Town of Oakville
ADMINISTRATIVE
SERVICES
COMMITTEE
AGENDA
Monday, June 18, 2018
Oakville and Trafalgar Rooms
7:00 p.m.
Wireless devices must be switched to the
non-audible function during this meeting.
Assistive listening devices are available for
your convenience from the Clerk’s staff.
www.oakville.ca
Register as a
delegation
Delegations wishing to address the Administrative Services
Committee may contact the Clerk’s department at 905-815-6015 or townclerk@oakville.ca or alternatively,
the Chair will invite anyone in the audience wishing to speak to an item, to
come forward at the appropriate time during the meeting when the item is
presented for consideration. Delegations shall be permitted to speak for a
maximum of ten minutes per agenda item.
The
recommendations of this Committee will be presented at the next regular Council
meeting for consideration by the entire Council. Should you wish to address
Council regarding an issue from this agenda, please sign the Council Delegation Register Sheet located on the
table in the back of the committee meeting room or notify the Clerk’s Office at
905-815-6015 or townclerk@oakville.ca no later than
noon the day of the regular Council Meeting.
ADMINISTRATIVE SERVICES COMMITTEE MEMBERSHIP
The following Members of Council
have been appointed to serve on the Administrative Services Committee until
November 30, 2018:
Mayor Rob Burton
Councillor Adams
Councillor Chisholm
Councillor Gittings
Councillor Knoll
Councillor Longo
Councillor O’Meara
TOWN OF OAKVILLE
Administrative
Services Committee
Agenda
Monday, June 18, 2018
Oakville and Trafalgar Rooms
7:00 p.m.
CHAIRPERSON: Councillor
Jeff Knoll
The items from
this agenda will be presented at the
Council Meeting
of June 25, 2018.
Regrets
Declarations of Pecuniary Interest
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Recommendation:
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1.
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That the Manager, Realty Services be
authorized to enter into a listing agreement with Colliers Macaulay Nicolls
Inc. for the purpose of marketing vacant space and obtaining short term
offers to lease Town lands at 233 Cross Avenue and 544 Trafalgar Road.
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2.
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That the Manager, Realty Services be
authorized to enter into short-term leases for space in Town-owned
buildings at 233 Cross Avenue and 544 Trafalgar Road in accordance with the
report from the Legal Department dated May 28, 2018 entitled Short Term Leases
in the Trafalgar Road/Cross Avenue Plaza.
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Recommendation:
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1.
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That updated Corporate Grants,
Sponsorship, Naming Rights and Advertising Sales Policy A-GEN-001 be
approved and that the following updated related procedures be received:
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a.
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Corporate Sponsorship Procedure
A-GEN-001-002;
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b.
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Naming Rights Procedure A-GEN-001-003;
and
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c.
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Advertising Sales Procedure
A-GEN-001-004.
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2.
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That updated Information Technology
General Use and Practices Policy A-ISS-001 be approved and that the
following related procedure be received:
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a.
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Updated Information Technology General
Use and Practices Procedure A-ISS-001-001;
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b.
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New Information Technology Public WiFi
Usage and Disclaimer Procedure A-ISS-001-002;
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c.
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Updated Equipment & System Access
Requests Procedure A-ISS-001-003; and
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d.
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Updated User Security Settings and
System Configurations Procedure A-ISS-001-004.
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3.
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That updated Online Communications
Policy G-COM-002 be approved and that the following updated related
procedures be received:
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a.
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Website Content Procedure
G-COM-002-001; and
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b.
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Social Media Guidelines Procedure
G-COM-002-002.
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4.
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That updated Respectful Conduct Policy
HR-MNG-008 be approved and related updated Respectful Conduct Procedure
HR-MNG-008-002 be received.
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5.
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That updated Achievement Recognition
Procedure MS-SPR-001-001 be received.
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Recommendation:
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That By-law 2018-091, authorizing
capital works to be funded in years beyond the current term of Council, be
passed.
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Recommendation:
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1.
That the Town acquire a portion of the lands at 3043
and 3051 Sixth Line designated as Parts 2 and 3 on 20R-20379 on the terms set
out in the Confidential Appendix “B’ to the report from the Legal Department
dated May 14, 2018 entitled Acquisition of a Partial Taking for Future Road
Widening Improvements on a Property Located on Sixth Line North of Dundas
Street.
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2.
That the purchase agreement be executed in accordance
with
By-law
2013-057.
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3.
That the Town Solicitor be authorized to make minor
modifications to the purchase agreement that do not affect the substance of
the agreement, and execute all requisite documentation in connection with the
transfer.
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Recommendation:
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That the request from Food4Kids to
conduct charitable lottery events in the Town of Oakville be approved.
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There are no Confidential Consent Items
listed for this agenda.
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Recommendation:
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That the Terms of Reference, attached
as Appendix A to the report dated May 24, 2018 from the Clerk’s department
establishing a Joint Compliance Audit Committee, be approved.
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Recommendation:
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1.
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That By-law 2018-090, a by-law to enter
into an agreement with AMO regarding Ontario’s Main Street Revitalization
Initiative, attached as Appendix “A” to the report dated May 18, 2018 from
the Economic Development department, be passed.
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2.
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That the Town’s allocation under the
Main Street Revitalization Initiative be split equally between the Kerr
Village Business Improvement Area and the Bronte Village Business
Improvement Area.
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Recommendation:
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1.
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That the Finance Department report
dated May 7, 2018 entitled Federal/Provincial Grant Update be
received; and
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2.
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That the shortfalls in grant funding
for capital project 52211728 (Falgarwood Park Soccer Field Rehabilitation)
of $76,600 and for capital project 53341606 (Crosstown Trail, Phase 1 –
East Bank of Sixteen Mile Creek Bank to Eighth Line) of $75,000 be funded
from the General Working Capital reserve.
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Recommendation:
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That the Finance Department’s report
dated May 25, 2018 entitled Oak Park Neighbourhood Centre (OPNC)
Community Assistance Request, be received and staff be directed to
execute one of the options in the report.
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Recommendation:
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1.
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That implementation of a four percent
(4%) Municipal Accommodation Tax (MAT) in the Town of Oakville, commencing
January 2019, be endorsed;
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2.
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That the Municipal Accommodation Tax
(MAT) revenue, net of a reasonable collection and administration fee, be
split equally between the Town of Oakville and the Oakville Tourism
Partnership Inc., operating as “Visit Oakville”; and
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3.
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That staff be directed to report back
with the requisite documentation including by-laws, agreements and the
establishment of a reserve, to implement the Municipal Accommodation Tax
(MAT).
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11.
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Events / Tourism
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163-170
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-
Report from Recreation and Culture
Department,
May 15, 2018
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Recommendation:
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That the report from the Recreation and
Culture Department entitled Events / Tourism dated May 15, 2018 be
received.
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There are no Confidential Discussion
Items listed for this agenda.
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There are no Advisory Committee Minutes
listed for this agenda.
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