Budget Committee Minutes

Meeting Number 3

Tuesday, November 10, 2020 at 9:00 A.m. - 12:00 P.m.

Live streamed

Members

• Councillor Amanda Collucci, Chair
• Councillor Andrew Keyes, Vice-Chair
• Deputy Mayor Don Hamilton
• Councillor Keith Irish
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Khalid Usman

Roll Call

• Councillor Isa Lee
• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Arvin Prasad, Commissioner Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Joel Lustig, Treasurer
• Mark Visser, Senior Manager of Financial Strategy & Investments
• Phoebe Fu, Director of Environmental Services
• Mary Creighton, Director of Recreation Services
• Brian Lee, Director, Engineering
• Morgan Jones, Director, Operations
• Laura Gold, Council and Committee Coordinator
• Lisa Chen, Senior Manager, Financial Planning & Reporting, Financial Services
• Adam Grant, Deputy Fire Chief
• Christina Kakaflikas, Director of Economic Growth, Culture &

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1.

CALL TO ORDER

The Budget Committee convened at 9:03 AM with Councillor Collucci in the Chair.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were no disclosures of Pecuniary Interest.

3.

APPROVAL OF MINUTES

• Moved by Councillor Khalid Usman
  Seconded by Councillor Andrew Keyes

  That the Minutes from the November 6, 2020 Budget Committee be approved as presented.

  Carried

4.

Capital Budget Review

4.1

Capital Budget Process Review - Deferred Capital Projects

Joel Lustig, Treasurer provided a detailed overview of the staff process undertaken to prepare the proposed 2021 Capital Budget Items. A list of all deferred projects was circulated to the Committee with the Agenda Package.  Some of the considerations given when deciding to defer a project included:  staff capacity to take on new projects; the City’s resources; the urgency to complete the project; and the project’s linkage to reaching the City’s strategic goals.

There was no discussion on this item.

4.2

2021 Capital Budget Review - Continue from Operations - Roads, Project 21129, page 349

The Budget Committee continued its review of the proposed 2021 Capital Budget – Community & Fire Services Capital Budget Projects:

Operations - Parks

Staff provided the following responses to inquiries from the Committee:

Capital Budget No.	Project	Discussion
21029	Pathway Resurfacing	Staff advised that pathway surfaces in older parks can be upgraded under the City’s Park Renaissance Programs. Staff were not aware of any City policy that standardizing paving surfaces at this time. A Member suggested that pathway surfaces should be standardized Citywide, and noted that paving trails may be the direction to go if trails will continue to be plowed in the winter months. Staff will meet internally to review new park pathway design versus older existing pathways.
21030	Play Structure Replacement	Staff confirmed that a condition assessment of the play structure equipment is undertaken prior to replacing the equipment, and that only the equipment deemed at the end of its lifecycle is replaced.
21131	Recycling Container Replacements	Recycling Containers in Parks Staff advised that this project is for the replacement of very old recycling containers in parks that are at the end of their lifecycle. The City is working on improving its diversion rate at parks, recognizing there is contamination of recycling at parks. Waste and recycling containers at parks are also being used more frequently due to the pandemic, which may add to this issue.   Committee suggested that unless staff have an educational strategy for improving the diversion rate at parks, this project should not be approved.   Committee pulled this project, and requested that Staff to report-back with more information.   Waste Containers on Markham’s Main Streets Staff clarified that it is the City’s responsibility to empty City waste and recycling containers on Main Street Unionville, and on Main Street Markham. The City empties these containers multiple times per day. Other types of waste and recycling containers are being explored for these streets.
21135	Stairway Repair	Councillor Reid McAlpine requested that a map of the staircase’s location, and a picture of the staircase be provided to him.

 

Moved by Councillor Keith Irish
Seconded by Councillor Karen Rea

That the Budget Committee approve the Operations – Parks Capital Budget Item Nos. 21129-21135 (excluding 21131).

Carried

Operations - Fleet

Staff provided the following response to an inquiry from the Committee:

Capital Budget No.	Project	Discussion
21038	Corporate Fleet - Fire	Staff advised that this project is for the replacement of 3 pumper trucks. The new trucks will replace the oldest pumper trucks in two years, as it takes two years for the trucks to be built and delivered to the City.   A Member requested that the turning radius of the pumper truck be considered in the future, as trucks with a smaller turning radius are better designed for the types of communities the City is buildings.

 

Moved by Councillor Andrew Keyes
Seconded by Councillor Keith Irish

That the Budget Committee approve the Operations Fleet Capital Budget Item Nos. 21136 -21142.

Carried

Moved by Councillor Khalid Usman
Moved by Councillor Karen Rea

That the Budget Committee approve the Operations - Utility Inspection Survey Capital Budget Item No. 21143.

Carried

Moved by Councillor Karen Rea
Moved by Councillor Khalid Usman

That the Budget Committee approve the Operations – Business & Technical Services Item No. 21144.

