M I N U T E S

GENERAL COMMITTEE

2007-03-19
Meeting No. 7

Finance & Administrative Issues Community Services Issues

Chair: Councillor J. Virgilio Chair: Councillor A. Chiu

Chair, Budget Sub-Ctte: Councillor D. Horchik Transportation Issues

Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Reg. Councillor G. Landon

Chair: Grants Sub-Ctte: Councillor V. Burke Environment & Sustainability Issues

Chair: Councillor E. Shapero

Attendance

Mayor F. Scarpitti Regional Councillor J. Jones Regional Councillor J. Heath Regional Councillor G. Landon Regional Councillor T. Wong Councillor V. Burke Councillor J. Virgilio Councillor C. Moretti Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi Councillor A. Chiu

J. Livey, Chief Administrative Officer C. Conrad, Town Solicitor A. Taylor, Commissioner of Corporate Services J. Sales, Commissioner of Community & Fires Services J. Baird, Commissioner of Development Services S. Birrell, Town Clerk B. Cribbett, Treasurer A. Seabrooke, Director, Strategic Services P. Loukes, Director, Operations S. Andrews, Director, Asset Management M. Urquhart, Manager, Environmental Leadership B. Nanninga, Executive Assistant to Mayor and Council D. Pearce, Manager, Real Estate R. Hutcheson, Manager, Heritage Planning B. Labelle, Committee Clerk

The General Committee convened at the hour of 9:05 a.m. with Councillor J. Virgilio in the Chair.

DISCLOSURE OF INTEREST

None.

1. CHARACTER COMMUNITY PROGRAM (12.0) Page 1
R. Bullis
Presentation

Mr. R. Bullis, Facility Coordinator, delivered a presentation on the Town of Markham’s Character Community Program. He highlighted the origins of the program and discussed the 2007 initiatives proposed by the Character Community Committee.

It was noted that money received through Celebrate Markham was the primary source of funding for the Character Community Program. The Committee discussed the proposed allocation of program funding to the Markham Sport Council.

Moved by Councillor J. Webster

Seconded by Regional Councillor T. Wong

That the presentation by Mr. R. Bullis, Facility Coordinator, regarding the Character Community program be received;

And that the proposed $15,000 for Character Community initiatives including promotions, guest speakers for staff and the Tony Roman character trophies be approved;

And that the proposed $10,000 to the Markham Sport Council be referred to the Grants Subcommittee for further review and a report back to the next General Committee meeting.

CARRIED

2. STAFF AWARDED CONTRACTS FOR THE MONTH Page 9
OF FEBRUARY 2007 (7.9)
K. Newson, ext. 4711 Report

Committee discussed the cost and effectiveness of the advertising services contracted by the Town with the Economist and Sun. The difficulty in advertising to the Thornhill area was also discussed, given that there is no local paper dedicated specifically to the Thornhill area. Staff confirmed the contract awarded to the Economist and Sun was based on a line rate only.

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the report entitled “Staff Awarded Contracts for the Month of February 2007” be received.

CARRIED

3. MINUTES OF MARCH 5, 2007 GENERAL COMMITTEE (16.0) Page 19

Minutes

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the minutes of the March 5, 2007 meeting of General Committee be confirmed.

CARRIED

4. MINUTES OF THE FEBRUARY 12, FEBRUARY 26 Page 27

AND MARCH 12, 2007 MEETINGS OF THE CANADIAN SPORTS
INSTITUTE OF ONTARIO EXECUTIVE COMMITTEE (6.0, 10.0)
Feb. 12 Feb. 26 Mar. 12

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the minutes of the February 12, February 26, and March 12, 2007 meetings of the Canadian Sports Institute of Ontario Executive Committee be received.

CARRIED

5. MINUTES OF THE FEBRUARY 22, 2007 MEETING OF THE Page 39

ENVIRONMENTAL ISSUES COMMITTEE (3.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the minutes of the February 22, 2007 meeting of the Environmental Issues Committee be received.

CARRIED

6. MINUTES OF THE FEBRUARY 26, 2007 MEETING OF THE Page 45

VARLEY-McKAY ART FOUNDATION (3.0)

Minutes

Staff advised of a recommendation by the Varley-McKay Art Foundation to hold its next meeting at the Arts and Letters Club in Toronto.

