General Committee Meeting Minutes

Meeting Number: 11

Tuesday, April 11, 2023 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Regional Councillor Jim Jones
• Regional Councillor Joe Li
• Regional Councillor Alan Ho
• Councillor Keith Irish
• Councillor Ritch Lau
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Andrew Keyes
• Councillor Amanda Collucci
• Councillor Isa Lee

Regrets

• Mayor Frank Scarpitti
• Deputy Mayor Michael Chan
• Councillor Juanita Nathan

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Kimberley Kitteringham, City Clerk
• Catherine Biss, Chief Executive Officer
• Adam Grant, Fire Chief
• Hersh Tencer, Manager, Real Property
• Giulio Cescato, Director of Panning & Urban Design
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Jay Pak, Sr. Manager, Financial Planning & Reporting, Financial Services
• Jennifer Evans, Legislative Coordinator

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1.

CALL TO ORDER

INDIGENOUS LAND ACKNOWLEDGEMENT

We begin today by acknowledging the traditional territories of Indigenous peoples and their commitment to stewardship of the land. We acknowledge the communities in circle. The North, West, South and Eastern directions, and Haudenosaunee, Huron- Wendat, Anishnabeg, Seneca, Chippewa, and the Mississaugas of the Credit peoples. We share the responsibility with the caretakers of this land to ensure the dish is never empty and to restore relationships that are based on peace, friendship, and trust. We are committed to reconciliation, partnership and enhanced understanding.

General Committee convened at 9:33 AM with Councillor Keith Irish presiding as Chair.  The meeting was paused at 9:36 AM due to technical difficulties with the sound on the livestream.  The meeting resumed at 9:40 AM. 

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MARCH 7, 2023 GENERAL COMMITTEE (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the March 7, 2023 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Karen Rea
  1. That the following communications dated March 28, 2023 from York Region be received for information purposes:
     1. 2022 York Region Employment and Industry Report
     2. 2022 Annual Development Activity Summary
     3. York Region 2022 Vacant Employment Land Inventory
     4. Rescind Temporary Delegation of Authority for Amendments to Traffic Bylaws and Amend Parking Bylaw (City of Markham)
     5. Request for Traffic Control Signals - McCowan Road and Street B / Driveway to Father Michael McGivney Catholic Academy High School
     6. Bicycle Lane Designations - City of Markham and Towns of Newmarket and Whitchurch-Stouffville
  Carried

5.2

COMMUNICATION - WRITTEN DEPUTATION FOR MINUTES OF MARKHAM ENVIRONMENT ADVISORY COMMITTEE ITEM 7.1

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Isa Lee

  That the written communication from Andrew Yu be received. 

  Carried

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE SEPTEMBER 22, 2022 MARKHAM ENVIRONMENT ADVISORY COMMITTEE (16.0)

There was discussion in relation to the current advisory committee recruitment process. 

The Committee requested the Markham Environment Advisory Committee (MEAC), take back the proposed revisions of the MEAC Terms of Reference to allow the Council members that are new to MEAC, Councillor Amanda Collucci and Councillor Ritch Lau, an opportunity to review them and return to an upcoming General Committee meeting for endorsement.

• 1. That the Markham Environmental Advisory Committee (MEAC) respectfully requests that Markham Council consider allowing the Chair or Vice Chair of MEAC to be involved in the interview process and in the appointment of new members to MEAC.
• Moved by Councillor Amanda Collucci
  Seconded by Councillor Ritch Lau

  That the Chair and Vice Chair of the Markham Environmental Advisory Committee (MEAC) be permitted to participate in the interview process for filling citizen vacancies on the Committee.

  Carried

7.2

MINUTES OF THE FEBRUARY 6, 2023 RACE RELATIONS COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Ritch Lau
  1. That the minutes of the February 6, 2023 Race Relations Committee meeting be received for information purposes. 
  Carried

7.3

MINUTES OF THE FEBRUARY 17, 2023 BUDGET COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Ritch Lau
  1. That the minutes of the February 17, 2023 Budget Committee meeting be received for information purposes.
  Carried

7.4

MINUTES OF THE JANUARY 23, 2023 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Ritch Lau
  1. That the minutes of the January 23, 2023 Markham Public Library Board meeting be received for information purposes.
  Carried

7.5

STAFF AWARDED CONTRACTS FOR THE MONTH OF JANUARY AND FEBRUARY 2023 (7.12)

The Committee made inquiries related to the following contracts:

• Contract # 192-R-22, Hwy 404 Ramp Ext at Major Mackenzie (EA Amendment);
• Contract # 276-T-22, Arboricultural Services; 
• Contract # 271-T-22, Court Resurfacing – Markham Tennis Club; and,
• Contract # 038-S-23, Ice Resurfacing Machine for Centennial Community Centre.

Staff provided information in response to the inquiries from the Committee. 

