M I N U T E S

GENERAL COMMITTEE

2007-10-09
Meeting No. 24

Finance & Administrative Issues Community Services Issues

Chair: Councillor J. Virgilio Chair: Councillor A. Chiu

Chair, Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues

Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Councillor E. Shapero

Chair: Grants Sub-Ctte: Councillor V. Burke

Attendance

Mayor F. Scarpitti Regional Councillor J. Jones Regional Councillor J. Heath Regional Councillor T. Wong Regional Councillor G. Landon Councillor V. Burke Councillor. E. Shapero Councillor J. Virgilio Councillor C. Moretti Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi Councillor A. Chiu

J. Livey, Chief Administrative Officer C. Conrad, Town Solicitor A. Taylor, Commissioner of Corporate Services J. Sales, Commissioner of Community & Fires Services J. Baird, Commissioner of Development Services S. Birrell, Town Clerk B. Cribbett, Treasurer A. Seabrooke, Director, Strategic Services P. Loukes, Director, Operations D. Taylor, Manager, Executive Operations B. Labelle, Committee Clerk

The General Committee convened at the hour of 11:05 a.m. with Councillor J. Virgilio in the Chair.

DISCLOSURE OF INTEREST

1. PROPOSED 2008 BUDGET SUB-COMMITTEE SCHEDULE (7.4) Page 1

A. Tang ex. 24 33

Report

There was a brief discussion regarding the current process in place for allocating items within the 2008 budget. It was noted that Councillors could still bring forward requests by contacting either Councillor D. Horchik, the Commissioner of Corporate Services, or the Town Treasurer.

Moved by Councillor D. Horchik

Seconded by Councillor C. Moretti

That the report dated October 1, 2007 entitled “Proposed 2008 Budget Sub-Committee Schedule” be received;

And that the Budget Sub-Committee meetings scheduled for the dates and times below be approved:

Meeting #1 – Monday, October 22^nd (1 p.m. to 4 p.m. – Canada Room),

Meeting # 2 – Monday, October 29^th (1 p.m. to 4 p.m. – Canada Room)

Meeting # 3 – Monday, November 12^th (1 p.m. to 4 p.m. – Canada Room)

Meeting # 4 – Monday, November 26^th (1 p.m. to 4 p.m. – Canada Room)

Tentative Meeting # 5 – Monday, December 3^rd (1 p.m. to 4 p.m. – Canada Room)

Tentative Meeting # 6 – Monday, December 10^th (1 p.m. to 4 p.m. – Canada Room)
Tentative Meeting # 7 – Monday, January 14^th, 2008 (1 p.m. to 4 p.m. – Canada Room)

And that staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

2. MINUTES OF THE SEPTEMBER 17, 2007
GENERAL COMMITTEE (16.0) Page 5

Minutes

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

That the minutes of the September 17, 2007 meeting of the General Committee be received.

CARRIED

3. MINUTES OF THE JUNE 28, JULY 19. AND AUGUST 16, 2007
MARKHAM CONSERVATION COMMITTEE (16.0) Page 13

June July August

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

That the minutes of the June 28, July 19, and August 16, 2007 meetings of the Markham Conservation Committee be received.

CARRIED

4. MINUTES OF THE AUGUST 17, 2007
BUILDING & PARKS CONSTRUCTION COMMITTEE (16.0) Page 23

Minutes

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

That the minutes of the August 17, 2007meeting of the Building & Parks Construction Committee be received.

CARRIED

5. MINUTES OF THE JUNE 25 AND AUGUST 22, 2007
BOARD OF VARLEY MCKAY ART FOUNDATION
OF MARKHAM (16.0) Page 33

June August

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

That the minutes of the June 25, and August 22, 2007 meetings of the Board of Varley Mckay Art Foundation of Markham be received.

CARRIED

6. CANADA ONTARIO MUNICIPAL
RURAL INFRASTRUCTURE FUND PROGRAM (COMRIF)
FUNDING FOR ASSET MANAGEMENT PROGRAM (13.5.12) Page 47
R. Raman, ext. 2013

Report

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

That the report COMRIF Funding for Asset Management Program (AMP) be received for information:

And that the COMRIF funding in the amount of $68,218 be allocated to fund work required to inventory and value the Town’s capital assets and to a tangible capital asset accounting module:

And that Staff be authorized and directed to do all things necessary to give effects to this resolution.

CARRIED

7.         MARKHAM ASSOCIATION OF TOWNHOME CONDOMINIUM              Page 49
            OWNERS (MATCO): TERMS OF REFERENCE (3.7)
            P. Wealleans, ext.4734

Report 

Moved by Councillor J. Webster

Seconded by Councillor C. Moretti

That a Condominium Working Group to identify issues/options with respect to services received and taxes paid by condominiums that the Town of Markham could support and advocate for at the Provincial level be established

And that the Terms of Reference attached to the staff report entitled “Markham Association of Townhome Condominium Owners (MATCO)” be adopted by the Condominium Working Group for its report;

And that the following composition be approved and the appointments made:

· 2 Council Members

· 2 MATCO Members

· 2 Finance Staff

· 1-2 Other Town staff as necessary (Operational Department, etc.)

