GENERAL COMMITTEE
October 28, 2013
Meeting No. 22
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
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Andy Taylor, Chief Administrative Officer
Catherine Conrad, City Solicitor
Jim Baird, Commissioner of Development Services
Brenda Librecz, Commissioner of Community & Fire Services
Trinela Cane, Commissioner of Corporate Services
Joel Lustig, Treasurer
Mark Visser,
Senior Manager, Financial Strategy & Investment
Gary
Adamkowski, Senior Manager Facilities
Graham
Seaman, Senior Manager,
Sustainability
Alida Tari, Council/Committee Coordinator
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The General Committee convened at the hour of
9:06 a.m. with Councillor Carolina Moretti in the Chair. Mayor Frank Scarpitti assumed the Chair at
10:08 a.m.
DISCLOSURE OF INTEREST
None disclosed.
1. MINUTES
OF THE OCTOBER 21, 2013
GENERAL COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That the
Minutes of the October 21, 2013 General Committee be confirmed.
CARRIED
2. MINUTES OF THE SEPTEMBER 16, 2013
RACE RELATIONS COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the September 16, 2013 Race Relations Committee be received for
information purposes.
CARRIED
3. MINUTES OF THE SEPTEMBER 26, 2013
RBC MARKHAM MILLIKEN MILLS
CHILDREN’S FESTIVAL COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the September 26, 2013 RBC Markham Milliken Mills Children’s
Festival Committee be received for information purposes.
CARRIED
4. MINUTES
OF THE SEPTEMBER 11, 2013
SANTA CLAUS PARADE COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the September 11, 2013 Santa Claus Parade Committee be received
for information purposes.
CARRIED
5. MINUTES OF THE SEPTEMBER 10, 2013
SENIORS ADVISORY COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the September 10, 2013 Seniors Advisory Committee be received
for information purposes.
CARRIED
6. MINUTES OF THE SEPTEMBER 17, 2013
SENIORS HALL OF FAME
AWARDS COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the September 17, 2013 Seniors Hall of Fame Awards Committee be
received for information purposes.
CARRIED
7. MINUTES OF THE SEPTEMBER 11, 2013
THE FRIENDS OF THE MARKHAM MUSEUM
FOUNDATION BOARD (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded by Regional Councillor Jim Jones
1) That
the Minutes of the September 11, 2013 The Friends of the Markham Museum
Foundation Board be received for information purposes.
CARRIED
8. MINUTES OF THE JULY 8, 2013
THEATRE BOARD (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the July 8, 2013 Theatre Board be received for information
purposes.
CARRIED
9. MINUTES OF THE SEPTEMBER 9, 2013
VARLEY MCKAY ART FOUNDATION OF MARKHAM (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the September 9, 2013 Varley McKay Art Foundation of Markham be
received for information purposes.
CARRIED
10. MINUTES OF THE OCTOBER 8, OCTOBER 11 AND
OCTOBER 15, 2013
BUDGET SUB-COMMITTEE (16.0)
Oct.
8 Oct.
11 Oct.
15
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the October 8, October 11 and October 15, 2013 Budget
Sub-Committee be received for information purposes.
CARRIED
11. MINUTES
OF THE AUGUST 15, 2013
SOUTHEAST COMMUNITY CENTRE
AND LIBRARY SUB-COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the Minutes of the August 15, 2013 Southeast Community Centre and Library
Sub-Committee be received for information purposes.
CARRIED
12. MINUTES OF THE SEPTEMBER 19, 2013
ENVIRONMENTAL ADVISORY COMMITTEE (16.0)
Minutes
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1)
That the Minutes
of the September 19, 2013 Environmental Advisory Committee be received for
information purposes; and,
2)
That Council
endorse the following resolution passed at the September 19, 2013 Environmental
Advisory Committee:
“That the Markham
Environmental Advisory Committee recommend to Markham Council that Carrie Sally
be selected to serve another term on the Committee”.
CARRIED
13. MINUTES OF THE SEPTEMBER 18, 2013
ANIMAL CARE COMMITTEE (16.0)
Minutes Appendix
A Briefing
Note
It was noted
that staff e-mailed a briefing note to Members of Council regarding the private
member's Bill C-322 slaughter of horses for human consumption.
The Committee
suggested that the draft letter to the Canadian Food Inspection Agency regarding
the slaughter of horses for human consumption be brought back to General
Committee for their comments and/or input.
There was discussion regarding other agencies and government offices
that should receive a copy of the letter.
Committee suggested that the letter be copied to: York Region Medical
Officer of Health, Association of Municipalities of Ontario (AMO), Federation
of Canadian Municipalities (FCM), Premier of Ontario, Prime Minister, all
municipalities in York Region, Chair of Animal Care Committee, all York Region
MP's and MPP's.
