FINANCE
& ADMINISTRATIVE COMMITTEE
2003-10-20 - Canada
Room
Meeting No. 18
Attendance
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J. Livey,
Chief Administrative Officer
C. Conrad,
Town Solicitor
J. Sales,
Commissioner of Community &
Fire Services
A. Taylor,
Commissioner of Corporate Services
J. Baird,
Commissioner of Development Services
M. F.
Turner, Commissioner, Strategy, Innovation
& Partnerships
T. Webster,
Acting Commissioner, Strategy,
Innovation & Partnerships
J. Allen,
Chief Information Officer
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
P. Loukes,
Director, Operations & Asset
Management
B. Roth,
Director, Recreation & Culture Services
S. Chait,
Director, Economic Development
J. Lustig,
Director, Financial & Client Services
P. Ingham,
General Manager, Operations
F. Wong,
Manager, Financial Planning
V. McGrath,
Manager, Environmental
Leadership
O.
Bar-Moshe, Assistant Town Solicitor
S. Heaslip,
Sr. Project Coordinator
S. Tam,
Manager, Markham Small Business
Enterprise Centre
R. Bosch,
Project Manager, CSI
J. Hermans,
Community Resource Coordinator
B. Glandfield, General Manager of the
Innovation
Synergy Centre
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 1:20 p.m. with Councillor K. Usman in the Chair.
DISCLOSURE OF INTEREST
None
declared
REQUESTS FOR IDENTIFICATION OF DEPUTATIONS
REGARDING MATTERS
ON THIS AGENDA
Mr. Glenn Baron, 251 Helen Avenue, Markham, spoke to Committee
regarding the Buttonville Crescent East and West Servicing matter.
1. UPDATE
ON STATUS OF CAPITAL PROJECTS
AS OF SEPTEMBER 30, 2003 (7.5)
The Treasurer advised Committee that the
amount of the funds from closed capital projects to be transferred has been
changed from $2,092.595 to $1,892,595.
Moved
by Councillor J. Heath
Seconded
by Councillor E. Shapero
That
the report entitled "Update on Status of Capital Projects as of September
30, 2003" be received;
And
that Exhibit A entitled "Summary of Open Capital Projects at September 30,
2003", attached to the staff report, be received for information purposes;
And
that $1,892,595 from closed
capital projects be transferred to the original sources of funding as per
Exhibit B, entitled "Summary of Closed Capital Projects by Account at
September 30, 2003", attached to the staff report.
CARRIED
2. INNOVATION
SYNERGY CENTRE
1ST QUARTER STATUS REPORT
(10.16 & 12.2.6) Weblink
Mr. Stephen Chait, the Director of Economic
Development, and Mr. Bob Glandfield, the General Manager of the Innovation
Synergy Centre, gave a presentation on the progress made to date in the
establishment of the Innovation Synergy Centre, and advised of the proposed
next steps in the process. Copies of a draft brochure promoting the ISC were
distributed.
Mr. Doug McIntyre, Chairman of York
Technology Association, and Mr. Terry Graham, members of the ISC Steering
Committee, spoke in support of moving ahead quickly with the implementation of
the Centre.
Committee expressed concerns regarding the
matter of "Markham" branding; liability insurance considerations; and
the make-up of the membership on the ISC Board of Directors. Following lengthy discussion, it was agreed
to amend the second clause of the staff recommendation to include the words
"in Markham".
Members were
advised that staff will provide additional information at a future date
regarding insurance and financial considerations. In addition, details will also be provided regarding the
involvement and role of businesses in the development of the logo and brochure
design to date.
Moved by Regional Councillor B. O'Donnell
Seconded by Councillor S. Daurio
**That the presentation by Mr.
Stephen Chait, the Director of Economic Development and Mr. Bob Glandfield, the
General Manager of the Innovation Synergy Centre, be received;
And
that the report entitled "Innovation Synergy Centre Status Report" be
received;
And
that the Innovation Synergy Centre in Markham
be incorporated as a Community Development Corporation under Part III of the
Corporations Act;
And
that the Town appoint the Mayor, the Town Solicitor, and York University's VP
of Research & Innovation to apply on the municipality's behalf for
incorporation;
And
that the General Manager of the Innovation Synergy Centre be authorized to sign
on behalf of the Town a waiver and/or non-disclosure agreements between clients
of the ISC and the ISC, contractors (i.e. mentors and consultants) working for
the Innovation Synergy Centre.
