SECOND MEETING OF THE

2010 BUDGET SUB-COMMITTEE

 

CANADA ROOM, MARKHAM CIVIC CENTRE

OCTOBER 20, 2009

 

MINUTES

 

 

Budget Sub-Committee:

 

Councillor D. Horchik, Chair

Deputy Mayor J. Heath

Councillor V. Burke

Councillor E. Shapero

Councillor J. Webster

Councillor L. Kanapathi

Councillor A. Chiu

 

Other Members:

Regional Councillor J. Virgilio (1:30 p.m.)

 

Regrets:

Mayor F. Scarpitti

Regional Councillor J. Jones

Regional Councillor G. Landon

Councillor C. Moretti

 

 

 

 

 

 

 

 

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

B. Cribbett, Treasurer

J. Lustig, Director of Financial and Client Services

A. Tang, Manager, Financial Planning

V. Siu, Senior Business Analyst

D. Milenkovski, Sr. Financial Analyst

B. Snowball, Fire Chief

C. Biss, CEO, Markham Public Libraries

N. Kenea, Chief Information Officer

V. Shuttleworth, Director, Planning

J. Carnegie, Director, Communications and

            Community Relations

P. Loukes, Director, Operations

A. Brown, Director, Engineering

J. Ryerson, Director, Culture

S. Andrews, Director, Asset Management

V. McGrath, Director, Sustainability Office

G. Taylor, Acting Director, Recreation Services

P. Ingham, General Manager, Operations

J. Klaus, General Manager, Waterworks

L. Irvine, Manager, Parks & Open Space

            Development

J. Bosomworth, Manager, Strategy & Innovation

R. Raman, Manager, Accounting &

            Expenditure Control

J. Kee, Committee Clerk

 

 

 

The Second 2010 Budget Sub-Committee meeting convened at the hour of 1:15 p.m. with Councillor D. Horchik in the Chair. 

 

 

1.         OVERVIEW OF THE 2010 PROPOSED CAPITAL BUDGET

 

Mr. Joel Lustig, Director of Financial and Client Services, provided an overview of the 2010 proposed Capital Budget, including funding sources and expenditure types.

 

 

 

2.         2010 PROPOSED CAPITAL BUDGET – REVIEW BY EXCEPTION

 

Committee had before them the 2010 Capital and Other Programs Budget – Summary by Commission by Department.  Members discussed the items, by exception, and provided comments and direction, as follows

 

DEVELOPMENT SERVICES

 

Economic Development

 

Project #10002 – China and India Economic Alliance – Page 2 of the Capital Request Form, Section “Cash Flow Estimates” total should be $37,000, rather than $75,000 identified on the Request.  Staff will revise the form accordingly.

 

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

 

That Economic Development Projects #10001 to 10006, as presented by staff, be approved.

                                                                                                                         CARRIED

 

 

Planning

 

Project # 10013 – Annual Top-Up – Heritage Façade Improve/Sign Replacement – Committee requested staff to ensure that funding for “newsletters” is included in the Budget.

 

Moved by Councillor J. Webster

Seconded by Deputy Mayor J. Heath

 

That Planning Projects #10011 to 10022, as presented by staff, be approved.

                                                                                                                         CARRIED

 

 

Design

 

Committee queried the following design related matters:

·        Built form guidelines for high-rise – final study will come forward soon

·        A number of sustainability studies have been funded and are underway

·        Request for an additional landscape design inspector; currently one full-time and one contract - costs for both requested; discuss at next Budget Sub-Committee meeting

 

Project #10032 – Cornell Greenway (Upper Cornell) – Committee queried the sidewalks and fencing in the area.  Staff was requested to work with Petro Canada with respect to landscaping at the location at 16th Avenue and 9th Line.

 

Project #10033 –Greensborough Woodlot Playground (Castlemore & Swan Park) – Staff advised that a small playground is now required rather than the originally planned passive park.

 

Project #10037 – Tridel/Circa Linear Park East (Phase 1) – Staff advised that more funding is required to build park to appropriate urban standard.

 

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

 

That Design Projects #9527 to #10038, as presented by staff, be approved.

                                                                                                                                        CARRIED

 

 

Engineering

 

Project #10046 – Centurian Drive Reconstruction (Allstate to Woodbine) Design – Committee expressed concern regarding this project, which encourages single-occupancy vehicles.  Staff noted that this is one of three components for transportation improvements totalling $15M, and as this area is a business park, there is still a need for additional road capacity.  Members were advised that the Region of York will be presenting their strategic Master Transportation Study to Council on November 10th, at which time Committee will be able to view the entire plan.

