City of Hamilton City of Hamilton
Submit SearchSubmit Search

Audit, Finance & Administration Agenda for October 8, 2013

City of Hamilton crest

City of Hamilton

Tuesday, October 8, 2013

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     September 9, 2013

  3. DELEGATION REQUESTS
  4. PUBLIC HEARINGS/DELEGATIONS
  5. PRESENTATIONS
  6. MOTIONS
  7. NOTICES OF MOTION
  8. GENERAL INFORMATION/OTHER BUSINESS

    11.1     Amendments to the Outstanding Business List

     

    (a)     Item “K” – Committee Against Racism – Resource Centre & Telephone Help Line

    Current Due Date:   October 8, 2013

    Proposed New Due Date:  November 25, 2013

     

    (b)     Item “M” – Power of Sale and Proceeds - 1154 and 1162 Barton Street East and 50 and 52 Fraser Avenue, known as the Olympia Banquet Centre

    Current Due Date:   October 8, 2013

    Proposed New Due Date:  January 2014

     

    (c)        Item “T” - CRTC – Fibre Optic Cable in Rural Areas

                Current Due Date: October 8, 2013

                Proposed New Due Date: November 25, 2013

     

    (d)       Item “F” - Costs Associated with Condominium Corporation Maintenance

                Current Due Date: November 25, 2013

    Proposed New Due Date: March 2014

     

    11.2   Resignations from the Status of Women Advisory Committee

     

              (a)      Uzma Qureshi

     

              (b)      Heather Judson

  9. PRIVATE AND CONFIDENTIAL
  10. ADJOURNMENT
  11. OUTSTANDING BUSINESS

     

    Issue

    Date Action Initiated

    Lead Dept/Div

    Status

    Due Date

    A.      

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

    Feb. 17/11

    AF&A

    Report 11-002

    Item 13(b)

    Corporate Services,

    Financial Services

    (Rick Male)

    Staff was 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 AF&A Committee.

     

    Early 2020

    B.      

    Network Communications Standardization Review

     

    Feb. 13/12

    AF&A

    Report 12-002

    Item 7(c)

    Corporate Services,

    Information

    Technology
    (
    Filipe Janicas)

    That this Corporate Standard be reviewed again in 2016.

    2016

    C.     

    Value for Money Audit Program (AUD12019)

     

     

    Mar. 21/12

    GIC 12-007

    Item 14 (d)

     

     

    Oct. 4/12

    AF&A

    Report 12-008,

    Item (h)

    City Manager’s Office,

    Audit Services

    (Ann Pekaruk)

    Pending receipt of the appropriate resources, staff was directed to carry out a three year pilot project conducting value-for-money audits. In accordance with the Audit Services Charter.

    2016

    (3 year pilot)

     

     

     

    D.     

    Annual Audit Savings-Revenue Generation Report

    Mar. 21/12

    GIC 12-007

    Item 14 (e)(ii)

    City Manager’s Office,

    Audit Services

    (Ann Pekaruk)

    Staff to report to the A&FA Committee, annually, to identify tangible savings, increased revenues, if any realized, as a result of the Implementation of the audit recommendations made in the year.

    2014

    E.      

    Value-for-Money Audit Program – End of Three Year Pilot

    Mar. 21/12

    GIC 12-007

    Item 14 (e)(iii)

    City Manager’s Office,

    Audit Services

    (Ann Pekaruk)

    Staff to summarize the estimated cumulative savings, in addition to highlighting non-financial benefits such as improved internal controls, operational efficiencies and environmental, social or service improvements, as appropriate, resulting from the value-for-money audit program, at the end of the 3 year pilot, and report to the AF&A Committee.

    2015

    F.      

    Costs Associated with Condominium Corporation Maintenance

    Apr. 10/12

    AF&A

    Report 12-004,

    Item (i)

     

     

    Corporate Services,

    Financial Planning

     & Policy

    (Brian McMullen)

    That staff be directed to prepare a final, comprehensive Information Report to the Audit, Finance & Administration Committee, subsequent to reports of all Departments being considered by their respective Standing Committees, to provide an overview of who has done what in each category.

     

    November  

    25, 2013

    G.     

    Employee Attendance Performance Measures – Quarterly Report

    June 11/12

    AF&A

    Report 12-005, Item 13(b)

    City Manager’s Office,

    Human Resources

    (Helen Hale Tomasik)

    Staff to provide quarterly Info Reports on Corporate and Departmental Employee Absence Performance Measures to AF&A.

