GENERAL COMMITTEE
NOVEMBER 4, 2013
Meeting No. 23
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
Brenda
Librecz, Commissioner of Community & Fire Services
Trinela
Cane, Commissioner of Corporate Services
Joel Lustig,
Treasurer
Nasir
Kenea, Chief Information Officer
Shane Manson, Senior Manager, Revenue
& Property Tax
Sugun Rao, Manager Technology
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at the hour of 9:03 a.m. with Mayor Frank
Scarpitti in the Chair.
DISCLOSURE OF
INTEREST
None disclosed.
1. MINUTES OF THE OCTOBER 28, 2013
GENERAL COMMITTEE (16.0)
Minutes
Moved by Councillor
Alex Chiu
Seconded by Regional
Councillor Jim Jones
1) That the
Minutes of the October 28, 2013 General Committee be confirmed.
CARRIED
2. MINUTES OF THE OCTOBER 18 AND OCTOBER
23, 2013
BUDGET SUB-COMMITTEE (16.0)
Oct.
18 Oct.
23
Moved by Councillor
Alex Chiu
Seconded by Regional
Councillor Jim Jones
1) That the Minutes of the October 18 and
October 23, 2013 Budget Sub-Committee be received for information purposes.
CARRIED
3. MINUTES OF THE SEPTEMBER 16, 2013 AND OCTOBER 21, 2013
PUBLIC LIBRARY BOARD (16.0)
Sept.
16 Oct.
21
Moved by Councillor
Alex Chiu
Seconded by Regional
Councillor Jim Jones
1) That the Minutes of the September 16,
2013 and October 21, 2013 Public Library Board be received for information
purposes.
CARRIED
4. MINUTES OF THE OCTOBER 21, 2013
VICTORIA SQUARE COMMUNITY
CENTRE BOARD (16.0)
Minutes
The Committee inquired whether the
Councillor's Executive Assistant was providing an update to the Board and requested confirmation that she was not voting on any
of the motions. It was suggested that the Clerk’s Department contact the
minute taker to review proper minute format and
that an e-mail be forwarded to all Members of Council advising that only
appointed members are permitted to vote on motions.
Moved by Councillor Alex Chiu
Seconded by Regional Councillor Jim Jones
1) That the Minutes of
the October 21, 2013 Victoria Square Community Centre Board be received for
information purposes.
CARRIED
5. STATUS OF CAPITAL PROJECTS
AS OF AUGUST 31, 2013 (7.5)
Report Exhibit
A Exhibit
B Exhibit
C
The Committee discussed the following Capital
Projects: Environmental Land Securement
Program - Project #10576; Class EA -
Miller Ext (Rodick to Birchmount) - Project 7750 and Train Anti-Whistle Project
- Project #9288. It was suggested that
the budget amount for the Train Anti-Whistle Project be placed in a ramp up
account.
Moved by Councillor Carolina Moretti
Seconded by Councillor Colin Campbell
1) That the report
entitled “Status of Capital Projects as of August 31, 2013” be received; and,
2) That the amount of $4,150,470 from the closure of capital
projects be transferred to the sources of funding as listed on Exhibit A; and,
3) That the closure of projects as outlined in Exhibit B and C
be approved; and,
4) That the Non-DC Capital Contingency Project be topped up to
the approved amount of $250,000; and,
5) That a new Waterworks Capital Contingency Project be
established and be initially funded from the Waterworks Stabilization/Capital
Reserve in the amount of $100,000; and,
6) That a new Engineering Capital Contingency Project be
established and be initially funded from the Development Charge Reserves in the
amount of $100,000; and,
7) That the Capital Budget Control Policy be amended to reflect
the administrative changes authorized by the Chief Administrative Officer
(“CAO”); and,
8) That $127,808 be transferred from the Waterworks
Stabilization/Capital Reserve to the Corporate Operating budget to reimburse
the total amount borrowed to temporarily fund budget shortfalls in Waterworks
projects; and,
9) That the acquisition of land at 14th Avenue and
Middlefield Road for the construction of South East Community Centre &
Library be funded ninety (90) percent from Development Charge Reserves and ten
(10) percent from the Non-DC Growth Reserve Fund; and,
10) That a new reserve
entitled "Train Anti-Whistling Reserve" be established, and the
amount of $317,900 be transferred from the Lifecycle Reserve Fund to the Train
Anti-Whistling Reserve; and further,
11) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
6. AWARD OF CONTRACT EXTENSION # 247-S-13 LABORATORY SAMPLING
ANALYSIS (7.12)
Report
Moved by Councillor
Alex Chiu
Seconded by Regional
Councillor Jim Jones
1) That the report entitled “Award of
Contract Extension #247-S-13 Laboratory Sampling Analysis” be received”; and,
2) That the contract for # 247-S-13
Laboratory Sampling Analysis be awarded to York-Durham Regional Environmental
