FINANCE
& ADMINISTRATIVE COMMITTEE
2003-12-08 – Canada
Room
Meeting No. 1
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
S. Birrell, Town Clerk
B. Cribbett, Treasurer
P. Loukes, Director, Operations & Asset
Management
P. Wealleans, Director of Taxation
J. Lustig, Director of Financial and
Client
Services
J. Allen, Chief Information Officer
B. Roth, Director of Recreation Services
G. Phillips, Manager, Markham Museum
L. Irvine, Manager, Parks & Open Space Development
R. Hutcheson, Manager, Heritage Planning
B. Varner, Real Property Manager
F. Wong, Manager, Financial Planning
D. Barker, Sr. Provincial Offences Officer
S. Manson, Tax Policy Analyst
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 D.
Horchik in the Chair. Councillor S.
Daurio assumed the Chair at 1:10 p.m.
DISCLOSURE OF INTEREST
None declared.
1. 2004
CHINESE NEW YEAR CELEBRATIONS
JANUARY 25-26, 2004 - REQUEST
FOR GRANT
CANADIAN ASIAN BUSINESS
INFORMATION NETWORK - (12.2.6 & 7.6)
Mr. Raymond Yue, Mr. Simon Wong, Ms. Grace Wong and Ms. Rebecca Ling,
representatives of the Canadian Asian Business Information Network, were in
attendance regarding the 2004 Chinese New Year Celebrations. Ms. Grace Wong provided details of the
Chinese New Year event planned for January 25 and 26, 2004 at the Markham Civic
Centre, and requested a donation of $10,000 from the Town.
Committee expressed some concern with respect to the large number of
visitors expected; the appropriateness of the Civic Centre venue; the setting
of a precedent, and the safety of the public as it relates to Fire Code regulations. It was suggested that a review be held
following the event, and that consideration be given to revisiting the Town's
Grant Policy.
Moved by Regional Councillor J. Heath
Seconded by Deputy Mayor F. Scarpitti
That Item #14 on the Finance & Administrative Committee agenda,
entitled "Chinese New Year 2004 Celebration", be brought forward for
consideration at this time.
CARRIED
Moved by Deputy Mayor F. Scarpitti
Seconded by Councillor E. Shapero
That the deputation of Ms. Grace Wong, on behalf of the
Canadian Asian Business Information Network, regarding the 2004 Chinese New
Year Celebrations, be received;
And that a grant in the amount of
$5,000.00 be approved for the 2004 Chinese New Year Celebrations;
And that such funds be assigned to
the 2004 Grants Budget.
CARRIED
2. 2004
INTERIM TAX LEVY AND BYLAW (7.3) Weblink
Moved by Councillor K. Usman
Seconded by Councillor D. Horchik
That Council authorize an interim tax levy for 2004:
And that the by-law attached to the staff report dated
December 8, 2003 be passed to authorize the 2004 interim tax levy.
CARRIED
3. GRANTING
PERMISSION FOR THE REPRINTING OF
TOWN OWNED MATERIAL (2.0 &
12.2.6)
Moved by Councillor K. Usman
Seconded by Councillor D. Horchik
That Council grant Stephen M. Wheeler of the
University of New Mexico permission to reprint the Town-owned graphic of OPA 5
lands in his book entitled "Planning for Sustainability", provided
the Town receives an appropriate acknowledgement in the publication;
And that staff be directed to continue efforts on
developing an Intellectual Property Policy dealing with Town-copyrighted
materials.
CARRIED
4. BODY-RUB
PARLOUR BY-LAW AMENDMENT (2.0) Weblink
Detective Constable Steve Baird, York Regional Police, was in
attendance and spoke in support of the proposed amendments to the Body-Rub
Parlour By-law.
Moved by Councillor K. Usman
Seconded by Councillor G. McKelvey
That By-law No. 2002-292, "A By-law Respecting
the Licensing and Inspection of Body-rub Parlours and Attendants and
Complementary Health Care Service Providers and Attendants", be amended as
per Schedule "B", attached to the staff report dated December 8,
2003.
CARRIED
5. PROCEDURAL
BY-LAW NO. 2001-1
PROPOSED AMENDMENTS
(16.23) Weblink
Committee queried the need for the amendment requiring that every
substantive motion be accompanied by a staff report.
