July 23, 2018, at 4:00 PM

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1.   Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.   Consent

Moved by T. Park

Seconded by S. Turner

That Items 2.1 to 2.3, inclusive, BE APPROVED.

Motion Passed (15 to 0)

2.1   Multi-Year Budget Policy Update

2018-07-23 Staff Report - Multi-Year Budget Policy Update

Moved by T. Park

Seconded by S. Turner

That, on the recommendation of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the proposed by-law appended to the staff report dated July 23, 2018 as Appendix “A” BE INTRODUCED at the Municipal Council meeting on July 24, 2018, to amend Council policy related to By-law No. CPOL.-45-241 being “Multi-Year Budget Policy” by deleting Appendix “C(34)” in its entirety and replacing it with a new Council Policy entitled “Multi-Year Budget Policy”.

Motion Passed

2.2   2019 Development Charges Study - UWRF Retirement

2018-07-23 Staff Report - 2019 Development Charges Study-UWRF

Moved by T. Park

Seconded by S. Turner

That on the recommendation of the Managing Director, Development and Compliance Services & Chief Building Official, with the concurrence of the Managing Director, Corporate Services, City Treasurer and Chief Financial Officer, the following actions be taken:

a)            the implementation process for full retirement of the Urban Works Reserve Fund with the adoption of the 2019 Development Charges By-Law BE ENDORSED; and

b)            the Civic Administration BE AUTHORIZED to conduct the necessary housekeeping adjustments to facilitate the wind-up of the Urban Works Reserve Fund.

Motion Passed

2.3   Strategic Plan Progress Variance

2018-07-23 Staff Report - Strategic Plan Variance Report

Moved by T. Park

Seconded by S. Turner

That, on the recommendation of the City Manager, with the concurrence of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the Managing Director, Planning and City Planner and the Managing Director, Legal and Corporate Services and City Solicitor, the staff report dated July 23, 2018, entitled “Strategic Plan Progress Variance” BE RECEIVED for information.

Motion Passed

3.   Scheduled Items

None.

4.   Items for Direction

4.1   Review of Council Established Task Forces, Working Groups and Special Committees

2018-07-23 Submission - Review of Committees

Moved by P. Squire

Seconded by A. Hopkins

The Civic Administration BE DIRECTED to undertake a comprehensive review of all of Council’s Advisory Committees, Task Forces, Working Groups and Special Committee and report back to the Governance Working Group with recommendations that would address the utility of the Committees, any potential duplication or overlapping of roles and ensure that the work of these Committees is focused on the tasks established by Council.

Motion Passed (12 to 3)

4.2   Resignation of M. Buzzelli from the London & Middlesex Housing Corporation Board of Directors

2018-07-23 Submission - Resignation from LMHC

Moved by A. Hopkins

Seconded by H. Usher

That the communication dated June 26, 2018 from M. Buzzelli regarding his resignation from the London & Middlesex Housing Corporation and the added communication dated July 19, 2018 from S. Quigley, Chair, Board of Directors, London & Middlesex Housing Corporation, BE RECEIVED.

Motion Passed (15 to 0)

4.3   11th Report of the Governance Working Group

2018-07-23 GWG Report 11

Moved by V. Ridley

Seconded by B. Armstrong

That the following actions be taken with respect to the 11th Report of the Governance Working Group from its meeting held on June 25, 2018:

a)         on the recommendation of the City Manager, the following actions be taken with respect to the Council Policy Manual Modernization:

i)          the proposed by-laws appended to the Governance Working Group dated June 25, 2018 as Appendices B2 to B4, B6 to B24, and B26 to B78, excluding B16, B33 and B44, BE INTRODUCED, at the Municipal Council meeting to be held on July 24, 2018, to amend the following Council Policies for reformatting into the new Council Policy template, review with the gender equity lens and content updates:

2.    Diversity and Inclusion Policy for the City of London

3.    Accessibility Policy

4.    Promotion of Corporate Products to City Staff

6.    Hiring of Employees Policy

7.    Employee Service Recognition Program

8.    Benefits for Survivors of Employees Killed on the Job

9.    Appointments Requiring Council Approval and/or Consultation

  1. Workplace Harassment and Discrimination Prevention Policy

  2. Mayor – Contracted Staff

  3. Fixed Term Employment Agreements

  4. Collective Bargaining Activities

  5. Bravery Award Policy

  6. Queen Elizabeth Scholarships

  7. Annual Retirement Dinner, 25-Year Club Dinner and Other Civic Dinners Policy

  8. Diversity, Race Relations and Inclusivity Award Policy

  9. Corporate Plaques and Recognitions Policy

  10. Outstanding London Ambassador Award Policy

  11. Soliciting Funds in City Hall Policy

  12. Naming/Re-naming or Dedicating of Municipal Property, Buildings and Park Elements

  13. City of London Days at the Budweiser Gardens Policy

  14. Use of Civic Square by Centennial Hall Events Policy

  15. Placement of Public Submissions on Standing Committee Agendas

  16.  Inter-Municipal Endorsement of Council Resolutions

  17.  General Policy for Advisory Committees

  18. Delegations by Union Executives to Standing Committees

  19. Establishment of Task Forces and Working Groups

  20. Allocation of Councillors’ Offices

  21. Policy for the Use of City of London Resources for Municipal Election Purposes

  22. Code of Conduct for Members of Council

  23. Remuneration for Elected Officials and Appointed Citizen Members

  24. Appointment of Council Members to Standing Committees of Council and Various Civic Boards and Commissions

  25. Review of Ward Boundaries

  26. Audio Recording of Municipal Council and Standing Committee In Closed Session Meetings Policy

  27. Legal Services and Accounts

  28. Added Staff Recommendations and Committee Reports

  29. Official City Flag

  30. Landing of Helicopters

  31. Use of Cenotaph

  32. Issuance of Proclamations

  33. Public Notice Policy

  34. Accountability and Transparency to the Public Policy

  35. Delegation of Powers and Duties Policy

  36. Illumination of City of London Buildings and Amenities

  37. City of London Records Management Policy

  38. Staff at Ward Meetings

  39. Protocol for Unapproved Aboriginal Burial Sites

  40. City of London Community Suite Policy

  41. Council Members’ Expense Account

  42. Mayor’s Expenses

  43. Policy for the Establishment and Maintenance of Council Policies

  44. Sale of Major Assets Policy

  45. Asset Transfers To Municipal Services Corporations Policy

  46. Conveyance of Sanitary Filled Land

  47. Real Estate Service – MLS

  48. Financing of Sales

  49. Transactions Involving Elected Officials

  50. Property for Capital Works Projects

  51. Internal Review of Property Sales

  52. City-Owned Residential Properties

  53. Property Enquiries to Board of Education

  54. Demolitions of Buildings on Flood Plain Lands

  55. Rental of Lands for Billboards

  56. Leasing and Licencing of City-Owned Land

  57. Real Estate Services

  58. Lands for Public Works Projects

  59. Donation of Land and Buildings to the City

  60. Sale and Other Disposition of Land Policy

  61. Real Property Acquisition Policy

  62. Tax Collection Policy

  63. Treatment of Properties That Do Not Sell At Municipal Tax Sales

  64. Minutes of Settlement for Assessment Appeals

  65. Travel & Business Expenses

ii)         the proposed by-laws appended to the Governance Working Group dated June 25, 2018 as Appendix C1 to C7 BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018, to repeal and replace the following Council Policies:

1.    “Use of Cafeteria as Staff Facility Policy” to be renamed as “Use of the City Hall Cafeteria Policy”

2.    “Discussion on Elected Officials’ Salaries to be in Public” to be renamed as “Discussion of Remuneration for Elected Officials and Individuals Appointed by City Council to Serve on its Committees or a Local Agency, Board or Commission Policy”

3.    “Council Appointee to External Board or Commission – Membership Paid by City” to be renamed as “Payment of Membership Fees of a Council Appointee to an External Board or Commission”

4.    “Anonymous Communications, Etc.” to be renamed as “Processing of Anonymous Communications Policy”

5.    “City Representation at “Out of Town” Functions” to be renamed as “City Council Representation at “Out of Town” Functions Policy”

6.    “Civic Administration - Not to be Appointed as Voting Members to Boards, Commissions and Advisory Committees” to be renamed as “Civic Administration Appointments to Boards, Commissions and Advisory Committees Policy”

7.    “Process for the Public Release of Information Pertaining to Investigations Undertaken by the Ontario Ombudsman” to be renamed as “Public Release of Information Pertaining to Investigations Undertaken by the Ontario Ombudsman Policy;

iii)        the attached proposed by-law (Appendix B25) being “A by-law to amend By-law No. CPOL.-54 “Appointment of Deputy Mayor” BE REFERRED to a future meeting of the Governance Working Group (GWG) for further discussion; it being noted that the Deputy Mayor will be invited to attend that meeting of GWG to provide input with respect to his experience as Deputy Mayor; it being further noted that all Members of Council are to be advised that that this matter would be discussed, so that they may attending the meeting should they wish to do so;

