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Minutes

General Committee

November 28, 2016

Meeting Number 19

 

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

 

Mayor Frank Scarpitti

Deputy Mayor Jack Heath

Regional Councillor Jim Jones (left at 12:25pm)

Regional Councillor Joe Li (left at 1:14pm)

Regional Councillor Nirmala Armstrong

Councillor Valerie Burke

Councillor Alan Ho (left at 3:00pm)

Councillor Don Hamilton (left at 1:14pm)

Councillor Karen Rea

Councillor Colin Campbell

Councillor Amanda Collucci

Councillor Logan Kanapathi (left at 3:37pm)

Councillor Alex Chiu

Andy Taylor, Chief Administrative Officer

Jim Baird, Commissioner of Development Services

Trinela Cane, Commissioner of Corporate Services

Brenda Librecz, Commissioner of Community & Fire Services

Catherine Conrad, City Solicitor

Kimberley Kitteringham, City Clerk

Martha Pettit, Deputy City Clerk

Joel Lustig, Treasurer

Hersh Tencer, Manager of Real Property

Catherine Conrad, Acting Director of Human Resources

Dennis Flaherty, Director of Communications &

Community Engagement

Alex Moore, Manager of Purchasing & Accounts Payable

Andrea Tang, Senior Manager of Financial Planning

Claudia Marsales, Senior Manager, Waste &

Environmental Management

Alida Tari, Council/Committee Coordinator

 

 

 

The General Committee meeting convened at the hour of 9:06 AM with Deputy Mayor Jack Heath in the Chair and Councillor Valerie Burke Chaired Environment and Sustainability related items.

 

General Committee recess at 11:05 AM and reconvened at 11:15 AM.  General Committee recessed at 1:14 PM and reconvened at 2:00 PM.  General Committee recessed at 2:05 PM and reconvened at 2:27 PM.

 

Disclosure of Interest

 

None disclosed.

 

 

1.         2017 BUDGET (7.4 & 7.5)

            Presentation     Report      Appendices

 

Andrea Tang, Senior Manager of Financial Planning delivered a PowerPoint presentation regarding the 2017 Budget.

 

The Committee inquired how the school board manages not having a tax rate increase on their budget in the last few years. Staff noted that this is done through the Provincial Budget, and would have to request that information.

 

There was discussion regarding the proposed tax rate increase for York Region.

 

The Committee discussed how the information has been communicated to the public.

 

There was brief discussion regarding the water & wastewater fee with the projected water conservation.

 

The Committee suggested that staff develop a policy for the 2018 Budget that will provide adequate future funding in Life Cycle Replacement and Capital Reserve Funds.

 

Moved by Councillor Logan Kanapathi

Seconded by Councillor Amanda Collucci

 

1)         That the report dated November 28, 2016 entitled, “2017 Budget” and presentation be             received; and,

 

2)         That Council approve a 3.46% property tax rate increase to the City’s tax levy, which includes an infrastructure investment of 0.5%; and,

 

3)         That Council approve the 2017 Primary Operating Budget for City services of $201,774,678 and Library of $13,614,879 to a total of $215,389,557 (excluding the 2016 surplus/deficit) which includes a 3.46% property tax rate increase, of which the principal components are detailed in  Appendices 1 and 2; and,


 

4)         That the gross operating expenditures of $215,389,557, (excluding the 2016 surplus/deficit), be funded from the following sources:

                                                                                                                        2017 Budget $

                Taxation Levies                                                                                            149,878,594

            Payments-in-lieu of Taxes                                                                                1,209,007

            Grant & Subsidy Revenues                                                                              1,640,829

            General Revenues (Investment Income, Fines, Permits, Penalty & Interest)      30,790,807

            User Fees & Service Charges, Rentals and Sales                                           26,617,761

            Other Income/Recoveries                                                                                5,252,559

                Total Revenues                                                                                     215,389,557

            ; and,

 

5)         That Council approve the remaining 2017 Capital Budget of $69,457,500 for a total of $81,474,100 of which the projects are detailed in Appendix 3; and,

 

6)         That the incremental transfer from the Operating Budget to the Life-cycle Replacement and Capital Reserve (“the Reserve”) be increased by 2% annually for inflation; and,

 

7)         That the $510,000 currently in the operating budget (which was previously transferred to the Library reserve for years 2003-2012) be redirected to the Reserve since the Library transfer is no longer required; and

 

8)         a) That the Ramp-up reserve fund the remaining Emerald Ash Borer costs of   $7,046,000; and,

b) That the 2013 Council approved infrastructure surcharge of $590,000 for the Emerald Ash Borer program be redirected to the Reserve; and,

