Consent Items: All matters listed under the consent agenda are considered to be routine and are recommended for approval by the department. They may be enacted on one motion, or any item may be discussed if a member so requests.

Note: The times listed on this agenda are approximate and may vary; Council may, at its discretion, alter the order of the agenda items.

Note: As per the Council Procedural By-Law, Section 7.1 (h)

General Committee will take a 10 minute recess after
two hours have passed since the last break.

General Committee is scheduled to recess for lunch from approximately 12:00 PM to 1:00 PM.

DISCLOSURE OF PECUNIARY INTEREST

APPROVAL OF MINUTES

1. MINUTES OF THE MAY 7, 2018
GENERAL COMMITTEE (16.0)

Minutes

1) That the minutes of the May 7, 2018 General Committee meeting be confirmed.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

Chair: Councillor Alan Ho

Vice Chair: Councillor Alex Chiu

2. STAFF AWARD RECOGNITION
- LIFESAVING SPORTS AWARDS (12.2.6)

1) That Recreation Staff be recognized for receiving the Lifesaving Sport Awards from the Lifesaving Society:

Jocelyn Palm Cup

This award is presented to the Society’s Affiliate member making the most outstanding contribution to the National Lifeguard Service.

o Mary Creighton, Director, Recreation

o Jennifer Evans- Program Supervisor- Aquatics North Area- Angus Glen Pool

o Eric Ho- Program Supervisor- Aquatics East Area- Cornell Pool

o Shaun Pearl- Program Supervisor- Aquatics South Area- Aaniin Pool

o Jeff McCurdy- Program Supervisor- Aquatics Pan Am Centre

o Alex Chu- Program Supervisor- Aquatics West Area- Thornhill and Thornlea Pool

o Stephen Luu- Program Supervisor- Aquatics East Area- Centennial Pool

o Kelvin Hsieh- Program Supervisor- Aquatics South Area- Milliken Mills Pool

o Janice Carroll- Community Manager West Area

o Shawn Hermans- Program Coordinator- South East Area

o Heather Kazan- Program Coordinator- East Area

o Portia Lee- Program Coordinator- South West Area

o Nancy Letman- Program Coordinator- West Area

o Susan Stiles- Program Coordinator- Pan Am

o Lisa Young- Program Coordinator- North Area

Ontario Pool of Champions Banner

This banner is awarded to the affiliate with the highest overall point score at Ontario junior, senior and masters pool championships.

o Sarah Monaco, Coach

o Bryan Tsang, Coach

o Mary Creighton, Director, Recreation

o Janis Cookson, Sport Development Manager

o Jeff McCurdy, Program Coordinator- Pan Am

o Susan Stiles, Program Coordinator- Pan Am

3. THE ROYAL LIFE SAVING
SOCIETY CANADA AWARDS
SERVICE MEDAL – JENNIFER EVANS (12.2.6)

Letter

1) That Jennifer Evans, Community Program Supervisor, Aquatics North Area be recognized for receiving the “Service Medal".

DEPUTATIONS

PETITIONS

CONSENT - FINANCE & ADMINISTRATIVE ISSUES

Chair: Deputy Mayor Jack Heath

Vice Chair: Councillor Colin Campbell

4. MINUTES OF THE APRIL 12, 2018
MARKHAM TRAIN STATION COMMUNITY
CENTRE BOARD OF MANAGEMENT (16.0)

Minutes

1) That the minutes of the April 12, 2018 Markham Train Station Community Centre Board of Management meeting be received for information purposes.

5. MINUTES OF THE APRIL 10, 2018
SENIORS ADVISORY COMMITTEE (16.0)

Minutes

1) That the minutes of the April 10, 2018 Seniors Advisory Committee meeting be received for information purposes.

6. TAX WRITE-OFFS IN ACCORDANCE
WITH SECTION 354 OF THE MUNICIPAL ACT, 2001 (7.3)

Report

S. Manson, ext. 7514

1) That the report entitled Tax Write-offs in Accordance with Section 354 of the Municipal Act, 2001 be received; and,

2) That taxes totalling $116,496 as set out in this report, of which the City’s portion is $29,269 be written-off pursuant to the provisions of Section 354 of the Municipal Act, 2001; and,

3) That the Treasurer be directed to remove the taxes from the Collector’s Roll; and,

4) That the Markham portion of the taxes be charged to Tax Write-off Account 820-820-7040; and,

5) That the associated interest be cancelled in proportion to the tax adjustments; and further,

6) That staff be authorized to and directed to do all things necessary to give effect to this resolutions.

