FINANCE
& ADMINISTRATIVE COMMITTEE
2004-11-22
Meeting No. 20
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
D. McClean,
Fire Chief
S. Birrell,
Town Clerk
B. Cribbett,
Treasurer
B. Snowball,
Deputy Fire Chief
B. Roth,
Director, Recreation & Culture Services
P. Loukes,
Director, Operations & Asset
Management
P.
Wealleans, Director of Taxation
J. Lustig,
Director of Financial & Client Services
J. Carnegie,
Director, Corporate Communications
B. Varner,
Real Property Manager
P. Ingham,
General Manager, Operations
M. Miluzzi,
Manager of Taxation
C. Joyce,
Manager, Community Partnerships
R. Dominico,
Mgr. of Corp. Strategy & Quality
F. Wong,
Manager, Financial Planning
A. Wolfe,
Project Management Consultant
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 1:00 p.m. with Councillor
S. Daurio in the Chair.
DISCLOSURE OF INTEREST
None
declared.
1. TOWN
OF MARKHAM RESERVE STUDY (7.0) Report 1 2 3
Mr. Joel Lustig, Director of Financial &
Client Services, made a presentation on the Town of Markham Reserve Study.
Committee expressed concern regarding a
number of the recommendations, and the need to approve the staff report this
date. It was suggested that the matter
be referred to a Special Work Session in the New Year.
After some discussion, Committee agreed to
approve seven (7) clauses of the staff resolution that related to housekeeping
issues, and defer and refer the remaining clauses.
Moved by
Councillor J. Virgilio
Seconded by
Regional Councillor B. O'Donnell
That the
presentation of the Director of Financial & Client Services regarding the
Town of Markham
Reserve Study, be received;
And that the
report dated November 22, 2004 entitled “Town
of Markham Reserve Study” be received;
And that
Working Capital, Corporate Rate Stabilization, Winter Maintenance,
Contingencies, Special Corporate Rate Stabilization, and Debt Charge Payment
reserves be consolidated into one Corporate Rate Stabilization Reserve;
And that the
City Centre Infrastructure, Raymerville Park Construction, Valleylands
Revitalization, Peace Garden, Parks Vaughan/Gallanou, Fred Varley Art Centre,
Elson Park, Tennis Court Repairs, Walden Pond Maintenance reserves and reserve
funds be closed and the balance of funds, in the amount of $52,060, be transferred
to the Major Capital Repairs and Replacement Reserve;
And that the
Tree Replacement reserve be closed and balance of funds, in the amount of
$7,030, be transferred to an existing capital project, project # 6197 –
Replacement of Boulevard/Park Trees;
And that the
Facility Ramp-up reserve be used to fund 2005 Capital Projects for Centennial
Community Centre Renovations ($3,100,000), Centennial Community Centre – Second
Floor Accessibility Improvements ($100,000), Museum Reception Centre
($490,000);
And that the
Firefighter Bunker Gear, Major Capital Repairs/Replacement, Recreation and
Culture Capital Replacement reserves be consolidated into an interest earning
Major Capital Repairs and Replacement Reserve.
CARRIED
Moved by
Deputy Mayor F. Scarpitti
Seconded by
Mayor D. Cousens
That
the following clauses of the staff report entitled "Town of Markham
Reserve Study", dated November 22, 2004, be deferred and referred to a
Special Work Session in the New Year (2005):
That
the balance of the Corporate Rate Stabilization reserve be established at 15%
of the local tax revenue, $11,650,000 for 2005;
And
that the balance of funds in the Corporate Rate Stabilization Reserve, in the
amount of $18,959,307, be transferred to the Major Capital Repairs and Replacement
Reserve;
And
that the General Capital Reserve and Planning Studies reserve be consolidated
to an interest earning “10% Non-DC Growth” reserve to be funded from the sale
of land;
And
that $500,000 of the Hydro Interest Income be used to fund the interest earning
Environment Land Acquisition Reserve Fund on an annual basis;
And
that an interest earning Land Acquisition Reserve Fund be established to
finance the purchase of strategic land acquisitions that are non-growth and
that are not environmentally sensitive;
And
that $500,000 of the Hydro Interest Income be used to fund the interest earning
Land Acquisition Reserve Fund on an annual basis;
And
that $3,000,000 of the Hydro Interest Income be used to fund the interest
earning Major Capital Repairs and Replacement reserve on an annual basis;
And
that the Hydro Equity Reserve be closed with the balance transferred to the
Major Capital Repairs and Replacement reserve;
And
that future year-end operating surpluses, if any, be used first to top-up the
Corporate Rate Stabilization Reserve to a level equivalent to 15% of local tax
revenues and secondly to replenish the expenditures in the Environmental Land
Acquisition Reserve Fund, and finally transferred to the Major Capital Repairs
and Replacement Reserve;
And
further that should the year-end operating surplus not be sufficient to top-up
the Corporate Rate Stabilization Reserve or replenish the Environmental Land
Acquisition Reserve Fund, funding for both should be included in the following
year’s capital budget discussions.
