General Committee Agenda

Meeting Number: 16

Tuesday, December 03, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on December 4, 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 NOVEMBER 5, 2024 GENERAL COMMITTEE (16.0)

Note: Minutes to be attached when available. 

4.

PRESENTATIONS

5.

DEPUTATIONS

6.

COMMUNICATIONS

6.1

YORK REGION COMMUNICATIONS (13.4)

Note:   Questions regarding Regional correspondence should be directed to Chris Raynor, Regional Clerk.

The following York Region Communications are available on-line only.

• 1. That the following communications dated October 24, 2024 from York Region be received for information purposes:
     1. 2024-2027 Agriculture and Agri-Food Sector Strategy 
     2. Development Charges Deferral Policy for Large Office Buildings
     3. Actions to Increase Affordable and Community Housing Supply Under the Next 10-Year Housing and Homelessness Plan

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

Q3 2024 STATUS OF CAPITAL AS AT SEPTEMBER 30, 2024 (7.0)

J. Lee, ext. 2963

• 1. That the report dated December 3, 2024, titled “Status of Capital Projects as of September 30, 2024” be received; and,
  2. That the Projects completed with surplus funds over $100,000 or with over 50% of Budget remaining, as identified in Appendix 2a, be recommended for closure, and funds associated with these projects in the amount of $5,744,765 be transferred to the original sources of funding as identified in Appendix 2a; and,
  3. That the Projects Completed without surplus funds or with surplus funds under $100,000 or with less than 50% of Budget remaining, as identified on Appendix 2b, be recommended for closure, and funds associated with these projects in the amount of $1,336,725 be transferred to the original sources of funding as identified in Appendix 2b; and,
  4. That the Non-Development Charge Capital Contingency Project be topped up from the Life Cycle Replacement and Capital Reserve Fund by $2,104,150 to the approved amount of $250,000; and,
  5. That the Design Capital Contingency Project be topped up from the Development Charges – Parks Development Reserve by $118,124 to the approved amount of $100,000; and,
  6. That the Waterworks Capital Contingency Project be topped up from the Waterworks Stabilization/Capital Reserve by $112,004 to the approved amount of $100,000; and,
  7. That the Staff approved draws from Other Reserves as part of the Capital Contingency process in the amount of $1,136,863 be received; and,
  8. That the following new capital projects, initiated subsequent to the approval of the 2024 capital budget as per the Capital Budget Control Policy, be received:
     • Project 24312 – 2025 Air Cylinders Replacement – Budget of $76,600 to be funded from the Life Cycle Replacement and Capital Reserve.
     • Project 24321 - Cornell C.C Parking Garage Remote Monitoring and Maintenance - Budget of $46,762.79 to be funded from the Non-DC Capital Contingency; and further,
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.2

2025 MEETING CALENDAR (9.0)

M. Pettit, ext. 8220

• 1. That the proposed 2025 Standing Committee & Council Meeting Calendar be adopted; and further,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.3

STAFF AWARD CONTRACTS - QUARTERLY UPDATE (7.12)

A. Moore, ext. 4711

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

8.4

2024 AUDIT PLANNING REPORT (7.0)

K. Soneji, ext. 2681

• 1. That the report titled “2024 Audit Planning Report” be received; and,
  2. That the 2024 Audit Planning Report for the year ending December 31, 2024, prepared by KPMG LLP, Chartered Accountants be received; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.5

AWARD OF TENDER 060-T-24 (CRFT 2024-01) FOR THE SUPPLY AND DELIVERY OF UNLEADED FUEL (E10), #1 ULTRA LOW SULPHUR DIESEL AND BIODIESEL FUEL (B20) FOR A FIVE YEAR TERM (2025 – 2029)

