GENERAL COMMITTEE
2007-10-09
Meeting
No. 24
Finance & Administrative
Issues Community
Services Issues
Chair: Councillor
J. Virgilio Chair:
Councillor
A. Chiu
Chair, Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues
Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Councillor
E. Shapero
Chair:
Grants Sub-Ctte: Councillor V. Burke
Attendance
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J. Livey, Chief
Administrative Officer
C. Conrad, Town
Solicitor
A. Taylor,
Commissioner of Corporate Services
J. Sales,
Commissioner of Community & Fires Services
J. Baird,
Commissioner of Development Services
S. Birrell, Town
Clerk
B. Cribbett,
Treasurer
A. Seabrooke,
Director, Strategic Services
P. Loukes, Director,
Operations
D. Taylor, Manager,
Executive Operations
B. Labelle,
Committee Clerk
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The General Committee convened at the hour of 11:05 a.m. with Councillor
J. Virgilio in the Chair.
DISCLOSURE OF INTEREST
1. PROPOSED 2008 BUDGET SUB-COMMITTEE SCHEDULE (7.4)
Report
There was a brief discussion regarding the
current process in place for allocating items within the 2008 budget. It was
noted that Councillors could still bring forward requests by contacting either
Councillor D. Horchik, the Commissioner of Corporate Services, or the Town
Treasurer.
Moved by Councillor D. Horchik
Seconded by Councillor C. Moretti
That the
report dated October 1, 2007 entitled “Proposed 2008 Budget Sub-Committee
Schedule” be received;
And that
the Budget Sub-Committee meetings scheduled for the dates and times below be
approved:
Meeting #1 – Monday, October 22nd (1 p.m.
to 4 p.m. – Canada Room),
Meeting # 2 – Monday,
October 29th (1 p.m. to 4 p.m. – Canada Room)
Meeting # 3 – Monday,
November 12th (1 p.m. to 4 p.m. – Canada Room)
Meeting # 4 – Monday,
November 26th (1 p.m. to 4 p.m. – Canada Room)
Tentative Meeting # 5 – Monday, December 3rd (1 p.m. to 4 p.m. – Canada Room)
Tentative Meeting # 6 – Monday,
December 10th (1
p.m. to 4 p.m. – Canada Room)
Tentative Meeting # 7 –
Monday, January 14th, 2008 (1 p.m. to 4 p.m. – Canada Room)
And that staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
2. MINUTES
OF THE SEPTEMBER 17, 2007
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor J. Webster
Seconded by
Councillor A. Chiu
That the minutes
of the September 17, 2007 meeting of the General Committee be received.
CARRIED
3. MINUTES
OF THE JUNE 28, JULY 19. AND AUGUST 16, 2007
MARKHAM CONSERVATION COMMITTEE (16.0)
June July August
Moved by
Councillor J. Webster
Seconded by
Councillor A. Chiu
That the minutes
of the June 28, July 19, and August 16, 2007 meetings of the Markham
Conservation Committee be received.
CARRIED
4. MINUTES
OF THE AUGUST 17, 2007
BUILDING & PARKS CONSTRUCTION COMMITTEE (16.0)
Minutes
Moved by
Councillor J. Webster
Seconded by
Councillor A. Chiu
That the minutes
of the August 17, 2007meeting of the Building & Parks Construction
Committee be received.
CARRIED
5. MINUTES
OF THE JUNE 25 AND AUGUST 22, 2007
BOARD OF VARLEY MCKAY ART FOUNDATION
OF MARKHAM (16.0)
June August
Moved by
Councillor J. Webster
Seconded by
Councillor A. Chiu
That the minutes
of the June 25, and August 22, 2007 meetings of the Board of Varley Mckay Art
Foundation of Markham be received.
CARRIED
6. CANADA ONTARIO MUNICIPAL
RURAL INFRASTRUCTURE FUND PROGRAM (COMRIF)
FUNDING FOR ASSET MANAGEMENT PROGRAM (13.5.12)
Report
Moved by
Councillor J. Webster
Seconded by
Councillor A. Chiu
That the report
COMRIF Funding for Asset Management Program (AMP) be received for information:
And that the
COMRIF funding in the amount of $68,218 be allocated to fund work required to
inventory and value the Town’s capital assets and to a tangible capital asset
accounting module:
And that Staff be
authorized and directed to do all things necessary to give effects to this
resolution.
CARRIED
7. MARKHAM
ASSOCIATION OF TOWNHOME CONDOMINIUM
OWNERS (MATCO):
TERMS OF REFERENCE (3.7)
Report
Moved by Councillor J. Webster
Seconded by Councillor C. Moretti
That a Condominium Working Group to identify issues/options with respect
to services received and taxes paid by condominiums that the Town of Markham
could support and advocate for at the Provincial level be established
And that the Terms of Reference attached to the staff report entitled
“Markham Association of Townhome Condominium Owners (MATCO)” be adopted by the
Condominium Working Group for its report;
And that the following composition be approved and the appointments
made:
·
2 Council Members
·
2 MATCO Members
·
2 Finance Staff
·
1-2 Other Town staff as necessary (Operational
Department, etc.)
