17TH REPORT OF THE
Finance
and Administrative Services Committee
meeting held on May
28, 2012, commencing at 1:01 PM, in Committee Room No. 3, Second Floor, London
City Hall.
PRESENT: Mayor J.F. Fontana (Chair),
Councillors J.L. Baechler and P. Hubert and L. Rowe (Secretary).
ABSENT: Councillors N. Branscombe and D.
Brown.
ALSO PRESENT: M. Hayward,
J.P. Barber, M. Bushby, B. Campbell, I. Collins, E. Gamble, A. Hagan, G.T.
Hopcroft, T.A. Johnson, A. Macpherson, V. McAlea Major, J. Purser, C. Saunders,
R. Sharpe, J. Stanford, M. Turner, B. Warner, B. Westlake-Power and P. White.
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1.
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That it BE NOTED that no pecuniary
interests were disclosed.
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Recommendation: That, on the recommendation
of the City Clerk, the 2011 Annual Report regarding the Municipal Freedom
of Information and Protection of Privacy Act BE RECEIVED for
information. (2012-I05-00)
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Recommendation: That, on the
recommendation of the City Clerk, notwithstanding Council Policy 3(8) -
Policy for City Events at John Labatt Centre, which restricts a group from
having more than two event days over a five-year consecutive period, the
request from the United Way Campaign to host the annual United Way Campaign
Launch & 3M Harvest Lunch on September 11, 2012 BE APPROVED as a
City of London Day at the John Labatt Center; it being noted that only one
other request has been received for 2012. (2012-A09-07)
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Recommendation: That, on the
recommendation of the City Clerk, and in accordance with the policy for City
events at the John Labatt Centre, the following event BE APPROVED as a
City of London Day at the John Labatt Centre:
Ontario Tourism Marketing Partnership
Corporation Annual Summit Conference
October 22, 2012. (2012-A09-07)
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Recommendation: That, on the
recommendation of the Managing Director – Corporate Assets and the Director,
Parks and Recreation:
a) the
bid submitted by Harold Stecho Electric Ltd., 100 Rankin Street, Waterloo,
Ontario, N2V 1V9 at its tendered price of $159,283.00 (HST excluded) for the
Lambeth Soccer Field Lighting BE ACCEPTED; it being pointed out that
the bid submitted by Harold Stecho Electric Ltd. was the lowest bid received
and meets the City’s specifications and requirements in all areas;
b) the
Sources of Financing BE APPROVED as detailed in Appendix “A” of the
associated staff report dated May 28, 2012;
c) the
Civic Administration BE AUTHORIZED to undertake all the administrative
acts which are necessary in connection with this project; and
d) the
approval given herein BE CONDITIONAL upon the Corporation entering
into a formal contract with the contractor for the work. (2012-E06-00)
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Recommendation: That, on the
recommendation of the Managing Director – Corporate Assets:
a) the
bid submitted by St. Clair Electrical Inc., 2963 Brigden Road, Brigden ON N0N
1B0 at its tendered price of $284,000.00 (HST excluded) for the Arena
Lighting Upgrades BE ACCEPTED; it being pointed out that the bid
submitted by St. Clair Electrical Inc., was the lowest bid received and meets
the City’s specifications and requirements in all areas;
b) the
Sources of Financing BE APPROVED as detailed in Appendix “A” of the
associated staff report dated May 28, 2012;
c) the
Civic Administration BE AUTHORIZED to undertake all the administrative
acts which are necessary in connection with this project; and
d) the
approval given herein BE CONDITIONAL upon the Corporation entering
into a formal contract with the contractor for the work. (2012-A09-01)
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Recommendation: That, on the
recommendation of the City Solicitor, the attached proposed by-law
(Appendix “A”) BE INTRODUCED at the Municipal Council meeting on June
12, 2012 for the purpose of amending By-law No. A-5 entitled “A by-law to
provide for the Indemnification and Defence of Members of Council against
liability incurred while acting on behalf of the Municipality” to delete
references to the “Board of Control” and substitute the “Finance and
Administrative Services Committee” and to delete references to “City