Moved by Regional Councillor J. Heath

Seconded by Councillor A. Chiu

That the minutes of the February 26, 2007 meeting of the Varley-McKay Art Foundation be received;

And that the following recommendation by the Varley-McKay Art Foundation at its February 26,2007 meeting be approved:

Whereas the Arts and Letters Club of Toronto will be presenting an exhibition at the Varley Art Gallery in 2008;

And, whereas Fred Varley and all of the Group of Seven artists were Members of the Club;

That, Council be requested to grant approval for the Varley-McKay Art Foundation of Markham Board to hold the April meeting at the Arts and Letters Club in downtown Toronto, at the expense of Foundation Members.

CARRIED

7. LIMOUSINE LICENSING BY-LAW (2.0) Page 51

S. Birrell, ext. 4729
Report

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That a public consultation meeting be held on May 1, 2007, at 5:30 p.m. and residents and both the limousine and taxi industries be invited to attend and provide input into possible revisions to the current by-law to allow owners of limousines the ability to plate limousines they do not own, and for two-way radios in the vehicles;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

8. SUMMARY OF 2006 REMUNERATION AND EXPENSES OF Page 53
COUNCILLORS AND APPOINTEES TO BOARDS AND OTHER
BODIES FOR THE PERIOD JANUARY 1, 2006 TO DECEMBER
31, 2006 (7.0)

R. Raman, Ext. 2013

Report Attachment

There was a discussion regarding the benefit packages for Regional Councillors and the level of compensation received from the Town and the Region of York. The Committee requested a review of the approval process with respect to Councillors attending conferences and suggested the associated costs be deemed discretionary expenses. The Committee also discussed the use of cell phones and whether they should also be considered discretionary expenses.

Staff advised of a previous presentation to the Committee in which amendments to the Councillor remuneration policy were proposed. Staff agreed to bring forward a report to an upcoming General Committee meeting regarding Councillor expenses, including recommendations regarding discretionary and non-discretionary expenses.

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That Council receive for information the March 19, 2007 report entitled “Summary of 2006 Remuneration and Expenses of Councillors and Appointees to Boards and other Bodies for the Period January 1, 2006 to December 31, 2006”;

And that staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

9. APPROVAL OF REVISED BUDGET SCHEDULE (7.4) Page 59

F. Wong, Ext. 2513

Report

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the report dated March 19, 2007 entitled, “Approval of Revised Budget Schedule” be received;

And that the revised budget schedule, as shown in Table 2 (as detailed on the original agenda available in the Clerk’s Department) of the report, be approved;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

10. MARKHAM ENVIRONMENTAL SUSTAINABILITY FUND (3.0) Page 61
M. Urquhart, Ext. 7502

Report Attachment

Mr. D. Hortin, resident, Walden Pond II, addressed Committee regarding his group’s application to the Markham Environmental Sustainability Fund (MESF) which was denied by the Environmental Issues Committee at its meeting on February 22, 2007 because it did not meet MESF funding criteria.

The Committee discussed an application to the Markham Environmental Sustainability Fund (MESF) by Mr. Doug Hortin, resident, Walden Pond II, in which $10,000 was requested to partially fund the installation of high efficiency boilers in the Walden Pond II condominium complex. The Committee agreed on the merit of the program indicating high efficiency boilers greatly reduced the amount of Carbon Dioxide (CO₂) released into the atmosphere. Members discussed the potential to find additional funding outside of MESF for the purposes of creating an incentive for other condominium complexes to undertake similar initiatives.

There was discussion as to whether the application from Walden Pond II met the criteria set out by the MESF application process. Members suggested a mechanism on similar projects could be built into the application process whereby boiler retrofit programs would be limited in number each funding cycle. The Committee discussed the merits of establishing an advisory task force that would be responsible for reviewing applications from condominium groups and Markham businesses who institute measures to increase their environmental sustainability.

Moved by Councillor D. Horchik

Seconded by Mayor F. Scarpitti

That staff report titled “Markham Environmental Sustainability Fund – Spring Funding”, dated February 27, 2007 be received;

That Council approve funding for Town-initiated and Community Projects and fund promotion as evaluated and recommended by staff and the Environmental Issues Committee as set out in this report, in the amount of $29,557.10 as follows:

Town-Initiated Projects

• Karen Boniface, Technical Co-ordinator, Parks Department - $5,906 for Adopt-A-Park - Community Support and Awareness Program

Community Projects

• Pomona Mills Conservationists Inc. - $3,601.10 for a Cleanup/Planting and Signage Program;
• Unionville Villager’s Association - $10,000 for Aerial Pathway Signage;
• 10,000 Trees for the Rouge Valley - $5,250 for a Wildlife Habitat Restoration (including a 5% administration fee for TRCA);
• St. Justin Martyr Council, Knights of Columbus - $4,800 for interpretative signage (2 signs);

to be funded from the Markham Environmental Sustainability Fund (MESF), Account #87 2800168;

