Strategic Priorities and Policy Committee

Report

18th Meeting of the Strategic Priorities and Policy Committee

Tuesday, November 17, 2020 at 4:00 P.m. - 5:00 P.m.

Virtual Meeting - during the COVID-19 Emergency

City Hall is open to the public, with reduced capacity and physical distancing requirements.

Meetings can be viewed via live-streaming on YouTube and the City website.

PRESENT:

• Mayor E. Holder (Chair),
• Councillors M. van Holst,
• S. Lewis,
• M. Salih,
• J. Helmer,
• M. Cassidy,
• P. Squire,
• J. Morgan,
• S. Lehman,
• A. Hopkins,
• P. Van Meerbergen,
• S. Turner,
• E. Peloza,
• A. Kayabaga,
• and S. Hillier

ALSO PRESENT:

• J. Taylor, C. Saunders, M. Schulthess, B. Westlake-Power
  Remote Attendance: L. Livingstone, A. Barbon, G. Barrett, J. Bunn, B. Card, K. Dickins, G. Kotsifas, K. Murray, A. Pascal, K. Scherr, E. Skalski, C. Smith, S. Stafford, T. Wellhauser, R. Wilcox, P. Yeoman
  The meeting is called to order at 4:04 PM; it being noted that the following Members were in remote attendance: Councillors M. van Holst, M. Salih, J. Helmer, M. Cassidy, S. Lehman, A. Hopkins, P. Van Meerbergen, S. Turner, A. Kayabaga, S. Hillier

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1.

Disclosures of Pecuniary Interest

S. Turner discloses a pecuniary interest in any budgetary item regarding the Middlesex-London Health Unit by indicating that he is an employee of that organization and any item pertaining to funding for the Early ON program as his spouse is an employee of an organization dependent on that funding, as these may be addressed in item 4.1 - Tabling of the 2021 Budget Update. 

2.

Consent

2.1

Master Accommodation Plan Update and Procurement Process

• Moved by: S. Hillier
  Seconded by: A. Hopkins

  That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer with the concurrence of the City Manager, the following actions be taken with respect to the Master Accommodation Plan Update and Procurement Process:

  a)      the staff report dated November 17, 2020 BE RECEIVED for information; and,

  b)      the consulting and design services budget no longer required of $13 Million previously approved through the 2020-2023 Multi-Year Budget BE RELEASED back to the City Facilities Renewal Reserve Fund; and,

  c)      it BE NOTED that the Civic Administration will proceed with a competitive procurement process after the update of the Master Accommodation Plan (MAP) is complete and reviewed by the Municipal Council;
  
  it being noted that the Strategic Priorities and Policy Committee received a communication dated November 15, 2020 from C. Butler with respect to this matter.

  
  
  
  
  Motion Passed

  Voting Record:

  
  
• Moved by: S. Hillier
  Seconded by: A. Hopkins

  Motion to approve part a)

  That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer with the concurrence of the City Manager, the following actions be taken with respect to the Master Accommodation Plan Update and Procurement Process:

  a) the staff report dated November 17, 2020 BE RECEIVED for information; and,

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)
• Moved by: S. Hillier
  Seconded by: A. Hopkins

  Motion to approve part b)

  b)      the consulting and design services budget no longer required of $13 Million previously approved through the 2020-2023 Multi-Year Budget BE RELEASED back to the City Facilities Renewal Reserve Fund; and,

  
  

  Yeas: (13)	S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, and A. Hopkins
  Nays: (2)	M. van Holst, and S. Turner

  
  
  
  Motion Passed (13 to 2)
• Moved by: S. Hillier
  Seconded by: A. Hopkins

  c)      it BE NOTED that the Civic Administration will proceed with a competitive procurement process after the update of the Master Accommodation Plan (MAP) is complete and reviewed by the Municipal Council;

  it being noted that the Strategic Priorities and Policy Committee received a communication dated November 15, 2020 from C. Butler with respect to this matter.

  
  

  Yeas: (11)	S. Hillier, A. Kayabaga, E. Peloza, S. Lehman, Mayor E. Holder, M. Salih, J. Helmer, M. Cassidy, J. Morgan, A. Hopkins, and S. Turner
  Nays: (4)	S. Lewis, P. Van Meerbergen, M. van Holst, and P. Squire

  
  
  
  Motion Passed (11 to 4)

3.

Scheduled Items

3.1

TechAlliance - Annual Update

• Moved by: P. Van Meerbergen
  Seconded by: E. Peloza

  That it BE NOTED that the Strategic Priorities and Policy Committee received the Annual Update from C. Fox, CEO, TechAlliance.

