GENERAL COMMITTEE
December 14, 2009
Meeting
No. 27
Finance & Administrative
Issues Community
Services Issues
Chair: Reg.
Councillor J. Virgilio Chair:
Councillor
A. Chiu
Chair, Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues
Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Councillor
E. Shapero
Chair:
Grants Sub-Ctte: Councillor V. Burke
Attendance
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J. Livey, Chief
Administrative Officer
C. Conrad, Town
Solicitor
A. Taylor,
Commissioner of Corporate Services
B. Librecz, Commissioner
of Community & Fire Services
J. Baird,
Commissioner of Development Services
K. Kitteringham,
Town Clerk
B. Cribbett,
Treasurer
S. Andrews, Director
Asset Management
A. Brouwer, Deputy
Town Clerk
A. Tari, Committee
Clerk
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The General Committee convened at 1:00
PM with Regional Councillor J. Virgilio in the Chair.
1. MINUTES OF THE NOVEMBER 10, 2009
PARKING ADVISORY COMMITTEE (16.0)
Minutes
Moved by Regional Councillor G. Landon
Seconded by Councillor A. Chiu
1) That
the Minutes of the November 10, 2009 Parking Advisory Committee be received.
CARRIED
2. APPOINTMENTS AND RESIGNATIONS
TO ADVISORY COMMITTEES (16.24)
Moved by Regional Councillor G. Landon
Seconded by Councillor A. Chiu
The Friends of the Markham
Museum
1) That the appointment of
the following persons to The Friends of the Markham Museum Foundation for
the term of expiry noted, at the First Annual General Meeting held on November
24, 2009, be received for information:
Genny Landis - 2010
Gunter Langhorst - 2010
Ardy
Reid - 2010
Martha Mingay - 2011
Glenn Schick - 2011
Vince Tortorici - 2011
Bob
Baird - 2012
Randy
Barber - 2012
John
Buie, Chair - 2012
Councillor Carolina Moretti - November 10, 2010
3. AMENDMENT TO
BANK SIGNING AUTHORITY (7.0)
Report
Moved by Regional Councillor G. Landon
Seconded by Councillor A. Chiu
1)
That the report dated entitled
“Amendment to Bank Signing Authority” be received; and,
2)
That cheques issued by the
Corporation for the Town of Markham be signed by the Mayor, and one of the
Treasurer or the Commissioner of Corporate Services; and,
3)
That the Mayor, and one of the
Treasurer or the Commissioner of Corporate Services be authorized to sign
contracts for new banking services with the Town of Markham’s Council approved
financial institution (bank); and,
4)
That the Mayor, and one of the
Treasurer or the Commissioner of Corporate Services be authorized to approve
the set up of new vendor templates for repetitive on-line wire transfers; and,
5)
That the Treasurer or the
Commissioner of Corporate Service be authorized to approve on-line wire
transfers, once payment has been approved in accordance with the Expenditure
Control Policy; and,
6)
That the Treasurer or the Commissioner
of Corporate Services be authorized to approve investing of Town funds in
accordance with the Town’s Investment Policy; and further,
7)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
4. APPOINTMENT OF TREASURER (7.0)
Moved by Regional Councillor G. Landon
Seconded by Councillor A. Chiu
1) That,
in accordance with Subsection 286 (1) of the Municipal Act, 2001, a
by-law be passed to appoint Andy Taylor as Treasurer for the Corporation of the
Town of Markham
effective January 8, 2010;
2) That By-law 2001-20 be repealed effective January 8, 2010.
CARRIED
5. STAFF
AWARDED CONTRACTS
FOR THE MONTH OF NOVEMBER 2009 (7.12)
Report
Moved by Regional Councillor G. Landon
Seconded by Councillor A. Chiu
1) That
the report entitled “Staff Awarded Contracts for the Month of November 2009” be
received.
CARRIED
6. MUNICIPAL
ELECTION CANDIDATE CONTRIBUTION
REBATE PROGRAM (14.0)
Report Presentation
Mr. Andrew Brouwer, Deputy Clerk,
delivered a PowerPoint presentation providing a high-level overview of options
for a municipal election candidate contribution rebate program.
