<A>
3RD REPORT OF THE
CORPORATE SERVICES COMMITTEE
Meeting held on December 13,
2016, commencing at 12:08 PM, in the Council Chambers, Second Floor, London
City Hall.
PRESENT:
Councillor P. Hubert (Chair); Councillors J. Helmer, J. Morgan, T. Park and
H.L.
Usher and L. Rowe (Secretary).
ALSO
PRESENT: Councillor M. van Holst; A. Zuidema, R. Armistead, A.L. Barbon, J.
Freeman, K. Graham, A. Hagan, M. Hayward, K. Murray, C. Saunders, M. Schulthess,
J. Smout, S. Swance, B. Warner, J. Wills and P. Yeoman.
|
1.
|
Disclosures of Pecuniary
Interest
|
That it BE
NOTED that the following pecuniary interests were disclosed:
a)
Councillor J. Morgan disclosed a pecuniary interest in clause 6 of
this Report, having to do with the City of London’s 2017 Provincial Budget
submission, specifically as it relates to the establishment of a centre for
medical innovation, by indicating that there is a crossover with his employer,
Western University, as there is potential capital that could flow to that organization.
b)
Councillor P. Hubert discloses a pecuniary interest in clause 11
of this Report, having to do with the Procurement of Goods and Services Policy,
by indicating that he is the Executive Director of a social services agency
that contracts with The Corporation of the City of London.
|
2.
|
Election of Vice-Chair for
the term ending November 30, 2017
|
That
Councillor J. Helmer BE ELECTED Vice Chair of the Corporate Services Committee
for the term ending November 30, 2017.
Motion
Passed
YEAS: P.
Hubert, J. Helmer, J. Morgan, T. Park, H.L. Usher (5)
|
3.
|
STAFF REPORT - Declare
Surplus – 18 Grace Street
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, on the advice of the Manager of Realty Services, the
following actions be taken with respect to the City-owned land located at 18
Grace Street, described as Part Lot 2 North of Oxford St, Plan 5(W) as in
W33003, PIN 082470140, containing an area of approximately 7,363 square feet
(684 square meters):
a)
the subject property BE DECLARED surplus; and
b)
the subject property (“Surplus Lands”) BE DISPOSED OF in
accordance with the City’s Sale and Other Disposition of Land Policy.
Motion
Passed
YEAS: P.
Hubert, J. Helmer, J. Morgan, T. Park, H.L. Usher (5)
|
4.
|
STAFF REPORT - Veterans Affairs Canada Cenotaph/Monument Restoration Program
Contribution Agreement
|
That, on the
recommendation of the Director of Community and Economic Innovation, the
proposed by-law included as Appendix “A” to the staff report dated December 13,
2016 BE INTRODUCED at the Municipal Council meeting to be held on December 19,
2016 to:
a)
authorize and approve a Veterans Affairs Canada Cenotaph/Monument
Restoration Program Contribution Agreement, attached as Schedule A to the
by-law, between The Corporation of the City of London and Her Majesty the Queen
in Right of Canada as represented by the Minister of Veterans Affairs;
b)
authorize the Mayor and the City Clerk to sign the Contribution
Agreement, authorized and approved in a),above; and,
c)
delegate authority to the Director of Community and Economic
Innovation to execute any financial reports required as a condition of the Agreement
authorized and approved in a) above.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
5.
|
STAFF
REPORT - Federation of Canadian Municipalities (FCM) Diverse Voices for
Change Initiative
|
That, on the
recommendation of Director, Community and Economic Innovation, the following
actions to be taken with respect to the Federation of Canadian Municipalities
(FCM) Diverse Voices for Change Initiative:
a)
the staff report dated December 13, 2016 BE RECEIVED for
information; and
b)
the following BE ENDORSED as London’s objective as a participant
in the Diverse Voices for Change Initiative: To increase the representation of
women, particularly women from diverse backgrounds, on City of London advisory
committees and the governance bodies of City of London agencies, boards and commissions.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
6.
|
STAFF REPORT
- City of London 2017 Provincial Budget Submission – City Building is Nation
Building
|
That, on the
recommendation of the Director, Community & Economic Innovation, the
following actions be taken with respect to the City of London’s 2017 Provincial
Budget Submission:
a)
the Civic Administration BE DIRECTED to submit the City of
London’s 2017 Provincial Budget Submission to the Government of Ontario as part
of the provincial pre-budget submission process; and,
b)
the staff report dated December 13, 2016 BE RECEIVED for information.
Motion Passed
YEAS: P. Hubert, J. Helmer, T.
