M I N U T E S
GENERAL
COMMITTEE
November 22, 2010
Meeting No. 21
Finance & Administrative Issues Community
Services Issues
Chair: Regional
Councillor J. Virgilio Chair: Councillor A. Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor E. Shapero Chair: Councillor C. Moretti
Alternate formats are
available upon request.
Attendance
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J. Livey, Chief Administrative Officer
C. Conrad, Town Solicitor
J. Baird, Commissioner of Development Services
B. Librecz, Commissioner of Community & Fire Services
A. Taylor, Commissioner of Corporate Services
P.
Ingham, General Manager, Operations
M. Ingwersen, District
Manager, Operations
P.
Loukes, Director, Operations
J. Lustig, Treasurer
A. Moore, Manager of Purchasing
R. Raman, Manager, Accounting & Expenditure Control
C.
Service, Manager,
Planning & Policy Development
N. Takata,
Parks Planner
G. Taylor, Manager,
Community Centre Operations
M. Urquhart,
Manager of Environmental Leadership
K. Bavington, Committee Clerk
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The General Committee convened at the hour of
9:05 a.m. with Regional Councillor J. Virgilio in the Chair; Councillor A. Chiu
Chaired Community Services related items; and Councillor E. Shapero Chaired
Environment and Sustainability related items.
The CAO, on
behalf of staff, made a presentation of appreciation to the retiring Chair,
Regional Councillor J. Virgilio for his years of service and leadership; and to
retiring Councillor E. Shapero for her dedication in environmental issues. Departing
Councillor J. Webster was also recognized for his contributions on the
Development Services Committee. The departing Committee members thanked Council
and staff for their support, and for their rewarding years spent with Markham.
DISCLOSURE OF INTEREST
Councillor J. Webster disclosed an interest with respect to Item # 26, Clause 9, Markham
Environmental Issues funding applications, regarding Community Gardens, by
nature of being involved in his own community garden, and did not take part in
the discussion of or vote on the question of the approval of such matters.
1. YORK
REGION CHILDREN’S AID
SOCIETY BOARD (3.0)
Presentation
Sophia Wong
and Jennifer Grant of the York Region Children’s Aid Society Board made a
presentation regarding the services of the Society and the status of funding.
The Committee
expressed appreciation for the presentation and concurred with the importance
of the Society and the need to engage other government levels. It was noted that
York Region services receive 40 cents per child for every dollar that Toronto gets.
The Regional
Council is sending a letter to the Province urging more equitable funding , and
it was suggested that the Town of Markham send a similar message to the
Province, referring to the level of funding and the level of growth in York
Region. In addition, support will be sought from the Association of
Municipalities of Ontario (AMO) and all York Region municipalities.
A further
suggestion was made that the mayors on York Region’s municipalities, and the
Chair of the Regional Council make a deputation to the Premier.
Staff was
directed to prepare a draft letter for the Council meeting on November 23,
2010.
Moved by
Councillor E. Shapero
Seconded by
Regional Councillor G. Landon
1)
That the
Deputation by Ms. Jennifer Grant and Ms. Sophia Wong from the Board of
Directors of the York Region Children’s Aid Society be received; and
2)
That the Town of Markham forward the following
resolution to the attention of Premier Dalton McGuinty and the Minister of
Children and Youth Services Laurel Broten:
Whereas York Region is the third lowest
funded Children’s Aid Society Board in the Province of Ontario, receiving 40
cents on the dollar compared to Toronto;
And Whereas the funding for the most
vulnerable children in York Region is approaching a crisis level, compromising
services and placing children at risk;
And Whereas the Town of Markham views the
potential impacts on child protection as unacceptable;
Now Therefore, be it resolved, the Town of
Markham strongly requests the Province to increase funding to the York Region
Children’s Aid Society Board to be equitable to that of other Regions.; and
3)
That the resolution be forwarded to other
municipalities in York Region, and the Association of Municipalities of Ontario
(AMO), petitioning their support; and further,
4)
* That Regional Chair and CEO Bill Fisch and the
Mayors of all municipalities in York Region be encouraged to make a deputation
to the Province in this regard.
* Amended at
Council, November 23 and 24, 2010, to delete Clause 4 and replace it with the
following:
“4. That the Town of Markham request the Regional Chair and CEO Bill
Fisch convene a meeting with the Minister of Children and Youth Services Laurel
Broten on behalf of the York Region Municipalities.”
