General Committee Meeting Minutes

Meeting Number: 21

Tuesday, October 24, 2023 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Deputy Mayor Michael Chan
• Regional Councillor Jim Jones
• Regional Councillor Joe Li
• Regional Councillor Alan Ho
• Councillor Keith Irish
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Amanda Collucci
• Councillor Juanita Nathan
• Councillor Isa Lee

Regrets

• Mayor Frank Scarpitti
• Councillor Ritch Lau
• Councillor Andrew Keyes

Staff

• Trinela Cane, Commissioner, Corporate Services
• Alice Lam, Acting Commissioner, Community Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Martha Pettit, Deputy City Clerk
• Stephanie DiPerna, Director, Building Standards
• Frank Clarizio, Director, Engineering
• Alex Moore, Manager of Purchasing & Accounts Payable
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Rajeeth Arulanantham, Assistant to Council/Committee
• Morgan Jones, Commissioner, Community Services
• Joseph Silva, Treasurer

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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 9:33 AM with Councillor Keith presiding as Chair.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were no disclosures of pecuniary interested disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE SEPTEMBER 19, 2023 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Alan Ho
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the September 19, 2023 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Isa Lee
  1. That the following communications dated September 28, 2023 from York Region be received for information purposes:
     1. 2023 Mid-Year Development Activity Summary
     2. Approval of Memoranda of Understanding between York Region and Conservation Authorities
     3. Train Whistle Cessation in Town of Aurora, Township of King and City of Markham
     4. Transfer Part of Kennedy Main Street Unionville Watermain on Carlton Road to City of Markham
  Carried

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE MARCH 28, APRIL 17 & JUNE 8, 2023 MARKHAM VILLAGE BOARD IMPROVEMENT AREA MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the minutes of the March 28, April 17 & June 8, 2023 Markham Village Board Improvement Area meeting be received for information purposes. 
  Carried

7.2

MINUTES OF THE JUNE 26, 2023 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the minutes of the June 26, 2023 Markham Public Library Board meeting be received for information purposes. 
  Carried

7.3

SEWER USE BY-LAW UPDATE (5.5 & 2.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report entitled “Sewer Use By-law Update”, dated October 24 2023, be received; and, 
  2. That the current Sewer Use By-law (No. 2014-71) be repealed and replaced with the amended Sewer Use By-law, as described in this report and in the form set out in Attachment “A”; and, 
  3. That Council receive the information that Markham participates in a collaborative Sewer Use Compliance Program with the Regional Municipality of York; and further, 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

2024 TEMPORARY BORROWING BY-LAW (7.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report titled “2024 Temporary Borrowing By-law” be received; and,
  2. That a by-law be brought forward for Council approval to authorize temporary borrowing, if required, of amounts not to exceed $222,357,599 from January 1, 2024 to September 30, 2024 and $111,178,800 from October 1, 2024 to December 31, 2024 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

7.5

TAX WRITE-OFFS IN ACCORDANCE WITH SECTION 354 OF THE MUNICIPAL ACT, 2001 (7.3)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report entitled "Tax Write-offs in Accordance with Section 354 of the Municipal Act, 2001" be received; and,
  2. That the tax amounts for prior years totalling $784,555, as set out in this report, be written-off pursuant to Section 354 of the Municipal Act, 2001; and,
  3. That the City of Markham’s portion of the write-off of $183,327 be charged to Account 820-820-7040; and,
  4. That the Treasurer be directed to remove these amounts from the Collector’s Roll; and,
  5. That the associated interest be cancelled in proportion to the tax adjustments; and,
  6. That staff be authorized to and directed to do all things necessary to give effect to this resolutions.
  Carried

7.6

2024 INTERIM TAX LEVY BY-LAW (7.3)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report “2024 Interim Tax Levy By-law” be received; and,
  2. That Council authorize an interim tax levy for 2024; and,
  3. That the attached by-law be passed to authorize the 2024 interim tax levy; and further,
  4. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.7

2024 INTERIM SPENDING AUTHORITY PENDING ADOPTION OF THE 2024 BUDGET (7.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report titled “2024 Interim Spending Authority Pending Adoption of the 2024 Budget”, be received; and,
  2. That Council provide the Treasurer authority to make payments necessary to support the City’s ongoing operations, up to a total of 50% of the City’s 2023 Primary Operating, Waterworks, Planning & Design, Building Standards, and Engineering budgets ($222,357,599); and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.8

