GENERAL
COMMITTEE
2005-09-12
Meeting No. 13
Finance & Administrative Issues Community
Services & Environment Issues
Chair: Councillor
S. Daurio Chair:
Councillor A. Chiu
Vice Chair,
Budget: Councillor D. Horchik Vice Chair, Fire & Emergency Services:
Vice Chair,
IT: Regional Councillor B.
O’Donnell
Regional Councillor J. Heath
Vice
Chair, Recreation & Culture:
Councillor J. Webster
Vice
Chair, Character Community:
Councillor J. Webster
Vice
Chair, Environment Issues:
Councillor E. Shapero
Attendance
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J. Livey,
Chief Administrative Officer
C. Conrad,
Town Solicitor
J. Sales,
Commissioner of Community &
Fire Services
A. Taylor,
Commissioner of Corporate Services
J. Baird,
Commissioner of Development Services
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
B. Roth,
Director, Recreation and Culture
Services
B. Nanninga,
Executive Assistant to Mayor
and Council
A. Mukherjee,
Manager,
Transportation/Engineering
M. West,
Manager, Strategic Initiatives
Mavis
Urquhart, Manager, Environmental
Leadership
B. Labelle,
Committee Clerk
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The General Committee convened at the hour of
9:35 a.m. with Councillor S. Daurio in the Chair.
At 10:16 a.m.
Councillor Daurio vacated the Chair and Councillor Chiu assumed the Chair.
DISCLOSURE OF INTEREST
None
disclosed.
1. 2006
ELECTION ALTERNATIVE VOTING METHODS
INTERNET VOTING (14.0)
Report
Ms. Sheila Birrell, Town Clerk, presented a
brief overview of the proposed alternative voting methods for the 2006 Markham
Municipal Elections including the use of Optical Scan Vote Tabulating Equipment
and an Internet Voting two-step process during the advance polling. She advised
of improvements to the voter’s list provided by the Municipal Property
Assessment Corporation (MPAC) and noted a number of prospective methods in
which electors, not appearing on the list, could be added. Ms. Birrell
commented that staff is currently working with DataFix to ensure that
amendments to the voter’s list following the advance voting period, are
completed in the most accurate and timely manner possible. She also presented
details regarding a risk analysis of traditional, internet and other
alternative voting methods completed by Mr. M. Kim, Ph.D., Associate Professor,
Schulich School of Business, York University.
The Committee posed questions relating to the
number of polling stations used in the last election. Staff confirmed that due
to the use of Optical Scan Vote Tabulators, the number of poll workers and
locations necessary had been reduced. The 2000 report provided the variances
over the 1997 election. Ms. Birrell advised actual polling stations to be used
in 2006 are anticipated to be equal to, if not more than 2003. She also noted
that the recruitment process for poll workers has become more difficult. The
secrecy folder was discussed and Ms. Birrell advised they were made of sturdy
cardboard.
There was a brief discussion with respect to
the timing in which the 2003 unofficial results were broadcast internally on
Election Night. Ms. Birrell confirmed that the results were displayed in the
Canada Room between 8:30 and 9:00 pm.
The Committee requested that a real-time
audit be performed on Election Day to ensure that the number of physical
ballots correspond with the tabulation done by the Optical Scanners. Staff
noted that the Municipal Elections’ Act does not allow for a physical audit of
the ballots to be completed on Election Night. She advised that intensive
testing of the tabulating equipment, both before and after the election, is
carried out. She further advised that a demonstration would be undertaken to
illustrate the process respecting use and accuracy of the Optical Scan Vote
Tabulating Equipment.
There was discussion on the ‘Declarations of
Oath’ administered in 2003 on Election Day to those electors not appearing on
the voter’s list. Ms. Birrell confirmed that poll workers and staff will be
ensuring that electors are properly identified by way of photo identification,
proof of residency and citizenship where necessary. There was also considerable
discussion with respect to the process and integrity of two-step internet
voting. Ms. Birrell confirmed that the two-step process provides a best
practice with regard to security, while at the same time maintaining the
convenience of internet voting. Ms. Birrell noted that a subsequent report to
Committee will deal with many of the questions raised as well as provide
information on a central vote tabulation process.
