FINANCE
& ADMINISTRATIVE COMMITTEE
2003-11-17 - Council
Chamber
Meeting No. 19
Attendance
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J. Livey,
Chief Administrative Officer
M.
VanBerkum, Asst. Town Solicitor
J. Sales,
Commissioner of Community &
Fire Services
A. Taylor,
Commissioner of Corporate Services
J. Baird,
Commissioner of Development Services
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
P. Loukes,
Director, Operations & Asset
Management
P.
Wealleans, Director of Taxation
J. Lustig,
Director of Financial and
Client Services
S. Chait,
Director, Economic Development
S. Bertoia,
General Manager, Construction &
Utilities
B. Misra,
Manager, Applications & GIS
C. Joyce,
Manager, Community Partnerships
E. Adams,
Project Manager
S. Lau,
Senior Project Manager
T.
Northcott, Sr. Business Development Officer
B. Varner,
Real Property Manager
F. Wong,
Manager, Financial Planning
B. Nanninga,
Executive Assistant to Mayor
and Council
J. Kee,
Committee Clerk
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The Finance & Administrative Committee
convened at the hour of 1:10 p.m. with Councillor K. Usman in the Chair.
DISCLOSURE OF INTEREST
None
declared.
1. BY-LAW
TO AUTHORIZE TEMPORARY BORROWING (7.0)
Weblink By-Law
Moved
by Mayor D. Cousens
Seconded
by Regional Councillor F. Scarpitti
That
a by-law be brought forward for Council approval to authorize the temporary borrowing,
if required, of an amount not to exceed $77,912,739 from January 1, 2004 to
September 30, 2004 and $38,956,370 from October 1, 2004 to December 31, 2004 to
meet the current expenditures of the Corporation until taxes are collected and
other revenues are received.
CARRIED
2. 2004
INTERIM SPENDING AUTHORITY (7.4 & 7.5)
Weblink
Moved by Mayor
D. Cousens
Seconded by
Regional Councillor F. Scarpitti
That
Council receive the report "2004 Interim Spending Authority", dated
November 17, 2003;
And
that Council approve pre-budget operating expenditures of up to 50% of the 2003
approved Operating Budget.
CARRIED
3. STORM
SEWER RELOCATION AGREEMENT WITH
TOWN HOMES OF THE THORNHILL
VILLAGE INC.,
300 JOHN STREET, THORNHILL
(5.5 & 8.2) Weblink
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor S. Daurio
That
the Mayor and Clerk be authorized to execute an agreement in a form
satisfactory to the Town Solicitor with The Town Homes of the Thornhill Village
Inc. for the relocation of the storm sewer required for Phase II of the
Thornhill Community Centre Expansion.
CARRIED
4. 169-T-03
JENNINGS GATE ESTATES MUNICIPAL
WATER SYSTEM TENDER AWARD
(5.5) Weblink
Moved by
Councillor D. Horchik
Seconded by
Regional Councillor F. Scarpitti
That
the staff report entitled "169-T-03 Jennings Gate Estates Municipal Water
System Tender Award" be received;
And
that tender 169-T-03 Jennings Gate Estate, Municipal Water System be awarded to
the lowest priced bidder, Kapp Contracting Inc. in their tender amount of
$928,602.71 inclusive of $80,000 contingency and 7% GST ($893,888.59 inclusive
of $80,000.00 contingency and 3% GST);
And
that the Jennings Gate Estates Municipal Water System proceed and the total
cost of the work in the estimated amount of $1,047,290 be recovered by imposing
an equal fee against each of the property owners abutting the works in
accordance with Section 391 of the Municipal Act, 2001;
And
that the cost for construction, engineering, easements and all related
administration costs at a total estimated amount of $1,047,290 be front-ended
by the Town from the Waterworks reserve and recovered from the benefiting
property owners with appropriate interest;
And
that any cash compensation from the Region of York be considered as funding
contribution to the Town or property owners and the total project cost be
adjusted accordingly; and that Regional
Council be requested to respond to the residents' proposal before the end of
December, 2003;
And
that the actual construction cost, the easement cost, all the engineering and
related administrative and financing costs front-ended by the Town form part of
the total project cost and recovered in accordance with the requirements of
Section 391 of the Municipal Act and the by-law approved by Council;
And that the
necessary Fee By-law and other necessary documents for the Jennings Gate
Estates Municipal Water System be prepared in accordance with the requirements
of Section 391 of the Municipal Act, 2001;
And
that the contract with Mitchell Hatt & Associates Inc. be extended in
accordance with Purchasing By-Law 143-2000, Section 14 (1)(c) which states
"…the extension of an existing contract would prove more cost-effective or
beneficial". The extended contract
will provide site supervision and contract administration services for the
project at an estimated cost of $50,000;
And that Town staff meet with residents and the contractor to determine
the preferred locations of the private service connections (stubs).
