Electronic General Committee Meeting Minutes

Meeting Number: 13

Monday, October 05, 2020 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
• Kimberley Kitteringham, City Clerk
• Martha Pettit, Deputy City Clerk
• Mary Creighton, Director of Recreation Services
• Hersh Tencer, Manager, Real Property
• Brian Lee, Director, Engineering
• Alex Moore, Manager of Purchasing & Accounts Payable
• Hristina Giantsopoulos, Election & Council/Committee Coordinator
• Laura Gold, Council/Committee Coordinator
• John Wong, Technology Support Specialist II
• Graham Seaman, Director, Sustainability & Asset Management
• Raj Raman, Senior Manager Projects, CAO's Office
• Grace Lombardi, Election & Council/Committee Coordinator
• Adam Grant, Fire Chief
• Veronica Siu, Senior Financial Analyst
• Lisa Chen, Sr. Manager, Financial Planning ＆ Reporting
• Meg West, Manager of Business Planning and Projects

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1.

CALL TO ORDER

In consideration of the ongoing public health orders, this meeting was conducted electronically to maintain physical distancing of participants. With the recent passage of Bill 197 COVID-19 Economic Recovery Act, municipal Council Members are now permitted to meet remotely and count towards quorum.

The General Committee Meeting convened at the hour of 9:34 AM in the Canada Room 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 SEPTEMBER 21, 2020 GENERAL COMMITTEE (16.0)

• Moved by Councillor Alan Ho
  Seconded by Mayor Frank Scarpitti
  1. That the minutes of the September 21, 2020 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations. 

5.

COMMUNICATIONS

There were no communications.

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE JULY 6, 2020 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the minutes of the July 6, 2020 Advisory Committee on Accessibility meeting be received for information purposes.
  Carried

7.2

2021 CAPITAL BUDGET PRE-APPROVAL (7.5)

There was discussion relative to the following:

• Item 21101 Asphalt Resurfacing;
• Item 21099 Library Collections;
• Item 21071 Self Contained Breathing Apparatus (SCBA) Decontamination Machine;
• Item 21063 Theatre Heating Ventilation and Air Conditioning (HVAC) Replacement;
• Consideration to defer capital projects where feasible;
• Concerns regarding impacts of current and deferred spending;
• Inquiry into potential financial assistance from higher levels of government and the impact to current projects; and,
• The continuation of community reinvestment and rehabilitation.

Staff provided information relative to the inquiries made by the Committee and noted that the budget process will illustrate that the Capital Budget being presented is for an amount less than what was originally presented by staff and that several projects have been deferred.  There will be a full update on initiatives undertaken during the COVID-19 period at an upcoming Committee meeting in October.   The Committee requested that item 21099 Library Collections be sent back to the Library Board for additional consideration. 

• Moved by Councillor Khalid Usman
  Seconded by Deputy Mayor Don Hamilton
  1. That the report dated October 5, 2021 titled, “2021 Capital Budget Pre-Approval” be received; and, 
  2. That the Capital Budget Pre-Approval Item 21099 Library Collections, be referred to the Library Board for additional consideration; and,
  3. That Council approve the 2021 Capital Budget Pre-Approval, which totals $10,292,800 as outlined in Appendices 1 and 2; and
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried as Amended

7.3

CONTRACT EXTENSION FOR WIDE AREA NETWORK (WAN) CONNECTIVITY AND INTERNET SERVICES (7.13)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report entitled “Contract Extension for Wide Area Network (WAN) Connectivity and Internet Services” be received; and,
  2. That the contract for WAN Services and Internet Services be extended for two (2) years (October 1, 2020 - September 30, 2022) to Rogers Communications at 11.6% discounted rate, in the amount of $577,814.44, inclusive of HST, broken down as follows;
     • October 1, 2020 – December 31, 2020 $ 72,226.81
     • January 1, 2021 – December 31, 2021 $288,907.22
     • January 1, 2022 – September 30, 2022 $216,680.41

       Total (2 years) $577,814.44; and,

  3. That the contract for Internet Services with higher bandwidth (increasing from 500Mbps to 600Mbps) be extended for two years (October 1, 2020 - September 30, 2022) to Bell Canada at the existing 2019 rate, in the amount of $79,006.46 inclusive of HST, broken down as follows;
     • October 1, 2020 – December 31, 2020 $ 9,875.81
     • January 1, 2021 – December 31, 2021 $ 39,503.23
     • January 1, 2022 – September 30, 2022 $ 29,627.42

       Total (2 years) $ 79,006.46; and,

  4. That the WAN Services from Rogers and the two Internet Services from Rogers and Bell to be funded from operating budget account# 400-404-5108 in amount of $656,820.90 (inclusive of HST) over a two (2) year period; and,
  5. That the tendering process be waived in accordance with Purchasing Bylaw 2017-8, Part II, Section 7 (1) (c) which states “when the extension of an existing contract would prove more cost-effective or beneficial”; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

