General Committee
June 8, 2017
Meeting
Number 12
Finance & Administrative Issues Community Services Issues
Chair: Deputy Mayor Jack
Heath Chair: Councillor Alan Ho
Vice Chair: Councillor Colin Campbell Vice
Chair: Councillor Alex Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Colin
Campbell
Vice Chair: Councillor Karen Rea Vice Chair: Regional Councillor Nirmala
Armstrong
Alternate formats are available
upon request.
Attendance
|
Attendance
|
|
Andy
Taylor, Chief Administrative Officer
Jim
Baird, Commissioner of Development Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community & Fire Services
Catherine
Conrad, City Solicitor and Acting Director of
Human Resources
Joel
Lustig, Treasurer
Fred Rich, Manager, Strategy &
Insurance Risk Management
Sonia Singh, Emergency Preparedness
Coordinator
Linda Irvine, Manager Parks and Open Space Development
David Plant, Manager Parks Operations
Alida
Tari, Council/Committee Coordinator
|
|
|
|
|
The General Committee meeting convened at the hour of 9:15 AM with Deputy
Mayor Jack Heath in the Chair; Councillor Alan Ho Chaired Community Services;
and Councillor Colin Campbell Chaired Land, Building & Parks Construction
related items.
Disclosure of Pecuniary
Interest
None disclosed.
1. COUNCIL
BUSINESS EXPENSE AND
CONFERENCE POLICY (7.0)
Presentation
Trinela Cane, Commissioner of Corporate Services addressed the Committee
and provided some opening remarks relative to the Council business expense and
conference policy.
Fred Rich, Manager, Strategy & Insurance Risk Management delivered a
PowerPoint presentation regarding Council business expense and conference
policy.
There was discussion regarding the proposed budget of $29,000 for the
Council Administration Conference budget and whether that should be increased.
There was brief discussion regarding a trade mission versus a
business-related conference or training seminar.
Moved by Regional Nirmala Armstrong
Seconded by Councillor Logan Kanapathi
1) That Councillors will continue to be
pre-approved to attend FCM and AMO; and,
2) That
Councillors be allowed to request Council pre-approval to attend any additional
business-related conference or training seminar and have the associated costs
expensed to the Council Administration Conference budget; and,
3) That the Council Administration
Conference budget remain at $29,000; and,
4) That
Staff monitor the Council Administration Conference budget and make appropriate
annual budget adjustments, if required; and further,
5) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution
Carried
2. MARKHAM’S EMERGENCY MANAGEMENT
PROGRAM AND EMERGENCY
RESPONSE PLAN UPDATE (5.0)
Presentation Report Appendix
A Appendix
B
Sonia Singh, Emergency Preparedness Coordinator delivered a PowerPoint
presentation providing an update regarding Markham’s Emergency Management
Program and Emergency Response Plan.
There was discussion
regarding other potential emergencies other than natural disasters.
The Committee
discussed the importance of public education on risks to the public safety and
the public’s preparedness for emergencies and the various outreach programs.
The Committee
suggested that staff provide an annual update regarding hazard identification
risk assessment and critical infrastructure list.
There was discussion
with respect to various ways of providing messaging during an emergency.
Moved by Deputy Mayor
Jack Heath
Seconded by Councillor
Don Hamilton
1) That
the presentation entitled “Markham’s Emergency Management Program and Emergency
Response Plan Update” dated June 8, 2017 be received; and,
2) That the report titled “Markham Emergency Management Program and
Emergency Response Plan Update 2017” be received for information; and,
3) That Council approve the updated
Emergency Response Plan and that the By-law 2011-229 be amended to reflect the
changes as amended to support the revision of the emergency response plan and
emergency management program; and further,
4)
That the attached supporting
documents, Appendix A – Markham Emergency Response Plan and Appendix B- by-law
2011-229, as amended, be received.
Carried
There were
no deputations.
There were
no communications.
There were
no petitions.
3. MINUTES OF THE APRIL 20,
2017
ADVISORY COMMITTEE ON
ACCESSIBILITY (16.0)
Minutes
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the April 20, 2017 Advisory Committee on Accessibility meeting
be received for information purposes.
