General Committee
February 29
Meeting
Number 3
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
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
Mary Creighton, Director of Recreation
Services
Alex Moore, Manager
of Purchasing & Accounts Payable
Andrea Tang, Senior Manager of Financial Planning
Peter Loukes, Director of Environmental
Services
Barb Rabicki, Director of Operations
David Porretta, Acting Manager,
Business &
Technical Services
Alan Brown, Director of Engineering
Alida
Tari, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 9:05 AM with Deputy
Mayor Jack Heath in the Chair and Councillor Alex Chiu Chaired Community
Services related items.
General Committee recessed at 11:59 AM and reconvened at 12:37 PM.
Disclosure of Interest
None disclosed.
1. 2015 CITY OF MARKHAM
ACCOMPLISHMENTS VIDEO (12.2.6)
Andy Taylor, Chief
Administrative Officer addressed the Committee and provided some brief opening
remarks regarding the 2015 City of Markham accomplishments video.
The Committee
congratulated all the staff involved for putting together the great video that demonstrates
all the hard work from staff to implement all the City initiatives. The
Committee suggested the following:
·
Waste Diversion use 81%
rather than 82%
·
Ensure titles change when
the voices change
·
Find an evening to present
it to the public and invite the City partners that were involved with this
accomplishment
·
Develop a communication plan
to ensure that this message gets out to residents
Moved by Councillor
Alex Chiu
Seconded by
Councillor Valerie Burke
That the 2015 City of
Markham Accomplishments video be received.
Carried
2. ICE ALLOCATION UPDATE (6.1)
Extract Report
There was discussion
regarding whether the Ice Allocation should be deferred and what the potential
impacts would be faced by user groups if deferred.
The Committee
suggested that staff report back when there is a reduction of five (5) hours or
more of ice allocation for any individual user groups. The Committee also suggested that staff
contact any individual group user that has gained ice allocation time and
confirm whether they require that additional ice allocation. There was discussion regarding continuing
discussion with groups that have expressed their concerns.
Moved by Mayor Frank
Scarpitti
Seconded by Councillor Karen Rea
1) That the report
entitled “Ice Allocation Policy Revision” be received; and,
2) That Council
approves the following principles to guide the Ice Allocation Policy:
Guiding Principles:
•
City facilities are built for
the benefit of Markham residents and are funded by Markham residents.
•
All members of the community
should have opportunity to access city facilities regardless of physical,
financial, social or environmental barriers.
•
City facilities serve as a
fabric of the community creating opportunities for individuals to connect to
one another and the community.
•
City facilities provide an
excellent environment to promote, encourage and facilitate lifelong active
living.
Policy
Principles:
•
Allocations will be handled in
an open and transparent manner.
•
An Allocation Policy will
ensure the distribution of City facilities in a fair and equitable manner,
respecting issues of accessibility.
•
Allocations will be reviewed on
an annual basis.
•
Groups meeting Markham
residency requirements will receive priority.
•
Children/Youth should receive
preference of hours when allocating time.
•
Where facility demand exceeds
supply, the City may have to limit the emergence of new user groups; and,
3) That Council approves the recommended ice
allocation formula outlined in this report which allocates ice by category,
residency, and banding; and,
4) That Council approve the inclusion of
‘L4J’ postal code as a means to calculate residency numbers for users of City
ice pads where no further ice allocation
has been granted by other municipalities ; and,
5) That staff be
directed to report back to General Committee on instances where user groups
have had a reduction of five (5) hours or more of ice allocation and that staff
meet with those user groups to investigate ways to mitigate the reduction by
offering early morning hours and unallocated ice times; and further,
6) That staff be authorized and directed
to do all things necessary to give effect to this resolution.
NOTE: Please see the March 1, 2016 Council meeting
minutes for the final recommendation regarding Ice Allocation
3. MINUTES
OF THE FEBRUARY 16, 2016
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the February 16, 2016 General Committee meeting be confirmed.