CARRIED
2. RECORDING
DEVICES AT MEETINGS (16.23) Report
Committee
discussed permitting audio and video recording equipment in various locations
of the Council Chamber, rather than in designated areas. In addition, concerns were raised regarding
the requirement to turn off external communication devices during meetings.
Moved by
Councillor D. Horchik
Seconded by
Regional Councillor B. O'Donnell
That
a by-law be enacted to amend By-Law 2001-1, "A By-law to Govern the
Proceedings of Council and Committees of Council", (as amended), to:
- Permit the use of audio and video
recording equipment in the Council Chamber by the public or media with the location to be at the discretion of the Chair, provided
it is not disruptive to the meeting.
CARRIED
Moved by
Regional Councillor J. Heath
Seconded by
Councillor J. Webster
That
the matter relating to the use of external communication devices during Council
and Committee meetings be referred back to staff for further review and
consideration of comments raised this date.
CARRIED
3. TOWN
OF MARKHAM
AND TELUS
MOBILITY PARTNERSHIP (6.6
& 3.0 & 12.2) Report
Moved by
Councillor K. Usman
Seconded by
Councillor J. Virgilio
That
a non-exclusive partnership between the Town of Markham and Telus Mobility for
In-Building Cell Phone Coverage enhancement ("Spot Wave" technology)
as well as support of children's literacy in the amount of $41,000 be approved
by Council;
And
that a Community Partnership agreement between Telus Mobility and the Town of Markham be
prepared, consisting of a license agreement for Cell Phone Coverage enhancement
and a sponsorship agreement to support children's literacy;
And
that Council authorize the Mayor and Clerk to execute this agreement in a form
satisfactory to the Town Solicitor;
And
that the Manager of Marketing and Community Partnerships work with internal
stakeholders to implement and service the partnership;
And
that the $41,000 revenue be allocated as follows:
- $18,000 of the revenue from this
partnership be applied equally to the operating budget of each of the 9
facilities where Telus will install cell phone coverage enhancements;
- $2,000 be directed to Strategic Services
2005 operating budget to administer the partnership;
- $21,000 is credited to a 2005 Markham
Public Libraries capital account to enhance educational programming and
children's literacy.
CARRIED
4. CANCELLATION,
REDUCTION OR REFUND OF
TAXES UNDER SECTIONS 357 AND
358
OF THE MUNICIPAL ACT, 2001
(7.3) Report
Moved by
Councillor K. Usman
Seconded by
Councillor J. Virgilio
That
residential taxes totalling $126,428.87 be adjusted under Section 357 (in the
amount of $85,518.14) and Section 358 (in the amount of $40,910.73) of the Municipal Act, 2001 of which the Town's
portion is estimated to be $27,306.75;
And
that the associated interest be cancelled in proportion to the tax adjustments;
And
that the Treasurer be directed to adjust the Collector's Roll.
CARRIED
5. TAX
WRITE OFFS IN ACCORDANCE WITH
SECTION 354 OF THE MUNICIPAL
ACT, 2001 (7.3 & 7.1.13) Report
Moved by
Councillor K. Usman
Seconded by
Councillor J. Virgilio
That
taxes totalling $804,715.88 (excluding penalty and interest) as set out in this
report be written off pursuant to the provisions of Section 354 of the Municipal Act, 2001;
And
that the applicable penalty and/or interest charges be adjusted accordingly;
And
that the Treasurer be directed to remove the taxes from the Collector's Roll.
CARRIED
6. PUBLIC
MEETING - ANGUS GLEN
PARKING REGULATIONS (2.17) Report
Moved by
Councillor K. Usman
Seconded by
Councillor J. Virgilio
That
a public meeting be held on November 23, 2004 to present options and receive
feedback from residents of Angus Glen on revised parking by-law regulations for
their subdivision.
CARRIED
7. RESULTS
OF 2004 CITIZEN
SATISFACTION SURVEY
(12.0) Report 1
Members of Council wishing to receive a copy
of the detailed 2004 Citizen Satisfaction Survey were asked to contact the
Manager, Corporate Quality Department.
