General Committee Meeting
Revised Agenda
Revised items are identified by an asterisk (*)

Meeting Number: 11

Tuesday, July 09, 2024 at 9:00 A.m. - 12:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on July 17, 2024.

---

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 JUNE 25, 2024 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the June 25, 2024 General Committee meeting be confirmed.

4.

DEPUTATIONS

5.

COMMUNICATIONS

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

PROCLAMATIONS POLICY UPDATE (16.23)

K. Kitteringham, ext. 4729 / A. Tari, ext. 2082 / J. Evans, ext. 3835

• 1. That the Staff Report entitled Amendments to the City’s Proclamations Policy dated July 9, 2024 be received; and,
  2. That Council approve the revised Proclamations Policy attached as Appendix “B”; and further,
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.

7.2

125-T-24 AND 126-T-24 THORNHILL AND CLATWORTHY ENERGY GHG RETROFIT GC REPORT (7.0)

D. Chung, ext. 2025 / R. Abo, ext. 3120 / J. Chan, ext. 2073

• 1. That the report entitled “125-T-24 and 126-T-24 Thornhill and Clatworthy Energy GHG Retrofit GC Report” be received; and,
  2. That the contracts 125-T-24 and 126-T-24 be awarded to the lowest priced bidder for both projects, Modern Niagara Building Services, in the amount of $4,028,579.69 inclusive of HST:
               Thornhill    - $2,770,149.39
               Clatworthy - $1,258,430.30
                                   $4,028,579.69; and,
  3. That a 10% contingency in the amount of $277,014.94 for Thornhill and $125,843.03 for Clatworthy 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,
  4. That the award for Thornhill Community Centre Energy & GHG Retrofit in the total amount of $3,047,164.33 ($2,770,149.39 + $277,014.94) be funded from the capital project account 043-5399-23164-005 “Thornhill Near Net-Zero Emissions Retrofit Pilot”, which has an available budget of $2,460,036.00; and,
  5. That the award for Clatworthy Arena Energy & GHG Retrofit in the total amount of $1,384,273.33 ($1,258,430.30+ $125,843.03) be funded from the capital project account 043-5399-23145-005 “Clatworthy Near Net-Zero Emissions Retrofit Pilot Project” which has an available budget of $1,365,693.00; and,
  6. That the budget shortfall for #125-T-24 Thornhill Community Centre Energy & GHG Retrofit in the amount of $587,128.33 ($3,047,164.33 -$2,460,036.00) be funded from the Non-DC Capital Contingency account; and,
  7. That the budget shortfall for #126-T-24 Clatworthy Arena & GHG Retrofit in the amount of $18,580.33 ($1,384,273.33 -$1,365,693.00) be funded from the Non-DC Capital Contingency account; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

PRESENTATIONS - FINANCE & ADMINISTRATIVE MATTERS

8.1

STAFF COUNCIL RELATIONS POLICY (16.23)

K. Kitteringham, ext. 4729 / M. Pettit, ext. 8220 / J. Evans, ext. 3835

• 1. That the report titled “Proposed Draft Council-Staff Relations Policy” be received; and,
  2. That staff report back in the Fall, 2024 with a final proposed Council-Staff Relations Policy for Council’s adoption; 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.

ADJOURNMENT