26TH REPORT OF THE
Corporate
Services Committee
meeting held on November
16, 2015, commencing at 12:03 PM, in the Council Chambers, Second Floor, London
City Hall.
PRESENT: Deputy Mayor M. Cassidy (Chair);
Mayor M. Brown; and Councillors J. Morgan, H.L. Usher and J. Zaifman and L.
Rowe (Secretary).
ABSENT: Councillor A. Hopkins.
ALSO PRESENT: Councillors J.
Helmer, T. Park, M. Salih and M. van Holst; A. Zuidema, J.P. Barber, A.L.
Barbon, J. Braam, M. Daley, J. Freeman, M. Hayward, V. McAlea Major, J. Purser,
C. Saunders, G. Smith, J. Smout and S. Spring.
That
it BE NOTED that no pecuniary interests were disclosed.
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That, on the
recommendation of the City Clerk, the following actions be taken with respect
to the implementation of a corporate-wide records management program, in preparation for
the implementation of the Microsoft SharePoint document management platform:
a)
the
proposed by-law, as appended to the staff report dated November 16, 2015 as
Appendix “A”, BE INTRODUCED at the Municipal Council meeting to be held on
November 24, 2015, to implement a Records Management Policy to retain and
preserve City of London records in a secure and accessible manner; and
b)
the
proposed by-law, as appended to the staff report dated November 16, 2015 as
Appendix “B”, BE INTRODUCED at the Municipal Council meeting on November 24,
2015, to repeal and replace By-law No. A.-4640-291 being “A by-law to provide
for the retention of documents and for the destruction of certain documents”,
in order to
update the City of London’s records retention practices.
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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None.
That the following individuals BE APPOINTED
to the Accessibility Advisory Committee, for the term ending February 28,
2019:
Voting Member:
- Julie Quigg (Person with a Disability)
it being noted that J. Quigg was the
preferred candidate arising from the attached ranked ballot;
Non-Voting Members:
- Nicole Turner (Post-Secondary Student)
- Nick
Steinburg (Employment Sector)
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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That Madison Hamilton BE APPOINTED to the
London Advisory Committee on Heritage as a Non-Voting Member (Post-Secondary
Student), for the term ending February 28, 2019.
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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That Councillor V. Ridley’s request for
reimbursement for expenses incurred to attend the 2015/2016 Association of
Municipalities of Ontario’s Long-Term Care and Age-Friendly Communities Task
Force meetings, outside of her annual expense allocation, BE APPROVED subject
to Councillor Ridley providing further detail as to the meeting dates and
locations, to the Municipal Council at its meeting to be held on November 24,
2015.
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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That the Audit Committee BE DIRECTED to
consider incorporating into the current work plan, a follow up review by the
internal auditor, with respect to the City of London’s contract and tendering
administration processes; it being noted that the follow up review would
examine the City's contract and tendering administration processes related to
a recent key heritage project and other Facilities Design and Construction
projects, in the spirit of continuous improvement, for the purposes of
identifying any additional process changes and risk mitigation measures that would
ensure safe, successful and affordable outcomes.
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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7.
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City of London’s Website
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That the Civic Administration BE REQUESTED
to review and report back to the Corporate Services Committee with
suggestions for improving access to the City of London's website elements for
mobile devices, and for enhancing the user experience by exploring the feasibility
of using various platforms such as, but not limited to, "YouTube";
it being noted that the Corporate Services Committee received the attached
communication dated November 13, 2015, from Councillor M. Salih, with respect
to this matter.
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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8.
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RFP 15-35 – Appointment of an Integrity
Commissioner
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That the verbal overview from the City
Clerk, with respect to RFP 15-35 – Appointment of an Integrity Commissioner,
BE RECEIVED.
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Motion
Passed
YEAS:
M. Cassidy, J. Morgan, H.L. Usher, J. Zaifman (4)
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The Corporate Services Committee convened
in camera from 12:55 PM to 3:15 PM after having passed a motion to do so,
with respect to the following matter:
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The meeting adjourned at 3:16
PM.