Electronic General Committee Meeting Minutes

Meeting Number: 14

Monday, October 04, 2021 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
• Adam Grant, Fire Chief
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Terence Tang, Technology Support Specialist II
• Bindi Patel, Supervisor, Community Program
• Rob Muir, Manager Stormwater

---

1.

CALL TO ORDER

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, and in consideration of the advice of public health authorities, this meeting was conducted electronically with members of General Committee, staff, and members of the public participating remotely.

General Committee convened at 9:32 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 JULY 13, 2021 GENERAL COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the July 13, 2021 General Committee meeting be confirmed.
  Carried

3.2

MINUTES OF THE SEPTEMBER 13, 2021 GENERAL COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the September 13, 2021 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 - COMMUNITY SERVICES ISSUES

7.1

APPOINTMENT OF MEMBERS TO THE MARKHAM MAYOR'S YOUTH COUNCIL FOR THE PERIOD OF SEPTEMBER 7, 2021 TO JUNE 30, 2022 (16.24)

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Isa Lee
  1. That the Report Appointment of Members to the Markham Mayor’s Youth Council for the period of September 7, 2021 to June 30, 2022 be received; and,
  2. That the following Appointments of Members to the Markham Mayor’s Youth Council be confirmed for the term September 7, 2021 to June 30, 2022; and further,

      

     Name	School	Grade	Ward they reside in
     Sabine Cuesta	Saint Charles Garnier Catholic Elementary School	8	1
     Indrakshi Chakraborty	St.Robert Catholic High School	9	1
     Jin Zhou	Henderson Avenue Public School	9	1
     Karina Florea	Thornhill Secondary School	11	1
     Melody Cao	Bayview Secondary School	9	2
     Elyssa Qi	St. Augustine Catholic High School	10	2
     Stephanie Sheng	Bayview Secondary School	11	2
     Marissa Wang	Bayview Secondary School	12	2
     Eric Gao	Unionville High School	11	3
     Justine Lin	Unionville High School	12	3
     Silken Cheung-Ege	St. Justin Martyr Catholic Elementary School	8	4
     Meilun Yu	Markville Secondary School	10	4
     Manny Pahwa	Unionville High School	12	4
     Olivia Chan	Unionville High School	12	4
     Jiabei He	Bill Hogarth Secondary School	10	5
     Enya Law	Bill Hogarth Secondary School	11	5
     Gloria Huang	Bill Hogarth Secondary School	11	5
     Callista Chan	St. Augustine Catholic High School	10	6
     Bryant Zheng	Markville Secondary School	12	6
     Jasmine Jing	St.Robert Catholic High School	12	6
     Kara Yang	Markville Secondary School	12	6
     Jonathan Feng	Markville Secondary School	12	6
     Ashwin Suganthan	Markham District High School	12	7
     Jonathan Xie	Unionville High School	12	8
     Ulain Umar	Father Michael McGivney Catholic High School	12	8

      

      

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

8.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

8.1

OVERVIEW OF NEW BLUE BOX REGULATION 391-21 (5.1)

Eddy Wu, Director, Environmental Services, briefly introduced the item and invited Claudia Marsales, Sr. Manager Waste and Environmental Management, to convey the Overview of New Blue Box Regulation 391-21.  This presentation provided a summary of the regulation by which the Province will transition the Blue Box program to an Individual Producer Responsibility (IPR) framework.  Ms. Marsales indicated that the new regulation requires producers of paper, packaging and single-use items to provide blue box services of equivalent or better standards across the Province and that all producers are obligated to collect Blue Box material at least every other week and that community facilities, BIAs, retail in multi-residential building and super mailboxes are not included in the new program however, some services maybe subject to negotiation in the future.    

Ms. Marsales provided information on the updated Blue Box inclusion of the following items: metal, glass, paper or plastic packaging, aerosols, printed and unprinted paper, and single-use packaging.  It was further noted that styrofoam and paper coffee cups, coffee pods, plastic grocery bags and take out food trays will also be accepted as part of the new program and that the transition date for the City of Markham is December 31, 2025 along with York Region and local area municipalities. The program does not provide for right of first refusal to provide collection services. 

