MINUTES

CORPORATE SERVICES AND ECONOMIC DEVELOPMENT COMMITTEE

REGIONAL MUNICIPALITY OF OTTAWA-CARLETON

CHAMPLAIN ROOM

21 MARCH 2000 - 3:00 P.M.

 

PRESENT

Chair: R. Chiarelli

Members: R. Cantin, B. Hill, G. Hunter, P. Hume, A. Loney, M. Meilleur, W. Stewart, R. van den Ham

Regrets: D. Beamish

 

CONFIRMATION OF MINUTES

That the Corporate Services and Economic Development Committee confirm the Regular and Confidential Minutes of the 07 March 2000 meeting.

CARRIED

 

DECLARATIONS OF INTEREST

No declarations of interest were filed.

 

__________________________________________________________________________________

Notes: 1. Underlining indicates new or amended recommendations approved by Committee.

2. Reports requiring Council consideration will be presented to Council on 22 March 2000 in Corporate Services and Economic Development Committee Report Number 58 and on 12 April 2000 in Corporate Services and Economic Development Committee Report Number 60.

 

REGULAR ITEMS

CHIEF ADMINISTRATIVE OFFICER / ECONOMIC AFFAIRS

1. OTTAWA LIFE SCIENCES COUNCIL (OLSC) REQUEST FOR GRANT

- Executive Director, Economic Affairs, report dated 13 Mar 00

Councillor B. Hill pointed out this is the second time the Ottawa Life Sciences Council (OLSC) has requested funding, once during the 2000 budget deliberations when it received a grant and presently. She wanted to know whether the present situation is the result of management difficulties. Mr. Ken Lawless, Executive Director of the OLSC, replied that the agency did not foresee the impact of three large projects which came its way after it submitted its budget to the Region in October 1999. The projects are the Life Sciences Technology Park, the Bioproducts Institute and the Ottawa Biotechnology Incubation Centre. In addition, the agency was informed that the Ontario Development Corporation will no longer provide funds to support the marketing of the Technology Park, and this amounts to a loss of $42,000. The land is now being transferred to the City of Ottawa under a 1991 agreement. Councillor Hill said she could not support the grant request, and that she will await with interest the report of the consultant reviewing the agencies involved in economic development as part of the Plan for Economic Generators.

Councillor G. Hunter said he couldnít make it "add up" that the Region should be providing additional funds to the OLSC when the technology park will be turning over to the City of Ottawa through the loss of provincial funding. He indicated there is no certainty this will be one-time funding only, since these projects will continue for the next year or two. Councillor Hunter referred to a recent "bail out" of Ottawa Tourism, pointing out this took the form of a loan or an advance against future grants, not a grant such as the one being proposed for the OLSC.

Councillor R. Cantin said the best argument for continuing to support the OLSC is that it is part of the cluster which has been identified by The Ottawa Project, and the Region should do what it can to facilitate this initiative.

The Committee then considered the staff recommendation:

That the Corporate Services and Economic Development Committee recommend Council approve a one-time grant of $95,000 to the Ottawa Life Sciences Council to support their operations for the year 2000.

CARRIED

(B. Hill, G. Hunter dissented)

ENVIRONMENT AND TRANSPORTATION

2. WOODROFFE AVENUE SAFETY IMPROVEMENTS

cHANGE IN SCOPE - CONTRACT NO. ETL99-6046

- Environment and Transportation Commissionerís report dated 25 Feb 00

That the Corporate Services and Economic Development Committee and Council approve an increase in Contract ETL99-6046 for the provision of additional engineering services to Stantec Consulting Limited, Ottawa, in the amount of $40,018, bringing the revised contract total to $257,763.

CARRIED

3. ALVIN HEIGHTS PULLBACK SEWER REPLACEMENT

CONTRACT NO. 98-203

- Environment and Transportation Commissionerís report dated 18 Feb 00

That the Corporate Services and Economic Development Committee and Council approve:

1. The award of Contract No. 98-203 to Taggart Construction Ltd., Ottawa, for the replacement of the Alvin Heights Pullback Sewer and RCAF Forcemain replacement, for a contract provision of $3,091,990;

2. The increase to the budget authority from $2,270,000 to $3,650,000 in Internal Order No. 900231, Alvin Heights/Rockcliffe Air Base Sewer Area Study;

3. The transfer of funds in the amount of $1,380,000 from Internal Order No.900234, Collector Sewers Rehabilitation Program to Internal Order No. 900231 Alvin Heights/Rockcliffe Air Base Sewer Area Study.

