Township of Billings Water System Financial Plan 2021-2027

Billings, Ontario · No. 2021-2027 · summary & facts

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1 TOWNSHIP OF BILLINGS WATER SYSTEM FINANCIAL PLAN 2021-2027 Municipal Drinking Water Licence No. 255-101 Kathy McDonald 2/24/2020 2 Contents 1. INTRODUCTION ......................................................................................................................................... 4 1.1 Background ......................................................................................................................................... 4 1.2 Purpose ............................................................................................................................................... 4 2. Regulatory Requirements ........................................................................................................................ 4 3. Key Considerations ................................................................................................................................... 5 3.1 Projections .......................................................................................................................................... 5 3.2 Customer Growth and Consumption .................................................................................................. 5 Customer Growth Table ........................................................................................................................ 6 Consumption estimate .......................................................................................................................... 6 3.3 Operations & Maintenance (O&M) Cost Projections ......................................................................... 6 Operation and Maintenance Cost Projections ...................................................................................... 7 3.4 Capital Plan......................................................................................................................................... 7 Eight Year Capital Forecast ................................................................................................................... 8 3.5 Revenue Projections ........................................................................................................................... 8 Flat Rate Fees 2021 - 2027 ................................................................................................................... 8 Annual Revenues Required ................................................................................................................... 8 3.6 Debt Repayment ................................................................................................................................. 8 3.7 TCA Analysis ........................................................................................................................................ 8 TCA Projections ..................................................................................................................................... 9 3.8 RESERVE BALANCES ............................................................................................................................ 9 Reserve Balances Water Bank Account ................................................................................................ 9 3.9 LEAD SERVICE PIPE REMOVAL ........................................................................................................... 10 4.0 FINANCIAL STATEMENTS....................................................................................................................... 10 4.1 Statement of Financial Position ........................................................................................................ 10 Statement of Financial Position .......................................................................................................... 11 4.2 Statement of Operations .................................................................................................................. 11 Statement of Operations ........................................................................................................................ 12 4.3 Statement of Cash Flow .................................................................................................................... 12 Statement of Cash Flows..................................................................................................................... 13 4.4 Data Sources ..................................................................................................................................... 13 Financial Plan Data Sources ................................................................................................................ 14 3 5.0 Conclusions & Recommendations ........................................................................................................ 14 Appendix A: Requirements of Ontario Regulation 453/07 ......................................................................... 