M I N U T E S

GENERAL COMMITTEE

2007-12-10
Meeting No.33

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 (a: 9:30) 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 (a: 9:35) 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. Baird, Commissioner of Development Services S. Birrell, Town Clerk B. Cribbett, Treasurer W. Snowball, Acting Fire Chief A. Seabrooke, Director, Strategic Services P. Loukes, Director, Operations P. Ingham, General Manager, Operations S. Andrews, Director, Asset Management J. Klaus, General Manager, Waterworks L. Irvine, Manager, Parks and Open Space Planning D. Taylor, Manager, Executive Operations V. Sawler, Manager, Markham Energy Conservation Office C. Raynor, Committee Clerk

The General Committee convened at the hour of 9:00 a.m. with Councillor J. Virgilio in the Chair.

DISCLOSURE OF INTEREST

None disclosed

1. MINUTES OF THE NOVEMBER 26, 2007
GENERAL COMMITTEE (16.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That the minutes of the November 26, 2007 General Committee be received.

CARRIED

2. MINUTES OF THE OCTOBER 29, 2007
BUDGET SUB-COMMITTEE (16.0)
Minutes

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That the minutes of the October 29, 2007 Budget Sub-Committee be received.

CARRIED

3. MINUTES OF THE OCTOBER 29, 2007
BOARD OF VARLEY MCKAY ART FOUNDATION
OF MARKHAM (6.12)

Minutes

Committee was advised that there is a plan to expand the Varley Art Gallery and that further updates will be forthcoming to General Committee.

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That the minutes of the October 29, 2007 Board of Varley McKay Art Foundation of Markham be received.

CARRIED

4. MINUTES OF THE OCTOBER 22, 2007
MARKHAM PUBLIC LIBRARY BOARD (16.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That the minutes of the October 22, 2007 Markham Public Library Board be received.

CARRIED

5. STAFF AWARDED CONTRACTS FOR THE MONTH OF
OCTOBER 2007 (7.4)

Report

The Committee requested that staff compile a list of goods and services provided to Rouge Park in future and that staff make a presentation to the Rouge Park Alliance on the Rouge River Erosion Restoration program.

There was brief discussion surrounding the West Cathedral Fire Station project. It was noted that where repeat designs are commissioned, the Town negotiates a reduction in the architect’s fees.

Moved by Regional Councillor J. Heath

Seconded by Regional Councillor J. Jones

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

CARRIED

6. INTERIM SPENDING AUTHORITY PENDING APPROVAL OF
2008 BUDGET (7.4)

Report

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That Council receive the report “Interim Spending Authority pending approval of 2008 Budget”, dated December 10, 2007;

And that Council approve 50% of the 2007 Operating Budget equal to $100,782,915 as a pre-budget approval for 2008 operating expenditures;

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

CARRIED

7. ADVISORY COMMITTEE APPOINTMENTS (16.24)

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That the following persons be appointed to the Heritage Markham (LACAC) Committee for the term ending November 30, 2010:

Barry Nelson, (Thornhill)

Sylvia Morris, (Unionville)

Ted Sheppard, (Unionville) 

CARRIED

8. BY-LAW TO AUTHORIZE TEMPORARY BORROWING
FOR 2008 (7.4)

Report

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That a by-law be brought forward for Council approval to authorize the temporary borrowing, if required, of an amount not to exceed $100,782,915 from January 1, 2008 to September 30, 2008 and $50,391,457 from October 1, 2008 to December 31, 2008 to meet the current expenditures of the municipality until taxes are collected and other revenues are received;

And that the Treasurer will report back to Council in advance of borrowing, if temporary borrowing is required;

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

CARRIED

9. 2008 INTERIM TAX LEVY AND BY-LAW (7.3)

Report

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That Council authorize an interim tax levy for 2008;

And that the attached by-law be passed to authorize the 2008 interim tax levy.

CARRIED

10. CATHEDRALTOWN – OVERNIGHT PARKING PERMIT
PROGRAM (2.17)

Report

There was brief discussion surrounding overnight parking permit fees in other areas of the Town.

