General Committee Meeting Minutes

Meeting Number: 14

Tuesday, October 22, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Mayor Frank Scarpitti
• Regional Councillor Jim Jones
• 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

• Deputy Mayor Michael Chan
• Regional Councillor Joe Li
• 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
• Chris Nearing, Fire Chief
• Bryan Frois, Senior Manager, Executive Operations & Strategic Initiatives
• Joseph Silva, Treasurer
• Alice Lam, Director, Operations
• Michael Toshakovski, Deputy City Solicitor
• Sumon Acharjee, Chief Information Officer
• Stephanie DiPerna, Director, Building Standards
• Ned Sirry, Senior Manager, ITS Operations ＆ Project Delivery
• Mary Creighton, Director, Recreation Services
• Frank Clarizio, Director, Engineering
• Graham Seaman, Director, Sustainability & Asset Management
• Denny Boskovski, Manager, Corporate Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Chris Bullen, Manager, By-Law Services
• Giulio Cescato, Director, Planning & Urban Design
• Jay Pak, Senior Manager, Financial Planning & Reporting
• Ameen Khan, Manager, Financial Planning
• Eric Lizotte, Manager, Corporate Security
• David Plant, Senior Manager, Parks, Horticulture ＆ Forestry
• Darius Chung, Senior Buyer
• Ryan Best, Deputy Fire Chief
• Alice Kam, Engineer, Capital Works
• Renee England, Senior Manager, Facilities Assets
• Jason Vasilaki, Project Manager
• Peter Wokral, Senior Planner, Heritage
• Steven Dollmaier, Senior Manager, Roads ＆ Survey
• Kyle Saulnier, Engineer, Capital Works
• Salia Kalali, Senior Manager Infrastructure & Capital Works
• Stafford Hughes, Technology Support Specialist II
• Tharsikaa Irajeswaran, 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 9:34 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 OCTOBER 8, 2024 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Isa Lee
  1. That the minutes of the October 8, 2024 General Committee meeting meeting be confirmed.
  Carried

4.

PRESENTATIONS

There were no presentations.

5.

DEPUTATIONS

Ali Akbar Mihankhah provided a deputation on item 8.7 expressing support for the project and that consideration be given to local companies when awarding this project. Mr. Mihankhah also expressed concerns of breaches to confidentiality and the storage of data with a company based outside of Canada.

Alex Moore, Senior Manager of Procurement & Accounts Payable, advised Committee that the vendor, Archistar, is an industry leader and only vendor that can provide a market ready solution after doing their due diligence. Mr. Moore also noted that the City does not have a local preference policy with selecting a vendor as it would be in contravention to Ontario's Discriminatory Business Practices Act and other trade agreements to give preference based on the geographical location of the person or business.

The Committee also inquired about the storage of data abroad and expressed concerns of personal data related to an individual's home being stored in servers outside of Canada. Staff confirmed that the data residency will be subject to Canadian laws and regulations and storage of the data will also be within Canada.

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Juanita Nathan
  1. That the deputation from Ali Akbar Mihankhah in relation to item 8.7 be received.
  Carried

6.

COMMUNICATIONS

There were no communications.

7.

PETITIONS

There were no petitions.

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

2025 INTERIM SPENDING AUTHORITY PENDING APPROVAL ADOPTION OF THE 2025 BUDGET (7.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “2025 Interim Spending Authority Pending Adoption of the 2025 Budget”, be received; and,
  2. That Council provide the Treasurer authority to make payments necessary to support the City’s ongoing operations, up to a total of 50% of the City’s 2024 Primary Operating, Waterworks, Planning & Design, Building Standards, and Engineering budgets ($234,716,497); and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.2

2025 INTERIM TAX LEVY BYLAW (7.3)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “2025 Interim Tax Levy By-law” be received; and,
  2. That Council authorize an interim tax levy for 2025; and,
  3. That the attached by-law be passed to authorize the 2025 interim tax levy; and further,
  4. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.3

2025 INTERIM SPENDING AUTHORITY PENDING ADOPTION OF THE 2025 UNIONVILLE AND MARKHAM VILLAGE IMPROVEMENT AREAS BUDGETS (7.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “2025 Interim Spending Authority Pending Adoption of the 2025 Unionville and Markham Village Business Improvement Areas Budgets” be received; and,
  2. That Council authorize spending for the Unionville BIA (UBIA) and the Markham Village BIA (MBIA) to support their ongoing operations, up to a total of 50% of the UBIA and MBIA 2024 Operating Budgets ($218,250 and $167,350, respectively); and further,
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.4

