General Committee
April 18, 2017
Meeting
Number 6
Finance & Administrative Issues Community Services Issues
Chair: Deputy Mayor Jack
Heath Chair: Councillor Alan Ho
Vice Chair: Councillor Colin Campbell Vice
Chair: Councillor Alex Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Colin
Campbell
Vice Chair: Councillor Karen Rea Vice Chair: Regional Councillor Nirmala
Armstrong
Alternate formats are available
upon request.
Attendance
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Andy
Taylor, Chief Administrative Officer
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community & Fire Services
Catherine
Conrad, City Solicitor and Acting Director of
Human Resources
Joel
Lustig, Treasurer
Sandra Skelcher,
Manager Financial Reporting and Payroll
David Plant,
Manager, Parks Operation
Claudia Marsales, Senior Manager, Waste & Environmental
Management
Alida
Tari, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 9:03 AM with Deputy
Mayor Jack Heath in the Chair.
General Committee recessed at 11:40 AM and reconvened at 11:50 AM.
Disclosure of
Interest
None disclosed.
1. MINUTES
OF THE APRIL 3, 2017
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Alan Ho
1) That the minutes of the
April 3, 2017 General Committee meeting be confirmed.
Carried
2. REPORT OF THE AUDITOR
GENERAL -
CASH HANDLING AUDIT (7.0)
Presentation Report
Geoff Rodrigues, MNP LLP, Auditor General,
City of Markham and Veronica Bila,
Audit Manager delivered a PowerPoint presentation regarding cash
handling audit.
There was discussion regarding the
percentage of transactions that include cash payments. The Committee discussed some of the pros and
cons with respect to moving toward a cashless Corporation.
Moved by Mayor Frank
Scarpitti
Seconded by Councillor
Logan Kanapathi
1) That the presentation
provided by Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor
General, City of Markham, titled "Report of the Auditor General – Cash
Handling Audit" be received; and,
2) That the report prepared by Geoff Rodrigues,
CPA, CA, CIA, CRMA, ORMP, MNP LLP, Auditor General, City of Markham, titled
"City of Markham – Cash Handling Audit" be received; and,
3) That staff be directed to review implementing cashless
transactions throughout the Corporation; and further,
4) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
3. 2016 CONSOLIDATED
FINANCIAL STATEMENTS AND
RESERVE AND RESERVE FUND
ANALYSIS (7.0)
Presentation Report Attachments
Joel Lustig, Treasurer
addressed the Committee and provided brief opening remarks relative to the 2016
Consolidated Financial Statements and Reserve and Reserve Fund Analysis.
Sandra Skelcher,
Manager Financial Reporting and Payroll delivered a PowerPoint presentation
regarding the 2016 Consolidated Financial Statements.
Kevin M.
Travers, Partner, KPMG delivered a PowerPoint presentation regarding the Audit
Findings Report.
There was
brief discussion relative to the Community Board and BIA's surplus funds.
Moved by
Councillor Alan Ho
Seconded
by Regional Councillor Jim Jones
1) That the report titled “2016
Consolidated Financial Statements and Reserve & Reserve Fund Analysis” be
received; and
2) That Council approve the draft
Consolidated Financial Statements of The Corporation of the City of Markham
(the City), the City of Markham Public Library (the Library), Community Boards,
Business Improvement Areas (BIAs) , and Investment in Markham Enterprises
Corporation (MEC), for the fiscal year ended December 31, 2016; and,
3) That Council authorize Staff to issue
the final audited Consolidated Financial Statements for the fiscal year ended
December 31, 2016 upon receiving the Independent
Auditors’ Report; and,
4) That the KPMG LLP Audit Finding Report for the year ended
December 31, 2016 be received; and,
5) That this matter be
forwarded to Council for adoption on April 25, 2017; and,
6) That the Waste management process reserve (account
086-2700110) be closed and the balance of $27,882.79 transferred to the Lifecycle
replacement and capital reserve fund; and,
7) That the Partnership reserve (account 086-2700830) be closed
and the balance of $15,612.00 transferred to the Lifecycle replacement and
capital reserve fund; and,
8) That the Anti-whistling reserve (account 086-2700870) be
closed and the balance of $506.17 transferred to the Lifecycle replacement and
capital reserve fund; and,
9) That the Road resurfacing reserve fund (account 087-2800132)
be closed and the balance of $5,734.16 transferred to the City-wide hard
deferred reserve fund; and,
10) That the Tree replacement reserve fund (account 087-2800150)
be closed and the balance of $6,271.00 transferred to the Trees for tomorrow
reserve fund; and,
11) That the Waterworks reserve fund (account 087-2800165) be
closed and the balance of $239,080.10 transferred to the Waterworks
stabilization reserve; and further,
12) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
DEPUTATIONS
There were
no deputations.