 

 9)        a) That the Ramp-up reserve fund the remaining ice storm costs of $605,000; and,

b) That Council approved infrastructure surcharge for ice storm costs totalling $625,000 be redirected to the Reserve; and,

 

10)       That Council approve the 2017 Planning & Design Operating Budget totalling $9,150,651, (excluding the 2016 surplus/deficit), the principal components of which are detailed in Appendix 4; and,

 

11)       That Council approve the 2017 Engineering Operating Budget totalling $7,355,144, (excluding the 2016 surplus/deficit), the principal components of which are detailed in Appendix 5; and,

 

12)       That Council approve the 2017 Building Standards Operating Budget totalling $8,801,488, (excluding the 2016 surplus/deficit), the principal components of which are detailed in Appendix 6; and,

 

13)       And That Council approve the 2017 Waterworks Operating Budget totalling $121,173,184 (excluding the 2016 adjustment), the principal components of which are detailed in Appendix 7; and,

 

14)       That upon finalization of the 2016 audited financial statements, the 2017 Operating, Planning & Design, Engineering, Building Standards, and Waterworks Operating Budgets be adjusted to reflect the 2016 operating results; and,

 

15)       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,

 

16)       That the “Additional Financial Disclosure Requirements Pursuant to Ontario Regulation 284/09” be received for information purposes; and,

 

17)       That this report be brought forward to Council on Tuesday, December 13, 2016; and further,

 

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

 

Carried

 

 

2.         PROPOSED ACQUISITION OF 55 PARKWAY AVENUE (8.6)

            Presentation

 

Bruce Ander, on behalf of Markhaven Home for Seniors addressed the Committee regarding the proposed acquisition of 55 Parkway Avenue and advised that they are willing to engage in a fulsome discussion regarding options for surplus lands if the City does pursue the purchase of this property.

 

Hersh Tencer, Manager of Real Property delivered a PowerPoint presentation regarding the proposed acquisition of 55 Parkway Avenue.

 

The Committee discussed and suggested the following relative to the proposed acquisition of 55 Parkway Avenue:

·        Advantages and disadvantages of purchasing this land

·        Potential of occupying the current building prior to demolishing it

·        Asbestos issues

·        Establishing a plan outlining what the property will be used for

·        Advantages and disadvantages of purchasing this land

·        Ensure costs are recovered if the City sells off a portion of the land

·        Ensure that the public is aware that only a portion of the lands will be used for park land and not the entire 6 acres

·        Potential for use as a private school

·        Discussion of purpose for acquisition being future municipal use

·        Appraised value of the land and current negotiated purchase price

 

The Committee requested that staff confirm the size of park land dedication if the land is purchased by a developer and developed as a single detached dwelling subdivision.  It was suggested that staff report back at the December 12, 2016 General Committee meeting with further clarification to the questions raised at this meeting.

 

Moved by Mayor Frank Scarpitti

Seconded by Regional Councillor Nirmala Armstrong

 

1)         That the presentation entitled "Proposed Acquisition of 55 Parkway Avenue", be received; and,

 

2)         That staff be directed to report back at the December 12, 2016 General Committee meeting.

 

Carried

 

 

3.         FLATO DEVELOPMENTS: AMENDMENT
AND EXTENSION OF NAMING RIGHTS
 FOR FLATO MARKHAM THEATRE (6.2)

            Report     Appendix A     Appendix B- Presentation     Appendix C

 

The Committee discussed whether a naming rights arrangement for 20 years is too long, and whether the City should pursue other potential sponsorship opportunities from other Markham businesses.

 

The Committee suggested that staff provide an update on the revenue versus expenses for the Flato Markham Theatre.

 

Moved by Regional Councillor Nirmala Armstrong

Seconded by Councillor Colin Campbell

 

1)         That the report titled “FLATO Developments: Amendment and Extension of Naming Rights for FLATO Markham Theatre” be received; and,

 

2)         That the City of Markham agrees to extend the existing naming rights arrangement with FLATO Developments for exterior and interior naming rights of the FLATO Markham Theatre as outlined in this Report, in exchange for a naming rights fee, for a term of twenty (20) years; and,

 

3)         That the Markham Theatre continue to be named the “FLATO MARKHAM THEATRE”, and the VIP Lounge continue to be named the “FLATO DEVELOPMENTS VIP LOUNGE”,  and such names continue to be utilized in all promotional and administrative materials, and in connection with all functions, operations and communications associated with the Markham Theatre; and,

 