CONTRACT # 043-S-20 TO OPERATE AND MAINTAIN THE COMBINED HEAT AND POWER SYSTEM AT ANGUS GLEN COMMUNITY CENTRE (7.12)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report entitled “Contract # 043-S-20 To Operate and Maintain the Combined Heat and Power System at Angus Glen Community Centre” be received; and,
  2. That the Operation and Maintenance of the Angus Glen Combined Heat and Power System be awarded to Markham District Energy Inc. (“MDE”) to an annual upset limit of $167,904.00 inclusive of HST impact for a period of five (5) years (2020 – 2024), totaling $839,520.00 inclusive of HST impact (excluding adjustment to CPI) over that five (5) year period; and,
  3. That years 2 – 5 (2021-2024) be adjusted based on the Consumer Price Index (CPI) Ontario All-Items (January to January); and,
  4. That the 2020 award be funded from operating budget account 504-921-5314 “Service Agreements Facility Maintenance”; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (h), which states “where it is in the best interests of the City to acquire non-standard items or Professional Services from a supplier who has a proven track record with the City in terms of pricing, quality and service;” and,
  6. That the Mayor and Clerk be authorized to execute the agreement with Markham District Energy Inc, in a form approved by CAO and the City Solicitor; and,
  7. That the CAO be authorized to extend the contract for an additional five (5) years (2025-2029) subject to Council’s approval of the annual operating budget; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

      

  Carried

8.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

8.1

WORLD COUNCIL ON CITY DATA ISO 37120 PLATINUM CERTIFICATION (12.2.6)

 

Mayor Scarpitti addressed the Committee to note that this was one of many special days to recognize some of the City's accomplishments and that on behalf of Members of Council and staff, extended his appreciation to the World Council on City Data (WCCD) for bestowing ISO 37120 Platinum Certification to the City.  The Mayor welcomed Dr. Patricia McCarney, President & CEO, WCCD, James Patava, Vice President, WCCD and Minister Mary Ng, Minister of Small Business and Export Promotion and International Trade who was in attendance on behalf of Minister Catherine McKenna, Minister of Infrastructure.

Andy Taylor, Chief Administrative Officer (CAO), addressed the Committee to indicate that the City of Markham was one of 15 municipalities selected to participate in the Federal Ministry of Infrastructure and Communities, Data for Canadian Cities Pilot Project to build data capacity for Canadian municipalities.  The WCCD worked with the City to collect globally standardized data that measures quality of life and delivery of services that is used by many cities around the world.  He acknowledged and thanked staff for their hard work in collecting the data in a short time frame and indicated that the information will be employed to create a global registry which will be used to compare performance against other cities and to align standardized indicators with the City's strategic plan, Building Markham's Future Together, and departmental business plans to improve services and quality of life in the community.  Additionally, he noted that this accreditation aligns with city's evidence based decision making and commitment to transparency and open data. Mr Taylor introduced Dr. Patricia McCarney, President & CEO, WCCD.   

Dr. Patricia McCarney, addressed the Committee to thank the Mayor and CAO, for their introduction and noted this certification is a tribute to the City's dedication to data and data driven planning in governance.  She congratulated the City on this achievement and delivered a presentation entitled, City of Markham Data Driven Insights and a virtual presentation of the WCCD ISO 37120 Platinum Certification.   

Minister Mary Ng, Minister of Small Business and Export Promotion and International Trade,  addressed the Committee and offered her congratulations and those on behalf of Minister Catherine McKenna on this significant and well deserved designation.  

James Patava, Vice President, WCCD, addressed the Committee and provided an overview of the WCCD and the Data for Canadian Cities Pilot Project in a short presentation entitled, The World Council on City Data - Data for Canadian Cities Project.   

The Committee thanked the WCCD, Dr. McCarney, Mr. Patava, Minister Ng, Minister McKenna and congratulated all staff, the CAO, and the Senior Management Team on this achievement.   

• Moved by Mayor Frank Scarpitti
  Seconded by Deputy Mayor Don Hamilton
  1. That the report dated October 5, 2020 titled “World Council on City Data, ISO 37120 Certification” be received, and,
  2. That the formal virtual presentation of the World Council on City Data (WCCD), ISO 37120 Platinum Certification to the City of Markham be received.
  Carried

8.2

INTELLIGENT COMMUNITY FORUM (ICF) UPDATE ON ICF TOP7 EVALUATION PROCESS (7.13)

Trinela Cane, Commissioner, Corporate Services, addressed the Committee and delivered a presentation entitled, "Update on ICF Top 7 Evaluation Process", which provided an overview of the Intelligent Community Forum (ICF) evaluation framework, details on the City's submission and the status of the evaluation process.  She highlighted that while smart cities use technology to improve the way cities work,  intelligent communities take a more comprehensive approach to enhance competiveness in a digital economy, and improve the overall quality of life.

The Committee acknowledged the contributions by staff in achieving the Top7 honour and indicated that it looks forward to the results at the end of the virtual ICF Forum awards ceremony that will take place on October 29, 2020.      

Mayor Scarpitti thanked Commissioner Cane for the update and congratulated staff on this significant accomplishment.  The Mayor noted that this recognition speaks to the strength of ongoing partnerships in the community and the commitment by staff and the organization.  

