Town of Newmarket

Minutes

Special Council Meeting - Electronic

Meeting #:
Date:	Monday, April 27, 2020
Time:	2:00 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
• Councillor Simon
• Councillor Woodhouse
• Councillor Twinney
• Councillor Morrison
• Councillor Kwapis
• Councillor Broome
• Councillor Bisanz

Staff Present:

• J. Sharma, Chief Administrative Officer
• E. Armchuk, Commissioner of Corporate Services
• I. McDougall, Commissioner of Community Services
• P. Noehammer, Commissioner of Development & Infrastructure Services
• L. Lyons, Director of Legislative Services/Town Clerk
• K. Saini, Deputy Town Clerk
• S. Chase, Director of Innovation & Strategic Initiatives
• C. Kallio, Economic Development Officer
• M. Mayes, Director of Financial Services/Town Treasurer
• R. Prudhomme, Director of Engineering
• C. Service, Director of Recreation & Culture
• J. Unger, Acting Director of Planning & Building Services
• F. Scott, Manager of Regulatory Services
• N. Koopman, GIS Analyst
• J. Grossi, Legislative Coordinator
• A. Walkom, Legislative Coordinator

The meeting was called to order at 2:05 PM.
​Mayor Taylor in the Chair.

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1.

Notice

Mayor Taylor recognized the tragedy in Nova Scotia and Council participated in a moment of silence in the victims' honour.

Mayor Taylor provided an update on the Town of Newmarket's response to COVID-19 and thanked the frontline workers, emergency services, Town Staff and everyone in the community for their efforts during this time.

Mayor Taylor advised that in accordance with the Municipal Emergency Act, Council was required to adopt Procedure By-law amendments to permit Council to meet using electronic communication. Accordingly, Council considered matters 4.1.1 and 4.1.2 as the first items of business.

He advised that the Municipal Offices were closed to the public and that this meeting was streamed live 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 [e-mail]. He advised residents that their comments would form part of the public record.

2.

Additions & Corrections to the Agenda

The Clerk advised of the following additions to the agenda:

• Item 4.2.1: Written deputation from Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group regarding Newmarket's Response to COVID-19
• Item 4.7.3: Written deputation from Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group regarding the Town of Newmarket Administrative and Service Delivery Review (REV It Up Campaign)

The Clerk advised of the following correction to the agenda:

• Item 4.3: A revised version of the Financial Relief Program Staff Report was distributed to Council and published to the website

• Moved by: Councillor Twinney
  Seconded by: Councillor Broome
  1. That the additions and correction to the agenda be approved. 
  
  Carried

3.

Conflict of Interest Declarations

None.

4.

Items

4.1

Procedure By-law Amendment Required by Municipal Emergency Act

4.1.1

Staff Report - Amendments to the Procedure By-law to Permit Electronic Participation during a State of Emergency

4.1.2

Procedure By-law Amendment (Attachment 1 to staff report)

• Sub-items 4.1.1 and 4.1.2 were dealt with together.

  Moved by: Councillor Kwapis
  Seconded by: Deputy Mayor & Regional Councillor Vegh
  1. That the report entitled Amendments to the Procedure By-law to Permit Electronic Participation during a State of Emergency dated April 27, 2020 be received; and,
  2. That the proposed amendments to the Town of Newmarket’s Procedure By-law 2020-12 to permit electronic participation during a state of emergency as outlined in Attachment 1 of this report be approved; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution; and,
  4. That By-law 2020-24 be enacted.
  
  Carried

4.2

Newmarket's Response to COVID-19

• Moved by: Councillor Broome
  Seconded by: Councillor Bisanz
  1. That the report entitled Newmarket’s Response to COVID-19 dated April 27, 2020 be received for information.
  
  Carried

4.2.1

Written Deputation - Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group

Mayor Taylor read aloud the written deputation provided by Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group regarding Newmarket's Response to COVID-19. She posed questions regarding the lunch program, training and budget impact sections of the report, and provided advice on the composition of the Town of Newmarket Business Recovery Task Force. 

• Moved by: Councillor Twinney
  Seconded by: Councillor Woodhouse
  1. That the Written Deputation from Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group regarding Newmarket's Response to COVID-19 be received.
  
