Committee of the Whole Meeting
Agenda

Monday, April 24, 2023, Immediately Following City Council Special Session Tbaytel AGM

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 April 24, 2023 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

5.

Items Arising from Closed Session

6.

Reports of Committees, Boards and Outside Agencies

6.1

Clean, Green & Beautiful Committee Minutes

Minutes of Meeting 01-2023 of the Clean, Green & Beautiful Committee, held on February 15, 2023, for information.

6.2

Official Recognition Committee Minutes

Minutes of Meetings 01-2023 and 02-2023 of the Official Recognition Committee held on January 11, 2023 and March 2, 2023, respectively, for information.

6.3

Thunder Bay Police Services Board Minutes

Minutes of Meetings 25-2022, 27-2022, 29-2022 and 31-2022 held on August 9, 2022, September 20, 2022, October 11, 2022 and November 15, 2022, respectively, for information. 

6.4

Sister Cities Advisory Committee Minutes

Minutes of Meeting 02-2023 held on March 1, 2023, for information.

6.5

Inter-Governmental Affairs Committee Minutes

Minutes of Meeting 02-2023 held on March 8, 2023, for information.

6.6

Coordinating Committee Minutes

Minutes of Meeting 03-2021 held on November 29, 2021, for information.

7.

Reports of Municipal Officers

7.1

City of Thunder Bay Human Resources Strategy

Report 158-2023 (City Manager's Office - Human Resources and Corporate Safety) outlining the BDO Canada LLP final report on the City of Thunder Bay Human Resources Strategy 2023 – 2026 contained within Attachment A of this report, for information.

Memorandum from Director - Human Resources & Corporate Safety Karie Ortgiese, dated April 14, 2023 requesting to provide a presentation relative to the above noted.  

7.2

2022 Corporate Safety Annual Review Report

Report 150-2023 (City Manager's Office - Human Resources and Corporate Safety) providing an overview of the activities and initiatives undertaken in 2022 by the Human Resources & Corporate Safety Division, for information. 

7.3

2023 Council Remuneration

Report 149-2023 (City Manager's Office – Human Resources and Corporate Safety) recommending that the remuneration for City Council be amended for the annual adjustment of half the rate of inflation for 2022 for Thunder Bay (2.9%).

• WITH RESPECT to Report 149-2023 (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 2022 for Thunder Bay (2.9%);

  AND THAT this increase be retroactive to January 1, 2023;

  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);

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

7.4

Consulting Services and Licensing Subscription to Upgrade the City’s SAP Software System

Report 121-2023 (Corporate Services & Long-Term Care – Corporate Information Technology) recommending that the Director–Corporate Information Technology be authorized to directly negotiate and enter into contracts with NTT Data Business Solutions Incorporated and SAP Canada Inc. to upgrade the City’s SAP Software System to S4/HANA Cloud Solution (the “SAP Upgrade”), in the amount of $1,177,800 plus applicable HST, pursuant to sections 4.08 and 4.09 of Supply Management By-law No. 113-2011.

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 121-2023-Corporate Services & Long-Term Care – Corporate Information Technology, we recommend that the Director – Corporate Information Technology be authorized to directly negotiate, and enter into contracts, with NTT Data Business Solutions Incorporated and SAP Canada Inc. to upgrade the City’s SAP Software System to S4/HANA Cloud Solution (the “SAP Upgrade”), in the amount of $1,177,800 plus applicable HST, pursuant to sections 4.08 and 4.09 of Supply Management By-law No. 113-2011;
  
  AND THAT the General Manager, Corporate Services & Long-term Care and the Director – Corporate Information Technology, together, be authorized to execute all contracts and other documentation to implement the SAP Upgrade, including a five (5) year license subscription period commencing May 25, 2023;
  
  AND THAT the General Manager – Corporate Services & Long-Term Care be authorized to sign all documentation related to this matter;
  
  AND THAT the General Manager, Corporate Services & Long-Term Care and the Director – Corporate Information Technology, together, be authorized to expend any further funds that may be necessary or financially beneficial to the City in relation to SAP Upgrade, but such funds, shall not exceed, in aggregate, the approved 2023 capital budget for this SAP Upgrade;
  
  AND THAT the Manager – Supply Management be authorized to issue the required purchase orders to award this purchase;
  
  AND THAT any necessary by-laws be presented to City Council for ratification.
  
