General Committee
May 30, 2016
Meeting
Number 9
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
|
|
|
Andy
Taylor, Chief Administrative Officer
Jim
Baird, Commissioner of Development Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community & Fire Services
Catherine
Conrad, City Solicitor & Acting Director of Human
Resources
Joel
Lustig, Treasurer
Kevin
Ross, Manager, Development Finance
Andrea
Tang, Senior Manager of Financial Planning
Alida
Tari, Council/Committee Coordinator
|
|
|
|
|
The General Committee meeting convened at the hour of 9:12 AM with Deputy
Mayor Jack Heath in the Chair.
Disclosure of
Interest
None disclosed.
1. AUDITOR GENERAL SERVICES
FOUR YEAR AUDIT PLAN (11.0)
Presentation
Geoff Rodrigues, CPA, CA, CIA, CRMA, ORP,
Auditor General, City of Markham delivered a PowerPoint presentation regarding
the Auditor General Services Four Year Audit Plan.
There was discussion relative to the
various components of the four year audit plan.
The Committee suggested that staff provide
Members of Council with a brief memo summarizing the details of the Auditor General
Services Four Year Audit Plan that they can share with their constituents.
Moved by Councillor Logan Kanapathi
Seconded by Councillor Amanda Collucci
1) That the presentation by
Mr. Geoff Rodrigues, CPA, CA, CIA, CRMA, ORP, Auditor General, City of Markham
entitled “Auditor General Services Four Year Audit Plan,” be received; and,
2) That the four year audit plan be
endorsed.
Carried
2. MINUTES
OF THE MAY 16, 2016
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the May 16, 2016 General Committee meeting be confirmed.
Carried
3. MINUTES
OF THE MARCH 16, 2016
AND APRIL 20, 2016 ADVISORY
COMMITTEE ON ACCESSIBILITY (16.0)
March April
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex
1) That
the minutes of the March 16, 2016 and April 20, 2016 Advisory Committee on
Accessibility meeting be received for information purposes.
Carried
4. MINUTES
OF THE MARCH 16, 2016
AND APRIL 20, 2016 ANIMAL CARE
COMMITTEE (16.0)
March April
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the March 16, 2016 and April 20, 2016 Animal Care Committee meeting
be received for information purposes.
Carried
5. MINUTES
OF THE APRIL 18, 2016
CANADA DAY COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by Councillor Alex Chiu
1) That
the minutes of the April 18, 2016 Canada Day Committee meeting be received for
information purposes.
Carried
6. MINUTES
OF THE DECEMBER 2, 2016
GERMAN MILLS COMMUNITY CENTRE BOARD (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the December 2, 2016 German Mills Community Centre Board meeting
be received for information purposes.
Carried
7. MINUTES
OF THE MAY 28, 2015,
SEPTEMBER 24, 2015, OCTOBER 28, 2015,
NOVEMBER 26, 2015, JANUARY 28, 2016,
FEBRUARY 25, 2016, AND MARCH 31, 2016
HEINTZMAN HOUSE BOARD(16.0)
May
September October
November January February March
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the May 28, 2015, September 24, 2015, October 28, 2015, November
26, 2015, January 28, 2016, February 25, 2016 and March 31, 2016 Heintzman
House Board meeting be received for information purposes.
Carried
8. MINUTES
OF THE APRIL 21, 2016
MARKHAM – MILLIKEN CHILDREN’S
FESTIVAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the April 21, 2016 Markham-Milliken Children’s Festival
Committee meeting be received for information purposes.
Carried
9. MINUTES
OF THE APRIL 21, 2016
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the April 21, 2016 Markham Environmental Advisory Committee meeting
be received for information purposes.
Carried
10. MINUTES
OF THE APRIL 14, 2016
MARKHAM SPORTS HALL
OF FAME COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the April 14, 2016 Markham Sports Hall of Fame Committee meeting
be received for information purposes.
Carried
11. MINUTES
OF THE APRIL 14, 2016
MARKHAM TRAIN STATION COMMUNITY
CENTRE BOARD OF MANAGEMENT (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the April 14, 2016 Markham Train Station Community Centre Board
of Management meeting be received for information purposes.
