M I
N U T E S
GENERAL COMMITTEE
Meeting
No. 8
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
Alternate formats are available upon request.
Attendance
|
Mayor F. Scarpitti Regional Councillor J. Jones Regional Councillor J. Virgilio Councillor V. Burke Councillor. E. Shapero Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi Regrets Regional Councillor G. Landon Councillor D. Hamilton Councillor C. Moretti Councillor A. Chiu |
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 M. Barrow, Facility Allocation Coordinator S. Andrews, Director, Asset Management A. Brouwer, Deputy
Clerk R. Capocci, Chief of Staff P. Ingham, General
Manager, Operations N. Kenea, Chief
Information Officer K. Kitteringham,
Town Clerk I. Kutter, Auditor
General J. Lustig, Treasurer B. Millar, Civic
Centre Coordinator A. Moore, Manager of
Purchasing B. Penner, Supervisor, Business Systems Improvement C. Service, Manager
of Planning & Policy Development V. Siu, Acting
Manager, Financial Planning M. Visser, Manager of
Financial Strategy & Investments W. Wiles, Manager of
By-Law Enforcement & Licensing K. Bavington,
Committee Clerk |
The General Committee convened at the hour of
DISCLOSURE OF PECUNIARY INTEREST
None disclosed.
1. RECOGNITION OF JOHN
COLLIE
AND
DAVID KENNEDY (6.0)
Mary Creighton, Director of Recreation gave a description of a recent rescue at a Community Centre involving the use of a defibulator. Ms. Creighton read a statement of gratitude from David Kennedy, the person who was rescued. John Collie was in attendance and appreciation was conveyed to Mr. Collie for his part in the rescue, on behalf of Mr. Kennedy and the Committee.
Moved by Councillor
D. Horchik
Seconded by
Councillor J. Webster
1) That
Mr. John Collie and Mr. David Kennedy be recognized for their generous donation
of a defibrillator to Centennial Community Centre.
CARRIED
2. CONTRACT
ADMINISTRATION
OPERATIONS DIVISION
AUDIT
REPORT (5.0)
Committee Report Auditor Report Presentation
Ingrid Kutter,
Auditor General gave a presentation on the results of an audit of contract
administration in the Operations Division. The presentation included the audit
scope, a review of policies and process workflows, and key recommendations.
Staff will present a response to the recommendations and an action plan.
The audit concluded
that contract administration is adequately managed and there is evidence of
continuous improvements. With respect to the pavement management program, the findings
recognized that the Town has adopted a number of best practices in delivering
the program, but the audit was unable to conclude if the performance of the
program met its intended outcomes.
The Committee
discussed the audit process of presenting findings to staff to allow verification
of accuracy and preparation of an action plan, prior to the report being
presented to Council. Ms. Kutter explained that this is a common approach to an
audit and was followed in the previous audit reports. It was noted that the
Auditor General is independent of staff and reports to Council, and can report
to Council directly if a serious issue arises. The process was noted for further
discussion when the Auditor General’s contract is due. The Committee requested
information on the reporting process at the Federal level.
Moved by Mayor F.
Scarpitti
Seconded by Regional
Councillor J. Jones
1) That
the Auditor General Report titled “Contract Administration – Operations
Division”, dated December 18, 2009, be received for information; and,
2) That
the Town staff action plans, developed in response to the Auditor General
recommendations, be approved; and further,
3) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
CARRIED
3. CONTRACT
ADMINISTRATION
OPERATIONS AUDIT REPORT (5.0)
Paul Ingham, General Manager of Operations reviewed the recommendations from
the Auditor General’s report, and described the action plan being implemented
by staff to address the concerns identified in the report.
Bob Penner, Supervisor of Business Systems
Improvement
discussed
staff’s response to concerns regarding the performance indicators and data collection
for the pavement management program. The current performance figures are
derived with the assumption of the condition of new and rehabilitated roads. A
study is being undertaken by the
The Committee
discussed methods to verify the pavement performance on a continuous basis with
watchdog assessments. It was suggested that roads be surveyed and assessed
prior to being assumed by the Town, to guarantee their condition for several
years.
The Committee
congratulated staff on their efforts to address the Auditor General’s concerns.
It was agreed that the work of the Auditor General has added value to the Town
of
Ms. Kutter advised
that a progress report on contract administration improvements will be provided
on an annual basis, and the Committee suggested that the report be presented
prior to the end of the term of Council.
