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County Finance & Correspondence Committee

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County Finance & Correspondence Committee County of Haliburton Finance and Correspondence Committee Agenda Wednesday, November 13, 2019 9:30 A.M. County Council Chambers Page 1. ADOPTION OF AGENDA 2. DISCLOSURE OF PECUNIARY INTEREST 3. ADOPTION OF MINUTES FROM PREVIOUS MEETING 2 - 5 Minutes from the October 9, 2019 Meeting 4. ITEMS OF BUSINESS 6 - 12 IT Status Report CORRESPONDENCE SUMMARY 13 - 163 Correspondence Summary Listing FINANCIAL REPORTS 164 - 170 Cheque Register for October 2019 171 - 172 Payroll Register for October 2019 173 - 181 YTD Actuals as at October 31, 2019 5. OTHER BUSINESS 182 - 188 Request to Review Property Tax Assistance to Certain Elderly and Disabled Residents 6. CLOSED SESSION 7. REPORT FROM CLOSED SESSION 8. ADJOURNMENT Page 1 of 188 AGENDA ITEM # County of Haliburton Finance and Correspondence Minutes Wednesday, October 9, 2019 Haliburton County Finance and Correspondence Committee convened a meeting on Wednesday, October 9, 2019 at 10:00 a.m. in the County Council Chambers with the following in attendance: Council: Councillor Brent Devolin, Chair Mayor Minden Hills Councillor Andrea Roberts, Vice- Mayor Dysart et al Chair Councillor Dave Burton Mayor Highlands East Warden Liz Danielsen Deputy Mayor Algonquin Highlands Regrets: Staff: Michael Rutter CAO/Clerk Elaine Taylor Treasurer Mike March Director of IT ADOPTION OF AGENDA Chair Devolin called the meeting to order. Motion # F 70 2019 Moved by: Councillor Dave Burton Seconded by: Councillor Andrea Roberts Be it resolved that the agenda for the October 9, 2019 Haliburton County Finance and Correspondence Committee be approved. CARRIED DISCLOSURE OF PECUNIARY INTEREST The members did not disclose any pecuniary interest. ADOPTION OF MINUTES FROM PREVIOUS MEETING Minutes from the September 10, 2019 Meeting Page 2 of 188 AGENDA ITEM # The draft minutes of the September 10, 2019 meeting of the Haliburton County Finance and Correspondence Committee were circulated to members for approval. Motion # F 71 2019 Moved by: Warden Liz Danielsen Seconded by: Councillor Andrea Roberts Be it resolved that the minutes of the September 10, 2019 meeting of the Haliburton County Finance and Correspondence Committee be adopted as circulated. CARRIED ITEMS OF BUSINESS IT Status Report The monthly IT department status report was presented to Committee. Motion # F 72 2019 Moved by: Councillor Dave Burton Seconded by: Warden Liz Danielsen Be it resolved that Haliburton County Finance and Correspondence Committee receives for information the October 9th, 2019 IT department status report. CARRIED CORRESPONDENCE SUMMARY Correspondence Summary Listing Motion # F 73 2019 Moved by: Warden Liz Danielsen Seconded by: Councillor Dave Burton Be it resolved that the Correspondence Listing for the period of September 1, 2019 to September 30, 2019 be received for information by the Haliburton County Finance and Correspondence Committee. CARRIED FINANCIAL REPORTS Cheque Register for September 2019 Motion # F 74 2019 Page 3 of 188 AGENDA ITEM # Moved by: Councillor Dave Burton Seconded by: Councillor Andrea Roberts Be it resolved that Haliburton County Council receives for information the staff report on the Cheque Register for September 2019; And further that the Cheque Register for September 2019 with cheques, EFTs and PAPs totaling $965,238.16 be hereby approved. CARRIED Payroll Register for September 2019 Motion # F 75 2019 Moved by: Councillor Andrea Roberts Seconded by: Warden Liz Danielsen Be it resolved that Haliburton County Finance and Correspondence Committee receives for information the staff report on the Payroll Register for September 2019; And further that it be recommended to Haliburton County Council that the Payroll Register for September 2019 with net direct deposits totaling $419,845.39 be hereby approved. CARRIED YTD Actuals as at September 30, 2019 Motion # F 76 2019 Moved by: Warden Liz Danielsen Seconded by: Councillor Dave Burton Be it resolved that Haliburton County Finance and Correspondence Committee receives for information the staff report on the YTD Revenue and Expenditures as at September 30, 2019; And further that it be recommended to Haliburton County Council that the preliminary YTD Revenue and Expenditures as at September 30, 2019 be hereby approved. CARRIED OTHER BUSINESS None. CLOSED SESSION No Closed Session. Page 4 of 188 AGENDA ITEM # REPORT FROM CLOSED SESSION No Report. ADJOURNMENT Motion # F 77 2019 Moved by: Councillor Dave Burton Seconded by: Warden Liz Danielsen Be it resolved that the October 9, 2019 meeting of the Haliburton County Finance and Correspondence Committee now adjourn. CARRIED With no further business, the meeting adjourned at 10:08 a.m. Certified Correct Councillor Brent Devolin, Chair Michael Rutter, CAO/Clerk Page 5 of 188 AGENDA ITEM # County of Haliburton P.O. Box 399 – 11 Newcastle Street, Minden, Ontario K0M 2K0 STAFF REPORT To: Chair and Members of the Finance & Correspondence Committee Prepared By: Michael March, Director of IT Re: IT Status Report Date: November 13, 2019 Recommendation: That Haliburton County Finance and Correspondence Committee receives for information the November 13th 2019 IT Department Status Report. Background: The IT Department report is a monthly submission providing Committee chair and members with metrics pertaining to IT including: the status of user generated Help Desk requests; the ongoing status of IT projects; the results of the previous month’s security phishing tests; and performance indicators for the key services at the County and Municipal Administrative offices. Analysis: Please see attached schedule A for detailed information on the above noted metrics. Financial Impact: N/A Reviewed/Approved By: Mike Rutter, CAO Attachments: IT Department Report - November 13th Page 6 of 188 1 IT Department Report– November 2019 Help Desk Statistics: October 1st – October 31st Total Incidents: 348 Page 7 of 188 ITEM # AGENDA Mike March, Director of IT – N o v e m b e r IT Status Report 2 IT Project Status Project Status Description Est Due Date Implemented improved security measures on websites Website Security Overhaul Completed November 5th 2019 controlled by County IT Children’s Education System @ Libraries - Researching/testing alternatives for the children’s Completed TBD Evaluation computers at the Dysart and Minden branches Implement hybrid email with key staff migrated to Hosted Email In Progress December 31st 2019 cloud Assisting with Digital Radio implementation for Dysart Digital Radio Implementation - Dysart Awaiting Vendor TBD Fire Dept. and Public Works Researching and gathering information for a key fob Net-Axs System - MH In Progress implementation for MH Lutterworth public works TBD garage Sitemap session completed. Expect to have homepage Haliburtoncounty.ca redesign In Progress March 31st 2020 draft by November 16th. Assisting Highlands East in the roll-out of Microsoft New Finance Application - HE In Progress December 31st 2019 Dynamics Implement EOC specific email accounts, VoIP County EOC Technical Enhancements In Progress November 30th 2019 enhancements, cloud sync of plans and documents Auditing/Logging software In Progress Implementing network auditing software November 30th 2019 VoIP test underway for Cultural Centre, Arena, VoIP Testing – Minden Hills In Progress March 2020 Lutterworth Public Works yard Require replacement of 20 access points throughout Access Point Replacements In Progress December 31st 2019 the County and Municipalities 40 Computers require an upgrade to Windows 10 Windows 7 Decommission In Progress December 31st 2019 before January 2020 support cut off for Windows 7 Page 8 of 188 ITEM # AGENDA Mike March, Director of IT – N o v e m b e r IT Status Report 3 Security Awareness Phishing Test Status The following graph shows our phish-prone percentage for the past 6 months. The purple line is the industry phish-prone percentage for our industry (Government) with a similar user base and program maturity. Page 9 of 188 AGENDA ITEM # AGENDA Mike March, Director of IT – N o v e m b e r IT Status Report 4 Security Awareness Overall Risk Score The following metric is provided by our security awareness-training provider (KnowBe4) and is the overall risk score for the County and 4 Municipalities. This risk score is calculated based on the number of failed phishing tests in the past 6 months combined with the percentage of staff who have completed the Security Awareness training. Page 10 of 188 AGENDA ITEM # AGENDA Mike March, Director of IT – N o v e m b e r IT Status Report 5 Uptime Report for County & Municipal Finance Systems – Oct 1st to Oct 31st The charts below show the monthly uptime for the County and Municipalities Finance systems. The sensor is an aggregate of all of the various systems required for staff to successfully access each Finance system. Page 11 of 188 Page 11 AGENDA ITEM # AGENDA Mike March, Director of IT – N o v e m b e r IT Status Report 6 Uptime Report for County and Municipal Admin Offices – Business Hours Oct 1st to Oct 31st Algonquin Highlands County of Haliburton Dysart Highlands East Minden Hills Page 12 of 188 AGENDA ITEM # AGENDA Mike March, Director of IT – N o v e m b e r IT Status Report AGENDA ITEM # County of Haliburton P.O. Box 399 – 11 Newcastle Street, Minden, Ontario K0M 2K0 STAFF REPORT To: Chair and Members of the Finance & Correspondence Committee Prepared By: Michael Rutter, CAO Re: Correspondence Summary Listing Date: November 13, 2019 Recommendation: That the Correspondence Listing for the period of October 1, 2019 to October 31, 2019 be received for information by the Haliburton County Finance and Correspondence Committee. Background: All correspondence received by Haliburton County or sent by the Warden on behalf of Haliburton County Council since the last meeting of Haliburton County Council Finance and Correspondence Committee held October 9, 2019 is included on the summary listing attached to this report. All correspondence requiring action and any correspondence responding to letters sent by the County Warden is attached to the agenda for review. Financial Impact: There are no financial implications.
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