Carried
12. MINUTES
OF THE JANUARY 13, 2016
PUBLIC ART ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the January 13, 2016 Public Art Advisory Committee meeting be
received for information purposes.
Carried
13. MINUTES
OF THE APRIL 12, 2016
SENIORS ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the April 12, 2016 Seniors Advisory Committee meeting be
received for information purposes.
Carried
14. MINUTES
OF THE APRIL 19, 2016
SENIORS HALL OF FAME
AWARDS COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the April 19, 2016 Seniors Hall of Fame Awards Committee meeting
be received for information purposes.
Carried
15. MINUTES
OF THE FEBRUARY 8, 2016
VARLEY-MCKAY ART FOUNDATION OF MARKHAM (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the February 8, 2016 Varley-McKay Art Foundation of Markham meeting
be received for information purposes.
Carried
16. MINUTES
OF THE MARCH 17, 2016
VICTORIA SQUARE COMMUNITY
CENTRE BOARD (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the March 17, 2016 Victoria Square Community Centre Board meeting
be received for information purposes.
Carried
17. 001-S-16 JOINT RADIO
OPERATING SYSTEM (7.12)
Report
There was brief
discussion regarding financial considerations with respect to "York
Regional Radio System."
Moved by Councillor
Karen Rea
Seconded by Councillor
Amanda Collucci
1) That the report
entitled “001-S-16 Joint Radio Operating System” be received; and,
2) That the contract 001-S-16 for a joint radio operating system be
awarded through the Region of York to the highest ranked, lowest priced
supplier, Motorola Solutions Canada
Inc. in the total amount of $483,833.90, inclusive of HST for nine
years (2016-2024);
2016 – $26,212.66
2017 – $54,580.52
2018 – $54,648.21
2019 – $65,555.18
2020 – $65,702.78
2021 – $55,091.37
2022 – $55,254.29
2023 – $55,425.46
2024 –
$51,363.42
Total -
$483,833.90; and,
3) That the contract for the joint radio
operating system be shared among the nine Regional Municipality of York
participants; and,
4) That a purchase order in the amount of
$483,833.90 inclusive of HST be issued to the Regional Municipality of York to
cover the City’s contribution to the joint radio operating system; and,
5) That the award be funded from Fire
Department operating account 420 785 5354 York Regional Radio System; and,
6) That Staff be authorized to amend the
purchase order amount in each year of the contract to reflect changes to the
Fire Departments Operating budget accounts based on the City’s proportionate
share of the total equipment across the
nine participants; and further,
7) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
18. REVISED DEVELOPMENT CHARGE
CREDIT AND REIMBURSEMENT PROCESS (7.11)
Report Appendix
A
There was brief discussion regarding
developers who construct public works on the City's behalf to receive
compensation through credits and/or reimbursements, based on specified
criteria.
Moved by Councillor Karen Rea
Seconded by Councillor Valerie Burke
1) That the report entitled “Revised Development Charge Credit and Reimbursement Process” be
received; and,
2) That the Development Charge Credit and
Reimbursement Policy, as amended, in Appendix A and noted in this report, be
received and adopted by Council; and,
3) That Council delegate authority to Development
Services Committee to approve development charge credits and/or reimbursements
recommended to Committee through Recommendation Reports for development
applications; and further,
4) That staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
19. 2016 UNIONVILLE BUSINESS IMPROVEMENT
AREA AND MARKHAM VILLAGE BUSINESS
IMPROVEMENT AREA OPERATING BUDGETS (7.4)
Report Exhibits
I-IV
Staff addressed the Committee advising that there is some
re-allocation of funds for the Markham Village Business Improvement Area
between Office Expense (revised from $30,526
to $32,276) and Contracted Services (revised from $13,961 to $12,211), but the
2016 Budgeted total expenditures remains the same. It was noted that page
3 of the staff report and Exhibit II will be revised to reflect this change.
