General Committee Meeting

That the minutes of the October 5, 2020 General Committee meeting be confirmed.

That the communication from York Region entitled Major Transit Station Areas Endorsement Report be received for information purposes.

That the minutes of the June 22, 2020 Markham Public Library Board meeting be received for information purposes.

That the report titled “2021 Interim Spending Authority Pending Approval of Budget”, be received; and, That Council approve 50% of the City’s 2020 Operating, Waterworks, Planning & Design, Building Standards and Engineering budgets, equal to $205,261,876, as a pre-budget approval for 2021 operating expenditures; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report titled “2021 Interim Spending Authority Pending Approval of Unionville Business Improvement Area and Markham Village Business Improvement Area Budgets ”, be received; and , That Council approve 50% of the 2020 Operating Budget equivalent to the amounts of $107,111 for the Unionville BIA (UBIA) and $154,976 for the Markham Village BIA (MVBIA) as pre-budget approval for 2021 operating expenditures; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report titled “ 2021 Temporary Borrowing By-law ” be received; and, That a by-law be brought forward for Council approval to authorize the temporary borrowing, if required, of amounts not to exceed $205,261,876 from January 1, 2021 to September 30, 2021, and $102,630,938 from October 1, 2021 to December 31, 2021 to meet the expenditures of the municipality until taxes are collected and other revenues are received; and, That the Treasurer report to Council in advance of borrowing, if temporary borrowing is required; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

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

That the report entitled “Award of Proposal 005-R-20 Supply and Implementation, Unified Communication and VoIP Phone System; and, That the contract for 005-R-20 Supply and Implementation, Unified Communication and VoIP Phone System be awarded to the highest ranked/lowest priced bidder, Unity Connected Solutions Inc. in the amount of $1,364,866.34 inclusive of HST, to an upset limit of $750,321.41 for the hardware, licenses, software, training and implementation costs and $614,544.93 for nine years of warranty, ongoing support and maintenance; and, That the hardware, licenses, software, training and implementation costs to the upset limit amount of $750,321.41 be funded from capital project 18079, IT Life Cycle Asset Replacement, GL account 49-6150-18079-005 and capital project 19063, ITS - City Wide Telephone System Replacement, GL account 49-6150-19063-005, with a combined available budget of $764,759.42; and, That the cost of the warranty, support and maintenance fee for six (6) years in the amount of $406,401.96 inclusive of HST and $208,142.97 for the three (3) additional optional years be funded from #400-404-5461 with current annual budget of $107,508.64 and subject to Council approval of the 2021-2029 operating budgets in the amounts of; Year 1 (2021) - $ 67,733.66 Year 2 (2022) - $ 67,733.66 Year 3 (2023) - $ 67,733.66 Year 4 (2024) - $ 67,733.66 Year 5 (2025) - $ 67,733.66 Year 6 (2026) - $ 67,733.66 Year 7 (2027) - $ 69,380.99* Year 8 (2028) - $ 69,380.99* Year 9 (2

That the report dated October 19, 2020 titled “2021 Budget Schedule” be received; and That the following schedule for the 2021 Budget be approved with the dates and times below: Meeting #1 – Tuesday, November 3, 2020 (9:00 a.m. to 12:00 p.m.) Meeting #2 – Friday, November 6, 2020 (9:00 a.m. to 12:00 p.m.) Meeting #3 – Tuesday, November 10, 2020 (9:00 a.m. to 12:00 p.m.) Meeting #4 – Friday, November 13, 2020 (9:00 a.m. to 12:00 p.m.) General Committee – Monday, November 16, 2020 (9:30 a.m.) – Draft presentation of the proposed 2021 Budget for the public meeting Meeting #5 – Tuesday, November 17, 2020 (9:00 a.m. to 12:00 p.m.) Meeting #6 – Friday, November 20, 2020 (9:00 a.m. to 12:00 p.m.) Public Meeting – Wednesday, November 25, 2020 (7 p.m. to 9 p.m.) – Feedback from the public meeting will be incorporated into the report to Council Meeting #7 – Friday, November 27, 2020 (9:00 a.m. to 12:00 p.m.) – if required Council Decision – Wednesday, December 9, 2020 (1:00 p.m.) Press Conference – Thursday, December 10, 2020 (10:00 a.m.) That the following schedule for the 2021 Water & Wastewater Rate be approved with the dates and times below: General Committee – Monday, November 2, 2020 (9:30 a.m.) Public Meeting – Thursday, November 12, 2020 (6:30 p.m. to 7:30 p.m.) – Feedback from the public meeting will be incorporated into the report to Council Council Decision – Wednesday, December 9, 2020 (1:00 p.m.); and further, That Staff be authorized and directed to do all things necessar

That Council receive the Asset Management Plan Progress Update.

