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Audit, Finance & Administration Committee Agenda Package

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Audit, Finance & Administration Committee Agenda Package City of Hamilton AUDIT, FINANCE AND ADMINISTRATION COMMITTEE AGENDA Meeting #: 20-004 Date: June 18, 2020 Time: 9:30 a.m. Location: Due to the COVID-19 and the Closure of City Hall All electronic meetings can be viewed at: City’s Website: https://www.hamilton.ca/council- committee/council-committee- meetings/meetings-and-agendas City’s YouTube Channel: https://www.youtube.com/user/InsideCityofHa milton or Cable 14 Angela McRae, Legislative Coordinator (905) 546-2424 ext. 5987 1. APPROVAL OF AGENDA (Added Items, if applicable, will be noted with *) 2. DECLARATIONS OF INTEREST 3. APPROVAL OF MINUTES OF PREVIOUS MEETING 3.1 February 20, 2020 4. COMMUNICATIONS 5. CONSENT ITEMS 5.1 Various Advisory Committee Minutes: 5.1.a Hamilton Aboriginal Advisory Committee - November 7, 2019 5.1.b Hamilton Aboriginal Advisory Committee - January 16, 2020 5.1.c Hamilton Mundialization Committee - January 15, 2020 5.1.d Lesbian, Gay, Bisexual, Transgender and Queer Advisory Committee - January 21, 2020 5.1.e Hamilton Status of Women Advisory Committee - September 26, 2019 5.1.f Hamilton Status of Women Advisory Committee - November 5, 2019 5.1.g Hamilton Status of Women Advisory Committee - February 27, 2020 5.1.h Advisory Committee for Immigrants and Refugees - September 12, 2019 5.1.i Advisory Committee for Immigrants and Refugees - January 9, 2020 5.1.j Advisory Committee for Immigrants and Refugees - February 13, 2020 5.1.k Committee Against Racism - November 26, 2019 5.2 2019 Annual Report on Commodity Price Hedging (FCS20050) (City Wide) 5.3 Treasurer's Investment Report 2019 Fiscal Year by Aon (FCS20042) (City Wide) 5.4 Hamilton Future Fund Investment Performance Report - December 31, 2019 (FCS20047) (City Wide) 5.5 Reserve / Revenue Fund Investment Performance Report - December 31, 2019 (FCS20048) (City Wide) 5.6 Cemetery Trust Accounts Investment Performance Report – December 31, 2019 (FCS20049) (City Wide) 5.7 2018 Audited Financial Statements for City of Hamilton Business Improvement Areas (BIAs) (FCS20051) (City Wide) 5.8 Professional and Consultant Services Roster 2019-2020 (PW20037 / PED20118 / FCS20058) (City Wide) 6. WRITTEN DELEGATIONS 6.1 Correspondence from John Stirling, respecting a $14,400.00 Park Dedication Fee for a 1 apartment unit in a commercial building 7. STAFF PRESENTATIONS 8. DISCUSSION ITEMS 8.1 2019 City of Hamilton Financial Report and Audited Financial Statements (FCS20052) (City Wide) 8.2 Computer and Technology Acceptable Use Policy (FCS20053) (City Wide) 8.3 Extension of Contract C12-06-18 Professional and Consultant Services Roster 2019- 2020 (FCS20054) (City Wide) 8.4 City Auditor Reporting of Serious Matters to Council Policy (AUD20003) (City Wide) 9. MOTIONS 10. NOTICES OF MOTION 11. GENERAL INFORMATION / OTHER BUSINESS 11.1 Amendments to the Outstanding Business List: 11.1.a Items to be Removed: 2018 United Way Funding Review (Item 13.1) Added: February 7, 2019 at AF&A - Item 13.1 Completed: February 20, 2020 AF&A - Item 10.3 OBL Item: M Supply of Raw Water to 690 Strathearne Avenue North (FCS18049(b)) Added: February 7, 2019 at AF&A - Item 10.1 Completed: March 20, 2020 at GIC - Item 14.5 OBL Item: 19-B Transit Program Initiative (Added Item 