Moved by Councillor
Karen Rea
Seconded Councillor
Colin Campbell
1) That the report entitled “2016 Unionville Business Improvement Area
and Markham Village Business Improvement Area Operating Budgets” dated May 16,
2016 be received; and,
2) That the 2016 Operating Budget in the amount of $250,617 for the
Unionville Business Improvement Area (UBIA) be approved; and,
3) That the 2016 Operating Budget in the amount of $345,623 for the
Markham Village Business Improvement Area (MBIA) be approved; and,
4) That the Special Tax Rate levy, in the amount of $205,982 for the
UBIA members and $239,322 for the MBIA members be included in the 2016 Tax Levy
By-law; and further,
5) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
20. AWARD OF CONTRACT 049-R-16:
2016 SANITARY SEWER SYSTEM
REHABILITATION AND UPGRADE PROGRAM (7.12)
Report
Moved by Councillor
Don Hamilton
Seconded by Councillor
Alex Chiu
1) That the report entitled “Award of Contract 049-R-16 2016 Sanitary Sewer
System Rehabilitation and Upgrade Program be received; and,
2) That Contract ‘A’ for
Sanitary Sewer Spot Repairs, Cured in Place Pipe (“CIPP”) Lining & Manhole
Repairs be awarded to the highest ranked and lowest priced bidder D.M.
Robichaud Associates Ltd., in the total amount of $196,761.51 inclusive of HST;
and,
3) That
Contract ‘B’ for Sanitary Sewer Testing and Grouting / Lateral Joint
Sealing be awarded to the highest ranked and lowest priced bidder D.M.
Robichaud Associates Ltd., in the total amount of $380,034.93, inclusive of
HST; and,
4) That a contingency in the amount of $17,303.88 (3%),
inclusive of HST , be
established to cover any additional 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,
5) That the award in the total amount of $594,100.32
($196,761.51 + $380,034.93 + $17,303.88) be funded from the Waterworks capital
budget for Sanitary Sewer System Upgrade Program (account 053-6150-16237-005)
with a current budget available of $526,662.00; and,
6) That the budget shortfall in the
amount of $67,438.32 inclusive
of HST be funded from the Waterworks Capital Contingency account; and further,
7) That Staff be authorized and directed to do all
things necessary to give effect to this resolution.
Carried
21. 2016 PROPERTY TAX RATES AND
LEVY BY-LAW (7.3)
Report
Moved by Councillor
Don Hamilton
Seconded by
Councillor Alex Chiu
1) That the report dated May 30th, 2016 entitled “2016 Tax Rates
and Levy By-law” be received; and,
2) That a by-law to
provide for the levy and collection of property taxes totalling $639,005,036 required by the City of Markham, The Regional
Municipality of York, Boards of Education and Business Improvement Areas, in a
form substantially similar to Appendix A (attached), satisfactory to the City
Solicitor and provides for the mailing of notices and requesting payment of
taxes for the year 2016, as set out as follows, be approved:
|
Taxation Category
|
2016
Levy Amount
|
|
City of
Markham
|
$139,379,878
|
|
Region of York
|
$280,122,691
|
|
School Boards
|
$219,057,163
|
|
Markham
Village BIA
|
$239,322
|
|
Unionville BIA
|
$205,982
|
|
Total
|
$639,005,036
|
;and,
3) That staff be
authorized to levy against Markham Stouffville Hospital and Seneca College the
annual levy pursuant to Section 323 of the Municipal
Act, 2001, as outlined in Section
9 of the attached by-law once the required information is received from the
Minister of Training, Colleges and Universities; and,
4) That the attached
by-law be passed to authorize the 2016 Tax Rates and Levy By-law; and further,
5) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
22. PROJECT MANAGEMENT
COORDINATION AND REPORTING (5.0)
Report Attachment
A Attachment
B
Moved by Councillor
Don Hamilton
Seconded by
Councillor Alex Chiu
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
23. QUALITY MANAGEMENT SYSTEM
OPERATIONAL PLAN AND QMS
POLICY ENDORSEMENT (5.3)
Report Attachment
A Attachment
B Attachment
C
Moved by Councillor
Don Hamilton
Seconded by Councillor
Alex Chiu
1) That the report “Quality Management System Operational Plan and QMS
Policy Endorsement” 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 QMS Policy; and further,
3) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
24. BOULEVARD MAINTENANCE (2.0)
Regional
Councillor Nirmala Armstrong inquired about the grass maintenance along
boulevards on City streets and Regional Roads. Staff pointed out that the City
has tendered out the maintenance of grass along boulevards on City streets, and
that boulevards along Regional Roads are no longer maintained by the City
effective this year. There was
discussion regarding the grass cutting maintenance schedule during the spring,
summer and fall months along boulevards and in City parks.
