General Committee
March 18, 2014
Meeting
Number 8
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
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community & Fire Services
Catherine
Conrad, City Solicitor
Kimberley
Kitteringham, City Clerk
Martha
Pettit, Deputy City Clerk
Nasir
Kenea, Chief Information Officer
Joel
Lustig, Treasurer
Bill
Snowball, Fire Chief
Paul Ingham, Director of Operations
Peter Loukes, Director of Environmental Services
Alan Brown, Director of Engineering
Rino Mostacci, Director of Planning
& Urban Design
Alida
Tari, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 4:41 PM with Councillor
Carolina Moretti in the Chair.
Disclosure of
Interest
None disclosed.
1. MINUTES
OF THE MARCH 3, 2014 GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Regional Councillor Joe Li
1) That
the minutes of the March 3, 2014 General Committee meeting be confirmed.
Carried
2. MINUTES
OF THE JANUARY 15, 2014 FRIENDS OF THE MARKHAM MUSEUM FOUNDATION BOARD (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Regional Councillor Joe Li
1) That
the minutes of the January 15, 2014 Friends of the Markham Museum Foundation
Board meeting be received for information purposes.
Carried
3. MINUTES OF THE FEBRUARY 10, 2014 VARLEY-MCKAY ART FOUNDATION
OF MARKHAM (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Regional Councillor Joe Li
1) That
the minutes of the February 10, 2014 Varley-McKay Art Foundation of Markham
meeting be received for information purposes.
Carried
4. SUMMARY OF 2013 REMUNERATION AND EXPENSES FOR COUNCILLORS
AND APPOINTEES TO BOARDS (7.0)
Report Attachments
Marilyn Ginsburg, Markham resident, addressed the Committee regarding the
Summary of 2013 Remuneration and Expenses for Councillors and Appointees to
Boards requesting further explanation or detail of certain line items. She advised that she sent out an e-mail with
further questions to senior staff and Members of Council.
Robert Mok, Markham Citizens Coalition for
Responsive Government addressed the Committee with respect to the Summary of 2013 Remuneration and Expenses for Councillors and Appointees
to Boards and suggested that the City of Markham retain an auditor general.
The Committee discussed whether the City of Markham should hire an
auditor general and whether it should be a full-time position, part-time
position or on retainer basis.
There was discussion regarding whether more detail should be provided
relative to the Council expenses. Staff
pointed out that the current format exceeds the required standards and that
staff together with Council went through a process and agreed upon the current
format being used. It was noted that if
Council wishes to change the current format that they should undertake another
process to review it.
Moved by
Councillor Don Hamilton
Seconded by
Regional Councillor Joe Li
1) That the report
titled “Summary of 2013 Remuneration & Expenses for Councillors and
Appointees to Boards” be received and endorsed by Council; and,
2) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
**NOTE - please see
the March 25, 2014 Council meeting minutes for the above amended recommendation.
5. AWARD OF PROPOSAL 101-R-13 CORPORATE AUTOMATED VEHICLE
LOCATION (AVL) SYSTEM (7.12)
Report
It was suggested that staff report back to the
Information, Communications & Technology Subcommittee with other options
that are available with the AVL system (eg. tracking snow clearing vehicles on
the City's portal.)
Moved by Councillor Don Hamilton
Seconded by Regional Councillor Joe
Li
1) That the report entitled “Award of Proposal 101-R-13 Corporate
Automated Vehicle Location (AVL) System” be
received; and,
2) That the contract for Corporate Automated Vehicle Location (AVL) system from Proposal 101-R-13 be
awarded to the highest ranked, lowest priced bidder, Air Automotive Tracking
Inc. (AAT), in the amount of $565,856.83 (inclusive of HST) (hardware,
software and labour component totalling $164,057.47 and warranty, support and
maintenance fee component totalling $401,799.36); and,
3) That the hardware, software and labour
cost component for 101-R-13 be funded from capital project #9340 “Wireless Data
& Voice Communication Strategy Implementation” in the amount of
$164,057.47, and the remaining funds of $9,531.47 will be returned to the
original funding source; and,
4) That
the warranty, support and maintenance fee component for the hardware and
software at $64,719.36 per year for
a four (4) year term starting in 2015, with an option to renew for an
additional two years at $71,460.96 per year for the total amount of $401,799.36 (inclusive of HST)
over a six year term be funded from operating budget account #400-404-5331
“Maintenance for Communication Equipments”, subject to Council approval of the
2015 to 2020 Operating Budgets; and,
5) That
AAT be designated as the preferred vendor for City’s Automated
Vehicle Location (AVL) product for the term of this
contract; and further,
6) That Staff be
authorized and directed to do all things necessary to give effect to this resolution.
