A new truck for new electrician, new lease for chamber and new janitor contract awarded
The Northern Rockies Regional Municipality reviewed the Fort Nelson & District Chamber of Commerce lease. “The Chamber of Commerce lease has expired for their office space, now located in the Recreation Centre, although the lease continues on a month-to-month basis until a new lease is signed. We are proposing a standard three-year term lease from January 1st, 2013 to December 31st, 2015 with a 10% annual fee increase,” Heather Cosman, Northern Rockies Regional Municipality Corporate Manager wrote to council.
“In 2010, Regional Council approved the Chamber lease at a three year term with no increase for the first six months of the lease and a 5% increase for the second six months of the lease. In each 2011 and 2012 Council approved a 10% annual increase. Currently the Chamber’s lease rate is $355.36 per month. The Chamber of Commerce also provides the NRRM with the mutually beneficial service delivery of year round Visitor Information Services in the new Recreation Centre,” Cosman said.
New Truck for New Electrician
In other matters, Scott Barry, Director of Public Works said a budget of $43,000 was established, and that a pick-up truck and accessories would be purchased for the new electrician position, to be funded from the machine and equipment reserve.
At the November 26th, 2012 Council meeting Council approved: “that a second electrician position be established in order to provide required servicing to [municipal] electrical and programmable infrastructure.”
Included with the Admin report was an analysis which outlined the cost benefits of hiring a staff electrician versus contracting it out. The cost analysis outlined a purchase of a pick-up truck at a cost of $38,000 and tools and storage at a cost of $5000 as a portion of the initial start-up costs. “We have been successful in recruiting and hiring an electrician and are now requesting approval to proceed with the purchase of a pick-up truck and accessories for the new position. The budget will allow us to equip the truck for storage of tools and equipment for use in the field. Our recent vehicle purchases have been from Murray GM in Fort St. John as their prices are significantly lower than any other submissions due to their fleet and loyalty discounts. They also allow warranty repair to be performed in Fort Nelson,” Barry said.
“Murray GM confirmed that they will match their prices from our previous purchases.”
Two options were submitted to council for approval.
Business and Community Awards
It was recommended to council that the Northern Rockies Regional Municipality participate in the 18th Annual Business & Community Excellence Awards by sponsoring and presenting three awards (Business of the Year, Small Business of the Year and Customer Service Excellence – Business) for a total of $600.” The Fort Nelson and District Chamber of Commerce have honoured community businesses by annually hosting the Annual Business & Community Excellence Awards at the Phoenix Theatre (free); In its 18th year, it will be held Thursday, February 21st, 2013. The sponsorship of the business awards would demonstrate the Northern Rockies Regional Municipality’s ongoing commitment to support the local business community. The award sponsorship is a cash donation of $200 per award.
Janitorial Contract Awarded
It was recommended by staff that Sarah & Marc’s Cleaning be awarded the NRRM Janitorial Services contract for the Municipal Office, Service BC, Public Works Shop/Offices/Staff Room/Office Trailer and Bulk Water Station Washroom for a total monthly fee of $4,350 plus applicable taxes for a one year term with an option to renew for up to a maximum of three years, dependent on satisfactory service throughout 2013.
Eight tenders were submitted in response to an advertisement in the Fort Nelson News. Bids ranged from $4,350 to $8,320 per month.
All companies provided favourable references. H & G Contracting (0786108 BC Ltd) is the current janitorial contractor for the Northern Rockies Regional Airport. This contractor was the lowest bidder and previously held the janitorial contract for the Northern Rockies RM from 2004 – 2009; they terminated their contract early on January 15th, 2010. Sarah and Marc’s Holdings provided their current and past client lists back to 2011, indicating experience with cleaning various types of office and other facilities. The submitted price of $4,350 is lower than the current contractor’s monthly rate of $5,124. Northern Rockies Maintenance and Cleaning Ltd dba Scrub Squad currently holds the NRRM janitorial contract expiring January 31st, 2013; they have provided NRRM with reliable and consistent Janitorial Services since 2010. Several options were presented to council for their consideration in awarding the janitorial tender.
Finance
It was recommended that Council approve the attached Tangible Capital Asset policy to enable audit finalisation and provide finance staff with necessary guidance with regard to financial reporting decisions for capital assets.”
“As part of the accounting changes arising from implementation of the Public Sector Accounting Board 3150 standard, effective January 1st, 2009, the Municipality is required to make changes to the way in which capital assets are recorded on its financial statements.” Toni Thurbide, Director of Finance, explained.”
The Northern Rockies Regional Municipality has been non-compliant with this standard and the auditors have identified it as a qualification to the audited financial statements for the years 2010 and 2011. To meet the standard, the Municipality needed to develop an inventory of assets complete with a description of the asset, the historical cost and year of acquisition. Where the historical cost of an asset could not be established, the current replacement value of the asset was determined and discounted back to the year of acquisition. The Municipality has now undertaken a review of all of the Municipality’s assets and these assets will be recorded in the Northern Rockies 2012 Statement of Financial Position at net book value.
In order for the values to be audited, a policy must be established by Council. The Northern Rockies Regional Municipality Tangible Capital Asset Policy enables the auditor to form an opinion on the Municipality’s 2012 financial statements,” she concluded.
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