CARRIED
2. VOLUNTEER ICE RINK PROGRAM
SNOW PLOWING: GRANDVIEW PARK AND
BAYVIEW LANE PARK, THORNHILL
(6.1)
Report
John Bell, Rob
Chillingworth and Brian Forrester made a deputation, requesting approval to use
snowplowing equipment on ice rinks. They outlined their concerns and the
proposed snow clearing plan, and thanked Councillor Burke for her support.
Paul Ingham
outlined the staff recommendation and advised that the insurance and legal
aspects have been reviewed. The Committee directed staff to pursue volunteer
snowplowing by commercial businesses in exchange for promotional considerations.
A concern was
expressed that using Town resources to clear the snow should not impact windrow
assistance being provided to eligible households. The Committee discussed the budget
and the cost-sharing proposal. Staff explained that this is similar to other
community arrangements, taking Town policies and budget issues into
consideration.
The Committee
discussed policies, options, and service levels in clearing the snow as soon as
is reasonable. It was agreed to proceed with the staff recommendation and to direct
staff to provide a report at the end of the season, including a review of
volunteer business involvement.
The Committee
thanked the volunteers for their efforts for the community
The Committee voted on Clause 3 separately.
Moved by
Councillor V. Burke
Seconded by Councillor
J. Webster
1) That
the Deputation by Mr. Rob Chillingworth, Mr. Brian Forrester and Mr. John Bell,
Volunteer Ice Rink Co-ordinators for Thornhill be received; and,
2) That
the Volunteer Ice Rink Policy be amended to allow use of snow plowing equipment
to remove snow from the ice rinks; and,
3) That Council direct staff to negotiate a
Memorandum of Understanding (MOU) with the Volunteer Ice Rink Groups, in a form
satisfactory to the Town Solicitor, to allow plowing of ice rinks using a
combination of Options A and B, as outlined in this report, and that staff
be directed to look at alterative options for local snow plowing businesses to
volunteer services, provided all necessary requirements are in place; and,
4) That
the Town’s contribution towards ice rink snow clearing by contracted services
be included in the current ‘ice rink materials’ cost sharing agreement with
Volunteer Groups (to an upset limit of $500 per location per year); and,
5) That
Option D, snow removal by use of a snow blower not be allowed due to safety
issues; and further,
6) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
3. 2009 AUDIT REVIEW BY KPMG, LLP (7.0)
Presentation Report
Raj Raman gave an overview of this item, and introduced
Kevin Travers of KPMG, LLP.
Mr. Travers presented
a summary of the audit review and identified items of interest arising from the
audit that are important and relevant to the Audit Committee. The Committee
discussed issues relating to PowerStream investments and auditing changes.
Staff was requested to provide a five-year paving performance evaluation in
future reporting.
Moved
by Deputy Mayor J. Heath
Seconded
by Councillor A. Chiu
1)
That the Presentation
and Report by Mr. Kevin Travers, Partner, entitled “2009 Audit Review by KPMG,
LLP” be received.
CARRIED
IN CAMERA
MATTERS (7.0)
Moved by Mayor F.
Scarpitti
Seconded by
Regional Councillor G. Landon
That, in
accordance with Sections 239 (2) (a) of the Municipal Act,
General Committee resolve into an in-camera session to discuss the following
confidential matter:
1)
Advice that is
subject to security of the property of the municipality or local board.
CARRIED
Moved by Mayor F.
Scarpitti
Seconded by
Regional Councillor G. Landon
That the Committee
rise from the in-camera session (11:16 AM) and report.
CARRIED
Moved by Mayor F.
Scarpitti
Seconded by Deputy
Mayor J. Heath
That the verbal
update and clarification on processes and other issues, from Kevin Travers of
KPMG, LLP, be received.
CARRIED
4. MINUTES OF THE SEPTEMBER
13 AND 20, 2010
GENERAL COMMITTEE (16.0)
September 13 September 20
Moved by Deputy Mayor J.
Heath
Seconded by Councillor J.
Webster
1)
That the Minutes
of the September 13 and 20, 2010 General Committee be confirmed.
CARRIED
5. MINUTES OF THE SEPTEMBER 15,
OCTOBER 27, AND NOVEMBER 17, 2010
ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)
September October November
Moved by Deputy Mayor J.
Heath
Seconded by Councillor J.
Webster
1) That the Minutes of the September 15,
October 27, and November 17, 2010 Advisory Committee on Accessibility be
received for information purposes.
CARRIED
6. MINUTES
OF THE SEPTEMBER 15, 2010
ANIMAL CARE COMMITTEE (16.0)
Minutes
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the September 15, 2010 Animal Care Committee be received for
information purposes.
