General Committee Meeting Minutes

Meeting Number: 13

Tuesday, October 08, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

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

Regrets

• Mayor Frank Scarpitti
• Deputy Mayor Michael Chan
• Regional Councillor Alan Ho

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Morgan Jones, Commissioner, Community Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Bryan Frois, Chief of Staff
• Joseph Silva, Treasurer
• Alice Lam, Acting Commissioner, Community Services
• Sumon Acharjee, Chief Information Officer
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Terence Tang, Technology Support Specialist II
• Tharsikaa Irajeswaran, Assistant to Council/Committee
• Rajeeth Arulanantham, Election/Council & Committee Coordinator
• Emil Bautista, Technology Support Specialist II

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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 9:34 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 SEPTEMBER 24, 2024 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Andrew Keyes
  1. That the minutes of the September 24, 2024 General Committee meeting be confirmed.
  Carried

4.

PRESENTATION

4.1

PRESENTATION OF THE 2024 CANADA CIO AWARDS

The Chair introduced the presentation of the 2024 Canada CIO Awards to General Committee and advised that the City has been recognized in IT Innovation and Business Value for replacing the Class Program Administration & Facility booking system and Citywide Point-of-Sale system to the new platform from xPlor Recreation.

Trinela Cane, Commissioner, Corporate Services, provided opening remarks and Sumon Acharjee, Chief Information Officer, provided an overview of the key outcomes achieved with the new system. 

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Juanita Nathan
  1. That the presentation of 2024 Canada CIO Awards Winner be received; and further, 
  2. That staff be congratulated with their efforts in achieving 2024 Canada CIO Awards. 
  Carried

5.

DEPUTATIONS

Danielle Russell, Chair, Race Relations Committee, appeared before General Committee on item 9.1 the Terms of Reference - Race Relations Committee. Ms. Russell, on behalf of the Race Relations Committee, expressed support on the draft terms of reference and thanked all those involved in bringing this forward.

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the deputation from Danielle Russell in relation to item 9.1 be received.  
  Carried

6.

COMMUNICATIONS

There were no communications.

7.

PETITIONS

There were no petitions.

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE JUNE 24, 2024 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Amanda Collucci
  1. That the minutes of the June 24, 2024 Markham Public Library Board meeting be received for information purposes.
  Carried

8.2

STAFF AWARD CONTRACTS - QUARTERLY UPDATE (7.12)

The Committee had questions on the following staff awarded contracts for the months of April, May, and June 2024:

• Item #3 - Contract # 016-Q-24 Supply and Install Concrete Pads and Message Boards (11 park Locations)
• Item #21 - Contract # 023-S-24 Summer Camp Bussing – Contract Extension
• Item #25 - Contract # 073-T-24 Tree Watering for newly installed trees
• Item #38 and Item #48 - Contract # 088-T-24 Supply & Delivery of Top Dressing and Contract # 140-Q-24 Supply and Delivery of Top Soil
• Item #43 - Contract # 111-T-24 Five Mitsubishi Outlander PHEV SUVs
• Item #53 - Contract # 171-S-24 Delivery of Computer & Technology Related Programs at Cornell CC, Milliken Mills CC and Thornhill CC
• Bundling of vehicle bids contracts 

Staff provide clarification to inquires from Committee on the above list of staff awarded contracts. 

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the report entitled “Staff Awarded Contracts for the Months of April, May & June 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

MARKHAM ENVIRONMENTAL SUSTAINABILITY FUND (MESF) 2024 FUNDING AND FUTURE PROGRAM PROTOCOLS (7.0, 5.7)

• Moved by Councillor Karen Rea
  Seconded by Councillor Amanda Collucci
  1. That the report entitled “Markham Environmental Sustainability Fund (MESF) 2024 Funding and Future Program Protocols” be received; and,
  2. That the external funding application “The Urban Farm Initiative” for site expansion and improvements be approved for $9,596 and be funded from the MESF Reserve; and,
  3. That proposed amendments to the funding approvals process for future MESF applications be received as noted in this report; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.4

