General Committee Meeting Minutes

Meeting Number: 26

Tuesday, December 05, 2023 at 9:30 A.m. - 1:00 P.m.

Live streamed

Roll Call

• Mayor Frank Scarpitti
• Deputy Mayor Michael Chan
• Regional Councillor Joe Li
• Regional Councillor Alan Ho
• Councillor Keith Irish
• Councillor Ritch Lau
• Councillor Reid McAlpine
• Councillor Karen Rea
• Councillor Andrew Keyes
• Councillor Juanita Nathan
• Councillor Isa Lee
• Renee England, Senior Manager, Facilities Assets, Sustainability & Asset Management

Regrets

• Regional Councillor Jim Jones
• Councillor Amanda Collucci

Staff

• Andy Taylor, Chief Administrative Officer
• Trinela Cane, Commissioner, Corporate Services
• Alice Lam, Acting Commissioner, Community Services
• Arvin Prasad, Commissioner, Development Services
• Claudia Storto, City Solicitor and Director of Human Resources
• Stephanie DiPerna, Director, Building Standards
• Giulio Cescato, Director of Panning & Urban Design
• Chris Rickett, Director, Economic Development, Culture and Entrepreneurship
• Loy Cheah, Acting Director, Engineering
• Hristina Giantsopoulos, Election/Council & Committee Coordinator
• Tharsikaa Irajeswaran, Assistant to Council/Committee
• Morgan Jones, Commissioner, Community Services
• Chris Nearing, Fire Chief
• Denny Boskovski, Manager, Corporate Asset Management

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1.

CALL TO ORDER

INDIGENOUS LAND ACKNOWLEDGEMENT

We begin today by acknowledging the traditional territories of Indigenous peoples and their commitment to stewardship of the land. We acknowledge the communities in circle. The North, West, South and Eastern directions, and Haudenosaunee, Huron- Wendat, Anishnabeg, Seneca, Chippewa, and the Mississaugas of the Credit peoples. We share the responsibility with the caretakers of this land to ensure the dish is never empty and to restore relationships that are based on peace, friendship, and trust. We are committed to reconciliation, partnership and enhanced understanding.

General Committee convened at 9:35 AM with Councillor Keith Irish presiding as Chair.  

2.

DISCLOSURE OF PECUNIARY INTEREST

There were none disclosed. 

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTESOF THE NOVEMBER 21, 2023 GENERALCOMMITTEE MEETING (16.0)

• Moved by Councillor Juanita Nathan
  Seconded by Deputy Mayor Michael Chan
  1. That the minutes of the November 21, 2023 General Committee meeting be confirmed.
  Carried

4.

DEPUTATIONS

There were no deputations.

5.

COMMUNICATIONS

There were no communications. 

6.

PETITIONS

There were no petitions. 

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

STAFF AWARDED CONTRACTS FOR THE MONTH OF OCTOBER 2023 (7.12)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report entitled “Staff Awarded Contracts for the Month of October 2023” be received; and further, 
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.2

SUPPLY AND DELIVERY OF SELF-CONTAINED BREATHING APPARATUS, FACE PIECE AND BREATHING VALVES (7.12)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report entitled “Contract 259-S-23 Supply & Delivery of Self-Contained Breathing Apparatus, Face Piece and Breathing Valves” be received; and,
  2. That the contract for 100 Interspiro S9 Incurve Self-Contained Breathing Apparatus and 272 of the associated Face Pieces and Breathing Valves be awarded to Canadian Safety Equipment Inc. in the amount of $922,221.94 inclusive of HST; and,
  3. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (e), Non-Competitive Procurement, whereby “the City is acquiring specialized equipment, such as firefighting equipment, in which case the sources of supply may be identified based on technical specifications prepared by the User Department staff; and,
  4. That the funds for the award be provided from account 067-6150-23126-005 “Self- Contained Breathing Apparatus (SCBA) Replacement”, which has an available budget of $950,000.00; and,
  5. That the remaining balance of $27,778.06 ($950,000.00 - $922,221.94) in account 067-6150-23126-005 “Self-Contained Breathing Apparatus (SCBA) Replacement” be returned to the original funding source; and further, 
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.3