CARRIED
5. TOWN
OF MARKHAM AND LONGO BROTHERS FRUIT
MARKETS INC. PILOT COMMUNITY
PARTNERSHIP (12.2.6, 5.7 & 6.0)
Weblink
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor A. Chiu
That
the partnership, previously reviewed and discussed with Council on June 10,
2003 and approved in principle by the Community Services and Environment
Committee on July 3, 2003 be formally approved by Council;
And
that the Community Partnership Agreement between Longo's and the Town of
Markham be accepted and signed by the proper authorities at the Town of Markham
and be in a form that is satisfactory to the Town Solicitor;
And
that the Manager of Community Partnerships be responsible for implementing,
arranging servicing of the partnership as outlined in the legal agreement
attached to the staff report entitled "Town of Markham and Longo Brothers
Fruit Markets Inc. Pilot Community Partnership" as Appendix A;
And
that Council approve the partnership for a 15-month period to allow for a one
year event cycle, proper re-evaluation and the opportunity to include the
partnership as part of a "Request for Interest" (RFI) in 2005;
And
that a new "Partnership" reserve account be established;
And
that the Longo's Partnership revenue be applied to this reserve account and be
redirected as per the resolution established by the Community Services and
Environment Committee on July 3, 2003, to the Town of Markham's Clean Air
Initiatives;
And
that the artwork for new logo placement on the Toyota Prius Hybrid Vehicle be
approved and the Manager of Community Partnerships oversee the application of
Corporate and Partner Logos.
CARRIED
6. SARS
RECOVERY PROGRAM UPDATE ((7.6 & 16.24, 13.4.4) Weblink
Ted
Northcott, Senior Business Development Officer,
introduced Ms. Brenda McGowan, Tourism Promotion Coordinator, Region of York,
and Mr. Chris Hales, Interim Chair, Markham Hotel Consortium. Copies of an
amendment to the resolution in the staff report were presented for
consideration.
Moved by
Regional Councillor F. Scarpitti
Seconded by
Mayor D. Cousens
That
the report entitled "SARS Recovery Program Update" be received;
And
that the $90,500 expended in 2003 be the maximum amount for the SARS Recovery
Program;
And that the Markham Hotel Consortium has until June, 2004 to implement
key aspects of their July 4, 2003 proposal to SERTF, (SARS Economic Recovery
Task Force), with the $30,000 already disbursed by the Town, or the funds are
to be returned to the Town;
And that if York Region's funds are not committed by calendar year end,
then the Markham Hotel Consortium has to immediately secure matching funds from
another partner(s). If they are unable
to find matching funds then Markham Council has the right to request the return
of any unspent funds.
CARRIED
7. DRAGON
BALL 2004 - YEE HONG COMMUNITY
WELLNESS FOUNDATION
(12.2.6) Weblink
Moved by Mayor
D. Cousens
Seconded by
Councillor S. Daurio
That
the Town of Markham purchase 8 tickets to the Dragon Ball on Saturday, January
24, 2004.
CARRIED
8. CHINESE
NEW YEAR 2004 CELEBRATION
JANUARY 25-26, 2004 - MARKHAM
CIVIC CENTRE (12.2.6)
Committee had before it information regarding
the proposed Chinese New Year 2004 celebration at the Markham Civic Centre,
January 25-26, 2004. Members raised some
concerns regarding financial considerations; and safety and security issues.
Moved by Regional Councillor F. Scarpitti
Seconded by
Mayor D. Cousens
That
approval be granted to the organizers of the Chinese New Year 2004 Celebration
to hold the event at the Markham Civic Centre and the Markham Theatre on
January 25 and 26, 2004;
And
that staff be requested to report back on financial considerations, and safety
and security issues related to the event.
CARRIED
_________________________________________________________________
Other matters
considered by Finance & Administrative Committee on November 17, 2003:
9. CORPORATE
WEBSITE ACCESSIBILITY (12.2)
Biju
Misra, Manager, Applications & GIS, gave a presentation on the steps that
have been taken by the ITS Department to enhance the accessibility of the
corporate website to persons with disabilities.
He advised that Town staff have focussed at this time on making the
website accessible for the visually impaired by adopting the standards and
guidelines set forth by the Wide Web Consortium (W3C).
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor S. Daurio
That
the presentation by the Manager, Applications & GIS regarding the
accessibility of the corporate website, be received;
And
that the report dated November 17, 2003, entitled "Corporate Website
Accessibility", be received.
CARRIED
10. 2003
YEAR END FORECAST (7.0)
Fuwing
Wong, Manager, Financial Planning, gave a brief presentation regarding the 2003
year-end forecast. The matter of roads
winter maintenance budget was raised and staff advised that this will be
reviewed during the 2004 budget process.
Moved by Mayor
D. Cousens
Seconded by
Councillor S. Daurio
That
the power point presentation of the Manager, Financial Planning with respect to
the 2003 Year-End Forecast, be received.
