SIXTH MEETING OF THE
2009 BUDGET SUB-COMMITTEE
CANADA ROOM,
JANUARY 12, 2009
MINUTES
|
Budget
Sub-Committee: Mayor F. Scarpitti (2:00
pm) Deputy Mayor J. Heath Regional Councillor J. Jones Councillor V. Burke Councillor E. Shapero Councillor J. Virgilio Councillor J. Webster Councillor C. Moretti Councillor D. Horchik, Chair Councillor L. Kanapathi (2:20 pm) Councillor
A. Chiu (1:55 pm) Regrets: Regional Councillor T. Wong Regional Councillor G. Landon |
Staff J. Livey, Chief Administrative Officer J. Baird, Commissioner of Development Services A. Taylor, Commissioner of Corporate Services B. Librecz, Commissioner of Community and Fire Services J. Lustig, Director of Financial and Client Services D. Taylor, Acting Director, Strategic Initiatives C. Biss, CAO, P. Loukes, Director, Operations S. Andrews, Director, Asset Management J. Ryerson, Director, Culture N. Kenea, Chief Information Officer B. Snowball, Acting Fire Chief G. Taylor, Acting Director, Recreation Services J. Klaus, General Manager, Waterworks B. Walter, District Manager, East S. Tam, Manager, Business Planning and Innovation A. Tang, Manager, Financial Planning J. Kee, Committee Clerk |
The Sixth 2009 Budget
Sub-Committee meeting convened at the hour of 1:35 p.m. with Councillor D.
Horchik in the Chair.
1. MINUTES FROM THE DECEMBER
8, 2008 BUDGET
SUB-COMMITTEE
MEETING
Moved by Councillor C. Moretti
Seconded by Councillor J. Webster
That the minutes of the December 8, 2008 Budget Sub-Committee meeting be adopted.
CARRIED
2. RESPONSES TO
QUESTIONS FROM PREVIOUS BUDGET
SUB-COMMITTEE
MEETINGS
Members had before them responses to four (4) questions raised at previous Budget Sub-Committee meetings.
Milliken Mills Library Feasibility Study In response to a query from Committee, staff advised that the Parks, Recreation, Culture and Library Master Plan must be completed first, and it is expected that the results of the Master Plan and the results of the Milliken Mills Library Feasibility Study will be presented to Council in the fall of 2009.
Train Anti-Whistle Project Staff advised that the total proposed expenditures related to the implementation of anti-whistling requirements, is $595,000 and that $317,900 is included in the 2009 Capital Budget, (2008 included $182,100), subject to discussions with York Region and other stakeholders.
Planning Top-Up Projects Committee requested staff to amend the description relating to the Environmental Planning Program by removing the statement: finalizing the environmental footprint in the area, and replacing it with the following statement: protecting the natural heritage system.
Moved by Councillor V. Burke
Seconded by Deputy Mayor J. Heath
That the responses to questions from previous Budget Sub-Committee meetings, attached to the Agenda as Appendix B, be received, as amended.
CARRIED
3. RAMP-UP RESERVE
CONTINUITY SCHEDULE
Mr. Lustig, Director of Financial and Client Services,
distributed copies of a revised Ramp-Up Reserve Continuity Schedule (Appendix
C), which had been requested at the last Budget Sub-Committee meeting, with
respect to the funding of winter maintenance, the Cornell Fire Station, CSIO
and the next community centre/library.
Mr. Lustig reviewed the Schedule, and explained
the various inflows and outflows up to 2016.
It was noted that the projected 2009 ending balance, in the amount of
$3,485,000, will be transferred into the Corporate Rate Stabilization Reserve.
Moved by Councillor A. Chiu
Seconded by Councillor E. Shapero
That the revised Ramp-Up Reserve Continuity
Schedule, Appendix C, be received.
CARRIED
4. RECONSIDERATION OF
PREVIOUSLY
APPROVED
RESOLUTIONS
Members were advised that the personnel costs for the Cathedral Fire Station and the East Markham Community Centre are fully ramped-up, and the previous direction of the Budget Sub-Committee, on November 24, 2008, to delay the opening of these facilities would have no impact on the 2009 Operating Budget.
Following some discussion, the Chair reviewed the procedural process necessary to reconsider a matter.
Cathedral Fire Station
Moved by Councillor J. Virgilio
Seconded by Councillor A. Chiu
That the matter of the opening of the Cathedral Fire Station, dealt with by the Budget Sub-Committee at its meeting of November 24, 2008, be reconsidered.
CARRIED
(Two Thirds Vote Required and Obtained)
Moved by Regional Councillor J. Jones
Seconded by Councillor J. Virgilio
That the opening of the Cathedral Fire Station be delayed by 3 months.
