FINANCE
& ADMINISTRATIVE COMMITTEE
2003-09-08 - Canada
Room
Meeting No. 16
Attendance
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J. Livey,
Chief Administrative Officer
C. Conrad,
Town Solicitor
A. Taylor,
Commissioner of Corporate Services
J. Baird,
Commissioner of Development Services
J. Allen,
Chief Information Officer
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
D. McClean,
Fire Chief
J. Lustig,
Director of Financial & Client
Services
P.
Wealleans, Director Taxation
G. Phillips,
Manager, Markham Museum
B. Varner,
Real Property Manager
F. Wong,
Manager, Financial Planning
L. Irvine,
Manager, Parks & Open Space
Development
N. Marchant,
Employee Relations 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 1:05 p.m. with Regional Councillor F. Scarpitti in the
Chair. Councillor K. Usman assumed the
Chair at 1:30 p.m.
DISCLOSURE OF INTEREST
None
declared.
1. TOWN OF MARKHAM PARTICIPATION
IN CAREER BRIDGE PILOT PROJECT (11.0)
Ms.
Barbara Nowers, Director, CAREER BRIDGE, was in attendance to provide details
of Career Bridge, a proposed paid internship program for skilled new immigrants
to Canada.
Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor A. Chiu
That the
presentation of Ms. Barbara Nowers, Director, Career Bridge, with respect to
the internship program for new immigrants be received;
And
that the Finance and Administrative Committee grant a mandate to the Human
Resources Department to oversee the Career Bridge Pilot Project within the Town
of Markham, and offer up to four internships to new Canadians to work in
various departments within the Corporation;
And that staff report back at the conclusion of the four-month
internship period with an assessment of the program.
CARRIED
2. LING
LIANG CHURCH - CONDITIONAL GRANT (7.6 & 6.3)
Moved by
Councillor A. Chiu
Seconded by
Regional Councillor F. Scarpitti
That
Council authorize a conditional grant equal to Town of Markham development
charges and cash-in-lieu of parkland payable, estimated at $197,888, to be paid
on eligible affordable housing units in the proposed Ling Liang World Wide
Evangelistic Mission, Toronto Ling Liang Church (Bread of Life), under the
Community Rental Housing Program (CRHP);
And
that the funding for the conditional grant be provided from the Corporate Rate
Stabilization Reserve;
And
that the grant be conditional on the execution of an agreement between the
Toronto Ling Liang Church and the Town of Markham, respecting affordable rental
rates, to the satisfaction of the Town Solicitor;
And
that the grant be conditional on the Ling Liang proposal receiving approval for
a CRHP unit allocation, pursuant to the requirements of the Region of York
Request For Proposal.
CARRIED
3. LICENSING
COMMITTEE (2.0) Weblink
Ms.
Sheila Birrell, Town Clerk, distributed additional information relating to the
Licensing Committee hearings including Councillor participation to date, a
proposed calendar for additional hearings, and an opinion from Legal Department
staff with respect to remuneration for Councillors serving on the Licensing
Committee. Councillors were advised to
make their own arrangements for alternates if they are unable to attend a
specific hearing date.
**Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor G. McKelvey
That
the Licensing Committee be established as a Standing Committee of Council, and
the composition be comprised of all Members of Council, with a quorum of three;
And
that participation by the Members of Council be on a rotating basis
alphabetically, with a Chair of the Committee being appointed for administrative
purposes and a Chair being appointed for each hearing;
And
that regular one-day meetings be scheduled every month and cancelled in the
event they are not required;
And
that prior to the 2004 appointments, all current Members of Council be appointed
as members of the Licensing Committee and that three constitute a quorum.
CARRIED
______________________________________________________________________________
**
Amended by Council at its meeting held on September 16, 2003 to add the
following Clause:
"And that Councillors make their own
arrangements for alternates if they are unable to
attend a specific hearing date as indicated on the approved schedule of
attendance;"
4. GENERAL
INSURANCE AND RISK MANAGEMENT PROGRAM
EXTENSION OF CONTRACT FOR ONE
YEAR (4.0)
Moved by
Councillor D. Horchik
Seconded by
Councillor J. Virgilio
That
the report entitled "General Insurance and Risk Management Program -
Extension of Contract for One Year" dated September 8, 2003 be received;
And
that the contract to provide General Insurance and Risk Management Program by
Frank Cowan Company Limited be extended for an additional year for the period
January 1, 2004 to December 31, 2004 for a total cost not to exceed $866,200
inclusive of all taxes (2003 cost - $765,000);
And
that funding in the amount of $866,200 be provided from within the 2004
Corporate Items Proposed Operating Budget;
And
further that the Director of Financial and Client Services be authorized to
extend the contract for General Insurance and Risk Management Program for a
further two years provided that the premium increase does not exceed 8% of the previous years' insurance
program.
