THIRD MEETING OF THE

2008 BUDGET SUB-COMMITTEE

CANADA ROOM, MARKHAM CIVIC CENTRE

NOVEMBER 26, 2007

MINUTES

Budget Sub-Committee:

Councillor D. Horchik, Chair

Regional Councillor J. Heath

Regional Councillor T. Wong (3:00 p.m.)

Councillor V. Burke

Councillor E. Shapero

Councillor J. Webster

Councillor L. Kanapathi

Councillor A. Chiu (1:50 p.m.)

Other Members of Council:

Councillor C. Moretti

Regrets

Deputy Mayor J. Jones

Staff

J. Livey, Chief Administrative Officer

J. Baird, Commissioner of Development Services

A. Taylor, Commissioner of Corporate Services

A. Seabrooke, Commission Lead & Director,

Strategic Services

P. Loukes, Commission Lead & Director,

Operations

B. Cribbett, Treasurer

J. Lustig, Director of Financial and Client Services

S. Chait, Director, Economic Development

S. Andrews, Director, Asset Management

P. Ingham, General Manager, Operations

J. Klaus, General Manager, Waterworks

A. Tang, Acting Manager, Financial Planning

D. Milenkovski, Senior Financial Analyst

J. Kee, Committee Clerk

The third 2008 Budget Sub-Committee meeting convened at the hour of 1:10 p.m. with Councillor D. Horchik in the Chair.

1.         MINUTES OF BUDGET SUB-COMMITTEE

MEETING HELD OCTOBER 29, 2007

Committee expressed concern regarding the process followed relating to items raised at Budget Sub-Committee meetings where follow-up reports have been requested.  Members were advised that staff maintains an abeyance list of such items and reports are prepared accordingly.

It was noted that some reports have been delayed for certain reasons, and it was suggested that staff follow-up more diligently in the future.  In this regard, staff was requested to prepare and monitor a list of items raised at Budget Sub-Committee meetings during the 2008 Budget deliberations that are to be followed-up with staff reports.

Moved by Regional Councillor J. Heath

Seconded by Councillor J. Webster

That the minutes of the Budget Sub-Committee meeting held on October 29, 2007 be adopted.

CARRIED

2.         RESPONSES TO QUESTIONS FROM BUDGET SUB-

COMMITTEE MEETING #2

Committee had before it Appendix A, a document detailing responses to questions from the Budget Sub-Committee meeting of October 29, 2007 (#2).

Concern was expressed regarding Question 6 of the document, which provided an update on the funding status of the Markham Beautification Town Wide Fence Replacement Program.  Staff provided clarification regarding sponsorship and Town funding for the Program, as follows:

“There are remaining funds available in Ward 2 of which $34K are from Sponsors and $34K are from the Town;

The remaining funds available in Ward 8 are $21K from sponsors and $180K from the Town;

The remaining Town’s funding of $180K: $21K will be committed to Ward 8, leaving a Town-wide funding available at $159K.”

Moved by Councillor L. Kanapathi

Seconded by Councillor V. Burke

That the Responses to Questions from Budget Sub-Committee Meeting #2 (October 29, 2007), as amended, be received.

CARRIED

3.         COMPLETION OF REVIEW OF CAPITAL BUDGET

BY EXCEPTION - INCLUDING CHANGES TO CAPITAL

PROJECTS SINCE OCTOBER 29

Mr. J. Lustig, Director of Financial and Client Services, referred Committee to Appendix B, being a revised summary of Capital Programs as of this date.  He noted that Theatre Project #8274, Public Area Upgrade, had been deferred at the last Budget Sub-Committee meeting so that more information could be provided at the next meeting.

Following some discussion, Members were advised that funding has been revised, as follows:  $75,000 will come out of the Capital Improvement Reserve Fund; and $200,000 will be funded from the Life Cycle Replacement Fund.

Moved by Regional Councillor J. Heath

Seconded by Councillor J. Webster

That the Community and Fire Services – Theatre Project #8274, Public Area Upgrade, be approved.

