GENERAL COMMITTEE
September 13, 2010
Meeting
No. 19
Finance & Administrative Issues Community Services Issues
Chair: Regional Councillor J. Virgilio Chair: Councillor
A. Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
E. Shapero Chair: Councillor C. Moretti
Alternate formats are available
upon request.
Attendance
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J. Livey,
Chief Administrative Officer
C.
Conrad, Town Solicitor
J. Baird,
Commissioner of Development Services
B.
Librecz, Commissioner of Community & Fire Services
A.
Taylor, Commissioner of Corporate Services
K.
Boniface, Technical Coordinator, Operations
J. Chan,
Assistant Town Solicitor
N. Cruz,
Manager IMS, Waterworks
K. Dennison, Manager, Water System
Engineering
P. Ingham, General Manager, Operations
M. Ingwersen, District Manager, West
C. Jay, Manager,
Urban Design
P. Loukes, Director, Operations
J.
Lustig, Treasurer
A. Moore,
Manager, Purchasing
D. Pearce, Real Property Manager
N. Takata, Parks Planner
K.
Bavington, Council/Committee Coordinator
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The General Committee convened at the hour of 9:03 a.m. with Councillor
J. Virgilio in the Chair. Councillor J.
Virgilio chaired the Finance & Administrative issues, and Environment &
Sustainability issues. Councillor A. Chiu Chaired Community Services related
items.
DISCLOSURE OF
INTEREST
Deputy Mayor J.
Heath disclosed an interest with respect to Item # 1, the Minutes of the June
14 General Committee meeting, agenda item 4, Staff Awarded Contracts for the
Month of May, by nature of owning shares in Sun Life Assurance. He noted that
he had left the meeting at 10:30 a.m. on that date prior to discussion of the
matter, and had not taken part in the discussion of or vote on the question of
the approval of such matters.
1. MINUTES
OF THE JUNE 7, 14, AND 21, 2010
GENERAL COMMITTEE (16.0)
June
7 June
14 June
21
Deputy Mayor J.
Heath disclosed an interest with respect to Item # 1, the Minutes of the June
14 General Committee meeting, agenda item 4, Staff Awarded Contracts for the
Month of May, by nature of owning shares in Sun Life Assurance. He noted that
he had left the meeting at 10:30 a.m. on that date prior to discussion of the
matter, and had not taken part in the discussion of or vote on the question of
the approval of such matters.
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the June 7,
14, and 21, 2010 General Committee be received
CARRIED
2. MINUTES OF THE JUNE 8, JULY13, AND
AUGUST 10, 2010 SENIORS ADVISORY COMMITTEE (16.0)
June
8 July
13 Aug
10 Terms
of Reference
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the June 8,
July 13, and August 10, 2010 Seniors Advisory Committee be received; and,
2)
That Seniors Advisory Committee
Terms of Reference be adopted as amended at the June 8, 2010 meeting.
CARRIED
3. MINUTES OF THE JULY 17, 2010
JOINT INFORMATION TECHNOLOGY SUB-COMMITTEE
AND COMMUNICATIONS COMMITTEE (16.0)
Minutes
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the July
17, 2010 Joint Information Technology Sub Committee and Communications
Committee be received.
CARRIED
4. MINUTES OF THE APRIL 19, AND MAY 17
VARLEY MCKAY ART FOUNDATION OF MARKHAM (16.0)
April
19 May
17
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the April
19, and May 17, 2010 Varley McKay Art Foundation of Markham be received.
CARRIED
5. MINUTES OF THE MAY 31, 2010
RACE RELATIONS COMMITTEE (16.0)
Minutes
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the May 31,
2010 Race Relations Committee be received.
CARRIED
6. MINUTES OF THE MAY 31, 2010
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the May 31,
2010 Markham Public Library Board be received.
CARRIED
7. MINUTES OF THE JUNE 17, 2010
ENVIRONMENTAL ADVISORY COMMITTEE (16.0)
Minutes
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the June
17, 2010 Environmental Advisory Committee be received.
