Corporate and Finance Services Committee

Minutes

Monday, November 27, 2023 at 9:30 A.m. - 10:30 A.m.

Council Chamber

Present:

Councillor Giberson
Councillor Marks
Councillor Marimpietri
Councillor McConkey
Councillor Neal
Mayor Carter

Also Present

Councillor Chapman
Councillor Kerr
Councillor Lee
Jennifer Lane, Council-Committee Coordinator
F. Bianchet, Council-Committee Coordinator
K. Christopher, Council-Committee Coordinator
M. Medeiros, Director, Legislative Services/City Clerk
S. Sinnott, Commissioner, Corporate and Finance Services
L. Lawson, Accessibility Program Coordinator
J. MacIsaac, Director, Innovation and Transformation

Public Meeting

Councillor Giberson called the meeting to order and stated that all members of the Committee were participating from the Chamber. Also present in the Chamber were Councillors Chapman, Lee, and Kerr

Additional Agenda Items

None

Declarations of Pecuniary Interest

None

Presentations

None

Delegations

None

Referrals from Council

None

Reports from Advisory Committees

None

Items Requiring Direction

CF-23-92 - StopGap (Accessibility Ramps) (All Wards)

1.REPORT_CF-23-92.pdf

Moved byCouncillor Marks
That the Corporate and Finance Services Committee recommend to City Council:
1. That pursuant to Report CF-23-92, dated November 22, 2023, Council approve of a pilot project for businesses to participate in, acquire and utilize StopGap ramps in Oshawa provided they enter into an encroachment agreement with the City; and,
2. That pursuant to Report CF-23-92 dated November 22, 2023, Council authorize the Commissioner of Economic and Development Services to enter into an encroachment agreement with business participating in the StopGap pilot project, with terms satisfactory to the Commissioner of Economic and Development Services and the City Solicitor; and,
3. That pursuant to Report CF-23-92 dated November 22, 2023, City Council waive the processing fee for the necessary encroachment agreement for businesses participating in the StopGap pilot project; and,
4. That pursuant to Report CF-23-92, dated November 22, 2023, the Commissioner of Corporate and Finance Services be authorized to enter into an agreement with the StopGap Foundation, with terms acceptable to the City Solicitor, to provide and deliver up to 10 ramps to 10 businesses; and,
5. That pursuant to Report CF-23-92, dated November 22, 2023, staff be authorized to launch a communication and promotional program regarding the StopGap pilot project; and,
6. That pursuant to Report CF-23-92, dated November 22, 2023, staff report back to Corporate and Finance on the success of the StopGap pilot project in 2025.
Affirmative (6) Mayor Carter, Councillor Giberson, Councillor Marimpietri, Councillor Marks, Councillor McConkey, and Councillor Neal
Motion Carried (6 to 0)

Public Consent Agenda

Moved byCouncillor Marks
That all items listed under the heading Public Consent Agenda for the November 24, 2023 Corporate and Finance Services Committee meeting be adopted as recommended.
Motion Carried

Correspondence with recommendations

None

Staff Reports/Motions with recommendations

CF-23-89 - 2024 Borrowing By-law (All Wards)

1.REPORT_CF-23-89.pdf

That the Corporate and Finance Services Committee recommend to City Council:

That the Borrowing By-law as outlined in Attachment 1 to Report CF-23-89, 2024 Borrowing By-law, dated November 22, 2023 be approved.

CF-23-90 - Contract Award - C2023-040 Northview Lawn Bowling Design (Ward 2)

That the Corporate and Finance Services Committee recommend to City Council:

Whereas the Purchasing By-law, requires Council approval of Professional and Consulting Services contract awards greater than $100,000; and,

Whereas Council has approved funding for Project 23-51-0129 Northview Lawn Bowling in the amount of $250,000; and,

Whereas Procurement issued a Request for Proposal (R.F.P.) C2023-040 Northview Lawn Bowling Design, and,

Whereas two (2) bids were received (publically posted on the City’s website at Oshawa’s Bids and Tenders) and opened by Procurement on October 17, 2023; and,

Whereas proposals were evaluated on qualification, experience, proposal quality, project deliverables, technical response and price; and,

Whereas the evaluation team unanimously scored the bid received by Northern Lights Landscape Architects as comprehensive, thorough, addressed all requirements of the R.F.P, is the highest-ranking proponent and best satisfied the City’s requirements; and,

Whereas the proposal received from Northern Lights Landscape Architects in the amount of $149,525, plus H.S.T. ($152,157 including non-rebateable H.S.T.);

Therefore be it resolved that, pursuant to Report CF-23-90, Council authorize the Manager, Procurement to award a contract to Northern Lights Landscape Architects in the amount of $149,525 plus H.S.T. for C2023-040 Northview Lawn Bowling Design.

