General Committee Minutes

Meeting Number: 26

Monday, November 18, 2019 at 9:30 A.m. - 3:00 P.m.

Council Chamber

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Don Hamilton
• Regional Councillor Jack Heath
• Regional Councillor Joe Li
• Councillor Keith Irish
• Councillor Alan Ho
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Andrew Keyes
• Councillor Khalid Usman
• Councillor Isa Lee

Regrets

• Regional Councillor Jim Jones
• Councillor Amanda Collucci

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Brenda Librecz, Commissioner of Community & Fire Services
• Arvin Prasad, Commissioner Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Joel Lustig, Treasurer
• Bryan Frois, Chief of Staff
• Dave Decker, Fire Chief
• Alex Moore, Manager of Purchasing & Accounts Payable
• Sandra Skelcher, Senior Manager, Financial Planning ＆ Reporting
• Morgan Jones, Director, Operations
• Hristina Giantsopoulos, Elections & Council/Committee Coordinator
• Scott Chapman, Council/Committee Coordinator
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Alice Lam, Senior Manager, Roads, Survey & Utility, Operations
• Cheryl McConney-Wilson, Diversity Specialist, Human Resources

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1.

CALL TO ORDER

The General Committee Meeting convened at the hour of 9:37 AM with Regional Councillor Jack Heath in the Chair.  Councillor Karen Rea assumed the Chair during Community Services items in the following areas:  Section 7.1 Winter Maintenance Update, Section 7.2 Markham Public Library's Role in Markham's Future, Section 10.1 Master Fire Plan, Second Crew at Station 99 (Cornell).  Councillor Karen Rea vacated the Chair to raise a motion in Section 7.1 Winter Maintenance Update.  

General Committee recessed at 12:28 PM and reconvened at 12:32 PM.
General Committee recessed at 2:04 PM and reconvened at 2:50 PM.

2.

DISCLOSURE OF PECUNIARY INTEREST

Councillor Karen Rea disclosed a pecuniary interest with respect to Item 15.1, Personal Matters About An Identifiable Individual, Including Municipal And Local Board Employees [Section 239 (2) (b)] and did not take part in the discussion on this matter.  

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE NOVEMBER 4,  2019 GENERAL COMMITTEE (16.0)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Keith Irish
  1. That the minutes of the November 4, 2019 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Andrew Keyes
  1. That the following communications dated October 17, 2019 from York Region be received for information purposes:
     1. An Update on Public Consultations for the Municipal Comprehensive Review
     2. Annual Update on Invasive Species
     3. Automated Speed Enforcement
     4. Comments on Proposed Changes to the Provincial Policy Statement
     5. Five Year Review and Update on Housing Solutions
     6. Large Office Building Development Charge Deferral Pilot Program
     7. Purpose-Built Rental Housing Initiatives
     8. Smart Commute Program Review
  Carried

6.

PETITIONS

There were no petitions.

7.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

7.1

WINTER MAINTENANCE UPDATE (5.10)

Martin Hrobsky, IPSOs presented the results of a representative survey of Markham Residents in order to collect feedback  regarding winter maintenance services to inform potential changes to winter maintenance service levels.

Morgan Jones, Director, Operations and Alice Lam, Senior Manager, Roads, Survey & Utility, Operations walked the Committee through four service areas ( Local Road Plowing, Windrow Service, Pathways and Communication/Education)  to obtain direction. 

The Committee discussed the following relative to the staff and consultant presentations.

• Timing of the survey and sampling methodology;
• Markham's Winter Maintenance Services relative to Provincial Standards;
• Resident survey satisfaction levels with Markham's Winter Maintenance Services compared to those in other municipalities across the greater Toronto area;
• Feasibility of phased approach in service level enhancements to mitigate financial impact;
• Feasibility of providing a City wide windrow removal program and need for continued evaluation of resident attitudes towards this service;
• Need for continued evaluation of resident attitudes towards a city-wide windrow removal program;
• Potential opportunities for pathway maintenance pilot for 2020-2021 winter season;
• Potential risks and liabilities associated with the introduction of a City wide policy on winter maintenance for pathways;
• Importance of a robust multi-channel communication and public education strategy regarding winter maintenance service and service standards.

• Moved by Councillor Khalid Usman
  Seconded by Councillor Isa Lee
  1. That the presentation entitled “Winter Maintenance Update,” be received; and,
  2. That Staff will follow up on Council direction and report back in Q1 2020.

