` M I N U T E S

FINANCE & ADMINISTRATIVE COMMITTEE

2004-06-14

Meeting No. 12

Attendance

Chair: Councillor S. Daurio Vice-Chair, Budget Councillor D. Horchik Members: Reg. Councillor J. Heath Councillor J. Virgilio Councillor A. Chiu Dep. Mayor F. Scarpitti (Alt.) Others: Mayor D. Cousens Councillor J. Webster Councillor G. McKelvey

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 B. Cribbett, Treasurer D. McClean, Fire Chief B. Snowball, Deputy Fire Chief S. Mintz, Deputy Fire Chief A. Brown, Director, Engineering J. Lustig, Director, Financial & Client Services P. Loukes, Director, Operations & Asset Management S. Taylor, Director, Strategic Services S. Bertoia, General Manager, Construction & Utilities B. Varner, Real Property Manager B. Nanninga, Executive Assistant to Mayor and Council J. Kee, Committee Clerk

The Finance & Administrative Committee convened at the hour of 2:05 p.m. with Councillor

S. Daurio in the Chair.

DISCLOSURE OF INTEREST

None declared.

1. FIRE FIGHTERS OF YORK REGION CALENDAR
COMMITTEE - SPONSORSHIP PACKAGE (12.2.6)

Mr. Alf Beasley, of the City of Vaughan Fire and Rescue Department, was in attendance on behalf of the Firefighters of York Region Calendar Committee to request financial assistance for their 2005 Firefighters Calendar.

Moved by Mayor D. Cousens

Seconded by Deputy Mayor F. Scarpitti

That the presentation of Mr. Alf Beasley, on behalf of the Firefighters of York Region Calendar Committee, be received;

And that a grant in the amount of $2,500 be approved for the Fire Fighters of York Region for their 2005 calendar.

CARRIED

2. TRANSFER OF 905 REGION LONG DISTANCE
TELEPHONE SERVICE PROVIDER (7.13 & 12.2) Weblink

Mr. Carlo DiGioacchino, FCI Broadband (FCI) was in attendance and urged Committee not to approve the staff report and transfer the Town's 905 region long distance telephone service from Bell Canada to FCI Broadband (FCI).

Moved by Councillor G. McKelvey

Seconded by Councillor A. Chiu

That the deputation of Mr. Carlo DiGioacchino, FCI Broadband (FCI), in opposition to the staff recommendation be received;

And that the report dated June 14, 2004 entitled "Transfer of 905 Region Long Distance Telephone Service Provider" be received;

And that the current arrangements for local telephone and long distance services remain unchanged.

CARRIED

3. BUR OAK FIRE STATION - ARCHITECT FEES (7.15)

Moved by Councillor A. Chiu

Seconded by Councillor J. Virgilio

That the report entitled "Bur Oak Fire Station - Architect Fees" be received;

And that the fee proposal submitted by Thomas Brown Architect Inc. dated June 1, 2004 be accepted;

And that authority be designated to the Commissioner of Community and Fire Services to issue a purchase order to Thomas Brown Architect Inc. in the amount of $134,178 inclusive of 7% GST ($125,400 exclusive of GST) Fixed Fee for the design and contract administration of the Bur Oak Fire Station;

And that funding for the Architect fees in the amount of $125,400 exclusive of GST be charged to the Bur Oak Fire Station capital project account no. 067-5350-6004-005;

And further that authority be designated to the Commissioner of Community and Fire Services and the Director of Financial and Client Services to negotiate the future Cornell and Cathedral Fire Stations Architect fees on a Fixed Fee based on design and contract administration at a rate not to exceed 5% of the future estimated construction cost of each facility.

CARRIED

Committee expressed concern regarding design costs for the Bur Oak Fire Station, and staff advised that this issue would be raised at a future Building and Parks Committee meeting with the architect.

Moved by Mayor D. Cousens

Seconded by Councillor G. McKelvey

That staff be requested to carry out a review of design costs for the new Bur Oak Fire Station and report back to the Finance & Administration Committee with a detailed design and costs.

