The Corporation of the Township of Brock
Council Revised Agenda

Monday, August 14, 2023 at 10:00 A.m. - 11:00 A.m.

Virtual Meeting

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1.

Zoom Link

https://us06web.zoom.us/j/84841914971?pwd=bTFZbm9KbFNNMmNTelJEN00wbXoyQT09 

2.

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

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

5.

Community Announcements

6.

Closed Session

• Recommendation:

  BE IT RESOLVED THAT Council  proceed into a Closed Meeting at ____ a.m. to discuss the following matters:

  • labour relations or employee negotiations pursuant to Section 239 (2)(d) of the Municipal Act with respect to the Corporate Vehicle Use and Casual Travel Reimbursement Policy
  • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board pursuant to Section 239(2)(e) of the Municipal Act with respect to Property Standards and Zoning Violation
  • advice that is subject to solicitor-client privilege, including communications necessary for that purpose pursuant to Section 239(2)(f) of the Municipal Act with respect to the Beaverton Thorah Works Yard

6.1

Beaverton Thorah Public Works Yard

6.2

Corporate Vehicle Use and Casual Travel Reimbursement Policy

6.3

Property Standards and Zoning Violation

7.

Rise from Closed Session

• Recommendation:

  BE IT RESOLVED THAT Council rise & report from Closed Meeting of Municipal Council at TIME a.m / p.m.; and,

  THAT Council endorse all direction provided to staff, at the Closed Meeting held on August 14, 2023.

8.

Public Meeting

9.

Presentations

10.

Delegations / Petitions

10.1

Maple Beach Road - Purchase of Land

Lowell Sedore

• Recommendation:

  BE IT RESOLVED THAT the presentation by Lowell Sedore with respect to Purchase of land on Maple Beach Road be received for information.

11.

Ratification of COW Recommendations

12.

Adoption of Minutes of Previous Meetings

• Recommendation:

  BE IT RESOLVED THAT Council adopt the following minutes:

  • Council - July 17, 2023

12.1

Minutes of previous Council Meetings

12.1.1

Council - July 17, 2023

13.

Reports

13.1

Report 2023-PRF-019, Community Halls

Manager of Facilities and IT

• Recommendation:

  BE IT RESOLVED THAT Report 2023-PRF-019, Community Halls be received. 

13.2

Report 2023-FI-020, 2022 Year-End Surplus, 2023-FI-020

Director of Finance/Treasurer

• Recommendation:

  BE IT RESOLVED THAT Report 2023-FI-020, 2022 Year End Surplus be received; and

  THAT Council approve the transfer of 2022 Year-End of $943,766 Surplus as follows:

  • $62,113 to Library Tax Rate Stabilization Reserve;
  • $19,100 to Sunderland Arena Reserve;
  • $33,000 for Public Works Reserve for Streetlight Inventory Review;
  • $53,000 to Public Works Reserve for Road Needs Study;
  • $35,000 to Tax Rate Stabilization for CAO Recruitment Funds Transferred and Not Required in 2022; and
  • $741,553 to Tax Rate Stabilization, pending upcoming 2024 budget discussions and/or in consideration of ongoing discussions in regards to the Sunderland Arena Renovation and Expansion Project.

13.3

Report 2023-PRF-020, Cannington Historical Society SeaCans

Manager Facilities & IT

• Recommendation:

  BE IT RESOLVED THAT Report 2023-PRF-020, Cannington Historical SeaCans be received; and
  THAT Council approve the installation of three sea containers 'SeaCans' at the proposed site after site preparations have been completed; and
  THAT Council authorize the Mayor and Clerk to enter into separate lease agreements with the Cannington Historical Society and the Cannington Haunted Attraction, which outlines the party’s responsibilities with building maintenance, repairs, operating costs and insurance.

13.4

Report 2023-PRF-021, Electrical Safety Authority CSS Program

Manager Facilities & IT

• Recommendation:

  BE IT RESOLVED THAT Report 2023-PRF-021, Electrical Safety Authority CSS Program be received.

13.5

Report 2023-FI-018, Sunderland Arena Renovation and Expansion Project – Next Steps

Ingrid Svelnis, Chief Administrative Officer
Trena DeBruijn, Director of Finance/Treasurer 

• Recommendation:

  BE IT RESOLVED THAT Report 2023-FI-018 Sunderland Arena Renovation and Expansion Project - Next Steps be received; and
  THAT Council approve, in Principal, the Sunderland Arena Renovation and Expansion Project; and
  THAT Council approve, in Principal, a budget target of $9,200,000 to $10,000,000; and
  THAT Council direct staff to proceed with a formal ICIP De-Scope Submission to the Provincial and Federal Governments; and
  THAT Council approve the establishment of an Arena Sub-Committee to lead the planning process leading up to the hiring of a Project Management Firm; and
  THAT Council approve of the establishment of a Project Management Committee to work with the Project Management Firm (once hired) to deliver the project; and
  THAT Council direct staff to proceed in hiring a Project Manager once staff have provided options to Council on the preferred project management process.