Moved
by Regional Councillor J. Heath
Seconded
by Councillor E. Shapero
That
the report "Results of 2004 Citizen Satisfaction Survey" be received;
And that all staff be congratulated on their high level of service
across the Town, particularly the staff of the Contact Centre.
CARRIED
8. SETTLERS
PARK LANDFILL
SITE MANAGEMENT (5.7 & 6.11) Report
Moved by
Councillor E. Shapero
Seconded by
Councillor A. Chiu
That the
report entitled "Settlers Park Landfill Site Management" be received;
And that
Beatty & Associates be authorized to carry out a leachate plume assessment
in the vicinity of the Settlers Park Landfill site at an estimated cost of
$12,500;
And that
Beatty & Associates be authorized to carry out a detail design for an
Aerobic Landfill Management Plan at the Settlers Park Landfill site at an
estimated cost of $25,000;
And that the
cost for the detail design of the Aerobic Landfill Management Plan to an upset
limit of $25,000 be funded from the corporate-wide contingency capital project
and the cost for the leachate plume assessment in the estimated amount of
$12,500 be funded from the Operations and Asset Management 2004 Capital Budget,
Account No. 58-5399-6236-005;
And that the
tendering process be waived in accordance with Purchasing By-Law 143-2000, Section
14(1C) which states "When the extension of an existing contract would
prove more cost-effective or beneficial";
And that the
Operations and Asset Management Department continue to manage and maintain the
Gas Recovery Well System to ensure compliance with the Certificate of Approval;
And that staff
pursue partnership funding opportunities with the Toronto and Region
Conservation Authority and the FMC Green Municipal Enabling Fund for the
leachate plume assessment and aerobic landfill management plan;
And that staff
report back in the spring of 2005 on the consultant's findings and
recommendations.
CARRIED
9. FLEET
SERVICES - GREEN FLEET
TRANSITION PLAN 2004 - 2007
(5.10 & 5.7) Report
Committee
had before it a report regarding the Fleet Services Green Fleet Transition Plan
for 2004 to 2007, including information outlining the costs required to
implement the plan.
It was
requested that the Green Fleet Transition Plan for Markham, should be similar
to that of the City of Toronto, and provide details on emission savings from
the various alternatives, such as electric vehicles and the use of Biodiesel
fuel, and also provide information about types of vehicles, fuels, and other
clean air initiatives.
Staff
was requested to consider and/or provide information on various matters,
including: investigating the use of B 50 fuel in the summer months; reporting
on savings related to the hybrid vehicle pilot project; and the
feasibility of including mowers/blowers/generators in the Plan.
Moved by
Councillor E. Shapero
Seconded by
Councillor A. Chiu
That the staff report entitled “Fleet Services – Green Fleet Transition
Plan 2004-2007”, dated
November 22nd, 2004, be received;
And that Council adopt in principle the Fleet Services - Green Fleet
Transition Plan 2004-2007, as outlined within this report, to guide green fleet
management actions for the Town of Markham, and that capital funding of $27,600
be considered during the 2005 Capital budget discussions, to cover the cost of
installation of two Vehicle Refuelling Appliances;
And that the Fleet Services - Green Fleet Transition Plan 2004-2007, as
outlined within this report, be aligned with the Fleet maintenance program and
increase funding in the Fleet Operating Budget to include the additional annual
cost of using Biodiesel in all diesel fleet vehicles (approximately
$20,000/year based on the current fuel usage and price premium of $0.06 per
litre);
And that the existing 2004 Fleet Services Vehicle Replacement Program
be revised to upgrade current vehicle specification to Diesel
configurations and
completed prior to implementing the Green Fleet Transition Plan 2004-2007;
And that the additional funding
required to implement upgrades to five (5) one-ton flatbed trucks in 2004
(estimated at $32,500) be provided from existing favourable variances in the
2002 Capital Budget account for Fleet Replacement (existing balance approximately
$33,730);
And that the additional funding required to implement upgrades to eight
(8) vehicles to alternative ‘Green Fleet’ vehicles in 2005 (estimated at
$57,266) be absorbed in the proposed 2005 Capital Budget account for Fleet
Replacement;
And that the Director of Operations and Asset Management provide an
annual progress report to the Finance and Administrative Committee on the
implementation of the Green Fleet Transition Plan 2004-2007, including progress
on environmental benefits and targets;
And that staff include mowers, blowers, and
generators in the Green Fleet Transition Plan;
And that staff be requested to report back on
the feasibility of using B 50 Biodiesel fuel in the summer months;
And further that the Town of Markham's Green
Fleet Transition Plan be formatted similar to the City of Toronto's Plan, to
include details on emission savings from the various alternatives,
such as electric vehicles and the use of Biodiesel fuel, and also include
information about types of vehicles, fuels, and other clean air initiatives.
