GREATER VANCOUVER REGIONAL DISTRICT FINANCE COMMIITEE

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1 GREATER VANCOUVER REGIONAL DISTRICT FINANCE COMMIITEE Minutes of the Special Meeting of the Greater Vancouver Regional District (GVRD) Finance Committee held at 12:01 p.m. on Monday, March 17,2014 in the 10 th Floor Conference Centre, 5945 Kathleen Avenue, Burnaby, British Columbia, to discuss the Finance Committee role, procurement policy and related matters. PRESENT: Chair, Director Richard Walton, North Vancouver District Vice Chair, Director Colleen Jordan, Burnaby Director Wayne Baldwin, White Rock Director Malcolm Brodie, Richmond Councillor Rod Clark, North Vancouver City Director Jack Froese, Langley Township (departed at 1:07 p.m.) Councillor Michael Lewis, West Vancouver Director Mae Reid, Coquitlam Director Andrew Stone, Bowen Island ABSENT: Director Ernie Daykin, Maple Ridge Director Lois Jackson, Delta Director Kerry Jang, Vancouver Director Barinder Rasode, Surrey STAFF: Phil Trotzuk, Chief Financial Officer, Financial Services Carol Mason, Commissioner/Chief Administrative Officer Klara Kutakova, Assistant to Regional Committees, Board and Information Services, Corporate Services 1. ADOPTION OF THE AGENDA 1.1 March 17,2014 Special Meeting Agenda It was MOVED and SECONDED That the Finance Committee adopt the agenda for its special meeting scheduled for March 17,2014 as circulated. CARRIED held on Monday, March 17, 2014 Page 1 of 5

2 2. REPORTS FROM COMMITTEE OR STAFF 2.1 Lion's Gate Wastewater Treatment Plant Project Procurement Fred Nenninger, Manager, Policy Planning Analysis and Wastewater Treatment, updated the Committee on the definition phase of the Lion's Gate Wastewater Treatment Plant project, highlighting the following: work streams and key dates for the project definition phase project packages identified for analysis senior government funding programs the-value-for money test procurement options for value-for-money analysis: Design Bid Build, Design Build finance, Design Build Finance Operate Maintain KPMG Value-for-money analysis annual cash flow during construction and operations sensitivity analysis sensitivity analysis results - discount rates and additional scenarios recommendation from the Subcommittee next steps Discussion ensued on the following: calculation of the interest and discount rates for the project the project competition process cash flow scenarios senior government funding Presentation material titled "Lions Gate Secondary Wastewater Treatment Plant" and report dated, January 31, 2014, titled "Lions Gate Secondary Wastewater Treatment Plant Project Procurement" are retained with the March 17, 2014 Finance Committee special agenda. 2.2 Procurement and Real Property Contracting Authority Policy Carol Mason, Chief Administrative Officer, and Phil Trotzuk, Chief Financial Officer, presented the draft Procurement and Real Property Contracting Authority Policy for Committee's consideration. The Committee was presented an overview of the following: purpose, principles, Metro Vancouver's procurement process and controls, 2014 expenditures, 2013 contracting summary, Metro Vancouver's current contracting authority, contracting authority of larger Canadian cities, proposed contracting authority for goods, services and construction and for construction change orders, Metro Vancouver's current and proposed contracting authority for all real property interests, and the next steps. Presentation material titled "Procurement and real property contracting authority policy" and "Procurement Process and Controls" chart are retained with the March 17,2014 Finance Committee special agenda. held on Monday, March 17,2014 Page 2 of 5

