FINANCE
& ADMINISTRATIVE COMMITTEE
2004-04-05
Meeting No. 7
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
B. Cribbett,
Treasurer
C. Biss,
CEO, Markham Public Libraries
P. Loukes,
Director, Operations & Asset
Management
J. Lustig,
Director of Financial & Client Services
A. Brown,
Director, Engineering
P. Ingham,
General Manager, Operations
S. Bertoia,
General Manager, Construction
& Utilities
J. Klaus,
General Manager, Waterworks
R. Dominico,
Manager of Corporate Strategy
& Quality
B. Varner,
Real Property Manager
F. Wong,
Manager, Financial Planning
M. Nazif,
Manager, Recruitment & Staffing
V. McGrath,
Manager, Environmental
Leadership
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 Councillor S. Daurio in the Chair.
DISCLOSURE OF INTEREST
None
declared.
1. CONTRACT
T34-98WW - ROUTINE & EMERGENCY
SEWER/WATERMAIN REPAIRS -
CONTRACT EXTENSION (7.12.1
& 5.4 & 5.5) weblink
The General Manager of Waterworks gave
details relating to the contract extension and the need to increase the upset
limit to accommodate the costs of both the routine and emergency repair
requirements.
Moved by
Regional Councillor J. Heath
Seconded by
Regional Councillor B. O'Donnell
That
the report entitled "Contract T34-98WW, Routine & Emergency
Sewer/Watermain Repairs, Contract Extension" be received;
And
that Contract T34-98WW, Routine & Emergency Sewer/Watermain Repairs,
Contract Extension" be extended from April 1, 2004 to May 31, 2004 to the
current contract provider, Finch Paving Ltd.;
And
that Blanket Purchase Order B2 35 for Finch Paving be increased in a total
amount of $144,450.00 inclusive of 7% GST ($135,000.00 inclusive of 3% GST) for
the period January 1, 2004 to May 31, 2004.
CARRIED
2. PURCHASE
OF SPONSORSHIP
S'PORT FOR KIDS BALL 2004 -
MAY 1, 2004 (12.2.6) Weblink
Moved by
Councillor J. Virgilio
Seconded by
Councillor K. Usman
That
Council purchase a table of 10 in the amount of $2,000 for the S'port for Kids
Ball 2004 to be held at the Premiere Ballroom & Convention Centre, Richmond
Hill on May 1, 2004.
CARRIED
3. PURCHASE
OF SPONSORSHIP - MARKHAM MOBILITY
FOUNDATION GOLF TOURNAMENT
AUGUST 12, 2004 (12.2.6) Weblink
Moved by
Councillor D. Horchik
Seconded by
Deputy Mayor F. Scarpitti
That Council approve the expenditure of up to $1,000 for the Markham
Mobility Foundation Tenth Annual Golf Tournament at Silver Lakes Golf &
Country Club on Thursday, August 12, 2004;
And that the Executive Assistant to the Mayor and Councillors be
authorized to determine the appropriate sponsorship opportunity;
And that any Member of Council who wishes to attend may do so provided
that all expenses are charged to their individual budget.
CARRIED
4. WEST
NILE VIRUS 2003 UPDATE AND 2004 ACTION PLAN (5.7) Weblink
Members
queried the specific activities of the flusher truck and the possible recovery
of its funding from the Region, and expressed some concern regarding the
communications strategy followed in 2003.
Ms. Victoria McGrath, Manager, Environmental Leadership, advised that
the Region of York will be improving their education program this year, and the
Town will be providing updated information on the website, through flyers to
the community, and in the local newspapers on a regular basis.
