Electronic General Committee Meeting Minutes

Meeting Number: 10

Monday, July 06, 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
• Phoebe Fu, Director of Environmental Services
• Mary Creighton, Director of Recreation Services
• Hersh Tencer, Manager, Real Property
• Brian Lee, Director, Engineering
• Morgan Jones, Director, Operations
• Hristina Giantsopoulos, Election & Council/Committee Coordinator
• Scott Chapman, Election & Council/Committee Coordinator
• John Wong, Technology Support Specialist II
• Graham Seaman, Director, Sustainability & Asset Management
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Mona Nazif, Senior Manager, HR Client Services
• Michael Dipasquale, Supervisor, Waste Management, Environmental Services
• Chris Nearing, Acting Fire Chief
• Jason Tsien, Senior Manager, Business Development, Recreation Services
• Veronica Siu, Senior Financial Analyst
• Claudia Marsales, Sr Manager Waste Management ＆ Environment
• Loy Cheah, Senior Manager, Transportation
• Meg West, Manager of Business Planning and Projects
• Mark Visser, Sr. Manager Strategy Innovation ＆ Investments
• Eddy Wu, Manager, Operations ＆ Maintenance

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1.

CALL TO ORDER

In consideration of the ongoing state of emergency surrounding the 2019 Novel Coronavirus (COVID-19) and the emergency public health orders issued by the Government of Ontario, this meeting was conducted electronically to maintain physical distancing among participants.

The General Committee Meeting convened at the hour of 9:48 AM in the Canada Room with Regional Councillor Jack Heath presiding as Chair for all items on the agenda.  

General Committee recessed at 12:08 PM and reconvened at 12:47 PM.  

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed. 

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE JUNE 15, 2020 GENERAL COMMITTEE (16.0)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Alan Ho
  1. That the minutes of the June 15, 2020 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

The deputation from Andrew Yu, Chair of the Race Relations Committee on Item 7.7 Minutes of the June 29, 2020 Race Relations Committee, was referred to the Council Meeting on July 14, 2020. 

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

 

There was an inquiry and brief discussion relating to item 1a. Yonge North Subway Extension - Update and Bill 171, Building Transit Faster Act, 2020.

• Moved by Councillor Keith Irish
  Seconded by Mayor Frank Scarpitti
  1. That the following communications dated May 28, 2020 from York Region be received for information purposes:
     1. Yonge North Subway Extension - Update
     2. Greater Toronto Area West Transportation Corridor Update
     3. 2020 Property Tax Capping Report
     4. 2020 Property Tax Rates
     5. 2020 Property Tax Ratios
     6. 2019 to 2023 Strategic Plan Year 1 2019 Progress Report
  Carried

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE MAY 13, 2020 AND JUNE 10, 2020 BOARD OF MANAGEMENT UNIONVILLE BUSINESS IMPROVEMENT AREA (16.0)

The Committee made inquiries in relation to an administrative bank charge for signing authors.  Joel Lustig, Treasurer, confirmed that the charge is related to new signature plates and will refer to the vendor for further rate reduction consideration.  

• Moved by Councillor Keith Irish
  Seconded by Councillor Khalid Usman
  1. That the minutes of the May 13, 2020 and June 10, 2020 Board of Management Unionville Business Improvement Area Committee meeting be received for information purposes.
  Carried

7.2

MINUTES OF THE MAY 6, 2020 AND JUNE 3, 2020 CANADA DAY CELEBRATION ORGANIZING COMMITTEE (16.0)

• Moved by Councillor Amanda Collucci
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the May 6, 2020 and June 3, 2020 Canada Day Celebration Organizing Committee meeting be received for information purposes.
  Carried

7.3

MINUTES OF THE MARCH 4, 2020 MARKHAM – MILLIKEN CHILDREN’S FESTIVAL ORGANIZING COMMITTEE (16.0)

• Moved by Councillor Amanda Collucci
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the March 4, 2020 Markham-Milliken Children’s Festival Organizing Committee meeting be received for information purposes.
  Carried

7.4

MINUTES OF THE MAY 25, 2020 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• Moved by Councillor Amanda Collucci
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the May 25, 2020 Markham Public Library Board meeting be received for information purposes.
  Carried

7.5

MINUTES OF THE MARCH 2, 2020 RACE RELATIONS COMMITTEE (16.0)

Note: Committee has the option to endorse, amend, refer to staff or receive for information the following recommendation from the March 2, 2020 Race Relations Committee meeting:

1. That the minutes of the March 2, 2020 Race Relations Committee meeting be received for information purposes; and, 
2. That the Race Relations Committee recommends that Markham City Council take appropriate action to ensure that Coronavirus (COVID-19) does not become an excuse for expression of xenophobia against identifiable racial and cultural groups of the City of Markham.

