General Committee
June 12, 2018
Meeting
Number 10
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
|
Councillor
Alex Chiu
|
Andy
Taylor, Chief Administrative Officer
Arvin Prasad, Commissioner of Development
Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community
& Fire Services
Catherine
Conrad, City Solicitor and Acting Director of Human Resources
Kimberley
Kitteringham, City Clerk
Joel
Lustig, Treasurer
Dave
Decker, Fire Chief
Bryan Frois, Chief of
Staff
Tanya Lewinberg, Public Realm Coordinator
Morgan Jones, Director, Operations
Josh
Machesney, Acting Council/Committee Coordinator
|
The General Committee meeting convened at the hour of 9:09 AM with Councillor
Colin Campbell in the Chair; Mayor Frank Scarpitti assumed Chair at 11:00 AM;
Councillor Alan Ho Chaired Community Services related items; Councillor Colin
Campbell Chaired Building, Parks and Construction related items; related items.
General Committee recessed at 10:29 AM and reconvened at 10:47 AM.
General Committee recessed at 12:36 PM and reconvened at 1:36 PM.
Disclosure of
Pecuniary Interest
None disclosed.
1. MINUTES
OF THE MAY 22
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
1) That
the minutes of the May 22, 2018 General Committee meeting be confirmed.
Carried
COMMUNICATIONS
2. YORK
REGION COMMUNICATION (13.4)
Moved by
Councillor Valerie Burke
Seconded by
Councillor Karen Rea
1) That the following communication dated May 18,
2018 from York Region be received for information purposes:
a) Corporate
Asset Management Plan
b) Central
Lake Ontario, Toronto Region and Credit Valley Source Protection Plan and
Toronto & Region Assessment Report Amendments
c) 2018
Development Charge Background Study and Bylaw Amendment
d) 2018
Property Tax Capping
e) Meeting
Growth Plan Infrastructure Demands and Financial Sustainability 2018 Update
f) 2017
Regional Centres and Corridors Update
g) Growth
and Development Review 2017
Carried
3. MINUTES
OF THE APRIL 16, 2018
CANADA DAY COMMITTEE (16.0)
Minutes
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Don Hamilton
1) That
the minutes of the April 16, 2018 Canada Day Committee meeting be received for
information purposes.
Carried
4. MINUTES
OF THE APRIL 19, 2018
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Don Hamilton
1) That
the minutes of the April 19, 2018 Markham Environmental Advisory Committee meeting
be received for information purposes.
Carried
5. AWARD OF RFP 208-R-17 CONSULTING
ENGINEERING SERVICES FOR SHORT
TERM SANITARY FLOW MONITORING (7.12)
Report
General Committee consented to placing this
item on the June 12, 2018 Council agenda.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Don Hamilton
1) That the report entitled “Award of RFP
208-R-17 Consulting Engineering Services for Short-term Sanitary Flow
Monitoring” be received; and,
2) That Contract 208-R-17 Consulting
Engineering Services for Short-term Sanitary Flow Monitoring be awarded to the
highest ranked / third lowest priced bidder “GM BluePlan Engineering Limited”
in the amount of $146,564.67, inclusive of HST; and,
3) That a 4% contingency in the amount of
$5,862.59 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 total costs in the amount of
$152,427.26 ($146,564.67+$5,862.59) for Consulting Engineering Services for
Short-term Sanitary Flow Monitoring award be funded from Capital Project 18302
“Wastewater Flow Monitoring – Annual Program”; and,
5) That the balance remaining in the
amount of $172.74 (Budget $152,600.00 - $152,427.26) be returned to original
funding source; and,
6) That Staff be authorized to exercise
the option to renew the contract for four (4) additional years (2019-2022) at
the same itemized pricing subject to performance and Council approval of the
2019 to 2022 capital budgets as follows:
·
(2019) - $152,427.26 (Inclusive of Contingency
and HST)
·
(2020) - $152,427.26 (Inclusive of Contingency
and HST)
·
(2021) - $152,427.26 (Inclusive of Contingency
and HST)
·
(2022) - $152,427.26 (Inclusive of Contingency
and HST); and further,
7) That Staff be authorized and directed to do
all things necessary to give effect to this resolution.