CARRIED
7. MINUTES OF THE AUGUST 11, 2010
BUILDING A CREATIVE MARKHAM
ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the August 11, 2010 Building A Creative Markham Advisory
Committee be received for information purposes.
CARRIED
8. MINUTES OF THE JUNE 10 AND
SEPTEMBER 23, 2010 CYCLING & PEDESTRIAN
ADVISORY COMMITTEE (16.0)
June September
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the June 10 and September 23, 2010 Cycling & Pedestrian
Advisory Committee be received for information purposes.
CARRIED
9. MINUTES
OF THE SEPTEMBER 16 AND
OCTOBER 14, 2010 ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
September October
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That the Minutes of the
September 16 and October 14, 2010 Environmental Advisory Committee be received
for information purposes.
CARRIED
10. MINUTES
OF THE SEPTEMBER 7, 2010
EAST MARKHAM COMMUNITY CENTRE
AND LIBRARY SUB-COMMITTEE
(16.0)
Minutes
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the September 7, 2010 East Markham Community Centre and Library
Sub-Committee be received for information purposes.
CARRIED
11. MINUTES
OF THE JULY 8 AND OCTOBER 13, 2010
PUBLIC ART ADVISORY COMMITTEE
(16.0)
July October
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the July 8 and October 13, 2010 Public Art Advisory Committee be
received for information purposes.
CARRIED
12. MINUTES OF THE JUNE 28 AND
SEPTEMBER 27, 2010 PUBLIC LIBRARY BOARD (16.0)
June September
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the June 28, and September 27, 2010 Public Library Board be
received for information purposes.
CARRIED
13. MINUTES
OF THE SEPTEMBER 13 AND
OCTOBER 4, 2010 RACE RELATIONS
COMMITTEE (16.0)
September October
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the September 13 and October 4, 2010 Race Relations Committee be
received for information purposes.
CARRIED
14. MINUTES OF THE SEPTEMBER 8,
OCTOBER 6, 27 AND NOVEMBER 10, 2010
SANTA CLAUS PARADE COMMITTEE (16.0)
September October 6 October 27 November
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the September 8, October 6, 27 and November 10, 2010 Santa Claus
Parade Committee be received for information purposes.
CARRIED
15. MINUTES
OF THE SEPTEMBER 8, OCTOBER 6
AND NOVEMBER 3, 2010 THE
FRIENDS OF THE
MARKHAM MUSEUM FOUNDATION
BOARD (16.0)
September October November
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the September 8, October 6, and November 3 2010 The Friends of
the Markham Museum Foundation Board be received for information purposes.
CARRIED
16. MINUTES
OF THE JUNE 28 AND
SEPTEMBER 13, 2010 VARLEY
MCKAY ART
FOUNDATION OF MARKHAM (16.0)
June September
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the June 28 and September 13, 2010 Varley McKay Art Foundation
of Markham be received for information purposes.
CARRIED
17. MINUTES
OF THE JUNE 30, 2010
UNIONVILLE BUSINESS
IMPROVEMENT AREA BOARD (16.0)
Minutes
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the June 30, 2010 Unionville Business Improvement Area Board be
received for information purposes.
CARRIED
18. MINUTES
OF THE SEPTEMBER 14, AND
OCTOBER 12, 2010 SENIORS
ADVISORY COMMITTEE (16.0)
September October
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
1) That
the Minutes of the September 14 and October 12, 2010 Seniors Advisory Committee
be received for information purposes and,
2) That
Council consider the following resolution passed at the September 14, 2010
Seniors Advisory Committee:
“That the Seniors Advisory Committee strongly recommend that the Town
of Markham Council allocate adequate space for seniors at Community Centres; and,
That the Town of Markham Council ensure allotted Community Centre space
for seniors is at times of the day which permit seniors to fully participate in
recreational programs and activities; and,
That the Town of Markham Council include proper space for seniors in its
plans for new Community Centres and when updating existing Community Centres; and
further,
That the Seniors Advisory Committee be consulted when allocating
Community Centre space to seniors and when designing new spaces for seniors.”
CARRIED
19. APPOINTMENTS TO ADVISORY
BOARDS/COMMITTEES (16.24)
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor J. Webster
Mayor’s Youth
Task Force
1) That
the following persons be appointed to the Mayor’s Youth Task Force, for the term
ending June 30, 2011 (see Note 1):
·
Kush Thaker
·
Mark Mercado
Seniors
Advisory Committee
2) That
the resignation of Mr. Tasneem (Taz) Karimjee from the Seniors’ Advisory
Committee be received with regret and that a letter of appreciation be
forwarded (see Note 2); and,
3) That
the vacancy be filled following the commencement of the new Council; and,
Friends of
Markham Museum Board
4) That
the resignation of Mr. Vince Tortorici from the Friends of Markham Museum Board
be received with regret and that a letter of appreciation be forwarded (see Note
3); and,
5) That
the vacancy be filled following the commencement of the new Council and,
Cycling &
Pedestrian Advisory Committee
6) That the resignation of Ms.
