General Committee
January 16, 2017
Meeting
Number 1
Finance & Administrative Issues Community Services Issues
Chair: Deputy Mayor Jack
Heath Chair: Councillor Alan Ho
Vice Chair: Councillor Colin Campbell Vice
Chair: Councillor Alex Chiu
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Colin
Campbell
Vice Chair: Councillor Karen Rea Vice Chair: Regional Councillor Nirmala
Armstrong
Alternate formats are available
upon request.
Attendance
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Andy
Taylor, Chief Administrative Officer
Jim
Baird, Commissioner of Development Services
Trinela
Cane, Commissioner of Corporate Services
Brenda
Librecz, Commissioner of Community & Fire Services
Catherine
Conrad, City Solicitor and Acting Director of
Human Resources
Kimberley
Kitteringham, City Clerk
Martha
Pettit, Deputy City Clerk
Joel
Lustig, Treasurer
Kiran Saini, Acting Manager, Access & Privacy
Catherine Biss, Chief Executive
Officer, Markham
Libraries
Nasir Kenea, Chief Information Officer,
Information
Technology Services
Christy Lehman, Licensing & Animal
Services
Coordinator
Alida
Tari, Council/Committee Coordinator
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The General Committee meeting convened at the hour of 9:05 AM with Deputy
Mayor Jack Heath in the Chair.
General Committee recessed at 11:09 AM and reconvened at 11:24 AM.
General Committee recessed at 12:35 PM and reconvened at 1:20 PM.
Disclosure of
Interest
None disclosed.
1. RANKED BALLOT ELECTIONS REPORT (14.0)
Presentation Report Appendix
A Appendix
B Appendix
C Appendix
D
Kimberley
Kitteringham, Director of Legislative Services addressed the Committee and
provided some brief opening remarks.
Diane Ploss, Municipal
Advisor, and Tristin McCredie, Municipal Advisor, from the Ministry of Municipal
Affairs (MMA) delivered a PowerPoint presentation regarding Ranked Ballots.
The Committee
discussed the following relative to ranked ballots:
·
Associated
costs
·
Upper and
lower tier – all lower tier municipalities must approve ranked ballots for the
upper tier to use it
·
Potential
increase in technology demand
·
Are any of
the nine municipalities within York Region moving forward with ranked ballots?
·
Importance
of public education if ranked ballots are being used
Moved by Councillor
Don Hamilton
Seconded by Councillor
Valerie Burke
1) That
the Ranked Ballot Election report be received for information; and,
2) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
2. PROCEDURAL BY-LAW
AMENDMENTS (2.1)
Presentation Appendix
A
Martha Pettit, Deputy
City Clerk delivered a PowerPoint presentation regarding the proposed
amendments for the Procedural By-law.
The
Committee discussed and suggested the following with respect to the proposed
amendments for the Procedural By-law:
- Conduct of Members – ensure it is clear in
the Procedural By-law that items such as emails, texts, papers received
from members of the public or external sources that are not part of the
meeting record, cannot be read aloud at a meeting
- Include wording under Conduct of Members
to discourage “one-on-one” conversations and encourage meeting
participants to speak through the Chair
- Permit in-person delegations at
Standing Committee OR Council, but not both, when speaking to the same
subject matter
- Continue to allow written
delegations at both Standing Committee and Council meetings
- Remove “more than 5 persons who are
present at the meeting…..” in Section 3.13 of current Procedural By-law;
and, remove the distinction between an individual and a "group"
- Implement a 5 minute speaking limit
for delegations appearing at Standing Committee
or Council meetings
- Implement
a 5 minute speaking limit for Members of Council in Standing Committee
- Implement
a 5 minute speaking limit for Members of Council in Council for each time
a Member speaks to the same matter; the Clerk will time speakers and
will advise the Chair when the allotted time has elapsed
- Notices of Motion to be presented to the
applicable Standing Committee (except in the case of a
reconsideration of a matter to be dealt with at Council)
- Committee/Council determines whether
a Motion on a Standing Committee agenda should be removed if
left unactioned for more than two successive meetings
- Consider including a provision
to allow the mover and seconder of a motion to speak last on the
motion
The Committee
suggested that this item be brought back to the February 6, 2016 General
Committee meeting with the draft Procedural By-law that will include all the
suggested amendments from Committee.
The Committee
suggested that the final adopted revisions with respect to the public decorum
section of the Procedural By-law be included on the delegation forms.
Kimberley
Kitteringham, Director of Legislative Services addressed the Committee provided
some closing remarks regarding the proposed amendments to the Procedural By-law
and proposed next steps.