S. Dollmaier, ext. 2275 / M. Lee, ext. 2239 

• 1. That the report titled “Award of Tender 060-T-24 (CRFT 2024-01) for the Supply and Delivery of Unleaded Fuel (E10), #1 Ultra Low Sulphur Diesel Fuel and Biodiesel Fuel (B20) for a Five Year Term (2025 – 2029)” be received; and,
  2. That the contract for Tender 060-T-24 (CRFT 2024-01) for the supply and delivery of unleaded fuel (E10) be awarded to the lowest priced bidder, Brown’s Fuels, in the estimated annual amount of $839,887.40, inclusive of HST; and,
  3. That the contract for Tender 060-T-24 (CRFT 2024-01) for the supply and delivery of #1 ultra low sulphur diesel fuel be awarded to the lowest priced bidder, Suncor Energy Products Partnership, in the estimated annual amount of $259,778.40, inclusive of HST; and,
  4. That the contract for Tender 060-T-24 (CRFT 2024-01) for the supply and delivery of biodiesel fuel (B20) be awarded to the lowest priced bidder, Brown’s Fuels, in the estimated annual amount of $186,196.32, inclusive of HST; and,
  5. That the term of the contract be five years (January 1, 2025 – December 31, 2029); and,
  6. That the 2025 estimated costs of $1,285,862.12 ($839,887.40 + $259,778.40 + $186,196.32) be funded from accounts listed in the Financial Considerations section; and,
  7. That the Purchase Order be adjusted in the future years up to the approved operating budget as adopted by Council; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.6

QUALITY MANAGEMENT SYSTEM - MANAGEMENT REVIEW  (5.3)

D. Chan, ext. 2446 / V. Feng, ext. 2737

• 1. That the report titled “Quality Management System Management Review” be received; and,
  2. That Council, as the Owner of the City’s drinking water system, acknowledge and support the outcome and action items identified from the Management Review; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

9.1

COUNCIL-STAFF RELATIONS POLICY (9.0)

K. Kitteringham, ext. 4729 / M. Pettit, ext. 8220

Note: This item was referred to this General Committee from the November 5, 2024 General Committee meeting. 

• 1. That the report titled, “Council-Staff Relations Policy” be received; and,
  2. That Markham City Council adopt the revised “Council-Staff Relations Policy” included as Appendix “B” to this report; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.2

PAY-ON-DEMAND SURETY BONDS POLICY (7.0)

K. Ross, ext. 2126 

• 1. That the report entitled, “Pay-on-Demand Surety Bonds Policy” be received; and, 
  2. That the attached Pay-on-Demand Surety Bonds Policy be approved; and, 
  3. That the Treasurer be authorized to make any necessary amendments to the Policy to be consistent with the final Provincial Regulation, should there be changes prior to its adoption and enactment; and further, 
  4. That staff be authorized and directed to do all things necessary to give effect to this resolution.

9.3

DATA SHARING AND OTHER LICENSE AGREEMENTS (7.0)

M. Miller, ext. 2036

• 1. That the report titled “Delegated Authority for signing Data Licensing Agreements, Data Sub-Licensing Agreements, Data Sharing Agreements and Data Privacy Agreements” be received; and,
  2. That Council authorize the Chief Information Officer to execute approved data licensing agreements, data sub-licensing agreements, data sharing agreements, data privacy agreements and other agreements and documents required to facilitate the sharing, licensing, sub-licensing and protection of data as between the City and other levels of government or government agencies, and as between the City and third party vendors in connection with City projects, in accordance with Ontario’s Municipal Freedom of Information and Protection of Privacy Act of Ontario (MFIPPA) and in a form approved by the City Solicitor; and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.4

MYAP REPORT - MULTI-YEAR ACCESSIBILITY PLAN (16.0)

K. Baker, ext. 3281 / D. Honsberger, ext. 2331

• 1. That the report entitled “City of Markham Multi-Year Accessibility Plan 2025-2029” be received; and, 
  2. That Council approve the City of Markham Multi-Year Accessibility Plan 2025-2029; and further, 
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

10.

MOTIONS

11.

NOTICES OF MOTION

12.

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".

13.

ANNOUNCEMENTS

14.

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:

14.1

FINANCE & ADMINISTRATIVE MATTERS

14.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - OCTOBER 22, 2024 (16.0) [Municipal Act, 2001, Section 239 (2) (e)(f)]

14.1.2

PROPERTIES FOR TAX SALE AUTHORIZATION – DECEMBER 2024; PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING CITY OR LOCAL BOARD EMPLOYEES; 

[Municipal Act, 2001, Section 239 (2) (b)] (7.0)

15.

ADJOURNMENT