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03 - May 8, 2023 Terrace Lodge Redevelopment Steering Committee Meeting Agenda Package TERRACE LODGE REDEVELOPMENT STEERING COMMITTEE MINUTES March 14, 2023, 3:15 p.m. Terrace Lodge 49462 Talbot St E, Aylmer, ON N5H 3A5 Members Present: Warden Ed Ketchabaw Councillor Mark Widner Councillor Jack Couckuyt Councillor Todd Noble Staff Present: Julie Gonyou, Chief Administrative Officer/Clerk Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Director of Financial Services/Treasurer Jenna Fentie, Manager of Administrative Services/Deputy Clerk _____________________________________________________________________ 1. CALL TO ORDER The meeting was called to order at 3:29 p.m. with Warden Ketchabaw in the chair. 2. APPROVAL OF AGENDA Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT the agenda for the March 14, 2023 meeting of the Terrace Lodge Redevelopment Steering Committee be approved as presented. Motion Carried. 3. ADOPTION OF MINUTES Moved by: Councillor Couckuyt Seconded by: Councillor Widner RESOLVED THAT the minutes of the meeting held on February 28, 2023 be adopted. Motion Carried. 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 5. DELEGATIONS None. 6. REPORTS/BRIEFINGS None. 7. OTHER BUSINESS The Chief Administrative Officer noted that the previous term of the Committee delegated authority to staff to approve any project changes orders up to a limit of 1 $25,000 and sought Committee direction as to whether the Committee wished to adjust the threshold or keep it the same. The Committee consented to maintaining the threshold at $25,000 and requested that regular updates on required project change orders be provided to the Committee. The Chief Administrative Officer also noted that an additional change order in the amount of $28,000 may be required in order to accommodate the installation of a paging system prior to resident occupancy. Staff will gather more information that includes the potential impact to the current construction and provide a follow-up report to the Committee at a future meeting. 8. CORRESPONDENCE None. 9. CLOSED MEETING ITEMS Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): In-Camera Item #1: Contract Negotiations (verbal) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Motion Carried. 9.1 General Manager of Engineering, Planning & Enterprise/Deputy CAO - Contract Negotiations (verbal) 10. MOTION TO RISE AND REPORT Moved by: Councillor Couckuyt Seconded by: Councillor Widner RESOLVED THAT we do now rise and report. Motion Carried. In-Camera Item #1: Contract Negotiations Moved by: Councillor Noble Seconded by: Councillor Widner RESOLVED THAT the report from the Chief Administrative Officer be received for information. Motion Carried. 11. DATE OF NEXT MEETING The next meeting will be held on Tuesday, March 28, 2023 at a time to be determined. 12. ADJOURNMENT Moved by: Councillor Couckuyt Seconded by: Councillor Widner RESOLVED THAT we do now adjourn at 4:10 p.m. to meet again on March 28, 2023. 2 Julie Gonyou, Warden Ed Ketchabaw, Chief Administrative Officer/Clerk. Chair. 3