GENERAL
COMMITTEE
November 16, 2009
Meeting No. 24
Finance
& Administrative Issues Community
Services Issues
Chair: Reg.
Councillor J. Virgilio Chair:
Councillor
A. Chiu
Chair,
Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues
Chair:
IT Sub-Ctte: Reg. Councillor
J. Jones Chair: Councillor
E. Shapero
Chair: Grants Sub-Ctte: Councillor V. Burke
Attendance
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A. Taylor, Commissioner of Corporate Services
B. Librecz, Commissioner of Community & Fire Services
J. Baird, Commissioner of Development Services
C. Conrad, Town Solicitor
B. Cribbett, Treasurer
J. Carnegie, Director of Communication and Community Relations
P. Wealleans, Director of Taxation
J. Klaus, General Manager Waterworks
J.
Streisfield, Assistant Town Solicitor
M. Shatil,
Manager of Facilities
M. Stanford,
Project Manager
L. Irvine,
Manager of Parks & Open Space
A. Tari,
Committee Clerk
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The General Committee convened at 9:00 AM with Regional Councillor J.
Virgilio in the Chair. Councillor A. Chui assumed the Chair for Community
Services Issues item Nos. 6 & 7.
Councillor C. Moretti assumed the Chair for Building, Parks &
Construction Issues item
Nos. 8 & 8A.
1. PRESENTATION OF
CHEQUE TO THE
UNITED WAY COMMITTEE (3.0)
Ms. Brenda
Librecz, Commissioner of Community & Fire Services presented a cheque in
the amount of $3,000 to Ms. Nancy Marchant, Chair, 2009 United Way Committee. The funds were raised at the Community &
Fire Services June 2009 golf tournament.
Ms. Librecz thanked Mr. Glen Taylor, Manager Community Centre Operations
and Ms. Gwen Flethcher, Administrative Assistant for all their work in
organizing a very successful tournament.
2. 2010 COUNCIL & COMMITTEE
MEETING SCHEDULE (16.23)
Schedule
There was brief discussion regarding the possibility of a date change
for the 2010 Municipal Election.
Moved by Councillor A. Chiu
Seconded by Deputy Mayor J. Heath
1) That the 2010 Council
& Committee Meeting Schedule be approved.
CARRIED
3. ADVISORY COMMITTEE
RESIGNATION (16.24)
Moved by Councillor A. Chiu
Seconded by Deputy Mayor J. Heath
1) That the resignation of Ms. Rochelle Bowmile from the
Markham Race Relations Committee be received with regret; and,
2) That the vacancy be filled.
CARRIED
4. TOWN
OF MARKHAM
INVESTMENT INTEREST
ALLOCATION POLICY (7.0)
Report
Moved by Councillor A. Chiu
Seconded by Deputy Mayor J. Heath
1)
That the report dated October 5, 2009 entitled “Town of Markham Investment
Interest Allocation Policy” be received and adopted by the Town; and,
2)
That a Capital Gains Reserve be established and funded though surpluses in the
Capital Gains account; and further,
3) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
5. TAX WRITE-OFFS IN
ACCORDANCE WITH SECTION
354 OF THE MUNICIPAL ACT, 2001 (7.3)
Report
There was
discussion regarding the amount of $166,070.59 that must be written off due to
an assessment error on a single tax roll number provided by the Municipal Property
Assessment Corporation (MPAC).
Moved by Councillor A. Chiu
Seconded by Deputy Mayor J. Heath
1) That taxes totalling $171,418.69
(includes penalty and interest estimated in the amount of $19,519.19) as set
out in this report be written off pursuant to the provisions of Section 354 of
the Municipal Act, 2001, of which the Town’s portion is $38,153.50;
and,
2) That the applicable penalty and/or interest charges be
adjusted accordingly; and,
3) That the Treasurer be directed to remove the taxes from the
Collector’s Roll; and further,
4) That staff be
authorized to and directed to do all things necessary to give effect to this
resolution.
CARRIED
6. NOVEMBER 2009 -
CANCELLATION, REDUCTION
OR REFUND OF TAXES UNDER
SECTIONS 357 AND 358 OF THE
MUNICIPAL ACT, 2001 (7.3)
Report
Mr. Paul Wealleans, Director of
Taxation provided a brief summary of the issues that have been resolved.
Moved by Regional Councillor J. Jones
Seconded by Councillor D. Horchik
1)
That taxes
totalling approximately $350,511.26 be adjusted under Section 357 (in the
amount of $248,858.64) and Section 358 (in the amount of $101,652.62) of the Municipal Act, 2001 of which the Town’s
portion is estimated to be $61,473.78; and,
3)
That the
Treasurer be directed to adjust the Collector’s Roll accordingly; and further,
4)
That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
7. SPONSORSHIP
MARKETING (12.2)
Report 1
There was
discussion regarding how this proposal would affect the role of Town Foundations.