Laboratory in the estimated contract value of $298,488.00, inclusive of HST for
a period of 2 years (2014 – 2015) at the same firm fixed unit prices per the
original contract, subject to Council approval of the respective year’s
budgets:
- 2014 -
$149,244.00
- 2015 -
$149,244.00; and,
3) That the Director of Environmental
Services and Senior Manager of Purchasing and Accounts Payable be authorized to
extend the renewal for Laboratory Sampling Analysis for an additional 3 years
(2016-2018) with prices adjusted based on the annual increase in Consumer Price
Index-Ontario All Items (CPI); and,
4) That the award be funded from the
Operating Budget accounts as identified within the Financial Considerations
Section; and,
5) That Staff be authorized to amend the
award amounts in years 2014-2018 to reflect changes to the Operating Budget
accounts as approved by Council during the annual budget process; and,
6) That the tender process be waived in
accordance with Purchasing Bylaw 2004-341, Part 11, Section 7(1) h which states
“where it is necessary or in the best interest of the City to acquire
non-standard items or Professional Services from a preferred supplier”; and
further,
7) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
7. AWARD OF PROPOSAL 134-R-13
TELEPHONE SERVICES (7.12)
Report
There was
considerable discussion regarding mobile data plans, data SIM plans, internet
plans and WiFi services. Staff advised
that this contract does not deal with those services, but that this is a
renegotiated contract for Telephone Services at the Civic Centre and all of the
City's satellite locations.
Moved by Councillor
Alex Chiu
Seconded by Regional
Councillor Jim Jones
1) That the report entitled “Award of
Proposal 134-R-13 Telephone Services” be received; and,
2) That the contract for Telephone Services (134-R-13) be awarded
to the sole bidder, Bell Canada for a three (3) year term with an option to
renew for an additional two years for the total amount of $1,063,631.00
over five years (inclusive of HST) (fixed price of $212,726.20 per year from
2014 to 2018);
- 2014 - $212,726.20 (inclusive
of HST)
- 2015 - $212,726.20 (inclusive
of HST)
- 2016 - $212,726.20 (inclusive
of HST)
- 2017 - $212,726.20 (inclusive
of HST)
- 2018 - $212,726.20 (inclusive
of HST)
- Total: $1,063,631.00 (inclusive of HST); and,
3) That the fees for telephone services in the amount of
$1,010,268 (inclusive of HST impact, $202,053.60 per year) and $53,363 (inclusive
of HST impact, $10,672.60 per year) be funded from operating budget account #
400-404-5105 and account # 400-404-5107, respectively, over a five year term
subject to Council approval of the 2014, 2015, 2016, 2017, and 2018 Operating
Budgets; and,
4) That Bell Canada be designated as the
preferred vendor for City’s telephone service needs for the five year term of this
contract; and further,
5) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
8. PROPERTY TAX ARREARS UPDATE
(7.3)
Report
Shane Manson, Senior Manager, Revenue &
Property Tax delivered a PowerPoint presentation providing an update regarding
Property Tax Arrears.
The Committee discussed the following:
- Percentage of properties in arrears
- How do the tax arrears affect the City's budget
- When does the information become public
- Collections process
- Keep the tax base amount and interest amounts separate
Moved by Councillor Logan Kanapathi
Seconded by Councillor Colin Campbell
1) That the report entitled “Property Tax
Arrears Update” be received; and,
2) That
City finance staff report back to Council annually to
provide an update for all accounts in arrears.
CARRIED
9. 2014 INTERIM TAX LEVY BY-LAW
(7.3)
Report
Moved by Councillor
Logan Kanapathi
Seconded by Regional
Councillor Joe Li
1) That Council authorize an interim tax levy for 2014; and,
2) That the attached by-law be passed to authorize the 2014
interim tax levy; and further,
3) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
10. SLAUGHTER OF HORSES FOR
HUMAN CONSUMPTION (16.0)
Letter
Councillor Valerie Burke thanked Trinela Cane, Commissioner of
Corporate Services, Kimberley Kitteringham, City Clerk
and Christopher Alexander, Supervisor Licensing & Animal Services for their
assistance in preparing the letter to the Canadian Food Inspection Agency
regarding Slaughter of Horses for Human Consumption.
The Committee suggested that the letter
indicate that Council passed a resolution in support of Bill C-322.
Moved by Councillor Valerie Burke
Seconded by Councillor Alex Chiu
That the letter addressed to Dr. Bruce
Archibald, President, Canadian Food Inspection Agency, be endorsed by Council.
