October 1, 2025

Meeting Summary

Welcome and Introductions

• T. Flynn opened the meeting at 4:30 p.m. and welcomed members attending both in person and online.

• E. Thome noted that the day’s site tour was well attended and that weather conditions allowed for an excellent on-site walk-through and vehicle overview. She thanked CN staff for organizing the tour and refreshments.

• T. Flynn acknowledged new and continuing members and provided updates to the committee roster. He confirmed that Lucas Reale of Great Gulf Homes had departed the company and that Derek Lambe would now represent Great Gulf on the committee.

• E. Thome added that Erin Caldwell, previously representing Conestoga College, had assumed the Interim President role at the Milton Chamber of Commerce and would serve as that organization’s representative going forward. The group welcomed the continuity this offered. A. Jafri (local resident) joined the tour as an observed and has interest in the Heritage Sub Committee going forward. He did not stay for the meeting.

 

Approval of Agenda

• T. Flynn called for a motion to approve the agenda as circulated. The motion was moved by K. Voisson, and seconded by L. Chambers, and it was approved with no changes.

 

Approval of August 2025 Meeting Summary

• T. Flynn called for a motion to approve the August 2025 meeting summary. The motion was moved by L. Chambers and seconded by N. Mott, and it was approved as circulated.

 

Impact Assessment Agency of Canada (IAAC) Presentation

• E. Thome introduced S. Devin and S. Fraser of the Impact Assessment Agency of Canada (IAAC), invited to discuss the Agency’s compliance, enforcement, and follow-up processes.

• S. Devin explained that IAAC’s Compliance, Enforcement and Follow-Up Division ensures proponents meet conditions outlined in their decision statements. She outlined the Agency’s three teams:

  • Compliance Promotion and Follow-Up (her team)

  • Enforcement Operations (S. Fraser’s team)

  • Policy and Support, which manages cross-cutting and non-project-specific issues.

• S. Devin said IAAC acts as the “one window” for any post-decision inquiries from communities or proponents and that compliance promotion involves education, clarification of conditions, and public outreach.

• S. Devin noted that follow-up programs are a legal requirement under the Impact Assessment Act. They verify whether project predictions were accurate and whether mitigation measures are effective. IAAC is now systematically reviewing follow-up data from multiple projects to identify national trends and best practices. In 2024-2025, the Agency received reports from about 20 active projects out of 45 with decision statements. IAAC plans to begin publishing aggregated findings in 2026 and is finalizing new guidance to standardize reporting formats.

• Participant asked how IAAC would ensure public access to these findings.

• S. Devin replied that inspection summaries and enforcement updates are posted on the Canadian Impact Assessment Registry, and the forthcoming program results will be published online once the Agency finalizes its format.

• Participant asked whether IAAC would consider holding a local meeting when the report is released.

• S. Devin said it was an option still under consideration.

• S. Fraser added that in-person engagement can help demystify IAAC’s oversight role and reassure residents that the project remains under federal monitoring.

• E. Thome suggested posting the IAAC presentation and contact information on the committee website for easy reference.

• S. Fraser agreed that this would be an effective way for residents to reach IAAC directly.

• S. Fraser then discussed enforcement procedures. He explained that IAAC inspection reports are internal, but inspection summaries listing conditions reviewed and compliance status are public. The most recent site inspection occurred in December 2024, with results to be uploaded soon. He described IAAC’s adaptive-management process: if new issues emerge—such as heritage discoveries, environmental findings, or Indigenous cultural sites—the proponent must halt work, notify authorities and Indigenous Nations, and revise plans. Updated plans must again involve consultation with community and Indigenous representatives before implementation.

• Participant asked whether the committee would be notified if plans were revised.

• S. Fraser replied that the proponent bears responsibility for notifying stakeholders as required by the conditions.

• E. Thome confirmed that CN includes any significant changes in its annual report and through committee briefings.

• Participant asked whether IAAC verifies predicted impacts directly.

• S. Devin explained that proponents conduct this verification through follow-up programs, while IAAC reviews submissions to identify trends rather than duplicating fieldwork.

• Participant asked how Milton compares with other federal projects.

• S. Devin said the Milton Hub is unusual for its urban setting and extensive conditions—over 300 in total—making it one of the most complex files in IAAC’s portfolio.

