The meeting of the Special Committee of the Whole was held on Monday, November 16, 2015 in Council Chambers, 395 Mulock Drive, Newmarket.

Members Present:

Absent:

Mayor Van Bynen

Deputy Mayor & Regional Councillor Taylor

Councillor Vegh

Councillor Kerwin

Councillor Twinney

Councillor Hempen

Councillor Sponga

Councillor Bisanz

Councillor Broome-Plumley

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

M. Mayes, Director of Financial Services/Treasurer

R. Nethery, Director of Planning and Building Services

R. Prudhomme, Director of Engineering Services

A. Chard, Senior Communications Officer

I. Laing, Fire Chief

C. Finnerty, Council/Committee Coordinator

L. Moor, Council/Committee Coordinator

The meeting was called to order at 10:02 a.m.

 None.

The Chief Administrative Officer advised of the addendum item, being a Memorandum dated November 13, 2015 from the Director of Legislative Services regarding Proposed New Legislative Services Fees, 2016 (Related to Item 6).

The Chief Administrative Officer advised of the format for this meeting, being a presentation to set the framework for the approach to the 2016 budget, introduced by the Commissioner of Community Services, followed by the Senior Communications Specialist to highlight Communication methods and then concluded by the Director of Financial Services/Treasurer. He further advised of a second presentation related to Water/Wastewater, after which the remaining agenda items would be considered.

Moved by:      Councillor Kerwin

Seconded by: Councillor Vegh

THAT the Addendum items be included in the agenda.

Carried

Presentation

1.

The Commissioner of Community Services provided the first slides contained within the PowerPoint Presentation being an overview of the budget process.  The Senior Communications Specialist provided the next set of slides and outlined the tools used by the Communications Department for public engagement; she summarized feedback received from the online tool, the analytics and next steps including a draw for a $200 credit towards Town services.  She concluded her presentation by advising that the online budget tool will end on November 30, 2015.

The Director of Financial Services/Treasurer provided the remaining slides within the PowerPoint presentation and advised of the supporting budget information packages and summarized the budget adoption schedule, stipulated tax impact exclusions, CPI figures, revenue trends, tax supported expenditures, reserve funds, 2017-2019 outlook, sustainability study related to the Asset Replacement Fund, stormwater management rates if implemented and next steps. 

Discussion ensued regarding Council’s priority of traffic safety measures and the need for associated traffic based policy documents. 

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Sponga

a) THAT staff review the capital project reduction options ranked as numbers 2 and 3 in an attempt to determine where 1.6 million dollars in asset replacement fund reductions can be attained, taking into consideration resident priorities and report back to Council.

Carried

Discussion ensued regarding a finalized date of budget adoption options and further meeting dates with specific budget item focus.  Further discussion ensued regarding staffing requirements, service level impacts, annualization, revenue adjustments and refinements to recommended staffing positions.

Moved by:      Councillor Sponga

Seconded by: Deputy Mayor & Regional Councillor Taylor

a) THAT staff provide a prioritized list of recommended staff positions included in the budget with consideration given to budget savings and service level impacts and an additional meeting be held to deliberate the specifics related to this matter.

Carried

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Kerwin

a) THAT the PowerPoint Presentation by the Commissioner of Community Services, the Senior Communications Specialist and the Director of Financial Services/Treasurer regarding the 2016 Draft Budget be received;

i) AND THAT staff provide a revised schedule for final budget approval in January, 2016.

Carried

Items

The Director of Financial Services/Treasurer addressed those present with a PowerPoint presentation summarizing the  water/wastewater initiatives and budget impacts, the six year water/wastewater plan and rate restructuring options.

Deputy Mayor & Regional Councillor Taylor requested that staff provide an information report outlining drivers for costs as well as regional considerations with respect to water/wastewater initiatives and impacts.

Moved by:      Councillor Kerwin

Seconded by: Councillor Vegh

THAT the PowerPoint Presentation by the Director of Financial Services/Treasurer regarding Water/Wastewater Rates be received.

Carried

2.

Corporate Services Report – Financial Services 2015-53 dated November 19, 2015 regarding 2016 Fees and Charges – Water and Wastewater.

Moved by:      Councillor Kerwin

Seconded by: Councillor Vegh

a) THAT Corporate Services Report - Financial Services 2015-53 dated November 19, 2015 regarding 2016 Fees and Charges - Water and Wastewater be received and the following recommendations be adopted:

i) THAT the attached Schedule 'A', being the Town of Newmarket Water and Wastewater Rates be approved and adopted by by-law:

ii) AND THAT the Water and Wastewater Rate adjustments come into full force and effect as of January 1, 2016;

iii) AND THAT staff be directed to report back to Council for the implementation of the phase-in of the tiered fixed rate structure.