Moved by Mayor F.
Scarpitti
Seconded by
Regional Councillor J. Jones
1) That the presentation by Mr. P. Ingham, General Manager, Operations, entitled “Contract Administration – Operations Audit Report” be received.
CARRIED
4. PORTAL
PROJECT UPDATE (7.13)
Nasir Kenea,
Chief Information Officer gave a brief update on the Portal
Project in conjunction with York Region, outlining the project’s scope and roadmap.
The portal will be more accessible, have better content management, query
functions, self service abilities, and will be a repository for Council
documents. It will also provide mobile access in the future. The overall
project is on budget and on schedule.
Jim Hertzfeld of Perficient
The
Committee acknowledged that this is an exciting project that will change the
way residents and businesses can interact with the Town. Discussions included
the difference between the current website and the portal and the continuing connection
and services provided by the Contact Centre. As viewers may be arriving via independent
browsing rather than directly from the Town website, the pages should contain heightened
identification and an opportunity to push out key information. Connections to
regional information such as police and transit services could also be provided.
Comments were made that it is difficult to find the information regarding a
flashpage once it has been replaced, and that lengthy documents are difficult
to download and optional smaller documents should be available.
Moved by Regional
Councillor J. Jones
Seconded by
Councillor J. Webster
1) That the presentation by Mr. N. Kenea, Chief Information Officer, and Mr. J. Hertzfeld, Perficient Canada, entitled “Portal Project – An Update” be received.
CARRIED
5. MINUTES OF THE NOVEMBER 30, 2009
MUSEUM BOARD ANNUAL
GENERAL MEETING (16.0)
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
1) That the Minutes of the
CARRIED
6. MINUTES OF
THE FEBRUARY 11, 2010
GRANTS SUB -COMMITTEE
(16.0)
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
1) That
the Minutes of the February 11, 2010 Grants Sub-Committee be received.
CARRIED
7. MINUTES OF
THE JANUARY 25, 2010
PARKING ADVISORY COMMITTEE
(16.0)
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
1) That
the Minutes of the January 25, 2010 Parking Advisory Committee be received.
CARRIED
8. MINUTES OF
FEBRUARY 17, 2010
ADVISORY COMMITTEE
ON ACCESSIBILITY (16.0)
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
1) That the Minutes of February 17, 2010 Advisory Committee on Accessibility Committee be received.
CARRIED
9. APPOINTMENTS
AND RESIGNATIONS
TO
ADVISORY COMMITTEES (16.24)
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
Advisory
Committee on Accessibility
1) That Alan Ho and Prabhu Rajan be appointed to the Advisory Committee on Accessibility for the term ending November 30, 2010 (see note 1); and,
Animal
Care Committee
2) That Yasuko Naka be
appointed to the Animal Care Committee as a resident member for the term ending
3) That representation from Habitat Cat be removed from the composition of the Animal Care Committee at this time; and,
4) That the resignation of Mr. Wil Pialagitis from the Main Street Markham Committee be received with regret and a letter of appreciation be forwarded (see note 3); and,
5) That the vacancy be filled; and,
Cycling and
Pedestrian Advisory Committee
6) That the resignation of Ms. Jenika Wong from the Cycling and Pedestrian Advisory Committee be received with regret and a letter of appreciation be forwarded (see note 4); and further,
7) That the vacancy be filled.
CARRIED
Note 1: The Advisory Committee on
Accessibility is comprised of nine members, at least five of whom must be
persons with disabilities. Two members shall be members of Council.
Regional Councillor G. Landon and Councillor V. Burke were appointed to this
Committee for the term ending
Note 2: The Animal Care Committee is
comprised of up to ten members of the public, one member of Council and up to
four representatives from local animal advocacy groups. Councillor Valerie Burke was appointed for
the term ending
Note 3: The Main Street Markham
Committee is comprised of no less than seven members of the public/businesses
and two Ward Councillors, plus the Markham BIA. Councillor Moretti
and Webster were appointed for the term ending
Note 4: The Cycling and Pedestrian Advisory Committee is comprised of up to twenty (20) members of the public and outside organizations, including one representative from each of the Markham Environmental Advisory Committee and the Advisory Committee on Accessibility, in addition to two Members of Council.