The Committee had
questions regarding the proposed standard retainer fee and commission fee structure
. Ms. Lorraine Patterson, Vice President
Sales & Marketing, Wakeham & Associates Marketing Inc. addressed the
Committee advising that the $7,500 retainer fee covers 50% of their staffing
cost and further explained the commission fees.
The Committee
suggested that the following information be provided:
- Examples of the three commission
scenarios
- A list of Town buildings that would not
be considered for any naming opportunities prior to signing the agreement
- An outline of Wakeham & Associates
role relative to Town boards and foundations
- Staff assigned to maintain and manage
relationships once a sponsorship is received
Staff
suggested presentations on the proposed Wakham & Associates sponsorship
marketing approach be made to the Boards of theatre, Markham Museum and
Library. Staff pointed out that a
progress report will be made to Council at the end of six months with a
recommendation to either continue with the sponsorship marketing campaign or
not.
Moved by Councillor L. Kanapathi
Seconded by Councillor J. Webster
1) That the tendering process be waived in
accordance with Purchasing By-Law 2004-341, as amended, Part II, Section 7
Non-Competitive Procurement, item 1 (c) when the extension of an existing
contract would prove more cost-effective or beneficial; and,
2) That the following clauses
be adopted in principle with final recommendations to be brought forward for Council’s consideration;
and,
3) That contract 2005-I-08 awarded to Wakeham
& Associates Sponsorship Marketing Inc. be extended to undertake the
development and negotiation of sponsorship opportunities for the Town of
Markham at a cost of $7,500 per month for 6 months plus commissions, as
follows:
a. 15% commission on cash and in-kind sponsorships would be payable on
the Town’s receipt of cash or in-kind materials or services.
b. 12.5% commission on successful referrals from the Town of Markham
c.
For “properties”
valued in excess of $1 million, Wakeham & Associates would receive 10% on
the first $500,000; 12.5% on the next $500,000; 15% on the next $500,000 and
17.5% on anything over $1.5 million.
4) That the sponsorship opportunities to be
pursued include interior and, where appropriate, exterior venue naming;
official “category” sponsorships and; presenting sponsors for key Town events
and/or programs; and,
5) That
any potential sponsors complement the values and goals of the Town of Markham
and that any potential naming agreements are sensitive to Markham’s heritage,
history, traditions and to the Markham brand; and,
6) That potential sponsor contracts will be
reported to Council for approval for the first 6 months; and,
7) That following the first 6 months, staff
develop a policy for Council approval, which sets out delegated approval
authority levels to staff for sponsorship opportunities; and further,
8) That Staff be authorized and directed to do
all things necessary to give effect to this resolution.
CARRIED
8. APPOINTMENT OF MEMBERS
TO THE MAYOR’S YOUTH TASK FORCE
FOR THE PERIOD SEPTEMBER 1, 2009 – JUNE 30, 2010 (16.24)
Report
Moved by Councillor D. Horchik
Seconded by Deputy Mayor J. Heath
1) That the following appointments to the
Mayor’s Youth Task Force be confirmed for the term September 1, 2009 to June
30, 2010
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MARKHAM
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R Joey Loi (Co -Chair)
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High
School
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10
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Carmen
Chen
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High
School
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9
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Guruparan
Bagawan
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High
School
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10
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R Yanbo Guo (Co-Chair)
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High
School
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12
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Sapna
Shah
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High
School
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12
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Damilola
Dina
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High
School
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11
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UNIONVILLE
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Adrian
Proestos
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High
School
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10
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R Maha Naqi
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High
School
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11
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RChristine Hui
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High
School
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9
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R Lavania Hui
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High
School
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11
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RJimmy Yuen
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High
School
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12
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RTommy Yen
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High
School
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12
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Janice
Chu
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High
School
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9
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Sharon
Yau
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High
School
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11
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MILLIKEN
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R Janelle Valestero
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High
School
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12
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R Samantha Soto
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High
School
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12
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Alice
Wang
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Elementary
School
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8
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Emily
Do
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Elementary
School
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8
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THORNHILL
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R Melissa Huang
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High
School
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12
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R Kevin Jen
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High
School
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9
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April
Bansil
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High
School
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10
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CARRIED
9. 2009 QUALITY MANAGEMENT SYSTEM
MANAGEMENT REVIEW OUTCOMES (3.0)
Report 1
There was brief
discussion regarding the potential future changes with respect to the back flow
prevention and solar installation.
Moved by Deputy Mayor J. Heath
Seconded by Councillor E. Shapero
1) That the report “2009 Quality Management
System Management Review Outcomes” be received; and,
2) That Council, as the Owner of the Town’s
drinking water system, acknowledge and support the outcomes and action items
identified from the 2009 Management Review meeting; and,
3) That Council, as the Owner of the Town’s
drinking water system, is informed that the Town has received the new Municipal
Drinking Water License (MDWL) and the new Drinking Water Works Permit (DWWP)
from the Ministry of Environment (MOE), which replaced the MOE Certificate of
Authorization for the Town’s Drinking Water System; and further,
4) That Staff be authorized and directed to
do all things necessary to give effect to this resolution.
