Finance Committee-February 15, 2013-Agenda · 2014. 8. 20. · January 28, 2013 FINANCE COMMITTEE REGULAR MEETING Friday, February 15, 2013 9:00 a.m. 2nd Floor Boardroom, 4330 Kingsway,

January 28, 2013

FINANCE COMMITTEE

REGULAR MEETING

Friday, February 15, 2013 9:00 a.m.

2nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia.

Membership

A G E N D A1 1. ADOPTION OF THE AGENDA

1.1 February 15, 2013 Regular Meeting Agenda That the Finance Committee adopt the agenda for its regular meeting scheduled for February 15, 2013 as circulated.

2. ADOPTION OF THE MINUTES

2.1 November 22, 2012 Regular Meeting Minutes That the Finance Committee adopt the minutes of its regular meeting held November 22, 2012 as circulated.

3. DELEGATIONS

No items presented. 4. INVITED PRESENTATIONS

No items presented. 5. REPORTS FROM COMMITTEE OR STAFF 5.1 2013 Finance Committee Priorities Designated Speaker: Jim Rusnak That the Finance Committee endorse the proposed 2013 Work Plan and the Terms

of Reference as set out in the report dated January 28, 2013, titled “2013 Finance Committee Priorities.”

1 Note: Recommendation is shown under each item, where applicable.

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Finance Committee Regular Agenda February 15, 2013

Agenda Page 2 of 3

5.2 Regional Finance Symposium Update Designated Speaker: Jim Rusnak and Heather Schoemaker

That the Board direct staff to follow up on actions arising from the 2012 Regional Finance Symposium including hosting a series of targeted workshops on shared service delivery, funding models for core service delivery, and large infrastructure development, as outlined in the report.

5.3 2013 Finance Committee Meeting Dates

Designated Speaker: Paulette Vetleson That the Finance Committee establish the day, hour and place for its 2013 regular

meetings as follows: Day and Hour Thursday, February 15 9:00 am Thursday, March 8 9:00 am Thursday, April 19 9:00 am Thursday, May 17 9:00 am Thursday, June 21 9:00 am Thursday, July 19 9:00 am Thursday, September 13 9:00 am Thursday, October 18 9:00 am Thursday, November 22 9:00 am Place Meetings will be held in the 2nd floor boardroom, 4330 Kingsway, Burnaby, British

Columbia unless otherwise specified on the Metro Vancouver public notice board, Metro Vancouver website, and the respective agenda.

5.4 Tender/Contract Award Information - October, November and December 2012 Designated Speaker: Tracey Husoy That the Finance Committee receive the report titled “Tender/Contract Award

Information – October, November and December 2012”, dated January 22, 2013 for information.

5.5 2012 Internal Audit Plan Status Update Designated Speaker: Yvette Tecson

That the Finance Committee receive the report titled ‘2012 Internal Audit Plan Status Update’ dated January 30, 2013 for information.

5.6 Manager’s Report

6. INFORMATION ITEMS No items presented.

7. OTHER BUSINESS No items presented.

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Finance Committee Regular Agenda February 15, 2013

Agenda Page 3 of 3

8. RESOLUTION TO CLOSE MEETING That the Finance Committee close its regular meeting scheduled for February 15, 2013 pursuant to the Community Charter provisions, Section 90 (1) (l) as follows: “90 (1) A part of a meeting may be closed to the public if the subject matter being

considered relates to or is one or more of the following: (l) discussions with regional district officers and employees respecting

regional district objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report] of the Charter.

9. ADJOURNMENT/TERMINATION

That the Finance Committee adjourn/conclude its regular meeting of February 15, 2013.

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Minutes of the Regular Meeting of the GVRD Finance Committee held on Thursday, November 22, 2012 Page 1 of 6

GREATER VANCOUVER REGIONAL DISTRICT FINANCE COMMITTEE

Minutes of the Regular Meeting of the Greater Vancouver Regional District (GVRD) Finance Committee held at 9:01 a.m. on Thursday, November 22, 2012 in the 2nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia. PRESENT: Chair, Director Richard Walton, North Vancouver District Director Malcolm Brodie, Richmond Director Lois Jackson, Delta Director Colleen Jordan, Burnaby Councillor Michael Lewis, West Vancouver Director Geoff Meggs, Vancouver Director Mae Reid, Coquitlam ABSENT: Vice Chair, Director Marvin Hunt, Surrey Director Ernie Daykin, Maple Ridge Director Jack Froese, Langley Township Councillor Brad West, Port Coquitlam OTHERS PRESENT: Director Derek Corrigan, Burnaby STAFF: Carol Mason, Commissioner/Chief Administrative Officer, Chief Administrative Officer’s

Department Jim Rusnak, Chief Financial Officer, Finance and Administration Department Klara Kutakova, Assistant to Regional Committees, Board Secretariat and Corporate

Information Department 1. ADOPTION OF THE AGENDA

1.1 November 22, 2012 Regular Meeting Agenda It was MOVED and SECONDED That the Finance Committee adopt the agenda for its regular meeting scheduled for November 22, 2012 as circulated.

CARRIED 2. ADOPTION OF THE MINUTES

2.1 October 11, 2012 Regular Meeting Minutes It was MOVED and SECONDED That the Finance Committee adopt the minutes of its regular meeting held October 11, 2012 as circulated.

CARRIED

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3. DELEGATIONS No items presented.

4. INVITED PRESENTATIONS

No items presented. 5. REPORTS FROM COMMITTEE OR STAFF Agenda Order Varied The order of the agenda was varied to consider item 5.6 Procurement and Contracting Practices as the first report under section 5. Reports from Committee or Staff.

5.6 Procurement and Contracting Practices Report dated September 27, 2012 from Tracey Husoy, Purchasing and Risk Division Manager, and Phil Trotzuk, Financial Planning and Operations Division Manager, Finance and Administration Department, responding to the Committee’s request for a fulsome description of the policies and practices governing Metro Vancouver’s procurement processes, and providing assurance as to the adequacy and appropriateness of the Committee’s oversight role. Regarding the procurement and contracting practices, discussion ensued and/or concerns were expressed about the following: The reporting format Controls in place; the role of the Finance Committee and the Board Rationale, criteria, costs and value for contracting procurement of goods

and services to a third party; policies applicable to the bidding process undertaken by a third party

It was MOVED and SECONDED That the Finance Committee: a) refer the report dated September 27, 2012, titled “Procurement and

Contracting Practices” and the following recommendation back to staff: “That the Board reaffirm the Procurement and Contracting Policies, as outlined in the report dated September 27, 2012 titled “Procurement and Contracting Practices”, as being appropriate and demonstrative of good governance and oversight of Metro Vancouver’s procurement processes.”, and

b) direct staff to: 1. clarify reporting format to disclose circumstance that may lead to

selection of bids that are not the lowest or exceed earlier estimates; 2. flag for the Committee instances when a third party is used to procure

goods or services; and 3. develop criteria to determine value for money basis for use of outside

contractors both in procurement process and provision of goods and services.

CARRIED

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Agenda Order Resumed The order of the agenda resumed with item 5.1 Updated Bank Signing Officers – GVRD Bylaw No. 1180, 2012.

5.1 Updated Bank Signing Officers – GVRD Bylaw No. 1180, 2012

Report dated October 1, 2012 from Phil Trotzuk, Financial Planning and Operations Division Manager, Finance and Administration Department, seeking Board approval to update Greater Vancouver Regional District (GVRD) Bylaw No. 1180, 2012 for the removal of CIBC as the GVRD banker for the VISA credit card facility now being handled under a separate contractual arrangement. It was MOVED and SECONDED

That the Board: a) introduce and give first, second and third reading to “Greater Vancouver

Regional District Signing Officers Bylaw No. 1180, 2012”; and b) reconsider, pass and finally adopt “Greater Vancouver Regional District

Signing Officers Bylaw No. 1180, 2012”. CARRIED

Director Meggs absent at the vote.

5.2 Updated Bank Signing Officers – GVWD Bylaw No. 245, 2012 Report dated October 1, 2012 from Phil Trotzuk, Financial Planning and Operations Division Manager, Finance and Administration Department, seeking Board approval to update the bylaw repealing GVWD Signing Officers Bylaw, No. 197, 1989, not done with a previous update. It was MOVED and SECONDED

That the Board: a) introduce and give first, second and third reading to “Greater Vancouver

Water District Signing Officers Bylaw No. 245, 2012”; and b) reconsider, pass and finally adopt “Greater Vancouver Water District

Signing Officers Bylaw No. 245, 2012”. CARRIED

Director Meggs absent at the vote.

5.3 Spring MFA Borrowing for City of Port Moody – GVRD Security Issuing Bylaw No. 1178, 2012 Report dated October 18, 2012 from Phil Trotzuk, Financial Planning and Operations Division Manager, Finance and Administration Department, bringing forward a borrowing request from the City of Port Moody for the 2013 MFA spring issue. The borrowing request of $3,000,000 is for fire hall construction. It was MOVED and SECONDED a) That the GVRD Board, pursuant to Sections 182(1)(b) and 182(2)(a) of

the Community Charter, give consent to the request for financing from the City of Port Moody in the amount of $3,000,000;

b) That the Board introduce and give first, second and third reading to “Greater Vancouver Regional District Security Issuing Bylaw

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No. 1178, 2012” being a bylaw to authorize the entering into of an Agreement respecting financing between the Greater Vancouver Regional District and the Municipal Finance Authority of British Columbia;

c) That the Board reconsider, pass and finally adopt “Greater Vancouver Regional District Security Issuing Bylaw No. 1178, 2012”;

d) That the Board forward “Greater Vancouver Regional District Security Issuing Bylaw No. 1178, 2012” to the Inspector of Municipalities for Certificate of Approval.

CARRIED Director Meggs absent at the vote.

Agenda Order Varied The order of the agenda was varied to consider item 5.7 at this point.

5.7 Tender/Contract Award Information – September 2012

Report dated October 22, 2012 from Tracey Husoy, Purchasing and Risk Division Manager, Finance and Administration Department, informing about contracts with a total anticipated value at or in excess of $250,000. In response to an inquiry about a Request for Proposal No. 12-108, as outlined on page 200 of the agenda, reasons were provided for not awarding a contract to the lowest bidder. Request of Staff Staff was requested to provide in future tender/contract award reports an explanation on contracts that were not awarded to the lowest bidder. It was MOVED and SECONDED That the Finance Committee receive the report titled “Tender/Contract Award Information – September 2012”, dated October 22, 2012 for information.

