MUNICIPALITY OF MIDDLESEX CENTRE BYLAW NUMBER 2017- 070 BEING A BY- LAW TO ESTABLISH A RESERVE AND RESERVE FUND POLICY WHEREAS Section 11( 2) of the Municipal Act, 2001, c. 25, as amended, provides that a municipality may pass by- laws respecting the financial management of the municipality; AND WHEREAS Section 417 of the Municipal Act, 2001, S. O. 2001, c. 25 and amendments thereto, allows a municipality to provide for the establishment or maintenance of reserve funds for any purpose for which it has authority to spend money. AND WHEREAS the Municipality of Middlesex Centre is operating a number of Reserve Funds. AND WHEREAS the authority for such Reserve Funds and the purpose for which they are established is to be clear in all cases. AND WHEREAS it is deemed expedient to consolidate the authority for all Reserve Funds into one by- law. AND WHEREAS the Council of the Municipality of Middlesex Centre deems it expedient to establish consistent principles, standards, and guidelines for the maintenance, management, and accounting of reserves and reserve funds; NOW THEREFORE the Council of the Municipality of Middlesex Centre hereby enacts as follows: 1. THAT the Reserve and Reserve Fund Policy, is hereby adopted in substantially the same form as the attached hereto as Schedule " A" and forming a part of this By - Law. 2. THAT the separate and distinct Reserve Funds as set out in Schedule " A" attached hereto are hereby ratified and confirmed as Reserve Funds under the provisions of section 417 of the Municipal Act 2001, S. O. 2001, c. 25; 3. THAT the Sanitary Sewer Reserve Fund be renamed Wastewater Reserve Fund. 4. THAT any other by- laws or provisions in other by- laws found to be inconsistent with this By- law are hereby deemed to be repealed. 5. THAT this By- law shall come into force and take effect on the final passing thereof. READ A FIRST, SECOND AND THIRD TIME, AND FINALLY PASSED this 7th da • June, 2017. Oe. 1 - Ma Clerk
31
Embed
Reserve and Reserve Fund Policy By-Law...The Reserves and Reserve Funds Policy applies to all reserves and reserve funds established by the Municipality of Middlesex Centre. Objectives:
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
MUNICIPALITY OF MIDDLESEX CENTRE
BYLAW NUMBER 2017- 070
BEING A BY- LAW TO ESTABLISH A RESERVE AND RESERVE FUND POLICY
WHEREAS Section 11( 2) of the Municipal Act, 2001, c. 25, as amended, provides that a
municipality may pass by- laws respecting the financial management of the municipality;
AND WHEREAS Section 417 of the Municipal Act, 2001, S. O. 2001, c.25 and amendments
thereto, allows a municipality to provide for the establishment or maintenance of reserve funds for any purpose for which it has authority to spend money.
AND WHEREAS the Municipality of Middlesex Centre is operating a number of Reserve Funds.
AND WHEREAS the authority for such Reserve Funds and the purpose for which they are established is to be clear in all cases.
AND WHEREAS it is deemed expedient to consolidate the authority for all Reserve Funds into one by- law.
AND WHEREAS the Council of the Municipality of Middlesex Centre deems it expedient to establish consistent principles, standards, and guidelines for the maintenance, management, and
accounting of reserves and reserve funds;
NOW THEREFORE the Council of the Municipality of Middlesex Centre hereby enacts as follows:
1. THAT the Reserve and Reserve Fund Policy, is hereby adopted in substantially the same form as the attached hereto as Schedule "A" and forming a part of this By -Law.
2. THAT the separate and distinct Reserve Funds as set out in Schedule " A" attached hereto
are hereby ratified and confirmed as Reserve Funds under the provisions of section 417 of the Municipal Act 2001, S. O. 2001, c. 25;
3. THAT the Sanitary Sewer Reserve Fund be renamed Wastewater Reserve Fund.
4. THAT any other by- laws or provisions in other by- laws found to be inconsistent with this By-law are hereby deemed to be repealed.
