M I N U T E S

GENERAL COMMITTEE

February 1, 2010
Meeting No. 3

Alternate formats for this document are available upon request.

Finance & Administrative Issues Community Services Issues

Chair: Reg. 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 Deputy Mayor J. Heath Regional Councillor J. Jones Regional Councillor G. Landon Regional Councillor J. Virgilio Councillor D. Hamilton Councillor C. Moretti Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi Councillor A. Chiu Regrets Councillor V. Burke Councillor. E. Shapero

C. Conrad, Town Solicitor A. Taylor, Commissioner of Corporate Services B. Librecz, Commissioner of Community & Fire Services R. Bosch, Manager, Contact Centre J. Carroll, Acting Aquatics Co-ordinator M. Creighton, Director, Recreation Services J. Klaus, General Manager, Waterworks P. Loukes, Director, Operations J. Lustig, Treasurer A. Moore, Manager of Purchasing M. Visser, Manager of Financial Strategy & Investments L. Wells, Program Manager K. Bavington, Committee Clerk

The General Committee convened at the hour of 9:00 a.m. with Regional Councillor J. Virgilio in the Chair. Councillor A. Chui chaired the meeting for the Community Services related items.

1. ROYAL LIFESAVING
SOCIETY COMMONWEALTH COUNCIL (6.0)

Service Medal 1

Janice Carroll, Acting Aquatics Co-ordinator, was recognized for receiving the Service Medal from the Royal Lifesaving Society Commonwealth Council, in acknowledgment of valuable service rendered to the Society.

The Commissioner of Community Services introduced Ms. Carroll, and outlined her contributions to the Royal Life Saving Society. The Committee commended Ms. Carroll on her achievement, and congratulated her on receiving this award.

Moved by Deputy Mayor J. Heath
Seconded by Councillor A. Chiu

1) That the Mayor and Members of Council recognize Ms. Janice Carroll for being awarded the Service Medal from the Royal Lifesaving Society Commonwealth Council.

CARRIED

2. MINUTES OF THE MARCH 5, AND NOVEMBER 26, 2009
CYCLING AND PEDESTRIAN
ADVISORY COMMITTEE (16.0)

Mar. 5 Nov. 26

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

1) That the Minutes of the March 5, and November 26, 2009 Cycling & Pedestrian Advisory Committee be received.

CARRIED

3. MINUTES OF THE NOVEMBER 26, 2009
MARKHAM ENVIRONMENTAL
ADVISORY COMMITTEE (16.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

1) That the Minutes of the November 26, 2009 Markham Environmental Advisory be received.

CARRIED

4. ADVISORY COMMITTEE
APPOINTMENTS /RESIGNATIONS (16.24)

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

Advisory Committee on Accessibility

1) That the resignation of Mr. Ted Chivers from the Advisory Committee on Accessibility be received with regret and that a letter of appreciation be forwarded; and,

2) That the vacancy be filled; and,

Seniors Advisory Committee

3) That the following Councillors be appointed to the Seniors Advisory Committee for the term ending November 30, 2010:

Deputy Mayor Jack Heath

Councillor Valerie Burke

Councillor Carolina Moretti

CARRIED

Stiver Mill Preservation Committee (9 Station Lane)

The Committee received clarification that Regional Councillor J. Virgilio will remain on the Stiver Mill Preservation Committee. Councillor D. Hamilton confirmed his acceptance of being appointed to the committee.

Moved by: Councillor C. Moretti

Seconded by: Councillor J. Webster

4) That Councillor Don Hamilton be appointed to the Stiver Mill Preservation Committee (9 Station Lane) for the term ending November 30, 2010.

CARRIED

5. STAFF AWARDED CONTRACTS FOR
THE MONTH OF DECEMBER 2009 (7.12)
Report 1

Staff responded to questions from the Committee regarding the RFP Award for 268-R-09, the Architectural Design Services for Facility Accessibility Retrofit, with respect to the RFP process, budget, and completion deadlines. Staff advised that the project budget will be monitored and regularly reported to the Committee.