Carried
6. CONTRACT EXTENSIONS FOR WATER
METER READING & BILLING SERVICES
AND CASHIERING SERVICES FOR 2019/2020 (7.12)
Report Attachment
A
General Committee consented to placing this item
on the June 12, 2018 Council agenda.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Don Hamilton
1) That the report entitled "Contract
Extensions for Water Meter Reading & Billing Services and Cashiering
Services for 2019/ 2020" be received; and,
2) That the contract for Water Meter
Reading & Billing Services be extended for an additional two (2) years
(January 1, 2019 to December 31, 2020) with Alectra Utilities from
$1,421,837.53 to $1,464,492.66 inclusive of HST for 2019 and $1,508,427.44
inclusive of HST for 2020 with 3% annual escalation over 2019 rate; and,
3) That the increase of $42,655.13 in 2019
($1,464,492.66 - $1,421,837.53) and $43,934.78 in 2020 ($1,508,427.44 -
$1,464,492.66) be funded from account #760-998-5390 Water Billing/
Administration, subject to Council approval of the 2019 and 2020 operating
budgets; and,
4) That the contract for the Hydro
Cashiering Services reimbursement to the City be extended for an additional two
(2) years (January 1, 2019 to December 31, 2020) with Alectra Utilities from
$108,780.42 to $112,043.84 inclusive of HST for 2019 and $115,405.15 inclusive
of HST for 2020 with 3% annual escalation over 2018 rate; and,
5) That the tender process be waived in
accordance with Purchasing By-Law 2007-8 Part II, Section 11.1 (c) which states
"when the extension of an existing contract would prove more cost
effective or beneficial"; and,
6) That the Mayor and City Clerk be
authorized to execute the extension of the agreement with Alectra Utilities in
a form satisfactory to the City Solicitor; and further,
7) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
7. 020-R-18 CONSULTING ENGINEERING
SERVICES FOR WEST THORNHILL
- PHASE 4 STORM AND SANITARY
SEWER UPGRADES (7.12)
Report Attachment
A Attachment
B
General Committee consented to placing this
item on the June 12, 2018 Council agenda.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Don Hamilton
1) That the report entitled “020-R-18
Consulting Engineering Services for West Thornhill - Phase 4 Storm and Sanitary
Sewer Upgrades” be received; and,
2) That the detailed design work under
contract 020-R-18 Consulting Engineering Services for West Thornhill - Phase 4
Storm and Sanitary Sewer Upgrades (inclusive of Phases 4A, 4B, 4C and 4D) be
awarded to the highest ranked, lowest priced Bidder, R.V. Anderson Associates
Limited, in the amount of $828,911.52, inclusive of HST; and,
3) That a 10% contingency in the amount of
$82,891.15, 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 Consulting Engineering
Services for detailed design award in the amount of $911,802.67 ($828,911.52+
$82,891.15) be funded from the capital project 058-6150-18280-005 “West
Thornhill Flood Control Implementation – Phase 4”; and,
5) That the remaining budget of $3,997.33
in capital project 058-6150-18280-005 “West Thornhill Flood Control
Implementation – Phase 4” will not be required from the Stormwater Fee Reserve;
and,
6) That the contract administration
services award (inclusive of 10% contingency) for:
Phase 4A in the amount of $410,144.70 ($372,858.82 + $37,285.88),
Phase 4B in the amount of $414,263.94 ($376,603.58 + $37,660.36),
Phase 4C in the amount of $427,158.97 ($388,326.34 + $38,832.63), and
Phase 4D in the amount of $431,502.08 ($392,274.62 + $39,227.46), be
requested as part of the 2021, 2023, 2024 and 2025 Capital budget process,
subject to Council approval; and,
7) That
the future Purchase Order for contract administration of Phases 4A, 4B, 4C
& 4D be updated to reflect the actual construction time required based on
the final design; and further,
8) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
8. DON MILLS CHANNEL FLOOD REDUCTION
MUNICIPAL CLASS ENVIRONMENTAL ASSESSMENT (5.5)
Report Attachment
1
General Committee consented to placing this
item on the June 12, 2018 Council agenda.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Don Hamilton
1) That the report entitled “Don Mills Channel Flood Reduction
Class Environmental Assessment” be received; and,
2) That Council endorse the combination of Culvert Upgrades,
Central Flood Control Facility and Education/Flood Proofing as the Preferred
Alternative for the Don Mills Channel Flood Reduction Study (the “Class EA
Study”); and,
3) That Staff be authorized to file the Class EA Project File
Report for the 30 day public review commencing June 30, 2018; and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this Resolution.
