SECOND MEETING OF THE

2009 BUDGET SUB-COMMITTEE

CANADA ROOM, MARKHAM CIVIC CENTRE

NOVEMBER 3, 2008

MINUTES

Budget Sub-Committee: Mayor F. Scarpitti Councillor D. Horchik, Chair Regional Councillor T. Wong Deputy Mayor J. Heath Councillor V. Burke Councillor E. Shapero Councillor J. Webster Councillor C. Moretti Councillor L. Kanapathi Councillor A. Chiu Regrets: Regional Councillor J. Jones Regional Councillor G. Landon Councillor J. Virgilio

Staff J. Baird, Commissioner of Development Services A. Taylor, Commissioner of Corporate Services B. Librecz, Commissioner of Community and Fire Services B. Cribbett, Treasurer I. Kutter, Auditor General S. Laing, Director, Human Resources J. Lustig, Director of Financial and Client Services C. Biss, Chief Executive Officer, Markham Public Library P. Loukes, Director, Operations S. Andrews, Director, Asset Management S. Chait, Director, Economic Development S. Mintz, Deputy Fire Chief J. Ryerson, Director, Culture L. Irvine, Manager, Parks and Open Space Development G. Taylor, Manager, Community Centre Operations T. Lambe, Manager, Policy & Research A. Cachola, Manager, Capital Administration A. Tang, Manager, Financial Planning D. Milenkovski, Senior Financial Analyst J. Kee, Committee Clerk

The Second 2009 Budget Sub-Committee meeting convened at the hour of 2:25 p.m. with Councillor D. Horchik in the Chair.

1. MINUTES OF BUDGET SUB-COMMITTEE

MEETING HELD OCTOBER 27, 2008 (Meeting #1)

Moved by Councillor A. Chui

Seconded by Councillor C. Moretti

That the minutes of the First Budget Sub-Committee meeting held October 27, 2008 be approved.

CARRIED

2. STATUS OF THE 2009 PRELIMINARY CAPITAL BUDGET –

EXPENDITURE TYPES

Mr. Joel Lustig, Director of Financial and Client Services, provided a status update of the 2009 Preliminary Capital Budget by expenditure type, currently at $106.3M.

Staff also presented a detailed listing (Appendix B of the Agenda this date) of the proposed Engineering capital projects currently totalling $42.1M, summarized as follows:

• $20.1M – new roads construction
• $22.0M – other infrastructure/studies

3. REVIEW CAPITAL PROJECTS BY EXCEPTION

Committee had before it for consideration the 2008 Capital and Other Programs Budget, by Department, BSC Version dated October 27, 2008. Members reviewed the Capital Projects by exception, as follows:

DEVELOPMENT SERVICES

Development Services – Economic Development

Project #9052 – China and India Economic Alliance & Investment Attraction – Committee queried missions being planned for 2009, and staff provided details of proposed missions to India and China. A full report will be presented to Development Services Committee by the end of November.

Project #9053 – National Centre for Medical Device Devt. and Special Projects – In response to a query of Committee, staff advised that this item is a consolidated budget for special projects focussed on digital industries led by the National Centre for Medical Device Development

Project #9054 – Economic Alliance and Twinning Program – Staff explained that the funds are for the continuing alliance with Wuhan, China, and the hosting of business delegations.

Project #9056 – Creative City Sector Program – Staff advised that the funds would be for the promotion of artistic endeavours across Markham, and it is exclusive of tourism-related programs. It was noted that the Town of Markham has been benefiting from a number of Regional initiatives through “YorkTourism”. Committee directed that staff provide a brief report to the next Budget Sub-Committee meeting with respect to tourism, entertainment, cultural and hospitality services within the Town of Markham

Committee queried the general procedure followed by staff when Members of Council request reports back on specific matters raised during the Budget process, and also at other meetings. Committee noted that in particular, a request had been made for staff to report back on the status of the installation of “green street signs” throughout Markham, and a report has yet to be received. Staff advised that an email responding to all of the items raised during the 2008 Budget process had been sent to all Members of Council. Further review of that email will be conducted by staff and a report made at the next Budget Sub-Committee meeting on November 24^th.

Following further discussion, it was also suggested that the quarterly presentation to Council of the Abeyance List of items pending be re-instituted.

