General Committee Meeting Minutes

Meeting Number: 4

Tuesday, April 16, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Mayor Frank Scarpitti
• 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

Staff

• Andy Taylor, Chief Administrative Officer
• Morgan Jones, Commissioner, Community Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Bryan Frois, Senior Manager, Executive Operations and Strategic Initiatives
• Joseph Silva, Treasurer
• Kimberley Kitteringham, City Clerk
• Martha Pettit, Deputy City Clerk
• Sumon Acharjee, Chief Information Officer
• Stephanie DiPerna, Director, Building Standards
• Mary Creighton, Director, Recreation Services
• Graham Seaman, Director, Sustainability & Asset Management
• Darryl Lyons, Acting Director, Planning & Urban Design
• Alex Moore, Manager of Purchasing & Accounts Payable
• Chris Bullen, Manager, By-Law Services
• Giulio Cescato, Director of Panning & Urban Design
• Mark Visser, Sr Manager Strategy Innovation ＆ Investments
• Eddy Wu, Acting Director, Environmental Services
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Tharsikaa Irajeswaran, Assistant to Council/Committee
• Andrea Cecchetto, Director Service Excellence
• Dana Honsberger, Project Manager, Facilities Assets Sustainability & Asset Management

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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 9:35 AM with Councillor Keith Irish presiding as Chair for all items on the agenda.

Due to technical difficulties with internet connectivity and sound the Committee recessed at 10:30 AM and reconvened at 10:40 AM.  The Committee recessed again at 10:55 AM and reconvened at 11:05 AM to allow staff additional time to resolve the issues.    

2.

DISCLOSURE OF PECUNIARY INTEREST

There were no disclosures of pecuniary interest. 

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MARCH 19, 2024 GENERAL COMMITTEE (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the March 19, 2024 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations. 

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Amanda Collucci
  1. That the following communications dated March 28, 2024 from York Region be received for information purposes:
     1. 2024 to 2027 York Region Plan to Support Seniors: Navigating Forward Together 
     2. A Place to Thrive: York Region’s 2024 to 2027 Plan for Newcomer Inclusion 
     3. Approach to Developing York Region's 2025 to 2035 10-Year Housing and Homelessness Plan
     4. Go Transit Station Funding Act, 2023 – Regulatory Recommendations
     5.  Support for York Region's Northern Six Municipalities Housing Accelerator Fund Applications
     6. York Region Vision Zero Traveller Safety Plan
  Carried

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE JANUARY 29, 2024 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Karen Rea
  1. That the minutes of the January 29, 2024 Markham Public Library Board meeting be received for information purposes.
  Carried

7.2

AWARD OF RFP 009-R-24 CONSULTING SERVICES FOR CIPP WATERMAIN REHABILITATION DESIGN (7.12)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Karen Rea
  1. That the report entitled “Award of RFP 009-R-24 Consulting Services for CIPP Watermain Rehabilitation Design” be received; and,
  2. That Contract 009-R-24 Consulting Services for CIPP Watermain Rehabilitation detailed design be awarded to the highest ranked / lowest priced Bidder, Accardi Schaeffers & Associates Ltd. in the amount of $308,827.35, inclusive of HST; and,
  3. That a 10% contingency in the amount of $30,882.74 inclusive of HST, be established to cover any additional designs costs and that authorization to approve expenditures of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  4. That the award for detailed design services in the amount of $339,710.09 ($308,827.35 + $30,882.74) be funded from the account 053-6150-24262-005 “CI Watermain Rehabilitation Design”, with an available budget of $466,600; and,
  5. That remaining funding of $126,889.91 ($466,600.00 less $339,710.09) be returned to the original funding source; and,
  6. That the contract administration services (inclusive of 10% contingency) be awarded to Accardi Schaeffers & Associates Ltd in the amount of $362,959.20 subject to Council adoption of the 2025 capital budget request; and,
  7. That the future Purchase Order for contract administration be updated to reflect the actual construction time required based on the final design; and further, 
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.3

059-S-24 SUPPLY & DELIVERY OF TWO SINGLE AXLE TRUCKS AND ONE TANDEM AXLE TRUCK (7.12)

The Committee requested that a picture of the purchased vehicles be included in future reports and inquired about the difference in cost between the two trucks.

