Electronic General Committee Meeting Minutes

Meeting Number: 19

Monday, December 07, 2020 at 9:30 A.m. - 1:00 P.m.

Live streamed

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
• Arvin Prasad, Commissioner Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Joel Lustig, Treasurer
• Martha Pettit, Deputy City Clerk
• Phoebe Fu, Director of Environmental Services
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Director, Operations
• Hristina Giantsopoulos, Elections & Council/Committee Coordinator
• Laura Gold, Council/Committee Coordinator
• John Wong, Technology Support Specialist II
• Graham Seaman, Director, Sustainability & Asset Management
• Shane Manson, Senior Manager, Revenue & Property Taxation
• Adam Grant, Fire Chief
• Michael DiPasquale, Supervisor, Waste Management
• Meg West, Manager of Business Planning and Projects
• Christy Lehman, Licensing and Animal Services Coordinator

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1.

CALL TO ORDER

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, and in consideration of the advice of public health authorities, this meeting was conducted electronically with members of General Committee, staff, and members of the public participating remotely.

General Committee convened at 9:35 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda. 

Mayor Frank Scarpitti arrived at 9:58 AM.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE NOVEMBER 16, 2020 GENERAL COMMITTEE (16.0)

• Moved by Councillor Alan Ho
  Seconded by Councillor Keith Irish

  That the minutes of the November 16, 2020 General Committee meeting be confirmed. 

  Carried

4.

DEPUTATIONS

There were no deputations.  

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

The Committee made inquiries on the following York Region Communications:  

1. Lane Designation Bylaw Update E-Bikes and E-Scooters and concerns in relation to the maximum allowed speeds for these vehicles; and,

7. COVID-19 Related Enforcement Issues and concerns over the amount of money spent on communication/advertising.

The Committee requested that staff provide additional information on Item 1. listed above at the December 8, 2020 Development Services Meeting. 

There was discussion in relation to funding allocated by the Region towards advertising and communication for COVID-19 education, awareness, safety protocols and testing.  The Committee inquired about the number of tickets issued by the City for Covid-19 related violations and their respective revenue.

Staff provided an update on the Covid-19 enforcement efforts.  In additional to the earlier focus on education and awareness, the City, together with York Region Public Health and provincial ministries, have implemented an enhanced enforcement campaign to ensure compliance.  Eleven orders have been issued since the campaign began. There is significant public and business support in this regard. It was clarified that all agencies who write tickets in the various communities , keep the revenue for the tickets they write. 

• Moved by Mayor Frank Scarpitti
  Seconded by Deputy Mayor Don Hamilton
  1. That the following communications dated November 19, 2020, from York Region be received for information purposes:
     1. Lane Designation Bylaw Update E-Bikes and E-Scooters
     2. 2020 Street Tree Health and Performance Update
     3. Update: 10-Year Paramedic Services Resources and Facilities Master Plan
     4. Forecast for Long-Term Care and Seniors’ Housing Implications
     5. Improving Connectivity for Ontario Program: Funding Application
     6. Royal Orchard Boulevard Ramps at Bayview Avenue 
     7. COVID-19 Related Enforcement Issues
  Carried

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE MARCH 10, 2020, SENIORS ADVISORY COMMITTEE (16.0)

The Committee made a brief inquiry with respect to business cards for advisory committees and requested staff provide a follow up in this regard.   

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones

  That the minutes of the March 10, 2020 Seniors Advisory Committee meeting be received for information purposes. 

  Carried

7.2

MINUTES OF THE JUNE 17, 2020 WASTE DIVERSION COMMITTEE (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones

  That the minutes of the June 17, 2020 Waste Diversion Committee meeting be received for information purposes. 

  Carried

7.3

MINUTES OF THE OCTOBER 22, 2020 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones

  That the minutes of the October 22, 2020 Markham Environmental Advisory Committee meeting be received for information purposes. 

