September 11, 2023, at 12:00 PM

Original link

The meeting is called to order at 12:01 PM.

1.   Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.   Consent

Moved by S. Trosow

Seconded by D. Ferreira

That Consent Items 2.1 to 2.6 BE APPROVED.

Motion Passed (4 to 0)

2.1   Contingencies/Stabilization and Risk Management Reserve Fund Rationalization Report

2023-09-11 Staff Report - Contingencies-Stabilization and Risk Management Reserve

Moved by S. Trosow

Seconded by D. Ferreira

That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken:

a)    the Contingencies/Stabilization and Risk Management Reserve Fund Rationalization Report BE RECEIVED for information; noting that reserve fund targets established in accordance with the authority provided to the City Treasurer in the Council approved Reserve and Reserve Fund Policy are presented in Appendix “B”; 

b)    the Contingencies/Stabilization and Risk Management Reserve Funds to be maintained, listed in Appendix “B”, BE APPROVED;

c)    the Contingencies/Stabilization and Risk Management Reserve Fund proposed by-laws as appended to the staff report dated September 11, 2023 as Appendix “D” BE INTRODUCED at the Municipal Council meeting to be held on September 26, 2023; and,

d)    the Civic Administration BE AUTHORIZED to take all actions necessary to implement the changes outlined in the report.

Motion Passed

2.2   Capital Asset Growth Reserve Fund Rationalization Report

2023-09-11 Staff Report - Capital Asset Growth Reserve Fund

Moved by S. Trosow

Seconded by D. Ferreira

That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken:

a)    the Capital Asset Growth Reserve Fund Rationalization Report BE RECEIVED for information; noting that reserve fund targets established in accordance with the authority provided to the City Treasurer in the Council approved Reserve and Reserve Fund Policy are presented in Appendix “B”; 

b)    the Capital Asset Growth Reserve Funds to be maintained, listed in Appendix “B”, BE APPROVED;

c)    the Capital Asset Growth Reserve Fund proposed by-laws appended to the staff report dated September 11, 2023 as Appendix “D” BE INTRODUCED at the Municipal Council meeting to be held on September 26, 2023; and, 

d)    the Civic Administration BE AUTHORIZED to take all actions necessary to implement the changes outlined in the report.

Motion Passed

2.3   SS-2023-215 - Facilities Maintenance and Operations Single Source Refrigeration Services Provider

2023-09-11 Staff Report - SS 2023-215 Refrigeration Service Single Source

Moved by S. Trosow

Seconded by D. Ferreira

That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the single source procurement of a Refrigeration Service provider:

a)    in accordance with Section 14.4(g) of the Procurement of Goods and Services Policy, the Civic Administration BE AUTHORIZED to enter negotiations with CIMCO Refrigeration for pricing for a single source contract for one (1) year with one (1) option year for renewal to provide refrigeration services for the City of London arenas;

b)    the approval in a) above, BE CONDITIONAL upon The Corporation of the City of London negotiating satisfactory prices, terms, conditions, and entering into a contract with CIMCO Refrigeration to provide preventive maintenance service and repairs to the City arena refrigeration plants; and,

 

c)    the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with the authorization set out in parts a) and b) above.

Motion Passed

2.4   RFP 2023-124 Consultant Services for City of London Vacancy Residential Property Study Award – Irregular Result

2023-09-11 Staff Report - RFP 2023-124 Consultant Services for City of London

Moved by S. Trosow

Seconded by D. Ferreira

That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to Request for Proposal (RFP) 2023-124 for Consultant Services for City of London Vacant Residential Property Study:

a)    the proposal for consultant services, submitted by Ernst and Young (EY), 100 Adelaide Street West, Toronto, Ontario, M5K 1J7 BE ACCEPTED in accordance with the Procurement of Goods and Services Policy;

b)    the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this purchase; and,

c)    the approval hereby given BE CONDITIONAL upon the City of London (The Corporation) entering a formal contract, agreement or having a purchase order relating to the subject matter of this approval.

