AGENDA
Financial Sustainability & Audit Meeting No. 16
September 22, 2020 at 9:00 a.m. Fraser Room, City Hall
Limited Public Members Permitted COVID-19 Pandemic Health and Safety Measures to be Followed
Order of the Lieutenant Governor in Council No. 506, Dated September 15, 2020 & Ministerial Order No. M192, Dated June 17, 2020
Page
A. CALL TO ORDER - Mayor Simpson [CHAIR]
B. APPROVAL OF AGENDA:
C. ADOPTION OF REGULAR MINUTES:
3 - 4 1) Minutes of June 30, 2020
D. ACTIONS / OLD BUSINESS:
5 1) Action Summary
E. STAFF REPORT(S):
6 1) Capital Request for 2021 Fleet Plan Purchasing
7 - 8 2) Master Fee Bylaw Input & Review
F. NEW BUSINESS:
9 - 17 1) Finance Department Update: Quarterly Updates: • Council Funds • Supplier Payments 2) Spending Issues (Overage)
18 - 23 3) CAO / CFO Expense Reports June - August, 2020 - CAO -Visa Statements
Page 1 of 44
FINANCIAL SUSTAINABILITY & AUDIT AGENDA SEPTEMBER 22, 2020 Page
June - August, 2020 - CFO - Visa Statements
4) Council Expense Reports - None
24 - 37 5) 2021 Budget Survey Review 38 6) Amended Terms of Reference
39 7) Amended Committee Schedule
40 - 43 8) Budget Principles Policy Review
G. CORRESPONDENCE:
44 1) 09 16 2020 Cariboo Keepsakes - Request for Financial Relief H. NEXT MEETING - October 13, 2020
I. MOVE TO SPECIAL CLOSED - Not required
J. RELEASE ITEM(S) FROM SPECIAL CLOSED TO SPECIAL OPEN
K. ADJOURN SPECIAL CLOSED AND RESUME SPECIAL OPEN
L. ADJOURNMENT:
Page 2 of 44 MEETING NO. 15
QUESNEL CITY COUNCIL STANDING COMMITTEE FINANCIAL SUSTAINABILITY & AUDIT COMMITTEE
A Municipal Council Standing Committee - FINANCIAL SUSTAINABILITY & AUDIT Meeting was held on the 30th day of June, 2020 commencing at 3:15 p.m. at Fraser Room, City Hall, 410 Kinchant Street, where limited public members were permitted due to the COVID-19 pandemic, as per Order of the Lieutenant Governor in Council No. 351 dated June 23, 2020 and Order of the Minister of Public Safety and Solicitor General – Ministerial Order No. M192, dated June 17, 2020.
Committee Member - Physical Attendance: Mayor Bob Simpson (Chair), Councillors Martin Runge and Mitch Vik Staff: City Manager Byron Johnson, Deputy City Manager/Director Corporate & Financial Services Kari Bolton
Committee Members - Electronic Attendance: None Guests – Physical Attendance: None Guests - Electronic Attendance: None Gallery Attendance: None
A. CALL TO ORDER - MAYOR SIMPSON [CHAIR]
Chair Simpson called the meeting to order at 3:07 p.m.
B. APPROVAL OF AGENDA:
20-15-43 By consensus THAT the Financial Sustainability & Audit Committee approve the June 30, 2020 Agenda as presented.
CARRIED UNANIMOUSLY
C. ADOPTION OF REGULAR MINUTES: C.1) Minutes of June 2, 2020
20-15-44 By consensus THAT the Financial Sustainability & Audit Committee adopt the June 2, 2020 Minutes as presented.
CARRIED UNANIMOUSLY
D. ACTIONS / OLD BUSINESS: D.1) Action Summary
E. STAFF REPORT(S): E.1) Budget 2021 Considerations - Director Bolton to Report
The Committee discussed some of the budget challenges that the City will face in 2021, including the effects of COVID-19 and the flooding on Baker Creek.
E.2) Tax Sale and Redemption Period - Director Bolton to Report
The Committee discussed the possibility provided by the Province to extend the 2019 redemption period and the 2020 tax sale. Staff recommended proceeding with the processes as per normal. Minutes of June 30, 2020 Page 3 of 44 Meeting No. 15 Financial Sustainability & Audit Committee 30 June, 2020
20-15-45 MOVED Councillor Runge, Seconded Councillor Vik and resolved: The Financial Sustainability & Audit Committee recommends that Council continue with the normal redemption period for the 2019 property tax sale;
AND THAT Council proceeds with the 2020 tax sale as per normal.
CARRIED UNANIMOUSLY
F. NEW BUSINESS: F.1) Finance Department Update:
As of June 30th, 17% of taxes had been collected as compared to 80% last year due to the new due date.
The City is in the process of looking at a telephone update that will decrease our operating costs significantly.
F.2) Spending Issues (Overage)
F.3) CAO / CFO Expense Reports: CAO Johnson - May, 2020 Visa Statement CFO Bolton - April and May, 2020 Visa Statements
F.4) Council Expense Reports: None
F.5) Permissive Tax Exemptions - Discussion
The Committee agreed that the City will not advertise for new permissive tax exemptions this year. This is not a renewal year for the non-profits.
F.6) Ball Field & Parks - Discussion
The Committee discussed usage/costs of ball fields and referred this discussion to Budget 2021
G. CORRESPONDENCE:
H. NEXT MEETING - SEPTEMBER 8, 2020
I. MOVE TO SPECIAL CLOSED - NOT REQUIRED J. RELEASE ITEM(S) FROM SPECIAL CLOSED TO SPECIAL OPEN K. ADJOURN SPECIAL CLOSED AND RESUME SPECIAL OPEN
L. ADJOURNMENT:
The Financial Sustainability & Audit Committee meeting ended at 4:35 p.m.
CERTIFIED CORRECT by Chair:
Mayor Bob Simpson
Minutes of June 30, 2020 Page 4 of 44 Action Summary
Financial Sustainability & Audit Committee Action Tracking Summary – 2020
Date # Responsible Action Status/ Complete
2020 Feb 11 108 K.Bolton When available, bring the draft Water Conservation Report to FSAC to review all the [C.Coben] water issues and make recommendations to Council. June 2 110 K.Bolton 3 Year Plan Review - This will be brought back for another discussion at the last June 30, 2020 FSAC meeting in June.
