General Committee
May 16, 2016
Meeting
Number 8
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
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Jim
Baird, Commissioner of Development Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community & Fire Services
Catherine
Conrad, City Solicitor
Joel
Lustig, Treasurer
Mohammed Hosseini-Ara, Acting Director
of Culture
Alex Moore, Manager
of Purchasing & Accounts Payable
Robert Muir, Manager, Stormwater
Mark Visser, Senior Manager, Financial
Strategy & Investment
Shane Manson, Senior Manager, Revenue
& Property Tax
Andrea Tang, Senior Manager, Financial
Planning
Moe Hosseini-Ara, Director, Culture
Barb Rabicki, Director, Operations
Gary Adamkowski, Senior Project Manager
Alida
Tari, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 9:07 AM with Deputy
Mayor Jack Heath in the Chair and Councillor Alan Ho Chaired Community Services
related items.
General Committee recessed at 12:14PM and reconvened at 1:05 PM.
Disclosure of
Interest
None disclosed.
1. STORMWATER FEES ON FARM
PROPERTIES (5.5)
Presentation
Robert Muir, Manager, Stormwater and Mark
Visser, Senior Manager, Financial Strategy & Investments delivered a
PowerPoint presentation regarding stormwater fees on farm properties.
Deputy Mayor Jack Heath advised that this
item was discussed at the Agricultural Committee and that the Committee members
were satisfied with staff's proposal. The Agricultural Committee are suggesting
that they are provided an update after a year to review if there are any
further issues and/or concerns.
There was brief discussion between vacant
land and farmland. The Committee inquired about the methodology used to achieve
the CVA per acre.
Moved by Councillor Don Hamilton
Seconded by Councillor Valerie Burke
1) That the presentation by Mr. Robert
Muir, Manager, Stormwater and Mr. Mark Visser, Senior Manager, Financial
Strategy & Investments entitled “Stormwater Fees on Farm Properties,” be
received.
Carried
2. 2016 MARCH YEAR-TO-DATE
REVIEW OF OPERATIONS (7.4)
Presentation Report Appendices
1-11
Andrea Tang, Senior
Manager, Financial Planning delivered a PowerPoint presentation providing an
update regarding the March 2016 Year-to-Date (YTD) review.
There was brief
discussion regarding recreation services and waterworks operating budget.
Moved by Councillor
Logan Kanapathi
Seconded by Councillor Alan
Ho
1) That the presentation by
Ms. Andrea Tang, Senior Manager, Financial Planning entitled “March 2016
Year-to-Date (YTD) Review of Operations,” be received; and,
2) That
the report entitled “2016 March Year-To-Date Review
of Operations” be received.
3. MINUTES
OF THE MAY 2, 2016
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Alan Ho
1) That
the minutes of the May 2, 2016 General Committee meeting be confirmed.
Carried
4. MINUTES
OF THE APRIL 6, 2016
FRIENDS OF THE MARKHAM MUSEUM
FOUNDATION BOARD (16.0)
Minutes
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Alan Ho
1) That
the minutes of the April 6, 2016 Friends of the Markham Museum Foundation Board
meeting be received for information purposes.
Carried
5. MINUTES
OF THE MARCH 28, 2016
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Alan Ho
1) That
the minutes of the March 28, 2016 Markham Public Library Board meeting be
received for information purposes.
Carried
6. MINUTES
OF THE APRIL 7, 2016
PUBLIC REALM ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Alan Ho
1) That
the minutes of the April 7, 2016 Public Realm Advisory Committee meeting be
received for information purposes.
Carried
7. MINUTES
OF THE APRIL 4, 2016
RACE RELATIONS COMMITTEE (16.0)
Minutes
There was
discussion regarding $2,500 funding request from the Race Relation Committee to
the City. Regional Councillor Joe Li
advised that he and Councillor Logan Kanapathi have met with Andy Taylor, Chief
Administrative Officer and agreed not to support the request. Regional Councillor Joe Li pointed out that
he and Councillor Logan Kanapathi will be sponsoring $500 each, and that the
balance of $1500 be raised by Committee members.
