Electronic General Committee Meeting
Revised Agenda
Revised Items are Italicized.

Meeting Number: 14

Monday, October 19, 2020 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on October 27, 2020.

 

---

1.

CALL TO ORDER

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE OCTOBER 5, 2020 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the October 5, 2020 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 from York Region entitled Major Transit Station Areas Endorsement Report be received for information purposes.

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE JUNE 22, 2020 MARKHAM PUBLIC LIBRARY BOARD (16.0)

• 1. That the minutes of the June 22, 2020 Markham Public Library Board meeting be received for information purposes.

   

7.2

2021 INTERIM SPENDING AUTHORITY PENDING APPROVAL OF BUDGET (7.0)

L.Chen, ext. 3880

• 1. That the report titled “2021 Interim Spending Authority Pending Approval of Budget”, be received; and,
  2. That Council approve 50% of the City’s 2020 Operating, Waterworks, Planning & Design, Building Standards and Engineering budgets, equal to $205,261,876, as a pre-budget approval for 2021 operating expenditures; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.3

2021 INTERIM SPENDING AUTHORITY PENDING APPROVAL OF UNIONVILLE AND MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA BUDGETS (7.0)

L. Chen, ext. 3880

• 1. That the report titled “2021 Interim Spending Authority Pending Approval of Unionville Business Improvement Area and Markham Village Business Improvement Area Budgets”, be received; and,
  2. That Council approve 50% of the 2020 Operating Budget equivalent to the amounts of $107,111 for the Unionville BIA (UBIA) and $154,976 for the Markham Village BIA (MVBIA) as pre-budget approval for 2021 operating expenditures; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.4

2021 TEMPORARY BORROWING BY-LAW (7.3)

L. Chen, ext. 3880

• 1. That the report titled “2021 Temporary Borrowing By-law” be received; and, 
  2. That a by-law be brought forward for Council approval to authorize the temporary borrowing, if required, of amounts not to exceed $205,261,876 from January 1, 2021 to September 30, 2021, and $102,630,938 from October 1, 2021 to December 31, 2021 to meet the expenditures of the municipality until taxes are collected and other revenues are received; and,
  3. That the Treasurer report to Council in advance of borrowing, if temporary borrowing is required; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.5

STAFF AWARDED CONTRACTS FOR THE MONTH OF SEPTEMBER 2020 (7.12)

A. Moore, ext. 4711

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

      

7.6

AWARD OF PROPOSAL 005-R-20 SUPPLY AND IMPLEMENTATION, UNIFIED COMMUNICATION AND VOIP PHONE SYSTEM (7.12)

M. Islam, ext. 2322, S. Rao, ext. 4868 and R. Patano, ext. 2990

• 1. That the report entitled “Award of Proposal 005-R-20 Supply and Implementation, Unified Communication and VoIP Phone System; and,
  2. That the contract for 005-R-20 Supply and Implementation, Unified Communication and VoIP Phone System be awarded to the highest ranked/lowest priced bidder, Unity Connected Solutions Inc. in the amount of $1,364,866.34 inclusive of HST, to an upset limit of $750,321.41 for the hardware, licenses, software, training and implementation costs and $614,544.93 for nine years of warranty, ongoing support and maintenance; and,
  3. That the hardware, licenses, software, training and implementation costs to the upset limit amount of $750,321.41 be funded from capital project 18079, IT Life Cycle Asset Replacement, GL account 49-6150-18079-005 and capital project 19063, ITS - City Wide Telephone System Replacement, GL account 49-6150-19063-005, with a combined available budget of $764,759.42; and,
  4. That the cost of the warranty, support and maintenance fee for six (6) years in the amount of $406,401.96 inclusive of HST and $208,142.97 for the three (3) additional optional years be funded from #400-404-5461 with current annual budget of $107,508.64 and subject to Council approval of the 2021-2029 operating budgets in the amounts of;
     1. Year 1 (2021) - $ 67,733.66
     2. Year 2 (2022) - $ 67,733.66
     3. Year 3 (2023) - $ 67,733.66
     4. Year 4 (2024) - $ 67,733.66
     5. Year 5 (2025) - $ 67,733.66
     6. Year 6 (2026) - $ 67,733.66
     7. Year 7 (2027) - $ 69,380.99*
     8. Year 8 (2028) - $ 69,380.99*
     9. Year 9 (2029) - $ 69,380.99*
        Total - $614,544.93
        *Optional Year Renewal
  5. That surplus capital budget in the amount of $14,438.01 in Capital Project 19063 be returned to sources; THAT the 2021 operating budget of #400-404-5461 be reduced by $39,774.98; and,
  6. That the Chief Information Officer and Senior Manager Procurement & Accounts Payable be authorized to execute the additional renewal years for the life cycle of the project (at the sole discretion of the City); and,
  7. That Unity Connected Solutions Inc. be designated as the preferred vendor for the City’s telephony service needs and for Mitel Hardware and software products for the term of this contract; and,
  8. That the purchase orders may be adjusted to acquire additional Mitel hardware and software to support growth and/or future telephone system upgrade or integration related projects, subject to the Expenditure Control Policy and budget approval; and,
  9. That the Chief Information Officer and Senior Manager, Procurement & Accounts Payable be authorized to approve any new purchases related to this contract needed due to growth and/or future telephone system upgrade 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; and further,
  10. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.7

