General Committee
April 13, 2015
Meeting
Number 12
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
Dennis Flaherty, Director of
Communications and
Community
Engagement
Mohammed Hosseini-Ara, Director of
Culture
Kimberley
Kitteringham, City Clerk
Eric Lariviere, Manager, Theatre
Peter Loukes, Director of Environmental Services
Joel
Lustig, Treasurer
Gord
Miokovic, Manager-System Engineering, Waterworks
Claudia Marsales, Senior
Manager, Waste and Environmental
Management
Martha
Pettit, Deputy City Clerk
Graham Seaman,
Senior Manager, Sustainability Office
Kitty
Bavington, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 9:06 AM with Deputy
Mayor Jack Heath in the Chair. Councillor Alan Ho Chaired Community Services
related items Nos. 15 and 16.
The Committee
recessed from 11:14 AM to 11:20 AM, and from 2:10 PM to 2:45 PM.
Disclosure of
Interest – None
declared
1. EDUCATION AND TRAINING SESSION
-MEDIA RELATIONS (11.0)
Dennis Flaherty, Director of Communications
and Community Engagement introduced this Training and Education Session, and
the presenter.
Kevin Lennon of
Trillium Corporate Communications Inc., gave a presentation on Media Relations
and provided a handbook “Working With the Media”.
The objectives of the
session are to: understand how to work with reporters; maximize opportunities;
minimize risks; control media interviews; develop quotable messages; and,
answer difficult questions. Three key messages were summarized: treat media
interviews like important business meetings; prepare/rehearse your messages and
answers before every interview; and, be accessible, polite, helpful, and
careful.
Mr. Lennon responded to several questions from
the Committee. The Committee expressed appreciation to Mr. Lennon for the
presentation.
Moved by: Councillor Alex Chiu
Seconded by: Councillor Colin Campbell
1) That the presentation by
Mr. Kevin Lennon of Trillium Corporate Communications Inc.,
regarding Media Relations, be received.
CARRIED
2. AUDITOR GENERAL (11.0)
Presentation
Kimberley Kitteringham, City Clerk, gave a presentation regarding the
position of Auditor General for the City of Markham. The presentation reviewed
the legislative framework, background information regarding the City’s previous
Auditor General, and current context with respect to other municipalities and
federal/provincial governments. Critical success factors include: actual and
perceived independence; transparency; efficiency; value for money; and, quality
of auditing.
Trinela Cane, Commissioner of Corporate Services, outlined key decisions
for the role: mandate/scope; reporting structure; term of contract; audit plan
approach, service model options; and, recruitment model. The suggested
timeframe indicates the Auditor General could be retained by the fall of 2015.
The Committee discussed the benefits of retaining an Auditor General and
the importance of scrutinizing the functions of the City. The position was originally
created in 2006 and Council remains committed to continued transparency, improvement
and excellence.
The Committee generally supported retaining an outside firm, and
discussed the budget, the reporting structure through General Committee, renewal
date options, terms of the RFP, performance measures, and the “value for money”
approach. In accordance with auditing standards, the Auditor General will do a
risk assessment and come forward with an independent proposal for the audit
plan, for approval by Council. The plan could be amended by Council by 2/3
vote.
With respect to the work of the previous Auditor General, staff advised
that all reports back to Council had been satisfied. Discussions included the
review of Auditor General reports by staff prior to presentation to Council, to
ensure accuracy of facts and to provide a Management Response. The Committee
suggested that public participation be promoted when an Auditor General report
is brought forward.
Eira Keay spoke in support of the staff report and the proposal to retain
an Auditor General. The Committee responded to questions from Ms. Keay
regarding the progress on this issue.
Staff will report back to the Committee on the selection committee and
process. The Committee expressed appreciation to staff for their efforts and
the report on this matter.
Moved by: Mayor Frank Scarpitti
1) That the deputation by Eira Keay, regarding
the Auditor General, be received; and,
2) That the presentation by
Ms. Kimberley Kitteringham, City Clerk, and Trinela Cane, Commissioner of Community Services, entitled “Auditor General,” be
received; and,
3) That the Auditor General’s mandate be: to assist Council in holding itself and its
administrators accountable for the quality of stewardship over public funds and
for the achievement of value of money in operations; and,
4) That the Auditor General report to Markham City Council through General Committee; and,
5) That the Auditor General be appointed for a four year term (outside of the term of Council);
and,
6) That amendments to the Auditor General’s Audit Plan be permitted with 2/3 support of Markham City Council; and,
7) That the City of Markham
implement an outsourced service model (Option 3) for an Auditor General and retain an Auditor General through an RFP process, with a review of the effectiveness of the
service model after 2 years; and further,
8) That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
**Note: At the April 15, 2015 Council meeting clause
(4) above was amended as follows:
4) That the Auditor General report to Markham City
Council through General Committee, which is a Committee that is
generally open to the public.
