FINANCE
& ADMINISTRATIVE COMMITTEE
2004-06-01
Meeting No. 11
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
D. McClean,
Fire Chief
J. Allen,
Chief Information Officer
C. Biss,
Chief Executive Officer, Markham
Public Libraries
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
P. Loukes,
Director, Operations & Asset
Management
S. Bertoia,
General Manager, Construction
& Utilities
S. Taylor,
Director, Strategic Services
J. Lustig,
Director, Financial & Client Services
P.
Wealleans, Director, Taxation
G. Phillips,
Manager, Markham Museum
F. Edwards,
Manager, Administration
B. Misra,
Manager, Applications & GIS
J. Nelson,
Acting Manager, Corporate &
Development Finance
P. Miller,
Manager, Secretariat Services
F. Wong,
Manager, Financial Planning
J. Swan,
Client Advisor
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 9:05 a.m. with Councillor
D. Horchik in the Chair.
DISCLOSURE OF INTEREST
None
declared.
1. EDEN
OAK (UNIONVILLE) INC., RELEASE AND
ABANDONMENT OF STORM AND
SANITARY
SEWER EASEMENTS - PART OF LOT
8, CONCESSION 6,
DESIGNATED AS PARTS, 4, 5
& 6, PLAN 65R-25207 (8.1) Weblink
Moved by Councillor J. Virgilio
Seconded by Councillor K. Usman
That
a by-law be enacted authorizing the Mayor and Clerk to execute a release and
abandonment of a storm and sanitary sewer easement over lands legally described
as Part of Lot 8, Concession 6, designated as Parts 4, 5 and 6, Plan 65R-25207,
in a form satisfactory to the Town Solicitor.
CARRIED
2. TERMS
OF REFERENCE – INFORMATION Weblink
TECHNOLOGY SUB-COMMITTEE (7.13
& 16.34)
Moved by Councillor J. Virgilio
Seconded by Councillor K. Usman
That
the Terms of Reference for the Information Technology Sub-Committee be endorsed
and approved.
CARRIED
3. ASSOCIATION
OF MUNICIPALITIES OF ONTARIO
2004 ANNUAL CONFERENCE
(13.12.2 & 11.12) Weblink
The
Executive Assistant to the Mayor and Members of Council will canvass Members
regarding attendance at the AMO 2004 Annual Conference, August 22nd to 25th,
2004, and the names will be confirmed at the meeting of Committee of the Whole
on Tuesday, June 8, 2004.
Moved by
Councillor G. McKelvey
Seconded by
Councillor J. Virgilio
That
the Report entitled "AMO 2004 Annual Conference" dated June 1, 2004
be received;
And
that the information regarding Association of Municipalities of Ontario's (AMO)
Annual Conference, being held August 22nd to 25th, 2004 at the Congress Centre
in Ottawa, Ontario, be received;
And
that Members of Council wishing to attend the AMO Conference with overnight
accommodation advise the Finance and Administrative Committee;
And
that Council approve the attendance of these Members of Council at the Annual
Conference of the Association of Municipalities of Ontario, August 22nd to
25th, with authorized expenses to be paid in accordance with Town Policy;
And
that any Member of Council wishing to attend the AMO Conference without
overnight accommodations be free to do so in accordance with the Town's
Business Expense and Conferences Policy.
CARRIED
4. CANCELLATION,
REDUCTION OR REFUND OF TAXES
UNDER SECTIONS 357 AND 358 OF
THE
MUNICIPAL ACT, 2001 (7.3) Weblink
Moved by
Councillor J. Virgilio
Seconded by
Councillor A. Chiu
That
residential taxes totalling $87,314.80 be adjusted under Section 357 (in the
amount of $38,432.88) and Section 358 (in the amount of $48,881.92) of the
Municipal Act, 2001 of which the Town's portion is estimated to be $21,138.08;
And
that the associated interest be cancelled in proportion to the tax adjustments;
And
that the Treasurer be directed to adjust the Collector's Roll.
CARRIED
5. CREATION
OF A MARKHAM HISTORY - RESEARCH
AND PUBLICATION TRUST FUND
(7.0 & 6.7 & 12.2.6)
Moved by
Councillor K. Usman
Seconded by
Councillor G. McKelvey
That
the report entitled "Creation of a Markham History - Research and
Publication Trust Fund" be received;
And
that Council approve the creation of a Markham History - Research and
Publication Trust Fund under the administration of the Town of Markham to
receive the funds;
And
that the Markham History Research and Publication Trust Fund Advisory Committee
be established;
And
further that Council approve terms of reference for administration of the
above-named Advisory Committee as set out in Appendix A, (attached to the
original Council Minutes in the Clerk's Office).
