The Corporation of the Township of Brock

Committee of the Whole Minutes

Monday, September 11, 2023 at 10:00 A.m. - 12:00 P.m.

Virtual Meeting

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, Ingrid Svelnis
• Acting Deputy Clerk Stefanie Stickwood
• Clerk's Assistant Deena Hunt
• Director of Finance/Treasurer Trena DeBruijn
• Director of Public Works Paul Lagrandeur
• Manager Facilities and IT, R. Wayne Ward
• Director Development Services Robin Prentice
• Fire Chief Rick Harrison

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1.

Zoom Link (Agenda only)

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.

Mayor Schummer requested a moment of silence in memory of the victims and first responders of the attacks on the United States on September 11, 2001.

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

None.

5.

Presentations

5.1

Deloitte Report to Committee of the Whole - 2022 Financial Audit - Township of Brock

Steve Stewart, Partner, Deloitte LLP provided a presentation which included:

• Deloitte audits the financial statements prepared by Township management
• the audit is complete and in accordance with Canadian Accepted Auditing Standards
• the results of the audit provide a 'clean unmodified' audit report as the financial statements presented fairly in all material respects
• Deloitte audits to 'materiality' using general guidance of $450,000 (3% of operating expenses per year)
• some items needed adjustment
• risks could include revenue & deferred revenue amounts, management override of controls, tangible capital assets, and year end accruals
• general municipal principles are used in accounting throughout the year, but the financial statements at year end are prepared using Public Sector Auditing Standards
• there were no management override of controls
• with staff turnover, there were learning curves, however we are comfortable with providing a 'clean unmodified audit' report

• Resolution: COW-2023-170
  Moved by Regional Councillor Jubb

  BE IT RESOLVED THAT the presentation by Steve Stewart, Deloitte LLP, and Deloitte Report to Committee of the Whole - 2022 Financial Audit - Township of Brock Audited Financial Statements be received for information; and
  THAT the 2022 Financial Audit report be ratified at September 11, 2023 Special Council Meeting.

6.

Delegations / Petitions

6.1

Exemption Request to By-law 2633-2015-PP section 2.10

Tony Wang, Principal Engineer, King EPCM advised that he is the agent for 1000404455 Ontario Inc. O/A Wonderosa Tree Farm, and provided a presentation which included:

• subject property is located at 410B Highway 48, Beaverton, in the vicinity of Regional Road 23 and Highway 48
• the land was historically an agricultural field
• property owners propose to create a tree nursery farm for mass sales
• propose to backfill Part 1 to one metre, and Part 2 to .8 metres
• northeast area of the property was never agricultural lands
• have discussed the proposal with Durham Region
• requesting an exemption to the Fill By-Law to construct a new route for the driveway which would not interfere with the wetland area and to grow trees, as the existing soil is insufficient
• referenced By-law 2633-2015-PP - 3.02 (e) 'replacement of topsoil for restoration of agricultural lands'

Committee members provided the following questions:

• number of trucks, quality control of soil imported, where is the soil being extracted from
• how to ensure that the operations do not become a soil distribution company
• any concerns expressed by Lake Simcoe Region Conservation Authority
• is a public meeting necessary
• timeframe to deliver the soil, does the soil importer receive revenue from soil exporter
• how would the land's topography be impacted, how to mix soil on location, any other plans on the property
• proposed start date
• any fill imported without Township approval

The CAO provided the following questions:

• type of soil to be imported
• check other municipal references of past fill projects
• could one area be backfilled and trees planted prior to filling the next area
• finish with the first soil importer before starting with a new one

The Director of Development Services provided the following questions:

• how much additional fill is required for the driveway
• what use for the unapproved fill already on site

• Resolution: COW-2023-171
  Moved by Regional Councillor Jubb

  BE IT RESOLVED THAT the presentation by King EPCM with respect to an exemption for commercial fill from By-law 2633-2015-PP section 2.10 be received for information; and
  THAT Committee refer the matter to staff for a report.

  CARRIED

7.

Sub-Committees

7.1

Finance Committee (Mayor Schummer - Chair)

7.1.1

Report 2023-FI-021, Donation Policy

Director of Finance/Treasurer

• Resolution: COW-2023-172
  Moved by Councillor Canavan

  BE IT RESOLVED THAT Report 2023-FI-021, Donation Policy be received;  and
  THAT Committee approve Report 2023-FI-021, Donation Policy; and
  THAT Report 2023-FI-021, Donation Policy be ratified at the September 11, 2023 Special Council Meeting; and
  THAT the Donation Policy come into effective immediately.
• Amendment:
  Resolution: COW-2023-173
  Moved by Councillor Campbell

  BE IT RESOLVED THAT Resolution COW-2023-172 be amended by adding 'subject to the inclusion of a senior staff report for any in-kind donation which will be presented to Committee of the Whole or Council'

  CARRIED

• Amended Main Motion

  Resolution: COW-2023-172
  Moved by Councillor Canavan

  BE IT RESOLVED THAT Report 2023-FI-021 Donation Policy be received; and
  THAT Committee approve Report 2023-FI-021 Donation Policy subject to the inclusion of a senior staff report for any in-kind donation which will be presented to Committee of the Whole or Council; and 
  THAT Report 2023-FI-021, Donation Policy be ratified at the September 11, 2023 Special Council Meeting; and
  THAT the Donation Policy come into effective immediately.

