Electronic General Committee Meeting Minutes

Meeting Number: 16

Monday, November 02, 2020 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

• 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
• Kimberley Kitteringham, City Clerk
• Martha Pettit, Deputy City Clerk
• Phoebe Fu, Director of Environmental Services
• Mary Creighton, Director of Recreation Services
• Brian Lee, Director, Engineering
• Biju Karumanchery, Director of Planning and Urban Design
• Alex Moore, Manager of Purchasing & Accounts Payable
• Morgan Jones, Director, Operations
• Hristina Giantsopoulos, Elections & Council/Committee Coordinator
• Graham Seaman, Director, Sustainability & Asset Management
• Shane Manson, Senior Manager, Revenue & Property Taxation
• David Plant, Sr. Mgr, Parks, Horticulture & Forestry
• Terence Tang, Technology Support Specialist II
• Grace Lombardi, Election and Council/Committee Coordinator
• Jay Pak, Senior Financial Analyst
• Alice Lam, Sr. Mgr, Roads, Survey & Utility
• Asif Aziz, Senior Financial Analyst
• Meg West, Manager of Business Planning and Projects

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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 Vice-Chair Councillor Khalid Usman presiding as Chair.  The meeting recessed at 9:40 AM in consideration of the York Region Council meeting that was still in progress and where the City's Regional Councillors, Mayor Scarpitti, Deputy Mayor Don Hamilton, Regional Councillor Jack Heath, Regional Councilor Jim Jones, and Regional Councillor Joe Li were in attendance.

General Committee reconvened at 10:20 AM with Regional Councillor Jack Heath presiding as Chair for all items on the agenda.   

General Committee recessed at 12:44 PM for lunch and reconvened at 1:15 PM.

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed.  

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE OCTOBER 19, 2020 GENERAL COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Isa Lee
  1. That the minutes of the October 19, 2020 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

Deputations were made for the following item:

9.1 - Swan Lake Park - Parks Operations and Parks Refresh Draft Plan.

Refer to the individual item for the deputation details.

5.

COMMUNICATIONS

There were no communications. 

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE AUGUST 12, 2020, SEPTEMBER 9, 2020 AND OCTOBER 15, 2020 BOARD OF MANAGEMENT UNIONVILLE BUSINESS IMPROVEMENT AREA (16.0)

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jim Jones
  1. That the minutes of the August 12, 2020, September 9, 2020 and October 15, 2020 Board of Management Unionville Business Improvement Area Committee meetings be received for information purposes.
  Carried

7.2

2020 THIRD QUARTER INVESTMENT PERFORMANCE REVIEW (7.0)

The Committee made an inquiry in relation to Principal Protected Notes.  

 

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Amanda Collucci
  1. That the report dated November 2, 2020 entitled “2020 Third Quarter Investment Performance Review” be received.
  Carried

7.3

TENDER 049-T-20 GRASS CUTTING AND MAINTENANCE SERVICES (RENEWAL YEARS 2021-2023) (6.0)

The Committee consented to refer this item to Item 10.1 Maintenance of Regional Roads and Boulevards of the current agenda.  

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones
  1. That the report entitled “Tender 049-T-20 Grass Cutting and Maintenance Services (Renewal Years 2021- 2023)” be received; and,
     
     
  2. That the contract for Tender 049-T-20 Grass Cutting and Maintenance Services be awarded to the lowest priced bidder, Markham Property Services Ltd., for an additional three (3) years (2021– 2023), with a CPI increase in 2022 and 2023 as follows;
     
     
     • 2021 - $218,574.98 (inclusive of HST)
     • 2022 - $218,574.98 (inclusive of HST)*
     • 2023 - $218,574.98 (inclusive of HST)*
       
       

       * 2022 and 2023 are subject to an annual price increase based on the Consumer Price Index for All Items - Canada for the twelve (12) month period ending December 31 in the applicable year; and,

  3. That the estimated 2021 costs of $218,574.98 be funded from account 730-730-5399 (Contracted Services), subject to Council approval of the 2021 operating budget; and,
     
     
  4. That the purchase orders for years 2022 and 2023 be adjusted for growth and/or price escalation, subject to Council approval of the respective year’s budgets; and further,
     
     
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried
• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones

  That item 7.3, Tender 049-T-20 Grass Cutting and Maintenance (Renewal Years 2021-2023) be referred to item 10.1 Maintenance of Regional Roads and Boulevards.

  Carried

7.4

2020 AUGUST YEAR-TO-DATE RESULTS OF OPERATIONS (7.4)

The Committee made inquiries in relation to the following: 

• Personnel vacancies in the Engineering, Design, and Planning areas; and,
• The inclusion of a $6 million provincial grant to municipalities in the operations report.  

Staff provided information relative to the inquiries made by the Committee and noted that the City is regularly reviewing vacancies with the Executive Leadership Team and that recruitment is ongoing by way of redeployment, outside hire and internal promotion.  It was further noted that the provincial grant to municipalities will be utilized when the financial results are finalized at year end and to offset any deficit.   

