2015-11-16_Agenda Packet--Dossier de l'ordre du jourr.
City of Saint John
Common Council Meeting
AGENDA
Monday, November 16, 2015
6:00 pm
Council Chamber
Please use Chipman Hill entrance
S'il vous plaft utiliser 1'entree Chipman Hill
Si vous avez besoin des services en francais pour une reunion de Conseil communal, veuillez contacter le
bureau du greffier communal au 658 -2862.
Pages
1. Call to Order - Prayer
2. Approval of Minutes
3. Approval of Agenda
4. Disclosures of Conflict of Interest
5. Consent Agenda
6. Members Comments
7. Proclamation
8. Delegations / Presentations
8.1 Saint John Transit Commission: Interim Budget Overview for 2015 2 - 3
8.2 Saint John Police Force: 2015 Operating Budget 4-10
9. Public Hearings - 6:30 p.m.
10. Consideration of By -laws
11. Submissions by Council Members
12. Business Matters - Municipal Officers
13. Committee Reports
1 Powered By; .1 WE'
14. Consideration of Issues Separated from Consent Agenda
15. General Correspondence
16. Supplemental Agenda
17. Committee of the Whole
18. Adjournment
City of Saint John
Common Council Meeting
Monday, November 16, 2015
Committee of the Whole
1. Call to Order
Si vous avez besoin des services en frangais pour une reunion de Conseil communal, veuillez
contacter le bureau du greffier communal au 658 -2862.
Each of the following items, either in whole or in part, is able to be discussed in private pursuant
to the provisions of subsection 10.(2)(4) of the Municipalities Act and Council / Committee will
make a decision(s) in that respect in Open Session:
4:30 p.m. 8t" Floor Boardroom City Hall
1.1 Personnel Matter 10.2(4)0)
1.2 Financial Matter 10.2(4)(c,j)
Saint John Transit Commission
Interim Budget Overview for 2015
YEAR - TO - DATE RESULTS AS OF SEPT 30, 2015
ACTUAL
BUDGET
VARIANCE
VARIANCE
FROM
FROM
2015
2014
2014
2015
BUDGET
REVENUE
3,432,487
3,447,056
14,569
3,549,197
1169710
EXPENSES
7,387,712
7,827,405
439,693
7,530,316
1429604
COST
3,955,225
4,380,349
425J24
1 3,981,1191
25 894
RAI
Revenue and Expense Realities
Saint John Transit Commission is pleased to report that as of September 30, 2015, our
year to date results are under budget by $25,894.
Revenue to date has been has been trending below budget due to a ridership decline
over the past five months attributed to the service hour reduction and fare increase
in May of 2015.
On the Expense side overall expenses on a year to date basis are also under budget
by $142,604, due to the reduced service hours, and are more than offsetting the
revenue shortfall.
The Commission is unaware of any reason that would change the current trend for
the balance of the year and expects that our year end results will be on budget for
2015.
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J �
REPORT TO SAINT JOHN BOARD
OF POLICE COMMISSIONERS
PUBLIC SESSION
November 3, 2015
Ms. Nicole Paquet, Chair and
Members of the Board of Police Commission
Chair Paquet and Members
SUBJECT
2015 Operating Budget August Financial Results
BACKGROUND
The purpose of this report is to provide the Board with an update on the
(unaudited) financial position of the Saint John Police Force's Operating Budget
for the second trimester ended August 31, 2015.
FINANCIAL POSITION /RESULTS
For the period ended as at August 31, 2015, the net operating expenses for the
Saint John Police Force were under budget by $668,270 or 4.3 %.
There are six key areas that contributed to this budget variance.
1. Revenue surpassed projections by $64,689.
2. Salaries and Wages were under budget by $359,350.
3. Overtime costs exceeded budget by $123,338.
4. Court Time and Other Personnel costs were over budget by $71,141.
5. Fringe Benefits were under by $48,533.
6. Good and Services were under budget by $390,177.
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Nicole Paquet, Chair
Members of the Board of Police Commission
November 3, 2015
Page 2
Subject. 2015 Operating Budget — August Financial Results
Budget Analysis
SALARIES AND WAGES
Salaries were under budget by $359,350 and any net savings realized at year -end
through normal attrition such as retirements will be used to offset overtime and
court time costs.
