Electronic General Committee Meeting Minutes

Meeting Number: 1

Monday, January 18, 2021 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
• Bryan Frois, Chief of Staff
• Hersh Tencer, Manager, Real Property
• Graham Seaman, Director, Sustainability & Asset Management
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Director, Operations
• Meg West, Manager of Business Planning and Projects
• Hristina Giantsopoulos, Elections & Council/Committee Coordinator
• Laura Gold, Council/Committee Coordinator
• John Wong, Technology Support Specialist II
• Soran Sito, Manager, Environmental, Engineering

---

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 9:33 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda. 

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE NOVEMBER 30, 2020, GENERAL COMMITTEE (16.0)

• Moved by Councillor Isa Lee
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the November 30, 2020, General Committee meeting be confirmed.
  Carried

3.2

MINUTES OF THE DECEMBER 7, 2020, GENERAL COMMITTEE (16.0)

• Moved by Councillor Isa Lee
  Seconded by Deputy Mayor Don Hamilton
  1. That the minutes of the December 7, 2020, General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

The Committee inquired about the Region's recent decision on the water and wastewater user rates.   

Joel Lustig, Treasurer,  confirmed that the Region passed a 0% increase on their portion of the water and wastewater rate for 2021.  The rate remains at the 2019 level.    

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jim Jones
  1. That the communication dated December 10, 2020 from York Region be received for information purposes:

  1. 1. 2021 Water and Wastewater User Rates
  Carried

6.

PETITIONS

There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

STAFF AWARDED CONTRACTS FOR THE MONTHS OF NOVEMBER 2020 AND DECEMBER 2020 (7.12)

The Committee made inquiries on the following staff awarded contracts: 

• 148-T-20 Supply and Delivery of Two 3.5 Yard Articulating Wheel Loaders;
• 202-T-20 City Owned Entrance Features Rehabilitation and Replacement;
• 209-Q-20 Supply and Delivery of Unshrinkable Fill;
• 155-T-20 Supply, Delivery Installation of Temporary Fuel Storage System, East Markham Works Yard; and,
• Audio Visual Support and Maintenance - Contract Extension.

The Committee suggested that impacted property owners be contacted in regard to failing entrance features as it relates to their repair, replacement and removal.  There were additional inquiries that included the temporary fuel storage system and the continuance of electronic meetings to allow members of the public to continue to make electronic deputations as it relates to meetings moving back to in-person, in council chambers, potentially in the fall of 2021.  The Committee suggested that that planning and budgeting for this change in the near future be considered. 

Staff provided information in relation to the inquiries and confirmed that adjacent private property owners are advised that the locations identified in the entrance feature report have been condition assessed and are being repaired and/or replaced and that there is a strategy currently in development with respect to the overall management of entrance features.

Further clarification was provided on what was entitles the "temporary" fuel storage system. The fuel storage system is described a temporary because it is an above ground system, and as such, could be moved if required in the future, although this would involve considerable cost and work effort.  For all intents and purposes, the tank should be considered a permanent structure.

Trinela Cane, Commissioner of Corporate Services, addressed the Committee and indicated that the current meeting hybrid model includes the maintenance of eScribe and Zoom as part of the integrated AV system and that staff are monitoring the changing environment with respect to electronic meetings and plan to continue the use of Zoom to facilitate them and electronic participation by Members of Council, staff and members of the public.  She noted that recent survey results from electronic deputants indicated overwhelming support of the current remote participation process and that it provided convenience and effective engagement.     

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Khalid Usman
  1. That the report entitled “Staff Awarded Contracts for the Months of November and December 2020” be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

8.1

TREES FOR TOMORROW PROGRAM - THREE YEAR PLAN 2019 - 2021 (6.3)

Morgan Jones, Director, Operations addressed the Committee to introduce the item and David Plant, Operations-Senior Manager, Parks, Horticulture, and Forestry Division, who delivered a presentation entitled, Trees for Tomorrow Program-Three Year Plan 2019-2021 which provided an overview of the program objectives and progress to date.  The presentation highlighted the following:  the City's 30% tree canopy goal, the fostering and development of new partnership opportunities to plant and care for trees, and, education together with public engagement to plant trees on private property.  It was noted that the City is on track to meet the 30% canopy goal and that this program is making a significant contribution to the community.  

The Committee acknowledged the work by staff and made the following inquiries: 

• Whether there are currently any fundraising activities for Trees for Tomorrow;
• Does the City have land areas that can accommodate large tree planting; 
• Is there data to support the number of trees lost to development; 
• How to accommodate the planting of trees in new subdivisions where lot sizes are diminishing; 
• The value and creation of woodland;
• Tracking of the planting completed; and,
• The impact of federal grants to the City with respect to tree planting.