11.3) Added: August 15, 2019 at AF&A - Item (g)(i) Completed: June 3, 2020 at Council - Item 15.4(b) OBL Item: 19-L Everyone Rides Initiative Pilot Project (PW16086) Added: September 14, 2016 at Council Completed: June 3, 2020 at Council OBL Item: E 12. PRIVATE AND CONFIDENTIAL 12.1 Closed Minutes - February 20, 2020 (Distributed under separate cover) Pursuant to Section 8.1, Sub-sections (b), (e) and (f) of the City's Procedural By-law 18-270, as amended, and Section 239(2), Sub-sections (b), (e) and (f) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains to personal matters about an identifiable individual, including municipal or local board employees; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose. 13. ADJOURNMENT Page 5 of 471 4.1 AUDIT, FINANCE AND ADMINISTRATION COMMITTEE MINUTES 20-003 9:30 a.m. February 20, 2020 Council Chambers Hamilton City Hall Present: Councillors M. Wilson (Chair), C. Collins, B. Clark, M. Pearson, L. Ferguson, B. Johnson, A. VanderBeek and J. Partridge Also Present: Mayor F. Eisenberger Councillor S. Merulla THE FOLLOWING ITEMS WERE REFERRED TO COUNCIL FOR CONSIDERATION: 1. Redaction of Personal Information on items before Council and/or Committee (CL20002) (City Wide) (Item 7.1) (Collins/Pearson) That Report CL20002, respecting the Redaction of Personal Information on items before Council and/or Committee, be received. CARRIED (Clark/Ferguson) That staff be directed to invite Brian Beamish, the Information and Privacy Commissioner (IPC) and a representative from the Municipal Property Assessment Corporation (MPAC) to a future General Issues Committee to address concerns with current regulations which limit Ward Councillor’s access to resident information. Result: Motion CARRIED by a vote of 8 to 0, as follows: YES - Ward 5 Councillor Chad Collins YES - Chair - Ward 1 Councillor Maureen Wilson YES - Ward 15 Councillor Judi Partridge YES - Ward 13 Councillor Arlene VanderBeek YES - Ward 12 Councillor Lloyd Ferguson YES - Ward 11 Councillor Brenda Johnson YES - Ward 10 Councillor Maria Pearson YES - Ward 9 Councillor Brad Clark 2. Hate Related Activities on City of Hamilton Properties (LS19031 / PW19068(b) / CM19006(b)) (City Wide) (Item 7.3) (Collins/Clark) That Report LS19031 / PW19068(b) / CM19006(b), respecting Hate Related Activities on City of Hamilton Properties, be received. CARRIED Page 6 of 471 Audit, Finance and Administration February 20, 2020 Minutes 20-003 Page 2 of 11 3. City of Hamilton Water and Wastewater / Storm Arrears Policy Minor Amendment (FCS20018) (City Wide) (Item 7.4) (Partridge/VanderBeek) That the amended Water and Wastewater / Storm Arrears Policy as attached in Appendix “A” to Report FCS20018, be approved effective March 1, 2020. Result: Motion CARRIED by a vote of 8 to 0, as follows: YES - Ward 5 Councillor Chad Collins YES - Chair - Ward 1 Councillor Maureen Wilson YES - Ward 15 Councillor Judi Partridge YES - Ward 13 Councillor Arlene VanderBeek YES - Ward 12 Councillor Lloyd Ferguson YES - Ward 11 Councillor Brenda Johnson YES - Ward 10 Councillor Maria Pearson YES - Ward 9 Councillor Brad Clark 4. Citizen Committee Report - Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) Advisory Committee - Additional Committee Members (Item 10.1) (Collins/Clark) That staff be directed to commence a recruitment process for the selection of additional members for the Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) Advisory