CARRIED

Agenda Order Varied The order of the agenda was varied to consider item 5.5 at this point.

5.5 Additional Information on the Federal Gas Tax Agreement Report dated November 16, 2012 from Jim Rusnak, Assistant Deputy Chief

Administrative Officer/Chief Financial Officer, Finance and Administration Department, and Raymond Kan, Senior Regional Planner, Metropolitan Planning, Environment and Parks Department, providing additional information on the Federal Gas Tax Agreement. It was suggested that a meeting with the Minister and UBCM be sought to discuss the matter and that, once formed, the matter be also referred to the Metro Vancouver’s Transportation Committee. It was MOVED and SECONDED That the Board: a) send a letter to and seek a meeting with the Minister of Community, Sport

and Cultural Development and Union of British Columbia Municipalities about the importance of having Metro Vancouver at the table to discuss,

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review, and evaluate proposals to renew the Federal Gas Tax Agreement so that future programs fit the priority needs of local governments in metropolitan Vancouver and established Board objectives, including the Integrated Air Quality and Greenhouse Gas Management Plan and the Regional Growth Strategy; and

b) refer the report dated November 16, 2012, titled Additional Information on the Federal Gas Tax Agreement to the Transportation Committee once it is formed.

CARRIED

Agenda Order Resumed The order of the agenda resumed with item 5.4 Report of the Expert Panel on B.C.’s Tax Competitiveness

5.4 Report of the Expert Panel on B.C.’s Tax Competitiveness Report dated October 26, 2012 from Ann Rowan, Sustainability Strategist, Chief Administrative Officer’s Department, updating the Finance Committee on the recommendations of the Expert Panel on B.C.’s Business Taxation Competitiveness and providing next steps on the provincial and UBCM process. It was MOVED and SECONDED That the Finance Committee receive the report titled “Report of the Expert Panel on B.C.’s Tax Competitiveness”, dated October 26, 2012 for information.

CARRIED

It was MOVED and SECONDED That the Board direct staff to share the Report of the Expert Panel on B.C.’s

Tax Competitiveness dated October 26, 2012 with Member Municipalities. CARRIED

5.5 Additional Information on the Federal Gas Tax Agreement

The item was previously considered.

5.7 Tender/Contract Award Information – September 2012 The item was previously considered.

5.6 Procurement and Contracting Practices

The item was previously considered. 5.8 Manager's Report

Report dated November 5, 2012 from Jim Rusnak, Assistant Deputy Chief Administrative Officer/Chief Financial Officer, Finance and Administration Department, providing an update on the following: the Committee’s 2012 Work Plan; the first quarter of the Committee’s 2013 Work Plan; waste-to-energy project status; TransLink’s Net Debt with Municipal Finance Authority; gas tax funding to municipalities; opting out of the Gas tax Agreement, and the Regional Finance Symposium.

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Request of Staff Staff was requested to send a reminder to municipal councils and staff about the Regional Finance Symposium. The Committee was informed that Basia Ruta was appointed the First Auditor General for local government. It was MOVED and SECONDED That the Finance Committee extend a letter to Basia Ruta, Auditor General for local government, congratulating her on the appointment and requesting her to meet with the Finance Committee.

CARRIED

6. INFORMATION ITEMS 6.1 Lions Gate Secondary Wastewater Treatment Plant – Project Update 6.2 Letter from City of Richmond dated October 24, 2012 re Provincial

Carbon Tax Review

7. OTHER BUSINESS No items presented.

8. RESOLUTION TO CLOSE MEETING

No items presented. 9. ADJOURNMENT/TERMINATION

It was MOVED and SECONDED That the Finance Committee conclude its regular meeting of November 22, 2012.

CARRIED (Time: 10:55 a.m.)

_____________________________________ ________________________________ Klara Kutakova, Richard Walton, Chair Assistant to Regional Committees

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To: Finance Committee From: Jim Rusnak, General Manager of Finance and Housing Date: January 28, 2013 Meeting Date: February 15, 2013 Subject: 2013 Finance Committee Priorities RECOMMENDATION That the Finance Committee endorse the proposed 2013 Work Plan and the Terms of Reference as set out in the report dated January 28, 2013, titled “2013 Finance Committee Priorities.” PURPOSE To provide the Finance Committee with information on its Terms of Reference, key priorities and Work Plan for 2013. BACKGROUND The Committee, at its October 2012 meeting, endorsed the programs and priorities under their purview for 2013. These programs and priorities served the basis for the 2013 Budget, approved by the Board on October 26, 2012, and were used to develop the Committee’s work plan presented in the report. DISCUSSION Terms of Reference for Finance Committee The Terms of Reference for the Finance Committee are included under Attachment 1. 2013 Work Plan The Finance Committee priorities for 2013 will focus on the following key initiatives:

· Enhancement of Metro Vancouver’s already strong financial position, through the completion of a comprehensive review of Metro Vancouver’s annual budget and long range plan.

· In consultation with members, finalize a cost allocation formula for sewerage and drainage services across the region.

· Provide direction and input to the future workshops proposed in follow-up to the 2012 Regional Finance Symposium.

· Continue pursuit of provincial and federal government’s financial participation in the WWTP Upgrade projects

· Provide financial oversight as the Waste-to-Energy (WTE) project evolves, pursuant to the Integrated Solid Waste Resource and Management Plan (ISWRMP) and Board direction.

· Provide financial oversight to the WWTP Upgrade projects. · Monitor, with FCM, the Federal Government response to the long term Infrastructure Plan

(LTIP).

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· Engage the Committee in the review and discussion on the longer term financial

implications of Metro Vancouver programs. · Ongoing stewardship of MV assets and review of financial performance. · Oversight and recommend Board approval of 2014 Operating and Capital Budgets and

related debt forecasts. · Maintain focus on key intergovernmental financial issues. · Continue strong relationship with Municipal Finance Authority. · Advise the Board on Translink related financial issues.

Attachment 2 provides a summary of these initiatives including outstanding items from the 2012 Work Plans, in the form of a quarterly work plan which will be used as a basis of reporting back to the Committee at each monthly meeting. It will be updated to reflect progress towards completion of the individual items, to reflect any changes in the schedule, and as needed when new items are requested by the Committee. 2013 Action Plan Key actions for 2013, as well as longer term activities related to this Committee are contained within the “Regional Federation” section of the Board’s 2013 Action Plan. ALTERNATIVES 1. That the Committee endorse the Terms of Reference, key priorities and 2013 Work Plan as set

out in this report. 2. That the Committee direct staff on changes to the Terms of Reference, key priorities or 2013

Work Plan.

FINANCIAL IMPLICATIONS The presented priorities and 2013 Work Plan are consistent with those included in the 2013 Budget approved by the Board. Any changes may have budget implications. SUMMARY / CONCLUSION The focus of the Finance Committee for 2013 is as outlined in the key priorities within this report. Attachments and References: Attachment 1 – Finance Committee Terms of Reference Attachment 2 – Finance Committee 2013 Work Plan 6996890

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Finance Committee Terms of Reference

The Finance Committee is the standing committee of the Metro Vancouver Board which provides advice and recommendations to the Board on financial programs and issues. The Finance Committee’s scope of work includes overseeing the preparation of annual budgets and long range financial plans, borrowing and investing activities, contracting policy, financial reporting and properties administration policies. The Finance Committee will have a central concern for the financial sustainability of the Metro Vancouver organization and, more broadly still, the economic and financial well being and sustainability of the regional community as a whole. The Finance Committee is the forum to which staff report on Finance programs, projects and policies. The Committee’s responsibilities are: § To review and monitor the annual work program for programs assigned to the committee and

make recommendations to the Metro Vancouver Board, as necessary, on any changes in program scope and priorities;

§ To consider staff reports on policies, projects and programs and make recommendations to the Metro Vancouver Board on the appropriate actions;

§ To hear and consider public delegations on matters within the scope of the committee’s purview and, where appropriate, make recommendations to the Metro Vancouver Board arising out of such delegations;

§ To pursue matters referred to the committee by the Board and report back to the Board expeditiously, as required.

In carrying out these responsibilities, the Committee may provide advice, guidance or direction to staff as to the scope and priority of work to be carried out, including new tasks to be undertaken. However, where such direction represents a sufficiently significant change in the previously approved work program, or a significant expenditure of funds, or runs contrary to the advice of professional staff, the Committee shall refer the matter to the Board, with appropriate recommendations, for decision by the Board. The Committee Chair, or in the absence of the Committee Chair, the Committee Vice-Chair will usually be the chief spokesperson on matters of public interest within the Committee’s purview. Some issues may be of such public profile that it will be appropriate for the Board Chair or Vice Chair to be the chief spokesperson; on technical matters or where the status is still at the staff proposal level, the Commissioner/CAO or senior staff may be the appropriate chief spokesperson. Where necessary and practical, the Board Chair, the Committee Chair and the Commissioner/CAO (or vice-chairs and deputy) will confer to determine the most appropriate course of action.

ATTACHMENT 1

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The General Manager of Finance and Housing will be the ‘committee manager’. The committee manager will be responsible for coordinating agendas and be the principal point of contact for committee members. Committee Meetings The Finance Committee meets monthly, except for August and December and has special meetings as required. A quorum of 50% plus one of the Committee’s members is required to conduct Committee business. Relationship with Other Board Committees Expenditures within approved budgets are the purview of the relevant standing committee, but items which entail significant changes to the approved budget should be referred to the Finance Committee for their recommendation to the Board as well as the recommendation of the originating standing committee. Similarly matters considered by the Finance Committee may have relevance for other standing committees. Matters involving Metro Vancouver’s strategic relationships with other governments, agencies and communities are under the purview of the Intergovernmental and Administration Committee. While the Finance Committee will receive reports and discuss issues under its purview, the Committee Chair will keep the Intergovernmental and Administration Committee apprised of any intergovernmental implications arising from such reports and discussions. The committee manager will attempt to keep the committee apprised of significant reports with inter-committee implications. Committee Membership The Chair, Vice Chair, and members are appointed annually by the Chair of the Metro Vancouver Board of Directors.

