Electronic General Committee Meeting Minutes

Meeting Number: 11

Tuesday, July 13, 2021 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Don Hamilton
• Regional Councillor Jack Heath
• Regional Councillor Joe Li
• Regional Councillor Jim Jones
• Councillor Keith Irish
• Councillor Alan Ho
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Andrew Keyes
• Councillor Amanda Collucci
• Councillor Khalid Usman
• Councillor Isa Lee

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Joel Lustig, Treasurer
• Bryan Frois, Chief of Staff
• Kimberley Kitteringham, City Clerk
• Martha Pettit, Deputy City Clerk
• Mary Creighton, Director, Recreation Services
• Hersh Tencer, Manager, Real Property
• Biju Karumanchery, Director, Planning ＆ Urban Design
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Commissioner, Community Services
• Meg West, Manager of Business Planning and Projects
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Raj Raman, Senior Manager Projects, CAO's Office
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Ned Sirry, Acting Chief Information Officer
• Frank Clarizio, Director, Engineering
• Alice Lam, Director, Operations
• Christina Kakaflikas, Director, Econ Growth, Culture ＆ Entre'ship
• Barry Budhu, Sr. Mgr, Roads, Survey & Utility
• Bindi Patel, Supervisor, Community Program

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1.

CALL TO ORDER

Under the authority of the COVID-19 Economic Recovery Act, 2020 (Bill 197) and the City of Markham's Council Procedural By-law 2017-5, and in consideration of the advice of public health authorities, this meeting was conducted electronically with members of General Committee, staff, and members of the public participating remotely.

General Committee convened at 9:33 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda. 

The Committee recessed at 11:20 AM and reconvened at 11:30 AM.  The Committee recessed again for lunch at 12:45 PM and reconvened at 1:30 PM.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

DEPUTATIONS

There was a deputation from Harvey Thomson in relation to item 10.2 Lymantria Dispar Dispar. 

Harvey Thomson addressed the Committee to express his concerns and experience with the gypsy moths infestation of trees in his neighbourhood. He suggested that the City reimburse residents that undertake spraying of trees to mitigate against the spread of gypsy moths and in turn promote tree preservation.  

Please refer to the individual item for additional details.   

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones

  That the deputation from Harvey Thomspon be received.

  Carried

4.

COMMUNICATIONS

4.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman
  1. That the following communications dated June 10, 2021 from York Region be received for information purposes:
     1. Request for Traffic Signals - Major Mackenzie Drive East and Elm Green Lane - City of Markham
     2. York Region 2021 Economic Development Update
     3. 2019 and 2020 Paramedic Response Time Performance Plan Final Results
     4. 2020 Agriculture and Agri-Food Strategy Update
     5. Resolution - Integrated Management Plan for Plastics
     6. Affordable Housing in York Region - 2020 Measuring and Monitoring
     7. Regional Official Plan Update Policy Directions Report
     8. 2022 Development Charges Bylaw - Status Update
     9. Extension of Large Office and Affordable Rental Development Charges Deferrals Due to the Pandemic
     10. Court Services Annual Report 2020
     11. East Gormley Water and Wastewater Servicing Request
     12. 2020 Annual Waste Management Report
     13. Revised Provincial Timelines for Corporate Asset Management Plans
     14. Referred Markham Employment Conversion Requests - 2041 Regional Municipal Comprehensive Review
  Carried

5.

PETITIONS

There were no petitions. 

6.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

6.1

MINUTES OF THE FEBRUARY 19, 2021, MARCH 9, 2021 AND APRIL 9, 2021 MARKHAM VILLAGE BIA (16.0)

The Committee noted an error in the minutes dated April 9, 2021 in relation to the reference about free Wi-Fi.   A revised version of the minutes will be provided and included in this meeting's minutes.  

• Moved by Councillor Karen Rea
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the February 19, 2021, March 9, 2021 and April 9, 2021 Markham Village BIA be received for information purposes. 
  Carried

6.2

MINUTES OF THE MAY 17, 2021 AND JUNE 21, 2021 BOX GROVE COMMUNITY CENTRE (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the May 17, 2021 and June 21, 2021 Box Grove Community Centre be received for information purposes.
  Carried

6.3

MINUTES OF THE MAY 31, 2021 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the May 31, 2021 Markham Public Library Board be received for information purposes.
  Carried

6.4

MINUTES OF THE MARCH 16, 2021 AND APRIL 14, 2021 WASTE DIVERSION COMMITTEE (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the March 16, 2021 and April 14, 2021 Waste Diversion Committee be received for information purposes.
  Carried

6.5

MINUTES OF THE JANUARY 22, 2020 MARKHAM PUBLIC ART ADVISORY COMMITTEE (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the January 22, 2020 Markham Public Art Advisory Committee be received for information purposes.
  Carried

6.6

MINUTES OF THE APRIL 19, 2021 AND MAY 17, 2021 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the April 19, 2021 and May 17, 2021 Advisory Committee on Accessibility be received for information purposes.
  Carried

6.7

MINUTES OF THE APRIL 8, 2021 GERMAN MILLS COMMUNITY CENTRE BOARD (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the April 8, 2021 German Mills Community Centre Board be received for information purposes.
  Carried

6.8

MINUTES OF THE MAY 27, 2021 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Khalid Usman
  1. That the minutes of the May 27, 2021 Markham Environmental Advisory Committee be received for information purposes.
  Carried

7.

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

7.1

OPERATIONS WINTER MAINTENANCE UPDATES MEMO (5.10)

The Committee made the following inquiries:

• How the program costs were calculated; 
• How many narrow width sidewalks does the City has compared to standard width ones in the City and what is the City’s plan in bringing it to standard width; and,
• Whether the City has equipment that can accommodate all sidewalk widths and best to avoid boulevard damages

Alice Lam, Director of Operations, addressed the Committee to confirm the cost calculations and advised that the City is looking for opportunities to widen sidewalks where available on an ongoing basis through capital replacement program.  The City will make provisions as required to provide winter service to all sidewalks.  She indicated that the narrow sidewalks are located mainly in the Unionville Main Street  and Markham Main Street areas.  

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Amanda Collucci
  1. That the memorandum “Operations Winter Maintenance Updates” dated on July 13^th, 2021 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 - ENVIRONMENT & SUSTAINABILITY ISSUES

8.1

ALECTRA ELECTRIC VEHICLE CHARGING PARTNERSHIP - MULTIPLE CITY SITES (5.0)

The Committee made the following inquiries:

• How the number of stations and their locations were determined; 
• What criteria is used to determine the charge rate at charging stations; 
• Whether the location of the current charging stations at the Aaniin and Crosby Community Centers infringe on accessible parking spots; 
• Whether condominium boards and other businesses should be directed to the City or Alectra with inquiries on program participation; 
• The necessary equipment and established protocol for use of the stations to provide charging services; and,
• Whether the City regulates the installation of charging stations at gas stations or other places of business.

Staff provided responses to the inquiries made by the Committee.   

• Moved by Councillor Reid McAlpine
  Seconded by Deputy Mayor Don Hamilton
  1. That the report entitled, “Alectra Electric Vehicle Charging Partnership – Multiple City Sites” be received; and,
  2. That the Mayor and Clerk be authorized to execute an agreement, including any amendments to the agreement, between the City of Markham (“City”) and Alectra Energy Services Inc. (“Alectra”) for the installation, operation, maintenance and repair of Electric Vehicle Supply Equipment at Markham community facilities for public use, provided the form of such agreement is satisfactory to the Commissioner of Corporate Services and the City Solicitor; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

9.1

WORLD COUNCIL ON CITY DATA ISO 37120 CERTIFICATION 2021 (12.2.6)

Andy Taylor, CAO, addressed the Committee to introduce the item and provided an overview of the three year pilot project, partially funded by the Province that the City has participated in since 2019.  The City is one of 15 municipalities where globally standardized data is collected by the World Council On City Data to measure the quality of life and the level of services provided. This is the second year that the City has obtained ISO 37120 Platinum Certification.  The program provides Markham with the opportunity to compare performance to other cities and to align these indicators with the City's strategic and business plans.  Mr. Taylor thanked staff for their work in compiling the data and noted the City's commitment to transparency and commitment to open data.  He introduced Dr. Patricia McCarney, President and CEO, WCCD.   

