Committee of the Whole

With respect to the June 24, 2019 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

That with respect to Report No. 2019CLS.023 (Transit Services) we recommend that the Nepotism Policy Request # NP-01-19 for the Community Services Department be approved.

THAT the City of Thunder Bay waive the user fees for the requested use of Fort William Gardens, Delaney Arena, the SL-75 mobile stage, sound and lighting equipment, Transit charters, Chapples Golf Course, crowd control barriers, speakers and advertising in the Key for the 2020 Special Olympics Canada Winter Games; PAGE 5 OF 16 Committee of the Whole – June 24, 2019 AND THAT the in-kind services will be incorporated in the 2020 budget consistent with the 2017 resolution with the Stabilization Reserve Fund as the source of funding.

THAT the resolution relative to Multi-Use Indoor Sports Facility Options be deferred to the July 22, 2019 Committee of the Whole meeting.

With respect to the motion arising from Report No. R 86/2019 we recommend that the first paragraph be amended to include the phrase ‘and including provisions for 6 indoor tennis courts’ following ‘as outlined in this Report’.

With Respect to Report No. R 86/2019 (Community Services), we recommend that City Council approve in principal the development of a new Multi Use Indoor Sports Facility to be located at Chapples Park as outlined in this Report and including provisions for 6 indoor tennis courts; AND THAT Administration proceed with the necessary site investigation and engineering; and the development of construction documents at a gross cost of $ 4.25 M; AND THAT Administration proceeds with the completion of a Stage Two application to NOHFC; PAGE 7 OF 16 Committee of the Whole – June 24, 2019 AND THAT the project be identified as a priority for the Investing in Canada Infrastructure Program; AND THAT the Mayor and Clerk be authorized to execute any related documents; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to the development of a Multi-Use Indoor Sports Facility, as presented in Report No. R 86/2019, we recommend that City Council establish a Special Purpose Committee to make, consider and provide recommendations on such related outstanding matters including, but not limited to, financing, the inclusion of tennis in the facility, operating model, amenities to be included in the facility; AND THAT the Committee work in concert with Administration’s further research, testing and design work, reporting on its final recommendations within such timing as would support the goal of a 2020 construction date start; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to Corporate Report No. R 108/2019 (City Manager’s Office - Corporate Strategic Services), we recommend that the Third Annual Report as described in Attachments A, B, and C be approved and submitted to the Ontario Chief Coroner; AND THAT any necessary by-laws be presented to City Council for ratification.

THAT the hour being 11:00 p.m., we continue with the business at hand.

With respect to Report No. R 100/2019 (Corporate Services & Long Term Care - Financial Services), we recommend that City Council approve the Report as required under the Municipal Act, 2001 Ontario Regulation 284/09; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to Report No. R 102/2019 (Corporate Services & Long Term Care - Internal Audit & Continuous Improvement), we recommend that the 2018 Audit Committee Annual Report, be received; AND THAT the Audited Consolidated Financial Statements and Trust Fund Statements for the year ended December 31, 2018 be approved, all as appended to this Report; AND THAT any necessary by-laws be presented to Council for consideration

With respect to Report No. R 103/2019 (Corporate Services & Long Term Care - Revenue) and as authorized under Subsection 378(1) of the Municipal Act, 2001, we recommend that an extension agreement to pay tax arrears beyond the date of redemption be approved for: Owner Municipal Address Amount Tyler Scott Gibson 504 Dewe Ave $8,430.32 Larry Allan Maenpaa 1538 Rankin St $9,888.00 AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to Report No. R 109/2019 (Community Services – Asset Management), we recommend that Tender No. 40/2019, for the Supply and Delivery of three (3) new Tandem Trucks with combination Salt/Sand Spreader and Ubody Style Dump Box be awarded to Maxim Truck and Trailer (Thunder Bay), in the amount of $863,637.00 (inclusive of all taxes); AND THAT the Manager – Supply Management be authorized to issue any purchase orders related to this tender; AND THAT the Mayor and Clerk be authorized to sig n all documentation related to these matters; AND THAT any necessary By-laws be presented to City Council for ratification.

With respect to Report No. R 95/2019 (City Manager's Office - Corporate Strategic Services), we recommend that the City of Thunder Bay Annual Report under the Thunder Bay Anti-Racism and Inclusion Accord be received for information; AND THAT City Council approves support for the Corporation's involvement in the Anti-Racism and Inclusion Accord and its implementation with member organizations; PAGE 11 OF 16 Committee of the Whole – June 24, 2019 AND THAT City Council supports the long- and short-term goals for the Corporation as outlined in this Report; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to Report No. R 112/2019 (City Manager’s Office) we recommend that RFP 34/2019 – Professional Consulting Services: City Program and Services Review be awarded to Grant Thornton LLP, at a cost of $256,536.00 plus HST; AND THAT the review be funded by the stabilization reserve fund; AND THAT an application be made to the Ministry of Municipal Affairs and Housing Audit and Accountability Fund to seek reimbursement of costs eligible from the Province for municipal reviews; AND THAT Appropriation Change Order No.14 be approved; AND THAT the Mayor and Clerk be authorized to execute all necessary documentation; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to the 50th Anniversary Celebration Steering Committee (Special Purpose Committee) we recommend that the Terms of Reference for the Committee be approved; AND THAT the Committee continue to execute the Objectives and Deliverables outlined within the Terms; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to the ongoing training relative to Indigenous relations offered to City of Thunder Bay employees, we recommend that Administration provide a report for City Council that outlines the work completed to date; the training offered presently, timelines associated with ongoing training and the plan moving forward to complete this work; AND THAT this report speak to how other local boards and committees can be involved in this training; AND THAT this report be presented on or before July 29, 2019; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to the memorandum from Mr. N. Gale, City Manager, dated June 10, 2019, we recommend that funding contributions in the amount of $35,000 be provided to the following community-based strategies: Poverty Reduction Strategy (Lakehead Social Planning Council), Thunder Bay Food Strategy (EcoSuperior), and Age Friendly (Thunder Bay Age Friendly Strategy) to support coordination of these community-based strategies; AND THAT representatives of the strategies continue to report back annually on progress in implementing their respective strategy; AND THAT the Mayor and Clerk be authorized to sign all documentation related to this matter. AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to Report No. R 114/2019 (Infrastructure and Operations – Engineering and Operations) we recommend that City Council designate the authority to negotiate and award construction work on the City’s road approaches of CN Rail’s James Street Swing Bridge to accommodate bridge construction work being completed by CN Rail to the City Manager; PAGE 14 OF 16 Committee of the Whole – June 24, 2019 AND THAT City Council delegate the authority to approve appropriations necessary to pay for the work to the City Manager; AND THAT the General Manager of Infrastructure and Operations report any circumstances to City Council should significant variations in the negotiated price occur; AND THAT the Mayor and City Clerk be authorized to sign all documentation related to these matters; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to Request for Proposal No. 39/2018, Youth Inclusion Program Evaluator, we recommend that evaluation services for the Youth Inclusion Program be awarded to the Centre for Rural and Northern Health Research (CRaNHR) at Lakehead University, as outlined in this memorandum; AND THAT the Mayor and City Clerk be authorized to execute any necessary documentation related to this award; AND THAT any necessary By-laws be presented to City Council for ratification.

THAT a Committee of the Whole – Closed Session meeting be scheduled for Monday, July 22, 2019 at 5:00 p.m. in order to receive information relative to personal matters about an identifiable individual, including municipal or local board employees; labour relations or employee negotiations; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.