Logo

 

Minutes

General Committee

April 27, 2015

Meeting Number 15

 

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

 

Mayor Frank Scarpitti

Deputy Mayor Jack Heath

Regional Councillor Jim Jones

Regional Councillor Joe Li

Regional Councillor Nirmala Armstrong

Councillor Valerie Burke

Councillor Alan Ho

Councillor Don Hamilton

Councillor Karen Rea

Councillor Colin Campbell

Councillor Amanda Collucci

Councillor Logan Kanapathi

Councillor Alex Chiu

Andy Taylor, Chief Administrative Officer

Trinela Cane, Commissioner of Corporate Services

Brenda Librecz, Commissioner of Community & Fire Services

Catherine Conrad, City Solicitor

Joel Lustig, Treasurer

Phoebe Fu, Director of Asset Management

Peter Loukes, Director of Environmental Services

Mary Creighton, Director of Recreation Services

Dennis Flaherty, Director of Communications &

Community Engagement

Shane Manson, Senior Manager, Revenue & Property Taxation

Sandra Skelcher, Acting Manager Financial Reporting and

Payroll

Alida Tari, Council/Committee Coordinator

 

 

 

The General Committee meeting convened at the hour of 9:15 AM with Deputy Mayor Jack Heath in the Chair and Councillor Alan Ho Chaired Community Services related items

 

 

Disclosure of Interest

 

None disclosed.

 

1.         AWARD RECOGNITIONS
- MARTHA NEELY: TRILLIUM AWARD
- LUKE HILTS: EMERGING LEADER AWARD (12.2.6)

 

            Martha Neely- Trillium Award:

            This award recognizes individual service and commitment to parks and recreation. The Trillium award recognizes consistent dedication and contributions to the provision of quality leisure services. It honours individuals for the successes they have achieved through their professional or volunteer work as leaders and agents for change and also the impact and influence they have made in the field. The honouree is an advocate for the quality of life experiences as they relate to parks, recreation and/or leisure services with demonstrated success resulting from that advocacy.

 

            Luke Hilts- Emerging Leader Award:

This award recognizes the outstanding achievements and accomplishments of young professionals. The honouree must have a minimum of 5 years’ experience as a leader, instructor, supervisor, administrator, consultant, or a combination of these in the field of parks and recreation. The honouree is selected due to their potential to hold a leadership role in the future in the public, private or not for profit sectors.

 

Mayor Frank Scarpitti on behalf of all Members of Council congratulated Martha Neely on receiving the Trillium Award and Luke Hilts on receiving the Emerging Leader Award.

 

Moved by Mayor Frank Scarpitti

Seconded by Councillor Alex Chiu

 

That the Mayor and all Members of Council extend their congratulations to Martha Neely for receiving the Trillium Award and to Luke Hilts for receiving the Emerging Leader Award.

Carried

 

 

2.         2014 CONSOLIDATED FINANCIAL STATEMENTS (7.2)

            Presentation     Report    Appendix A     Appendix B

           

Joel Lustig, Treasurer addressed the Committee and provided some opening remarks relative to the 2014 Consolidated Financial Statements.

 

Sandra Skelcher, Acting Manager, Financial Reporting and Payroll delivered a PowerPoint presentation regarding the 2014 Draft Consolidated Financial Statements.

 

Kevin M. Travers, Partner, KPMG delivered a PowerPoint presentation regarding the Audit Findings Report.

 

There was discussion regarding cash equivalence relative to the City's assets.

 

Moved by Councillor Logan Kanapathi

Seconded by Regional Councillor Jim Jones

 

1)         That the presentations by Ms. Sandra Skelcher, Acting Manager, Financial Reporting and Payroll entitled “2014 Draft Consolidated Financial Statements,” and by Kevin M. Travers, Partner, KPMG regarding Audit Findings Report, be received; and,

 

2)         That the report entitled “2014 Consolidated Financial Statements” be received; and,

 

3)         That Council approve the draft City Consolidated Financial Statements of The Corporation of the City of Markham (the City), the City of Markham Public Library (the Library), Community Boards, Business Improvement Areas (BIAs) , and Investment in Markham Enterprises Corporation (MEC), for the fiscal year ended December 31, 2014; and,

 

4)         That Council authorize Staff to issue the final audited Consolidated Financial Statements for the fiscal year ended December 31, 2014 upon receiving the Independent Auditors’ Report; and,

 

5)         That the KPMG LLP Audit Finding Report for the year ended December 31, 2014 be received; and,

 

6)         That this matter be forward to Council for adoption on April 28, 2015; and further,

 

7)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

3.         MINUTES OF THE APRIL 13, 2015 AND
APRIL 20, 2015 GENERAL COMMITTEE (16.0)

            April 13     April 20

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the minutes of the April 13, 2015 and April 20, 2015 General Committee meeting be confirmed.

