GENERAL COMMITTEE
March 29, 2010
Meeting
No. 9
Finance & Administrative
Issues Community
Services Issues
Chair: Reg.
Councillor J. Virgilio Chair:
Councillor
A. Chiu
Chair, Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues
Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Councillor
E. Shapero
Chair:
Grants Sub-Ctte: Councillor V. Burke
Alternate formats are available upon request.
Attendance
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C. Conrad, Town
Solicitor
J. Baird,
Commissioner of Development Services
A. Taylor,
Commissioner of Corporate Services
R.
Borooah Town Architect
A. Brouwer, Deputy
Clerk
M. Creighton,
Director of Recreation
L. Irvine, Manager Parks & Open Space
Development
P. Loukes, Director
of Operations
J. Lustig, Treasurer
S. Manson, Manager,
Tax and Assessment Policy
A. Moore, Manager of
Purchasing
P. Wealleans, Director of Taxation
V. Siu, Acting
Manager Financial Planning
E. Ting, Manger of Waterworks
K. Bavington,
Committee Clerk
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The General Committee convened at the hour of 9:02 a.m. with Regional
Councillor J. Virgilio in the Chair for Finance and Administrative related
items; and for Building, Parks, and, Construction related items.
DISCLOSURE OF PECUNIARY INTEREST
None disclosed.
1. PROPERTY TAX RELIEF –
MARKHAM SENIORS (7.3)
Mr.
Sydney Sokoluff made a deputation, urging the Committee to support property tax
relief for Markham seniors in an amount larger than the staff recommendation.
Moved by Regional Councillor G.
Landon
Seconded by Deputy Mayor J.
Heath
1) That
the deputation by Mr. Sydney Sokoluff, resident, regarding property tax relief
for Markham seniors be received.
CARRIED
2. 2010 COUNCIL & COMMITTEE
MEETING SCHEDULE (16.23)
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1) That the 2010
Council & Committee Meeting Schedule (from September to December) be
approved.
CARRIED
3. MINUTES
OF THE FEBRUARY 22, AND
MARCH 1, 2010 GENERAL COMMITTEE (16.0)
February
22 March
1
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1) That
the Minutes of the February 22, and March 1, 2010 General Committee be
received.
CARRIED
4. MINUTES
OF THE FEBRUARY 22, 2010
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1) That
the Minutes of the February 22, 2010 Markham Public Library Board be received.
CARRIED
5. MINUTES
OF THE JANUARY 13, 2010
FRIENDS OF THE MARKHAM MUSEUM BOARD (16.0)
Minutes
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1) That
the Minutes of the January 13, 2010 Friends of the Markham Museum Board be
received.
CARRIED
6. MINUTES OF THE FEBRUARY 18, 2010
CYCLING AND PEDESTRIAN
COMMITTEE (16.0)
Minutes
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1) That
the Minutes of the February 18, 2010 Cycling and Pedestrian Committee be
received.
CARRIED
7. MINUTES
OF THE MARCH 8, 2010
GRANTS SUB-COMMITTEE (16.0)
Minutes
This item
was discussed in conjunction with Agenda Item # 14, a grant request by the
Unionville BIA for the Unionville Bandstand.
Phil Howes,
Manager of the Markham BIA spoke in support of the recommendation of the
Celebrate Markham Grants Sub-committee, and stated that it recognizes and
enhances the relationship between the Town and the BIAs. The events being
supported help to raise awareness of the Markham Heritage District. Mr. Howes
requested that the grants be increased, as they have not kept up to the growth
of the population. In response to questions, Mr. Howes advised that eight
events will be held this year, double the number from 2007, and that both BIAs
work with very small levy bases. The Markham BIA operating budget for 2010 is
$290,000, and they have requested $75,000 from the Town which is half of the $150,000
that has to be raised.
