Special Council Meeting Agenda

Monday, May 05, 2025

7:00 P.m. - 8:00 P.m.

Council Chambers

60 Snyder's Road West

Baden,Ontario

N3A 1A1

This Special Council Meeting will immediately commence following the completion of the Committee of the Whole Meeting.

This meeting will be held in-person and electronically in accordance with Section 238 (3.3) of the Municipal Act, 2001. Please subscribe to the Township of Wilmot You Tube Channel to watch the live stream or view after the meeting.

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1.

CALL TO ORDER

• RECOMMENDATION

  THAT the Special Council Meeting on May 5. 2025 be called to order at _______ p.m.

2.

TERRITORIAL LAND ACKNOWLEDGEMENT

Mayor N. Salonen will read the Territorial Land Acknowledgement.

3.

ADDITIONS TO THE AGENDA

4.

ADOPTION OF THE AGENDA

• RECOMMENDATION

  THAT the Agenda as presented for May 5, 2025 be adopted.

5.

DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

Members of Council and members of the Township’s local boards are required to file a written statement when they have a conflict of interest. If a conflict is declared, please review the Policies and Rules for Council  and complete the Disclosure of Pecuniary Interest Form.

6.

DELEGATIONS

Pursuant to Council’s Procedural By-law, delegations are permitted to address the Committee for a maximum of seven (7) minutes. Delegations are only permitted to discuss matters listed on the Council agenda as staff reports; informal and formal public meetings; notice of motions; and by-laws. All Delegations where possible are encouraged to register prior to the start of the meeting. For Delegates who are attending in-person, registration is permitted up to the start of the meeting. Delegates who are interested in attending virtually must register by 12:00 p.m. on May 5, 2025, in order to participate electronically.

7.

CORRESPONDENCE

8.

CONSENT AGENDA

• RECOMMENDATION

  THAT Consent Agenda Items 8.1, 8.2, 8.3 and 8.4 be approved.

8.1

IS-2025-13 - Annual Non-OSIM Culvert Replacements - Award of Contract

• RECOMMENDATION

  THAT Council award RFT 2025-08 to Steed and Evans Limited of St. Jacobs, Ontario for the Annual Non-OSIM Culvert Replacements, as per their bid submission dated Monday April 14, 2025 in the amount of $176,473.83 plus HST as described in Report IS-2025-13;

  THAT Council approve an increased upset limit for the Annual non-OSIM Culvert Replacements to include an emergency repair of Brewery Street Culvert estimated at $120,000 for a total project estimated amount of $296,473.83 as described in Report IS-2025-13;

  THAT Council consider By-law 2025-27, being a by-law authorizing the Mayor and the Clerk to enter into an agreement with Steed and Evans Limited for the annual non-OSIM culvert replacement program within the total budget of $300,000.00; and,

  THAT Council approve a budget increase of $50,000 for capital account 02-3010-0414, to be funded from the Infrastructure Renewal Reserve Fund (#6125).

8.2

IS-2025-14 - Annual Hot Mix Asphalt Program - Award of Contract

• RECOMMENDATION

  THAT Council award RFT 2025-07 to Brantco Construction of Cambridge, Ontario for the Annual Hot Mix Asphalt Program, as per their bid submission dated April 10, 2025, in the amount of $467,410.00, plus HST as described in Report IS-2025-14;

  THAT Council provide authorization to expand the scope of the contract to include the resurfacing of other streets within the Township in order to fully utilize the approved budget up to a maximum upset limit of $800,000 as per the 2025 Capital Budget as described in Report IS-2025-14; and,

  THAT Council consider By-law 2025-26, being a by-law to authorize the Mayor and the Clerk to enter into an agreement with Brantco Construction for the annual hot mix asphalt program.

8.3

IS-2025-15 - Co-Operative Purchase - 2025 Annual Surface Treatment Program

• RECOMMENDATION

  THAT Council approve the Township's participation in the co-operative tender with Blandford-Blenheim for the application of surface treatment by Walker Construction Limited for the 2025 Annual Surface Treatment Program, as per their bid submissions dated April 9, 2025 in the amount of $600,134.56 plus HST as described in Report IS-2025-15.

8.4

IS-2025-16 - Victoria Street and Boullee Street Reconstruction - Region Cost Sharing

• RECOMMENDATION

  THAT Council consider By-law 2025-28, being a by-law to authorize the Mayor and Clerk to enter into a cost-sharing agreement with the Region of Waterloo for reimbursement of contract administration fees and construction costs related to the Regional transmission watermain within the Victoria Street and Boullee Street Reconstruction Project.

9.

BY-LAWS

• RECOMMENDATION

  THAT By-Laws 2025-26, 2025-27 and 2025-28 as attached to this Agenda be read a first, second and third time, and finally passed in Open Council. 

9.1

By-law 2025-26 Being a By-law to authorize an Agreement with Brantco Construction regarding the provision of the Annual Hot Mix Asphalt Program

9.2

By-law 2025-27 Being a By-law to authorize an Agreement with Steed and Evans Limited regarding the provision of the Annual Non-OSIM Culvert Replacement

9.3

By-law 2025-28 Being a By-law to authorize a Cost-Sharing Agreement with the Regional Municipality of Waterloo regarding the Reconstruction of Victoria Street and Boullee

10.

ANNOUNCEMENTS

11.

CONFIRMATORY BY-LAW

• RECOMMENDATION

  THAT the Confirmatory By-Law as attached to this Agenda be read a first, second and third time, and finally passed in Open Council. 

12.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again at the call of the Mayor.