Corporate and Finance Services Committee

Minutes

Monday, April 17, 2023 at 9:30 A.m. - 10:30 A.m.

Council Chamber

Present:

• Councillor Giberson
• Councillor Marks
• Councillor McConkey
• Mayor Carter

Absent:

• Councillor Marimpietri
• Councillor Neal

Also Present

• Councillor Chapman
• Councillor Gray
• Councillor Lee
• F. Bianchet, Council-Committee Coordinator
• J. Lane, Council-Committee Coordinator
• R. Rossetti, Council-Committee Coordinator
• L. Davis, Manager, Legislative Services/Deputy City Clerk
• T. Adams, Chief Administrative Officer
• S. Sinnott, Commissioner, Corporate and Finance Services
• L. Lawson, Accessibility Program Coordinator
• L. Fuller, Manager, Financial Reporting & Planning
• J. Martin, Senior Manager, Financial Services & Procurement
• M. Saulnier, Director, Operations
• M. Bretherick, Director, Finance Services
• A. Foran, Elections Officer
• J. Naumovski, Director, Recreation Services
• A. Ambra, Director, Engineering Services
• D. Cudmore, Corporate Communications Officer
• P. Lyon, Director, Municipal Law Enforcement and Licensing Services
• K. Villeneuve, Manager, Taxation Services
• J. MacIsaac, Director, Innovation and Transformation
• S. McFadyen, Manager, Corporate Communications
• M. Sluggett, Manager, Traffic, Streetlighting and Parking

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Public Meeting

Additional Agenda Items

None

Declarations of Pecuniary Interest

Councillor Chapman - CF-23-33 - Dawn-Ann Catalano, Ontario Regiment (RCAC) submitting correspondence requesting 10 parking spaces for armoury members in Parking Lot #20 and options for parking in the adjacent City garages (Ward 4)

Councillor Chapman made a declaration of interest concerning Correspondence CF-23-33 as he is a member of the Ontario Regiment Tank Museum and Honorary Colonel of The Ontario Regiment.

Presentations

None

Delegations

None

Referrals from Council

None

Reports from Advisory Committees

None

Items Requiring Direction

CF-23-33 - Dawn-Ann Catalano, Ontario Regiment (RCAC) submitting correspondence requesting 10 parking spaces for armoury members in Parking Lot #20 and options for parking in the adjacent City garages (Ward 4)

• Moved by Mayor Carter

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

  That Correspondence CF-23-33 from Dawn-Ann Catalano, Ontario Regiment (RCAC) submitting correspondence requesting 10 parking spaces for armoury members in Parking Lot #20 and options for parking in the adjacent City garages be referred to staff.

  Motion Carried

Public Consent Agenda

• Moved by Councillor Marks

  That all items listed under the heading of Public Consent Agenda for the April 17, 2023 Corporate and Finance Services Committee meeting adopted as recommended except Reports CF-23-24, CF-23-25, CF-23-26, CF-23-27, CF-23-29, CF-23-30, CF-23-31, CF-23-34 and CF-23-23.

  Motion Carried

Correspondence with recommendations

None

Staff Reports/Motions with recommendations

CF-23-28 - Durham Catholic District School Board use of Gulfstream Park by St. Anne Catholic School (Ward 2)

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

  Whereas Correspondence FIN-22-94, dated September 15, 2022, was received from the Durham Catholic District School Board to request a waiver of fees for use of the sport field at Gulfstream Park located at 2471 Bridle Road; and,

  Whereas City Council referred Correspondence FIN-22-94 to staff for a report; and,

  Whereas Gulfstream Park is located immediately adjacent to St. Anne Catholic School; and,

  Whereas St. Anne Catholic School has been issued a rental permit for 8:30 a.m. to 3:00 p.m. Monday to Friday for the use of the sport field at Gulfstream Park for the months of September, October, May and June in the 2022/2023 school year; and,

  Whereas the total value of the rental permit for the 2022/2023 school year prior to H.S.T. is $2,210.00; and,

  Whereas the City of Oshawa and Durham Catholic District School Board have an executed agreement in place for the shared use of the parking lot at Gulfstream Park; and,

  Whereas the City of Oshawa and Durham Catholic District School Board are engaged in ongoing discussions regarding a partnership agreement for the use of the sport field at Monsignor John Pereyma Catholic Secondary School when it is redeveloped; and,

  Whereas the City of Oshawa and Durham District School Board have a similar arrangement for the use of the tennis courts, sport field and diamonds at Alexandra Park by O’Neill Collegiate and Vocational Institute;

  Therefore, be it resolved, that the fees for the use of the sport field at Gulfstream Park during the 2022/2023 school year in the amount of $2,210 plus H.S.T. be waived for Durham Catholic District School Board and an agreement is executed to continue this arrangement for a term of five years.

CF-23-32 - Information Report on 2022 Actions Taken to Address Poverty (All Wards)

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

  That Report CF-23-32 dated April 12, 2023 concerning the information report on 2022 actions taken to address poverty be received for information.

