The meeting of the Committee of the Whole was held on Monday, November 9, 2015 in Council Chambers, 395 Mulock Drive, Newmarket.

Members Present:

Mayor Van Bynen

Deputy Mayor & Regional Councillor Taylor

Councillor Vegh (1:30 to 6:30 p.m.)

Councillor Kerwin

Councillor Twinney

Councillor Hempen

Councillor Sponga (1:30 to 2:10 p.m.)

Councillor Broome-Plumley (1:30 to 6:40 p.m.)

Councillor Bisanz

Staff Present:

R.N. Shelton, Chief Administrative Officer

A. Moore, Commissioner of Corporate Services

I. McDougall, Commissioner of Community Services

P. Noehammer, Commissioner of Development and Infrastructure Services

A. Brouwer, Director of Legislative Services/Town Clerk

C. Kalimootoo, Director of Public Works Services

M. Mayes, Director of Financial Services/Treasurer

C. Service, Director of Recreation and Culture

C. Finnerty, Council/Committee Coordinator

Moved by:      Councillor Bisanz

Seconded by: Deputy Mayor & Regional Councillor Taylor

THAT the addendum items be included on the agenda;

AND THAT Council be authorized to resolve into Closed Session for the purpose of discussion land acquisition negotiations per Section 239 (2) (c) of the Municipal Act associated with Item 4 of the agenda being Community Services – Recreation and Culture Report 2015-31 regarding Recreation Playbook Recommendations Requiring Land.

Carried by 2/3 majority

Presentations & Recognitions

1.

Ms. Leslie Woo, Chief Planning Officer, Metrolinx addressed the Committee with a PowerPoint presentation which provided an update on the Regional Express Rail system and summarized the proposed system upgrades and their potential impacts on Newmarket, infrastructure needs, environmental and new station analyses, public engagement measures, GTHA fare integration and next steps.  Discussion ensued regarding whistle blowing, grade level crossings, and  new station locations.

Moved by:      Councillor Vegh

Seconded by: Councillor Kerwin

THAT the presentation by Ms. Leslie Woo, Chief Planning Officer, Metrolinx regarding a Regional Express Rail Service Update be received.

Carried

Councillor Sponga left at 2:10 p.m.

Declarations of Pecuniary Interest

None.

Deputations

2.

Mr. John Blommesteyn addressed the Committee regarding Councillor Twinney's Motion with respect to Insurance Program Protecting Underground Piping and advised that local insurance brokers can provide service line coverage for an annual fee that would provide coverage for direct physical damage to a covered service line.  

Moved by:      Councillor Twinney

Seconded by: Deputy Mayor & Regional Councillor Taylor

THAT the deputation by Mr. John Blommesteyn regarding Councillor Twinney's Motion with respect to Insurance Program Protecting Underground Piping be received.

Carried

3.

Councillor Twinney regarding an Insurance Program Protecting Underground Piping.

Moved by:      Councillor Twinney

Seconded by: Councillor Vegh

THAT staff bring back a report to Council on a third party insurance program for residents to insure their water and sewer pipes that run under private property and are not covered by the Town. 

Carried

4.

Mr. John Blommesteyn addressed the Committee regarding the Town Page and advertising in the Newmarket Era and suggested that the Town investigate alternatives to advertising in the Newmarket Era or alternately, provide a designated line item in the operating budget for Newmarket Era advertisements.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Bisanz

THAT the deputation by Mr. John Blommesteyn regarding advertising in the Newmarket Era be received. 

Carried

Consent Items

Moved by:      Councillor Broome-Plumley

Seconded by: Councillor Twinney

THAT the following items be adopted by consent:

5.

Correspondence dated October 27, 2015 from Mr. Mark Koning, Communications and Administration Coordinator, AIDS Committee of York Region requesting December 1, 2015 be proclaimed 'World AIDS Day'.

a) THAT the correspondence from Mr. Mark Koning be received and the following recommendations be adopted:

i) THAT the Town of Newmarket proclaim December 1, 2015 as 'World AIDS Day';

ii) AND THAT the proclamation be advertised in the Town Page advertisement and on the Town's website www.newmarket.ca

6.

Newmarket Public Library Special Board Minutes of September 12, 2015 and Regular Board Minutes of September 16, 2015.

a) THAT the Newmarket Public Library Special Board Minutes of September 12, 2015 and Regular Board Minutes of September 16, 2015 be received.

7.

Main Street District Business Improvement Area Board of Management Minutes of August 18 and September 15, 2015.

a) THAT the Main Street District Business Improvement Area Board of Management Minutes of August 18 and September 15, 2015 be received.

8.

Item 7c) of the Main Street District Business Improvement Area Board of Management Minutes of September 15, 2015 regarding parking.

THAT the following recommendation be referred to staff.

The Main Street District Business Improvement Area Board of Management recommends to Council:

i) THAT the Town of Newmarket investigate the feasibility of resident/tenant permit parking for the Main Street area;

ii) AND THAT the Main Street District Business Improvement Area Board of Management be consulted in the process of the analysis.

