Good morning. So I will call the special council meeting
for June 20 eigth to order, and I'll ask everybody
for a moment of silence and personal reflection.
Okay. Thank you. It is important to begin each public
gathering with a land and territorial acknowledgment. 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 the river flows. Look
now for any declarations of pecuniary interest and the nature
thereof. See none. We do not have a closed session,
so there's no need to rise from it. No delegations.
We have one report today. Report 9.1 report. 20 to
24 prf. Prfina timelines and project manager tender. And I'm
going to look for a mover and a seconder for
that, please. Councilor Campbell and regional councilor jub. Are you
moving the recommended motion, Councilor Campbell? Yes, I am. Okay.
And did you have any questions? Well, actually, I guess
we need to just clarify one part. Of the motion,
and that is direction on the ice for Sunderland, so.
If you could just. Clarify that section of it, Councilor
Campbell. I thought you were going to call on staff
for that. Well, I guess because. The project managers feel
that they need the time to get all the ducks
in a row to get the Reim project started next
April. It's a good idea to put the ice in
Sunderland after all. For this season, I'm sure a lot
of ice users will be happy about that anyway. And
all the work that Wayne and Alicia did. To accommodate
the ice users in two rinks for this season. I
guess that template could be used next year. Okay, so
the motion will read then, of course. The first chunk
of it. But the last section of the motion will
be that council direct staff. To put the ice in
the Sunland arena for the 2024 2025 season. So. That
being said, then, did you want to speak further to
that councilor Campbell? Well, I'm just happy that things are
progressing. Not. Maybe as quickly as many of us would
like, but I'm glad we're moving forward with the next
step of getting a project manager and getting that show
on the. Okay. As secondary regional councilor Jubb, did you
have anything on the motion or the report? Yeah. Thank
you, Mr. Mayor, just briefly. Definitely unfortunate that the timelines
are now being extended. Doesn't surprise me overly, especially with
that winter work price. I heard it might be up
to 20% just in the last couple. Of months, but,
yeah, we have three pros, professionals, project managers, telling us
that this is a realistic timeline, so I really don't
want to hold up our user groups, and then we
get to September, October. And arena sitting there empty. And
everyone changed their life for that. I don't think it
would look good on the corporation or any of us.
Now, to Michelle. I'd like to just dig into the
project manager and how we got here. We've talked about
having the Cadillac project manager, the Buick. Lots of risk.
Maybe not so. Much risk. What are we getting here?
With what you're recommending? Through to councilor jump. I'm going
to speak on behalf of the CAO. So we went
through the process of a RFP. With outside consultant. We
put it out on bids and tenders. We had a
number of plan takers. Take a look at this project.
We had three submissions. The submissions were from Altis group,
colliers. And cbre. The process that we went through was
to review their submissions. Once we reviewed those. As the
team that was basically working on this, the CAO, the
director of finance, myself and our consultant. We felt that.
One of the submissions was not to the point where
we could move forward into the interview process. The second
stage is interviews. Second stage was a tactical review. We
looked. Into. The documents very well came up with a
series of questions. We then went through an interview process.
With the two. That moved up to. The next stage,
which was CPRE and colliers. After the interviews had been
concluded, we did our scoring and it was felt that
the one did not meet the threshold to move forward
to the next step, which is opening up the envelope.
So. At this point, we only had one of the
three that we opened the pricing envelope for. This is
kind of in accordance with. Our procurement bylaws and standard
practice for this type of procurement. Okay. Thanks for that,
Wayne. That does help. We have talked about the Cadillac
and the Buick. What? Are we getting with what you're
recommending here? Like we talked about risk a lot. So
sometimes you pay more for a project manager that takes
on more risk. Sometimes you pay a little less, but
the municipality takes on a little more risk. What are
we getting with this? Through the chair to regional counselor
job. I don't know if I would call it a
Cadillac, but. We're certainly in the higher end, I would
say. Looking at what these submissions were. The designated project
manager that. We are looking to bring forward is going
to be very much involved in this project. So we're
not having somebody basically cutting their teeth on our project.
Okay, that's good to hear. Because when we've talked to
other municipalities, short distance. Away. They've hired a project manager.
They're in Toronto. They don't even. See them. So it
ends up being the director of everything that's there every
day when the project manager wasn't even there, so I'm
glad to hear that Wayne is. It possible to the
design and desk committee? Can we get those tender documents
so we know? As a committee, exactly what we're getting.
The tender, I believe. We can make available to you.
I just have to find the document. We can also
provide you. The presentations or the submissions that were provided
to us. Okay, I think that'll help our Desculpt and
design committee just to understand exactly what the role of
that project manager is going to be. Certainly. Okay, now
start times. When is the project manager going to start
working for us? We have to finalize the contract. With
the company. I'd have to look at the timelines in
their chart just to confirm. Timelines? Of when they're starting.
I believe it's in two to three weeks. I just
can't confirm that at this point. Okay. And did you
say we're. Getting, like, one assigned project manager, not a
whole bunch coming in and out. So one of the
parts. Of the submission that was placed was that there
would be a designated project manager. There would be a
project manager and there would be a project coordinator. Working
as a team. Basically, the designated project manager is overseeing
the entire project, and there is a person above. That
DPM, as we're calling it, that is kind of the
principle of the company. That's overseeing a number of projects
and will have their hand in it a little bit.
