General Committee Agenda

Meeting Number: 13

Tuesday, October 08, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on October 9, 2024.

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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 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

3.1

MINUTES OF THE SEPTEMBER 24, 2024 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the September 24, 2024 General Committee meeting be confirmed.

4.

DEPUTATIONS

5.

COMMUNICATIONS

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE JUNE 24, 2024 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the June 24, 2024 Markham Public Library Board meeting be received for information purposes.

7.2

STAFF AWARD CONTRACTS - QUARTERLY UPDATE (7.12)

A. Moore, ext. 4711

• 1. That the report entitled “Staff Awarded Contracts for the Months of April, May & June 2024.” be received; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.3

MARKHAM ENVIRONMENTAL SUSTAINABILITY FUND (MESF) 2024 FUNDING AND FUTURE PROGRAM PROTOCOLS (7.0, 5.7)

D. Douglas, ext. 2395 / M. DiPasquale, ext. 3710

• 1. That the report entitled “Markham Environmental Sustainability Fund (MESF) 2024 Funding and Future Program Protocols” be received; and,
  2. That the external funding application “The Urban Farm Initiative” for site expansion and improvements be approved for $9,596 and be funded from the MESF Reserve; and,
  3. That proposed amendments to the funding approvals process for future MESF applications be received as noted in this report; and further,
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.4

AWARD OF TENDER 196-T-24 - COURTS RECONSTRUCTION - CONSTRUCTION (7.12)

R. Fournier, ext. 2120 / R. Patano, ext. 2990 

• 1. That the report entitled “Award of Tender 196-T-24 Courts Reconstruction - Construction” be received; and,
  2. That staff be authorized to award a contract to Bond Paving & Construction Inc., the lowest priced bidder, in the total amount of $875,276.43 inclusive of HST; and,
  3. That a contingency in the amount of $87,527.64 (10%) inclusive of HST, 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 award and contingency in the total amount of $962,804.07 be funded from the following:
     • Capital project 24205 - Tennis/Basketball Reconstruction Simonston / Robinson/Milliken Mills, which has an available budget of $355,093.59;
     • Capital project 24208 – Tennis Fencing, which has an available budget of $96,300.00;
     • Capital project 24204 – Tennis/Basketball Reconstruction Bayview Reservoir, which has an available budget of $177,400.00;
     • Tennis club portion in the amount of $157,462.41; and,
  5. That the shortfall in the amount of $176,548.07 ($962,804.07 - $355,093.59 - $96,300 - $177,400 - $157,462.41) be funded from Non-DC Capital Contingency; and, 
  6. That all identified budget amounts be consolidated into project #24205 to facilitate the administration of this contract; and,
  7. That this report be received by Council on October 9, 2024; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.5

2024 JULY YEAR-TO-DATE RESULTS OF OPERATIONS AND YEAR-END FORECAST (7.4)

A. Khan, ext. 2201 / J. Pak, ext. 2514

Note: Attachments to be added when available.

7.6

AWARD OF CONTRACT 182-S-24 PAN AM CENTRE PARKING CONTROL SYSTEM (7.12)

G. Seaman, ext. 7523

Note: Attachments to be added when available.

8.

REGULAR REPORTS - COMMUNITY SERVICES MATTERS

8.1

TERMS OF REFERENCE - RACE RELATIONS COMMITTEE (16.34)

K. Baker, ext. 3281

• 1. That the report titled “Request for Approval of Revised Terms of Reference for the Markham Race Relations Advisory Committee” be received; and, 
  2. That the revised Terms of Reference for the Markham Race Relations Advisory Committee be approved in substantial conformity with the Terms of Reference attached as Appendix A; and further, 
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

MOTIONS

10.

NOTICES OF MOTION

11.

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".

12.

ANNOUNCEMENTS

13.

CONFIDENTIAL ITEMS

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

13.1

FINANCE & ADMINISTRATIVE MATTERS

13.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES- SEPTEMBER 24, 2024 (16.0) 

[Municipal Act, 2001, Section 239 (2) (c)(e)]

13.1.2

DEVELOPMENT CHARGE COMPLAINT; LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD (WARD 4) (7.11)

[Municipal Act, 2001, Section 239 (2)(e)]

Note: This item was deferred from the September 24, 2024 General Committee meeting. 

14.

ADJOURNMENT