February 11, 2026

Meeting Summary

Welcome and Introductions

• E. Thome called the meeting to order and welcomed members to the February 11, 2026 Community Consultation Committee meeting. She thanked members for their flexibility in shifting the meeting from the first Wednesday of the month to the second Wednesday, noting that the adjustment was being trialed to determine whether it better supports member availability and participation. No new members were introduced at this meeting.

 

Approval of Agenda

• E. Thome invited members to review the circulated agenda and asked whether there were any proposed additions or revisions before proceeding. She noted that earlier in the day, a committee participant had circulated a Halton Region report related to engagement on the project. The committee acknowledged receipt of the report and agreed that it could be referenced during the appropriate agenda discussions rather than added as a standalone item.

• Participant advised that under Item 9(b) (June Site Tour), she would provide an update regarding her recent conversation with representatives from the Ontario Professional Planners Institute (OPPI) about potential participation in a future site tour.

• No further amendments or sequencing changes were proposed.

• T. Flynn called for a motion to approve the agenda as circulated.

• The motion was moved by K. Voisin and seconded by A. Ehrlick. The motion carried.

 

Approval of December 2025 Meeting Summary

• T. Flynn invited members to review the December 3, 2025 meeting summary and asked whether there were any corrections, revisions, or clarifications required prior to approval.

• No amendments were raised by committee members.

• T. Flynn called for a motion to approve the December 3, 2025 meeting summary as circulated.

• The motion was moved by N. Mott and seconded by L. Chambers. The motion carried.

 

Decision Tracker Review

• T. Flynn introduced the Decision Tracker and noted that the purpose of the review was to provide updates on outstanding items from previous meetings and confirm next steps where applicable.

• Heritage Impact Assessment – Small White House

  • R. Chiu provided an update on the Heritage Impact Assessment (HIA) for the small white house. He advised that a draft HIA has been prepared and is currently under revision with Stantec. Once a revised draft is ready, CN intends to initiate consultation with relevant agencies. He explained that while no fixed consultation period is prescribed, CN typically allows approximately two months for review and feedback. The current target is to open consultation in early March. Following completion of consultation, CN will formally file the document with the Impact Assessment Agency of Canada (IAAC).

  • T. Flynn clarified that, assuming consultation begins in early March and runs for approximately two months, the process would extend into late April. Subject to IAAC confirmation that the condition has been satisfied, salvage activities could potentially proceed in late spring.

• Committee Membership and Institutional Outreach

  • T. Flynn advised that there had been no additional progress on expanding committee membership beyond prior outreach. Discussions with communications staff at the Town of Milton had not advanced further.

  • E. Thome discussed the importance of maintaining open communication with Halton Region in light of the Halton Region report circulated earlier in the day.

  • D. Reynolds confirmed that CN has a meeting scheduled with Halton Region in March and will raise the ongoing opportunity for Region participation as an observer at CCC meetings.

  • E. Thome also noted that outreach is being explored to a local high school teacher to determine whether a student may have interest in attending or participating in CCC meetings.

• Public Awareness and Website Metrics

  • T. Flynn noted the importance of continuing to raise awareness of the project website, newsletters, and related materials.

  • D. Reynolds reported that CN has been monitoring website metrics. He advised that the most significant increase in website traffic occurred during CN’s digital advertising campaign, particularly through online news platforms such as Milton Today. The campaign initially generated a noticeable increase in visits, with activity tapering over time as the ads continued to run. CN did not observe a measurable increase in website visits following installation of the roadside sign.

  • D. Reynolds agreed to circulate more detailed information, including approximate user numbers generated by the advertising campaign.

    • Participant asked which social media accounts were posting project information, noting that she had not observed related posts.

  • T. Flynn clarified that the campaign consisted of paid digital advertisements placed through third-party media outlets rather than posts originating from CN’s own social media accounts.

  • D. Reynolds confirmed that the ads were geotargeted across Halton Region, with a concentration in Milton.

    • Participant expressed the view that impacts extend across Halton Region and suggested broader targeting. D. Reynolds agreed to provide additional placement details.

• Oil-Grit Separator Information

  • R. Chiu acknowledged that previously requested information regarding oil-grit separators had not yet been circulated. He committed to sending the information following the meeting.

• Emissions Technology Pilot

  • R. Chiu provided a brief update on CN’s emissions optimization pilot underway at Taschereau Yard in Montreal. The pilot remains active, with system integration work continuing. CN is assessing next steps for the coming year as part of its evaluation of the technology.

• Indigenous Outreach and Native Vegetation

  • R. Chiu confirmed that Indigenous outreach during the environmental assessment included Six Nations, Mississaugas of the Credit, and Huron-Wendat Nation.

