GENERAL COMMITTEE
March 4, 2013
Meeting No. 6
Finance & Administrative Issues Community Services Issues
Chair: Mayor
Frank Scarpitti Chair: Councillor Alex Chiu
Vice Chair: Councillor Carolina Moretti Vice
Chair: Councillor Howard Shore
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Logan Kanapathi
Vice Chair: Regional Councillor Joe Li Vice
Chair: Councillor Colin Campbell
Alternate formats are available
upon request.
Attendance
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Andy
Taylor, Chief Administrative Officer
Catherine
Conrad, City Solicitor
Jim
Baird, Commissioner of Development Services
Brenda
Librecz, Commissioner of Community & Fire Services
Trinela
Cane, Commissioner of Corporate Services
Peter Loukes, Director, Environmental Services
Joel Lustig,
Treasurer
Emma
Girard, Production & Quality Coordinator
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at the hour of 9:04 a.m. with Mayor Frank
Scarpitti in the Chair and Councillor Howard Shore Chaired Community Services
related items.
DISCLOSURE OF
INTEREST
None disclosed.
1. MINUTES OF THE FEBRUARY 25, 2013
GENERAL COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Gord Landon
Seconded
by Councillor Alan Ho
1)
That the Minutes of the
February 25, 2013 General Committee be confirmed.
CARRIED
2. MINUTES
OF THE JANUARY 21, 2013
ACCESSIBILITY COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Gord Landon
Seconded
by Councillor Alan Ho
1) That the Minutes of the January 21,
2013 Accessibility Committee be received for information purposes.
CARRIED
3. MINUTES
OF THE JANUARY 16, 2013
ANIMAL CARE COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Gord Landon
Seconded
by Councillor Alan Ho
1) That the Minutes of the
January 16, 2013 Animal Care Committee be received for information purposes.
CARRIED
4. MINUTES
OF THE JANUARY 17, 2013
ENVIRONMENTAL ADVISORY
COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Gord Landon
Seconded by Councillor Alan Ho
1) That the Minutes of the January 17,
2013 Environmental Advisory Committee be received for information purposes.
CARRIED
5. MINUTES OF THE OCTOBER 30, 2012
MARKHAM SPORTS, ENTERTAINMENT
AND CULTURAL CENTRE SUB-COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Gord Landon
Seconded by Councillor Alan Ho
1) That the Minutes of the October 30,
2012 Markham Sports, Entertainment and Cultural Centre Sub-Committee be
received for information purposes.
CARRIED
6. MINUTES
OF THE NOVEMBER 26, 2012 AND
JANUARY 14, 2013 RACE
RELATIONS COMMITTEE (16.0)
November January
Moved
by Regional Councillor Gord Landon
Seconded by Councillor Alan Ho
1) That the Minutes of the
November 26, 2012 and January 14, 2013 Race Relations Committee be received for
information purposes.
CARRIED
7. MINUTES
OF THE JANUARY 17, 2013 AND
FEBRUARY 21, 2013 UNIONVILLE
STIVER MILL
PRESERVATION ADVISORY
COMMITTEE (16.0)
January February
Moved
by Regional Councillor Gord Landon
Seconded by Councillor Alan Ho
1) That the Minutes of the January 17,
2013 and February 21, 2013 Unionville Stiver Mill Preservation Advisory
Committee be received for information purposes.
CARRIED
8. SUMMARY OF 2012 REMUNERATION
& EXPENSES FOR COUNCILLORS AND
APPOINTEES TO BOARDS (7.0)
Report Appendix
A Appendix
B
There was discussion regarding discretionary
expenses.
