General Committee Meeting Minutes

Meeting Number: 9

Tuesday, March 07, 2023 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Deputy Mayor Michael Chan
• Regional Councillor Jim Jones
• Regional Councillor Joe Li
• Regional Councillor Alan Ho
• Councillor Keith Irish
• Councillor Ritch Lau
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Andrew Keyes
• Councillor Amanda Collucci
• Councillor Juanita Nathan
• Councillor Isa Lee

Regrets

• Mayor Frank Scarpitti

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Alice Lam, Acting Commissioner, Community Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Sumon Acharjee, Chief Information Officer
• Adam Grant, Fire Chief
• Frank Clarizio, Director, Engineering
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II

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1.

CALL TO ORDER

INDIGENOUS LAND ACKNOWLEDGEMENT

We begin today by acknowledging the traditional territories of Indigenous peoples and their commitment to stewardship of the land. We acknowledge the communities in circle. The North, West, South and Eastern directions, and Haudenosaunee, Huron- Wendat, Anishnabeg, Seneca, Chippewa, and the Mississaugas of the Credit peoples. We share the responsibility with the caretakers of this land to ensure the dish is never empty and to restore relationships that are based on peace, friendship, and trust. We are committed to reconciliation, partnership and enhanced understanding.

General Committee convened at 9:31 AM with Councillor Keith Irish presiding as Chair.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE FEBRUARY 7, 2023 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Juanita Nathan
  1. That the minutes of the February 7, 2023 General Committee meeting be confirmed.
  Carried

3.2

MINUTES OF THE FEBRUARY 13, 2023 SPECIAL GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Juanita Nathan
  1. That the minutes of the February 13, 2023 Special General Committee meeting be confirmed.
  Carried

3.3

MINUTES OF THE FEBRUARY 21, 2023 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Juanita Nathan
  1. That the minutes of the February 21, 2023 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 Deputy Mayor Michael Chan
  1. That the following communications dated March 2, 2023 from York Region be received for information purposes:
     1. Appointments to the York Region Accessibility Advisory Committee for the 2023 to 2026 Term
     2. Working Together to Build More Homes Faster
  Carried

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE DECEMBER 5, 2022 AND JANUARY 9, 2023 RACE RELATIONS COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Isa Lee
  1. That the minutes of the December 5, 2022 and January 9, 2023 Race Relations Committee meeting be received for information purposes. 
  Carried

7.2

MINUTES OF THE JANUARY 12, 2023 MARKHAM SANTA CLAUS PARADE COMMITTEE MEETING (16.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Isa Lee
  1. That the minutes of the January 12, 2023 Markham Santa Claus Parade Committee meeting be received for information purposes. 
  Carried

7.3

STAFF AWARDED CONTRACTS FOR NOVEMBER & DECEMBER 2022 (7.12)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Isa Lee
  1. That the report entitled “Staff Awarded Contracts for the Months of November & December 2022” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

2023 BUDGET OVERVIEW (7.0)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Isa Lee
  1. The the presentation entitled "2023 Budget Overview - March 9, 2023," be received and approved for presentation at the March 9, 2023 Public Budget Consultation Meeting. 
  Carried

7.5

MICROSOFT LICENCES AND UPGRADE (7.13)

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Isa Lee
  1. That the report entitled “Microsoft 365 Licensing and Implementation” be received; and,
  2. That the contract for be awarded to Microsoft Canada in the following amounts;
     • Year 1 - $ 615,779
     • Year 2 - $ 615,779
     • Year 3 - $ 615,779
     • Year 4 - $ 256,576 (5 months)
     • Total - $2,103,913 ; and, 
  3. That the tendering process be waived in accordance with Purchasing By-Law 2017-08, Part II, Section 7 Non Competitive Procurement, item 1 (b) which states “Where there is only one source of supply for the goods to be purchased”; and,
  4. That the Year 1 award in the amount of $615,779 be funded by a combination of Capital Project 23043, ITS – Microsoft 365, in the amount of $311,769 and operating account Computer Software Maintenance, GL account 400-404-5461, in the amount of $304,010; and,
  5. That the Year 2 to 4 licensing costs be funded through the annual operating budget of Computer Software Maintenance account, GL account 400-404-5461, with a current annual operating budget for Microsoft volume licenses in the amount of $304,010; and,
  6. That the incremental operating budget impact in the amount of $311,769 be funded as part of the 2024 and 2025 budget as outlined under Operating and Life Cycle Budget Impact section from the report; and,
  7. That upon award of the contract, the ITS department, in conjunction with Finance conducts Life Cycle budget review to identify future offset opportunities for legacy system cost avoidance post implementation in the areas of on premise server infrastructure costs, licensing costs across what will become redundant platforms, services and applications; and,
  8. That the Chief Information Officer and Senior Manager, Procurement & Accounts Payable be authorized to approve any new purchases related to this contract needed due to growth and/or future licensing requirements during the term of this contract; subject to the Expenditure Control Policy and budget approval; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY MATTERS

8.1

ANNUAL WATER QUALITY REPORT (JANUARY-DECEMBER 2022) (5.3)

• Moved by Councillor Amanda Collucci
  Seconded by Councillor Ritch Lau
  1. That the report titled “Annual Water Quality Report (January-December 2022)” as required by Schedule 22 of Ontario Regulation 170/03, under the Safe Drinking Water Act, 2002, enclosed herein be received; and,
  2. That the Annual 2022 Regulatory Water Quality Report (Attachment “A”), containing information for the Ministry of the Environment, Conservation and Parks (MECP) on water supply and quality as required by Section 11 of Ontario Regulation 170/03, under the Safe Drinking Water Act, 2002, be received; and,
  3. That Council acknowledge that staff posted the Annual 2022 Detailed Regulatory Water Quality Report on the City’s website and that it has been made available electronically and in hard copy version by February 28, 2023 as per regulations; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

MOTIONS

There were no motions.

10.

NOTICES OF MOTION

There were no notices of motion. 

11.

NEW/OTHER BUSINESS

There was no new or other business.

12.

ANNOUNCEMENTS

There were no announcements.

13.

ADJOURNMENT

• Moved by Councillor Isa Lee
  Seconded by Deputy Mayor Michael Chan

  That General Committee adjourn at 9:36 AM.

  Carried