`                                                                             M I N U T E S

FINANCE & ADMINISTRATIVE COMMITTEE

2004-06-01

Meeting No. 11

 

Attendance

 

Vice-Chair,

    Budget            Councillor D. Horchik

Members:            Reg. Councillor J. Heath

                           Councillor J. Virgilio

                           Councillor K. Usman (9:10am)

                           Councillor A. Chiu

Others:                Mayor D. Cousens

                           Deputy Mayor F. Scarpitti (9:25am)

                           Reg. Councillor J. Jones

                           Councillor G. McKelvey

                           Councillor J. Webster

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

D. McClean, Fire Chief

J. Allen, Chief Information Officer

C. Biss, Chief Executive Officer, Markham

            Public Libraries

S. Birrell, Town Clerk

B. Cribbett, Treasurer

P. Loukes, Director, Operations & Asset

            Management

S. Bertoia, General Manager, Construction

            & Utilities

S. Taylor, Director, Strategic Services

J. Lustig, Director, Financial & Client Services

P. Wealleans, Director, Taxation

G. Phillips, Manager, Markham Museum

F. Edwards, Manager, Administration

B. Misra, Manager, Applications & GIS

J. Nelson, Acting Manager, Corporate &

            Development Finance

P. Miller, Manager, Secretariat Services

F. Wong, Manager, Financial Planning

J. Swan, Client Advisor

B. Nanninga, Executive Assistant to Mayor

            and Council

J. Kee, Committee Clerk

 

 

The Finance & Administrative Committee convened at the hour of 9:05 a.m. with Councillor

D. Horchik in the Chair. 

 

 

            DISCLOSURE OF INTEREST

 

None declared.

 

 

1.         EDEN OAK (UNIONVILLE) INC., RELEASE AND
            ABANDONMENT OF STORM AND SANITARY
            SEWER EASEMENTS - PART OF LOT 8, CONCESSION 6,
            DESIGNATED AS PARTS, 4, 5 & 6, PLAN 65R-25207 (8.1)    Weblink

 

Moved by Councillor J. Virgilio

Seconded by Councillor K. Usman

 

That a by-law be enacted authorizing the Mayor and Clerk to execute a release and abandonment of a storm and sanitary sewer easement over lands legally described as Part of Lot 8, Concession 6, designated as Parts 4, 5 and 6, Plan 65R-25207, in a form satisfactory to the Town Solicitor.

 

CARRIED

 

 

 

2.         TERMS OF REFERENCE – INFORMATION     Weblink
            TECHNOLOGY SUB-COMMITTEE (7.13 & 16.34)

 

Moved by Councillor J. Virgilio

Seconded by Councillor K. Usman

 

That the Terms of Reference for the Information Technology Sub-Committee be endorsed and approved.

CARRIED

 

 

 

3.         ASSOCIATION OF MUNICIPALITIES OF ONTARIO
            2004 ANNUAL CONFERENCE (13.12.2 & 11.12)    Weblink

 

The Executive Assistant to the Mayor and Members of Council will canvass Members regarding attendance at the AMO 2004 Annual Conference, August 22nd to 25th, 2004, and the names will be confirmed at the meeting of Committee of the Whole on Tuesday, June 8, 2004.

 

Moved by Councillor G. McKelvey

Seconded by Councillor J. Virgilio

 

That the Report entitled "AMO 2004 Annual Conference" dated June 1, 2004 be received;

 

And that the information regarding Association of Municipalities of Ontario's (AMO) Annual Conference, being held August 22nd to 25th, 2004 at the Congress Centre in Ottawa, Ontario, be received;

 

 

 

 

 

And that Members of Council wishing to attend the AMO Conference with overnight accommodation advise the Finance and Administrative Committee;

 

And that Council approve the attendance of these Members of Council at the Annual Conference of the Association of Municipalities of Ontario, August 22nd to 25th, with authorized expenses to be paid in accordance with Town Policy;

 

And that any Member of Council wishing to attend the AMO Conference without overnight accommodations be free to do so in accordance with the Town's Business Expense and Conferences Policy.

CARRIED

 

 

 

4.         CANCELLATION, REDUCTION OR REFUND OF TAXES
            UNDER SECTIONS 357 AND 358 OF THE
            MUNICIPAL ACT, 2001 (7.3)      Weblink

 

Moved by Councillor J. Virgilio

Seconded by Councillor A. Chiu

 

That residential taxes totalling $87,314.80 be adjusted under Section 357 (in the amount of $38,432.88) and Section 358 (in the amount of $48,881.92) of the Municipal Act, 2001 of which the Town's portion is estimated to be $21,138.08;

 

And that the associated interest be cancelled in proportion to the tax adjustments;

 

And that the Treasurer be directed to adjust the Collector's Roll.

CARRIED

 

 

 

5.         CREATION OF A MARKHAM HISTORY - RESEARCH
            AND PUBLICATION TRUST FUND (7.0 & 6.7 & 12.2.6) 

 

Moved by Councillor K. Usman

Seconded by Councillor G. McKelvey

 

That the report entitled "Creation of a Markham History - Research and Publication Trust Fund" be received;

 

 

 

 

 

And that Council approve the creation of a Markham History - Research and Publication Trust Fund under the administration of the Town of Markham to receive the funds;

 

And that the Markham History Research and Publication Trust Fund Advisory Committee be established;

 

And further that Council approve terms of reference for administration of the above-named Advisory Committee as set out in Appendix A, (attached to the original Council Minutes in the Clerk's Office).