Moved
by Regional Councillor Gord Landon
Seconded by
Councillor Alan Ho
1) That the report
titled “Summary of 2012 Remuneration & Expenses for Councillors and
Appointees to Boards” be received; and,
2) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
9. 005-T-13 AWARD OF CONTRACT FOR
REPLACEMENT OF TWO PEDESTRIAN
BRIDGES P014 & P015 AND REHABILITATION
OF PEDESTRIAN BRIDGE P054 (7.12)
Report Attachment
A
Moved
by Regional Councillor Gord Landon
Seconded by Councillor Alan Ho
1) That the report entitled “Award of Tender 005-T-13 Replacement of
Two Pedestrian Bridges P014 & P015 and Rehabilitation of Pedestrian Bridge
P054 be received; and,
2) That the contract for tender 005-T-13 Replacement of Two Pedestrian
Bridges P014 & P015 and Rehabilitation of Pedestrian Bridge P054 be awarded
to the lowest priced bidder, Mopal Construction Ltd. in the amount of $244,269.79
inclusive of HST impact; and,
3) That a separate purchase order in the amount of $25,000.00 inclusive of HST impact be
issued for contingency to cover any additional fees and that the Director of Asset
Management be authorized to approve expenditure of this contingency amount up
to the specified limit in accordance with the Expenditure Control Policy; and,
4) That the contract for 018-R-11 Consulting
Engineering Services related to Contract Administration and Construction
Inspection be awarded to the 2nd ranked, lowest priced bidder, G.D. Jewell Engineering
Inc. in the amount of $20,352.00 inclusive of
HST impact; and,
5) That a contingency amount of $2,000.00 inclusive
of HST impact be established to cover any additional contract administration
and construction inspection fees and that the Director of Asset Management be
authorized to approve expenditure of this contingency amount up to the
specified limit in accordance with the Expenditure Control Policy; and,
6) That staff be authorized to retain a
qualified geotechnical consulting firm in accordance with the City’s purchasing
by-law to provide geotechnical and materials testing services during
construction for an upset limit of $5,000.00 inclusive of HST impact; and,
7) That the shortfall of $109,838.40 inclusive of HST impact, be funded
from the Life Cycle Replacement & Capital Reserve; and,
8) That the award be funded from the Asset Management Capital Projects
as identified within the financial considerations section; and further,
9) That staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
10. EXTENSION OF 092-S-04 SUPPLY,
INSTALLATION AND MAINTENANCE
OF WATER METERS (7.12)
Report
There was discussion
regarding the E-coder.
Moved
by Regional Councillor Gord Landon
Seconded by Councillor Alan Ho
1) That the report
“Extension of 092-S-04 Supply, Installation and Maintenance of Water Meters” be received; and,
2) That contract 092-S-04 for Supply, Installation and Maintenance of
Water Meters be extended for a further two-year term from February 1, 2013 to
January 31, 2015 to Neptune Technology Group (Canada) Ltd. (“Neptune”) in the
estimated annual contractual amount of $976,433 inclusive of HST; and,
3) That in accordance with Purchasing By-Law 2004-341, Part II, Section
7 (1c), Non-Competitive Procurement, whereby “When the extension of an existing
contract would prove more cost-effective and beneficial” the tendering process
be waived; and,
4) That
the E-coder register be installed on all new meter
installations and/or water meter replacement in this 2-year extension term with
Neptune; and,
5) That the budget for the 2013 Water Meter Replacement/Upgrade Program (project
13704) be increased by $45,000 to be funded from the Waterworks reserve to
accommodate the installation of the e-coder register head on all new meter
installations and meter replacements; and,
6) That this contract be funded from the Waterworks capital accounts for
water meter replacement and the Waterworks operating accounts for meter repairs
and maintenance, as shown in the financial consideration section; and,
7) That the 2014 and 2015 purchase orders be adjusted for growth,
subject to Council approval of the respective years’ budgets; and,
8) That the Mayor and Clerk be authorized to execute the contract with
Neptune in a form acceptable to the City Solicitor; and further,
9) That Staff be authorized and directed to do all things necessary to give
effect to this resolution.
CARRIED
11. EXTENSION OF CONTRACT FOR
ADVERTISING SERVICES FOR THE
MARKHAM ECONOMIST AND SUN (7.12)
Report
The Committee stated concerns relative to the
circulation of the Markham Economist and Sun newspaper. It was suggested that this item be deferred
and that a meeting be scheduled with staff and a representative from the
Markham Economist & Sun to discuss concerns such as whether the content in
articles is being verified; if they would offer segments and consideration of
developing a policy to ensure that the paper is properly delivered to the
owner's door.
There was discussion regarding the importance of the
City doing its own verification on the number of readers and that consideration
should be made to advertise in some of the cultural newspapers.
Moved by Regional
Councillor Gord Landon
Seconded by
Councillor Alan Ho
1) That the report entitled “Extension of Contract for
Advertising Services for the Markham Economist and Sun”
be received; and,
That the following recommendations be deferred:
2) That the Contract
for Advertising Services with the Markham Economist and Sun be extended for three (3) years with York Region Media
Group (“YRMG”) at an annual estimated cost of $341,265 inclusive of HST;
·
$341,265 (2013)
·
$341,265 (2014)
·
$341,265 (2015); and,
3) That the tendering
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 or beneficial;”
and,
4) That funds
for this contract be drawn from the various operating accounts as identified in
the Financial Considerations Section based on the 2013 itemized pricing; and
further,
5) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
12. 2012 ANNUAL WATER QUALITY REPORT
(JANUARY-DECEMBER 2012) (5.3)
Report
There was discussion relative to the
decreased number of samples tested in 2012.
