General Committee Minutes

Meeting #:	Meeting Number: 16
Date:	Tuesday, June 11, 2019 at 9:30 A.m. - 3:00 P.m.
Location:	Council Chamber

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Don Hamilton
• Regional Councillor Jack Heath
• Regional Councillor Joe Li
• 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

• Regional Councillor Jim Jones

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Brenda Librecz, Commissioner of Community & Fire Services
• Arvin Prasad, Commissioner Development Services
• Catherine Conrad, City Solicitor and Acting Director of Human Resources
• Joel Lustig, Treasurer
• Bryan Frois, Chief of Staff
• Morgan Jones, Director, Operations
• Josh Machesney, Elections & Committee Coordinator

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1.

CALL TO ORDER

The General Committee meeting convened at the hour of 9:37 AM with Regional Councillor Jack Heath in the Chair; Councillor Karen Rea Chaired Community Services related items. Mayor Frank Scarpitti assumed the Chair at 12:53 PM.

2.

DISCLOSURE OF PECUNIARY INTEREST

None disclosed.

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MAY 15, 2019 SPECIAL GENERAL COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Isa Lee
  1. That the minutes of the May 15, 2019 Special General Committee meeting be confirmed.
  Carried

3.2

MINUTES OF THE MAY 21, 2019 GENERAL COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Isa Lee
  1. That the minutes of the May 21, 2019 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• Moved by Councillor Andrew Keyes
  Seconded by Deputy Mayor Don Hamilton
  1. That the following communications dated May 17, 2019 from York Region be received for information purposes:
     1. Provincial Discussion Paper on Reducing Litter and Waste in our Communities
     2. 2015-2019 Strategic Plan - Final Year 4 (2018) Progress Report
     3. 2018 YorkInfo Partnership Annual Report
     4. Criteria for Prospective Service Migration
     5. 2019 Property Tax Ratios
     6. 2019 Property Tax Rates
     7. 2019 Property Tax Capping
     8. Growth and Development Review 2018
     9. 2018 Agriculture and Agri-Food Strategy Update and Agriculture and Agri-Food Advisory Committee Terms of Reference
     10. 2018 Regional Centres and Corridors Update
     11. 2018 Greening Strategy Achievements
     12. Protecting York Region's School Children through Immunization
     13. Planning for Employment Background Report
     14. Formal Response to Province on Regional Government Review
  Carried

6.

PETITIONS

​There were no petitions.

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE APRIL 17, 2019 CANADA DAY COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Reid McAlpine
  1. ​That the minutes of the April 17, 2019 Canada Day Committee meeting be received for information purposes.​
  Carried

7.2

MINUTES OF THE APRIL 18, 2019 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Karen Rea
  1. That the minutes of the April 18, 2019 Markham Environmental Advisory Committee meeting be received for information purposes.
  Carried

7.3

MINUTES OF THE APRIL 22, 2019 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• Moved by Councillor Khalid Usman
  Seconded by Councillor Karen Rea
  1. ​That the minutes of the April 22, 2019 Markham Public Library Board meeting be received for information purposes.

   

  Carried

7.4

2020 BUDGET SCHEDULE (7.0)

• Moved by Councillor Keith Irish
  Seconded by Councillor Alan Ho
  1. That the report dated June 11, 2019 titled “2020 Budget Schedule” be received; and,
  2. That the following schedule for the 2020 Budget be approved with the dates and times below:
     • Meeting #1 – Tuesday, September 24, 2019 (9:00 a.m. to 12:00 p.m. Council Chamber)
     • Meeting #2 – Friday, September 27, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Meeting #3 – Friday, October 4, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Meeting #4 – Tuesday, October 29, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Meeting #5 – Friday, November 1, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Meeting #6 – Tuesday, November 5, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Meeting #7 – Friday, November 8, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Meeting #8 – Tuesday, November 12, 2019 (3:00 p.m. to 5:00 p.m. – Council Chamber)
     • General Committee – Monday, November 18, 2019 (9:30 a.m. – Council Chamber)
       • Draft presentation of the proposed 2019 Budget for the public meeting
     • Meeting #9 – Tuesday, November 19, 2019 (9:00 a.m. to 12:00 p.m. – Council Chamber)
     • Public Meeting – Wednesday, November 27, 2019 (7 p.m. to 9 p.m. – Council Chamber)
       • Feedback from the public meeting will be incorporated into the report to Council
     • Council Decision – Tuesday, December 10, 2019 (1:00 p.m. – Council Chamber)
     • Press Conference – Wednesday, December 11, 2019 (2 p.m. – Canada Room); and,
  3. That the following schedule for the 2020 Water & Wastewater Rate be approved with the dates and times below:
     • General Committee – Monday, October 7, 2019 (9:30 a.m. – Council Chamber)
     • Public Meeting – November 5, 2019 (6:30 p.m. – Council Chamber)
       • Feedback from the public meeting will be incorporated into the report to Council
     • Council Decision – Wednesday, November 13, 2019 (1:00 p.m. – Council Chamber); and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.5

