[2:18] Good morning. So I will call the special council meeting

[2:23] for June 20 eigth to order, and I'll ask everybody

[2:26] for a moment of silence and personal reflection.

[2:37] Okay. Thank you. It is important to begin each public

[2:44] gathering with a land and territorial acknowledgment. To recognize the

[2:47] indigenous people for being good stewards of the land and

[2:50] environment. Here, where we are meeting today. The township of

[2:53] Brock has traditionally been a hunting and fishing ground for

[2:55] First nations people we reside on and benefit from the

[2:58] Williams Treaty territories on the land of the Mississaugas and

[3:01] Chippewas. May we? Share the land. As long as the

[3:04] sun rises, the grass grows and the river flows. Look

[3:08] now for any declarations of pecuniary interest and the nature

[3:11] thereof. See none. We do not have a closed session,

[3:16] so there's no need to rise from it. No delegations.

[3:20] We have one report today. Report 9.1 report. 20 to

[3:26] 24 prf. Prfina timelines and project manager tender. And I'm

[3:33] going to look for a mover and a seconder for

[3:36] that, please. Councilor Campbell and regional councilor jub. Are you

[3:43] moving the recommended motion, Councilor Campbell? Yes, I am. Okay.

[3:49] And did you have any questions? Well, actually, I guess

[3:52] we need to just clarify one part. Of the motion,

[3:56] and that is direction on the ice for Sunderland, so.

[4:03] If you could just. Clarify that section of it, Councilor

[4:07] Campbell. I thought you were going to call on staff

[4:11] for that. Well, I guess because. The project managers feel

[4:17] that they need the time to get all the ducks

[4:21] in a row to get the Reim project started next

[4:24] April. It's a good idea to put the ice in

[4:27] Sunderland after all. For this season, I'm sure a lot

[4:30] of ice users will be happy about that anyway. And

[4:33] all the work that Wayne and Alicia did. To accommodate

[4:37] the ice users in two rinks for this season. I

[4:42] guess that template could be used next year. Okay, so

[4:46] the motion will read then, of course. The first chunk

[4:50] of it. But the last section of the motion will

[4:53] be that council direct staff. To put the ice in

[4:57] the Sunland arena for the 2024 2025 season. So. That

[5:03] being said, then, did you want to speak further to

[5:05] that councilor Campbell? Well, I'm just happy that things are

[5:11] progressing. Not. Maybe as quickly as many of us would

[5:15] like, but I'm glad we're moving forward with the next

[5:18] step of getting a project manager and getting that show

[5:21] on the. Okay. As secondary regional councilor Jubb, did you

[5:26] have anything on the motion or the report? Yeah. Thank

[5:30] you, Mr. Mayor, just briefly. Definitely unfortunate that the timelines

[5:34] are now being extended. Doesn't surprise me overly, especially with

[5:37] that winter work price. I heard it might be up

[5:39] to 20% just in the last couple. Of months, but,

[5:42] yeah, we have three pros, professionals, project managers, telling us

[5:46] that this is a realistic timeline, so I really don't

[5:49] want to hold up our user groups, and then we

[5:51] get to September, October. And arena sitting there empty. And

[5:54] everyone changed their life for that. I don't think it

[5:56] would look good on the corporation or any of us.

[5:59] Now, to Michelle. I'd like to just dig into the

[6:02] project manager and how we got here. We've talked about

[6:06] having the Cadillac project manager, the Buick. Lots of risk.

[6:10] Maybe not so. Much risk. What are we getting here?

[6:13] With what you're recommending? Through to councilor jump. I'm going

[6:17] to speak on behalf of the CAO. So we went

[6:24] through the process of a RFP. With outside consultant. We

[6:30] put it out on bids and tenders. We had a

[6:31] number of plan takers. Take a look at this project.

[6:37] We had three submissions. The submissions were from Altis group,

[6:40] colliers. And cbre. The process that we went through was

[6:45] to review their submissions. Once we reviewed those. As the

[6:53] team that was basically working on this, the CAO, the

[6:56] director of finance, myself and our consultant. We felt that.

