GENERAL COMMITTEE
October 5, 2009
Meeting
No. 20
Finance & Administrative
Issues Community
Services Issues
Chair: Reg.
Councillor J. Virgilio Chair:
Councillor
A. Chiu
Chair, Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues
Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Councillor
E. Shapero
Chair:
Grants Sub-Ctte: Councillor V. Burke
Attendance
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J. Livey, Chief
Administrative Officer
A. Taylor,
Commissioner of Corporate Services
B. Librecz, Commissioner
of Community & Fire Services
J. Baird,
Commissioner of Development Services
S. Chait,
Director, Economic Development
C. Conrad, Town
Solicitor
B. Cribbett,
Treasurer
P.
Ingham, General Manager, Operations
M.
Ingwersen, District Manager, Operations
K. Kitteringham,
Town Clerk
I. Kutter, Auditor
General
S. Liang,
Director, Human Resources
P. Loukes, Director,
Operations
B.
Snowball, Fire Chief
K. Bavington,
Committee Clerk
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The General Committee convened at the hour of 9:00 a.m. with Regional Councillor
J. Virgilio in the Chair.
1. MUNICIPAL PARTICIPATION
IN LOCAL FOOD DRIVES (13.5.12)
Regional Councillor Joyce Frustaglio from the
City of Vaughan, and Lisa Gonsalves, Manager of Program Development and
Delivery, Community and Health Services, York Region, were in attendance to
give a presentation on York Region’s food drive campaign, and to elevate
awareness of the need in the area.
Regional Councillor Frustaglio stated that food
bank use is rising given the current economy, and that the Boards of Education,
as well as the United Way and York Region EMS, are providing support for the
effort. Municipalities are being encouraged to enhance their own food drives
this year.
Mayor Scarpitti thanked Ms. Frustaglio and Ms.
Gonsalves for the presentation. He outlined Markham’s programs to support less
fortunate citizens and acknowledged the efforts of the community in this regard.
The Committee discussed outreach to executives
and others demographics that are not familiar with the service. Ms. Frustaglio responded
that this type of traveling promotion and Regional and school programs can be
effective. In response to questions regarding the use of leftover catered food,
the Committee was advised that Health Services has a concern regarding the use
of left-over food from meetings, etc., unless it is packaged and distributed
through an agency. Staff was urged to ensure that the proper amount of food is being
ordered for meetings and events, in order to reduce waste. It was also noted
that local food banks work with area farmers and farmer’s markets to arrange
delivery of left-over produce. As well, community garden participants are
encouraged to plant an extra row for this purpose, and the produce is picked up
and distributed on a regular basis. Lastly, Regional Councillor Frustaglio indicated
that the Region is providing municipalities with grants of $10,000 for food
banks, if they wish to apply for it.
The Committee expressed appreciation to
Regional Councillor Joyce Frustaglio and Lisa Gonsalves, for the presentation
and for their work on behalf of York Region food banks.
Moved by Mayor
F. Scarpitti
Seconded by
Councillor C. Moretti
1) That
the deputation by Regional Councillor Frustaglio, City of Vaughan, regarding
municipal participation in local food drives be received.
CARRIED
2. CERTIFIED ROAD
SUPERVISOR
CERTIFICATION (CRS) (5.10)
Peter Loukes, Director of Operations, explained the significance and benefits of the “Certifed Road
Supervisor” certification, noting that it is an accomplishment that all of the
senior staff in the department are being encouraged to achieve. The recipients,
Mr. J. Hoover, Mr. M. Brady, and Mr. K. Jarvis, were introduced, and they gave a
brief description of the courses. The Committee congratulated them on their
achievement.
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor A. Chiu
1) That Mr. J. Hoover, Mr. M. Brady, and Mr. K. Jarvis, Operations
Supervisors, be congratulated for recently obtaining their Certified Roads
Supervisor (CRS) Certification from the Association of Ontario Road
Supervisors.
CARRIED
3. OVERTIME AND
ATTENDANCE
MANAGEMENT AUDIT
REPORT (6.7)
Presentation Report Auditor
Report
Ingrid Kutter, Auditor General, provided
Committee with an update on the Auditor General Work plan, and then gave a
presentation of the Overtime and Attendance Management Audit Report, reviewing
the objectives, scope, methodology, conclusions, key findings, and action
plans. The review included the Library and Fire Services, whose processes are
non-standard.
