FINANCE
& ADMINISTRATIVE COMMITTEE
2004-05-03
Meeting No. 9
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
S. Birrell, Town Clerk
B. Cribbett, Treasurer
A. Brown, Director of Engineering
J. Lustig, Director of Financial & Client
Services
P. Wealleans, Director of Taxation
R. Watt, Director of Human Resources
S. Bertoia, General Manager, Construction &
Utilities
E. Yuen, Compensation & Benefits Specialist
M. Rebane, Manager, Corporate Communications
A. Arbuckle, Manager of Infrastructure &
Capital
Works
F. Wong, Manager, Financial Planning
J. Kee, Committee Clerk
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The Finance &
Administrative Committee convened at the hour of 1:20 p.m. with Councillor S.
Daurio in the Chair.
DISCLOSURE OF INTEREST
None declared.
1. CONTRACT
AWARD FOR STREET LIGHT
MAINTENANCE-2004, MARKHAM
HYDRO (5.19 & 7.12) Weblink
Moved by Councillor K. Usman
Seconded by Councillor A. Chiu
That the report dated May 3, 2004 entitled
"Contract Award for Street Light Maintenance-2004, Markham Hydro, be
received;
And that the tendering process be waived in accordance
with Purchasing By-law 143-2000, Section 14 (1) which states "When any of
the following conditions apply, the Treasurer or designate and the Manager of
Purchasing may, in consultation with the appropriate Director, negotiate a
Contract for the supply of goods and services which shall be submitted to the
Chief Administrator Office for final approval"
(a) When, in the judgment of the Manager of
Purchasing and the appropriate
Director,
goods are in short supply due to market conditions;
(b) Where there is only one source of supply
for the goods to be purchased;
(c) When the extension of an existing
contract would prove more cost-effective
or
beneficial;
(d) Where a project is privately funded but
is administered by the Town;
(e) Where the Town is acquiring specialized
vehicles or equipment, such as
fire
fighting vehicles, equipment or buses, in which case the sources of supply
may
be identified based on technical specifications prepared by the appropriate
department
staff and staff of the Capital Assets Management Division, the
Manager
of Purchasing in consultation with the staff may negotiate purchases
based
on such specifications; or
(f) Where, for any reason, a call for
tenders does not result in the successful award of
a
tender.
And that the contract for Street Light Maintenance be
awarded to Markham Hydro for the one year period ending December 31, 2004 in
the amount of $398,060 ($425,922 with GST);
And that funds are provided for in the proposed 2004
Construction and Utilities Operating Budget 720 720 5497.
CARRIED
2. VACANCY
REBATE PROGRAM
POLICIES AND PROCEDURES (7.1)
Moved by Councillor A. Chiu
Seconded by Councillor K. Usman
That the Town of Markham adopt Policy and Procedures
for the Vacancy Rebate program effective January 1, 2004 under the provisions
in Section 364 of the Municipal Act, 2001
and Ontario Regulation 325/01 (as amended);
And that the Vacancy Rebate and Procedures as set out
in Appendix A (attached to the original minutes in the office of the Clerk), be
adopted.
CARRIED
3. TENDER
AWARD - CONTRACT 001 T 04 ENTERPRISE DRIVE/
HELEN AVENUE EXTENSION,
INCLUDING GO TRANSIT
SEPARATION (5.10 &
7.12.2) Weblink
The Director of Engineering responded to questions of Committee and
provided some additional information on the recommended bidder, Miwel
Construction Limited.
Moved by Councillor A. Chiu
Seconded by Councillor D. Horchik
That the tender for the construction of the Enterprise Drive/Helen Avenue extensions
including GO Transit Grade Separation be awarded to the lowest
bidder, Miwel Contractors in the amount of $ 17,352,615.50 inclusive of 7% GST.
($16,217,397.66 excluding GST).
And that the Mayor and Clerk be authorized to execute the contract with
Miwel Construction Limited for the construction of the Enterprise Drive/Helen Avenue Extension
including the GO Transit Grade Separation in a form satisfactory to the
Director of Engineering.
