Corporate Services Committee

Report

Meeting #:	16th Meeting of the Corporate Services Committee
Date:	Tuesday, August 13, 2019 at 12:30 P.m. - 1:30 P.m.
Location:	Council Chambers

PRESENT:

• Councillors J. Morgan (Chair),
• J. Helmer ,
• P. Van Meerbergen,
• S. Hillier,
• and Mayor E. Holder

ABSENT:

• A. Kayabaga

ALSO PRESENT:

• M. Hayward, M. Butlin, K. Campbell, I. Collins, B. Coxhead, M. Daley, A. Hagan, L. Kolodianzny, L. Livingstone, P. McKague, S. Miller, D. Mounteer, K. Murray, J. Raycroft, C. Saunders, S. Spring, M. Stone, S. Swance, B. Warner and B. Westlake-Power.

  The meeting is called to order at 12:33 PM. 

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1.

Disclosures of Pecuniary Interest

Councillor J. Morgan discloses a pecuniary interest in clause 5.1 having to do with an appointment to the London Hydro Board of Directors, by indicating that one of the candidates has a direct role in his employment with Western University.

2.

Consent

• Moved by: S. Hillier
  Seconded by: E. Holder

  That items 2.1 to 2.3 BE APPROVED.

  
  

  Yeas: (4)	S. Hillier, E. Holder, J. Helmer, and J. Morgan
  Absent: (2)	A. Kayabaga, and P. Van Meerbergen

  
  Motion Passed (4 to 0)

2.1

Council Policy - Use of Corporate Resources for Election Purposes

• Moved by: S. Hillier
  Seconded by: E. Holder

  That, on the recommendation of the City Clerk, the proposed by-law appended to the staff report dated August 13, 2019 as Appendix “A” BE INTRODUCED at the Municipal Council meeting to be held on August 27, 2019 to amend By-law No. CPOL.-230-519, being “Policy for the Use of City of London Resources For Municipal Election Purposes” by renaming the Council Policy “Use of City of London Resources For Election Purposes” and to update the Policy to provide additional clarity, particularly as it relates to provincial and federal election campaigns and Registered Third Parties.

  
  
  
  Motion Passed

2.2

Website Redesign Development and Implementation for the City of London

• Moved by: S. Hillier
  Seconded by: E. Holder

  That, on the recommendation of the Director, Strategic Communications, Government Relations and Public Engagement and of the Director, Information Technology Services, Finance and Corporate Services, the following actions be taken with respect to the selection of a vendor for the Website Redesign Development and Implementation for City of London:
  
  a)            the proposal submitted by Echidna Corp. O/A Digital Echidna, 200-365 Talbot Street, London, Ontario N6A 2R5 for the Website Redesign Development and Implementation for the City of London BE ACCEPTED in accordance with the Procurement of Goods and Services Policy;
  
  b)            the price submitted by Digital Echidna for the first year cost of $473,750 (excluding H.S.T.), and subsequent years annual cost of $78,750 (excluding H.S.T.), for three (3) years as the initial term, and the optional renewal term of four (4) years at one (1) year each, at sole discretion of the City, BE ACCEPTED;
  
  c)            the financing for the project BE APPROVED in accordance with the “Sources of Funding Report” appended to the staff report dated August 13, 2019 as Appendix “A”;
  
  d)            the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this purchase;
  
  e)            approval herein BE CONDITIONAL upon the Corporation entering into a formal agreement or having a purchase order, or contract record relating to the subject matter of this approval; and
  
  f)             the Mayor and City Clerk BE AUTHORIZED to execute any contract, statement of work or other documents, if required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.3

2018 Annual Reporting of Lease Financing Agreements

• Moved by: S. Hillier
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the staff report dated August 13, 2019 with respect to the 2018 annual reporting of lease financing agreements BE RECEIVED for information.

  
  
  
  Motion Passed

2.4

Demolition - UTRCA Owned - City Managed Property - 1318 Old Bridge Road

• Moved by: J. Helmer
  Seconded by: S. Hillier

  That, on the recommendation of the Managing Director of Corporate Services and City Treasurer, Chief Financial Officer, on the advice of the Manager of Realty Services, with respect to the property owned by the Upper Thames River Conservation Authority (UTRCA) and managed by the City, located at 1318 Old Bridge Road, as shown on Schedule “A” as appended to the staff report dated August 13, 2019, the following actions be taken:
  
  a)         the subject property BE RECOMMENDED for demolition; and
  
  b)         the Civic Administration BE DIRECTED to take all necessary steps to action the above-noted demolition, including completing a request for quotation for work to be completed, obtaining a demolition permit and any other activities to facilitate the demolition;
  
  it being noted that existing capital accounts and operating accounts will be drawn upon as a source of financing to carry out the subject demolitions.