Carried
4. MINUTES
OF THE JANUARY 14, 2015
AND NOVEMBER 18, 2015 BOARD OF
MANAGEMENT UNIONVILLE BUSINESS
IMPROVEMENT AREA (16.0)
January November
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the January 14, 2015 and November 18, 2015 Board of Management Unionville
Business Improvement Area Committee meeting be received for information
purposes.
Carried
5. MINUTES
OF THE JANUARY 21, 2016
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the January 21, 2016 Markham Environmental Advisory Committee meeting
be received for information purposes.
Carried
6. MINUTES
OF THE JANUARY 13, 2016
FRIENDS OF THE MARKHAM MUSEUM
FOUNDATION BOARD (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the January 13, 2016 Friends of the Markham Museum Foundation
Board meeting be received for information purposes.
Carried
7. MINUTES
OF THE JANUARY 25, 2016
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by Councillor Amanda
Collucci
1) That
the minutes of the January 25, 2016 Markham Public Library Board meeting be
received for information purposes.
Carried
8. MINUTES
OF THE JANUARY 25, 2016
MARKHAM PUBLIC LIBRARY BOARD
ANNUAL GENERAL MEETING (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by Councillor Amanda
Collucci
1) That
the minutes of the January 25, 2016 Markham Public Library Board Annual General
meeting be received for information purposes.
Carried
9. MINUTES
OF THE DECEMBER 8, 2015
SENIORS ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by Councillor Amanda
Collucci
1) That
the minutes of the December 8, 2015 Seniors Advisory Committee meeting be
received for information purposes.
Carried
10. STAFF
AWARDED CONTRACTS FOR
THE MONTH OF JANUARY 2016 (7.12)
Report
The Committee
discussed the following:
·
262-R-15 Corporate Wide
Supply & Delivery of Photocopy paper
·
254-S-15 Information Markham
– Service Contract Agreement Extension
Moved by
Councillor Alex Chiu
Seconded by Councillor Amanda
Collucci
1) That the report entitled “Staff Awarded
Contracts for the Month of January 2016” be received; and,
2) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution
Carried
11. AWARD OF TENDER 002-T-16 TREE PLANTING
- SUPPLY, INSTALL, WATER AND WARRANTY
OF TREE PLANTING (7.12)
Report
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
1) That the report entitled “Award of Tender 002-T-16 Tree Planting – Supply, Install, Water and
Warranty” be received; and,
2) That contract 002-T-16 for the Supply, Install, Water and Warranty
of Tree Planting throughout the City be awarded to the lowest priced bidder (Salivan Landscape Ltd. for Area 1 and 1913574 Ontario Inc., Royal Oak Tree Services Inc. for Area
2) for two years in
following amounts:
·
2016 - $2,212,475.08
·
2017 - $1,738,185.96; and,
3) That the 2016 award be funded from accounts as detailed in
the Financial Considerations Section; and,
4) That balance remaining in the 2014 and 2015 Boulevard/Parks
Planting totaling $10,194 be returned to original funding source; and,
5) That balance remaining in the Forestry – Contracted Services
account (730-734-5399) of $2,359 be reported as part of the year-end operating
variance and the 2017 operating budget will be amended accordingly; and,
6) That Staff be authorized to amend the award amount in 2017
to reflect changes to Capital budget accounts based upon volume changes,
subject to Council approval of the 2017 budget; and further,
7) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
12. CONTRACT EXTENSION FOR 007-T-09
CATCH BASIN CLEANING (7.12)
Report
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
1) That
the report entitled “Contract Extension for 007-T-09 Catch
Basin Cleaning” be received; and,
2) That contract 007-T-09 Catch Basin Cleaning be extended to Flow
Kleen Tech Ltd. for an additional four (4) years (2016-2019) with price
increase of 15.9%, 5%, 2.5% and 2.5% for the years 2016, 2017, 2018 and 2019
respectively in the estimated total amount of $1,345,620
inclusive of HST impact;
·
2016 - $318,158
·
2017 - $334,066
·
2018 - $342,418
·
2019 - $350,978; and,
3) That the tendering process be waived in accordance with
Purchasing By-Law 2004-341, Part II, Section 7 (1) (c) which states “when the
extension of an existing contract would prove more cost-effective or
beneficial”; and,
4) That funds be provided from the budget accounts as listed in
the Financial Considerations in the amount of $318,158 inclusive
of HST impact; and,
5) That the award for 2016 – 2019 be funded from the respective
years operating budget accounts subject to Council approval of the annual
operating budgets; and further,
6) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
13. 2015 YEAR-END REVIEW OF
OPERATIONS (7.4)
Presentation Report Appendices
1-13
Andrea Tang, Senior
Manager of Financial Planning delivered a brief PowerPoint presentation
providing an update regarding the 2015 Year-End-Review of Operations.
