FINANCE
& ADMINISTRATIVE COMMITTEE
2004-04-19
Meeting No. 8
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
P. Loukes,
Director, Operations & Asset
Management
C. Biss,
CEO, Markham Public Libraries
G. Phillips,
Manager, Markham Museum
J. Ryerson,
Director, Frederick Horsman Varley Art
Gallery
J. Lustig,
Director of Financial & Client Services
P. Ingham,
General Manager, Operations
S. Bertoia,
General Manager, Construction
& Utilities
C. Marsales,
Manager, Waste Management
P. Veiga,
Program Coordinator, Waste
P.
Wealleans, Director of Taxation
F. Wong,
Manager, Financial Planning
G. Sequeria,
Manager of Financial Transactions
J. Nelson, Manager,
Development Finance
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 1:42 p.m. with Councillor S. Daurio in the Chair.
DISCLOSURE OF INTEREST
None
declared.
1. 2004
TAX RATIO OPTIONS (7.3)
Mr.
Paul Wealleans, Director of Taxation, gave a presentation regarding 2004 tax
ratio options, due to recent initiatives announced by the Minister of Finance.
Moved by Mayor
D. Cousens
Seconded by
Councillor A. Chiu
That
the presentation by the Director of Taxation regarding the 2004 Tax Ratio
Options, be received;
* And that it be
recommended that Council support Option 1, (no change to tax ratios), for 2004
which would be consistent with York Region's long term tax ratio policy, and
would produce the greatest claw-back benefit to business class owners.
CARRIED
______________________________________________________________________________
* Amended
by Council at its meeting held on April 27, 2004 to delete paragraph 2 in its
entirety and the following be substituted therefor:
"That it be recommended
that Council support Option 2, (revenue neutral ratios for the commercial and
industrial business classes for the 2004 taxation year), resulting in the same
relative tax burden for commercial, industrial classes as 2003."
2. INFORMATION
TECHNOLOGY STRATEGY PLAN (7.13)
Mr.
James Allen, Chief Information Officer, gave a brief presentation on the
proposal to engage a consultant to develop an IT strategic plan for the Town.
Moved by
Regional Councillor B. O'Donnell
Seconded by
Regional Councillor J. Jones
That
the presentation by the Chief Information Officer regarding the Information
Technology Strategy Plan, be received;
And
that IBM be engaged to develop an IT strategic plan for the Town of Markham
·
at a fixed cost
of $100,000
·
anticipated
duration of ten (10) weeks
·
By-law 143-2000
14 (1) (c) when the extension of an existing contract would prove beneficial
(Purchasing By-law)
CARRIED
Moved
by Deputy Mayor F. Scarpitti
Seconded
by Regional Councillor J. Jones
That an IT Committee be
established, composed of three Members of Council;
And that Regional Councillor B. O'Donnell, Regional Councillor J.
Jones, and Councillor S. Daurio be appointed;
And that this Committee also act as the Steering Committee for the IT
Strategic Project, reporting to the Finance & Administrative Committee;
And further that the Town Clerk be directed to prepare Terms of
Reference for the Committee.
CARRIED
3. PARTIAL
RELEASE OF 1985 SITE PLAN CONTROL
AGREEMENT WITH IBM CANADA
LIMITED -
GOLF COURSE CLUB HOUSE - PART
OF LOTS 5, 6 & 7
CONCESSION 8, MARKHAM (8.0) Weblink
Moved by Councillor K. Usman
Seconded by Councillor D. Horchik
That
a by-law be enacted authorizing the Mayor and Clerk to execute the necessary
partial release of a Site Plan Control Agreement between the Town and IBM
Canada Limited over lands legally described as Blocks 283 and 285, Plan
65M-3133, Blocks 150, 151 and 152, Plan 65M-3134 and Block 67, Plan 65M-3525,
in a form satisfactory to the Town Solicitor.
CARRIED
4. 1147389
ONTARIO LIMITED, TRUSTEE - RELEASE AND
ABANDONMENT OF STORM SEWER,
SANITARY SEWER
AND WATERMAIN EASEMENT - LOT
66, PLAN 65M-3397 -
MARKHAM (8.1) Weblink
Moved by Councillor K. Usman
Seconded by Councillor D. Horchik
That
a by-law be enacted authorizing the Mayor and Clerk to execute a release and
abandonment of a storm sewer, sanitary sewer and watermain easement over lands
legally described as Lot 66, Plan 65M-3397, in a form satisfactory to the Town
Solicitor.