Committee questioned whether certain on-going programs listed under the Capital Budget should perhaps be removed and placed under Operating. Staff advised that effective January 1, 2009, many projects will be moved to the Operating Budget.

Moved by Councillor L. Kanapathi

Seconded by Deputy Mayor J. Heath

That the Development Services – Economic Development Projects #9052, #9053, and #9054 be approved; and

That Development Services – Economic Project #9056 be deferred pending consideration of a staff report, relative to tourism in Markham, at the November 24, 2008 Budget Sub-Committee meeting.

CARRIED

Development Services – Planning (Directed Growth Strategy)

Project #9057 – Growth Management – Contract Staff – Committee queried the current legislation requiring that municipalities have 10% non-growth portion of the development reserve fund, and requested staff look at the implications of shifting this from the tax base

onto development fees. Staff advised that they will review the Municipal Act and will also consult with the Legal Department on this matter.

Project #9337 – Growth Management Communications Program – In response to a query from Committee regarding details of this program, staff advised that the implementation phase will be in 2009, and that a Council workshop is being scheduled in late November 2008 to discuss strategy. Members expressed concern that this program would not encompass the “green print program”, and it was requested that this item be deferred and that staff be requested to report back on the details of the communications program at the next Budget Sub-Committee meeting.

Project #9076 – Growth Management Strategy – Community Infrastructure Capacity Review – Committee requested that staff include this Review, which will focus on redevelopment areas and intensification options, on the list of important priorities.

Moved by Mayor F. Scarpitti

Seconded by Councillor J. Webster

That Development Services – Planning Projects (Directed Growth Strategy) #9057, #9067, #9074, #9076, and #9079 be approved; and

That Project #9337 be deferred to the November 24^th Budget Sub-Committee meeting, subject to a staff report on the details of the Growth Management Communications Program, and

That staff be requested to review the Municipal Act regarding the feasibility of shifting the 10% non-growth portion from the tax base onto development fees.

CARRIED

Development Services – Planning

Committee queried the term “Top Up” which relates to eight (8) of the items in this category, and requested staff to report back on the meaning of the term; why top ups are required; the nature of the programs; and where money has been spent in case. Members were advised that some of the funding is used to engage outside consulting services.

Project #9068 – Markham Centre – Finalize Streetscape Details – Staff advised that a report will be presented to Council on this matter by early December.

Project #9069 – Markham Centre U. D. Guidelines – Built Form & Open Space – Staff advised that the project description will be edited and a revised Capital Request Form will be distributed to Members at the next Budget Sub-Committee meeting.

Moved by Councillor A. Chiu

Seconded by Deputy Mayor J. Heath

That Development Services – Planning projects (13) be approved, subject to a brief report from staff regarding “Top Ups” at the November 24^th Budget Sub-Committee meeting.

CARRIED

Development Services – Design

Project #9090 – Annual Top Up – Town Wide Public Art – Staff advised that the Public Art Advisory Committee is preparing a final draft of the Public Art Plan, including a funding strategy, for early 2009.

Project #9348 – Berczy Park – Lighting for Baseball Diamond – Committee raised the importance of reducing light pollution across the Town. Staff provided a brief update on the status of the project noting that installation will be in compliance with the Town’s policy.

Staff advised that the Town’s lit outdoor sports facilities are equipped with switches that automatically turn off lights at 11:00 p.m., and will make sure that they are equipped with locking devices. It was suggested that staff send out a gentle reminder to all user groups to comply with Town policy and turn off facility lights when their activity is finished, both in the interest of the environment and rising costs.

Project #9332 – Civic Centre – Interlocking Brick Replacement – In response to Committee’s query regarding more green space in this area, staff advised that plantings will be installed around the front door of the Civic Centre and the area over the parking garage. Brickwork will be installed in the remaining areas as there must be sufficient functional space to accommodate public events at the Civic Centre.

Moved by Mayor F. Scarpitti

Seconded by Councillor C. Moretti

That the Development Services – Design Projects (9) be approved.

CARRIED

Development Services - Engineering

In response to a query of Committee regarding whether staff would be bringing forward a report to General Committee requesting pre-Budget approval of certain capital project items, staff advised this would depend on when the 2009 Budget is approved.

Committee expressed some concern that the summary presented, as Appendix B, “2009 Proposed Engineering Capital Projects” did not provide sufficient detail of the Projects, and should, in future, be separated out and listed in a logical order under sub-headings for the benefit of the public.

