Logo

 

Minutes

General Committee

February 5, 2018

Meeting Number 2

 

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

Deputy Mayor Jack Heath

Regional Councillor Jim Jones

Regional Councillor Joe Li ((left at 12:38 pm)

Regional Councillor Nirmala Armstrong

Councillor Valerie Burke

Councillor Alan Ho (left at 12:38 pm)

Councillor Don Hamilton

Councillor Karen Rea

Councillor Colin Campbell

Councillor Amanda Collucci (left at 3:10 pm)

Councillor Logan Kanapathi (left at 12:38 pm)

 

Regrets:

Mayor Frank Scarpitti
Councillor Alex Chiu

Andy Taylor, Chief Administrative Officer

Biju Karumanchery, Acting Commissioner of Development Services

Trinela Cane, Commissioner of Corporate Services

Catherine Conrad, City Solicitor and Acting Director of Human Resources

Kimberley Kitteringham, City Clerk

Martha Pettit, Deputy City Clerk

Nasir Kenea, Chief Information Officer

Joel Lustig, Treasurer

Dave Decker, Fire Chief

Phoebe Fu, Director of Asset Management

Shane Manson,
Amanda Knegje, Senior Property Tax Assessment Analyst
Catherine Biss, Chief Executive Officer, Markham Public Libraries

Carlie Turpin, Manager of Elections

Bryan Frois, Chief of Staff

Christopher Alexander, Acting Manager of Regulatory Services

Laura Gold, Council/Committee Coordinator

 

 

 

 

The General Committee meeting convened at the hour of 9:03 AM with Deputy Mayor Jack Heath in the Chair; Councillor Alan Ho Chaired Community Services related items; Councillor Valerie Burke Chaired Environment and Sustainability and Councillor Colin Campbell Chaired Building, Parks and Construction related items; related items.

 

General Committee recessed at 10:55 am and reconvened at 11:05 am.

 

General Committee recessed at 12:38 pm and reconvened at 1:25 pm.

 

Disclosure of Pecuniary Interest

 

None disclosed.

 

 

1.         MINUTES OF THE JANUARY 22, 2018
            GENERAL COMMITTEE (16.0)

            Minutes

 

Moved by Councillor Valerie Burke
Seconded by Councillor Logan Kanapathi

 

1)      That the minutes of the January 22, 2018 General Committee meeting be confirmed.

Carried

 

 

2.         ALECTRA INC. AND GUELPH HYDRO MERGER (13.7)

Presentation  Report

 

Andy Taylor, Chief Administrative Officer provided a presentation entitled “Alectra Inc. and Guelph Hydro Merger”.

 

The Committee discussed its issue with the current Alectra Inc. Board of Directors model, specifically how the City’s number of seats on the Board are calculated. Its concern was that the City is at risk of losing a seat if another shareholder is added through a future hydro merger.

 

Catherine Conrad, City Solicitor advised that the City would have the right to object to a future merger under the existing model if the City was at risk of losing a seat.

 

Andy Taylor, Chief Administrative Officer advised that Alectra’s management team is aware of the City’s concern regarding the existing Board of Directors model.

 

Moved by Councillor Colin Campbell

Seconded by Councillor Logan Kanapathi

 

            WHEREAS Markham Enterprises Corporation (“MEC”), a subsidiary of The Corporation of the City of Markham (the “City”) and the City, are parties to the Unanimous Shareholders Agreement for Alectra Inc. (“Alectra”) dated January 31, 2017 (the “Current Alectra Shareholder Agreement”); and,

 

            WHEREAS the Board of Directors of MEC has approved the purchase by Alectra of all of the issued and outstanding shares of Guelph Hydro Electric Systems Inc. (“GHESI”) from Guelph Municipal Holdings Inc. (“GMHI”) in consideration of the issuance to GMHI of Class G Common Shares in the capital of Alectra, and the  amalgamation of Alectra Utilities Corporation (“AUC”) with GHESI, both of which at such time will be wholly-owned subsidiaries of Alectra, under Section 174 of the Business Corporations Act (Ontario), to continue as one local distribution company to be called Alectra Utilities Corporation, conditional upon the completion of a merger participation agreement to be entered into between Alectra, AUC, GHESI and GMHI, in accordance with the conditions set out therein; and,

 

            WHEREAS it is desirable to amend the Current Alectra Shareholder Agreement to add GMHI and the Corporation of the City of Guelph as parties thereto (the “New Alectra Shareholder Agreement”); and,

 

