04 - October 8, 2024 Budget Committee Agenda PackageOZ5
ElgmCounty
Budget Committee
Orders of the Day
Tuesday, October 8, 2024, 11:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Budget Committee Meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
1. Call to Order
2. Approval of Agenda
3. Adoption of Minutes
4. Disclosure of Pecuniary Interest and the General Nature Thereof
5. Delegations
6. Reports/Briefings
6.1 Chief Administrative Officer/Clerk - Finance Committee Terms of
Reference
6.2 Chief Administrative Officer/ Clerk - Budget Public Open Houses
Discussion
7. Other Business
8. Correspondence
9. Closed Meeting Items
10. Motion to Rise and Report
11. Date of Next Meeting
12. Adjournment
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Budget Committee
Minutes
June 11, 2024, 1:00 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw, Chair
Deputy Warden Grant Jones
Councillor Andrew Sloan (virtual)
Councillor Mike Hentz
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal Services
Michele Harris, Director of Homes and Seniors Services
Jennifer Ford, Director of Financial Services/Treasurer
Brian Masschaele, Director of Community and Cultural Services
Amy Thomson, Director of Human Resources
Peter Dutchak, Director of Engineering Services
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Stefanie Heide, Legislative Services Coordinator
1. Call to Order
The meeting was called to order at 1:00 p.m. with Warden Ketchabaw in the
Chair.
2. Approval of Agenda
Moved by: Councillor Sloan
Seconded by: Deputy Warden Jones
RESOLVED THAT the agenda for the June 11, 2024 Budget Committee meeting
be approved as presented.
Motion Carried.
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3. Adoption of Minutes
Moved by: Councillor Hentz
Seconded by: Deputy Warden Jones
RESOLVED THAT the minutes of the Budget Committee meeting held on
February 13, 2024 be adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Delegations
None.
6. Reports/Briefings
6.1 Chief Administrative Officer/Clerk - Budget Committee Terms of
Reference (verbal)
The Chief Administrative Officer recommended that the Budget Committee
undergo an evolution to become a Finance Committee with an increased
focus on long-range financial planning and policy development.
Moved by: Councillor Hentz
Seconded by: Deputy Warden Jones
RESOLVED THAT the Budget Committee evolve into a Finance
Committee with a focus on financial policy development and long-range
financial planning; and
THAT an updated Terms of Reference be developed for consideration by
the committee and by County Council.
Motion Carried.
6.2 Chief Administrative Officer/Clerk and Director of Financial
Services/Treasurer - Public Engagement Review (verbal)
The Chief Administrative Officer/Clerk and Director of Financial
Services/Treasurer presented an overview of public engagement activities
undertaken on behalf of the Budget Committee over the past several
years.
Moved by: Councillor Hentz
Seconded by: Deputy Warden Jones
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RESOLVED THAT the report titled "Public Engagement Review" from the
Chief Administrative Officer/Clerk and the Director of Financial
Services/Treasurer be received and filed.
Motion Carried.
6.3 Chief Administrative Officer/Clerk and Director of Financial
Services/Treasurer - Proposed Budget Survey Review (verbal)
The Director of Financial Services/Treasurer presented potential options
for a revised Budget Survey.
Moved by: Councillor Sloan
Seconded by: Deputy Warden Jones
RESOLVED THAT Elgin County enhance communications to promote
public engagement by accepting continuous feedback through email, and
plan for several budget town hall events as part of the 2025 budget
development process.
Motion Carried.
6.4 Director of Financial Services/Treasurer - Finance Department Status
Review (verbal)
The Director of Financial Services/Treasurer provided an update on the
activities of the Finance Department and progress on the implementation
of new financial services reporting software.
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT the presentation titled "Finance Department Status
Review" from the Director of Financial Services/Treasurer be received and
filed.
Motion Carried.
7. Other Business
None.
8. Correspondence
None.
9. Closed Meeting Items
None.
10. Motion to Rise and Report
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None.
11. Date of Next Meeting
The next Budget Committee meeting will be held at the call of the Chair.
12. Adjournment
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT we do now adjourn at 2.09 p.m. to meet again at the call of
the Chair.
Motion Carried.
Katherine Thompson, Warden Ed Ketchabaw,
Manager of Administrative
Services/Deputy Clerk.
Chair.
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ElginCounty
Report to Budget Committee
From: Blaine Parkin, Chief Administrative Officer/Clerk
Date: October 8, 2024
Subject: Finance Committee Terms of Reference
Recommendation(s):
THAT the report titled "Finance Committee Terms of Reference" from the Chief
Administrative Officer/Clerk dated October 8, 2024 be received and filed; and
THAT the Budget Committee evolve to a Finance Committee with a broader mandate
as described herein this report and recommend the same to County Council for
adoption; and
THAT the Budget Committee adopt the Committee Terms of Reference for the Finance
Committee and recommend the same to County Council for adoption.