7. CANCELLATION, REDUCTION OR REFUND
OF TAXES UNDER SECTION 357 AND 358
OF THE MUNICIPAL ACT, 2001 (7.3)

Report

S. Manson, ext. 7514

1) That the Report for the Cancellation, Reduction or Refund of Taxes under Sections 357 and 358 of the Municipal Act, 2001 be received; and,

2) That taxes totalling approximately $481,295 be adjusted under Section 357 of the Municipal Act, 2001 of which the City’s portion is estimated to be $73,923; and,

3) That the associated interest be cancelled in proportion to the tax adjustments; and,

4) That the Treasurer be directed to adjust the Collector’s Roll accordingly; and further,

5) That staff be authorized and directed to do all things necessary to give effect to this resolution.

8. 2018 TAX RATES AND LEVY BY-LAW (7.3)

Report

S. Manson, ext. 7514

1) That the report entitled “2018 Tax Rates and Levy By-law” be received; and,

2) That a by-law to provide for the levy and collection of property taxes totalling $699,825,134 required by the City of Markham, The Regional Municipality of York, Province of Ontario and Business Improvement Areas, in a form substantially similar to Appendix A (attached), satisfactory to the City Solicitor and provides for the mailing of notices and requesting payment of taxes for the year 2018, as set out as follows, be approved;

Taxation Category	2018 Levy Amount
City of Markham	$152,420,832
Region of York	$308,495,951
School Boards	$238,463,047
Markham Village BIA	$239,322
Unionville BIA	$205,982
Total	$699,825,134

;and,

3) That staff be authorized to levy against Markham Stouffville Hospital and Seneca College the annual levy pursuant to Section 323 of the Municipal Act, 2001, as outlined in Section 9 of the attached by-law once the required information is received from the Ministry of Training, Colleges and Universities; and,

4) That the attached by-law be passed to authorize the 2018 Tax Rates and Levy By-law; and further,

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

9. DEVELOPMENT CHARGES DECEMBER 31, 2017
RESERVE BALANCES AND ANNUAL
ACTIVITY OF THE ACCOUNTS (7.11)

Report Schedules A-F
K. Ross, ext. 2126 and S. Kellam, ext. 2659

1) That the report titled “Development Charges December 31, 2017 Reserve Balances and Annual Activity of the Accounts” be received by Council as required under Section 43(1) of the Development Charges Act, 1997, as amended; and,

2) That staff be directed to do all things necessary to give effect to this report.

10. MARKVILLE MALL SHOPPING CENTRE
- AUTHORIZATION TO EXECUTE A DEVELOPMENT
CHARGES PREPAYMENT AGREEMENT (7.11)

Report Appendix A
K. Ross, ext. 2126

1) That the report entitled “Markville Mall Shopping Centre – Authorization to Execute a Development Charges Prepayment Agreement” be received; and,

2) That Council authorize the execution of a Prepayment Agreement with Cadillac Fairview for approximately 3,469 m² (37,340 sq. ft.) of retail gross floor area at the Markville Mall Shopping Centre located at 5000 Highway 7 East, to be completed after the issuance of the building permit for the automobile dealership and provided that the gross floor area of the dealership exceeds 3,884 m² (i.e. 50% of redevelopment credit); and,

3) That Cadillac Fairview be allowed to utilize remaining development charges redevelopment credits estimated at 3,469 m² (37,340 sq. ft.) for non-residential development only, as a part of the Prepayment Agreement, on condition that a building permit for additional gross floor area at 5000 Highway 7 East be issued by October 17, 2024, otherwise Cadillac Fairview will be required to pay development charges on the entire gross floor area of any addition, at the prevailing rates; and,

4) That Cadillac Fairview be required to pay development charges at the prevailing rates for any shortfall in gross floor area (from 3,469 m²) not approved through the issuance of a building permit by October 17, 2024; and,

5) That the Mayor and Clerk be authorized to execute a Prepayment Agreement for 3,469 m² of retail gross floor area with Cadillac Fairview, or their successors in title, to the satisfaction of the Treasurer and City Solicitor; and further,

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

11. AWARD OF PROPOSAL 062-R-16 SUPPLY
AND IMPLEMENTATION OF A PROGRAM
ADMINISTRATION FACILITY BOOKING
SYSTEM (PAFBS) WITH POINT OF SALE (POS) (7.12)

Report

J. Fry, ext. 2539, L. Ignacio, ext. 2287 and. R. Patano, ext. 2990

1) That the report entitled “Award of Proposal 062-R-16 Supply and Implementation of a Program Administration Facility Booking System (PAFBS) with Point of Sale (POS)” be received; and,

