Town of Newmarket

Minutes

Special Committee of the Whole

Meeting #:
Date:	Monday, December 10, 2018
Time:	10:00 A.m. - 12:00 P.m.
Location:	Council Chambers 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:

• E. Armchuk, Acting Chief Administrative Officer
• P. Noehammer, Commissioner of Development & Infrastructure Services
• I. McDougall, Commissioner of Community Services
• L. Lyons, Acting Commissioner of Corporate Services
• K. Saini, Acting Director of Legislative Services/Town Clerk
• M. Mayes, Director of Financial Services/Town Treasurer
• D. Schellenberg, Manager, Accounting & Finance
• K. Yaraskavitch, Financial Business Analyst
• C. Service, Director of Recreation & Culture
• L. Tcheskis, Communications Specialist
• C. Wackett, Corporate Project Consultant
• J. Grossi, Legislative Coordinator
• A. Walkom, Legislative Coordinator

​For consideration by Council on December 17, 2018.

The meeting was called to order at 10:05 AM.

Mayor Taylor in the Chair.

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1.

Additions & Corrections

The Acting Chief Administrative Officer advised of the following additional orders of business to the agenda:

1. Additions & Corrections
2. Deputations

The Acting Chief Administrative Officer advised of the following corrections to the agenda:

Sub-item 5.2.1 - 2019 Fees & Charges Overview - Recommendation 2 was deleted.

Sub-item 5.2.8 - 2019 User Fees and Charges – General - Page 9 of the General Fees was replaced with a corrected version.

2.

Deputations

None.

3.

Declarations of Pecuniary Interest

There were no declarations of pecuniary interest.

4.

Presentation

4.1

Financial Services Overview

The Acting Chief Administrative Officer provided an introduction to the Financial Services Overview presentation.

The Treasurer provided an introduction to the presentation and the staff members who would be presenting. He provided an overview of the budget process.

The presentation included an overview of the asset management plan, water and wastewater programs, communications plans related to the budget and the proposed budget targets. Members of Council queried staff on the effect on the budget of the water, wastewater and stormwater programs, as well as the impact of Bill 148.

• Moved by: Councillor Woodhouse
  Seconded by: Councillor Kwapis
  1. That the Financial Services overview presentation be received. 
  
  Carried

5.

Consent Items

5.1

Financial Sustainability

5.1.1

Financial Sustainability Update

• Moved by: Councillor Woodhouse
  Seconded by: Councillor Morrison
  1. That the report entitled Financial Sustainability Update dated December 10, 2018 be received for information.
  
  Carried

5.1.2

Debt Retirement

• Moved by: Councillor Twinney
  Seconded by: Councillor Simon
  1. That the report entitled Debt Retirement dated December 10, 2018 be received; and,
  2. That the outstanding balance on the long-term debt for the Operations Centre be repaid to the Regional Municipality of York on or before April 29, 2019; and .
  3. That the repayment be funded as outlined in this report; and
  4. That the Treasurer be authorized to take whatever actions are required to comply with these directives.
  
  Carried

5.1.3

Elman Campbell Museum Fund

• Moved by: Deputy Mayor & Regional Councillor Vegh
  Seconded by: Councillor Woodhouse
  1. That the report entitled Elman Campbell Museum Fund dated November 19, 2018 be received; and,
  2. That this fund be renamed from a “Trust Fund” to The Elman Campbell Museum Fund; and,
  3. That the balance in the fund be transferred to the Town of Newmarket’s reserve fund bank account and be accounted for as a reserve fund effective January 1, 2019; and,
  4. That the restrictions as set out in the original agreement be maintained; and
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  Carried

5.2

Fees and Charges

5.2.1

2019 Fees & Charges Overview

• Moved by: Councillor Broome
  Seconded by: Councillor Kwapis
  1. That the report entitled 2019 Fees & Charges Overview dated December 10, 2018 be received.
  
  Carried

5.2.2

2019 Water and Wastewater Rates

• Moved by: Councillor Kwapis
  Seconded by: Councillor Woodhouse
  1. That the report entitled 2019 Water and Wastewater Rates dated December 10, 2018 be received; and,
  2. That the attached Schedule “A” being the Town of Newmarket Water and Wastewater Rates, be approved and adopted by by-law; and,
  3. That the Water and Wastewater Rates adjustments come into full force and effect as of January 1, 2019.
  
