2019-11-20 Finance Committee Agenda Packet - Open Session
MINUTES OPEN SESSION FINANCE COMMITTEE MEETING
OCTOBER 23, 2019 AT 5:15 PM
th
8 FLOOR COMMON COUNCIL CHAMBER (LUDLOW ROOM), CITY HALL
Present: Mayor D. Darling
Councillor D. Merrithew
Councillor S. Casey
Councillor D. Reardon
Councillor G. Sullivan
Absent: Councillor G. Norton
Also
Present: City Manager J. Collin
Deputy City Manager N. Jacobsen
Commissioner of Finance and Treasurer K. Fudge
Comptroller Finance C. Graham
City Solicitor J. Nugent
Commissioner Saint John Water B. McGovern
Commissioner Transportation & Environment Services M. Hugenholtz
Deputy Commissioner Administrative Services I. Fogan
Deputy Commissioner Saint John Water K. Mason
Senior Financial Manager J. Forgie
Senior Financial Manager C. Lavigne
Senior Financial Manager D. Arbour
Fire Chief K. Clifford
Administrative Assistant K. Tibbits
1. Meeting Called To Order
Councillor Merrithew called the Finance Committee open session meeting to order.
1.1.1 Approval of Minutes July 18, 2019
Moved by Councillor Sullivan, seconded by Mayor Darling:
RESOLVED that the minutes of July 18, 2019 be approved.
MOTION CARRIED.
1.1.2 Approval of Minutes September 18, 2019
Moved by Councillor Reardon, seconded by Councillor Casey:
RESOLVED that the minutes of September 18, 2019 be approved.
MOTION CARRIED.
Mr. E. Keyes, Saint John Board of Police Commissioners, presented a request to transfer money
from the 2019 Police Force budget to a reserve account for the purchase of four Ford Explorer
Interceptors. In addition, a request was made to pre-approve funds from the 2020 Police Force
budget for the purchase of five marked vehicles. The vehicles are not being manufactured until
January of 2020. It is necessary to update the current fleet of vehicles and the force is moving
away from Dodge Chargers due to exceptional maintenance costs. Staff has been very diligent
and looking for savings where possible.
Moved by Councillor Reardon, seconded by Councillor Sullivan:
RESOLVED that the Finance Committee recommend to Common Council that it approve the
purchase of four (4) marked 2020 Ford Explorer Police Interceptors in the amount of $297,339
out of the 2019 Saint John Police Force budget and that this amount be put in a reserve account
for the purchase of the vehicles which will take place in 2020.
MOTION CARRIED.
Moved by Councillor Reardon, seconded by Councillor Sullivan:
RESOLVED that the Finance Committee recommend to Common Council that it pre-approve
$371,675 from the 2020 Saint John Police Force budget for the purchase of five (5) marked
2020 Ford Explorer Police Interceptors.
MOTION CARRIED.
1.3 Universal Metering Analysis
Mr. McGovern stated that a Universal Metering Analysis was undertaken by Hemson
priorities, fiscal responsibility, prompted the study to investigate options to allocate water cost
among rate payers.
Mr. Andrew Mirabella, Hemson Consulting, reviewed the submitted report and commented on
the advantages and disadvantages of universal metering, rate structure considerations, the
impact on a typical user, differing metering approaches, implementation options and the cost
of universal metering. Universal metering involves installing water meters on every residential
property and measuring water consumption. It is a user-pay approach rather than the current
flat-rate structure approach.
Mr. McGovern commented on financial options, noting that Common Council stated in 2017
that the utility would no longer borrow money for capital and instead fund capital from the
operating budget. That being said, the following options could be considered:
The utility could borrow money and finance it over 20 years. This would add to the debt
load of the utility and cause additional upward pressure on rates by approximately $20
per year.
The City could use capital from operating to fund universal metering. This would reduce
re-investment into the infrastructure deficit and impact extreme risk category assets. It
ability to deliver reliable service and meet regulatory
requirements.
