Electronic General Committee Meeting
Revised Agenda
Revised Items are Italicized.

Meeting Number: 8

Monday, June 01, 2020 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on September 10, 2019.

 

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1.

CALL TO ORDER

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

APPROVAL OF PREVIOUS MINUTES

3.1

MINUTES OF THE MAY 19, 2020 GENERAL COMMITTEE (16.0)

• 1. That the minutes of the May 19, 2020 General Committee meeting be confirmed.

4.

DEPUTATIONS

5.

COMMUNICATIONS

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

EXTERNAL AUDIT SERVICES CONTRACT EXTENSION (7.0)

A. Moore, ext. 4711 and K. Soneji, ext. 2681

• 1. That the report entitled “External Audit Services Contract Extension” be received; and,
  2. That the contract for the five year fiscal period commencing with the 2020 audit and ending with the 2024 audit be awarded to KPMG LLP Chartered Accountants in annual amount of $91,737.00 inclusive of HST with a 1% increase in years 2–5 (2021 – 2024); and,
  3. That the contract include examination and review of the records and conduct audit of the financial statements prepared in accordance with Canadian accounting standards for the public sector of The Corporation of the City of Markham, The Corporation of the City of Markham Trust Fund, City of Markham Public Library Board, Old Markham Village Business Improvement Area (MBIA), and Unionville Business Improvement Area (UBIA); and,
  4. That the contract include examination and review of the records and conduct audit of the financial statements prepared in accordance with Canadian accounting standards for not-for-profit organizations (“ASNPO”) Varley-McKay Art Foundation, The Friends of Markham Museum Foundation, and The Markham Foundation for Performing Arts and Destination Markham Corporation; and,
  5. That the contract include examination and review of the records and conduct audit of the financial statements prepared in accordance with International Financial Reporting Standards (“IFRS”) of Markham District Energy Inc. (MDEI) and Markham Enterprises Corporation (MEC); and,
  6. That the contract include the preparation of income tax returns for MDEI and MEC; and,
  7. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1, (c) which states “when the extension of an existing contract would prove more cost-effective or beneficial” & (h) where it is necessary or in the best interests of the City to acquire Professional Services from a supplier who has a proven track record with the City in terms of pricing, quality and service; and,
  8. That the award for the audit for fiscal years 2020 to 2024 be funded from the respective annual operating budget as identified under financial considerations; and further,
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

CONSENT REPORTS - ENVIRONMENT & SUSTAINABILITY ISSUES

8.1

THE ONTARIO MINISTRY OF ENVIRONMENT, CONSERVATION AND PARKS – MARKHAM DISTRIBUTION SYSTEM – INSPECTION REPORT, JANUARY 29, 2020 (5.0)

Helena Frantzke, ext. 2449

• 1. That the report entitled “The Ontario Ministry of Environment, Conservation and Parks – Markham Distribution System –Inspection Report, January 29, 2020” be received; and,
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.2

QUALITY MANAGEMENT SYSTEM - MANAGEMENT REVIEW (5.3)

A. Tang, ext. 3360 and 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.

PRESENTATIONS - FINANCE & ADMINISTRATIVE ISSUES

9.1

DIGITAL MARKHAM STRATEGY UPDATE (7.13)

N. Kenea, ext. 4733

• 1. That the presentation entitled "Digital Markham Strategy Update" be received; and,
  2. That staff be directed to do all things necessary to advance the implementation of the Digital Markham Strategy; and further,
  3. That staff report back to Committee annually.

10.

PRESENTATIONS - ENVIRONMENT & SUSTAINABILITY ISSUES

10.1

CONSTRUCTION OF THE EAST MARKHAM WORKS YARD AT 10192 NINTH LINE (5.0)

Note: Please see presentation attached.

R. England, ext. 2674 and C. Brygidyr, ext. 2678

• 1. That the presentation entitled “Construction of the East Markham Works Yard at 10192 Ninth Line” be received; and,
  2. That after the draft reference plan prepared by E.R. Garden Limited (File No. 20-7618) attached as Attachment No. 1  to this presentation (the “Draft R-Plan”) is deposited on title, the proposed declaration of the following lands as surplus to municipal purposes be added to a public agenda of a Council meeting: the lands described as Part of Lots 21 & 22, Concession 8, Markham, shown as Part 1 on the Draft R-Plan (being approximately 648.8m2 (0.16 Acres); and,
  3. That subject to recommendation #2, the lands described as Part of Lots 21 & 22, Concession 8, Markham, shown as Part 1 on the Draft R-Plan, be declared surplus to municipal purposes and conveyed to The Regional Municipality of York for road widening purposes; and,
  4. That the Mayor and Clerk be authorized to execute agreement(s) with The Regional Municipality of York, in a form satisfactory to the Director of Operations, Director of Sustainability & Asset Management and the City Solicitor, required for the development of a works yard on the lands municipally known as 10192 9th Line; and,
  5. That Council award the following tenders:

     1. Tender 078-T-20 Construction of the East Markham Works Yard be awarded to the lowest priced bidder, Orin Contractors Corp. in the amount of $11,494,687.42 inclusive of HST

     2. Tender 117-T-20 Supply and Installation of the Office Trailer be awarded to the lowest priced bidder, City Core Construction Inc., in the amount of $421,795.20 inclusive of HST; and,

  6. That a 5% contingency in the amount of $595,824.13 ($574,734.37 + $21,089.76) inclusive of HST, be established for each contract to cover any additional construction costs and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and,
  7. That the cost of $12,512,306.75 ($11,494,687.42 + $421,795.20 + $574,734.37 + $21,089.76) be funded from project #19288 Design and Construction of Works Yard (account # 056-5350-19288-005) with budget available of $6,440,000.00; and,
  8. That shortfall in the amount of $6,072,306.75 ($12,512,306.75 - $6,440,000.00) be funded from the Development Charges Reserve Fund $5,920,499.08 or 97.5% and Non-DC Growth Reserve $151,807.67 or 2.5%; and further,
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

11.

MOTIONS

12.

NOTICES OF MOTION

13.

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".

14.

ANNOUNCEMENTS

15.

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:

15.1

FINANCE & ADMINISTRATIVE ISSUES

15.1.1

GENERAL COMMITTEE CONFIDENTIAL MINUTES - FEBRUARY 18, 2020 (16.0) [Section 239 (2) (a) (b) (c) (e) (f)]

15.1.2

LITIGATION OR POTENTIAL LITIGATION, INCLUDING MATTERS BEFORE ADMINISTRATIVE TRIBUNALS, AFFECTING THE MUNICIPALITY OR LOCAL BOARD (5.5) [Section 239 (2) (e)]

16.

ADJOURNMENT