General Committee Meeting Minutes

Meeting Number: 1

Tuesday, January 21, 2025 at 9:30 A.m. - 4:30 P.m.

Live streamed

Roll Call

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

Regrets

• Regional Councillor Jim Jones
• Councillor Isa Lee

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Chris Nearing, Fire Chief
• Bryan Frois, Senior Manager, Executive Operations & Strategic Initiatives
• Joseph Silva, Treasurer
• Alice Lam, Director, Operations
• Ned Sirry, Senior Manager, ITS Operations ＆ Project Delivery
• Frank Clarizio, Director, Engineering
• Alex Moore, Manager of Purchasing & Accounts Payable
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Giulio Cescato, Director, Planning & Urban Design
• Mark Visser, Senior Manager Strategy Innovation & Investments
• Eddy Wu, Director, Environmental Services
• Steven Dollmaier, Senior Manager, Roads ＆ Survey
• Salia Kalali, Senior Manager Infrastructure & Capital Works
• Tony Casale, Senior Construction Buyer
• John Wong, Technology Support Coordinator
• Jason Yang, Technology Support Specialist II
• Anushrut Bharadwaj, Assistant to Council/Committee
• Iyana Mundo, Assistant to Council/Committee
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Rajeeth Arulanantham, Election & Committee 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 9:39 AM with Councillor Keith Irish presiding as Chair. 

2.

DISCLOSURE OF PECUNIARY INTEREST

There were no disclosures of pecuniary interest.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE DECEMBER 17, 2024 GENERAL COMMITTEE (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Councillor Karen Rea
  1. That the minutes of the December 17, 2024 General Committee meeting be confirmed.
  Carried

4.

PRESENTATIONS

4.1

2024 MARKHAM SANTA CLAUS PARADE - RECOGNITION OF PARADE WINNERS AND CONTRIBUTORS (12.2.6)

The 50^th Markham Santa Claus Parade was held in-person on November 30th, 2024. General Committee recognized the following parade winners, volunteers, Rotary Club Members and City of Markham Staff who contributed to the event:

Award Winners:

Commercial Entry:
Miller Waste
Tar Team Real Estate

Non-Commercial Entry:
Markham-Unionville Rotary Club, in collaboration with Stouffville Christian School
Markham Fire Department

Marching Group:
748 Army Cadets
883 Air Commodore Leonard Birchall Squadron

Schools:
North Toronto Collegiate
Neil McNeil High School Band

Bands:
School of Rock
Kawartha Kavaliers Drum & Bugle

Theme:
Chapel Place Presbyterian Church/St. Maurice & St. Verena
Centre for Dreams

Rotary Club of Markham Sunrise:

1. 1. Cheryl Petruk
   2. Tina Martin
   3. Charles Martin
   4. Jim Sandiford
   5. Susan Peterson
   6. Jon Stevens
   7. Howard Waiser
   8. Marlene Waiser
   9. Adam Waiser
   10. Darlene McLeod
   11. Sean King
   12. Peter Still
   13. Paige Arseneau
   14. Nigel Fung
   15. Mable Gu
   16. Ronald Farr
   17. Cheryl Jones
   18. Marc Lasorsa
   19. Brendan Pilgrim
   20. Jeff Nezon
   21. Rachel Martin
   22. Roger Bynoe
   23. Terry Meades
   24. Joeseph Chen
   25. George Scott
   26. Peter Cusimano
   27. Domenic Crupi
   28. Kane Elliott

Rotary Club of Markham

1. 1. Michael Von Keitz
   2. Kenneth Chin
   3. Funmi Fatona
   4. Jack Heath

York Region Police

1. 1. David Flood
   2. Warren Owen

City of Markham Staff

1. 1. Alex Moore, Senior Manager, Procurement, Financial Services
   2. Tony Casale, Senior Construction Buyer, Financial Services
   3. Eric Lizotte, Manager, Corporate Security
   4. Ryan McCluskey, Lead, Sponsorship, Marketing & Advertising, Corporate Communications
   5. Jon Angrove, Supervisor, Road Operations
   6. Steven Dollmaier, Senior Manager, Roads & Survey, Operations
   7. Julian Harjono, Event Adminstrator, Corporate Communications
   8. Koby Yung, Coordinator, Special Events, Corporate Communications
   9. Renee Zhang, Manager, Corporate Communications
   10. Lloyd Tran, Digital Advisor, Corporate Communications
   11. Jonathan Yue, Corporate Communications
   12. John Li, Senior Graphic Designer, Corporate Communications
   13. Daniel Epton, Senior Graphic Designer, Corporate Communications
   14. David Shum, Sr. Manager, Corporate Communications
   15. Jim Cass, Truck Driver, Operations
   16. Ivan Rudic, Truck Driver, Operations
   17. Mike Collins, Truck Driver, Operations
   18. Bryan Fuglerud, Truck Driver, Operations
   19. Andrew Eng, Sign Technician, Operations
   20. Louis Mongillo, Sign Maintenance, Operations,
   21. Ryan Bezanson, Labourer/Driver, Operations
   22. George Tashos, Operations
   23. Mike Conway, Operations
   24. Todd Hill, Working Supervisor, Operations
   25. Paul Willis, Working Supervisor, Operations
   26. Pat Fry, Working Supervisor, Roads, Operations
   27. Tyler Burns, Supervisor, Parks, Operations
   28. Derek Kelly, Gardener, Operations
   29. Rachel Shumski, Gardener, Operations
   30. Joe Pagniello, Labourer/Driver, Operations
   31. Kaitlyn Storton, Gardener, Operations
   32. Shane Whitmee, Labourer/Driver, Operations
   33. Stephanie Moir, Gardener, Operations
   34. Adam Fairclough, Sign Maintenance, Operations
   35. Markham Museum Staff
   36. Operations Staff    
   37. By-Law/By-Law Enforcement Staff
   38. Security Staff
   39. Corporate Communications Staff 
   40. Special Events Staff