There was discussion
regarding preparation of the agendas and when they are distributed.
Moved by Regional
Councillor Nirmala Armstrong
Seconded by Councillor
Karen Rea
1) That
the presentation entitled "Proposed Amendments to Markham City Council's
Procedural By-law" by received; and,
2) That
Staff report back to the February 6,
2017 General Committee meeting with a revised draft Procedural By-law that
incorporates all the suggested proposed changes from the January 16, 2017
General Committee meeting.
Carried
3 . DIGITAL MARKHAM STRATEGY
(7.13)
Presentation
Trinela Cane,
Commissioner of Corporate Services addressed the Committee and provided some
opening remarks relative to Digital Markham Strategy
Nasir Kenea, Chief Information Officer,
Information Technology Services delivered a PowerPoint presentation regarding
Digital Markham Strategy.
There was discussion of any potential
partnerships with other municipalities; private companies or other tiers of
government.
Moved by Councillor Alex Chiu
Seconded by Councillor Colin Campbell
1) That the Digital Markham strategy
presentation be received; and,
2) That
the Digital Markham strategy & roadmap be endorsed as a go-forward approach
to support achievement of Markham's digital goals by 2020 in the following
areas:
·
Engaging
and serving the community;
·
Becoming
the digital differentiator for the business;
·
Enabling a
digital workforce; and
·
Making the
city a platform for innovation; and,
3) That
Staff be directed to develop a detailed implementation plan, including a
funding strategy for the Digital Markham roadmap and report back to General
Committee by the end of June 2017; and further,
4) That
Staff provide an annual update to General Committee on the status of the
implementation of the roadmap.
Carried
4. MINUTES
OF THE DECEMBER 12, 2016
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Logan Kanapathi
1) That
the minutes of the December 12, 2016 General Committee meeting be confirmed.
Carried
5. MINUTES
OF THE NOVEMBER 16, 2016
ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Logan Kanapathi
1) That
the minutes of the November 16, 2016 Advisory Committee on Accessibility meeting
be received for information purposes.
Carried
6. MINUTES
OF THE AUGUST 4, 2016
PUBLIC REALM ADVISORY COMMITTEE (16.0)
Minutes
Moved by
Councillor Alex Chiu
Seconded by
Councillor Logan Kanapathi
1) That
the minutes of the August 4, 2016 Public Realm Advisory Committee meeting be
received for information purposes.
Carried
7. 136-S-16 PURCHASE OF
AUTOMATED
MATERIAL HANDLING EQUIPMENT
FOR MARKHAM VILLAGE AND SOUTH
EAST MARKHAM LIBRARIES (3.19)
Report Attachment
A Attachment
B
There
was discussion regarding the proposed number of sorters at the various library
locations.
Moved
by Councillor Karen Rea
Seconded
by Councillor Colin Campbell
1)
That the Report entitled
“136-S-16 Purchase of Automated Material Handling Equipment for Markham Village
and South East Markham Libraries” be received; and,
2)
That staff be authorized to
award a contract to Bibliotheca ITG Inc. for one (1) FX 11-bin book sorter with
patron and staff induction, four (4) V to R Upgrade (Drop in) Cabinet, three
(3) 420 Selfcheck Desktop, one (1) 420 Selfcheck Freestanding , three (3) 895 Staff Workstations for Markham Village Branch (Lifecycle
Project) in the amount of $304,003.95 (including freight, installation, and
HST); and,
3)
That staff be authorized to
award a contract for Bibliotheca ITG Inc. for South East Markham Branch
for one (1) FX 11-bin book sorter with patron and staff induction, four (4)
8421 self check kiosk, five (5) 895 Staff Workstation, three (3) 9101 Detection
System and one (1) 9102 Detection System in the amount of $354,973.93
(including freight, installation, and HST); and,
4)
That the tendering process be
waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7, Non
Competitive Procurement, “Where there is only one source of supply for the
goods to be purchased”; and,
5)
That the award for purchasing of equipment for the Markham Village
Branch in the amount of $304,003.95 be funded from the Library 3M Hardware
Project (Account #049-6150-15618-005); and,
6)
That the award for purchasing of
equipment for South East Markham Branch in the amount of $354,973.93 be funded from
the South East Library IT Project (Account #070-5350-13891-005); and,
7)
That the net operating impact
for maintenance cost of $10,411.07 ($42,231.07 requirement - $32,820.00
existing budget) be charged to the ITS Computer Hardware Acct#400-404-5360
following the expiry of the one year warranty period (sometime in mid 2018),
which will be addressed during the 2018 operating budget process; and further
8)
That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
Carried
8. MINUTES
OF THE NOVEMBER 16, 2016
ANIMAL CARE COMMITTEE (16.0)
Minutes
There was
discussion regarding whether the letter should be sent by the Chair of Animal
Care Committee rather than Markham Council.
