FINANCE & ADMINISTRATIVE
COMMITTEE
2001-07-09 - Canada Room
Meeting No. 15
Attendance
|
|
J. Livey,
Chief Administrative Officer
A. Taylor,
Commissioner of Corporate Services
R. Robinson,
Town Solicitor
A. Wolfe,
Commissioner of Community Services
J. Baird,
Director of Planning
B. Cribbett,
Treasurer
P.
Wealleans, Director of Taxation
S. Chait,
Director of Corporate Strategy & Quality
J. Hodgson,
Director of ITS
T. Houghting,
Director of Financial Reporting
J. Lustig,
Manager, Financial Planning
B. Millar,
Civic Centre Coordinator
B. Nanninga,
Executive Assistant
S. Birrell,
Town Clerk
D. Smith,
Committee Clerk
|
The Finance
& Administrative Committee convened at the hour of 9:00 a.m. with
Councillor K. Usman in the Chair.
DISCLOSURE OF INTEREST -
Councillor
Virgilio declared a conflict to OMB Variance Appeal of Committee of Adjustment
Decision - 64 Lincoln Green Drive. He
represented the owner of the property when it was purchased.
1. REQUEST
FOR RELIEF - CARE AND MAINTENANCE FUND
CEMETERIES ACT - WADI AL-SALAM
CEMETERY (9.3 & 10.6)
Mr.
Bruce McMinn, Solicitor to The Al Hussain Foundation and Mr. A. Hussain were in
attendance.
RECOMMENDATION:
That
it be recommended to Council that Council advise the Ministry of Consumer and
Business Services, Cemeteries Branch that the Town of Markham has no objection
to the request from the Al Hussain Foundation for support for a reduction of
the $100,000.00 deposit into the Care and Maintenance Fund required by the
provincial regulations under the Cemeteries
Act for new cemeteries;
And
that the Town enter into a written agreement with the Foundation, satisfactory
to the Town Solicitor, outlining the following conditions to the support:
- Deposit of $50,000.00 into a Trust
Account approved by the Ministry
- The sum of $400.00 for each of the first
125 interments to be added to the Account until it reaches $100,000.00
- The Foundation deposit in the Account,
the greater of 40 per cent of the cost of the plot price or $150.00,
within 60 days after the selling or transferring of an interment right to
a purchaser for the remaining 875 plots;
And further
that the required memorandum of undertaking, satisfactory to the Town Solicitor,
be prepared for the Ministry of Consumer and Business Services, Cemeteries
Branch in support of The Al Hussain Foundation's application for a 50 per cent
reduction of the $100,000.00 deposit into the Care and Maintenance Fund.
Carried.
2. LIBRARY BOARD'S FINANCIAL STATEMENTS
AND AUDITORS REPORT FOR THE 2000 YEAR END
(7.2)
RECOMMENDATION:
That
Council receive for information the July 9, 2001 report entitled 'Library
Board's Financial Statements and Auditors Report for the 2000 Year End'.
Carried.
3. 032-R-00
- JANITORIAL SERVICES FOR MARKHAM
CIVIC CENTRE (7.12)
RECOMMENDATION:
That
it be recommended to Council that Arsenal Cleaning Services be awarded a one
year contract for Janitorial services at the Civic Centre for the period August
1, 2001 to July 31, 2002, with an option to extend into a second year based on
quality of service and negotiations in the total amount of $131,443.44
inclusive of 7% GST ($126,529.66 inclusive of 3% GST), year 1 and $134,072.31
inclusive of 7% GST ($129,060.26 inclusive of 3% GST), year 2 being the
best-qualified and highest ranked company;
And
that the service be funded from the Capital Assets Operating Budget, Civic
Centre Janitorial Account No. 750 751 5311, in the amount of $126,529.66.
Carried.
4. WATER
METER SUPPLY CONTRACT (7.12.1)
RECOMMENDATION:
That
it be recommended to Council that Schlumberger Industries Ltd. be awarded a
three year contract for the period July 1, 2001 to June 30, 2004 for the
purchase of water meters, at the guaranteed 1999 prices, in accordance with the
proposal received from Schlumberger on March 13, 2001.
Carried.