CARRIED
10. LIGHT
EMITTING DIODE (LED) TRAFFIC SIGNAL DISPLAY
RETROFIT AND REPLACEMENT
PROGRAM (5.12.1 & 5.7) Report 1
Moved
by Councillor J. Virgilio
Seconded
by Councillor D. Horchik
That
the report entitled "Light Emitting Diode (LED) Traffic Signal Displays
Retrofit and Replacement Program", dated November 22, 2004 be received;
And
that Council adopt in principle the (LED) Traffic Signal Displays Retrofit and
Replacement Program, as outlined within this report and consider the cost
implications in the 2005 Capital budget approval process as well as the
Operations Department's five (5) year Capital Budget forecast;
And
that the Director of Operations & Asset Management be authorized to
initiate a Five (5) year program, starting in 2005, for the retrofit and/or
replacement of the existing incandescent traffic control signal displays with
light emitting diode (LED) traffic signal control displays at an estimated
total cost of $475,000.00.
CARRIED
11. PATHWAY
STANDARDS REPORT (6.3) Report
Committee discussed the matter of paving, illumination
and maintenance requirements of pathways adjoining neighbourhoods and
connecting schools, and staff was requested to consider these areas in their
review of the Town's pathway network.
Moved by
Councillor A. Chiu
Seconded by
Regional Councillor B. O'Donnell
That
the staff report entitled "Pathway Standards Report", dated November
22, 2004, be received;
And
that Operations Department staff continue with the current standard and not
maintain park pathways during the winter months for the 2004/2005 winter
season;
And
that Operations Department staff work with Development Services to develop a
strategy for the Town's pathway network which will establish specific criteria
for pathway paving, lighting, and seasonal maintenance, and report back to Committee
and Council in 2005;
And further that staff be
requested to also consider the pathways connecting schools and neighbourhoods
in their review of the Town's pathway network.
CARRIED
12. PUBLIC
MEETING - TOW TRUCK
BY-LAW AMENDMENT (2.0) Report
Committee requested that the following
suggestions be included when considering possible amendments to the Tow Truck
Licensing By-Law: provide a telephone number on municipal signage that the
vehicle owner could call when vehicle has been towed; and limit distance that
vehicle could be towed.
Moved
by Councillor A. Chiu
Seconded
by Deputy Mayor F. Scarpitti
That
a public meeting be held in January, 2005 to obtain input on proposed
amendments to the Tow Truck By-Law with the following items identified for
consideration:
- A $250 cap on the fee to be charged for
tows from accident scenes;
- A requirement for a police clearance
check for drivers, prior to licensing;
- An additional fee of $100 be assessed
with late licence renewals and re-inspections;
- Display of
telephone number on tow truck for owner to call;
- Limit distance
vehicle can be towed within community.
CARRIED
13. RECORD
OF OPPOSITION ON MOTIONS (16.23) Report
Committee discussed options for recording
opposition on motions at the committee level, and it was agreed that there
would be no change, except for the provision that recorded votes be permitted
during meetings of Development Services Committee when dealing with "Items
of Delegated Authority" only.
Moved by
Deputy Mayor F. Scarpitti
Seconded by
Councillor E. Shapero
That
the report of the Town Clerk, entitled "Record of Opposition on
Motions", dated November 22, 2004, be received;
That a by-law be enacted to amend Section 3.22 of By-Law 2001-1,
"A By-law to Govern the Proceedings of Council and Committees of
Council", (as amended), to:
- Provide for
recorded votes being taken at Development Services Committee meetings when
consideration is being given to "Items of Delegated Authority"
only.
CARRIED
14. POLICY
ON THE USE OF CIVIC
CENTRE PUBLIC SPACES (12.2.6
& 12.4) Report
Ms. Janet Carnegie, Director, Corporate
Communications, gave a presentation on the proposed policy for the use of Civic
Centre Public Spaces.
Committee raised some issues, including:
avoiding displays against Great Hall railings which would restrict view into
Lower Atrium; feasibility of placing pictures of Mayors in Great Hall; include
guidelines in policy regarding sensitive or controversial matters; investigate
electronic display screens
Members were advised that staff will review
these issues and come back with the final design and layout. In addition, it was suggested that the Town's
Communication Committee could vet some areas of concern.