2025 TEMPORARY BORROWING BY-LAW (7.3)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “2025 Temporary Borrowing By-law” be received; and, 
  2. That a by-law be brought forward for Council approval to authorize temporary borrowing, if required, of amounts not to exceed $234,716,497 from January 1, 2025 to September 30, 2025 and $117,358,249 from October 1, 2025 to December 31, 2025 to meet the expenditures of the municipality until taxes are collected and other revenues are received; and, 
  3. That the Treasurer report to Council in advance of borrowing, if temporary borrowing is required; and further. 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.5

AWARD OF RFP 142-R-24 - ELGIN MILLS ROAD - DETAILED DESIGN WOODBINE AVE TO WARDEN AVENUE - REQUEST FOR PROPOSAL TERMS OF REFERENCE (7.0)

The Committee inquired on the Yorknet fiber optic conduit design and if the infrastructure being placed can be utilized and shared by all telecommunication companies. Staff commented that although all telecommunication companies are competitive from one another and are not required to share infrastructure, the City does encourages them to share conduit or trenches in order to minimize congestion in a particular boulevard. 

The Committee expressed that with the fibre infrastructure being placed by York Region there could be opportunity for all service providers to come to an agreement for residents to have access to the technology irrespective of the provider.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Reid McAlpine
  1. That the report entitled “Award of Proposal 142-R-24 - Consulting Services for Pre-Design and Detailed Design for Elgin Mills Road Widening - Woodbine Avenue to Warden Avenue” be received; and, 
  2. That the contract for consulting engineering services for pre-design and detailed design for Elgin Mills Road widening from Woodbine Avenue to Warden Avenue be awarded to the highest ranked, lowest priced proponent, WSP Canada Inc. in the amount of $1,972,952.11 inclusive of HST; and, 
  3. That allowances in the amount of $825,649.71 inclusive of HST, be established for subsurface utility engineering investigations during the design, permit to take water, environmental monitoring, CCTV inspection, additional engineering survey, utility relocation, overall benefit plan for permitting for Redside Dace, technical memorandums, Yorknet fiber optic conduit design, additional public consultation, tree clearing, Stage 3 archaeological investigation, foundation investigation and soil quality sampling which may be required and approved by the Director of Engineering; and, 
  4. That a 10% contingency in the amount of $279,860.18 inclusive of HST, be established to cover any additional consulting services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 
  5. That the Engineering Department Capital Administration fee in the amount of $277,061.58 be transferred to revenue account 640-998-8871 (Capital Administration Fee); and, 
  6. That the cost in the amount of $3,355,523.58 ($1,972,952.11+ $825,649.71+ $279,860.18 + $277,061.58) be funded from capital account 083-5350-21181-005 and York Region with available budget of $2,418,661.00; and, 
  7. That additional allowances in the amount of $200,000.00 be established for engagement with Indigenous communities, permit applications and additional consultation with the public, FUA developers and regulatory agencies; and, 
  8. That the budget shortfall in the amount of $1,136,862.58 be funded from the Development Charges Reserve; and further, 
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.6

AWARD OF RFP 120-R-24 - CONSULTING ENGINEERING SERVICES FOR SI/CA OF VICTORIA SQUARE RECONSTRUCTION PROJECT - PHASE 1 (7.0)

The Committee requested clarification if the design of Victoria Square Boulevard will include the storm water management ponds as it currently drains into Carlton Creek and if there will be an improvement to the situation. Staff confirmed that the storm water management ponds are part of the design and the team is working to implement a storm water pond management study with low impact development being considered in addition to a new storm sewer throughout the stretch of Victoria Square Boulevard.

The Committee also inquired on the impact of the newly installed hydro poles by Alectra on the road reconstruction project and if there is any changes to overall project design and the timelines in order to accommodate the new hydro poles. Staff confirmed that there were some delays from Alectra for installation of the poles and changes on the location of pole which resulted in updating design.

