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Financial Sustainability & Audit AGENDA Financial Sustainability & Audit Meeting No. 12 May 5, 2020 at 3:15 p.m. Fraser Room, City Hall Electronic Meeting - No Public Members Permitted Order of the Minister of Public Safety and Solicitor General Ministerial Order No. M083, Dated March 26, 2020 Page A. CALL TO ORDER - Mayor Simpson [CHAIR] B. APPROVAL OF AGENDA: C. ADOPTION OF REGULAR MINUTES: 3 - 4 1) Minutes of April 21, 2020 D. ACTIONS / OLD BUSINESS: 5 1) Action Summary E. STAFF REPORT(S): F. NEW BUSINESS: 6 - 13 1) Finance Department Update: Quarterly Updates: • Accounts Payable Summary [JAN 1 - MAR 31, 2020] 2) Spending Issues (Overage) 14 - 15 3) CAO / CFO Expense Reports: CAO: None CFO: February & March, 2020 4) Council Expense Reports: None 16 - 22 5) Tax Stabilization Reserve G. CORRESPONDENCE: Page 1 of 22 FINANCIAL SUSTAINABILITY & AUDIT AGENDA MAY 5, 2020 Page H. NEXT MEETING – May 19, 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 22 MEETING NO. 11 CITY of QUESNEL COUNCIL STANDING COMMITTEE FINANCIAL SUSTAINABILITY & AUDIT COMMITTEE A Municipal Council Standing Committee - FINANCIAL SUSTAINABILITY & AUDIT Meeting was held on the 21st day of April, 2020 commencing at 3:15 p.m. at Fraser Room, City Hall, 410 Kinchant Street and via Zoom electronic meeting. No public members were permitted due to the COVID-19 pandemic, as per the Order of the Minister of Public Safety and Solicitor General – Minister Order No. M083 dated March 26, 2020. Committee Member - Physical Attendance: Mayor Bob Simpson (Chair) Staff: City Manager Byron Johnson, Deputy City Manager/Director Corporate & Financial Services Kari Bolton Committee Members - Electronic Attendance: Councillors: Martin Runge and Mitch Vik Guests – Physical Attendance: Staff: Finance Supervisor Iryna Khyeralova, Junior Accountant Chekesani Phiri Guests - Electronic Attendance: Councillors: Scott Elliott, Ron Paull, Laurey-Anne Roodenburg Auditors: Corey Naphatili (KPMG) Ben Campbell (KPMG) Gallery Attendance: – Not Permitted A. CALL TO ORDER - MAYOR SIMPSON [CHAIR] Mayor Simpson called the meeting to order at 3:15 p.m. B. APPROVAL OF AGENDA: 20-11-32 By consensus THAT the Financial Sustainability & Audit Committee approved the April 21, 2020 Agenda as presented. CARRIED UNANIMOUSLY C. ADOPTION OF REGULAR MINUTES: C.1) Minutes of April 7, 2020 20-11-33 By consensus THAT the Financial Sustainability & Audit Committee adopt the April 7, 2020 Minutes as presented. CARRIED UNANIMOUSLY D. ACTIONS / OLD BUSINESS: D.1) Action Summary E. PRESENTATION(S): E.1) KPMG Audit Review Minutes of April 21, 2020 Page 3 of 22 Meeting No.11 Financial Sustainability & Audit Committee 21 April, 2020 E.2) Financial Statements Statements can be viewed on the City of Quesnel website at www.Quesnel.ca under Council Agendas - April 21, 2020. KPMG reviewed the City’s 2019 audit report and financial statements. The City had a clean audit. 