Electronic General Committee Meeting Minutes

Meeting Number: 6

Wednesday, March 23, 2022 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
• Arvin Prasad, Commissioner, Development 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
• Frank Clarizio, Director, Engineering
• Biju Karumanchery, Director, Planning ＆ Urban Design
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Commissioner, Community Services
• Loy Cheah, Acting Director, Engineering
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Sumon Acharjee, Chief Information Officer
• Chris Rickett, Director, Economic Development, Culture and Entrepreneurship

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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 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.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Amanda Collucci
  Seconded by Councillor Isa Lee
  1. That the following communications dated February 10, 2022 from York Region be received for information purposes:
     1. Amendment to Management Plan for the York Regional Forest Managing Dogs
     2. Designating an Additional York Regional Forest Tract for Off-leash Dog Walking
     3. Inflow and Infiltration Reduction Standard for Sewers Servicing New Development
  Carried

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

STAFF AWARDED CONTRACTS FOR THE MONTHS OF JANUARY AND FEBRUARY 2022 (7.12)

There were inquiries in relation to the following contracts:

• Contract # 079-R-21 
  Municipal Election (2022) – Supply and Implementation of an Online Voting System with Support and Services; and, 
• Contract # 041-S-22 
  Supply and Delivery of Five (5) Compact Vans

Staff provided information in response to the inquiries.

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Joe Li
  1. That the report entitled “Staff Awarded Contracts for the Months of January & February 2022” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.2

162-T-13 PAVEMENT PRESERVATION AND SURFACE TREATMENT CONTRACT EXTENSION (5.10)

• Moved by Councillor Keith Irish
  Seconded by Councillor Andrew Keyes
  1. That the report entitled “162-T-13 Pavement Preservation and Surface Treatment Contract Extension” be received; and,
  2. That the contract for Pavement Preservation and Surface Treatment be extended for one (1) year with an option to extend for an additional one (1) year to Miller Paving Limited in the estimated value of $1,459,718.13 inclusive of HST;
     1. January 1 – December 31, 2022 - $759,718.13
     2. January 1 – December 31, 2023 - $700,000.00*
        *Subject to CPI All Items Canada for the twelve (12) month period ending December; and,
  3. That the award be funded from the capital accounts outlined in the Financial Considerations section with 2023 subject to Council approval; and,
  4. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
     1. (c) When the extension of an existing Contract would prove more cost-effective or beneficial; and,
     2. (g) Where it is in the City’s best interest not to solicit a competitive bid; and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.3

098-T-18 PAVEMENT MARKINGS CONTRACT EXTENSION (5.10)

• Moved by Councillor Keith Irish
  Seconded by Councillor Andrew Keyes
  1. That the report entitled “098-T-18 Pavement Markings Contract Extension” be received; and,
  2. That the contract for Pavement Markings be extended for one (1) year with an option to extend for an additional one (1) year to Guild Electric Ltd. in the estimated value of $975,454.90 inclusive of HST;
     1. January 1 – December 31, 2022 - $487,727.45
     2. January 1 – December 31, 2023 - $487,727.45*
        *Subject to CPI All Items Ontario for the twelve (12) month period ending October; and,
  3. That the award be funded from the various capital and operating accounts outlined in the Financial Considerations section; and,
  4. The budget shortfall of $45,224.45 will be reported as an unfavourable variance at year end in the 2022 operating results and will be adjusted accordingly in the 2023 Operating budget; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
     1. (c) When the extension of an existing Contract would prove more cost-effective or beneficial; and,
     2. (g) Where it is in the City’s best interest not to solicit a competitive bid; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

239-T-21 SUPPLY AND DELIVERY OF ONE (1) CUBE VAN CAMERA TRUCK (7.9)

• Moved by Councillor Keith Irish
  Seconded by Councillor Andrew Keyes
  1. That the report entitled “239-T-21 Supply and Delivery of One (1) Cube Van Camera Truck” be received; and,
  2. That the contract for the supply and delivery of one (1) cube van camera truck be awarded to the lowest priced bidder, JD Brule Equipment, in the amount of $403,090.69, inclusive of HST; and,
  3. That the award in the amount of $403,090.69 be funded from project #22171 Corporate Fleet Replacement – Waterworks (account 057-6150-22171-005) with a budget available of $389,179.00; and,
  4. That the budget shortfall in the amount of $13,911.69 ($403,090.69 - $389,179.00) be funded from the Waterworks Reserve Fund; and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.5

CONSULTING SERVICES FOR THE CORPORATE ADMINISTRATIVE MONETARY PENALTY SYSTEM EXPANSION, RESIDENTIAL INFILL DEVELOPMENT SERVICES DELIVERY REVIEW AND BY-LAW ENFORCEMENT SERVICE REVIEW (7.5)

