Committee of the Whole Meeting Minutes

Meeting #:	CW#09-25
Date:	Monday, September 08, 2025 at 10:00 A.m. - 11:00 A.m.
Location:	Council Chambers 225 East Beaver Creek Road Richmond Hill, Ontario

Committee Members Present:

• Gloria Collier, Deputy Town Clerk
• Tina Arbuckle, Council/Committee Clerk
• Giovanna Malatesta, Project Manager
• Lena Sampogna
• Karyn Hurley
• Jimmy Chao
• Atul Dhingra

Regrets:

• Ryan Ban

Chair, Karen Cilevitz, Ward 5 Councillor

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1.

Call to Order

2.

Council Announcements

Cllr VS re Taste of the Hill

Cllr West re Ward 4 bbq

 

3.

Introduction of Emergency/Time Sensitive Matters

There were no emergency/time sensitive matters raised by Members of Committee.

4.

Adoption of Agenda

That the agenda be adopted as distributed by the Clerk with the following addition:

• Recommendation
  Moved by: Karyn Hurley

  Thattheagendabeadopted. a;nd Item 4 referred back to staff.

Carried

5.

Disclosure of Pecuniary Interest and General Nature Thereof

There were no disclosures of pecuniary interest by members of Council under the Municipal Conflict of Interest Act.

5.1

Lena Sampogna - SRCFS.17.LENA0908 – Lunch Menu

6.

Identification of Items Requiring Separate Discussion

7.

Adoption of Remainder of Agenda Items

8.

Public Hearing

There were no public hearings.

8.1

SREIS.17.002 – Approval of Phase 2 Expansion – Administration Building

• Recommendation
  Moved by: Tina Arbuckle

  a) That the construction plans for Phase 2 as outlined in SREIS.17.002 be approved;

  b) That the project budget be increased by $50,000;

  c) That staff report back to Council with recommendations for Phase 3 of the construction project.

Carried

8.2

SRCFS.17.9999 – Snacks needed in the Office of the Clerk

• Recommendation
  Moved by: Lena Sampogna

  That the following snacks be provided in the Office of the Clerk:

  Chips (salt and vinegar)

  Chocolate Bars (Smarties are liked by all)

  Cookies (assortment)

  Fresh Baked Goods

Carried

9.

Presentations

There were no presentations.

9.1

Presentation by Ryan Ban on breakfast cereals versus muffins.

10.

Delegations

There were no delegations.

10.1

Lisa Bogatko regarding concerns relating to Ryan's presentation

10.2

Lena Sampogna regarding support of Ryan's presentation

11.

Committee and Staff Reports

11.1

Staff Report SRCFS.17.999 – 2019 Calendar of Council and Committee Meetings

• Recommendation

  That the 2019 Calendar of Council and Committee meetings be adopted.

Carried

11.2

Staff Report SRCFS.17.998 – Job Description for Council/Committee Coordinators

• Recommendation

  That the updated job description for the Council/Committee Coordinator position be received.

Carried

11.3

SRCFS.17.LENA0908 – Lunch Menu

• Lena Sampogna declared a conflict on this item. (brought lunch from home)

• Recommendation
  Moved by: Tina Arbuckle

  That the following vendors be approved:

  Panera Bread

  McDonald’s
• Recommendation
  Moved by: Jimmy Chao

   

  That the main motionbeamendedtoincludeclauseC)asfollows:budgetbeincreasedby$500

Carried

Carried

11.4

SRE.01.138

11.5

This is another sample test report for E2E test.

• Recommendation

  Please approve.

Carried

11.6

Access and Privacy

• Recommendation
  Moved by: Gloria Collier

  That the report be received

Carried

11.7

Heritage Richmond Hill Minutes from June 24, 2017 Meeting

• Recommendation

  That the Heritage minutes be received.

Carried

11.8

Breakfast

• Recommendation

  That the report be approved

Carried

11.9

SREIS.17.001 – Approval of Tender Document for New Cooling System

• Recommendation

  That the tender for the new cooling system be awarded to Frosty Snowman and Co. Ltd.

Carried

12.

Other Business

There were no other business items.

13.

Emergency/Time Sensitive Matters

There were no emergency/time sensitive matters.

14.

Closed Session

There were no closed session items.

14.1

Resolution to move into Closed Session

15.

Adjournment

That the meeting be adjourned 

The meeting was adjourned at TIME.

• Recommendation
  Moved by: Jimmy Chao

  That the meeting be adjourned.

Carried