One-Sentence Summary

The Owen Sound Committee Corporate Services heard that no public forum was held, reviewed a decision to advance the 8.d Fire station renovation study for the June 2nd special meeting after considering capital project statuses and adopting a draft multi-year plan recommendation, and noted that no matters were postponed during this evening’s session.

Whole Meeting Summary

At number six, no public forum was held while for item seven correspondence was received regarding the agenda sequence without any council decision or formal motion being passed under that specific section heading. The Committee reviewed a report on Animal Control services for 2024 and approved amendments to the Dog By-law, including updated definitions and reinstated authority for leash orders while noting that 233 cats and 194 dogs entered the shelter with corresponding adoptions and financial revenues. Speaker 14 reported on the 2026-2030 multi-year capital plan for Corporate Services, which includes $12.1 million in funded projects and $1.2 million in unfunded projects totaling 94 initiatives, with asset-related activities comprising approximately ninety percent of the scope. Staff presented a pre-design study for renovating an existing fire station to include equipment storage and decontamination space, recommending retention of an architect via RFP, leading Council to direct staff to present a project status update at the special meeting on June 2nd following debate. The Committee received Report CR-25-055 from the Deputy Treasurer concerning the 2025 fees and charges update for Corporate Services that was presented as part of the annual spring review process. The Corporate Services Committee recommended that City Council direct staff to bring forward a bylaw to approve an updated Council Expense Policy and rescind the existing Council budget policy CRS-HR-40, retaining an annual per member allocation of $3,750 while including provisions for adjusting this allocation, defining eligible expenses, and processing exceptions via resolution, resulting in the motion to adopt the recommendation being moved and carried. The meeting record confirms that no motions received prior notice, no correspondence, no additional business discussions, and no notices of motion were submitted or discussed while the speaker Speaker 02 no matters postponed this evening.

Most Newsworthy Items

• Capital Projects Prioritized for Aging Infrastructure Software Updates and Website Refreshes: The speaker outlined capital projects for City Hall aging infrastructure, police station air handler unit replacements, software transformations, and a website refresh. Prioritization criteria included people impact, health and safety, legislation, asset management, operational performance, financing, socio-economic/environmental/aesthetic value, strategic plan, and public input. Operational performance weighting included LED lighting upgrades to offset energy costs at police stations. The speaker noted that big ticket items like water and wastewater plants would likely be in the portfolio due to a lack of redundancy, but did not explicitly state significant funding was directed toward them specifically.
• Presentation Outlined 2026 Capital Projects for Corporate Services Including Window and Door: The presentation outlined 2026 capital projects for corporate services, including window and door replacements at the library and accessibility upgrades at the Billy Bishop Museum. Councillor Dodd requested details on a $1.75 million fire station renovation expansion in 2026, which involves a 4000-square-foot addition to accommodate apparatus bays and sleeping quarters. The total project cost is approximately $5.4 million plus $500,000 for design work, following a 2024 pre-design study that evaluated the building’s condition.
• Council Debates Returning Pre-design Study Report: Council members discussed whether to direct staff to return a pre-design study report for further review at an upcoming special meeting on June 2nd or the regular June 23rd session. Speakers debated if the existing report should be brought back as-is or if a new report is needed, noting that detailed design completion is scheduled for 2025 with construction starting in late spring 2026. Concerns were raised about lacking the detailed design before the June 2nd date and the need for public input on specific project elements like the fire truck vestibule.
• Committee Prepares Architect RFP Status Update: A speaker requested more input on design direction before moving to a motion for a Committee recommendation. The Chair noted that if June 2nd is the target date, staff can prepare a simple project status update report. This report would outline the direction for issuing an RFP to an architect based on the pre-design study. The report would include basic design parameters and allow time to hash out any changes, considerations, financial constraints, or timelines before drafting the RFP.

Meeting Recap

6 PUBLIC FORUM

At number six, no public forum was held; for item seven, correspondence was received.

8.a.1 Report CR-25-053 from the Deputy Clerk Re Animal Control 2024 Year

The Committee reviewed a report on Animal Control services for 2024 and approved amendments to the Dog By-law, including updated definitions and reinstated authority for leash orders. The report noted that 233 cats and 194 dogs entered the shelter, with 245 cats and 135 dogs adopted. Financially, the city paid $58,000 directly while retaining revenue of $85,789, alongside donations totaling $58,737.

