Revised Agenda
The Blue Mountains
Committee of the Whole Meeting

Meeting #:

Date:

Monday, November 18, 2024

Time:

9:30 A.m. - 4:30 P.m.

Location:

Town Hall, Council Chambers and Virtual Meeting

32 Mill Street, Thornbury, ON

Prepared by: Corrina Giles, Town Clerk

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A.

Call to Order

A.1

Traditional Territory Acknowledgement and Moment of Reflection

We would like to begin our meeting by recognizing the First Nations, Metis and Inuit peoples of Canada as traditional stewards of the land.  The municipality is located within the boundary of Treaty 18 region of 1818 which is the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples.

A.2

Approval of Agenda

• Recommended (Move, Second)

  THAT the Agenda of November 18, 2024 be approved as circulated, including any items added to the Agenda.

A.3

Declaration of Pecuniary Interest

NOTE: In accordance with the Municipal Conflict of Interest Act and the Town Procedural By-law 2023-62, Council Members must file a written statement of the interest and its general nature with the Clerk for inclusion on the Registry.

A.4

Previous Minutes

• Recommended (Move, Second)

  THAT the Committee of the Whole minutes of October 28, 2024 be adopted as circulated, including any revisions to be made.

B.

Staff Reports, Deputations, Correspondence

Finance, Administration, and Fire Services Reports - To be chaired by Deputy Mayor Bordignon

B.1

Deputations, if any

B.1.1

Brendan Hall and Sarah Clayton, KPMG

Re: 2023 Town Audited Financial Statements

B.1.2

Tom Kennedy, Treasurer, Thornbury Beaver Valley Lions Club

Re: Request for Council consideration in the 2025 Budget for the redevelopment of Lions Park

B.2

Public Comment Period regarding matters included in the Finance, Administration, and Fire Services portion of the meeting (each speaker is allotted three minutes)

NOTE: In accordance with the Town Procedural By-law 2023-62 Ten minutes allotted at the beginning and end of each section of the Committee of the Whole Meeting to receive public comments regarding matters included on the Agenda. Each person shall provide their name and address, and is required to address their comments to the Chair. Comments shall not refer to personal, litigation or potential litigation matters, or be in response to matters that have been the subject of a Public Meeting, it being noted that the verbal commenting period has ended. Written correspondence may still be received in response to matters  that have been the subject of a Public Meeting. If a person is unable to personally attend the meeting, or during any period where an emergency has been declared to exist in the municipality, they shall provide their Public Comments in writing to the Clerk in advance of the meeting for the Clerk to read on behalf of the author during the Public Comment Period.

B.3

Correspondence, if any

None

B.4

Staff Reports

B.4.1

2023 Audited Financial Statements, FAF.24.149

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.149, entitled “2023 Audited Financial Statements”;

  AND THAT Council approve the 2023 Audited Financial Statements.

B.4.2

Follow-up Report- Draft Employee Code of Conduct Policy, FAF.24.136

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.136, entitled “Follow-up Report- Draft Employee Code of Conduct Policy”;

  AND THAT Council approve the new Corporate Policy entitled “Employee Code of Conduct, POL.COR.24.XX” and accompanying Complaint and Investigation Procedure as attached to this report.

B.4.3

Employee Whistleblower Policy, FAF.24.137

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.137, entitled “Employee Whistleblower Policy”;

  AND THAT Council approve the new Corporate Policy entitled “Employee Whistleblower Policy, POL.COR 24.XX” as attached to this report.

B.4.4

Disposition and Sale of a Portion of Municipal Lands identified as Property 1 in Staff Report FAF.24.079, FAF.24.145

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.145, entitled “Disposition and Sale of a Portion of Municipal Lands identified as Property 1 in Staff Report FAF.24.079”;

  AND THAT Council approve the Disposition and Sale of a Portion of Municipal Lands as identified in staff report FAF.24.145 at the selling price of $13,225 plus all required taxes, legal, land transfer and survey costs.

B.4.5

Disposition and Sale of Municipal Lands identified as Property 2 in Staff Report FAF.24.079, FAF.24.146

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.146, entitled “Disposition and Sale of Municipal Lands identified as Property 2 in Staff Report FAF.24.079”;

  AND THAT Council approve the Disposition and Sale of Municipal Lands as identified in report FAF.24.146 as Property 2 at the selling price of $12,000 with the three (3) purchasers of the property being responsible for all tax, legal, land transfer and surveying costs.

B.4.6

Disposition and Sale of Municipal Lands identified as Property 3 in Staff Report FAF.24.079, FAF.24.147

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.147, entitled “Disposition and Sale of Municipal Lands identified as Property 3 in Staff Report FAF.24.079”;

  AND THAT Council approve the Disposition and Sale of Municipal Lands as identified in report FAF.24.147 as Property 3 at the selling price of $16,950 with the purchaser of the property being responsible for all tax, legal, land transfer and surveying costs.

B.4.7

Town Use of Municipal Accommodation Tax Funds Policy, FAF.24.134

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.134, entitled “Town Use of Municipal Accommodation Tax Funds Policy”;

  AND THAT Council approves the Town Use of Municipal Accommodation Tax Funds Policy as attached to this report.

B.4.8

Single Source Request for Short Term Accommodation and Municipal Accommodation Tax Software, FAF.24.138

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.138, entitled “Single Source Request for Short Term Accommodation and Municipal Accommodation Tax Software”;

  AND THAT Council approve the single source procurement of Host Compliance by Granicus, a short-term accommodation and municipal accommodation tax software in accordance with the Purchasing of Goods and Service Policy POL.COR.07.05;

  AND THAT Council approves the purchase with an upset limit of $170,000.00 to be funded through the short-term accommodation reserve fund account.