Staff pointed out that this decrease does not put anyone at risk and
that the City's testing is still above the standard requirements from the
Ontario Drinking Water System Regulations.
The Committee suggested that staff consider
using benchmarks such as number of water bottles when reporting consumption
rather than cubic metres.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Colin Campbell
1) That the report
titled “Annual Water Quality Report (January-December 2012)” as required by
Schedule 22 of Ontario Regulation 170/03 enclosed herein be received; and,
2) That the Annual
2012 Regulatory Water Quality Report (Attachment “A”), containing information for the Ministry of the
Environment (MOE) on water supply and quality as required by Section 11 of
Ontario Regulation 170/03, be received; and,
3) That Council directs staff to post the Annual
2012 Detailed Regulatory Water Quality Report on the City’s website and that it
be made available and provided to residents upon request in hard copy version
by February 28, 2013; and further,
4) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
NEW BUSINESS
13. SNOW REMOVAL (5.10)
There was considerable discussion regarding
the concerns raised by residents following the snow fall on February 27, 2013.
The Committee suggested that a Special
General Committee meeting be scheduled to have a fulsome discussion regarding
snow clearing issues prior to June 2013.
It was suggested that staff provide the materials previously presented
regarding windrows and issues already considered relative to the lane ways in
the Cornell area. The Committee also
suggested that staff create a spreadsheet outlining the common issues faced
relative to snow removal.
The Committee discussed the following:
· Windrow
clearing expectations
· Unrealistic
expectations
· The cost
to the municipality if all windrows were to be cleared
· Issues
relative to clearing snow in Lane Ways (not sufficient space to pile snow)
· Streets
missed and/or done much later than expected
· Visibility
issues as a result of high snow banks at road crossings
· Ensure
that the City's by-law officers do not ticket residents who cannot get on their
street because it is not ploughed and have to leave vehicle on the road
· Look at
other technology for snow removal
· Improve
coordination between York Region and the City
Staff advised that they have already met with
York Region to discuss ways to improve the coordination between them and the
City. Staff also advised that one of the
main causes for streets not being cleared within the expected timeframe was a
result of equipment failure due to the unusual heavy snow fall.
Moved by Councillor Colin Campbell
Seconded by Regional Councillor Gord Landon
That a Special General Committee meeting be
scheduled to discuss winter snow removal concerns and/or issues prior to June
2013.
CARRIED
14. MARKHAM SPORTS, ENTERTAINMENT &
CULTURAL CENTRE SUBCOMMITTEE
- TERMS OF REFERENCE (6.0 & 16.24)
It was suggested that the Terms of Reference
for the Markham Sports, Entertainment & Cultural Centre Subcommittee be
amended to include the Mayor and all Members of Council.
Moved by Councillor Alan Ho
Seconded by Regional Councillor Gord Landon
That the Terms of Reference for the Markham
Sports, Entertainment & Cultural Centre Subcommittee be amended to appoint
the Mayor and all Members of Council as members of the subcommittee.
CARRIED
15. IN-CAMERA MATTERS (16.0,
16.0 13.2 & 8.10)
Moved by
Councillor Colin Campbell
Seconded by
Councillor Don Hamilton
That, in accordance
with Section 239 (2) of the Municipal
Act, General Committee resolve into an in-camera session to discuss the
following confidential matters (10:55 a.m.):
1) General Committee In-Camera Minutes
- February 25, 2013
[Section 239 (2)
(a) (b) (c) (d) (e) (f)]
2) Markham Sports,
Entertainment and Cultural Centre Sub-Committee In-Camera Minutes
-October 30, 2012
[Section 239 (2)
(a) (c) (f)]
3) Advice that is
subject to solicitor-client privilege including communications necessary for
that purpose.
[Section 239 (2) (f)]
4) A proposed or
pending acquisition or disposition of land by the municipality or local board.
[Section 239 (2)
(c)]
CARRIED
Moved by Councillor Valerie Burke
Seconded by Councillor Alan Ho
That the General Committee rise from the in-camera session (12:48 p.m.)
CARRIED
ADJOURNMENT
Moved by Councillor Valerie Burke
Seconded by Councillor Colin
Campbell
That the General Committee meeting adjourn at 12:49 p.m.
CARRIED