FINANCE & ADMINISTRATIVE
COMMITTEE
2003-05-05 - Canada Room
Meeting No. 10
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
J. Allen,
Chief Information Officer
S. Birrell,
Town Clerk
D. McClean
B. Cribbett,
Treasurer
P. Loukes,
Director, Operations & Asset
Management
A. Brown,
Director of Engineering
P.
Wealleans, Director of Taxation
S. Chait,
Director, Economic Development
S. Taylor,
Director, Strategic Services
S. Bertoia,
General Manager, Construction &
Utilities
P. Ingham,
General Manager of Operations
B. Varner,
Real Property Manager
J. Lustig,
Manager, Financial Planning
P. O'Connor,
Manager of Purchasing
V. McGrath,
Manager, Environmental
Leadership
E. Adams,
Project Manager, Capital Assets
Management
F. Wong,
Senior Financial Analyst
T.
Northcott, Business Development Consultant
T. Murphy,
Special Events Coordinator
M. Visser,
Senior Investment/Financial Analyst
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. MS.
ELIZABETH PLASHKES - "DOORS OPEN MARKHAM"
REQUEST FOR GRANT (12.2.6
& 7.6)
Mrs.
Elizabeth Plashkes, Chair, Doors Open Markham Committee, addressed Committee
regarding the "Doors Open Markham" event, which is being planned all
over the world, and in Markham as a town-wide self guided tour of significant
buildings and sites. The event is to be held on August 23, and 24, 2003 as an
opportunity to promote tourism in Markham.
Members were requested to consider a grant in the amount of $10,000 to
assist with the event.
Committee
discussed various issues, including: participating organizations; additional
sponsorship; partnerships; promotion, including radio advertising; and Trillium
Foundation assistance.
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor J. Heath
That the presentation of Mrs. Elizabeth Plashkes, Chair, Doors Open
Markham Committee, requesting a grant in the amount of $10,000 for the
"Doors Open Markham" project, be received;
And that a grant in the amount of $10,000 be approved for 2003 for the
Doors Open Markham project, subject to any remaining funds being returned to
the Town.
CARRIED
2. TOWN'S
LITTLE CHILDREN DAYCARE (3.18)
Members had before them additional
information regarding the lease agreement with the TLC Daycare and comparable
market information to other daycare facilities.
Mrs. Helen Soehner, President of TLC Daycare,
was in attendance and responded to questions from Committee.
**Moved
by Councillor D. Horchik
Seconded
by Councillor G. McKelvey
That
the reports dated April 22, 2003 and May 5, 2003 entitled "Town's Little
Children Daycare", be received;
And
that Council direct staff to recover the operating costs associated with the
Daycare as provided for in the Lease Agreement between the Town of Markham and
the TLC Daycare commencing September 1, 2003.
CARRIED
Moved
by Councillor G. McKelvey
Seconded
by Councillor S. Daurio
That staff be requested to report back on options for subsidies that
could be offered to Town employees using the TLC Daycare;
And that such report be presented to the Committee of the Whole meeting
scheduled for May 13, 2003, if possible, or the Finance & Administrative
Committee meeting of May 20, 2003.
CARRIED
______________________________________________________________________________
** Amended
by Council at its meeting held on May 13, 2003 to add the following paragraphs:
"That Council authorize the TLC Daycare
to deduct from their Proportionate Share of Expenses, an amount equal to the
discount on daycare fees provided to Town Staff for children enrolled in the
TLC Daycare, and to provide a monthly record of full disclosure on Town
employee enrollment, during the term of the lease. In the event that TLC Daycare discontinues the discount, that the
Town subsidize TLC Daycare fees paid by Town employees for children enrolled in
the Infant Room of the Daycare, in the amount of $20.00 per week, during the
term of the lease;
And that the TLC Daycare be requested to
expand the 10% discount for Town of Markham employees to all of its programs
and thereby discount their costs."
3. MARKHAM
BOARD OF TRADE 2004 DIRECTORY (10.16 & 3.15)
Moved by
Councillor G. McKelvey
Seconded by
Councillor S. Daurio
That
the report dated May 5, 2003, entitled "Markham Board of Trade 2004
Directory" be received;
And
that the Director of Economic Development be authorized to purchase 500 copies
of the 2004 Markham Board of Trade Directory at a total cost of $5,350 ($10 per
copy plus GST), to be funded from within the approved Business Development
account #610-9985808.
