5TH REPORT OF THE
Finance
and Administrative Services Committee
meeting held on February
6, 2012, commencing at 1:00 PM, in Committee Room No. 3, Second Floor, London
City Hall.
PRESENT: Mayor J.F. Fontana (Chair),
Councillors J.L. Baechler, N. Branscombe, D. Brown and P. Hubert and L. Rowe
(Secretary).
ALSO PRESENT: Councillor
H.L. Usher, T. Dobbie, J. Braam, R.L. Fair, M. Hayward, J.P. Barber, P.
Christiaans, J.M. Fleming, D. Hack, G.T. Hopcroft, J. Jackson, T.A. Johnson, V.
McAlea Major, M. McErlain, R. Pelletier, C. Saunders, J. Tansley, M. Turner and
B. Warner.
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1.
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No pecuniary interests are disclosed.
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Recommendation: That, on the
recommendation of the City Solicitor, on the advice of the Manager, Risk
Management, the general insurance coverage with OMEX for 2012, as detailed in
the February 6, 2012 report from the City Solicitor, BE CONTINUED for
a total annual premium of $2,200,639.48, inclusive of sales tax, with no
changes on behalf of The Corporation of the City of London, Covent Garden
Market Corporation, London Convention Centre Corporation, London Police
Services Board, London Public Library Board, Museum London, Tourism London
and the Middlesex-London Health Unit. (2012-L10-00)
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Recommendation: That, on the
recommendation of the Manager, Risk Management, the report dated February 6,
2012 detailing statements of claim for the period of July 16, 2011 to January
31, 2012 BE RECEIVED for information.
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Recommendation: That, on the
recommendation of the Managing Director – Corporate Assets:
a) the
bid submitted by SDI Builders Ltd., 224 Riverside Drive, London Ontario, N6H
1E6 at its tendered price of $223,900.00 (HST excluded) for the Victoria Park
Bandshell Renovation BE ACCEPTED; it being pointed out that the bid
submitted by SDI Builders Ltd., was the lowest bid received and meets the
City’s specifications and requirements in all areas;
b) the
financing for this project BE APPROVED as set out in the Source of
Financing Report appended to the staff report dated February 6, 2012, 2012,
with respect to this matter;
c) the
Civic Administration BE AUTHORIZED to undertake all the administrative
acts which are necessary in connection with this project; and
d) the
approval given herein BE CONDITIONAL upon the Corporation entering
into a formal contract with the contractor for the work. (2012-E06-00)
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Recommendation: That, on the
recommendation of the Managing Director - Corporate Assets, on the advice of
the Manager Realty Services, with respect to the City-owned closed lane
between 495 and 497 Oakridge Drive, on the east side of Oakridge Drive, south
of Amberley Avenue, described as lane between Lots 5 and 116, Plan 784,
containing an area of approximately 668 square feet, as shown on Schedule “A”
attached, the following actions be taken:
a) the subject property BE
DECLARED surplus;
b) the
offer from Oakridge Heights Developments Inc. to purchase the subject lands
from the City, for the sum of $3,100.00 BE ACCEPTED; and
c)
the attached proposed by-law BE INTRODUCED at the
Municipal Council meeting to be held on February 21, 2012 to approve the sale
and to authorize the Mayor and the City Clerk to execute the Agreement of
Purchase and Sale. (2012-L15-01)
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Recommendation: That, on the
recommendation of the Managing Director - Corporate Assets, on the advice of
the Manager Realty Services, with respect to the vacant City-owned parcel of
land municipally known as 2253 Trafalgar Street, further described as Part Lot
2, Concession B, being all of Part 5, Plan 33R-8059, measuring approximately
66’ x 173’ and containing an area of 11,418 square feet, as shown on Schedule
“A” attached, the following action be taken:
a) the
subject property BE DECLARED surplus to the needs of the municipality;
and
b) the subject property BE
DISPOSED of in accordance with City Policy. (2012-L15-01)
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Recommendation: That, on the
recommendation of the City Treasurer, Chief Financial Officer:
a) the
proposal submitted by Syntax Systems Limited, #105-95 Mural St., P.O. Box 16,
Richmond Hill, ON L4B 3G2 for the provision of JD Edwards Implementation
Partner Consulting Services in accordance RFP11-47, at a total estimated cost
of $984,368 HST extra, BE ACCEPTED;
b) the
financing for this purchase BE APPROVED as set out in the Source of
Financing Report appended to the staff report dated February 6, 2012, with
respect to this matter;
c) the
Civic Administration BE AUTHORIZED to undertake all the administrative
acts that are necessary in connection with this purchase;
d) the
approvals given herein BE CONDITIONAL upon the Corporation entering
into a formal contract for this purchase; and
e) the
Mayor and the City Clerk BE AUTHORIZED to execute any contract or
other documents, if required, to give effect to these recommendations.