5. TENDER
AWARD - EXTENSION OF MINTHORN COURT (7.12.1)
RECOMMENDATION:
That it be
recommended to Council that Sanan Construction be awarded tender 113-T-01 for
Minthorn Court Extension in the tender amount of $431,901.43, inclusive of all
taxes and contingency ($415,755.58 inclusive of 3% GST and contingency), being the lowest acceptable tender
received;
And further that an amount of $60,547 be allocated for engineering
design and construction inspection of this project;
And further that an amount of $95,910.39 (inclusive of 3% GST) be
received from the Region of York being their cost sharing to this part of the
project resulting a net funding of $380,392.19 ($415,755.58 plus $60,547 minus
$95,910.39);
And further
that the project be funded in the amount of $380,392.19 from the Engineering
Department, Capital Project # 3760, Account # 083-5350-3760-005.
And that the
contract not be executed until all property issues and approvals are resolved
to the satisfaction of the Director of Engineering.
Carried.
6. DELEGATION
OF AUTHORITY TO CHIEF ADMINISTRATIVE
OFFICER AND TO THE FINANCE
& ADMINISTRATIVE
COMMITTEE (10.6 & 16.23)
RECOMMENDATION:
That
it be recommended to Council that the Chief Administrative Officer be delegated
authority to call public meetings, grant site plan approval, revise draft plan
approvals, award contracts within the approved budget and act upon any general
administrative issues usually approved by Council, save and except items of an
emergency nature which shall be delegated to the Finance & Administrative
Committee from July 11, 2001 to August 26,
2001.
Carried.
7. TOWN CONVEYANCE OF RESERVES
BLOCKS HHH AND III, PLAN 7695 TO REGION OF YORK
ONE FOOT RESERVE ALONG BAYVIEW AVENUE (8.5)
RECOMMENDATION:
That
it be recommended to Council that Blocks HHH and III, Plan 7695 (one foot
reserve along Bayview Avenue) 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 on July 10, 2001, also required by Town of Markham
By-law No. 178-96;
And
further that a by-law be enacted at the Council meeting on August 28, 2001, authorizing
the Mayor and Clerk to execute a Transfer/Deed of Land to the Regional
Municipality of York for lands legally described as Blocks HHH and III, Plan
7695, in a form satisfactory to the Town Solicitor.
Carried.
8. GEORGE
PARASKEVAKOS AND BEST HOMES LIMITED
SALES TRAILER AGREEMENT (8.4)
RECOMMENDATION:
That
it be recommended to Council that the Town be authorized to enter into a Sales
Trailer Agreement with George Paraskevakos and Best Homes Limited, with respect
to Part of Lot 8, Concession 6, being Draft Plan 19TM-97009 and that the Mayor
and Clerk be authorized to execute the agreement in a form satisfactory to the
Town Solicitor.
Carried.
9. WISMER MARKHAM DEVELOPMENTS INC.
- MODEL HOME AGREEMENT (8.4)
RECOMMENDATION:
That
it be recommended to Council that the Town be authorized to enter into a Model
Home Agreement with Wismer Markham Developments Inc. with respect to Lots 21
and 22, on Draft Plan of Subdivision 19T-95039, Phase 1 and that the Mayor and
Clerk be authorized to execute the agreement in a form satisfactory to the Town
Solicitor.
Carried.
10. 2001
BUSINESS PLAN FOUNDATION BOARD - FREDERICK
HORSMAN VARLEY ART GALLERY
(6.12)
RECOMMENDATION:
That
it be recommended to Council that the Varley-McKay Art Foundation of Markham
endorse the expenditures for 2001 as detailed in the report dated July 9, 2001;
And
that the Foundation endorse the appointment of Donald Hindson as the new Chair
of the Foundation Board of Directors.
Carried.
11. TAXI LICENSING AND LIMOUSINE LICENSING
(2.23)
RECOMMENDATION:
That
Council authorize staff to approach the York Region municipalities to discuss
the following long term solutions:
- Area-Wide Reciprocal Licensing; OR
- Area-Wide Taxi Commission;
And
that a public meeting be held in September for the purpose of presenting
possible recommendations for an improved level of taxi service;
And that the Clerk be authorized to immediately request By-law
Enforcement staff to commence work earlier in the day and finish later for a
higher level of enforcement in the area of taxis and limousines;
And that the Clerk be authorized to hire contract officers to enforce
the Taxi and Limousine By-laws outside of the C.U.P.E. contract hours;
And that the Clerk meet with representatives of local hotels to request
co-operation in designating taxi and limousine 'waiting' spots.
Carried.
12. CONSOLIDATED FINANCIAL STATEMENTS
& AUDITORS REPORTS FOR THE 2000 YEAR END (7.2)
Ms.
Paula Jesty of Deloitte & Touche was in attendance to answer any questions.
