General Committee
November 12, 2018
Meeting
Number 14
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
Arvin Prasad, Commissioner of Development
Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community
& Fire Services
Catherine
Conrad, City Solicitor and Acting Director of Human Resources
Michael
Killingsworth, Deputy City Clerk
Joel
Lustig, Treasurer
Dave
Decker, Fire Chief
Phoebe Fu, Director of Environmental Services
Mary Creighton, Director of Recreation
Services
Shane Manson, Senior Manager, Revenues
& Property Taxation
Andrea Tang, Senior
Manager, Financial Planning
Bryan Frois, Chief
of Staff
Josh
Machesney, Acting Council/Committee Coordinator
|
The General Committee meeting convened at the hour of 9:05 AM with Deputy
Mayor Jack Heath in the Chair; Councillor Alan Ho Chaired Community Services
related items.
General Committee recessed at 10:52 AM and reconvened at 11:05 AM.
General Committee recessed at 12:44 PM for lunch and reconvened at 1:36
PM.
General Committee observed a moment of silence in honour of the victims
of the wildfires in California.
Disclosure of
Pecuniary Interest
None disclosed.
1. MINUTES OF THE SEPTEMBER 4,
2018
GENERAL COMMITTEE (16.0)
Minutes
Councillor
Don Hamilton addressed the Committee and advised that there was a mistake on
page 39 of the minute document. He asked that the motion regarding Councillor
Term Limits clarify that the motion lost. The document did not indicate whether
the motion was carried or lost.
Moved by
Councillor Khalid Usman
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the September 4, 2018 General Committee meeting be confirmed, as amended.
Carried
2. CASH HANDLING AUDIT
-FOLLOW UP (7.0)
Presentation Report
Geoff
Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham and Veronica Billa, Partner, MNP were in attendance to
deliver a PowerPoint presentation regarding the Cash Handling Audit Follow Up.
Moved by
Councillor Khalid Usman
Seconded by
Councillor Alan Ho
1) That the presentation provided by Geoff Rodrigues, CPA, CA, CIA,
CRMA, ORMP, MNP LLP, Auditor General, City of Markham, entitled “Cash Handling
Audi-Follow Up” be received; and,
2) That the report
prepared by Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham, entitled “Cash Handling Audit -Follow Up” be received; and
further,
3) That
staff be authorized and directed to do all things necessary to give effect to
the recommendations
Carried
3. PAYROLL AUDIT (7.0)
Presentation Report
Geoff
Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham and Veronica Billa, Partner, MNP were in attendance to
deliver a PowerPoint presentation regarding the Payroll Audit.
The Auditors noted that there were no
observations as a result of the audit.
Moved by Regional
Councillor Joe Li
Seconded by
Councillor Colin Campbell
1) That the presentation provided by Geoff Rodrigues, CPA, CA, CIA,
CRMA, ORMP, MNP LLP, Auditor General, City of Markham, entitled “Payroll Audit”
be received; and,
2) That the report
prepared by Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham, entitled “Payroll Audit” be received; and
further,
3) That
staff be authorized and directed to do all things necessary to give effect to
the recommendations
Carried
4. SUSTAINABILITY AWARDS
(12.2.6)
The City of Markham
received the following Sustainability Awards:
1. Canada's Greenest Employer from Mediacorp
Canada Inc.
2. Energy Star (Markham Civic Centre) from Natural
Resources Canada.
3. Energy Star (Clatworthy Arena) from Natural
Resources Canada.
5. MARCOM COMMUNICATIONS
AWARDS (12.26)
The City of Markham received the following
Marcom Awards for its communications campaigns in 2017 and 2018.
PLATINUM
1.
Spring 2017 Green Issue of Markham Life Magazine for Print Media
2.
Green Markham Awareness Campaign for Print Media
3.
Markham Celebrates Canada 150 Campaign for Strategic Communications
& Integrated Marketing
GOLD
1.
Markham Supports United Way 2018 for Print Media in a Public
Awareness Campaign
2.
Sakura Trees Donation to Markham Media Release for Strategic Communications
in Traditional and Social Media
3.
#ChooseMarkham Campaign for Strategic Communications with a Media Pitch
4.
