The Corporation of the City of St. Catharines
BUDGET STANDING COMMITTEE MINUTES
Monday, August 29, 2016
Members Present: | Councillor Mathew Siscoe, Chair Councillors Mike Britton, N. Carlos Garcia, David A. Haywood (arrived at 3:40 p.m.), Bill Phillips, and Mayor Walter Sendzik (arrived at 3:37 p.m., left at 5:29 p.m.) | ||
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Officials Present: | Shelley Chemnitz, Commissioner of Corporate Services Bryan Shynal, Commissioner of Operations Kristine Douglas, Director of Financial Management Services Bonnie Nistico-Dunk, City Clerk Dan Dillon, Director of Transportation and Environmental Services Jeanette Pillitteri, Director of Corporate Support Services Nicole Auty, Director of Legal and Clerks Services Phil Cristi, Acting Director of Parks, Recreation and Culture Services Karthik Venkataraman, Senior Manager of Information Technology Ronnie Audeh, Manager of Applications, Information Technology Margaret Kreuk, Budget Analyst Maggie Riopelle, Corporate Research Officer Rebecca Alfieri, Council & Committee Coordinator | ||
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Call the Meeting to Order | |||
Committee Chair, Councillor Mathew Siscoe, took the chair and called the meeting to order in Council Chambers at 3:34 p.m.
2. | Adoption of Agenda |
Seconded By: Councillor Phillips
That the Budget Standing Committee adopt the agenda as presented for the meeting of Monday, August 29, 2016.
Carried
Declarations of Interest |
There were none.
4. | Adoption of Minutes |
4.1. | Budget Standing Committee Minutes of June 20, 2016 |
Seconded By: Councillor Garcia
That the Budget Standing Committee approve the minutes of the meeting held on Monday, June 20, 2016.
Carried
Chair's Report |
The Chair thanked staff for providing reports on variances, and advised the Budget Standing Committee of a possible plan to have Committee members and Ward Councillors going door to door providing pamphlets regarding budget open houses and telephone town halls to residents.
6. | Discussion Items |
6.1. | IT Roadmap Presentation (Karthik Venkataraman, Ronnie Audeh, and Jeanette Pillitteri) Information Technology Infrastructure Lifecycle Report |
Jeanette Pillitteri, Director of Corporate Support Services introduced Karthik Venkataraman, Senior Manager of Information Technology, and Ronnie Audeh, Manager of Applications who provided an overview of the IT Roadmap Presentation to the Budget Standing Committee. Mr. Venkataraman, and Mr. Audeh explained the next five years and what is required in order to get the City to where they would like to be with technology. Mr. Venkataraman and Mr. Audeh went over the technology layout comparator cities, explained about infrastructure upgrades, application consolidation, mobile services, online presence (which includes services such as open data, marriage licenses, parking services, online payments, implementing online forms, and an upgraded Amanda portal for building permits and payments), application upgrades, innovation, and creating a connected City. Mr. Venkataraman, and Mr. Audeh explained the difference between the presentation and the Information Technology Infrastructure Lifecycle Report, and answered questions from the Committee.
That the Budget Standing Committee approve in principle the formalization of an IT Infrastructure Lifecycle report. The Lifecycle report will analyze and make recommendations on the lifecycle and refresh rate of information technology infrastructure and operating systems deployed throughout the corporation. This endorsement provides the necessary direction for City management to efficiently budget any Infrastructure replacements; and
That staff prepare a report back to the Budget Standing Committee with a three (3) year plan, and associated costs on the customer interface and staff interface, and how they interchange in order to prioritize moving forward. FORTHWITH
Yeas: Councillors Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried as Amended
6.2. | Internal Audit Function (Kristine Douglas) • Internal Auditor Position • Core Services Review / Alternative Service Delivery |
Kristine Douglas, Director of Financial Management Services, provided an overview of the report regarding an Internal Audit Function, Core Services Review, and Alternative Service Delivery. Ms. Douglas answered questions from the Committee.
That the report regarding Internal Audit Function be referred to staff for further information including:
1.An evaluation of the alternatives for conducting a complete organizational effectiveness study combined with a core services review; and
2.A review of the alternatives for retaining experts that could fund their work from identified sustainable savings that do not negatively impact required core services; and
3.That the information be ready for the Committee’s review no later than the October 17, 2016 meeting; and
4. Further, that the report include a placeholder in the 2017 budget for an internal auditor. FORTHWITH
Yeas: Councillors Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried
6.3. | Existing City-shared Service Agreements (Kristine Douglas) |
Kristine Douglas, Director of Financial Management Services, provided an overview of the report regarding Existing City-shared Service Agreements, and noted from the Committee the shared services not in report as the pending inter-regional transit, the shared services between St. Catharines and Thorold Transits, and possible St. Catharines and Thorold Fire Department. Ms. Douglas answered questions from the Committee.
That the Budget Standing Committee (BSC) receive this report for information purposes; and
That the Chief Administrative Officer (CAO) report back to the Budget Standing Committee regarding the service sharing project. FORTHWITH
Yeas: Councillors Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried as Amended
6.4. | Variance Reporting (Kristine Douglas) • Q2 - Operating Variance |
Kristine Douglas, Director of Financial Management Services, provided an overview of the report regarding the Year-to-Date Report - 2016 Second Quarter Operating Variance. Ms. Douglas answered questions of the Committee.
That the Budget Standing Committee (BSC) receive for information the Year-to-Date Report (YTD) for the second quarter of 2016. FORTHWITH
Yeas: Councillors Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried
Variance Reporting (Kristine Douglas) • Q2 - Capital Project Report |
Kristine Douglas, Director of Financial Management Services, provided an overview of the report regarding the Second Quarter Capital Project Report. Ms. Douglas answered questions from the Committee.
That the Budget Standing Committee (BSC) receive for information the second quarter capital project report. FORTHWITH
Yeas: Councillors Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried
Information Items |
7.1. | 2016 Budget Revisions and Supporting Documents |
That the Budget Standing Committee (BSC) receive the supporting documents related to the development of the 2016 operating budget. FORTHWITH
Yeas: Councillor Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried
7.2. | 2016 Budget Standing Committee Schedule |
The Budget Standing Committee voted on Items 7.2 and 7.3 together in one motion. See Item 7.3 for motion.
7.3. | 2017 Revised Work Plan |
That Item 7.2 - 2016 Budget Standing Committee Schedule, and Item 7.3 - 2017 Revised Work Plan be received for information by the Budget Standing Committee. FORTHWITH
Yeas: Councillors Britton, Garcia, Haywood, Phillips, Siscoe, and Mayor Sendzik
Nays:
Carried
Other Business |
There was none this evening.
9. | Adjournment |
There being no further items of business, this meeting be adjourned at 5:31 p.m.
Carried
Certified Correct:Confirmed by:
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Council & CommitteeCommittee Chair
Coordinator