GENERAL COMMITTEE
February 1, 2010
Meeting No. 3
Alternate formats for this document are
available upon request.
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
Attendance
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C. Conrad, Town
Solicitor
A. Taylor,
Commissioner of Corporate Services
B. Librecz, Commissioner
of Community & Fire Services
R.
Bosch, Manager, Contact Centre
J.
Carroll, Acting Aquatics Co-ordinator
M. Creighton, Director, Recreation Services
J.
Klaus, General Manager, Waterworks
P. Loukes, Director,
Operations
J. Lustig, Treasurer
A. Moore, Manager of
Purchasing
M. Visser, Manager
of Financial Strategy & Investments
L. Wells, Program
Manager
K. Bavington, Committee Clerk
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The General Committee convened at the hour of 9:00 a.m. with Regional Councillor
J. Virgilio in the Chair. Councillor A. Chui chaired the meeting for the
Community Services related items.
1. ROYAL
LIFESAVING
SOCIETY COMMONWEALTH COUNCIL (6.0)
Service
Medal 1
Janice Carroll, Acting Aquatics Co-ordinator, was recognized for receiving the Service Medal from the Royal
Lifesaving Society Commonwealth Council, in acknowledgment of valuable service
rendered to the Society.
The Commissioner of Community Services
introduced Ms. Carroll, and outlined her contributions to the Royal Life Saving
Society. The Committee commended Ms. Carroll on her achievement, and
congratulated her on receiving this award.
Moved by Deputy Mayor J. Heath
Seconded by Councillor A. Chiu
1) That the Mayor and
Members of Council recognize Ms. Janice Carroll for being awarded the Service Medal
from the Royal Lifesaving Society Commonwealth Council.
CARRIED
2. MINUTES OF THE MARCH
5, AND NOVEMBER 26, 2009
CYCLING AND PEDESTRIAN
ADVISORY COMMITTEE (16.0)
Mar.
5 Nov.
26
Moved by Councillor A. Chiu
Seconded by Councillor L. Kanapathi
1) That the Minutes of
the March 5, and November 26, 2009 Cycling & Pedestrian Advisory Committee
be received.
CARRIED
3. MINUTES OF THE
NOVEMBER 26, 2009
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by Councillor A. Chiu
Seconded by Councillor L. Kanapathi
1) That the Minutes of
the November 26, 2009 Markham Environmental Advisory be received.
CARRIED
4. ADVISORY
COMMITTEE
APPOINTMENTS /RESIGNATIONS (16.24)
Moved by Councillor A. Chiu
Seconded by Councillor L. Kanapathi
Advisory
Committee on Accessibility
1) That the resignation
of Mr. Ted Chivers from the Advisory Committee on Accessibility be received
with regret and that a letter of appreciation be forwarded; and,
2) That the vacancy be
filled; and,
Seniors
Advisory Committee
3) That the following
Councillors be appointed to the Seniors Advisory Committee for the term ending
November 30, 2010:
Deputy Mayor
Jack Heath
Councillor
Valerie Burke
Councillor
Carolina Moretti
CARRIED
Stiver
Mill Preservation Committee (9 Station Lane)
The Committee received clarification that
Regional Councillor J. Virgilio will remain on the Stiver Mill Preservation
Committee. Councillor D. Hamilton confirmed his acceptance of being appointed
to the committee.
Moved by: Councillor C. Moretti
Seconded by: Councillor J. Webster
4) That Councillor Don Hamilton be
appointed to the Stiver Mill Preservation Committee
(9 Station Lane) for the term ending November
30, 2010.
CARRIED
5. STAFF
AWARDED CONTRACTS FOR
THE MONTH OF DECEMBER 2009 (7.12)
Report
1
Staff responded to questions from the
Committee regarding the RFP Award for 268-R-09, the Architectural Design
Services for Facility Accessibility Retrofit, with respect to the RFP process,
budget, and completion deadlines. Staff advised that the project budget will be
monitored and regularly reported to the Committee.