Markham Sports Leagues Video for Video/Audio, Product or Service
5.
Markham’s Canada Day Celebrations 2018 for Strategic Communications
& Integrated Marketing
6.
“Welcome to Aaniin!” Aaniin Community Centre & Library Video for
Informational Video/Audio
HONOURABLE
MENTION
1.
Aaniin Booklet for Promotional Item in Print Media
2.
Fire Safety First Campaign & Mascot Smokey for Print Media in a
Safety Awareness Campaign
3.
Anti-Whistling Campaign Video for a Government Video Announcement
4.
Be Back to School Safe! Campaign Video for a Video related to Education
5.
Alectra Drive For The Workplace for Print Media
6.
Aaniin Community Centre & Library Grand Opening Promotion Campaign
for Strategic Communications & Integrated Marketing
7.
Markham Hockey Celebration Weekend: Featuring Roger Hometown Hockey
Promotion Campaign for Strategic Communications, Integrated Marketing
6. STAFF AWARD RECOGNITION
- HERMES CREATIVE GOLD AWARD (12.2.6)
The City of
Markham received a Hermes Creative Gold Award in the Public Relations -
Strategic Internal Communication Campaign category for the Markham’s Community & Fire Services
Commission Supports 2018 Pink Shirt Day entry.
7. STAFF AWARD RECOGNITION
- DOTCOMM GOLD AWARD (12.2.6)
The City of Markham received a dotCOMM Gold Award in the Owned Media
- ePublication category for the City
of Markham Community & Fire Services Commission: 2018 Overview. dotCOMM
Awards is an international competition honoring excellence in web creativity
and digital communication.
8. STAFF AWARD RECOGNITION
CANADA’S 1ST FOREST
THERAPY TRAIL
- CERTIFIED BY THE GLOBAL
INSTITUTE
OF FOREST THERAPY (GIFT)
(12.2.6)
The City of Markham received Canada's first Shinrin Yoku/Forest Therapy
Trail Designation from the Global Institute of Forest Therapy (GIFT) as of
September 28th, 2018—the trails were developed as part of the Park Renaissance
Program.
9. YORK REGION COMMUNICATION
(13.4)
Moved by
Councillor Alan Ho
Seconded by
Regional Councillor Nirmala Armstrong
1) That the following communications dated
September 21, 2018 from York Region be received for information purposes:
a) Amendment
No. 19 to the Official Plan of the City of Markham (2014), as amended 2832 16th
Avenue, JDL Realty
b) Municipal
Road Transfer – Elgin Mills Road Transfer and Donald Cousens Parkway Extension
Transportation Planning Study
c) Mid-Year
Development Activity Summary 2018
d) 2018
Development Charge Bylaw Amendment: Timelines, Communications and Procedures
e) Ministry
of Environment, Conservation and Parks – Transfer of Review Program –
Agreements for Administration and Delegation of Responsibility
Carried
PETITIONS
There were
no petitions.
10. MINUTES OF THE JUNE 25, 2018
CANADA DAY COMMITTEE (16.0)
Minutes
Trinela
Cane advised that the Canada Day Committee will finish the year with a small
surplus.
She further
advised that to avoid running a deficit, the Committee will begin seeking
sponsorship sooner for 2019 Canada Day festivities.
Moved by
Councillor Don Hamilton
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the June 25, 2018 Canada Day Committee meeting be received for
information purposes.
2) That General Committee
express appreciation for the Regional Councillors.
Carried
11. MINUTES OF THE JUNE 21, 2018
AND SEPTEMBER 20, 2018
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
June September
Moved by Regional
Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the June 21, 2018 and September 20, 2018 Markham Environmental
Advisory Committee meeting be received for information purposes.
Carried
12. MINUTES OF THE JUNE 25, 2018
AND SEPTEMBER 24, 2018
MARKHAM PUBLIC LIBRARY BOARD
(16.0)
June September
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the June 25, 2018 and September 24, 2018 Markham Public Library
Board meeting be received for information purposes.
Carried
13. MINUTES OF THE JULY 9, 2018
MARKHAM SPORT HAL
OF FAME COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the July 9, 2018 Markham Sport Hall of Fame Committee meeting be
received for information purposes.
