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Audit, Finance and Administration Agenda for December 9, 2013

City of Hamilton crest

City of Hamilton

Monday, December 9, 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. CHANGES TO THE AGENDA
  2. DECLARATIONS OF INTEREST
  3. APPROVAL OF MINUTES OF PREVIOUS MEETING

    3.1        October 8, 2013

     

  4. CONSENT ITEMS

    5.1     Fair Wage Policy and Fair Wage Schedule Complaints - 2013 Annual Report (FCS13073) (City Wide)

     

    5.2     Annual Tax Arrears Update - As of December 31, 2012 (FCS13067) (City Wide)

             

    5.3     Restructured Master Asset Vehicle Notes and Asset Backed Commercial Paper Update (FCS11006(c)) (City Wide)

     

    5.4     2012 Audited Financial Statements for City of Hamilton Business Improvement Areas (FCS13095) (City Wide)

     

    5.5    LGBTQ Space Needs Follow Up (FCS11104(f)) (City Wide)

     

    5.6     Monthly Status Report of Tenders and Requests for Proposals for August 31, 2013 to October 4, 2013 (FCS13016(h)) (City Wide)

     

    5.7     2013 Third Quarter Non-compliance with the Procurement Policy Report (FCS13015(b)) (City Wide)

     

    5.8     Monthly Status Report of Tenders and Requests for Proposals for October 5, 2013 to November 1, 2013 (FCS13016(i)) (City Wide)

     

    5.9     2013 Third Quarter Emergency and Non-competitive Procurements Report (FCS13014(b)) (City Wide)

     

    5.10    Multi-Year Accessibility Plan Status Update (FCS12102(a)) (City Wide)

     

    5.11    2012 City of Hamilton Municipal Performance Measurement Program (FCS13084) (City Wide)

     

    5.12   CRTC – Fibre Optic Cable in Rural Areas (City Wide) (FCS13056)

    5.13   Freedom of Information Quarterly Report (July 1 to September 30, 2013) (CL13001(b)) (City Wide)

     

    5.14    Update on DARTS Review (AUD13041) (City Wide)

     

    5.15    DARTS Review and the Evaluation of Value for Money Audit Program (AUD13039) (City Wide)

     

    5.16    Follow Up of Audit Report 2012-03 – Construction Contracts Review (AUD13035) (City Wide)

     

    5.17    Various Advisory Committee Minutes

     

    (a)      Aboriginal Advisory Committee, June 6, 2013

     

    (b)     Hamilton Mundialization Committee, June 19, 2013

     

    (c)      Status of Women Committee, June 27, 2013

     

    (d)      Status of Women Committee, September 26, 2013

     

    (e)      Committee Against Racism, September 24, 2013

     

     

    5.18    Employee Attendance Performance Measures – Q3 2013 (HUR13013) (City Wide)

     

    5.19    Treasurer’s Apportionment of Land Taxes (FCS13001(g)) (Ward 15)

     

    5.20    2014 Interim Tax Levy and Temporary Borrowing By-Laws (FCS13087) (City Wide)

     

    5.21    Tax Appeals under Sections 357 and 358 of the Municipal Act (2001) FCS13027(f) (City Wide)

  5. PUBLIC HEARINGS/ DELEGATIONS
  6. PRESENTATIONS
  7. DISCUSSION ITEMS

    8.1     2012 Annual Energy Report on Commodity Price Hedging (FCS13046(a)/PW13034(a)) (City Wide)

     

    8.2     Armoured Car Services – Authorization to Negotiate (FCS13078) (City Wide)

     

    8.3     Governance Review Sub-Committee Report 13-002, October 22, 2013

     

    8.4     Status of Women Committee, Report SWC13-001 – Transfer from Reserve

     

    8.5     HMRF/HWRF Pension Administration Sub-Committee Report 13-001, November 12, 2013

     

    8.6     Procurement Sub-Committee Report 13-001, November 25, 2013

     

    8.7     Retention of Live Streamed Recordings of Council and Standing Committees (FCS13069) (City Wide)

     

    8.8     2014 Advance Payments to External Boards and Agencies (FCS13099) (City Wide)

     

    8.9     Hamilton Street Railway Pension Plan Text – Revised and Restated as of January 1, 2009 (FCS13085) (City Wide)

     

    8.10    Hamilton Street Railway Pension Plan, Pension Benefits Guarantee Fund Exemption (FCS13086) (City Wide)

     

    8.11    2013 City of Hamilton External Audit Plan (FCS13088) (City Wide)

     

    8.12    2014 Budget Requests - Volunteer Advisory Committees (FCS13093) (City Wide)

