Town of Newmarket

Minutes

Committee of the Whole

Meeting #:

Date:

Monday, December 02, 2024

Time:

1:00 P.m. - 4:00 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 (1:06 PM - 2:14 PM)
• Councillor Simon
• Councillor Woodhouse
• Councillor Twinney
• Councillor Morrison
• Councillor Kwapis
• Councillor Broome
• Councillor Bisanz

Staff Present:

• I. McDougall, Chief Administrative Officer
• E. Armchuk, Commissioner of Corporate Services
• P. Noehammer, Commissioner of Development & Infrastructure Services
• J. Payne, Commissioner of Community Services
• L. Lyons, Director of Legislative Services/Town Clerk
• K. Saini, Manager of Legislative Services/Deputy Town Clerk
• A. Tang, Director of Financial Services/Treasurer
• S. Granat, Legislative Coordinator
• E. Thomas-Hopkins, Legislative Coordinator

​For consideration by Council on December 9, 2024.

The meeting was called to order at 1:02 PM.

Mayor Taylor in the Chair.

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1.

Notice

Mayor Taylor advised that the Municipal Offices were open to the public, and that members of the public could attend this meeting in person or view the live stream available at Newmarket.ca/meetings. Residents who would like to provide comment on an item on this agenda were encouraged to provide their feedback in writing through email to Legislative Services at or by providing a deputation electronically or in-person. He advised residents that their comments would form part of the public record.

2.

Additions & Corrections to the Agenda

None.

3.

Conflict of Interest Declarations

None.

4.

Public Hearing Matter(s)

None.

5.

Presentations & Recognitions

5.1

2025 Draft Operating and Capital Budgets

The Commissioner of Corporate Services provided introductory remarks. 

The Director of Financial Services/Treasurer provided a presentation regarding 2025 Draft Operating and Capital Budgets including 2025 budget process, 2025 budget overview, capital budget and capital spending authority, rate-supported operating budgets, Water and Wastewater proposed increase, Stormwater proposed increase, tax-supported operating budget, tax allocation, public engagement, facts and highlights, service bundles, 2025 featured capital projects, and next steps. 

Members of Council queried Staff regarding water quality technology and consideration of expanding the existing electric vehicle network. 

• Moved by: Councillor Kwapis
  Seconded by: Councillor Woodhouse
  1. That the presentation by Andrea Tang, Director, Financial Services / Treasurer regarding the 2025 Draft Operating and Capital Budgets be received.
  
  
  
  Carried

5.2

2024 Recap Videos: Mulock Park, Community Events, and Year-end Accomplishments 

The Chief Administrative Officer provided remarks before introducing three videos summarizing investments into the community throughout 2024 including an overview of ongoing work at Mulock Park, community events throughout the year, and 2024 accomplishments. 

6.

Deputations

None.

7.

Consent Items

• Moved by: Deputy Mayor & Regional Councillor Vegh
  Seconded by: Councillor Twinney
  1. That items 7.3, and 7.5 to 7.9 be adopted on consent. See items 7.1 and 7.4 for motion. Item 7.2 was withdrawn for consideration by Committee of the Whole on December 2, 2024. 
  
  
  
  Carried

7.1

2025 Draft Operating and Capital Budgets

• Moved by: Councillor Kwapis
  Seconded by: Councillor Woodhouse
  1. That the report entitled Draft 2025 Operating and Capital Budgets dated December 2, 2024 be received; and,
  2. That the Draft 2025 Operating Budget with expenditures of $172,543,441 be approved, which is comprised of the following components:
     1. $ 106,881,590 for Town purposes; and,
     2. $ 22,908,214 for the Water Rate Group; and,
     3. $ 26,789,555 for the Wastewater Rate Group; and,
     4. $ 9,958,880 for the Stormwater Rate Group; and,
     5. $ 3,143,865 for the Building Permit Rate Group; and,
     6. $ 2,218,919 for the Planning Rate Group; and,
     7. $ 642,418 for the Development Engineering Rate Group; and,
  3. That the Capital Spending Authority of $136,504,909 as outlined in the report be established, being $74,640,606 for 2025, $54,252,303 for 2026, $7,312,000 for 2027 and $300,000 for 2028; and,
  4. That the draft 2025 Operating and Capital Budgets be forwarded to the Council meeting of December 9, 2024 for final approval; and
  5. That Council authorize the Director of Financial Services/Treasurer to:
     1. Make any necessary adjustments within the total approved budget to reflect organizational changes and any other reallocation of costs; and,
     2. Accept and adjust the budget for new provincial and/or federal funding provided there is no tax levy impact; and,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  
  
  Carried

7.2

2024 Year-End Servicing Allocation Review

This item was withdrawn from the agenda. 