CARRIED
11. GOVERNMENT
FINANCE OFFICER'S ASSOCIATION
DISTINGUISHED BUDGET
PRESENTATION AWARD (7.0 & 12.2.6)
Weblink
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor J. Virgilio
That
the report dated November 17, 2003 entitled "Government Finance officer's
Association Distinguished Budget Presentation Award", be received;
And that a formal presentation of the Award be made to the Mayor and
the Budget Sub-Committee Chair at the November 25, 2003 meeting of Council.
CARRIED
12. STAFF
AWARDED CONTRACTS FOR THE PERIOD
FROM SEPTEMBER 24 TO OCTOBER
31, 2003 (7.12) Weblink
Committee
questioned a number of items and, following some discussion, staff was
requested to provide all quotes for tenders in the future.
Moved
by Mayor D. Cousens
Seconded
by Regional Councillor F. Scarpitti
That
the report entitled "Staff Awarded Contracts for the period from September
24 to October 31, 2003" dated November 17, 2003 be received for
information only.
CARRIED
13. CIVIC
CENTRE SIGN FOR THE PROPOSED MARKHAM
CENTRE YMCA FACILITY AND
FUNDRAISING
CAMPAIGN (2.16 & 12.2.6
& 8.2) Weblink
Committee
expressed some concern regarding the setting of a precedent by placing signage
on Town property.
Moved
by Regional Councillor F. Scarpitti
Seconded
by Councillor D. Horchik
That the request of the YMCA to install one ground sign on the Civic
Centre property in relation to the proposed Markham Centre YMCA Facility and
Fundraising Campaign be deferred;
And that the matter be referred to the Council Meeting to be held on
November 25, 2003;
And that staff prepare a report providing other location options in the
area, including possible use of the Markham Theatre electronic sign; and
suggested signage wording to include reference to the facility's location in
Markham Centre; it being understood that a two-year time-frame would commence
from the date of installation.
CARRIED
14. CITY
OF TORONTO RESOLUTION - REQUEST TO
RESCIND BILL 210 (13.5.2)
Moved by Councillor A. Chiu
Seconded by Councillor J. Virgilio
That
the letter dated October 2, 2003 from the City of Toronto advising of its
resolution to request the Government of Ontario to rescind Bill 210 and to
abandon plans for deregulation and privatisation of Ontario's electricity be
received.
CARRIED
15. JENNINGS
GATE RATEPAYER'S ASSOCIATION
EXTENSION OF MUNICIPAL WATER
(5.5)
Moved by Councillor D. Horchik
Seconded by Councillor A. Chiu
That
the letter dated November 7, 2003 from the President of the Jenning's Gate
Ratepayer's Association advising of their support for the extension of
municipal water servicing by the Town to Jenning's Gate Estates and confirming
that the 61 (sixty-one) landowners will bear full costs be received.
CARRIED
16. MARKHAM
SANTA CLAUS PARADE - NOVEMBER 29, 2003
COUNCIL PARTICIPATION (3.5.5
& 12.2.6)
Mayor Cousens
reported that the Markham Santa Claus Parade is being held on Saturday,
November 29, 2003, and there was a brief discussion regarding participation in
the event. It was agreed that a float
would be prepared for Members of Council and family, and staff was requested to
provide signage for the float.
17. MARKHAM'S
2003 MUNICIPAL ELECTION -
QUESTIONNAIRE/SURVEY FOR
CANDIDATES (14.0)
Mayor Cousens
advised that a questionnaire is being prepared by the Manager of Corporate
Strategy and Quality, and will be sent to all candidates with respect to the
successes and/or failures of the recent municipal election process. Members were encouraged to complete the form
and return it as soon as possible. The
data will be analysed and a report presented.
Moved by Mayor
D. Cousens
Seconded by
Regional Councillor F. Scarpitti
That
the information from the Mayor with respect to a questionnaire being forwarded
to all registered candidates who were involved in Markham's 2003 Municipal
Election process, be received.
CARRIED
18. TOWN
OF MARKHAM HISTORICAL EVENTS - 2004
REQUEST FOR PARTICIPATION AND
APPROVALS (12.2.6)
Mayor Cousens
presented a letter, dated November 11, 2003 from Mr. Lorne Smith, Official
Historian of the Town of Markham, advising of milestone events planned for 2004
related to the history of Markham and requesting the support of the Town. Copies of the letter will be circulated to
all Members of Council and Senior Administration.
19. RESCHEDULING
OF LICENSING HEARINGS (2.0)
Committee was
advised that three licensing hearings had recently been cancelled and
re-scheduled for mid-January. The new
dates are January 12-15, 2004, and Members were reminded that those assigned to
those hearings must attend all three hearings.
20. STATUS
OF JESSAMYN HOLDINGS INC. EXPROPRIATION (10.7)
In response to
a query regarding the status of the Jessamyn Holdings Inc. expropriation, staff
advised that an update will be provided.
ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 2:45 p.m.