General Committee
December 5, 2017
Meeting
Number 20
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
|
Regrets
Councillor
Alex Chiu
|
Andy
Taylor, Chief Administrative Officer
Brian Lee,
Acting 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
Kimberley
Kitteringham, City Clerk
Martha
Pettit, Deputy City Clerk
Joel
Lustig, Treasurer
Mary Creighton, Director of Recreation
Services
Andrea
Tang, Senior Manager Financial Planning
Janis
Cookson, Manager, Sport Development
Mark
Visser, Senior Manager Financial Strategy & Investment
Bryan Frois, Chief of Staff
Kevin Ross, Manager, Development Finance
Carlie
Turpin, Manager, Elections
Alida
Tari, Council/Committee Coordinator
|
The General Committee meeting convened at the hour of 10:14 AM with Deputy
Mayor Jack Heath in the Chair.
General Committee recessed at 12:02 PM and reconvened at 1:00 PM.
Disclosure of
Pecuniary Interest
None declared.
1. MINUTES
OF THE NOVEMBER 20, 2017
GENERAL COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by
Regional Councillor Nirmala Armstrong
1) That
the minutes of the November 20, 2017 General Committee meeting be confirmed.
Carried
2. GOVERNMENT
FINANCE OFFICERS ASSOCIATION AWARDS (12.2.6)
Report
Andrea Tang, Senior Manager Financial Planning addressed the Committee
and provided some opening remarks relative to the Government Finance Officers
Association Awards.
General Committee congratulated Andrea Tang and all the City staff
involved in the budgeting process for once again achieving the Distinguished
Budget Presentation Award and the Canadian Award for Financial Reporting.
Moved by Councillor Logan Kanapathi
Seconded by Councillor Amanda Collucci
1) That the report dated November 20, 2017 entitled “Government
Finance Officers Association Awards” be received; and,
2) That the formal presentation on the receipt of the Distinguished
Budget Presentation Award for the annual budget for the fiscal year beginning
January 1, 2017 and the Canadian Award for Excellence in Financial Reporting
for the annual financial report for the year ended December 31, 2016 from the
Government Finance Officers Association (GFOA) be received.
Carried
3. CITY OF MARKHAM A VISION FOR
SPORT DEVELOPMENT (6.0)
Presentation Report Attachment
1
Brenda
Librecz, Commissioner of Community & Fire Services addressed the Committee
and provided opening remarks with respect to the City of Markham’s Vision for
Sport Development.
Janis
Cookson, Manager, Sport Development delivered a PowerPoint presentation
entitled “A Vision for Sport Development.”
General
Committee congratulated all the staff involved in the development of the Vision
for Sport Development.
There was
brief discussion regarding the involvement with individuals with disabilities.
General
Committee discussed and suggested the following with respect to the City Sport
Facilities:
· Investigate the level of activity at
other sport centres in the GTA such as Scarborough pools, Milton Velodrome, etc
· Investigate the reasons that events
are not being held at the facilities such as not enough seating, etc.
· Investigate the global and national
reach achieved at the City’s Pan Am Centre
· The wide reach of consulting process
· The need to work together and align
with the Sports Hall of Fame vision
· Ensure Members of Council also
receive the quarterly letters
·
Should “facilities” be an
additional sport development component
· Examine any potential opportunity to
further develop other City sport facilities
· Is there an opportunity to have a
roster of food trucks available when major events are being held or investigate
if the in-house Coffee Shop can increase their capacity at the Pan Am Centre
· Ensure that when Provincial and
National events are being held at our Pan Am Centre that it is well
communicated through all City communication vehicles
Moved by
Mayor Frank Scarpitti
Seconded by
Councillor Logan Kanapathi
1) That the presentation entitled “A
Vision for Sport Development”, be received; and,
2) That the report
entitled “City of Markham, A Vision for Sport Development” be received; and,
3) That Council approve the City of Markham A Vision for Sport
Development (Attachment 1); and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
DEPUTATIONS
There were
no deputations.
