The Corporation of the Township of Brock

Council Minutes

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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
  • Clerk/Deputy CAO Fernando Lamanna
  • 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
  • Fire Chief Rick Harrison

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. The Mayor expressed compassion for the communities affected by wild fires countrywide.

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 - Report 2023-PRF-020, Cannington Historical Society SeaCans

  

Councillor Canavan advised that she is Chair of the Cannington Haunted Attraction and refrained from discussion and voting on the matter.

5.
Community Announcements

  

Council advised that the Sunderland Fair will be held on September 12 and 13, 2023, the Beaverton Fall Fair will be held on September 15 and 16, 2023, and the Brock Sportsmen Auction was held on August 12, 2023.

  • Resolution:C-2023-167
    Moved byCouncillor Doble
    Seconded byRegional Councillor Jubb

    BE IT RESOLVED THAT the order of the agenda be amended to bring forward the Delegation by Lowell Sedore at this time.

    CARRIED

6.
Delegations / Petitions

  

Councillor Canavan joined the meeting at 10:04 a.m.

6.1
Maple Beach Road - Purchase of Municipal Property

This item has attachments.  

Lowell Sedore expressed concern with respect to the installation of a chain link fence on the boundary line of municipal property adjacent to his lot on the south side, on Maple Beach Road. He enquired whether he could purchase 15 feet of the municipal right-of-way which would provide easier access for maintenance to his home and yard.

Council enquired as to the total width of the Sedore's property and the size of their encroachment on the municipal lot, the hedge encroachment on the south side of the municipal lot, and whether installing the fence 3 feet inside the municipal boundary line would provide sufficient public access to Lake Simcoe.

  • Resolution:C-2023-168
    Moved byCouncillor Doble
    Seconded byRegional Councillor Jubb

    BE IT RESOLVED THAT the presentation by Lowell Sedore with respect to the purchase of a portion of land on Maple Beach Road be received for information; and
    THAT Council approves the installation of a privacy fence, set three feet in from the northern property line of the municipal lot (unopened road allowance), from the point of the front property line to the rear line of the dwelling at 25950 Maple Beach Road; and
    THAT Council directs staff to reach out to the owner of 25950 Maple Beach Road prior to installation to determine the type of fence and cost-sharing opportunities, and that the remaining length of the fence from the rear line of the dwelling at 25950 Maple Beach Road to the lake be chain link and installed on the boundary line.

    CARRIED

7.
Closed Session

  
  • Resolution:C-2023-169
    Moved byCouncillor Doble
    Seconded byCouncillor Canavan

    BE IT RESOLVED THAT Council  proceed into a Closed Meeting at 10:42 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
    CARRIED

7.1
Beaverton Thorah Public Works Yard

 

7.2
Property Standards and Zoning Violation

 

7.3
Corporate Vehicle Use and Casual Travel Reimbursement Policy

 

8.
Rise from Closed Session

  
  • Resolution:C-2023-170
    Moved byCouncillor Pettingill
    Seconded byCouncillor Campbell

    BE IT RESOLVED THAT Council rise & report from Closed Meeting of Municipal Council at 12:47 p.m.; and,

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

    CARRIED
  • Resolution:C-2023-171
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Campbell

    BE IT RESOLVED THAT Council break for a recess at 12:47 p.m.

    CARRIED

9.
Public Meeting

  

Mayor Schummer reconvened the meeting at 1:30 p.m. and a quorum was present.

There was no Public Meeting.

10.
Presentations

  

None.

11.
Ratification of COW Recommendations

  

None.

12.
Adoption of Minutes of Previous Meetings

  
  • Resolution:C-2023-172
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Campbell

    BE IT RESOLVED THAT Council adopt the following minutes:

    • Council - July 17, 2023
    CARRIED

13.
Reports

  

13.1
Report 2023-PRF-019, Community Halls

This item has attachments.  