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Finance Committee 2013 Work Plan

1st Quarter

• Lions Gate Waste Water Treatment Plant (LGWWTP) project update for Q1 • Waste to Energy (WTE) project update for Q1 • MFA Annual meeting and election of Metro Vancouver trustees • Presentations to MFA Ratings Agencies and/or investment syndicate • Approve 2012 Risk Advisory and Audit Services work plan for 2013 • Report on Power Generation at Capilano and Seymour Dams • Discussion regarding 2014 Budget Process • Report on Metro Vancouver Procurement and Contracting Policies and procedures • Report on Metro Vancouver Sustainability Reserves

2nd Quarter

• Review and recommend approval of audited 2010 Financial Statements, Audit Report and associated information, in compliance with new Public Sector Accounting Board (PSAB) 3150 standards

• Review of 2012 Year-end Operational Reports • Lions Gate Waste Water Treatment Plant (LGWWTP) project update for Q2 • WTE project update for Q2 • Endorse an updated, 2012 version of “Building Sustainable Financial Strategies” report, and

continue to use it as a focal point for discussion on financial sustainability for the region • First reporting on 2013 Operating Results and Projections • Pre-budget Board Workshop • RAAC to report back to Finance Committee/Utilities Committee/Board, with

recommendations relating to the GVS&DD cost allocation model

3rd Quarter

• Participate in a thorough review of Metro Vancouver’s 10 year capital plan (Long Range Plan), and associated debt position, in advance of 2014 Budget approval

• Board pre-budget Workshop (July) (Sub-regional Council of Councils) • Recommendation of Five Year Financial Framework (5 Year Budget Projections) • Lions Gate Waste Water Treatment Plant (LGWWTP) project update for Q3 • WTE project update for Q3 • Update on Development Cost Charge Review • Consider a “rate smoothing” strategy for GVS&DD major projects • Update on Asset Management strategy

4th Quarter

• Endorsement of Committee 2014 Programs and Priorities • Review of 2014 Metro Vancouver budgets, and endorsement of same to Board Budget

Workshop • Lions Gate Waste Water Treatment Plant (LGWWTP) project update for Q4 • WTE project update for Q4

ATTACHMENT 2

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To: Finance Committee From: Jim Rusnak, General Manager of Finance and Housing

Heather Schoemaker, Director of Communications and External Relations Date: January 18, 2013 Meeting dates: February 15, 2013 Subject: Regional Finance Symposium Update RECOMMENDATION That the Board direct staff to follow up on actions arising from the 2012 Regional Finance Symposium including hosting a series of targeted workshops on shared service delivery, funding models for core service delivery, and large infrastructure development, as outlined in the report. PURPOSE To provide the Finance Committees with an update on the delivery and outcomes of the Regional Finance Symposium hosted by Metro Vancouver on November 28, 2012. BACKGROUND The convening of a "symposium involving high-level financial experts from the private and public sectors...to discuss future scenarios, opportunities and challenges" was included under goal 2 in the finance section of Metro Vancouver's 2012 Action Plan. In response to that objective, and with the input and support of the Regional Administrative Advisory Committee, Metro Vancouver hosted its first-ever regional Finance Symposium on Wednesday, November 28 2012 at the Metrotown Hilton Hotel in Burnaby (Attachment 1). DISCUSSION The intent of the Regional Finance Symposium (RFS) was to bring together elected officials and senior staff (City Managers/CAOs, CFOs, Directors of Finance) from Metro Vancouver’s member municipalities, plus invited guests from external agencies, business and interested members of the general public, to discuss mutual issues of concern as they relate to the prudent and efficient management of local government finances. The desired outcomes of the symposium included: • Expansion of a region-wide dialogue on the development of sustainable financial strategies for

local governments in Metro Vancouver; • Increased understanding of the specific role that regional governments and municipalities play

in providing affordable and efficient public utilities and other services to residents of the Metro Vancouver region;

• Enhanced awareness of the need for local governments in the Metro Vancouver region to work together in providing affordable and efficient public utilities and other services to residents of the region.

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Engaging an audience of 122, with another 141 live stream participants, the RFS was moderated by Dr. Michael Goldberg, Professor and Dean Emeritus and UBC's Sauder School of Business and Scholar in Residence with Asia Pacific Foundation of Canada. The program featured a keynote presentation by Gord Hume, former Councillor with the City of London (Ontario) and one of Canada’s leading voices on municipal government and creative cities; a panel of professionals from both the private and public sectors that responded to Mr. Hume's presentation; a special presentation by the Federation of Canadian Municipalities and the Union of BC Municipalities on current local government efforts to secure a long-term national infrastructure plan; and two afternoon panels that provided expert insights into innovative ideas for both increasing revenues and reducing costs for local governments in BC. A key feature of the RFS was the engagement of symposium attendees in small group/table discussions immediately following the keynote responding panel. Table facilitators - including a number of Metro Vancouver Directors - led participants in a group discussion centered on two questions: "What steps has your municipality already taken to respond to the financial challenges facing local governments?" And "What steps could be taken in the future to respond to the growing challenge local governments are facing in meeting increasing expectations and ensuring the delivery of high quality, affordable services?" Each table was tasked with submitting one key idea per question, and these were subsequently included in a summary report (Attachment 2). Staff subject matter experts and the session moderator assessed these submissions and categorized them into five broad areas for action:

• Plan (properly manage assets on a long-term basis) • Prioritize (manage citizens' expectations) • Communicate (build the case, and explain it) • Collaborate (enhance efficiencies, and develop partnerships whenever possible) • Innovate (continue the conversation related to financial challenges)

The five areas for action were presented to the audience during lunch. Post-event, participants were invited to provide both qualitative and quantitative feedback on the symposium via an online survey, and the results are encouraging; overall, the 6 session components that Metro Vancouver asked participants to rate (on a scale of 1 to 5) scored an aggregate score of 3.98. Individual component scores ranged from 4.4 for the small group discussions, to 3.45 for the second part of the delivering services panel in the afternoon. Participant’s comments about the event were also generally positive, as captured by this attendee: “Very well organized. Great discussion with other participants. Good way to move forward to try to achieve better communities for us and our children.” Some participants expressed frustration at not seeing tangible results from events like the Regional Finance Symposium, while others stressed that more fully engaging the general public should be the focus when discussing local government finances. In the days immediately following the symposium, Metro Vancouver staff further analyzed the small group submissions and developed a draft set of next steps intended to capitalize on the Symposium’s momentum, and initiate follow-up activities. The proposed set of activities consists of a series of three public workshops, targeted to senior staff and elected officials within Metro Vancouver Member Municipalities that would drill down into case studies/best practices in three broad topic areas:

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1. Shared service delivery – exploring opportunities for partnering/collaborating with other

governments/agencies on the delivery of services; 2. Funding models for core service delivery – enhancing municipalities’ ability to secure

greater financial support from other orders of government for community services and infrastructure;

3. Large infrastructure development – identifying finance and partnership models (including P3s) that may assist in long-term infrastructure delivery.

ALTERNATIVES 1. Direct staff to follow up on actions arising from the 2012 Regional Finance Symposium including

hosting a series of targeted workshops on shared service delivery; funding models for core service delivery; and large infrastructure development;

2. Receive this report for information and take no further action at this time.

FINANCIAL IMPLICATIONS The Regional Finance Symposium incurred total incremental costs of $30,915.34, which includes catering charges, venue rental, audio-visual consulting and fees for both the moderator and keynote speaker; this figure does not include staff time. Assuming a participation of approximately 50-60 invitees at each session, estimated costs for hosting the three proposed workshops total $12,000 (which comprises venue rental, catering, and audio-visual fees). OTHER IMPLICATIONS The Regional Finance Symposium was intended in part to begin an in-depth and ongoing discussion on strategies for local governments to implement sustainable and long-term finance plans that contribute to the affordability of the region; as such, there may be future opportunities for Metro Vancouver to convene stakeholders on the continuation of that discussion, and/or participate in the development of further initiatives that will help local governments maximize the efficiency of their operations. Further, the Metro Vancouver 2013 Action Plan recently approved by the Board includes – under the goal, “Ensure the long-term financial sustainability of the Metro Vancouver Districts” – a key action item that calls for the completion of a comprehensive review of the Metro Vancouver Annual Budget and Five Year Financial Plan. The outcomes from the November 28 RFS and the ongoing discussions that will take place as a result of the Symposium will certainly help inform that review, and represent a key point of contact with both the residents of the region and Member Municipalities for assessing the effectiveness and efficiency of Metro Vancouver’s financial management systems. SUMMARY / CONCLUSION A key objective of the Regional Finance Symposium was to engage the region in a discussion on the role of local governments in advancing the affordability of the Metro Vancouver region. A collaborative effort engaging Metro Vancouver staff, the Regional Administrative Advisory Committee and members and the Finance Committee ensured a dynamic and engaging symposium that met and exceeded expectations. Resulting from the symposium is a set of broad actions – plan,

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prioritize, communicate, collaborate, innovate – that have helped to identify opportunities to continue the discussion and enhance engagement and collaboration between Metro Vancouver and Member Municipalities on important issues such as shared service delivery, funding models for core service delivery, and large infrastructure development. Attachments and References: 1. Regional Finance Symposium - final program 2. Small Group Discussions 3. Regional Finance Symposium Website -

http://www.metrovancouver.org/rfs/Pages/default.aspx

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By most accounts the Metro Vancouver region is in an enviable position — renowned for its livability, natural beauty

and pursuit of a sustainable future. Yet, the pressure to compete in a global economy and maintain the quality of

life residents have grown to expect demands ever-increasing levels of service and amenity provision and significant

capital and infrastructure investment all of which comes at a cost. While local governments continually strive to

improve efficiencies, adhere to a growing number of regulations, and ensure accountability, they face significant

financial challenges as they try to navigate how best to deliver a growing suite of services to residents and manage

expectations. In an era of constrained revenues and growing concern regarding regional affordability, have we

reached a tipping point? What alternatives and trade-o ifs are we willing to consider? How can we ensure the

cumulative costs of delivering the services and infrastructure citizens expect does not unintentionally undermine

the affordability of the region? Join us to discuss the challenge local governments and other public agencies are

facing to deliver services and infrastructure at a level and a cost that meet the expectations of residents now and

into the future.

