Finance and Economic Development Committee MINUTES 21 Tuesday, 5 June 2012, 9:30 a.m. Andrew S. Haydon Hall, 110 Laurier Avenue West Present: Chair : Mayor J. Watson Councillors P. Clark (Vice-Chair ), R. Chiarelli, D. Deans, K. Egli, A. Hubley, P. Hume, M. McRae, M. Taylor, M. Wilkinson Regrets: Councillor D. Thompson (City Business) CONFIRMATION OF MINUTES Minutes 20 - Finance and Economic Development Committee meeting of 1 May 2012 CONFIRMED DECLARATIONS OF INTEREST There were no declarations of interest. COMMUNICATIONS Responses to Inquiries:: Council Inquiry CC 06-12: Bond Companies RECEIVED AUDIT SUB-COMMITTEE 1. QUALITY ASSURANCE REVIEW – OFFICE OF THE AUDITOR GENERAL ACS2012-CMR-OCM-0002 CITY-WIDE REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council receive the attached Office of the Auditor General Quality Assurance Review report prepared by PricewaterhouseCoopers LLP. CARRIED 2. OFFICE OF THE AUDITOR GENERAL (OAG) – RESPONSE TO THE QUALITY ASSURANCE REVIEW ACS2012-OAG BVG-0001 CITY-WIDE REPORT RECOMMENDATIONS That the Finance and Economic Development Committee recommend Council: 1. Approve the OAG’s response to the Quality Assurance Review, including the adoption of City of Ottawa OAG Audit Standards as contained in this report and as outlined in Document 1; and 2. Direct that the OAG work with the City Clerk and Solicitor to bring back amendments to the By-law governing the OAG, highlighting the changes to same. CARRIED 3. 2011 CITY OF OTTAWA CONSOLIDATED FINANCIAL STATEMENTS ACS2012-CMR-FIN-0020 CITY-WIDE REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council approve the 2011 City of Ottawa Consolidated Financial Statements. CARRIED 4. SINKING FUND FINANCIAL STATEMENTS AND DISTRIBUTION OF SURPLUS ACS2012-CMR-FIN-0021 CITY-WIDE REPORT RECOMMENDATIONS That the Finance and Economic Development Committee recommend Council approve: 1. The Sinking Fund Financial Statements for 2011; and 2. The distribution of the sum of $1,671,412.36 from the City of Ottawa Sinking Fund representing the surplus in excess of the debenture commitment authorized by By-law 33 of 1991 which matured on February 28, 2011, to the City of Ottawa. CARRIED CITY MANAGER’S OFFICE 5. QUARTERLY PERFORMANCE REPORT TO COUNCIL, Q1: JANUARY 1 – MARCH 31, 2012 ACS2012-CMR-OCM-0013 CITY-WIDE REPORT RECOMMENDATIONS 1. That the Finance and Economic Development Committee receive the attached report and refer it for review and discussion at the following standing committee meetings: * Transportation Committee – June 6, 2012 * Planning Committee – June 12, 2012 * Environment Committee – June 19, 2012 * Community and Protective Services Committee – June 21, 2012 * Agriculture and Rural Affairs Committee – June 28, 2012 2. That Council receive the report for information on July 11, 2012 once it has been reviewed by standing committees. MOTION FED 21/01 Moved by Councillor M. Taylor WHEREAS, on 1 June 2012, staff issued a REVISED page 15 with respect to the above-noted item; AND WHEREAS the above-noted report references June 28, 2012 as the date for consideration by the Agriculture and Rural Affairs Committee (ARAC); AND WHEREAS the next ARAC meeting has been rescheduled from June 28, 2012 to June 25, 2012; THEREFORE BE IT RESOLVED THAT the Finance and Economic Development Committee receive and consider the REVISED version of the above-noted report; AND BE IT FURTHER RESOLVED that the schedule for Standing Committee consideration be amended to reflect the change in the ARAC meeting schedule. CARRIED The report recommendations were then put to Committee and CARRIED, as amended by Motion FED 21/01. CITY CLERK AND SOLICITOR DEPARTMENT SERVICES DU GREFFIER MUNICIPAL ET DU CONTENTIEUX 6. APPOINTMENTS TO THE BANK STREET BUSINESS IMPROVEMENT AREA BOARD OF MANAGEMENT ACS2012-CMR-CCB-0049 Somerset (14) REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council approve the appointment of David Nixon and Ian Capstick to the Bank Street Business Improvement Area Board of Management for the term expiring November 30, 2014. CARRIED 7. STATUS UPDATE - INQUIRIES, MOTIONS AND DIRECTIONS TO STAFF ACS2012-CMR-CCB-0048 CITY-WIDE REPORT RECOMMENDATION That the Finance and Economic Development Committee receive this report for information. RECEIVED 8. THE ORDER OF OTTAWA ACS2012CMR-CCB-0047 CITY-WIDE REPORT RECOMMENDATIONS 1. That the Finance and Economic Development Committee recommend that Council approve the creation of the “Order of Ottawa” as outlined in this report; and 2. That the Chief of Protocol be directed to develop the administrative procedures to implement this program on an on-going basis. CARRIED CITY TREASURER AND FINANCE 9. 