Electronic General Committee Meeting
Revised Agenda
Revised Items are Italicized.

Meeting Number: 7

Monday, April 04, 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

4.

DEPUTATIONS

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

• 1. That the following communications dated March 28, 2022 from York Region be received for information purposes:
     1. Community Safety Zone By-Law Amendments
     2. 2021 Drinking Water Systems Report
     3. 2021 Integrated Management System update Report for Water, Wastewater and waste management
     4. York Region Response Draft Federal Single Use Plastics Prohibition Regulation
     5. Regional Council Decision - Review of Regional Winter Maintenance - Roles and Responsibilities
     6. 2022 Transportation Master Plan - Draft
     7. 2022 Development Charges By-Law and Background Study
     8. 2022 Property Tax Ratios
     9. 2022 Property Tax Rates
     10. Sex Trafficking - Legislation Jurisdiction Enforcement and Victim Support
     11. Affordable Private Market Housing Implementation Plan - Approach and Timelines

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE JANUARY 12 AND FEBRUARY 16, 2022 UNIONVILLE BUSINESS IMPROVEMENT AREA MEETING (16.0)

• 1. That the minutes of the January 12, 2022 and February 16, 2022 Unionville Business Improvement Area meeting be received for information purposes.

7.2

MINUTES OF THE JANUARY 24, 2022 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the January 24, 2022 Markham Public Library Board meeting be received for information purposes.

7.3

242-T-21 WEST THORNHILL PHASE 3C - STORM SEWERS AND WATERMAIN REPLACEMENT (7.12)

P. Kumar, ext. 2989

• 1. That the report entitled “Award of Construction Tender 242-T-21 West Thornhill – Phase 3C Storm Sewers and Cast Iron Watermain Upgrades” be received; and,
  2. That the contract for Tender 242-T-21 West Thornhill – Phase 3C Storm Sewers and Cast Iron Watermain Upgrades be awarded to the lowest priced Bidder, GFL Infrastructure Group, in the amount of $15,762,313.46, inclusive of HST; and,
  3. That a 10% contingency in the amount of $1,576,231.35 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expending of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  4. That the construction award in the amount of $17,338,544.80 ($15,762,313.46 + $1,576,231.35) be funded from the following capital projects:
     1. 058-6150-22190-005 “West Thornhill Flood Control Implementation - Phase 3C Construction”; and,
     2. 053-5350-22204-005 “CI Watermain Replacement – West Thornhill Phase 3C – Construction & CA” as outlined under the financial considerations section in this report; and,
  5. That the shortfall of $1,070,646.86 in project #22190 “West Thornhill Flood Control Implementation - Phase 3C Construction” be funded from the Stormwater Fee Reserve and shortfall of $1,687,191.65 in project #22204 “CI Watermain Replacement – West Thornhill Phase 3C – Const. & CA” be funded from Waterworks Reserve; and,
  6. That a 5-year moratorium be placed on any major servicing and utility installation along restored areas including Glen Cameron Road (from Henderson Ave to Yonge St), Clark Avenue (40 m west of Willowdale Blvd to Henderson Ave), Mira Road, Lilian Avenue (from Clark Ave to Pheasant Valley Crt), and Pheasant Valley Crt including Cul-de-sac; and further,
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.4

REQUEST FOR PROPOSAL 216-R-21 CUSTODIAL SUPPLIES (YORK PURCHASING COOPERATIVE CONTRACT (CRFP-06-2021) FOR RECREATION SERVICES AND FIRE AND EMERGENCY (7.0)

D. Chung, ext. 2025

• 1. That the report entitled “Request for Proposal 216-R-21 Custodial Supplies (York Purchasing Cooperative Contract (CRFP-06-2021) for Recreation Services and Fire and Emergency” be received; and,
  2. That the contract for Request for Proposal 216-R-21 Custodial Supplies (York Purchasing Cooperative Contract (CRFP-06-2021) for Recreation Services and Fire and Emergency Services be awarded to the highest ranked, second lowest bidder, Swish Maintenance Limited for a term of three (3) years and four (4) months in the total estimated amount of $1,543,333 inclusive of HST; and,
     • April 1, 2022- March 31, 2023 - $463,000
     • April 1, 2023- March 31, 2024 - $463,000
     • April 1, 2024- March 31, 2025 - $463,000
     • April 1, 2025- July 31, 2025 - $154,333

