Members of the Puslinch COP committee believe donations to the group should stay with that group.
Puslinch committee chairman Glenna Smith recently wrote to council outlining her concerns over money raised by a Road Watch subcommittee that was dropped from its budget.
“We understand and appreciate the annual budget of $500 allotted to us per year, and each year we start with a clean slate.”
She said, “In 2010, members of the Road Watch committee worked very hard to get donations to the community to sponsor the program. It was understood by us that money raised and not used for the Road Watch program in 2010 would be carried over for continued promotion and replacement of supplies.”
Smith said that money should be completely separate from the COP budget of $500. “The amount we are looking for is $1,124. I feel sure this must be a misunderstanding and look forward to it being rectified.”
Smith did recognize the extra work the municipal staff does for the group.
“I would like to take blame for this because everyone else was new on council when we did our budget,” said councillor Susan Fielding. “It totally slipped my mind about the money set aside for the Road Watch program [that was reabsorbed into the budget].”
Fielding agreed it would cost money to continue running the program.
One such cost may result from Inspector Scott Smith’s announcement of a potential name change for the COP committees in Wellington County. It would mean Road Watch pamphlets would have incorrect names on them.
Fielding added there may also be ongoing costs to promote the Road Watch program.
She apologized for not bringing that up during the budget discussions because there was no line item for it.
“I just totally forgot about it.”
Clerk Brenda Law said, “The monies were not lost or misallocated. If the monies are not spent, they would go the municipal reserves at the end of the year.”
Essentially, the donations saved the taxpayers of Puslinch $1,124. “You could look at it as a win for the taxpayers,” she said.
Fielding, however, said a chunk of that money was to be used for Road Watch, and she hoped it could be reinstated.
Law said it has been.
Mayor Dennis Lever said “No.” He explained a budget was set aside for Road Watch and the donations offset the expenses to the township. The remaining money went into the year end surplus or deficit.
“None of this money exists anymore.”
Lever said if the new committee has additional expenses, council would need to consider that during budget discussions.
Fielding asked if funds for Road Watch exist, or if they would be reinstated.
Law said the municipality put in $500 in the budget for the COP in 2012. She was unaware of any major costs to be incurred by that committee. She believes its costs would be looked after next year.
Councillor Wayne Stokley asked if more money is donated to Road Watch. “Is there a process where money can be moved to the next budget year, rather than it be reabsorbed?”
Law said the only way would be to have a separate bank account or assign it to a specific reserve account. “We can’t do that for every little thing that comes along.”
She explained the only alternative would be for the COP group to start its own bank account.
Fielding said she had the impression there were not enough funds for that approach.
Stokley asked if the money was absorbed at year end, if it could be simply included as a budget line the following year.
Fielding suggested asking members of the committee in the new year about potential costs in running the program in 2012.
Lever said during budget deliberations, a separate line can be created, and if council wishes, it can set up a budget for Road Watch.
He stated the municipality would still be there for support.
“If Road Watch wishes to do something different, it would need to set up its own account.”
Then that money and donations would be dealt with separately, much like Friends of the Mill Creek or other local groups.
“Perhaps it is time for them to consider that, for programs which are ongoing and will have donations,” Lever said.