The Committee thanked staff for their work on this important initiative and discussed the following in relation to the presentation:

• Inquiry on whether there will any assurance of weekly Blue Box collection after 2026;
• The benefits of geographic familiarity with the use regional collection companies versus one company to service the entire province;
• Concerns with the proposed by-weekly collection schedule;
• That action be taken to ensure the minimum threshold of City blue box collection is weekly to maintain the current level of service to residents;
• The effects of this program on current recycling depots in Markham/York Region;
• The criteria on which territory assignments are made and whether current municipal boundaries will be adjusted; 
• Consideration that the City continue to provide feedback to the Province on the Blue Box program and updates;
• Concerns with the impact of this new program and waste entering the waste stream instead of the blue box due to proposed minimum by-weekly frequency
• A suggestion that a complimentary Blue Box program be established for entities such as BIAs, retail in multi-unit residential and super mailboxes which are currently excluded to continue waste diversion from landfills; 
• Inquiry into the potential costs and impacts for a City run supplementary recycling program;
• Concerns with styrofoam being allowed in the Blue Box; 
• Inquiry on whether the City is able to suggest material inclusions and exclusions in the proposed recycling program;
• That there be consideration to include items such as books and cellophane as an acceptable recyclable material;
• A suggestion that staff confirm details on how to collect funding from York Region as part of this initiative;
• Consideration that the City influence improvements to the suggested standard of service;
• Inquiry into the financial impact to the City budget by-weekly Blue Box collection would have; and,
• Whether the City will have the opportunity to select the collection Producer Responsibility Organization (PRO).

Staff advised that the City is in a positive position with respect to the Provincial program in that there is a long term contract in place with Miller Waste and that those costs are fixed which will alleviate any uncertainty in program costs until the December 31, 2025 transition date.  It was noted that the objective of the program is to establish a competitive market place and that producers will be looking to reduce program costs and adjust service levels while trying to meet set diversion targets.  Staff further indicated that they will continue to address the City's concerns with the Province and request weekly collection frequency post transition. Staff will also monitor the experience of municipalities that transition before Markham such as Toronto and London.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Amanda Collucci
  1. That the Presentation entitled “Overview of New Blue Box Regulation 391-21” be received; and,
  2. That the Environmental Services Department continue to actively participate in and provide comment on the Transition process; and,
  3. That the Environmental Services and Finance Departments monitor transition experiences of comparable municipalities to assess potential financial benefits of an accelerated transition timeframe and provide regular analysis and updates to Council and the Waste Diversion Committee;
  4. That Markham Council reaffirms its support for weekly Blue Box collection service and the continuation of weekly collection services post transition to ensure continued high participation and diversion;
  5. That the City Clerk circulate this Resolution to York Region and the local municipalities, Ontario Premier Doug Ford, Minister of Municipal Affairs and Housing,  Minister of the Environment Conservation and Parks, Association of Municipalities of Ontario,  Resource Productivity and Recovery Agency (RPRA), and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.2

SMALL AREA FLOOD CONTROL PROGRAM STRATEGY (5.3)

Eddy Wu, Director, Environmental Services, addressed the Committee to introduce Rob Muir, Manager Storm Water who delivered a presentation entitled, Small Area Flood Control Request Process that provided an overview of the proposed process to assess small area upgrades and how they can be implemented in the overall flood control program.  This component is in response to the September 24, 2019 Council meeting where staff was requested to advise on potential additional projects and stormwater fee impacts.   

The Committee thanked staff for the presentation and discussed the following:

• The current scope of the project;
• The significance of addressing additional projects in Thornhill and outside this area with this program and ensuring that all tax payers contribute to the program;
• The merits of the Locust Hill example project indicate this should remain a priority for implementation and funding by Parks Canada;
• That the stormwater fee continue to be reviewed on a regular basis;
• That there be consideration for staff to seek funding opportunities to fund these projects as applicable; and,
• That due to the scope of work and the project timeline of 30 years, that these projects proceed to be executed in a financially responsible manner and consider future developments and improvements as funding options.  

