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WEST SHORE PARKS AND RECREATION SOCIETY Financial Statements (Dec 31, 2011)

May 15, 2012Pages 213–2329 sections

Audited financial statements including statement of operations and cash flows for the 2011 fiscal year.

2. APPROVAL OF AGENDA
December 31, 2011$1,012,812 accumulated surplus$10,321,847 total expenses

Financial Statements of

WEST SHORE PARKS AND RECREATION SOCIETY

Year ended December 31, 2011

Cover page of the Financial Statements for West Shore Parks and Recreation Society for the year ended December 31, 2011
Cover page of the Financial Statements for West Shore Parks and Recreation Society for the year ended December 31, 2011

BOARD OF DIRECTORS

City of Langford Representatives:

  • Les Bjola (Board Chair)
  • Matt Sahlstrom
  • Lanny G. Seaton
  • Winnie Sifert
  • Terry Young

City of Colwood Representatives:

  • Arnold T. Hamilton
  • Michael Hanson
  • Rob Martin
  • Shaun Wysiecki (Secretary-Treasurer and Chair, Finance Committee)

District of Metchosin Representatives:

  • Moralea Milne
  • Jo Mitchell

View Royal Representatives:

  • Heidi Rast (Vice-Chair)
  • David Screech

District of Highlands Representative:

  • Ken Williams

Juan de Fuca Electoral Area Representative:

  • Mike Hicks

STAFF MEMBERS

  • Administrator: Linda Barnes
  • Manager of Recreation: Cindy O'Regan
  • Manager of Finance: Sue Dickson
  • Manager of Operations: Wade Davies
  • Manager of Human Resources: Brian Merryweather

AUDITORS: KPMG LLP SOLICITORS: Young, Anderson BANKERS: TD Canada Trust


TABLE OF CONTENTS

Financial Statements Page
Management's Responsibility for the Financial Statements 1
Independent Auditors' Report 2
Statement of Financial Position 3
Statement of Operations 4
Statement of Change in Net Financial Assets 5
Statement of Cash Flow 6
Notes to Financial Statements 7

Page 213–232

MANAGEMENT'S RESPONSIBILITY FOR THE FINANCIAL STATEMENTS

The accompanying financial statements of West Shore Parks and Recreation Society (the "Society") are the responsibility of management and have been prepared in compliance with legislation, and in accordance with Canadian public sector accounting standards for local governments as recommended by the Public Sector Accounting Board of The Canadian Institute of Chartered Accountants. A summary of the significant accounting policies are described in Note 1 to the financial statements. The preparation of financial statements necessarily involves the use of estimates based on management's judgment, particularly when transactions affecting the current accounting period cannot be finalized with certainty until future periods.

The Society's management maintains a system of internal controls designed to provide reasonable assurance that assets are safeguarded, transactions are properly authorized and recorded in compliance with legislative and regulatory requirements, and reliable financial information is available on a timely basis for preparation of the financial statements. These systems are monitored and evaluated by management.

The Finance Committee meets with management and the external auditors to review the financial statements and discuss any significant financial reporting or internal control matters prior to approval of the financial statements by the Board of Directors.

The financial statements have been audited by KPMG LLP, independent external auditors appointed by the Society. The accompanying Independent Auditors' Report outlines their responsibilities, the scope of their examination and their opinion on the Society's financial statements.


Page 213–232

INDEPENDENT AUDITORS' REPORT

To the Members of West Shore Parks and Recreation Society

Report on the Financial Statements

We have audited the accompanying financial statements of West Shore Parks and Recreation Society which comprise the statement of financial position as at December 31, 2011, the statements of operations, change in net financial assets and cash flows for the year then ended, and notes, comprising 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 public sector accounting standards, 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.

Auditors' 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 our 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, we consider internal control relevant to the entity'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 entity'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 that we have obtained is sufficient and appropriate to provide a basis for our audit opinion.

Opinion

In our opinion, the financial statements present fairly, in all material respects, the financial position of West Shore Parks and Recreation Society as at December 31, 2011 and its results of operations, its changes in net financial assets and its cash flows for the year then ended in accordance with Canadian public sector accounting standards.