3 Discussion ensued on: the need to balance the efficiencies and operational effectiveness with oversight/public perception the extent, purpose and timing of the Finance Committee involvement in the administration/oversight of large capital projects financing the magnitude of construction change orders average number of goods, services and construction contracts in the range of $5 million to $10 million the use of a contingency amount and the potential for and implications of a lower project contingency amount on the number of changes orders the construction change orders approval process the rationale for making a distinction between fee and non-fee simple real property interests approval authorities the reasons for differentiating between the proposed disposal and purchase authorities for fee simple real properties; the rationale for all disposals of fee simple real property interests being forwarded to the Board The following comments were provided on the Procurement and Real Property Contracting Authority Policy: concern that the proposed limits for contracting authority for goods, services and construction are too high the proposed contracting authority for goods, services and construction between $250,000 to $2 million is insufficient; insert another category from $500,000 to $2 million for timing purposes, authorize the standing committees to sign off on contracts with the Board to sign off on larger contracts the contracting authority set for the existing programs is not an issue; however, new programs and new capital projects should be monitored more closely by the Board create a list of exceptions from the approval process, based on the nature and/or size of a contract the amounts paid to vendors, not necessarily separate contracts, are reported to the public as part of a public list concern about setting the proposed contracting authority for construction change orders at 10% of the original contract price concern that a percentage limit is not specified in the top two proposed construction change orders categories higher percentage limits in the top two proposed construction change orders categories would be acceptable; however, it may be useful to have specifications the importance of a rigid and clearly defined set of controls to protect staff challenges relating to one-person spending authority in view of the Lower Mainland market, consider an increase of the $250,000 threshold for real property purchases held on Monday, March 17, 2014 Page 3 of 5

4 disposal of all real property interests (including non-fee simple interests) should be authorized by the Board harmonize the proposed contracting authority for fee simple and non fee simple interests real properties 1:07 p.m. Director Froese departed the meeting. Request of Staff Staff was requested to provide the Finance Committee with: the number of construction change orders in the range of $150,000 and $250,000 an updated draft Procurement and Real Property Contracting Authority Policy the statistics pertaining to non-fee simple transactions a rationale for different thresholds for the proposed contracting authority for fee simple and non-fee simple real property interests 2.3 Finance Committee Terms of Reference and Committee Role Discussion ensued on the following: the purpose and timing of the Finance Committee involvement in the large capital projects review and oversight benefits of joint committee meetings value of the review of the tender/contract awards by the Finance Committee Metro Vancouver's internal audit staffing challenges challenges associated with implementation/use of comparators and benchmarks The following comments were provided on the Finance Committee's role and Terms of Reference: it is the Board Chair's prerogative to establish standing committees some administration issues that were transferred to the Intergovernmental and Administration Committee are financial in nature and should remain with the Finance Committee rename the Intergovernmental and Administration Committee to an Executive Committee or Administration Committee potential new names for the Finance Committee: o Budget and Audit Committee o Finance and Audit Committee o Finance and Budget Committee o Financial Planning and Oversight Committee the importance of linking the implementation of the budget with the procurement and decision-making process to prevent disconnect and delays in the approval process other standing Committees (namely utility-based) committees have the expertise to determine efficient and effective oversight of their capital held on Monday, March 17, 2014 Page 4 of 5

5 projects and detailed financial decisions; line-by-line operating oversight by the Finance Committee would not be productive; only a high-level financial review and potential financial challenges should be brought forward to the Finance Committee for consideration the Finance Committee's prime role as an overseer of financial audits and as an entity leading the preparation and presentation of an annual budget to the Board the potential for the Finance Committee to transform into a budget and audit committee concern about the Finance Committee assuming the audit role, which surpasses the Committee's existing role and expertise the Finance Committee is already conducting financial audits oversight of the internal audit is an important role of the Finance Committee and should be incorporated in the Terms of Reference the difference between capital-oriented Metro Vancouver spending versus operation-oriented municipal spending the minimal role of the Finance Committee in a largely capital extensive organization; Committee's minimal involvement in terms of approval and input on large capital project should be clarified in the policy contentment with the Finance Committee's existing role the importance of maintaining and replacing the existing infrastructure; the potential for the Finance Committee to lead the capital planning and asset management program the Finance Committee as an appropriate venue for exploration of service benchmarking 3. ADJOURNMENT/TERMINATION It was MOVED and SECONDED That the Finance Committee conclude its special meeting of March 17,2014. CARRIED (Time: 2:36 p.m.) Klara Kutakova, Assistant to Regional Committees Richard Walton, Chair FINAL held on Monday, March 17, 2014 Page 5 of 5

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