M I N U T E S

GENERAL COMMITTEE

2008-01-14
Meeting No.1

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 (9:35) Regional Councillor J. Jones Regional Councillor J. Heath Regional Councillor T. Wong Regional Councillor G. Landon Councillor V. Burke (11:15) 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. Baird, Commissioner of Development Services S. Birrell, Town Clerk B. Cribbett, Treasurer A. Seabrooke, Director, Strategic Services J. Lustig, Director of Financial and Client Services P. Loukes, Director, Operations J. Wright, Director, Building Standards J. Bosomworth, Manager, Strategy and Innovation A. Tang, Acting Manager, Financial Planning B. Nanninga, Executive Assistant to Mayor and Council C. Raynor, Committee Clerk

The General Committee convened at the hour of 9:00 a.m. with Councillor J. Virgilio in the Chair.

DISCLOSURE OF INTEREST

Regional Councillor G. Landon declared an interest in Agenda Item 14 as he is a Director of CSDC Systems and did not take part in the consideration or discussion of or vote on the question of the approval of such matter.

1. UNITED WAY PRESENTATION (12.2.6)

Mr. J. Bosomworth, Chair, 2007 United Way Campaign, announced the results of the 2007 campaign. A total of $94,159 was raised. Committee was provided with an overview of the different fundraising events and thanks were extended to all staff who participated in making the Campaign a success.

Mr. D. Zanotti, CEO, United Way of York Region, spoke to thank the Town for its fundraising efforts.

2. PROPOSED 2008 BUDGET BREAKFAST PRESENTATION (7.5)

Mr. J. Lustig, Director, Financial and Client Services, presented information relating to the 2008 Budget process and previewed the presentation that will be made at the Budget Breakfast meeting on January 22, 2008. The proposed budget will result in a 4.19% tax increase which will result in a $44 per year increase in property tax for the average house in Markham. Committee was provided with a brief analysis of some of the underlying factors affecting the total Budget such as personnel, growth, new and enhanced programs, inflation, and energy indices.

There was discussion about the Reserve Fund for replacement of aging infrastructure. It was stated that many municipalities will soon have to address the repair and replacement of infrastructure. Committee suggested that it may be appropriate to cap the Reserve Fund in future. Additionally, it was noted that there will be a report on Councillor’s expenses and salaries.

Committee requested that staff highlight the green initiatives in the Budget and expressed concern that funding for the Pesticide Education Program may be insufficient.

That the presentation entitled “Proposed 2008 Budget Breakfast” by J. Lustig, Director, Financial and Client Services, be received;

And that the minutes of the December 10, 2007 Budget Sub-Committee be received;

And that Staff be authorized to present the proposed tax rate increase of 4.19% at the Budget Breakfast on January 22, 2008;

And that feedback from the Budget Breakfast be brought forward to the Budget Sub-Committee on January 28, 2008.

CARRIED

3. MINUTES OF THE DECEMBER 3, DECEMBER 10, AND
DECEMBER 17, 2007 GENERAL COMMITTEE (16.0)

Dec. 3 Dec. 10 Dec. 17

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the December 3, December 10, and December 17, 2007 General Committee be received.

CARRIED

4. MINUTES OF THE DECEMBER 3, 2007
BUDGET SUB-COMMITTEE (16.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

That the minutes of the December 3, 2007 Budget Sub-Committee be received.

CARRIED

5. MINUTES OF THE DECEMBER 14, 2007
BUILDING & PARKS CONSTRUCTION COMMITTEE (16.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the December 14, 2007 Building and Parks Construction Committee be received.

CARRIED

6. MINUTES OF THE NOVEMBER 19, 2007
CANADA DAY COMMITTEE (16.0)

Minutes

There was discussion as to the process for dealing with unspent funds from previous years’ budgets. It was noted that the Committee also undertakes its own fundraising in addition to the Town’s funding.

Staff agreed to report back as to how unspent funds should be dealt with.

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the November 19, 2007 Canada Day Committee be received.

CARRIED

7. MINUTES OF THE NOVEMBER 7 AND DECEMBER 5, 2007
MARKHAM MUSEUM BOARD (16.0)

Nov 7 Dec 5

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the November 7 and December 5, 2007 Markham Museum Board be received.

CARRIED

8. MINUTES OF THE NOVEMBER 21, 2007
MARKHAM ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

Minutes

There was brief discussion surrounding the proposed Accessibility Coordinator position. Staff advised that a resource should be available through the Career Bridge program.

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the November 21, 2007 Markham Advisory Committee on Accessibility be received.

CARRIED

9. MINUTES OF THE SEPTEMBER 20, OCTOBER 18 AND
NOVEMBER 15, 2007
MARKHAM CONSERVATION COMMITTEE (16.0)

Oct 18 Nov 15

It was noted that a report concerning the proposed name change for the Markham Conservation Committee will be forthcoming shortly.

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the September 20, October 18, and November 15, 2007 Markham Conservation Committee be received.

