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

Meeting Number: 1

Tuesday, December 06, 2022 at 1:00 P.m. - 5:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on December 13, 2022.

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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 6, 2022  GENERAL COMMITTEE MEETING (16.0)

• 1. That the minutes of the September 6, 2022 General Committee meeting be confirmed.

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 communication dated November 10, 2022 from York Region regarding Bill 23 More Homes Built Faster Act 2022, be received for information purposes.

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE JUNE 27, SEPTEMBER 27, 2022 AND OCTOBER 25, 2022 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the June 27, September 26, and October 25, 2022 Markham Public Library Board meeting be received for information purposes. 

7.2

MINUTES OF THE JUNE 6, SEPTEMBER 12 AND OCTOBER 3, 2022 RACE RELATIONS COMMITTEE MEETING (16.0)

• 1. That the minutes of the June 6, September 12 and October 3, 2022 Race Relations Committee meeting be received for information purposes. 

7.3

MINUTES OF THE NOVEMBER 7, 2019, SEPTEMBER 6 AND OCTOBER 6, 2022 MARKHAM SANTA CLAUS PARADE COMMITTEE MEETING (16.0)

• 1. That the minutes of the November 7, 2019, September 6 and October 6, 2022 Markham Santa Claus Parade Committee meeting be received for information purposes. 

7.4

MINUTES OF THE MAY 18 AND JUNE 15, 2022 ANIMAL CARE COMMITTEE MEETING (16.0)

• 1. That the minutes of the May 18, and June 15, 2022  Animal Care Committee meeting be received for information purposes. 

7.5

MINUTES OF THE APRIL 25, MAY 16, JUNE 20, SEPTEMBER 19, AND OCTOBER 17, 2022 ACCESSIBILITY ADVISORY COMMITTEE MEETING (16.0)

• 1. That the minutes of the April 25, May 16, June 20, September 19, and October 17, 2022 Accessibility Advisory Committee meeting be received for information purposes. 

7.6

MINUTES OF THE AUGUST 29, 2022 GERMAN MILLS COMMUNITY CENTRE BOARD MEETING (16.0)

• 1. That the minutes of the August 29, 2022 German Mills Community Centre Board meeting be received for information purposes.

7.7

MINUTES OF THE JUNE 15, JULY 20, SEPTEMBER 21 AND OCTOBER 19, 2022 UNIONVILLE BUSINESS IMPROVEMENT AREA COMMITTEE MEETING (16.0)

• 1. That the minutes of the June 15, July 20, September 21 and October 21, 2022 Unionville Business Improvement Area Committee meeting be received for information purposes. 

7.8

MINUTES OF THE JUNE 27, 2022 BOX GROVE COMMUNITY CENTRE BOARD MEETING (16.0)

• 1. That the minutes of the June 27, 2022 Box Grove Community Centre Board meeting be received for information purposes. 

7.9

CONTRACTS #197-SS-22 SUPPLY, DELIVERY, INSTALLATION AND STORAGE OF OFFICE FURNITURE THROUGH THE GOVERNMENT OF ONTARIO VOR ARRANGEMENT (TENDER# 13685) AND #198-S-22 SUPPLY AND DELIVERY OF SEATING FURNITURE (7.12)

