M I N U T E S

GENERAL COMMITTEE

March 29, 2010
Meeting No. 9

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

C. Conrad, Town Solicitor J. Baird, Commissioner of Development Services A. Taylor, Commissioner of Corporate Services R. Borooah Town Architect A. Brouwer, Deputy Clerk M. Creighton, Director of Recreation L. Irvine, Manager Parks & Open Space Development P. Loukes, Director of Operations J. Lustig, Treasurer S. Manson, Manager, Tax and Assessment Policy A. Moore, Manager of Purchasing P. Wealleans, Director of Taxation V. Siu, Acting Manager Financial Planning E. Ting, Manger of Waterworks K. Bavington, Committee Clerk

The General Committee convened at the hour of 9:02 a.m. with Regional Councillor J. Virgilio in the Chair for Finance and Administrative related items; and for Building, Parks, and, Construction related items.

DISCLOSURE OF PECUNIARY INTEREST

None disclosed.

1. PROPERTY TAX RELIEF –
MARKHAM SENIORS (7.3)

Mr. Sydney Sokoluff made a deputation, urging the Committee to support property tax relief for Markham seniors in an amount larger than the staff recommendation.

Moved by Regional Councillor G. Landon

Seconded by Deputy Mayor J. Heath

1) That the deputation by Mr. Sydney Sokoluff, resident, regarding property tax relief for Markham seniors be received.

CARRIED

2. 2010 COUNCIL & COMMITTEE
MEETING SCHEDULE (16.23)

Schedule

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the 2010 Council & Committee Meeting Schedule (from September to December) be approved.

CARRIED

3. MINUTES OF THE FEBRUARY 22, AND
MARCH 1, 2010 GENERAL COMMITTEE (16.0)

February 22 March 1

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the Minutes of the February 22, and March 1, 2010 General Committee be received.

CARRIED

4. MINUTES OF THE FEBRUARY 22, 2010
MARKHAM PUBLIC LIBRARY BOARD (16.0)

Minutes

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the Minutes of the February 22, 2010 Markham Public Library Board be received.

CARRIED

5. MINUTES OF THE JANUARY 13, 2010
FRIENDS OF THE MARKHAM MUSEUM BOARD (16.0)

Minutes

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the Minutes of the January 13, 2010 Friends of the Markham Museum Board be received.

CARRIED

6. MINUTES OF THE FEBRUARY 18, 2010
CYCLING AND PEDESTRIAN COMMITTEE (16.0)

Minutes

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the Minutes of the February 18, 2010 Cycling and Pedestrian Committee be received.

CARRIED

7. MINUTES OF THE MARCH 8, 2010
GRANTS SUB-COMMITTEE (16.0)

Minutes

This item was discussed in conjunction with Agenda Item # 14, a grant request by the Unionville BIA for the Unionville Bandstand.

Phil Howes, Manager of the Markham BIA spoke in support of the recommendation of the Celebrate Markham Grants Sub-committee, and stated that it recognizes and enhances the relationship between the Town and the BIAs. The events being supported help to raise awareness of the Markham Heritage District. Mr. Howes requested that the grants be increased, as they have not kept up to the growth of the population. In response to questions, Mr. Howes advised that eight events will be held this year, double the number from 2007, and that both BIAs work with very small levy bases. The Markham BIA operating budget for 2010 is $290,000, and they have requested $75,000 from the Town which is half of the $150,000 that has to be raised.

Tracy McKinnon, representing the Unionville BIA requested $6,500 to fund the Old Tyme Christmas event, as it is a significant cultural and historical event that attracts many people. Discussions included the similarities of the Markham and Unionville Christmas parades. Ms. McKinnon described other UBIA events and the Bandstand program, which has produced over 1,000 events free to the public showcasing local artists. This program is described in the $20,000 funding request listed under Agenda Item # 14. This amount would be matched by the UBIA, and include the cost of a coordinator. Town staff also provide assistance by delivering and setting up the chairs.

Greg McCormack, President of the UBIA questioned why the Old Tyme Christmas Parade received a grant last year, but not this year. He suggested that the application process should be clarified, and that funding should be perpetuated. The BIAs work hard to provide services and hold festivals for the Town. The recommendation is to split $25,000 between both BIAs.

The Committee questioned staff on the grants process and the minutes of the Grants Sub-committee meeting with respect to the Olde Tyme Christmas Parade. With respect to the Markham BIA’s request for $75,000, which resulted in the Sub-committee recommendation to increase the grants budget by $25,000, it was suggested that Council should be discussing this matter in more depth.