The Committee questioned Award 365-Q-09 with
respect to the termination of the contract for Markham Life Magazine, and was
advised of the project management issues involved. Award 239-R-09 was discussed
with respect to bike routes. Staff advised that bike routes will be determined
during development of the Master Plan, in the design stage, prior to going out
to tender. A further comment was made regarding the consideration of local ward
businesses when awarding a tender, and staff responded that favouring local
businesses would be contrary to Town policies and principles.
It was requested
that the titles of Staff Award Reports provide clarity of the subject for the
benefit of Council and the public.
Moved by Councillor A. Chiu
Seconded by Regional Councillor J. Heath
1) That the report
entitled “Staff Awarded Contracts for the Month of December 2009” be received;
and,
That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
6. 2009
INVESTMENT REVIEW PERFORMANCE (7.2)
Report 1 2 3 4 5 6
Staff provided a brief overview of the
investment portfolios, strategies, and policies.
Moved by Regional Councillor J. Jones
Seconded by Councillor C. Moretti
1) That the report dated January 18, 2010 entitled “2009
Investment Performance Review” be received.
CARRIED
7. AWARD
OF TENDER 362-T-09
SUPPLY AND DELIVERY OF GASOLINE
AND BIODIESEL FUEL YORK REGION
BUYERS CO-OPERATIVE CT-09-02 (7.12)
Report
Moved by Councillor
J. Webster
Seconded by Regional
Councillor G. Landon
1)
That the report entitled “Award
of Tender 362-T-09 Supply & Delivery of Gasoline and Biodiesel Fuel York
Region Buyers Co-operative CT-09-02” be received; and,
2) That
Tender 362-T-09 (York Region Buyers Co-operative CT-09-02) be awarded to the
lowest priced bidder, Suncor Energy Inc. in the estimated annual amount of
$937,409 exclusive of GST; and,
3) That the term of the contract be for a
35 month period, effective February 1, 2010 thru to December 31, 2012 with an
option to renew for two (2) additional one (1) year periods subject to the
satisfactory performance of the Contractor and budget approval; and,
4) That the Director of
Operations and the Manager of Purchasing be authorized to extend the contract
for the additional two (2) one (1) year terms at a unit price to be mutually
agreed upon with the vendor and the York Region Buyers Co-operative; and,
5)
That the 2010 estimated costs
be provided for within the following Operations Department Operating Budgets;
Account
Name Account Number
Budget
Gasoline 700-7524300 $
430,905.00
Diesel 700-7524302 $
506,504.00
Total
$
937,409.00
6) That the Purchase
Order be adjusted in the future years up to the approved operating budget as
approved through Council; and further,
That Staff
be authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
8. COMMUNITY
ENGAGEMENT STRATEGY (3.0)
Presentation
Brenda Librecz,
Commissioner of Community Services, introduced the workshop on the Community
Engagement Strategy, describing the scope of the project: to develop a formal
framework for a Community Engagement Plan, by engaging staff involved in
delivering services to the public, in a collaborative and integrated manner, in
consultation with community partners such as the Region of York, social
agencies, boards, Boards of Education, and community leaders.
Rhonda Bosch, Manager, Contact Centre, discussed the expected outcomes including: the establishment of neighbourhood teams; undertaking
a pilot community engagement exercise in the Milliken community; completion of
a Markham Community Engagement Framework and Plan; development of a communications
plan; and, regular reporting to General Committee.
Lori Wells, Program Manager, reviewed the Community
Engagement Model, reflecting five different stages and levels of engagement. The
draft guiding principles and the process strategy were outlined. The next steps
include completing the research, developing a strategy and undertaking the
pilot project. Once the pilot has been evaluated, the plan will be implemented
town-wide.
The Committee
expressed appreciation for this initiative and indicated support, noting that
the consultation process and the impacts on the community are complicated
issues. It was suggested that establishing a protocol for meetings in Markham
that include presentations and Q&A sessions would provide guidelines for
other public information meetings held by proponents such as York Region and
School Boards. A suggestion was made that the term “Passive” in the engagement
model is misleading and should be reconsidered. Discussions included the
importance of clearly identifying and defining the issue that is being
considered, and determining the circle of involvement, to ensure that anyone
with an interest is engaged. There is also a need to ensure resources are
adequate. It was noted that the impending portal system could be used to obtain
feedback. Staff was reminded that it is important for Council, as
representatives of the public, to be kept informed regarding the comments from
the community.