STAFF AWARDED CONTRACTS FOR THE MONTH OF MAY 2019 (7.12)

• Moved by Councillor Keith Irish
  Seconded by Councillor Alan Ho
  1. That the report entitled “Staff Awarded Contracts for the Month of May 2019” be received; and,
  2. 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

QUALITY MANAGEMENT SYSTEM - MANAGEMENT REVIEW (5.3)

• Moved by Councillor Reid McAlpine
  Seconded by Councillor Karen Rea
  1. That the report titled “Quality Management System - Management Review” be received; and,

      

  2. That Council, as the Owner of the City’s drinking water system, acknowledge and support the outcome and action items identified from the Management Review; and further,

      

  3. 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

PROVINCE OF ONTARIO AUDIT AND ACCOUNTABILITY FUND (7.0)

Joel Lustig, Treasurer, provided background information regarding the Province of Ontario Audit and Accountability Fund, including the following:

• Criteria for receiving funds for an audit;
• Eligible audit costs;
• Key application dates to receive funding to conduct an audit;
• Potential audit areas/opportunities for Markham;
• Development process related to the Building, Engineering, and Planning department;
• New parks delivery and parks maintenance processes.

Mayor Frank Scarpitti requested that Staff include Recreation Services Process review as part of Markham's submission to the Province.

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Joe Li
  1. That the report dated June 11, 2019 entitled “Province of Ontario Audit and Accountability Fund” be received; and,
  2. That staff be directed to apply for funding from the Provincial Audit and Accountability Fund for service delivery and modernization opportunity reviews;
  1. Development process related to the Building, Engineering, and Planning department;
  2. New parks delivery and parks maintenance processes;
  3. Recreation Services Processes; and further,
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.2

DESTINATION MARKETING ORGANIZATION UPDATE (7.0)

Stephen Chait, Director, Economic Growth, Culture & Entrepreneurship, and Shane Manson, Senior Manager, Taxation & Revenue were in attendance to request Council approval to name the Destination Marketing Organization and establish a Nominating Committee for selecting a Board of Directors.

• Moved by Mayor Frank Scarpitti
  Seconded by Councillor Karen Rea
  1. That the report “Destination Marketing Organization Update” be received; and,
  2. That Council approve naming the City of Markham’s recently incorporated non-share capital corporation “Destination Markham Corporation”; and,
  3. That Council approve a Board of Directors composition of nine (9) Directors, which will be comprised of six (6) independent Directors and three (3) non-independent Directors (being the Mayor and two (2) members of Council); and,
  4. That Council approve the advertising cost of the Board of Directors recruitment process to a maximum of $20,000, which will be funded from the DMO’s share of 2019 MAT revenue; and,
  5. That Staff be authorized to establish a Nominating Committee comprised of the Mayor, and the Chairs and Vice-Chairs of both the Economic Development and Budget Committees, to identify suitable candidates for the Board of Directors of the Destination Markham Corporation; and,
  6. That Staff report back to Council in the fall of 2019 with recommendations for the selection of the six (6) independent Director positions; and further,
  7. 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

ONTARIO’S MAIN STREET REVITALIZATION INITIATIVE FUND (5.0)

Morgan Jones, Director, Operations, was in attendance to introduce the item and explain the three projects that the City received Provincial funding for, and to seek Council's approval to commence with the projects.