2011 INVESTMENT AND ENDOWMENT REPORT ACS2012-CMR-FIN- 0026 CITY-WIDE REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council receive this report on the results of the City’s investments for 2011 as required by Ontario Regulation 438/97 as amended to Regulation 373/11, Section 8 (1), and the City’s Investment Policy. CARRIED 10. FINANCING LEASE AGREEMENTS 2011 ACS2012-CMR-FIN-0025 CITY-WIDE/À L’ÉCHELLE DE LA VILLE REPORT RECOMMENDATION That Finance and Economic Development Committee and Council receive this report on outstanding Lease Financing Agreements as at 31 December 2011 as required by Ontario Regulation 653/05 amended to Regulation 291/09 and the City’s Debt and Financing Policy. RECEIVED 11 2013 PROPOSED BUDGET PROCESS AND TIMETABLE ACS2012-CMR-FIN-0022 CITY-WIDE REPORT RECOMMENDATIONS That the Finance and Economic Development Committee recommend Council approve: 1. The process and timetable for developing and approving the 2013 budget, as outlined in this report; 2. That Council only consider budgets from the various boards that are within the tax increase envelopes identified within this report; and 3. Direct each Standing Committee to work within the funding envelope for the budgets in their mandates, and that any additions to the budget will require offsetting reductions. MOTION FED 21/02 Moved by Councillor A. Hubley WHEREAS the above-referenced report lists the following with respect to the schedule and locations for Budget Consultation Meetings (Document 1); 3 - Budget Consultation Meetings (Week of Oct 29 - Nov 2) - 4 meetings * South / Rural South – Rideau Community Centre Gymnasium 7:00-9:00pm Oct 29 Mon * West / Rural West - Holy Trinity Catholic School Cafetorium 7:00-9:00pm Oct 30 Tues * East / Rural East - Shenkman Arts Centre Richcraft Theatre 7:00-9:00pm Nov 1 Thurs * Central - City Hall Council Chambers 4:00-6:00pm Nov 2 Fri AND WHEREAS, while confirming the various dates and venues, staff has encountered a number of logistical issues, and need more time to finalize the schedule; THEREFORE BE IT RESOLVED that the Finance and Economic Development Committee recommend Council accept the schedule listed in the report as being “DRAFT”,  and delegate the authority to finalize and publish the confirmed schedule to the City Treasurer, in consultation with Members of Council. CARRIED The report recommendations were then put to Committee and CARRIED, as amended by Motion FED 21/02. DIRECTION TO STAFF: That staff look at making arrangements for the South Ottawa Budget Consultation meeting to be held at the Nepean Sportsplex, which was felt to be a more accessible and well-known location. PLANNING AND INFRASTRUCTURE REAL ESTATE PARTNERSHIPS AND DEVELOPMENT OFFICE 12. SALE OF LAND - REDMOND PLACE (CLOSED) ACS2012-CMR-PAI-0013 Capital (17) REPORT RECOMMENDATIONS That the Finance and Economic Development Committee recommend that Council: 1. Declare as surplus to the City’s needs a parcel of non-viable vacant land described as that portion of Redmond Place situated adjacent to the westerly limit of Lot A, Registered Plan 68, City of Ottawa shown hatched on Document 1; and 2. Approve the sale of the land outlined in Recommendation 1, subject to any easements that may be required, to 2290619 Ontario Inc. for $120,000 plus HST pursuant to an Agreement of Purchase and Sale that has been received. Mr. Robin Souchen, Manager, Realty Services, spoke to a PowerPoint presentation, which served to provide Committee with an overview of the staff report. A copy of his presentation is held on file with the City Clerk. Committee heard from the following public delegations: * Paulette Martel, resident of Kings Landing; * Janet Bradley, Borden Ladner Gervais, representing the owner of the property at 99 Greenfield Avenue; * Steve Furr, resident of Kings Landing; * Greg Meeds, Vice Hunter Labrosse, representing the property owners at 25, 27 and 36 Kings Landing; * Emmy Verdun, Kings Landing Co-tenancy Committee; * Brian Madden, Legion Branch 595; * Eric MacMillan, resident of Kings Landing; and * Siobhan Devlin, resident of Kings Landing. Committee also received the following written submissions, copies of which are held on file with the City Clerk: * Schedule “C” – Legal Description of the Co-Tenancy Interest (map) from Ms. Paulette Martel; * E-mail and attachment from Janet Bradley dated 5 June 2012; * E-mail from Michelle Demers and David Morley dated 3 June 2012; * E-mail and attachment from John Dance dated 3 June 2012; * E-mail and attachments from Janet Bradley dated 1 June 2012; * Letter from James Davidson (via e-mail from Carol Slack) dated 3 June 2012; * Letter from Brian Madden, President of the Royal Canadian Legion, Strathcona Branch 595 dated 4 June 2012; * Letter and attachments from Michel Duhamel, President, Kings Landing Co-Tenancy, dated 31 May 2012; and * E-mail from François Gagnon dated 6 June 2012. After hearing from the public delegations, staff responded to questions from Committee members with respect to the report. Following these exchanges, the report recommendations were put to Committee and CARRIED as presented. 