CARRIED
______________________________________________________________________________
**Amended
by Council at its meeting held on October 21, 2003 to add the following clause:
"And that
the name "Innovation Synergy Centre in Markham" be extended to all
materials coming
forward."
3. UNIONVILLE
HOMES SOCIETY MILLENNIUM PROJECT -
GRANT REQUEST FOR FEES AND
LETTERS OF CREDIT
IN THE SITE PLAN AGREEMENT FOR
4300 HIGHWAY #7 EAST
MARKHAM, ONTARIO (10.5 &
10.6)
Moved by
Councillor J. Virgilio
Seconded by
Councillor S. Daurio
That
the report dated October 20, 2003, entitled "Unionville Homes Society
Millennium Project - grant request for fees and letters of credit in the Site
Plan Agreement for 4300 Highway #7 East, Markham, Ontario" be received;
And
that the Town obtain a Master Letter of Credit in the amount of $272,758 for
the development proposal in the Site Plan Agreement;
And
that the Town embed the applicant's Highway 7 sanitary sewer contribution
($168,000) into the Master Letter of Credit;
And
that the owner not draw down the Master Letter of Credit until all of the
required works itemized in the Site Plan Agreement have been completed, and not
below an amount of $168,000 corresponding to the Owner's share of the Highway 7
Sanitary Sewer (unless payment is made separately for applicant's share);
And
that the owner allow the Town to cash part of the Master Letter of Credit (in
the amount of $168,000) as the applicant's share of the Highway 7 Sanitary
Sewer;
And
that in the Site Plan Agreement, the owner will only pursue the option of a
sanitary connection to the north as an interim measure in the event that the
Highway 7 Sanitary Sewer is not available at the time of occupancy, and will agree
to ultimately connect to the Highway 7 Sanitary Sewer once available;
And
that the Town deny the request for a grant in the amount of Town processing
fees;
And
that the Town deny the request to take the property on Eureka Street as
collateral instead of a cash contribution;
And
that the owner and Town Staff cooperate together, and with other benefiting
landowners, to undertake to facilitate the installation of the Highway 7 East
municipal servicing project to coincide with the development of the Unionville
Homes Society Millennium Project.
CARRIED
4. GREEN
ROOF FEASIBILITY STUDY (5.7 & 12.4)
Weblink
It was
suggested that consideration be given to the installation of solar panels at
the Civic Centre and other Town buildings in 2004.
Moved by
Councillor E. Shapero
Seconded by
Councillor J. Virgilio
That
the staff report entitled "Green Roof Feasibility Study Results",
dated October 20, 2003, be received;
And
that funding for implementing an extensive green roof system at the Civic
Centre roof that allows public access on the lower level be included as a 2004
capital submission for consideration during the budget process.
CARRIED
5. ONTARIANS
WITH DISABILITIES ACT, 2001
TOWN OF MARKHAM DRAFT
ACCESSIBILITY PLAN (16.9 & 13.2) Weblink
Committee
requested that staff provide a report at the next Finance & Administrative
Committee on what action is being taken to make the Town's website accessible
to persons with disabilities.
Moved by
Councillor S. Daurio
Seconded by
Councillor J. Virgilio
That
the draft Accessibility Plan be received;
And
that the Accessibility Plan be made available to the public through the Clerk's
Department and the Town's website;
And
that the Accessibility Plan be provided to the Markham Advisory Committee on
Accessibility for comment;
And
that a public meeting be held and that notice of a public meeting be given by
newspaper publication and by notice on the Town's website;
And
that the Manager of Corporate Strategy and Quality, within the Strategy,
Innovation and Partnerships Commission be appointed to:
a. Coordinate responses of
Commission staff assigned to implement the Plan, monitor
accessibility and update the Plan annually;
b. Maintain records with respect
to accessibility issues and actions; and
c. Report to Council on the
implementation of the Plan on a regular basis and make
recommendations for future initiatives.
