General Committee Meeting

That the minutes of the May 23, 2023 General Committee meeting be confirmed.

That the minutes of the April 24, 2023 Markham Public Library Board meeting be received for information purposes.

That the report entitled “136-S-23 Purchase of Computing Devices and Monitors through the Ontario Government Personal Computing Devices and Services (PCDS) Agreement #14952” be received; and, That the Province of Ontario supplier Compucom Canada Co. (“Compucom”) be the preferred supplier for the City of Markham for a period of five (5) years effective September 1, 2023 at the same itemized prices as those of the Province with an option for an additional two (2) year extension for personal computing devices and services; and, That the City’s Tender process be waived as the Ontario Government has undergone their own competitive process and in accordance with Purchasing By-Law 2017-8, Part II, Section 7 Non Competitive Procurement, item 1 (g) which states “Where it is in the City’s best interest not to solicit a competitive bid”; and, That the total award of $2,074,763.00 inclusive of HST impact, be funded from the 2023 approved capital account 049-6150-23413-005 Computing Device Replacement; and, That the Chief Information Officer and Sr. Manager, Procurement & Accounts Payable be authorized to approve any new purchases related to this contract needed due to growth during the term of this contract, subject to budget approval, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and, That the Mayor and City Clerk be authorized to execute a Personal Computing Devices and Service Agreement with the Province of Ontario and Compucom in a form satisfac

That the report entitled “134-S-23 Automated Material Handling Equipment for Angus Glen, Markham Village, Milliken Mills Libraries” be received; and, That staff be authorized to award a contract to Bibliotheca Canada Inc. for Angus Glen Branch for one (1) flex AMH System 9-bin sorter with one (1) patron return and one (1) staff induction station; for twelve (12) RFID Staff Workstations (4 for Angus Glen, and 4 for Markham Village (Admin) and 4 for Milliken Mills), for four (4) self-check kiosks for Angus Glen, and four (4) RFID security gates (1 for Angus Glen, 1 for Milliken Mills and 2 for Markham Village) in the amount of $ 385,730.58 (including freight, installation, training and HST impact); and, That the capital costs for lifecycle replacement of these items for Angus Glen, Markham Village and Milliken Mills branches be funded from capital project 23415, Library Bibliotheca Replacement, GL account 049-6150-23415-005, with an available budget of $559,680.00; and, That the net operating budget impact for maintenance is a cost savings of $3,315.62 inclusive of HST to the ITS Computer Hardware Acct #400-404-5460 following the expiry of the one-year warranty period, which will be addressed during the 2025 operating budget process; and, That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (b) Non Competitive Procurement, “Where there is only one source of supply for the goods to be purchased; and, That Bibliotheca Canada Inc.

That the report entitled “Tender 058-T-23 AODA Playground Refurbishments” be received; and, That the contract for Tender 058-T-23 AODA Playground Refurbishments be awarded to the lowest priced bidder, Forest Ridge Landscaping Inc. in the amount of $1,392,225.93, inclusive of HST; and, That a contingency in the amount of $69,611.30 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expending of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, That the estimated costs of $1,461,837.23 ($1,392,225.93+ $69,611.30) be funded from the capital project 23012 AODA Playground Refurbishments, GL account 059-6150-23012-005, which has an available budget of $990,947.00; and, That the budget shortfall in the amount of $470,890.23 ($1,461,837.23 - $990,947.00) be funded from Facility Ramp up Reserve; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report dated June 20, 2023 entitled “2024 Budget Schedule” be received; and, That the following schedule for the 2024 Budget be approved with the dates and times below: Meeting # 1 – Tuesday, October 3, 2023 (9 a.m. to 12 p.m.) Meeting # 2 – Friday, October 6, 2023 (9 a.m. to 12 p.m.) Meeting # 3 – Monday, October 16, 2023 (10 a.m. to 1 p.m.) Meeting # 4 – Monday, October 23, 2023 (9 a.m. to 12 p.m.) Meeting #5 – Wednesday, October 25, 2023 (9 a.m. to 12 p.m.) * Meeting # 6 – Monday, November 13, 2023 (10 a.m. to 1 p.m.) * Meeting # 7 – Wednesday, November 15, 2023 (9 a.m. to 12 p.m. ) *Additional meetings as required General Committee – Tuesday, November 21, 2023 (930 a.m. to 1 p.m.) – Budget item to be presented at General Committee Meeting - draft presentation on the proposed 2024 Budget for the public meeting Public Meeting – Thursday, November 23, 2023 (7 p.m. to 9 p.m.) – Budget item to be presented at Public Meeting - Feedback from the public meeting will be incorporated into the report to Council General Committee – Tuesday December 5, 2023 – Feedback from Public Meeting and Final Budget Recommendations Council Decision – Wednesday, December 13, 2023 (1 p.m. to 4 p.m.) – Budget item to be presented at Council Meeting Press Conference – Thursday, December 14, 2023 (1 p.m.) and, That the following schedule for the 2024 Water & Wastewater Rate be approved with the dates and times below: General Committee – Tuesday, November 7, 2023 (930 a.m. to 1 p.m.) - Budget

That the report and presentation entitled “Tree Preservation By-law Review and Update II” dated June 20, 2023 be received; and, That Staff be directed to amend the Tree Preservation By-law and related processes recommended in this report for formal By-law readings; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the Tree Preservation By-Law and its current update exclude hedges; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the Tree Preservation by-law and its current update include 'active farm coordination'; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the Tree Preservation By-Law and its current update include all City trees regardless of their size, and private trees, > 20 centimeters; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the infill construction related fee be added to the Fee By-Law; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the Tree Preservation By-Law and current update include a securities requirement for tree preservation barriers and for existing trees remaining on site for all construction related permits; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the Tree Preservation By-Law and current update include the use of the Aggregate Caliper Method to evaluate illegal removals with a centimeter for centimeter replacement value; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the current update include conditional planting size for non-construction permits of 3 centimeters caliper; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the presentation entitled “Blue Box Transition Update” be received; and, That Staff will report back following discussions with Circular Materials Ontario and Miller Waste Systems and provide a recommendation to General Committee in September with regards to the status of Markham’s current collection contract; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the Committee permit this item to be added to the agenda and discussed as New Business.

That the briefing memo entitled BID OPPORTUNITY – Little NHL (Native Hockey League) Tournament 2024 be received; and, That Markham Council approve the submission of a letter of intent advising that the City of Markham, has interest to submit a bid to host the 2024 Little Native Hockey League Tournament (Little NHL); and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters:

That General Committee adjourn from confidential session and not return to open session or report out on any matter.

1. That the report entitled “136-S-23 Purchase of Computing Devices and Monitors through the Ontario Government Personal Computing Devices and Services (PCDS) Agreement #14952” be received; and, 2. That the Province of Ontario supplier Compucom Canada Co. (“Compucom”) be the preferred supplier for the City of Markham for a period of five (5) years effective September 1, 2023 at the same itemized prices as those of the Province with an option for an additional two (2) year extension for personal computing devices and services; and, 3. That the City’s Tender process be waived as the Ontario Government has undergone their own competitive process and in accordance with Purchasing By-Law 2017-8, Part II, Section 7 Non Competitive Procurement, item 1 (g) which states “Where it is in the City’s best interest not to solicit a competitive bid”; and, 4. That the total award of $2,074,763.00 inclusive of HST impact, be funded from the 2023 approved capital account 049-6150-23413-005 Computing Device Replacement; and, 5. That the Chief Information Officer and Sr. Manager, Procurement & Accounts Payable be authorized to approve any new purchases related to this contract needed due to growth during the term of this contract, subject to budget approval, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and, 6. That the Mayor and City Clerk be authorized to execute a Personal Computing Devices and Service Agreement with the Province of Ontario and Compucom

