GENERAL
COMMITTEE
December 13, 2010
Meeting
No. 1
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
|
Deputy Mayor Jack Heath Regional Councillor Jim Jones Regional Councillor Gord Landon Regional Councillor Joe Li Councillor Valerie Burke Councillor Howard Shore Councillor Don Hamilton Councillor Colin Campbell Councillor Alan Ho Councillor Logan Kanapathi Councillor Alex Chiu Regrets Mayor Frank Scarpitti Councillor Carolina Moretti |
John Livey, Chief Administrative Officer Catherine Conrad, Town Solicitor Jim Baird, Commissioner of Development Services Brenda Librecz, Commissioner of Community & Fire Services Andy
Taylor, Commissioner of Corporate Services Jerry Klaus,
General Manager, Waterworks Alan Laver,
Manager, Utilities and Contracts Joel
Lustig, Treasurer Alex
Moore, Manager of Purchasing Sugun Rao,
Manager, Technology Glen Taylor,
Manager, Community Centre Operations Mark Visser,
Manager of Strategy, Innovation & Investments Kitty
Bavington, Council/Committee Coordinator |
|
The General Committee convened at the hour of 1:05 p.m. with Councillor
Alex Chiu in the Chair for Finance and Administrative, and Community Services
related items.
DISCLOSURE OF INTEREST
Deputy Mayor Jack Heath disclosed an interest with respect to Restricted In-camera items related to Labour Relations, and did not take part in the discussion of or vote on the question of the approval of such matters.
Councillor Colin Campbell disclosed an interest with respect to Restricted In-camera items related to Labour Relations, and did not take part in the discussion of or vote on the question of the approval of such matters.
1. MINUTES OF NOVEMBER 22, 2010
GENERAL COMMITTEE (16.0)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the Minutes of the November 22, 2010 General Committee be confirmed.
CARRIED
2. MINUTES
OF THE NOVEMBER 3, 2010
THE FRIENDS OF THE MARKHAM
MUSEUM
FOUNDATION BOARD (16.0)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the Minutes of the November 3, 2010 The Friends of the Markham Museum Foundation Board be received for information purposes.
CARRIED
3. MINUTES
OF THE NOVEMBER 1, 2010
VARLEY MCKAY ART FOUNDATION OF
MARKHAM (16.0)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the Minutes of the November 1, 2010 Varley McKay Art Foundation of Markham be received for information purposes.
CARRIED
4. ADVISORY
BOARD AND COMMITTEE
RESIGNATION (16.24)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
Animal Care Committee
1) That
the resignation of Ms. Tara Sermer from the Animal Care Committee be received with
regret and a letter of appreciation be forwarded.
CARRIED
5. 029-T-07 CONTRACT EXTENSION FOR
ROUTINE & EMERGENCY SEWER AND
WATERMAIN REPAIRS (7.12.1)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the report entitled “029-T-07 Contract Extension for Routine & Emergency Sewer
and Watermain Repairs” be received; and,
2) That contract 029-T-07 for Routine & Emergency Sewer and Watermain Repairs be
extended to Finch Paving (1993) Inc. for an additional one (1) year (January 1, 2011 to December 31, 2011) at the same 2010 itemized pricing in the estimated contractual value totalling $860,714.00 inclusive of HST; and,
3) That the tendering 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,
4) That various 2011 operating budget accounts allocated for these contracted services be
the same as the 2010 budget amount and as listed in Table 1 under Financial Considerations in the amount of $860,714.00 inclusive of HST; and,
5) That the 2011 budget allocated for these contracted services is the same as the 2010
budget amount; and,
6) That the remaining balance be applied to other waterworks projects; and further,
7) That Staff be authorized and directed to do all things necessary to give effect to this
resolution.
