M I N U T E S

GENERAL COMMITTEE

 

Finance & Administrative Issues                                                Community Services Issues

Chair:              Mayor Frank Scarpitti                                                                            Chair:              Councillor Alex Chiu

Vice Chair:      Councillor Carolina Moretti                                                                   Vice Chair:      Councillor Howard Shore

 

Environment & Sustainability Issues                                          Building, Parks, & Construction Issues

Chair:              Councillor Valerie Burke                                                                         Chair:              Councillor Logan Kanapathi

Vice Chair:      Regional Councillor Joe Li                                                                      Vice Chair:      Councillor Colin Campbell

 

                                                                                                                       

                Alternate formats are available upon request.

 

 

Attendance

 

Deputy Mayor Jack Heath Regional Councillor Jim Jones Regional Councillor Gord Landon Regional Councillor Joe Li Councillor Valerie Burke Councillor. Howard Shore Councillor Don Hamilton Councillor Carolina Moretti Councillor Colin Campbell Councillor Alan Ho Councillor Logan Kanapathi Councillor Alex Chiu   Regrets Mayor Frank Scarpitti

Andy Taylor, Chief Administrative Officer Catherine Conrad, Town Solicitor Jim Baird, Commissioner of Development Services Brenda Librecz, Commissioner of Community & Fire Services Gary Adamkowski, Director, Asset Management Peter Loukes, Director, Environmental Services Joel Lustig, Treasurer Alex Moore, Manager of Purchasing Glen Taylor, Senior Manager, Infrastructure & Special Projects Mary Creighton, Director of Recreation Alida Tari, Council/Committee Coordinator

 

The General Committee convened at 9:04 a.m. with Councillor Carolina Moretti in the Chair and Councillor Alex Chiu Chaired Community Services related items.  The General Committee recessed at 10:04 a.m. and reconvened at 10:35 a.m.

 

 

DISCLOSURE OF INTEREST

 

None disclosed.

1.         MINUTES OF THE SEPTEMBER 12, 2011
GENERAL COMMITTEE (16.0)

            Minutes

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

1)                  That the Minutes of the September 12, 2011 General Committee be confirmed.

CARRIED

 

 

2.         APPOINTMENTS TO BOARD AND COMMITTEES (16.24)

 

Councillor Logan Kanapathi requested that the appointments for the Box Grove Community Centre Board be deferred for two weeks.

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

Heintzman House

 

1)         That the appointments to the Henitzman House for a term ending December 31, 2011, be received for information purposes:

 

Ken Davis, Chair

Bob Willson, Vice-Chair

Pat Chamandy, Treasurer

Paul Gilonna

Bob Henderson

Barb Somers

Sam Masson

Rogers Jones

Craig Shields
Heather Durham

 

Victoria Square Community Centre

 

1)         That the appointments to the Victoria Square Community Centre with a term ending December 31, 2011, be received for information purposes:

Edith Friedel, Chair
Ruth Brock
Joy Mortson
Jean McCron
Don Boynton
John Christensen

 

Box Grove Community Centre Board

 

1)         That the appointments to the Box Grove Community Centre Board be deferred for two weeks.

 

Tom Farrar, Chair
Stan Buell, Secretary
Dan McCombe, Treasurer

Syed Aziz
Murray Cresswell
Julia Elefano
Angelica Gutierrez
Sherry Hugh
Frank Orovits
Trish Vrotsos

Bob Watt

CARRIED

 

 

 

3.         2011 YEAR TO DATE JUNE REVIEW OF
OPERATIONS & YEAR-END PROJECTIONS (7.0)

            Presentation     Report     Appendix 1-6

 

Ms. Andrea Tang, Manager Financial Planning delivered a PowerPoint presentation regarding the 2011 Second quarter Review of Operations.

 

The Committee discussed the decline in recreation revenue.

 

There was discussion regarding the personnel favourable variances and the number of staff vacancies throughout the Corporation.

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

1)         That the presentation by Ms. Andrea Tang, Manager, Financial Planning entitled “2011 Second Quarter Review of Operations” be received; and,

 

2)         That the report dated September 19, 2011 entitled “June 2011 Year-To-Date Review of Operations and Year-end Projection” be received.

