Corporate and Finance Services Committee

Minutes

Monday, September 09, 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
• T. Barker, Manager, Procurement and Accounts Payable
• G. Nobile, Supervisor, Financial Reporting & Planning
• A. Aasen, Supervisor, Asset Management
• S. Korback, Coordinator Financial Policy & Research
• S. Gray-McQuat, Manager Centralized Recreation Services

Also Present

• Councillor Chapman
• Councillor Lee
• P. Aguilera, Council-Committee Coordinator
• K. Christopher, Council-Committee Coordinator
• S. Sinnott, Commissioner, Corporate and Finance Services
• M. Medeiros, Director, Legislative Services/City Clerk
• L. Davis, Manager, Legislative Services/Deputy City Clerk
• M. Bretherick, Director, Finance Services

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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 present in the Chamber were Councillors Chapman 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

• Moved by Councillor Marks

  That additional correspondence CF-24-61 from Ontario Tech regarding Report CF-24-59 concerning the waiving of fees for the Indoor Fieldhouse at the Civic Recreation Complex be added to the agenda of the Corporate and Finance Services Committee meeting for September 9, 2024 and referred to the respective report.

  Motion Carried
• Moved by Councillor Marks

  That the delegation of Diane Stephen, Chair, Heritage Oshawa, be added to the agenda of the Corporate and Finance Services Committee meeting for September 9, 2024. 

  Motion Carried

Declarations of Pecuniary Interest

None

Presentations

None

Delegations

Dianne Stephen - Item CF-24-52

Diane Stephen, Chair, Heritage Oshawa, addressed the Corporate and Finance Services Committee concerning Item CF-24-52 being the Heritage Oshawa Work Plan Review Working Group Report concerning the membership composition of Heritage Oshawa. 

The Committee questioned Diane Stephen.

Councillor Marimpietri left the meeting at 9:39 a.m.

Referrals from Council

None

Reports from Advisory Committees

CF-24-52 - 2024 Heritage Oshawa Work Plan Review Working Group Report - Heritage Oshawa Membership Composition (Previously HTG-24-45)  (All Wards)

• Moved by Councillor Marks

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

  That based on Item CF-24-52 (previously HTG-24-45) concerning the membership composition of Heritage Oshawa, the following be referred to Legislative Services for a report:

  “Whereas upon reviewing the membership status of other Advisory Committees, and 
  Whereas Heritage Oshawa currently has seven (7) citizen members, one (1) stakeholder member and one Councillor; and,
  Whereas Heritage Oshawa members undertake considerable time and work within working groups; and,
  Whereas there is often overlap of Heritage Oshawa members on many working groups; and,
  Whereas having more Heritage Oshawa citizen members would help to spread out the workload on volunteer members, and volunteer hours that are committed to Heritage Oshawa; and,
  Whereas the Oshawa Accessible Advisory Committee (OAAC) has nine (9) citizen members and one Councillor; and,
  Whereas the Oshawa Environmental Advisory Committee (OEAC) has ten (10) (ten residents-at-large with preference given to up to two students) members and one Councillor; and,
  Whereas the Oshawa Animal Care Advisory Committee (OACAC) has one (1) member of the public and nine (9) representatives from animal advocacy groups members and one Councillor,

  Therefore, that Council consider increasing the membership of Heritage Oshawa from seven (7) citizens and one (1) stakeholder to ten (10) citizens and one (1) stakeholder.”   

  Motion Carried

Items Requiring Direction

None

Public Consent Agenda

• Moved by Councillor Marks

  That all items listed under the heading of Public Consent Agenda for the September 9, 2024, Corporate and Finance Services Committee meeting be adopted as recommended except Reports CF-24-54, CF-24-55, CF-24-56, and CF-24-60. 

  Motion Carried

Correspondence with recommendations

None

Staff Reports/Motions with recommendations

CF-24-58 - Summary of Contract Awarded During the Period of June 1, 2024 to August 31, 2024 (All Wards)

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

  That Report CF-24-58, dated September 4, 2024, concerning the Summary of Contracts Awarded during the Period of June 1, 2024 to August 31, 2024 be received for information.

CF-24-59 -Request for the Waiving of Fees for the use of the Indoor Fieldhouse at the Civic Recreation Complex during the 2024 U SPORTS Men’s Soccer National Championship hosted by Ontario Tech University (Ward 4)

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

  Whereas the Ontario Tech Ridgebacks have been granted the right to host the 2024 U SPORTS Men’s Soccer National Championship from Thursday, November 7 to Sunday, November 10, 2024; and,

  Whereas this is an exciting milestone for Ontario Tech University as they secure their inaugural hosting opportunity of a U SPORTS varsity championship at the national level; and,

  Whereas the City of Oshawa has been a proud partner throughout the bid process and is looking forward to welcoming the nation’s best players to Ontario Tech as part of the celebration of the City’s 100th anniversary; and,

  Whereas the championship matches will be held at Vaso’s Field at Ontario Tech University, a premier outdoor Canadian soccer facility with FIFA-approved artificial infill turf; and,

  Whereas Ontario Tech University has requested the option to use the indoor fieldhouse at the Civic Recreation Complex (“Civic”) during periods of extreme inclement weather (defined as extreme cold and/or extreme amounts and/or accumulation of snow) for the duration of the 2024 U SPORTS Men’s Soccer National Championship to host matches; and,