14 4 1. INTRODUCTION 1.1 Background The Township of Billings (Township) provides drinking water to approximately 184 customers, including municipal connections, through its Drinking Water System and recovers its costs through annual flat fees charged to customers. The Township retains the services of the Ontario Clean Water Agency (OCWA) to operate the facility. Under O. Reg 188/07, the Township obtained Drinking Water System Licence number 255-101 on May 24, 2011. The Safe Drinking Water Act, 2002, required the owner of a municipal system to apply for a renewal licence on or before November 21, 2015. This submission required an updated financial plan for at least six years beginning in 2016. The current Permit to Take Water for the Kagawong Drinking Water System was issued May 16, 2011 and expires on May 15, 2021. The deadline to renew the application is November 19, 2020. This is an updated financial plan for at least six years beginning in 2022. 1.2 Purpose The primary purpose of this document is to present a water financial plan in accordance with the requirements of the licensing of the water system, as defined in O.Reg. 453/07 to allow the Township of Billings to fulfil its obligations under the drinking water licensing regulations for its Drinking Water System (Licence no. 255-101). 2. REGULATORY REQUIREMENTS Regulation 188/07 under the Safe Drinking Water Act, 2002, requires Ontario municipalities to apply for and obtain drinking water system licences as part of their overall Drinking Water Quality Management System (DWQMS). One of the requirements for obtaining and renewing drinking water licences is preparing a financial plan in accordance with O.Reg. 453/07. In general, the financial plan must include financial statements for the following: - The proposed or projected financial position of the drinking water system; - The proposed or projected gross cash receipts and gross cash payments; - The proposed or projected financial operations of the drinking water system; and - Details on the extent to which the above information applies to the replacement of lead service pipes, if applicable. Appendix A lists each requirement of the regulation and references the respective financial statements and other items that contain relevant information required under each item. The financial plan must apply to a period of at least six (6) years with the first year being the year the existing licence expires. In the Township's case the updated plan covers the period 2021 to 2027 inclusive. It is anticipated that this financial plan would be made available to the public at no charge and posted on the Township's website following final approval of the plan by resolution of Council. This will be confirmed through separate correspondence at the time of submission to the Ministry of Municipal Affairs and Housing (MMAH). 5 3. KEY CONSIDERATIONS 3.1 Projections This section presents the projections for key items over the seven (7) year period and the assumptions used in order to prepare the financial plan. These include: - Operations and Maintenance (O&M) cost projections; - Capital Budget forecasts; - Revenue requirements - Debt Repayments; - Tangible Capital Asset (TCA) projections; and - Reserve Projections. It should be noted that the Township does not have a current Water Rate Study from which future rates and other relevant information could be obtained. Therefore, a high-level assessment of the revenue that would be required to cover costs was undertaken for the seven (7) year period for the sole purpose of preparing the financial projections in this report. These projections do not consider all factors that may need to be fully assessed in a comprehensive rate study (e.g. life cycle costs, asset replacement requirements, water conservation etc.) Accordingly, it is recommended that the Township undertake a water rate study to fully assess and develop future rates and charges that consider all of the factors that influence the full cost of managing the water system and allow for sustainable financing over the long- term 3.2 Customer Growth and Consumption The Township's existing 184 customers (including municipal connections) are projected to consume approximately 104,050 m3 of water in 2021, which is approximately 565 m3 per customer. The historical consumption in 2018 was 118,478.1 m3 (2019 projected consumption is 102,000 m3). The assumption made in preparing this financial plan is taking into consideration average consumption over the last five years. Growth is expected to be approximately one (1) new customer added to the Billings Drinking Water System each year. These would consist of all flat fee customers and estimating a 1.01% increase in consumption per year due to growth. 