Members Present:

Mayor Van Bynen

Regional Councillor Taylor

Councillor Emanuel

Councillor Hempen

Councillor Kerwin

Councillor Vegh (2:25 to 4:27 p.m.)

Absent:

Councillor Di Muccio

Councillor Sponga

Councillor Twinney

Staff Present:

R.N. Shelton, Chief Administrative Officer

R. Prentice, Commissioner of Development & Infrastructure Services

A. Moore, Commissioner of Corporate Services

I. McDougall, Commissioner of Community Services

M. Mayes, Director of Financial Services/Treasurer  

A. Brouwer, Director of Legislative Services/Town Clerk

L. Moor, Council/Committee Coordinator

J. Patel, Project Support Business Analyst

Additions & Corrections to the Agenda

Moved by:      Councillor Kerwin

Seconded by: Councillor Emanuel

THAT the items listed on the agenda as addendum items be included.

Carried

Declarations of Pecuniary Interest

Presentations & Recognitions

Deputations

Moved by:      Councillor Emanuel

Seconded by: Regional Councillor Taylor

THAT the PowerPoint presentation by Mr. Brian Lambie, President, Redbrick Communications Inc. related to the Corporate Policy – Staff Social Media Policy be brought forward at this time.   

Carried

1.

Mr. Brian Lambie, President, Redbrick Communications Inc. addressed the Committee with a PowerPoint presentation related to Office of the CAO - Corporate Communications and Corporate Policy Committee Joint Report 2014-01 dated May 6, 2014 regarding new Corporate Policy - Staff Social Media Policy.

Moved by:   Councillor Kerwin

Seconded by: Councillor Emanuel

THAT the PowerPoint presentation by Mr. Brian Lambie, President, Redbrick Communications Inc. related to  Office of the CAO - Corporate Communications and Corporate Policy Committee Joint Report 2014-01 dated May 6, 2014 regarding new Corporate Policy - Staff Social Media Policy be received.

Carried

2.

Office of the CAO - Corporate Communications and Corporate Policy Committee Joint Report 2014-01 dated May 6, 2014 regarding new Corporate Policy - Staff Social Media Policy.

a) THAT Corporate Communications and Corporate Policy Committee Joint Report 2014-01 dated May 6, 2014 regarding New Corporate Policy - Staff Social Media Policy be received and the following recommendation be adopted:

i) THAT Council approves the attached Staff Social Media Policy COMMM.3-01.

Carried

3.

a) THAT Mr. Hans Honegger of Bon Eco Design be allotted an additional five minute time limit for his presentation.

Carried

4.

Mr. Hans Honegger of Bon Eco Design addressed the Committee with a PowerPoint presentation and a plaque sample showing details of the proposed Keith Bridge historic panels as part of the VivaNext transformation. 

Moved by:      Councillor Kerwin

Seconded by: Councillor Emanuel

THAT the PowerPoint presentation by Mr. Hans Honegger of Bon Eco Design showing details of the proposed Keith Bridge historic panels as part of the VivaNext transformation be received. 

Carried

Consent Items

Moved by:      Councillor Emanuel

Seconded by: Councillor Kerwin

THAT the following items be adopted on consent:

5.

Correspondence dated April 29, 2014 from Mr. Clinton Shane Ekdahl requesting that May 29, 2014 be proclaimed as 'Day of the Honey Bee' in the Town of Newmarket.

a) THAT the correspondence dated April 29, 2014 from Mr. Clinton Shane Ekdahl be received and the following recommendations be adopted:

i) THAT the Town of Newmarket proclaim May 29, 2014 as 'Day of the Honey Bee';

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

6.

Correspondence dated May 14, 2014 from Ms. Nicole Champagne, Assistant of Communications and Quality Assurance, DeafBlind Ontario Services requesting that June, 2014 be proclaimed ‘DeafBlind Awareness Month’ in the Town of Newmarket.

a) THAT the correspondence dated May 14, 2014 from Ms. Nicole Champagne, Assistant of Communications and Quality Assurance, DeafBlind Ontario Services be received and the following recommendations be adopted:

i) THAT the Town of Newmarket proclaim June, 2014 as DeafBlind Awareness Month;

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

7.

Newmarket Public Library Board Minutes of March 19, 2014.

a) THAT the Newmarket Public Library Board Minutes of March 19, 2014 be received.

8.

Street Naming Committee Minutes of April 15, 2014.

a) THAT the Street Naming Committee Minutes of April 15, 2014 be received.

9.

Heritage Newmarket Advisory Committee Minutes of February 4 and March 4, 2014.

a) THAT the Heritage Newmarket Advisory Committee Minutes of February 4 and March 4, 2014 be received.