CARRIED
10. ANGUS GLEN INDOOR TENNIS STRUCTURE
(RInC Fund) UPDATE (6.0)
Report 1
Ms. Librecz
advised the Committee that this is the second infrastructure project being
brought forward. She indicated that they
anticipate hosting an “Infrastructure Fair” at the Angus Glen Community Centre
with the participation of our Provincial and Federal partners hopefully some
time in late November or early December 2009.
Ms. Linda
Irvine, Manager of Parks & Open Space, delivered a PowerPoint presentation
providing an update of the design process and some recommendation with respect
to the Angus Glen Community Centre & Library indoor tennis facility.
The Committee
suggested that the following be considered further:
·
Explore a variety
of roof profiles that are available that will provide a cleaner architectural
and aesthetic finish
·
Integrate
sustainable initiatives into the design
·
How will the parking
situation run during the phases of construction
·
Consideration of
graphics on the outside of the structure that will create an interesting and
vibrant appearance to the main façade of the facility
·
Proposed location
of the club house – consider moving toward east side
·
Where would the
future parking structure be constructed
·
Any consideration
to building an enclosed structure that would connect to the main facility
·
Ensure a fair
arrangement of facility use is established
Staff
indicated that they are in the process of developing an allocation policy for
this facility that will be finalized prior to the opening. Staff advised that the Town’s current “Tennis
Policies” are also being reviewed.
Staff pointed
out that the recommendation today is to obtain approval to move into the
detailed design process. Staff will
bring back the final design and at that point advise whether the issues raised
today can or cannot be incorporated into the final design.
Moved by Mayor F. Scarpitti
Seconded by Councillor D. Horchik
1) That
the report entitled “Angus Glen Indoor Tennis Structure (RInC Fund) Update” be
received; and,
2) That the conceptual site plan as presented
herein for the Angus Glen Tennis Structure and parking lot be approved in
principle; and,
3) That staff proceed with further detailed
design work, preparation of working drawings, tendering, and tender award as
required to insure that construction of this facility commences as soon as
possible; and,
4) That
the tendering process be waived in accordance with Purchasing By-Law 2004-341,
Part II, Section 7, 1(b), Non Competitive Procurement, where there is only one
source of supply for the goods to be purchased, and that Council authorize
staff to negotiate a contract for the supply and installation of a tension
frame structure from Cover-All Building Systems to an upset amount of $750,000,
including all mechanical and electrical works; and,
5) That
staff seek confirmation from the Recreational Infrastructure Canada (RinC)
Program to waive the requirement for a competitive process where the equipment, services or supplies that are to be purchased
is specialized or not readily available; and further,
6) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
11. MAIN
STREET MARKHAM
PERMANENT WASHROOMS
– STORAGE FACILITY (11.2)
Report Map
Mr. Michael
Shatil, Manager of Facilities addressed the Committee to summarize the details
outlined in the report.
Moved by Councillor J. Webster
Seconded by Mayor F. Scarpitti
1) That the report titled “Main St.
Markham Permanent Washrooms – Storage Facility” be received; and,
2) That Council approves the construction of a 300 square ft storage
facility
attached to the washrooms; and,
3) That funding for the entire project come from the 2010 submitted
capital budget request, in the amount of $300,000; and,
4) That the Mayor and Clerk be authorized to execute a 21 year less one
day lease agreement with the Main St. Markham BIA under the terms and
conditions contained in this report, including a rental rate of $350.00 per month plus G.S.T, said agreement
to be in a form and content satisfactory to the Chief Administrative Officer
and the Town Solicitor; and,
5) That the lease revenue be built into the Asset Management Operating
Budget and on an annual basis, transferred into the Lifecycle reserve for
capital and lifecycle costs repayment; and further,
6) That Staff
be authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
12. CORRESPONDENCE FROM MR. JIM ROBB (10.0)
Councillor Webster stated some concerns
regarding an e-mail that Members of Council have received from Mr. Jim Robb with
respect to the Draft Regional Official Plan Amendment. The Committee suggested that the
correspondence be added to the November 17, 2009 Development Services Agenda.
IN CAMERA MATTERS
Moved
by Councillor A. Chiu
Seconded
by Deputy Mayor J. Heath
That,
in accordance with Section 239 (2) (e) of the Municipal
Act, General Committee resolve into an in-camera session to
discuss the following confidential matter (11:04 AM):
1) A
litigation or potential litigation matter, affecting the municipality regarding
a Town community centre.
CARRIED
Moved by
Regional Councillor J. Jones
Seconded
Councillor C. Moretti
That the
Committee rise from the in-camera session (11:44 AM)
CARRIED
ADJOURNMENT
The
General Committee meeting adjourned at 11:44 AM.