RECOMMENDATION:
That
Council approve the Corporation of the Town of Markham's Consolidating
Financial Statements and Trust Funds Financial Statements for the fiscal year
ended December 31, 2000;
And
that Council receive the Unionville Business Improvement Area and the Old
Markham Business Improvement Area Financial Statements for the fiscal year
ending December 31, 2000.
Carried.
13. PROPERTY
STANDARDS MATTER - 10 BLACK CHERRY (2.9)
Mr.
Timothy Drain was in attendance and advised that he has access to the garage of
the premises and is responsible for the property taxes but he is not the
registered owner. The Town Solicitor
advised that he will verify ownership at the Registry Office.
RECOMMENDATION:
That
Council receive as information this report respecting measures taken, pursuant
to Council's direction, to bring the premises at 10 Black Cherry Drive into
conformity with the Property Standards Order issued by Officer Lees dated
October 31, 2000;
And
further that the costs of the property clean-up and related storage costs be
deemed to be municipal real property taxes and collected in the same manner as
such taxes in the event that such costs are not paid by the property owners
within 30 days after receipt of an invoice for these costs.
Carried.
14. SANITARY
SEWER RELOCATION HIGHWAY 404 CROSSING
AT JOHN STREET (5.5)
RECOMMENDATION:
That
it be recommended to Council that Engineering Department staff be authorized to
retain the consulting firm of MacViro Consultants to prepare detailed design
drawings, specifications and tender documents and provide inspection services
for the relocation of the Highway 404 sewer crossing to an upset limit of
$28,870.00 inclusive of all taxes and disbursements ($27,810.00 inclusive of 3%
GST);
And
that the purchasing policy 143-2000 be waived;
And
that the cost of the design work be funded from the Sewer and Watermain
Reserve;
And
that the Engineering Department 2001 Capital Budget be amended accordingly;
And
that Engineering Department staff be authorized to invite tender for the sewer
relocation work from qualified contractors;
And
that staff report back to Finance & Administrative Committee on August 27,
2001, as to financing of this project and a recommendation for the award of the
construction tender.
Carried.
15. YORK
REGIONAL POLICE 2000 - 2001 BUSINESS PLAN (13.4.10)
RECOMMENDATION:
That
it be recommended to Council that the York Regional Police invite members of
the Town of Markham's Council to participate in the 2001 consultation process
to update and review the 2000 - 2001
York Regional Police Business Plan;
And
that the York Regional Police ensure that the Business Plan addresses the
concerns of the Town of Markham with respect to policing, including the
changing community demographics, traffic issues and crime prevention;
And
that the York Regional Police designate a permanent liaison with the Town of
Markham to work with Town staff to improve the coordination of efforts between
staff and the police in addressing Town priorities and to improve policing
efforts within the Town;
And
that staff of the CAO's Office facilitate an initial meeting with the York
Regional Police, Town Staff and Council
representatives (Councillor Usman, Councillor Shapero and Regional Councillor
Wong) to promote a more collaborative working relationship between
the Town of Markham's staff and the York Regional Police.
Carried.
16. DOG
LEASH-FREE AREAS (2.8 & 6.3)
Considerable
discussion took place with respect to proposed recommendation for a dog
leash-free area at Milne Dam Conservation Park.
RECOMMENDATION:
That
staff implement a "Dog Leash-Free Area" at Milne Dam Conservation
Park on a 14 month pilot project basis including placing a temporary fence to
delineate the west boundary of the "Dog Leash-Free Area";
And
that if the Sub-Committee receives acceptable proposals from other Dog Watch
Groups, one "Dog Leash-Free Area" pilot project be considered for each of the communities of
Thornhill, Milliken and Unionville;
And
further that the cost for materials for each of the pilot project will be less
than $500.00. The labour will be
absorbed within current staff complement.
Therefore, the approval of the Pilot, based on the guidelines and
process stated in the report can be absorbed in the 2001 Parks Department
Budget.
And that the Clerk be authorized to ensure
that there will be sufficient staff to monitor all areas of the Park prior to
the commencement of the pilot project.
Carried.
17. MARKHAM VILLAGE
TRAIN STATION RESTORATION (16.11 & 6.0)
RECOMMENDATION:
That
approval be granted for bridge financing in the amount of $143,500 for the
Markham Village Train Station Restoration until money from the three partners
has been received.
Carried.
18. FLEET
LOGOS (12.0)
Communications
Committee, at its meeting held on July 3, 2001, recommended minor update to
existing logos on the Town fleet.
