FINANCE & ADMINISTRATIVE
COMMITTEE
2003-04-07 - Canada Room
Meeting No. 8
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
T. Webster,
Acting Commissioner of Strategy,
Innovation & Partnerships
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
P. Loukes, Director,
Operations & Asset
Management
P.
Wealleans, Director of Taxation
S. Taylor,
Director Strategic Services
B. Varner,
Real Property Manager
S. Bertoia,
General Manager, Construction &
Utilities
B.
Nicholson, Manager, Asset Management
J. Lustig,
Manager, Financial Planning
L. Irvine,
Manager, Parks & Open Space
Development
P. O'Connor,
Manager of Purchasing
G. Sequeira,
Manager, Financial Reporting
E. Adams,
Project Manager, Capital Assets
Management
M. Visser,
Senior Investment/Financial Analyst
F. Wong,
Senior Financial Analyst
B. Nanninga,
Executive Assistant to Mayor
J. Kee,
Committee Clerk
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The Finance
& Administrative Committee convened at the hour of 1:05 p.m. with
Councillor K. Usman in the Chair.
DISCLOSURE OF INTEREST
None
declared.
1. INFORMATION
TECHNOLOGY SERVICES
STATUS REPORT (7.13)
Staff was advised that some Members of
Council are having difficulty navigating the Town's website, and it was
suggested that a meeting be arranged to address the concerns.
Moved by
Councillor E. Shapero
Seconded by
Regional Councillor T. Wong
That
the Commissioner of Corporate Services arrange a meeting with the Chief
Information Officer and Members of Council regarding navigating the Town's
Corporate Website.
CARRIED
Moved by
Councillor E. Shapero
Seconded by
Councillor A. Chiu
That
the Information Report "Information Technology Services - Status
Report" be received.
CARRIED
2. RELEASE
AND ABANDONMENT OF PERMANENT STORM
SEWER AND OVERLAND FLOW
EASEMENT - LT1462792
LOTS 20, 21, 22, 27, 28 AND
29, PLAN 65M-3593 (8.1)
Moved by
Councillor J. Heath
Seconded by
Regional Councillor T. Wong
That
a by-law be enacted authorizing the Mayor and Clerk to execute a release and
abandonment of a permanent storm sewer and overland flow easement registered as
Instrument No. LT1462792 over lands legally described as Lots 20, 21, 22, 27,
28 and 29, Plan 65M-3593, in a form satisfactory to the Town Solicitor.
CARRIED
3. THORNHILL
COMMUNITY CENTRE EXPANSION (6.6 & 7.12.3 & 7.5)
Members
discussed various issues related to the staff report, including: tendering
options; the inclusion of Councillors in Steering Committee meetings;
communication of information; and building program requirements at Centennial
Community Centre.
Staff
was requested to prepare a report on parking expansion options at Centennial
Community Centre.
Moved by
Regional Councillor B. O'Donnell
Seconded by
Councillor S. Daurio
That
the report dated April 7, 2003 entitled "Thornhill Community Centre
Expansion", be received;
And
that Council approve the Schematic Design and Building Program for the
expansion of the Thornhill Community Centre at 27,131 square feet as shown in
Appendix 'A' and 'B', attached to such report;
And
that the additional 7,131 square feet to the original expansion of 20,000
square feet to the Thornhill Community Centre be funded by transferring 7,131
square feet of Development Charge funded space from the Centennial Community
Centre expansion project;
And
that the project be constructed in two components, with Component 1 consisting
of the Older Adults Centre and Component 2 consisting of the expansion to the
Community Centre;
**And
that the Town proceed with issuing one tender, with options to bid on
Component 1 and Component 2 separately or together, for the Thornhill Expansion
and deferring the final contract decision until all responses are analysed;
And
that Council authorize the architect, Wong Gregersen Architects Inc., to
proceed with the Detailed Design and working drawings;
And
that the preliminary project cost estimate is $6,310,000, of which $3,075,500
is to be funded through previously approved Capital projects in the 2002 and
2003 budgets;
And
that additional project costs of $3,234,500 be approved, of which $2,901,050
shall be funded through the Development Charges Reserve Fund and $333,450
through the General Capital Reserve;
And
that early approval be granted to commence the tendering process for the
sanitary sewer rerouting;
And
that based on the revised Building Program cost estimate, the architect fees
are to be negotiated and to be contained within the proposed cost estimate;
And
that the Mayor and Clerk be authorized to amend the architect's contract based
on the proposed increased scope of the building program and to execute the architect's
agreement;
And
that staff be authorized to tender the project and report back to Council on
the tendered cost;
And further that if it is determined an additional 7,000 square feet is
required at Centennial Community Centre, or at a satellite facility, then
Council consider the two other funding options presented in the report entitled
"Thornhill Community Centre Expansion" dated April 7, 2003.
