Committee of the Whole

With respect to the January 29, 2020 Committee of the Whole – Reconvened Special Session meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

With respect to Report No. R 1/2020 (Corporate Services & Long-Term Care – Financial Services) we recommend that the paving of Sycamore Crescent at the cost of $580,000 be included in the 2020 Capital budget.

THAT the motion relative to the 2020 Community, Youth & Cultural Funding Program Budget be amended by adding the following paragraph: "AND THAT the source of funding be the stabilization reserve fund."

With respect to Report No. R 1/2020 (Corporate Services and Long Term Care – Financial Services) Proposed 2020 Operating and Capital Budget we recommend that the tax supported budget be amended to provide a Community, Youth & Cultural Funding Program Operating Grant to the Lakehead Social Planning Council by adding $30,000 gross and net; AND THAT the Grant Review Team’s 2021 Operating Grant recommendations not exceed $170,000.

With respect to Report No. R 1/2020 (Corporate Services & Long-Term Care – Financial Services) we recommend, subsequent to the completion of the 6 month pilot project that would begin on or about March 30, 2020 or as soon as data is available that the Transit Division report back to City Council on or before July 27, 2020 with respect to the outcome of the pilot project relative to the installation of shields and associated safety equipment for transit buses; AND THAT consideration be given at that time to moving this project forward in the 2020 budget year; AND THAT if grant funding is not received, costs will be allocated from MTO Transit Capital Fund – $143,164, Obligatory Dedicated gas tax (PGT) – $200,000 and $160,836 from the Capital Transit Reserve Fund.

THAT the motion relative to Evergreen United Request for Funding be amended by replacing the third paragraph with the following: “AND THAT the $20,000 of funding be added to the 2020 Operating Budget for Community, Youth and Cultural Funding Program;”

With respect to the decrease in funding to Evergreen as a result of the discontinued Community Social Reinvestment Program from TBDSSB, we recommend that funding of $20,000 be committed to Evergreen within the 2020 Proposed Budget; AND THAT these dollars be in addition to funding approved by the Community, Youth and Cultural Funding Program; AND THAT the $20,000 of funding be added to the 2020 Operating Budget for Community, Youth and Cultural Funding Program; AND THAT any necessary by-laws be presented to City Council for ratification.

With respect to the memorandum from Ms. K. Dixon, Director of Engineering & Operations, dated January 27, 2020, we recommend that $1,106,000 be held in the Infrastructure & Operations Capital budget until Administration reports back relative to the Boulevard Lake Dam Rehabilitation Project and other associated work on or before March 2, 2020 Committee of the Whole meeting.

With respect to Report No. R 1/2020 (Corporate Services & Long-Term Care – Financial Services) we recommend that hiring for all vacant positions in the City of Thunder Bay be suspended until receipt of the Phase 2 Program and Services Review; PAGE 7 OF 31 AND THAT the City Manager be tasked with approval of any necessary hires and consider for each hire whether the position: is required to achieve client to service ratios (i.e. Day Nurseries Act); is required to ensure the City is compliant with other statutory or regulatory requirements; is necessary to maintain CTB mandated operations service levels (i.e. emergency services, Pioneer Ridge, transit, etc); receives 100% funding from external sources; if left vacant would expose the City to significant potential loss or liability; and is suitable for employees requiring temporary or permanent accommodation. AND THAT the City Manager report back to City Council on the savings realized as a result of this course of action on or before June 29, 2020.

THAT the amending motion relative to Transit Mechanics – 2 FTEs be deferred to the February 10, 2020 City Council meeting.

With Respect to the Proposed 2020 Operating Budget – (Infrastructure and Operations – Parks and Open Spaces), we recommend that the proposed expansion of 1.1 FTEs in Infrastructure and Operations (Parks) be eliminated in the 2020 budget; AND THAT Administration be directed to report back to Council on or before April 30, 2020 with recommendations on how service levels in lesser used Parks can be altered to accommodate this reduction; AND THAT $59,600 allocated to this expansion be reallocated to renewal and/or maintenance of city infrastructure; AND THAT administration report back on or before March 2, 2020 relative to projects that can be captured by these funds.