./bjectives:To better understand how local governments can balance the need to provide services and

infrastructure that enhance regional prosperity and sustainability, with the need to address

concerns about rising costs and regional affordability.

To provide participants with an opportunity to debate, discuss, and better understand

sustainable financial strategies for local governments in Metro Vancouver.

To enhance awareness of how all levels of government (local, provincial, federal), other

quasi-government agencies (e.g., TransLink, Partnerships BC, BC Housing), the private sector

and the broader public can collaborate on the affordable and efficient provision of services

and infrastructure.

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Moderator: Dr. Michael Goldberg, Professor and Dean Emeritus, Sauder School of Business,

University of British Columbia (UBC)

7:30am

8:30 am J-iccr’ a c. : ‘<.

Greg Moore, Chair, Metro Vancouver and Mayor, City of Port Coquitlam

8:40 amTaking Back Our Cities — Local Government Financing in the 21st Century

Gord Hume, Author Taking Back Our Cities and one of Canada’s leading voices on municipal

government, cultural planning, and creative cities.

Introductions by Richard Walton, Chair, Metro Vancouver Finance Committee and

Mayor, District of North Vancouver

How do we build vibrant, prosperous cities for the 21st century when Canadian communities are

burdened with a 17th century tax system and a 19th century governance structure? Keynote Gord

Hume tackles this tough question, and explores key issues facing our communities — the broken

property tax system, the urgent need to invest in infrastructure, the growing economic impact of

cities in Asia and around the globe, and the need to develop creative, sustainable communities

that will attract top talent and businesses.

ametrovancouver

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ATTACHMENT 1

9:15 am ‘ ci icj i

In this moderated discussion panelists will be challenged to respond to three key questionsposed by keynote Gord Hume, discussing what is at the core of the municipal finance challengeand how to move forward from here.

• Jock Finlayson, Vice-President and Chief Economist, BC Business Council

• Casey Vander Ploeg, Senior Policy Analyst, Canada West Foundation• Robin Stringer; Chief Administrative Officer, Municipal Finance Authority of BC• Michael Smith, Director, Metro Vancouver and Mayor, District of West Vancouver• Malcolm Brodie, Director; Metro Vancouver and Mayor, City of Richmond

10:15 am

10:30 — 11:20 am Ln Grou )i-JS — Prioritizing and Addressing ChallengesParticipants will be asked to explore the challenges, opportunities and strategies put forth bythe keynote and responding panel. Table discussions will focus on identifying what steps localmunicipalities are currently taking, and what steps could be taken in the future, to respond to thegrowing challenge of local governments who aim to meet increasing expectations while ensuringthe delivery of high quality, affordable services.

• Ernie Daykin, Member of Metro Vancouver Finance Committee and Mayor,District of Maple Ridge

• Michael Lewis, Member of Metro Vancouver Finance Committeeand Councillor; District of West Vancouver

• Mae Reid, Member of Metro Vancouver Finance Committee andCouncillor, City of Coquitlam

• Jack Froese, Member of Metro Vancouver Finance Committee and Mayor;Township of Langley

• Colleen Jordan, Member of Metro Vancouver Finance Committee and Councillor,City of Burnaby

11:20—12:15 pmThe State of Canada’s Cities and Communities 2012• Mike Buda, Director; Policy and Research, Federation of Canadian Municipalities (FCM)

Mr. Buda will provide a national overview of the challenges facing municipalities, including thecurrent status of the federal government’s commitment to develop a long-term infrastructureplan for 2014 and an overview of the findings of FCM’s 2012 Report on the State of Canada’sCities and Communities.

Financing Local Government• Greg Moore, Member; UBCM Select Committee on Local Government Finance and Mayor;

City of Port Coquitlam• Mary Sjostrom, President of Union of British Columbia Municipalities (UBCM) and

Mayor; City of Quesnel

Mayor Greg Moore and Mayor Mary Sjostrom will examine facts and myths about propertytaxation and discuss upcoming work at UBCM around financing local governments.

Introductions by Raymond Louie, Vice Chair, Metro Vancouver Boardand Councillor, City of Vancouver

l2:15—1:OOpm

Includes report out on small group discussion by Moderator Michael Goldbergat approximately 12:50 pm.

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1:00pmFrom costs to revenues and everything in between, panelists will offer new perspectives,solutions, tools and approaches to address how local governments and other public sectoragencies can deliver services and infrastructure for a prosperous region now and into the future.But is it all about costs and revenues? These panels will blend practical suggestions for movingforward with big, bold and long-term perspectives on what change is needed to innovate,survive and thrive in a new environment.

This panel will take a closer look at costs - balancing value, quality, and expectations andidentifying where and how it may make sense to streamline, standardize, manage, plan ordevelop differently to realize cost savings.

• Norm Shearing, President, NSA Ltd, Property and Development Consultants

• Cam Matheson, Vice-President, T&D Asset Investment Management, BC Hydro

• Alastair Nimmons, Partner, KPMG Management Consulting

• Derek Corrigan, Director, Metro Vancouver and Mayor, City of Burnaby

2:00 pm

2:15 pm ri’:src r i : —

This panel will take a closer look at revenues - identifying financial tools, sources andmanagement approaches that will enable local governments and other public sector agencies tofund long-term service and infrastructure delivery.. from user fees, to tax tools, to cost centersturned revenue generators.

• Trent Berry, Partner Compass Resource Management Ltd.

• Donald Lidstone, Q.C., Lidstone and Company

• lan Jarvis, Chief Executive OfFicer Translink

• Richard Walton, Chair Metro Vancouver Finance Committee andMayor, District of North Vancouver

3:15 pm r p ;jp ru

Dr. Michael Goldberg, Professor and Dean Emeritus, Sauder School of Business, UBC

3:25 pmGreg Moore, Chair, Metro Vancouver and Mayor, City of Port Coquitlam

3:30 pm :yrc:i1

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Regional Finance Symposium

Small Group Discussion — Key Ideas

The morning Small Group Discussion posed two questions to participants:

Question 1What steps has your municipality already taken to respond to the financial challenges

facing local governments?

Question 2What steps could be taken in the future to respond to the growing challenge local

governments are facing in meeting increasing expectations and ensuring the delivery of

high quality, affordable services?

The small groups submitted one key idea per question to a summary report. These key ideas

are transcribed below, and are organized into five key themes identified by staff subject

matter experts: Plan, Prioritize, Communicate, Collaborate and Innovate.

1. PlanLong-range asset management

• Use long-range asset management planning (e.g. 20 years) to develop utility fee

schedule and use both to meet your corporate goals.

• Optimize use of underutilized municipal projects (e.g. Surrey).

• Careful long-term planning processes such as the development of Official Community

Plans with public consultation, taking inventory of assets and future maintenance

costs, core services review etc. Long-term plans for obtaining grants. Community

contributions to leverage existing dollars (e.g. charitable foundations contributions to

a new theatre).

• Knowing what you have (inventory of infrastructure) so you can prioritize and make

most efficient use of your existing resources.

• A number of municipalities are looking at a full cost infrastructure review including

putting dollars into asset renewal reserves.

• District of North Vancouver — held financial symposium to discuss issues in financing

infrastructure and services. Tolling of Golden Ears Bridge (used “user pay”), involving

Metro Vancouver

1

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TBowen

Text Box

ATTACHMENT 2

municipalities (Langley, Maple Ridge, Pitt Meadows & Surrey> agreeing to toll to payfor bridge.

• Maintain value of existing infrastructure. Allow more funding sources to be spent on“old” (operating, maintenance, fix-up) versus “new” projects (e.g. Development CostCharges, federal grants) and find ways to incentivize politicians to give more priority to“old” expenses.

• Know your costs, identify your goals, implement through, community engagement,education and innovation.

2. PrioritizeManage citizen expectations

• Municipalities need to begin to manage expectations to lessen the burden on theexisting taxation base. Focus municipalities’ resources on priorities.

• Solidify project list in infrastructure planning and use to reach consensus. Includereferendums in decision-making. Tie list to funding for the short-term, midterm &long-term: solidify the project list and then prioritize. Broad range of revenue sourcesincluding sales tax and user fees.

3. CommunicateBuild and explain the case

• Earmarking — tie tax money to explicit funding and communicate this well totaxpayers.

• Build the case to the province as to why it’s in their best interest to have healthy,financially strong municipalities. The case must include a value proposition regardingworth.

• Need to communicate openly and transparently the effective and efficient delivery ofcurrent services before asking for more money. Define “core” services as opposed to“nice to haves”.

• Link expenditures to tax and communicate.• Financial transparency. E.g., show which projects funded, on the go and remaining.

Have key performance indicators.

4. CollaborateEfficiency and power in integration and partnerships

• “Buck stretchers”; benefit from: partnerships, efficiencies and cost share grants.• Improve efficiencies by sharing services within the region and neighbouring cities (e.g.

recycling, emergency services) plus gain revenue by taking in business (revenue) forservices city is good at.

• Undertake infrastructure renewal in an integrated approach (e.g. if you upgrade awater main, then upgrade the sewer main and repave the road at the same time) sothat we don’t go back to the same streets over and over again. Communicate to the

2

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citizens more effectively the rationale for the infrastructure renewal and its cost

implication and benefits.• Finding the right “groupies” to benefit from: joint services, group purchasing and

amalgamation.

• Pursue more opportunities for collaboration and cost sharing of fully costed services

(assets and operating) between municipalities.

• Collaboration and partnerships with public and private agencies and not just P3.

5. InnovateContinue the financial challenge conversation

• Examine the property transfer tax percentage for local government to cover

development costs.• Look for other sources of funding (other than just property tax) that have no strings

attached (i.e., municipalities can spend how they want) linked tightly with engaging

community to better understand and support the value of services.

• Alternate revenues to property tax — be entrepreneurial.