And that Engineering staff be authorized to retain the consulting firm
McCormick Rankin Corporation as preferred supplier to provide construction
inspection and contract administration services during construction of the
project to an upset limit of $609,923.54 inclusive of 7% GST ($570,022.00
exclusive of GST);
And that Engineering staff be authorized to retain the consulting firm
of Peto MacCallum Limited as the lowest
price bidder to provide materials and foundation testing services during
construction of the project for an estimated total cost of $83,641.90 inclusive
of 7% GST ($78,170.00 exclusive of GST);
And that Purchasing Department staff be authorized to issue purchase
orders to GO Transit for a total amount not to exceed $995,100.00 inclusive of
7% GST, ($930,000.00 exclusive of GST) for the cost of work to be carried out
by GO Transit for the temporary diversion of the rail line to allow
construction of the grade separation.
And that funding for the project be provided from the approved Capital
Budget accounts, and recoveries from the Region of York (YRTP) and Markham
District Energy, as identified in this report;
And that Council pre-approve $9,607,866 required in 2005 for the
completion of this project, to be funded from Development Charges as included
in the 2004 Development Charge By-Law;
And that staff report back as to the final streetscape design elements
and funding requirements for approval;
And that upon payment of all invoices, any remaining funding be
returned to its original funding source.
And that Operations and Asset Management staff report back as to the
estimated value of the annual operating, maintenance and capital depreciation
costs for the pumping station, grade separation and municipal services to be
included in the 2006 and subsequent years operating budgets.
And that the Finance Department report
back as to funding options for the Development Charges related portion of the
10 Year Capital Program.
CARRIED
____________________________________________________________________________
Other
matters considered by Finance & Administrative Committee on May 3, 2004:
4. DISCUSSION
OF 2004 OPERATING, CAPITAL
AND WATERWORKS BUDGETS (7.4
& 7.5)
Mr. Joel Lustig, Director of Financial and Client
Services, presented the proposed 2004 Operating, Capital and Waterworks Budget
for discussion, noting the changes made earlier this date at the Budget
Sub-Committee meeting.
Moved by Councillor D. Horchik
Seconded by Councillor G. McKelvey
That the presentation of the Director of Financial and
Client Services, regarding the 2004 Operating, Capital and Waterworks Budgets
be received;
And that the
Finance & Administrative Committee approve the 2004 Operating Budget that
totals $126,613,049;
And that the
Finance & Administrative Committee approve the 2004 Capital Budget that
totals $79,502,885;
And that the
Finance & Administrative Committee approve the Water and Wastewater Budget
that totals $39,827,007;
And that the
Finance & Administrative Committee approve the tax rate increase for 2004
to be in the amount of 3.9%;
And that the
above recommendations be presented to Committee of the Whole at its meeting on
May 11, 2004.
CARRIED
Moved by Councillor G. McKelvey
Seconded by Councillor K. Usman
That sincere thanks and appreciation
be expressed to Councillor Dan Horchik, Chair of the Budget Sub-Committee, for
a job extremely well done in the preparation of the 2004 Budget;
And that the Chair and staff be
commended for working co-operatively throughout the entire process.
CARRIED
Councillor D. Horchik thanked Members for their kind
words and expressed his appreciation to the Chief Administrative Officer, the
Commissioner of Corporate Services, the Treasurer, the Director of Financial
and Client Services, and the Manager of Financial Planning, noting that they
are a tremendous asset to the Town of Markham, and that it has been a pleasure
to work with them.
5. COUNCIL
EXPENSES (16.23.2)
Ms. B. Cribbett, Treasurer, reviewed proposed
amendments to the sections of the Town's Business Expense and Conferences
Policy" relating to Councillors. In
addition, proposals for new sections of the Policy were presented. Areas discussed were as follows:
- automobile expense
- telecommunications
- Council attendance
at conferences
- business meals
- Councillor
newsletters, and
- use of Corporate
resources - election purposes
Members were advised that staff will amend the Policy
in accordance with Council's direction this date and prepare a report for
consideration of the Finance & Administrative Committee.
Moved by Councillor K. Usman
Seconded by Councillor A. Chiu
That the presentation by the Treasurer, regarding
proposed amendments to Council expenses, be received;
And that no changes be made to the
automobile expenses section of the Business Expense and Conferences Policy.
CARRIED
Moved by Regional Councillor J. Jones
Seconded by Regional Councillor B. O'Donnell
That no change be made in the section
of the Business Expense and Conferences Policy
regarding the charging of PDA's for
data, PDA's for voice and Cell Phones, (status quo);
And that these charges continue to be
taken from the Councillors' discretionary account.