Administrator” and substitute “City Manager”. (2012-G05-00)
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Recommendation: That, on the
recommendation of the Acting Executive Director, Planning, Environmental
& Engineering Services & City Engineer, the following actions be
taken regarding Tender 12-57 – Supply and Delivery of Cab and Chassis:
a) the
tender for the supply and delivery of five (5) Cab & Chassis submitted
submitted by Team Truck Centers London (Ltd.), 795 Wilton Grove Road, London,
Ontario N6N 1N7 at their tendered price of $504,500.00 (excluding HST), BE
ACCEPTED;
b) the
Sources of Financing BE APPROVED as detailed in Appendix “A” of the
associated staff report dated May 28, 2012;
c) the
Civic Administration BE AUTHORIZED to undertake all administrative
acts which are necessary in connection with this award; and
d) approvals
hereby given BE CONDITIONAL upon the Corporation entering into a
formal contract or issuing a purchase order relating to the subject matter of
this approval. (2012-V04-00)
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Recommendation: That, on the
recommendation of the Acting Executive Director, Planning, Environmental
& Engineering Services & City Engineer, the following actions be
taken with respect to Tender 12-58 – Manufacture and Installation of Rear
Loading Packer Bodies:
a) the
tender for the Manufacture and Installation of five (5) Rear Loading Packer
Bodies submitted by Fanotech Enviro, 50 Keith Road, Box 690, Bracebridge,
Ontario P1L 1T9 at their tendered price of $371,780.00 (excluding HST), BE
ACCEPTED;
b) the
Sources of Financing BE APPROVED as detailed in Appendix “A” of the
associated staff report dated May 28, 2012;
c) the
Civic Administration BE AUTHORIZED to undertake all administrative
acts which are necessary in connection with this award; and
d) approvals
hereby given BE CONDITIONAL upon the Corporation entering into a
formal contract or issuing a purchase order relating to the subject matter of
this approval. (2012-V04-00)
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Recommendation: That, on the
recommendation of the Acting Executive Director, Planning, Environmental
& Engineering Services & City Engineer, the following actions be
taken with respect to the supply and delivery of Navistar Original Equipment
Manufacturer replacement parts:
a) approval
hereby BE GIVEN to enter into negotiations for a one (1) year contract
with an option to renew for four (4) additional one (1) year periods for the
supply and delivery of Navistar Original Equipment Manufacturer (OEM)
replacement parts;
b) the
Civic Administration BE AUTHORIZED to undertake all the administrative
acts that are necessary in connection with this contract;
c) approval
hereby given BE CONDITIONAL upon the Corporation entering into
negotiations for satisfactory prices, terms and conditions with Navistar
Canada Incorporated to the satisfaction of the Acting Executive Director,
Planning, Environmental & Engineering Services & City Engineer; and
d) approval
hereby given BE CONDITIONAL upon the Corporation entering into a
formal contract or having a purchase order relating to the subject matter of
this approval. (2012-V04-00)
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Recommendation: That, on the recommendation
of the City Treasurer, Chief Financial Officer, MMM Group CONTINUE TO BE
RETAINED to provide an update on the Downtown London Parking Study, at a
total budget of $140,000, subject to the provision of additional detail
regarding the expenditure; it being noted that the Source of Financing for
this project was appended to the staff report dated May 28, 2012 with respect
to this matter. (2012-S04-00)
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Recommendation: That, on the
recommendation of the City Treasurer, Chief Financial Officer, on the advice
of the City Solicitor and in accordance with the City of London Procurement
of Goods and Services Policy, Section 14 Single Source, the attached revised
proposed by-law (Appendix “A”) BE INTRODUCED at the Municipal Council
meeting to be held on June 12, 2012 to:
a) approve
an agreement between The Corporation of the City of London (City) and the
London Economic Development Corporation (LEDC) (attached as Schedule “A”)
to the by-law; and
b) authorize
the Mayor and the City Clerk to execute the agreement approved in a), above.
