General Committee Meeting Minutes

Meeting Number: 15

Tuesday, September 06, 2022 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• 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

Regrets

• Mayor Frank Scarpitti

Staff

• Trinela Cane, Commissioner, Corporate Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Adam Grant, Fire Chief
• Mary Creighton, Director, Recreation Services
• Alex Moore, Manager of Purchasing & Accounts Payable
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• John Wong, Technology Support Specialist II
• Sumon Acharjee, Chief Information Officer
• Alice Lam, Director, Operations
• Steven Dollmaier, Sr. Mgr. Roads and Survey

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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 current treaty holders 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.

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, this meeting was a hybrid meeting where members of General Committee, and staff participated both in-person and remotely.   

General Committee convened at 9:46 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda.  The meeting was delayed due to technical issues with meeting sign-in.  

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE JUNE 20, 2022 GENERAL COMMITTEE (16.0)

• Moved by Councillor Alan Ho
  Seconded by Councillor Khalid Usman
  1. That the minutes of the June 20, 2022 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There was a deputation in relation to item 10.1.  Please refer to the item for details. 

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Khalid Usman
  1. That the communication dated June 14, 2022 from York Region regarding 2022 Development Charges Bylaw Notice of Passage be received for information purposes. 
  Carried

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE MAY 30, 2022 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the May 30, 2022 Markham Public Library Board meeting be received for information purposes.
  Carried

7.2

MINUTES OF THE APRIL 20, 2022 AND MAY 18, 2022 ANIMAL CARE COMMITTEE  (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the April 20, 2022 and May 18, 2022 Animal Care Committee meeting be received for information purposes.
  Carried

7.3

MINUTES OF THE MARCH 7, 2022 GERMAN MILLS MEADOW AND NATURAL HABITAT COMMITTEE MEETING (16.0)

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Keith Irish
  1. That the minutes of the March 7, 2022 German Mills Meadow and Natural Habitat Committee meeting be received for information purposes.
  Carried

7.4

MINUTES OF THE FEBRUARY 9, MARCH 23, APRIL 13 & MAY 18, 2022 UNIONVILLE BUSINESS IMPROVEMENT AREA MEETING (16.0)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the February 9, March 23, April 13 and May 18, 2022 Unionville Business Improvement Area Board meeting be received for information purposes.
  Carried

7.5

2023 CAPITAL BUDGET PRE-APPROVAL (7.5)

There were inquiries in relation to the Centennial Community Centre and the Pan Am Centre swimming pool repairs in addition to the Microsoft 365 platform pilot project.  

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones
  1. That the report dated September 6, 2022 entitled, “2023 Capital Budget Pre-Approval” be received; and,
  2. That Council approve the 2023 Capital Budget pre-approvals, which total $48,879,300 as outlined in Appendices 1 and 2; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.6

STAFF AWARDED CONTRACTS FOR JUNE, JULY AND AUGUST 2022 (7.12)

There were inquiries in relation to the following contracts:

• Item #2, Contract 174-Q-22, Consulting Services for the Development of a High Frequency Rail (HFR) Station in the City of Markham;
• Item #17, Contract 125-T-22, Thonrnlea Pool Restoration; and,
• Item #33, Contract 189-S-22, Supply, Deliver and Install Musical Instruments at Various Parks.

• Moved by Regional Councillor Jim Jones
  Seconded by Deputy Mayor Don Hamilton
  1. That the report entitled “Staff Awarded Contracts for the Months of June, July, August 2022” be received; and,
  2. 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