And that a staff person be identified within
each commission to be responsible for inquiries relating to accessibility,
annual updates of the Accessibility Plan, implementation of Commission
accessibility initiatives, monitoring accessibility and following up on
complaints related to accessibility;
And that the Planning Department's Design
Excellence Awards for 2005 include a category for excellence in design and
accessibility;
And that the Provincial government be
requested to amend the Building Code Act,
the Planning Act and other related Acts to ensure that municipally
adopted accessibility guidelines are enforceable on non-municipal projects
through subdivision, zoning, site plan approval, building permit issuance and
any other means available;
And
further that staff report back at the November 17, 2003 meeting of Finance
& Administrative Committee on what action is being taken
to make the Town's website accessible to persons with disabilities.
CARRIED
6. DEVELOPMENT
CHARGES INDEXING FOR 2004 (7.11)
Moved by
Councillor J. Virgilio
Seconded by
Councillor S. Daurio
That
the report entitled "Development Charges Indexing for 2004" dated
October 20, 2003 be received;
And
that Council approve an increase in all development charges of 4.0% effective
January 1, 2004.
CARRIED
7. CHARACTER COMMUNITY
COMMUNICATIONS INITIATIVE (12.0 & 7.0)
Committee
requested staff to provide information on how this communications initiative is
to be promoted.
Moved by Mayor
D. Cousens
Seconded by
Regional Councillor F. Scarpitti
That
Markham Council approve $2,587.50 inclusive of 7% GST and 8% PST ($2,497.50
inclusive of 3% GST and 8% PST) for the printing of "Character
Community" banners for insertion in OMG Public Space Recycling boxes
throughout the Town;
And
that funding of this project be provided for in account 110-110-5830 Council
Promotion;
And further that staff report back on the OMG boxes and the results to
date of their advertising program.
CARRIED
8. AMENDMENT
TO BY LAW 2002-276 (6.4 & 6.2)
Moved by
Councillor S. Daurio
Seconded by
Councillor J. Virgilio
That
By-law 2002-276, a by-law to impose fees or charges for services or activities
provided or done by the Town of Markham, be amended to reflect the new $10.00
Administration fee for refund requests for registered Recreation and Culture
Services and to reflect the revised rental rates for the Markham Theatre.
CARRIED
9. TENDER
AWARD - CONTRACT 167-T-03 BUTTONVILLE
CRESCENT EAST AND WEST SERVICING
(7.12 & 5.4 & 5.5)
Mr.
Alan Brown, Director of Engineering, gave a brief presentation and advised that
it was expected that construction would be completed by the end of December and
restoration of the roads would take place in the spring of 2004.
Mr.
Glenn Baron, 251 Helen Avenue, Markham, was in attendance and presented a
letter dated October 20, 2003 asking a number of questions with respect to the
tender award for the Buttonville Crescent East and West Servicing. The Director of Engineering responded to the
questions.
Committee
raised the matter of advance notification of the area residents regarding
interest accrual, easements and other related matters. Staff advised that this would be followed
up.
Moved by
Councillor D. Horchik
Seconded by Councillor
J. Virgilio
That
the deputation of Mr. Glenn Baron, 251 Helen Avenue and his letter of October
20, 2003, be received;
And
that the tender for the construction of watermains, sanitary sewers and road
restoration of Buttonville Crescent East and West be awarded to the lowest
qualified bidder Drainstar Contracting Ltd. in the amount of $342,932.66
inclusive of 7% GST ($330,112.94 inclusive of 3% GST);
And
that the Mayor and Clerk be authorized to execute the contract with Drainstar
Contracting Ltd. for the construction of the watermain, sanitary sewer and road
restoration of Buttonville Crescent East and West;
And
that Engineering Department staff be authorized to retain the consulting firm
of Mitchell Pound and Braddock Ltd. to provide construction inspection and
contract administration services during construction of the project to an upset
limit of $10,639.40 inclusive of 7% GST ($10,241.66 inclusive of 3% GST);
And
that Engineering Department staff be authorized to retain a geotechnical consulting
firm to provide geotechnical testing services during construction of the
project to an upset limit of $5,350.00 inclusive 7% GST ($5,150.00 inclusive of
3% GST);
And
that funding be provided from the Waterworks Reserve account #83 6900 5323 005,
Buttonville Crescent Servicing in the amount of $391,000;
And
that future recoveries from property owners be allocated back to Waterworks
Reserve;
And
that upon payment of all invoices, any remaining funding will be returned to
its original funding source;
And
that the Legal Department report back after completion of construction with a
Fee By-law in accordance with the July 8 Council resolution.
