GENERAL COMMITTEE
2009-05-04
Meeting
No. 12
Finance & Administrative
Issues Community
Services Issues
Chair: 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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J. Livey, Chief
Administrative Officer
C. Conrad, Town
Solicitor
A. Taylor,
Commissioner of Corporate Services
B. Librecz, Commissioner
of Community & Fire Services
J. Baird,
Commissioner of Development Services
A. Brouwer, Deputy
Town Clerk
B. Cribbett,
Treasurer
C. Biss, Chief
Executive Officer, Markham Public Libraries
I. Kutter, Auditor
General
K. Ross, Manager of
Development Finance
B. Snowball, Fire
Chief
G. Dick, Chief Fire
Prevention Officer
G. Taylor, Acting
Director of Recreation
E. Ting, Manager of Infrastructure
A. Moore, Manager of
Purchasing
R. Raman, Senior
Manager, Expenditure Control & Purchasing
T. Casale, Senior
Buyer
M. Visser, Manager,
Financial Strategy & Investments
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The General Committee convened at the hour of 9:09 a.m. with Councillor
J. Virgilio in the hair. Councillor A. Chui chaired the meeting for the community
services related items.
1. CMM
III FIRE PREVENTION PROFESSIONAL AWARD (12.2.6)
Letter
On behalf of Council, the Mayor presented
Mr. Glenn Dick, Chief Fire Prevention Officer with a plaque in recognition of
his CMM III Fire Prevention Professional Designation.
2. DON
HARRISON ENERGY CHAMPION AWARD (12.2.6)
On behalf
of Council, the Mayor presented Mr. Glen Taylor, Acting Director of Recreation
with the Don Harrison Energy Champion Award for his many years of excellence in
the management of community recreation facilities.
3. PROCUREMENT
AUDIT (7.0)
Report 1 Presentation
Ms. I. Kutter, Auditor General presented an
overview of her first audit, focused on the Town’s procurement process. The objectives of the audit included
compliance with the Purchasing By-law, purchasing policies and procedures;
measures of efficiency and effectiveness; and effective design of policies and
procedures to safeguard against questionable purchases. The scope of the audit included purchases
orders and awarded contracts requiring approval outside of the user department
(generally greater than $25,000) and departmental purchases less than $5,000.
The Auditor General indicated that staff have
committed to implementing or have implemented corrective actions in response to
audit recommendations, which fall under the theme areas of procurement
planning; staff training and procedures; compliance with policies; operational
efficiencies; and security.
The Auditor General indicated that she will
report to the General Committee on an annual basis and staff will report to the
Auditor General with regard to the progress of their action plans on a
quarterly basis. The next Auditor
General’s report is scheduled to be presented at a General Committee meeting in
the fall.
Moved by Mayor F. Scarpitti
Seconded by Councillor D. Horchik
1) That the
presentation by Ms. I. Kutter, Auditor General, entitled “Procurement Audit
Report” be received; and,
2) That the Auditor
General report entitled “Procurement Audit Report” dated January 26, 2009, be
received for information; and,
3) That the Town staff
actions plans, developed in response to the Auditor General recommendations, be
adopted; and further,
4) That Staff be
authorized and directed to do all things necessary to implement the action
plans detailed in the report.
CARRIED.
4. DEVELOPMENT
CHARGE UPDATE (7.11)
Presentation
B. Cribbett,
Treasurer presented an overview of recommendations being considered as part of
the Town-wide soft services develop charge by-law, which expires August 31,
2009. The review is required to enable
the collection of development charges and includes funding for capital
infrastructure including indoor recreation; parks development and facilities;
fire services; library services; public library; public works yard and fleet;
and general government (e.g., studies).
The next steps in
the process include finalizing the background study (May 12), review of
recommendation 2) d) i) prior to the May 26 Public Meeting and Council approval
on June 3.
Moved by Mayor F. Scarpitti
Seconded by Regional Councillor J. Jones
1)
That the presentation by Ms.
Barb Cribbett, Town Treasurer, entitled “Development Charges Update (Soft
Services)” be received; and,
2)
That the
draft background study be prepared to include the following methodology
changes:
a)
Inclusion
in inventory of all rolling stock with an estimated useful life of 7 years or
more; and,
b)
Non-residential
allocation for General Government, Fire Services and Public Works to be based
on population and employment forecast; and,
c)
Population
forecast and DC calculations based on gross population growth; and,
d) Staff
will review the following in further detail and report to the General Committee
prior to the May 26 public meeting:
(i)
Development of a mixed-use definition and
differentiated rate for the non-residential portion of mixed-use developments.
CARRIED.