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Karen Rea
  1. That Committee congratulate all parade winners and to extend thanks to all those who participated in the Santa Claus Parade.
  Carried

5.

DEPUTATIONS

There were no deputations.

6.

COMMUNICATIONS

6.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Ritch Lau
  Seconded by Regional Councillor Joe Li

  1. That the communication dated December 5, 2024 from York Region regarding be received for information purposes:

  1. Update on Implementation of the Community Safety and Well-Being Plan for York Region 2022-2026
  2. Development Charges Deferral for Affordable Rental Buildings Policy - Update
  Carried

7.

PETITIONS

There were no petitions.

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE OCTOBER 17 AND NOVEMBER 6, 2024 MARKHAM SANTA CLAUS PARADE COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Alan Ho
  Seconded by Deputy Mayor Michael Chan
  1. That the minutes of the October 17 and November 6, 2024 Markham Santa Claus Parade Committee meeting be received for information purposes. 
  Carried

8.2

STAFF AWARDED CONTRACTS FOR THE MONTHS OF OCTOBER, NOVEMBER AND DECEMBER 2024 (7.0)

The Committee had questions on the following staff awarded contracts for the months of October, November, and December 2024:

• Contract # 192-R-24 - Consulting Services, Community Outreach Materials (Additional Residential Units)
• Contract # 291-S-24 - Consulting Services, Inclusionary Zoning Assessment Report
• Contract # 301-S-24 - Internet Services Upgrade Solution (10 Gbps Bandwidth)
• Contract # 230-T-24 - Markham Public Library Courier Service
• Contract # 240-S-24 - Ontario One Call – Underground Infrastructure Locating Service

Staff responded to questions from Committee on the above noted contracts by providing additional details on the nature of the work undertaken by the successful bidder of each respective contract and the term of the contract.

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Amanda Collucci
  1. That the report entitled “Staff Awarded Contracts for the months of October, November and December 2024” be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.3

261-S-24 FIRE RADIO REPLACEMENT (7.15)

The Committee had questions on the reason for sole sourcing the radio equipment to Motorola Solutions Canada Inc. and how to ensure a competitive bidding process with only one supplier providing this type of equipment. The Committee also suggested that staff look into the feasibility of working with other emergency services and put together a single RFP (Request for Procurement)

Chris Nearing, Fire Chief, responded to questions from Committee on the reason for sole sourcing and confirmed to work with finance and other emergency services in York Region to leverage opportunities for competitive pricing.

Alex Moore, Senior Manager of Purchasing & Accounts Payable, confirmed the City utilizes cooperative bids with other internal units for the purposes of obtaining a competitive pricing and will have discussions with staff on opportunities for cooperative pricing and report back.

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Amanda Collucci
  1. That the report titled “261-S-24 Fire Radio Replacement” be received; and,
  2. That the contract for 261-S-24 Fire Radio Replacement be awarded to Motorola Solutions Canada Inc. in the amount of $690,514.98 inclusive of HST; and,
  3. That the award be funded from the 2025 Capital Project # 25061 – Radio Equipment Replacement, with an approved budget in the amount of $610,500.00; and,
  4. That the budget shortfall in the amount of $80,014.98 ($690,514.98 - $610,500.00) be funded from an additional draw from the Life Cycle Reserve; and,
  5. That the tendering process be waived in accordance Purchasing By-Law 2017-8, Part II, Section 11 Non-Competitive Procurement, item 1 (b) which states “where there is only one source of supply for the goods to be purchased”; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.4

MAIN STREET MARKHAM RECONSTRUCTION FROM BULLOCK DRIVE TO 16TH AVENUE – DESIGN BUDGET UPDATE (7.0)

• Moved by Regional Councillor Alan Ho
  Seconded by Deputy Mayor Michael Chan
  1. That the report entitled “Main Street Markham Reconstruction from Bullock Drive to 16th Avenue – Design Budget Update” be received; and,
  2. That capital account #083-6150-24271-005 in the amount of $962,500.00 for Consulting Services for pre-design and detailed design of Main Street Markham Reconstruction from Bullock Drive to 16th Avenue be increased by $1,454,726.24 (from $962,500.00 to $2,417,226.24) inclusive of HST to account for changes to the design elements, regulatory changes, new standards, inflation, and process changes; and,
  3. That the additional costs be funded from the following sources:
     •     Development Charges – $290,945.25
     •     Life Cycle/Waterworks/Stormwater – $1,163,780.99; and,
  4. That the Chief Administrative Officer be given the delegated authority to award the contract for the Consulting Services for the for pre-design and detailed design of Main Street Markham reconstruction from Bullock Drive to 16th Avenue; and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

MOTIONS

9.1

2025 CHINESE HERITAGE MONTH EVENTS (16.23)

Mayor Frank Scarpitti and Regional Councillor Joe Li introduced a motion regarding exemptions on fundraising limits for the purposes of the upcoming Chinese Heritage Month Events and requested that this item be considered at today's meeting. 