Carried
4. MINUTES OF THE APRIL 10,
2017
CANADA DAY COMMITTEE (16.0)
Minutes
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the April 10, 2017 Canada Day Committee meeting be received for
information purposes.
Carried
5. MINUTES OF THE APRIL 25,
2017 AND
MAY 18, 2017 CANADA 150
NEIGHBOURHOOD
ENGAGEMENT SUB-COMMITTEE
(16.0)
April
25 May
18
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the April 25, 2017 and May 18, 2017 Canada 150 Neighbourhood
Engagement Sub-Committee meetings be received for information purposes.
Carried
6. MINUTES OF THE MARCH 16,
2017 AND
APRIL 20, 2017 MARKHAM
ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)
March
16 April
20
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the March 16, 2017 and April 20, 2017 Markham Environmental
Advisory Committee meeting be received for information purposes.
Carried
7. MINUTES OF THE APRIL 24,
2017
MARKHAM PUBLIC LIBRARY BOARD
(16.0)
Minutes
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the April 24, 2017 Markham Public Library Board meeting be
received for information purposes.
Carried
8. MINUTES OF THE MARCH 8,
2017 AND
APRIL 12, 2017 MARKHAM TRAIN
STATION
COMMUNITY CENTRE BOARD
MANAGEMENT (16.0)
March
8 April
12
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the March 8, 2017 and April 12, 2017 Markham Train Station
Community Centre Board Management meetings be received for information
purposes.
Carried
9. MINUTES OF THE APRIL 3,
2017
RACE RELATIONS COMMITTEE
(16.0)
Minutes
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That
the minutes of the April 3, 2017 Race Relations Committee meeting be received
for information purposes.
Carried
10. STATUS OF CAPITAL PROJECTS
AS OF APRIL 30, 2017 (7.0)
Report Exhibit
A Exhibit
B Exhibit
C Exhibit
D
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That the report dated May 11, 2017
entitled “Status of Capital Projects as of April 30, 2017” be received; and,
2) That the amount of $6,529,809 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 on Exhibit B and C be
approved; and,
4) That the surplus funds of $236,008 from
open capital projects be returned to the sources of funding as listed on
Exhibit D; and,
5) That the Non-Development Charge Capital
Contingency Project be topped up from the Lifecycle Replacement and Capital
Reserve Fund by $266,567 to the approved amount of $250,000; and,
6) That the Engineering Capital
Contingency Project be topped up, from the City-Wide Hard Development Charges
Reserve, by $63,611 to the approved amount of $100,000; and,
7) That the Design Capital Contingency
Project be topped up, from the Development Charges Reserve, by $13,952 to the
approved amount of $100,000; and,
8) That the Planning Capital Contingency
Project be topped up, from the Development Charges Reserve, by $81,193 to the
approved amount of $50,000; and,
9) That additional funding requirement of
$140,000 from the Lifecycle Replacement and Capital Reserve Fund be approved
for project #17064 “Core IT Infrastructure”, increasing the budget from
$1,396,290 to $1,536,290; and,
10) That the following in-year new capital
project, subsequent to the approval of the 2017 capital budget, be received;
and further,
|
Project Number
|
Name
|
Budget
|
Funding Source
|
|
17326
|
Thornhill CC Dectron Coil Replacement
|
$18,610
|
Non-DC Capital Contingency
|
11) That Staff be authorized and directed to
do all things necessary to give effect to this resolution.