OVERTIME
Saint John Police Association (SJPA)
The overtime costs were over budget by $131,225. The Patrol Division accounted
for $71,191 of this amount and the Criminal Investigation Division was over budget
by $52,402.
This variance in overtime for both divisions is reduced by $70,491 in revenue
recoup from billings to third parties for extra -duty (paid over -time) assignments.
The reduction of twenty (20) police officers in the last 5 years has eroded the
number of employees on the platoon system in Patrol Services and the
consequence is regular backfilling (overtime basis) that is unavoidable to maintain
minimal (contractual requirement) deployment levels on shifts.
Minimum deployment levels are absolutely necessary to provide an adequate level
of policing to the citizens of Saint John and to ensure officer safety.
OTHER PERSONNEL COSTS
Court Time - Saint John Police Association (SJPA)
The cost for court time exceeded budget by $73,063.
GOODS & SERVICES
The various Goods and Services accounts were under budget by $390,177 and
there are still key accounts that are showing under budget due to billings not being
received and processed at the end of this reporting period.
G
�
Nicole raquet, Chair
Members of the Board of Police Commission
November 3, 2015
Page 3
Subject: 2015 Operating Budget — August Financial Results
YEAR END FINANCIAL. PROJECTION
The August financial report is the reference point used to project the final budget
results at year -end while recognizing there often is unforeseen incidents that may
occur at an operational level during the last trimester that are not predictable,
which can substantially increase overtime costs.
Other than a lengthy high profile trial that is currently being heard before the
provincial court that could impact court overtime expense, senior operational
management does not anticipate any extraordinary events that may occur that will
spike overtime costs.
Based on all known variables that can impact the Operating Budget, the projected
year -end financial position for the Saint John Police Force is estimated to be
$100,000 - $125,000 less than the approved operating expenses of $23,659,662.
RECOMMENDATION
It is recommended that the Board accept and approve this Financial
Report for the period ended as at August 31, 2095 and forward a copy to
Common Council as required under Section 7 (3) of the New Brunswick
Police Act.
Attached reports and documents:
Service Based Budget - Actual versus Budget — August 31, 2015
Budget Variance Analysis — August 31, 2015
Respectfully submitted,
Ma4en E. Corscadden, C -; ,CGA
DIRECTOR HR & FINANCE
X /%� - .
Joh . W at , M.O.M.
CHVdF O POLICE
n
SAINT JOHN POLICE FORCE
2015 SERVICE BASED BUDGET
Service Revenue
386,000
257,333
375,926
118,592
46.1 %
Other Funding Sources
530,000
_ 353,333^
299,430 -
53,903
-153%
Total Revenue
916,000
610,567
_ .675,356
64,689
- 10.6%
456,772
5.0%
4,054,508
2,721,558
2,920,898
Salaries & Benefits
20,142,411
13,525,577
13,312,173
213,404
1.6%
Goods & Services
4,127,348
2,780,148
2,389,971
390,177
14.0%
Other*
597,33611
97,336
580,948
16,388
2.7%
Total Expenditures
24,269,759
16,305,725
159702,144
603,581
General Funding Required
23,353,759
15,695,058
15,028,788
668,270„
_3.7%
4.3%
FTEs
182
182
172
(10)
-
Operating Budget - Breakdown of Operational Costs, by Division I Accountability
Administration
Police Commission
Support Services
Patrol Services
Criminal Investigations
Buildings and Stations
Detention Services
Automotive Equipment
Budget
1,806,389
Budget
1,210,535
Actual
1,133,598
Variance
76,937
Change
6.4%
111,200
74,080
118,682
- 44,602
-60.2%
2,130,541
1,429,311
1,237,551
191,760
114%
13,704,810
9,202,105
8,745,333
456,772
5.0%
4,054,508
2,721,558
2,920,898
- 199,340
-7.3%
1,066,268
710,840
722,719
- 11,879
-13%
540,000
359,960
242,415
117,545
32.7%
856,043
597,33611
97,336
580,948
16,388
2.7%
24,269,759 16,305,725 15,702,144 603,581 3.70%
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SAINT JOHN POLICE FORCE
BUDGET VARIANCE ANALYSIS
For the Period Ended August 31, 2015
Budget
Expenses
Variance
Current Variance
Timing Actual
$16,305,725
$15,702,144
$603,581
$+603,581
• SJPA Police Officer wages were under
Expense Catenory Variance Explanation of Variance
Salaries & Wages
$359,350
. Salaries- Non -Union under budget by
i
$69k.
