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

Meeting Number: 15

Tuesday, November 05, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on November 6, 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 OCTOBER 22, 2024 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the October 22, 2024 General Committee meeting be confirmed.

4.

PRESENTATIONS

5.

DEPUTATIONS

6.

COMMUNICATIONS

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

MINUTES OF THE MAY 9, JUNE 27 AND SEPTEMBER 18, 2024 MARKHAM VILLAGE BUSINESS IMPROVEMENT AREA BOARD MEETING (16.0)

• 1. That the minutes of the May 9, June 27 and September 18, 2024 Markham Village Business Improvement Area Committee meeting be received for information purposes. 

8.2

MINUTES OF THE SEPTEMBER 12, 2024 MARKHAM SANTA CLAUS PARADE COMMITTEE MEETING (16.0)

• 1. That the minutes of the September 12, 2024 Markham Santa Claus Parade Committee meeting be received for information purposes. 

8.3

2024 THIRD QUARTER INVESTMENT PERFORMANCE REVIEW (7.0)

M. Visser, ext. 4260

• 1. That the report dated November 5, 2024 entitled “2024 Third Quarter Investment Performance Review” be received.

8.4

AWARD OF PROPOSAL 220-R-23 - CONSULTING SERVICES, SUPPLY, IMPLEMENTATION AND ONGOING SUPPORT OF AN AUTOMATIC VEHICLE LOCATION (AVL) SYSTEM (7.0) 

J. Fry, ext. 2539 | N. Sirry, ext. 4885 | R. Patano, ext. 2990

• 1. That the report entitled “Award of Proposal 220-R-23 - Consulting Services, Supply, Implementation and Ongoing Support of an Automatic Vehicle Location (AVL) System” be received; and,
  2. That the contract 220-R-23 - Consulting Services, Supply, Implementation and Ongoing Support of an Automatic Vehicle Location (AVL) System (One time - hardware, implementation and training costs) (Recurring - software licenses, ongoing support and maintenance) be awarded to the highest ranked/lowest priced bidder, Air Automotive Tracking Inc. (AAT) in the amount of $326,580.40 inclusive of HST; and,
  3. That a contingency in the amount of $32,658.04 inclusive of HST be 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 capital costs be funded from capital project GL account 049-6150-23133-005, with available budget of $458,700.00; and,
  5. That the remaining budget in the amount of $99,461.56 ($458,700 - $326,580.40-$32,658.04) be returned to the original funding source; and,
  6. That the contract for software licenses, ongoing support and maintenance costs for 9 years be awarded to Air Automotive Tracking Inc. (AAT) in the amount of $980,315.14, inclusive of HST ($510,428.16 fee for 5 years + $469,886.98 fee for the 4 renewal options) to be funded from 400-400-5361, and subject to adoption of the annual operating budget from 2025 to 2033, in the amounts of:
     1. Year 2 (2025) - $ 102,085.63 
     2. Year 3 (2026) - $ 102,085.63 
     3. Year 4 (2027) - $ 102,085.63 
     4. Year 5 (2028) - $ 102,085.63 
     5. Year 6 (2029) - $ 102,085.63 
     6. Year 7 (2030) - $ 117,471.74 *
     7. Year 8 (2031) - $ 117,471.74 *
     8. Year 9 (2032) - $ 117,471.74 * 
     9. Year 10 (2033) - $ 117,471.74 *
                        Total - $ 980,315.14 (* Optional Year Renewal)
  7. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve the additional renewal years (Years 7 to 10) on behalf of the City (in its sole discretion), and execute any required documentation in a form satisfactory to the City Solicitor; and,
  8. That Air Automotive Tracking Inc. (AAT) be designated as the preferred vendor for the City’s Automatic Vehicle Location (AVL) System service needs at the sole discretion of the City and for Air Automotive Tracking Inc. (AAT) software products for the term of this contract; and,
  9. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve any new purchases related to this contract needed due to growth and/or future Automatic Vehicle Location (AVL) System upgrades due to change in technology or system integration with other applications related to the project during the term of this contract, subject to the Expenditure Control Policy and budget approval, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and further,
  10. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.5

UPDATE TO THE MARKHAM COUNCIL CODE OF CONDUCT (9.0)

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

• 1. That the report entitled “Update to the Markham Council Code of Conduct” be received; and, 
  2. That Council adopt the revised Markham Council Code of Conduct 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.

8.6

MINUTES OF THE SEPTEMBER 23, 2024 MARKHAM PUBLIC LIBRARY BOARD MEETING (16.0)

• 1. That the minutes of the September 23, 2024 Markham Public Library Board meeting be received for information purposes.

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

9.1

COUNCIL-STAFF RELATIONS POLICY (9.0)

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

• 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.

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

15.

ADJOURNMENT