GENERAL COMMITTEE
May 14, 2012
Meeting No. 14
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, Town Solicitor
Jim
Baird, Commissioner of Development Services
Brenda
Librecz, Commissioner of Community & Fire Services
Gary Adamkowski, Director, Asset Management
Nasir
Kenea, Chief Information Officer
Peter Loukes, Director, Environmental Services
Joel Lustig,
Treasurer
Mary
Creighton, Director of Recreation
Bill
Wiles, Manager By-law Enforcement
& Licensing
Andrea Tang,
Manager, Financial Planning
Moe Hosseini-Ara,
Director Service Excellence
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at the hour of 9:04 a.m. with Councillor
Alex Chiu in the Chair. Councillor
Carolina Moretti assumed the Chair at 9:42 a.m., and Councillor Alex Chiu
Chaired Community Services related items.
DISCLOSURE OF
INTEREST
None disclosed.
1. MARCH 2012 YEAR-TO-DATE (YTD) REVIEW
OF OPERATIONS (7.2)
Presentation
Andrea
Tang, Manager, Financial Planning delivered a PowerPoint presentation outlining
the March 2012 year-to-date review of operations.
There
was discussion regarding the training/travel/promotion/advertising/professional
fees and unmetered water purchases.
The
Committee suggested that another meeting be scheduled with the "User fee
Council Committee" to continue discussion on the user fees related to
fitness memberships.
Moved by Regional
Councillor Jim Jones
Seconded by Deputy
Mayor Jack Heath
1) That the presentation by Mrs. Andrea
Tang, Manager, Financial Planning, entitled “March 2012 Year To Date (YTD)
Review of Operations” be received.
CARRIED
2. MINUTES OF THE MAY 7, 2012
GENERAL COMMITTEE (16.0)
Minutes
Moved
by Regional Councillor Gord Landon
Seconded
by Councillor Don Hamilton
1)
That the Minutes of the May 7,
2012 General Committee be confirmed.
CARRIED
3. MINUTES OF THE MARCH 5,
2012
RACE RELATIONS COMMITTEE
(16.0)
Minutes
Councillor Shore
advised that the attended the March 5, 2012 Race Relation Committee meeting and
would like to have the minutes reflect that.
Moved by Deputy Mayor
Jack Heath
Seconded by Councillor
Don Hamilton
1) That the Minutes of the
March 5, 2012 Race Relations Committee be received for information purposes.
CARRIED
4. MINUTES OF THE MARCH 15,
2012
MARKHAM ENVIRONMENTAL ADVISORY
COMMITTEE (16.0)
Minutes
Moved by Regional
Councillor Gord Landon
Seconded by Councillor
Don Hamilton
1) That
the Minutes of the March 15, 2012, Markham Environmental Advisory Committee be
received for information purposes.
CARRIED
5. MINUTES OF THE MAY 7, 2012 EDUCATION AND
TRAINING SESSION (16.0)
Minutes
Moved by Regional
Councillor Gord Landon
Seconded by Councillor
Don Hamilton
1) That
the Minutes of the May 7, 2012, Education and Training Session be received for
information purposes.
CARRIED
6. AWARD OF PROPOSAL 034-R-12 AUDIO
VISUAL REPLACEMENT (7.0)
Report
Nasir Kenea, Chief Information Officer summarized
the details outlined in the report.
The Committee suggested that staff consider having a timer
clock installed on each of the speaker podiums in the Chamber, and if the timer
can have an automatic cut off time at five and 10 minutes. Mr. Greg Rushton from Mulvey & Banani Audio Visual and Acoustic
addressed the Committee advising the system is capable to include the automatic
cut off and that he will review that request with staff.
There was discussion regarding whether this audio visual
replacement will allow Members of Council to individually change the font size
on their monitors in the Chamber. Staff
advised that it will be difficult to accommodate this request. Committee requested that the Town Solicitor
send a note to Members of Council advising whether the Accessibility for Ontarians with Disabilities Act and/or the Accessibility Design Guidelines developed
by the Town of Markham requires the Town to provide an audio-visual system
(particularly monitors) that can accommodate visually impaired Councillors or
presenters attending at Council or Committee meetings.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Colin Campbell
1) That
the report entitled “Award of Proposal 034-R-12 Audio Visual Replacement” be received; and,
2) That
the contract for Audio Visual Replacement from
Proposal 034-R-12 be awarded to the highest
ranked/lowest priced bidder, MacLean Media Systems Inc. in the amount of
$674,590.15 (inclusive of HST), of which $528,126.26 is for the
hardware/software and labour costs and $146,464.19 is for 6 years of warranty,
support and maintenance; and,
3) That
the hardware, software and labour cost for Council Chambers and Canada Room for
034-R-12 be funded from account #049-5350-12410-005 Audio Visual Replacement
(Canada Room and Council Chambers) in the amount of $278,764, account
#049-5350-10076-005 Core-Base Architecture (audio visual replacement in Canada
Room) in the amount of $86,562.26 and account #049-6150-11433-005 AV
Replacement in Council Chambers in the amount of $127,200 with a total of
$492,526.26 (inclusive of HST); and.