• Moved by Councillor Karen Rea
  Seconded by Councillor Keith Irish
  1. That the report titled “2020 August Year-To-Date Review of Operations and Year-end Projection” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.5

2021 COUNCIL AND STANDING COMMITTEE MEETING CALENDAR (16.0)

• Moved by Councillor Reid McAlpine
  Seconded by Regional Councillor Jim Jones
  1. That the 2021 Council and Standing Committee Meeting Calendar be approved; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

8.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

8.1

2021 WATER / WASTEWATER RATE (5.1, 5.3)

Phoebe Fu, Director of Environmental Services addressed the Committee to provide an overview of the City's water/wastewater system and introduced Asif Aziz, Senior Financial Analyst, who together delivered the 2021 Water and Wastewater Rate Public Consultation Meeting Presentation.  

There was discussion on the following in relation to the presentation:

• Concerns with the rate increase amounts budgeted for 2020 that were not put in effect;  
• Inquiry into direct billing to tenants versus sub-meter administration from bulk-meter reading by landlords and condominium corporations; 
• The increase in the projected 2021 year-end reserve balance;
• The date when the Region is planning to table the proposed 2021 water/wastewater rates; 
• Consideration to promote the November 12^th Public Consultation meeting on social media such as Twitter and Facebook;  
• The difference in the presentation recommendations and those in the resolution; 
• Consideration for additional review after the Region provides information on their 2021 water/wastewater rates; 
• The use of reserves and the replacement of capital assets; and, 
• Consideration to provide information relative to the condition of water/wastewater assets.

Staff addressed the Committee to respond to the inquiries made and indicated that efficiencies were identified to mitigate the impact of a potential rate increase to the City's water/wastewater rate. Staff will provide a reconciliation between the 2020 7.8% water/wastewater rate increase to the potential 2021 2.9% rate increase by way of a memo to all Members. 

• Moved by Councillor Amanda Collucci
  Seconded by Councillor Khalid Usman
  1. That the presentation entitled “2021 Water/Wastewater Rate Public Consultation Meeting” be received and approved for presentation at the November 12^th Public Consultation meeting; and, 

      

  2. That the report entitled “2021 Water/Wastewater Rate” be received; and, 

      

  3. That Staff be authorized to hold an electronic public meeting on November 12^th, 2020 at 6:30 p.m. to gather resident feedback on the principle of, increasing the 2021 water/wastewater rate by the same percentage as the Region of York’s wholesale rate and present two scenarios:
     1. Scenario 1: Increase of 0%
     2. Scenario 2: Increase of 2.9%, which is consistent with the Region of York’s wholesale rate increase for 2021, as tabled at Regional Council in the Region’s Water and Wastewater Financial Sustainability Plan from October 2015; and,

         

  4. That feedback received at the public meeting along with the proposed 2021 water/wastewater rate tentatively scheduled to be put forward for consideration of Council on December 9^th, 2020; and further,

      

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

9.

PRESENTATIONS - LAND, BUILDING & PARKS CONSTRUCTION ISSUES

9.1

SWAN LAKE PARK – PARKS OPERATIONS AND PARKS REFRESH DRAFT PLAN (6.3)

Fred Peters, representative of Friends of Swan Lake Park, addressed the committee to express support for the park refresh program and suggested the City consider undertaking the shoreline review in 2021 rather than 2022.  He requested clarity on the park improvement plan process with respect to the long term roles and objectives of the park.      

Bill Ferguson, Swan Lake resident, addressed the Committee to express his support for the overall program and his concerns with respect to parking, traffic flow on Swan Lake Boulevard and the tree species within Swan Lake Park.   

Darrel Heffernan, Swan Lake resident, addressed the Committee and thanked the City for the quick install of strobe lights in the park and expressed concerns with the timing of the shoreline improvement project in relation to geese management and water quality.  He requested that the Toronto and Region Conservation Authority (TRCA) begin in 2021 and not 2022 in regards to the  terms of reference, scope and phoslock.     

Marilyn Leeds, Swan Lake resident, addressed the Committee and expressed concerns with the accessibility around the path and the current condition of it.  She requested that this be addressed without delay.    

Rain Geiger, Swan Lake resident, addressed the Committee to discuss the traffic circle, path accessibility, in addition to its condition and suggested that there be sidewalks installed around the Swan Lake Boulevard traffic circle. She noted the planks on a bridge and trip edges need to be addressed and that the well being of seniors should be a priority while proceeding with these improvement initiatives.  

Martin Silver, Swan Lake resident, addressed the Committee and thanked the City for the work done so far including the strobe light installation.  He expressed concerns with the timing of the shoreline improvement plan, the condition of the path on the park, parking and the accommodation of two-way traffic on Swan Lake Boulevard.  