Report on Other Legal and Regulatory Requirements

As required by the Society Act (British Columbia), we report that, in our opinion, the accounting policies applied in preparing and presenting the financial statements in accordance with Canadian public sector accounting standards have been applied on a basis consistent with that of the preceding year.

Chartered Accountants April 19, 2012 Victoria, Canada


Page 213–232

WEST SHORE PARKS AND RECREATION SOCIETY

Statement of Financial Position

December 31, 2011, with comparative information for 2010

2011 2010
Financial assets:
Cash and cash equivalents (notes 2 and 5) $ 1,884,576 $ 1,770,727
Accounts receivable 181,751 1,002,020
Inventory held for resale 32,755 36,774
2,099,082 2,809,521
Financial liabilities:
Accounts payable and accrued liabilities 724,532 981,642
Deferred revenue (note 3) 396,115 315,035
Employee benefit obligations (note 4) 284,642 308,436
Bank loan (note 5) 444,883 600,000
1,850,172 2,205,113
Net financial assets 248,910 604,408
Non-financial assets:
Tangible capital assets (note 6) 753,692 779,067
Prepaid expenses 10,210 16,424
763,902 795,491
Accumulated surplus (note 7) $ 1,012,812 $ 1,399,899

Page 213–232

WEST SHORE PARKS AND RECREATION SOCIETY

Statement of Operations

Year ended December 31, 2011, with comparative information for 2010

Budget (unaudited - note 14) 2011 2010
Revenue:
Government transfers (note 8) $ 4,453,952 $ 4,847,761 $ 5,520,499
Sales of services 5,677,897 4,826,212 4,982,026
Other income (note 9) 181,941 260,786 712,670
Total revenue 10,313,790 9,934,759 11,215,195
Expenses:
Amortization of tangible capital assets - 173,211 137,350
Administration 463,531 380,145 349,543
Finance 770,211 794,721 779,828
Human Resources 162,369 157,085 133,529
Reception 400,642 426,780 434,834
Food & Beverage Bear Mtn. Arena 244,749 228,541 267,628
Food & Beverage 298,216 288,990 359,049
Maintenance - Arena 206,426 220,835 220,316
Maintenance - Bear Mtn. Arena 749,461 772,544 560,700
Maintenance - Centennial Centre 12,932 9,089 17,620
Maintenance - Curling 125,357 114,309 115,985
Maintenance - Fleet Vehicles 44,556 56,028 29,165
Maintenance - General Maintenance 1,596,380 1,557,953 1,563,464
Maintenance - Golf 195,795 169,765 261,093
Maintenance - Library Building 14,944 19,112 16,130
Maintenance - Parks 695,187 655,394 553,487
Maintenance - Pool 242,756 229,766 271,146
Maintenance - Senior's Building 60,165 43,057 49,092
Programs - Administration 251,820 239,139 243,232
Programs - Arena 164,135 204,551 206,821
Programs - Bear Mtn. Arena 376,751 361,645 375,152
Programs - CD 386,552 344,854 367,897
Programs - CR 605,198 504,183 497,521
Programs - Curling 4,285 1,662 4,099
Programs - Fitness / Wellness / Weights 590,961 406,878 458,670
Programs - Golf 137,821 124,421 148,684
Programs - Sports 200,662 166,163 179,162
Programs - Pool 681,678 664,017 657,222
Programs - Senior's Centre - 1,771 678
Infrastructure Maintenance 108,000 79,597 56,854
Transfer to members (note 11) - 925,640 2,502,341
Total expenses 9,791,540 10,321,846 11,818,292
Annual surplus (deficit) 522,250 (387,087) (603,097)
Accumulated surplus, beginning of year 1,399,899 1,399,899 2,002,996
Accumulated surplus, end of year $ 1,922,149 $ 1,012,812 $ 1,399,899

Page 213–232

WEST SHORE PARKS AND RECREATION SOCIETY

Statement of Change in Net Financial Assets

Year ended December 31, 2011, with comparative information for 2010

Budget (unaudited - note 14) 2011 2010
Annual surplus (deficit) $ 522,250 $ (387,087) $ (603,097)
Acquisition of tangible capital assets (119,250) (167,968) (176,554)
Amortization of tangible capital assets - 173,211 137,350
Loss (gain) on sale of tangible capital assets - 20,132 (7,571)
Proceeds on sale of tangible capital assets - - 10,815
(119,250) 25,375 (35,960)
Acquisition of prepaid expenses - (10,210) (16,424)
Use of prepaid expenses - 16,424 15,236
- 6,214 (1,188)
Change in net financial assets (debt) 403,000 (355,498) (640,245)
Net financial assets, beginning of year 604,408 604,408 1,244,653
Net financial assets, end of year $ 1,007,408 $ 248,910 $ 604,408