Moved by
Councillor Logan Kanapathi
Seconded by
Regional Councillor Joe Li
1) That
the minutes of the April 4, 2016 Race Relations Committee meeting be received
for information purposes.
Carried
8. AWARD OF CONSTRUCTION TENDER
017-T-16 WEST THORNHILL – PHASE 1C
STORM SEWER AND WATERMAIN REPLACEMENT (7.12)
Report Attachment
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Alan Ho
1) That the report entitled “Award of Construction Tender 017-T-16
West Thornhill – Phase 1C Storm Sewer and Watermain Replacement” be received; and,
2) That the contract for Tender 017-T-16 West Thornhill – Phase
1C Storm Sewer and Watermain Replacement be awarded to the lowest priced
Bidder, Kapp Contracting Inc., in the amount of $2,391,469.60, inclusive of
HST; and,
3) That a 10% contingency in the amount of $239,146.96,
inclusive of HST, be established to cover any additional construction costs and
that authorization to approve expenditures of this contingency amount up to the
specified limit be in accordance with the Expenditure Control Policy; and,
4) That the construction award in the amount of $2,630,616.56
($2,391,469.60 + $239,146.96) be funded from the following capital
projects; 1) 058-6150-15014-005 “West
Thornhill Flood Control Construction - Phase 1B & 1C” ; 2) 053-5350-15301-005 “Watermain Construction and Replacement
Program – West Thornhill” and 3)
053-5350-16246-005 “Watermain
Construction and Replacement Program” as outlined under the financial
considerations section in this report; and,
5) That the budget remaining in project #15301 “Watermain
Construction and Replacement Program – West Thornhill” in the amount of $85,231.23
will be returned to the original funding source; and,
6) That a 5-year moratorium be placed on any major servicing
and utility installation along restored areas in Canadian Road; and further,
7) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
9. STAFF AWARDED CONTRACTS
FOR THE MONTH OF APRIL 2016 (7.12)
Report
Moved by
Regional Councillor Nirmala Armstrong
Seconded by Councillor Alan Ho
1) That
the report entitled “Staff Awarded Contracts for the Month of April 2016” be
received; and,
2) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
10. FORT MCMURRAY (12.2.6)
Trinela Cane, Commissioner
of Corporate Services addressed the Committee and provided a brief update
regarding efforts being undertaken by Regional municipalities, communities and
City of Markham with respect to assisting with relief efforts in Fort McMurray.
She advised that staff polled lower tier municipalities and York Region and
advised the following: York Region has not made a decision on any donation and
no discussion has taken place; Town of Aurora has made a $1000 donation through
the Red Cross; East Gwillimbury has had no discussion; King a $1000 donation
has been made; Town of Richmond Hill there has not been anything approved; City
of Vaughan there is an expectation that something will be done; Town of Newmarket
will be promoting through their website donations to the Red Cross; Town of
Stouffville there has been no discussion; Town of Georgina the issue has been
discussed, but no final decision made.
Councillor Colin Campbell
addressed the Committee to provide information regarding the staff BBQ he will
be hosting on Thursday May 19, 2016 from 11:00 am to 1:30 pm. It was noted that Merlyn is willing to donate
the cost of 1,000 food servings. He
suggested if we can accept group orders from the satellite locations such as
libraries, community centres, etc.
There was brief discussion
regarding the potential of expanding the lunch on May 19, 2016 to local
businesses.
The Committee suggested that
staff report back in the future with any needs that the City of Markham can
assist Fort McMurray to help them get back to normal if possible.
Moved by Councillor Amanda
Collucci
Seconded by Councillor Karen
Rea
That the verbal update from
Trinela Cane, Commissioner of Corporate Services regarding Fort McMurray be
received; and
That staff provide an update
in future with respect to any needs that the City of Markham can assist Fort
McMurray to help get the lives of those affected back to normal.
