General Committee Meeting Minutes

Meeting Number: 9

Tuesday, June 11, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Michael Chan
• 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

• 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
• Joseph Silva, Treasurer
• Alice Lam, Acting Commissioner, Community Services
• Michael Toshakovski, Deputy City Solicitor
• Sumon Acharjee, Chief Information Officer
• Stephanie DiPerna, Director, Building Standards
• Ned Sirry, Acting Chief Information Officer
• Mary Creighton, Director, Recreation Services
• Hersh Tencer, Manager, Real Property
• Alex Moore, Manager of Purchasing & Accounts Payable
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Terence Tang, Technology Support Specialist II, ITS
• Tharsikaa Irajeswaran, Assistant to Council/Committee

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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 9:38 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 MAY 3 SPECIAL GENERAL COMMITTEE AND MAY 14, 2024 GENERAL COMMITTEE (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Michael Chan
  1. That the minutes of the May 3, 2024 Special General Committee and May 14, 2024 General Committee meeting be confirmed.
  Carried

4.

PRESENTATIONS

4.1

PRESENTATION OF ONTARIO PUBLIC WORKS AWARD (12.2.6)

Andy Taylor, Chief Administrative Officer, addressed the Committee and advised that the City has been recognized as a leader in problem solving by Ontario Public Works and recently received the following three awards:

1. 2023 Public Works Leader of the Year - Awarded to Claudia Marsales;
2. Innovating Public Service in Road Maintenance in The City of Markham with Cityrover artificial intelligence - Visual Defence Inc. Cityrover Inc.; and,
3. Enterprise Asset Management Data Model - Awarded to City of Markham.  

Mayor Scarpitti congratulated all staff involved in these areas and noted the significant contributions by all that has led to the continued improvement of City services.   

Jonathan Marsales was in attendance to accept the 2023 Public Works Leader of the Year Award on behalf of Claudia Marsales.  

The following staff members were also in attendance to receive the awards: 

• Morgan Jones, Commissioner, Community Services;
• Eddy Wu, Director, Environmental Services;
• Micahel Dipasquale, Supervisor, Waste Management, Environmental Services;
• Joseph Verschuuren, Waste Operations Assistant, Environmental Services;
• Irene Weiss, Administrator, Environmental Services;
• Yurong Duan, IMS Analyst, Environmental Services 
• Alice Lam, Director, Operations; 
• Stephen Dollmaier, Senior Manager, Roads and Survey;
• Trinela Cane, Commissioner, Corporate Services;
• Sumon Acharjee, Chief Information Officer, ITS; 
• Ned Sirry, Senior Manager, ITS Operations & Project Delivery, ITS;
• Matthew Miller, Manager, Data & GIS, ITS;
• Mustafa Rahman, Client Advisor, ITS; and,
• Amr Saad, Lead, GIS Operations & Architecture, ITS.

5.

DEPUTATIONS

There were no deputations. 

6.

COMMUNICATIONS

6.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Isa Lee
  Seconded by Regional Councillor Joe Li
  1. That the following communications dated May 23, 2024 from York Region be received for information purposes:
     
     1. Water and Wastewater Capital Infrastructure Status Update
     2. Update on Public Works Research and Innovation Program
     3. 2024 Corporate Energy Conservation and Demand Management Plan
     4. Transportation Capital Infrastructure Status Update
     5. 2024 Corporate Asset Management Plan 
     6. Growth and Development Review 2023
     7. 2024 Property Tax Policy
     8. 2023 to 2027 Strategic Plan Year 1 (2023) Progress Report
     9. 2024 Property Tax Rate
     10. Municipal Operation of Long-Term Care Homes
  Carried

7.

PETITIONS

There were no petitions. 

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE MARKHAM PUBLIC LIBRARY - APRIL 22, 2024 (16.0)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the minutes of the April 22, 2024 Markham Public Library Board meeting be received for information purposes.
  Carried

8.2

MINUTES OF THE SEPTEMBER 21, OCTOBER 19, NOVEMBER 23, 2023, AND JANUARY 25, FEBRUARY 22, MARCH 6, 2024 MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA (MVBIA) COMMITTEE (16.0)

• Moved by Deputy Mayor Michael Chan
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the September 21, October 19, November 23, 2023, and January 25, February 22, March 6, 2024 Markham Village Board Improvement Area meeting be received for information purposes.
  Carried

8.3

TAX WRITE-OFFS IN ACCORDANCE WITH SECTION 354 OF THE MUNICIPAL ACT, 2001 (7.3)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the report entitled Tax Write-offs in Accordance with Section 354 of the Municipal Act, 2001 be received; and,
  2. That the tax amounts for prior years totalling $636,398, as set out in this report, be written-off pursuant to Section 354 of the Municipal Act, 2001; and,
  3. That the City of Markham’s portion of the write-off of $148,441 be charged to Account 820-820-7040; and,
  4. That the Treasurer be directed to remove these amounts from the Collector’s Roll; and,
  5. That the associated interest be cancelled in proportion to the tax adjustments; and,
  6. That staff be authorized to and directed to do all things necessary to give effect to this resolutions.
  Carried

8.4

DEVELOPMENT CHARGES AND COMMUNITY BENEFITS CHARGE DECEMBER 31, 2023 RESERVE BALANCES AND ANNUAL ACTIVITY OF THE ACCOUNTS (7.11)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the report titled “Development Charge and Community Benefits Charge December 31, 2023 Reserve Balances and Annual Activity of the Accounts” be received by Council as required under Section 43(1) of the Development Charges Act, 1997, as amended, and Section 37(48) of the Planning Act; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.5