FUTURE AGENDAS Review Meeting Schedule, following appointment of new Chairs October, 2020 FSAC to review the long-term financial support of the North Cariboo Seniors Council Fall, 2020 FSAC to review the long-term financial support of the review trail maintenance budgets Fall, 2020 The Committee discussed usage/costs of ball fields and referred this discussion to Budget 2021 2021
TRACKING for referred items: Date # Responsible Action Status/ Complete
2020 Jan 28 107 K.Bolton REFERED TO PABCOM – Review Financial Institution Classification for Business 01/29 – sent to License fees – IG Wealth Management request letter G.Albers Page 5 of 44 FSAC – 9 22 2020
Report Date: Sept 11, 2020 Meeting Date: Sept 22, 2020
To: Financial Sustainability and Audit Committee From: Director of Corporate & Financial Services Subject: Early Capital Request
Purpose The purpose of this request is to request early approval of the fleet equipment purchases for 2021 based on the City’s approved Capital Fleet plan. Summary Public Works has requested early approval of the capital funds for the 2021 fleet acquisitions due to the length of time that it takes to acquire new vehicles, going through the bid process and awaiting for the vehicles to arrive. It has been a significant wait for several vehicles this year. Council approved the 10 year Fleet Capital Plan that for 2021 had spending of $1,080,000. Added to this is the electric bylaw car already approved by Council for $55,000 with 50% coming from the equipment reserve account. Approximately $500,000 of the equipment purchased in 2021 will be through the MFA Equipment Financing Program. The remaining funds will come from the equipment reserve. A report for approval of the loan will come later to Council. Recommendation THAT the Financial Sustainability and Audit Committee recommends to Council early approval of the City’s 2021 Capital Fleet Purchases in the amount of $1,080,000 with the funds coming from the City’s equipment reserve and financing through the MFA Equipment Financing Program. Statutory Requirements Capital purchases are built into the Five Year Financial Plan Bylaw. Council Policy CF-12 Vehicle Replacement Policy Strategic Objective Capital Reinvestment Financial Implications The fleet purchases are built into the capital plan and the Five Year Financial Plan based on the approved 10 year replacement fleet plan.
Capital Request for 2021 Fleet Plan Purchasing Page 6 ofPage 44 1 of 1 FSAC – 09 22 2020
Report Date: Sept 11, 2020 Meeting Date: Sept 22, 2020
To: Financial Sustainability and Audit Committee From: Director of Corporate Financial Services Subject: Comprehensive Fees Bylaw Update
Purpose The purpose of this report is to update the Financial Sustainability on the work being done on the Comprehensive Fees Bylaw. Summary This work will update the bylaw for fee increases that will be effective January 1st, 2021. Recommendation THAT the Financial Sustainability and Audit Committee recommends to staff any other analysis of fees that they would like to see. Statutory Requirements Section 194 of the Community Charter enables council to impose fees by bylaw for all or part of a service of the municipality. Council Policy As per the City’s Five Year Financial Plan, one of the City’s policies is to move towards user fund based funding, where appropriate to lower the pressure on taxation. Financial Implications A-1 Development and Subdivision – The Director of Development Services is reviewing these fees with her staff and will be recommending changes. A-2 Development Cost Charges – These are based on the DCC Bylaw which needs an update to the capital projects. A-3 Building – changes were made recently, no significant changes planned for this year. A-4 Misc. Permits & Fees - Reviewing to see if any changes required. A-5 Business Licence Fees Looking to add a category for Commercial Landlords. This would require changes to the Business Licence Bylaw as well. Council may want to consider a year of no application fees, similar to what the City did with residential landlords B-1 Water Utility Fees Looking to continue with the 5% increases. There are significant projects scheduled for the water fund. It is hoped that some grants will be received towards these projects.
Master Fee Bylaw Input & Review Page 7 ofPage 44 1 of 2
B-2 Sewer Utility Fees The sewer fund has been in good shape and it was expected that only inflationary increases would be needed. However, with the Baker Creek flooding resulting in the need to rebuild the sewer line and the withdrawal of funds to fund the public works building, it is likely staff will be requesting a 5% increase.
C-1 Garbage Fees This schedule will be updated to remove all references to commercial fees. C-2 Landfill Fees Looking at increasing the tonnage fee for most waste categories and reducing the free allowable amount for residential customers. Also looking at introducing a rate for commercial cardboard. It is estimated that commercial cardboard is currently costing the City about $135/tonne to process. The rate would be set at a lower rate than commercial waste (currently $80 tonne) to encourage diversion. D-1 Museum Fees – The museum manager is reviewing the rates. D-2 Corporate Services Planning is reviewing the mapping charges D-3 RCMP Services – No change at this point. D-4 Cemetery Rates Staff is reviewing these rates in detail to reflect current practices D-5 Airport Fees Discussion item due to COVID affects on airport D-6 Dog Licence Fees – No change at this point D-7 Fire Cost Recovery – Contemplating some additional charges. D-8 Nuisance – No change at this point. D-9 Street & Traffic – No change at this point
Page 2 of 2 Master Fee Bylaw Input & Review Page 8 of 44 Council Funds 2020 - 01-2-110-302
Balance Dec 31, 2019 95,348 Budget 2020 75,000
TOTAL Available 170,348
Projects 2019 Outstanding Museum Website 6,380 Shiraoi House Utilization 10,000 NDIT Housing Intern 9,842 HiVis Vests/Baseball Caps to Employees 738 Trail Planning 15,000
Projects 2020 Food Hub 15,000 Also committed $15,000 from 2021,2022 budgets North Cariboo Seniors Council 3,500 Lhtako Dene Cultural Center Phasing Project 10,000 Update to Chambers Room 80,000 Child Care Facility 5,000
TOTAL COMMITTED 155,460
Note: some committed funds may not be used and will be returned to this account once there is confirmation on the final actual costs.
