M I
N U T E S
GENERAL COMMITTEE
2009-05-04
Meeting
No. 12
Finance & Administrative
Issues Community
Services Issues
Chair: Councillor
J. Virgilio Chair:
Councillor
A. Chiu
Chair, Budget Sub-Ctte: Councillor D. Horchik Environment & Sustainability Issues
Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Councillor
E. Shapero
Chair:
Grants Sub-Ctte: Councillor V. Burke
Attendance
|
Mayor F. Scarpitti (a: 9:09 a.m.) Councillor V. Burke Councillor. E. Shapero Councillor J. Virgilio Councillor J. Webster Councillor D. Horchik Councillor A. Chiu Regrets: Regional Councillor G. Landon Deputy Mayor J. Heath Regional Councillor T. Wong Councillor L. Kanapathi Councillor C. Moretti |
J. Livey, Chief
Administrative Officer C. Conrad, Town
Solicitor A. Taylor,
Commissioner of Corporate Services B. Librecz, Commissioner
of Community & Fire Services J. Baird,
Commissioner of Development Services A. Brouwer, Deputy
Town Clerk B. Cribbett,
Treasurer C. Biss, Chief
Executive Officer, Markham Public Libraries I. Kutter, Auditor
General K. Ross, Manager of
Development Finance B. Snowball, Fire
Chief G. Dick, Chief Fire
Prevention Officer G. Taylor, Acting
Director of Recreation E. Ting, Manager of Infrastructure A. Moore, Manager of
Purchasing R. Raman, Senior
Manager, Expenditure Control & Purchasing T. Casale, Senior
Buyer M. Visser, Manager,
Financial Strategy & Investments |
The General Committee convened at the hour of 9:09 a.m. with Councillor
J. Virgilio in the hair. Councillor A. Chui chaired the meeting for the community
services related items.
1. CMM
III FIRE PREVENTION PROFESSIONAL AWARD (12.2.6)
On behalf of Council, the Mayor presented Mr. Glenn Dick, Chief Fire Prevention Officer with a plaque in recognition of his CMM III Fire Prevention Professional Designation.
2. DON
HARRISON ENERGY CHAMPION AWARD (12.2.6)
On behalf
of Council, the Mayor presented Mr. Glen Taylor, Acting Director of Recreation
with the Don Harrison Energy Champion Award for his many years of excellence in
the management of community recreation facilities.
3. PROCUREMENT
AUDIT (7.0)
Ms. I. Kutter, Auditor General presented an overview of her first audit, focused on the Town’s procurement process. The objectives of the audit included compliance with the Purchasing By-law, purchasing policies and procedures; measures of efficiency and effectiveness; and effective design of policies and procedures to safeguard against questionable purchases. The scope of the audit included purchases orders and awarded contracts requiring approval outside of the user department (generally greater than $25,000) and departmental purchases less than $5,000.
The Auditor General indicated that staff have committed to implementing or have implemented corrective actions in response to audit recommendations, which fall under the theme areas of procurement planning; staff training and procedures; compliance with policies; operational efficiencies; and security.
The Auditor General indicated that she will report to the General Committee on an annual basis and staff will report to the Auditor General with regard to the progress of their action plans on a quarterly basis. The next Auditor General’s report is scheduled to be presented at a General Committee meeting in the fall.
Moved by Mayor F. Scarpitti
Seconded by Councillor D. Horchik
1) That the presentation by Ms. I. Kutter, Auditor General, entitled “Procurement Audit Report” be received; and,
2) That the Auditor General report entitled “Procurement Audit Report” dated January 26, 2009, be received for information; and,
3) That the Town staff actions plans, developed in response to the Auditor General recommendations, be adopted; and further,
4) That Staff be authorized and directed to do all things necessary to implement the action plans detailed in the report.
CARRIED.
4. DEVELOPMENT CHARGE UPDATE (7.11)
B. Cribbett, Treasurer presented an overview of recommendations being considered as part of the Town-wide soft services develop charge by-law, which expires August 31, 2009. The review is required to enable the collection of development charges and includes funding for capital infrastructure including indoor recreation; parks development and facilities; fire services; library services; public library; public works yard and fleet; and general government (e.g., studies).
The next steps in the process include finalizing the background study (May 12), review of recommendation 2) d) i) prior to the May 26 Public Meeting and Council approval on June 3.
Moved by Mayor F. Scarpitti
Seconded by Regional Councillor J. Jones
1) That the presentation by Ms. Barb Cribbett, Town Treasurer, entitled “Development Charges Update (Soft Services)” be received; and,
2) That the draft background study be prepared to include the following methodology changes:
a) Inclusion in inventory of all rolling stock with an estimated useful life of 7 years or more; and,
b) Non-residential allocation for General Government, Fire Services and Public Works to be based on population and employment forecast; and,
c) Population forecast and DC calculations based on gross population growth; and,
d) Staff
will review the following in further detail and report to the General Committee
prior to the May 26 public meeting:
(i)
Development of a mixed-use definition and
differentiated rate for the non-residential portion of mixed-use developments.
