Corporate Services Committee

Report

16th Meeting of the Corporate Services Committee

Monday, September 11, 2023 at 12:00 P.m. - 1:00 P.m.

Council Chambers - Please check the City website for additional meeting detail information. Meetings can be viewed via live-streaming on YouTube and the City Website.

The City of London is situated on the traditional lands of the Anishinaabek (AUh-nish-in-ah-bek), Haudenosaunee (Ho-den-no-show-nee), Lūnaapéewak (Len-ah-pay-wuk) and Attawandaron (Add-a-won-da-run).

We honour and respect the history, languages and culture of the diverse Indigenous people who call this territory home. The City of London is currently home to many First Nations, Métis and Inuit today.

As representatives of the people of the City of London, we are grateful to have the opportunity to work and live in this territory.

PRESENT:

• Councillors S. Lewis (Chair), 
• H. McAlister, 
• S. Stevenson, 
• S. Trosow, 
• and D. Ferreira 

ABSENT:

• Mayor J. Morgan 

ALSO PRESENT:

• Councillor J. Pribil, L. Livingstone, A. Barbon, J. Paradis, I. Collins, S. Corman, A. Job, K. Murray, J. Raycroft, E. Skalski, S. Swance, B. Warner

  Remote Attendance: B. Card, J. Dann, M. Schulthess

  The meeting is called to order at 12:01 PM.

   

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That Consent Items 2.1 to 2.6 BE APPROVED.

  
  

  Yeas: (4)	S. Lewis, H. McAlister, S. Trosow, and D. Ferreira
  Absent: (2)	Mayor J. Morgan, and S. Stevenson

  
  
  
  Motion Passed (4 to 0)

2.1

Contingencies/Stabilization and Risk Management Reserve Fund Rationalization Report

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken:
  
  a)    the Contingencies/Stabilization and Risk Management Reserve Fund Rationalization Report BE RECEIVED for information; noting that reserve fund targets established in accordance with the authority provided to the City Treasurer in the Council approved Reserve and Reserve Fund Policy are presented in Appendix "B"; 
  
  b)    the Contingencies/Stabilization and Risk Management Reserve Funds to be maintained, listed in Appendix "B", BE APPROVED;
  
  c)    the Contingencies/Stabilization and Risk Management Reserve Fund proposed by-laws as appended to the staff report dated September 11, 2023 as Appendix "D" BE INTRODUCED at the Municipal Council meeting to be held on September 26, 2023; and,
  
  d)    the Civic Administration BE AUTHORIZED to take all actions necessary to implement the changes outlined in the report.

  
  
  
  
  Motion Passed

2.2

Capital Asset Growth Reserve Fund Rationalization Report

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken:
  
  a)    the Capital Asset Growth Reserve Fund Rationalization Report BE RECEIVED for information; noting that reserve fund targets established in accordance with the authority provided to the City Treasurer in the Council approved Reserve and Reserve Fund Policy are presented in Appendix "B"; 
  
  b)    the Capital Asset Growth Reserve Funds to be maintained, listed in Appendix "B", BE APPROVED;
  
  c)    the Capital Asset Growth Reserve Fund proposed by-laws appended to the staff report dated September 11, 2023 as Appendix "D" BE INTRODUCED at the Municipal Council meeting to be held on September 26, 2023; and, 
  
  d)    the Civic Administration BE AUTHORIZED to take all actions necessary to implement the changes outlined in the report.

  
  
  
  
  Motion Passed

2.3

SS-2023-215 - Facilities Maintenance and Operations Single Source Refrigeration Services Provider

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the single source procurement of a Refrigeration Service provider:
  
  a)    in accordance with Section 14.4(g) of the Procurement of Goods and Services Policy, the Civic Administration BE AUTHORIZED to enter negotiations with CIMCO Refrigeration for pricing for a single source contract for one (1) year with one (1) option year for renewal to provide refrigeration services for the City of London arenas;
  
  b)    the approval in a) above, BE CONDITIONAL upon The Corporation of the City of London negotiating satisfactory prices, terms, conditions, and entering into a contract with CIMCO Refrigeration to provide preventive maintenance service and repairs to the City arena refrigeration plants; and,
   
  c)    the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with the authorization set out in parts a) and b) above. 

