M I N U T E S

COMMITTEE OF THE WHOLE

2004-06-30

Canada Room

 

Attendance

 

Mayor                          D. Cousens Regional Councillors     F. Scarpitti                                     J. Heath                                     J. Jones                                     B. O'Donnell Councillors                   S. Daurio                                     E. Shapero (6:25 p.m.)                                     J. Virgilio                                     G. McKelvey                                     J. Webster                                     D. Horchik                                     A. Chiu

J. Livey, Chief Administrative Officer J. Baird, Commissioner of Development    Services A. Taylor, Commissioner of Corporate Services C. Conrad, Town Solicitor B. Cribbett, Treasurer S. Birrell, Town Clerk P. Miller, Manager, Secretariat Services J. Sales, Commissioner of Community & Fire    Services

The Committee of the Whole meeting convened at the hour of 6:20 p.m. with Mayor D. Cousens in the Chair.

 

 

DISCLOSURE OF INTEREST

 

None declared.

 

 

1.         MINUTES OF COMMITTEE OF THE WHOLE
            - JUNE 22, 2004 (16.0)

 

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Heath

 

That the minutes of the Committee of the Whole meeting held on June 22, 2004 be confirmed.

 

Carried

 

2.         2004 ADVISORY COMMITTEE/BOARD
            APPOINTMENTS (16.24)

 

Moved by Councillor S. Daurio

Seconded by Councillor G. McKelvey

 

Markham Conservation Committee

That the resignation of Eric Wong from the Markham Conservation Committee be received with regret and a letter of appreciation be forwarded;

 

And that staff be directed to determine if a replacement appointment is required and advertise in the local newspapers for interested candidates, if necessary.

 

Carried

 

 

 

3.         2003 MARKHAM FIRE AND EMERGENCY
SERVICES ANNUAL REPORT (7.15)

 

Committee had before it the 2003 Markham Fire and Emergency Services Annual Report.

 

Staff was congratulated on an excellent production, in particular, Irene Chen and John Li.  Committee recommended that future publications include recognition of the association between Markham Fire and Emergency Services and the Town.

 

Moved by Councillor G. McKelvey

Seconded by Councillor S. Daurio

 

That the 2003 Annual Report from the Markham Fire and Emergency Services (MFES) Department be received.

 

Carried

 

 

 

4.         OPENING OF ANGUS GLEN COMMUNITY CENTRE
            IMPACT ON PUBLIC SKATING (6.1)  weblink 

 

Moved by Councillor G. McKelvey

Seconded by Regional Councillor J. Heath

 

That the report titled Opening of Angus Glen Community Centre - Impact on Public Skating be received as information.

 

Carried

 

 

 

5.         SUMMARY OF THE DEVELOPMENT
            CHARGE BACKGROUND STUDY (7.11)

 

Committee had before it the report dated June 28, 2004 from the Commissioner of Corporate Services and the Treasurer providing a summary of the Development Charge Background Study.

 

The Treasurer reviewed the staff recommendations and the report including:

 

            Policy Changes:

            -     definition of apartment units

            -     exemption of temporary buildings and structures from Development Charges

            -     exemption for the creation of additional dwelling units

            -     exemption for the enlargement of existing industrial buildings

            -     timing of calculation and payment

            -     indexing

 

            Policy Issues Under Review:

            -     change in use

            -     mixed use

 

            Soft Services Levels:

            -     comparison of service levels 1999 - 2004

            -     actual charges calculated to date

 

            Hard Services

            -     comparison of services 1999 - 2004

            -     projection to 2021

 

The Director of Engineering spoke to specific hard services and confirmed that staff will bring forward a 10-year plan in fall, 2004.  He also confirmed that other funding sources are being explored.

 

Ms. Cribbett advised that a Public Meeting regarding Development Charges is scheduled for August 3, 2004 at 7:00 p.m..  A background study will be available two weeks prior to the Public Meeting.

 

Moved by Regional Councillor J. Jones

Seconded by Councillor J. Webster

 

That the report titled "Summary of the Development Charge Background Study" be received;

 

And that Council approve the policy changes outlined in this report;

 

And that Council approve the recommendation of staff to only restore the stormwater management facilities that are unstable as a balance of environmental stewardship and financial constraints;

 

And that staff be authorized to meet with the Development Community to review the report and receive input;

 

And that staff provide Council with an information package prior to the release of the Development Charge Background Study to the public;

 

And further that Council approve the scheduling of the Development Charge Public Meeting for Tuesday, August 3, 2004 at 7 pm.

 

Carried

 

 

 

6.         TENDER AWARD CONTRACT 070-T-04 -
RODICK ROAD/ HWY 407 GRADE SEPARATION (5.10 & 7.5)  Weblink

 

Committee had received information from the Director of Engineering confirming satisfactory references for Graham Brothers, the lowest bidder for Tender 070-T-04.

 

Committee requested that staff report back in fall, 2004 regarding Graham Brothers satisfactorily meeting deadlines and communicating with taxpayers.

