M I N U T E S

FINANCE & ADMINISTRATIVE COMMITTEE

2003-06-16 - Canada Room

Meeting No. 13

Attendance

Chair: Councillor K. Usman (2:00pm) Vice-Chair, Budget Reg. Councillor F. Scarpitti Vice-Chair, IT Councillor S. Daurio Members: Councillor J. Heath (Alternate) Councillor A. Chiu (1:15pm) Others: Regional Councillor T. Wong Councillor G. McKelvey (1:15pm) Mayor D. Cousens

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 M. F. Turner, Commissioner, Strategy, Innovation & Partnerships T. Webster, Acting Commissioner, Strategy, Innovation & Partnerships J. Allen, Chief Information Officer D. McClean, Fire Chief S. Birrell, Town Clerk B. Cribbett, Treasurer P. Loukes, Director, Operations & Asset Management S. Chait, Director, Economic Development S. Laing, Acting Director, Human Resources J. Lustig, Director, Financial & Client Services P. Wealleans, Director of Taxation B. Varner, Real Property Manager R. Hutcheson, Manager, Heritage Planning J. Harrison, Manager, Contact Centre B. Misra, Manager, GIS & Applications L. Irvine, Manager, Parks and Open Space Development F. Wong, Manager, Financial Planning M. Ingwersen, Manager, Parks Construction & Maintenance M. Rebane, Manager, Corporate Communications C. Harrison, Communications Coordinator B. Nanninga, Executive Assistant to Mayor and Council J. Kee, Committee Clerk

The Finance & Administrative Committee convened at the hour of 1:10 p.m. with Councillor S. Daurio in the Chair. Councillor K. Usman assumed the Chair at 2:15 p.m.

DISCLOSURE OF INTEREST

None declared.

1. RELOCATION OF THE UDELL-HAMILTON HOUSE-
TO MARKHAM HERITAGE ESTATES - FINANCIAL
CAPABILITY OF APPLICANT AND LOT SELECTION (16.11)

Moved by Regional Councillor F. Scarpitti

Seconded by Councillor G. McKelvey

That the report on financial capability of the applicants to purchase a lot and successfully undertake the relocation and restoration of the Udell-Hamilton House at the Markham Heritage Estates be received and endorsed;

And that Lot 37, Plan 65M-2761 (Heritage Subdivision) be declared surplus to the Town's need and made available for sale to the applicants;

And that the fourteen (14) day notice period of the proposed sale of the above lands, be placed on the next Council agenda, or subsequent date, in accordance with the Town of Markham By-law No. 178-96 (Sale of Surplus Real Property);

And that the Manager of Real Property and the Manager of Heritage Planning be authorized to negotiate the terms and conditions for the relocation of the Lunau Barn and to finalize the sale of the structure to Mr. Michael Bradshaw, in a form satisfactory to the Town Solicitor;

And that a by-law be enacted authorizing the Mayor and Clerk to execute an Agreement of Purchase and Sale between Michael Bradshaw and the Town of Markham together with the transfer/deed of land and any other required closing documentation in a form satisfactory to the Town Solicitor;

And that Lot 37 be sold for the price of $109,000.00;

And that when a building permit is issued for Lot 37, Plan 65M-2761, that the property be exempt from all of the Town's current development charges in accordance with the Town of Markham By-law No. 147-99 (Town-wide Hard Services), and Town of Markham By-law No. 148-99 (Town-wide Soft Services);

And that in providing the above exemption, it is acknowledged that if or when a residence is built on the property at 7292 19th Avenue, the property is subject to any applicable development charges.

CARRIED

2. BUR OAK & MCCOWAN LAND PURCHASE
NEW FIRE STATION (8.6 & 7.15)

Moved by Councillor A. Chiu

Seconded by Councillor G. McKelvey

That Council approve the execution of an Agreement of Purchase and Sale for the purchase of lands designated as Parts 1, 2 and 3 on the reference plan (attached to staff report) (to be deposited), being a part of Part 17, Plan 65R-21556, PIN 03060-0179, Bur Oak Avenue, Markham from Amber Plain Investments Limited in the amount of $675,000 excluding GST;

And that a by-law be enacted on June 24, 2003 to authorize the Mayor and Clerk to execute the Agreement and all related documents for the lands designated as Parts 1, 2 and 3 on the attached reference plan (to be deposited), being a part of Part 17, Plan 65R-21556, PIN 03060-0179, Bur Oak Avenue, Markham from Amber Plain Investments Limited, in a form satisfactory to the Town Solicitor;

And that an Executive Steering Committee be struck, consisting of members of the current Fire Station Executive Steering Committee and other members of Council as appointed;

And that Council support and approve in principle the construction of the "repeatable design" fire station on the lands;

And that project management for the construction of the new fire station be provided by the Town's Construction and Utilities Department.

