General Committee
June 18, 2018
Meeting
Number 11
Finance & Administrative Issues Community Services Issues
Chair: Deputy Mayor Jack
Heath Chair: Councillor Alan Ho
Vice Chair: Councillor Colin Campbell Vice
Chair: Councillor Alex Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Colin
Campbell
Vice Chair: Councillor Karen Rea Vice Chair: Regional Councillor Nirmala
Armstrong
Alternate formats are available
upon request.
Attendance
|
Councillor
Alex Chiu
|
Andy
Taylor, Chief Administrative Officer
Arvin Prasad, Commissioner of Development
Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community
& Fire Services
Catherine
Conrad, City Solicitor and Acting Director of Human Resources
Joel
Lustig, Treasurer
Kimberley
Kitteringham, City Clerk
Phoebe Fu, Director of Environmental Services
Alex Moore, Manager
of Purchasing & Accounts Payable
Chris Alexander,
Acting Manager, By-law & Regulatory Services
Bryan Frois, Chief of
Staff
David
Plant, Manager, Parks Operations
Josh
Machesney, Acting Council/Committee Coordinator
|
The General Committee meeting convened at the hour of 9:05 AM with Deputy
Mayor Jack Heath in the Chair; Councillor Alan Ho Chaired Community Services
related items.
General Committee recessed at 11:25 AM and reconvened at 11:38 AM.
General Committee recessed at 12:58 PM and reconvened at 1:47 PM.
Disclosure of
Pecuniary Interest
None disclosed.
1. MINUTES
OF THE JUNE 12, 2018
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Don Hamilton
1) That
the minutes of the June 12, 2018 General Committee meeting be confirmed, as
amended.
Carried
PETITIONS
There were
no petitions.
2. MINUTES
OF THE MAY 14, 2018
CANADA DAY COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Don Hamilton
1) That the minutes of the May 14, 2018
Canada Day Committee meeting be received for information purposes.
Carried
3. MINUTES
OF THE APRIL 23, 2018
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Don Hamilton
1) That
the minutes of the April 23, 2018 Markham Public Library Board meeting be
received for information purposes.
Carried
4. STAFF AWARDED CONTRACTS
FOR THE MONTH OF MAY 2018 (7.12)
Report
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That the report entitled “Staff Awarded Contracts
for the Month of May 2018” be received; and,
2) That Staff be authorized and directed to
do all things necessary to give effect to this resolution
Carried
5. STATUS OF CAPITAL PROJECTS AS OF APRIL
30, 2018 (7.0)
Report Exhibits
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Don Hamilton
1) That the report dated
May 23, 2018 entitled “Status
of Capital Projects as of April 30, 2018” be received; and,
2) That the amount of $6,221,764 from the
closure of capital projects be transferred to the sources of funding as listed
on Exhibit A; and,
3) That the closure of
projects as outlined on Exhibit B and C be approved; and,
4) That the Non-Development
Charge Capital Contingency Project be topped up from the Life Cycle Replacement
and Capital Reserve Fund by $390,531
to the approved amount of $250,000; and,
5) That the Engineering
Capital Contingency Project be topped up from the City-Wide Hard Development
Charges Reserve by $35,465
to the approved amount of $100,000; and,
6) That the Planning
Capital Contingency Project be topped up from the Development Charges Reserve by
$6,878
to the approved amount of $50,000; and,
7) That the Waterworks
Capital Contingency Project be topped up from the Waterworks
Stabilization/Capital Reserve by $226,078
to the approved amount of $100,000; and further,
8) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
6. DEVELOPMENT CHARGES CREDIT APPLICATION
– RULAND PROPERTIES INC (7.11)
Report Appendix
A
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Don Hamilton
1) That
the report entitled “Development Charges Credit Application – Ruland Properties Inc.” be received; and,
2) That
Council authorize City Wide Hard Development Charge credits for $3,442,655 to Ruland
Properties Inc. for completed works regarding the construction of Enterprise
Boulevard and Birchmount Road on lands located within Markham Centre, as set
out in this report; and,
3) That
Council authorize City Wide Hard Development Charge credits not exceeding
$2,172,273 to Ruland Properties Inc. for the construction of enhanced
streetscape along Enterprise Boulevard in the Markham Centre community as set
out in this report – the exact amount to be finalized upon completion of the
remaining works and review of costs by the Engineering Department; and,
4) That the Mayor and Clerk be authorized to
execute a Development Charge Credit Agreement in accordance with the
City’s Development Charge Credit and Reimbursement Policy, with Ruland Properties Inc., or their successors in title, to the satisfaction of the Treasurer and
City Solicitor; and further,
5) That
staff be directed to do all things necessary to give effect to this report.