• Moved by Councillor Andrew Keyes
  Seconded by Councillor Reid McAlpine
  1. That the report entitled “Staff Awarded Contracts for the Months of January & February 2023” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

CONSENT REPORTS - COMMUNITY SERVICES MATTERS

8.1

THORNLEA POOL RESTORATION (3.0)

The Committee inquired about the necessary steps required to ensure that the Thornlea Pool will be re-opened in Fall 2023 and whether registration for fall programming can proceed as planned.  Graham Seaman, Director, Sustainability and Asset Management, addressed the Committee and advised that the contractor on site has been sole sourced and that the work has been progressing well.  He further advised that staff will continue to work with them to expedite the completion to re-open on schedule.    

• Moved by Councillor Isa Lee
  Seconded by Councillor Karen Rea
  1. That the report entitled “Thornlea Pool - Tank Repair and Tile Replacement” be received; and,
  2. That the existing Thornlea Pool Restoration project 070-6150-21208-005 be increased to allow for the pool tank repair and tile replacement in the amount of $703,396 inclusive of contingency and HST impact, funded from the Lifecycle Replacement Reserve; and,
  3. That the applicable Director and the Sr. Manager of Procurement & Accounts Payable be authorized to undertake negotiations with the current onsite contractor Canada Construction Ltd. to attain a fair cost and to expedite the procurement process; and,
  4. That the applicable Director and the Sr. Manager of Procurement & Accounts Payable be authorized to award the contract once negotiations have been finalized and the award is in the best interest of the City; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (c) which states “when the extension of an existing Contract would prove more cost-effective or beneficial” and (g) where it is in the City’s best interest not to solicit a competitive Bid; and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

PRESENTATIONS - COMMUNITY SERVICES MATTERS

9.1

ANNUAL LIBRARY BOARD PRESENTATION (3.19)

Catherine Biss, CEO Library, addressed the Committee to provide opening remarks and introduced the following Library Board Members; Margaret McGrory, Edward Choi, Lillian Tolensky, and Raymond Chan, who presented the highlights and events at the Markham Public Libraries (MPL) over the last four years.

The Committee thanked Catherine Biss and the Library Board Members for the presentation and their continued work in the community.  There was a brief discussion in relation to the presentation that included:

• Concerns that libraries may be lost in the City and how can a community get a new library;  
• That there be consideration to provide Library Board Members an iPad to attend meetings;
• That there be increased communication with Council and the public on programming, initiatives, workshops and events;
• That there be consideration given to the reinstatement of a mobile library concept; and,
• A suggestion that there be multiple book sales scheduled annually.

Ms. Biss thanked the Committee for their feedback and indicated that it will be passed along to staff.  She further indicated that there is budget approval for laptops for Library Board Members and that within the Leisure Master Plan there is a provision for a community center in Ward 2, however, due to the impacts of the Covid-19 pandemic, it is expected that it will be moved out and that there will be more discussion on this in the years ahead.  

• Moved by Councillor Ritch Lau
  Seconded by Councillor Isa Lee
  1. That the presentation, "Markham Public Library Board Annual Presentation 2023", be received.
  Carried

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

10.1

DECEMBER 2022 YEAR-TO-DATE RESULTS OF OPERATIONS (7.0)

The Committee raised concerns with the favourable variance in relation to salaries and benefits and the current staffing levels within the City.

Staff indicated that additional forecasting of vacancies will be conducted in conjunction with People Services for 2023 and that 2022 was a busy year in terms of recruitment.  Vacancies will continue to be filled and that the gap between the budget and spend amount will decrease.    

The Committee requested further analysis on the City's reserves and suggested that there be consideration for a salary review to retain staff. 

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  1. That the report titled “2022 Year-End Review of Operations” be received; and, 
  2. That the City’s 2022 net operations favourable variance of $2.91M be transferred to the Life Cycle Capital Replacement and Capital Reserve Fund, as per the approved Financial Planning and Budgeting Policy; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

11.

MOTIONS

There were no motions.

12.

NOTICES OF MOTION

There were no notices of motion.

13.

NEW/OTHER BUSINESS

There was no new or other business. 

14.

ANNOUNCEMENTS

There were no announcements.

15.

CONFIDENTIAL ITEMS

General Committee convened into Confidential Session at 11:09 AM.

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Isa Lee

  That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters:

  Carried

15.1

FINANCE & ADMINISTRATIVE MATTERS

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - JANUARY 24, 2023 AND FEBRUARY 21, 2023 (16.0) [Section 239 (2) (a)(c)(e)(f)(k)]

The Committee confirmed the General Committee Confidential Minutes of January 24, and February 21, 2023.  

15.1.2

THE SECURITY OF THE PROPERTY OF THE CITY OF LOCAL BOARD; LEASE IN WARD 1; (8.2) [Section 239 (2)(a)]

The Committee consented to place this item on the April 19, 2023 Confidential Council Meeting Agenda for consideration.  

15.1.3

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE CITY OR LOCAL BOARD; REPORTING OUT OF REAL PROPERTY ACQUISITION; (8.6) [SECTION 239 (2)(c)] 

The Committee consented to place this item on the April 19, 2023 Confidential Council Meeting Agenda for consideration.

16.

ADJOURNMENT

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Joe Li

  That General Committee adjourn at 11:27 AM from Confidential Session and not report out on any matter.  

  Carried