MINUTES
GENERAL
COMMITTEE
2005-12-05
Meeting No. 1
Finance & Administrative Issues Community
Services & Environment Issues
Chair: Councillor
S. Daurio Chair:
Councillor A. Chiu
Vice Chair,
Budget: Councillor D. Horchik Vice Chair, Fire & Emergency Services:
Vice Chair,
IT: Regional Councillor B.
O’Donnell
Regional Councillor J. Heath
Vice
Chair, Recreation & Culture:
Transportation
Issues Councillor J. Webster
Chair: K.
Usman Vice
Chair, Character Community:
Councillor J. Webster
Vice
Chair, Environment Issues:
Councillor E. Shapero
Attendance
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J. Livey,
Chief Administrative Officer
C. Conrad,
Town Solicitor
J. Sales,
Commissioner of Community &
Fire Services
A. Taylor,
Commissioner of Corporate Services
J. Baird,
Commissioner of Development Services
Ms. J.
Carnegie, Director, Corporate
Communications
S. Birrell,
Town Clerk
P. Loukes,
Director, Operations
S.
Taylor, Director,
Strategic Services
J. Lustig,
Director, Financial and Client Services
F. Wong,
Manager, Financial Planning
A. Brown,
Director of Engineering
A.
Mukherjee, Manager, Transportation/
Engineering
B. Labelle,
Committee Clerk
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The General Committee convened at the hour of
9:32 a.m. with Councillor S. Daurio in the Chair.
At 11:35 a.m. Councillor S. Daurio vacated the
Chair and Councillor K. Usman assumed the Chair.
At 11:55 a.m. Councillor K. Usman vacated the
Chair and Councillor S. Daurio assumed the Chair.
1. BLANKET
PURCHASE ORDER EXTENSION - B5-15
VIDOME CONSTRUCTION LIMITED
(CONTRACT # 010-T-05) (7.12.1)
Report
Staff
provided clarification regarding the additional funding necessary to
accommodate anticipated expenditures for the remainder of the 2005 season.
Moved
by Councillor K. Usman
Seconded
by Councillor A. Chiu
That
the report entitled, Blanket Purchase Order Extension – B5-15 Vidome
Construction Limited (Contract # 010-T-05) be received;
And
that Blanket Purchase Order B5-15, for the restoration of concrete curb &
sidewalk, be increased an additional $175,000.00 to accommodate anticipated
expenditures for the remainder of the 2005 season;
And
that the funding available in Capital Accounts (083-6150-6753-005,
050-6150-6615-005, and 050-6150-6208-005) be utilized to cover the cost of
additional concrete works.
CARRIED
2. 2006
INTERIM TAX LEVY AND BY-LAW (7.3)
Report
Moved by Councillor K. Usman
Seconded by Councillor J. Virgilio
That
Council authorize an interim tax levy for 2006;
And
that a By-law be passed to authorize the 2006 interim tax levy.
CARRIED
3. AWARD
OF TENDER 188-T-05 FOR THE CONSTRUCTION
OF THE MARKHAM VILLAGE LIBRARY
EXPANSION
AND RENOVATION (7.12 &
3.19)
Report
Moved
by Councillor K. Usman
Seconded
by Councillor A. Chiu
That
the report entitled “Award of Tender #188-T-05 for the Construction of the
Markham Village Library Expansion and Renovation” be received;
And
that the Tender #188-T-05 for the construction of the Markham Village Library
Expansion and Renovation be awarded to the lowest priced qualified bidder
TORCOM Construction Inc., in the total amount of $7,625,000 exclusive of GST;
And
that a contingency of $381,250
exclusive of GST be established and that the Director of Asset Management or
designate, be authorized to approve change orders up to the contingency amount
with the provision that a monthly statement of these expenditures is forwarded
to the Town Treasurer;
And
that the Markham Village Library Expansion and Renovation project budget in the
total amount of $10,805,370 outlined on page 4 be approved;
And
that funding be provided from the following sources:
PREVIOUSLY APPROVED FUNDING:
Project 5155 $4,350,158
Project 5161 $1,587,397
Project 6317 $1,100,000
Project 6595 $1,100,000
Sub-Total $8,137,555
ADDITIONAL FUNDING:
2006 Capital Proj. 7118 – Markham Village Lib.
Add’l Funding $2,364,500
2006 Capital Proj. 7067 – Markham Village Lib.
Landscaping $100,000
2002 Capital Proj. 4923 – Angus Glen IT
Budget (Surplus Funds) $107,000
Additional Development Charges Reserves $86,684
10% Non-DC Reserve $9,631
Total Funding $10,805,370
And
that the 2006 Capital Budget project #7067, Markham Village Library
Landscaping, in the amount of $100,000, and 2006 Capital Budget project #7118,
Markham Village Library Expansion & Renovation Additional Funding in the
amount of $2,364,500 be pre-approved;
And
that the award for Markham Village Library Expansion and Renovation project
furniture, fixtures and equipment in the amount of $741,405 be made in
accordance with the Purchasing By-Law 2004-341;
And
that the award for Markham Village Library Expansion and Renovation project
collections, in the amount of $1,144,600 be made in accordance with the
Purchasing By-Law 2004-341;
And
that the Mayor and Town Clerk be authorized to enter into an agreement with
TORCOM Construction Inc. in a form satisfactory to the Town Solicitor;
And that any minor adjustments resulting from the reduction of the
contingency from 5.58% to 5% be left to staff to amend as applicable;
And that a monthly report on all over-runs be taken to the Building and
Parks Committee, the General Committee and Council for information.
CARRIED
4. TOWN OF MARKHAM VOLUNTEERISM (12.2.6)
Report
Ms. J.
Carnegie, Director, Corporate Communications, delivered a presentation on
Volunteerism in the Town of Markham. Staff
clarified that the part-time, contract Volunteer Coordinator’s position will be
conditional upon corporate sponsorship. There was discussion as to the
contribution from Information Markham. Members noted that a more extensive
volunteer program will have a measurable effect on the quality of services the
Town provides.
Moved
by Councillor A. Chiu
Seconded
by Councillor J. Webster
That the
report entitled Town of Markham Volunteerism
prepared by the Director, Corporate Communications, dated December 5, 2005 be
received;
And that the
following recommendations be adopted:
- That a part-time, contract Volunteer
Coordinator be appointed to oversee new initiatives to generate an
increased level of volunteerism in Markham upon
confirmation of full sponsor
or partnership funding. The coordinator will network with businesses and
not-for-profit organizations, introducing businesses to not-for-profit
organizations requiring support. An area of focus would be the
identification of strong candidates to join not-for-profit boards of
directors;
- That the Town of Markham host
two meetings a year for the senior managers of not-for-profit
organizations to network and discuss common concerns and challenges;
- That a focus be put on finding volunteer
opportunities for new Canadians, especially those with professional
training and qualifications, to provide Canadian work experience that will
help them compete more effectively in the job market;
- That, with the support of the Markham
Board of Trade, The Chinese business associations and other business
associations, Markham’s major corporate organizations (such as IBM,
American Express or Motorola) be asked to present information about their
corporate volunteerism programs to other Markham-based businesses,
encouraging them to develop similar programs;
- That the Town of Markham
encourage partnerships between Markham-based businesses and not-for-profit
organizations to enhance existing programs supported by volunteers or to
make new programs possible. It is also recommended that an annual award be
established to recognize partnering organizations for the community
benefits achieved through their partnerships;
- That the Town of Markham
communicate the need for volunteers and promote Markham-based volunteer
opportunities through both existing communications vehicles and new
materials designed to support the goal of increased volunteerism. It is
also recommended that the services provided by Information Markham be
included in these communications;
- That the Town of Markham track
the impact of its focus on volunteerism by gathering year-over-year
statistics on the number of volunteers working within the community and
the number of volunteer hours contributed
- It is recommended that the salary of a
Volunteer Coordinator and the costs for communications materials be
supported through corporate partnership or sponsorship.
CARRIED
5. REVISED
TOWN OF MARKHAM HALLS -
ALCOHOL POLICY (3.21)
Report 1
Staff
advised that there have been no serious problems with respect to alcohol in
Town facilities.
Moved
by K. Usman
Seconded
by G. McKelvey
That
the report entitled Revised Town of Markham
Halls – Alcohol Policy be received;
And
that Council approve the addition of new facilities as outlined in the report;
And
that in the future staff be authorized to add new facilities to the policy as
they open to the public;
And
further that the Town of Markham Halls – Alcohol Policy be revised to reflect
these changes
CARRIED
6. ANTI-WHISTLING
STATUS REPORT (5.0)
Report 1 2 3
Moved
by Deputy Mayor Scarpitti
Seconded
by Councillor B. O’Donnell
That
the report dated 2005-Dec-05 and entitled Anti-whistling Status
Report be received;
And
that GO Transit be requested to finalize options for the installation of safety
gates at the Eureka Gate at-grand crossing in consultation with the Town and
impacted property owners as part of their current contract for gate
installation along the Uxbridge Subdivision;
And
that staff from Legal Department and Finance Department in consultation with
staff from Engineering Department review and report back on the costs, risks
and implications to the Town of Markham with respect to GO Transit’s
requirement for third party liability if “anti-whistling” is to be pursued;
And further that the Town convene a meeting with the General Manager of
GO Transit and representatives of the Region of York to discuss the fact that the Town considers it
unacceptable to await any elimination until the completion of all gates.