CARRIED
10. TENDER AWARD - 128-T-03 HIRED LOADERS ON
AN
"AS AND WHEN" REQUIRED BASIS (7.12.2)
Moved by Mayor
D. Cousens
Seconded by
Councillor S. Daurio
That
the report entitled "Tender Award - 128-T-03 Hired Loaders on an "as
and when" Required Basis" be received;
And
that tender 128-T-03 Hired Loaders on an "as and when" required basis
be split and awarded to the companies listed on Table A (page 3 of staff report
dated October 20, 2003) in their hourly operating rates totalling an estimated
$1,110,896.38 inclusive of 7% GST ($1,069,367.54 inclusive of 3% GST) for a
period of two years;
And
that the 2003 costs, estimated at $154, 415.90 (inclusive of 3% GST) be charged
to the Operations Department's 2003 Operating Budget, account number 700 504
5407, and any over spending, projected to be $248,808.59 will be absorbed by
favourable variances in other Town wide operating accounts, including Revenue
(cost recovery) from the Region of York;
And
that the following 2004-2005 estimated costs (inclusive of 3% GST) be provided
for within the respective years' budget submission for the Operations
Department:
·
2004 $534,683.77
·
2005 (Jan 1 - Mar 31) $380,267.87;
And
that the 2005 and 2006 budgets/purchase orders will be adjusted for growth
(increase in kilometres of roadway) based on the approved budget for that year;
And
that loaders for non-winter maintenance activities, Skid Steer (1835 Case or
Equivalent) Loaders and 2 Wheel Drive Loaders (items 1 & 2 on Appendix A),
be awarded to the companies listed on Appendix A on an "as required
basis";
And
further that funds for non-winter maintenance loaders are included in Townwide
operating and capital budget accounts.
CARRIED
11. OFFICIAL PLAN AMENDMENT AND SECONDARY PLAN
FOR THE BOX GROVE PLANNING DISTRICT (10.4)
Moved
by Regional Councillor B. O'Donnell
Seconded
by Regional Councillor F. Scarpitti
That Official Plan Amendment No. 92 incorporating a Secondary Plan for
the Box Grove Area, be modified as outlined in Appendix ‘A’ to the staff report
dated October 20, 2003, without further notice;
And that the Ontario Municipal Board be requested to approve Town of Markham
Official Plan Amendment No. 92 incorporating a Secondary Plan for the Box Grove
Area, as modified herein;
And that the Town Solicitor and appropriate staff be directed to
represent the Town before the Ontario Municipal Board to defend Official Plan
Amendment No. 92 and Secondary Plan for the Box Grove Area, as modified herein;
And that this report be made public, subject to Council authorizing the
above.
CARRIED
_________________________________________________________________
Other matters
considered by Finance & Administrative Committee on October 20, 2003:
12. LIMOUSINE
LICENCES - MS. HELGA LACHNEMANN,
PRESIDENT, MARKHAM FIRST
CHOICE LIMOUSINE (2.23) Weblink
Ms.
Helga Lachnemann, President, Markham First Choice Limousine, was in attendance
and requested Committee to consider her request to transfer two limousine
licences. Committee had before them the
staff report entitled: "Limousine Licences", dated October 20, 2003.
Moved by
Regional Councillor B. O'Donnell
Seconded by
Regional Councillor F. Scarpitti
That
the deputation of Ms. Helga Lachnemann, President, Markham First Choice
Limousine, regarding her request to transfer two limousine licences, be
received.
CARRIED
Moved
by Mayor D. Cousens
Seconded
by Regional Councillor F. Scarpitti
That the request of Ms. Helga Lachnemann, President, Markham First
Choice Limousine to transfer two limousine licences be referred back to staff
for comparative information from other municipalities;
And that such information be presented to Council at its meeting of
Committee of the Whole on October 21, 2003.
