January 5/05 Report
9:30 am (actual start 9:40 am)
Adjourned 10:43 am

Note to readers:

This report has been compiled using several sources including the official minutes prepared by city staff. We have added internet links to agenda items and provided summary information about the main items to allow the reader to understand what they were about. Transcriptions of portions of the meeting may be added at a later date.

Present:

• Councillor D. Braden (Chair)
• Councillor A. Samson (Vice Chair)
• Councillors P. Bruckler, C. Collins, M. Ferguson, M. Pearson

Also Present :

• G. Peace - City Manager
• R. Male, A/General Manager, Finance and Corporate Services
• M. Amorosi - A/General Manager, Human Resources
• L. Friday - Director of Taxation
• J. Lee - Director of Customer Service
• K. Christenson - City Clerk
• S. Hayden - Deputy Clerk, Manager of Elections
• R. Caterini - Deputy Clerk, Manager of Legislative Services and Records
• C. Biggs - Legislative Assistant, City Clerk's

Media Present:

• Eric McGuinness, Hamilton Spectator
• Ken Mann, CHML

1. CHANGES TO THE AGENDA

The Clerk advised of the following changes:

(i) Mr. Andrew Norwich, Committee to Save Charity Bingo, respecting a proposal to diversify charity bingo establishments Mr. Norwich advised by phone that his organization will not be making a presentation at this time, and indicated that they are planning to appear before the Committee in the Spring.

(ii) Request to appear from Mr. Richard Leitner on behalf of the Energy and Paperworkers Union of Canada, Local 87-M Southern Ontario Newspaper Guild, respecting the striking production workers at Brabant Newspapers and Hamilton Web.

(iii) Distribution of power point presentation respecting Item 7.1 - Connect Hamilton

(Pearson/Braden)
That the agenda be approved, as amended. CARRIED.

2. DECLARATIONS OF INTEREST

Item 5.1 Monthly Status Report of Tenders and Requests for Proposals for November, 2004 (FCS04023(i)) (City Wide)

Councillor M. Ferguson declared an interest as he has a relative employed by one of the companies awarded contracts.

3. APPROVAL OF MINUTES

(Pearson/Samson)
That the Minutes of the December 8, 2004 meeting of the Corporate Administration Committee be received and adopted as presented. CARRIED.

4. DELEGATION REQUESTS

(Samson/Bruckler)
4.1 That Mr. Richard Leitner on behalf of the Energy and Paperworkers Union of Canada, Local 87-M Southern Ontario Newspaper Guild, respecting the striking production workers at Brabant Newspapers and Hamilton Web, be invited to the next regular meeting of the Corporate Administration Committee. CARRIED.

5. CONSENT ITEMS

5.1 Monthly Status Report of Tenders and Requests for Proposals for November, 2004 (FCS04023(i)) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS04023(i)%20November
%20Tenders%20and%20Requests%20for%20Proposals.pdf

(Pearson/Bruckler)
That the Monthly Status Report of Tenders and Requests for Proposals for November 2004 as set out in Appendix 'A' to Report FCS04023(i) be received for information. CARRIED.

5.2 Hamilton Municipal Retirement Fund (HMRF) 2005 Pension Indexation (FCS05003) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05003%20HMRF%20
Pension%20Indexation.pdf

(Pearson/Bruckler)

(a) That HMRF members be granted a 1.79% increase effective January 1, 2005 to match the inflationary increase granted to OMERS pensioners. (b) That the cost of $1,481,000 to provide the pension increase of 1.79% to HMRF members be funded from plan surplus. CARRIED.

5.3. Hamilton Wentworth Retirement Fund (HMRF) 2005 Pension Indexation (FCS05004) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05004%20HWRF%20
Pension%20Indexation.pdf "A provision in the collective agreement for the Hamilton Wentworth Police Association (HWPA) provides for the same level of indexation for HWRF pensioners that is granted to OMERS pensioners. The OMERS plan provides for indexing whereas indexing for HWRF police members are contractual and granted on an ad hoc basis. This means that the HWRF actuarial deficit does not include the cost of future indexation. As of the December 31, 2003 valuation the plan had a $9.2 million deficit (2002 - $8.3 million) on a going concern basis and a solvency deficit of $22.5 million (2002 - $26.5million). The solvency deficit reflects the status of the plan as if it were wound up at December 31 st, 2003. Due to the solvency deficit position, the Pension Benefit Act requires that additional deficits be funded over 5 years rather than the normal 15 years. As a result the $1,499,000 for the 2005 pension indexation must be funded by annual payments of $345,600 for the next 5 years. Consequently, commencing with the fiscal year 2005, the annual special payments will rise to $4,303,000 (2003 - $4,100,000). However $4,187,000 has been incorporated into the 2005 corporate financial budget, resulting in a shortfall of $116,000 which can be funded from the HWRF actuarial deficiency reserve."

