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
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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
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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