Electronic General Committee Meeting
Revised Agenda
Revised Items are Italicized.

Meeting Number: 9

Monday, May 31, 2021 at 9:30 A.m. - 1:00 P.m.

Live streamed

Note: Due to COVID-19, our facilities are closed to the public. Access is not permitted to the Markham Civic Centre and Council Chamber.

Members of the public can participate by:
1. VIEWING THE ONLINE LIVESTREAM
General Committee meetings are video and audio streamed at: https://pub-markham.escribemeetings.com/

 

2. EMAILING A WRITTEN SUBMISSION:
Members of the public may submit written deputations by email to .

Written submissions must be received by 5:00 p.m. the day before the meeting*

*If the deadline for written submission has passed, you may:
a. Email your written submission directly to Members of Council; or
b. Make a virtual deputation at the meeting by completing and submitting an online Request to Speak Form
*If the deadline for written submission has passed and Council has finished debate on the item at the meeting, you may email your written submission directly to Members of Council.

3. REQUEST TO SPEAK / VIRTUAL DEPUTATION :
Members of the public who wish to make a live virtual deputation, please register prior to the start of the meeting by:
1. Completing an online Request to Speak Form  or,
2. E-mail providing full name, contact information and item they wish to speak, or,
3. If you do not have access to email, contact the Clerk's office at 905-479-7760 on the day of the meeting.
*If Committee has finished debate at the meeting on the item, you may email your written submission directly to Members of Council. The list of Members of Council is available online at this link.

 

Alternate formats for this document are available upon request.
General Committee meetings are live video and audio streamed on the City's website.
Closed captioning during the video stream may be turned on by clicking the [cc] icon located at the lower right corner of the video screen.
Please bring this General Committee Agenda to the Council meeting on June 8, 2021.

 

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1.

CALL TO ORDER

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MAY 10, 2021 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the May 10, 2021 General Committee meeting be confirmed.

4.

DEPUTATIONS

5.

COMMUNICATIONS

6.

PETITIONS

7.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

7.1

CITY OF MARKHAM COYOTE RESPONSE PRESENTATION (2.8)

M. Pettit, ext. 8220 and C. Lehman, ext. 2131 

• 1. That the presentation entitled “City of Markham Coyote Response”, be received.

7.2

PRESENTATION FROM COYOTE WATCH CANADA (2.8)

Note: Lesley Sampson, Founding Executive Director, Coyote Watch Canada will be in attendance to provide a presentation.

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

8.1

MINUTES OF THE MARCH 5, 2020 GERMAN MILLS NATURAL HABITAT LIAISON COMMITTEE (16.0)

• 1. That the minutes and notes of the March 5, 2020 German Mills Natural Habitat Liaison Committee meeting be received for information purposes.

8.2

MINUTES OF THE FEBRUARY 17, 2021 AND MARCH 17, 2021 ANIMAL CARE COMMITTEE (16.0)

• 1. That the minutes and notes of the February 17, 2021 and March 17, 2021 Animal Care Committee meeting be received for information purposes.

8.3

MINUTES OF THE MARCH 16, 2021 WASTE DIVERSION COMMITTEE (16.0)

• 1. That the minutes and notes of the March 16, 2021 Waste Diversion Committee meeting be received for information purposes.

8.4

MINUTES OF THE APRIL 12, 2021 RACE RELATIONS COMMITTEE

• 1. That the minutes and notes of the April 12, 2021 Race Relations Committee meeting be received for information purposes.

