Corporate Services Committee

Report

15th Meeting of the Corporate Services Committee

Monday, September 20, 2021 at 12:00 P.m. - 1:00 P.m.

2021 Meeting - Virtual Meeting during the COVID-19 Emergency

Please check the City website for current details of COVID-19 service impacts.

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

PRESENT:

• Councillors M. Cassidy (Chair),
• M. van Holst,
• J. Morgan,
• and E. Peloza

ABSENT:

• A. Kayabaga
• and Mayor E. Holder

ALSO PRESENT:

• M. Schulthess, J. Taylor, B. Westlake-Power

  Remote Attendance: L. Livingstone, A. Barbon, B. Card, I. Collins, M. Daley, J. Dann, J. Davies, J. Davison, M. Galczynski, S. Mathers, K. Murray, E. Skalski, C. Smith, B. Warner

  The meeting is called to order at 12:01 PM; it being noted that the following Members were in remote attendance: Councillors M. van Holst, J. Morgan and E. Peloza.

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed. 

2.

Consent

• Moved by: E. Peloza
  Seconded by: M. van Holst

  That Consent items 2.3 to 2.7 BE APPROVED. 

  
  

  Yeas: (4)	M. van Holst, M. Cassidy, J. Morgan, and E. Peloza
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (4 to 0)

2.3

Proposed Amendment to Council Policy to Recognize National Day for Truth and Reconciliation (National Orange Shirt Day) - September 30th

• Moved by: E. Peloza
  Seconded by: M. van Holst

  That, on the recommendation of the City Clerk, the following actions be taken with respect to the National Day for Truth and Reconciliation (National Orange Shirt Day) – September 30th:
  
  a)    the proposed by-law as appended to the staff report dated September 20, 2021 as Appendix “A” being “A by-law to amend By-law No. CPOL.-114-366, as amended, being “Flags at City Hall” Policy to provide for that on September 30th of each year the “Every Child Matters Flag” will be flown on the Community Flag Pole to recognize the National Day for Truth and Reconciliation (National Orange Shirt Day)”, BE INTRODUCED at the Municipal Council meeting to be held on October 5, 2021; and,

  b)    the proposed by-law as appended to the staff report dated September 20, 2021 as Appendix “B” being “A by-law to amend By-law No. CPOL.-127-379, as amended, being “Illumination of City of London Buildings and Amenities” Policy to provide for City of London buildings and amenities be lit orange on September 30th of each year to recognize National Day for Truth and Reconciliation (National Orange Shirt Day)”, BE INTRODUCED at the Municipal Council meeting to be held on October 5, 2021.

  
  
  
  
  Motion Passed

2.4

SS21-34 Single Source Corporate Technology

• Moved by: E. Peloza
  Seconded by: M. van Holst

  That, on the recommendation of the Director, Information Technology Services the following actions be taken, with respect to Corporate Technology Assets:

  a)    approval hereby BE GIVEN to extend the existing Single Source contract, the Vendor of Record (VOR OSS-00466131), Province of Ontario Agreement (Schedule A) for a twelve (12) month term for Desktop Management Products and Services from CompuCom Canada Co., 1830 Matheson Boulevard, Unit, Mississauga, ON, Canada L4W 0B3 at a planned cost of $732,702.52 in 2022;

  b)    the proposed by-law as appended to the staff report dated September 20, 2021 as Appendix "A" BE INTRODUCED at the Municipal Council meeting to be held on October 5, 2021:

  i.    TO APPROVE the agreement with CompuCom Canada Co. (the “Supplier”) and The Corporation of the City of London (the “Buyer”) for the “Publicly Funded Organization Agreement” for Desktop Management Services and Products (DMSP-03); and

  ii.    TO AUTHORIZE the Mayor and City Clerk to execute the Agreement;

  c)     the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this matter;

  d)    approval hereby given BE CONDITIONAL upon the Corporation negotiating the maintaining of satisfactory prices, terms and conditions with CompuCom Canada Co. to the satisfaction of both the City Treasurer and the Director, Information Technology Services; and,

  e)    approval hereby given BE CONDITIONAL upon the Corporation entering into a formal contract, agreement or having a purchase order relating to the subject matter of this approval.