CARRIED
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Other
matters considered by General Committee at its meeting on December 5, 2005
7. 146-R-04
INDOOR SOCCER FACILITY (6.4)
Mr. S.
Taylor, Director, Strategic Services, presented
an overview of the proposal for a private/public partnership to construct an Indoor Soccer Facility in the Town of Markham. There was discussion regarding available
funding sources for the project. Members discussed the option of a private/public
partnership and requested clarification as to how the preferred partner was
selected. The Committee noted concerns as to whether adequate input was
received from user groups and the soccer clubs in Markham.
The
Committee noted several areas in which further consideration is necessary
before the Town can enter into this private/public partnership. Members
requested that staff provide a detailed financial analysis, review the
possibility for underwriting the borrowing and determine the probable rental
rates if the project were to move forward. The Committee also recommended that
staff review particulars regarding maintenance of the building and its eventual
disposal. Recommendations were made to examine the benefits that may be
achieved by the Town assuming ownership of the building. Members discussed the
potential for Markham Enterprise’s Corporation to assume responsibility for
this facility and requested that the tax implications for this option be
examined.
Moved
by Councillor K. Usman
Seconded
by Councillor J. Virgilio
That
the report entitled “146-R-04 Indoor Soccer Facility” be received;
And the issue be referred to a workshop for discussion early in
January;
And that staff arrange a tour of two or three similar facilities.
CARRIED
8. FIVE YEAR PRESENTATION TO CAO (12.2.6)
Mayor Cousens
presented Mr. J. Livey, CAO, with a gift recognizing his fifth year of
employment with the Town of Markham.
9. FEDERAL ELECTION SIGNS (2.16 &
14.0)
The
Committee raised concerns with respect to signage in place for the upcoming
Federal Election. Ms. S. Birrell, Town Clerk, advised that all candidates had
been contacted, were registered and had submitted their $200 deposit to the
By-law Department. It was noted that Federal Election signs are permitted once
the Election date is declared. Ms Birrell informed Members that all Federal
campaign offices had been contacted and briefed on the municipal regulations
associated with posting Election signs throughout the Town. She indicated that
a number of signs illegally posted in Ward Eight (8) were confiscated over the
weekend. It was also noted that enforcement will be undertaken on Regional
roads if necessary and that additional assistance from the Roads Departments
would be appreciated.
10. 2005
UNITED WAY CAMPAIGN
– TOWN OF MARKHAM (12.2.6)
Mr. J. Livey, CAO, acknowledged staff who
contributed to the success of the 2005 United Way
Campaign. Ms. A. Pozywiak forwarded thanks to everyone for their generosity and
dedication.
Moved by Mayor D. Cousens
Seconded by Councillor K. Usman
That special thanks be extended to Ms. Anne
Pozywiak, Employee Campaign Chair of the 2005 United Way
Campaign, and all members of the Committee and Canvassers for raising in excess
of $92,000.00 for the United
Way.
CARRIED
11. GAS
TAX PRESENTATION (7.0)
Mr. J. Lustig,
Director, Financial and Client Services, delivered a presentation on the
Federal Gas Tax Revenue which detailed eligible and ineligible projects as defined
by the Municipal Funding Agreement (MFA). Staff also made recommendations as to
which projects the Town of Markham could fund
through Gas Tax Revenues.
Moved
by Councillor K. Usman
Seconded
by Regional Councillor B. O’Donnell
That
the presentation by Mr. J. Lustig, Director, Financial and Client Services, regarding
the Municipal Funding Agreement Transfer of Federal Gas Tax Revenue be
received.
CARRIED
12. REVENUE
SHARING – WASTE
DIVERSION ONTARIO (5.1)
Report
Moved by
Councillor D. Horchik
Seconded by
Councillor K. Usman
That
the report titled Waste Diversion Ontario (WDO) Funding
Distribution be received;
And
that the Region be requested to calculate Markham’s 2006,
2007 and 2008 WDO payments based on a distribution formula that rewards program
performance and diversion achieved.