CARRIED

3. SURPLUS PROPERTY AND CONVEYANCE OF
PART OF BLOCK D, PLAN 2886 AND DESIGNATED AS
PARTS 2 AND 3 ON PLAN 65R-21737 TO UNIONVILLE
HOME SOCIETY, HIGHWAY 7, UNIONVILLE (8.5)

Moved by Councillor G McKelvey

Seconded by Councillor A. Chiu

That the Chief Administrative Officer and the Town Solicitor be authorized to proceed with the process of the conveyance of property designated as Part 2 and 3, Registered Plan 65R-21737, once the property has been formally acquired from the Ontario Realty Corporation, as follows:

"That the property being Part of Block D, Plan 2886 and designated as Parts 2 and 3 and Plan 65R-21737, Highway 7, Unionville 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 June 24, 2003, also required by Town of Markham By-law No. 178-96;

And further that a by-law be enacted at the Council meeting on July 8, 2003, authorizing the Mayor and Clerk to execute a Transfer/Deed of Land to Unionville Home Society for lands legally described as Part of Block D, Plan 2886 and designated as Parts 2 and 3 on Plan 65R-21737, Highway 7, Unionville in a form satisfactory to the Town Solicitor."

CARRIED

4. RELOCATION OF THE PETER G. MUSTARD HOUSE
TO MARKHAM HERITAGE ESTATES - FINANCIAL
CAPABILITY OF APPLICANT AND LOT SELECTION (16.11)

Moved by Councillor G. McKelvey

Seconded by Councillor S. Daurio

That the report on financial capability of the applicants to purchase a lot and successfully undertake the relocation and restoration of the Peter Mustard House at the Markham Heritage Estates be received and endorsed;

And that Lot 28, Plan 65M-2761 (Heritage Subdivision) be declared surplus to the Town's need and made available for sale to the applicants;

And that the fourteen (14) day notice period of the proposed sale of the above lands, be placed on the next Council agenda, or subsequent date, in accordance with the Town of Markham By-law No. 178-96 (Sale of Surplus Real Property);

And that a by-law be enacted authorizing the Mayor and Clerk to execute an Agreement of Purchase and Sale between Gregory Knight and Tara Cooke and the Town of Markham together with the transfer/deed of land and any other required closing documentation in a form satisfactory to the Town Solicitor;

And that when a building permit is issued for Lot 28, Plan 65M-2761, that the property be exempt from all of the Town's current development charges in accordance with Town of Markham By-law No. 147-99 (Town Wide Hard Services) and Town of Markham By-law 148-99 (Town Wide Soft Services);

And that in providing the above exemption it is acknowledged that if or when a residence is built on the property at 9615 9th Line, the property is subject to any applicable development charges.

CARRIED

5. REGISTRATION OF PROPERTIES FOR TAX SALE (7.3)

Moved by Mayor D. Cousens

Seconded by Regional Councillor T. Wong

That the Treasurer commence the registration process under the Municipal Act, 2001 for the four properties listed on Appendix "A" to this report.

CARRIED

6. PROPERTY TAX REDUCTION PROGRAM
FOR HERITAGE PROPERTIES (7.3 & 16.11)

Mr. Paul Wealleans, Director of Taxation, made a presentation on the proposed property tax reduction program for heritage properties, advising that it would provide the opportunity of a major incentive for the preservation of built heritage in the community.

Committee discussed various aspects of the proposal, including: heritage easement agreements and possible action to be taken if tax reduction program is discontinued; eligibility of properties; the amount of reduction or refund to be considered; and administrative concerns. Members suggested that a Public Information Meeting be held prior to approval of the program to give residents an opportunity to provide input on the proposal.

