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Discussion:

Reporting Results for July 1, 2019 through to December 31, 2019

During the second half of 2019, a total of 229 reports were processed by delegation of authority. The majority of DOA reports approved in the second half of 2019 included those under Purchasing By-law 93-2012 at approximately 28%, followed by approvals pertaining to Leases and/or Assignments, Licenses, Easements (permanent and temporary) and Consents to Enter, personnel matters under CAO By-law 218-2002, various Administrative Matters and Sewer Agreements. A summary listing of all reports approved under delegated authority from July 1, 2019 through to December 31, 2019 is attached for City Council's review (Appendix B).

Also attached for this time period, is a spreadsheet outlining the report types approved for each Ward as well as a chart further illustrating the breakdown by report type (Appendices A and C).

Risk Analysis:

The level of corporate risk is minimized by virtue of the Chief Administrative Officer Bylaw 218-2002, the Delegation of Authority By-law 208-2008, and the Purchasing By-law 93-2012 which clearly outline approval and spending limits. Items outside the authority of these by-laws are not approved by Administration without a Council Resolution to do so. The $150,000 limit for CAO approval of expenditures as set out in the Purchasing By-law exists as one example of ongoing risk mitigation for the Corporation.

It is noted that with the previously approved amendment to the Purchasing By-law, the CAO may approve a requisition and make an award of a Request for Tender (RFT) greater than $150,000 provided the funds have been included in the Council-approved Operating or Capital Budget, and the RFT Response does not exceed that approved budget. This does not include Requests for Proposals (RFPs) which still require City Council approval for amounts greater than $150,000.

Financial Matters:

N/A

Consultations:

Elaine Castellan, Purchasing Supervisor

Conclusion: