Electronic General Committee Meeting
Revised Agenda
Revised Items are Italicized.

Meeting Number: 5

Monday, March 22, 2021 at 9:00 A.m. - 1:00 P.m.

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1.

CALL TO ORDER

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MARCH 1, 2021 GENERAL COMMITTEE (16.0)

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

4.

PRESENTATION

4.1

PRESENTATION - METROLINX PRESENTATION ON THE YONGE NORTH SUBWAY EXTENSION (13.0)

Note:  Phil Verster, CEO, Metrolinx, Stephen Collins, Program Sponsor, Subways and Rajesh Khetarpal, Vice President, Community Engagement 905 will provide a presentation on this matter. 

• 1. That Metrolinx's presentation on the Yonge North Subway Extension be received.

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 March 3, 2021, from York Region be received for information purposes:
     1. Parkland Dedication Bylaw Request
     2. Land Request to Support Acceleration of Affordable Housing

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

8.1

MINUTES AND NOTES OF THE NOVEMBER 16, 2020, DECEMBER 14, 2020 AND JANUARY 18, 2021 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• 1. That the minutes and notes of the November 16, 2020, December 14, 2020 and January 18, 2021 Advisory Committee on Accessibility meetings be received for information purposes. 

8.2

MINUTES OF THE OCTOBER 8, 2020, SENIORS ADVISORY COMMITTEE (16.0)

• 1. That the minutes of the October 8, 2020 Seniors Advisory Committee meeting be received for information purposes. 

8.3

MINUTES OF THE JANUARY 16, 2021 MARKHAM ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• 1. That the minutes of the January 16, 2021 Markham Environmental Advisory Committee meeting be received for information purposes. 

8.4

MINUTES OF THE FEBRUARY 1, 2021 RACE RELATIONS COMMITTEE (16.0)

• 1. That the minutes of the February 1, 2021 Race Relations Committee meetings be received for information purposes. 

8.5

2020 SUMMARY OF REMUNERATION AND EXPENSES FOR COUNCILLORS AND APPOINTEES TO BOARD (7.0)

L. Chen, ext. 3880

• 1. That the report titled “2020 Summary of Remuneration and Expenses for Councillors and Appointees to Boards” be received; and further,

      

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

8.6

078-R-15 JANITORIAL CLEANING SERVICES FOR VARIOUS CITY LOCATIONS CONTRACT EXTENSION (7.0)

J. Ramsaran, ext. 3526 and F. Chan, ext. 3189

• 1. That the report entitled “078-R-15 Janitorial Cleaning Services for Various City Locations Contract Extension” be received; and,

      

  2. That the contract for Janitorial Cleaning Services for various City locations be extended for one (1) year with National Cleaning Contractors from April 2021 to March 2022 in the 2019 (Pre-COVID) amount of $441,587.24 (2021 - $343,022.06 and 2022 - $98,565.17) (inclusive of HST); and,

      

  3. That the contract for additional janitorial cleaning services due to COVID-19 pandemic in the amount of $171,088.60 inclusive of HST be awarded to National Cleaning Contractors; and,

      

  4. That the 2021 award amount of $343,022.06 inclusive of HST be funded from various City Department’s Operating Budgets; and,

      

  5. That the 2022 award amount of $98,565.17 inclusive of HST be subject to Council approval of the 2022 operating budgets and that the award amount be amended to reflect changes to the various departments’ budget accounts as approved by Council during the 2022 budget process; and,

      

  6. That the Director, Sustainability and Asset Management and Senior Manager, Procurement and Accounts Payable be authorized to approve additional enhanced cleaning in the event other facilities open during 2021; and,

      

  7. That the additional cleaning requirements arising as a direct result of COVID-19 in the amount of $171,088.45 ($99,897.13 + $71,191.32) inclusive of HST be charged directly to the COVID-19 cost centre and that it be funded from the COVID-19 Reserve by an amount determined as part of the 2021 year-end process; and,

      

  8. 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 further,

      

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

9.

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

9.1

ANNUAL WATER QUALITY REPORT (JANUARY-DECEMBER 2020) (5.0)

H. Frantzke, ext. 2449

• 1. That the report titled “Annual Water Quality Report (January-December 2020)” as required by Schedule 22 of Ontario Regulation 170/03, under the Safe Drinking Water Act, 2002, enclosed herein be received; and

  2. That the 2020 Annual Water Quality Report (Attachment “A”), containing information for the Ministry of the Environment, Conservation and Parks (MECP) on water supply and quality as required by Section 11 of Ontario Regulation 170/03, under the Safe Drinking Water Act, 2002, be received; and,

  3. That Council acknowledge that staff posted the 2020 Annual Water Quality Report on the City’s website and that it has been made available electronically and in hard copy version by February 28, 2021 as per regulations; and further,

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

10.