Some of the highlights of
the presentation include the following:
- the Town’s policy
framework, practices and controls to effectively and efficiently manage
attendance and overtime needs improvement
- although there were no identified widespread abuses of sick
time and overtime, there is a need to monitor and actively manage the rising
trends
- Fire Services continually exceeded their people budget with higher
than expected overtime and lower salary costs
- Fire Services vacancies in 2008 and 2009 increased reliance on
overtime
- in 2008, approximately 12% of full time staff booked over 10 sick
days (27% in Fire Services)
- there is non-compliance with the requirement of obtaining a medical
certificate after five
absence events
in the year, however there is full compliance with absences of three
consecutive days
- there
is a substantial number of carry-over vacation days (9%)
- lieu time is not reliably determined
The recommendations are:
- implement a formal attendance management program
- clarify responsibility and improve reports to help manage the
requirement for medical certificates
- improve process efficiencies with automation aligned with
the information management strategy
- develop policies for overtime, improve data capture and
analysis, strengthen approvals and reviews
- update the staffing model for Fire Services, analyze overtime
drivers, and strengthen attendance management and budgets
Ms. Kutter advised that
timeframes and specific actions are for town staff to determine, and
if Ms. Kutter was not comfortable with their timeframes and specifics, she
would raise that issue.
The
Committee provided the following questions and comments:
-
is
overtime caused by vacancies and sick days
-
why
have absences have risen 30%, from 5 days in 2005, and could morale or
management problems be factors
-
immediate
enactment and enforcement of the medical certificates requirement
-
a
progress report was requested regarding the 9% vacation carry-over as a
financial liability, and it was recommended that this figure be reduced to 0%
by the end of 2010
-
the
average sick days should reflect the private sector, and should Fire Services
be factored out of this equation
-
it
is difficult to compare a municipality to the private sector because we involve
a complex mixture of operations
-
caution
must be used that a mixed signal is not sent to staff. With the possible
pandemic, people who are sick are encouraged to stay home.
- would
the proposed 24-hour day shift for Fire Services affect the absence
calculations
- how
do absences affect efficiencies
-
it
was suggested that summer students be hired where possible
-
from
a staff perspective, it was suggested that the survey of 30 people does not
reflect staff issues such as morale and overload problems
-
medical
certificates are difficult to obtain, and cost money
-
review
the demands made on staff, such as Works and Roads Department staff having to
set up events, causing overtime
-
flex
time and working from home may help alleviate the overload
-
some
managers may need to improve people skills, to keep staff happy
-
there
is a problem in filling vacancies. Engineering has been down five or six staff
members for a year, resulting in considerable overtime
-
a
strategy is needed to deal with the long term liability regarding sick time and
absences in Fire Services, due to contract restrictions
- generally, managers were still able to
meet their people budget, even with absences and overtime
The C. A.O. advised that staff are taking these
issues very seriously, and are working on the findings and recommendations, as
evidenced in the “Management Response” sections of the report. Further, he
indicated that internal policies will be reviewed, and if required, external
assistance be utilized to further develop these policies during 2010. The
C.A.O. advised that staff has already implemented some of the report
recommendations, such as ensuring medical certificate requirements are being
met.
Moved by Deputy
Mayor J. Heath
Seconded by Councillor E. Shapero
1) That
the presentation by Ms. I. Kutter entitled “Town of Markham Auditor General
Report” be received; and,
2) That
the Auditor General Report tilted “Overtime and Attendance Management Audit
Report”, dated May 26, 2009, be received for information; and,
3) That
the proposed Town staff actions plans, developed in response to the Auditor
General recommendations, be deferred to the
October 19, 2009 General Committee meeting; and,
4) That
the Auditor General Work Plan status update be received for information; and
further,
5) That the recommendation authorizing and
directing Staff to do all things necessary to implement the action plans
detailed in the report be deferred to October
19, 2009 General Committee meeting.
CARRIED
4. MINUTES OF
THE JUNE 22, 2009
MARKHAM PUBLIC LIBRARY BOARD
(16.0)
Minutes
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1) That
the minutes of the June 22, 2009 Markham Public Library Board be received.
CARRIED
5. MINUTES OF THE AUGUST 19, 2009
ANIMAL CARE COMMITTEE (16.0)
Minutes
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1) That the minutes of the August 19, 2009
Animal Care Committee be received.
CARRIED
6. APPOINTMENTS,
RESIGNATIONS
- ADVISORY COMMITTEES (16.24)
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1) That
the resignation of Ms. Julia Burke, from the Animal Care Committee, be accepted
with thanks and a letter of appreciation be forwarded.