Carried
14. MINUTES OF THE SEPTEMBER 6,
2018
SANTA CLAUS PARADE COMMITTEE
(16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the September 6, 2018 Santa Claus Parade Committee meeting be
received for information purposes.
Carried
15. MINUTES OF THE JULY 10, 2018
SENIORS ADVISORY COMMITTEE
(16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the July 10, 2018 Seniors Advisory Committee meeting be received
for information purposes.
Carried
16. MINUTES OF THE JANUARY 24,
2018,
FEBRUARY 14, 2018, MARCH 21,
2018,
MAY 2, 2018 AND SEPTEMBER 19,
2018
BOARD OF MANAGEMENT
UNIONVILLE BUSINESS
IMPROVEMENT AREA (16.0)
January February March May September
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the January 24, 2018, February 14, 2018, March 21, 2018, May 2,
2018 and September 19, 2018 Board of Management Unionville Business Improvement
Area Committee meeting be received for information purposes.
Carried
17. CONTRACT EXTENSION #285-R-13
MARKHAM PUBLIC LIBRARY
MATERIAL
& PROCESSING SERVICES
(7.12)
Report
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That the report
entitled “Contract Extension # 285-R-13, Markham Public Library Material
Processing” be received; and,
2) That the Contract
for Markham Public Library Material & Processing Services be extended for
an additional one (1) year (January 1, 2019 to December 31, 2019) with Library
Services Centre for $1,600,000.00 inclusive of HST for 2019; and,
3) That the tender
process be waived in accordance with Purchasing By-Law 2017-8 Part II, Section
11.1 (c) which states "when the extension of an existing Contract would
prove more cost effective or beneficial"; and,
4) That the extension
of $1,600,000 inclusive of HST in 2019 be funded from the 2019 project for
Library Collections, subject to Council approval of the 2019 Capital Budget;
and further,
5) That staff be authorized and directed to do all
things necessary to give effect to this resolution.
Carried
18. ANIMAL SERVICES FOLLOW-UP
- (ZOOCHECK) (2.8)
Report
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) Council receive the report, Animal Services
Follow-up – Zoocheck; and,
2) Staff be directed to
work with Zoocheck and the Animal Care Committee on 1) the creation of a
Positive Animal/Pet List 2) Regulation of Mobile Live Animal Programs (MLAPs)
3) By-law amendments related to Animal Performances, Exhibitions and Displays;
and,
3) Staff bring back a
report in the first quarter of 2019 with recommendations to address the
creation of Positive Animal/Pet List, the regulation of MLAPs and Animal
Performances and Display; and further,
4) Staff be authorized and directed to do
all things necessary to give effect to this resolution.
Carried
19. 2018 THIRD QUARTER
INVESTMENT
PERFORMANCE REVIEW (7.0)
Report Exhibits
1-6
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That the report dated November 12, 2018 entitled “2018 Third Quarter
Investment Performance Review” be received.
Carried
20. 2019 INTERIM TAX LEVY BY-LAW
(7.3)
Report
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That the report “2019
Interim Tax Levy By-law” be received; and,
2) That the Council authorize an interim levy
in 2019 in an amount of fifty (50) per cent of the prior year’s annualized
taxes; and,
3) That the attached by-law be
passed to authorize the 2019 interim tax levy; and further,
4) That staff
be authorized and directed to do all things necessary to give effect to this
resolution.
Carried
21. CANCELLATION, REDUCTION, OR
REFUND
OF TAXES UNDER SECTIONS 357
AND 358
OF THE MUNICIPAL ACT, 2001
(7.3)
Report
Moved by
Councillor Valerie Burke
Seconded by
Regional Councillor Nirmala Armstrong
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 $26,831 be adjusted under
Section 357 of the Municipal Act, 2001 of which the City’s portion is
estimated to be $4,733; 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) That staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
22. 2019 CAPITAL BUDGET PRE-APPROVAL
(7.0)
Report Appendix
1 Appendix
2
General Committee
members asked for clarification with respect to a number of 2019 Capital Budget
Projects listed in the report.