Carried

 

 

 

 

 

 

4.         MINUTES OF THE MARCH 10, 2015
SENIORS ADVISORY COMMITTEE (16.0)

            Minutes

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the minutes of the March 10, 2015 Seniors Advisory Committee meeting be received for information purposes.

Carried

 

5.         TRANSFER OF UNCLAIMED
HOLDBACK PAYMENTS (7.0)

            Report

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the report dated March 26, 2015 entitled “Transfer of Unclaimed Holdback Payments” be received; and,

 

2)         That Council approve the placement of an advertisement in a construction trade newspaper and on the City website, in order to provide reasonable notice to contractors that may be eligible to apply for the release of holdback payments related to construction projects completed prior to January 1, 2010, and the forfeiture of said payments to the City’s reserve should they remain unclaimed; and,

 

3)         That the cost incurred in placing the advertisement, estimated at $1,000.00, be offset against the unclaimed holdback payments to be placed in the City’s revenue; and,

 

4)         That the Treasurer be authorized to transfer unclaimed holdback payments up to the amount of $212,799.89 to the Corporate Rate Stabilization Reserve, comprised of unclaimed holdback payments for projects closed prior to January 1, 2010 ($218,227.61) less deferred refundable taxes paid ($5,427.72); and,

 

5)         That Council authorize Staff to charge an administration fee equivalent to 10% of the amount to be refunded to claimants, and to utilize the administration fee to recover staff cost associated with refunding these unclaimed holdback amounts with the amount being deposited into account 410 998-9399 (Revenue – Finance Department support); and,

 

6)         That the Treasurer be authorized to release any of these holdback payments from the Corporate Rate Stabilization Reserve in the event of a future verifiable claim; and further,

 

7)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

6.         STAFF AWARDED CONTRACTS
FOR THE MONTH OF MARCH 2015 (7.12)

            Report

 

There was discussion regarding the tree stump schedule for trees affected by the Emerald Ash Borer and December 2013 Ice Storm.

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Don Hamilton

 

1)         That the report entitled “Staff Awarded Contracts for the Month of March 2015” be received; and,

 

2)         That Staff be authorized and directed to do all things necessary to give effect to this resolution

Carried

 

 

7.         2015 FIRST QUARTER INVESTMENT
PERFORMANCE REVIEW (7.1)

            Report    Attachment 1

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the report dated April 27, 2015 entitled “2015 First Quarter Investment Performance Review” be received.

Carried

 

 

8.         TAX WRITE-OFFS IN ACCORDANCE WITH
SECTION 354 OF THE MUNICIPAL ACT, 2001 (7.1)

            Report

 

There was brief discussion regarding properties subject to Payment in Lieu (PIL) of tax.

 

Moved by Councillor Logan Kanapathi

Seconded by Councillor Karen Rea

 

1)         That taxes totalling $107,123 as set out in this report, of which the City’s portion is $27,410 be written off pursuant to the provisions of Section 354 of the Municipal Act, 2001; and,

 

2)         That the Treasurer be directed to remove the taxes from the Collector’s Roll; and,

 

3)         That the Treasurer be directed to authorized to write-off the municipal tax portion account 820-820-7040; and further,

 

4)         That staff be authorized to and directed to do all things necessary to give effect to this resolution.

Carried

 

 

9.         CANCELLATION, REDUCTION OR REFUND
OF TAXES UNDER SECTION 357 AND 358
OF THE MUNICIPAL ACT, 2001 (7.1)

            Report

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the Report for the Cancellation, Reduction or Refund of Taxes under Sections 357 and 358 of the Municipal Act, 2001 be received; and,

 

2)         That taxes totalling approximately $289,231.74 be adjusted under Section 357 (in the amount of $283,938.17) and Section 358 (in the amount of $5,293.57) of the Municipal Act, 2001 of which the City’s portion is estimated to be $60,168.21; and,

 

3)         That the associated interest be cancelled in proportion to the tax adjustments; and,

 

4)         That the Treasurer be directed to adjust the Collector’s Roll accordingly; and further,

 

5)         Thatstaff be authorized and directed t    o do all things necessary to give effect to this resolution.