4)         That a naming rights fee payable by FLATO Developments of  $95,000 per annum starting Janaury1, 2017, subject to a 2% annual increase effective January 1st in each year thereafter, for a total twenty (20) year contribution of $2,308,276.00 be approved; and,

 

5)         That the remaining naming rights terms outlined in this Report be approved; and,

 

6)         That the Mayor and Clerk be authorized to execute a naming rights  agreement with FLATO Developments in accordance with the naming rights terms outlined in this Report, and in a form satisfactory to the Commissioner of Corporate Services and the City Solicitor; and,

 

7)         That proceeds for the renewed naming agreement be deposited into account 890 890 9254 (General Sponsorship); and further,

 

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

Carried

 

 

4.         MINUTES OF THE NOVEMBER 14, 2016
            GENERAL COMMITTEE (16.0)

            Minutes

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Karen Rea

 

1)         That the minutes of the November 14, 2016 General Committee meeting be confirmed.

Carried

 

 

5.         MINUTES OF THE OCTOBER 21, 2016,
            OCTOBER 28, 2016 AND NOVEMBER 1, 2016
            BUDGET COMMITTEE (16.0)

            October 21     October 28     November 1

                                                

Councillor Karen Rea suggested that staff investigate how to integrate the "staff recommendations" into the budget meeting minutes for next year's budget discussions.

 

Moved by Councillor Valerie Burke

Seconded by Mayor Frank Scarpitti

 

1)         That the minutes of the October 21, 2016, October 28, 2016 and November 1, 2016 Budget Committee meeting be received for information purposes.

Carried

 

 


 

6.         MINUTES OF THE JUNE 16, 2016
            AND SEPTEMBER 15, 2016
            MARKHAM ENVIRONMENTAL
            ADVISORY COMMITTEE (16.0)

            June 16     September 15       

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Karen Rea

 

1)         That the minutes of the June 16, 2016 and September 15, 2016 Markham Environmental Advisory Committee meeting be received for information purposes.

Carried

 

 

7.         MINUTES OF THE AUGUST 9, 2016
AND OCTOBER 11, 2016
SENIORS ADVISORY COMMITTEE (16.0)

            August 9     October 11

 

The Committee suggested that the October meeting minutes need to go back to the Seniors Advisory Committee for clarification regarding Regional Councillor Nirmala Armstrong's commitment to assist with fund raising and include the word purchase with the request for 20 tickets from Councillor Amanda Collucci.

 

Moved by Councillor Karen Rea

Seconded by Mayor Frank Scarpitti

 

1)         That the minutes of the August 9, 2016 Seniors Advisory Committee meeting be received for information purposes; and,

 

2)         That the minutes of the October 11, 2016 Seniors Advisory Committee meeting be deferred back to the Committee for clarification.

Carried

 

 

8.         MINUTES OF THE NOVEMBER 14, 2016
            WATER & WASTEWATER PUBLIC MEETING (16.0)

            Minutes

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Karen Rea

 

1)         That the minutes of the November 14, 2016 Water & Wastewater Public Meeting be received for information purposes.

Carried


 

9.         2017 WATER WASTEWATER
            RATE INCREASE (5.3)

            Report

 

There was discussion regarding the steady increase with respect to the water rate and the importance of having funds in reserves for future replacing and upgrading infrastructure.

 

Moved by Mayor Frank Scarpitti

Seconded by Councillor Logan Kanapathi

 

1)         That the report entitled “2017 Water/Wastewater Rate Increase” be received; and

 

2)         That the 2017 City of Markham’s (“City”) water/wastewater rate increase be equivalent to the Region of York’s (“Region”) monetary increase of $0.2135 per cubic metre (m3) based on Region’s approved increase of 9%; and

 

3)         That in addition to the Region’s increase, the 2017 water/wastewater rate increase includes a surcharge of $0.0669/m3; and

 

4)         That effective April 1, 2017, the water/wastewater rate will be $3.8555/m3, an increase of $0.2804/m3, equivalent to a 7.8% increase compared to prior year; and further,

 

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

Carried

 

 

10.       2017 INTERIM TAX
            LEVY BY-LAW (7.4)

            Report

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Karen Rea

 

1)         That the report "2017 Interim Tax Levy By-law" be received; and,

 

2)         That Council authorize an interim tax levy for 2017; and,

 

3)         That the attached by-law be passed to authorize the 2017 interim tax levy; and further,

 

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

Carried

 

 

11.       STAFF AWARDED CONTRACTS FOR
THE MONTH OF OCTOBER 2016 (7.12)

            Report

 

The Committee discussed the following:

·        102-Q-11 Organizational Excellence Consultant Services - Contract Extension for 2017-2018

