Village of Elnora Policies

Village of Elnora Policies Page

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Updated on 02/06/2008

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Use of Village Owned Equipment Use of Village Logo and Trademark Public Notification of Regular Council and Committee Meetings

Village of Elnora Policy: Orientation of Council Members VILLAGE OF ELNORA POLICY: Successive Responsibility

Use of Village Owned Meeting Facilities

Village Of Elnora Policy

Accounting for Tangible Capital Assets Classification/Capital Threshold/Amortization

POLICY NO. 12-O8

POLICY TITLE:

Accounting for Tangilble Capital Assets Classification/Capital Threshold/Amortization

POLICY STATEMENT:

The Village of Elnora recognizes the necessity of a policy to Account for Tangible Capital Assets Classification /Capital Threshold/Amortization to conform with the Public Sector Accounting Board (PSBA) 3150.

POLICY PURPOSE:

The objective of this policy is to prescribe the accounting treatment for tangible capital assets so that users of the financial report can discern information about the investment in property, plant and equipment and the changes in such investment. The principal issues in accounting for tangible capital assets are the recognition of the assets, the determination of their carrying amounts and amortization charges and the recognition of any related impairment losses.

In addition the policy covers policy and procedures to:

Protect and control the use of all tangible capital assets.
Provide accountability over tangible capital assets.
Gather and maintain information needed to prepare financial statements.

The policy is in accordance with the Public Sector Accounting Board (PSAB) 3150.

EFFECTIVE DATE:

In accordance with PSAB 3150 the effective date for the reporting and recording of the Village of Elnora tangible capital assets is January 1, 2009.

SCOPE:

This policy applies to Village and future boards and commissions, agencies and other organizations that will fall within the reporting entity of the Village.

DEFINITIONS:

Tangible Capital Assets:

Assets having physical substance that:

Are used on a continuing basis in the Village's operations.
Have useful lives extending beyond one year.
Are not held for re-sale in the ordinary course of operations.

Betterments:

Subsequent expenditures on tangible capital assets that:

increase previous physical output or service capacity;
lower associated operating costs;
extend the useful life of the asset; or
improve the quality of the output.

Any other expenditure would be considered a repair or maintenance and expensed in the period.

Group Assets:

Assets that have a unit value below the capitalization threshold but have a material value as a group. Normally recorded as a single asset with one combined value will not be considered if the unit value is below capitalization threshold. Examples could include personal computers, furniture and fixtures, small moveable equipment, etc.

Fair Value:

Fair value is the amount of consideration that would be agreed upon in an arm's length transaction between knowledgeable, willing parties who are under no compulsion to act.

POLICY STATEMENTS:

Capitalization

Tangible capital assets should be capitalized (recorded in the fixed asset sub-ledger) according to the following thresholds:

all land;
all buildings;
Engineered Structures (built assets such as roads, bridges, sewers, water, transit, parks, etc.) with a unit cost of $ 5,000 or greater;
all others with a unit cost of $ 500 or greater.

Categories

A category of assets is a grouping of assets of a similar nature or function in the Village's operations. The following list of categories shall be used:

Land;
Buildings;
Engineered structures;
Equipment;
Roads;
Water;
Sewer;
Communication networks;
Motor vehicles;
Cultural and Historical assets
Furniture and fixtures;
Computer systems ( hardware and software)

Sub Categories

The following minor classification to further define Engineered Structures will be used:

Roadway System
Water System
Wastewater System
Storm/Drainage System

A classification system will be established to further define the asset categories in the fixed asset sub=-ledger. The classification system will group assets having similar characteristics and useful lives.

Valuation

Tangible capital assets should be recorded at cost plus all ancillary charges necessary to place the asset in its intended location and condition for use.

Purchased assets

Cost is the gross amount of consideration paid to acquire the asset. It includes all the nonrefundable taxes and duties, freight and delivery charges, installation and site preparation costs, etc. It is net of any trade discounts or rebates.

Cost of land includes purchase price plus legal fees, land registration fees, transfer taxes, etc. Costs would include any costs to make the land suitable for intended use, such as pollution mitigation, demolition and site improvements that become part of the land.
When two or more assets are acquired for a single purpose price, it is necessary to allocate the purchase price to the various assets acquired. Allocation should be based on the fair value of each asset at the time of acquisition or some other reasonable basis if fair value is not readily determinable.

Acquired, Constructed or Developed Assets

Cost includes all cost directly attributable (e.g., construction, architectural and other professional fees) to the acquisition, construction or development of the asset. Carrying costs such as internal design, inspection, administrative and other similar costs may be capitalized. Capitalization of general administrative overheads is not allowed.

Capitalization of Interest Costs

Borrowing costs incurred by the acquisition, construction and production of an asset that takes a substantial period of time to get ready for its intended use should be capitalized as part of the cost of that asset.