13.6

Report 2023-GG-022, Road Closures for Special Events

Clerk & Deputy CAO and Director of Public Works

• Recommendation:

  BE IT RESOLVED THAT Report 2022-GG-022, Road Closures for Special Events be received for information; and
  THAT Council approve the Sunderland Legion Branch 141 request for the Sunderland Legion Remembrance Day Service; and
  THAT Council deny the request of the Sunderland Legion Branch 141 for the Township of Brock to apply for and assume all responsibility for the road closure; and
  THAT Council authorize staff to work with the Sunderland Legion Brach 141 to provide direction/assistance to the Legion in applying for the Special Permit Event registration and in connecting with DRPS for Police Escort services for the event.

14.

Correspondence

• Recommendation:

  BE IT RESOLVED THAT the items listed in Section 14 Correspondence be approved save and except communication numbers pulled by Council.

14.1

Relocation of Crossing Guard - Beaverton

Lauren Kuckyt, Safety Officer Durham Student Transportation Services (DSTS), Communication Number 463/23
Council July 17, 2023 - Resolution C-2023-155 Deferred this item to August 14, 2023

• BE IT RESOLVED THAT Communication Number 463/23, Relocation of Crossing Guard - Beaverton, submitted by Lauren Kuckty, Safety Officer for Durham Student Transportation Services be received; and
  THAT the Communication Number 463/23, Relocation of Crossing Guard - Beaverton be deferred to a meeting held in the Spring of 2024 aligning with the anticipated completion of  the new Beaverton Public School opening; and
  THAT Council request Lauren Kuckty, Safety Officer for Durham Student Transportation Services to provide updated student enrollment numbers for both Holy Family Catholic School and the new Beaverton Public School prior to the Spring 2024 Council Meeting.

14.2

Special Occasion Permit - Sunderland Fall Fair

Sunderland Agricultural Society
Communication Number 492/23 

• Recommendation:

   BE IT RESOLVED THAT Communication Number 492/23, Special Occasion Permit Request - Sunderland Fall Fair, submitted by the Sunderland Agricultural Society be received; and
  THAT Council has no objection to the beer garden being held at the Sunderland Fair grounds during the Sunderland Fall Fair on September 12, 2023 from 6:00 p.m. to 10:00 p.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 Sunderland Fall Fair Beer Garden held on September 12, 2023 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.

14.3

 Special Occasion Permit - Leah Daniels Concert at Manilla Community Hall

Leah Daniels
Communication Number 504/23

• Recommendation:

  BE IT RESOLVED THAT Communication Number 504/23, Special Occasion Permit Request -  Manilla Community Hall, submitted by Leah Daniels be received; and
  THAT Council has no objection to the Leah Daniels Concert being held at the Manilla Community Hall on August 25, 2023 from 7:00 p.m. - 11:00 p.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 Leah Daniels Concert at Manilla Community Hall held on August 25, 2023 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; and
  THAT  Council grant an exemption to the Municipal Alcohol Policy to permit the sales and consumption of alcohol within the Manilla Community hall. 

14.4

Letter of Intent - Harbour Park Crescent, Boathouse Owners

• Recommendation:

  BE IT RESOLVED THAT Communication Numbers 497/23, 498/23, 499/23, 501/23, 502/23, 505/23, 508/23 and 517/23 regarding the Intent to purchase the lands at 24, 22, 10, 18, 2, 4/12/60, 16 and 20 Harbour Park Crescent, Beaverton, respectively, be received; and
  THAT staff be directed to respond to the requestors advising that the Township has commissioned a Waterfront Area and Open Space Plan for Beaverton which includes the lands at the Beaverton Harbour and until such time as the study is complete and the recommendations of the study have been presented to Council, the Township is not intending to sell any lands at the Beaverton Harbour.

14.4.1

Letter of Intent - 24 Harbour Park Crescent Boathouse

Jenny Jiang
Communication Number 497/23

14.4.2

Letter of Intent - 22 Harbour Park Crescent Boathouse

Andrew and Nancy Verzin
Communication Number 498/23

14.4.3

Letter of Intent - 10 Harbour Park Crescent Boathouse

Peter and Mary Dodds
Communication Number 499/23

14.4.4

Letter of Intent - 18 Harbour Park Crescent Boathouse

Richard Todd Egan
Communication Number 501/23

14.4.5

Letter of Intent - 2 Harbour Park Crescent Boathouse

Allan Morton
Communication Number 502/23

14.4.6

Letter of Intent - 4, 12, and 60 Harbour Park Crescent, Boathouse

Malcom Greer/Regan Morgan
Communication Number 505/23

14.4.7

Letter of Intent  - 16 Harbour Park Crescent

Valerie and William Gaul
Communication Number 508/23

14.4.8

Letter of Intent - 20 Harbour Park Crescent Boathouse

Ali Kahi
Communication Number 517/23 

14.5

Beaverton Fall Fair 2023 and In Kind Donation Requests

Beaverton Agricultural Society
Communication Number 506/23

• Recommendation:

