Corporate Services Committee Meeting Agenda

Monday, November 08, 2021 at 9:30 A.m. - 12:30 P.m.

Electronic Meeting

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Public Meeting

Additional Agenda Items

• Recommendation

  That Correspondence CORP-21-64 from Jeff Davis concerning CORP-21-56 being a Notice of Motion regarding opportunities to facilitate greater adoption of diverse modes of transportation for City personnel be added to the Corporate Services Committee agenda for the meeting of November 8, 2021 and referred to the respective item.

Declarations of Pecuniary Interest

(As may be presented by Council Members)

Presentations

None

Delegations

• Recommendation

  That the delegation of Joe Ingino, Editor/Publisher, Central Newspapers be heard.

The Oshawa/Durham Central Newspaper - City of Oshawa Corporate Advertising Policy

• Recommendation

  That the delegation's time be extended for two minutes.

Correspondence Requiring Action

CORP-21-61 - The Oshawa/Durham Central Newspaper - Requesting The Central Newspapers be added as a newspaper in the City of Oshawa Corporate Advertising Policy (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  That as outlined in Correspondence CORP-21-61, the request from the Oshawa/Durham Central Newspaper to be added as a newspaper in the City of Oshawa Corporate Advertising Policy be denied. 

CORP-21-63 - Durham Outlook for the Needy Noise Exemption Request – Outdoor Heater at 227 Simcoe Street South (Ward 4)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas J. J. McGuire has an active construction project at 227 Simcoe Street South for Durham Outlook for the Needy; and,

  Whereas a noise exemption is required from for the period of November 2, 2021 until December 15, 2021; and,

  Whereas the noise exemption is to run an outdoor heater between the hours of 7:00 p.m. until 7:00 a.m. to complete the interior finishes; and,

  Whereas the construction work may generate noise disturbances contrary to the City of Oshawa Noise By-law 112 82 in that the By-law only permits construction noise between the hours of 7:00 a.m. and 7:00 p.m. Monday to Saturday and 9:00 a.m. to 5:00 p.m. on Sundays;

  Therefore be it resolved that J. J. McGuire and its employees, subcontractors and agents are exempt from the City of Oshawa Noise By-law 112-82 between November 2, 2021 and December 15, 2021, as it relates to the construction of Durham Outlook for the Needy located at 227 Simcoe Street South, subject to the following conditions:

  • That J. J. McGuire deliver construction advisory notices to residential properties within 500m of the construction site that advises residents of the project timeframe and that the project may create noise; and,
  • That J. J. McGuire provide the City of Oshawa with a contact number of the on-site supervisor for residents to call if they have any concerns or questions, and that the number also be in the advertisements/notices; and,
  • That notice will be posted on the City’s website and social media accounts.
• Recommendation
  Amendment:

  That the motion be amended to add the words 'the use of an outdoor heater during' before the words 'the construction of Durham Outlook for the Needy located at 227 Simcoe Street South, subject to the following conditions:'

Referrals from Council and Committees

CORP-21-56 - Notice of Motion - Opportunities to Facilitate Greater Adoption of Diverse Modes of Transportation for City Personnel (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas the City of Oshawa has committed to a wide range of policies relating to social equity, carbon reduction, accessibility, health, age-friendliness, coordination with effective public transit infrastructure, and support of our employees’ success and well-being; and,

  Whereas in many cases at numerous City facilities, some City staff might enjoy the benefit of parking personal vehicles at no personal cost, with parking often being one of the uncalculated but significant costs of personal vehicle usage and such plays a role in the economics and decision-making regarding transportation choices in the commute to work; and,

  Whereas those staff who may use or want to use other modes of transportation receive no or significantly less benefits towards the cost of travel to work as compared to those who are provided free parking at City facilities, creating little incentive to consider possible mode shifts; and,

  Whereas there are currently expense policies in place that use language that only apply to car usage while excluding other forms of transportation; and,

  Whereas the economics and decision-making factors surrounding choices of modes of transportation have significant health, social, carbon, and environmental impacts, and that such considerations and externalities are becoming widely viewed as necessary factors to include when determining the impacts of these options;

  Therefore be it resolved:

  1. That staff review and report back on any opportunities in the corporation to facilitate greater adoption of diverse modes of transportation for City personnel in a way that is equitable to various choices and provides comparable benefits across different modes, including but not limited to improved cycling amenities at facilities and public transportation passes or credits; and,
  2. That the expense type currently labelled “Car or mileage allowance” be renamed “Transportation allowance”, as currently applied for Councillors’ expenses and any other similar staff expense classifications; and,
  3. That staff review and report back on any other compensation or human resources practices or policies that may bias favour towards single-passenger vehicle usage and investigate ways of creating favourable opportunities to encourage mode shift among staff.

