M I N U T E S

GENERAL COMMITTEE

 

Finance & Administrative Issues                                                Community Services Issues

Chair:              Mayor Frank Scarpitti                                                                            Chair:              Councillor Alex Chiu

Vice Chair:      Councillor Carolina Moretti                                                                   Vice Chair:      Councillor Howard Shore

 

Environment & Sustainability Issues                                          Building, Parks, & Construction Issues

Chair:              Councillor Valerie Burke                                                                         Chair:              Councillor Logan Kanapathi

Vice Chair:      Regional Councillor Joe Li                                                                      Vice Chair:      Councillor Colin Campbell

 

                                                                                                                       

                Alternate formats are available upon request.

 

 

Attendance

 

Deputy Mayor Jack Heath Regional Councillor Jim Jones Regional Councillor Gord Landon Regional Councillor Joe Li Councillor Valerie Burke Councillor. Howard Shore Councillor Don Hamilton Councillor Carolina Moretti Councillor Alan Ho Councillor Logan Kanapathi Councillor Alex Chiu   Regrets Mayor Frank Scarpitti Councillor Colin Campbell

Andy Taylor, Chief Administrative Officer Catherine Conrad, Town Solicitor Jim Baird, Commissioner of Development Services Brenda Librecz, Commissioner of Community & Fire Services Gary Adamkowski, Director, Asset Management Paul Ingham, Director, Operations Kimberley Kitteringham, Town Clerk Joel Lustig, Treasurer Alex Moore, Manager of Purchasing Paul Wealleans, Director, Revenues Mark Visser, Senior Manager of Financial Strategy & Investment Mary Creighton, Director Recreation Alida Tari, Council/Committee Coordinator

 

The General Committee convened at the hour of 9:11 a.m. with Councillor Alex Chiu in the Chair.

 

DISCLOSURE OF INTEREST

 

None disclosed.

 

 

 

1.         MINUTES OF THE FEBRUARY 6, 2012
GENERAL COMMITTEE (16.0)

            Minutes

 

It was requested that clause #4 on page 16 of the agenda under the heading "Daniel's Fairty House" be removed.

 

Moved by Councillor Logan Kanapathi

Seconded by Deputy Mayor Jack Heath

 

1)                  That the Minutes of the February 6, 2012 General Committee be confirmed, as amended.

CARRIED

 

2.         CONTRACT EXTENSION 304-T-09
INTERLOCKING STONE REPAIRS TO
VARIOUS TOWN LOCATIONS (5.0)

            Report

 

Moved by Regional Councillor Gord Landon

Seconded by Deputy Mayor Jack Heath

 

1)         THAT the report entitled “Contract Extension 304-T-09 Interlocking Stone Repairs to Various Town Locations” be received; and,

 

2)         THAT Contract 304-T-09 for Interlocking Stone Repairs to Various Town Locations be extended to Cambium Site Contracting Inc. for one (1) additional year (January 1, 2012 to December 31, 2012) at the same 2010 itemized prices in the estimated annual contractual value of $419,201.00  inclusive of HST impact; and,

 

3)         THAT the tender process be waived in accordance with Purchasing Bylaw 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 section in the annual amount of $419,201.00 inclusive of HST impact; and further,

 

5)         THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

 

 

 

 

 

 

3.         REQUEST FOR INFORMATION – MARKHAM
INTERNATIONAL SPORTS TRAINING ACADEMY (7.0)

            Report   Attachment A     Attachment B

 

Moved by Regional Councillor Gord Landon

Seconded by Deputy Mayor Jack Heath

 

1)         THAT the report titled “Request for Information – Markham International Sports Training Academy” be received; and,

2)         THAT the document attached to the report as Appendix B be approved for release to the market; and further,

3)         THAT Staff be authorized and directed to do all things necessary to give effect

            to this resolution.

CARRIED

 

 

4.         UNSOLICITED PROPOSAL POLICY (7.0)

            Report     Attachment

 

Staff provided Committee with a brief overview of the proposed Unsolicited Proposal Policy.

 

There was brief discussion regarding whether the Town has received unsolicited bids in the past.

 

Staff pointed out that this proposed policy will formalize the process when dealing with unsolicited bids.