**Moved by
Regional Councillor J. Jones
Seconded by
Deputy Mayor F. Scarpitti
That the staff
report titled “West Nile Virus 2003 Update and
2004 Action Plan”, dated
April 5, 2004,
be received;
And that the Town of Markham continue to
support the Region of York, Health Services Department in their activities with
respect to control of the West Nile Virus in 2004, in promoting education and
reducing, where appropriate, standing water on public property;
And that the Town of Markham continue to
work in partnership with the Region of York in 2004 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 the Region of York Health Services Department;
And that the Town of Markham Internet
and Intranet sites be updated, when appropriate, with current, factual
information about the West Nile Virus and how the general public can protect
themselves from exposure;
And that staff erect bird and bat houses
in appropriate locations in an effort to naturally reduce mosquito populations;
And further that, Council approve funding in the amount of $95,000, to
cover the cost of:
·
One 150-day
employee dedicated to surveillance activities, database production,
communications and reduction of standing water on Town property, from April to
September 2004, at a cost of $25,000 (including fringe benefits) and overhead.
·
$50,000 be established: to contract a
high-pressure flusher truck as an enhanced approach to reducing mosquito
breeding in those areas without catchbasins; to erect bat boxes at appropriate
Town-owned properties, and; to pilot fathead minnows and solar-powered windmill
aerators in SWMPs within Markham.
·
One 150-day By-Law Enforcement Officer dedicated to enforcement of the
Standing Water By-Law, from April to September 2004, at a cost of $20,000
(including fringe benefits and overhead).
And that staff
seek to gain reimbursement from the Region of York for the cost of the
high-pressure flusher truck;
And that staff
approach the flusher truck contractor to request that Town of Markham
signage/logo be displayed on the truck when being operated for Town purposes;
And further
that details of the 2004 Communications Strategy be provided to Members of
Council and staff, in addition to statistics on the activities of the flusher
truck during 2003 at the next Finance & Administrative Committee meeting.
CARRIED
_________________________________________________________
**Amended by Council at its meeting held on
April 13, 2004 to add the word "all", and change SWMP's to
"stormwater management ponds" in Clause 8, second bullet, as follows:
·
"$50,000 be established: to contract a high-pressure flusher truck
as an enhanced approach to reducing mosquito breeding in those areas without
catchbasins; to erect bat boxes at appropriate Town-owned properties, and; to
pilot fathead minnows and solar-powered windmill aerators in all stormwater
management ponds within Markham."
5. RECOVERY
OF MARKHAM CENTRE STUDY COSTS (7.11 & 10.8)
Moved by
Regional Councillor B. O'Donnell
Seconded by
Councillor K. Usman
That
Council authorize the transfer of $160,389.26 from the South Unionville (42A)
Area Specific Reserve Account to the Accounts Receivable account 008-1630001,
which represents the cost recovery of the Markham Centre Study to December 31,
2003;
And
that Council authorize the transfer of $62,860.06 from the Markham Centre (42B)
Area Specific Reserve Account to the Accounts Receivable account 008-1630001,
which represents the recovery of the cost of the Markham Centre Study to
December 31, 2003;
And
that the Treasurer be authorized to transfer on an annual basis the Markham
Centre Study costs collected in the previous year, from the above noted Area
Specific Reserve accounts to the Accounts Receivable Account;
And
that the Treasurer be authorized to transfer the Markham Centre Study
development charge credits from the Accounts Payable account to the above noted
Area Specific Reserve accounts;
And
that each time the Development charge is indexed the balance in the Accounts
Receivable account and the Accounts Payable account be adjusted to reflect the
amount of the indexing;
And
that should the South Unionville (42A) Area Specific and Markham Centre (42B)
Area Specific geographical boundaries be revised in future studies the balance
of the cost of the Markham Centre Study be prorated among the new Area Specific
Areas based on their net developable hectares of land.
CARRIED
6. MARKHAM
ENVIRONMENTAL SUSTAINABILITY
FUND PROCESS (5.7) Weblink 1 2
Committee
expressed concern that there may be some duplication of effort with listed
projects that may be funded through the Markham Environmental Sustainability
Fund, however staff advised that the projects would be reviewed to ensure that
there is no duplication. In response to
a query regarding establishing a logo for this initiative, Members were advised
that staff is currently reviewing the matter of branding.