Remaining Funds as of Sept 8, 2020 14,888
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay... Page 9 of 44 CITY OF QUESNEL AP5070 Page : 1 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
A0345 AASE ROOF INSPECTION LTD. 1,840.36 A0350 ABC COMMUNICATIONS LTD. 41.95 A0510 ACE COURIER SERVICES 2,114.82 A0600 ACKLANDS-GRAINGER INC. 1,408.22 A1000 ACTIVE RENT-ALL (QUESNEL) LTD. 14,270.27 A1001 AIG INSURANCE COMPANY OF CANADA 90.00 A1007 AIR LIQUIDE CANADA INC. 151.39 A1011 A PLUS ENGINEERING LTD 1,365.00 A2400 ALBERTA FIRE CHIEFS ASSOCIATION 588.44 A2460 ALEX FRASER PARK SOCIETY 35,000.00 A2750 ALL HAUL 798.00 A2861 ALL WEST GLASS QUESNEL 1,335.38 A2864 ALLIANCE TRAFFIC GROUP/ ANSAN 2,016.19 A2880 ALLNORTH 9,844.80 A3531 AMERESCO 5,145.00 A3717 ANDRES ELECTRONICS EXPERTS (27) 3,061.21 A3721 ANDREW SHERET LTD 7,401.37 A3784 AON REED STENHOUSE INC 6,528.00 A3850 APPLIED INDUSTRIALTECHNOLOGIES 200.63 A3852 APPROACH MEDIA INC. 9,660.00 A3900 A C & D (QUESNEL) INSURANCE AGENCIES LTD 150.00 A3927 ARCHITECTURE-49 INC 53,149.48 A3955 ARMTEC INC 243.94 A4308 ASSOCIATION OF MINERAL EXPLORATION 3,500.00 A4320 A-TECH SECURITY 103.92 A7541 AURORA VACCUM CENTRE 1,204.68 A7543 A+ AUTOMATIC DOOR AND STORE FRONT LTD 1,361.41 B1001 B A ROBINSON CO. LTD. DBA ROBINSON SUPPLY 3,493.29 B1022 BC CRAFT BREWERS GUILD 1,312.50 B1026 B SUNDBY ELECTRIC INC 7,101.15 B2050 BC AVIATION COUNCIL 500.00 B2150 BC SHOE REPAIR 52.50 B2355 BRANDT TRACTOR LTD. 18,726.88 B2704 BC HYDRO 63,371.70 B3700 BC TRANSIT 187,242.67 B4509 BANDSTRA TRANSPORTATION 2,000.00 B4515 BABCON INDUSTRIES LTD. 28,483.26 B4990 BAKER CREEK ENHANCEMENT SOCIETY 5,000.00 B5730 BEVERLEE BARR CONSULTING 5,061.35 B5740 BGE SERVICE & SUPPLY LTD 472.50 B6550 BIG COUNTRY PRINTERS 17,805.32 B7499 BK & FAMILY ENT LTD 202.13 B7500 BK TWO WAY RADIO LTD. 760.71 B7549 BLACK PRESS GROUP LTD. 4,925.75 B7570 BLANLEIL CRANBROOK HOLDINGS LTD 75.60 B7990 BOUCHIE LAKE RECREATION COMMISSION 135.00 B9645 BROCK WHITE CONSTRUCTION- NOR-SPEC 4,101.55 B9700 BRODEX INDUSTRIES LTD. 4,674.03 B9705 BRODY LAWRENCE CONTRACTING 2,000.00 B9800 BTA OIL ANALYSIS 378.00 B9972 BUNZL 843.10 C0015 CABLE TIES AND MORE o/a 1179497 ONTARIO INC 5,275.60 C0420 CANADA WIDE MEDIA 2,100.00 C2024 CANADIAN RED CROSS 290.00
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 10 of 44 CITY OF QUESNEL AP5070 Page : 2 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
C2110 CANADIAN TIRE-QUESNEL 3,516.46 C2150 CANADIAN WESTERN MECHANICAL LTD. 330.75 C2345 CANSEL 492.80 C2845 CARIBOO FIRE PROTECTION 16,784.25 C2850 CARIBOO FORD LTD. 282.47 C2888 CARIBOO HIAB SERVICES 1,732.50 C2900 CARIBOO HOSE AND HYDRAULICS 5,209.23 C3002 CARIBOO NDT INSPECTION SERVICES QUESNEL 2,315.25 C3600 CARIBOO PEAT & GRAVEL 3,150.00 C3700 CARIBOO PROPANE LTD. 1,027.12 C3900 CARIBOO PULP & PAPER CO 29,733.27 C4100 CARIBOO REGIONAL DISTRICT 54,514.03 C4140 CARIBOO SECURITY LTD. 39,102.00 C5200 CARIBOO WATER 968.50 C5237 CARO ANALYTICAL SERVICES 4,977.04 C5268 CASCADE RAIDER HOLDINGS LTD 12,756.51 C5275 CASCADIA SPORT SYSTEMS INC. 927.36 C5296 CANCADD IMAGING SOLUTIONS LTD 1,689.76 C5380 CDW CANADA 11,854.07 C5463 CENTERRA GOLD SERVICES INC 7,500.00 C5468 CENTRAL CARIBOO PRECAST LTD. 1,854.72 C5481 CENTRAL INTERIOR MAPPING 6,744.79 C5485 CENTRAL INTERIOR CONCRETE SERVICES LTD 44,906.40 C5865 CJ DIRECTORY 378.00 C5975 CLARK FREIGHTWAYS 107.71 C5986 CLAUSON EQUIPMENT SOLUTIONS LTD. 6,142.50 C6557 CLEARTECH INDUSTRIES INC. 760.27 C6600 CLOVERDALE PAINT INC. 3,374.65 C6636 COLLEGE OF THE ROCKIES 1,745.00 C6880 COMMUNITY FUTURES NORTH CARIBOO 10,500.00 C6892 COMPLETE TREE SERVICE 698.25 C6958 CONCEPT CONTROLS INC 3,753.69 C6995 COMMERCIAL AQUATIC SUPPLIES( A DVISION OF DB 897.85 C8255 COTTONWOOD RIVER CONTRACTING 59,024.00 C8275 CRYSTAL GLASS CANADA LTD 1,417.74 C8281 CRAFTSMAN COLLISION QUESNEL 1,176.56 C8890 CROCKER EQUIPMENT CO. LTD. 521.37 C8900 CRYSTALS JANITORIAL 3,832.50 C9255 CUMMINS CANADA ULC 1,775.33 C9280 CONUMA COAL RESOURCES 2,273.00 C9305 CUPE LOCAL 1050 27,524.79 C9340 CYGNUS DESIGN GRP 2,268.00 D0221 DAKELH & QUESNEL COMMUNITY HOUSING 2,550.00 D1520 DEBUG EM PEST SOLUTIONS 483.00 D1614 DELL CANADA INC 109.18 D1704 DESIGN FLOORING LTD. (G & J) 496.22 D1790 DG MACLACHLAN LTD 954.71 D3064 DOUGLAS LAKE EQUIPMENT 178.75 D3367 DRAGON MOUNTAIN CONTRACTING 4,788.00 E0284 ECOFISH RESEARCH LTD 2,000.00 E0500 EAGLE HOME BUILDING CENTRE 5,658.06 E0503 EAGLE MAPPING LTD 525.00 E1030 EECOL ELECTRIC CORP. 525.00 E2150 EH PRICE SALES; A DIVISION OF PRICE 560.00
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 11 of 44 CITY OF QUESNEL AP5070 Page : 3 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
E3650 ELDORADO RECREATION LTD 788.36 E3688 EMCO CORPORATION 39,377.21 E3694 EMCON SERVICES 25,731.34 E3781 ERIKSSON EARTHWORKS LTD 11,088.00 E3855 EQUITABLE LIFE OF CANADA 512.00 E6857 MAINROAD MAINTENANCE PRODUCTS 12,056.69 F1375 FARROW CONTRACTING LTD 14,899.50 F1385 FASTENAL 45.77 F2930 FORSITE CONSULTANTS LTD 7,082.82 F2941 FORTIS BC - NATURAL GAS 21,965.22 F4500 FINNING 6,796.12 F5000 FIRST CLASS COLLISION 5,600.00 F5390 FLOCOR INC 16,341.74 F5600 FLOWPOINT ENVIROMENTAL SYSTEMS 890.40 F6452 FORESTRY HOCKEY LEAGUE 361.54 F6517 FOUR RIVERS COOPERATIVE ASSOCIATION O/A 2,119.77 F6525 FOUNTAIN TIRE 4,161.28 F6532 FRANCES ANDREW SITE FURNISHINGS LTD. 3,552.23 F6537 FOUR STAR COMMUNICATIONS 1,651.99 F6543 FRASER RIVER CHEVROLET BUICK GMC LTD 127.25 F6545 FRASER VALLEY REFRIGERATION LTD. 67,531.80 F6608 FRESH INC 3,465.00 F6615 FRESNO CONSTRUCTION LTD. 7,602.00 G0052 GFL ENVIRONMENTAL INC 1,360.36 G0175 GERALD SCHUT TELECOM SERVICE 157.50 G2077 GEONORTH