Carried
9. VACANCY ON MARKHAM CITY COUNCIL ARISING FROM 2018 PROVINCIAL
ELECTION (14.0)
Presentation
Kimberley
Kitteringham, City Clerk, was in attendance to provide a PowerPoint
presentation regarding the vacancy on Markham City Council arising from the
2018 Provincial Election.
Ms.
Kitteringham explained that there are a number of pieces of relevant
legislation which outline the process for a municipal councillor who has been
elected to Provincial Parliament to vacate their municipal council seat and
that Council has two options for appointing a Councillor once the seat is
formally vacated.
Barry
Nelson, resident, spoke in opposition to filling the vacancy on Council as a
result of the 2018 Provincial Election.
Members of
Council discussed the following options to address the vacancy:
-
Appointing
an eligible elector in the City of Markham to fill the vacancy on City Council
-
Appointing
the 2014 Ward 7 runner-up Candidate
-
Move
the date of the next Council Meeting to circumvent the 90-day period so that
Council would not be required to appoint an interim City Councillor
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Karen Rea
1) That
the presentation by Ms. Kimberley Kitteringham, City Clerk entitled “Vacancy on
Markham City Council Arising from 2018 Provincial Election,” be received.
Carried
10. MASTER FIRE PLAN, SECOND CREW
AT STATION 99 (CORNELL) (7.15)
Presentation Report Attachment
Dave Decker, Fire
Chief, was in attendance to deliver a PowerPoint presentation regarding the
Master Fire Plan, Second Crew at Station 99 (Cornell).
General Committee suggested
that this matter be referred to a Task Force for further analysis and
consideration. Staff was directed to report back to General Committee with a
Terms of Reference for the Task Force.
Moved by
Councillor Colin Campbell
Seconded by
Councillor Don Hamilton
1) That this matter be deferred to a General
Committee meeting in 2019.
Carried
11. YORK REGION’S MUNICIPAL STREETSCAPE
PARTNERSHIP PROGRAM APPLICATION (5.0)
Report Attachment
1 Attachment
2 Attachment
3
Brenda
Librecz, Commissioner, Community & Fire Services introduced the item and
explained that Staff is seeking Committee’s approval to apply for York Region’s
Municipal Streetscape Partnership Program to help offset costs for streetscape
improvements at the Markham Civic Centre.
Tanya
Lewinberg, Public Realm Coordinator and Morgan Jones, Director, Operations were
in attendance to explain the draft concept plan.
Moved by
Mayor Frank Scarpitti
Seconded by
Councillor Valerie Burke
1) That the report dated June 12, 2018 entitled “York Region’s
Municipal Streetscape Partnership Program Application” be received; and,
2) That Council support and endorse the conceptual design
proposal of a gateway feature for pedestrian entry to the Anthony Roman Centre
on the Regional right-of-way of Highway 7 and Warden Avenue; and,
3) That Council support and endorse a submission for the 2019
application to York Region’s 2019 Municipal
Streetscape Partnership Program (MSPP) for cost sharing of the installation
and consultant fee and to assume maintenance for the enhanced streetscaping;
and,
4) That the Director of Operations be authorized to enter into
a Memorandum of Understanding with the Region to maintain the feature within
the Regional right-of-way; and further,
5) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried.