            WHEREAS the form of the New Alectra Shareholder Agreement has been provided to the City; and,

 

            WHEREAS management of Alectra and staff of AUC, and their advisors, have provided a review of the key aspects of the New Alectra Shareholder Agreement to the Board of Directors and staff of MEC;

 

NOW THEREFORE IT IS RESOLVED THAT:

 

1)         The City authorizes and approves the New Alectra Shareholder Agreement, substantially in accordance with the form presented to the City, subject to any non-material modifications or amendments as approved by the President & CEO and the General Counsel & Secretary of Alectra, and by the Chief Administrative Officer of the City, and authorizes the City to enter into and deliver the New Alectra Shareholder Agreement in a form satisfactory to the President & CEO and the General Counsel & Secretary of Alectra, and by the Chief Administrative Officer of the City, and to perform, observe and comply with its obligations under such Agreement; and,

 

2)         The Mayor and City Clerk are hereby authorized and directed to execute and deliver the New Alectra Shareholder Agreement in accordance with the foregoing resolutions; and,

 

3)         The Mayor and City Clerk are hereby authorized and directed to sign and/or dispatch and deliver all other documents, notices, articles, certificates to be signed and/or dispatched or delivered under or in connection with the New Alectra Shareholder Agreement or to take any action deemed necessary in respect of any of the foregoing; and,

 

4)         The approvals above are subject to the Chief Administrative Officer being satisfied with the results of the continuing due diligence being conducted by Alectra;

 

And Further:

 

5)         That, given that Alectra intends to review the Board of Directors model and composition within six months, which the City supports, the City requests that Alectra’s consultant meet with all shareholders on the matter prior to reporting to the Alectra Board and that Alectra meet with all shareholders within two months after the report has been tabled, and in any event, prior to any additional mergers and major acquisitions.

 

6)         That the Alectra Board be requested to make all reasonable efforts to mitigate the forecasted dividend reductions in the early years; and,

 

7)         That the Alectra Board be requested to undertake a study to consider imposing a cap on total compensation for senior management; and further,

 

8)         That Staff be authorized and directed to do all things necessary to give effect to these recommendations.

Carried

 

 

3.         SMART CITIES CHALLENGE (7.13)

            Presentation

 

Nasir Kenea, Director of Information Technology Services provided a presentation on the Smart Cities Challenge.

 

The Committee watched a short video on smart cities.

 

Councillor Valerie Burke noted that the video should include all genders to provide a safe welcoming environment, understanding that the video was not created by the City.

 

The Committee asked how the City will determine what area to focus on in its proposal for the Smart Cities Challenge and if it will work closely with the Economic Development Department on the proposal.

 

Nasir Kenea advised that his staff have been working closely with the Economic Development Department on this initiative. The focus of the proposal will be determined through reviewing key areas of opportunities captured from previous engagement sessions, and from conducting further consultation activities (online survey, and focus groups) that expand on existing ideas and that identify new ideas.

 

The Committee discussed the challenges with finding a focus that can be done at the local level.

 

Trinela Cane, Commissioner of Corporate Services, advised that the proposal will likely be a pilot project undertaken in a specific area of Markham, like Markham Centre. If the focus were on transportation the City may look at concepts such as, smart parking enforcement, and sharing parking spots. The solution is intended to be an out of the box concept to solve a big City problem.

 

Moved by Regional Councillor Nirmala Armstrong

Seconded by Councillor Valerie Burke

 

1)                  That the presentation entitled “Smart Cities Challenge” by Mr. Nasir Kenea, Chief Information Officer be received, and;

 

2)                  That staff be directed to proceed with the proposed approach; and,

 

3)                  That staff provide Council with updates at key stages of the submission development process; and,

 

4)                  That staff report back to General Committee on the proposal for submission to the Smart Cities Challenge.

Carried

 

 

4.         2018 REASSESSMENT MARKET UPDATE (YEAR 2 OF 4)
            & RELATIVE PROPERTY TAX IMPACT REPORT (7.1)

            Presentation     Report     Attachment A

 

Amanda Knegje, Senior Property Tax and Assessment Analyst provided a presentation entitled “2018 Reassessment Market Update Report - Year 2 of 4 and Relative Property Tax Impact”.

 

The presentation provided information on the four year reassessment cycle (2017 – 2020), the 2018 market update and the relative property tax impacts for the City of Markham.

 

The Committee asked if current value assessment (CVA) or the value of a property is based on the market or sale value. In addition, the Committee also asked how the value of a new home built on existing lot are established and how they are provided to the City.

