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

Meeting Number: 17

Tuesday, June 20, 2023 at 9:00 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on June 28, 2023.

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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 MAY 23, 2023 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the May 23, 2023 General Committee meeting be confirmed.

4.

PRESENTATIONS

4.1

PRESENTATION OF SERVICE AWARDS (12.2.6)

The General Committee recognized the following members of staff for their years of service:

CAO's Office

Daniel Epton, Senior Graphic Designer, Corporate Communication,15 years
Michael Tong, Human Resources Specialist, People Services, 10 years

Community Services Commission

Helena Frantzke, Waterworks Quality Co-ordinator, Environmental Services,15 years
Nan Zi, Wastewater Hydraulic Engineer, Environmental Services, 5 years
David Simpson, Facility Operator II, Recreation Services, 5 years

Corporate Services Commission

Michelle Perry, Letters of Credit Administrator, Financial Services, 15 years
Christos Gogos, Municipal Law Enforcement Officer 1, By-law & Regulatory Services, 10 years
Grace Lombardi, Supervisor, Municipal Law Enforcement, By-law & Regulatory Services, 10 years
Imran  Hyat ,Space and Accomodation Planner, Sustainability & Asset Management, 10 years

Development Services Commmission

Abdullah Hossain, Senior Environmental Engineer, Engineering, 15 years
Nicholas Ondiaka, Architectural Plans Examiner II, Building Standards, 5 years

5.

DEPUTATIONS

6.

COMMUNICATIONS

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE APRIL 24, 2023 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the April 24, 2023 Markham Public Library Board meeting be received for information purposes. 

8.2

136-S-23 PURCHASE OF COMPUTING DEVICES AND MONITORS THROUGH THE ONTARIO GOVERNMENT PERSONAL COMPUTING DEVICES AND SERVICES (PCDS) AGREEMENT #14952 (7.9)

S. Rao, ext. 4868 / R. Patano, ext. 2990

• 1. That the report entitled “136-S-23 Purchase of Computing Devices and Monitors through the Ontario Government Personal Computing Devices and Services (PCDS) Agreement #14952” be received; and, 
  2. That the Province of Ontario supplier Compucom Canada Co. (“Compucom”) be the preferred supplier for the City of Markham for a period of five (5) years effective September 1, 2023 at the same itemized prices as those of the Province with an option for an additional two (2) year extension for personal computing devices and services; and,
  3. That the City’s Tender process be waived as the Ontario Government has undergone their own competitive process and in accordance with Purchasing By-Law 2017-8, Part II, Section 7 Non Competitive Procurement, item 1 (g) which states “Where it is in the City’s best interest not to solicit a competitive bid”; and,
  4. That the total award of $2,074,763.00 inclusive of HST impact, be funded from the 2023 approved capital account 049-6150-23413-005 Computing Device Replacement; and,
  5. That the Chief Information Officer and Sr. Manager, Procurement & Accounts Payable be authorized to approve any new purchases related to this contract needed due to growth during the term of this contract, subject to budget approval, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and,
  6. That the Mayor and City Clerk be authorized to execute a Personal Computing Devices and Service Agreement with the Province of Ontario and Compucom in a form satisfactory to the City Solicitor; and,
  7. That the Mayor and City Clerk be authorized to execute any future Province of Ontario procurement agreements in related to ITS requirements such as, cellular phone acquisition/plans, IT Security products, Printers, Server and computer acquisition etc., where it is in the City’s best interest not to solicit an additional competitive bid where it is within an approved budget and upon receipt of the Chief Administrative Officer’s approval; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.3

134-S-23 AUTOMATED MATERIAL HANDLING EQUIPMENT FOR ANGUS GLEN, MARKHAM VILLAGE, MILLIKEN MILLS LIBRARIES (7.9)

