General Committee Minutes

Meeting #:	Meeting Number: 28
Date:	Monday, December 02, 2019 at 9:30 A.m. - 3:00 P.m.
Location:	Council Chamber

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
• 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
• Phoebe Fu, Director of Environmental Services
• Mary Creighton, Director of Recreation Services
• Alex Moore, Manager of Purchasing & Accounts Payable
• Sandra Skelcher, Senior Manager, Financial Planning ＆ Reporting
• Morgan Jones, Director, Operations
• Hristina Giantsopoulos, Elections & Council/Committee Coordinator
• Alida Tari, Manager, Access ＆ Privacy
• Claudia Marsales, Senior Manager Waste Management & Environment
• Mark Visser, Senior Manager Strategy Innovation ＆ Investments

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1.

CALL TO ORDER

The General Committee Meeting convened at 9:39 AM with Regional Councillor Jack Heath in the Chair.  Councillor Karen Rea assumed the chair for Community Services Items 9.1 and 10.1. 

2.

DISCLOSURE OF PECUNIARY INTEREST

Councillor Karen Rea disclosed a pecuniary interest with respect to Item 15.1.2 General Committee Confidential Minutes - November 18, 2019 regarding a personal matter and did not vote on this item.      

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE NOVEMBER 18, 2019 GENERAL COMMITTEE (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Alan Ho
  1. That the minutes of the November 18, 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 Andrew Keyes
  Seconded by Mayor Frank Scarpitti
  1. That the following communications dated November 21, 2019 from York Region be received for information purposes:
     
     1. Parking and Stopping Prohibitions
     2. Transfer of Peter Street Watermain to City of Markham
     3. Water and Wastewater Infrastructure Regional Jurisdiction Policy Update
     4. Development of the Community Safety and Well-Being Plan
     5. Economic Development Action Plan 2020-2023
     6. Municipal Streetscape Partnership Program and Pedestrian and Cycling Partnership Program Policy Updates
  Carried

6.

PETITIONS

There were no petitions.

7.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

 

7.1

STAFF AWARD RECOGNITION - 5 YEARS OF CONTINUOUS INVOLVEMENT AND SUPPORT OF THE ROW MANAGEMENT CONFERENCE (12.2.6)

Brenda Librecz, Commissioner Community & Fire Services addressed the Committee to introduce the award received by the City for 5 Years of Continuous Involvement and Support of the Row Management Conference and recognized staff for their contribution.  Morgan Jones, Director, Operations addressed the Committee and noted the City's ongoing commitment to this initiative and thanked the following staff members:

• Tracey Anastacio, Public Utilities Coordinator
• Stephen Dearborn, Technical Coordinator Roads
• Phoebe Fu, Director, Environmental Services
• Prem Hall, Engineering Technologist/Inspector
• Morgan Jones, Director, Operations
• Prathapan Kumar, Senior Manager, Infrastructure
• Alice Lam, Senior Manager, Roads, Survey & Utility
• John Lee, Tree Preservation Technician
• Tanya Lewinburg, Public Realm Coordinator
• Brenda Librecz, Commissioner Community & Fire Services
• Robert Muir, Manager Storm Water
• Hari Pokharel, Infrastructure Data Specialist 
• Nikunj Shah, Utilities Technologist/Inspector
• Ramini Sivananthan, Supervisor, Cash Control
• Irene Weiss, Administrative Assistant to Director of Environmental Services
• Nasir Kenea, Chief Information Officer representing Information Technology Services

The Mayor, Frank Scarpitti, on behalf of all Members of Council congratulated and thanked all the team members for their work and leadership. 

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

8.1

MINUTES OF THE OCTOBER 28, 2019 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman
  1. That the minutes of the October 28, 2019 Advisory Committee on Accessibility meeting be received for information purposes.
  Carried

8.2

MINUTES OF THE OCTOBER 17, 2019 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman
  1. ​That the minutes of the October 17, 2019 Markham Environmental Advisory Committee meeting be received for information purposes.
  Carried

8.3

MINUTES OF THE OCTOBER 28, 2019 MARKHAM PUBLIC LIBRARY REGULAR BOARD MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman
  1. That the minutes of the October 28, 2019 Markham Public Library Board meeting be received for information purposes.