CARRIED
5. PURCHASE
OF SPONSORSHIP - THE KIDNEY
FOUNDATION RUBY GALA - MAY 15,
2004 (12.2.6) Weblink
Moved by
Councillor A. Chiu
Seconded by
Councillor K. Usman
That
Council purchase a table of 10 to the Kidney Foundation of Canada Ruby Gala on
Saturday, May 15, 2004 at the cost of $3,000 to be charged to account
840-8415840.
CARRIED
6. SUPPLY,
DELIVERY OF GASOLINE AND DIESEL
FUEL - 228-T-04 YORK REGION
BUYERS
CO-OPERATIVE CT-03-11 (7.12.1)
Weblink
Moved by
Councillor K. Usman
Seconded by
Councillor A. Chiu
That
the report entitled, Supply and Delivery of Gasoline and Diesel Fuel be
received;
* And that Part A of Tender 228-T-03, for
the Supply and Delivery of Gasoline and Diesel Fuel, York Region Buyers
Co-operative CT-03-11 be split and awarded to the two lowest acceptable
bidders, Shell Canada and Bio-Diesel;
** And that Part B of Tender 228-T-03
for Gasoline and Diesel Fuel purchased on credit cards at area service stations
be awarded to Petro Canada in their unit price discount of 2.5 cents per litre;
And
that the term of the contract shall be for one (1) year commencing May 1, 2004
with an option to renew for two additional one year periods subject to
satisfactory performance and approval of the Region of York and the
participating members of the Co-op;
And
that the Director of Operations and Asset Management and the Director of
Financial and Client Services be authorized to extend the contract for an
additional two one year terms at a unit price to be mutually agreed upon with
the vendor and York Region;
And
further that funds are provided for within the following Operations
Department's Operating Accounts:
***
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ACCOUNT NAME
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ACCOUNT NUMBER
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BUDGET
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Gasoline - Bulk Delivery
|
750 752 4300
|
$270,000.00
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Diesel Fuel
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750 752 4302
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$220,000.00
|
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Total
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$490,000.00
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CARRIED
______________________________________________________________________________
Amended
by Council at its meeting held on April 27, 2004 to delete paragraphs 2 & 3
in their entirety and the following be substituted therefor, and to add the
following as paragraph 3:
* And
that Part A of Tender 228-T-03, for the Supply and Delivery of Gasoline and
Diesel Fuel, York Region Buyers Co-operative CT-03-11 be split to exclude item 3 -Bio-Diesel and
award items 1 and 2 to the lowest acceptable bidder Shell Canada;
** And that Part B of
Tender 228-T-03 for Gasoline and Diesel Fuel (excluding Bio-Diesel) purchased on credit cards at area service
stations be awarded to Petro Canada in their unit price discount of 2.5 cents
per litre;
***
|
ACCOUNT NAME
|
ACCOUNT
NUMBER
|
BUDGET
|
|
Gasoline
- Bulk Delivery
|
750 752 4300
|
$270,000.00
|
|
Diesel
Fuel (excluding Bio-Diesel)
|
750 752 4302
|
$205,000.00
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|
Total
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$475,000.00
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Add the following as paragraph 3:
And that the award of item 3 of Part A of
Tender 228-T-03, for the Supply and Delivery of Gasoline and Diesel Fuel, York
Region Buyers Co-operative CT-03-11 to provide B20 Bio-Diesel Fuel be referred
to staff for a report back to the Finance and Administrative Committee on the
possibility of using plant-based fuel;
7. TENDER AWARD 061-T-04 - 2004 ROAD
REHABILITATION PROGRAM (7.12.2) Weblink
Moved by
Councillor A. Chiu
Seconded by
Councillor K. Usman
That
the report for Road Rehabilitation be received;
And
that tender 061-T-04 for 2004 Road Rehabilitation Program be awarded to the
lowest priced and acceptable bidder, Furfari Paving in their unit prices for an
estimated annual amount of $3,925,792.55 inclusive of 7% GST ($3,779,033.80
inclusive of 3% GST) for a period of one year with an option to renew for an
additional year;
And
that blanket purchase order number B2 48 for Restoration of Concrete Curb &
Sidewalk, tender 016-T-02 in favour of Vidome Construction Ltd., (based on 2002
unit prices) be adjusted to a revised estimated annual amount of $1,535,739.70
inclusive of 7% GST ($1,478,329.29 inclusive of 3% GST);
And