• Moved by Councillor Alan Ho
  Seconded by Deputy Mayor Don Hamilton
  1. That the presentation entitled “Intelligent Community Forum (ICF) Update on ICF Top7 Evaluation Process” be received.

      

  Carried

9.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

9.1

LIFESAVING SOCIETY ONTARIO - CLUB OF THE YEAR – NOMINATION - LIFESAVING CLUB OF MARKHAM (LCM) (12.2.6)

Mary Creighton, Director, Recreation Services, addressed the Committee and announced that the Lifesaving Club of Markham is the recipient of the Lifesaving Society Ontario Club Of The Year Nomination award which is presented to a club that has contributed to the development of the lifesaving sport in Canada through participation, leadership and performances of its members provincially, nationally and/or internationally. Clara Grassia, Manager Sport Development, Susan Stiles, Sport Development Coordinator and Jeff McCurdy, Program Supervisor received the recognition on behalf of the coaches and the following part-time coaching staff were recognized for their support, motivation and dedication to the Lifesaving Club of Markham for the 2019 season:  

• Bryan Tsang
• Sarah Monaco
• Alyssa Arcaina
• Evan Fong
• Jack Lin
• Marjorie He
• Raymond Tung
• Richard Wilton
• Laura Zhao
• Celestina Chung
• Ian Cook

Mayor Scarpitti acknowledged and congratulated staff on behalf of Members of Council.    

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Isa Lee

  That General Committee receive the Lifesaving Society Ontario Club Of The Year Nomination.    

  Carried

9.2

ASSOCIATION OF MUNICIPALITIES OF ONTARIO - PETER J. MARSHALL INNOVATION AWARD (12.2.6)

Mary Creighton Director, Recreation Services, addressed the Committee to announce that the City of Markham, Recreation Department, received the annual Peter J. Marshall Innovation Award that is given to municipalities who demonstrate creativity and success while implementing initiatives that better service the public and can be shared with other communities.  It was indicated that the City won the award for the Aaniin Community Hub Partnership project that used the Aaniin Community Centre and Library as a hub for community organizations to use free space in exchange for providing volunteer services or programming that would otherwise be unavailable.  The following recreation staff were recognized for their contributions:  

• Carolyn Thompson, Community Program Supervisor, Community Outreach
• Shawn Hermains, Community Program Coordinator
• Anthony Ierulli, Community Area Manager
• Jason Tsien, Senior Manager, Business Development
• Mary Creighton, Director, Recreation Services.

The Committee acknowledged and congratulated staff on this significant accomplishment which continues to demonstrate the innovation and quality of services provided by the City to connect to members of the community.  Mayor Scarpitti thanked the Association of Municipalities of Ontario for their recognition and  congratulated staff and organizational partners on their contributions.     

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

  That General Committee receive and congratulate the following staff members: Carolyn Thompson Community Program Supervisor, Community Outreach; Shawn Hermains, Community Program Coordinator; Anthony Ierulli, Community Area Manager; Jason Tsien, Senior Manager, Business Development; and, Mary Creighton, Director, Recreation Services on the Association of Municipalities of Ontario Peter J. Marshall Innovation Award.      

  Carried

10.

MOTIONS

There were no motions. 

11.

NOTICES OF MOTION

There were no notices of motion. 

12.

NEW/OTHER BUSINESS

There was no new or other business. 

13.

ANNOUNCEMENTS

Deputy Mayor, Don Hamilton, addressed the Committee to acknowledge and thank the Markham Fire Department for their recent community outreach initiative in relation to fire safety and cooking at home.  Adam Grant, Acting Fire Chief, addressed the Committee and indicated this program highlights safe cooking practices while promoting neighbourhood establishments.  

14.

CONFIDENTIAL ITEMS

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Reid McAlpine

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

  Carried

14.1

FINANCE & ADMINISTRATIVE ISSUES

14.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - SEPTEMBER 8, 2020 (16.0) [ Section 239 (2) (b)]

General Committee confirmed the July 6, 2020 confidential minutes.

14.1.2

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES  – BOARD/COMMITTEE – APPOINTMENTS AND RESIGNATIONS (16.24) [Section 239 (2) (b)] 

General Committee consented to place this matter on the October 14, 2020 confidential Council agenda for consideration.

14.1.3

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD – LEASE ASSIGNMENT (8.2) [Section 239 (2) (a)]

General Committee consented to place this matter on the October 14, 2020 confidential Council agenda for consideration.

14.1.4

LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD (5.5) [Section 239 (2) (e)]

General Committee consented to direct staff to provide additional information on this matter.  

14.1.5

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (16.24) [Section 239 (2) (b)]

General Committee consented to direct staff to provide information on the process to remove a citizen member of an advisory board at a future General Committee Meeting.  

 

Moved by Councillor Usman

Seconded By Mayor Frank Scarpitti

That the Electronic General Committee confidential session adjourn at  12:28 PM.

Carried

15.

ADJOURNMENT

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Keith Irish

  That the Electronic General Committee meeting adjourn at 12.33 PM.

  Carried