Just as kind of the overall supervisor, the project manager.
Will have some involvement, mostly in some of the meetings
and taking minutes and things like that, and. That would
also fall down to the project coordinator. There's also a
number of other people that will be involved from the
corporation. People for cost consultants. Ff and e specialists, just
kind of specialists where we would need certain things based
on where we are within the project. Okay? And that's
all included in this $300,000. Quote. That's correct, yes. Okay.
That sounds very thorough. I'm feeling better, by the minute.
Okay. The desk and design committee, very important we get
this rolling because we have a lot. Of work to
do and how we could have done it by September.
Is probably correct. Out of touch. Can we get this
committee to meet for our first real time in July.
Can that be a realistic goal? I doubt we could
meet in July. Just because we've got to get the
contract in place. With the corporation that we're going to
be moving forward with. Kind of get them on board.
It might be late July, maybe early August. That's fair.
Late July. Early August is good. And I'd like to
meet on site with for that one win. I'm sure
we can do that. Okay. Have we talked to our
lions reps in regards to this. No, we have not.
This is what this meeting is for, is to bring
this forward to council. And then we would move forward
with our desk committee and all of the persons that
are involved. In this project after the decision of council
here. Okay, as soon as we're done this. Meeting. Can
someone shoot them off? A courtesy email, please. We can
do that. Perfect. Okay. Looking into 2025, we had some
issues, I think, with the fair where they didn't think
they got the heads up that this was happening. Can
we also make sure that we get out this out
for next year now, so everybody knows exactly we're putting
a shovel in the ground. On whatever the date is,
and then if we need to move it by a
week or so. We can do it. But can we
get that out as soon as possible, just so we
don't run into that hiccup again. We're going to coordinate
with all of our user groups and get this new
timeline posted on our website as well. Okay, thanks, Wayne.
Perfect. Last comment news release the public is going to
be very anxious. What. 's happening here. I'm sure everyone's
going to know when they get their ice time back.
What's happening? I'm sure we are, but can we do
a proper nice news release explaining how this come in
with the project manager. Why? The timelines are changing. Just
some it all up nicely. So the public fully understands
why this is happening and what's happening. Certainly. We'll work
with the clerk's department and communications to get that put
together. Okay? And I don't know if that can be
done today, but if this goes the whole weekend. There'll
be rumors flying so quick, so if we could, that'd
be. Great. And that's all thanks to staff. Thank you,
Mr. Merry. Okay. I'm not seeing any more hands. One
issue I did have a concern with, with respect to
the ice is whether or not anything. Could be done
on site to get it ready, to get it prepped.
And pretty much. All the three bidders pretty much confirmed
through their timelines that nothing, including any kind of demolition
work or anything. Could take place until the spring of
next year, so I'm fine with us opening up. The
ice for that period of time. And I just wanted
to make sure, of course, that everybody was crystal clear.
Including eventually the user groups, that no substantial work could
be done until spring of next year, including anything inside.
Obviously there's some clearing out work that can be accomplished.
That's just probably between the township and user groups, but
we have received confirmations, so. If anybody gets any questions
at all. About? Could you not do any work at
all? It has been confirmed. That all three of these
potential bidders for this confirmed that, no, the work would
not commence. In any form. Until next spring. So that
is why this report is essentially coming to one of
the reasons this report is coming to us, and we're
making that decision to open up the ice because once
that's open and the public is allowed in, we sure
as heck can't. Turn it into a construction zone. So,
Councilor Campbell, you did have your hand up earlier. Your
question was answered. Yes. My question was about the timeline
for the desk and design community to meet with the
project. Manager. I do want to thank staff, by the
way, for prioritizing this. And helping it move forward. I
was one of the people that I actually asked the
CAO recently. If any work could be done in the
venture, like ripping out the ice, concrete, ice pad, clearing.
Out the storage area. And I guess I got an
answer to that today as well. We'll try to be
patient and go for next April. And it's exciting that
it's moving forward. Okay, well, that's true. And once again,
to any of the user groups, to any of the
public. Things don't always move as fast as we want,
and. We have different rules to follow as a township.
Than. A private individual would have if they were doing
some kind of similar work. We have a process that
we must follow. And it does sometimes slow things down.
So we went from virtually no hands up to a
whole slew of them now. I'm going to first go
to Councilor Bentill. Thank you. That's kind of you, considering
I was the left hand up. But I just want
to say. About what councilor Campbell just said. I think
it's terrific that we know they couldn't do any work
next winter. It would be a mistake to have no
ice two winters in a row. So the good news?
