General Committee Meeting - November 17, 2014

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the September 15, 2014 General Committee meeting be confirmed.

Carried

7. MINUTES OF THE JUNE 18, 2014
ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

1) That the minutes of the July 16, 2014 Animal Care Committee meeting be received for information purposes.

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 18, 2014 Advisory Committee on Accessibility meeting be received for information purposes.

Carried

8. MINUTES OF THE JULY 16, 2014 & SEPTEMBER 17, 2014
ANIMAL CARE COMMITTEE (16.0)

July 16 September 17

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

Carried

9. MINUTES OF THE APRIL 17, 2014, MAY 15, 2014,
JUNE 19, 2014, AUGUST 21, 2014 & SEPTEMBER 18, 2014
BOARD OF MANAGEMENT
MARKHAM VILLAGE BUSINESS
IMPROVEMENT AREA COMMITTEE (16.0)

April 17 May 15 June 19 August 21 September 18

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the April 17, 2014, May 15, 2014, June 19, 2014, August 21, 2014 and September 18, 2014, Board of Management Markham Village Business Improvement Area Committee meeting be received for information purposes.

Carried

10. MINUTES OF THE MAY 21, 2014, JUNE 25, 2014,
JULY 16, 2014 AND AUGUST 20, 2014
BOARD OF MANAGEMENT UNIONVILLE BUSINESS
IMPROVEMENT AREA (16.0)

May 21 June 25 July 16 August 20

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the May 21, 2014, June 25, 2014, July 16, 2014 and August 20, 2014 Board of Management Unionville Business Improvement Area meeting be received for information purposes.

Carried

11. MINUTES OF THE JUNE 23, 2014
CANADA DAY COMMITTEE (16.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 23, 2014 Canada Day Committee meeting be received for information purposes.

Carried

12. MINUTES OF THE JUNE 19, 2014
CYCLING & PEDESTRIAN ADVISORY COMMITTEE (16.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 19, 2014 Cycling & Pedestrian Advisory Committee meeting be received for information purposes.

Carried

13. MINUTES OF THE SEPTEMBER 18, 2014
MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the September 18, 2014 Markham Environmental Advisory Committee meeting be received for information purposes.

Carried

14. MINUTES OF THE JUNE 25, 2014
GERMAN MILLS COMMUNITY CENTRE BOARD (16.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 25, 2014 German Mills Community Centre Board meeting be received for information purposes.

Carried

15. MINUTES OF THE SEPTEMBER 18 2014
GREEN PRINT ADVISORY COMMITTEE (16.0)

April 24 May 29 June 26 September 25

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the September 18, 2014 Green Print Advisory Committee meeting be received for information purposes; and,

2) That the following recommendation from the September 18, 2014 Green Print Advisory Committee meeting be endorsed:

a) That the Corporate Greenhouse Gas emissions target of 5% reduction from 2012 to 2019 be adopted; and,

b) That the Corporate Energy Management Plan that recommends the measures to achieve the 5% reduction be received; and,

c) That staff submit both the 5% reduction target and Corporate Energy Management Plan to the Federation of Canadian Municipalities Partner’s for Climate Protection program to achieve milestone’s two and three for the corporation; and further,

d) That staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

16. MINUTES OF THE APRIL 24, 2014, MAY 29, 2014,
JUNE 26, 2014 & SEPTEMBER 25, 2014
HEINTZMAN HOUSE BOARD(16.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the April 24, May 29, June 26 and September 25 2014 Heintzman House Board meeting be received for information purposes.

Carried

17. MINUTES OF THE MAY 28, 2014 & JUNE 4, 2014
PUBLIC ART ADVISORY COMMITTEE (16.0)

May 28 June 4

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the May 28, 2014 and June 4, 2014 Public Art Advisory Committee meeting be received for information purposes.

Carried

18. MINUTES OF THE JUNE 23, 2014 & SEPTEMBER 29, 2014
MARKHAM PUBLIC LIBRARY BOARD (16.0)

June 23 September 29

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 23, 2014 and September 29, 2014 Markham Public Library Board meeting be received for information purposes.

Carried

19. MINUTES OF THE SEPTEMBER 24, 2014
RBC MARKHAM MILLIKEN MILLS
CHILDREN’S FESTIVAL COMMITTEE (16.0)

1) That the minutes of the October 6, 2014 Race Relations Committee meeting be received for information purposes.