(Pearson/Bruckler)
(a) That HWRF members be granted a 1.79% increase effective January 1, 2005 to match the inflationary increases granted to OMERS pensioners. (b) That the cost of $1,499,000 to provide the 2005 indexation for members be amortization over 5 years at an annual rate of $345,600 as per Appendix 'A' to Report FCS05004. (c) That the annual deficit payment of $4,303,000 be funded by the budgeted amount incorporated into the 2005 budget and any remaining shortfall from the HWRF Actuarial Deficiency Reserve. CARRIED.

5.4. Tax Applications Processed under Section 358 of the Municipal Act, 2001 (FCS05006) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05006%20Tax%20Applications
%20processed%20under%20section%20358.pdf
Tax write-offs on 25 properties totaling $21,796.

(Pearson/Bruckler)

That realty tax applications processed under Section 358 of the Municipal Act Chapter 45, Statues of Ontario, 2001 in the amount of $21,466.15 be approved and charged to HAMTN 52108 211025 Tax Remissions per Appendix "A" CARRIED.

5.5 Interim Tax Levy and Temporary Borrowing By-laws (FCS05002) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05002%20Tax%20Levy
%20and%20Temporary%20%20Borrowing%20By-laws.pdf
"Interim borrowing and tax levies are required in the early part of each year in order to ensure the financial means are available to ensure continuity of the City's operations."

(Pearson/Bruckler)
That Attachments 'A' and 'B' to Report FCS05002 be approved as presented: Attachment A - By-Law to Authorize the Temporary Borrowing of Monies to Meet Current Expenditures Pending Receipt of Current Revenues. Attachment B - By-Law to Authorize an Interim Tax Levy. CARRIED.

7. STAFF PRESENTATIONS

7.1 Connect Hamilton - Create Community Project (CHCC) and Collaborative Seniors' Portal Network (CSPN) Status Report (FCS03057(c)) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS03057(c)%20CHCC%20Update.pdf
The Committee received a presentation from Shannon McKay, Co-odinator of eGovernment. Christine Swenor, Director of Information Technology Services Operation, and Ken Roberts, Chief Librarian, were in attendance to respond to questions of the Committee. A copy of the power point presentation is retained in the files of the Clerk's Office.

"it is being recommended that the City of Hamilton officially confirm its commitment to partner with the CSPN in the development of a local seniorsinfo.ca site. It is, however, recommended that our approach in the creation of this multi-jurisdictional initiative be as part of the myhamilton Community Portal Project with an anticipated launch of Fall 2005 ."

(Ferguson/Pearson)
(a) That the Status Report for the myhamilton community portal project and the Collaborative Seniors Portal Network (CSPN) be received; (b) That a Seniors' Portal be implemented as part of the myhamilton community portal project and that the City participate on the Collaborative Seniors' Portal Network Steering Committee; (c) That this portal be the first thematic portal following the rural portal and be available Fall 2005; (d) That, in the absence of portal technology today, staff explore, in collaboration with the Federal and Provincial levels of government, a replicated solution similar to the implementation of seniorsinfo.ca in Brockville. CARRIED.

8. DISCUSSION ITEMS

8.1 Retail Booths at City Hall and City Municipal Service Centres - City Merchandise Update (FCS05008) (City Wide)

http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05008-%20Retail%20
Booths%20at%20City%20Hall%20&%20City%20Municipal
%20Service%20Centres%20-%20City%20Merchandise%20Update.pdf

$12,000 gross sales in first three months. "To date $41,476.49 has been spent to ensure adequate supplies are on hand in 6 locations. The inventory purchase has been charged to a balance sheet account with the sales revenue to eventually offset the costs. . Over the past three months, the set-up and maintenance of the retail process has proven to be in excess of the estimated administration/retail resources used to develop the mark-ups noted above. Inventory must be ordered, received, distributed and entered on the CLASS inventory system; the "on hand" stock must be monitored and transferred when necessary; periodic inventory counts must be undertaken to ensure the accuracy of the online inventory and an account reconciliation must be prepared on a monthly basis, with adjustments being made to the online system whenever required."