CARRIED
6. BY-LAW TO AUTHORIZE TEMPORARY
BORROWING FOR 2011 (7.0)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the report “By-law to authorize Temporary Borrowing for 2011” be received; and,
2) That
a by-law be brought forward for Council approval to authorize the temporary
borrowing, if required, of an amount not to exceed $115,573,134 from January 1,
2011 to September 30, 2011 and $57,786,567 from October 1, 2011 to December 31,
2011 to meet the current expenditures of the municipality until taxes are
collected and other revenues are received; and,
3) That the Treasurer will report back to Council in advance of borrowing, if temporary borrowing is required; and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
7. INTERIM SPENDING AUTHORITY
PENDING APPROVAL OF 2011 BUDGET (7.0)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That
the report “Interim Spending Authority Pending Approval
of 2011 Budget”, be received; and,
2) That Council approve 50% of the 2010 Operating Budget equal to $115,573,134 as a pre-budget approval for 2011 operating expenditures; and further,
3) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
8. 2011
INTERIM TAX LEVY AND BYLAW (7.3)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That Council authorize
an interim tax levy for 2011; and,
2) That the attached
by-law be passed to authorize the 2011 interim tax levy; and further,
3) That staff be authorized and directed to do all things necessary to
give effect to this resolution.
CARRIED
9. DEVELOPMENT
CHARGES INDEXING –
JANUARY 1, 2011 (7.11)
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the report titled “Development Charges Indexing – January 1, 2011” be received; and,
2) That Council approve an increase in development charges of 1.20%, effective January 1, 2011; and further,
3) That staff be directed to do all things necessary to give effect to this report.
CARRIED
10. AWARD OF CONTRACT # 238-S-10
LABORATORY SAMPLING ANALYSIS (7.12.1)
Staff responded to questions regarding ownership of the York-Durham Regional Environmental Laboratory.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Gord Landon
1) That the report entitled “Award of Contract #238-S-10 Laboratory Sampling Analysis” be received’; and,
2) That the contract for # 238-S-10 Laboratory Sampling Analysis be awarded to York-Durham Regional Environmental Laboratory in the estimated contract value of $535,752.00 inclusive of HST for a period of 3 years at the same firm fixed prices per the original contract; and,
3) 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 Town to acquire non-standard items or Professional Services from a preferred supplier”; and,
4) That funds for this contract for the 2011 period be drawn from the 2011 Operating Budget Accounts as listed under financial considerations in the estimated amount of $178,584.00 inclusive of HST, subject to approval of the 2011 operating budget; and,
5) That the 2012 – 2013 estimated amounts be provided within the respective years budget submission for the Waterworks Department; and further,
· 2012 $178,584.00
· 2013 $178,584.00
6) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
11. CONTRACT
EXTENSION FOR WATER
METER READING & BILLING SERVICE
AND CASHIERING SERVICES (7.12)
The Committee
expressed concern for a recommended automatic extension of the contract in two
years instead of coming back to Council for approval, and agreed to delete a
clause pertaining to this issue. Discussions included the practices of other
municipalities, and whether a five-year term should be considered.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Jim Jones
1) That the report entitled “Contract
Extensions for Water Meter Reading & Billing Service
and Cashiering
Services” be received; and,
2) That the contract for Water Meter
Reading & Billing Services be extended for an additional three (3) years
(January 1, 2011 to December 31, 2013) with PowerStream in the amount of
$1,136,862 for 2011, with 3% annual escalation for years 2012 and 2013; and,
3) That the 2011 operating budget for
Water Meter Reading & Billing Services be decreased from $1,426,190 to
$1,136,862 to take into account the negotiated decrease; and,
4) That subject to Council approval of the
Town’s 2011 Operating Budget, funds be provided from account #760-998-5390
Water Billing/Administration; and,
5) That the contract for the Hydro
Cashiering Services reimbursement to the Town be extended for an additional
three (3) years (January 1, 2011 to December 31, 2013) with PowerStream in the
amount of $86,920 for 2011, with 3% annual escalation for years 2012 and 2013;
and,
6) That the 2011 operating budget for the
Hydro Cashiering Services reimbursement be increased from $84,388 to $86,920 to
take into account the negotiated increase; and,
7) That subject to Council approval of the
Town’s 2011 Operating Budget, the Hydro Cashiering Services reimbursement be
allocated to accounts #890-890-8399 and #410-440-3621; and,
8) 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,
9) That the Mayor and Town Clerk be
authorized to execute the extension of the agreement with PowerStream in a form
satisfactory to the Town Solicitor; and,
10) That staff be authorized and directed to
do all things necessary to give effect to this resolution.