  Carried

7.4

MINUTES OF THE OCTOBER 26, 2020 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones

  That the minutes of the October 26, 2020 Markham Public Library Board meeting be received for information purposes. 

  Carried

7.5

MINUTES OF THE NOVEMBER 3, 2020, NOVEMBER 6, 2020, NOVEMBER 10, 2020 AND NOVEMBER 17, 2020 BUDGET COMMITTEE (16.0)

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones

  That the minutes of the November 3, 2020, November 6, 2020, November 10, 2020 and November 17, 2020 Budget Committee meetings be received for information purposes. 

  Carried

7.6

CONTRACT EXTENSION FOR WATER METER READING AND BILLING SERVICES (7.0, 5.3)

The Committee made inquiries on the current Alectra billing process, how anomalies are identified and how they are resolved.  

Staff indicated that Alectra proactively contacts customers when irregularities occur. The residential water billing occurs every two months, if there are issues, the Alectra system would automatically alert and trigger a service request to contact the customer. City staff also work regularly with Alectra to resolve issues and may take an additional billing cycle to resolve.  

The Committee requested that the Alectra contract be updated to ensure high water consumption bills are addressed in a timely manner.   

• Moved by Councillor Karen Rea
  Seconded by Deputy Mayor Don Hamilton
  1. That the report entitled "Contract Extension for Water Meter Reading & Billing Services " be received; and,

  2. That the contract for Water Meter Reading & Billing Services with Alectra Utilities be extended for an additional year (January 1, 2021 to December 31, 2021) increasing from $1,508,427.44 to $1,553,680.26 inclusive of HST for 2021, a 3% escalation over the 2020 rate; and,

  3. That the 2021 Waterworks Operating budget be increased by $45,252.82 in 2021 ($1,553,680.26 – 1,508,427.44) and funded from account #760-998-5390 Water Billing/ Administration, subject to Council approval of the 2021 operating budget; and,

  4. That the tender process be waived in accordance with Purchasing By-Law 2007-8 Part II, Section 11.1 (c) which states "when the extension of an existing contract would prove more cost effective or beneficial"; and Section 11.2 which states “Request for Tenders, Requests for Proposals and Requests for Quotations may not be required for goods and services to be provided by Utility Companies”; and,

  5. That the Mayor and Clerk be authorized to execute the contract extension agreement between the City and Alectra Utilities, in a form satisfactory to the City Solicitor; and further,

  6. 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

RECYCLING DEPOT STAFFING CONTRACT EXTENSION (7.12)

• Moved by Regional Councillor Joe Li
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “Recycling Depot Staffing Contract Extension” be received; and,

      

  2. That the service Contract for Recycling Depot Staffing be awarded to The Recycle People Corporation, for two years from January 1, 2021 to December 31, 2022 at an estimated cost of $378,145.24 inclusive of HST;
     • Year 1 (2021) $187,510.04
     • Year 2 (2022) $190,635.20

       Total (2 years) $378,145.24

        

  3. That the 2021 Waste Management Recycling Depot Staffing Operating budget be increased from $168,134.00 to $187,510.04. The budget shortfall in the amount of $19,376.04 ($187,510.04 - $168,134.00) be funded through reallocation of the existing Waste Management Operating budget, subject to Council approval of the 2021 Operating budget; and

      

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

      

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

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

9.1

RACE RELATIONS COMMITTEE MINUTES - SEPTEMBER 14, 2020 (16.34)

Mona Nazif, Senior Manager, Human Resources addressed the Committee to provide a brief update on the current Diversity Action Plan initiatives. Planning is underway in respect of consultation with Markham’s Black communities, and the Human Resources Department is currently rolling out comprehensive anti-Black racism eLearning across the organization.

The Committee suggested that the recommendation be referred to staff and that a progress update with respect to the Diversity Action Plan be provided at a future General Committee meeting.