The Committee suggested that the authorizing
by-law be written without any reference to a particular term of Council.
There was discussion with respect
to the rebate program being an incentive for individuals to participate as
contributors for municipal election campaigns.
The Committee discussed whether the rebate program should only apply to Markham residents.
There was brief discussion
regarding the rebate program excluding candidates, their spouses and children
from eligibility.
Moved by Mayor F. Scarpitti
Seconded by Regional Councillor G. Landon
1) That the
Report entitled “Municipal Election Candidate Contribution Rebate Program” be
received; and,
2) That Council adopt Option 1 as outlined in the Report entitled “Municipal Election
Candidate Contribution Rebate Program”; and further,
3) That a By-law be enacted to implement a Town of Markham Municipal Election Candidate
Contribution Rebate Program based on Option 1.
CARRIED
7. ISSUANCE
OF TAX REBATES FOR MUNICIPAL
ELECTION
CAMPAIGN CONTRIBUTIONS (14.0)
Moved by Mayor F.
Scarpitti
Seconded by Councillor E.
Shapero
That the Town of Markham
request the Province
of Ontario to grant
municipalities the authority to issue income tax receipts to municipal election
campaign contributors.
CARRIED
8. CONTRACT EXTENSION
FOR STREET LIGHTING
MAINTENANCE RE, REPAIR AND
RELAMPING PROGRAM (5.19)
Report 1 2 3
Moved by Councillor A. Chiu
Seconded by Councillor D. Horchik
1)
That the report entitled
“Contract Extension for Streetlighting Maintenance , Repair and Relamping
Program” be received; and,
2)
That the Contract Extension for
2010 Streetlight Maintenance and Repair be awarded to PowerStream in the
estimated amount of $780,000 exclusive of GST; and,
3)
That the 2010 Streetlight
Relamping Program contract be awarded to PowerStream in the estimated amount of
$145,000 exclusive of GST; and,
4)
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,
5)
That funds be provided from
account #720 720 5497 Streetlighting Maintenance and Repair in the total amount
of $925,000 of the Town’s 2010 Operating Budget; and,
6)
That the Town and PowerStream
continue to work together on an ongoing basis to review options to enhance
service delivery and cost efficiencies, share information and exchange data to
control the 2010 expenditures; and further,
7) That staff be
authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
9. 2010 GENERAL
INSURANCE
AND RISK MANAGEMENT PROGRAM (7.0)
Report
Moved by Councillor A. Chiu
Seconded by Councillor D. Horchik
1)
That the report dated December 14, 2009 entitled
“2010 General Insurance and Risk Management Program” be received; and,
2)
That
the 2010 General Insurance Program commencing January 1, 2010 to December 31,
2010 be awarded to Jardine Lloyd Thompson (“JLT”) the highest ranked and lowest
priced proponent in the amount of $1,040,613 inclusive of PST where applicable
($973,958 exclusive of PST), provided JLT enters into a contract with the Town
in a form acceptable to the Treasurer and the Town Solicitor (“Contract”); and,
3)
That the Mayor and Clerk be authorized to execute
the Contract on behalf of the Town, in a form acceptable to the Treasurer and
the Town Solicitor; and,
4)
That
Staff obtain a premium quote for the heritage replacement cost on Town heritage
buildings and implement coverage after obtaining independent professional
appraisals on all heritage properties and/or historic buildings; and,
5)
That
the Town’s insurance liability deductible be increased from $50,000 to $100,000
and be funded from the existing 2010 insurance budget; and,
6)
That the net savings (currently
$654,910) related to the difference between 2010 insurance budget ($1,745,523)
and the RFP award ($1,040,613) be transferred to the Insurance Reserve, account
number 086 2700 300; and,
7)
That Staff retain the services of RiskPro Risk
Management Consulting (RiskPro), at an upset limit of $5,000, to ensure that the Town receives the
upgraded coverage endorsements agreed to by JLT, and to review the final policy
wordings for completeness and accuracy; and,
8)
That the Treasurer be
authorized to extend the contract for General Insurance and Risk Management
Program for the period January 1, 2011 to June 30, 2011 at 50% of the 2010
expiring premium; and,
9)
That the Treasurer be
authorized to extend the contract for General Insurance and Risk Management
Program for three (3) additional one year periods, provided that it is in the
