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

Meeting Number: 15

Tuesday, June 06, 2023 at 12:30 P.m. - 4:30 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on June 14, 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

4.

DEPUTATIONS

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

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

• 1. That the following communications dated May 23, 2023 from York Region be received for information purposes:
     1. 2019 to 2023 Strategic Plan Final Year 4 (2022) Progress Report
     2. Bill 97 Proposed Legislative Changes
     3. 2022 Regional Centres and Corridors Update
     4. Community Investment Fund – Recommended Priorities
     5. 2021 and 2022 Paramedic Response Time Performance Plan Final Results
     6. Update to Parking and Stopping on Regional Roads Bylaw
     7. 2022 Regional Greening Strategy Achievements

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE JANUARY 25, FEBRUARY 22, MARCH 8 AND MARCH 29, 2023 UNIONVILLE BUSINESS IMPROVEMENT AREA BOARD MEETING (16.0)

• 1. That the minutes of the January 25, February 22, March 8 and March 29, 2023 Unionville Business Improvement Area Committee meeting be received for information purposes. 

7.2

STATUS OF CAPITAL PROJECTS AS OF MARCH 31, 2023 (7.5)

J. Pak, ext 2514 / J. Lee, 2963 / G. DSilva, ext. 2964

• 1. That the report dated June 6, 2023 titled “Status of Capital Projects as of March 31, 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 in the amount of $3,986,605 be transferred to the original sources of funding as identified on Exhibit B; and,
  3. That the Projects Closed, and Not/Partially Initiated, as identified on Exhibit C, be approved for closure and funds in the amount of $128,329 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 $758,809 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 $156,827 to the approved amount of $100,000; and,
  6. That the Design Capital Contingency Project be topped up from the Development Charges – Parks Development Reserve by $47,912 to the approved amount of $100,000; and,
  7. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $148,680 to the approved amount of $100,000; and,
  8. That the Staff approved draws from Other Reserves as part of the Capital Contingency process in the amount of $99,208 be received; and,
  9. That the funding source for $55,000 in Project 23155 - Low-Carbon Vehicle Policy Study and Strategy, originally to be funded by Federation of Canadian Municipalities (FCM) grant, be changed from FCM grant to Markham Energy Conversation Office (MECO) fund; and,
  10. That the following new capital projects, initiated subsequent to the approval of the 2023 capital budget, be received:
      • Project 22354 – Emergency Repairs – Cornell Pool – Budget of $50,000 to be funded from the Non-DC Capital Contingency; and, 
      • Project 23300 – Development Fee and Building Bylaw Review – Budget of $121,105 to be funded by Development Fees; and further, 
  11. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.3

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

A. Moore, ext. 4711

• 1. That the report entitled “Staff Awarded Contracts for the Month of April 2023” be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.4

THORNLEA POOL - TANK REPAIR, WATER PROOFING AND TILE REPLACEMENT UPDATE (6.0)

D. Honsberger, ext. 2331 / R. England, ext. 2674

• 1. That the report entitled “Thornlea Pool - Tank Repair, Water Proofing and Tile Replacement Update” be received; and,
  2. That the contract for the Thornlea Tank Repair and Tile Replacement be awarded to Canada Construction Limited in the amount of $832,905.60 inclusive of HST; and,
  3. That a contingency in the amount of $83,290.56 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 a budget in the amount of $79,372.80 inclusive of HST, be allocated for the purchase of tile for this project; and, 
  5. That the cost of $995,568.96 ($832,905.60 + $83,290.56 + $79,372.80) be funded from Thornlea Pool Restoration Capital project 21208, which has an available budget of $703,396.00; and,
  6. That the budget shortfall in the amount of $292,172.96 ($995,568.96 - $703,396.00) be funded from Lifecycle Replacement Reserve; and,
  7. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (c) which states “when the extension of an existing Contract would prove more cost-effective or beneficial” and (g) where it is in the City’s best interest not to solicit a competitive Bid; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY MATTERS

8.1

QUALITY MANAGEMENT SYSTEM MANAGEMENT REVIEW (5.3)

D. Chan, ext. 2446

• 1. That the report titled “Quality Management System Management Review” be received; and,
  2. That Council, as the Owner of the City’s drinking water system, acknowledge and support the outcome and action items identified from the Management Review; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

PRESENTATIONS - FINANCE & ADMINISTRATIVE MATTERS

9.1

BY-LAW ENFORCEMENT SERVICE DELIVERY REVIEW  (2.0)

Tammy Carruthers, Principal & CEO, John Skorobohacz, Consultant, Angela Gravelle, Consultant, Sarah Hobbs, Project Support, WSCS Consulting will be in attendance to provide a presentation on this matter. 

• 1. That the presentation entitled "By-Law Enforcement Service Delivery Review", be received; and further, 
  2. That staff report back in the Fall 2023 with an implementation plan.

10.

PRESENTATIONS - ENVIRONMENT & SUSTAINABILITY MATTERS

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.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

11.1

MINUTES OF THE MAY 11, 2023 MARKHAM SUB-COMMITTEE SWAN LAKE MEETING (16.0)

Note: Committee has the option to endorse, amend, refer to staff or receive for information the following recommendation from the May 11, 2023 Markham Sub-Committee meeting:

• That the General Committee consider the following motion passed at the May 11, 2023, Markham Sub-Committee meeting:

  1. That the report entitled “Swan Lake- 2022 Water Quality Status and Updates” be received; and,
  2. That Staff continue to implement the Long-term Management Plan for Swan Lake approved by Council in December 2021, including advancement of submerged aquatic vegetation, research into chloride treatment, and flow diversion evaluation (previously in Phases 2 and 3 of the Plan); and,
  3. That Staff report back annually on water quality results and evaluation of adapted Core and Complementary measures for consideration in Phase 2 of the Plan through the Markham Sub-Committee with the participation of the Friends of Swan Lake Park; and,
  4. That the next review of the Plan will be in 2026 (after the completion of Phase 1 and other measures as listed under item 2); and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

12.

MOTIONS

13.

NOTICES OF MOTION

14.

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".

15.

ANNOUNCEMENTS

16.

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:

16.1

FINANCE & ADMINISTRATIVE MATTERS

16.1.1

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING CITY OR LOCAL BOARD EMPLOYEES; (7.1) [MUNICIPAL ACT, 2001, Section 239 (2) (b)] 

16.1.2

NET ZERO FACILITY PROJECT FUNDING UPDATE (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) (6.0)

[MUNICIPAL ACT, 2001, Section 239 (2) (k)]

17.

ADJOURNMENT