M I N U T E S
GENERAL COMMITTEE
May 10, 2010
Meeting
No. 14
Alternate formats are available
upon request.
Finance & Administrative Issues Community Services Issues
Chair: Regional Councillor J. Virgilio Chair: Councillor A. Chiu
Environment
& Sustainability Issues Building, Parks, &
Construction Issues
Chair: Councillor
E. Shapero Chair: Councillor C. Moretti
Attendance
|
Mayor F. Scarpitti 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 Councillor A. Chiu |
J. Livey,
Chief Administrative Officer C.
Conrad, Town Solicitor J. Baird,
Commissioner of Development Services B.
Librecz, Commissioner of Community & Fire Services A.
Taylor, Commissioner of Corporate Services P.
Alexander, Deputy Fire Chief R. Borooah, Town Architect N. Kenea,
Chief Information Officer J. Lustig, Treasurer S. Marsh, Senior Planner, Urban Design V. McGrath, Director of Sustainability S. Rao, Manager of Technology G. Seaman, Manager of Climate Change & Energy C. Service, Manager, Planning & Policy Development B.
Snowball, Fire Chief G. Taylor, Manager, Community Centre Operations H. Tse,
Project Manager K.
Bavington, Committee Clerk |
The General Committee convened at the hour of 9:05 a.m. with Councillor
C. Moretti in the Chair for Building, Parks, and Construction Issues;
Councillor Erin Shapero chaired the Environment & Sustainability Issues;
and Regional Councillor J. Virgilio chaired the Finance and Administrative
related items.
DISCLOSURE OF PECUNIARY INTEREST
Mayor F. Scarpitti disclosed an interest with respect to Item # 6.A, the Award of Proposal P-09-126, Joint Portal Managed Hosting Services, by nature of his brother being an employee of Compugen Inc., and did not take part in the discussion of or vote on the question of the approval of such matters.
1. EMERGENCY OPERATIONS CENTRE
RE- LOCATION TO 8100 WARDEN
AVENUE (5.0)
Phil Alexander, Deputy Fire Chief, introduced Fouad Captan, Architect and
Planning Consultant with MMH Architect Inc. Mr. Captan gave a presentation on
the proposed Emergency Operations Centre (EOC) re-location to 8100 Warden
Avenue. An EOC is a pre-designed facility, set up off-site, to provide support
to on-site responders that may require policy, coordination and resource
direction for larger emergencies, and would be used for regular training and
meeting rooms during non-emergency times.
Mr. Captan reviewed the floor plan and advised that the required 9,200 ft2
building modifications will be minor and will include accessible washroom
modifications. The Committee noted that the figures in the presentation document
are too small to be legible, and requested elaboration. Mr. Captan reviewed the
renovations and associated estimated costs, which do not include all the
mechanical and engineering features as they have not been determined at this
time. The estimate includes a substantial contingency amount and a figure for
furniture and fixtures, which may not be needed.
This project is funded under the stimulus program, at one-third each for
the municipal, provincial, and federal sectors, with a total cost of under $1
million. The staff recommendation includes delegated approval to the CAO if the
final cost is within the scope of the total budget. This matter will come back
to the Committee if it is not within the scope, and the final drawings will be
presented to the Committee regardless.
The Committee discussed the frequency of use of the EOC, alternate uses,
linking with other municipalities and organizations, and emergency generators.
Staff advised that new legislated training standards require appropriate and
permanent facilities, and discussed the provisions of the Emergency
Preparedness Plan for continued communications and functioning using an emergency
power source. Ontario has a major emergency centre that can be utilized if
necessary.
The Committee also discussed the emergency communications plan, and the
role of Council members. It was noted that some personal information needs to
be updated, and the information custodians in each office should be identified.
Staff will e-mail custodian information to the Committee. A further update
session on emergency preparedness will be held with the Committee later this
year.
The Committee requested a legible copy of Page 17 of the presentation,
and directed that the CAO advise the Committee of the final cost. It was
suggested that interested members contact Commissioner Librecz to arrange a
tour of the facility.