Dr. Patricia McCarney, President and CEO, WCCD addressed the Committee to provided information on the ISO and Platinum standard and indicated that the data is used for job creation, economic development, strategic planning, and others. She virtually presented the City with the award.  

Mayor Scarpitti welcomed Dr. McCarney, and Justine Hamilton-Arvisais and noted that this initiative is a great opportunity to share information, learn from our experiences and be inclusive as we are all facing similar challenges and that it is wonderful to receive this award two years in a row. The Mayor thanked each member of City staff for their work and contribution to this initiative and accepted the award.  

• 1. That the report dated June 14, 2021 titled “World Council on City Data, ISO 37120 Certification” be received; and,
  2. That the formal virtual presentation of the World Council on City Data (WCCD), ISO 37120 Platinum Certification to the City of Markham be received.

   

10.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

10.1

ONTARIO GOOD ROADS ASSOCIATION (OGRA) 2020 JOHN NIEDRA BETTER PRACTICES AWARD (13.12)

Morgan Jones, Commissioner, Community Services, addressed the Committee to introduce Roy Tal, Chief Technology Officer, Visual Defence Inc., and James Smith, Manager, Technical Programs and Research, Ontario Good Roads Assiciation (OGRA) who congratulated and presented the City with the OGRA 2020 John Niedra Better Practices Award which is a testament to the City's commitment to innovation and technology.  

The following staff members were recognized by General Committee on the Ontario Good Roads Association 2020 John Niedra Better Practices Award:

• Alice Lam, Director, Operations
• Barry Budhu, Senior Manager, Roads, Survey & Utility
• Dennis King, Supervisor, Road Operations
• Morgan Jones, Commissioner, Community Services

Mayor Scarpitti thanked James Smith and Roy Tal for attending today's meeting and making the presentation.  He congratulated operations staff on this award and thanked Andy Taylor, CAO, for creating a culture of innovation at the City.  He further noted that this was another great example of embracing technology to provide better service and keep costs down.  

The Committee congratulated staff on this achievement.  

• Moved by Councillor Alan Ho
  Seconded by Regional Councillor Jim Jones
  1. That the presentation entitled “OGRA John Niedra Better Practices Competition and Award” be received.
  Carried

10.2

LYMANTRIA DISPAR DISPAR (LDD) FOLLOW UP (5.0)

Alice Lam addressed the Committee to indicate that the current update is in response to the June 14, 2021 General Committee meeting and introduced David Plant, Sr. Mgr, Parks, Horticulture & Forestry, Operations who provided a presentation that outlined the Lymantria Dispar Dispar (LDD) lifespan, where the City is currently with respect to it and recent updates to the action plan.    

The Committee made the following inquiries:

• The effects of LDD on tree foliage and its regrowth on deciduous and pine trees;
• The use of spray pesticide and whether it will provide effective moth removal related to the LDD lifespan stages;
• The cost estimate for City spray application as compared to resident costs to spray on their own;
• Concerns with the potential impact weather and natural fungus may have on the continuation of egg mass removal by staff;  
• The details on when egg mass removal will take place, which trees will be treated by the City and from what height will the removal be applied;
• Inquiry into whether the Region will address the trees along regional roads such as Highway 7;
• Consideration into increasing the budget to provide compensation to residents that may treat trees on their property themselves;
• Consideration in distributing burlap kits to residents;
• Concerns that trees in mature areas and that may be at end of life are severely affected and that more proactive measures be taken to maintain them;
• That the City undertake additional and proactive measures and potentially enhance equipment to better address this issue;
• Consideration of stockpiling BTK and spray applicators for future use;
• The number of trees that have been lost to LDD;
• Inquiry into whether current City resources are sufficient to address this issue and undertake the recommended measures;
• The number of eggs one moth may lay and its formation;
• That more communication be provided to residents on how to address LDD at various stages: as eggs, as caterpillars and as moths;
• The effects of BTK on LDD, and other species; and further,
• Clarification on the program costs and that they will be included on this year and next years budget.  

