M I
N U T E S
GENERAL COMMITTEE
September 13, 2010
Meeting
No. 19
Finance & Administrative Issues Community Services Issues
Chair: Regional Councillor J. Virgilio Chair: Councillor
A. Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
E. Shapero Chair: Councillor C. Moretti
Alternate formats are available upon request.
Attendance
|
Mayor F. Scarpitti Regional Councillor J. Jones Regional Councillor G. Landon Regional Councillor J. Virgilio Councillor V. Burke Councillor D. Hamilton Councillor C. Moretti Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi Councillor A. Chiu Regrets Councillor. E. Shapero |
J. Livey, Chief
Administrative Officer C. Conrad, Town
Solicitor J. Baird,
Commissioner of Development Services B. Librecz,
Commissioner of Community & Fire Services A. Taylor,
Commissioner of Corporate Services K. Boniface,
Technical Coordinator, Operations J. Chan, Assistant
Town Solicitor N. Cruz, Manager IMS, Waterworks K. Dennison, Manager, Water System Engineering P. Ingham, General Manager, Operations M. Ingwersen, District Manager, West C. Jay, Manager,
Urban Design P. Loukes, Director, Operations J. Lustig, Treasurer A. Moore, Manager,
Purchasing D. Pearce, Real Property
Manager N. Takata, Parks Planner K. Bavington,
Council/Committee Coordinator |
|
The
General Committee convened at the hour of 9:03 a.m. with Councillor J. Virgilio
in the Chair. Councillor J. Virgilio chaired
the Finance & Administrative issues, and Environment & Sustainability
issues. Councillor A. Chiu Chaired Community Services related items.
DISCLOSURE OF
INTEREST
Deputy Mayor J. Heath disclosed an interest with respect to Item # 1, the Minutes of the June 14 General Committee meeting, agenda item 4, Staff Awarded Contracts for the Month of May, by nature of owning shares in Sun Life Assurance. He noted that he had left the meeting at 10:30 a.m. on that date prior to discussion of the matter, and had not taken part in the discussion of or vote on the question of the approval of such matters.
1. MINUTES OF THE JUNE 7, 14, AND 21, 2010
GENERAL COMMITTEE (16.0)
Deputy Mayor J. Heath disclosed an interest with respect to Item # 1, the Minutes of the June 14 General Committee meeting, agenda item 4, Staff Awarded Contracts for the Month of May, by nature of owning shares in Sun Life Assurance. He noted that he had left the meeting at 10:30 a.m. on that date prior to discussion of the matter, and had not taken part in the discussion of or vote on the question of the approval of such matters.
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the June 7, 14, and 21, 2010 General Committee be received
CARRIED
2. MINUTES OF THE JUNE
8, JULY13, AND
AUGUST 10, 2010 SENIORS ADVISORY COMMITTEE (16.0)
June
8 July
13 Aug
10 Terms
of Reference
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the June 8, July 13, and August 10, 2010 Seniors Advisory Committee be received; and,
2) That Seniors Advisory Committee Terms of Reference be adopted as amended at the June 8, 2010 meeting.
CARRIED
3. MINUTES OF THE JULY
17, 2010
JOINT INFORMATION TECHNOLOGY SUB-COMMITTEE
AND COMMUNICATIONS COMMITTEE (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the July 17, 2010 Joint Information Technology Sub Committee and Communications Committee be received.
CARRIED
4. MINUTES OF THE APRIL
19, AND MAY 17
VARLEY MCKAY ART FOUNDATION OF MARKHAM (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the April 19, and May 17, 2010 Varley McKay Art Foundation of Markham be received.
CARRIED
5. MINUTES OF THE MAY 31, 2010
RACE RELATIONS COMMITTEE (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the May 31, 2010 Race Relations Committee be received.
CARRIED
6. MINUTES OF THE MAY
31, 2010
MARKHAM PUBLIC LIBRARY BOARD (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the May 31, 2010 Markham Public Library Board be received.
CARRIED
7. MINUTES OF THE JUNE
17, 2010
ENVIRONMENTAL ADVISORY COMMITTEE (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the June 17, 2010 Environmental Advisory Committee be received.
