The Corporation of the Township of Brock

Committee of the Whole Minutes

Session 9

Monday, May 09, 2022 at 10:00 A.m. - 2:00 P.m.

Virtual Meeting

Members Present:

• Mayor John Grant
• Regional Councillor Ted Smith
• Ward 1 Councillor Michael Jubb
• Ward 2 Councillor Claire Doble
• Ward 3 Councillor Walter Schummer
• Ward 4 Councillor Cria Pettingill
• Ward 5 Councillor Lynn Campbell

Staff Present:

• CAO, Ingrid Svelnis
• Clerk/Deputy CAO Fernando Lamanna
• Deputy Clerk Maralee Drake
• Clerk's Assistant Deena Hunt
• Fire Chief Rick Harrison
• Director of Public Works Paul Lagrandeur
• Chief Building Official Richard Ferguson
• Planner Debbie Vandenakker
• Director of Finance/Treasurer Lisa Chen
• Interim Director of Finance/Treasurer Sheila Strain
• Manager Facilities and IT, R. Wayne Ward
• By-law Enforcement/Animal Control Supervisor Sarah Jones
• Recreation and Leisure Coordinator Alicia Bagshaw

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1.

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

Mayor Grant called the meeting to order at 10:02 a.m. and a quorum was present.

2.

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.

3.

Disclosure of Pecuniary Interest and Nature thereof

None.

4.

Presentations

None.

5.

Delegations / Petitions

None.

6.

Sub-Committees

6.1

Finance Committee (Councillor Schummer - Chair)

Committee members welcomed Lisa Chen as the new Director of Finance/Treasurer for the Township.

6.1.1

Report 2022-FI-005, Update and Modernization of Procurement Bylaw, Policies, Procedures and Templates

Interim Director of Finance/Treasurer

• Resolution: COW-2022-061
  Moved by Regional Councillor Ted Smith

  BE IT RESOLVED THAT Report 2022-FI-005, Update and Modernization of Procurement Bylaw, Policies, Procedures and Templates be received for information; and
  THAT Council approve the Township of Brock accepting LXM LAW LLP proposal to modernize the procurement by-laws and develop procurement procedures and templates for Brock, Scugog and Uxbridge (all working together and adopting common deliverables); and
  That Council approve $15,000.00 upset limit from the Insurance Reserve to fund this project.

  CARRIED

6.2

Operations Committee (Councillor Pettingill - Chair)

6.2.1

Report 2022-CO-010, Tender B2022-PW-05 Gravel Construction

Director of Public Works

• Resolution: COW-2022-062
  Moved by Councillor Jubb

  BE IT RESOLVED THAT staff Report 2022-CO-010, Tender B2022-PW-05 Gravel Construction be received; and
  THAT staff be authorized to proceed with the recommendation of awarding the tender to Robert E. Young Construction Ltd. in the amount of $78,658.10 (excl HST); and
  THAT Council direct staff to present the COW recommendation to the May 9th Council meeting for ratification.

  CARRIED

6.2.2

Report 2022-CO-011, Tender B2022-PW-06, Removal and Replacement of Sidewalk

Director of Public Works

• Resolution: COW-2022-063
  Moved by Councillor Doble

  BE IT RESOLVED THAT staff Report 2022-CO-011, Tender B2022-PW-06 Removal and Replacement of Concrete Sidewalk be received; and,
  THAT staff be authorized to proceed with the recommendation of awarding the tender to Signature Contractors Windsor Inc. in the amount of $171,487.00 excluding HST; and,
  THAT Council authorize additional funding from Development Charges in the amount of $16,152.60; and
  THAT Council direct staff to present the COW recommendation to the May 9th Council meeting for ratification

  CARRIED

6.2.3

Report 2022-CO-012, Tender B2022-PW-07 - HL-2 Ultrathin Resurfacing

Director of Public Works

• Resolution: COW-2022-064
  Moved by Councillor Campbell

  BE IT RESOLVED THAT staff Report 2022-CO-012, Tender B2022-PW-07 – HL-2 Ultrathin Resurfacing be received; and
  THAT staff be authorized to proceed with the recommendation of awarding the tender to Ashland Construction Group Ltd. in the amount of $249,963.36 (excluding HST) and;
  THAT Council direct staff to present the COW recommendation to the May 9th Council meeting for ratification