There are benefits to universal metering but there is also a need to balance the infrastructure
renewal needs of the community while balancing the pressure on rates. Common Council could
revisit the concept of universal metering in approximately five years, once more investment has
been made to the extreme category of infrastructure. In response to a question, staff noted
that grant opportunities to support universal metering may be available, but it would require
The committee discussed the pros and cons of universal metering and suggested staff explore
the potential for infrastructure funding programs to help subsidize the cost of universal
metering. The committee was reluctant to wait five years to address Universal Metering.
Moved by Councillor Sullivan, seconded by Councillor Reardon:
RESOLVED that the Finance Committee direct staff, having considered feedback provided at the
rd
Finance Committee meeting of October 23, report back on Universal Metering in early 2020,
on recommended models for implementation and the consideration of grant opportunities
and/or alternative funding models.
MOTION CARRIED.
1.4 New Solid Waste Model Business Case
Mr. Hugenholtz stated that the material handling process under the current solid waste model
is challenging and there have been a number of physical injuries to workers, resulting in many
days of work lost to injury on the job. The frequency and severity of claims within this
workgroup is considerably higher than other employee groups. Staff has been researching
options to address this challenge.
Staff is recommending a pilot program which consists of a mechanized cart collection system
and moving away from the material handling aspect of the current solid waste service. The
process is expected to achieve additional savings and generate revenue opportunities, and also
allow staff to gather data that could support a larger roll-out of the program. By imposing a cap
on solid waste pickup to what can fit in the cart, and by adding charges for additional bags, the
City can incentivize recycling and other waste diversion. The resulting savings and additional
revenue can allow the City to potentially offer curbside recycling pickup.
Moved by Councillor Reardon, seconded by Councillor Sullivan:
RESOLVED that the Finance Committee recommend that Common Council approve the addition
th
of the cart purchase to the 2020 General Fund Capital Budget and submit to the November 4
Common Council meeting for approval.
MOTION CARRIED.
1.5 Community Awareness Emergency Response (CAER) Initiative
Chief Clifford stated that the proposals under consideration address gaps in emergency
preparedness, employee safety and the ability to protect the community. One of the proposals
will help address emergency response challenges before they occur. The Fire Department is
asking that the Fire Service 2019 budget surplus be re-directed to address these proposals.
Referring to the submitted report Fire Chief Clifford commented on the Community Awareness
Emergency Response (CAER) initiative. The latest budget surplus is projected to be in the range
of $360 to $370K. The Fire Department has suspended a number of items from its goods and
services budget with an aim of supporting the requests. The budget impact of both proposals is
$290,744.
Mr. Collin noted that the CAER initiative is expected to generate revenue opportunities, but the
amount has not yet been quantified. This study is expected to occur in the sustainability
initiatives/revenue generation opportunities currently being investigated.
Moved by Councillor Reardon, seconded by Councillor Casey:
RESOLVED that the Finance Committee make the following recommendation to Common
Council:
Given the projected 2019 operating budget surplus of $326,000 within the Fire Service, the
Finance Committee recommends to Common Council to approve the transfer of $195,244 from
the purpose of advancing the Community Awareness Emergency Response (CAER) Level 1
initiative; and further support the associated relocation of Fire Prevention and Investigation
division.
MOTION CARRIED.
1.6 Industrial Hygiene Firefighter Training Centre Initiative
Chief Clifford stated that there is an opportunity to advance safety of the Fire services
operation and to support revenue at the training academy through a Firefighter Hygiene
program. The proposal includes the lease-to-own of an Alantra Trailer which would be
connected to the existing training facility at Grandview Avenue. It would allow dirty bunker
gear to be stored in a separate location away from the firefighters. The lease-to-own option of
Moved by Councillor Reardon, seconded by Councillor Casey:
RESOLVED that the Finance Committee make the following recommendation to Common
Council:
Given the projected 2019 operating budget surplus of $326,000 within the Fire Service, the
Finance Committee recommends to Common Council to approve the transfer of $95,500 from
surplus to a Capital Budget reserve account for
the purpose of supporting the Industrial Hygiene Firefighter Training Centre Initiative; and,
support the City entering into an agreement with CanLease for the lease-to-own of a custom
built Alantra Unit, on terms and conditions acceptable to the City Solicitor or his designate.
MOTION CARRIED.
Adjournment
Moved by Councillor Reardon, seconded by Councillor Casey:
RESOLVED that the open session meeting of the Finance Committee be adjourned.