Moved by
Councillor Don Hamilton
Seconded by
Councillor Valerie Burke
1) That the report
dated November 12, 2018 entitled, “2019 Capital Budget Pre-Approval” be
received; and,
2) That Council receive the 2019 Capital Budget pre-approval, which totals
$20,017,654 as outlined in Appendices 1 and 2; and further,
3) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
23. WATER AND WASTEWATER SYSTEM
FINANCIAL PLAN (5.3 & 7.0)
Report Appendix
A
Moved by Regional
Councillor Jim Jones
Seconded by
Councillor Khalid Usman
1) That the report entitled “Water and Wastewater System Financial
Plan” prepared in accordance with the Safe Drinking Water Act and Ontario
Regulation 453/07 be received; and,
2) That Council, as the Owner and Operating Authority of the City of
Markham’s Drinking Water System, approve the Corporation of the City of
Markham’s “Water and Wastewater System Financial Plan”, which indicates that
the Markham drinking water and wastewater system is financially viable; and,
3) That Council authorize Staff to submit
the “Water and Wastewater System Financial Plan” to the Ministry of Municipal
Affairs and Housing on or before expiry of the current licence by February 12,
2019; and further,
4) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
24. DEVELOPMENT CHARGE
REIMBURSEMENT APPLICATION
- CORNELL CSA GROUP LIMITED
(7.11)
Report
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That the report entitled “Development
Charge Reimbursement Application – Cornell CSA Group Limited” be received; and,
2) That
Council authorize a City Wide Hard Development Charge reimbursement of
$3,629,890 to the Cornell CSA Group Limited for the acquisition of property,
construction of roads, sidewalks and watermains on lands located within the
Cornell community, as set out in this report; and,
3) That
Council authorize the City Wide Hard Development Charge reimbursement to be
paid to the Trustee of the Cornell CSA Group Limited, Davies Howe LLP in Trust;
and,
4) That the Mayor and Clerk be authorized
to execute a Development Charge Reimbursement Agreement for $3,629,890, in accordance with the City’s
Development Charge Credit and Reimbursement Policy, with the Cornell CSA Group Limited, or their
successors in title, to the satisfaction of the Treasurer and City Solicitor;
and further
5) That staff be
directed to do all things necessary to give effect to this report.
Carried
25. 2019 USER FEE, PERMIT AND
FINANCE INCREASE
- MARKET COMPETITIVE ANALYSIS
(7.0)
Report Appendix
A
Kevin
Walker, President, Markham Aquatic Club, delivered a PowerPoint Presentation
regarding the impact of the proposed 2019 User Fee, Permit and Fine Increase on
amateur sports in Markham.
Andy
Taylor, Chief Administrative Officer, offered clarification regarding the
proposed recreation-related fee increases. He advised that there is a maximum
10-15 percent increase in user-fees for recreation programs proposed for 2019.
He further advised that Markham’s goal is to achieve pricing for recreation
programs that are competitive with other GTA-municipalities that is near the
top of the price-range.
Councillor
Colin Campbell suggested that the proposed recreational user-fees for 2019 are
too high, and that the City should look at yearly fee increases that more
closely follow the increases to the CPI.
Moved by Councillor
Colin Campbell
Seconded by
Regional Councillor Jim Jones
1) That the report dated
November 12, 2018 entitled “2019 User Fee, Permit and Fine Increases – Market
Competitive Analysis” be referred to the 2019 Budget Committee for
consideration.