ENGINEERING LTD. 33,848.86 G2088 GIBRALTER MINES LTD 3,500.00 G2096 GEOSCIENCE BC 1,000.00 G2596 GOLD BUSINESS TECHNOLOGIES (PG) LTD 1,716.85 G4850 G R HUDSON SALES LTD 1,589.28 G5650 GRAYDON GROUP MANAGEMENT DBA TELUS CUSTOM SECURITY 7,683.94 G8010 0970745 BC LTD DBA GWES GREYWATER ENVIRONMENTAL 5,250.00 G9540 GROSSO PRE-CAST LTD. 12,228.19 G9545 GROUP HEALTH GLOBAL-TRUST 83,561.89 G9700 GUARDIAN CHEMICALS 9,289.98 G9702 GUILLEVIN INTERNATIONAL INC. 38,492.77 H1472 HARVEST 21.00 H1480 HARRIS & COMPANY 5,162.19 H1964 HELLO PROMOTIONS / JEANNIE MARTINS 119.56 H1994 HEINZELMAN CONSTRUCTION 164,437.50 H3062 HY TECH DRILLING LTD 3,500.00 H4020 HI-PRO SPORTING GOODS LTD 8,080.42 H4070 HILTI CANADA CORPORATION 343.29 H7910 HOULE ELECTRIC LIMITED 27,297.17 H8500 HUB FIRE ENGINES & EQUIPMENT LTD. 2,069.51 H8610 HOMEWOOD HEALTH INC. 2,480.63 I1602 INSIGHT CANADA INC. 992.60 I1975 IBM CANADA LTD 49.46 I2293 IGI RESOURCES INC. 13,072.49 I2299 IMDEX 472.50 I2325 IMPERIAL METALS 7,500.00 I4890 INDUSTRIAL MACHINE INC 846.34 I4940 INGRAM WELL & PUMP SERVICE 735.00 I5000 INLAND 9,309.85
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 12 of 44 CITY OF QUESNEL AP5070 Page : 4 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
I6910 INTERNATIONAL SAFETY 1,149.75 I7051 INTERNATIONAL WEB EXRESS INCORP. 5,656.37 I7845 IRIDIA MEDICAL INC 5,868.52 I7850 IRL INTERNATIONAL TRUCK CENTRES 1,242.86 I7890 IRWIN AIR LTD 90.23 J1000 JAMES & SONS ELECTRIC LTD. 16,353.93 J2552 JEPSONS PETROLEUM 6,630.51 J8400 JUSTICE INSTITUTE OF B.C. 743.20 K0025 K2 COURIER SERVICES LTD 564.97 K0500 KONICA MINOLTA BUSINESS SOLUTIONS 775.38 K0600 KPMG LLP 12,810.00 K1551 KENDRICK EQUIPMENT LTD 5,784.53 K2300 KK JANITORIAL SERVICES 480.00 K7100 KWIKKLEEN LAUNDROMAT 3,880.67 K9605 KUMLIN SULLIVAN ARCHITECTURE STUDIO LTD 36,178.13 L3855 LEXISNEXIS CANADA INC 883.06 L6040 LIDSTONE & COMPANY 3,339.24 L6060 LIFESAVING SOCIETY 210.00 L8451 LOOMIS EXPRESS a div of TFI Transport 22 L.P. 504.08 L8500 LORDCO AUTO PARTS 736.76 L9100 LTA CONSULTANTS INC 5,040.00 M0081 MDC LAW ENFORCEMENT & MILITARY EQUIPMENT 1,108.72 M1331 MARK HEINZELMAN 3,354.75 M1375 MASS CONSTRUCTION LTD. 9,376.50 M4198 MKT DEVELOPMENT GROUP INC 27,463.81 M4300 MEARLS MACHINE WORKS LTD 639.52 M6710 MIDWAY PURNEL SANITARY SUPPLY (PG) LTD 557.32 M6776 MILLS CA OFFICE PRODUCTIVITY 6,506.08 M7199 MINISTRY OF FINANCE 598.50 M7200 MINISTER OF FINANCE 40.46 M7210 MINISTER OF FINANCE 91.84 M7225 MINISTER OF FINANCE 3,649.16 M7226 MINISTER OF FINANCE 9,167.15 M7259 MINISTER OF FINANCE 96,699.27 M7552 MITCHELL PRESS 3,545.85 M8567 MOTION INDUSTRIES CANADA 8,884.09 M8650 MORFCO SUPPLIES LTD. 4,081.58 M8653 MOTHERLODE WASH 458.55 M9826 MUNICIPAL INSURANCE ASSOCIATION OF B.C. 4,250.00 M9900 MUSCLE INDUSTRIES LTD. 224.00 N1600 NAPA AUTO PARTS 2,465.25 N1994 NATIONAL ENERGY EQUIPMENT INC 757.19 N4000 NEDCO-DIV OF REXEL CANADA 1,434.24 N4480 NEOPOST CANADA LTD. 5,000.00 N4910 NEW GOLD INC 2,000.00 N4912 NEW HEIGHTS TREE SERVICE 11,740.40 N6300 NORAN HOLDINGS LTD 2,047.50 N6310 NORCAN FLUID POWER LTD. 8,913.38 N6543 NORTH CARIBOO SENIORS COUNCIL 9,500.00 N6600 NORTH CENTRAL LOCAL GOVERNMENT ASSOCIATION 4,109.69 N8015 NIS NORTHERN INDUSTRIAL SALES LTD 6,947.04 N8400 NORTHERN RECYCLING INC. 109,488.83 N8520 NORTHLANDS WATER & SEWER SUPPLIES LTD 599.49 O0200 OAKCREEK GOLF & TURF LP 1,034.20
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 13 of 44 CITY OF QUESNEL AP5070 Page : 5 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
O0901 OPUS CONSULTING GROUP LTD 20,658.62 O2020 ORNAMENTAL BRONZE LTD. 291.90 P0478 PARADIGM SOFTWARE 1,764.00 P1065 PACESETTER MILLS LTD 2,362.50 P1300 PANAGO #112 267.24 P2011 PEAK SOLUTIONS CONSULTING LTD 1,974.00 P5152 QUESNEL PICKLEBALL CLUB 2,900.80 P5555 PROGRESSIVE VENTURES CONSTRUCTION 3,500.00 P6730 PETERBILT PACIFIC INC. 2,025.53 P7783 PIONEER PARTS REBUILDING LTD 901.83 P8755 PRAIRIE COAST EQUIPMENT INC. 217.41 P8780 PRAXAIR CANADA INC. 225.73 P8836 PREMIUM TRUCK AND TRAILER 289.71 P8950 PRETIUM RESOURCES INC 5,500.00 P9137 PROHEAT MECHANICAL SYSTEMS INC 1,343.85 P9940 P SCHECK INDUSTRIAL ELECTRIC LTD. 11,006.57 P9950 PUROLATOR COURIER INC 699.36 Q0699 QUALITY OFFICE SOLUTIONS 398.06 Q1445 QUESNEL COMMUNICATIONS INC 2,520.00 Q1500 QUESNEL & DISTRICT CHAMBER OF COMMERCE 785.00 Q1510 QUESNEL & DISTRICT COMMUNITY ARTS COUNCIL 42,000.00 Q2730 QUESNEL DAY PROGRAM 66.00 Q2735 QUESNEL DECOR GALLERY 179.93 Q2770 QUESNEL DOOR SHOP LTD 655.19 Q4764 QUESNEL SIGN STOP 5,920.19 Q5600 QUESNEL PORTABLE TOILET RENTALS 10,123.37 Q5700 QUESNEL QUILTERS GUILD 2,000.00 Q6340 QUESNEL SAND & GRAVEL 10,584.00 Q6460 QUESNEL SEPTIC SERVICE LTD 71,224.16 Q8512 QUESNEL TREE REMOVAL LTD 16,905.00 Q8740 QUESNEL VENDING CO. LTD. 1,033.55 Q8752 QUESNEL VISITOR INFORMATION CENTRE 25,385.06 Q8755 QUESNEL VOLUNTEER FIREMEN'S ASSOCIATION 256.88 R0073 RANKIN ENVIRONMENTAL & SUSTAINABILITY SERVICES 6,674.07 R0093 READY ENGINEERING (BC) CORPORATION 264.60 R0095 RECREATION CENTER STAFF FUND 147.00 R1075 RECEIVER GENERAL FOR CANADA 669,393.00 R1375 RMA FUEL LTD. 77,709.84 R1920 REICHERT CONTRACTING LTD 9,450.00 R2400 RONA INC 2,865.51 R2403 ROSENAU TRANSPORT LTD 1,568.08 R2406 RICK HODGSON RBO CTECH 655.96 R3102 RHINO MECHANICAL SERVICES LTD 64,428.00 R3125 RICHBAR NURSERY 7,968.75 R3200 RIDGELINE ARCHAEOLOGY 9,240.00 R6970 ROCKY MOUNTAIN PHOENIX 1,317.23 R7000 ROLLINS MACHINERY LTD. 897.67 S0792 SANDMAN HOTEL GROUP 525.00 S0797 6IXSIGMA PRODUCTION LTD. 9,725.62 S1740 SAVE-ON-FOODS LIMITED 76.69 S1825 SCADACORE MONITORING 1,209.60 S2400 SCHOOL DISTRICT #28 4,726.72 S3000 SCOTIA MORTGAGE CORPORATION 353.78 S3250 SERVICE ELECTRIC LTD. 139,968.31
