Corporate and Finance Services Committee

Minutes

Monday, March 04, 2024 at 9:30 A.m. - 11:30 A.m.

Council Chamber

Present:

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

Also Present

• Councillor Chapman
• Councillor Gray
• Councillor Kerr
• Councillor Lee
• S. Sinnott, Commissioner, Corporate and Finance Services
• S. Yoon, City Solicitor
• M. Medeiros, Director, Legislative Services/City Clerk
• F. Bianchet, Council-Committee Coordinator
• J. Lane, Council-Committee Coordinator
• P. Aguilera, Council-Committee Coordinator
• A. Grant, Commissioner, Safety and Facilities Services
• J. Martin, Senior Manager, Financial Services and Reporting
• R. Garey, Director, Facilities Management Services
• J. Turpin, Property& Quality Assurance Manager
• H. Beglarov, Corporate Security Manager
• T. Barker, Manager, Procurement and Accounts Payable
• L. Fuller, Manager, Financial Reporting and Planning

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Public Meeting

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

Land Acknowledgement

The City of Oshawa is situated on lands within the traditional and treaty territory of the Michi Saagiig and Chippewa Anishinaabeg and the signatories of the Williams Treaties, which include the Mississaugas of Scugog Island, Curve Lake, Hiawatha and Alderville First Nations, and the Chippewas of Georgina Island, Rama and Beausoleil First Nations.

We are grateful for the Anishinaabeg who have cared for the land and waters within this territory since time immemorial.

We recognize that Oshawa is steeped in rich Indigenous history and is now present day home to many First Nations, Inuit and Métis people. We express gratitude for this diverse group of Indigenous Peoples who continue to care for the land and shape and strengthen our community.

As a municipality, we are committed to understanding the truth of our shared history, acknowledging our role in addressing the negative impacts that colonization continues to have on Indigenous Peoples, developing reciprocal relationships, and taking meaningful action toward reconciliation.

We are all Treaty people.

Additional Agenda Items

None

Declarations of Pecuniary Interest

None

Presentations

• Moved by Councillor Marks

  That due to audio issues, the presentation concerning the Durham Region's Strategic Plan Process and Online Survey be deferred to the next City Council meeting.

  Motion Carried

Sandra Austin, Executive Director, Strategic Initiatives, Region of Durham - Durham Region's Strategic Plan Process and Online Survey

Sandra Austin, Executive Director, Strategic Initiatives, Region of Durham did not provide a presentation concerning the Region's Strategic Plan process and online survey.

Delegations

None

Referrals from Council

None

Reports from Advisory Committees

None

Items Requiring Direction

Councillor Marks assumed the Chair.

Mayor Carter entered the meeting at 10:03 a.m.

CF-24-10 - The Region of Durham Submitting a Funding Request for the Creation of a Durham Region-Wide Family Physician Recruitment Program (All Wards)

• Moved by Councillor Marimpietri

  That in accordance with Correspondence CF-24-10 from the Region of Durham, the request for the City of Oshawa to participate in the cost-sharing of a Durham Region-wide Family Physician Recruitment Program be endorsed.
• Moved by Mayor Carter

  That Item CF-24-10 be referred to the Mayors budget for consideration.

  Affirmative (3)	Councillor Marimpietri, Councillor McConkey, and Councillor Neal
  Negative (3)	Mayor Carter, Councillor Giberson, and Councillor Marks

  Motion Lost (3 to 3)
• The vote to adopt the main motion to endorse Item CF-24-10 concerning the Region of Durham's funding request for the creation of a Durham Region-wide Family Physician Recruitment Program

  Affirmative (5)	Mayor Carter, Councillor Marimpietri, Councillor Marks, Councillor McConkey, and Councillor Neal
  Negative (1)	Councillor Giberson

  Motion Carried (5 to 1)

Public Consent Agenda

Councillor Giberson resumed the Chair.

• Moved by Councillor Marks

  That all items listed under the heading of Public Consent Agenda for the March 4, 2024 Corporate and Finance Services Committee meeting be adopted as recommended, except Reports CF-24-18, CF-24-21, CF-24-16 and Items CF-24-15 and CF-24-20.

  Motion Carried

Correspondence with recommendations

None

Staff Reports/Motions with recommendations

CF-24-12 - 2023 Annual Investment Report (All Wards)

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

  That Report CF-24-12, dated February 28, 2024 concerning the 2023 annual investment activity be received for information.

CF-24-13 - Corporate Payments for the Months of October, November and December 2023 (All Wards)

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

  That Report CF-24-13, dated February 28, 2024 concerning the corporate payments for the months of October, November and December 2023 be received for information.