Carried
11. DRAFT PARK RENAISSANCE
STRATEGY (6.3)
Presentation Report Appendix
A
Barb Rabicki,
Director, Operations, delivered a PowerPoint presentation regarding Parks
Renaissance Strategy.
The Committee
discussed the following relative to the Park Renaissance Strategy:
· 2016 approved Capital Budget
· The use of Development Charges for new parks
(adding new amenities)
· Engage
the Adopt-a-Park groups
· Be mindful of extra pavement
· Evaluation criteria
· Importance of looking at gaps and opportunities
· Connectivity to other pathways
· Consider opportunities to expand parks
· Opportunities for naturalization
· Outdoor games, tables, and adult exercise
equipment
Moved by Deputy Mayor
Jack Heath
Seconded by Councillor
Valerie Burke
1) That
the presentation by Ms. Barb Rabicki, Director, Operations entitled “Parks
Renaissance Strategy,” received; and,
2) That the Report
titled “Draft Markham Parks Renaissance Strategy” be received; and,
3) That the Draft Parks Renaissance Strategy for the purposes of
engaging our community and to guide the launch of a pilot program for 2016 be
approved; and further,
4) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
12. CORPORATE VOLUNTEER
MANAGEMENT PROGRAM (6.5)
Presentation
Moe Hosseini-Ara, Director, Culture
delivered a PowerPoint presentation providing an update with respect to the
Corporate Volunteer Management Program.
Moved by Deputy Mayor
Jack Heath
Seconded by Councillor
Valerie Burke
1) That the presentation by Mr. Moe
Hosseini-Ara, Director, Culture entitled “Corporate Volunteer Management
Program,” be received.
Carried
13. SOUTH EAST COMMUNITY CENTRE AND LIBRARY
- PROJECT UPDATE (6.6)
Presentation Report Correspondence
Gary Adamkowski, Senior Project Manager
delivered a PowerPoint presentation providing an update with respect to the
Southeast Community Centre and Library project.
There was discussion regarding the contract
process and how a project of this size is conducted.
It was suggested that discussion related to
the how the contract is to be interpreted and the end result that those
discussions should be discussed in-camera.
Moved by Councillor
Amanda Collucci
Seconded by Councillor
Logan Kanapathi
1) That the presentation by Mr. Gary
Adamkowski, Senior Project Manager entitled “Southeast Community Centre and
Library - Project Update,” be received; and,
2) That the correspondence from Eira Keay,
Markham resident be received.
Carried
Moved
by Councillor Alex Chiu
Seconded
by Councillor Valerie Burke
That
the following recommendations be referred directly to the May 17, 2016 Council
meeting
3) That the report entitled “Southeast
Community Centre and Library - Project Update” be received; and,
4) That the construction contingency be
increased in the amount of $2,571,000.00 (excluding HST) to fund anticipated
and potential additional costs required to complete the construction phase of
the project; and,
5) That the funding shortfall of
$2,571,000 (excluding HST) be funded as follows:
a. That 90% of the shortfall be funded from the Development Charges
Reserve in the amount of $2,313,900, and,
b. That 10% of the shortfall be funded from the Ramp Up Reserve in
the amount of $257,100; and,
6) That Staff be authorized to approve the expenditure of this
contingency amount up to the specified limits in accordance with the City’s
Expenditure Control Policy; and further,
7) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
14. EUCLID STREET, PAVILLION STREET AND
UNION STREET PROPOSED PARKING PROHIBITION (2.17)
Report Attachment
A Attachment
B Attachment
C
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Alan Ho
1) That the
report entitled “Euclid Street, Pavillion Street and Union Street Parking
Prohibition,” be received; and,
2) That
Schedule “C” of Parking By-law 2005-188 be amended to prohibit parking on the north
side of Euclid Street, south side of Pavillion Street and east side of Union Street north of
Pavillion Street, in its entirety; and,
3) That
the Operations Department be directed to install the
appropriate signs at the subject locations, funded through the Operations Department
account # 061-5350-15238-005; and,
4) That
the Parking Control Department be directed to enforce the parking prohibition
upon installation of the signs and passing of the by-law; and further,
5) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
15. BOULEVARD MAINTENANCE (2.0)
Councillor
Karen Rea requested that staff forward via e-mail the rules of boulevard
maintenance. Staff will forward the information to all Members of Council.