LOST
Moved by Councillor J. Virgilio
Seconded by Councillor A. Chiu
That Committee reaffirm the opening of the Cathedral Fire Station in accordance with the original construction schedule.
CARRIED
Moved by Mayor F. Scarpitti
Seconded by Councillor C. Moretti
That the matter of the opening of the East Markham Community Centre, dealt with by the Budget Sub-Committee at its meeting of November 24, 2008, be reconsidered.
CARRIED
(Two Thirds Vote Required and Obtained)
Moved by Regional Councillor J. Jones
Seconded by Councillor J. Virgilio
That the opening of the East Markham Community Centre be deferred by 1 year, from 2012 to 2013.
LOST
Moved by Regional Councillor J. Jones
Seconded by Councillor J. Virgilio
That Committee reaffirm the opening of the East Markham Community Centre in accordance with the original construction schedule.
CARRIED
5. COUNCILLORS
REQUESTS
Committee was provided with a listing of twenty-one (21) Councillor requests for items to be included in the 2009 Budget, with corresponding comments from staff. Members discussed the following items:
Purchase of Portable Stage for Public Events The suggestion to purchase a portable stage that could be rented on an as-needed basis was discussed. Staff was requested to prepare a report for consideration of Council, and for possible 2010 Budget deliberations, providing the following information:
· Partnership/sponsorship potential
· Benefits to Town and community, i.e. marketing tool with Town logo
· Operating costs, including labour, storage, maintenance
· cost recovery potential
· include list of user groups and size of the stage used for different events
CARRIED
Removal of
Telecommunications from Councillors Discretionary Budget Members were advised that a presentation on Council Expenses had
been delivered to General Committee at its meeting of October 6, 2008, and had
been deferred. Some concern was
expressed that now was not the time for Council to make changes to the Council
Expense policy, with the possible exception of telecommunications related
matters.
Moved by Councillor J. Virgilio
Seconded by Mayor F. Scarpitti
That staff be requested to provide summary information to the next Budget Sub-Committee meeting with respect to the removal of telecommunications items from the Councillors Discretionary Budget.
CARRIED
Sign Replacement/Upgrade Program Some concern was expressed regarding damaged and faded signs within the Town. Staff provided a Briefing Note on the status of the sign replacement/update program, noting that $50,000 has been included in the 2009 Operating Budget for this program.
Moved by Deputy Mayor J. Heath
Seconded by Councillor A. Chiu
That the Briefing Note dated December 19, 2008 and entitled Street Name Sign Replacement/Capital Project, be placed on the Community Services portion of a future General Committee agenda for information.
CARRIED
Milliken Mills Park In response to a query regarding the status of the Milliken Mills Park and future planning, staff advised that they will provide an update on the retrofit work being undertaken, and depending on the status of the Parks, Recreation, Culture & Library Master Plan, future needs could also be addressed.
Unionville Train Station Board Concern was expressed regarding the lack of progress on this matter since it was raised in 2008. Staff advised that dialogue has taken place, however, there are many issues to be resolved, including: governance; terms of reference; and mandate of a board.
Members were also advised that a proposal is being put forward to establish the Stiver Mill as a cultural centre, and it was suggested that both issues could be considered jointly.
Moved by Deputy Mayor J. Heath
Seconded by Councillor J. Virgilio
That the matter of establishing a Board for the Unionville Train Station, and the matter relating to a potential cultural centre located at the Stiver Mill in Unionville be referred to the Commissioner of Community and Fire Services for report, and
That the report include information relating to the governance of a Train Station Board, and future plans for the Stiver Mill.
CARRIED
Downspout Disconnection Program - Staff distributed copies of a Briefing Note, dated January 12, 2009, on the status of the sanitary and storm sewer components of the Downspout Disconnection Program. Committee expressed some concern regarding the time frame involved, and staff advised that efforts will be made to accelerate the report to Council on the results of the pilot program implemented in Thornhill, in addition to the results of the Thornhill Stormwater Flood Remediation Study.
6. CONTINUATION WITH
THE REVIEW OF THE 2009
CAPITAL BUDGET
Committee had before it for consideration the remaining 2009 Capital and Other Programs Budget by Department, BSC Version dated January 12, 2009.
DEVELOPMENT SERVICES
The Director of Financial and Client Services noted that five (5) new requests had been submitted by Development Services, as follows:
Development Services
Economic Development
Project #9354 ISCM/NCMDD Leasehold Improvements $160,000 - Members were advised that the Project is to provide leasehold improvements to a new location for the Innovation Synergy Centre in Markham (ISCM), and the National Centre for Medical Device Development (NCMDD). Participation from other agencies is being encouraged, including the Province. Staff noted that a report, including concept and governance, will be presented to Council later in the year for final approval.