Carried
11. CONTRACT EXTENSION FOR
WINTER MAINTENANCE CONTRACTS:
(202-T-12) SUPPLY EQUIPMENT TO
PLOW
CITY STREETS FOR WINTER
MAINTENANCE AND
(128-T-03) HIRELD LOADERS
(7.9, 5.10)
Report
Moved by Councillor
Alan Ho
Seconded by Councillor
Don Hamilton
1) That the report entitled “Contract
Extension for Winter Maintenance Contracts: (202-T-12) Supply of Equipment to
Plow City Streets for Winter Maintenance and (128-T-03) Hired Loaders” be
received; and,
2) That Contract 202-T-12 Supply of
Equipment to Plow City Streets for Winter Maintenance be extended to Defina
Haulage Ltd., Donaldson Custom Farming Inc., VBN Paving Limited and Griffith
Property Services Ltd. for an additional two (2) years (November 1, 2017 to
April 1, 2019) as per the original
contract term in the estimated value of
$1,705,260.89 inclusive of HST in year 1;
and,
3) That Staff be authorized to extend
Contract 202-T-12 Supply of Equipment to Plow City Streets for Winter
Maintenance to Defina Haulage Ltd., Donaldson Custom Farming Inc., VBN Paving
Limited and Griffith Property Services Ltd. for a further three (3) years
(November 1, 2019 to April 1, 2022) in the estimated value of $1,719,430.36 inclusive of HST in year 1;
and,
4) That Contract (128-T-03) Hired Loaders
be extended to Griffith Property Services Ltd.,
Larkin Construction and Wilson
Contracting Ltd for an additional five (5) years (November 1, 2017 to April 1,
2022) in the estimated l value of $1,275,780.41 inclusive of HST in year 1;
and,
5) That the tendering process be waived
for recommendation # 3 and # 4 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,
6) That the 2018 – 2022 operating budgets and purchase orders for
contract 202-T-12 and 128-T-03 be adjusted with a price escalation
allowance based on the Consumer Price Index for Canada, all-items (March to
March) and growth (increase in kilometers of roadway), subject to Council
approval; and,
7) That the Q4 2017 financial impact for Contract 202-T-12 of
$1,740.03 and for Contract 128-T-03 of $4,499.51, totalling $6,239.54 be
reported as part of the 2017 year end results; and,
8) That the 2018 operating budget be increased for the 2018
financial impact for Contract 202-T-12 of $43,093.22 and for Contract 128-T-03
of $34,422.11 for a total amount of $77,515.33, subject to Council approval;
and further,
9) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
12. MINUTES OF THE MAY 9, 2017
2018 BUDGET COMMITTEE (16.0)
Minutes
Moved by Councillor
Alex Chiu
Seconded by Councillor
Amanda Collucci
1) That the minutes of the May, 9, 2017 Budget Committee
meeting be received for information purposes; and,
2) That the following recommendation from the May 9, 2017 Budget Committee
meeting be endorsed:
“That
the following 2018 Budget Schedule be approved”
Note: Budget Committee Meeting # 1 was
held on May 9, 2017.
|
Meeting
|
Date
|
Agenda Topic
|
|
Budget Committee Meeting # 2
|
Tuesday, October 10th
|
Economic scan, proposed tax rate increase including
infrastructure investment and status on capital budget
|
|
Budget
Committee Meetings # 3,4, 5
|
Friday
October 13th, Thursday October 19th
Friday
October 27th
|
Capital
Budget
|
|
Budget Committee Meeting # 6
|
Tuesday, October 31st
|
Operating Budget
|
|
General Committee
|
Monday, November 6th
|
Approval of proposed presentation for the public meeting
|
|
Public Meeting
|
Thursday, November 16th
|
Public Budget Consultation meeting
|
|
Budget
Committee Meeting # 7
|
Friday,
November 24th
|
Feedback
from the Public Budget Consultation meeting, Operating Budget, Planning &
Design, Engineering, Building and Waterworks Operating Budgets
|
|
General Committee
|
Monday, December 4th
|
General Committee Decision
|
|
Council
|
Tuesday, December 12th
|
Council Decision
|
|
Press Conference
|
Wednesday, December 13th
|
Press Conference
|
Carried
13. MINUTES OF THE MAY 3, 2017
GERMAN MILLS MEADOW AND
NATURAL HABITAT LIAISON
COMMITTEE (16.0)
Minutes
Brenda Librecz,
Commissioner of Community & Fire Services addressed the Committee and
stated concerns with the proposed recommendation regarding the request to hold
a public meeting to discuss settlement remediation on private property. Staff
noted that they were concerned with the wording of the motion since it is not
clear about what is being expected within a proposal.
The Committee stated
concerns with the recommendation to hold a public meeting without having a
presentation to Council outlining what will be presented at the public
meeting.
There was discussion
with respect to the settlement and remediation on private properties, the
lengthy history associated with the landfill and issues of liability.