CF-24-14 - Contract Award - RFT-C2024-005 Roof Replacement - Harman Park Arena (Ward 5)

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

  Whereas, the Purchasing By-Law 80-2020 requires Council approval to award contracts greater than $2,000,000; and,

  Whereas, Council approved funding in the 2023 and 2024 budget for Project 11-0071 in the amounts of $1,500,000 and $2,300,000 respectively, for a total of $3,800,000 including non-rebateable H.S.T. for Roof Replacement – Harman Arena; and,

  Whereas, there has been a total of $161,000 committed to date for design and contract management, and structural reinforcement; and,

  Whereas, Procurement issued a Request for Tender (R.F.T.) C2024-005 for Roof Replacement – Harman Park Arena; and,

  Whereas, four (4) bids were received and opened by Procurement on February 5, 2024; and,

  Whereas, Bids received are publically posted on the City website at Oshawa's Bids and Tenders; and,

  Whereas, the bid received from Bel-Con Design-Builders Ltd. in the amount of $2,105,878 excluding H.S.T., meets the requirements of the tender and is within budget; and,

  Whereas, the bidders provided optional pricing for work related to roof area 6 and supply and install of low emissivity ceiling; and,

  Whereas, Bel-Con Design-Builders Ltd. cost to complete the optional work is $309,066 for a total cost of $2,414,944 excluding H.S.T.;

  Therefore, be it resolved that pursuant to CF-24-14, that the Manager, Procurement award a contract to Bel-Con Design-Builders Ltd. in the amount of $2,414,944 excluding H.S.T., for Roof Replacement – Harman Park Arena.

CF-24-19 - Security Surveillance and Guard Services Contract (All Wards)

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

  1. That the Manager, Procurement be authorized to extend the existing contract for a one year term as outlined in Report CF-24-19, “Security Surveillance and Guard Services Contract”, dated February 28, 2024, to Logixx Security Inc. for the provision of security surveillance and guard services; and,
  2. That the Manager, Procurement be authorized to extend the contract for an additional two one-year terms to Logixx Security Inc. subject to favourable service and pricing; and,
  3. That the Region of Durham be requested to assist with the cost and enter into a memorandum of understanding with the City of Oshawa for fifty (50) per cent of the cost of the Dedicated Downtown Patrol Enforcement Resource for the calendar year 2024, and that the Commissioner, Corporate and Finance Services be authorized to enter into the agreement in a form and content to the satisfaction of the Commissioner, Corporate and Finance Services and the City Solicitor; and,
  4. That a copy of this report and Council resolution be provided to the Region of Durham Council, Region of Durham Social Services Department, Region of Durham Health Department, Region of Durham Planning & Economic Development Department, Lakeridge Health and Durham Regional Police Service Board, Chief of Police and Greater Oshawa Chamber of Commerce.

CF-24-17 - Reserves and Reserve Funds Funding (All Wards)

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

  1. That pursuant to Report CF-24-17, dated February 28, 2024, concerning reserves and reserve funds funding, a transfer of surplus funds from the Tax Appeal Reserve in the amount of $4,000,000 be transferred to the following reserves:
     1. Parks and Recreation Infrastructure Reserve $1,000,000
     2. Energy Management Fund $500,000
     3. Conditions Audit (CARS) Reserve $1,000,000
     4. Information Technology (IT) Reserve $500,000
     5. Tribute Communities Centre (TCC) Reserve $1,000,000; and,
  2. That the 2023 Operating Surplus in the amount of approximately $4.5 million be utilized:
     1. to repay interfund note  (IFN) #70, City of Oshawa By-law 12-2023, in the amount of $1,666,000; and,
     2. to repay interfund note #71, City of Oshawa By-law 11-2023, in the amount of $800,000; and,
     3. to provide additional funding to the Growth Related Non-DC Reserve in the amount of approximately $2.0M; and,
  3. That unclaimed Site Alteration securities and applicable interest in the amount of $371,700 be transferred to the Civic Property Development Reserve.

