Budget Committee Minutes

Meeting #:Meeting No. 10
Date:
-
Location:
Council Chamber
Members
  • Councillor Amanda Collucci, Chair
  • Councillor Andrew Keyes, Vice-Chair
  • Deputy Mayor Don Hamilton
  • Councillor Keith Irish
  • Councillor Reid McAlpine
  • Councillor Karen Rea
  • Stephanie DiPerna, Manager, Plans Review
Regrets
  • 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
  • Matthew Vetere, Manager, Budgeting
  • Phoebe Fu, Director of Environmental Services
  • Biju Karumanchery, Director of Planning and Urban Design
  • Graham Seaman, Director, Sustainability & Asset Management
  • Laura Gold, Council and Committee Coordinator

The Budget Committee convened at 9:06 AM with Councillor Andrew Keyes in the Chair. Councillor Collucci assumed the role of Chair at 9:40 AM.

  • Moved byDeputy Mayor Don Hamilton
    Seconded byCouncillor Reid McAlpine

    That the Minutes from the November 12, 2019 Budget Committee be approved as presented.

    Carried

Capital Budget Item No. 20032

Loy Cheah, Senior Manager of Transportation presented the memo on Capital Budget Item No. 20032 - Active Transportation Awareness Program.

Staff provided the following responses to Committee inquiries:

Markham Cycling Day

The Markham Cycling Day event is an event run by the Cycling & Pedestrian Advisory Committee, which receives staff support from the City’s Corporate Communications, and Engineering Departments. The Committee allocates $21,750 from its budget to the event. It also raises additional funds for the event through obtaining sponsorship.

Markham Cycles

Markham Cycles is a community group that rents bicycles to the public.

Event Strategy

Staff are working on developing an Event Strategy for the City, which will aim to develop a more standardized approach to the allocation of resources to City and third party events, and clarify staff responsibilities in regards to events.  The Corporate Communications and Operations Department are working together on this project.

Committee supported the development of an Event Strategy for City and third party events to ensure the equitable allocation of City resources. It noted the following should be looked at as part of the City’s review of its event governance: 1) the Celebrate Markham Grants Program; and 2) clearly defining the roles and responsibilities of City Advisory Committees versus the role of staff with respect to events.

Capital Budget Item No. 20175 - Heritage Garbage Enclosure (Unionville Library)

Graham Seaman, Director of Sustainability and Asset Management advised that a commercial grade heritage style shed is required to house the waste receptacles, as complaints are being received from residents regarding the aesthetics of the bins.  It was requested that the original capital budget request of $19,300 be approved, and that staff commit to looking for efficiencies to reduce this amount.

The Budget Committee agreed to approve the original budget request of $19,300 with the agreement that staff will look for efficiencies to reduce the amount.

Capital Budget Item No. 20061 – ITS Life Cycle Asset Replacement

Joel Lustig, Treasurer advised that Capital Budget Item No. 20061-ITS Life Cycle Asset Replacement was reduced from $3,273,900 to $2,917,700 due to recently received favourable pricing for the replacement of the City’s multi-functional devices.

Capital Budget Item No. 20269 – DI Watermain CIPP Lining - Construction

Staff advised that Capital Budget Item No. 20269 – DI Watermain CIPP Lining – Construction, was added to the Capital Budget due two unanticipated events. These events included two watermain breaks occurring within two weeks in the same location, and the need to replace the lining of a 51 year old watermain to maintain water quality. The funds for this Capital Budget item come from the water rate.

  • Moved byDeputy Mayor Don Hamilton
    Seconded byCouncillor Reid McAlpine

    That the Budget Committee approve Capital Budget Item No. 20032 Active Transportation Project; and,

    That Budget Committee support the development of an Events Strategy for the City.

    Carried
  • Moved byDeputy Mayor Don Hamilton
    Seconded byCouncillor Andrew Keyes

    That the Budget Committee approve Capital Budget Item No. 20175 Heritage Garbage Enclosure (Unionville Library) in the amount of $19,300 with the understanding the staff will look for efficiencies to reduce the amount.

    Carried
  • Moved byDeputy Mayor Don Hamilton
    Seconded byCouncillor Andrew Keyes

    That Capital Budget Item No. 20061 – ITS Life Cycle Asset Replacement be reduced from $3,273,900 to $2,917,700.

    Carried
  • Moved byDeputy Mayor Don Hamilton
    Seconded byCouncillor Reid McAlpine

    That the Budget Committee approve Capital Budget Item No. 20269 – DI Watermain CIPP Lining- Construction.

    Carried

Matthew Vetere, Manager of Budgeting presented the proposed 2020 Building & Design, Engineering and Waterworks Operating Budget.

Staff advised that funds will be drawn from the Building and Development Fee Reserves in 2020 due to expenditures being greater than the forecasted revenues. This is believed to be due to Bill 108, More Homes, More Choices Act stalling development applications. It was anticipated that more development applications will be submitted to the City when the new regulations are in place.   Staff are working on improving their forecasting of development activity.

The fee by-law report will be brought forward to the Development Services Committee on November 25th explaining some of the challenges the City is currently facing in the development industry.

Staff advised that the City reviews its reserve balances each year to identify if adjustment need to be made to maintain a healthy reserve balance. Staff are proposing that the Building, Planning, and Engineering fees be increased in 2020 to ensure there are adequate funds in these reserves. Developers have been notified the City is increasing its development fees. A public meeting on the fee changes will also be held on December 3rd.

 

Staff requested the Committee’s feedback on the 2020 budget process.

Committee congratulated staff on their work on the 2020 Budget and provided the following feedback on the budget process:

  • The level of depth provided for the 2020 Budget Process is only required after an election;
  • Reporting from staff should include forecasting and the connection to Building Markham’s Future Together (BMFT), and it does not need to be done as part of the budget process. 

Committee briefly discussed traffic congestion, and the need to make it easier for residents to get around Markham.

Staff agreed to look into holding a Transportation Workshop for Members of Council.

  • Moved byCouncillor Andrew Keyes
    Seconded byCouncillor Reid McAlpine

    That the 2020 Budget Presentation be approved.

    Carried

Budget Committee adjourned at 10:30 AM.