10. AWARD OF TENDER 023-Q-10 ROUGE RIVER
COMMUNITY CENTRE SANITARY SEWER
PUMPING SUMP REPLACEMENT (7.12.1)
The
Committee noted that this item will go forward to Council on
Moved by Deputy
Mayor J. Heath
Seconded by
Councillor L. Kanapathi
1) That the report entitled “Award of Tender 023-Q-10 Rouge River Community Centre Sanitary Sewer Pumping Sump Replacement” be received; and,
2) That the contract for 023-Q-10 Rouge River Community Centre Sanitary Sewer Pumping Sump Replacement be awarded to the lowest priced bidder, Robert R. Somerville in the amount of $119,802.00 exclusive of GST; and,
3) That a contingency in the amount of $18,770.00 exclusive of GST be established to cover any additional construction and consultant costs and that the Director of Asset Management be authorized to approve expenditure of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
4) That the contract for Consulting Engineering Services Related to Contract Administration and Construction Inspection be awarded to R.V. Anderson Limited in the amount of $8,000.00 exclusive of GST; and,
5) That staff be authorized to retain a qualified geotechnical consulting firm in accordance with the Town’s purchasing bylaw to provide geotechnical and materials testing services during construction for an upset limit of $1,000.00 exclusive of GST; and,
6) That a new Recreation budget be established for the Rouge River Community Centre Sanitary Sewer Pumping Sump Replacement and be funded from the Life Cycle Reserve 087-2800-200 in the amount of $147,572.00; and further,
7) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
11. CANADA AND
HOUSING CORPORATION LOAN (7.0)
The Committee discussed the implications of the land configuration and reserve funds that may borrowed by Markham District Energy if Canada Mortgage and Housing Corporation (CMHC) funding is not received.
The
Committee noted that this item will go forward to Council on
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor D. Horchik
1)
That the report dated
2) That Council approve the submission of a loan application (through the Region of York) to Canada Mortgage and Housing Corporation to fund the purchase of the Markham District Energy Birchmount plant; and further,
3) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
12. CONTRACT EXTENSION
014-T-09
CONCRETE MAINTENANCE (5.12.2)
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor D. Horchik
1) That the report entitled “Contract Extension 014-T-09 Concrete Maintenance be received”; and,
2) That the contract 014-T-09 for Concrete Maintenance be extended with VTA Construction for Two (2) years (2010 -2011) in the estimated annual amount of $693,276 and at the same 2009 itemized pricing; and,
3) That the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7, Non Competitive Procurement (c) “ When the extension of an existing contract would prove more cost effective or beneficial; and,
4) That the award be funded from Operations and Waterworks Department 2010 Operating and Capital Budgets accounts as detailed in the financial template and the 2011 budget upon approval; and,
5) That Staff be authorized to amend the award amount in 2011 to reflect changes to Operations and Waterworks Department Operating and Capital budget accounts (listed in financial template) approved by Council during the annual budgeting process; and further,
6) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
13. AWARD OF TENDER 340-T-09
CONSTRUCTION OF GREENSBOROUGH
NEIGHBOURHOOD PARK ON STALMASTER ROAD
NEIGHBOURHOOD PARK ON STALMASTER
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
1)
That the report entitled “Award
of Tender 340-T-09 Construction of
Greensborough Neighbourhood Park on
2) That the Contract for 340-T-09 Construction of Greensborough Neighbourhood Park on Stalmaster Road be awarded to third lowest priced bidder, Colpac Construction Inc., in the amount of $579,451.00 inclusive of PST and exclusive of GST; and,
3) That a separate purchase order in the amount of $52,945.10 exclusive of GST be issued to the contractor for contingency to cover any additional fees, that a separate purchase order in the amount of $5,000.00 exclusive of GST be issued to MEP Design Inc. for any additional contract administration services and that the Town Architect be authorized to approve expenditure of these contingency amounts up to the specified limit in accordance with the Expenditure Control Policy; and,
4) That Internal Capital Administration fees be charged against the 2007 Urban Design Department Capital Project 081-5350-7625-005 Greensborough NP Stalmaster in the amount of $42,165.09; and,
5) That the award in the amount of $679,561.19 be funded from the 2007 Urban Design Department Capital Project 081-5350-7625-005 Greensborough NP Stalmaster with a balance remaining of $542,450.00; and,