• Moved by Councillor Isa Lee
  Seconded by Deputy Mayor Don Hamilton
  1. That this item be referred to the Council Meeting Agenda on July 14, 2020.
  Carried

7.6

MINUTES OF THE JUNE 8, 2020 RACE RELATIONS COMMITTEE (16.0)

• Moved by Councillor Amanda Collucci
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the June 8, 2020 Race Relations Committee meeting be received for information purposes.
  Carried

7.7

MINUTES OF THE JUNE 29, 2020 RACE RELATIONS COMMITTEE (16.0)

Note: Committee has the option to endorse, amend, refer to staff or receive for information the following recommendation from the June 29, 2020 Race Relations Committee meeting:

1. That the minutes of the June 29, 2020 Race Relations Committee meeting be received for information purposes; and,
2. That the Race Relations Committee (RRC) of the City of Markham supports the Statement from Mayor Frank Scarpitti on June 3, 2020 titled "When enough is not enough".

The RRC agrees with the Mayor's assertion that "We can always do more". Accordingly, the RRC strongly recommends the following advice to assist the City combat racism and discrimination:

1. Representation matters. We recommend to the Mayor and Council that City staff, community services, and other hired and appointed roles reflect the diversity of the city. All communities in Markham deserve to see themselves represented in Markham’s institutions and systems. We further recommend that the Mayor and Council advocate for the same in the four publicly-funded school boards that serve residents of Markham.

2. We recommend that the Mayor and Council ensure Markham Bylaw Enforcement officers reflect the diversity in proportion to the population that it represents, and that all Markham Bylaw Enforcement officers receive ongoing training in Anti Racism (including Anti-Black Racism and Anti-Indigenous Racism), bias-free enforcement, conflict de-escalation, cultural awareness, emotional intelligence, understanding of the community served, courtesy, respect, and service.

3. We recommend that the Mayor and Regional Councillors advocate the following before York Region Council and the York Region Police Services Board: that Regional Council and YRPSB ensure York Regional Police officers reflect the diversity in proportion to the population that it represents, and that all York Regional Police officers receive ongoing training in Anti Racism (including Anti-Black Racism and Anti-Indigenous Racism), bias-free policing, conflict de-escalation, cultural awareness, emotional intelligence, understanding of the community served, courtesy, respect, and service. The York Regional Police service should be comprised of officers who reflect the diversity of the communities that they serve across York Region, and should undertake proactive measures to build community trust in police.

4. We recommend that the Mayor and Regional Councillors advocate before York Region Council that York Region Public Health collect disaggregated, race-based public health data (including on COVID-19 cases), and report on public health concerns that disproportionally impact racialized groups.

5. We recommend that the City of Markham initiate the development, through professional research, a Made-for-Markham Municipal Action Plan Against Anti-Black Racism that identifies specific policy solutions within the City's jurisdiction towards eliminating Anti-Black Racism, including that of a systemic nature. Using Markham's Diversity Action Plan "Everyone Welcome" and the Inclusion Charter as foundation, through consultation in safe spaces with community groups and community members, this study's scope should include:

• Measures to support Black employment, job training and employment security.
• Measures to support Black entrepreneurs and Black-owned businesses
• Measures to ensure an equitable experience while obtaining housing by members of the Black community, both in rental and in homeownership
• Programs that address recreational needs of Black students and Black senior citizens
• Measures to support food security, especially in cooperation with Black-focused non-profit community organizations
• Measures to support and improve the quality of mental health services for members of the Black community
• Public education programs to eliminate racism, including Anti-Black Racism
• Other actions within City Council's mandate that address and stand against Anti-Black Racism

The Made-for-Markham Municipal Action Plan Against Anti-Black Racism can serve as a model for future initiatives against other forms of racism, as well as a reference document for the update of Markham's Diversity Action Plan.

6. Upon updating, Markham's Diversity Action Plan should include a scheduled update cycle to ensure that it will continue to reflect the growing and relative needs of all communities in Markham.

We love our City and our communities. We declare that creating change is not simply driven by making a few statements, rather, it is through continuous intentional work. The diverse communities in this City need policies to be implemented that reflect the sentiments behind the Mayor's statements on diversity and inclusion. Accordingly, we believe the above recommendations represent steps that would, as stated by the Mayor, "create a new reality for the Black community, and create an environment that is free of racism and full of respect for one another".

The Mayor addressed the Committee and thanked the Race Relations Committee for their recommendations and advised that there will be additional information on City initiatives at the Council Meeting on July 14, 2020.     

• Moved by Councillor Isa Lee
  Seconded by Deputy Mayor Don Hamilton
  1. That this item be referred to the Council Meeting Agenda on July 14, 2020.
  Carried

7.8

MINUTES OF THE MARCH 10, 2020 AND JUNE 9, 2020 WASTE DIVERSION COMMITTEE (16.0)

• Moved by Councillor Amanda Collucci
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the March 10, 2020 and June 9, 2020 Waste Diversion Committee meeting be received for information purposes.
  Carried

7.9

STATUS OF CAPITAL PROJECTS AS OF APRIL 30, 2020 (7.0)

There was inquiry into the status and the impact of the deferral of Engineering Project 20037, Main Street Unionville Road Reconstruction (Design) under Capital Projects Deferred to 2021, Exhibit E.  Staff addressed the committee to advise this project is deferred in order to undertake background studies to determine the scope of work and if underground infrastructure improvements will be required. Staff will report back to the Committee with the results of the study.   

An additional inquiry was made regarding Section IV. Return of Surplus Funds From Open Capital Projects section e) Operations - Roads Project 19181 Parking Lots - Rehabilitation. Staff provided confirmation that the school board owns the Highgate Park parking lot and will engage in discussions with the school board in regards to repaving.

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Isa Lee
  1. That the report dated July 6, 2020 titled “Status of Capital Projects as of April 30, 2020” 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 $3,469,003 be transferred to the original sources of funding as identified on Exhibit B; and,

      

  3. That the Projects Closed and Deferred to a Future Year and the Projects Closed and Not Initiated as identified on Exhibit C be approved for closure and funds in the amount of $1,310,027 be transferred to the original sources of funding as identified in Exhibit C; and,
  4. That the surplus funds of $7,230,071 from open capital projects be returned to the original sources of funding as identified on Exhibit D; and,
  5. That the deferral of 28 projects as outlined on Exhibit E be approved; and,

      

  6. That the Non-Development Charge Capital Contingency Project be topped up from the Life Cycle Replacement and Capital Reserve Fund by $734,748 to the approved amount of $250,000; and,

      

  7. That the Engineering Capital Contingency Project be topped up from the City-Wide Hard Development Charges Reserve by $46,461 to the approved amount of $100,000; and,
  8. That the Design Capital Contingency Project be topped up from the Development Charges Reserve by $37,344 to the approved amount of $100,000; and,
  9. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $174,717 to the approved amount of $100,000; and,
  10. That the Non-DC Capital Contingency funded amount of $26,659 for infrastructure design within West Thornhill Phase 3 (Capital project 16211) be returned to the Life Cycle Replacement & Capital Reserve Fund and be replaced with funding from the Stormwater Fee Reserve Fund; and,

       

  11. That the funding sources for the East Markham Works Yard land (Capital project 19282) in the amount of $12,736,000 be changed from Development Charges Reserves and the Non-DC Growth Reserve to the Land Acquisition Reserve; and,

       

  12. That the following new capital project, initiated subsequent to the approval of the 2020 capital budget, be approved:

      20301 – Emergency Boardwalk Repairs at Unionville and Campbell Court – Budget of $60,000 funded from the Non-DC Capital Contingency; and further,

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

       

  Carried

8.

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

8.1

2019 ANNUAL FIRE SERVICE REPORT (7.15)

Chris Nearing, Acting Fire Chief, addressed the Committee and provided an overview of the services provided by Markham Fire and Emergency Services. There were inquiries made into the main fire events of 2019, the review of deployment practices, public education, and emergency services.  The Committee noted that the Fire Response Task Force is in review of current initiatives.  