  
  

  Yeas: (4)	S. Hillier, E. Holder, J. Helmer, and J. Morgan
  Absent: (2)	A. Kayabaga, and P. Van Meerbergen

  
  Motion Passed (4 to 0)

3.

Scheduled Items

None.

4.

Items for Direction

None.

5.

Deferred Matters/Additional Business

5.1

Appointment to the London Hydro Board of Directors

• Moved by: E. Holder
  Seconded by: S. Hillier

  That, on the recommendation of the Corporate Services Committee, the attached proposed by-law BE INTRODUCED at the Municipal Council meeting to be held August 27, 2019 to:

  a)         ratify and confirm the Resolution of the Shareholder of London Hydro Inc., appended as Schedule “A” to the by-law; and

  b)         authorize the Mayor and the City Clerk to execute the Resolution of the Shareholder of London Hydro Inc. appended as Schedule “A” to the by-law;

  it being noted that Andrew Hrymak was selected for appointment to the London Hydro Inc. Board of Directors.

  
  

  Yeas: (3)	S. Hillier, E. Holder, and J. Helmer
  Recuse: (1)	J. Morgan
  Absent: (2)	A. Kayabaga, and P. Van Meerbergen

  
  Motion Passed (3 to 0)

6.

Confidential (Enclosed for Members only.)

• Moved by: S. Hillier
  Seconded by: E. Holder

  That the Corporate Services Committee convene, In Closed Session, for consideration of the following:

  6.1       Land Disposition/Solicitor-Client Privileged Advice/Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the proposed or pending disposition of land by the municipality, including communications necessary for that purpose; advice that is subject to solicitor-client privilege; commercial and financial information, that belongs to the municipality and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. 

  6.2       Land Acquisition/Disposition/Solicitor-Client Privileged Advice/Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the proposed or pending lease of land by the municipality, including communications necessary for that purpose; advice that is subject to solicitor-client privilege; commercial and financial information, that belongs to the municipality and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality.

  6.3       Land Disposition/Solicitor-Client Privileged Advice/Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the proposed or pending disposition of land by the municipality, including communications necessary for that purpose; advice that is subject to solicitor-client privilege; commercial and financial information, that belongs to the municipality and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. 

  6.4       Land Acquisition/Disposition/Solicitor-Client Privileged Advice/Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the proposed or pending lease of land by the municipality, including communications necessary for that purpose; advice that is subject to solicitor-client privilege; commercial and financial information, that belongs to the municipality and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. 

  6.5       Labour Relations/Employee Negotiations / Solicitor-Client Privileged Advice

  A matter pertaining to reports, advice and recommendations of officers and employees of the Corporation concerning labour relations and employee negotiations in regard to one of the Corporation’s unions and advice which is subject to solicitor-client privilege and communications necessary for that purpose and for the purpose of providing directions to officers and employees of the Corporation.

  6.6       Personal Matters/Identifiable Individual / Solicitor-Client Privileged Advice

  A matter pertaining to personal matters, including information regarding identifiable individuals, with respect to employment-related matters, advice or recommendations of officers and employees of the Corporation, including communications necessary for that purpose and for the purpose of providing instructions and directions to officers and employees of the Corporation; and advice subject to solicitor-client privilege, including communications necessary for that purpose.

  6.7       Personal Matters/Identifiable Individual

  A matter pertaining to personal matters about an identifiable individual, including municipal or local board employees.

  6.8       ADDED - Land Acquisition/Solicitor-Client Privileged Advice/Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the proposed or pending acquisition of land by the municipality, including communications necessary for that purpose; advice that is subject to solicitor-client privilege; commercial and financial information, that belongs to the municipality and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality.

  
  

  Yeas: (4)	S. Hillier, E. Holder, J. Helmer, and J. Morgan
  Absent: (2)	A. Kayabaga, and P. Van Meerbergen

  
  Motion Passed (4 to 0)

  The Corporate Services Committee convened, In Closed Session, from 12:48 PM to 2:35 PM.

  
  

7.

Adjournment

The meeting adjourned at 2:36 PM.