8.b.1 Report CR-25-058 From the Manager of Corporate Services Re 2026-2030 Multi-year

Speaker 14 reported on the 2026 to 2030 multi-year capital plan for Corporate Services, which includes $12.1 million in funded projects and $1.2 million in unfunded projects totaling 94 initiatives. The Asset management plan is under development for July approval and is heavily reflected in the current capital plan, with asset-related activities comprising approximately ninety percent of the total scope. Specific 2026 projects include window and door replacements at the library, accessibility upgrades at the Billy Bishop Museum, and a $5.4 million fire station renovation expansion involving a 4000-square-foot addition. The presentation also outlined IT asset replacement schedules based on three-to-five-year cycles, City Hall aging infrastructure repairs, police station air handler unit replacements, software transformations, and a website refresh. Prioritization criteria included people impact, health and safety, legislation, asset management, operational performance, financing, socio-economic value, strategic plan alignment, and public input. Operational performance weighting specifically included LED lighting upgrades to offset energy costs at police stations. Fire emergency bunker gear replacement follows a 25-year schedule with annual operating budget contributions, while water rescue suits purchased in 2011 and 2014 will be replaced on a 15-year cycle. Digital signs at the Julian MacArthur Regional Recreation Centre are non-functional and obsolete, requiring third-party sponsorship funding before replacement can proceed.

Report on 2026-2030 Multi-year Capital Speaker 16 reported on the 2026 to 2030 multi-year capital plan for Corporate Services, noting that feedback from committee meetings will inform the June Council update. The five-year plan includes $12.1 million in funded projects and $1.2 million in unfunded projects totaling 94 capital initiatives. Staff explained that this process allows for early tendering to secure competitive bids and flexibility to adjust schedules based on staff availability or cost changes like tariffs.

Asset Management Plan Development and Capital Plan Funding

The Asset management plan is under development for July approval and is heavily reflected in the current capital plan. Asset-related activities such as replacement, rehabilitation, maintenance, and assessments comprise approximately ninety percent of the multi-year capital plan.

Presentation Outlined 2026 Capital Projects for Corporate Services Including Window and Door

The presentation outlined 2026 capital projects for corporate services, including window and door replacements at the library and accessibility upgrades at the Billy Bishop Museum. Speaker 01 requested details on a $1.75 million fire station renovation expansion in 2026, which involves a 4000-square-foot addition to accommodate apparatus bays and sleeping quarters. The total project cost is approximately $5.4 million plus $500,000 for design work, following a 2024 pre-design study that evaluated the building’s condition.

IT Asset Replacement Schedule and Surplus Disposal

A speaker Speaker 06 summary of an IT asset replacement schedule based on three-to-five-year cycles rather than bulk purchases, noting that laptops and desktops are split over time as assets come due. Regarding personal devices, a council member asked if they would receive a new iPad upon re-election; the manager responded that they would be given the option for a replacement at that time. For surplus assets with remaining life, the speaker Speaker 07 an option to use them for outside work or give them to summer students, and noted there is also the option to sell them through government surplus websites.

Capital Projects Prioritized for Aging Infrastructure Software Updates and Website Refreshes

The speaker Speaker 03 for City Hall aging infrastructure, police station air handler unit replacements, software transformations, and a website refresh. Prioritization criteria included people impact, health and safety, legislation, asset management, operational performance, financing, socio-economic/environmental/aesthetic value, strategic plan, and public input. Operational performance weighting included LED lighting upgrades to offset energy costs at police stations. The speaker Speaker 04 ticket items like water and wastewater plants would likely be in the portfolio due to a lack of redundancy, but did not explicitly state significant funding was directed toward them specifically.

Fire Gear Replacement and Water Rescue Suit Cycle the First Project Is

A speaker Speaker 08 prioritization factors in documented interest, health and safety requirements, and operational needs like tax collection. The first project discussed is fire emergency bunker gear replacement based on a 25-year schedule with annual operating budget contributions. Water rescue suits are also on a plan to be replaced on a 15-year cycle, as six suits purchased in 2011 and 2014 will reach that threshold.

Non-functional Digital Signs Require Sponsorship Funding

The digital signs at the Julian MacArthur Regional Recreation Centre are non-functional as they have been out of service for the last couple of years and are completely obsolete because modern systems have changed since installation, making remote management difficult without current support. The city would not necessarily proceed with replacing these signs until third-party sponsorship-type funding is secured and sponsorship policies are established. Additionally, there are questions regarding the internal plans for dedicating staff time to operate electronic displays.

