General Committee Meeting
Revised Agenda
Revised items are identified by an asterisk (*)

Meeting Number: 13

Tuesday, October 08, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on October 9, 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.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE SEPTEMBER 24, 2024 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the September 24, 2024 General Committee meeting be confirmed.

4.

PRESENTATION

4.1

PRESENTATION OF THE 2024 CANADA CIO AWARDS

The City of Markham received the 2024 Canada CIO Awards Winner, recognizing IT Innovation and Business Value for our important work replacing our Class Program Administration & Facility booking system and Citywide Point of Sale System with our new platform from xPlor Recreation.  

We are among 30 organizations across Canada to be recognized for using technology in innovative ways to deliver business value, whether by creating competitive advantage, optimizing business processes, enabling growth or improving relationships with customers. for our constituents.    

• 1. That the presentation of 2024 Canada CIO Awards Winner be received; and further, 
  2. That staff be congratulated with their efforts in achieving 2024 Canada CIO Awards. 

5.

DEPUTATIONS

6.

COMMUNICATIONS

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE JUNE 24, 2024 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the June 24, 2024 Markham Public Library Board meeting be received for information purposes.

8.2

STAFF AWARD CONTRACTS - QUARTERLY UPDATE (7.12)

A. Moore, ext. 4711

• 1. That the report entitled “Staff Awarded Contracts for the Months of April, May & June 2024.” be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.3

MARKHAM ENVIRONMENTAL SUSTAINABILITY FUND (MESF) 2024 FUNDING AND FUTURE PROGRAM PROTOCOLS (7.0, 5.7)

D. Douglas, ext. 2395 / M. DiPasquale, ext. 3710

• 1. That the report entitled “Markham Environmental Sustainability Fund (MESF) 2024 Funding and Future Program Protocols” be received; and,
  2. That the external funding application “The Urban Farm Initiative” for site expansion and improvements be approved for $9,596 and be funded from the MESF Reserve; and,
  3. That proposed amendments to the funding approvals process for future MESF applications be received as noted in this report; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.4

AWARD OF TENDER 196-T-24 - COURTS RECONSTRUCTION - CONSTRUCTION (7.12)

R. Fournier, ext. 2120 / R. Patano, ext. 2990 

• 1. That the report entitled “Award of Tender 196-T-24 Courts Reconstruction - Construction” be received; and,
  2. That staff be authorized to award a contract to Bond Paving & Construction Inc., the lowest priced bidder, in the total amount of $875,276.43 inclusive of HST; and,
  3. That a contingency in the amount of $87,527.64 (10%) inclusive of HST, established to cover any additional project costs, be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
  4. That the award and contingency in the total amount of $962,804.07 be funded from the following:
     • Capital project 24205 - Tennis/Basketball Reconstruction Simonston / Robinson/Milliken Mills, which has an available budget of $355,093.59;
     • Capital project 24208 – Tennis Fencing, which has an available budget of $96,300.00;
     • Capital project 24204 – Tennis/Basketball Reconstruction Bayview Reservoir, which has an available budget of $177,400.00;
     • Tennis club portion in the amount of $157,462.41; and,
  5. That the shortfall in the amount of $176,548.07 ($962,804.07 - $355,093.59 - $96,300 - $177,400 - $157,462.41) be funded from Non-DC Capital Contingency; and, 
  6. That all identified budget amounts be consolidated into project #24205 to facilitate the administration of this contract; and,
  7. That this report be received by Council on October 9, 2024; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.5

2024 JULY YEAR-TO-DATE RESULTS OF OPERATIONS AND YEAR-END FORECAST (7.4)

A. Khan, ext. 2201 / J. Pak, ext. 2514

Note: Report is now attached. 

• 1. That the report titled “2024 July Year-To-Date Results of Operations and Year-End Forecast” be received; and,
  2. That the City Treasurer be authorized to manage the City’s Year-End surplus through required transfers and other adjustments in accordance with City financial and accounting policies and objectives; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.6

AWARD OF CONTRACT 182-S-24 PAN AM CENTRE PARKING CONTROL SYSTEM (7.12)

C. Brygidyr, ext. 2678 / N. Sirry, ext. 4885 / R. Patano, ext. 2990

Note: Report is now attached.

