The Corporation of the Township of Brock

Council Minutes

Monday, August 12, 2024 at 10:00 A.m. - 11:00 A.m.

Council Chambers - 1 Cameron St. E. Cannington and Electronically

Members Present:

• Mayor Walter Schummer
• Regional Councillor Michael Jubb
• Ward 1 Councillor Peter Frank
• Ward 2 Councillor Claire Doble
• Ward 3 Councillor Angela Canavan
• Ward 4 Councillor Cria Pettingill
• Ward 5 Councillor Lynn Campbell

Staff Present:

• CAO Michelle Willson
• Clerk/Deputy CAO Fernando Lamanna
• Deputy Clerk Maralee Drake
• Clerk's Assistant Deena Hunt
• Director of Finance/Treasurer Trena DeBruijn
• Director Parks, Recreation and Facilities R. Wayne Ward
• Fire Chief Rick Harrison
• Director Public Works Dylan Quigley

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1.

Meeting Details (only on Agenda)

2.

Call to Order & Moment of Silence - 10:00 a.m.

Mayor Schummer called the meeting to order at 10:00 a.m. and a quorum was present.

3.

Land Acknowledgement

It is important to begin each public gathering with a Land and Territorial Acknowledgement, to recognize the Indigenous people for being good stewards of the land and environment, here where we are meeting today. The Township of Brock has traditionally been a hunting and fishing ground for First Nations people. We reside on and benefit from the Williams Treaty Territories, on the land of the Mississaugas and Chippewas. May we share the land as long as the sun rises, the grass grows and river flows.

4.

Disclosure of Pecuniary Interest and Nature Thereof

4.1

Councillor Canavan - Closed Session

Councillor Canavan declared a conflict of interest with respect to Item 15.6 Municipal Commercial Leases, as she is employed by Brock Community Health Centre, noting that she would leave the meeting prior to discussion and voting on the matter.

5.

Community Announcements

5.1

Foster Hewitt Foundation Donation

On Behalf of Council and staff, Mayor Schummer expressed appreciation to the Directors of the Foster Hewitt Foundation for their generous donation of $25,000 towards the Sunderland Memorial Arena Renovation Project.

6.

Public Meeting

None.

7.

Presentations

7.1

Communications Strategic Plan (related to Report 2024-GG-020)

Tamra Kaiser, Communications and Tourism Coordinator provided a presentation which included:

Communications Strategy 2024-2026

• What We Heard - Community Engagement Survey (online and printed)
  • the top 3 preferences indicate digital information delivery
  • residents also prefer roadside signs to deliver information
  • Township also delivers printed newsletter quarterly
• Goals, Objectives and Strategies
  • Objective One
    • Communicate accurate and important information to residents in a timely meaningful way
  • Objective Two
    • Establish a formal, predictable and transparent approach to engaging with the community
  • Objective Three
    • Strong and authentic internal communications

• Resolution: C-2024-168
  Moved by Councillor Canavan
  Seconded by Councillor Frank

  Be It Resolved That the agenda be amended to bring forward Report  Number 2024-GG-2024 for consideration at this time. (Item 11.7)

  CARRIED

7.2

Report 2024-GG-020, Communications Strategy

Communications and Tourism Coordinator

• Resolution: C-2024-169
  Moved by Councillor Pettingill
  Seconded by Councillor Doble

  Be It Resolved That Report 2024-GG-020, Communication Strategy be received; and
  That Council approve and adopt the Communications Strategy as contained in Appendix 1 in Report 2024-GG-020.

  CARRIED

8.

Delegations / Petitions

None.

9.

Ratification of COW Recommendations

None.

10.

Adoption of Minutes of Previous Meetings

• Resolution: C-2024-170
  Moved by Regional Councillor Jubb
  Seconded by Councillor Frank

  Be it Resolved That Council adopts the minutes of previous Council and Committee of the Whole meetings as listed in Section 10.1:

  • Council - July 15, 2024
  CARRIED

10.1

Minutes of previous Council Meetings

10.1.1

Council - July 15, 2024

11.

Reports

11.1

Report 2024-PS-010, 2024 Capital Project

Fire Chief

• Resolution: C-2024-171
  Moved by Councillor Doble
  Seconded by Councillor Frank

  Be It Resolved That Report 2024-PS-10, 2024 Capital Project be received for information; and
  That staff do not proceed with the 2024 Fire Department Mini-Rescue Truck - Capital Project; and
  That the $250,000 approved in the Fire Department 2024 Capital Budget remain in the Fire Department reserves for future projects.

  CARRIED

11.2

Report 2024-GG-021, Recognition of Long Service Employees & Council Board and Committee Appointees

Clerk/Deputy CAO

• Resolution: C-2024-172
  Moved by Councillor Canavan
  Seconded by Regional Councillor Jubb

  Be It Resolved That Report 2024-GG-021, Recognition of Long Service Employees and Council Board and Committee Appointees, be received; and
  That Council approve the amendments to Administration & Personnel Policy AP1, attached as Appendix “1” to Report  2024-GG-021; and
  That Council approve the inclusion of a budget of $600 annually to be incorporated into the Council budget beginning in 2025.