Carried

 

 

10.       CONTRACT EXTENSION FOR STREETLIGHT
MAINTENANCE AND UNDERGROUND
STREETLIGHT CABLE LOCATES PROGRAM (7.12)

            Report

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the report entitled “Contract Extension for Streetlight Maintenance and Underground Streetlight Cable Locates Program” be received; and,

 

2)         That the Contract for the 2015 Streetlight Maintenance and Underground Streetlight Cable Locates be awarded to Langley Utilities Contracting Ltd. in the estimated amount of $868,694.59 inclusive of HST for the period of June 1 to December 31, 2015; and,

 

3)         That a Purchase Order in the amount of $10,000.00 inclusive of HST be issued to PowerStream for works associated with the disconnection and re-connection of power from PowerStream-owned transformers when required, for the period of June 1 to December 31, 2015; and,

 

4)         That the tender process be waived in accordance with Purchasing By-Law 2004-341 Part II, Section 7 item 1 (c) which states “when the extension of an existing contract would prove more cost-effective or beneficial;” and,

 

5)         That the award from June 1, 2015 to December 31, 2015 for streetlight maintenance and underground cable locates be funded from the 2015 operating accounts #720-720-5497 Streetlight Maintenance & Repair in the amount of $471,775.58; #720-720-5499 Other Maintenance & Repair in the  amount of $86,786.50 and from account # 720-720-5436 Utility Locates in the amount of $320,132.51; and,

 

6)         That the CAO be authorized to extend the contract for three (3) additional one (1) year terms at the same pricing for 2016 and on mutually agreed Unit prices for the period 2017 and 2018, subject to satisfactory performance and approval of the Operating budgets; and,

 

7)         That the purchase order be adjusted in future years up to the approved operating budget as approved by the Council; and further,

 

8)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

11.       TAKING CARE OF YOUR DRINKING WATER (5.3)

            Presentation

 

Peter Loukes, Director, Environmental Services delivered a PowerPoint presentation entitled "Taking Care of Your Drinking Water."

 

There was discussion regarding the various testing done by City of Toronto, York Region and Municipally for the drinking water.  

 

The Committee inquired about an annual report relative to the municipal water.  Staff pointed out that there is an annual report that outlines the required number of water samples tested and if there are any adverse water quality incidents and how they are dealt with.

 

Moved by Deputy Mayor Jack Heath

Seconded by Regional Councillor Jim Jones

 

1)         That the presentation by Mr. Peter Loukes, Director, Environmental Services entitled “Taking Care of Your Drinking Water,” be received; and,

 

2)         That staff be directed to arrange Standard of Care Training.

Carried

 

 

12.       SOUTHEAST COMMUNITY CENTRE AND LIBRARY
- PROJECT UPDATE (6.6)

            Presentation

 

Brenda Librecz, Commissioner of Community & Fire Services addressed the Committee and provided some opening remarks relative to the Southeast Community Centre and Library.

 

Gary Adamkowski, Senior Manager, Facilities delivered a PowerPoint presentation providing a project update with respect to the Southeast Community Centre and Library.

 

The Committee expressed their disappointment with the delay in the opening of the Southeast Community Centre & Library. 

 

There was brief discussion regarding the laminated wood roof structure and whether there will be any future issues.

      

The Committee discussed the contingency allocation rate that is anticipated to be significantly higher than the completion rate.

 

Moved by Mayor Frank Scarpitti

Seconded by Councillor Logan Kanapathi

 

1)         That the presentation by Mr. Gary Adamkowski, Senior Manager, Facilities, entitled “Southeast Community Centre and Library- Project Update,” be received.

Carried

 

 

13.       QUALITY MANAGEMENT SYSTEM
- QMS OPERATIONAL PLAN AND
QMS POLICY ENDORSEMENT AND
MANAGEMENT REVIEW OUTCOMES (5.3)

            Report    Attachment A    Attachment B    Attachment C    Attachment D

           

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the report “Quality Management System – QMS Operational Plan and QMS Policy Endorsement and Management Review Outcomes” be received; and,

 

2)         That Council, as the Owner of the City’s drinking water system, acknowledges and endorses the revisions made to the City’s Quality Management System (QMS) Operational Plan and Policy; and,

 

3)         That the QMS Management Review Outcomes be received; and,

 