KYLEMORE COMMUNITIES – SPONSORSHIP FOR THE ANGUS GLEN COMMUNITY CENTRE WEST ARENA AND CONCESSION STAND NAMING RIGHTS (7.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report titled "Kylemore Communities – Sponsorship for the Angus Glen Community Centre West Arena and Naming Rights to the Concession Stand" be received; and,
  2. That the City of Markham enter into an interior naming rights agreement with Kylemore Communities to extend the current agreement for promotional rights to the Angus Glen West Arena through sponsorship and to re-name the upper level Concession Stand to the Kylemore Lounge within the Angus Glen Community Centre. The new name to be branded and utilized in all promotional, administrative and legal functions, operations and communications associated with each space; and,
  3. That a naming rights term of 3 years, comprising of: a one-time Concession Stand Renovation Fee of $25,000 in Year 1 and an annual naming rights fee of $12,000 in Years 2 and 3 for the Kylemore Lounge; and,
  4. That an annual fee of $25,000 for the West Arena sponsorship, be approved; and,
  5. That the remaining interior rights terms as outlined in the report be approved; and,
  6. That the Mayor and Clerk be authorized to execute a sponsorship and interior naming rights agreement (“Sponsorship and Naming Rights Agreement” with Kylemore Communities, in accordance with the terms set out in the report, and in a form satisfactory to the CAO and City Solicitor; and,
  7. That the 2023 renovation funds from the one-time Renovation Fee be deposited into account 795 796 4272 (Program Expense – Facility Ad Expense); and,
  8. That the proceeds from the Naming Rights for the payment terms in 2023, 2024 and 2025 be deposited into account 890 890 9254 (General Sponsorship); and further,
  9. That staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.4

MINUTES OF THE OCTOBER 23, 2023 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the minutes of the October 23, 2023 Markham Public Library Board meeting be received for information purposes. 
  Carried

7.5

Q3 2023 STATUS OF CAPITAL AS OF SEPTEMBER 30, 2023 (7.5)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report dated December 5, 2023 titled “Status of Capital Projects as of September 30, 2023 be received; and,
  2. That the Projects Completed within Scope with Surplus Funds and the Projects Completed within Scope without Surplus Funds, as identified on Exhibit B, be approved for closure, and funds associated with these projects in the amount of $2,530,594 be transferred to the original sources of funding as identified in Exhibit B; and,
  3. That the Projects Not/Partially Initiated, as identified in Exhibit C, be approved for closure and funds associated with these projects in the amount of $276,500 be transferred to the original sources of funding as identified in Exhibit C; and,
  4. That the Non-Development Charge Capital Contingency Project be topped up from the Life Cycle Replacement and Capital Reserve Fund by $894,417 to the approved amount of $250,000; and,
  5. That the Engineering Capital Contingency Project be topped up from the Development Charges - City-Wide Hard Reserve by $24,434 to the approved amount of $100,000; and,
  6. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $20,738 to the approved amount of $100,000; and,
  7. That the following new capital projects, initiated subsequent to the approval of the 2023 capital budget but prior to the 2023 in-year capital additions approved by Council in November 2023, be received:
     1. Project 23304 – Markham Village Arena Dressing Room Floor Replacement – Budget of $19,877 to be funded from the Non-DC Capital Contingency
     2. Project 23306 – Aaniin C.C. Corridor and Stairwell Ventilation – Budget of $26,838 to be funded from the Non-DC Capital Contingency
     3. Project 23307 – Aaniin C.C. Pool Lighting Replacement – Budget of $18,035 to be funded from the Non-DC Capital Contingency
     4. Project 23310 – Centennial C.C. Gym Flooring Replacement – Budget of $30,100 to be funded from the Non-DC Capital Contingency; and further, 
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.6

SUPPLY& DELIVERY OF ONE (1) PUMPER RESCUE APPARATUS AND ONE (1) 32M AERIAL LADDER APPARATUS FOR FIRE & EMERGENCY SERVICES (7.0)

• Moved by Councillor Karen Rea
  Seconded by Councillor Isa Lee
  1. That the report entitled “Contract 297-S-23 - Supply and Delivery of One (1) Pumper Rescue Apparatus and One (1) 32m Aerial Ladder Apparatus for Fire & Emergency Services” be received; and,
  2. That the contract for Contract 297-S-23 - Supply and Delivery of One (1) Pumper Rescue Apparatus and One (1) 32m Aerial Ladder Apparatus for Fire & Emergency Services be awarded to Safetek Emergency Vehicles (“Safetek”) in the amount of $3,701,391.76 inclusive of HST; and,       
  3. That  the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (e), Non-Competitive Procurement, whereby “the City is acquiring specialized… equipment, such as firefighting equipment…, in which case the sources of supply may be identified based on technical specifications prepared by the User Department,”; and,
  4. That the award be funded from project #23230 Corporate Fleet Replacement-Fire (account 057-6150-23230-005) with available budget of $2,968,700.00; and,
  5. That the budget shortfall of $732,691.76 ($3,701,391.76 - $2,968,700.00) be funded from the Life Cycle Replacement and Capital Reserve Fund; and,
  6. That any potential future price increase to the award amount under recommendation # 2 due to long delivery times be approved as per the Expenditure Control and Capital Budget Control policies; and further;
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

7.7

APPOINTMENT OF MEMBERS TO THE MAYOR’S BLACK YOUTH LIAISON (MBYL) COMMITTEE FOR THE PERIOD OF JANUARY 1, 2024 - SEPTEMBER 30, 2024 (16.24)

There was a brief discussion in relation to the member term length and timing and how it coincides with the school year.    

