Electronic General Committee Meeting Minutes

Meeting Number: 9

Monday, May 09, 2022 at 9:30 A.m. - 3:00 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
• Arvin Prasad, Commissioner, Development Services
• Joel Lustig, Treasurer
• Bryan Frois, Chief of Staff
• Adam Grant, Fire Chief
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Commissioner, Community Services
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Terence Tang
• Sumon Acharjee, Chief Information Officer
• Jennifer Evans, Legislative Coordinator
• T'Jon Trudge, Technology Support Specialist IT

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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 current treaty holders 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.

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, this meeting was a hybrid meeting where members of General Committee, and staff participated both in-person and remotely.   

General Committee convened at 9:55 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda.  The meeting was delayed due to technical issues with meeting sign in.  

The Committee discussed the use of the Immersive View on Zoom and its continued use during Committee meetings. 

It was consented that for General Committee the Immersive View on Zoom would not be utilized.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Khalid Usman

  That the Zoom Immersive View be used while conducting Council and Committee meetings electronically so that all Members of Council may be visible on one page.  

  Lost

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE APRIL 4, 2022 GENERAL COMMITTEE (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Khalid Usman
  1. That the minutes of the April 4, 2022 General Committee meeting be confirmed.
  Carried

3.2

MINUTES OF THE MARCH 21, MARCH 23 AND APRIL 19, 2022 GENERAL COMMITTEE (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Khalid Usman
  1. That the minutes of the March 21, March 23 and April 19, 2022 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Isa Lee
  1. That the following communications dated May 2, 2022 from York Region be received for information purposes:
     1. Economic Development Action Plan 2022-2023 Update
     2. Transportation Services Capital Infrastructure Status Update
     3. Growth and Development Review 2021
     4. VentureLAB 2021 Results
     5. 2021 Development Charge Reserve Fund Statement
     6. 2021 Annual Development Activity Summary
     7. 2022 Water and Wastewater Master Plan Update
  Carried

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE NOVEMBER 22, 2021 AND JANUARY 24, 2022 BOX GROVE COMMUNITY CENTRE BOARD (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the November 22, 2021 and January 24, 2022 Box Grove Community Centre Board meeting be received for information purposes.
  Carried

7.2

MINUTES OF THE DECEMBER 2, 2021 GERMAN MILLS COMMUNITY CENTRE BOARD (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the December 2, 2021 German Mills Community Centre Board meeting be received for information purposes.
  Carried

7.3

MINUTES OF THE FEBRUARY 24, 2022 HEINTZMAN HOUSE COMMUNITY CENTRE BOARD (16.0)

The Committee noted an error in the Minutes and requested an update at the next General Committee meeting.

• Moved by Mayor Frank Scarpitti
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the February 24, 2022 Heintzman House Community Centre Board meeting be received for information purposes.
  Carried

7.4

MINUTES OF THE MARCH 16, 2022 ANIMAL CARE COMMITTEE (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the March 16, 2022 Animal Care Committee meeting be received for information purposes.
  Carried

7.5

MINUTES OF THE MARCH 21, 2022 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the March 21, 2022 Advisory Committee on Accessibility meeting be received for information purposes.
  Carried

7.6

MINUTES OF THE MARCH 28, 2022 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the March 28, 2022 Markham Public Library Board meeting be received for information purposes.
  Carried

7.7

MINUTES OF THE APRIL 12, 2022 DEVELOPMENT CHARGES PUBLIC MEETING (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the April 12, 2022 Development Charges Public Meeting be received for information purposes.
  Carried

7.8

2022 FIRST QUARTER INVESTMENT PERFORMANCE REVIEW (7.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the report dated May 9, 2022 entitled “2022 First Quarter Investment Performance Review” be received.

      

  Carried

7.9

2023 TEMPORARY BORROWING BY-LAW (7.3)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the report titled “2023 Temporary Borrowing By-law”  be received; and, 
  2. That a by-law be brought forward for Council approval to authorize the temporary borrowing, if required, of amounts not to exceed $211,727,414 from January 1, 2023 to September 30, 2023 and $105,863,707 from October 1, 2023 to December 31, 2023 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

7.10

2023 INTERIM SPENDING AUTHORITY PENDING APPROVAL OF BUDGET (7.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the report titled “2023 Interim Spending Authority Pending Approval of Budget”, be received; and,
  2. That Council approve 50% of the City’s 2022 Operating, Waterworks, Planning & Design, Building Standards and Engineering budgets, equal to $211,727,414, as a pre-budget approval for 2023 operating expenditures; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.11

2023 INTERIM SPENDING AUTHORITY PENDING APPROVAL OF UNIONVILLE AND MARKHAM VILLAGE IMPROVEMENT AREAS BUDGET (7.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the report titled “2023 Interim Spending Authority Pending Approval of Unionville and Markham Village Business Improvement Area Budgets”, be received; and, 
  2. That Council approve 50% of the 2022 Operating Budget equivalent to the amounts of $200,000 for the Unionville BIA (UBIA) and $165,455 for the Markham Village BIA (MBIA) as pre-budget approval for 2023 operating expenditures; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.12

042-T-22 CATHODIC PROTECTION OF IRON WATERMAINS (7.12)

The Committee inquired about the difference in cost between year 2022 and 2023.