12. YORK UNIVERSITY IN MARKHAM
-DECLARATION OF SURPLUS LANDS
AND
CONVEYANCE OF LANDS TO YORK
UNIVERSITY (8.6)
Report Attachment
1 Attachment
2 Attachment
3
Attachment
4 Attachment
5
Andy Taylor, Chief Administrative Officer,
introduced York University in Markham – Declaration of Surplus Lands and
Conveyance of Lands to York University. Mr. Taylor advised that the City will
convey 4.45 acres to York University. Mr. Taylor further outlined the
conditions imposed upon York University with respect to the option to
re-acquire the land if certain criteria are not met, specifically that the
Phase 2/3 lands must be used for the construction of a building or buildings
that are intended to accommodate additional academic needs.
Catherine Conrad, City Solicitor &
Acting Director of Human Resources provided further details relative to the
Memorandum of Understanding between the City and York University regarding the
conveyed lands. It was noted that City has the option to require York
University to convey the lands to the City for a nominal fee if it is not being
used for university purposes, or if construction of the University has not
commenced by December 31, 2018 or if the Phase 2/3 lands are not used within 40
years to accommodate additional academic needs.
Mayor
Scarpitti clarified that the City’s donation of land to York University was for
the purpose of facilitating additional capacity for university students and not
ancillary purposes.
Moved by Mayor
Frank Scarpitti
Seconded by
Regional Councillor Nirmala Armstrong
1) That the report titled “York University in Markham –
Declaration of Surplus Lands and Conveyance of Lands to York University” be
received; and,
2) That the lands described as Part of Lot 9, Concession 5,
depicted as Parts 1, 2, 7, 8, 9, 10, 11,
12 and 13 on the draft Reference Plan attached as Attachment No. 1 City of
Markham, being approximately 4.45 acres (the “York Lands”) be declared surplus; and,
3) That the York Lands be conveyed to York University pursuant
to the terms and conditions of a Land Transfer Agreement to be entered into by
York University and the City; and,
4) That a permanent easement over the lands legally described
as Part of Lot 9, Concession 5, depicted as Parts 3, 4, 5, 6 and 14 on the
draft Reference Plan attached as Attachment No. 2, City of Markham , being
approximately 0.246 acres (the “Easement”)
be conveyed to York University; and,
5) That the Chief Administrative Officer, and his successors,
be authorized to execute any future documents and agreements required to
preserve or exercise the City’s option to purchase all or part of the York
Lands (with or without buildings) as set out in this report, including, without
limitation, executing any new option to purchase agreements, provided the form
and content of such documents and agreements are satisfactory to the Chief
Administrative Officer and the City Solicitor; and,
6) That Staff be authorized and directed to take the actions
set out in this report; and further,
7) That the foregoing resolutions be reported out at the
Council meeting on June 26th, 2018.
Carried
NOTICES OF MOTIONS
There were
no motions.
NEW/OTHER BUSINESS
There was
no new business.
ANNOUNCEMENTS
13. ANNOUNCEMENTS
- MARKHAM VILLAGE MUSIC FESTIVAL (12.2.6)
Councillor Colin
Campbell advised that the Markham Village Music Festival begins on Friday June
15th, 2018 at 5:00 PM and runs throughout the weekend.
14. CONFIDENTIAL ITEMS (16.0
& 8.2)
Moved by
Councillor Karen Rea
Seconded by
Councillor Don Hamilton
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (1:50 PM):
(1) GENERAL COMMITTEE
CONFIDENTIAL MINUTES
-MAY 22, 2018 (16.0)
[Section
239 (2) (a) (b) (c)]
Moved by
Councillor Don Hamilton
Seconded by
Councillor Alex Chiu
That the
May 22, 2018 General Committee confidential minutes be confirmed.
Carried
(2) THE SECURITY OF THE
PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 2) (8.2)
[Section 239 (2) (a)]
General
Committee received information on the matter.
Carried
Moved by Regional Councillor Nirmala Armstrong
Seconded by Councillor Don Hamilton
That the General Committee rise from the confidential session 2:18
PM.
Carried
Adjournment
Moved by Councillor Alex Chiu
Seconded by Mayor Frank Scarpitti
That the General Committee meeting adjourn at 2:21 PM.
Carried