General Committee Minutes

Meeting #:	Meeting Number: 7
Date:	Monday, April 08, 2019 at 9:30 A.m. - 3:00 P.m.
Location:	Council Chamber

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Don Hamilton
• Regional Councillor Jack Heath
• Regional Councillor Joe Li
• Regional Councillor Jim Jones
• Councillor Alan Ho
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Andrew Keyes
• Councillor Khalid Usman
• Councillor Isa Lee

Regrets

• Councillor Keith Irish
• Councillor Amanda Collucci

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Brenda Librecz, Commissioner of Community & Fire Services
• Arvin Prasad, Commissioner Development Services
• Catherine Conrad, City Solicitor and Acting Director of Human Resources
• Joel Lustig, Treasurer
• Bryan Frois, Chief of Staff
• Kimberley Kitteringham, City Clerk
• Josh Machesney, Elections & Committee Coordinator

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1.

CALL TO ORDER

The General Committee meeting convened at the hour of 9:35 AM with Regional Councillor Jack Heath in the Chair; Councillor Karen Rea Chaired Community Services related items.

Mayor Frank Scarpitti offered remarks to commemorate the one year anniversary of the Humboldt Broncos hockey team bus crash in rural Saskatchewan. General Committee observed a moment of silence to honour and remember the victims.

Councillor Khalid Usman assumed the Chair at 10:26 AM.

General Committee recessed at 11:15 AM and reconvened at 11:28 AM.

2.

DISCLOSURE OF PECUNIARY INTEREST

Councillor Karen Rea expressed a disclosure of pecuniary interest with respect to item 12.1.2 "Personal Matters about an Identifiable Individual, Including Municipal or Local Board Employees (Report of Integrity Commissioner Regarding Code of Conduct Complaint about Ward 4 Councillor Karen Rea)" on the March 25, 2019 General Committee meeting agenda (pending litigation on the same matter). It is noted that Councillor Karen Rea did not participate in the discussion or vote on the matter when the matter came before General Committee on March 25, 2019.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MARCH 25, 2019 GENERAL COMMITTEE (16.0)

• ​​

  Moved by Deputy Mayor Don Hamilton
  Seconded by Regional Councillor Joe Li
  1. That the minutes of the March 25, 2019 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

4.1

MARKHAM STOUFFVILLE HOSPITAL AND THE MARKHAM STOUFFVILLE FOUNDATION (12.2.6)

Jo-anne Marr, CEO & President, Markham Stouffville Hospital and Suzette Strong, CEO, Markham Stouffville Foundation, were in attendance to deliver a PowerPoint presentation regarding the future plans for the Markham Stouffville hospital.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Khalid Usman

  1. That the presentation by Jo-Anne Marr, CEO & President, Markham Stouffville Hospital, and Suzette Strong, CEO, Markham Stouffville Foundation, dated April 8, 2019, be received.

  Carried

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Andrew Keyes
  1. That the following communications dated March 6, 2019 from York Region be received for information purposes:
     1. Appointments to Boards and Advisory Committees for the 2019-2022 Term,
     2. Proposed Amendment 1 to the Growth Plan; and,
  2. That the following communications dated March 22, 2019 from York Region be received for information purposes:
     1. 2018 Employment and Industry Report
     2. 2018 Drinking Water Systems Report
     3. Proposed Employment Area Conversion Criteria
     4. 2018 Integrated Management System Update Report for Water, Wastewater and Waste Management
     5. Community Improvement Project Area for Affordable Rental Housing Incentives
     6. Economic Development - 2018 Year in Review
  Carried

6.

PETITIONS

​There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE FEBRUARY 21, 2019 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Andrew Keyes
  1. That the minutes of the February 21, 2019 Markham Environmental Advisory Committee meeting be received for information purposes.

   

  Carried

7.2

MINUTES OF THE FEBRUARY 25, 2019 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Andrew Keyes
  1. That the minutes of the February 25, 2019 Markham Public Library Board meeting be received for information purposes.

   

  Carried

7.3

AWARD OF TENDER 002-T-19 ASPHALT MAINTENANCE (7.12)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Andrew Keyes
  1. That the report entitled “Award of Tender 002-T-19 Asphalt Maintenance” be received; and,
  2. That the contract for asphalt maintenance be awarded to the lowest priced Bidder, Forest Contractors Ltd. for one (1) year in the amount of $1,065,819.99 (Inclusive of HST), with an option to renew the contract for an additional three (3) years. The price will remain firm fixed for the first three (3) years. The remaining one (1) year will be subject to an annual price increase based on the Consumer Price Index for All Items Canada for the twelve (12) month period ending October 31 in the applicable year and shall not exceed 3%; and,
  3. That the award in the amount of $1,065,819.99 inclusive of HST be funded from operating and capital accounts as identified in the Financial Considerations section of this report with total available budget of $1,268,260.00; and,
  4. That the remaining budget in the amount of $202,440.01 ($1,268,260.00 - $1,065,819.99) be utilized to address potential additional asphalt maintenance on an as required basis; and,
  5. That the 2020 – 2023 purchase orders be adjusted for growth and/or price escalation, subject to Council approval of the respective year’s budgets; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

DEVELOPMENT CHARGES DECEMBER 31, 2018 RESERVE BALANCES AND ANNUAL ACTIVITY OF THE ACCOUNTS (7.11)

Kevin Ross, Manager, Development Finance, addressed General Committee and explained that the deficit projection for Markham's development charge reserve is based on the City's consultant's forecast of planned growth throughout York Region. He further explained that the infrastructure needed to support planned growth must be built in advance of the growth.

