Electronic General Committee Meeting Minutes

Meeting Number: 8
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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
  • Hersh Tencer, Manager, Real Property
  • Frank Clarizio, Director, Engineering
  • Morgan Jones, Commissioner, Community Services
  • Hristina Giantsopoulos, Election/Council & Committee Coordinator
  • John Wong, Technology Support Specialist II
  • Joanne Kinya Baker, Diversity, Equity & Inclusion Specialist
  • Mona Nazif, Senior Manager, HR Client Services
  • Rajeeth Arulunantham, Administrative Assistant, Legislative Services

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.

General Committee convened at 9:34 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda.

The Committee recessed for lunch at 12:45 AM and reconvened at 1:33 PM.

Councillor Khalid Usman took over as Chair for the remainder of the meeting after Regional Councillor Jack Heath left the meeting at 2:50 PM.

The Committee resolved into Confidential Session at 3:16 PM.  

There were none disclosed.

There were deputations in relation to item 8.1.  Please see the item for details.

There were no petitions.

Joel Lustig, Treasurer, addressed the Committee and advised that today's presentation will include an overview of the City's Consolidated Financial Statements and the audit that was undertaken by KPMG LLP.  He introduced Maria Khoushnood, Lead Audit Engagement Partner, KPMG, as the City's new audit partner and acknowledged the following staff members for their contributions to this report:  Lisa Chen, Senior Manager, Financial Planning and Reporting, Kishor Soneji, Senior Accountant,  Annie Hung, Financial Analyst, Hilton Lee, Financial Analyst, and Stella Attai, Financial Analyst.

Lisa Chen, Senior Manager, Financial Planning and Reporting, addressed the Committee and presented a summary of the audit, legislative requirements, and provided an overview of the City's financial position.  

Ms. Khoushnood, highlighted  the quality of the audit and the survey results, and she indicated that all audit procedures were completed.   

The Committee thanked staff and Ms. Khoushnood for the presentations.

There was discussion on the following:    

  • The changes in reporting presentation format between quarterly financial reports and in the financial statements presentation format from previous years;  
  • The change in the year-end surplus that was presented to GC in March 2022 offset of the pool expenses; 
  • The status of the property tax receivables; and,
  • An inquiry regarding the annual surplus.
  • Moved byCouncillor Amanda Collucci
    Seconded byCouncillor Andrew Keyes
    1. That the presentation titled “2021 Consolidated Financial Statements” be received; and,
    2. That the report titled “2021 Consolidated Financial Statements” be received; and,
    3. That Council approve the draft Consolidated Financial Statements of The Corporation of the City of Markham (the City), including Community Boards, Business Improvement Areas (BIAs), Destination Markham Corporation and Investment in Markham Enterprises Corporation (MEC), for the fiscal year ended December 31, 2021; and,
    4. That Council authorize Staff to publish the final audited Statements for the fiscal year ended December 31, 2021 upon receiving the Independent Auditors’ Report; and,
    5. That the KPMG LLP Audit Findings Report for the year ended December 31, 2021 be received; and further,
    6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
    Carried

 

Mayor Scarpitti, addressed the Committee to convey that the City will continue to meet needs of the community and work with all community groups in recognition of diversity in the City and to ensure people feel engaged and part of the community in all aspects.  The Mayor thanked Andy Taylor, the Senior Management Team, staff and Members of Council for their ongoing support and work on this important initiative.  

Andy Taylor, Chief Administrative Officer, addressed the Committee and recognized the contributions by Members of Council, staff and community members' in creating the Diversity and Anti-Black Racism Plans.  He noted the significance of inclusion and the engagement of intersectional perspectives of all members of the community including, Indigenous, Black, Racialized, Asian, Seniors, Youth, LGBTQ2+, Entrepreneurs, and Accessible Communities to create a community where everyone feels welcome and safe.   

The following deputations were heard by the Committee:  

Edward Lau, addressed the Committee and expressed his support for the Diversity Action Plan and highlighted the importance of inclusion and accessibility.   

John Yeh, addressed the Committee and expressed support for the Diversity Action Plan and noted the importance of inclusiveness in the planning of communities, parks, cultural programs and services.  

A written communication was received from the City’s special advisor on Anti-Black racism- Dr. Mary Anne Chambers in support of the Diversity Action Plan and the plan to eliminate Anti-Black Racism. 