RECOMMENDATION:
That it be
recommended to Council that the fleet logos as presented by the Commissioner of
Community Services be approved.
Carried.
………………………………………..
At
11:30 a.m. Committee recessed in camera to discuss legal, property and
personnel matters and reconvened at 1:00 p.m.
………………………………………..
RECOMMENDATION:
That
the Committee rise from the In-camera session and the Chairman report.
19. JOB
EVALUATION REPORT - REVIEW OF COMPENSATION
FOR LIBRARY NON-UNION STAFF
(11.0)
RECOMMENDATION:
That,
based on the Review of Compensation conducted by William M. Mercer, the salary
structure for Library Non-Union staff be approved effective July 1, 2001;
And that the
2001 funding of $34,872 required for this program be charged to Account No. 840
841 3000, in the budgeted amount of $24,000 and the shortfall be absorbed
through full-time and part-time salary gapping from within the 2001 Library
operating budget.
Carried.
20. OMB VARIANCE APPEAL OF COMMITTEE OF
ADJUSTMENT
DECISION - 64 LINCOLN GREEN DRIVE, MARKHAM (10.12)
Ms. Elizabeth
Brown, 65 Lincoln Green Drive and Mr.Abraham Thomas, 66 Lincoln Green Drive
representing residents on Lincoln Green Drive were in attendance to request the
Town to support the Committee of Adjustment's decision to refuse an application
for a minor variance at 64 Lincoln Green Drive.
RECOMMENDATION:
That the
presentations by Ms. E. Brown, 65 Lincoln Green Drive and Mr. A. Thomas, 66
Lincoln Green Drive be received;
And
that the Town Solicitor appear
before the Ontario Municipal Board on August 24, 2001, on a hearing of an
appeal from the Committee of Adjustment's decision to refuse an application for
minor variance at 64 Lincoln Green Drive, Markham (Committee of Adjustment File
No. A/188/00) to support the Committee of
Adjustment's decision.
Carried.
21. ESTABLISHMENT
OF A CHIEF INFORMATION OFFICER (CIO)
POSITION IN THE CORPORATE
SERVICES COMMISSION (11.0)
RECOMMENDATION:
That
the Corporate Services Commission be granted approval to establish a full time
Chief Information Officer (CIO) position;
And
that the Commissioner of Corporate Services be the Acting CIO until an
appropriate candidate is hired.
Carried.
22. TORONTO
BUTTONVILLE MUNICIPAL AIRPORT -
EXTENSION OF LEASE, SUB-LEASE
AND OPERATING
AGREEMENTS - EXECUTION OF
CAPACITY
MAINTENANCE AGREEMENT (GTAA)
(5.15.1)
RECOMMENDATION:
That
the Mayor and Clerk be authorized to enter into an agreement between the
Greater Toronto Airports Authority, Toronto Airways Limited, Townco and the
Town to provide for annual payments to December 31, 2015, by the Greater
Toronto Airports Authority to Toronto Airways Limited to facilitate the
continued operation of the Toronto Buttonville Municipal Airport, in a form
substantially in accordance with the agreement attached to the report and in a
form satisfactory to the Town Solicitor;
And
that the Mayor and Clerk be authorized to execute an Extension Agreement
between Toronto Airways Limited, Townco and the Town of Markham to facilitate
the continued operation of the Toronto Buttonville Airport, which Extension
Agreement would extend the existing Lease, Sublease and Operating Agreements to
December 31, 2010, subject to the deletion of clause 6.2 from the Primary
Agreement, and in a form substantially in accordance with the agreement
attached to the report and in a form satisfactory to the Town Solicitor.
Carried.
23. MADRID
DEVELOPMENT LIMITED, 5221 HIGHWAY #7 -
REZONING AND SITE PLAN APPEALS
TO OMB (10.12)
RECOMMENDATION:
That the Town Solicitor be instructed to negotiate with Madrid
Development Limited with respect to applications for site plan approval and
rezoning to permit an office/retail building and a restaurant at 5221 Highway
#7 based on the recommendations contained in the Report to Development Services
Committee dated March 6, 2001;
And that if such negotiations are not successful, the Town Solicitor be
instructed to attend the Ontario Municipal Board pre-hearing of an appeal by
Madrid Development Limited and oppose the rezoning application and site plan
application to permit an office/retail building and restaurant at 5221 Highway
No. 7, Markham;
And that the Town Solicitor be instructed to retain an outside planning
consultant to support Council's position if such position cannot be endorsed by
the Development Services Commission.
Carried.