6 Customer Growth Table Description 2021 2022 2023 2024 2025 2026 2027 Total Customers 186 187 188 189 190 191 192 No of new customers 1 1 1 1 1 1 1 Consumption estimate 2021 2022 2023 2024 2125 2026 2027 Annual Consumption 104050 105090 106140 107200 10828 109360 110450 % Increase 1% 1% 1% 1% 1% 1% 1% 3.3 Operations & Maintenance (O&M) Cost Projections The Township's annual operating budget includes costs related to the following; - Water system operations and maintenance costs; - Transfers to capital reserves; and - Debt servicing costs A portion of these costs is offset by various non-rate revenues and recoveries. The assumptions used in arriving at the projection of the gross costs and non-rate revenues over the seven (7) year period from 2021 to 2027 are as follows: - The gross annual costs increase by approximately 2% per year and maintenance projections were provided by Ontario Clean Water Agency (OCWA); - Any year-end surplus would be transferred to the water capital bank account at the end of the year. A deficit would be offset by a transfer from the same account only if there are sufficient funds available; - The existing capital bank account would be used to finance future capital expenditures. An annual averaged amount of $95,790 would accumulate in the water capital bank account or investment account. This would allow for a more stable revenue and rate increase in the future. However, as previously noted, a more comprehensive rate study would be necessary to properly identify future rates and reserve contributions including those required for life cycle asset replacement. It is estimated that capital expenditures over the next seven (7) years for the Water Treatment Plant will be $181,000 and capital expenditures for the water distribution system will be $1,385,100 with $369,406 being funded by the water users; and, - The non-rate revenues are expected to fluctuate slightly due to changes in water account interest revenue. The following table summarizes the gross operating costs and net costs to be recovered from the annual flat rate fees: 7 Operation and Maintenance Cost Projections 2021 2022 2023 2024 2025 2026 2027 Total O&M 181600 177511 182182 174663 173854 198306 180788 Annual increase % Transfer to Capital account 80875 87716 88364 101304 108866 90100 113303 Gross Annual Costs 262486 265227 270546 275967 282720 288406 294091 Non-Rate Revenues Non-Rate Revenue 3800 3850 3850 3860 3910 3910 3915 Capital Account Interest 2600 200 200 200 1500 1500 1500 Water Levy Interest 4800 4800 4800 4850 4850 4900 4900 Water Capital Interest Non Rate Revenues 11200 8850 8850 8910 10310 10260 10315 Net Operating Expenses 251286 256377 281377 267057 272410 278146 283776 to be covered by rates 3.4 Capital Plan The Township's capital budget forecast identifies projects to be undertaken between 2021 and 2027. The water treatment plant projects and costs noted are taken from the Ontario Clean Water Agency's capital budget forecast. The assumption is that the Township will be successful in their funding application for the replacement of the water line on Old Mill Road. 8 Eight Year Capital Forecast 2021 2022 2023 2024 2025 2026 2027 2028 Treatment Plant Capital 21,000 100,000 60,000 Waterline Upgrades/replace 1,144,335 207,765 3.5 Revenue Projections Each year the township adjusts its fees and charges to customers such that the annual costs are covered. The flat rate fees for 2020 were $1331. User fees are set to increase at 1.5% per year. Flat Rate Fees 2021 - 2027 2021 2022 2023 2024 2025 2026 2027 2028 Flat Rate Per Unit 1351 1371 1392 1413 1434 1456 1478 1500 Annual % Increase 1.5% 1.5% 1.5% 1.5% 1.5% 1.5% 1.5% 1.5% The annual revenues required were projected by increasing prior year's revenue such that the annual costs would be recovered and an annual surplus set aside for capital projects would be achieved. Annual Revenues Required 2021 2022 2023 2024 2025 2026 2027 2028 Water Rate Revenues 251,286 256,377 261,696 267,057 272,460 278,096 283,776 289,500 3.6 Debt Repayment The Township has no existing debt related to the water system. It is assumed that no debt would be incurred during the period (i.e. no internal or exterior loans for capital projects) in keeping with the Township's current approach to capital financing. 3.7 Tangible Capital Asset (TCA) Analysis The Township's PSAB 3150 TCA data was used to develop the financial information related to the Township water assets which include: - Linear Assets; - Service Connections; 9 - Fire Hydrants; and, - Facilities The TCA projections for the study period are presented based on the following assumptions: - Amortization of existing assets is based on the Township's Tangible Capital Asset Policies and Procedures. Amortization of new assets is based on straight line depreciation beginning the year of acquisition; - Historical costs, life expectancy and useful remaining life as per the PSAB 3150 data; - Fully depreciated assets continue to be used in service, i.e., no asset removals; and, - It should be noted that the Township does not have a comprehensive rate study that would typically be analyzed as part of TCA analysis. TCA Projections TCA 2021 2022 2023 2024 2025 2026 2027 Historical Cost 7,478,241 8,863,340 8,863,340 8,863,340 8,863,340 8,863,340 8,863,340 Accumulated Depreciation Jan 1 1,810,638 1,975,999 2,153,266 2,330,533 2,507,800 2,685,800 2,862,867 Depr. Exp 165,361 177,267 177,267 177,267 177,267 177,067 177,067 Acc Depr Dec 31 1,975,999 2,153,266 2,330,533 2,507,800 2,685,067 2,862,867 3,039,934 Net Book Value 