Committee of the Whole

WITH RESPECT to the resolution to establish the Monday, May 2, 2022 Committee of the Whole – Closed Session, we recommend that the following reasons be added: “(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (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.”

THAT a Committee of the Whole – Closed Session meeting be scheduled for Monday, May 2, 2022 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; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; PAGE 2 OF 16 Committee of the Whole – Monday, May 2, 2022 (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.

WITH RESPECT to the May 2, 2022 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed; AND THAT the order of the agenda be amended to allow the Capital Projects Update Memorandum come forward at the commencement of Reports of Municipal Officers.

PAGE 6 OF 16 Committee of the Whole – Monday, May 2, 2022 WITH RESPECT to Report 2022CLS.012 (Human Resources & Corporate Safety), we recommend that a 2.0% general increase be applied effective January 1, 2022 and a 2.0% market adjustment be applied effective July 1, 2022 to all non-union managerial employees governed by Schedule A of the Non-Union Managerial By-Law, and that the Non-Union Managerial Salary Schedule be amended accordingly; AND THAT the Non-Union Managerial Salary Schedule be realigned as outlined in this report effective July 1, 2022; AND THAT the Non-Affiliated Salary Schedule be realigned as outlined in the report effective July 1, 2022; AND THAT a 2.0% general increase be applied to all non-affiliated employees effective January 1, 2022, and that the Non-Affiliated Salary Schedule be amended accordingly; AND THAT the mental health practitioners of Social Worker and Registered Psychotherapist be added to the paramedical coverage effective June 1, 2022 for non-union managerial employees and Members of Council; AND THAT the coverage for mental health practitioners of Psychologist, Social Worker and Registered Psychotherapist be increased to $800 annually per practitioner; AND THAT any necessary By-Laws be presented to Council for ratification.

WITH RESPECT to the Confidential Memorandum from City Clerk Krista Power dated April 26, 2022 relative to the current vacancy on the Thunder Bay Polices Services Board, we recommend that Councillor Shelby Ch’ng be appointed to fill this seat as prescribed by the Police Services Act; AND THAT once ratified, notice of this appointment be provided to the Thunder Bay Police Services Board by the City Clerk.

WITH RESPECT to the Memorandum from Kayla Dixon, Director - Engineering & Operations, April 21, 2022, we recommend the 2022 Capital Budget be revised as indicated in the memorandum to manage within the approved capital envelopes; AND THAT deferred projects identified in the Memorandum be included in the 2023 Capital Budget for consideration; AND THAT any necessary By-laws be presented to City Council for ratification.

WITH RESPECT to the Memorandum from Mayor Bill Mauro dated April 26, 2022, we recommend that Administration be directed to complete the work associated with Hot in Place work and road maintenance for larger miscellaneous patching of select arterials and collectors; PAGE 8 OF 16 Committee of the Whole – Monday, May 2, 2022 AND THAT the $1,800,000.00 cost required for this work be allocated from the General Capital Reserve fund pending the anticipated transfer of the 2021 year end surplus funds to this reserve fund; AND THAT any necessary by-laws be presented to Council for ratification.

WITH RESPECT to Report R 26/2022 (Infrastructure & Operations – Central Support), we recommend approval of the receipt and expenditure of funding from external sources including Northern Ontario Heritage Fund Corporation, Tree Chipping Revenue from Resolute, Environment and Climate Change Canada, Minister of Transport, Trans Canada Trail, The Friends of Chippewa Park and Conservatory Donations as outlined in this Report; AND THAT Appropriation Change Order No. 34 be approved; AND THAT the Mayor and the Clerk be authorized to sign any necessary documents relative to receipt of funding from the above noted funding sources; AND THAT any necessary By-laws be presented to City Council for ratification.

PAGE 9 OF 16 Committee of the Whole – Monday, May 2, 2022 WITH RESPECT to Report R 77/2022 (Infrastructure & Operations – Engineering and Operations), we recommend that Automation Now be awarded the work involved with automation of the gates at Boulevard Lake Dam at a cost of $199,738.28 plus HST; 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 R 39/2022 (Infrastructure & Operations – Engineering & Operations), we recommend that Contract 1, 2022 for Asphalt Resurfacing be awarded to Bruno’s Contracting [Thunder Bay] Limited, which submitted the lowest tender in the amount of $4,104,607.48 (inclusive of HST); it being noted 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 THAT the General Manager of Infrastructure and Operations report significant variations in the Contract quantities to City Council; 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.

