General Committee Agenda

Meeting Number: 1

Tuesday, January 30, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on January 31, 2024.

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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.

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

PRESENTATION

3.1

2023 MARKHAM SANTA CLAUS PARADE - RECOGNITION OF PARADE WINNERS AND CONTRIBUTORS (12.2.6)

The 49th Markham Santa Claus Parade was held in-person on November 25, 2023.
Council will recognize the following parade winners, volunteers, Rotary Club Members and City Staff who contributed to the event:

Awards

Commercial Entry:

1. 1. School of Rock
   2. Miller Waste

Non-Commercial Entry

1. 1. Rotary Clubs of Markham
   2. Markham Fair

Marching Group:

1. 1. 748 Army Cadets
   2. St. Andrews Co-op Play School

Band

1. 1. Philippines Heritage Band
   2. Neil McNeil High School Band

School

1. 1. North Toronto Collegiate Band
   2. Michael Power/St. Joseph School

Theme

1. 1. Chapel Place Presbyterian Church/St. Maurice & St. Verena
   2. Centre for Dreams

• 1. That Council congratulate all parade winners and to extend thanks to all those who participated in the Santa Claus Parade.

4.

APPROVAL OF PREVIOUS MINUTES

4.1

MINUTES OF THE DECEMBER 5, 2023 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the December 5, 2023 General Committee meeting be confirmed.

5.

DEPUTATIONS

6.

COMMUNICATIONS

6.1

YORK REGION COMMUNICATIONS (13.4)

Note:   Questions regarding Regional correspondence should be directed to Chris Raynor, Regional Clerk.

• 1. That the following communications dated November 30, 2023 from York Region be received for information purposes:
     1. Homelessness in York Region and Development of a Homelessness Service System Plan
     2. Waterloo Court Decision and Homeless Encampments
     3. 2023 Servicing Capacity Assignment
     4. Update on Implementation of the Community Safety and Well-Being Plan for York Region
     5. York Region's 2023 to 2027 Multi-Year Accessibility Plan
     6. Vacant Home Tax Update

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE SEPTEMBER 11, 2023 RACE RELATIONS COMMITTEE MEETING (16.0)

• 1. That the minutes of the September 11, 2023 Race Relations Committee meeting be received for information purposes.

8.2

MINUTES OF THE NOVEMBER 2, 2023 MARKHAM SANTA CLAUS PARADE COMMITTEE MEETING (16.0)

• 1. That the minutes of the November 2, 2023 Markham Santa Claus Parade Committee meeting be received for information purposes. 

8.3

268-R-23 CONSULTING ENGINEERING SERVICES FOR SHORT TERM FLOW MONITORING, DATA COLLECTION AND DELIVERY (2024 – 2028) (7.0)

P. Kumar, ext. 2989

• 1. That the report entitled “Award of RFP 268-R-23 Consulting Engineering Services for Short Term Flow Monitoring, Data Collection and Delivery (2024 – 2028)” be received; and, 
  2. That Contract 268-R-23 Consulting Engineering Services for Short Term Flow Monitoring, Data Collection and Delivery (2024 – 2028) be awarded to the highest ranked/ lowest priced bidder “AECOM Canada Ltd.” in the 2024 amount of $123,445.36, inclusive of HST; and,
  3. That a 10% contingency in the amount of $12,344.54 inclusive of HST, be established to cover any additional costs in 2024 and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  4. That the total cost for 2024, in the amount of $135,789.90 ($123,445.36 + $12,344.54), be funded from Capital Project 23266 “Wastewater Flow Monitoring” with an available budget of $261,800.00; and,
  5. That the remaining budget in the amount of $126,010.10 ($261,800.00 - $135,789.90) be returned to the original funding source; and,
  6. That Staff be authorized to exercise the option to renew the contract for four (4) additional years (2025 - 2028), subject to performance and adoption of the 2025 - 2028 capital budgets as follows:
              2025: $96,421.69 (Inclusive of Contingency and HST)
              2026: $99,437.14 (Inclusive of Contingency and HST)
              2027: $102,554.08 (Inclusive of Contingency and HST)
              2028: $105,775.18 (Inclusive of Contingency and HST), and further, 
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.4

RFP 255-R-23 MARKHAM PUBLIC LIBRARY MATERIAL AND PROCESSING SERVICES (7.12)

H. Madar, ext. 2177

• 1. That the report entitled “RFP 255-R-23 Markham Public Library Material and Processing Services” be received; and,
  2. That the contract # 255-R-23 for Markham Public Library Material and Processing Services be awarded to the two (2) highest ranked/lowest priced bidders:
            Library Bound Inc. - $1,535,016.02 (All print, talking books, nonfiction DVDs, multilingual CDs and video games)
            CVS Midwest Tape - $156,128.33 (Fiction DVDs & CDs); and, 
  3. The term of the Contract is for three (3) years commencing on January 1, 2024 and ending on December 31, 2026 with the option to renew for two (2) additional one year periods in the annual amount of $1,691.144.35 (inclusive of HST);
            2024 - $1,691,144.35*
            2025 - $1,691,144.35*
            2026 - $1,691,144.35*
            2027 - $1,691,144.35**
            2028 - $1,691,144.35**
             Total: $8,455,721.75 ; 
     *For the three (3) year contract term (January 1, 2024 – December 31, 2026), costs will be at the same itemized pricing.
     **The two (2) optional renewal years (January 1, 2027 – December 31, 2028), costs will be adjusted based on the Consumer Price Index for All Items Ontario for the twelve (12) month period ending December in the applicable year; and,
  4. That the contract in 2024 will be funded from project #23462 - Library Collections approved as part of the 2023 in-year capital additions. Funding for 2025 – 2028 collections are subject to adoption of the 2025 - 2028 budgets; and,
  5. That the Director of Library Administration & Operational Support, and Senior Manager of Procurement & Accounts Payable be authorized to exercise the option to renew the contract in year 4 and 5 subject to performance and Council adoption of the annual budget; and further,
  6. That staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

MOTIONS

10.

NOTICES OF MOTION

11.

NEW/OTHER BUSINESS

As per Section 2 of the Council Procedural By-Law, "New/Other Business would generally apply to an item that is to be added to the Agenda due to an urgent statutory time requirement, or an emergency, or time sensitivity".

12.

ANNOUNCEMENTS

13.

CONFIDENTIAL ITEMS

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

13.1

FINANCE & ADMINISTRATIVE MATTERS

13.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- NOVEMBER 21, 2023 (16.0) [Section 239 (2) (c)(b)(k)]

13.1.2

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR BOARD EMPLOYEES (BOARD/ COMMITTEE APPOINTMENTS); (16.24) [Municipal Act 2001, Section 239 (2) (b)]

13.1.3

PENDING LEASE OF REAL PROPERTY, WARD 8 (8.2)

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; [MUNICIPAL ACT 2001, Section 239 (2)(a)]

13.1.4

VERBAL UPDATE FROM CITY SOLICITOR ON A LITIGATION MATTER; (WARD 3) (8.7) 

LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD; [MUNICIPAL ACT 2001, Section 239 (2)(e)]

Note: Claudia Storto, City Solicitor & Director of Human Resources, will provide an update. 

14.

ADJOURNMENT