3. MINUTES
OF THE MARCH 23, 2015 AND
MARCH 31, 2015 GENERAL COMMITTEE (16.0)
March
23 March
31
Clarification
was added on Page 9 of the March 23 minutes, regarding Morgan Park. The
petition noted is received from Councillor Karen Rea, and a new park design to
include the baseball diamond, was requested.
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the March 23, 2015 and March 31, 2015 General Committee meeting be
confirmed as amended.
CARRIED
4. MINUTES
OF THE FEBRUARY 18, 2015
ANIMAL CARE COMMITTEE (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the February 18, 2015 Animal Care Committee meeting be received
for information purposes.
CARRIED
5. MINUTES
OF THE MARCH 9, 2015
BUDGET COMMITTEE (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the March 9, 2015 Budget Committee meeting be received for
information purposes.
CARRIED
6. MINUTES
OF THE MARCH 23, 2015
BUDGET PUBLIC INFORMATION MEETING (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the March 23, 2015 Budget Public Information meeting be received
for information purposes.
CARRIED
7. MINUTES
OF THE FEBRUARY 26, 2015,
MARKHAM ENVIRONMENTAL ADVISORY
COMMITTEE (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the February 26, 2015 Markham Environmental Advisory Committee meeting
be received for information purposes.
CARRIED
8. MINUTES
OF THE NOVEMBER 24, 2014
AND JANUARY 26, 2015 FLATO MARKHAM
THEATRE ADVISORY BOARD (16.0)
November January Staff
Memo
John
Tidball, Chair of the Theatre Advisory Board, made a deputation to speak in
support of the recommendation of the
Board, which supports the staff recommendation. Mr. Tidball responded to
questions from the Committee. Mohammed Hosseini-Ara,
Director of Culture,
responded to questions regarding the Strategic Plan process.
The
Committee discussed funding options and noted the importance of clarity and
consistency in dealing with budget and endowment fund matters. The Committee
requested information on the percentage of increase from the previous strategic
plan project, and questioned if the strategic plan could be handled by internal
staff. Staff will provide updates to the Committee during the process.
Moved by: Mayor
Frank Scarpitti
Seconded
by: Councillor Colin Campbell
1) That the deputation by John Tidball, Chair
of the Theatre Advisory Board, regarding minutes of the Flato Markham Theatre
Advisory Board, be received; and,
2) That
the minutes of the November 24, 2014 and January 26, 2015 Flato Markham Theatre
Advisory Board meeting be received for information purposes; and further,
3) That
staff recommend that Council consider approval of a
one-time withdrawal of up to $75,000
from the Theatre Endowment Fund to be used to undertake the Theatre’s 2016-2020
Strategic Plan and brand review, and that surplus funds from the theatre’s
operating budget not be returned to the Endowment Fund as this is not aligned
with the City’s financial management practices.
CARRIED
9. MINUTES
OF THE MARCH 4, 2015
FRIENDS OF THE MARKHAM MUSEUM
FOUNDATION BOARD (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the March 4 2015 Friends of the Markham Museum Foundation Board meeting
be received for information purposes.
CARRIED
10. MINUTES
OF THE FEBRUARY 23, 2015
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the February 23, 2015 Markham Public Library Board meeting be
received for information purposes.
CARRIED
11. MINUTES
OF THE FEBRUARY 26, 2015
RBC MARKHAM MILLIKEN MILLS
CHILDREN’S FESTIVAL COMMITTEE (16.0)
Minutes
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the minutes of the February 26, 2015 RBC Markham Milliken Mills Children’s
Festival Committee meeting be received for information purposes.
CARRIED
12. AWARD OF REQUEST FOR
PROPOSAL 210-Q-13
SUPPLY AND DELIVERY OF
WORKPLACE UNIFORMS
FOR STAFF & MARKHAM-BRANDED
PRODUCTS (7.12)
Report
In response to
questions from the Committee, staff will provide information at the Council
meeting on April 15, 2015, regarding the ethical and sustainability record of
the supplier.
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That the report entitled
“Award of Request for
Proposal 210-R-13 Supply and Delivery of Workplace
Uniforms for Staff & Markham-Branded Products” be received; and,
2) That the contract for Supply
and Delivery of Workplace Uniforms for Staff & Markham-Branded Products be awarded to the highest ranked / lowest priced bidder, Commercial
Marketing; and,
3) That the term of the contract be for two (2)
years with an option to renew for an additional two (2) years in the total
award amount of $421,520 (inclusive of HST);
2015 - $105,380*
2016 - $105,380*
2017 - $105,380**
2018 - $105,380**
Total: $421,520
*For the two (2) year
contract term (2015-2016), costs will be at the same itemized pricing.
