2023-04-26 Finance Committee Minutes - Open Session
Finance Committee Meeting
Open Session
April 26, 2023
MINUTES – OPEN SESSION FINANCE COMMITTEE MEETING
APRIL 26, 2023 AT 4:40 PM
MEETING CONDUCTED THROUGH ELECTRONIC PARTICIPATION
Present: Councillor G. Sullivan
Mayor D. Noade Reardon
Councillor P. Radwan
Councillor G. Norton
Councillor D. Hickey
Also
Present: Chief Administrative Officer B. McGovern
Commissioner of Finance and Treasurer K. Fudge
Commissioner Transportation & Environment M. Hugenholtz
Commissioner Growth & Community Services J. Hamilton
Commissioner Human Resources S. Hossack
Fire Chief K. Clifford
Director of Transit and Fleet I. Fogan
Director Financial Services J. Forgie
Director Financial Services C. Lavigne
Director Corporate Performance & Chief Information Officer S. Rackley-Roach
Intermediate Accountant V. Parikh
Administrative Assistant A. MacLean
1. Meeting Called to Order
Councillor Sullivan called the Finance Committee open session meeting to order.
2. Approval of Minutes
2.1 Minutes of March 22, 2023
Moved by Councillor Norton, seconded by Councillor Radwan:
RESOLVED that the minutes of March 22, 2023 be approved.
MOTION CARRIED.
3. Approval of Agenda
Moved by Councillor Hickey, seconded by Councillor Radwan:
RESOLVED that the agenda of April 26, 2023 be approved.
MOTION CARRIED.
4. Disclosures of Conflict of Interest
No disclosures.
5. Consent Agenda
6. Business Matters
6.1 Social Procurement (Verbal Update)
Mayor Noade Reardon joined the virtual meeting.
Finance Committee Meeting
Open Session
April 26, 2023
Ms. Forgie highlighted that part of the Social Procurement Protocol is community effort. Staff is
compiling a list of any potential vendors who might be interested. There would be a public notice
announcement sent out for the information and feedback session, which is to be held on May
th
11 in Council Chambers 12:30 am - 1:30 pm and 5:30 – 6:30 pm (with a virtual option upon
request).
Moved by Councillor Hickey, seconded by Mayor Noade Reardon:
RESOLVED that Social Procurement verbal update be received for information.
MOTION CARRIED.
6.2 Enterprise Resource Planning (ERP) – System Renewal Introduction
Ms. Rackley-Roach stated various factors that would be beneficial to the City with an
implementation of a new, more modern ERP system such as:
Ability to seamlessly integrate applications to improve data analytics for performance
management
Leverage advancements of the artificial intelligence to enhance customer service
Ms. Rackley-Roach highlighted that testing the new software over time, often in parallel with the
current system, is critical to success. It would allow for time to verify the intended results and
address any issues that could impact the organization or the public. Staff will be bringing
st
forward the award of the request for proposals for the first phase of the project on May 1 for
consideration of the Council.
Ms. Rackley-Roach stated that in 2021 $2,335,000 was approved for the project, with an
expectation that staff would be recommending more funding as part of the capital budgeting
process as requirements become more defined.
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the presentation “Enterprise Resource Planning (ERP) System Renewal
Introduction” be received for information.
MOTION CARRIED.
6.3 Service Based Budgeting
Ms. Rackley-Roach gave an overview of what Service Based Budgeting is and presented
examples of how Service Based Budgeting has been effective in various areas of the City in the
past. She stated that in re-instating a service-based approach to budgeting, the focus would be
on setting service levels for public-facing surfaces, as they relate to Councils priorities.
Ms. Rackley-Roach stated that Service Based Budgeting approach looks across all service
levels to make the final decision of what the budget would look like. Priorities are focused on the
outcomes that Council would like to achieve in the community, as outlined in the 10-year
strategic plan. Annual evaluation of service levels and resources allows the City to adjust
priorities to respond to a changing environment.
Moved by Councillor Radwan, seconded by Mayor Noade Reardon:
RESOLVED that the presentation “Service-Based Budgeting” be received for information.
MOTION CARRIED.
6.4 Internal Audit Services
Ms. Forgie stated that objectives in Audit Workplan 2023 are:
• Focus on talent acquisition
• Complete the 2022 approved internal audit
• Continue ongoing administration of reoccurring audit activities (ie: management action
plans, planning/updating, consulting/advisory for the City)
• Build an Enterprise Risk Management (ERM) Framework and update the Risk
Management Policy (Budget of $25,000)
Finance Committee Meeting
Open Session
April 26, 2023
ERM provides a better overview of how various risks from various departments may impact the
organization, as well as ways to prioritize and manage those risks.
Ms. Forgie highlighted that building and implementing Enterprise Risk Management helps
coordinate and prioritize resources, track progress, develop metrics and provides a clear focus
for the organization.
Moved by Councillor Hickey, seconded by Councillor Norton:
RESOLVED that as recommended in the submitted report Finance Committee Report Internal
Audit Services 2023, the Finance Committee recommend to Common Council that Internal Audit
Plan 2023 be approved.
MOTION CARRIED.
6.5 Saint John Water 10 Year Long Term Financial Plan
Mr. Lavigne introduced the following financial principals for Saint John Water Long Term
Financial Plan:
• Ensuring Sustainability
• Increasing Flexibility
• Reducing Vulnerability
• Environmental Responsibility
He further elaborated on each principal, explaining what impact they might have. Mr. Lavigne
introduced financial targets and explained how they correlate with the financial principals. He
presented the summary of the impacts on Saint John Water annual operating budget as a result
of applying financial principles to achieve the financial targets:
Limits on rate increase may impact service delivery, infrastructure deficit and risk of
failure if revenue growth is slower than expected.
Managing infrastructure risk is key to keeping rate increases limited.
Mr. Lavigne highlighted the 2023 and 2024 Capital Budgets in comparison to the recommended
2022 SOTI average annual capital investment budget:
2022 SOTI report call for average annual capital investment of $25M.
2023 Capital Budget - $12.63M ($4.87M Utility Funded and $7.76M Other Funding)
2024 Capital Budget - $13.4M ($5.04M Utility Funded and $8.44M Other Funding)
Other Funding sources are not guaranteed to continue and would have a significant
impact on
capital funding.
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that as recommended in Saint John Water 10 Year Long Term Financial Plan that
the Finance Committee adopt the following financial principles:
• Ensuring Sustainability
• Increasing Flexibility
• Reducing Vulnerability
• Environmental Responsibility
As well as direct staff to incorporate the financial principles and targets as presented in the 10
Year Utility Fund Long Term Financial Plan.
MOTION CARRIED.
7. Adjournment
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the Finance Committee meeting be adjourned.
MOTION CARRIED.
The Finance Committee open session meeting held on April 26, 2023 was adjourned at 6:08 pm.
Finance Committee Meeting
Open Session
April 26, 2023
Respectfully submitted,
Anna MacLean, Recording Secretary