Moved by Mayor F. Scarpitti
Seconded by Councillor L. Kanapathi
That Development Services
Economic Development Project #9354, ISCM/NCMDD be approved, subject to the
participation of the
CARRIED
Development Services
Planning
Project #9355 Cycling,
Pathways and Trail Implementation - $725,000 Members were reminded that
funding has been received from the Province to establish multi-use pathway
connections including Highway 7 and
Moved by Mayor F. Scarpitti
Seconded by Councillor J. Webster
That Development Services Planning Project #9355, Cycling, Pathways and Trail Implementation be approved.
CARRIED
Development Services -
Design
Project #9350 SE Community Centre Park Two Soccer Fields - $930,000 The purpose of the project is to construct two full sized irrigated soccer fields in Ward 7 with associated gravel parking lot, pathways and site furnishings. Committee requested staff to report back to the next Budget Sub-Committee meeting on the feasibility of some kind of staging/bandshell at this location that would allow for outdoor events, and include estimated costs as well.
Moved by Councillor L. Kanapathi
Seconded by Councillor C. Moretti
That Development Services Design Project #9350, SE Community Centre Park Two Soccer Fields be approved, and
That staff report back to the next Budget Sub-Committee meeting regarding the feasibility of constructing a bandshell or other kind of staging at this location for outdoor events; and
That estimated costs also be included in the report.
CARRIED
Development Services -
Engineering
Project #9310 Woodbine By-pass, Phase 2B and 3 - $3,977,500 - It was noted that pre-approval of Council is required.
Moved by Mayor F. Scarpitti
Seconded by Deputy Mayor J. Heath
That Development Services Engineering Project #9310, Woodbine By-pass, Phase 2B and 3 be approved, and
That this project be forwarded to General Committee for pre-approval.
CARRIED
Project #9351 Road to Southeast
Community Centre (
Moved by Councillor L. Kanapathi
Seconded Councillor C. Moretti
That Development Services
Engineering Project #9351 Road to Southeast Community Centre (
CARRIED
CORPORATE SERVICES - INFORMATION TECHNOLOGY
The Director of Financial and Client Services explained that the Information Technology Departments Capital Projects had been referred by Budget Sub-Committee to the Information Technology Sub-Committee for review and consideration. Members were advised that two meetings of the Committee were held on November 11 and December 17, 2008, and the minutes of both meetings were being presented this date for information.
Projects presented were as follows:
Project #9012 Backflow Prevention Management System (Waterworks) - $57,800
Project #9020 Job Costing System/Module (Finance) - $70,000
Project #9023 Point of Sale Terminals (Finance) - $38,900
Project #9032 QMS Management Software (Waterworks) - $50,000
Project #9035 - Building
Inspection
Project #9036 Antennae and Radio for Back-up EOC (Fire) - $7,000
Project #9043 Rugged Laptop for Operations Fleet Management (Operations) - $10,000
Project #9045 MFD Lease Conversion (Building Standards) - $18,000
Project #9046 MPL 3M Equipment Replacement (Library) - $95,000
Project #9047 Replacement MFD (Building Standards) - $3,000
Project #9326 ITS Core Base Architecture - $50,000
Project #9339 Information Management Implementation - $100,000
Project #9340 - Wireless Data & Voice Communication Strategy Implementation - $480,000
Project #9047 Replacement MFD - $3,000 - Members were advised that the cost of this Project will have to go back to $15,000, and this will be discussed further with the Chair of the Information Technology Sub-Committee.
Project #9340 Wireless Data & Voice Communication - $480,000 - In response to a request for further information, the Chief Information Officer advised that a study had been conducted in 2008 to review current communication systems used by Town staff, to determine needs and to investigate new technology. Funding for this Project would implement the strategy recommended in the Study, and a fulsome report will be presented to Council for final approval, prior to the project being initiated.
Moved by Deputy Mayor J. Heath
Seconded by Councillor J. Webster
That all of the Corporate Services - Information Technology Projects as presented be approved.
CARRIED
COMMUNITY AND FIRE SERVICES
Members continued to review the remaining Capital Projects by exception, as follows:
Community & Fire Services
- Museum
Moved by Councillor C. Moretti
Seconded by Mayor F. Scarpitti
That Community & Fire
Services Museum Projects #9092 Museum Exhibits - $15,000; #9093 Museum
Artifact Restoration - $15,000; and #9094
CARRIED
Community & Fire
Services Arts Centres
Moved by Mayor F. Scarpitti
Seconded by Councillor J. Virgilio
That Community & Fire Services Arts Centres Projects #9098 Varley Art Gallery Expansion Project - $2,580,000; and #9099 Arts Centre Exterior Signage Replacement - $19,400 be approved.