Joanne Kinya Baker, Diversity, Equity & Inclusion Specialist, addressed the Committee and introduced the City's journey with respect to the Diversity Action Plan and that it will foster belonging, a place where people may live free of racism, discrimination and barriers to access.  She presented, Markham's Diversity Action Plan and plan to eliminate Anti-Black Racism,  which provided an overview of actions being taken by the City, to acknowledge intersectionality, promote inclusion, belonging, diversity and equity. Additionally, she provided information on the next steps in relation to Truth and Reconciliation.

Mona Nazif, Senior Manager, HR Client Services, addressed the Committee to present the later half of the presentation, Markham's Diversity Action Plan and plan to eliminate  Anti-Black Racism, and identified the steps taken in the past that have brought the City to the updated Diversity Action Plan and the initiation of a new plan to Eliminate Anti-Black Racism.  She noted the relation of these plans to  Building Markham's Future Together, Strategic Plan.    

Dr. Wendy Cukier, Professor of Entrepreneurship and Strategy, Diversity Institute Founder, Academic Director of the Women Entrepreneurship Knowledge Hub and Research Lead of the Future Skills Centre from Ryerson University, addressed the Committee to identify the overarching plan objectives and noted that the proposed plan is to provide guidance and can evolve with changing circumstances.  She further noted that the application of an equity lens will ensure inclusion and equity within all City efforts and engage all members of the community.

Nancy Mitchel, Diversity Institute, Ted Rogers School of Management, presented, Markham's Plan to eliminate Anti-Black Racism, and provided an overview of historical and ongoing disparity in Markham and the actions the City is taking to promote inclusion and the elimination of barriers through a process of shared understanding. 

Ms. Baker summarized the next steps in the plans' implementation which included the development of an intentional Truth and Reconciliation process, policy development, the implementation of a streamlined complaint process and ongoing staff training. She acknowledged the support and contributions by the Mayor, Members of Council, Council Advisory Committees, City Executive Leadership Team, Staff, Tia Kennedy- the City’s Indigenous Affairs Consultant and the Diversity Institute, Ted Rogers School of Management at the Toronto metropolitan University (Formerly known as Ryerson).    

The Committee thanked the deputants, staff and guests for their work in the development of the updated Diversity Action Plan and Markham's Plan to eliminate Anti-Black Racism.

  • Moved byMayor Frank Scarpitti
    Seconded byCouncillor Isa Lee
    1. That the report entitled “City of Markham Diversity and Anti-Black Racism Action Plans” be received; and, 
    2. That Council approve the City of Markham Diversity and Anti-Black Racism Action Plans (attachment 1); and further, 
    3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
    Carried
  • Moved byMayor Frank Scarpitti
    Seconded byCouncillor Isa Lee

    That the written communication from Mary Anne Chambers and the  deputations from Edward Lau and John Yeh be received.

    Carried

Trinela Cane, Commissioner, Corporate Services, indicated that today's presentation is a follow up report from the December 2021 Budget Committee Meeting where staff was requested to provide options in relation to parking fees.  She introduced, Anthony Fabrizi, Assistant Manager, By-law, who presented, Parking Permits & Fee Increases, which provided an overview of a proposed fee increase for monthly parking permits and a new fee for overnight parking.  

The Committee discussed the following in relation to the presentation:

  • The process in which to apply for a overnight monthly parking permit and the designated streets where this is available;
  • The previous overnight monthly parking permit fee in relation to the proposed fee increase;
  • A suggestion that the proposed fee increase be phased-in over a period of time;
  • An inquiry into visitor overnight parking; 
  • That the fee increases be tabled during the 2023 budget planning process;
  • An inquiry into the rationale to support the proposed fee increases;
  • The rules relating to overnight parking and exemptions;
  • Concerns with the methods of enforcement of the overnight parking rules; 
  • A suggestion that there be a limit to the number of parking permits issued in consideration of cars parked on City streets for extended periods of time; 
  • Consideration for one free overnight parking permit per license plate; and,
  • The importance of a comprehensive parking strategy and a comprehensive zoning strategy.

The Committee requested a map identifying City streets that are designated as overnight monthly parking permit eligible be brought back to a future meeting.  

The Committee referred the proposed overnight parking fee rate to the Budget Committee for consideration during the 2023 budget planning process. 

There was a brief discussion relating to the zoning by-law and driveway extensions.  The Committee resolved into confidential session to obtain legal advice on this matter.