CARRIED

4. DARK FIBRE INSTALLATION FOR DATA COMMUNICATION
2004 PURCHASE ORDER AWARD TO MARKHAM
HYDRO DISTRIBUTION INC. (7.13) weblink

Moved by Councillor A. Chiu

Seconded by Councillor J. Virgilio

That the report entitled "Dark Fibre Installation for Data Communication - 2004 Purchase Order Award to Markham Hydro Distribution Inc." dated June 14, 2004 be received;

And that the contract for Dark Fibre Installation for Data Communication for 3900 Major MacKenzie Road East and 555 Miller Avenue sites be awarded through Markham Energy Corporation for the five year period ending July 31, 2009 in the amount of $243,424.57 inclusive of 7% GST ($232,499.60 exclusive of GST);

And that the tendering process be waived in accordance with Purchasing By-Law 143-2000, Section 14 (1) (g);

And that funds be provided from the approved 2004 Information Technology Services Operating Budget - Account Number 400 404 5108.

CARRIED

5. DEVELOPMENT CHARGE SOFT SERVICES UPDATE (7.11)

This agenda item entitled "Development Charge Update", and the agenda item entitled "Development Charge Soft Services Update" were dealt with simultaneously.

Concern was expressed regarding the availability of quorum of Council for the proposed

July 27th Public Meeting regarding the Development Charge Background Study and By-law, and staff was requested to poll Members to confirm the date.

Moved by Councillor D. Horchik

Seconded by Councillor A. Chiu

That the report titled "Development Charge Soft Services Update" be received;

And that a generic capital program be included in the Development Charge Background Study for Recreation, Library and Fire that maintains service levels, lessens the annual operating budget impacts, and mitigates the need to borrow internally and/or externally;

And that the detailed capital program be identified through the approval of the Parks, Recreation, Library and Culture Master Plan;

And that staff report back to Council with a detailed capital program for Fire Services with recommendations that minimize the annual operating budget impacts.

CARRIED

6. TENDER AWARD, 012-T-04 THORNHILL COMMUNITY
CENTRE EXPANSION, PHASE II (6.6 & 7.12.3)

Moved by Councillor A. Chiu

Seconded by Councillor D. Horchik

That the report entitled "Tender Award, 012-T-04 Thornhill Community Centre Expansion, Phase II" be received;

And that tender 012-T-04 Thornhill Community Centre Expansion Phase II be awarded to the lowest priced qualified bidder, Canning Contracting Limited in their tender amount of $4,198,680 inclusive 7% GST ($3,924,000, exclusive of GST);

And that all construction change orders to be approved by the General Manager of Construction and Utilities, the Treasurer, and the CAO or designate to a cumulative maximum not to exceed $331,308 inclusive of 7% GST ($309,634 exclusive of GST);

And that an Internal Cost Contingency be established in the amount of $32,100 inclusive of 7% GST ($30,000, exclusive of GST) the use of which will be guided by the Expenditure Control Policy;

And that funds for tender 012-T-04 Thornhill Community Centre Expansion Phase II, all contingencies, internal costs and furniture, fixture & equipment costs be provided from 2003 Recreation Services capital account 70-5350-5086-005;

And that additional funding, in the amount of $260,000, required for the two-tender approach be provided from Development Charge Reserves, $234,000 and the General Capital Reserve, $26,000;

And that unused funds from the Phase I construction contingency and allowances, if any, be made available for other expenditures in Phase II of the Thornhill Community Centre Expansion project.

CARRIED

7. PROPOSED SCHEMATIC DESIGN FOR CENTENNIAL
COMMUNITY CENTRE EXPANSION AND INDOOR
BOCCE COURTS (6.6 & 7.12) Weblink

Mr. Alan Wolfe, Project Consultant, introduced Mr. David Oleson and Mr. Michael Taylor of Oleson Worland_Taylor Smyth architects, who presented details of the schematic design for the Centennial Community Centre expansion.

Mr. Stu Taylor, Director, Strategic Services, distributed copies of the results of a survey completed by residents on spending priorities for recreational facilities.

Ms. Carolina Moretti, President of the Markham Bocce Association, and on behalf of the Markville Bocce Association, was in attendance in support of the proposed addition of indoor bocce courts.