• Moved by Mayor Frank Scarpitti
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the Race Relations Committee meeting held on September 14, 2020 be received for information purposes; and,
  2. That the Race Relations Committee recommendation be referred to staff to provide a progress update with respect to the Diversity Action Plan.
  Carried

9.2

ADVISORY COMMITTEE ON ACCESSIBILITY MINUTES - JULY 6, 2020, SEPTEMBER 21, 2020 AND OCTOBER 19, 2020 (16.34)

There was discussion with respect to the following:

• The suggested appointment of a Regional Councillor to the Advisory Committee on Accessibility to provide broader representation of the group and improve efficiency;
• That Regional Councillors attend advisory meetings to address specific issues or when there is news from discussions at Region meetings as needed;  
• That there is currently good representation at the City and the Region; and,
• Concerns that mobility issues on York Region Transit, wheel-trans, special needs and pedestrian safety, are not addressed efficiently between the City and Region.  

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

  That the minutes of the Advisory Committee on Accessibility meetings held July 6, 2020, September 21, 2020 and October 19, 2020 be received for information purposes.

  Carried

9.3

ANIMAL CARE COMMITTEE MINUTES - MARCH 9, 2020 AND OCTOBER 28, 2020 (16.34)

The Committee suggested that the Terms of Reference be generalized to indicate a staff members position rather than being named in the document.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Isa Lee
  1. That the minutes of the Animal Care Committee meetings held March 9, 2020 and October 28, 2020 be received for information purposes; and,

  2. That the Committee endorse the revised Animal Care Committee Terms of Reference as amended (see Appendix “A”); and, 

  3. That the Animal Care Committee request that Markham Council endorse the changes to the Animal Care Committee Terms of Reference."

  Carried

10.

MOTIONS

There were no motions.

11.

NOTICES OF MOTION

There were no notices of motion.  

12.

NEW/OTHER BUSINESS

The Committee discussed the following New/Other Business items: 

• The Region meeting on Thursday, December 10, 2020 will discuss the 2.9% water rate increase; 
• There are changes proposed by the provincial government which will have a significant impact on future Toronto Regional Conversation Authority (TRCA) operations such as wetland conversions and that David Crombie has resigned from the Greenbelt Council; and,
• That the City and the Region supported a pause in proceeding with schedule 6 of Bill 229. 

13.

ANNOUNCEMENTS

There were no announcements.

14.

CONFIDENTIAL ITEMS

The Committee convened into closed session at 11:07 AM.

• Moved by Regional Councillor Jim Jones
  Seconded by Regional Councillor Joe Li

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

  Carried

14.1

FINANCE & ADMINISTRATIVE ISSUES

14.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - NOVEMBER 16, 2020 AND NOVEMBER 30, 2020 (16.0) [ Section 239 (2) (a)(b)(e)(k)]

This item will be placed on a future General Committee confidential agenda for consideration.  

14.1.2

APPROVAL OF RESTRICTED AND CONFIDENTIAL GENERAL COMMITTEE MINUTES – FEBRUARY 18, 2020; SEPTEMBER 8, 2020 AND NOVEMBER 30, 2020 (16.0) [Section 239 (2) (b)(d)]

This item will be placed on a future Restricted and Confidential General Committee agenda for consideration.  

14.1.3

LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS; PERSONNEL MATTER; RESTRICTED AND CONFIDENTIAL (11.0) [SECTION 239 (2)(d)]

The Committee consented to place this item on the December 9, 2020 confidential Council agenda for further consideration.  

Moved by Regional Councillor Joe Li

Seconded by Councillor Amanda Collucci

That the General Committee confidential session adjourn at 12:10 PM.

Carried

15.

ADJOURNMENT

General Committee adjourned at 11:00 AM and convened into closed session.  The Committee did not return to open session and consented to place Item 14.1.3 on the December 9, 2020 confidential Council agenda for consideration.   Items 14.1.1 and 14.1.2 will be placed on a future General Committee Confidential Agenda for consideration.  

• Moved by Regional Councillor Jim Jones
  Seconded by Regional Councillor Joe Li

  That the General Committee meeting adjourn at 11:00 AM.  

  Carried