5. THAT this By- law shall come into force and take effect on the final passing thereof.
READ A FIRST, SECOND AND THIRD TIME, AND FINALLY PASSED this 7th da • June, 2017.
Oe.1 - Ma
Clerk
Category: Corporate m i dd I esex Pages: 30
Policy No.: centre Effective Date: June 7, 2017
Revisions: u,,, .tt e ce re t..c. A all Report No.: CPS -26-2017
Reserves and Reserve Funds
Purpose:
The purpose of this policy is to establish consistent principles, standards and guidelines for the maintenance, management and accounting of reserves and reserve funds.
Scope:
The Reserves and Reserve Funds Policy applies to all reserves and reserve funds established by the Municipality of Middlesex Centre.
Objectives:
The primary objectives for reserves and reserve funds shall be:
Adherence to statutory requirements Promotion of financial stability and flexibility Provision for major capital expenditures
Smooth expenditures which would otherwise cause fluctuations in the operating budget; and
To take advantage of financial opportunities that may arise.
This policy establishes the objectives for reserves and reserve funds, standard of care, as well as it delineates the responsibilities for their management and administration.
Under section 417( 1) of the Municipal Act, municipalities have the authority to provide for reserve funds in annual budgets for any purpose for which it has the authority to spend money.
Definitions:
a) " Deferred Revenue" means revenue that is considered a liability on the
Municipality' s financial statements until, over time, it becomes relevant to current operations, such as prepayment received for something that has not yet been provided. Deferred revenue is set aside in an obligatory reserve fund for a specific
Page 1 of 30
purpose by legislation, regulation, or agreement. Development charges and federal gasoline tax are examples of deferred revenue.
b) " Discretionary Reserve Fund" means reserve funds created at the discretion of Council whenever revenues are earmarked to finance future expenditures of a
purpose designated by Council. Revenues set aside for acquisition of fixed assets is an example of discretionary reserve funds.
c) " Obligatory Reserve Fund" means reserve funds that are required by legislation or agreement to be segregated from the Municipality' s general revenues for a special purpose or for works to be undertaken on behalf of the contributors. These funds are
classified in the financial statements as " Deferred Revenue". Development Charges
and Cash -Lieu -of Parkland are examples of obligatory reserve funds.
d) " Reserve" means an allocation from net revenue at the discretion of council, after
the provision for all known expenditures, as part of an overall strategy for funding programs and projects that are set out in the annual budgets or budget forecasts, and
is authorized under the provisions set out in the Municipal Act. It has no reference to
any specific assets and does not require the physical segregation of money or assets. Reserves are part of a revenue fund and therefore, do not earn interest on their own.
Any earnings derived from the investment of reserves' money are reported as revenue in the operating fund. Revenues set aside for working funds is an example of reserves.
e) " Reserve Fund" means a fund with assets which are segregated and restricted to
meet the purpose of the reserve fund. It is based on a statutory requirement or defined liability payable in the future and is usually prescriptive as to the basis for collection and used of monies in the fund. All interest earnings derived from such funds
must form part of the reserve fund. There are two types of reserve funds: obligatory reserve funds and discretionary reserve funds.
Roles & Responsibilities:
a) Municipal Council
a) In accordance with the Municipal Act 2001, Section 224 develop and evaluate policies, ensure that administrative policies, practices and procedures and
controllership policies, practices and procedures are in place and maintain the
financial integrity of the municipality.