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

 CARRIED

8. ONTARIO SOCIETY FOR THE PREVENTION
OF CRUELTY TO ANIMALS (SPCA) (3.5) Page 53

Communication

Moved by Regional Councillor J. Heath

Seconded by Councillor E. Shapero

That the letter dated September 14, 2007 from Hugh Coghill, Ontario SPCA, to Sheila Birrell, requesting activities that place animals in stressful conditions at rodeos be banned be received and referred to the Town Clerk for consideration as part of the preparation of her pending report on this issue.

CARRIED

9. AUDITOR GENERAL POSITION (13.2) Page 55

B. Cribbett, ext. 4735

Report

The Committee expressed concerns with respect to the proposed function and mandate for an Auditor General position within the Town of Markham. There was discussion regarding the format and reporting structure for the Auditor General appointment. There was general agreement that the position should report to the General Committee and Council rather than to an Audit Sub-Committee. Staff confirmed that the Auditor General position was not a legislative requirement, but would allow for a third party review that would focus on financial, compliance and performance audits in order to assist the Town in obtaining “value for money”. It was also noted that Auditor General recommendations would be not bind Council in any way. Rather, they would provide additional analysis for Council to use in their deliberations. There was also discussion on the potential for Council to amend Auditor General Reports.

Moved by Mayor F. Scarpitti

Seconded by Councillor L. Kanapathi

That the presentation “Auditor General Position” be received;

And That Markham’s Auditor General report directly to the General Committee;

And That the Auditor General position shall be filled initially with a two year full-time contract;

And That the Auditor General’s responsibility shall be to carry out financial, compliance, and performance audits;

And That the Auditor General shall semi-annually submit a six month audit plan to the General Committee

And That no deletions or amendments to the six month audit plan be made except by the Auditor General, other than Council may add to the audit plan by a majority vote;

And That the Auditor General report out quarterly to the General Committee;

And That the appointment of a person to the position of the Auditor General be made, suspended or revoked by a majority vote of Council;

And That an Auditor General Interview Committee be established, comprised of Mayor Scarpitti, Chair of the Finance Committee, Councillor Joe Virgilio and Chair of the Budget Sub-Committee, Councillor Dan Horchik;

And That staff report back to a forthcoming meeting of General Committee with the proposed composition and mandate of an Audit Committee;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

10. DEPUTATION: ROTARY CLUB’S SANTA CLAUS PARADE

Mr. J. Sandiford, Rotary Club of Markham Sunrise, was in attendance to request that the annual Santa Claus Parade be designated an official Town event in order to receive liability coverage through the Town’s insurance policy. Members posed questions to Mr. Sandiford in order to clarify insurance coverage for past parades. Mr. Sandiford noted that previous coverage of the event was included as a component of a general plan in which the Town was identified as a third party.

Moved by Councillor D. Horchik

Seconded by Councillor J. Webster

That the request presented by the Rotary Club of Markham Sunrise to designate their annual Santa Clause Parade as an official Town event in order to receive liability coverage through the Town’s insurance policy be referred to staff for report back to the October 15, 2007 General Committee meeting.

CARRIED

11. EXTERNAL AUDIT SERVICES, RFP 051-R-07 (7.0) Page 85

S. Sydij, ex. 3189

Report

Moved by Regional Councillor G. Landon

Seconded by Councillor A. Chiu

That the report entitled “External Audit Services, RFP 051-R-07” be received;

And that the contract for External Audit Services, RFP 051-R-07 be awarded to the highest ranked, second lowest priced proponent KPMG LLP Chartered Accountants for a three year period, commencing with the 2007 fiscal year end, for a total award of $383,400 exclusive of GST and disbursements;

And that Staff be authorized to increase the contract value for years 2 & 3 up to a maximum of 2% per year;

And that Council request that Markham District Energy (MDE), Markham Energy Corporation, Varley-McKay Art Foundation of Markham and Innovation Synergy Centre in Markham (ISCM) award their audit services to KPMG as provided for within the proposal;

And that the award for the 2007 audit be funded from the respective 2007 Operating budgets, with any shortfall being absorbed in 2007

And that the 2008 to 2009 operating budgets be adjusted if required to include the increases as reflected in the KPMG proposal;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

12. PURCHASE OF SPONSORSHIP Page 89
YORK REGION CHILDREN’S AID FOUNDATION
BLUE MOON GALA (7.9)

Barbara N. ex. 7510
Report

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That Council purchases a table of 10 for the York Region Children’s Aid Foundation - Blue Moon Gala on Friday, October 12, 2007. Location: The Riviera Parque, 2700 Highway 7 West, Concord – 6:00 – 12:00 am. Table of 10 = $1500 to be charged to account 840 8415840.

And that Council authorizes a projected over-expenditure of $2,675 in the 2007 Council Table Promotion account, 840-841-5840 to be offset by other favourable variances in Council Discretionary Advertising, Promotion and Special Events Account.

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

13. CONFIDENTIAL PROPERTY MATTER

The General Committee consented to the addition of a confidential memorandum with respect to PowerStream.

Moved by Mayor F. Scarpitti

Seconded by Deputy Mayor J. Jones

That staff proceed as directed on this confidential property matter regarding PowerStream.

CARRIED

14. APRIL 24^th: ARMENIAN MEMORIAL DAY

The Committee briefly discussed the possible proclamation of April 24^th as Armenian Remembrance Day.

ADJOURNMENT

The General Committee adjourned at 12:00 p.m.