MOTION CARRIED.
The Finance Committee open session meeting held on October 23, 2019 was adjourned at 7:45
p.m.
FINANCE COMMITTEE REPORT
Report Date November 18, 2019
Meeting Date November 20, 2019
Chairman Councillor Merrithew and Members of Finance Committee
SUBJECT: 2020 Utility Fund Operating Budget
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Finance Committee.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
Craig Lavigne Brent McGovern John Collin
RECOMMENDATION
It is recommended that the Finance Committee approve the 2020 Utility Fund
nd
Operating Budget and submit to Common Council for the Decmber 2 meeting
for approval along with first and second reading to the amendment to the Water
and Sewerage By-Law, By-Law No. M-16.
EXECUTIVE SUMMARY
The 2020 Utility Fund Operating Budget is based upon the new rate structures
for both potable and industrial users. A complete rate review of the Utility was
undertaken by the consulting firm, Hemson, and was based on how the Utility
now provides different services to potable and industrial users due to the
separation of potable and raw water between the different classes of users.
There have been considerable pressures on the ratepayers and the Utility over
the last 10-15 years due to transformational projects (Harbour Cleanup and Safe
Clean Drinking Water). Flat rates have consistently risen by $72 per year over a
number of years and last year the rate increase was reduced to $60 as a result of
numerous expenditure reductions that were implemented and revenue
increases that were realized due to by-law changes.
The Utility is proposing to keep the flat rate for water and sewer customers at
$1,428 per year for customers in 2020, which represents no increase from 2019
rates. Increases for customers will vary depending on whether they are water
only or sewer only customers. Rates for water only have gone up significantly
due to the investments in the Safe, Clean Drinking Water Project, while sewer
- 2 -
costs have gone down significantly as a percentage of water cost. Sewerage costs
will now be 80.35% of the water cost, compared to 122% of water cost in the
past.
Industrial rates have been set based on the use of raw water only, cost of
providing the service and the management and replacement of industrial water
assets.
PREVIOUS RESOLUTION
N/A
STRATEGIC ALIGNMENT
The proposed 2020 Utility Fund Operating Budget is aligned with Council
priorities in taking a strategic approach to financial management of the Utility by
continuing to contribute capital funding from operating, finding other revenue
sources, improving the allocation of costs among ratepayers and continuing to
find efficiencies and savings through continuous improvement initiatives.
REPORT
The proposed 2020 Utility Fund Operating Budget has been prepared using the
Hemson Consulting Ltd. The rate structure reports are being presented to
Council for both Potable users and Industrial users to establish the appropriate
costs per user group so that the corresponding revenue can be collected.
Revenue
Overall revenue for 2020 has been budgeted at $48,702,000 (2019-
$48,286,000). The flat rate being proposed remains at $1,428 per year therefore
no increase for ratepayers. The allocation of sewer charges as a percentage has
changed significantly as a result of the rate study. Sewer charges will now be
80.35% of a water charge versus 122% in the past. Flat rate customers (166) that
are water only will see and significant increase, where flat rate sewer only
customers (146) will see a significant decrease. The main reason for the shift is
related to the additional cost of providing safe, clean drinking water.
Customers on a meter will see a negligible adjustment in their bill if consumption
is the same amount in 2020 versus 2019. Meter water only customers (106) will
see a large increase in there water bills as the cost of water has risen, where
sewer only customers will see a significant reduction (3).
Industrial revenue is budgeted at $5,537,000 which will cover the cost of
providing raw water, contributions to asset replacement, rate stabilization
reserve and previous debt associated with the system prior to the switch over to
a raw water only system.
- 3 -
The balance of revenue includes the fire protection levy, storm sewer levy,
interest revenue, other revenue and prior year surplus which is much less than
previous years.
Expenditures
Overall expenditures for 2020 have been budgeted at $48,702,000 (2019-
$48,286,000). Based on the recent rate study and to ensure proper allocation of
expenses, all debt, internal charges, capital from operating, post-employment
benefits and other charges will be allocated across the three cost centres which
are; Potable Water, Industrial Water and Wastewater Treatment in accordance
with the cost of service.