Tracy McKinnon,
representing the Unionville BIA requested $6,500 to fund the Old Tyme Christmas
event, as it is a significant cultural and historical event that attracts many
people. Discussions included the similarities of the Markham and Unionville
Christmas parades. Ms. McKinnon described other UBIA events and the Bandstand
program, which has produced over 1,000 events free to the public showcasing
local artists. This program is described in the $20,000 funding request listed
under Agenda Item # 14. This amount would be matched by the UBIA, and include
the cost of a coordinator. Town staff also provide assistance by delivering and
setting up the chairs.
Greg McCormack,
President of the UBIA questioned why the Old Tyme Christmas Parade received a
grant last year, but not this year. He suggested that the application process
should be clarified, and that funding should be perpetuated. The BIAs work hard
to provide services and hold festivals for the Town. The recommendation is to
split $25,000 between both BIAs.
The Committee
questioned staff on the grants process and the minutes of the Grants Sub-committee
meeting with respect to the Olde Tyme Christmas Parade. With respect to the
Markham BIA’s request for $75,000, which resulted in the Sub-committee recommendation
to increase the grants budget by $25,000, it was suggested that Council should
be discussing this matter in more depth.
The Committee
debated the allocation of grant funding, at length. Comments included:
-
Should there be only one Santa
Clause/Christmas parade, similar to the one Canada Day event, or should the
Town be prepared to fund several similar events as a result of the precedent
that will be set;
-
An examination of the
relationship between the BIA’s and the Town would be beneficial, before funding
decisions are made;
-
A review of Town, volunteer,
staff, and service club involvement is also necessary;
-
Service clubs sometimes run
events, and this should be encouraged (i.e.
the Rotary Club runs the Markham Santa Claus Parade);
-
When is it appropriate for
outside organizations to call on the assistance of Town staff;
-
Many community events are
supported by public fundraising, not Town grants. It was noted that Trillium Fund
grants could be used to learn how to fundraise;
-
Proper criteria and clarification
is needed on the grant application forms and processes.
A member of the Grants Sub-committee advised that the Sub-committee
is working to establish a criteria and clarify the application process;
-
Options are to cap the grants
funding and allocate it between the applicants, or to raise the budget. A
budget increase equal to $1 per resident was suggested.
Staff advised that
$1,000 has been granted to Fiesta Canada, leaving $7,500 remaining in the
grants budget. The Committee considered allocating $6,500 to the Old Tyme
Christmas Parade.
The Committee
questioned the UBIA on whether the current recommendation of $12,500 would be
sufficient to enable the Bandstand activities to continue. Ms. McKinnon
responded that a $20,000 share from the town, matched by the BIA for a total
cost of $40,000, is required for the full concert series. If only $12,500 is
received, it would be used to fund the many other events. The Christmas event
would be supported by the proposed separate grant of $6,500.
Mr. Howes noted
that the Markham BIA has been expanding their sponsorship and investment base, and
the levy has been increased by 6%, however, some functions may have to be cut
due to the funding amount. Staff were requested to research the levy of the BIAs
and compare them to other municipalities.
The Committee
directed that a workshop on the relationship between the Town and the BIAs be
held in the near future, and that grant funding be addressed at the workshop. It
was noted that the 2010 funding needs to be confirmed as soon as possible to
allow the BIAs to plan for the summer season.
The Committee
thanked the BIA representatives for their deputations and for their work in the
community.
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That a Celebrate Markham
grant in the amount of $6,500 be allocated to the Unionville BIA for the Unionville Olde Tyme Christmas Parade.
CARRIED
Moved by Regional
Councillor G. Landon
Seconded by
Councillor V. Burke
2) That a Council workshop
be held regarding the relationship between the Town and the Markham and Unionville BIAs, including funding requests;
3) And that staff bring
forward a report from the discussions at the workshop, to General Committee by May, 2010.
CARRIED
Moved by Mayor F.