With Respect to the Proposed 2020 Operating Budget – (Infrastructure and Operations), we recommend that the proposed expansion of 0.7 FTE in Infrastructure and Operations (Roads) be eliminated and that Administration be directed to report back to Council prior to budget ratification on net impacts on service levels city wide; AND THAT $40,100 allocated to this expansion be reallocated to renewal and/or maintenance of city infrastructure; AND THAT administration report back on or before March 2, 2020 relative to projects that can be captured by these funds.

With Respect to the Proposed 2020 Operating Budget, we recommend that the proposed 2020 Travel and Training Budget totaling $1 046 900 (as per the January 20, 2020 memo from L. Paradis, Manager, Budgets & Long Term Planning) be reduced by $50, 000; AND THAT these funds be reallocated to capital renewal and/or maintenance of city infrastructure; AND THAT administration report back on or before March 2, 2020 relative to projects that can be captured by these funds.

THAT the motion relative to Whalen Building be amended by changing the reduction amount from $50,000 to $100,000.

With Respect to the Proposed 2020 Operating Budget – (Community Services – Asset Management Division), we recommend that the proposed 2020 reserve fund contribution of $351,600 allocated to the Whalen Building be reduced by $100,000 and that these funds be reallocated to capital renewal and/or maintenance of public use assets owned by the City; AND THAT administration report back on or before March 2, 2020 relative to projects that can be captured by these funds; AND THAT Administration be directed to report back to Council on or before October 5, 2020 regarding options for potential divestment of the Whalen Office Building.

With Respect to the Proposed 2020 Operating Budget we recommend that the capital budget of $731,600 for the Thunder Bay Public Library be reduced by $50,000; AND THAT $50,000 be reallocated to the Community, Youth and Cultural Funding Program.

THAT the motion relative to Sister Cities be amended by adding the following paragraph after paragraph one: “AND THAT the $25,000 be used to fund the Community, Youth & Cultural Funding Program.”

In accordance with the Phase 1 Program and Services Review, that the proposed 2020 budget for the Sister Cities committee be reduced by $25,000; AND THAT City Council cancel the existing program and refer the operation and oversight of this work to the Community Economic Development Commission for their consideration.

With Respect to the Committee Expenses budget allocated to City Council, we recommend that Administration be directed to examine ways to reduce meal costs including scheduling meetings outside of meal times where possible, decreasing the volume of food ordered, simplifying menus and seeking efficiencies to reduce the $32,000 meals budget; AND THAT Administration report back to Council with options and recommendations on or before May 25, 2020.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: City Manager & Development and Emergency Services Administrative reduction of $68,300 (telecom, postage, printing, mileage, advertising, parking, reports, resource material).

THAT the motion relative to Reduction - Councillor Budgets be amended by replacing “reduction of $6000” with “reduction of $5000 from At Large Councillors’ budgets”.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: City Council – Councillor’s Budgets, reduction of $6000.

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

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: City Manager - Corporate Strategic Services - Civic Pride Program not be renewed, reduction of $50,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendations from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: 8. MPAC fees, reduction of $15,700; 11. Long Term Care Wages budget adjustment to reflect recent actuals, reduction $25,000; 12. Thunder Bay Fire Rescue Training Wages budget adjustment to reflect recent actuals, reduction of $85,000; 18. SNEMS Propane - budget adjustment to reflect recent actuals, reduction of $9000; 19. Recreation, Culture and Municipal Child Care - adjust tax supported Municipal Child Care budget to reflect recent actuals, reduction of $50,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Thunder Bay Fire Rescue Overtime - Budget adjusted to reflect anticipated needs in the near future, reduction of $88,800.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Thunder Bay Fire Rescue Benefits, reduction $75,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: SNEMS Oxygen - recent changes to protocols have reduced oxygen use, reduction of $25,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: SNEMS Medications - recent changes to purchase arrangements have reduced cost, reduction of $10,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: CEDC Elimination of marketing and advertising/travel expansion, reduction of $36,300.

THAT the amending motion relative to 2020 Budget Revisions Options - 24. Reduce 1.0 Management Position Through Attrition, be amended by adding the following paragraph: “AND THAT the $100,000 be put into the General Capital Reserve Fund.”

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 2: Reduce 1.0 Management position through attrition, reduction of $100,000.

THAT the amending motion relative to Fuel Farm be amended by deleting the following paragraph: “AND THAT Administration report back on the feasibility of moving to one central fuel farm.”