Page 213–232

WEST SHORE PARKS AND RECREATION SOCIETY

Statement of Cash Flow

Year ended December 31, 2011, with comparative information for 2010

2011 2010
Cash provided by (used in):
Operating activities:
Annual surplus (deficit) $ (387,087) $ (603,097)
Items not involving cash:
Amortization of tangible capital assets 173,211 137,350
Loss (gain) on sale of tangible capital assets 20,132 (7,571)
Change in employee benefits and other liabilities (23,794) 72,632
Accounts receivable 820,269 (788,761)
Inventory held for resale 4,019 4,062
Accounts payable and accrued liabilities (257,110) 148,765
Deferred revenue 81,080 (457,401)
Prepaid expenses 6,214 (1,188)
436,934 (1,495,209)
Capital activities:
Acquisition of tangible capital assets (167,968) (176,554)
Proceeds on sale of tangible capital assets - 10,815
(167,968) (165,739)
Financing activities:
(Repayments) proceeds of bank loan (155,117) 600,000
Increase (decrease) in cash and cash equivalents 113,849 (1,060,948)
Cash and cash equivalents, beginning of year 1,770,727 2,831,675
Cash and cash equivalents, end of year $ 1,884,576 $ 1,770,727
Supplemental cash flow information:
Cash paid for interest $ 22,222 $ 16,916
Cash received from interest 23,525 12,528

Page 213–232

WEST SHORE PARKS AND RECREATION SOCIETY

Notes to Financial Statements

Year ended December 31, 2011

The West Shore Parks and Recreation Society (the "Society") is incorporated under the provisions of the Society Act (British Columbia). The purpose of the Society is to provide parks, recreation and community services. Its members include the City of Colwood, District of Highlands, City of Langford, District of Metchosin, Town of View Royal and the Capital Regional District ("CRD") (on behalf of a portion of the Juan de Fuca Electoral Area).

Under the terms of an Operating, Maintenance and Management Agreement with the Members, the Society is responsible for the equipping, maintenance, management and operation of the facilities comprising the Juan de Fuca Recreation Centre and Centennial Park Recreation Centre.

1. Significant accounting policies:

The financial statements of the Society are prepared by management in accordance with Canadian public sector accounting standards for local governments as recommended by the Public Sector Accounting Board ("PSAB") of the Canadian Institute of Chartered Accountants. Significant accounting policies adopted by the Society are as follows:

(a) Basis of accounting: The Society follows the accrual method of accounting for revenues and expenses. Revenues are normally recognized in the year in which they are earned and measurable. Expenses are recognized as they are incurred and measurable as a result of receipt of goods or services and/or the creation of a legal obligation to pay.

(b) Government transfers: Government transfers are recognized in the financial statements as revenues in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be made.

(c) Deferred revenue: Receipts that are restricted by legislation or by agreement with external parties are deferred and reported as deferred revenue. When qualifying expenses are incurred, deferred revenues are brought into revenue at equal amounts.

(d) Investment income: Investment income is reported as revenue in the period earned. When required, investment income earned on deferred revenue is added to the investment and forms part of the deferred revenue balance.

(e) Cash equivalents: Cash equivalents include short-term highly liquid investments with a term to maturity of 90 days or less at acquisition.

(f) Employee future benefits: The Society and its employees make contributions to the Municipal Pension Plan. These contributions are expensed as incurred.

Sick leave and other benefits are also available to the Society's employees. The cost of these benefits is actuarially determined based on service and best estimates of retirement ages and expected future salary and wage increases. The obligations under these benefit plans are accrued based on projected benefits as the employees render services necessary to earn the future benefits.

(g) Non-financial assets: Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations.

