Corporate Services, Strategy, Risk and Accountability Committee Meeting

Minutes

Meeting #:
Date:
Time:
-
Location:
Council Chambers - members participating remotely
Members Present:
  • Lisa Kearns (Chair),
  • Rory Nisan,
  • Kelvin Galbraith,
  • Shawna Stolte,
  • Paul Sharman,
  • Angelo Bentivegna,
  • and Mayor Marianne Meed Ward
Staff Present:
  • Tim Commisso,
  • Kevin Arjoon,
  • Joan Ford,
  • Scott Hamilton,
  • Sheila Jones,
  • Heather MacDonald,
  • Allan Magi,
  • Angela Morgan,
  • Karen Roche,
  • Chad MacDonald,
  • Enrico Scalera,
  • Nancy Shea-Nicol,
  • Mark Simeoni,
  • Richard Bellemare (Audio/Video Specialist),
  • and Georgie Gartside (Clerk)

1.
Declarations of Interest:
 

None.

2.
Delegation(s):
 

None.

3.
Consent Items:
 

3.1
Investigation report from Burlington Ombudsman MUN-13421-0421 (CL-11-21)
This item has attachments. 

1.CL-11-21 Investigation report from Burlington Ombudsman MUN-13421-0421.pdf
2.CL-11-21 - Appendix A - MUN-13421-0421 Final Report.pdf
  • Moved byCouncillor Sharman

    Receive the investigation report regarding file MUN-13421-0421 from ADR Chambers, Ombudsman for the City of Burlington.

    CARRIED

3.2
Temporary Borrowing By-Law (F-24-21)
This item has attachments. 

1.F-24-21 Temporary Borrowing By-Law.pdf
2.F-24-21 Appendix A Temporary Borrowing By law.pdf
3.F-24-21 Appendix B Security Agreement.pdf
  • Moved byCouncillor Sharman

    Approve the by-law attached as appendix A to finance department report F-24-21, to authorize the temporary borrowings of monies from the Royal Bank of Canada to meet the ordinary expenditures of the corporation for the 2022 fiscal year; and

    Authorize the Mayor and City Clerk to execute the security agreement attached as appendix B to finance department report F-24-21, subject to the satisfaction of the Executive Director of Legal Services & Corporation Counsel.

    CARRIED

3.3
Property tax software award of single source contract (F-28-21)
This item has attachments. 

1.F-28-21 Property Tax Software Award of Single Source Contract .pdf
  • Moved byCouncillor Sharman

    Approve the single source award of a contract for a property tax billing and collection system to CentralSquare Canada Software Inc. for a five-year term, with an option to extend the contract for unlimited five-year renewals, based on an agreement between the city and CentralSquare Canada Software Inc. in a form satisfactory to the Executive Director of Legal Services & Corporation Counsel and with content to the satisfaction of the Chief Financial Officer; and

    Authorize the Manager of Procurement Services to execute a contract and any amendments, extensions or other documents as required and issue a purchase order to CentralSquare Canada Software Inc., 2600-1066 West Hastings Street, Vancouver, BC V6E 3X1 for an upset limit of $1,363,216 plus HST for the implementation and five-year subscription of the property tax software.

    CARRIED

3.4
Investment Policy (F-41-21)
This item has attachments. 

1.F-41-21 - Investment Policy Update.pdf
2.F-41-21 Appendix A Corporate Policy - Investments 2021.pdf
  • Moved byCouncillor Sharman

    Approve the updated Investment Policy as outlined in appendix A of finance department report F-41-21.

    CARRIED

3.5
2022 Interim Tax Levy By-Law (F-43-21)
This item has attachments. 

1.F-43-21 2022 Interim Tax Levy By-Law(1).pdf
2.F-43-21 Appendix A Interim Tax Levy By-law.pdf
3.F-43-21 Schedule A Interim Tax Levy By-law.pdf
  • Moved byCouncillor Sharman

    Approve By-law 71-2021 attached as appendix A to finance department report F-43-21 which provides for the levy of the 2022 interim taxes.

    CARRIED

4.
Regular Items:
 

4.1
Financial status report as at September 30, 2021 (F-42-21)
This item has attachments. 

1.F-42-21 Financial status report as at September 30, 2021.pdf
2.F-42-21 Appendices A-E Financial Status September 30 2021 Schedules.pdf
  • Moved byCouncillor Sharman

    Receive and file finance department report F-42-21 providing a financial status report as at September 30, 2021.

    CARRIED

4.2
Standing committee Chairs and Vice Chairs for 2022 (MO-07-21)
This item has attachments. 

1.MO-07-21 Standing committee Chairs and Vice Chairs for 2022.pdf

The Clerk conducted an election of the standing committee Chairs and Vice Chairs using Mayor Meed Ward's nominations as a starting point. No further nominations were put forward and the nominations noted below were approved as presented.