2024 INTERIM SPENDING AUTHORITY PENDING APPROVAL OF UNIONVILLE AND MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA BUDGETS (7.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report titled “2024 Interim Spending Authority Pending Adoption of the 2024 Unionville and Markham Village Business Improvement Area Budgets”, be received; and,
  2. That Council authorize spending for the Unionville BIA (UBIA) and the Markham Village BIA (MBIA) to support their ongoing operations, up to a total of 50% of the UBIA and MBIA 2023 Operating Budgets ($225,000 and $167,017, respectively); and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.9

MARKHAM PUBLIC LIBRARY MATERIAL AND PROCESSING SERVICES (7.12)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report entitled “Markham Public Library Material and Processing Services” be received; and,
  2. That the contract and Purchase Order (PB 23037 and GL account 076-6150-23203-005) in the amount of $1,128,197.66 (Inclusive of HST) with Library Services Centre (LSC) for 2023 Markham Public Library Material and Processing Services be cancelled; and,
  3. That the funds in the amount of $150,640.00 and $508,800.00 (Inclusive of HST) be re-allocated from PB 23037 and GL account 076-6150-23203-005 to the following two vendors for 2023 library material and processing services:
     1. Library Bound Inc. - $150,640.00 (DVD, BluRay, Videogames); and, 
     2. Whitehots Inc. - $508,800.00 (All print); and, 
  4. That the funds remaining in GL account 076-6150-23203-005 ($1,128,197.66 - $150,640.00 - $508,800.00 = $468,757.66) remain in the account for future digital collections and other collections and processing items in 2023/24; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11 Non Competitive Procurement, (b) where there is only one source of supply for the goods to be purchased and (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

7.10

041-T-23 SUPPLY AND DELIVERY OF ONE (1) BUCKET TRUCK (7.12)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report entitled “041-T-23 Supply and Delivery of One (1) Bucket Truck” be received; and,
  2. That for contract for 041-T-23 supply and delivery of one (1) bucket truck:
     1. The contract be awarded to the lowest priced bidder, Allan Fyfe Equipment Ltd., in the total amount of $389,532.19, inclusive of HST; and,
     2. The award in the amount of $389,532.19 be funded from project #23020 Corporate Fleet Replacement – Non-Fire (account 057-6150-23020-005) with a 2023 budget available of $240,100.00; and,
     3. The budget shortfall in the amount of $149,432.19 ($389,532.19 - $240,100.00) be funded from the Life Cycle Replacement and Capital Reserve Fund; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.11

EXTENSION OF PUBLIC SPACE WASTE RECYCLING RECEPTACLES SYSTEM AND ADVERTISING PROGRAM CONTRACT (5.1)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Karen Rea
  1. That the report entitled “Extension of Public Space Waste Recycling Receptacles System and Advertising Revenue Program” be received; and,
  2. That Council approve a five (5) year contract extension (2024-2028) with Bench Press Ltd., carrying on business as Creative Outdoor Advertising, and an option for the City to extend the contract for an additional period of five (5) years (2029-2033); and,
  3. That the Director of Environmental Services and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract with Creative Outdoor Advertising for an additional period of five (5) years (2029-2033), subject to the satisfactory completion of the initial five (5) year contract term (2024-2028); and,
  4. That the Commissioner, Community Services be authorized to execute the contract(s) with Creative Outdoor Advertising for the five (5) year contract extension (2024-2028) and the additional five (5) year contract extension (2029-2033), as applicable, in a form satisfactory to the City Solicitor; and,
  5. That the expected incremental annual revenue from the contract(s) be included as part of the requested Waste & Environmental Management Operating Budget; and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.12

2023 AUGUST YEAR-TO-DATE RESULTS OF OPERATIONS AND YEAR-END FORECAST (7.4)

Jay Pak, Sr. Manager, Financial Planning & Reporting, presented the 2023 August Year-To-Date Results of Operations and Year-end Forecast which provided an overview of the current annual budget spends and year-end budget projections. 

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Isa Lee
  1. That the report titled “2023 August Year-To-Date Results of Operations and Year-End Forecast” be received; and further,
  2. 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 motions. 

10.

NEW/OTHER BUSINESS

There was no new or other business.

11.

ANNOUNCEMENTS

Regional Councillor Li, addressed the Committee to announce that the Hakka Canadian Association is one of three finalists for the Canada Tourism Award for the successful 38th World Hakka Conference, 2022.  He expressed his thanks to Markham City Council for their support for this event.    

12.

ADJOURNMENT

• Moved by Councillor Karen Rea
  Seconded by Councillor Reid McAlpine

  That General Committee adjourn at 9:58 AM.

  Carried