  
  
  
  
  Motion Passed

2.4

RFP 2023-124 Consultant Services for City of London Vacancy Residential Property Study Award – Irregular Result

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to Request for Proposal (RFP) 2023-124 for Consultant Services for City of London Vacant Residential Property Study:
  
  a)    the proposal for consultant services, submitted by Ernst and Young (EY), 100 Adelaide Street West, Toronto, Ontario, M5K 1J7 BE ACCEPTED in accordance with the Procurement of Goods and Services Policy;
  
  b)    the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this purchase; and,
  
  c)    the approval hereby given BE CONDITIONAL upon the City of London (The Corporation) entering a formal contract, agreement or having a purchase order relating to the subject matter of this approval.

  
  
  
  
  Motion Passed

2.5

2022 Annual Reporting of Lease Financing Agreements

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That, on the recommendation of the Deputy City Manager, Finance Supports, the 2022 Annual Report of Lease Financing Agreements BE RECEIVED for information. 

  
  
  
  
  Motion Passed

2.6

Council Policy Review - Flags at City Hall and Illumination of City of London Buildings and Amenities

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That, on the recommendation of the City Clerk, the following actions be taken:

  a)    the proposed by-law as appended to the staff report dated September 11, 2023 as Appendix ‘A’ BE INTRODUCED at the Municipal Council meeting on September 26, 2023 to amend CPOL.-114-366 being “Flags at City Hall” to repeal and replace Schedule “A”, and;

  b)    the proposed by-law as appended to the staff report dated September 11, 2023 as Appendix ‘B’ BE INTRODUCED at the Municipal Council meeting on September 26, 2023 to amend CPOL.-127-379 being “Illumination of City of London Buildings and Amenities” to repeal and replace Schedule “A”.

  
  
  
  
  Motion Passed

3.

Scheduled Items

None.

4.

Items for Direction

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That Items 4.1 to 4.3 BE APPROVED.

  
  

  Yeas: (4)	S. Lewis, H. McAlister, S. Trosow, and D. Ferreira
  Absent: (2)	Mayor J. Morgan, and S. Stevenson

  
  
  
  Motion Passed (4 to 0)

4.1

Application - Issuance of Proclamation - Probus Month

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That based on the application dated August 15, 2023 from Probus Clubs of London; Probus Club of North London; Probus Club of South London; Mens Probus Club of London, Womens Probus Club of London, the month of October 2023 BE PROCLAIMED Probus Month.

  
  
  
  
  Motion Passed

4.2

Application - Issuance of Proclamation - Sikh Genocide Awareness Week

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That based on the application dated August 16, 2023 from the London Sikh Society, November 1 - 8, 2023 BE PROCLAIMED Sikh Genocide Awareness Week.

  
  
  
  
  Motion Passed

4.3

Application - Issuance of Proclamation - Sikh Heritage Month

• Moved by: S. Trosow
  Seconded by: D. Ferreira

  That based on the application dated August 7, 2023 from Guru Nanak Mission Society, April 2024 BE PROCLAIMED Sikh Heritage Month.

  
  
  
  
  Motion Passed

4.4

Application - Issuance of Proclamation - National British Home Child Day

• Moved by: S. Lewis
  Seconded by: H. McAlister

  That based on the application dated August 15, 2023 from Home Child Canada, September 28, 2023 BE PROCLAIMED National British Home Child Day.

  
  

  Yeas: (5)	S. Lewis, H. McAlister, S. Stevenson, S. Trosow, and D. Ferreira
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

5.

Deferred Matters/Additional Business

None.

6.

Confidential (Enclosed for Members only.)

• Moved by: S. Stevenson
  Seconded by: D. Ferreira

  That the corporate Services Committee convenes in Closed Session to consider the following:
  
  6.1 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: (5)	S. Lewis, H. McAlister, S. Stevenson, S. Trosow, and D. Ferreira
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

  The Corporate Services Committee convenes in Closed Session from 12:15 PM to 12:20 PM. 

  
  

7.

Adjournment

• Moved by: S. Stevenson
  Seconded by: D. Ferreira

  That the meeting BE ADJOURNED.

  
  
  
  
  Motion Passed

  The meeting adjourned at 12:24 PM.