The Committee
discussed the following:
·
Employee
vacancies
·
Firefighter
vacancies
·
Theatre
revenues
·
Reserve
Fund
·
Recreation
revenues
Moved by Councillor
Alex Chiu
Seconded by Councillor
Amanda Collucci
1) That the report
entitled “2015 Year-End Review of Operations”
be received; and,
2) That the City’s 2015 net favourable variance of $3.28M be
transferred to the Corporate Rate Stabilization Reserve as per the following
breakdown:
a.
City’s day-to-day operating
surplus $4.47M
b.
Year-end accounting accruals
and other adjustments ($1.87M)
c.
Winter maintenance favourable
variance $0.68M
Total $3.28M;
and further,
3) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
14. ANNUAL WATER QUALITY REPORT
(JANUARY - DECEMBER 2015) (5.3)
Report Attachment
A
The Committee
discussed the number of water samples testes and some of the adverse water
quality incidents.
Moved by Deputy Mayor Jack
Heath
Seconded by Regional
Councillor Nirmala Armstrong
1) That the report titled “Annual Water Quality Report
(January-December 2015)” as required by Schedule 22 of Ontario Regulation
170/03, under the Safe Drinking Water
Act, 2002, enclosed herein be received; and,
2) That the Annual 2015 Regulatory Water Quality Report (Attachment
“A”), containing information for the
Ministry of the Environment and Climate Change (MOECC) on water supply and
quality as required by Section 11 of Ontario Regulation 170/03, under the Safe Drinking Water Act, 2002, be
received; and,
3) That Council acknowledge that staff posted the Annual 2015 Detailed
Regulatory Water Quality Report on the City’s website and that it has been made
available electronically and in hard copy version by February 28, 2016 as per
regulations; and further,
4) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
15. INSTALLATION AND OPERATION OF A
DOME AT MOUNT JOY ARTIFICIAL TURF FIELD (6.3)
Report
Mary Creighton,
Director of Recreation summarized the details outlined in the report.
The Committee
suggested deferring the proposed recommendations to the March 21, 2016 General
Committee meeting.
The Committee
discussed and suggested the following relative to the proposed installation of
a dome at Mount Joy artificial turf field:
·
Provide an
analysis of having a full field soccer dome, and potentially converting Mount Joy Community Centre to an additional
ice pad
·
Termination
clause
·
Should the
City receive any revenue through sponsorship naming rights on the dome
Moved by Mayor Frank
Scarpitti
Seconded by Councillor
Colin Campbell
1) That the Installation and Operation of a Dome at Mount Joy
Artificial Turf Field be received; and,
2) That staff be directed to proceed with
any service allocation work related to the installation of the dome; and,
3) That staff be directed to investigate
having a full field soccer dome, and potentially converting Mount Joy Community
Centre to an additional ice pad; and,
4) That the proposed recommendations be
deferred to the March 21, 2016 General Committee meeting:
That Council approve the execution of a lease agreement with Ed
Skrobal – NewCo. over a 20 year period from October 2016 to April 2035 to
acquire, install, operate and maintain a dome at Mount Joy Artificial Turf
field annually for 7 months October 1st
to April 30th; and,
That the funding for the installation of the services, to a maximum
amount of $195,000 be up fronted by the City from the Life Cycle Replacement
and Capital Reserve fund to be repaid by NewCo. through the annual lease
payment; and,
That NewCo. to pay the City an annual land lease payment of $35,000
indexed by 2% annually for the term of the lease agreement with NewCo; and,
That Council authorize the Mayor and Clerk to execute an agreement with
NewCo. in a form satisfactory to the City Solicitor and the Chief
Administrative Officer for the acquisition, installation, operation, and
maintenance of the dome at Mount Joy Artificial Turf Field; and further,
5) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
16. NATIONAL ZERO WASTE
COUNCIL MEMBERSHIP APPOINTMENT (5.1)
Report
Moved by Mayor Frank
Scarpitti
Seconded by Councillor
Karen Rea
That the following be referred directly to the
March 1, 2016 Council meeting:
1) That the report entitled “National Zero Waste Council Membership
Appointment” be received; and,
2) That the City of Markham joins Canada’s National Zero Waste Council;
and,
3) That Deputy Mayor Jack Heath be appointed to represent Markham as a
member of the National Zero Waste Council; and further,
4) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
Carried
17. IN-CAMERA MATTERS (16.0, 8.7
& 16.24)
General Committee did
not resolve into an in-camera session.
