AUDIT, FINANCE & ADMINISTRATION COMMITTEE MINUTES :30 a.m. Monday, January 23, 2017 Council Chambers Hamilton City Hall 71 Main Street West

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1 AUDIT, FINANCE & ADMINISTRATION COMMITTEE MINUTES :30 a.m. Monday, January 23, 2017 Council Chambers Hamilton City Hall 71 Main Street West Present: Councillor D. Skelly (Chair) Councillor A. VanderBeek (Vice-Chair) Councillors A. Johnson, C. Collins, M. Pearson and B. Johnson Absent with Councillor L. Ferguson - Personal Regrets: THE FOLLOWING ITEMS WERE REPORTED TO COUNCIL FOR CONSIDERATION: 1. Tax Appeals under Sections 357 and 358 of the Municipal Act, (2001) (FCS17003) (City Wide) (Item 5.1) (B. Johnson/Collins) (a) That Appendix A to Report FCS17003 respecting the Tax Appeals processed under Section 357 of the Municipal Act, (2001), in the amount of $114,847 be approved; and, That Appendix B to Report FCS17003 respecting the Tax Appeals, due to a Gross or Manifest Clerical Error, Pursuant to Section 358 of the Municipal Act, (2001), in the amount of $7,800, be approved. 2. Follow-Up to Audit Report Roster Requirements Review (AUD17001) (City Wide) (Item 5.2) (Pearson/A. Johnson) That Report AUD17001 respecting a Follow-Up to Audit Report Roster Requirements Review, be received.

2 Minutes Page 2 of 5 3. Follow-Up to Audit Report GPS/AVL Systems Performance Review (AUD17002) (City Wide) (Item 5.3) (Pearson/A. Johnson) That Report AUD17002 respecting a Follow-Up to Audit Report GPS/AVL Systems Performance Review, be received. 4. Follow-Up to Audit Report Community and Emergency Services Food Services (Arenas and Recreation Facilities) (AUD17003) (City Wide) (Item 5.4) (A. Johnson/Pearson) That Report AUD17003 respecting a Follow-Up to Audit Report Community and Emergency Services Food Services (Arenas and Recreation Facilities), be received. 5. Whistleblower Information Update for Q (AUD17004) (City Wide) (Item 5.5) (B. Johnson/A. Johnson) That Report AUD17004 respecting a Whistleblower Information Update for Q4 2016, be received. 6. City of Hamilton/Ministry of Transportation 2016/2017 Dedicated Gas Tax Funding Agreement (FCS17006) (City Wide) (Item 8.1) (Pearson/VanderBeek) (a) That the Mayor and General Manager, Finance and Corporate Services be authorized and directed to enter into an Agreement between the City of Hamilton and the Province of Ontario related to the funding commitment made by the Province of Ontario to the Municipality under the Dedicated Gas Tax Funds For Hamilton s Public Transportation Program; (c) (d) That the Mayor and General Manager, Finance and Corporate Services be authorized and directed to execute the Letter of Agreement attached as Appendix A to Report FCS17006; That the By-law attached as Appendix C to Report FCS17006 authorizing and directing the Mayor and General Manager, Finance and Corporate Services to sign a Letter of Agreement between the City of Hamilton and the Province of Ontario with respect to funding under the Dedicated Gas Tax Funds for Public Transportation Program, be passed; That, upon being passed, a certified copy of the By-law, together with two copies of the signed Letter of Agreement, be forwarded to the Ministry of Transportation.

3 Minutes Page 3 of Reserve Report (FCS17004) (City Wide) (Item 8.2) (Pearson/Collins) (a) That the 2015 Reserve Report and the 2015 Reserves Detail Report, with 2014 Comparative figures and 2016 Projections, attached as Appendix A to Report FCS17004 be approved; (c) That Reserve be renamed from Ronald V. Joyce Centre Reserve to First Ontario Concert Hall Reserve; That Reserve be renamed from Best Start Initiative Reserve to Early Years System Reserve. FOR THE INFORMATION OF COMMITTEE: (a) CHANGES TO THE AGENDA (Item 1) The Committee Clerk advised that there were no changes to the agenda. (A. Johnson/Pearson) That the Agenda for the January 23, 2017 meeting of the Audit, Finance & Administration Committee be approved, as presented. DECLARATIONS OF INTEREST (Item 2) There were no declarations of interest. (c) APPROVAL OF MINUTES OF PREVIOUS MEETING (Item 3) (i) December 12, 2016 (Item 3.1) (Pearson/B. Johnson) That the Minutes of the December 12, 2016 Audit, Finance & Administration Committee meeting be approved, as presented. (d) DELEGATION REQUESTS (Item 4) (i) Jim Enos, Hamilton Wentworth Family Action Council, respecting the draft Transgender and Gender Non-Conforming Protocol (for a future meeting) (Item 4.1)

4 Minutes Page 4 of 5 (Collins/Pearson) That the delegation request from Jim Enos, Hamilton Wentworth Family Action Council, respecting the draft Transgender and Gender Non- Conforming Protocol, be approved for a future meeting. (e) PUBLIC HEARINGS / DELEGATIONS (Item 6) (i) Shekar Chandrashekar, Respecting a Freedom Of Information Request for Access to Police Services Accounting Records (Item 6.1) (f) MOTIONS (Item 9) Mr. Shekar Chandrashekar addressed the Committee respecting a Freedom of Information Request for Access to Police Services Accounting Records. A copy of the presentation is available on the City s website or through the Office of the City Clerk. (Pearson/B. Johnson) That the delegation from Mr. Shekar Chandrashekar, respecting a Freedom of Information Request for Access to Police Services Accounting Records, be received. (A. Johnson/B. Johnson) That staff be directed to report back to the Audit, Finance and Administration Committee addressing Mr. Chandrashekar s concerns and outline any next steps that may be required in addressing them. (VanderBeek/A. Johnson) That the Committee move into Closed Session respecting Item 9.1 a Motion to Refer the City of Hamilton Transgender Protocol pursuant to Section 8.1, Sub-section (f) of the City's Procedural By-law , and Section 239(2), Sub-section (f) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains to advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (i) Referral of the City of Hamilton Transgender Protocol (Item 9.1) (A. Johnson/Collins) That the matter respecting the City of Hamilton Transgender Protocol be referred to the General Issues Committee. DEFEATED

5 Minutes Page 5 of 5 (g) ADJOURNMENT (Item 13) (Pearson/Collins) That, there being no further business, the Audit, Finance & Administration Committee be adjourned at 10:26 a.m. Respectfully submitted, Councillor D. Skelly, Chair, Audit, Finance & Administration Committee Lauri Leduc Legislative Coordinator Office of the City Clerk