Manager of Facilities and IT

  • Resolution:C-2023-173
    Moved byCouncillor Campbell
    Seconded byCouncillor Pettingill

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

    CARRIED

13.2
Report 2023-FI-020, 2022 Year-End Surplus

This item has attachments.  

Director of Finance/Treasurer

  • Resolution:C-2023-174
    Moved byCouncillor Pettingill
    Seconded byCouncillor Canavan

    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.
    CARRIED

13.3
Report 2023-PRF-020, Cannington Historical Society SeaCans

This item has attachments. This item has conflict. 

Manager Facilities & IT

  • Councillor Canavan declared a conflict on this item. (Councillor Canavan advised that she is Chair of the Cannington Haunted Attraction and refrained from discussion and voting on the matter.)
  • Resolution:C-2023-175
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Campbell

    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.

  • Amendment:
    Resolution:C-2023-176
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Campbell

    BE IT RESOLVED THAT Resolution C-2023-175 be amended to insert wording "pending final approval of the exterior façade of the SeaCans"

    CARRIED

  • Amended Main Motion

    Resolution:C-2023-175
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Campbell

    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 pending final approval of the exterior façade of the SeaCans; 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.

    CARRIED

13.4
Report 2023-PRF-021, Electrical Safety Authority CSS Program

This item has attachments.  

Manager Facilities & IT

  • Resolution:C-2023-177
    Moved byCouncillor Doble
    Seconded byCouncillor Frank

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

    CARRIED
  • Resolution:C-2023-178
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Doble

    BE IT RESOLVED THAT Council break for a recess at 2:58 p.m.

    CARRIED

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 

Mayor Schummer reconvened the meeting at 3:05 p.m. and a quorum was present.

Councillor Campbell requested a recorded vote.

  • Resolution:C-2023-179
    Moved byCouncillor Campbell
    Seconded byRegional Councillor Jubb

    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; and

    THAT Report FI-017, dated July 17, 2023, titled “Current Arena Status Report  and Sunderland Arena Renovation and Expansion Project" be received.

    Yes (7)Regional Councillor Jubb, Councillor Doble, Mayor Schummer, Councillor Pettingill, Councillor Campbell, Councillor Canavan, and Councillor Frank
    CARRIED (7 to 0)

13.6
Report 2023-GG-022, Road Closures for Special Events

This item has attachments.  

Clerk & Deputy CAO and Director of Public Works

  • Resolution:C-2023-180
    Moved byCouncillor Canavan
    Seconded byCouncillor Pettingill

    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 Branch 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.

    CARRIED

14.
Correspondence

  
  • Resolution:C-2023-181

    BE IT RESOLVED THAT the items listed in Section 14 Correspondence be approved save and except communication numbers 463/23, 504/23, item 14.4, 506/23, 511/23, item 14.7, and 519/23.

14.1
Relocation of Crossing Guard - Beaverton

This item has attachments.  

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

  • Resolution:C-2023-182
    Moved byCouncillor Frank
    Seconded byRegional Councillor Jubb

    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.

    CARRIED

14.2
Special Occasion Permit - Sunderland Fall Fair

This item has attachments.  

Sunderland Agricultural Society
Communication Number 492/23 

  • Resolution:C-2023-183

    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

This item has attachments.  

Leah Daniels
Communication Number 504/23

  • Resolution:C-2023-184
    Moved byCouncillor Campbell
    Seconded byCouncillor Canavan

    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. 

    CARRIED

14.4
Letter of Intent - Harbour Park Crescent, Boathouse Owners

  
  • Resolution:C-2023-185
    Moved byRegional Councillor Jubb
    Seconded byCouncillor Frank

    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 when the study is complete the recommendations of the study will be presented to Council.

    CARRIED

14.4.1
Letter of Intent - 24 Harbour Park Crescent Boathouse

This item has attachments.  

Jenny Jiang
Communication Number 497/23

14.4.2
Letter of Intent - 22 Harbour Park Crescent Boathouse

This item has attachments.  