**Moved by
Councillor K. Usman
Seconded by
Deputy Mayor F. Scarpitti
That
the staff report entitled "Markham Environmental Sustainability Fund
Process" dated
April
5, 2004, be received;
And
that the administrative process, application process and committee structure,
as laid out in this report, be approved;
And
that base funding for the Markham Environmental Sustainability Fund will be
replenished annually by a report from the Manager, Environmental Leadership
through the budget process using the following formula: the amount spent by the
fund in a given year will be replaced through the capital budget process in the
following year;
And
that $300,000 be established as the base level of the fund, which Council may
add to through the budget process if it so wishes;
And
that staff proceed with advertising the Markham Environmental Sustainability
Fund and soliciting applications for the 2004 season;
And further that staff carefully review all projects to ensure that
there is no duplication of effort within the Town.
CARRIED
________________________________________________________
**Amended by Council at its meeting held on
April 13, 2004 to add the following Clause:
"And
that a member of the Markham Conservation Committee, preferably the Chair, be
appointed to the Environmental Issues Committee to provide input when matters
of the Markham Environmental Sustainability Fund are considered;"
7. 8100
WARDEN AVENUE - SUBLEASE AGREEMENT
MARKHAM HYDRO DISTRIBUTION
INC. AND
MARKHAM DISTRICT ENERGY INC.
(13.7) Weblink
Moved by
Councillor D. Horchik
Seconded by
Seconded by Councillor K. Usman
That
Council enact a by-law authorizing the Mayor and Clerk to execute a Sublease
Agreement between Markham Hydro Distribution Inc. and Markham District Energy
Inc. and the Town of Markham for 505 square feet of office space at 8100 Warden
Avenue, Markham, for the period January 1, 2004 to December 31, 2004, at a
rental rate of $8,585.00, in a form satisfactory to the Town Solicitor.
CARRIED
8. MARKHAM
FOOD BANK - REQUEST FOR FUNDING (7.6)
Moved by
Regional Councillor B. O'Donnell
Seconded by
Deputy Mayor F. Scarpitti
That
the report dated April 5, 2004 entitled "Markham Food Bank - Request for
Funding" be received;
And
that the Markham Food Bank be given a one-time grant to a maximum of $32,433.84
to cover the gross lease expenses from April 1, 2004 to March 31, 2006, and
that the funding source is to be determined at the discretion of the Treasurer;
And
that Town staff assist the Markham Food Bank in negotiating a Lease Extension
Agreement that would include a 60-day termination clause;
And
further that Town staff assist the Markham Food Bank in finding suitable
alternate premises at no cost or a lesser cost.
CARRIED
9. ELECTRICAL
SERVICES AND MAINTENANCE OF
TOWN FACILITIES ON AN "AS
AND WHEN"
REQUIRED BASIS - CONTRACT
EXTENSION (7.12)
Moved by
Regional Councillor B. O'Donnell
Seconded by
Regional Councillor J. Jones
That
the report entitled "Electrical Services and Maintenance of Town Facilities
on an "as and when" Required Basis - Contract Extension" be
received;
And
that the contract 044-R-01, Electrical Services and Maintenance of Town
Facilities, be extended for an additional two (2) years with the incumbent,
Kudlak-Baird Electrical Contractors commencing May 1, 2004 to April 30, 2006 at
their hourly rates totalling an estimated amount of $551,782.53 inclusive of 7%
GST ($531,155.15 inclusive of 3% GST);
And
further that this contract will be funded from the various operating budgets
from the user Departments across the Town.
CARRIED
10. DISPOSAL OF OBSOLETE COMPUTER EQUIPMENT
(7.13 & 12.1)
**Moved by
Deputy Mayor F. Scarpitti
Seconded by
Regional Councillor J. Jones
That
the report dated April 5, 2004 entitled "Disposal of Obsolete Computer
Equipment" be received;
And
that Part VII Item 33 Sub-section 1 in By-law #143-2000 (Purchasing By-law)
regarding the "Disposal of Personal Property" be waived as it relates
to used computer equipment;
And
that the ITS Department be authorized to dispose of the obsolete equipment to
selected charitable or social organizations in Markham through donations until
August 2006, which coincides with the term of the Council.
