THE CITY OF TORONTO City Clerk===s Division Minutes of the Policy and Finance Committee Meeting No. 9 Thursday, September 11, 2003 The Policy and Finance Committee met on Thursday, September 11, 2003, in Committee Room 1, 2nd Floor, City Hall, Toronto, commencing at 9:35 a.m. Attendance Members were present for some or all of the time periods indicated. 9:35 a.m. to 12:30 p.m. 2:05 p.m. to 5:35 p.m. (Including In-Camera Session) Mayor Mel Lastman, Chair X X Councillor Sandra Bussin X X Councillor Frank Di Giorgio X X Councillor Norm Kelly X X Councillor Pam McConnell X X Councillor Ron Moeser X X Councillor Frances Nunziata X X Councillor Case Ootes, Vice XX Chair Councillor Sherene Shaw X X Councillor David Shiner X X Deputy Mayor Case Ootes assumed the Chair. At the request of Mayor Lastman, the Policy and Finance Committee observed a moment of silence in memory of the victims of the September 11, 2001, terrorist attack in New York. Confirmation of Minutes. On motion by Councillor Di Giorgio, the Policy and Finance Committee confirmed the minutes of its meetings held on July 7 and 10, 2003. - 2 - Policy and Finance Committee Minutes Thursday, September 11, 2003. 9-1 Environmental Plan Status Report The Policy and Finance Committee had before it a report (August 28, 2003) from the Chief Administrative Officer recommending that: (1) a report on the 2004 funding request for the corporate Environmental Plan priority initiatives be submitted to Policy and Finance Committee by the Chair of the Toronto Inter-departmental Environment Team (TIE), for consideration during the 2004 capital and operating budget process; (2) a multi-year implementation strategy prioritizing ongoing and outstanding Environmental Plan initiatives, including funding and resource implications and a monitoring and reporting process, be submitted to Policy and Finance Committee by the Chair of the Toronto Inter-departmental Environment Team (TIE), in advance of the 2005 budget cycle; and (3) the appropriate City officials be authorized and directed to take the necessary actions to give effect hereto. The Policy and Finance Committee recommended to Council the adoption of the foregoing report (August 28, 2003) from the Chief Administrative Officer. (Clause No. 1 - Report No. 9) 9-2. Ontarians with Disabilities Act – Submission of a City of Toronto Accessibility Plan The Policy and Finance Committee had before it a report (August 26, 2003) from the Chief Administrative Officer recommending that: (1) the City of Toronto Accessibility Plan (Appendix 2) be approved for submission as required by the Ontarians with Disabilities Act; (2) this report be forwarded to the City of Toronto’s Community Advisory Committees and Working Groups on access, equity and human rights for information; and (3) the appropriate City Officials be authorised and directed to take the necessary action to give effect thereto. The Policy and Finance Committee recommended to Council the adoption of the foregoing report (August 26, 2003) from the Chief Administrative Officer. (Clause No. 2 - Report No. 9) - 3 - Policy and Finance Committee Minutes Thursday, September 11, 2003. 9-3. Delegation of Authority for the Period between September 25, 2003 (last day of the final scheduled Council meeting of the term) and the First Scheduled Meeting of Council in the New Term The Policy and Finance Committee had before it the following report and communication: (i) (September 3, 2003) from the Chief Administrative Officer recommending that the attached report of the Commissioner of Works and Emergency Services, dated August 19, 2003, currently before this Committee for consideration, be amended by adding the following recommendations: (1) the Chief Administrative Officer, the Chief Financial Officer and Treasurer and the Commissioners of Urban Development Services, Community and Neighbourhood Services, Corporate Services and Economic Development, Culture and Toursim and the Commissioner of WES be delegated the authority, for the period between September 25, 2003 (last day of the final scheduled Council meeting of the term) and the first scheduled meeting of Council in the new term, amend existing Contracts to increase the amount payable under the Contract by an amount exceeding the awarded value by an amount greater than 10 percent but not to exceed up to a maximum of $500,000 where the following criteria have been satisfied: (a) the original Contract was awarded through a formal purchasing process; (b) the original intent & scope of the Contract has not varied; (c) the circumstances leading to the requirement to amend the Contract were unforeseen at the time of the award (such as unknown underground structures, environmental conditions that need to be met, etc.); (d) the work must be