Moved by Regional Councillor F. Scarpitti

Seconded by Mayor D. Cousens

That the presentation by the Director of Taxation, regarding the proposed property tax reduction program for heritage properties be received;

And that a Public Information Meeting be held as soon as possible to present the information on the proposed property tax reduction program for heritage properties to residents, and to provide an opportunity for public input;

And that advertisements be placed in the local newspapers and that notices be sent to the following groups and organizations:

- Heritage Estates Subdivision home-owners

- Home-owners in the Heritage Conservation Districts (Thornhill, Markham

Village, and Unionville)

- Homeowners in the Buttonville Heritage Conservation District Study Area

- Owners of designated heritage properties

- Owners of listed heritage properties

- Markham, Thornhill and Unionville Historical Societies, and

- Members of Heritage Markham Committee

And that staff be requested to bring back a report to the Finance & Administrative Committee on this matter, consolidating all comments received.

CARRIED

7. APPOINTMENT OF CSBIF DIRECTOR - (COMMUNITY
SMALL BUSINESS INVESTMENT FUND) (10.16 & 12.2.6)

Moved by Regional Councillor F. Scarpitti

Seconded by Councillor A. Chiu

That the report entitled "Appointment of CSBIF Director" be received;

And that the Town appoint Councillor K. Usman to serve for a period of one year, as the Town's representative on the Board of Directors of the Community Small Business Investment Fund (CSBIF) managed by Value Added Ventures Limited of Thornhill.

CARRIED

8. NOTICE BY-LAW (2.0 & 2.1)

Moved by Councillor S. Daurio

Seconded by Councillor A. Chiu

That a by-law be enacted to amend By-Law No. 2002-275, "A By-Law to Prescribe the Form and Manner and Times for the Provision of Reasonable Notice" to provide for notice publication on the committee/Council agenda and on the Town's website.

CARRIED

9. MINUTES - MARKHAM SARS ECONOMIC RECOVERY
TASK FORCE - MAY 12, MAY 13, & MAY 20, 2003 AND

SARS FUNDING SOURCE (16.24 & 13.4.4)

Moved by Regional Councillor F. Scarpitti

Seconded by Regional Councillor T. Wong

That the minutes of the Markham SARS Economic Recovery Task Force meetings held on

May 12, May 13, and May 20, 2003, be received;

And that staff of the Financial Services Department be requested to identify a funding source for the SARS economic recovery initiative to the level of $75,000 to bring the total amount to be expended to $100,000;

And that such funding be at the discretion of the Treasurer.

CARRIED

10. EXEMPTION OF ALL RETAIL BUSINESSES IN TOWN

OF MARKHAM - SARS ECONOMIC RECOVERY (13.4 & 7.0)

Moved by Regional Councillor F. Scarpitti

Seconded by Regional Councillor T. Wong

Whereas Markham Council established a special Severe Acute Respiratory Syndrome (SARS) Economic Recovery Task Force for the purpose of recommending an action plan promoting the economic recovery of Markham businesses negatively affected by the SARS outbreaks;

And Whereas the Task Force has consulted with the cross section of Markham business community in order to better understand the extent of the economic impact and to identify opportunities for government to assist in the economic recovery;

And Whereas the retail sector in Markham and across York Region has been significantly affected by the SARS outbreaks;

And Whereas the Region of York has the authority under the Retail Business Holidays Act to exempt retail business establishments from the requirement to close on statutory holidays;

And Whereas Regulation 711/91 permits such exemption for up to five holidays a year during which a fair, festival or other special event is being held in a municipality;

Now Therefore, Be It Resolved That:

1. The Region of York be requested to exempt all retail businesses in the Town of Markham from the provisions of the Retail Business Holidays Act, pursuant to Regulation 711/01, for every statutory holiday after Canada Day, up to and including Thanksgiving, 2003, for the purposes of permitting fairs, festivals or other special events.

2. The Region of York be requested to exempt all retail businesses in all of the local municipalities in York Region from the provisions of the Retail Business Holidays Act, pursuant to Regulation 711/01, for every statutory holiday after Canada Day, up to and including Thanksgiving, 2003 for the purposes of permitting fairs, festivals or other special events.

3. The Region of York be requested to schedule a public meeting in accordance with the provisions of the Retail Business Holidays Act as soon as possible to commence the process to permit the exemption requested.

CARRIED

11. REQUEST FOR PROPOSAL FOR DETAILED REVIEW
OF CORPORATE COMMUNICATIONS (12.2 & 7.0)

Mr. Tom Webster, Acting Commissioner, Strategy, Innovation & Partnerships, provided details of the proposal for a review of the Town's Corporate Communications operation.