best interest of the Town and the premium increase per year does not exceed 5% of the cost of the previous years'
insurance program, exclusive of annual coverage changes; and further,
10)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
10. EXTENSION OF 092-S-04 SUPPLY
INSTALLATION AND
MAINTENANCE OF WATER METERS (5.3)
Report
Moved by Regional Councillor G. Landon
Seconded by Councillor D. Horchik
1)
That the report “Extension of 092-S-04
Supply, Installation and Maintenance of Water Meters be received”;
2)
That contract 092-S-04 for
Supply, Installation and Maintenance of Water Meters be extended to Neptune
Technology Group (Canada) Ltd. for a 2-year term from November 1, 2009 to
October 31, 2011, for an estimated annual contract amount of $1,000,000
exclusive of GST;
3)
That the Director of Operations be authorized to
extend the contract for Supply, Installation and Maintenance of Water Meters
for one (1) additional year period, provided that it is in the best interest of
the Town
4)
That the tendering process be waived in
accordance with Purchasing By-Law
2004-341, Part II, Section 7, Non Competitive Procurement, “ When the extension of an existing contract would prove more
cost-effective or beneficial”;
5)
That Staff be authorized to
retain an external consultant during the contractual period to assess the best
business model beyond this contractual term;
6)
That the November to December
2009 costs, estimated at $257,795 shall be funded from the respective operating
and capital accounts shown in the financial considerations section; and,
7)
This contract be funded
annually from the Waterworks capital
accounts for water meter replacement, and the Waterworks
operating accounts for meter repair and maintenance as shown in the financial
considerations section; and,
8)
That the 2011 purchase order be
adjusted for growth (number of water meters) based on the approved budget; and,
9)
That pricing for the first and
second year term in 2010 and 2011 be at the same 2009 itemized pricing; and,
10)
That the Mayor and the Clerk be
authorized to execute the contract with Neptune Technology Group (Canada) Ltd.
in a form acceptable to the Town Solicitor; and further,
That staff be authorized
and directed to do all things necessary to give effect to this resolution.
CARRIED
11. APPLICATION TO BUILDING CANADA FUND
STIMULUS FUND FOR THE
BIRCHMOUNT ENERGY CENTRE (7.0)
Report
Moved by Councillor J. Webster
Seconded by Councillor C. Moretti
1)
That the report entitled
“Application to Building Canada Fund Stimulus Fund the Birchmount Energy
Centre” be received; and,
2)
That the Commissioner of
Corporate Services be directed to submit an application for the Birchmount
Energy Centre project as outlined in the report to the Government of Canada and
the Province of Ontario under the Building Canada Fund
Stimulus Fund program
3)
That the Town proceed with the
project at an upset limit of $13,055,000 ($14,624,000 less land cost of
$1,569,000) on a 1/3 shared basis with the Province of Ontario, and Government
of Canada and the Town of Markham; and,
4)
That the Town of Markham’s share of
$4,351,667 for the project be funded from the Lifecycle Replacement and Capital
Reserve Fund; and,
5)
That staff report back to
Council with a draft lease agreement for the Birchmount Energy Centre with
Markham District Energy Inc; and further,
6)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution
CARRIED
12. INFRASTRUCTURE PROJECTS UPDATE (5.0)
Report 1 Presentation
Ms. Brenda Librecz, Commissioner of
Community & Fire Services delivered a PowerPoint presentation providing an
update with respect to the Infrastructure Projects.
The Committee inquired if the new bubble
tennis structure that will be built at Angus Glen can be shared/used at the St.
Roberts project for soccer purposes. Ms.
Librecz advised that the bubble structure at Angus Glen will be a permanent
structure.
There was discussion regarding whether the Civic
Centre pond should be drained and cleaned.
Staff advised that draining the pond will be considered as part of the
long term plans for this location. The
Committee discussed wildlife issues related to the Civic Centre Pond. It was noted that there have been discussions
to increase the natural features around the pond to ensure it is friendlier to
the wildlife and individuals and to assist in lowering the overall maintenance
costs.