  

7.5

Unsuccessful Tax Sale Properties

Report 127-2023 (Corporate Services & Long-Term Care-Revenue) recommending that Administration be authorized to enter into agreements with the Crown relative to any Crown liens registered against properties that did not sell in the 2021 and 2022 tax sales.

• WITH RESPECT to Report 127-2023 - Corporate Services and Long Term Care - Revenue, we recommend that Administration be authorized to enter into agreements with the Crown relative to any Crown liens registered against the following properties that did not sell in the 2021 and 2022 tax sales:

  Roll Number                  Address                Balance at March 31, 2023

  02.103.51200.0000      410 Everton Avenue           $4,088.66

  02.103.51400.0000      394 Everton Avenue           $4,228.75

  02.103.54500.0000      395 Morecombe Avenue     $3,316.16

  02.103.58100.0000      417 Lancaster Avenue        $3,341.08

  02.103.58200.0000      425 Lancaster Avenue        $3,169.55

  03.108.22600.0000      2008 Pennington Avenue    $5,535.00

  03.109.15800.0000      4330 Chilton Avenue           $3,045.78

  03.109.17513.0000      4412 Willard Avenue           $3,032.96

  03.109.17540.0000      4480 Willard Avenue           $3,309.69

  03.109.17573.0000      4411 Neebing Avenue         $3,072.73

  03.109.19700.0000      4610 Chilton Avenue           $3,184.80

  03.109.20424.0000      4643 Chilton Avenue           $2,443.73

  04.113.11100.0000       626 McBain Street              $80,504.13

  04.120.04900.0000       640-642 Simpson Street    $34,481.04

  04.120.05100.0000       636 ½ Simpson Street       $13,050.73

  04.140.04300.0000       113 Cumming Street          $34,302.79

  04.148.04700.0000       129 May Street South        $89,757.89

  04.218.03400.0000       135 Frederica Street West $20,783.44

  04.218.03500.0000       137 Frederica Street West $94.526.80

  AND THAT upon entering into agreements with the Crown relative to any Crown liens, the City Treasurer vest the following properties in the name of the municipality being properties having a low environmental risk and that the properties be retained by the municipality for municipal purposes:

  Roll Number                   Address

  02.103.51200.0000      410 Everton Avenue

  02.103.51400.0000      394 Everton Avenue

  02.103.54500.0000      395 Morecombe Avenue

  02.103.58100.0000      417 Lancaster Avenue

  02.103.58200.0000      425 Lancaster Avenue

  03.108.22600.0000     2008 Pennington Avenue

  03.109.15800.0000     4330 Chilton Avenue

  03.109.17513.0000     4412 Willard Avenue

  03.109.17540.0000     4480 Willard Avenue

  03.109.17573.0000     4411 Neebing Avenue

  03.109.19700.0000     4610 Chilton Avenue

  03.109.20424.0000     4643 Chilton Avenue

  AND THAT upon entering into agreements with the Crown relative to any Crown liens, the City Treasurer vest the following properties in the name of the municipality, having low/medium environmental risk and that the properties be declared surplus to municipal needs and either demolished and sold or advertised for sale immediately in an “as is” “where is” condition on the open market:

  Roll Number                        Address

  04.113.11100.0000             626 McBain Street

  04.120.04900.0000            640-642 Simpson Street

  04.120.05100.0000            636 ½ Simpson Street

  04.140.04300.0000            113 Cumming Street

  04.148.04700.0000            129 May Street South

  04.218.03400.0000            135 Frederica Street West

  04.218.03500.0000            137 Frederica Street West

  AND THAT upon the vesting of properties, taxes be written off as uncollectible;

  AND THAT immediately upon the vesting of properties, Administration take the appropriate steps to manage all risks associated with ownership of the properties;

  AND THAT the General Manager of Development and Emergency Services be authorized to execute all required documentation with respect to the sale of the properties in a content and form satisfactory to the Manager of Realty Services;

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

7.6

Long Term Tax Strategy Update

Report 128-2023 (Corporate Services & Long-Term Care-Revenue) recommending that the long term tax strategy be updated to guide Administration in preparation of annual tax policies.