  • D. Reynolds clarified that traditional knowledge input was primarily received from Mississaugas of the Credit as treaty holder. Certain plant species were identified as having medicinal use for humans; however, no traditional knowledge was provided regarding medicinal plant use for animals.

    • Participant noted that his wife, a beekeeper with expertise in pollinator-supporting species, could provide recommendations for grasses, trees, and flowers beneficial to pollinators. CN agreed to review this information.

• Decision Tracker Terminology

  • Participant raised concern regarding the use of the term “resolved” within the Decision Tracker when referring to public comments that had received responses. She noted that while CN may have responded, that does not necessarily mean the issue has been resolved from the commenter’s perspective.

  • E. Thome acknowledged the concern and agreed that alternative wording, such as “response provided,” may better reflect the status of such items.

• Truck Capacity Clarification

  • Participant asked about the site’s maximum truck capacity beyond the IAAC-imposed limit.

  • D. Reynolds explained that the site is designed to handle approximately 450,000 containers per year, which translates to up to approximately 800 trucks per day at full design capacity. He clarified that this represents the physical and operational design capacity of the facility.

 

Committee Feedback Discussions

• E. Thome introduced this agenda item by summarizing themes that emerged from recent one-on-one check-ins with committee members. She explained that the purpose of the discussion was to share key feedback transparently and identify practical improvements to the committee’s effectiveness.

• Meeting Timing and Format

  • E. Thome noted that the move to the second Wednesday of the month was one of the suggestions arising from member feedback and that this change would be trialed over the coming meetings to assess whether it improves attendance and engagement.

  • Members also discussed the potential value of occasional in-person engagement, including shorter or issue-focused sessions, particularly as the project advances toward operations.

• Newsletter Format and Public Awareness

  • E. Thome explained that feedback indicated interest in refreshing the newsletter format. Suggestions included making it more concise and directing readers clearly to the project website for detailed information, considering a more narrative or human-focused element, and reinforcing awareness of the CCC’s role and existence within broader project communications.

    • Participant observed that the Halton Region report circulated earlier in the day did not reference the CCC. There was discussion about ensuring that the committee’s role remains visible in regional communications.

  • D. Reynolds confirmed that CN would raise this point during upcoming discussions with Halton Region.

    • Participant suggested including language in future newsletters inviting individuals with relevant expertise to submit information or questions for consideration.

    • Participant noted that any such submissions should be attributable and fact-based to ensure they can be properly assessed.

  • E. Thome confirmed that facilitators would continue to pre-screen any external presentations or submissions to ensure relevance and verifiability.

• Centralized Access to Materials

  • E. Thome introduced the idea of creating a central repository for meeting materials, noting that reliance on email attachments can make it difficult to locate past documents.

  • E. Thome confirmed that options would be explored to improve document organization and access.

• Engagement and Participation

  • E. Thome explained feedback reflected some concern about declining attendance and the importance of maintaining engagement as the project progresses. Members discussed the potential for open houses or additional community-facing engagement opportunities, the importance of presenting future monitoring data in clear, accessible formats as the project moves closer to operations, and interest in continued discussion regarding potential community use of the house on Tremaine.

  • E. Thome invited members to submit any additional written feedback within one week so that refinements could be incorporated into a final feedback summary.

 

Committee Member Reports

• E. Thome invited committee members to provide updates from their respective organizations or constituencies.

• Milton Chamber of Commerce

  • Participant provided an update regarding the Milton Chamber of Commerce. She reported that progress has been made in rebuilding the relationship between the Chamber and the Town of Milton, describing recent conversations as constructive and positive. She noted that within the Chamber membership, perspectives on the project have shifted following court decisions. While a small number of members continue to express disagreement with the project, she indicated that a growing number are now focused on constructive engagement and understanding next steps.

  • D. Reynolds reiterated that CN remains willing to present to Chamber members if that would be helpful in supporting informed discussion.

• Halton Region and Broader Context

  • Participant commented on Halton Region’s past legal involvement related to the project and characterized engagement with the Region as challenging. He stated that the project is proceeding and suggested that attention should now focus on managing impacts and ensuring compliance with conditions.

• Community Impact Considerations

  • Participant emphasized that, regardless of court decisions, the committee’s responsibility remains to assess and monitor impacts on the community. She referenced health, environmental, infrastructure, and safety considerations and underscored the importance of ongoing review as construction progresses.

  • E. Thome clarified that the CCC is not an advocacy body but serves as a forum to review information, monitor data, and understand impacts in accordance with project conditions.

 

Project Update

• E. Thome invited CN representatives to provide a project update, noting that this portion of the meeting would include construction progress, environmental follow-up, and related implementation matters.

• Onsite Construction Activities

  • R. Chiu provided an overview of current onsite work. Construction activities continue across multiple areas of the site, including grading, excavation, drainage installation, and preparation of work pads. Work within the Old Indian Creek Valley area was referenced, including ongoing sequencing adjustments to support construction progress. Environmental protection measures remain in place, and erosion and sediment controls are adjusted as areas are completed to maintain compliance with permit and condition requirements.

