GENERAL
COMMITTEE
December 13, 2010
Meeting No. 1
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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John Livey, Chief Administrative Officer
Catherine Conrad, Town Solicitor
Jim Baird, Commissioner of Development
Services
Brenda Librecz, Commissioner of Community
& Fire Services
Andy Taylor, Commissioner of Corporate Services
Jerry Klaus,
General Manager, Waterworks
Alan Laver,
Manager, Utilities and Contracts
Joel Lustig, Treasurer
Alex
Moore, Manager of Purchasing
Sugun Rao,
Manager, Technology
Glen Taylor,
Manager, Community Centre Operations
Mark Visser,
Manager of Strategy, Innovation & Investments
Kitty Bavington, Council/Committee Coordinator
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The General Committee convened at the hour of
1:05 p.m. with Councillor Alex Chiu in the Chair for Finance and
Administrative, and Community Services related items.
DISCLOSURE OF INTEREST
Deputy
Mayor Jack Heath disclosed an interest with respect to Restricted In-camera
items related to Labour Relations, and did not take part in the discussion of
or vote on the question of the approval of such matters.
Councillor Colin Campbell disclosed an
interest with respect to Restricted In-camera items related to Labour
Relations, and did not take part in the discussion of or vote on the question
of the approval of such matters.
1. MINUTES
OF NOVEMBER 22, 2010
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Gord Landon
Seconded
by Deputy Mayor Jack Heath
1)
That the Minutes
of the November 22, 2010 General Committee be confirmed.
CARRIED
2. MINUTES
OF THE NOVEMBER 3, 2010
THE FRIENDS OF THE MARKHAM
MUSEUM
FOUNDATION BOARD (16.0)
Minutes
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That
the Minutes of the November 3, 2010 The Friends of the Markham Museum
Foundation Board be received for information purposes.
CARRIED
3. MINUTES
OF THE NOVEMBER 1, 2010
VARLEY MCKAY ART FOUNDATION OF
MARKHAM (16.0)
Minutes
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That
the Minutes of the November 1, 2010 Varley McKay Art Foundation of Markham be
received for information purposes.
CARRIED
4. ADVISORY BOARD AND COMMITTEE
RESIGNATION (16.24)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
Animal
Care Committee
1) That the resignation of Ms. Tara Sermer from the Animal Care
Committee be received with regret and a letter of appreciation be forwarded.
CARRIED
5. 029-T-07 CONTRACT EXTENSION FOR
ROUTINE & EMERGENCY SEWER AND
WATERMAIN REPAIRS (7.12.1)
Report
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1)
That the report
entitled “029-T-07 Contract Extension for Routine & Emergency Sewer
and
Watermain Repairs” be received; and,
2)
That contract
029-T-07 for Routine & Emergency Sewer and Watermain Repairs be
extended
to Finch Paving (1993) Inc. for an additional one (1) year (January 1, 2011 to
December 31, 2011) at the same 2010 itemized pricing in the estimated contractual
value totalling $860,714.00 inclusive of HST; and,
3)
That the
tendering process be waived in accordance with Purchasing By-Law 2004-341,
Part
II, Section 7 (1) (c) which states “when the extension of an existing contract
would prove more cost-effective or beneficial”; and,
4)
That various 2011
operating budget accounts allocated for these contracted services be
the
same as the 2010 budget amount and as listed in Table 1 under Financial
Considerations in the amount of $860,714.00 inclusive of HST; and,
5)
That the 2011
budget allocated for these contracted services is the same as the 2010
budget
amount; and,
6)
That the
remaining balance be applied to other waterworks projects; and further,
7)
That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
6. BY-LAW TO AUTHORIZE TEMPORARY
BORROWING FOR 2011 (7.0)
Report
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the report “By-law to authorize
Temporary Borrowing for 2011” be received; and,
2) That
a by-law be brought forward for Council approval to authorize the temporary
borrowing, if required, of an amount not to exceed $115,573,134 from January 1,
2011 to September 30, 2011 and $57,786,567 from October 1, 2011 to December 31,
2011 to meet the current expenditures of the municipality until taxes are
collected and other revenues are received; and,
3) That the Treasurer will report back to
Council in advance of borrowing, if temporary borrowing is required; and
further,
4) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
7. INTERIM SPENDING AUTHORITY
PENDING APPROVAL OF 2011 BUDGET (7.0)
Report
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That
the report “Interim Spending Authority Pending Approval
of 2011 Budget”, be received; and,
2) That Council approve 50% of the 2010
Operating Budget equal to $115,573,134 as a pre-budget approval for 2011
operating expenditures; and further,
3) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
8. 2011
INTERIM TAX LEVY AND BYLAW (7.3)
Report
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That Council authorize
an interim tax levy for 2011; and,
2) That the attached
by-law be passed to authorize the 2011 interim tax levy; and further,
3) That staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
9. DEVELOPMENT CHARGES INDEXING –
JANUARY 1, 2011 (7.11)
Report
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the report titled “Development
Charges Indexing – January 1, 2011” be received; and,
2)
That Council
approve an increase in development charges of 1.20%, effective January 1, 2011;
and further,
3) That staff be directed to do all things
necessary to give effect to this report.