There was brief discussion regarding the
elevator at the Thornhill Community Centre.
Moved by Councillor A. Chiu
Seconded by Councillor V. Burke
1) That the presentation by B. Librecz, Commissioner Community
& Fire Services, entitled “Infrastructure Programs: RinC and Stimulus
Programs be received; and,
2) That the report
entitled “Infrastructure Projects Update” be received.
CARRIED
13. EAST MARKHAM COMMUNITY
CENTRE LIBRARY- TENDER (6.6)
Report Presentation
Mr. Duff Balmer, Shore Tilbe Irwin &
Partners delivered a PowerPoint presentation providing a status of the design
for the East Markham Community Centre & Library.
There was brief discussion regarding the
possibility of salt water pool in place of chlorine. Mr. Balmer advised that there is an entire
report on that issue and will forward it to the Members of Committee.
The Committee suggested that the following
be considered:
- Reducing light pollution further (retractable blinds)
- Provide an area for nursing mothers in bathrooms
- Provide toddler toilet in bathroom close to the children’s area
- Source locally and sustainably for furniture where possible
There was brief discussion regarding the
site plan approvals for the Community Centre and the one for the Markham
District Energy (MDE) site.
Moved by Councillor J. Webster
Seconded by Councillor C. Moretti
1) That the presentation by D. Balmer, Partner, Shore Tible
Irwin & Partners, entitled “East Markham Community Centre” be received.
2) That the
report titled “East Markham Community Centre & Library – Tender” be
received; and,
3) That the
presentation by Shore Tilbe Irwin & Partners highlighting the final design
and colours and finishes be received; and,
4) That Council approval of the site plan application for the
EMCC&L be delegated to the Director of Planning
and Urban Design, or her designate; and,
5) That Council confirm
delegation of site plan approval
for the abutting Markham District Energy building to the Director of Planning and Urban Design,
or her designate; and,
6) That
Council authorizes Staff to proceed with tendering to the pre-qualified General
Contractors for the construction phase of the project; and,
7) That
Council authorizes Staff to award a construction contract to the lowest
compliant bidder if the price is within the approved budget; and further,
8) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
14. AWARD OF CONTRACT
345-S-09 –
INFRASTRUCTURE STIMULUS ENERGY
RETROFIT – IMPLEMENTATION OF
FACILITY IMPROVEMENT MEASURES (5.0)
Staff together with Mr. John Southwood,
O.P. McCarthy & Associate delivered a PowerPoint presentation with respect
to the Infrastructure Stimulus Energy Retrofit – Implementation of Facility
Improvement Measures.
There was discussion regarding funds that
are being placed in 8100 Warden’s Operating Budget and lost interest towards
the Lifecycle Reserve.
The Committee suggested including the
tracking of decreasing Greenhouse Gas Emissions and the carbon offsets (credits
for emission reduction achieved by these projects) as part of the report and
future presentations.