The Committee debated the allocation of grant funding, at length. Comments included:

- Should there be only one Santa Clause/Christmas parade, similar to the one Canada Day event, or should the Town be prepared to fund several similar events as a result of the precedent that will be set;

- An examination of the relationship between the BIA’s and the Town would be beneficial, before funding decisions are made;

- A review of Town, volunteer, staff, and service club involvement is also necessary;

- Service clubs sometimes run events, and this should be encouraged (i.e. the Rotary Club runs the Markham Santa Claus Parade);

- When is it appropriate for outside organizations to call on the assistance of Town staff;

- Many community events are supported by public fundraising, not Town grants. It was noted that Trillium Fund grants could be used to learn how to fundraise;

- Proper criteria and clarification is needed on the grant application forms and processes.

A member of the Grants Sub-committee advised that the Sub-committee is working to establish a criteria and clarify the application process;

- Options are to cap the grants funding and allocate it between the applicants, or to raise the budget. A budget increase equal to $1 per resident was suggested.

Staff advised that $1,000 has been granted to Fiesta Canada, leaving $7,500 remaining in the grants budget. The Committee considered allocating $6,500 to the Old Tyme Christmas Parade.

The Committee questioned the UBIA on whether the current recommendation of $12,500 would be sufficient to enable the Bandstand activities to continue. Ms. McKinnon responded that a $20,000 share from the town, matched by the BIA for a total cost of $40,000, is required for the full concert series. If only $12,500 is received, it would be used to fund the many other events. The Christmas event would be supported by the proposed separate grant of $6,500.

Mr. Howes noted that the Markham BIA has been expanding their sponsorship and investment base, and the levy has been increased by 6%, however, some functions may have to be cut due to the funding amount. Staff were requested to research the levy of the BIAs and compare them to other municipalities.

The Committee directed that a workshop on the relationship between the Town and the BIAs be held in the near future, and that grant funding be addressed at the workshop. It was noted that the 2010 funding needs to be confirmed as soon as possible to allow the BIAs to plan for the summer season.

The Committee thanked the BIA representatives for their deputations and for their work in the community.

Moved by Deputy Mayor J. Heath

Seconded by Councillor D. Horchik

1) That a Celebrate Markham grant in the amount of $6,500 be allocated to the Unionville BIA for the Unionville Olde Tyme Christmas Parade.

CARRIED

Moved by Regional Councillor G. Landon

Seconded by Councillor V. Burke

2) That a Council workshop be held regarding the relationship between the Town and the Markham and Unionville BIAs, including funding requests;

3) And that staff bring forward a report from the discussions at the workshop, to General Committee by May, 2010.

CARRIED

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor G. Landon

4) That the Minutes of the March 8, 2010 Grants Sub-Committee be received; and,

5) That Council endorse the following resolution from the March 8, 2010 Grants Sub- Committee meeting: “That a 2010 Celebrate Markham grant in the amount of $1,000 be allocated to Fiesta Canada, subject to receipt of the appropriate financial documents”; and

6) That the resolution from the March 8, 2010 Grants Subcommittee “That an extra $25,000, over and above the Celebrate Markham budget for 2010, be allocated to the BIA’s for tourist events; ($12,500 to the Unionville BIA, and $12,500 to the Markham BIA)” be referred to the Council workshop; and further,

7) That the correspondence from Regional Councillor Joseph Virgilio and Councillor Don Hamilton requesting a $20,000 Celebrate Markham Grant to support the Unionville BIA Bandstand concert series, be referred to the Council workshop.

CARRIED

8. PROCESS AND STATUS OF THE
WATERWORKS SERVICE FEES
IMPLEMENTATION (5.3 & 7.0)

Report 1

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the report titled “Process and Status of the Waterworks Service Fees” be received; and,

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

CARRIED

9. MUNICIPAL FUNDING AGREEMENT
FOR GAS TAX ALLOCATION (7.0)

Report 1 2

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the report dated March 29, 2010 entitled “Municipal Funding Agreement for Federal Gas Tax Allocation” be received; and,

2) That a By-Law be enacted granting authority to the Mayor and Clerk to sign the “Amending Municipal Funding Agreement” between the Town of Markham and the Association of Municipalities of Ontario (AMO); and further,

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

CARRIED

10. STAFF AWARDED CONTRACTS FOR
THE MONTH OF FEBRUARY 2010 (7.12)

Report

Contract 351-T-2010, Supply and Installation of Recycling Moloks:

The Committee discussed the use of recycling moloks. Peter Loukes, Manager of Operations responded with respect to storage capacity and pick-up cycle of the various containers being used in the recycling program and advised that the moloks will not be used for the 3-stream program at this time. The Committee requested that staff review the progress of recycling outside the home with respect to what has been accomplished and how the Town is proceeding, as well as an audit of the contents of garbage containers, particularly for poop-and-scoop in Pomona. A staff report was requested for General Committee or the Environmental Issues Committee in the fall of 2010.