CARRIED
_________________________________________________________
**Amended by Council at its meeting held on
April 13, 2004 to add the following phrase to Clause 3, "including places
of worship":
"And
that the ITS Department be authorized to dispose of the obsolete equipment to
selected charitable or social organizations, including places of worship, in
Markham through donations until August 2006, which coincides with the term of
the Council."
11. ONTARIO
CRIME CONTROL COMMISSION - REQUEST
FOR NOMINATIONS - 2004 AWARDS
OF EXCELLENCE
FOR FIGHTING CRIME PROGRAM (12.2.6)
Moved by
Regional Councillor J. Heath
Seconded by
Deputy Mayor F. Scarpitti
That the
letter dated March 12, 2004 from the Ontario Crime Control Commission
requesting nominations for their 2004 Awards of Excellence for Fighting Crime
program, which recognizes outstanding contributions to community safety and
crime prevention be received;
And
that the Town of Markham staff and the York Region Police Services staff
involved with the Project to Eliminate the Proliferation of Body-Rub Parlours
and Complementary Health Care Establishments in the Town of Markham be
nominated for the 2004 Award of Excellence for Fighting Crime.
CARRIED
_____________________________________________________________________________
Other matters
considered by Finance & Administrative Committee on April 5, 2004:
12. TORONTO
AND REGION CONSERVATION REQUEST FOR
FUNDING FOR CONTINUATION OF
MARKHAM URBAN
BACKYARD NATURALIZATION
PROGRAM (5.7 & 7.6)
Ms.
Julie Hordowick was in attendance on behalf of the Watershed Management Division
of the Toronto and Region Conservation Authority to request in-kind support and
funding from the Town's Environmental Sustainability Fund to expand the Urban
Backyard Naturalization Program in Markham in 2004. She advised that the Town had supported the
Program with in-kind services such as advertising, promotion and staff time in
2003.
Staff
was requested to report on in-kind services and the issue of branding.
Moved by
Deputy Mayor F. Scarpitti
Seconded by
Councillor K. Usman
That the letter dated March 19, 2004 and the
presentation by Ms. Julie Hordowick, Watershed Management, TRCA requesting
in-kind support and funding from the Markham Environmental Sustainability Fund
to expand the Markham Urban Backyard Naturalization Program be received;
And that approval be granted to provide
$10,000 to the Toronto and Region Conservation Authority for the expansion of
the Markham Urban Backyard Naturalization Program for 2004; such funds to come
out of the Environmental Sustainability Fund;
And that staff meet with Ms. Hordowick to
review specifications of their computer requirements, and if the Town is able
to supply a computer for the Program, that the total amount provided be reduced
by $2,000.00;
And that staff report back to the meeting of
the Committee of the Whole on April 13, 2004 regarding recommendations for
in-kind services and on the issue of branding.
CARRIED
13. YORK
REGION COMMITTEE IN SUPPORT OF THE
STEPHEN LEWIS FOUNDATION FOR
HIV/AIDS IN AFRICA (12.2.6)
Ms.
Mary Anna Beer, Co-Chair, of the York Region Committee in Support of the
Stephen Lewis Foundation for HIV/AIDS in Africa was in attendance and reported
on the activities of the Committee that is working to inspire people to raise
awareness and financial support for the cause of HIV/AIDS in Africa. Members received copies of a brochure and
also viewed a short video, narrated by Stephen Lewis.
Mr.
Alan Wells, a member of the Executive Committee, was also in attendance, and
invited Members to a Gala Dinner and Fundraising Evening, during International
AIDS Week, on Thursday, December 2, 2004 at the Le Park Banquet Hall.