  Carried
• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Keith Irish
  1. That the existing council approved service levels for plowing local roads be maintained. 
  Carried
• Moved by Councillor Keith Irish
  Seconded by Mayor Frank Scarpitti
  1. That staff be directed to investigate and report back on the impact of shortening existing response times for windrow removal assistance program from eight hours to four hours after the plowing of local roads; and,
  2. That a survey of participants of the current windrow removal assistance program be conducted at the end of the 2019-2020 winter season to identify areas of satisfaction and areas of potential improvement.
  Carried
• Moved by Councillor Karen Rea
  Seconded by Councillor Alan Ho
  1. That staff investigate and report back on implications of offering City wide windrow service and identify the challenges in newer areas. 
  Lost
• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jack Heath
  1. That staff be directed to investigate and report back on the feasibility and impacts of expanding Winter Maintenance Services to include pathways.
  Carried

7.2

MARKHAM PUBLIC LIBRARY'S ROLE IN MARKHAM'S FUTURE (3.19)

Ben Hendriks, Alick Siu, Raymond Chan, and Margaret McGrory, representatives of the Markham Public Library Board, addressed the Committee and delivered a presentation entitled Markham Public Library's Role in Markham's Future.  Recent achievements and innovations as well as the contribution of the library to the advancement Markham’s 2020-2023 Strategic Plan were identified.

The Committee recognized and thanked members of the Markham Public Library Board and library staff for their service to the community.  There was discussion about potential expansion of library services through co-locations with York University and new developments.

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jack Heath
  1. That the presentation entitled “Markham Public Library’s Role in Markham’s Future” be received.
  Carried

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

8.1

MINUTES OF THE SEPTEMBER 18, 2019 ANIMAL CARE COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Mayor Frank Scarpitti
  1. That the minutes of the September 18, 2019 Animal Care Committee meeting be received for information purposes.​
  Carried

8.2

MINUTES OF THE OCTOBER 29, 2019, NOVEMBER 1, 2019 AND NOVEMBER 5, 2019 BUDGET COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Mayor Frank Scarpitti
  1. ​That the minutes of the October 29, 2019, November 1, 2019 and November 5, 2019 Budget Committee meeting be received for information purposes.
  Carried

8.3

MINUTES OF THE OCTOBER 7, 2019 RACE RELATIONS COMMITTEE (16.0)

There was discussion regarding the proposed update to the terms of reference for the Race Relations Committee.  Cheryl McConney-Wilson addressed the Committee and provided a brief overview of the revised terms of reference.  Staff were asked to provide members of the Committee with a document identifying all changes made to the previous terms of reference at the next General Committee meeting. 

• Moved by Councillor Keith Irish
  Seconded by Councillor Reid McAlpine
  1. That the minutes of the October 7, 2019 Race Relations Committee meeting be received for information purposes; and,
  2. That Council be requested to endorse the following recommendations arising from the Community Virtual Feedback Session (see enclosed letter):
     
     1. The City should continue to recognize Indigenous Peoples as the beginning of Markham's history and heritage; to emphasize Indigenous Peoples' continued presence and relevance to today's Markham; and to highlight reconciliation with Indigenous Peoples as a key objective in building Markham towards the future; and,
     2. That the Markham community be better described as "a culturally-diverse community of immigrants and descendants of immigrants, who live and work on traditional Indigenous land"; and further,
     3. Inclusion should be emphasized as that which strengthens Markham as a community.
  3. That the Race Relations Committee advises City Council to proactively reach out to the Eabametoong First Nation to offer any appropriate assistance towards easing their current water state of emergency; and,
  4. That the Race Relations Committee recommends the appointment of Councillor Isa Lee as the CMARD representative on behalf of the RRC and the City of Markham; and further,
  5. That Council endorse the revised Race Relations Committee Terms of Reference (see enclosed).

   

  Postponed

8.4

MINUTES OF THE SEPTEMBER 12, 2019 AND OCTOBER 10, 2019 SANTA CLAUS PARADE ORGANIZING COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Mayor Frank Scarpitti
  1. That the minutes of the September 12, 2019 and October 10, 2019 Santa Claus Parade Organizing Committee meeting be received for information purposes.​

   

  Carried

8.5

STAFF AWARDED CONTRACTS FOR THE MONTH OF OCTOBER 2019 (7.12)

There was discussion regarding the process for procuring consultants for the Markham Road-Mount Joy Secondary Plan study. The Committee requested that staff confirm the status of Main Street Markham as a designated Heritage District with the consultant.  There was discussion about the procurement of legal services.  

 

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Karen Rea
  1. That the report entitled “Staff Awarded Contracts for the Month of October 2019” be received; and,

  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution
  Carried

8.6

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

There was discussion regarding the Federal Government's plans for the lands identified in the staff report.  