CARRIED

4. REGIONAL RADIO COMMUNICATIONS SYSTEM

CONTRACT EXTENSION

- Environment and Transportation Commissionerís report dated 14 Mar 00

Councillor van den Ham wanted to know why the Region continues to use a consultant and whether the purchase of a system shouldnít include installation and customer satisfaction. The Director, Mobility Services, Environment and Transportation Department, Doug Brousseau, replied that, ideally, this should be the case, but it is not. He indicated that the system is not totally functional, that the contract with the supplier is not completed and there is not the in-house expertise to deal with this matter. Councillor van den Ham expressed the hope there could be an adjustment in the final price if the system is not performing to specifications. Mr. Brousseau indicated there have been exhaustive negotiations with the supplier to the highest staff level. The department is taking into consideration the inability of the supplier to deliver what was contracted for while at the same time continuing to develop a relationship with him.

Replying to a question from Councillor R. Cantin, Mr. Brousseau indicated it was a negotiating team that recommended the product. The deciding factor was this was the only firm that could provide a digital system and provide it in a more timely manner than its competitors. Councillor Cantin asked if part of the contract was that the system be fully functional. Mr. Brousseau replied in the affirmative, adding that staff have not given up on this requirement. He pointed out that the system is in place and operating extremely well, but the Region wants more out of it and is retaining the expertise to achieve this goal. Councillor Cantin asked that staff clarify whether the Region contracted for something knowing the deliverables or whether it is trying to get more than contracted for in the first place. Mr. Brousseau indicated some of the things staff have been dealing with include changes in design concept and the fact that the supplier has gone to a different way of delivering the system. He reiterated that staff are holding the vendor accountable for delivering the system. Mr. Brousseau noted that the consultantís work may be over by the end of 2000 and this contract may not reach the upset limit foreseen in the report. When the work is completed, a proposal will come forward for staff to run the system. Councillor Cantin questioned whether the upcoming amalgamation will mean having to start over in order to incorporate all other systems. Mr. Brousseau responded by saying staff see the new City of Ottawa as an opportunity for more business for the regional system and it will not be a problem to accommodate additional users.

That the Corporate Services and Economic Development and Council approve a contract extension to Kevin B. Nauss and Associates, Kanata, to provide engineering contract co-ordination and system design services in the amount of $150,000, bringing the total contract provision up to $500,000.

CARRIED

      1. Hunter dissented)

 

5. DISPOSITION OF SINKING FUND SURPLUS

AND DISCONTINUANCE OF LEVY

- Finance Commissionerís report dated 06 Mar 00

Councillor G. Hunter asked whether this meant that $2.5 million less will need to be levied from taxpayers. The Finance Commissioner, J. LeBelle, replied in the affirmative.

Councillor Hunter requested that, in light of the emergence of the new City of Ottawa, there be mechanisms in place to ensure these savings are not seen as a $25 million windfall for transition. Mr. LeBelle indicated that staff, working with Transition Board member D. Muir, have begun considering the development of "templates" that will allow the tracking, not only of transition costs but also of transition savings. He posited that being able to track property taxes in year 2000 versus in subsequent years could become a convoluted exercise and items could easily be mixed together. Councillor Hunter emphasized that naturally occurring savings such as the ones listed in the report, which are the result of the strong fiscal management and resolve of both staff and Regional Councils, should be excluded from the transition equation. Mr. LeBelle said staff may also want to exclude decisions taken by a new Council about increasing certain program costs in response to community requirements. He added that if these costs are not kept separate, they become a net to the savings.

That the Corporate Services and Economic Development Committee recommend Council approve:

1. The distribution of a sinking fund surplus in the amount of $620,691.10, in respect of by-law 167 of 1989, be distributed to the City of Ottawa and that the surplus amount be used in accordance with Section 116 (44.1) of the Regional Municipalities Act;

2. The discontinuance of the final sinking fund levy, in the amount of $2,500,000.00 to be made on June 25, 2001 in respect of the debentures authorized under by-law 126 of 1991 in accordance with Section 116 (42) of the Regional Municipalities Act R.8.

CARRIED

 

INFORMATION TECHNOLOGY OFFICE

6. PURCHASE OF SYSTEMS SUPPORT SERVICES FOR SAP

- Executive Director, Information Technology Office,

report dated 13 Mar 00

That the Corporate Services and Economic Development Committee, and Council approve:

    1. The purchase of SAP R/3 consulting services from IBM Canada Ltd., to assist with the software upgrade from version 4.0b to 4.6b at a cost not to exceed $210,000.
    2. The purchase of SAP R/3 application 3rd level support services from IBM Canada Ltd., Ottawa, Ontario, for the period of April 1, 2000 to March 31, 2001 at a cost not to exceed $225,000.

CARRIED

SOCIAL SERVICES

7. OVERBROOK-FORBES COMMUNITY RESOURCE CENTRE

RENOVATIONS FUNDING REQUEST

- Social Services Commissionerís report dated 29 Feb 00

Councillor R. van den Ham expressed the view the amount requested is high for a renovation. The Social Services Commissioner, D. Stewart, replied that the space is a former school which needs substantial renovations which staff view as legitimate costs. Councillor van den Ham wanted to know whether others sharing the building will assist with the cost of items such as a central air conditioning system. Mr. Stewart replied that the arrangement anticipates a long-term occupancy with secure tenancy, and, under those conditions, central air conditioning is considered a must-have, and not a frill.