The Committee
did not consider the motion relative to the Shriners.
Moved by
Councillor Valerie Burke
Seconded by
Deputy Mayor Jack Heath
1)
That the Minutes
of the September 18, 2013 Animal Care Committee be received for information
purposes; and,
2) That the briefing note entitled
"Private Member's Bill C-322 Slaughter of Horses for Human Consumption" be received; and further,
2) That staff be directed to prepare a
draft letter regarding slaughter of horses for human
consumption.
CARRIED
14. CONTRACT
EXTENSIONS FOR WATER METER READING & BILLING SERVICE AND CASHIERING
SERVICES (7.12)
Report
There
was discussion regarding the 3% annual escalation.
Moved
by Councillor Alex Chiu
Seconded
by Regional Councillor Jim Jones
1) That
the report entitled “Contract Extensions for Water Meter Reading & Billing
Service and Cashiering Services” be received; and,
2) That
the contract for Water Meter Reading & Billing Services be extended for an
additional two (2) years (January 1, 2014 to December 31, 2015) with
PowerStream in the amount of $1,241,435 for 2013, with 3% annual escalation per
year; and,
3) That
subject to Council approval of the City’s 2014 Operating Budget, funds be
provided from account #760-998-5390 Water Billing/Administration; and,
4) That
the contract for the Hydro Cashiering Services reimbursement to the City be
extended for an additional two (2) years (January 1, 2014 to December 31, 2014)
with PowerStream in the amount of $94,979 for 2014, with 3% annual escalation
per year; and,
5) That
subject to Council approval of the City’s 2014 Operating Budget, the Hydro
Cashiering Services reimbursement be allocated to accounts #890-890-8399 and
#410-440-3621; and,
6) That
the tender 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,
7) That
the Mayor and City Clerk be authorized to execute the extension of the
agreement with PowerStream in a form satisfactory to the City Solicitor; and,
8) That
the CAO be authorized to extend the contract, with the same terms and
conditions, for up to three (3) additional years at any point during the term
of the contract; and further,
9) That
staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
15. ALLOCATION OF GAS TAX REVENUE (7.0)
Presentation
Joel Lustig,
Treasurer and Mark Visser, Senior Manager,
Financial Strategy & Investment delivered a PowerPoint presentation
regarding the allocation of Gas Tax revenue.
The Committee
thanked staff for their informative presentation.
The Committee
discussed the following:
·
Lifecycle Reserve
- why 25 years
·
Importance of maintaining
a sufficient reserve balance to meet the 25 year period
·
Non-DC growth
projects
·
PowerStream and
MDEI dividends
·
Funding of
stormwater management - is $2 million per year sufficient
·
Stormwater
management needs to be a priority
·
Other Unfunded
Proposed Initiatives - include more detail with each item such as: dollar value
of each initiative; impact if project is not advanced; list them according to
priority
At the request
of Committee staff delivered a brief PowerPoint presentation regarding the
underlying principles of maintaining 25 year Lifecycle Reserve.
Ms. Karen Rea,
Markham resident addressed the Committee regarding the allocation of Gas Tax
revenue and asked questions. Bruce
Ander, Markham District Energy Inc and City staff responded to her enquires.
Eileen Liasi,
German Mills Residents Association addressed the Committee relative to the
allocation of Gas Tax revenue and stated some concerns. She stated her support of the proposed $2 M
annually in Gas Tax revenues to fund the stormwater management.
It was
suggested that staff provide a map outlining the work that has already been
completed and future work to be done with respect to stormwater management. There was discussion regarding the importance
of staging the work.
Eira Keay,
Markham resident addressed the Committee regarding the allocation of Gas Tax
revenue and stated some concerns with the past and future business plan
relative to stormwater management.
Councillor Valerie Burke read a deputation
from Toinette Bezant, 2 Sunflower Court, Ward 1, Thornhill requesting that Committee
defer the consideration of the Gas Tax revenue allocation.
There was brief discussion regarding
whether the proposed recommendation should be deferred.
Committee suggested that clause 5 in the
proposed recommendation be amended to allocate the $2M annually in Gas Tax
revenues for stormwater management beginning in 2014.
Moved by Councillor Howard Shore
Seconded by Regional Councillor Gord Landon
1) That the presentation titled "Allocation of Gas Tax
Revenue" dated October 28, 2013 be received.