7.3

2024 Third Quarter Financial Update

• 1. That the report entitled 2024 Third Quarter Financial Update dated December 2, 2024 be received; and,
  2. That Council approve changes to the 2024 capital budget as outlined in the report; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  
  
  

7.4

Stormwater Charge Exemptions

• Moved by: Councillor Morrison
  Seconded by: Councillor Woodhouse
  1. That the report entitled Stormwater Charge Exemption dated December 2, 2024 be received; and,
  2. That Council approve exemption of stormwater charge to cemeteries operated by registered charities and non-profit organizations as outlined in the report effective with the 2024 stormwater charge and future years; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  
  
  Carried

7.5

Environmental Systems Research Institute (ESRI) Software Renewal

• 1. That the report entitled Environmental Systems Research Institute (“ESRI”) Software Renewal dated December 2, 2024, be received; and,
  2. That ERSI software licensing along with related support and maintenance continue to be acquired on a non-competitive basis for the next three years from December 2024 to December 2027, at an approximate cost of $272,566 plus HST per year; and,
  3. That the Director of Information Technology and the Manager, Procurement Services be authorized to execute any agreements or documents that are necessary; and,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  
  
  

7.6

Appointment Committee Meeting Minutes of October 25, 2023

• 1. That the Appointment Committee Meeting Minutes of October 25, 2023 be received. 
  
  
  
  

7.7

Audit Committee Meeting Minutes of June 20, 2024

• 1. That the Audit Committee Meeting Minutes of June 20, 2024 be received. 
  
  
  
  

7.8

Accessibility Advisory Committee Meeting Minutes of September 19, 2024

• 1. That the Accessibility Advisory Committee Meeting Minutes of September 19, 2024 be received. 
  
  
  
  

7.9

Main Street District Business Improvement Area Board of Management Meeting Minutes of October 2, 2024

• 1. That the Main Street District Business Improvement Area Board of Management Meeting Minutes of October 2, 2024 be received.
  
  
  
  

8.

Action Items

None.

9.

Notices of Motion

None.

10.

Motions Where Notice has Already been Provided

None.

11.

New Business

11.1

Christian Heritage Month Proclamation

• Moved by: Councillor Simon
  Seconded by: Councillor Woodhouse

  Whereas, Christianity is the most followed religion in Canada; and,

  
  Whereas, recognizing and celebrating Christian Heritage Month provides an opportunity to honour the contributions of Christians to our region’s past, present, and future, while promoting inclusivity, unity, and respect for all residents; and,

  
  Whereas, December is a month marked by significant events and celebrations in the Christian calendar, commencing with the observance of Advent and culminating in the celebration of the birth of Jesus Christ.

  
  Now therefore be it resolved:

  1. That The Town of Newmarket officially proclaim every month of December as Christian Heritage Month.
  
  
  
  Carried

12.

Closed Session

• Committee of the Whole resolved into Closed Session at 1:45 PM.

  Committee of the Whole (Closed Session) minutes are recorded under separate cover. 

  Committee of the Whole resumed into Open Session at 2:13 PM.

  Moved by: Councillor Broome
  Seconded by: Councillor Bisanz
  1. That Committee of the Whole resolve into Closed Session to discuss the following matter:
     1. Person matters about an identifiable individual, including municipal or local board employees as per Section 239(2)(b) of the Municipal Act, 2001 (items 12.2 and 12.3); and,
     2. Information (e.g. a trade secret or scientific, technical, commercial, or financial information) that belongs to the municipality and has monetary value as per Section 239(2)(j) of the Municipal Act, 2001 (item 12.4).
  
  
  
  Carried

12.1

Appointment Committee (Closed Session) Meeting Minutes of October 25, 2023

12.2

Appointment Committee (Closed Session) Meeting Minutes of November 20, 2024

12.2.1

Accessibility Advisory Committee

12.3

Municipal Park Naming 

12.4

NT Power

13.

Adjournment

• Moved by: Councillor Woodhouse
  Seconded by: Councillor Bisanz
  1. That the meeting be adjourned at 2:14 PM.
  
  
  
  Carried