CARRIED
12. PROPOSED LICENCE FEE
BY-LAW AMENDMENTS (2.0)
Report Attachment A Attachment B
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the Report entitled “Licence Fee By-law Amendment” be received; and,
2) That the 2011 Operating Budget for Miscellaneous License Fees (Account 310-323-8504) for the By-law Enforcement and Licensing Division be amended to include the anticipated additional late fee revenue of $10,000; and,
3) That future annual licence fee increases be based on a change in the Consumer Price Index in April of each year with such increases being effective January 1st and rounded to the nearest dollar; and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
13. THORNHILL C.C. & LIBRARY (TCC&L)
ASBESTOS ABATEMENT AND REINSTATEMENT (7.12.3)
Report
Attachment 1
Attachment 2
Moved by Regional Councillor Gord Landon
Seconded by Deputy Mayor Jack Heath
1) That the report entitled “Thornhill C.C. & Library (TCC&L) Asbestos Abatement and
Reinstatement” be received; and,
2) That Council approve the reallocation of the uncommitted budget of $539,000 to the Charterhouse Projects Inc. construction contingency purchase order for the purpose of asbestos abatement and the reinstatement of the areas at the TCC&L as outlined in Attachment 2; and,
3) That additional construction contingency in the amount of $539,000 be funded from 070-5350-10511-005 TCC&L Construction Contingency, and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
14. PROVINCIAL OFFENSES ACT COURTS-
AMENDED AGREEMENT (2.0)
Staff responded to questions from the Committee regarding “tax room” methodology, a comparison of historical and proposed practices, and the impacts of the proposed amendment to the agreement. Financial details and revenues for the Region of York were also discussed. It was noted that it will be difficult to restate Markham’s tax rate to reflect this change, and staff advised that York Region is working on a communications plan.
Moved by Regional Councillor Gord Landon
Seconded by Councillor Colin Campbell
1) That the report “Provincial Offences Act Courts – Amended Agreement” be received; and,
2) That the Mayor and Clerk be authorized to execute an amended “York Region Courts Inter-municipal Agreement” in a form and content satisfactory to the Chief Administrative Officer; and further,
3) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
15. PURCHASE OF DESKTOPS, LAPTOPS,
TABLETS AND MONITORS THROUGH THE
ONTARIO PROVINCIAL GOVERNMENT –
MINISTRY OF GOVERNMENT SERVICES DESKTOP
MANAGEMENT SERVICES AND PRODUCTS
PURCHASING AGREEMENT (7.12)
The Committee and staff reviewed the bidding process, and the Province’s determination of the successful company. It was confirmed that the process is public and competitive, and that provisions are in place for downward adjustments if the prices are reduced, based on Provincial monitoring.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Logan Kanapathi
1) That the report entitled “Purchase of desktops, laptops, tablets and monitors through the Ontario Provincial Government – Ministry of Government Services Desktop Management Services and Products Purchasing Agreement” be received; and,
2) That the Ontario Provincial Government – Ministry of Government Services supplier Compugen Inc. be the preferred supplier for the Town of Markham for a period of three (3) years effective January 1, 2011 at the same itemized prices as that of the Province with an option for an additional two (2) year extension for desktop, laptops, tablets and monitors; and,
3) That the Town’s Tender process be waived as the Ontario Provincial Government has undergone their own competitive process and in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (g) which states “Where it’s in the Town’s best interest not to solicit a competitive bid”; and,
4) That the total award of $1,218,505 inclusive of HST impact, be funded from the 2010
approved capital account 49-6150-10076-005 in the amount of $310,000 and the 2011 account funded from account 49-6150-11119-005 Core-Hardware Infrastructure in the amount of $908,505; and,
5) That the 2011 account 49-6150-11119-005 Core-Hardware Infrastructure be pre-approved for the 2011 capital budget in the amount of $908,505 for this award; and,