**The two (2) optional
renewal years (2017-2018), costs will be adjusted to reflect negotiated pricing
as mutually agreed by Purchasing Staff and the vendor; and,
4) That the
contract be funded from various City Department’s Operating and Capital
Budget’s as identified within the Financial Consideration Section of this
report; and,
5) That the Director of
Corporate Communications & Community Engagement and Senior Manager of
Purchasing & Accounts Payable be authorized to exercise the option to renew
the contract in year 3 and 4 dependent on assessment of performance in consultation with key City
stakeholders and Council approval of the annual budget;
and further,
6) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
13. AWARD
OF CONTRACT 035-S-15 PURCHASE
OF ONE (1) ICE RESURFACING MACHINE (7.12)
Report
Moved by:
Councillor Alex Chiu
Seconded
by: Councillor Logan Kanapathi
1) That
the report entitled “Award of Contract 035-S-15 Purchase of One (1) Ice
Resurfacing Machine be received; and,
2) That
the tendering process be waived in accordance with Purchasing By-Law 2004-341,
Part II, Section 7 (1) (e) “where the City is acquiring specialized equipment,
such as equipment in which case the sources of supply may be based on technical
specifications prepared by the User Department Staff”; and,
3) That the purchase of one (1) Ice Resurfacing Machine for the Mount Joy
Community Centre be awarded to Zamboni Company Ltd. in the amount of $91,535.31
inclusive of HST; and,
4) That funding for the purchase of one (1) ice resurfacing machine be
funded from the 2014 Fleet capital account 057-6150-14232-005 (Corp Fleet
Replacement – Non Fire) in the amount of $89,961.00; and;
5) That the shortfall
in the amount of $1,574.31 be funded from the Life Cycle Replacement and
Capital Reserve Fund; and,
6) That
upon delivery of the new ice resurfacing machine, unit number 525-9229 (Model Year 2009) be traded
in for an amount of $15,000.00, with the proceeds from the sale posted to
account 890-890-9305; and,
7) That
Zamboni Company Ltd. be the preferred supplier for five (5) years (2015 – 2019)
for ice resurfacing machines; and,
8) That
the Director of Recreation and Senior Manager of Purchasing be authorized to
approve annual purchases of new ice resurfacing machines in years 2015-2019
subject to 1.75%; and further,
9) That Staff be authorized and directed to do all things necessary to give
effect to this resolution.
CARRIED
14. ELECTRIC
VEHICLE QUICK CHARGING
STATION AT THE CIVIC CENTRE (5.7)
Report Appendix
A Appendix
B Appendix
C
Graham Seaman,
Senior Manager, Sustainability Office, responded to questions from the
Committee regarding this partnership
funding opportunity and the cost and feasibility of expanding the system.
It was noted that there are no current requests for this service.
Moved by: Councillor
Valerie Burke
Seconded
by: Councillor Colin Campbell
1) That
the report “Electric Vehicle Quick Charging Station at the Civic Centre” be
received; and,
2) That
the CAO be authorized to enter into a three-way funding partnership with Nissan
Canada and PowerStream Inc in a form satisfactory to the City Solicitor to
install an electric vehicle fast charger as part of the Civic Centre’s parking
lot upgrade project; and,
3) That
the tendering process be waived in accordance with Purchasing By-Law 2004-341,
Part II, Section 7 (1) (e) “where the City is acquiring specialized equipment,
such as equipment in which case the sources of supply may be based on technical
specifications prepared by the User Department Staff”; and,
4) That
the purchase of one SmartDC, 50kW multi-standard 208 V electric vehicle fast
charger with five years of service and warranty be awarded to Add Energie
Technologies Inc. in the amount of $35,580.80 inclusive of HST; and,
5) That
the electric vehicle charger provisional item from the Civic Centre parking lot
upgrade project of $30,609 inclusive of HST for conduit, duct, distribution panel,
foundation and install be approved; and,
6) That
of the total of cost of equipment, site preparation and installation equal to
$66,189.80 ($35,580.80 + $30,609) be funded from the MECO Account # 31-2220034;
and,
7) That
the City of Markham cost will be $22,063.27 after two-third funding from Nissan
and PowerStream for $22,063.27 each; and,
8) That
Council endorse the preferred location of the charging station at the Civic
Centre across from the Flato Markham Theatre as shown on Appendix # B; and,
9) That
the CAO be authorized to enter into a revenue sharing agreement, in a form satisfactory to the City Solicitor with
PowerStream Inc. and Add Energie Technologies Inc. to retain 50% of net
revenues (approximately 42% after fees) with a payback of five years; and,
10) That
Markham’s share of the net revenues be contributed to the original funding
source (MECO Account); and further,
11) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
15. “THE
BEST OF THE BEST” MARKHAM’S
ROADMAP TO 80% DIVERSION & YORK
REGION SMART LIVING STATUS REPORT (5.1)
Presentation
Claudia Marsales,
Senior Manager, Waste & Environmental Management, gave a presentation
entitled “The Best of the Best Markham’s Roadmap to 80% Diversion and York
Region Smart Living Status Report”. The presentation provided an update on
Markham’s waste diversion strategy with respect to the 10 recommendations by
the Diversion Sub-Committee. Ms. Marsales advised that the Recycling Council of
Ontario has recognized Markham with four awards in 2014.