Committee. Result: Motion CARRIED by a vote of 9 to 0, as follows: YES - Ward 5 Councillor Chad Collins YES - Mayor Fred Eisenberger YES - Chair - Ward 1 Councillor Maureen Wilson YES - Ward 15 Councillor Judi Partridge YES - Ward 13 Councillor Arlene VanderBeek YES - Ward 12 Councillor Lloyd Ferguson YES - Ward 11 Councillor Brenda Johnson YES - Ward 10 Councillor Maria Pearson YES - Ward 9 Councillor Brad Clark 5. Citizen Committee Report - Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) Advisory Committee - Hamilton Police Services Board Appointee (Item 10.2) (Collins/Ferguson) That the Citizen Committee Report from the Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) Advisory Committee, respecting the Hamilton Police Services Board Appointee, be received and no further action taken. Result: Motion CARRIED by a vote of 8 to 0, as follows: YES - Ward 5 Councillor Chad Collins Page 7 of 471 Audit, Finance and Administration February 20, 2020 Minutes 20-003 Page 3 of 11 YES - Chair - Ward 1 Councillor Maureen Wilson YES - Ward 15 Councillor Judi Partridge YES - Ward 13 Councillor Arlene VanderBeek YES - Ward 12 Councillor Lloyd Ferguson YES - Ward 11 Councillor Brenda Johnson YES - Ward 10 Councillor Maria Pearson YES - Ward 9 Councillor Brad Clark 6. Grants Sub-Committee Report 20-001 - February 10, 2020 (Item 10.3) (Johnson/Collins) (i) City Enrichment Fund 2020 Workplan (GRA19005) (City Wide) (Item 5.1) That Report GRA19005, respecting the City Enrichment Fund 2020 Workplan, be received. (ii) United Way Update (GRA19003) (City Wide) (Item 6.1) That Report GRA19003, respecting the United Way Update, be received. (iii) City Enrichment Fund Update (GRA20002) (City Wide) (Item 6.2) That the overall 2019 City Enrichment Fund surplus (attached as Appendix “A” to Report 20-001, in the amount of $82,047, be transferred to the City Enrichment Fund Reserve #112230. Result: Motion CARRIED by a vote of 8 to 0, as follows: YES - Ward 5 Councillor Chad Collins YES - Chair - Ward 1 Councillor Maureen Wilson YES - Ward 15 Councillor Judi Partridge YES - Ward 13 Councillor Arlene VanderBeek YES - Ward 12 Councillor Lloyd Ferguson YES - Ward 11 Councillor Brenda Johnson YES - Ward 10 Councillor Maria Pearson YES - Ward 9 Councillor Brad Clark 7. Process for Addressing Development Charge (DC) Concerns (FCS20007) (City Wide) (Item 10.4) (Collins/Johnson) That Report FCS20007, respecting the Process for Addressing Development Charge (DC) Concerns, be received. Result: Motion CARRIED by a vote of 7 to 0, as follows: YES - Ward 5 Councillor Chad Collins YES - Chair - Ward 1 Councillor Maureen Wilson YES - Ward 15 Councillor Judi Partridge Page 8 of 471 Audit, Finance and Administration February 20, 2020 Minutes 20-003 Page 4 of 11 YES - Ward 13 Councillor Arlene VanderBeek YES - Ward 12 Councillor Lloyd Ferguson YES - Ward 11 Councillor Brenda Johnson YES - Ward 10 Councillor Maria Pearson CONFLICT - Ward 9 Councillor Brad Clark 8. Policy 11 Single Source Provider for TYMCO Sweeper DST-4 (PW20006(a)) (City Wide) (Added Item 10.5) (Collins/Partridge) (a) That pursuant to the City’s Procurement Policy By-Law 17-064 (Policy #11 – Non-Competitive Procurements) a single source purchase of a TYMCO Sweeper DST-4 for use on bike lanes and other smaller City streets at the approximate cost of $310,000 be awarded to The Equipment Specialists Inc.
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