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 14 of 44 CITY OF QUESNEL AP5070 Page : 6 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
S3930 SNOW MAN SNOW REMOVAL SERVICE (THE) 63.00 S3946 KATY TATARYN 750.00 S4003 SOUTH HILL GRAPHICS 3,386.25 S4375 SHAW CABLESYSTEMS G.P. (BC) LTD 2,115.10 S4377 SHAW BUSINESS 2,604.00 S4380 SHAWS ENTERPRISES LTD. 2,148.52 S4550 SHOPPERS WHOLESALE FOOD 745.22 S5544 SMALL TOWN LOVE MEDIA INC 15,750.00 S5650 SMITHERS EXPLORATION GROUP 472.50 S7101 SNAP-ON TOOLS / CARIBOO TOOLS 1,171.24 S7520 SPARC BC 16,745.98 S7541 SPOON DOG CONTRACTING 567.00 S7580 SPERLING HANSEN ASSOC. 6,817.48 S7711 STAPLES BUSINESS DEPOT 925.37 S7716 STAR QUALITY CLEANING 257.25 S9630 SUPER SUDS LAUNDROMAT 720.80 S9902 SYNERGY SEMIOCHEMICALS CORP 323.08 T2599 TEXTILE IMAGE INC 16,502.08 T2600 TAYLOR AUTOMOTIVE (QUESNEL) 17,819.88 T2781 TECHNICAL SAFETY BC 74.55 T2800 TELUS 846.89 T2814 TELUS CUSTOM SECURITY SYSTEMS (FORMERLY 1,949.46 T2915 TENNANT SALES AND SERVICE CO 69.66 T2960 TES INSTRUMENTS 840.00 T2980 TETRA TECH CANADA INC 2,145.86 T3996 T&I SAFETY EQUIPMENT 8,785.88 T4075 TIMBER SERVICE LTD. 7,349.59 T4115 TIRELAND- ONE MINUTE MUFFLER 819.49 T4299 TMC IT AND TELECOM CONSULTING INC 7,560.00 T8075 TROY PURMAL CONTRACTING 15,264.39 T9826 225577 BC LTD 9,253.26 T9950 TYR SPORT 963.90 U7050 UNI SELECT PACIFIC INC 4,278.31 U9004 UNITED RENTALS OF CANADA INC 41,396.55 U9006 UNITED CONCRETE & GRAVEL LTD 7,046.29 U9010 UNIVERSAL AUTO WRECKERS LTD 100.80 U9046 UPANUP STUDIOS 4,389.00 U9085 URBAN ARTS ARCHITECTURE 5,775.00 U9101 URBAN SYSTEMS LTD 80,403.13 V4688 VISTA RADIO LTD 336.00 V4758 VALLEY TRAFFIC SYSTEMS INC 2,535.60 V5780 VAN HOUTTE COFFEES 760.18 V5800 VAN KAM FREIGHTWAYS LTD. 496.97 V5850 VAN-KEL IRRIGATION- (EMCO CORP) 975.03 V6010 VENTURE ELEVATOR INC 3,022.93 V6560 VIMAR EQUIPMENT LTD. 3,765.08 V7800 VV1 CONSTRUCTION LTD 2,733,232.63 W0155 WASP MANUFACTURING LTD 939.70 W1456 WELLNESS WATER TESTING LAB INC 276.50 W2804 WESTCANA ELECTRIC INC. 1,848.00 W3000 WEST CENTRAL PIPE 9,500.15 W4665 WESTERN WATER ASSOCIATES LTD. 18,460.99 W4668 WESTREK GEOTECHNICAL SERVICES LTD 6,162.45 W4960 WESTVAC INDUSTRIAL LTD. 2,351.83
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 15 of 44 CITY OF QUESNEL AP5070 Page : 7 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
W7800 WILLIAMS LAKE & DISTRICT CHAMBER OF COMMERCE 1,483.12 W7806 WILLIAMS MACHINERY(PG)LTD 1,277.57 W7810 WILLIAMS PETROLEUM 712.02 W8500 WILLIS HARPER HARDWARE & FURNITURE LTD 2,951.53 W8600 WJ COLDWELL TRUCKING 5,292.00 W9508 WOOD ENVIRONMENT & INFRASTRUCTURE SOLUTIONS 16,558.28 W9514 WORK TRUCK WEST 4,194.40 W9548 WURTH CANADA LTD 1,691.81 X2669 BOLLI MICHAEL 1,575.00 X6893 SULLY DONALD SULLY IRIS 306.59 X8438 REDMAN GORD 560.00 X8627 REID AMY 199.21 X8628 LAWRENCE CHARLENE 3,189.38 X8719 522828 BC LTD 577.50 X9008 VAN LEUSDEN IAN o/a NOORDEN CARIBOO TRAILS 6,867.00 X9012 DRAPAK PATRICIA 140.38 X9029 SMETANIUK BEVERLY 167.17 X9047 KIRKHAM JAYDE 405.12 X9117 BLEAU MARILENE 84.00 X9128 LOWNDES BILL 275.00 X9197 BROWNE THOMAS 5,250.00 X9201 PELLETIER STEVEN 16.80 X9202 EFTODA TIFFANY 54.50 X9203 CROSSEN TASHA 54.50 X9204 NAETH LEE 150.00 X9205 MACPHEE DAVID 1,250.00 X9206 HINKEL BONNY E 466.46 X9207 ROBBIE DAYYAN 100.00 X9208 FEHR GERRY 556.50 X9864 REED JENNIFER 2,800.00 X9876 ESPLEN CHARLES 283.50 X9877 SMITH PATRICIA 283.50 X9878 STEINSON DAVID 283.50 X9879 BURTCH CHERYL 128.10 Y0455 YAGERCAT CONTRACTING 126.00 Z0006 MAYOR BOB SIMPSON 1,281.08 Z0104 JOHNSON BYRON 93.88 Z0110 SMETANIUK LORI 89.52 Z0178 HILBORN BRIAN 188.99 Z0316 GAUTHIER RICHARD 114.33 Z0510 WHEELER MAUREEN A 183.74 Z0900 LEFEBVRE TARIN 128.16 Z0980 NUTLEY ANGELE 81.90 Z0993 BOLTON KARI 75.59 Z1000 BERGEN CAMILLA 58.17 Z1003 NEELAND ROBIN 120.00 Z1032 JOSEPHY VANCE 125.00 Z1035 ALBERS GINA 166.00 Z1036 KENNEY TIM 125.00 Z1054 TENNANT DARREN 125.00 Z1070 MERRITT ELAINE 44.80 Z1071 EARLE KRYSTAL LYNN 20.00 Z1096 BERG CONNIE M 141.74 Z1112 MATTER AMY 24.69
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 16 of 44 CITY OF QUESNEL AP5070 Page : 8 YTD Paid Report Date : Sep 11, 2020 Time : 2:46 pm
Supplier Code From : A0236 Sequence : By Code Date Range From :01-Apr-2020 To : Z2139 To : 30-Jun-2020
Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP
Supplier Code Name Total
Z1120 PHIRI CHEKESANI 1,071.00 Z1125 SCHUT GERALD 513.10 Z1127 ALLMAN LINDSAY 40.95 Z1128 WATSON TY 199.52 Z1134 HENDERSON MEGAN 200.00 Z1135 ROSS ROB 163.79 Z2138 FALLOON NIKI 366.45 Z2139 SCUFFI LACY 242.81
Total Suppliers Equal andOver 0.00 6,479,188.49
Other SuppliersUnder 0.00 0.00
Total Of Printed Suppliers : 6,479,188.49
Finance Department Update: Quarterly Updates: Council Funds Supplier Pay...Page 17 of 44 Visa Reconciliation Form
Kari Bolton Period July 28 - Aug 27, 2020 Visa STMT Total 3,117.96
ACCOUNT NUMBER Net GST Total DESCRIPTION
01 2 663 320 173.97 173.97 Facebook - Staycation
01 2 667 221 576.03 576.03 Facebook - Tourism
01 2 663 320 27.46 27.46 Facebook - Contest
01 2 667 221 290.96 290.96 Facebook - Tourism
01 2 128 222 119.88 119.88 Linux Renewal - tourismquesnel.com
07 2 960 302 576.95 576.95 ISSU - Annual subscription
01 2 663 268 100.00 100.00 Facebook - Summer Videos
01 2 128 305 55.00 2.75 57.75 cyber impact
01 2 667 221 1,107.93 1,107.93 Facebook - Tourism
01 2 663 268 87.03 87.03 Facebook - Summer Videos
Transactions Total: 3,115.21 2.75 3,117.96
Variance 0.00 payment made on account Signatures Date
Manager: ______
Cardholder: ______
CAO / CFO Expense Reports June - August, 2020 - CAO -Visa Statements Jun...Page 18 of 44 Visa Reconciliation Form