Carried
7. AMENDMENTS TO ALECTRA INC.
UNANIMOUS SHAREHOLDER’S AGREEMENT (13.7)
Report
Moved by Regional
Councillor Jim Jones
Seconded by
Councillor Don Hamilton
1) That the report entitled “Amendments to the Alectra Inc.
Unanimous Shareholders’ Agreement” dated June 26th, 2018, be
received; and,
2) That the resolutions attached as Appendix “A” be adopted and
forwarded to Alectra Inc.; and further,
3) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
8. QUALITY MANAGEMENT SYSTEM
-
MANAGEMENT REVIEW (5.3)
Report Attachment
A
Moved by
Councillor Alan Ho
Seconded by
Councillor Valerie Burke
1) That the report
titled “Quality Management System -
Management Review” be received; and,
2) That the Report on Quality Management System to Council from
Management Review (Attachment “A”), be received; and,
3) That Council, as the Owner of the City’s drinking water system,
acknowledge and support the outcome and action items identified from the
Management Review; and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
9. PROJECT MANAGEMENT
COORDINATION AND REPORTING (5.0)
Report Attachment
A Attachment
B
Moved by
Councillor Alan Ho
Seconded by
Councillor Karen Rea
1) That the report
entitled “Project Management Coordination and Reporting” be received; and,
2) That the “Major Project Status Tracking” Dashboard report
(Attachment “A”) be received; and further,
3) That
Staff be authorized and directed to do all things necessary to give effect to this
resolution.
Carried
10. HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
IMPLEMENTATION AUDIT (7.0)
Presentation Report
Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP,
MNP LLP, Auditor General, City of Markham was in attendance to deliver a PowerPoint
Presentation regarding Human Resources Information System (HRIS) Implementation
Audit.
Kyra Li, Manager, Enterprise Risk Services,
MNP was in attendance to discuss the findings of the audit and the Auditor’s
recommendations:
-
Implementation of Complementary
User Entity Controls (CUEC)
-
Role
Based Access Controls (RBAC)
-
Review
of ADP Service Organization Controls (SOC 1) Report
Moved by Regional
Councillor Nirmala Armstrong
Seconded by
Councillor Don Hamilton
1) That the presentation provided by Geoff Rodrigues, CPA, CA, CIA,
CRMA, ORMP, MNP LLP, Auditor General, City of Markham, entitled “Report of the
Auditor General – Human Resources Information System (HRIS) Implementation
Audit” be received; and,
2) That the report
prepared by Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham, entitled “City of Markham – Human Resources
Information System (HRIS) Implementation Audit” be received; and
further,
3) That
staff be authorized and directed to do all things necessary to give effect to
the recommendations
Carried
11. WATER REVENUE AUDIT
- FOLLOW UP (7.0)
Presentation Report
Geoff Rodrigues,
CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor General, City of Markham, was in
attendance to deliver a PowerPoint presentation regarding the Water Revenue
Audit.
Veronica Billa,
Partner, MNP, was in attendance to discuss the follow up of the Water Revenue
Audit that was conducted in February 2017. She advised that the following audit
recommendations have since been completed by the City:
-
Database Alignment with Alectra Utilities
-
Automate, Extract, Transfer
& Load Processes
-
Enhanced Controls for AMI
Roll-Out
-
Data
Timeliness, Accuracy & Granularity
-
Process
Documentation
-
Third
Party Vendor Risk Management
-
Merger
Integration Controls
-
Workflow
Automation
-
Resource
Model
Moved by Mayor
Frank Scarpitti
Seconded by
Regional Councillor Joe Li
1) That the presentation provided by Geoff Rodrigues, CPA, CA, CIA,
CRMA, ORMP, MNP LLP, Auditor General, City of Markham, entitled “Report of the
Auditor General – Water Revenue Audit- Follow Up” be received; and,
2) That the report
prepared by Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham, entitled “City of Markham – Water Revenue Audit-
Follow Up” be received; and,
3) That staff
be authorized and directed to do all things necessary to give effect to the
recommendations.
Carried
12. ANIMAL SERVICES BY-LAW UPDATE (2.8)
Presentation
Chris Alexander,
Manager, By-law Enforcement & Regulatory Services was in attendance to
deliver a PowerPoint Presentation providing an update regarding the Animal
Services By-law. Mr. Alexander advised that the current By-law is outdated and staff
are suggesting that a number of administrative and prosecutorial amendments are
required. Staff further suggested that a provision be added to license and
regulate pet stores within the City of Markham.
Mr. Alexander advised
that a draft By-law will be brought forward at the June 26th, 2018
Council meeting.
Augustine Lau,
resident, was in attendance to discuss his concerns regarding wild animals on
Heathmore Court.
Naseem Walji,
resident, was in attendance to discuss her concerns regarding wild animals on
Heathmore Court.
