GENERAL COMMITTEE
May 27, 2013
Meeting No. 14
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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Andy
Taylor, Chief Administrative Officer
Catherine
Conrad, City Solicitor
Brenda
Librecz, Commissioner of Community & Fire Services
Trinela
Cane, Commissioner of Corporate Services
Joel Lustig,
Treasurer
Alex Moore, Manager
of Purchasing
Mark Visser, Senior Manager,
Financial Strategy and Investments
Alan Brown, Director of Engineering
Claudia Marsales, Senior Manager, Waste and Environmental Management
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at the hour of 9:05 a.m. with Councillor
Carolina Moretti in the Chair; Councillor Alex Chiu Chaired Community Services
related items and Councillor Valerie Burke Chaired Environment and
Sustainability related items.
DISCLOSURE OF
INTEREST
None disclosed.
1. MINUTES OF THE MAY 6, 2013
GENERAL COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the
Minutes of the May 6, 2013 General Committee be confirmed.
CARRIED
2. MINUTES OF THE APRIL 17, 2013
ACCESSIBILITY COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 17, 2013
Accessibility Committee be received for information purposes.
CARRIED
3. MINUTES OF THE APRIL 17, 2013
ANIMAL CARE COMMITTEE (16.0)
Minutes
There
was discussion regarding whether the OSPCA is capable of handling wildlife
issues.
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April
17, 2013 Animal Care Committee be received for information purposes;
and,
2) That Council endorse
the resolution passed at the April 17, 2013 Animal Care Committee Meeting:
“That
the position of Ms. Jennie Kavanagh from the Animal Care Committee be declared
vacant and a replacement member be appointed”.
CARRIED
4. MINUTES OF THE APRIL 17, 2013
BOARD OF MANAGEMENT
UNIONVILLE BUSINESS
IMPROVEMENT AREA (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 17, 2013
Board of Management Unionville Business Improvement Area be received for
information purposes.
CARRIED
5. MINUTES OF THE APRIL 19, 2013
COMMUNICATIONS COMMITTEE & INFORMATION
TECHNOLOGY SUB-COMMITTEE (16.0)
Minutes
The Committee
discussed the following relative to the proposal of discontinuing paper copies
of agendas for staff and Members of Council:
·
Proper
training required with the tablets (consider holding a training session)
·
Encourage
outside presenters to send communications and presentation electronically
·
Cost
savings for the Corporation going paperless
·
Ensuring
security issues are achieved prior to having paperless agendas for in-camera
issues
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 19, 2013
Communications Committee and Information Technology Sub-Committee be received
for information purposes; and,
2) That Council endorse the resolution passed
at the April 19, 2013 Communications & ITS Sub-Committee Meeting:
“That
the Communications & Information Technology Sub-Committee recommend that
Council discontinue paper copies of agendas for staff and Members of Council at
Council, Standing Committee and Advisory Committee meetings effective September
1, 2013.”
CARRIED
6. MINUTES OF THE APRIL 19, 2013
ENVIRONMENTAL ADVISORY COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 19, 2013
Environmental Advisory Committee be received for information purposes.
CARRIED
7. MINUTES OF THE MAY 13, 2013
DEVELOPMENT CHARGES
PUBLIC MEETING (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the May 13, 2013
Development Charges Public Meeting be adopted.
CARRIED
8. MINUTES OF THE MARCH 26, 2013 AND MAY
17, 2013
DEVELOPMENT CHARGES
SUB-COMMITTEE (16.0)
March May
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the March 26, 2013
Development Charges Sub-Committee be received for information purposes.
2) That the Minutes of the May 17, 2013
Development Charges Sub-Committee be adopted.
CARRIED
9. MINUTES OF THE MAY 14, 2013
ENVIRONMENTAL ISSUES COMMITTEE (16.0)
Minutes
Deputy Mayor Heath
briefly explained the purpose of the proposed recommendation from the
Environmental Issues Committee and suggested that clause two be deleted.