Moved by Councillor D. Horchik

Seconded by Councillor L. Kanapathi

That the report entitled “Cathedraltown Overnight Parking Permit Program” be received;

And that Parking Control By-law 2005-188 be amended to permit overnight street parking within the Cathedraltown subdivision subject to a fee of $30.00 per vehicle per month;

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

CARRIED

11. DANIELS FAIRTY HOUSE – FEASIBILITY STUDY (5.0)

Report Attachment

Mr. C. Smith, President, Markham African Caribbean Association (MACA), spoke to indicate that MACA would be capable of raising one-third of the proposed costs of the Daniels Fairty House Feasibility Study. Mr. Smith noted that if MACA is to provide financial assistance it would anticipate certain perks such as first right of refusal on using the space.

Staff advised that considerable work is required to bring the building up to standard. The Feasibility Study will also consider the function of the building following any renovation or expansion. Staff suggested that the building may provide more community functionality rather than a single use.

Committee noted the importance of considering the integration of surrounding parkland with the new building. Committee also noted that the needs of MACA should be accommodated as they are a successful community group that has been using the building for many years.

Moved by Regional Councillor J. Heath

Seconded by Regional Councillor J. Jones

That the report titled “Daniels Fairty House – Feasibility Study” dated November 1, 2007 be received;

And that the deputation by Mr. Clive Hylton, President, Markham African Caribbean Association be received;

And that Council approve retaining an architect/consultant experienced in adaptive reuse of heritage facilities for community purposes to conduct a feasibility study on the possibility of renovating and expanding the Daniels Fairty House, including a possible connection to and integrated with the parkette to the south, to provide a local community facility;

And that funding in the amount of $20,000 for the feasibility review be obtained from account # 056-6150-7399-005;

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

CARRIED

12. CIVIC CENTRE UNIT-PAVERS REPLACEMENT PROJECT (12.4)

Report Attachment

Staff presented two options for replacing the failing pavers located outside the Markham Civic Centre. It was noted that the current project will only replace the pavers and will not consider replacement of bollards or light standards. However, it was stated that the curbs will be increased in order to allow future upgrades of bollards and light standards if required.

There was considerable discussion surrounding the courtyard at the main entrance. It was noted that the area is used for a number of community events and the space should not be significantly reduced. There was also discussion surrounding the location of disabled parking spaces. It was suggested that the matter be referred for discussion to the Accessibility Committee. Staff agreed to consider alternative locations.

It was noted that the Civic Centre should promote best practices and other suggestions included interpretive signage highlighting the partial green roof over the parking garage; incorporating a stormwater pond on site; enhancing the parkland behind the Civic Centre by installing benches; installing electrical outlets in the courtyard so that the number of extension cords required is reduced; the installation of hydraulic bollards; making better use of the courtyard extending to the Markham Theatre; and the use of permeable pavers.

Moved by Mayor Scarpitti

Seconded by Regional Councillor J. Heath

That the report entitled “Civic Centre Unit-Pavers Replacement Project – Paving Pattern Design Options dated November 16, 2007” be received;

And that Council approves the paving pattern Option ‘A’ as recommended by the Building and Parks Construction Committee for the Civic Centre Unit Pavers Replacement Project;

And that staff report back on issues raised relating to the Civic Centre Master Plan and the proposed partnership with Markham District Energy Inc.

CARRIED

13. ANALYSIS OF THE CURRENT & FUTURE PROVISION OF
SOCCER FIELDS (6.11)

Report Attachment 1 2 3 4 5 6

Mr. A. Seabrooke, Director, Strategic Services, provided a brief overview of the short and long term strategy. Committee suggested that the Benjamin Marr Park is incapable of providing more space for soccer fields.

Moved by Mayor Scarpitti

Seconded by Councillor C. Moretti

That the report titled “Analysis of the Current & Future Provision of Soccer Fields” be received;

And that Council approval the leasing of sports fields at Fletchers Fields as required for the 2008 season to accommodate the loss of use of the Markham District High School soccer fields at a cost not to exceed $7500;

And that the cost be funded from Strategic Services 2008 Operating Budget account 795-998-4272;

And that staff continue to assess the feasibility of construction of soccer fields on lands owned and designated for schools in partnership with the York Region District School Board and the York Catholic District School Board in advance of school construction;

And that staff report back to Committee on the results of investigations with the York Region District School Board and the York Catholic District School Board on advance construction of soccer fields;

And that staff be requested to arrange a tour for Council to view major soccer centres.