16. SOCCER TOURNAMENT (12.2.6)
Councillor
Alan Ho advised the Committee that on July 9, 2016 he will be hosting a soccer
tournament and that all funds raised will be donated to through the Red Cross
for Fort McMurray and he is looking for support from his colleagues.
17. IN-CAMERA MATTERS (16.0,
7.6, 7.3 & 6.6)
DEPUTATION
Kristian Alexander, Kindred Spirit Orchestra (KSO) addressed the
Committee regarding KSO's grant request and advised that he can not address the
points in the staff report because he was not permitted to review the in-camera
materials. He pointed out that KSO was
created in 2009 and hopes Council will continue to support them.
Moved by Councillor Alan Ho
Seconded by Regional Councillor Nirmala Armstrong
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 (1:13PM):
(1) GENERAL
COMMITTEE IN-CAMERA MINUTES|
- APRIL 4, 2016 (16.0)
[Section
239 (2) (b) (c) (e)]
(2) PERSONAL
MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD
EMPLOYEES.
ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS
NECESSARY FOR THAT PURPOSE (KINDRED SPIRIT ORCHESTRA) (7.6)
[Section 239 (2) (b) (f)]
(3) PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING
MUNICIPAL OR LOCAL BOARD EMPLOYEES. (WARDS 3&4) (7.3)
[Section 239 (2) (b)]
(4) LITIGATION
OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE
ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY
OR LOCAL BOARD.
ADVICE
THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING
COMMUNICATIONS NECESSARY FOR THAT PURPOSE
(SOUTHEAST
COMMUNITY CENTRE AND LIBRARY) (6.6)
[Section 239 (2) (e)(f)]
Carried
Moved by Councillor Don Hamilton
Seconded by Councillor Colin Campbell
That the General Committee rise from the in-camera session 3:05 PM.
Carried
(1) GENERAL COMMITTEE IN-CAMERA MINUTES|
- APRIL 4, 2016 (16.0)
[Section
239 (2) (b) (c) (e)]
General Committee confirmed the April 4, 2016 in-camera minutes.
(2) PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING
MUNICIPAL OR LOCAL BOARD EMPLOYEES.
ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS
NECESSARY FOR THAT PURPOSE (KINDRED SPIRIT ORCHESTRA) (7.6)
[Section 239 (2) (b) (f)]
General Committee
consented to place this item on the May 17, 2016 Council agenda for
consideration.
(3) PERSONAL MATTERS ABOUT AN IDENTIFIABLE
INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES. (WARDS 3&4) (7.3)
[Section 239 (2) (b)]
General Committee
consented to place this item on the May 17, 2016 Council agenda for
consideration.
(4) LITIGATION OR POTENTIAL LITIGATION,
INCLUDING MATTERS BEFORE ADMINISTRATIVE
TRIBUNALS, AFFECTING THE MUNICIPALITY
OR LOCAL BOARD.
ADVICE THAT IS SUBJECT TO
SOLICITOR-CLIENT PRIVILEGE, INCLUDING
COMMUNICATIONS NECESSARY FOR
THAT PURPOSE
(SOUTHEAST COMMUNITY CENTRE AND
LIBRARY) (6.6)
[Section 239 (2) (e)(f)]
General Committee referred this item directly to the May 17, 2016
Council meeting.
Adjournment
Moved by Councillor Amanda
Collucci
Seconded by Councillor Karen Rea
That the General Committee meeting adjourn at 3:06 PM.
Carried