CARRIED.
5. MINUTES OF THE APRIL 6, 2009
GENERAL COMMITTEE (16.0)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the minutes of the April 6, 2009 General Committee be received.
CARRIED.
6. MINUTES
OF THE MARCH 24, 2009
SANTA CLAUS PARADE COMMITTEE (16.0)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That
the minutes of the March 24, 2009 Santa Clause Parade Committee be received.
7. ANIMAL CARE COMMITTEE
– RECEIPT OF MINUTES
& AUTHORIZATION TO PRODUCE
AN EDUCATIONAL CALENDAR
(16.0)
Mar. 3 Mar. 18 Apr. 15 Project Plan
Moved
by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
Councillor V. Burke acknowledged the Committee’s time and efforts in developing the animal care educational calendar.
1) Whereas the mandate of the Animal Care Committee includes “developing a community-driven model for improving animal welfare in the Town of Markham and reporting its findings back to the General Services Committee”; and
2) Whereas the terms of reference for the Animal Care Committee includes five goals:
(1) Education of residents;
(2) The importance of animal care, of spaying and neutering and the appropriate veterinary services;
(3) Providing for reasonable, affordable veterinary services to residents;
(4) Arranging for adoptions;
(5) Fund raising for the above items; and,
3) Whereas the Animal Care Committee has undertaken community fundraising consistent with its goals and wishes to apply a portion of its funds raised to the production of an educational calendar to include key messages related to responsible pet ownership and animal care; and,
4) Whereas the Animal Care Committee’s educational calendar will be made available to the public at a cost of $10.00 per calendar, with funds to be allocated to the Animal Care Committee fund raising budget (031 2220039); and,
5) Whereas the Animal Care Committee received three, competitive quotes from printing firms for the production of 1,000 calendars in accordance with the Town’s Procurement By-law; and,
6) Whereas the Animal Care Committee found the firm Image 121 Inc. to be the lowest bidder for the production of 1,000 calendars a cost of $5,990.00 before applicable taxes; and,
7) Whereas the following motion was passed at the April 15, 2009 Animal Care Committee meeting:
That
Imagine 121 Inc. provide design work and print 1,000 calendars at a cost to the
Committee of $5,990.00; and,
That
the calendar budget be updated and finalized to reflect the design and printing
costs; and,
That
Council approve the budget and authorize staff on behalf of the Animal Care
Committee to spend up to $6,000.00 from account number 031 2220039 for the
production of the 2010 calendar.
8) Therefore, the Council of the Town of Markham enacts as follows:
1) That the minutes of the March 3, March 18, and April 15, 2009 Animal Care Committee be received; and,
2) That Council endorse the following motion passed at the April 15, 2009 Animal Care Committee meeting:
That Imagine 121 Inc. provide
design work and print 1,000 calendars at a cost to the Committee of $5,990.00;
and,
That the calendar budget be
updated and finalized to reflect the design and printing costs; and,
That Council approve the budget
and authorize staff on behalf of the Animal Care Committee to spend up to
$6,000.00 from account number 031 2220039 for the production of the 2010
calendar.
CARRIED.
8. ADVISORY COMMITTEES
APPOINTMENTS/ RESIGNATIONS (16.24)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the resignation of Ms. Heather Christian-Simmonds from the Markham Race Relations Committee be received with regret; and,
2) That the vacancy be filled.
CARRIED.
9. EXTENSION OF CONTRACT
077-T-05 ADULT SCHOOL
CROSSING GUARD PROGRAM (3.16, 7.12)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the report entitled “Extension of Contract 077-T-05 Adult School Crossing Guard Program” be received; and,
2) That the tender process be waived in accordance with Purchasing Bylaw 2004-341, Part 11, Section 7(1) c which states “when the extension of an existing contract would prove more cost-effective or beneficial; and,
3) That Contract 077-T-05 for Adult School Crossing Guard Program be extended for an additional five (5) years with” Staffing Services Inc.”; and,
4) That the following estimated costs be awarded to Staffing Services Inc (based on $12.83 per shift, 253.5 shifts per day, 187 school days, and an annual 3% increase);
Ø Sep- Dec 2009 - $234,173.16
Ø Jan - Dec 2010 - $615,224.93
Ø Jan - Dec 2011 - $633,681.68
Ø Jan - Dec 2012 - $652,692.13
Ø Jan - Dec 2013 - $672,272.89
Ø Jan - Jun 2014 - $420,970.21
5) That the estimated award for Sep – Dec 2009 in the amount of $234,173.16 exclusive of GST be funded from the 2009 Operating Budget # 640 998 5642 “School Crossing Guards”; and,
6) That the awards for 2010/11/12/13 & 2014 be subject to approval of the annual operating budgets; and,
7) That the actual annual monetary amount will be based on a per hour basis (two 30-minute shifts); and,
8) That Staff be authorized to amend the award amounts in years 2010 – 2014 to reflect changes to the crossing guard operating budget account approved by Council during the annual budgeting process; and further,
9) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED.