4) That
the hardware, software and labour cost for Great Hall for 034-R-12 be funded from account #046-5350-12114-005 Great Hall
Implementation of Multimedia (Phase 1 of 2) in the amount of $35,600 (inclusive of HST); and,
5) That
the hardware and software warranty, support and maintenance fees in the amount
of $146,464.19 (inclusive of HST) over a six year term be funded from
#400-404-5360 Computer Hardware; and,
6) That
Maclean Media Systems Inc. be designated as the preferred vendor for Town’s
Audio Visual service needs for the six year term of this contract; and,
7) That Report “034-R-12
Audio Visual Replacement” be included in May 15 Council Meeting; and further,
8) That Staff be authorized
and directed to do all things necessary to give effect to this resolution.
CARRIED
7. STAFF AWARDED CONTRACTS FOR
THE MONTH OF APRIL 2012 (7.0)
Report
There was brief
discussion regarding the footwear for the firefighters, the purchase of one
2012 Toyota Highlander Hybrid Limited and sidewalk construction program along
regional roads.
Moved by Councillor
Logan Kanapathi
Seconded by Councillor
Alan Ho
1) That the report entitled
“Staff Awarded Contracts for the Month of April 2012” be received; and,
2) That Staff be authorized
and directed to do all things necessary to give effect to this resolution
CARRIED
8. MARCH 2012 YEAR-TO-DATE REVIEW
OF OPERATIONS (7.2)
Report Appendix
1-5
Moved by Regional
Councillor Gord Landon
Seconded by Councillor
Don Hamilton
1) That the report dated May 14, 2012 entitled “March 2012 year-to-date
review of operations” be received.
CARRIED
9. 143-S-12 PURCHASE OF 3M EQUIPMENT
FOR ANGUS GLEN AND EAST MARKHAM LIBRARIES (3.19)
Report
Moe Hosseini-Ara,
Director Service Excellence summarized the details outlined in the report.
Moved by Councillor
Howard Shore
Seconded by Councillor
Colin Campbell
1) That the Report entitled
“143-S-12 Purchase of 3M Equipment for Angus Glen and East Markham Libraries”
be received; and,
2) That staff be authorized
to award a contract to 3M Canada Company for one (1) FX 7-bin book sorter with
patron and staff induction, for Angus Glen Community Branch (Infrastructure
Project) in the amount of $ 195,494 (including freight, installation and HST
impacts);and,
3) That staff be authorized
to award a contract for 3M equipment for East Markham Branch for one (1) FX
11-bin book sorter with patron and staff induction, three (3) 896 RFID staff
workstations, one (1) 803 Digital library assistant, three (3) 8410 self check
no kiosk, one (1) 8420 self check with kiosk in the amount of $365,857 (including freight, installation,
first year warranty and HST impacts);and,
4) That the tendering
process be waived in accordance with Purchasing By-Law 2004-341, Part II,
Section 7, Non Competitive Procurement, “Where there is only one source of
supply for the goods to be purchased”;and,
5) That
the award for purchasing of equipment for the Angus Glen branch in the amount
of $195,494 be funded from the 2012 Capital Budget #049-5350-12103-005 Angus Glen
3M Smart Sorter; and,
6) That the award for
purchasing of equipment for East Markham
Branch in the amount of $365,857 be funded from the 2010 Capital Budget
#070-5350-10559-005, East Markham Library (IT); and,
7) That the annual
maintenance cost of $82,954 be charged to the ITS Computer Hardware
Acct#400-404-5360 following the expiry of the one year warranty period
(sometime in mid 2013), which will be addressed during the 2013 operating
budget process; and further,
8) That Staff be authorized
and directed to do all things necessary to give effect to this resolution.
CARRIED
10. PARKING OPERATION AT EAST MARKHAM
COMMUNITY CENTRE & LIBRARY (6.0)
Presentation
Mary Creighton, Director of Recreation
delivered a PowerPoint presentation regarding the parking operation at the East
Markham Community Centre & Library.