Moved by Deputy Mayor
Jack Heath
Seconded by Councillor
Logan Kanapathi
1) That the Minutes of the May 14, 2013
Environmental Issues Committee be received for information purposes; and,
2) That Council endorse the following
recommendations:
“That
the project allocation ($45,000) for the Dimma House under the Southeast
Collector Enhancement Program be directed to stabilization of the building
through roof replacement, downspout replacements, facia replacement, mold,
asbestos and garbage removal, and the reinstatement of hydro services; and,
That the City of Markham continue
to work with the Toronto & Region Conservation Authority (TRCA) and Parks
Canada to reuse the Dimma House, including possible privatization, and that if the $45,000.00 project
allocation can be recovered that it be allocated to the Locust Hill Schoolhouse;
and further,
That staff be authorized and
directed to do all things necessary to give effect to this resolution.”
CARRIED
10. MINUTES OF THE APRIL 9, 2013
GREENPRINT STEERING COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 9, 2013
Green Print Advisory Committee be received for information purposes.
CARRIED
11. MINUTES OF THE APRIL 8, 2013
RACE RELATIONS COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the
April 8, 2013 Race Relations Committee be received for information purposes.
CARRIED
12. MINUTES OF THE APRIL 9, 2013
SENIORS ADVISORY COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 9, 2013
Seniors Advisory Committee be received for information purposes.
CARRIED
13. MINUTES OF THE APRIL 10, 2013
SENIORS HALL OF FAME
AWARDS COMMITTEE (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 10, 2013
Seniors Hall of Fame Awards Committee be received for information purposes.
CARRIED
14. MINUTES OF THE APRIL 3, 2013
THE FRIENDS OF THE MARKHAM MUSEUM
FOUNDATION BOARD (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 3, 2013
The Friends of the Markham Museum Foundation Board be received for information
purposes.
CARRIED
15. MINUTES OF THE MARCH 25, 2013
THEATRE BOARD (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the March 25, 2013
Theatre Board be received for information purposes.
CARRIED
16. MINUTES OF THE APRIL 8, 2013
VARLEY MCKAY ART FOUNDATION OF MARKHAM (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 8, 2013
Varley McKay Art Foundation of Markham be received for information purposes.
CARRIED
17. MINUTES OF THE APRIL 15, 2013
VICTORIA SQUARE COMMUNITY
CENTRE BOARD (16.0)
Minutes
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Minutes of the April 15, 2013
Victoria Square Community Centre Board be received for information purposes.
CARRIED
18. STAFF AWARDED CONTRACTS
FOR THE MONTH OF APRIL 2013 (7.12)
Report
The
Committee briefly discussed the following staff award contracts:
·
038-T-13 Supply and Delivery of
three 16ft Rotary Mowers
·
069-T-13 Bridge Washing
·
049-R-13 Engineering Services
for City-wide Stream Erosion Master Study Update
Moved by Councillor Don Hamilton
Seconded by Regional Councillor Joe Li
1) That the report entitled “Staff Awarded
Contracts for the Month of April 2013” be received; and,
2) That Staff be authorized and directed to do
all things necessary to give effect to this resolution.
CARRIED
19. AWARD OF REQUEST FOR PROPOSAL CFRP
2012-10 SUPPLY AND DELIVERY OF CURBSIDE
GREENBINS (YORK REGION BUYERS COOPERATIVE) (7.12)
Report
Mr. Bob Ng, Markham resident, addressed the
Committee regarding the clear bag program and spoke in support. Mr. Ng inquired whether residents can use the
"blue" transparent bags.
Staff advised that the blue bag is
associated with recyclable items and suggested putting a note on the blue bag
indicating that it is garbage items not recycling if Mr. Ng has a few of the
blue transparent bags left.
There was discussion regarding the improved
green bin being offered with this contract.
Moved by Councillor Don Hamilton
Seconded by Regional Councillor Joe Li
1) That the report “Award of Request for Proposal CFRP 2012-10
Supply and Delivery of Curbside Green Bins (York Region Buyers Cooperative) be
received; and,
2) That Request for Proposal CFRP 2012-10 Supply and Delivery
of Curbside Green Bins (York Region Buyers Cooperative) be awarded to the
highest ranked and lowest priced Bidder, Orbis Canada Ltd. in their unit price
of $15.06 per bin (inclusive of HST) in the estimated annual amount of
$90,362.88; and,
3) That the award is for initial term of eight (8) months,
from June 1, 2013 to February 1, 2014 in
the amount of $60,241.92 inclusive of HST; and,
4) That the Director of Environmental Services and Senior
Manager of Purchasing & Accounts Payable be authorized to extend the
contract for four (4) additional one (1) year terms at annual price increase to
a maximum of five percent (5%) effective 2014 as outlined below, subject to
Council approval of the annual budgets;
a.