Story here is that. There are three ice packs next
year, and I think that we should kind of focus
on the good news. And it's just simply reality that
we can't begin until next spring. Due to winter prices
and due to the amount of work that has to
happen before. So these are just realities. And with this
descripting committee and. The professionals were hiring. I really, really
want to see a close relationship. I don't want to
feel that the D scope committee isn't aware of what's
going on. I think that there has to be open
communication between the group and staff and these professionals. Just
as much openness as we possibly can and coordination and
working together, that would be. My hope for this. Thank
you. Okay, next I've got Councilor doble. Thank you. Through
you. I just want to thank staff for all the
work they did on ice allocation. I definitely am disappointed
that we're not getting this project started this year. And
I think that our staff did a fantastic job in
making sure that overall, everyone had. A fair shot at
the ice that they wanted this year. But at the
same time, I'm very grateful that if we're not going
to be able to get this progene moving forward now.
We might as well keep the ice open. Let everyone
have their preferred ice times. So just looking forward to
see this progress. Really exciting that we've got our project
manager. Coming on board shortly. And I just look forward
to hearing regular updates from the desk committee and staff.
And seeing this project really move forward. That's it. Okay,
Councilor Kenneven. Thank you, Mayor Schler, and thanks, Wayne, for
this report. And I echo councilor Doble's. Comments around staff,
juggling all the ice allocations. That was very well done.
Wayne, I just wonder if. Because if you're talking spring
of 2025. And the center of the Maple Syrup Festival
is April 5 and 6th. And of course. We'll be
meeting next month to start planning that. So as soon
as we know. What kind of. I'm not sure what
work starts with. But how much space we can or
cannot. Have for the beginning of April. That would be
appreciated sooner than later once things get projected out. On
a schedule. Through the chair to Councilor Canavan. Once we've
got the PM in place. We'll finalize the timelines in
the submissions. There is a proposed timeline, so once we
get through the descript, we'll get all of the timelines
finalized, and then. We'll be able to communicate. With all
of our user groups, including the Sunder Limit Maple Syrup
Festival. So would you think that would be. When do
you think that would happen? Would that be like summer,
fall? It'll probably be in the summer once. We've had
time to look at the plans. Go through. Finish the
descope, come up. With a final set of plans. And
then we can finalize some of the timelines. It's something
that we'll. Take into consideration, though. Excellent. Thank you. Okay.
I have regional council Jeff for seconds. Thank you, mayor.
I did forget to talk about grant timelines, as we
will be asked that. Question. Can we just get stopped?
I know it is 2027. Can we just get stopped
to. Briefly explain. When the grant has to be used
and that, starting in 2025, still has lost the time.
If we could just get that, please. It is in
the report, but if staff want to address anything. March
31. I just want the public to know that the
construction time on this project, this is still a good
envelope that we have no concerns that construction is going
to push past two years. Through the chair to regional
counselor job. We're pretty confident that. We'll maintain our timelines
to ensure that we meet the requirements of the ISIP.
Grant. All of the proponents that submitted were aware of
the timeline for this to be completed and they've worked
out their timelines based on that. Okay. The project has
to be completed, Wayne, or start it before the deadline.
It does have to be completed by that deadline. Okay?
Which was always a twelve to 18 month. Timeline for
this project, so that still gives us that the highest.
Another additional six months. Okay, thanks. That's all. Okay, Councilor
Campbell, thank you. And through you the other day, Michelle
shared with me. The next steps for this project. Perhaps
it would be interesting for everyone to hear that. Through
the chair to councilor Campbell. I'll answer that on behalf
of the CAo. So our next timelines are that. I'm
just looking at the Gantt chart that. Was provided by
the one proponent. We will start working in the next
couple of weeks for them to assemble their team and
meet. Go over the kickoff meeting for the project. We
will go through a high level gap analysis. And the
drawings. Some risk management and some new budgets. Prepared. And
then we'll get into finalizing the details of the drawings
with the D scope. Committee. And the timeline for that
looks to be. Sorry, I'm just flipping through pages, too.
Quickly here. Timeline on that looks to be.
Mid August for all of that August to September for
that work to be completed. Over the winter, they will
be doing the building permit applications and reviews. And then
moving forward with all of that work to be prepared.
For. The general contractor and get that in place in
time. For spring construction and destruction, I guess, as well.
Thank you, Wayne. That kind of explains why there's another
delay. And again. I'm just optimistic that we can get
the project going. Is pretty exciting. Okay. And just to
confirm that once the D scope committee has done their
thing, then it will be coming to council. For basically.
The final decision on any possible. D scope. In a
final determinations on how some of it will be financed.
We've had the primer on that, but at that meeting,
We will make, hopefully the final decision. On how the
unpaid balance will be handled by the township. See nothing
else. Then I guess I'll call the vote. All those
in favor? That is carried. Thank you very much. So
we have no consideration for which. Notice was given. I'll
go to the clerk deputy CAO for any public questions
and or requests for clarification. Mr. Mayor, we have not
received any. We have a confirmation bylaw. Can I get
a mover and a second for that, please? Councilor Pettingill
and councilor Canavan. All those in favor? Oppose. That's carried.
Thank you. And finally, item 13 is adjournment. Can I.
Get a mover in a second for that, please. Councilor
Campbell. And councilor Pattingill. All those in favor? Okay. Thank
you very much. Have a good weekend, everybody, and enjoy
your Canada day.