GENERAL COMMITTEE
November 19, 2012
Meeting No. 28
Finance & Administrative Issues Community Services Issues
Chair: Mayor
Frank Scarpitti Chair: Councillor Alex Chiu
Vice Chair: Councillor Carolina Moretti Vice
Chair: Councillor Howard Shore
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Logan Kanapathi
Vice Chair: Regional Councillor Joe Li Vice
Chair: Councillor Colin Campbell
Alternate formats are available
upon request.
Attendance
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Andy
Taylor, Chief Administrative Officer
Catherine
Conrad, City Solicitor
Jim
Baird, Commissioner of Development Services
Brenda
Librecz, Commissioner of Community & Fire Services
Trinela
Cane, Commissioner of Corporate Services
Gary Adamkowski, Director, Asset Management
Martha
Pettit, Acting City Clerk
Paul Ingham, Director, Operations
Joel Lustig,
Treasurer
Nory Takata, Parks Planner
Andrea Tang, Manager,
Financial Planning
Paul Wealleans,
Director, Revenues
Bob Penner,
Supervisor Business System Improvements
Jeff McMann, Supervisor of Forestry
Mary Creighton,
Director of Recreation
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at the hour of 9:11 a.m. with Mayor Frank
Scarpitti in the Chair, Councillor Alex Chiu and Councillor Howard Shore
Chaired Community Services items.
General Committee recessed at 1:10 p.m. and reconvened at 1:52 p.m.
DISCLOSURE OF
INTEREST
None disclosed.
1. INTEGRITY COMMISSIONER
& COUNCIL CODE
OF CONDUCT (9.0)
Report Attachment
A Attachment
B Attachment
C
Ms. Joyce Ramer, Markham resident addressed
the Committee regarding an Integrity Commissioner and Council Code of Conduct
and spoke in support.
Ms. Karen Rea, Markham resident addressed the
Committee with respect to an Integrity Commissioner and Council Code of Conduct
and spoke in support.
Ms. Donna Bush, Markham resident addressed
the Committee regarding an Integrity Commissioner and Council Code of Conduct
and spoke in support.
Ms. Alenz Gotz, Markham resident addressed
the Committee with respect to an Integrity Commissioner and Council Code of
Conduct and spoke in support. She also
provided some comments.
There was brief discussion relative to the
proposed qualifications for the Integrity Commissioner.
The Committee suggested that the Council Code
of Conduct be deferred to a future Council Workshop.
There was brief discussion regarding the cost
associated with retaining an Integrity Commissioner and the hourly rate ranges.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Carolina Moretti
1) That the report entitled
“Integrity Commissioner & Council Code of Conduct” be received for
information purposes; and,
2) That Staff be authorized
to proceed with the recruitment of an Integrity Commissioner, on a retainer
basis, using the recruitment model detailed in this report; and,
3) That Council adopt the
mandate for the Integrity Commissioner included with this report as Appendix
‘A’; and,
4) That Council adopt the
complaint protocol included with this report as Appendix ‘B’; and,
5) That the Council Code of
Conduct included with this report as Appendix ‘C’ be deferred to a Council Workshop in early 2013; and,
6) That the 2013 costs for
the Integrity Commissioner be funded from the existing operating budget and
that staff be authorized to monitor the expenses and that any adjustments
required be considered in the 2014 operating budget process; and further,
7) That Staff be authorized
and directed to do all things necessary to give effect to this resolution.
CARRIED
2. MINUTES OF THE NOVEMBER 5,
2012
GENERAL COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Councillor Alan Ho
1)
That the Minutes of the
November 5, 2012 General Committee be confirmed.
CARRIED
3. MINUTES OF THE NOVEMBER 8
& 12 & 13, 2012
SPECIAL GENERAL COMMITTEE
(16.0)
November
8 November
12 November
13
Moved
by Councillor Alex Chiu
Seconded
by Councillor Alan Ho
1) That the Minutes of
the November 8 & 12 & 13, 2012 Special General Committee be confirmed.