   

  Carried

8.4

AWARD OF TENDER FOR THE SUPPLY AND DELIVERY OF UNLEADED FUEL (E10) AND BIODIESEL FUEL (B5 & B20) FOR A TERM OF 5 YEARS (2020-2024) (7.12)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman
  1. That the report entitled “Award of Tender for the Supply and Delivery of Unleaded Fuel (E10) and Biodiesel Fuel (B5 & B20) for a term of 5 years (2020-2024) be received; and,

      

  2. That the contract for Tender 160-T-19 Supply and Delivery of Unleaded Fuel (E10) be awarded to the lowest priced bidder, Suncor Energy Products Partnership, in the estimated annual amount of $489,039.00, inclusive of HST; and,

      

  3. That the contract for Tender 160-T-19 Supply and Delivery of Biodiesel Fuel (B5 & B20) be awarded to the lowest priced bidder, Suncor Energy Products Partnership, in the estimated annual amount of $369,522.00, inclusive of HST and,

      

  4. That the term of the contract be 5 years (January 1, 2020 – December 31, 2024); and,

      

  5. That the 2020 estimated costs of $858,561.00 ($489,039.00 + $369,522.00) be funded from accounts as listed in the Financial Considerations section; and,

      

  6. That the Purchase Order be adjusted in the future years up to the approved operating budget as approved by Council; and further,

      

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

8.5

STATUS OF CAPITAL PROJECTS AS OF OCTOBER 31, 2019 (7.0)

The Committee inquired about the following projects: 19292 and 18339.

Staff provided information relative to the need of these projects and will report back to the Committee on project 18399.

• Moved by Councillor Karen Rea
  Seconded by Councillor Alan Ho
  1. That the report dated December 2, 2019 titled “Status of Capital Projects as of October 31, 2019” be received; and,
  2. That the amount of $2,286,734 from the closure of capital projects be transferred to the sources of funding as listed on Exhibit A; and,
  3. That the closure of projects as outlined on Exhibit B and C be approved; and
  4. That the Non-Development Charge Capital Contingency Project be topped up from the Life Cycle Replacement and Capital Reserve Fund by $971,256 to the approved amount of $250,000; and,
  5. That the Engineering Capital Contingency Project be topped up from the City-Wide Hard Development Charges Reserve by $67,679 to the approved amount of $100,000; and,
  6. That the Design Capital Contingency Project be topped up from the Development Charges Reserve by $99,952 to the approved amount of $100,000; and,
  7. That the Planning Capital Contingency Project be topped up from the Development Charges Reserve by $8,987 to the approved amount of $50,000; and,
  8. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $27,731 to the approved amount of $100,000; and,
  9. That the following new capital projects, initiated subsequent to the approval of the 2019 capital budget, be received:

  19285 – Yonge Street Highway 7 Transit Planning Advisory – Budget of $25,000 funded from Development Charges Reserve.

  19289 – Supply and Install Oil/Water Separator – Fire Station 94 – Budget of $20,000 funded from the Non-DC Capital Contingency.

  19290 – Centennial Community Centre Fan Wheel – Budget of $23,073 funded from the Non-DC Capital Contingency.

  19292 – Berczy Park Washroom Renovation – Budget of $20,148 funded from the Non-DC Capital Contingency.

  19297 – Pan Am Daktronics – Budget of $77,826 funded from the Non-DC Capital Contingency, and further, 

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

  Carried

9.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

9.1

2019 SPORTS DEVELOPMENT REVIEW (6.0)

Mary Creighton, Director of Recreation addressed the Committee to introduce a new staff member, Clara Grassia, Manager of Sports Development and delivered a PowerPoint presentation entitled, 2019 Sports Development Review Markham Pan Am Centre.   

The Committee discussed the following relative to the presentation:

• Benefits of Sports Tourism from an Economic impact perspective;
• Increasing use of outdoor Piazza;
• Use of City citizens as event volunteers;
• New promotional digital sign at Kennedy & 407;
• Ways to promote events within the community;
• Work with Concessionaire at site to reduce line ups;
• Tracking of events City is unable to facilitate at Pan Am and other facilities in Markham.

Staff advised that they will explore the options for the installation of the digital and roadside signage to further identify the centre and will continue to work with Corporate Communications and external partners relative to increasing public engagement and awareness.  

The Committee congratulated staff on the success of the Pan Am Center and look forward to new initiatives going forward.  

• Moved by Regional Councillor Jack Heath
  Seconded by Councillor Isa Lee
  1. That the presentation entitled “2019 Pan Am Sports Development Review” be received; and,

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

10.

REGULAR - COMMUNITY SERVICES ISSUES

10.1

WASTE MANAGEMENT COLLECTION SERVICES CONTRACT (5.1)

Claudia Marsales, Senior Manager Waste Management & Environment delivered a PowerPoint presentation entitled, Waste Management Collection Services Contract. 

There was discussion on the following items in relation to the presentation and report:

• Changes to Provincial Legislation relative to waste management;
• Current level of service and key contract dates;
• Procurement process including the Request for Proposal (RFP);
• Potential risk if the City proceed with contract extension;  
• Risk of long-term contract development; and,
• Collections services are a critical public service.  