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

CARRIED

14. COMMUNITY LEAD TESTING PROGRAM (5.3)

Report Attachment A B

Mr. J. Klaus, General Manager, Waterworks, provided an overview of the Community Lead Testing Program. It was noted that where excessive levels of lead are discovered the Regional Health Officer will be notified and the property owner will be advised of ways to mitigate the problem. It was suggested that longer flushing times will usually reduce lead levels.

Committee requested that some Town owned heritage buildings be included in the Program.

Moved by Councillor V. Burke

Seconded by Councillor J. Virgilio

That the report titled “Community Lead Testing Program” be received;

And that Staff report back to Council with the findings of the Community Lead Testing Program;

And that staff be directed to ensure that municipal water, rather than bottled water, is made available at Council and Committee meetings;

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

CARRIED

15. ACCOUNTABILITY AND TRANSPARENCY POLICY (12.1)

Report Attachment

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

That the proposed Accountability and Transparency Policy attached as Appendix “A” to the staff report dated November 30, 2007 be adopted;

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

CARRIED

16. BUDGET PRE-APPROVAL OF A LIBRARY CAPITAL PROJECT (7.5)

Moved by Councillor J. Webster

Seconded by Regional Councillor G. Landon

That the following recommendation from the December 3, 2007 meeting of the Budget Sub-Committee be approved:

"That Project #8284 - Furniture and Equipment - Replacement Program, for furniture at the Markham Village Library, in the amount of $60,000, be approved."

CARRIED

17. MINUTES FROM BUDGET SUB-COMMITTEE MEETING OF
NOVEMBER 26, 2007 (16.0)

Minutes

Moved by Councillor D. Horchik

Seconded by Councillor A. Chiu

That the minutes of the November 26, 2007 Budget Sub-Committee be received.

CARRIED

18. AWARD OF TENDER 124-T-07 SUPPLY AND DELIVERY OF
VEHICLES (7.12)

Report Appendix A B C

Moved by Councillor C. Moretti

Seconded by Councillor A. Chiu

That Award of Tender 124-T-07 for the Supply and Delivery Vehicles be received;

And that Award of Tender 124-T-07 be split and awarded to the following nine (9) lowest acceptable bidders totalling $699,477.12 including PST and excluding GST as listed in Appendix “A” and summarized below:

· Maciver Dodge for 2 vehicles, totalling $89,456.40

· Foster Pontiac for 4 vehicles, totalling $105,420.96

· Unionville Motors for 1 vehicle, totaling $18,506.88

· Roy Foss Chevrolet for 5 vehicles, totaling $78,429.60

· Giles Chevrolet for 2 vehicles, totaling $44,458.20

· Larkin Chrysler for 1 vehicles, totaling $43,133.04

· Yonge Steeles Ford Lincoln for 9 vehicles, totaling $258,095.16

· Markville Ford for 2 vehicles, totaling $61,976.88

And that funds for these vehicles be provided for in the 2007 Operations Fleet Replacement capital budget account 057 6150 7516 005 and 2007 Waterworks Fleet Replacement capital budget accounts 057 6150 7514 005 and 057 5350 7700 005 and the remaining balance of 2004 Fleet Replacement capital budget account 057 6150 6172 005 as listed below under financial considerations;

And that vehicles (# 9404, 9406, 9407, 9408, 9409, 6093, 6094, 8050, 8051, 8052, 9993, 9603, 9802, 8053, 8041 and 3376) be sold upon delivery of the new vehicles in accordance with Purchasing By-law 2004-341, PART V Disposal of Personal Property and proceeds be posted to account 890 890 9305 Proceeds from Sale of other Fixed Assets;

And that vehicles # 2185, 2196, 2172, 2179, 2188, 2198, 2197 be sold upon delivery of the new vehicles in accordance with Purchasing By-law 2004-341, PART V Disposal of Personal Property and proceeds be posted to account 086 2700 112 Miscellaneous Sales (Waterworks);

And that the specification change for new fleet Waterworks (Item #5 in Appendix A) be changed from a 3/4 ton service van to a 1 ton diesel powered flatbed dump truck at a cost of $6,133.04 to be funded from the Waterworks 2007 Fleet Replacement capital account 057 6150 7514 005;

