March 21, 2018 Audit and Finance Standing Committee

Agenda

1. CALL TO ORDER

2. APPROVAL OF MINUTES –  February 21, 2018

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

Addition:

15.1  Payments for Halifax Convention Centre & Reserve Update

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 - 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 Write-off of Uncollectible Accounts (pdf)
Motion:
The Audit and Finance Standing Committee recommend:
1. The March 6, 2018 staff report be forwarded to HRM Regional Council for approval;
2. The private and confidential In Camera staff report dated March 6, 2018 “Write-off of
    Uncollectible Account – Details” be forwarded to HRM Regional Council as an In Camera
     Information Report, and that the report not be released to the public;
3. The real property tax accounts in the amount of $50,509.48 comprised of $44,066.09 principal
    and $6,443.39 interest as summarized in Schedule 1 be formally written out of the books of
    account;
4. The general revenue accounts in the amount of $45,756.75 comprised of $34,773.57 principal
    and $10,983.18 interest as summarized in Schedule 1 be formally written out of the books of
    account;
5. The recreation accounts in the amount of $13,361.13 comprised of $13,361.13 principal and
    $0.00 interest as summarized in Schedule 1 be formally written out of the books of account;
6. The library accounts in the amount of $5,292.51 comprised of $5,292.51 principal and $0.00
    interest as summarized in Schedule 1 be formally written out of the books of account;

12.1.2  Audit of the Consolidated Financial Statement of HRM (pdf)
Motion:
The Audit and Finance Standing Committee approve the Audit Planning report for the year end audit of HRM’s consolidated financial statement, General Rate Surplus statement, and Miscellaneous Trust Funds statement as prepared by the Municipal Auditor (KPMG) and attached to the February 27, 2018.

12.2 INVESTMENT REPORTS: NONE

12.3 AUDITOR GENERAL:
12.3.1 2017-18 Annual Report and 2018-19 Audit Priorities (to be circulated)

12.4 STAFF:
12.4.1 Award – Tender 18-150 Ice Slab Replacements – Scotia 1 – Cole Harbour Place (pdf)
Motion:
The Audit and Finance Standing Committee recommend that Regional Council:

1. Approve an unbudgeted withdrawal in the amount of $200,000 net HST included, from the Capital Fund
    Reserve, Q526;
2. Increase 2017/18 Capital Budget, Project Number CB000045 – Cole Harbour Place (CHP) by $200,000,
    net HST Included, as outlined in the Financial section of this report;
3. Approve advanced capital, for the purpose of tendering and awarding, in the amount of $150,000, from
    the 2018/19 proposed capital budget for Project Number CB000045 as part of the December 14, 2016
    approved Multi-year project list;
4. Award Tender 18-150 Ice Slab Replacements- Scotia 1 - Cole Harbour Place to the lowest bidder
    meeting specification, Bird Construction Group, for a total price of $1,437,228 (net HST included) with
    funding from CB000045 – Cole Harbour Place, as outlined in the Financial Implications section of this
   report.

12.4.2 Administrative Order 50 Disposal of Surplus Real Property – PID 00076471 1588 Barrington Street, Halifax (pdf)
Motion:
The Audit and Finance Standing Committee recommend Regional Council:

1. Set a date for a public hearing to consider the sale of 1588 Barrington Street, Halifax, to the 1588 Barrington Building Preservation Society for the proposed less than market value price of $1.00 as per the proposed terms and conditions set out in the Discussion section of this report and a Buy-Back Agreement included as Attachment 1 of this report;

2. Subject to the outcome of the public hearing, approve the sale and authorize the Mayor and Municipal Clerk to enter into an Agreement of Purchase and Sale with the 1588 Barrington Building Preservation Society as per the terms and conditions set out in Table 1 of this report;

3. Subject to confirmation from the 1588 Barrington Building Preservation Society that the sale is unconditional and is a firm and binding purchase agreement, approve and authorize the Chief Administrative Officer to execute a Contribution Agreement for a grant of up to $250,000 under the terms and conditions contained in this report and included as Attachment 2;

4. Approve an unbudgeted reserve withdrawal from the General Contingency Reserve, Q421 to fund the grant, up to $250,000; and,

5. Refer the 1588 Barrington Building Preservation Society’s request for tax relief to the Tax Relief for Non-Profit Organizations Program pursuant to Administrative Order 2014-001-ADM.

12.6 SPECIAL EVENTS ADVISORY COMMITTEE: NONE 
12.7 COMMITTEE 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 Carter for the purpose of dealing with the following:

Private and Confidential Information Items:
1. Private and Confidential In Camera (In Private) Information Report dated March 6, 2018 RE:  Write-off of Uncollectible Accounts - Detail

15. ADDED ITEMS

15.1  Payments for Halifax Convention Centre & Reserve Update (pdf)

16. NOTICES OF MOTION 

17. PUBLIC PARTICIPATION

18. DATE OF NEXT MEETING –  April 18, 2018

19. ADJOURNMENT 
________________________________________
INFORMATION ITEMS

Memorandum dated February 13, 2018 from the Legislative Assistant RE Presentation Requests - NONE (pdf)