 

Moved by Regional Councillor Jim Jones

Seconded by Deputy Mayor Jack Heath

           

1)         THAT staff report entitled “Unsolicited Proposal Policy” be received; and,

 

2)         THAT Council approve the Unsolicited Proposal Policy (Attachment “A”); and,

 

3)         THAT the Town’s Purchasing By-Law 2004-341 be amended to include a section  that refers to the Unsolicited Proposal Policy; and further,

 

4)         THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

 

CARRIED

 

 

 

5.         ENERGY SERVICES AGREEMENT WITH MARKHAM
DISTRICT ENERGY INC. (7.0)

            Report

 

Staff provided the Committee with an overview and background information with respect to the proposed Energy Services Agreement with Markham District Energy Inc.

 

There was discussion regarding the cost versus benefits regarding geothermal heating.

 

Moved by Deputy Mayor Jack Heath

Seconded by Regional Councillor Gord Landon

 

1)         THAT the report titled “Energy Services Agreement with Markham District Energy Inc.”, dated January 18, 2012 be received; and,

 

2)         THAT the Mayor and the Clerk be authorized to enter into a 30-year Energy Services Agreement (“Agreement”) (with the option of two additional 10-year extensions) with Markham District Energy Inc. (MDEI) to provide Thermal Energy Services to the East Markham Community Centre & Library (EMCC&L) and Fire Station 99 (Cornell) (FS-99), as well as emergency electrical power to the EMCC&L; and,

 

3)         THAT the Mayor and the Clerk be authorized to execute the necessary documentation to give effect to the Agreement, said documentation to be in a form and content satisfactory to the Chief Administrative Officer and the Town Solicitor; and,

 

4)         THAT a monthly Fixed Capacity Charge payable to MDEI of approximately $15,887.54 (to be indexed annually) be approved; and,

 

5)         THAT a one-time up-front Capital Contribution be made to MDEI of approximately $1,180,000, to be funded from the Town’s Recreation and Library Development Charges Reserves; and,

 

6)         THAT Capital Project #8200 (East Markham Community Centre & Library Construction) be increased by the Capital Contribution amount of $1,180,000; and,

 

7)         THAT variable Energy Charges based on actual metered hot and chilled water energy use, be approved, and payable to MDEI on a monthly basis; and further,

 

8)         THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

 

 

 

 

 

6.         2012 PROPERTY REASSESSMENT YEAR
4 PHASE-IN SUMMARY (7.1)

            Report

 

Paul Wealleans, Director, Revenues delivered a PowerPoint presentation regarding the 2012 reassessment impact.

 

The Committee requested that staff send a list of the type of non-profit organizations that are eligible for rebates.

 

There was discussion regarding the Council endorsed recommendation regarding recommending the creation of new property classes for residential condominium townhomes and apartments in Ontario and whether there has been a response from the Minister of Finance.

 

Moved by Deputy Mayor Jack Heath

Seconded by Councillor Don Hamilton

 

1)         THAT the report entitled “2012 Property Reassessment: Year 4 Phase-in Summary” be received for information; and,

2)         THAT staff be authorized and directed to do all the things necessary to give effect to this resolution.

CARRIED

7.         MARKHAM ENTERPRISES CORPORATION
PROMISSORY NOTE INTEREST RATE
ADJUSTMENT (7.0)

            Report

 

Staff summarized the details outlined in the report.

 

Moved by Regional Councillor Gord Landon

Seconded by Deputy Mayor Jack Heath

1)         THAT the interest rate charged to Markham Enterprises Corporation on the $9.6 Promissory Note, owed to the Town of Markham, be adjusted from a fixed rate of 4.67% to a fixed rate of 5.58%; and,

 

2)         THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

8.         MARKHAM PAN AM CENTRE- AGREEMENT (5.0)

            Report

 

Gary Adamkowski, Director, Asset Management provided the Committee with a verbal presentation outlining the highlights of the proposed Memorandum of Understanding and the agreement with Markham District Energy Inc.

 

The Committee discussed the following:

·        How the naming rights assist in funding the games

·        Term of the signage and naming rights which cover from now to the close of the Games and then revert to the Town

·        Cost for the relocation of Tributary #5

·        Ensure building is referenced as "Markham Pan Am Centre" (include in communication protocol)

·        Provide Members of Committee with a copy of the Pan Am rules regarding sponsorship

 

Ms. Mary Creighton, Director Recreation delivered a PowerPoint presentation providing an update for he Markham Pan Am Complex Design.