     

    8.13    Rosedale Tennis Club Loan Request (FCS13100/CS13057) (City Wide)

     

    8.14    Performance Audit Report 2013-15 - Cheques (Value for Money Audit) (AUD13034) (City Wide)

     

    8.15    Audit Report 2013-08 – Public Works - Transit Overtime (AUD13037) (City Wide)

     

    8.16    Audit Report 2013-09 – Community & Emergency Services - Hamilton Fire Department – Overtime (AUD13038) (City Wide)

     

    8.17    2014 Internal Audit Work Plan (AUD13040) (City Wide)

     

    8.18    Provision of Information Technology Services to Global Spectrum (CM11013(f)) (City Wide)

     

    8.19    Corporate Culture, Values & Ethics for City Employees (CM13019) (City Wide)

     

    8.20    Harassment and Discrimination Prevention Policies (HUR13014) (City Wide)

     

    8.21    Workplace Violence Prevention Policy (HUR13015) (City Wide)

  8. NOTICES OF MOTION
  9. GENERAL INFORMATION/OTHER BUSINESS

     

    (a)      Items Requiring Removal from the Outstanding Business List:

     

    (i)       Item “P” – LGBTQ Space Requirements

              (Item 5.5 on this agenda)

     

    (ii)      Item “Q” – CRTC – Fibre Optic Cable in Rural Areas

    (Item 5.12 on this agenda)

     

    (iii)      Item “R” – 2012 Annual Energy Report on Commodity Price Hedging (Item 8.1 on this agenda)

     

    (iv)     Item “S” – Inclusion of Hospital Growth Infrastructure under the Development Charges Act (Addressed at the October 8, 2013 meeting – FCS13044(a).)

     

    (v)      Item “T” – Retention of Live Streamed Recordings

    (Item 8.7 on this agenda)

     

    (vi)     Item “AA” – Rosedale Tennis Club Request for $180,000 Loan (Item 8.13 on this agenda

     

     

    (b)      Items Requiring Approval of Proposed New Due Dates:

     

    (i)       Item “J” – Committee Against Racism – Resource Centre & Telephone Help Line

    Current Due Date:  November 25, 2013

    Proposed New Due Date:  March 24, 2014

     

    (ii)      Item “L” – Stop Gap Ramp Initiative

    Current Due Date – November 25, 2013

    Proposed New Due Date:  September 8, 2014

     

    (iii)      Item “W” – City-Wide Cash Handling Guidelines

              Current Due Date:   December 9, 2013

    Proposed New Due Date:  January 20, 2014

     

    (iv)     Item “Y” – Performance Audit Report 2013-13 – Employer Paid Parking (Value for Money Audit)

    Current Due Date:   December 9, 2013

    Proposed New Due Date:  February 24, 2014

      

              11.2    Resignations from LGBTQ Advisory Committee

               (a)      David Gunton

  10. PRIVATE AND CONFIDENTIAL
  11. ADJOURNMENT
  12. 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.

    May

    12, 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.

     

    March

    24, 2014

    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

    24, 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

    9, 2014

    J.      

    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.

    December

    9, 2013

    K.     

    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.

     

    January

    20, 2014

    L.      

    Stop Gap Ramp Initiative

     

     

    Feb. 13/13

    Council

    Item 7.1

    Corporate Services,

    Customer Service, Access & Equity

    (Jane Lee)

    Staff 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.

     

     

    December

    9, 2013

    M.    

    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

    9, 2014

    N.     

    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

    O.    

    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

    9, 2014

    P.     

    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

     

    Q.    

    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.

    December

    9, 2013

    R.     

    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.

     

    December

    9, 2013

    S.     

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

    July 10/13

    AF&A

    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.

     

    Complete – to be Removed

    T.     

    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.

    December

    9, 2013

    U.     

    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

    10, 2014

    V.     

    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

    8, 2014

    W.   

    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

    X.     

    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

    24, 2014

    Y.     

    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, 2013

    Z.     

    Value for Money Performance Audit - Accessible Transportation Services Review

     

    Sept. 11/13

    Public Works

    Report 13-010,

    Item 3(d)

     

     

    City Manager’s Office,

    Audit Services (Ann Pekaruk)

    Staff to conduct a Value for money audit of the D.A.R.T.S. Program and report to AF&A Committee.

    September

    8, 2014

     

     

    AA.           

    Rosedale Tennis Club – Request for $180,000 Loan

     

    Sept. 25/13

    Council,

    Item 5.2

    Corporate Services

    (Joe Spiler)

     

    Community Services

    (Vicki Woodcox)

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

    December

    9, 2013