CARRIED
Community and Fire Services
Recreation & Library Construction
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
That Community and Fire Services Recreation & Library Construction Project #9102 East Markham Community Centre Budget uplift - $14,500,000 be approved.
CARRIED
Community and Fire Services
Fire and Emergency Services
Project #9017 East Markham Fire Station Design and Construction - $3,504,000 - Committee asked if consideration has been given to using geothermal technology for the heating source for the proposed East Markham Fire Station. Members were advised that Markham District Energy will be providing the heating and cooling for both the East Markham Fire Station and the Community Centre, and MDE has commissioned a study on alternative sources of power, including geothermal; solar and biomass energy, the results of which may impact the two new facilities.
Project #9108 Furniture, Fixtures and Equipment for East Markham Fire Station - $500,000 -Committee queried the rationale to include this Project in the 2009 Capital Budget , as it appeared to be premature. Staff was requested to report back to the next Budget Sub-Committee meeting on the reasoning for this inclusion.
Moved by Mayor F. Scarpitti
Seconded by Councillor J. Webster
That Community and Fire Services Fire and Emergency Services Projects be approved, as follows:
· Project #9106 Firefighter Tools and Equipment - $104,000
·
Project #9107
·
Project #9108 Furniture,
Fixtures, and Equipment for
· Project #9111 Special Responses - $100,000
CARRIED
Community and Fire Services
Recreation Services
Project #9142 Warden House Vinyl Siding Installation - $7,600 - It was noted that Vinyl Siding Installation be corrected to Exterior Painting.
In response to a query regarding the general disposal of carpet, tile, water tanks, etc., staff advised that such fixtures and equipment are either donated, recycled, or sent to scrap metal dealers. In addition, staff ensure that low-emission paint, carpeting, and tiles are purchased whenever possible.
Project #9153 Community Safety Plan - $75,000 - Committee queried the process relating to the Community Safety Plan, and staff advised that there will be an extensive consultation process conducted.
Moved by Mayor F. Scarpitti
Seconded by Councillor A. Chiu
That all of the Community and Fire Services Recreation Services Projects be approved, as presented.
CARRIED
Community and Fire Services
Roads
Project #
Project #9176 Storm Sewer Inspection Annual Program - $104,000 Committee requested staff to provide a report to General Committee in the spring on the annual cost of the storm sewer inspection and improvements program, including expected completion date; percentage per year; rate per year; inspection process; the status of the storm sewers; and if possible, an update on the national bench-marking system and comparatives with other municipalities.
Project #9171 Parking Lots - $506,100 Committee asked that staff consider a pilot project test site with permeable pavement and report back to Council. Staff suggested that trail areas or turf roads could be considered for such a pilot project.
Project #9181 Entrance Feature Rehabilitation - $106,800 In response to a query of Committee regarding the preparation of a list of entrance locations, staff advised that this matter had been discussed among members of the Beautification Committee. Staff are currently reviewing the matter and will a report is expected by the end of March on the areas of Greensborough and Berczy. A broader Town Policy will be addressed at a later time.
Moved by Councillor A. Chiu
Seconded by Councillor C. Moretti
That the Community and Fire Services Operations Roads Projects be approved, as presented.
CARRIED
Community & Fire
Services Parks
Committee queried the current policy with respect to the location and installation of splash-pads, and Members were advised that Council has directed that one major splash-pad be installed in each of the Towns communities, rather than in each Ward, and then if funds allow, splash-pads would be located wherever appropriate. The Commissioner of Development Services was requested to forward information to Members of Committee detailing this current policy.
Project #9196 Dog Off Leash Area Fencing Annual Program - $40,000 Staff was requested to clarify the policy on Dog Off Leash Area Fencing relating to cost recoveries, and whether resident groups are responsible for the cost of installing fencing, and report back at the next Budget Sub-Committee meeting.
Project #9190 Adopt-a-Park and Colour Your Corner Annual Program - $15,000 Committee suggested that staff contact residents groups by email regarding the promotion of these programs.
Moved by Councillor A. Chiu
Seconded by Regional Councillor J. Jones
That the Community and Fire Services Operations Parks Projects be approved, as presented.
CARRIED
Community & Fire
Services Facility Assets
Project #9210 Satellite Community Centre Improvements Annual Program - $181,000 Staff was requested to check that this Project was not in a previous Budget and report back.