  Carried

5.2.3

2019 Stormwater Rates

• Moved by: Councillor Bisanz
  Seconded by: Councillor Kwapis
  1. That the report entitled 2019 Stormwater Rates dated December 10, 2018 be received; and,
  2. That the attached Schedule ‘A’ being the Town of Newmarket 2019 Stormwater Rates be approved and adopted by by-law; and,
  3. That the new Stormwater Rates come into full force and effect as of January 1, 2019.
  
  Carried

5.2.4

2019 Recreation & Culture Rates & Fees

• Moved by: Deputy Mayor & Regional Councillor Vegh
  Seconded by: Councillor Twinney
  1. That the report entitled 2019 Recreation & Culture Rates & Fees dated Nov 28, 2018 be received; and,
  2. That the 2019 Recreation & Culture Fees & Charges be approved; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  Carried

5.2.5

Building Permit Fees (Information Report)

• Moved by: Councillor Kwapis
  Seconded by: Councillor Twinney
  1. That the Information Report entitled Building Permit Fees be received for information purposes.
  
  Carried

5.2.6

2019 User Fees and Charges – Planning Act Fees

• Moved by: Councillor Woodhouse
  Seconded by: Councillor Simon
  1. That the report entitled 2019 User Fees and Charges – Planning Act Fees dated November 19, 2018 be received; and,
  2. That the attached Schedule ‘A’ being the Town of Newmarket 2019 Planning Application Fees Schedule be approved and adopted by by-law; and,
  3. That the fee adjustments come into full force and effect as of January 1, 2019.
  
  Carried

5.2.7

2019 User Fees and Charges – Fire Services

• Moved by: Councillor Broome
  Seconded by: Councillor Simon
  1. That the report entitled 2019 User Fees and Charges – Fire Services be received; and,
  2. That the attached Schedule ‘A’ being the Town of Newmarket 2019 Fire Services Fees Schedule be approved; and,
  3. That the fee adjustments come into full force and effect January 1, 2019.
  
  Carried

5.2.8

2019 User Fees and Charges - General

• Moved by: Councillor Twinney
  Seconded by: Councillor Woodhouse
  1. That the report entitled 2019 User Fees and Charges – General dated November 19, 2018 be received; and,
  2. That the attached Schedules ‘A’, ‘B’, ‘C’, ‘D’, ‘E’ and ‘F’ marked as the Town of Newmarket 2019 All Departments, Corporate Services – Finance & Procurement & IT, Legal Services, Public Works Services, Engineering Services and Legislative Services – General Fees and Charges respectively, be approved and adopted by by-law; and,
  3. That the fee adjustments come into full force and effect as of January 1, 2019; and,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  
  Carried

5.3

2019 Budget

5.3.1

2019 Budget Process & Target

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

  Moved by: Deputy Mayor & Regional Councillor Vegh
  Seconded by: Councillor Morrison
  1. That the report entitled 2019 Budget Process & Target dated November 19, 2018 be received; and,
  2. That the proposed budget schedule be adopted and that staff report to Council with three options for consideration including:
     1. The proposed budget direction of 3.95%;
     2. A total tax rate not to exceed 3.2% (Consumer Price Index -0.5% plus 1% for Asset Replacement Fund);
     3. A total tax rate not to exceed 3% (inclusive of Asset Replacement Fund); and,
  3. That the proposed public engagement plan for the budget be adopted; and,
  4. That Council set draft budget directions based on the recommended structure.
  
  Carried

5.3.2

2019 Interim Appropriations

• Moved by: Councillor Twinney
  Seconded by: Councillor Bisanz
  1. That the report entitled 2019 Interim Appropriations dated November 19, 2018 be received for information purposes.
  
  Carried

6.

Adjournment

• Moved by: Councillor Woodhouse
  Seconded by: Councillor Kwapis
  1. That the meeting adjourn at 12:56 PM. 
  
  Carried