FINANCE & ADMINISTRATIVE
COMMITTEE
2002-04-22 - Canada Room
Meeting No. 7
Attendance
|
Councillor G. McKelvey
Councillor E. Shapero
Regional Councillor T. Wong
Regional Councillor B. O'Donnell
|
J. Livey,
Chief Administrative Officer
A. Taylor,
Commissioner of Corporate Services
R. Robinson,
Town Solicitor
J. Sales,
Commissioner of Community Services
B. Cribbett,
Treasurer
J. Baird,
Acting Commissioner of Development Services
J. Allen,
Chief Information Officer
S. Chait,
Director, Corporate Strategy & Quality Office
Brian
Varner, Manager of Real Property
S. Birrell,
Town Clerk
D. Smith,
Committee Clerk
|
The Finance
& Administrative Committee convened at the hour of 1:03 p.m. with
Councillor K. Usman in the Chair.
DISCLOSURE OF INTEREST
None
declared.
Moved
by Regional Councillor T. Wong
Seconded
by Councillor S. Daurio
That
Committee recess In Camera to discuss confidential matters.
Carried.
At
3:30 p.m. Committee reconvened.
At
3:38 p.m. Committee recessed In-Camera, Committee of the Whole to discuss a
property matter. At 4:25 p.m. Committee
reconvened.
1. STAFF
AWARD OF CONTRACTS FOR
THE PERIOD OF MARCH 19, 2002
TO APRIL 7, 2002 (7.12)
Moved
by Councillor J. Heath
Seconded
by Councillor E. Shapero
That
the report entitled "Staff Awarded Contracts for the period of March 19,
2002 to April 7, 2002" dated April 22, 2002 be received for information
only;
And
that Council approve the short term financing for the purchase of a Folder
Inserter Machine and a Postage Meter Machine from the Corporate Rate
Stabilization Reserve to be repaid over 5 years with interest, from the Clerk's
Department operating account #410 432 5539.
Carried.
2. AWARD
OF PHASE 2 CONSTRUCTION
FOR BERCZY COMMONS PARK
(7.12.3 & 10.7)
Moved
by Councillor D. Horchik
Seconded by Councillor J. Heath
That
Loc-Pave Construction Ltd. be awarded the Phase 2 works for Berczy Commons Park
in the amount of $528,580.00 inclusive of 7% GST ($508,820 inclusive of 3% GST)
which were part of tender 089-T-01 and which were scheduled to be completed in
2002;
And
that funding for this project is available from Development Services 2002
Capital Account 081-5350-4707-005 in the amount of $1,800,000.00.
Carried
3. AWARD
OF PHASE 2 CONSTRUCTION
FOR TANNERY POND BOARDWALK
(16.39)
Moved
by Councillor D. Horchik
Seconded by Councillor J. Heath
That
Caledon Contracting Limited be awarded the Phase 2 works for the Tannery Pond
Boardwalk Project in the amount of $166,213.80 inclusive of 7% GST ($160,000.20
inclusive of 3% GST) as part of tender 108-T-01 as well as additional works set
out as separate prices in the amount of $12,521.14 inclusive of 7% GST
($12,053.06 inclusive of 3% GST) as part of tender 108-T-01;
And
that an additional $4,280.00 inclusive of 7% GST ($4,120.00 inclusive of 3%
GST) be approved for Harrington and Hoyle Ltd., Landscape Architects for
professional services rendered to cover additional supervision and contract
administration associated with the completion of Phase 2 works noted above;
And
further that funding for this project is available from Development Services
2002 Capital Account 052-5350-4784-005 in the amount of $185,000.00.
Carried.
4. TENDER
AWARD 016-T-02
ROAD REHABILITATION PROGRAM
RESTORATION OF CONCRETE CURB
AND SIDEWALK (7.12.1)
Moved
by Councillor D. Horchik
Seconded by Councillor J. Heath
That
Vidome Construction, being the lowest acceptable tender received be awarded
tender 016-T-02 for Road Rehabilitation Program, Restoration of Concrete Curb
and Sidewalk in their estimated annual amount of $1,185,988.00 inclusive of all
taxes ($1,141,652.00 inclusive of 3% GST);
And
that staff exercise the option to extend the contract for a further two years,
2003 and 2004 subject to budget approval and agreement by Vidome Construction
to guarantee the 2002 unit prices submitted and their satisfactory performance;
And
that the award be funded from the Roads Department, 2002 Capital budget for
both the Asphalt Resurfacing Program and Secondary Road Works to the upset
amount of $1,141,652.00 inclusive of the 3% GST.
Carried.