6) That the shortfall in the amount of $137,111.19 be funded from the Urban Design development charges reserve account in the amount of $123,400.07 and the balance in the amount of $13,711.12 be funded from the capital contingency account # 044 6900 6395 005 and transferred to the Urban design account # 081 5350 7625 005; and further,
7) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
14. MINUTES OF THE FEBRUARY 3,
AND MARCH 11, 2010 JOINT
INFORMATION TECHNOLOGY SUB -COMMITTEE
AND COMMUNICATIONS COMMITTEE
(16.0)
Moved by
Councillor J. Webster
Seconded by
Mayor F. Scarpitti
1) That
the Minutes of the February 3, and
CARRIED
15. GREEN MUNICIPAL
FUND LOAN APPLICATION (7.0)
The
Committee noted that this item will go forward to Council on
Moved by
Deputy Mayor J. Heath
Seconded by
Councillor L. Kanapathi
1)
That the report dated
2) That Council approve the submission of a loan application (through the Region of York) to the Federation of Canadian Municipalities’ Green Municipal Fund to partially fund the construction of the East Markham Community Centre; and further,
3) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
16. PROPOSED AMENDMENTS
TO THE TOWN’S
ELECTION SIGN REGULATIONS (14.0)
Bill Wiles,
Manager of By-Law Enforcement &
Licensing gave a presentation on proposed amendments to election sign regulations. The
amendments include the removal of election signs 72 hours following election
day, in alignment with the York Region By-law; better identification and
mapping of placement locations for road signs; clarification of sign placement
in relation to sidewalks and curbs; definition and location of campaign
headquarters and placement of signs at campaign headquarters; and increase of
fees for permit deposit and sign removals. The regulations apply to Municipal,
Federal and Provincial elections.
With
respect to campaign headquarters, existing commercial signs on the property can
be used with no restrictions. An exemption to the sign by-law would permit, six
weeks prior to the election, one additional ground sign that identifies the
location as the campaign headquarters, and no restrictions for window signs,
except on the ground floor within Main Street Unionville Heritage District. The
Committee suggested that the by-law align with the City of
Clarification
was provided that other than campaign headquarters signs, election signs can be
placed on regional roads six weeks before the election, and on Town roads four
weeks prior. One lawn sign per candidate is permitted on each lawn.
Further
discussions noted that mobile signs are not permitted, and that anyone may have
a year-round office with year-round signs, however the only time limit would be
to the specific exemptions for one additional “campaign headquarters” sign and
unlimited window signs. A question was raised that if the campaign headquarters
sign also contains “vote/re-elect” and the position being sought, would it
still qualify for the exemption? Signs for home occupation campaign
headquarters were also questioned. The Committee directed that staff provide an
update to clarify the items discussed.
Concern was
expressed for the sign removal fees and the shorter removal time. Staff advised
that these are consistent with other area municipalities and are intended to
help facilitate compliance with by-law, but will not be expeditiously enforced.
With
respect to collection of fees that are added to tax bills, the inequality
between property owner candidates and property rental candidates will be part
of the review of the by-law enforcement program and a report will be coming
forward.
With
respect to the location of campaign headquarters, staff are preparing for a
proposed zoning by-law amendment to permit campaign headquarters in places
where they would not otherwise be permitted.
Moved by Regional
Councillor J. Jones
Seconded by
Councillor L. Kanapathi
1) That the report entitled “Proposed Amendments to the Town’s Election Sign Regulations” be received; and,
2)
That By-law 2002-94 (Sign) be
amended as shown on Appendix “B”- Draft Sign By-law Amendment and on Appendix
“C”- Draft New Schedule ‘F’ to Sign By-law,
as amended to permit sign exemptions for additional signs at campaign
headquarters to be in effect 90 days prior to the election; **
3) That the Fees By-law (By-law 2002-276) be amended as shown on Appendix “D”; and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
**Note: At the
- That Subsection (e) under Section 17.6 regarding Lawn Signs be deleted from the proposed amending by-law to the Sign By-law 2002-94;
- Council consented to remove the words "…and within the Unionville Heritage District" from Subsection (d) under Section 17.7 regarding Election Campaign Office of the proposed amending by-law to the Sign By-law 2002-94.
- That the proposed amending by-law to the Sign By-law 2002-94, as revised by Council this date, be referred to staff for review and brought back to the April 19, 2010 General Committee meeting.