Moved by Mayor
D. Cousens
Seconded by
Regional Councillor B. O'Donnell
That
the presentations of Ms. Mary Anna Beer, Co-Chair, of the York Region Committee
in Support of the Stephen Lewis Foundation for HIV/AIDS in Africa, and Mr. Alan
Wells, member of the Executive Committee, be received;
And that the request for support of the York Region Committee in
Support of the Stephen Lewis Foundation for HIV/AIDS in Africa be referred to
staff for a report to the April 19, 2004 meeting of the Finance &
Administrative Committee.
CARRIED
14. MARKHAM
ARTS COUNCIL - REQUEST
FOR FINANCIAL ASSISTANCE (7.6
& 12.2.6)
Ms.
Judi McIntyre was in attendance and presented details regarding the
establishment of a Markham Arts Council, which would be a support organization
dedicated to promoting and fostering the arts within Markham. A start-up grant in the amount of $15,000 was
requested.
Members
discussed the importance of including all Markham multi-cultural arts
organizations in the proposed Arts Council.
Moved by
Regional Councillor J. Heath
Seconded by
Mayor D. Cousens
That
the presentation of Ms. Judi McIntyre regarding the Markham Arts Council be
received;
And that the request for start-up funds in the amount of $15,000 be
referred to staff for report and to the Budget Sub-Committee.
CARRIED
15. MARKHAM
PUBLIC LIBRARY BOARD
2004 BUDGET PRESENTATION (3.19
& 7.4 & 7.5)
Ms. Joanne
Pickering, Chair, Markham Public Library Board, was in attendance and reviewed
the Libraries' accomplishments for 2003 and outlined recommended adjustment
expenses for the Library Board for 2004, totalling $26,100.
Moved by
Councillor K. Usman
Seconded by
Regional Councillor J. Jones
That
the presentation of Chair, Markham Public Library Board, regarding the 2004
Library Budget, be received;
And that the additional funding request in the amount of $26,100 be
referred to staff and the Budget Sub-Committee.
CARRIED
16. PROPOSED
2004 WATERWORKS BUDGET (7.4 & 7.5 & 5.3)
The proposed
2004 Waterworks Budget and the proposed 3-year Organizational & Staffing
Plan 2004-2006 were referred to an In-Camera Session of the Finance &
Administrative Committee, immediately following this meeting.
17. TOWN
OF MARKHAM GRANTS UPDATE (7.6 & 12.1)
Weblink
The Director
of Financial and Client Services provided an update on the status of the 2004
Town of Markham grants.
Staff was
directed to provide a breakdown of costs for the Community Character item; add
a line item for the Achievement and Civic Recognition Awards Committee, and
also consider excluding the following line items from the grants listing: staff
appreciation day, holiday party, watershed issues,
It was also
suggested that a separate session of Council be held to discuss philosophical
criteria, rules and limits relating to grants in the future.
Moved by
Councillor K. Usman
Seconded by
Regional Councillor J. Heath
That
the information presented by the Director of Financial and Client Services
regarding the 2004 requests for Town of Markham grants be received;
And
that the issue of grants be referred to staff and to the Budget Sub-Committee,
in conjunction with the request for financial assistance for the Markham Arts
Council, for review and recommendation to the Finance & Administrative
Committee;
And
that staff include a line item for the Achievement and Civic Recognition Awards
Committee;
And
that staff also consider excluding the following line items from the grants
listing: staff appreciation day, holiday party, and watershed issues;
And that staff also be requested to prepare an individual cost
breakdown of each item presented this
date, including Character Community;
And further that a separate session of Council be held to discuss
philosophical criteria, rules and limits relating to grants.
CARRIED
18. MINUTES
- BUDGET SUB-COMMITTEE
FEBRUARY 23 AND MARCH 5, 2004
(7.4 & 7.5) Weblink
1 2
Moved by Councillor
K. Usman
Seconded by
Councillor J. Webster
That
the minutes of the Budget Sub-Committee meetings held on February 23 and March
5, 2004, be received.
CARRIED
19. MINUTES
- COMMUNICATIONS COMMITTEE
MARCH 24, 2004 (16.23 &
12.2) Weblink
Moved by
Councillor K. Usman
Seconded by
Councillor J. Webster
That
the minutes of the Communications Committee held on March 24, 2004 be received.