Smila Patel, resident,
was in attendance to discuss her concerns regarding wild animals on Heathmore
Court.
Councillor Valerie
Burke suggested that Staff provide further public education with respect to
animal care and wildlife.
General Committee
directed Staff to follow up with further information, including:
-
Listing of
permitted/prohibited animals within the City
-
Overview
of Provincial Legislation as it relates to wildlife
Moved by Councillor
Valerie Burke
Seconded by
Mayor Frank Scarpitti
1) That
the presentation by Mr. Christopher Alexander, Acting Manager, By-Law
Enforcement and Regulatory Services entitled “Animal Services By-Law Update,”
be received.
2) That
the Draft Animal Services By-law Update be referred to the Animal Care
Committee for review.
Carried
Moved by
Mayor Frank Scarpitti
Seconded by
Councillor Don Hamilton
3) That
Staff be directed to prepare public education material for residents regarding
wildlife, particularly related to health concerns such as Lyme disease and
rabies, as well as tips to deal with local wildlife.
Carried
13. MARKHAM TREES FOR TOMORROW (6.0)
Presentation
David Plant, Manager, Parks Operations, was in attendance to deliver a
PowerPoint presentation regarding Markham’s Trees for Tomorrow Program. Mr.
Plant reviewed the Trees for Tomorrow planting projects that have been
undertaken and outlined the planting projects that are scheduled for 2018.
The Committee expressed concern that some parks were being planted too
deeply, and that overplanting can take away from the use of park space for recreational
purposes or spaces intended to be natural meadows. It was requested that Staff
provide a layout of the new park at Birchmount Road and Rougeside Promenade
with a tree planting plan,, and that Staff and Committee review the plan to
ensure there is a balance between required tree canopy while ensuring
sufficient park space is available for alternative purposes.
The Committee directed Staff to report back with additional information.
General Committee thanked Mayor Frank Scarpitti and Nory Takata, Parks
Planner, for their work with the Trees for Tomorrow Project.
Moved by Mayor
Frank Scarpitti
Seconded by
Deputy Mayor Jack Heath
1) That
the presentation entitled “Markham Trees for Tomorrow,” be received.
Carried
14. ONTARIO’S MAIN STREET
REVITALIZATION INITIATIVE FUND
– MUNICIPAL FUNDING AGREEMENT
Report
Moved by
Councillor Colin Campbell
Seconded by
Councillor Karen Rea
1) That the report, “Ontario’s Main Street Revitalization
Initiative Fund – Municipal Funding Agreement”, be received; and,
2) That the City of Markham’s allocation from the Province of
Ontario in the amount of $320,609.39, as administered by the Association of
Municipalities of Ontario, be utilized for eligible projects in the three
commercial areas for streetscape-related improvements with the funding
distributed as follows:
a. $140,304.53 for Main Street Unionville (Municipal Road);
b. $140,304.53 for Main Street Markham (Municipal Road);
c. $40,000.33 for Yonge Street within the Heritage District
(Regional Road); and,
3) That Council authorize the Mayor and the City Clerk to sign the
Municipal Funding Agreement for the Main Street Revitalization Initiative with
the Association of Municipalities of Ontario; and,
4) That Council pass an enacting bylaw in Attachment #1 as
required by the Association of Municipalities of Ontario; and,
5) That a new reserve fund be established titled Main Street
Revitalization Initiative Reserve Fund in the amount of $320,609.39 for the
purpose of funding eligible Main Street Revitalization projects and held in an
interest bearing account until the earliest expenditure or March 31, 2020; and
further,
6) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
MOTIONS
There were
no motions.
NEW/OTHER BUSINESS
There was
no new business.
ANNOUNCEMENTS
There were
no announcements.
15. CONFIDENTIAL ITEMS
(16.0& 8.6)
Moved by
Councillor Chiu
Seconded by
Councillor Collucci
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (12:57 PM):
(1) GENERAL COMMITTEE
CONFIDENTIAL MINUTES
- JUNE 12, 2018 (16.0)
[Section
239 (2) (a) (b) (c)]
General
Committee confirmed the June 12, 2018 confidential meeting minutes.
Carried
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Colin Campbell
That the General Committee rise from the confidential session 12:59
PM.
Carried
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (1:48 PM):
(2) A PROPOSED OR PENDING
ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD 2)
(8.6)
[Section 239 (2) (c)]
General
Committee received information on the matter.
Carried
Moved
by Mayor Frank Scarpitti
Seconded
by Regional Councillor Jim Jones
That the General Committee rise from the confidential session 3:36
PM.
Carried
Adjournment
Moved by Councillor Valerie Burke
Seconded by Councillor Alex Chiu
That the General Committee meeting adjourn at 3:36 PM.
Carried