 

Project #10048 – East Markham Transit Node Study – Staff advised that a full report, including exact terms of reference, will be presented for consideration on this matter in 2010.

 

Project #10050 – Highway 404 Mid-Block Crossing, North of Hwy 7 Property – Staff advised that a tri-party agreement is being discussed with the Town of Richmond Hill, and a report will be presented to Council in the New Year.  Richmond Hill has agreed to 1/3 cost sharing on Design costs only at this time.

 

Project #10051 – Highway 7 Streetscapes (Rodick to Sciberras) – Committee queried the under grounding of lines, and staff advised that there will be an opportunity for discussion when a comprehensive report is presented by Markham staff in the New Year.

 

Other Issues:

a)      Sidewalks Between Legacy Subdivision and 9th Line – In response to concerns raised by Committee, staff advised that an on-site meeting will be arranged with the Ward 7 Councillor.

b)      Sidewalk at McCowan Road & Bur Oak – Staff noted that sidewalks will be installed on both the east and west side of McCowan Road, between Major Mackenzie and Castlemore.

c)      14th Avenue Street Lights – Staff will arrange an on-site meeting with the Ward 7 Councillor regarding this issue.

 

Moved by Regional Councillor J. Virgilio

Seconded by Councillor J. Webster

 

That Engineering Project #10046, Centurian Drive Reconstruction (Allstate to Woodbine) Design, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Moved by Deputy Mayor J. Heath

Seconded by Regional Councillor J. Virgilio

 

That Engineering Project #10050, Hwy 404 Mid-Block Crossing, North of Hwy 7 Property, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Moved by Regional Councillor J. Virgilio

Seconded by Councillor E. Shapero

 

That the remaining Engineering Projects #10047 to #10062, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

 

CAO, LEGAL, HR & SUSTAINABILITY OFFICE

 

Human Resources

 

Moved by Regional Councillor J. Virgilio

Seconded by Councillor A. Chiu

 

That Human Resources Project #10068, Attendance Management, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Sustainability Office

 

Moved by Councillor E. Shapero

Seconded by Deputy Mayor J. Heath

 

That Sustainability Office Project #10067, Green Print Community Sustainability Plan, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

C A O’s Office

 

Moved by Councillor E. Shapero

Seconded by Councillor L. Kanapathi

 

That the CAO's Office Project #10065, Accessibility – Administration of Program for 2010, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

 

CORPORATE SERVICES

 

ITS (Information Technology)

 

The Commissioner of Corporate Services advised Committee that the list of ITS projects for various departments had been considered by the Information Technology Sub-Committee.

 

Committee queried staff’s future plans with respect to teleconferencing capability on all telephones, and the Chief Information Officer advised that there is a three-year plan, beginning in 2010, that will replace current telephones with those with the teleconferencing hardware.

 

Moved by Regional Councillor J. Virgilio

Seconded by Councillor A. Chiu

 

That the ITS Projects, #10071 to #10359, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Financial Services

 

Project #10091 – Internal Project Management – Committee queried who would be carrying out the work in this project, and staff advised that the funding is for salaries related to Capital growth (Development Charge) and life-cycle projects across the Town.

 

Moved by Deputy Mayor J. Heath

Seconded by Councillor J. Webster

 

That the Financial Services Projects, #10091 and #10093, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

 

COMMUNITY & FIRE SERVICES

 

Museum

 

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

 

That the Museum Projects, #10096, Museum Artifact Restoration and #10097, Museum Exhibitions, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Theatre

 

Moved by Regional Councillor J. Virgilio

Seconded by Councillor J. Webster

 

That the Theatre Projects, #10101, Theatre Bar Equipment Replacement (Ice Machine & Dishwasher), and #10105, Theatre Lighting Control Board Replacement, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Arts Centres

 

Project #10112 – Courtyard Bench Replacement – In response to a query from Committee, staff advised that the new Courtyard Benches require replacement as they are not accessible.  In addition, Members were assured that the composition of the material of the new benches will be environmentally friendly.

 

 

Moved by Councillor E. Shapero

Seconded by Deputy Mayor J. Heath

 

That the Arts Centres Projects, #10111, Community Room Wall Panel Replacement, and #10112, Courtyard Bench Replacement, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Recreation & Library Construction

 

Project #9515 – Thornhill Community Centre & Library Renovation – Staff advised that it is expected that the project will be tendered by December of this year, with construction beginning in February of 2010.  Further information will be presented to a future General Committee meeting in the next few weeks.  Staff will discuss & meet with the Ward Councillors on draft concepts from the Architect.