I. Hyat, ext. 2568 / F. Chan, ext. 3189

• 1. That the report entitled “Contracts 197-S-22 Supply, Delivery, Installation and Storage of Office Furniture through the Government of Ontario VOR arrangement (Tender 13685) and #198-S-22 Supply and Delivery of Seating Furniture”, be received; and, 
  2. That the Supply, Delivery Installation and Storage of Office Furniture through the Government of Ontario VOR arrangement (Tender 13685) be awarded to POI Business Interiors (“POI”), the local authorized dealer of Steelcase furniture, for an initial term of 14 months (December 1, 2022 – January 31, 2024) in the amount of $87,500.00 inclusive of HST impact, and for up to two (2) additional one-year optional terms (February 1, 2024 – January 31, 2026) in the amount of $150,000.00 ($75,000 annual upset limit); and,
  3. That pricing for POI be fixed in the initial term and adjustments for each optional year be based on the Consumer Price Index (CPI) Ontario All-Items (July to July); and, 
  4. That the Supply and Delivery of Seating Furniture be awarded to NUA Office Inc. (“NUA”), the local authorized dealer of Allsteel furniture, to an annual upset limit of $50,000 inclusive of HST impact, for an initial term of one (1) year and up to four (4) additional one-year optional terms, totaling $250,000 inclusive of HST impact; and,
  5. That pricing for NUA be adjusted, based on manufacturer’s price increase for products and Consumer Price Index (CPI) Ontario All-Items (July to July) for services, subject to City’s approval and,
  6. That the initial terms awarded to POI and NUA be funded from capital project Corporate Accommodation, GL account 750-101-5399-22074; and,
  7. That the amount to fund the additional optional terms be requested as part of the annual capital budget process, subject to Council approval; and,
  8. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (g) & (h), which state “where it is in the City’s best interest not to solicit a competitive Bid” and “where it is in the best interests of the City to acquire non-standard items or Professional Services from a supplier who has a proven track record with the City in terms of pricing, quality and service”; and,
  9. That the CAO be authorized to execute agreements with POI and NUA in forms satisfactory to the City Solicitor; and,
  10. That the CAO be authorized to extend the contract with POI for up to two (2) additional one-year terms and with NUA for up to four (4) additional one-year terms; and further, 
  11. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.10

STATUS OF CAPITAL PROJECTS AS OF SEPTEMBER 30, 2022 (7.5)

J. Pak, ext. 2514  |  K. Lee, ext. 2963  |  G. DSilva, ext. 2964

• 1. That the report dated December 6, 2022 titled “Status of Capital Projects as of September 30, 2022” 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 $751,973 be transferred to the original sources of funding as identified on Exhibit B; and,
  3. That the Projects Closed and Not or Partially Initiated, as identified on Exhibit C, be approved for closure and funds in the amount of $66,100 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 $1,751,105 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 $56,316 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 $46,220 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 $9,616 to the approved amount of $100,000; and,
  8. That the following new capital projects, initiated subsequent to the approval of the 2022 capital budget, be received:
     1. Project 22343 – John Street Bridge Expansion Joint Replacement – Budget of $50,371 to be funded from the Non-DC Capital Contingency.
     2. Project 22345 – High Frequency Rail Project - Markham Station – Budget of $87,396 to be funded 50% by DCA and 50% by York Region.
     3. Project 22352 – Thornhill Fitness Spa Dectron Unit – Budget of $66,000 to be funded from the Non-DC Capital Contingency.
     4. Project 22353 – South Unionville Underground Storage Tank - Design – Budget of $102,040 to be funded from Gas Tax; and further, 
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.11

APPOINTMENT OF MEMBERS TO THE MARKHAM MAYORS YOUTH COUNCIL (16.24)

M. Creighton, ext. 7515

• 1. That the Report "Appointment of Members to the Markham Mayor’s Youth Council" for the period of September 7, 2022 to June 30, 2023 be received; and, 
     
  2. That the following Appointments of Members to the Markham Mayor’s Youth Council be confirmed for the term September 7, 2022 to June 30, 2023; and further, 

