March 27, 2019 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 –  February 20, 2019

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 – NONE
9. NOTICES OF TABLED MATTERS – NONE

10. CORRESPONDENCE, PETITIONS & DELEGATIONS
10.1 Correspondence
10.2 Petitions

11. INFORMATION ITEMS BROUGHT FORWARD
 
12. REPORTS
12.1 AUDITOR GENERAL – NONE

12.2 FINANCE AND RISK MANAGEMENT – NONE

12.3 INVESTMENT REPORTS – NONE

12.4 STAFF
12.4.1 Award – Tender 18-159 - New St. Andrew’s Community Centre [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council:
1. Approve an unbudgeted withdrawal in the amount of $480,000 (net HST included), from the Capital Fund Reserve, Q526;
2. Increase 2018/2019 Capital Project Number CB000011 – St. Andrew’s Community Centre Renovation by $480,000 (net HST Included); and
3. Award Tender No. 18-159, New St. Andrew’s Community Centre, to the lowest bidder meeting specifications, PCL Constructors Canada Inc., at a cost of $10,334,743 (net HST included) with funding from Project Account No. CB000011 – St. Andrew’s Community Centre Renovations and Project Account No. CBX01162 Environmental Remediation/Building Demolition, as outlined in the Financial section of the staff report dated February 19, 2019.

12.4.2 Funding Request – Terence Bay Community Hall Association: Proposed Contribution Agreement (Supplementary Report) [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council:
1. Approve the transfer of $75,000 from Operating Account M310-8004 to the General Contingency Reserve Q421 in fiscal year 2018-19;
2. Approve provision of a one-time capital contribution in the amount of $75,000 to the Terence Bay Community Hall Association towards capital improvements and upgrades to 80 Sandy Cove Road, Terence Bay, to be funded as a withdrawal from the General Contingency Reserve Q421 in fiscal year 2019-20; and
3. Authorize the Chief Administrative Officer, or his designate, to negotiate, enter into and execute a Contribution Agreement on behalf of the Municipality with the Terence Bay Community Hall Association substantially in the same form as the draft Contribution Agreement included as Attachment 1 of the staff report dated February 27, 2019, and otherwise acceptable to the Chief Administrative Officer.

12.4.3 Write-off of Uncollectable Accounts [PDF]
Motion:
That the Audit and Finance Standing Committee:
1. Forward the staff report dated February 20, 2019 to HRM Regional Council for approval;
2. Forward the private and confidential In Camera report “Write-off of Uncollectible Account – Details” to HRM Regional Council as an In Camera Information Report, and that the report not be released to the public;
3. The real property tax accounts in the amount of $843.53 comprised of $768.71 principal and $74.82 interest as summarized in Schedule 1 be formally written out of the books of account;
4. The general revenue accounts in the amount of $8,602,318.07 comprised of $8,602,306.12 principal and $11.95 interest as summarized in Schedule 1 be formally written out of the books of account; and
5. The recreation accounts in the amount of $2,033.94 comprised of $2,033.94 principal and $0.00 interest as summarized in Schedule 1 be formally written out of the books of account.

12.4.4 Increase to Contract award 16-047 WSP Canada Inc Prime Design Services for Cogswell Redevelopment Program [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council authorize a reallocation of funds from the WSP contract to purchase order # 2070765948. The balance of the funds in the contract will be used for contract management services as per the original contract award.

12.5 GRANTS COMMITTEE – NONE

12.6 COMMITTTEE MEMBERS – NONE

13. MOTIONS – NONE

14. IN CAMERA (IN PRIVATE)

Council may rise and go into a private In Camera session, in accordance with Section 19  of the Halifax Regional Municipality Charter, for the purpose of dealing with the following:

Private and Confidential Information Items

1. Private and Confidential In Camera (In Private) Information Report – re: Write-off Uncollectable Accounts - Detail

15. ADDED ITEMS

16. NOTICES OF MOTION 

17. PUBLIC PARTICIPATION

18. DATE OF NEXT MEETING –  April 17, 2018 at 10:00 a.m., Council Chamber, 3rd Floor City Hall, 1841 Argyle Street, Halifax

19. ADJOURNMENT 

INFORMATION ITEMS

1. Information Report dated March 15, 2019 from the Legislative Assistant re: Presentation Requests - NONE [PDF]