CARRIED
13. UPDATE
ON CHINESE NEW YEAR CELEBRATION (3.5)
Mr.
J. Sales, Commissioner, Community and Fire Services, informed the Committee
that staff had met with Chinese New Year Celebration organizers to arrange for
the additional space necessary to hold the event at the Markham Civic Centre.
Moved
by Councillor K. Usman
Seconded
by Councillor A. Chiu
That
the update from Mr. J. Sales, Commissioner, Community and Fire Services, be
received.
CARRIED
14. PETITION
TO CLOSE WALKWAY LEADING FROM
BAYLAWN DRIVE TO FEATHERSTONE
ROAD (5.20)
Mr. Baldev, Mehta, 47 Baylawn Drive, Markham was in attendance to request the
closure of the walkway from Baylawn Drive to Featherstone Road. He advised that people are
loitering in the walkway and creating a nuisance for neighbours in the area.
Mr. Mehta noted that all but one neighbour signed a petition to appeal for the
closure of the walkway.
The Committee acknowledged receipt of several
complaints from residents on this issue. Mr. P. Loukes, Director, Operations, noted that the walkway works as an overland
flow route allowing for draining of storm water.
Moved by Councillor K. Usman
Seconded by Councillor A. Chiu
That a petition brought forward by Mr. Baldev
Mehta, 47 Baylawn Drive, Markham, L3S 2R9 with fifty (50) names in support
of closing the walkway from Baylawn Drive to Featherstone Road be received and referred to staff
for further investigation.
CARRIED
There
was consensus to post signage on the site indicating that the walkway may be
closed.
15. MINUTES
– AUDIT COMMITTEE
NOVEMBER 21, 2005 (16.0)
Minutes
The Committee noted concerns with respect to
attendance at Advisory Committee Meetings. Staff agreed that a report
identifying absenteeism will be forthcoming.
Moved by Councillor K. Usman
Seconded by Councillor J. Virgilio
That
the minutes of the Audit Committee meeting held on November 21, 2005 be received.
CARRIED
16. MINUTES – MARKHAM RACE RELATIONS
COMMITTEE – OCTOBER 3, 2005
(16.10)
Minutes
Moved by Councillor K. Usman
Seconded by Councillor J. Virgilio
That
the minutes of the Markham Race Relations Committee meeting held on October 3, 2005, be received.
CARRIED
17. MINUTES – MARKHAM
CONSERVATION
COMMITTEE – OCTOBER 27, 2005 AND
NOVEMBER 24, 2005 (5.7)
Oct. Nov.
Moved by Councillor K. Usman
Seconded by Councillor J. Virgilio
That
the minutes of the Markham Conservation Committee meetings held on October 27, 2005 and November 24, 2005 be received.
CARRIED
18. MINUTES
– MARKHAM ADVISORY COMMITTEE ON
ACCESSIBILITY – NOVEMBER 16,
2005 (3.0)
Minutes
Moved by Councillor K. Usman
Seconded by Councillor J. Virgilio
That
the minutes of the Markham Advisory Committee on Accessibility meeting held on November 16, 2005, be received.
CARRIED
19. MINUTES
– ENVIRONMENTAL ISSUES COMMITTEE
– NOVEMBER 2, 2005 AND NOVEMBER 7, 2005 (3.0)
Minutes
Moved by Councillor K. Usman
Seconded by Councillor J. Virgilio
That
the minutes of the Environmental Issues Committee meeting held on November 2, 2005 and November 7, 2005, be received.
CARRIED
20. ABEYANCE LISTS – COMMUNITY SERVICES
AND ENVIRONMENT, FINANCE AND ADMINISTRATIVE
AND TRANSPORTATION (3.0, 7.0, 5.0)
Moved
by Councillor D. Horchik
Seconded
by Councillor J. Virgilio
That the list
of items pending as of November 21, 2005 relating to all matters concerning
Community Services and Environment, Finance and Administration and
Transportation be received.
CARRIED
21. TOURISM MARKHAM (12.2.6)
There was
discussion relating to a matter on the Finance and Administrative Abeyance list
entitled Information Markham – New Tourism Markham Committee
in which it was clarified that the Town had not adopted a position or hired
staff to enhance Information Markham’s service as a tourist information bureau.
Staff noted that a report previously requested by Council on Tourism Markham
will be forthcoming in January.
ADJOURNMENT
The meeting of General Committee adjourned at the hour of 12:15 p.m.