  Carried

4.3

Financial Relief Program

• Moved by: Councillor Broome
  Seconded by: Councillor Simon
  1. That the report entitled Financial Relief Program dated April 27, 2020 be received; and;
  2. That penalty and interest charges on property tax accounts be waived until January 1st 2021; and;
  3. That overdue water and wastewater amounts be transferred to the appropriate property tax accounts; and;
  4. The 2020 water and wastewater rate increases be reversed effective May 1 to recognize the deferral of scheduled cost increases from the Regional Municipality of York, and;
  5. That 2020 Stormwater charges be deferred to November, 2020, and;
  6. That other fees and charges, as detailed in this report, be waived to support and/or align with the above measures, and;
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  Carried

4.4

Emergency Measures By-law

4.4.1

Staff Report - Emergency Measures By-law

4.4.2

By-laws (Attachments 1 and 2 to staff report)

• Sub-items 4.4.1 and 4.4.2 were dealt with together.

  Moved by: Councillor Morrison
  Seconded by: Councillor Bisanz
  1. That the report entitled Emergency Measures By-law dated April 27, 2020 be received; and,
  2. That the Emergency Measures By-law be introduced and adopted; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution; and,
  4. That By-laws 2020-20 and 2020-21 be enacted.
  
  Carried

4.5

Amendments to the Administrative Monetary Penalty System (AMPS) By-law

4.5.1

Staff Report - Amended AMPS By-law

4.5.2

By-law (Attachment 1 and 2 to staff report)

• Sub-items 4.5.1 and 4.5.2 were dealt with together.

  Moved by: Councillor Woodhouse
  Seconded by: Deputy Mayor & Regional Councillor Vegh
  1. That the report entitled Amended AMPS By-law dated April 27, 2020 be received; and,
  2. That Council approves the proposed amendments to the AMPS By-law 2019-62; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution; and,
  4. That By-law 2020-22 be enacted.
  
  Carried

4.6

2020 Budget Decision Packages

The Chief Administrative Officer provided an introduction to items 4.6, 4.7 and 4.8.

4.6.1

Presentation - 2020 Decision Package Summary

The Chief Administrative Officer provided a presentation outlining the summary of the 2020 Decision Packages and the effect on new Staff positions from the original package requests to current.

4.6.2

Staff Report - 2020 Budget Decision Packages

• Sub-items 4.6.1 and 4.6.2 were dealt with together.

  Moved by: Councillor Kwapis
  Seconded by: Councillor Woodhouse
  1. That the presentation regarding the 2020 Decision Package Summary be received; and,
  2. That the report entitled 2020 Budget Decision Packages dated April 27, 2020 be received; and,
  3. That the provision in the 2020 budget for decision packages be allocated as outlined in this report; and,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  Carried

4.7

Town of Newmarket Administrative and Service Delivery Review (REV It Up Campaign)

4.7.1

Presentation - REV It Up Key Action Item Work Plan

The Director of Legislative Services/Town Clerk provided an introduction to the REV It Up Key Action Item Work Plan presentation, and explained the Administrative and Service Delivery Review process thus far.

The Director of Financial Services/Town Treasurer provided the presentation which outlined the relationship between the REV It Up initiatives and the 2018-2022 Council Strategic Priorities. He also explained thirteen of the initiatives that are currently in Staff's work plans and the five initiatives that are for future consideration.

Members of Council queried Staff regarding the initiatives identified for future consideration.

4.7.2

Staff Report - REV It Up Action Plan

4.7.3

Written Deputation - Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group

Mayor Taylor read aloud the written deputation provided by Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group regarding the Town of Newmarket Administrative and Service Delivery review (REV It Up Campaign). She expressed concern with the Performance Management and Organizational Review initiatives being identified for future consideration. 

• Sub-items 4.7.1, 4.7.2 and 4.7.3 were dealt with together.

  Moved by: Councillor Kwapis
  Seconded by: Councillor Twinney
  1. That the presentation regarding the REV It Up - Action Plan be received; and,
  2. That the REV It Up – Action Plan, presentation and report be received; and,
  3. That the Action Plan contained in the staff presentation and included as Attachment 1, be approved in principle; and,
  4. That the Written Deputation from Kathy (Toth) Kumpula, President, Newmarket Taxpayers Advocacy Group regarding the Town of Newmarket Administrative and Service Delivery Review (REV It Up Campaign) be received.
  
  Carried

4.8

2018 - 2022 Council Strategic Priorities

4.8.1

Presentation - Council Strategic Priorities Key Action Item Work Plan

The Commissioner of Community Services provided an introduction to the Council Strategic Priorities Key Action Item Work Plan presentation by outlining the timeline of steps taken by Staff in preparing this report.