Peter Loukes, Director of
Environmental Services, gave a presentation on Markham’s partnership with York
Region and the Smart Living Master Plan, with respect to the textile diversion
initiative. The decline in household garbage generation and the reduced average
cost per household for the 3-stream collection were reviewed.
Staff responded to several questions from the Committee
regarding blue bag versus blue box use; where residents can drop off textiles;
and the recycling depot in Barrie.
The Committee expressed appreciation to the Diversion Sub-Committee, staff, and the residents for making the
diversion programs successful, and discussed initiatives to reduce food waste.
Moved by: Councillor
Alex Chiu
Seconded by: Councillor
Colin Campbell
1) That the presentations by
Ms. Claudia Marsales, Senior Manager, Waste & Environmental Management,
entitled “The Best of the Best Markham’s Roadmap to 80% Diversion and York
Region Smart Living Status Report,” and by Peter Loukes, Director of
Environmental Services be received.
CARRIED
16. CITYWIDE
MULTI-PHASE SANITARY SYSTEM
DOWNSPOUT DISCONNECTION PROGRAM
- ANNUAL PROGRESS UPDATE PHASE 3 DETAILS (5.3)
Report Attachment
A-F
Gord Miokovic, Manager-System Engineering, Waterworks, responded to
questions from the Committee regarding grading situations that cause flooding
problems. An update was provided for the phases of the sanitary sewer and
downspout disconnection program.
Moved by: Councillor Colin Campbell
Seconded by: Deputy Mayor Jack Heath
1) That the report entitled “Citywide Multi-phase Sanitary System
Downspout Disconnection Program – Annual Progress Update and Phase 3 Details”
be received; and,
2) That Council approve the Phase 3 program area, covering 3,690
properties pending 2015 Capital Budget Approval, as follows:
a. Thornhill
Area - bounded by John Street to the north, Highway 404 to the east, Chumleigh
Crescent to the south, and Don Mills Road to the west;
b. Milliken
Area - bounded by Denison Street to the north, McCowan Road to the east,
Steeles Avenue to the south, and Brimley Road to the west;
c. Unionville
Area - bounded by Highway 7 to the north, McCowan Road to the east, Highway 407
to the south, and Kennedy Road to the west; and,
3) That the project be funded in the
amount of $361,700 from the 2015 capital project request # 15294 Sanitary System
Downspout Disconnection Program – Phase 3 of 5; and further,
4) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
17. IN-CAMERA MATTERS (16.0
& 8.2)
Seconded
by: Councillor Logan Kanapathi
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:
(1) GENERAL COMMITTEE IN-CAMERA MINUTES
- March 23, 2015 (16.0)
[Section 239 (2) (a) (b) (c) (e)]
(2) THE SECURITY OF THE PROPERTY OF THE
MUNICIPALITY OR LOCAL BOARD (TLC
DAYCARE) (8.2)
[Section 239 (2) (a)]
CARRIED
Moved by Councillor Colin Campbell
Seconded by Regional Councillor Jim Jones
That the General Committee rise and report out from the in-camera
session 5:00 PM.
CARRIED
The in-camera items were approved by General
Committee as follows:
(1) GENERAL
COMMITTEE IN-CAMERA MINUTES
- March 23, 2015 (16.0)
[Section
239 (2) (a) (b) (c) (e)]
Moved by: Councillor Alex Chiu
Seconded by: Councillor Colin Campbell
1)
That
the General Committee in-camera minutes dated March 23, 2015 be confirmed.
CARRIED
(2) THE
SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (TLC DAYCARE) (8.2 )
[Section
239 (2) (a)]
Moved by: Councillor
Colin Campbell
Seconded by:
Councillor Logan Kanapathi
1) That the confidential
report dated April 10, 2015, regarding the Security of the Property of the Municipality or
Local Board (TLC Daycare) be received; and,
2) That staff be authorized to proceed
as directed by General Committee on April 13, 2015.
CARRIED
ADJOURNMENT
The General Committee meeting adjourned at 5:00 PM.