CORP-21-57 - Notice of Motion - Hyperlinking Attachments in City Reports (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas it is efficient to have Attachments in electronic Reports hyperlinked;
  Now therefore all attachments in City Reports be hyperlinked forthwith.

CORP-21-58 - Notice of Motion - Providing Delegation Requesters with Copies of Applicable Reports (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas delegations have come to committee and council unaware there is a report on the Agenda concerning the matter they have requested to speak to;

  Now therefore when a request to make a delegation is received, the Clerks Department provide the delegation requester with a copy of any applicable Report on the meeting Agenda.

Reports from Advisory Committees

Reports Requiring Action

Public Consent Agenda

• Recommendation
• Recommendation

  That all items listed under the heading of Public Consent Agenda for the November 8, 2021 Corporate Services Committee meeting be adopted as recommended except Reports CORP-21-59 and CORP-21-55.

Correspondence

Staff Reports/Motions

CORP-21-60 - Proposed Coyote Response Management Plan (All Wards)

• Recommendation

  That Report CORP-21-60, dated November 3, 2021, concerning the proposed Coyote Response Management Plan be referred to the Oshawa Animal Care Advisory Committee to provide input to staff by December 16, 2021.

CORP-21-62 - Regional Municipality of Durham - Request for Resolution related to 311 calls using the City of Oshawa Telephone Exchange (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas at its meeting of September 13, 2021, the Corporate Services Committee considered Correspondence CORP-21-40 from the Regional Municipality of Durham (“Region”) requesting Oshawa Council pass a resolution to allow 311 calls by its customers, residents, and businesses within the City of Oshawa telephone exchange to be rerouted to the appropriate zone (Durham Region) for a 311 number to be generated by Bell Canada; and,

  Whereas the Region was requested to provide a presentation to the Corporate Services Committee concerning their 311 Customer Service Centre; and,

  Whereas at its meeting of October 4, 2021 representatives from the Region provided a PowerPoint presentation on their 311 Customer Service Centre (“311 myDurham”); and,

  Whereas the Region has advised that as the Bell exchange boundaries are not precisely in-line with the actual municipal boundaries and that there is a common overlap in terms of 311 call routing, callers located between the Bell exchange boundaries for Durham Region and the City of Oshawa who dial 311 can be erroneously connected to either municipal service centre; and,

  Whereas the Region has assured staff that it will work in concert with the City and the other lower-tier municipalities on public messaging and communications once the 311 service is set to be enabled; and,

  Whereas once all the necessary local approvals are in place and the 311 service is “switched on”, calls to 311 will be routed to the Region’s main Customer Service Centre and callers that are seeking to access a service or information provided by the City of Oshawa will be “warm transferred” to the City; and,

  Whereas in addition to the request to allow 311 calls in the City of Oshawa to be rerouted to the Region, the presentation included the three different municipal models being proposed which area municipalities will select depending on the level of service requested; and,

  Whereas the Region has advised that details and costs related to the municipal service models will come at a later date;

  Therefore be it resolved:

  1. That in accordance with CORP-21-62 concerning the Regional Municipality of Durham’s request for a resolution related to 311 calls using the City of Oshawa telephone exchange, that Oshawa City Council approve, in principle, to the routing of 311 dialed calls originating from the overlap that exists between the City of Oshawa and the geographic area of the Regional Municipality of Durham with a mutual understanding that where residents within the Region dial 311 erroneously from within these exchanges, they will be “warm transferred” to Service Oshawa and that the Commissioner, Corporate Services Department be authorized to sign an agreement in a form and content satisfactory to the Commissioner, Corporate Services Department and the City Solicitor; and,
  2. That in the event that the routing of 311 dialed calls causes confusion to residents and there is an increase in “warm transferred” calls from the Region, the City of Oshawa maintains its right to revoke the routing of 311 dialed calls from Oshawa; and,
  3. That prior to any approvals and sign-off on the municipal service levels related to the future 311myDurham model, the Region be requested to provide further information including the financial implications to the City of Oshawa.