6) That the Chief Information Officer be authorized to approve any future desktop, laptops, tablets and monitor purchases during the duration of this contract (2011 to 2015) due to growth (new full-time employees and/or new sites) as long as the expenditure is within the approved budget; and,
7) That the Mayor and Town Clerk be authorized to execute a Desktop Management Services and Products Purchasing Agreement with the Ontario Provincial Government – Ministry of Government Services and Compugen Inc. in a form satisfactory to the Town Solicitor; and,
8) That the Mayor and Town Clerk be authorized to execute further Ontario Provincial Government – Ministry of Government Services procurement agreements in relation to ITS requirements such as, cellular phone acquisition/plans, printing and imaging devices/services, server and computer acquisition etc, where it is in the Town’s best interest not to solicit an additional competitive bid where it is within an approved budget and upon receipt of the Chief Administrative Officer’s approval; and,
9) That this report be brought forward to the December 14th, 2010 Council meeting; and further,
10) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
16. 182-S-10
CONTRACT EXTENSION FOR
STREET LIGHTING MAINTENANCE,
REPAIR
AND RELAMPING PROGRAM (7.12.2)
The Committee had a lengthy discussion regarding performance measures
and timely repairs to streetlights. Staff advised that they are confident in
the company’s performance, and outlined repair request processes. The Committee
questioned the service response standards and how they are measuring up. The
Commissioner of Community Services will have a process-mapping exercise completed
and provide an update to the Committee, including call monitoring information
from the Contact Centre.
The Committee noted specifically problems with streetlights on the Donald
Cousens By-pass, and on 14th Avenue between Birchmount Road and Mcnabb
Street. Staff will check on these instances. One problem that has been identified
is the lack of pole identification numbers that hamper the repair crews. Also,
residents often do not know who to call for repair. A suggestion was made that
By-laws and Works Department staff that are working at night could observe and
report any lights that need repair. A communications plan should be established
to make the public aware of who to call, and to advise that multiple language
services are provided through Language Line. The Committee requested further
information on the Language Line service.
Moved by Deputy Mayor Jack Heath
Seconded by Regional Councillor Gord Landon
1) That the report entitled “182-S-10 Contract Extension for Street lighting Maintenance, Repair and Relamping Program” be received; and,
2) That the contract for 2011 Streetlight Maintenance, Repair and Relamping Program be extended to PowerStream for an additional one (1) year (January 1, 2011 to December 31, 2011) at the same 2008 itemized pricing in the estimated contractual amount of $1,005,230 inclusive of HST; and,
3) That the 2011 operating budget for Street Light Maintenance, Repair and Relamping be increased from $965,230 to $1,005,230 to take into account the year over year volume increase; and,
4) That, subject to Council approval of the Town’s 2011 Operating Budget, funds be provided from account #720-720-5497 Street Lighting Maintenance and Repair; and,
5) 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,
6) That the CAO be authorized to renew the contract for an additional three (3) years exercised at one year intervals, subject to performance and based on yearly approval of the Operating budget; and further,
7) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
17. IN-CAMERA MATTERS (8.2, 8.6, 8.5, & 11.0)
Moved by Regional Councillor Gord Landon
Seconded
by Regional Councillor Jim Jones
That, in accordance with Section 239 (2) (b) (c) (d) of the Municipal Act, General Committee resolve into an in-camera session to discuss the following confidential matters:
1) A proposed or pending acquisition or disposition of land.
2) A proposed or pending acquisition or disposition of land.
3) A proposed or pending acquisition or disposition of land.
4) Labour relations. (See Restricted Agenda)
5) New Business: personal matter about an identifiable individual.
Moved by Councillor Don Hamilton
Seconded by Councillor Colin Campbell
That the Committee rise from the in-camera session (4:05 PM)
CARRIED
ADJOURNMENT
The General Committee meeting adjourned at 4:05 PM.