7,052,703 6,710,074 6,532,807 6,255,540 6,178,273 6,000,473 5,823,406 3.8 Reserve Balances The projected transfers to and from the Capital Reserve and the Operating Reserve and their respective balances are presented below. As noted, the revenue increases over the period are set to achieve an annual surplus that would be transferred to the water capital account at year end. The operating surplus and the capital surplus are combined into the water capital account for ease of administration. Reserve Balances Water Bank Account 2021 2022 2023 2024 2025 2026 2027 Opening Balance 286,470 53,200 85,641 174,205 275,709 365,095 456,695 Transfer In 80,875 87,716 88,364 101,304 108,886 90,100 113,300 Funding Fed/Prov 862,990 152,290 0 0 0 0 Interest In 200 200 200 200 1500 1500 1500 Transfer out - capital 1,177,335 207,765 0 0 21,000 0 100,000 Closing balance 53,200 85,641 174,205 275,709 365,095 456,695 471,495 10 3.9 Lead Service Pipe Removal Based on information provided by Township records, there are no lead pipes to be replaced. Therefore, the financial statements do not include costs associated with pipe removal. 4. FINANCIAL STATEMENTS The financial plan involves the review, analysis and assessment of financial information relevant to the Township's water system including costs, revenues, debt, cash transactions and Tangible Capital Assets (TCA) to prepare the following three (3) financial statements covering the period 2021 to 2027 as required under O.Reg. 453/07: - Statement of Financial Position; - Statement of Operations; and, - Statement of Cash Flow 4.1 Statement of Financial Position The Statement of Financial Position is presented in the following table. This statement summarizes the Township's water-related financial and non-financial assets (Tangible Capital Assets- TCA), liabilities and provides the net debt position and accumulated surplus related to managing the water system. The financial assets are primarily cash balances in the water account at the beginning of 2021. The non-financial assets (TCA) include the Township's water infrastructure and facilities. The historical costs are amortized over the asset life to arrive at the net book value (NBV) each year from 2021 to 2027. New assets are added in the years acquired or built. Contributed assets are primarily new infrastructure and facilities transferred to the Township's ownership and control by developers as they are completed. A precise value and timing of contributed assets are unknown and future adjustments may be required to the Township's TCA value as these assets are contributed. It is assumed that other non-financial assets such as inventory and prepaid expenses are zero. In general, the Statement of Financial Position (i.e., the accumulated surplus) provides an indication of the financial resources available to the Township for managing its water system. The accumulated surplus is projected to decrease from approximately $7,103,000 in 2021 to $6,291,000 in 2027. These projections assume that no debt would be incurred over the period. 11 Statement of Financial Position 2021 2022 2023 2024 2025 2026 2027 Financial Assets Cash, Receivables and Investment 53,200 85,641 174,205 275,709 365,975 456,695 471,495 Total Financial Assets 53,200 85,641 174,205 275,709 365,095 456,695 471,495 Financial Liabilities Accounts Payable & Deferred Rev Long Term Liabilities Total Financial Liabilities Net Financial Assets (Net Debt) 53,200 85,641 174,205 275,709 365,095 456,695 471,495 Non-Financial Assets Tangible Capital Assets 7,478,241 8,863,340 8,863,340 8,863,340 8,863,340 8,863,340 8,863,340 Accumulated Amortization 1,975,999 2,153,266 2,330,533 2,507,800 2,685,273 2,862,868 3,039,934 Total Non Financial Assts 7,105,903 6795715 6707012 6531049 6541868 6454168 6291901 Accumulated Surplus 7,105,903 6,795,715 6,707,012 6,531,049 6,541,868 6,454,168 6,291,091 4.2 Statement of Operations The Statement of Operations is presented in the table below. It summarizes the annual revenues and expenses associated with managing the Township's water system. It provides a report on the main transactions that occur during each year that have an influence on the accumulated surplus. The annual surplus/deficit are also shown. These main revenue items included are: - Revenues for the flat fees; and, - Other revenues (administration fees, government grants, interest, etc.) The main expense items are: - The annual cost of operating and maintaining the water systems; and - Amortization expenses on existing and added TCA This statement suggests that the current rates and revenues do not include amounts to offset the annual depreciation of assets which is approximately $177,267 per year. 12 Statement of Operations 2021 2022 2023 2024 2025 2026 2027 Water Revenue Flat Rate Revenue 251,286 256,377 261,696 267,057 272,460 278,096 283,776 Other Revenue 11,200 8,850 8,850 8,910 10,260 10,260 10,315 Total Revenue 262,486 265,227 270,546 275,967 282,720 288,406 294,091 Water Expenses Gross O & M Expenses 262,486 265,227 270,546 275,967 282,770 288,406 294,091 Non TCA Capital Expenses Total Operating Expenses 262,486 265,227 270,546 275,967 