CARRIED

Community and Fire Services – Operations – Parks

Project #8424 – Volunteer Ice Rink – Top Up Program – Committee suggested a proposal to refund volunteer groups for out-of-pocket expenses (plastic membrane, boards, etc.) based on official receipts provided to a maximum of $1,000 per location per year.  Staff was requested to review the matter and the current policy, and provide potential funding options to the next meeting of the Budget Sub-Committee meeting.

Project #8407 – Tree Planting Initiative Making Markham Greener – Committee queried the source of the funding for this Project, and expressed concern that the funds may have been taken from the Markham Environmental Sustainability Fund (MESF).  Staff advised that clarification regarding funding sources will be presented at the next Budget Sub-Committee meeting.  In response to a query regarding the importance of a strategy and detailed plan to monitor the tree planting initiative, staff advised that a report will be presented early in the New Year, which will include methods of measuring progress and funding considerations.

Moved by Regional Councillor J. Heath

Seconded by Councillor E. Shapero

That the Community and Fire Services – Operations – Parks Projects be approved.

CARRIED

Community and Fire Services – Asset Management

Project #8254 – Other Facility Improvements – Replacement Program Concern was expressed that funds were being expended on houses owned by the Town that should be placed on the market for sale.  Staff advised that Legal Services staff is currently reviewing this issue.  Committee noted that work proposed for the property on Reesor Road has been deleted from the Project.  Staff was requested to place this matter on the new list of follow-up items.

Project #8283 – Relocation of Fire Admin and Other Civic Centre Depts. – In response to a query of Committee regarding the reasons that this Project will be expensive, staff advised that the cost will include: demolition of some of the existing facilities at 8100 Warden Avenue; paint; carpeting; new work stations; additional furniture; and electrical work.  This space planning initiative is in conjunction with the Town’s facilities and accommodation strategic plan to help solve the decompression issues in the Civic Centre building.

Work will be carried out at both 8100 Warden Avenue and at the Civic Centre in a phased in approach, and it is expected that it will alleviate growth for the next five to eight years.  Members were advised that every effort is being made to ensure that LEED standards will be followed.  Staff will provide an information report to Council on this project in the New Year.

In response to a query regarding the strategic study for the Anthony Roman Centre, staff advised that this was part of the long range plan

Committee also raised the matter of the need for a re-design of the work space on the 4th Floor (Councillors Area), and staff advised that designs for this area have been forwarded to the Mayor for his consideration and review.

Project #8082 – Civic Centre (Lake Treatment) Air Injector System – Committee discussed alternate possible ways to reduce the murkiness of the water in the Civic Centre Pond, and also requested staff to investigate the possible existence of fish in the water.  Options available regarding the naturalization of the pond will be included in the future staff report on the Civic Centre master plan.

Projects #8358, #8359 and #8445 – Storm Water Management (Bridlewood Pond, Glynwood Pond, and Tuclor Pond Maintenance) – Committee raised concerns regarding the high cost of maintaining the storm water management ponds, and staff advised that discussions have been held recently with developers, and they have now indicated that on-site storage is acceptable.

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the Community and Fire Services – Asset Management Projects be approved.

CARRIED

Community and Fire Services – Capital Works, ROW

Project #8282 – Rehabilitation of the Gas System at Sabiston Landfill – In response to a query of Committee regarding the need for additional funding in 2008, staff explained that the current aerobic system, which has been in place for 6-7 years, takes a lot of maintenance.  A presentation and report are being prepared for early in the New Year, where details will be provided regarding a proposed new anaerobic system.  It was requested that staff include costs incurred over the last decade.

Project #8462 – Bridge Improvement – Elgin Mills Road East (W of 48) – Committee requested staff to provide details on when the bridge was erected.  Members were advised that legislation requires that the Town must have all bridges examined every two years, and any work required is subsequently prioritized.

Project #8366 – Structures Detailed Design for 2009 Construction – Committee requested staff to contact the Region of York regarding the environmental assessment process and on-going maintenance respecting the bridge on Highway 48 between Highway 7 and Highway 407 (Vinegar Dip).

Moved by Regional Councillor J. Heath

Seconded by Councillor A. Chiu

That the Community and Fire Services – Capital Works, ROW Projects be approved.