Moved by
Councillor A. Chiu
Seconded by
Councillor G. McKelvey
That
Council approve the use of optic scan vote tabulating equipment, touch screen
equipment and Internet Voting (Two-Step Process) as alternative methods of
voting for the Town of Markham 2006 Municipal Election;
And
that the tender process be waived in accordance with Purchasing By-Law No.
2004-341 which states:
1) “The Treasurer and the Manager of Purchasing may, in consultation
with the appropriate Director, negotiate a contract for the supply of goods and
services without a competitive process, which shall be submitted to the Chief
Administrative Officer for approval.
Final approval will be in accordance with the Contract Award Authority
in Part III of this By-law (available from the Clerk’s
Department).
The conditions are as follows:
b) where there is only one source of supply
for the goods to be purchased;”
And
that a by-law be presented to establish Optic Scan Vote Tabulating Equipment
and Internet Voting as alternative methods of voting in the 2006 Municipal
Election;
And
that the 2005 Election accrual account be increased by an additional $34,100 in
2005, funded from the Operating Contingency account.
CARRIED
2. CONVEYANCE
OF LAND FOR SOUTH UNIONVILLE
ROAD ALLOWANCE PURPOSES (8.1)
Report
Moved
by Councillor A. Chiu
Seconded
by Regional Councillor B. O’Donnell
That
the report entitled Conveyance of land for South Unionville road allowance purposes dated September 12, 2005, be received;
And
that Council authorize the Mayor and Clerk to execute all documents for the
conveyance, free and clear of all encumbrances, of Part 19 Plan 65R-18880, Parts
2, 3, and 4 Plan 65R-28173 and Parts 2 and 3 Plan 65R-28260 to the Town, for
nominal consideration, subject to receipt of an environmental clearance and
undertaking, satisfactory to the Town’s Director of Engineering, all in a form
satisfactory to the Town Solicitor, to complete respective portions of the
Castan Avenue, Peshawar Avenue and Ian Baron Avenue road allowances;
And
that the construction of these road be financed through abutting subdivision
agreements;
And
that staff be directed to do all things necessary to give effect to this
recommendation.
CARRIED
3. UPDATE ON COMMUNITIES IN BLOOM
JUDGEMENT (3.0)
Ms
C. Harrison, Coordinator, Communities in Bloom, advised the Committee that the
Town of Markham has received ‘Five Blooms’ by the judges, representing the highest
achievement possible for the category in which Markham was
competing. She also noted that Markham has
received provincial recognition for its outstanding environmental leadership
initiatives. Ms Harrison informed Members that Markham was now
able to compete in the 2006 national competition.
The
Committee expressed commendations to Ms Harrison for her outstanding efforts,
Mr. J. Sales, Commissioner, Community and Fire Services, and everyone else
involved for their incredible work on the initiative. Mr. Sales advised that
the Communities in Bloom endeavour was considered to be a corporate-wide,
multiyear project and that details concerning entrance into the National
Competition would be brought forward through the 2006 budget process.
Moved
by Mayor D. Cousens
Seconded
by Councillor K. Usman
That
the Town of Markham immediately put efforts towards competing in the 2006 Communities
in Bloom National Competition.
CARRIED
4. CANADA-ONTARIO
MUNICIPAL RURAL INFRASTRUCTURE
FUND – INTAKE TWO (5.1)
Report
Moved by
Councillor K. Usman
Seconded by
Regional Councillor J. Heath
That the
report entitled Canada – Ontario Municipal Rural
Infrastructure Fund – Intake Two be
received;
And that the
Operations and Asset Management Department be authorized to submit an
application to the Canada-Ontario Municipal Rural Infrastructure Fund – Intake
Two for Settlers Park Landfill Site Management Program under the Solid Waste
Management category, by September 30, 2005 due date;
And that
Council pass a resolution that the application submitted for the Settlers Park Landfill
Management Program is the Town’s highest priority for the Canada-Ontario
Municipal Rural Infrastructure Fund – Intake Two.