COMMUNICATIONS
4. MEMBERS OF COUNCIL SEEKING
PROVINCIAL OFFICE (14.0)
Communication
Moved by Regional
Councillor Nirmala Armstrong
Seconded by
Councillor Colin Campbell
1) That
the communication dated November 20, 2017 from Ms. Kimberley Kitteringham, City
Clerk be received for information purposes.
Carried
5. YORK REGION COMMUNICATION (13.4)
Moved by Regional
Councillor Nirmala Armstrong
Seconded by Councillor
Colin Campbell
1) That
the following communications dated November 17, 2017 from York Region be
received for information purposes.
a. Environmental
Services Water and Wastewater Capital Infrastructure Status Update
b. Property
Tax Treatment for Regional Transit Facilities
c. Creating
a Regional Climate Change Action Plan
d. Elimination
of Vacant Unit Rebate Program
e. Holiday
Shopping Bylaw
Carried
6. YORK REGION COMMUNICATION (13.4)
Communication
Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Colin Campbell
1) That
the communication dated November 21, 2017 from York Region regarding “Draft
Metrolinx 2041 Regional Transportation Plan”, be received for information
purposes.
Carried
PETITIONS
There were
no petitions.
7. MINUTES
OF THE OCTOBER 19, 2017,
OCTOBER 27, 2017, OCTOBER 31, 2017
AND NOVEMBER 21, 2017 BUDGET COMMITTEE (16.0)
October
19 October
27 October 31 November
21
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the October 19, 2017, October 27, 2017, October 31, 2017 and
November 21, 2017 Budget Committee meeting be received for information
purposes.
Carried
8. MINUTES
OF THE NOVEMBER 16, 2017
PUBLIC BUDGET CONSULTATION MEETING (16.0)
Minutes
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the November 16, 2017 Public Budget Consultation meeting be
received for information purposes.
Carried
9. MINUTES OF THE NOVEMBER 21, 2017
2018 PROPOSED WATER/WASTEWATER RATE
PUBLIC CONSULTATION MEETING (16.0)
Minutes
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the November 21, 2017 2018 Proposed Water/Wastewater Rate Public
Consultation meeting be received for information purposes.
Carried
10. MINUTES
OF THE NOVEMBER 14, 2017
DEVELOPMENT CHARGES PUBLIC MEETING (16.0)
Minutes
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the November 14, 2017 Development Charges Public meeting be
received for information purposes.
Carried
11. MINUTES
OF THE OCTOBER 19, 2017
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the October 19, 2017 Markham Environmental Advisory Committee meeting
be received for information purposes.
Carried
12. MINUTES
OF THE OCTOBER 19, 2017
BOARD OF MANAGEMENT
MARKHAM VILLAGE BUSINESS
IMPROVEMENT AREA COMMITTEE (16.0)
Minutes
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the October 19, 2017 Board of Management Markham Village
Business Improvement Area Committee meeting be received for information
purposes.
Carried
13. MINUTES
OF THE OCTOBER 23, 2017
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That
the minutes of the October 23, 2017 Markham Public Library Board meeting be
received for information purposes.
