Committee of the Whole Preview – What’s on the Agenda for the November 2 Meeting?

To kick off a very busy November at City Council, this month’s Committee of the Whole meeting will have something for everyone. Nearly every service area is represented by one item at this meeting including asset management, corporate records, next year’s audit plan, and a nomination of a staff member to join an external board.

NOTE #1: Delegates will be able to appear at this meeting via telephone, but you do have to register with the clerks office before 10 am on October 30. You can also submit written delegations and correspondences for agenda items.

NOTE #2: The meeting will be closed to the public, though it will be live-streamed on the City of Guelph’s website here.

STAFF RECOGNITIONS:

1) Adult Education and Staff Training Certificate from Seneca College for Nicole Borics, Learning and Development Coordinator of Human Resources.

2) Leadership and Inclusion Certificate from Centennial College for Joanne Oliver, Talent and Organizational Development Specialist.

3) Certified Road Supervisor Certification from the Association of Ontario Road Supervisors for John Gaddye, Supervisor of Public Works.

4) Payroll and Compliance Practitioner Program Certification from the Canadian Payroll Association for Mihaela Vulpin, Clerical Assistant III of Operations.

Fleet Parts Inventory Audit Report – An internal audit of the fleet parts inventory was done over the course of about two years between January 2018 and September 2019. This department controls parts procurement and supply service for the City’s fleet of vehicles and for Guelph Transit buses. There are some rather basic recommendations coming out of the review, like using scanners and an automated system to maintain inventory instead of good old paper, as well as some enhanced security on the store room. The report also recommends a re-evaluation of the vendor contract, which has since been sent out for a RFP or Request for Proposals. No firm numbers in terms of cost savings from the recommendations are offered in this report, but it’s presumed there will be some due to efficiencies.

2020 External Audit Plan – The number crunchers from KPMG will present their plan to perform the audit of 2020’s financial statements from the City of Guelph with the goal of completing the audit by April and presenting it to council in June.

City of Guelph Staff Nomination to AMO Board of Directors Large Urban Caucus Staff Vacancy – Committee will be asked to support City Clerk Stephen O’Brien’s application to fill a municipal employee vacancy on the Large Urban Caucus of the Association of Municipalities of Ontario’s (AMO) Board of Directors for the 2020-2022 term.

Corporate Records Retention By-Law Amendment – When you’re corporation charged with administering a City you have to hold on to certain records for a set period of time, and those times vary depending on the type of records. The last time that this bylaw was updated was 2018, but the staff report says that there was a surprising amount of work to do to update it for 2020 to ensure regulatory compliance. This is the full list of the City’s new record retention schedule.

2020 Corporate Asset Management Plan and Progress Report – A million years ago in 2017, staff brought forward the initial work on the Corporate Asset Management Plan. At the time, $1.2 billion of the City’s $4 billion in assets were rated as being in poor and very poor condition, and that number hasn’t changed too much in the last three years. On the plus side nearly half of the $4.39 billion in City assets is rated good or very good, and another billion more are rated fair.

To be direct though, $1.41 billion in assets are “beyond their service life”, which is why the City has worked to increase their sustainability targets by eight per cent in the last three years. Water and stormwater have been the big winners of this work to build sustainability, but wastewater and parking are still lagging. Overall though, the City is still on track to achieve sustainability in 2037, and the City is well position to meet or exceed the new asset management regulations. This is a report for information for committee, but they will see some adjustments for the capital strategy for area struggling to meeting sustainability targets in the upcoming 2021 budget process.

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