER 31, 2011

2011 2011 2010 Budget Actual Actual

Clean team $ 10,000 $ 7,186 $ 26,951 Downtown Christmas Showcase 5,000 11 ,456 Festival Of Trees 1,038 Flower baskets 17,000 36,680 34,551 Gang Summit 8,500 Facade Improvement Partnership 20,000 Let's Get Started 28,948 Passport to Shopping Event 1,200 1,206 3,986 Summerfest 30,000 48,649 Summerfest Donations In Kind 19,000 Special events 2,371 4,094 Winterlicious 9,500 10,648 Crime Reduction 3,000

$ 95,700 $ 138,234 $ 107,030

10

Schedule 2 PRINCE GEORGE DOWNTOWN BUSINESS IMPROVEMENT ASSOCIATION SCHEDULE OF ADMINISTRATIVE AND GENERAL EXPENSES YEAR ENDED DECEMBER 31, 2011

2011 2011 2010 Budget Actual Actual

Advertising and promotion $ 22,000 $ 13,980 $ 10,140 Amortization 1,138 1,318 Firm meetings 8,000 7,252 3,702 Contingency 4,100 Insurance, licenses and dues 3,000 3,376 2,962 Interest and bank charges 250 124 117 Management fees 19,329 Office 8,500 16,163 8,121 Professional fees 25,800 13,599 6,481 Rent 13,200 15,296 4,852 Telephone and utilities 2,000 2,811 1,949 Wages and benefits 41,450 52,964 15,289 Website 1,000 4,400 1,599

$ 129,300 $ 131 ,103 $ 75,859

11

CITY OF PRINCE GEORGE BYLAW NO. 8263

A BYLAW TO ESTABLISH A BUSINESS IMPROVEMENT AREA.

"an exai:;t copy made from the origin(i,i council ado i:lf°:,ri ~y . . , :1 • ~," r ·-•'-• ,.. j, •• ~.

WHEREAS Sections 210, 211 and 215 of the Community Charter provides Council with the authority to designate, by bylaw, a business improvement area;

AND WHEREAS Council may levy and impose within such business improvement area a local service tax on land and improvements that are classified as Class 5 [light industry] or 6 [business and other] property class under the Prescribed Classes of Property Regulation (B.C. Reg. 438/81 );

AND WHEREAS Council intends to grant the monies raised by such local service tax to the Prince George Downtown Business Improvement Association for the purposes of a business promotion scheme as defined in Section 215 of the Community Charter,

AND WHEREAS the Prince George Downtown Business Improvement Association has requested that Council proceed to establish a business improvement area for a three (3) year term as set out in this Bylaw, on Council's own initiative - subject to petition against, pursuant to Section 213 of the Community Charter,

AND WHEREAS notice of the intention to establish the business improvement area has been given in accordance with the provisions of the Community Charter,

NOW THEREFORE the Council of the City of Prince George, in open meeting assembled, ENACTS AS FOLLOWS:

1. INTERPRETATION

1.1 In this bylaw:

(a) "Association" means the Prince George Downtown Business Improvement Association, a society incorporated pursuant to the Society Act under incorporation number S40023;

(b) "Business Promotion Scheme" means:

(i) carrying out studies or making reports respecting an area within the Downtown Business Improvement Area;

(ii) the improvement, beautification or maintenance of streets, sidewalks or municipally owned land, buildings or structures in the Downtown Business Improvement Area;

(iii) the conservation of heritage property in the Downtown Business Improvement Area improvement area; and

(iv) the encouragement of business in the Downtown Business Improvement Area;

BL8263,2010 Page 2

(c) "Council" means the municipal council of the City of Prince George;

(d) "Downtown Business Improvement Area" means that area of the City of Prince George designated by section 2.1 of this Bylaw as a business improvement area;

(e) "Proportional Share" means the amount equal to a Taxable Property's total net taxable value appearing on the assessment roll, divided by the sum total net taxable value of all Taxable Property within the Downtown Business Improvement Area, multiplied by the total amount granted to the Association for the applicable year;

(f) "Taxable Property" means land or improvements, or both, that are listed in the assessment roll, classified as Class 5 [light industry] or 6 [business and other] property class under the Prescribed Classes of Property Regulation (B.C. Reg. 438/81 ), and that are not exempt from paying municipal property taxes under the Community Charter.

1.2 Unless otherwise defined herein, all phrases in this Bylaw shall have the meaning given to them in the Community Charter and the Local Government Act.

2. DESIGNATION OF BUSINESS IMPROVEMENT AREA

2.1 Council hereby designates the area outlined by a dashed line and described as "DPG Boundary" on Appendix "A" attached to, and forming part of, this Bylaw, as a business improvement area for a term of three (3) years, commencing on April 1, 2010, and ending on March 31, 2013.