Sandra McEleney from the Cycling & Pedestrian Advisory Committee be
received with regret and that a letter of appreciation be forwarded (see Note 4);
and further,
7) That
the vacancy be filled following the commencement of the new Council.
CARRIED
20. STAFF AWARDED CONTRACTS
FOR THE MONTH OF SEPTEMBER 2010 (7.12)
Report
Staff
responded to questions from the Committee on the following items:
# 175-T-10,
Supply and Delivery of 2010 Mailbox Recycling Containers and 2011 Blue Boxes:
A short
presentation on the superboxes was requested for a future meeting.
# 248-S-10,
Standby Electrical Power to 8100 Warden Avenue:
Staff provided
more details on the standby power connection.
# 052-T-10,
Carlton Road Traffic Calming:
A Committee
member requested an e-mail with additional information regarding the source of
funding to cover the shortfall for this project.
# 205-T-10,
Construction of Extension to the Varley Art Gallery:
It was noted
that this project is under budget.
Moved by Deputy Mayor J.
Heath
Seconded by Councillor A.
Chiu
1) That the report entitled “Staff Awarded
Contracts for the Month of September 2010” be received; and,
2) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
21. STAFF AWARDED
CONTRACTS
FOR THE MONTH OF OCTOBER 2010 (7.12)
Report
Staff responded to questions
from the Committee on the following items:
#
229-S-10, Advertising Services for 2011 Markham Economist and Sun and the
distribution of Markham Life:
The
Committee discussed consolidation of publication and distribution services. It
was suggested that the Communications Committee could look into opportunities.
It was also noted that delivery in the Thornhill area has not been consistent,
and staff was requested to review the numbers and alternatives. Staff are
working to resolve this concern.
Moved by Deputy Mayor J.
Heath
Seconded by Councillor A.
Chiu
1) That
the report entitled “Staff Awarded Contracts for the Month of October 2010” be
received; and,
2)
That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
22. 2010 THIRD
QUARTER INVESTMENT
PERFORMANCE REVIEW (7.0)
Report Attachments
The Committee discussed the
variables and benefits of investing a pool of small sums versus banking it, and
allocation issues. Staff was requested to review this policy.
Moved by Councillor A. Chiu
Seconded by Councillor V.
Burke
1) That the report dated October 12, 2010 entitled “2010 Third Quarter
Investment Performance Review” be received.
CARRIED
23. SEPTEMBER 2010 YEAR-TO-DATE REVIEW OF
OPERATIONS AND YEAR-END PROJECTION
AND ADDITIONAL FINANCIAL DISCLOSURE
REQUIREMENTS PURSUANT TO ONTARIO
REGULATION 284/09 (7.0)
Report Attachments
Moved by Councillor
J. Webster
Seconded by Councillor
E. Shapero
1) That the report dated December 1, 2010
entitled “September 2010 Year-To-Date
Review of Operations and Year-End Projection” be received; and,
2) That the “Additional Financial
Disclosure Requirements Pursuant to Ontario Regulation 284/09” be received for
information purposes.
CARRIED
24. WINTER PARKING PILOT PROGRAM (2.17)
Report Appendix A Appendix B
Moved
by Regional Councillor J. Virgilio
Seconded
by Councillor D. Hamilton
1)
That the report
entitled, “Winter Parking Pilot Program” be received; and,
2)
That Council
endorse the continuation of the pilot project initiated in 2009 to restrict
parking on the “even” numbered side of the street, applicable to all municipal
roads, from November 15, 2010 to April
15, 2011; and,
3)
That the
education and communications campaign commence as soon as possible; and,
4)
That The Winter
Parking Committee report back in Spring 2011, with the results of the pilot
project; and
5)
That the funding
for the education and communications campaign be provided from the Operations
Department operating account 700 998 5801 to an upset limit of $3500; and
further,
6)
That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
25. INFRASTRUCTURE
PROJECTS-
OPERATING PLANS & IMPACTS (6.0)
Report
Commissioner
Librecz advised that a comprehensive update will be provided at a future meeting,
and that all projects are on target to meet deadlines.