CF-23-91 - Active Transportation Fund Update (Ward 1)

That the Corporate and Finance Services Committee recommend to City Council:

Whereas the Active Transportation Fund is a $400 million, 5-year investment to fund projects that expand and enhance active transportation with a maximum program contribution of 60%; and,

Whereas through Report FIN-22-23 concerning the Active Transportation Fund Update, dated February 23, 2022, Council approved staff submit applications under this grant program; and,

Whereas the City submitted four applications for funding (Oshawa Creek Trail; T.M.P. Trail Link 3 Harmony Creek Trail Extension; Michael Starr Trail Paving; Downtown Streetscape Redevelopment); and,

Whereas the application for the Michael Starr Trail Paving was withdrawn due to Regional work which will affect the timing and scope of work for the City on this project; and,

Whereas the application for the Oshawa Creek Trail was not successful due to the competitive nature of the program; and,

Whereas the application for the Downtown Streetscape Redevelopment was withdrawn due to funding awarded from a different grant program; and,

Whereas the funds for the Harmony Creek Trail Extension (connecting Esterbrook Drive, Arborwood Drive and Conlin Road East) were approved upon the execution and signing of the contribution agreement; and,

Whereas the City will receive up to a maximum of one million five hundred thousand dollars ($1,500,000) for eligible costs for the Harmony Creek Trail Extension; and,

Whereas Council received an informal update in January 2023 from the Commissioner, Corporate and Finance Services concerning the status of the Active Transportation Fund Applications;

Therefore be it resolved:
1. That Item CF-23-91, dated November 22, 2023, regarding the Active Transportation Fund Update be received for information; and,
2. That Item 1 on the Corporate and Finance Services Outstanding Items List concerning the status of the Active Transportation Fund grant applications be removed; and,
3. That Item 17 on the Corporate and Finance Services Outstanding Items List concerning a report on the approved Arborwood Trail Project be removed.

CF-23-93 - Benefits Provider (All Wards)

That the Corporate and Finance Services Committee recommend to City Council:

Whereas the City has group life, long term disability, health, dental, accidental death and dismemberment benefits for its employees contracted through external Benefits Providers; and,

Whereas the current contracts for group benefits are due to expire December 31, 2023; and,

Whereas the City has the ability to extend the existing contracts or issue a new Request for Proposal (R.F.P) for the provision of these services; and,

Whereas Human Resources and Finance Services have determined it is in the City’s best interest to issue a new R.F.P.; and,

Whereas it will take one year to gather requirements, issue the R.F.P., award and implement a new Benefits Provider; and,

Whereas the City will need to extend its current contracts for an additional one (1) year;

Therefore be it resolved that pursuant to report CF-23-93, Council authorize the Human Resource Services and Finance Services to:
1. Extend the current contracts with the existing Benefit Providers by 1 year, expiring on December 31, 2024; and,
2. Proceed with a new R.F.P. in 2024 to secure Benefit Provider(s) for services commencing in 2025.

CF-23-94 - Corporate and Finance Services Committee Outstanding Items Status Report - Fourth Quarter (All Wards)

1.REPORT_CF-23-94.pdf

That the Corporate and Finance Services Committee recommend to City Council:

That Report CF-23-94, dated November 21, 2023 being the Corporate and Finance Services Committee's Outstanding Items Status Report for the fourth quarter of 2023 be received for information.

Public Discussion Agenda

Matters Excluded from the Consent Agenda

None

Items Introduced by Council Members

CF-23-95 - Consent Agenda Process

Moved byCouncillor McConkey
Whereas good governance requires information to be presented in a process that is clear and easily understood by the public;

Now therefore for greater clarity and improved understanding by the public of the Consent Agenda process currently used by the City of Oshawa in its Council and Standing Committee meetings, at each meeting the Chair shall read a statement informing the public that the Agenda contains items which may be pulled by Council members from the Consent Agenda for their questions, recommendations or comments specific to the item. If the item number is not pulled it is considered approved under the Consent Agenda vote. If any items on the Agenda are pulled by a Council or Committee member each item will then be voted on separately after a recommendation is made.
Moved byCouncillor Marks
That the item be referred to staff for a report.
Affirmative (3) Councillor Giberson, Councillor McConkey, and Councillor Neal
Negative (3) Mayor Carter, Councillor Marimpietri, and Councillor Marks
Motion Lost (3 to 3)
The vote on the motion concerning Consent Agenda process.
Affirmative (3) Councillor Giberson, Councillor McConkey, and Councillor Neal
Negative (3) Mayor Carter, Councillor Marimpietri, and Councillor Marks
Motion Lost (3 to 3)