10. AWARD OF CONTRACT 086-R-08
MARKHAM PUBLIC LIBRARY
MATERIAL & PROCESSING SERVICES (3.19, 7.12.3)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the report entitled “Award of Contract 086-R-08 Markham Public Library Material & Processing Services” be received; and,
2) That contract 086-R-08 be awarded to the highest ranked and lowest priced bidder Library Services Centre (LSC) for a period of three (3) years for the following:
Ø Part A - Material & Processing Services for English & French books & kits
Ø Part B - Talking books
Ø Part C - English and French DVDs & Music CDs
Ø Part E - Multilingual Print, English CD ROMs and Video Games
3) That contract 086-R-08 be awarded to the highest ranked and lowest priced bidder CVS Midwest for a period of three (3) years for the following:
Ø Part D - Multilingual DVDs & Music CDs
4) That the award for June – December 2009 in the estimated amount of $946,458.00 exclusive of GST be funded from the 2009 Library Operating Budget accounts as detailed in the Financial Considerations; and,
5) That the award for years 2010 – 2012 be funded from the respective years operating budget accounts in the following estimated amounts, subject to Council approval of the annual operating budgets;
2010 - $1,319,733.00
2011 - $1,319,733.00
2012 - January to May $363,710.00
6) And That the Director of Administration and Operational Support at the Markham Public Library have the authority to allocate expenditures between the library material accounts (listed in financial considerations section) as long as it is within the budget limit to all accounts to adapt to publishing trends, change in material formats and community needs; and,
7) And That Staff be authorized to amend the purchase order amounts in years 2010 – 2012 to reflect changes to the Markham Public Library operating budget accounts approved by Council during the annual budgeting process; and,
8) That the Chief Executive Officer of the Markham Public Library and the Manager of Purchasing be authorized to extend the contract for two (2) additional years based upon the mutual agreement of both parties and subject to Council approval of the operating budgets; and further,
9) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED.
11. MINUTES OF THE APRIL 14, AND APRIL 27, 2009
GRANT SUB-COMMITTEE (16.0)
Moved by Councillor J. Webster
Seconded by Councillor V. Burke
1) That the minutes of the April 14, and April 27, 2009 Grants Sub-Committee be received; and,
2) That Council endorse the following motions passed at the April 14, and April 27, 2009 Grant Sub-Committee meetings:
a. Celebrate Markham for the Senior Light
Tour
That the Celebrate Markham budget for the Senior Light Tour be increased by $2,000 to $5,000; and,
That the Celebrate Markham budget cover the refreshment costs of the Senior Light Tour at $150 per community for a total of $750; and,
b. South Asian
Heritage Celebration for 2009
That a grant in the amount of $3,000 for the South Asian Heritage Celebration for 2009 be approved; and,
That such funding be drawn from the unallocated Budget which is currently in the amount of $15,750; and,
c. Fiesta Canada for 2009
That a grant in the amount of $1,000 for the Fiesta Canada for 2009 be approved.
CARRIED.
12. WATER AND WASTEWATER
INFRASTRUCTURE REPORT 2008 (5.3)
Mr. E.
Ting, Manager, Infrastructure provided an overview of the current and proposed programs
and initiatives related to water and wastewater infrastructure, including
capital projects.
Moved by Mayor F. Scarpitti
Seconded by Councillor E. Shapero
1) That the presentation by Mr. E. Ting, Manager, Infrastructure entitled “Water and Waste Water Infrastructure Report 2008” be received.
CARRIED.
IN CAMERA MATTER
Moved by Councillor A. Chiu
Seconded by Councillor D. Horchik
That, in accordance with Section 239 (2) (c) of the Municipal Act, General Committee resolve into an in-camera session to discuss the following confidential matter:
1) A proposed or pending disposition of multiple Town owned properties (8.5).
CARRIED.
Moved by Councillor D. Horchik
Seconded by Councillor J. Webster
1) That Committee rise from its in-camera session.
CARRIED.
NEW BUSINESS
There was no new business.
ADJOURNMENT
The General Committee adjourned at 11:30 a.m.