CARRIED
4. ECONOMIC ALLIANCES/TWINNING PROGRAM
(10.16 & 12.6.2 & 2.1)
The Director
of Economic Development was in attendance and outlined the advantages and
benefits derived by the Town through economic alliances and twinning
initiatives.
Committee
expressed some concern with Clause 3 of the recommendation regarding
participation in the "Lazy Days" event in the City of Cary, North
Carolina.
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor J. Heath
That
the report dated May 5, 2003, entitled "Economic Alliances/Twinning
Program" be received;
And
that the Mayor and a member of Economic Development staff be authorized to
participate in the Cary Chamber of Commerce Annual Meeting at a cost not to
exceed $3,500 to be funded from within the approved Business Travel account
#610-9985201;
And
that the Manager of Heritage Planning and Councillor
G. McKelvey be authorized to participate in the Nordlingen community
festival at a cost not to exceed $6,000 to be funded from within the approved
Business Travel account #610-9985201;
And that Council schedule a Committee of the Whole meeting to review
the Economic Alliance/Twinning Policy, its benefits to the Town, criteria
involved, and factors to be considered.
CARRIED
5. FEASIBILITY
OF AN ARTIFICIAL ICE FACILITY
AT THE CIVIC CENTRE (12.4
& 6.1)
Councillor K.
Usman distributed for discussion copies of a memorandum suggesting that there
is a need to explore methods of increasing the utilization of the Anthony Roman
Centre for social and special events.
Committee
discussed both short term and long term programs for the Civic Centre; the
importance of the Master Planning Study; and the establishment of a
sub-committee to consider options for programs at the Civic Centre property,
including the Markham Theatre and amphitheatre.
Moved by
Councillor J. Heath
Seconded by
Councillor E. Shapero
That
the report entitled "Feasibility of an Artificial Ice Facility at the
Civic Centre" to Finance and Administrative Committee, dated May 5, 2003
be received;
And
that the feasibility of establishing an artificial ice facility at the Civic
Centre, including all associated costs, be examined as part of the Anthony
Roman Centre Master Planning Study currently being undertaken by the Town.
And that the memorandum from Councillor K. Usman, dated May 2, 2003, be
referred to staff for a report back in the short term, and to also be
considered in conjunction with the Anthony Roman Centre Master Planning Study
CARRIED
Moved
by Regional Councillor F. Scarpitti
Seconded
by Councillor E. Shapero
That a Markham Civic Centre Steering Committee be established to review
long term priorities at the Markham Civic Centre;
And that the following members be appointed to the Steering Committee:
Regional
Councillor F. Scarpitti
Councillor E.
Shapero
Councillor D.
Horchik
Councillor K.
Usman
Councillor J.
Virgilio
And that the Chair of the Markham Conservation Committee be invited to
participate.
CARRIED
6. AMARJIT
DOSANJH - 9 BELFORD CRESCENT, MARKHAM
ONTARIO MUNICIPAL BOARD -
MINOR VARIANCE APPEAL
COMMITTEE OF ADJUSTMENT FILE
NO. A/233/02 (10.12)
Moved by
Councillor A. Chiu
Seconded by
Councillor J. Heath
That
the Town Solicitor be instructed to attend the Ontario Municipal Board hearing
to oppose an appeal respecting a minor variance for 9 Belford Crescent
scheduled for May 13, 2003.