CARRIED
4. MINUTES OF THE OCTOBER 26,
2012
BUDGET SUB-COMMITTEE (16.0)
October
Moved
by Councillor Alex Chiu
Seconded
by Councillor Alan Ho
1) That the Minutes of the October 26,
2012 Budget Sub-Committee be received for information purposes; and,
2) That Council endorse
the following resolution passed at the October 26, 2012 Budget Sub-Committee
Meeting:
“That
the following 2013 Celebrate Markham Grants be approved:
·
Tony
Roman Hockey Tournament - $5.4 K
·
Black
History Month - $3 K
·
Chinese
New Year Celebration- $10 K.”
CARRIED
5. MINUTES OF THE APRIL 19, MAY 17, JUNE
21,
JULY 19 AND SEPTEMBER 20, 2012 ENVIRONMENTAL ADVISORY COMMITTEE (16.0)
April May June July September
Moved by Councillor
Alex Chiu
Seconded by Councillor
Alan Ho
1) That the Minutes of the April 19, May
17, June 21, July 19 and September 20, 2012 Environmental Advisory Committee be
received for information purposes.
CARRIED
6. MINUTES OF THE AUGUST 9
& AUGUST 20 &
AUGUST 27 & OCTOBER 2,
2012 RBC MARKHAM
MILLIKEN MILLS CHILDREN’S
FESTIVAL COMMITTEE (16.0)
August
9 August
20 August
27 October
2
Councillor Logan
Kanapathi indicated that there might be some subcommittee members that were in
attendance at the meeting, but not noted.
He also inquired why the August minutes are being received at this time. Staff advised that they will send him an e-mail
regarding his questions.
Moved by Councillor
Alex Chiu
Seconded by Councillor
Alan Ho
1) That the Minutes of the August 9,
August 20, August 27 and October 2, 2012 RBC Markham Milliken Mills Children’s
Festival Committee be received for information purposes.
CARRIED
7. MINUTES OF THE NOVEMBER 1, 2012 MARKHAM
LIVE (MISTA) COMMITTEE (16.0)
November
The Committee suggested that the Mayor and
all Members of Council be appointed to the Request for Information (RFI)
Interview Subcommittee. It was suggested
that the first RFI Interview Subcommittee meeting should be arranged for
December 2012 or January 2013.
The Committee suggested that the third
paragraph on page three (3) of the November 1, 2012 Markham Live Committee
minutes should read as follows:
"Some members suggested that….."
Moved by Councillor Alex Chiu
Seconded by Councillor Alan Ho
1) That the Minutes of the November 1,
2012 Markham Live (MISTA) Committee be received for information purposes; and,
2) That the Mayor and all Members of Council be appointed to
the Request for Information (RFI) Interview Subcommittee relative to Markham
LIVE (MISTA) Committee.
CARRIED
8. MINUTES OF THE NOVEMBER 8, 2012
UNIONVILLE BUSINESS IMPROVEMENT AREA (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Councillor Alan Ho
1) That the Minutes of the November 8,
2012 Unionville Business Improvement Area be received for information purposes.
CARRIED
9. NOVEMBER 2012 – CANCELLATION, REDUCTION
OR REFUND OF TAXES UNDER SECTIONS 357 AND
358 OF THE MUNICIPAL ACT, 2001 (7.3)
Report Appendix
A Appendix
B
The Committee inquired
about why there is duplicate address and roll number. Staff advised that it is for different tax
years.
Moved by Councillor
Alex Chiu
Seconded by Councillor
Alan Ho
1) That taxes totalling
approximately $204,150.74 be adjusted under Section 357 (in the amount of $159,743.40)
and Section 358 (in the amount of $44,407.34) of the Municipal Act, 2001
of which the City’s portion is estimated to be $41,587.82; and,
3) That the Treasurer be directed to
adjust the Collector’s Roll accordingly; and,
4) That the Markham
portion of the taxes be charged to Tax Write-off Account 850 850 7051; and
further,
5) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
10. STAFF AWARDED CONTRACTS FOR MONTH OF
OCTOBER (7.12)
Report
Moved by Councillor
Alex Chiu
Seconded by Councillor
Colin Campbell
1) That the report entitled “Staff Awarded Contracts for the Month of October
2012” be received;
2) That Staff be authorized and directed
to do all things necessary to give effect to this resolution
CARRIED
11. 2013 OPERATING BUDGET (7.4)
Nov19GCReport
There was discussion
regarding the proposed additional 0.5% tax rate increase for infrastructure to
fund an extraordinary item, the Emerald Ash Borer (EAB) infestation. It was suggested that staff provide more information
regarding future use of the infrastructure reserve.