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the September 24, 2014 RBC Markham Milliken Mills Children’s Festival Committee meeting be received for information purposes.

Carried

20. MINUTES OF THE SEPTEMBER 8, 2014 &OCTOBER 6, 2014
RACE RELATIONS COMMITTEE (16.0)

September 8 October 6

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

Carried

21. MINUTES OF THE JUNE 4, 2014 & SEPTEMBER 10, 2014
FRIENDS OF THE MARKHAM MUSEUM
FOUNDATION BOARD (16.0)

June 4 September 10

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 4, 2014 and September 10, 2014 Friends of the Markham Museum Foundation Board meeting be received for information purposes.

Carried

22. MINUTES OF THE SEPTEMBER 3, 2014 & OCTOBER 7, 2014
SANTA CLAUS PARADE COMMITTEE (16.0)

September 3 October 7

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the September 3, 2014 and October 7, 2014 Santa Claus Parade Committee meeting be received for information purposes.

Carried

23. MINUTES OF THE AUGUST 12, 2014 & SEPTEMBER 9, 2014
SENIORS ADVISORY COMMITTEE (16.0)

August 12 September 9

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the August 12, 2014 and September 9, 2014 Seniors Advisory Committee meeting be received for information purposes.

Carried

24. MINUTES OF THE JUNE 23, 2014 & SEPTEMBER 22, 2014
FLATO MARKHAM THEATRE ADVISORY BOARD (16.0)

June 23 September 22

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the June 23,, 2014 and September 22, 2014 Flato Markham Theatre Advisory Board meeting be received for information purposes.

Carried

25. MINUTES OF THE MAY 15, 2014, SEPTEMBER 8, 2014 &
OCTOBER 14, 2014 VARLEY-MCKAY ART
FOUNDATION OF MARKHAM (16.0)

May 15 September 8 October 14

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the May 15, 2014, September 8, 2014 and October 14, 2014 Varley-McKay Art Foundation of Markham meeting be received for information purposes.

Carried

26. MINUTES OF THE MAY 12, 2014, JUNE 26, 2014, &
SEPTEMBER 15, 2014 VICTORIA SQUARE
COMMUNITY CENTRE BOARD (16.0)

May 12 June 26 September 15

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the minutes of the May 12, 2014, June 26, 2014 and September 15, 2014 Victoria Square Community Centre Board meeting be received for information purposes.

Carried

27. 2014 THIRD QUARTER INVESTMENT
PERFORMANCE REVIEW (7.0)

There was brief discussion regarding the variance summary.

Moved by Deputy Mayor Jack Heath

Seconded by Councillor Logan Kanapathi

1) That the report dated November, 2014 entitled “2014 Third Quarter Investment Performance Review” be received.

Carried

28. TEMPORARY BORROWING BY-LAW 2015 (7.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report “Temporary Borrowing By-law 2015” 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 $153,357,412 from January 1, 2015 to September 30, 2015 and $76,678,706 from October 1, 2015 to December 31, 2015 to meet the expenditures of the municipality until taxes are collected and other revenues are received; and,

3) That the Treasurer report 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

29. INTERIM SPENDING AUTHORITY PENDING
APPROVAL OF 2015 BUDGET (7.0)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report “Interim Spending Authority pending approval of 2015 Budget”, be received; and,

2) That Council approve 50% of the City’s 2014 Operating, Waterworks, Planning & Design, Building Standards and Engineering budgets equal to $153,357,412 as a pre-budget approval for 2015 operating expenditures; and further,

3) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

30. INTERIM SPENDING AUTHORITY PENDING
APPROVAL OF 2015 UNIONVILLE AND MARKHAM VILLAGE IMPROVEMENT AREAS (B.I.A) BUDGETS (7.4)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report dated November 17, 2014, entitled “Interim Spending Authority Pending Approval of 2015 Unionville and Markham Village Business Improvement Areas (B.I.A.) Budgets”, be received; and,

2) That Council approve 50% of the 2014 Operating Budget equivalent to the amounts of $117,049 and $150,898 for the Unionville B.I.A. (UBIA) and Markham Village B.I.A (MBIA) respectively as pre-budget approval for 2015 operating expenditures; and further,

3) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

31. STAFF AWARDED CONTRACTS FOR
SEPTEMBER - OCTOBER 2014 (7.12)

The Committee discussed the following staff awarded contracts:

· 171-S-14 Bayview Glen SNAP

· 142R-14 Replacement of Audio Visual Equipment and Accessories

· 191-T-14 Unionville Library and Unionville Recycling Depot - Roofing Restoration Project

· 198-T-14 Napkin Disposal, Sanitizing & Air Freshening Service

· 111-R-14 consulting Engineering Services - Detailed Design and Tender Preparation for Verclair Gate Bridge Rouge River Crossing

Moved by Councillor Logan Kanapathi

Seconded by Councillor Colin Campbell

1) That the report entitled “Staff Awarded Contracts for the Months of September and October 2014” be received; and,

2) That staff be authorized and directed to do all things necessary to give effect to this resolution

Carried

32. STAFF AWARD REPORT: DISK BASED BACK-UP&
ARCHIVAL SYSTEM REPLACEMENT (7.12)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report entitled “179-R-14 Disk Based Backup and Archival Solution” be received; and,

2) That the contract for “Disk Based Backup and Archival Solution” be awarded to the highest ranked, lowest priced bidder, Compugen Inc., in the amount of $456,088.98 inclusive of HST, (hardware, software and labour component totaling $341,348.88 and warranty, support and maintenance fee component totaling $114,740.10 for a term of six years to expire on December 31, 2020); and,

3) That the hardware, software and labour cost component for 179-R-14 be funded from capital project “Disk Based Backup and Archival System (Account #049- 5350-14409-005) in the amount of $341,348.88, and the remaining funds of $12,690.36 will be used for the purchase of server racks, network switches as budgeted for in the Data Centre infrastructure replacement project; and,

4) That the warranty, support and maintenance fee component for the hardware and software at $19,123.35 per year for a six (6) year term starting in 2015, for the total amount of $114,740.10 (inclusive of HST) to be funded from operating budget account #400-404-5361 subject to Council approval of the 2015 to 2020 Operating Budgets; and,

5) That the recommended bidder, Compugen Inc. be designated as preferred vendor for City’s Disk Based Backup and Archival System for the term of this contract; and,

6) That the purchase orders may be adjusted to acquire additional Disk Based Backup and Archival Systems to support growth and future projects, subject to Expenditure Control Policy; and,

7) That the Chief Information Officer and Senior Manager, Purchasing & Accounts Payable be authorized to approve any new purchases of Disk Based Backup and Archival Systems needed due to growth during the term of this contract; and further,

8) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

33. AWARD OF WEST THORNHILL FLOOD CONTROL
IMPLEMENTATION – PHASE 1C AND 2
DETAILED DESIGN (7.12)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report entitled “Award of West Thornhill Flood Control Implementation – Phase 1C and Phase 2 Detailed Design” be received; and,

2) That the contract for the detailed design of storm sewer and watermain for the Phase 2 area (Grandview) and watermain for Phase 1C – South (Canadiana Drive) be awarded to R.V. Anderson Associates Ltd. in the amount of $412,364.08 inclusive of provisional item, disbursements and HST; and,

3) That a 10% contingency in the amount of $41,236.41 inclusive of HST be established to cover any additional costs and that the 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 storm sewer detailed design component in the amount of $278,362.44 inclusive of contingency and HST be funded from “Flood Control Implementation – West Thornhill Phase 2” 058-6150-14271-005; and,

5) That the watermain replacement detailed design component in the amount of $175,238.05 inclusive of contingency and HST be funded from the “Waterworks Stabilization/Capital Reserve” and a new Waterworks capital project be established for ‘Watermain Detailed Design - for Phase 1C and Phase 2”; and,

6) That the procurement process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (c), which states “When the extension of an existing contract would prove more cost-effective and beneficial”; and further,

7) Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

34. 2015 INTERIM TAX LEVY BY-LAW AND REPORT (7.3)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report “2015 Interim Tax Levy By-law” be received; and,

2) That Council authorize an interim tax levy for 2015; and,

3) That the attached by-law be passed to authorize the 2015 interim tax levy; and further,

4) That staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

35. STATUS OF CAPITAL PROJECTS AS OF
SEPTEMBER 30, 2014 (7.5)

Moved by Deputy Mayor Heath

Seconded by Councillor Alex Chiu

1) That the report entitled “Status of Capital Projects as of September 30, 2014” be received; and,