Carried
6. AWARD OF REQUEST FOR PROPOSAL 211-R-13 EMPLOYEE SERVICE
AWARDS PROGRAM - GIFTS AND LAPEL PINS (7.12)
Report
Robert Mok, Markham Citizens Coalition for Responsive Government addressed the
Committee regarding Employee Service Awards Program and inquired about the
following: how many employees are qualified each year for the program, how much
is spent on each employee on average, why is it a fixed annual cost and are the
lapel pins encrusted with diamonds.
The
Committee suggested that this item be referred directly to the March 25, 2014
Council meeting and that staff provide information on the following:
·
How
many employees receive the award in a year
·
How
much money is spent on each employee
·
Is
it a fixed annual cost
·
Can a staff survey be done (or
has it already been done) to determine whether staff appreciate the program
·
The
forecast numbers used for the RFP
·
The
price difference between lapel pins with and without encrusted diamonds
·
Comparison
of the City of Markham employee recognition program versus other similar size
municipalities
Moved by
Councillor Howard Shore
Seconded by
Councillor Colin Campbell
That the following recommendation be referred
directly to the March 25, 2014 Council meeting:
1) That the report entitled “Award of Request for Proposal 211-R-13
Employee Service Awards Program – Gifts and Lapel Pins”
be received; and,
2) That
the contract for Employee
Service Awards Program – Gifts and Lapel Pins (211-R-13)
be awarded to the highest ranked / second lowest
priced bidder, Williams Recognition Ltd. for a three (3) year term with an
option to renew for an additional two
(2) one (1) year terms, for the total amount of $610,185.10 over
five years (inclusive of HST):
a. 2014 -
$103,462.97 (inclusive of HST)
b. 2015 -
$104,288.81 (inclusive of HST)
c. 2016 -
$134,144.44 (inclusive of HST)
d. 2017 - $134,144.44
(inclusive of HST)
e. 2018 -
$134,144.44 (inclusive of HST)
Total:
$610,185.10 (inclusive of HST); and,
3) That the fees for Employee Service Awards Program –
Gifts and Lapel Pins in the
amount of $579,060.79 (inclusive of HST) be funded from the Human Resources operating
budget Service
Award account #200-998-3303 over a
five year term subject to Council approval of the 2014, 2015, 2016, 2017, and
2018 Operating Budgets; and,
4) That the fees for Employee Service Awards Program –
Gifts and Lapel Pins in the amount of $31,124.30
(inclusive of HST impact) be funded from the Library operating budget Service Award account #998-100-3303 over a five year term subject to
Council approval of the 2014, 2015, 2016, 2017, and 2018 Operating Budgets;
and,
5) That the Director of
Human Resources and Senior Manager of Purchasing & Accounts Payable be
authorized to approve any cost fluctuations (due to both volume and precious
metal price changes), in each year commencing in year 4 of this agreement; and
further,
6) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
7. 2014 MUNICIPAL ELECTION - SPECIAL VOTING PLACES, TIMES AND
LOCATIONS (14.0)
Report Attachment
Moved by Councillor Don Hamilton
Seconded by Regional Councillor Joe Li
1) That the Report
entitled “2014 Municipal Election – Special Voting Places, Times &
Locations” be received; and,
2) That a by-law be
adopted to establish special voting hours for institutions and retirement homes
as outlined in Attachment “A”; and further,
3) That staff be
authorized to do all things necessary to give effect to this resolution.