026-T-18 ROAD REHABILITATION PROGRAM - RESTORATION OF CONCRETE CURB AND SIDEWALK CONTRACT EXTENSION (5.10)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “026-T-18 Road Rehabilitation Program – Restoration of Concrete Curb and Sidewalk Contract Extension” be received; and,
  2. That the contract for Restoration of Concrete Curb and Sidewalk be extended for one (1) additional year (from January 1 – December 31, 2023) to De Ferrari Construction Limited in the estimated value of $2,402,562.58 inclusive of HST and subject to Consumer Price Index (CPI) All-items Canada from December 2021 to December 2022; and,
  3. That the award be funded from the capital accounts for the annual Asphalt program subject to Council approval of the 2023 capital budget; and,
  4. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
     1. When the extension of an existing Contract would prove more cost-effective or beneficial; and
     2. Where it is in the City’s best interest not to solicit a competitive bid; and,
  5. That the 2022 contract shortfall in the estimated amount of $203,472.68 inclusive of HST be funded from Life Cycle Replacement and Reserve Fund; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.2

EXTENSION AND ALIGNMENT OF RECYCLING DEPOT SERVICE CONTRACTS (5.1)

• Moved by Councillor Andrew Keyes
  Seconded by Regional Councillor Jim Jones

  1. That the report entitled “Extension and Alignment of Recycling Depot Service Contracts” be received; and, 

  2. That the tendering process be waived in accordance with the City’s Purchasing By-law # 2017-8, Part II, Section 11.1(c), Non Competitive Procurement which states, “when the extension of an existing Contract would prove more cost-effective or beneficial”; and, 

  3. That the recycling depot service contracts be extended with The Recycle People Corporation for three (3) years from January 1, 2023 to December 31, 2025 in the annual amount of $349,874.70 (Incl. of HST) relating specifically to the three (3) separate contracts below;  

  • • $ 103,226.24 – Recycling Collection and Marketing (201-Q-17)
    • $ 33,518.00 – Styrofoam Densifier (048-S-20)
    • $ 213,130.46 – Recycling Depot Staffing (019-S-19)
    • $ 349,874.70 – Total Amount for 2023

  4. That the 2023 Operating Budget be adjusted by $32,389.75 ($349,874.70 - $317,484.95 = $32,389.75) as outlined in Financial Considerations, subject to Council approval of the 2023 Operating Budget; and, 

  5. That the award amounts in 2024 and 2025 be adjusted for price based upon the Consumer Price Index for All-Items Ontario (May to May) and Council approval of the 2024 and 2025 Operating Budgets; and,

  6. That the Chief Administrative Officer be authorized to extend all three contracts for an additional fourth (4^th) year in 2026, at the same terms and conditions by mutual agreement between the City and the contractor, should the blue box program transition process be delayed; and further, 

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

  Carried

9.

PRESENTATION - COMMUNITY SERVICES ISSUES

9.1

011-T-22 WINTER ROAD MAINTENANCE CONTRACT UPDATE (5.10)

Alice Lam, Director, Operations, addressed the Committee to provide an update on Winter Road Maintenance Services and the use of single and tandem axle plows in addition to the expansion of the windrow assistance program and other requests which originated from the July 11, 2022 Development Services Committee meeting.

Stephen Dollmaier, Sr. Manager, Operations, presented, Tender 011-T-22 Winter Road Maintenance Services, which provided an overview of the costs associated with the additional services requested.  
Staff provided information in relation to the Committee's inquiries and will prepare a memo to Council to outline the feasibility on future winter maintenance service level enhancements during the 12 year contract term.  

• Moved by Councillor Khalid Usman
  Seconded by Regional Councillor Jim Jones
  1. That presentation entitled “Tender 011-T-22 Winter Road Maintenance Services” be received; and,
  2. That Council adopts plowing all local roads at 7.5cm and Senior Windrow to be completed in four (4) hours, be awarded for twelve (12) winter seasons (November 16, 2024 – April 15, 2036) in the estimated annual amount of $7,802,885.98 (inclusive of HST); and,
  3. That the estimated budget shortfall of $1,665,086 be phased in over a 3-year period commencing in 2023 and be included as part of the 2023-2025 operating budgets, subject to Council approval of the 2023-2025 operating budgets; 
  4. That staff be authorized and directed to do all things necessary to give effect to this resolution. 
  Carried
• Moved by Councillor Keith Irish
  Seconded by Councillor Isa Lee
  1. That Council adopts plowing of all local roads at 5 cm and Senior Windrow to be completed in four (4) hours; and,
  2. That it be awarded for twelve (12) winter seasons (November 16, 2024 – April 15, 2036) with the estimated annual amount to be provided at Council next week.
  Lost