Public Discussion Agenda

Matters Excluded from the Consent Agenda

CF-23-24 - 2024 Budget Timelines (All Wards)

• Moved by Mayor Carter

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

  That Report CF-23-24 dated April 12, 2023 concerning the 2024 budget timeline be approved.

  Motion Carried

CF-23-25 - Public Engagement Initiatives - 2024 Budget (All Wards)

• Moved by Councillor McConkey

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

  1. That public engagement for the 2024 City budget, as proposed in Report CF-23-25 dated April 12, 2023 concerning public engagement initiatives for the 2024 budget be approved; and,
  2. That staff begin public consultation in spring of 2023 for priorities and have an in person engagement once staff have presented a proposed 2024 budget. 
• Moved by Councillor Marks

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

  That Report CF-23-25 concerning public engagement initiatives for the 2024 budget be referred back to staff for a report.

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

  Motion Carried (4 to 0)

CF-23-26 - Corporate Payments for the Months of January, February and March 2023 (All Wards)

• Moved by Councillor McConkey

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

  That Report CF-23-26 concerning the corporate payments for the months of January, February and March 2023 be received for information.

  Motion Carried

CF-23-27 - Contract Award – C2022-119 Conlin Road East Design (Wards 1 and 2)

• Moved by Councillor McConkey

  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 that exceed the approved budget; and,

  Whereas, Council has approved funding for Project 20-73-0485 in the amount of $1,321,000; and,

  Whereas, it is anticipated the Region of Durham will contribute a minimum of $434,000 for their portion of the work; and,

  Whereas, Procurement issued a Request for Proposal (R.F.P.) C2022-119 for Conlin Road East Design, and,

  Whereas, the R.F.P. was separated into three parts: Part A Design and Final Tender Package, Part B-1 Assistance with Procurement, Evaluation and Engineering Services during construction, and Part B-2 Construction Inspections and Contract Administration; and,

  Whereas, Procurement and Engineering Services are only awarding Part A Design and Final Tender Package; and,

  Whereas, Part B-1 Assistance with Procurement, Evaluation and Engineering Services during construction, and Part B-2 Construction Inspections and Contract Administration will be budgeted in future capital; and,

  Whereas, three (3) bids were received (publically posted on the City’s website at Oshawa's Bids and Tenders) and opened by Procurement on February 10, 2023; and,

  Whereas, proposals were evaluated on corporate experience, proposal quality, project deliverables, technical response and cost; and,

  Whereas, the evaluation team unanimously scored the bid received by CIMA Canada Inc. 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 CIMA Canada Inc. in the amount of $1,748,297, plus H.S.T. ($1,779,067 including non-rebateable H.S.T.) for Part A Design and Final Tender Package; and,

  Whereas, there is a funding shortfall of $24,067, including non-rebateable H.S.T.; and,

  Whereas, the additional cost of $24,067 can be funded from the Roads Development Charges Reserve Fund and the Growth Related Non-DC Reserve;

  Therefore be it resolved that pursuant to Report CF-23-27:

  1. That additional funding of $24,067, funded from the Roads Development Charges Reserve Fund and the Growth Related Non-DC Reserve, be approved; and,
  2. That the Manager, Procurement be authorized to award a contract to CIMA Canada Inc. in the amount of $1,748,297 plus H.S.T. for C2022-119 Conlin Road East Design, Part A Design and Final Tender Package.
  Motion Carried

CF-23-29 - C2023-009 Stormwater Management Facility Cleaning – Additional Funding (Ward 1)

• 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 that exceed the approved budget; and,

  Whereas, in 2022 Council approved Project 54-0005 in the amount of $275,000 inclusive of H.S.T., for Storm Water Management Pond Cleaning; and,

  Whereas, Procurement issued a Request for Tender (R.F.T.) C2023-009 Stormwater Management Facility Cleaning; and,

  Whereas, twelve (12) bids were received (publically posted on the City’s website at Oshawa's Bids and Tenders) and opened by Procurement on February 7, 2023; and,

  Whereas, the lowest complaint bid was received from Strong Bros. General Contracting Ltd. in the amount of $435,993 ($443,667 including non-rebateable H.S.T.); and,

  Whereas, there has been a total of $22,477 committed to date for soil sampling and surveys; and,

  Whereas, there is a funding shortfall of $191,144, including non-rebateable H.S.T.; and,

  Whereas, the additional cost of $191,144 can be funded from the Subdividers Fixed Charges account from the portion collected for the Stormwater Pond Maintenance Fees;

  Therefore be it resolved that pursuant to CF-23-29:

  1. That the additional funding of $191,144 to be funded from the Subdividers Fixed Charges account be approved; and,
  2. That the Manager, Procurement be authorized to award a contract to Strong Bros. General Contracting Ltd.in the amount of $435,993 excluding H.S.T. for C2023-009 Stormwater Management Facility Cleaning.
  Motion Carried

CF-23-30 - Additional Funding – C2023-027 Rear & Side Loader Waste Vehicles (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 that exceed the approved budget; and,

  Whereas, in 2023 Council approved various Potential Adjustments that included the request for additional vehicles and equipment in the amount of 1,821,000, which includes $1,200,000, inclusive of non-rebateable H.S.T., for replacement of a Rear and Side Loader Waste Vehicles; and,