Page 2 of 30
b) Approve transactions to and from reserves and reserve funds through the budget
process or by specific resolution and/ or by- laws.
b) Chief Administrative Officer
a) Support the Treasurer in ensuring the principles and mandatory requirements contained in this policy are applied consistently across all Municipality departments.
c) Treasurer
a)
b) The Treasurer will retain the overall authority for establishing and managing
reserves and reserve funds and may delegate this authority in writing when applicable.
c) Ensure that the principles and requirements contained in this policy are applied consistently across all departments;
d) Perform the transfers to and from reserves and reserve funds as authorized by Council;
e) Recommend strategies for the adequacy of reserve levels; f) Report to Council the reserve balances and forecast as part of the annual budget
approval process.
g) Develop long range fiscal planning strategy to effectively meet the Corporation' s capital financing and capital asset replacement requirements.
h) Monitors and reconciles all receipts to and disbursements from reserve and
reserve fund accounts to ensure compliance with provincial regulations, PSAB
and this Policy; i) Determines need for reserves and reserve funds for operating and capital
operation;
j) Ensures a review and report to Council of the adequacy and continuing need for reserves and reserve funds is undertaken when deemed necessary;
k) Adherence to the Development Charges Act, Federal Gas Tax Agreement and
the Ontario Community Infrastructure Fund Agreement; I) Arranges for the preparation and presentations of required reports and/ or
bylaws for the creation or termination of any new or obsolete reserve or reserve funds; and
m) Develops appropriate strategies, procedures and processes for the investment
of reserves and reserve funds;
Develop and update this policy as necessary and present changes to Council;
Page 3 of 30
d) Department Heads
a) Provide the Treasurer with the most current capital asset information to be used
in the assessment of the adequacy of capital lifecycle reserves; b) Inform the Treasurer when reserve or reserve funds transfers are required; and
c) Consult with the Treasurer when reserve funds are required for unbudgeted
transactions.
Procedure:
Establishment of Reserves and Reserve Funds
Reserves will be maintained in the following categories:
1. Working Funds 2. Operating 3. Capital
Reserves can be established through the following processes:
1. Inclusion in the annual budget which is approved by Council; or 2. Through resolution of Council.
The budget document or resolution will clearly identify the name of the reserve being created and the purpose for the reserve. A reserve may be amended through resolution.
Reserve Funds will be maintained in the following categories:
Discretionary a) Capital
b) Operating
Obligatory a) Statutory b) Trusts
c) Contractual
ouncil, on the recommendation of the Treasurer, may establish a discreserve fund and shall establish an obligatory reserve fund.
reserve fund can be recommended only if at least one of the following applies:
A mandatory obligation exists, either pursuant to legislation or contract; The funds are intended for purchasing or maintaining capital assets; The funds are donated for a specific purpose; and/ or
The funds are intended to fund a future liability.
1.
2.
C tionary re
A
a)b)c)
d)
Page 4 of 30
A report which recommends the establishment of a reserve fund must include the
following:
a) Statement of purpose;
b) Rationale for the appropriate level to be maintained or targeted in the reserve; c) Initial contribution; and
d) Contribution policy.
A Discretionary Reserve Fund will be established through by- law. The by- law will clearly identify the name of the reserve fund, the funding method and the purpose for the reserve fund. A reserve fund can only be used for the identified purpose, unless the Council amends or repeals the establishing by- law.
An Obligatory Reserve Fund is established through either terms of an agreement which is entered into by the Municipality or through legislation from a higher level of government. Obligatory Reserve Funds will be added to the summary of Reserve Funds.
Approval
Approval of funding to and from the reserves and reserve funds will be in accordance with the Municipality' s budgets and reports to Council as referred to above.
Investment of Reserves and Reserve Funds
Reserves and reserve funds may be invested for a term that will not exceed its expected date of need. The related investment income will be credited monthly to the specific reserve or reserve fund according to its proportionate share of the investment portfolio and based on the weighted average return for realized income during the month. Investments shall be further governed by the Corporation' s Investment Policy.
Contributions to/withdrawals from Reserves and Reserve Funds
All contributions to and/ or withdrawals from reserves and reserve funds shall be
approved by Council, normally as part of the annual budget approval process or specifically by resolution with the following exceptions:
a) Direct contribution to reserve and reserve fund such as development charge contributions or settlement in account of prior year events;
b) Transfers that are the direct result of the year end surplus/deficit;
All contributions to and/ or withdrawals from reserve and reserve funds will be clearly identified and segregated within the Corporation' s accounting system and accounted for by either an entry or to or from an operating cost center or a capital project.