Scarpitti
Seconded by Regional
Councillor G. Landon
4) That the Minutes of the March 8, 2010
Grants Sub-Committee be received; and,
5) That
Council endorse the following resolution from the March 8, 2010 Grants Sub-
Committee meeting: “That a 2010 Celebrate Markham grant in the amount of $1,000
be allocated to Fiesta Canada, subject to receipt of the appropriate financial
documents”; and
6)
That the resolution from the March 8, 2010 Grants Subcommittee “That an
extra $25,000, over and above the Celebrate Markham budget for 2010, be
allocated to the BIA’s for tourist events; ($12,500 to the Unionville BIA, and
$12,500 to the Markham BIA)” be referred to the Council workshop; and further,
7)
That the correspondence from Regional Councillor Joseph Virgilio and
Councillor Don Hamilton requesting a $20,000 Celebrate Markham Grant to support
the Unionville BIA Bandstand concert series, be referred to the Council workshop.
CARRIED
8. PROCESS AND STATUS
OF THE
WATERWORKS SERVICE FEES
IMPLEMENTATION (5.3 & 7.0)
Report 1
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1)
That the report titled “Process and Status of the Waterworks Service
Fees” be received; and,
2)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
9. MUNICIPAL
FUNDING AGREEMENT
FOR GAS TAX ALLOCATION (7.0)
Report 1 2
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1)
That the report dated March 29,
2010 entitled “Municipal Funding Agreement for Federal Gas Tax Allocation” be
received; and,
2)
That a By-Law be enacted
granting authority to the Mayor and Clerk to sign the “Amending Municipal Funding
Agreement” between the Town of Markham and the Association of Municipalities of
Ontario (AMO); and further,
3)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
10. STAFF AWARDED CONTRACTS FOR
THE MONTH OF FEBRUARY 2010 (7.12)
Report
Contract 351-T-2010, Supply and Installation of Recycling Moloks:
The Committee
discussed the use of recycling moloks. Peter Loukes, Manager of Operations
responded with respect to storage capacity and pick-up cycle of the various
containers being used in the recycling program and advised that the moloks will
not be used for the 3-stream program at this time. The Committee requested that
staff review the progress of recycling outside the home with respect to what has
been accomplished and how the Town is proceeding, as well as an audit of the
contents of garbage containers, particularly for poop-and-scoop in Pomona. A
staff report was requested for General Committee or the Environmental Issues Committee
in the fall of 2010.
353-Q-09 Engineering Consulting Services for Looping and
Disconnection of Existing Watermains:
The Committee had
questions regarding the extent of the project. Ernie Ting, Manger of Waterworks,
responded that the contract is for the first phase, for design. There are
currently 100 required, and staff are trying to find other solutions to reduce
that number. A report will be presented to the Committee later in the year.
005-S-10 Supply and Delivery of Two Sanitary Pumps for the Calvert
Road Lift Station:
The Committee noted
that the pumps are subject to blockage from debris rather than defects, and have
not reached their life potential, and questioned whether the Town sells or scraps
them. Peter Loukes advised that the mechanism may be obsolete, and he will
provide a response to the Committee by e-mail.
389-S-09 Advertising Services for 2010 Markham Economist and Sun:
The Committee
noted the increasing budget for this item and discussed alternate methods of
public notification. Corporate Communications was requested to investigate electronic
notice boards.
Moved by Deputy
Mayor J. Heath
Seconded by Councillor
E. Shapero
1) That the report entitled “Staff Awarded
Contracts for the Month of February 2010” be received; and,
2) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution
CARRIED
11. MARKHAM FOOD BANK
FUNDING REQUEST (7.6)
Report 1
The Committee
indicated support for the Food Bank, and discussed the quantity anticipated to
be raised. It was noted that Markham has the largest number of lower income residents
in York Region, and that the Food Bank needs an organized donation campaign. Other
options to assist the program were discussed, such as proving staff support or
funding from the Grants Sub-committee.
The Commissioner
of Corporate Services was directed to e-mail the 2009 Actuals figures to the
Committee.