CARRIED

Community and Fire Services – Operations – Fleet

Project #8105 – Corporate Fleet Replacement Program – Committee queried the rationale for the request for 4 hybrid vehicles and 5 non-hybrid vehicles.  Staff will report back to the next Budget Sub-Committee meeting with a needs analysis, including mileage, age of vehicles and buy-back options.

Committee suggested that the Zamboni ice resurfacing machines may be polluting the air in the hockey rinks, and staff was requested to provide information relating to this possible concern.

Project #8241 – New Fleet – Operations – 2 Stream Garbage Truck – Committee suggested that this new truck could be used for the community recycling bins as a profit centre.  Members discussed the use of the recycling bins, including: current profile and locations; advertising space; the expanded use of this vehicle as a pilot project; concerns regarding littering; and the status of current contract.  Staff was directed to place this suggestion on the new list for future review and report.

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the Community and Fire Services – Operations – Fleet Projects be approved.

CARRIED

Community and Fire Services – Waste Management

Project #8348 – Special Events Recycling – Staff explained the reasons for the additional funding as an opportunity to promote Mission Green at special events with newer bins that include advertising.  Committee suggested that staff consider printing “Zero Waste” on the sides of the new bins.

Moved by Regional Councillor J. Heath

Seconded by Councillor E. Shapero

That the Community and Fire Services – Waste Management Projects be approved.

CARRIED

Community and Fire Services – Contracts and Utilities

In response to a query of Committee regarding innovative services for street lighting, staff advised that a very comprehensive exercise is being undertaken to inventory poles and street lights in Markham, and to also determine the type of lights that should be placed on the poles.  Both LED and solar lighting was discussed, and was noted that LED’s are an evolving, improving technology

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the Community and Fire Services – Contracts and Utilities Projects be approved.

CARRIED

Community and Fire Services – Strategic Services

Project #8457 – Pesticide By-law Public Education Program – Committee noted that there was no funding set aside for By-law Enforcement staff for this Program.  Staff advised that they will report back on this matter at the next Budget Sub-Committee meeting.

Moved by Councillor E. Shapero

Seconded by Councillor J. Webster

That the Community and Fire Services – Strategic Services Projects be approved.

CARRIED

Community and Fire Services – Library

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the Community and Fire Services – Library Projects be approved.

CARRIED

Community and Fire Services – Waterworks

Project #8067 – Cathodic Protection of Iron Watermains Program, and Project #8069 – Cement Relining of Iron Watermains Program – In response to a query of Committee, staff advised that the two programs will be completed in the later part of 2008, and if desirable, an interim report could be presented to Council.

Project #8336 – Sewer Works Projects – Committee requested staff to provide information at the next Budget Sub-Committee meeting regarding the recent sewer back-up on Senator Reesor’s Drive.

Project #8172 – Inflow/Infiltration Program (Source Detection) – Committee queried the status of the downspout disconnect program, and staff advised that a report relating to the storm water management system review and study in Thornhill is being prepared for submission in early 2008.  Members asked that staff provide a status update at the next Budget Sub-Committee meeting, including preliminary costing, and bring forward a more fulsome report, in the New Year.

Project #8316 – Sanitary Lateral Inspection – Staff was requested to provide specific data regarding the exact number of inspections done per year.

Project #8332 – Sewer Effluent Abatement (ph Monitoring Equipment) – In response to a suggestion of Committee that the Town partner with the Region of York on this program, staff noted that the Region would not deal with this as their scope is so small.  The Town is trying to develop a proactive strategy and the funding required for 2008 is for the purposes of purchasing equipment only.

Moved by Councillor C. Moretti

Second by Councillor J. Webster

That the Community and Fire Services – Waterworks Projects be approved.

CARRIED

4.         NEXT STEPS

The Chair advised that Budget Sub-Committee meetings will be held on December 3 and December 10.  The date of the 2008 Budget Breakfast has been changed from Tuesday, January 8 to Tuesday, January 22, 2008.

ADJOURNMENT

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

That the third 2008 Budget Sub-Committee meeting adjourn. (4:15 p.m.)

CARRIED