Saint John Water has continued to reduce staffing levels through 2019
(decreased by 6 FTEs) as the Safe, Clean Drinking Water Project has ramped
down and is approaching final completion. Saint John Water has several budget
initiatives that are planned to be undertaken in 2020. Improvements to safety
and security are planned in 2020 by making workplace improvements at various
underground vaults and chambers and improving fencing, security and access at
various water and wastewater facilities.
There is key replacement of electronic equipment at 30 water and 32
wastewater facilities as well as replacement of eight key communications links to
and from various water and wastewater facilities. As well, the replacement of
133 communication radios will be completed. All this replacement is key in
allowing the Utility to monitor activity at its water and wastewater facilities
while also ensuring service reliability and efficient use of equipment.
Cleaning, inspection and maintenance on two water storage reservoirs, along
with repainting 800 out of the 2,100 fire hydrants in inventory will be achieved in
2020. Other initiatives include; key watermain transmission interconnection for
further drinking water system reliability, inspection of dams and protecting the
environment through the addition of containment around an electrical
transformer.
Under wastewater there is planned dredging of cell one and two at the Lancaster
Lagoon for improved operational efficiencies, concrete maintenance and
upgrades at the Easter Wastewater Treatment Facility and the continuation of
the newly established video inspection and flushing program.
These are just some of the planned expenditures the Utility is planning to
undertake in 2020 to increase water and wastewater system reliability, effiency,
and effectiveness and to ensure the needs are being met.
Conclusion
The rate freeze for 2020 is a positive note for ratepayers after several years of
increases. The rate studies for potable and industrial rate payers have now been
- 4 -
completed and this will lay the foundation for the long-term planning the Utility
must undertake in 2020.
The Utility will continue to focus on continuous improvement, finding effiencies,
and process to improvements in 2020, as well as debt management, leveraging
of funds from other levels of Government and pay as you go for all capital
expenditures. This focus will continue to guide some of the financial decisions as
the Utility deals with a very large infrastructure deficit and ongoing pressures of
rate increases and expenditure increases over the next several years.
SERVICE AND FINANCIAL OUTCOMES
See enclosed 2020 Utility Fund Operating Budget
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
ATTACHMENTS
Appendix A 2020 Saint John Water Operating Budget
2020 Utility Fund Operating Budget Presentation
APPENDIX "A"
2020 SAINT JOHN WATER OPERATING BUDGET
20192020
2020 ExpendituresBudgetForecast
Drinking Water
Watershed Management202,000260,000
Water Treatment10,035,0008,404,000
Water Pumping & Storage1,222,0001,312,000
Transmission & Distribution4,976,0004,919,000
Customer Metering714,000763,000
Internal Charges455,000
Other Charges700,000
Debt servicing4,397,000
Capital from Operating3,724,000
Industrial Water
Watershed Management615,000608,000
Water Pumping & Transmission1,835,0001,710,000
Customer Metering133,000124,000
Debt servicing1,654,000
Transfer to Capital Reserve818,000
Transfer to Operating Reserve405,000
Capital from Operating 229,000
Wastewater
Wastewater Pumping3,086,0003,027,000
Wastewater Collection3,158,0003,209,000
WasteWater Treatment4,810,0004,947,000
Internal Charges455,000
Other Charges700,000
Debt servicing3,513,000
Capital from Operating1,547,000
Infrastructure Management
Municipal Engineering820,000822,000
Other Internal Charges905,000
Additional Post Employment Benefits1,322,000
33,833,00048,702,000
Fiscal Charges
Debt servicing9,753,000
Capital from Operating4,700,000
Total Fiscal Charges14,453,000
Total Expenditures 48,286,00048,702,000
20192020
2020 RevenuesBudgetForecast
Potable Water Revenue22,673,00022,091,000
Sewerage Treatement Revenue15,744,00016,107,000
Industrial Revenue4,600,0005,548,000
Fire Protection Levy2,600,0002,500,000
Storm Sewer Levy940,000950,000
Other revenues748,0001,020,000
Previous Year's Surplus981,000486,000
Total Revenues48,286,00048,702,000
Flat Rate - Water & Sewerage$1,428$1,428
4.39%0.00%
Meter Rates: /Cu.m.