Park, H.L. Usher (4)
|
7.
|
STAFF REPORT -
Amendment to Council Policy 8(5) “Uncollectible Accounts Receivable”
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the following actions be taken with respect to Council
Policy 8(5) entitled “Uncollectible Accounts
Receivable”:
a)
the proposed by-law included as Appendix “A” to the staff report
dated December 13, 2016 BE INTRODUCED at the Municipal Council meeting on December
19, 2016 for the purpose of repealing Council Policy 8(5) entitled
“Uncollectible Accounts Receivable” and replacing it with a revised Council
Policy 8(5) entitled “Accounts Receivable and Collections Policy” in order to:
i)
provide for the authorization and guidelines for the write-off of
uncollectible Miscellaneous and Provincial Offences Act (POA) Accounts Receivable;
ii) identify
the steps to be taken for the collection of
receivables;
iii)
establish conditions under which an amount can be cancelled or written-off;
iv) define the
authorization levels for write-offs; and
b)
the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer BE DIRECTED to report back to the Corporate Services
Committee with potential amendments to the authorization thresholds for
Provincial Offences Act accounts receivable and miscellaneous accounts
receivable that would delegate a higher degree of decision-making authority to
the Civic Administration.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
8.
|
STAFF
REPORT - Request for Write-Off of Provincial Offences Act (POA) Accounts
Receivable
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the following actions be taken:
a)
the Civic Administration BE AUTHORIZED to write-off the
outstanding Provincial Offences Act (POA) Accounts Receivable, attached as
Appendix “B” to the staff report dated December 13, 2016, in accordance with
the Ministry of the Attorney General (MAG) Write-Off Directive and Council
Policy 8(5) being the Accounts Receivable and Collections Policy; and,
b)
the Mayor BE DIRECTED to submit a letter to the Association of
Municipalities of Ontario (AMO) outlining the City’s perspectives on POA
collections and a recommendation for AMO to advocate for province-wide
solutions, which could include the study of expanded recovery tools for
outstanding POA fines, amongst other topics (e.g. licence plate condition).
Voting Record:
Motion to
Approve Part a).
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
Motion to
Approve part b).
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
9.
|
STAFF
REPORT - Request for Write-Off of Miscellaneous Accounts Receivable
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, Civic Administration BE AUTHORIZED to write-off the
outstanding Accounts Receivable, attached as Appendix “A” to the staff report
dated December 13, 2016, in accordance with Council Policy 8(5) being the
Accounts Receivable and Collections Policy.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
10.
|
STAFF REPORT - Update of
Council Tax Policies
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the following actions be taken:
a)
the proposed by-law included as Appendix “B” to the staff report
dated December 13, 2016 BE INTRODUCED at the Municipal Council meeting to be
held on December 19, 2016 for the purpose of repealing Council Policy 26(4)
entitled “Treatment of Properties that Do Not Sell at Municipal Tax Sales” and
replacing it with a revised Council Policy 26(4); and
b)
the proposed by-law included as Appendix “C” to the staff report
dated December 13, 2016 BE INTRODUCED at the Municipal Council meeting to be
held on December 19, 2016 for the purpose of introducing a new Council Policy
that provides for the delegation to the City Treasurer to approve and sign
minutes of settlement for assessment appeals filed under the Assessment Act or
other legislation.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
11.
|
STAFF REPORT - Procurement
of Goods and Services Policy Revisions
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the attached revised by-law BE INTRODUCED at
the Municipal Council meeting to be held on December 19, 2016 to amend Schedule
“C” - Procurement of Goods and Services Policy to By- law No. A.-6151-17, being
“A By-law to establish policies for the sale and other disposition of land,
hiring of employees, procurement of goods and services, public notice, accountability
and transparency, and delegation of powers and duties, as required under
section 270(1) of the Municipal Act, 2001”.
Motion Passed
YEAS: J. Helmer,
J. Morgan, T. Park, H.L. Usher (4) RECUSED: P. Hubert (1)
|
12.
|
STAFF
REPORT - Community Safety and Crime Prevention Advisory Committee Amendment
to Terms of Reference
|
That, on the
recommendation of the City Clerk, the Terms of Reference for the Community
Safety and Crime Prevention Advisory Committee BE AMENDED by deleting the provision
for a Voting Member from the Block Parent Central Committee, by increasing the
number of Voting Members-at-Large from 4 to 5 and by deleting the Non-Voting
Resource position representing the Block Parent Office.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
13.
|
STAFF
REPORT - London Police Service Board - Application to Increase Board Size
from Five to Seven Members
|
That the
following actions be taken with respect to an application to increase the size
of the London Police Services Board:
a)
the Civic Administration BE DIRECTED to submit a letter to the
Lieutenant Governor as application to increase the size of the London Police
Services Board from five to seven members in accordance with section 27(9) of
the Police Services Act R.S.O. 1990, c.P. 15 and include the December 5, 2016
letter from the London Police Services Board as an attachment to that communication;
b)
the staff report dated December 13, 2016 BE RECEIVED for
information; and
c)
the London Police Services Board communication dated December 5,
2016 BE RECEIVED for information.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
None.
|
14.
