Finance

The Finance Department provides support services including a full range of accounting services, to all operating departments. With its broad range of duties and responsibilities, members of this department participate in every activity and service provided by the Regional District.

The activities of the Finance Department are governed by the Local Government Act, the Community Charter, the Hospital District Act, and the Financial Information Act, as well as Public Sector Accounting Guidelines. Staff have considerable experience presenting materials to and working with the general public to provide information about the budgeting and taxation processes of the Regional District. 

Regular tasks include:

• Cash processing
• Utility and Garbage/Food Waste/Recycling collections billing
• Accounts receivable invoicing and collections
• Accounts payable processing and payments
• Vendor credit applications
• Administering payroll and employee/director benefits
• Monthly and quarterly financial operating reports
• Annual budget and five-year forecast preparation
• Annual audit and financial statement preparation
• Preparation of parcel tax rolls and assessment-based tax requisitions for all service areas for transfer to Surveyor of Taxes
• Funds management including investments and borrowing
• Risk management, liability and property insurance

The Finance Department uses an extensive range of computerized processing techniques and specialized software in its daily tasks.

These processes include:

• Transferring customer payment information from banking institutions directly to customer accounts in the department's financial software through the pre-authorized debit process
• Transposing revenue records from third-party software into main financial software, including recreation registrations and property system permit fees
• Preparing a wide variety of reports using specialized query software, such as monthly summary financial reports for management use, special customer analysis for identifying properties not properly coded for property taxation purposes, etc.
• Administering the financial planning/budgeting software tool to allow for long-term capital and operation planning

Asset Management

Reporting to the Director of Finance, the Asset Manager is responsible for leading the development, planning, execution, and delivery of asset management services and projects consistently with the Asset Management Policy and related plans including development of procurement criteria, performing cost/benefit analysis, determining return on investments (ROI), integration of fee structure considerations, and pursuing asset management grants. The successful candidate will lead and educate staff to ensure development and execution of effective asset management plans. 

We are currently recruiting for the Asset Manager position with plans to have the position filled in the next couple of months.

Purchasing

Purchasing's primary responsibility is to administer the Board's Purchasing Bylaws and Policies to ensure Goods, Services and Construction are acquired through a fair, open and transparent process. Purchasing works closely with operating departments to develop and issue Tender documents, review bids and approve award recommendations. Purchasing is also responsible for the disposal of surplus property in order to maximize the return for the RDN. 

2022 Highlight

The department regularly reviews business processes and products which can help streamline employees' workflow or enhance access to information by Regional District customers. Past examples include employee purchasing cards which have virtually eliminated the use of petty cash for small dollar value purchases, a web-based interface that allows customers and property professionals to review utility account transactions, search for general property information and obtain certified statements on utility balances for property transfer purposes.

Initiatives in 2022 included implementing the ability to pay utility bills online using a credit card, streamlining the customer experience in payment of permitting fees through coordination with Building and Planning departments, integrating sustainable procurement into the purchasing policy (approved by the Board in July 2022), and becoming part of the pilot group for implementation of an electronic document record management system (EDRMS). 