2) That the contract for 062-R-16 Supply and Implementation of a Program Administration Facility Booking System (PAFBS) with Point of Sale (POS) be awarded to the highest ranked/second lowest priced bidder, Legend Recreation Software in the amount of $2,138,531.45 inclusive of HST, of which $674,445.76 is for the software and implementation costs and $1,464,085.69 is for seven years of support and maintenance; and,

3) That a 10% contingency in the amount of $67,444.58 inclusive of HST, be established to cover any additional project costs be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,

4) That the software and implementation costs and contingency amount be funded from the following capital projects; #13812 “Payment Card Industry Compliance - Phase 1 of 3”, #14086 – “Payment Card Industry Compliance (PCI) - Phase 2 of 3”, #15081 “Registration System (Class) Replacement/Upgrade” and #17060 “Registration System (Class) Replacement/Upgrade” in the amount of $741,890.34 ($674,445.76 + $67,444.58) inclusive of HST, with a combined available budget of $814,842.00; and,

5) That capital projects; #13812 “Payment Card Industry Compliance - Phase 1 of 3”, #14086 – “Payment Card Industry Compliance (PCI) - Phase 2 of 3”, #15081 “Registration System (Class) Replacement/Upgrade” and #17060 “Registration System (Class) Replacement/Upgrade” shall be consolidated under capital project #17060 “Registration System (Class) Replacement/Upgrade”; and,

6) That the remaining budget in Project #17060, “Registration System (Class) “Replacement/Upgrade” in the amount of $72,951.66 be returned to the original funding source; and,

7) That the software support and maintenance fee in the amount of $1,464,085.69 inclusive of HST over a seven year (Year 2 to 8) term be funded from #400-400-5361 with an available budget of $120,000, subject to Council approval of the 2020-2026 operating budgets in the amounts of;

Year 2 (2020) - $202,522.72

Year 3 (2021) - $206,705.30

Year 4 (2022) - $210,971.53

Year 5 (2023) - $210,971.53

Year 6 (2024) - $210,971.53*

Year 7 (2025) - $210,971.53*

Year 8 (2026) - $210,971.53*

Total - $1,464,085.69

*Optional Year Renewal; and,

8) That the current operating budget shortfall in the amount of $82,522.72 ($120,000 – $202,522.72) in Year 2 will be addressed as part of the 2020 and future operating budget processes, subject to Council approval of the 2020 to 2026 operating budgets; and,

9) That Legend Recreation Software be designated as the preferred vendor for the City’s Program Administration Facility Booking System (PAFBS) with Point of Sale (POS); and,

10) That the Chief Information Officer be authorized to approve the annual support and maintenance fee subject to Council approval of the annual Operating Budget; and,

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

12. STAFF AWARDED CONTRACTS
FOR THE MONTH OF APRIL 2018 (7.12)

Report
A. Moore, ext. 4711

1) That the report entitled “Staff Awarded Contracts for the Month of April 2018” be received; and,

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

CONSENT REPORTS - COMMUNITY SERVICES ISSUES

Chair: Councillor Alan Ho

Vice Chair: Councillor Alex Chiu

13. CITYWIDE MULTI-PHASE SANITARY SYSTEM
DOWNSPOUT DISCONNECTION PROGRAM
- ANNUAL PROGRESS UPDATE AND 2018 DETAILS (5.3)

Report
G. Miokovic, ext. 2519, L. Xu, ext. 2967, and, C. Fan, ext. 2618

1) That the report entitled “Citywide Multi-phase Sanitary System Downspout Disconnection Program – Annual Progress Update” be received; and,

2) That the remaining funds of $13,940 be returned to the original funding source from the following projects:

· $9,062 from project #15294 “Sanitary System Downspout Disconnection Program – Phase 3 and the project be closed”; and,

· $4,878 from project #16238 “Sanitary System Downspout Disconnection Program – Phase 4”; and further,

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

PRESENTATION - FINANCE & ADMINISTRATIVE ISSUES

Chair: Deputy Mayor Jack Heath

Vice Chair: Councillor Colin Campbell

14. MARKHAM’S MUNICIPAL ENERGY PLAN (5.7)

Presentation

G. Seaman, ext. 7523

Note: Appendix 1 - “Getting to Zero – City of Markham’s Municipal Energy Plan” available on-line only.