CARRIED
10. AWARD OF CONTRACT # 238-S-10
LABORATORY SAMPLING ANALYSIS (7.12.1)
Report
Staff
responded to questions regarding ownership of the York-Durham Regional
Environmental Laboratory.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Gord Landon
1)
That the report
entitled “Award of Contract #238-S-10 Laboratory Sampling Analysis” be
received’; and,
2)
That the contract
for # 238-S-10 Laboratory Sampling Analysis be awarded to York-Durham Regional
Environmental Laboratory in the estimated contract value of $535,752.00
inclusive of HST for a period of 3 years at the same firm fixed prices per the
original contract; and,
3)
That the tender
process be waived in accordance with Purchasing Bylaw 2004-341, Part 11,
Section 7(1) h which states “where it is necessary or in the best interest of
the Town to acquire non-standard items or Professional Services from a
preferred supplier”; and,
4)
That funds for
this contract for the 2011 period be drawn from the 2011 Operating Budget
Accounts as listed under financial considerations in the estimated amount of $178,584.00
inclusive of HST, subject to approval of the 2011 operating budget; and,
5)
That the 2012 –
2013 estimated amounts be provided within the respective years budget
submission for the Waterworks Department; and further,
·
2012 $178,584.00
·
2013 $178,584.00
6)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
11. CONTRACT
EXTENSION FOR WATER
METER READING & BILLING SERVICE
AND CASHIERING SERVICES (7.12)
Report
The Committee
expressed concern for a recommended automatic extension of the contract in two
years instead of coming back to Council for approval, and agreed to delete a
clause pertaining to this issue. Discussions included the practices of other
municipalities, and whether a five-year term should be considered.
Moved
by Deputy Mayor Jack Heath
Seconded
by Regional Councillor Jim Jones
1) That the report entitled “Contract
Extensions for Water Meter Reading & Billing Service
and Cashiering
Services” be received; and,
2) That the contract for Water Meter
Reading & Billing Services be extended for an additional three (3) years
(January 1, 2011 to December 31, 2013) with PowerStream in the amount of
$1,136,862 for 2011, with 3% annual escalation for years 2012 and 2013; and,
3) That the 2011 operating budget for
Water Meter Reading & Billing Services be decreased from $1,426,190 to
$1,136,862 to take into account the negotiated decrease; and,
4) That subject to Council approval of the
Town’s 2011 Operating Budget, funds be provided from account #760-998-5390
Water Billing/Administration; and,
5) That the contract for the Hydro
Cashiering Services reimbursement to the Town be extended for an additional
three (3) years (January 1, 2011 to December 31, 2013) with PowerStream in the
amount of $86,920 for 2011, with 3% annual escalation for years 2012 and 2013; and,
6) That the 2011 operating budget for the
Hydro Cashiering Services reimbursement be increased from $84,388 to $86,920 to
take into account the negotiated increase; and,
7) That subject to Council approval of the
Town’s 2011 Operating Budget, the Hydro Cashiering Services reimbursement be
allocated to accounts #890-890-8399 and #410-440-3621; and,
8) That the tender process be waived in
accordance with Purchasing By-Law 2004-341 Part II, Section 7(1) C which states
”when the extension of an existing contract would prove more cost effective or
beneficial”; and,
9) That the Mayor and Town Clerk be
authorized to execute the extension of the agreement with PowerStream in a form
satisfactory to the Town Solicitor; and,
10) That staff be authorized and directed to
do all things necessary to give effect to this resolution.
