Minutes of Committee of the Whole Meeting

Monday, May 02, 2022 at 2:00 P.m. - 6:00 P.m.

Council Chambers

Guelph City Hall, 1 Carden Street

Council:

• Mayor C. Guthrie
• Councillor P. Allt
• Councillor B. Bell
• Councillor C. Billings
• Councillor L. Caron
• Councillor C. Downer
• Councillor D. Gibson
• Councillor R. Goller
• Councillor J. Gordon
• Councillor J. Hofland
• Councillor M. MacKinnon
• Councillor D. O'Rourke
• Councillor M. Salisbury

Staff:

• S. Stewart, Chief Administrative Officer
• C. Clack-Bush, Deputy Chief Administrative Officer, Public Services
• J. Holmes, Deputy Chief Administrative Officer, Infrastructure, Development and Enterprise Services
• T. Lee, Deputy Chief Administrative Officer, Corporate Services
• T. Baker, General Manager, Finance/City Treasurer
• S. O'Brien, General Manager, City Clerk's Office/City Clerk
• E. Barber, Board and Committee Coordinator
• J. da Silva, Council and Committee Coordinator
• G. Meades, Council and Committee Coordinator
• A. Sandor, Council and Committee Assistant

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1.

Call to Order - Councillor Goller

1.1

Disclosure of Pecuniary Interest and General Nature Thereof

There were no disclosures.

2.

Staff Recognitions

2.1

Certified Protection Professional Accreditation

Councillor MacKinnon presented the following staff recognition:

Muhammed Ismail, Infrastructure and Program Support Specialist, Corporate and Community Safety

3.

Service Area - Corporate Services 

4.

Consent Agenda - Corporate Services

• Moved By Councillor MacKinnon
  Seconded By Councillor O'Rourke

  That the May 2, 2022 Committee of the Whole Consent Agenda as identified below be adopted: 

4.1

2022–2026 Municipal Election Compliance Audit Committee - 2022-160

• 1. That a joint Municipal Election Compliance Audit Committee be established for the 2022-2026 term of Council in accordance with the draft Terms of Reference as set out in Attachment-1 to report 2022-160, titled 2022-2026 Joint Municipal Election Compliance Audit Committee, dated Monday, May 2, 2022.
  2. That the City Clerk be delegated authority to select and appoint Committee Members and that Council be advised of the appointments by way of an Information Report once members have been selected.
  3. That the City Clerk be delegated authority to review and revise the Terms of Reference throughout the term of the Committee in accordance and in consultation with other participating municipalities.

4.2

Delegation of Authority for the Period of Restricted Acts after Nomination Day for the 2022 Municipal Election - 2022-145

• 1. That a by-law be enacted to delegate authority to the Chief Administrative Officer in the event of a Restricted Acts Period for the 2022 Municipal Election.
  2. That by-law (2021)-20649, the Procedural by-law, be amended to include November 15 in the year of an election as the first day of the new term of City Council.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron

  Carried (13 to 0)

5.

Items for Discussion - Corporate Services 

5.1

2021 Year-end Operating Budget Monitoring Report - 2022-155

Tara Baker, General Manager, Finance/City Treasurer, presented the 2021 Year-End Review outlining reserves and reserve funds, parkland dedication payment in lieu, debt position, capital budget monitoring results, recommendations and next steps.

  

• Main Motion
  Moved By Councillor Hofland
  Seconded By Councillor Allt

  That the net operating deficit of $2,390,440 be allocated to or funded from the City’s reserve and reserve funds or grants as follows:

  1. Transfer from Safe Restart Funding Transit (344) of $6,531,826 to fund the deficit in Transit Services.
  2. Transfer from the Safe Restart Operating Stream Grant held in the Tax Operating Contingency Reserve (180) of $8,666,323 to the tax supported budget to fund COVID-related expenses and revenue shortfalls.
  3. Transfer to the Library Contingency Reserve (102) of $105,000 in accordance with the request from the Guelph Public Library Board.
  4. Transfer to the Police Operating Contingency Reserve (115) of $1,575,832 in accordance with the request from the Guelph Police Board.
  5. Transfer to Environment and Utility Reserve (198) of $480,000 for savings from corporate fuel.
  6. Transfer to the Tax Operating Contingency Reserve (180) of $862,780 for the City’s commitment to The Elliott Community long-term care bed expansion.
  7. Transfer to the Infrastructure Renewal Reserve (150) of $4,921,884 to mitigate future tax impacts related to inflation.
  8. Transfer the Water Services surplus to the Water Capital Reserve Fund (152) of $914,314.
  9. Transfer the Wastewater Services surplus to the Wastewater Capital Reserve Fund (153) of $2,354,699.
  10. Transfer the Stormwater Services surplus to the Stormwater Capital Reserve (165) of $136,256.
  11. Transfer the Building Services surplus to the Building Services OBC Stabilization Reserve Fund (188) of $604,717.
  12. Transfer the Parking Services surplus (net of grant funding) to the Parking Operating Contingency Reserve (106) of $919,913.
  13. Transfer from the Safe Restart Operating Stream Grant held in the Tax Operating Contingency Reserve (180) of $67,686 to fund Court Services deficit.
• First Amendment
  Moved By Mayor Guthrie
  Seconded By Councillor MacKinnon

  That the net operating deficit of $2,390,440 be allocated to or funded from the City’s reserve and reserve funds or grants as follows:

  d. Transfer to the Police Operating Contingency Reserve (115) of $1,000,000 partially addressing the request from the Guelph Police Board.

  n. Transfer to the Affordable Housing Reserve (119) of $575,832 to increase the City’s capacity to incentivize the development of more affordable housing units in Guelph.

  Voting in Favour: (10)	Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, and Councillor Caron
  Voting Against: (3)	Councillor Allt, Councillor O'Rourke, and Councillor Billings

  Carried (10 to 3)
• Second Amendment
  Moved By Mayor Guthrie
  Seconded By Councillor O'Rourke

  That the net operating deficit of $2,390,440 be allocated to or funded from the City’s reserve and reserve funds or grants as follows:

  g. Transfer to the Infrastructure Renewal Reserve (150) of $4,421,884 to mitigate future tax impacts related to inflation.

  o. Transfer to the Efficiency, Innovation and Opportunity Reserve Fund (351) of $500,000 to support the implementation of the Service Rationalization Review recommendations.

  Voting in Favour: (11)	Mayor Guthrie, Councillor Gibson, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
  Voting Against: (2)	Councillor Bell, and Councillor Hofland

  Carried (11 to 2)
• Motion as Amended
  Moved By Councillor Hofland
  Seconded By Councillor Allt

  That the net operating deficit of $2,390,440 be allocated to or funded from the City’s reserve and reserve funds or grants as follows:

  1. Transfer from Safe Restart Funding Transit (344) of $6,531,826 to fund the deficit in Transit Services.
  2. Transfer from the Safe Restart Operating Stream Grant held in the Tax Operating Contingency Reserve (180) of $8,666,323 to the tax supported budget to fund COVID-related expenses and revenue shortfalls.
  3. Transfer to the Library Contingency Reserve (102) of $105,000 in accordance with the request from the Guelph Public Library Board.
  4. Transfer to the Police Operating Contingency Reserve (115) of $1,000,000 partially addressing the request from the Guelph Police Board.
  5. Transfer to Environment and Utility Reserve (198) of $480,000 for savings from corporate fuel.
  6. Transfer to the Tax Operating Contingency Reserve (180) of $862,780 for the City’s commitment to The Elliott Community long-term care bed expansion.
  7. Transfer to the Infrastructure Renewal Reserve (150) of $4,421,884 to mitigate future tax impacts related to inflation.
  8. Transfer the Water Services surplus to the Water Capital Reserve Fund (152) of $914,314.
  9. Transfer the Wastewater Services surplus to the Wastewater Capital Reserve Fund (153) of $2,354,699.
  10. Transfer the Stormwater Services surplus to the Stormwater Capital Reserve (165) of $136,256.
  11. Transfer the Building Services surplus to the Building Services OBC Stabilization Reserve Fund (188) of $604,717.
  12. Transfer the Parking Services surplus (net of grant funding) to the Parking Operating Contingency Reserve (106) of $919,913.
  13. Transfer from the Safe Restart Operating Stream Grant held in the Tax Operating Contingency Reserve (180) of $67,686 to fund Court Services deficit.
  14. Transfer to the Affordable Housing Reserve (119) of $575,832 to increase the City’s capacity to incentivize the development of more affordable housing units in Guelph.
  15. Transfer to the Efficiency, Innovation and Opportunity Reserve Fund (351) of $500,000 to support the implementation of the Service Rationalization Review recommendations.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron

  Carried (13 to 0)
• Additional Motion
  Moved By Councillor Hofland
  Seconded By Councillor Allt

  That staff be directed to negotiate and enter into one or more agreements, to the satisfaction of the Deputy Chief Administrative Officer, Infrastructure, Development, and Enterprise and the City Solicitor, with CN railway to share in the costs of funding rail/road crossing signal improvements in the vicinity of Edinburgh and Paisley roads and that $1,300,000 of the surplus funds transferred to the Infrastructure Renewal Reserve be utilized to address the funding required to complete the improvements.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Salisbury, Councillor O'Rourke, Councillor MacKinnon, Councillor Hofland, Councillor Gordon, Councillor Downer, Councillor Gibson, Councillor Goller, Councillor Caron, Councillor Billings, Councillor Bell, and Councillor Allt

  Carried (13 to 0)

• Recommendations from items 5.2 - 2021 Long-term Financial Statement: Reserves and Debt - 2022-161 and 5.3 - 2021 Year-end Capital Budget Monitoring Report - 2022-150 were voted on simultaneously:

  Moved By Councillor Hofland
  Seconded By Councillor Allt

5.2

2021 Long-term Financial Statement: Reserves and Debt - 2022-161

• 1. That Schedule A of the General Reserve and Reserve Fund Policy be amended to reflect the creation of a reserve fund, Development Charges – Public Works (329), subject to the terms and authority as identified in report 2022-161 2021 Long-term Financial Statement – Reserves and Debt.
  2. That Schedule A of the General Reserve and Reserve Fund Policy be amended to reflect the consolidation of Development Charges – Outdoor Recreation (320) into the Development Charge Indoor Recreation (319) and it be renamed the Development Charge – Parks and Recreation (319).
  3. That Schedule A of the General Reserve and Reserve Fund Policy be amended to reflect the creation of a Transportation Reserve Fund (164), subject to the terms and authority as identified in report 2022-161 2021 Long-term Financial Statement – Reserves and Debt.
  4. That Schedule A of the General Reserve and Reserve Fund Policy be amended to reflect the increased target balance for the Police Operating Contingency Reserve (115) and the Library Contingency Reserve (102) supporting enhanced risk mitigation ability in a multi-year budget environment.

5.3

2021 Year-end Capital Budget Monitoring Report - 2022-150

• 1. That in accordance with the 2021 Year-end Capital Budget Monitoring Report dated May 2, 2022, the reallocations shown in Table 3 of Attachment-1 Q4, 2021 Capital Budget Adjustments be approved.
  2. That in accordance with recommendation 3 of 2020 Year-end Capital Budget Monitoring Report 2020-138, due to provincial soil regulations a net budget increase of $2,504,300 be approved for projects PN0043 Metcalfe: Speedvale to Eramosa – Phase 2 and PN0264 York: GJR Spurline to Stevenson.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron

  Carried (13 to 0)

7.

Adjournment

• Moved By Councillor Billings
  Seconded By Councillor Caron

  That the meeting be adjourned. (3:38 p.m.)

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron

  Carried (13 to 0)