CARRIED
5. TOWN
OF MARKHAM LEASING
POLICIES AND GOALS (7.0)
Moved by
Councillor G. McKelvey
Seconded by Councillor
A. Chiu
That
the report dated September 8, 2003 entitled "Town of Markham Leasing
Policies and Goals" be received;
And
that the Town of Markham Leasing Policies and Goals, attached to such report,
be approved;
And
further that a "material" lease be defined as a lease with annual
payments greater than 0.5% of the Town's annual Debt and Financial Obligation
Limit.
CARRIED
6. TAX
SYSTEM (TXM 2000) AGREEMENT (7.3)
Moved by
Councillor A. Chiu
Seconded by
Councillor J. Heath
That
Council delegate to the Treasurer and Chief Information Officer authority to
approve the execution of a three year License Agreement and Maintenance and
Support Agreement with the City of Mississauga, and when so approved, the Mayor
and Clerk be delegated the authority to execute such agreements in a form
satisfactory to the Town Solicitor;
And
that Council delegate to the Treasurer and Chief Information Officer authority
to approve the execution of a three year joint development agreement with the
City of Mississauga, City of Brampton and Town of Richmond Hill, and when so
approved, the Mayor and Clerk be delegated the authority to execute such
agreements in a form satisfactory to the Town Solicitor;
And
that 2003 maintenance and support costs in the amount of $53,105 for 2003 be
approved and funded from Operating Account 400-400-5361, and $271,460 for new
2003 development be approved and funded from Capital Account 49-6150-5247-005;
And
that a by-law be enacted to delegate to the Treasurer and Chief Information
Officer authority to approve the execution of the three year Licensing,
Support/Maintenance and Development agreements noted in the above
recommendations and when so approved, the Mayor and Clerk be delegated the
authority to execute such agreements in a form satisfactory to the Town
Solicitor.
CARRIED
7. 069-T-03
BERCZY COMMUNITY PARK SOUTH (7.12 & 6.3)
Moved by
Councillor J. Virgilio
Seconded by
Councillor D. Horchik
That
the report entitled, "069-T-03 Berczy Community Park South", be
received;
And
that tender 069-T-03 for the construction of Berczy Community Park South (Parts
A and B of the tender) be awarded to the lowest qualified bidder, Loc-Pave
Construction Ltd., in their bid amount of $999,642.14 inclusive of 7% GST,
testing, electrical and contingency allowances, ($962,272.35 inclusive of 3%
GST, testing, electrical, and contingency allowances);
And
that funds for this project be provided from the Planning and Urban Design
Department's 2002 Capital Account #81-5350-4708-005, Berczy Commons Park (Phase
3) South Section in the amount of $735,000;
And
that in accordance with the Expenditure Control Policy, the Treasurer
recommends that the over expenditure of $227,272.35 be authorized with
offsetting funds identified in Capital Project Account #81-5350-4707-005,
Berczy Commons Park (Phase 2) North Section;
And
that the balance of funds in the estimated amount of $51,943.79 in Planning and
Urban Design's Capital Account #81-5350-4707-005, Berczy Commons Park (Phase
2), North Section, remain in this account to be used for Berczy Park North and
Berczy Park South purposes including authorized contingencies and approved and
committed change orders associated with tenders 089-T-01 and 069-T-03.
CARRIED
8. TENDER
AWARD - 158-T-03 CONSTRUCTION
OF CENTENNIAL SKATEPARK (7.12
& 6.3)
Committee
expressed concern regarding the budget overage due to the unanticipated soil
conditions at Centennial Park, and staff was requested to report back on
possible methods of improving the process and ways to institute additional
controls on capital projects.
With
respect to the substitution of painted galvanized steel in place of stainless
steel rails and copings, staff was requested to provide additional information
on the life cycle of both.
Ms.
Haike Vaudry, a member of the Skateboarder Advisory Committee, advised that she
was in attendance on behalf of the skateboarders in the Town and was very much
in support of the skatepark being built as soon as possible.
**Moved by
Regional Councillor F. Scarpitti
Seconded by
Councillor J. Virgilio
That
Gateman Milloy Inc., being the lowest bidder for the construction of Centennial
Skatepark, be awarded the tender 158-T-03 in their tender amount of $587,908.27
including base bid ($591,701.26 inclusive of 3% GST) minus credits back
($23,792.99 inclusive of 3% GST), plus contingencies ($15,000) and testing
allowances ($5,000);
And
that the previously approved Purchase Order B3-00017 for engineering and
landscape architectural consulting fees be increased by $10,000.00 from $61,311.00
to $71,311.00;
And
that this award be funded, in part from the 2002 Capital Budget account
#70-5350-4714-005, Skateboard Park in the amount of $382,510.00;
And
that the funding shortfall of $215,398.27 for the construction award and the
engineering and landscape architectural consulting fees be funded 90% from the
Development Charges Reserve account ($193,858.44) and 10% from the Corporate
Contingency account ($21,539.83).