5. MINUTES OF
THE APRIL 6, 2009
GENERAL
COMMITTEE (16.0)
Minutes
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That
the minutes of the April 6, 2009 General Committee be received.
CARRIED.
6. MINUTES
OF THE MARCH 24, 2009
SANTA CLAUS PARADE COMMITTEE (16.0)
Minutes
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That
the minutes of the March 24, 2009 Santa Clause Parade Committee be received.
CARRIED.
7. ANIMAL CARE COMMITTEE
– RECEIPT OF MINUTES
& AUTHORIZATION TO PRODUCE
AN EDUCATIONAL CALENDAR
(16.0)
Mar. 3 Mar. 18 Apr. 15 Project Plan
Moved
by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
Councillor V. Burke acknowledged the Committee’s
time and efforts in developing the animal care educational calendar.
1) Whereas the mandate
of the Animal Care Committee includes “developing a community-driven model for
improving animal welfare in the Town of Markham and reporting its findings back
to the General Services Committee”; and
2) Whereas
the terms of reference for the Animal Care Committee includes five goals:
(1)
Education of residents;
(2) The importance of animal care, of spaying and neutering and the
appropriate veterinary services;
(3)
Providing for reasonable,
affordable veterinary services to residents;
(4)
Arranging for adoptions;
(5)
Fund raising for the above
items; and,
3) Whereas the Animal
Care Committee has undertaken community fundraising consistent with its goals
and wishes to apply a portion of its funds raised to the production of an
educational calendar to include key messages related to responsible pet
ownership and animal care; and,
4) Whereas the Animal
Care Committee’s educational calendar will be made available to the public at a
cost of $10.00 per calendar, with funds to be allocated to the Animal Care
Committee fund raising budget (031 2220039); and,
5) Whereas the Animal
Care Committee received three, competitive quotes from printing firms for the
production of 1,000 calendars in accordance with the Town’s Procurement By-law;
and,
6) Whereas the Animal
Care Committee found the firm Image 121 Inc. to be the lowest bidder for the
production of 1,000 calendars a cost of $5,990.00 before applicable taxes; and,
7) Whereas the
following motion was passed at the April 15, 2009 Animal Care Committee
meeting:
That
Imagine 121 Inc. provide design work and print 1,000 calendars at a cost to the
Committee of $5,990.00; and,
That
the calendar budget be updated and finalized to reflect the design and printing
costs; and,
That
Council approve the budget and authorize staff on behalf of the Animal Care
Committee to spend up to $6,000.00 from account number 031 2220039 for the
production of the 2010 calendar.
8) Therefore,
the Council of the Town of Markham enacts as follows:
1)
That the minutes of the March
3, March 18, and April 15, 2009 Animal Care Committee be received; and,
2)
That Council endorse the
following motion passed at the April 15, 2009 Animal Care Committee meeting:
That Imagine 121 Inc. provide
design work and print 1,000 calendars at a cost to the Committee of $5,990.00;
and,
That the calendar budget be
updated and finalized to reflect the design and printing costs; and,
That Council approve the budget
and authorize staff on behalf of the Animal Care Committee to spend up to
$6,000.00 from account number 031 2220039 for the production of the 2010
calendar.
CARRIED.
8. ADVISORY COMMITTEES
APPOINTMENTS/ RESIGNATIONS (16.24)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the resignation
of Ms. Heather Christian-Simmonds from the Markham Race Relations Committee be
received with regret; and,
2) That
the vacancy be filled.
CARRIED.
9. EXTENSION OF CONTRACT
077-T-05 ADULT SCHOOL
CROSSING GUARD PROGRAM (3.16, 7.12)
Report
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1)
That the report entitled
“Extension of Contract 077-T-05 Adult School Crossing Guard Program” be
received; and,
2)
That the tender process be waived in accordance with Purchasing Bylaw
2004-341, Part 11, Section 7(1) c which states “when the extension of an
existing contract would prove more cost-effective or beneficial; and,
3)
That Contract 077-T-05 for
Adult School Crossing Guard Program be extended for an additional five (5)
years with” Staffing Services Inc.”; and,
4)
That the following estimated
costs be awarded to Staffing Services Inc (based on $12.83 per shift, 253.5
shifts per day, 187 school days, and an annual
3% increase);
Ø Sep- Dec 2009 - $234,173.16
Ø Jan - Dec 2010 - $615,224.93
Ø Jan - Dec 2011 - $633,681.68
Ø Jan - Dec 2012 - $652,692.13
Ø Jan - Dec 2013 - $672,272.89
Ø Jan - Jun 2014 - $420,970.21
5)
That the estimated award for
Sep – Dec 2009 in the amount of $234,173.16 exclusive of GST be funded from the
2009 Operating Budget # 640 998
5642 “School Crossing Guards”; and,
6)
That the awards for
2010/11/12/13 & 2014 be subject to approval of the annual operating
budgets; and,
7)
That the actual annual monetary
amount will be based on a per hour basis (two 30-minute shifts); and,
8)
That Staff be authorized to
amend the award amounts in years 2010 – 2014 to reflect changes to the crossing
guard operating budget account approved by Council during the annual budgeting
process; and further,
9)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED.