  
  
  
  
  Motion Passed

2.5

Expropriation of Lands - Southdale Road West and Wickerson Road Improvements Project

• Moved by: E. Peloza
  Seconded by: M. van Holst

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, with the concurrence of the Director, Transportation and Mobility, on the advice of the Director, Realty Services, approval BE GIVEN to the expropriation of land as may be required for the Southdale Road West and Wickerson Road improvements project, and that the following actions be taken in connection therewith:

  a)    application be made by The Corporation of the City of London as Expropriating Authority to the Council of The Corporation of the City of London as approving authority for the approval to expropriate the land required for the Southdale Road West and Wickerson Road improvements project;

  b)    The Corporation of the City of London serve and publish notice of the above application in accordance with the terms of the Expropriations Act;

  c)    The Corporation of the City of London forward to the Chief Inquiry Officer any requests for a hearing that may be received and report such to the Council of The Corporation of the City of London for its information; and,

  d)    the proposed by-law as appended to the staff report dated September 20, 2021 as Schedule “B” BE INTRODUCED at the Municipal Council meeting to be held on October 5, 2021 to authorize the foregoing and direct the Civic Administration to carry out all necessary administrative actions.

  
  
  
  
  Motion Passed

2.6

Appointments and Updates to the Joint Venture Management Committee for the 4-Pad Arena Complex and to the Western Fair Lease Oversight Committee

• Moved by: E. Peloza
  Seconded by: M. van Holst

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to organizational structure changes:

  a)    the proposed by-law as appended to the staff report dated September 20, 2021 as Appendix “A” BE INTRODUCED at the Municipal Council meeting to be held on October 5, 2021 to approve the appointment of the City’s representatives to the Joint Venture Management Committee for the 4-Pad Arena Complex located on Western Fair Association (WFA) lands; and,

  b)    the proposed by-law as appended to the staff report dated September 20, 2021 as Appendix “B” BE INTRODUCED at the Municipal Council meeting to be held on October 5, 2021 to approve the appointment of City of London representatives to the Lease Oversight Committee under the ground lease between The Corporation of the City of London and the Western Fair Association. 

  
  
  
  
  Motion Passed

2.7

Investment Holdings Notification

• Moved by: E. Peloza
  Seconded by: M. van Holst

  That, on the recommendation of the Deputy City Manager, Finance Supports, the staff report dated September 20, 2021 regarding Investment Holdings Notification report BE RECEIVED for information.

  
  
  
  
  Motion Passed

2.1

2021 Mid-Year Operating Budget Monitoring Report

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

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the 2021 Mid-Year Operating Budget Monitoring Report:
  
  a)    the 2021 Operating Budget Mid-Year Monitoring Report for the Property Tax Supported Budget, Water Budget, and Wastewater and Treatment Budget BE RECEIVED for information: it being noted that the year-end positions could fluctuate based on factors beyond the control of the Civic Administration:
  
  i)    Property Tax Supported Budget projected surplus of $11.2 million prior to the Reserve Fund contribution listed in part b), below;
  ii)    Water Rate Supported Budget projected surplus of $3.3 million prior to the Reserve contribution listed in part c), below; and,
  iii)    Wastewater and Treatment Rate Supported Budget projected surplus of $3.5 million prior to the Reserve contribution listed in part c), below;
  
  b)    notwithstanding the Council approved Surplus/Deficit Policy, the Civic Administration BE AUTHORIZED to allocate up to $10 million of the Property Tax Supported Budget Surplus to the New Affordable Housing Reserve Fund to support future affordable housing initiatives, noting that any remaining surplus will be allocated in accordance with the Surplus/Deficit Policy;
  
  c)    the contribution of year-end Water and Wastewater and Treatment Rate Supported Budget surplus to the applicable Contingency Reserve up to the respective contingency target in accordance with the Council approved Surplus/Deficit Policy BE RECEIVED for information; it being noted that the projected contributions to achieve each contingency target are as follows: 
  
  i)    $1.7 million to the Water Budget Contingency Reserve;
  ii)    $2.3 million to the Wastewater and Treatment Budget Contingency Reserve;
  
  d)    the remaining Water and Wastewater and Treatment Rate Supported Budget surplus BE ALLOCATED in accordance with the Surplus/Deficit Policy; and
  
  d)    the presentation providing an overview of 2021 Mid-Year Budget Monitoring (as appended to the staff report dated September 20, 2021 as Appendix C) BE RECEIVED for information;
  
  it being noted that the Corporate Services Committee received a communication dated September 16, 2021 from C. Butler with respect to this matter.