Moved by Councillor
J. Webster
Seconded by Councillor
D. Hamilton
1) That this report be
received for information; and,
2) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
12. CONTRACT EXTENSION OF REQUEST
FOR PROPOSAL (RFP) # 061-R-09 CONSULTING
SERVICES FOR FACILITY PROJECT MANAGEMENT
AND SPACE PLANNING (7.12.1)
Report
Staff advised that
due to the new electronic report process system, Sharepoint, the reports appear
in the agenda without signatures, but gave assurances that the appropriate
staff have approved the reports. The Committee requested that an indication of
the approval be provided.
With respect to
the contract, staff advised that the actual amount paid will be based on the
amount of work, if any, that is performed.
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1)
That the report entitled
“Contract Extension of Request for Proposal (RFP) # 061-R-09 “Consulting Services for Facility Project Management and
Space Planning” be received; and,
2) That
the contract for RFP# 061-R-09 “Consulting Services
for Facility Project Management and Space Planning” be extended with
Mayhew Associates for two (2) additional years (May 1, 2010 to April 30, 2012)
in the estimated annual amount of $200,000 exclusive of GST; and,
3) That the
Director of Asset Management and the Manager of Purchasing be authorized to
exercise the option to renew contract 061-R-09 for an additional 2 years from
(May 1, 2012 to April 30, 2014) with a labour price increase of 5% for period
from May 1, 2013 to April 30, 2014, subject to performance and budget approval;
and,
4) That the 2010 award be funded from the Facility Assets Department 2010 Operating budget
account number 750-101-5399-10247 in the amount of $200,000.00; and,
5) That Staff be authorized to amend the
purchase order in years 2011-2014 to reflect changes to the annual Corporate
accommodation Operating budget by Council during the annual budgeting process;
and further,
6) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
13. 028-S-10 PURCHASE OF EQUIPMENT FOR
THORNHILL AND MILLIKEN MILLS
LIBRARIES (17.12.3)
Report
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1)
That the Report entitled
“028-S-10 Purchase of Equipment for Thornhill and Milliken Mills
Libraries” be received; and,
2)
That staff be authorized to
issue a Purchase Order to 3M Canada Company for one (1) FX 9-bin book sorter
with patron and staff induction, and two (2)
7410 V-series SelfCheck units with corian tops, for Thornhill Community
Branch (Infrastructure Project) in the amount of $ 292,626 (including freight,
installation and applicable taxes); and,
3)
That staff be authorized to
issue a Purchase Order for 3M equipment for Milliken Mills Branch for two (2)
RFID/Barcode enabled 7410 V-series Self check units with corian tops, three
(3) 946 RFID staff workstations and one
(1) 803 digital library assistant handheld unit, in the amount of $ 111,726 (including freight, installation
and applicable taxes); and,
4)
That the tendering process be
waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7, Non
Competitive Procurement, “Where there is only one source of supply for the
goods to be purchased”; and “When the extension of an existing contract would
prove more cost-effective and beneficial”; and,
5)
That the award for Purchasing of equipment for the Thornhill branch in
the amount of $292,626 be funded from the 2010 Capital
Budget #070-5350-9515-005 Thornhill Community Centre and Library Renovation
Stimulus Project; and,
6)
That the award for Purchasing
of equipment for Milliken Mills Branch
in the amount of $111,726 be funded from the 2010 Capital Budget
#049-6150-10078-005, the 3M Equipment Life Cycle Replacement Phase 2 of 3; and,
7)
That upon approval of the
yearly operating budget, an annual amount of $27,425.25 be budgeted for a 5
year service plan out of the ITS Operating Budget #400-404-5360 following the
expiry of the one year warranty period., and further
That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
14. STATUS OF CAPITAL
PROJECTS AS
OF DECEMBER 31, 2009 (7.0)
Report 1
Moved by Councillor V.