24. 107
WOODWARD AVENUE, MARKHAM
ONTARIO MUNICIPAL BOARD -
VARIANCE APPEAL
COMMITTEE OF ADJUSTMENT FILE
NO. A/28/01 (10.12)
RECOMMENDATION:
That
the Town Solicitor appear before
the Ontario Municipal Board on July 19, 2001 on a hearing of an appeal from the
Committee of Adjustment's decision to refuse an application for minor variance
at 107 Woodward Avenue, Markham (Committee of Adjustment File No. A/28/01) to support the Committee of Adjustment's decision.
Carried.
25. RESTORATION
APPROACH FOR THE WISMER-LUNAU
HOUSE - 5884 16TH AVENUE -
(16.11)
RECOMMENDATION:
That
Council endorse in principle the
building restoration plan and landscape plan prepared by Town Staff, dated July
9, 2001 for the Wismer-Lunau House, 5884 16th Avenue, Markham Heritage Estates;
And
that the future purchaser of the Wismer-Lunau House property at 5884 16th
Avenue be required, as a condition of the purchase and sale agreement with the
Town, to restore the house according to the approved restoration plan, and
standard Markham Heritage Estates requirements, and implement the landscape
plan;
And that the Capital Assets Management staff be authorized to
immediately
- Initiate the
land division process for the Wismer-Lunau property, through the
municipality's power of conveyance; and
- Commence the
marketing and sale of the proposed future heritage residential lot at 5884
16th Avenue containing the Wismer-Lunau House.
Carried.
………………………………………………..
26. PROVINCIAL
REPORT CARD - PERFORMANCE MEASURES (7.0)
Ms. B.
Cribbett, Treasurer, provided a brief update on the status of the Town of
Markham's performance indicators for the year ending December 31, 2000.
RECOMMENDATION:
That the
verbal update regarding the Provincial Performance Measures update be received
for information.
Carried.
27. E-MARKHAM
PROTOTYPE (7.13)
Mr. J.
Hodgson, Director of IT and Zul Jiwani, President of Orion Technology were in
attendance to present the e-Markham prototype and discuss the features. It is an initiative that will enable
residents, businesses and visitors to communicate with the Town of Markham
electronically. It will enable users to
get information and services over the internet as well as other digital
avenues.
RECOMMENDATION:
That the
report dated July 9, 2001 entitled 'e-Markham Prototype Presentation' be
received.
Carried.
28. MINUTES OF BUDGET SUB-COMMITTEE
MEETING JUNE 11, 2001 (7.4 & 7.5)
RECOMMENDATION:
That
the minutes of the June 11, 2001 Budget Sub-Committee meeting be received.
Carried.
29. STAFF AWARD OF CONTRACTS
FOR THE MONTH OF JUNE 2001 (7.12)
RECOMMENDATION:
That
the report entitled 'Staff Award of Contracts for the month of June 2001' dated
July 9, 2001, be received for information only.
Carried.
30. WORKPLACE
SAFETY AND INSURANCE BOARD
YEAR END REPORT 2000 (11.0)
RECOMMENDATION:
That
the Workplace Safety and Insurance Board Year End Report for 2000 be received
for information purposes.
Carried.
31. CITY
OF TORONTO REPORT ON THE SHARE OF SENIOR
GOVERNMENT REVENUES FOR
MUNICIPALITIES (7.0)
RECOMMENDATION:
That
the report from the City of Toronto on the share of Senior Government Revenues
for municipalities be received.
Carried.
32. WATERWORKS
RESERVE ANALYSIS (7.0)
RECOMMENDATION:
That
the report dated July 9, 2001 entitled "Waterworks Reserve Analysis"
be received;
And
that the Waterworks Reserve be further reviewed at the commencement of the 2002
Budget Process.
Carried.
33. TOWN-WIDE
CUSTOMER ACTION REQUEST SYSTEM (12.0)
RECOMMENDATION:
That
a comprehensive Customer Action Request System (C.A.R.E.) be developed to
further the Town of Markham's endeavours to provide satisfactory, prompt, and
consistent responses to both internal and eternal customers by enabling staff
to submit, track, and report customer requests using a single interface.
Carried.
34. REQUEST FOR FINANCIAL ASSISTANCE
- MARKHAM FEDERATION OF FILIPINO CANADIANS (7.6)
RECOMMENDATION:
That
the request for financial assistance from the Markham Federation of Filipino
Canadians (MFFC) be received.
Carried.
ADJOURNMENT
The Finance
& Administrative Committee meeting adjourned at the hour of 1:10 p.m.