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1ST REPORT OF THE

 

Corporate Services Committee

 

meeting held on December 1, 2015, commencing at 12:05 PM, in the Council Chambers, Second Floor, London City Hall. 

 

PRESENT:  Deputy Mayor M. Cassidy (Chair) and Councillors J. Morgan, V. Ridley, H.L. Usher and J. Zaifman and L. Rowe (Secretary).  

 

ALSO PRESENT:  Councillors M. van Holst and M. Salih; A. Zuidema, A.L. Barbon, D. Bordin, J. Braam, L. Burgess, S. Datars Bere, K. Dawtrey, A. Dunbar, J. Edmunds, M. Hayward, L. Livingstone, J. Logan, V. McAlea Major, M. McErlain, D. O’Brien, L. Palarchio, J. Senese, E. Soldo, S. Spring, S. Swance, A. Vandervoort and P. Yeoman.

 

 

I.

CALL TO ORDER

 

1.

Disclosures of Pecuniary Interest

 

That it BE NOTED that Councillor J. Zaifman disclosed a pecuniary interest in clause 5 of this Report, having to do with City of London Days at the Budweiser Gardens, by indicating that his mother is on the Board of the organization that has applied for a City of London Day at the Budweiser Gardens.

 

2.

Election of Vice-Chair for the term ending November 30, 2016

 

That Councillor J. Morgan BE ELECTED Vice Chair of the Corporate Services Committee for the term ending November 30, 2016.

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

II.

CONSENT ITEMS

 

3.

Corporate Asset Management Plan 2015 Review

 

That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, on the advice of the Division Manager, Corporate Asset Management, the staff report dated December 1, 2015 regarding the Corporate Asset Management Plan 2015 Review BE RECEIVED for information.

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

 

4.

Amendment to Council Policy 28(1) Travel and Business Expenses

 

That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the attached revised proposed by-law BE INTRODUCED at the Municipal Council meeting to be held on December 8, 2015 to repeal Council Policy 28(1) entitled “Travel and Business Expenses” and replace it with a revised Council Policy 28(1), in order to incorporate the following amendments to the Policy:

 

a)            revise the Expense Review Officer for the Mayor;

 

b)            revise the local mileage provisions to exclude Council Member’s (with the exception of the Head of Council) who now have local mileage expenses provided for under Council Policy 28(2);

 

c)            revise the provision for out-of-town mileage reimbursement for individuals who receive a monthly vehicle allowance when travel exceeds 150km; and,

d)         revise the Risk Management Policy appendices for personal and rented vehicles to reflect more current terminology.

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

 

5.

City of London Days at the Budweiser Gardens

 

 

That, on the recommendation of the City Clerk, and notwithstanding Council Policy 3(8) – City of London Days at the Budweiser Gardens, which restricts a group from having more than two event days over a five year consecutive period, the request from the Parkinson Society Southwestern Ontario to  host a Charity Lunch Event featuring local restaurants on June 13, 2016 BE APPROVED as a City of London Day at the Budweiser Gardens; it being noted that no other request has been received for 2016 to date.

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher (4)

 

RECUSED: J. Zaifman (1)

 

6.

2015 Operating Budget Status - Third Quarter Report

 

 

That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the following actions be taken with respect to the 2015 Operating Budget Status – Third Quarter Report for the Property Tax Supported, Water, and Wastewater and Treatment Budgets;

 

a)         the 2015 Operating Budget Status – Third Quarter Report for the Property Tax Supported (refer to Appendix A of the staff report dated December 1, 2015), Water, and Wastewater and Treatment Budgets BE RECEIVED for information, it being noted that Civic Administration is projecting:

 

i)          $4.7 million in net savings for the Property Tax Supported Budget as identified by the Civic Administration and Boards and Commissions. The year-end position could fluctuate significantly based on factors beyond the control of the Civic Administration such as Ontario Works caseload pressures, winter maintenance conditions and mandatory community improvement plan program incentives. It should also be noted that the Civic Administration increased the London Police Service budget by $1.6 million in the 3rd quarter to address budget-related matters concerning policing services by a corresponding budget reduction in Financial Management;

ii)         $1.1 million deficit in the Water Rate Supported Budget;

iii)         $0.2 million deficit in the Wastewater and Treatment Rate Supported Budget;

 

b)         the Civic Administration BE AUTHORIZED to contribute to/draw down from the Operating Budget Contingency Reserve to balance year-end operations of the Property Tax Supported Budget should the Budget be in a surplus/deficit position;

 

c)         the Civic Administration BE AUTHORIZED to contribute to the Unfunded Liability Reserve, any operational savings realized from personnel and contingency budgets at 2015 year-end; it being noted that the net unfunded liability balance as reported in the 2014 Financial Statement is at $94.6 million;

 

d)         the Civic Administration BE AUTHORIZED to draw down from the Social Services Reserve Fund to offset transitional costs associated with the establishment of the Northeast and Southeast Ontario Works (OW) locations; it being noted that if sufficient savings to cover the transitional costs exist within the OW service area the draw down will not be taken;