Moved by Councillor A. Chiu
Seconded by Mayor F. Scarpitti
1) That the report and presentation titled “Emergency Operation Centre Re-location to 8100 Warden Ave. ” be received; and,
2) That the conceptual floor plan as presented for the Emergency Operation Centre be approved in principle; and,
3) That staff proceed with detailed design work, preparation of working drawings, tendering, and tender award as required to insure that construction of this facility commences as soon as possible; and,
4) That the CAO be delegated authority for contract approvals within the scope of the total project budget; and further,
5) That staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
2. FIRE STATION
99-CORNELL (5.0)
Henry Tse, Project Manager introduced Janet Stewart of Thomas Brown Architects. Ms. Stewart provided a presentation on the new Cornell Fire Station 99, displayed renderings and plans, and discussed the design and terra-cotta coloured brick to tie into the adjacent East Markham Community Centre and Library, and Markham-Stouffville Hospital. A standardized interior fire station plan is used, but the exterior design is adapted to fit into the community. Staff are asking for approval of the exterior design at this time, and a detailed design and costing report will be brought to the Committee in June, 2010.
The Committee discussed parking, the orientation of the building, and the opportunity to install solar panels. This issue will come back to the Committee in the future.
Moved by Councillor J. Webster
Seconded by Regional Councillor G. Landon
1) That the presentation by Thomas Brown Architects Inc. be received; and,
2) That the design of the Cornell Fire Station be approved; and,
3) That staff proceed with detailed design and costing and report back to committee; and further,
4) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
3. ANGUS
GLEN TENNIS CENTRE:
FABRIC CLAD VS MEDAL STRUCTURE (6.0)
Brenda Librecz, Commissioner of Community and Fire Services introduced this matter, advising that it is a follow-up of the March 29, 2010 presentation in response to discussions regarding the roof material. Due to infrastructure funding deadlines, the timing of this project is crucial.
Ronji Borooah, Town Architect gave a presentation and requested authorization to change the roof material of the Angus Glen Tennis Centre Facility from a fabric clad structure to a metal clad structure. The Committee had been advised that the approved supplier, “Cover-All” had gone into creditor protection and an alternate supplier would involve higher costs. Mr. Borooah explained that the metal-clad option offers the best value with respect to life cycle and operating and ownership costs for the Town. He reviewed the time frame, stating the tender will be issued shortly, with substantial completion by January 2011 and handover by March, 2011.
The Committee discussed the improved energy efficiency and durability, windows, and brick finish. Staff confirmed that the multiple doors will be able to be open in good weather.
The Committee indicated support for the change to a metal clad structure, and directed that this matter be brought forward at Council on May 11, 2010.
Moved by Councillor D. Horchik
Seconded by Councillor A. Chiu
1) That the presentation entitled “Angus Glen Tennis Centre: Fabric Clad vs Metal Clad Structure” be received; and,
2) That General Committee authorize staff to change Angus Glen Tennis Centre Facility form a fabric clad structure to a metal clad structure.
CARRIED
4. GREEN
PRINT COMMUNITY
SUSTAINABILITY PLAN STRATEGIES (5.7)
Report 1 Presentation
Victoria McGrath, Director of Sustainability introduced this item and identified the staff that worked on this project. It was advised that an updated presentation and report were provided in the addendum agenda. The Committee requested that future revised attachments indicate the changes that have been made from the original document, and suggested that the presentation correlate to report detail pages in the future.
Raj Mohabeer, Manager of Sustainability gave an in-depth presentation on the three basic strategies to achieve Social and Cultural Well-being, Economic Vitality, and Environmental Health:
a) Complete Neighbourhoods as the Foundation of Great Community;
b) Robust and Resilient Community Systems; and
c) Continuing Health and Prosperity.
Ultimately, the objective is to create resilient and strong communities to withstand any shock that might occur. The various Town Departments will prepare work plans that will provide a clear “how and why” roadmap in the final document.
Mr. Mohabeer discussed detailed priorities and objectives, programs, initiatives, incentives, benefits, climate change issues, and promoting participation. The draft document is intended to evolve with public consultation, and many of the items in the draft plan are to stimulate debate.
The Committee discussed the future implementation of the plan, and had questions and comments on several items, including road widening; local food; wild life habitat; banning smoking in all public areas; welcome centres; corridor intensification; defining a permanent boundary for the urban edge and the potential impact on the growth management strategy; bio-gasses as green energy from waste; promoting employment activities in areas that are, or can be, served by transit; sewage initiatives; and inclusion of non-property owners in ratepayer associations.
Staff outlined the timeline for the June 5th public launch to announce the Green Print Sustainability Plan. A presentation will be made to General Committee on June 14th as a follow-up to today’s discussion, seeking endorsement of the draft document for public consultation, followed by final adoption of the Plan in late 2010 with the new Council. The public consultation document will be stamped “draft”. The Committee endorsed a high-level executive summary brochure for the launch, which will announce the imminent release of the draft consultation document.