Moved by Mayor
D. Cousens
Seconded by
Deputy Mayor F. Scarpitti
That
the staff report entitled "Policy on the Use of Civic Centre Public
Spaces" be received;
And
that Council approve, in principle,
the Policy, Procedures and Guidelines as set out in this report regarding the
scheduling, placement and content of displays, banners, posters and other
materials;
And that staff be directed to consider the issues discussed this date,
including maintaining visual access to the Lower Atrium, and report back to the
Finance & Administrative Committee with the final design and layout.
CARRIED
____________________________________________________________________________
Other matters
considered by Finance & Administrative Committee on November 22, 2004:
15. PRESENTATION
- MARKHAM BOCCE ASSOCIATION
BOCCE COURTS - CENTENNIAL
COMMUNITY
CENTRE (6.6 & 7.12)
Mr.
Carmen Di Paola, representative of the Markham Bocce Association, was in
attendance and presented a Business Plan regarding the proposed indoor Bocce
Courts at Centennial Community Centre, noting that once the facility is built,
the Bocce Club would lease the facility from the Town, ($200,000 contribution
to the building fund over a 20-year period); and operate and pay all expenses
relating to maintenance and utilities, which have been estimated to be
approximately $54,000 per year.
Committee
raised various issues, including: current expenses of the Club; fund-raising
plans; feasibility of shared use; bar and liquor license requirements;
importance of reception/social area; and community rental opportunities.
Members
of the Bocce Club were commended for their presentation and advised that the
matter will be referred to staff for assessment and analysis.
Moved by Councillor
A. Chiu
Seconded by
Mayor D. Cousens
That
the presentation of the Mr. Carmen Di Paola, Markham Bocce Association,
regarding the proposed indoor Bocce Courts at Centennial Community Centre be
received;
And that the matter be referred to staff for assessment, analysis and
report.
CARRIED
16. PRESENTATION
BY JAMES ALLEN, CHIEF
INFORMATION OFFICER, REGARDING
THE TOWN'S
INFORMATION TECHNOLOGY
STRATEGIC PLAN (7.13)
Mr. James Allen, Chief Information Officer,
gave a presentation on the Information Technology Strategic Plan. Highlights included the rationale for
adopting a new model; IBM engagement approach; ITS Services - client
perspective; benchmarking ITS capacity; solutions, benefits, implications and
time lines. Mr. David Milne, IBM
Business Consulting Services, was in attendance as resource.
Committee raised the matter of costs involved
in the Plan, both external and internal, the feasibility of additional
"piloting", and it was suggested that measurable results should be
provided on how service levels would improve throughout the organization. Committee expressed concern with the length
of time the process is taking, and requested details on deliverables by IBM,
and comparisons with other municipalities.
Members were advised that this phase of the
strategy is to determine policies and principles for establishing objectives,
and that implementation would occur at a later time. The IT Strategic Plan will be brought forward
for consideration to the Finance and Administrative Committee meeting scheduled
for December 6, 2004
Moved by Regional Councillor J. Jones
Seconded by Regional Councillor B. O'Donnell
That the presentation by the Chief
Information Officer, regarding the Information Technology Strategic Plan, be
received.
CARRIED
17. MINUTES
OF BUDGET SUB-COMMITTEE MEETING
OCTOBER 26, 2004 (7.4 & 7.5
& 16.34) Minutes
Moved by
Councillor K. Usman
Seconded by
Councillor J. Virgilio
That
the Minutes of the Budget Sub-Committee meeting held October 26, 2004 be
received.
CARRIED
18. STAFF
AWARDED CONTRACTS FOR THE PERIOD
FROM OCTOBER 1 TO OCTOBER 31, 2004 (7.12) Report
Moved by
Councillor K. Usman
Seconded by
Councillor J. Virgilio
That
the report entitled "Staff Awarded Contracts for the Period from October 1
to October 31, 2004", be received.
CARRIED
19. BOARDING
HOUSE/SECOND SUITES ACCOMMODATION
CITY OF TORONTO (10.7 &
13.5.2)
Councillor
A. Chiu advised that in the City of Toronto persons are able to obtain
accommodation in homes for $40.00 per night, through advertising posted on the
Internet, and that this is causing great concern for the municipality, as it
may relate to registration of two unit houses.
Staff was requested to investigate and report back.
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Seconded by Councillor A. Chiu
That the meeting resolve in-camera to discuss
legal and property matters. (4:15 p.m.)
CARRIED
Seconded by Councillor A. Chiu
That the Committee rise. (4:40 p.m.)
CARRIED
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ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 4:40 p.m.