8.5

MERCHANT SERVICES CONTRACT (7.12)

D. Chung, ext. 2025

• 1. That the report entitled “Merchant Services Contract” be received; and,
  2. That the contract for payment services be awarded to the lowest priced respondent, Global Payment Solutions; and,
  3. That staff be authorized to enter into a Merchant Services Agreement with Global Payment Solutions for a five year term; May 1, 2021 – April 30, 2026; AND,
  4. That the total cost of the merchant fees, hardware, support and maintenance fees for the four year term in the estimated amount of $2,133,235 be funded from the existing departmental credit card accounts, subject to Council approval of the 2021 - 2026 operating budgets in the amount of:
     • 2021: $142,216 (May 1 – December 31)
     • 2022: $426,647
     • 2023: $426,647
     • 2024: $426,647
     • 2025: $426,647
     • 2026: $284,431 (January 1 - April 30)
     • Term Total: $2,133.235 and,
  5. That the Treasurer be authorized to extend the contract for Merchant Services for an additional five (5) year period, May 1, 2026 – April 30, 2031, subject to the approval of the annual operating budget, performance and mutually agreed upon fees by both parties; and further,
  6. That staff be authorized and directed to do all things necessary to give effect to this resolution.

8.6

WIDE AREA NETWORK (WAN) CONNECTIVITY SERVICES (7.9)

N. Sirry, ext. 4885

• 1. That the report entitled “Contract Award for Wide Area Network (WAN) Connectivity Services” be received; and,
  2. That the contract Wide Area Network (WAN) Connectivity Services (One time - for network installation) (Recurring - WAN connectivity services) be awarded to YorkNet in the amount of $3,628,268 ($3,240,726 + $387,542) inclusive of HST impact; and,
  3. That the capital costs be funded from a new Capital account to be established and called “ITS – WAN Infrastructure”, in the amount of $387,542 inclusive of HST impact; and,
  4. That the new Capital account be funded from the Facility Ramp-up Reserve, in the amount of $387,542 inclusive of HST impact; and,
  5. That the contract for WAN connectivity services costs for 10 years be awarded to YorkNet in the amount of $3,240,726 inclusive of HST(specific to 10GB) and be funded from 400-400-5108 with a current annual budget of $261,259, and subject to Council approval of the 2023-2032 operating budgets in the amounts of:
     1. Year 1 (2023) - $ 295,959 *
     2. Year 2 (2024) - $ 301,869 *
     3. Year 3 (2025) - $ 307,914 *
     4. Year 4 (2026) - $ 314,092 *
     5. Year 5 (2027) - $ 320,361 *
     6. Year 6 (2028) - $ 326,763 *
     7. Year 7 (2029) - $ 333,300 *
     8. Year 8 (2030) - $ 339,972 *
     9. Year 9 (2031) - $ 346,778 *
     10. Year 10 (2032) - $ 353,718 *
         • Total - $3,240,726
         • Rates will be adjusted annually to the Consumer Price Index (Toronto All-Items) or 2%, whichever is the greater.  The table above assumes 2% escalation.
  6. That the tendering process be waived in accordance with Purchasing Bylaw 2017-8, Part II, Section 11.1 (g) which states “where it is in the City’s best interest not to solicit a competitive Bid;” and Section 11.2 (c) ‘Where Quotations may not be required for goods and services when provided by “Provincial and Federal government agencies or Crown corporations; and,
  7. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized execute any required documentation in a form satisfactory to the City Solicitor; and,
  8. That YorkNet be designated as the preferred vendor for the City’s Wide Area Network (WAN) Connectivity Services needs at the sole discretion of the City and YorkNet WAN connectivity services for the term of this contract; and,
  9. 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 Wide Area Network (WAN) Connectivity Services upgrades due to change in technology 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,
  10. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.7

STATUS OF CAPITAL PROJECTS AS OF MARCH 2021 (7.5)

L. Chen, ext. 3880

• 1. That the report dated May 31, 2021 titled “Status of Capital Projects as of March 31, 2021” 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 $4,146,732 be transferred to the original sources of funding as identified on Exhibit B; and
  3. That the Projects Closed and Deferred to a Future Year and the Projects Closed and Not or Partially Initiated, as identified on Exhibit C, be approved for closure and funds in the amount of $2,275,999 be transferred to the original sources of funding as identified in Exhibit C; and
  4. That the surplus funds of $828,276 from open capital projects be returned to the original sources of funding as identified on Exhibit D; and
  5. That the Non-Development Charge Capital Contingency Project be topped up from the Life Cycle Replacement and Capital Reserve Fund by $394,580 to the approved amount of $250,000; and,
  6. That the Engineering Capital Contingency Project be topped up from the Development Charges - City-Wide Hard Reserve by $30,409 to the approved amount of $100,000; and,
  7. That the Design Capital Contingency Project be topped up from the Development Charges – Parks Development Reserve by $1,482,623 to the approved amount of $100,000; and,
  8. That the Planning Capital Contingency Project be topped up from the Development Charges – City-Wide Soft Reserve by $32,191 to the approved amount of $50,000; and,
  9. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $20,910 to the approved amount of $100,000; and,
  10. That the additional funding, for LPAT - Growth Related Hearings (Project 19021), in the amount of $818,186, to be funded $181,000 from Development Charges – City-Wide Hard Reserve, $573,467.40 from Development Charges – City-Wide Soft Reserve and $63,718.60 from Development Fee Reserve; and,
  11. That the funding sources for the following projects be changed:
      1. Box Grove Community Park - Construction (Project 20024): Additional funding, in the amount of $147,095.40, funded from the Design Capital Contingency Account be returned to the Development Charges – Parks Development Reserve and replaced with funding from Parks Cash-in-Lieu; and,
      2. Aaniin Public Art (Project 13500): Additional funding, in the amount of $254,481, funded from the Non-DC Capital Contingency be returned to the Life Cycle Replacement and Capital Reserve Fund and replaced with funding from the Public Art Acquisition Reserve Fund; and,
      3. Land Acquisition 55 Parkway Avenue (Project 16291): Additional funding, in the amount of $42,576, funded from the Non-DC Capital Contingency be returned to the Life Cycle Replacement and Capital Reserve Fund and replaced with funding from the Land Acquisition Reserve; and,
      4. Parking Lots - Rehabilitation (Project 21113): Funding in the amount of $678,900 be changed from Gas Tax to the Life Cycle Replacement and Capital Reserve Fund; and,
      5. Boulevard Repairs (Project 21102): Funding in the amount of $58,400 be changed from Gas Tax to the Life Cycle Replacement and Capital Reserve Fund; and,
  12. That a new capital project named, “Markham Senior Centre Asphalt Replacement” be set up in the amount of $82,219 and be funded from the Life Cycle Replacement and Capital Reserve Fund; and
  13. That Council approve delegated authority for the Treasurer and/or CAO to adjust the funding source for projects charged to the contingency project when appropriate, and report on these decisions as part of subsequent Status of Capital Projects reports to Council; and further,
  14. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

9.1

MINUTES AND NOTES OF THE FEBRUARY 22, 2021 AND MARCH 15, 2021 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

Note: Committee has the option to endorse, amend, refer to staff or receive for information the following recommendation from the March 15, 2021 Advisory Committee on Accessibility meeting:

"That the Advisory Committee on Accessibility expresses to Council that it looks forward to continuously working with staff and Members of Council on the Markham Civic Centre Audit and on future accessibility related audits."

• 1. That the minutes and notes of the February 22, 2021 and March 15, 2021 Advisory Committee on Accessibility meetings be received for information purposes.

9.2

STAFF AWARDED CONTRACTS FOR THE MONTH OF APRIL 2021 (7.12)

A. Moore, ext. 4711

• 1. That the report entitled “Staff Awarded Contracts for the Month of April 2021” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution

10.

REGULAR REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

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- MAY 10, 2021 (16.0) [ Section 239 (2) (f) (c)]

15.1.2

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING CITY OR LOCAL BOARD EMPLOYEES; (7.3) [Section 239 (2) (b)]

15.1.3

PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING CITY OR LOCAL BOARD EMPLOYEES (7.3) [Section 239 (2) (b)]

15.1.4

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE CITY OR LOCAL BOARD; [Section 239 (2)(c)]

15.2

COMMUNITY SERVICES ISSUES

15.2.1

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; (3.0) [Section 239 (2)] (k)

16.

ADJOURNMENT