General Committee Meeting Minutes

Meeting Number: 13

Tuesday, May 09, 2023 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
• 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
• Councillor Isa Lee

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Alice Lam, Acting Commissioner, Community Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Bryan Frois, Chief of Staff
• Kimberley Kitteringham, City Clerk
• Mary Creighton, Director, Recreation Services
• Graham Seaman, Director, Sustainability & Asset Management
• Darryl Lyons, Acting Director, Planning & Urban Design
• Alex Moore, Manager of Purchasing & Accounts Payable
• Chris Rickett, Director, Economic Development, Culture and Entrepreneurship
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Jennifer Evans, Legislative 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 9:31 AM with Councillor Keith Irish presiding as chair.  

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE APRIL 4, 2023  SPECIAL GENERAL COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Regional Councillor Joe Li
  1. That the minutes of the April 4, 2023 Special General Committee meeting be confirmed.
  Carried

3.2

MINUTES OF THE APRIL 11, 2023 AND APRIL 25, 2023 GENERAL COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Regional Councillor Joe Li
  1. That the minutes of the April 11, 2023 and April 25, 2023 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were deputations in relation to item 6.1.  Please refer to the item for details.

5.

COMMUNICATIONS

There were no communications. 

6.

PETITIONS

6.1

PETITION FOR "SAVE THURSDAY NIGHTS AT THE BANDSTAND" (3.5)

The Committee heard the following deputations in relation to the petition:

Ashley Korey, addressed the Committee to express support for the continuance of the Thursday Nights at the Bandstand events and noted their significant benefits to the community.   

Bill Dawson, addressed the Committee to express support for the continuance of the Thursday Nights at the Bandstand events and noted the financial and resource challenges faced in the past that have contributed to it's cancellation at the current time.  

The Committee thanked the deputants for attending today's meeting and noted the significance of this community event.    

There was discussion on the following:

• Concerns with the amount of funding provided through Celebrate Markham grants and that the program may require revisiting to reflect the current landscape of this event and potentially others;
• Ongoing concerns with road safety;
• The financial impact to business owners when the road closures take effect;
• Suggestions regarding resource allocation and management in relation to safety, event planning and execution;
• That consideration be made to re-locate the event to a larger venue to accommodate its growing success; and,
• Suggestions regarding sponsorship and provincial government funding for this type of cultural event.

 The Committee received the petition and referred it to staff.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Reid McAlpine
  1. That the petition entitled "Unionville Bandstand Petition" be received; and,
  2. That the deputations from Ashely Korey and Bill Dawson be received; and further,
  3. That the petition be referred to Staff.
  Carried

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE MARCH 27, 2023 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Andrew Keyes
  1. That the minutes of the March 27, 2023 Markham Public Library Board meeting be received for information purposes. 
  Carried

7.2

2023 FIRST QUARTER INVESTMENT PERFORMANCE REVIEW (7.0)

• Moved by Councillor Isa Lee
  Seconded by Councillor Andrew Keyes
  1. That the report dated May 9, 2023 entitled “2023 First Quarter Investment Performance Review” be received.
  Carried

7.3

STAFF AWARDED CONTRACTS FOR THE MONTH OF MARCH 2023 (7.12)

The Committee made the following inquiries in relation to the staff awarded contracts:

• Item 6, Contract # 057-S-23:
  • Supply and Delivery of Four (4) ¾ Ton 4x4 Pick Up Trucks;
  • Supply and Delivery of Four (4) snow plows;         
• Item 7, Contract # 045-S-23:
  • Supply and Delivery of One (1) 4WD 110 HP Tractor with Cab;
• Item 9, Contract # 059-S-23:
  • Supply and Delivery of Various Pick Up Trucks;
• The various procurement procedures utilized to secure the vehicles; and,
• Concerns with multiple manufacturers and future vehicle maintenance.

• Moved by Councillor Karen Rea
  Seconded by Councillor Reid McAlpine
  1. That the report entitled “Staff Awarded Contracts for the Month of March 2023” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

032-T-08 SIDEWALK WINTER MAINTENANCE CONTRACT EXTENSION (5.0)

There was a brief discussion regarding the size of snow removal equipment in relation to that of the sidewalks and the damage caused to grass areas and to street lights over the past winter. 

Staff indicated that the winter of 2022/2023 was challenging and that the ground was not frozen at all times winter maintenance occurred.  Staff further indicated that various equipment is being evaluated for next year and that there are ongoing investigations with City's contractors with respect to winter maintenance damage liability. 

• Moved by Councillor Amanda Collucci
  Seconded by Councillor Juanita Nathan
  1. That the report entitled “032-T-08 Sidewalk Winter Maintenance Contract Extension” be received; and,
  2. That the following sidewalk winter maintenance contracts be extended for an additional three (3) winter seasons (December 1, 2023 – March 31, 2026) to De Ferrari Construction Ltd ($1,755,106.00) and VTA Construction Limited ($1,684,901.00) in the estimated annual value of $3,440,007.00 subject to a maximum annual price adjustment that is to be capped based on the percentage change in the posted All-Items CPI (Consumer Price Index) for Ontario; and,
  3. That the Director of Operations and the Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for two (2) additional, separate winter seasons (December 1, 2026 to March 31, 2028) subject to a maximum annual price adjustment that is to be capped based on the percentage change in the posted All-Items CPI (Consumer Price Index) for Ontario; and,
  4. That the tendering process be waived in accordance with Procurement By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
             (c) when the extension of an existing Contract would prove more cost-effective or beneficial; and,
             (g) Where it is in the City’s best interest not to solicit a competitive bid; and,
  5. That the 2024-2028 operating budgets and purchase orders be adjusted for growth (increase in kilometres of roadway) and a price adjustment based on the Consumer Price Index (CPI) for All-Items Ontario for the twelve (12) month period ending March 31 in the applicable year, subject to Council approval; and,
  6. That the 2024 operating budget be increased for the 2024 financial impact of CPI in the estimated amount of $372,037 subject to future growth requirements and Council approval; and further,
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

MOTIONS

There were no motions.

9.

NOTICES OF MOTION

There were no notices of motion.

10.

NEW/OTHER BUSINESS

There was no new or other business.

11.

ANNOUNCEMENTS

There were no announcements.

12.

ADJOURNMENT

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Isa Lee

  That General Committee adjourn at 10:50 AM.

  Carried