• Moved by Councillor Juanita Nathan
  Seconded by Councillor Ritch Lau
  1. That the Report Appointment of Members to the Mayor’s Black Youth Liaison Committee for the period of January 1, 2024 to September 30, 2024 be received; and,
  2. That the following Appointments of Members to the Mayor’s Black Youth Liaison Committee be confirmed for the term January 1, 2024 to September 30, 2024; and further

     • Name	School	Grade	Ward
       Aliya Arnette	Pierre Elliot Trudeau High School	11	2
       Malak Elhag	Pierre Elliot Trudeau High School	11	2
       Stephanie Ikharia	Markville Secondary School	10	3
       Trinity Baxter	Markham District High School	11	4
       Laila Rutherford	Bill Hogarth Secondary School	11	5
       Merveille Uwase	Bill Hogarth Secondary School	12	5
       Noam Girma	Bill Hogarth Secondary School	12	5
       Ophrah Ehiogu	St. Brother André Catholic High School	12	5

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

  Carried

8.

PRESENTATIONS - FINANCE & ADMINISTRATIVE MATTERS

8.1

ASSET MANAGEMENT UPDATE 2023 (7.0)

Trinela Cane, Commissioner, Corporate Services, addressed the Committee to provide opening remarks and noted that this report is requesting Council approval to sole source two contracts with respect to the Corporate Asset Management work plan and to support City compliance with Ontario Regulation 588/17 to ensure long term sustainability of municipal infrastructure.  She introduced, Denny Boskovski, Manager, Corporate Asset Management and Renee England, Senior Manager, Corporate Asset Management.

Mr. Boskovski, presented, Corporate Asset Management Update and Procurement of Professional Services, which provided an overview of the City's Corporate Asset Management plan progress and details related to the procurement of the consultant required to develop the new Corporate Asset Management and Governance Framework and the 2024 Asset Management Plan project.

There was discussion in relation to the current asset management plan and how it differs from the  proposed plan.  Staff indicated that the new plan will assess growth over time, consider a risk-based framework and provide performance metrics to increase the City's capability to make better investments on current and future assets over a 25 year period and beyond.  

• Moved by Councillor Andrew Keyes
  Seconded by Councillor Juanita Nathan
  1. That the report and presentation titled “Corporate Asset Management Progress Update and Procurement of Professional Services” be received; and,
  2. That staff be authorized to award a contract for the Corporate Asset Management Strategy & Governance Framework, in the amount of $158,954.72 (inclusive of HST and 10% contingency) and the 2024 Asset Management Plan in the amount of $238,546.81 (inclusive of HST and 10% contingency) to GM BluePlan Engineering Limited; and,
  3. That the total award amount of $397,501.53 ($158,954.72 + $238,546.81) be funded from Capital Project # 22090, 2022 Corporate Asset Management Plan and Capital Project # 23146, 2023 Corporate Asset Management Plan, with an available budget of $415,200.00; and,
  4. That the remaining budget in the amount of $17,698.47 ($415,200.00 - $397,501.53) be retained in the project budget until completion; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-08, Part II, Section 7 Non Competitive Procurement, item 1 (h) which states “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 further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.
  Carried

9.

MOTIONS

There were no notices of motions. 

10.

NOTICES OF MOTION

There were no notices of motion.

11.

NEW/OTHER BUSINESS

The Committee consented to waive the rules of procedure to receive and review the comments that will be forwarded to the Honourable Paul Calandra, Minister of Municipal Affairs and Housing in relation to the provincial modifications to the 2022 York Region Official Plan.   

• Moved by Deputy Mayor Michael Chan
  Seconded by Councillor Karen Rea

  That the letter to The Minister of Municipal Affairs and Housing in relation to the modifications of the 2022 York Region Official Plan be received.  

  Carried

12.

ANNOUNCEMENTS

Councillor Reid McAlpine announced that there will be a public meeting on December 14, 2023 via Zoom, to discuss home security over the holidays and that it will be hosted by York Region Police and the City. He noted that more information and meeting details will be shared with Members of Council shortly.   

13.

ADJOURNMENT

• Moved by Regional Councillor Joe Li
  Seconded by Councillor Andrew Keyes

  That General Committee adjourn at 10:24 AM.

  Carried