CARRIED
7. TENDER
AWARD 020-T-03 - MARKHAM FIRE STATION 92/
YORK REGION EMS STATION - 10
RIVIERA DRIVE (7.15 & 7.12)
Moved by
Councillor J. Virgilio
Seconded by
Councillor D. Horchik
That the report dated May 5, 2003 entitled “Markham Fire Station 92/York Region EMS Station - 10 Riviera Drive,
Markham” be received;
And that the
tender 020-T-03 for the construction of Markham Fire Station 92/York Region EMS
Station be awarded to Frank Pellegrino General Contracting Limited being the
lowest acceptable bidder, in the amount of $3,113,006.16 inclusive of 7% GST
($2,996,632.10 inclusive of 3% GST);
And that the
Town’s share of the funding for the construction contract of $2,996,632.10 is
$2,153,164.88 and the Region of York’s share is $843,467.22 (Refer to Appendix
1 ‘Riviera Fire Station Proposed Budget’);
And that
construction costs in the amount of $843,467.22 be recovered from the Region of
York for the Emergency Medical Services Area of the station;
And that the
Town has previously funded a portion of the Construction costs with 2001
Capital project #2925 in the amount of:
Development
Charges Reserve Fund (60%) $ 978,480.00
Tax
based funding (40%) $ 637,975.00
And that
additional funding necessary for the construction contract in the amount of
$536,709.88 be funded as follows:
Development
Charges Reserve Fund (60%) $ 327,763.93
Tax
based funding (40%) $ 208,945.95
Total
additional funding $ 536,709.88
And that the
Town’s share of the funding for the internal costs of $223,808.00 is
$163,855.00 and the Region of York’s share is $59,953.00 (Refer to Appendix 1
‘Riviera Fire Station Proposed Budget’);
And that
internal costs in the estimated amount of $59,953.00 be recovered from the
Region of York for the Emergency Medical Services Area of the station;
And that the
Town has previously funded a portion of the Internal costs with 2001 Capital
project #2925 in the amount of:
Development
Charges Reserve Fund (60%) $ 61,800.00
Tax
based funding (40%) $ 41,200.00
$ 103,000.00
And that
additional funding necessary for the internal costs in the amount of $60,855.00
be funded as follows:
Development
Charges Reserve Fund (60%) $ 36,513.00
Tax
based funding (40%) $ 24,342.00
Total additional funding $ 60,855.00
And that total
pre-servicing costs (included in the construction costs) of $123,600.00
(inclusive of 3% GST) applied to pre-service the property adjacent to the site
be recovered prior to granting development approval for the property;
And that the
Town’s share of the pre-servicing costs are $86,520.00 and the Region of York’s
share is $37,080.00 which will be recovered from the Region as part of the
construction costs;
And that a
copy of this report be forwarded to York Region for their information.
CARRIED
Moved
by Councillor E. Shapero
Seconded
by Regional Councillor F. Scarpitti
That staff be requested to report back on the potential use of the John
Street Fire Station by the Fire & Emergency Services Department or other
department of the Town.
CARRIED
8. THERMAL
ENERGY SERVICE AGREEMENT
8100 WARDEN AVENUE (8.7 &
8.2)
Moved by
Councillor S. Daurio
Seconded by
Councillor J. Heath
That
the report dated May 5, 2003 entitled "Thermal Energy Service Agreement -
8100 Warden Avenue", be received;
And
that Council enact a by-law authorizing the Mayor and Clerk to execute a
Thermal Energy Service Agreement between the Town of Markham and Markham
District Energy Inc. in a form satisfactory to the Town Solicitor.
CARRIED
9. "FORE
THE CURE" GOLF TOURNAMENT SPONSORSHIP (12.2.6)
Moved by
Councillor A. Chiu
Seconded by
Councillor J. Heath
That
the Town of Markham sponsor a Tee or Green for the "Fore the Cure"
Golf Tournament May 21, 2003 in the amount of $500 to be charged to Account
#840-8415840.
CARRIED
10. WEST
NILE VIRUS (11.0)
The General Manager
of Operations and the Manager, Environmental Leadership gave a brief
presentation on ways the Town can support the Region of York Health Department
with respect to the control of the West Nile Virus.
Committee raised the following matters: holding meetings with
developers/builders regarding the cleaning up of standing water; the clean up
of ravine areas; obtaining copies of information brochures on the West Nile
Virus from the Region of York; and public education through the Town's website
and the Markham Page of the local newspapers.
**Moved by
Councillor A. Chiu
Seconded by
Councillor G. McKelvey
That the Town
of Markham support the Region of York, Health Services Department in promoting
education and reducing, where appropriate, standing water on public property;
And that the Town of Markham work in partnership with the Region of
York to communicate and distribute information about the West Nile Virus;
And that staff
be authorized to continue working with the Region of York Health Services Department
by participating
in the meetings of the West Nile Virus Control Committee;
And that the
Town of Markham website include a link to York Region Health Services
Department;
And that the Town of Markham Internet
site and Intranet site be updated with current, factual information
about the West Nile Virus and how the general public can protect themselves
from exposure.
