General Committee
March 26, 2018
Meeting
Number 5
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
|
Councillor
Alex Chiu
|
Andy
Taylor, Chief Administrative Officer
Brian Lee, Acting 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
Nasir
Kenea, Chief Information Officer
Sugun Rao, Manager Technology
Joel
Lustig, Treasurer
Mark
Visser, Senior Manager, Financial Strategy &
Investment
Catherine
Biss, CEO, Markham Public Library
Graham
Seaman, Director of Asset Management & Sustainability
Mary
Creighton, Director of Recreation
Phoebe
Fu, Director of Environmental Services
Robert
Muir, Manager, Stormwater
Alex Moore, Manager
of Purchasing & Accounts Payable
Alida
Tari, Council/Committee Coordinator
|
The General Committee meeting convened at the hour of 9:07 AM with Deputy
Mayor Jack Heath in the Chair; Councillor Alan Ho Chaired Community Services
related items and Councillor Valerie Burke Chaired Environment and
Sustainability related items.
General Committee congratulated the women’s Markham Thunder Hockey team
in winning the Clarkson Cup with an overtime win.
General Committee recessed at 11:14 AM and reconvened at 11:27 AM.
General Committee recessed at 12:25 PM and reconvened at 1:20 PM.
Disclosure of
Pecuniary Interest
None disclosed.
1. REPORT OF THE AUDITOR GENERAL
- CITY OF MARKHAM CYBER SECURITY AUDIT (7.13)
Presentation Report
Geoff Rodrigues, CPA,
CA, CIA, CRMA, ORMP, MNP LLP together Trac Bo, Parnter, MNP LLP and Drew Buhr,
Senior Manager, MNP LLP delivered a PowerPoint presentation entitled City of
Markham Cyber Security Audit.
The Committee
discussed the following relative to the Cyber Security Audit:
·
Acceptable level of risk
tolerance
·
Type of motivation for
hackers (financial or to impose harm)
·
Importance of more
systematic analysis
·
Does the City have cyber
security insurance
Moved by Regional
Councillor Jim Jones
Seconded by
Regional Councillor Nirmala Armstrong
1) That
the presentation prepared by Geoff Rodrigues, CPA, CA, CIA, CRMA, ORMP, MNP
LLP, Auditor General, City of Markham, entitled “City of Markham Cyber Security
Audit,” be received; and,
2) That
the report entitled “Cyber Security Audit – Auditor General’s Report,” be
received; and,
3) That
the City be directed
to enhance the City’s current security program by formalizing efforts and
priority for cyber security. The City should determine the level of security
that they wish to achieve, improve their existing practices, and monitor
progress towards its security objectives; and further,
4) That
City staff be authorized and directed to do all things necessary to give effect
to these recommendations.
Carried.
2. MINUTES
OF THE MARCH 5, 2018
GENERAL COMMITTEE (16.0)
Minutes
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alan Ho
1) That
the minutes of the March 5, 2018 General Committee meeting be confirmed.
Carried
3. MARKHAM’S MUNICIPAL ELECTION
CANDIDATE CONTRIBUTION REBATE PROGRAM (14.0)
Memo
C. Turpin, ext. 2083
Barry
Nelson, Markham resident addressed the Committee regarding the Municipal
Election Candidate Contribution Rebate program and stated concerns.
The
Committee suggested that Mr. Nelson send a letter to the City Clerk outlining
all his concerns relative to the Rebate Program.
There was
discussion regarding whether the rebates should be different for an incumbent,
and whether non Markham residents should be eligible to receive a rebate.
Moved by
Councillor Valerie Burke
Seconded by
Councillor Alan Ho
1) That
the memo dated March 20, 2018 regarding “Markham’s Municipal Election Candidate
Contribution Rebate Program,” be received.
Carried
PETITIONS
There were
no petitions.
4. MINUTES
OF THE DECEMBER 6, 2017
AND JANUARY 17, 2018 ADVISORY
COMMITTEE ON ACCESSIBILITY (16.0)
December January
Moved by
Councillor Amanda Collucci
Seconded by
Councillor Alex Chiu
1) That
the minutes of the December 6, 2017 and January 17, 2018 Advisory Committee on
Accessibility meeting be received for information purposes.
Carried
5. MINUTES
OF THE DECEMBER 13, 2017,
JANUARY 17, 2018 AND FEBRUARY 21, 2018
ANIMAL CARE COMMITTEE (16.0)
December January February
Moved by
Councillor Amanda Collucci
Seconded by
Councillor Alex Chiu
1) That
the minutes of the December 13, 2017, January 17, 2018 and February 21, 2018
Animal Care Committee meeting be received for information purposes.