COMMUNICATIONS
There were
no communications.
PETITIONS
There were
no petitions.
4. MINUTES
OF THE MARCH 7, 2017
CANADA 150 NEIGHBOURHOOD
ENGAGEMENT SUB-COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That
the minutes of the March 7, 2017 Canada 150 Neighbourhood Engagement Sub-Committee
meeting be received for information purposes.
Carried
5. MINUTES
OF THE FEBRUARY 15, 2017
ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That
the minutes of the February 15, 2017 Advisory Committee on Accessibility meeting
be received for information purposes.
Carried
6. MINUTES
OF THE JANUARY 16, 2017,
FEBRUARY 6, 2017 AND MARCH 6, 2017
RACE RELATIONS COMMITTEE(16.0)
January
16 February
6 March
6
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That
the minutes of the January 16, 2017, February 6, 2017 and March 6, 2017 Race
Relations Committee meeting be received for information purposes.
Carried
7. MINUTES
OF THE FEBRUARY 13, 2017
VARLEY – MCKAY ART FOUNDATION
OF MARKHAM (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That
the minutes of the February 13, 2017 Varley - McKay Art Foundation meeting be
received for information purposes.
Carried
8. MINUTES OF THE FEBRUARY 16,
2017
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That the minutes of the February 16,
2017 Markham Environmental Advisory Committee meeting be received for
information purposes.
Carried
9. MINUTES OF THE NOVEMBER 2, 2016
SENIOR’S HALL OF FAME
COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That the minutes of the November 2,
2016 Senior’s Hall of Fame Committee meeting be received for information
purposes.
Carried
10. MINUTES OF THE JANUARY 18, 2017
ENVIRONMENTAL ISSUES
COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That the minutes of the January 18,
2017 Environmental Issues Committee meeting be received for information
purposes.
Carried
11. AWARD OF CONSTRUCTION TENDER
271-T-16 - PHASE 2B STORM
SEWER REPLACEMENT (5.4)
Report Attachment
A Attachment
B Attachment
C
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That the report entitled “Award of Construction Tender 271-T-16
West Thornhill – Phase 2B Storm Sewer and Watermain Replacement” be received; and,
2) That the contract for Tender 271-T-16 West
Thornhill – Phase 2B Storm Sewer Replacement be awarded to the lowest priced
Bidder, Lancorp Construction Co Ltd., in the amount of $7,525,712.37, inclusive
of HST; and,
3) That a 10% contingency in the amount of $752,571.24,
inclusive of HST, be established to cover any additional construction costs and
that authorization to approve expenditures of this contingency amount up to the
specified limit be in accordance with the Expenditure Control Policy; and,
4) That the construction award in the amount of $8,278,283.61 be
funded from the capital project 058-6150-17201-005 “West Thornhill Flood
Control Construction - Phase 2B” as outlined under the financial considerations
section in this report; and,
5) That the Chief Administrative Officer be authorized to
execute an agreement with York Region District School Board and any related
documents to acquire a permanent easement (the “Required Easement”) over the
lands described as Part of Lot 26, Registrar’s Compiled Plan 10327, Markham,
being Part 1 on Plan 65R-37026, in a form satisfactory to the Chief Administrative
Officer and City Solicitor; and,
6) That funding for the acquisition of the Required Easement
in the amount of $472,501.22 (inclusive of legal costs, Land Transfer Tax, HST
and contingency) be funded from the capital project account # 058-6150-17201-005
“West Thornhill Flood Control Construction - Phase 2B” as outlined under the
financial considerations section in this report; and,
7) That the Manager of Real Property be authorized to execute
any agreements and/or documents with third parties required to obtain
permission to construct the West-Thornhill - Phase 2B Storm Sewer and Watermain
Replacement in a form satisfactory to the Manager of Real Property and the City
Solicitor; and,
8) That the budget remaining in project #17201 “West Thornhill
Flood Control Construction - Phase 2B” in the amount of $448,505.17 will be returned to the original funding source; and further,
9) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
12. CITYWIDE MULTI-PHASE
SANITARY
SYSTEM DOWNSPOUT DISCONNECTION
PROGRAM – ANNUAL PROGRESS
UPDATE
AND PHASE 5 DETAILS (5.3)
Report Attachments
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That the report entitled
"Citywide Multi-phase Sanitary System
Downspout Disconnection Program- Annual
Progress Update and Phase 5 Details" be received; and,
2) That Council
approve the Phase 5 of 5 program
area covering 1,894 properties as follows:
Thornhill Area:
i. Area bounded
by Normark Drive
to the north, East Don River to the east, Colonsay Road to the south, and Normark Drive & Inverlochy Boulevard to the west;
