Electronic General Committee Meeting Minutes

Meeting Number: 12

Tuesday, June 07, 2022 at 9:30 A.m. - 3:00 P.m.

Live streamed

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Don Hamilton
• Regional Councillor Joe Li
• Regional Councillor Jim Jones
• Councillor Keith Irish
• Councillor Alan Ho
• Councillor Reid McAlpine
• Councillor Andrew Keyes
• Councillor Amanda Collucci
• Councillor Khalid Usman
• Councillor Isa Lee

Regrets

• Regional Councillor Jack Heath
• Councillor Karen Rea

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
• Bryan Frois, Chief of Staff
• Martha Pettit, Deputy City Clerk
• Adam Grant, Fire Chief
• Frank Clarizio, Director, Engineering
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Commissioner, Community Services
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Eddy Wu, Director, Environmental Services
• Loy Cheah, Acting Director, Engineering
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Terence Tang, Technology Support Specialist II
• Chris Bullen, Manager, By-Law Services
• Anthony Fabrizi, Assistant Manager, By-Law Services

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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 in a hybrid format where members of General Committee, staff, and Members of the public participated both in-person and remotely. 

General Committee convened at 9:34 AM with Councillor Khalid Usman presiding as Chair.  

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MAY 16, 2022 SPECIAL GENERAL COMMITTEE MEETING AND MAY 24, 2022 GENERAL COMMITTEE MEETING (16.0)

• Moved by Councillor Alan Ho
  Seconded by Councillor Isa Lee
  1. That the minutes of the May 16, 2022 Special General Committee Meeting and May 24, 2022 General Committee Meeting be confirmed. 
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Regional Councillor Jim Jones
  Seconded by Deputy Mayor Don Hamilton
  1. That the communication dated April 28, 2022 from York Region regarding "Ontario More Homes for Everyone Plan Comments on Bill 109" be received for information purposes.
  Carried

6.

PETITIONS

There were no petitions.

7.

PRESENTATIONS - ENVIRONMENT & SUSTAINABILITY ISSUES

7.1

PRESENTATION OF IDC'S SMART CITIES NORTH AMERICA AWARDS COMPETITION FOR THE SMART CITY PROJECT - AUTOMATED DEFICIENCY REPORTING ON ROADS USING AI ON MUNICIPAL VEHICLES (3.0)

Alice Lam, Director, Operations, addressed the Committee to provide opening remarks and noted that due to the City's investment in the pavement program and asset management stewardship, there has been a significant improvement to City pavement showing 75.7% of the network in 2021 in good or better condition from the 2019 72.9%.

Ms. Lam introduced Alison Brooks, Ph.D, Research Vice President  - Worldwide Public Safety, who presented the City with this prestigious award that recognizes best practice examples of how forward thinking municipalities are leveraging technology and innovation.    

Mayor Frank Scarpitti thanked Ms. Brooks and Roy Tal, Chief Technology Officer at Visual Defence for the award and acknowledged Morgan Jones, Commissioner, Community Services, Alice Lam, Director Operations, Dennis King, Supervisor, Road Operations, and the entire Operations team for their work and commitment to public service.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Isa Lee
  1. That the presentation of "IDC's Smart Cities North America Awards Competition for the Smart City Project" be received.
  Carried

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

8.1

MINUTES OF THE APRIL 25, 2022 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Joe Li
  1. That the minutes of the  April 25, 2022 Markham Public Library Board meeting be received for information purposes.