353-Q-09 Engineering Consulting Services for Looping and Disconnection of Existing Watermains:

The Committee had questions regarding the extent of the project. Ernie Ting, Manger of Waterworks, responded that the contract is for the first phase, for design. There are currently 100 required, and staff are trying to find other solutions to reduce that number. A report will be presented to the Committee later in the year.

005-S-10 Supply and Delivery of Two Sanitary Pumps for the Calvert Road Lift Station:

The Committee noted that the pumps are subject to blockage from debris rather than defects, and have not reached their life potential, and questioned whether the Town sells or scraps them. Peter Loukes advised that the mechanism may be obsolete, and he will provide a response to the Committee by e-mail.

389-S-09 Advertising Services for 2010 Markham Economist and Sun:

The Committee noted the increasing budget for this item and discussed alternate methods of public notification. Corporate Communications was requested to investigate electronic notice boards.

Moved by Deputy Mayor J. Heath

Seconded by Councillor E. Shapero

1) That the report entitled “Staff Awarded Contracts for the Month of February 2010” be received; and,

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

CARRIED

11. MARKHAM FOOD BANK
FUNDING REQUEST (7.6)

Report 1

The Committee indicated support for the Food Bank, and discussed the quantity anticipated to be raised. It was noted that Markham has the largest number of lower income residents in York Region, and that the Food Bank needs an organized donation campaign. Other options to assist the program were discussed, such as proving staff support or funding from the Grants Sub-committee.

The Commissioner of Corporate Services was directed to e-mail the 2009 Actuals figures to the Committee.

Moved by Councillor J. Webster

Seconded by Councillor D. Hamilton

1) That this report be received for information; and,

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

CARRIED

12. CONTRACT EXTENSION OF REQUEST
FOR PROPOSAL (RFP) # 061-R-09 CONSULTING
SERVICES FOR FACILITY PROJECT MANAGEMENT
AND SPACE PLANNING (17.12.1)

Report

Staff advised that due to the new electronic report process system, Sharepoint, the reports appear in the agenda without signatures, but gave assurances that the appropriate staff have approved the reports. The Committee requested that an indication of the approval be provided.

With respect to the contract, staff advised that the actual amount paid will be based on the amount of work, if any, that is performed.

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the report entitled “Contract Extension of Request for Proposal (RFP) # 061-R-09 “Consulting Services for Facility Project Management and Space Planning” be received; and,

2) That the contract for RFP# 061-R-09 “Consulting Services for Facility Project Management and Space Planning” be extended with Mayhew Associates for two (2) additional years (May 1, 2010 to April 30, 2012) in the estimated annual amount of $200,000 exclusive of GST; and,

3) That the Director of Asset Management and the Manager of Purchasing be authorized to exercise the option to renew contract 061-R-09 for an additional 2 years from (May 1, 2012 to April 30, 2014) with a labour price increase of 5% for period from May 1, 2013 to April 30, 2014, subject to performance and budget approval; and,

4) That the 2010 award be funded from the Facility Assets Department 2010 Operating budget account number 750-101-5399-10247 in the amount of $200,000.00; and,

5) That Staff be authorized to amend the purchase order in years 2011-2014 to reflect changes to the annual Corporate accommodation Operating budget 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. 028-S-10 PURCHASE OF EQUIPMENT FOR
THORNHILL AND MILLIKEN MILLS
LIBRARIES (17.12.3)

Report

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the Report entitled “028-S-10 Purchase of Equipment for Thornhill and Milliken Mills Libraries” be received; and,

2) That staff be authorized to issue a Purchase Order to 3M Canada Company for one (1) FX 9-bin book sorter with patron and staff induction, and two (2) 7410 V-series SelfCheck units with corian tops, for Thornhill Community Branch (Infrastructure Project) in the amount of $ 292,626 (including freight, installation and applicable taxes); and,