13. REVENUE LEASE OF RETAIL SPACE FOR 51 YORK STREET IN THE BYWARD MARKET ACS2012-PAI-REP-0016 Rideau – Vanier (12) REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council authorize the Director of the Real Estate Partnerships and Development Office to execute a revenue lease agreement for 5,125 square feet, comprising 2,525 square feet of ground floor space and 2,600 square feet of basement floor space, at 51 York Street with a net rent of $959,990, plus HST over a ten (10) year term. CARRIED 14. REVENUE LEASE OF RETAIL SPACE FOR 5 BYWARD STREET IN THE BYWARD MARKET PARKING GARAGE BUILDING ACS2012-PAI-REP-0017 Rideau – Vanier (12) REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council authorize the Director of the Real Estate Partnerships and Development Office to execute a revenue lease agreement for 3,476 square feet, being 1,560 square feet of ground floor space and 1,916 square feet of basement space at 5 ByWard Street, in the ByWard Parking Garage Building for a term of ten (10) years with a total net revenue of $548,472 plus HST for the term. CARRIED 15. RENEWAL OF A REVENUE LEASE OF APPROXIMATELY 20,000 SQUARE FEET OF COMMERCIAL SPACE AT 2670 QUEENSVIEW DRIVE ACS2012-PAI-REP-0018 Bay (7) REPORT RECOMMENDATION That the Finance and Economic Development Committee recommend Council authorize the Director of the Real Estate Partnerships and Development Office to execute a revenue lease renewal agreement for 20,000 square feet of commercial space at 2670 Queensview Drive for a term of five (5) years with a total net revenue of $1,339,000 plus HST for the term. The tenant is responsible for its proportionate share of operating expenses and property taxes. CARRIED INFORMATION PREVIOUSLY DISTRIBUTED A. REPORT TO COUNCIL ON ONTARIO ASSOCIATION OF POLICE SERVICES BOARDS WHITE PAPER ENTITLED “PROVINCIAL OFFENCES ACT – UNPAID FINES: A $BILLION PROBLEM” (THE “WHITE PAPER”) AND OTHER ACTIVITIES RELATED TO THE COLLECTION OF PROVINCIAL OFFENCES ACT FINES ACS2012-CMR-FIN-0023-IPD CITY-WIDE RECEIVED B. CITY OF OTTAWA MERCHANDISING PROGRAM ACS2012-COS-SOD-0001-IPD CITY-WIDE RECEIVED IN CAMERA ITEMS* 1. COLLECTIVE BARGAINING - CUPE LOCAL 503 INSIDE/OUTSIDE - RATIFICATION OF TENTATIVE AGREEMENT –- IN CAMERA - REPORTING OUT DATE: UPON RATIFICATION OF THE AGREEMENT BY COUNCIL CITY-WIDE Verbal presentation ADDITIONAL ITEM 2. VERBAL PRESENTATION ON MPE ECONOMIC ADJUSTMENT – IN CAMERA - REPORTING OUT DATE: FOLLOWING COUNCIL APPROVAL CITY-WIDE Verbal presentation That the Finance and Economic Development Committee approve the addition of this item for consideration by the Committee at today’s meeting, pursuant to Section 84(3) of the Procedure By-law. CARRIED That the meeting of the Finance and Economic Development Committee move In Camera pursuant to Subsections 13. (1) (d) labour relations or employee negotiations; and (f) the receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose, of the Procedure By-law (By-law 2006-462), as amended, to receive a verbal presentations with respect to: a) Ratification of the Tentative Agreement reached with the Canadian Union of Public Employees, Local 503 (CUPE 503) Inside/Outside; and b) The MPE Economic Adjustment. CARRIED * NOTICE * In Camera Items are not subject to public discussion or audience. Any person has a right to request an independent investigation of the propriety of dealing with matters in a closed session. A form requesting such a review may be obtained, without charge, from the City’s website or in person from the Chair of this meeting. Requests are kept confidential pending any report by the Meetings Investigator and are conducted without charge to the Requestor. ADJOURNMENT The Committee adjourned the meeting at 12:27 p.m. Original signed by Original signed by D. Blais Mayor J. Watson Committee Coordinator Chair FINANCE AND ECONOMIC DEVELOPMENT COMMITTEE MINUTES 15 6 DECEMBER 2011 ii COMITÉ DES FINANCES ET DU DÉVELOPPEMENT ÉCONOMIQUE PROCES-VERBAL 15 LE 6 DÉCEMBRE 2011 PAGE Notes: 1. Please note that these Minutes are to be considered DRAFT until confirmed by Committee. 2. Please note that any written or verbal submissions (including your name but excluding personal contact information) will form part of the public record and be made available to City Council and the public. 3. Unless otherwise noted, items requiring Council consideration will be presented to Council on 13 June 2012 in Finance and Economic Development Committee Report 21. FINANCE AND ECONOMIC DEVELOPMENT COMMITTEE MINUTES 21 5 JUNE 2012 11