CARRIED
______________________________________________________________________________
**Amended
by Council at its meeting held on September 16, 2003 to add the following
Clause:
"And that the use of stainless steel at
Centennial Skatepark be approved at an additional
cost
of $23,880.00;"
9. COMMEMORATION
OF EVENTS OF SEPTEMBER 11, 2001 &
NATIONAL FIREFIGHTERS WEEK -
SEPTEMBER 7 - 13, 2003
(3.4 & 7.15 & 12.2.6)
Moved by
Councillor A. Chiu
Seconded by
Councillor G. McKelvey
Whereas The
Municipality of the Town of Markham recognizes the events of September 11,
2001;
Now, Therefore
Be It Resolved that I, Mayor Don Cousens, on behalf of the Members of Council
hereby proclaim that a moment of silence be held at 9:59 a.m. on September 11,
2003 in remembrance of all the victims of the tragedy and encourage residents
and businesses to participate;
And that the
Mayor and Council proclaim the week of September 7-13, 2003 as National
Firefighters Week in the Town of Markham;
And further
that this declaration be proclaimed and published on the Town page and through
its website.
CARRIED
10. SURPLUS
PROPERTY AND CONVEYANCE
PART OF BLOCK 99, PLAN
65M-3612, DESIGNATED
AS PART 3 PLAN 65R TO BE
DEPOSITED - PART OF A
SWM BLOCK WISMER SECONDARY
PLAN - SOUTHEAST
SIDE MCCOWAN ROAD AND MAJOR
MACKENZIE DRIVE (8.5)
Moved by
Councillor J. Virgilio
Seconded by
Councillor A. Chiu
That
Part of Block 99, Plan 65M-3612, designated as Part 3 on the reference plan (to
be deposited), be declared surplus pursuant to Town of Markham By-Law 178-96
and that notice of the proposed disposition of such lands be placed on the
agenda for the Council meeting of September 16, 2003;
And
that approval be granted to the Manager of Real Property to convey such Town
surplus property to Dovcom Realty Inc. at a nominal fee;
And
further that a by-law be enacted at the Council meeting on September 16, 2003,
authorizing the Mayor and Clerk to execute a Transfer/Deed of Land to Dovcom
Realty Inc. for the lands legally described as Part of Block 99, Plan 65M-3612,
designated as Part 3 on a draft Plan 65R-to be deposited, located southeast of
McCowan Road and Major Mackenzie Drive, Markham in a form satisfactory to the
Town Solicitor.
CARRIED
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Other matters
considered by Finance & Administrative Committee on September 8, 2003:
11. MARKHAM
LITTLE THEATRE
BACKSTAGE PROJECT (6.2 &
6.5 & 7.6)
Mr.
John Storey, Chair, MLT Fundraising Committee, was in attendance and updated
Committee on Markham Little Theatre's fundraising activities for the
"Backstage Project".
Committee was asked to consider their request for an interest-free loan
in the amount of $200,000, to be repaid over a fifteen-year period, to expedite
their construction plans on the Markham Museum site.
Moved by
Councillor K. Usman
Seconded by
Councillor J. Heath:
That
the deputation of Mr. John Storey, Chair, Markham Little Theatre's Fundraising
Committee, with respect to the "Backstage" Project, be received;
And that, with the support of the Finance & Administrative
Committee, the request of Markham Little Theatre for an interest-free loan in
the amount of $200,000, to be repaid over a fifteen-year period, be referred to
staff for report back to provide details regarding: 1) the interest free loan;
2) the proposed agreement for the lease with the Markham Museum; and 3) a
business plan.
CARRIED
12. SECOND QUARTER 2003 REVIEW OF OPERATIONS
(7.0)
Mr.
Fuwing Wong, Manager, Financial Planning, presented an overview of the
year-to-date financial results at the end of the second quarter, 2003.
Moved by
Councillor A. Chiu
Seconded by
Councillor G. McKelvey
That
the report dated September 8, 2003 entitled "2003 Second Quarter
Year-to-Date Review of Operations" and presentation by the Manager,
Financial Planning be received.
CARRIED
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Seconded by Councillor J. Virgilio
That the meeting resolve in-camera to discuss
a property matter. (3:40 p.m.)
CARRIED
Seconded by Councillor A. Chiu
That the Committee rise and report. (3:42
p.m.)
CARRIED
ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 3:42 p.m.