Carried
14. AWARD OF CONTRACT #206-P-17 – ROSTER OF ELECTRICAL
CONTRACTORS FOR SERVICES REQUIRED AT VARIOUS
CITY LOCATIONS ON AN AS-REQUIRED BASIS (7.12)
Report
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That the report “Award of Contract # 206-P-17 – Roster of electrical
contractors for services required at various City locations on an as-required
basis” be received; and,
2) That the contract for Electrical Services at various City
locations on an as-required basis for three (3) years (November 2017 to October
2020) be awarded to the three (3) highest ranked bidders, (Igman Electric Ltd.,
R.A. Graham Electrical Contractors, and RPM Industrial Inc.) in the estimated
annual amount of $493,232.00 inclusive of HST impact; and,
3) That the contract be funded from various City
Departments’ Operating Budgets on an as required basis; and,
4) That the award amounts in 2018 to 2020 be subject to Council
approval of the respective year’s operating budgets and that the award amounts
be amended to reflect changes to the various departments’ budget accounts as
approved by Council during the annual budget process; and,
5) That Staff be authorized to issue three (3) purchase orders
for each of the three (3) awarded bidders in an annual amount of $164,410.67;
and,
6) That Staff be authorized to reallocate purchase order fund
commitments among the three (3) awarded bidders based on actual usage within
each term of the contract; and further,
7) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
15. 2018
BUDGET (7.0)
Report Appendices
1-7
Moved by
Councillor Colin Campbell
Seconded by
Councillor Amanda Collucci
1) That the report
dated December 5, 2017 entitled, “2018 Budget” be received; and,
2) That Council approve a 2.90% property
tax rate increase to the City’s tax levy which includes:
a.
2.44% for day-to-day operations
and infrastructure investment;
b.
0.46% for Provincial
Legislation Bill 148 (Fair Workplaces, Better Jobs Act); and,
3) That Council approve
the 2018 Primary Operating Budget for City services of $204,664,482 and Library
of $13,818,779 to a total of $218,483,261 (excluding the 2017 surplus/deficit)
which includes a 2.90% property tax rate increase, of which the principal
components are detailed in Appendices 1
and 2; and,
4) That the gross
operating expenditures of $218,483,261, (excluding the 2017 surplus/deficit),
be funded from the following sources:
; and,
5) That Council approve the
remaining 2018 Capital Budget of $76,191,300 for a total of $77,715,300
($76,191,300 + $1,524,000 pre-approved) of which the projects are detailed in
Appendix 3; and,
6) That Council authorize Staff to purchase the required US
dollars (USD) for applicable capital budget projects at the time the budget is
approved on an annual basis and to make any budget adjustments necessary due to
a variance between the budgeted USD exchange rate and the actual USD exchange
rate at the time the USD are purchased; and,
7) That Council approve the 2018 Planning & Design Operating Budget
totalling $10,294,001, (excluding the 2017 surplus based on forecast), the
principal components of which are detailed in Appendix 4; and,
8) That Council approve the 2018 Engineering Operating Budget
totalling $8,088,242, (excluding the 2017 surplus based on forecast), the
principal components of which are detailed in Appendix 5; and,
9) That Council approve the 2018 Building Standards Operating
Budget totalling $9,956,946, (excluding the 2017 deficit based on forecast),
the principal components of which are detailed in Appendix 6; and,
10) That Council approve the 2018 Waterworks Operating Budget totalling
$131,634,019 (excluding the 2017 surplus), the principal components of which
are detailed in Appendix 7; and,
11) That upon finalization of the 2017 audited financial statements, the
2018 Operating, Planning & Design, Engineering, Building Standards, and
Waterworks Operating Budgets be adjusted to reflect the 2017 operating results;
and,
12) That a copy of the Budgets be made available to the public
through the Clerk’s Department, the City website and each of the Markham Public
Libraries; and,
13) That the “Additional Financial Disclosure Requirements Pursuant
to Ontario Regulation 284/09” be received for information purposes; and,
14) That this report be brought forward to Council on Tuesday, December
12, 2017; and further,
15) That Staff be authorized and directed to do all things necessary
to give effect to this resolution.
Carried
16. STATUS
OF CAPITAL PROJECTS AS OF
SEPTEMBER 30, 2017 (7.0)
Report Exhibits
A-C
There was
brief discussion regarding Project 15635 – Residential Water Service
Connection.