CARRIED
5. MARKHAM
THEATRE ADVISORY BOARD – PROPOSED
COMPOSITION AND TERMS OF
REFERENCE (6.2)
Report 1 2
The Committee
confirmed that the Markham Theatre Advisory
Board Proposed Composition and Terms of Reference had been approved
by the Theatre Board and was fully supported. Members also noted that the
community plays a tremendous role in the success of the Markham Theatre and
that the proposed composition would assist in enhancing that success.
Moved by
Councillor K. Usman
Seconded by
Regional Councillor J. Heath
That the
report entitled Markham Theatre Advisory Board - Proposed
Composition and Terms of Reference be received;
And that the
terms set out in Appendix A (available from the
Clerk’s Department) - Composition and Terms of Reference document be
approved;
And that the
changes would be immediate with the exception of the reduction to the
membership which will be achieved through attrition;
And that the
membership be reduced from 18 to 11 as follows:
Voting Members
(11 voting members)
2 - Members of Markham Town Council
1 - Representative from the York Region District School Board
8 - Community Members
The board will
also have various ex-officio members. They will have a vote when in attendance
at meetings. These will include:
Ex-officio (3 members)
Mayor of Markham
Deputy Mayor of Markham
School Board Trustee
CARRIED
6. GO
TRANSIT PARKING AT THE CENTENNIAL
COMMUNITY CENTRE (6.6)
Report
Mr. A. Mukherjee,
Manager, Transportation/Engineering and Ms. M. West, Manager, Strategic Initiatives, presented an overview of the proposed site
plan with respect to GO Transit parking at the Centennial Community Centre. It
was noted that an extensive analysis has been done regarding the current and
projected parking usage at the Community Centre as well as with the traffic
capacity adjacent to the area. It was noted that observations concluded that
parking demands had been satisfied and that a double left turn lane could be
accommodated to assist with traffic flow directly outside the site. Staff also
noted that a review was currently underway to
mitigate traffic flow within the parking lot and intersection within the
Centennial site.
The
Committee discussed cost sharing opportunities with GO Transit and the Region
of York, the proposed location and revenues associated with use of the parking
structure. It was also suggested that the opportunity for future expansion of the
parking structure be reviewed as well as possible improvements for public
transit into the area.
Moved by Deputy
Mayor F. Scarpitti
Seconded by
Councillor G. McKelvey
That the report dated
September 12, 2005, entitled GO Transit Parking at the
Centennial Community Centre be received;
And that Council give
authority to staff to continue discussions with GO Transit regarding the
construction of a parking structure on the Centennial Community Centre site;
And that Council endorse the
strategy as outlined in this report;
And that Council endorse the
cost sharing strategy as outlined in this report;
And that the Region of York be requested to approve the Bullock
Drive and McCowan
Road intersection improvements, and also cost share
such improvements with the Town and GO Transit;
And
that the Community Services Commission include an upset limit totaling $350,000
allowance in their 2006 and 2007 capital budgets for the Bullock Drive /
McCowan Road intersection improvements for Council’s consideration;
And that Council endorse the
public consultation strategy through the site plan process;
And that staff report back
to Council on the status of the discussions with GO Transit and the Region of
York relating to the construction of a parking structure at the Centennial
Community Centre site and Bullock Road / McCowan Road intersection
improvements, for final authorization by Council;
And that staff work with
GO Transit to expedite the process and commence the parking structure project
in conjunction with the ongoing construction of Centennial Community Centre.
