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.