       Total: $1,543,333

  3. That the contract include an option for the City (in its sole discretion) to extend the contract for up to two (2) additional one (1) year terms. All pricing will be firm for the first sixteen (16) months of the contract and prices in years two, three, four and five will be subject to Consumer Price Index (CPI) increases (All-Items Ontario March) to a maximum of 3%; and,
  4. That the Director of Recreation, Fire Chief, and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for an additional two (2) 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 3%; and
  5. That the award be funded from the various operating budgets within the Recreation Services and Fire and Emergency Services annual operating budget, subject to Council approval of the 2023-2025 operating budgets; and,
  6. The remaining estimated budget of $37,000 will be required if actual quantities are higher than estimated. Staff will monitor the expenditure and future operating budgets will be adjusted accordingly, subject to Council approval of the 2023-2025 operating budgets; and further, 
  7. 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

PILOT PRIVATE PLUMBING PROTECTION REBATE PROGRAM UPDATE (5.7)

R. Muir, ext. 2357

• 1. That the report titled “Private Plumbing Protection Rebate Program Update” be received; and,
  2. That Staff be authorized to extend the Private Plumbing Protection Rebate Program for an additional five years from May 1, 2022 to April 30, 2027; and,
  3. That project 18324 5P - Pilot Private Plumbing Protection Program be increased from $1,370,000 to $2,249,744 for the five-year program extension with the additional $879,744.00 funded through the Stormwater Fee Reserve; and, 
  4. That the consulting engineering services required to support the five-year program extension be continued with R.V. Anderson & Associates Limited with the remaining funds under their existing contract; and,
  5. That the tendering process for the additional consulting engineering services required to support the five-year program extension be waived, in accordance with 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
  6. That Staff report back to Council after the five-year extension period to assess the further extension of the program; and further,
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

9.1

LYMANTRIA DISPAR DISPAR EGG MASS REMOVAL UPDATE (5.0)

D. Plant, ext. 4893

• 1. That the presentation titled ‘Lymantria Dispar Dispar Egg Mass Removal Update’  dated April 4, 2022 be received for information.

10.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

10.1

BUILDING MARKHAM'S FUTURE TOGETHER (BMFT) UPDATE ON 2021 (7.0)

B. Frois, ext. 3792

Note: Materials now attached. 

• 1. That the report entitled Building Markham’s Future Together (BMFT) 2020 – 2023 Strategic Plan Update be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

10.2

2022 MUNICIPAL ELECTION OVERVIEW INFORMATION REPORT  (14.0)

S. Chapman, ext. 2097 / M. Pettit, ext. 8220

• 1. That the presentation titled ‘2022 Municipal Election Information Presentation’ dated April 4, 2022 be received for information.

11.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

11.1

AODA IMPACTS TO PLAYGROUND REPLACEMENTS (7.0)

D. Plant, ext. 4893 / A. Lam, ext. 4857

• 1. That the report “Replacement of City Playgrounds for AODA (Accessibility for Ontarians with Disabilities Act) Compliance” be received; and, 
  2. That Council endorse the “Replacement of City Playgrounds for AODA Compliance” plan for an estimated amount of $935,817 in 2023, $977,643 in 2024, $917,923 in 2025 and $571,441 in 2026 plus related Consulting and Contingency for a total of $3,751,613 to address the AODA playgrounds compliant timelines from 2023 to the end of 2026; and,
  3. That the Playground Replacement for AODA Compliance be funded from the Facility Ramp Up Reserve, subject to Council approval of future budgets; and,
  4. That the incremental operating budget for engineered wood fiber top-up be increased in the amount of $4,554 in 2024, $9,522 in 2025, $14,766 in 2026 and $18,124 in 2027 respectively subject to Council approval; and,
  5. That as part of the 2023 Capital Budget Pre-Approval process, staff will present for Council consideration:
     1. A 2023 capital project with a proposed budget of $935,817 in accordance with the Playground Replacement for AODA Compliance program; and,
     2. A 2023 capital project with a proposed budget of $170,141 to engage the services of an external consultant to prepare site drawings and specifications for tender, project oversight and contract administration as well as inspections over four years; and further, 
  6. That staff be authorized and directed to do all things necessary to give effect to this resolution.

12.

MOTIONS

13.

NOTICES OF MOTION

14.

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".

15.

ANNOUNCEMENTS

16.

ADJOURNMENT