 

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Andrew Keyes
  1. That the report entitled “042-T-15 Cathodic Protection of Iron Watermains – Contract Extension (2022 – 2025)” be received; and, 
  2. That the contract for Cathodic Protection of Iron Watermains be extended for four (4) additional years with 1460973 Ontario Limited O/A C.P. Systems (C.P. Systems) in the following amounts
     • 2022 - $575,788.61 + $46,063.09 (contingency) = $621,851.70
     • 2023 - $921,399.15 + $73,711.92 (contingency) = $995,111.08
     • 2024 - $715,545.79 + $57,243.66 (contingency) = $772,789.46
     • 2025 - $442,493.18 + $35,399.45 (contingency) = $477,892.64
       • 2023 -2025 award is subject to Council approval of the annual capital budget submission. The contingency amount is established to cover any additional construction costs and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  3. That the tendering process for the Cathodic Protection of Iron Watermains be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (c); which states that “when the extension of an existing Contract would prove more cost-effective or beneficial”; and,
  4. That the 2022 award in the amount of $621,851.70 be funded from the capital project 053-6150-22201-005 “Cathodic Protection of Iron Watermains” with a budget amount of $479,500.00; and,
  5. That the shortfall of $142,351.70 ($621,851.70 - $479,500.00) in project #22201 “Cathodic Protection of Iron Watermains” be funded from waterworks Reserve; and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution
  Carried

7.13

070-T-22 CAST IRON WATERMAIN REPLACEMENT IN SOUTHDALE/ GLADIATOR/ WALKERTON AREAS (7.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the report entitled “070-T-22 Cast Iron Watermain Replacement in Southdale Dr Area” be received; and,
  2. That the contract for Tender 070-T-22 Cast Iron Watermain Replacement in Southdale Dr/ Gladiator Rd/ Walkerton Dr be awarded to the lowest priced Bidder, Rabcon Contractors Ltd. in the amount of $5,278,291.20, inclusive of HST; and,
  3. That a 10% contingency in the amount of $527,829.12 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  4. That the construction award in the amount of $5,806,120.32 ($5,278,291.20 + $527,829.12) be funded from the capital project 053-6150-22202-005 “CI Watermain Replacement – Construction & CA” with budget available of $5,027,885.00; and,
  5. That the shortfall of $778,235.32 in project #22202 “CI Watermain Replacement – Construction & CA” be funded from Waterworks Reserve; and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.14

113-S-22 SUPPLY AND DELIVERY OF TWO (2) AUXILIARY VEHICLES (7.15)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the report entitled “113-S-22 Supply and Delivery of Two (2) Auxiliary Vehicles for Fire & Emergency Services” be received; and,
  2. That the contract for the supply and delivery of two (2) auxiliary vehicles (Drago apparatus with UHP units) for Fire & Emergency Services be awarded to Camions Carl Thibault Inc. in the amount of $1,711,000.78, inclusive of HST; and,
  3. That a new 2022 capital project be established in the amount of $1,711,000.78 to be funded from Fire Development Charges; and,
  4. That the tendering process be waived in accordance with Purchasing By-Law 2017-18, Part II, Section 11 (1) (b) which states, where there is only one source of supply for the goods to be purchased and (e) “where the City is acquiring specialized vehicles in which case the sources of supply may be identified based on technical specifications prepared by the User Department; and further,
  5. 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

The Chair inquired about the regulation of septic tank installation and their inspection. 

Staff advised that septic tank installation requires a permit from the Building Department and that they are not inspected by the City after installation.  They are the private systems that homeowners are responsible for.

11.

ANNOUNCEMENTS

There were no announcements.

12.

CONFIDENTIAL ITEMS

The Committee resolved into confidential session at 10:21 AM.

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Isa Lee

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

  Carried

12.1

FINANCE & ADMINISTRATIVE ISSUES

12.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - APRIL 4, 2022 (16.0) [Section 239 (2) (h)]

The Committee confirmed the Confidential Minutes of  April 4, 2022.

12.1.2

GENERAL COMMITTEE CONFIDENTIAL MINUTES - MARCH 23, AND APRIL 19, 2022 (16.0) [Section 239 (a)(c)(f)(h)]

The Committee confirmed the Confidential Minutes of April 19, 2022 and March 23, 2022.

12.1.3

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING CITY OR LOCAL BOARD EMPLOYEES (7.0); [WARD 4, 5, 6, 7 & 8] [SECTION 239 (2) (b)]

The Committee consented to place this item on the May 17, 2022 Confidential Council Meeting Agenda for consideration. 

13.

ADJOURNMENT

General Committee adjourned at 10:32 AM.

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

  That General Committee adjourn at 10:32 AM.

  Carried