CARRIED

 

 

 

 

 

 

4.         DELEGATION OF AUTHORITY TO
CHIEF ADMINISTRATIVE OFFICER
DURING THE ANNUAL SUMMER
RECESS AS PER BY-LAW 4-2000 (7.0)

            Report

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

1)         That the report entitled “Delegation of Authority to Chief Administrative Officer during the annual summer recess as per By-law 4-2000” be received; and,

 

2)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

 

5.         STAFF AWARDED CONTRACTS BETWEEN
JUNE 1 AND AUGUST 31, 2011 (7.12)

            Report

 

The Committee briefly discussed the Civic Centre Server Room Cooling System Replacement and Pavement Assessment.

 

There was discussion regarding the Supply and Installation of Recycling Moloks and difficulties associated to having organic waste systems in parks.

 

The Committee suggested that staff report back and inform General Committee on the delivery of waterworks and sanitary sewer materials.

 

The Committee inquired about the type of proposed concession stands at the Civic Centre during the months that the artificial skating rink is opened.  Staff advised that they have made arrangements with Merlyn's Catering to extend the hours of his operation from 10 am to 10 pm seven days a week. 

 

The Committee requested that staff provide them with a schedule as to the construction of new sidewalks. 

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

1)         That the report entitled “Staff Awarded Contracts between June 1 and August 31, 2011 be received; and,

 

2)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

6.         162-T-11 MICROSOFT LICENSE AGREEMENT (7.12)

            Report

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

1)         That the report entitled “Award of Tender 162-T-11, Microsoft Licencing Agreement” be received; and,

 

2)         That tender 162-T-11 for “Microsoft Licensing Agreement” be awarded to the overall lowest priced bidder, CDW Canada Inc., in the total amount of $709,536.81 inclusive of HST impact, for “Microsoft Licensing Agreement” for a term of three years to expire on July 31, 2014; and,

 

3)         That the following annual payments, inclusive of HST towards the Enterprise Agreement and Select Agreement be funded from ITS Department’s Operating Account 400-404-5397.  The budget for 2012 - 2014 will subject to Council approval.

·        $98,546.78 (August - December 2011)

·        $236,512.27 (Year 2012)

·        $236,512.27 (Year 2013)

·        $137,965.49 (January – July 2014); and,

 

4)         That staff be authorized to enter into a 3-year Enterprise Agreement with Microsoft Canada and CDW Canada Inc. in a form satisfactory to Markham Solicitor for the provision of the licensing of Microsoft desktop and server software products; and,

 

5)         That the Mayor and the Town Clerk be authorized to execute the agreement; and,

 

6)         That this report be brought forward to the September 20th, 2011 Council meeting; and further,

 

7)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

 

7.         2012 BUDGET SCHEDULE (7.4)

            Report

 

There was discussion with respect to engaging in social media for the budget process.

 

The Committee suggested that staff look at re-scheduling the October 4th and 5th meeting dates and report back at the September 20, 2011 Council meeting.

 

There was discussion as to whether or not the budget meetings should be advertised on another page other than the Markham page of the Economist and Sun.

 

Moved by Councillor Alex Chiu

Seconded by Councillor Logan Kanapathi

 

1)         That the report dated September 19, 2011 entitled “2012 Budget Schedule” be received; and,

 

2)         That the Budget Committee meetings scheduled for the dates and times below be approved, except for Meeting #2 and #3 and that staff report back with alternate meeting dates:

 

               Meeting #1 – Monday, October 3^rd (3:30 p.m. to 5:30 p.m. – Canada Room)

              

               Meeting #2 – Tuesday, October 4^th (2:30 p.m. to 5:30 p.m. – Canada Room)

 

               Meeting #3 – Wednesday, October 5^th (1:00 p.m. to 4:00 p.m. – Canada Room)

 

               Meeting #4 – Tuesday, October 11^th (1:00 p.m. to 4:00 p.m. – Canada Room)

 

               Meeting #5 – Friday, October 21^st (9:00 a.m. to 12:00 p.m. – Council Chamber)

 

               Meeting #6 – Tuesday, October 25^th (1:00 p.m. to 4:00 p.m. – Council Chamber)

 

               Meeting #7 – Friday, October 28^th (9:00 a.m. to 12:00 p.m. – Council Chamber); and,

 

3)            That initial public input will be sought from meetings with each of the four        communities: Thornhill, Markham, Unionville, and Milliken; and,

 

4)         That the initial public input meeting dates will be confirmed as soon as possible with communications to Council members accordingly; and,

 

5)         That the initial public input meeting presentation be presented at the October 3^rd Budget Committee meeting followed by approval at the October 4^th Council meeting; and,

 

6)         That the Draft Public Meeting Presentation on the Proposed 2012 Budget be presented at the November 14^th General Committee meeting; and,

 

7)         That a public meeting be held on November 16^th to receive public feedback on the 2012 Budget; and further,

 

8)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

8.         WATERMAIN CEMENT RELINING
PROGRAM COMPLETION (5.4)

            Report     Map

 

Moved by Regional Councillor Gord Landon

Seconded by Councillor Colin Campbell

 

1)         That the report entitled “Watermain Cement Relining Program Completion Report” be received.