CARRIED
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1)
That the Report
entitled “Licence Fee By-law Amendment” be received; and,
2)
That the 2011
Operating Budget for Miscellaneous License Fees (Account 310-323-8504) for the
By-law Enforcement and Licensing Division be amended to include the anticipated
additional late fee revenue of $10,000; and,
3)
That future
annual licence fee increases be based on a change in the Consumer Price
Index in April of each year with such
increases being effective January 1st and rounded to the nearest
dollar; and further,
4)
That Staff be
authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
13. THORNHILL C.C. & LIBRARY (TCC&L)
ASBESTOS ABATEMENT AND REINSTATEMENT (7.12.3)
Report Attachment 1 Attachment 2
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1)
That the report
entitled “Thornhill C.C. & Library (TCC&L) Asbestos Abatement and
Reinstatement”
be received; and,
2)
That Council
approve the reallocation of the uncommitted budget of $539,000 to the
Charterhouse Projects Inc. construction contingency purchase order for the
purpose of asbestos abatement and the reinstatement of the areas at the TCC&L
as outlined in Attachment 2; and,
3)
That additional
construction contingency in the amount of $539,000 be funded from 070-5350-10511-005 TCC&L Construction
Contingency, and further,
4)
That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
14. PROVINCIAL OFFENSES ACT COURTS-
AMENDED AGREEMENT (2.0)
Report Appendix A
Staff
responded to questions from the Committee regarding “tax room” methodology, a
comparison of historical and proposed practices, and the impacts of the
proposed amendment to the agreement. Financial details and revenues for the
Region of York were also discussed. It was noted that it will be difficult to
restate Markham’s tax rate to reflect this change, and staff advised that York
Region is working on a communications plan.
Moved by Regional Councillor Gord Landon
Seconded by Councillor Colin Campbell
1) That the report “Provincial Offences
Act Courts – Amended Agreement” be received; and,
2) That the Mayor and Clerk be authorized
to execute an amended “York Region Courts Inter-municipal Agreement” in a form
and content satisfactory to the Chief Administrative Officer; and further,
3) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
15. PURCHASE OF DESKTOPS, LAPTOPS,
TABLETS AND MONITORS THROUGH THE
ONTARIO PROVINCIAL GOVERNMENT –
MINISTRY OF GOVERNMENT SERVICES DESKTOP
MANAGEMENT SERVICES AND PRODUCTS
PURCHASING AGREEMENT (7.12)
Report
The Committee
and staff reviewed the bidding process, and the Province’s determination of the
successful company. It was confirmed that the process is public and
competitive, and that provisions are in place for downward adjustments if the
prices are reduced, based on Provincial monitoring.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Logan Kanapathi
1) That the report entitled “Purchase of
desktops, laptops, tablets and monitors through the Ontario Provincial
Government – Ministry of Government Services Desktop Management Services and
Products Purchasing Agreement” be received; and,
2) That the Ontario Provincial Government
– Ministry of Government Services supplier Compugen Inc. be the preferred
supplier for the Town of Markham for a period of three (3) years effective
January 1, 2011 at the same itemized prices as that of the Province with an
option for an additional two (2) year extension for desktop, laptops, tablets
and monitors; and,
3) That the Town’s Tender process be
waived as the Ontario Provincial Government has undergone their own competitive
process and in accordance with Purchasing By-Law 2004-341, Part II, Section 7
Non Competitive Procurement, item 1 (g) which states “Where it’s in the Town’s
best interest not to solicit a competitive bid”; and,
4) That
the total award of $1,218,505 inclusive of HST impact, be funded from the 2010
approved
capital account 49-6150-10076-005 in the amount of $310,000 and the 2011
account funded from account 49-6150-11119-005 Core-Hardware Infrastructure in
the amount of $908,505; and,
5) That the 2011 account 49-6150-11119-005
Core-Hardware Infrastructure be pre-approved for the 2011 capital budget in the
amount of $908,505 for this award; and,
6) That the Chief Information Officer be
authorized to approve any future desktop, laptops, tablets and monitor
purchases during the duration of this contract (2011 to 2015) due to growth
(new full-time employees and/or new sites) as long as the expenditure is within
the approved budget; and,
7) That the Mayor and Town Clerk be
authorized to execute a Desktop Management Services and Products Purchasing
Agreement with the Ontario Provincial Government – Ministry of Government
Services and Compugen Inc. in a form satisfactory to the Town Solicitor; and,
8) That the Mayor and Town Clerk be
authorized to execute further Ontario Provincial Government – Ministry of
Government Services procurement agreements in relation to ITS requirements such
as, cellular phone acquisition/plans, printing and imaging devices/services,
server and computer acquisition etc, where it is in the Town’s best interest not
to solicit an additional competitive bid where it is within an approved budget
and upon receipt of the Chief Administrative Officer’s approval; and,
9) That this report be brought forward to
the December 14th, 2010 Council meeting; and further,
10) That Staff be authorized and directed to
do all things necessary to give effect to this resolution.