13. STAFF
AWARDED CONTRACTS FOR THE PERIOD
FROM SEPTEMBER 6 TO OCTOBER 3,
2003 (7.12)
Moved
by Councillor S. Daurio
Seconded
by Councillor J. Heath
That
the report entitled "Staff Awarded Contracts for the Period from September
6 to October 3, 2003", dated October 20, 2003 be received for information
only.
CARRIED
14. MARKHAM
SMALL BUSINESS
ENTERPRISE CENTRE (10.16 &
12.2.6)
Moved
by Councillor S. Daurio
Seconded
by Councillor J. Heath
That
the report entitled "Markham Small Business Enterprise Centre" be
received.
CARRIED
15. CANADIAN
PARKS AND RECREATION AWARD (6.4 & 11.7)
Members
recognized and congratulated Ms. Jacquie Hermans, Community Resource
Coordinator, Recreation Services Department, for receiving the Claude Langelier
Award from the Canadian Parks and Recreation Association.
Moved by
Councillor S. Daurio
Seconded by
Councillor J. Heath
That
the report entitled "Canadian Parks and Recreation Award" be
received;
And
that the Mayor and Members of Council acknowledge Jacquie Hermans, Community
Resource Coordinator, Recreation Services Department, for receiving the Claude
Langelier Award from the Canadian Parks and Recreation Association for her
outstanding contribution to youth at a municipal, regional, provincial, and
national level.
CARRIED
16. CORE
SERVICES IMPLEMENTATION UPDATE (7.0)
Mr.
John Livey, Chief Administrative Officer, Mr. Tom Webster, Acting Commissioner
of Strategy, Innovation & Partnerships, and Ms. Rhonda Bosch, Project
Manager, Core Services Implementation, were in attendance to present an update
on the Core Services Implementation Project, including: accomplishments,
savings to date, and strategy and target areas identified for additional CSI
savings.
Members of
Council and staff were commended on the success of the project.
Moved by Mayor
D. Cousens
Seconded by
Regional Councillor F. Scarpitti
That
the presentation by the Chief Administrative Officer, Acting Commissioner of
Strategy, Innovation & Partnerships, and Project Manager, Core Services
Implementation, regarding the status of the Core Services Implementation
Project, be received.
CARRIED
17. 2ND
ANNUAL COMPETITIVE CITIES CONFERENCE
DECEMBER 8, 9 & 10, 2003
(11.12)
Moved
by Councillor J. Virgilio
Seconded
by Councillor E. Shapero
That
the notice regarding the 2nd Annual Competitive Cities Conference being held at
the Sheraton Centre Toronto Hotel on December 8, 9 and 10, 2003, be received.
CARRIED
18. ONTARIO
HERITAGE FOUNDATION - REQUEST FOR
NOMINATIONS FOR YOUNG HERITAGE
LEADERS PROGRAM 2003 (16.11
& 12.2.6)
Moved
by Mayor D. Cousens
Seconded
by Councillor J. Virgilio
That the
letter dated September 10, 2003 from the Ontario Heritage Foundation requesting
nominations for the Young Heritage Leaders Program 2003. Deadline is Monday, December 15, 2003, be
received.
CARRIED
19. YORK
REGION DISTRICT SCHOOL BOARD - REQUEST
FOR COMMUNITY REPRESENTATIVES
ON RACE
RELATIONS ADVISORY COMMITTEE
(16.10 & 13.6.1)
Moved
by Mayor D. Cousens
Seconded
by Councillor J. Virgilio
That
the letter dated September 22, 2003 from the York Region District School Board
requesting community representatives on the Board's Race Relations Advisory
Committee, be received.
CARRIED
20. ST.
JOHN AMBULANCE - REQUEST FOR FUNDING (7.0 & 12.2.6)
Moved
by Mayor D. Cousens
Seconded
by Councillor J. Virgilio
That
the letter dated September 23, 2003 from St. John Ambulance advising that the
organization will not be supported by the United Way as of January 1, 2004 and
requesting the Town to provide support, be received.
CARRIED
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Seconded by Councillor J. Virgilio
That the meeting resolve in-camera to discuss
a legal matter. (3:15 p.m.)
CARRIED
Seconded by Councillor J. Virgilio
That the Committee rise and report. (3:25
p.m.)
CARRIED
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ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 4:00 p.m.