  • Moved byMayor Meed Ward

    Approve the standing committee Chair and Vice-Chair appointments for 2022, and the appointments to the Licensing Committee, as follows:

    EICS: Environment, Infrastructure & Community Services Committee

    Chair:  Councillor Kelvin Galbraith

    Vice Chair: Councillor Shawna Stolte

    CPRM: Community Planning, Regulation & Mobility Committee

    Chair: Councillor Shawna Stolte

    Vice Chair: Councillor Rory Nisan

    CSSRA: Corporate Services, Strategy, Risk and Accountability Committee

    Chair: Councillor Rory Nisan

    Vice Chair: Councillor Paul Sharman

    Council Workshop

    Chair: Councillor Angelo Bentivegna (remains the same)

    Vice-Chair: Councillor Lisa Kearns

    Budget

    Chair: Councillor Lisa Kearns (Moves from Vice Chair to Chair)

    Vice-Chair: Kelvin Galbraith

    License and Appeals Committee

    Chair: Paul Sharman

    Council Representatives (2 required):

    Councillor Kelvin Galbraith

    Councillor Lisa Kearns

    CARRIED

4.3
Corporate project status reports – Aug to Oct (CM-23-21) (SD-37-21)
This item has attachments. 

1.CM-23-21 Corporate Project Status Reports - Aug to Oct.pdf
2.CM-23-21 Appendix A Corporate Project Status Reports Aug - Oct.pdf
  • Moved byCouncillor Sharman

    Receive and file city manager’s office report CM-23-21 providing status reports for designated corporate projects for the period August through October 2021 as detailed in appendix A; and

    Direct the City Manager to report back by the end of Q1 2022 with a plan on the operationalization of the customer relationship management (CRM) platform including support for ongoing Council/constituent relations, city-wide customer experience optimization and full integration with major information technology projects, including but not limited to enterprise resource planning (ERP), enterprise asset management solution (EAMS) and Burlington.ca website redesign. (SD-37-21)

    CARRIED

  • Staff Direction SD-37-21:

    Moved byCouncillor Kearns

    Direct the City Manager to report back by the end of Q1 2022 with a plan on the operationalization of the customer relationship management (CRM) platform including support for ongoing Council/constituent relations, city-wide customer experience optimization and full integration with major information technology projects, including but not limited to enterprise resource planning (ERP), enterprise asset management solution (EAMS) and Burlington.ca website redesign.

    CARRIED

5.
Confidential Items:
 

5.1
Confidential update on a litigation matter (L-33-21)
 

Note: This item was approved at the December 6, 2021 Special Council meeting.

  • Moved byMayor Meed Ward

    Instruct the Executive Director of Legal Services and Corporation Counsel or their designate to proceed in accordance with the instructions sought in confidential legal department report L-33-21.

    CARRIED

5.2
Confidential litigation update (L-34-21)
 

  • Moved byCouncillor Stolte

    Instruct the Executive Director of Legal Services and Corporation Counsel or their designate to proceed in accordance with the instructions sought in confidential legal department report L-34-21.

    CARRIED

5.3
Confidential litigation update (L-35-21)
 

  • Moved byCouncillor Galbraith

    Instruct the Executive Director of Legal Services and Corporation Counsel or their designate to proceed in accordance with the instructions sought in confidential legal department report L-35-21.

    CARRIED

5.4
Confidential real estate matter - Robert Bateman High School (L-32-21)
 

Note: This item was approved at the December 6, 2021 Special Council meeting.

  • Moved byCouncillor Sharman

    Submit a formal offer to purchase the Robert Bateman High School site as outlined in confidential legal department report L-32-21.

    CARRIED

5.5
Confidential verbal update - enterprise resource planning (ERP) implementation partner request for proposals (CSSRA-15-21)
 

  • Moved byCouncillor Nisan

    Receive and file the closed session verbal update request form regarding an enterprise resource planning implementation partner request for proposals.

    CARRIED

6.
Procedural Motions:
 

6.1
Motion to proceed into closed session
 

  • Moved byCouncillor Stolte

    Move into closed session in accordance with the following provisions under the Municipal Act:

    Section 239 (2)(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, with respect to confidential legal department report L-33-21 providing an update on a litigation matter; and

    Section 239 (2)(k) a position, plan procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board, regarding a confidential verbal update on enterprise resource planning implementation partner request for proposals (CSSRA-15-21).

    CARRIED

6.2
Motion to proceed into closed session
 

  • Moved byCouncillor Bentivegna

    Move into closed session in accordance with the following provision under the Municipal Act:

    Section 239 (2)(c) a proposed or pending acquisition or disposition of land by the municipality or local board, with respect to confidential legal department report L-32-21 regarding a real estate matter related to Robert Bateman High School.

    CARRIED

7.
Information Items:
 

None.

8.
Staff Remarks:
 

9.
Committee Remarks:
 

10.
Adjournment:
 

10:22 a.m. (closed), 10:55 a.m. (recessed), 11:00 a.m. (reconvened), 11:31 a.m. (public), 11:39 a.m. (recessed), 1:00 p.m. (reconvened), 1:04 p.m. (closed), 2:50 p.m. (public)

Chair adjourned the meeting at 3:08 p.m.

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