 

Amanda Knegje explained that current value assessment (CVA) is based on the market value of property at a fixed point in time, which is defined as the valuation date.  She stated that market value is based on what a property would sell for, as of the valuation date, and that the current reassessment values are based on a valuation date of January 1st, 2016. She further explained that new homes built on existing lots are re-valued by MPAC and included on the supplementary assessment rolls that are provided to the City several times throughout the year.

 

The Committee asked if the City will look at re-balancing the residential tax burden relative to the business class tax burden.

 

Joel Lustig, Treasurer advised that the relative tax burden is based on five inputs; reassessment, Regional tax rates, Provincial tax rates, Municipal tax rates and property tax ratios. He further advised that based on the recommendation by the City of Markham’s Council in 2017, the Region approved adjusting the property tax ratios to achieve class neutrality. He advised that the Region will bring forward a report to Regional Council recommending Council to endorse revenue neutrality for the 2018 taxation year.


Moved by Regional Councillor Jones
Seconded by Councillor Don Hamilton

 

1)      That the presentation entitled “Reassessment Market Update Impact 2018 Tax Year – Year 2 of 4 of the Assessment Phase-In & Relative Tax Impact,” be received; and,

 

2)      That the report entitled “2018 Reassessment Market Update (Year 2 of 4) & Relative Property Tax Impact Report” along with the detailed attachment “2018 Reassessment Market Update & Relative Property Tax Impact – Ward by Ward Analysis” be received for information; and further,

 

3)      That staff be authorized and directed to do all the things necessary to give effect to this resolution.

Carried

 

 

DEPUTATIONS

 

There were no deputations.

 

COMMUNICATIONS

 

There were no communications.

 

PETITIONS

 

There were no petitions.

 

 

5.         MINUTES OF THE NOVEMBER 23, 2017
            CANADA DAY COMMITTEE (16.0)
            Minutes

 

Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Don Hamilton

 

1)         That the minutes of the November 23, 2017 Canada Day Committee meeting be received for information purposes.

Carried

 

 

6.         MINUTES OF THE NOVEMBER 9, 2017
            PUBLIC REALM ADVISORY COMMITTEE (16.0)

            Minutes

 

Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Don Hamilton

 

1)         That the minutes of the November 9, 2017 Public Realm Advisory Committee meeting be received for information purposes.

Carried

 

 

7.         MINUTES OF THE NOVEMBER 16, 2017
            MARKHAM ENVIRONMENTAL
            ADVISORY COMMITTEE (16.0)

            Minutes

 

Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Don Hamilton

 

1)         That the minutes of the November 16, 2017 Markham Environmental Advisory Committee meeting be received for information purposes.

Carried

 

 

8.         MINUTES OF THE DECEMBER 18, 2017
            MARKHAM PUBLIC LIBRARY BOARD (16.0)

            Minutes

 

A Committee Member asked for a description of Hoopla.

 

Catherine Biss, Chief Executive Officer Markham Public Libraries advised that it is an online site where library users can borrow e- books, audio books and movies.

 

The Committee asked what the library’s public art policy is for displaying art at Markham’s libraries. The question was being asked in response to an art display that was exhibited at the library this past weekend, which received mixed responses from residents.

 

Catherine Biss advised that library has a policy that is being updated, which will be brought forward to the Library Board for its consideration at the next meeting.  The Library has not received any direction from Council on the type of public art, which should be displayed at Markham’s libraries.

 

The Committee asked if the artwork is still on display.

 

Catherine Biss advised that the art work is still on display.  It is now being displayed in the adult section of the library and a notice has been posted that artwork includes mature themes.

 

A Committee Member inquired what an Internal Monitoring Report is.

 

Catherine Biss advised that it is a standard reporting format that all libraries follow where the executive limitations are reported. The reporting system is based on negative reporting.

 

Moved by Councillor Colin Campbell
Seconded by Councillor Amanda Collucci

 

1)         That the minutes of the December 18, 2017 Markham Public Library Board meeting be received for information purposes.

Carried

 

 

9.         STAFF AWARDED CONTRACTS FOR THE
            MONTH OF NOVEMBER AND DECEMBER (7.12)

            Report

 

A Committee Member requested that staff ensure that the flood lights are dark sky compliant.

 

Phoebe Fu, Director of Environmental Services reported that the lights will be dark sky compliant.