And that Council enact a Standing Water By-Law in the form attached as
Appendix “B”;
And that Council approve the hiring of a 150-day By-Law Enforcement
Officer to enforce the Standing Water By-Law, at a cost of $25,000 for the
season;
And that Council approve an alternate approach to controlling the West
Nile Virus in the form of a flusher truck in “hot spots” within the community at a cost not to exceed $50,000 for 2003;
And that Council approve the hiring of a 150-day staff member to
coordinate the Town of Markham’s West Nile Virus program, at a cost of $25,000
for the 2003 season;
And that staff determine the feasibility of erecting bird and bat
houses in appropriate locations to reduce culex
mosquito populations;
And further that, the funding be absorbed from within the 2003
Operating Budget.
CARRIED
______________________________________________________________________________
** Amended by Council at its meeting held
on May 13, 2003 to delete Paragraph 8 in its
entirety and referred to Finance &
Administrative Committee meeting on May 20-, 2003
pending clarification from staff on areas of
jurisdiction..
** Amended
by Council at its meeting held on May 13, 2003 to add the following paragraphs:
"And that staff be requested to
requested to report back to the May 20, 2003 Finance and Administrative
Committee meeting providing clarification on areas of jurisdiction for the Region
of York and the Town of Markham;
And that staff report back to Council on a
regular basis as to the progress of the Town and the Region with respect to the
West Nile Virus."
11. SARS
(SEVERE ACUTE RESPIRATORY SYNDROME)
ECONOMIC RECOVERY TASK FORCE
MANDATE (11.0)
Moved by
Regional Councillor T. Wong
Seconded by
Councillor E. Shapero
That the
report entitled “SARS Economic Recovery Task Force Mandate” be received,
And that the
Task Force membership be increased to include 12 members from a variety of the business community,
And that the
Task Force present its recommendations to Council no later than June 10, 2003.
CARRIED
12. ENVIRONMENTAL
LAND ACQUISITION
RESERVE FUND (8.5 & 7.0)
**Moved by Councillor E. Shapero
Seconded by Regional Councillor
F. Scarpitti
That the proceeds from the sale
of the portion of Deviation Road - Parts 1, 2, 3 and 4, Plan 65R-25471 be
transferred to the Town's Environmental Land Acquisition Fund.
CARRIED
______________________________________________________________________________
** Amended
by Council at its meeting held on May 13, 2003 to delete the words
"…Environmental Land Acquisition…" and replace them with
"…Corporate Stabilization…".
13. REQUEST TO WRITE-OFF PROPERTY TAX
INTEREST AND PENALTIES - 11 CACHET
PARKWAY (7.3)
Moved by
Councillor J. Heath
Seconded by
Councillor A. Chiu
That the
report dated April 22, 2003 entitled "Request to Write-off Property Tax
Interest and Penalties - 11 Cachet Parkway" be received;
And
that the Town not write-off interest resulting from non-payment of taxes.
CARRIED
14. ROLLING AVERAGE ON ASSESSMENT (7.3)
Moved by
Councillor J. Heath
Seconded by
Regional Councillor F. Scarpitti
Whereas the Province is already on record that beginning in 2006,
annual property valuation will be based on a three year rolling average; and as
there are concerns that this may not happen;
That the Province of Ontario be requested to ensure that the
introduction of the rolling average on assessment proceed.
CARRIED
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Other
matters considered by Finance & Administrative Committee on May 5, 2003:
15. 2003
FIRST QUARTER YEAR-TO-DATE
REVIEW OF OPERATIONS (7.0)
Moved by
Councillor G. McKelvey
Seconded by
Councillor S. Daurio
That
the report dated May 5, 2003 entitled "2003 First Quarter Year-to-Date
Review of Operations" be received.
CARRIED
16. MUNICIPAL
SERVICING IN URBAN AREAS (5.4 & 5.5)
The Director of Engineering and the Director,
Operations and Asset Management gave a brief presentation on the status of
municipal servicing in urban areas, current policies and procedures, past
practices and funding options.
Committee raised various issues, including: the use of private grinder
pumps; Buttonville as a Heritage
Conservation District Study Area; community improvement area policies of the
Markham Official Plan; the availability of Provincial grants;
Moved by
Councillor D. Horchik
Seconded by
Councillor S. Daurio
That
the presentation of the Director of Engineering and the Director of Operations
and Asset Management regarding the status of municipal servicing in urban
areas, be received;
And
that Development Services staff be requested to report back on the feasibility of designating Buttonville
as a Community Improvement Area; such report to include time frames, logistics,
planning aspects, and the availability of Provincial grants;
And that the report be considered at the Development Services Committee
meeting scheduled for May 20, 2003 at 1:00 p.m.;
And that the Legal Department be requested to comment on whether the
requirement for a 2/3's consent of the property owners was necessary on
infrastructure deemed necessary by the Town, due to health or safety reasons.