2) That Council approve the allocation of $1.51M
per year of the Gas Tax revenues to address the shortfall in the Lifecycle
reserve in order to meet the 25 year funding level starting in 2015; and,
3) That Council approve the allocation of 50% of
the Gas Tax revenues, up to a maximum of $4.0 million per year, for the years
2014-2017, to MDE; and,
4) That Council approve the allocation of Gas Tax revenues to
fund the unfunded portion of growth related projects approved in the 2013
Development Charges Background Study, estimated to be approximately $4.0
million annually beginning in 2018; and,
5) That $2M annually in Gas Tax revenues
beginning in 2014 be approved for stormwater
management funding; and further,
6) That the remaining annual
balance of $0.5M to $1.5M be considered as a potential funding source for the
unfunded proposed initiatives from 2015 to 2018.
CARRIED
16. SOUTHEAST
COMMUNITY CENTRE & LIBRARY PROJECT – CONSTRUCTION CONTRACT AWARD (6.6)
Report
Brenda Librecz, Commissioner of Community & Fire Services addressed
the Committee and provided opening remarks regarding the Southeast Community
Centre & Library Project.
Gary
Adamkowski, Senior Manager Facilities delivered a PowerPoint presentation
regarding the Southeast Community Centre & Library Project.
There was
brief discussion regarding the $4,337,855 under budget funds.
There was
discussion regarding the Solar Photovoltaic System.
Moved by
Councillor Colin Campbell
Seconded by
Regional Councillor Gord Landon
1) That the report entitled “Southeast Community Centre & Library
Project – Construction Contract Award” be received; and,
2) That Staff be authorized to award Contract 180-T-13 to the lowest
priced qualified Bidder, Bondfield Construction Company Ltd, for the
construction of the Southeast Community Centre & Library, in the amount of $47,767,225 (excluding HST); and,
3) That
a contingency amount of $2,388,361 (excluding
HST), representing 5% of the Contract Award, be established to cover any
unforeseen additional construction costs that may be incurred during
construction, and 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,
4) That the Contract Award be funded from the Southeast Community
Centre & Library project budget account 070-5350-13500-005 in the amount of
$50,155,586 (excluding HST); and,
5) That the Solar Photovoltaic System cost be funded from the Life
Cycle Replacement and Capital Reserve Fund in the amount of $1,035,000
(excluding HST) with the associated revenues to be repaid to the Reserve; and,
6) That the funds remaining in the approved budgets which total
$4,337,855 be returned to the original funding sources; and,
7) That the contingency purchase order for Architectural/Engineering
Services fee by Perkins and Will be increased by $146,040 (excluding HST) to
account for additional project scope to be funded from the “Southeast Community
Centre Architect Consulting Services” capital account 070-5350-11318-005; and,
8) That Council express its intention to recover any future excess
capacity that may be created from the addition of this facility from future Development
Charges; and,
9) That this report be brought forward to the October 29, 2013 Council
Meeting; and further,
10) That Staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
17. IN-CAMERA
MATTERS
Moved
by Councillor Carolina Moretti
Seconded
by Councillor Alex Chiu
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 (12:25 p.m.):
(1) LITIGATION OR POTENTIAL LITIGATION,
INCLUDING
MATTERS BEFORE ADMINISTRATIVE
TRIBUNALS,
AFFECTING THE MUNICIPALITY OR
LOCAL BOARD (Ward 3)
(8.2)
[Section 239 (2) (e)]
(2) GENERAL COMMITTEE IN-CAMERA MINUTES
- OCTOBER 21, 2013 (16.0)
[Section 239 (2) (b) (c) (d) (e) (f)]
(3) THE
SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (PROPOSED LEASE)
(8.7)
[Section 239 (2) (a)]
(4) PERSONAL MATTERS ABOUT AN IDENTIFIABLE
INDIVIDUAL,
INCLUDING MUNICIPAL OR LOCAL
BOARD EMPLOYEES
AND
LITIGATION
OR POTENTIAL LITIGATION, INCLUDING
MATTERS BEFORE ADMINISTRATIVE
TRIBUNALS,
AFFECTING THE MUNICIPALITY OR
LOCAL BOARD
(UNIONVILLE BUSINESS
IMPROVEMENT AREA MATTER) (UBIA) (3.0)
[Section 239 (2) (b) (e)]
(5) A PROPOSED OR PENDING ACQUISITION OR DISPOSITION
OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (8.7)
[Section 239 (2) (c)]
CARRIED
Moved by Councillor Alex Chiu
Seconded by Councillor Carolina Moretti
That the General Committee rise from the
in-camera session (12:47 p.m.).
CARRIED
ADJOURNMENT
Moved by Councillor Alex Chiu
Seconded by Regional Councillor Joe Li
That the General
Committee meeting adjourned at 12:48 p.m.
CARRIED