3

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To: Finance Committee From: Paulette Vetleson, Director of Board and Information Services Date: January 17, 2013 Meeting date: February 15, 2013 Subject: 2013 Finance Committee Meeting Dates RECOMMENDATION That the Finance Committee establish the day, hour and place for its 2013 regular meetings as follows: Day and Hour Thursday, February 15 9:00 am Thursday, March 8 9:00 am Thursday, April 19 9:00 am Thursday, May 17 9:00 am Thursday, June 21 9:00 am Thursday, July 19 9:00 am Thursday, September 13 9:00 am Thursday, October 18 9:00 am Thursday, November 22 9:00 am Place Meetings will be held in the 2nd floor boardroom, 4330 Kingsway, Burnaby, British Columbia unless otherwise specified on the Metro Vancouver public notice board, Metro Vancouver website, and the respective agenda. PURPOSE To establish the day, hour and place of committee meetings. BACKGROUND / DISCUSSION The Procedure Bylaw requires the board and committees to decide from time to time by resolution the day, hour and place its regular meetings will be held. The schedule of board and committee meetings is planned to reduce conflicts with other meetings and events. On a monthly basis it provides for 2 board, 11 standing committee, 2 subcommittee, and 4 advisory committee meetings, as well as statutory holidays, conferences for elected officials, and spring break. ALTERNATIVES 1. That the committee meeting dates be approved as presented. 2. That the committee meeting dates be approved as amended by the committee.

5.3

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6951609

FINANCIAL IMPLICATIONS No financial implications are presented. SUMMARY / CONCLUSION The Committee will have met the requirements of the board Procedure Bylaw by establishing the day, hour and place of its regular meetings. The information will be published on the Metro Vancouver website. As such the public will be aware of the regular meetings and can plan to attend such meetings. Staff recommends Alternative 1.

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To: Finance Committee From: Tracey Husoy, Purchasing and Risk Division Manager of Finance and Housing Date: January 22, 2013 Meeting date: February 15, 2013 Subject: Tender/Contract Award Information – October, November and December 2012 RECOMMENDATION That the Finance Committee receive the report titled “Tender/Contract Award Information – October, November and December 2012”, dated January 22, 2013 for information. PURPOSE To provide the Finance Committee information with regards to contracts, handled through the Purchasing Division, with a total anticipated value at or in excess of $250,000.00. BACKGROUND In accordance with the Officers and Delegation Bylaw and Contracting Policy, as approved by the Board of Directors, contracts in excess of $250,000 must be executed by the Chief Administrative Officer, the Deputy Chief Administrative Officer or the Treasurer and within the Board approved budgets. In addition, when a contract is awarded as a result of a tender the contract shall be awarded to the lowest compliant bidder and if the result of a request for proposal the contract shall be awarded to the highest ranked proponent. Further, corporate policies dictate that all contracts in excess of $250,000 must be reported to the Finance Committee. DISCUSSION Capital projects often result in several contracts, however, for the purpose of this report each contract is reported on its own merits. Some contracts include multiple phases of work whereby subsequent phases of the work cannot be adequately defined until previous phases of the work are complete. In other instances a contract may include options to extend the quantity or contract term as an incentive for good value and to leverage volume. In all of these instances the total anticipated value of the contract is recorded for the purpose of this report. Having already been reported as the total anticipated value of the contract when/if subsequent phases of the work or the extension options are awarded those amendments are not reported.

5.4

FIN - 27

The following contracts were awarded during the months of October, November and December 2012: (Details attached as APPENDIX A)

1. Broadway Roofing Co. Ltd. $357,784.00 MVHC Malaspina Village – Sloped Roof Replacement

2. CH2M Hill Canada Limited $13,355,168.00 GVRD Operations and Maintenance Department Technical Training Program

3. Black & Veatch Canada $1,937,079.20 GVS&DD Conceptual and Preliminary Design of Influent and Outfall Upgrades at AIWWTP

4. Ocean Pipe, A div. of Lehigh Hanson

Materials Ltd. Corix Water Products Limited Partnership

$2,045,987.10 $1,536,843.44

GVS&DD

Pipe Supply and Delivery for Gilbert Trunk Sewer Replacement Phase 1

5. Elton Media David Stranger & Associates

$525,000.00 $225,000.00

GVRD

(SOA) Media Buyer – Metro Vancouver

6. Corrosion Service Company Limited $750,000.00 GVWD, GVS&DD Cathodic Protection Services

7. BGC Engineering Inc. $591,348.80 GVWD Quantitative Risk Assessment and Conceptual/Preliminary Design of Mackay Creek Debris Flow

Mitigation

8. Mission Contractors Ltd. $364,056.00 GVS&DD Municipal Solid Waste Loading and Hauling – Coquitlam Landfill to Vancouver Landfill

9. CH2M Hill Canada Ltd $4,013,140.00 GVS&DD Engineering Consulting Services for the Solids Handling Upgrade Project at Iona Island

Wastewater Treatment Plant (IIWWTP)

10. BMS Integrated Services Inc. $388,640.00 GVRD Security Systems Upgrade – Metro Vancouver

11. Golder Associates Ltd. $1,651,969.76 GVWD Conceptual Design of the Annacis Main No. 5 Water Supply Tunnel – Fraser River Crossing

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The following not previously reported contracts were amended during the months of October, November and December 2012: (Details attached as APPENDIX B)

Original, Previously

or Anticipated Amended Value

Value of

Amendment(s)

Total Amended or Anticipated

Value of Contract

Amendment

Type

1. AECOM Canada Ltd. $132,867.84 $282,459.52 $415,327.36 Additional Services

Covers additional work including on site fan testing which was contemplated in the original RFP, and baseline noise measurements and odour testing which was optional work presented in the original proposal but not requested in the RFP.

2. Kingston Construction Ltd.

$217,131,.04 $56,349.65 $273,480.69 Additional Work

Covers additional costs associated with structural deficiencies, reduced access to the area and future access requirements.

The following previously reported contracts were amended during the months of October, November and December 2012: (Details attached as APPENDIX C)

Original, Previously

or Anticipated Amended Value

Value of

Amendment(s)

Total Amended or Anticipated Value

of Contract

Amendment

Type

1. Northwest Hydraulic Consultants Ltd.

$258,540.80 $30,688.00 $289,228.80 Additional Services

Covers the costs of additional Construction Engineering Services required to the completion of the contract.

2. Guildford Freon Recovery

$964,600.00 $226,979.20 $1,228,158.40 Additional Services

Covers a twelve (12) month extension to accommodate a transition of the Chlorofluorocarbon Recovery Program to a Provincial EPR Program.

3. Compass Resource Management Group

$305,508.00 $154,560.00 $460,068.00 Additional Services

Covers the extension to schedule and scope of Phase 2 at the request of the regulatory agencies and the completion of the reporting of the Consultative Committee (CC) Phase of the Joint Water Use Plan (JWUP).

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4. Aquaproof Membrane Services Inc.

$501,065.60 $112,450.89 $613,516.49 Additional Work

Covers rot repair, siding and furnace roof vents replacement and an unexpected soffit system that was removed and rebuilt differently to accommodate the new roof and overhangs.

5. Kenaidan Contracting Ltd

$53,297,440.00 $6,423,340.56 $59,720,780.56 Additional work

Covers the design/build of a major retaining wall in lieu of original slope design and other additional work due to unforeseen site conditions and enhancement to seismic risk mitigation.

6. Associated Engineering (B.C.) Ltd.

$2,095,132.20 $948,681.56 $3,043,813.76 Additional work

Covers Construction Engineering Services (Phase C) as contemplated in the original RFP.

ALTERNATIVES Tender/contract award information only. No alternatives are presented.

FINANCIAL IMPLICATIONS The contracts presented herein are consistent with the approved 2012 Budget. SUMMARY / CONCLUSION The contracts presented herein were awarded in accordance with Board and Corporate approved policies and procedures and comply with competitive bidding laws and applicable legislation. Further, the competitive selection packages were carefully crafted by teams of subject matter experts resulting in the award of contracts that are fiscally responsible, and balance risk, economic, ethical and legal obligations. Attachments and References: Appendix A: Information with regard to newly awarded contracts Appendix B: Contracts amended to a value of more than $250,000 but not previously reported to

the Finance Committee Appendix C: Previously reported contracts that have been amended Appendix D: List of tenders and proposals received but not awarded (presently being reviewed) Appendix E: List of current open tender/proposal calls for contracts anticipated to be valued at

greater than $250,000 6638463

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APPENDIX A Page No. 1

AWARD OF CONTRACT

TENDER NO. 12-172 1. A contract was awarded October 17, 2012 for the MVHC

To: Broadway Roofing Co. Ltd In the amount of $357,784.00 (inclusive of HST) for Malaspina Village – Sloped Roof

Replacement. The total contract price is within the overall budget. 2. Tenders were invited by MV & BC Bid web sites and private invitation on September 7, 2012. Closing Date: October 2, 2012 3. Tenders received (inclusive of HST):

Broadway Roofing Co. Ltd $357,784.00 Roy Dennis Roofing (2005) Ltd. $402,828.00 All Round Home Improvements Ltd. $423,136.00 Coastal Roofing Ltd. $464,380.00 Olympic Roofing Ltd. $489,440.00 Transwest Roofing Ltd. $574,832.16

4. Tenders reviewed by: Contractual: Purchasing Division Staff Technical: Housing Corporation Department Staff 5. Award was made to the lowest compliant bidder.

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AWARD OF CONTRACT

RFP NO. 12-109 1. A contract was awarded October 25, 2012 for the GVRD.

To: CH2M Hill Canada Limited in the amount of $13,355,168.00 (inclusive of HST) over five (5) years for Operations and

Maintenance Department technical training program. The contract price is within the 2012/2013 budget and the continuation of the program each

year is contingent on budget approval. 2. Three (3) firms were shortlisted as a result of RFQ 11-172 and invited to bid on RFP No. 12-109 Closing Date: July 30, 2012 3. Proposals received (inclusive of HST):

AMEC Training and Development Services $10,964,049.60 CH2M Hill Canada Limited $13,355,168.00

4. Proposals reviewed by: Contractual: Purchasing Division Staff Technical: Operations and Maintenance Department Staff 5. Award was made to the highest ranked proponent based on the evaluation criteria established

in the RFP. 6. In comparison to CH2M Hill, AMEC proposed junior staff with limited experience to perform

key roles in this complex, multi-year project and their schedule was constrained due to the availability of their project team resources.