AWARD OF TENDER 196-T-24 - COURTS RECONSTRUCTION - CONSTRUCTION (7.12)

• Moved by Councillor Karen Rea
  Seconded by Councillor Amanda Collucci
  1. That the report entitled “Award of Tender 196-T-24 Courts Reconstruction - Construction” be received; and,
  2. That staff be authorized to award a contract to Bond Paving & Construction Inc., the lowest priced bidder, in the total amount of $875,276.43 inclusive of HST; and,
  3. That a contingency in the amount of $87,527.64 (10%) inclusive of HST, established to cover any additional project costs, be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
  4. That the award and contingency in the total amount of $962,804.07 be funded from the following:
     • Capital project 24205 - Tennis/Basketball Reconstruction Simonston / Robinson/Milliken Mills, which has an available budget of $355,093.59;
     • Capital project 24208 – Tennis Fencing, which has an available budget of $96,300.00;
     • Capital project 24204 – Tennis/Basketball Reconstruction Bayview Reservoir, which has an available budget of $177,400.00;
     • Tennis club portion in the amount of $157,462.41; and,
  5. That the shortfall in the amount of $176,548.07 ($962,804.07 - $355,093.59 - $96,300 - $177,400 - $157,462.41) be funded from Non-DC Capital Contingency; and, 
  6. That all identified budget amounts be consolidated into project #24205 to facilitate the administration of this contract; and,
  7. That this report be received by Council on October 9, 2024; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.5

2024 JULY YEAR-TO-DATE RESULTS OF OPERATIONS AND YEAR-END FORECAST (7.4)

The Committee inquired about the trend in the number of properties with arrears and if there are any concerns that the increase is indicative of the current economic climate. Staff advised that collections have been stable over the years and the percentage of properties in arrears are consistent year-to-year from pre-pandemic levels.

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the report titled “2024 July Year-To-Date Results of Operations and Year-End Forecast” be received; and,
  2. That the City Treasurer be authorized to manage the City’s Year-End surplus through required transfers and other adjustments in accordance with City financial and accounting policies and objectives; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.6

AWARD OF CONTRACT 182-S-24 PAN AM CENTRE PARKING CONTROL SYSTEM (7.12)

The Committee inquired on the impact the new parking control system at the Pan Am Centre will have on the day-to-day user. Staff advised that it will be similar to the ones in place at the Cornell Community Centre with a validation period for community centre users. Staff further added that with the new system it will be a seamless experience through the integration of the xPlor platform and the use of license plate recognition technology.

The Committee also expressed concerns on the impact of on-street parking in the surrounding area as a result of the parking controls at the Pan Am Centre and York University Campus. Staff advised that By-law Officers are monitoring the parking in the surrounding area.

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the report entitled “Award of Contract 182-S-24 Pan Am Centre Parking Control System” be received; and,
  2. That the contract 182-S-24 Pan Am Centre Parking Control System (One time – equipment acquisition and installation, implementation, training) (Recurring – subscription service, warranty / preventative maintenance cost for Year 1) be awarded to Loco Mobi World in the amount of $264,763.79, inclusive of HST; and,
  3. That staff be authorized a Cash Allowance to cover integration with existing Markham systems, testing & inspection, and internet set up, at a cost of $50,880.00 inclusive of HST to support the project implementation; and,
  4. That staff be authorized a Cash Allowance for maintenance (emergency repairs, ticket material, spare parts) at a cost of $66,144.00, inclusive of HST for the first year; and,
  5. That a contingency be approved in the amount of $38,178.78, inclusive of HST, equivalent of 10% of total capital cost, be established to cover any additional project costs, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
  6. That the capital costs in the amount of $419,966.57 ($264,763.79 + $50,880.00 + $66,144.00 + $38,178.78), inclusive of HST be funded from capital project account 056-6150-22329-005, with an available budget of $758,748; and,
  7. That the remaining budget of $338,781.86, inclusive of HST be returned to the original funding source at the close of the project; and,
  8. That the contract for software and license, ongoing support and maintenance costs for Year 2 to Year 5 (4 years) be awarded to Loco Mobi World in the amount of $356,593.50 inclusive of HST be funded from the operating budget, subject to the adoption of the 2026 and future operating budgets in the negotiated annual amounts noted below, to be offset by paid parking revenue:
     • Year 2 -   $88,398.91
     • Year 3 -   $88,856.83
     • Year 4 -   $89,378.86
     • Year 5 -   $89,958.89
     • Total - $356,593.50; and,
  9. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve execute any required documentation in a form satisfactory to the City Solicitor; and,
  10. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11 Non-Competitive Procurement, item 1 (g) which states “where it is in the City’s best interest not to solicit a competitive Bid”; and,
  11. That Loco Mobi World be designated as the preferred vendor for the City’s Pan Am Centre Parking Control service needs at the sole discretion of the City for the term of the five-year contract; and,
  12. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve any new purchases related to this contract needed due to growth and/or future Pan Am Centre parking control upgrades due to change in technology or system integration with other applications related to the project during the term of this contract, subject to the Expenditure Control Policy and budget approval; and further,
  13. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.7

