Date:
Time: 10:00 a.m.
Location: Council Chamber, 3rd Floor City Hall, 1841 Argyle Street, Halifax
Minutes: July 18, 2018 Audit & Finance Standing Committee Minutes (PDF)
Agenda
1. CALL TO ORDER
2. APPROVAL OF MINUTES – May 16, 2018
3. APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF ADDITIONS AND DELETIONS
4. BUSINESS ARISING OUT OF THE MINUTES
5. CALL FOR DECLARATION OF CONFLICT OF INTERESTS
6. MOTIONS OF RECONSIDERATION – NONE
7. MOTIONS OF RESCISSION – NONE
8. CONSIDERATION OF DEFERRED BUSINESS – NONE
9. NOTICES OF TABLED MATTERS – NONE
10. CORRESPONDENCE, PETITIONS & DELEGATIONS
10.1 Correspondence
10.2 Petitions
11. INFORMATION ITEMS BROUGHT FORWARD – NONE
12. REPORTS
12.1 FINANCE AND RISK MANAGEMENT
12.1.1 Year End Financial Statements [PDF]
Presentation [PDF]
- Financial Statement Presentation – Management
- Audit Findings Report – External Auditors
- Questions by Standing Committee of External Auditors
- Motion by Standing Committee to Accept Financial Statements
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council approve:
1. The Consolidated Financial Statements of the Halifax Regional Municipality for the year ended March 31, 2018;
2. The Statement of General Rate Surplus of the Halifax Regional Municipality for the year ended March 31, 2018;
3. Transfers of $17,260,060, as outlined below, to reduce the general rate surplus to zero:
• Police Officer on the Job Injury Reserve, Q411 $100,000
• Multi-District Facilities Reserve, Q546 $5,370,000
• Convention Centre Reserve, Q521 $2,000,000
• General Contingency Reserve, Q421 $9,790,060
4. The financial statements of the Halifax Regional Municipality Miscellaneous Trust Funds for the year ended March 31, 2018; and,
5. The appointment of KPMG to be the External Auditors for the fiscal year ended March 31, 2019.
12.1.2 Fourth Quarter 2017/18 Financial Report [PDF]
Presentation [PDF]
Motion:
That the Audit and Finance Standing Committee forward the Fourth Quarter 2017/18 Financial Report dated June 22, 2018 to Halifax Regional Council for their information.
12.2 INVESTMENT REPORTS
12.2.1 Investment Activities – Quarter ending March 31, 2018 [PDF]
Motion:
That the Audit and Finance Standing Committee forward the staff report dated June 6, 2018 to Halifax Regional Council as an information item.
12.2.2 Investment Policy Advisory Committee Report – Quarter ending March 31, 2018 [PDF]
Motion:
That the Audit and Finance Standing Committee forward the Investment Policy Advisory Committee report dated June 6, 2018 to Halifax Regional Council as an information item.
12.3 AUDITOR GENERAL
12.3.1 Management of Development Approvals
Report [PDF]
Presentation [PDF]
12.4 STAFF
12.4.1 Budget Increase to Fire Apparatus Fleet Expansion (CE010004) [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Regional Council:
1. Approve an increase to Project Account CE010004 – Fire Apparatus Fleet Expansion in the amount of $367,400; and
2. Approve an unbudgeted withdrawal in the amount of $367,400 from the Obligation Reserve, Fleet Vehicles and Equipment reserve Q531, as outlined in the Financial Implications section of the staff report dated May 7, 2018.
12.4.2 Multi-District Facility Management Agreements and Financial Impact [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council:
1. Approve the management agreements between:
a. HRM and the Dartmouth Sportsplex Community Association, as set out in Attachment 1 of the staff report dated July 5, 2018;
b. HRM and the Halifax Forum Community Association, as set out in Attachment 2;
c. HRM and the St. Margaret’s Community Centre Association, as set out in Attachment 3; and
d. HRM and the Centennial Pool Association, as set out in Attachment 4
and authorize the Chief Administrative Officer or their delegate to execute the agreements and to exercise at their discretion the renewal options set out in the agreements;
2. Subject to the execution of the management agreements as set out in recommendation one, approve that the total receivables and debts outstanding from the Dartmouth Sportsplex Community Association, the Halifax Forum Community Association, the St. Margaret’s Community Centre Association, and the Centennial Pool Association to HRM as of the date of the execution of the management agreements be written out of the books of account, and any accumulated deficits be absorbed by HRM, reducing their outstanding receivables, debts and accumulated deficits to zero;
3. Authorize the opening of bank accounts for the Dartmouth Sportsplex Community Association, St. Margaret’s Community Centre Association, and Centennial Pool Association for the purpose of operating the respective facilities as authorized per standard Halifax Regional Municipality procedures; and
4. Direct staff to continue negotiations with the remaining multi-district facilities (Alderney Landing, Canada Games Centre, and Cole Harbour Place) and return to the Audit and Finance Standing Committee no later than the end of September, 2018.
12.5 GRANTS COMMITTEE
12.5.1 Tax Relief for Non-Profit Organizations: Proposed Renewal of Tax Relief for Leases Removed from Administrative Order 2014-001-ADM Schedules – Fiscal Year 2018 [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council approve a grant for the six (6) organizations listed in Table 1 of the staff report dated March 14, 2018 for fiscal year 2018-19, effective April 1, 2018, unless otherwise stated, at an estimated combined cost of $52,251 from Account M311-8006 (Grants and Tax Concessions).
12.6 COMMITTTEE MEMBERS – NONE
13. MOTIONS – NONE
14. IN CAMERA (IN PRIVATE)
The Standing Committee may rise and go into a private In Camera session, in accordance with Section 19 of the Halifax Regional Municipal Charter, for the purpose of dealing with the following:
14.1 In Camera (In Private) Minutes – May 16, 2018
Motion:
That the In Camera (In Private) minutes of May 16, 2018 be approved as circulated.
15. ADDED ITEMS
16. NOTICES OF MOTION
17. PUBLIC PARTICIPATION
18. DATE OF NEXT MEETING – September 19, 2018
19. ADJOURNMENT
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INFORMATION ITEMS