CITY OF QUESNEL QUESNEL MUNICIPAL COUNCIL Standing Committee - FINANCIAL SUSTAINABILITY & AUDIT ---------------------------------------- AGENDA May 31, 2016 at 9:00 a.m. Page A. CALL TO ORDER Chair B. APPROVAL OF AGENDA: C. ADOPTION OF REGULAR MINUTES: 2-3 1) Minutes of May 10, 2016 D. ACTIONS / OLD BUSINESS: 4-5 1) Action Summary 6-20 2) Action Item #49; Snow Removal Discussion E. NEW BUSINESS: 1) Finance Department Update 2) Spending Issues (Overage) F. CORRESPONDENCE: n/a G. MOVE TO SPECIAL CLOSED Pursuant to s.90 of the Community Charter: 90(1)(c) - Labour relations or other employee relations; and 90(1)(l) - Discussions with City officers and employees respecting City objectives, measures and progress reports for the purposes of preparing an annual report under Section 98 of the Community Charter. H. MOVE TO RELEASE INFORMATION FROM SPECIAL CLOSED TO PUBLIC MEETING I. MOVE TO ADJOURN SPECIALCLOSED AND RESUME SPECIAL OPEN J. NEXT MEETING 1) June 21, 2016 K. ADJOURN SPECIAL OPEN Page 1 of 20
MEETING NO. 9 A Municipal Council Standing Committee - FINANCIAL SUSTAINABILITY & AUDIT Meeting was held on the 10th day of May, 2016 commencing at 9:00 a.m. at Council Chambers, City Hall, 410 Kinchant Street. Present: Committee Members: Mayor Bob Simpson [CHAIR], Councillor Scott Elliott Staff: Deputy City Manager/Director Finance and Corporate Services Kari Bolton Regrets: Councillor Thapar & City Manager Byron Johnson Gallery: A. CALL TO ORDER - CHAIR Mayor Simpson called the meeting to order at 9:00 a.m. B. APPROVAL OF AGENDA: MOTION-26 MOVED Councillor Elliott, Seconded Director Bolton and resolved: THAT the Financial Sustainability & Audit Committee approve the May 10, 2016 Agenda as presented. CARRIED C. ADOPTION OF REGULAR MINUTES: C.1) Minutes of April 19, 2016 at 10:00 a.m. MOTION-27 MOVED Councillor Elliott, Seconded Director Bolton and resolved: THAT the Financial Sustainability & Audit Committee adopt the April 19, 2016 10:00 a.m. Minutes as presented. CARRIED C.2) Minutes of April 19, 2016 at 5:30 p.m. MOTION-28 MOVED Councillor Elliott, Seconded Director Bolton and resolved: THAT the Financial Sustainability & Audit Committee adopt the April 19, 2016 5:30 p.m. Minutes as presented. CARRIED D. ACTIONS / OLD BUSINESS: D.1) Action Summary Reviewed & revised. E. NEW BUSINESS: E.1) Finance Department Update No discussion. E.2) Spending Issues (Overage) No discussion. E.3) Permissive Tax Exemptions 2016 MOTION-29 May 24/16 Council Agenda MOVED Councillor Elliott, Seconded Mayor Simpson and resolved: THAT the Financial Sustainability & Audit Committee recommends to Council the next steps for Permissive Tax Exemption applications in 2016. CARRIED Minutes of May 10, 2016 Page 2 of 20
Meeting No. 9 Financial Sustainability & Audit Committee 10 May, 2016 E.4) Potential New Statutory Reserves MOTION-30 May 24/16 Council Agenda MOVED Councillor Elliott, Seconded Mayor Simpson and resolved: THAT the Financial Sustainability & Audit Committee recommend to Council the creation of three new statutory reserves for water capital, sewer capital and gas tax funds and direct staff to bring forward a report with the required bylaws and amendments to the Reserves and Deferred Revenue Policy. CARRIED F. CORRESPONDENCE: F.1) Accessibility & Inclusion Advisory Committee MOTION-31 June 14/16 NCJPC Agenda MOVED Councillor Elliott, Seconded Mayor Simpson and resolved: THAT the Financial Sustainability & Audit Committee receive the correspondence from the Accessibility & Inclusion Advisory Committee, dated April 21, 2016, in which they outline their 2017 Capital Budget priorities; AND THAT the Financial Sustainability & Audit Committee refer the