The Committee had the following discussion:

• The wording of the motion be made clear that that this exemption is only for this specific event occurring this year.
• Whether this exemption will increase the fundraising limit of the listed Members of Council and how does this exemption impact the individual Member of Council's annual limits.
• Who will be responsible for monitoring and managing the financial transactions related to the events.
• Whether this exemption can be used by Councillors seeking authorization of exceptions for other events organized or run by a Member of Council.

Joseph Silva, Treasurer, responded to comments from Committee and provided clarification on the how this exemption impacts the annual fundraising limits in the Council Code of Conduct, 

The Committee consented to include additional wording in the motion to specify that the fundraising exemption is only for the purposes of the 2025 Chinese Heritage Month Events.

• Moved by Councillor Ritch Lau
  Seconded by Councillor Amanda Collucci
  1. That Committee waive Section 5.4(c) of the City's Procedural By-law 2017-5 to allow for the motion on the 2025 Chinese Heritage Month Events to be considered at today's meeting.
  Carried by a Two Thirds Vote
• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Joe Li
  1. That in accordance with 10.1 (j) (viii) of the Council Code of Conduct, Council authorize the following exemptions only for the purposes of the 2025 Chinese Heritage Month Events:
     1. That Mayor Frank Scarpitti, Deputy Mayor Michael Chan and Regional Councillor Joe Li, be exempt from the $30,000 annual fundraising limit as noted in 10.1 (j) (vi) of the Code of Conduct and the $5,000 limit for one-source donations as noted in 10.1 (j) (vii); and,
     2. That Councillor Ritch Lau, Councillor Amanda Collucci and Councillor Isa Lee be exempt from the $20,000 annual fundraising limit as noted in 10.1 (j) (vi) of the Code of Conduct and the $5,000 limit for one-source donations as noted in 10.1 (j) (vii); and,
  2. That staff be authorized to provide accounting and financial transaction services in support of the Chinese Heritage Month Events; and,
  3. That all revenue and expense transactions comply with the financial controllership processes as required by the Treasurer; and further,
  4. That Staff be directed and authorized to do all things necessary to give effect to this resolution.
  Carried

9.2

MAYOR SCARPITTI’S 2025 CHINESE NEW YEAR DINNER (16.23)

Mayor Frank Scarpitti introduced a motion regarding exemptions on fundraising limits for the purposes of the upcoming Mayor Scarpitti’s Chinese New Year Dinner and requested that this item be considered at today's meeting.

The Committee consented to include additional wording in the motion to specify that the fundraising exemption is only for the purposes of the Mayor Scarpitti's 2025 Chinese New Year Dinner.

• Moved by Councillor Ritch Lau
  Seconded by Councillor Amanda Collucci
  1. That Committee waive Section 5.4(c) of the City's Procedural By-law 2017-5 to allow for the motion titled "Mayor Scarpitti's 2025 Chinese New Year Dinner" to be considered at today's meeting.
  Carried by a Two Thirds Vote
• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Alan Ho
  1. That in accordance with 10.1 (j) (viii) of the Council Code of Conduct, Council authorize the following exemptions only for the purposes of the Mayor Scarpitti’s 2025 Chinese New Year Dinner:
     1. That Mayor Frank Scarpitti, Deputy Mayor Michael Chan, Regional Councillor Joe Li, and Regional Councillor Alan Ho be exempt from the $30,000 annual fundraising limit as noted in 10.1 (j) (vi) of the Code of Conduct and the $5,000 limit for one-source donations as noted in 10.1 (j) (vii); and,
     2. That Councillor Ritch Lau, Councillor Isa Lee, and Councillor Amanda Collucci be exempt from the $20,000 annual fundraising limit as noted in 10.1 (j) (vi) of the Code of Conduct and the $5,000 limit for one-source donations as noted in 10.1 (j) (vii); and,
  2. That staff be authorized to provide accounting and financial transaction services in support of the Mayor Scarpitti’s Chinese New Year Dinner; and,
  3. That all revenue and expense transactions comply with the financial controllership processes as required by the Treasurer; and further,
  4. That Staff be directed and authorized to do all things necessary to give effect to this resolution.
  Carried

10.

NOTICES OF MOTION

There were no notices of motion.

11.

NEW/OTHER BUSINESS

There were no new or other business.

12.

ANNOUNCEMENTS

There were no announcements.

13.

ADJOURNMENT

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Juanita Nathan

  That General Committee adjourn at 10:51 AM.

  Carried