Administrative Services Committee

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Date/Time
Date(s) - Tuesday, May 23, 2017
7:00 pm - 10:00 pm

Location
Town Hall

Category(ies)


CONSENT ITEM(S)

 

1. Oakville Hydro Easement for Switchgear Relocation 9-12
  –           Report from Legal Department, April 25, 2017  

 

Recommendation:
1. That Town staff be granted authority to convey a permanent easement to Oakville Hydro Electricity Distribution Inc. over Part 1 on the draft plan attached as Appendix “A” for its switchgear unit;

 

2. That all requisite documentation in connection with the easement be executed in accordance with By-Law 2013-057; and

 

3. That the Town Solicitor be authorized to make any minor modifications to the requisite documentation as necessary.

 

 

 

2. Kerr Village BIA Application for Tourism Exemption to the Retail Business Holidays Act 13-16
  –           Report from Economic Development Department,
April 7, 2017
 

 

Recommendation:
That Halton Region be advised of the Town’s support for the application from the Kerr Village Business Improvement Area (BIA) for a tourism exemption under the Retail Business Holidays Act (RBHA).

 

 

3. 2016 Development Charges Reserve Fund Statement 17-30
  –           Report from Finance Department, April 19, 2017  

 

Recommendation:
That the 2016 Development Charges Reserve Fund Statement be received.

 

 

4. 2016 Cash In Lieu of Parkland and Bonus Zoning Reserve Fund Statement 31-34
  –           Report from Finance Department, April 21, 2017  

 

Recommendation:
That the 2016 Bonus Zoning and Cash in Lieu of Parkland Reserve Fund Statement be received.

 

 

5. Corporate Policy and Procedure Update Report 35-62
  –           Report from Clerk’s Department, April 19, 2017  

 

Recommendation:
1. That the updated MS-REC-001 Oakville Museum Policy be approved and the following related procedures be received:
a. MS-REC-001-001 Oakville Museum Collections Management Procedure;
b. MS-REC-001-002 Oakville Museum Conservation Procedure;
c. MS-REC-001-003 Oakville Museum Artifact Deaccessioning and Disposal Procedure;
d. MS-REC-001-004 Oakville Museum Exhibition Procedure;
e. MS-REC-001-005 Oakville Museum Interpretation and Education Procedure; and
f. MS-REC-001-006 Oakville Museum Research Procedure; and

 

 

 

2. That the updated MS-SPR-002-002 Corporate Community Assistance Procedure be received.

 

 

6. Temporary Licenses and a Permanent Easement for Construction Work on Bridge Road 63-66
  –           Report from Legal Department, April 24, 2017  

 

Recommendation:
1. That Town staff be granted authority to negotiate and enter into temporary licenses with the owners of 1053, 1058 and 1061 Bridge Road and 472 Maplehurst Avenue, to the satisfaction of the Town Solicitor;

 

2. That Town staff be granted authority to negotiate and acquire a permanent easement over a portion of 1061 Bridge Road for a new culvert, to the satisfaction of the Town Solicitor;

 

3. That all requisite documentation in connection with the temporary licenses and permanent easement be executed in accordance with By‑law 2013‑057; and

 

4. That the Town Solicitor be authorized to make any minor modifications to the requisite documentation as may be required, including any extensions of the temporary licenses, if required.

 

 

7. 2017 Provincial Education Rate Update 67-70
  –           Report from Finance Department, May 3, 2017  

 

Recommendation:
That the report from the Financial Operations department, dated May 3, 2017, entitled 2017 Provincial Education Rate Update, be received.

 

 

CONFIDENTIAL CONSENT ITEM(S)

 

There are no Confidential Consent Items listed for this agenda.

 

 

 

DISCUSSION ITEM(S)

 

8. 2016 Financial Statements 71-136
  –           Report from Finance Department, April 21, 2017  

 

Recommendation:
That the 2016 Town of Oakville Consolidated Financial Statements and the 2016 Town of Oakville Trust Fund Financial Statements be approved.

 

 

9. 2016 Audit Findings Report 137-162
  –           Report from Finance Department, April 26, 2017  

 

Recommendation:
That the 2016 Audit Findings Report issued by KPMG, the town’s external auditors, be received for information.

 

 

10. March 31st 2017 Financial Progress Report 163-188
  –           Report from Finance Department, April 26, 2017  

 

Recommendation:
1. That the March 31st 2017 Financial Progress report dated April 26, 2017, from the Finance department, be received;

 

2. That the transfers to and from the Reserves and Reserve Funds and transactions contained in the report dated April 26, 2017, from the Finance department, be approved;

 

3. That the Treasurer be authorized to fund and close the capital projects as identified in the report dated April 26, 2017, from the Finance department; and

 

4. That the capital projects budget adjustments and required transfers from reserve/reserve funds as outlined in the report dated April 26, 2017, from the Finance department, be approved.

Location: Oakville & Trafalgar Rooms

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