CARRIED
8. MINUTES OF THE JUNE
23, 2010
SANTA CLAUS PARADE COMMITTEE (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the June 23, 2010 Santa Claus Parade Committee be received.
CARRIED
9. MINUTES OF THE JUNE
7, AND JUNE 21, 2010
CANADA DAY COMMITTEE (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the June 7, and June 21, 2010 Canada Day Committee be received.
CARRIED
10. MINUTES OF THE JUNE
16, 2010
ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the Minutes of the June 16, 2010 Advisory Committee on Accessibility be received.
CARRIED
11. MINUTES OF THE MARCH
31,
AND APRIL 28, 2010 UNIONVILLE
BUSINESS IMPROVEMENT AREA (3.12)
The Committee requested that BIA minutes be received in a timely manner and proper format. Discussions included the lack of clarity and professionalism in the Unionville BIA minutes, particularly with respect to political or personal comments that are included, but are not part of a motion that would reflect support by the majority of the BIA members. It was also noted that meeting schedules and BIA election information are difficult to obtain.
It was suggested that BIA constitutions and procedural regulations be reviewed, and that the Clerk provide training to the BIAs on procedural matters and minute preparation.
The Committee discussed that one BIA workshop has been held with Council and a second workshop will occur in the fall. This venue would be an opportunity for process discussions.
The Committee directed that staff consider including a disclaimer on the agenda making it clear to the public that the minutes of committees are received, and not necessarily endorsed by Council.
The Town Solicitor and Clerk will report back to General Committee on these issues.
Moved by: Mayor F. Scarpitti
Seconded by: Councillor C. Moretti
1) That the Minutes of the March 31, and April 28, 2010 Unionville Business Improvement Area be referred back to the Unionville BIA for revisions and resubmission, under the guidance of the Clerk;
2)
And that the Clerk report back to General Committee on disclaimer
options for Council and Committee agendas when receiving the minutes of other
committees.
CARRIED
12. MINUTES OF THE APRIL
21, MAY 19,
JUNE 16 AND JULY 21 2O10
MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA (3.11)
April
21 1 May
19 June
16 July
21
The Committee noted concerns for the timely receipt and format of BIA minutes and suggested that BIA constitutions and procedural regulations be reviewed, and that the Clerk provide training to the BIAs on procedural matters and minute preparation.
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That
the Minutes of the April 21, May 19, June 16 and July 21, 2010 Markham Village
Business Improvement Area be received.
CARRIED
13. APPOINTMENTS/RESIGNATIONS TO
ADVISORY BOARD COMMITTEES (16.24)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
Environmental Advisory Committee
1)
That the resignation of Mr. Gary Diamond from the
Markham Environmental Advisory Committee be received with regret, and a letter
of appreciation be forwarded (see note 1); and,
2)
That the vacancy be filled following the 2010
Municipal Election; and,
Markham Public Library Board
3)
That the resignation of Ms. Amanda Turner from the
Markham Public Library Board be received with regret, and a letter of
appreciation be forwarded; and further,
4)
That the vacancy be filled following the 2010
Municipal Election.
NOTE
1: The Markham Environmental Advisory Committee is comprised of 14 resident
members; 1 former Chair; and 1 Member of Council. Deputy Mayor Jack Heath
was appointed for the term ending November 30, 2010.
14. APPOINTMENT OF MEMBERS TO THE
MAYOR’S YOUTH TASKFORCE FOR
THE
PERIOD SEPTEMBER 1, 2010 –
JUNE 30, 2011 (16.24)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1)
That
the following appointments to the Mayor’s Youth Task Force be confirmed for the
term September 1, 2010, to June 30, 2011:
LEGEND: R - Returning
NAME SCHOOL GR.