5. TENDER
AWARD 015-T-02
CONCRETE AND ASPHALT
MAINTENANCE (7.12.1)
RECOMMENDATION:
That
Sanan Construction, being the lowest acceptable tender received, be awarded
tender 015-T-02 for Concrete and Asphalt Maintenance in their estimated annual
amount not to exceed $661,556.06, inclusive of 7% GST ($636,825.00 inclusive of
3% GST);
And
that staff exercise the option to extend the contract for a further two years,
2003 and 2004 subject to budget approval and agreement by Sanan Construction to
guarantee the 2002 unit prices submitted and their satisfactory performance;
And
that the award be funded from the Roads Department's 2002 Capital budget
account for Localized Repairs - Curb and Sidewalk ($300,000), Localized Repairs
- Parking Lots ($70,000) as well as the Roads Department proposed 2002
Operating account number 700 502 5304 ($188,500) and in 2001 Capital Budget
within Localized Repairs ($44,625) and Railway Crossing Improvements ($33,700),
to the upset annual amount of $636,825.00 inclusive of 3% GST.
Deferred.
(See following motion to defer.)
Moved
by Councillor S. Daurio
Seconded
by Councillor J. Heath
That
the motion with respect to the Tender Award 015-T-02 be deferred subject to
more information from the Director of Street Services with respect to how the
amount of work will be affected when the tender amount is 50% more than the
estimated budget.
Carried.
6. AUDIT
COMMITTEE REPORT (7.2)
Moved
by Councillor D. Horchik
Seconded by Councillor J. Heath
That
the Director of Financial Reporting and staff of the Financial Reporting Group
be commended on outstanding efforts and a job well done;
And
that Council approve the Corporation of the Town of Markham's Draft
Consolidated Financial Statements and Draft Trust Funds Financial Statements
for the fiscal year ended December 31, 2001;
And
that staff proceed to issue the final consolidated Financial Statements for the
fiscal year ended December 31, 2001 upon finalization of all consolidated
amounts and subject to there being no material changes as a result of the
Markham Hydro final statements being received;
And
that Council receive for information the KPMG audit independence letter dated
April 2, 2002.
Carried.
7. PARTNERSHIP
WITH REGION OF YORK
FOR SHARING GIS DATA CREATION,
MAINTENANCE, AND RELATED APPLICATIONS
(7.13)
Moved by Councillor S. Daurio
Seconded by Councillor E. Shapero
That
Council endorse a partnership between the Region of York through its GIS
Partnership Program and the Town of Markham;
And
that the Mayor and Clerk of Markham be authorized to execute a Memorandum of
Understanding ("MOU") with the Region of York concerning its
partnership with Markham as it relates to the Enterprise GIS Program.
And that the Town continue to pursue a partnership with the City of
Toronto.
Carried.
8. PICTURE
MARKHAM INTO THE
21ST CENTURY: NEXT STEPS
(12.2.6)
Moved
by Regional Councillor T. Wong
Seconded
by Councillor E. Shapero
That
Council endorse staff's strategies to acknowledge the participating exhibition
artists and to enhance the Civic Centre with a number of original artworks
selected from the current show at The Varley Art Gallery as follows:
1. A
congratulatory letter be sent out under the Mayor's signature to each of the 31
participating artists.
2. The
five artists who received the Jurors' Award of Merit be invited to a
congratulatory luncheon held in their honour, with the Mayor, representative
members of Council, Engage 21st Century
Markham steering committee members and Picture Markham Into the 21st Century planning staff
present.
3. A
maximum of 5 suitable works be selected for display at the Civic Centre in key
public areas (with the artists' approval), and that each of the selected
artists receive an honorarium of $200.
4. The
exhibition be archived on CD ROM and be made available to the public through
the Town's website in specific reference to Engage
21st Century Markham and exhibitions hosted by The Varley Art
Gallery.
5. That
a letter of thanks be sent out under the Mayor's signature to all Round Table
participants.
And
further that total cost for these strategies not exceed $1,500, and be paid for
out of the 2002 Engage 21st Century Markham capital account (#043 5399 4891
005).
Carried.
9. POTENTIAL
SURPLUS PROPERTY AND SALE
TO ABUTTING OWNERS BLOCK K,
PLAN M-1325,
PARK BROOK PLACE, THORNHILL
(5.17)
Moved
by Regional Councillor B. O'Donnell
Seconded
by Councillor D. Horchik
That the vacant parcel of Town owned
land situated between 5 and 7 Park Brook Place and known as Block K, Plan
M-1325, Thornhill be declared surplus pursuant to Town of Markham By-Law
178-96;
And
that approval be granted to the Manager of Real Property to offer for sale
Block K, Plan M-1325 to each of the abutting owners on the condition that the
Town of Markham retain an easement over the property for municipal sewer
services;
And
further that a report be brought forward detailing negotiations and to request
the approval of Council regarding final disposition of the property.