The Committee discussed partnerships, community engagement and the impact on taxes, and requested documentation of all the businesses and stakeholders and their involvement.
The Committee thanked staff for their work on this important project.
Moved by Councillor D. Horchik
Seconded by Regional Councillor J. Virgilio
1)
That the staff report titled
2)
That staff be authorized to prepare a
high-level executive summary brochure for the launch on June 5; and further,
3) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
5. MINUTES OF THE MARCH 10, 2010
MARKHAM VILLAGE
BUSINESS IMPROVEMENT AREA (3.11)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the Minutes of the March 10, 2010 Markham Village Business Improvement Area be received.
CARRIED
6. MINUTES OF THE JANUARY 13,
AND FEBRUARY 3, 2010
MARKHAM MUSEUM BOARD (16.0)
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the Minutes of the January 13, and February 3, 2010 Markham Museum Board be received.
CARRIED
7. MINUTES OF THE MARCH 11, 2010
CYCLING AND PEDESTRIAN
ADVISORY COMMITTEE (16.0)
Minutes
Moved by Regional Councillor J. Jones
Seconded by Councillor A. Chiu
1) That the Minutes of the March 11, 2010 Cycling & Pedestrian Advisory Committee be received.
CARRIED
8. Award
of Contract for 083-R-10 250kW
Grid Tie Solar Photovoltaic System
at 8100 Warden Ave. (7.12)
Report
Moved by Councillor D. Horchik
Seconded by Councillor E. Shapero
1) That the report titled. “Award of Contract 083-R-10 – 250kW Grid Tie Solar Photovoltaic System (PV) at 8100 Warden Ave.” dated April 19, 2010 be received; and,
2) That Council authorize the installation of a 250kW solar PV panel system on the roof of the 8100 Warden Ave. warehouse, as shown in Figure #1; and,
3) That Staff be authorized to award Contract 083-R-10 to the highest ranked / 2nd lowest priced supplier Carmanah Technologies Corporation in the amount of $1,592,640.67 inclusive of HST and exclusive of GST; and,
4) That a separate purchase order in the amount of $152,640.00 inclusive of HST and exclusive of GST be issued for contingency to cover any additional fees 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 a monthly expenditure status be provided to the Town Treasurer; and,
5) That Staff be authorized to acquire applicable permits as well as to retain a qualified professional to inspect the system during construction for an upset limit of $20,352.00 inclusive of HST and exclusive of GST in accordance with the Town’s purchasing bylaws; and,
6) That the awards be funded with $1,028,660.00 from capital budget account 056-5350-9517-005 (Facility Energy Retrofits – Stimulus) and $736,972.67 from capital budget account 056-5350-9540-005 (Photovoltaic Solar Panel System at 8100 Warden – Supplemental Funding); and,
7) That the annual Feed-In-Tariff revenue of approximately $178,000 be directed back to Life Cycle Reserve Fund until $736,972.67 is paid back; and,
8) That a policy on energy retrofit savings and renewable energy revenues be developed to address the remaining revenues from the Feed-In-Tariff after the $736,972.67 from the Life Cycle Reserve is replenished; and,
9)
That the
10) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
9. Award of Proposal P-09-126
Joint Portal Managed
Hosting Services (7.13 & 7.12)
Mayor F. Scarpitti disclosed an interest with respect to the Award of Proposal P-09-126, Joint Portal Managed Hosting Services, by nature of his brother being an employee of Compugen Inc., and did not take part in the discussion of or vote on the question of the approval of such matters.
Moved by Deputy Mayor J. Heath
Seconded by Regional Councillor J. Jones
1)
That the
report entitled “Award of Proposal P-09-126 Joint Portal
Managed Hosting Services” be received; and,
2) That the contract for Managed Hosting Services P-09-126 through the Region of York be awarded to the highest ranked and lowest priced bidder, Compugen Inc., in the amount of $693,474, Inclusive of HST for a five year term; and,
3) That the CIO and Manager of Purchasing be authorized to negotiate with successful proponent, Compugen Inc., for Additional Joint Portal Managed Hosting Services subject to an upset limit of $610,560.00 Inclusive of HST; and,
4) That the funding for the RFP P-09-126 award and for Additional Joint Portal Managed Hosting Services be shared between the Region of York and the Town of Markham on 50% - 50% basis; and,
5) That Markham’s share of the contract for Joint Portal Managed Hosting Services be funded from capital budget account # 49-5350-8659-005 in amount of $346,737; and,
6) That Markham’s share for Additional Joint Portal Managed Hosting Services be funded from capital budget account # 49-5350-8659-005 in amount of $305,280; and,
7) That purchasing be authorized to issue a Purchase order for contract P-09-126 to the Region of York to cover the Town’s 50% contribution; and,
8) That this report be taken to May 11th, 2010 Council meeting; and further,
9) That Staff be authorized and directed to do all things necessary to give effect to this resolution.