·        185-T-16 Road Resurfacing and island Landscaping work at the intersection of 16th Avenue and Markham Road

 

Moved by Councillor Karen Rea

Seconded by Councillor Alex Chiu

 

1)         That the report entitled “Staff Awarded Contracts for the Month of October 2016” be received; and,

 

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

Carried

 

 

12.       AWARD OF CONTRACT EXTENSION
            #242-R-13 THORNLEA POOL BUILDING
            MAINTENANCE AND POOL MAINTENANCE (7.12)

            Report

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Karen Rea

 

1)         That the report entitled “Award of Contract Extension #242-R-13 Thornlea Pool, Building Maintenance and Pool Maintenance” be received; and,

 

2)         That the contract for #242-R-13 Thornlea Pool, Building and Pool Maintenance be extended to PPL Aquatic, Fitness & Spa Group Inc. in the amount of $571,131.24 inclusive of HST for a period of three years (January 1, 2017 – December 31, 2019) as follows:

 

            2017 - $190,377.08

            2018 - $190,377.08

            2019 - $190,377.08;

 

3)         That the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) (c) which states “when the extension of an existing contract would prove more cost-effective or beneficial”; and,

 

4)         That the award be funded from the operating budget account 501-911-5314 - S/A Facility Maintenance as identified within the Financial Considerations Section subject to Council approval of the 2017, 2018 and 2019 operating budget; and,

 

5)         That the Director Recreation and Senior Manager, Purchasing & Accounts Payable be authorized to extend the contract for one (1) additional year subject to Council approval of the 2020 operating budget; and further,

 

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

Carried

 

 

13.       REQUEST FOR PROPOSAL
            197-R-16 PRINTING AND
            DELIVERY OF MARKHAM
            LIFE MAGAZINE (7.12)

            Report

 

Moved by Councillor Karen Rea

Seconded by Councillor Alex Chiu

 

1)         That the report “Request for Proposal 197-R-16 Printing and Delivery of Markham Life Magazine” be received; and,

 

2)         That the Contract 197-R-16 Printing and Delivery of Markham Life Magazine be awarded to the highest ranked / 2nd highest priced bidder, Canmark Communications in the estimated amount of $723,763.92 inclusive of HST for a period of three (3) years (2017-2019); and,

 

2017 - $241,254.64

2018 - $241,254.64

2019 - $241,254.64

 

3)         That the Commissioner of Corporate Services be authorized to extend the contract for two (2) additional years (2020-2021) at the same terms and conditions, subject to Council approval of the 2020- 2021 operating budget; and,

 

4)         That the 2018-2021  Operating Budgets/Purchase Orders will be adjusted for  price escalation allowance based on the pulp and paper price index; and,

 

5)         That the award be funded from Corporate Communication operating budget account 795-796-5874 Markham Life Magazine as identified within the Financial Considerations Section subject to Council approval of the 2017, 2018 and 2019 operating budget; and,

 

6)         That this report be taken to November 29, 2016 Council meeting; and further,

 

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

Carried

 

 

14.       FRIENDSHIP AGREEMENT WITH
            MULLAITIVU, NORTHERN PROVINCE,
            SRI LANKA (10.16)

            Report

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Karen Rea

 

1)         That the report titled "Friendship Agreement with Mullaitivu, Northern Province, Sri Lanka" be received; and,

 

2)         That the City of Markham invite the Sri Lankan Consul General in Toronto, Mr. U. L. M. Jauhar, and the High Commissioner of Canada in Sri Lanka, Shelley Whiting, to attend a signing ceremony for a friendship agreement between the City of Markham and Mullaitivu, Northern Province, Sri Lanka, on Saturday, January 14, 2017; and,

 

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

Carried

 

 

15.       2017 COUNCIL AND COMMITTEE
            MEETING CALENDAR (16.0)

            Calendar

 

Mayrose Gregorios, Markham resident addressed the Committee regarding the proposed 2017 Council and Committee meeting calendar and spoke in opposition to Council meetings being held during the day.

 

Kimberley Kitteringham, City Clerk provided some opening remarks relative to the proposed 2017 Council and Committee meeting calendar.  It was noted that the proposed procedural by-law amendments will be considered in January 2017.

 

Martha Pettit, Deputy City Clerk delivered a PowerPoint presentation outlining the proposed changes to the meeting dates and times for the 2017 Council and Committee meeting calendar.

