General Committee Agenda

Meeting Number: 9

Tuesday, June 11, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on June 12, 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 MAY 3 SPECIAL GENERAL COMMITTEE AND MAY 14, 2024 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the May 3, 2024 Special General Committee and May 14, 2024 General Committee meeting be confirmed.

4.

PRESENTATIONS

4.1

PRESENTATION OF ONTARIO PUBLIC WORKS AWARD (12.2.6)

The City of Markham received the following Ontario Public Works Awards:

1. 2023 Public Works Leader of the Year - Awarded to Claudia Marsales
2. Innovating Public Service in Road Maintenance in The City of Markham with Cityrover artificial intelligence - Visual Defence Inc. Cityrover Inc.
3. Enterprise Asset Management Data Model - Awarded to City of Markham

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 May 23, 2024 from York Region be received for information purposes:
     
     1. Water and Wastewater Capital Infrastructure Status Update
     2. Update on Public Works Research and Innovation Program
     3. 2024 Corporate Energy Conservation and Demand Management Plan
     4. Transportation Capital Infrastructure Status Update
     5. 2024 Corporate Asset Management Plan 
     6. Growth and Development Review 2023
     7. 2024 Property Tax Policy
     8. 2023 to 2027 Strategic Plan Year 1 (2023) Progress Report
     9. 2024 Property Tax Rate
     10. Municipal Operation of Long-Term Care Homes

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE MARKHAM PUBLIC LIBRARY - APRIL 22, 2024 (16.0)

• 1. That the minutes of the April 22, 2024 Markham Public Library Board meeting be received for information purposes.

8.2

MINUTES OF THE SEPTEMBER 21, OCTOBER 19, NOVEMBER 23, 2023, AND JANUARY 25, FEBRUARY 22, MARCH 6, 2024 MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA (MVBIA) COMMITTEE (16.0)

• 1. That the minutes of the September 21, October 19, November 23, 2023, and January 25, February 22, March 6, 2024 Markham Village Board Improvement Area meeting be received for information purposes.

8.3

TAX WRITE-OFFS IN ACCORDANCE WITH SECTION 354 OF THE MUNICIPAL ACT, 2001 (7.3)

S. Manson, ext. 7514

• 1. That the report entitled Tax Write-offs in Accordance with Section 354 of the Municipal Act, 2001 be received; and,
  2. That the tax amounts for prior years totalling $636,398, as set out in this report, be written-off pursuant to Section 354 of the Municipal Act, 2001; and,
  3. That the City of Markham’s portion of the write-off of $148,441 be charged to Account 820-820-7040; and,
  4. That the Treasurer be directed to remove these amounts from the Collector’s Roll; and,
  5. That the associated interest be cancelled in proportion to the tax adjustments; and,
  6. That staff be authorized to and directed to do all things necessary to give effect to this resolutions.

8.4

DEVELOPMENT CHARGES AND COMMUNITY BENEFITS CHARGE DECEMBER 31, 2023 RESERVE BALANCES AND ANNUAL ACTIVITY OF THE ACCOUNTS (7.11)

S. Neville, ext. 2659 / K. Ross, ext. 2126

• 1. That the report titled “Development Charge and Community Benefits Charge December 31, 2023 Reserve Balances and Annual Activity of the Accounts” be received by Council as required under Section 43(1) of the Development Charges Act, 1997, as amended, and Section 37(48) of the Planning Act; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.5

AWARD OF CONTRACT 161-S-24 MICROSOFT 365 DYNAMICS CUSTOMER RELATIONSHIP MANAGEMENT (CRM) SOFTWARE (7.13)

L. Ignacio, ext. 2287 / N. Sirry, ext. 4885 /  R. Patano, ext. 2990

• 1. That the report entitled “Award of Contract 161-S-24, Microsoft 365 Dynamics Customer Relationship Management (CRM) Software” be received; and, 
  2. That the City’s existing Microsoft Platform be extended to include Microsoft 365 Dynamics Suite of Business Applications; and,
  3. That Microsoft 365 Dynamics Suite of Business Applications be designated as the preferred solution and software product of the City’s Customer Relationship Management (CRM) service needs at the sole discretion of the City; and,
  4. That Staff proceed with a Request for Proposal for Consulting Services for the Implementation, Integration, Ongoing Support and Maintenance of a Microsoft 365 Dynamics CRM Solution from Qualified Microsoft Partners; and,
  5. That contract 161-S-24 be awarded to Microsoft Canada for an amount to be negotiated but not to exceed $500,000 inclusive of HST for the year-1 software and license services; and,
  6. That the capital costs for the year-1 software and licenses be funded from capital project account 400-101-5399-24076 - ITS - Corporate CRM Systems Implementation, with an available budget of $ 2,470,085 inclusive of HST; and,
  7. That the contract for ongoing software and license services for 4 additional years be awarded to Microsoft Canada in an annual amount to be negotiated but not to exceed $500,000 inclusive of HST, to be funded from 400-400-5361 with a current annual budget of $65,586.36, and subject to the adoption of the 2025 and future operating budgets in the said negotiated amounts; and,
  8. That the Chief Information Officer and the Senior Manager, Procurement and Accounts Payable be authorized to negotiate the Contract with Microsoft Canada on behalf of the City (in its sole discretion), and execute any required documentation in a form satisfactory to the City Solicitor; and,
  9. That the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) (h) where it is necessary or in the best interests of the City to acquire non-standard items or Consulting and Professional Services from a preferred supplier or from a supplier who has a proven track record with the City in terms of pricing, quality, and service; and,
  10. That Microsoft Canada be designated as the preferred vendor for the City’s Customer Relationship Management (CRM) service needs at the sole discretion of the City and for Microsoft Canada software products for the term of this contract; and,
  11. 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 CRM 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, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and further,
  12. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

CONSENT REPORTS - COMMUNITY SERVICES MATTERS

9.1

QUALITY MANAGEMENT SYSTEM - MANAGEMENT REVIEW (5.3)

D. Chan, ext. 2446 / 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.

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 -  APRIL 30, 2024 (16.0) [Municipal Act, 2001, Section 239 (2) (c)(e)(f)(k)]

14.1.2

CYBERSECURITY UPDATE ; THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; (12.0) [Municipal Act 2001, Section 239 (2)(a)]

14.1.3

DISPOSITION OF SURPLUS LANDS (WARD 5) (7.0); A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY OR LOCAL BOARD;

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

14.2

RESTRICTED AND CONFIDENTIAL ITEMS

14.2.1

LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS; RESTRICTED AND CONFIDENTIAL (11.0) [Municipal Act, 2001, Section 239 (2)(d)]

Note: This matter was deferred from the May 28, 2024 General Committee Meeting. 

Note: General Committee to resolve into restricted and confidential session on this matter.

15.

ADJOURNMENT