• WITH RESPECT to Report 128-2023 (Corporate Services & Long Term Care - Revenue), we recommend that the long term tax strategy be updated to guide Administration in preparation of annual tax policies with the following considerations:

  1. The commercial tax ratio be reduced from 2.042037 (2022) to 1.98, the provincial threshold ratio for the commercial property class;
  2. The large industrial property class be phased out over the next four years by reducing the large industrial tax ratio by .12 each year until it equals the industrial tax ratio;
  3. The multi-residential tax ratio be reduced by .01 each year and that Administration undertake further analysis once the Province concludes its review on potential approaches to reduce the current property tax burden on multi-residential properties;
  4. When the commercial tax ratio reaches the provincial threshold ratio of 1.98, it be reduced by .01 each year thereafter;
  5. The annual tax policy report will provide three options for Council’s consideration including; one option which will reflect recommendations in paragraphs 1-4; one option which will reflect recommendations in paragraphs 1-2 only; and a status quo option (starting ratios with same tax policies as adopted by City Council in the previous year);
  6. Administration report back to Council on the impact that the MPAC reassessment has on the distribution of the tax levy and any corresponding recommended changes to the long term tax strategy.

      

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

7.7

2024 Proposed Budget Calendar

Report 137-2023 (Corporate Services & Long Term Care-Financial Services) recommending that the dates for Special Committee of the Whole meetings to deliberate the 2024 Capital and Operating Budgets for the City of Thunder Bay be approved in accordance with Attachment A – 2024 Budget Calendar.

• WITH RESPECT to Report 137-2023-Corporate Services & Long-Term Care-Financial Services, we recommend that the dates for Special Committee of the Whole meetings to deliberate the 2024 Capital and Operating Budgets for the City of Thunder Bay be approved in accordance with Attachment A – 2024 Budget Calendar;

  AND THAT the 2024 Calendar of Meetings for Committee of the Whole and City Council be amended as outlined in this report;

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

7.8

2023 Q1 Budget Variance Report

Report 140-2023 (Corporate Services & Long Term Care - Financial Services) relative to the above noted. (Distributed Separately) 

7.9

Response to Unsheltered Homelessness – A Protocol for the City of Thunder Bay

At the February 13, 2023 Committee of the Whole meeting, a resolution was passed recommending that the Superior Court decision concerning encampments in the Region of Waterloo be referred to Legal Services for an overview and analysis of the ruling to determine how the City can respond to encampments and the use of public space and that Administration report back on or before April 24, 2023. 

Report 157-2023 (Development & Emergency Services - Community Strategies) recommending that the City adopt a human rights-based approach to responding to unsheltered homelessness as outlined in this report and the proposed Encampment Response Protocol (Attachment A), prioritizing needs-based service provision to individuals experiencing unsheltered homelessness.

• WITH RESPECT to Corporate Report 157-2023 (Development & Emergency Services, Community Strategies Division) we recommend the City adopt a human rights-based approach to responding to unsheltered homelessness as outlined in this report and the proposed Encampment Response Protocol (Attachment A), prioritizing needs-based service provision to individuals experiencing unsheltered homelessness;

  AND THAT Administration include $20,000 as an expansion in the 2024 Proposed Operating Budget for Council consideration to further support a human rights-based approach to unsheltered homelessness;

  AND THAT Administration conduct community consultation that includes engagement with people living in encampments; Indigenous leadership, organizations and individuals; community partners; and the general public to better understand the feasibility of designated/supported encampments (including potential locations, service level requirements, partnerships for implementing, and costs);

  AND THAT Administration report back to City Council and the Community the results and any recommendations based on this consultation by end of Q1-2024;

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

8.

Petitions and Communications

8.1

Ontario Team Centennial Canoe - William McGillivray Task Force

At the August 8, 2022 Committee of the Whole meeting a recommendation was passed relative to Ontario Team Centennial Canoe - the 'William McGillivray' Task Force, directing Administration to review and report back on or before March 13, 2023.

Memorandum from City Clerk Krista Power relative to the above noted. (Distributed Separately)

9.

Outstanding Items

9.1

Outstanding List for Administrative Services as of April 11, 2023

Memorandum from City Clerk Krista Power dated April 11, 2023, providing the Administrative Services Outstanding Items List, for information. 

10.

New Business

11.

Adjournment