That the presentation entitled “East Markham Works Yard – General Committee – October 19, 2020” be received; and, That the request budget increase to the capital project in the amount of $1,503,734 (incl HST) be funded from the Development Charges Reserve in the amount of $1,455,140.65 or 97.5%, and the Non-DC Growth Reserve in the amount of $37,593.35 or 2.5%; and, That the City grant an easement to Alectra Utilities, for nominal consideration over part of the lands municipally known as 10192 9 th Line acceptable to the City’s Senior Manager of Real Property in the event that such easement is required by Alectra to provide services to the site (the “Alectra Easement”); and, That the Mayor and Clerk be authorized to execute agreement(s) with Alectra Utilities required for the development of a works yard on the land municipally known as 10192 9 th Line and to convey the Alectra Easement, if required, provided the form of such agreement(s) is satisfactory to the City Solicitor and the CAO; and, That an independent third party review of the East Works Yard Project be undertaken and its findings reported back to Council ; a nd further , That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report entitled “2020 Markham Environmental Sustainability Fund (MESF), Funding Applications Approval’ be received; and, That the external funding application Pollinators: Bees, Butterflies and Beyond submitted by Swan Lake for a pollinator awareness and planting project, for $3,730.90, be approved to be funded from the MESF reserve; and, That the internal funding application for a Smart Irrigation System Pilot at Milliken Mills Park for $6,200.00, submitted by the Environmental Services Department be approved to be funded from the MESF reserve; and further, That 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 the General Committee meeting adjourn at 11:09 AM.

4 1. That the report titled “2021 Interim Spending Authority Pending Approval of Unionville Business Improvement Area and Markham Village Business Improvement Area Budgets”, be received; and, 2. That Council approve 50% of the 2020 Operating Budget equivalent to the amounts of $107,111 for the Unionville BIA (UBIA) and $154,976 for the Markham Village BIA (MVBIA) as pre-budget approval for 2021 operating expenditures; and further, 3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. That the report entitled “Staff Awarded Contracts for the Month of September” be received; and, 2. That Staff be authorized and directed to do all things necessary to give effect to this resolution. 6

1. That the report entitled “Award of Proposal 005-R-20 Supply and Implementation, Unified Communication and VoIP Phone System; and, 2. That the contract for 005-R-20 Supply and Implementation, Unified Communication and VoIP Phone System be awarded to the highest ranked/lowest priced bidder, Unity Connected Solutions Inc. in the amount of 7 $1,364,866.34 inclusive of HST, to an upset limit of $750,321.41 for the hardware, licenses, software, training and implementation costs and $614,544.93 for nine years of warranty, ongoing support and maintenance; and, 3. That the hardware, licenses, software, training and implementation costs to the upset limit amount of $750,321.41 be funded from capital project 18079, IT Life Cycle Asset Replacement, GL account 49-6150-18079-005 and capital project 19063, ITS - City Wide Telephone System Replacement, GL account 49-6150-19063-005, with a combined available budget of $764,759.42; and, 4. That the cost of the warranty, support and maintenance fee for six (6) years in the amount of $406,401.96 inclusive of HST and $208,142.97 for the three (3) additional optional years be funded from #400-404-5461 with current annual budget of $107,508.64 and subject to Council approval of the 2021-2029 operating budgets in the amounts of; a. Year 1 (2021) - $ 67,733.66 b. Year 2 (2022) - $ 67,733.66 c. Year 3 (2023) - $ 67,733.66 d. Year 4 (2024) - $ 67,733.66 e. Year 5 (2025) - $ 67,733.66 f. Year 6 (2026) - $ 67,733.66 g. Year 7 (2027) - $ 69,380.99* h.

1. That the report dated October 19, 2020 titled “2021 Budget Schedule” be received; and 2. That the following schedule for the 2021 Budget be approved with the dates and times below:Meeting #1 – Tuesday, November 3, 2020 (9:00 a.m. to 12:00 p.m.)Meeting #2 – Friday, November 6, 2020 (9:00 a.m. to 12:00 p.m.)Meeting #3 – Tuesday, November 10, 2020 (9:00 a.m. to 12:00 p.m.)Meeting #4 – Friday, November 13, 2020 (9:00 a.m. to 12:00 p.m.)General Committee – Monday, November 16, 2020 (9:30 a.m.)– Draft presentation of the proposed 2021 Budget for the public meetingMeeting #5 – Tuesday, November 17, 2020 (9:00 a.m. to 12:00 p.m.)Meeting #6 – Friday, November 20, 2020 (9:00 a.m. to 12:00 p.m.)Public Meeting – Wednesday, November 25, 2020 (7 p.m. to 9 p.m.)– Feedback from the public meeting will be incorporated into the report to CouncilMeeting #7 – Friday, November 27, 2020 (9:00 a.m. to 12:00 p.m.) – if requiredCouncil Decision – Wednesday, December 9, 2020 (1:00 p.m.)Press Conference – Thursday, December 10, 2020 (10:00 a.m.) 3. That the following schedule for the 2021 Water & Wastewater Rate be approved with the dates and times below:General Committee – Monday, 9 November 2, 2020 (9:30 a.m.)Public Meeting – Thursday, November 12, 2020 (6:30 p.m. to 7:30 p.m.)– Feedback from the public meeting will be incorporated into the report to CouncilCouncil Decision – Wednesday, December 9, 2020 (1:00 p.m.); and further, 4. That Staff be authorized and directed to do all things necessary t

That the General Committee confidential session adjourn at 12:30 AM.