Finance & Administration 2018 – 2020 Budget| Presented by: Jennifer Place, Controller

Benefits Administrator Corporate Services Airport Assessment & Taxation Finance & Administration Brandi Doucette Finance Assistance/ Accounts Payable Kennedy Walter Tax Roll/Utility Clerk Sarah Quinlan Payroll & Benefits Administrator Mathew Patenaude Reception/ Accounts Receivable Human Resources Information Technology Amelia Plata Grants & Emergency Services Administrator Maria Zavala Shared Services Coordinator Dana Johnson Human Resources Coordinator Donna Irwin Executive Administrative Assistant Tracy Anderson Director of Corporate Services Jennifer Place Controller 8 September 2018

Finance & Administration Mission To provide the appropriate controls and measures needed to manage the County’s resources and to provide accurate financial information for Council and administrative financial planning decisions. This is the Mission Statement for the Finance & Administration department. In addition to this statement our department also indicated in the business plan that we will provide professional and courteous service delivery, both externally and internally. 8 September 2018

CORE SERVICES Customer Service Financial Services Payroll Accounts Receivable Utility Accounts Receivable Accounts Payable Grants Administration Core Services for Finance and Admin. Each service area is outlined in the following slides. 8 September 2018

Link to the Strategic Plan Good Governance and Management Excellence The County values its employees and wants to be viewed as an excellent place to work Infrastructure Stability Good Governance and Management Excellence; Focus on strong management and good governance, To deliver Services in an effective and efficient manner through empowered employees and good leadership throughout the organization; Ensure a high level of accountability in all we do; Deliver County Services in a cost effective and efficient manner; The County values its employees and wants to be viewed as an excellent place to work; Develop a succession plan identifying both potential key vacancies and staff professional development, Review salary and benefits plan every five years in an effort to remain competitive in employee attraction and retention, Work with the Employees to ensure they serve the County as the “Pride of the Region;   Infrastructure Stability; Involved in the development of an Asset Management Program for the County Continue to work towards a long term funding plan; Increase revenue specifically for Infrastructure; Help citizens to understand the challenge of the current funding & cost balance. 8 September 2018

FINANCIAL SERVICES Maintains and ensures accuracy and integrity of the County’s accounting records; Implements and monitors internal control framework Review, update and develops financial policies as required Monitors and reports on budget performance; Responsible for Annual Budget Document Preparation; Responsible for Annual Financial Statement Preparation; Investment of County funds in accordance with County policies to provide for safe & maximized return on investment; Oversees administration of Federal & Provincial Grant applications and projects; Involved in Asset Management for the County Assists all municipal departments with finance related needs Jennifer Place Controller Have been with Lethbridge County since 2013 and am very happy to be a part of the team here. Was formally with the Town of Nanton for 12 years in various administrative roles. Over the past few years I have enjoyed and appreciated learning the differences and similarities between how a small County operate. My family and I still live in Nanton. My husband works in Oil and Gas. We also have some cattle and do a bit of hobby ranching on the side. 8 September 2018

Finance Assistant/Accounts Payable Assists Controller with financial duties as required; Ensures that invoices are recorded accurately and that vendors are paid in a timely and efficient manner. Acts as Water Commission Manager & Waste Commission Treasurer Administration of the County’s Purchase Card Program. Assists with training of Administrative duties Assists with front counter Brandi Doucette Brandi has been with the County since 2011. She started with the County in the Receptionist role and is now the Finance Assistant and responsible for all of the County’s accounts payable. 8 September 2018

Payroll & Benefits Preparation of the County’s bi-weekly payroll for all employees and Councilors; Oversees new hire, seasonal, retirement and termination related payroll documentation; Withholding and submission of Federal/Provincial payroll deductions, including income tax, CPP, EI, WCB, etc. Administration of the County’s pension and benefit plans. Sarah Quinlan Sarah started with County in 2004 as a receptionist, covering a maternity leave. She stayed on as the receptionist/utility clerk after the term was up , until she moved into payroll in 2011. 8 September 2018

Tax Roll/Utilities Clerk Filing documents for taxes, maintaining land files of all plans, and listing for tax sale auction; titles/documents for individual land files and catalogues/files plans received the previous year. Produces Tax Certificates as required Updates tax roll information as required Monitors tax arrears and assist with Tax Notification/Sale processes Entering and invoicing of the County’s Utility services Establishes, maintains and terminates customer accounts as required Ensures accounts are collected in a timely manner Kennedy Walter Kennedy started as a summer student for coverage over the summer months in 2014. Prior to the end of the summer a position at the front office came open and we were fortunate enough to have Kennedy stay on. At the end of 2016 the Tax Clerk retired, an opportunity arose and Kennedy was happy to take on and fill the vacancy. Kennedy is also acts as one of the County’s Safety Auditors. 8 September 2018

Reception/Accounts Receivable Providing customer service for County residents The first point of contact on behalf of the County Directing and assisting incoming phone calls Providing front counter assistance Fire permits, tax and utility payments, map sales, dust control sales, general inquiries, etc. Invoicing of County’s sale of goods & services monitors and maintains A/R accounts Conducts till closing and preparation of deposits Supply purchaser Mathew Patenaude Mathew also started as termporary summer position in 2016, and with the Tax Clerk retirement and Kennedy moving into that position, we had a vacancy in reception that Mathew was eager to fill. 8 September 2018

Grants & Emergency Services Administrator Administer of the County’s grant applications MSI, BCF, FGTF, STIP, etc.; Ensures applications are completed and submitted in a timely manner to ensure early project acceptance and availability of funds; Researches potential grant funding options; Tracks all costs for grant related projects; Completes all financial reporting requirements for each program. Oversees the County’s Insurance Program Amelia Plata Amelia started with the County in 2008 in the same role as she is doing now. Amelia’s position is a shared position with Emergency Services. Darryl will be able to provide the details of her position on his end. 8 September 2018

Department Successes Lethbridge County is one of two Alberta rural municipalities to prepare an Annual Report approved by the GFOA. The County has been a recipient of the award for fourteenth consecutive years. These are a couple of the awards our department has received that we are very proud of. The County is a seven time recipient of the GFOA’s Distinguished Budget Award for its Triannual Budget Document. 8 September 2018

Questions? 8 September 2018