Carried
8. 2014 MUNICIPAL ELECTION - EARLY VOTING OPPORTUNITIES (14.0)
Report Attachments
The Committee discussed the
following relative to early voting opportunities:
·
Whether
early voting should begin on October 18, 2014 rather than October 16, 2014 as
suggested by staff for both in-person and internet voting
·
Extend
the hours of the in-person early voting to 8:00 p.m. to be consistent with the
hours on Election Day
·
The
use of semi permanent ink that would be applied to the voters during the
municipal election in order to prevent electoral fraud such as double voting
·
Process
involved to register for internet voting
·
Identification
and/or documentation that must be presented when voting in person together with
the voting card
·
Identification
and documentation required to be added to the voters list
The Committee suggested that this item be
referred directly to the March 25, 2014 Council meeting.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Gord Landon
That the following
recommendation be referred directly to the March 25, 2014 Council meeting:
1) That the Report
entitled “2014 Municipal Election – Early Voting Opportunities” be received;
and,
2) That a by-law be
adopted to establish the 2014 early voting dates, times and locations within
the City of Markham as outlined in Attachment “A”; and further,
3) That staff be
authorized to do all things necessary to give effect to this resolution.
Carried
9. YORK REGION FUNDING MEMORANDUM OF UNDERSTANDING FOR MARKHAM LEAK
DETECTION PROJECT (5.3)
Report
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Gord
Landon
That the following
recommendation be referred directly to the March 25, 2014 Council meeting:
1) That the report
“York Region Funding Memorandum of Understanding for Markham Leak Detection
Project” be received; and,
2) That the Director of
Environmental Services be authorized to approve and execute MOU; and,
3) That the Waterworks
2014 budget for Annual Leak Detection (Project 14301) be increased by $18,000
from $162,000 to $180,000 in order to retain a consultant to complete
evaluation of the leak detection program as required under the MOU with a cost
sharing agreement of 50% from Markham and 50% from York Region; and,
4) That Markham upfront
York Region’s funding, funded from the Waterworks Stabilization and Capital
Reserve (“Waterworks Reserve”) and the Region’s funding be recovered in
accordance to the MOU (75% on effective date of MOU, 15% upon delivery of
interim report to the Region and 10% upon delivery of the final report
satisfactory to the Region); and,
5) That the funding for
projects 10335 Water Loss & Leak Detection Phase 1 and 14301 Annual Leak
Detection – Phase 2 of 5 be amended to reflect 50% funding from York Region and
50% from Markham and that the York Region’s funds be temporarily up-fronted by
Markham’s “Waterworks Reserve” until receipt of funds from York Region; and
further,
6) That staff be authorized
and directed to do all things necessary to give effect to this resolution.
Carried
10. HOLLINGHAM ROAD AND GREYSTONE ROAD PROPOSED ALL-WAY STOP
CONTROL (5.12)
Report Attachments
Moved by
Councillor Alan Ho
Seconded by
Councillor Alex Chiu
1)
That the
report entitled “Hollingham Road & Greystone Road
Proposed All-way Stop Control”, 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 Hollingham
Road & Greystone Road; and,
3)
That the Operations Department be directed to install the
appropriate signs and pavement markings at
the subject locations;
and,
4)
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 $500; and,
5)
That York
Region Police be requested to enforce the all-way stop control upon
installation of these stop signs and passing of the By-law; and further,
6)
That staff
be authorized and directed to do all things necessary to give effect to this
resolution.
Carried
11. IN-CAMERA MATTERS
Note: General Committee did not resolve into an
in-camera session and referred all in-camera items directly to the March 25,
2014 Council Meeting.
Moved by Councillor Logan Kanapathi
Seconded by Councillor Valerie Burke
That the following
items be referred directly to the March 25, 2014 Council Meeting:
(1) GENERAL COMMITTEE IN-CAMERA MINUTES -
MARCH 3, 2014 (16.0)
[Section 239 (2) (b) (b) (f) (c) (b)]
(2) A
PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR
LOCAL BOARD (WARD 4) (7.0 & 16.11)
[Section 239 (2) (c)]
(3) PERSONAL
MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD
EMPLOYEES (BOARD/COMMITTEE APPOINTMENTS) (16.24)
[Section 239 (2) (b)]
(4) PERSONAL
MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD
EMPLOYEES (BOARD/COMMITTEE RESIGNATION) (16.24)
[Section 239 (2) (b)]
Carried
Adjournment
Moved by Councillor Alex Chiu
Seconded by Councillor Don
Hamilton
That the General Committee meeting adjourned at 6:27 PM.
Carried