CARRIED
_________________________________________________________________
**Amended
by Council at its meeting held on April 2, 2003 to delete a portion of Clause 5
and have it read as follows:
"And that the Town proceed with one tender for Component 1 and another for
Component
2;"
4. WATERPLAY
FACILITIES STRATEGY AND
IMPLEMENTATION PLAN FOR 2003
(6.11 & 7.5)
Committee discussed the feasibility of having
at least one major water facility in each area of the Town, i.e. Markham,
Milliken Mills, Thornhill and Unionville, and discussed sites for future
waterplay facilities, including Berczy, Wismer and Beaupre Parks.
Ms. Linda
Irvine, Manager, Parks & Open Space Development, advised that it is
important to balance the facilities to the park, so that for example, a large
waterplay facility would be installed in a large park.
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor E. Shapero
That
the report entitled "Waterplay Facilities Strategy and Implementation Plan
for 2003" to the Finance and Administrative Committee, dated April 7,
2003, be received;
**And
that staff be authorized to proceed with the design and construction of two
waterplay facilities in Markham: at Milliken Mills Park (upgrade; approximately
$250,000.00), and Drake Park in Thornhill (new; approximately
$150,000.00);
And
that these two waterplay facilities be funded from the Planning and Urban
Design Department's 2003 Capital Account # 81-5350-5259-005 which has budget
amount of $400,000 inclusive of all design, construction, and contract
administration costs, as well as all applicable taxes;
And further that each of the four communities of the Town of Markham,
(Markham, Milliken Mills, Thornhill and Unionville), have one major waterplay
facility; and that staff identify a location for a major waterplay facility in
the Markham area and report back.
CARRIED
______________________________________________________________
**Amended
by Council at its meeting held on April 2, 2003 to delete a portion of Clause 2
and have it read as follows:
"And that staff be authorized to proceed
with the design and construction of two
waterplay facilities in Markham: at Milliken
Mills Park (upgrade; approximately
$250,000.00), and a park in Ward 1 as determined by staff (new;
approximately
$150,000.00);
5. RELOCATION
OF FIRE AND EMERGENCY SERVICES TO
60 ESNA PARK DRIVE (7.15)
Moved by
Regional Councillor B. O'Donnell
Seconded by
Councillor J. Virgilio
That
the report recommending the relocation of the Fire and Emergency Services
Department from the Civic Centre to 60 Esna Park Drive be approved;
And
that the one-time expenditure in the amount of $157,000 be funded from the 2003
Operating Budget Corporate Contingency;
And
that the estimated 2003 operating costs of $38,700 (June - December) be
absorbed in the 2003 Capital Assets Department operating budget;
And
that an annual operating budget be established for the facility as part of the
2004 operating budget approval process.
CARRIED
6. 2003
UNIONVILLE B.I.A. OPERATING BUDGET (7.4)
The process of redefining the Unionville BIA
area when new properties are included was briefly discussed.
Moved by
Councillor G. McKelvey
Seconded by
Councillor J. Virgilio
That
the report entitled "2003 Unionville B. I. A. Operating Budget",
dated April 7, 2003 be received;
And
that the 2003 Operating Budget for the Unionville B. I. A. in the amount of
$139,580,00 be approved.
CARRIED
7. BLANKET
PURCHASE ORDER INCREASE FOR ELECTRICAL
SERVICE AND MAINTENANCE
CONTRACT - #B1 00041
REQUEST FOR PROPOSAL 044-R-01
(7.12.1 & 7.9)
Moved by
Councillor J. Virgilio
Seconded by
Regional Councillor B. O'Donnell
That
the Blanket Purchase Order #B1-41 (Electrical Service and Maintenance) in
favour of Kudlak-Baird be increased to a total amount of $652,581.77 (inclusive
of 7% GST) $628,186.18 (inclusive of 3% GST);
And
that service requirements and related costs within this contract are estimates
only and may vary, however, unit prices shall remain firm regardless of
quantities of work required;
And
that the Director of Operations and Asset Management be authorized to increase
the Blanket Purchase Order as required, up to a maximum of budgeted amounts and
with the approval of the Treasurer.