The Committee questioned Award 365-Q-09 with respect to the termination of the contract for Markham Life Magazine, and was advised of the project management issues involved. Award 239-R-09 was discussed with respect to bike routes. Staff advised that bike routes will be determined during development of the Master Plan, in the design stage, prior to going out to tender. A further comment was made regarding the consideration of local ward businesses when awarding a tender, and staff responded that favouring local businesses would be contrary to Town policies and principles.

It was requested that the titles of Staff Award Reports provide clarity of the subject for the benefit of Council and the public.

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Heath

1) That the report entitled “Staff Awarded Contracts for the Month of December 2009” be received; and,

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

CARRIED

6. 2009 INVESTMENT REVIEW PERFORMANCE (7.2)

Report 1 2 3 4 5 6

Staff provided a brief overview of the investment portfolios, strategies, and policies.

Moved by Regional Councillor J. Jones
Seconded by Councillor C. Moretti

1) That the report dated January 18, 2010 entitled “2009 Investment Performance Review” be received.

CARRIED

7. AWARD OF TENDER 362-T-09
SUPPLY AND DELIVERY OF GASOLINE
AND BIODIESEL FUEL YORK REGION
BUYERS CO-OPERATIVE CT-09-02 (7.12)

Report

Moved by Councillor J. Webster

Seconded by Regional Councillor G. Landon

1) That the report entitled “Award of Tender 362-T-09 Supply & Delivery of Gasoline and Biodiesel Fuel York Region Buyers Co-operative CT-09-02” be received; and,

2) That Tender 362-T-09 (York Region Buyers Co-operative CT-09-02) be awarded to the lowest priced bidder, Suncor Energy Inc. in the estimated annual amount of $937,409 exclusive of GST; and,

3) That the term of the contract be for a 35 month period, effective February 1, 2010 thru to December 31, 2012 with an option to renew for two (2) additional one (1) year periods subject to the satisfactory performance of the Contractor and budget approval; and,

4) That the Director of Operations and the Manager of Purchasing be authorized to extend the contract for the additional two (2) one (1) year terms at a unit price to be mutually agreed upon with the vendor and the York Region Buyers Co-operative; and,

5) That the 2010 estimated costs be provided for within the following Operations Department Operating Budgets;

Account Name Account Number Budget

Gasoline 700-7524300 $ 430,905.00

Diesel 700-7524302 $ 506,504.00

Total $ 937,409.00

6) That the Purchase Order be adjusted in the future years up to the approved operating budget as approved through Council; and further,

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

CARRIED

8. COMMUNITY ENGAGEMENT STRATEGY (3.0)

Presentation

Brenda Librecz, Commissioner of Community Services, introduced the workshop on the Community Engagement Strategy, describing the scope of the project: to develop a formal framework for a Community Engagement Plan, by engaging staff involved in delivering services to the public, in a collaborative and integrated manner, in consultation with community partners such as the Region of York, social agencies, boards, Boards of Education, and community leaders.

Rhonda Bosch, Manager, Contact Centre, discussed the expected outcomes including: the establishment of neighbourhood teams; undertaking a pilot community engagement exercise in the Milliken community; completion of a Markham Community Engagement Framework and Plan; development of a communications plan; and, regular reporting to General Committee.

Lori Wells, Program Manager, reviewed the Community Engagement Model, reflecting five different stages and levels of engagement. The draft guiding principles and the process strategy were outlined. The next steps include completing the research, developing a strategy and undertaking the pilot project. Once the pilot has been evaluated, the plan will be implemented town-wide.