 

Moved by Councillor Valerie Burke
Seconded by Councillor Don Hamilton

 

1)         That the report entitled “Staff Awarded Contracts for the Months of November and December 2017” be received; and,

 

2)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

10.       2017 INVESTMENT PERFORMANCE REVIEW (7.0)

            Report     Attachment 1

 

Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Don Hamilton

 

1)         That the report dated February 5, 2018 entitled “2017 Investment Performance Review” be received; and,

 

2)         That staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

11.       AMENDMENT TO DEVELOPMENT CHARGES
            CREDIT AGREEMENT – ABIDIEN INC. (7.11)

            Report     Appendix A

 

Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Don Hamilton

 

1)      That the report entitled “Amendment to Development Charges Credit Agreement – Abidien Inc.” be received; and,

 

2)                  That Council authorize an amendment to the current Development Charge Credit Agreement with Abidien Inc. dated January 23, 2006, to increase the reimbursement available to Abidien Inc. by $659,073.29, by a combination of development charge credits and reimbursement; and,

 

3)                  That the Mayor and Clerk be authorized to execute amendments to the Development Charge Credit Agreement satisfactory to the City Solicitor and the Treasurer, as set out in this Report; and further,

 

4)      That staff be directed to do all things necessary to give effect to this report.

Carried

 

 

12.       2018 MUNICIPAL ELECTION
            AWARD OF PROPOSAL #179-R-17
            FOR OPTICAL SCAN VOTE TABULATION (PART 1)
            AND ONLINE VOTING SYSTEM (PART 2) (14.0)

            Report

 

A Committee Member inquired if: 1) the same suppliers used for the 2014 election are being used for the 2018 election to provide the optical scan vote tabulation and online voting system; 2) if suppliers will be providing a similar type of service; and, 3) if the quality of the  service was reviewed after the last election.

 

Kimberley Kitteringham, City Clerk advised that: 1) the same suppliers used for the 2014 election are being used to provide the optical scan vote tabulation and online voting system for the 2018 election; and 2) the suppliers will provide a similar type of service for the 2018 election, as they provided for the 2014 election; and 3) a comprehensive review of all election activities is undertaken after each election.

 

Staff will be coming to the next General Committee to present the 2018 election strategy, which includes extending online voting to Election Day.

 

 

Moved by Councillor Don Hamilton

Seconded by Councillor Valerie Burke

 

1)         That the report titled “2018 Municipal Election - Award of Proposal # 179-R-17  for Optical Scan Vote Tabulation (Part 1) and Online Voting System (Part 2) be received; and,

 

2)         That the contract for Part 1 - Optical Scan Vote Tabulation including support & services, be awarded to the sole bidder, Election Systems & Software (ES&S), in the amount of $67,609.34 (inclusive of HST); and,

 

3)         That the contract for Part 2 - Online Voting System including support & services, be awarded to the sole bidder, SCYTL Canada Inc., in the amount of $372,645.12 (inclusive of HST); and,

 

4)         That the award for Part 1 & Part 2 be funded from the Contracted Services Election account (#310-311-7882) in the amount of $440,254.46; and further,

 

5)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

 

 

13.       CHANGES TO MARKHAM’S
            ELECTION SIGN BY-LAW (2.16 & 14.0)

            Report     Attachment A      Attachment B

 

The Committee suggested that eliminating the $25 fine for illegally placed election signs from Markham’s Election Sign By-Law may encourage candidates not to comply with the by-law. It also asked why the sign permit fee of $250 for Markham roads and $250 for York Region roads is non refundable.

 

Christopher Alexander, Acting Manager of By-Law and Regulatory Services advised that candidates can still be charged a fine or their signs can be confiscated under the proposed by-law. He also explained that the sign permit fee will no longer be refundable, as the funds collected will be used to help recover the cost of delivering the program. The fees collected only cover some of the cost of delivering the program, but Staff do not want to increase the fee anymore, as it may create barriers to entry for some candidates.

 

The Committee discussed where election signs should be located and questioned if the signs could be placed on fences.

 

Chis Alexander advised that signs should be located on the resident’s front lawn, noting they can be located close to the sidewalk. In accordance with Markham’s Sign By-Law, signs are not permitted to be placed on fences, unless the fence is located between two private properties.

 

The Committee asked how the by-law is enforced when someone moves their election sign to a spot they are not legally permitted.

 

Kimberley Kitteringham, City Clerk advised that candidates are responsible for their election signs. Staff have been fair in the past by providing warnings to candidates prior to charging a fine for illegally placed election signs. Staff also encourage candidates not to touch other candidates’ signs.

 

A Committee Member asked if a company could be hired to put up candidates’ election signs to ensure they are placed in the proper locations.