8.d Fire

Staff presented a pre-design study for renovating an existing fire station to include equipment storage and decontamination space, recommending retention of an architect via RFP. Council debated whether to return the report for further review at a special meeting on June 2nd or wait until the regular session on June 23rd due to concerns about lacking detailed design before that early date. A motion was carried directing staff to present a project status update on the fire station renovation pre-design study at the special Council meeting on June 2nd. Staff subsequently presented information on multiple capital projects, including software transformations, network equipment replacement, and front door repairs scheduled for later this year. The presentation reviewed top ten project statuses, noting eight are in progress while others remain unfunded pending third-party support or future scheduling. A recommendation was made to direct staff to bring forward a report on the draft multi-year capital plan incorporating Committee feedback regarding proposed projects, and the motion to adopt this recommendation was moved and carried.

Proposed Project Involves Adding 4 000 Square Feet to the Existing 11

Staff presented a pre-design study recommending the renovation and expansion of an existing fire station to accommodate additional apparatus equipment storage and decontamination to reflect current standards.

speaker Speaker 09 Existing City Hall Design

A speaker Speaker 10 extending a design project, arguing that modifications could be made instead of spending five and a half million dollars on work already completed last year. The speaker Speaker 11 Council is approving this specific design or merely adding it to the capital plan without further review. They requested another opportunity for Council discussion regarding the physical design rather than accepting a report as a rubber stamp.

Council Debates Returning Pre-design Study Report

Council members discussed whether to direct staff to return a pre-design study report for further review at an upcoming special meeting on June 2nd or the regular June 23rd session. Speakers debated if the existing report should be brought back as-is or if a new report is needed, noting that detailed design completion is scheduled for 2025 with construction starting in late spring 2026. Concerns were raised about lacking the detailed design before the June 2nd date and the need for public input on specific project elements like the fire truck vestibule.

Committee Prepares Architect RFP Status Update

A speaker Speaker 05 on design direction before moving to a motion for a Committee recommendation. Speaker 15 noted that if June 2nd is the target date, staff can prepare a simple project status update report. This report would outline the direction for issuing an RFP to an architect based on the pre-design study. The report would include basic design parameters and allow time to hash out any changes, considerations, financial constraints, or timelines before drafting the RFP.

In Consideration of Staff Report Cr-25-058 the Corporate Services Committee Recommends That

A motion was carried to direct staff to bring forward a project status update regarding the fire station renovation and expansion pre-design study to the special Council meeting on June 2nd. Staff then presented information on multiple capital projects, including software transformations for HR and financial systems, network equipment replacement, and front door repairs scheduled for later this year. The presentation also reviewed top ten project statuses, noting eight are in progress while others remain unfunded pending third-party support or future scheduling.

speaker Speaker 12 Changes Between July and December Offering an Opportunity

A speaker Speaker 12 changes between July and December, offering an opportunity for further discussion with Council. A recommendation was made to direct staff to bring forward a report on the draft multi-year capital plan incorporating Committee feedback regarding proposed projects. The motion to adopt this recommendation was moved and carried.

8.c.1 Report CR-25-055 from the Deputy Treasurer Re 2025 Fees and Charges

The Committee received report CR-25-055 regarding the 2025 fees and charges update for Corporate Services as part of an annual spring review.

8.c.3 Report CR-25-056 from the Deputy Treasurer Re AF015 - Council Expense

The Corporate Services Committee recommended that City Council direct staff to bring forward a bylaw to approve an updated Council Expense Policy and rescind the existing Council budget policy CRS-HR-40. The updated policy retains an annual per member allocation of $3,750 and includes provisions for adjusting this allocation, defining eligible expenses, and processing exceptions via resolution. The motion to adopt the recommendation was moved and carried.

9 MATTERS POSTPONED

The speaker Speaker 13 were no matters postponed this evening, no motions for which notice was previously given, no correspondence provided, and no discussion of additional business. No notices of motion were presented.

Links

Read full transcript: https://helpos.ca/transcripts/owen-sound/committee-corporate-services/2025-05-08

Agenda page: https://helpos.ca/agendas/owen-sound/committee-corporate-services/2025-05-08

Official meeting page: https://pub-owensound.escribemeetings.com/MeetingsCalendarView.aspx/Meeting?Id=69459aa3-97b7-442c-ac3b-fda5df6d6ad9

Original video: https://video.isilive.ca/owensound/New Encoder_CR_2025-05-08-05-34.mp4