iv)        the Civic Administration BE DIRECTED to undertake consultation with the First Nations to receive input with respect to Council Policy “Protocol for Unapproved Aboriginal Burial Sites” and report back at a future meeting of the Governance Working Group (GWG) with respect to any additional updates to the Policy which may be required as a result of the consultation;

v)         the attached further revised proposed by-law appended to the Governance Working Group dated June 25, 2018 as Appendix B1 BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018, to repeal and replace the Council Policy CPOL.-188-370 being “City of London Race Relations Policy” and replace it with a new Council Policy entitled “City of London Race Relations/Anti-Racism Policy”; and

vi)        the attached further revised proposed by-law appended to the Governance Working Group dated June 25, 2018 as Appendix B5 BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018, to repeal and replace the Council Policy related to By-law No. CPOL.-147-399 being “Retirement Dinners for Department Heads” and replace it with a new Council Policy entitled “Retirement Dinners for the Service Areas Leads”;

vii) the attached revised proposed by-law (Appendix B16) BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018 to, to repeal and replace the Council Policy CPOL.-18(a)144 being “Mayor’s New Year’s Honour List Policy” and replace it with a new Council Policy entitled “”Mayor’s New Year’s Honour List Policy”;

viii)   the attached revised proposed by-law (Appendix B44) BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018 to, to repeal and replace the Council Policy CPOL.-114(a)-63 being “Flags at City Hall Policy” and replace it with a new Council Policy entitled “”Flags at City Hall Policy”;

b)         clause 3.1 a) 33.  Issuance of Computer Equipment to Council Members, BE RECEIVED; and,

c)         clauses 1.1, 2.1 and 2.2 BE RECEIVED.

Motion Passed (15 to 0)

4.4   Acting Mayor - Wednesday, July 25, 2018 to Tuesday, August 14, 2018

2018-07-23 Submission - Acting Mayor July 2018

Moved by M. van Holst

Seconded by P. Hubert

That Councillor H.L. Usher BE APPOINTED Acting Mayor for the period commencing 9 AM on Wednesday, July 25, 2018 until approximately noon on Monday, August 13, 2018.

Motion Passed (15 to 0)

5.   Deferred Matters/Additional Business

None.

6.   Confidential (Enclosed for Members only.)

Moved by M. van Holst

Seconded by A. Hopkins

That the Strategic Priorities and Policy Committee convene in closed session with respect to the following matters:

6.1 Land Disposition/Solicitor-Client Privileged Advice

A matter pertaining to instructions and directions to officers and employees of the Corporation pertaining to a proposed disposition of land; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; reports or advice or recommendations of officers and employees of the Corporation pertaining to a proposed disposition of land; commercial and financial information supplied in confidence pertaining to the proposed disposition the disclosure of which could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of the Corporation, result in similar information no longer being supplied to the Corporation where it is in the public interest that similar information continue to be so supplied, and result in undue loss or gain to any person, group, committee or financial institution or agency; commercial, information relating to the proposed disposition that belongs to the Corporation that has monetary value or potential monetary value; information concerning the proposed disposition whose disclosure could reasonably be expected to prejudice the economic interests of the Corporation or its competitive position; information concerning the proposed disposition whose disclosure could reasonably be expected to be injurious to the financial interests of the Corporation; information relating to a position, plan, procedure, criteria and instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the Corporation concerning the proposed disposition.

6.2 Land Acquisition/Disposition/Solicitor-Client Privileged Advice

A matter pertaining to instructions and directions to officers and employees of the Corporation pertaining to a proposed acquisition or disposition of land; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; reports or advice or recommendations of officers and employees of the Corporation pertaining to a proposed acquisition or disposition of land; commercial and financial information supplied in confidence pertaining to the proposed acquisition or disposition the disclosure of which could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of the Corporation, result in similar information no longer being supplied to the Corporation where it is in the public interest that similar information continue to be so supplied, and result in undue loss or gain to any person, group, committee or financial institution or agency; commercial, information relating to the proposed acquisition or disposition that belongs to the Corporation that has monetary value or potential monetary value;  information concerning the proposed acquisition or disposition whose disclosure could reasonably be expected to prejudice the economic interests of the  Corporation or its competitive position; information concerning the proposed acquisition or disposition whose disclosure could reasonably be expected to be injurious to the financial interests of the Corporation; and instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the Corporation concerning the proposed acquisition or disposition.

Motion Passed (15 to 0)

The Strategic Priorities and Policy Committee convened in closed session from 4:33 PM to 6:23 PM with respect to these matters.

7.   Adjournment

The meeting adjourned at 6:24 PM.