CARRIED
6. TENDER
AWARD - 015-T-04 REPLACEMENT
OF CURB BOX AND OPERATING ROD
BY
VACUUM EXCAVATION METHOD
(7.12.1 & 5.4) Weblink
Moved by
Councillor A. Chiu
Seconded by
Councillor K. Usman
That
the report entitled "Tender Award - Replacement of Curb Box &
Operating Rod by Vacuum Excavation Method" be received;
And
that tender 015-T-04 Replacement of Curb Box & Operating Rod by Vacuum
Excavation Method be awarded to Nu-Tech Water Box Repairs Ltd., the third
lowest acceptable bidder in their unit price totalling an estimated $361,927.50
inclusive of 7% GST ($338,250.00 exclusive of GST) for a period of three years
effective June 1, 2004 with an option to renew for two additional years;
And
that the 2004 expenditures, estimated at $112,750.00 exclusive of GST, be
charged to Waterworks Operating Accounts 760 111 5300, 760 211 5300 and Capital
Account 53-6150-6014-005;
And
that the following 2005-2006 estimated costs estimated at $225,500.00 exclusive
of GST, be provided for within the respective years' budget submission for the
Waterworks Department:
- 2005 $112,750.00
- 2006 $112,750.00
And
further that the Director of Operations and Asset Management and the Director
of Financial & Client Services be authorized to extend the contract for an
additional one year at the same prices, terms and conditions.
CARRIED
____________________________________________________________________________
Other matters
considered by Finance & Administrative Committee on June 1, 2004:
7. PAPERLESS AGENDA SYSTEM (16.23) Weblink
S.
Birrell, Town Clerk, gave a brief presentation on the concept of a paperless
agenda system.
Members
suggested that staff review the processes at other municipalities across
Canada, including the City of Edmonton.
Moved by Mayor
D. Cousens
Seconded by
Councillor J. Virgilio
That
staff be authorized to research the feasibility of implementing a paperless
agenda system for Standing Committees and Council;
And
that staff report back to the Finance and Administrative Committee in December
2004 with the results of the investigation, including financial considerations
and a detailed implementation training and communication plan.
CARRIED
8. DEVELOPMENT
CHARGES UPDATE (7.11)
Mr. J. Lustig,
Director, Financial & Client Services, presented an update on Development
Charges.
Moved by
Deputy Mayor F. Scarpitti
Seconded by
Councillor K. Usman
That
the presentation by the Director, Financial & Client Services, regarding
the update on Development Charges, be received;
And that a sub-committee of Council be established to review soft
service program components and report back to either Finance &
Administrative Committee on June 14, 2004 or Committee of the Whole on June 30,
2004;
And that the following Members of Council be appointed to the
sub-committee:
Deputy Mayor F.
Scarpitti
Regional
Councillor J. Heath
Councillor D.
Horchik
Councillor K.
Usman
Councillor J.
Webster
Mayor D. Cousens,
Ex Official
CARRIED
9. 2004
ONTARIO BUDGET PROPERTY
TAX MEASURES (7.3) Weblink
Ms. B. Cribbett, Treasurer, briefly reviewed
the Ontario Government budget proposals that were tabled on May 18, 2004
relating to property tax and assessment.
Moved by Regional Councillor J. Heath
Seconded by Councillor K. Usman
That
the report entitled "2004 Ontario Budget - Property Tax Measures" be
received for information.
CARRIED
10. MINUTES
- INFORMATION TECHNOLOGY
SUB-COMMITTEE - MAY 17, 2004
(7.13 & 16.34) Weblink
Moved by Councillor J. Virgilio
Seconded by Councillor K. Usman
That
the minutes of the Information Technology Sub-Committee meeting held on May 17,
2004 be received.
CARRIED
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Seconded by Councillor K. Usman
That the meeting resolve in-camera to discuss
a legal matter. (9:15 a.m.)
CARRIED
Seconded by Councillor K. Usman
That the Committee rise. (10:00 a.m.)
CARRIED
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Seconded by Councillor J. Virgilio
That the meeting resolve in-camera to discuss
a legal matter. (10:45 a.m.)
CARRIED
Seconded by Councillor J. Virgilio
That the Committee rise. (11:00 a.m.)
CARRIED
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ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 11:00 a.m.