• Participant asked about cumulative effects.

• S. Devin said cumulative-effects evaluation primarily occurs during assessment, not enforcement, though IAAC is updating guidance to strengthen future analysis.

• S. Fraser concluded by emphasizing the importance of education and transparency, noting that IAAC’s role is to ensure that commitments made during the environmental assessment are carried through into construction and operation.

 

Landscape and Building Design Presentation

• S. Fung (Ware Malcomb) presented an overview of the administrative building and landscape design. He explained that the facility targets LEED certification and will operate with an 84 percent solar-power offset, supported by high-efficiency systems designed to minimize energy use and greenhouse-gas emissions.

• Key sustainability features include:

  • High-performance building envelope for reduced heat loss.

  • Heat-pump systems with phase-change materials for consistent indoor temperature.

  • Rooftop solar panels and on-site renewable-energy generation.

  • Electric-vehicle charging infrastructure and low-carbon domestic water-heating systems.

  • Rainwater harvesting and reuse for landscape irrigation.

  • Pollinator habitat zones and native plantings to support biodiversity.

• M. Loureiro noted that CN is integrating Indigenous plant species into the landscaping and that feedback from Nations is pending.

• Participant expressed appreciation for the sustainability efforts and asked about community involvement in future landscaping decisions.

• E. Thome said opportunities for feedback will be shared once planting plans are finalized.

 

Project Update

• M. Loureiro reported that construction remains on schedule, with CN targeting Q3 2027 for operations and exploring a phased-in start. He confirmed that Britannia Road lane closures are being managed with at least one lane open in each direction, coordinated with Halton Region. He said engineering work for the permanent site sign at Britannia and First Line is nearly complete, with installation targeted for October 2025.

• R. Chiu added that CN continues coordination with Halton Region on nighttime work scheduling and environmental monitoring. He confirmed that fish-species results from the 2025 sampling program will be summarized in the next CCC newsletter.

• E. Thome added that CN will continue to explore partnerships for a community garden with local environmental groups.

 

Committee Business Heritage Committee Update

• E. Thome reported that CN has requested IAAC approval to advance salvage of the heritage brick house at Tremaine Road earlier than the current three-year condition allows.

• R. Chiu confirmed that IAAC’s review of the amendment request is ongoing and that the study area will be expanded to consider commercial reuse options if the original transitional-housing plan does not proceed.

• Participant emphasized the importance of acting before further material deterioration occurs.

 

Signage and Community Outreach

• D. Reynolds confirmed that installation of the permanent sign at Britannia and First Line is scheduled for late October and that temporary wayfinding signage remains in place.

• E. Thome noted that CN’s myth-busting campaign addressing public misconceptions is launched. It is only targeted at people in Milton. Some participants have seen the ads as described by CN but others haven’t. The ads will be shared ahead of the next meeting.

 

Committee Member Reports

• E. Thome invited members to share community feedback and observations:

• Participant reported positive community interest in the project’s visible progress and signage.

• Participant observed that traffic flow near the Britannia underpass has been smooth despite ongoing lane closures.

• Participant emphasized that residents continue to seek assurance about compliance monitoring and transparency.

• Participant commented that the beekeeping discussion during the site tour reflected public enthusiasm for pollinator habitats.

• Participant supported continued communication about sustainability initiatives to maintain local goodwill.

• Participant suggested engaging local students and youth organizations in future site tours and environmental-education activities.

 

Decision Tracker Review

• E. Thome reviewed ongoing items:

  • CN’s amendment request to IAAC for early salvage of the heritage house remains under review.

  • CN continues coordination with Halton Region to mitigate nighttime truck-brake noise.

  • Multilingual driver handouts are being developed for distribution once operations near commencement.

  • A demonstration of the truck check-in and reservation app will be scheduled closer to operational launch.

  • CN will invite Indigenous Nations to participate in site opening ceremonies.

  • CN will continue publishing environmental monitoring results, including fish-species data, in upcoming newsletters.

 

Next Meeting

• E. Thome confirmed that the next meeting will take place in December 2025, with details to be circulated in advance. Agenda items will include a Q4 project update, progress on the heritage amendment request, and review of the upcoming newsletter.

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Adjournment

• T. Flynn thanked members for their participation and confirmed next steps before closing the meeting.