  • Moved byCouncillor Andrew Keyes
    Seconded byCouncillor Khalid Usman
    1. That the presentation entitled “Parking Permits and Fee Increases” be received; and, 
    2. That the fee increase to $57.00/month for overnight monthly parking permits be approved, effective June 1, 2022; and, 
    3. That staff be authorized to do all things necessary to give effect to this resolution.
    Carried
    1. That the presentation entitled “Parking Permits and Fee Increases” be received; and, 
    2. That the fee increase to $60.00/month for overnight monthly parking permits be approved, effective June 1, 2022; and, 
    3. That the proposed new fee of $7.00 for overnight parking be approved, effective September 1, 2022; and further, 
    4. That Staff be authorized to do all things necessary to give effect to this resolution.
  • That the proposed new fee of $7.00 for overnight parking be approved, effective September 1, 2022; and

  • Moved byCouncillor Khalid Usman
    Seconded byMayor Frank Scarpitti
    1. That the report titled “2022 Unionville Business Improvement Area and Markham Village Business Improvement Area Operating Budgets” dated April 26, 2021 be received; and,
    2. That the 2022 Operating Budget in the amount of $400,000 for the Unionville Business Improvement Area (UBIA) be approved; and,
    3. That the 2022 Operating Budget in the amount of $330,910 for the Markham Village Business Improvement Area (MVBIA) be approved; and,
    4. That the Special Tax Rate levy, in the amount of $214,221 for the UBIA members and $239,640 for the MBIA members be included in the 2022 Tax Levy By-law; and further, 
    5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
    Carried
  • Moved byCouncillor Khalid Usman
    Seconded byMayor Frank Scarpitti
    1. That the report entitled “Staff Awarded Contracts for the Month of March 2022” be received; and,
    2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
    Carried
  • Moved byCouncillor Khalid Usman
    Seconded byMayor Frank Scarpitti
    1. That the report entitled “078-R-15 Janitorial Cleaning Services for Various City Locations Contract Extension” be received; and,
    2. That the contract for Janitorial Cleaning Services for various City locations be extended for two (2) years with National Cleaning Contractors from April 2022 to March 2024 in the annual amount of $586,031.66 per year (inclusive of HST); and, 
    3. That the shortfall of $160,554.01 anticipated on the regular janitorial cleaning services award be absorbed through the Parks operating budget in the amount of $134,974.42 by reductions from personnel budgets, and the remaining shortfall of $25,579.59 be adjusted through the 2023 operating budget process pending Council approval; and, 
    4. That the contract for additional janitorial cleaning services due to COVID-19 pandemic in the amount of $62,405.81 per year inclusive of HST be awarded to National Cleaning Contractors; and, 
    5. That the additional cleaning requirements arising as a direct result of COVID-19 in the amount of $62,405.81 inclusive of HST be charged to the COVID-19 cost centre and be funded from the COVID-19 Reserve as part of the 2022 year-end process; and,
    6. That the Director, Sustainability and Asset Management and Senior Manager, Procurement and Accounts Payable be authorized to approve other additional enhanced cleaning requirements during this extension; and,
    7. That the tendering process be waived in accordance with the City’s 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 further, 
    8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
    Carried
  • Moved byCouncillor Khalid Usman
    Seconded byMayor Frank Scarpitti
    1. That the report entitled “The MECP – Markham Distribution System – Drinking Water Inspection Report, January 19, 2022” be received; and, 
    2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
    Carried

11.

There were no motions. 

There were no notices of motion.

There was no new business.

There were no announcements.

General Committee resolved into confidential session at 3:11 PM.

  • Moved byCouncillor Karen Rea
    Seconded byDeputy Mayor Don Hamilton

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

    Carried

15.1
LAND, BUILDING & PARKS CONSTRUCTION ISSUES
 

15.1.1
PROPOSED OR PENDING ACQUISITION OF LAND BY CITY OR LOCAL BOARD (WARD 1); [SECTION 239 (2)(c)]
 

The Committee consented to place this item on the April 26, 2022 Confidential Council Meeting Agenda for consideration. 

15.2
FINANCE & ADMINISTRATIVE ISSUES
 

15.2.1
ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR THAT PURPOSE [Section 239 (2)(f)]
 

The Committee directed staff to review and provide options with respect to zoning, parking and other aspects in relation to driveway extensions in excess of what the current policy permits.

General Committee Confidential Session adjourned at 3:49 PM.

Moved by Councillor Collucci

Seconded by Councillor Isa Lee

Carried

General Committee adjourned at 3:59 PM.

  • Moved byCouncillor Keith Irish
    Seconded byCouncillor Andrew Keyes

    That General Committee adjourn at 3:59 PM

    Carried
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