General Committee Meeting Minutes

Meeting Number: 2

Tuesday, February 27, 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
• 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
• Morgan Jones, Commissioner, Community Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Bryan Frois, Chief of Staff
• Joseph Silva, Treasurer
• Martha Pettit, Deputy City Clerk
• Alice Lam, Acting Commissioner, Community Services
• Sumon Acharjee, Chief Information Officer
• Stephanie DiPerna, Director, Building Standards
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Tharsikaa Irajeswaran, Assistant to Council/Committee
• Stafford Hughes
• Dana Honsberger, Project Manager, Facilities Assets Sustainability & Asset Management

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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 9:35 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 JANUARY 30, 2024 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Ritch Lau
  1. That the minutes of the January 30, 2024 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

There were no communications.

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE OCTOBER 12, 2023 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Michael Chan
  1. That the minutes and notes of the October 12, 2023 Environmental Advisory Committee be received for information purposes.
  Carried

7.2

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

• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Michael Chan
  1. That the minutes of the November 27, 2023 Markham Public Library Board meeting be received for information purposes.
  Carried

7.3

2023 INVESTMENT PERFORMANCE REVIEW (7.0)

The Committee made inquiries in relation to reserve funds, their balances, and overall City assets.    

• Moved by Councillor Reid McAlpine
  Seconded by Mayor Frank Scarpitti
  1. That the report dated February 13, 2024 entitled “2023 Investment Performance Review” be received; and further, 
  2. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

STAFF AWARDED CONTRACTS FOR THE MONTHS OF NOVEMBER & DECEMBER 2023 (7.12)

There were inquires related to the following contracts:

• #274-S-23, Chatbox Update ChatGPT chatbot update; and,
• #257-T-23, Rental of Portable Toilets.

• Moved by Councillor Reid McAlpine
  Seconded by Mayor Frank Scarpitti
  1. That the report entitled “Staff Awarded Contracts for the Months of November & December 2023” be received; and,
  2. That Staff be authorized to amend the reporting for contracts awarded by Staff from a monthly report to a quarterly report; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

      

  Carried

7.5

289-T-23 MARKHAM VILLAGE PHASE 1A - STORM SEWERS AND WATERMAIN UPGRADES (7.12)

• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Michael Chan
  1. That the report entitled “289-T-23 Markham Village Phase 1A - Storm Sewers and Watermain Upgrades” be received; and,
  2. That the contract for be awarded to the lowest priced Bidder, Drainstar Contracting Ltd. in the amount of $18,746,673.19, inclusive of HST; and,
  3. That a 15% contingency in the amount of $2,812,000.98 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expenditures of the 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 $21,558,674.17 ($18,746,673.19 + $2,812,000.98) be funded from the account 058-6150-23468-005 “Markham Village Flood Control Phase 1A - Construction” as outlined under the Financial Considerations Section in this report; and,
  5. That funding of $350,000.00 be retained in the account for other services as described under Financial Considerations Section; and,
  6. That the remaining funds from this tender relating to project #23468 “Markham Village Flood Control Phase 1A - Construction” in the amount $53,543.83 ($21,962,218.00 - $21,558,674.17-$350,000.00) be returned to the Stormwater Fee Reserve; and,
  7. That a 5-year moratorium be placed on any major servicing and utility installation along restored areas of the following streets:
     1. Church Street (from Maple Street to 9^th Line); and,
     2. Jack Court: and,
     3. Judy Court; and,
     4. Jill Court; and,
     5. Sir Isaac Gate; and, 
     6. King Arthur Court; and,
     7. Rose Way; and further, 
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

PRESENTATIONS - FINANCE & ADMINISTRATIVE MATTERS

8.1

PRELIMINARY RESULTS OF 2020-2026 STRATEGIC PLAN COMMUNITY SURVEY (16.23)

Bryan Frois, Senior Manager, Executive Operations and Strategic Initiatives, addressed the Committee and presented, Preliminary Results of 2020-2026 Strategic Plan Community Survey, which provided an overview of the action items respondents thought were most important to meet the City's strategic goals.  Mr. Frois noted that the results provided validation that the City's 2020 strategic plan is applicable to the realities of 2024. 

There was a short discussion regarding City compliance with the Accessibility for Ontarians with Disabilities Act (AODA), and that while the compliance level is high, there are improvement areas to focus on going forward.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Juanita Nathan
  1. That the presentation entitled “Preliminary Results of 2020-2026 Strategic Plan Community Survey” be received.
  Carried

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

9.1

REQUEST FOR APPROVAL OF REVISED TERMS OF REFERENCE FOR MARKHAM ACCESSIBILITY ADVISORY COMMITTEE (16.34)

Claudia Storto, City Solicitor addressed the Committee and introduced the revised name and Terms of Reference, for the Markham Accessibility Advisory Committee and noted that they set the framework and procedures for the committee moving forward.  It was indicated that the Terms of Reference were last updated in 2007 and that the revisions reflect the new legislation.   

The Committee discussed the legislative requirement and role of the Markham Accessibility Advisory Committee in addition to what the site plan application work flow may look like to ensure that the application approval process is not delayed.  

Staff noted that a management process is being developed to meet this obligation. Staff further noted that members of advisory committees are relied on for their experience in the community and feedback on policies which is relayed back to subject experts.    

• Moved by Councillor Ritch Lau
  Seconded by Regional Councillor Alan Ho
  1. That the report titled “Request for Approval of Revised Terms of Reference for Markham Accessibility Advisory Committee” be received; and, 
  2. That the name of the “Markham Advisory Committee on Accessibility” be changed to the “Markham Accessibility Advisory Committee”; and, 
  3. That the revised Terms of Reference for the Markham Accessibility Advisory Committee be approved in substantial conformity with the Terms of Reference attached as Appendix A; and further, 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

MOTIONS

There were no motions.

11.

NOTICES OF MOTION

There were no notices of motions.

12.

NEW/OTHER BUSINESS

There was no new or other business.

13.

ANNOUNCEMENTS

There were no announcements. 

14.

ADJOURNMENT

• Moved by Councillor Isa Lee
  Seconded by Regional Councillor Joe Li

  That General Committee adjourn at 10:19 AM.

  Carried