9.

Outstanding Matters List.

a) THAT the Outstanding Matters List be received.

10.

Central York Fire Services - Joint Council Committee Minutes of October 13, 2015.

a) THAT the Central York Fire Services - Joint Council Committee Minutes of October 13, 2015 be received.

11.

Item 3 of the Central York Fire Services - Joint Council Committee Minutes of October 13, 2015 with respect to Corporate Services Report - Financial Services 2015-46 dated September 22, 2015 regarding Central York Fire Services Reserve Fund.

a) THAT Corporate Services Report - Financial Services 2015-46 dated September 22, 2015 regarding Central York Fire Services Reserve Fund be received and the following recommendations be adopted:

i) THAT JCC set a target level for the CYFS Reserve Fund as proposed in this report;

ii) AND THAT any 2015 CYFS operating surplus be allocated back to each municipality based on their budgeted allocation percentage;

iii) AND THAT JCC recommend that the Councils of each municipality waive the requirements specified in Schedule D of the Fire/Emergency Services Agreement between the Town of Aurora and the Town of Newmarket dated November 1, 2001, in this one instance.

Carried

12.

Development and Infrastructure Services Report Public Works Services - PWS 2015-58 dated October 26, 2015 regarding Northern Six Waste Collection Contract 2017-2027 Request for Proposal Preparation Update.  

An alternate motion was presented and discussion ensued.  A request was made to vote on each motion separately.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Twinney

a) THAT Development and Infrastructure Services Report Public Works Services - PWS 2015-58 dated October 26, 2015 regarding Northern Six Waste Collection Contract 2017-2027 - Request for Preparation Update be received and the following recommendations be adopted:

i) THAT staff be directed to work collaboratively with the Northern Six municipalities on the preparation of the Request for Proposal (RFP) for a Northern Six Waste Collection Contract;

ii) AND THAT the 2016 fees and charges by-law include a garbage tag fee of $2.40, to come into effect in August, 2016;

iii) AND THAT promotion and education/outreach of any changes to the By-law (s) and solid waste services be conducted in 2016-2017 in advance of the new contract.

Carried

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Twinney

i) THAT staff work with the Northern Six partners to develop service level criteria for customer service and response and opportunities to provide customer service outside the scope of the waste control contract and report back to Council.

Carried

Moved by:      Councillor Hempen

Seconded by: Councillor Kerwin

i)  THAT Council adopt the recommended amendments to By-law 2011-29 (A By-law for establishing and maintaining a system for collection removal and disposal of garbage, other refuse, yard waste materials, recyclable materials, including blue box materials and source separated organics) outlined in Appendix A of this report, as amended to omit bag limit references in items 2, 3, 4 and 7;

ii) AND THAT staff explore the option of separate proposals for standard bag limits (2 bags and 3 bags) with the Northern Six partners and report back to Council.

Carried

The Committee of the Whole recessed at 3:33 p.m.

The Committee of the Whole reconvened at 3:51 p.m.

13.

Community Services Report - Recreation and Culture 2015-33 dated October 19, 2015 regarding an amendment to the Town of Newmarket's Public Art Policy.

An alternate motion was presented and discussion ensued.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Vegh

a) THAT Community Services Report - Recreation and Culture 2015-33 dated October 19, 2015 regarding an amendment to the Town of Newmarket's Public Art Policy be received and the following recommendations be adopted:

i) THAT the Public Art Plan be amended to include an Art Selection Jury composed of 3 Town Staff representatives, 3 representatives from the Arts Community and 3 community representatives;

ii) AND THAT the Art Selection Jury identified in Recommendation i) be tasked to conduct a thorough evaluation process that identifies two finalist art pieces;

iii) AND THAT the finalist art pieces be presented to the Community to be voted upon for selection;

iv) AND THAT the Town of Newmarket award a commission to the artist and piece receiving the greatest number of public votes;

v) AND THAT a report outlining the evaluation and selection criteria, timelines and other process matters be routinely presented to Council before the Art Selection Jury process begins.

Carried

14.

Development and Infrastructure Services Report - Public Works Services 2015-56 dated October 8, 2015 regarding Community Gardens.

Moved by:      Councillor Hempen

Seconded by: Deputy Mayor & Regional Councillor Taylor

a) THAT Development and Infrastructure Services Report - Public Works Services 2015-56 dated October 8, 2015 regarding the Feasibility of an Additional Community Garden be received and the following recommendations be adopted:

i) THAT staff be directed to work collaboratively with the York Region Food Network and the Region of York Environmental Promotion and Protection Department to determine the feasibility of partnering on a second Community Garden at the corner of London Road and Main Street North;

ii) AND THAT staff bring forward any Town related costs for the second community garden in the 2017 draft budget requests, if required.

Carried

15.

Community Services Report - Recreation and Culture, Development and Infrastructure Services, Public Works Joint Report 2015-32 dated October 25, 2015 regarding Artificial Turf Field Agreement.