B.4.9

Open Fields 2024 Follow-up, FAF.24.130

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.130, entitled “Open Fields 2024 Follow-up” for information.

B.4.10

Update to Procedural By-law 2023-62, FAF.24.135

• Recommended (Move, Second)

  THAT Council receive Staff Report FAF.24.135, entitled “Update to Procedural By-law 2023-62”;

  AND THAT Council direct staff to include the By-law to amend the Procedural By-law 2023-62, as attached to the within staff report on the December 2, 2024 Council Agenda, for enactment;

  AND THAT Council waives the provision of the “Provision of Notice and Manner of Providing Notice to the Public Policy, POL.COR.24.04” as it relates to the requirement to schedule a Public Meeting to receive comments on the proposed changes to the Procedural By-law, as they are administrative in nature.

B.4.11

2025 Budget Timeline and Overview, FAF.24.139

Note: This report will be included on the Special November 25, 2024 Meeting of Council

B.5

Public Comment Period regarding matters included in the Finance, Administration, and Fire Services portion of the meeting (each speaker is allotted three minutes)

Community Services Reports - To be chaired by Councillor McKinlay

B.6

Deputations, if any

B.6.1

Sarah Beveridge, Chair, Thornbury Business Improvement Area Board

Re: Request to Council to close Bruce Street South and Bruce Street North (Highway 26 to King Street West) for the Olde Fashioned Christmas events on December 14, 2024 from 3:00 p.m. to 8:30 p.m.

B.7

Public Comment Period regarding matters included in the Community Services portion of the meeting (each speaker is allotted three minutes)

NOTE: In accordance with the Town Procedural By-law 2023-62 Ten minutes allotted at the beginning and end of each section of the Committee of the Whole Meeting to receive public comments regarding matters included on the Agenda. Each person shall provide their name and address, and is required to address their comments to the Chair. Comments shall not refer to personal, litigation or potential litigation matters, or be in response to matters that have been the subject of a Public Meeting, it being noted that the verbal commenting period has ended. Written correspondence may still be received in response to matters  that have been the subject of a Public Meeting. If a person is unable to personally attend the meeting, or during any period where an emergency has been declared to exist in the municipality, they shall provide their Public Comments in writing to the Clerk in advance of the meeting for the Clerk to read on behalf of the author during the Public Comment Period.

B.8

Correspondence, if any

B.8.1

David Lewis, Resident

Re: Comments on staff report CSOPS.24.063 Options for Use of 130 King Street West Property

B.8.2

Catherine Sholtz, Resident

Re: Comments on staff report CSOPS.24.063 Options for use of 130 King Street West Property

B.9

Staff Reports

B.9.1

Residential Parking Registration Process, CSOPS.24.073

• Recommended (Move, Second)

  THAT Council receive Staff Report CSOPS.24.073, entitled “Residential Parking Registration Process”;

  AND THAT Council direct staff to proceed with the digital residential parking pass program that aligns with the Town’s new parking software.

  AND THAT Council direct staff to implement that all veteran and accessible parking permits/passes park for free at any paid parking area in the Town.

  AND THAT No physical parking passes be provided for 2025 and moving forward.

B.9.2

Olde Fashioned Christmas Extended Road Closure Request, CSOPS.24.082

• Recommended (Move, Second)

  THAT Council receive Staff Report CSOPS.24.082, entitled “Olde Fashioned Christmas Extended Road Closure Request”;

  AND THAT Council approve the extended road closure request on Bruce St. North from HWY 26 to King St. W. for Olde Fashioned Christmas.

B.9.3

Lora Bay Park Watercraft Storage Facility, CSOPS.24.061

• Recommended (Move, Second)

  THAT Council receive Staff Report CSOPS.24.061, entitled “”;

  AND THAT Council direct staff to include this project in the 2026 budget process for further consideration.

B.9.4

Options for use of 130 King St. West Property, CSOPS.24.063

• Recommended (Move, Second)

  THAT Council receive Staff Report CSOPS.24.063, entitled “Options for use of 130 King St. West Property”;

  AND THAT Council directs staff to complete a community engagement process to consider recreational uses of 130 King St. West;

  AND THAT Council directs staff to include $10,000 to complete a community engagement process in the 2025 proposed budget.

B.10

Public Comment Period regarding matters included in the Community Services portion of the meeting (each speaker is allotted three minutes)

C.

New and Unfinished Business

C.1

Committees of Council Reports

None

C.2

Notice of Motion (Council)

C.3

Additions to the Agenda

D.

Notice of Meeting Dates

Committee of the Whole Meeting, Operations and Planning and Development Services,  November 19, 2024
Town Hall, Council Chambers and Virtual

Council, Public Meeting, November 26, 2024
Town Hall, Council Chambers and Virtual

Council Meeting, December 2, 2024
Town Hall, Council Chambers and Virtual

Committee of the Whole Meeting, Finance, Administration, Fire Services and Community Services,  December 9, 2024
Town Hall, Council Chambers and Virtual

Committee of the Whole Meeting, Operations and Planning and Development Services,  December 10, 2024
Town Hall, Council Chambers and Virtual

E.

Adjournment

• Recommended (Move, Second)

  THAT this Committee of the Whole does now adjourn at TIME p.m. to meet again on December 9, 2024, Town Hall, Council Chambers and Virtually, or at the call of the Chair.