Staff summarized
that they are building community profiles, and that each Council member will be
interviewed and engaged in this project. An update report will be provided to
General Committee in April, and a final report is anticipated by the end of the
year, followed by annual report cards.
Moved by Mayor F.
Scarpitti
Seconded by Councillor J. Webster
1) That
the presentation by Ms. Brenda Librecz, Commissioner of Community & Fire
Services, entitled “Community Engagement Strategy” be received.
CARRIED
9. APPLICATION
TO BUILDING CANADA FUND
STIMULUS FUND FOR DEMONSTRATION PROJECT
- SANITARY MAINLINE AND SEWER
CONNECTION RELINING IN WEST THORNHILL (5.5)
Report 1
Peter
Loukes, Director of Operations, and Jerry Klaus, General Manager of
Waterworks, responded to questions from the Committee, and confirmed that no
other projects will be delayed as a
result of this venture.
The
Committee and staff discussed funding options beyond the pilot project, which
is financed through the Federal Infrastructure Program, and the new technology
involved. A future update report will include funding issues.
Moved by Mayor F. Scarpitti
Seconded by Regional Councillor J. Virgilio
1)
That the report dated November
23, 2009 entitled “Application to Building Canada Fund Stimulus Fund for
Demonstration Project - Sanitary Mainline and Sewer Connection Relining in West
Thornhill” be received; and,
2)
That the Commissioner of
Community and Fire Services be directed to submit an application for a
demonstration project as outlined in the report to the Government of Canada and
the Province of Ontario under the Building Canada Fund Stimulus Fund program;
and,
3)
That if the application in
recommendation 2) is successful that the Town proceed with the project at an
upset limit of $7,500,000 on a 1/3 shared basis with the Province of Ontario,
and Government of Canada and the Town of Markham; and,
4)
That if the application in
recommendation 2) is successful that the Town of Markham’s share of $2,500,000 for
the project be funded from the 2010 Sanitary Sewer System
Upgrade/Rehabilitation Program budget, and the remaining budget from 2009 and
2008 Sewer System Upgrade Program; and,
5)
That staff be authorized to
release a Request for Proposal (RFP) to the market place for construction of
Sanitary Mainline and Sewer Connection Relining in West Thornhill; and,
6)
That Council delegates the
award authority for the construction of the Sanitary Mainline and Sewer
Connection Relining in West Thornhill to the Chief Administrative Officer
(CAO); and,
7)
That if the application in
recommendation 2) is successful, that the authority for the approval of
tendered Consulting Services for design, contract management, project
administration and inspection be delegated to the Commissioner of Community and
Fire Services; and,
8)
That if the application in
recommendation 2) is successful, that the authority for the approval of the Third
Party Evaluator Consultant be delegated to the Commissioner of Community and
Fire Services; and,
9) That
the Mayor and Clerk be authorized and directed to execute any agreements or other documents required to give effect to
this resolution; and further,
10)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
10. TORONTO REGION AND
CONSERVATION (TRCA) APPOINTMENT (5.7)
Letter
The
Committee suggested that this appointment be deferred to the next Council
meeting to provide an opportunity to the Council members who are interested in
being appointed.
Moved by Mayor
F. Scarpitti
Seconded
by Deputy Mayor J. Heath
1) That the letter from
the Toronto Region and Conservation Authority (TRCA) requesting that the Town
of Markham appoint (1) Member of Council to the Don Watershed Regeneration
Council be received; and,
2) That Council appoint
a Member of Council to the Don Watershed Regeneration Council; and further,
3) That the appointment of a Member of Council to the Don
Watershed Regeneration Council for a term ending November 30, 2010, be deferred
to the Council meeting of February 9, 2010.
CARRIED
ADJOURNMENT
The General Committee meeting adjourned at 10:40 AM.