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THE CORPORATION OF THE CITY OF WINDSOR
Office of the City Treasurer - Finance

MI SSI ON STATEMENT:
Our City is built on relationships between citizens and their government, businesses and public institutions,
city and region all interconnected, mutually supportive, and focused on the brightest future we can create
together.
LiveLink REPORT #: 17110 Report Date: March 24, 2014
Authors Name: Marco Aquino Date to Council: April 7, 2014
Authors Phone: 519 255-6100 ext. 6416 Classification #: Communication
Authors E-mail: maquino@city.windsor.on.ca


To: Mayor and Members of City Council

Subject: Ward Fund Expenditures (January 2013 December 2013)

1. RECOMMENDATION: City Wide: X Ward(s):

THAT the report of the Chief Financial Officer & City Treasurer dated March 24, 2014 entitled
Ward Fund Expenditures (January 2013 December 2013) BE RECEIVED for information.

EXECUTIVE SUMMARY:
NA
2. BACKGROUND:

During the 2012 Capital Budget deliberations, Council passed a motion (M271-2012) to re-
establish the Ward Fund Policy to accelerate ward specific projects or initiatives that may not
otherwise be undertaken.


3. DISCUSSION:

The Ward Fund Policy was also updated in January 2014 (M37-2014) to ensure guidelines for
the use of the funds are current based on the ten ward system. As part of the updated policy, a
new section was added that stated Funds for a project must not be committed, and the project
must not be publically announced, in the six-month period immediately prior to a municipal
election. The deadline for committing and announcing ward funded projects is April 27,
2014.

Subject to annual approval by City Council through the regular budget deliberations, each ward
is allocated the same funding amount. The amount approved in the 2014 budget is $15,000 per
ward.

As per the Ward Fund Policy, all unused ward funds will be carried forward to the next fiscal
period.
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4. RISK ANALYSIS:

Use of ward funds can help expedite small projects that may otherwise not be done and in that
regard can reduce a number of risks (which vary based on the actual projects undertaken).


5. FINANCIAL MATTERS:

A total of $663,782 of previously approved funding was carried forward from 2012 into 2013.
Therefore, inclusive of the 2013 allocation of $170,000, a total of $833,782 was available for
2013.

Below is a summary of the expenditures actually incurred in the Ward Fund Accounts from
January 1, 2013 to December 31, 2013.

Item Description Ward Amount
Vietnam War Memorial 2 $25,000
Transit Shelters 3 $9,650
Erie Street Parkettes 3 $12,750
Fred Thomas Park Basketball Court Upgrade 3 $760
Erie Street Parkettes 4 $12,750
Memorial/Optimist Park Multi-Use Path 4 $18,000
Memorial/Optimist Park Asphalt 4 $22,000
Fred Thomas Park Basketball Court Upgrade 4 $760
Transit Shelters 5 $9,650
Tree Maintenance 6 $30,000
Transit Shelters 7 $9,650
Holburn Park (Sports Court, Multi-Use Path) 9 $50,000
Ward Meetings All $28,787
Total $229,757

As itemized in the table above, a total of $229,757 was charged in 2013 resulting in a carry
forward to 2014 totalling $604,025. As of December 31, 2013, the following additional
initiatives have been committed:

Item Description Ward Amount
Streetlights at Chopin Park 5 $20,000
Dog Park and Dog Run in Ford Test Track 5 $18,600
Drouillard Road Park Bench Installation 5 $8,910
Forest Glade Library Improvements 7 $10,000
Forest Glade Community Centre fitness equipment 7 $10,000
Forest Glade Park Tree Planting 7 $10,000
Forest Glade Park Trail Repairs 7 $15,000
Forest Glade Community Centre Window Replacement 7 $27,000
Grandview Park Greening 8 $90,000
Total $209,510



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Any 2014 projects and commitments will be communicated in subsequent reports. Therefore,
the amounts available for disbursement at January 1, 2014 are as follows:

Ward
/Area
2013
Available
Balance
2013
Expense
2013
Carry
Forward
2013
Pre-
Committed
2014
Budget
Allotment
Balance @
January 1,
2014
Ward 1 $82,000 $0 $82,000 $0 $15,000 $97,000
Ward 2 $82,000 $25,000 $57,000 $0 $15,000 $72,000
Ward 3 $82,000 $23,160 $58,840 $0 $15,000 $73,840
Ward 4* $79,062 $53,510 $25,552 $0 $15,000 $40,552
Ward 5 $82,000 $9,650 $72,350 $47,510 $15,000 $39,840
Ward 6 $82,000 $30,000 $52,000 $0 $15,000 $67,000
Ward 7 $82,000 $9,650 $72,350 $72,000 $15,000 $15,350
Ward 8 $82,000 $0 $82,000 $90,000 $15,000 $7,000
Ward 9 $54,000 $50,000 $4,000 $0 $15,000 $19,000
Ward 10 $82,000 $0 $82,000 $0 $15,000 $97,000
Ward Meetings $44,720 $28,787 $15,933 $0 0 $15,933
Total $833,782 $229,757 $604,025 $209,510 $150,000 $544,515

*Please note that the approved Ward 4 allocation of $67,800 as per B23-2013, was subsequently
funded under CR128/2013 and therefore the 2013 available balance was adjusted accordingly.

B23-2013 That the request by the Erie Street BIA to complete the streetscaping
portion of Erie Street BE RECEIVED, and that $67,800. BE ALLOCATED from the Ward
4, Ward funds for lighting, to be used along with the previously approved and allocated
$250,000. for sidewalks.

CR128/2013

I. THAT Administration BE AUTHORIZED to proceed to tender and award of contracts
to the successful bidders subject to compliance with the corporation's Purchasing By-
law;

II. For the tendered projects that fall within the approved budget of $10,300,000; THAT
the Chief Administrative Officer and City Clerk BE AUTHORIZED to sign a contract
satisfactory in form to the City Solicitor, technical content to the City Engineer, and
financial content to the City Treasurer; and

III. THAT APPROVAL BE GIVEN to undertake an expenditure of up to $10,300,000.00
(including non-recoverable HST) for the Rehabilitation of Roads within ward boundaries
as detailed in the attached program.

IV. THAT Administration REPORT the results of all tenders to Council through
communication afterwards for those that come within the budget.




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6. CONSULTATIONS:

Robert Barlozzari, Council Assistant
Sandra Gebauer, Council Assistant (Acting)

7. CONCLUSION:

To Council for information.






Marco Aquino
Financial Planning Administrator
Onorio Colucci
Chief Financial Officer/City Treasurer and
Corporate Leader Finance and Technology




Valerie Critchley
City Clerk & Licence Commissioner
Corporate Leader Public Engagement &
Human Services
Helga Reidel
Chief Administrative Officer

MA



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