10.

Correspondence dated April 4, 2014 from Mr. David Hanson, President, Newmarket Soccer Club requesting exemption from the Parking By-law for soccer tournaments.

a) THAT the correspondence dated April 4, 2014 from Mr. David Hanson, President, Newmarket Soccer Club be received and the request that the Town of Newmarket provide exemptions from the parking restrictions for Newmarket Soccer Club’s Annual Tournaments, being Microfest on June 14, 2014; Soccerfest on June 21 and 22, 2014, Heart of York on August 9 and 10, 2014 and NSC Challenge Cup on August 23, 2014 be approved in principle subject to staff’s final approval and/or conditions of approval regarding the parking exemption locations.

11.

Development and Infrastructure Services Report - Planning and Building Services 2014-20 dated May 20, 2014 regarding the 2014 Annual Servicing Allocation Review.

a) THAT Development and Infrastructure Services Report - Planning and Building Services 2014-20 dated May 20, 2014 regarding the 2014 Annual Servicing Allocation Review be received and the following recommendations be adopted:

i) THAT all previously distributed servicing capacity be re-instated;

ii) AND THAT the Town continue to hold the balance of its unassigned and uncommitted servicing capacity (3989 people) in a strategic reserve.

12.

Community Services Report - Recreation and Culture 2014-14 dated April 16, 2014 regarding the 2014 Kanata Festival.

a) THAT Community Services Report - Recreation and Culture 2014-14 dated April 16, 2014 regarding the 2014 Kanata Festival be received and the following recommendations be adopted:

THAT Council grants permission for the following:

i) Upper Canada Volunteer Regiment Organization (UCVRO) and Newmarket Scouts to camp overnight at Fairy Lake Park from Monday June 30th to Tuesday July 1st, 2014;

ii) Upper Canada Volunteer Regiment Organization (UCVRO) to have an open campfire while camping overnight at Fairy Lake Park provided that approval is obtained from Central York Fire Services;

iii) Upper Canada Volunteer Regiment Organization (UCVRO) be allowed to discharge their firearms and cannon during the Kanata Festival on Tuesday, July 1st, 2014;

iv) Fireworks be displayed on Tuesday July 1st, 2014 at George Richardson Park, and;

v) Central York Fire Services to be present at Fairy Lake Park on Tuesday July 1st, 2014 to help celebrate Canada Day.

13.

Development and Infrastructure Services Report - Engineering Services 2014-33 dated May 6, 2014 regarding Woodspring Avenue North of Bonshaw Avenue Bicycle Lanes.  

a) THAT Development and Infrastructure Services Report - Engineering Services 2014-33 dated May 6, 2014 regarding Woodspring Avenue North of Bonshaw Avenue Bicycle Lanes be received and the following recommendations be adopted:

i) THAT Schedule XI (Bike Lanes) of the Traffic By-law 2011-24, as amended, be amended by deleting the following: Woodspring Avenue from Bathurst Street to Bonshaw Avenue;

ii) AND THAT Schedule XI (Bike Lanes) of the Traffic By-law 2011-24, as amended, be amended by adding the following:  Woodspring Avenue from Bathurst Street to Town limit;

iii) AND THAT Schedule X (No Parking) of the Parking By-law 1993-62, as amended, be amended by deleting the following:

iv) AND THAT Schedule X (No Parking) of the Parking By-law 1993-62, as amended, be amended by adding the following:

v) AND THAT the necessary By-law be prepared and submitted to Council for its approval;

vi) AND THAT a copy of this report with the Council Extract be forwarded to the Town of East Gwillimbury.

14.

Development and Infrastructure Services Report - Public Works Services 2014-36 dated May 7, 2014 regarding Graffiti Removal Services - Update.

a)    THAT Development and Infrastructure Services Report – Public Works Services 2014-36 dated May 7, 2014 regarding Graffiti Removal Services – Update be received and the following recommendations be adopted:

i)     THAT staff continue to contract Graffiti removal services, in the amount of $15,000 for 2014;

ii)    AND THAT the $15,000 for contracted graffiti removal services continue to be included as part of the annual Parks and Property Services Operating Budget;

iii)   AND THAT an additional $5,000 be included in the same budget item to address graffiti on the Tom Taylor Trail markers.

15.

Corporate Services Report - Legislative Services - Clerk's 2014-12 dated May 1, 2014 regarding Carnival - Magical Midways Inc.

a) THAT Corporate Services Report - Legislative Services - Clerk's 2014-12 dated May 1, 2014 regarding Carnival - Magical Midways Inc. for the location 20 Davis Drive be received and the application be approved subject to the following terms:

i) THAT the licence be issued for a period of seven consecutive days from July 22 to July 28, 2014 to permit the setting up and dismantling of amusement devices;

ii) AND THAT the actual operation of the carnival not exceed five consecutive days within that permitted time period.