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jim Jones
  1. That the report titled “Development Charges December 31, 2018 Reserve Balances and Annual Activity of the Accounts” be received by Council as required under Section 43(1) of the Development Charges Act, 1997, as amended; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.5

2018 YEAR-END REVIEW OF OPERATIONS (7.0)

Councillor Reid McAlpine requested that Staff extend the financial review to Mayor and Members of Council call centre operations and provide Members of General Committee with that information as part of the 2019 First Quarter Review of Operations.

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “2018 Year-End Review of Operations” be received; and, 
  2. That the City’s 2018 net favourable variance of $3.58M be transferred as follows, as per the approved Financial Planning and Budgeting Policy :
     1. $1.40M to the Corporate Rate Stabilization Reserve to achieve a balance equal to 15% of the local tax levy as per City policy;
     2. $2.18M to the Life Cycle Capital Replacement and Capital Reserve Fund; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

8.1

CHEQUE PRESENTATION FROM ANIMAL CARE COMMITTEE FOR CAT ADOPTION AND EDUCATION CENTRE (2.8)

Chris Alexander, Supervisor, Licensing & Standards, was in attendance to provide a brief update regarding the Cat Adoption and Education Centre and introduce members of the Animal Care Committee.

Denielle Duncan, Chair, Animal Care Committee, was in attendance to deliver a PowerPoint presentation that provided an overview of the role and initiatives of the Animal Care Committee.

Members from the Animal Care Committee were in attendance to present a cheque for $3,000 to Members of Council for the Markham Cat Adoption Centre.

Members of General Committee thanked Staff and the Animal Care Committee for their continued work with the Markham Cat Adoption Centre.

• Moved by Councillor Khalid Usman
  Seconded by Councillor Isa Lee

  1. That the presentation from Denielle Duncan, Chair, Animal Care Committee, regarding the Animal Care Committee Overview, dated April 8, 2019, be received.

  Carried

9.

PRESENTATIONS - COMMUNITY SERVICE ISSUES

9.1

TELECOMMUNICATION COMPANY ACTIVITIES IN THE CITY OF MARKHAM (5.0)

Brenda Librecz, Commissioner, Community & Fire Services, introduced the item, and explained that Members of General Committee should be aware of the substantial work that will be completed as part of telecommunication company activities in the City.

Robert Penner, Manager, Utility Inspections and Survey Group, was in attendance to deliver a PowerPoint presentation regarding Telecommunication Company Activities in the City of Markham, including:

• Rogers and Bell work plans;
• Implications to meeting service levels;
• Financial implications & funding agreements; and,
• Community impacts and communications plan.

There was discussion by Members of General Committee regarding the following:

• The allowable size of the cable conduits being installed by telecommunication companies in Markham;
• When telecommunication companies may install cables;
• Ensuring coordination between telecommunication company activity and City activity in Right of Ways in order to mitigate the disruption to residents during cable installation.

Paul Chetcuti, Permits & Utilities Coordinator, Rogers Telecommunications, was in attendance and answered questions from Members of General Committee.

• Moved by Deputy Mayor Don Hamilton
  Seconded by Regional Councillor Jim Jones
  1. That the presentation by Mr. Robert Penner, Manager, Utility Inspection ＆ Survey Group  entitled "Telecommunication Company Activities in the City of Markham", be received;
  2. That the staff report entitled, "Telecommunication Company Activities in the City of Markham" be received; and,
  3. That the Mayor and Clerk be authorized to execute funding agreements between the City and telecommunication companies to cover the costs to meet service levels as a result of increased permit applications relating to infrastructure upgrade projects, as outlined in this report, provided that the form and content of such agreements are satisfactory to the Commissioner, Community and Fire Services and the City Solicitor; and,
  4. That 5 additional two year contract staff be hired at the cost of approximately $332,000 per year, with costs being funded through amounts paid to the City pursuant to a funding agreement and through permit fees recovered from increased permit review applications; and,
  5. That the Treasurer and Director of Operations be authorized to hire additional temporary staff to address the legislated time requirements for permit review during the period of increased volumes with the costs of such fully recovered through amounts paid to the City pursuant to funding agreement(s) and through permit fees recovered from increased permit review applications; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

10.1

POSSIBLE APPOINTMENT OF MARKHAM’S ALTERNATE MEMBER FOR REGIONAL COUNCIL (16.0)

Kimberley Kitteringham, City Clerk,  introduced the item, and explained that Council has the authority under the Municipal Act to appoint an alternate member of Regional Council.

