Committee of the Whole

WITH RESPECT to the resolution to establish the Monday, May 27, 2024 Committee of the Whole – Closed Session, we recommend that the meeting start time be changed to 5:30 p.m.; AND THAT the following reason be removed: Committee of the Whole – Monday, May 27, 2024 (c) a proposed or pending acquisition or disposition of land by the municipality or local board.

THAT a Committee of the Whole - Closed Session meeting be scheduled for Monday, May 27, 2024 at 5:30 p.m. in order to receive information pursuant to the Municipal Act (Section 239 (2)) relative to: (b) personal matters about an identifiable individual, including municipal or local board employees; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; (j) a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; or (k) 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 or local board.

WITH RESPECT to the May 27, 2024 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

WITH RESPECT to Report 147-2024-Infrastructure, Development & Operations- Engineering & Operations, we recommend that Contract 11, 2024 for McKellar River Committee of the Whole – Monday, May 27, 2024 Bridge Deck Replacement, be awarded to Kem Construction (Thunder Bay) Ltd., who submitted the lowest tender in the amount of $1,955,972.55 [inclusive of HST]; AND THAT the amount shown is based on estimated quantities; final payment for this contract will be based on measured quantities for the completed work and may be higher than tender amount; AND THAT consulting engineering services be awarded to the firm of WSP Engineering Ltd. with an agreement approved in the amount of $108,598.65 [inclusive of HST] for construction administration and inspection associated with this contract; AND THAT the General Manager of Infrastructure, Development and Operations report any circumstances to City Council should any significant variations in the contract quantities occur; AND THAT the Mayor and City Clerk be authorized to sign all documentation related to these matters; AND THAT Appropriation Change Order No. 15-2024 be approved; AND THAT any necessary by-laws be presented to City Council for ratification.

WITH RESPECT to Report 148-2024-Infrastructure, Development & Operations- Engineering & Operations, we recommend that Contract 17, 2024 for Burwood Road Sanitary Sewer & Central Avenue Storm Sewer, be awarded to Bay City Contractors who submitted the lowest tender in the amount of $1,692,565.70 [inclusive of HST]; Committee of the Whole – Monday, May 27, 2024 AND THAT the amount shown is based on estimated quantities; final payment for this contract will be based on measured quantities for the completed work and may be higher than tender amount; AND THAT consulting engineering services be awarded to the firm of Hatch Ltd. with an agreement approved in the amount of $123,730.48 [inclusive of HST] for construction administration and inspection associated with this contract; AND THAT the General Manager of Infrastructure, Development and Operations report any circumstances to City Council should any significant variations in the contract quantities occur; AND THAT the Mayor and City Clerk be authorized to sign all documentation related to these matters; AND THAT any necessary bylaws be presented to City Council for ratification.

WITH RESPECT to Report 203-2024-Infrastructure, Development & Operations- Engineering & Operations, we recommend that Administration prepare a Design- Build Request for Proposal for an Indoor Turf Facility based on Option 3 (CTB Building Standard with Energy Efficiency Improvements) with a mandatory bid cap of $42.7 million as detailed in this report; Committee of the Whole – Monday, May 27, 2024 AND THAT the 2026 and future proposed budgets include operating costs and resources for the facility and commit required capital lifecycle renewal costs; AND THAT any necessary by-laws be presented to City Council for ratification.

WITH RESPECT to Report 184-2024 (City Manager’s Office - Human Resources Division) we recommend that Administration be directed through the Human Resources Division, to continue to support and promote equal opportunities for employment through current and new initiatives as per the referenced Employment Outreach and Retention Plan; AND THAT the Human Resources Division (HR) conduct an Employment Equity Survey in 2026 and report the result back to Committee of the Whole in the second quarter of 2027; Committee of the Whole – Monday, May 27, 2024 AND THAT any necessary by-laws be presented to City Council for ratification.

WITH RESPECT to Report 166-2024-Corporate Services, we recommend that funding in the amount of $500,000 be approved for the Regional Food Distribution Association pursuant to an application submitted under the Community Partnership Fund to be funded from the Community Partnership Reserve Fund; AND THAT funding in the amount of $14,275 be approved for Community Clothing Assistance pursuant to an application submitted under the Community Partnership Fund to be funded from the Community Partnership Reserve Fund; AND THAT an extension of the Ontario Aboriginal Housing Services project be approved as per previous direction from City Council; AND THAT the Community Partnership Reserve Fund commitment of $108,000 for the Wequedong Lodge project be released in consultation with the organization due to the expiry of the agreement; AND THAT authority be delegated to the General Manager – Corporate Services to make amendments to the service agreement within parameters of the program and not to exceed the amount approved by Council as outlined in this report; AND THAT Administration be directed to provide updates on released commitments in subsequent Community Partnership Fund reports to Council; AND THAT any necessary by-laws be presented to City Council for ratification.

WITH RESPECT to Report 168-2024 – Corporate Services – Office of the City Treasurer, we recommend that $1.0 million be transferred from the WSIB Reserve Fund to fund a portion of the 2023 tax-supported operating deficit; AND THAT any necessary by-laws be presented to City Council for ratification.

WITH RESPECT to the memorandum from Councillor Trevor Giertuga, dated May 3, 2024, we recommend that City Councillor’s publicly funded Council accounts shall no longer be utilized to attend functions such as Community Dinners, Breakfasts, and Retirement Celebrations with the exception of duties assigned to the Acting Mayor where the Acting Mayor budget is assigned; Committee of the Whole – Monday, May 27, 2024 AND THAT any relevant policies or procedures be updated to reflect this change; AND THAT any necessary by-laws be presented for ratification.

THAT a Committee of the Whole – Closed Session meeting be scheduled for Monday, June 3, 2024 at 4:30 p.m. in order to receive information pursuant to the Municipal Act (Section 239 (2)) relative to: (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (d) labour relations or employee negotiations; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; (j) a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; and Committee of the Whole – Monday, May 27, 2024 (k) 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 or local board.