  
  

  Yeas: (14)	S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner
  Absent: (1)	M. Salih

  
  
  
  Motion Passed (14 to 0)

3.2

London Small Business Centre - Annual Update

• Moved by: E. Peloza
  Seconded by: J. Helmer

  That it BE NOTED that the Strategic Priorities and Policy Committee received the Annual Update from S. Pellarin, Executive Director, London Small Business Centre.

  
  

  Yeas: (14)	S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner
  Absent: (1)	M. Salih

  
  
  
  Motion Passed (14 to 0)

3.3

London Economic Development Corporation - Annual Update

• Moved by: A. Kayabaga
  Seconded by: P. Van Meerbergen

  That it BE NOTED that the Strategic Priorities and Policy Committee received the Annual Update from K. Lakhotia, President and CEO, London Economic Development Corporation.

  
  

  Yeas: (14)	S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner
  Absent: (1)	M. Salih

  
  
  
  Motion Passed (14 to 0)

4.

Items for Direction

4.1

Tabling of the 2021 Budget Update

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That the following actions be taken with respect to the Draft 2021-Tax-Supported Annual Update and the Draft Water and Wastewater Treatment Budgets Annual Update:

  a)     the Draft Budget documents BE REFERRED to the 2020-2023 Multi-Year annual budget update process; and,
  
  b)     the overview presentation, as appended to the added agenda, by the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer with respect to the 2021 Budget Update BE RECEIVED;
  
  it being noted that the following documents were provided to the Members, and are available on the City website: Draft Tax Supported Budget, 2021 Annual Update and Draft Water and Wastewater & Treatment, 2021 Annual Update.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)
• Moved by: E. Peloza
  Seconded by: S. Lewis

  That the Strategic Priorities and Policy Committee RECESS, until 7 PM.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

  The Strategic Priorities and Policy Committee recesses at 6:30 PM, and resumes at 7:02 PM, with Mayor E. Holder in the Chair. 

  
  

4.2

Strategic Plan 2019-2023: Semi-Annual Progress Report

• That the following actions be taken with respect to the Strategic Plan 2019-2023: Semi-Annual Progress Report:

  a)    the requested delegation, as identified on the public agenda from S. Yeo and D. Bartlett, LCCEWA, BE APPROVED to be heard at the December 16, 2020 Strategic Priorities and Policy Committee meeting; and, 

  b)    that on the recommendation of the City Manager, the report dated November 17, 2020, including the Semi-Annual Progress Report, the 2020 Report to the Community BE RECEIVED for information;
  
  it being noted that the Strategic Priorities and Policy Committee received the Report to the Community 2020 from the Director, Service, Innovation and Performance.

  
  
  
  
  Motion Passed

  Voting Record:

  
  
• Moved by: P. Squire
  Seconded by: S. Lewis

  That the requested delegation, as identified on the public agenda from S. Yeo and D. Bartlett, LCCEWA, BE APPROVED to be heard at the December 16, 2020 Strategic Priorities and Policy Committee meeting.

  
  

  Yeas: (13)	S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, J. Helmer, P. Squire, J. Morgan, A. Hopkins, and S. Turner
  Absent: (2)	M. Salih, and M. Cassidy

  
  
  
  Motion Passed (13 to 0)
• Moved by: A. Kayabaga
  Seconded by: S. Turner

  That, on the recommendation of the City Manager, the report dated November 17, 2020, including the Semi-Annual Progress Report, the 2020 Report to the Community BE RECEIVED for information;
  
  it being noted that the Strategic Priorities and Policy Committee received the Report to the Community 2020 from the Director, Service, Innovation and Performance.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

4.3

Consideration of Appointment to the Audit Committee (Requires 1 Council Member)

• Moved by: M. van Holst
  Seconded by: S. Hillier

  That Councillor J. Helmer BE APPOINTED to the Audit Committee for the term ending November 15, 2022.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

4.4

Resignation from the Elgin Area Primary Water Supply System Joint Board of Management

• Moved by: S. Turner
  Seconded by: E. Peloza

  That the resignation from Councillor S. Lewis from the Elgin Area Primary Water Supply System Joint Board of Management BE ACCEPTED.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

4.5

Confirmation of Appointments to the Old East Village Business Improvement Area

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

  That the following individuals BE APPOINTED to the Old East Village Business Improvement Area Board of Management for the term ending November 15, 2022:

  Maria Drangova, Board Chair - London Clay Art Centre (returning)
  Henry Eastabrook, Board Vice Chair - London Intercommunity Health Centre (returning)
  Rob Campbell, Board Treasurer - Property Owner (returning)
  Heather Blackwell, Director - Western Fair District (returning)
  John Parlow, Director - Whistling Dicks Barbershop (returning)
  Jamie Sinden, Director - Love Alchemy Organic Salon (returning)
  Grant Maltman, Director - Banting House National Historic Site (returning)
  Liliana Sanchez, Director - Totally Unique Custom Design (returning)
  Ellie Cook, Director - Property Owner (returning)
  Chris Stroud, Director - Bread and Roses Books (newly elected)
  Kimberly De Sousa, Director - Libro Credit Union (newly elected)
  Michal Hrncir, Director - Homemade Kolache (newly elected)
  Jesse Helmer, Municipally Elected Representative (returning)

  it being noted that the Strategic Priorities and Policy Committee received a communication dated November 2, 2020 from J. Pastorius, General Manager, Old East Village Business Improvement Area, with respect to the above appointments.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

4.6

Diversity, Race Relations and Inclusivity Award Nominations

• Moved by: A. Kayabaga
  Seconded by: S. Lewis

  That it BE NOTED that no nominations were submitted for the 2020 Diversity, Race Relations and Inclusivity Awards, it being noted that nominations will remain open for receipt of nominations with a potential announcement at a later meeting date.  

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

5.

Deferred Matters/Additional Business

5.1

(ADDED) 2nd Report of the Governance Working Group from its meeting held on November 10, 2020

• Moved by: J. Morgan
  Seconded by: S. Lewis

  That the following actions be taken with respect to the 2nd Report of the Governance Working Group from its meeting held on November 10, 2020:

  a)     the following actions be taken with respect to the Advisory Committee Review:
  
  i)     the report dated November 10, 2020 entitled "Advisory Committee Review - Interim Report III", BE RECEIVED;
  
  ii)     the City Clerk BE DIRECTED to report back to the Governance Working Group (GWG) with respect to the next steps required to implement the revised Advisory Committee Structure, as outlined in the report noted in a) above subject to the following modifications:
  
  A)     the proposed Environmental & Ecological Committee and Childcare Advisory Committee shall remain as Advisory Committees;
  B)     a minimum numbers of meetings will be provided for;
  C)     Experts Panels are to be clarified; and,
  D)     comments provided by the Governance Working Group with respect to the proposed revised Advisory Committee Structure be further considered;
  
  iii)     the City Clerk BE DIRECTED to consult with the current Advisory Committees with respect to the proposals set out in the staff report subject to the modifications listed in b) above and report back to the GWG with the results of that consultation; 
  
  iv)     the communication, dated November 8, 2020, from D. Wake regarding this matter BE RECEIVED;
  
  b)     the City Clerk BE DIRECTED to report back to the Governance Working Group (GWG) providing an overview of other municipalities' policies and processing with respect to the handling of unsolicited petitions, and to provide draft policies and procedures for the consideration of the GWG with respect to this matter; and,
  
  c)     clauses 1.1 and 2.1 BE RECEIVED for information.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

6.

Confidential (Enclosed for Members only.)

• Moved by: P. Van Meerbergen
  Seconded by: A. Hopkins

  That the Strategic Priorities and Policy Committee convene, In Closed Session, to consider the following:

  6.1    Personal Matters / Identifiable Individuals

  A personal matter pertaining to identifiable individuals, including municipal employees, with respect to the 2021 Mayor's New Year's Honour List; and,

  6.2    Personal Matters/Identifiable Individuals

  A matter pertaining to personal matters about identifiable individuals, labour relations or employee negotiations, including communications necessary for that purpose and, advice and recommendations of officers and employees of the Corporation, including communications necessary for that purpose and for the purpose of providing instructions and direction to officers and employees of the Corporation.

  
  

  Yeas: (15)

  S. Lewis, S. Hillier, A. Kayabaga, E. Peloza, P. Van Meerbergen, S. Lehman, Mayor E. Holder, M. van Holst, M. Salih, J. Helmer, M. Cassidy, P. Squire, J. Morgan, A. Hopkins, and S. Turner

  
  
  
  Motion Passed (15 to 0)

  The Strategic Priorities and Policy Committee convened, In Closed Session, from 7:28 PM to 8:59 PM. 

  
  

7.

Adjournment

The meeting adjourned at 9:02 PM.