M I N U T E S

GENERAL COMMITTEE

2007-02-19
Meeting No.6

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

J. Lustig, Director of Financial and Client Services

J. Ryerson, Director, Varley Art Gallery

S. Andrews, Director, Asset Management

K. Newson, Manager of Purchasing

B. Nanninga, Executive Assistant to Mayor and

Council

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 declared.

1.         PREMIER TAXI PLATE PROGRAM (2.23)                                                        Page 1

S. Birrell, Ext. 4729

Presentation

Ms. S. Birrell, Town Clerk, presented Committee with an update on the Town of Markham Premier Taxi Plate Program. She presented particulars leading up to the implementation of program in 2002, noting the major benefits of an owner/operator plate program including an increase in newer taxi cabs on the road, improved customer service and a reduction in the number of absentee owners. Financial models comparing the long term value of premier plates and regular plates were also presented.

Ms. Birrell advised that current owners of premier plates have expressed interest in the ability to transfer or sell their plates. She noted that the industry would present their concerns at a public information meeting to be held on Tuesday, February 20 at 6:00 p.m.

The Committee discussed the condition of taxi cabs in Markham, the waiting list and the potential for liability with respect to the premier plate program. Members advised that they will discuss concerns with the industry at the public information meeting and the matter would likely be referred to staff to report back to the General Committee with a comprehensive overview of the issue.

Moved by Councillor A. Chiu

Seconded By Councillor J. Webster

That the presentation by Ms. S. Birrell, Town Clerk, on the Premier Taxi Plate Program be received.

CARRIED

2.         MINUTES OF FEBRUARY 12, 2007 GENERAL COMMITTEE (16.0)          Page 15

Minutes

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

That the minutes of the February 12, 2007 meeting of General Committee be confirmed.

CARRIED

3.         MINUTES OF THE OCTOBER 4, 2006 AND THE                                          Page 21

DECEMBER 6, 2006 MEETINGS OF THE MUSEUM BOARD (6.7)

Oct 4    Dec 6

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

That the minutes of the October 4, 2006 and the December 6, 2006 meetings of the Museum Board be received.

CARRIED

5.         2007 ADVISORY COMMITTEE/BOARD                                  No Attachment

APPOINTMENTS (16.24)

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

That the following persons be appointed to the Property Standards Committee for the term ending November 30, 2010:

Wafik Abadir

Chip Au

Yash Kapur

Ken Murphy

Pino Tiberio

CARRIED

6.         STAFF AWARDED CONTRACTS FOR THE MONTH                        Page 39
OF JANUARY 2007 (7.9)

B. Leung, Ext. 3890

Report   Attachments

Committee posed various questions on a number of the awarded contracts for the month of January 2007. Staff presented a general overview regarding Phase One of the Flood Emergency Response Plan. Staff also responded to budget and environmental concerns regarding the Environmental Assessments in progress for the Highway 404 Mid-Block Crossing between Major Mackenzie and Elgin Mills Road, the Highway 404 off Ramp extension at Highway Seven, and the Centurian Drive Reconstruction from Allstate Parkway to Woodbine Avenue.

Committee discussed the possibility to self-insure the Town’s life insurance program for its employees. Staff advised that they would review the potential and report back at a forthcoming meeting.

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

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

CARRIED

7.         ARCHITECTURAL/ENGINEERING SERVICES                                  Page 49
MARKHAM MUSEUM WARD BUILDING
RECONSTRUCTION (3.0, 6.7)

A. Wolfe, Ext. 4874

Report

Staff presented details on the Markham Museum Ward Building Reconstruction project and introduced the proposed architectural firm selected to assist with the project. It was noted that staff had not been advised by the Federal Government as to whether the project would receive funding through Heritage Canada’s Cultural Spaces Canada Program.

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Moved by Councillor D. Horchik

Seconded by Councillor C. Moretti

That the Committee resolve In Camera to discuss confidential legal matter (9:46 a.m.)

CARRIED

Moved by Councillor D. Horchik

Seconded by Councillor A. Chiu

That the Committee rise. (9:50 a.m.)

CARRIED

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Staff indicated their intention to proceed with the first phase in light of having no response from the Federal Government as it would demonstrate the Town’s commitment to the project and assist in securing the grant.

The Committee expressed concern regarding the contingency amount noted as a part of the staff recommendation. Staff commented on the complexities of the project indicating the building required certain environmental conditions to be met while the work was ongoing. Staff advised that the contingency amount was in place to address any complications that may occur as a result. The Committee also commented that further examination may be necessary on the methods used to store and display museum artifacts.

Staff agreed to report back at the end of the architectural schematic design phase to address any cost savings or overruns and to present a status report to the General Committee on the federal grant application.

Moved by Councillor D. Horchik

Seconded by Regional Councillor T. Wong

That the report entitled “Architectural/Engineering Services Markham Museum Ward Building Reconstruction” be received;

And that the Request for Proposal 120-R-06 Architectural/Engineering Services for the Markham Museum Ward Building Reconstruction project be awarded to the highest ranked, lowest priced bidder, the Ventin Group (Toronto) Ltd. Architects, at an estimated cost of $215,000.00, inclusive of disbursements and exclusive of contingency and 6% GST;

And that staff award only the completion of the schematic design, cost not to exceed $40,000, until the Federal Cultural Spaces grant is approved;

And that an allowance of $30,000 for other applicable fees be included in the project budget and be expended in accordance with Purchasing By-Law 2004-341;

And that the award be funded from the Community and Fire Services Capital Account #073 61507004 005 Markham Museum Ward Building Replacement Design in the amount of $325,000;

And that upon payment of all invoices, the remaining balance will be allocated to the construction budget of the project;

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

And that the Mayor and the Clerk be authorized to execute an architect’s agreement, if required, in a form satisfactory to the Town Solicitor.

CARRIED

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Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

That the Committee resolve In Camera to discuss a contractual matter (10:15 a.m.)

CARRIED

Moved by Councillor D. Horchik

Seconded by Councillor A. Chiu

That the Committee rise. (11:42 a.m.)

CARRIED

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4.         MINUTES OF THE JANUARY 8, JANUARY 22 AND JANUARY 29,          Page 27

2007 MEETINGS OF THE CANADIAN SPORTS INSTITUTE
OF ONTARIO EXECUTIVE COMMITTEE (6.0, 10.0)

Jan 8  Jan 22  Jan 29

Members expressed concern that issues discussed at the Canadian Sports Institute of Ontario (CSIO) Committee meetings may relate to matters that fall within the mandate of the General Committee. It was agreed that all CSIO recommendations would come before General Committee for review and approval.

The Committee discussed expenditures related to the CSIO as noted within the minutes from their meeting on January 29, 2007. Staff presented a budget for the CSIO and discussed a number of expenses noted therein. The Committee discussed details regarding a trip to Pennsylvania for the purposes of examining a sports facility complex and whether it required pre-approval from the CSIO Committee. There was also discussion relating to a trip taken to Ottawa for the purposes of meeting with the Provincial and Federal Ministers of Sport. Staff agreed to bring back information regarding both trips.

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

That confirmation of  the minutes of the January 8, January 22 and January 29, 2007 Meetings of the Canadian Sports Institute of Ontario Executive Committee be deferred to the next meeting of the General Committee;

And that staff bring back information on the Pennsylvania trip and the Ottawa trip based on the Town’s current Business Travel Policy.

CARRIED

ADJOURNMENT

The General Committee adjourned at 12:05 p.m.