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Keith Irish
  1. That the report entitled Tax Write-offs in Accordance with Section 354 of the Municipal Act, 2001 be received; and,
  2. That the amounts totalling $130,747 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 $32,687, 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 further,
  6. That staff be authorized and directed to do all things necessary to give effect to this resolutions.
  Carried

8.7

2019 SEPTEMBER YEAR-TO-DATE REVIEW OF OPERATIONS AND YEAR-END PROJECTION (7.0)

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Joe Li
  1. That the report titled “2019 September Year-To-Date Review of Operations and Year-end Projection” be received; and,

  2. That the year-end surplus, if any, be transferred to reserves, as per policy, in the order outlined below:
     1. Corporate Rate Stabilization Reserve at a level equivalent to 15% of local tax levies;
     2. Remaining surplus, if any, to 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

8.8

2020 BUDGET - PUBLIC BUDGET CONSULTATION MEETING (7.0)

• Moved by Councillor Khalid Usman
  Seconded by Mayor Frank Scarpitti
  1. That the 2020 Budget report be tabled at the December 10^th, 2019 Council meeting; and,
  2. That the minutes from the November 27^th, 2019 “Public Budget Consultation Meeting” be tabled at the December 10^th, 2019 Council meeting; and further,
  3. 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)

The Committee inquired about the process relative to water sampling.  Staff provided clarification on the process and the requirements associated with the sampling of drinking water. 

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Khalid Usman
  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

9.2

TRANSFER OF PETER ST. WATERMAIN FROM REGION OF YORK (5.3)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Karen Rea
  1. That Staff be authorized to assume the ownership of the Peter Street regional watermain from the Regional Municipality of York; and,
  2. That Staff be authorized to accept payment of $1,364,000.00, excluding HST, from the Regional Municipality of York for assuming the ownership of the Peter Street regional watermain; and,
  3. That Staff be authorized to deposit the payment of $1,364,000.00 to the Waterworks Stabilization/Capital Reserve; and,
  4. That the Director of Environmental Services be authorized to execute any documents in a form satisfactory to the City Solicitor related to the transfer of Peter Street watermain; and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.3

MARKHAM FIRE & EMERGENCY SERVICES ANNUAL SERVICE REPORT – 2018 (7.15)

• Moved by Councillor Khalid Usman
  Seconded by Mayor Frank Scarpitti
  1. That the Markham Fire and Emergency Services 2018 Annual Service Report be received; and,

  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

10.1

MASTER FIRE PLAN, SECOND CREW AT STATION 99 (CORNELL) (7.15)

The Committee discussed the mandate and membership of the Fire Response Task Force as outlined in the Terms of Reference and appointed the following Members of Council to the Fire Response Task Force:  Mayor Frank Scarpitti, Councillor Karen Rea, Councillor Andrew Keyes, Councillor Keith Irish, and Councillor Khalid Usman. 

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jack Heath
  1. That the report entitled “Master Fire Plan, Second Crew at Station 99 (Cornell)” be received; and,
  2. That Council approve the attached Terms of Reference in order to proceed with further analysis and consideration for the establishment of a second crew at Station 99 (Cornell) to improve fire response times for that area; and,
  3. That Mayor Frank Scarpitti, Councillor Karen Rea, Councillor Andrew Keyes, Councillor Keith Irish, and Councillor Khalid Usman be appointed as the members of the Fire Response Task Force; and further,
  4. That Staff be authorized and directed to schedule meetings as directed in the attached Terms of Reference.

      

  Carried

11.

MOTIONS

There were no motions.

12.

NOTICES OF MOTION

There were no notices of motion.

13.

NEW/OTHER BUSINESS

After the lunch recess, Claudia Storto, City Solicitor and Director of Human Resources, advised that she had now received delegated authority to serve as the Clerk’s designate during the Confidential Meeting of General Committee, and requested that the Committee affirm the discussions held during confidential session in open session.

• Moved by Deputy Mayor Don Hamilton
  Seconded by Mayor Frank Scarpitti

  That the discussions held during the November 18, 2019 General Committee Confidential Session be affirmed.

  Carried

14.

ANNOUNCEMENTS

There were no announcements.

15.

CONFIDENTIAL ITEMS

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Khalid Usman

  That General Committee suspend the rules of procedure to add two confidential items to the November 18, 2019 agenda.

  Carried by a Two Thirds Vote
• Moved by Regional Councillor Jack Heath
  Seconded by Councillor Reid McAlpine

  That, in accordance with Section 239 (2) (b) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters at 1:39 PM:

  Carried

15.1

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL AND LOCAL BOARD EMPLOYEES [SECTION 239 (2) (b)]

15.2

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL AND LOCAL BOARD EMPLOYEES [SECTION 239 (2) (b)]

 

Moved by Mayor Frank Scarpitti
Seconded by Councillor Karen Rea

That the General Committee Confidential Session adjourn at 2:02 PM.  

Carried

 

 

16.

ADJOURNMENT

• Moved by Councillor Karen Rea
  Seconded by Councillor Khalid Usman

  That the General Committee meeting adjourned at 3:40 PM.

  Carried