  Carried

8.2

STATUS OF CAPITAL PROJECTS AS OF MARCH 31, 2022 (7.5)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Joe Li
  1. That the report dated June 7, 2022 titled “Status of Capital Projects as of March 31, 2022” be received; and,
  2. That the Projects Completed within Scope with Surplus Funds and the Projects Completed within Scope without Surplus Funds, as identified on Exhibit B, be approved for closure and funds in the amount of $4,320,002 be transferred to the original sources of funding as identified on Exhibit B; and,
  3. That the Projects Closed and Not or Partially Initiated, as identified on Exhibit C, be approved for closure and funds in the amount of $347,100 be transferred to the original sources of funding as identified in Exhibit C; and,
  4. That the Non-Development Charge Capital Contingency Project be topped up from the Life Cycle Replacement and Capital Reserve Fund by $138,398 to the approved amount of $250,000; and,
  5. That the Engineering Capital Contingency Project be topped up from the Development Charges - City-Wide Hard Reserve by $33,525 to the approved amount of $100,000; and,
  6. That the Design Capital Contingency Project be topped up from the Development Charges – Parks Development Reserve by $380,217 to the approved amount of $100,000; and,
  7. That the Planning Capital Contingency Project be topped up from the Development Charges – City-Wide Soft Reserve by $26,460 to the approved amount of $50,000; and,
  8. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $4,128 to the approved amount of $100,000; and,
  9. That the Staff approved draws from Other Reserves as part of the Capital Contingency process in the amount of $82,552 be received; and,
  10. That the following new capital projects, initiated subsequent to the approval of the 2022 capital budget, be received:
      1. 22339 – Engineering Studies – Peer Review – Budget of $0 to be funded from External Revenues (Developer Funding)
      2. Project 22340 – Cornell CC Glycol Cooling Loop System – Budget of $37,504 funded from the Non-DC Capital Contingency; and further, 
  11. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.3

2023 INTERIM PROPERTY TAX LEVY REPORT (7.3)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Joe Li
  1. That the report “2023 Interim Tax Levy By-law” be received; and,
  2. That Council authorize an interim tax levy for 2023; and,
  3. That the attached by-law be passed to authorize the 2023 interim tax levy; and further,
  4. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.4

107-T-22 SWM POND SEDIMENT CLEANING (ID #47 AND #119) (7.0)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Joe Li
  1. That the report entitled “107-T-22 Sediment Removal at Stormwater Management Ponds (ID #47 and #119)” be received; and,
  2. That the contract for Tender be awarded to the lowest priced Bidder, Greenspace Construction Inc. in the amount of $631,924.65, inclusive of HST; and,
  3. That a 10% contingency in the amount of $63,192.47 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 $695,117.12 ($631,924.65+ $63,192.47) be funded from the capital project 058-6150-22196-005 “SWM Pond Cleaning ID#47 & #119 - Construction” with budget available of $476,400.00; and, 
  5. That the shortfall of $218,717.12 in project #22196 “SWM Pond Cleaning ID#47 & #119 - Construction” be funded from Life Cycle Replacement and Capital Reserve Fund; and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

9.1

QUALITY MANAGEMENT SYSTEM - MANAGEMENT REVIEW (5.3)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Joe Li
  1. That the report titled “Quality Management System Management Review” be received; and,
  2. That Council, as the Owner of the City’s drinking water system, acknowledge and support the outcome and action items identified from the Management Review; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

10.1

MARKHAM ENVIRONMENTAL SUSTAINABILITY FUND (MESF) APPROVAL PROJECT (7.0, 5.7)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Joe Li
  1. That the report entitled “2022 Markham Environmental Sustainability Fund (MESF) Project Funding” be received; and, 
  2. That the external funding application Blessed Frederic Ozanam Parish Community Garden for site expansion and improvements be approved for $7,450 to be funded from the MESF reserve; and,
  3. That the external funding application From Seedlings to Suppers: Growing Cornell Community Garden for site expansion and improvements be approved for $7,597 to be funded from the MESF reserve; and, 
  4. That the internal funding application for Community Garden – 120 Kirkham Drive site improvements for $10,000 submitted by the Sustainability and Asset Management Department be approved to be funded from the MESF reserve; and, 
  5. That the internal funding application for LDD (Lymantria Dispar Dispar) Burlap Kits for $9,165 submitted by the Operations Department be approved to be funded from the MESF reserve; and, and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

11.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

11.1

BY-LAW SERVICES UPDATE (2.0)

Trinela Cane, Commissioner, Corporate Services addressed the Committee to provide opening remarks and indicated that this item is  in response to a 2021 request from Council to provide a progress update six months after the establishment of the new By-Law and Regulatory Services Division within Corporate Services in January 2022.  Ms. Cane acknowledged staff for their contributions and support during this transition and noted that many of the initiatives that began while By-Law Services was within the purview of Kimberly Kitteringham, City Clerk, have now come into fruition. 

Commissioner Cane introduced Chris Bullen, Manager, By-Law and Regulatory Services, Anthony Fabrizi, Assistant Manager, By-Law (Parking Operations), Todd Wilkinson, Municipal Law Enforcement Supervisor, Jeff Rahim, Municipal Law Enforcement Supervisor, Grace Lombardi, Law Enforcement Supervisor, and Dan Baboulas, Municipal Law Enforcement Officer I.  