Members of General Committee elected not to appoint an alternate member to Regional Council at this time.

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “Possible Appointment of Markham’s Alternate Member for Regional Council” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.2

FLOOD CONTROL PROGRAM – DISASTER MITIGATION & ADAPTATION FUND (DMAF) (5.5 & 7.0)

Brenda Librecz, Commissioner, Community & Fire Services, introduced the item and announced that the City of Markham has received a substantial grant from the Federal Government for the City's Flood Control Program - Disaster Mitigation & Adaptation Fund.

Ms. Librecz acknowledged the following staff for their work on the grant application submission:

• Rob Muir, Manager, Stormwater
• Prathapan Kumar, Senior Manager, Infrastructure
• Rob Grech, Coordinator, Waterworks
• Phoebe Fu, Director, Environmental Services

• Moved by Mayor Frank Scarpitti
  Seconded by Deputy Mayor Don Hamilton
  1. That the Report entitled “Flood Control Program – Disaster Mitigation & Adaptation Fund (DMAF)” be received; and
  2. That Council approve the shared funding allocation between the Government of Canada and City of Markham as follows:
     
     

     Government of Canada Share (40%) (A)           $48,640,000.00
     City of Markham Share (60%) (B)                     $72,960,000.00
     Total Funding (C ) = (A) + (B)                       $121,600,000.00

  3. That the Mayor and Clerk be authorized to execute the Disaster Mitigation & Adaptation Fund (DMAF) Agreement (and any related documents), in a form and content satisfactory to the City Solicitor and the Commissioner of Community & Fire Services, and that the Commissioner of Community & Fire Services (or designate) be authorized to act as an authorized signing officer for the City under the Agreement (including for the purpose of submitting required reports and confirmations); and
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

      

  Carried

10.3

FLOOD CONTROL PROGRAM AND STORMWATER FEE UPDATE (5.5 & 7.0)

General Committee consented to refer this item directly to the April 16, 2019 Council meeting for consideration.

• 1. That the report “Flood Control Program and Stormwater Fee Update” be received; and,
  2. That an annual stormwater fee continue to be imposed on all property within the municipal boundaries of the City of Markham, save and except those noted in the Stormwater Fee By-law 2020-XXX as outlined in Appendix “A” to this staff report; and, 
  3. That the annual stormwater fee for Residential properties be increased in year 2020 from $47 to $50 per property; and further be increased by $1 per year, each year thereafter; and,
  4. That the annual stormwater fee rate for Non-Residential properties be increased in year 2020 by $2 per $100,000 of current value assessment (CVA); and further be increased by 2% per year, each year thereafter; and,
  5. That the annual stormwater fee rate for Vacant Land properties be increased in year 2020 by $2 per $100,000 of current value assessment (CVA) and further be increased by 2% per year, each year thereafter; and,
  6. That the Treasurer continue to be authorized to adjust the annual stormwater fee rate for both Non-Residential and Vacant Land properties to compensate for the average annual change in City-wide CVA; and,
  7. That the annual stormwater fee levied continue to be included as a separate line item on the final tax bill of the property; and,
  8. That the City continue to allocate $2,000,000 per year of Federal Gas Tax funding to the Flood Control Program; and,
  9. That By-law 2015-130 be repealed in its entirety and replaced with the Stormwater Fee By-law 2020-XXX as outlined in Appendix “A” to this staff report; and,
  10. That staff report back to Council in 2024 with any required update to the annual Stormwater Fees, for implementation in 2025, to ensure that the Flood Control Program is adequately funded; and further,
  11. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

11.

MOTIONS

​There were no motions.

​

12.

NOTICES OF MOTION

​​There were no notices of motions.

 

​

13.

NEW/OTHER BUSINESS

13.1

POTENTIAL AMALGAMATION - MUINICIPAL RESERVES (7.0)

Deputy Mayor Don Hamilton advised that some residents have expressed concern about what would happen to the City's reserves if Markham were to be amalgamated and asked for comment. Mayor Frank Scarpitti provided comment on the matter.

Deputy Mayor Don Hamilton suggested that there should be some mechanism in place to protect Markham's reserves should amalgamation occur.

Staff had no comment on the matter and agreed to undertake further analysis. Members of General Committee requested that Staff look at the fiscal health and status of neighbouring municipalities as well as the Region of York.

14.

ANNOUNCEMENTS

There were no announcements.​​

15.

ADJOURNMENT

General Committee adjourned at 12:08 PM.

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Karen Rea

  1. That the April 8, 2019 General Committee be adjourned.

  Carried