[7:02] One of the submissions was not to the point where

[7:05] we could move forward into the interview process. The second

[7:08] stage is interviews. Second stage was a tactical review. We

[7:13] looked. Into. The documents very well came up with a

[7:19] series of questions. We then went through an interview process.

[7:22] With the two. That moved up to. The next stage,

[7:26] which was CPRE and colliers. After the interviews had been

[7:31] concluded, we did our scoring and it was felt that

[7:35] the one did not meet the threshold to move forward

[7:39] to the next step, which is opening up the envelope.

[7:42] So. At this point, we only had one of the

[7:45] three that we opened the pricing envelope for. This is

[7:50] kind of in accordance with. Our procurement bylaws and standard

[7:55] practice for this type of procurement. Okay. Thanks for that,

[8:00] Wayne. That does help. We have talked about the Cadillac

[8:04] and the Buick. What? Are we getting with what you're

[8:07] recommending here? Like we talked about risk a lot. So

[8:10] sometimes you pay more for a project manager that takes

[8:12] on more risk. Sometimes you pay a little less, but

[8:15] the municipality takes on a little more risk. What are

[8:17] we getting with this? Through the chair to regional counselor

[8:21] job. I don't know if I would call it a

[8:23] Cadillac, but. We're certainly in the higher end, I would

[8:27] say. Looking at what these submissions were. The designated project

[8:32] manager that. We are looking to bring forward is going

[8:36] to be very much involved in this project. So we're

[8:40] not having somebody basically cutting their teeth on our project.

[8:44] Okay, that's good to hear. Because when we've talked to

[8:46] other municipalities, short distance. Away. They've hired a project manager.

[8:50] They're in Toronto. They don't even. See them. So it

[8:52] ends up being the director of everything that's there every

[8:55] day when the project manager wasn't even there, so I'm

[8:58] glad to hear that Wayne is. It possible to the

[9:01] design and desk committee? Can we get those tender documents

[9:04] so we know? As a committee, exactly what we're getting.

[9:08] The tender, I believe. We can make available to you.

[9:14] I just have to find the document. We can also

[9:17] provide you. The presentations or the submissions that were provided

[9:22] to us. Okay, I think that'll help our Desculpt and

[9:25] design committee just to understand exactly what the role of

[9:28] that project manager is going to be. Certainly. Okay, now

[9:32] start times. When is the project manager going to start

[9:36] working for us? We have to finalize the contract. With

[9:42] the company. I'd have to look at the timelines in

[9:45] their chart just to confirm. Timelines? Of when they're starting.

[9:49] I believe it's in two to three weeks. I just

[9:53] can't confirm that at this point. Okay. And did you

[9:57] say we're. Getting, like, one assigned project manager, not a

[10:00] whole bunch coming in and out. So one of the

[10:04] parts. Of the submission that was placed was that there

[10:09] would be a designated project manager. There would be a

[10:13] project manager and there would be a project coordinator. Working

[10:17] as a team. Basically, the designated project manager is overseeing

[10:20] the entire project, and there is a person above. That

[10:25] DPM, as we're calling it, that is kind of the

[10:28] principle of the company. That's overseeing a number of projects

[10:32] and will have their hand in it a little bit.

[10:34] Just as kind of the overall supervisor, the project manager.

[10:39] Will have some involvement, mostly in some of the meetings

[10:43] and taking minutes and things like that, and. That would

[10:46] also fall down to the project coordinator. There's also a

[10:49] number of other people that will be involved from the

[10:52] corporation. People for cost consultants. Ff and e specialists, just

[11:01] kind of specialists where we would need certain things based

[11:04] on where we are within the project. Okay? And that's

[11:07] all included in this $300,000. Quote. That's correct, yes. Okay.

[11:13] That sounds very thorough. I'm feeling better, by the minute.

[11:16] Okay. The desk and design committee, very important we get

[11:19] this rolling because we have a lot. Of work to

[11:22] do and how we could have done it by September.

