Committee of the Whole

THAT the resolution relative to the Establishment of the Committee of the Whole – Closed Session meeting scheduled for Monday, January 8, 2024 passed at the Monday, December 18, 2023 Committee of the Whole meeting, be amended to change the start time to 5:00 p.m.; AND THAT the following reasons to Establish a Closed Session meeting be added: (d) labour relations or employee negotiations; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; (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; and (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.

THAT a Committee of the Whole – Closed Session meeting be scheduled for Monday, January 8, 2024, at 5:00 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. d) labour relations or employee negotiations; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; (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; and (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 January 8, 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 the Confidential Memorandum from City Clerk Krista Power dated January 4, 2024 relative to appointment to the Thunder Bay District Health Unit – Board of Health, we recommend that Director of Strategy and Engagement Cynthia Olsen be appointed for the remainder of a 4 year term expiring November 14, 2026, or until such time as a replacement has been appointed.

WITH RESPECT to the Confidential Memorandum from Director - Recreation & Culture Leah Prentice dated January 3, 2024 we recommend that Administration proceed as directed in Closed Session.

WITH RESPECT to Report 005-2024-Infrastructure, Development & Operations- Engineering & Operations, we recommend that Project No. 013-2023, for Interior Renovations to Whalen Building and City Hall be awarded to 587435 Ontario Inc. o/a DRD Construction Services in the amount of $967,280 (inclusive of HST); AND THAT a construction contingency in the amount up to $96,000 (inclusive of HST) be approved; AND THAT Appropriation No. 01-2024 be approved to increase the project financing by up to $280,581 from the Capital General Reserve Fund; AND THAT the Manager – Supply Management be authorized to issue any purchase orders related to this project; AND THAT the Director - Engineering and Operations report any circumstances to City Council should significant variations in contract values occur as the work proceeds; AND THAT the Mayor and 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 Report 011-2024 - Infrastructure, Development and Operations - Environment, we recommend that the updated City of Thunder Bay Environment Division – Water Authority Financial Plan as presented, be approved; AND THAT City Council endorse the City of Thunder Bay Environment Division – Water Authority Financial Plan as financially viable; AND THAT the City of Thunder Bay Environment Division – Water Authority Financial Plan be submitted to the Ministry of Municipal Affairs and Housing in accordance with The Safe Drinking Water Act; AND THAT the Mayor and City 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 003-2024-Community Services-Pioneer Ridge, Long Term Care & Senior Services, we recommend that the use of the Negotiation Method, pursuant to section 4.09 of the Supply Management By-law 113 – 2011, to purchase professional services from Meaningful Care Matters be approved; AND THAT any necessary by-laws be presented to City Council for ratification.