CF-24-22 - Corporate and Finance Services Committee Outstanding Items Status Report - First Quarter 2024 (All Wards)

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

  1. Whereas on February 19, 2019 the Corporate Services Committee referred the following motion to staff for a report: “That administrative or procedural direction given by a Council without passage of a motion at City Council shall terminate at the end of the term of Council.”; and,
     Whereas such administrative or procedural directions given without motion or decision of Council are verbal only and therefore are not captured in minutes of a meeting and cannot be tracked; and,
     Whereas on June 10, 2022 Council adopted and new Procedure By-law; and,
     Whereas Section 26.1d) of Council’s Procedure By-law states that all direction to staff will be given in the form of a motion;
     Therefore that all administrative or procedural directions given by previous Councils without the passage of a motion be terminated and Item 4 be removed from the Corporate and Finance Services Committee’s Outstanding Items List; and,
  2. Whereas on May 1, 2023 Council referred Correspondence CF-23-33 from the Ontario Regiment requesting 10 parking spaces for Armoury members in Parking Lot 20 and options for parking in adjacent City garages to staff for a report; and,
     Whereas as a result of this direction, this item appears on the Corporate and Finance Services Committee’s Outstanding Items Status Report; and,
     Whereas such parking requests are more appropriately handled by Community and Operations Services Department staff;
     Therefore that Item 14 from the Ontario Regiment requesting 10 parking spaces for Armoury members in Parking Lot 20 and options for parking in adjacent City garages be removed from the Corporate and Finance Services Committee Outstanding Items list and placed on the Community and Operations Services Committee’s Outstanding Items List; and,
  3. Whereas on June 23, 2023, Council directed that staff receive feedback from the Community, members of Council and staff concerning a new Oshawa Strategic Plan; and,

     Whereas this direction includes reporting back to Council directly, not Committee, and was erroneously included on the Committee's Outstanding Items Status Report; and,
     Whereas Council has a special meeting scheduled on April 12, 2024 to provide feedback, following which staff will report to Council at a later meeting;
     Therefore that Item 17 regarding the 2024-2027 Strategic Plan be removed from the Corporate and Finance Services Committee's Outstanding Items List; and,

  4. That the remainder of Report CF-24-22 dated February 28, 2024 being the Corporate and Finance Services Committee’s Outstanding Items Status Report for the first quarter of 2024 be received for information.

Public Discussion Agenda

Matters Excluded from the Consent Agenda

CF-24-15 - Disclosure of Property Standards Orders and Notices (All Wards)

• Moved by Mayor Carter

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

  Whereas at its February 8, 2021 meeting, the Corporate Services Committee (“Committee”) meeting provided the following direction: 

  “Whereas Council members in instances where Municipal Law Enforcement has received complaints on vacant properties and issued Orders, when these matters come before Committee and Council, members receive copies of the Orders and a summary of the history of complaints and Municipal Law Enforcement actions in order to make informed decisions regarding requests for demolition; and,
  That a summary of complaint history on vacant properties be referred to the City Solicitor”; and, 

  Whereas the City’s Property Standards By-law 1-2002, as amended – which was modernized by way of By-law 136-2021, as approved by Council at its November 22, 2021 meeting – prescribes minimum standards for the maintenance and occupancy of buildings, structures and surrounding lands, including with respect to vacant buildings that are in a state of disrepair and/or maintenance, and is established pursuant to the Ontario Building Code Act, 1992, S.O. 1992, c. 23; and,

  Whereas at its May 1, 2023 Council meeting, Council approved of a Vacant Buildings and Land Registry By-law in accordance with Report SF-23-17 dated April 19, 2023, which establishes a requirement to register a vacant building or land and establishes a regular full-cost recovery inspection system in order to ensure that such properties continue to comply with the Property Standards By-law and all applicable law; and,

  Whereas specific enforcement activities, including the issuance of Property Standards Orders and related details, are not disseminated to Committee or Council pursuant to Enforcement By-law 92-2014 (“Enforcement By-law”) as they contain confidential and personal information; and,

  Whereas disclosure of personal information is subject to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 and related processes;

  Therefore be it resolved: 

  1. That members of Committee and Council not be provided with copies of Orders and a summary of the complaint history on vacant properties; and,
  2. That the Item “Request for Summary of Complaint History on Vacant Properties” be removed from the Corporate and Finance Services Committee’s Outstanding Items List.

  Affirmative (4)	Mayor Carter, Councillor Giberson, Councillor Marks, and Councillor Neal
  Negative (2)	Councillor Marimpietri, and Councillor McConkey

  Motion Carried (4 to 2)

CF-24-18 - Capital Project Status as of December 31, 2023 (All Wards)

• Moved by Councillor McConkey

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

  That Report CF-24-18, dated February 28, 2024 concerning the Capital Project Status Report as of December 31, 2023  be received for information.

