 The first item on the agenda is the agenda. Welcome motion. You adopted as as amended. 3.03 as well. Until our next day. I'll make that motion. I haven't found it yet. Okay. Unless, unless Councillor Jang is raising his hand. Thank you, Councillor Jang second by. Okay. Just confirming. Are you with us? We have three. We're going to keep going since we do have a quorum. So if any discussion. Any discussion of the agenda. We'll go to a vote. All those in favor of the motion. I think we'll go to the vote. I think we have a motion that goes. We have an agenda that brings us to 2.01, which is the public forum. Former, and I see we do have a hand from our city council. Sharon butcher. Sharon can yours. Yes, but there's an odd phenomenon going on. I don't know if it's affecting Councillor McGee. But when I zoomed in, I got. And I still have con toys. And I, and so then I called in and then I heard your voice, but now I have a split screen with you in the busher conference room and con toys. So I don't know if that's impacting Councillor McGee or not, but it's not. Now I just see you. Sorry. I don't know. I don't know. I don't know. I don't know. Something changed. Turn that off to the camera. The board confusion. Anyways, that's not why I called in, but. Well, go ahead with your public comment. Thank you. So in advance of this meeting, I did send an email to a CAO Shad. It's a question. It has to do with the, the proposed position of budget manager, which, you know, I understand from the audit report. There was a recommendation to have more oversight on a regular basis. So I understand the rationale for the position. And, but I wasn't exactly sure about. I just, you know, I didn't, I didn't have the CAO, you have the, the CFO or whatever, whatever rich positions called, and then you'd have this position and you have other people. And I just wanted to get better clarity about who is doing what. My own experience is that sometimes an additional hand is absolutely essential. It's important to understand how everybody interacts with everyone. The redundancy can cause some confusion and not be as helpful. So my question is for CAO Shad. When you get to that item, if she would offer to explain how she sees this working to the benefit of the department and getting the job done in a better way. So thank you. I'm not seeing anyone else in the room or on mine for the public forum. So we will close the public forum and go to item number 3.01, which is the acceptance approval of the FY 22. Catherine, you want to. Yes. As you might recall, about two months ago, Alina, our primary auditor came and presented a summary of our draft audit results. And we went through a PowerPoint in some detail. We did not vote at that time. Because we were still finalizing some items. And the school audit is technically a part of our audit. So we were still waiting for that. You have in your packet the complete audit. And I am planning to go over that tonight at city council. Because we haven't gone over it. In that forum. And I'll do kind of a quick review based on. The financial literacy training I gave also in January. There are no major updates. From the time of the draft review that we spoke about in January. So. I'm not planning to go over any more details in this forum, but I am happy to answer any questions. That folks may have. Thank you. So the floor is open for more questions. Either Catherine or. Alina. Our auditor is here. She's already given her presentation. So. But she's here to answer questions. Or are we ready? We are hoping for a motion and a recommendation to. To. Except before we're done tonight. So how would the board like to proceed? I'm happy to make the motion. To. I'm happy to make the motion to. I'm happy to make the motion to recommend the city council for the attached resolution. Excellent. Thank you. Is there a second second by Councillor Chang. Any discussion. Thank you. I mean, I think another year of great work. And I'm very glad that this has nothing to do with. And the cities. Seen that the. And I think. Yes. To the leadership of the mayor. And also to you. Thank you. Thank you. Thank you. Thank you. Thanks. So. Thank you. Thank you. Thank you. Thank you. Thank you, Councillor Chang. I do think it's. I do it. And I do appreciate how Catherine. The areas where it was also done is what I should do. And identified areas for continued work. And. I'm appreciative that even before you've accepted it, Catherine's already. As we've. Disgusted various ways. action to address where we still have shortcomings which which we we which we do as the defied it did show um and it's it's the side it shows as well but I don't think uh we're not ignoring them we're taking action. Um yeah the only thing that I would just say is and I would agree exactly with what Councillor Chang has said that uh thank you you know other the mayors credit over this but it's really Catherine thank you so much for for all that you've done and for and your staff as well but um the uh I'm wondering if there is a way that in the months to come maybe not on a monthly basis but you know for years we did a report on the due to due from pooled cash because that was such a a huge issue was pooled cash and we've you know we haven't seen a pool cash report in a really long time obviously the the biggest challenges with pool cash is an item that is no longer a part of the city um but I I don't know that it wouldn't be a bad idea for people you know once once you get lulled into a certain sense of it's okay um maybe it would be a good idea to start every now and then just so that people really do understand what the idea of due to due from um in a large city well how that works and how one side is borrowing from the other and how you reconcile that um but then the other is that you know with a new position and hopefully um you know journal and closing closing on a monthly basis I think it would be maybe not maybe not March and maybe not April but certainly going into the beginning of the next fiscal year would be to have you know some sort of a report about that um not necessarily every month because that's incredibly labor intensive but something so that you know we're we're sort of getting a running idea of the biggest challenges that we had um you know with the audit I mean believe me they're they're nothing they're nothing compared to what they were six seven eight years ago but you know and it's a misnomer to think that auditors I don't know Elena may may may may may disagree with me it's a misnomer Elena that auditors are looking for something to be able to write you up on it is really I don't I don't believe that that's what auditors do um you know it's not a sign of honor to be able to have five things in the management letter but I'll let her speak to her perspective but I think that would be just to be able to know that we are more actively engaged in addressing the issues that we did have so I agree with you president I think we did um this new budget position should uh supposed to go on the institute um budget position to have uh regular budget reviews with with with this board be able to have a better sense mid-year um where we are and on a regular basis on expats items um I'm going to quite start with that capacity we should get back to that yeah so that's my short way that's my long-winded way of saying great job I'll just say we are working um in advance of even hiring this budget manager we've made a lot of progress towards this monthly close um and I think we all recognize starting at the beginning of the fiscal year it'll be a lot easier but we will be for April May and June um I say piloting it but really we'll be doing it and providing reports to you and I think