Committee of the Whole Meeting
Agenda

Monday, May 15, 2023 at 6:30 P.m. - 11:00 P.m.

S.H. Blake Memorial Auditorium

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1.

Closed Session

Closed Session Agendas will be distributed separately to Members of Council and EMT only.

2.

Open Session - Administrative Services

Chair: Councillor Mark Bentz

3.

Disclosures of Interest

4.

Confirmation of Agenda

• WITH RESPECT to the May 15, 2023 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

5.

Presentations

5.1

Monthly Awards - Citizens of Exceptional Achievement Awards

Memorandum from Deputy City Clerk Dana Earle, dated May 3, 2023 relative to presentation of Citizens of Outstanding Achievement Monthly Awards. 

5.2

2023 Events Season

Memorandum from Director – Recreation & Culture Division Leah Prentice, dated May 1, 2023 requesting to provide a presentation on plans for the 2023 Events Season.

6.

Deputations

6.1

Northern Ontario School of Medicine University

Correspondence received from Dr. Sarita Verma, dated March 15, 2023 requesting to provide a deputation relative to the above noted. 

7.

Items Arising from Closed Session

8.

Reports of Committees, Boards and Outside Agencies

8.1

Audit Committee Minutes

The Minutes of Meeting 01-2023 of the Audit Committee held on January 27, 2023, for information.

8.2

Community Communications Committee Minutes

The Minutes of Meeting 01-2023 of the Community Communications Committee, held on February 16, 2023, for information.

8.3

Heritage Advisory Committee Meetings

The Minutes of Meeting 02-2023 of the Heritage Advisory Committee held on February 23, 2023, for information.

8.4

Official Recognition Committee Minutes

The Minutes of Meeting 03-2023 of the Official Recognition Committee held on March 30, 2023, for information.

8.5

Sister Cities Advisory Committee Minutes

The Minutes of Meeting 03-2023 of the Sister Cities Advisory Committee held on April 12, 2023, for information. 

8.6

Thunder Bay District Health Unit Minutes

Meeting Minutes of the Thunder Bay District Health Unit - Board of Health dated February 15, 2023, and March 15, 2023, for information.

8.7

Thunder Bay Police Services Board Minutes

The Minutes of Meeting 01-2023, 03-2023 and 05-2023 of the Thunder Bay Police Services Board held on January 17, 2023, February 21, 2023 and March 21, 2023, respectively, for information. 

9.

Reports of Municipal Officers

9.1

Investment of Municipal Funds and Investment Policy Statement Update

Report 139-2023 (Corporate Services & Long-Term Care - Financial Services) providing information relative to the investment of municipal funds and recommending that the Investment Policy Statement be approved.

Pending the passage of the resolution at the Committee of the Whole meeting, the resolution will be presented for ratification at the City Council meeting to be held later in the evening and will require a two-thirds vote.

• WITH RESPECT to Report 139-2023-Corporate Services & Long-Term Care-Financial Services, it is recommended that the Investment Policy Statement (IPS), as amended, attached as Attachment A be approved;

  AND THAT any necessary by-laws be presented to City Council for ratification.
  
  

9.2

Year-end Variance and Reserve Fund Update

Report 165-2023 (Corporate Services & Long Term Care - Financial Services) recommending approval of year end reserve fund transfers from the Winter Roads Reserve Fund, Insurance Reserve Fund, Stabilization Reserve Fund, WSIB Reserve Fund, and Legal Fees Reserve Fund, and contribution to the Building Permit Reserve Fund. 

• WITH RESPECT to Report 165-2023-Corporate Services & Long Term Care-Financial Services, we recommend that the 2022 tax-supported net deficit of $5.0 million be funded as follows:

  • $2.5 million from the Winter Roads Reserve Fund;
  • $1.2 million from the Insurance Reserve Fund;
  • $1.1 million from the Stabilization Reserve Fund;
  • $0.3 million from the WSIB Reserve Fund;
  • $0.2 million from the Legal Fees Reserve Fund; and
  • $0.3 million to the Building Permit Reserve Fund.

