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Audit, Finance and Administration Committee Agenda for March 19, 2012

City of Hamilton crest

City of Hamilton

Monday, March 19, 2012

 

9:30 a.m.

 

Council Chambers

City Hall

71 Main Street West

Hamilton, Ontario

 

Stephanie Paparella

Legislative Coordinator

905-546-2424 ext. 3993

 

 

 

Please note:   All electronic devices to be switched to a non-audible function during

Council and Committee meetings.

 

                     Committee Agenda, Live Webcasting  as well as Archived Meeting

Video    is available on-line at www.hamilton.ca


  1. DECLARATIONS OF INTEREST
  2. APPROVAL OF MINUTES OF PREVIOUS MEETING

    3.1       February 13, 2012

  3. CONSENT ITEMS

    5.1     Hamilton Future Fund Investment Performance Report - December 31, 2011 (FCS11077(a)) (City Wide)

     

    5.2       Cemetery Accounts Investment Performance Report - December 31, 2011 (FCS11076(a)) (City Wide)

     

    5.3       Reserve/Revenue Fund Investment Performance Report - December 31, 2011 (FCS11075(a)) (City Wide)

     

    5.4       Monthly Status Report of Tenders and Requests for Proposals for December 10, 2011 to December 31, 2011 (FCS11004(i)) (City Wide)

     

    5.5       Addendums to Construction Contracts in a One Year Period (FCS12025) (City Wide)

     

    5.6      Quarterly Status Report on the use of Policy 10 - Emergency Purchasing and Policy 11 - Negotiations for the 4th Quarter 2011 (FCS11005(c)) (City Wide)

     

    5.7       Monthly Status Report of Tenders and Requests for Proposals for January 1, 2012 to February 17, 2012 (FCS12018) (City Wide)

     

    5.8       Tax Appeals under Section 357 and 358 of the Municipal Act, 2001 (FCS12007(b) (City Wide)

     

    5.9       Follow Up of Audit Report 2010-02 - Public Health Services - Food Safety Program (AUD12005) (City Wide)

     

    5.10    Follow Up of Audit Report 2010-04 - Transit Ticket Agents (AUD12006) (City Wide)

     

    5.11   Report of the 2011 Remuneration and Expenses, as Required under Section 284 of the Municipal Act, 2001 (FCS12017) (City Wide)

     

    5.12    Word Recognition Software Recommendation from Audit Report 2010-08 - Human Resources Recruitment and Selection (HUR12003) (City Wide) 

     

    5.13    Annual Performance Reporting – Savings Generated from the Management of Information Services Contracts (FCS12022) (City Wide)  

  4. PUBLIC HEARINGS/DELEGATIONS
  5. PRESENTATIONS
  6. MOTIONS
  7. NOTICES OF MOTION
  8. GENERAL INFORMATION/OTHER BUSINESS
  9. PRIVATE AND CONFIDENTIAL
  10. ADJOURNMENT
  11. OUTSTANDING BUSINESS

     

     

    Issue

    Date Action Initiated

    Lead Dept/Div

    Status

    Due Date

    A.      

    Process of Appointment of Citizens to the Purchasing Review Sub-Committee

    March 3/10

    A&A Report

    10-003,

    Item (f)

    Treasury

    (Financial Services)

    (Rick Male)

     

     

    The following was referred back to staff for clarification and a report to the A&A Committee.

     

    April

    10/12

    B.      

    10 Year Review of Medical Centre Optical – Bids, Proposals or Quotation

    Feb. 17/11

    AF&A

    Report 11-002

    Item 13(b)

    Treasury

    (Financial Services)

    (Rick Male)

    That staff be directed to review the operations of 1389797 Ontario Inc. o/a Medical Centre Optical or any of its related corporate or individual entities, in the 10th year of the bid, proposal and quotation ban, and report back to the

     

    Early 2020

    C.     

    Word Recognition Software – Costs Associated with Assessment of Software

    Mar. 2/11

    AF&A Report

    11-004,

    Item (h)(ii)

    Human Resources

    (Helen Hale Tomasik)

    Prior to any assessment of Word Recognition Software, staff be directed to investigate the costs associated with an assessment of that software, and report to the AF&A Committee within one year.

     

    March

    19/12

    D.     

    Word Recognition Software – Investigation of Software Compatible with PeopleSoft for Applicant Screening Process

    Mar. 2/11

    AF&A Report

    11-004,

    Item (h)(i)

    Human Resources

    (Helen Hale Tomasik)

    Item 8(c) (of Appendix E to Report 11-004) -Investigation of Word Recognition Software that is compatible with PeopleSoft to assist in the applicant screening process, be tabled for a one year period in order for Human Resource staff to complete their assessment of the current PeopleSoft system.