 

 

e)         the Civic Administration BE AUTHORIZED to contribute to/draw down from the Water Capital Reserve Fund to balance year-end operations of the Water Budget should the Budget be in a surplus/deficit position;

 

f)         the Civic Administration BE AUTHORIZED to contribute to/draw down from the Wastewater Rate Stabilization Reserve to balance year-end operations of the Wastewater & Treatment Budget should the Budget be in a surplus/deficit position; and

 

g)         details of the Civic Administration’s contribution of $926,303 ($692,227 – Property Tax Supported; $165,160 – Water; and $68,916. – Wastewater) to the Efficiency, Effectiveness and Economy reserves in 2015 BE RECEIVED for information.

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

 

7.

2015 Capital Budget Status – Third Quarter Report

 

That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the following actions be taken:

 

a)            the 2015 Capital Budget Status - Third Quarter Report BE RECEIVED for information;

 

b)            the capital projects listed in Appendix A of the staff report dated December 1, 2015, with a total of $17.9 million of net surplus funding, BE CLOSED and the following actions be taken:

 

i)          reserve fund draws of $11,710,607.86 BE TRANSFERRED back to the reserve funds which originally funded the projects;

ii)         pay-as-you-go funding of $109,339.31 BE TRANSFERRED to the capital receipts account; and,

iii)         authorized debt financing of $6,032,887.41 BE RELEASED, resulting in a reduction of authorized debt.

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

III.

SCHEDULED ITEMS

 

8.

Tax Adjustment Agenda

 

That the recommendations contained in the Tax Adjustment Agenda dated December 1, 2015, as revised by the revisions included on the Added Agenda as Item 8 a), BE APPROVED; it being noted that there were no members of the public in attendance to speak to the Corporate Services Committee, at the public hearing associated with the Tax Adjustment Agenda.

 

Voting Record:

 

Motion to open the public hearing.

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

 

Motion to close the public hearing.

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

 

 

 

 

Motion to approve the Tax Adjustment Agenda, as revised by Added Agenda Item #8 a).

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

IV.

ITEMS FOR DIRECTION

 

9.

Required Expenditure - Elevator Replacement – Covent Garden Market

 

That Covent Garden Market BE AUTHORIZED to spend an amount of approximately $85,000 to cover the cost of replacing the elevator in the Covent Garden Market in January 2016, notwithstanding that approval of the Capital Budget will not occur until a later date.

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

 

10.

ADDED - Syrian Refugee Resettlement

 

That the following actions be taken with respect to refugee resettlement:
 

a)            the Civic Administration BE REQUESTED to update City Council on their current plans for the refugee families arriving in London, and any additional measures the City of London can take to better support newcomers;

 

b)            the Mayor BE REQUESTED to send letters of support to the Provincial and Federal Governments, demonstrating a collective commitment to resettling refugees; and

 

c)            the Members of City Council who sit on the Federation of Canadian Municipalities’ Board of Directors and Standing Committees (Deputy Mayor M. Cassidy, Councillor H.L, Usher and Councillor J. Zaifman) BE REQUESTED to further pursue these national conversations and opportunities to co-ordinate efforts.

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

 

11.  ADDED – Change of Date – February 22, 2016 CSC Meeting

 

 

That the Corporate Services Committee meeting originally scheduled for February 22, 2016 BE CHANGED to February 16, 2016 at 12 Noon.

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

VI.

CONFIDENTIAL (Confidential Appendix enclosed for Members only.)

 

The Corporate Services Committee convened in camera from 1:28 PM to 2:11 PM after having passed a motion to do so with respect to the following matters:

 

 

C-1.

A matter pertaining to instructions and directions to officers and employees of the Corporation pertaining to a proposed acquisition of land; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; reports or advice or recommendations of officers and employees of the Corporation pertaining to a proposed acquisition of land; commercial and financial information supplied in confidence pertaining to the proposed acquisition the disclosure of which could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of the Corporation, result in similar information no longer being supplied to the Corporation where it is in the public interest that similar information continue to be so supplied, and result in undue loss or gain to any person, group, committee or financial institution or agency; commercial, information relating to the proposed acquisition that belongs to the Corporation that has monetary value or potential monetary value;  information concerning the proposed acquisition whose disclosure could reasonably be expected to prejudice the economic interests of the  Corporation or its competitive position; information concerning the proposed acquisition whose disclosure could reasonably be expected to be injurious to the financial interests of the Corporation; and instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the Corporation concerning the proposed acquisition.

 

 

C-2.

A matter pertaining to labour relations and employee negotiations as it relates to the Corporations’ Associations or Unions, including communications necessary for that purpose.

 

 

 

Motion Passed

 

YEAS: M. Cassidy, J. Morgan, V. Ridley, H.L. Usher, J. Zaifman (5)

 

VII.

ADJOURNMENT

 

              The meeting adjourned at 2:25 PM.

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