  Whereas in the unlikely event of extreme inclement weather occurring requiring the entire event be relocated to the Civic, it is estimated that hosting the four (4) day championship event at the Civic would cost a maximum of $22,920, based on facility user fees; and,

  Whereas the Recreation Services branch will proceed with rental permits and recreation drop-in programs that may be displaced should the Civic be required for championship matches; and,

  Whereas there have been approximately 170 rooms reserved at hotel facilities in the City of Oshawa to accommodate team members visiting the city for the purpose of the U SPORTS Men’s Soccer National Championship; and,

  Whereas the Municipal Accommodation Tax collected by the City for these hotel rooms can be used to help offset the potential loss associated with the waiving of facility user fees,

  Therefore, be it resolved that in accordance with Item CF-24-59 dated September 4, 2024:

  1. That facility user fees for Ontario Tech University’s usage of the Civic Recreation Complex for the 2024 U SPORTS Men’s Soccer National Championship from Thursday, November 7 to Sunday, November 10, 2024 (inclusive) in the event of inclement weather, be waived; and,
  2. That the Commissioner, Community and Operations Services be authorized to execute an agreement with Ontario Tech University, together with such other documents as required in a form and content satisfactory to the Commissioner, Corporate and Finance Services / City Treasurer and the City Solicitor.

Public Discussion Agenda

Matters Excluded from the Consent Agenda

CF-24-54 - Corporate and Finance Services Committee Outstanding Items Status Report - Third Quarter 2024 (All Wards)

• Moved by Councillor Marks

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

  1. Whereas at its meeting of February 18, 2020, City Council directed that staff review the City’s Delegation of Authority By-law 29-2009, as amended, (“Delegation By-law”) and other related administrative procedures to ensure that Council is fully informed, and in certain circumstances, that Council must approve settlement agreements that include confidentiality clauses and to report back through the Corporate Services Committee prior to the 2021 Budget meetings; and,
      Whereas at its meeting of November 9, 2020, the then-Corporate Services Committee considered Report CORP-20-38 dated November 4, 2020 concerning a review of the City’s Delegation By-law, as amended as related to Settlement Agreements and referred Report CORP-20-38 to staff for further review; and,
     Whereas City staff will be undertaking a comprehensive review of the Delegation By-law as well as other By-laws which require updating and modernizing in 2025;
     Therefore be it resolved that Item 3, “Review of the City’s Delegation By-law as Related to Settlement Agreements” be removed from the Corporate and Finance Services Committee’s Outstanding Items Status Report as it will be included as part of the comprehensive review of the City’s Delegation By-law 29-2009, as amended; and,
  2. That the remainder of Report CF-24-54 dated September 3, 2024 being the Corporate and Finance Services Committee's Outstanding Items Status Report for the third quarter of 2024 be received for information.
      

   

  Motion Carried

CF-24-55 - 2025 Fees and Charges By-Law Update (All Wards)

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

  1. That in accordance with Report CF-24-55 dated September 4, 2024, Council pass the updated Fees and Charges By-law as outlined in Attachment 1 and in the final form and content acceptable to the Commissioner, Corporate and Finance Services Department and the City Solicitor; and,
  2. That General Fees and Charges By-law 13-2003, as amended be repealed.
• That Item CF-24-55 be referred back to staff to allow the public sufficient time to review the report.

  Affirmative (2)	Councillor McConkey, and Councillor Neal
  Negative (3)	Mayor Carter, Councillor Giberson, and Councillor Marks
  Absent (1)	Councillor Marimpietri

  Motion Lost (2 to 3)
• Moved by Councillor McConkey

  That Item CF-24-55 be deferred to the next meeting of the Corporate and Finance Services Committee. 

  Affirmative (2)	Councillor McConkey, and Councillor Neal
  Negative (3)	Mayor Carter, Councillor Giberson, and Councillor Marks
  Absent (1)	Councillor Marimpietri

  Motion Lost (2 to 3)
• Moved by Councillor Marks

  The vote on the recommendation contained in Report CF-24-55

  Affirmative (3)	Mayor Carter, Councillor Giberson, and Councillor Marks
  Negative (2)	Councillor McConkey, and Councillor Neal
  Absent (1)	Councillor Marimpietri

  Motion Carried (3 to 2)

CF-24-56 - Financial Position as of June 30, 2024 (All Wards)

• Moved by Councillor McConkey

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

  That Report CF-24-56, dated September 4, 2024, concerning the Financial Position as of June 30, 2024, be received for information.

  Motion Carried

CF-24-60 - Capital Project Status as of July 31, 2024 (All Wards)

• Moved by Mayor Carter

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

  That based on Report CF-24-60 concerning the Capital Project Status Report as of July 31, 2024 dated September 4, 2024, Projects 22300103 – Policy and Standards Development, 23300113 – Expansion of Digital Services, and 23300127 – Accounts Payable Software Automation be cancelled and approved funding be returned to source and the remaining Capital Project Status updates be received for information.

  Motion Carried

Items Introduced by Council Members

None

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 this meeting be adjourned at 10:34 a.m.