MINUTES OF THE JUNE 3, 2024 RACE RELATIONS COMMITTEE MEETING (16.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Amanda Collucci
  1. That the minutes of the June 3, 2024 Race Relations Committee meeting be received for information purposes.
  Carried

8.8

MINUTES OF THE JANUARY 11, 2024 SANTA CLAUS PARADE MEETING (16.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Amanda Collucci
  1. That the minutes of the January 11, 2024 Santa Claus Parade meeting be received for information purposes.
  Carried

9.

REGULAR REPORTS - COMMUNITY SERVICES MATTERS

9.1

TERMS OF REFERENCE - RACE RELATIONS COMMITTEE (16.34)

Claudia Storto, City Solicitor and Director of Human Resources, introduced the Terms of Reference for the Race Relations Committee item to General Committee. Ms. Storto advised that there were number of consultations with staff and members of the Race Relations Committee to modernize the terms of reference and make clear the responsibilities and governance structure of the committee. 

The Committee thanked everyone involved in updating the terms of reference and inquired if the members of the committee can be a representative of an organization.  Staff advised that committee members are individual members within the community and that they strive to find representation from diverse cultural backgrounds. 

• Moved by Councillor Isa Lee
  Seconded by Councillor Karen Rea
  1. That the written submission from Andrew Yu be recieved.
  Carried
• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Joe Li
  1. That the report titled “Request for Approval of Revised Terms of Reference for the Markham Race Relations Advisory Committee” be received; and, 
  2. That the revised Terms of Reference for the Markham Race Relations Advisory Committee be approved in substantial conformity with the Terms of Reference attached as Appendix A; and further, 
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

MOTIONS

There were no motions.

11.

NOTICES OF MOTION

There were no notices of motion.

12.

NEW/OTHER BUSINESS

There was no new or other business.

13.

ANNOUNCEMENTS

Councillor McAlpine made an announcement in regards to a Community Safety Meeting he will be hosting in partnership with York Region Police on October 16^th, 2024 at 7:00 PM in the Council Chambers.

14.

CONFIDENTIAL ITEMS

General Committee convened into confidential session at 10:20 AM.

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Andrew Keyes
  1. That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters:
  Carried

14.1

FINANCE & ADMINISTRATIVE MATTERS

14.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- SEPTEMBER 24, 2024 (16.0) 

[Municipal Act, 2001, Section 239 (2) (c)(e)]

General Committee confirmed the confidential minutes of September 24, 2024.

14.1.2

DEVELOPMENT CHARGE COMPLAINT; LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD (WARD 4) (7.11)

[Municipal Act, 2001, Section 239 (2) (e)]

The Committee consented to place this item on the October 9, 2024 Confidential Council Meeting Agenda for consideration.

15.

ADJOURNMENT

• Moved by Councillor Ritch Lau
  Seconded by Councillor Isa Lee

  That General Committee adjourn from confidential session at 10:43 AM and not report out on any matter.

  Carried