Andrew and Nancy Verzin
Communication Number 498/23

14.4.3
Letter of Intent - 10 Harbour Park Crescent Boathouse

This item has attachments.  

Peter and Mary Dodds
Communication Number 499/23

14.4.4
Letter of Intent - 18 Harbour Park Crescent Boathouse

This item has attachments.  

Richard Todd Egan
Communication Number 501/23

14.4.5
Letter of Intent - 2 Harbour Park Crescent Boathouse

This item has attachments.  

Allan Morton
Communication Number 502/23

14.4.6
Letter of Intent - 4, 12, and 60 Harbour Park Crescent, Boathouse

This item has attachments.  

Malcom Greer/Regan Morgan
Communication Number 505/23

14.4.7
Letter of Intent  - 16 Harbour Park Crescent

This item has attachments.  

Valerie and William Gaul
Communication Number 508/23

14.4.8
Letter of Intent - 20 Harbour Park Crescent Boathouse

This item has attachments.  

Ali Kahi
Communication Number 517/23 

14.5
Beaverton Fall Fair 2023 and In Kind Donation Requests

This item has attachments.  

Beaverton Agricultural Society
Communication Number 506/23

Councillor Doble left the meeting at 4:07 p.m.

  • Resolution:C-2023-186
    Moved byCouncillor Pettingill
    Seconded byRegional Councillor Jubb

    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.

    CARRIED

14.6
Fence Bylaw Exemption Request - Lakeland Crescent, Beaverton

This item has attachments.  

Samantha O'Connor
Communication Number 511/23

  • Resolution:C-2023-187
    Moved byCouncillor Frank
    Seconded byCouncillor Pettingill

    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.

    CARRIED

14.7
New Sidewalk Request - Sunderland

  
  • Resolution:C-2023-188
    Moved byCouncillor Campbell
    Seconded byRegional Councillor Jubb

    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.

    CARRIED

14.8
Speed Limit Reduction Request - Concession 2, Sunderland

This item has attachments.  

Matthew Marsh
Communication Number 519/23

  • Resolution:C-2023-189
    Moved byCouncillor Pettingill
    Seconded byRegional Councillor Jubb

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

  • Amendment:
    Resolution:C-2023-190
    Moved byCouncillor Pettingill
    Seconded byRegional Councillor Jubb

    THAT Resolution C-2023-189 be amended to add "That Council forward the correspondence to staff for a report back, taking into consideration a speed reduction to 40 km/h".

    CARRIED

  • Amended Main Motion

    Resolution:C-2023-189
    Moved byCouncillor Pettingill
    Seconded byRegional Councillor Jubb

    BE IT RESOLVED THAT Communication Number 519/23, Speed Limit Reduction Request, submitted by Matthew Marsh be received; and
    That Council forward the correspondence to staff for a report back, taking into consideration a speed reduction to 40 km/h.

    CARRIED

14.9
Special Occasion Permit - Beaverton Lions Elimination Draw

This item has attachments.  

Beaverton Lions Club
Communication Number - 520/23

  • Resolution:C-2023-191

    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

  
  • Resolution:C-2023-192
    Moved byCouncillor Campbell
    Seconded byRegional Councillor Jubb

    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.

    CARRIED

16.
By-Laws

  
  • Resolution:C-2023-193
    Moved byCouncillor Canavan
    Seconded byCouncillor Campbell

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

    CARRIED

17.
Other Business

  

None.

18.
Public Questions and Clarification

  

There were no public questions for clarification.

19.
Confirmation By-law

This item has attachments.  

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

  • Resolution:C-2023-194
    Moved byCouncillor Frank
    Seconded byCouncillor Canavan

    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.

    CARRIED

20.
Adjournment

  
  • Resolution:C-2023-195
    Moved byCouncillor Campbell
    Seconded byCouncillor Pettingill

    BE IT RESOLVED THAT the meeting of Council adjourn at 4:50 p.m.

    CARRIED
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