20-11-34 MOVED Councillor Runge, Seconded Councillor Vik and resolved: That the Financial Sustainability and Audit committee recommends to Council to approve the City of Quesnel 2019 Financial Statements for the year ended December 31, 2019 CARRIED UNANIMOUSLY F. STAFF REPORT(S): G. NEW BUSINESS: G.1) Finance Department Update: ~Quarterly updates - n/a G.2) Spending Issues (Overage) G.3) CAO / CFO Expense Reports: CAO - None G.4) Council Expense Reports: JAN - Mayor: 01/21 - Mayor's Roundtable, P.G. 01/24 - Clearwater Forestry Forum 01/29 - BC Natural Resource Forum FEB - None H. CORRESPONDENCE: I. NEXT MEETING - AD HOC APRIL 28, 2020 J. MOVE TO SPECIAL CLOSED – Not required K. RELEASE ITEM(S) FROM SPECIAL CLOSED TO SPECIAL OPEN L. ADJOURN SPECIAL CLOSED AND RESUME SPECIAL OPEN M. ADJOURNMENT: The Financial Sustainability & Audit Committee meeting ended at 4:32 p.m. CERTIFIED CORRECT by Chair: Mayor Bob Simpson Minutes of April 21, 2020 Page 4 of 22 Action Summary Financial Sustainability & Audit Committee Action Tracking Summary – 2020 Date # Responsible Action Status/ Complete 2020 Jan 21 106 K.Bolton Request that the Director of Capital Works and Infrastructure bring a report to 01/23 – forwarded to [C.Coben] FSAC, outlining community lighting needs: the areas needing improved lighting, C.Coben the options (just replacing the bulb, or the head or the whole light fixture) and the costs, together with Staff recommendations. 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. Apr 21 109 No actions FUTURE AGENDAS Review Meeting Schedule, following appointment of new Chairs October, 2020 TRACKING for referred items: Date # Responsible Action Status/ Complete 2020 Jan 21 105 K.Bolton REFERED TO PABCOM – Discussion as to whether there should be a specific COMPLETED, at Municipal Ticket fine for residents putting out garbage early, attracting bears, to PabCom – 4/28/20 allow Bylaw to ticket residents. 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 22 CITY OF QUESNEL AP5070 Page : 1 YTD Paid Report Date : Apr 29, 2020 Time : 1:30 pm Supplier Code From : A0236 Sequence : By Code Date Range From :01-Jan-2020 To : Z2138 To : 31-Mar-2020 Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP Supplier Code Name Total A0236 ATA ARCHITECTURAL DESIGN LTD 2,000.00 A0396 SHANAHANS LTD DBA ACCESSSMT 1,887.97 A0510 ACE COURIER SERVICES 1,211.94 A0600 ACKLANDS-GRAINGER INC. 1,675.60 A1000 ACTIVE RENT-ALL (QUESNEL) LTD. 2,805.36 A1007 AIR LIQUIDE CANADA INC. 149.79 A1305 AJ FORSYTHE & CO LTD. 359.91 A1321 AKD REFORESTATION LTD 1,680.00 A2400 ALBERTA FIRE CHIEFS ASSOCIATION 886.36 A2460 ALEX FRASER PARK SOCIETY 1,260.00 A2750 ALL HAUL 289.13 A2861 ALL WEST GLASS QUESNEL 321.16 A3537 AMERICAN PUBLIC WORKS ASSOC. 234.15 A3717 ANDRES ELECTRONICS EXPERTS (27) 683.20 A3721 ANDREW SHERET LTD 1,536.02 A3852 APPROACH MEDIA INC. 1,680.00 A3900 A C & D (QUESNEL) INSURANCE AGENCIES LTD 1,353.00 A3927 ARCHITECTURE-49 INC 11,563.13 A3963 ARTISTIC SIGN SERVICE LTD 1,500.00 A7541 AURORA VACCUM CENTRE 69.44 A7550 AUTOW QUESNEL TOWING LTD 667.69 B1001 B A ROBINSON CO. LTD. 1,125.49 B1010 BCR PROPERTIES 22,425.75 B1039 BC ECONOMIC DEVELOPMENT ASSOCIATION 1,281.00 B2060 BC FIRE TRAINING