Committee requested that the effectiveness of community newsprint media also be reviewed by the Communications Committee and staff.

Moved by Councillor S. Daurio

Seconded by Councillor J. Heath

That the presentation of the Acting Commissioner, Strategy, Innovation & Partnerships regarding the Request for Proposal for a detailed review of Corporate Communications, be received;

And the following recommendation, which was received and endorsed in principle at Council on June 10, 2003, be confirmed:

"That the report dated June 3, 2003 entitled "Request for Proposal for a Detailed Review of Corporate Communications" be received and endorsed;

And that an upset limit for the review be set at $20,000 (inclusive of GST) and be funded from the Organization Development account #043 53505242005."

CARRIED

12. SKATEBOARD PARK UPDATE - SOIL CONDITION (6.3)

Ms. Linda Irvine, Manager, Parks & Open Space Development, was in attendance and updated Committee on the condition of the soil at the proposed skateboard park. She advised that testing has determined that the soil contains fill that would have to be re-engineered which would effect the original park design and budgeted costs.

Moved by Councillor S. Daurio

Seconded by Councillor A. Chiu

That the verbal report of the Manager, Parks & Open Space Development regarding the soil condition of the proposed skateboard park, and its effect on the final design and costs, be received;

And that staff continue with the tender process for the skateboard park;

And that the Chief Administrative Officer be authorized to award the contract, at his discretion.

CARRIED

13. CONTRACT AWARD RFP 026 R03
MARKHAM CENTRE FINANCIAL STRATEGY (7.12)

Moved by Councillor G. McKelvey

Seconded by Councillor S. Daurio

That RFP 026-R-03 for a Financial Strategy for Markham Centre be awarded to the highest ranked acceptable proponent P3 Advisors for a sum not to exceed the project budget of $75,000.00, inclusive of 7% GST and disbursements ($72,196.26 inclusive of 3% GST and disbursements);

And that the award be funded from Development Services 2002 Capital Project account

80-5399-4971-005 “Markham Centre Enterprise Study”;

And that the balance remaining in Development Services Capital Project accounts: 80-5399-4975-005 “Open Space Performance Measures” in the amount of $8,261.43; 80-5399-4977-005 “Transportation Performance Measures” in the amount of $16,412.60 and 80-5399-3519-005 “Sciberras Road Study” in the amount of $18,802.40 totalling $43,476.43 be transferred to account 80-5399-4971-005 “Markham Centre Enterprise Study”.

CARRIED

14. PARK AND BOULEVARD MOWING STANDARDS (6.3)

Committee raised concerns with the abundance of weeds on Town lawns, boulevards and curbs, and suggested that enhanced trimming or extended cultural practices may be necessary.

Moved by Councillor S. Daurio

Seconded by Councillor A. Chiu

That the program to reduce the number of days between grass mowing in Parks from the current 14 to 18 day intervals to a 12 to 14 day mowing interval, in the amount of $150,000 be approved;

And that the funding for the program to reduce the number of days between grass mowing in Parks from the current 14 to 18 day intervals to a 12 to 14 day mowing interval is provided for in the 2003 Operating accounts 730-7363015 in the amount of $50,000, 730-7363010 in the amount of $30,000, and 750-7525500 in the amount of $70,000;

And that the program to increase the level of service for boulevard grass cutting from 11 to 14 cuts per year, for both Town and Region roads, in the amount of $66,000 be approved;

And that the funding to increase the level of service for boulevard grass cutting from 11 to 14 cuts per year, for both Town and Region roads, is provided for in the 2003 Operating account 730-7305399;

And that the Operations and Finance Departments solicit support from the Region of York to provide financial assistance to cover the additional costs associated with the increased level of service from 11 to 14 cuts annually on Region boulevards;

And that staff be requested to report back, to the Community Services & Environment Committee, with recommendations on ways to restore lawns in Town parks, boulevards and other Town properties, including enhances trimming and extended cultural practices.

CARRIED

15. BOULEVARD MAINTENANCE ON REGIONAL ROADS (5.10)

Moved by Councillor A. Chiu

Seconded by Regional Councillor T. Wong

That the report entitled "Boulevard Maintenance on Regional Roads" be received;

And that Council direct the Operations Department to contract out the boulevard maintenance on Regional roads;

And that a program to collect and dispose of litter on Regional roads be approved, subject to the Region of York providing full recovery of all of the costs associated with this new service.