ii. Area bounded by John Street & Chumleigh Crescent to the north, Don Mills
Road & Hwy 404 to the east, Simonston Boulevard
to the south, and German Mills Settlers Park &
Bercy Park to the west;
Unionville Area:
iii. Area bounded by Carlton Road & Krieghoff Avenue to the north, Main Street Unionville & railway track to the east, Highway
7 & Vasselle Crescent to the
south, and Warden Avenue to the west; and,
3) That the project be funded in the amount of
$181,000 from the 2017 Capital
Project
#17221 "Sanitary System Downspout Disconnection Program- Phase 5 of 5";
and,
4) That total funding of $442,382 be returned
to original funding source
from the following projects:
- $133,600 from project
#14313
"Sanitary
System
Downspout
Disconnection
Program - Phase
2 of 5"
- $84,452 from project
#15294
"Sanitary
System
Downspout
Disconnection
Program -
Ph 3
of 5"
- $224,330 from project
#16238
"Sanitary
System
Downspout
Disconnection
Program- Phase 4 of
5"; and further,
5) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
Carried
13. 2018 MUNICIPAL ELECTION -
QUESTION ON THE BALLOT (9.0,
14.0)
Report Attachment
A Attachment
B
Moved by
Regional Councillor Jim Jones
Seconded by
Councillor Alex Chiu
1) That the report
entitled "2018 Municipal Election - Question on the Ballot” be received.
Carried
14. CONTRACT
EXTENSION FOR
116-T-16 GRASS CUTTING
AND MAINTENANCE SERVICES (7.9)
Report
There was considerable discussion regarding
the grass cutting maintenance schedule during the spring, summer and fall
months along non-residential boulevards and in City parks, and cost
implications if that service level was increased to match of the service level
provided to playing fields. The
Committee was reminded that the Regional Boulevards are now being maintained by
York Region.
Moved by Regional Councillor
Jim Jones
Seconded by Councillor
Karen Rea
1) That the report entitled “Contract Extension # 116-T-16 for
Grass Cutting and Maintenance Services” be received; and,
2) That the current contract #116-T-16 for Grass Cutting and
Maintenance Boulevard Services of 21.98 ha which expires on December 31, 2018
be extended with Ontario Inc. o/a Clarington Contracting Services from January
1, 2019 to December 31, 2021 at an annual cost of $43,112.16, inclusive of
HST;
·
2019 - $43,112.16
·
2020 - $43,112.16
·
2021 - $43,112.16; and,
3) That contract # 116-T-16 for Grass
Cutting and Maintenance Services of Boulevards be increased by an additional
80.02 ha with Ontario Inc. o/a Clarington Contracting Services for five (5)
years at the following prices (inclusive if HST);
·
2017 - $165,529.38
·
2018 - $165,529.38
·
2019 - $174,119.50
·
2020 - $174,119.50
·
2021 - $174,119.50; and,
4) 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,
5) And that funds be provided from
730-730-5399 Contract Services Weed Removal in the amount of $165,529.38 for
the increased 2017 award amount; and,
6) That Staff be authorized to adjust the
purchase orders in 2018-2021 based on the approved budget in each of these
years, subject to Council approval of the 2018-2021 operating budget; and,
7) That Staff be directed to report back
on the budget implications to change the grass cutting
service levels for those parks with playing fields to a weekly cutting schedule for the remaining components of
the park (non sport fields), and that the non
residential boulevards retain the current sport field maintenance practices; and further,
8) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
15. CONTRACT EXTENSION FOR
162-T-13 PAVEMENT PRESERVATION
AND SURFACE TREATMENT (7.9)
Report
Moved by Regional
Councillor Joe Li
Seconded by Councillor
Colin Campbell
1) That the report entitled “Contract Extension 162-T-13 Pavement Preservation and Surface
Treatment” be received”; and,
2) That contract 162-T-13 Pavement Preservation and Surface Treatment be extended with Miller Paving
Limited for an additional one (1) year (2017) in the amount of $671,655 and at
the same 2016 itemized pricing with a CPI adjustment (Canada All-items); and,
3) That the Director, Operations and
Senior Manager Purchasing be authorized to extend the contract for a further
four (4) years (2018 – 2021) subject to Council approval of the annual budget
and a annual CPI (Canada All-items) adjustment; and,
4) 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,
5) That the funds for the 2017 award be
provided from the budget accounts as listed in the Financial Considerations in
the amount of $671,655 inclusive of HST
impact; and further,
6) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
MOTIONS
16. LITTER PREVENTION (5.1)
Claudia Marsales, Senior Manager, Waste
& Environmental Management addressed the Committee providing some information
relative to ways on how to accept recycling materials in blue bags.