Moved by Councillor D. Horchik
Seconded by Councillor K. Usman
That By-law No. 2001-1, as amended, (the Procedural
By-law) be amended to:
- Add to
section 1 "Definitions" the following:
""Meeting" means a gathering of
council, committee and/or board members for which quorum is required in order
to make a decision or to deliberate toward a decision on any matter over which
it has jurisdiction. This does not include
participation as workshops or conferences."
And that the following proposed
amendment be referred to the next meeting of the Finance & Administrative
Committee scheduled for January 19, 2004:
"3)
Every substantive motion, duly moved and seconded, included in the Orders of
the Day shall be accompanied by a staff report or deferred to a subsequent
meeting when a report is available."
CARRIED
6. MARKHAM
MUSEUM MASTER PLAN/ACQUISITION
OF HISTORIC CONKLIN CARNIVAL
ARTEFACTS (6.7)
Ms. Barb Roth, Director of Recreation Services and Mr. George Phillips,
Manager, Markham Museum, reported that Lord Cultural Resources Planning &
Management Inc. has been retained to develop a comprehensive Master Plan for
the Museum. It was suggested that the
Lord Group also be requested to explore the viability of a carnival operation
at the Museum.
Staff will report back to Council on the recommendation of the Lord
Group.
Moved by Councillor G. McKelvey
Seconded by Councillor K. Usman
That the Markham Museum Master Plan/Acquisition of
Historical Conklin Carnival Artefacts report be received;
And that Museum staff approach Conklin with a request
to extend his offer to sell the carousel to the Town;
And that the incorporation of the
carousel be assessed during the Museum Master Plan process.
CARRIED
_________________________________________________________________
Other
matters considered by Finance & Administrative Committee on December 8,
2003:
7. INTERNATIONAL
STONE SCULPTURE
SYMPOSIUM - 2004 - VARLEY ART
GALLERY (6.5 & 6.12)
Mr. Bill Pickering, Chair of the International Stone Sculpture
Symposium Steering Committee, and Vice-Chair of the Varley Art Gallery Board,
gave a presentation on the status of the funding campaign relating to the
International Stone Sculpture Symposium.
He advised that the "Memorandum of Understanding" between the
Town of Markham and the Echo Research Institute has been signed, and that
fundraising and sponsorship efforts are continuing.
Members were advised that grants are expected for the event from the
Region and the Federal and Provincial governments, but may not be received
until mid-February. Mr. Pickering
advised that in order to assure the grants, the organizing body requires cash
in hand, and the purpose of the presentation this date was to request the Town
to provide either a grant, a loan or a letter of guarantee in the amount of
$50,000.
It was suggested that staff meet with members of the ISSS Steering
Committee to further discuss the status of the grants, and implications, and
prepare a report providing a detailed analysis and options available at the
Committee of the Whole meeting on December 16, 2003.
Moved by Councillor G. McKelvey
Seconded by Councillor D. Horchik
That the presentation of Bill Pickering, Vice-Chair of the Varley Art
Gallery Board, and member of the International Stone Sculpture Symposium
Committee, on the status of the funding campaign, be received;
And that this matter be referred to
the Committee of the Whole meeting on December 16, 2003 to provide staff with
an opportunity to prepare a report on the process, implications, and options
available in this matter.
CARRIED
8. PROPERTY
TAX REDUCTION PROGRAM
FOR HERITAGE PROPERTIES (7.3
& 16.11) Weblink
Mr. Paul Wealleans, Director of Taxation, gave a
presentation relating to the proposed implementation of a Property Tax
Reduction Program for Heritage Properties, to be effective January 1, 2003.
Committee raised concerns regarding the wording of the
staff recommendation relating to procedural matters, as follows:
Clause
1, Sub-section 1: clarify heritage easement criteria;
Clause
1, Sub-section 2: clarification relating to heritage classification;
Clause
1, Sub-section 3: clarification regarding building and/or land; and
Clause
1, Sub-section 3: clarification regarding infractions - eligibility and time
frame;
Mr. Steve Toner, 62 Brooklyn Crescent, was in
attendance and spoke in opposition to the Property Tax Reduction Program.
Members were advised that staff would review the
procedural matters raised this date and report back to the Committee of the
Whole meeting on December 16, 2003.