CONSENT REPORTS - LAND, BUILDING & PARKS CONSTRUCTION ISSUES

10.1

AMENDMENT TO BY-LAW 2013-113 TO DELEGATE AUTHORITY TO CONVEY EASEMENTS TO ALECTRA (8.1)

J. Chan, ext. 4745

• 1. That the report entitled “Amendment to By-Law 2013-113 to Delegate Authority to Convey Easements to Alectra” be received; and, 

      

  2. That By-Law 2013-113 – “A By-Law to Delegate Authority to Conduct Certain Real Property Transactions” be amended to authorize the Senior Manager of Real Property to:

      

     1. execute any documents and/or agreements required to convey easements over City-owned lands to Alectra Utilities Corporation (“Alectra”) and/or its affiliates where such easements are required by Alectra to provide services to Cityowned property, provided the form of the easement is satisfactory to the Senior Manager of Real Property and the City Solicitor or his/her designate; and

         

     2. to determine the purchase price to be paid by Alectra for easements over City-owned lands as described in resolution #2(a), provided that the purchase price is at least 90% of Fair Market Value; and

         

     3. to determine the purchase price paid by Alectra, including a nominal purchase price where the requirement for easements as described in #2(a) are not prompted by third party development or construction

         

  3. That Council adopt the By-law attached as Attachment No.1 of this Report to amend By-Law 2013-113 “A By-Law to Delegate Authority to Conduct Certain Real Property Transactions” at the next Council meeting; and, 

      

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

11.

PRESENTATIONS - COMMUNITY SERVICES ISSUES

11.1

2021-2022 THORNLEA POOL RESTORATION (3.0)

R. England, ext. 2674 and J. Tsien, ext. 2896

Note: Mary Creighton, Director of Recreation, Jason Tsien, Senior Manager, Business Development, Recreation Services and Renee England, Senior Manager, Facilities Assets, Sustainability & Asset Management, will provide a presentation on this matter.

• 1. That the presentation entitled “2021-2022 Thornlea Pool Restoration” be received; and,
  2. That a capital project for Phase 1 and 2 be established in the amount of $2,307,412.  The capital project will include the design and construction as outlined in this presentation; and, 
  3. That the project be funded from the Lifecycle Reserve; and,
  4. That authority be given to the Sr. Manager of Procurement & Accounts Payable to work with the applicable Director to undertake an informal pre-qualification and award process with a minimum of three (3) vendors and consultants to expedite the procurement process when necessary, by allowing a preferred vendor list to be developed, used and released to the market; and,
  5. That authority be given to the CAO to award the tenders outlined in recommendation 4; and,
  6. That a new contract Project Manager position in the Sustainability and Asset Management Department be funded from this project; and further, 
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution. 

12.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

12.1

STAFF AWARDED CONTRACTS FOR THE MONTH OF FEBRUARY 2021 (7.0)

A. Moore, ext. 4711

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

12.2

TRANSFER PAYMENT AGREEMENT FOR THE PROVINCIAL AUDIT AND ACCOUNTABILITY FUND (AAF) (7.0)

J. Callender, ext. 3679

• 1. That the report entitled “Transfer Payment Agreement for Provincial Audit and Accountability Fund” be received; and,
  2. That the Mayor and Clerk be authorized to execute the Ontario Transfer Payment Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Municipal Affairs and Housing (the “Province”) to fund the Plan for Expansion of the Administrative Monetary Penalties System (AMPS) , provided the agreement is in a form satisfactory to the Commissioner of Corporate Services and the City Solicitor; and,
  3. That a new capital project named, “Plan for Expansion of the Administrative Monetary Penalties System” be created in the amount of $110,000.00 to be funded from the Provincial Audit and Accountability Fund; and,
  4. That the tendering process be waived in accordance with Purchasing By-Law 2017-8 (Part II, Section 11.1 Non Competitive Procurement, item 1 item 1 (h)); and,
  5. That the contract for consulting services for the expansion of the administrative penalties system be awarded to WSCS Consulting Inc. in the amount of $89,511.25 (inclusive of HST); and,
  6. That the remaining balance in the amount of $20,488.75 be retained within the new capital project for any additional costs related to the project, and that authorization to approve expending of this amount up to the specified limit be in accordance with the Expenditure Control Policy; and further,
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

13.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

13.1

ANIMAL CARE COMMITTEE MINUTES - NOVEMBER 18, 2020, DECEMBER 16, 2020 AND JANUARY 20, 2021 (16.34)

Note: Committee has the option to endorse, amend, refer to staff or receive for information the following recommendation from the December 16, 2020 Animal Care Committee meeting:

"That the Animal Care Committee express its sincere appreciation to Council for approving the Legislative Services Animal Care Model and that it request that staff report back in one year on any impacts on the service level."

• 1. That the minutes of the Animal Care Committee meetings held November 18, 2020, December 16, 2020 and January 20, 2021 be received for information purposes.

14.

MOTIONS

15.

NOTICES OF MOTION

16.

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".

17.

ANNOUNCEMENTS

18.

CONFIDENTIAL ITEMS

18.1

FINANCE & ADMINISTRATIVE ISSUES

18.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - MARCH 1, 2021 (16.0) [ Section 239 (2) (f)]

18.2

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

18.2.1

A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE CITY OR LOCAL BOARD; SURPLUS LANDS REPORT (8.7) [SECTION 239 (2) (c)]

19.

ADJOURNMENT