The Committee suggested that a memo with respect to the City's eligibility for federal grants be provided to General Committee.  

Staff provided information in relation to the inquiries and confirmed that there are ongoing corporate engagement activities in support of current programs and that staff are reviewing potential infill areas in conjunction with a long term tree planting strategy.  It was noted that while there are losses from development, the benefits have outweighed losses at this time and that trees are being planted in non-programmable and greenspace areas within the City and are always tracked. 

The Mayor thanked Members of Council for their support in relation to this initiative and recognized Morgan Jones, David Plant, Matthew Busato, Supervisor Parks, Horticulture, Nory Takata, Parks Planner and corporate organizations for their work that has contributed to the current success of this program.  

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Khalid Usman
  1. That the memorandum entitled “Trees for Tomorrow Program – 3 Year Plan (2019 – 2021)” dated January 18, 2021, be received; and, 
  2. That the following staff members; Morgan Jones, Director of Operations, David Plant, Senior Manager, Parks, Horticulture, and Forestry Division, Matthew Busato, Supervisor Parks, Horticulture, Nory Takata, Parks Planner, and that the participating corporate and community organizations be recognized for their contributions to this program; and further, 
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.2

EMERALD ASH BORER NEXT STEPS PROGRAM - FINAL UPDATE (6.3)

David Plant, Operations-Senior Manager, Parks, Horticulture, and Forestry Division, addressed the Committee and delivered a presentation entitled, Emerald Ash Borer Program Completion Summary, which provided an overview of the program that was initiated in response to the 2013 ice-storm and included the following deliverables, tree warranty inspections, tree watering/monitoring, and ash injections (TreeAzin)/removals.

There were two brief updates on the gypsy moth and oak wilt initiatives provided by staff that indicated that the City is in consultation with the Region to monitor gypsy egg masses and will review the recommended treatment in determining the City's next steps in addition to continued monitoring of the oak wilt problem.

There was discussion in relation to concerns with the current response and next steps in addressing the gypsy moth problem.  

Staff responded to the concerns of the Committee and indicated that more information will be obtained from the Region to better understand the potential impact and recommended treatment of gypsy moths this Spring.  

• Moved by Councillor Keith Irish
  Seconded by Councillor Andrew Keyes
  1. That the memorandum entitled “Emerald Ash Borer (EAB) Program Completion Summary” dated January 18, 2021 be received; and,
  2. That at project completion, the remaining funds in project #16165 – Emerald Ash Borer, in the amount of $111,682 be returned to the Life Cycle Replacement and Capital Reserve; and further,
  3. 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

General Committee open session adjourned at 11:01 AM and convened into closed session.  The Committee did not return to open session and consented to place Items 14.1.2, 14.2.1, and 14.3.1 on the January 26, 2021 confidential Council meeting agenda for consideration.  

• Moved by Councillor Amanda Collucci
  Seconded by Councillor Isa Lee

  That the Electronic General Committee meeting adjourn at 11:01 AM.  

  Carried

14.

CONFIDENTIAL ITEMS

Councillor Karen Rea raised a confidential item of New Business in relation to personal matters about an identifiable individual and was address under Item 14.3.1.

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

• Moved by Councillor Amanda Collucci
  Seconded by Councillor Isa Lee

  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, NOVEMBER 30, 2020 AND DECEMBER 7, 2020 (16.0) [ Section 239 (2) (a)(b)(e)(k)]

General Committee confirmed the November 16, 2020, November 30, 2020 and December 7, 2020 confidential minutes.

14.1.2

APPOINTMENTS AND RESIGNATIONS TO BOARDS/COMMITTEES (16.11) [SECTION 239 (2)(b)]

General Committee consented to place this matter on the January 26, 2021 confidential Council agenda for consideration.  

14.2

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

14.2.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE CITY OR LOCAL BOARD; PROPOSED ACQUISITION OF REAL PROPERTY (8.6) [SECTION 239 (2) (c)]

General Committee consented to place this matter on the January 26, 2021 confidential Council agenda for consideration.  

14.3

NEW/OTHER BUSINESS

14.3.1

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR  LOCAL BOARD EMPLOYEES(16.24) [Section 239 (2) (b)]

The Committee consented to place this matter on the January 26, 2021 confidential Council agenda for consideration.  

Moved by Councillor Isa Lee

Seconded By Deputy Mayor Don Hamilton

That the Electronic General Committee confidential session adjourn at 12:16 PM.  

Carried