CARRIED
10. AWARD OF PROPOSAL 339-R-09
WIDE AREA NETWORK (WAN)
CONNECTIVITY AND INTERNET SERVICES (7.13 & 7.12)
Moved by Deputy Mayor J. Heath
Seconded by Regional Councillor J. Jones
1)
That the
report entitled “Award of Proposal 339-R-09 Wide Area
Network (WAN) Connectivity and Internet Services” be
received; and,
2) That the contract for Wide Area Network (WAN) Connectivity Services from Proposal 339-R-09 (PART A) be awarded to the highest ranked, lowest priced bidder, Atria Networks, in the amount of $1,407,835.80, ($1,392,076.80 for WAN Connectivity Services and $15,759.00 for network installation, inclusive of HST); and,
3) That a separate purchase order in the amount of $1,576.00 inclusive of HST be issued for contingency for the network installation; and,
4) That the contract for Wide Area Network (WAN) Connectivity Services from Proposal 339-R-09 (PART A) be funded from operating budget account# 400-404-5108 in amount of $1,392,076.80 over a five (5) year period subject to Council approval of future years’ budgets; and,
5) That the contract for WAN network installation be funded from capital budget account # 049-5350-10084-005 in amount of $17,335.00 (which includes a contingency of $1,576); and,
6) That the contract for Primary Internet Services from Proposal 339-R-09 (PART C-specific to 40 Mbps) be awarded to the highest ranked, lowest priced bidder, Atria Networks in the amount of $61,056.00 (inclusive of HST), over a five (5) year period ; and,
7) That the contract for Secondary Internet Services from Proposal 339-R-09 (PART C-specific to 20 Mbps) be awarded to the second highest ranked and third lowest priced bidder, Bell Canada in the amount of $90,301.64 (inclusive of HST) over a five (5) year period; and,
8) That the contract for Internet Services (for both 40 Mbps and 20 Mbps) from Proposal 339-R-09 (PART C) in the amount of $151,357.64 be funded from operating budget account# 400-404-5108 over a five (5) year period subject to Council approval of future years’ budgets; and,
9)
That the
monthly donation of $625 as included within their bid submission from the Atria
Community Donation Program, be credited to the ITS donation account#400
404-9250. The budget for this account
will be amended accordingly from 2011 to 2015; and,
10)
That the
Chief Information Officer and Chief Administrative Officer be authorized to
exercise the option to renew contract 339-R-09 for additional five (5) one (1)
year terms at 2.25% per year discounted price for WAN connectivity services,
and for the same cost as years 1 to 5 for internet services, subject to
performance and budget approval; and,
11)
That Atria
Networks be designated as the preferred vendor for WAN connectivity needs for
any future new or additional Town of Markham sites during the term of this
contract; and further,
12)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
CARRIED
11. FRAMEWORK FOR THE ESTABLISHMENT
OF AN ELECTION COMPLIANCE
AUDIT COMMITTEE (14.0)
Report
Moved by Regional Councillor J. Jones
Seconded by Councillor J. Webster
1)
That the Report entitled “Framework
for the Establishment of an Election Compliance Audit Committee” be deferred to the May 17, 2010 General
Committee meeting.
CARRIED
NEW BUSINESS
Deputy Mayor J. Heath displayed the TRCA’s Don Watershed signage for the German Mills Creek and advised of the coordinating sign and colour scheme.
IN CAMERA MATTERS
1:22
Moved by Councillor J. Webster
Seconded by Councillor C. Moretti
That, in accordance with Sections 239 (2) (c), of the Municipal Act, General Committee resolve into an in-camera session to discuss the following confidential matters:
1) A proposed or pending acquisition or disposition of land.
CARRIED
Moved by Regional Councillor G. Landon
Seconded by Councillor C. Moretti
That the Committee rise from the in-camera session (1:38 PM)
CARRIED
ADJOURNMENT
The General Committee meeting adjourned at 1:38 PM.