CARRIED

10. MINUTES OF THE NOVEMBER 26, 2007
MARKHAM PUBLIC LIBRARY BOARD (16.0)

Minutes

Staff advised that research is underway on the legal implications of the proposed name change of the Markham Public Libraries.

Committee requested that there be a presentation on the new library materials classification system at a future meeting of General Committee.

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the minutes of the November 26, 2007 Markham Public Library Board be received;

And that the following resolution be approved by Council:

“That the Board approve changing the business name “Markham Public Libraries” (using the plural form of “library”) to “Markham Public Library” (using the singular form of “library”);

And that the Board authorize the Town of Markham Legal Department to secure external legal counsel to take all required actions to register an “official mark” for the name(s) used by Markham Public Libraries/Markham Public Library, to obtain greater protection for the names.”

CARRIED

11. MINUTES OF THE NOVEMBER 28, 2007
ANIMAL CARE SERVICES COMMITTEE (16.0)

Minutes

Moved by Councillor E. Shapero

Seconded by Mayor Scarpitti

That the minutes of the November 28, 2007 Animal Care Services Committee be received

And that the following resolution be received:

“Whereas residents of the Town of Markham are demanding excellent animal care services;

And whereas over the past few years, actions have been taken to provide improved animal care services to the residents of the Town of Markham;

And whereas one of the main improvements to the animal care service has been the transfer of services to the Town of Whitby;

And whereas Council established an Animal Care Services Committee, whose primary role is to educate residents on animal care and the importance of spaying and neutering and appropriate veterinary services; providing for reasonable and affordable veterinary services to residents; arranging for adoptions and fund raising;

And whereas Members of the Animal Care Services Committee feel strongly that the Town of Markham should own its own animal care facility within its own boundaries;

Now therefore, be it resolved that it be recommended to Council that staff be directed to review and report on options for the provision of an animal care facility located within the Town of Markham, including appropriate financing options.”

And that staff be directed to initiate a zoning amendment to support the temporary use of a Cat Shelter at 205 Langstaff Road East, subject to the agreement of the operators of the proposed Cat Shelter and the landowners;

And that Council reaffirm its direction that staff consider options for the provision of an animal care facility located within the Town of Markham, including appropriate financing options.

CARRIED

12. ADVISORY COMMITTEE APPOINTMENTS (16.24)

Councillor J. Virgilio tendered his resignation from the York Region Road Watch Committee effective immediately.

Moved by Mayor Scarpitti

Seconded by Regional Councillor T. Wong

That consideration of the following recommendation be deferred pending information from staff as to the number of Councillors presently serving on these Committees and the York Region Road Watch Committee:

“That Council nominate a Member of Council for each of the following Committees:

Don Watershed Regeneration Committee for the term ending June, 2009

Markham Race Relations Committee for the term ending November 30, 2008

Markham Arts Council for the term ending November 30, 2008”

CARRIED

13. PARKING CONTROL BY-LAW ADMINISTRATIVE
AMENDMENTS (2.17)

Report

Committee expressed concern that making any obstruction of a sidewalk illegal will result in a huge number of tickets. Staff noted that the proposed amendment will assist in the prosecution of offenders.

Moved by Councillor E. Shapero

Seconded by Regional Councillor J. Heath

That sections 5(j) and 9(3) of By-Law 2005-188 “A By-law to govern and control parking of vehicles in the Town of Markham” be amended to provide for administrative amendments to wording with respect to parking regulations on boulevards and Fire Access Routes;

And that the proposed amendments to section 5(e) of By-Law 2005-188 be referred back to staff to consider options such as allowing minimal obstruction or relaxing the requirements outside of the snow clearing season;

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

CARRIED

14. MAKING IT HAPPEN WITH AMANDA (10.0)

Report

Regional Councillor G. Landon declared an interest in Agenda Item 14 as he is a Director of CSDC Systems and did not take part in the consideration or discussion of or vote on the question of the approval of such matter.

Mr. J. Wright, Director, Building Standards, presented a brief overview of the proposed AMANDA enhancements. There was brief discussion surrounding AMANDA version 5.

Moved by Regional Councillor J. Jones

Seconded by Regional Councillor T. Wong

That $80,100 from project 8176 (AMANDA Enhancements) and $15,000 from project 8006 (AMANDA Operational Audit) of the Capital Budget be pre-approved for the following purposes:

a. The “Time and Activity Tracking Module” be implemented to support KPI reporting and fee model maintenance at a cost of approximately $29,700,

b. Letter of Credit automation be implemented, at a cost of approximately $26,400 and

c. Support services be procured to augment the capacity of our staff AMANDA administrator at a cost of approximately $24,000, and

d. That consulting services be procured for an estimated cost of $15,000 to update the assessment of Markham’s AMANDA implementation to identify any gaps between the system’s functional capability and its implementation in Markham with particular focus on any fiduciary or security implications of such gaps;

And that the above services be awarded to CSDC Systems Inc., on a preferred supplier basis pursuant to section 7(1)c of the Purchasing By-law;

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

CARRIED

15. ANNUAL GTA TRANSPORTATION SUMMIT
MARCH 5-6, 2008, TORONTO (5.7)

Attachment

There was discussion surrounding the policy for Councillor attendance at conferences and seminars as well as the policy on overnight accommodation. Staff noted that unless Council approves otherwise, all expenses should be funded from the Councillor’s discretionary account. Committee noted the importance of ensuring the policy is transparent and consistent. Committee requested that staff review the policy on conferences and travel expenses. Staff agreed to provide monthly updates to Council regarding upcoming appropriate conferences.