The Committee suggested removing Associated
Municipalities of Ontario (AMO) from clause 2.
Moved by
Councillor Karen Rea
Seconded by
Councillor Amanda Collucci
Whereas
the City of Markham is committed to being a sustainability leader and is committed to sustainable
environmental practices as outlined in its Council approved Greenprint
Sustainability Plan and Best of the Best Roadmap to 80% Diversion; and,
Whereas to meet our sustainability goals, the
City must be bold and imaginative and not be afraid to make the tough
decisions to move the City forward now and in the future; and,
Whereas the City of Markham and York Region
provide integrated solid waste services to its residents that are designed to continually increase waste diversion, improve services to
our residents, and support Markham’s revised diversion target of 85%; and,
Whereas
York Region requires the local municipalities to collect recyclables loose in
Blue Boxes and prohibits the collection of recyclables in plastic bags which
would reduce the amount of windblown litter and associated costs; and,
Whereas
allowing residents to use bags for recyclables has many documented benefits
such as allowing a higher volume of recyclables to be diverted at the curb,
contains recyclables in our parks and public spaces; and reduces blue box
litter on our streets; and,
Whereas
York Region’s 2014 report ‘Assessment of the Installation of a Bag Breaker at
the York Region Waste Management Facility’ estimated Markham spends $103,033 a
year on litter clean-up; and all the local municipalities combined spend an
estimated $352,641per year; and,
Whereas a
tinted blue clear bag or paper bag recycling option would reduce the amount of
recyclables in the residue stream, protect recyclables from inclement
weather, prevent material from blowing
onto residential streets as litter, increase
participation and diversion and reduce clean-up costs; and,
Now therefore be it hereby resolved:
1) That Council respectfully requests that York
Region and City of Markham under their respective Waste Management departments
report back
on all options and costs for permitting residents to use tinted blue clear bag or paper bag recycling option in town home
units, single family homes, multi-residential units and public spaces thereby
reducing processing residue, increasing diversion and
eliminating blue box litter; and,
2) That
this Motion be circulated to all York Region municipalities.
Carried
NOTICES OF MOTIONS
There were
no notices of motions.
NEW/OTHER BUSINESS
There was
no new/other business.
ANNOUNCEMENTS
17. ANNOUNCEMENTS – TEXTILE
CURBSIDE BAN (5.1)
Textile
Curbside Ban
Deputy
Mayor Jack Heath advised that effective April 17, 2017 textiles are ban from
curbside waste pickup. Staff advised
that this past weekend was a huge success at textile materials being dropped
off at the Markham Depot and other fire station locations. Staff also advised that the Salvation Army
has collected approximately one million pounds of textiles from Markham. The Committee suggested that staff work with
the Corporate Communications department to put together a press release
regarding this information.
CONFIDENTIAL
ITEMS
Moved by Mayor Frank Scarpitti
Seconded by Councillor Amanda Collucci
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (10:02 AM):
(2) THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL
BOARD (REPORT OF AUDITOR GENERAL) (7.0)
[Section 239 (2) (a)]
General
Committee consented to place this matter on the April 25, 2017 Council agenda
for consideration.
Carried
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Karen Rea
That
General Committee rise from the confidential session at 10:14 AM.
Carried
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alan Ho
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (12:08 PM):
(1) GENERAL COMMITTEE CONFIDENTIAL MINUTES –
APRIL 3, 2017 (16.0)
[Section
239 (2) (a) (b) (e)]
General
Committee adopted the April 3, 2017 General Committee confidential minutes.
(3) THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL
BOARD (SHARED USE AGREEMENT) (8.2)
[Section 239 (2) (a)]
General
Committee consented to place this matter on the April 25, 2017 Council agenda
for consideration.
[Section
239 (2) (b)]
General
Committee consented to place this matter on the April 25, 2017 Council agenda
for consideration.
(5) A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY
THE MUNICIPALITY OR LOCAL BOARD (REAL PROPERTY ACQUISITIONS) (8.6)
[Section 239 (2) (c)]
General
Committee consented to place this matter on the April 25, 2017 Council agenda
for consideration.
Carried
Moved by Councillor Colin Campbell
Seconded by Regional Councillor Joe Li
That the General Committee rise from the confidential session 12:50
PM.
Carried
Adjournment
Moved by Councillor Alex Chiu
Seconded by Councillor Karen Rea
That the General Committee meeting adjourn at 12:50 PM.
Carried