The Committee
discussed the potential of receiving Federal or Provincial Funding to offset
the cost of the EAB infestation. Staff
pointed out that regardless of the repeated request from the affected
municipalities, to date there has not been any Federal or Provincial funding
provided to any affected municipalities to assist with the cost of dealing with
EAB.
It was noted that the
2013 Operating Budget will be considered at a January 2013 Council meeting.
Moved by Councillor
Alex Chiu
Seconded by Councillor
Alan Ho
1) That the report dated November 19, 2012 entitled, “2013 Operating
Budget” be received; and,
2) That Council approve
a 1.0% tax rate increase to the City’s tax levy; and,
3) That Council approve an additional 0.5%
tax rate increase for infrastructure to fund an extraordinary item, the Emerald
Ash Borer (EAB) infestation; and,
4) That Council approve the establishment
of an interest bearing infrastructure reserve fund for the Emerald Ash Borer
program; and,
5) That Council approve the 2013 Operating
budget for City services totalling $180,795,409 (excluding the 2012 surplus)
which includes a 1.5% tax rate increase over 2012 ($171,553,698) of which the
principal components are detailed in Appendix
1; and,
6) That the gross operating expenditures
of $180,795,409, (excluding the 2012 surplus) be funded from the following
sources:
Revenue 2013 Budget $
Taxation Levies 124,765,727
Grants-in-lieu of Taxes 1,209,007
Grant & Subsidy Revenue 1,546,994
General Revenues (Investment Income, Fines,
Permits, Interest & Penalties) 26,393,689
User Fees & Services Charges (User
Fees, Rentals, Sales) 22,281,315
Other Income/Recoveries 4,598,677
Total
Revenues 180,795,409
;
and,
7) That upon finalization of the 2012 audited financial
statements, the 2013 Operating budget be adjusted to reflect the 2012 operating
results; and
8) That a copy of the budget document be made available to the
public through the Clerk’s Department, the City’s website and each of the
Markham Public Libraries; and further,
9) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
12. SEPTEMBER 2012 YEAR TO DATE REVIEW OF
OPERATIONS AND YEAR END PROJECTION (7.4)
Presentation Report Appendix
1 Appendix
2 Appendix
3
Appendix
4 Appendix
5 Appendix
6 Appendix
7
Appendix
8 Appendix
9 Appendix
10 Appendix
11
Appendix
12
Andrea Tang, Manager, Financial Planning delivered a
PowerPoint presentation entitled "September 2012 Year to date Review of
Operations and Year End Projection."
There was brief
discussion regarding the net vacancies and over-time salaries within the fire
department.
The Committee inquired
about the variance between the 2012 Budget and 2012 Projection for the Building
Reserve Balance. Staff noted that this
is forecasted on a five (5) year period.
There was discussion
regarding the challenges relative to non-revenue water.
Moved by Councillor
Logan Kanapathi
Seconded by Deputy Mayor
Jack Heath
1) That the report dated November 19, 2012
entitled “September 2012 year-to-date review of operations”
be received.