Motion Passed

2.5   2022 Annual Reporting of Lease Financing Agreements

2023-09-11 Staff Report - 2022 Annual Reporting of Lease Financing Agreements

Moved by S. Trosow

Seconded by D. Ferreira

That, on the recommendation of the Deputy City Manager, Finance Supports, the 2022 Annual Report of Lease Financing Agreements BE RECEIVED for information.

Motion Passed

2.6   Council Policy Review - Flags at City Hall and Illumination of City of London Buildings and Amenities

2023-09-11 Staff Report - Policy Review-Flags and Illumination

Moved by S. Trosow

Seconded by D. Ferreira

That, on the recommendation of the City Clerk, the following actions be taken:

a)    the proposed by-law as appended to the staff report dated September 11, 2023 as Appendix ‘A’ BE INTRODUCED at the Municipal Council meeting on September 26, 2023 to amend CPOL.-114-366 being “Flags at City Hall” to repeal and replace Schedule “A”, and;

b)    the proposed by-law as appended to the staff report dated September 11, 2023 as Appendix ‘B’ BE INTRODUCED at the Municipal Council meeting on September 26, 2023 to amend CPOL.-127-379 being “Illumination of City of London Buildings and Amenities” to repeal and replace Schedule “A”.

Motion Passed

3.   Scheduled Items

None.

4.   Items for Direction

Moved by S. Trosow

Seconded by D. Ferreira

That Items 4.1 to 4.3 BE APPROVED.

Motion Passed (4 to 0)

4.1   Application - Issuance of Proclamation - Probus Month

2023-09-11 Submission - Proclamation-Probus

Moved by S. Trosow

Seconded by D. Ferreira

That based on the application dated August 15, 2023 from Probus Clubs of London; Probus Club of North London; Probus Club of South London; Mens Probus Club of London, Womens Probus Club of London, the month of October 2023 BE PROCLAIMED Probus Month.

Motion Passed

4.2   Application - Issuance of Proclamation - Sikh Genocide Awareness Week

2023-09-11 Submission - Proclamation-Sikh Genocide

Moved by S. Trosow

Seconded by D. Ferreira

That based on the application dated August 16, 2023 from the London Sikh Society, November 1 - 8, 2023 BE PROCLAIMED Sikh Genocide Awareness Week.

Motion Passed

4.3   Application - Issuance of Proclamation - Sikh Heritage Month

2023-09-11 Submission - Proclamation-Sikh Heritage Month

Moved by S. Trosow

Seconded by D. Ferreira

That based on the application dated August 7, 2023 from Guru Nanak Mission Society, April 2024 BE PROCLAIMED Sikh Heritage Month.

Motion Passed

4.4   Application - Issuance of Proclamation - National British Home Child Day

2023-09-11 Submission - Proclamation-National British Home

Moved by S. Lewis

Seconded by H. McAlister

That based on the application dated August 15, 2023 from Home Child Canada, September 28, 2023 BE PROCLAIMED National British Home Child Day.

Motion Passed (5 to 0)

5.   Deferred Matters/Additional Business

None.

6.   Confidential (Enclosed for Members only.)

Moved by S. Stevenson

Seconded by D. Ferreira

That the corporate Services Committee convenes in Closed Session to consider the following:

6.1 Land Acquisition / Solicitor-Client Privileged Advice / Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations

A matter pertaining to the proposed or pending acquisition of land by the municipality, including communications necessary for that purpose; advice that is subject to solicitor-client privilege; commercial and financial information, that belongs to the municipality and has monetary value or potential monetary value and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality.

Motion Passed (5 to 0)

The Corporate Services Committee convenes in Closed Session from 12:15 PM to 12:20 PM.

7.   Adjournment

Moved by S. Stevenson

Seconded by D. Ferreira

That the meeting BE ADJOURNED.

Motion Passed

The meeting adjourned at 12:24 PM.