An alternate motion was presented and discussion ensued.

Moved by:      Councillor Hempen

Seconded by: Councillor Kerwin

a) THAT Community Services - Recreation and Culture, Development  and Infrastructure Services - Public Works Services Joint Report 2015-32 dated October 25, 2015 regarding an agreement with the York Region District School Board (YRDSB) for an Artificial Turf Field be received and the following recommendations be adopted:

i) THAT Council delegate authority to staff to enter into an agreement with the YRDSB for the construction and operation of an artificial turf sports field located at Dr. J.M. Denison Secondary School as outlined in this report;

ii) AND THAT as part of the 2017 Operating Budget, an additional $50,000 in annual expenses be added within the Public Works Services Budget to support the addition of an Artificial Turf Field;

iii) AND THAT staff be directed to negotiate a 2/3 Town of Newmarket and 1/3 YRDSB operational expense and revenue split with the YRDSB and report back to Council on the results of the negotiations.

Carried

16.

Petition/Petitioning Newmarket Council to 'Save Hollingsworth Arena'.

Moved by:      Councillor Twinney

Seconded by: Councillor Broome-Plumley

a) THAT the petition/petitioning Newmarket Council to 'Save Hollingsworth Arena' be received and referred to staff for a report that clarifies the petition preamble as part of the public consultation process related to the disposition of the Hollingsworth Arena. 

Carried

17.

Corporate Services Commission Report - Joint Legislative Services and Legal Services 2015-19 dated November 5, 2015 regarding Lobbyist Registry for the Northern Six Waste Collection Contract (2017-2027).

An alternate motion was presented and discussion ensued.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Hempen

a) THAT Corporate Services Commission Report - Joint Legislative Services and Legal Services Report 2015-19 dated November 5, 2015 regarding 'Lobbyist Registry for the Northern Six Waste Collection Contract (2017-2027) be received and referred to staff to report back on further options in addition to a Lobbyist Registry.

Carried

The Committee of the Whole recessed at 4:43 p.m.

The Committee of the Whole reconvened at 4:53 p.m.

18.

The Director of Financial Services addressed the Committee with a PowerPoint Presentation summarizing the overall draft budget, including the 2016 Tax-Supported Operating Budget, Utility Budgets and Capital Budget, public engagement updates and the next steps.

Moved by:      Councillor Kerwin

Seconded by: Councillor Vegh

THAT the presentation by the Director of Financial Services regarding the 2016 Preliminary Draft Budget be received.

Carried

19.

Joint Chief Administrative Officer/Commissioners and Financial Services Report 2015-55 dated November 45 2015 regarding 2016 Preliminary Draft Operating, Capital and Utility Budgets.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Bisanz

a) THAT Joint CAO/Commissioners and Financial Services Report 2015-55 dated November 5, 2015 regarding 2016 Preliminary Draft Operating, Capital and Utility budgets be received and that the preliminary draft budgets be made available for public comment.

Carried

Closed Session

Moved by:      Councillor Hempen

Seconded by: Councillor Kerwin

THAT the meeting convene into Closed Session for the purpose of discussing proposed or pending acquisition or disposition of land by the municipality or local board and per Section 239 (2) (c) of the Municipal Act.

Carried

The Committee resolved into Closed Session at 5:47 p.m.

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

Councillor Vegh left at 6:30 p.m.

Councillor Broome-Plumley left at 6:40 p.m.

The Committee of the Whole resumed into Public Session at 6:58 p.m.

20.

Community Services - Recreation and Culture Report 2015-31 dated October 19, 2015 regarding Recreation Playbook Recommendations Requiring Land.  

An alternate motion was presented and discussion ensued.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Kerwin

a) THAT Community Services - Recreation and Culture Report 2015-31 dated October 19, 2015 regarding Recreation Playbook Recommendations Requiring Land be received and the following recommendations be adopted:

i) THAT staff be directed to continue discussions related to the former York Catholic District School Board Lands on the north side of Woodspring Avenue, in the northwest quadrant, per Section 239 (2) of the Municipal Act;

ii) AND THAT staff report back within 90 days with detailed capital costs and operating expenses of three options outlined in the report for consideration as part of the 2017 budget process. 

Carried

Action Items

None.

Reports by Regional Representatives

None.

Notices of Motion

None.

New Business

a)

Councillor Bisanz inquired on the status of the Community Outdoor Skating Rinks Pilot Project and whether additional ice surfaces would be considered for the 2016 season.  The Commissioner of Development and Infrastructure Services advised that an information report was recently distributed that summarized the status of the pilot and summarized some of the challenges associated with the construction of additional ice surfaces.

Public Hearing Matters

None.

Adjournment

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Bisanz

THAT the meeting adjourn.

Carried

There being no further business, the meeting adjourned at 7:06 p.m.

Tony Van Bynen, Mayor

Andrew Brouwer, Town Clerk