Committee discussed issues including: funding of the project - either by development charges, taxation, or reserves; the recreation master plan and reserve fund study; residents' priorities for recreational facilities; the potential impact on proposed new community centres; financial contributions from the Bocce Associations; other opportunities for funding of bocce courts; bocce facilities in other municipalities in York Region; and the possible "naming" of bocce facilities.

It was suggested that staff meet with the two Bocce Association to discuss options for other sources of funding and report back to Committee.

Committee requested that the staff resolutions be dealt with separately.

Moved by Deputy Mayor F. Scarpitti

Seconded by Councillor J. Webster

That the presentation of Mr. David Oleson and Mr. Michael Taylor of Oleson Worland_Taylor Smyth architects, be received;

And that the deputation of Ms. Carolina Moretti, President of the Markham Bocce Association, and on behalf of the Markville Bocce Association, in support of the proposed addition of indoor bocce courts, be received;

And that this report entitled “Proposed Schematic Design for the Centennial Community Centre Expansion and Indoor Bocce Courts” be received;

1) CENTENNIAL COMMUNITY CENTRE EXPANSION

And that Council approve the Schematic Design of the Centennial Community Centre Expansion including a two-floor addition, with a new fitness centre and fitness studio, a multi-purpose room, an exterior translucent ramp, renovations of existing area to accommodate new change rooms, and renovations of the lobby as presented in Alternative 3a) by Oleson, Worland_Taylor Smyth Architects;

And that Council authorize the architect to proceed with the Design Development;

And that Council approve the approximate size of this project as follows:

New Construction 23,185 square feet

Renovated Area 16,150 square feet

Total 39,335 square feet

And that Council approve a Schematic Design cost estimate for the New Construction and Renovation as summarized below:

	New Construction	Renovation	Total
Construction	$5,903,100	$2,738,600	$8,641,700
Furniture, Fixtures and Equipment	$ 220,000	$ 85,000	$ 305,000
Internal*	$ 685,000	$ 250,000	$ 935,000
TOTAL	$6,808,100	$3,073,600	$9,881,700

*Internal costs include: Architectural fees, signage, security, insurance, & move-in expenditures;

And that Council approve the following funding sources for the New Construction ($6,808,100):

Previously approved capital proj. (4987 & 5047) $4,080,300

Development Charges Reserve Fund $1,120,607

General Capital Reserve $ 124,512

Non-Development Charge Sources $1,482,681

Total New Construction $6,808,100

And that Council approve the Renovation project cost estimate of $3,073,600 for consideration in the 2005 (tax-funded) Capital Budget;

And that Council approve the project schedule detailed below with a proposed opening date for the project of December 1, 2006;

Activity Target Completion Date Council Approvals

Schematic Design June 30, 2004 Council Approval

Design Development October 1, 2004 Site Plan Approval

Contract Documents February 15, 2005

Tendering Process April 1, 2005 Council Award Contract

Construction Start May 15, 2005

Construction Complete October 1, 2006

Opening December 1, 2006 Council Open Expansion

And that Council endorse the Public Input process that includes two public meetings to be held during the Design Development of the project to be held at Centennial Community Centre;

And that the Mayor and Clerk be authorized to amend the architectural services contract based on the proposed increased scope of the building program and to execute the architect’s agreement;

CARRIED

Moved by Deputy Mayor F. Scarpitti

Seconded by Councillor J. Webster

2) PROPOSED ADDITION OF INDOOR BOCCE COURTS

That Section “2” of this report regarding providing additional recreational square footage for indoor bocce courts within the Centennial Community Centre Expansion project be received;

And that Council approve, in principle, including a recreational area for indoor bocce courts within the Centennial Community Centre Expansion project, and that the following recommendations be adopted:

· that the Schematic Design of the Centennial Community Centre indoor bocce courts of 11,045 square feet including four international size courts located side-by-side, viewing areas, and a social area as presented in Alternative 3c) by Oleson, Worland_Taylor Smyth Architects as endorsed by the Building Steering Committee be approved;

· that a funding source for the $1,953,600 cost of the additional area be from non-DCA sources, including a significant contribution from the Bocce Club, and/or other sources of funding, be identified based on the options listed in this report;

· and that the Bocce Club be required to enter into an operational agreement with the Town for the operation of the Bocce Courts.

