January 21, 2020 Audit and Finance Standing Committee

Agenda

1. CALL TO ORDER

ELECTION OF CHAIR AND VICE CHAIR

2. APPROVAL OF MINUTES – November 20, 2019

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 AUDITOR GENERAL
12.1.1 HRM’s New Website Project

12.2 STAFF

12.2.1 Investing in Canada Contribution Agreement: Herring Cove Phase 2B [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council: 
1. Authorize the Mayor and Municipal Clerk to sign the attached Contribution Agreement with the Minister of Municipal Affairs, to receive $5,778,522.00 in funding for the Herring Cove Water and Wastewater Servicing project, Phase 2B.
2. Increase capital account CS000001 – Herring Cove Servicing Phase 2B by $5,778,522.00 with funding from the Investing in Canada Infrastructure Program.
3. Increase capital account CS000001 – Herring Cove Servicing Phase 2B by $2,101,639 with funding from a Local Improvement Charge (LIC).

12.2.2 Investment Activities – Quarter Ending September 30, 2019 [PDF]
Motion:
That the Audit and Finance Standing Committee forward this report to Halifax Regional Council as an information item.

12.2.3 Dartmouth Family Centre Grant Request [PDF]
- Correspondence from Anne-Marie McElrone [PDF]
Motion:
That the Audit & Finance Committee recommend that Regional Council:
1. Approve a one-time contribution to the Dartmouth Family Centre in the amount of $55,000 from the General Contingency Reserve Q421 to fund the design and construction of an outdoor play/programming area in association with the society’s community food centre at the Primrose Plaza, 6 Primrose Street, Dartmouth, conditional upon (i) written confirmation from the property owner of permission to the Dartmouth Family Centre to install an outdoor play/programming area for the Centre on the land for a minimum term of five (5) years; and (ii) the execution of a Contribution Agreement between HRM and the Dartmouth Family Centre; and
2. Direct the CAO to negotiate and enter into a Contribution Agreement with the Dartmouth Family Centre in the amount of $55,000.00 for the design and construction of an outdoor play/programming area in association with the society’s community food centre as set out in the discussion section of this report, which shall be substantially of the same form as in Attachment 1 of this report.

12.2.4 2019 Solar City Program Update [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Halifax Regional Council approve an increase to the gross budget for capital account CD990005 – Solar City Program by $9,000,000, with repayment received from Solar City Participants for no net impact to the overall budget.

12.3 GRANTS COMMITTEE

12.3.1 Tax Relief for Non-Profit Organizations Program: Fiscal Year 2019-2020. Part 3 – Proposed Amendments to Schedules [PDF]
Motion:
That the Audit and Finance Standing Committee recommend that Regional Council approve:
1. Reinstatement of Abenaki Aquatic Club, 20A-22 Swanton Drive, Dartmouth and the Senobe Aquatic Club, 8 Nowlan Street and a Portion of PID#00636290 Prince Albert Road, Dartmouth to Schedule 26, effective April 1, 2019, at a combined estimated cost of $21,948 from Operating Account M311-8006;
2. Reinstatement of the Atlantic Division Association: Canoe-Kayak Canada, 34 Boathouse Lane, Dartmouth to Schedule 27, effective April 1, 2019, at an estimated cost of $5,255 from Operating Account M311-8006; 
3. Removal of ABC Housing Cooperative Limited, 1F Arklow Drive, Dartmouth, from Schedule 30, effective April 1, 2019, at an estimated saving of $323 to the tax relief program;
4. A grant equivalent to the award previously received under the tax relief program to the Association of Special Needs Recreation, 82 Cobblestone Lane, Musquodoboit Harbour; Sackville NS Lions Club, 101 Beaver Bank Road, Beaver Bank; and the South End Daycare, 5594 Morris Street, Halifax, at a combined total estimated cost of $29,801 from Operating Account M311-8006;
5. Minor housekeeping corrections to Schedule 26; and
6. Adopt the amendments to Administrative Order 2014-001-ADM as set out in Attachments A, B and C in Attachment 2 of the staff report dated November 7, 2019 report and replace Schedules 26, 27 and 30 of the Administrative Order.

12.4 COMMITTTEE MEMBERS – NONE 
13. MOTIONS – NONE 

14. IN CAMERA (IN PRIVATE)

Council 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 – Private and Confidential Report
A matter pertaining to providing instruction and direction to officers and employees of the Municipality pertaining to the acquisition / sale of land.
Motion: 
That the Audit and Finance Standing Committee convene to In Camera to discuss the property matter.

14.2 PERSONNEL MATTER – Private and Confidential Report
Citizen and Councillor 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/boardscommittees-commissions/volunteer-boards-committees/public-appointment-policy
Motion: 
That the Audit and Finance Standing Committee convene to In Camera to discuss the personnel matter.

14.3 PERSONNEL MATTER – Private and Confidential Report
Citizen and Councillor 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/boardscommittees-commissions/volunteer-boards-committees/public-appointment-policy
Motion: 
That the Audit and Finance Standing Committee convene to In Camera to discuss the personnel matter.

14.4 PERSONNEL MATTER – Private and Confidential Report
Citizen and Councillor 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/boardscommittees-commissions/volunteer-boards-committees/public-appointment-policy
Motion: 
That the Audit and Finance Standing Committee convene to In Camera to discuss the personnel matter.

15. ADDED ITEMS

16. NOTICES OF MOTION    

17. PUBLIC PARTICIPATION

18. DATE OF NEXT MEETING – February 19, 2020

19. ADJOURNMENT    

INFORMATION ITEMS

1. Information Report dated November 1, 2019 from the Director of Corporate and Customer Services re: Management of Surplus Buildings and Land [PDF]
2. Information Report dated January 16, 2020 from the Legislative Assistant re: Presentation Requests [PDF]