• Moved by Councillor Karen Rea
  Seconded by Deputy Mayor Don Hamilton
  1. That the report, “Ontario’s Main Street Revitalization Initiative Fund,”, dated May 26, 2019, be received; and,
  2. That Council approve the projects noted below (by Main Street Area) for the Main Street Revitalization Initiative funded by the Province of Ontario in the amount of $320,609.39, as administered by the Association of Municipalities of Ontario with projects to be completed prior to March  31^st 2020:
     Main Street Unionville –   Total of $140,304.53 to be allocated among three projects
         i.    Access Gate Between Parkview Public School property and Main Street Unionville (to permit access during special events);
         ii.    Bandstand extension of  hard surfacing for seating areas, site improvements  and flagpole;
         iii.    Greening of laneway on Main Street.
     Main Street Markham – Total of $140,304.53 to be allocated among three projects:
         iv.    Replacement of the planter/landscaping at Main Street and Robinson Street;
         v.    Heritage Style Clock (2 sided) as an entrance feature on the island south of Highway #7;
         vi.    Self-watering planters for streetscape.
     Yonge Street Thornhill – Total of $40,000.33 to be allocated among two projects:
         vii.    Heritage themed banners
         viii.    Self-watering planters for streetscape; and,
  3. That Council authorize the Director of Operations to sign a Memorandum of Understanding with the owner of  98 Main Street Markham North to seek authority to use the property for public features and to outline the responsibility of the City to continue to maintain the planter and its contents subject to the review of the City Solicitor and the Commissioner of Community & Fire Services; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

10.2

WASTE MANAGEMENT COLLECTION CONTRACT EXTENSION (5.1)

• Moved by Mayor Frank Scarpitti
  Seconded by Regional Councillor Jack Heath
  1. That the report entitled “Waste Management Collection Contract Extension” be received; and,

  2. That the Request for Proposal 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,

  3. That Council approve an additional six (6) month contract extension to the Miller Waste Collection Contract, from December 1, 2020 to May 31, 2021, for the provision of residential curbside and multi-residential waste management collection services, on substantially the same terms and conditions as the current contract extension; and,

  4. That the Mayor and Clerk be authorized to execute the contract extension agreement, in a form satisfactory to the Commissioner of Community & Fire Services and the City Solicitor; and,

  5. That Staff report back to Council before November 2019 on the process to finalize a long-term contract for waste management collection services following the Regional Government Review by the Provincial Government, or as potential changes resulting from the review become more clear; and further,

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

  Carried

10.3

COMMUNITY CENTRE BOARDS MEMORANDUM OF UNDERSTANDING UPDATE (6.6)

• Moved by Regional Councillor Jack Heath
  Seconded by Councillor Keith Irish
  1. That the report entitled “Community Centre Boards Memorandum of Understanding Update” be received; and,

      

  2. That Council authorize the Mayor and Clerk to execute an updated “Memorandum of Understanding” between the City and the Community Centre Boards , in accordance with this Report and in a form approved by 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

11.

MOTIONS

There were no motions.

12.

NOTICES OF MOTION

There were no notices of motions.

13.

NEW/OTHER BUSINESS

There was no new/other business.

14.

ANNOUNCEMENTS

There were no announcements.

15.

CONFIDENTIAL ITEMS

• Moved by Deputy Mayor Don Hamilton
  Seconded by Councillor Keith Irish

  That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters (11:47 AM):

  Carried

15.1

FINANCE & ADMINISTRATIVE ISSUES

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- MAY 6, 2019 (16.0) [ Section 239 (2) (c) (d)]

15.2

COMMUNITY SERVICES ISSUES

15.2.1

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES (WARDS 1-8) (6.3) [Section 239 (2) (b)]

15.3

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

15.3.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD (WARD 8) (8.6) [Section 239 (2) (c)]

15.3.2

THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY OR LOCAL BOARD (WARD 5) (8.6) [Section 239 (2) (a)]

16.

ADJOURNMENT

​ The General Committee meeting adjourned at 12:58 PM.

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Keith Irish
  1. That the June 11, 2019 General Committee meeting be adjourned.
  Carried