With Respect to the budget allocated to the upgrade of the fuel farm, we recommend that the funds allocated to this project be held until the outcome of the Program and Service Review on or before June 22, 2020.

THAT the amending motion relative to MyTBay be deferred to the February 10, 2020 City Council meeting.

THAT the hour being 12:00 a.m., we continue with the business at hand.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Legal services reorganization, reduction of $190,000 for 0.7 FTE, reduction in legal external fees and insurance claims.

THAT the motion relative to Increase to the General Capital Reserve Fund for Approved Infrastructure Projects in 2020 be amended by changing the amount from $515,000 to $265,300.

With respect to Report No. R 1/2020 (Corporate Services & Long-Term Care – Financial Services) we recommend that $515,000 be added to the General Capital Reserve Fund in 2020; AND THAT Administration report back with additional recommended tax supported infrastructure projects for 2020 using these funds.

With respect to the 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020, we recommend that City Council proceed with review of the remaining items on the list.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Reduce contribution to Municipal Accessibility Advisory Committee to reflect actuals, reduction of $4,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Remove 2020 Municipal Benchmarking Network Canada membership fee, reduction of $18,900.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: PAGE 24 OF 31 Schedule 1: 9. Reduce 0.33 FTE – Part Time Meals on Wheels Assistant, Jasper Place, reduction of $16,700; 10. Reduce 0.33 FTE – Casual Administrative Assistant, Jasper Place, reduction of $22,300.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Reduce Thunder Bay Fire Rescue budget by $15,000 for MTC radio and repair.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: 20. Reduction of Community, Youth and Culture Program funding – Project Grants, reduction of $10,000; 21. Reduction of Street/Event Development Grant funding, reduction of $10,000.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 1: Reduction of Youth/Teen Program, building rental budget, reduction of $15,000.

That the motion relative to Incident Reporting be deferred to the February 10, 2020 City Council meeting.

THAT the hour being 1:00 a.m., we continue with the business at hand.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 2: Adjust Transit compensation budget to align with actual expenditures, reduction of $76,700.

With Respect to the Proposed 2020 Operating Budget, we recommend that City Council accept the following recommendation from Administration’s 2020 Budget Revisions Options memorandum from Mr. Norm Gale dated January 24, 2020: Schedule 2: Eliminate rat education program, reduction of $5,000.

With respect to the Eye on the Street Program, we recommend that Administration hold on any capital purchases aside from critical repairs until such time that a report on the future of this program can be received by Council on or before March 2, 2020.

With respect to Report No. R 1/2020 (Corporate Services and Long Term Care - Financial Services), please find below an amended resolution detailing the amendments as approved by Committee of the Whole at the January 29, 2020 Special Committee of the Whole meeting. AND THAT the 2020 General Municipal Tax Supported Operating Budget be approved at $306,856,000 gross and $236,530,800 net; AND THAT the following Business Improvement Area levies be approved: 1. Waterfront District B.I.A. $81,500 2. Victoria Avenue B.I.A. $60,000; AND THAT the 2020 General Municipal Tax Supported Capital Budget be approved at $46,640,800 gross with financing as follows: Capital Financed by the Tax Levy (before EIRP and Debenture) 14,055,400 Enhanced Infrastructure Renewal Program (EIRP) 8,440,600 Less Debenture Debt (7,284,400) Net Capital Financed by the Tax Levy $15,211,600 Debenture Debt $7,284,400 Reserve & Reserve Funds: Capital Transit 295,900 CIT 457,900 Clean Green and Beautiful 320,000 Corporate Energy Innovation 45,000 Dedicated Gas Tax (Obligatory) 958,600 PAGE 28 OF 31 EMS Facility 20,000 EMS Vehicle & Equipment 915,000 Federal Gas Tax (Obligatory) 6,547,100 Fifty-Five Plus Centre Endowment 150,000 Fuel Farm 20,000 Ontario Community Infrastructure Fund (OCIF) 5,490,000 Recreation Trails 39,500 Renew Thunder Bay 400,000 Whalen Building 200,000 $15,859,000 Subsidy: Disaster Mitigation & Adaptation Funding 400,000 Investing in Canada Infrastructure Program (ICIP) - Transit Stream 6,328,000