  CARRIED

6.2.4

Report 2022-CO-013, Tender B2022-PW-08 - Surface Treatment and Slurry Seal

Director of Public Works 

• Resolution: COW-2022-065
  Moved by Councillor Schummer

  BE IT RESOLVED THAT staff Report 2022-CO-13, Tender B2022-PW-08 – Double Surface Treatment and Slurry Seal be received; and
  THAT staff be authorized to proceed with the recommendation of awarding the tender to Duncor Enterprises Inc. in the amount of $521,297.30 (Excluding HST), and
  THAT Council authorize additional funding from the Development Charges in the amount of $20,945.38 for the Double Surface Treatment; and
  THAT Council direct staff to present the COW recommendation to the May 9th Council meeting for ratification.

  CARRIED

6.2.5

Report 2022-CO-015, King Street Beaverton update

Director of Public Works 

• Resolution: COW-2022-066
  Moved by Councillor Doble

  BE IT RESOLVED THAT staff Report 2022-CO-015, King Street Beaverton Update be received.

  CARRIED

6.3

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

6.3.1

Report 2022-PRF-003 - Ice Allocation Policy

Recreation and Leisure Coordinator
Referred from the Committee of the Whole Meeting on April 25, 2022

• Resolution: COW-2022-067
  Moved by Councillor Doble

  BE IT RESOLVED that staff Report 2022-PRF-003, Ice Allocation Policy be received; and
  THAT Council adopt the updated Ice Allocation Policy effective for the 2022-2023 season. 

  CARRIED

6.4

Tourism & Economic Development Committee (Councillor Doble - Chair)

None.

6.5

Protection Services Committee (Councillor Campbell - Chair)

6.5.1

Report 2022-PS-005, By-Law Division Statistics for Q1 - 2022

By-law Enforcement/Animal Control Supervisor

• Resolution: COW-2022-068
  Moved by Councillor Pettingill

  BE IT RESOLVED THAT staff Report 2022-PS-005, By-Law Division Statistics for Q1-2022, be received for information.

  CARRIED

6.6

Building and Planning Committee (Regional Councillor Smith - Chair)

6.6.1

Report 2022-PCA-008, Application 17-2021-RA Despoja Rezoning, Thorah Park Boulevard, Beaverton

Planner

• Resolution: COW-2022-069
  Moved by Councillor Pettingill

  BE IT RESOLVED THAT Report 2022-PCA-008, 17-2021-Despoja Rezoning Report, Thorah Park Boulevard, Beaverton be received; and
  THAT Council approve; and
  THAT Council direct the Planner to prepare and present Zoning By-law Amendment 3124-2022 at Council on May 30th, 2022.

  CARRIED

6.7

General Government Committee (Mayor Grant- Chair)

6.7.1

Report 2022-GG-008 - Disconnecting from Work Policy

CAO

• Resolution: COW-2022-070
  Moved by Councillor Pettingill

  BE IT RESOLVED THAT staff Report 2022-GG-008, Disconnecting from Work Policy be received and, 
  THAT the Disconnecting from Work Policy be formally approved by Council at the May 30, 2022 meeting.

  CARRIED

6.7.2

Report 2022-GG-009, Telecommuting Policy

CAO

• Resolution: COW-2022-071
  Moved by Councillor Doble

  BE IT RESOLVED THAT staff Report 2022-GG-009, Telecommuting Policy be received; and
  THAT the Telecommuting Policy be formally approved by Council at the May 30, 2022 meeting.

  CARRIED

7.

Closed Session

None.

8.

Rise from Closed Session

9.

Other Business

The CAO advised that further policies would be forthcoming in June for Council consideration.

10.

Public Questions and Clarification

None.

11.

Adjournment

• Resolution: COW-2022-072
  Moved by Regional Councillor Ted Smith

  BE IT RESOLVED THAT the meeting of Council adjourn at this time 11:43 a.m.

  CARRIED