(i) Tangible capital assets: Tangible capital assets are recorded at cost which includes amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets, excluding land, are amortized on a straight line basis over their estimated useful lives as follows:

Asset Useful life - years
Machinery and equipment 5 to 15

Amortization is charged annually, including in the years of acquisition and disposal. Assets under construction are not amortized until the asset is available for productive use.

(ii) Contributions of tangible capital assets: Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and also are recorded as revenue.

(iii) Works of art and cultural and historic assets: Works of art and cultural and historic assets are not recorded as assets in these financial statements.

(iv) Interest capitalization: The Society does not capitalize interest costs associated with the acquisition or construction of a tangible capital asset.

(v) Leased tangible capital assets: Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as leased tangible capital assets. All other leases are accounted for as operating leases and the related payments are charged to expenses as incurred.

(h) Use of estimates: The preparation of financial statements in conformity with Canadian public sector accounting standards 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 date of the financial statements, and the reported amounts of revenues and expenses during the period. Significant estimates include assumptions used in estimating provisions for accrued liabilities, performing actuarial valuations of employee future benefits and estimating the useful lives of tangible capital assets. Actual results could differ from these estimates.

2. Cash and cash equivalents:

Cash and cash equivalents include term deposits of $1,187,766 bearing interest at rates from 1.00% to 1.55% per annum.

3. Deferred revenue:

The deferred revenues, reported on the statement of financial position, are made up of the following:

2011 2010
Sale of services $ 315,340 $ 315,035
Seniors 80,775 -
Total deferred revenue $ 396,115 $ 315,035

Continuity of deferred revenue, seniors is as follows:

2011 2010
Balance, beginning of year $ - $ 474,789
Contributions 90,140 153,689
Federal grants - 627,531
Interest earned 723 713
Revenue recognized (10,088) (1,256,722)
Balance, end of year $ 80,775 $ -

4. Employee benefit obligations:

The Society provides sick leave and certain other benefits to its employees. These amounts and other employee related liabilities are set out below:

2011 2010
Accrued sick leave $ 234,202 $ 244,620
Accrued vacation 39,826 56,447
Accrued statutory holidays 7,328 5,227
Accrued overtime 3,286 2,142
$ 284,642 $ 308,436

Accrued sick leave represents the liability for sick leave banks accumulated for estimated draw down at future dates. Sick leave entitlements can only be used while employed by the Society and are not paid out upon retirement or termination of employment. Accrued vacation is the amount of unused vacation entitlement carried forward into the next year. Accrued statutory holidays is the amount of statutory holiday time earned but not taken in time off or pay by the end of the year.

The significant actuarial assumptions adopted in measuring the Society's accrued benefit obligation are as follows:

2011 2010
Discount rate 5.00% 5.00%
Expected wage and salary increase 3.00% 3.00%
Expected inflation rate 2.00% 2.00%

5. Bank loan:

Proceeds of the bank loan were used to upgrade the Juan de Fuca Recreation Centre including expansion of the fitness centre. The loan bears interest at the bank's prime rate, currently 3%, with interest only payable until March 31, 2011. Monthly payments are $13,085 plus interest, with a maturity date of December 31, 2015.

Page 213–232

The loan is secured by a General Security Agreement representing a first charge on Society assets. The Society has negotiated the current interest rate based on the assignment of term deposits of $747,000 (2010-$1,147,000). The Society has the ability to use the term deposits and renegotiate the interest rate.

6. Tangible capital assets:

Machinery and equipment December 31, 2010 Additions Amortization Disposals December 31, 2011
Cost $ 3,665,715 $ 167,968 $ (40,517) $ 3,793,166
Accumulated amortization 2,886,648 173,211 (20,385) 3,039,474
Net book value $ 779,067 $ 753,692
Machinery and equipment December 31, 2009 Additions Amortization Disposals December 31, 2010
Cost $ 3,499,973 $ 176,554 $ (10,812) $ 3,665,715
Accumulated amortization 2,756,866 137,350 (7,568) 2,886,648
Net book value $ 743,107 $ 779,067

7. Accumulated surplus:

Accumulated surplus consists of individual fund surplus and reserves and reserve funds as follows:

2011 2010
Surplus:
Invested in tangible capital assets $ 753,692 $ 779,067
Unfunded members' tangible capital assets (989,843) (614,509)
Total (deficit) surplus (236,151) 164,558
Reserve funds set aside for specific purposes by the Board:
Future expenditures - 216,212
Equipment replacement 227,304 296,425
Major Repair and Maintenance 1,021,659 722,704
Total reserve funds 1,248,963 1,235,341
$ 1,012,812 $ 1,399,899

8. Government transfers:

The following government transfers have been included in revenue:

2011 2010
Revenue:
City of Colwood $ 1,021,075 $ 1,034,499
District of Highlands 172,642 165,477
City of Langford 2,197,543 2,029,448
District of Metchosin 410,146 416,062
Town of View Royal 631,721 614,654
Juan de Fuca Electoral Area 20,825 23,167
4,453,952 4,283,307
Tangible capital assets purchased for Members (note 11) - (120,000)
4,453,952 4,163,307
Federal 393,809 1,050,799
Provincial - 785
Regional District - 305,608
$ 4,847,761 $ 5,520,499

9. Other income:

Other income includes donations of $10,570 (2010 - $549,299).

10. Classification of expenses by object:

Budget 2011 2010
Salaries, wages and employee benefits $ 6,198,095 $ 6,016,818 $ 6,009,062
Supplies 661,623 540,386 636,257
Contracted services 430,497 439,854 388,645
Other 2,499,325 2,225,938 2,144,637
Amortization - 173,211 137,350
Transfer to members 2,000 925,640 2,502,341
Total expenses by object $ 9,791,540 $ 10,321,847 $ 11,818,292

11. Transfer to members:

The members of the Society own the land, buildings and engineering structures that are operated by the Society. Under the Operating, Maintenance and Management Agreement, the Society administers funds for the purchase of tangible capital assets on behalf of members. As the funds and tangible capital assets purchased are not owned by the Society, they have been excluded from these financial statements. In 2011 $ nil (2010 - $120,000) of funds from members were used to acquire members' tangible capital assets.

During 2011, the Society completed an upgrade of the Juan de Fuca Recreation Centre, including expansion of the fitness centre, which has resulted in the construction of members' tangible capital assets of $925,640 (2010 - $1,261,484) that are not funded by the members. Externally restricted grant funds of $383,431 (2010 - $722,077) have been recognized as revenue.

12. Pension plan:

The Society and its employees contribute to the Municipal Pension Plan (the Plan), a jointly trusteed pension plan. The board of trustees, representing plan members and employers, is responsible for overseeing the management of the Plan, including investment of the assets and administration of benefits. The Plan is a multi-employer contributory pension plan. Basic pension benefits provided are defined. The Plan has about 173,000 active members and approximately 63,000 retired members. Active members include approximately 35,000 contributors from local government.

The latest valuation as at December 31, 2009 indicated an unfunded deficit of $1,024 million for basic pension benefits. The next valuation will be as at December 31, 2012, with results available in 2013. The actuary does not attribute portions of the unfunded deficit to individual employers. The Society paid $ 284,228 (2010 - $270,897) for employer contributions to the Plan in fiscal 2011.

13. Commitments and contingencies:

(a) The Society rents equipment with minimum annual lease payments as follows:

Year Amount
2012 $ 43,394
2013 9,864
2014 5,721
2015 5,721
2016 -
Total $ 64,700

(b) The Society is currently engaged in certain legal actions, the outcome of which is indeterminable at this time. Accordingly, no provision has been made in the accounts for these actions. The amount of loss, if any, arising from these actions will be recorded in the accounts in the period in which the loss is determinable.

14. Budget data:

The unaudited budget data presented in these financial statements is based upon the 2011 operating and capital budgets approved by the Members on March 10, 2011. Amortization was not contemplated on development of the budget and, as such, has not been included. The chart below reconciles the approved budget to the budget figures reported in these financial statements.

Budget amount
Revenues:
Operating budget $ 10,313,790
Total revenue 10,313,790
Expenses:
Operating budget 10,313,790
Less:
Capital expenditures (119,250)
Transfers to reserves (600,000)
Loan repayment (95,000)
Add:
Transfers from reserves 292,000
Total expenses 9,791,540
Annual surplus $ 522,250

15. Comparative figures:

Certain comparative figures have been reclassified to conform with the financial statement presentation adopted for the current year.

Page 213–232

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Extracted from: 2012 05 15 Council Agenda