[11:25] Is probably correct. Out of touch. Can we get this

[11:28] committee to meet for our first real time in July.

[11:30] Can that be a realistic goal? I doubt we could

[11:34] meet in July. Just because we've got to get the

[11:40] contract in place. With the corporation that we're going to

[11:44] be moving forward with. Kind of get them on board.

[11:49] It might be late July, maybe early August. That's fair.

[11:53] Late July. Early August is good. And I'd like to

[11:57] meet on site with for that one win. I'm sure

[12:02] we can do that. Okay. Have we talked to our

[12:05] lions reps in regards to this. No, we have not.

[12:12] This is what this meeting is for, is to bring

[12:14] this forward to council. And then we would move forward

[12:18] with our desk committee and all of the persons that

[12:20] are involved. In this project after the decision of council

[12:23] here. Okay, as soon as we're done this. Meeting. Can

[12:26] someone shoot them off? A courtesy email, please. We can

[12:30] do that. Perfect. Okay. Looking into 2025, we had some

[12:34] issues, I think, with the fair where they didn't think

[12:37] they got the heads up that this was happening. Can

[12:39] we also make sure that we get out this out

[12:41] for next year now, so everybody knows exactly we're putting

[12:44] a shovel in the ground. On whatever the date is,

[12:47] and then if we need to move it by a

[12:49] week or so. We can do it. But can we

[12:50] get that out as soon as possible, just so we

[12:52] don't run into that hiccup again. We're going to coordinate

[12:55] with all of our user groups and get this new

[12:58] timeline posted on our website as well. Okay, thanks, Wayne.

[13:01] Perfect. Last comment news release the public is going to

[13:05] be very anxious. What. 's happening here. I'm sure everyone's

[13:07] going to know when they get their ice time back.

[13:09] What's happening? I'm sure we are, but can we do

[13:12] a proper nice news release explaining how this come in

[13:16] with the project manager. Why? The timelines are changing. Just

[13:19] some it all up nicely. So the public fully understands

[13:22] why this is happening and what's happening. Certainly. We'll work

[13:25] with the clerk's department and communications to get that put

[13:28] together. Okay? And I don't know if that can be

[13:31] done today, but if this goes the whole weekend. There'll

[13:33] be rumors flying so quick, so if we could, that'd

[13:35] be. Great. And that's all thanks to staff. Thank you,

[13:37] Mr. Merry. Okay. I'm not seeing any more hands. One

[13:45] issue I did have a concern with, with respect to

[13:48] the ice is whether or not anything. Could be done

[13:52] on site to get it ready, to get it prepped.

[13:56] And pretty much. All the three bidders pretty much confirmed

[14:03] through their timelines that nothing, including any kind of demolition

[14:08] work or anything. Could take place until the spring of

[14:12] next year, so I'm fine with us opening up. The

[14:16] ice for that period of time. And I just wanted

[14:19] to make sure, of course, that everybody was crystal clear.

[14:23] Including eventually the user groups, that no substantial work could

[14:27] be done until spring of next year, including anything inside.

[14:33] Obviously there's some clearing out work that can be accomplished.

[14:39] That's just probably between the township and user groups, but

[14:42] we have received confirmations, so. If anybody gets any questions

[14:45] at all. About? Could you not do any work at

[14:49] all? It has been confirmed. That all three of these

[14:54] potential bidders for this confirmed that, no, the work would

[14:58] not commence. In any form. Until next spring. So that

[15:03] is why this report is essentially coming to one of

[15:06] the reasons this report is coming to us, and we're

[15:08] making that decision to open up the ice because once

[15:11] that's open and the public is allowed in, we sure

[15:14] as heck can't. Turn it into a construction zone. So,

[15:17] Councilor Campbell, you did have your hand up earlier. Your

[15:20] question was answered. Yes. My question was about the timeline

[15:25] for the desk and design community to meet with the

[15:28] project. Manager. I do want to thank staff, by the

[15:31] way, for prioritizing this. And helping it move forward. I

[15:38] was one of the people that I actually asked the

[15:40] CAO recently. If any work could be done in the

[15:44] venture, like ripping out the ice, concrete, ice pad, clearing.