CARRIED
16. 182-S-10
CONTRACT EXTENSION FOR
STREET LIGHTING MAINTENANCE,
REPAIR
AND RELAMPING PROGRAM (7.12.2)
Report Attachment
The
Committee had a lengthy discussion regarding performance measures and timely
repairs to streetlights. Staff advised that they are confident in the company’s
performance, and outlined repair request processes. The Committee questioned
the service response standards and how they are measuring up. The Commissioner
of Community Services will have a process-mapping exercise completed and provide
an update to the Committee, including call monitoring information from the
Contact Centre.
The
Committee noted specifically problems with streetlights on the Donald Cousens
By-pass, and on 14th Avenue between Birchmount Road and Mcnabb
Street. Staff will check on these instances. One problem that has been identified
is the lack of pole identification numbers that hamper the repair crews. Also,
residents often do not know who to call for repair. A suggestion was made that
By-laws and Works Department staff that are working at night could observe and
report any lights that need repair. A communications plan should be established
to make the public aware of who to call, and to advise that multiple language
services are provided through Language Line. The Committee requested further
information on the Language Line service.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Gord Landon
1)
That the report
entitled “182-S-10 Contract Extension for Street lighting Maintenance, Repair
and Relamping Program” be received; and,
2)
That the contract
for 2011 Streetlight Maintenance, Repair and Relamping Program be extended to
PowerStream for an additional one (1) year (January 1, 2011 to December 31,
2011) at the same 2008 itemized pricing in the estimated contractual amount
of $1,005,230 inclusive of HST; and,
3)
That the 2011
operating budget for Street Light Maintenance, Repair and Relamping be
increased from $965,230 to $1,005,230 to take into account the year over year
volume increase; and,
4)
That, subject to
Council approval of the Town’s 2011 Operating Budget, funds be provided from
account #720-720-5497 Street Lighting Maintenance and Repair; and,
5)
That the tender
process be waived in accordance with Purchasing By-Law 2004-341 Part II,
Section 7(1) C which states ”when the extension of an existing contract would
prove more cost effective or beneficial”; and,
6)
That the CAO be
authorized to renew the contract for an additional three (3) years exercised at one year
intervals, subject to performance and based on yearly approval of the Operating
budget; and further,
7) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
Moved
by Regional Councillor Gord Landon
Seconded
by Regional Councillor Jim Jones
That,
in accordance with Section 239 (2) (b) (c) (d) of the Municipal
Act, General Committee resolve into an in-camera session to
discuss the following confidential matters:
1) A
proposed or pending acquisition or disposition of land.
2) A
proposed or pending acquisition or disposition of land.
3) A
proposed or pending acquisition or disposition of land.
4) Labour
relations. (See Restricted Agenda)
5)
New Business: personal
matter about an identifiable individual.
Moved by Councillor Don Hamilton
Seconded by Councillor Colin Campbell
That
the Committee rise from the in-camera session (4:05 PM)
CARRIED
ADJOURNMENT
The General Committee meeting adjourned at 4:05
PM.