The Committee commented that the hydro poles should have been placed on Regional Road by the utility company and were ultimately placed in the heritage area of Victoria Square Boulevard for efficiency with the City having no authority on the matter. The Committee commented that it was unfortunate this was allowed to proceed but reaffirmed that the City will continue to preserve the Victoria Square Boulevard hamlet through streetscape design and elements that complement the heritage look of the area.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Reid McAlpine
  1. That the report entitled “Award of Proposal 120-R-24 - Contract Administration, Site Inspection & Post Construction Services for Victoria Square Boulevard (Phase 1) Road Improvement” be received; and, 
  2. That the contract for contract administration, site inspection and post construction services for Victoria Square Boulevard (Phase 1) Road improvement be awarded to the highest ranked / 3^rd lowest priced bidder, EXP Services Inc. (EXP) in the amount of $695,941.52 inclusive of HST; and, 
  3. That an allowance in the amount of $230,995.20, inclusive of HST, be established for geotechnical investigations, material testing during construction, excess soil management, coordination with the Design Consultant during construction, coordination with utility companies and for an external financial audit of the consulting fees, which may be required; and, 
  4. That a 10% contingency in the amount of $92,693.67, inclusive of HST, be established to cover any additional services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 
  5. That the Engineering Department Capital Administration fee in the amount of $91,766.74 be transferred to revenue account 640-998-8871 (Capital Administration Fee); and, 
  6. That the cost in the amount of $1,111,397.13 ($695,941.52 + $230,995.20 + $92,693.67 + $91,766.74) be funded from capital account 23113 with available budget of $1,349,868.00; and, 
  7. That the remaining budget in the amount of $238,470.87 will be retained in the account until after the award of the construction contract and any remaining amount will be returned to original funding source at that time; and, 
  8. That the Mayor and Clerk be authorized to execute an agreement with the property owner of 10183 Victoria Square Boulevard for the property owner to pay for all costs for the design and construction of the lateral service connections (sanitary and watermain) for their property within the overall project construction tender for the Victoria Square Boulevard Improvement (Phase 1) Project; and further,
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.7

AWARD OF CONTRACT 174-S-24 AUTOMATED ZONING COMPLIANCE SOFTWARE SOLUTION (7.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “Award of Contract 174-S-24 Automated Zoning Compliance Software Solution” be received; and,
  2. That the contract 174-S-24 Automated Zoning Compliance Software Solution (One time - implementation and training costs) (Recurring - software licenses, ongoing support and maintenance cost for Year-1 pro-rated six months and Year 2) be awarded to Archistar in the amount of 821,285.63 inclusive of HST; and,
  3. That a contingency in the amount of $65,702.85 inclusive of HST be 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 capital costs in the amount of $886,988.48 (821,285.63 + $65,702.85) inclusive of HST be funded from capital project account 600-101-5399-24318, with an available budget of $889,000.00 inclusive of HST; and,
  5. That the remaining budget in the amount of $2,011.52 be returned to the original funding source; and,
  6. That the contract for software and license, ongoing support and maintenance costs for 8 years be awarded to Archistar in the amount of $2,674,659.82 inclusive of HST ($1,298,380.26 fee for 4 years + $1,376,279.56 fees for the 4 renewal options) to be funded from 400-400-5361 with a net new operating annual budget of $324,595.07 and subject to the adoption of the 2025 and future operating budgets in the negotiated annual amounts of:
     • Year 3 -   $ 324,595.07
     • Year 4 -   $ 324,595.07
     • Year 5 -   $ 324,595.07
     • Year 6 -   $ 324,594.05
     • Year 7 -   $ 344,069.89 *
     • Year 8 -   $ 344,069.89 *
     • Year 9 -   $ 344,069.89 *
     • Year 10 - $ 344,069.89 *
     •     Total - $2,674,659.82 (* Optional Year Renewal)
  7. That the annual operating costs starting in year 3 be transferred to Building Standards and Planning & Urban Design departments (to be shared 50/50) through indirect transfer and ultimately be funded by Building Fees and Development Fees; and, 
  8. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve the additional renewal years (Years 7 to 10) on behalf of the City (in its sole discretion), and execute any required documentation in a form satisfactory to the City Solicitor; and,
  9. That the tendering process be waived in accordance 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 item (b) which states “where there is only one source of supply for the goods to be purchased”; and,
  10. That Archistar be designated as the preferred vendor for the City’s Automated Zoning Compliance service needs at the sole discretion of the City for the term of this contract; and,
  11. 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 Automated Zoning Compliance 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,
  12. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.8