[15:48] Out the storage area. And I guess I got an

[15:51] answer to that today as well. We'll try to be

[15:55] patient and go for next April. And it's exciting that

[15:59] it's moving forward. Okay, well, that's true. And once again,

[16:04] to any of the user groups, to any of the

[16:06] public. Things don't always move as fast as we want,

[16:11] and. We have different rules to follow as a township.

[16:18] Than. A private individual would have if they were doing

[16:21] some kind of similar work. We have a process that

[16:24] we must follow. And it does sometimes slow things down.

[16:28] So we went from virtually no hands up to a

[16:30] whole slew of them now. I'm going to first go

[16:33] to Councilor Bentill. Thank you. That's kind of you, considering

[16:37] I was the left hand up. But I just want

[16:42] to say. About what councilor Campbell just said. I think

[16:47] it's terrific that we know they couldn't do any work

[16:50] next winter. It would be a mistake to have no

[16:53] ice two winters in a row. So the good news?

[16:55] Story here is that. There are three ice packs next

[16:59] year, and I think that we should kind of focus

[17:01] on the good news. And it's just simply reality that

[17:05] we can't begin until next spring. Due to winter prices

[17:09] and due to the amount of work that has to

[17:12] happen before. So these are just realities. And with this

[17:16] descripting committee and. The professionals were hiring. I really, really

[17:23] want to see a close relationship. I don't want to

[17:25] feel that the D scope committee isn't aware of what's

[17:29] going on. I think that there has to be open

[17:32] communication between the group and staff and these professionals. Just

[17:38] as much openness as we possibly can and coordination and

[17:41] working together, that would be. My hope for this. Thank

[17:47] you. Okay, next I've got Councilor doble. Thank you. Through

[17:53] you. I just want to thank staff for all the

[17:59] work they did on ice allocation. I definitely am disappointed

[18:04] that we're not getting this project started this year. And

[18:08] I think that our staff did a fantastic job in

[18:10] making sure that overall, everyone had. A fair shot at

[18:15] the ice that they wanted this year. But at the

[18:18] same time, I'm very grateful that if we're not going

[18:20] to be able to get this progene moving forward now.

[18:23] We might as well keep the ice open. Let everyone

[18:25] have their preferred ice times. So just looking forward to

[18:29] see this progress. Really exciting that we've got our project

[18:32] manager. Coming on board shortly. And I just look forward

[18:37] to hearing regular updates from the desk committee and staff.

[18:42] And seeing this project really move forward. That's it. Okay,

[18:47] Councilor Kenneven. Thank you, Mayor Schler, and thanks, Wayne, for

[18:53] this report. And I echo councilor Doble's. Comments around staff,

[18:59] juggling all the ice allocations. That was very well done.

[19:04] Wayne, I just wonder if. Because if you're talking spring

[19:08] of 2025. And the center of the Maple Syrup Festival

[19:12] is April 5 and 6th. And of course. We'll be

[19:17] meeting next month to start planning that. So as soon

[19:20] as we know. What kind of. I'm not sure what

[19:24] work starts with. But how much space we can or

[19:29] cannot. Have for the beginning of April. That would be

[19:34] appreciated sooner than later once things get projected out. On

[19:38] a schedule. Through the chair to Councilor Canavan. Once we've

[19:42] got the PM in place. We'll finalize the timelines in

[19:47] the submissions. There is a proposed timeline, so once we

[19:50] get through the descript, we'll get all of the timelines

[19:54] finalized, and then. We'll be able to communicate. With all

[20:00] of our user groups, including the Sunder Limit Maple Syrup

[20:03] Festival. So would you think that would be. When do

[20:10] you think that would happen? Would that be like summer,

[20:13] fall? It'll probably be in the summer once. We've had

[20:19] time to look at the plans. Go through. Finish the

[20:22] descope, come up. With a final set of plans. And

[20:27] then we can finalize some of the timelines. It's something

[20:29] that we'll. Take into consideration, though. Excellent. Thank you. Okay.