The Committee suggested that there be continuous review to ensure that the scope of work is relevant and remain viable to achieve the program goals and protect the flood impacted areas while effectively managing costs.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Khalid Usman
  1. That the presentation entitled “Small Area Flood Control Request Process” be received; and,
  2. That staff continue to seek out sources of funding for Small Area projects as well as the Flood Control Program;
  3. That the Small Area Flood Control Program be instituted; and further,
  4. 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

STAFF AWARDED CONTRACTS FOR JUNE, JULY, AND AUGUST 2021 (7.12)

The Committee made inquiries on the following contracts:

• 036-R-21 Consulting Services, Diversity Action Plan Update;
• 102-T-21 Supply and Delivery of Various Vehicles;
• 121-T-21 Landscape Maintenance Activities – Highway 7 (from South Town Centre Boulevard to Sciberras Road);
• 146-T-21 –  Cornell Parkette - Construction;
• 151-Q-21 Swan Lake Chemical Treatment;
• 104-T-21 Sidewalk Construction Program;
• 145-T-21 New Infill Residential Service Connections at Various Locations; and,
• 145-T-21 New Infill Residential Service Connections at Various Locations.

The Committee requested that staff provide an update with respect to 146-T-21 –  Cornell Parkette - Construction regarding the inclusions and the timing of project completion.  

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones
  1. THAT the report entitled “Staff Awarded Contracts for the Months of June, July & August 2021” be received; and further,
  2. THAT Staff be authorized and directed to do all things necessary to give effect to this resolution

   

  Carried

9.2

2021 JULY YEAR-TO-DATE REVIEW OF OPERATIONS AND YEAR-END FORECAST (7.4)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Isa Lee
  1. THAT the report and presentation titled “2021 July Year-To-Date Results of Operations and Year-End Forecast” be received; and,
  2. THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

MOTIONS

There were no motions.

11.

NOTICES OF MOTION

Councillor McAlpine introduced the following notice of motion relating to the commissioning of an independent third-party report on by-law enforcement services for consideration at the next General Committee meeting on October 18, 2021.

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Karen Rea

  Whereas the City of Markham maintains teams of Provincial Offences Officers to enforce City Bylaws.

  Whereas a new City Manager of Bylaw and Regulatory Services will join the City on November 15, 2021.

  Whereas other departments, including Animal Care and Tree Protection also employ Provincial Offences Officers

  Whereas bylaw enforcement is one of the most high-profile services maintained by the City.

  Whereas bylaws are typically enforced on a complaints-only re-active basis, rather than pro-actively, such that enforcement is uneven across the City.

  Where property standards and sign bylaws in the Heritage Conservation Districts are honoured more in the breach than in the observance.

  Whereas observance of property standards bylaws across the city is perceived by many residents to have been declining for many years.

  Whereas there were hundreds of open bylaw enforcement cases prior to the pandemic.

  Whereas the pandemic has almost certainly served only to increase the backlog of open cases.

  Whereas bylaw enforcement service is limited on weekends and evenings, even as those breaking bylaws do not necessarily keep business hours.

  Whereas the bylaw enforcement team does not have a centralized dispatch system.

  Therefore, be it resolved, that Council directs City staff to commission an independent third-party report and recommendations for improved bylaw enforcement services, addressing but not limited to the following topics:

  • Best practices among other bylaw enforcement operations in Ontario and elsewhere,
  • Optimal organisational structure,
  • Per capita staffing levels,
  • Case backlogs,
  • Weekly hours of service,
  • Dispatch systems,
  • Proactive vs reactive enforcement,
  • The roles of other City and Regional field staff in identifying and reporting bylaw offences,
  • Options for the employment of private security contractors,
  • Implications for union contracts and relations,
  • Costs for various increased service levels;

  And that the final report be presented to council no later than April 30, 2022.

12.

NEW/OTHER BUSINESS

There was no new or other business. 

13.

ANNOUNCEMENTS

There were no announcements.

14.

ADJOURNMENT

General Committee adjourned at 12:05 PM.

• Moved by Councillor Reid McAlpine
  Seconded by Deputy Mayor Don Hamilton

  That General Committee adjourn at 12:05 PM

  Carried