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AWARD OF CONTRACT

RFP NO. 12-131 1. A contract was awarded November 16, 2012 for the GVS&DD.

To: Black & Veatch Canada in the amount of $1,937,079.20* (inclusive of HST) for Conceptual and Preliminary Design of

Influent and Outfall Upgrades at AIWWTP. The total contract price is within the overall budget. 2. Three (3) firms were shortlisted as a result of RFQ 12-008 and invited to bid on RFP No. 12-131

Closing Date: September 25, 2012

3. Proposals received (inclusive of HST):

OpusDaytonKnight Consultants Ltd. $806,513.12 Black & Veatch Canada $1,899,758.56 Stantec Consulting Ltd. $1,976,387.84

4. Proposals reviewed by: Contractual: Purchasing Division Staff Technical: Engineering and Construction Department Staff 5. Award was made to the highest ranked proponent based on the evaluation criteria established

in the RFP. 6. B&V and Stantec’s level of effort as defined by the number of hours in the proposal were

similar to the engineer’s estimate while ODK was substantially lower than the estimate reflecting the lack of detail in their work-plan.

*includes optional item

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AWARD OF CONTRACT

TENDER NO. 12-153 1. Contracts were awarded October 29, 2012 for the GVS&DD

To: Ocean Pipe, A Div. of Lehigh Hanson Materials Ltd. (Part A) and Corix Water Products

Limited Partnership (Part B) in the amounts of $2,045,987.10 and $1,536,843.44 (inclusive of HST) respectively for pipe

supply and delivery for Gilbert Trunk Sewer Replacement – Phase 1. The total contract price is within the overall budget. 2. Tenders were invited by MV & BC Bid web sites and private invitation on August 28, 2012. Closing Date: September 13, 2012 3. Tenders received (inclusive of HST):

Part A Ocean Pipe, A Div. of Lehigh Hansom Materials Ltd $2,045,987.10 Langley Concrete Limited Partnership $2,174,104.80 Part B Corix Water Products Limited Partnership $1,536,843.44

4. Tenders reviewed by: Contractual: Purchasing Division Staff Technical: Engineering and Construction Department Staff 5. Awards were made to the lowest compliant bidders.

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STANDING OFFER AGREEMENTS

The following Standing Offer Agreements (SOA’s) were accepted during this reporting period. SOA’s are not contracts and do not constitute a commitment or guarantee by the Corporation to purchase. SOA’s are open to multiple acceptances by the Corporation throughout the term and result in individual contracts with each acceptance. The estimated value of work noted below is based in part on historical usage; however, actual expenditures are restricted by the Corporation’s actual need and available funding as determined through the annual budget approval process. Based on the nature of service, SOA’s may be awarded to all compliant responders or may be limited based on the evaluation criteria established in the bid document.

Title Number of Responses Received

Awarded To: Anticipated Term

Anticipated Value

Media Buyer –

Metro Vancouver 3 Elton Media

David Stanger & Associates

Three (3) years

$250,000/year

The Media Buyers will negotiate, radio, television, digital and emerging media for various Metro Vancouver campaigns. Media buyers represent a number of owners and negotiate large blocks of time resulting in better pricing and time slots than an owner with a small campaign may achieve. The use of a Media Buyer is common practice within this industry. The media buyer is paid a 15% commission by the stations; in return the media buyer performs all administration aspects of the buy including affidavits, interaction with the client (Metro Vancouver), etc. There is no charge to Metro Vancouver other than the direct cost of the media buy.

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AWARD OF CONTRACT

RFP NO. 12-062 1. A contract was awarded November 6, 2012 for the GVWD and GVS&DD.

To: Corrosion Service Company Limited in the estimated amount up to $750,000.00 (inclusive of HST) over three (3) years for Cathodic

Protection Services. The contract price is within the 2012/2013 budget and the continuation of the program each

year is contingent on budget approval. 2. Proponents were invited by MV & BC Bid web sites and private invitation on June 27, 2012.

Closing Date: July 24, 2012 3. Proposals received (inclusive of HST):

Average Hourly Rate

Corrosion Service Company Limited $98.00 Levelton Engineering Solution (LES) $135.00

4. Proposals reviewed by: Contractual: Purchasing Division Staff Technical: Operations and Maintenance Department Staff 5. Award was made to the highest ranked proponents based on the evaluation criteria

established in the RFP, who coincidentally provided the lowest cost.

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AWARD OF CONTRACT

RFP NO. 12-139 1. A contract was awarded November 8, 2012 for the GVWD.

To: BGC Engineering Inc. in the amount of $591,348.80 (inclusive of HST) for quantitative risk assessment and

conceptual/preliminary design of Mackay Creek debris flow mitigation. The total contract price is within the overall budget. 2. Proponents were invited by MV & BC Bid web sites and private invitation on July 23, 2012. Closing Date: August 16, 2012 3. Proposals received (inclusive of HST):

Kerr Wood Leidal Consulting Engineers (KWL) $436,180.64 BGC Engineering Inc. (BGC) $591,348.80


in the RFP. 6. BCG’s proposal demonstrates a clear understanding of the project through the proposed work

methodology and experience of proposed team members. The KWL proposal relies heavily on their past approach to work at Mackay Creek, which is inconsistent with the RFP which specifically requests a more thorough and rigorous quantitative risk assessment followed by a complete re-evaluation of options for consideration by the Corporation.

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AWARD OF CONTRACT

TENDER NO. 12-214 1. A contract was awarded December 12, 2012 for the GVS&DD

To: Mission Contractors Ltd. In the amount of $364,056.00 (inclusive of HST) for municipal solid waste loading and hauling –

Coquitlam landfill to Vancouver landfill. The total contract price is within the overall budget. 2. Tenders were invited by MV & BC Bid web sites and private invitation on November 23, 2012. Closing Date: November 29, 2012 3. Tenders received (inclusive of HST):

Mission Contractors Ltd. $364,056.00 JJM Construction $369,600.00 Matcon Demolition $420,000.00 Delta Aggregates $465,360.00

4. Tenders reviewed by: Contractual: Purchasing Division Staff Technical: Solid Waste Department Staff 5. Award was made to the lowest compliant bidder.

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AWARD OF CONTRACT

RFP NO. 12-016 3. A contract was awarded October 24, 2012 for the GVS&DD.

To: CH2M Hill Canada Ltd. in the amount of $4,013,140.00* (inclusive of HST) for Engineering Consulting Services for the

Solids Handling Upgrade Project at Iona Island Wastewater Treatment Plant (IIWWTP). The total contract price is within the overall budget. 4. Three (3) firms were shortlisted as a result of RFQ 12-004 and invited to bid on RFP No. 12-016

Closing Date: August 28, 2012


ABV Consultants $3,210,363.52 Stantec Consulting Ltd. $3,673,614.56 CH2M Hill $3,844,060.64


in the RFP. 6. CH2M Hill’s estimate of the number of drawings closely matches the engineer’s estimate as

noted in the RFP. The other two proposals indicated substantially fewer drawings which would likely result in post award cost escalation. CH2M Hill’s average cost per drawing is half of what the others offered. The CH2M Hill proposal demonstrates the best understanding of project scope, addressed all key issues, had a clear and concise work-plan, and shows the best project management practices.

*includes provisional items

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AWARD OF CONTRACT

RFP NO. 12-054 5. A contract was awarded October 29, 2012 for the GVRD.

To: BMS Integrated Services Inc. in the amount of $388,640.00* (inclusive of HST) for Security Systems Upgrade – Metro

Vancouver. The total contract price is within the overall budget. 3. Proponents were invited by MV & BC Bid web sites and private invitation on August 7, 2012.

Closing Date: September 13, 2012


Cobra Integrated Systems Inc. $159,569.76 SimplexGrinnell $200,267.20 P.R. Bridge Ltd. $235,424.00 Ramp Enterprises $251,508.32 BMS Integrated Services $255,344.32 Tyco Integrated Security $294,369.40

4. Proposals reviewed by: Contractual: Purchasing Division Staff Technical: Corporate Services Department Staff 5. Award was made to the highest ranked proponent based on the evaluation criteria established

in the RFP. 6. BMS’ proposal scored 20% higher than the other vendors. The proposal had a proven technical

design and they had an excellent plan to complete with installation at all necessary locations. They had a detailed plan of how they would deal with each of our environments into one standard system and how we could add or modify existing or new locations.

*includes three (3) year pricing agreement for additional changes to new or existing locations.

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AWARD OF CONTRACT

RFP NO. 12-124 6. A contract was awarded November 9, 2012 for the GVWD.

To: Golder Associates Ltd. in the amount of $1,651,969.76 (inclusive of HST) for Conceptual Design of the Annacis Main

No. 5 Water Supply Tunnel – Fraser River Crossing. The total contract price is within the overall budget. 4. Proponents were invited by MV & BC Bid web sites and private invitation on July 3, 2012.

Closing Date: July 31, 2012


MWH Canada Inc. $894,737,76 CH2M Hill Canada Ltd. $1,174,296.48 Golder Associates Ltd $1,651,969.76 Hatch Mott MacDonald Limited $1,981,208.32 Jacobs Associates Canada Corporation $2,108,906.24


in the RFP. 6. The proposal submitted by Golder and their sub-consultants demonstrates a clear

understanding of project scope, appropriate methodology and the necessary level of effort. Golder’s proposal includes substantially more hours than the less expensive proposals to effectively meet project needs.

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APPENDIX B Page No. 1

CONTRACTS AMENDED TO A VALUE OF MORE THAN $250,000

BUT NOT PREVIOUSLY REPORTED TO THE FINANCE COMMITTEE

RFP NO. 11-142

PURCHASE ORDER NO. 121775

AECOM Canada Ltd.

Consulting Engineering Services for the Primary Air Management Facility – Highbury Interceptor for the GVS&DD

1. Original Value of Contract: $132,867.84

2. Amendment Value: $282,459.52

3. Amendment Type: Additional Services

4. Total Amended Value of Contract: $415,327.36

5. Budget Status:

This contract is funded within the capital budget for this project.

6. Reason for Amendments to Contract:

Amendment No. 1 covers additional work including on site fan testing which was contemplated in the original RFP, and baseline noise measurements and odour testing which was optional work presented in the original proposal but not requested in the RFP.