CARRIED
Moved by Councillor J. Webster
Seconded by Regional Councillor J. Heath
That the Business Expense and
Conferences Policy be amended to include a clause that indicates that any
additional costs incurred by Councillors for personal use of PDA's and Cell
Phones be reimbursed to the Town of Markham.
CARRIED
Moved by Councillor K. Usman
Seconded by Regional Councillor B. O'Donnell
That the section of the Business
Expense and Conferences Policy relating to Council attendance at conferences
remain status quo.
CARRIED
Moved by Councillor K. Usman
Seconded by Regional Councillor B. O'Donnell
That the section of the Business
Expense and Conferences Policy relating to Business Meals be amended to include
the following statement: "in
recognition of the possibility of confidential meetings, (e.g. related to
economic development), Councillors certify that they are keeping records of the
attendees and purpose of the meeting, should such information be required at a
later date."
CARRIED
Moved by Regional Councillor J. Heath
Seconded by Councillor G. McKelvey
That the section of the Business
Expense and Conferences Policy relating to use of Corporate resources -
election purposes be amended to indicate that services be discontinued on
Nomination Day.
CARRIED
Moved by Councillor D. Horchik
Seconded by Councillor K. Usman
That the section of the Business
Expense and Conferences Policy relating to use of Corporate resources - election
purposes be amended to indicate that Public Information notices regarding
specific issues will not be distributed under a Councillor's name between
Nomination Day and Election Day.
CARRIED
6. MINUTES
- BUILDING & PARKS CONSTRUCTION
COMMITTEE - APRIL 16, 2004
(16.34 & 10.13 & 6.3) Weblink
Moved by Councillor J.
Virgilio
Seconded by Councillor J.
Webster
That the minutes of the meeting of the Building &
Parks Construction Committee held on April 16, 2004, be received.
CARRIED
7. BUILDING
& PARKS CONSTRUCTION COMMITTEE
MINUTES - APRIL 16, 2004 -
REGARDING CENTENNIAL
COMMUNITY CENTRE EXPANSION
(6.6 & 16.34)
Staff advised that a
report is being prepared which will discuss options and renovations
requirements related to the Centennial Community Centre Expansion, and will be
brought forward to Council for consideration prior to the end of June, 2004.
Moved by Councillor K. Usman
Seconded by Councillor G.
McKelvey
That the following
resolution from the April 16, 2004 meeting of the Building & Parks
Construction Committee be received:
"That staff
prepare a report on the Centennial Community Centre Expansion (Alternative 3c) as
detailed in the presentation by Mr. M. Taylor, Oleson Worland_Taylor Smyth
Architects, and continue to provide regular updates to the Committee."
CARRIED
8. MINUTES
- BUDGET SUB-COMMITTEE
APRIL 13, 2004 (7.4 &
7.5) Weblink
Moved by Councillor J.
Virgilio
Seconded by Councillor J.
Webster
That the minutes of the meeting of the Budget
Sub-Committee held on April 13, 2004, be received.
CARRIED
9. MINUTES
- COMMUNICATIONS COMMITTEE
APRIL 8, 2004 (16.23 &
12.2) Weblink
Moved by Councillor J.
Virgilio
Seconded by Councillor J.
Webster
That the minutes of the meeting of the Communications
Committee held on April 8, 2004, be received.
CARRIED
10. REGION
OF YORK - TRANSPORTATION AND
WORKS COMMITTEE MEETING - MAY
5, 2004 (13.4)
Mayor D. Cousens reported that a very important transportation issue is
being discussed at the May 5 meeting of the Region's Transportation and Works
Committee meeting and suggested that all Members try to attend. The meeting begins at 9:00 a.m.
11. "SMART
GROWTH OR DENSE THINKING"
MAY 4, 2004 - CBC BROADCAST
CENTRE (10.0)
Members were advised that the Commissioner of Development Services and
Regional Councillor B. O'Donnell would be attending the Greater Toronto Home
Builders' Association Greenbelt Panel on "Smart Growth or Dense Thinking"
seminar on Tuesday, May 4, 2004 at the CBC Broadcast Centre, in Toronto.
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Seconded
by Councillor K. Usman
That
the meeting resolve in-camera to discuss a personnel matter. (3:25 p.m.)
CARRIED
Seconded
by Councillor J. Virgilio
That
the Committee rise. (4:00 p.m.)
CARRIED
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ADJOURNMENT
The Finance &
Administrative Committee meeting adjourned at the hour of 4:00 p.m.