Staff indicated that with the supply chain constraints and cost escalations, there were opportunities identified by staff to purchase the vehicles at different times to split the procurement which resulted in cost benefits.  

• Moved by Regional Councillor Alan Ho
  Seconded by Regional Councillor Joe Li
  1. That the report entitled “059-S-24 Supply & Delivery of Two Single Axle Trucks and One Tandem Axle Truck” be received; and,
  2. That the contracts for the supply and delivery of two single axle trucks be awarded as follows:
     1. Supply and delivery of two trucks and chassis to Premier Truck Group in the amount of $314,439.44 inclusive of HST; and,
     2. Supply, installation, delivery and upfit of the winter control equipment on these two trucks and chassis to Viking Cives in the amount of $413,420.35 inclusive of HST; and,
     3. That the total award amount for two trucks of $727,859.79 ($314,439.44 + $413,420.35) inclusive of HST be funded from capital project #23020 (057-6150-23470-005 Corporate Fleet Replacement – Non-Fire) with available budget of $582,400; and,
  3. That the budget shortfall for the single axle trucks (project #23020) in the amount of $145,459.79 ($582,400.00 - $727,859.79) be funded from the Life Cycle Replacement and Capital Reserve Fund; and,
  4. That the contracts for the supply and delivery of one tandem axle truck be awarded as follows:
     1. Supply and delivery of one truck and chassis to Premier Truck Group in the amount of $207,171.66 inclusive of HST; and,
     2. Supply, installation, delivery and upfit of the winter control equipment on this truck and chassis to Viking Cives in the amount of $213,075.26, inclusive of HST; and,
     3. That the total award amount of $420,246.93 ($207,171.66 + $213,075.26) inclusive of HST be funded from capital project #24230 (057-6150-24230-005 Corporate Fleet Replacement – Non-Fire) with available budget of $428,402.75; and,
  5. That the budget remaining for the tandem axle truck (project #24230) in the amount of $8,155.82 ($428,402.75 - $420,246.93) be returned to the original funding source; and,
  6. That the tendering process be waived in accordance with Purchasing By-Law 2017-18, Part II, Section 11.1 (f) where, for any reason, a Quotation issued by the City does not result in a successful Contract Award; and further,
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

CONSENT REPORTS - COMMUNITY SERVICES MATTERS

8.1

OPERATIONAL TRANSITION OF THE VICTORIA SQUARE SATELLITE COMMUNITY CENTRE TO THE CITY OF MARKHAM - RECREATION SERVICES (6.6)

The Committee expressed concerns regarding the composition and administration of this community board and that currently there is no community centre in Ward 2.

A discussion ensued in relation to funding sources, the budget process and the criteria in which community centre locations are determined.   

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Ritch Lau
  1. That the report entitled “Operational Transition of the Victoria Square Community Centre to the City of Markham – Recreation Services” be received; and,
  2. That the transfer of the management of the Victoria Square Community Centre to the City of Markham – Recreation Services be approved; and, 
  3. That the Victoria Square Community Centre Board be dissolved, and that Council extend its sincere thanks to all Victoria Square Community Centre Board members, past and present, for the unwavering commitment they have demonstrated towards ensuring the community centre’s smooth operation; and further, 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

PRESENTATIONS - FINANCE & ADMINISTRATIVE MATTERS

9.1

2023 CONSOLIDATED FINANCIAL REPORTS (7.0)

Joseph Silva, Treasurer, addressed the Committee to bring forward the financial statements and audit findings for the year ending December 31, 2023.  Mr. Silva indicated that there were a number of new accounting standards that the City implemented in 2023. He noted that the City has received the Government Finance Officers Association (GFOA) ‘Canadian Award for Financial Reporting’, for the last 22 years and noted that the award provides recognition for excellence in governmental accounting and financial reporting. 

