GENERAL COMMITTEE
May 3, 2010
Meeting
No. 13
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 Building,
Parks and Construction Issues
Chair:
Councillor C.
Moretti
Alternate formats are available
upon request.
Attendance
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C. Conrad, Town Solicitor
A. Taylor, Commissioner of Corporate Services
B. Librecz, Commissioner of Community & Fire
Services
O.
Aribumu, Manager, Client Delivery
A.
Brouwer, Deputy Clerk
F. Edwards, Election Coordinator
M.
Ingwersen, District Manager, Operations
N.
Kenea, Chief Information Officer
K. Kitteringham, Town Clerk
J. Lustig, Treasurer
N.
Takata, Parks Planner
M.
Urquhart, Manager of Environmental Leadership
P. Wealleans, Director of Taxation
K. Bavington,
Committee Clerk
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The General Committee convened at the hour of
9:00 a.m. with Regional Councillor J. Virgilio in the Chair for Finance and
Administrative related items, and for Environment and Sustainability related
items.
Councillor J.
Webster disclosed an interest with respect to Item 4, the Minutes of the
Environmental Issues Committee, and Item 11 (sections 9, 10, and 11) regarding
the Markham Environmental Sustainability Fund Application for Legacy Organic
Garden, by nature of his family using the community garden, and did not take
part in the discussion of or vote on the question of the approval of such
matters.
1. MINUTES
OF THE MARCH 8, 22,
AND 29, 2010 GENERAL COMMITTEE (16.0)
March
8 March
22 March
29
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That the Minutes of the March 8, 22,
and 29, 2010 General Committee be received.
CARRIED
2. MINUTES
OF THE APRIL 22, 2010
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That the Minutes of
the April 22, 2010 Markham Environmental Advisory Committee be received.
CARRIED
3. MINUTES
OF THE
MARCH 22, 2010
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That the Minutes of the March 22, 2010
Markham Public Library Board be received.
CARRIED
4. MINUTES
OF THE MARCH 24, 2010
ENVIRONMENTAL ISSUES COMMITTEE (16.0)
Minutes
Councillor J.
Webster disclosed an interest with respect to Item 4, the Minutes of the
Environmental Issues Committee, regarding the Markham Environmental
Sustainability Fund Applications for Legacy Organic Garden, by nature of his
family using the community garden, and did not take part in the discussion of
or vote on the question of the approval of such matter.
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That the Minutes of March 24, 2010
Environmental Issues Committee be received.
CARRIED
5. APPOINTMENTS TO ADVISORY
COMMITTEES AND BOARDS (16.24)
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That Mr. Matthew Korchinski and Mr. Peter Favot be
appointed to the Public Art Advisory Committee for the term ending November 30,
2010.
CARRIED
6. STAFF AWARDED CONTRACTS FOR
THE MONTH OF MARCH 2010 (7.12)
Report
Moved by Deputy
Mayor J. Heath
Seconded by Councillor
D. Horchik
1)
That
the report entitled “Staff Awarded Contracts for the Month of March 2010” be
received; and,
2)
That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
7. BANKING SERVICES CONTRACT
EXTENSION 006-R-02 (7.0)
Report
It was noted that fees are being charged
for staff withdrawals, and staff was requested to negotiate free access in the
new contract. Staff will provide an update for Council.
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That
the report “Banking Services Contract Extension 006-R-02” be received; and,
2) That
the staff be authorized to extend contract 006-R-02 with TD Commercial Banking
(TD Bank) for a period of 5 years to April 30, 2015 for banking services in the
estimated annual cost of $92,000; and,
3) That
the Request for
Proposal process be waived in accordance with Purchasing By-Law 2004-341, Part
II, Section 7, 1(c), Non-Competitive Procurement, when
the extension of an existing contract would prove more cost-effective or
beneficial; and,
4) That the funds for Banking Services be
drawn from the Financial Services Operating Account # 410-440-5750; and
further,
5) That staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
8. 2010 TAX RATES AND LEVY
BY-LAW (7.3)
Report
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That a by-law to provide for
the levy and collection of property taxes totalling $498,125,518 required by
the Town of Markham, Regional Municipality of York, Boards of Education in a
form substantially similar to the attached Appendix and satisfactory to the
Town Solicitor and to provide for the mailing of notices requesting payment of
taxes for the year 2010, as set out as follows, be approved; and
Town of Markham: $107,354,545
Region of York: $208,754,845
School Boards: $182,016,128
Total $498,125,518
2) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
9. APPROVAL
OF ALTERNATIVE VOTING
METHODS - 2010 MUNICIPAL ELECTION (14.0)
Report
Kimberley Kitteringham, Town
Clerk, and Andrew Brouwer, Deputy Clerk, were in attendance to address
questions regarding alternative voting methods for the 2010 Municipal Election.