working with this board to figure out what is useful what do you want more of less of what's not working on our side like maybe April just doesn't go well at all if we don't end up showing you something but it is our intention by May 15th to bring you something for April so thank you and the due to do from is interesting I hadn't put that on my radar but I will well it it captured a tremendous amount of attention for a very long time and that story yes right um I think we have a motion on the table right it was motioned by President Paul seconded um any further discussion with Councillor Wiggy just echoing the thanks from everyone else I have a very quick question it seems that as part of the audit two departments overspend their budget and the Burlington elected yes and that one was significant right was just wondering if we know about it as part of the audit or you knew about it um we did not know about it before um and that's part of not having all of these monthly controls um in place and also we had a sense that there was an issue because we knew that we were spending a lot on overhead um but overtime thank you not overhead overtime um but we did not have what I would like to have which is as we're getting closer we should be able to proactively anticipate that and one of the things this budget manager should do is work with department heads in advance and to be able to come to this body to make those decisions before department were to go over their budget okay I think we're ready for a vote on the motion we will do that all there's a favorite motion please say aye all right i'm going to get posed the motion carries me honestly so we're now at 3.02 um and we've been sort of referring to a few times in this question already to creation of a budget manager position and reclassification of one court treasurer position i definitely want to see this up too yes um so i'll start with the reclassification first um this is a currently vacant accounting assistant position um that is currently a grade 12 and we would like to turn that into a customer service associate position um as a part of the overall ct reorg i've spoken um at this body before about the fact that our customer service associates when you walk into the clerk treasurer's office used to just be front facing they would give you your birth certificate or your dog license um and oftentimes they're very busy on the phones or with any person customers but um if they are not there could be some downtime we have cross trained um those associate positions so that they can perform some basic accounting functions entering receipts or taxes into our systems and so that's working really well it gives people some professional growth it also gives us some redundancy in our positions and so instead of having an accounting assistant and then someone else doing customer service work we'd like to merge those positions if it's better into our model um and that way we have someone who can handle front desk items as well as back office items then uh for the budget manager we did first get this idea through the management letter in the audit when alina suggested that we could use some dedicated resources um in reviewing um month end transactions um and i had a good back and forth with sharon busher as she alluded to in public forum um discussing what exactly would this person's role be um as opposed to my role in the budgeting process or the director of financial operations um and i'll say the budgeting process is very hands-on and is usually tacked on to kind of the end of someone's job and really it is should be someone's primary responsibility so i see this budget manager as the person who can be hands-on in a way that the director of financial operations was doing with the budget but then that would take time away from critical personnel management management of the tiff management of bonding um in my mind we have too few people doing too many tasks and then the budget creation always gets done because we must pass a budget by june 30th but mistakes can be made and we aren't able to proactively manage the budget um in that sort of other part of the year so that's what this position is really meant to do um and we did work on it um with gathering input from both ct as well as across the city so i'm happy to take questions if there are any others did any issue with the very no union any advice no no issues the union was in favor of the one position that's affected the associate position and then the budget manager is i'd be glad to make the motion uh the two motions is recommended on board docks excellent thank you councillor gui do you have a second it's like second by councillor jane's discussion great all those in favor of the motion please say aye and are any opposed motion carries unanimously thank you for the support on what these items particularly the budget position i think this is uh this is really going to have positive impacts from america our work together going forward so thank you again for for i got it um that brings us to the final item here um which is 3.04 use of council initiative funds for public art mural in the new north end and uh we should exist a little bit about this councillor jane yes um thank you mr mayor get it so as you know the new north end is on the city that doesn't have any type of public arts definitely not not south and south central district it's beautiful this piece of but but this um project itself is on a location uh you know where we also have a the food shop the new north end where we have another organization called the we're not connected collecting baby supplies so basically we want to beautify basically part of the new north end with this project so the art follow representative came to the arts arts and culture committee uh did a thorough presentation and as part of the news you can see we did ask a detailed question and uh we she they are working also learning and see art in terms of public arts guideline in terms of rich arts in art is in terms of um the ownership and the legalities of it so we approved it and we wanted to take 10 000 dollars aside right while they're navigating the legal precedence of this project and um i was tasked to basically bring this to court by us and uh let's see excellent saying um great would uh yeah any questions no good or no questions other than i think it's great and it's saying it looks from the minutes that you had quite the conversation went on for a couple of pages good note-taking but still is really good yes yes that's um tolly yeah yeah when i would be next year i want her next week she's good you mean you just want her to go with you great are we would you like to make a motion i make a motion to use 10 000 dollars of the city because of each other to create a middle on the new project i'm happy to second that i do have one question as long as we are talking about the council initiative funds it's now march do you happen to know what is left of the lineup 50 000 was left when councillor jen asked me so now we will have 40 000 okay all right spend what spend away leave me the money for next year well we would if it would we would if it would roll forward yeah she'll say this is the general fund say thank you that was that was the question that i had great for the discussion all those appear the motion please say hi hi there are your posts motion carries yes they thank you as a jake bring this forward and so you can do a lot of work if we're getting here so thank you for putting this well-developed concept in so with that it's 557 and we have concluded all of our business so there's no objection during the board of finance 557 wow 163 yeah yeah yesterday they got lots of time in between to work