Carried

Environmental Services – Infrastructure

Staff provided the following response to an inquiry from the Committee:

Capital Budget No.	Project	Discussion
21145	Bridges and Culverts – Condition Inspection	Phoebe Fu to provide Councillor Reid McAlpine with an update on the status of the bridge to be replaced on the north side of Toogood Pond. The specific location of the bridge was to be confirmed.

 

Moved by Councillor Khalid Usman
Moved by Councillor Karen Rea

That the Budget Committee approve the Environmental Services - Infrastructure Capital Budget Item Nos. 21145 - 21154.

Carried

 

Environmental Services – Stormwater Management

Staff provided the following responses to inquiries from the Committee:

Capital Budget No.	Project	Discussion
21160	Storm Water Management Cleaning Design & Contract Administration – ID #47, w	Phoebe Fu to provide Councillor Reid McAlpine with a status update on the Stormwater Management Pond north of Toogood Pond that was scheduled to be cleaned
21162	Water Quality Improvements	Staff advised that this project is to address the hazing of the geese at Toogood Pond.   Morgan Jones was requested to report-back on a request made at a Budget Committee meeting last year regarding the feasibility of landscaping the north side of Toogood Pond, as a geese deterrent measure.

 

Moved by Councillor Reid McAlpine
Moved by Councillor Andrew Keyes

That the Budget Committee approve the Environmental Services - Stormwater Management Capital Budget Item Nos. 21155 - 21165.

Carried

 

Environmental Services - Waste

Staff provided the following response to an inquiry from the Committee:

Capital Budget No.	Project	Discussion
21166	Incremental Growth Related Waste Management Vehicles	Staff advised that this is an internal project to obtain development charges to offset the growth related portion of the City’s waste management contract, as Miller is required to purchase more waste management vehicles to accommodate Markham’s growth. Miller will own the new waste vehicles purchased.

 

Moved by Councillor Reid McAlpine
Moved by Councillor Keith Irish

That the Budget Committee approve the Environmental Waste Capital Budget Item No. 21166.

Carried

Moved by Deputy Mayor Hamilton
Seconded by Councillor Keith Irish

That the Budget Committee approve the Environmental Waterworks Capital Budget Item Nos. 21167 – 21176.

Carried

Moved by Councillor Khalid Usman
Seconded by Councillor Reid McAlpine

That the Budget Committee approve the Corporate Wide Capital Budget Item No. 21177.

Carried

4.3

Additions and Follow Up Items

4.3       Additions and Follow Up Items

a) 21179 Milliken Mills CC Main Pool Variable Frequency Drive Installation

This project is being added to the proposed 2021 Capital Budget, as staff originally thought the project could be funded by an existing project.

Moved by Councillor Khalid Usman
Seconded by Councillor Andrew Keyes

That the Budget Committee approved Capital Budget Item No. 21179 Milliken Mills Community Centre Pool Installation.

Carried

 

b) 21180 Recreation Waste Heat Recovery Systems

This project is being added to the proposed 2021 Capital Budget, as staff originally thought the project could be funded by an existing project.

Moved by Councillor Khalid Usman
Seconded by Councillor Reid McAlpine

That the Budget Committee approved Capital Budget Item No. 21180 Recreation Waste Heat Recovery Systems.

Carried

 

c) 21181 Elgin Mills - Victoria Square Blvd. to McCowan Road (Design)

Staff advised that the design work for the widening of Elgin Mills between Victoria Square and McCowan Road was originally on the deferred list, but staff recommended it be added to the 2021 Capital Budget. It was also confirmed that York Region will assume an unknown portion of Elgin Mills sometime in the future. When the road is transferred, an extensive process will be undertaken that could lead to the exchange of funds, and the City will have to transfer any remaining Development Charges collected for Elgin Mills.

Moved by Councillor Reid McAlpine
Seconded by Councillor Khalid Usman

That the Budget Committee approve the Capital Budget Item No. 21181 Elgin Mills – Victoria Square Blvd. to McCowan Road (Design).

Carried

d) 21017 Secondary Plan – General

Staff confirmed that Capital Project 21017 – Secondary Plan will be funded through an existing funding source that has been approved by the City’s Finance Department, and the item will be removed.

4.4

Next Steps

The following items were discussed under next steps:

2021 Capital Budget

Staff will report-back on the following projects at the next meeting:

1) 21007 – Gallery Lobby Maintenance

2) 21131 – Recycling Containers

 

Water & Waste Water Public Consultation Meeting

The Water & Waste Water Public Consultation Meeting is scheduled to be held on Thursday, November 12, 2020, at 6:30 PM.

 

2021 Operating Budget

Directors will not be providing a presentation on their Department’s Operating Budgets this year. The Budget Committee decided last year that these presentations were only needed at the start of a new Council term to serve as an orientation for new Councillors.

 

Filling of Staff Vacancies

Directors can meet with the Executive Leadership Team regarding the filling of staff vacancies.

5.

NEW BUSINESS

There was no new business.

6.

NEXT MEETING DATE

The next meeting date of the Budget Committee is scheduled to be held on Friday, November 13, 2020. Staff advised that this meeting may be cancelled.

7.

ADJOURNMENT

The Budget Committee adjourned at 10:01 AM.