2021 BUDGET SCHEDULE (7.0)

L. Chen, ext. 3880

• 1. That the report dated October 19, 2020 titled “2021 Budget Schedule” be received; and
  2. That the following schedule for the 2021 Budget be approved with the dates and times below:
     Meeting #1 – Tuesday, November 3, 2020 (9:00 a.m. to 12:00 p.m.)
     Meeting #2 – Friday, November 6, 2020 (9:00 a.m. to 12:00 p.m.)
     Meeting #3 – Tuesday, November 10, 2020 (9:00 a.m. to 12:00 p.m.)
     Meeting #4 – Friday, November 13, 2020 (9:00 a.m. to 12:00 p.m.)
     General Committee – Monday, November 16, 2020 (9:30 a.m.)
     – Draft presentation of the proposed 2021 Budget for the public meeting
     Meeting #5 – Tuesday, November 17, 2020 (9:00 a.m. to 12:00 p.m.)
     Meeting #6 – Friday, November 20, 2020 (9:00 a.m. to 12:00 p.m.)
     Public Meeting – Wednesday, November 25, 2020 (7 p.m. to 9 p.m.)
     – Feedback from the public meeting will be incorporated into the report to Council
     Meeting #7 – Friday, November 27, 2020 (9:00 a.m. to 12:00 p.m.) – if required
     Council Decision – Wednesday, December 9, 2020 (1:00 p.m.)
     Press Conference – Thursday, December 10, 2020 (10:00 a.m.)
  3. That the following schedule for the 2021 Water & Wastewater Rate be approved with the dates and times below:
     General Committee – Monday, November 2, 2020 (9:30 a.m.)
     Public Meeting – Thursday, November 12, 2020 (6:30 p.m. to 7:30 p.m.)
     – Feedback from the public meeting will be incorporated into the report to Council
     Council Decision – Wednesday, December 9, 2020 (1:00 p.m.); and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

8.1

ASSET MANAGEMENT PLAN PROGRESS UPDATE – REVISED (5.0)

• 1. That Council receive the Asset Management Plan Progress Update.

9.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

9.1

EAST MARKHAM WORKS YARD (5.0)

C. Brygidyr, ext. 2678

Note:  Presentation attached. 

Note: Graham Seaman, Director, Sustainability & Asset Management  will be in attendance to provide a presentation on this matter. 

• 1. That the presentation entitled “East Markham Works Yard – General Committee – October 19, 2020” be received; and,
  2. That the request budget increase to the capital project in the amount of $1,503,734 (incl HST) be funded from Development Charges Reserves in the amount of $1,455,140.65 or 97.5%, and the Non-DC Growth Reserve in the amount of $37,593.35 or 2.5%; and,
  3. That the City grant an easement to Alectra Utilities, for nominal consideration over part of the lands municipally knows as 10192 9^th Line acceptable to the City’s Senior Manager of Real Property in the event that such easement is required by Alectra to provide services to the site (the “Alectra Easement”); and,
  4. That the Mayor and Clerk be authorized to execute agreement(s) with Alectra Utilities required for the development of a works yard on the land municipally known as 10192 9^th Line and to convey the Alectra Easement, if required, provided the form of such agreement(s) is satisfactory to the City Solicitor and the CAO: and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

10.

REGULAR REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

10.1

2020 MARKHAM ENVIRONMENTAL SUSTAINABILITY FUND (MESF), FUNDING APPLICATIONS APPROVAL (7.0, 5.7)

C. Marsales, ext. 3560

• 1. That the report entitled “2020 Markham Environmental Sustainability Fund (MESF), Funding Applications Approval’ be received; and, 
  2. That the external funding application Pollinators: Bees, Butterflies and Beyond submitted by Swan Lake for a pollinator awareness and planting project, for $3,730.90, be approved to be funded from the MESF reserve; and, 
  3. That the internal funding application for a Smart Irrigation System Pilot at Milliken Mills Park for $6,200.00, submitted by the Environmental Services Department be approved to be funded from the MESF reserve; and further, 
  4. That further, 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.

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 ISSUES

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES OCTOBER 5, 2020 (16.0) [ Section 239 (2) (b)(a)]

15.1.2

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;- TELECOMMUNICATION MUNICIPAL CONSENT (8.0) [SECTION 239 (2) (k)]

15.2

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

15.2.1

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; LEASE UPDATE (8.2) [SECTION 239 (2) (a)]

16.

ADJOURNMENT