General Committee
November 9, 2015
Meeting
Number 29
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
Kimberley
Kitteringham, City Clerk
Martha
Pettit, Deputy City Clerk
Nasir
Kenea, Chief Information Officer
Joel
Lustig, Treasurer
Phoebe Fu, Director of Asset Management
Peter Loukes, Director of Environmental Services
Mary Creighton, Director of Recreation
Services
Biju Karumanchery, Director of Planning
& Urban Design
Sandra Skelcher, Manager Financial
Reporting & Payroll
Morgan Jones, Manager, Roads Operation
Alida
Tari, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 9:06 AM with Deputy
Mayor Jack Heath in the Chair and Councillor Alan Ho Chaired Community Services
related items.
General Committee recessed at 11:55 AM and reconvened at 1:10 PM.
Disclosure of
Interest
None disclosed.
1. REQUEST FOR PROPOSAL
110-R-15 AUDITOR GENERAL SERVICES (7.12 & 11.0)
Presentation Report
Trinela Cane,
Commissioner, Corporate Services delivered a PowerPoint presentation regarding
the Request for Proposal for Auditor General Services.
The Committee
inquired about the name of the Auditor General and discussed whether the name
should be included in the proposed recommendation. Staff advised it is Geoff
Rodrigues.
The Committee
suggested that Geoff Rodrigues come to a future General Committee meeting prior
to him developing the audit plan.
Moved by Councillor
Karen Rea
Seconded by
Councillor Logan Kanapathi
1) That the presentation by
Ms. Trinela Cane, Commissioner, Corporate Services, entitled “Request for
Proposal 110-R-15 Auditor General Services” be received; and,
2) That the report “Request for Proposal 110-R-15 Auditor General Services”
be received; and,
3) That
the Contract for Auditor General Services
under Request for Proposal 110-R-15 be awarded to the
highest ranked bidder, MNP LLP; and,
4) That
MNP LLP be appointed as the Auditor General
for a four year term to a maximum amount limit of $152,640 ($150,000 + $2,640)
inclusive of HST;
a.
$152,640 – Year 1
b.
$152,640 – Year 2
c.
$152,640 – Year 3
d.
$152,640 – Year 4; and,
5) That the annual amount of $152,640.00 be funded from the
Operating Account #110-110-5699; and,
6) That the Chief Administrative
Officer be authorized to execute an agreement with MNP LLP in a form
satisfactorily to the City Solicitor; and,
7) That Report “110-R-15 Auditor General Services” be included
as part of the November 10th,
2015 Council Meeting agenda; and further,
8) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
2. AVL-BASED
SNOW CLEARANCE INFORMATION
FOR RESIDENTS ON PORTAL SITE AND
MOBILE APPLICATION (5.10 & 7.13)
Presentation
Morgan Jones, Manager,
Roads Operation and Nasir Kenea, Chief Information Officer delivered a
presentation regarding the AVL-based snow clearance information available for
residents on the Markham Portal site and demonstrated the mobile application.
The Committee
discussed and suggested the following relative to the AVL-based snow clearance
information on the City's Portal site:
·
Consider
having colours that are more distinct in the legend
·
Provide
contact information for Regional Roads
·
Spell out
"Service Level Agreement"
There was discussion
regarding the current Council approved service level for snow removal.
Moved by Councillor
Logan Kanapathi
Seconded by Councillor
Amanda Collucci
1) That the presentation by
Mr. Nasir Kenea, Chief Information Officer, and Mr. Morgan Jones, Manager,
Roads Operations, entitled “AVL- Based Snow Clearance Information for Residents
on Portal Site and Mobile Application” be received.
Carried
3. 2015 SEPTEMBER
YEAR-TO-DATE
REVIEW OF OPERATIONS AND
YEAR END PROJECTION (7.4)
Presentation Report Appendices
1-13
Andrea Tang, Manager, Financial Planning
delivered a PowerPoint presentation regarding the 2015 September Year-to-date
review of Operations and Year End Projections.
She noted that on page 12 of the staff report it should read
"favourable ($0.28M)."
There was discussion regarding recreation
revenues.