  AND THAT any necessary by-laws be presented to City Council for ratification.
  
  

9.3

2023 Tax Policy

Report 156-2023 (Corporate Services & Long-Term Care - Revenue) recommending approval of the tax policies, tax ratios, and tax rates for the 2023 taxation year.

• WITH RESPECT to Report 156-2023-Corporate Services & Long-Term Care-Revenue, we recommend that the special service area boundary be extended for sewage and drainage, and street lighting as identified in Attachment 2;

  AND THAT the tax ratios and tax rates included in Attachment 8 and outlined in Option 1 be approved for the 2023 taxation year;

  AND THAT the final tax levy be due in two installments on August 2 and October 4, 2023;

  AND THAT any necessary by-laws be presented to City Council for ratification.
  
  

9.4

Election 2022 - Candidates' Financial Statements Compliance Report

Report 052-2023 (City Manager's Office - Office of the City Clerk) providing the identities of all 2022 Municipal & School Board election candidates in default of filing their financial statement by the legislated filing deadline, as required by the Municipal Elections Act, 1996, for information. 

9.5

Election 2022 – Review of 2022 Municipal and School Board Elections

Report 032-2023 (City Manager's Office-Office of the City Clerk) presenting a review of the 2022 Municipal & School Board Elections, for information. 

10.

Petitions and Communications

10.1

Approval for Additional Implementation Services related to Report 08-2022

Memorandum from Director - Corporate Information Technology Jack Avella relative to the above noted.     

Pending the passage of the resolution at the Committee of the Whole meeting, the resolution will be presented for ratification at the City Council meeting to be held later in the evening and will require a two-thirds vote.

• WITH RESPECT to the Memorandum from Jack Avella, Director – Corporate Information Technology, dated May 3, 2023, we recommend that the single source contract awarded to Granicus through the approval of Corporate Report R 108/2022, be amended to include an additional $128,010 (plus HST) for Implementation Services;
  
  AND THAT the General Manager – Development and Emergency Services be authorized to sign all related documentation in form and content satisfactory to Administration;
  
  AND THAT the Manager – Supply Management be authorized to issue or amend the required purchase orders to Granicus;
  
  AND THAT any necessary by-laws be presented to City Council for ratification.
  
  

10.2

Neighbour Day - Date Change

Memorandum from Supervisor, Cultural Development & Events Louisa Constanzo, dated May 4, 2023 recommending that the date of Neighbour Day be changed to the third Saturday in September. 

• WITH RESPECT to the Memorandum from Louisa Costanzo – Supervisor, Cultural Development, Community Programming & Events dated May 4, 2023, we recommend that the declared date of Neighbour Day be changed to the third Saturday in September annually;
  
  AND THAT any necessary by-laws be presented to City Council for ratification.
  
  

10.3

Infrastructure Funding Priority List 

At the March 6, 2023 Committee of the Whole meeting, a resolution was passed directing Administration to provide an updated Infrastructure Funding Priority List for Council's information that includes the City's infrastructure priorities, estimated costs, potential funding sources and anticipated timeline for completion. 

Memorandum from City Manager Norm Gale, dated May 5, 2023 relative to the above noted.

Infrastructure Priority List (distributed separately)

10.3.1

Waterfront Development Committee - Support for Infrastructure Priorities List

Memorandum from Councillor Andrew Foulds, Chair – Waterfront Development Committee, dated May 5, 2023 expressing support for the continued inclusion of the waterfront trail as a priority on the Infrastructure Funding Priorities List.

11.

Outstanding Items

11.1

Outstanding List for Administrative Services as of May 2, 2023

Memorandum from City Clerk Krista Power, dated May 2, 2023, for information. 

12.

New Business

13.

Adjournment