CARRIED

8. MARKHAM VILLAGE LIBRARY EXPANSION (6.6 & 7.12) weblink 1

Mr. Gerald Shoalts, of Shoalts and Zaback Architects Ltd., was in attendance and reviewed details of the Schematic Design of Option 4 for the Markham Village Library expansion at Highway #7 and Markham Road.

Committee discussed advancing the exit out of the new library parking lot onto Main Street Markham; and the feasibility of including an elevator in the project to further increase the usage of the second floor.

Moved by Councillor D. Horchik

Seconded by Councillor J. Webster

That the presentation of Mr. Gerald Shoalts, of Shoalts and Zaback Architects Ltd., regarding details of the Schematic Design of Option 4 for the Markham Village Library expansion be received;

And that the report "Markham Village Library Expansion" be received;

And that Council approve the Schematic Design of Option 4 for the Markham Village Library expansion of 15,750 square feet and authorize the Architect, Shoalts and Zaback, to proceed with the Detailed Design;

And that Council approve the approximate size of this project as follows:

New Construction 15,750 sq. ft.

Renovated Area 19,560 sq. ft.

Total 35,310 sq. ft.

And that Council approve a Schematic Design cost estimate for the New Construction, Replacement and Renovation as summarized below:

	New Construction	Replacement	Renovation	Total
Construction	$3,095,850	$1,294,309	$2,101,925	$6,492,084
Furniture, Fixtures and Equipment, IT	$741,405			$741,405
Collections	$1,144,600			$1,144,600
Internal*	$475,952	$293,088	$98,075	$867,115
TOTAL	$5,457,807	$1,587,397	$2,200,000	$9,245,204

*Internal costs include: Architectural fees, signage, security, insurance, & move-in expenditures

And that Council approve the following funding sources for the 10,500 square foot of New Construction ($3,571,802) ($3,095,850 plus $475,952):

Previously approved capital proj. (5155) $1,807,800

Development Charges Reserve Fund $590,801

General Capital Reserve $65,644

Non-Development Charge Sources $1,107,557

Total New Construction $3,571,802

And that Council approve the 5,250 square foot Replacement project cost estimate of $1,587,397 to be funded from the offset of the operating lease for a period of approximately 6 years;

And that Council approve the Renovation project cost estimate of $2,200,000 to be funded in two phases. One half of the cost ($1,100,000) was included in the 2004 budget, and the remaining $1,100,000 is to be included in the 2005 (tax-funded) capital budget;

And that the Mayor and Clerk be authorized to amend the architectural services contract based on the proposed increased scope of the building program in a form satisfactory to the Chief Administrative Officer and to execute the architect's agreement;

And that staff provide a detailed cost estimate for Council approval upon completion of the Detailed Design;

And that Council approve the extension of the Library Administration Centre lease to October 2006;

And that Council approve the schedule detailed below with an opening date for the project of October 2006:

Activity	Target Completion Date	Council Approvals
Schematic Design	July - August 2004	September 2004
Design Development	September - October 2004
Construction Documents	November 2004 - March 2005
Tendering	April - May 2005	June 2005
Construction: Phase 1 New	July 2005 - March 2006
Construction: Phase 2 Renovation	April 2006 - September 2006
Opening	October 2006

And further that staff be requested to review Option 4 with the architect to consider the feasibility of including an elevator in the building, and report back to the Finance & Administrative Committee in the fall of 2004 regarding the associated costs within the 2005 Budget.