Moved by Councillor Valerie Burke
Seconded by Regional Councillor Nirmala
Armstrong
1) That the presentation by
Ms. Andrea Tang, Manager, Financial Planning, entitled “2015 September
Year-To-Date Review of Operations and Year End Projections” be received; and,
2) That
the report entitled “2015 September Year-To-Date
Review of Operations and Year End Projection” be received.
Carried
4. MINUTES
OF THE OCTOBER 26, 2015
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That
the minutes of the October 26, 2015 General Committee meeting be confirmed.
Carried
5. MINUTES
OF THE JUNE 17, 2015,
JULY 15, 2015 AND AUGUST 19, 2015
BOARD OF MANAGEMENT UNIONVILLE
BUSINESS IMPROVEMENT AREA (16.0)
June July August
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That
the minutes of the June 17, 2015, July 15, 2015 and August 19, 2015 Board of
Management Unionville Business Improvement Area Committee meeting be received
for information purposes.
Carried
6. MINUTES
OF THE OCTOBER 13, 2015
OCTOBER 16, 2015 BUDGET SUB-COMMITTEE (16.0)
October
13 October
16
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That
the minutes of the October 13, 2015 and October 16, 2015 Budget Sub-Committee meeting
be received for information purposes; and,
2) That the following recommendation from the October 16, 2015 Budget
Sub-Committee meeting be endorsed:
“That the Capital Budget Item No. 16008, Parks/Open Space
Acquisition, Design & Improvement Plan for $110, 800 be pre-approved”.
Carried
7. MINUTES
OF THE FEBRUARY 23, 2015 AND
SEPTEMBER 21, 2015 FLATO MARKHAM
THEATRE ADVISORY BOARD (16.0)
February September
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That
the minutes of the February 23, 2015 and September 21, 2015 Flato Markham Theatre
Advisory Board meeting be received for information purposes.
Carried
8. MINUTES
OF THE SEPTEMBER 28, 2015
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
There was
discussion regarding whether budgeted funds should be allocated to for the
annual staff celebration.
Moved by
Councillor Don Hamilton
Seconded by
Councillor Colin Campbell
That the
Library staff be requested to reconsider the allocation of $3000.00 of their
budget being allocated to the Annual Staff Celebration.
Carried
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That
the minutes of the September 28, 2015 Markham Public Library Board meeting be
received for information purposes.
Carried
9. MINUTES
OF THE SEPTEMBER 17, 2015
SANTA CLAUS PARADE COMMITTEE (16.0)
Minutes
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That
the minutes of the September 17, 2015 Santa Claus Parade Committee meeting be
received for information purposes.
Carried
10. 2015
THIRD QUARTER INVESTMENT
PERFORMANCE REVIEW (7.1)
Report Exhibits
1-6
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That the report dated October 26, 2015 entitled “2015 Third Quarter
Investment Performance Review” be received.
Carried
11. 2016
INTERIM TAX LEVY BY-LAW (7.4)
Report Memo
Joel
Lustig, Treasurer addressed the Committee and summarized the details outlined
in the memo.
The
Committee suggested that implementation of the penalty application charge be
effective January 1, 2016.
Moved by
Councillor Amanda Collucci
Seconded by
Councillor Karen Rea
1) That the report “2016 Interim Tax Levy By-law” be
received; and,
2) That
the memo dated November 4, 2015 by Shane Manson, Revenues & Property Taxation be received; and,
3) That Council authorize an interim tax levy for 2016; and,
4) That
the by-law as amended at the November 9, 2015 General Committee meeting be passed to authorize
the 2016 interim tax levy with the inclusion of the following:
·
That in the event that the taxes are not paid by the
instalment due dates, a penalty will be charged at a rate of 1.00 per cent on
the fourth day of default on the amount of taxes due; and further,
5) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
12. TEMPORARY
BORROWING BY-LAW 2016 (7.0)
Report
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That the report “Temporary
Borrowing By-law 2016” be received; and,
2) That a by-law be brought forward for Council approval to authorize the
temporary borrowing, if required, of an amount not to exceed $162,179,118 from January 1, 2016 to September 30, 2016 and $81,089,559 from
October 1, 2016 to December 31, 2016 to meet the expenditures of the
municipality until taxes are collected and other revenues are received; and,
3) That
the Treasurer report to Council in advance of borrowing, if temporary borrowing
is required; and further,
4) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
13. INTERIM
SPENDING AUTHORITY
PENDING APPROVAL OF 2016
UNIONVILLE AND MARKHAM VILLAGE
IMPROVEMENT AREAS (BIA) BUDGETS (7.4)
Report
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That the report titled “Interim Spending Authority Pending
Approval of 2016 Unionville and Markham Village Business Improvement Areas
(BIA) Budgets”, be received; and,
2) That Council approve 50% of the 2015 Operating Budget
equivalent to the amounts of $145,160 and $135,935 for the Unionville B.I.A.