J. Fry, ext. 2539 / S. Rao, ext. 4868 / R. Patano, ext. 2990

• 1. That the report entitled “134-S-23 Automated Material Handling Equipment for Angus Glen, Markham Village, Milliken Mills Libraries” be received; and,
  2. That staff be authorized to award a contract to Bibliotheca Canada Inc. for Angus Glen Branch for one (1) flex AMH System 9-bin sorter with one (1) patron return and one (1) staff induction station; for twelve (12) RFID Staff Workstations (4 for Angus Glen, and 4 for Markham Village (Admin) and 4 for Milliken Mills), for four (4) self-check kiosks for Angus Glen, and four (4) RFID security gates (1 for Angus Glen, 1 for Milliken Mills and 2 for Markham Village) in the amount of $ 385,730.58 (including freight, installation, training and HST impact); and,
  3. That the capital costs for lifecycle replacement of these items for Angus Glen, Markham Village and Milliken Mills branches be funded from capital project 23415, Library Bibliotheca Replacement, GL account 049-6150-23415-005, with an available budget of $559,680.00; and,
  4. That the net operating budget impact for maintenance is a cost savings of $3,315.62 inclusive of HST to the ITS Computer Hardware Acct #400-404-5460 following the expiry of the one-year warranty period, which will be addressed during the 2025 operating budget process; and,
  5. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (b) Non Competitive Procurement, “Where there is only one source of supply for the goods to be purchased; and,
  6. That Bibliotheca Canada Inc. be designated as the preferred vendor for the City’s Library Automated Material Handling Equipment needs at the sole discretion of the City and Bibliotheca Canada Inc. Automated Material Handling Equipment [Library Hardware] for the remaining four (4) out of the five (5) year life cycle term (2025 to 2028) in the estimated amounts of;
     1. Life Cycle (Year 1: 2025) - None
     2. Life Cycle (Year 2: 2026) - $ 787,059*
     3. Life Cycle (Year 3: 2027) - None
     4. Life Cycle (Year 4: 2028) - $ 91,991** 
                                                    $ 879,050

  • • *Subject to Council approval of the 2025 capital budget for the Aaniin, Markham Village and Thornhill Branches; and, 
    • **Subject to Council approval of the 2027 capital budget for Milliken Mills Libraries; and, 

  7. That the Chief Administrative Officer and Commissioner, Community Services be authorized to approve any new purchases related to this contract needed due to growth and/or future Library Automated Material Handling Equipment [Library Hardware] upgrades due to change in technology related to the project during the remaining four (4) out of the five (5) year lifecycle term (2025 to 2028), subject to the Expenditure Control Policy and budget approval, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and further,

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

8.4

TENDER 058-T-23 AODA PLAYGROUND REFURBISHMENTS (7.9)

T. Lewinberg, ext. 2700 / H. Madar, ext. 2177

• 1. That the report entitled “Tender 058-T-23 AODA Playground Refurbishments” be received; and,
  2. That the contract for Tender 058-T-23 AODA Playground Refurbishments be awarded to the lowest priced bidder, Forest Ridge Landscaping Inc. in the amount of $1,392,225.93, inclusive of HST; and,
  3. That a contingency in the amount of $69,611.30 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expending of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  4. That the estimated costs of $1,461,837.23 ($1,392,225.93+ $69,611.30) be funded from the capital project 23012 AODA Playground Refurbishments, GL account 059-6150-23012-005, which has an available budget of $990,947.00; and,
  5. That the budget shortfall in the amount of $470,890.23 ($1,461,837.23 - $990,947.00) be funded from Facility Ramp up Reserve; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.5