CARRIED

9. MARKHAM DISTRICT ENERGY INC. - MUNICIPAL
ACCESS AGREEMENT - UPDATE ON APPROVALS
WITHIN TOWN RIGHTS OF WAY AND APPROVAL FOR
CONVEYANCE OF A UTILITY EASEMENT TO MARKHAM
DISTRICT ENERGY INC. OVER 101 TOWN CENTRE BLVD. (8.1 & 13.7)
Weblink

Moved by Councillor D. Horchik

Seconded by Councillor J. Virgilio

That the report dated June 14, 2004, entitled "Markham District Energy Inc. Municipal Access Agreement - Update on Approvals within Town Rights of Way and Approval for Conveyance of a Utility Easement to Markham District Energy Inc. over 101 Town Centre Boulevard" be received;

And that the Commissioner of Community and Fire Services, CAO and Town Solicitor be authorized to negotiate a Municipal Access Agreement with Markham District Energy Inc. and that the Mayor and Clerk be authorized to execute the agreement;

And that a by-law be enacted authorizing the Mayor and Clerk to execute a Transfer of Easement for the purpose of installing infrastructure (mainly consisting of transmission pipelines and manhole chambers) to Markham District Energy Inc. over Town owned lands legally described as Part of Block 9 Plan 65M-2503 and designated as Part 1 as shown on a Draft Reference Plan to be deposited, in a form satisfactory to the Town Solicitor, for a nominal fee.

CARRIED

10. ACQUISITION OF HANSEN GIS INTERFACE MODULE (7.13) Weblink

Moved by Councillor S. Chiu

Seconded by Councillor J. Virgilio

That the report dated June 14, 2004 entitled "Acquisition of Hansen GIS Interface Module" be received;

And that the acquisition of the Hansen GIS Interface Module and related items and services be awarded to Hansen Information Technologies - Canada Inc. (Hansen Canada Inc.) in an amount to be negotiated with the vendor to an upset limit of $82,800 including 8% PST and 7% GST ($77,760 including 8% PST excluding GST), as authorized by Section 14.1.b of the Purchasing By-Law 143-2000;

And that the acquisition of an additional 3 licenses and related maintenance for the ArcGIS software be awarded to Environmental Systems Research Institute Inc., Canada (ESRI) in the amount of $47,472 including 8% PST and 7% GST ($44,582 including 8% PST excluding GST), as authorized by Section 14.1.b of the Purchasing By-law 143-2000;

And that funding be provided from the 2004 ITS Capital Budget - Account Number 049-5350-6327-005.

CARRIED

11. ACQUISITION OF FIRE DISPATCH
MAPPING MODULE (7.15 & 7.12) Weblink

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Heath

That the report dated June 14, 2004 entitled "Acquisition of Fire Dispatch Mapping Module" be received;

And that the acquisition of Fire Dispatch Mapping Module and related items and services be awarded to GEAC Computer Corporation Limited in an amount to be negotiated with the vendor to an upset limit of $132,518 including 8% PST, as authorized by Section 27 of the Purchasing By-Law 143-2000;

And that funding be provided from the 2004 Capital Budget - Account Number 049-5350-6327-005.

CARRIED

12. STATUS OF SATELLITE COMMUNITY CENTRE
AIR CONDITIONING SYSTEMS (6.6 & 7.5)

Moved by Regional Councillor J. Heath

Seconded by Deputy Mayor F. Scarpitti

That the report entitled "Status of Satellite Community Centre Air Conditioning Systems" be received;

And that staff be authorized to proceed with the installation of an air conditioning system at the Cedar Grove Community Centre;

And further that funding for the project is provided for in the 2003 capital account #70-6150-5284-005 in the amount of $7,800 exclusive of GST, and 2004 capital account # 56-6150-6320-005 in the amount of $7,300 exclusive of GST.

CARRIED

13. RODICK ROAD PEDESTRIAN BRIDGE AND PATHWAY
CONSTRUCTION CONTRACT OVERRUN (7.12 & 7.5)

Moved by Councillor D. Horchik

Seconded by Councillor J. Virgilio

That the report to Finance and Administrative Committee dated June 14, 2004, entitled "Rodick Road Pedestrian Bridge and Pathway Construction Contract Overrun" be received;

And that contract overruns totalling $27,462.47 be approved;

And that the funding for the contract overruns be provided for from closed capital projects (originally funded 90% development charge, 10% tax-based), to be identified in the 2004 update on the status of capital projects.