Councillor W. Stewart sought assurances that the approval of these funds would not delays in completing the network of CRCs in the Hunt Club/Riverside Park area. Commissioner Stewart said there should be no delay. He noted that the Department has increased the annual operating grant to the South East Ottawa Community Resource Centre to $90,000 to ensure the provision of service to the Hunt Club/Riverside Park catchment area. Mr. Stewart added that the biggest impediment is that there is no real estate opportunity available in the area. Councillor Stewart emphasized that the need is growing and that CRCs are fundamental to the basic network of service the Region provides. She expressed the hope this resource will be available in the new City of Ottawa.

Councillor G. Hunter made reference to the 18 or 19 year pay-back and he wanted to know what was the length of the lease, since this is not mentioned in the report. Commissioner Stewart indicated there is a ten-year occupancy requirement, to ensure a return on investment. Councillor Hunter asked whether the participating agencies had explored the possibility of purchasing a property, in the same manner as the proponents of the Under One Roof project. Mr. Stewart replied that none of the agencies approached the Department with regard to this site: had they done so, the Department would have encouraged them to take a similar approach to the one taken for Under One Roof.

Councillor J. Legendre, the regional ward councillor, pointed out this is a large building with the potential for other agencies to become attached to the property. He added that the Resource Centre has been looking for a more appropriate locale, and the proposed site represents an ideal opportunity for relocation.

The Committee then considered the following recommendation:

That the Corporate Services and Economic Development Committee recommend Council approve a one-time grant from the Region Wide Capital Reserve Fund in the amount of $270,000 towards renovation costs associated with the move of Overbrook-Forbes Community Resource Centre.

CARRIED

 

INFORMATION PREVIOUSLY DISTRIBUTED

1. RECORD OF TENDER OPENINGS

JANUARY AND FEBRUARY 2000

(AS PER CORPORATE POLICY MANUAL SECTION 4.6.6)

- Regional Clerkís memorandum dated 02 Mar 00

Speaking to the tender for Weather Matting (R-01400-36040-T01), Councillor W. Stewart asked that staff comment on why one bid is substantially higher than all the others. She also felt that the change in service providers has resulted in the Region getting less for less. Councillor R. Cantin asked when the new maintenance/cleaning contract would be let, noting this is an area where reductions have had a negative impact in this building. The Director, Property Services, Rob Ennor, said the requested information will be provided to the Councillors.

 

INQUIRIES

1. STREET NAME CHANGES

Councillor G. Hunter asked that the Chief Administrative Officer report back on how to achieve "street name peace" with a minimum of disruption, a minimum of cost and with due consideration to the safety issues related to 9-1-1. The Councillor emphasized the need for minimum disruption and costs, as this didnít appear to be the tone of those speaking on behalf of the Regional Corporation, to date. Councillor R. Cantin, the regional representative on the 9-1-1 Management Board, provided additional information on Bell Canadaís requirements in this regard. He noted the only urgency resides in the fact there are two Albert Streets and two Church Streets in Cumberland and Osgoode and the Public Emergency Reporting Service (PERS) only recognizes one in each municipality. Councillor van den Ham agreed with Councillor Hunter that this is a volatile issue. He posited that street name changes can be accommodated through the cooperation of all parties and he stressed the need to look at this issue in a comprehensive manner.

2. PUBLICATION OF CONFIDENTIAL AGENDA ITEMS

Councillor W. Stewart asked whether the Region has a policy about publishing confidential agenda items, as a way of advising the parties when items that may affect their quality of life are being considered by a committee. Mary Jo Woollam, the Regional Clerk, indicated it has never been the practice to publish in-camera items in the newspapers. Chair Chiarelli pointed out some items are published in advance with an indication there may need to be an in-camera briefing for the committee. Councillor Stewart expressed her concern about this situation. She noted there are persons, outside the principals, who will be affected by one of the items on todayís Confidential Agenda and they do not know this might be their only opportunity to address Council before a decision is made. The Councillor said she did not think this was a correct and transparent way of doing business.

 

CONFIDENTIAL AGENDA

Moved by R. Cantin

That the Corporate Services and Economic Development Committee move In-Camera, pursuant to Section 11, c) and f) of the Procedure By-law (112 of 1994), respectively, a proposed or pending acquisition of land for the purposes of the Regional Corporation and the receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

CARRIED

Moved by W. Stewart

That the Corporate Services and Economic Development Committee resume into Open Session to consider the following Motion:

That Council direct staff to explore the options regarding the three vacant lots at 4120 Riverside Drive including negotiating their purchase - subject to reporting back to Committee and Council.

CARRIED

(B. Hill, G. Hunter dissented)

ADJOURNMENT

The meeting adjourned at 4:00 p.m.

 

NEXT MEETING

04 April 2000

 

 

 

 

 

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A/CO-ORDINATOR CHAIR