Staff responded to the concerns
expressed by the Committee regarding security, particularly the potential for
illegally accumulating PIN numbers and casting multiple votes. The Vendor for
election support and services will be making a presentation to the Committee in
the near future, and will address the concerns identified.
Staff
advised of the provisions of The Municipal Elections Act and The Municipal Act,
2001 with respect to illegal acts and penalties, and provision of authority to
the Returning Officer to deal with emergencies and questionable situations. The
Town cannot restrict which IP address is used by the voter, but the Vendor can
track the usage and build in triggers to alert to unusual patterns. The Vendor
can also track votes cast from another country.
Discussions included the provision
of a list of voters who have voted following the early election, but the
complete list is not provided at the conclusion of the election. This is due to
the Elections Act, which clearly states that the voters list is for election
purposes only, and once the election is concluded, there should be no use for
the list. Electronic voting will be closed off prior to Election Day due to the
extensive administrative and financial costs that would be involved in providing
electronic voting equipment at all the voting places. It also allows for a
fall-back position as a precaution.
The Committee directed staff to
ensure that offences and penalties, and the early electronic voting close-off
date, are clearly communicated to the public, in published material and electronically,
and in all languages.
Moved by Deputy Mayor J. Heath
Seconded by Councillor C. Moretti
1)
That the Report entitled “Approval
of Alternative Voting Methods - 2010 Municipal Election” be received; and,
2)
That Council adopt the by-law
attached as Appendix “A” to authorize the use of Optical Scan Vote Tabulators
and Vote Recorders for the 2010 Municipal Elections; and
3)
That Council adopt the by-law
attached as Appendix “B” to authorize the use of Internet Voting for the Early
Voting Period for the 2010 Municipal Elections; and further,
4)
That staff be authorized to
give effect to this resolution.
CARRIED
10. AWARD
OF PROPOSAL 029-R-10 2010
GENERAL ELECTION – TABULATION
AND ONLINE VOTING SUPPORT & SERVICES (14.0)
Report
Moved by Councillor J. Webster
Seconded by Councillor L. Kanapathi
1)
That the Report entitled “Award
of Proposal 029-R-10 2010 General Election – Tabulation and Online Voting
Support & Services” be received; and,
2)
That the contract for Request for Proposal 029-R-10 be awarded to the highest
ranked and lowest priced bidder, Election Systems & Software in the amount
of $236, 619.35, inclusive of HST; and,
3)
That the award be funded from
budget account 86 2700 850 (2010 General Elections); and further,
4)
That Staff
be authorized and directed to do all things necessary to give effect to this
resolution
CARRIED
11. MARKHAM
TREES FOR TOMORROW -
SPRING 2010 FUNDING (5.7)
Report 1
Moved by Deputy Mayor J. Heath
Seconded by Councillor V. Burke
1) That
the staff report entitled Markham Trees for Tomorrow
Fund - Spring 2010 Funding be received; and,
2) That
Council approve funding for the four applications in the amount of $97,500 from
the Trees for Tomorrow Fund (account #700-101-5399-10221)
as per the recommendations contained in this staff report; and further,
3) That Staff be authorized and directed to do
all things necessary to give effect to this resolution.
CARRIED
12. MARKHAM
ENVIRONMENTAL
SUSTAINABILITY
FUND APPLICATIONS (5.7)
Staff
Recommendations Applications
Councillor J.