(UBIA) and Markham Village BIA (MBIA) respectively as pre-budget approval for
2016 operating expenditures; and further,
3) That Staff be authorized and directed to do
all things necessary to give effect to this resolution.
Carried
14. INTERIM
SPENDING AUTHORITY
PENDING APPROVAL OF 2016 BUDGET (7.4)
Report
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alex Chiu
1) That the report titled “Interim Spending Authority Pending
Approval of 2016 Budget”, be received; and,
2) That Council approve 50% of the City’s
2015 Operating, Waterworks, Planning & Design, Building Standards and
Engineering budgets equal to $162,179,118 as a
pre-budget approval for 2016 operating expenditures; and further,
3) That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
Carried
15. CLASS
ACCOUNT CREDIT BALANCES (7.0)
Report
Staff
addressed Committee and provided further explanation of the CLASS system credit
balances.
Moved by
Councillor Don Hamilton
Seconded by
Councillor Colin Campbell
1) That the report
titled “CLASS Account Credit Balances” be received; and,
2) That Council approve the placement of
advertisements in local newspapers and on the City’s website to provide
reasonable notice to clients who may be eligible to apply for refund of
unclaimed CLASS credits resulting from transactions up to and including December
31 2013; and,
3) That the costs incurred from placing
the advertisements, estimated at $2,500, be offset against unclaimed amounts;
and,
4) That Council authorize Staff to charge
an administration fee of $10 or 10% of the verified refund, whichever is
greater, to recover staff costs associated with refunding these amounts; and,
5) That remaining unclaimed credit balances,
less the cost of advertising, resulting from transactions up to and including
December 31 2013 be cancelled, deemed non-refundable and transferred to the
Corporate Rate Stabilization Reserve; and,
6) That CLASS accounts be reviewed
annually, and after a reasonable effort has been made to alert clients, credit
balances left unclaimed for a minimum of two years, be cancelled, deemed
non-refundable and transferred to the Corporate Rate Stabilization Reserve; and
further,
7) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
16. AWARD OF CONTRACT 136-T-15 FOR THE
SUPPLY AND INSTALLATION OF AUTOMATIC
IRRIGATION SYSTEM AT MARKHAM GREEN GOLF CLUB (7.12)
Report
There was
discussion regarding the cost of the irrigation system.
The
Committee requested that staff provided Members of Council with a profit and
loss statement for the Markham Green Golf Club.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Amanda Collucci
1) That the report entitled “Award of
Contract 136-T-15 Supply and Installation of Automatic Irrigation System at
Markham Green Golf Club” be received; and,
2) That
the Contract 136-T-15 Supply and Installation of Automatic Irrigation System at
Markham Green Golf Club be awarded to the Sole Bidder D.J. Rain & Co.
Ltd., in the total
amount of $458,937.60 inclusive of HST; and,
3) That
a contingency in the amount of $22,946.88, inclusive of HST impact, be established to cover any additional contingency costs,
and that authorization to approve expenditures of this contingency amount up to
the specified limit be in accordance with the Expenditure Control Policy; and,
4) That the total award of $481,884.48 be funded from the Recreation Services
capital budget for Markham Green Golf Course Irrigation (account
070-6150-15181-005 - Rouge River/ Markham Green Golf Course Irrigation); and,
5) That the remaining balance in the amount of $11,287.39 be
returned to the original funding source; and,
6) That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
Carried
17. STANDING COMMITTEE/COUNCIL
MEETING SCHEDULE (16.0)
Memo Calendar
There was
discussion regarding whether the meeting start time should be 9:30 am.
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That the memorandum
entitled “Standing Committee/Council Meeting Schedule” be received; and,
2) That the 2016 Standing
Committee/Council Meeting Calendar be adopted.