Block 1 - First 100$1.6123$2.0030
Block 2 - Excess of 100$1.0267$1.2754
Block 3 - Eliminated for 2020$0.3623
/ƚƓƭǒƒƦƷźƚƓ ĬğƭĻķ ƚƓ .źΏƒƚƓƷŷƌǤ ĬźƌƌźƓŭ
NOTE: Sewer Surcharge 80.35% of Water Charge
Industrial Raw Water Rates: /Cu.m.
East Industrial
Irving Oil$0.2780
Irving Paper$0.0479
West Industrial
Irving Pulp and Paper$0.0740
NB Power (Coleson Cove)$0.2639
-
Law
-
reading of
rd
reading of By
reading of By
nd
nd
and 2
st
and 2
st
and 1
for approval
20: Draft Utility Budget with recommendation to
Utility Budget to Common Council for 3
2020 Utility Budget Context
amendment.
law amendment.
-
November send to Council for approval and 1amendment. Dec 2: Draft Utility Budget to Common Council with recommendation Law Dec 16: By
$5,120,350
17.78%
-
41.49%
2020 Flat Rate
proposed for 2020
ewer charge, 80.35% of water charge (122%
s
2020 Utility Budget Context
This Finance Committee/Council began fiscally prudent practice in 2018
No new debt Utility debt balance by end of 2020 ($88,347,000) reduction from end of 2017 peak ($107,451,000)Debt projections for end of 2024 ($62,875,000) reduction in 7 years from end
of 2017 peak in Utility debt.
2020 Operating budget based on new Potable Water rate structure and East and West Industrial rate structures.No proposed increase for flat rate customers $1,428 per year.Major shift
in under old rate model) Continued focus on Debt Reduction2020 capital funded from 2020 Operating Budget
Fall 2019
15,835
Need Growth
15,896
Spring 2019
($564,060)
15,994
Fall 2018
years
Rate Billings
NO INCREASE
16,031
in last 3
Spring 2018
Number of Flat
16,132
Fall 2017
16,230
flat rate customers
2020 Revenue Budget Overview
Spring 2017
Flat Rate to be held at $1,428 However, continued pressure on Potable users. Flat Rate customers continue to fall, decrease of 395
16,30016,20016,10016,00015,90015,80015,70015,600
Est.
5,450,000
2019
Consumption
2018
5,344,768
Meter
-
2017
Non Industrial
5,586,842
2020 Revenue Budget Overview
Flat Rate decrease not being made up in Meter consumption.
5,700,0005,600,0005,500,0005,400,0005,300,0005,200,000
2020 Budget Initiatives
Workplace improvements (fall arrest) at various underground vaults and chambers.Improvement in fencing, security and access at various water and wastewater facilities.Replace key electronic
equipment at 30 water facilities and 32 wastewater facilities.Replace 8 key communication links to and from various water and wastewater facilities and replace 133 communication radios
at water and wastewater facilities throughout the City.
Safety and Security Instrumentation and Electrical
Uptown
-
.
2020 Budget Initiatives
Potable Water
Millidgeville
Cleaning, inspection and maintenance on 2 of 10 water storage reservoirs.Fire Hydrant Painting Program (repaint approx. 800 of the 2,100 in inventory) Focus area and Key water transmission
main interconnections for further improvements in water system reliability.Inspection of dams in accordance with Canadian Dam Safety Association Guidelines.Protection of the environment
through the addition of containment around electrical transformer.Water bottle filling station as part of the sea can container that is being constructed and support deployment at various
events.
2020 Budget Initiatives
Wastewater
Dredging cells 1 and 2 at the Lancaster Lagoon to improve operational efficiency and effectiveness.Concrete maintenance and electrical upgrades at the Eastern Wastewater Treatment FacilityContinuatio
n of newly established video inspection and flushing program. Video inspection will inspect another 65kms (15% of inventory)
meeting
nd
Recommendation
2020 Utility Budget
Finance Committee endorse the 2020 Draft Utility Budget and submit to the December 2of Common Council for receive and file.