Page 5 of 30
Funding strategies developed for reserves and reserve funds will take into account fairness to current and future tax/ rate payers.
Timing of Contributions to and Transfers from Reserve and Reserve Funds
Contributions to reserves and reserve funds as approved in budgets will be transferred to
the reserves on an annual basis in September.
Transfers to capital projects as approved in budgets will be done in September,
December and during the year end process to ensure actual reserve allocation equals actual expenses incurred. Transfers from a reserve fund will not occur if the transfer will
put the reserve in a negative balance. Final reserve and reserve fund transfers will be
based on actual expenditure costs rather than budgeted amounts.
Transfers to operating jobs as approved in the budgets will be done during the year end process to ensure actual reserve allocation equals actual expenses incurred.
Closing Reserves and Reserve Funds
If the purpose or purposes for which the reserve or reserve fund was created have been
accomplished and the reserve or reserve fund is determined to be no longer necessary, the Treasurer, in consultation with the Department Head and Chief Administrative Officer,
shall report to Council with the recommendation on:
a) The closure of the reserve or reserve funds
b) The disposition of any remaining funds c) The necessary amendment to the Reserve by- law
A resolution of Council to close a reserve.
The By- law establishing the reserve fund will be required to be repealed in order to close a reserve fund.
Allocation of Operating Surplus/ Deficit
1. The Treasurer shall transfer year-end operating surpluses to the working fund reserve, tax rate stabilization reserve fund, capital projects carry forward reserve or
operating projects carryforward reserve unless a recommendation is made to Council for an alternative reserve fund.
2. The Treasurer shall recommend to Council an appropriate reserve allocation of any
Page 6 of 30
year-end operating deficit. 3. Year-end water, wastewater, stormwater and building department budget surplus will
be allocated to appropriate water, wastewater, stormwater or cost stabilization
reserve fund. Deficits will be funded from the water, wastewater, stormwater or cost
stabilization reserve fund; if insufficient, any shortfall will be funded from the appropriate reserve.
Interest Allocation
1. Reserve funds will be invested in accordance with the Municipality' s approved investment policy. Earnings shall be credited to each separate reserve bank account that invested the funds.
2. Where multiple reserve funds are included in one bank account, interest shall be
allocated to reserve funds on a monthly basis based on the actual balance of the reserve fund.
3. Reserves shall not be invested and are not allocated interest.
Target
Methodologies for calculating targets are specific to each reserve or reserve fund, however consideration will be given to the following: a) Purpose of fund ( i. e. operating or capital) b) Certainty of end needs ( i. e. for contingent liability or long- term asset replacement) c) Economic factors ( inflation, interest rates, cyclical pressures) d) Industry/Government/Accounting standards e) Multi-year forecast of contribution and projected usage
The target for each reserve and reserve fund is identified in Schedule B and C of this
policy.
The Treasurer will review the targets annually and propose changes to the target level as required.
Temporary Borrowing
Temporary borrowing from reserves and reserve funds is permitted to cover a reserve short-term deficit, to temporarily finance capital fund expenditures or operating cash flow deficiencies to avoid external temporary borrowing cost provided that the following conditions must be met:
a) Borrowing must not adversely affect the intended purpose of the reserve; b) A plan to repay the reserve within a reasonable timeframe is required;
Page 7 of 30
c) Interest, equivalent to the Municipality' s interest of reserve fund bank accounts, will be applied to outstanding amounts borrowed.
d) Where applicable, legislative requirement may apply. For example, the Development Charges Act permits inter -fund borrowing only between development charge reserve funds and prescribes a minimum interest rate ( i. e. Bank of Canada prime rate).
Annual Reporting
1. An annual continuity schedule will be included in the budget package created and provided to Council each year.
2. As required under Development Charges legislation, the Treasurer will provide
Council with a financial statement related to the Development Charge By- law and include information regarding development charge reserve funds. This statement will then be forwarded to the Minister of Municipal Affairs and Housing within 60 days after the Council receipt.
