Corporate Services Committee

Report

Meeting #:	1st Meeting of the Corporate Services Committee
Date:	Tuesday, December 11, 2018 at 12:30 P.m. - 1:30 P.m.
Location:	Council Chambers

PRESENT:

• Councillors J. Morgan (Chair),
• J. Helmer ,
• P. Van Meerbergen,
• A. Kayabaga,
• and S. Hillier

ABSENT:

• Mayor E. Holder

ALSO PRESENT:

• Councillor M. van Holst, M. Hayward, A. L. Barbon, G. Bridge, C. Campbell, B. Card, B. Coxhead, J. Edmonds, J. Logan, J. Millson, K. Murray, M. Schulthess, S. Spring, J. Stanford, B. Westlake-Power and J. Winston.

   

  The meeting is called to order at 12:31 PM.

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1.

Call to Order

1.1

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

1.2

Election of Vice-Chair for the term ending November 30, 2019

• Moved by: J. Helmer
  Seconded by: P. Van Meerbergen

  That Councillor A. Kayabaga BE ELECTED Vice Chair of the Corporate Services Committee for the term ending November 30, 2019.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.

Consent

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

  Approve Consent items 2.1 and 2.4.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.1

Single Source Procurement SS18-34 - Occupational Health Services Provider

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

  That, on the recommendation of the Managing Director, Corporate Services and Chief Human Resources Officer, the following actions be taken with respect to the single source acquisition of an Occupational Health Services provider for The Corporation of the City of London under section 14.4 (d) of the Procurement of Goods and Services Policy:
  
  a)            the Civic Administration BE AUTHORIZED to negotiate terms acceptable to Civic Administration to continue to acquire Occupational Health Services through its current provider, Workplace Medical Corporation, on the basis that the current fees for services (less than $60,000/year) will remain unchanged for a contract term of four (4) years with an option for one (1) additional year;
  
  b)            the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this project;
  
  c)            the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract for the work to be done relating to this project; and,
  
  d)            the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.4

Overview of the W12A Landfill Mitigative Measures and Community Enhancement Program

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

  That, on the recommendation of the Managing Director - Environmental & Engineering Services & City Engineer, the staff report dated December 11, 2018 regarding the overview of the W12A landfill mitigative measures and community enhancement program BE RECEIVED for information.

  
  
  
  Motion Passed

2.2

Request for Proposal 18-41: Fiscal Agent Services

• Moved by: J. Helmer
  Seconded by: A. Kayabaga

  That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the following actions be taken with respect to Request for Proposal, 18-41, Fiscal Agent Services:
  
  a)      the proposals submitted by the following recommended proponents BE ACCEPTED; it being noted the proposals from the following proponents scored the highest overall during the evaluation:
  
  RBC Dominion Securities Inc.
  200 Bay Street, Royal Bank Plaza, North Tower, 2nd Floor
  Toronto, Ontario M5J 2W7
  
  National Bank Financial Inc.
  The Exchange Tower, 130 King Street West 4th Floor Podium
  Toronto, Ontario M5X 1J9
  
  The Toronto-Dominion Bank
  Ernst & Young Tower, 222 Bay Street West, 7th Floor
  Toronto, Ontario M5K 1A2
  
  b)      the proposed by-law appended to the staff report dated December 11, 2018 as Appendix “A” BE INTRODUCED at the Municipal Council meeting on December 18, 2018, to authorize the approval of a Fiscal Agent Agreement with the above proponents, and to authorize the Mayor and the City Clerk to execute the agreement.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.3

Request for Funding - 2019 Juno Awards

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

  That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, $150,000 BE ALLOCATED from the Tourism Infrastructure Reserve Fund to partially fund the construction of temporary outdoor programming space surrounding Budweiser Gardens as outlined in the 2019 JUNO Host Committee’s request, as appended to the staff report dated December 11, 2018 with respect to this matter.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

3.

Scheduled Items

3.1

Not to be heard before 1:00 PM - Tax Adjustment Agenda

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

  That the recommendations contained in the Tax Adjustment Agenda dated December 11, 2018 BE APPROVED; it being noted that J. Caranci made a verbal presentation to the Corporate Services Committee with respect to her application relating to the property at 7620 Longwoods Road, at the public hearing associated with the Tax Adjustment Agenda.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

  Voting Record:

  
  
• Moved by: J. Helmer
  Seconded by: P. Van Meerbergen

  Motion to open the meeting to the public for comment.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)
• Moved by: P. Van Meerbergen
  Seconded by: J. Helmer

  Motion to close the meeting to public comment.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

4.

Items for Direction

4.1

Request for Items to be Referred to the Governance Working Group

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

  That the following matters BE REFERRED to the Governance Working Group for consideration, as contained in the submission dated November 30, 2018, from Councillor M. van Holst:

  a)      Council expense restrictions; and

  b)      Council policy for debate at standing committee meetings.

  
  

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

  
  Motion Passed (3 to 2)

6.

Confidential (Enclosed for Members only.)

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

  That the Corporate Services Committee convene In Closed Session at 12:51 PM, for consideration of the following matters:

  6.1  Land Acquisition

  A matter pertaining to instructions and directions to officers and employees of the Corporation pertaining to a proposed acquisition of land; financial information, supplied in confidence to the municipality or local board, which, if disclosed could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; 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   Litigation Matter

  A matter pertaining to litigation currently before the Ontario Court of Justice and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

  
  

  Yeas: (5)	J. Helmer, J. Morgan, A. Kayabaga, P. Van Meerbergen, and S. Hillier
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

  The Corporate Services Committee convened In Closed Session from 12:51 PM to 1:12 PM.

  
  

7.

Adjournment

The meeting adjourned at 1:26 PM.