16.

Corporate Services Report - Financial Services 2014-20 dated April 29, 2014 regarding 2014 Reserves and Reserve Funds Budget.

a) THAT Corporate Services Report - Financial Services 2014-20 dated April 29, 2014 regarding 2014 Reserves and Reserve Funds Budget be received and the following recommendation be adopted:

i) THAT the projected revenues for the 2014 Reserves and Reserve Funds Budget, as set out in the attachment, be approved.

17.

Corporate Services Report - Financial Services 2014-15 dated May 8, 2014 regarding 2013 Development Charges.

a) THAT Corporate Services Report - Financial Services 2014-15 dated May 8, 2014 regarding 2013 Development Charges be received for information purposes.

18.

Corporate Services Report - Financial Services 2014-16 dated April 28, 2014 regarding the Property Tax Rates and By-law for 2014.

a) THAT Corporate Services Report - Financial Services 2014-16 dated April 28, 2014 regarding the Property Tax Rates and By-law for 2014 be received and the following recommendations be adopted:

i) THAT the property tax rates for 2014, as applied to the 2014 Returned Assessment Roll, be set for Town purposes, as follows:

ii) AND THAT the applicable tax rate by-law attached as Appendix 'A' be forwarded to Council for approval.

19.

Corporate Services Report - Financial Services 2014-23 dated May 1, 2014 regarding Tax-Write-offs Pursuant to the Municipal Act, 2001.

a) THAT Corporate Services Report - Financial Services 2014-23 dated May 1, 2014 regarding Tax Write-offs Pursuant to the Municipal Act, 2001 be received and the tax adjustments outlined in Appendix 1 be approved.

20.

Outstanding Matters List.

THAT the Outstanding Matters List be received.

Carried

21.

Corporate Services Report – Legislative Services 2014-11 dated May 5, 2014 regarding Potential Ward 3 Council Vacancy. 

Committee discussed the recommendations contained within Corporate Services Report – Legislative Services 2014-11 and revisions were made to the Appointment Procedure as follows:

Removal of the statement 4.d) “Each member of Council will be permitted two (2) questions to each candidate”;

Including a limitation of five (5) minutes per candidate to address Council;

Including a section for questions which applicants may respond to in writing as part of their application materials.

As discussed, the questions included in the application form will be determined by Council at the May 26, 2014 Council meeting.

THAT Corporate Services Report - Legislative Services 2014-11 dated May 5, 2014 regarding Potential Ward 3 Council Vacancy be received and the following recommendations, with amendments to the Procedure document and any attachments, where applicable, be adopted:

a)    THAT should a vacancy occur in the Ward 3 Council seat as a result of the June 12, 2014 provincial election, the following provisions would apply:

i)       THAT the Ward 3 Council seat be declared vacant by resolution at Council’s June 23, 2014 meeting and be filled by means of a Council appointment on an eligible elector in the Town of Newmarket in accordance with the Municipal Act;

ii)     AND THAT the Clerk’s Council Vacancy Procedures (attached as Schedule “A”) be approved;

iii)    AND THAT the Clerk schedule a Special Council meeting on July 21, 2014 (7:00 p.m.) to consider qualified Ward 3 Council vacancy candidates and appoint a qualified Ward 3 Council vacancy candidate.

Carried 

22.

Corporate Services Report - Financial Services 2014-18 dated April 29, 2014 regarding the 2013 Capital Carry-overs.

a) THAT Corporate Services Report - Financial Services 2014-18 dated April 29, 2014 regarding the 2013 Capital Carry-overs be received and the following recommendation be adopted:

i) THAT $272,046 of the 2013 cancelled amounts funded from Asset Replacement Fund be applied to the program Engineering for 2015 Projects, which was not included in the 2014 budget.

Carried

Action Items

Correspondence & Petitions

Reports by Regional Representatives

Notices of Motion

Motions

New Business

a)  Councillor Vegh requested a status update regarding by-law enforcement to curtail third party advertising signs that have recently been posted all over Town.  The Director of Legislative Services advised that By-law Enforcement staff will be enforcing the Town’s sign by-law with respect to the recent increase in posting of third party advertising signs.  

Closed Session

The Committee recessed at 3:00 p.m.

The Committee reconvened at 3:15 p.m.

The Committee resolved into a Closed Session at 3:16 p.m.

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

The Committee resumed into a Public Session at 4:26 p.m.

Public Hearing Matters

Adjournment

Moved by:      Councillor Emanuel

Seconded by: Councillor Hempen

THAT the meeting adjourn.