Kari Bolton Period June 30 to July 27, 2020 Visa STMT Total 1,267.43
ACCOUNT NUMBER Net GST Total DESCRIPTION
16 2 410 221 4.72 4.72 Facebook - Firesmart
07 2 210 451 212.95 212.95 Facebook - Virtual Canada Day
01 2 667 221 47.01 47.01 Facebook - Explore Quesnel Mountain Bike
01 2 667 221 140.78 140.78 Facebook - Explore Quesnel Mountain Bike
01 2 663 320 124.72 124.72 Facebook - Shop Local
01 2 667 221 34.50 34.50 Facebook - Relocation Campaign
01 2 128 305 55.00 2.75 57.75 cyber impact
01 2 663 320 173.85 173.85 Facebook - Shop Local
01 2 667 221 326.15 326.15 Facebook -Explore Quesnel
16 2 421 307 25.00 25.00 Facebook - Composters
01 2 810 010 120.00 120.00 Annual Fee
Transactions Total: 1,264.68 2.75 1,267.43
Variance 0.00 payment made on account Signatures Date
Manager: ______
Cardholder: ______
CAO / CFO Expense Reports June - August, 2020 - CAO -Visa Statements Jun...Page 19 of 44 Visa Reconciliation Form
Kari Bolton Period May 28-June 29 Visa STMT Total 2,745.81
ACCOUNT NUMBER Net GST Total DESCRIPTION
16 2 410 221 45.28 45.28 Facebook - Firesmart
01 2 663 320 116.91 116.91 Facebook - Social Media Takeover
01 2 127 225 1,781.47 83.25 1,864.72 Photography Equipment
01 2 130 207 294.00 294.00 CPA Membership - Cathy Shore
01 2 128 305 55.00 2.75 57.75 cyber impact
01 2 130 213 64.15 3.00 67.15 New Phone Case - K Bolton
01 2 663 320 62.95 62.95 Facebook - Social Media Takeover
01 2 115 265 237.05 237.05 Facebook - Virtual Canada Day
Transactions Total: 2,656.81 89.00 2,745.81
Variance 0.00 payment made on account Signatures Date
Manager: ______
Cardholder: ______
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_um:oa _<_m >ooocza zcgmmm 22 mm: .33. ommom?doz CAO / CFO Expense Reports June - August, 2020 - CAO -Visa Statements Jun... ._._.m:mmo:o:m._.o8_” w_m:mE«mm 03¢ _<_m:momn Omasoamn Smm _~mno:o=_m:o: 10:: omaga? :m3m” _.u.<8:.8330: 328 .._::m8 - .E_ >ooocz4 zcgmmx 22 mm... ._.o»m_ ummom?doz 8.8 >:::m_ _umm CAO / CFO Expense Reports June - August, 2020 - CAO -Visa Statements Jun... ._._.m:mmn:o:w._.o»m_” >_uu8<_:u _<_m:wmmn X._.u.o_8: Oma_._o_amn w.._o::mo: <_wm _»moo:n_=m:o: _uo:: Omazoamq :m:._m” 9:02 .8328: _um:oq .E_ >0OOC2._. zcgmmm 23 omq ._.o»m_ _umwO_...~=u._._Oz CAO / CFO Expense Reports June - August, 2020 - CAO -Visa Statements Jun... Aqmswmozoam ._.o»m_" _<_m:mmmn Omazoamn 2020 Budget Consultation Your input 2021 Budget Survey Review Page 24 of 44 1) Do you live or own property within the City of Quesnel boundaries? Number of respondents : 662 Choice Total Score Total % points Yes 527 79.61 No 135 20.39 2021 Budget Survey Review Page 25 of 44 2) What is your age? Number of respondents : 665 Choice Total Score Total % points 19 years old and under 2 0.30 20 - 34 years 124 18.65 35 - 49 years 233 35.04 50 - 64 years old 200 30.08 65 - 79 years old 99 14.89 Over 80 years old 7 1.05 2021 Budget Survey Review Page 26 of 44 3) The City works hard to bring you quality services and programs while also finding ways to save money. How do you feel the City does? Number of respondents : 595 Choice Total Score Total % points Satisfied 253 42.66 Neither satisfied or dissatisfied 220 37.10 Dissatisfied 120 20.24 2021 Budget Survey Review Page 27 of 44 4) Please give us your input on city services, noting that inflation or additional/increase in services will require tax increases to cover the additional costs. What THREE services are your BIGGEST priority? Number of respondents : 570 Choice Total Score Total % points Police 471 82.63 Fire 176 30.88 Snow removal 178 31.23 Roads and sidewalks 190 33.33 Garbage and recycling 114 20.00 Economic Development 225 39.47 Bylaw services 83 14.56 Transit (bus and airport) 39 6.84 Parks, trails and recreation 123 21.58 Heritage 29 5.09 Community events 35 6.14 Beautification 32 5.61 2021 Budget Survey Review Page 28 of 44 5) Are there any new services you would like to add? Number of respondents : 542 Choice Total Score Total % points Yes 94 17.34 No 448 82.66 2021 Budget Survey Review Page 29 of 44 6) Adding a service or making it a bigger priority means we might have to give up a service or lower its priority. What three services are your LEAST priority? Number of respondents : 545 Choice Total Score Total % points Police 17 3.12 Fire 16 2.94 Snow removal 28 5.14 Roads and sidewalks 18 3.30 Garbage and recycling 62 11.38 Economic Development 49 8.99 Bylaw services 160 29.36 Transit (bus and airport) 145 26.61 Parks, trails and recreation 126 23.12 Heritage 318 58.35 Community events 274 50.28 Beautification 313 57.43 2021 Budget Survey Review Page 30 of 44 7) If you want all of the same services or more, are you willing to pay a tax increase to cover the additional costs? Number of respondents : 553 Choice Total Score Total % points Yes 309 55.88 No 244 44.12 2021 Budget Survey Review Page 31 of 44 8) Do you want to fund additional Bylaw officers? Number of respondents : 545 Choice Total Score Total % points Yes 291 53.39 No 254 46.61 2021 Budget Survey Review Page 32 of 44 9) How many additional Bylaw officers would you be willing to fund? Number of respondents : 378 Choice Total Score Total % points 1 124 32.80 2 140 37.04 3 45 11.90 4 27 7.14 5 or more 42 11.11 2021 Budget Survey Review Page 33 of 44 10) How would you be willing to fund additional Bylaw officers? Number of respondents : 415 Choice Total Score Total % points Tax increase 263 63.37 Decrease in City services 152 36.63 2021 Budget Survey Review Page 34 of 44 11) Would you support an expansion of the Recycling Centre and pay a tax increase that would allow more accepted items? Number of respondents : 540 