Electronic General Committee Meeting Minutes

Meeting Number: 3

Monday, February 14, 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
• Biju Karumanchery, Director, Planning ＆ Urban Design
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Commissioner, Community Services
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II

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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.

General Committee convened at 9:34 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

3.1

MINUTES OF THE DECEMBER 7, 2021, JANUARY 7, 2022 AND JANUARY 31, 2022 GENERAL COMMITTEE (16.0)

• Moved by Councillor Alan Ho
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the December 7, 2021, January 17, 2022 and January 31, 2022 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.  

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Isa Lee
  1. That the communication dated January 19, 2022 from York Region regarding Yonge North Subway Extension be received for information purposes; and, 
  2. That the communication dated February 11, 2022 from York Region - Metrolinx regarding Yonge North Subway Extension be received for information purposes.
  Carried

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

CONTRACT EXTENSION FOR WATER METER READING, BILLING SERVICES (7.5)

There was a brief inquiry regarding the contract and whether there were any issues with its procurement.

Trinela Cane, Commissioner, Corporate Services, addressed the Committee and advised that this contact extension is an interim measure while arrangements are being made for an alternative water billing service as a result of the future discontinuation  of water billing services by Alectra. Staff will report back to General Committee on the proposed new model for water billing in the future.

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled "Contract Extension for Water Meter Reading & Billing Services " be received; and,
  2. That the contract for Water Meter Reading & Billing Services with Alectra Utilities be extended for up to an additional 3 years (January 1, 2022 to December 31, 2024) increasing from $1,553,680.00 to $1,600,290.67 inclusive of HST for 2022, a 3% escalation over the 2021 rate and 3% each year thereafter; and,
  3. That the Mayor and Clerk be authorized to execute a Shared Services Agreement extension agreement between the City and Alectra Utilities, in a form satisfactory to the City Solicitor; and,
  4. That the tender process be waived in accordance with Purchasing By-Law 2007-8 Part II, Section 11.1 (c) which states "when the extension of an existing contract would prove more cost effective or beneficial"; and Section 11.2 which states “Request for Tenders, Requests for Proposals and Requests for Quotations may not be required for goods and services to be provided by Utility Companies”; and,
  5. That the CAO be authorized to execute a Transition Agreement (or such other similar agreement, as required) between the City and Alectra Utilities, in a form satisfactory to the City Solicitor; and,
  6. That the CAO be authorized to enter into a Collaboration Agreement (or such other similar agreement, as required) between the City and any or all of the Cities of Hamilton, Guelph and Vaughan in a form satisfactory to the City Solicitor; and,
  7. That Council approve a new 2022 Capital Budget for the initial phase of the Water Billing Transition Project including the hiring of an external consultant in the amount $200,000 to be funded from the Waterworks Reserve; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.2

STAFF AWARDED CONTRACTS FOR THE MONTHS OF NOVEMBER AND DECEMBER 2021 (7.12)

Alex Moore, Sr. Manager, Procurement & Accounts Payable, addressed the Committee to advise that there have been recent upgrades to the structure of the Staff Awarded Contracts Report for contracts in excess of $50,000.  He indicated that the report has been streamlined to provide concise contract details that highlight pertinent vendor and cost information.  In addition, there is the inclusion of a chart that provides a synopsis of procurement activity by type and commission.  Mr. Moore gave some insights into current market conditions.  He highlighted inflationary pressures and supply chain issues in relation to commodities such as steel, aluminum, and fleet vehicles.  Current vendors are not able to maintain multi-year contract pricing based on Consumer Price Index increases and many are unwilling to bid on government contracts until the current market conditions improve. Mr. Moore further remarked that essential business decisions continue to be made and General Committee will be kept up to date on market conditions through the Monthly Staff Award Reports.  

The Committee suggested additional changes to the report structure for continued clarity.

There was a question raised about the staff award for, Wildlife Education, Rehabilitation and Rescue Services, (contract #215-R-21) and a further discussion about the provision of animal services in Rouge National Urban Park.

Trinela Cane, Commissioner, Corporate Services, advised that this contract is for an extension of Shades of Hope Wildlife services which provides wildlife sanctuary and rehabilitation services for wild animals found in the City, training for the City's Animal Care Officers and dissemination of information on wildlife-related matters.  She indicated that staff will follow up regarding Parks Canada plans to deal with wildlife issues in Rouge National Urban Park.