    December

    9, 2013

     

    H.     

    Employee Attendance Performance Measures – Annual Report

    June 11/12

    AF&A

    Report 12-005, Item 13(c)

    City Manager’s Office,

    Human Resources

    (Helen Hale Tomasik)

    Staff to provide a comprehensive annual report to AF&A on the status of employee absence performance measures, including an analysis of trends and comparisons with comparable municipalities, and mitigation strategies that encourage and support an attendance-oriented and healthy workplace culture.

     

    March

    2014

     

    I.        

    Development Charge Credits and Exemptions Policy and Process

    June 11/12

    AF&A

    Report 12-005, Item 14(b)

    Corporate Services,

    Capital Budgets & Development

    (Joe Spiler)

     

    Staff to develop a formal policy and process for the allocation of Development Charge Credits and Exemptions and report to AF&A.

     

    June

    2014

    J.       

    Benefit Payouts

    Oct. 4/12

    AF&A

    Report 12-008,

    Item (j)

    Corporate Services,

    Financial Planning & Policy

    (Tom Hewitson)

    Staff to provide a report to AF&A Committee providing detailed information regarding the following: Defined Benefit Plans; how much is accruing annually; what the current assessment is; what is the total projected payment of any unused vacation, sick days or any other royalty that the City is required to pay out at the time of an employee’s retirement.

     

    October

    8, 2013

     

    K.     

    Committee Against Racism – Resource Centre & Telephone Help Line

    Nov. 27/12

    GIC

    Report 12-033,

    Item 17(c)

    Corporate Services,

    Customer Service, Access & Equity

    (Jane Lee)

    Committee Against Racism to report to AF&A re: gaps, obstacles & potential partnerships to the feasibility study to establish a resource centre & telephone help line.

    October

    8, 2013

    L.      

    Debt Policy for the City of Hamilton

     

    Nov. 28/12

    Referred by Council via

    GIC Report  12-033, Item 12

     

    Corporate Services,

    Chief Investments Officer

    (Gerry Boychuk)

    Staff to develop a formal debt policy for the City of Hamilton and report to the AF&A Committee.

    October

    8, 2013

    M.    

    Power of Sale and proceeds  - 1154 and 1162 Barton Street East and 50 and 52 Fraser Avenue, known as the Olympia Banquet Centre

    Jan. 17/ 13

    AF&A

    Report 13-001, Item 9(b)

    Corporate Services,

    Taxation

    (Larry Friday)

    That staff be directed to report back to the AF&A Committee, respecting the outcome of the Power of Sale and proceeds with regard to the four properties at 1154 and 1162 Barton Street East and 50 and 52 Fraser Avenue, known as the Olympia Banquet Centre.

     

    October

    8, 2013

    N.     

    StopGap Ramp Initiative

     

     

    Feb. 13/13

    Council

    Item 7.1

    Corporate Services,

    Customer Service, Access & Equity

    (Jane Lee)

    Saff was directed to submit a report to the AF&A Committee, in consultation with the Home Depot or other like suppliers and with ACPD, as to how the StopGap Ramp Initiative can be supported by City the and incorporated into the City’s implementation of the Accessibility for Ontarians with Disabilities Act.

     

     

    November

    25/13

    O.    

    Development Charges Act – Correspondence from Township of Adjala - Tosorontio

    March 27/13

    Council 13-007,

    Item 5.13

     

    July 10/13

    Corporate Services,

    Capital Budgets & Development (Joe Spiler)

    Referred to staff for a report to AF&A Committee.

     

     

    Referred back to staff for report back to AF&A.

    October

    8/13

    P.     

    Succession Development Program

    April 15/13

    AF&A

    Report 13-004

    Item 5(d)

    City Manager

    (Chris Murray)

    That staff be directed to provide the AF&A Committee with an annual progress report on the City’s Succession Development Program.

     

    June

    2014

    Q.    

    A By-Law to Set a Minimum Property Tax Levy Amount (FCS13043) (City Wide)

    May 13/13

    AF&A

    Report 13-005

    Item (d)

     

    AF&A

    Committee

     

    TABLED

     

    TBD

    R.     

    External Validation of the 2012 Self-Assessment Review (AUD13017) (City Wide)

    May 13/13

    AF&A

    Report 13-005

    Item (e)

    City Manager’s Office,

    Audit Services (Ann Pekaruk)

    Staff was directed to report back to the AF&A Committee in one year’s time with respect to the status of the implementation of the agreed to recommendations.

     

    July

    2014

    S.     