Capitalization of interest costs should commence when expenditures are being incurred, borrowing costs are being incurred and activities that are necessary to prepare the asset for its intended use are in progress. Capitalization should be suspended during periods in which active development is interrupted. Capitalization should cease when substantially all of the activities necessary to prepare the asset for its intended use are complete. If only minor modifications are outstanding, this indicates that substantially all of the activities are complete.

Donated or Contributed Assets

The cost of donated or contributed assets that meet the criteria for recognition is equal to the fair value at the date of construction or contribution. Fair value may be determined using market or appraisal values. Cost may be determined by an estimate of replacement cost. Ancillary costs should be capitalized.

1.5 Componentization

Tangible capital assets may be accounted for using either the single asset or component approach. Whether the component approach will be used will be determined by the usefulness of the information versus the cost of collecting and maintaining information at the component level.

Consideration factors used to determine whether or not to use a component approach should include:

Major components have significantly different useful lives and consumption patterns than the related tangible capital asset, value of components in relation to the related tangible capital asset.

Infrastructure Systems would generally be valued using the component approach. Major components should be grouped when the assets have similar characteristics and estimated useful lives or consumption rates.

Amortization

The cost, less any residual value, of a tangible capital asset with a limited life should be amortized over its useful life in a rational and systematic manner appropriate to its nature and use. The amortization method and estimate of useful life of the remaining unamortized portion should be reviewed on a regular basis and revised when the appropriateness of a change can be clearly demonstrated.

Useful life is normally the shorter of the asset's physical, technological, commercial or legal life.

Generally, the Village uses a straight - line method for calculating the annual amortization. A comprehensive list of estimated useful lives of assets and amortization rates are attached. See Appendix ‘A" and Appendix “B”

Disposal

When tangible capital assets are taken out of service, destroyed or replaced due to obsolescence, scrapping or dismantling the asset registers and accounting records recording a loss/gain on disposal will be adjusted.

Disagreement

In the event of disagreement in the interpretation or implementation of these policies and procedures, the Chief Administrative Officer shall make the final decision, guided by the Public Sector Accounting Board (PSAB) 3150.

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Village of Elnora Policy

Use of Village Owned Equipment

POLICY NUMBER: 11-08

POLICY TITLE: Use of Village Owned Equipment

POLICY PURPOSE:

To clearly state community access to Village owned heavy equipment by non-Village employees

POLICY:

1. Village owned fleet vehicles and heavy equipment may not be used by anyone who is not employed or subcontracted by the Village of Elnora with the following exception;

a) the 1974 three ton truck may be rented under the following conditions;

i) a rental fee of $50 per day or any portion of a day will be charged,

ii) the renter must pay for all fuel used during the time vehicle is rented,

iii) the truck may only travel within a 40 km radius of the Village,

iv) a properly insured Village employee must drive the truck or accompany the truck while being driven and the renter is responsible for paying the wage of said employee for the period of time they are accompanying/operating the truck.

2. In the event that the Village needs or is using the 1974 three ton truck they shall always have priority for usage regardless of any previously arranged rental agreement.

3. Village owned equipment may only be used for legal purposes in such a way that the operation of said equipment is in compliance with the law. Any fines or penalties charged to the 1974 three ton truck or the operator thereof during the time it is being rented are the responsibility of the renter, not the Village of Elnora.

This Policy was adopted by Village Council on March 11, 2008

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Village of Elnora Policy

Use of Village Owned Meeting Facilities

POLICY NUMBER: 10-08

POLICY TITLE: Use of Village Owned Meeting Facilities

POLICY PURPOSE:

To clearly state community access to Village owned and operated facilities for meeting purposes.

POLICY:

1. Village Council and any Council Committees* will have full access to the Board Room located in the Village Office at no charge.

2. Groups with direct affiliation to the Village shall have full access to the Board Room located at Village Office at no charge; provided such use does not interfere with regular functioning of the Village Office or Village staff. Groups with direct affiliation shall be defined as those groups or committees that have a Council or Committee Member(s) appointed by Council to sit as a member of that group.

3. Non-Profit groups wishing to use the Village Office Board Room during office hours must book the space with office staff at least 3 working days before the meeting is to be held. The Room may then be used by the group if it is available, free of charge.

4. Non-Profit groups wishing to use the Village Office Board Room outside of office hours must arrange for a person directly affiliated with the Village to be in attendance at the meeting. The Village representative will be free to accept or deny a request to attend a meeting of this nature. If the responsibility is accepted, they would be doing so of their own free will in a volunteer capacity. Those considered to be directly affiliated with the Village may include Office Administrative staff, FCSS staff, Neighbourhood Place staff, Public Works staff and members of Council. The room must be booked as stated in point 3, and if keys will be needed, sign-out arrangements will be made at the time of booking.