 

Moved by Deputy Mayor J. Heath

Seconded by Councillor V. Burke

 

That Recreation & Library Construction Project #9515, Thornhill Community Centre & Library Renovation, as presented by staff, be approved.

                                                                                                                        CARRIED

 

 

Fire & Emergency Services

 

Project #9518 Emergency Operations Centre Retrofit – Staff advised that the project is to completely retrofit a portion of 8100 Warden Avenue as an Emergency Operations Centre.

 

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

 

That the Fire & Emergency Services Projects, #9518 to #10127, as presented by staff, be approved:

CARRIED

 

 

Recreation Services

 

Committee expressed some concern that it may not be possible for staff to complete all of the projects listed, however, staff advised that there is a team of staff in place dedicated to carrying out the projects.  Members requested staff to be aware of wildlife concerns, to provide conceptual plans in advance where possible, and to work with the local councillors.

 

Committee requested that staff be cognizant of the possibility that the Town’s pathway system may, in the future, be constructed through the Rouge River Community Centre Golf Course property, and that the bridge on the west side may be part of the system.

 

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

 

That the Recreation Services Projects #9526 to #10184, as presented by staff, be approved.

                                                                                                                      CARRIED

 

 

Operations - Roads

 

Moved by Councillor J. Webster,

Seconded by Councillor A. Chiu

 

That the Operations – Roads Projects, #10192 to #10208, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

Operations – Parks

 

Project #10223 – Paving Pathways & Facilities – Annual Program – Committee queried the materials to be used on the pathways and staff advised that various new products are being investigated.  When more information is available in the New Year, staff will bring forward a presentation to Council.  It was noted that any immediate paving projects are addressing safety hazards.

 

Project #10225 – Replacement of Boulevard/Park Trees – Annual Program – Some concern was expressed regarding vandalism to newly planted trees in the Highgate Park area.  Committee discussed ways to mitigate, including: an education program through Trees for Tomorrow program and the Tree Preservation By-law; partnership with York Region Police for additional surveillance; increased enforcement by By-law and Enforcement staff; and the planting of larger calliper trees.

 

Moved by Councillor E. Shapero

Seconded by Councillor V. Burke

 

That the Operations – Parks – Trees for Tomorrow Projects #10221 to #10225, and Projects #10216 to #10230, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

 

Operations - Traffic

 

Moved by Councillor J. Webster,

Seconded by Councillor A. Chiu

 

That the Operations – Traffic Projects #10236 and #10237, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

Facility Assets

 

Project #10245 – Civic Centre Improvements – Annual Program – Staff was requested to contact the President of Markham District Energy Inc. regarding their possible interest in the used equipment. 

 

Moved by Councillor V. Burke

Seconded by Councillor L. Kanapathi

 

That the Facility Assets Projects #9516 to #10264, as presented by staff, be approved.

                                                                                                                           

                                                                                                                            CARRIED

 

 

Right of Way Assets

 

Project #10281 – Storm Sewer Upgrades – Committee expressed concern whether there are sufficient funds to upgrade the Thornhill area.  Staff advised that two reports will be coming back to Council for its consideration, as follows:

·        November, 2009 – Recommendations on environmental assessment portion of the study, and

·        1st quarter of 2010 – Report on storm sewer funding and upgrading

 

Moved by Councillor J. Webster

Seconded by Regional Councillor J. Virgilio

 

That the Right of Way Assets Projects #10267 to #10281, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

Operations - Fleet

 

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Virgilio

 

That the Operations – Fleet Projects, ##10286 to #10290, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

Waste Management

 

Project #10292 – Community Mailbox Recycling – Phase 3 of 8 – In response to a query of Committee, staff advised that approximately 100 mailboxes are done a year, and less complaints are being received.  To increase the number of community mailboxes involved each year, it was suggested that an application could be submitted by staff for MESF funding.

 

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

 

That the Waste Management Projects, #10291 to #10297, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

Environmental Leadership

 

Moved by Councillor E. Shapero

Seconded by Councillor V. Burke

 

That the Environmental Leadership Project #10351, Annual Top Up – MESF Reserve, as submitted by staff, be approved.

                                                                                                                            CARRIED

 

 

Markham Public Library

 

Moved by Councillor A. Chiu

Seconded by Councillor J. Webster

 

That the Markham Public Library Projects #10307, Replace Library Furniture and Equipment - Annual, and #10308, Replace Library Shelving – Annual Program, as presented by staff, be approved.

                                                                                                                            CARRIED

 

 

 

 

 

 

Waterworks

 

Committee queried the status of the Downspout Disconnect Program and the rain barrel initiative, and staff advised that the pilot program has been completed.  Staff will be bringing forward a report regarding the Downspout Disconnect Program, and the report could include an update on the options regarding rain barrels.