that blanket purchase order number B3 51 for Interlocking Repairs to Various
Locations, tender 001-T-03 in favour of Cambium Site Contracting Inc., (based
on 2003 unit prices) be adjusted to a revised estimated annual amount of
$72,718.45 inclusive of 7% GST ($70,000.00 inclusive of 3% GST), for the
portion of the contract for works required under the 2004 road rehabilitation
program;
And
that the Director of Operations and Asset Management and the Director of
Financial & Client Services be authorized to reallocate funds between these
three (3) blanket purchase orders to a maximum of 20% of the estimated blanket
amount during the duration of the contract, to a combined annual total not to
exceed $1,106,850.10 inclusive of 7% GST ($1,065,472.40 inclusive of 3% GST);
And
that the Director of Operations and Asset Management and the Director of
Financial & Client Services be authorized to exercise the option to extend
contract 061-T-04 for a further one year, 2005 subject to budget approval and
agreement by Furfari to guarantee the 2004 unit prices submitted and their
satisfactory performance;
And
further that funding for the 2004 Road Rehabilitation program is provided for
in the Operations Departments 2003/2004 Capital budget accounts:
|
Year
|
Account
#
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Account
Name
|
Budget
|
Spent
to Date
|
Budget
Available
|
|
2003
|
050 6150 5095 005
|
Asphalt Resurfacing
|
$ 4,000,000.00
|
$ 3,315,870.95
|
|
|
2003
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050 6150 5309 005
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Secondary Roadworks
|
$
300,000.00
|
$ 156,765.81
|
|
|
2004
|
Project 228
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Asphalt Resurfacing
|
$ 4,000,000.00
|
$
|
|
|
2004
|
Project 222
|
Secondary Roadworks
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$
500,000.00
|
|
|
|
|
|
|
$ 8,800,000.00
|
$ 3,472,636.76
|
$ 5,327,363.24
|
CARRIED
8. 042-T-04
SUPPLY AND DELIVERY OF TWELVE (12)
VEHICLES (7.12.1) Weblink
Moved by
Councillor K. Usman
Seconded by
Councillor A. Chiu
That tender
042-T-04 for the Supply and Delivery of Twelve (12) Vehicles be split and
awarded to the following four lowest priced acceptable bidders totalling
$383,461.75 inclusive of 7% GST and 8% PST ($370,123.95 inclusive of 3% GST and
8% PST) as listed in Appendix “A”, and summarized below:
And that funds
for these vehicles are provided for in Fleet Operations’ 2003 Capital Budget
Account # 56 6150 5000 005 Corporate Fleet Replacement Program in the amount of
$441,000 (inclusive of 3% GST and 8% PST);
And that
$25,000 of the remaining $70,876.05 budget (inclusive of 3% GST and 8% PST)
will be applied to miscellaneous additional equipment for the 12 vehicles;
And that any
remaining budget in Fleet Operations’ 2003 Capital Budget account # 56 6150
5000 005 Corporate Fleet Replacement Program will be applied to the remaining
corporate fleet replacements as approved;
And further
that vehicles (#3340, 3351, 9095, 2192, 2193, 2181, 3345, 3371, 8048, 8049,
1263 and 3336) will be sold upon delivery of the new vehicles in accordance
with Purchasing By-law 143-2000, PART VII Disposal of Personal Property and
proceeds will be posted to account 890 890 9305 Proceeds from Sale of other Fixed
Assets; or if kept, the retention period and the purpose be defined and they
not become part of the permanent fleet complement;
And
further that this approval be subject to additional information being provided
by staff regarding the vehicles described as #3340, 3351, 9095, 2192, 2193,
2181, 3345, 3371, 8048, 8049, 1263 and 3336, to Council at its meeting on April
27, 2004.
CARRIED
9. 024-T-01
WATER METER INSTALLATION
NEW DEVELOPMENT - BLANKET
PURCHASE
ORDER INCREASE (7.12.1) Weblink
Moved by
Councillor K. Usman
Seconded by
Councillor A. Chiu
That
the report entitled "Water Meter Installation - New Development - Blanket
Purchase Order Increase" be received;
And
that Blanket Purchase Order B2 15 for Neptune Technology Group Canada Ltd. be
increased in a total amount of $82,390.00 inclusive of 7% GST ($79,310.00
inclusive of 0% GST) for the period April 1 to July 31, 2004.
CARRIED
10. DRAFT
LETTER TO PREMIER DALTON MCGUINTY
REGARDING DISTRICT ENERGY
& DISTRIBUTED POWER (13.7)
Moved
by Councillor K. Usman
Seconded
by Councillor A. Chiu
That
the draft letter to Premier Dalton McGuinty regarding district energy and
distributed power be approved.
CARRIED
11. APPROVAL
OF DISPOSAL OF
DEACCESSIONED COLLECTIONS
(6.7)
Mr. George
Phillips, Manager, Museum, was in attendance and advised that notice is to be
placed in the local media on April 20, 2004.