Moved by Councillor D. Horchik

Seconded by Councillor E. Shapero

That the itinerary for the Annual GTA Transportation Summit be received;

And that Council approve requests by Regional Councillor G. Landon and Councillor J. Webster to attend the conference on March 5-6, 2008 at an estimated cost of $1,000.00 each.

CARRIED

16. WHERE DO WE GROW FROM HERE?
FEBRUARY 14, 2008 – HILTON SUITES, MARKHAM (5.7)

Attachment

Moved by Councillor D. Horchik

Seconded by Regional Councillor T. Wong

That the itinerary for the Where do we Grow From Here? Event be received.

CARRIED

17. THE CORPORATION OF THE CITY OF WATERLOO
PST EXEMPTION FOR ALL MUNICIPALITIES (13.5.2)

Resolution

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

That the letter from the Corporation of the City of Waterloo dated December 17, 2007 containing a resolution requesting the Province of Ontario to exempt all Ontario municipalities from paying PST with the understanding that the savings be mandated to fund existing infrastructure renewal and asking Ontario municipalities to endorse this resolution be received;

And that Council endorse the resolution by the City of Waterloo and forward this endorsement to the Prime Minister of Canada, Minister of National Revenue, Minister of Transport, Infrastructure and Communities, Minister of Public Works and Government Services, and Minister of Public Safety and the Premier of Ontario, Minister of Public Infrastructure Renewal, Minister of Finance, Minister of Finance, Minister of Revenue, Minister of Transportation and Minister of Municipal Affairs and Housing and the City of Waterloo, the Association of Municipalities of Ontario and the Federation of Canadian Municipalities.

CARRIED

18. THE CORPORATION OF THE CITY OF WATERLOO
MUNICIPAL INFASTRUCTURE FUNDING (13.5.2)

Resolution

Staff provided brief information regarding a new municipal infrastructure grant. Committee was advised that staff will consider projects that may be eligible and will report back.

That the letter from the Corporation of the City of Waterloo dated December 17, 2007 containing a resolution requesting the Provincial and Federal Governments to re-examine how municipalities are funded in regards to infrastructure and asking Ontario municipalities to endorse this resolution be received;

And that Council endorse the resolution by the City of Waterloo and forward this endorsement to Markham’s provincial and federal representatives and the City of Waterloo, the Association of Municipalities of Ontario and the Federation of Canadian Municipalities.

CARRIED

19. BUILDING PERMIT APPLICATION UPDATE (10.13)

In response to a Councillor query, staff agreed to review the status of a particular Building Permit application.

20. SOLAR HEATING AND ON DEMAND HOT WATER SYSTEMS (5.7)

Committee queried whether staff can develop a guide for residents outlining the approvals process for installing solar heating or on demand hot water systems. It was noted that systems are different and each may be subject to various regulatory requirements.

Moved by Councillor E. Shapero

Seconded by Regional Councillor G. Landon

That staff report back on the permit process and regulatory requirements surrounding the installation of solar heating and on demand hot water systems.

CARRIED

21. UNIONVILLE BUSINESS IMPROVEMENT AREA
SUPPORT FOR GRANT APPLICATIONS (3.12)

There was discussion surrounding the signing authorities of Councillors. Committee also noted that recycling and green bins should be available at special events.

Moved by Mayor Scarpitti

Seconded by Councillor A. Chiu

That the Town of Markham immediately support the two (2) grant applications by the Unionville Business Improvement Area (BIA) for funding to support the Unionville Historic Heritage Celebration and Doors Open Markham events due to time constraints;

And that this action be ratified by Council on January 22, 2008;

And that Council support a grant application by the Markham Village Music Festival.

22. RECENT SPECIAL EVENTS (3.0)

Committee noted that the recent Anthony Roman Memorial Hockey Tournament and the 20^th Anniversary Celebration of Mount Joy Community Centre were great successes. Staff were thanked for their efforts.

It was also noted that staff at the Galleria Shopping Centre raised $20,000 for local charities.

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Moved by Regional Councillor T. Wong

Seconded by Councillor L. Kanapathi

That the Committee resolve in camera to discuss a confidential legal matter regarding animal care services (10:47)

CARRIED

Moved by Regional Councillor T. Wong

Seconded by Councillor L. Kanapathi

That the Committee rise (11:10)

CARRIED

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ADJOURNMENT

The General Committee adjourned at 11:44 a.m.