CARRIED
7. IMPACT
OF HARMONIZATION OF
THE FEDERAL GOODS AND
SERVICES TAX AND ONTARIO’S
PROVINCIAL SALES TAX ON
INDIVIDUALS, BUSINESSES AND
THE MUNICIPAL SECTOR (7.3)
Report
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1) That
the report “Harmonization of the Federal Goods and Services Tax (GST) and
Ontario’s Provincial Sales Tax (PST) on Individuals and Businesses and the
Municipal Sector” be received; and,
2) That
the government of the Province of Ontario be requested to:
· mitigate the impact of the implementation of
the proposed Harmonized Sales Tax (HST) in light of the current economic
downturn and gradually phase-in the implementation of HST;
· exempt rental and registration fees of
municipal facilities and programs from the application of the HST, or on the
other hand, design measures to mitigate
the increased costs of these services to ensure that all residents and
especially families, youth and seniors are able to afford and participate in
these significant programs which are provided throughout the Town;
3) That the Mayor be
authorized to forward a letter to the Premier outlining the Town of Markham’s
position on the HST; and,
4) That the Association of
Municipalities of Ontario (AMO) be requested to lobby the Provincial Government
on behalf of the Town to provide mitigation or exemptions which would ensure
the continued affordability of all municipal programs for the Town’s residents;
and further,
5)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
8. WARD
3 BY-ELECTION: EARLY VOTING,
SPECIAL VOTING HOURS & AUTHORIZATION
FOR USE OF OPTICAL SCAN VOTE TABULATORS (14.0)
Report
Kimberley
Kitteringham, Town Clerk, responded to questions and advised that the name has
been changed from “Advance Polls” to “Early Voting” to encourage all eligible
voters to take advantage of this early voting opportunity.
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1)
That the Report entitled “Ward
3 By-Election: Early Voting, Special Voting Hours & Authorization for Use
of Optical Scan Vote Tabulators” be received; and,
2)
That Council pass a by-law to
authorize the following early voting opportunities and special voting hours for
the November 23, 2009 Ward 3 by-election:
Early Voting
Opportunities:
Saturday, November 14,
2009 & Sunday, November 15, 2009, both days:
10:00 a.m. – 6:00 p.m.
Varley Art Gallery
216 Main St Unionville, ON L3R 2H1
Special Voting Hours:
Monday, November 23,
2009:
10:00 a.m. – 6:00 p.m.,
at each of the following voting places:
Bethany Lodge
23 Second Street South
Markham, ON
Union Villa
4300 Highway 7
Markham, ON L3R 1L8
Sunrise Assisted Care
38 Swansea Road
Markham, ON L3R 5K2; and
3)
That Council pass a by-law to
authorize the use of optical scan vote tabulators for the November 23, 2009
Ward 3 By-election; and further,
4)
That the cost of the November
23, 2009 By-election be funded from the election cost centre (310 311).
CARRIED
9. ADVISORY COMMITTEE APPOINTMENT (16.24)
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1) That the following persons be appointed to the German Mills
Community Centre Board for the term ending December 31, 2010:
Myra
Bechtel
Kathy
Branny
Eileen
Carter
Erin
Cattral
Helen
Duffy
Athena
Hui
Sharon
Raibmon
CARRIED
10. STAFF AWARDED CONTRACTS FOR THE MONTHS
OF JUNE, JULY AND AUGUST 2009 (7.12)
Report 1
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1) That
the report entitled “Staff Awarded Contracts for the Months of June, July and
August 2009” be received; and,
2) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
11. IMPACT OF
HARMONIZATION OF THE
FEDERAL GOODS AND SERVICES
TAX AND ONTARIO’S PROVINCIAL
SALES TAX TO THE TOWN (7.3)
Report
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
1)
That the report “Impact of Harmonization of the Federal Goods and
Services Tax (GST) and Ontario’s Provincial Sales Tax (PST) to the Town ” be received; and,
2)
That the
2010 operating budget impact of $55,000 based on July 1, 2010 implementation be
included in the 2010 operating budget; and,
3)
That the
2010 capital budget HST impact of $545,000 be included in the 2010 capital
budget; and further,
4)
That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
12. IN CAMERA
MATTERS
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
That, in accordance with Section 239 (2) (b) and (c) of the Municipal Act, General Committee
resolve into an in-camera session to discuss the following confidential
matters:
1) A
confidential matter regarding the lease acquisition for a proposed economic
development project.
2) A confidential personnel matter.
Moved by Councillor C. Moretti
Seconded by Councillor L. Kanapathi
That the Committee
rise from the in-camera session (11:35 a.m.)
CARRIED
ADJOURNMENT
The General Committee
meeting adjourned at 11:35 a.m.