3) That staff be authorized to issue a Purchase Order for 3M equipment for Milliken Mills Branch for two (2) RFID/Barcode enabled 7410 V-series Self check units with corian tops, three (3) 946 RFID staff workstations and one (1) 803 digital library assistant handheld unit, in the amount of $ 111,726 (including freight, installation and applicable taxes); and,

4) That the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7, Non Competitive Procurement, “Where there is only one source of supply for the goods to be purchased”; and “When the extension of an existing contract would prove more cost-effective and beneficial”; and,

5) That the award for Purchasing of equipment for the Thornhill branch in the amount of $292,626 be funded from the 2010 Capital Budget #070-5350-9515-005 Thornhill Community Centre and Library Renovation Stimulus Project; and,

6) That the award for Purchasing of equipment for Milliken Mills Branch in the amount of $111,726 be funded from the 2010 Capital Budget #049-6150-10078-005, the 3M Equipment Life Cycle Replacement Phase 2 of 3; and,

7) That upon approval of the yearly operating budget, an annual amount of $27,425.25 be budgeted for a 5 year service plan out of the ITS Operating Budget #400-404-5360 following the expiry of the one year warranty period., and further

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

CARRIED

14. STATUS OF CAPITAL PROJECTS AS
OF DECEMBER 31, 2009 (7.0)

Report 1

Moved by Councillor V. Burke
Seconded by Councillor J. Webster

1) That the report entitled “Status of Capital Projects as of December 31, 2009” be received; and,

2) That $1.12M from closed capital projects be transferred to the sources of funding as listed on Exhibit A; and,

3) That $200,000 be transferred from the Waterworks Stabilization/Capital Reserve account to fund the Relocation of Waterworks Operations from Miller Avenue to 8100 Warden Avenue (account # 053-5350-9502-005); and,

4) That the Capital Budget Control Policy section 3.1 be amended to grant authority to Staff to approve funding transfers (within limits defined in Expenditure Control Policy section 6.03); and,

5) That the Capital Budget Control Policy section 3.2 be amended to grant authority to the CAO to approve refinements to activities within approved scope of the project; and,

6) That the Capital Budget Control Policy section 3.3 be amended to grant authority to the Treasurer to approve project consolidations, as long as the projects involved are of a similar scope; and,

7) That the CAO be delegated authority to make any future administrative changes to the Capital Budget Control Policy; and further,

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

CARRIED

15. 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)

Report 1

Staff advised that this item requires further investigation and is deferred for approximately one month.

16. PROPERTY TAX RELIEF –

MARKHAM SENIORS (7.3)

Report

Paul Wealleans, Director of Taxation, stated that staff have reviewed the proposal for property tax relief for seniors, and discussed the options. He advised that the Vaughan, Newmarket and Richmond Hill provide grants of up to $290.00 per household. A tax grant of $200 per eligible Markham household would result in a cost of $615,400 in 2011. Staff are looking for direction for the 2011 budget.

In response to questions, staff advised that:

- the rate increase would be linked to the Markham tax rate increase

- York Region will not initiate a tax relief program unless all nine municipalities are interested

- the costs are significantly different between Vaughan and Newmarket, because Vaughan’s program has been in existence for many years and Newmarket started just two years ago

- the criteria for eligibility would be residents who receive the Guaranteed Income Supplement (GIS), as confirmed by the Federal government

The program would involve a significant cost and would require a phase-in stage. It was suggested that $200 per household would not make a significant impact on an average $4,000 tax bill. The existing tax deferral program for seniors would have more benefit. The proposal would not provide a benefit for renters. The Committee considered that the Town should be advocating for a Regional or Provincial programs.

The Committee requested a 10-year projection of the cost, in consideration of the shifting demographic for seniors, and that staff review, besides municipal programs, possible programs to determine if there are any recommendations that can be made to the Province.

It was noted that the report identifies an individual, and staff advised the report will be amended prior to being presented to Council.

Moved by Mayor F. Scarpitti

Seconded by Councillor D. Horchik

1) That this report be received for information; and

2) That staff review possible programs, besides municipal programs, to determine if there are any recommendations that can be made to the Province, including changes to existing programs; and further,

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

CARRIED

17. ANGUS GLEN INDOOR TENNIS
STRUCTURE AND CLUBHOUSE UPDATE
(RINC/ONTARIO REC FUNDING) (6.8)

Report 1

Linda Irvine, Manager Parks & Open Space Development, gave a presentation on the updated proposal for the Angus Glen facility. Ms. Irvine displayed site plans and floor plans, and advised that the structure will be built into the grade, resulting in two levels of access from two separate parking lots. Discussions included soils, groundwater, and grading issues, and the commencement of the Phase I parks work for the parking lot and associated landscaping.