CARRIED
8. MINUTES OF THE JUNE 23, 2010
SANTA CLAUS PARADE COMMITTEE (16.0)
Minutes
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the June
23, 2010 Santa Claus Parade Committee be received.
CARRIED
9. MINUTES OF THE JUNE 7, AND JUNE 21,
2010
CANADA DAY COMMITTEE (16.0)
June
7 June
21
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the June 7,
and June 21, 2010 Canada Day Committee be received.
CARRIED
10. MINUTES OF THE JUNE 16, 2010
ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)
Minutes
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the Minutes of the June
16, 2010 Advisory Committee on Accessibility be received.
CARRIED
11. MINUTES OF THE MARCH 31,
AND APRIL 28, 2010 UNIONVILLE
BUSINESS IMPROVEMENT AREA (3.12)
March
31 April
28
The Committee requested that BIA minutes be
received in a timely manner and proper format. Discussions included the lack of
clarity and professionalism in the Unionville BIA minutes, particularly with
respect to political or personal comments that are included, but are not part
of a motion that would reflect support by the majority of the BIA members. It
was also noted that meeting schedules and BIA election information are
difficult to obtain.
It was suggested that BIA constitutions and procedural regulations
be reviewed, and that the Clerk provide training to the BIAs on procedural
matters and minute preparation.
The Committee discussed that one BIA workshop
has been held with Council and a second workshop will occur in the fall. This
venue would be an opportunity for process discussions.
The Committee
directed that staff consider including a disclaimer on the agenda making it
clear to the public that the minutes of committees are received, and not
necessarily endorsed by Council.
The Town Solicitor
and Clerk will report back to General Committee on these issues.
Moved by: Mayor F. Scarpitti
Seconded by: Councillor C. Moretti
1)
That the Minutes of the March
31, and April 28, 2010 Unionville Business Improvement Area be referred back to the Unionville BIA for revisions
and resubmission, under the guidance of the Clerk;
2)
And that the Clerk report back to General Committee on disclaimer
options for Council and Committee agendas when receiving the minutes of other
committees.
CARRIED
12. MINUTES OF THE APRIL 21, MAY 19,
JUNE 16 AND JULY 21 2O10
MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA (3.11)
April
21 1 May
19 June
16 July
21
The Committee noted concerns for the timely
receipt and format of BIA minutes and suggested that BIA constitutions and
procedural regulations be reviewed, and that the Clerk provide training to the
BIAs on procedural matters and minute preparation.
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the
Minutes of the April 21, May 19, June 16 and July 21, 2010 Markham Village
Business Improvement Area be received.
CARRIED
13. APPOINTMENTS/RESIGNATIONS
TO
ADVISORY BOARD COMMITTEES (16.24)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
Environmental Advisory Committee
1)
That the resignation of Mr. Gary Diamond from the
Markham Environmental Advisory Committee be received with regret, and a letter
of appreciation be forwarded (see note 1); and,
2)
That the vacancy be filled following the 2010
Municipal Election; and,
Markham Public Library Board
3)
That the resignation of Ms. Amanda Turner from the
Markham Public Library Board be received with regret, and a letter of
appreciation be forwarded; and further,
4)
That the vacancy be filled following the 2010
Municipal Election.
NOTE 1: The Markham Environmental Advisory Committee is comprised of 14
resident members; 1 former Chair; and 1 Member of Council. Deputy Mayor
Jack Heath was appointed for the term ending November 30, 2010.
14. APPOINTMENT
OF MEMBERS TO THE
MAYOR’S YOUTH TASKFORCE FOR
THE
PERIOD SEPTEMBER 1, 2010 –
JUNE 30, 2011 (16.24)
Report
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That
the following appointments to the Mayor’s Youth Task Force be confirmed for the
term September 1, 2010, to June 30, 2011:
LEGEND: R - Returning
NAME SCHOOL GR.