Moved
by Councillor J. Webster
Seconded
by Councillor A. Chiu
That
the report entitled "Approval of Disposal of Deaccessioned
Collections" be received;
And
that Council approve the process for disposition of surplus collections as outlined
in this report;
And
that staff be directed to report to the next Finance and Administration
Committee meeting to confirm the details of ownership and disposition of the
artefacts, as well as the transfer of any funds associated with the sale of artefacts.
CARRIED
_____________________________________________________________________________
Other matters
considered by Finance & Administrative Committee on April 19, 2004:
12. DEVELOPMENT
CHARGES UPDATE - HEMSON
CONSULTING LTD. (7.11)
Mr.
Russell Mathew and Mr. Fred Koenig, Hemson Consulting Ltd. were in attendance
and provided information on forecast growth in Markham for Development Charge
purposes.
Moved by
Councillor K. Usman
Seconded by
Councillor J. Webster
That
the presentation by Mr. Russell Mathew and Fred Koenig, of Hemson Consulting
Ltd. regarding forecast growth in Markham for Development Charge purposes, be
received.
CARRIED
13. 2004
CAPITAL AND OPERATING BUDGET (7.5 & 7.4)
Mr.
Joel Lustig, Director of Financial & Client Services, made a presentation
regarding the status of the 2004 Capital and Operating Budget. The matter of including $25,000 in the 2004
Budget for Character Community was raised, and it was suggested that it be
discussed at the next Budget Sub-Committee meeting.
Moved
by Councillor D. Horchik
Seconded
by Councillor G. McKelvey
That
the presentation by the Director of Financial & Client Services, regarding
the status of the 2004 Capital and Operating Budget be received;
And that the 2004 Capital and Operating Budget be presented to the
Budget Breakfast to be held on Monday, April 26, 2004.
CARRIED
14. COUNCIL
EXPENSES (16.23)
Moved
by Regional Councillor B. O'Donnell
Seconded
by Councillor K. Usman
That the matter of Council Expenses be deferred to the next meeting of
the Finance & Administrative Committee.
CARRIED
15. MINUTES
- BUDGET SUB-COMMITTEE
MARCH 29, 2004 (7.4 & 7.5)
Moved by Councillor K. Usman
Seconded by Councillor D. Horchik
That
the minutes of the Budget Sub-Committee meeting held on March 29, 2004 be
received.
CARRIED
16. STAFF
AWARDED CONTRACTS FOR THE
PERIOD FROM MARCH 3 TO APRIL
5, 2004 (7.12) Weblink
It was requested that the contract regarding
the leasing of ONE Lincoln LS for the Office of the Mayor not be included in
the receipt of the staff report.
That Contracts 1 and 2 of the report entitled "Staff Awarded
Contracts for the Period from March 3 to April 5, 2004 dated April 19, 2004 be
received for information only;
And that Contract 3 be referred to the next meeting of the Finance
& Administrative Committee for further discussion;
And that staff be requested to provide the authority for issuance of
this contract, criteria and parameters involved.
CARRIED
17. UJA
FEDERATION UNITED TALMUD
TORAH (UTT) FUND (12.2.6)
Moved
by Councillor K. Usman
Seconded
by Councillor A. Chiu
That
the information regarding the UJA Federation United Talmud Torah Fund, that has
been established to help rebuild the United Talmud Torah School in Montreal, be
received.
CARRIED
18. NOTICE
OF START TIME CHANGE
JUNE 14, 2004 MEETING OF
FINANCE &
ADMINISTRATIVE COMMITTEE (16.23)
Moved
by Councillor D. Horchik
Seconded
by Councillor A. Chiu
That the
notice regarding the change in start time for the June 14, 2004 meeting of the
Finance & Administrative Committee from 1:00 p.m. to 2:00 p.m., due to the
Sod Turning Ceremony and Luncheon for the new Y.M.C.A. site, be received.
CARRIED
19. TIMING
OF AGENDA ITEMS -
REQUIRING STAFF PRESENCE
(16.23)
It was
requested that staff review the feasibility of times being assigned to Regular
and In-Camera sessions of meetings, and proceed to ensure that guests are
received promptly, and to also ensure the least amount of staff time is
lost.
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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
Moved by Councillor K. Usman
Seconded by Councillor A. Chiu
That the Committee rise. (5:30 p.m.)
CARRIED
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ADJOURNMENT
The Finance & Administrative Committee meeting adjourned at the
hour of 5:45 p.m.