(Pearson/Samson)
(a) That Report FCS05008 regarding City Merchandise Update be received for information; (b) That Item C be removed from the Corporate Administration Committee's Outstanding Items list. CARRIED.

8.2 Charities and Not-for-Profit Funding Review Committee - City of Sault Ste. Marie (FCS05007) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05007%20Charities
%20and%20not-for-Profit%20Funding%20Review%20Committee.pdf
Sault Ste Marie is asking the province to make changes which would also affect Hamilton, in some cases in an 'unfavourable' way. "If all of the recommendations submitted by Sault Ste Marie are adopted and implemented, there would be severe impacts to both the City's revenue and its staffing resources." One Sault recommendation would allow individuals and for-profit organizations to hold raffles without a license. Another recommends reducing the fee from 3% to 1%. City staff object to both of these changes.

(Bruckler/Pearson)
That the responses to recommendations of the Sault Ste Marie Charities and Not-For-Profit Funding Review Committee (CNPFRC) as contained in Appendix A to Report FCS05007, as amended, be accepted as the City of Hamilton's position on this matter and be forwarded to the Ministry of Consumer and Business Services. CARRIED.

8.3 Information Requests by Members of Council (CM05003) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/FCS05003%20HMRF%20
Pension%20Indexation.pdf

(Collins/Ferguson)
(a) That the City Manager be directed to respond to individual Council member requests for information at Committee/Council, outlining what resources will be required and that the timely responses are dealt with on a priority basis.

That the following be added as sub-section (b):

(b) That Item L be removed from the Corporate Administration Committee's Outstanding Items list. Amendment CARRIED. Motion as amended CARRIED.

(Collins/Ferguson)
That Subsection 7(a) of Report 04-010 of the Corporate Administration Committee, approved by Council on June 16, 2004, be lifted from the table and received: "7(a) That the City's Procedural By-law No. 03-301 be amended to provide for a Code of Conduct for Members of Council for financial disclosure, on a voluntary basis, of personal direct holdings as per Appendix "A" to Report CM04014." CARRIED.

8.4 Personal Health Information Protection Act (CL05001) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Jan05/CL05001_PHIPA.pdf
For the information of councillors. "On November 1, 2004 the Ontario government enacted the Personal Health Information Protection Act ( PHIPA ). This new legislation is designed to keep personal health information confidential and secure through new guidelines governing its collection, use and disclosure."

(Pearson/Ferguson)
That Report CL05001 regarding the Personal Health Information Protection Act be received for information. CARRIED.

8. 5 (Ferguson/Pearson)
That the following item be deferred to the January 19, 2005 meeting of the Corporate Administration Committee:
Toronto Election Finance Review Task Force (CL05002) (City Wide)

9. ITEMS REFERRED FROM COUNCIL

9.1 Communication from Forrest Greene, CRTC Client Services respecting diverse local television broadcasting

(Ferguson/Pearson)
That this item be deferred to the January 19, 2005 meeting of the Corporate Administration Committee

9.2. Correspondence from J.D. Leach, City of Vaughan respecting Ontario Health Premium

(Ferguson/Bruckler)
That the resolution from the Council of the City of Vaughan with respect to the Ontario Health Premium be endorsed, and that the Clerk of the City of Vaughan be advised accordingly. CARRIED.

9.3 Correspondence from Susan Greatrix, City of Waterloo respecting "Heads & Beds" - Payment in Lieu

(Ferguson/Samson)
That the resolution from the Council of the City of Waterloo with respect to "Heads and Beds" - Payment in Lieu, be endorsed, and that the Clerk of the City of Waterloo be advised accordingly. CARRIED.

12. GENERAL INFORMATION

12.1 Review of Outstanding Business List

(Ferguson/Pearson)
That this be deferred to the January 19, 2005 meeting of the Corporate Administration Committee.

14. ADJOURNMENT