CARRIED
13. INTERIM SPENDING AUTHORITY PENDING
APPROVAL OF THE 2013 UNIONVILLE & MARKHAM
VILLAGE BUSINESS IMPROVEMENT AREA (B.I.A) BUDGETS (7.4)
Report
Moved by Councillor
Alex Chiu
Seconded by Councillor
Alan Ho
1) That the report dated November 19, 2012, entitled “Interim Spending Authority Pending Approval
of the 2013 Unionville & Markham Village Business Improvement Areas
(B.I.A.) Budgets” be received; and,
2) That Council approve 50%
of the 2012 Operating Budget equivalent to the amounts of $128,000 and $152,833
for the Unionville B.I.A. (UBIA) and Markham Village B.I.A. (MBIA) respectively
as pre-budget approval for the 2013 operating expenditures; and further,
3) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
14. CONTRACT EXTENSION FOR THE SUPPLY &
DELIVERY OF E10 GASOLINE WITH THE YORK
REGION BUYERS CO-OPERATIVE CT-09-02 (7.12)
Report
Moved by Regional
Councillor Gord Landon
Seconded by Councillor
Colin Campbell
1) That the report
entitled “Contract Extension for the Supply & Delivery of E 10 Gasoline
with the York Region Buyers
Co-operative CT-09-02” be received; and,
2) That the contract
for supply & delivery of E10 Gasoline be awarded to Ultramar Ltd. in the
estimated amount of $460,937 inclusive
of HST; and,
3) That the term of the contract be for a
one (1) year period, effective January 1, 2013 thru to December 31, 2013
subject to budget approval; and,
4) That the Tender
process be waived in accordance with Purchasing By-Law 2004-341, Part II,
Section 7.1 (c), Non-Competitive Procurement, when the extension of an existing
contract would prove more cost effective or beneficial; and,
5) That the 2013 estimated costs be provided for within the Operations
Department Operating Budgets 750-752-4300 for gasoline; and further,
6) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
15. EMERALD ASH BORER
PRESENTATION (5.0)
Presentation
Paul Ingham, Director of Operations
addressed the Committee and provided some opening remarks relative to the
Emerald Ash Borer Update.
Jeff McMann, Supervisor of Forestry delivered
a PowerPoint presentation providing an update regarding the Emerald Ash Borer.
The Committee discussed the following:
·
How many trees are treatable
·
Staff to investigate whether
any potential for residents to pay the cost difference if they want a bigger
calliper of a tree installed as their replacement tree
·
Hold targeted Community
Information meetings in coordination with the Ward Councillor - include maps
that visually show where the Ash Trees are located
·
Can there be a more enhanced
program to save the tree
·
Ensure proper information is
communicated to the residents
·
Should the door hangers include
more information
·
Importance of adopting a reasonable
program
·
The need for unity throughout
subdivisions when replanting trees
·
Importance to have a substantial
maintenance program for the trees that are replaced
·
Staff to investigate whether
there is an opportunity to bulk purchase with other municipalities to obtain a
cheaper cost per tree that is being replaced
·
Wood chips from trees being
taken down - investigate if there is a market that will provide a higher rate
of return - alternatively make it available for use to the residents
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Alan Ho
1) That the presentation by Mr. Jeff
McMann, Supervisor of Forestry, entitled “Emerald Ash Borer Update” be received;
and,
2) That a schedule for targeted Community Information meetings
be established to convey the important information regarding Emerald Ash Borer
(EBA) to the various affected neighbourhoods in coordination with the Ward
Councillor.
CARRIED
16. OPERATING DEPARTMENTS 2012 COMMUNITY”
ENGAGEMENT UPDATE (3.0)
Presentation
Nory Takata, Parks Planner delivered a
PowerPoint presentation providing an update regarding the Operations Department
2012 Community Engagement.
The Committee discussed the
"Adopt-a-Park" program and the "Parks Ambassador Program."
There was discussion regarding the potential
to beautify the Hydro Corridor lands where possible.
Moved by Councillor Valerie Burke
Seconded by Councillor Don Hamilton
1) That the presentation by Mr. Nory
Takata, Parks Planner entitled “ Operations Department 2012 Community
Engagement Update” be received.
CARRIED
17. REBUILDING CAMP PROGRAM
RESULTS (6.4)
Presentation
Mary Creighton,
Director of Recreation Services delivered a PowerPoint presentation outlining
the results of rebuilding camp programs.
There was brief
discussion relative to the financial impacts.
The Committee
suggested that staff investigate what percentages of past campers have returned
the following year.
There was discussion
regarding the increase of the seasonal camp directors.
Moved by Councillor
Colin Campbell
Seconded by Councillor
Logan Kanapathi
1) That
the presentation by Ms. Mary Creighton, Director of Recreation Services,
entitled “Rebuilding Camp Program Results” be received.