*Council Committee means a committee, board, or other body established by Council under the Municipal Government Act.

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VILLAGE OF ELNORA POLICY: Successive Responsibility

POLICY NUMBER: 06-07 POLICY PURPOSE: To determine successive responsibility in the absence of the Chief Administrative Officer.

POLICY: In the absence of the Chief Administrative Officer, all duties assigned to the Chief Administrative Officer will be the responsibility of one of the following:

1. The Mayor, or in his absence;

2. Any member of Council The individual acting as Chief Administrative Officer may delegate any responsibilities to other individuals as they see fit. This policy was adopted by Village Council on May 8, 2007.

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Village of Elnora Policy: Orientation of Council Members

POLICY NUMBER: 07-07 POLICY PURPOSE: It is the policy of the Village of Elnora to ensure that a comprehensive briefing of elected municipal officials is undertaken in order to provide information on all aspects of the municipality’s operations, policies and procedures, as well as outstanding issues and concerns.

POLICY: 1. Village Council will provide an orientation session for each new member of council, within ninety (90) days of an election. Any returning Councillor will be asked to attend a similar “refresher” session. The session will be focused on Council’s primary role of governance. a. The Village of Elnora will contract external resource(s) as necessary to provide Council with such an overview or participate with another municipality already holding such a session. b. The Chief Administrative Officer will assist and participate in the orientation session as deemed appropriate. c. Information covered during the session should include an overview of the: · governance model and the decision-making process; · roles, responsibilities & relationships of appointed / elected municipal officials; · legislation of which Council should be made aware; · policies of the Village of Elnora; · operating structure of the municipality; · municipal budgeting process; · Council meeting procedures; · terms of reference for all departments, boards, authorities and committees and information on the operation of each; and · areas, concerns, issues outstanding or anticipated.

2. As part of the Elected Official Package, all members of Council will be provided with copies of the following: Municipal Government Act (MGA); Council Conduct Bylaw; Village of Elnora Policy Manual Conflict of Interest Guidelines for Municipal Councillors (developed by the Alberta Ministry of Municipal Affairs) Now That You Have Been Elected – A Handbook For Newly Elected Councillors Village of Elnora Operating and Capital Budget; and Other resource material of which Council members should have knowledge (i.e. Organizational Chart, Community Development Plan; Recreation Master Plan; Land Use Bylaw, etc.).

3. Within forty-five (45) days of an election or by-election, the Chief Administrative Officer will arrange a tour of Town facilities and operations to members of Council. This Policy was adopted by Village Council on August 14, 2007.

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Public Notification of Regular Council and Committee Meetings POLICY NUMBER: 08-07

POLICY TITLE: Public Notification of Regular Council and Committee Meetings

POLICY PURPOSE: To set guidelines for advertising all Regular Council and Council Committee Meetings.*

POLICY: Notice of all Regular Council and Council Committee Meetings* shall be posted at the front entrance of the Village Office at least 24 hours before the meeting time. The notice shall indicate whether the meeting will include an in-camera session. Meeting notices will be accompanied by a tentative meeting agenda. This Policy was adopted by Village Council on August 14, 2007.

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Use of Village Logo and Trademark

POLICY NUMBER: 09-08 POLICY TITLE: Use of Town Logo and Trademark

POLICY PURPOSE: To set guidelines for use of the Village logo, and “The Friendly Village” trademark.

POLICY: The Village logo is a unique logotype designed to communicate the corporate name “The Village of Elnora.” As the most important visual element for identification, it functions to build awareness of the Village as a professional corporation; to act as a unifying visual device relating all departments and services to the corporation; and to clearly identify programs, services and facilities that the Village provides to the residents of Elnora. In order to fulfill these functions, the Village logo must be used consistently and correctly at all times. In order to protect the integrity of the Village and maintain its identity as “The Friendly Village”, organizations, businesses, or individuals wishing to use the logo and trademark must receive written approval from the Village of Elnora. Use of the logo and trademark cannot be used for profit or souvenir manufacturing unless exception has been made by Administration and written approval has been granted. This Policy was adopted by Village Council on January 8, 2008

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Use of Village Owned Meeting Facilities POLICY NUMBER: 10-08

POLICY TITLE: Use of Village Owned Meeting Facilities

POLICY PURPOSE: To clearly state community access to Village owned and operated facilities for meeting purposes.

POLICY: 1. Village Council and any Council Committees* will have full access to the Board Room located in the Village Office and the Fire Hall Training Room at no charge.

2. Groups with direct affiliation to the Village shall have full access to the Board Room located at Village Office and the Fire Hall Training Room at no charge; provided such use does not interfere with regular functioning of the Village Office or Village staff. Groups with direct affiliation shall be defined as those groups or committees that have a Council or Committee Member(s) appointed by Council to sit as a member of that group.

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