2) That the amount of $1,506,700 from the closure of capital projects be transferred to the sources of funding as listed on Exhibit A; and,

3) That the closure of projects as outlined in Exhibit B and C be approved; and,

4) That the Non-DC Capital Contingency Project be topped up, from the Life Cycle Replacement and Capital Reserve, by $404,420 to the approved amount of $250,000; and,

5) That the Engineering Capital Contingency Project be topped up, from the City-Wide Hard Development Charges (DC) Reserve, by $18,287 to the approved amount of $100,000; and,

6) That the Design Capital Contingency Project be topped up, from the Development Charges (DC) Reserve, by $44,877 to the approved amount of $100,000; and,

7) That the Waterworks Capital Contingency Project be topped up, from the Waterworks Stabilization/Capital Reserve, by $79,996 to the approved amount of $100,000; and,

8) That a new project for emergency roof repairs at the Markham Museum be approved; and further,

9) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

36. 2014 SEPTEMBER YEAR-TO-DATE REVIEW OF
OPERATIONS AND YEAR END PROJECTIONS (7.4)

Moved by Regional Councillor Jim Jones

Seconded by Councillor Alex Chiu

1) That the report entitled “2014 September YTD Review of Operations and Year End Projection” be received.

Carried

37. 2015 CAPITAL BUDGET PRE-APPROVAL (7.5)

Andrea Tang, Manager, Financial Planning summarized the details outlined in the report.

There was brief discussion regarding the Markham Centre Transportation Study.

Moved by Councillor Logan Kanapathi

Seconded by Councillor Howard Shore

1) That the report dated November 17^th, 2014 entitled, “2015 Capital Budget Pre-Approval” be received; and

2) That Council approve the 2015 Capital Budget pre-approval which totals $8,527,500 as outlined in Appendices 1 and 2; and further,

3) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

38. STATUS UPDATE ON IMPLEMENTATION OF
STORMWATER FEE (5.5 & 2.0)

Report Appendices

The Committee suggested that the word "residential" be removed from clause 3 of the proposed recommendation.

There was discussion regarding the need for a complete analysis of the associated costs of having the fees on the PowerStream bill versus the City of Markham tax bill.

Moved by Councillor Valerie Burke

Seconded by Councillor Howard Shore

1) That the report titled “Status Update on Implementation of Stormwater Fee” be received; and,

2) That the Council- approved Stormwater Fee of $47 per residential property be included on the property tax bill effective 2015; and,

3) That the existing Council resolution be amended to include all properties in the City of Markham Stormwater Fee; and,

4) That implementation of the non-residential Stormwater Fee be delayed to 2016 until completion of the communication engagement process with the business community to seek input on methods of apportioning the non-residential share (40%) of the City-wide flood control program; and,

5) That Staff report back with an interim report on the results of the engagement process with the non-residential sector by the end of the first quarter 2015; and,

6) That a ‘Stormwater Fee’ by-law be established to levy a Stormwater Fee; and,

7) That staff be directed to do a complete analysis of the associated costs of having the fees on the PowerStream bill versus the City of Markham tax bill; and further,

8) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

39. PROPOSED ALL-WAY STOP CONTROL –
VARIOUS LOCATIONS (5.12)

Moved by Deputy Mayor Jack Heath

Seconded by Councillor Alex Chiu

1) That the report entitled “Proposed All-way Stop Control – Hillmount Road & Willow Heights Boulevard; Castlemore Avenue & Swan Park Road”, be received; and

2) That Schedule 12 of Traffic By-law 106-71, pertaining to compulsory stops, be amended to include all approaches to the intersection of Hillmount Road & Willow Heights Boulevard; and,

3) That Schedule 12 of Traffic By-law 106-71, pertaining to compulsory stops, be amended to include all approaches to the intersection of Castlemore Avenue & Swan Park Road; and,

4) That the Operations Department be directed to install the appropriate signs and pavement markings 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 # 14228 (Traffic Operational Improvements) in the amount of $1,000; and,

6) That York Region Police be requested to enforce the all-way stop controls upon installation of these stop signs and passing of the By-law; and further,

7) That staff be authorized and directed to do all things necessary to give effect to this resolution.

Carried

40. QUALITY MANAGEMENT SYSTEM –
MANAGEMENT REVIEW OUTCOMES (5.3)