 

Moved by Councillor G. McKelvey

Seconded by Councillor D. Horchik

 

That the staff report entitled "Tender Award - Contract 070-T-04 Rodick Road/Highway 407 Grade Separation" be received;

 

And that the tender for the construction of Rodick Road/Highway 407 Grade Separation be awarded to the lowest bidder, Graham Bros. Construction Limited in the amount of $8,767,367.32 inclusive of 7% GST ($8,193,810.23 excluding GST);

 

And that the Mayor and Clerk be authorized to execute the contract with Graham Bros. Construction Limited for the construction of Rodick Road/Highway 407 Grade Separation;

 

And that Engineering staff be authorized to retain the consulting firm of Morrison Hershfield Limited to provide construction inspection and contract administration services during construction of the project to an upset limit of $331,325.50 inclusive of 7% GST ($309,650.00 exclusive of GST);

 

And that Engineering staff be authorized to retain a qualified consulting firm to provide materials and foundation testing services during construction of the project for an estimated total cost of $85,600.00 inclusive of 7% GST ($80,000.00 exclusive of GST);

 

And that Engineering staff be authorized to retain the consulting firm of Klienfeldt Consultants as the preferred supplier to provide environmental services relating to the preparation of a Site Specific Risk Assessment and a Soil and Groundwater Management Plan for the former Magna property to an upset limit of $99,510.00 inclusive of 7% GST ($93,000.00 exclusive of GST);

 

And that Engineering staff be authorized to retain the consulting firm of Klienfeldt Consultants as the preferred supplier to provide environmental inspection and monitoring services during the implementation of the Soil and Groundwater Management Plan for the former Magna property to an upset limit of $135,890.00 inclusive of 7% GST ($127,000.00 exclusive of GST);

 

And that a contingency amount totaling $428,000.00 inclusive of GST, ($400,000.00 excluding GST) be reserved for the implementation of a soil management plan to deal with the contaminated soils on the Magna property;

 

And that Purchasing Department staff be authorized to issue purchase orders to 407 ETR for a total amount not to exceed $21,400.00 inclusive of 7% GST, ($20,000.00 exclusive of GST) for the cost of work to be carried out by 407 ETR for the Highway 407;

 

And that funding for the project be provided from the approved Capital Budget accounts and recoveries from the Region of York as identified in this report;

 

And that the Operations and Asset Management staff include in their 2006 and subsequent years operating budgets the estimated value of the annual operating, maintenance and capital depreciation costs for the grade separation and municipal services;

 

And that upon payment of all invoices, any remaining funding be returned to its original funding source.

 

Carried

 

7.         OFFICE FURNITURE MANUFACTURER OF CHOICE
            STEELCASE INC. (7.12)     Report

 

Committee had before it the report dated June 28, 2004 from the Director, Operations and Asset Management and Director, Financial and Client Services with respect to a proposed 5-year Value Proposition Agreement between Steelcase Inc. and the Town.

 

Some discussion took place regarding competitive pricing, furniture styling, and best dollar value.

 

Moved by Councillor S. Daurio

Seconded by Councillor J. Virgilio

 

That the report entitled "Office Furniture Manufacturer of Choice - Steelcase Inc." be received;

 

And that Council reaffirm Steelcase Inc. as the office furniture manufacturer of choice for systems (workstation) furniture at the Civic Centre;

 

And that the manufacturer of choice designation for systems furniture be extended to all Town facilities;

 

And that the Mayor and the Clerk be authorized to execute a 5-year Value Proposition Agreement between Steelcase Inc. and the Town of Markham in a form satisfactory to the Town Solicitor;

 

And that, where appropriate, Steelcase Inc. products be identified and included in the base furniture specifications for future facility capital construction projects;

 

And further that subsequent to the development of the Value Proposition Agreement, staff solicit competitive bids for the supply of Steelcase products from authorized Steelcase dealers.

 

Carried

(See following motion to amend which was Lost)

 

            Moved by Deputy Mayor F. Scarpitti

            Seconded by Regional Councillor J. Jones

 

            That Committee of the Whole item 7, paragraph 4 be amended to change the length of the contract from 5 years to 3 years and the following words be added after the words "... Value Proposition Agreement ...":

 

            "... with an option to renew for two years ...".

 

Lost

 

8.         MARKHAM JAZZ FESTIVAL (4.0 & 3.5)

 

Committee discussed the possibility of permitting the Markham Jazz Festival to be included on the Town of Markham's insurance policy for liability coverage.

 

It was explained that the four major festivals and committees with members appointed by Council are automatically included on the Town's insurance policy.  Some discussion took place regarding the risk of claims in these instances and how such claims may effect the Town's insurance rates.  Staff was requested to report back on this.  It was also suggested that staff investigate the possibility of initiating an insurance policy to cover all community groups which would be properly underwritten and the costs of which would be shared by the participating groups.

 

Moved by Regional Councillor J. Heath

Seconded by Deputy Mayor F. Scarpitti

 

That authority be granted for the Markham Jazz Festival to purchase liability insurance for the festival through the Town of Markham's insurance policy.

 

Carried

 

 

 

 

ADJOURNMENT

 

The Committee of the Whole meeting adjourned at 6:55 p.m.