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

10.1

MINUTES OF THE MAY 11, 2022 MARKHAM SUB-COMMITTEE SWAN LAKE MEETING (16.0)

The Committee heard the following deputation in relation to this item:

Fred Peters, addressed the Committee and presented, Next Steps Towards Restoration of Swan Lake and Swan Lake Park, that provided an update on the action item progress and the commencement of research and analyzing initiatives to determine if the infrastructure within Swan Lake can support the proposed changes. 

The Committee thanked Mr. Peters and the Friends of Swan Lake for their continued commitment and suggested that the recommendation from the May 11, 2022, Markham Sub-committee Swan Lake Meeting be endorsed.  

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman

  That this item be moved forward on the agenda before Item 9.

  Carried
• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Don Hamilton
  1. That the deputation from Fred Peters and the Friends of Swan Lake Park Presentation, “Action Plan For Restoration of Swan Lake and Swan Lake Park” be received; and,
  2. That the minutes of the May 11, 2022 Markham Sub-Committee Swan Lake Meeting be received; and,
  3. That General Committee endorse the recommendation from the May 11, 2022 Markham Sub-Committee Meeting;
     1. That the staff report and presentation on the “Swan Lake- 2021 Water Quality Status and Updates” be received; and,
     2. That the FOSLP presentation “Action Plan For Restoration of Swan Lake and Swan Lake Park” and York University presentation on the research it is proposing on the use charcoal filter system to remove nutrients and chloride be received and referred to staff; and further,
     3. That Markham Sub-Committee request that staff report back on the feasibility, and implications of designating Swan Lake a natural heritage asset, as part of the Official Plan update; and,
  4. That staff review and report back to Committee on the feasibility and costs of the following research initiatives:  
     1. Chloride Removal;
     2. Oxygen Enhancement; and,
     3. Survey of Lower Level Aquatic Life; and,
  5. That Council approve a technical analysis of Swan Lake to assess the feasibility of proposed changes to determine if the infrastructure within Swan Lake can support the proposed changes; and,
  6. That this recommendation be forwarded to the 2023 Budget Committee for consideration; and further,
  7. 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

There was no new or other business.

14.

ANNOUNCEMENTS

The Chair, Regional Councillor Jack Heath, thanked the Committee for the opportunity to be the Chair of General Committee and noted this was his last meeting. 

The Committee acknowledged Regional Councillor Jack Heath's contributions and indicated that he will be missed.   

15.

CONFIDENTIAL ITEMS

The Committee consented to confirm the General Committee Confidential Minutes dated June 20, 2022.  

The Committee consented to place item 15.1.2 on the September 13, 2022 Confidential Council Meeting Agenda for consideration.  

• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman

  That the General Committee Confidential Minutes dated June 20, 2022, be confirmed.

  Carried
• Moved by Regional Councillor Jim Jones
  Seconded by Councillor Khalid Usman

  That Confidential Agenda item 15.1.2 be placed on the September 12, 2022 Confidential Council Meeting Agenda for consideration.  

  Carried

15.1

FINANCE & ADMINISTRATIVE ISSUES

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- JUNE 20, 2022 (16.0) [Section 239 (2)(a)(c)]

15.1.2

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; 2023 CAPITAL BUDGET PRE-APPROVAL (7.13) [239 (2)(a)] 

16.

ADJOURNMENT

• Moved by Councillor Karen Rea
  Seconded by Councillor Alan Ho

  That General Committee adjourn at 12:59 PM. 

  Carried