[20:37] I have regional council Jeff for seconds. Thank you, mayor.

[20:42] I did forget to talk about grant timelines, as we

[20:45] will be asked that. Question. Can we just get stopped?

[20:48] I know it is 2027. Can we just get stopped

[20:50] to. Briefly explain. When the grant has to be used

[20:53] and that, starting in 2025, still has lost the time.

[20:56] If we could just get that, please. It is in

[21:05] the report, but if staff want to address anything. March

[21:12] 31. I just want the public to know that the

[21:17] construction time on this project, this is still a good

[21:19] envelope that we have no concerns that construction is going

[21:22] to push past two years. Through the chair to regional

[21:27] counselor job. We're pretty confident that. We'll maintain our timelines

[21:34] to ensure that we meet the requirements of the ISIP.

[21:38] Grant. All of the proponents that submitted were aware of

[21:42] the timeline for this to be completed and they've worked

[21:45] out their timelines based on that. Okay. The project has

[21:50] to be completed, Wayne, or start it before the deadline.

[21:56] It does have to be completed by that deadline. Okay?

[21:59] Which was always a twelve to 18 month. Timeline for

[22:02] this project, so that still gives us that the highest.

[22:04] Another additional six months. Okay, thanks. That's all. Okay, Councilor

[22:10] Campbell, thank you. And through you the other day, Michelle

[22:13] shared with me. The next steps for this project. Perhaps

[22:18] it would be interesting for everyone to hear that. Through

[22:28] the chair to councilor Campbell. I'll answer that on behalf

[22:31] of the CAo. So our next timelines are that. I'm

[22:38] just looking at the Gantt chart that. Was provided by

[22:40] the one proponent. We will start working in the next

[22:45] couple of weeks for them to assemble their team and

[22:48] meet. Go over the kickoff meeting for the project. We

[22:53] will go through a high level gap analysis. And the

[22:58] drawings. Some risk management and some new budgets. Prepared. And

[23:05] then we'll get into finalizing the details of the drawings

[23:10] with the D scope. Committee. And the timeline for that

[23:14] looks to be. Sorry, I'm just flipping through pages, too.

[23:17] Quickly here. Timeline on that looks to be.

[23:30] Mid August for all of that August to September for

[23:32] that work to be completed. Over the winter, they will

[23:37] be doing the building permit applications and reviews. And then

[23:42] moving forward with all of that work to be prepared.

[23:46] For. The general contractor and get that in place in

[23:51] time. For spring construction and destruction, I guess, as well.

[23:58] Thank you, Wayne. That kind of explains why there's another

[24:01] delay. And again. I'm just optimistic that we can get

[24:10] the project going. Is pretty exciting. Okay. And just to

[24:16] confirm that once the D scope committee has done their

[24:20] thing, then it will be coming to council. For basically.

[24:27] The final decision on any possible. D scope. In a

[24:31] final determinations on how some of it will be financed.

[24:36] We've had the primer on that, but at that meeting,

[24:43] We will make, hopefully the final decision. On how the

[24:46] unpaid balance will be handled by the township. See nothing

[24:52] else. Then I guess I'll call the vote. All those

[24:54] in favor? That is carried. Thank you very much. So

[25:02] we have no consideration for which. Notice was given. I'll

[25:11] go to the clerk deputy CAO for any public questions

[25:15] and or requests for clarification. Mr. Mayor, we have not

[25:18] received any. We have a confirmation bylaw. Can I get

[25:23] a mover and a second for that, please? Councilor Pettingill

[25:30] and councilor Canavan. All those in favor? Oppose. That's carried.

[25:38] Thank you. And finally, item 13 is adjournment. Can I.

[25:43] Get a mover in a second for that, please. Councilor

[25:47] Campbell. And councilor Pattingill. All those in favor? Okay. Thank

[25:54] you very much. Have a good weekend, everybody, and enjoy

[25:57] your Canada day.

Special Council Meeting

Transcript