And that replacement for units 6093 and 6094 (Item #2 in Appendix A) be upgraded to hybrid vehicles at a cost of $18,005.04 to be funded from 2007 Fleet Replacement account 057 6150 7516 005;

And that upon payment of all final invoices, 2004 account 057 6150 6172 005 be closed and any remaining funds be returned to the original funding sources;

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

CARRIED

19. ELECTRICITY PROCUREMENT STRATEGY FOR THE
CORPORATION OF THE TOWN OF MARKHAM (5.7)

Report Presentation Appendix A B C

Ms. V. Sawler, Manager, Markham Energy Conservation Office, presented an overview of the Electricity Procurement Strategy. Mr. T. Boyd, Consultant, WattsWorth, was in attendance to provide clarification on a number of issues. Committee was advised that the proposed strategy goes further than a similar strategy by the City of Hamilton. It is expected that savings in the first year will be in the region of $375,000.

Moved by Councillor E. Shapero

Seconded by Councillor V. Burke

That the Report entitled, “Electricity Procurement Strategy for The Corporation of the Town of Markham” be received;

And that Council authorize the Mayor and Clerk to execute an agreement with energy retailer, Constellation New Energy (CNE), for the purpose of moving the Large Net System Load Shape (LNSLS) accounts to the wholesale spot market until April 30, 2008, or such longer period if deemed appropriate by the Treasurer, in a form satisfactory to the Treasurer and the Town Solicitor;

And that Council authorize the Treasurer to move the interval metered accounts from the Regulated Price Protection (RPP) Plan to the wholesale spot market until April 30, 2008, or such longer period if deemed appropriate by the Treasurer;

And that Council authorize the Mayor and Clerk to execute a service pricing contract with WattsWorth and supply contracts with suppliers qualified by WattsWorth, beginning May 1, 2008, for a one year term with provision for renewal, if deemed appropriate by the Treasurer, in a form satisfactory to the Treasurer and the Town Solicitor;

And that Council authorize the Treasurer or her designate to commit the Town to a supply deal in accordance with WattsWorth’s RFP process if she deems it financially prudent;

And that the Treasurer will report to Council annually with respect to the commodity price hedging agreements in place;

And that a by-law be enacted to adopt the attached Commodity Price Hedging Policy;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution, including renewal of supply contracts in accordance with the recommendations of the Strategy and removing accounts from or returning accounts to the Regulated Price Protection Plan.

CARRIED

20. FIRE DEPARTMENT FEES FOR ATTENDING TO
ACCIDENT SCENES (3.0)

Ms. L. Scavuzzo, local resident, was in attendance to speak in opposition to the fees charged by the Markham Fire Department for attending accident scenes. Ms. Scavuzzo advised that her daughter received an invoice for $801.00 for two fire trucks attending the scene of an accident. Ms. Scavuzzo requested that the fee be waived.

Moved by Councillor E. Shapero

Seconded by Mayor Scarpitti

That the deputation by Ms. L. Scavuzzo, local resident, speaking in opposition to the fees charged by the Markham Fire Department for attending accident scenes be received;

And that the matter of the fees charged by the Markham Fire Department for attending accident scenes be referred to staff;

And that staff examine the policies of other municipalities and report back to the January 14, 2008 meeting of General Committee.

CARRIED

21. ORGANIZERS OF THE ANNUAL HOLIDAY DINNER (12.0)

Moved by Mayor Scarpitti

Seconded by Councillor C. Moretti

That the following members of the Markham Social Club be thanked for organizing the annual Holiday Dinner:

CARRIED

22. EAST MARKHAM COMMUNITY CENTRE (6.6)

There was discussion surrounding a submission by the Markham Stouffville Hospital regarding its proposed expansion. Committee was advised that the matter will be discussed further at Development Services Committee on December 11, 2007. It was noted that the Hospital’s submission does not represent a final design only confirmation that the expansion is capable of being delivered on land currently owned by it.

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Moved by Regional Councillor G. Landon

Seconded by Councillor A. Chiu

That the Committee resolve in camera to discuss a confidential personnel matter and confidential property matters (East Markham and South Markham) (11:05)

CARRIED

Moved by Regional Councillor G. Landon

Seconded by Councillor A. Chiu

That the Committee rise (11:25)

CARRIED

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ADJOURNMENT

The meeting adjourned at 11:35 a.m.