17. DELEGATION OF AUTHORITY
TO EXECUTE RELEASE BETWEEN
THE
TOWN AND SUNCOR ENERGY INC.
SANITARY
SEWER EXTENSIONS IN
THORNHILL
AREA (CONTRACT 144-T-09) (8.0)
The
Committee had several questions and deferred this item to the General Committee
meeting scheduled for
Moved by Regional
Councillor J. Jones
Seconded by
Councillor J. Webster
That consideration of the following
recommendation be deferred to General Committee on March 29, 2010:
1)
That the report entitled “Delegation of Authority to execute Release
between the Town and Suncor Energy Inc. - Sanitary Sewer Extensions in
Thornhill Area (Contract 144-T-09)” be received; and,
2)
That the Mayor and Clerk be
authorized to execute the Release between the Town and Suncor Energy Inc. in
consideration for cost reimbursements in the amount of $73,067, in a form
satisfactory to the Town Solicitor; and,
3)
That the Mayor and Clerk be authorized to execute future releases
that represent a reimbursement of costs by third parties to the Town, upon
approval of the applicable Commissioner or the Chief Administrative Officer and
in a form satisfactory to the Town Solicitor; and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
CARRIED
18. AWARD OF TENDER 342-T-09
SECURITY GUARD SERVICES
FOR THE ANTHONY ROMAN CENTRE
& 8100 WARDEN AVE
Moved by
Regional Councillor J. Jones
Seconded by
Councillor J. Webster
1) That the report entitled “Award of Tender 342-T-09 Security Guard Services for the Anthony Roman Centre & 8100 Warden Ave” be received; and,
2) That Tender 342-T-09 for Security Guard Services for the Anthony Roman Centre & 8100 Warden Ave be awarded to the 3rd lowest priced bidder, ASP Incorporated for an annual amount of $208,684 inclusive of HST totalling $626,052 for a period of three (3) years; and,
3)
That funds for this contract
for the 2010 period (
· $151,467.62 750-751-5312 Civic Centre Security
· $ 4,143.05 750-757-5312 8100 Warden Security
4)
That funds for this contract
for
5) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
19. ROBINSON STREET
SANITARY SEWER SYSTEM – FEES BY-LAW (7.0)
Moved by Councillor
J. Webster
Seconded by
Councillor L. Kanapathi
1) That the report entitled “Robinson Street Laneway Sanitary Sewer System – Fees By-law” be received; and,
2) That Council enact a Fees By-law pursuant to Section 391 of the Municipal Act, 2001 for costs associated with the sanitary sewer system; and,
3) That the Finance Department be authorized to collect the total project costs for the Robinson Street Laneway Sanitary Sewer System from the four property owners of Robinson Street Laneway (as set out in the Fees By-law); and,
4) That the costs per lot be paid as either as an interest free lump sum payment or annually up to a maximum of 15 years accruing interest at the same rate as the current Region of York 15 Year Debenture Rate, 5% calculated annually in advance; and,
5) That any unpaid amounts be added to the tax account of each property owner; and,
6) That the collected funds be reimbursed to the Waterworks Stabilization Capital Reserve (88.4%) and Life Cycle Replacement and Capital Reserve Fund (11.6%) based on the funding split of the expenditures; and further,
7) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
20. FIELDS & DIAMONDS
ALLOCATION POLICIES (6.0)
Report Field
Allocation Policy Diamond Allocation
Policy Presentation
Colin Service, Manger of
Planning & Policy Development gave a brief presentation outlining the consultation with user groups
and the policies considered.
Moved by Councillor
D. Horchik
Seconded by
Councillor E. Shapero
1) That the report entitled
“Fields & Diamonds Allocation Policies” be received; and,
2) That Council endorse the Fields Allocation
Policy, giving staff the authority to allocate time on fields in accordance
with the policy; and,
3) That Council endorse the Diamonds
Allocation Policy, giving staff the authority to allocate time on diamonds in
accordance with the policy; and further,
4) That staff be authorized and directed
to do all things necessary to give effect to this resolution.
CARRIED
NEW BUSINESS
THE AUTOMATISTE
REVOLUTION EXHIBIT
Deputy Mayor Heath reported on the recent
opening of The
Automatiste Revolution exhibit from
ADJOURNMENT
The General Committee meeting adjourned at