CARRIED
7. CITY
OF MISSISSAUGA – BILL 169 – SAFETY OF
CHILDREN AND SCHOOL CROSSING
GUARDS (13.5.2 & 13.2.7)
That
the resolution and correspondence, (April – August, 2005) between the City of
Mississauga and the Ministry of Transportation regarding Bill 169 and concerns
regarding safety of children and school crossing guards be received, the
resolution be endorsed and the proper authorities notified.
8. MARKHAM CHILDREN’S FESTIVAL AND WEEKEND
EVENTS UPDATE (3.5)
The Committee discussed the recent success of
the Markham Children’s Festival noting that it was the largest event of its
kind to date. Members congratulated Councillor K. Usman for his efforts on the
initiative. There was also discussion in relation to the success of the other
events occurring over the weekend (September 9th – September 11th, 2005) including the Markham Antique Car Show, the
10th Annual Wine Tasting as well as the James Allen Cameron event.
Moved by Deputy Mayor F. Scarpitti
Seconded by Mayor D. Cousens
That recognition and commendations be
extended to Mr.. G. Dycke, Community Resource Coordinator, Recreation and
Culture Services, Ms. L. Wells, Manger of Programs, Recreation and Culture
Services and everyone else involved with the Markham Children’s Festival;
And that recognition and commendations be
extended to all those involved with the Markham Antique Car Show, 10th
Annual Wine Tasting as well as the James Allen Cameron event;
And that a street in the Town of Markham be named after James Allen
Cameron.
CARRIED
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Other
matters considered by General Committee on September 12, 2005
9. STAFF
AWARDED CONTRACTS FOR THE PERIOD
FROM JUNE 1 TO AUGUST 31, 2005
(7.12)
Report
Moved by Councillor A. Chiu
Seconded by Deputy Mayor F. Scarpitti
That
the report entitled Staff Awarded Contracts
for the period from June 1 to August 31,
2005 be received.
CARRIED
Moved
by Councillor K. Usman
Seconded
by Regional Councillor J. Heath
That
the following communications be received:
10. CITY
OF PORT COLBORNE - RESOLUTION
ELIGIBILITY FOR LOTTERY
LICENSING MUNICIPAL
MUSEUMS AND PUBLIC LIBRARIES
(3.20 & 13.5.2)
That
the letter dated August 23, 2005 with resolution
recommending the licensing of municipal museums and public libraries and the
use of proceeds from lottery schemes to continue and enhance services, be
received.
11. TOWNSHIP
OF KILLALOE, HAGARTY & RICHARDS
RESOLUTION – REDUCE COST OF
HEATING OIL
AND DROP GST (3.20 &
13.5.2)
That
the email dated September 1, 2005 with resolution recommending that the Federal
Government reduce the cost of heating oil and drop the GST, be received.
12. MINISTRY OF COMMUNITY SAFETY AND
CORRECTIONAL SERVICES (12.2.6)
That
the letter dated September 1, 2005 from the Commissioner of Emergency
Management, Ministry of Community Safety and Correctional Services regarding
coordinating efforts for assistance in the aftermath of Hurricane Katrina be
received and referred to the CAO and Commissioner of Community and Fire
Services.
CARRIED
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Moved by Deputy Mayor F.
Scarpitti
Seconded by Councillor K. Usman
That the Committee resolve In
Camera to discuss confidential property and legal matters. (11:02 a.m.)
CARRIED
Moved by Councillor K. Usman
Seconded by Deputy Mayor F.
Scarpitti
That the Committee rise. (11:16 a.m.)
CARRIED
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13. UPDATE ON PLANNING INITIATIVES FOR THE
FEDERAL
PICKERING LANDS (10.0)
The Committee
briefly discussed a press release from Transport Canada
regarding initiatives for the Federal Pickering Lands with respect to the
possibility of future development of an airport.
Moved by
Regional Councillor J. Heath
Seconded by
Councillor K. Usman
That the
update by Mayor D. Cousens regarding planning initiatives for the Federal
Pickering lands be received and referred to staff for further review.
CARRIED
ADJOURNMENT
The General Committee adjourned
at the hour of 11:35 a.m.