|
STAFF REPORT - Review of
Corporate Assets: Initial Scoping Report
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the following actions be taken:
a)
the scoping report regarding a process for evaluating the City of
London’s asset portfolio BE RECEIVED for information;
b)
the Council-adopted “Principles for Identifying Asset Sales and
Revenue Alternatives” provided in Appendix ‘A’ to the staff report dated
December 13, 2016 BE RECEIVED for information; it being noted that the
principles will be further developed into a Council policy;
c)
the inventory of municipally-owned assets separated by category,
provided in Appendix ‘B’ to the staff report dated December 13, 2016 BE
RECEIVED for information;
d)
the related Council-approved “Sale and Other Disposition of Land
Policy”, provided in Appendix ‘C’ to the staff report dated December 13, 2016, BE RECEIVED for information:
e)
the Civic Administration BE DIRECTED to update or develop
policies for the disposal of vehicles, furniture and equipment for inclusion in
the Council Policy Manual;
f)
the Civic Administration BE DIRECTED to report back on options
for municipally-owned assets and the potential proceeds from the sale of assets
for the following categories:
i)
Class A – Vacant land and buildings (First Quarter, 2017);
ii)
Class C – Major venues, non-core services and assets (Third
Quarter, 2017);
g)
NO ACTION BE TAKEN to review Classes B, D, E, F and G assets as
described in the staff report dated December 13, 2016;
h)
the attached presentation from the Managing Director,
Corporate Services and City Treasurer, Chief Financial Officer and the Manager
of Business Process Planning BE RECEIVED; and
i)
the communication dated December 9, 2016 from C. Butler, BE
RECEIVED.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
15.
|
PUBLIC
SUBMISSION - Request for Designation of the International Food Festival as a
Municipally Significant Event
|
That the
International Food Festival, to be held June 23, 2017 to June 25, 2017 in
Victoria Park, BE DESIGNATED as an event of municipal significance in the City
of London.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
16.
|
PUBLIC
SUBMISSION - Request for Designation of the London Rib Fest as a Municipally
Significant Event
|
That the
London Rib Fest, to be held August 3, 2017 to August 7, 2017, in Victoria Park,
BE DESIGNATED as an event of municipal significance in the City of London.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
V.
|
DEFERRED
MATTERS/ADDITIONAL BUSINESS
|
|
17.
|
(ADDED)
STAFF REPORT - Repeal and Amendment of Financial Services Policies
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the following actions be taken:
a)
the proposed by-law appended to the staff report dated December
13, 2016 as Appendix “A” BE INTRODUCED at the Municipal Council meeting to be
held on December 19, 2016 for the purpose of repealing the following Council
Policies as they are no longer required and outdated given current operational processes:
i)
8(2) Notice of Tax Arrears Interest Rate
ii)
8(10) Disaster Relief Policy
iii)
8(24) Bid Funding for Sports Events; and
b)
the proposed by-law appended to the staff report dated December
13, 2016 as Appendix “B” BE INTRODUCED at the Municipal Council meeting to be
held on December 19, 2016 for the purpose of repealing Council Policy 8(21)
entitled “Property Tax Relief for Legions” and replacing it with a revised
Council Policy 8(21).
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
18.
|
(ADDED)
STAFF REPORT - Court Security and Prisoner Transportation Program Transfer
Payment Agreement
|
That, on the
recommendation of the Managing Director, Corporate Services and City Treasurer,
Chief Financial Officer, the proposed by-law appended to the staff report dated
December 13, 2016 as Appendix “A” BE INTRODUCED at the Municipal Council
meeting on December 19, 2016 to approve the Ontario Transfer Payment Agreement
for the Court Security and Prisoner Transportation Program between The
Corporation of the City of London and Her Majesty the Queen in Right of
Ontario; and to authorize the Mayor and the City Clerk to execute the Agreement.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
|
19.
|
(ADDED) STAFF REPORT -
Section 18(14) Council Policy Manual
|
That, on the
recommendation of the Managing Director, Corporate Services and Chief Human
Resources Officer, the following actions be taken:
a)
the proposed by-law appended to the staff report dated December
13, 2016 as Appendix “A” BE INTRODUCED at the Municipal Council meeting on
December 19, 2016 to revoke any Council Policy pertaining to benefits for
common law spouses and all amendments thereto, as may have been approved by the
Municipal Council by by-law or resolution or as otherwise stated on the City of
London’s website, and
b)
the remainder of the above-noted staff report BE RECEIVED for
information.
Motion Passed
YEAS: P. Hubert, J. Helmer, J.
Morgan, T. Park, H.L. Usher (5)
(See
Confidential Appendix to the 3rd Report of the Corporate Services Committee
enclosed for Members only.)
The Corporate
Services Committee convened in camera from 1:57 PM to 1:58 PM after having
passed a motion to do so, with respect to the following matter:
|
C-1.
|
A matter pertaining to advice subject to solicitor-client privilege,
including communications necessary for that purpose and advice with respect
to litigation with respect to various personal injury and property damage
claims against the City.
|
The meeting adjourned at 1:59
PM.