     

    March

    19/12

    E.      

    Annual Performance Reporting – Savings Generated from the Management of Information Services Contracts

    April 27/11

    GIC Budget Report 11-005(c),

    Item 6

    Information Services

    (Filipe Janicas/Fred Snelling)

    Staff was directed to provide an annual performance report, respecting the status of savings generated from the management of Information Services Contracts.

     

    March

    19/12

    F.      

    Fair Taxation for Condominiums Corporations

    June 8/11

    AF&A Report

    11-008,

    Item (i)

    Corporate Services (Financial Planning & Policy)

    (Mike Zegarac)

    Staff was directed to prepare a report, respecting Fair Taxation for Condominiums Corporations, and report to the AF&A Committee by the fourth quarter of 2011

     

    March

    19/12

    G.     

    LGBTQ Space Requirements

    Nov. 23/11

    AF&A

    Report

    11-013,

    Item 15

    Customer Service, Access & Equity

    (Jane Lee)

    Staff was directed to investigate the possibility of available space, within City facilities, for use by the LGBTQ Advisory Committee and its community partners to meet to carry out the recommendations outlined in Report FCS11104, the Needs Assessment of the LGBTQ Community of Hamilton.

     

    Should space not be available through the City, staff was directed to prepare a feasibility study respecting the requirements for that space, and report to the AF&A Committee.

     

    April

    10/12

    H.      

    LGBTQ Needs Assessment Quarterly Status Update

    Nov. 23/11

    AF&A

    Report

    11-013,

    Item 15

    Customer Service, Access & Equity

    (Jane Lee)

    Staff was directed to report back to the AF&A Committee, on a quarterly basis, respecting the status of the Implementation of the Needs Assessment of the LGBTQ Community of Hamilton.

     

    April

    10/12

    I.          

    Procurement Policy – Staff Adherence to Policy #19

    Dec. 7/11

    AF&A Report

    11-014,

    Item 6(d)

    Audit

    Services

    (Ann Pekaruk)

    That after the initial implementation period of 12 months, Audit Services be directed to conduct a review to assess City staff’s adherence to Procurement Policy #19, Non-compliance with the Procurement Policy and to report their findings to the AF&A Committee.

     

    2013

    J.       

    Departmental Use of the Commercial Advertising and Sponsorship Policy

    Dec. 7/11

    AF&A Report

    11-014,

    Item 6(f)

    City Manager

    (Chris Murray)

    The City Manager was directed to review the Departmental use of the Commercial Advertising and Sponsorship Policy from a Corporate-wide, systemic standpoint and report back to the AF&A Committee.

     

    April

    10/12

    K.      

    Addendums to Construction Contracts in a One Year Period

    Dec. 7/11

    AF&A Report

    11-014,

    Item 6(g)

    Treasury

    (Financial Services)

    (Rick Male)

    Staff was directed compile a listing of the total number of addendums to construction contracts in a one year period; and to include values and numbers in that listing, and report to the AF&A Committee.

     

    May

    14/12

    L.       

    Incorporation of a portion of the  Commercial Advertising and Sponsorship Policy into the Procurement Policy

    Dec. 7/11

    AF&A Report

    11-014,

    Item 6(h)

    Treasury

    (Financial Services)

    (Rick Male)

    Staff was directed to review the Commercial Advertising and Sponsorship Policy, with the intent of incorporating the appropriate language into the Hamilton Procurement Policy to replace Policy 24 (Solicitation of Vendors), pursuant to the Commercial Advertising and Sponsorship Policy and report to the AF&A Committee with recommendations.

     

    December

    10/12

    M.     

    Procurement Policy Stakeholder Consultation

    Dec. 7/11

    AF&A Report

    11-014,

    Item 6(h)

    Treasury

    (Financial Services)

    (Rick Male)

    The following was referred back to staff in order that they may conduct the required stakeholder consultation, and report back to the AF&A Committee:

     

    That the City of Hamilton not adopt any specific procurement policy with respect to applying a preference, or penalty, based on the following:

     

    ·         The geographical location of any vendor / supplier, or potential vender / supplier, of goods and services to the City of Hamilton and its affiliated entities; or

     

    ·         the Canadian, Ontario and/or Hamilton/local content of any goods and services provided, or to be provided, to the City of Hamilton and its’ affiliated entities;”

     

    April

    10/12

    N.      

    Network Communications Standardization Review

     

    Feb. 13/12

    AF&A

    Report 12-002

    Item 7(c)

    Information

    Services
    (
    Filipe Janicas)

    That this Corporate Standard be reviewed again in 2016.

    2016