  Name	School	Grade	Ward
  Sabine Cuesta	St. Robert Catholic High School	9	1
  Silken Cheung-Ege	St. Brother Andre Catholic High School	9	4
  Christian Matros	St. Robert Catholic High School	9	1
  Varna Venkatesh	Markville Secondary School	9	6
  Benjamin Kim	Huron Heights Secondary School	9	8
  Zoe Chakraborty	St. Robert Catholic High School	10	1
  Jin Zhou	Thornhill Secondary School	10	1
  Melody Cao	Bayview Secondary School	10	2
  Mehrava Afshani	Bayview Secondary School	10	2
  Hadia Rasool	Markham District High School	10	7
  Arya Waza	Father Michael McGivney Catholic High School	10	7
  Aiden Ma	St. Robert Catholic High School	11	1
  Elyssa Qi	St. Augustine Catholic High School	11	2
  Anjani Sharma	St. Augustine Catholic High School	11	3
  Tom Zheng	Crescent School	11	3
  Jiabei He	Bill Hogarth Secondary School	11	5
  Callista Chan	St. Augustine Catholic High School	11	6
  Karina Florea	Thornhill Secondary School	12	1
  Stephanie Sheng	Bayview Secondary School	12	2
  Eric Gao	Unionville High School	12	3
  Allen Wang	Unionville High School	12	3
  Enya Law	Bill Hogarth Secondary School	12	5
  Gloria Huang	Bill Hogarth Secondary School	12	5
  Isabelle Cai	Unionville High School	12	5
  Rachel Zhang	Pierre Elliott Trudeau High School	12	5

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

7.12

AWARD OF PROPOSAL 031-R-22 CITY OF MARKHAM GROUP BENEFITS PROVIDER (YORK COOP CRFP2021-02) (7.0)

B. Mok, ext  2337 / R. Patano, ext 2990

• 1. That the report “Award of Proposal 031-R-22 City of Markham Group Benefits Provider (York Coop #CRFP2021-02)” be received; and, 
  2. That Award of Proposal 031-R-22 City of Markham Services Group Benefits Provider (York Coop # CRFP2021-02)”, Part A - Group Benefits – Accidental Death and Dismemberment be awarded to Industrial Alliance for a five (5) year contract term (January 1, 2023 – December 31, 2027) with an option for five additional one (1) year terms, in the estimated 2023 amount of $30,411 exclusive of tax, to be funded from account 030 220 0034 Accidental Death and Dismemberment; and, 
  3. That Award of Proposal 031-R-22 City of Markham Group Benefits Provider (York Coop #CRFP2021-02)”, Part B - Group Benefits – Health, Dental, Life and Long Term Disability) be awarded to Sun Life Financial of Canada for a five (5) year contract term, (January 1, 2023 – December 31, 2027), with an option for five additional one (1) year terms, in the estimated 2023 amount of $627,688 exclusive of tax (excluding the cost of ASO funded Extended Health and Dental claims of approximately $6M), to be funded from various benefit accounts as described in the report; and, 
  4. That the Chief Administrative Officer (CAO) and City Solicitor and Director of People Services be authorized to execute an agreement with Industrial Alliance for the provision of the Group Benefits – Accidental Death and Dismemberment), in a form satisfactory to the City Solicitor and Director of People Services; and, 
  5. That the Chief Administrative Officer (CAO) and City Solicitor and Director of People Services be authorized to execute an agreement with Sun Life Financial of Canada for the provision of the Group Benefits – Health, Dental, Life and Long Term Disability), in a form satisfactory to the City Solicitor and Director of People Services; and, 
  6. That Staff be authorized to amend the award amounts in years 2028-2032 to reflect changes to the budget accounts approved by Council during the annual budget process; and further, 
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

8.1

CITYWIDE MULTI-PHASE SANITARY SYSTEM DOWNSPOUT DISCONNECTION PROGRAM - ANNUAL PROGRESS UPDATE (5.3)

S. Gao, ext. 6230  /  J. Zi, ext. 5881

• 1. That the report entitled “Citywide Multi-Phase Sanitary System Downspout Disconnection Program – Wrap-up Report” be received; and, 
  2. That the Citywide Multi-Phase Sanitary System Downspout Disconnection Program (DDP) has been successfully completed by investigating and disconnecting downspouts that connected to the sanitary sewer system within the high risk of basement flooding area in Thornhill, Unionville and Markham Village; and, 
  3. That the staff recommends to conclude the current DDP for the already identified high risk of basement flooding area in Thornhill, Unionville and Markham Village; and further, 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