(See revised report attached.) (2012-L03-00)
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Recommendation: That, on the
recommendation of the City Treasurer, Chief Financial Officer, the following
actions be taken with respect to the 2012 debenture issuance:
a) the
City Treasurer, Chief Financial Officer BE AUTHORIZED to proceed with
the issue of debentures to provide permanent financing for capital works in
an amount not to exceed $70,000,000 (Appendix A) through public debentures in
the capital markets; and
b) the
City Treasurer, Chief Financial Officer, BE GIVEN THE AUTHORITY to
issue a fraction of the total noted above, or postpone the issue, until such
time as market conditions are favourable, and that the City Treasurer, Chief
Financial Officer report back to Council on the market for the issue from
time to time. (2012-F08-00)
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Recommendation: That the request from
Councillor White for a $5000 contribution towards the 2012 South East Summer
Fest BE REFERRED to the City of London’s grant process for
consideration, in accordance with established guidelines.
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Recommendation: That Councillor H.
L. Usher BE REIMBURSED, outside of his annual expense allocation, in
an amount of up to $774.00, upon provision of supporting receipts, for his
campaign materials with respect to running for a position on the Board of
Directors of the Federation of Canadian Municipalities. (2012-F07-00)
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Recommendation: That the following actions
be taken with respect to the Council Members’ Expense Account Policy 28(2):
a)
pursuant
to section 13.8 of the Council Procedure By-law, the actions of the Municipal
Council taken at its meeting of April 10 and 11, 2012, related to the
adoption of clause 5 of the 11th Report of the Finance and Administrative Services
Committees, concerning the Council Members’ Expense Account Policy 28(2) to address
expenses related to “sponsorship” and “event” (ticket) purchases BE
RECONSIDERED; and
b)
subject
to the approval of a), above, the City Clerk BE DIRECTED to bring
forward a further by-law amendment that would establish an additional
category for “community event sponsorship and ticket purchases” so that these
types of expenses are not subject to the annual cap established for gifts and
souvenirs, as previously approved by the Municipal Council. (2012-G01-00)
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Recommendation: That, the following
actions be taken with respect to the Association of Municipalities of Ontario
(AMO) Board of Directors:
a)
NO
ACTION BE TAKEN with
respect to the request of Councillor D. Brown for nomination to the AMO Board
of Directors; it being noted that Councillor D. Brown indicated she wished to
withdraw her request; and
b)
on
the recommendation of the Director of Intergovernmental and Community
Liaison, the nomination of Grant Hopcroft, Director of Intergovernmental and
Community Liaison, to the 2012-2014 Association of Municipalities of Ontario
(AMO) Board of Directors – Secretary-Treasurer BE SUPPORTED.
(2012-A02-01)
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18.
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Letter
of Support – OLG Slots at Western Fair Charity Event
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Recommendation: That the following actions be taken
in response to a request by J. Simmons of the Slots at the Western Fair
District, regarding an upcoming charitable fundraising event:
a)
the Mayor BE
REQUESTED to immediately write a letter expressing the City of London’s
support for the OLG Slots and Casino’s application to the AGCO for a lottery
licence to run a raffle and 50/50 draw at its upcoming charity golf
tournament on June 25, 2012 at Tamarack Ridge, being hosted by the Slots at
the Western Fair District; it being noted that this is a fundraising
initiative for Federated Health Charities, which is a Public Service Ontario
umbrella that was established to assist its members in donating to 16
charitable health organizations; it being further noted that the letter being
sought is time sensitive given the application deadline; and
b)
the
actions stated in part a), above, BE CONFIRMED by the Municipal
Council.
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(See Confidential Appendix to the 17th
Report of the Finance and Administrative Services Committee enclosed for
Members only.)
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The Finance and Administrative Services Committee
convened in camera from 1:57 PM to 2:05 PM after having passed a motion to do
so, with respect to the following matter:
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The meeting adjourned at 2:06 PM.