Carried
6. MINUTES
OF THE JANUARY 29, 2018 AND
FEBRUARY 26, 2018 CANADA DAY COMMITTEE (16.0)
January February
There was
discussion regarding the registration for the Senior’s luncheon, and how to
improve the adverting for it.
Moved by
Regional Councillor Nirmala Armstrong
Seconded by
Councillor Amanda Collucci
1) That
the minutes of the January 29, 2018 and February 26 Canada Day Committee meeting
be received for information purposes.
Carried
7. MINUTES
OF THE JANUARY 31, 2018
ENVIRONMENTAL ISSUES COMMITTEE (16.0)
Minutes
Moved by
Councillor Amanda Collucci
Seconded by
Councillor Alex Chiu
1) That
the minutes of the January 31, 2018 Environmental Issues Committee meeting be
received for information purposes.
Carried
8. MINUTES
OF THE JANUARY 8, 2018 AND
FEBRUARY 5, 2018 RACE RELATIONS COMMITTEE (16.0)
January February
Moved by
Councillor Amanda Collucci
Seconded by
Councillor Alex Chiu
1) That
the minutes of the January 8, 2018 and February 5, 2018 Race Relations
Committee meeting be received for information purposes.
Carried
9. STAFF AWARDED CONTRACTS FOR
THE MONTH OF FEBRUARY 2018 (7.12)
Report
The Committee
discussed the following:
·
262-T-17 Load and Haul Snow
from Hwy 7 Cycle Track
·
015-S-18 Consulting
Engineering Services for Combined heath and Power (CHP) System at Angus Glen
Community Centre
Moved by Councillor
Don Hamilton
Seconded by
Councillor Valerie Burke
1) That the report entitled “Staff Awarded
Contracts for the Month of February 2018” be received; and,
2) That Staff be authorized and directed to
do all things necessary to give effect to this resolution.
Carried
10. CONTRACT EXTENSION FOR
053-R-12 BUNKER GEAR (7.12)
Report
Moved by
Councillor Amanda Collucci
Seconded by Councillor Alex Chiu
1) That
the report entitled “Contract Extension for 053-R-12 Bunker Gear” be received;
and,
2) That the contract 053-R-12 Bunker Gear
be extended to Safedesign Apparel Ltd. (“Safedesign”) for an additional 5 years
(February 1, 2018-December 31, 2022), with a 3.5% annual increase as follows:
·
2018 $170,920.00 (80 units x $2,136.50 per unit)
·
2019 $30,957.92 (14 units x $2,211.28 per unit)
·
2020 $196,825.62 (86 units x $2,288.67 per unit)
·
2021 $99,488.76 (42 units x $2,368.78 per unit)
·
2022 $147,101.40 (60 units x $2,451.69 per unit)
Total $645, 293.70 (282 units);
and,
3) That the tendering process be waived in
accordance with Purchasing By-law 2017-8, Part II, Section 7 (1) (c) which
states “when the extension of an existing contract would prove more
cost-effective or beneficial”; and,
4) That funds be provided from
067-6150-18111-005 Bunker Gear Life Cycle Replacement in the amount of
$149,555.00 and 067-6150-18115-005 Replacement of Equipment due to Staff
Retirement in the amount of $21,365.00 for the 2018 award for a total amount of
$170,920.00. And that the remaining funds in the amount of $5,345 from capital
project 18111 Bunker Gear Life Cycle Replacement be returned to the original
funding source; and,
5) That Staff be authorized to amend the
award amounts in years 2018-2022 to reflect changes to the Capital budget
accounts, subject to Council approval, as part of the annual budget process;
and further,
6) That Staff be authorized and directed
to do all things necessary to give effect to this resolution.