3. Year-end audit and financial statements - balances of reserves, both obligatory and discretionary reserves and reserve funds will be presented with note disclosure and comparative figures as required to meet PSAB reporting standards.
4. When required, reporting to Council or other agencies may exist for reserved residual balances related to grants or other contributed funds e. g. Federal and Provincial Grants.
Classification/Categories and list of Reserves and Reserve Funds
Schedule A: Classification and Categories
Schedule B: Listing of the Municipality Reserves Schedule C: Listing of the Municipality Reserve Funds
Page 8 of 30
Schedule A: Classification and Categories of Reserves
Reserves
Working Fund Operating. _..
Reserve
Funds
Trusts
Obligatory
Contractual Statutory
Discre ionary
Capital Operating 1
Page 9 of 30
Schedule B: Listing of Reserves Reserves Categories/
Legislation
Purpose Funding Source
Basis for
Target
Target
Balance
Rationale/ Notes
Reserve
Balance
Working Fund Working Fund To assist in periods
throughout the year
Established
annual
One month
equivalent
1500,000 The use of these funds
are general in nature and
when cash balances
are low and there is
a requirement to
operatingbudget contribution.
of tax
revenues
this balance is intended to
act as cash float. Capital
projects and transfer do
cover payments and
expenses, before
tax levies, grants
and other revenues
Allocation of
yearend
surpluses.
not occur for these funds
Established by Bylaw No. 2001- 047
become available
Capital Project
Carryforward
Capital To finance the
completion in the
The amount of
the
Calculated
based on
n/ a Established by Bylaw No. 2017- 070
current year of commitment is projects not
capital projects carried completed
where contracts had forward from but
been previously awarded by council and for which
funding was committed to in the
one budget
year to the
next,
recognizing
the timing
budgeted
from the tax
levy or reserve
funds in
prior year budget. difference previous
between when year.
the projects
were
budgeted in
the annual
estimates and
when projects
were started
and
completed.
Reserves Categories /
Legislation
Purpose Funding Source
Basis for
Target
Target
Balance
Rationale/ Notes
ReserveBalance Operating Project Carryforward
Operating To finance the
completion in the
The amount of
the
Calculated
based on
n/ a Established by Bylaw No. 2017-070
current year of commitment is projects not
operating projects
where funding was committed to in the
carried
forward from
one budget
completed
but
budgeted
prior year budget. year to the from the tax
next, levy in recognizing previous
the timing difference
year.
between when
the projects
were
budgeted in
the annual
estimates and
when projects
were started
and
completed.
Page 11 of 30
Schedule C: Listing of Reserve Funds
Reserve Funds:
Obligatory
Categories Purpose Funding Source Annual
Target Contribution Basis for Target
ReserveBalanceTarget
Balance
Rationale/
Notes
Development Charges Statutory Holding account DC) Reserve Fund Development s) for levies
from developers roads; Charges Act to be used for public works; Sections 33- approved DC fire protection, 36
programs/
parks andprojects recreation;
DC collections n/ a See DC n/ a Spending is and credits background dependent upon
study actual DCInterest earned
collection and
credits
Established byBylaw No. 2014-
library; 069 and is
administration; amended from
water; time to time.
wastewater
Page 12 of 30
Reserve Funds:
Obligatory
Categories Purpose Funding Source Annual
Target
Contribution
Basis for Target
Reserve
Balance
Target
Balance
Rationale/
Notes
Cash -in -Lieu of Statutory In accordance to Developer n/ a Adequate n/ a Dependent on
Cost Stabilization Statutory To offset cost of Yearend 5100, 000 The fund balance 520, 000 Established by Reserve Fund administration surpluses from is to maintain a Bylaw 2017- 070
Building and enforcement Building and minimum equal
Code Actof the Building Inspection to 15 months of
code when fee services net of projectedOntario revenues are year end deficits.Regulation
305- 03 less than costs operatingexpenses, to of delivering mitigate the
buildingsharp cyclicalInterest earned services, to drops
The building department
must report their
surpluses and
deficits to the
iritlustry as a separate entity
implement experienced, or
service when the
as the Building Code Act states
enhancements economy faces a and to purchase recessionary
capital items period, and to
required for the protect against
building building activity
that the fees
collected are to
be used to
administer the
Act.
department such down turns.
as vehicles and
equipment.