Morgan Jones, Director of Operations, addressed the Committee to provide an overview of the Swan Lake Park - Parks Refresh Plan and indicated that it will address the path repair, the tree canopy, the sidewalk and concerns raised by the deputants. He introduced David Plant, Senior Manager, Parks, Horticulture & Forestry who delivered a presentation entitled, Swan Lake Park Refresh that provided details on criteria, City service level standards, upcoming initiatives and timelines.  

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

• Concerns in relation to when the repairs to the path and installation of a new sidewalk at the round-a-bout will be made; 
• Improvement to the sidewalks on both east and west sides of Swan Lake Boulevard to provide accessibility is warranted;
• Inquiry into the funding approval process in relation to this initiative; 
• Consideration to include the new sidewalk installation in the 2021 budget; 
• Continued support of public participation on agenda items at meetings; 
• Inquiry into whether there is a city wide invasive species management strategy versus specific ones to the Swan Lake Park area;  
• That the shoreline improvement initiative remain a priority;  
• Consideration to proceed with the shoreline improvement consultation with the TRCA through the budget process in 2021 (not 2022) with implementation in late summer of 2021 and completion by end of year 2021; and,
• Inquiry into the expected completion of the construction at Amica with respect to the sidewalk and path work.

Staff addressed the Committee and provided information relative to their inquiries and will provide information with respect to sidewalk construction and design at the November 23, 2020 Development Services Committee meeting.  

• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Don Hamilton
  1. That the presentation entitled “Swan Lake Park – Parks Operations and Parks Refresh Draft Plan” dated November 2, 2020 be received; and,
  2. That the recommended funding outlined in the presentation be committed to the park refresh subject to Council approval; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

10.1

MAINTENANCE OF REGIONAL ROADS AND BOULEVARDS (5.10)

The Committee consented to address Item 7.3 Tender 049-T-20 Grass Cutting and Maintenance Services (Renewal Years 2021-2023) together with this item. 

Morgan Jones addressed the Committee to provide details of the Memo that was sent to Members as a follow up to the July 6, 2020 General Committee meeting where it was suggested that staff investigate services such as grass cutting, winter maintenance, pot hole repair, debris and dead animal removal that may be taken over from the Region.  

The Committee thanked staff for the report and discussed the following:  

• The service level difference between Markham, Toronto and the Region; 
• Consideration to review contracts at time of renewal, specifically the grass cutting contract with the Region;
• Use of the Contact Centre to track resident concerns for tracking purposes; and,
• Concerns with the existing service levels with respect to grass cutting along Steeles Ave where it borders with Markham, Toronto and Vaughan and that the maintenance costs be shared.

Staff provided information in response to the Committee's inquiries and indicated that it was not recommended to pursue taking over road maintenance and debris/dead animal removal contracts as it may expose the City to increased liability and sequentially increase insurance premiums.  Staff will continue initiating discussions relative to service levels and contract renewal negotiations with respective stakeholders in the best interest of the City.  

• Moved by Councillor Karen Rea
  Seconded by Regional Councillor Jim Jones
  1. That the memorandum entitled “Maintenance of Regional Roads and Boulevards” dated November 2, 2020 be received; and,
  2. That staff recommend winter maintenance service provision remain as is at this time; and,
  3. That staff recommend improved coordination in the operating field amongst front line supervisors to enhance winter maintenance service provision; and,
  4. That staff recommend City residents and Council continue to utilize the City’s Contact Centre to generate work orders for both the City and the Region for the following issues:
     1. Dead animal removal
     2. Pot hole repair
     3. Fallen tree removal
     4. Debris removal
     5. Grass cutting; and,
  5. That staff recommend further investigation of the City’s and the Region’s contracts to explore possible options in grass cutting download or upload; and, 
  6. That staff recommend requesting the Region to consider increasing their cutting cycles to align to the City’s; and,
  7. That staff review the grass cutting contract with the Region when the existing one expires; and,
  8. That staff further discuss grass cutting with the City’s existing service provider to explore their ability to undertake this increase in work should they be requested to do so; and further,
  9. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried
• Moved by Councillor Khalid Usman
  Seconded by Regional Councillor Jim Jones

  That staff initiate consultations with the City of Toronto with respect to grass cutting service levels along Steeles Avenue where it borders with the City of Markham.

  Carried

11.

MOTIONS

There were no motions. 

12.

NOTICES OF MOTION

There were no notices of motion. 

13.

NEW/OTHER BUSINESS

Councillor Rea addressed the Committee to inquire whether the by-law amendment on outdoor patios had an expiry date and whether a review was necessary in consideration of the current dining restrictions.   

Staff advised that they will provide additional information in relation to By-law 2020-52 to Members by way of an email and provide further review at an upcoming Development Services meeting as required.  

14.

ANNOUNCEMENTS

There were no announcements.

15.

ADJOURNMENT

General Committee adjourned at 2.39 PM.