Carried
18. PROJECT MANAGEMENT
COORDINATION AND REPORTING (5.0)
Report Attachment
A Attachment
B
Moved by Deputy Mayor
Jack Heath
Seconded by Mayor
Frank Scarpitti
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
19. BACKFLOW PREVENTIVE PROGRAM
UPDATE AND THE ESTABLISHMENT OF
NEW ADMINISTRATIVE FEES (5.3)
Report Portal
Brochures
Staff summarized the
details outlined in the report.
Moved by Deputy Mayor
Jack Heath
Seconded by Councillor
Colin Campbell
1) That the report entitled “Backflow
Prevention Program Update and the Establishment of New Administrative Fees” be
received; and,
2) That
new Waterworks Administrative Fees be established to encourage those private
backflow prevention contractors (i.e. Qualified Persons) to use the online
submission system, as opposed to the
previous manual submissions, and to help
automate the administrative process in our Program, namely:
·
“Manually Processing Fee for a Test Report” in
the amount of $25;
·
“Manually Processing Fee for a Survey Report” in
the amount of $50;
·
“Manually Processing Fee for a Device Upgrade
Report” in the amount of $30; and,
3) That three new Waterworks
Administrative Fees be added to the Fee By-Law (By-law # 2002-276) and the Fees be effective on
January 1, 2016; and further,
4) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
20. SPECIAL GENERAL COMMITTEE MEETING
FOR PROPOSED POWERSTREAM MERGER (13.7)
There was
discussion regarding the November 11, 2015 Special General Committee meeting
dealing with the proposed PowerStream merger and whether it is sufficiently
advertised.
21. LICENSING COMMITTEE (2.0)
Councillor
Valerie Burke is requesting that staff report back with options to improve the current Licensing Hearing
process.
Moved by Councillor
Valerie Burke
Seconded by Councillor
Amanda Collucci
Whereas Markham's
Licensing Hearing process has resulted in the use of a significant amount of
paper; and,
Whereas the use of electronic photos and Google streetview tools at Licensing
Hearings will enhance the quality of meetings; and
Whereas Markham's Licensing Committee appellants currently experience long
delays in the scheduling of their hearings; and,
Whereas the scheduling of Members of Council to participate in licensing
hearings has been problematic due to their already busy schedules; and,
Whereas the current Licensing Committee process is problematic and should be
reviewed to explore other options that are available for performing this
function
Now therefore be it resolved that:
Staff report back to General Committee by February, 2016 with options to
improve the current Licensing Hearing process to ensure it is paperless,
efficient, effective and customer-centric.
Carried
22. IN-CAMERA MATTERS (16.0, 5.0
& 8.2)
Moved by Councillor Alan Ho
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 (1:12 PM):
(1) GENERAL
COMMITTEE IN-CAMERA MINUTES
-October 7, 2015 (16.0)
[Section 239 (2) (a) (b) (d) (f)]
(2) LITIGATION
OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS,
AFFECTING THE MUNICIPALITY OR LOCAL BOARD (PROJECT MANAGEMENT COORDINATION AND
REPORTING) (5.0)
[Section 239 (2) (e)]
(3) THE
SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (160 DUDLEY AVENUE)
(8.2)
[Section 239 (2) (a)]
Carried
(1) GENERAL
COMMITTEE IN-CAMERA MINUTES
-October 7, 2015 (16.0)
[Section 239 (2) (a) (b) (d) (f)]
Committee consented not to report out the above item.
(2) LITIGATION
OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS,
AFFECTING THE MUNICIPALITY OR LOCAL BOARD (PROJECT MANAGEMENT COORDINATION AND
REPORTING) (5.0)
[Section 239 (2) (e)]
Committee consented not to report out the above item.
(3) THE
SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (160 DUDLEY AVENUE)
(8.2)
[Section 239 (2) (a)]
The above item has been forwarded to the November 10, 2015 Council
meeting.
Moved by Regional Councillor Joe Li
Seconded by Councillor Logan Kanapathi
That the General Committee rise from the in-camera session 3:34 PM.
Carried
Adjournment
Moved by Councillor Alex Chiu
Seconded by Councillor Valerie
Burke
That the General Committee meeting adjourn at 3:48 PM.
Carried