CARRIED
18. WATER METER BY-LAW REPORT
(5.3)
Report Attachment
A Attachment
B Attachment
C
The Committee discussed the following:
·
Ownership of water meters
·
Cannot cross connect well water to the water meter
·
Water meter maintenance program
·
Flat rate water charge
·
AMR and AMI programs - is there a way to generalize
this section so that the by-law does not have to be amended in the future.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Colin Campbell
1) That the report entitled “Water Meter By-law” be received; and,
2) That Council enact the proposed Water Meter By-law, as
described in this report and in the form set out in Attachment ‘A’; and,
3) That Council repeal Sections 25 to 33 in the current
Waterworks System By-law (By-law #1602, Attachment ‘B’) on rules and
regulations for the installation, maintenance, access and reading of water meters;
and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
19. FORMER SABISTON LANDFILL
SITE – STATUS UPDATE (5.7)
Report Figure
1 Figure
2 Attachment
A
There was discussion
regarding "German Mills Settlers Park" being renamed to "German
Mills Meadow and Natural Habitat."
The Committee
suggested that staff report back with the potential to establish a Community
Liason Committee that would assist in dealing with issues related to the former
Sabiston Landfill site.
Moved by Councillor
Howard Shore
Seconded by Councillor
Valerie Burke
1) That the report
entitled “Former Sabiston Landfill Site – Status Update” be received; and,
2) That staff continue to monitor the gas probes at the
boundary between the landfill Site and residential properties at a frequency
every two months as per the approved Ministry of Environment (MOE) Operating
and Procedures and Maintenance Manual for the Site; and,
3) That staff prepare appropriate signage to be installed
within the Site identifying it as the “German Mills Meadow and Natural Habitat”
to assist in the education and management of public use of these lands as
outlined in the report; and,
4) That the funding available in account 750-101-5399-7028
‘Settlers Park Landfill Site Management’ of $367,776 be re-allocated to fund
the additional rehabilitation works identified in the report; and,
5) That staff be
directed to report back on the potential to establish a Community Liason
Committee relative to the former Sabiston Landfill site; and further,
6) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
NEW BUSINESS
20. CORNELL PARKING (2.17)
Councillor Colin Campbell suggested that
staff investigate other solution for the parking pass program in the Cornell
area who live near Markham Stouffville Hospital.
Moved by Councillor Colin Campbell
Seconded by Councillor Alex Chiu
1) That
staff investigate and report back to General Committee the potential to replace
the parking tags with stickers
that can be permanently affixed to the inside of the car windshield; and,
2) That
staff investigate and report back to General Committee the potential for
Cornell residents to register their
plate numbers with the City of Markham.
CARRIED
21. IN-CAMERA MATTERS
General Committee
obtained a majority to add a new item to the in-camera agenda.
Moved by Councillor
Colin Campbell
Seconded by
Councillor Alan Ho
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 (12:48 p.m.):
1) A matter in respect
of which a council, board, committee or other body may hold a closed meeting
under another Act. (Minutes of
In-Camera November 5, 2012 General Committee)
[Section 239 (2)
(g)]
2) A matter in respect
of which a council, board, committee or other body may hold a closed meeting
under another Act. (Minutes of
In-Camera July 12, August 9, September 10, October 3 and October 26, 2012
Markham Sports, Entertainment and Cultural, Centre Sub-Committee)
[Section 239 (2)
(g)]
4) The security of the property of the
municipality or local board. A proposed
or pending acquisition or disposition of land by the municipality or local
board. Advise that is subject to
solicitor-client privilege, including communications necessary for that purpose
[Section 239 (2)
(a) (c) (f)]
5) A matter in respect
of which a council, board, committee or other body may hold a closed meeting
under another Act. (Restricted Agenda- Minutes
of October 26, 2012 Budget-Sub Committee Meeting)
[Section 239 (2)
(g)]
6) Personal matters about an identifiable individual, including
municipal or local board employees.
[Section 239 (2) (b)]
CARRIED
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alan Ho
That the General
Committee rise from the in-camera session at 1:10 p.m.
CARRIED
ADJOURNMENT
Moved by
Councillor Alex Chiu
Seconded by
Councillor Valerie Burke
That the General
Committee meeting adjourn at 3:55 p.m.
CARRIED