Mr. Silva introduced Kishor Soneji, Manager, Financial Reporting and indicated that Mr. Soneji's presentation will identify key aspects of the financial statements and will compliment the staff report to General Committee.  Mr. Silva also introduced, Maria Khoushnood, Lead Audit Engagement Partner, KPMG who was in attendance to present the audit findings of the Consolidated Financial Statements.  

Mr. Soneji, addressed the Committee and presented the 2023 Consolidated Financial Statements, which provided an overview of the City's financial position health and strength as required under The Municipal Act. 

Ms. Khoushnood, addressed the Committee to present the audit findings of the Consolidated Financial Statements which were found to present a fair representation of the City's financial position.

• Moved by Mayor Frank Scarpitti
  Seconded by Deputy Mayor Michael Chan
  1. That the presentation titled “2023 Consolidated Financial Statements” be received; and,
  2. That the report titled “2023 Consolidated Financial Statements” be received; and,
  3. That Council approve the draft Consolidated Financial Statements of The Corporation of the City of Markham (the City), including Community Boards, Business Improvement Areas (BIAs), Destination Markham Corporation and Investment in Markham Enterprises Corporation (MEC), for the fiscal year ended December 31, 2023; and,
  4. That Council authorize Staff to publish the final audited Statements for the fiscal year ended December 31, 2023 upon receiving the Independent Auditors’ Report; and,
  5. That the KPMG LLP Audit Findings Report for the year ended December 31, 2023 be received; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried
• Moved by Councillor Amanda Collucci
  Seconded by Councillor Ritch Lau

  That Item 9.1 be moved up on the agenda and be addressed after Item 6. Petitions. 

  Carried

9.2

BUILDING MARKHAM’S FUTURE TOGETHER (BMFT) 2020 – 2023 STRATEGIC PLAN UPDATE (16.23)

Bryan Frois, Senior Manager, Executive Operations and Strategic Initiatives, introduced, Andy Taylor, Chief Administrative Officer who provided opening remarks and noted that the Building Markham's Future Together, Strategic Plan illustrates that Markham is an organization that is inclusive, efficient, and customer focused and that there is pride in delivering exceptional services by exceptional people.  He highlighted some of the recent City achievements which included; the launch of the new recreation and culture registration system, the Contact Centre, who has provided 20-years of excellence, the purchase of the Shouldice property, the Markham Innovation Exchange, being on the Forbes list of top employers, and awards for financial reporting for 22 years in a row, the implementation of the Diversity Action Plan and the Anti-Black Racism Action Plan.  Mr. Taylor thanked all staff for their commitment to service excellence.

Mr. Frois, addressed the Committee and provided an update on the City's accomplishments in the last year as they are related to their respective Building Markham's Future Together goals.   

The Committee appreciated the report and commended staff for the contributions, leadership and daily delivery of services.  

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled Building Markham’s Future Together (BMFT) 2020 – 2023 Strategic Plan Update be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.3

BUILDING MARKHAM'S FUTURE TOGETHER (BMFT) 2020 - 2026 STRATEGIC PLAN REPORT (16.23)

Andy Taylor, Chief Administrative Officer, addressed the Committee to provide opening remarks and indicated that all the feedback received was taken into account in the revised strategic plan and thanked all Members of Council, and members of the community for their feedback and validation that the goals and action items are relative, innovative and community focused.  Mr. Taylor introduced, Bryan Frois, Senior Manager, Executive Operations and Strategic Initiatives, who presented the Building Markham's Future Together 2022-2026 Strategic Plan Report.  

Mr. Frois advised that this report concludes the final phase of the strategic plan update.  He outlined the steps taken to this point which included consultation and identification of new action items under each of the for overall goals. He thanked all those involved for their contributions.    