And that Staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
8. ONTARIO
SOCIETY FOR THE PREVENTION
OF CRUELTY TO ANIMALS (SPCA) (3.5)
Communication
Moved by
Regional Councillor J. Heath
Seconded by
Councillor E. Shapero
That the letter dated September 14, 2007
from Hugh Coghill, Ontario SPCA, to Sheila Birrell, requesting activities that
place animals in stressful conditions at rodeos be banned be received and referred to the Town Clerk for
consideration as part of the preparation of her pending report on this issue.
CARRIED
9. AUDITOR GENERAL
POSITION (13.2)
Report
The Committee
expressed concerns with respect to the proposed function and mandate for an
Auditor General position within the Town of Markham. There was discussion
regarding the format and reporting structure for the Auditor General appointment.
There was general agreement that the position should report to the General
Committee and Council rather than to an Audit Sub-Committee. Staff confirmed
that the Auditor General position was not a legislative requirement, but would
allow for a third party review that would focus on financial, compliance and
performance audits in order to assist the Town in obtaining “value for money”. It
was also noted that Auditor General recommendations would be not bind Council
in any way. Rather, they would provide additional analysis for Council to use in
their deliberations. There was also discussion on the potential for Council to
amend Auditor General Reports.
Moved by Mayor F. Scarpitti
Seconded by Councillor L. Kanapathi
That the presentation “Auditor General Position” be received;
And That Markham’s Auditor General report directly to the General
Committee;
And That the Auditor General position shall be filled initially with a
two year full-time contract;
And That the Auditor General’s responsibility shall be to carry out
financial, compliance, and performance audits;
And That the Auditor General shall semi-annually submit a six month
audit plan to the General Committee
And That no deletions or amendments to the six month audit plan be made
except by the Auditor General, other than Council may add to the audit plan by
a majority vote;
And That the Auditor General report out quarterly to the General
Committee;
And That the appointment of a person to the position of the Auditor
General be made, suspended or revoked by a majority vote of Council;
And That an Auditor General Interview Committee be established,
comprised of Mayor Scarpitti, Chair of the Finance Committee, Councillor Joe
Virgilio and Chair of the Budget Sub-Committee, Councillor Dan Horchik;
And That staff report back to a forthcoming
meeting of General Committee with the proposed composition and mandate of an
Audit Committee;
And that Staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
10. DEPUTATION:
ROTARY CLUB’S SANTA CLAUS PARADE (7.0)
Mr. J. Sandiford, Rotary Club of
Markham Sunrise, was in attendance to request that the annual Santa Claus
Parade be designated an official Town event in order to receive liability
coverage through the Town’s insurance policy. Members posed questions to Mr.
Sandiford in order to clarify insurance coverage for past parades. Mr.
Sandiford noted that previous coverage of the event was included as a component
of a general plan in which the Town was identified as a third party.
Moved by Councillor D. Horchik
Seconded by Councillor J.
Webster
That the request presented by
the Rotary Club of Markham Sunrise to designate their annual Santa Clause
Parade as an official Town event in order to receive liability coverage through
the Town’s insurance policy be referred to staff for report back to the October
15, 2007 General Committee meeting.
CARRIED
11. EXTERNAL AUDIT SERVICES, RFP 051-R-07
(7.0)
Report
Moved by Regional Councillor G. Landon
Seconded by Councillor A. Chiu
That the
report entitled “External Audit Services, RFP 051-R-07” be received;
And that the
contract for External Audit Services, RFP 051-R-07 be awarded to the highest
ranked, second lowest priced proponent KPMG LLP Chartered Accountants for a
three year period, commencing with the 2007 fiscal year end, for a total award
of $383,400 exclusive of GST and disbursements;
And that Staff be authorized to increase the
contract value for years 2 & 3 up to a maximum of 2% per year;
And that Council
request that Markham District Energy (MDE), Markham Energy Corporation, Varley-McKay
Art Foundation of Markham and Innovation Synergy Centre in Markham (ISCM) award
their audit services to KPMG as provided for within the proposal;
And that the
award for the 2007 audit be funded from the respective 2007 Operating budgets,
with any shortfall being absorbed in 2007
And that the 2008 to 2009 operating budgets be
adjusted if required to include the increases as reflected in the KPMG
proposal;
And that Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
12. PURCHASE OF SPONSORSHIP
YORK REGION CHILDREN’S AID FOUNDATION
BLUE MOON GALA (7.9)
Report
Moved by Councillor A. Chiu
Seconded by Regional Councillor J. Jones
That Council
purchases a table of 10 for the York Region Children’s Aid Foundation - Blue
Moon Gala on Friday, October 12, 2007.
Location: The Riviera Parque, 2700 Highway 7 West, Concord – 6:00 –
12:00 am. Table of 10 = $1500 to be charged to account 840 8415840.
And that Council
authorizes a projected over-expenditure of $2,675 in the 2007 Council Table
Promotion account, 840-841-5840 to be offset by other favourable variances in
Council Discretionary Advertising, Promotion and Special Events Account.
And that Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
13. CONFIDENTIAL
PROPERTY MATTER (8.7)
The General Committee consented to the addition
of a confidential memorandum with respect to PowerStream.
Moved by Mayor F.
Scarpitti
Seconded by Deputy
Mayor J. Jones
That staff proceed as
directed on this confidential property matter regarding PowerStream.
CARRIED
14. APRIL
24th: ARMENIAN MEMORIAL DAY (12.0)
The Committee briefly
discussed the possible proclamation of April 24th as Armenian
Remembrance Day.
ADJOURNMENT
The
General Committee adjourned at 12:00 p.m.