Carried

3.

Joint Chief Administrative Officer, Commissioners and Corporate Services Report - Financial Services 2015-59 dated November 12, 2015 regarding 2016 Fees and Charges - Overview.

Moved by:      Councillor Hempen

Seconded by: Councillor Bisanz

a) THAT Joint Chief Administrative Officer, Commissioners and Corporate Services Report - Financial Services 2015-59 dated November 12, 2015 regarding 2016 Fees and Charges - Overview be received for information purposes.

Carried

4.

Joint Central York Fire Services and Corporate Services Report - Financial Services 2015-56 dated November 10, 2015 regarding 2016 User Fees and Charges - Fire Services.

Moved by:      Councillor Bisanz

Seconded by: Councillor Twinney

a) THAT Joint Central York Fire Services and Corporate Services Report - Financial Services 2015-56 dated November 10, 2015 regarding 2016 User Fees and Charges - Fire Services be received and the following recommendations be adopted:

i) THAT the attached Schedule 'A' being the Town of Newmarket 2016 Fire Services Fees Schedule, be approved and adopted by by-law:

ii) AND THAT the fee adjustments come into full force and effect January 1, 2016. 

Carried

A query was made to the Fire Chief regarding proposed Fire Department staffing positions. 

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Sponga

THAT staff prepare an Information Report related to the Central York Fire Services - Joint Council Committee land acquisition and Fire Services hiring processes.

Carried

5.

Joint Development and Infrastructure Services - Planning and Building Services and Corporate Services Report - Financial Services 2015-57 dated November 10, 2015 regarding 2016 User Fees and Charges - Planning Act Fees.

Moved by:      Councillor Bisanz

Seconded by: Councillor Twinney

a) THAT Joint Development and Infrastructure Services - Planning and Building Services and Corporate Services Report 2015-57 dated November 10, 2015 regarding 2016 User Fees and Charges - Planning Act Fees be received and the following recommendations be adopted:

i) THAT the attached Schedule 'A' being the Town of Newmarket 2016 Planning Application Fees Schedule, be approved and adopted by by-law:

ii) AND THAT the fee adjustments come into full force and effect as of January 1, 2016. 

Carried

6.

Corporate Services Report - Financial Services 2015-58 dated November 10, 2015 regarding 2016 User Fees and Charges - General Fees and Charges.

Memorandum dated November 13, 2015 from the Director of Legislative Services regarding Proposed New Legislative Services Fees, 2016.

Moved by:      Deputy Mayor & Regional Councillor Taylor

Seconded by: Councillor Sponga

a) THAT Corporate Services Report - Financial Services 2015-58 dated November 10, 2015 regarding 2016 User Fees and Charges - General Fees and Charges be received and the following recommendations be adopted:

i) THAT the attached Schedules 'A', 'B', 'C', 'D', 'E' and 'F' marked as the Town of Newmarket 2016 All Departments, Corporate Services - Finance & Procurement & IT, Legal Services, Public Works Services, Engineering Services and Legislative Services - General Fees and Charges Schedules respectively, be approved and adopted by by-law:

ii) AND THAT the fee adjustments come into full force and effect as of January 1, 2016;

iii) AND THAT the memorandum dated November 13, 2014 from the Director of Legislative Services/Town Clerk regarding Proposed New Legislative Services Fees, 2016 be received. 

Carried

7.

Corporate Services Report - Financial Services 2015-54 dated November 19, 2015 regarding 6 Year Financial Plan – Water and Wastewater.

Moved by:      Councillor Kerwin

Seconded by: Councillor Vegh

a) THAT Corporate Services Report - Financial Services 2015-54 dated November 19, 2015 regarding 6 Year Financial Plan - Water and Wastewater be received and the following recommendation be adopted:

i) THAT Council adopt the proposed 6 Year Water Financial Plan and the 6 Year Wastewater Financial Plan.

Carried

8.

Town of Aurora Council Extract dated November 10, 2015 regarding consideration of the Central York Fire Services 2016 Budget.

Moved by:      Councillor Hempen

Seconded by: Councillor Twinney

a) THAT the Town of Aurora Council Extract dated November 10, 2015 regarding consideration of the Central York Fire Services 2016 Budget be received.

Carried

Adjournment

Moved by:      Councillor Sponga

Seconded by: Deputy Mayor & Regional Councillor Taylor

THAT the meeting adjourn.

Carried

Tony Van Bynen, Mayor

Andrew Brouwer, Town Clerk