Moved by Councillor J. Virgilio
Seconded by Councillor K. Usman
That staff be requested to review and
clarify the wording of procedural matters raised this date relating to the
proposed Property Tax Reduction Program For Heritage Properties, as follows:
Clause 1, Sub-section 1: clarify heritage
easement criteria;
Clause 1, Sub-section 2: clarification
relating to heritage classification;
Clause 1, Sub-section 3: clarification
regarding building and/or land; and
Clause 1, Sub-section 3: clarification
regarding infractions - eligibility and time frame;
And that a report be presented for
consideration at the Committee of the Whole meeting on December 16, 2003.
CARRIED
9. PERSONAL
INFORMATION PROTECTION AND
ELECTRONIC DOCUMENTS ACT (2.0
& 12.2.6)
The Town Solicitor briefly described the Personal Information
Protection and Electronic Documents Act (PIPEDA), which will apply to the
collection, use, disclosure and destruction of personal information by the Town
of Markham, effective January 1, 2004.
Committee requested that the Town Solicitor provide, at a future
meeting, a detailed presentation on the impact of this legislation on the Town
and Members of Council.
Moved by Regional Councillor J. Heath
Seconded by Councillor D. Horchik
That the report dated December 8, 2003, entitled "Personal Information Protection and Electronic
Documents Act" be received for information;
And that the Town Solicitor be
requested to provide a detailed presentation on the impact of this legislation
on the Town and Members of Council at a future meeting.
CARRIED
10. STAFF
AWARD REPORT FROM OCTOBER 27
TO NOVEMBER 17, 2003
(7.12) Weblink
Moved by Councillor K. Usman
Seconded by Councillor D. Horchik
That the report entitled "Staff Awarded Contracts
for the period from October 27, 2003 to November 17, 2003" dated December
8, 2003 be received for information only.
CARRIED
___________________________________________
At 4:05
p.m.Committee recessed to convene a meeting of the Audit Committee
and reconvened at
4:35 p.m.
__________________________________________
11. 2004
REASSESSMENT - PRELIMINARY CURRENT VALUE
ASSESSMENT (CVA) IMPACT ON
TOWN OF MARKHAM (7.1) Weblink
Staff will ensure that Members are kept informed regarding the process
of the three-year rolling average on assessment.
Moved by Councillor K. Usman
Seconded by Regional Councillor J. Heath
That this report be received for information.
CARRIED
12. MARKHAM
MUSEUM IMPLEMENT BUILDING
COLLECTIONS MOVE (6.7
&7.6).
Ms. Barb Roth, Director of Recreation Services and Mr. George Phillips,
Manager, Markham Museum, explained the details of the project to move the
collections now housed in the Museum Implement Building to provide space for
use by the Markham Little Theatre. Staff
advised that MLT had originally been given an estimate of $50,000 for the move,
and reviewed four options available to the Town for payment of the current
estimate of $58,830.
Committee expressed concern with the increase in cost
and the impact on Markham Little Theatre.
It was requested that copies of the loan agreement in the amount of
$200,000 between the Town and the Markham Little Theatre be provided, and that
staff meet with MLT to discuss the matter further prior to a decision being
made.
Moved by Deputy Mayor F. Scarpitti
Seconded by Regional Councillor J. Jones
That the matter of the Markham Museum
Implement Building Collections Move be referred back to staff to report at the
Committee of the Whole meeting on December 16, 2003.
CARRIED
13. WAIVING
BUILDING RENTAL CHARGES
AT MARKHAM THEATRE (6.7 &
6.5 & 7.6).
Moved by Regional Councillor B. O'Donnell
Seconded by Councillor D. Horchik
That the report entitled "Waiving Building Rental
Charges at Markham Theatre" be received as information.
CARRIED
14. HUMAN
RESOURCES DEVELOPMENT CANADA
2004 THERESE CASGRAIN
VOLUNTEER AWARD (12.2.6)
Moved by Councillor K. Usman
Seconded by Regional Councillor J. Jones
That the letter dated November 14, 2003 from Human
Resources Development Canada requesting nominations for the 2004 Therese
Casgrain Volunteer Award, which acknowledges the contributions Canadian
volunteers make to society, be received.
CARRIED
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Seconded
by Councillor J. Virgilio
That
the meeting resolve in-camera to discuss legal and property matters. (5:10
p.m.)
CARRIED
Seconded
by Councillor J. Virgilio
That
the Committee rise. (5:45 p.m.)
CARRIED
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ADJOURNMENT
The Finance &
Administrative Committee meeting adjourned at the hour of 5:10 p.m.