Moved by Regional Councillor G. Landon
Seconded by Councillor E. Shapero
1)
That the report titled, “Award
of Contract 345-S-09 - Infrastructure Stimulus Energy Retrofit – Implementation
of Facility Improvement Measures” be received; and,
2) That
Council authorize the installation of energy saving Facility Improvement Measures (FIM) in nine Town of Markham
Facilities, as listed in the attached itemized breakdown (see Appendix B) for a
total investment of $1,265,814; and,
3) That the
tendering process be waived for the contractual agreements with Johnson
Controls L.P. and Siemens Building Technologies for the implementation of the
energy saving measures in accordance with Purchasing
By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (g)
where it is in the Town’s best interest not to solicit a competitive bid;
4) That contract 345-S-09
be awarded to Johnson Controls LP in the amount of $724,507.00 inclusive of
bonding and insurance coverage and excl. of GST for the following facilities;
·
Angus Glen Community Centre
·
Civic Centre
·
Rouge River Community
Centre
·
Morgan Pool
5) That contract 345-S-09
be awarded to Siemens Building Technologies, Ltd. in the amount of $541,307.00
inclusive of bonding and insurance coverage and excl. of GST for the following
facilities;
·
8100 Warden Avenue
·
Markham Village Library
·
Thornlea Pool
·
Thornhill Community Centre
·
Armadale Community Centre
6) That
Council authorize the retrofit of sport lighting in Town-owned arenas for a
total estimated investment budget of $210,000; and,
7) That
Council authorize the planning for installation of photovoltaic solar panel
system on 8100 Warden Avenue warehouse roof, for a total estimated investment
budget of $1,125,515; and,
8) That
the Director of Sustainability Office be authorized to apply for Ontario
Feed-in tariff and other applicable incentives; and,
9) That Council
authorize the installation of an additional photovoltaic solar panel system on
8100 Warden Avenue warehouse roof, for a total upset limit of $1,400,000 to be
funded from the Life Cycle reserve fund, this amount being over and above the
recommendation 7; and,
10) That the estimated annual energy rebate from Ontario’s
Feed-in-Tariff (FIT) program for
the 250kW roof top array (in amount of $178,250 a year) be built into 8100
Warden’s Operating Budget with the first $1,400,000 (dependant upon tender
award) plus lost interest going towards the Lifecycle Reserve for the capital
project payback, the rest of which will be used to offset annual hydro
costs. This estimated amount will be
adjusted in future years’ budgets based on the actual amount received; and,
11) That
Council authorize Staff to complete design, contract documents and tender for
construction of the photovoltaic solar panel system on 8100 Warden Avenue warehouse roof. Staff will report back to Council for the
award of the construction tender; and,
12) That
Council authorize Staff to retain Consultants for preparation of design drawings,
preparation of tender documents and services of construction contract
administration at an estimated cost of $100,000; and,
13) That
the remaining project budget of $150,000 be allocated as contingency for all of
the above listed energy retrofit and green initiatives, and expended in
accordance to the Town’s Expenditure Control Policy”; and,
14) That
the proposed energy savings from the Energy
Services Companies (ESCO) (Johnson Controls - $137,604/year & Siemens -
$55,779/year as shown in Appendix B) be tracked by Asset Management and
reported by the Sustainability Office annually and a portion of the dollar
savings go toward the evaluation and potential purchase of an enterprise energy
management system with automated data acquisition. A report will be brought forward for approval
of the enterprise energy management system purchase once evaluation is
complete; and further,
15) That the
awards be funded from capital budget account 056-5350-9517-005 (345-S-09 Energy
Retrofit & Green Initiatives (Federal Stimulus); and,
16) That Staff be authorized and directed to do
all things necessary to give effect to this resolution.
CARRIED
IN CAMERA MATTERS
Moved by Regional
Councillor G. Landon
Seconded by
Councillor V. Burke
That, in
accordance with Section 239 (2) (a) of the Municipal
Act, General Committee resolve into an in-camera session to discuss the
following confidential matters (3:25
PM):
1) A proposed or pending acquisition or disposition of
land by the municipality or local board regarding a proposed cell tower site
with Rogers Communication Inc;
2) The security
of the property of the municipality regarding infrastructure stimulus energy
retrofit – implementation of facility improvement measures;
3) The security
of the property of the municipality regarding solar photovoltaic roof top
leases with PowerStream;
CARRIED
Moved by
Councillor V. Burke
Seconded by
Councillor J. Webster
That the Committee rise from the
in-camera session (3:47 PM)
CARRIED
15. MICROPHONE AND
SOUND SYSTEM
IN THE
COUNCIL CHAMBERS (7.13)
Regional Councillor Gord Landon advised the
Committee that the Town should find a way to finance the cost to upgrade the
audio in the Council Chambers that will avoid the disruption that are currently
faced when someone has their cell phones or blackberries on.
Staff confirmed that a report outlining the
audio improvements for the Council Chambers and Canada Room will be presented
to Committee in January 2010.
16. CERTIFICATES
((16.23.2)
Councillor Valerie Burke requested that
staff provide an update with respect to the Town’s guidelines and/or policy for
constituents wanting to present a certificate to a friend or family member who
have turned 90 years old (or older) and for couples who have reached a marriage
anniversary of 40 years or more.
ADJOURNMENT
The General Committee meeting adjourned at 3:50 PM.