• Moved by Councillor Karen Rea
  Seconded by Councillor Khalid Usman
  1. That the report entitled “Staff Awarded Contracts for the Months of November & December 2021” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

      

  Carried

7.3

MINUTES OF THE APRIL 14, MAY 12, JUNE 16, JULY 14, AUGUST 11, SEPTEMBER 15, OCTOBER 13, NOVEMBER 10, AND DECEMBER 8, 2021 UNIONVILLE BUSINESS IMPROVEMENT AREA (16.0)

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the April 14, May 12, June 16, July 14, August 11, September 15, October 13, November 10, and December 8, 2021 Unionville Business Improvement Area meeting be received for information purposes.
  Carried

8.

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

8.1

MUTUAL AID AND ASSISTANCE AGREEMENT FOR ONTARIO WATER WASTEWATER AGENCY RESPONSE NETWORK (OnWARN) (5.7)

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jim Jones
  1. 1. That the report titled “Mutual Aid and Assistance Agreement for Ontario Water/Wastewater Agency Response Network (OnWARN)” be received; and,
     2. That the Director of Environmental Services be authorized to execute a Memorandum of Understanding (“Agreement”) to participate in the Ontario Water/Wastewater Agency Response Network (“OnWARN”) program, provided the form of the agreement is satisfactory to the Commissioner of Community Services and the City Solicitor; and,
     3. That any expenditures by the Environmental Services Department in connection with responding to or requesting emergency aid and assistance pursuant to the Agreement adhere to the Expenditure Control Policy and the Purchasing Bylaw 2017-8; and, 
     4. That the Director of Environmental Services be authorized to act as “Authorized Official” under the Agreement and to carry out the responsibilities of the Authorized Official as described in the Agreement, including the following:
        1. To decide whether to respond to requests for assistance from other requesting member participants of OnWARN;
        2. To respond to requests for assistance from other requesting member participants of OnWARN;
        3. To determine the extent of aid or assistance to be provided to requesting member participants of OnWARN;
        4. To request assistance from participating members of OnWARN if required; and
        5. To withdraw from the OnWARN at his or her sole discretion; and,
        6. That the Director of Environmental Services be authorized to administer the City’s participation in OnWARN; and further,
     5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

9.1

MINUTES AND NOTES OF THE JUNE 16, 2021 WASTE DIVERSION COMMITTEE (16.0)

Note: Committee has the option to endorse, amend, refer to staff, or receive for information the following recommendation from the June 16, 2021 Waste Diversion Committee meeting:

"That the Waste Diversion Committee request that Council update the composition of the Waste Diversion Committee to include a representative from the Environmental Advisory Committee."

The Committee received the recommendation from the June 16, 2021, Waste Diversion Committee meeting.  

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Karen Rea
  1. That the minutes and notes of the June 16, 2021 Waste Diversion Committee meeting be received for information purposes. 
  Carried

9.2

MINUTES AND NOTES OF THE OCTOBER 28, 2021 AND NOVEMBER 25, 2021 ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

Note: Committee has the option to endorse, amend, refer to staff, or receive for information the following recommendation from the October 28, 2021 and November 25, 2021 Environmental Advisory Committee meeting:

"That the Markham Environmental Advisory Committee (MEAC) recommend to Markham Council that it review and consider endorsing the implementation of an underground waste management system for new developments with over 500 units."

The Committee received the recommendation from the October 28, 2021, and November 25, 2021, Environmental Advisory Committee meeting.  

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Khalid Usman
  1. That the minutes and notes of the October 28 and November 25, 2021 Environmental Advisory Committee be received for information purposes.
  Carried

10.

MOTIONS

There were no motions.

11.

NOTICES OF MOTION

There were no notices of motion. 

12.

NEW/OTHER BUSINESS

The Chair advised of the following concerns after a recent York Region Council meeting: 

• The suggested intensification rate in Transit Oriented Communities may present a need for an additional hospital based on the significant increase in population density; 
• The parking needs at a future Royal Orchard transit station should be assessed to alleviate potential traffic congestion in the area as increased public transit becomes available. 

13.

ANNOUNCEMENTS

There were no announcements.

14.

ADJOURNMENT

• Moved by Councillor Khalid Usman
  Seconded by Councillor Amanda Collucci

  That General Committee adjourn at 9:57 AM

  Carried