General Committee Meeting Minutes

Meeting Number: 19

Wednesday, October 04, 2023 at 9:00 A.m. - 2:00 P.m.

Heintzman House

Roll Call

• Mayor Frank Scarpitti
• 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

• Deputy Mayor Michael Chan
• Regional Councillor Alan Ho

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Bryan Frois, Chief of Staff
• Joseph Silva, Treasurer
• Kimberley Kitteringham, City Clerk
• Alice Lam, Acting Commissioner, Community Services
• Catherine Biss, Chief Executive Officer
• Sumon Acharjee, Chief Information Officer
• Stephanie DiPerna, Director, Building Standards
• Mary Creighton, Director, Recreation Services
• Frank Clarizio, Director, Engineering
• Graham Seaman, Director, Sustainability & Asset Management
• Darryl Lyons, Acting Director, Planning & Urban Design
• Giulio Cescato, Director of Panning & Urban Design
• Chris Rickett, Director, Economic Development, Culture and Entrepreneurship
• John Yeh, Manager, Strategy & Innovation
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Rajeeth Arulanantham, Assistant to Council/Committee
• Cajaanan Jeyanathan, Coordinator, Strategy & Executive Operations

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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 9:11 AM.   Councillor Keith Irish presided as Chair. 

The Committee recessed at 10:35 AM and reconvened at 10:50 AM.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

They were no minutes to approve on this agenda.

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

There were no communications.

6.

PETITIONS

There were no petitions.

7.

PRESENTATIONS - FINANCE & ADMINISTRATIVE MATTERS

7.1

BUILDING MARKHAM'S FUTURE TOGETHER WORKSHOP #1

Mayor Frank Scarpitti provided opening remarks and briefly outlined the strategic planning process and its significance in  identifying goals and objectives that align with the needs for the City, now and in the future.   

Andy Taylor, Chief Administrative Officer, addressed the Committee and welcomed all attendees to this first of three sessions to review the City's strategic plan, Building Markham's Future Together, which was held at Heintzman House.  Mr. Taylor thanked, Trinela Cane, Commissioner, Corporate Services for her guidance through this process, Bryan Frois, Senior Manager Executive Operations and Strategic Initiatives, the Senior Management Team, Members of Council, Directors, Jeyanathan, Cajaanan, Coordinator, Strategy & Executive Operations and Rick Dominico for their contributions and identified all as City builders in building this community.  He briefly outlined some of the City's accomplishments, innovations through the Covid-19 pandemic and beyond and highlighted two policy plans, the Diversity Action Plan, and the Anti-Black Racism Plan that align with Building Markham's Future Together and contribute to stronger communities.  

Mr. Taylor introduced, Sabine Matheson, Principal, Strategy Corp, who was in attendance today to make a presentation entitled, Government Scan.  Ms. Matheson is a well respected government advisor and a specialist on intergovernmental affairs.  

7.1.1

PRESENTATION: GOVERNMENT SCAN

Sabine Matheson, Principal Strategy Corp, thanked Mr. Taylor and the Mayor for the warm welcome and introduction. She provided an overview of the fundamentals required to develop a meaningful strategic plan and that it is a measurable bridge to meet the requests of council and items identified by staff using best practices and legislative requirements.  Ms. Matheson presented, Government Scan, which outlined the results of a survey of 25 Chief Administrative Officers (CAOs) which highlighted factors affecting communities in the next five years such as, housing, health care, safety, climate change, a global recession and others.   

The Committee and staff thanked Ms. Matheson for this insightful presentation.  

A brief discussion ensued on the following: 

• The key issues other than housing that may be a key concern for municipalities;  
• The Strong Mayor Power legislation, and its unintended consequences; and,
• The potential for a regional review.

Ms. Matheson indicated that the CAO of the municipality is responsible to manage people and finances, and ultimately has to manage the community and a crisis when it may arise.  She further indicated that a regional review may not be a prirorty at this time.  Ms. Matheson noted that the Strong Mayor Power legislation is written in a way that does not tell municipalities what to do and noted the importance of a well defined CAO function to assist with its navigation.     

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

  That the Government Scan presentation be received. 

  Carried

7.1.2

PRESENTATION: STAFF/ COUNCIL RELATIONS

Sabine Matheson, Principal, Strategy Corp addressed the meeting attendees and made a second presentation on Staff Council Relations which identified the three relationships between, the public, elected officials and staff, and how they interrelate within the current guidelines.  She highlighted the significance of a staff-council relations policy and that it should be updated to reflect current roles and legislation.   

There was discussion on the following in relation to the presentation:  

• The statutory obligations and enforcement of by-laws by the CAO, treasurer, chief building officials and others; 
• That it is important for staff to provide specific details in the staff council relations policies; 
• That there be consideration to afford a member of council a degree of protection from toxicity; and,
• Whether the implementation of a staff-council relation policy is a best practice or a policy.

Ms. Matheson advised that staff are independent from council and staff would adhere to and enforce the by-laws of the municipality.  She suggested that a detailed staff-council relations policy is helpful to identify where there may be a policy violation, provides more clarity, and can provide an Integrity Commissioner means in which to adjudicate the facts against the policy.   A staff-council relations policy may also include counter measurers to dismiss vexatious and frivolous matters.  She further suggested that the staff relations policy be thought through and applied to daily work, in conjunction with the development and implementation of the strategic plan.

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

  That the Staff Council Relations presentation be received.

  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

The Mayor provided closing remarks and on behalf of Members of Council thanked Sabine for her attendance at today's meeting and the information, thought provoking topics and considerations she provided.  The Mayor also thanked Members of Council, and Directors for attending this session and looks forward to the next phase of the strategic planning process. 

The Chair closed the meeting.

• Moved by Councillor Isa Lee
  Seconded by Councillor Amanda Collucci

  That General Committee adjourn at 12:20 PM.

   

  Carried