• Moved by Councillor Keith Irish
  Seconded by Mayor Frank Scarpitti
  1. That the Markham Fire and Emergency Services 2019 Annual Fire Service Report be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

  Carried

9.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

9.1

WATER AND WASTEWATER ASSET OWNERSHIP AGREEMENT (5.3)

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jim Jones
  1. That the report “Water and Wastewater Asset Ownership Agreement” be received; and,

  2. That the Mayor and Clerk be authorized to execute an agreement between the City and The Regional Municipality of York (the “Region”) to govern the ownership of water and wastewater assets as described in this report, provided that the form of such agreement is satisfactory to the Commissioner of Community & Fire Services and the City Solicitor; and,

  3. That the Director of Environmental Services be authorized to accept the conveyance and to convey ownership of minor water and wastewater assets to and from the Region to the satisfaction of the Director of Environmental Services; and further,

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

10.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

10.1

COVID-19 – FINANCIAL IMPACT UPDATE (7.0)

Joel Lustig, Treasurer, addressed the Committee to provide the fourth financial update during the COVID-19 Emergency and delivered a presentation entitled, COVID-19 - Financial Impact Update.   

The Committee thanked staff for the presentation and made inquiries on the following in relation to the presentation: 

• The federal and provincial government announcements on financial assistance and prescribed spending; 
• Whether there has been a reduction of the gas tax payment based on reduced consumption and can this amount continue to be depended on by the City;
• Tax installments, and payments in advance;
• The present and the projected year-end deficit;
• The financial impact of COVID-19 on the budget and that municipalities are not permitted to run a deficit;
• The use of reserves that have been established for predetermined purposes to potentially reduce the financial impact COVID-19 has caused;
• Potential property tax increases and raising revenue to help pay for costs associated with COVID-19;
• What activities have been and may be undertaken to decrease the operating budget, capital costs, and capital project spending; and,
• When will the cost reductions be put in place to mitigate the projected 2020 budget shortfall and the 2021 budget challenges. 

The Committee requested that staff prepare options to address budget shortfalls and provide an additional financial update at the Council Meeting on August 25, 2020. 

• Moved by Councillor Isa Lee
  Seconded by Regional Councillor Joe Li
  1. That the presentation entitled “COVID-19 – Financial Impact Update” be received; and,
  2. That the City Treasurer report back to Council on August 25; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

11.

PRESENTATIONS - ENVIRONMENT & SUSTAINABILITY ISSUES

11.1

"THE BEST OF THE BEST 2" MARKHAM'S DIVERSION STRATEGY (2020-2023) (5.1)

Claudia Marsales, Senior Manager, Waste Management & Environment addressed the committee and delivered a presentation entitled, "Best of the Best 2" Markham's Diversion Strategy 2020-2023 which provided an overview of the next phase of the City's waste diversion strategy which aims at diverting 85% of the City's waste from landfills. 

The Committee discussed the following in relation to the presentation:

• Inquiry into what materials will be permitted in curb-side blue-boxes under the new provincial program;
• Concerns with the new list of permitted materials and how it will impact the City's current recycling program;
• Review of eight grandfathered multi-residential buildings in the City that currently use a private collection;
• The recycling plans for new buildings and mandatory participation in the City's recycling programs;
• Vendor compliance and participation in the City Zero Waste recycling programs;
• A potential pilot to determine the effectiveness of removing waste receptacles in some parks to avoid their use for household waste;
• Investigations into the contents of bags and household waste left at or in park receptacles to deter residents from leaving them there;
• Signage to support what should and should not be included in the receptacles; and further, 
• A pilot program to address littering of dog waste in parks and public spaces.

Staff provided responses to the Committee's inquiries and is committed to advocate for continued improvements to recycling programs for all residents of Markham including at multi-residential buildings, schools and City administrative buildings.  Staff will provide updates on specific issues related to Best of the Best 2 initiatives as needed. 

