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Audit, Finance and Administration Committee Agenda for December 7, 2011

City of Hamilton crest

City of Hamilton

Wednesday, December 7, 2011

 

9:30 a.m.

 

Council Chambers

City Hall

71 Main Street West

Hamilton, Ontario

 

Stephanie Paparella

Legislative Assistant

905-546-2424 ext. 3993

 

 

 

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                     Committee Agenda, Live Webcasting  as well as Archived Meeting

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

 


  1. A.        APPOINTMENT OF CHAIR & VICE CHAIRCHANGES TO THE AGENDA

     

     

    (i)      Added as Item 4.1, a delegation request submitted by Jack E. Book and Peter Martin, of the Newport Yacht Club – Stoney Creek Inc., respecting a request for tax relief for the current failing Newport Marina in Stoney Creek (to appear on January 18, 2012).

     

    (ii)      Item 5.3 – As staff were not able to notify the resident(s) within the 14 days, required under the Municipal Act, 2001, as amended, staff is requesting that Report FCS11001(g) be tabled to the January 18, 2012 agenda in order to allow residents time to prepare their statement(s), should they choose to do so.

     

    (iii)    A presentation has been added to Item 8.6; therefore, Item 8.6 will be moved up on the agenda and renumbered as Item 7.1. 

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

    3.1       November 23, 2011 

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

    11.1    Amendments to the Outstanding Business List

     

                (i)         Item “I” - Fair Taxation for Condominiums  Corporations

                            Current Due Date:  December 7, 2011

    Proposed Due Date:  March 19, 2012

  10. PRIVATE AND CONFIDENTIAL

    12.1    Closed Session Minutes – November 23, 2011

  11. ADJOURNMENT
  12. OUTSTANDING BUSINESS

     

     

    Issue

    Date Action Initiated

    Lead Dept/Div

    Status

    Due Date

    A.      

    Strategy to Deal with Areas that are Chronically Under-Funded

    Jan. 14/10

    A&A Budget

    Report 09-018

    Item (e)

    Financial Planning & Policy Division

    (Tom Hewitson)

    That SMT be directed to report back with a strategy to deal with areas that are chronically under-funded.

     

    Dec. 7/11

    B.      

    Sky Dragon Community Cooperative – Partnership Opportunities

    Feb. 17/10

    A&A

    Report 10-002

    Item (d)

    Purchasing Section

    (Rick Male)

    Staff was directed to review the information and request, provided by Sky Dragon Community Development Coop, to partner with the City respecting the ethical purchasing practices, as outlined in the presentation to the A&A Committee on February 17, 2010, and report back to A&A Committee.

    Pending report to the Operational Review Sub-committee

     

     

    C.     

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

    March 3/10

    A&A Report

    10-003,

    Item (f)

    Treasury

    (Tony Tollis /

    Rick Male)

     

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

     

    TBD

    D.     

    Mayor’s $10,000 Donation to the United Way

    Council

    Feb. 9/11

    Item 5.11

    City Treasurer

    (Tony Tollis)

    Correspondence was referred to staff for a report back to the AF&A Committee.

    Dec.

    7/11

    E.      

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

    Feb. 17/11

    AF&A

    Report 11-002

    Item 13(b)

    Director, 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 AF&A Committee.

    Early 2020

    F.      

    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.

    2012

    G.     

    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.

    2012

    H.      

    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

    Feb.

    2012

    I.          

    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

    Dec.

    7/11