OFFICERS ASSOC 157.50 B2150 BC SHOE REPAIR 75.60 B2159 BCSPCA 13,051.37 B2355 BRANDT TRACTOR LTD. 4,333.32 B3700 BC TRANSIT 91,982.58 B4509 BANDSTRA TRANSPORTATION 1,926.10 B4515 BABCON INDUSTRIES LTD. 23,938.18 B4990 BAKER CREEK ENHANCEMENT SOCIETY 4,750.00 B5713 BEST BACKHOE & DOZER SERVICE 13,734.00 B5730 BEVERLEE BARR CONSULTING 3,585.68 B6550 BIG COUNTRY PRINTERS 7,338.85 B7500 BK TWO WAY RADIO LTD. 470.40 B7549 BLACK PRESS GROUP LTD. 5,551.60 B7565 BLISS THE ULTIMATE GRILL 84.00 B7570 BLANLEIL CRANBROOK HOLDINGS LTD 137.70 B8405 BRADLEY REFRIGERATION CONSULTANTS INC 10,080.00 B9700 BRODEX INDUSTRIES LTD. 256.95 B9800 BTA OIL ANALYSIS 630.00 B9966 BUILDING OFFICIALS ASSOCIATION OF BC 1,347.22 B9972 BUNZL 2,241.71 C0021 CANADIAN NATIONAL 1,575.00 C0030 C-2000 CONSTRUCTION LTD 340.48 C0420 CANADA WIDE MEDIA 321.30 C2024 CANADIAN RED CROSS 1,933.35 C2110 CANADIAN TIRE-QUESNEL 7,295.50 C2150 CANADIAN WESTERN MECHANICAL LTD. 15,446.26 C2490 CAPRI INSURANCE - CAPRI CTR CL 40,767.00 C2801 CARIBOO CHILCOTIN COAST TOURISM ASSOC. 1,874.25 C2845 CARIBOO FIRE PROTECTION 13,973.40 C2850 CARIBOO FORD LTD. 540.17 Finance Department Update: Quarterly Updates: Accounts Payable SummaryPage [... 6 of 22 CITY OF QUESNEL AP5070 Page : 2 YTD Paid Report Date : Apr 29, 2020 Time : 1:30 pm Supplier Code From : A0236 Sequence : By Code Date Range From :01-Jan-2020 To : Z2138 To : 31-Mar-2020 Categories From : 35 - Paper Products Supplier Suppress Printing for $ Under 0.00 To : WCB - WORKERS COMP Supplier Code Name Total C2888 CARIBOO HIAB SERVICES 168.00 C2900 CARIBOO HOSE AND HYDRAULICS 6,331.25 C3300 CARIBOO OBSERVER 108.80 C3700 CARIBOO PROPANE LTD. 3,069.50 C4100 CARIBOO REGIONAL DISTRICT 54,000.00 C4140 CARIBOO SECURITY LTD. 2,945.25 C5200 CARIBOO WATER 882.00 C5220 CARLETON RESCUE EQUIPMENT 730.35 C5237 CARO ANALYTICAL SERVICES 10,967.86 C5268 CASCADE RAIDER HOLDINGS LTD 5,248.88 C5273 CASCADIA OHS 770.49 C5296 CANCADD IMAGING SOLUTIONS LTD 87.25 C5380 CDW CANADA 7,566.12 C5468 CENTRAL CARIBOO PRECAST LTD. 1,629.60 C5481 CENTRAL INTERIOR MAPPING 24,226.43 C5600 CINEMA SECOND HAND 2,000.00 C5855 CIVIC INFO BC 3,799.08 C5865 CJ DIRECTORY 1,489.25 C5975 CLARK FREIGHTWAYS 97.13 C5986 CLAUSON EQUIPMENT SOLUTIONS LTD. 10,605.00 C6557 CLEARTECH INDUSTRIES INC. 6,956.01 C6600 CLOVERDALE PAINT INC. 113.48 C6625 COAST POWERTRAIN (PRINCE GEORGE) LTD 168.00 C6630 COLLEGE OF NEW CALEDONIA 158,928.53 C6775 COMMERCIAL TRUCK EQUIPMENT 5,259.79 C6995 COMMERCIAL AQUATIC SUPPLIES( A DVISION OF DB 7,681.23 C7000 CONCORD RESTORATIONS LTD. 16,020.53 C8275 CRYSTAL GLASS CANADA LTD 3,725.66 C8281 CRAFTSMAN COLLISION QUESNEL 1,193.58 C8900 CRYSTALS JANITORIAL 11,497.50 C9305 CUPE LOCAL 1050 24,615.27 D0221 DAKELH & QUESNEL COMMUNITY HOUSING 7,550.00 D1520 DEBUG EM PEST SOLUTIONS 850.50 D1704 DESIGN FLOORING LTD. (G & J) 2,330.03 D1790 DG MACLACHLAN LTD 724.70 D2100 DILIGENT CANADA INC 16,500.37 D3064 DOUGLAS LAKE EQUIPMENT 2,626.22 D3066 DOUG'S TRUCKING 6,804.00 D5908 DYNAMIC RESCUE EQUIPMENT 2,660.14 E0210 ECLIPSE PROJECTS LTD.
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