Carried
11. CONSULTING ENGINEERING SERVICES FOR MARKHAM
VILLAGE/UNIONVILLE FLOOD CONTROL STUDY (5.7)
Report Attachment
A
Moved by
Councillor Amanda Collucci
Seconded by Councillor Alex Chiu
1) That the report
entitled “Consulting Engineering Services for Markham Village/ Unionville Flood
Control Study”, dated March 26, 2018, be received; and,
2) That the tendering
process for the Consulting Engineering Services for Markham Village/ Unionville
Flood Control Study be waived in accordance with Purchasing By-Law 2017-8, Part
II, Section 11.1 (h); which states that “where it is necessary or in the best
interests of the City to acquire non-standard items or Consulting and
Professional Services from a preferred supplier or from a supplier who has a
proven track record with the City in terms of pricing, quality and service”;
and,
3) That the
Consulting Engineering Services contract for Markham Village / Unionville Flood
Control Study be awarded to R.V. Anderson Associates Limited to an upset fee
limit of $973,195.00 inclusive of disbursement and HST impact; and,
4) That a
contingency amount of $97,319.50 inclusive of disbursement and HST impact be
established to cover any additional work and that the Director of Environmental
Services be authorized to approve expenditure of this contingency amounts up to
the specified limit in accordance with the Expenditure Policy; and,
5) That the
consulting engineering services in the amount of $1,070,514.50 ($973,195.00 +
$97,319.50) be funded from capital project #18273 “Flood Control Remediation –
Study” as outlined under the financial consideration section; and,
6) That the budget
remaining in project #18273 “Flood Control Remediation Study” in the amount of
$3,485.50 will be returned to the original funding source; and,
7) That the Mayor
and Clerk be authorized to execute the agreement with R.V. Anderson Associates
Limited, in a form approved by the City Solicitor; and further,
8) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
12. BILL CROTHERS SECONDARY SCHOOL
OUTDOOR SPORTS FIELD JOINT USE
AND MAINTENANCE AGREEMENT (6.0)
Report
There was discussion relative to the renewal of the Sport Field Joint
Use and Maintenance Agreement with the York Region District School Board.
Moved by Councillor Don Hamilton
Seconded by Deputy Mayor Jack Heath
1) That the report titled “Bill Crothers Secondary School
Outdoor Sports Field Joint Use and Maintenance Agreement” be received; and,
2) That Council authorize the Mayor and Clerk to execute the
“Bill Crothers Secondary School Outdoor Sports Field Joint Use and Maintenance
Agreement” to the satisfaction of the Commissioner of Community and Fire
Services and the City Solicitor; and further,
3) That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
Carried
13. ANNUAL WATER QUALITY REPORT
(JANUARY-DECEMBER 2017) (5.3)
Report Attachment
A
There was discussion regarding the higher adverse results, and the need
to further promote the City’s drinking water.
The Committee suggested that staff provide a memo on the progress with
respect to dead end cul-de-sacs.
There was discussion regarding the detection of microfibers in potable
water and the removal of microfibers from wastewater.
Moved by Deputy Mayor Jack Heath
Seconded by Councillor Don Hamilton
1) That the report titled “Annual Water Quality Report
(January-December 2017)” 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 2017 Regulatory Water Quality Report
(Attachment “A”), containing information
for the Ministry of the Environment and Climate Change (MOECC) 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 2017
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,
2018 as per regulations; and further,
4) That Staff be authorized and directed to do all things
necessary to give effect to this resolution.
Carried
14. MARKHAM INTERCHURCH COMMITTEE
FOR AFFORDABLE HOUSING
– FINANCIAL ASSISTANCE (7.11)
Presentation Report
Ms. Glenda
Lucas, Markham Interchurch Community for Affordable Housing (MICAH) delivered a
PowerPoint presentation requesting financial assistance and expediting
approvals to obtain their building permit.
Mark
Visser, Senior Manager, Financial Strategy & Investment summarized the details
outlined in the report.
There was
discussion regarding the future development of a policy to deal with these
types of requests.
Moved by
Councillor Karen Rea
Seconded by
Councillor Don Hamilton
1) That
the presentation by Ms. Glenda Lucas, Principal SHS Consulting entitled
“Request to City of Markham in Support of Affordable Rental Housing Project,”
be received; and,
2) That the report entitled “Markham
Interchurch Committee for Affordable Housing – Financial Assistance” be
received; and,
3) That
Council authorize a loan to Markham Interchurch Committee for Affordable
Housing equal to City of Markham Development Charges estimated to be $474,656
and the reduced cash-in-lieu of parkland contribution (equivalent to 5% of the
land value) payable, estimated at $48,696, payable in respect of 32 eligible
affordable rental units proposed by Markham Interchurch
Committee for Affordable Housing at 20 Water Street,
for a term of 20 years, forgivable on compliance with the terms set out in this
report; and,
4) That
the funding for the loan be provided from the Corporate Rate Stabilization
Reserve; and,
5) That
the loan be conditional on the execution of a funding/loan agreement between
the City of Markham and Markham Interchurch Committee
for Affordable Housing respecting the continuity of the affordability of the units, for a term of 20 years to the
satisfaction of City Solicitor; and,
6) That
the loan be secured in a manner satisfactory to the Chief Administrative
Officer, in his/her sole and absolute discretion; and,
7) That
the Mayor and Clerk be authorized to execute the agreement described in clause
4 and any documents or related agreements required to obtain security for the
loan as described in clause 5, and any
other related agreements or documents required to give effect to this
resolution; and further,
8) That
Staff be authorized and directed to do all things necessary to give effect to
this resolution.