2014 - $90,362.88
b.
2015 - $90,362.88
c.
2016 - $90,362.88
d.
2017 - $90,362.88; and,
5) That the award be funded from the Waste Management Operating
account 770-773-4132; and,
6) That the 2014 to 2017 purchase orders be adjusted for
growth, subject to Council approval of the respective years’ budgets; and
further,
7) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
20. CONTRACT EXTENSION 051-R-07
- EXTERNAL AUDIT SERVICES (7.4)
Report Appendix
A
Moved by Councillor Don Hamilton
Seconded by Regional Councillor Joe Li
1) That the report entitled “Contract Extension 051-R-07 External Audit Services” (“the Contract”) be received; and,
2) That the Contract be extended for
a further five years with an option to renew after three years, for a period of
an additional 2 years; and,
3) That the Contract for the three
year fiscal period commencing with the 2013 audit and ending with the 2015
audit, be awarded for an annual amount of $137,376, inclusive of HST, with no
increase in each of the three years; and,
4) That the Contract include
examination and review of the records and conduct an audit of the financial
statements prepared in accordance with Canadian accounting standards for the
public sector of The Corporation of the City of Markham, The Corporation of the
City of Markham Trust Fund, the Old Markham Village Business Improvement Area
(“MBIA”), and Unionville Business Improvement Area (“UBIA”); and,
5) That the Contract include the
examination and review of the records and conduct an audit of the financial
statements prepared in accordance with Canadian accounting standards for
not-for-profit organizations (“ASNPO”) of the York Regional Innovation Centre (“VentureLab”),
the Varley-McKay Art Foundation of Markham (“Varley”), and Museum Foundation
(“Museum”); and,
6) That the Contract include examination and review of the
records and financial statements prepared in accordance with International
Financial Reporting Standards (“IFRS”) of Markham
District Energy (“MDE”) and Markham Enterprises Corporation (“MEC”); and,
7) That the Contract include a
compliance audit opinion related to the transfer of the Federal Gas Tax grant;
and,
8) That the Contract include the preparation of income tax
returns for MDE and MEC; and,
9) That the Treasurer and Senior Manager of Purchasing and
Accounts Payable be authorized to extend
the renewal for the audit of fiscal years 2016 and 2017 where the annual
increase is limited to the lesser of 2% percent or the annual increase in CPI;
and,
10) That the tendering process be waived
in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) (C) when the
extension of an existing contract would prove more cost-effective or
beneficial; and,
11) That the award for the audit for fiscal years 2013 to 2015 be
funded from the respective annual operating budget; and further,
12) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
21. THORNLEA POOL AND GYMNASIUM
ROOF REPLACEMENT (7.0, 6.0 & 5.7)
Report
Moved by Councillor
Don Hamilton
Seconded by Regional
Councillor Joe Li
1) That the Staff report titled “Thornlea Pool and Gymnasium Roof
Replacement” be received; and,
2) That the cost of the design and replacement of Thornlea Pool
roof to an upset amount of $293,000 be funded
from the Life Cycle Replacement and Capital Reserve (#087-2800-200); and
further,
3) That staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
22. 2013 DEVELOPMENT CHARGES
BACKGROUND STUDY (7.11)
Presentation Report Appendix
A Appendix
B
Development
Charges Background Study
Mark Visser, Senior Manager, Financial
Strategy delivered a PowerPoint presentation providing an update regarding the
Development Charges.
The Committee discussed the proposed
transition policy and the increase percentage for small apartments.
It was noted that Development Charges are
used to fund growth related infrastructures such as roads, bridges, community
facilities, etc.
Ms. Julie Bottos, SCS Consulting Group
Ltd., addressed the Committee regarding the 2013 Development Charges and requested
that Area 9, 42B-6 and 42B-8 be exempted from the proposed development charge
by-law.
