City of Hamilton
AUDIT, FINANCE AND ADMINISTRATIONCOMMITTEE REVISED

Meeting #:

23-015

Date:

Thursday, October 05, 2023

Time:

9:30 A.m. - 12:30 P.m.

Location:

Council Chambers

Hamilton City Hall

71 Main Street West

Tamara Bates, Legislative Coordinator [phone] ext. 4102

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1.

CEREMONIAL ACTIVITIES

2.

APPROVAL OF AGENDA

(Added Items, if applicable, will be noted with *)

3.

DECLARATIONS OF INTEREST

4.

APPROVAL OF MINUTES OF PREVIOUS MEETING

4.1

September 21, 2023

5.

COMMUNICATIONS

6.

DELEGATION REQUESTS

6.1

Jason Herd, Fairway Electrical Services, respecting the City's letter to Fairway, dated September 18th, 2023 (Item 10.4) (for today's meeting)

7.

DELEGATIONS

8.

STAFF PRESENTATIONS

9.

CONSENT ITEMS

9.1

2023 Second Quarter Emergency and Non-competitive Procurements Report (FCS23019(a)) (City Wide)

9.2

2023 Second Quarter Non-compliance with the Procurement Policy Report (FCS23020(a)) (City Wide)

9.3

2023 Second Quarter Request for Tenders and Proposals Report (FCS23021(a)) (City Wide)

9.4

Grightmire Arena Lessons Learned Audit (AUD22004) – Management Responses Status Report (PW23007(a)/FCS23011(a)) (City Wide) (Outstanding Business List Item)

9.5

Mundialization Committee Minutes - May 17, 2023

10.

DISCUSSION ITEMS

10.1

Development Charges Stakeholders Sub-Committee Report 23-002 (September 18, 2023)

10.2

Integrity Commissioner and Lobbyist Registrar Appointment (FCS23106) (City Wide)

10.3

Tax and Rate Operating Budgets Variance Report as at July 31, 2023 – Budget Control Policy Transfers (FCS23063(a)) (City Wide)

10.4

Commercial Relationship between City of Hamilton and Fairway Electrical Services Inc. (LS23032/FCS23101) (City Wide)

Moved from Item 14.3

Discussion of Private & Confidential Appendix “A” to Report LS23032/FCS23101 would be pursuant to Section 9.3, Sub-sections (e) and (f) of the City's Procedural By-law 21-021, as amended, and Section 239(2), Sub-sections (e) and (f) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains to litigation or potential litigation, including matters before administrative tribunals, affecting the City or a local board; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

11.

MOTIONS

11.1

Hamilton Police Services and Hamilton Public Library Surpluses and Deficits

12.

NOTICES OF MOTION

13.

GENERAL INFORMATION / OTHER BUSINESS

14.

PRIVATE AND CONFIDENTIAL 

14.1

Closed Minutes - September 21, 2023

Pursuant to Section 9.3, Sub-sections (j) and (k) of the City's Procedural By-law 21-021, as amended, and Section 239(2), Sub-section (j) and (k) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains to a trade secret or scientific, technical, commercial or financial information that belongs to the City or a local board and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.

14.2

Replacement of Legend Software and Review of Xplor Recreation Software (FCS23088/HSC23061) (City Wide)

Pursuant to Section 9.3, Sub-section (k) of the City's Procedural By-law 21-021, as amended, and Section 239(2), Sub-section (k) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on by or on behalf of the municipality:

14.3

Appendix A to Commercial Relationship between City of Hamilton and Fairway Electrical Services Inc. (LS23032/FCS23101) (City Wide)

Pursuant to Section 9.3, Sub-sections (e) and (f) of the City's Procedural By-law 21-021, as amended, and Section 239(2), Sub-sections (e) and (f) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains to litigation or potential litigation, including matters before administrative tribunals, affecting the City or a local board; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

Please note that Report LS3032/FCS23101 - Commercial Relationship between City of Hamilton and Fairway Electrical Services Inc. (LS23032/FCS23101) (City Wide) has been moved to Item 10.4

15.

ADJOURNMENT