The Committee requested that the Key Services section be expanded to identify and include a broader range of services provided.  The Committee made a suggestion to engage in increase engagement with the York Region Police on community safety initiatives.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Andrew Keyes
  1. That the report entitled Building Markham’s Future Together (BMFT) 2020 – 2026 Strategic Plan be received; and,
  2. That the revised Building Markham’s Future Together 2020 – 2026 Strategic Plan attached as Appendix A, be adopted by the City; and,
  3. That Staff report annually on the status of Building Markham’s Future Together 2020 - 2026 Strategic Plan; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

10.1

MINUTES OF THE NOVEMBER 27, 2023 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• Moved by Councillor Ritch Lau
  Seconded by Regional Councillor Alan Ho
  1. That the minutes and notes of the November 27, 2023 Environmental Advisory Committee meeting be received for information purposes, and, 
  2. That Council consider increasing the number of times the Advisory Committee on Accessibility meets from 4 to 10 times per year, to allow for the Committee to fulfill its legislative requirements.
  Carried

11.

MOTIONS

11.1

BLUE BOX END OF LIFE MANAGEMENT (10.0)

• Moved by Councillor Karen Rea
  Seconded by Mayor Frank Scarpitti

  WHEREAS under Ontario Regulation 391/2, Blue Box producers are fully accountable and financially responsible for their products and packaging once they reach their end of life and are disposed of, for ‘eligible’ sources only; and, 

  WHEREAS ‘ineligible’ sources, which producers are not responsible for, include business improvement areas, places of worship, daycares, camp grounds, public-facing and internal areas of municipal-owned buildings, and not-for-profit organizations, such as shelters and food banks; and, 

  WHEREAS should a municipality continue to provide services to the ‘ineligible’ sources, the municipality will be required to oversee the collection, transportation, and processing of the recycling, assuming 100% of the costs. 

  Therefore, be it resolved:

  1. That the Council of the City of Markham hereby request that the province amend Ontario Regulation 391/21, Blue Box so that producers are responsible for the end-of-life management of recycling products from all sources as stated above; and, 
  2. That Council hereby request the support of all Ontario Municipalities; and, 
  3. This resolution be forwarded to the Honourable Doug Ford, Premier of Ontario, the Honourable Andrea Khanjin, Minister of the Environment, Conservation and Parks, Leader of the opposition, Leaders of the Liberal and Green Parties and all City of Markham MPP’s; and further, 
  4. That a copy of this Motion to be sent to the Association of Municipalities of Ontario (AMO).
  Carried

12.

NOTICES OF MOTION

There were no notices of motion.

13.

NEW/OTHER BUSINESS

There was no new or other business.

13.1

THORNHILL SUB-COMMITTEE PUBLIC MEETING  (APRIL 9, 2024)  - STATUTORY NOTICE EXCEPTION 

The Committee made inquiries regarding the reasons to increase the notification radius, whether notices would be sent to property owners within the legislated notification radius, and why there was another statutory public meeting planned on the Baha’i National Centre item.  

There was discussion regarding the significance of the location and that it is widely used by residents and visitors, many who have an interest in what will happen to this property.  Staff advised that the notification radius required is within 120 meters and will be used to identify property owners in the City of Toronto.  

The Committee consented to an amendment to send notices to property owners in the City of Toronto within the statutory requirements in addition to increasing the notification radius in the City of Markham to 500 meters.   

• Moved by Regional Councillor Jim Jones
  Seconded by Regional Councillor Joe Li
  1. That the statutory notice for the May 14, 2024, Development Services Public Meeting be expanded to a 500-metre radius for the Baha’i National Centre item. 
  Carried
• Moved by Councillor Karen Rea
  Seconded by Councillor Amanda Collucci
  1. That the statutory notice radius for the May 14, 2024, Development Services Public Meeting include property owners in the City of Toronto within the statutory notice requirements for the Baha'i National Centre item. 
  Carried

14.

ANNOUNCEMENTS

There were no announcements. 

15.

ADJOURNMENT

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Andrew Keyes

  General Committee adjourned at 12:28 PM. 

  Carried