  Motion Carried

CF-24-20 - Contract Award - RFT- C2024-010 Supply Delivery of 8 Side Loading Refuse Trucks - Split Packers (All Wards)

• Moved by Councillor McConkey

  That the Corporate and Finance Services Committee recommend to City Council:
  Whereas, the Purchasing By-Law 80-2020 requires Council approval to award contracts greater than $2,000,000 and that exceed the approved budget; and,
  Whereas Council approved funding for Project 24-13-0056 in the amount of $4,000,000 including non-rebateable H.S.T. for eight (8) Side Loaders; and,
  Whereas Procurement issued a Request for Tender (R.F.T.) C2024-010 for Supply and Delivery of 8 Side Loading Refuse Trucks Split Packers; and,
  Whereas two (2) bids were received and opened by Procurement on February 15, 2024; and,
  Whereas bids received are publically posted on the City website at Oshawa's Bids and Tenders; and,
  Whereas the bid received from Winslow-Gerolamy Motors Limited in the amount of $4,506,416 ($4,585,729 including non-rebateable H.S.T.), is the lowest compliant bidder and meets the requirements of the tender; and,
  Whereas there is a funding shortfall of $585,729 including the non-rebateable H.S.T.; and,
  Whereas the additional cost of $585,729 can be funded from the Operations Reserve;
  Therefore be it resolved that pursuant to CF-24-20:

  1. That the additional funding being requested in Item CF-24-20 for the $585,729 including non rebateable HST  for the Eight side loading refuse trucks – split packers is deferred for the period of time up to the next Oshawa Council meeting when an alternate motion may be recommended once Staff and Council Members have considered the merits of staggering the refuse truck acquisition so that the order for seven side loading split packer refuse trucks may be advanced and the acquisition of an eighth refuse truck is contemplated with regard to the merits of ordering an electric refuse truck, similar to the Region of Peel’s pilot project, and,
  2. That the Manager, Procurement award a contract to Winslow-Gerolamy Motors Limited in the amount of $4,506,416 excluding H.S.T. and minus the amount for the truck in Part 1, for Supply and Delivery of 7 Side Loading Refuse Trucks Split Packers.

  Affirmative (4)	Councillor Marimpietri, Councillor Marks, Councillor McConkey, and Councillor Neal
  Negative (2)	Mayor Carter, and Councillor Giberson

  Motion Carried (4 to 2)

CF-24-21 - Analysis of a Reduced Boulevard Presence and Time Limits Concerning the Placement of Election Signs (All Wards)

• That the Corporate and Finance Services Comittee recommend to City Council:

  Moved by Councillor Marimpietri
  1. That Report CF-24-21 concerning an Analysis of a reduced boulevard presence and time limits concerning the placement of election signs be referred back to staff to prepare a public presentation on the function and mechanics of the proposed Election Signs By-law, inclusive of comparators to those of neighbouring municipalities in addition to relevant GTA municipalities; and,
  2. Further report back to Council via a future special Committee of the Whole to be scheduled in consultation with Council members and City staff.

  Affirmative (5)	Councillor Giberson, Councillor Marimpietri, Councillor Marks, Councillor McConkey, and Councillor Neal
  Negative (1)	Mayor Carter

  Motion Carried (5 to 1)

CF-24-16 - Combined Heat and Power Plant at Delpark Centre (Ward 1)

• Moved by Councillor McConkey

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

  That in accordance with Report CF-24-16 dated February 28, 2024 concerning the Combined Heat and Power Plant at Delpark Homes Centre, staff be directed to terminate all agreements related to the Combined Heat and Power Plant at Delpark Homes Centre.

  Motion Carried

  Councillor Kerr left the meeting at 1:30 p.m.

  
  

Items Introduced by Council Members

CF-24 23 - First-Year Canadian Medical Student Placements (All Wards)

• Moved by Councillor Marimpietri

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

  1. The the Province of Ontario and the Federal Government of Canada work together to effectively boost the number of first year medical student placements within Ontario and Canadian Universities in order to secure the much needed physician recruitment of family doctors for communities like Oshawa and the Region of Durham; and,
  2. This motion be shared with the Association of Municipalities of Ontario (AMO), the Federation of Canadian Municipalities (FCM), MPPs and MPs for endorsement and support.
• Amendment:
  Moved by Councillor Marimpietri

  That the motion be amended to add the words 'that the Mayor communicate accordingly' after the word 'support'.

  Motion Carried
• Amendment:
  Moved by Councillor McConkey

  That the motion be further amended to add the words 'The Council of the City of Oshawa encourage' before the words 'The Province of Ontario'.

  Motion Carried
• The vote to adopt the motion concerning First Year Canadian Medical Student Placements, as amended.

  Motion Carried

Items Pulled From the Information Package

None

Closed Consent Agenda

Correspondence with recommendations

None

Staff Reports/Motions with recommendations

None

Closed Discussion Agenda

Matters Excluded from the Consent Agenda

None

Items Requiring Direction

None

Matters Tabled

None

Adjournment

• Moved by Mayor Carter

  That the meeting adjourn at 11:53 a.m.

  Motion Carried