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That the report dated November 8, 2017 entitled “Status of
Capital Projects as of September 30, 2017” be received; and,
2) That the amount of $1,094,108
from the closure of capital projects be transferred to the sources of funding
as listed on Exhibit A; and,
3) That the closure of
projects as outlined on Exhibit B and C be approved; and,
4) That the
Non-Development Charge Capital Contingency Project be topped up from the
Lifecycle Replacement and Capital Reserve Fund, by $1,107,941 to the approved
amount of $250,000; and,
5) That the Engineering Capital Contingency Project be topped
up, from the City-Wide Hard Development Charges Reserve, by $113,158 to the
approved amount of $100,000; and,
6) That the Design
Capital Contingency Project be topped up, from the Development Charges Reserve,
by $76, 118 to the approved amount of $100,000; and,
7) That the Planning
Capital Contingency Project be topped up, from the Development Charges Reserve,
by $12,217 the approved amount of $50,000; and,
8) That the Waterworks
Capital Contingency Project be topped up, from the Waterworks
Stabilization/Capital Reserve, by $366,704 to the approved amount of $100,000;
and,
9) That the following
in-year 2017 new capital projects, subsequent to the approval of the 2017
capital budget, be received;
; and
further,
10) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
17. PROJECT MANAGEMENT
COORDINATION AND REPORTING (5.0)
Report Attachment
A Attachment
B
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
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
18. UPDATE TO RECORDS RETENTION
BY-LAW (12.1)
Report Appendix
A
Moved by
Councillor Karen Rea
Seconded by
Regional Councillor Jim Jones
1) That the report
entitled “Update to Records Retention By-law” be received; and,
2) That Council adopt the Records Retention By-law, as outlined
in Appendix A to this report; and further,
3) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
19. EXTENSION OF DEVELOPMENT CHARGE DEFERRAL
- CORNERSTONE CHRISTIAN COMMUNITY CHURCH (7.11)
Report
The
Committee discussed whether the authority should be delegated to the Treasurer
to approve potential future extensions to defer the development charges. The Committee suggested that if all the
conditions are satisfied that the delegation will be sufficient, otherwise it
should come back to Council for consideration. Staff noted that as long as it
is beneficial to the City that the deferral is continued, but if it is no
longer beneficial the City will cash in their Letter of Credit.
There was
discussion regarding whether the proposed recommendation number 4 in the report
should be removed. Clause 4 in the report was voted on separately, and lost as
a result the recommendation is deleted.
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Regional Councillor Jim Jones
1) That the report titled
“Extension of Development Charge Deferral – Cornerstone Christian Community
Church” be received; and,
2) That Council authorize
an amendment to the current Development Charge Deferral Agreement with the
Cornerstone Christian Community Church dated January 9, 2015, to extend the
payment due date of the City Wide Hard development charges from January 9, 2015
to October 1, 2021; and,
3) That the Mayor and
Clerk be authorized to execute amendments to the Development Charge Deferral
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 give effect to these recommendations.
Carried
20. 2017 DEVELOPMENT CHARGES
BACKGROUND STUDY (7.11)
Report Appendix
A Appendix
B
Mark
Visser, Senior Manager Financial Strategy & Investment addressed the Committee
and provided some opening remarks relative to the 2017 Development Charges
Background Study.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Amanda Collucci
1) That the report on the “2017 Development Charges Background
Study” be received; and,
2) That Council determine
that no further public meeting is required, pursuant to Section 12 of the Development
Charges Act 1997, as amended;
and,
3) That Council approve
the Development Charge Background Study prepared by Hemson Consulting Ltd. dated
October 2017; and,
4) That Council affirm its
intention to ensure that the increase in the need for services to service
anticipated development will be met; and,
5) That Council affirm its
intention that development related to post 2026 capacity identified in the Background
Study shall be paid for by development charges or other similar charges; and,
6) That Council affirm its
intention that infrastructure related to post 2031 development identified in the
background study shall be paid for by development charges or similar charges;
and,
7) That Council recognizes
that there are operating costs associated with the implementation of the
capital program; and,
8) That Council approve
the policy changes as outlined in this report; and,
9) That Council enact the
City Wide Hard, City Wide Soft and Area Specific development charges by-laws,
effective on December 13, 2017; and,
10) That Council affirm its intention that the future excess capacity
identified in the Development Charges Background Study, dated October 2017,
prepared by Hemson Consulting Ltd. shall be paid for by the development charges;
and,
11) That these recommendations, including the
implementing by-laws, be forwarded to the December 12, 2017 Council meeting for
adoption; and further,
12) That staff be directed
to do all things necessary to give effect to this report.