CARRIED

 

 

 

6.         TENDER AWARD - 015-T-04 REPLACEMENT
            OF CURB BOX AND OPERATING ROD BY
            VACUUM EXCAVATION METHOD (7.12.1 & 5.4)    Weblink

 

Moved by Councillor A. Chiu

Seconded by Councillor K. Usman

 

That the report entitled "Tender Award - Replacement of Curb Box & Operating Rod by Vacuum Excavation Method" be received;

 

And that tender 015-T-04 Replacement of Curb Box & Operating Rod by Vacuum Excavation Method be awarded to Nu-Tech Water Box Repairs Ltd., the third lowest acceptable bidder in their unit price totalling an estimated $361,927.50 inclusive of 7% GST ($338,250.00 exclusive of GST) for a period of three years effective June 1, 2004 with an option to renew for two additional years;

 

And that the 2004 expenditures, estimated at $112,750.00 exclusive of GST, be charged to Waterworks Operating Accounts 760 111 5300, 760 211 5300 and Capital Account 53-6150-6014-005;

 

And that the following 2005-2006 estimated costs estimated at $225,500.00 exclusive of GST, be provided for within the respective years' budget submission for the Waterworks Department:

 

 

And further that the Director of Operations and Asset Management and the Director of Financial & Client Services be authorized to extend the contract for an additional one year at the same prices, terms and conditions.

CARRIED

 

 

 

 

 

 

 

____________________________________________________________________________

 

Other matters considered by Finance & Administrative Committee on June 1, 2004:

 

 

 

7.         PAPERLESS AGENDA SYSTEM (16.23)    Weblink

 

S. Birrell, Town Clerk, gave a brief presentation on the concept of a paperless agenda system.

 

Members suggested that staff review the processes at other municipalities across Canada, including the City of Edmonton.

 

Moved by Mayor D. Cousens

Seconded by Councillor J. Virgilio

 

That staff be authorized to research the feasibility of implementing a paperless agenda system for Standing Committees and Council;

 

And that staff report back to the Finance and Administrative Committee in December 2004 with the results of the investigation, including financial considerations and a detailed implementation training and communication plan.

CARRIED

 

 

 

8.         DEVELOPMENT CHARGES UPDATE (7.11)

Mr. J. Lustig, Director, Financial & Client Services, presented an update on Development Charges.

 

Moved by Deputy Mayor F. Scarpitti

Seconded by Councillor K. Usman

 

That the presentation by the Director, Financial & Client Services, regarding the update on Development Charges, be received;

 

And that a sub-committee of Council be established to review soft service program components and report back to either Finance & Administrative Committee on June 14, 2004 or Committee of the Whole on June 30, 2004;

 

 

 

 

 

 

 

And that the following Members of Council be appointed to the sub-committee:

            Deputy Mayor F. Scarpitti

            Regional Councillor J. Heath

            Councillor D. Horchik

            Councillor K. Usman

            Councillor J. Webster

            Mayor D. Cousens, Ex Official

CARRIED

 

 

 

9.         2004 ONTARIO BUDGET PROPERTY
            TAX MEASURES (7.3)       Weblink

 

Ms. B. Cribbett, Treasurer, briefly reviewed the Ontario Government budget proposals that were tabled on May 18, 2004 relating to property tax and assessment.

 

Moved by Regional Councillor J. Heath

Seconded by Councillor K. Usman

 

That the report entitled "2004 Ontario Budget - Property Tax Measures" be received for information.

CARRIED

 

 

 

10.       MINUTES - INFORMATION TECHNOLOGY
            SUB-COMMITTEE - MAY 17, 2004 (7.13 & 16.34)    Weblink

 

Moved by Councillor J. Virgilio

Seconded by Councillor K. Usman

 

That the minutes of the Information Technology Sub-Committee meeting held on May 17, 2004 be received.

CARRIED

 

 

 

-------------------------------------------------------------------------

 

Moved by Councillor J. Virgilio

Seconded by Councillor K. Usman

 

That the meeting resolve in-camera to discuss a legal matter. (9:15 a.m.)

CARRIED

 

 

Moved by Councillor J. Virgilio

Seconded by Councillor K. Usman

 

That the Committee rise. (10:00 a.m.)

CARRIED

 

-------------------------------------------------------------------------

 

 

Moved by Councillor K. Usman

Seconded by Councillor J. Virgilio

 

That the meeting resolve in-camera to discuss a legal matter. (10:45 a.m.)

CARRIED

 

 

 

Moved by Councillor K. Usman

Seconded by Councillor J. Virgilio

 

That the Committee rise. (11:00 a.m.)

CARRIED

 

-------------------------------------------------------------------------

 

 

 

ADJOURNMENT

 

The Finance & Administrative Committee meeting adjourned at the hour of 11:00 a.m.