It was
suggested that the proposed recommendation be sent back to the Animal Care
Committee.
Moved by Councillor
Valerie Burke
Seconded by
Regional Councillor Nirmala Armstrong
1) That
the minutes of the November 16, 2016 Animal Care Committee meeting be received
for information purposes.
2) That
the following recommendation from the November 16, 2016 Animal Care Committee
be referred back to the next Animal Care
Committee:
"That
the City of Markham send a letter to the Town of Georgina supporting their
proposed Trap Neuter Release (TNR) program."
Carried
9. CELEBRATE MARKHAM GRANT
PROGRAM
- REVISION TO THE MINIMUM
FINANCIAL
REPORTING REQUIREMENTS FOR
GRANTS
$5,001 TO $10,000 (7.6)
Report Attachment
There was discussion regarding the
information required during the application process for Celebrate Markham Grant
Program.
Moved by Councillor Karen Rea
Seconded by Regional Councillor Nirmala
Armstrong
1) That the report titled, “Celebrate
Markham Grant Program – revision to the minimum financial reporting
requirements for grants between $5,001 and $10,000” be received; and,
2) That Council approve the change to the
minimum financial reporting requirements for grants between $5,001 and $10,000
from a Review Engagement to a Compilation Engagement, applicable to the 2016
and future grant recipients; and,
3) That the minimum reporting requirement
for the remaining two categories: a) grants $5,000 or less and b) grants
$10,001 & over remain unchanged; and further,
4) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
10. NEW BUSINESS
- RESCUE 7 (16.0)
Rescue 7
Councillor Colin Campbell advised the Committee that “Rescue 7”, a
Health and Safety Training Company in Markham and elsewhere, hosts an annual
Fundraising event (they have an official charitable foundation “Chase McEachern
Memorial Fund), and that 100% of the funds raised provide AED machines to
charitable and non profit as well as families who can not afford the
machines. Councillor Campbell is requesting approval to attend this event
that is being held on January 27, 2017 at Horseshoe Valley Resort with an overnight
at cost of $154.52
Moved by
Councillor Don Hamilton
Seconded by
Councillor Valerie Burke
That
Council authorize Councillor Colin Campbell to attend the Rescue 7 annual
fundraising event held on January 27, 2017 at Horseshoe Valley Resort; and
That the
cost of overnight accommodations at approximately $154.52 be funded through the
Councillor Colin Campbell’s discretionary budget.
Carried
11. IN-CAMERA MATTERS (16.0,
8.6, 16.24, 8.7)
Moved by Councillor Logan Kanapathi
Seconded by Councillor Amanda Collucci
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into an
in-camera session to discuss the following confidential matters (2:25 PM):
(1) GENERAL COMMITTEE IN-CAMERA MINUTES -
DECEMBER 12, 2016 (16.0)
[Section
239 (2) (b) (c) (e) (f)]
General
Committee confirmed the December 12, 2016 in-camera meeting minutes.
(2) A
PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR
LOCAL BOARD (WARD 2) (8.6)
[Section 239 (2) (c)]
General
Committee consented to defer this item to a future General Committee meeting.
(3) THE SECURITY OF THE PROPERTY OF THE
MUNICIPALITY OR LOCAL BOARD
AND
ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS
NECESSARY FOR THAT PURPOSE
(WARD 6) (8.6)
[Section 239 (2) (a) (f)]
General
Committee consented to defer this item to a future General Committee meeting.
(4) PERSONAL
MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD
EMPLOYEES (APPOINTMENTS &
RESIGNATIONS TO BOARDS/COMMITTEE) (16.24)
[Section 239 (2) (b)]
General Committee consented to place this on a future Council in-camera
agenda for consideration.
(5) ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR
THAT PURPOSE (WARD 2) (8.7)
[Section 239 (2) (f)]
General Committee received a verbal
update regarding this matter.
Carried
Moved by Councillor Don Hamilton
Seconded by Councillor Valerie Burke
That the General Committee rise from the in-camera session 3:15 PM.
Carried
Adjournment
Moved by Councillor Alex Chiu
Seconded by Mayor Frank Scarpitti
That the General Committee meeting adjourn at 3:15 PM.
Carried