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
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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
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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.