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MARKHAM
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R Joey
Loi (Co -Chair)
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High School
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11
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RCarmen Chen
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High School
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10
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RGuruparan Bagawan
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High School
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11
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RDamilola Dina
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High School
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12
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Jahmal Dixon
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High School
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12
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Divya Shah
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High School
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9
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Janice He
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High School
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11
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Lydia Chan
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High School
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11
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UNIONVILLE
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RAdrian Proestos
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High School
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11
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RMaha Naqi
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High School
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12
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RChristine Hui
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High School
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10
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RLavinia Hui (Co-Chair)
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High School
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12
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RJanice Chu
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High School
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10
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RSharon Yau
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High School
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12
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Eddie Wang
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High School
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9
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Tony Ma
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High School
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9
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MILLIKEN
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RAlice Wang
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High School
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9
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REmily Do
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Elementary School
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8
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Adrian Uthayagumaran
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High School
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12
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Vishnu Thillainathan
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High School
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12
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Shirley long
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High School
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11
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THORNHILL
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Arvin Ighani
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High School
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12
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R Kevin Jen
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High School
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10
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River Wong
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High School
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10
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2)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
15. STAFF AWARDED CONTRACTS FOR
THE MONTHS OF JUNE, JULY AND AUGUST (7.12)
Report
The Committee had the following questions and comments:
# 043-Q10, Markham Public Library Courier Service:
Staff provided explanations regarding the purpose of the couriers, and
the identical quotes from three bidders.
# 119-Q-10, Consulting Engineering and Project Management, John Street
Bridge over CN Rail:
Staff identified the location, and advised that the project is for standard
repairs. Staff will provide the Committee with a memo on details of the repairs
and projected costs.
# 294-Q09, Armored Cargo Services:
Staff explained the safety and security
rational for engaging armoured couriers.
# 138-T-10, Rouge River Erosion Adjacent to
4261 Highway 7:
The Committee noted that the map referred
to in the report was not included, and requested that it be provided.
# 169-S-10, John Street – GO Station
Feasibility Study:
In response to questions, staff advised
that this is a technical study. Recent reviews indicate a continuation of the
employment focus in this area, and no comprehensive land use study is
being proposed at this time.
# 164-S-10, Design and Construction
Administration Services for Restoration of Erosion Site at 19 Rouge River
Circle:
Staff confirmed that this is private
property.
Moved by: Deputy Mayor J. Heath
Seconded by: Regional Councillor J. Jones
1)
That
the report entitled “Staff Awarded Contracts for the Months of June, July and
August” be received; and,
2)
That
Staff be authorized and directed to do all things necessary to give effect to
this resolution
CARRIED
16. Delegation of Authority to
Chief Administrative Officer
during the annual summer recess
as per By-law 4-2000 (2.0)
Report
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the report entitled
“Delegation of Authority to Chief Administrative Officer during the annual
summer recess as per By-law 4-2000” be received; and,
2)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
17. Harmonized Sales Tax (HST) – Update (7.3)
Report
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the report “Harmonized
Sales Tax (HST) - Update ” be received;
and,
2)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
18. Contract Extension 128-T-03 Hired Loaders
on an “as and when” Required Basis (7.12.1)
Report
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the staff report entitled
Contract Extension 128-T-03 Hired Loaders on an “as and when” Required Basis 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 128-T-03 Hired
Loaders on an “as and when” Required Basis be extended for one (1) winter season (2010/11) and an
option to extend for one additional winter season (2011/12) at the itemized
prices identified in the options/discussion section of this report; and,
4)
That the total annual award
cost of $526,290 inclusive of HST be funded from the annual operating budget
account 700 504 5407 – Construction Equipment & Services, subject to
Council approval of the 2011 operating budget; and,
5)
That the contract extension for
tender 128-T-03, in the estimated annual amount of $526,290 inclusive of HST,
be awarded as summarized in Attachment “A”; and further,
6)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
19. June 2010 Year-To-Date
Review
of Operations and
Year-End Projection (7.2)
Report 1
Staff advised that that there has been a positive surge in activity in
2010 and it is anticipated that the pattern will continue to the end of the
year.