    LGBTQ Space Requirements

    June 10/13

    AF&A

    Report 13-006

    Item (h)

    Corporate Services,

    Customer Service, Access & Equity

    (Jane Lee)

     

    Staff was directed to report back to AF&A in 6 months re: the LGBTQ Community Space Requirements

     

    December

    9, 2013

     

    T.     

    CRTC – Fibre Optic Cable in Rural Areas

    June 12/13

    Council, Item 5.12

    Corporate Services,

    Information Technology

    (Maria McChesney)

     

    Referred to the GM for a report to AF&A Committee.

    October

    8, 2013

    U.     

    Internal Audit  - Expenditure of $901,300 for the Corporate Trunked Radio Upgrade Project

    July 12/13

    Council 13-014, Item 6.4, E&CS Report

    13-006,

    Item 3

    City Manager’s Office,

    Audit Services (Ann Pekaruk)

    That the matter respecting the expenditure of $901,300 for the Corporate Trunked Radio Upgrade Project without prior Council approval be referred to the Internal Auditor for a report to the Audit, Finance and Administration Committee.

    Tabled to October 8/13

    V.     

    2012 Annual Energy Report on Commodity Price Hedging

    (FCS13046/PW13034)

    July 10/13

    Report 13-007,

    Item (g)

    Corporate Services & Public Works

    Referred back to staff for further review and inclusion of the requested information, for a report back to the AF&A Committee.

     

    October

    22/13

    W.   

    Inclusion of Hospital Growth Infrastructure under the Development Charges Act (FCS13044)

    July 10/13

    Report 13-007,

    Item (h)

    Corporate Services,

    Capital Budgets & Development (Joe Spiler)

    Referred back to staff for further review and inclusion of the requested information, for a report back to the AF&A Committee.

     

    October

    8/13

    X.     

    Retention of Live Streamed Recordings

    August 14/13

    AF&A Report

    13-008

    Item (g)(i)

    Corporate Services,

    City Clerk’s Office

     

    Staff was directed to review the feasibility of amending the City’s retention periods for Records By-law 11-040; to include the permanent retention of all Council and Standing Committee live-streamed recordings and report to the AF&A Committee.

    November

    25/13

    Y.     

    Timelines for the Retention of E-mails

    August 14/13

    AF&A Report

    13-008

    Item (g)(i)

    Corporate Services,

    City Clerk’s Office

     

    Staff was directed to report to the AF&A Committee re: the feasibility and criteria for the retention of e-mails related to City business.

     

    February

    2014

    Z.     

    Correspondence from the Robert Land Community Association requesting the waiving of development charges and parkland dedication charges

     

    August 16/13

    Council

    Item 5.8

    Corporate Services,

    Capital Budgets & Development (Joe Spiler)

    Referred to the GM Finance & Corporate Services for a report back to the AF&A Committee.

     

    October

    8/13

    AA.           

    Extension of Development Charges Demolition Credit for 175 Longwood Rd. S.(McMaster Innovation Park)

     

    Sept. 9/13

    AF&A Report

    13-009

    Item 15(b)

     

    McMaster Innovation Park

    McMaster Innovation Park to provide annual updates to the AF&A Committee re: progress of the projects in the MIP.

     

    September

    2014

    BB.           

    City-Wide Cash Handling Guidelines

    Sept. 9/13

    AF&A Report

    13-009

    Item 17(b)

    Corporate Services

    (Mike Zegarac)

    Staff was directed to create a Corporate Cash Handling Policy, which incorporates the Cash Handling Guidelines (attached as Appendix “D” to Report 13-009) by calendar year end 2013.

    December

    9, 2013

    CC.          

    Status of the Implementation & Incorporation of the City-Wide Cash Handling Guidelines

    Sept. 9/13

    AF&A Report

    13-009

    Item 17(c)

    City Manager

    (Chris Murray)

    SMT was directed to report to the AF&A Committee with an updated status, respecting the implementation and incorporation of the Cash Handling Guidelines into departmental cash handling procedures by March, 2014.

     

    March

    2014

    DD.          

    Performance Audit Report 2013-13 – Employer Paid Parking (Value for Money Audit)

    Sept. 9/13

    AF&A Report

    13-009

    Item 18

    City Manager

    (Chris Murray)

    SMT was directed to provide to the AF&A Committee, by the 2013 calendar year end, the management action plans for addressing the implementation of the Employer Paid Parking Value for Money Audit report recommendations (attached as Appendix “E” to Report 13-009).

     

    December

    9/13