Carried
15. SMART CITIES CHALLENGE
UPDATE (7.13)
Presentation
Nasir
Kenea, Chief Information Officer delivered a PowerPoint presentation regarding
Smart Cities Challenge providing an update.
Moved by
Councillor Logan Kanapathi
Seconded by
Councillor Alex Chiu
1) That
the presentation by Mr. Nasir Kenea, Chief Information Officer entitled “Smart
Cities Challenge Update,” be received; and,
2) That
Staff develop the final Markham’s Smart City Challenge submission for review
and approval by the Chief Administrative Office; and further,
3) That Staff be authorized and directed to do all
things necessary to give effect to this resolution.
Carried
16. PILOT PRIVATE PLUMBING
PROTECTION PROGRAM (5P)
FOR FLOOD RISK REDUCTION (5.7)
Presentation Bylaw
Robert Muir, Manager,
Stormwater delivered a PowerPoint presentation regarding Pilot Private Plumbing
Protection Program (5P) for Flood Risk Reduction.
The Committee
discussed the following relative to the 5P for Flood Risk Reduction:
·
Rebate is provided for each
accepted flood risk reduction measure
·
Cost of the permit fees
·
Importance of educational
materials
·
Targeting homes that have
experienced flooding
Moved by Councillor
Karen Rea
Seconded by
Councillor Valerie Burke
1) That the presentation by Mr. Robert Muir, Manager, Stormwater entitled, “Pilot Private Plumbing Protection Program (5P) for Flood Risk
Reduction”, dated March 26, 2018, be received; and,
2) That Staff implement the 5P for Flood Risk Reduction starting May 1, 2018
with retroactive eligibility for rebates beginning on May 1, 2017; and,
3) That the tendering process
for the Consulting Engineering Services to support the 5P for Flood Risk
Reduction be waived in accordance with Purchasing By-Law 2017-8, Part II,
Section 11.1 (h); which states that “where it is necessary or in the best interests
of the City to acquire non-standard items or Consulting and Professional
Services from a preferred supplier or from a supplier who has a proven track
record with the City in terms of pricing, quality and service”; and,
4) That the Consulting Engineering Services to support the 5P program be
awarded to R.V. Anderson Associates Limited to an upset fee limit of $117,219
inclusive of disbursement, contingency and HST impact; and,
5) That the 5P program cost of
$1.37M be funded through the Stormwater Fee Reserve; and,
6) That a new capital project in the amount of 1.37M be established for the
“5P for Flood Risk Reduction”; and,
7) That the tendering process
for the Consulting Engineering Services be waived in accordance with Purchasing
By-Law 2017-8, Part II, Section 11.1 (h), and the Consulting Engineering
Services contract be awarded to R.V. Anderson Associates Limited in the amount
of $117,219 (to be funded from the new capital account); and,
8) That the remaining funds of
$1,252,781 be retained and be used for the rebate and education for 5P program;
and,
9) That the “Plumbing
Protection Rebates By-law” substantially in the form appended to the
presentation as Attachment “A”, be approved/adopted by Council; and,
10) That Staff report back in
2020 following the initial 2 year pilot and evaluate effectiveness of the
program; and further,
11) That Staff be authorized and
directed to do all things necessary to give effect to this resolution.
Carried
17. LIBRARY HOURS (3.19)
Report
Catherine Biss, CEO, Markham Public Library addressed the Committee and
briefly outlined the details outlined in the report.
There was discussion regarding potentially extending the library’s hours
of service even further, and financial implications.
Moved by Regional Councillor Nirmala Armstrong
Seconded by Deputy Mayor Jack Heath
1) That the report entitled Library Hours be received for information;
and,
2) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
Carried
MOTIONS
There were
no motions.
NOTICES OF MOTIONS
There were
no notices of motions.
NEW/OTHER BUSINESS
18. NEW BUSINESS
- SIGNS (2.16)
Councillor
Karen Rea inquired if residents could be allowed to
pick up illegal bag signs that are being placed on our boulevards and drop them
off at our recycling depots. Staff indicated
that it is not our practice to encourage residents to pick up the signs, and provide
further confirmation of the City’s position.