|
|
R Joey
Loi (Co -Chair) |
High
School |
11 |
|
|
RCarmen
Chen |
High
School |
10 |
|
|
RGuruparan
Bagawan |
High
School |
11 |
|
|
RDamilola
Dina |
High
School |
12 |
|
|
Jahmal
Dixon |
High
School |
12 |
|
|
Divya
Shah |
High
School |
9 |
|
|
Janice
He |
High
School |
11 |
|
|
Lydia
Chan |
High
School |
11 |
|
|
|
|
|
|
UNIONVILLE |
RAdrian
Proestos |
High
School |
11 |
|
|
RMaha
Naqi |
High
School |
12 |
|
|
RChristine
Hui |
High
School |
10 |
|
|
RLavinia
Hui (Co-Chair) |
High
School |
12 |
|
|
RJanice
Chu |
High
School |
10 |
|
|
RSharon
Yau |
High
School |
12 |
|
|
Eddie
Wang |
High
School |
9 |
|
|
Tony
Ma |
High
School |
9 |
|
MILLIKEN |
RAlice
Wang |
High
School |
9 |
|
|
REmily
Do |
Elementary
School |
8 |
|
|
Adrian
Uthayagumaran |
High
School |
12 |
|
|
Vishnu
Thillainathan |
High
School |
12 |
|
|
Shirley
long |
High
School |
11 |
|
|
|
|
|
|
THORNHILL |
Arvin
Ighani |
High
School |
12 |
|
|
R Kevin Jen |
High
School |
10 |
|
|
River Wong |
High
School |
10 |
2) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
15. STAFF AWARDED
CONTRACTS FOR
THE MONTHS OF JUNE, JULY AND AUGUST (7.12)
The Committee had the following questions and
comments:
# 043-Q10, Markham Public Library Courier Service:
Staff provided explanations regarding the purpose of
the couriers, and the identical quotes from three bidders.
# 119-Q-10, Consulting Engineering and Project
Management, John Street Bridge over CN Rail:
Staff identified the location, and advised that the
project is for standard repairs. Staff will provide the Committee with a memo
on details of the repairs and projected costs.
# 294-Q09, Armored Cargo Services:
Staff explained the safety and security rational for engaging armoured couriers.
# 138-T-10, Rouge River Erosion Adjacent to 4261 Highway 7:
The Committee noted that the map referred to in the report was not included, and requested that it be provided.
# 169-S-10, John Street – GO Station Feasibility Study:
In response to questions, staff advised that this is a technical study. Recent reviews indicate a continuation of the employment focus in this area, and no comprehensive land use study is being proposed at this time.
# 164-S-10, Design and Construction Administration Services for Restoration of Erosion Site at 19 Rouge River Circle:
Staff confirmed that this is private property.
Moved by: Deputy Mayor J. Heath
Seconded by: Regional Councillor J. Jones
1)
That
the report entitled “Staff Awarded Contracts for the Months of June, July and
August” be received; and,
2)
That
Staff be authorized and directed to do all things necessary to give effect to
this resolution
CARRIED
16. Delegation of
Authority to
Chief Administrative Officer
during the annual summer recess
as per By-law 4-2000 (2.0)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the report entitled “Delegation of Authority to Chief Administrative Officer during the annual summer recess as per By-law 4-2000” be received; and,
2) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
17. Harmonized Sales Tax (HST) – Update (7.3)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the report “Harmonized Sales Tax (HST) - Update ” be received; and,
2) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
18. Contract Extension 128-T-03 Hired Loaders
on
an “as and when” Required Basis (7.12.1)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the staff report entitled Contract Extension 128-T-03 Hired Loaders on an “as and when” Required Basis be received; and,
2)
That the tender process be waived in accordance with
3) That Contract 128-T-03 Hired Loaders on an “as and when” Required Basis be extended for one (1) winter season (2010/11) and an option to extend for one additional winter season (2011/12) at the itemized prices identified in the options/discussion section of this report; and,
4) That the total annual award cost of $526,290 inclusive of HST be funded from the annual operating budget account 700 504 5407 – Construction Equipment & Services, subject to Council approval of the 2011 operating budget; and,
5) That the contract extension for tender 128-T-03, in the estimated annual amount of $526,290 inclusive of HST, be awarded as summarized in Attachment “A”; and further,
6) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
19. June 2010 Year-To-Date
Review of Operations and
Year-End Projection (7.2)
Staff advised that that there has been a
positive surge in activity in 2010 and it is anticipated that the pattern will
continue to the end of the year.