The Director of Financial Services/Town Treasurer provided a strategic pillar overview of the Long Term Financial Sustainability pillar and the four related priorities. 

The Economic Development Officer provided a strategic pillar overview of the Economic Leadership & Job Creation pillar and the five related priorities.

The Director of Recreation and Culture provided a strategic pillar overview of the Extraordinary Places and Spaces pillar and the five related priorities.

The Acting Director of Planning provided a strategic pillar overview of the Vibrancy on Yonge, Davis & Mulock pillar and the five related priorities.

The Director of Engineering provided a strategic pillar overview of the Safe Streets (Transportation) pillar and the four related priorities, as well as the Environmental Stewardship and the five related priorities.

The Director of Innovation and Strategic Initiatives provided a Council with an update on the performance management of these strategic priorities and introduced the new interactive dashboard which will be updated at least twice annually.

The GIS Analyst presented a draft interactive dashboard to Council and showed how it will connect each of the strategic priorities with the current status of the action items. 

Members of Council queried Staff regarding the interactive dashboard, multiyear budgeting, and supporting existing businesses. They asked for Staff to provide additional information on the Mulock Property project.

4.8.2

Staff Report - 2018-2022 Council Strategic Priorities Action Plan

• Sub-items 4.8.1 and 4.8.2 were dealt with together. An alternate motion was presented and is noted below in bold.

  Moved by: Councillor Broome
  Seconded by: Councillor Kwapis
  1. That the 2018-2022 Council Strategic Priorities – Action Plan, presentations and report be received; and,
  2. That the Action Plan and proposed public facing performance measurement dashboard approach, contained in the staff presentations and included as Attachment 1 and 2, be approved in principle, as amended; and,
  3. That staff provide regular progress reporting through bi-annual updates to Council and through a public facing dashboard to provide an overall performance measurement approach to track and present the progress of Council’s Strategic Priorities.
  
  Carried

4.9

Regional Council Decision regarding Mandated Review of Regional Composition Review 

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

  Moved by: Deputy Mayor & Regional Councillor Vegh
  Seconded by: Councillor Kwapis
  1. That the attached Regional Correspondence be received for information; and,
  2. That the Town of Newmarket Council support an additional member of the Regional Municipality of York Council for the City of Vaughan, with no further adjustments to be made to the composition of Council at this time; and,
  3. That the Town Clerk be directed to circulate the Town’s decision to York Region and all York Region municipalities.
  
  Carried

4.10

By-law to Amend By-law Number 2018-49 (175 Deerfield Road)

The Commissioner of Development and Infrastructure Services provided an introduction to the By-law which amends By-law 2018-49 with removal of the holding provision for 175 Deerfield Road.

• Moved by: Councillor Kwapis
  Seconded by: Councillor Woodhouse
  1. That By-law 2020-23 be enacted.
  
  Carried

4.11

Approval of Minutes

4.11.1

Special Council Meeting Minutes of March 18, 2020

• Moved by: Councillor Morrison
  Seconded by: Councillor Broome
  1. That the Special Council Meeting Minutes of March 18, 2020 be approved.
  
  Carried

4.11.2

Emergency Council Meeting Minutes of March 18, 2020

• Moved by: Councillor Twinney
  Seconded by: Councillor Broome
  1. That the Emergency Council Meeting Minutes of March 18, 2020 be approved.
  
  Carried

5.

Closed Session

Mayor Taylor advised that there was no requirement for a Closed Session.

• 
  

5.1

Approval of Closed Session Minutes

Note: Public reporting out of closed session matters was done at the respective Special Council and Emergency Council Meetings on March 18, 2020.

5.1.1

Special Council Meeting (Closed Session) Minutes of March 18, 2020

5.1.2

Emergency Council Meeting (Closed Session) Minutes of March 18, 2020

• Closed Session sub-items 5.1.1 and 5.1.2 were dealt with together.

  Moved by: Councillor Woodhouse
  Seconded by: Councillor Bisanz
  1. That the Special Council Meeting (Closed Session) Minutes of March 18, 2020 be approved; and,
  2. That the Emergency Council Meeting (Closed Session) Minutes of March 18, 2020 be approved. 
  
  Carried

6.

Confirmatory By-law

• Moved by: Councillor Bisanz
  Seconded by: Councillor Twinney
  1. That By-law 2020-25 be enacted.
  
  Carried

7.

Adjournment

• Moved by: Councillor Kwapis
  Seconded by: Councillor Broome
  1. That the meeting be adjourned at 5:31 PM.
  
  Carried