CARRIED

16. OUT OF THE COLD PROGRAM (12.2.6)

Moved by Councillor S. Daurio

Seconded by Councillor G. McKelvey

That Mayor D. Cousens be authorized to communicate with the City of Toronto, Markham Council's strong support of their "Out of the Cold Program";

And that the City of Toronto also be requested to continue this very worthwhile program.

CARRIED

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Other issues considered by Finance & Administrative Committee on June 16, 2003:

17. CONTACT CENTRE UPDATE (12.2)

Ms. Janice Harrison, Manager, Contact Centre, gave a brief overview of the operation of the Contact Centre, which opened on April 28, 2003. Ms. Rhonda Bosch, Consultant, presented detailed statistical information on call volume, types of inquiries, performance management, key performance indicators, business process improvements, service enhancements, and potential services to be included in Phase II.

Committee requested that staff provide the email address of the Contact Centre to all Members of Council.

Moved by Mayor D. Cousens

Seconded by Regional Councillor F. Scarpitti

That the verbal update of the activities of the Contact Centre by the Manager of the Contact Centre and Consultant be received;

And that staff be congratulated and commended for their excellent work in this project.

CARRIED

18. MINISTRY OF CITIZENSHIP - 2003 ONTARIO MEDAL
FOR GOOD CITIZENSHIP (13.2.10 & 12.2.6)

Moved by Councillor A. Chiu

Seconded by Councillor S. Daurio

That the letter from the Ministry of Citizenship, dated May 2003, requesting nominations for the Ontario Medal for Good Citizenship award for 2003 be received and referred to Members of Council.

CARRIED

19. TOWN OF WHITBY RESOLUTION - EROSION OF
MUNICIPAL AUTHORITY (13.5.2 & 12.0)

Moved by Councillor A. Chiu

Seconded by Councillor S. Daurio

That the letter and resolution from the Town of Whitby, dated May 27, 2003, with respect to the municipality's objection to the potential erosion of municipal council authority that is set out in the campaign platform recently released by the Progressive Conservative Party, be received.

CARRIED

20. MUNICIPALITY OF CENTRAL ELGIN - RESOLUTION -
CALLING OF PROVINCIAL/FEDERAL ELECTIONS
WHEN MUNICIPAL ELECTIONS ARE SCHEDULED (13.5.1 & 12.0)

Moved by Councillor A. Chiu

Seconded by Councillor S. Daurio

That the letter and resolution from the Municipality of Central Elgin, dated May 27, 2003, with respect to the municipality's suggestion that Provincial and Federal elections not be called when Municipal elections are scheduled, be received.

CARRIED

21. CITY OF TORONTO - RESOLUTION
MUNICIPAL PROPERTY ASSESSMENT CORPORATION'S
(MPAC) FUTURES PROGRAM (13.5.2 & 13.2)

Moved by Councillor A. Chiu

Seconded by Councillor S. Daurio

That the letter and resolution from the City of Toronto, dated May 26, 2003, respecting the Municipal Property Assessment Corporations' (MPAC) "Futures" Program, be received.

CARRIED

22. SWAN LAKE - PROPERTY TAX ISSUES (7.3)

Moved by Regional Councillor T. Wong

Seconded by Councillor S. Daurio

That the presentation by the Treasurer and Director of Taxation with respect to property tax issues in Swan Lake, be received.

CARRIED

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Moved by Councillor G. McKelvey

Seconded by Regional Councillor F. Scarpitti

That the meeting resolve in-camera to discuss a property matter. (2:40 p.m.)

CARRIED

Moved by Regional Councillor F. Scarpitti

Seconded by Regional Councillor T. Wong

That the Committee rise and report. (2:42 p.m.)

CARRIED

Moved by Regional Councillor T. Wong

Seconded by Councillor A. Chiu

That the meeting resolve in-camera to discuss property matters. (3:25 p.m.)

CARRIED

Moved by Councillor G. McKelvey

Seconded by Councillor J. Heath

That the Committee rise and report. (4:00 p.m.)

CARRIED

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ADJOURNMENT

The Finance & Administrative Committee meeting adjourned at the hour of 4:00 p.m.