  Whereas, Procurement issued a Request for Tender (R.F.T.) C2023-027 Supply and Delivery of Side & Rear Loading Garbage Truck; and,

  Whereas, one (1) bid was received (publically posted on the City’s website at Oshawa's Bids and Tenders) and opened by Procurement on March 21, 2023; and,

  Whereas, the bid received from Premier Truck Group, in the amount of $1,301,500 excluding H.S.T. ($1,324,406 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 $124,406, including non-rebateable H.S.T.; and,

  Whereas, the additional cost of $124,406 can be funded from the City Equipment Reserve;

  Therefore be it resolved that pursuant to CF-23-30:

  1. That additional funding of $124,406 to be funded from the City Equipment Reserve be approved; and,
  2. That the Manager, Procurement be authorized to award a contract to Premier Truck Group in the amount of $1,301,500 excluding H.S.T. for C2023-027 Supply and Delivery of Rear & Side Loader Waste Vehicles.
  Motion Carried

CF-23-31 - 2023-2027 Accessibility Plan (All Wards)

• Moved by Councillor Marks

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

  1. That pursuant to Report CF-22-31 dated April 12, 2023, City Council approve the City of Oshawa’s 2023-2027 Accessibility Plan, as presented in Attachment 1 of said Report; and,
  2. That the City Clerk be authorized to send a copy of the approved City of Oshawa Accessibility Plan to the Ministry of Seniors and Accessibility.

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

  Motion Carried (4 to 0)

CF-23-34 - Review and Proposed Replacement of the Election Sign By-law (All Wards)

• Moved by Councillor Marks

  That Report CF-23-34 concerning a review and proposed replacement of the Election Sign By-law be deferred to the June 5, 2023 meeting of the Corporate and Finance Services Committee.

  Motion Carried

CF-23-23 - 2023 Final Tax Rates By-law (All Wards)

• Moved by Mayor Carter

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

  That in accordance with Report CF-23-23 dated April 12, 2023, the 2023 Final Tax Rates By-law providing for the billing and collection of the 2023 final tax levy for all property classes be approved.
• Amendment:
  Moved by Councillor Marks

  That the recommendation contained in Report CF-23-23 be amended to add a Part 2 as follows: 'That staff prepare a fact sheet on the tax rate comparisons of surrounding municipalities by May 1, 2023.'

  Motion Carried
• Amendment:
  Moved by Councillor McConkey

  That the recommendation contained in Report CF-23-23 be amended to add a Part 3 as follows: 'That staff publish an online 2023 Budget Highlights with Info Graphics.'
• Moved by Councillor Marks

  That the amendment concerning the publishing of an online 2023 budget highlights with info graphics be referred to staff for a report.

  Motion Carried
• The vote to adopt the recommendation contained in Report CF-23-23, as amended.

  Motion Carried

Items Introduced by Council Members

CF-23-35 - Publishing the Names of Members on Standing Committee Agendas (All Wards)

• Moved by Councillor McConkey

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

  That Council direct staff to publish the list of the Standing Committee members related to their respective Standing Committee on the Committee agendas, for increased transparency when reviewing agendas and improved efficiency for members of the public interested in approaching Council members concerning specific agenda items.

  Motion Carried

CF-23-36 - Report concerning the deadline for the Arborwood Trail Project (Ward 1)

• Moved by Councillor McConkey

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

  That Finance staff report to the Corporate and Finance Services Committee on the deadline for the approved Arborwood Trail Project to ensure that the opportunity is not missed.

  Motion Carried

Items Pulled from the Information Package

None

Questions to Staff Concerning the Committee's Outstanding Items List

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

CF-23-22 - Support for Bill 5 - Stopping Harassment and Abuse by Local Leaders Act (All Wards)

• Moved by Councillor McConkey

  That CF-23-22 concerning Support for Bill 5 - Stopping Harassment and Abuse of Local Leaders Act be lifted from the table.

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

  Motion Carried (4 to 0)

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

  Whereas Bill 5 has had support of all parties at its first reading and whereas its second reading is scheduled for May, 2023; 

  Now therefore Oshawa City Council express its support for Bill 5 - Stopping Harassment and Abuse by Local Leaders Act which would require the code of conduct for municipal Councillors and members of local boards to include a requirement to comply with workplace violence and harassment policies and permit municipalities and local boards to direct the Integrity Commissioner to apply to the court to vacate a member’s seat if the Commissioner’s inquiry determines that the member has contravened this requirement; and,

  That this resolution be circulated to the Honourable Doug Ford, Premier of Ontario; the Honourable Steve Clark, Minister of Municipal Affairs and Housing; the Honourable Jennifer French, Oshawa MPP; and the Honourable Todd McCarthy, Durham MPP.

  
  
• Moved by Mayor Carter

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

  That CF-23-22 concerning support for Bill 5 - Stopping Harassment and Abuse by Local Leaders Act be referred to staff for a report.

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

  Motion Carried (3 to 1)

Adjournment

• Moved by Councillor Marks

  That the meeting adjourn at 10:40 a.m.

  Motion Carried