Project #9222 Centennial Community Centre Green Technology Upgrades - $110,000 Staff noted that a report will be forthcoming on both Centennial and Milliken Mills Community Centres, once the energy efficient work has been completed.
Moved by Mayor F. Scarpitti
Seconded by Councillor A. Chiu
That the Community and Fire Services Facility Assets Projects be approved, as presented.
CARRIED
Community & Fire
Services Right-of-Way Assets
Project #9232 Bullock Widening @ McCowan Construction Centennial turn - $1,000,000 Committee suggested that staff should review the traffic demand at the north-east corner of Bullock and McCowan relating to cars travelling westbound. It was suggested that if the curb was backed up a few feet, it would allow two to three cars to turn right, or northbound. Staff will review this and report back.
Moved by Councillor J. Virgilio
Seconded by Regional Councillor J. Jones
That the Community and Fire Services Right-of-Way Projects be approved, as presented.
CARRIED
Community & Fire
Services Operations Fleet
Project #9244 Corporate Fleet Replacement Annual Program In response to a query of Committee regarding expanding green purchases to maintenance equipment, such as: trimmers, blowers, etc., staff advised that this is being done and opportunities are being considered. Staff was requested to provide information on potential areas where the Town could convert from gas-powered vehicles and equipment to those powered by electricity.
In addition, staff was requested to report back on the availability of other than non-North-American manufactured trucks.
Moved by Councillor J. Webster
Seconded by Councillor E. Shapero
That the Community & Fire Services Operations Fleet Projects be approved, as presented.
CARRIED
Community & Fire
Services Waste Management
Project #9248 Multi-Residential Organics Program Roll-Out Phase 3 of 5 - $25,000 Staff provided details on the current status of the organics program roll-out in the hi-rise buildings. Committee requested staff to provide detailed information on the status of the program, including statistics on the number of buildings completed, and those yet to be done, and the resources involved.
Moved by Councillor L. Kanapathi
Seconded by Councillor A. Chiu
That the Community & Fire Services Waste Management Projects be approved, as follows:
· Project #9248 Multi-Residential Organics Program Roll-Out Phase 3 of 5 - $25,000
· Project #9249 Community Mailbox Recycling - $50,000
·
Project #9250
· Project #9251 Special Events Recycling - $30,000
CARRIED
Community & Fire
Services Strategic Services
Moved by Councillor C. Moretti
Seconded by Councillor L. Kanapathi
That the Community & Fire Services Strategic Services Project #9252 Annual Top-Up MESF Reserve - $183,000 be approved.
CARRIED
Community & Fire
Services
Committee again inquired regarding the general disposal and purchase practices of equipment, and staff advised that they are always very cognizant of following recycling processes and purchasing low emission products.
Project #9259 Milliken Mills Library Feasibility Study - $50,000 Committee discussed the timing of the Feasibility Study and the Leisure Master Plan process. Staff advised that the feasibility study is required first to determine if space can be added to the Milliken Mills Library, and the results of the study will be presented to Council before summer 2009.
It was suggested that staff also investigate the feasibility of expanding the Community Centre at Milliken to add a seniors centre and possibly a youth centre, and report back to Council.
Moved by Councillor A. Chiu
Seconded by Councillor J. Webster
That the Community & Fire Services Markham Public Library Projects be approved, as follows:
· Project #9254 Replace Shelving Annual Program - $61,200
· Project #9255 Replace Furniture and Equipment Annual - $61,200
· Project #9259 Milliken Mills Library Feasibility Study - $50,000
CARRIED
Community & Fire
Services Waterworks
Moved by Mayor F. Scarpitti
Seconded by Regional Councillor J. Jones
That the Community & Fire Services Waterworks Projects be approved, as presented.
CARRIED
7. NEXT
STEPS
The Chair noted that the following matters will be referred to the next meeting of the Budget Sub-Committee:
- Remaining Councillor Requests,
- Capital Budget Projects to be discussed, and
- Proposed Grant Allocations
At this time, the schedule of meetings will be as follows:
January 19 Budget Sub-Committee meeting
January 26 Presentation of Budget to General Committee
February 3 Public Consultation
February 9 Presentation of Budget to General Committee, including comments received
February 10 Presentation of Budget to Council for Final Approval
8. DATE OF NEXT MEETING
The next meeting of the Budget Sub-Committee
is scheduled for:
Monday, January 19, 2009
1:30 p.m. to 4:30 p.m.
Canada Room,
ADJOURNMENT
Moved by Councillor C. Moretti
Seconded by Councillor A. Chiu
That the Sixth Budget Sub-Committee meeting adjourn. (4:40 p.m.)
CARRIED