3. GRANT TO ASSOCIATION

3.1 Council hereby establishes a business improvement area service in respect of the Downtown Business Improvement Area.

3.2 Subject to the terms and conditions of this Bylaw, Council hereby approves a grant to the Association as follows:

(a) a grant not to exceed $200,000 in respect of the first year of the term (April 1, 2010 to March 31, 2011 );

(b) a grant not to exceed $203,410 in respect of the second year of the term (April 1, 2011 to March 31, 2012); and

(c) a grant not to exceed $206,663 in respect of the third year of the term (April 1, 2012 to March 31, 2013).

3.3 All money granted to the Association must be expended only by the Association for the sole purpose of its Business Promotion Scheme in accordance with the conditions and limitations set out in this Bylaw.

3.4 Money granted under this Bylaw shall be paid to the Association on or before August 1 in each year during the three (3) year term that this Bylaw is in effect.

Doc#l45376 v l

BL8263,2010

4. LOCAL SERVICE TAX

"Ml exar;t c.opy made from ihe original r;oundl ;:;..do;.1~,-,;:~ r< / !.avl'

Page 3

4.1 The full amount of all grants paid to the Association under this Bylaw shall be recovered by means of a local service tax imposed on the owners of Taxable Property within the Downtown Business Improvement Area.

4.2 Each Taxable Property within the Downtown Business Improvement Area shall be taxed annually for its Proportional Share of the amount granted to the Association for the applicable year, up to a maximum annual tax of $10,000.

4.3 If the Proportional Share of any Taxable Property within the Downtown Business Improvement Area is calculated to be greater than $10,000, then the amount exceeding $10,000 shall be allocated proportionally between the owners of the remaining Taxable Properties within the Downtown Business Improvement Area and shall be recovered from such owners accordingly.

5. BUDGET, ACCOUNTING AND AUDITED FINANCIAL STATEMENTS

5.1 As a condition of the Association receiving a grant under this Bylaw, the Association must:

(a) appoint an auditor having the qualifications set out in section 169(2) of the Community Charter to audit the accounts and transactions of the Association in each year during the period that this Bylaw is in effect;

(b) cause its auditor to perform an examination that enables the auditor to prepare audited financial statements of the Association and report to Council in the manner set forth in section 171 (2) of the Community Charter, and the Association shall provide its auditor the right to access all the Association's records for such purpose;

(c) by March 1st in each year from 2010 to 2012 inclusive, submit to Council the Association's audited financial statements for the previous financial year end of the Association, including: the auditor's report; the notes thereto and supporting schedules, consisting of statements of income and retained earnings and cash flow; a balance sheet; and other related statements and information that may be required in accordance with Canadian generally accepted accounting principles applied on a basis consistent with that of the previous year; and

(d) by March 1st in each year from 2010 to 2012 inclusive, submit to Council for approval, a budget for the purpose of the Business Promotion Scheme based on a fiscal year commencing January 1st

, which contains sufficient detailed information to describe all anticipated expenses and revenues of the Association.

Doc#145376 v l

BL8263, 2010 uan exar:.t copy Page 4 made trom the.

6. INSURANCE origirrni councl\ . • ... n ~doptE:d by1aw

6.1 The Association shall provide and maintain Comprehensive General Liability Insurance acceptable to the City of Prince George and subject to the limits of not less than THREE MILLION DOLLARS ($3,000,000.00) inclusive per occurrence for bodily injury, death, and damage to property including loss of use thereof. The insurance shall cover anyone employed directly or indirectly by the Association, any volunteers acting on behalf of the Association, as well as any contractor or subcontractor hired by the Association.

6.2 The City of Prince George shall be added as an additional named insured under the Association's Comprehensive General Liability Insurance policy.

6.3 The Association's Comprehensive General Liability insurance policy shall contain an endorsement to provide the City of Prince George with 30 days prior written notice of change or cancellation of the policy. Any such prior notice shall be addressed to the Corporate Officer of the City of Prince George.

6.4 The Association shall provide the City of Prince George with a Certificate of Insurance for its Comprehensive General Liability insurance policy each year as a condition of the City paying any money to the Association pursuant to this Bylaw.

7. EFFECTIVE DATE AND TERM

7.1 This Bylaw shall come into full force and effect on April 1, 2010, and shall cease to have effect at midnight on March 31, 2013.

8. TITLE

8.1 This Bylaw may be cited as the "Downtown Business Improvement Area Bylaw No. 8263, 2010".

READ A FIRST TIME THIS THE 4TH DAY OF

READ A SECOND TIME THIS THE 4TH DAY OF

READ A THIRD TIME THIS THE 4TH DAY OF

JANUARY

JANUARY

JANUARY

, 2010.

, 2010.

, 2010.

All three readings passed by a unanimous and eligible to vote.

decision of members of Council present

ADOPTED THIS THE 15r DAY OFr- _JIU~CH DECISION OF ALL MEMBERS OF CITY COU

Doc#l45376 v l

, 2010 BY A UNANIMOUS RE NT AND ELIGIBL VOTE.

MAYOR

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Appendix "A" to Bylaw No. 8263

staff report to council - prince...

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