CORP-21-54 - Residential Rental Housing Licensing Program Expansion Options Report (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas, at its June 21, 2021 Council meeting, City Council directed staff to review options to potentially expand the Residential Rental Licensing Program (R.R.H.L.) city-wide and report back at the November 8, 2021 Corporate Services Committee meeting; and,

  Whereas, staff have begun scoping out a number of options for Council’s consideration, each of which requires a significant undertaking of property and enforcement data analysis; and,

  Whereas, staff require additional time to appropriately scope out the expansion options and the related financial implications;

  Therefore be it resolved that staff be directed to report back at the January 10, 2022 Corporate Services Committee meeting on the potential expansion options for the R.R.H.L. program as detailed in Section 5.4 of Report CORP-21-32 “Program Evaluation of the Residential Rental Housing Licensing Program and Proposed Technical Amendments”, dated June 2, 2021. 

Public Discussion Agenda

Matters Excluded from Consent Agenda

CORP-21-59 - Vacancies on Various Advisory Committees and the Airport Community Liaison Committee (All Wards)

(Also See Pages C1 to C34)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  That in accordance with Report CORP-21-59, dated November 3, 2021, concerning various Committee vacancies, the applicants listed in Confidential Attachment 1 be appointed to the respective Advisory Committees and the Airport Community Liaison Committee for the terms outlined in Confidential Attachment 1, or until such time as successors are appointed; and,

  That whereas Advisory Committees have been limited in meeting options during the pandemic; and,

  That the current appointees to the Advisory Committees have their term extended until the end of this term of Council.

• Recommendation

  That the motion concerning Report CORP-21-59 concerning vacancies on various Advisory Committees and the Airport Community Liaison Committee be withdrawn.

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  That in accordance with Report CORP-21-59, dated November 3, 2021, concerning various Committee vacancies, the applicants listed in Confidential Attachment 1 be appointed to the respective Advisory Committees and the Airport Community Liaison Committee for the terms outlined in Confidential Attachment 1, or until such time as successors are appointed

CORP-21-55 - Proposed Modernization of Property Standards By-law 1-2002 (All Wards)

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  1. That Council approve a by-law in the form of Attachment 4 to CORP-21-55 “Proposed Modernization of Property Standards By-law 1-2002”, dated November 1, 2021, to further amend Property Standards By-law 1-2002, as amended and in a form and content acceptable to Legal Services and the Commissioner, Corporate Services Department; and,
  2. That the Province of Ontario be thanked for their efforts in addressing elevator availability and safety and that Item 2 be removed from the Corporate Services Committee’s Outstanding Items Status Report. 

Items Introduced by Council Members

CORP-21-65 - Service Oshawa Resident Inquiries

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas residents contact Service Oshawa to have issues resolved in the City of Oshawa; and,

  Whereas these inquiries are referred to Operational Departments for investigation and action, if required; and,

  Whereas contact from the Operational Department may not occur until the issue is resolved and this causes confusion to the complainant resident regarding their inquiry; and,

  Whereas often residents express discontent with the lack of communication regarding their inquiry to their ward Councillors who have no knowledge of the inquiry;

  Therefore be it resolved that:

  1. That the procedures regarding inquiries made to Service Oshawa be amended to require that the Operational Department receiving a referral from Service Oshawa shall contact the complainant resident with 48 hrs. (business days only) outlining the actions to be taken on the inquiry, and the projected time to resolve; and,
  2. That the procedures regarding inquiries made to Service Oshawa be amended to require intake staff to provide to the complainant resident the names and contact information of their respective ward Councillors during the intake of the inquiry; and,
  3. That the procedures regarding inquiries made to Service Oshawa be amended to require intake staff to ask the complainant resident if they wish to waive their right to privacy under MFIPPA and have their contact information passed on to the ward Councillors, and that if they agree to do so, that the waiver be added to the inquiry file.
• Recommendation

  That the Corporate Services Committee recommend to City Council:

  That the motion concerning Service Oshawa resident inquiries be referred to staff for a report.