And that North American Native Plant Society’s request for $10,000 for a native garden, signage (2 signs) and brochure be deferred as requested by the applicant and Staff;

And that staff report back on the potential to create a separate program that would consider condominium and business building retrofit applications using the following criteria:

· Establish a minimum level of efficiency to be achieved through the retrofit;

· Applicant must proved Energy Audit prepared by a qualified Heating Ventilation and Air Conditioning professional;

· Corporation must provide an MOU to ensure emissions credits will go to the municipality;

· Funding to be provided after equipment installed and operating at the anticipated level of efficiency, as certified by the HVAC professional

· Retrofit projects must serve a minimum number of building units

And that the application by Mr. D. Hortin on behalf of the Walden Pond II Condominium Complex for $10,000 to partially fund the installation of a high efficiency boiler retrofit be deferred until such time that staff bring back this report;

And that Council approve $1,550 for the purchase of small trees for: distribution to Markham volunteers to recognize their efforts and encourage tree planting; and for MESF labels to promote the fund as outlined in this report, to be funded from the Markham Environmental Sustainability Fund (MESF), Account #87 2800168;

And that the Mayor and Clerk be authorized to enter into a memorandum of understanding with 10,000 Trees and TRCA for the transfer and administration of the MESF funding on behalf of the Town, in a form satisfactory to the Town Solicitor;

And that Staff be authorized to do all things necessary to give effect to the above.

CARRIED

11. ENERGY HOG RETIREMENT PROGRAM (3.0, 5.7) Page 147

V. Sawler, Ext. 7523
Presentation

Ms. V. Sawler, Manager, Markham Energy Conservation Organization (MECO), presented information on the Energy Hog Retirement Program, an initiative in which the Town of Markham collected and disposed of inefficient appliances from resident’s homes. Ms. Sawler indicated that the program exceeded expectations by collecting 1,321 appliances and saving approximately 1,500,000 kWh of electricity usage and reducing approximately 1,006 tonnes of Carbon Dioxide (CO₂) emissions. Ms. Sawler advised that the Ontario Power Authority (OPA) was currently working on a similar program.

Moved by Mayor F. Scarpitti

Seconded by Councillor J. Webster

That the presentation by Ms. V. Sawler, Manager, Markham Energy Conservation Organization, regarding the “Energy Hog Retirement Program” be received;

And that staff forward the presentation to the Ontario Power Authority to demonstrate the effectiveness of the program being delivered at the local level.

CARRIED

12. PERMITTED FIELD AGREEMENT (3.0, 6.4) Page 155

A. Seabrooke, Ext. 7522
Report Attachment

Committee discussed the field usage application process. Staff advised the use of fields on Secondary School property is applied for through the Town while applications for the use of Elementary School fields are processed by the respective school board. The Committee expressed concerns over the fact that the Town is wholly responsible for the maintenance of Secondary School fields. Staff advised the services provided were necessary to ensure the quality of the fields which were regularly used by major sporting groups in Markham. There Committee also discussed the quality of fields located on Elementary School properties.

Moved by Councillor J. Virgilio

Seconded by Councillor J. Webster

That the staff report dated February 21, 2007, entitled “Permitted Fields Agreement Report” be received;

And that the Mayor and Clerk be authorized to execute the “Permitted Fields Agreement” between the Town and York Region District School Board included as Attachment A, in a form satisfactory to the Town Solicitor and the Commissioner, Community & Fire Services;

And that the Town no longer permit and maintain York Region District School Board (Y.R.D.S.B.) Elementary School athletic fields;

And that the Town’s Sports Field Coordinator notify any permitted users of Y.R.D.S.B. Elementary fields in writing that they are required to contact the York Region District School Board to secure permits on these fields;

And that the Director of Strategic Services be authorized to approve the list of playing fields the Town wishes to use on an annual basis and to execute any amendments to the Permitted Fields Agreement required to give effect thereto;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution;

And that Staff report back in 2008 with a review of Secondary School and Elementary School field usage after the 2007 season.

