The Corporation of the County of Northumberland
Finance and Audit Committee
Agenda

Tuesday, November 05, 2024 at 11:00 A.m. - 12:30 P.m.

Council Chambers

555 Courthouse Road, Cobourg, ON K9A 5J6

Hybrid Meeting (In Person and Virtual)

Zoom Information

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1.

Notices

1.a

Accessible Format

If you require this information in an alternate format, please contact the Accessibility Coordinator at [email protected] or 1-800-354-7050 ext. 2327.

1.b

Meeting Format

This Committee meeting will be held using a hybrid meeting model. The public is invited to attend in-person in Council Chambers. Alternatively, the public may view the Committee meeting via live stream, join online, or join by phone using Zoom Conference technology. If you have any questions, please email [email protected].

• Attend in-person in Council Chambers, located at 555 Courthouse Road, Cobourg
• Watch a livestream by visiting Northumberland.ca/Council
• Join online using Zoom
• Join by phone using Zoom

2.

Call to Order

2.a

Territorial Land Acknowledgement

3.

Approval of the Agenda

• Recommended Motion:

  "That the agenda for the November 5, 2024 Finance and Audit Committee be approved."

4.

Disclosures of Interest

5.

Delegations

5.a

Delegation 'Art Gallery of Northumberland'

Olinda Casimiro, Executive Director
Astrid Richardson, Vice President, Board of Directors

6.

Business Arising from Last Meeting

7.

Communications

7.a

Correspondence, Municipality of St. Charles, 'Asset Retirement Obligation'

• Recommended Motion:

  "That the Finance and Audit Committee receive the correspondence from the Municipality of St. Charles regarding 'Asset Retirement Obligations' for information, noting that County Council previously considered correspondence regarding this subject matter at the October 16, 2024 County Council meeting and subsequently received the correspondence for information; and

  Further That the Committee recommend that County Council receive this correspondence for information."

8.

Staff Reports

8.a

Finance - Quarter 3, 2024 Financial Analysis

Matthew Nitsch, Director Finance / Treasurer
Jennifer Heslinga, Accounting Services Manager / Deputy Treasurer

• Recommended Motion:

  "That the Finance and Audit Committee receive the 'Finance - Quarter 3, 2024 Financial Analysis' for information; and

  Further That the Committee recommend that County Council receive the 'Finance - Quarter 3, 2024 Financial Analysis' for information."

8.b

Report 2024-142 'Procurement Activity Quarterly Report – Quarter 3, 2024'

Carl Bonitto, Manager of Procurement and Risk Management Services

• Recommended Motion:

  “That the Finance and Audit Committee, receive Report 2024-142 ‘Procurement Activity Quarterly Report – Quarter 3, 2024’ for information, noting that the Procurement By-law 21-2022 under section 4.2.2 requires the Purchasing Manager to provide a quarterly report to County Council that includes itemization of all purchases between $100,000 and $1,000,000; and include any over budget approvals up to 10% as authorized under section 6.2; and

  Further That the Committee recommend that County Council receive this report for information.”

8.c

Report 2024-143 '2024 Transfer of Funds to Reserve'

Matthew Nitsch, Director Finance / Treasurer

• Recommended Motion:

  “That the Finance and Audit Committee, having considered Report 2024-143 ‘2024 Transfer of Funds to Reserve’, recommend that County Council enact a by-law at the November 20, 2024 County Council meeting to approve the transfer of funds to reserve, as identified in the attached By-law.”

8.d

Report 2024-144 'Community Grant Policy'

Matthew Nitsch, Director Finance / Treasurer

• Recommended Motion:

  “That the Finance and Audit Committee, having considered Report 2024-144 ‘Community Grant Policy’, recommend that County Council adopt the Community Grant Policy at the November 20, 2024 County Council meeting; and

  Further That the committee recommend that County Council direct staff to develop the necessary procedures to accompany and implement the Community Grant Policy.”

8.e

Report 2024-145 '2025 Budget Update'

Matthew Nitsch, Director Finance / Treasurer

• Recommended Motion:

  “That the Finance and Audit Committee, receive Report 2024-145 ‘2025 Budget Update’, for information; and

  Further That the Committee recommend that County Council receive this report for information.”

9.

Other Matters Considered by Committee

10.

Media Questions

11.

Closed Session

N/A

12.

Motion to Rise and Result from Closed Session

N/A

13.

Next Meeting - Tuesday, December 3, 2024 at 11:00 a.m.

14.

Adjournment