GENERAL COMMITTEE
March 28, 2011
Meeting No. 10
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
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Catherine
Conrad, Town Solicitor
Brenda
Librecz, Commissioner of Community & Fire Services
Andy
Taylor, Commissioner of Corporate Services
Andrew
Brouwer, Deputy Clerk
Joel Lustig,
Treasurer
Alex Moore, Manager
of Purchasing
Andrea Tang, Manager Financial Planning
Biju Karumanchery,
Senior Development Manager
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at 9:03 AM with Councillor Logan Kanapathi
in the Chair.
DISCLOSURE OF
INTEREST
None disclosed.
1. MINUTES OF THE MARCH 21,
2011
GENERAL COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Jim Jones
Seconded
by Councillor Alan Ho
1) That the Minutes of the March 21, 2011
General Committee be confirmed.
CARRIED
2. MINUTES OF THE JULY 5, 2010
COUNCIL WORKSHOP SUMMARY
- BUSINESS IMPROVEMENT AREAS (16.0)
Minutes
The Committee inquired when the BIA budget
will be considered by Council. Staff
indicated that they anticipate the report outlining the BIA budget will be
available by late April 2011.
Moved
by Councillor Don Hamilton
Seconded
by Regional Councillor Gord Landon
1)
That the Minutes of the July 5,
2010 Council Workshop Summary- Business Improvement Areas be confirmed.
CARRIED
3. STAFF AWARDED CONTRACTS
FOR THE MONTH OF FEBRUARY 2011 (7.12)
Report
There was brief
discussion regarding the "internal project management fee 9%."
The Committee
discussed the rationale for Excess Workers Compensation Insurance and suggested
that the continuation of the insurance coverage be considered during next years
budget discussions.
There was discussion
with respect to the "Roof Replacement for Various Town Facilities"
and requested that staff forward the specifications on all the roof projects to
Members of Council.
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Gord Landon
1) That the report
entitled “Staff Awarded Contracts for the Month of February 2011” be received;
and,
2) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
4. AWARD OF CONTRACT 254-R-10,
EAST MARKHAM PUBLIC LIBRARY
-LIBRARY COLLECTIONS (7.12.3)
Report
Moved by Regional
Councillor Gord Landon
Seconded by Regional
Councillor Jim Jones
1) That the report
entitled “Award of Contract 254-R-10, East Markham Public Library - Library
Collections” be received; and,
2) That Request for Proposal 254-R-10 East Markham Public
Library - Library Collections be awarded to the sole bidder Library Services
Centre (LSC) in the amount of $1,992,935.06 inclusive of HST; and,
3) That the award be funded from the Library Collections – East
Markham Account # 070-5350-10558-005 account as detailed in the Financial
Considerations; and,
4) That a contract
project manager (part-time) be hired for the period from April 2011 to September
2012 at the maximum cost of $80,000 (inclusive of benefits) and be funded from
the Library Collections – East Markham Account # 070-5350-10558-005 account as detailed
in the Financial Considerations; and,
5) That the
surplus funding remaining in the amount of $694,460 be returned; 90% ($625,014)
to Development Charges (DC) reserve and 10% ($69,446) to the 10% non-DC growth
reserve; and,
6) That report
entitled “Award of Contract 254-R-10, East Markham Public Library - Library
Collections” brought forward to the April 5, 2011 Council meeting; and
further,
7) That Staff
be authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
5. PROCLAMATIONS
POLICY (2.1)
Report Appendix
A Appendix
B
Mr. Andrew Brouwer, Deputy Clerk summarized the
purpose of the proclamations policy and Committee provided feedback.
The Committee requested that staff revise the policy
to reflect the suggestions provided by Committee and be considered at the April
11, 2011 General Committee meeting.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Jim Jones
1) That the Proclamation Policy be deferred to the April 11, 2011
General Committee meeting.
CARRIED
6. 2010 YEAR END REVIEW OF OPERATIONS
(7.0)
Presentation Report Appendix
1-6
Ms. Andrea Tang,
Manager Financial Planning delivered a PowerPoint presentation regarding the
2010 Year End Review of Operations.
There was brief
discussion with respect to the $233,000 listed under "Other Revenues"
and staff explained the major components that made up that amount.
The Committee
requested that staff provide information related to the hydro rate for street
lights (whether the rate is negotiable).
There was discussion
with respect to the components that make up the balance of $2.285 million
"Year End Accounting Adjustments."
The Committee inquired
about the user fees and service charges for the various recreation
programs. Staff advised that they are
doing a detailed review of all recreational programs.
There was brief
discussion regarding the number of building applications received for 2010 and the
importance of tracking the applications received in 2011. Committee requested that staff provide the
opening balance for the Building Fee Reserve when it was established.
The Committee
requested that staff provide details of the Waterworks reserve balance (similar
to page 81 in the agenda).
Moved by Regional
Councillor Gord Landon
Seconded by Councillor
Valerie Burke
1) That the presentation by Ms. Andrea Tang, Manager Financial
Planning, entitled “2010 Year End Review of Operations” be received; and,
2) That the report dated March 28, 2011 entitled “2010 Year End Review of Operations” be received; and further,
3) That the final 2010 operating variances for the Town of
Markham (“Town”), Planning and Design, Engineering, Building Standards and
Waterworks departments, be transferred in 2011 to the Town’s respective
reserves in accordance with the Town’s reserve policy.
CARRIED
7. SMOKE-FREE OUTDOOR
RECREATIONAL SPACES (2.13
& 13.4)
Correspondence
The Committee suggested that the Town
Clerks' report include the following:
·
Medians - ensure York Region
cleans all the cigarette butts from medians each spring
·
Car Washes - whether those
areas can also be included as smoke-free outdoor areas
·
Importance of education and
public engagement to raise awareness
·
Include the Town of Markham
Civic Centre as a smoke-free outdoor space
Moved by Regional Councillor Jim Jones
Seconded by Councillor Colin Campbell
1) That the correspondence dated February
18, 2011, from Dennis Kelly, Regional Clerk, Region of York entitled
“Smoke-Free Outdoor Recreational Spaces” be referred to the Town Clerk for a
report.
CARRIED
8. NOMINATIONS
FOR NEWCOMER
CHAMPION AWARDS (12.2.6)
Letter
Moved by Councillor Colin Campbell
Seconded by Mayor Frank Scarpitti
1) That the letter dated March 2011, from
Dr. Eric Hoskins, Minister, Ministry of Citizenship and Immigration, regarding
the nominations for the Newcomer Champion Awards be referred to the Town Clerk
for distribution to the Advisory Committees.
CARRIED
NEW BUSINESS
There was no new business.
9. IN-CAMERA MATTERS (8.2)
Moved by Mayor
Frank Scarpitti
Seconded by
Regional Councillor Jim Jones
That, in
accordance with Section 239 (2) (a) of the Municipal
Act, General Committee resolve into an in-camera session to discuss the
following confidential matters (10:26 AM):
1) The security of the
property of the municipality or local board.
CARRIED
Moved by Regional Councillor Jim Jones
Seconded by Councillor Don Hamilton
That the Committee rise from the
in-camera session (10:46 AM)
CARRIED
ADJOURNMENT
That the General Committee meeting
adjourn at 10:46 AM.