Moved
by Councillor Alex Chiu
Seconded
by Councillor Don Hamilton
1) That the presentation by Mr. Mark
Visser, Senior Manager, Financial Strategy and Investments entitled
“Development Charges Update,” be received; and,
2) That the report on the “2013
Development Charges Background Study” be received; and,
3) That the summary responses to the
comments from the public and the development community be received for
information; and,
4) That no further public meeting is
required under Section 12 of the Development
Charges Act 1997; and,
5) That Council approve the development
charge Background Study prepared by Hemson Consulting Ltd. dated April 2013; and,
6) That it is Council’s intent to ensure
that the increase in the need for services to service anticipated development
will be met; and,
7) That it is Council’s intent that development
related to post 2018 mid year capacity identified in the Background Study shall
be paid for by development charges or other similar charges; and,
8) That it is Council’s intent that
infrastructure related to post 2031 development identified in the background
study shall be paid for by development charges or similar charges; and,
9) That Council recognizes that there are
operating costs associated with the implementation of the capital program; and,
10) That Council approve the
policy/methodology changes as outlined in this report; and,
11) That Council approve the enactment of the
City Wide Hard, City Wide Soft and Area Specific development charges by-laws
effective on May 29th, 2013 with
the exception for Area 9, 42B-6 and 42B-8 ; and,
12) That Council approve the policy whereby complete building permit
applications, as determined in accordance with the Building Code Act, filed prior to the enactment of the new
development charge by-laws be charged the existing (2008 and 2009) by-law rates
so long as a building permit is issued by September 30, 2013; and,
13) That Council approve a new 2013 capital
project in the amount of $150,000 of which $135,000 (90%) will be funded from
the Development Charges reserve and $15,000 (10%) will be funded from the
Capital Contingency project, for the defence of the Soft Services calculation
methodologies used in the 2009 and 2013 Development Charges Background Studies;
and,
14) That
Council intends that the future excess capacity identified in the Development
Charges Background Study, dated April 2013, prepared by Hemson Consulting Ltd. shall
be paid for by the development charges; and,
15) That these recommendations including the implementing by-laws be
forwarded to the May 28, 2013 Council meeting for adoption; and,
16) That
the correspondence from Julie Bottos, SCS Consulting Group Ltd., be received,
and further,
17) That staff be directed to do all things
necessary to give effect to this report.
CARRIED
23. TENDER AWARD OF 081-T-13 ROAD
RECONSTRUCTION OF MAIN STREET MARKHAM
FROM HIGHWAY 7 TO BULLOCK DRIVE (7.12 & 5.10)
Note: This report has been pulled
from the Agenda and will be discussed at a future meeting.
24. STATION LANE PARKING
RESTRICTION (2.17)
Report Attachment
A Attachment
B
Moved by Councillor Don Hamilton
Seconded by Regional Councillor Joe Li
1) That the staff
report entitled “Station Lane Proposed Parking
Prohibition”, be received; and,
2) That Schedule “C” of Parking By-law 2005-188,
be amended by including the north side of Station Lane, between Main Street
Unionville and Eureka Street; and,
3) That Schedule
“C” of Parking By-law 2005-188, be amended by removing the north side of
Station Lane, between 8D & 10 Station Lane and the property line between 12
& 14 Station Lane; and,
4) That the Operations Department be directed to
install and maintain the appropriate regulatory signs at the subject locations; and,
5) That the cost of materials and
installation for the traffic signs and pavement markings be funded from capital
project # 11305 (Traffic Operational Improvements) in the amount of
approximately $1,000; and,
6) That the
Parking Control Department be directed to enforce the parking prohibition upon
approval of the By-law amendment and installation of the regulatory signs; and
further,
7) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
25. INTEGRATED ACCESSIBILITY STANDARDS
REGULATION POLICY (5.7)
Report Attachment
1 Attachment
2
Moved by Regional Councillor Gord Landon
Seconded by Councillor Logan Kanapathi
1) That the report
dated May 27, 2013 “Integrated Accessibility Standard Regulation Policy,
Ontario Regulation 191/11” be received; and,
2) That Council
approve the “Integrated Accessibility Standards Regulation Policy” effective
July 1, 2013 (Attachment 1); and further,
3) That staff be
authorized and directed to do all things necessary to implement the actions set
out in this report.
CARRIED
NEW BUSINESS
There was no new business.
ADJOURNMENT
Moved by Councillor Alex Chiu
Seconded by Councillor Logan Kanapathi
That the General Committee meeting adjourn
at 10:53 a.m.
CARRIED