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APPENDIX B Page No. 2

CONTRACTS AMENDED TO A VALUE OF MORE THAN $250,000

BUT NOT PREVIOUSLY REPORTED TO THE FINANCE COMMITTEE

TENDER NO. 12-041

PURCHASE ORDER NO. 122715

Kingston Construction Ltd.

Metro Vancouver Head Office Reinforcing of the Loading Bay Concrete Slab for the GVRD

1. Original Value of Contract: $217,131.04

2. Amendment Value: $56,349.65

3. Amendment Type: Additional Work

4. Total Amended Value of Contract: $273,480.69

5. Budget Status:

This contract is funded within the operating budget for this program.

6. Reason for Amendments to Contract:

Amendment No. 1 covers additional costs associated with structural deficiencies, reduced access to the area and future access requirements.

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APPENDIX C Page No. 1

AMENDMENT TO A PREVIOUSLY REPORTED CONTRACT

RFP NO. 11-046 PURCHASE ORDER NO. 118360

Scour Protection Design and Engineering Services for Iona Island and Annacis Main No. 4 for the GVS&DD

1. Name of Contractor: Northwest Hydraulic Consultants

2. Date Contract Reported: October 2012

3. Original Anticipated Reported Value of Contract: $258,540.80

4. Amendment Number: 01

5. Value of Amendment: $30,688.00


7. Total Revised Anticipated Amended Value of Contract: $289,228.80 8. Budget Status:

This contract is funded within the capital budget for this program. 9. Reason for Amendment to Contract:

Amendment No. 01 covers the costs of additional construction engineering services required to the completion of the contract.

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TENDER NO. 07-077 PURCHASE ORDER NO. 101375

Operation of a CFC Recovery Program for the GVS&DD

1. Name of Contractor: Guilford Freeon Recovery

2. Date Contract Reported: September 2009





7. Total Revised Anticipated Amended Value of Contract: $1,228,158.40 8. Budget Status:

This contract is funded within the approved operating budget for this program. 9. Reason for Amendment to Contract:

Amendment No. 01 covers a twelve (12) month extension to accommodate a transition of the Chlorofluorocarbon Recovery Program to a provincial EPR program.

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Consulting Services – Structured Decision Making for Capilano and Seymour Watersheds for the GVWD

1. Name of Contractor: Compass Resource Management

Group

2. Date Contract Reported: N/A





7. Total Revised Anticipated Amended Value of Contract: $460,068.00 (includes value of previously reported amendment No. 01 in the amount of $62,328.00)

8. Previous Amendment Explanation (Reported to Finance Committee February 2012)

Amendment No. 01 covered additional consulting services required due to weather conditions that delayed field work and data collection as well as additional meetings required by the Regulatory Agency resulting in the extension of the contract into 2012.

9. Budget Status:

This contract is funded within the operating budget for this program. 10. Reason for Amendment to Contract:

Amendment No. 02 covers the extension to schedule and scope of Phase 2 at the request of the regulatory agencies and the completion of the reporting of the Consultative Committee (CC) phase of the Joint Water Use Plan (JWUP).

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Asphalt Shingle Roof Replacement for the MVHC

1. Name of Contractor: Aquaproof Membrane Services

Inc.






7. Total Revised Anticipated Amended Value of Contract: $613,516.49 8. Budget Status:

This contract is funded within the capital budget for this program. 9. Reason for Amendment to Contract:

Amendment No. 01 covers rot repair, siding and furnace roof vents replacement and an unexpected soffit system that was removed and rebuilt differently to accommodate the new roof and overhangs.

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Coquitlam UV Disinfection General Contract for the GVWD

1. Name of Contractor: Kenaidan Contracting Ltd.


3. Original Anticipated Reported Value of Contract: $53,297,440.00


5. Value of Amendment: $6,423,340.56



This contract is funded within the capital budget for this project. 9. Reason for Amendment to Contract:

Amendment No. 01 covers the design/build of a major retaining wall in lieu of original slope design and other additional work due to unforeseen site conditions and enhancement to seismic risk mitigation.

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Barnston/Maple Ridge Pump Station – Request for Consulting Engineering Services, Phase A (Preliminary Design), Phase B (Detailed Design), Phase C (Construction and Post Construction

Services) for the GVWD

1. Name of Contractor: Associated Engineering (B.C.)

Ltd.


3. Original Anticipated Reported Value of Contract: $2,095,132.20





This contract is funded within the capital budget for this project. 9. Reason for Amendment to Contract:

Amendment No. 01 covers the construction engineering services (Phase C) as contemplated in the original RFP.

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APPENDIX D As at January 22, 2013

Tenders/Proposals Received But Not Awarded

(Presently Being Reviewed)

Note: All contracts listed below are within the project budgets approved by the Board of Directors

Tender/RFP

Date Closed

RFP No. 12-136 Consulting Engineering Services Related to Design and Construction for the Sapperton Pump Station

September 6, 2012

RFP No. 12-049 Supply and Delivery of Pumping Units, Motors, Couplings and Variable Frequency Drives for Barnston/Maple Ridge Booster Pump Station

September 18, 2012

Tender No. 12-173 Meridian Village – Sloped Roof Replacement (awarded at less than $250k)

September 27, 2012

RFP No. 12-075 Consulting Engineering Services Related to the Sperling Pump Station Upgrading Project

October 9, 2012

Tender No. 12-034 Supply and Delivery of Pick-up Trucks (cancelled)

October 11, 2012

Tender No. 12-182 Foundation Construction for the Storage Building at Seymour Capilano Filtration Plant (cancelled)

October 30, 2012

RFP No. 12-159 Geotechnical, Environmental and Archaeological Consulting Services – Capilano Main No. 9

November 29, 2012

RFP No. 12-105 Coquitlam UV Disinfection Plant – CDACS Programming Project

December 4, 2012

RFP No. 12-164 Supply and Delivery of Two New Articulated Trucks – Cache Creek Landfill

December 6, 2012

Tender No. 12-123 Barnston/Maple Ridge Pump Station Construction

December 13, 2012

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APPENDIX D Page 1 cont.

RFP No. 12-210 Professional & Technical Services – Utility Residuals

December 20, 2012

Tender No. 12-152 Iona Island Wastewater Treatment Plant – MCC-80-019 and T-80-019 Replacement

January 10, 2013

Tender No. 12-192 Supply and Installation of Scour Protection for Annacis Main No. 4 – Annacis Channel Crossing

January 10, 2013

Tender No. 12-166 Construction of CEPT System at Lions Gate Wastewater Treatment Plant

January 17, 2013

RFP No. 12-087 Consulting Engineering Services to Upgrade Five (5) Gleneagles Pump Stations

January 22, 2013

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APPENDIX E As at January 22, 2013

Current Open Tender/Proposal Calls

for Contracts Anticipated to be Valued at Greater than $250,000

Note: All contracts listed below are within the project budgets approved by the Board of Directors

Tender/RFP Closing Date

RFP No. 12-129 Supply and Delivery of Raw Sewage Pump and Motor – Lulu Island Wastewater Treatment Plant

January 29, 2012

Tender No. 13-004 Sale of Dewatering Pipe and Tunnel Railway Rails

January 31, 2013

Tender No. 12-190 Lynn Sewage Pump Station Upgrade

February 7, 2013

Metro Vancouver (MV) has requested Jardine Lloyd Thompson (JLT) to conduct a market survey for property insurance on behalf the Corporation (not including Metro Vancouver Housing properties).

For the 2012-3 property insurance MV insured about $2.7 billion of assets, and paid an insurance premium of about $2.8 million. MV believes it’s appropriate at this time for JLT to do a market survey of insurers to see whether MV should stay with it’s existing provider or whether there are viable alternatives. In addition, the market survey will include questions on the practices of insurers regarding site visits, loss prevention recommendations, and input on designs for new construction works.

For many years MV has contracted an insurance broker to assist staff with, among other things, the marketing, review and placement of MV’s insurance policies. Insurance brokers have the expertise in evaluating which insurers have the proper rating for financial stability and longevity, are knowledgeable with regards to which insurers are appropriate for MV’s needs and are able to obtain better prices and policies than MV entering the marketplace directly. MV’s total insurance premiums are in excess of $3.5 million and given the cost, breadth and complexity of various policies using a broker has proven valuable at a cost of less than 1% of the overall premiums. More specifically, it is industry practice to use an insurance broker to perform market surveys of insurers rather than an entity, such as MV, to directly approach insurers.

As a result of an RFP in 2010 a contract was awarded to Jardine Lloyd Thompson (JLT) to be the general insurance broker for MV for a 5-year period. The total fees for the 5 years is anticipated to be $137,200 (including HST) and the contract prohibits the broker from accepting commissions for the placement of insurance. The scope of services includes advising MV on insurance options, and arranging for insurance in compliance with MV’s instructions.

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To: Finance Committee From: Yvette Tecson, Acting Risk Advisory and Audit Services Division Manager, Finance

and Housing Date: January 30, 2013 Meeting Date: February 15, 2013 Subject: 2012 Internal Audit Plan Status Update RECOMMENDATION That the Finance Committee receive the report titled ‘2012 Internal Audit Plan Status Update’ dated January 30, 2013 for information. PURPOSE To provide the Finance Committee with an update on the progress made by Risk Advisory and Audit Services against the 2012 Internal Audit Plan as of December 31, 2012. BACKGROUND Metro Vancouver’s Corporate Policy 2.01 - Internal Audit states that Internal Audit (now Risk Advisory & Audit Services) will assist management and the Board of Directors in the effective discharge of their responsibilities relating to risk management, control and governance processes. RAAS helps meet this objective by developing an annual Internal Audit Plan that lists the planned operational and value-for-money audit projects to be completed for the year. RAAS also supports Metro Vancouver’s continuous improvement initiatives through a variety of business advisory services. The 2012 Internal Audit Plan was received by the Finance Committee on March 22, 2012. At the conclusion of each audit project, RAAS discusses key findings with management and recommends opportunities for improving management control, economy and efficiency of operations and the organization’s image that are identified during the audit. To ensure independence, RAAS do not have responsibility or authority over any of the activities which it reviews. To fulfill RAAS responsibilities to the Finance Committee, status updates are provided on a semi-annual basis.