Introduction:
At its meeting on June 11, 2024, the Budget Committee discussed the evolution of the
Committee as well as the need to have a greater focus on the broader financial
condition of Elgin County. Staff were directed to develop Terms of Reference for a
Finance Committee and present those to the Committee for discussion and
recommendation to County Council.
Background and Discussion:
Background
Following the municipal election in the fall of 2022, County Council formed a Council
Budget Committee with the following mandate:
The Budget Committee is a Standing Committee of Council established to
deliberate on the Budget, which includes the future Capital and Current
Programs for the County of Elgin.
The Committee's objectives were:
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Review and assess budget principles, allocations and related financials,
providing advice to the Chief Administrative Officer and Director of Finance on
the annual budget;
To receive presentations from each department, as required, on financial
matters;
To evaluate the budgetary implications of proposals for new and substantially
revised programs and services in advance of Council's budget deliberations.
Recently, The Province of Ontario has made unprecedented strategic investments in
the Elgin — St. Thomas region to grow jobs and the economy, centered around the
locating of the Power Co. gigafactory.
With these investments it is expected that the Elgin County region will experience
unprecedented growth that could potentially result in financial pressures for the County
to manage.
Discussion
Members of the Budget Committee, recognizing the need and benefits of the Committee
taking a more holistic view of the County's financial condition discussed evolving the
Committee to have a broader view than strictly just budget focused.
In keeping with the Committee's discussion, it is being recommended that the
Committee's mandate be expanded to:
The Finance Committee is a Standing Committee of Council that advises and
makes recommendations to Council regarding financial strategy and policy
direction as well as the fulfillment of Council's oversight responsibilities relative to
County financial reporting, external audit requirements, asset management,
internal controls and compliance with financial regulations and polices.
In addition to the mandate as recommended above, the following Terms of reference
are being recommended:
Terms of Reference:
Financial Strategy and Policy Direction
o In conjunction with Staff, reviewing and making recommendations to
Council respecting existing and proposed new financial and fiscal policies,
practices and procedures.
o Reviewing and recommending a long-range financial plan for the County
including its ongoing updating.
o Reviewing any significant proposed changes to financial reporting and
accounting policies to be adopted by the County.
Internal Control and Compliance
o Monitor the integrity of the County's financial reporting process and
system of internal controls regarding financial reporting and accounting
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compliance for safeguarding County assets, including the review of
financial policies and procedures.
o Reviewing financial and fiscal policies, practices and procedures to ensure
compliance with legislation, regulations, corporate objectives, policies and
ethics.
• External Audit Function
o Making recommendations to Council, in conjunction with staff, with respect
to selecting and dismissal of the External Auditor.
o Directing and reviewing the performance evaluation process for the
external auditor.
o Reviewing the external auditors proposed terms of engagement, audit
scope and approach.
o Review the results of the audit, including reports and the letter to
Management, with the external auditors and management ensuring that
the County's financial reporting practices are assessed objectively,
financial statements are properly audited, any problems identified in the
audit are satisfactorily resolved and any external auditor recommendations
to management are followed up.
• Annual Business Plan and Budget
o Determining the annual schedule for the Business Plan and Budget
preparation and presentations.
o In conjunction with staff, identify financial pressures that the County is
experiencing and options to address them through the Business Plan
development process.
o Review and assess budget principles, allocations and related financials,
providing advice to the Chief Administrative Officer and Director of
Finance on the annual budget.
o To receive presentations from each department, as required, on financial
matters.
o To evaluate the budgetary implications of proposals for new and
substantially revised programs and services in advance of Council's
budget deliberations
• Asset Management
o Provide recommendations on strategy, policy and procedural development
surrounding the County's approach to effective asset management.
o Review the Asset Management Plan and make recommendations to
Council.
o Act in an advisory capacity to Council on issues specific to asset
management.
Financial Implications:
There are no financial implications directly related to the direction being recommended
in this report.
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Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
® Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
There are no impacts to the Local Municipal Partners directly related to the direction
being recommended in this report.
Communication Requirements:
Revised Terms of Reference for the Finance Committee will be posted on the County's
website.
Conclusion:
The Budget Committee evolving to a Finance Committee will allow for the County to
take a broader view on all aspects that impact the County's financial condition and will
also facilitate a more strategic and proactive approach to managing the County's
financial resources.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/ Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
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