Carried.
10. GRANT
REQUEST (7.6)
Moved
by Councillor S. Daurio
Seconded
by Councillor E. Shapero
That
the request for a grant from Yalnee Shantharam who has been invited to take
part in a volunteer trip to Thailand with Free
The Children be received;
And
that a Town of Markham hat and a supply of Markham pins be given to her to
distribute during her trip.
Carried.
RECOMMENDATION:
That
the Committee rise from the In-camera session and the Chairman report.
11. MARKHAM DISTRICT ENERGY BUSINESS
STRATEGY REVIEW (13.7)
Moved
by Regional Councillor B. O'Donnell
Seconded
by Councillor D. Horchik
That
the report entitled 'Markham District Energy Business Strategy Review' be
received;
And
that Council refer the report produced by Kattner/FVB to the Board of Directors
of Markham District Energy Inc.;
And
that the Board of Directors of Markham District Energy Inc. be requested to
incorporate the findings of the Kattner/FVB report into an updated Business
Strategy and action plan to guide the future of the district energy business;
And
further that the Board submit its updated Business Strategy and recommended
action plan for consideration by Council before the end of June 2002.
Carried.
12. MARKHAM ENERGY CORPORATION
DIVIDEND POLICY (13.7)
Moved
by Councillor D. Horchik
Seconded
by Mayor D. Cousens
That
the verbal presentation by Milan Bolkovic, President, Markham Hydro
Distribution Inc. and report with respect to Proposed Dividend Policies for
Markham Energy Corporation and Markham Hydro Distribution Inc. which does not
reflect any dividends and/or interest from Richmond Hill Hydro Inc. be
received;
And
that it be recommended to Council that the Markham Energy Corporation and the
Markham Hydro Distribution Inc. Dividend Policies attached hereto as Appendix A
be confirmed and adopted, as recommended by the Markham Energy Board of
Directors.
Carried.
(Councillor Heath Opposed)
13. 139 MAIN STREET, UNIONVILLE - THE PLANING
MILL (8.5)
Moved
by Councillor D. Horchik
Seconded
by Councillor S. Daurio
That
Council receive and accept the Agreement of Purchase and Sale for the property
located at 139 Main Street, Unionville from Unionville Village Investments Inc.
in the amount of $395,000 excluding GST;
And
that 139 Main Street, Unionville, be declared surplus property pursuant to Town
of Markham By-law No. 178-96;
And
that notice of the proposed disposition of such lands be placed on the agenda
for the Council meeting of April 30, 2002, also as required by Town of Markham
By-law No. 178-96;
And
further that a by-law be enacted at the Council meeting on May 14, 2002, authorizing
the Mayor and Clerk to execute a Transfer/Deed of Land to Unionville Village
Investments Inc. for the lands municipally known as 139 Main Street,
Unionville, in a form satisfactory to the Town Solicitor.
Carried.
14. SHEILA RUTH INVESTMENTS LIMITED - POWER
OF SALE
BRIMLEY ROAD AND LEE AVENUE - PART OF LOT 5, CONCESSION
6, DESIGNATED AS PART 3, PLAN 65R-11518, MARKHAM (8.2)
Moved
by Regional Councillor T. Wong
Seconded
by Councillor D. Horchik
That
the subject property, legally described as Part of Lot 5, Concession 6,
designated as Part 3, Plan 65R-11518, Markham, northwest corner of Brimley Road
and Lee Avenue, be listed for sale after
abutting property owners have been contacted.
Carried.
Amended
by Council April 30, 2002
That
the subject property, legally described as Part of Lot 5, Concession 6,
designated as Part 3, Plan 65R-11518, Markham, northwest corner of Brimley Road
and Lee Avenue, be listed for sale and
abutting property owners will be advised.
Carried as amended.
…………………………………………………
15. MARKHAM
HYDRO DISTRIBUTION INC.
FINANCIAL OVERVIEW (13.7)
Moved
by Councillor D. Horchik
Seconded
by Regional Councillor T. Wong
That
the update from the Treasurer and the report 'Markham Hydro Distribution Inc.
Financial Overview' be received for information.
Carried.
16. STATUS
REPORT ON RICHMOND HILL HYDRO (13.7)
Moved
by Mayor D. Cousens
Seconded
by Councillor S. Daurio
That
the verbal update from the Treasurer with respect to the status of Richmond
Hill Hydro be received.