  BE IT RESOLVED THAT communication number 506/23 as submitted by Amanda Lau on behalf of the Beaverton Agricultural Society with respect to the 2023 Beaverton Fall Fair be received; and
  THAT Council approve the children's parade on Friday, September 15 at 12:15 p.m. subject to the Beaverton Agricultural Society obtaining a road occupancy permit from the Region of Durham; and 
  THAT after hours access to the Foster Hewitt Memorial Community Centre be approved; and
  THAT in-kind donations of additional garbage receptacles, recycling receptacles and additional picnic tables be provided by staff; and
  THAT staff coordinate the delivery of 6 portable toilets with 1 accessible toilet as well as 2 portable handwashing stations; and
  THAT the 'organizer' provide the Clerks Department with proof of insurance with a minimum amount of $2,000,000 naming the Township of Brock as an additional insured.

14.6

Fence Bylaw Exemption Request - Lakeland Crescent, Beaverton

Samantha O'Connor
Communication Number 511/23

• Recommendation:

  BE IT RESOLVED THAT Communication Number 511/23, Fence Bylaw Exemption, submitted by Samantha O'Connor be received; and
  THAT Council grant an exemption to Fence By-law 786-85-PP for a front yard fence variance on the easterly side at 310 Lakeland Crescent, Beaverton to allow the fence to be a total height of 1,830 mm (6ft) as illustrated in the communication; 
  OR
  THAT Council respectfully denies the Fence By-law exemption request for 310 Lakeland Crescent, Beaverton.

14.7

New Sidewalk Request - Sunderland

• Recommendation:

  BE IT RESOLVED THAT Communication 518/23 and 525/23 New Sidewalk Request, Sunderland, submitted by Rebecca Anderson and Holy Daly be received; and
  THAT the new sidewalk request in Sunderland be referred to the 2024 budget deliberations.

14.7.1

Rebecca Anderson

Communication Number 518/23

14.7.2

Holly Daly

Communication Number 525/23

14.8

Speed Limit Reduction Request for Thorah Concession 2

Matthew Marsh
Communication Number 519/23

• Recommendation:

  BE IT RESOLVED THAT Communication Number 519/23, Speed Limit Reduction Request, submitted by Matthew Marsh be received.

14.9

Special Occasion Permit - Beaverton Lions Elimination Draw

Beaverton Lions Club
Communication Number - 520/23

• Recommendation:

  BE IT RESOLVED THAT Communication Number 520/23, Special Occasion Permit Request - Beaverton Lions Elimination Draw submitted by Cody Windebank on behalf of the Beaverton Lions Club be received; and
  THAT Council has no objection to the beer garden being held at the Foster Hewitt Memorial Community Centre during the Beaverton Lions Elimination Draw held on September 23, 2023 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 23, 2023 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.

15.

Notices of Motions

• Recommendation:

  WHEREAS the Township of Brock has passed policy Number PR8 – “Municipal Alcohol Policy” to regulate the use of alcohol in public facilities and open spaces; and
  WHEREAS the Municipal Alcohol Policy specified areas and facilities that are not eligible for Special Occasion Permits; and
  WHEREAS the Council of the Township of Brock deems it necessary to amend the Municipal Alcohol Policy to include certain facilities as eligible facilities to host Special Occasion Permitted events.

  
  BE IT THEREFORE RESOLVED THAT Council amend Section B. 3) of Policy PR8 – “Municipal Alcohol Policy” by removing Manilla Community Hall to read as follows:
  3)     All municipal facilities, parks and green spaces not identified in Section A, including: 
                    •    Wilfrid Community Hall 
                    •    Beaverton Harbour 
                    •    Brock Soccer Park

  THAT Council amend Policy PR8 – “Municipal Alcohol Policy” to reflect a Section A – Areas/Facilities Eligible for Special Occasion Permits to include Manilla Community Hall, Sunderland Town Hall, Beaverton Town Hall; and

  THAT Council delegate staff to make other grammatical amendments to Policy PR8 – “Municipal Alcohol Policy” as required.

16.

By-Laws

• Recommendation:

  BE IT RESOLVED THAT By-law 3206-2023 be taken as read, enacted and signed by the Mayor and Municipal Clerk.

16.1

By-Law Number 3206-2023, Appoint a member of Council to the Brock Board of Trade

17.

Other Business

18.

Public Questions and Clarification

19.

Confirmation By-law

By-law Number 3207-2023 to confirm the proceedings of the Council of the Corporation of the Township of Brock at its meeting held on August 14, 2023

• Recommendation:

  BE IT RESOLVED THAT By-law Number 3207-2023, 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 14, 2023 be taken as read, enacted and signed by the Mayor and Clerk/Deputy CAO.

20.

Adjournment

• Recommendation:

  BE IT RESOLVED THAT the meeting of Council adjourn at this time TIME a.m. p.m.