FINANCE COMMITTEE REPORT
Report Date November 15, 2019
Meeting Date November 20, 2019
His Worship Mayor Darling and Members of Common Council
SUBJECT: Goods and Services Budget for Mayor and Common Council
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of the Finance Committee.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
Jonathan Taylor John Collin
RECOMMENDATION
The Finance Committee provide feedback on a possible reduction to the Goods
and Services budget for the Mayor and Common Council, and that the report be
received for information.
EXECUTIVE SUMMARY
The City Manager was directed to provide a recommendation with respect to
Council.
PREVIOUS RESOLUTION
On October 21, 2019 Common Council made the following recommendation:
RESOLVED that the Goods and Services Budget for Mayor and Common Council
be referred to the City Manager (Finance Committee) to report back to Council
with a recommendation to reduce the Goods and Services budgets of the
.
STRATEGIC ALIGNMENT
riority of fiscal responsibility.
REPORT
Goods and Services budget of 10%, 15% and
20% are illustrated.
- 2 -
Goods and Services budget of 20% and
25% are illustrated.
SERVICE AND FINANCIAL OUTCOMES
n/a
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
n/a
ATTACHMENTS
.
Common Council budget reflecting reductions of 20% and 25%.
($6130) ($9195) ($12,260)
110-0601-421-10-02 Salaries Non 88,000
Union
110-0601-421-10-10 Salaries - Temp 56,143
110-0601-421-12-04 Allowances 0
110-0601-421-14-04 Fringe Benefits 12,687
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.ĻƓĻŅźƷƭ
110-0601-421-20-04 Postage 140
110-0601-421-20-06 Freight 0
110-0601-421-20-08 Telephone 3,762
110-0601-421-20-10 Advertising 3125 -1500 -1565 -1630
110-0601-421-20-12 Travel 4000
110-0601-421-20-14 Conferences 1000
110-0601-421-20-24 Receptions 7700 -1500 -1500 -1500
110-0601-421-20-30 Other General 10,000 -3000
Services
110-0601-421-22-04 Vehicle Insurance 330
110-0601-421-22-06 Fire 107
110-0601-421-32-06 Vehicles/Heavy 2000
Equipment
110-0601-421-40-02 Meals 5000 -1500 -1500 -1500
110-0601-421-40-14 Office Supplies 1000
110-0601-421-40-15 Books/Periodicals 200 -200 -200 -200
110-0601-421-40-50 Other Goods 10000 -1430 -4430 -4430
110-0601-421-70-02 Fleet Usage 0
110-0601-421-70-04 Fleet Fuel 1944
110-0601-421-70-06 Carpenter Shop 1000
110-0601-421-70-20 Computers 4956
110-0601-421-70-22 Fleet - 2436
Depreciation
110-0601-421-70-23 Fleet Labour 1600
110-0601-421-70-24 Fleet - Parts 1000
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{ĻƩǝźĭĻƭ
($36,565) ($45,706)
110-0605-422-10-02 Salaries Non-336,000
Union
110-0605-422-12-04 Allowances 0
110-0605-422-14-04 Fringe Benefits 30,240
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110-0605-422-20-06 Freight 300
110-0605-422-20-08 Telephone 4912
110-0605-422-20-12 Travel 10,000 -10,000 -10,000
110-0605-422-20-14 Conferences 3500 -3500 -3500
110-0605-422-20-22 Memberships 51,000
110-0605-422-20-24 Receptions 19,000 -7500 -10000
110-0605-422-20-30 Other General 245,000 -8000 -10000
Services
110-0605-422-22-06 Fire 63
110-0605-422-26-10 Photography 5000
110-0605-422-26-19 Translation 31,000 -3565 -4000
110-0605-422-26-20 Interpretation 0
110-0605-422-26-30 Other 9000 -2000 -2000
Purchased
Services
110-0605-422-40-02 Meals 13,000 -2000 -4000
110-0605-422-40-14 Office Supplies 2500 -706
110-0605-422-40-50 Other Goods 5000 -1000
110-0605-422-60-01 Grants 0
110-0605-422-70-06 Carpenter Shop 2000 -500
110-0605-422-70-20 Computers 6552
110-0605-422-70-28 Pooled Vehicles 0
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2020 Tax Base Assessment