  CARRIED

11.3

Report 2024-FI-022, Operating Results – Actual to Budget – June 2024

Director of Finance/Treasurer

• Resolution: C-2024-173
  Moved by Councillor Pettingill
  Seconded by Regional Councillor Jubb

  Be It Resolved That Report 2024-FI-022, Operating Results - Actual to Budget - June 2024 be received.

  CARRIED

11.4

Report 2024-FI-024, Update to Conference, Convention and Seminar Attendance Policy

Director of Finance/Treasurer 

• Resolution: C-2024-174
  Moved by Councillor Frank
  Seconded by Councillor Pettingill

  Be It Resolved That Report 2024-FI-024  Update to the Conference, Convention and Seminar Attendance Policy be received; and
  That Council approve the amended Conference, Convention and Seminar Attendance Policy.
• Amendment:
  Resolution: C-2024-175
  Moved by Regional Councillor Jubb
  Seconded by Councillor Doble

  Be it Resolved that Resolution C-2024-### be amended to include "That starting for the 2026 term of Council, an upset limit of $7,000 be implemented per Council member per term, with the limit prorated over each year and it starting in the 2025 budget year; and

  That Conference Policy AP38, as amended, include an annual increase based on the Consumer Price Index."

  CARRIED

• Amended Main Motion

  Resolution: C-2024-174
  Moved by Councillor Frank
  Seconded by Councillor Pettingill

  Be It Resolved That Report 2024-FI-024 Update to the Conference, Convention and Seminar Attendance Policy be received; and
  That Council approve the amended Conference, Convention and Seminar Attendance Policy; and
  That starting for the 2026 term of Council, an upset limit of $7,000 be implemented per Council member per term, with the limit prorated over each year and it starting in the 2025 budget year; and
  That Conference, Convention and Seminar Attendance Policy AP38 include an annual increase based on the Consumer Price Index.

  CARRIED

11.5

Report 2024-FI-023, 2025 Tariff of Fees

Director of Finance/Treasurer 

• Resolution: C-2024-176
  Moved by Councillor Doble
  Seconded by Councillor Pettingill

  Be It Resolved That Report 2024-FI-023, 2025 Tariff of Fees be received; and
  That Council approve the Tariff of Fees for 2025.

  CARRIED

11.6

Report 2024-CO-002, Request for 2025 Budget Pre-Approval – Township of Brock Website

Deputy Clerk

• Resolution: C-2024-177
  Moved by Councillor Canavan
  Seconded by Regional Councillor Jubb

  Be It Resolved That Report 2024-CO-002, Request for 2025 Budget Pre-Approval – Township of Brock Website be received; and
  That 2025 budget pre-approval be granted in the amount of $43,000 for the creation of a new municipal website through GHD, Govstack, to be drawn from the Capital IT Reserve Fund.

  CARRIED

11.7

Report 2024-OP-011, Sidewalk Installations - Proposed Revisions, 2024-OP-011

Director of Public Works 

• Resolution: C-2024-178
  Moved by Councillor Pettingill
  Seconded by Regional Councillor Jubb

  BE IT RESOLVED THAT Committee receive report 2024-OP-011, and

  THAT Committee approve the scope change of removing the Albert Street South location and re-allocate funding in the amount of $29,250 to Main Street East.
• Amendment:
  Resolution: C-2024-179
  Moved by Regional Councillor Jubb
  Seconded by Councillor Pettingill

  Be it Resolved That Resolution C-2024-178 be amended to include "That Council request the Director of Public Works to review the Township Sidewalk Master Plan and report back by the end of 2024."

  CARRIED

• Amended Main Motion

  Resolution: C-2024-178
  Moved by Councillor Pettingill
  Seconded by Regional Councillor Jubb

  Be It Resolved That Committee receive Report 2024-OP-011, and

  THAT Committee approve the scope change of removing the Albert Street South location and re-allocate funding in the amount of $29,250 to Main Street East; and

  That Council request the Director of Public Works to review the Township Sidewalk Master Plan and report back by the end of 2024.

  CARRIED

12.

Correspondence

12.1

LEAF-Durham Region Final Report: July 1 2023 - June 30 2024

Durham Region
Communication Number 675/24

• Resolution: C-2024-180
  Moved by Councillor Pettingill
  Seconded by Councillor Campbell

  Be It Resolved That Communication Number 675/24, Leaf Durham Region Final Report: July 1, 2023 - June 30, 2024, submitted by Durham Region be received.

  CARRIED

12.2

Request to Purchase Unopened Road Allowance - Peter Swanton

Communication Number 689/24

• Resolution: C-2024-181
  Moved by Regional Councillor Jubb
  Seconded by Councillor Canavan

  Be it Resolved That Communication Number 689/24, as submitted by Peter Swanton, regarding a request to purchase unopened road allowance be received; and
  That Council forward the request to staff for a report back.