4)         That Council, as the Owner of the City’s drinking water system, acknowledge and support the outcomes and action items identified from the 2015 Management Review; and further,

 

5)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

14.       ANNUAL FAMILY STRENGTHENING
PROGRAM FUNDING AGREEMENT
-PLAY AND SUMMER CAMP
-YORK REGION COMMUNITY AND
HEALTH SERVICES (6.4)

            Report

           

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

 

1)         That the report titled Annual Family Strengthening Program Funding Agreement –PLAY and Summer Camp- York Region Community and Health Services be received; and,

 

2)         That the Commissioner of Community and Fire Services be delegated to execute the Annual Family Strengthening Program Funding Agreement –PLAY and Summer Camp- York Region Community and Health Services, on an annual basis; and further,

 

3)         That staff be directed to do all things necessary to give effect to this resolution.

Carried

 

 

15.       2015 SENIOR ACHIEVEMENT AWARD
            AND PROGRAM (3.0)

            Letter

 

Moved by Councillor Colin Campbell

Seconded by Councillor Valerie Burke

 

1)         That the letter dated April 2015 from the Minister Responsible for Seniors Affairs,         encouraging the City to participate in the Senior Achievement Award Program by          nominating a deserving senior be received. (Nomination deadline is June 15, 2015)

Carried

 

 

 

NEW BUSINESS

 

Councillor Karen Rea advised that she has an item of New Business for the in-camera agenda.  It is for the reason of personal matter about an identifiable individual, including municipal or local board employee. (Introduced as Item # 6 under In-Camera Matters)

 

 

16.       IN-CAMERA MATTERS (16.0, 7.0, 7.12, 16.23 & 8.2)

 

Moved by Councillor Colin Campbell

Seconded by Councillor Valerie Burke

 

That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into an in-camera session to discuss the following confidential matters (11:05 AM):

 

(1)        GENERAL COMMITTEE IN-CAMERA MINUTES
-April 13, 2015 (16.0)

            [Section 239 (2) (a) (b) (c) (e)]

 

(2)        THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 4) (7.0)

            [Section 239 (2) (a)]

 

(3)        THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 1) (7.12)

            [Section 239 (2) (a)]

 

(5)        THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (TLC DAYCARE) (8.2)

            [Section 239 (2) (a)]

 

(6)        PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES

            [Section 239 (2) (b)]

Carried

 

Moved by Mayor Frank Scarpitti

Seconded by Councillor Alex Chiu

 

That the following item be deferred to the May 11, 2015 General Committee meeting:

 

(4)        PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (REPORT OF THE INTEGRITY COMMISSIONER REGARDING CONTRAVENTION OF THE CODE OF CONDUCT BY FORMER COUNCILLOR HOWARD SHORE) (16.23)

            [Section 239 (2) (b)]

Carried

 

 

Moved by Councillor Karen Rea

Seconded by Mayor Frank Scarpitti

 

 

That the General Committee rise and report from the in-camera session 11:59 AM.

 

Carried

 

 

The following in-camera items were approved by General Committee as follows:

 

(1)        GENERAL COMMITTEE IN-CAMERA MINUTES
-April 13, 2015 (16.0)

            [Section 239 (2) (a) (b) (c) (e)]

 

Moved by Councillor Amanda Collucci

Seconded by Councillor Karen Rea

 

1)                  That the General Committee in-camera minutes dated April 13, 2015 be confirmed.

 

Carried

 

 

(2)        THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 4) (7.0)

            [Section 239 (2) (a)]

 

This item has been forwarded to the April 28, 2015 Council for adoption.

 

 

(3)        THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 1) (7.12)

            [Section 239 (2) (a)]

 

This item has been deferred to the May 11, 2015 General Committee meeting.

 

 

(4)        PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (REPORT OF THE INTEGRITY COMMISSIONER REGARDING CONTRAVENTION OF THE CODE OF CONDUCT BY FORMER COUNCILLOR HOWARD SHORE) (16.23)

            [Section 239 (2) (b)]

 

This item has been deferred to the May 11, 2015 General Committee meeting.

 

 

(5)        THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (TLC DAYCARE) (8.2)

            [Section 239 (2) (a)]

 

This item has been forwarded to the April 28, 2015 Council for adoption.

 

 

(6)        PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES

            [Section 239 (2) (b)]

 

Committee consented to not report out on this item.

 

 

No Item Selected