General Committee Agenda

Meeting Number: 15

Tuesday, September 06, 2022 at 9:30 A.m. - 1:00 P.m.

Live streamed

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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 current treaty holders 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 JUNE 20, 2022 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the June 20, 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 June 14, 2022 from York Region regarding 2022 Development Charges Bylaw Notice of Passage be received for information purposes. 

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE MAY 30, 2022 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the May 30, 2022 Markham Public Library Board meeting be received for information purposes.

7.2

MINUTES OF THE APRIL 20, 2022 AND MAY 18, 2022 ANIMAL CARE COMMITTEE  (16.0)

• 1. That the minutes of the April 20, 2022 and May 18, 2022 Animal Care Committee meeting be received for information purposes.

7.3

MINUTES OF THE MARCH 7, 2022 GERMAN MILLS MEADOW AND NATURAL HABITAT COMMITTEE MEETING (16.0)

• 1. That the minutes of the March 7, 2022 German Mills Meadow and Natural Habitat Committee meeting be received for information purposes.

7.4

MINUTES OF THE FEBRUARY 9, MARCH 23, APRIL 13 & MAY 18, 2022 UNIONVILLE BUSINESS IMPROVEMENT AREA MEETING (16.0)

• 1. That the minutes of the February 9, March 23, April 13 and May 18, 2022 Unionville Business Improvement Area Board meeting be received for information purposes.

7.5

2023 CAPITAL BUDGET PRE-APPROVAL (7.5)

J. Pak, ext. 2514

• 1. That the report dated September 6, 2022 entitled, “2023 Capital Budget Pre-Approval” be received; and,
  2. That Council approve the 2023 Capital Budget pre-approvals, which total $48,879,300 as outlined in Appendices 1 and 2; and,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.6

STAFF AWARDED CONTRACTS FOR JUNE, JULY AND AUGUST 2022 (7.12)

A. Moore, ext. 4711

• 1. That the report entitled “Staff Awarded Contracts for the Months of June, July, August 2022” be received; and,
  2. 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

026-T-18 ROAD REHABILITATION PROGRAM - RESTORATION OF CONCRETE CURB AND SIDEWALK CONTRACT EXTENSION (5.10)

S. Dollmaier, ext. 2748 /  M. Lee, ext. 2239

• 1. That the report entitled “026-T-18 Road Rehabilitation Program – Restoration of Concrete Curb and Sidewalk Contract Extension” be received; and,
  2. That the contract for Restoration of Concrete Curb and Sidewalk be extended for one (1) additional year (from January 1 – December 31, 2023) to De Ferrari Construction Limited in the estimated value of $2,402,562.58 inclusive of HST and subject to Consumer Price Index (CPI) All-items Canada from December 2021 to December 2022; and,
  3. That the award be funded from the capital accounts for the annual Asphalt program subject to Council approval of the 2023 capital budget; and,
  4. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
     1. When the extension of an existing Contract would prove more cost-effective or beneficial; and
     2. Where it is in the City’s best interest not to solicit a competitive bid; and,
  5. That the 2022 contract shortfall in the estimated amount of $203,472.68 inclusive of HST be funded from Life Cycle Replacement and Reserve Fund; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.2

EXTENSION AND ALIGNMENT OF RECYCLING DEPOT SERVICE CONTRACTS (5.1)

C. Marsales, ext. 3560

• 1. That the report entitled “Extension and Alignment of Recycling Depot Service Contracts” be received; and, 

  2. That the tendering process be waived in accordance with the City’s Purchasing By-law # 2017-8, Part II, Section 11.1(c), Non Competitive Procurement which states, “when the extension of an existing Contract would prove more cost-effective or beneficial”; and, 

  3. That the recycling depot service contracts be extended with The Recycle People Corporation for three (3) years from January 1, 2023 to December 31, 2025 in the annual amount of $349,874.70 (Incl. of HST) relating specifically to the three (3) separate contracts below;  

  • • $ 103,226.24 – Recycling Collection and Marketing (201-Q-17)
    • $ 33,518.00 – Styrofoam Densifier (048-S-20)
    • $ 213,130.46 – Recycling Depot Staffing (019-S-19)
    • $ 349,874.70 – Total Amount for 2023

  4. That the 2023 Operating Budget be adjusted by $32,389.75 ($349,874.70 - $317,484.95 = $32,389.75) as outlined in Financial Considerations, subject to Council approval of the 2023 Operating Budget; and, 

  5. That the award amounts in 2024 and 2025 be adjusted for price based upon the Consumer Price Index for All-Items Ontario (May to May) and Council approval of the 2024 and 2025 Operating Budgets; and,

  6. That the Chief Administrative Officer be authorized to extend all three contracts for an additional fourth (4^th) year in 2026, at the same terms and conditions by mutual agreement between the City and the contractor, should the blue box program transition process be delayed; and further, 

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

9.

PRESENTATION - COMMUNITY SERVICES ISSUES

9.1

011-T-22 WINTER ROAD MAINTENANCE CONTRACT UPDATE (5.10)

A. Lam, ext. 4857 / S. Dollmaier, ext. 2748

• 1. That presentation entitled “Tender 011-T-22 Winter Road Maintenance Services” be received; and,
  2. That Council adopts plowing all local roads at 7.5cm and Senior Windrow to be completed in four (4) hours, be awarded for twelve (12) winter seasons (November 16, 2024 – April 15, 2036) in the estimated annual amount of $7,802,885.98 (inclusive of HST); and,
  3. That the estimated budget shortfall of $1,665,086 be phased in over a 3-year period commencing in 2023 and be included as part of the 2023-2025 operating budgets, subject to Council approval of the 2023-2025 operating budgets.

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

10.1

MINUTES OF THE MAY 11, 2022 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, 2022 Markham Sub-Committee meeting:

That the General Committee consider the following motion passed at the May 11, 2022, Markham Sub-Committee meeting:

1. That the staff report and presentation on the “Swan Lake- 2021 Water Quality Status and Updates” be received; and,
2. That the FOSLP (Friends of Swan Lake Park) presentation “Action Plan For Restoration of Swan Lake and Swan Lake Park” and York University presentation on the research it is proposing on the use charcoal filter system to remove nutrients and chloride be received and referred to staff; and further,
3. That staff report back on the feasibility, and implications of designating Swan Lake a natural heritage asset, as part of the Official Plan update.

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.

CONFIDENTIAL ITEMS

That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into ta confidential session to discuss the following matters: 

15.1

FINANCE & ADMINISTRATIVE ISSUES

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- JUNE 20, 2022 (16.0) [Section 239 (2)(a)(c)]

15.1.2

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; 2023 CAPITAL BUDGET PRE-APPROVAL (7.13) [239 (2)(a)] 

16.

ADJOURNMENT