1. That the report entitled “134-S-23 Automated Material Handling Equipment for Angus Glen, Markham Village, Milliken Mills Libraries” be received; and, 2. That staff be authorized to award a contract to Bibliotheca Canada Inc. for Angus Glen Branch for one (1) flex AMH System 9-bin sorter with one (1) patron return and one (1) staff induction station; for twelve (12) RFID Staff Workstations (4 for Angus Glen, and 4 for Markham Village (Admin) and 4 for Milliken Mills), for four (4) self-check kiosks for Angus Glen, and four (4) RFID security gates (1 for Angus Glen, 1 for Milliken Mills and 2 for Markham Village) in the amount of $ 385,730.58 (including freight, installation, training and HST impact); and, 3. That the capital costs for lifecycle replacement of these items for Angus Glen, Markham Village and Milliken Mills branches be funded from capital project 23415, Library Bibliotheca Replacement, GL account 049- 6150-23415-005, with an available budget of $559,680.00; and, 4. That the net operating budget impact for maintenance is a cost savings of $3,315.62 inclusive of HST to the ITS Computer Hardware Acct #400- 404-5460 following the expiry of the one-year warranty period, which will be addressed during the 2025 operating budget process; and, 5. That the tendering process be waived in accordance with Purchasing By- Law 2017-8, Part II, Section 11.1 (b) Non Competitive Procurement, “Where there is only one source of supply for the goods to be purchased; and, 6. That Bi

1. That the report entitled “Tender 058-T-23 AODA Playground Refurbishments” be received; and, 2. That the contract for Tender 058-T-23 AODA Playground Refurbishments be awarded to the lowest priced bidder, Forest Ridge Landscaping Inc. in the amount of $1,392,225.93, inclusive of HST; and, 3. That a contingency in the amount of $69,611.30 inclusive of HST, be established to cover any additional construction costs and that 7 authorization to approve expending of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 4. That the estimated costs of $1,461,837.23 ($1,392,225.93+ $69,611.30) be funded from the capital project 23012 AODA Playground Refurbishments, GL account 059-6150-23012-005, which has an available budget of $990,947.00; and, 5. That the budget shortfall in the amount of $470,890.23 ($1,461,837.23 - $990,947.00) be funded from Facility Ramp up Reserve; and further, 6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. That the report dated June 20, 2023 entitled “2024 Budget Schedule” be received; and, 2. That the following schedule for the 2024 Budget be approved with the dates and times below: 1. Meeting #1 – Tuesday, October 3, 2023 (9 a.m. to 12 p.m.) 2. Meeting #2 – Friday, October 6, 2023 (9 a.m. to 12 p.m.) 3. Meeting #3 – Monday, October 16, 2023 (10 a.m. to 1 p.m.) 4. Meeting #4 – Monday, October 23, 2023 (9 a.m. to 12 p.m.) 5. Meeting #5 – Wednesday, October 25, 2023 (9 a.m. to 12 p.m.) 6. *Meeting #6 – Monday, November 13, 2023 (10 a.m. to 1 p.m.) 7. *Meeting #7 – Wednesday, November 15, 2023 (9 a.m. to 12 p.m. ) 1. *Additional meetings as required 8. General Committee – Tuesday, November 21, 2023 (930 a.m. to 1 p.m.) – Budget item to be presented at General Committee Meeting - draft presentation on the proposed 2024 Budget for the public meeting 8 9. Public Meeting – Thursday, November 23, 2023 (7 p.m. to 9 p.m.) – Budget item to be presented at Public Meeting - Feedback from the public meeting will be incorporated into the report to Council 10. General Committee – Tuesday December 5, 2023 – Feedback from Public Meeting and Final Budget Recommendations 11. Council Decision – Wednesday, December 13, 2023 (1 p.m. to 4 p.m.) – Budget item to be presented at Council Meeting 12. Press Conference – Thursday, December 14, 2023 (1 p.m.) and, 3. That the following schedule for the 2024 Water & Wastewater Rate be approved with the dates and times below: 1. General Committee – Tuesday,

10 1. That the report and presentation entitled “Tree Preservation By-law Review and Update II” dated June 20, 2023 be received; and, 2. That Staff be directed to amend the Tree Preservation By-law and related processes recommended in this report for formal By-law readings; and further, 3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. That the Tree Preservation By-Law and its current update include all City trees regardless of their size, and private trees, > 20 centimeters; and further, 2. That staff be authorized and directed to do all things necessary to give effect to this resolution. 11

1. That the current update include conditional planting size for non- construction permits of 3 centimeters caliper; and further, 12 2. That staff be authorized and directed to do all things necessary to give effect to this resolution.