    • Participant asked whether winter conditions were affecting construction.

  • R. Chiu indicated that while seasonal weather can influence productivity, work continues within anticipated seasonal constraints and remains aligned with the broader construction schedule.

• Traffic and Road-Related Coordination

  • R. Chiu provided an update on coordination related to Tremaine Road and surrounding infrastructure. Work is proceeding in accordance with approved engineering plans, and coordination with municipal and regional authorities remains ongoing to manage traffic and safety during construction.

  • Participant emphasized the importance of clear communication should any changes to traffic configurations occur as work progresses.

• Follow-up Programs and Monitoring

  • R. Chiu advised that environmental follow-up programs are ongoing as required under federal conditions of approval. Monitoring activities include surface water, groundwater, terrestrial, and aquatic components. He stated that monitoring is intended to verify environmental assessment predictions and confirm the effectiveness of mitigation measures. To date, monitoring results remain within anticipated ranges.

  • Participant requested that future summaries include plain-language explanations to accompany technical data so that results are more accessible to the broader community.

• Annual Reporting

  • D. Reynolds advised that preparation of the next annual report is underway. The report will consolidate updates on construction progress, environmental monitoring, heritage-related activities, and compliance measures completed over the reporting year. He confirmed that the report will be made publicly available in accordance with regulatory requirements and that the committee will be advised once it is published.

  • Participant noted that the annual report serves as an important consolidated reference document for the community.

 

Committee Business

• E. Thome transitioned the meeting to Committee Business and noted that this section would address heritage-related matters and upcoming committee activities.

• Small White House – Heritage Impact Assessment and Salvage

  • R. Chiu reiterated the update provided earlier during the Decision Tracker review. He confirmed that a draft Heritage Impact Assessment (HIA) for the small white house has been prepared and is currently being revised with Stantec. Once revisions are complete, CN intends to initiate consultation with relevant agencies, with a target start in early March and an anticipated consultation period of approximately two months.

  • T. Flynn summarized the anticipated timeline, noting that a two-month consultation period beginning in early March would likely extend through late April. Subject to IAAC confirmation that the applicable condition has been satisfied, salvage could potentially proceed later in the spring.

  • R. Chiu confirmed that once consultation is complete and IAAC has accepted the filing, CN would coordinate salvage activities with Historic Lumber.

• Red Brick House – Feasibility Considerations

  • Participant reiterated the importance of understanding structural condition, servicing constraints, and financial considerations in evaluating potential reuse scenarios.

  • Participant emphasized that clarity around feasibility limitations will be important in order to manage community expectations regarding reuse.

  • D. Reynolds representatives confirmed that further information would be shared once internal review of the consultant’s work is complete and next steps are determined.

• June 2026 Site Tour

  • Participant provided an update regarding her conversation with representatives from the Ontario Professional Planners Institute (OPPI). She advised that planners had expressed interest in attending a future site tour in order to better understand the project context firsthand.

  • E. Thome acknowledged the update and confirmed that planning for the anticipated June 2026 site tour would occur closer to the date to ensure alignment with construction activity and safety requirements.

  • D. Reynolds indicated that CN would consider potential participation by additional observers or professionals as part of tour planning.

 

Parking Lot Questions, Issues, and Other Business

• E. Thome invited members to raise any additional questions or matters not previously addressed during the meeting.

• No new substantive items were introduced at this time.

• E. Thome reminded members that any additional written feedback on the committee feedback summary discussed earlier in the meeting should be submitted within one week.

 

Next Meeting

• E. Thome confirmed that the next Community Consultation Committee meeting is anticipated to take place in April 2026. She noted that the meeting would be held virtually, consistent with the current format, and that the specific date and calendar invitation would be circulated once finalized. She reiterated that the committee is trialing the revised scheduling approach, with meetings now set for the second Wednesday of the month. Attendance and participation will continue to be monitored over the coming meetings to determine whether the revised timing should be adopted on a longer-term basis.

  • Participant commented that having meeting dates confirmed well in advance is helpful for planning purposes and encouraged circulating a multi-meeting schedule where possible.

• E. Thome acknowledged the suggestion and indicated that efforts would be made to provide advance notice of future meeting dates.

 

Adjournment

• T. Flynn thanked members for their participation and contributions to the discussion. He also thanked CN representatives for the updates provided throughout the meeting.

• E. Thome reiterated appreciation for members’ engagement, including their input during both the meeting and the recent one-on-one check-ins.

• T. Flynn called for a motion to adjourn the meeting.

• The motion was moved by A. Ehrlick and seconded by N. Mott. The motion carried.

• The meeting adjourned.