|
1. DELEGATION
OF AUTHORITY - REQUESTS FOR DONATION OF SURPLUS VEHICLES AND EQUIPMENT DÉLÉGATION
DE POUVOIR – DEMANDES DE DON DE VÉHICULES ET ÉQUIPEMENT EXCÉDENTAIRES |
COMMITTEE
RECOMMENDATIONS
That Council:
1.
Delegate
to Community and Protective Services Committee the authority to waive section
(41) (4) under the purchasing By-law in order to allow Committee to consider
donation requests for surplus stock.
2.
Subject
to approval of Recommendation 1 above, the exercise of this delegated authority
shall be reported to Council on an annual basis.
RecommandationS DU Comité
Que le
Conseil :
1.
délégue
au Comité des services communautaires et de protection le pouvoir de suspendre
l'application du paragraphe (41)(4) du Règlement
municipal sur les achats afin de lui permettre de prendre en considération les
demandes de don de matériel excédentaire;
2.
si la recommandation 1 ci-dessus est approuvée, de
recevoir un rapport annuel sur l'exercice du pouvoir délégué.
Documentation
1.
Deputy City Manager, City Operations report dated 14
April 2011 (ACS2011-COS-DCM-0001).
Report
to/Rapport au:
Community
and Protective Services Committee
Comité des services communautaires et de protection
and Council / et au Conseil
14 April 2011 / le 14 avril 2011
Submitted
by/Soumis par:
Steve Kanellakos,
Deputy City Manager/Directeur municipal adjoint,
City
Operations/Opérations municipales
Contact Person/Personne-ressource
: Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint,
City Operations/Opérations municipale
613-580-2424, ext./poste
25654,Steve.Kanellakos@ottawa.ca
|
Ref
N°: ACS2011-COS-DCM-0001 |
|
|||||||
REPORT RECOMMENDATIONS
That
the Community and Protective Services Committee recommend Council:
1.
Delegate
to Community and Protective Services Committee the authority to waive section
(41) (4) under the purchasing By-law in order to allow Committee to consider
donation requests for surplus stock.
2.
Subject
to approval of Recommendation 1 above, the exercise of this delegated authority
shall be reported to Council on an annual basis.
Que le Comité des services communautaires et de
protection recommande au Conseil :
1.
de déléguer au Comité des services communautaires et
de protection le pouvoir de suspendre l'application du paragraphe (41)(4) du Règlement municipal sur les achats afin de lui
permettre de prendre en considération les demandes de don de matériel
excédentaire;
2.
si la recommandation 1 ci-dessus est approuvée, de
recevoir un rapport annuel sur l'exercice du pouvoir délégué.
BACKGROUND
Over the years the city has been approached from
time to time to donate decommissioned vehicles to nonprofit charitable
organizations. These vehicles have been
used for agency programs within the city of Ottawa and some have been shipped
(at the expense of the requestor) to other countries for humanitarian and
compassionate reasons.
Section 41(4) of the City’s Purchasing By-law
2000-50 states that:
“the
sale of surplus furniture, vehicles, equipment, stock, supplies and other goods
and material shall be made to the highest responsive bidder and the sale shall
be made in accordance with the provisions of this by-law where applicable.”
The Policy respecting the
Disposal of Fleet Assets (received by the former Corporate Services and
Economic Development Committee at its meeting of May 6, 2008) clarified the
procedure respecting requests for donated vehicles as follows:
In some cases the City
may be requested or lobbied to donate a surplus unit to a specific cause or
institution. This option is to be exercised under City Council directive only.
Details for this option will be carried out as per Council directive for each
individual case.
Accordingly, each time a donation
has been requested a motion has been brought forward to Council to waive
Subsection 41(4) of the By-law in order to vote on the subject of the donation.
Since amalgamation, there have
been a few occasions where there has been extensive debate at Council regarding
the donation of decommissioned vehicles.
Most recently, in October of 2009, after a lengthy debate over the
donation of three decommissioned ambulances a number of Councillors expressed
concern that such requests should not be coming forward to full Council for
deliberation.
The recommendations of this
report will delegate authority to the Community and Protective Services
Committee to consider requests for the donation of surplus vehicles and
equipment given that typically it is emergency vehicles such as ambulances and
fire trucks that are requested for purposes that fall within mandate of the CPS
Committee.
DISCUSSION
The recommendations in this report respond to the Council direction
described above and are also in keeping with the recommendations of the
Mid-Term Governance Report (approved by Council at its meeting of June 24,
2009) with respect to giving expanded delegation of authority to Standing
Committees as final decision makers on items within their mandate in order to
reduce the number of transactional items at City Council.
Should Council approve these recommendations, it will allow for
consideration to be given to the occasional request for the donation of surplus
vehicles to be dealt with outside of Council while maintaining the principles
of By-law 2000-50 (41) (4) established to ensure maximum value / return for
disposed units in accordance with the Purchasing By-law.
The Corporate Policy
would then be revised and read as follows:
“In
some cases the City may be requested to donate a surplus unit to a specific
cause or institution. This option is to be exercised under the Community and
Protective Services Committee only after a written request from the requesting
nonprofit charitable organization has been received by the Committee Chair.
Details for this option will be carried out as per Community and Protective
Services Committee directive for each individual case.”
CONCLUSION
It would be business as
usual for the disposal of surplus City vehicles and equipment, assuring maximum
value / return for disposed units in accordance with the Purchasing
By-law. This value typically ranges anywhere from 3 to 7 % of the original purchase cost of the
unit involved and is credited to the fleet reserve fund which assists
the City in the purchase of replacement vehicles. In most cases, agencies
seeking surplus vehicles are amenable to paying the salvage value of the
vehicle but the donation provision would allow Committee to consider unique or
compelling circumstances that may merit the donation of a vehicle.
In
accordance with the process set forth in this report, the exercise of this
delegated authority would be reported to Council on an annual basis, as an
additional line to the yearly Replacement Plan Report detailing donations for
the past fiscal year.
There are no specific rural
implications associated with this report.
CONSULTATION
Internal consultation
between Fleet Services Branch, Supply Management Division and Legal was
conducted. As this is an administrative
matter no external consultation was conducted.
N/A
LEGAL/RISK MANAGEMENT IMPLICATIONS
There
are no legal or risk management implications associated with this information
report.
N/A
N/A
FINANCIAL
IMPLICATIONS
There are no financial implications
associated with this information report.
DISPOSITION
Staff
will
action any direction received as part of consideration of this report.