• 1. That the report entitled “Award of Contract 182-S-24 Pan Am Centre Parking Control System” be received; and,
  2. That the contract 182-S-24 Pan Am Centre Parking Control System (One time – equipment acquisition and installation, implementation, training) (Recurring – subscription service, warranty / preventative maintenance cost for Year 1) be awarded to Loco Mobi World in the amount of $264,763.79, inclusive of HST; and,
  3. That staff be authorized a Cash Allowance to cover integration with existing Markham systems, testing & inspection, and internet set up, at a cost of $50,880.00 inclusive of HST to support the project implementation; and,
  4. That staff be authorized a Cash Allowance for maintenance (emergency repairs, ticket material, spare parts) at a cost of $66,144.00, inclusive of HST for the first year; and,
  5. That a contingency be approved in the amount of $38,178.78, inclusive of HST, equivalent of 10% of total capital cost, be established to cover any additional project costs, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
  6. That the capital costs in the amount of $419,966.57 ($264,763.79 + $50,880.00 + $66,144.00 + $38,178.78), inclusive of HST be funded from capital project account 056-6150-22329-005, with an available budget of $758,748; and,
  7. That the remaining budget of $338,781.86, inclusive of HST be returned to the original funding source at the close of the project; and,
  8. That the contract for software and license, ongoing support and maintenance costs for Year 2 to Year 5 (4 years) be awarded to Loco Mobi World in the amount of $356,593.50 inclusive of HST be funded from the operating budget, subject to the adoption of the 2026 and future operating budgets in the negotiated annual amounts noted below, to be offset by paid parking revenue:
     • Year 2 -   $88,398.91
     • Year 3 -   $88,856.83
     • Year 4 -   $89,378.86
     • Year 5 -   $89,958.89
     • Total - $356,593.50; and,
  9. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve execute any required documentation in a form satisfactory to the City Solicitor; and,
  10. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11 Non-Competitive Procurement, item 1 (g) which states “where it is in the City’s best interest not to solicit a competitive Bid”; and,
  11. That Loco Mobi World be designated as the preferred vendor for the City’s Pan Am Centre Parking Control service needs at the sole discretion of the City for the term of the five-year contract; and,
  12. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve any new purchases related to this contract needed due to growth and/or future Pan Am Centre parking control upgrades due to change in technology or system integration with other applications related to the project during the term of this contract, subject to the Expenditure Control Policy and budget approval; and further,
  13. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.7

MINUTES OF THE JUNE 3, 2024 RACE RELATIONS COMMITTEE MEETING (16.0)

• 1. That the minutes of the June 3, 2024 Race Relations Committee meeting be received for information purposes.

8.8

MINUTES OF THE JANUARY 11, 2024 SANTA CLAUS PARADE MEETING (16.0)

• 1. That the minutes of the January 11, 2024 Santa Claus Parade meeting be received for information purposes.

9.

REGULAR REPORTS - COMMUNITY SERVICES MATTERS

9.1

TERMS OF REFERENCE - RACE RELATIONS COMMITTEE (16.34)

K. Baker, ext. 3281

• 1. That the report titled “Request for Approval of Revised Terms of Reference for the Markham Race Relations Advisory Committee” be received; and, 
  2. That the revised Terms of Reference for the Markham Race Relations Advisory Committee be approved in substantial conformity with the Terms of Reference attached as Appendix A; and further, 
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.

10.

MOTIONS

11.

NOTICES OF MOTION

12.

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".

13.

ANNOUNCEMENTS

14.

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:

14.1

FINANCE & ADMINISTRATIVE MATTERS

14.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- SEPTEMBER 24, 2024 (16.0) 

[Municipal Act, 2001, Section 239 (2) (c)(e)]

14.1.2

DEVELOPMENT CHARGE COMPLAINT; LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD (WARD 4) (7.11)

[Municipal Act, 2001, Section 239 (2) (e)]

Note: This item was deferred from the September 24, 2024 General Committee meeting. 

15.

ADJOURNMENT