Burke
Seconded by Councillor J. Webster
1)
That the report entitled
“Status of Capital Projects as of December 31, 2009” be received; and,
2)
That $1.12M from closed capital
projects be transferred to the sources of funding as listed on Exhibit A; and,
3)
That $200,000 be transferred
from the Waterworks Stabilization/Capital Reserve account to fund the
Relocation of Waterworks Operations from Miller Avenue to 8100 Warden Avenue
(account # 053-5350-9502-005); and,
4)
That the Capital Budget Control
Policy section 3.1 be amended to grant authority to Staff to approve funding
transfers (within limits defined in Expenditure Control Policy section 6.03);
and,
5)
That the Capital Budget Control
Policy section 3.2 be amended to grant authority to the CAO to approve refinements
to activities within approved scope of the project; and,
6)
That the Capital Budget Control
Policy section 3.3 be amended to grant authority to the Treasurer to approve
project consolidations, as long as the projects involved are of a similar
scope; and,
7)
That the CAO be delegated
authority to make any future administrative changes to the Capital Budget
Control Policy; and further,
8)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
15. DELEGATION OF AUTHORITY
TO EXECUTE RELEASE BETWEEN
THE
TOWN AND SUNCOR ENERGY INC.
SANITARY
SEWER EXTENSIONS IN
THORNHILL
AREA (CONTRACT 144-T-09) (8.0)
Report 1
Staff advised that
this item requires further investigation and is deferred for approximately one
month.
16. PROPERTY TAX RELIEF –
MARKHAM
SENIORS (7.3)
Report
Paul Wealleans, Director of Taxation,
stated that staff have reviewed the proposal for property tax relief for
seniors, and discussed the options. He advised that the Vaughan, Newmarket and
Richmond Hill provide grants of up to $290.00 per household. A tax grant of
$200 per eligible Markham household would result in a cost of $615,400 in 2011.
Staff are looking for direction for the 2011 budget.
In response to questions, staff advised
that:
-
the rate increase would be
linked to the Markham tax rate increase
-
York Region will not initiate a
tax relief program unless all nine municipalities are interested
-
the costs are significantly
different between Vaughan and Newmarket, because Vaughan’s program has been in
existence for many years and Newmarket started just two years ago
-
the criteria for eligibility
would be residents who receive the Guaranteed Income Supplement (GIS), as
confirmed by the Federal government
The program would involve a significant
cost and would require a phase-in stage. It was suggested that $200 per
household would not make a significant impact on an average $4,000 tax bill.
The existing tax deferral program for seniors would have more benefit. The
proposal would not provide a benefit for renters. The Committee considered that
the Town should be advocating for a Regional or Provincial programs.
The Committee requested a 10-year projection
of the cost, in consideration of the shifting demographic for seniors, and that
staff review, besides municipal programs, possible programs to determine if
there are any recommendations that can be made to the Province.
It was noted that the report identifies an individual,
and staff advised the report will be amended prior to being presented to
Council.
Moved by Mayor F.
Scarpitti
Seconded by Councillor
D. Horchik
1) That this report be received for
information; and
2) That staff review possible programs, besides municipal
programs, to determine if there are any recommendations that can be made to the
Province, including changes to existing programs; and further,
3) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
Report 1
Linda Irvine, Manager Parks & Open Space
Development, gave a presentation on the updated proposal for the Angus Glen facility. Ms.
Irvine displayed site plans and floor plans, and advised that the structure
will be built into the grade, resulting in two levels of access from two separate
parking lots. Discussions included soils, groundwater, and grading issues, and
the commencement of the Phase I parks work for the parking lot and associated
landscaping.
Staff have consulted with the Town’s
Tennis Club on this project, and have sought input from two Aboriginal groups
as required by the Province.
With respect to cost, an additional
$291,000 is being requested, for a total budget of $2.595 mil, including the Phase
I parks work budget of $604,000 from the existing capital budget. The Committee
requested that for clarification and transparency, that the parks work be
separated out, as it was already allocated for work to be done, and that future
presentations reflect this clarification. Development Charge funding for the
parks program was discussed.