AWARD OF CONTRACT 161-S-24 MICROSOFT 365 DYNAMICS CUSTOMER RELATIONSHIP MANAGEMENT (CRM) SOFTWARE (7.13)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Ritch Lau
  1. That the report entitled “Award of Contract 161-S-24, Microsoft 365 Dynamics Customer Relationship Management (CRM) Software” be received; and, 
  2. That the City’s existing Microsoft Platform be extended to include Microsoft 365 Dynamics Suite of Business Applications; and,
  3. That Microsoft 365 Dynamics Suite of Business Applications be designated as the preferred solution and software product of the City’s Customer Relationship Management (CRM) service needs at the sole discretion of the City; and,
  4. That Staff proceed with a Request for Proposal for Consulting Services for the Implementation, Integration, Ongoing Support and Maintenance of a Microsoft 365 Dynamics CRM Solution from Qualified Microsoft Partners; and,
  5. That contract 161-S-24 be awarded to Microsoft Canada for an amount to be negotiated but not to exceed $500,000 inclusive of HST for the year-1 software and license services; and,
  6. That the capital costs for the year-1 software and licenses be funded from capital project account 400-101-5399-24076 - ITS - Corporate CRM Systems Implementation, with an available budget of $ 2,470,085 inclusive of HST; and,
  7. That the contract for ongoing software and license services for 4 additional years be awarded to Microsoft Canada in an annual amount to be negotiated but not to exceed $500,000 inclusive of HST, to be funded from 400-400-5361 with a current annual budget of $65,586.36, and subject to the adoption of the 2025 and future operating budgets in the said negotiated amounts; and,
  8. That the Chief Information Officer and the Senior Manager, Procurement and Accounts Payable be authorized to negotiate the Contract with Microsoft Canada 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 with Purchasing By-Law 2004-341, Part II, Section 7 (1) (h) where it is necessary or in the best interests of the City to acquire non-standard items or Consulting and Professional Services from a preferred supplier or from a supplier who has a proven track record with the City in terms of pricing, quality, and service; and,
  10. That Microsoft Canada be designated as the preferred vendor for the City’s Customer Relationship Management (CRM) service needs at the sole discretion of the City and for Microsoft Canada software products 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 CRM 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, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and further,
  12. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

CONSENT REPORTS - COMMUNITY SERVICES MATTERS

9.1

QUALITY MANAGEMENT SYSTEM - MANAGEMENT REVIEW (5.3)

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Karen Rea
  1. That the report titled “Quality Management System Management Review” be received; and,
  2. That Council, as the Owner of the City’s drinking water system, acknowledge and support the outcome and action items identified from the Management Review; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

MOTIONS

10.1

MOTION TO INCREASE THE NOTIFICATION RADIUS FOR THE LANGSTAFF GATEWAY MZO ITEM

Regional Councillor Jim Jones, assumed the Chair while Councillor Keith Irish introduced and moved this motion.  

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Juanita Nathan

  That the Committee consents to add the motion to increase the notification radius for the Langstaff Gateway MZO item to this agenda for consideration.

   

  Carried by a Two Thirds Vote
• Moved by Councillor Keith Irish
  Seconded by Mayor Frank Scarpitti

  Whereas the City of Markham is committed to achieving Goal #2 of its Strategic Plan in that “We are an inclusive city, engaging everyone in building a livable, caring and culturally vibrant community”, and;

  Whereas the mailing radius for notification of applications coming before the city’s Statutory Public Meetings is 200-metres of the property boundary, and;

  Whereas The City of Markham has been asked to support a request for a Minister’s Zoning Order for subject lands that are 21.4 ha (52.9 ac) in size, and are generally located east of Cedar Avenue, south of Highway 407 and west of Bayview Avenue, in the Langstaff Gateway of Thornhill, and;

  Whereas the subject lands are currently occupied with a variety of uses including light industrial, outdoor storage, natural heritage and very limited residential.

  Therefore, Be It Resolved That the notification area be extended for this application, scheduled for a public hearing June 25, 2024, to include residences on the following nearby streets outside the 200-metre radius:  Sycamore Drive, Evergreen Crescent, Mulberry Mews, Stately Way, Jondan Crescent and Romfield Circuit (house numbers 202 to 242 and 209 to 235).

  Carried

11.

NOTICES OF MOTION

There were no notices of motion.

12.

NEW/OTHER BUSINESS

There was no new or other business.

13.

ANNOUNCEMENTS

There were no announcements.

14.

CONFIDENTIAL ITEMS

The Committee consented to resolve into confidential session at 10:24 AM.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Juanita Nathan

  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 -  APRIL 30, 2024 (16.0) [Municipal Act, 2001, Section 239 (2) (c)(e)(f)(k)]

The Committee confirmed the General Committee Confidential Minutes of April 30, 2024.

14.1.2

CYBERSECURITY UPDATE ; THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; (12.0) [Municipal Act 2001, Section 239 (2)(a)]

The Committee received the Cybersecurity update.

14.1.3

DISPOSITION OF SURPLUS LANDS (WARD 5) (7.0); A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD;

The Committee consented to place this item on the June 12, 2024, Confidential Council Meeting Agenda for consideration. 

14.2

RESTRICTED AND CONFIDENTIAL ITEMS

14.2.1

LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS; RESTRICTED AND CONFIDENTIAL (11.0) [Municipal Act, 2001, Section 239 (2)(d)]

This matter was deferred from the May 28, 2024 General Committee Meeting. 

At the June 11, 2024 General Committee Meeting, confidential session, this matter was deferred to the June 12, 2024 Confidential Council Meeting Agenda.

15.

ADJOURNMENT

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Amanda Collucci

  That General Committee adjourn at 11:40 AM from confidential session and not report out on any matter.  

  Carried