Choice Total Score Total % points Yes 269 49.81 No 271 50.19 2021 Budget Survey Review Page 35 of 44 12) How did you hear about this survey? Number of respondents : 538 Choice Total Score Total % points Facebook 311 58.46 Twitter 4 0.75 Website (quesnel.ca) 25 4.70 Email 143 26.88 Newspaper advertisement 16 3.01 Family/Friend 24 4.51 Online search (google) 9 1.69 2021 Budget Survey Review Page 36 of 44 13) What is your preferred type of public engagement? (pick one) Number of respondents : 523 Choice Total Score Total % points Survey 231 44.94 Open house 62 12.06 Town hall 58 11.28 Facebook live 120 23.35 Neighbourhood meeting 43 8.37 2021 Budget Survey Review Page 37 of 44 410 Kinchant Street Quesnel, BC V2J 7J5 Chair: Councillor Scott Elliott Members: Mayor Bob Simpson, Councillor Tony Goulet Staff: Chief Administrative Officer Chief Financial Officer Provide leadership for the budget preparation process within the framework established by Council’s Strategic Plan and Budget Principles Policy. Work with staff to present budget scenarios to Council. With Council’s input and staff advice, make a final budget recommendation to Council for approval. Make recommendations to Council regarding the stewardship of assets through adoption of policies and budget, including establishing levels of service and identification of issues. Make recommendations to Council regarding acceptance of the financial statements and the appointment of the external auditor. Fulfill the oversight function required under the Community Charter (s.170) by reviewing the audited annual financial statements and audit reports and by meeting with the external auditors in the spring to review the financial statements and audit reports. Fulfill the function required under the Community Charter (s. 204) to act as the Parcel Tax Review Panel when required. Receive referrals from Council respecting budget submissions and proposals. Work with senior management to troubleshoot and make recommendations to Council on ongoing significant financial issues. Intergovernmental financial relations. Meeting Minutes will go directly to the next Council Meeting for approval when Committee Appointments expire, or when Council's Term is nearing completion. October 5, 2016 Revised: January 10, 2018, December 5, 2018, May 5, 2020, September 22, 2020 Amended Terms of Reference Page 38 of 44 City Hall – Fraser Room – 9:00 a.m. 2020 September 22 October 13 November 3, 24 December 15 2021 January 5, 26 February 16 March 9, 30 April 20 May 11 June 1, 22 July / August - Special Open meetings, as required September 14 October 5, 26 November 16 December 7 Reoccurrence: Tuesday, Every 3 weeks Dates subject to change – Please contact Rhya Hartley [250-991-7477] to inquire Schedule updated to reflect new Appointments, effective September 15, 2020 Approved at FSAC: September 22, 2020 Approved at Council: ______ 410 Kinchant Street, Quesnel, BC V2J 7J5 · 250-992-2111 · quesnel.ca Amended Committee Schedule Page 39 of 44 2017-06-21 Budget Principles Policy – CF 4 EFFECTIVE: June 27, 2017 AUTHORIZED BY: Council RESOLUTION: 17-21-363 REPLACES: AC-11(1997), January 13, 2014, February 23, 2015, November 30, 2015 The purpose of this policy is to outline Council’s principles for developing the annual operating budget, five year capital budget, five year financial plan bylaw and tax rate bylaw. The intent is for this policy to be reviewed and updated, if necessary, each year before Staff begins the process of preparing the budgets. LEGISLATIVE REQUIREMENTS: Sections 165 and 166 of the Community Charter outline the legislated requirements and timelines for Council to adopt the five year financial plan bylaw and the tax rate bylaw. STARTING POINT OF BUDGET: Unless given other direction by Council, Staff prepares the first draft of the operating budget comparing to benchmark 2014. Benchmark 2014 is defined as the same service levels and quality of services with adjustments for inflationary issues, including wage increase, contract increase, etc. Any incremental new requests will be brought to council as supplementary items to be approved separately. TIMELINE: The general timeline of the budget process is as follows: Oct/Nov - Staff prepare draft operating and capital budgets Dec - Staff review Budget policy with Council and request any initial direction Dec - Staff review with Council the Council conferences for the next year to determine appropriate Council travel budgets Jan - Staff brings forward the draft capital budget Feb - Staff brings forward the draft operating budget - Public consultation on the budget process occurs March/April - Review and updates to the budget and five year financial plan May - Five Year Financial Plan Bylaw and Tax Rate Bylaw are adopted MAJOR COUNCIL OBJECTIVES: The fundamental objective of the budget and Financial Plan is to link what Council wants to achieve over a given period of time with the resources required to do so. Page 1 of 4 Budget Principles Policy Review Page 40 of 44 The City needs to continue to assess its fiscal sustainability in light of the following issues: Reliance on Industry Taxation Growing Infrastructure Debt and Deficit Major Capital Projects – West Quesnel Land Stability, etc PUBLIC PARTICIPATION Every budget meeting is an open Council Meeting where the public has the opportunity to hear the issues and provide input if desired. Each year, one meeting is also designated as a Public Budget Meeting so that an overview of the Budget can be presented and input can be received from various organizations and individuals. PRINCIPLES: The following