CARRIED

13. YRDSB MARKHAM CENTRE SECONDARY SCHOOL

FOR ATHLETICS & HEALTHY LIVING – OUTDOOR
FIELDS (3.0, 6.4, 13.6) Page 165

A. Seabrooke, Ext. 7522

Report Attachment

Mr. G. Babiolakis, Representative, Unionville-Milliken Soccer Club, and Mr. R Herold, President, Unionville-Milliken Soccer Club, addressed Committee and thanked Council for their support. The Mayor congratulated Markham staff for their efforts and also thanked the Unionville-Milliken Soccer Club, Mr. B. Hogarth, Director of Education, York Region District School Board (YRDSB) and Mr. B. Crothers, YRDSB Trustee for their work on the initiative to partner with the YRDSB to upgrade the outdoor sports fields at the School for Athletics & Healthy Active Living.

The Committee expressed concern with the level of involvement from the City of Toronto with respect to the proposed improvements. J. Sales, Commissioner, Community and Fire Services, agreed to bring forward a report in April 2007 updating the Committee on the situation and as well as the status of negotiations with Toronto. Staff indicated a more detailed feasibility study providing technical recommendations would be forthcoming in 2007.

The Committee expressed concern with the maintenance portion of the partnership and with access to onsite amenities during weekends. Staff confirmed that access to washrooms and onsite maintenance would be available seven days a week and noted they had a commitment from the YRDSB to enter into a joint use and maintenance agreement.

Moved by Mayor F. Scarpitti

Seconded by Councillor J. Virgilio

That the report titled York Region District School Board (YRDSB) – Markham Centre Secondary School for Athletics & Healthy Active Living – Outdoor Sports Fields be received;

And that funds be approved to an upset limit of $2million to upgrade two planned natural turf sports fields to artificial turf, to provide lights for all three fields, increases in size of the maintenance and washroom building and equipment, in partnership with YRDSB at the School for Athletics & Healthy Active Living.

And that the $2 million required for this project be funded from Development Charges, 90% of $1.8 million, and the Ramp-Up Reserve, 10% or $0.2 million.

And that the Director, Strategic Services be authorized to negotiate a Joint Use & Maintenance Agreement for the sports fields with YRDSB;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

14. APPOINTMENT TO THE MARKHAM THEATRE ADVISORY Page 171
BOARD (13.6)
Communication

Moved by Councillor J. Webster

Seconded by Regional Councillor T. Wong

That a letter dated March 1, 2007 from Ms. L. Barnes, Manager, Trustee Services, to Ms. S. Birrell, Town Clerk, regarding the appointment of Ms. Elizabeth Richardson, York Regional District School Board Trustee – Area Two, to the Markham Theatre Advisory Board be received.

CARRIED

15. REQUEST REGION OF YORK TO INTRODUCE PROPERTY TAX Page 173
GRANT PROGRAM FOR QUALIFYING SENIORS (13.5.12)

Communication

Moved by Councillor J. Webster

Seconded by Regional Councillor T. Wong

That an extract from the Council of the City of Vaughan to Ms. S. Birrell, Town Clerk, advising of a resolution in which a request was made to the Region of York to introduce a property tax grant program for qualifying seniors be received;

And that this matter be referred to the Treasurer to review options that may be perused locally and/or to provide recommendations as to how the Town of Markham can act as an advocate at the Provincial level.

CARRIED

16. FEDERATION OF CANADIAN MUNICIPALITIES No Attachment

ANNUAL CONFERENCE AND MUNICIPAL EXPO (13.5.12)

Mayor F. Scarpitti urged Councillors to attend the Federation of Canadian Municipalities (FCM) Annual Conference as well as the Association of Municipalities of Ontario (AMO) Annual Conference and that interested Councillors should contact Ms. B. Nanninga, Executive Assistant to Mayor and Council.

Moved by Councillor J. Webster

Seconded by Regional Councillor T. Wong

That the information regarding the Federation of Canadian Municipalities (FCM) Annual Conference and Municipal Expo being held June 1-4, 2007 at the Calgary TELUS Convention Centre, Calgary Alberta be received as information.

CARRIED

17.       CITY OF TORONTO EXPANSION OF Attached
ORGANIC PROCESSING FACILITIES (3.0, 5.7)

Moved by Councillor J. Webster

Seconded by Regional Councillor T. Wong

That the information sheet regarding the City of Toronto’s proposal to expand the number of organic processing facilities be received as information.

CARRIED

------------------------------------------------------

Moved by Councillor A. Chiu

Seconded by Councillor J. Virgilio

That the Committee resolve in camera to discuss a proposed or pending acquisition of land for Town purposes. (11:25)

CARRIED

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

That the Committee rise. (11:40)

CARRIED

------------------------------------------------------

ADJOURNMENT

The General Committee adjourned at 11:40 a.m.