5.5

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DISCUSSION Internal Audit Plan Status Update The 2012 Internal Audit Plan included 21 audit projects, of which 8 audit projects were added during the year as requested by management. The status of the 21 projects as of December 31, 2012 is summarized below:

10 projects were completed

2 projects were completed and ongoing

9 projects were in progress, of which 4 are at the reporting phase of the project. The attached tables per Appendices A and B list and describe the audit projects that were included in the 2012 Internal Audit Plan. ALTERNATIVES This is an information report. No alternatives are presented. FINANCIAL IMPLICATIONS No financial implications are presented. SUMMARY / CONCLUSION The demand for Risk Advisory and Audit Services continues to increase. Risk Advisory and Audit Services will continue to focus its resources in completing audit projects with high priority and significance. Attachments and References: Appendix A: Summary of 2012 Internal Audit Plan Status Update Appendix B: Overview of 2012 Internal Audit Projects 7003452

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APPENDIX A Summary of 2012 Internal Audit Plan Status Update As of December 31, 2012

2012 Projects Status as of Dec 31, 2012

AUDIT PROJECTS Originally Planned 1. IT Security Vulnerability (Head Office) 2. Freedom of Information & Protection of Privacy 3. Bi-Annual Review of Investments 4. Biosolids Management Program 5. Wastewater Source Control 6. Quality Management System for Drinking Water Additional Requests 7. Parks Concession Agreements 8. Gross Revenues Due Diligence Audit

Completed In Progress Completed In Progress Completed Completed

In Progress In Progress

CONSULTING PROJECTS (BUSINESS ADVISORY SERVICES) Originally Planned 9. Biosolids Management Program Advisory 10. HRPTA Upgrade Advisory 11. Quality Management System for Drinking Water Advisory 12. Corporate Gas Card Phase 2 – Change Management Implementation 13. Social Media Best Practices Review Additional Requests 14. Derby Reach Camp Registration System Review 15. Dispatch PO Data Analysis 16. Evaluation of RFP12-119 Business and Project Procurement Advisory

Services for Lions Gate Secondary WWTP 17. Fleet Best Practices Review – Phase 1 Fleet Size & Composition 18. Contracted Services Advisory on Lease Agreement

Completed Completed / Ongoing Completed / Ongoing

Completed Completed

In-Progress Completed

Completed In Progress In Progress

AUDIT ADMINISTRATIVE PROJECTS 19. Audit Monitoring of Recommendations 20. Development of the 2013 Annual Audit Plan 21. Western GFOA Conference Organizing Committee

In Progress In Progress Completed

APPENDIX A

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APPENDIX B Overview of 2012 Internal Audit Projects As of December 31, 2012

No. Project Title Description Status as of Dec 31, 2012

AUDIT SERVICES 1 IT Security

Vulnerability

Overview – Conducted a “white box” IT Vulnerability Assessment to simulate the techniques a hacker would use to find vulnerabilities to exploit Metro Vancouver’s IT infrastructure to attain a prioritized list of vulnerabilities in the environment so that remediation can occur.

Completed

2 Freedom of Information & Protection of Privacy

Overview – RAAS is in the process of reviewing the MV’s Privacy and Protection of Personal Information. The objectives of this review are to: a) Assess Metro Vancouver’s compliance with the BC

Freedom of Information and Protection of Privacy Act (FOIPP Act);

b) Evaluate Metro Vancouver’s Information and Privacy Program against best practices; and

c) Identify potential opportunities for improvement that could enhance Metro Vancouver’s Information and Privacy Program.

In Progress (Report drafted)

3 Bi-Annual Review of Investments

Overview – Conducted a compliance audit of Metro Vancouver’s investment activities as required by the 3.8 Investment Policy.

Completed

4 Biosolids Management Program

Overview – Conducted an audit of Metro Vancouver’s Biosolids Management Program (BMP) Manual to evaluate Metro Vancouver’s conformance with the National Biosolids Partnership’s 17 Elements of a Biosolids Management Program.


5 Wastewater Source Control

Overview – Conducted an audit to assess the adequacy of source control activities aimed at preventing pollutants that cannot be effectively treated through the wastewater treatment process from entering the sewer system; and to identify opportunities for innovation and improvement. This audit satisfies Metro Vancouver’s annual internal audit requirement under Strategy 3.2.3 of the Integrated Liquid Waste and Resource Management Plan.

Completed

APPENDIX B

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APPENDIX B (continued) Overview of 2012 Internal Audit Projects As of December 31, 2012


AUDIT SERVICES 6 Quality

Management System for Drinking Water

Overview – Conducted an audit to evaluate the conformity of the documented QMSDW Operational Plan (Quality Manual) against the 21 element requirements of the Ontario’s Ministry of Environment’s Drinking Water Quality Management System Standard.

Completed

7 Park Concession Agreements

Overview – Conducted an audit of the adequacy of the processes and controls over the management of Parks Food Concession Agreements at the Boundary Bay and Belcarra Regional Parks.


8 Gross Revenues Due Diligence Audit

Overview – Contracted Services requested a due diligence audit to obtain assurance over the completeness and accuracy of gross revenues used to calculate the monthly lease payments paid to the GVS&DD.


CONSULTING SERVICES (BUSINESS ADVISORY SERVICES) 9 Biosolids

Management Program (BMP) Advisory

Overview – RAAS has attended all BMP Advisor Meetings to provide advice on the internal audit requirements of the BMP in addition to further advice over general control and risk assessment.

Completed

10 HRPTA Upgrade Advisory

Overview – RAAS provides ongoing advisory role related to internal controls on PeopleSoft HR 9.1 on as needed basis.

Completed and ongoing

11 Quality Management System for Drinking Water Advisory

Overview – To provide advice and support to the QMSDW Manager such as updating the QMSDW Operational Plan Quality Manual (specifically Element 7 – Risk Assessment and Element 8 – Risk Assessment Outcome) and the QMSDW Risk Register.

Completed and ongoing

12 Corporate Gas Card Phase 2 – Implementation

Overview – Facilitated a cross functional working committee to select and implement a new corporate fuel card solution.

Completed

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CONSULTING SERVICES (BUSINESS ADVISORY SERVICES) 13 Social Media

Best Practice Review

Overview – Metro Vancouver recently issued a social media strategy and best practice guideline. Given social media use at Metro Vancouver was trending upward, RAAS felt it prudent to conduct a review to assess the risks of social media as well as benchmark our practices with other local municipalities and public sector organizations.

Completed

14 Derby Reach Camp Registration System Review

Overview – RAAS was requested by Parks East Area supervisor to assist Derby Reach Regional Park operators in addressing their business needs related to technology requirement: a) To register campers online and onsite. b) To store camper’s personal information for

subsequent use (I.e. subsequent visits) subject to Privacy regulations.

c) To determine status of camp spaces (available vs. unavailable)

d) To use registration records for reconciliation purposes (e.g. to verify accuracy and completeness of revenue)

e) To generate daily cash reporting form / template.

In Progress

15 Dispatch PO Data Analysis

Purpose – Risk Advisory and Audit Services (RAAS) was requested to compile the total number and amount of Dispatch Purchase Orders from years 2006 to 2012 and determine the answers to the following questions: a) What is the total amount and total number of

Dispatch Purchase Orders from years 2006 to 2012? b) Which function uses the most dispatch purchase

orders? c) Which function showed a consistent upward trend of

using dispatch purchase orders when compared to baseline year 2006?

d) What are the range and the average amount of Dispatch Purchase Orders from 2006 to 2012?

e) Do O&M purchase orders from PeopleSoft system flow completely and accurately to the EAM System?

Completed

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CONSULTING SERVICES (BUSINESS ADVISORY SERVICES)

16 Evaluation of RFP12‐119 Business and Project Procurement Advisory Services for Lions Gate Secondary WWTP

Overview – RAAS provided feedback to the evaluation of the proposals (for RFP12‐119 ‐ Business and Project Procurement Advisory Services for Lions Gate Secondary Wastewater Treatment Plant – Project Definition Report) submitted by the two highest ranked respondents. The evaluation was based on the criteria provided by the MV RFP Evaluation Team as follows: a) Project Understanding and Approach to Identified

Issues (Maximum Points: 20) b) Methodology (Maximum Points: 20) c) Level of Effort / Commitment and Availability

(Maximum Points: 15) d) Project Management & Communications (Maximum

Points: 5)

Completed

17 Fleet Best Practice Review – Phase 1 Fleet Size & Composition

Overview – Currently conducting a Best Practices Review (BPR) to ensure the fleet is the right size and mix for the Corporation’s needs and that Fleet Services provides the appropriate support for the organization.

In Progress(Report drafted)

18 Contracted Services Advisory

Overview – The purpose of this project is to support Contracted Services due diligence relating to a lease agreement.

In Progress(Planning phase)

AUDIT ADMINISTRATIVE SERVICES

19 Audit Monitoring of Recommen‐dations

Overview – RAAS conducts a follow‐up of outstanding audit recommendations on a regular basis to determine the progress on management action plan to date.

In Progress(Report to be drafted)

20 Development of the 2013 RAAS Work Plan

Overview – RAAS develops an annual work plan consisting of audit and consulting projects. The projects are selected based on a comprehensive process that considers Metro Vancouver priorities, emerging risk trends and management requests.


21 Western GFOA Conference Organizing Committee

Overview – Metro Vancouver was requested to assist in organizing the Western GFOA Conference in Vancouver, resulting in membership in the WGFOA Local Organizing Committee.

Completed

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To: Finance Committee From: Jim Rusnak, General Manager of Finance and Housing Date: January 28, 2013 Meeting Date: February 15, 2013 Subject: Manager’s Report RECOMMENDATION That the Finance Committee receive the report titled “Manager’s Report” dated January 28, 2013 for information. 1. Update on new MV Organizational Structure A verbal update will be provided to the Committee. 6972057

5.6

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Documents

Finance Committee-February 15, 2013-Agenda · 2014. 8. 20. · January 28, 2013 FINANCE COMMITTEE REGULAR MEETING Friday, February 15, 2013 9:00 a.m. 2nd Floor Boardroom, 4330 Kingsway,