024-R-24 CITYWIDE SECURITY GUARD SERVICES (7.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “Award of Contract #024-R-24 Citywide Security Guard Services” be received; and,
  2. That the contract be awarded to the highest ranked / lowest priced bidder, Paladin Security Group Ltd, for a term of two years in the total amount of $869,901.17 inclusive of HST as per the following;
     • November 1, 2024 - October 31, 2025 - $434,950.85
     • November 1, 2025 - October 31, 2026 - $434,950.85
     • Total: $869,901.17; and,
  3. That the contract includes an option for the City (in its sole discretion) to extend the contract for up to four additional one-year terms. Pricing will be firm for the initial term of the contract (2024-2026), and options to extend in years 3-4 (2026-2028) and years 5-6 (2028-2030) will be subject to Consumer Price Index (CPI) increase to a maximum of 4%; and,
  4. That the Director of Sustainability & Asset Management and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for an additional four, one-year periods subject to adoption of the annual operating budget, vendor performance, and an increase based on the CPI to a maximum of 4% in years three and five; and,
  5. That the award in the amount of $434,950.85 (inclusive of HST) be funded from account 750-751-5312 (Security Guard Services); and,
  6. That staff be authorized to award a one-year pilot program in the amount of $170,503.77 inclusive of HST for the mobile security guard services; and,
  7. That the Commissioner, Corporate Services and Treasurer be authorized to extend the pilot program for mobile security guard services from November 1, 2025 – October 31, 2026 pending the success of the program  and extension years from November 1, 2026 – October 31, 2030, in the additional annual amount of $170,503.77 inclusive of HST per year; and,
  8. That the award amounts in 2025 to 2030 be subject to Council adoption of the respective annual operating budgets; and,
  9. That the shortfall for the period November 1, 2024 – December 31, 2024 be reported as part of the 2024 year-end results of operations and that the operating budget starting in 2025 be adjusted accordingly for the contract escalation and extension of the pilot for mobile security guard services, if approved, subject to adoption of the 2025-2030 operating budgets; and further, 
  10. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.9

AWARD OF CONTRACT 211-S-24 SUPPLY AND DELIVERY OF VARIOUS ROTARY MOWERS (7.0)

The Committee requested clarification as to why the parts for the existing rotary mowers cannot be ordered from the United Kingdom and on the possibility of using parts from one machine to service another. Staff commented that the manufacturers have stopped production on some of the necessary parts and machines as well as the availability of parts is limited thus impacting services levels. Staff also clarified that the rotary mowers are from various manufacturers and their parts are not interchangeable.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Reid McAlpine
  1. That the report entitled “211-S-24 Supply and Delivery of Various Rotary Mowers” be received; and,
  2. That the contract for the supply and delivery of various rotary mowers be awarded to Turf Care Products Canada Limited, in the amount of $1,316,979.96 inclusive of HST; and,
  3. That the total award amount of $1,316,979.96 inclusive of HST be funded from in-year addition capital project #24418 (057-6150-24418-005 Corporate Fleet Replacement – Non-Fire) with available budget of $1,731,227.62; and,
  4. That the budget remaining in the amount of $414,247.66 ($1,731,227.62 - $1,316,979.96) be returned to the original funding source; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-18, Part II, Section 11.1:
     • (b) where there is only one source of supply for the goods to be purchased; and,
     • (e) where the City is acquiring specialized vehicles or equipment…in which case the sources of supply may be identified based on technical specifications prepared by the User Department; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.10

TENDER 185-T-24 MOUNT JOY ARTIFICIAL TURF AND GRADE BEAM REPLACEMENT (7.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “Tender 185-T-24 Mount Joy Artificial Turf and Grade Beam Replacement” be received; and,
  2. That the contract for Mount Joy Artificial Turf and Grade Beam Replacement be awarded to the lowest priced bidder, Ritchfield Inc., in the amount of $2,187,966.18 inclusive of HST; and,
  3. That a 10% contingency in the amount of $218,796.62 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expending of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  4. That the estimated costs of $2,406,762.80 ($2,187,966.18 + $218,796.62) be funded from accounts as listed in the Financial Considerations section with budget available of $2,077,436.00; and,
  5. That the budget shortfall in the amount of $329,326.80 ($2,077,436.00 - $2,406,762.80) be funded as follows:
     1. $284,301.85 (estimated) to be reimbursed from Mount Joy Sports Dome Inc. for their share of the total cost of the project; and,
     2. $45,024.95 ($329,326.80 - $284,301.85) being the net shortfall for the City’s share of the total project cost be funded from the Life Cycle Replacement and Capital Reserve Fund; and,
  6. That Mount Joy Sports Dome Inc. (the owner/operator of the dome) reimburse the City for costs related to the extension of the dome and associated amenities as per their lease agreement in the estimated amount of $284,301.85; and,
  7. That the award of the contract and issuance of the purchase orders be contingent on the finalized letter of agreement between the City and Mount Joy Sports Dome Inc. regarding their financial commitment approved by the Director, Recreation and the City’s Treasurer to fund their portion of the work; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.11