Moved by Mayor Frank
Scarpitti
Seconded by Councillor
Karen Rea
That the February 29,
2016 General Committee in-camera agenda be referred directly to the March 1,
2016 Council meeting:
(1) GENERAL COMMITTEE
IN-CAMERA MINUTES
-February 16, 2016 (16.0)
[Section
239 (2) (b) (c) (d)]
(2) THE SECURITY OF THE
PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 3 & 8) (8.7)
[Section 239 (2) (a)]
(3) PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING
MUNICIPAL OR LOCAL BOARD EMPLOYEES (BOARD/COMMITTEE APPOINTMENT) (16.24)
[Section 239 (2) (b)]
Carried
18. EDUCATION AND TRAINING SESSION
- TRAFFIC WORKSHOP (5.12)
City
of Markham Presentation York
Region Presentation
YRCDSB
& YRDSB Presentation YRP
Presentation
Barb
Rabicki, Director of Operations addressed the Committee and provided some
opening remarks relative to traffic safety.
David Porretta,
Acting Manager, Business & Technical Services delivered a PowerPoint
presentation regarding the goal of traffic operations; roles and
responsibilities; traffic issues; road watch program; speed monitoring programs;
traffic calming measures; and safety concerns in School drop-off zones.
The
Committee discussed the following with respect to traffic safety:
·
York
Region's proposal to the Provincial government to consider re-instating photo
radar
·
Traffic
calming options in school zones - may have to use more than one option
·
Ped
Zone pilot program - continue choosing streets where this can be done
·
No
amount of signs will correct bad driving habits
·
Importance
of an education program
·
Consider
seasonal signage
·
Chicane
- how effective are they
·
Importance
of all agencies (York Region Transportation, York Region Police, municipality,
school boards, etc) working together
Nelson
Costa, Manager, Corridor Control & Safety, York Region delivered a
PowerPoint presentation regarding York Region's traffic operations and safety.
Sonia
Sanita, OCT, MES, York Catholic District and York Region District School
Boards, delivered a PowerPoint presentation regarding the Active & Sustainable
School Travel (ASST) program.
Karen Hodge,
York Regional Police delivered a PowerPoint presentation regarding road safety
and traffic enforcement.
The
Committee discussed the importance of enforcement especially in school zone
areas.
The
Committee thanked staff and all the agencies for their presentations and
suggested that staff investigate a combination of traffic calming options presented
at the workshop and report back to Committee.
Moved by
Regional Councillor Joe Li
Seconded by
Regional Councillor Nirmala Armstrong
That the
presentations from David Porretta, Acting Manager, Business & Technical
Services; Nelson Costa, Manager, Corridor Control & Safety, York Region;
Sonia Sanita, OCT, MES, York Catholic District and York Region District School
Boards, and Karen Hogde, York Regional Police, be received.
Carried
Adjournment
Moved by Councillor Logan
Kanapathi
Seconded by Councillor Amanda
Collucci
That the General Committee meeting adjourn at 3:35 PM.
Carried