CARRIED
20. UPDATE
ON CUSTOMER SATISFACTION
MEASUREMENT PROGRAM (12.0)
Mr. Rick
Dominico, Manager of Corporate Strategy & Quality, responded to questions
and advised that both a staff satisfaction survey and a Town-wide satisfaction
survey will be administered again in the spring of this year.
Moved by
Regional Councillor B. O'Donnell
Seconded by
Councillor K. Usman
That
the report "Update on Customer Satisfaction Measurement Program" be
received.
CARRIED
21. 2002/2003
TRAFFIC CALMING
TENDER AWARD CONTRACT 017-T-04
(7.12.1 & 5.12)
Mr.
Alan Brown, Director of Engineering, updated Committee on the matter of York
Region Transit routes in the Town of Markham as they relate to vertical traffic
calming locations.
There
was some discussion regarding options available, including the suggestion that
staff discuss with the contractor the feasibility of altering the tender to
separate the streets that are effected by vertical traffic calming
techniques. The Town Solicitor was
requested to consider the impact of such action and report back to the
Committee of the Whole meeting on April 13, 2004.
Moved by
Councillor D. Horchik
Seconded by
Councillor J. Virgilio
That
tender 017-T-04 on 2002/2003 Traffic Calming be deferred to the Committee of
the Whole meeting on April 13, 2004 to provide staff an opportunity to clarify
issues raised this date, including a response from the Region of York on the
grand-fathering issue, and on the impact of altering the tender to separate the
streets that are effected by vertical traffic calming techniques.
CARRIED
22. MINISTRY
OF FINANCE DECISIONS REGARDING
TAX POLICY FOR THE 2004
TAXATION YEAR (7.3 & 13.2.1)
Moved by
Councillor K. Usman
Seconded by
Regional Councillor J. Jones
That the
undated letter from the Minister of Finance reporting on recent policy
decisions by the Province of Ontario regarding municipal flexibility and
autonomy in setting tax policy for the 2004 taxation year be received.
CARRIED
23. MOSAIC'S
"PEACE MEAL" EVENT - JANUARY 16, 2005
REQUEST TO USE THORNHILL COMMUNITY
CENTRE,
AND PARKING CONCERNS (12.2.6
& 6.6)
Committee
noted that the Thornhill Community Centre may be under construction at the time
of the "Peace Meal" event.
Staff was directed to work with the organization.
Committee
requested staff to clarify the extent of the parking area that has been
displaced at the Thornhill Community Centre and whether sufficient parking is
in place to service the remaining stores in Thornhill Square. Staff advised that the original agreement
will be reviewed and the information brought to the April 7th meeting with
property managers.
Moved by
Regional Councillor B. O'Donnell
Seconded by
Regional Councillor J. Jones
That
the letter dated February 17, 2004 from the Co-Chair of Mosaic, an interfaith
group, regarding their annual event "Peace Meal", being held on
January 16, 2005, and hosted by Temple Har Zion be received;
And that the organization's request to use
the Thornhill Community Centre for the Event be referred to staff;
And that the matter of availability of
parking, constraints on parking, and possible waiver of fees be included in the
discussions with the organizer.
CARRIED
24. MARKHAM
CIVIC CENTRE - AIR QUALITY INCIDENT
CONTACT CENTRE - APRIL 1, 2004
(12.4)
Committee
was updated on the status of the incident that had occurred in the Contact
Centre on April 1st relating to poor air quality caused by an unknown
environmental substance. Staff in the
Contact Centre are being relocated temporarily until the air samples have been
analyzed.
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Seconded by Regional Councillor B. O'Donnell
That the meeting resolve in-camera to discuss
a personnel matter. (4:15 p.m.)
CARRIED
Seconded by Regional Councillor B. O'Donnell
That the Committee rise. (5:30 p.m.)
CARRIED
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ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 5:30 p.m.