282,770 288,406 294,091 Interest on Debt 0 0 0 0 0 0 0 Amortization (depreciation) 165,361 177,267 177,267 177,267 177,267 177,267 177,267 Total Expenses 427,847 442494 447,813 452,813 460,037 465,623 471,358 Annual surplus/ Deficit -165361 -177267 -177267 -177,267 -177,267 -177,267 -177,267 Accu. Surplus Deficit Jan 1 5,667,603 7,052,703 6875436 6,532,807 6,532,807 6,178,273 6,000,473 Accu. Surplus Deficit Year end 7,052,703 6,710,074 6,532,807 6,255,540 6,178,273 6,000,473 5,823,406 4.3 Statement of Cash Flow The Statement of Cash Flow is presented below. This statement summarizes the main cash inflows and outflows related to the water system in four (4) main areas - operations and maintenance, capital, investing and financing, and shows changes in cash. The operations and maintenance cash transactions begin with the surplus or deficit in revenues identified in the Statement of Operations. This figure is adjusted to remove the non-cash items that were included as revenues or expenses (e.g., amortization expenses). The capital section indicates the amounts spent to acquire capital assets (TCA) or received from the sale of assets. In the Township's case, it is assumed that there will be no assets sold to generate cash. The financing section identifies the funds received from long-term debt as cash inflows and the portion of debt repaid as outflows. In the 13 Township's case there is no debt or proceeds from debt. The cash and cash equivalents are projected to increase by $418,000 from 2021 to the end of 2027. As previously noted, it is recommended that a rate study be undertaken to assess the full costs of managing the water system and establish rates and revenues that are designed to recover the full costs and sustain water system financing over the long term. Statement of Cash Flows 2021 2022 2023 2024 2025 2026 2027 Cash Provided by: Operating Activities Annual Surplus/Deficit -165,361 -177,267 -177,267 -177,267 -177,267 -177,267 -177,267 Non-Cash Items Amortization 165,361 177,267 177,267 177,267 177,267 177,267 177,267 Net Change Operation Activities cash 0 0 0 0 0 0 0 Capital Activities Purchase of TCA 1,177,335 207,765 0 0 21,000 0 100,000 Net Change in Cash used in Capital Activities 1,177,335 207,765 0 0 21,000 100,000 Financing Activities Proceeds from Gov funding 862,990 152,290 0 0 0 0 0 Repayment of Long term debt 0 0 0 0 0 0 0 Net Change in Cash Used for future TCA 81,075 87,916 88,564 101,504 110,386 91,600 114,800 Net Change in Cash 81,075 87,916 88,564 101,504 110,386 91,600 114,800 Net Change Cash & cash equiv. 0 0 0 Cash & Equiv at beginning of Year 286,470 53,200 85,641 174,205 275,709 365,075 456,675 Cash & Equiv at End of Year 53,200 85,641 174,205 275,709 365,075 456,675 471,475 4.4 Data Sources The primary sources of data used to prepare this financial plan are listed in the following table. In addition, information was developed with information from Township staff, as required. 14 Financial Plan Data Sources Item Data Source Asset Life Expectancy Township TCA Policy Information provided by Township Financial Report Asset Value Township TCA Policy Information provided by Township records (auditor) Customers Information provided by Township records Water Volumes Information provided by yearly Kagawong water report Growth Estimate provided by Township staff O & M Costs Township's Annual Budget and staff and OCWA forecast Capital Costs Township's capital budget forecast Information provided by OCWA Debt Information from Township records Investments, Reserve Balanced Information from Township records 5. CONCLUSIONS & RECOMMENDATIONS The following are the main conclusions and recommendations: - The annual net cost to be covered from water charges is projected to increase from $251,000 in 2021 to $284,000 by 2027; - The bank account balances are projected to increase from $53,200 in 2021 to $471,000 in 2027; - The net book value (NBV) of the Township's water system is projected to increase from approximately $5,667,603 in 2021 to $5,823,406 in 2027. - Water Asset Consumption ratio increases by approximately six percent between 2021 and 2027; - That the Water Financial Plan No. 255-101 be approved and submitted to the Ministry of Municipal Affairs and Housing (MMAH) in accordance with the Drinking Water System Licence renewal requirements and O. Reg. 453/07; and - That a copy of the Water Financial Plan No. 255-101 be posted on the Township's website. Appendix A: Requirements of Ontario Regulation 453/07 Requirements How Requirements are Met 15 1. The financial plans must be approved by a resolution that is passed by, i. The council of the municipality if the owner of the drinking water system is a municipality. ii. The governing body of the owner, if the owner of the drinking water system has a governing body and is not a municipality - It is expected that Council will approve the updated financial plan - N/A 2. The financial plans must apply to a period of at least six years. - Applies for six years from 2021 to 2027 inclusive 3. The first year to which the financial plans must apply must be the year determined in accordance with the following rules: i. If the financial plans are required by subsection 2, the first year to which the financial plans must apply must be the year in which the drinking water system's existing municipal drinking water licence would otherwise expire. ii. If the financial plans are required by a condition that was included in the drinking water licence under subsection 1. (3), the first year to which the financial plans must apply must be the later of 2010 and the year in which the first licence for the system was issued. - The first year of the updated financial plan is 2021. - N/A 4. Subject to subsection (2), for each year to which the financial plans apply, the financial plans must include the following i. Details of the proposed or projected financial position of the drinking water system itemized by: a. Total financial assets b. Total Liabilities c. Net financial assets (debt) d. Non-financial assets that are tangible capital assets, tangible capital assets under construction, inventories of supplies and prepaid expenses. - See Statement of Financial Position table for the water system - See Statement of Financial Position for the water system - See Statement of Financial Position for the water system - See Statement of Financial Position - See Statement of Financial Position - See Statement of Financial Position 16 e. Changes in tangible capital assets that are additions, donations, write downs and disposals. ii. Details of the proposed or projected financial operations of the drinking water system itemized by, a. Total revenues, further itemized by water rates, user charges and other revenues b. Total expenses, further itemized by amortization expenses, interest expenses and other expenses c. Annual surplus or deficit d. Accumulated surplus or deficit iii. Details of the drinking water system's proposed or projected gross cash receipts and gross cash payments itemized by, a. Operating transactions that are cash received from revenues, cash paid for operating expenses and finance charges b. Capital transactions that are proceeds on the sale of tangible capital assets and cash used to acquire capital assets c. Investing transactions that are acquisitions and disposal of investments d. Financing transactions that are proceeds from the issuance of debt and debt repayment e. Changes in cash and cash equivalents during the year f. Cash and cash equivalents at the beginning and end of the year. iv. Details of the extent to which the information described in subparagraphs I, ii, and iii relates directly to the replacement of lead service pipes as defined in section 15.1-3 of Schedule 15.1 to Ontario Regulation 170/03 (Drinking Water Systems), made under the Act. - See Statement of Financial Position - See Statement of Operations - See Statement of Operations - See Statement of Operations - See Statement of Operations - See Statement of Operations - See Statement of Cash Flow - See Statement of Cash Flow - See Statement of Cash Flow - See Statement of Cash Flow - See Statement of Cash Flow - See Statement of Cash Flow - See Statement of Cash Flow - There are no lead service pipes to be changed in the Township of Billings. Therefore, the information in the Financial Plan does not include lead service pipe replacement 5. The owner of the drinking water system must 17 i. Make financial plans available, on request, to members of the public who are served by the drinking water system without charge, ii. Make the financial plans available to members of the public without charge through publication on the internet, if the owner maintains a website on the internet iii. Provide notice advising the public of the availability of the financial plans under subparagraphs I and ii, if applicable, in a manner that, in the opinion of the owner, will bring the notice to the attention of members of the public who are served by the drinking water system. - This will be done by the municipality following Council approval. - The financial plan will be placed on the website following Council approval and made available at no charge. - A notice will be issued following Council approval 6. The owner of the drinking water system must give a copy of the financial plans to the Ministry of Municipal Affairs and Housing. O. Reg. 453/07 s.3(1) Each of the following sub-subparagraphs applies only if the information referred to in the sub- subparagraph is know to the owner at the time the financial plans are prepared. 1. Sub-subparagraphs 4 i A, B and C of subsection (1) 2. Sub-subparagraphs 4 iii A, C, E and F of subsection (1) O. Reg. 453/07, s.3 (2) - Will be submitted following Council approval. - The Financial Plan was prepared using available information and may not contain all desired items. Reasonable assumptions were made and these are noted in the Financial Plan. - The Financial Plan was prepared using available information and may not contain all desired items. Reasonable assumptions were made and these are noted in the Financial Plan. - The Financial Plan was prepared using available information and may not contain all desired items. Reasonable assumptions were made and these are noted in the Financial Plan.