PAGE 10 OF 16 Committee of the Whole – Monday, May 2, 2022 WITH RESPECT to Report R 40/2022 (Infrastructure & Operations – Engineering & Operations), we recommend that Contract 3, 2022 - Sewer and Watermain I be awarded to Makkinga Contracting and Equipment Rentals, which submitted the lowest tender in the amount of $6,320,669.13 (inclusive of HST); it being noted that the amount shown is based on estimated quantities; final payment for this Contract will be based on measured quantities for the complete work; AND THAT the General Manager of Infrastructure and Operations report significant variations in the Contract quantities to City Council; AND THAT the Mayor and Clerk be authorized to sign all documentation related to this matter; AND THAT Appropriation #10 be approved; AND THAT any necessary by-laws be presented to City Council for ratification.

WITH RESPECT to Report R 47/2022 (Infrastructure & Operations – Engineering & Operations), we recommend that Contract 5, 2022 for Asphalt Rehabilitation & Storm Sewer be awarded to Bay City Contractors, which submitted the lowest tender in the amount of $3,713,071.52 (inclusive of HST); it being noted 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 THAT the General Manager of Infrastructure and Operations report any circumstances to City Council should significant variation in the contract quantities occur; AND THAT the Mayor and Clerk be authorized to sign all documentation related to this matter; AND THAT Appropriation #11 be approved; AND THAT any necessary By-laws be presented to City Council for ratification.

WITH RESPECT to Report R 66/2022 (Infrastructure & Operations - Engineering & Operations) we recommend that Contract 7, 2022 for Balmoral Street Reconstruction, Phase III and Phase IV, be awarded to Bruno’s Contracting who submitted the lowest tender in the amount of $8,294,626.01 [inclusive of HST]; it being noted 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 THAT consulting engineering services be awarded to the firm of Hatch Engineering with an agreement approved in the amount of $314,404.42 [inclusive of HST] for construction administration and inspection associated with this contract; AND THAT the General Manager of Infrastructure 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 R 41/2022 (Infrastructure & Operations - Engineering & Operations) we recommend that Contract 12, 2022 for the Woodcrest Road Bridge Replacement, be awarded to LH North Ltd. who submitted the lowest tender in the amount of $1,921,188.92 [inclusive of HST]; it being noted that the amount shown is based on estimated quantities; final payment for this contract will be based on measured quantities for the completed work; PAGE 12 OF 16 Committee of the Whole – Monday, May 2, 2022 AND THAT consulting engineering services be awarded to the firm of KGS Consulting Group Ltd. with an agreement approved in the amount of $94,920.00 [inclusive of HST] for construction administration and inspection associated with this contract; AND THAT the General Manager of Infrastructure 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 R 80/2022 (Infrastructure & Operations - Engineering & Operations), we recommend that tree reimbursement requirements related to maintenance and construction activities initiated by Synergy North follow the proposed strategy outlined in this report; AND THAT continuous communication and education strategies be utilized by the City of Thunder Bay and Synergy North to advise residents of the potential risk of property buffer tree removals where trees are in close proximity to overhead power lines; AND THAT Outstanding Item 2017-029-INO Request to Save Trees on City Property be removed from the outstanding list; PAGE 13 OF 16 Committee of the Whole – Monday, May 2, 2022 AND THAT any by-laws as necessary be presented for ratification.

WITH RESPECT to Report R 82/2022 (Infrastructure & Operations – Engineering & Operations), we recommend that the proposed solid yellow Centerline Painting Standard for Multi-Use Trails recommended by Administration be adopted; AND THAT costs be included in the 2023 Capital Budget for Council’s consideration to implement a solid yellow Centerline Painting Standard on the existing Multi-Use Trail network in 2023; AND THAT the new Centerline Painting Standard be implemented on all new trails as they are constructed; AND THAT an increase in Parks & Open Spaces Operating Budget, currently estimated in the range of $11,000 – $33,000, be included starting in 2027 for Council’s consideration to re-paint approximately one fifth of the Multi-Use Trail centerlines annually; AND THAT any necessary by-laws be presented to Council for approval.

WITH RESPECT to Report R 78/2022 (Human Resources & Corporate Safety) we recommend that the annual adjustment increase percentage in paragraph one be changed from 2.35% to 1.5%.

WITH RESPECT to Report R 78/2022 (City Manager's Office – Human Resources and Corporate Safety Division) as per the direction of City Council in Report R 29/2018, we recommend that the remuneration for City Council be amended for the annual adjustment of half the rate of inflation for 2021 for Thunder Bay (2.35%); AND THAT this increase be retroactive to January 1, 2022; AND THAT Administration continue to present annual adjustments as directed that equal half the rate of inflation for the previous calendar year for Thunder Bay; AND THAT annual adjustments be presented to City Council for approval in conjunction with the annual review of By-law164-1989 (Non-union and Managerial Personnel of the Corporation of the City of Thunder Bay); PAGE 15 OF 16 Committee of the Whole – Monday, May 2, 2022 AND THAT any necessary by-laws be presented to City Council for ratification.