237-S-24 SUPPLY AND DELIVERY OF VEHICLE/INDUSTRIAL EXTRICATION EQUIPMENT FOR FIRE & EMERGENCY SERVICES (7.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “237-S-24 Supply and Delivery of Vehicle/Industrial Extrication Equipment for Fire & Emergency Services” be received; and,
  2. That the contract for 237-S-24 Supply and Delivery of Vehicle/Industrial Extrication Equipment for Fire & Emergency Services be awarded to Darch Fire Inc.  in the amount of $364,860.48 inclusive of HST; and,
  3. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (e), Non-Competitive Procurement, whereby “the City is acquiring specialized… equipment, such as firefighting equipment…, in which case the sources of supply may be identified based on technical specifications prepared by the User Department,”; and, 
  4. That the award be funded from project #24067 Vehicle/Industrial Extrication Modernization (account 067-6150-24067-005) with available budget of $366,300; and,
  5. That the remaining budget of $1,439.52 ($366,300.00 - $364,860.48) be returned to original funding source; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.12

MINUTES OF THE MAY 15, JUNE 12,  JULY 17 & AUGUST 21, 2024 UNIONVILLE BUSINESS IMPROVEMENT AREA BOARD MEETING (16.0)

• Moved by Councillor Juanita Nathan
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the May 15, June 12, July 17 & August 21, 2024 Unionville Business Improvement Area Committee meeting be received for information purposes. 
  Carried

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

9.1

2024 ASSET MANAGEMENT PLAN (7.0)

Trinela Cane, Commissioner of Corporate Services, and Graham Seaman, Director of Sustainability & Asset Management introduced this item and thanked the Asset Management Steering Committee for their contributions to the 2024 Asset Management Plan. Mr. Seaman introduced the consultant and staff working on the project and confirmed that the City's assets are in good condition with appropriate levels of funding being allocated.

Denny Boskovski, Manager, Corporate Asset Management delivered a presentation outlining the phases of the asset management plan, the overall condition of assets, the risk management strategy, and a financial summary of the City's assets.

David Baldesarra, from GEI Consultants, Inc., was also invited to provide some remarks on this item and provide insights on the plan for Committee.

The Committee made the following inquiries in relation to the 2024 Asset Management Plan:

• The state of assets in orange in high risk but are noted as not critical.
• The further advancement of plan would there be any significant changes from now until phase 5
• Whether a formal report that provide hard numbers and the impacts to the budget
• A suggestion if there is a documented, tested process for the asset management plan that provides this information as opposed to creating a new plan and processes
• The graph on the conditions of the assets illustrate that a third of assets looks to be poor or very poor and looks to be not adequate
• If assets that are found below ground are also part of City's assets (Corporate assets)

Staff responded to the Committee’s inquiries and provide clarification as requested.

The Committee commented that there are funds allocated in place for the future and the average capital budget requirements of approximately $200 million per year  is relatively in line with projections going forward. The Committee expressed that the cost of $200 million per year on the property tax payers is a burden that is not sustainable and there needs to be a new municipal financial framework from the federal government to make those investments in the infrastructure. The Committee feels that it is beyond the means and tools of the local level to continue maintaining infrastructure. 

• Moved by Councillor Karen Rea
  Seconded by Councillor Andrew Keyes
  1. That item 9.1, 2024 Asset Management Plan, be moved up in the agenda.
  Carried
• Moved by Councillor Amanda Collucci
  Seconded by Mayor Frank Scarpitti
  1. That the report and presentation titled “2024 Asset Management Plan” be received; and,
  2. That Council endorse the findings from the update of the City’s Asset Management Plan, for all city owned and/or managed assets assessed at current levels of service; and,
  3. That Council direct staff to submit the 2024 Asset Management Plan (the document) to the Ministry of Infrastructure, informed by the findings noted under Recommendation two and as outlined in this report; and make the document publicly available on the City’s website upon its completion; and further,
  4. 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

Mayor Frank Scarpitti made an announcement in regards to the tabling of the 2025 Budget on Monday, October 28th, 2024 at 10:00 AM and the Annual Mayor's Business Luncheon will be held on Friday, November 8th.

14.

CONFIDENTIAL ITEMS

General Committee convened into confidential session at 11:05 AM.

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  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- OCTOBER 8, 2024 (16.0) [Municipal Act, 2001, Section 239 (2) (e)]

General Committee confirmed the confidential minutes of October 8, 2024.

14.1.2

ENFORCEMENT OF HERITAGE EASEMENT AGREEMENT, 233 MAIN STREET, UNIONVILLE; LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD;

ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR THAT PURPOSE;  
(WARD 3) [Municipal Act, 2001, Section 239 (e) (f)] (8.1)

The Committee consented to place this item on the October 23, 2024 Confidential Council Meeting Agenda for consideration.

15.

ADJOURNMENT

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jim Jones

  That General Committee adjourn at 12:25 PM.

  Carried