M I N U T E S

GENERAL COMMITTEE

2007-04-23
Meeting No.12

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 T. Wong Regional Councillor G. Landon Councillor V. Burke Councillor. E. Shapero Councillor J. Virgilio Councillor C. Moretti Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi

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 C. Biss, Chief Executive Officer, Markham Public Libraries P. Loukes, Director, Operations S. Andrews, Director, Asset Management D. Taylor, Manager, Executive Operations M. West, Manager, Strategic Initiatives F. Wong, Manager, Financial Planning 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.

1. MARKHAM ASSOCIATION OF TOWNHOME CONDOMINIUM Page 1
OWNERS (MATCO) – ESSENTIAL SERVICES (3.3)

Presentation

Mr. Adrian T. Schollen and Mr. Herbert Taylor, Markham Association of Townhome Condominium Owners (MATCO), presented information regarding their organization and requested that a Task Force be established to explore the Town’s service delivery and whether it can be extended to include condominium properties. The presenters identified a number of options which were likely to be considered including the possibility of delivering services to condominium groups, providing rebates to condominium owners or the assignment of a new classification and associated tax rate for condominium owners.

Moved by Councillor J. Webster

Seconded by Councillor C. Moretti

That the presentation by Mr. Adrian T. Schollen and Mr. Herbert Taylor, MATCO, regarding essential services be received and referred to staff to report back at the May 28, 2007 General Committee with their recommendations.

CARRIED

2. DEPUTATIONS REGARDING EAST MARKHAM COMMUNITY
CENTRE AND LIBRARY (6.6, 6.7)

• Mr. J. Scott, Chair, Markham Stouffville-Hospital Board, Ms. J. Beed, President and CEO, Markham-Stouffville Hospital and Mr. G. Gervais, Chair-Elect, Markham Stouffville-Hospital, were in attendance to support the synergy of the East Markham Community Centre and Library with the Markham-Stouffville Wellness Centre. The presenters discussed the potential for onsite parking, the proposed services to be delivered through the Wellness Centre, and the proposed medical library and Markham library merger.

• Mr. S. Hood, Cornell Rate Payers Association (CRPA), suggested that the size of the library proposed by Staff for the East Markham Community Centre and Library does not allow sufficient space to accommodate the growing population of Cornell. Mr. Hood discussed the possibility of constructing a multi story library building.

• Ms. R.Torrington, President, Cornell Rate Payers Association (CRPA), discussed the ever growing population of the Cornell area and the necessity for proper planning of the Community Centre project. She requested that the Town involve the community and local residents in the planning process through to the construction phase to ensure the final design meets the needs of future users.

Moved by Regional Councillor J. Heath

Seconded by Deputy Mayor J. Jones

That the deputations regarding the East Markham Community Centre and Library be received.

CARRIED

3. EAST MARKHAM COMMUNITY CENTRE AND Staff Report on Page 115
LIBRARY – REVIEW OF OPTIONS FOR SCOP AND
LOCATION (6.6, 6.7)

C. Conrad, Ext. 4737

Mr. A. Seabrooke, Director, Strategic Services, and Town Staff presented information with respect to the future development of the East Markham Community Centre and Library site. A preferred option for development was presented to the Committee along with several others. In each case, Mr. Seabrooke advised of the cost differentials relating to the proposed location of the site and the amenities included in the design. Staff noted that the final detailed site plan and design component would be subject to a public consultation process.

The Committee posed questions relating to the rapid growth of the community adjacent to the proposed site and expressed concerns as to whether several of the options would meet their needs. Members also discussed the potential synergies of the program noting benefits that may occur as a result of partnering with Markham-Stouffville Hospital and developing the Community Centre in concert with the proposed Markham-Stouffville Wellness Centre. Members recommended that Staff review the possibility of partnering with the local school boards.

The Committee discussed the potential placement of the Community Centre and expressed concerns regarding the disparity in costs relating to property available on the east and west sides of Bur Oak Avenue. The Committee suggested that additional community space may have to be included in the design and suggested that Staff review the potential inclusion of an indoor splash pad, a controlled play-activity area for children and/or a small scale amphitheatre. There was discussion regarding the possible need for onsite parking and the Committee recommended that Staff review the cost and feasibility of various forms including underground and above ground structures.

Moved by Regional Councillor J. Heath

Seconded by Regional Councillor J. Jones

That the report entitled “East Markham Community Centre and Library – Review of Options for Scope and Location” be received;

And that the staff presentation dated April 23^rd be received;

And that all options as set out in the report entitled “East Markham Community Centre and Library – Review of Options for Scope and Location” along with Staff’s recommendation and a proposed schedule for public consultation with the community and other interested stakeholders be considered by the General Committee on May 7^th and further that the following recommendation be tabled:

That the Mayor and Clerk be authorized to execute a Memorandum of Understanding with Markham Stouffville Hospital with respect to land acquisition, design, construction and operating arrangements for the Town’s future East Markham Community Centre and Library and the Hospital’s proposed Health and Wellness facility, on a joint development site, in a form satisfactory to the Chief Administrative Officer and the Town Solicitor.”