10. AWARD OF CONTRACT 086-R-08
MARKHAM PUBLIC LIBRARY
MATERIAL & PROCESSING SERVICES (3.19, 7.12.3)
Report
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the report entitled “Award of Contract
086-R-08 Markham Public Library Material & Processing Services” be received; and,
2) That contract
086-R-08 be awarded to the highest ranked and lowest priced bidder Library
Services Centre (LSC) for a period of three (3) years for the following:
Ø
Part A - Material &
Processing Services for English & French books & kits
Ø
Part B - Talking books
Ø
Part C - English and French
DVDs & Music CDs
Ø
Part E - Multilingual Print,
English CD ROMs and Video Games
3) That contract
086-R-08 be awarded to the highest ranked and lowest priced bidder CVS Midwest
for a period of three (3) years for the following:
Ø
Part D - Multilingual DVDs
& Music CDs
4) That the award for
June – December 2009 in the estimated amount of $946,458.00 exclusive of GST be
funded from the 2009 Library Operating Budget accounts as detailed in the
Financial Considerations; and,
5) That the award for
years 2010 – 2012 be funded from the respective years operating budget accounts
in the following estimated amounts, subject to Council approval of the annual
operating budgets;
2010
- $1,319,733.00
2011
- $1,319,733.00
2012
- January to May $363,710.00
6) And That the
Director of Administration and Operational Support at the Markham Public
Library have the authority to allocate expenditures between the library
material accounts (listed in financial considerations section) as long as it is
within the budget limit to all accounts to adapt to publishing trends, change
in material formats and community needs;
and,
7) And That Staff be authorized to amend the purchase order
amounts in years 2010 – 2012 to reflect changes to the Markham
Public Library operating budget accounts approved by Council during the annual
budgeting process; and,
8) That the Chief
Executive Officer of the Markham Public Library and the Manager of Purchasing
be authorized to extend the contract for two (2) additional years based upon
the mutual agreement of both parties and subject to Council approval of the
operating budgets; and further,
9) That Staff
be authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED.
11. MINUTES OF THE APRIL 14, AND APRIL 27, 2009
GRANT SUB-COMMITTEE (16.0)
April
14 April
27
Moved by Councillor J. Webster
Seconded by Councillor V. Burke
1) That the
minutes of the April 14, and April 27, 2009 Grants Sub-Committee be received;
and,
2) That
Council endorse the following motions passed at the April 14, and April 27,
2009 Grant Sub-Committee meetings:
a. Celebrate Markham for the Senior Light
Tour
That the Celebrate Markham budget for the Senior Light Tour be
increased by $2,000 to $5,000; and,
That the
Celebrate Markham budget cover the refreshment costs of the Senior Light Tour
at $150 per community for a total of $750; and,
b. South Asian
Heritage Celebration for 2009
That a grant in
the amount of $3,000 for the South Asian Heritage Celebration for 2009 be
approved; and,
That such
funding be drawn from the unallocated Budget which is currently in the amount
of $15,750; and,
c. Fiesta Canada for 2009
That
a grant in the amount of $1,000 for the Fiesta Canada for 2009 be approved.
CARRIED.
12. WATER AND WASTEWATER
INFRASTRUCTURE REPORT 2008 (5.3)
Presentation
Mr. E.
Ting, Manager, Infrastructure provided an overview of the current and proposed programs
and initiatives related to water and wastewater infrastructure, including
capital projects.
Moved by Mayor F. Scarpitti
Seconded by Councillor E. Shapero
1) That the
presentation by Mr. E. Ting, Manager, Infrastructure entitled “Water and Waste
Water Infrastructure Report 2008” be received.
CARRIED.
IN CAMERA MATTER
Moved by
Councillor A. Chiu
Seconded by
Councillor D. Horchik
That, in
accordance with Section 239 (2) (c) of the Municipal
Act, General Committee resolve into an in-camera session to discuss the
following confidential matter:
1)
A proposed or pending
disposition of multiple Town owned properties (8.5).
CARRIED.
Moved by
Councillor D. Horchik
Seconded by
Councillor J. Webster
1)
That Committee rise from its
in-camera session.
CARRIED.
NEW BUSINESS
There was no new business.
ADJOURNMENT
The General Committee adjourned at 11:30 a.m.