Moved by: Deputy Mayor J. Heath
Seconded by: Regional Councillor G. Landon
1)
That the report dated September
13, 2010 entitled “June 2010 Year-To-Date Review of
Operations and Year-End Projection” be received.
CARRIED
20. Contract Extension 012-T-03
Rental
of Graders for Winter Maintenance (7.12.2)
Report
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That the staff report entitled
“Contract Extension 012-T-03 Rental of Graders for Winter Maintenance” 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 012-T-03 Rental
of Graders for Winter Maintenance be extended for one (1) additional winter
season (2010/11) and an option to extend for one additional winter season
(2011/12) with previously approved itemized prices and be awarded as summarized
in ATTACHMENT A; and,
4)
That the total annual award
cost of $1,276,429 ($1,144,263-Graders, $132,166-Windrow clearing) including
HST be funded from the annual operating budget from Operating Account 700 504 5301Winter Maintenance Graders; and,
5)
That Staff be authorized to
provide standby costs of $45,670 including HST to meet service levels for
clearing of windrows from seniors driveways in accordance with the Town’s
approved list; and,
6)
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 further,
7)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
21. Award of Proposal 063-R-10
Environmental Land Securement Program (7.12)
Report
A request was made
for the contractor, Orland Conservation to make a presentation to the
Environmental Issues Committee.
Moved by: Councillor J. Webster
Seconded by: Councillor A. Chiu
1)
That the report entitled “Award
of Proposal 063-R-10 Environmental Land Securement Program” be received; and,
2)
That the contract for proposal
063-R-10 Environmental Land Securement Program be awarded to the sole bidder, Orland
Conservation, in the annual amount of $62,073.60
inclusive of HST, for a period of two years totaling $124,147.20 inclusive of
HST ; and,
3)
That the term of the contract
shall be for one year with a one year option to renew at the Town’s discretion;
and,
4)
That a new project budget be
established in the amount of $124,147.20 for the contract, including the renewal, where
appropriate, and funded from the Environmental Land Acquisition Reserve Fund
(087-2800167 ); and further,
5)
That staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
22. AMENDMENT OF WATERWORKS FEES (5.3)
Report 1
Moved by: Regional Councillor J. Virgilio
Seconded by: Regional Councillor J. Jones
1)
That the report titled
“Amendment of Waterworks Fees” be received; and,
2)
That the proposed fees outlined
in Attachment ‘A’ for service provided by the Waterworks Division be approved
effective October 1, 2010; and,
3)
That By-Law No. 2002-276 be
amended to update the fees set under ‘Community Services – Water’ section of
Schedule A, with fees outlined in Attachment A; and,
4)
That Staff be authorized to
adjust the volumetric rate component of fees in an on-going basis, to match
water rates upon approval of new rates; and,
5)
That a new Waterworks deferred
revenue account be established and funds collected for automatic meter
reading/advanced metering infrastructure be deposited to this account; and
further,
6)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
23. PILOT SANITARY SYSTEM
DOWNSPOUT DISCONNECTION PROGRAM
EVALUATION AND EXTENDED PROGRAM
IMPLEMENTATION STRATEGY (5.5)
Report 1 2
Karen Dennison, Manager, Water System Engineering, advised
that 100% disconnection had been achieved,
at a lower cost than anticipated.
The Committee commended staff on the report and the
accomplishment, and directed that the
2011 projected costs and implications be reviewed by the Working Group
in anticipation of the 2011 budget.
The Committee noted a presentation by York Region at the
Development Services Committee meeting on September 14 regarding the inflow
filtration system, and discussed potential grant funding that may be available
for this program.