Full Transcript

Transcript provided by Lillian Skinner’s London Council Archive. Note: This is an automated speech-to-text transcript and may contain errors. Speaker names are not identified.

View full transcript (29 minutes)

Good, early afternoon everyone. It is 1202 and I’m going to call the 16th meeting of the Corporate Services Committee to order. And I want to begin by acknowledging that the city of London is situated on the traditional lands of the Anishinaabek, Haudenosaunee, Lene Peiwak, and Adawanda in peoples. And we honor and respect the history, languages, and culture of the diverse indigenous people who call this territory home.

The city of London is currently home to many First Nations Métis and Inuit peoples and as representatives of the people of the city of London. We are grateful to have the opportunity to work and live in this territory. The city of London is also committed to making every effort to provide alternate formats and communication supports for meetings upon request. To make a request specific to this meeting, please contact csc@london.ca or phone 519-661-249-2489, extension 2425.

And colleagues, I am just going to advise everyone that Councillor Stevenson is not with us today, but we do still have quorum here in committee chambers and are going to start with any disclosures of pecuniary interest. Seeing none, and then moving right along to item two on our agenda, the consent agenda. There are six items listed there, and I am looking to see if colleagues want anything pulled to be dealt with separately. Councillor Trozzell.

I’ll move the consent agenda in its entirety. Okay, the consent agenda has been moved, seconded by Councillor Ferrera. Any questions or comments for our staff on the items on the consent agenda? Seeing none, then I will just ask the clerk to open the vote.

Closing the vote, motion passes, 4-0. Thank you, colleagues. Moving along, item three scheduled items, there are none. Item four is items for direction.

There are four applications for issuances of proclamation. As we have done in the past, we can deal with them altogether, or we can deal with them separately if anyone wishes a dealt with separately. Councillor Trozzell. I’d like to pull 4.4.

It does not seem to have a local contact, and I’d like to move one, two, and three in a separate motion. So I’ll move one, two, and three. Okay, so we have items 4.1, 4.2, and 4.3 moved. Do we have a seconder for that?

Councillor Ferrera, any debate or discussion on that? Seeing none, then I will ask the clerk to open the vote. Closing the vote, motion carries, 4-0. Thank you, colleagues.

So that leaves 4.4 to be dealt with separately. If colleagues will indulge me from the chair, I’m prepared to move this one. Yesterday, I had the privilege of attending the 100th birthday of George Beardshaw, or I should say Sir George Beardshaw, as he was knighted by France for his service in World War II. George is actually one of the British home children.

There were a number of Londoners at the birthday celebration, who are the descendants of British home children, as was noted in the application. There are 34 of those individuals who are buried in London, and there are still connections to the city. I heard from a number of those individuals yesterday. The Legion as George’s birthday was celebrated.

So there is a connection, although it was not, I will say, is not clearly spelled out in the application as it could have been. I’m confident that the London connection is there, and so I’m willing to move that. Seconded by Councilor McCallister, and a question from Councilor Ferreira. Thank you, and through you.

So just to confirm, I do see George Beardshaw is referenced here. George, he does currently live in London, or he is. Okay, so that’s the only question that I had. Councilor Trussow?

I appreciate your intent, and I think you’re right. And I do think, though, that we have to insist on these applications being filled out properly for the record and not based on our recollection. So I would, is there time for the clerk to get that information and put on the application and still observe Ms. Corbin?

The day of recognition is September 28th, so there isn’t a lot of time to get that approved. I will note on page 75, the direct connection to London, is that the Good Three Home Distribution Center was located on Brick Street in London, placed thousands of children in the area, homes, and farms. George Beardshaw, one of Canada’s last living, British home children, lives in London, and more than 35 British home children are buried in forest lawn cemetery in London. Councilor Trussow?