Councillor Karen Rea suggested that City staff send another letter reminding
the Real Estate Board of the City's by-law regarding signs placed on municipal
property to be removed. Staff have done this
in the past and agreed to send another letter.
19. NEW BUSINESS
- INFILL DEVELOPMENT (10.0)
Councillor Valerie Burke advised that she
continues to receive complaints from residents regarding infill development
related to staging of materials, parking, debris and mud on the road, etc, and
suggested that staff put together a package to inform contractors of what the
expectations are during infill developments.
20. NEW BUSINESS
-PROCLAMATION
– MARKHAM THUNDER WEEK IN THE
CITY OF MARKHAM (MARCH 26 – 31, 2018) (3.4)
Mayor Frank
Scarpitti requested that a proclamation for Markham Thunder Week in the City of
Markham from March 26 to March 31, 2018 be proclaimed in recognition of the
Markham Thunder winning the Clarkson Cup.
Moved by
Mayor Frank Scarpitti
Seconded by
Regional Councillor Nirmala Armstrong
Whereas, the City of Markham is proud host to
the Markham Thunder professional women’s hockey team of the Canadian Women’s
Hockey League.
Whereas,
in the team’s inaugural season in the City of Markham, the team qualified for
the playoffs, defeated the number one seed in the opening round of the playoffs
and secured a birth in the Clarkson Cup Final.
Whereas,
in the championship final, the team exemplified true grit, heart and
determination against the Kunlun Red Star. The team captured its first Canadian
Women’s Hockey League Clarkson Cup title as the Markham Thunder in overtime.
Whereas,
the City of Markham is proud of the accomplishments of the Markham Thunder in
its first season in our city and for being a uniting force, inspiring our
community with their determination and relentless pursuit of their goal.
Therefore,
in recognition of the above achievements, I, Mayor Frank Scarpitti, on behalf
of the City of Markham Council do hereby proclaim March 26-31 2018
as “Markham Thunder Week in the City of Markham” to celebrate the team’s
Clarkson Cup Championship and successful inaugural season in the City of
Markham.
Carried
ANNOUNCEMENTS
There were
no announcements.
Moved by
Councillor Alex Chiu
Seconded by
Councillor Amanda Collucci
21. CONFIDENTIAL (7.13, 16.0,
8.6, 8.6, 6.0, 7.11 & 8.0)
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (9:43 AM):
(1) THE SECURITY OF THE
PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (CYBER SECURITY AUDIT) (7.13)
[Section 239 (2) (a)]
General Committee consented to have this matter placed on the April 3,
2018 Council agenda for consideration.
Carried
Moved by Councillor Logan Kanapthi
Seconded by Regional Councillor Joe Li
That the General Committee rise from the confidential session 11:14
AM.
Carried
Moved by
Mayor Frank Scarpitti
Seconded by
Regional Councillor Nirmala Armstrong
That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a
confidential session to discuss the following matters (3:11 PM):
(2) GENERAL COMMITTEE
CONFIDENTIAL MINUTES
- MARCH 5, 2018 (16.0)
[Section
239 (2) (b) (c)]
General Committee confirmed the March 5, 2018 General Committee
Confidential meeting minutes.
(3) 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 have this matter placed on the April 3, 2018 Council
agenda for consideration.
(4) 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 have this matter placed on the April 3, 2018 Council
agenda for consideration.
(5) LITIGATION OR POTENTIAL
LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE
MUNICIPALITY OR LOCAL BOARD. ADVICE THAT
IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY
FOR THAT PURPOSE (WARD 2) (6.0)
[Section 239 (2)
(e) (f)]
General Committee received a verbal
update on this matter.
(6) ADVICE THAT IS SUBJECT
TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR THAT
PURPOSE (DEVELOPMENT CHARGES) (7.11)
[Section 239 (2) (f)]
General
Committee consented to have this matter placed on the April 3, 2018 Council
agenda for consideration.
(7) LITIGATION OR POTENTIAL
LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE
MUNICIPALITY OR LOCAL BOARD. ADVICE THAT
IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY
FOR THAT PURPOSE (WARD 4) (8.0)
[Section 239 (2)
(e) (f)]
General Committee received
information on this matter.
Carried
Moved by Councillor Alan Ho
Seconded by Councillor Alex Chiu
That the General Committee rise from the confidential session 4:35
PM.
Carried
Adjournment
Moved by Councillor Amanda
Collucci
Seconded by Councillor Alex Chiu
That the General Committee meeting adjourn at 4:35 PM.
Carried