CARRIED

14. PURCHASE OF SPONSORSHIPS - FUTURE
POSSIBILITIES "EMPOWERING CHILDREN" (12.2.6) Weblink

Moved by Mayor D. Cousens

Seconded by Councillor J. Webster

That the request for sponsorship from Geri Berholz, Executive Director of Future Possibilities "Empowering Children" be received;

And that a grant in the amount of $1,000 be approved to support the growth of Future Possibilities.

CARRIED

15. 50 LOCKRIDGE AVENUE, UNIT 1A - OBJECTIONS
TO LIQUOR LICENSE APPLICATION (X)

Councillor D. Horchik tabled two emails dated June 9 and June 10 in objection to the liquor license application for Unit 1A, 50 Lockridge Avenue.

Moved by Councillor D. Horchik

Seconded by Deputy Mayor F. Scarpitti

That the email correspondence from Jack Yuen, Markham resident, dated June 9, 2004 in objection to the liquor license application, be received;

And that the email correspondence from Cindy and Trevor Sattaur, Directors, Sunshine Lake Child Care Centre & Littlefoot Private Home Daycare Agency, dated June 10, 2004 in objection to the liquor license application, be received;

And that the Alcohol and Gaming Commission of Ontario be advised that Council objects to the liquor license application for Unit 1A, 50 Lockridge Avenue due to the fact that there is an existing child care centre and a children's learning centre within the plaza.

CARRIED

16. PROPERTY FOR TAX SALE REGISTRATION
UNDER THE MUNICIPAL ACT, 2001 (7.3)

Moved by Councillor J. Virgilio

Seconded by Councillor D. Horchik

That the Treasurer commence the registration process for the property referred to in the confidential report dated June 14, 2004 to the Finance and Administrative Committee.

CARRIED

17. RESIDENTIAL TAX SALE (7.3)

Moved by Deputy Mayor F. Scarpitti

Seconded by Councillor G. McKelvey

That the Treasurer be authorized to proceed with the tax sale of the property referred to in the confidential report dated June 14, 2004 to the Finance and Administrative Committee.

CARRIED

____________________________________________________________________________

Other matters considered by Finance & Administrative Committee on June 14, 2004:

18. 2004 REASSESSMENT - CURRENT VALUE ASSESSMENT
(CVA) IMPACT ON TOWN OF MARKHAM (7.1 & 7.3)

Mr. Paul Wealleans, Director of Taxation, gave a presentation on the four general areas of assessment.

Moved by Councillor D. Horchik

Seconded by Councillor J. Webster

That the report entitled "2004 Reassessment - Current Value Assessment (CVA) Impact on Town of Markham" be received for information.

CARRIED

19. DEVELOPMENT CHARGE UPDATE (7.11)

Mr. Joel Lustig, Director Financial and Client Services, presented an update on Soft Services, and Hard Services, and Mr. Alan Brown, Director of Engineering, presented a preliminary review of the Hard Services Capital Program.

Staff was requested to provide copies of the chart entitled "Service Level per Year" to all Members.

This agenda item entitled "Development Charge Update" and the agenda item entitled "Development Charge Soft Services Update" were dealt with simultaneously.

Moved by Councillor D. Horchik

Seconded by Councillor A. Chiu

That the presentation of the Director, Financial and Client Services and the Director of Engineering, regarding the update on Development Charges, be received.

CARRIED

20. MUNICIPAL FINANCE OFFICERS'
ASSOCIATION OF ONTARIO (MFOA) (7.0 & 12.2.6)

Moved by Deputy Mayor F. Scarpitti

Seconded by Councillor D. Horchik

That the letter dated May 20, 2004 from Municipal Finance Officers' Association of Ontario (MFOA), congratulating the Town of Markham and its budget staff on winning the prestigious Government Finance Officers' Association award for Budget Excellence in 2003, be received.

CARRIED

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Moved by Councillor J. Virgilio

Seconded by Councillor D. Horchik

That the meeting resolve in-camera to discuss two property matters. (5:35 p.m.)

CARRIED

Moved by Councillor D. Horchik

Seconded by Councillor J. Virgilio

That the Committee rise and report. (5:40 p.m.)

CARRIED

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ADJOURNMENT

The Finance & Administrative Committee meeting adjourned at the hour of 5:40 p.m.