THE CORPORRiICR OF THK
CITY OF PORT COQUITLRIII

The Corporation of the City of Port Coquitlam

Audit Committee

A meeting of the Audit Committee was held in the

13th at 4:00 p.m.

office of the City
iy Tress
reasureron J uy
1

In attendance were Alderman B. Stewart, Alderman
G. Eeking
in an
and C't
i y Treasurer J.
Maitland.
ITElvIS DISCUSSED:

The Committee discussed the budget report (distributed

separately) to the end of June

The Committee noted that all depanments seem to
be operating witlun
budget with minor variances but overaO witltin budget.
The Conunittee did review comments received back
various
departments in regard to the previous budget report, from
Attached
are brief
reports from the City Engineer and the Parks Supt.
The Committee again discussed the idea of building
up reserves for the special
maintenance of our facilities with some thought towards
charging the individual buildings
on perhaps a rate per square foot for the special items
such
Treasurer will be preparing a report to be considered in timeas roof replacement. The
for inclusion (if accepted by
Council) in our l 989 budget.
The Committee also reviewed with the Treasurer staffing
problems in the Treasury
Depanment.

Adjournment:

At 4:45 p.m. the meeting adjourned.

JM/ms
C.C.

- Mayor dc Aldermen
- B, Kirk
- T. Chong
- J. Taylor
R. Fmeman

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THE CORPORATION OF THE CITY
OF PORT COIIOITLAM

T'AI

Janna Taylor, Parks and Recreation Director

'Frchi; 'Bram Hoogendcorn
Re!

Confusion bedding plants account

Date; June 22 1988

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account anymore, because it was not a clear

picture

of the whole situation anyway, i.e most of .the
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g and removing was charged to gardening

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account, and by the time bulb planting came

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Last year we decided not to use the bedding

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planting , watering
or to bedding plants

around confusion was complete.

it easier to charge the whole works to gardening and therefore

monies where put towards this account.

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Unfortunately old account stay on.

the lis or a couple more years, and of
course accidentally will be used
''by somebcdy .

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IIIII'HE
CORPORATION OF THE CITY OF
PORT COOUITLAM

To

Fran:

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J~a Taylor, Parks and Recreation Director
Bram Hcogendoorn

Re:

High cost 1988 Cemetery
Date: June 21, 1988

Estimated 1986 final was $ 37.500
Request for 1987 budget was $ 38.500
, estimated final $ 25.000
However in 1987 them was a low "
vo ume " and our budget
volume
r
considerably trimmed to $ 25.000
In 1987 we had a total of 39 full
size funerals and 20 cremations
Zn 1988 i

t'll sofar we have handled,:32 full size

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funerals and 8 creme
,Needless to tell, you.. that maintenance
'goes up with the amoun
amo
of t uncs we have to go
up the hill, the in between time
is wisely spent with upkeep etc.
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13 1988

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THE

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CITY

CORPORATIOhl OF THE
OF PORT COQUITLAM
MEMORA IqD UM

Audit Committee

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hla in ten ance

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large
the expend itures incurr ed in th
are beyond extent
s account
this
Department's
control.
o .
Oft en, requests are
e ca ved from the
Admin istrat or t o d o cer ta in
baased on complaintsCity
th ings
from
tenants.
0th
er
imes
thee contract
it
n
is for
demo it ion of a bu d ing a d, ',
min is t crud directly
b y the Purchas ing
Manager. As th e C't y acqu r'es or
d isposes of properties
during thcc year'
ear't s expend
e
f uctuate.
itures
It is for
or
t
this
reason
that
expenditures to date to historical s a is a compar ison of
ics are somewhat
ir;g less. To
th is account r budget and control the ex end 't
(not merely number of buildings,
s, but
u
e ai is
data
rs of types of
g an
p um ing systems, their
e
age, etc) should
ocumented. Next, a level of service
recommended to Counc
for appr ova . QQui't e franklshould be
managed the ma intenance
bulldin
u
ingss inn my careery and have
eve o serv Ice we are ofprov
the
id
ing to rental
en a h ous lng is
below the min
mi imum
in my op in ion.
An examp le is
the condit'n of theacceptable
house
on
Pitt
ver R oad before it was
torched. Howev r, the pol icy u Riv
thi
on y if broker,".
ro enu. Noo prevent ve matointer,
ance program has
been suggested nor implemented.
e .
Th e main
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reason as
because the City does not want
to spend
o.
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o the
o
a proper'a in ten ance
program
art a bu dinge which
to
the
the
City owns, there are add it iona
costs involved. Firstly, there
th
d
o inventor'y in data
is out there
ere and to carry out
reventlv e maintenance what
inspections. Secondly, there are
costs associated in fol
ow ing a pre set level
ma ntenance to the bu Id
of
ings.
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response to your request for ar,
explanation f th
expenditures in three
ubl ic I'lorks maintenance
are in var iarce with Plast
accounts wh ich
years hi stor ice stat
fol lowing is submitted:
st ics the

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City Eng
Explanation of Unusual Expenditure

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T.lq. Chong, P. Eng.,

FROIIi:

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June 28, 1988

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(A iderman Stewart)
(Alderman Laking)

statist'ean

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usion, while

expend itures are inc
incurred in th la account nor with
the
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present ievel of maintenance, understand the reasons for
the present system. In order to
el iminate the di leemma
ma
w h fch
face;
namely,
having
to account for the
ex pen d 'I'urea but hav ing no contr'o over what
done a'nd
what doesn't
recommend that this account begets
transferred
out of my Department and moved to the C ty Adm
n strator 's.
At
east he s in a pos it ion to know the ownership
status
of a given bu Id ng and the conditions
of thw rental
agreemenis, etc. This Department w
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do the
phys ca work of repairs and maintenancest but
in the
cap ac ty of a contractor on v.
2. 22335/22336
Ma inten ance of Catch I3as In s and C
u ver ts
Everyone Is aware of the
amount of rain which we
have had this spring. Corunusual
to I'his atmospheric
responding
phenomena is the increased ikel ihood of
ing. In an
attempt to reduce the number of potent a flood
flood
fng cl aims
against the
the Operations D i v Is ion has advanced
the
schedu le forCity,
the ma intenance of these items from last
year ' schedu e. Hence,
the to date expend itures are
h gher than the same time last
The Audit Commi tee
shou d note that not al catch year.
bas
ins
and cu
are
ma inta i ned annua
y. I'Ie do about one-third of verts
them ach
year.
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13 1988