Webster disclosed an interest with respect to Item 11 (sections 9, 10, and 11)
regarding the Markham Environmental Sustainability Fund Applications for Legacy
Organic Garden, by nature of his family using the community garden, and did not
take part in the discussion of or vote on the question of the approval of such
matter.
The Committee agreed to split the vote to allow
Councillor J. Webster to vote on the remaining
items.
Moved by Mayor F. Scarpitti
Seconded by Councillor V. Burke
1) That Council endorse the following
recommendations from the March 24, 2010 Environmental Issues Committee (see
item No. 4 to reference the meeting minutes):
A) Little Rouge Creek Rehabilitation (Application 1 – Page 215)
That the application by Ontario Streams for MESF funding for a
stream rehabilitation project be approved in the amount of $5,000; and,
That staff ensure that the land has not been cultivated in the last
five years; and,
That Town be recognized for funding support on the Ontario Streams’
website.
B) Ecological Action Conference: Markham Steps Forward
(Application 2 – Page 227)
That the application by the Youth Environmental Network of York
Region (YENYR) for MESF funding for the third annual Ecological Action
Conference in the fall of 2010 be approved in an amount not to exceed $10,000,
following review and approval of a revised detailed budget by Town
Communications staff; and,
That YENYR consult with the Manager, Environmental Leadership and
the Town’s Communications staff in the development of the conference; and,
That staff be directed to work with YENYR to refine the details of
the conference, including: the use of a local caterer; the engagement of a
keynote speaker; increasing the size of the target audience; and
participation/displays by Region of York and other organizations.
C) Outdoor Classroom/ Garden (Application 3 – Page 241)
That the application by Ellen
Fairclough Public School for MESF funding for an outdoor classroom/garden in
the amount of $5,000 be approved, subject to the review and approval of tree
species by Parks staff.
D) Garden and Field Guide (Application 4 – Page 255)
That
the application by Unionville Meadows Public School for MESF funding for a
garden project in the amount of $3,572 be approved, conditional on the
following:
·
species selection for the garden
and field guide publication being reviewed by Town Parks staff.
·
the Markham Environmental
Sustainability Fund contribution be recognized in the field guide publication
and through newsletters, the school website, etc.
Moved by Mayor F. Scarpitti
Seconded by Councillor V. Burke
E) Legacy Organic Garden (Application 5 – Page 275)
That the
application by the Town of Markham’s Sustainability Office for MESF funding in
the amount of $2,500 for a community garden pilot project on Markham Green Golf
Course lands be approved in principle; and,
That funding not
be released until all necessary licensing, approvals and guidelines are
obtained/met; and further,
That
Sustainability Office staff be directed to report back at a further meeting of
the Environmental Issues Committee, to be scheduled as soon as possible, on
issues and queries raised this date.
CARRIED
13. REGIONAL ROAD WATCH COMMITTEE (16.24)
Letter
Moved by Mayor F.
Scarpitti
Seconded by Councillor D. Hamilton
1) That the letter from
Ms. Linda Pabst, Councillor, Township of King, and Mr. Bradley Bulmer, Traffic
Bureau Commander, York Regional Police, requesting the Town appoint a
Councillor to the Regional Road Watch Committee be received; and,
2) That Regional
Councillor Gordon Landon be appointed to the Regional Road Watch Committee with
a term ending November 30, 2010.
CARRIED
IN CAMERA MATTERS
That, in
accordance with Section 239 (2) (d), and (c) of the Municipal Act, General Committee resolve into an in-camera
session to discuss the following confidential matters:
Moved by Councillor V. Burke
Seconded by Councillor J. Webster
1) Labour relations or
employee negotiations regarding pregnancy and parental leave.
2) A proposed or
pending acquisition of land by the municipality regarding the execution of a
lease.
3) Labour relations or
employee negotiations – (MPFFA)
4) Labour relations or
employee negotiations – (CUPE)
5) Labour relations or
employee negotiations
CARRIED
Moved by Regional Councillor G. Landon
Seconded by Councillor C. Moretti
That the Committee
rise from the in-camera session (1:27 PM)
CARRIED
ADJOURNMENT
The General Committee meeting adjourned at 1:27 PM.