Staff are seeking final approval
for the site plan, building plans, and elevations; authorization to proceed with
the tender; delegated authority to the CAO to award the construction tender; and
delegated authority to the Director of Planning and Urban Design for site plan
approval. The target completion date is March 2011.
Staff advised of a financial
issue related to the primary manufacturer of the roof, and will work with Finance
and Purchasing staff to assess the risks. Alternatives will be explored and the
Committee will be advised further. With respect to potential delays to the
project, staff advised that Ministry can provide for RInC funding extensions.
A concern was expressed that
the access on the upper level will be used as the main entrance instead of the
intended main entrance on the lower level. The Committee requested that the
roof line be adjusted to provide a cleaner design and that the ribbing frame be
white, if feasible. Other topics discussed were the provision of signage to
outline the sustainability features of the structure, and the use of the
washrooms by field event participants.
Moved by Councillor D. Horchik
Seconded by Councillor C.
Moretti
1) That the report dated March 29, 2010 and entitled “Angus Glen Indoor
Tennis Structure and Clubhouse Update (RInC/Ontario REC Funding)” be received;
and,
2)
That the attached final Site Plan, Building Plans and
Elevations for the Angus Glen Indoor Tennis Structure and Clubhouse, as
presented herein, be approved; and,
3)
That staff proceed with the
preparation of working drawings and tender documents, tendering and tender
award as required for the construction of the Angus Glen Indoor Tennis
Structure and Clubhouse and associated landscape works; and,
4)
That the Chief Administrative
Officer (CAO) be delegated authority to award the construction tender to the
successful bidder provided that the project is within budget or can be made to
come within budget through selected scope changes and corresponding price
adjustments ; and,
5)
That an appropriate
construction contingency and consulting services contingency (to a maximum of
15%) be identified in the Contract Award Report provided that the all approved
project costs including tender award and the contingency amounts do not exceed
the allocated budget for this project; and,
6)
That the Manager of Parks and
Open Space Development be authorized to approve the expenditure of the
contingency amounts up to the specified limit and in accordance to the
expenditure control policy of the Town and a monthly status be provided to the
Town Treasurer; and,
7) That the Director of
Planning and Urban Design, or designate, be delegated authority for Site Plan
Approval; and,
8) That additional funding in the amount of $291,000 be provided to
this project for identified soils, groundwater, and grading issues, and funded
from the Park Development Development Charges (DC) Reserve Fund in the amount
of $261,900 (90% of $261,900) and from the Capital Contingency budget in the
amount of $29,100 (10% of $291,000); and,
9) That the Commissioner of Community and Fire Services be authorized
to reallocate the budgeted funds within this project as required, and for
approved project purposes as identified by the Manager of Parks and Open Space
Development, such that the total expenditures do not exceed the total approved
budget; and further,
10)
That staff be authorized and directed to do all things
necessary to give effect to this
resolution.
CARRIED
18. 2010 CELEBRATE
MARKHAM
GRANT (16.0)
Correspondence
This item, a
$20,000 grants request for the Unionville Bandstand program, was discussed in
conjunction with Agenda Item # 6, the recommendation of the Grants Sub-committee,
and was referred for further discussion at an upcoming Council workshop.
Moved by Mayor F.
Scarpitti
Seconded by
Regional Councillor G. Landon
1)
That the correspondence from
Regional Councillor Joseph Virgilio & Councillor Don Hamilton regarding the
Celebrate Markham Grant be received and referred to a Council
workshop.
CARRIED
19. NEW
BUSINESS
Regional
Councillor J. Jones requested authorization for travel expenses for a one-day
trip to Chicago, to meet with Consultants on issues relating to the Langstaff transit
hub, Markham Centre, and the Hydro corridor.
Moved by Regional
Councillor G. Landon
Seconded by Deputy
Mayor J. Heath
1) That
authorization be granted to Regional Councillor J. Jones for a one-day trip to Chicago to meet with consultants, with
travel expenses to be paid from his discretionary
budget.
CARRIED
ADJOURNMENT
The General Committee
meeting adjourned at 1:26 PM.