The Committee expressed appreciation for this initiative and indicated support, noting that the consultation process and the impacts on the community are complicated issues. It was suggested that establishing a protocol for meetings in Markham that include presentations and Q&A sessions would provide guidelines for other public information meetings held by proponents such as York Region and School Boards. A suggestion was made that the term “Passive” in the engagement model is misleading and should be reconsidered. Discussions included the importance of clearly identifying and defining the issue that is being considered, and determining the circle of involvement, to ensure that anyone with an interest is engaged. There is also a need to ensure resources are adequate. It was noted that the impending portal system could be used to obtain feedback. Staff was reminded that it is important for Council, as representatives of the public, to be kept informed regarding the comments from the community.

Staff summarized that they are building community profiles, and that each Council member will be interviewed and engaged in this project. An update report will be provided to General Committee in April, and a final report is anticipated by the end of the year, followed by annual report cards.

Moved by Mayor F. Scarpitti
Seconded by Councillor J. Webster

1) That the presentation by Ms. Brenda Librecz, Commissioner of Community & Fire Services, entitled “Community Engagement Strategy” be received.

CARRIED

9. APPLICATION TO BUILDING CANADA FUND
STIMULUS FUND FOR DEMONSTRATION PROJECT
- SANITARY MAINLINE AND SEWER
CONNECTION RELINING IN WEST THORNHILL (5.5)

Report 1

Peter Loukes, Director of Operations, and Jerry Klaus, General Manager of Waterworks, responded to questions from the Committee, and confirmed that no other projects will be delayed as a result of this venture.

The Committee and staff discussed funding options beyond the pilot project, which is financed through the Federal Infrastructure Program, and the new technology involved. A future update report will include funding issues.

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor J. Virgilio

1) That the report dated November 23, 2009 entitled “Application to Building Canada Fund Stimulus Fund for Demonstration Project - Sanitary Mainline and Sewer Connection Relining in West Thornhill” be received; and,

2) That the Commissioner of Community and Fire Services be directed to submit an application for a demonstration project as outlined in the report to the Government of Canada and the Province of Ontario under the Building Canada Fund Stimulus Fund program; and,

3) That if the application in recommendation 2) is successful that the Town proceed with the project at an upset limit of $7,500,000 on a 1/3 shared basis with the Province of Ontario, and Government of Canada and the Town of Markham; and,

4) That if the application in recommendation 2) is successful that the Town of Markham’s share of $2,500,000 for the project be funded from the 2010 Sanitary Sewer System Upgrade/Rehabilitation Program budget, and the remaining budget from 2009 and 2008 Sewer System Upgrade Program; and,

5) That staff be authorized to release a Request for Proposal (RFP) to the market place for construction of Sanitary Mainline and Sewer Connection Relining in West Thornhill; and,

6) That Council delegates the award authority for the construction of the Sanitary Mainline and Sewer Connection Relining in West Thornhill to the Chief Administrative Officer (CAO); and,

7) That if the application in recommendation 2) is successful, that the authority for the approval of tendered Consulting Services for design, contract management, project administration and inspection be delegated to the Commissioner of Community and Fire Services; and,

8) That if the application in recommendation 2) is successful, that the authority for the approval of the Third Party Evaluator Consultant be delegated to the Commissioner of Community and Fire Services; and,

9) That the Mayor and Clerk be authorized and directed to execute any agreements or other documents required to give effect to this resolution; and further,

10) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

10. TORONTO REGION AND
CONSERVATION (TRCA) APPOINTMENT (5.7)

Letter

The Committee suggested that this appointment be deferred to the next Council meeting to provide an opportunity to the Council members who are interested in being appointed.

Moved by Mayor F. Scarpitti

Seconded by Deputy Mayor J. Heath

1) That the letter from the Toronto Region and Conservation Authority (TRCA) requesting that the Town of Markham appoint (1) Member of Council to the Don Watershed Regeneration Council be received; and,

2) That Council appoint a Member of Council to the Don Watershed Regeneration Council; and further,

3) That the appointment of a Member of Council to the Don Watershed Regeneration Council for a term ending November 30, 2010, be deferred to the Council meeting of February 9, 2010.

CARRIED

ADJOURNMENT

The General Committee meeting adjourned at 10:40 AM.