9.1

INDEPENDENT ELECTRICITY SYSTEM OPERATOR EXPEDITED LONG-TERM RELIABILITY REQUEST FOR PROPOSALS ("E-LT1 RDP") MUNICIPAL SUPPORT RESOLUTION (5.0)

J. Wong, ext. 2368

• 1. That the report “Independent Electricity System Operator Expedited Long-Term Reliability Request for Proposals (“E-LT1 RFP”) Municipal Support Resolution” be received; and,
  2. That Markham City Council support the Alectra/Convergent proposed Battery Energy Storage Systems at 7970 Markham Road (Ward 7) and 3430 14^th Ave (Ward 8) by issuing a Municipal Support Resolutions for the E-LT1-RFP in the form shown in Appendix A; and,
  3. That the Director of Sustainability & Asset Management be delegated the signing authority for any additional Municipal Support Resolutions requested for the E-LT1-RFP or similar on behalf of the City of Markham; and further, 
  4. That staff be authorized to do all things necessary to give effect to this resolution.

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

10.1

QUALITY MANAGEMENT SYSTEM MANAGEMENT REVIEW (5.3)

V. Feng, ext. 2737

• 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.

10.2

REQUEST FOR PROPOSAL 188-R-22 THORNLEA POOL MAINTENANCE (3.0)

D. Chung, ext. 2025 / M. Barrow, ext. 3788

• 1. That the report entitled “Request for Proposal 188-R-22 Thornlea Pool Maintenance” be received; and,
  2. That the contract for Services be awarded to the sole bidder, PPL Aquatic, Fitness & Spa Group Inc. for a term of two (2) years in the total amount of $425,336.44 inclusive of HST as per the following; and, 
     • January 1, 2023- December 31, 2023 - $212,668.22
     • January 1, 2024- December 31, 2024 - $212,668.22

     • Total: $425,336.44

  3. That the contract include an option for the City (in its sole discretion) to extend the contract for up to three (3) additional one (1) year terms. Pricing will be firm for the first two years of the contract and prices in years three, four and five will be subject to Consumer Price Index (CPI) increase (All-Items Ontario March) to a maximum of 4%; and,
  4. That the Director of Recreation and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for an additional three (3) one year periods subject to Council’s approval of the annual operating budget, vendor performance, and an increase based on the CPI (All-Items Ontario March) to a maximum of 4%; and,
  5. That the award be funded from the Recreation Service facility maintenance account 501-911-5314, subject to Council approval of the 2023-2027 operating budgets; and, 
  6. The annual shortfall of $25,668.22 be captured as part of the 2023 contract escalations and adjusted accordingly, subject to Council approval of the 2023-2027 operating budgets; and further, 
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

10.3

CONSULTING SERVICES TO SECURE ACCESS TO COMMUNITY DATA INSIGHTS AND ANALYSIS (7.12)

C. Rickett, ext. 4871

• 1. That the report entitled “Consulting Services to Secure Access to Community Data Insights and Analysis” be received; and,          
  2. That the tendering process for consulting services to secure access to community data insights and analysis” be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 Non Competitive Procurement, item (b) which states, “Where there is only one source of supply for the goods to be purchased”; and, 
  3. That the contract for consulting services be awarded to Environics Analytics for a five (5) year term in the amount of $387,507.00 inclusive of HST; and, 
     • $74,862 Year 1 (2023)
     • $76,155 Year 2 (2024)
     • $77,475 Year 3 (2025)
     • $78,821 Year 4 (2026)
     • $80,194 Year 5 (2027)
     • Total   $387,507
  4. That the 2023-2027 award amounts be funded from the 2023 Capital Project - City of Markham Environics  Analytics, and operating  accounts 610 998 5808 (Business Development), 998 100 5630 (Library), and 500 998 5630 (Recreation) subject to Council approval of the annual budget; and further, 
  5. 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".

14.

ANNOUNCEMENTS

15.

ADJOURNMENT