Carried.
17. VARLEY
ART GALLERY FOUNDATION OF MARKHAM (6.9)
Moved
by Councillor J. Heath
Seconded
by Councillor D. Horchik
That
the verbal report from the Commissioner of Corporate Services be received and
that the matter be further considered at the Committee of the Whole meeting on
Tuesday next, April 30, 2002.
Carried.
18. DEVELOPMENT CHARGES DECEMBER 31, 2001
BALANCES AND ANNUAL ACTIVITY
OF THE ACCOUNTS (7.11)
Moved
by Councillor D. Horchik
Seconded
by Councillor J. Heath
That
the report titled "Development Charges December 31, 2001 Balances and
Annual Activity of the Accounts" dated April 22, 2002 be received for
information purposes.
Carried.
19. GRANTS
POLICY/REVIEW (7.6)
RECOMMENDATION:
That the
Grants funding allocation be brought forward annually during the budget process
for review and approval by Council;
And that a
budget and previous year’s financial statement be submitted with all requests
for funding for the Celebrate Markham Grants, as identified in Exhibit “A”, for
financial review by staff before funds are released;
And that the
Uncommitted Grants of $6,250.00, as identified in Exhibit “A”, together with
$13,750.00 from the Council Promotion Account #840 8415840 be transferred to
the following categories:
Maximum for Category Maximum per grant
·
Sponsorship for Tables $ 8,000 $1,000
·
Travelling Teams $
3,000 $1,000
·
Council Promotion -
Minor $ 4,000 $ 250
·
Council Promotion -
Major $
5,000 $1,000
Total $20,000
And that
$3,000.00 be transferred from Council Special Events Expenditure Account #110 1104290 to Celebrate Markham
to fund the Senior Extravaganza;
And that the
budget allocation for each Councillor be increased by $500.00 to allow for cost
related to attend sponsored table events;
And that the
grants and sponsorship guidelines, attached as Exhibit “B”, be approved for
implementation in 2002;
And that all
recipients of grants or sponsorship funding in 2002 be sent a copy of the new
guidelines;
And that the
funding levels for the 2002 Grants and sponsorship allocations, attached as
Exhibit “C”, be approved;
And further
that staff report monthly to the Finance and Administrative Committee on all
grant and sponsorship requests.
Deferred.
(See following motion to defer).
Moved
by Regional Councillor F. Scarpitti
Seconded
by Councillor J. Heath
That
the report on Grants Policy/Review be referred to the next Finance & Administrative
meeting on May 6, 2002 for consideration;
And
that the Public Relations aspects of sponsoring tables be reviewed.
Carried.
20. 2002
MARKHAM JAZZ FESTIVAL (12.2.6)
Moved
by Councillor J. Virgilio
Seconded
by Councillor S. Daurio
That
the request from the 2002 Markham Jazz Festival for a Special Occasion Permit
for an Entertainment Tent in Toogood Pond Park on August 15, 16, 17 & 18,
2002 be received and referred to staff to develop a policy to control the times
when beer gardens be allowed to operate, with the suggestion that they be
restricted to operate no later than 7 p.m.
Carried.
21. BMO
NESBITT BURNS (12.2.6)
Moved
by Councillor J. Virgilio
Seconded
by Councillor E. Shapero
That
the communication from BMO Nesbitt Burns to support the Heart and Stroke
Foundation of Ontario, Polo for Heart to be held on June 14 to 16, 2002 be
received and referred to all members of Council.
Carried.
22. KOL
AMI HUMANITARIAN AWARD
FOR COMMUNITY LEADERSHIP
ELINOR CAPLAN (12.2.6)
Moved
by Councillor S. Daurio
Seconded
by Councillor J. Heath
That
the invitation to attend a gala evening on Sunday, May 26, 2002, to present the
first Kol Ami Humanitarian Award for Community Leadership to the Honourable
Elinor Caplan be received and referred to all members of Council.
Carried.
23. F.C.C.M.
INVITATION FOR CANADA DAY DINNER 2002 (12.2.6)
Moved
by Regional Councillor T. Wong
Seconded
by Councillor E. Shapero
That
the invitation from the Federation of Chinese Canadians to sponsor a corporate
table at the annual Canada Day celebration dinner on June 27, 2002 at the
Century Palace Chinese Restaurant be received and referred to the next meeting of the Finance & Administrative
Committee on May 6, 2002.
Carried.
ADJOURNMENT
The Finance
& Administrative Committee meeting adjourned at the hour of 4:45 p.m.