• SJPA Police Officer wages were under
budget by $293k.
Overtime
($123,3313)
Overtime - Local 486 -Under budget by {
$8k. }
• Overtime -SJPA- Patrol: Over budget by
($71 k) and this amount is reduced by
revenue charged to 3rd parties for Extra- -
Duty assignments.
• overtime -SJPA- Criminal
Investigations: Over budget by ($52k)
and this amount is reduced by revenue
charged to 3rd parties for Extra --Duty
assignments.
Other Personnel Costs
($71,141)
. Court Time: Over budget by ($73k).
Fringe Benefits
$48,533
. Benefits for police officers is at a rate of
28.8% and 25.5% of base salaries for
civilian employees.
General Services
$122,362
• Telephone: Under budget by $29k and
this is a timing difference between when
i monthly charges are received and i
processed for payment i
• Travel: Under budget by $8k.
• Employer Training: Under budget by
$80k.
Saint John Police Force — August 31, 2015
Budget Variance Analysis
Expense Cateaory Variance Exnlanatien of Variant-to
Insurance
$16,163
. Vehicle Insurance: The 2015 annual
Premium came in under budget by $7k.
• Deductible Account: Under budget by
$9k and this relates to the timing of any
charges back to Police via the City's
insurance department for 3`d party claims
and/or monies due to the SJPF for
damaged police vehicles.
Professional Services
$36,589
. Legal Expense - Over budget by $29k.
+ Detention Security - This expense is
under budget by $93k which is a timing
issue between the budget allocation and
the processing of quarterly invoices
from the Province of NB - Sheriff
Services.
• Other Professional Services - This
expense is over budget by ($28k) and
i
this relates to the unplanned expenditure
for the recruitment costs for a new Police
Chief.
Other Purchased Services
($3,819)
• No significant variance at the end of
August 2015.
repair & Maintenance
$47,204
- Computer Maintenance $50k- This is
the timing between the monthly budget
allocation and the payment of invoices
for computer maintenance and
software licensing contracts with various
vendors.
Rentals
($3,402)
- No significant variance at the end of
August 2015.
Purchased Goods
$95,577
• Apparel- Under budget by $33k and
this variance relates to a timing
difference between ordering and issuing
of uniforms to police Officers will balance
out at the end of the year,
2Irt,�,
Saint John Police Force — August 31, 2015
Budget Variance Analysis
Expense Category Variance Explanation of Variance
Purchased Goods
• Other Goods $35k — Under budget at
{
the end of August.
Government Services
$309
• No significant variance at the end of
August 2015.
Internal Services
$146,853
• Fleet Maintenance - $62k — The
maintenance casts at the end of
August was under budget and there is a
pending adjustment (charge) in
September for $13k.
• Fleet Fuel - $23k — The fuel costs at
the end of August were under budget.
• City of SJ - IT Service Level
Maintenance (SLM) Agreement $57k --
The quarterly charge from the City's IT is
pending and will be processed in the
next financial reporting period.
Asset Purchases
($67,659)
Vehicles ($89k) —The purchase of new
marked and unmarked units for 2015 has
i
been completed and this variance is due
to the timing of the purchases and the
budget allocation which will balance out
at the end of the year.
• Other Assets $21k — Any necessary
expenditures for other assets such as
breath test equipment, radars, and other
operational devices will be completed by
September 2015.
i
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