2024 BUDGET SCHEDULE (7.0)

J. Pak, ext. 2514

• 1. That the report dated June 20, 2023 entitled “2024 Budget Schedule” be received; and,
  2. That the following schedule for the 2024 Budget be approved with the dates and times below:
     1. Meeting #1 – Tuesday, October 3, 2023 (9 a.m. to 12 p.m.)
     2. Meeting #2 – Friday, October 6, 2023 (9 a.m. to 12 p.m.)
     3. Meeting #3 – Monday, October 16, 2023 (10 a.m. to 1 p.m.)
     4. Meeting #4 – Monday, October 23, 2023 (9 a.m. to 12 p.m.)
     5. Meeting #5 – Wednesday, October 25, 2023 (9 a.m. to 12 p.m.)
     6. *Meeting #6 – Monday, November 13, 2023 (10 a.m. to 1 p.m.)
     7. *Meeting #7 – Wednesday, November 15, 2023 (9 a.m. to 12 p.m. )
        1. *Additional meetings as required
     8. General Committee – Tuesday, November 21, 2023 (930 a.m. to 1 p.m.) – Budget item to be presented at General Committee Meeting - draft presentation on the proposed 2024 Budget for the public meeting
     9. Public Meeting – Thursday, November 23, 2023 (7 p.m. to 9 p.m.) – Budget item to be presented at Public Meeting - Feedback from the public meeting will be incorporated into the report to Council
     10. General Committee – Tuesday December 5, 2023 – Feedback from Public Meeting and Final Budget Recommendations
     11. Council Decision – Wednesday, December 13, 2023 (1 p.m. to 4 p.m.) – Budget item to be presented at Council Meeting
     12. Press Conference – Thursday, December 14, 2023 (1 p.m.) and, 
  3. That the following schedule for the 2024 Water & Wastewater Rate be approved with the dates and times below:
     1. General Committee – Tuesday, November 7, 2023 (930 a.m. to 1 p.m.) - Budget item to be presented at General Committee
     2. Public Meeting – Tuesday, November 14, 2023 (6 p.m.) – Feedback from the public meeting will be incorporated into the report to Council
     3. Council Decision – Wednesday, November 29, 2023 (1 p.m. to 4 p.m.) – Budget item to be presented at Council Meeting; and further, 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

REGULAR REPORTS - ENVIRONMENT & SUSTAINABILITY MATTERS

9.1

TREE BY-LAW UPDATE (2.0)

T. Lewinberg, ext. 2700 / R. Fournier, ext. 2120

• 1. That the report and presentation entitled “Tree Preservation By-law Review and Update II” dated June 20, 2023 be received; and, 
  2. That Staff be directed to amend the Tree Preservation By-law and related processes recommended in this report for formal By-law readings; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

10.

PRESENTATIONS - ENVIRONMENT & SUSTAINABILITY MATTERS

Note: Item 11.1 deferred from June 6, 2023 General Committee Meeting. 

10.1

BLUE BOX TRANSITION UPDATE (5.1)

C. Marsales, ext, 3560

• 1. That the presentation entitled “Blue Box Transition Update” be received; and,
  2. That Staff will report back following discussions with Circular Materials Ontario and Miller Waste Systems and provide a recommendation to General Committee in September with regards to the status of Markham’s current collection contract; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

11.

MOTIONS

12.

NOTICES OF MOTION

13.

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".

13.1

BRIEFING MEMO, BID OPPORTUNITY – LITTLE NHL (NATIVE HOCKEY LEAGUE)TOURNAMENT 2024

• 1. That the briefing memo entitled BID OPPORTUNITY – Little NHL (Native Hockey League) Tournament 2024 be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

14.

ANNOUNCEMENTS

15.

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:

15.1

FINANCE & ADMINISTRATIVE MATTERS

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - MAY 23, 2023; (16.0) [Municipal Act, 2001, Section 239 (2) (a)(c)(e)]

15.1.2

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD; (8.2) [Municipal Act, 2001, Section 239 (2) (c)]

15.1.3

REIMBURSEMENTS FOR CAPITAL INFRASTRUCTURE (7.11)

(A POSITION, PLAN, PROCEDURE, CRITERIA OR INSTRUCTION TO BE APPLIED TO ANY NEGOTIATIONS CARRIED ON OR TO BE CARRIED ON BY OR ON BEHALF OF THE MUNICIPALITY OR LOCAL BOARD); [Municipal Act, 2001, Section 239 (2) (k)] 

16.

ADJOURNMENT