The Committee requested that staff provide a list of City actions and what residents may do to help address and prevent LDD infestation in addition to the establishment of a hot-line to provide information to residents.  The Committee furhter requested that staff provide an additional update in the late fall with information on the current stage, City actions and what other jurisdictions are doing to address the LDD infestation.

Staff provided responses to the Committee's inquiries and advised that the City will hire 6 additional staff to continue egg mass removal in October 2021 as a proactive approach.  It was indicated that there will be increased communication on things residents can and should not do to prevent the spread of LDD and confirmed that staff will continue to monitor and assess this matter. 

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Keith Irish
  1. That the memorandum and presentation “LDD (Lymantria Dispar Dispar) ” dated on July 13th, 2021 be received; and,
  2. That staff recommends continuation of the public outreach initiative encouraging resident participation including instructional videos and documents, dedicated website updates and frequent updates on growth cycle to manage expectations on various social media platforms; and
  3. That staff recommends continuation of tracking through monitoring service requests, follow up patrols to understand defoliation results and information gathering to inform collaborative efforts with Region of York and municipal counterparts; and,
  4. That staff recommends continuation of egg mass removal program beginning in October 2021 onward utilizing 6 additional seasonal staff at a cost of approximately $156,000.00 annually until the end of the infestation to be funded through the existing 2021 Parks part-time personnel budget; and, 
  5. That staff provide an additional update in the late fall with information on the current stage, City actions and what other jurisdictions are doing to address the LDD infestation; and further,
  6. That staff be authorized and directed to do all things necessary to give effect to this resolution
  Carried

11.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

11.1

MINUTES OF THE APRIL 21, 2021 ANIMAL CARE COMMITTEE (16.0)

The Committee made inquiries relating to the new CSA glass standard going forward and suggested that staff report back with an update in the fall. 

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Isa Lee
  1. That the minutes of the April 21, 2021 Animal Care Committee be received for information purposes; and further,
  2. That staff provide an update in the fall.
  Carried

11.2

MINUTES OF THE MAY 3, 2021 RACE RELATIONS COMMITTEE (16.0)

Claudia Storto, City Solicitor, addressed the Committee and provided background information regarding the recommendation put forward by the RRC.   

The Committee requested that this item be referred back to staff and brought to a future General Committee meeting in the fall 2021.  

• Moved by Councillor Andrew Keyes
  Seconded by Councillor Isa Lee
  1. That the minutes of the Race Relations Committee meeting held on May 3, 2021 be received for information purposes; and further,
  2. That the recommendation be referred to staff and it be brought back to a future General Committee meeting in the fall of 2021.

11.3

STAFF AWARDED CONTRACTS FOR THE MONTH OF MAY 2021 (7.12)

There was discussion on the following staff awarded contracts:

• 030-R-21 Consulting Services, Markham Centre Community Energy Plan; and,
• 043-R-21 Consulting Engineering Services for Sediment Removal at Four Stormwater Management Ponds

The Committee requested that staff provide an update with respect to stormwater pond  management as it relates to cleaning criteria and benchmarking results.  