Moved by: Deputy Mayor J. Heath
Seconded by: Councillor D. Horchik
1)
That the report entitled “Pilot
Sanitary System Downspout Disconnection Program Evaluation and Extended Program
Implementation Strategy” be received; and,
2)
That Council, through the 2011
business planning and budget process, consider
extending the Downspout Disconnection Program in selected locations,
including provision of a financial assistance package; and,
3)
That the Pilot Downspout Disconnection Program
working group review the report and bring back recommendations to General
Committee; and further,
4)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
24. 2010 MINISTRY OF ENVIRONMENT DRINKING WATER
DISTRIBUTION SYSTEM INSPECTION (5.3)
Report Cover
Page 1 2 3
Staff advised that
the Town has usually achieved 100% in the past and has put procedures in place
to ensure this level is maintained in the future. The Committee requested that terminology
that can be understood by the general public, be used in the reporting documents.
Moved by: Deputy Mayor J. Heath
Seconded by: Councillor J. Virgilio
1)
That the report titled “2010
Ontario Ministry of the Environment (MOE) Drinking Water Distribution System
Inspection” be received; and,
2)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
25. WATERCOURSE IDENTIFICATION
SIGNAGE (5.3)
Report 1 2 3 4
Moved by: Regional Councillor G. Landon
Seconded by: Councillor V. Burke
1)
That the report “Watercourse
Identification Signage” be received and approved; and,
2)
That staff proceed with the
signing of the Watercourse Identification Signage Memorandums of Understanding
for the Don and Rouge watersheds with Brenda Librecz, Commissioner of Community
and Fire Services as signing authority for the Town of Markham; and,
3)
That watercourse identification
signage be manufactured by the City of Toronto and installed by Operations
staff on Town roads, and by Region of York staff on Regional roads; and
further,
4)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
26. MARKHAM TREES FOR TOMORROW
PROGRAM STATUS UPDATE (5.7)
Report 1 Presentation
Peter Loukes, Director of Operations
introduced this item and expressed appreciation to staff for the success of the
program. He recognized the leadership of Paul Ingham and Bob Nicholson, and the
efforts of Mark Ingwersen, Nory Takata, Karen Boniface, Catherine Jay, and the
cross-commission team.
Mark Ingwersen, District Manager, West, gave
a status report presentation, outlining the success of the program, which was
implemented in 2007 and has exceeded targets each year. By the end of 2010,
over 130,000 trees will have been planted. He gratefully acknowledged the
significant contributions of all the participants, volunteers and program
partners.
With respect to Legacy items, all departments
have committed to intensify tree planting components whenever possible, and
will reference the Trees for Tomorrow Streetscape Manual to incorporate best
practices. Maintenance practices will continue to adapt and improve to optimize
tree health and growth. In the long term view, program elements will be
identified and incorporated in Operations annual operating budget for Council’s
consideration.
In response to questions, staff advised
that the survival rate of the planted trees is 98-99% when watered. The
percentage of urban forest has not been determined to date. The Committee noted
that the Beckett Farm is planting 2,000 to 3,000 trees from Cornell University
that will provide the shade of a mature tree in just a few years, and staff
advised that the use of these trees is being considered. Expansion of the
project to include private property through the Local Enhancement and
Appreciation of Forests (LEAF) program was discussed.
The Mayor thanked Council for supporting
this important initiative, and thanked staff for making the program an
outstanding success: Commissioner Brenda Librecz, Peter Loukes, Paul InghamBob Nicholson, Mark Ingwersen,
Nory Takata, Karen Boniface, and Catherine Jay. Recognition was also given to
the many volunteers and partners: schools, corporations, Evergreen, TRCA, and
others.
The Committee congratulated the Mayor for
this initiative and also thanked staff and participants.
Moved by: Mayor F. Scarpitti
Seconded by: Regional Councillor J. Jones
1)
That the Markham Trees for Tomorrow
Program Status Report be received; and,
2)
That the Town of Markham
continues to promote and actively participate in the program; and further,
3)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
NEW BUSINESS
27. ASSISTANT TOWN SOLICITOR
The Committee welcomes Jacqueline Chan, a new Assistant
Town Solicitor.
ADJOURNMENT
Committee adjourned at 10:55 a.m.