Would it be possible to contact the requester and just inter-linniate a local name and number without going through additional process? I really think we have to be consistent in terms of how we apply this rule. Let’s ask the clerk, but I will say I do believe we have accepted proclamations submitted by requesters outside of London, provided the London connection is clear. I think we did that with child can for child could put cancer month, but I’m gonna check with the clerk and see if she can offer further comment on that.

We can contact the requester and see if there is somebody local and report back the next before council, just noting that there may not be a London person that represents, further represents with a London address. Councilor Trussow, if they communicate with the applicant, is that sufficient for you? It would be actually to make it even easier if it can just be confirmed to the clerk over the phone that there is London connection and that just be written onto the application, I’d be satisfied. I don’t wanna hold this up, but I want the London address on the requester form, and we’ve just made that so clear.

And the clerk has just indicated to me that yes, we can do that, councilor. In that case, I’ll support the motion. Councilor Ferrer. Thank you, through you.

Just a more general question that I have, the London connection itself, I was always approaching the London connection with the requester themselves being from London, but I wanted to know if we have anywhere written down or encoded anywhere of what the London connection should consist of for these type of proclamation applications. I can certainly ask the clerk for comment on what the policy says with regard to the connection for London, we might need to give them just a minute to pull up the specific language. And I see our city clerk has joined us via Zoom. Mr.

Sulfis, can you assist us with that? Certainly, through the chair, the policy indicates that the requester must clearly identify the significance and connection of the proclamation to the mandate and goal that’s set out in the city of London strategic plan. A proclamation does not constitute a personal civic endorsement. It goes on, there’s an application process set out in A through L.

The connection to the city of London, it does not require specifically that an address be provided, but going forward, that is something that Council wishes to add to the policy, but could certainly be amended. We could add that, but currently it does not provide for that, and on the form itself, following some observations, I believe it came from this committee, we did revise the form to specifically add a bolded organization’s direct connection to London section to make the form more clear. We could move that even farther up, and we could provide some additional direction to the requester, if that is the will of Council. Councilor, does that answer your question for you?

Thank you, through you, it does. I just, for the London connection itself, obviously I’ve been approaching it just a little bit incorrectly, because the chair has had a conversation with Mr. Brad Shaw, or Beard Shaw, I do believe that that would be a fairly significant connection and with the history itself. Also, I would like to see it be a little more concise with the location itself, but considering the time that we have and the time crunch, I would be happy to support this.

I don’t wanna give any direction at this time, ‘cause I don’t really have too much, I guess, more knowledge on the exact London connection, but it may be something that I’ll bring up in the future, but thank you. Thank you, Councilor, and I do wanna note for folks who may be following along online that Councilor Stevenson has joined us. Welcome, Councilor, and do we have any further discussion on item 4.4? Seeing none, then I will ask the clerk to open the vote.

Closing the vote, motion carries, five to zero. Thank you, colleagues. Moving right along, we are now at five deferred matters and additional business, of which there is none that I’ve been made aware of, and that brings us to item six, confidential session. There is one item for which we need to go into confidential session.

This is related to land acquisition, solicitor client privilege advice, position or plan procedure criteria or instruction to be applied to any negotiations. So I’m looking to see if we have a mover to go in camera. Councilor Stevenson, seconded by Councilor Ferreira, and we will ask the clerk to open the vote on that. Closing the vote, motion carries, five to zero.

Thank you, colleagues. And we’ll just need a minute to make sure that the room is secure, that we have all the right people in the room. Welcome back to public session, everyone. For the 16th report of the Corporate Services Committee, I’m gonna ask Vice Chair Trussell to report out from our in-camera session.

The September 11th, 2023, meeting of the Corporate Services Committee, the committee considered a matter pertaining to the proposed or pending acquisition of land by the municipality and progress was made. Thank you, Vice Chair Trussell. And that concludes our agenda items for this meeting. All I need now is a motion from colleagues to adjourn.

Moved by Councilor Stevenson, seconded by Councilor Ferreira. Are you sure you wanna adjourn, Councilor? Okay, and by hand, then all those in favor. Closing the vote.