Moved by: Deputy Mayor J. Heath
Seconded by: Regional Councillor G. Landon
1) That the report dated September 13, 2010 entitled “June 2010 Year-To-Date Review of Operations and Year-End Projection” be received.
CARRIED
20. Contract Extension 012-T-03
Rental of Graders for Winter Maintenance (7.12.2)
Moved by: Councillor A. Chiu
Seconded by: Councillor L. Kanapathi
1) That the staff report entitled “Contract Extension 012-T-03 Rental of Graders for Winter Maintenance” be received; and,
2) That the tender process be waived in accordance with Purchasing Bylaw 2004-341, Part 11, Section 7(1) c which states “when the extension of an existing contract would prove more cost-effective or beneficial; and,
3) That Contract 012-T-03 Rental of Graders for Winter Maintenance be extended for one (1) additional winter season (2010/11) and an option to extend for one additional winter season (2011/12) with previously approved itemized prices and be awarded as summarized in ATTACHMENT A; and,
4) That the total annual award cost of $1,276,429 ($1,144,263-Graders, $132,166-Windrow clearing) including HST be funded from the annual operating budget from Operating Account 700 504 5301Winter Maintenance Graders; and,
5) That Staff be authorized to provide standby costs of $45,670 including HST to meet service levels for clearing of windrows from seniors driveways in accordance with the Town’s approved list; and,
6) That the tender process be waived in accordance with Purchasing Bylaw 2004-341, Part 11, Section 7(1) c which states “when the extension of an existing contract would prove more cost-effective or beneficial; and further,
7) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
21. Award of Proposal
063-R-10
Environmental Land Securement Program (7.12)
A request was made for the contractor, Orland Conservation to make a presentation to the Environmental Issues Committee.
Moved by: Councillor J. Webster
Seconded by: Councillor A. Chiu
1) That the report entitled “Award of Proposal 063-R-10 Environmental Land Securement Program” be received; and,
2) That the contract for proposal 063-R-10 Environmental Land Securement Program be awarded to the sole bidder, Orland Conservation, in the annual amount of $62,073.60 inclusive of HST, for a period of two years totaling $124,147.20 inclusive of HST ; and,
3) That the term of the contract shall be for one year with a one year option to renew at the Town’s discretion; and,
4) That a new project budget be established in the amount of $124,147.20 for the contract, including the renewal, where appropriate, and funded from the Environmental Land Acquisition Reserve Fund (087-2800167 ); and further,
5) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
22. AMENDMENT
OF WATERWORKS FEES (5.3)
Moved by: Regional Councillor J. Virgilio
Seconded by: Regional Councillor J. Jones
1) That the report titled “Amendment of Waterworks Fees” be received; and,
2) That the proposed fees outlined in Attachment ‘A’ for service provided by the Waterworks Division be approved effective October 1, 2010; and,
3) That By-Law No. 2002-276 be amended to update the fees set under ‘Community Services – Water’ section of Schedule A, with fees outlined in Attachment A; and,
4) That Staff be authorized to adjust the volumetric rate component of fees in an on-going basis, to match water rates upon approval of new rates; and,
5) That a new Waterworks deferred revenue account be established and funds collected for automatic meter reading/advanced metering infrastructure be deposited to this account; and further,
6) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
23. PILOT SANITARY SYSTEM
DOWNSPOUT DISCONNECTION PROGRAM
EVALUATION AND EXTENDED PROGRAM
IMPLEMENTATION STRATEGY (5.5)
Karen Dennison, Manager, Water System Engineering, advised
that 100% disconnection
had been achieved, at a lower cost than anticipated.
The Committee commended staff on the report and the
accomplishment, and directed that the
2011 projected costs and implications be reviewed by the Working Group
in anticipation of the 2011 budget.
The Committee noted a presentation by York Region at
the Development Services Committee meeting on September 14 regarding the inflow
filtration system, and discussed potential grant funding that may be available
for this program.