Carried
21. USE OF CORPORATE RESOURCES
FOR ELECTION PURPOSES (14.0)
Presentation Policy
Carlie Turpin, Manager, Elections delivered
a PowerPoint presentation regarding revised changes to the Use of Corporate
Resources for Election Purposes policy.
Staff noted that a Member of Councillor’s
assistant is not permitted to work on any Member of Council’s election
campaign. The Solicitor noted that a clause stating that is included in their employment
contracts, due to their precarious employment as temporary contract employees
and their relationship with their Member of Council, and suggested that the
policy be amended to distinguish staff from councillors’ assistants and to be consistent with the employment contracts of the
assistants. There was discussion regarding whether the Member of Councillor’s
assistant employment contracts should be amended to permit assistants to work
as volunteers on Councillor’s Election Campaign if they chose to. The Solicitor
pointed out that in order to amend their contract it would have to be agreed
upon by all three parties which include the assistant, the Member of Council
and the City of Markham. It was suggested that staff report back on this
matter.
There was discussion regarding the proposed regulations
under the proposed policy and Elections Act, and staff pointed out that the use
of corporate resources can be regulated by the proposed policy and there is no
mechanism to regulate the actions of a private citizen relative to Election
campaigning.
The Committee discussed and suggested the
following relative to the revised Use of Corporate Resources for Election
Purposes:
·
Include Mayor, Deputy Mayor and
Regional Chair under definition under “Municipal By-Election”
·
Include the words “as a
volunteer” at the end of the definition for volunteer
·
Should there be more
restrictive rules on the annual discretionary budget amount permitted by
Members of Council during an Election year
·
Clause 1.4 include more clarity
that it requires obtaining an official permit Clause
1.5 clarify further the “receiving remuneration from the City”
·
Under Roles and
Responsibilities remove the word “written”
There was discussion regarding whether this
matter should be further discussed at a future General Committee meeting or at
the December 12, 2017 Council meeting.
Moved
by Councillor Amanda Collucci
Seconded
by Councillor Logan Kanapathi
1) That the
presentation entitled, “Use of Corporate Resources for Election Purposes,” be
received; and,
2) That the Policy titled, “Use of
Corporate Resources for Election Purposes Policy,” be postponed to the
January 22, 2018 General Committee meeting; and,
3) That Members of Council
be limited to spending up to 25% of their 2018 discretionary budget and limited
to one newsletter to the end of February 2018; 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.
22. CONFIDENTIAL ITEMS (16.0,
6.0 & 8.0)
Moved by Councillor Valerie Burke
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 (3:09 PM):
(1) GENERAL COMMITTEE CONFIDENTIAL MINUTES
- NOVEMBER 20, 2017 (16.0)
[Section
239 (2) (b) (c)]
General Committee confirmed the
November 20, 2017 confidential meeting minutes.
(2) A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY
THE MUNICIPALITY OR LOCAL BOARD (6.0)
[Section 239 (2) (c)]
General
Committee consented to place this matter on the December 12, 2017 Council
agenda for consideration.
(3) A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY
THE MUNICIPALITY OR LOCAL BOARD (8.6)
[Section 239 (2) (c)]
General
Committee postponed this matter to the January 22, 2017 General Committee
confidential session meeting.
Carried
Moved by Councillor Valerie Burke
Seconded by Regional Councillor Jim Jones
That the General Committee rise from the confidential session 3:16
PM.
Carried
Adjournment
Moved by Mayor Frank Scarpitti
Seconded by Councillor Colin
Campbell
That the General Committee meeting adjourn at 3:17 PM.
Carried