 

In response to a query of Committee regarding conservation, education and outreach, it was suggested that such information could be included with the water bills.

 

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

 

That the Waterworks Projects #10316 to #10343, as presented by staff, be approved.

 

                                                                                                                            CARRIED

 

 

 

3.                  UNIONVILLE MAIN STREET PARKING LOT

 

The Chair advised that the matter of the integration of the parking areas at the rear of the properties on the east side of Main Street Unionville had been raised as part of the Councillor Requests at the Budget Sub-Committee meeting held on October 19th.  Staff had been requested to prepare a brief presentation on the matter for the meeting this date.

 

Mr. Jamie Bosomworth, Manager, Strategy & Innovation, delivered a presentation providing background information and details of a preliminary design for an integrated parking lot, including changes in number of parking spaces, operation and maintenance costs; cost estimates and funding sources; distribution of costs; and ownership vs. easements.  It was noted that acceptance would be required from all property owners through a memorandum of understanding.

 

Committee discussed the following issues:

·    Materials to be used: i.e. crushed limestone, porous concrete, pavers; this would be discussed during detailed design process

·    Detailed design will be prepared if Council gives direction to proceed

·    Matter has been presented to TRCA

·    Horizontal Parking on east side of Old Main Street Unionville

·    Landowners must be on-side first; if owners don’t participate, there is no deal

·    Potential sources of funding: the Strategic Land Acquisition Fund, the Ramp-up Reserve, or the Life Cycle Reserve; none of these options would effect tax rate

·    Plus contributions from landowners and Unionville BIA (3-way split)

·    No revenue generation expected; Paid parking should not be part of this proposal

·    Either give direction this date or consider a future staff report which would include options for funding sources

 

Moved by Regional Councillor J. Virgilio

Seconded by Councillor E. Shapero

 

That up to $375,000, to be funded from the Town, be placed in the 2010 Budget for the construction of the parking lot on the east side of Main Street Unionville,

 

And that this be subject to receipt of the balance of the funds required from the landowners and the Unionville BIA;

 

And that this also be subject to a staff report being presented to the Development Services Committee.

                                                                                                                            CARRIED

 

 

 

4.         PORTABLE OUTDOOR STAGE

 

The Chair advised that the matter of the purchase of a portable outdoor stage had been raised as part of the Councillor Requests at the Budget Sub-Committee meeting held on October 19th.  Staff had been requested to prepare a brief presentation on the matter for the meeting this date.

 

Ms. Janet Carnegie, Director of Communications and Community Relations, delivered a presentation providing details of the advantages and disadvantages of both renting and purchasing a portable outdoor stage.  Preliminary costs to purchase a basic stage are between $118,000 and $145,000.  Staff’s recommendation was not purchase this item and to continue to rent stages when required.

 

Committee raised the following matters:

·        Cost details; basic stage would require supplemental funding

·        Good exposure for the Town of Markham

·        Corporate sponsorship could be investigated

·        Concerns re: constant demands to rent to community groups at lesser than normal rates; safety issues in poor weather; stages are not winterized

·        Suggestion that Town could supply stage to groups rather than approving grants

·        Rental possibilities and rates for stage?

·        Town receives no fees for community usage of tents or picnic tables

·        Place funding in the 2010 Budget as a placeholder, subject to a staff report

·        Source of funding a concern for the 2010 Budget

 

Moved by Deputy Mayor J. Heath

Seconded by Regional Councillor J. Virgilio

 

 

That $150,000 be placed in the 2010 Capital Budget for the purchase of a portable outdoor stage, subject to a staff report being presented to General Committee;

 

And that such report would include rental opportunities; a recommendation on which stage to purchase; operation and maintenance costs; and sponsorship opportunities.

 

                                                                                                                MOTION LOST

 

Staff was requested to bring back a report regarding the feasibility of a portable outdoor stage to a future meeting of General Committee.

 

 

 

5.         DATE OF NEXT MEETING

 

The Chair advised that the Councillor Requests from Councillor E. Shapero were yet to be reviewed by the Budget Sub-Committee.  In addition, Committee has still to consider the resolution going to General Committee regarding the 2010 Budget.  A brief discussion ensued and Members agreed that the next meeting of the Budget Sub-Committee would be held on:

 

WEDNESDAY, OCTOBER 21, 2009

9:00 A.M.

CANADA ROOM

 

 

 

ADJOURNMENT

 

Moved by Councillor A. Chiu

Seconded by Deputy Mayor J. Heath

 

That the Second 2010 Budget Sub-Committee meeting adjourn. (4:35 p.m.)

CARRIED