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman
  1. That the report entitled “Staff Awarded Contracts for the Month of May 2021” be received; and,

      

  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution

      

  Carried

12.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

12.1

CELEBRATE MARKHAM GRANT PROGRAM - APRIL 1, 2021 - MARCH 31, 2022 (2021-2022) - FUNDING APPROVALS AND ANNUAL PROGRAM REVIEW (7.6)

Christina Kakaflikas, addressed the Committee to provide an update with respect to the Celebrate Markham Grant Program - April 1, 2021 - March 21, 2022 in consideration of Council direction received in April, 2021.  She presented the revised recommendations.  

The Committee made the following inquiries:

• Potential funding of 35% grants for events that may not take place or permit spectators;
• The scheduling of the events, and the potential to have in-person events when the Province proceeds to next opening phases; and,
• Consideration that current events that happen in the fall may be allowed to take place in-person depending on Provincial restrictions; 

Staff responded to the Committee's inquiries.  

The Committee supported original funding for events that are permitted to take place in accordance with Provincial health guidelines.  

 

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jim Jones
  1. That the report titled, “Celebrate Markham Grant Program – April 1, 2021 - March 31, 2022 (2021-22) - Funding Approvals and Annual Program Review” be received; and,
  2. That Council receive the recommendations of the Interdepartmental Staff Review Committee in Attachment 1, which includes 63 Celebrate Markham applicants, totaling $221,000; and,
  3. That Council approve the revised recommendations based on the Resolution of Council dated April 6, 2021 which includes 35 applicants to be funded totaling $48,575 for virtual programming/events for this funding cycle and identified in Attachments 2, 3, 4 and 5; and,
  4. That Council authorize a one-time carry forward of unused Community Events monies in the amount of $207,425 to the 2022-2023 Community Events funding envelope; and,
  5. That Council authorize 26 postponed applications to be carried forward in the amount of $84,500 to be considered for funding in the 2022-2023 funding cycle; and,
  6. That Council authorize funding for Kindred Spirits Orchestra (KSO) in the amount of $5,000 based on the original Interdepartmental Staff Review Committee recommendation and conditional on receiving documents outlined in the Resolution of Council dated April 20, 2021; and,
  7. That if a sporting event is permitted to proceed as a live event in accordance with Provincial guidelines, that the original recommended funding be applied as indicated by respective departments, and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

13.

MOTIONS

There were no motions.

14.

NOTICES OF MOTION

Councillor McAlpine introduced a notice of motion regarding the establishment of a lobbyist registry for the City.

The Committee suggested that any previously prepared reports be circulated to Members prior to the September 13, 2021 General Committee meeting.

15.

NEW/OTHER BUSINESS

There was no new or other business.

16.

ANNOUNCEMENTS

There were no announcements.

17.

CONFIDENTIAL ITEMS

General Committee open session adjourned at 2:25 PM.  

General Committee convened into confidential session at 2:27 PM and did not return to open session and did not report out on any matter.

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Khalid Usman

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

  Carried

17.1

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

17.1.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE CITY OR LOCAL BOARD; (8.6) (WARD 2) [Section 239 (2)(c)]

A TRADE SECRET OR SCIENTIFIC, TECHNICAL, COMMERCIAL, FINANCIAL OR LABOUR RELATIONS INFORMATION, SUPPLIED IN CONFIDENCE TO THE MUNICIPALITY OR LOCAL BOARD, WHICH, IF DISCLOSED, COULD REASONABLY BE EXPECTED TO PREJUDICE SIGNIFICANTLY THE COMPETITIVE POSITION OR INTERFERE SIGNIFICANTLY WITH THE CONTRACTUAL OR OTHER NEGOTIATIONS OF A PERSON, GROUP OF PERSONS, OR ORGANIZATION; (8.6) (WARD 2) [Section 239 (2) (i)]

 

18.

ADJOURNMENT

General Committee rose out of confidential session at 4:17 PM and did not report out on any matters.  The Committee consented to place the following items on the July 27, 2021 Confidential Council Meeting Agenda for consideration:  17.1.1.

General Committee adjourned 4:17 PM.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Khalid Usman

  That General Committee adjourn at 4:17 PM.

  Carried