Moved by Mayor Frank
Scarpitti
Seconded by Deputy
Mayor Jack Heath
1) That the minutes of the May 3, 2017
German Mills Meadow and Natural Habitat Liaison Committee meeting be received
for information purposes; and,
2) That the following recommendation from
the May 3, 2017 German Mills Meadow & Natural Habitat Liaison Committee
meeting be received only:
“That the German
Mills Meadow and Natural Habitat Liaison Committee recommend to Council that a
public meeting be held to discuss with affected residents/owners the proposal
on settlement remediation and that the program be presented by Staff.”
Carried
14. ENDORSEMENT-IN-PRINCIPLE OF THE
CELEBRATION PARK,
BOX GROVE COMMUNITY PARK AND
CORNELL COMMUNITY PARK
DRAFT CONCEPTUAL MASTER PLANS (6.3)
Presentation Report Appendix
A Appendix
B Appendix
C
Linda Irvine, Manager
Parks and Open Space Development delivered a PowerPoint presentation regarding
the proposed endorsement in principle of the Celebration Park, Box Grove
Community Park and Cornell Community Park draft conceptual master plans.
The Committee
discussed the connection between Celebration Park and the stormwater management
ponds.
The Committee
discussed the proposed bridges that require approval from the Toronto Region
and Conservation Authority (TRCA) within the Box Grove Community Park. There
was discussion regarding the pedestrian crossing into the park, and approval
from York Region for vehicular access from
the Box Grove By-pass. The Committee suggested that staff continue to purse
connecting the park with the stormwater management ponds with a pedestrian
walkway.
There was discussion
regarding the materials used in existing parks such as sand safety surfacing and materials being considered in new parks such
as engineered wood fibre. The Committee inquired about replacing sand safety
surfacing in existing parks with the
engineered fibre. Staff indicated that the engineered wood fibre is being
piloted in new parks, and that replacing the
sand in existing parks would not be cost efficient.
The Committee inquired
whether there will be a connection between the Cornell Community Park and the
Black Walnut School. Staff advised that the proposed plan does permit
integration between the park and school, but will require the School Board’s
permission. There was discussion regarding potential future integration
between Cornell Community Park and the future Rouge National Urban Park.
There was brief
discussion regarding potential future artificial ice surface in any other
location other than the Markham Civic Centre.
There was discussion
regarding the potential to retrofit current tennis courts to pickleball
courts.
Moved by Councillor
Logan Kanapathi
Seconded by Councillor
Don Hamilton
1) That the Staff report and presentation entitled
“Endorsement in
Principle of the Celebration Park, Box Grove Community Park, and Cornell
Community Park Draft Conceptual Master Plans”, dated June 8, 2017 be received;
and,
2) That the Staff presentation on the
three Draft Conceptual Master Plans be received; and,
3) That
the Draft Conceptual Master Plans be advanced to undertake the preparation of
capital budgets and project planning subject to further staff evaluation to
assess sustainability, total cost of ownership, City-wide standards /
allocations and financial implications which could affect the overall elements
within the Draft Conceptual Master Plans; and further,
4) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
There were
no motions.
There were
no notices of motions.
There was
no new/other business.
There were
no announcements.
Moved by Councillor Don Hamilton
Seconded by Mayor Frank Scarpitti
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (12:20 PM):
(1) PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING
MUNICIPAL OR LOCAL BOARD EMPLOYEES (APPOINTMENTS TO BOARD/COMMITTEE) (16.24)
[Section 239 (2) (b)]
General
Committee consented to have this item placed on the June 13, 2017 Council
agenda for consideration.
[Section 239 (2) (e)]
General
Committee received an update on this matter.
[Section 239 (2) (a)]
General
Committee consented to have this item placed on the June 13, 2017 Council
agenda for consideration.
Carried
Moved by Councillor Alan Ho
Seconded by Mayor Frank Scarpitti
That the General Committee rise from the confidential session 12:36
PM.
Carried
Adjournment
Moved by Councillor Alan Ho
Seconded by Mayor Frank Scarpitti
That the General Committee meeting adjourn at 12:36 PM.
Carried