The Committee discussed the following:
·
Whether a full-time staff is
required to respond to potential system failures (arm not lifting when a
vehicle is trying to exit the parking structure)
·
Should the linkage to Markham
Stouffville Hospital be card accessible
·
The need of special validation
parking cards when special events are taking place
·
The need to develop a parking
policy Town wide for facilities and parking structures
·
Sharing the capital cost by partnering
with the hospital
·
Will there be an emergency
button inside the parking structure
·
Ensure the model developed
protects the 300 spaces for users of the Community Centre & Library
·
Would like to see a proforma
analysis for the parking structure
·
Ensure that the parking
structure does not open prior to the opening of the Community Centre &
Library
·
The potential to use the
hospital surface parking lot as overflow parking if required
·
Inquire whether the senior
centre would be willing to work out an arrangement that permits the use of
their parking lot for overflow parking
·
Consider installing a chain
link fence behind the parking structure
·
Have the Parking Committee
review this proposal and assist in developing a Town wide parking policy
·
Discussion regarding the
principle that parking should be free of charge for community centre and
library users
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Colin Campbell
1) That the
presentation by Mrs. Mary Creighton, Director, Recreation Services, entitled
“Parking Operation at East Markham Community Centre & Library” be received;
and,
2) That staff be authorized by Committee
to meet with Markham Stouffville Hospital staff to discuss Option 2 (provide
and operate a combined parking system for Markham Stouffville Hospital and East
Markham Community Centre & Library) which includes discussion regarding:
·
Utilization of the common infrastructure between
the two sites
·
Operating arrangements
·
Cost sharing
·
Revenue dedication
·
Parking rate; and,
3) That this
matter be referred to the Parking Committee to discuss the formation of a parking policy; and,
4) That a
Community Information Meeting be held in September 2012; and,
5) That Option
2 be considered as a pilot project and that staff report back to Committee on the results of this option;
and further,
6) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
11. AWARD OF RFP #247-R-11 CONSULTING
ENGINEERING SERVICES FOR WEST THORNHILL
FLOOD CONTROL IMPLEMENTATION
ALTERNATIVE REFINEMENT, PRELIMINARY
AND FINAL DESIGN (6.0)
Report Attachment
A
Moved by Regional
Councillor Jim Jones
Seconded by Regional
Councillor Gord Landon
1) That the report entitled
“Award of RFP #247-R-11 Consulting Engineering Services for West Thornhill
Flood Control Implementation Alternative Refinement, Preliminary and Final
Design” be received; and,
2) That staff be authorized
to award RFP #247-R-11 to the highest ranked and sixth lowest priced bidder
R.V. Anderson Associates Limited to an upset fee limit of $789,614.86 inclusive
of disbursements and HST impact; and,
3) That a contingency
amount of $118,442.23 inclusive of disbursements
and HST impact be established to cover any additional design and that the
Director of Asset Management be authorized to approve expenditure of this
contingency amount up to the specified limit in accordance with the Expenditure
Control Policy; and,
4) That the award be funded
from the Capital Budget accounts 058-6150-8530-005 and 058-6150-9330-005 as
outlined under the financial template section of the report; and further,
5) That staff be authorized
and directed to do all things necessary to give effect to this resolution.
CARRIED
12. NAMING OF COMMUNITY CENTRE AND
LIBRARY IN EAST MARKHAM (6.6)
Report
Brenda
Librecz, Commissioner of Community & Fire Services summarized the details
outlined in the report and pointed out that excellent community input was
received.
Committee
requested that staff e-mail the other suggestions received.
Moved by
Councillor Colin Campbell
Seconded by
Councillor Carolina Moretti
1) That the report “Naming
of Community Centre and Library in East Markham” be received; and
2) That General Committee
endorse Cornell Community Centre and Library as the name of the new
Community Centre and Library in East Markham for the purpose of receiving
public input; and
3) That the report be tabled
to the June 11, 2012 General Committee meeting to allow the public opportunity
to provide feedback on proposed name before Council ratifies the name, as per
the Facility and Park naming Policy; and further,
4) That Staff be authorized
and directed to do all things necessary to give effect to this resolution.
CARRIED
13. REQUEST FOR REINSTATEMENT OF
PHOTO RADAR (9.0)
Letter
There was brief
discussion regarding whether this item should be endorsed. It was suggested this item be received and
placed on the May 23rd General Committee agenda and that staff provide
information on the following:
·
Who
receives the money from the tickets issued through photo radar
·
Who pays
for the infrastructure
·
What is
the cost per intersection
Moved by Regional
Councillor Gord Landon
Seconded by Regional
Councillor Jim Jones
1) That
the letter dated April 30, 2012, from Regional Municipality of York Police
Services Board, regarding the Request for Reinstatement of Photo Radar be
received and,
2) That staff provide a response to the
questions raised relative to endorsement of photo radar at the May 23, 2012
General Committee meeting.
CARRIED
NEW BUSINESS
14. MARKHAM VILLAGE MUSIC
FESTIVAL (3.5)
Councillor Colin Campbell advised the
Committee that the Markham Village Music Festival that takes place on Friday
June 15 and Saturday June 16, 2012 has applied for a noise exemption until
midnight. He also advised that they
would like to have the roads remain closed throughout the evening. Councillor Campbell indicated that there will
be police officers there and security all night. Staff advised Committee that they are
awaiting response from York Region Police and Emergency Services relative to
the request to have the road closed throughout the night. It was suggested that this recommendation be
forwarded to the May 15, 2012 Council meeting and that staff prepare a response
the noise exemption extension and extended hours for the road closure.
Moved
by Councillor Colin Campbell
Seconded
by Deputy Mayor Jack Heath
1) That the noise
exemption by-law for the Markham Village Music Festival be extended to midnight on June 15th,
2012; and,
2) That the Main Street
Markham Road be closed from 3:00 pm on Friday June 15, 2012 to 6:00 pm Saturday June 16, 2012.
CARRIED
ADJOURNMENT
That the General Committee meeting adjourn at 12:00 PM.