2023-05-31 Finance Committee Minutes - Open Session
Finance Committee Meeting
Open Session
May 31, 2023
MINUTES – OPEN SESSION FINANCE COMMITTEE MEETING
MAY 31, 2023 AT 3:45 P.M.
MEETING CONDUCTED BY ELECTRONIC PARTICIPATION
Present: Councillor G. Sullivan Chair
Mayor D. Noade Reardon
Councillor P. Radwan
Councillor D. Hickey
Absent: Councillor G. Norton
Also
Present: CAO B. McGovern
Commissioner of Finance and Treasurer K. Fudge
Director Financial Services J. Forgie
Director Financial Services C. Lavigne
General Counsel M. Tompkins
Commissioner Human Resources S. Hossack
Fire Chief K. Clifford
Commissioner Infrastructure and Utilities I. Fogan
Commissioner Growth & Community Services J. Hamilton
Commissioner Transportation & Environment M. Hugenholtz
City Clerk J. Taylor
Administrative Assistant A. MacLean
Deputy Clerk P. Anglin
1. Meeting Called to Order
Councillor Sullivan called the Finance Committee open session meeting to order.
2. Approval of Minutes
2.1 Minutes of April 26, 2023
Moved by Councillor Hickey, seconded by Mayor Noade Reardon:
RESOLVED that the minutes of April 26, 2023 be approved.
MOTION CARRIED.
3. Approval of Agenda
Moved by Councillor Radwan, seconded by Mayor Noade Reardon:
RESOLVED that the agenda of May 31, 2023 be approved.
MOTION CARRIED.
4. Disclosures of Conflict of Interest
No disclosures.
Finance Committee Meeting
Open Session
May 31, 2023
5. Consent Agenda
The submitted consent agenda resolutions were not received by unanimous consent; the Chair
heard discussion and a vote was taken on each individual item.
5.1.1 Council Professional Development Policy
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the Finance Committee recommend Common Council amend FAS-027 Mayor &
Council Professional Development Policy as presented in the submitted report.
MOTION CARRIED with Councillor Radwan voting nay.
5.1.2 Council Professional Development Policy – Appointments to FCM
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the Finance Committee refer to Common Council a request to review
appointments to the FCM as follows:
Applying what Council has in place for funding, a review of the appointments process to provide
equity around the table for representatives to the Federation of Canadian Municipalities (FCM)
Annual Conference and Trade Show; and that staff be directed to provide information on the best
practices and strategies used by the Cities of Moncton and Fredericton for Council Members
attending the FCM.
MOTION CARRIED.
5.2 Events Ticket Policy for Mayor and Council
The issue of gifts was raised as a concern to be reviewed and addressed by staff.
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the Finance Committee endorse the Events Ticket Policy for Mayor and Council
as presented in the submitted report and that the Chair of the Finance Committee bring forth a
recommendation to Common Council for approval.
MOTION CARRIED.
6. Business Matters
6.1 Performance Management Dashboard
Referring to the submitted report entitled Performance Management Dashboard Manager of
Corporate Performance E. Hatfield provided a preview of the Council Key Performance Indicators
(KPI) dashboard.
Moved by Councillor Radwan, seconded by Councillor Hickey:
RESOLVED that the submitted report entitled Performance Management Dashboard Update for
Finance Committee be received for information.
MOTION CARRIED.
6.2 General Operating Budget Public Engagement - Shape Your Budget
Referring to the submitted report entitled General Operating Budget Public Engagement - Shape
Your Budget, Finance Director C. Lavigne provided on overview of the public engagement that
will be undertaken as part of the 2024 Operating Budget.
Moved by Councillor Radwan, seconded by Mayor Noade Reardon:
RESOLVED that the Finance Committee endorse the action plan related to the 2024 Operating
Budget Public Engagement as submitted in the report General Operating Budget – Shape Your
City and direct any questions to staff.
Finance Committee Meeting
Open Session
May 31, 2023
MOTION CARRIED.
6.3 Parks Capital Budget Recommendation
Referring to the submitted report entitled Parks Capital Budget Recommendation, Parks and
Recreation Director M. Dionne provided the list of proposed projects for parks and playgrounds
asset renewal projects.
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the Finance Committee approve the list of proposed projects to be funded by the
‘Parks Asset Renewal’ amounts included in the approved General Fund Capital Budgets for 2023
and 2024.
MOTION CARRIED.
6.4 City of Saint John Long Term Financial Plan 2023-2032
Referring to the submitted report entitled City of Saint John Long Term Financial Plan 2023-2032
Commissioner K. Fudge outlined the financial steps that the City needs to continue with to ensure
a sustainable Saint John.
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the Finance Committee approve the submitted City of Saint John Long Term
Financial Plan 2023-2032 and forward it to Common Council for approval.
MOTION CARRIED.
6.5 Strategic Procurement Policy and Protocols
Referring to the submitted report entitled Strategic Procurement Policy and Protocols Finance
Director J. Forgie and Procurement Manager C. Roberts provided an update on staff’s progress
with respect to modernizing the City’s procurement policy and associated processes.
Moved by Councillor Hickey, seconded by Councillor Radwan:
RESOLVED that:
1) The Finance Committee recommend to Common Council the approval of the revised City
of Saint John’s Strategic Procurement Policy FAS-011
2) That Finance Committee recommend to Common Council By-Law Number LG-21
Delegation of Authority to Award or Approve Contracts for approval
3) That Finance Committee refer the following administrative documents to Common
Council for receive and file:
Social Procurement Protocol;
Contract Management Protocol;
Supplier Performance Evaluation Protocol.
MOTION CARRIED.
6.6 2023 Year to Date Results General Fund and Utility Fund
Referring to the submitted report entitled 2023 Year to Date Results General Fund and Utility
Fund Finance Director C. Lavigne provided a high-level overview of the year-to-date results for
both the General Fund and Utility Fund.
Moved by Mayor Noade Reardon, seconded by Councillor Radwan:
RESOLVED that the Finance Committee approve transferring onetime short-term interest
earned above the approved budget to the General Fund Capital Reserve per the Operating
Finance Committee Meeting
Open Session
May 31, 2023
Budget Policy”, and that the Finance Committee approve the presentation for the 2023 Jan to
April year to date results and direct any questions to staff.
MOTION CARRIED.
7. Adjournment
Moved by Councillor Hickey, seconded by Mayor Noade Reardon:
RESOLVED that the Finance Committee meeting be adjourned.
MOTION CARRIED.
The Finance Committee open session meeting held on May 31, 2023, was adjourned at 6:00 p.m.
Respectfully submitted,
Patricia Anglin Recording Secretary