Moved by: Deputy Mayor J. Heath
Seconded by: Councillor D. Horchik
1) That the report entitled “Pilot Sanitary System Downspout Disconnection Program Evaluation and Extended Program Implementation Strategy” be received; and,
2) That Council, through the 2011 business planning and budget process, consider extending the Downspout Disconnection Program in selected locations, including provision of a financial assistance package; and,
3)
That the Pilot Downspout
Disconnection Program working group review the report and bring back
recommendations to General Committee; and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
24. 2010 MINISTRY OF ENVIRONMENT DRINKING
WATER
DISTRIBUTION SYSTEM INSPECTION (5.3)
Report Cover
Page 1 2
3
Staff advised that the Town has usually achieved 100% in the past and has put procedures in place to ensure this level is maintained in the future. The Committee requested that terminology that can be understood by the general public, be used in the reporting documents.
Moved by: Deputy Mayor J. Heath
Seconded by: Councillor J. Virgilio
1) That the report titled “2010 Ontario Ministry of the Environment (MOE) Drinking Water Distribution System Inspection” be received; and,
2) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
25. WATERCOURSE
IDENTIFICATION
SIGNAGE (5.3)
Moved by: Regional Councillor G. Landon
Seconded by: Councillor V. Burke
1) That the report “Watercourse Identification Signage” be received and approved; and,
2) That staff proceed with the signing of the Watercourse Identification Signage Memorandums of Understanding for the Don and Rouge watersheds with Brenda Librecz, Commissioner of Community and Fire Services as signing authority for the Town of Markham; and,
3) That watercourse identification signage be manufactured by the City of Toronto and installed by Operations staff on Town roads, and by Region of York staff on Regional roads; and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
26. MARKHAM
TREES FOR TOMORROW
PROGRAM STATUS UPDATE (5.7)
Peter Loukes, Director of Operations introduced this item and expressed appreciation to staff for the success of the program. He recognized the leadership of Paul Ingham and Bob Nicholson, and the efforts of Mark Ingwersen, Nory Takata, Karen Boniface, Catherine Jay, and the cross-commission team.
Mark Ingwersen, District Manager, West, gave a status report presentation, outlining the success of the program, which was implemented in 2007 and has exceeded targets each year. By the end of 2010, over 130,000 trees will have been planted. He gratefully acknowledged the significant contributions of all the participants, volunteers and program partners.
With respect to Legacy items, all departments have committed to intensify tree planting components whenever possible, and will reference the Trees for Tomorrow Streetscape Manual to incorporate best practices. Maintenance practices will continue to adapt and improve to optimize tree health and growth. In the long term view, program elements will be identified and incorporated in Operations annual operating budget for Council’s consideration.
In response to questions, staff advised that the survival rate of the planted trees is 98-99% when watered. The percentage of urban forest has not been determined to date. The Committee noted that the Beckett Farm is planting 2,000 to 3,000 trees from Cornell University that will provide the shade of a mature tree in just a few years, and staff advised that the use of these trees is being considered. Expansion of the project to include private property through the Local Enhancement and Appreciation of Forests (LEAF) program was discussed.
The Mayor thanked Council for supporting this important initiative, and thanked staff for making the program an outstanding success: Commissioner Brenda Librecz, Peter Loukes, Paul InghamBob Nicholson, Mark Ingwersen, Nory Takata, Karen Boniface, and Catherine Jay. Recognition was also given to the many volunteers and partners: schools, corporations, Evergreen, TRCA, and others.
The Committee congratulated the Mayor for this initiative and also thanked staff and participants.
Moved by: Mayor F. Scarpitti
Seconded by: Regional Councillor J. Jones
1) That the Markham Trees for Tomorrow Program Status Report be received; and,
2) That the Town of Markham continues to promote and actively participate in the program; and further,
3) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
NEW BUSINESS
27. ASSISTANT TOWN SOLICITOR
The Committee welcomes Jacqueline Chan, a new Assistant
Town Solicitor.
ADJOURNMENT
Committee adjourned at 10:55 a.m.