Colin
Service gave a presentation on operating plans and the impacts of
infrastructure projects.
Operating
and staffing assumptions were reviewed.
The
Committee noted the excitement generated in the community for the
infrastructure projects. Discussions included the integration of Works and Roads
Departments resources for some of the operating functions, and sponsorship
opportunities to offset operating costs, particularly for the ice rink and
tennis facilities.
It was
noted that the Civic Centre rink catering contract should specify the use of Fair
Trade products. With respect to energy costs, staff will track expenditures and
consider retrofits for solar energy.
Staff
provided clarification of programming revenues from the tennis facility, and
the free use and capacity of the Civic Centre rink. It was agreed to endorse
the proposed operating plan to allow the necessary actions to proceed, and that
staff will report back with an update and proposal for the 2011 operating plan.
A discussion will be required on savings fund policies.
Moved
by Mayor F. Scarpitti
Seconded
by Councillor D. Hamilton
1)
That the report
entitled “Infrastructure Projects – Operating Plans & Impacts” be received;
and,
2)
That Council support the operating plans set forth; and,
3)
That Staff
incorporate the operating impacts of the various Infrastructure Projects in the
2011 Operating Budget submission; and further,
4)
That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
26. MARKHAM ENVIRONMENTAL ISSUES
COMMITTEE, MINUTES, NOVEMBER 3, 2010
AND FALL FUNDING CYCLE 2010
SUPPLEMENTARY INFORMATION (16.0)
Minutes Memo Report
Councillor J. Webster disclosed an interest with respect to Item # 26, Clause 9,
regarding Community Gardens, by nature of being involved in his own community
garden, and did not take part in the discussion of or vote on the question of
the approval of such matters.
Staff
confirmed that provision of signage promoting Markham’s funding support is a
requirement of the approvals for most of the projects.
The
Committee commented on the exciting projects coming forward, and thanked staff
and the Chair for their work with the Markham Environmental Issues Committee.
Moved
by Regional Councillor J. Virgilio
Seconded
by Councillor A. Chiu
1)
That the Minutes of the Markham
Environmental Issues Committee meeting, dated November 3, 2010, be received for
information purposes; and,
2)
That the Fall Funding Cycle 2010
Supplementary Information Memo, dated November 15, 2010, be received; and,
3)
That
the application by Dr. Jose Etcheverry, York University, for a Sustainable Energy
Initiative be approved, to a maximum of $5,330.00, subject to York University
executing an agreement with the Town, in a form satisfactory to the Town
Solicitor, confirming the Town’s ownership of the Sun Eye Analysis device; and,
4)
That the Commissioner of Community and
Fire Services be authorized to execute the agreement on behalf of the Town,
with Dr, Jose Etcheverry and York University; and,
5)
That the funding application by David
Suzuki Public School, for $2,040 for an outdoor classroom, be approved, subject
to final review and approval of a site plan and species selection by Parks
staff; and,
6)
That the application by James Robinson
Public School, for $5,000 for an organic waste recycling project, be approved,
subject to working with Town of Markham Waste Management staff; and,
7)
That the funding application by David
Merriman, Facilities Coordinator, for $33,285 for a Green Spin Studio, be
approved, including signage costs; and,
8)
That the application by Vicky McGrath,
Sustainability Office, for a school demonstration garden at Baythorn P.S., be
approved in the amount of $1,816 subject to the consent of the school board;
and,
9)
That
the request for Town funding of a community garden on a private condominium
property at Stately Way, York Condominium Corporation No. 34, including
programming and communications programs, be approved in the amount of $3,116
subject to securing condominium board approval to the satisfaction of the Town
Solicitor; and,
10) That
the Sustainability Office staff take all necessary steps, prior to release of
funding for a school demonstration garden at Baythorn P.S. and a community
garden at York Condominium Corporation No. 34,
to ensure all necessary approvals are secured and soil testing has been
taken; and,
11)
That
the funding application received from Alex Moore, Purchasing, to extend the
contract for a part-time person until the end of March, 2011, to complete the
Green Purchasing Guide be approved to a maximum amount of $15,000; and further,
12)
That
the Markham Trees For Tomorrow Fund Application request by 10,000 Trees for the
Rouge, for $8,100, to conduct a series of fall tree plantings to restore 3
acres of floodplain along the north bank of the Little Rouge River to enhance
the biological diversity and increase the effective riparian buffer along a
500+ m reach of this sensitive watershed area, be approved.
CARRIED
ADJOURNMENT
Committee
adjourned at 12:47 p.m.