March 8, 2017 Audit and Finance Standing Committee

Agenda

1. CALL TO ORDER

2. APPROVAL OF MINUTES – December 7, 2016

3. APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF ADDITIONS AND DELETIONS

4. BUSINESS ARISING OUT OF THE MINUTES:
4.1 Approval of the 2017 Meeting Schedule [PDF]
 Motion:
 The Audit and Finance Standing Committee approve the Meeting Schedule for 2017 as presented in Attachment A of the January 9, 2017 staff report.

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 - None
 10.2 Petitions
 10.3 Presentations - None

11. INFORMATION ITEMS BROUGHT FORWARD - NONE

 12. REPORTS
 12.1 FINANCE AND RISK MANAGEMENT:
12.1.1 Budget Increase to CVD01087 – Fleet Vehicle Replacement [PDF]
 Motion:
 The Audit and Finance Standing Committee recommend that Regional Council:
 1. Approve an increase to Project Account CVD01087 – Fleet Vehicle Replacement in the amount of $165,815; and
 2. Approve an unbudgeted withdrawal in the amount of $129,906 from the Obligation Reserve, Fleet Vehicles and Equipment reserve Q531, as outlined in the Financial Implications section of the
 January 12, 2017 staff report.

12.1.2 Write-off of Uncollectible Accounts [PDF]
 Motion:
 That

1. The Audit and Finance Standing Committee forward the February 20, 2017 staff report to HRM Regional Council for approval;
 2. The Audit and Finance Standing Committee forward the private and confidential In Camera report “Write-off of Uncollectible Account - Details” to HRM Regional Council as a In Camera Information Report, and that the report not be released to the public;
 3. The real property tax accounts in the amount of $33,768.43 comprised of $24,742.50 principal and $9,025.93 interest as summarized in Schedule 1 be formally written out of the books of account;
 4. The general revenue accounts in the amount of $19,128.58 comprised of $17,898.49 principal and $1,230.09 interest as summarized in Schedule 1 be formally written out of the books of account;
 5. The recreation accounts in the amount of $20,083.42 comprised of $20,083.42 principal and $0.00 interest as summarized in Schedule 1 be formally written out of the books of account;

12.1.3 Third Quarter 2016/2017 Financial Report [PDF]
 Motion:
 That the Audit and Finance Standing Committee forward the Third Quarter 2016/2017 Financial Report to Regional Council for their information.

12.1.4 Audit of the Consolidated Financial Statements of HRM [PDF]
 Motion:
 That the Audit & Finance Standing Committee approve the Audit Planning report for the year-end audit of HRM’s consolidated financial statements as prepared by the Municipal Auditor (KPMG), and attached to the February 27, 2017 staff report. 

 12.2 INVESTMENT REPORTS: NONE

12.3 AUDITOR GENERAL: NONE

12.4 STAFF:
12.4.1 Appointment to the Special Events Advisory Committee (Vice Chair) [PDF]
 Motion:
 The Audit and Finance Standing Committee appoint one (1) member from the Community Council membership of the Special Events Advisory Committee as Vice Chair for a term to November 2018.

12.5 GRANTS COMMITTEE: NONE

12.6 SPECIAL EVENTS ADVISORY COMMITTEE:
12.6.1 Review of Administrative Order 2014-020-GOV – Respecting Marketing Levy [PDF]
 Special Event Reserve Grants
 Motion:
 That the Audit and Finance Standing Committee request staff to hold a workshop with the Special Events Advisory Committee to discuss possible revisions to Administrative Order 2014-020-GOV Respecting Marketing Levy Special Event Reserve Grants, and to report back to the Audit and Finance Standing Committee with proposed amendments.

 13. MOTIONS - NONE

14. IN CAMERA (IN PRIVATE)
 The Committee may rise and go into a private In Camera session, in accordance with Section 19 of the Halifax Regional Municipality Charter, for the purpose of dealing with the following:

 14.1 Property Matter:
 A matter pertaining to providing instruction and direction to officers and employees of the Municipality pertaining to the acquisition / sale of land in regard to

 14.1.1 Industrial Lot Re-Purchase
 Motion:
 That the Audit and Finance Standing Committee recommend Halifax Regional Council approve the recommendation as outlined in the Private and Confidential staff recommendation report dated January 27, 2017.

14.2 Personnel Matter:
 Citizen appointments to boards and committees in keeping with the Public Appointment Policy adopted by Regional Council in August 2011, to be found at https://www.halifax.ca/city-hall/boards-committees-commissions/volunteer-boards-committees/public-appointment-policy

14.2.1 Citizen Nominations the Investment Policy Advisory Committee
 Motion:
 That the Audit and Finance Standing Committee nominate four (4) Citizens at Large for consideration by Regional Council for a term to November 2018.

14.2.2 Citizen Nominations the Grants Committee
 Motion:
 That the Audit and Finance Standing Committee nominate:
 1. Two (2) Citizens at Large for consideration by Regional Council for a term November 2017.
 2. Three (3) Citizens at Large for consideration by Regional Council for a term to November, 2018.

14.2.3 Citizen Nominations the Special Events Advisory Committee
 Motion:
 That the Audit and Finance Standing Committee ratify the appointments of the Professional Agency Representatives to the Special Events Advisory Committee.

Private and Confidential Information Items:
 1. Private and Confidential In Camera (In Private) Information Report dated February 21, 2017 RE Write-off of Uncollectible Accounts - Detail

15. ADDED ITEMS

16. NOTICES OF MOTION

17. PUBLIC PARTICIPATION

18. DATE OF NEXT MEETING – April 19, 2017

19. ADJOURNMENT

INFORMATION ITEMS

Memorandum dated March 2, 2017 from the Legislative Assistant RE Presentation Requests – None [PDF]