Administrative Services Committee

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Date/Time
Date(s) - Tuesday, June 13, 2017
7:00 pm - 8:30 pm

Location
Town Hall

Category(ies)


1. Review of the Terms of Reference for the Heritage Oakville Advisory Committee, Property Standards Committee and the CAO Review Committee 9-44
  –           Report from Clerk’s Department, May 15, 2017  

 

Recommendation:
1. That the Terms of Reference for the Heritage Oakville Advisory Committee attached as Appendix B to the staff report dated May 15, 2017, from the Clerk’s department, be approved to include the revisions as detailed in Appendix A;

 

2. That the Terms of Reference for the Property Standards Committee attached as Appendix D to the staff report dated May 15, 2017, from the Clerk’s department, be approved to include the revisions as detailed in Appendix C; and

 

 

3. That the Terms of Reference for the CAO Review Committee attached as Appendix F to the staff report dated May 15, 2017, from the Clerk’s department, be approved to include the revisions as detailed in Appendix E.

 

 

2. By-law 2017- 054 – A By-law to Authorize the Issuance and Sale of Debentures 45-50
  –           Report from Finance Department, May 9, 2017  

 

Recommendation:
That By-law 2017-054 be approved, authorizing the issuance and sale of debentures up to a maximum of $6,100,000 towards the financing of Phase 2 of the LED conversion program at an estimated cost of $6,633,000.

 

 

3. By-law 2017-058 –  A By-law to Authorize The Town of Oakville to  Enter into a Borrowing Agreement in the Form of a Non‑revolving Letter of Credit/Guarantee with the Royal Bank of Canada 51-56
  –           Report from Finance Department, May 9, 2017  

 

Recommendation:
That By-law 2017-058 be approved authorizing the town to enter into a borrowing agreement not to exceed one million dollars ($1,000,000), in the form of a non-revolving Letter of Credit/Guarantee (LC) with the Royal Bank of Canada (the bank).

 

 

4. Mutual Licence Agreement at Charnwood Park and 165 Charnwood Drive 57-60
  –           Report from Legal Department, May 15, 2017  

 

Recommendation:
1. That the mutual licence agreement at Charnwood Park and 165 Charnwood Drive be approved and executed in accordance with By‑law 2013-057; and

 

2. That the Town Solicitor be authorized to make minor modifications to the mutual licence agreement that do not affect the substance of the agreement and extend the term of the agreement if deemed necessary.

 

 

 

 

5. Application to Conduct Charitable Lottery Events – The Lighthouse Program for Grieving Children 61-64
  –           Report from Clerk’s Department, May 16, 2017  

 

Recommendation:
That the request from The Lighthouse Program for Grieving Children to conduct charitable lottery events in the Town of Oakville be approved.

 

 

6. Audit and Banking RFP Update 65-68
  –           Report from Finance Department, May 17, 2017  

 

Recommendation:
That the report dated May 17, 2017, from the Finance department, regarding updates on the appointments of both the external auditors and the town’s banker be received for information.

 

 

CONFIDENTIAL CONSENT ITEM(S)

 

C-1. Bronte Outer Harbour  
  –           Report from Legal Department, June 2, 2017  
   

See attached Confidential Agenda distributed separately to Mayor and Members of Council Only.

 

 

**CONFIDENTIAL**For Mayor and Members of Council Only.

 

 

 

DISCUSSION ITEM(S)

 

7. Interim Taxi By-law Review Results – By-law 2017-053 69-120
  –           Report from Municipal Enforcement Services Department, May 29, 2017  

 

Recommendation:
1.    That By-law 2017-053, a by-law to amend by-law 2015-075 (The Licensing By-law), attached as Appendix A to the report from the Municipal Enforcement Services department, dated May 29, 2017, be passed; and

 

2.         That the updated fees listed in Appendix C to the report from the Municipal Enforcement Services department, dated May 29, 2017, be approved, effective immediately, and such fees be included in the 2017 Rates and Fees schedules.

 

8. Former Post Office Building- Downtown Revitalization and Innovation Space 121-130
  –           Report from Economic Development Department,
May 30, 2017
 

 

Recommendation:
1. That the location of the marketing and construction offices for the Lakeshore Road Streetscape project, at 193 Church Street, be approved;

 

2. That funding in the amount of $400,000 for the marketing and construction offices at 193 Church Street, be transferred from the 2019 Downtown Lakeshore – Reconstruction/Streetscape project (#53321504) to 2017; and

 

3. That staff be directed to continue discussions with potential users of the building at 193 Church Street, in order to create short term Innovation Space opportunities in alignment with the Town’s Economic Development Strategy.

 

 

9. Parking Garage Lease at 300 Randall Street 131-160
  –           Report from Legal Department, May 2, 2017  

 

Recommendation:
1. That staff be authorized to proceed with terminating the parking lot lease at 300 Randall Street in exchange for a $300,000 lump sum payment and a restrictive covenant agreement that the parking lot lands can only be used as a public parking lot, as further set out in the report from the Legal Department dated May 2, 2017;

 

2. That staff be authorized to finalize negotiations and prepare the necessary legal documents to implement the above recommendation, including a lease termination agreement, section 37 amending agreement and a restrictive covenant agreement;

 

3. That the necessary legal documents be executed in accordance with By‑law 2013-057 and the Town Solicitor be authorized to make any minor modifications to these documents as necessary; and

 

4. That the lump sum payment of $300,000 from the termination of the parking lot lease at 300 Randall Street be transferred to the Parking Reserve Fund.

 

 

 

10. Internal Audit 2016 Annual Report and 2017 Annual Work Plan 161-180
  –           Report from Internal Audit Department, May 18, 2017  

 

Recommendation:
That the report dated May 18, 2017, from the Internal Audit department, be received, and the recommendation and action plan reported be implemented by management.

 

 

CONFIDENTIAL DISCUSSION ITEM(S)

 

C-2. Halton Catholic District School Board (HCDSB) Surplus School Site at 2123 Hixon Street  
  –           Report from Legal Department, May 23, 2017  

 

 

C-3. A Proposed or Pending Acquisition of Land by the Municipality    
  –           Report from Legal Department, May 9, 2017    
   

See attached Confidential Agenda distributed separately to Mayor and Members of Council Only.

 

 

**CONFIDENTIAL**For Mayor and Members of Council Only.

 

 

ADVISORY COMMITTEE MINUTES

 

There are no Advisory Committee Minutes listed for this agenda.

 

 

ADJOURNMENT

 

 

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