Staff have consulted with the Town’s Tennis Club on this project, and have sought input from two Aboriginal groups as required by the Province.

With respect to cost, an additional $291,000 is being requested, for a total budget of $2.595 mil, including the Phase I parks work budget of $604,000 from the existing capital budget. The Committee requested that for clarification and transparency, that the parks work be separated out, as it was already allocated for work to be done, and that future presentations reflect this clarification. Development Charge funding for the parks program was discussed.

Staff are seeking final approval for the site plan, building plans, and elevations; authorization to proceed with the tender; delegated authority to the CAO to award the construction tender; and delegated authority to the Director of Planning and Urban Design for site plan approval. The target completion date is March 2011.

Staff advised of a financial issue related to the primary manufacturer of the roof, and will work with Finance and Purchasing staff to assess the risks. Alternatives will be explored and the Committee will be advised further. With respect to potential delays to the project, staff advised that Ministry can provide for RInC funding extensions.

A concern was expressed that the access on the upper level will be used as the main entrance instead of the intended main entrance on the lower level. The Committee requested that the roof line be adjusted to provide a cleaner design and that the ribbing frame be white, if feasible. Other topics discussed were the provision of signage to outline the sustainability features of the structure, and the use of the washrooms by field event participants.

Moved by Councillor D. Horchik

Seconded by Councillor C. Moretti

1) That the report dated March 29, 2010 and entitled “Angus Glen Indoor Tennis Structure and Clubhouse Update (RInC/Ontario REC Funding)” be received; and,

2) That the attached final Site Plan, Building Plans and Elevations for the Angus Glen Indoor Tennis Structure and Clubhouse, as presented herein, be approved; and,

3) That staff proceed with the preparation of working drawings and tender documents, tendering and tender award as required for the construction of the Angus Glen Indoor Tennis Structure and Clubhouse and associated landscape works; and,

4) That the Chief Administrative Officer (CAO) be delegated authority to award the construction tender to the successful bidder provided that the project is within budget or can be made to come within budget through selected scope changes and corresponding price adjustments ; and,

5) That an appropriate construction contingency and consulting services contingency (to a maximum of 15%) be identified in the Contract Award Report provided that the all approved project costs including tender award and the contingency amounts do not exceed the allocated budget for this project; and,

6) That the Manager of Parks and Open Space Development be authorized to approve the expenditure of the contingency amounts up to the specified limit and in accordance to the expenditure control policy of the Town and a monthly status be provided to the Town Treasurer; and,

7) That the Director of Planning and Urban Design, or designate, be delegated authority for Site Plan Approval; and,

8) That additional funding in the amount of $291,000 be provided to this project for identified soils, groundwater, and grading issues, and funded from the Park Development Development Charges (DC) Reserve Fund in the amount of $261,900 (90% of $261,900) and from the Capital Contingency budget in the amount of $29,100 (10% of $291,000); and,

9) That the Commissioner of Community and Fire Services be authorized to reallocate the budgeted funds within this project as required, and for approved project purposes as identified by the Manager of Parks and Open Space Development, such that the total expenditures do not exceed the total approved budget; and further,

10) That staff be authorized and directed to do all things necessary to give effect to this

resolution.

CARRIED

18. 2010 CELEBRATE

MARKHAM GRANT (16.0)

Correspondence

This item, a $20,000 grants request for the Unionville Bandstand program, was discussed in conjunction with Agenda Item # 6, the recommendation of the Grants Sub-committee, and was referred for further discussion at an upcoming Council workshop.

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor G. Landon

1) That the correspondence from Regional Councillor Joseph Virgilio & Councillor Don Hamilton regarding the Celebrate Markham Grant be received and referred to a Council workshop.

CARRIED

19. NEW BUSINESS

Regional Councillor J. Jones requested authorization for travel expenses for a one-day trip to Chicago, to meet with Consultants on issues relating to the Langstaff transit hub, Markham Centre, and the Hydro corridor.

Moved by Regional Councillor G. Landon

Seconded by Deputy Mayor J. Heath

1) That authorization be granted to Regional Councillor J. Jones for a one-day trip to Chicago to meet with consultants, with travel expenses to be paid from his discretionary budget.

CARRIED

ADJOURNMENT

The General Committee meeting adjourned at 1:26 PM.