 

The Committee discussed and suggested the following with respect to the proposed 2017 Council and Committee meeting calendar:

·        Make this a pilot project

·        Schedule Standing Committee meetings on alternate Mondays

·        Schedule Development Services Committee on the same week as Council where applicable

·        Support the hard stop of Standing Committee meetings to end at 3:00pm

·        Support the start time of 6:30 pm for Development Services Public Meetings and schedule for the first Tuesday of each month generally

·        Consider having one of the monthly Council meetings held during the day and the other held in the evening

·        Provide only potential Council meeting dates with the time to be determined at the November 29, 2016 Council meeting

·        Do not schedule any Committee or Council meetings during the FCM Conference in June

 

Moved by Mayor Frank Scarpitti

Seconded by Councillor Karen Rea

 

1)         That staff be directed to implement the proposed 2017 Council & Committee meeting   calendar as a pilot project for January – June which contains the following components:

 

a)                  Standing Committees occur on alternating Mondays (where feasible)      with the Development Services Committee the same week as Council       from 9:00 AM – 3:00 PM with a hard stop time of 3:00 pm

b)                  Development Services Statutory Public Meetings generally occur on the first Tuesday of every month beginning at 6:30 PM

c)                  Council meetings generally occur on Tuesdays twice monthly on the same week as the Development Services Committee with the start time to be determined  

 

2)         That staff report back to General Committee in May, 2017 with a proposed calendar for           September - December

 

Carried

 

 

16.       TEXTILE RECYCLING PROGRAM
            STRATEGY - NEXT STEPS (5.2)

            Report

 

Claudia Marsales, Senior Manager, Waste & Environmental Management addressed the Committee and summarized the key elements outlined in the report.

 

The Committee discussed the following relative to the Textile Recycling Program:

·        Investigate the possibility of having the textile recycling bins at major shopping malls and other destination locations

·        The importance of communication and education of the program

·        Begin the education program in January to ensure residents are aware of the proposed ban to begin in April

·        Consider inserting a message relative to the textile recycling program with the next municipal tax bill

·        Concern whether the City will have the ability to handle the capacity of textile items being recycled when banned from curb side pick up

·        Work with the schools when educating Markham residents

·        Work with By-laws to confiscate illegal bins that are on municipal and private property

·        Include phone numbers of legitimate charities that provide home  pick up textiles on our communication materials

 

The Committee commended Claudia for bringing this initiative forward.

 

Moved by Councillor Valerie Burke

Seconded by Regional Councillor Nirmala Armstrong

 

1)         That the report entitled "Textile Recycling Program Strategy - Next Steps" be received;   and,

 

2)         That Council endorse the Textile Recycling strategy and supporting initiatives outlined in this report; and,

 

3)         That a copy of this report be forwarded to York Region, the Premier of Ontario, Federal and Provincial Ministers of Environment, Local Members of Parliament (MP's) and Local Members of Provincial Parliament (MPP's) and the local municipalities for their information; and further,

 

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

Carried

 

 

17.       NEW BUSINESS
            - MARKHAM SANTA CLAUS PARADE (3.5)

 

Markham Santa Claus Parade

 

Regional Councillor Nirmala Armstrong inquired whether there is a policy regarding which Members of Council are permitted on the City of Markham float.  Staff advised that the City float is for Members of Council, but they are not obligated to use it.

 

 

 


 

18.       NEW BUSINESS
            - PAPER COPIES OF STANDING COMMITTEE AGENDAS (16.0)

 

Paper Copies of Standing Committee agendas

 

Councillor Karen Rea inquired whether it would be possible to only receive "revised items" when there are addendum items added to an original Standing Committee agenda rather than the entire agenda every time it is revised.  Staff pointed out that when items are added to an existing e-agenda it changes the page number of the package and as result the entire package must be reprinted.


 

 

19.       IN-CAMERA MATTERS (16.0 & 11.0)

 

Moved by Councillor Colin Campbell

Seconded by Regional Councillor Nirmala Armstrong

 

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 (4:30 PM):

 

 

(1)        BUDGET COMMITTEE IN-CAMERA MINUTES - OCTOBER 28, 2016 (16.0)

            [Section 239 (2) (b) (c) (e) (f)]

 

General Committee received the October 28, 2016 Budget Committee in-camera meeting minutes for information purposes.

 

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

            [Section 239 (2) (d)]

 

General Committee received the verbal update regarding Labour Relations or Employee Negotiations.

 

Moved by Mayor Frank Scarpitti

Seconded by Councillor Amanda Collucci

 

That the General Committee rise from the in-camera session 4:35 PM.

 

Carried

 

Adjournment

 

Moved by Councillor Alex Chiu

Seconded by Councillor Valerie Burke

 

That the General Committee meeting adjourn at 4:35 PM.

 

Carried

 

 

 

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