  
  

  Yeas: (4)	M. van Holst, M. Cassidy, J. Morgan, and E. Peloza
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (4 to 0)

2.2

2021 Mid-Year Capital Budget Monitoring Report

• Moved by: M. van Holst
  Seconded by: E. Peloza

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the 2021 Mid-Year Capital Budget Monitoring Report:
  
  a)    the 2021 Mid-Year Capital Budget Monitoring Report BE RECEIVED for information; it being noted that the life-to-date capital budget represents $2.36 billion with $1.48 billion committed and $0.89 billion uncommitted; it being further noted that the City Treasurer, or designate, will undertake the housekeeping budget adjustments identified in the Report, in accordance with the Multi-Year Budget Policy adopted by amending by-law No. CPOL.-45(b)-239;
  
  b)    the status updates of active 2018 life-to-date capital budgets (2018 and prior) having no future budget requests, as appended to the staff report dated September 20, 2021 as Appendix “B”, BE RECEIVED for information;
  
  c)    the following actions be taken with respect to the completed capital projects identified in Appendix “C”, as appended to the above-noted staff report, which have a total of $2.5 million of net surplus funding:
  
  i)     the capital projects included in Appendix “C” BE CLOSED;
  ii)    the following actions be taken with respect to the funding associated with the capital projects approved for closure in c) i), above:
  
  Rate Supported
  
  A)    pay-as-you-go funding of $247 thousand BE TRANSFERRED to capital receipts;
  B)    authorized debt financing of $44 thousand BE RELEASED resulting in a reduction of authorized, but unissued debt;
  C)    uncommitted reserve fund drawdowns of $1.4 million BE RELEASED back into the reserve funds which originally funded the projects;
  
  Non-Rate Supported
  
  D)    uncommitted reserve fund drawdowns of $832 thousand BE RELEASED back into the reserve funds which originally funded the projects.

  
  

  Yeas: (4)	M. van Holst, M. Cassidy, J. Morgan, and E. Peloza
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (4 to 0)

3.

Scheduled Items

None.

4.

Items for Direction

4.1

Application - Issuance of Proclamation - Economic Abuse Awareness Day

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

  That based on the application dated August 23, 2021 from Canadian Centre for Women's Empowerment, November 26, 2021 BE PROCLAIMED as Economic Abuse Awareness Day.

  
  

  Yeas: (4)	M. van Holst, M. Cassidy, J. Morgan, and E. Peloza
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (4 to 0)

4.2

Application - Issuance of Proclamation - Light the Night Day for the Leukemia & Lymphoma Society of Canada

• Moved by: M. van Holst
  Seconded by: E. Peloza

  That based on the application dated August 27, 2021 from the Leukemia & Lymphoma Society of Canada, October 23, 2021 BE PROCLAIMED as Light the Night Day for the Leukemia & Lymphoma Society of Canada.

  
  

  Yeas: (4)	M. van Holst, M. Cassidy, J. Morgan, and E. Peloza
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (4 to 0)

5.

Deferred Matters/Additional Business

5.1

(ADDED) Members of Council Proof of COVID-19 Vaccination Policy

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

  That on the recommendation of the City Clerk, the proposed by-law as appended to the staff report dated September 20, 2021 as Appendix “A” being “A by-law to adopt “Members of Council Proof of COVID-19 Vaccination Policy”, BE INTRODUCED at the Municipal Council Meeting to be held on October 5, 2021;
  
  it being noted that the Corporate Services Committee received a communication dated September 16, 2021 from B. Gauld with respect to this matter.

  
  

  Yeas: (3)	M. Cassidy, J. Morgan, and E. Peloza
  Nays: (1)	M. van Holst
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (3 to 1)

6.

Confidential (Enclosed for Members only.)

• Moved by: E. Peloza
  Seconded by: M. van Holst

  6.1    Land Disposition / Solicitor-Client Privileged Advice / Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the disposition 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.

  6.2    Land Disposition / Solicitor-Client Privileged Advice / Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the disposition 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.

  6.3    Land Acquisition / Solicitor-Client Privileged Advice / Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

  A matter pertaining to the 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: (4)	M. van Holst, M. Cassidy, J. Morgan, and E. Peloza
  Absent: (2)	A. Kayabaga, and E. Holder

  
  
  
  Motion Passed (4 to 0)

  The Corporate Services Committee convenes, In Closed Session, from 12:37 PM to 12:48 PM

  
  

7.

Adjournment

• Moved by: M. van Holst
  Seconded by: E. Peloza

  That the meeting BE ADJOURNED. 

  
  
  
  Motion Passed

  The meeting adjourned at 12:48 PM.