 

The Committee discussed the following:

·        Consider swimming pool bulkheads that fit to bottom of pool to allow different water temperatures

·        Maintenance considerations of the decorative aluminium fins

·        Lockers in the change rooms - ensure that they are adequate in size to accommodate the users' items (eg. Shoes, suit, gym bag)

·        Accessibility considerations

·        Multi-purpose rooms on the second level - look at the design of the entrance to the room and whether it should be on a diagonal

·        Colour scheme (beige, red and blue) of the fins

·        Location of the pool within the Hall

·        Provide information in other presentations on the layout for table tennis

 

Moved by Regional Councillor Jim Jones

Seconded by Councillor Howard Shore

 

1)         THAT the Markham Pan Am Centre – Agreements report, dated January 31, 2012, be received; and,

 

2)         THAT Council authorizes the Mayor and Clerk to sign a Memorandum of Understanding (MOU) among Toronto Organizing Committee for the 2015 Pan American and Parapan American Games (the “Toronto 2015”) and Ontario Infrastructure and Lands Corporation (“IO”) and The Town of Markham, on behalf of the Town of Markham, other agreements to be negotiated in the future, including but not limited to the Facility Agreement and any other documents necessary to implement Markham’s Pan Am facilities and the operation of the 2015 Games, in a form and content satisfactory to the Commissioner of Community and Fire Services and the Town Solicitor; and,

 

3)         THAT Council authorizes the Mayor and Clerk to negotiate and enter into a long term Energy Service Agreement between the Town of Markham and Markham District energy Inc. (MDEI) for the provision of thermal energy services to the Pan Am facility, said agreement to be in a form and content satisfactory to the CAO, Commissioner of Community and Fire Services and the Town Solicitor; and further,

 

4)         THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

9.         FACILITY & PARK NAMING POLICY (6.6)

            Report

 

Staff summarized the details outlined in the report.

 

The Committee suggested that staff consider the following:

·       Include information regarding sponsorship opportunities in this report

·       Should the word "posthumously" be used in the selection criteria

·       Ensure there is cultural reflection of the area when naming a facility

·       Ward Councillors should be consulted in advance of going out to the Public

 

It was suggested that this report be referred back to staff.

 

Moved by Deputy Mayor Jack Heath

Seconded by Councillor Carolina Moretti

 

1)         That the proposed Facility & Park Naming Policy be referred back to staff.

 

CARRIED

 

10.       BACKFLOW PREVENTION PROGRAM STATUS AND BACKFLOW PREVENTION BY-LAW UPDATE (5.0)

            Report    Attachment A    Attachment B    Attachment C

 

Moved by Regional Councillor Gord Landon

Seconded by Councillor Valerie Burke

 

1)         THAT the report entitled “Backflow Prevention Program Status and Backflow Prevention Bylaw Update” be received; and,

 

2)         THAT Council enact the proposed Backflow Prevention By-law, as described in this report and in the form set out in Attachment 1; and,

 

3)         THAT Council repeal the current Backflow Prevention By-law (By-law #2007-142); and,

 

4)         THAT a Waterworks ‘Backflow Prevention Compliance Processing Fee” be approved in the amount of $210/per Order to Comply, to encourage By-law compliance. And that      “Backflow Prevention Compliance Fee” be included in the Fee By-Law (By-law #2002-276); and further,

 

5)         THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

 

11.       NOMINATIONS FOR NEWCOMER
CHAMPION AWARDS (12.2,6)

            Letter

 

Moved by Regional Councillor Gord Landon

Seconded by Councillor Carolina Moretti

 

1)         THAT the letter dated January 2012, from Hon. Charles Sousa, Minister, Ministry of Citizenship and Immigration, regarding the nominations for the Newcomer Champion Awards be referred to the Town Clerk for distribution to the Advisory Committee.

CARRIED

 

NEW BUSINESS

 

12.       CELEBRATE MARKHAM GRANT (7.6)

 

Deputy Mayor suggested that Celebrate Markham Grant for Black History Month celebrations be increased by $1,000.00

 

Moved by Deputy Mayor Jack Heath

Seconded by Regional Councillor Jim Jones

 

That the Celebrate Markham Events funding for Markham African Caribbean Association (MACA) for Black History Month be amended to increase the amount from $2,000 to $3,000.

CARRIED

 

 

 

ADJOURNMENT

 

The General Committee meeting adjourned at 12:32 PM.