• Moved by Councillor Keith Irish
  Seconded by Councillor Andrew Keyes
  1. That the report entitled “ Consulting Services for the Corporate Administrative Monetary Penalty System Expansion, Residential Infill Development Services Delivery Review and By-law Enforcement Service Delivery Review ” be received; and,
  2. That the tendering process for Consulting Services for the Corporate Administrative Monetary Penalty System Expansion, Residential Infill Development Services Delivery Review and By-law Enforcement Service Delivery Review” be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1(c), Non-Competitive Procurement which states “when the extension of an existing Contract would prove more cost effective or beneficial”; and,
  3. That the contract for Consulting Services be awarded to WSCS Consulting Incorporated in the amount of $317,822.94 ($136,221.02 + $96,439.99 + $85,161.93) inclusive of HST:
     • Corporate Administrative Monetary Penalty System Expansion - $136,221.02
     • Residential Infill Development Services Delivery Review - $96,439.99
     • By-law Enforcement Service Delivery Review - $85,161.93
  4. That the award amount of $317,822.94 be funded from the following accounts:
     • Account number 005-1600106 “Expanded AMPS set up” - $136,221.02
     • Account number 600-101-5699-22306 “Residential Infill Development Strategy” - $111,936.00
     • Account number 327-101-5699-22307 “By-law Enforcement Service Delivery Review” - $100,080.00; and, 
  5. That Staff be authorized to engage WSCS Consulting Incorporated following General Committee approval to commence the projects immediately; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

      

  Carried

8.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

8.1

FEDERAL ACTIVE TRANSPORTATION GRANT (7.6)

Frank Clarizio, Director, Engineering, addressed the Committee and provided background information related to the program which supports the expansion and enhancement of active transportation infrastructure to promote a shift away from the use motor vehicles.  He advised that the application deadline is March 31, 2022 and that staff have applied for funding for all of the projects on the submission list.    

The Committee requested updates on the progress of these projects and respective funding.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Reid McAlpine
  1. That the memorandum titled “Submission for Funding to Infrastructure Canada’s Active Transportation Fund” be received for information.
  Carried

9.

MOTIONS

There were no motions.

10.

NOTICES OF MOTION

There were no notices of motion.

11.

NEW/OTHER BUSINESS

As per Section 2 of the Council Procedural By-Law, "New/Other Business would generally apply to an item that is to be added to the Agenda due to an urgent statutory time requirement, or an emergency, or time sensitivity".

The Committee discussed a return to in-person meetings in the Council Chambers in light of the lifting of restrictions by Public Health, a City acknowledgement regarding the war in Ukraine and the progress on a new Hospice facility.

  

 

• Moved by Councillor Keith Irish
  Seconded by Councillor Andrew Keyes
  1. That the Hybrid Electronic General Committee Meeting scheduled on May 9, 2022 have the option for in-person attendance by Members of Council and staff; and,
  2. That Members of Council and staff may continue to attend electronically; and,
  3. That there be an education session and a trial meeting in advance of this date; and further,
  4. That staff be authorized to do all things necessary to give effect to this resolution.
  Carried

12.

ANNOUNCEMENTS

There were no announcements.

13.

CONFIDENTIAL ITEMS

The Committee resolved into confidential session at 11:05 AM.

The Committee rose out of confidential session at 12:45 PM and reported out the recommendation related to item 13.2.1.  The Committee voted to place this item on the March 29, 2022, Council Meeting Agenda for consideration.

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Andrew Keyes

  That General Committee resolve into confidential session at 11:05 AM.

  Carried
• Moved by Councillor Alan Ho
  Seconded by Councillor Keith Irish
  1. That the City of Markham request the Minister of Municipal Affairs and Housing issue a Minister’s Zoning Order to permit sports and education institutions and facilities, dormitories, private schools and ancillary uses at 3565 19th Avenue; and,
  2. That the Ministry of Municipal Affairs and Housing be requested to provide the City of Markham with an opportunity to review and comment on the draft Minister’s Zoning Order; and further; 
  3. That staff be authorized to do all things necessary to give effect to this resolution.
  Carried

13.1

FINANCE & ADMINISTRATIVE ISSUES

13.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- FEBRUARY 28, 2022 (16.0) [ Section 239 (2) (a)(h)(f)]

13.2

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

13.2.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE CITY OR LOCAL BOARD; (PROPERTY MATTER - WARD 2) [SECTION 239 (2)(c)]

Moved by Councillor Ho

Seconded by Councillor Keith Irish

1. That the City of Markham request the Minister of Municipal Affairs and Housing issue a Minister’s Zoning Order to permit sports and education institutions and facilities, dormitories, private schools and ancillary uses at 3565 19th Avenue; and,
2. That the Ministry of Municipal Affairs and Housing be requested to provide the City of Markham with an opportunity to review and comment on the draft Minister’s Zoning Order; and further; 
3. That staff be authorized to do all things necessary to give effect to this resolution.

Carried

Moved by Councillor Khalid Usman

Seconded by Councillor Andrew Keyes

That General Committee Confidential Session adjourn at 12:45 PM.

Carried

14.

ADJOURNMENT

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

  That General Committee adjourn at 12:51 PM.

  Carried