CARRIED

 

 

9.         IMPLEMENTATION OF LIGHTNING PROTECTION
AND FIRE ALARM SYSTEM AT MARKHAM MUSEUM (6.7)

            Report

 

There was brief discussion regarding the need to replace the all existing fire alarm conduits and the installation of lightning protection system.

 

Moved by Councillor Carolina Moretti

Seconded by Councillor Don Hamilton

 

1.         That the report titled “Implementation of Lightning Protection and Fire Alarm System at Markham Museum” be received; and,

 

2)         That staff be authorized to proceed with Phase I of implementation (replacement of fire alarm system) at the estimated cost of $199,500 with funding from the Life Cycle Replacement & Capital Reserve; and,

 

3)         That Phase II of the implementation (install lightning protection system) at the estimated cost of $240,200 be included in the proposed 2012 Capital budget for consideration with funding from the Life Cycle Replacement & Capital Reserve; and further,

 

4)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

 

10.       REQUEST FROM TORONTO CANADA MOOSE
JR. A HOCKEY CLUB FOR REDUCED RATES
DURING PRACTICE TIME PERIODS. (6.1)

            Report

 

Mr. Marshall Uretsky, President, Toronto Canada Moose Jr. A Hockey Club addressed the Committee requesting that the practice time ice rate be reduced to the same rate charged to the Markham Waxers Jr. A Hockey Club.

 

There was brief discussion with respect to how the Toronto Canada Moose Jr. A Hockey Club contributes back to the community.

 

The Committee discussed the current rates for ice time and whether those rates need to be revised.  Staff advised that they are under going a review of all the recreation rates and fees.

 

Moved by Councillor Howard Shore

Seconded by Councillor Colin Campbell

 

1)         That report “Request from Toronto Canada Moose Jr. A Hockey Club for reduced rates during practice time periods be received; and,

 

2)         That the Toronto Canada Moose Jr. A Hockey Club be charged the Minor Sport Group rate for practice time; and further,

 

3)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

 

11.       CIVIC CENTRE ARTIFICIAL ICE RINK PHASE 2 (6.1)

            Report     Attachment

 

Moved by Councillor Carolina Moretti

Seconded by Councillor Don Hamilton

 

1)         That the report entitled “Civic Centre Artificial Ice Rink Phase 2” be received; and,

 

2)         That Council approve the transfer of surplus funds from the project “Photovoltaic Solar Panel System at 8100 Warden” to fund the Civic Centre Artificial Ice Rink Phase 2 in the amount of $325,286 inclusive of HST, from account number 056-5350-9540-005; and further,

 

3)         That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

NEW BUSINESS

 

12.       THORNHILL VILLAGE FESTIVAL (3.5.3)

 

Councillor Howard Shore and Councillor Valerie Burke advised that the Thornhill Village Festival took place on Saturday September 17, 2011 and was a great success with a large turn out of residents.  There was brief discussion with respect to the Thornhill Village Festival Committee not being permitted to place their sign across Yonge Street.

 

 

13.       AGENDAS (16.0)

 

Councillor Carolina Moretti thanked staff for getting their agendas delivered on Thursday.

 

 

14.       IN-CAMERA & RESTRICTED MATTERS (8.6,8.5, & 11.0)

 

Moved by Regional Councillor Gord Landon

Seconded by Councillor Colin Campbell

 

That, in accordance with Section 239 (2) (a & b) of the Municipal Act, General Committee resolve into an in-camera session to discuss item #1 and #2 and that item #3 be deferred to the September 26, 2011 General Committee meeting (11:36 AM):

 

1)         The security of the property of the municipality or local board.

 

2)         The security of the property of the municipality or local board.

 

3)         Personal matters about an identifiable individual, including municipal or local board employees. (RESTRICTED AGENDA)

 

CARRIED

 

 

Moved by Councillor Valerie Burke

Seconded by Councillor Don Hamilton

 

That the Committee rise from the in-camera session (11:42 AM).

CARRIED

 

 

ADJOURNMENT

 

That the General Committee meeting adjourn at 11:48 AM.