The
Committee suggested that staff send out a reminder in the property tax bill and
include an advertisement in the Economist & Sun with respect to City's
by-law requiring homeowner to maintain their boulevard.
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Nirmala Armstrong
That staff
investigate increasing the service level for grass cutting maintenance along
City of Markham boulevards during the Spring and Fall months and that any
financial implications be considered during the 2017 Budget meetings.
Carried
25. VIDEO STREAMING (16.0)
Regional
Councillor Nirmala Armstrong inquired about the status of video streaming
Standing Committee and Council meetings.
It was noted that staff are anticipating bringing a report to General
Committee in the Fall with respect to options for video streaming. The Committee suggested that staff send an
e-mail to Members of Council that are interested in meeting over the summer
months to review the options prior to the report coming to General Committee.
26. FORT MCMURRAY (7.6)
Councillor
Colin Campbell addressed the Committee thanking everyone who helped raise over
$3,500.00 from the staff BBQ on May 19, 2016.
He is suggesting that the City provide additional funds to bring up the
funds to $5000.00.
Moved by
Councillor Colin Campbell
Seconded
Councillor Amanda Collucci
That the
City of Markham donate $1,500.00 to the Canadian Red Cross for the Alberta
Fires relief fund to be funded from an account approved by the Chief
Administrative Officer.
Carried
27. MARKHAM ANIMAL CARE
COMMITTEE FUNDRAISING AUCTION (16.0)
Councillor
Valerie Burke addressed the Committee advising that the Markham Animal Care
Committee is having their on-line fundraiser beginning June 1, 2016 and hopes
to obtain Member of Council's support.
She advised that she will distribute a copy of the electronic flyer that
can be passed on to residents.
28. REAL ESTATE SIGNS (2.16)
Councillor
Karen Rea addressed the Committee regarding real estate signs on City
boulevards that are not removed. She is
suggesting that City staff send a letter reminding the Real Estate Board of the
City's by-law regarding signs placed on municipal property to be removed.
29. IN-CAMERA MATTERS (16.0,
16.23 & 16.24)
Moved by Councillor Alex Chiu
Seconded by Councillor Colin Campbell
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 (10:42 AM):
(1) GENERAL COMMITTEE
IN-CAMERA MINUTES
- MAY 16, 2016 (16.0)
[Section
239 (2) (b) (c) (e) (f)]
(2) PERSONAL MATTERS ABOUT
AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES
(REPORT OF INTEGRITY COMMISSIONER REGARDING CODE OF CONDUCT COMPLAINT ABOUT
WARD 2 COUNCILLOR ALAN HO) (16.23)
[Section 239 (2) (b)]
(3) PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING
MUNICIPAL OR LOCAL BOARD EMPLOYEES (APPOINTMENTS
TO BOARDS/COMMITTEES) (16.24)
[Section 239 (2) (b)]
Carried
Moved by Councillor Alex Chiu
Seconded by Councillor Colin Campbell
That the General Committee rise from the in-camera session 11:57 AM.
Carried
(1) GENERAL
COMMITTEE IN-CAMERA MINUTES
- MAY 16, 2016 (16.0)
[Section
239 (2) (b) (c) (e) (f)]
General
Committee confirmed the May 16, 2016 in-camera minutes.
(2) PERSONAL
MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD
EMPLOYEES (REPORT OF INTEGRITY COMMISSIONER REGARDING CODE OF CONDUCT COMPLAINT
ABOUT WARD 2 COUNCILLOR ALAN HO) (16.23)
[Section 239 (2) (b)]
General Committee
consented to place this item on the May 31, 2016 Council agenda for
consideration.
(3) PERSONAL MATTERS ABOUT AN IDENTIFIABLE
INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (APPOINTMENTS TO BOARDS/COMMITTEES) (16.24)
[Section 239 (2) (b)]
General Committee
consented to place this item on the May 31, 2016 Council agenda for
consideration.
Adjournment
Moved by Councillor Alex Chiu
Seconded by Councillor Valerie
Burke
That the General Committee meeting adjourn at 11:58 AM.
Carried