Carried
26. STAFF AWARDED CONTRACT FOR
THE MONTHS
OF SEPTEMBER AND OCTOBER 2018
(7.12)
Report
Moved by Regional
Councillor Jim Jones
Seconded by
Councillor Khalid Usman
1) That the report entitled “Staff Awarded Contracts
for the Months of September and October 2018” be received; and,
2) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
27. QUALITY MANAGEMENT SYSTEM
- MANAGEMENT REVIEW (5.3)
Report Attachment
A Attachment
B Attachment
C Attachment
D
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That the report
titled “Quality Management System -
Management Review” be received; and,
2) That the Report on Quality Management System to Council -
Management Review Outcome (Attachment “A”) be received; and,
3) That Council, as the Owner of the City’s drinking water
system, acknowledge and support the outcome and action items identified from
the Management Review; and,
4) That the reports titled “Operational Plan Revision 8.0
Summary” (Attachment “B”), “Changes to the Drinking Water Quality Management
Standard” (Attachment “C”) and “Quality Management System Operational Plan
Revision 8.0 (draft)” (Attachment “D”) be received; and,
5) That Council, as Owner of the City’s drinking water system,
acknowledges and endorses the revisions made to the City’s Quality Management
System Operational Plan; and further,
6) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
28. PROJECT MANAGEMENT
COORDINATION AND REPORTING (5.0)
Report Attachment
A Attachment
B
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
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
29. MARKHAM FIRE & EMERGENCY
SERVICES
2017 ANNUAL SERVICES REPORT
(7.15)
Report
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Amanda Collucci
1) That
the Markham Fire & Emergency Services 2017 Annual Service Report be
received; and,
2) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
30. 2018 SEPTEMBER YEAR-TO-DATE
OF OPERATIONS (7.0)
Presentation Report Appendix
1-14
Andrea Tang, Senior
Manager, Financial Planning was in
attendance to deliver a PowerPoint Presentation regarding the 2018 September
Year-to-Date of Operations.
Moved by
Councillor Khalid Usman
Seconded by
Regional Councillor Joe Li
1) That
the presentation by Ms. Andrea Tang, Senior Manager, Financial Planning
entitled “2018 September Year-To-Date Review of Operations,” be received; and,
2) That the report entitled “2018 September Year-To-Date Review of Operations” be received; and,
3) That the year-end surplus, if any, will be transferred in the order
as outlined below:
a.
Corporate Rate Stabilization
Reserve at a level equivalent to 15% of local tax levies;
b.
Land Acquisition Reserve for
the proposed York University land donation; and
c.
Remaining surplus, if any, to
the Life Cycle Replacement and Capital Reserve Fund; and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
MOTIONS
There were
no motions.
NOTICES OF MOTIONS
There were
no notices of motions.
NEW/OTHER BUSINESS
There was no new business.
ANNOUNCEMENTS
There were
no announcements.
31. CONFIDENTIAL ITEMS (16.0,
7.0. 8.6, 8.6, 8.6, & 8.6)
Moved by
Councillor Colin Campbell
Seconded by
Councillor Don Hamilton
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (1:36 PM):
(1) GENERAL COMMITTEE
CONFIDENTIAL MINUTES
- SEPTEMBER 4, 2018 (16.0)
[Section
239 (2) (a) (b) (c)]
General
Committee confirmed the September 4, 2018 confidential meeting minutes.
Carried
(2) PERSONAL MATTERS ABOUT
AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (WARDS
1-8) (7.0)
[Section 239 (2) (b)]
General
Committee deferred this item to the November 27, 2018 Council agenda for
consideration.
Carried
(3) THE SECURITY OF THE PROPERTY OF THE
MUNICIPALITY OR LOCAL
BOARD
(WARD 3) (8.6)
[Section 239 (2)
(a)]
General
Committee deferred this item to the November 27, 2018 Council agenda for
consideration.
Carried
(4) A PROPOSED OR PENDING
ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD
2)(8.6)
[Section 239 (2) (c)]
General
Committee deferred this item to the November 27, 2018 Council agenda for
consideration.
Carried
(5) A PROPOSED OR PENDING
ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD 8)
(8.6)
[Section 239 (2) (c)]
General
Committee deferred this item to the November 27, 2018 Council agenda for
consideration.
Carried
(6) A PROPOSED OR PENDING
ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD 5)
(8.6)
[Section 239 (2) (c)]
General
Committee deferred this item to the November 27, 2018 Council agenda for
consideration.
Carried
Moved
by Regional Councillor Jones
Seconded
by Regional Councillor Armstrong
That the General Committee rise from the confidential session (1:57
PM).
Carried
Adjournment
Moved by Councillor Don Hamilton
Seconded by Councillor Amanda
Collucci
That the General Committee meeting adjourn at 2:00 PM.
Carried