Mr. Bullen addressed the Committee and presented the By-Law Services update (6 months review) which provided an overview of the division's mandate, objectives, key initiatives, budget and progress since the inception of the unit. 

The Committee thanked staff for their work and the comprehensive presentation.  There was a brief discussion on the following:   

• The number of full-time (29 members, 5 manager/supervisors, and 3 admin staff) staff along with a part-time supporting team employed under By-Law Services;  
• The amount of the operating budget;
• That there be consideration to convert part-time staff to full-time status and allocate additional funding to by-law services; 
• Concerns with disputes between neighbours and mechanisms to assist with their resolution, i.e. by-law staff, mediation, legal services;
• An inquiry into how the by-law back-log was addressed; and,
• A suggestion that opportunities for road closure and crowd control positions be offered to City by-law staff.

Mr. Bullen indicated that a team approach is employed to undertake initiatives and to address complaints and that they are triaged to mitigate escalations.  Staff are using tools such as, start-of-shift summaries, end-of-shift summaries to increase accountability while taking a boot-on-the-ground approach to speak with the public, to educate, speak to expectations and enforcement with a human lens in obtaining compliance or lay charges as applicable.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Amanda Collucci
  1. That the presentation entitled "Bylaw Enforcement & Regulatory Services Update to General Committee" be received.

      

  Carried

12.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

12.1

YORK REGION TRANSPORTATION SERVICES CAPITAL INFRASTRUCTURE STATUS UPDATE (13.4)

Frank Clarizio, Director Engineering, addressed the committee and introduced Salim Alibhai, Director Capital Planning and Delivery, Transportation Department, York Region, who presented York Region Transportation Services Capital Infrastructure Status Update, that provided an overview of the Region's commitment to transportation improvements through significant capital investments.  He highlighted the key accomplishments completed thus far which included; the expansion of the Region's transportation network to provide more travel options and efficiencies. the expansion of the Region's transportation network, road widening and intersection improvements.  Brian Titherington, from York Region was also present to assist with inquiries.   

The Committee thanked Mr. Alibhai and Mr. Titherington for the presentation and discussed the following: 

• Concerns with the traffic along Steeles Avenue in the Ninth Line area and that this location was not included in the plan or presentation; and,
• Ways in which to move the Don Cousins project forward and how projects are prioritized.

Mr. Alibhai and Mr. Titherington responded to the inquiries made. 

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Amanda Collucci
  1. That the ‘York Region Transportation Services Capital Infrastructure Status Update’ presentation be received.
  Carried

13.

MOTIONS

There were no motions. 

14.

NOTICES OF MOTION

There were no notices of motion. 

15.

NEW/OTHER BUSINESS

There was no new or other business.

16.

ANNOUNCEMENTS

There were no announcements.

17.

CONFIDENTIAL ITEMS

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

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

  That General Committee resolved into Confidential Session at 11:06 AM to discuss the following matters:

  Carried

17.1

FINANCE & ADMINISTRATIVE ISSUES

17.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - MAY 9, 2022 [Section 239 (2) (b)]

The Committee confirmed the Confidential Minutes of May 9, 2022.

17.1.2

GENERAL COMMITTEE CONFIDENTIAL MINUTES - MAY 16, 2022 [Section 239 (2)(c)]

The Committee confirmed the Confidential Minutes of May16, 2022.

17.1.3

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD (WARD 3); [SECTION 239(2) (a)] (8.1)

The Committee consented to place this item on the June 14, 2022 Confidential Council Meeting Agenda for consideration.

17.2

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

17.2.1

LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD; (WARD 4)[Section 239(2)(e)] (8.7,10.12)

OLT APPEAL - LUI HUI - 14 RAMONA BOULEVARD (WARD 4)

The Committee consented to defer this item to the June 8, 2022 Confidential General Committee Meeting Agenda.  

Moved By Deputy Mayor Don Hamilton

Seconded By Councillor Amanda Collucci

That the General Committee Confidential Session adjourn at 11:15 AM.

Carried

18.

ADJOURNMENT

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Amanda Collucci

  That General Committee adjourn at 11:17 AM.

  Carried