Project #9288 – Train Anti-Whistle Project – It was noted on the budget request that an additional funding of $500K may be required if the Region does not provide their share. Committee asked staff to report back on the current status of this funding item.

Project #9292 – Traffic Operational Improvements, and Project #9291 – Intersection Improvements – There was some discussion regarding the urgent need to improve traffic intersections throughout the Town to make them more safe and efficient.

Staff was requested to accelerate a complete engineering review of traffic intersections to determine where improvements can be made in such areas as: signalization (including: audible pedestrian, pedestrian countdown, and advanced signals); and dedicated right and left turn lanes.

It was suggested that staff should increase the level of projects in this area; that more funding would be required; and that in future, funding should come out of the Life Cycle Replacement and Capital Reserve Fund rather than the Operating Budget.

In the interim, staff will provide details on the number and location of intersections where audible pedestrian signals have been installed, and in addition, provide a list of the current top forty (40) intersections requiring improvements.

A more comprehensive report will be presented to the Transportation Issues section of a future Development Services Committee meeting.

Project #9295 – SWM Strategy 4 – Aitken Circle – Staff advised that Council approval is required for the total amount of the Project, as it will be managed by the Town, and the Region of York will be invoiced for their portion. Committee suggested that an examination of the form regarding the split of funding be conducted.

Project #9303 – Hagerman Diamond – Municipal Services Relocation – Committee queried why funding was not available from the Region of York, and staff advised that it is not a Regional road.

Project #9318 – Highway 404 Mid-block Crossing, North of Hwy 7 (Design) – Committee queried the Town of Richmond Hill’s position on this project, and staff advised that they will follow up with Richmond Hill and report back in the near future on this matter.

Project #9325 – Main Street, Unionville, South of Hwy 7 – Committee requested staff to report back on the status of the detailed design for Main Street Unionville.

Project #9328 – Parking Management Program – Committee queried whether the current pay and display parking machines were able to accept credit card payments, and staff advised that an update will be presented to Council on this Program shortly.

Committee expressed concern regarding the proposed budget for the Parking Management Program, and staff advised that the funding is for the installation of additional pay and display machines, and enforcement. Further details of this Project will be presented at the next meeting on November 24^th.

Moved by Deputy Mayor J. Heath

Seconded by Councillor J. Webster

That the Development Services – Engineering Projects (35) be approved.

CARRIED

CAO, LEGAL, HR & STRATEGIC INITIATIVES

CAO, Legal, HR, & Strategic Initiatives – Human Resources

Moved by Mayor F. Scarpitti

Seconded by Councillor L. Kanapathi

That the CAO, Legal, HR & Strategic Initiatives – Human Resources projects #9000, #9001, #9002, and #9003 be approved.

CARRIED

CAO, Legal, HR, & Strategic Initiatives – Strategic Initiatives

Project #9345 – Green Print Community Sustainability Plan – Committee queried why this Project is not under the Operating Budget, and staff advised that it is easier to track items under the Capital Budget, however, many one-time projects will be moved to Operating after initial approval has been received. Staff also clarified the process with respect to items funded through Development Charges.

Moved by Councillor A. Chiu

Seconded by Mayor F. Scarpitti

That the CAO, Legal, HR & Strategic Initiatives – Strategic Initiatives Project #9345 be approved.

CARRIED

CORPORATE SERVICES

Corporate Services - ITS

Staff requested that the ITS Projects be deferred to the November 24^th Budget Sub-Committee, as further consideration will be undertaken by staff.

Corporate Services – Financial Services

Project #9050 – 2009 DC & Project Management – Growth Projects – Committee requested clarification on this Project, and also queried why this Project was not included with other growth related projects. Staff advised that all growth-related projects will be moved into the appropriate Growth Management category so that such items are together.

Moved by Councillor J. Webster

Seconded by Deputy Mayor J. Heath

That the Corporate Services – Financial Services Projects #9049, #9050, and #9051 be approved.

CARRIED

4. NEXT STEPS

Members were advised that the next meeting of the Budget Sub-Committee is scheduled for the following date:

Monday, November 24, 2008

1:00 p.m. in the Canada Room

ADJOURNMENT

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

That the Second 2009 Budget Sub-Committee meeting adjourn. (4:10 p.m.)

CARRIED