accessible beach request to the North Cariboo Joint Planning Committee for consideration; AND THAT the remaining requests be brought forward as part of the Budget 2017 process. CARRIED ACTION: Matt Thomas, Director Public Works Operations be invited to the next Accessibility and Inclusion Advisory Committee meeting to discuss the Committee s request to improve accessible parking downtown by creating blue painted disabled parking areas. G. NEXT MEETING May 31, 2016 H. ADJOURNMENT: With there being no further business to discuss, the Financial Sustainability & Audit Committee meeting ended at 9:44 a.m. CERTIFIED CORRECT Mayor Bob Simpson [CHAIR] Minutes of May 10, 2016 Page 3 of 20
Action Summary Page 4 of 20 Financial Sustainability & Audit Committee Action Tracking Summary 2016 [05 10 2016] Date # Responsible Action Status/ Complete 2015 Nov 24 49 K.Bolton Future Discussion Items: Snow Conversation Budget appropriately or reduce standards. May 31, 2016 55 K.Bolton Look at creating separate utility fund for garbage/landfill/recycling In progress Dec 15 56 K.Bolton [M.Thomas] Waste Reduction Activities, Look into Cariboo Cares program that the Cariboo Regional District is running 57 K.Bolton [R.Bardua] Internet Upgrade Look into Telus quote vs Shaw 2016 58 K.Coombs Look at crosswalk from South West Side of Carson/Kinchant intersection to Barkerville Brewery; Director Coombs to discuss with Ministry of Transportation and Infrastructure 60 J.Norburn Re-staining deck at Shiraoi House look at grant funding from Rotary/Community Futures for this project and gate for Skyfest 64 B.Simpson Discuss Disabled Parking Awareness signage with Business Improvement Associations 66 71 B.Simpson K.Bolton Investigate funding alternatives for WFTP Smaller Playground renovations 72 [M.Thomas] Prepare Briefing note on disposition policy of old playground equipment [Similar issue recently discussed at North Cariboo Joint Planning Committee]. Prepare a report to Financial Sustainability & Audit Committee to include: 1. How to advance the playground replacements including funding options; 2. Development of a 5 year capital plan on playground replacement; 3. Determine whether to use a consultant or a vendor through a Request for Proposal ("RFP") process]; 3. Consider efficiencies gained by looking at a 5 year RFP proposal for playground vendors MAR 8 69 Mayor Painted fire hydrants in the downtown area a discussion item for the Waste Management Meeting; Date TBD June 21, 2016 Done [$9250] Mayor mw BIAs
Action Summary Page 5 of 20 [T.Turner] next meeting with the Downtown Business Association. Currently the Downtown Business Association maintains the hydrants and the intent would be for that practice to continue. 70 M.Thomas [G.Albers] Add to Council Fall Strategic Planning Session - Summary of playgrounds together with other park amenities, such as flower beds 73 Mayor Mayor Simpson will contact the Accessible Citizens of Quesnel advising that the City currently has signs at all our major public buildings. MAR 29 74 K.Bolton Staff to bring back a report outlining recommendations for categories of business licenses. MAY 10 No actions FUTURE AGENDAS THAT Council receives the draft City of Quesnel Active Transportation Plan ("Plan"); AND THAT Council approves the Plan and directs staff to refer the implementation of the Plan's capital planning requirements to the Financial Sustainability and Audit Review Committee. From Apr 19/16 [#8] CCC Development Costs Overview Fall, 2016 Referred to NCJPC for further consideration Council referral 27-16-1-Quesnel ATP Strategies and Ac Invite Council Page 2 of 2
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