CARRIED
11. TRAFFIC CONTROL SIGNALS –
PROPOSED BY-LAW AMENDMENTS (5.12)
Report
Moved by Councillor Alex Chiu
Seconded by Regional Councillor Jim Jones
1) That the report entitled “Traffic
Control Signals – Proposed By-Law Amendments”, be received; and,
2) That Schedule 19 of Traffic By-law
106-71, pertaining to “Traffic Control Signals”, be amended by including the following
intersections:
- Bur Oak Avenue and Dogwood Street;
- Markham Road and Edward Jeffreys Avenue;
- Markham Road at 9350 Markham Road (Markham Museum);
- Bur Oak Avenue and Mingay Avenue;
- Meadowview Avenue at 7171 Yonge Street; and,
3) That
Schedule 12 of Traffic By-law 106-71, pertaining to “Compulsory Stops”, be amended by rescinding the stop controls
at the following intersections:
- Bur Oak Avenue and Mingay Avenue;
- Markham Road and Edward Jeffreys Avenue; and,
4) That the
amended by-laws shall come into force and effect when the authorized traffic
control signals have been energized; and further,
5) That staff
be authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
12. MIRAMAR DRIVE AND PARK PLACE DRIVE PROPOSED PARKING
PROHIBITION (2.17)
Report
Moved by Councillor Alex Chiu
Seconded by Regional Councillor Jim Jones
1) That the staff
report entitled “Miramar Drive and Park Place Drive
Proposed Parking Prohibition”, be
received; and,
2) That Schedule “C” of
Parking By-law 2005-188, be amended by including the east and north side of
Miramar Drive, between Park Place Drive and Williamson Road; and,
3) That
Schedule “C” of Parking By-law 2005-188, be amended by including the east and
north side of Park Place Drive, between Sunburst Crescent and Williamson Road;
and,
4) That the Operations Department be directed to install and maintain the
appropriate regulatory signs at the subject
locations; and,
5) That the cost
of materials and installation for the traffic signs and pavement
markings be funded from capital project # 11305 (Traffic Operational
Improvements) in the amount of approximately $1,000; and,
6) That the Parking Control Department
be directed to enforce the parking prohibition upon approval of the By-law
amendment and installation of the regulatory signs; and further,
7) That staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
13. MARY ELIZABETH CRESCENT
PROPOSED PARKING PROHIBITION (2.17)
Report
Moved by Councillor Alex Chiu
Seconded by Regional Councillor Jim Jones
1) That the staff
report entitled “Mary Elizabeth Crescent Proposed
Parking Prohibition”, be received;
and,
2) That Schedule “C” of Parking By-law
2005-188, be amended by prohibiting parking at any time, on the west side of
Mary Elizabeth Crescent, between Morrison Crescent and the property line of
#20/22 Mary Elizabeth Crescent; and,
3) That the Operations
Department be directed to install and maintain the appropriate regulatory signs
at the subject locations; and,
4) That the cost of materials and
installation for the regulatory signs be funded from capital project # 11305
(Traffic Operational Improvements) in the amount of approximately $500; and,
5) That the Parking Control Department
be directed to enforce the parking prohibition upon approval of the By-law
amendment and installation of the regulatory signs; and further,
6) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
14. IN-CAMERA MATTERS
Moved by
Councillor Carolina Moretti
Seconded by
Councillor Logan Kanapathi
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 (9:04 a.m.):
(1) GENERAL
COMMITTEE IN-CAMERA MINUTES
- OCTOBER 28, 2013 (16.0)
[Section
239 (2) (a) (b) (c) (d) (e) (f)]
(2) PERSONAL MATTERS ABOUT AN IDENTIFIABLE
INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES
(Property Tax Matter Under Section 357 (1) (d.1) of the Municipal Act, 2001)
(7.0)
[Section 239 (2) (b)]
(3) PERSONAL MATTERS ABOUT AN IDENTIFIABLE
INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES
(Property Tax Matter Under Section 357 (1) (d.1) of the Municipal Act, 2001)
(7.0)
[Section 239 (2) (b)]
(4) PERSONAL MATTERS ABOUT AN IDENTIFIABLE
INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES
(Property Tax Matter Under Section 373 of the Municipal Act,
2001) (7.3)
[Section 239 (2) (b)]
(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 Colin Campbell
Seconded by Councillor Valerie Burke
That the General Committee rise from the in-camera session 10:54
a.m.
CARRIED
ADJOURNMENT
Moved by Councillor Carolina
Moretti
Seconded by Councillor Alex Chiu
That the General Committee meeting adjourned at 12:24 p.m.
CARRIED