Human Resources

• Maintains a job evaluation program to establish compensation based on the relative weight of skills and abilities in each unionized position in the Regional District. Staff are directly involved in reviewing requests for and recommending action regarding re-evaluations of positions.
• Oversees salary reviews conducted externally for management positions.
• Actively participates in and provide analysis and recommendations regarding collective bargaining issues.
• Provides collective agreement interpretation; assists with and participates in the grievance process.
• Designated staff participate in all employee interviews to ensure consistency and objectivity. Provide guidance and support throughout the recruitment and selection process.
• Oversees the reporting and management of employee benefit programs - extended health, dental and long-term disability.
• Maintains employee information for statistical reporting purposes - i.e. seniority, attendance management reporting, staff establishment position reporting.
• Recommends and organizes corporate staff training programs.
• Develops and maintains administrative policies regarding training and career development, requests for leave, use of RDN buildings, vehicles and equipment, respectful workplace, recruitment & selection and many others.
• Oversees and facilitates the corporate Occupational Health & Safety program and develops safety-oriented policies.
• Provides support and information on issues pertaining to health and safety, manages WorkSafeBC claims, and supports and facilitates the corporate Joint Health and Safety Committees.
• Oversees the sick leave bank and facilitates Sick Leave Bank Committee meetings and related administrative processes.
• Includes Employee Health, Safety, & Wellness.
  • Health:
    • Oversees the sick leave bank and participates as a member of the Sick Leave Bank Committee.
    • Manages disability claims and related insurance provider requirements including support of return-to-work plans.
    • Represents the RDN in all WorkSafeBC claims, appeals, review board hearings, and Workers Compensation Appeal Tribunal (WCAT) hearings.
    • Manages the employee disability management program including reporting and statistics.
  • Safety:
    • Manages and facilitates the corporate Occupational Health & Safety program and develops safety-oriented policies and procedures.
    • Provides coaching, mentoring, and information on issues pertaining to the safety of RDN workers and worksites.
    • Supports, facilitates and attends as a resource on all Joint Health and Safety Committees.
    • Prepares submissions to WorkSafeBC regarding notices of compliance and responds to inspection orders.
    • Provides leadership and strategic direction to the executive, management and employees on health and safety initiatives.
    • Takes a lead role in internal health and safety reviews and audits. Conducts site visits and spot audits.
    • Leads change management in enhancing a safety-first culture.
    • Builds relationships with municipal, public and private sector health and safety specialists, and participates on relevant committees and associations to further knowledge of best practices.
    • Keeps current on changes to safety-related regulations and legislation and advises on necessary adjustments to the RDN safety management programs and policies. Communicates changes and ensures new guidelines are implemented and understood.
  • Wellness:
    • Manages the reporting and renewal of employee benefit programs - employee health and wellness and long-term disability.
    • Provides leadership and direction to the Wellness Committee.
    • Oversees the implementation of wellness programs for the RDN.
    • Manages the employee ergonomic program.

Legislative Services

• Responsible for the preparation and distribution of all Board meeting materials and recording of all meeting minutes.
• Provides advice to Board and Committee meetings based on the RDN procedure bylaw and parliamentary procedure.
• Provides administrative support services to the Board and its Committees.
• Provides policy advice and interpretation of legislation and RDN Bylaws, including voting rules, the introduction of items to meetings and other general procedures.
• Conducts local elections, referendums, alternative approval processes, and petition processes.
• Conducts statutory advertising as required for elections, Board meetings and other legislated requirements.
• Responsible for assisting bylaw development and coordinating the bylaw approval process for Corporate bylaws.
• Responsible for processing requests under the Freedom of Information and Protection of Privacy Act.
• Responsible for developing and maintaining an RDN Privacy Program.
• Responsible for managing the legal counsel contract.
• Develops and maintains the records management system for the organization.
• Processes special event permits and special occasion licences.
• Responsible for accepting official documents for the RDN.
• Provides the function of official signatory for the RDN (Corporate Officer).
• Responsible for providing general reception for the RDN administration building. 

Information Services

• Manages the RDN's central computer and network operations technology which supports all operations of the Regional District.
• Provides technical support to user departments.
• Oversees computer hardware acquisitions and network design. Evaluates, develops and implements in-house applications software. Assists in software implementations and maintains all software databases.
• Manages and supports an integrated, region-wide telephone and voice-mail system that interconnects all staffed facilities.
• Manages and supports wireless field devices for staff such as smartphones and tablets, which integrate with existing e-mail, voice-mail and data systems.
• Maintains an internal intranet for electronic document storage and retrieval.
• Develops information services policies, standards and procedures.
• Manages the GIS (Geographic Information Systems) staff section which maintains a database of property-related information such as zoning, land use, service areas etc. The information is made available to users through a web map interface both internally, and externally through the Regional District's website.
• The GIS section provides parcel database and addressing which includes information for 911, assessment etc. and provides departments with map-related services such as map design and production, spatial analysis, and geographical data/databases for departmental projects.
• The GIS section provides accurate GPS data collection services for specific departmental requirements.
• Provides technical support and facilitates web streaming for in-person and remote Board/Committee meetings.

Communications and Engagement

• Responsible for preparing corporate publications, news releases and the monthly update ad.
• Oversees and supports departments with all public engagement.
• Leads staff engagement and communications.
• Oversees the website design and maintenance contract and actively participates in improvements to the design of the organization's website.
• Coordinates our corporate messaging and ensures consistency in the RDN brand.
• Develops project-specific communications strategies in consultation with the other departments.
• Ensures timely updates on social media and responses to media inquiries.
• Serves as the first point of contact for media inquiries.