RECOMMENDATION:
THAT the staff report
entitled “Eastern Markham Strategic Review Committee – Terms of Reference and
Budget”, dated January 21, 2003, be received;
AND THAT the Terms of
Reference for the eastern Markham Strategic Review Committee, attached to the
report as Appendix A, be approved;
AND THAT the budget for
consultants for the East Markham Strategic Review be approved to a maximum of
$70,000, inclusive of GST;
AND THAT an additional
$26,000, inclusive of employee benefits, be approved for contract staff in the
Policy Group to assist with the additional workload created to manage this
project;
AND THAT staff be authorized
to assign the approved funds to appropriate accounts;
AND THAT the Commissioner of
Development Services be authorized to select and retain consultants to assist
in the Review, in accordance with the provisions of the Purchasing By-law,
without further approval of Council, up to the approved maximum total budget of
$70,000 inclusive of GST;
AND FURTHER THAT the
Commissioner of Development Services or his/her designate be authorized to
execute standard consulting contracts or memoranda for the consultants, as
required.
PURPOSE:
The purpose of this report
is to bring forward for Council’s approval, the Terms of Reference for the
Eastern Markham Strategic Review Committee, and the budget for the Review.
BACKGROUND:
On November 26, 2002, Council established the
Eastern Markham Strategic Review (EMSR) Committee, to, among other things,
co-ordinate and guide the activities of the Town and agencies as they relate to
initiatives affecting eastern Markham, and to undertake a strategic review of
federal, provincial and other initiatives and activities relating to eastern
Markham.
Council also instructed the EMSR Committee to
establish Terms of Reference for the Committee, and to identify resource
requirements, including budget, staffing and consultant requirements, and bring
these matters back to Council for approval.
(A copy of the Council resolution of November 26, 2002 is attached as
Appendix B.) On December 10, 2003,
Council appointed four members of Council to the EMSR Committee.
On December 20, 2002 the Committee held its
first meeting and among other things, confirmed Councillor Jack Heath as the
Committee Chair. At the second meeting
of the Committee, held on January 6, 2003, the Committee reviewed draft Terms
of Reference. The Terms of Reference
attached as Appendix A have been revised based on direction received from the
Committee at that time.
FINANCIAL CONSIDERATIONS:
As noted in the Terms of Reference attached,
it is anticipated that the following consultant support will be required to
assist in the Review:
·
Facilitator
for meetings and public forums;
·
Legal
counsel to address the issue of “agriculture in perpetuity”;
·
Transportation
consultant re future transportation framework for eastern Markham;
·
Environmental
consultant re open space systems; and,
·
Expert
in planning and viability of agricultural lands in the urban-rural fringe.
It is anticipated that the consultant costs
will total approximately $70,000 (inclusive of GST). In addition, contract staff, costing approximately $26,000
(inclusive of employee benefits) will be required to replace Policy Group staff
involved in the project for the next six months.
The proposed 2003 Capital Budget for the
Development Services Commission includes $96,000 (inclusive of GST and employee
benefits) for the Eastern Markham Strategic Review. Council approval for this portion of the 2003 budget is
incorporated into the recommendations of this report.
Given the short time frame
for the completion of the EMSR, and the need to retain consultants as quickly
as possible, it is requested that staff be authorized to select and retain the
required consultants, without further approval of Council, up to the approved
maximum, in accordance with the Purchasing By-law.
BUSINESS UNITS CONSULTED AND AFFECTED:
This report was prepared by the Planning
Department and was provided to the Finance Department for review and
approval. Staff from the Development
Services Commission will provide the primary professional support to the
Committee regarding land use, transportation, environment and related planning
matters. Staff from the Clerk’s
department will provide notification of public forums, and prepare minutes as
required. Staff from Corporate
Communications Department will also be involved in providing notification of
public forums. Other staff, such as
the Acting Town Solicitor or the Environmental Coordinator from Community
Services may be consulted as required throughout the study regarding issues
relating to their areas of expertise.
ATTACHMENTS:
Appendix A: Terms of Reference
– Eastern Markham Strategic Review Committee
Appendix B: Council
Resolution establishing the Eastern Markham Strategic Review Committee,
November 26, 2002
Figure 1: Eastern Markham
Strategic Review
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Valerie Shuttleworth, M.C.I.P., R.P.P.
Director of Planning
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Jim
Baird, M.C.I.P., R.P.P.
Commissioner of Development Services
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Q:\Development\Planning\MISC\MI467
Eastern Mkm Strategic Review\Staff Reports and Resolutions\DSCJan2103tor.doc