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Isa Lee
  1. That the presentation entitled “The Best of the Best 2” Markham’s Diversion Strategy 2020-2023 be received; and,
  2. That Council endorse “The Best of the Best 2” Markham’s Diversion Strategy 2020-2023 and the initiatives and programs outlined in the strategy that form the basis of Markham’s multi-year plan to attain 85% municipal diversion; and,
  3. That staff report back to Council concerning any anticipated financial impacts for initiatives and program improvements and updates on strategy implementation; and,
  4. That a copy of the presentation be forwarded to York Region and the Local municipalities for their information; and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

12.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

12.1

CITY OF MARKHAM OLDER ADULT STRATEGY UPDATE (6.0) 

• Moved by Councillor Khalid Usman
  Seconded by Councillor Karen Rea
  1. That the report entitled “City of Markham Older Adult Strategy (OAS) Update” be received; and,
  2. That staff report annually on the status of the OAS actions; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

  Carried

13.

MOTIONS

13.1

MAINTENANCE ON REGIONAL ROADS AND BOULEVARDS (5.10, 13.4) 

 

Councillor Rea addressed the Committee to express her support for the City taking over the maintenance of regional road services to eliminate the two-tiered approach and improve service levels.  

Morgan Jones, Director, Operations, addressed the Committee to indicate that this may be an opportunity to negotiate certain services and noted that the City does not have all the necessary equipment to maintain the regional roads and that service levels at the Region differ from those at the City.  He noted that staff will contact City colleagues at the Region to discuss this.   

The Committee referred this item to staff and requested a memo or presentation be provided to Members of Council at a Council Meeting in September 2020 that includes a list of services the City may consider taking over.   

• Moved by Councillor Karen Rea
  Seconded by Councillor Andrew Keyes

  Whereas, Region of York looks after boulevard cutting on Regional roads; and,

  Whereas, Region of York provides winter snow removal on Regional roads; and,

  Whereas, Region of York is called to remove debris or animals on Regional roads; and,

  Whereas, many residents of Markham are not aware of the two tier system and jurisdiction of what level of government to contact for issues on Regional roads; and,

  Whereas the City of Markham and the Region of York have different service levels and cutting schedules for boulevard maintenance; and,

  Whereas the City of Markham could deliver these services and provide a consistent approach on all roads within the City; and,

  Whereas residents would have one point of contact for road issues; and,

  Therefore, be it resolved;

  1. That the City of Markham negotiate an agreement with York Region for the City of Markham to provide boulevard cutting, winter snow removal and removal of debris and/or animals on all Regional roads within the City of Markham. That all costs associated for these services to be reimbursed by the Region of York to the City of Markham.
• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Andrew Keyes
  1. That staff provide a memo or presentation to Members of Council at a Council Meeting in September 2020 that includes a list of potential services the City may consider taking over from the Region.
  Carried

14.

NOTICES OF MOTION

There were no notices of motion.

15.

NEW/OTHER BUSINESS

15.1

GYPSY MOTH MANAGEMENT

Councillor Karen Rea addressed the Committee to inquire about proactive measures in the management of the gypsy moth tree infestation in the City, particularly where there is the greatest occurrence in Wards 1, 3 and 4.  The Committee requested that staff maintain updated information in this regard on the City website at Markham.ca.

Morgan Jones, Director, Operations addressed the Committee to confirm that the City is actively engaged with the Region on this issue.  He indicated that the City is currently in a monitoring phase and that potential action may take place in 2021 after the analysis of the information collected.  

16.

ANNOUNCEMENTS

There were no announcements.

17.

CONFIDENTIAL ITEMS

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho

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

  Carried

17.1

FINANCE & ADMINISTRATIVE ISSUES

17.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - JUNE 1, 2020 (16.0) [Section 239 (2) (a) (b) (c) (e) (f)]

General Committee confirmed the June 1, 2020 confidential minutes.

17.2

ENVIRONMENTAL & SUSTAINABILITY ISSUES

17.2.1

A POSITION, PLAN, PROCEDURE, CRITERIA OR INSTRUCTION TO BE APPLIED TO ANY NEGOTIATIONS CARRIED ON OR TO BE CARRIED ON BY OR ON BEHALF OF THE MUNICIPALITY OR LOCAL BOARD (5.1) [Section 239 (2) (k)]

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

 

17.3

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

17.3.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD 4) (8.6) [Section 239 (2) (c)]

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

 

Moved by Councillor Isa Lee
Seconded by Deputy Mayor Don Hamilton

That the General Committee confidential session adjourn at 4:06 PM.

Carried

18.

ADJOURNMENT

General Committee adjourned at 4:07 PM.