CARRIED
8. MARKHAVEN
3RD ANNUAL CHARITY
GOLF TOURNAMENT (12.2.6)
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor S. Daurio
That
the report dated April 7, 2003 entitled "Markhaven 3rd Annual Charity Golf
Tournament" be received;
And that sponsorship in the amount of $1,000.00 be approved for the
Markhaven Foundation 3rd Annual Charity Golf Tournament;
And further that those Members of Council that wish to attend may do so
provided that all expenses are charged to their individual budgets.
CARRIED
9. GRANT
REQUEST - ROTARY CLUB OF MARKHAM SUNRISE
1ST ANNUAL RIBFEST/BLUES AND
CRAFT FESTIVAL (12.2.6)
Moved by
Councillor J. Virgilio
Seconded by
Regional Councillor F. Scarpitti
That
Council approve the grant request from the Rotary Club of Markham Sunrise to
support Markham's 1st Annual Ribfest/Blues and Craft Festival;
And
that the grant funding level be in the amount of $1,000.00 as per Council
policy.
CARRIED
10. THE
CANADIAN DISTRICT ENERGY ASSOCIATION'S
8TH ANNUAL CONFERENCE AND
EXHIBITION, MARKHAM
APRIL 22 TO 24, 2003
(12.2.6)
Moved by
Regional Councillor B. O'Donnell
Seconded by
Councillor D. Horchik
**That
the report dated April 7, 2003 entitled "The Canadian District Energy
Association's 8th Annual Conference and Exhibition, Markham, April 22 to 24,
2003" be received;
**And
that any Councillor choosing to attend the Reception and Dinner on April
23rd may do so and charge the amount to their individual budgets.
CARRIED
______________________________________________________________
**Amended
by Council at its meeting held April 2, 2003, to change the Conference dates
from April 22-24, 2003 to June 18-20, 2003,
and the Reception an Dinner to June 19, 2003.
11. YORK
REGIONAL POLICE - 11TH POLICE
APPRECIATION NIGHT - APRIL 24,
2003 (12.2.6)
Councillor J. Virgilio and Councillor K.
Usman asked that their names be included with those attending the event.
Moved by Regional
Councillor F. Scarpitti
Seconded by
Councillor S. Daurio
That
the report dated April 7, 2003 entitled "11th Police Appreciation Night,
April 24, 2003" be received;
And
that approval be granted to purchase one table of eight to the York Regional Police
11th Annual Police Appreciation Night, to be held on April 24, 2003.
CARRIED
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12. TOWN'S LITTLE CHILDREN
DAYCARE LEASE (3.18)
Ms.
Helen Soehner, President and Ms. Carol Mackay, Vice-President, Town's Little
Children Daycare, were in attendance and made a presentation on behalf of the
TLC Daycare, requesting an overall reduction in their lease expenses, and that
the reduced amount be phased in over a three year period.
Committee
discussed various issues, including: whether the matter should be dealt with in
camera or in open session; the need for additional financial information;
comparisons with other daycare operations; discount and benefits to Town
employees; and terms of lease.
Moved
by Councillor S. Daurio
Seconded
by Councillor J. Virgilio
That the request of the Town's Little
Children Daycare to reduce their lease expenses and have the reduced amount
phased in over a three year period, be deferred and referred to staff for a
full report outlining financial considerations, and comparisons with other
daycare operations; such report to be presented to the Finance &
Administrative Committee meeting on April 22, 2003;
And that representatives of the Town's Little
Children Daycare be invited to attend the meeting.
CARRIED
13. OPENING
OF THE CONTACT CENTRE
APRIL 28, 2003 (12.2)
Moved by
Councillor J. Heath
Seconded by
Regional Councillor T. Wong
That
the report dated April 7, 2003 entitled "Opening of the Contact Centre -
April 28, 2003", be received as information.
CARRIED
14. THE
TOWN OF MARKHAM'S 2002 ACCOMPLISHMENTS (12.0)
Moved by
Councillor J. Heath
Seconded by
Regional Councillor T. Wong
That
the report dated April 7, 2003 entitled "The Town of Markham's 2002
Accomplishments" be received.
CARRIED
15. 2002
YEAR-TO-DATE REVIEW OF OPERATIONS (7.0)
Moved by
Councillor J. Heath
Seconded by
Regional Councillor T. Wong
That
the report dated April 7, 2003 entitled "2002 Year-to-Date Review of
Operations", be received.