There was discussion with respect to ensuring new contract procurement documents also focus on retaining quality as provided in our current waste management services and that staff obtain external supports to assist with the interdepartmental team to manage the overall process. The Environmental Services staff will require the support and involvement of Chief Administrative Officer, Andy Taylor and an interdepartmental team from Legal, Finance and others as required including external consultants such as a Fairness Monitor. 

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jack Heath
  1. That the report entitled ‘Waste Management Collection Services Contract’ be received; and,

      

  2. That Staff be authorized to issue a ‘Request for Proposal” (RFP) for the provision of long-term residential and multi-residential waste management collection services for the City of Markham;  

      

  3. That the contract be developed with the Chief Administrative Officer, Legal staff, Finance staff, and Environmental Services staff; 
  4. That Staff report back to Council on the RFP results and subsequent process to finalize a long-term contract for waste management collection services; and further, 

      

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

11.

MOTIONS

There were no motions. 

12.

NOTICES OF MOTION

There were no notices of motion. 

13.

NEW/OTHER BUSINESS

13.1

INSTALLATION AND OPERATION OF TWO SEASONAL TENNIS BUBBLES OVER THE TENNIS COURTS AT REESOR PARK (6.0)

General Committee consented to report out the following recommendation from item 15.1.5 of the Confidential Agenda.  

• Moved by Councillor Karen Rea
  Seconded by Mayor Frank Scarpitti
  1. That the confidential report entitled “Installation and Operation of two Seasonal Tennis Bubbles over the Tennis Courts at Reesor Park” be received; and,

      

  2. That Council approve the execution of a lease agreement with a new corporation to be incorporated by Karl Hale (the “Tenant”) over a 25 year period from October 2020 to April 2045 to acquire, install, operate and maintain two seasonal tennis bubbles over the tennis courts at Reesor Park annually for 7 months from early October to the end of April; and,

      

  3. That a new capital project be established for the City’s portion of infrastructure costs in the amount of $936,300 (inclusive of HST) to be funded 90% from Development Charges and 10% from the Non-Development Charges growth reserve, to be fully offset by annual lease revenue; and,

      

  4. That the Mayor and Clerk be authorized to execute a lease agreement with the Tenant for the lease by the City to the Tenant of that part of Reesor Park forming the existing tennis courts and clubhouse (the “Lands”) for the installation, operation, and maintenance of tennis bubbles on terms acceptable to the Chief Administrative Officer, provided the form of such lease agreement is satisfactory to the City Solicitor and the Chief Administrative Officer (the “Lease”) and,

      

  5. That Council support in principle the designation of the proposed tennis bubbles to be installed and operated by the Tenant pursuant to the Lease as a municipal capital facility; and,

      

  6. That the Memorandum attached as Attachment No. 1 be made public; and further,
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

14.

ANNOUNCEMENTS

There were no announcements. 

15.

CONFIDENTIAL ITEMS

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Isa Lee

  That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session at 11:37 AM to discuss the following matters:

  Carried

15.1

FINANCE & ADMINISTRATIVE ISSUES

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- OCTOBER 22, 2019 (16.0) [ Section 239 (2) (a) (b) (c) (e) (f)]

General Committee confirmed the October 22, 2019 confidential minutes.

15.1.2

GENERAL COMMITTEE CONFIDENTIAL MINUTES- NOVEMBER 18, 2019 (16.0) [ Section 239 (2) (b)]

General Committee confirmed the November 18, 2019 confidential minutes.

15.1.3

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (7.0) (WARDS 3,4,5 & 8) [Section 239 (2) (b)]

General Committee consented to place this item on the December 10, 2019 Council Meeting Confidential Agenda for consideration.  

15.1.4

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (7.0) (WARDS 1,2,4,5,6,7 AND 8) [Section 239 (2) (b)]

General Committee consented to place this item on the December 10, 2019 Council Meeting Confidential Agenda for consideration.  

15.1.5

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD (6.0) (WARD 4) [Section 239 (2) (a)] & PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (6.0) (WARD 4) [Section 239 (2) (b)]

General Committee consented to report out this matter.  Please refer to Item 13.1.

15.1.6

ADVICE THAT IS SUBJECT TO SOLICITOR – CLIENT PRIVILEGE; INCLUDING COMMUNICATIONS NECESSARY FOR THAT PURPOSE. (5.1) (WASTE MANAGEMENT COLLECTION SERVICES CONTRACT) [Section 239 (2) (f)]

General Committee received a verbal update on this matter.  

15.2

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

15.2.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (8.6) (WARDS 2, 5 & 8) [Section 239 (2) (c)]

General Committee consented to place this item on the December 10, 2019 Council Meeting Confidential Agenda for consideration.  

16.

ADJOURNMENT

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Andrew Keyes

  That the General Committee meeting adjourn at 12:45 PM.  

  Carried