principles are applied during the budget process. Budget emphasis will focus on providing high quality municipal services; Current operating expenditures will be paid for with current revenues; The budget will provide sufficient funding for adequate maintenance and orderly replacement of capital items Future maintenance needs and costs for all new capital facilities will be included in the operating budget. Strong customer service and productivity improvements with a focus on cost savings remain important budgetary goals; To maximize the grant funding received from senior governments, providing that the grants support priority City initiatives. To consider new Revenue Generation activities which can create or enhance non-tax revenue streams. To continue to move towards user fee based funding, where appropriate, to lower the pressure on taxation. To continue to move towards full cost recovery on any services provided by the City to Regional district residents. Any new municipal services being requested will be analyzed to consider how to fund the service (taxation versus user fees) and how to equitably charge the tax classes which benefit from the service. CAPITAL: Currently an allocation of $735,000 is made each year to general capital ($475,000 from the funds received from the Casino and $260,000 from taxation). Staff presents a list of prioritized general capital projects for Council’s review and approval. Page 2 of 4 Budget Principles Policy Review Page 41 of 44 The City also has a variety of reserves that are funded each year by taxation and those reserves are used to pay for specific capital. These reserves include, but are not limited to: Capital Reinvestment Reserve – funded by taxation – Capital Reinvestment Plan Levy General Equipment – funded by taxation and utility fees Fire Department – funded by taxation and contribution from the Cariboo Regional District Airport Equipment – funded by taxation Cemetery Reserve – funded by taxation and contribution from the Cariboo Regional District Water Reserve – funded by water utility fees and frontage taxes Sewer Reserve – funded by sewer utility fees and frontage taxes Council is aware that the City faces an infrastructure debt and growing deficit and recognizes the need to ensure more funds are being put aside to deal with future infrastructure replacement needs. DEBT: Any new debt required will be brought to Council’s attention early in the budget process so that Council can give direction regarding the timing and process. RELEVANT POLICIES: Deferred Revenue & Reserves Small Community Protection Grant TAX SHARE BY CLASS: The following principles are reviewed when determining the tax split amongst the various assessment tax classes each year. Council is aware that the Major Industrial tax class is the economic backbone of the City, creating much of the employment and contributing the largest share to Municipal tax revenues. Council chooses to foster an economic environment in which these businesses can thrive, without a taxation disincentive for being located in Quesnel. Council also recognizes that small business (Class 6 tax payers) are also major economic contributors to the local economy. Our class 6 tax rate is currently competitive with other municipalities within the Province, and Council will do its best to ensure this continuing competitiveness. Residential taxpayers create the largest demand on municipal services, and Council wants to move towards more of a user-pay approach to help foster tax equity. Taxes will be kept to a reasonable level to encourage residential construction and retention and attraction of seniors. Council will continue with an emphasis of cost control over the five year financial plan window. The City’s focus will continue to be providing high-quality services to all of our municipal residents, however any new expenditures will be closely analyzed to consider the cost / benefit to our residents Page 3 of 4 Budget Principles Policy Review Page 42 of 44 OUTSIDE REQUESTS FOR FUNDING: All requests for funding from outside groups must be received by November 1st to be considered in the following year’s operating budget. The City no longer has a discretionary budget for these types of requests throughout the year. The City does not make contributions to charities or sponsorship contributions. The City will participate in events that provide social and economic benefits to the community as a hosting venue and budget for capital improvements and operating costs related to being a hosting venue. The City does not provide cash contributions (or cash equivalent contributions) to groups organizing such events. Subject to overall budget constraints, requests will be reviewed based on the following criteria: 1. Broad Based Community Engagement and Support 2. Service/Support to the City 3. Equitable Funding a. Funding by Cariboo Regional District if regional in nature b. Funding in relation to other taxpayer funding to the group c. Funding in relation to similar or of a kind organizations 4. Alignment with Strategic Plan BUDGET / FUNDING REQUESTS OUTSIDE OF BUDGET TIMELINE: Any financial requests or requests with future budget implications will be reviewed by the City Manager and if they meet the criteria above referred to the Financial Sustainability and Audit Committee for analysis and recommendation before Council makes a decision. If they do not meet the criteria above, the City Manager will respond directly to the request. Page 4 of 4 Budget Principles Policy Review Page 43 of 44 09 16 2020 Cariboo Keepsakes - Request for Financial Relief Page 44 of 44