(2012-F02-00)
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Recommendation: That the following actions
be taken with respect to the February 6, 2012 report from the City Treasurer,
Chief Financial Officer with respect to amendments to Council Policy 28(1) and
Council Policy 28(2) related to the Travel and Expense Policy and the Council
Members’ Expense Account Policy, respectively:
a)
the
report BE REFERRED back for further refinement and report back at a
future meeting; and
b)
the
Civic Administration BE REQUESTED to address the following considerations
in the further report noted in a), above:
i)
how
general “wear and tear” expenses with respect to the use of personal vehicles
for City business might be eligible for reimbursement; and
ii)
a
cap on the purchase of souvenirs and other such purchases, based upon the
annual average spent on such items by Council Members in the last few years,
less the highest and lowest expenditures. (2012-G01-00)
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Recommendation: That, on the
recommendation of the Director, Development Finance, the following actions
be taken with respect to the DC Rate Monitoring – 2011 Year-End Report:
a) for
the 2014 DC study, in an effort to continually improve the accuracy of DC
rate setting, staff and consultants BE DIRECTED to have due regard to:
i) the
City experience related to large favourable and unfavourable variances
between 2009 DC study estimates and actual experience; and
ii) accurately
defining project scope when estimating DC study rates; and
b) staff
BE DIRECTED to incorporate a financial feasibility component into
future GMIS reviews prior to providing recommendations to Council, such
review to have regard for growth-related debt levels;
it being noted that Administration is
nearing completion in establishing individual budgets and individual records
of actual expenditures for SWM ponds, all recorded through the corporate
accounting system; and the Transportation Division is in the process of
completing a review of recent trends in arterial road construction costs to
explain recent history in prices, and near term expectations, and relate the
findings to budget and development charge amounts, consistent with a
resolution arising from the July, 2011 DC Monitoring Report. (F06-00)
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Recommendation: That, on the
recommendation of the Director of Intergovernmental and Community Liaison, the
following actions be taken with respect to the information report dated
February 6, 2012 on the Team London trade scoping mission to China, November
2011:
a)
the
information report BE RECEIVED; and
b)
the
Director of Intergovernmental and Community Liaison BE REQUESTED to
report back with respect to the expectations that are being set by the City
of London through its participation in trade scoping missions, including all
aspects such as Memorandums of Understanding, reciprocal hosting, funding,
etc. (2012-M16-00)
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Recommendation: That, on the
recommendation of the Director of Intergovernmental and Community Liaison,
the revised annual pre-budget submission to the Ontario Minister of Finance,
our local MPPs, and the Ontario Standing Committee on Finance and Economic
Affairs BE SUPPORTED; it being noted that the Finance and Administrative
Services Committee made the following amendments to the original draft
submission from the Director of Intergovernmental and Community Liaison:
a)
inclusion
of a reference to the need for a provincial increase in ODSP rates to provide
for a transportation allowance; and
b)
inclusion
of a reference, in the introduction, about the unsustainability of the
present funding model;
it being noted that the Civic
Administration will continue to refine the content to reflect any new
information and emerging issues that arise prior to the submission deadline.
(2012-F05-00)
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Recommendation: That, on the
recommendation of the Fire Chief, with the concurrence of the Executive
Director of Community Services, the following actions be taken with respect
to the Upgrade of the Computer-Aided Dispatch System:
a) the
quotation submitted by Intergraph Canada Ltd, 250 – 770 Mississauga Road,
Mississauga, ON L5N 7G2 for the upgrade of software for the upgrade of
software for Computer Aided Dispatch at their proposed price of $65,173, HST
extra, BE ACCEPTED; it being noted that funding for this acquisition
is included in the 2012 Budget of the Fire Department; it being further noted
that implementation of the upgrade is time sensitive;
b) the
Civic Administration BE AUTHORIZED to undertake all the administrative
acts that are necessary in connection with this purchase; and
c) the
approval hereby given BE CONDITIONAL upon the Corporation entering
into a formal contract or having a purchase order or contract record relating
to the subject matter of this approval. (2012-P09-00)
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Recommendation: That, on the
recommendation of the Fire Chief, with the concurrence of the Executive
Director of Community Services, the attached proposed by-law (Appendix
A) BE INTRODUCED at the Municipal Council meeting of February 21, 2012
to:
a)
approve
a Master Purchase Agreement with Intergraph Canada Ltd., attached as
Schedule A, for the purposes of establishing the parameters that will govern
the purchase of software products in the future; and
b) authorize the Mayor and the
City Clerk to sign the agreement. (L03-00)
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Recommendation: That the Committee
Secretary BE REQUESTED to make contact with Mr. Oliver Hobson, 45
Evergreen Avenue, in order to make arrangements for him to appear as a
delegation at the next meeting of the Finance and Administrative Services
Committee, in response to his request for delegation status regarding the
indemnification and defence of Members of Council against liability incurred
while acting on behalf of the municipality.
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Recommendation: That
the communication dated January 12, 2012, from Shane ONeill, resigning his
appointment to the Environmental and Ecological Planning Advisory Committee, BE
ACCEPTED and the Mayor BE ASKED to forward a letter of
appreciation to Mr. ONeill. (2012-G03-00)
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Recommendation: That, at the request of
Tourism London, consideration of the letter dated January 18, 2012, from B.
Rice, President, London Tourism Inc., BE DEFERRED until the next
meeting of the Finance and Administrative Services Committee. (2012-M09-00)
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Recommendation: That the following actions
be taken regarding the closure of Electro-Motive Diesel (EMD):
a) the
Mayor BE ASKED to liaise with the Executive Director of Community
Services, in order to prepare and immediately issue a letter to the
appropriate Federal and Provincial Ministries, encouraging them to take any
steps they can to mitigate negative financial impacts on the affected EMD
workers; and
b) the
Executive Director of Community Services BE REQUESTED to compile a
list of the various ways that the Civic Administration and the London
community can help the affected EMD workers in coping with their recent job
losses, and to communicate that information to both the Civic Administration
and the London community to guide them in their efforts. (2012-M16-00)
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(See Confidential Appendix to the 5th
Report of the Finance and Administrative Services Committee enclosed for
Members only.)
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The Finance and Administrative Services
Committee convened in camera from 2:00 PM to 2:55 PM after having passed a
motion to do so, with respect to the following matters:
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The
meeting adjourned at 2:56 PM.