Page 16 of 30
Reserve Funds:
Discretionary
Categories Purpose Funding Source/ Basis for
Contribution
Annual
Target
Contribution
Basis for Target
Reserve Balance Balance TargetRationale/
Notes
Ilderton Lions Park Capital To provide a Funding through N/ A Funding is held N/ A Funding level is Reserve Fund ( Lions source of personal/ corporate for a Community dependent on
Club Fund) funding for donations Organization, no fundraising effort expenditures collected by the target balance
Established in related to the Lions Club and identified.
2014 purchase of provided to the
capital assets Municipality. as per Lions
Club for the Interest earned
Ilderton Park
Poplar Hill Log Cabin Operating To provide a Funding through N/ A Funding is held N/ A Funding level is Reserve Fund source of personal/ corporate for a Community dependent on
funding for donations and Organization, no fundraising effort expenditures grants. target balance
Established in related to the identified.
Interest earned 2002 maintenance of
the Poplar Hill
Log Cabin.
Page 17 of 30
Reserve Funds:
Discretionary
Categories Purpose Funding Source/Basis for
Contribution
Annual
TargetContribution Basis for Target Reserve Balance TargetBalance
Rationale/
Notes
Delaware Hydro Operating This fund Interest earned No additional n/ a n/ a Established
Reserve Fund and Capital contains contribution bylaw No. 2001 -
monies identified. 047
received from
the sale of the Policy approved
former September 5,
Delaware hydro
utility. Unless otherwise
2001 GG -4. 15
Delaware Hydro
Utility Proceeds Reserve Fund.
approved by specific Council Refer to policy resolution or by- for specific law and details on amendment managing the made to this Reserve Fund.
Policy statement,
expenditures
from the Fund
shall be limited
to 50% of the
interest earned
by the Fund in the previous
year, for the
Village of
Delaware.
Page 18 of 30
Reserve Funds:
Discretionary
Categories Purpose Funding Source/Basis for
Contribution
Annual
TargetContribution Basis for Target
Reserve Balance TargetBalance Rationale/
Notes
Employee Benefits Operating To fund future Yearly surpluses 10, 000 Half of one year's 150, 000 In May of 2014 Reserve Fund employee costs in the Municipal employee benefit the Municipality
with respect to administrative premium costs. changed from a
employee services only fully insured benefits. benefit plan and benefit plan to an
the unspent Administrative
To fund any deficits in the
funding in the employee health
Services
Only (ASO municipal
care spending Plans). administrative
account. An Administrative services benefit Services Only or plan, employee Interest earned ASO Plan is an benefit costs,
alternative way any employee for employers to wellness or fund their training employee group programs.
benefits. Using this funding model, an
employer will
assume the cost
of predictable
claims while
being protected by pooled stop loss insurance.
Established in
2012
Page 19 of 30
Reserve Funds:
Discretionary
Categories Purpose Funding Source/ Basis for
Contribution
Annual
TargetContribution Basis for Target
Reserve Balance TargetBalance Rationale/
Notes
Medical Centre Capital and To fund major Funding through 30, 000 Adequate Level to 500, 000 Components
Reserve Fund Operating capital repairs Medical Centre fund repairs and/ include roof,
or rehabilitation rental revenue or replacement of plumbing, HVAC, expenses major electrical, fire
associated with Interest earned
components protection; etc.
the Medical Established in
Centre 2010
Tax Rate Operating To fund tax Established 50,000 5%- 10% of Prior 1, 500, 000 This reserve
Stabilization Reserve revenue annual operating Year Municipal represents a
Fund shortfalls, one budget Tax Levy non -sustainable