CARRIED

2. ASSET MANAGEMENT (3.0) Page 15

B. Penner, Ext. 4550

Presentation

Mr. B. Penner, Supervisor, Business Systems Improvement, presented information regarding the Town’s current assets and the process used to determine their rehabilitation schedule. Mr. Penner indicated that the Operations and Asset Management Departments will be developing a scorecard system to classify and report on the Town’s assets. The Committee posed several questions relating to the condition of current bridges, waterways and sewers. Mr. P. Loukes, Director, Operations, presented an update regarding the status of the Town’s pavement management system and highlighted the process used to assess road conditions. Members discussed the progress of road maintenance in Markham to date.

Moved by Regional Councillor T. Wong

Seconded by Councillor L. Kanapathi

That the presentation by Mr. B. Penner, Supervisor, Business Systems Improvement, regarding Asset Management be received.

CARRIED

4. MINUTES OF THE APRIL 16, 2007 GENERAL COMMITTEE Page 43

MEETING (16.0)

Moved by Councillor D. Horchik

Seconded by Deputy Mayor J. Jones

That the minutes from the April 16, 2007 General Committee meeting be confirmed.

CARRIED

5. PURCHASE OF SPONSORSHIP – CANADIAN URBAN Page 59
INSTITUTE’S URBAN LEADERSHIP AWARDS – JUNE 14, 2007 (7.9)

B. Nanninga, Ext. 7510

Report 1

Moved by Councillor D. Horchik

Seconded by Deputy Mayor J. Jones

That Council purchase a table of ten (10) for the Canadian Urban Leadership Awards 2007 in the amount of $1,500 charged to account 840 8415840. Luncheon and awards to be held at the Royal York Hotel, Canadian Room on Thursday, June 14, 2007 at 11:30 a.m.;

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

CARRIED

6. 2007 UNIONVILLE B.I.A. OPERATING BUDGET (7.4) Page 63
F. Wong, Ext. 2513

Report 1

The Committee discussed whether there would be additional cost savings if Town Staff work with the Unionville B.I.A. on strategies relating to costing floral arrangements for the Unionville streetscape program. Staff confirmed that the Town currently assumes many of the costs involved with the beautification initiative in Unionville and agreed to issue of garbage on Main Street Unionville resulting from over-filled Town bins. There was discussion with respect to a possible pilot project for a recycling program to take place in Main Street Unionville and Main Street Markham.

Moved by Councillor D. Horchik

Seconded by Deputy Mayor J. Jones

That the report titled “2007 Unionville B.I.A. Operating Budget” dated April 23, 2007 be received;

And that the 2007 Operating Budget in the amount of $198,178 for the Unionville B.I.A. be approved;

And that the Special Tax Rate levy, in the amount of $199,500, for the Unionville B.I.A. members be included in the 2007 Tax Levy By-law;

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

CARRIED

7. 2007 MARKHAM VILLAGE B.I.A. OPERATING Page 67
BUDGET (7.4)

F. Wong, Ext. 2513
Report 1

The Committee discussed the Markham B.I.A.’s decision to discontinue the publication of the “Village Voice”.

Moved by Councillor D. Horchik

Seconded by Regional Councillor J. Jones

That the report entitled “2007 Markham Village B.I.A. Operating Budget” dated April 23, 2007 be received;

And that the Operating Budget in the amount of $247,593 for the Markham Village B.I.A. be approved;

And that the Special Tax Rate levy, in the amount of $186,045, for the Markham Village B.I.A. members be included in the 2007 Tax Levy By-law;

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

CARRIED

8. AWARD OF TENDER #013-T-07 Page 71
2007 RELINING OF CAST IRON AND DUCTILE WATERMAINS (5.4)
A. Sobti, Ext. 2239

Report

The Committee discussed the monetary allocation related to the project and Members expressed concerns regarding the projected completion date. Staff advised that based on recent water quality analysis there was no need to expedite the program.

