Town of Newmarket

Minutes

Special Committee of the Whole - Electronic (Informed Service Delivery)

Meeting #:

Date:

Monday, March 06, 2023

Time:

9:00 A.m. - 12:00 P.m.

Location:

Streamed live from the Municipal Offices

395 Mulock Drive

Newmarket, ON L3Y 4X7

Members Present:

• Mayor Taylor
• Deputy Mayor & Regional Councillor Vegh
• Councillor Simon (9:07 AM - 12:07 PM)
• Councillor Woodhouse
• Councillor Twinney
• Councillor Morrison
• Councillor Kwapis
• Councillor Broome
• Councillor Bisanz

Staff Present:

• I. McDougall, Chief Administrative Officer
• P. Noehammer, Commissioner of Development & Infrastructure Services
• J. Payne, Commissioner, Community Services
• L. Lyons, Director of Legislative Services/Town Clerk
• M. Mayes, Director of Financial Services/Town Treasurer
• K. Huguenin, Legislative Coordinator
• S. Granat, Legislative Coordinator

​For consideration by Council on June 18, 2021.

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1.

Notice

This meeting will be streamed live at newmarket.ca/meetings.

Public Input

Individuals who wish to submit input to Council in relation to an item on this agenda have the following options available.

1. Email your correspondence to by end of day on Sunday, March 5, 2023. Written correspondence received by this date will form part of the public record; or,
2. You are strongly encouraged to pre-register if you would like to make a deputation at the meeting. For more information regarding the options available, email your request and contact information to

2.

Additions & Corrections to the Agenda

Note: Additional items are marked by an asterisk*.

• Moved by: Councillor Morrison
  Seconded by: Councillor Broome

  The Clerk provided the following addition to the agenda: 

  • Item 6.1 The tax levy reduction was changed to 0.79% in the Executive Summary regarding the Service level Reduction Options.
  
  
  
  Carried

3.

Conflict of Interest Declarations

None.

4.

Presentations & Recognitions

4.1

Informed Service Delivery

Note: Mike Mayes, Director of Finance will provide a presentation on this matter.

The Chief Administrative Officer introduced Mike Mayes, Director of Finance regarding the Informed Service Delivery presentation.

The Director of Finance presented information regarding service bundles used in budget engagement and further provided information on the legislative requirement for Asset Management Plans which started with O. Reg. 588/17 Level of Service. Information was provided regarding project objectives and parameters to help Council with making informed decisions.

Members queried staff regarding the different kinds of service levels that the project will identify, tracking daily tasks and the timeline for a memo from staff regarding what is legislated.

• Moved by: Councillor Morrison
  Seconded by: Councillor Kwapis
  1. That the presentation regarding Informed Service Delivery provided by Mike Mayes, Director of Finance be received.
  
  
  
  Carried

5.

Deputations

None.

6.

Consent Items

6.1

Service Level Reduction Options

The Mayor provided context for discussion regarding the service level reduction options and finding ways to manage the service levels.

The Mayor suggested to Council that Items 7 (Cleaning/Janitorial Services), 10 (Park Maintenance) & 12 (Staffing and Consulting) from the Service Level Reduction Options Report be brought forward for consideration into the next budget report. The Mayor suggested for consideration to Council to reduce the tax levy from 7.67% to 5.5% and for a report on how to achieve this reduction. 

Members provided their comments on the Service Level Reductions Options Report regarding the reduction of the budget and recommended low risk areas.

• An alternate motion was presented and noted below in bold. 

  Moved by: Councillor Kwapis
  Seconded by: Councillor Woodhouse
  1. That the report entitled Service Level Reduction Options dated March 6, 2023, be received; and,
  2. That Council direct staff to incorporate Service Level Reductions Report options 7, 10, and 12 into the next budget report but none of the other service level reductions presented be considered; and
  3. That Council direct staff to reduce the budget increase from 7.67 percent down to 5.5 percent, directly from the following three categories:
     1. Efficiencies and Service level reductions,
     2. Gapping, staffing, consulting,
     3. Asset replacement funding reduction; and,
  4. That staff prepare a report outlining how this has been achieved to the March 20 Special Committee of the Whole; and,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  
  
  Carried

7.

New Business

7.1

Snow Clearing

Members of Council queried staff regarding road snow clearing, sidewalk snow clearing near school zones and private snow plow contractors with regards to the snow event that occurred on March 10.

The Commissioner of Development and Infrastructure Services provided an update and challenges experienced regarding the snow clearing on the roads and sidewalks and will also provide a fulsome written report. Further information will be provided regarding policies and level of service for snow removal. Staff will continue collaboration with customer service and corporate communications. 

8.

Closed Session

Note: Council will be resolving into Closed Session to discuss items 8.1 and 8.2.

• Moved by: Councillor Woodhouse
  Seconded by: Councillor Bisanz
  1. That Council resolve into Closed Session to discuss the following matters:
     1. Municipal Revenue - A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value as per Section 239(2)(j) of the Municipal Act, 2001.
     2. Laour relations and Employee Negotiations - Labour relations or employee negotiations as per Section 239(2)(d) of the Municipal Act, 2001.
  
  
  
  Carried

  Council resolved into Closed Session at 9:08 AM.
  Council (Closed Session) Minutes are recorded under separate cover.
  Council resumed into Open Session at 11:05 AM

  
  

8.1

Municipal Revenue

A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value as per Section 239(2)(j) of the Municipal Act, 2001.

8.2

Labour Relations and Employee Negotiations

Labour relations or employee negotiations as per Section 239(2)(d) of the Municipal Act, 2001.

9.

Adjournment

• Moved by: Councillor Simon
  Seconded by: Councillor Broome
  1. That the meeting adjourn at 12:07 PM.
  
  
  
  Carried