CORP-21-66 - Rules of Procedure regarding the Placement of Council Reports on Agendas

• Recommendation

  The Corporate Services Committee recommend to City Council:

  Whereas the agenda of City Council meetings often have CNCL reports added without having been reviewed by any standing committee; and,

  Whereas these CNCL reports are often significant and require reasonable time to review and consider options; and,

  Whereas the current practice often does not give members of Council time to appropriately review the contents of the CNCL reports or to discuss them with staff prior to the Council meeting; and,

  Whereas current Rules of Procedure require members of Council to submit notices of motion for inclusion in the agenda of City Council and those notices of motion are referred to the appropriate standing committee for consideration, unless the notice requirement is waived by Council by two thirds vote of members present;

  Therefore be it resolved that the Council's Rules of Procedure By-law be amended as follows:

  1. That all CNCL reports to City Council be treated in the same manner as notices of motion presented by members of Council, unless the notice requirement is waived by Council by two thirds vote of members present; and,
  2. That staff be directed to consult with the Clerk of the Regional Municipality of Durham on the procedures used by Regional Council regarding scheduled Committee of the Whole meetings, and report back on the feasibility of City Council adopting that procedure to allow for review of staff-initiated reports outside the standing committee process.
• Recommendation

  That the Corporate Services Committee recommend to City Council:

  That the motion concerning the rules of procedure regarding the placement of Council reports on agendas be referred to staff for a report.

CORP-21-67 - Addition of Socio-Economic Status to By-law 51-2015 'Code of Conduct' and any Council-approved Policies

• Recommendation

  That the Corporate Services Committee recommend to City Council:

  Whereas the Ontario Human Rights Code, R.S.O. 1990, c. H.19 (“Ontario Human Rights Code”) prohibits actions that discriminate against people based on a protected ground in a protected social area; and,

  Whereas the Ontario Human Rights Code prohibits actions against people based on a protected ground as follows:

  • Age
  • Ancestry, colour, race
  • Citizenship
  • Ethnic origin
  • Place of origin
  • Creed
  • Disability
  • Family status
  • Marital status (including single status)
  • Gender identity, gender expression
  • Receipt of public assistance (in housing only)
  • Record of offences (in employment only)
  • Sex (including pregnancy and breastfeeding)
  • Sexual orientation; and,

  Whereas the Ontario Human Rights Code also prohibits actions against people in a protected social area as follows:

  • Accommodation (housing)
  • Contracts
  • Employment
  • Goods, services and facilities
  • Membership in unions, trade or professional associations; and,

  Whereas the City of Oshawa has an Equity and Inclusion Lens and Handbook which was developed in partnership with the Community Diversity Equity and Inclusion Committee; and,

  Whereas the Equity and Inclusion Lens and Handbook addresses advancing equity for populations that face multiple barriers due to the discrimination and oppression they experience for being different from the dominant society; and,

  Whereas the Equity and Inclusion Lens and Handbook identifies the following populations that experience barriers:

  • Indigenous Peoples
  • LGBTQ2S+
  • Older adults and youth
  • Persons living in poverty
  • Persons with disabilities
  • Racialized individuals
  • Women

  Whereas Section 10(b) of By-law 51-2015, as amended (“Code of Conduct”), states a Member shall not: “speak in a manner that is discriminatory to any individual, based on that person's race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability”; and,

  Whereas the ultimate goal is to ensure that as a City, the principles of equity, inclusion, fairness, justice and non-discrimination are incorporated into the development and delivery of programs, services, policies, procedures and decision-making; and,

  Whereas socio-economic status can be a disadvantage and barrier for individuals;

  Therefore be it resolved:

  1. That Section 10 (b) of By-law 51-2015, as amended be further amended to delete the wording in that section and replace it with the following:
     “speak in a manner that is discriminatory to any individual, based on that a person's race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability as well as socio-economic status; or”; and,
  2. That any Council-approved policies such as the Respect Check Code of Conduct be amended, as appropriate, to add socio-economic status as a form of potential discrimination; and,
  3. That Council request that the Province amend the Ontario Human Rights Code to include socio-economic status as a protected ground; and,
  4. That a letter be sent to the Ontario Human Rights Commission requesting that they support that the Ontario Human Rights Code be amended to include socio-economic status as a protected ground;  
  5. That a copy of this letter be sent to the Association of Municipalities of Ontario, all Durham area MPPs, all Durham area municipalities and the Diversity, Equity and Inclusion Committee requesting their support to add socio-economic status as a protected ground in the Ontario Human Rights Code.
• Recommendation

  That the Corporate Services Committee recommend to City Council:

  That the motion concerning the addition of socio-economic status to By-law 51-2015 'Code of Conduct' and any Council-approved policies be referred to staff for a report.

Closed Consent Agenda

Closed Correspondence

Closed Staff Reports/Motions

Closed Discussion Agenda

Matters Excluded from Consent Agenda

Items Requiring Action

Adjournment

• Recommendation

  That the meeting adjourn at 12:16 p.m.