Moved by Councillor D. Horchik

Seconded by Deputy Mayor J. Jones

That the titled “Award of Tender #013-T-07 2007 Relining of Cast Iron and Ductile Watermains” be received;

And that the contract for 2007 Relining of Cast Iron and Ductile Watermains be awarded to the lowest priced bidder, Spiniello Companies in the total amount of $928,162.00 exclusive of GST;

And that a contingency in the amount of $100,000.00 exclusive of GST be established to cover any additional construction costs and that the Director of Operations be authorized to approve expenditure of this contingency amount up to the specified limit and to provide a monthly statement of these expenditures to the Town Treasurer;

And that the pre-approval be granted for an additional amount of $28,162.00 from the 2007 Capital budget account 053-6150-7667-005;

And that this contract be drawn from the pre-approved 2007 Capital Budget Account 053-6150-7667-005 as listed below in the amount of $1,028,162.00, exclusive of GST;

And that upon completion of the project the remaining funds be returned to the original funding source;

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

CARRIED

9. AWARD OF TENDER 231-T-06 Page 77
REESOR ROAD BRIDGE REPLACEMENT
OVER LITTLE ROUGE RIVER (7.12.1)
A. Moore, Ext. 2990

Report 1

The Committee commended staff for the efforts to design a replacement program that was consistent with environmentally sustainable practices. There was a brief discussion relating to the Request for Proposal process and costs relating to the project.

Moved by Councillor E. Shapero

Seconded by Councillor V. Burke

That the report titled “Award of Tender 231-T-06 Reesor Road Bridge Replacement Over Little Rouge River” be received;

And that Tender 231-T-06 Reesor Road Bridge Replacement Over Little Rouge River be awarded to the lowest priced bidder, Dufferin Construction Company in the amount of $2,298,156.00, exclusive of GST;

And that a contingency in the amount of $114,908.00, exclusive of GST, be established to cover any additional construction costs and that the Director of Asset Management be authorized to approve expenditure of this contingency amount up to the specified limit and to provide a monthly statement of these expenditures to the Town Treasurer;

And that the award be funded from the 2007 Capital Works Department Capital Project 058-6150-7454-005 Bridges and Culverts Improvement Project in the amount of $2,413,064.00;

That Town Staff consult with the Rouge Park Staff and the Toronto and Region Conservation Authority (TRCA) to advise them of the Town’s schedule and construction practices regarding the Reesor Road Bridge Replacement;

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

CARRED

10. DRAFT 2006 FINANCIAL STATEMENTS (7.2) Page 83

R. Raman, Ext. 2013

Report 1

Moved by Councillor D. Horchik

Seconded by Deputy Mayor J. Jones

That the report “Draft 2006 Financial Statements” be deferred to the April 30, 2007 meeting of General Committee.

CARRIED

11. PROPOSED LICENCE WITH THE CITY OF TORONTO Page 111
FOR TOWN WATER METERING CHAMBER -
MILLIKEN MILLS RESERVOIR (5.3, 8.0)
D. Pearce, Ext. 5988

Report 1

Moved by Regional Councillor J. Heath

Seconded by Deputy Mayor J. Jones

That the report titled “Proposed Licence with the City of Toronto for Town Water Metering Chamber – Milliken Mills Reservoir” be received;

And that Council authorize the Mayor and Clerk to execute a 10 year Licence Agreement with the City of Toronto for the purpose of installing a chamber and an external mounted water meter on lands located within the Milliken Mills Reservoir property, said Licence to be in a form and content satisfactory to the Chief Administrative Officer and the Town Solicitor;

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

CARRIED

13. PUBLIC SPACE RECYCLING CONTRACT EXTENSION (5.2) Page 139

C. Marsales, Ext. 3560

Report

The Committee briefly discussed potential regulations to advertising on public recycling bins.

Moved by Councillor D. Horchik

Seconded by Councillor E. Shapero

That the report titled, “Public Space Recycling Contract Extension” be received,

And that the Town extend the contract with EcoMedia Direct Inc. for a period not to exceed five years at no additional cost;

And that the number of public space recycling units under the contract be increased from 164 units to 170 units;

And that the current contract’s revenue provision to the Town be replaced with an increase in the allocation of the free advertising spaces by the Town from 8 to 20;

And that EcoMedia be requested to aggressively pursue a community based advertising strategy for all recycling stations located in the Town;

And further that the Mayor and Town Clerk execute a contract extension with EcoMedia satisfactory to the Town’s Solicitor.

CARRIED

14. APPOINTMENTS TO THE DON WATERSHED REGENERATION Page 145
COUNCIL 2007 – 2010 (3.0)

Letter

Moved by Councillor L. Kanapathi

Seconded by Councillor C. Morretti

That a letter dated April 2, 2007 from Ms. A. Freeman, Director, Watershed Management and Don Watershed Specialist, to Ms. S. Birrell, Town Clerk providing information and the Terms of Reference for the Don Watershed Regeneration Council, Humber Watershed Alliance and Etobicoke-MIMICO Watersheds Coalition, 2007-2010 be received.

WITHDRAWN

ADJOURNMENT

The General Committee adjourned at 12:25 p.m.