undertaken, or significant delays to the project will occur, resulting in additional cost to the City; and (e) the funds are available and approved in the appropriate department budget; (2) each exercise of such delegation shall be reported to the appropriate Committee upon the resumption of Council’s regular cycle of meetings in early 2004; and - 4 - Policy and Finance Committee Minutes Thursday, September 11, 2003. (3) the necessary bills be introduced and appropriate staff be authorised and directed to take any necessary action to give effect to these recommendations; and (ii) (September 4, 2003) from the City Clerk advising that The Works Committee at its meeting on September 4, 2003, recommended to the Policy and Finance Committee and Council the adoption of the report dated August 19, 2003, from the Commissioner of Works and Emergency Services respecting delegation of authority for the period between September 25, 2003 and the first scheduled meeting of Council in the new term, wherein it is recommended that: (1) the Commissioner of Works and Emergency Services be delegated the authority, for the period between September 25, 2003 (last day of the final scheduled Council meeting of the term) and the first scheduled meeting of Council in the new term, to amend existing contracts to increase the amount payable under the contract by an amount exceeding the awarded value by an amount greater than 10 percent but not to exceed up to a maximum of $500,000 where the following criteria have been satisfied: (a) the original WES contract was awarded through a formal purchasing process; (b) the original intent and scope of the contract has not varied; (c) the circumstances leading to the requirement to amend the contract were unforeseen at the time of the award (such as unknown underground structures, environmental conditions that need to be met, etc.); (d) the work must be undertaken, or significant delays to the project will occur, resulting in additional cost to the City; and (e) the funds are available and approved in the appropriate department budget; (2) each exercise of such delegation shall be reported to the appropriate Committee upon the resumption of Council’s regular cycle of meetings in early 2004; and (3) the necessary bills be introduced and appropriate staff be authorized and directed to take any necessary action to give effect to these recommendations. - 5 - Policy and Finance Committee Minutes Thursday, September 11, 2003. The Policy and Finance Committee recommended to Council the adoption of the foregoing report (September 3, 2003) from the Chief Administrative Officer. (Clause No. 3 - Report No. 9) 9-4. Hydro Corridors – Park and Recreation Uses and Property Taxes The Policy and Finance Committee had before it a report (August 28, 2003) from the Chief Administrative Officer updating Council on communication with the Province of Ontario regarding City Council’s request for a change in the Provincial Secondary Land Use Policy for hydro corridors with respect to the pass-through of property tax costs for park and recreation uses; and recommending that Council receive this report for information and forward to Budget Advisory Committee for consideration during the 2004 Operating Budget process. The Policy and Finance Committee recommended to Council the adoption of the foregoing report (August 28, 2003) from the Chief Administrative Officer. (Clause No. 4 - Report No. 9) 9-5. Summary of City Applications Submitted to the FCM Green Municipal Funds The Policy and Finance Committee had before it a report (August 28, 2003) from the Chief Administrative Officer providing a summary of the City applications made to the Federation of Canadian Municipalities (FCM) Green Municipal Funds (GMF) in 2003; advising that the Chief Administrative Officer has authorized the submission of four projects described in Appendix A to the FCM Green Municipal Funds under the authority granted to the Chief Administrative Officer by Council at its October 2, 3 and 4, 2001 meeting; and recommending that this report be received for information. Mayor Lastman declared his interest in this matter in that his son is a member of the Board of Directors of Borealis Capital Corporation which has a financial interest in Enwave District Energy Limited. The Policy and Finance Committee received the foregoing report for information. (Clause No. 81(a) - Report No. 9) - 6 - Policy and Finance Committee Minutes Thursday, September 11, 2003. 9-6. Status Report – Diversity Indicators and Report Card The Policy and Finance Committee had before it the following reports: (i) (September 3, 2003) from the Chief Administrative Officer providing an update on the status of development of a Diversity Report Card as outlined in the City of Toronto’s Plan of Action