 

Kimberley Kitteringham reported that candidates could independently hire a company to put up their election signs, but that the City would not require a company to be contracted to do this, as it may act as a barrier to entry for some candidates.

 

A Committee Member asked if there is any restrictions regarding the size of the election sign at a candidate’s campaign office.

 

Christopher Alexander advised that candidates can put up a single election sign saying “campaign headquarters” 42 day prior to voting day at their campaign headquarters. The sign has no size restrictions, but it cannot be a mobile sign. This is not permitted for campaign headquarters located in residential or institutional zones.  These offices must follow the regular election sign requirements.

 

The Committee inquired if the by-law applies to Provincial and Federal elections too and if it is consistent with other York Region municipalities’ election sign by-laws.

 

Carlie Turpin, Manager of Elections advised that Markham’s proposed Election Sign By-Law applies to Provincial and Federal elections too.  The proposed changes to the by-law are consistent with other York Region municipalities’ election sign by-laws, excluding York Region. York Region had recently updated its by-law and did not want to re-open it at this time.  Having uniform by-laws across York Region is being strived for now that the Regional Chair is being elected.

 

The Committee asked for an update on the Election Rebate Program.

 

Kimberley Kitteringham advised that the Election Rebate Program will be brought forward to a future General Committee.   The General Committee had decided in the fall that it would like to maintain the program, but asked staff to report back when the changes to the Election Act were enacted into legislation.

 

Andy Taylor, Chief Administrative Officer, asked that staff work with Council to streamline the dispute mechanism for election sign fines if the City proceeds with a $25 fine for each illegally placed election signs.

 

 

Moved by Regional Councillor Jim Jones
Seconded by Councillor Don Hamilton

 

 

1)      That the report entitled “Changes to Markham’s Election Sign By-law” be received; and,

 

2)      That the “Election Sign By-law” appended to this report as Attachment “A”, incorporating the recommendations of Option 3, be adopted; and,

 

3)      That Markham Council recommend that the York Region review its “Election Sign By-law” to ensure that the number of days election signs are permitted to be erected prior to voting day is consistent with other York Region municipalities’ by-laws; and,

 

4)      That in addition to the $250 Markham road, and $250 Regional road election sign permit fees, that there be a $25 fine for illegally placed election signs included in the “Election Sign By-law”; and further,

 

5)      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

 

 

14.       PUBLIC ART DISPLAY (3.19)

 

The Committee discussed possibly displaying the students’ art from Father McGivney Catholic High School at Markham Civic Centre.

 

Moved Councillor Don Hamilton
Seconded by Regional Councillor Armstrong

 

That Father McGivney Catholic High School be invited to display their students’ artwork at Civic Centre in the Great Hall at an agreed upon time.

Carried

 

 

15.       ATTENDANCE AT STANDING COMMITTEE MEETINGS (16.0)

 

Councillor Karen Rea inquired if staff could take action to ensure that Members of Council attend the entire Standing Committee meeting.

 

Andy Taylor, Chief Administrative Officer advised that staff will remind Councillors that Standing Committee meetings are now being held from 9:00 am - 5:00 pm, and that they should notify the Clerk’s Office if they have to leave early.

 

 

ANNOUNCEMENTS

 

There was no announcements.

 

16.       CONFIDENTIAL ITEMS (16.0, 11.0 & 8.0)

 

Moved by Regional Councillor Nirmala Armstrong
Seconded by Regional Councillor Jim Jones

 

 

That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters at (3:15 pm):

 

(1)        GENERAL COMMITTEE CONFIDENTIAL MINUTES
- JANUARY 22, 2018 (16.0)

            [Section 239 (2) (b) (c)]

 

General Committee confirmed the January 22, 2018 Confidential, meeting minutes.

 

 

(2)        LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS (COLLECTIVE BARGAINING) (11.0)

            [Section 239 (2) (b)]

 

General Committee consented to have this item placed on the February 13, 2018 Council agenda for consideration.

 

 

(3)        A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD 5) (8.0)

            [Section 239 (2) (c)] –

 

General Committee deferred this item to the February 20, 2018 General Committee meeting.

 

Moved by Councillor Don Hamilton

Second by Councillor Valerie Burke

 

That the General Committee rise from the confidential session at 3:50 pm.

Carried

 

 

Adjournment

 

Moved by Councillor Don Hamilton

Seconded by Councillor Valerie Burke

 

That the General Committee meeting adjourn at 3:55 PM.

Carried

No Item Selected