  CARRIED

7.2

Operations Committee (Councillor Pettingill - Chair)

7.2.1

Report 2023-OP-008, Snowplowing and Salting of Municipal Parking Lots B2023-PW-07

Director of Public Works

• Resolution: COW-2023-174
  Moved by Councillor Doble

  BE IT RESOLVED THAT Report 2023-OP-008, Tender B2023-PW-07 Snowplowing and Salting of Municipal Parking Lots be received; and
  THAT staff be authorized to proceed with the recommendation of awarding the tender to Marquis Snow and Ice Ltd.; and
  THAT staff move $40,000 from Internal Equipment back to External Equipment in Parking Lot Snow plowing in the 2024 budget; and
  THAT Report 2023-OP-008, Tender B2023-PW-07 Snowplowing and Salting of Municipal Parking Lots be ratified at the Special Council Meeting held on September 11, 2023.

  CARRIED

7.2.2

Report 2023-OP-007, Tender B2023-PW-08- Tandem Truck

Director of Public Works

• Resolution: COW-2023-175
  Moved by Councillor Campbell

  BE IT RESOLVED THAT Report 2023-OP-007, Tender B2023-PW-08 Tandem Truck be received; and
  THAT staff be authorized to proceed with the recommendation of awarding the tender to Winslow Gerolamy Motors Ltd in the amount of $386,663.50 plus HST; and
  THAT Council approve a pre-budget amount of $86,663.50 for 2024; and
  THAT Report 2023-OP-007, Tender B2023-PW-08 Tandem Truck, be ratified at the Special Council Meeting held on September 11, 2023.

  CARRIED

7.2.3

Report 2023-OP-010, Used Excavator Purchase

Director of Public Works

• Resolution: COW-2023-176
  Moved by Councillor Frank

  BE IT RESOLVED THAT Report 2023-OP-010, Used Excavator Purchase be received; and
  THAT staff be authorized to proceed with the purchase of the wheeled excavator from Toromont Cat in the amount of $435,796; and
  THAT $84,796 be placed in reserve for future new equipment purchases; and
  THAT Report 2023-OP-010, Used Excavator Purchase be ratified at the Special Council Meeting held on September 11, 2023.

  CARRIED

7.3

Parks, Recreation and Facilities Committee (Councillor Campbell - Chair)

7.3.1

Report 2023-PRF-022, MacLeod Park Sea Can Placement Follow-Up

Manager of Parks, Recreation, Facilities and IT

• Resolution: COW-2023-177
  Moved by Councillor Pettingill

  BE IT RESOLVED THAT Report 2023-PRF-022, MacLeod Park Sea Can Placement Follow-Up, be received; and
  THAT Committee approve the new configuration and placement of three (3) sea cans as shown on Schedule 1 attached to Report 2023-PRF-022; and
  THAT Report 2023-PRF-022, MacLeod Park Sea Can Placement Follow-up, be ratified at the Special Council Meeting held on September 11, 2023.

  CARRIED

7.4

Tourism & Economic Development Committee (Councillor Frank - Chair)

There was no correspondence for consideration.

7.5

Protection Services Committee (Councillor Canavan - Chair)

7.5.1

Report 2023-PS-014, Fire Department Responses-2023-Q2

Fire Chief

• Resolution: COW-2023-178
  Moved by Councillor Campbell

  BE IT RESOLVED THAT Report 2023-PS-14 Fire Department Responses-2023-Q2 be received for information.

  CARRIED

7.6

Development Services Committee (Councillor Doble - Chair)

7.6.1

Report 2023-DS-015, Waterfront Area and Open Space Plan – Update Report

Director of Development Services

• Resolution: COW-2023-179
  Moved by Regional Councillor Jubb

  BE IT RESOLVED THAT Report 2023-DS-015, Waterfront Plan Update; be received, and
  THAT Council endorse the preferred location for the wishing tower sculpture at the harbour.

  CARRIED

7.7

General Government Committee (Regional Councillor Jubb - Chair)

There was no correspondence for consideration.

7.8

Climate Committee (Councillor Pettingill - Chair)

There was no correspondence for consideration.

• Resolution: COW-2023-180
  Moved by Councillor Canavan

  BE IT RESOLVED THAT Committee of the Whole break for a recess at 12:16 p.m.

  CARRIED

8.

Closed Session

Mayor Schummer reconvened the meeting and a quorum was present.

• Resolution: COW-2023-181
  Moved by Regional Councillor Jubb

  BE IT RESOLVED THAT Committee of the Whole proceed into a Closed Meeting at 12:25 p.m. to discuss the following matters:

  • personal matters about an identifiable individual, including municipal or local board employees pursuant to Section 239(2)(b) of the Municipal Act with respect to union negotiations
  CARRIED

8.1

Union Negotiations

9.

Rise from Closed Session

Mayor Schummer reconvened the meeting and a quorum was present.

Councillor Frank was not in attendance.

• Resolution: COW-2023-182
  Moved by Councillor Doble

  BE IT RESOLVED THAT Committee of the Whole rise & report from the Closed meeting at 1:09 p.m.; and
  THAT Committee of the Whole endorse all direction provided to staff at the Closed meeting held on September 11, 2023.

  CARRIED

10.

Other Business

None.

11.

Public Questions and Clarification

There were no public questions for clarification.

12.

Adjournment

• Resolution: COW-2023-183
  Moved by Councillor Campbell

  BE IT RESOLVED THAT the Committee of the Whole meeting adjourn at 1:11 p.m.

  CARRIED