1) That the presentation by Mr. Graham Seaman, Director, Sustainability & Asset Management entitled “Markham’s Municipal Energy Plan,” be received; and,

2) That Appendix 1 “Getting to Zero – City of Markham’s Municipal Energy Plan” be received; and,

3) That the City wide goal of net zero emissions by 2050 be endorsed in principle, meaning that to achieve this goal Markham will:

• Use less energy

• Generate more local renewable energy

• Switch away from fossil fuels

• Offset remaining emissions; and,

4) That Staff report back within 18 months with a progress update; and further,

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

15. 2018 MARCH YEAR-TO-DATE REVIEW OF OPERATIONS (7.0)

Presentation Report Appendices 1-11

A. Tang, ext. 2433

1) That the presentation by Ms. Andrea Tang, Senior Manager, Financial Planning entitled “2018 March Year-To-Date Review of Operations” be received; and,

2) That the report entitled “2018 March Year-To-Date Review of Operations” be received.

PRESENTATION - COMMUNITY SERVICES ISSUES

Chair: Councillor Alan Ho

Vice Chair: Councillor Alex Chiu

16. 2018 FIREFIGHTER MEMORIAL (7.15)

Presentation

D. Decker, ext. 5975

1) That the presentation by Fire Chief Dave Decker and Mr. Jeremy Action, MPPFA President, entitled “2018 Firefighter Memorial,” be received; and,

2) That Council accepts the donation from the MPPFA with thanks; and,

3) That the Commissioner of Community & Fire Services reports back on the process for induction of firefighters and related protocols and policies undertaken collaboratively by both the MPFFA and the City; and further,

4) That the Council subcommittee of the Land, Buildings & Parks Committee work with staff on the final site details in order to have the project completed by the end of the summer with the official unveiling in the fall.

REGULAR REPORTS - COMMUNITY SERVICES ISSUES

Chair: Councillor Alan Ho

Vice Chair: Councillor Alex Chiu

17. WASTE MANAGEMENT
COLLECTION CONTRACT EXTENSION (5.1)

Report

C. Marsales, ext. 3560

1) That the report entitled “Waste Management Collection Contract Extension’ be approved; and,

2) That the Request for Proposal process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (c), Non Competitive Procurement, when the extension of an existing contract would prove more cost-effective or beneficial; and,

3) That Council approve a one plus one year contract extension (one year term, with an option to renew for one year at the sole discretion of the City) for residential curbside collection services with Miller Waste Systems effective December 1, 2018 to November 30, 2020:

a. Year 1 (December 1, 2018 to November 30, 2019) at an estimated cost of $8,200,838.40 inclusive of HST, subject to change based on actual growth and fuel escalation; and

b. Year 2 (December 1, 2019 to November 30, 2020) (if applicable) will be adjusted based on growth, Consumer Price Index (CPI) Ontario All-Items, excluding energy (September to September) increase and fuel escalation; and,

4) That Council approve an annual equipment escalation payment to Miller Waste Systems at a fixed amount of $199,433.32 (no CPI or fuel escalation adjustment) for year 1 and year 2 of the contract extension; and,

5) That Council approve a one plus one year contract extension (one year term, with an option to renew for one year at the sole discretion of the City) for multi-residential collection services with Miller Waste Systems effective December 1, 2018 to November 30, 2020:

a. Year 1 (December 1, 2018 to November 30, 2019) at an estimated cost of $759,737.82 inclusive of HST, subject to change based on actual growth and CPI increase; and

b. Year 2 (December 1, 2019 to November 30, 2020) (if applicable) will be adjusted based on growth and CPI increase; and,

6) That the total contract award for year 1 (December 1, 2018 to November 30, 2019) in the amount of $9,160,009.54 ($8,200,838.40 + $759,737.82 + $199,433.32) be awarded to Miller Waste Systems; and,

7) That the award will be funded from the annual waste management operating budget with a 2018 budget of $8,213,658; and,

8) That the budget shortfall in the amount of $946,351.54 ($9,160,009.54-$8,213,658.00) be included as part of the 2019 Operating budget, subject to Council approval of the 2019 Operating budget; and,

9) That the Mayor and Clerk be authorized to execute the contract extension agreement to the satisfaction of the Commissioner of Community & Fire Services and the City Solicitor; and further,

10) That further, that Staff be authorized and directed to do all things necessary to give effect to this resolution.

Motion to resolve into confidential session

Motion to rise and report

ADJOURNMENT

Next Meeting

Date: June 12, 2018

Attendance: Please advise the Clerk’s Department if you are not able to attend.

(Josh Machesney, extension 2211)