July 20, 2016 Audit and Finance Standing Committee

Date:

Time: 10:00 a.m.

Location: Council Chamber, 3rd Floor City Hall, 1841 Argyle Street, Halifax

Agenda

1.    CALL TO ORDER

2.    APPROVAL OF MINUTES – May 11 & June 15, 2016

3.    APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF ADDITIONS AND DELETIONS

4.    BUSINESS ARISING OUT OF THE MINUTES
5. CALL FOR DECLARATION OF CONFLICT OF INTERESTS
6.    MOTIONS OF RECONSIDERATION – NONE
7.    MOTIONS OF RESCISSION – NONE
8.    CONSIDERATION OF DEFERRED BUSINESS

9. NOTICES OF TABLED MATTERS – NONE
10.    CORRESPONDENCE, PETITIONS & DELEGATIONS
10.1    Correspondence 
10.2    Petitions
10.3    Presentations

11.    INFORMATION ITEMS BROUGHT FORWARD 

12.    REPORTS
12.1    STAFF 

12.1.1    Budget Increase to CV000004 – Transit Support Vehicle Replacement [PDF]

Motion:

That the Audit & Finance Standing Committee recommend that Halifax Regional Council:

1.    Approve a budget increase of $29,200 to Project Account CV000004 – Transit Support Vehicle Replacement
2.    Approve an unbudgeted withdrawal in the amount of $1,488 from General Fleet Reserve Q204, as outlined in the Financial Implications section of the staff report dated June 13, 2016.

12.1.2    Long-term Fiscal Strategy – Reserve Review
- Report  [PDF]
-Staff Presentation [PDF]

Motion:

That the Audit & Finance Standing Committee recommend that Halifax Regional Council approve the proposed reserves as presented in Attachment 1 of the staff report dated June 28, 2016.

12.1.3    Administrative Order 2016-005-ADM - Procurement Policy
- Report  [PDF]
-Staff Presentation [PDF]

Motion:

It is recommended that the Audit and Finance Standing Committee recommend to Halifax Regional Council:
a)    The repeal of Administrative Order #35 Procurement Policy and

b)    The adoption of Administrative Order #2016-005-ADM - Procurement Policy as outlined in Appendix A of the staff report dated July 13, 2016

12.1.4    Halifax Regional Fire & Emergency Unmanned Aircraft Surveillance (Drones) [PDF]

Motion:

It is recommended that the Audit & Finance Standing Committee recommend that Halifax Regional Council:
1.    Approve a budget increase of $60,000 to Capital Account CEO10001, Fire Services Equipment Replacement for the purchase of two unmanned aircraft surveillance drones.

2.    Approve an unbudgeted withdrawal in the amount of $60,000 from Q206, Fire & Emergency Service Vehicle and Equipment Reserve, as outlined in the Financial Implications section of the staff report dated July 12, 2016.
 
12.2    OFFICE OF THE AUDITOR GENERAL

12.2.1    A Performance Review of the Management of Small Equipment - Halifax Regional Municipality©
-Report [PDF]
-Presentation [PDF]

12.3    GRANT COMMITEE

12.3.1    Tax Relief for Non-Profit Organizations: Proposed Renewal of Tax Relief for Leases Removed from Administrative Order 2014-001-ADM Schedules [PDF]

Motion:

That the Audit & Finance Standing Committee recommend that Halifax Regional Council approve a grant for the nine (9) organizations/ten (10) properties listed in Table 1 of the staff report dated June 30, 2016 for fiscal year 2016-17, effective April 1, 2016 unless otherwise stated, at an estimated combined estimate cost of $109,743 from Account M311-8006.
12.4    INVESTMENT POLICY ADVISORY COMMITTEE – NONE 

12.5    SPECIAL EVENTS ADVISORY COMMITTEE – NONE

12.6    MEMBERS OF THE AUDIT & FINANCE STANDING COMMITTEE – NONE

13.    MOTIONS

14.    IN CAMERA (IN PRIVATE)

14.1    Approval of In Camera Minutes – May 11, 2016

Motion:

That the Audit & Finance Standing Committee approve the In Camera Minutes of May 11, 2016 as circulated.

14.2    Property Matter

14.2.1    Ross Road Realignment Capital Budget

Motion:

That the Audit & Finance Standing Committee recommend that Halifax Regional Council approve funding for the Ross Road Realignment project as outlined in the Financial Implications section of the private and confidential staff report dated May 25, 2016.

15.    ADDED ITEMS

16.    NOTICES OF MOTION

17.    PUBLIC PARTICIPATION

18.    DATE OF NEXT MEETING – September 7, 2016

19.    ADJOURNMENT 
 
INFORMATION ITEMS

1.    Memorandum from the Legislative Assistant, dated July 13, 2016 re: Requests for Presentation – None  [PDF]