  CARRIED

12.3

Special Occasion Permit Request - Beaverton Lions Elimination Draw 

Beaverton Lions Club
Communication Number 701/24

• Resolution: C-2024-182
  Moved by Councillor Doble
  Seconded by Councillor Frank

  Be It Resolved That Communication Number 701/24, Special Occasion Permit Request - Beaverton Lions Elimination Draw submitted by the Beaverton Lions Club be received; and
  That Council has no objection to the Beaverton Lions Elimination Draw at the Foster Hewitt Memorial Community Centre, subject to a booking agreement has been completed; and
  That Council has no objection to the selling of alcohol at the Foster Hewitt Memorial Community Centre during the Beaverton Lions Elimination Draw held on September 21, 2024 from 7:00 p.m. to 1:00 a.m.; and
  That Council approves the request subject to the receipt of proof of liability insurance in the amount of $2,000,000 (2 million) with the Township of Brock named as an additional insured to be provided to staff; and
  That the Beaverton Lions Elimination Draw held on September 21, 2024 be designated an event of municipal significance for the purpose of obtaining the Special Occasion Permit and will be subject to compliance of the Municipal Alcohol Policy; and
  That a site plan, special occasion permit and list of servers be provided to staff prior to the event.

  CARRIED

12.4

Request for Rent Reduction - Durham Farm and Rural Family Resources

Communication Number 712/24

• Resolution: C-2024-183
  Moved by Regional Councillor Jubb
  Seconded by Councillor Canavan

  Be it Resolved That Communication number 712/24 as submitted by Heather Doner, Durham Farm and Rural Family Resources (DFRFR), with respect to a request for rental reduction at Rick MacLeish Memorial Community Centre, be received; and

  That Council directs staff to continue to provide DFRFR with a reduced facility rental rate until the end of 2024.

  CARRIED

13.

Notice of Motions

14.

By-Laws

• Resolution: C-2024-184
  Moved by Councillor Canavan
  Seconded by Councillor Doble

  Be it Resolved That By-law Number 3285-2024, be taken as read, enacted and signed by the Mayor and Municipal Clerk.

  CARRIED

14.1

By-law Number 3285-2024, Fees and Charges 

Impose fees for services and activities provided or done by or on behalf of the Township of Brock and for the use of municipal property.

15.

Closed Session

• Resolution: C-2024-185
  Moved by Councillor Campbell
  Seconded by Councillor Frank

  Be it Resolved That Council break for a recess at 12:17 p.m. and then proceed into a Closed Meeting at 12:32 p.m. to discuss the following matters:

  • a proposed or pending acquisition or disposition of land by the municipality or local board pursuant to Section 239(2)(c) of the Municipal Act 
  • Plans and instructions for negotiations Section 239 (2)(k)
  CARRIED

15.1

Draft Sunderland Medical Centre Property Management Agreement

Clerk/Deputy CAO

15.2

Regional Councillor Jubb left the Closed meeting at 1:00 and rejoined at 1:13 p.m.

15.3

Establishment of Land Purchase Price

15.4

Councillor Frank left the Closed meeting at 1:32 p.m.

15.5

Councillor Canavan left the meeting at 1:33 p.m. (Declaration of Pecuniary Interest)

15.6

Municipal Commercial Leases - Appraisal Report Review, 2024-GG-024

Clerk/Deputy CAO

16.

Rise from Closed Session

• Councillor Canavan declared a conflict on this item. (Councillor Canavan declared a conflict of interest with respect to Item 15.6 Municipal Commercial Leases, as she is employed by Brock Community Health Centre, noting that she would leave the meeting prior to discussion and voting on the matter.)

• Resolution: C-2024-186
  Moved by Councillor Campbell
  Seconded by Councillor Pettingill

  Be it Resolved That Council rise & report from Closed Meeting of Municipal Council at 1:44 p.m.; and,

  That Council endorse all direction provided to staff, at the Closed Meeting of Municipal Council held on August 12, 2024.

  CARRIED

17.

Other Business

None.

18.

Regional Councillor Update

None.

19.

Public Questions and Clarification

There were no public questions for clarification.

20.

Confirmation By-law

By-law Number 3284-2024 to confirm the proceedings of the Council of the Corporation of the Township of Brock at its meeting held on August 12, 2024.

• Resolution: C-2024-187
  Moved by Councillor Campbell
  Seconded by Councillor Pettingill

  Be it Resolved That By-law Number 3284-2024, being a By-law to confirm the proceedings of the Council of the Corporation of the Township of Brock at its meeting held on August 12, 2024 be taken as read, enacted and signed by the Mayor and Clerk/Deputy CAO.

  CARRIED

21.

Adjournment

• Resolution: C-2024-188
  Moved by Councillor Campbell
  Seconded by Councillor Doble

  Be it Resolved That the meeting of Council adjourn at 1:45 p.m.

  CARRIED