CARRIED
16. "FORE" THE ANIMALS GOLF
TOURNAMENT
MAY 15, 2003 (12.2.6)
Moved by
Councillor J. Heath
Seconded by
Regional Councillor T. Wong
That
the report dated April 7, 2003, entitled: "Fore" the Animals Golf
Tournament", be received as information only.
CARRIED
17. 2003
CAPPING/CLAWBACK IMPACT - COMMERCIAL,
INDUSTRIAL AND
MULTI-RESIDENTIAL CLASSES (7.3)
Moved by
Councillor J. Heath
Seconded by
Councillor e. Shapero
That
the report dated April 7, 2003, entitled: "2003 Capping/Clawback Impact -
Commercial, Industrial and Multi-Residential Classes", be received for
information.
CARRIED
18. CITY OF WOODSTOCK
PROPERTY TAXATION ISSUES (13.5.2 & 7.3)
Moved by Councillor J. Heath
Seconded by Councillor J. Virgilio
That the letter dated March 11, 2003 advising that the City of
Woodstock was requesting by resolution that the Province immediately review its
capping program, be received.
CARRIED
19. MINISTER
OF FINANCE - EDUCATION TAX LEVY AND
REGULATIONS FOR PROPERTY TAX
BILLING
FOR 2003 (13.2.1 & 7.3)
Moved
by Councillor J. Virgilio
Seconded
by Regional Councillor B. O'Donnell
That the letter dated March 25, 2003 from Janet Ecker, Minister of
Finance advising of regulations to facilitate property tax billing for the 2003
taxation year, be received.
CARRIED
20. INTRODUCTION
AND WELCOME - TOM WEBSTER
ACTING COMMISSIONER OF
STRATEGY, INNOVATION
AND PARTNERSHIPS (11.0)
The
Chair and Members of Committee welcomed Mr. Tom Webster, recently appointed
Acting Commissioner of Strategy, Innovation and Partnerships.
21. FEDERATION
OF CANADIAN MUNICIPALITIES
ANNUAL CONFERENCE AND
MUNICIPAL EXPO
WINNIPEG, MANITOBA - MAY 30 TO
JUNE 2, 2003 (11.12 & 16.23)
Councillor
J. Heath advised Members that FCM's 66th Annual Conference and Municipal Expo
is being held in Winnipeg, Manitoba, May 30 to June 2, 2003.
22. EXPRESSION
OF APPRECIATION TO
COMMUNITY SERVICES & FIRE
COMMISSION STAFF
WINTER MAINTENANCE (5.10)
Staff
of the Community Services & Fire Commission were commended for their
excellent work in plowing and removing the snow on the roads in Markham this
year.
23. MARKHAM
CONSERVATION COMMITTEE
EARTH DAY EVENT - MARKVILLE
MALL
SATURDAY, APRIL 5, 2003 (5.7
& 16.28)
Committee
was advised that the Markham Conservation Committee had successfully held their
"Earth Day Event" at the Markville Mall on Saturday, April 5,
2003. The theme for the day was
"Personal Responsibility/Our Ecological Footprint".
24. CAUTION
- FALLING SNOW AND ICE
FROM ROOF OF LOWER ATRIUM
(12.4)
Committee
advised that a dangerous situation exists when melting snow and ice roll off of
the roof of the Lower Atrium and come crashing down onto the sidewalk by the
pond and the chapel. It was requested
that Civic Centre maintenance staff investigate ways to either prevent this
from happening, or ensure that the area is cordoned off from the public at
appropriate times.
25. MARKHAM AND VAUGHAN
CONSOLIDATION OPTIONS WITH
RICHMOND HILL HYDRO (13.7)
Moved by Regional Councillor T. Wong
Seconded by Regional Councillor B. O'Donnell
That the presentation of Mr. John Herhalt and Ms. Ingrid Pregel of KPMG
with respect to the Markham and Vaughan consolidation options with Richmond
Hill Hydro, be received.
CARRIED
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Moved by
Councillor S. Daurio
Seconded by
Regional Councillor B. O'Donnell
That
the meeting resolve in-camera to discuss a property matter.
CARRIED
Moved
by Regional Councillor B. O'Donnell
Seconded
by Councillor S. Daurio
That
the Committee rise and report. (2:20 p.m.)
CARRIED
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ADJOURNMENT
The Finance
& Administrative Committee meeting adjourned at the hour of 4:30 p.m.