CARRIED
17. DEVELOPMENT
CHARGES DECEMBER 31, 2002
BALANCES AND ANNUAL ACTIVITY
OF THE ACCOUNTS (7.11)
Moved by
Councillor S. Daurio
Seconded by
Councillor A. Chiu
That
the report entitled "Development Charges December 31, 2002 Balances and
Annual Activity of the Accounts", dated May 5, 2003 be received for
information purposes.
CARRIED
18. 2003
FIRST QUARTER INVESTMENT
PERFORMANCE REVIEW (7.0)
Moved by
Councillor J. Heath
Seconded by
Councillor G. McKelvey
That
the report dated May 5, 2003 entitled "2003 First Quarter Investment
Performance Review" be received.
CARRIED
19. CANARIE
FUNDED BROADBAND STUDY (7.13)
Moved by
Councillor S. Daurio
Seconded by
Regional Councillor T. Wong
That
the report entitled "CANARIE Funded Broadband Study", be received.
CARRIED
20. CANADIAN
CENTENNIAL OF FLIGHT CAMPAIGN
MINI AIR DAY (12.2.6)
Moved by
Councillor G. McKelvey
Seconded by
Councillor S. Daurio
That
the letter dated April 9, 2003 from the National Chairman of the Canadian
Centennial of Flight Campaign requesting Markham to host a Mini Air Day event
in celebration of 100 years of flight, be received.
CARRIED
21. POLO
FOR HEART - JUNE 20-22, 2003
HEART AND STROKE FOUNDATION OF
ONTARIO (12.2.6)
Moved by
Councillor A. Chiu
Seconded by
Councillor D. Horchik
That
the letter dated March 10, 2003 requesting support for the Polo for Heart event
being held June 20-22, 2003 at the Toronto Polo Club in Gormley, be received.
CARRIED
22. MINISTRY
OF CITIZENSHIP - VOLUNTEER
RECOGNITION PROGRAM (13.2.10)
Moved by
Councillor G. McKelvey
Seconded
by Councillor J. Heath
That
the letter dated April, 2003 from the Ministry of Citizenship inviting the Town
to participate in Ontario's volunteer recognition programs for the year 2003,
be received.
CARRIED
23. MARKHAM
BOARD OF TRADE - "BUY MARKHAM"
CAMPAIGN/PARTNERSHIP (3.15
& 10.16)
Moved by
Councillor D. Horchik
Seconded by
Councillor S. Daurio
That
the letter dated April 30, 2003 from Ms. Ruth Burkholder, President and Chief
Executive Officer, Markham Board of Trade, requesting the Town to consider a
public/private partnership "Buy Markham", be received;
And that the matter be referred back to Economic Development staff to
provide a report at the May 13, 2003 Council meeting.
CARRIED
24. PLACEMENT OF TOPSOIL ON TORONTO AND
REGION
CONSERVATION AUTHORITY AND
ROUGE PARK LANDS (13.13.2 & 10.0)
Copies of
email correspondence between the Town and the General Manager of Rouge Park
were distributed with respect to concerns regarding the Metrus/TRCA proposal
for the placement of fill on Rouge Park lands north of Cornell. Staff reported that a permit for the
proposed placement of fill would be required under By-law 2001-53.
Committee
directed that representatives of the TRCA and Rouge Park be invited to attend a
meeting of Development Services Committee at their earliest convenience to
discuss the matter.
25. KEEPING OF PIGEONS - 105
BEDALE CRESCENT (8.0 & 2.0)
Committee
was advised that the owner of 105 Bedale Crescent had not removed the pigeons
and associated structures and equipment from 103 Bedale Crescent before April
30, 2003, as had been directed by Council.
Staff
advised that a notice of violation has been issued, and it is expected that the
matter will now go through the court system.
--------------------------------------
Moved by
Councillor D. Horchik
Seconded by
Councillor S. Daurio
That
the meeting resolve in-camera to discuss a property matter.
CARRIED
Moved
by Councillor S. Daurio
Seconded
by Councillor A. Chiu
That
the Committee rise and report. (4:41 p.m.)
CARRIED
------------------------------------
ADJOURNMENT
The Finance
& Administrative Committee meeting adjourned at the hour of 4:55 p.m.