Council Meeting Agenda
Council Meeting

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Council Chambers - Hybrid
60 Snyder's Road West
Baden, Ontario
N3A 1A1

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.
Delegations must register with the Legislative Services Department. The only matters being discussed at this meeting will be those on the Agenda.

1.
CALL TO ORDER

  
  • RECOMMENDATION

    THAT the Regular Council Meeting held on January 29, 2024 be called to order at 7:00 p.m.

2.
TERRITORIAL LAND ACKNOWLEDGEMENT

  

Councillor K. Wilkinson

3.
ADDITIONS TO THE AGENDA

  

4.
ADOPTION OF THE AGENDA

  
  • RECOMMENDATION

    THAT the Agenda as presented for January 29, 2024 be adopted.

5.
DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

  

6.
MINUTES OF PREVIOUS MEETING

This item has attachments.  
  • RECOMMENDATION

    THAT the Minutes of the January 15, 2024 Regular Council Meeting be adopted as presented.

7.
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 3:00 p.m on January 29, 2024, in order to participate electronically.

8.
CORRESPONDENCE

  

9.
CONSENT AGENDA

  
  • RECOMMENDATION

    THAT Consent Agenda Item 9.1 be approved.

9.1
CS-2024-02 - Trail Maintenance Agreement with the Region of Waterloo

This item has attachments.  
  • RECOMMENDATION

    THAT Report CS-2024-02, Trail Maintenance Agreement with the Region of Waterloo be received for information; and

    THAT the Mayor and Clerk be authorized to execute a Trail Maintenance Agreement with the Regional Municipality of Waterloo for Baden Hills Regional Forest and Walker Woods Regional Forest.

10.
REPORTS

  

10.1
DS-2024-01 - Parking Exemption Agreement and Surplus Lands Disposition, LYNC, 183 Mill Street, New Hamburg

This item has attachments.  
  • RECOMMENDATION

    THAT at its February 12, 2024 meeting, Township of Wilmot Council declare portions of the Peel Street, Burns Street and Mill Street road allowances, described in report DS-2024-01, as surplus lands;

    AND

    THAT the Mayor and Clerk be authorized to execute an agreement under Section 40 of the Planning Act to eliminate the requirement for off-street parking for the proposed redevelopment of 183 Mill Street, as described in report DS-2024-01, subject to the following:

    1. That the perpendicular parking spaces within the Peel Street road allowance be reserved for use by 183 Mill Street;
    2. That LYNC, or any subsequent owner of 183 Mill Street, be responsible for winter maintenance of the perpendicular parking and sidewalk located within the Peel Street road allowance;
    3. That in consideration of this exemption, LYNC:
      1. make a payment, as required under Section 40(2) or the Planning Act, in the amount of two dollars,
      2. construct a parking lot at 73 Burns Street consisting of approximately 39 parking spaces to the specifications approved by the Township through the site plan control process, with 13 of these spaces reserved for public use, and
      3. construct/mark 4 parallel parking spaces on Mill Street to the satisfaction of the Township.

10.2
DS-2024-02 - Removal of Holding Symbol, 66 Hincks Street, New Hamburg

This item has attachments.  
  • RECOMMENDATION

    THAT Council approve the request made by 66 Hincks GP Inc. to remove a holding symbol affecting Part Lot 38, Plan 1552 and Part of Lot 7, Plan 532A, municipally known as 66 Hincks Street, New Hamburg.

11.
BY-LAWS

  
  • RECOMMENDATION

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

12.
NOTICES OF MOTION

  

12.1
Councillor K. Wilkinson Regarding Departmental Quarterly Reporting

  

Councillor K. Wilkinson has given notice to introduce the following motion for consideration this date: 

  • RECOMMENDATION

    WHEREAS Council recognizes the importance of transparency, accountability, and proactive planning in municipal governance;

    WHEREAS regular and detailed reporting from various city departments is crucial for effective oversight, budget management, informed decision-making, and strategic planning;

    THEREFORE BE IT RESOLVED that each department be directed to submit a quarterly report to Council. These reports shall include the following elements:

    • Key Accomplishments: A summary of major achievements and progress in the department's activities over the quarter;
    • Key Performance Indicators (KPIs): A detailed analysis of the department's performance against pre-defined metrics and goals; 
    • Budget Update: An overview of the department's financial performance, including expenditures and any variances from the budget; 
    • Upcoming Projects: A forecast of major projects and initiatives planned for the next quarter; 
    • Potential Challenges: Identify any anticipated challenges or obstacles in achieving upcoming tasks, with preliminary strategies for addressing these challenges; and,
    • Priorities for the Next Quarter: A statement of strategic priorities and focus areas for the upcoming quarter.

    BE IT FURTHER RESOLVED that the Office of the Chief Administrative Officer be directed to provide a concise weekly summary of city operations to the City Council. This summary should include significant developments, administrative updates, and any urgent issues requiring Council attention.

    BE IT FURTHER RESOLVED that the Clerk's Office be directed to develop and maintain a document to update Council and the public regarding upcoming council meetings as far as 4 meetings in advance. These updates should include upcoming agendas, scheduled discussions, pending decisions, and any preparatory material relevant to the council members.

    BE IT FURTHER RESOLVED that implementing these reporting requirements shall commence in the next fiscal quarter, ensuring that all departments are given adequate notice and resources to comply effectively.

    BE IT FINALLY RESOLVED that this motion be reviewed annually to assess its effectiveness and to make any necessary adjustments to the reporting requirements or processes.

12.2
Councillor H. Sidhu Regarding the 2025 Budget Structure

  

Councillor H. Sidhu has given notice to introduce the following motion for consideration this date: 

  • RECOMMENDATION

    WHEREAS transparency and accountability in financial matters are fundamental to good governance and public trust;

    WHEREAS it is essential for taxpayers to have a clear understanding of how their tax dollars are being utilized at the Township level;

    WHEREAS the surrounding municipalities, such as Woolwich, have set a precedent for detailed and transparent budgetary practices;

    THEREFORE BE IT RESOLVED that Council requests that the 2025 budget be structured in a manner that aligns closely with the formats used by surrounding municipalities, specifically referencing the model used by the Township of Woolwich, to facilitate comparative analysis and ensure consistency in regional budgetary practices.

    BE IT FURTHER RESOLVED the Council mandates that each department within our municipality provides a detailed, line-by-line breakdown of their proposed budget for the fiscal year 2025. This breakdown should include, but not be limited to, operational costs, capital expenditures, projected revenues, and any specific project allocations.

    BE IT FURTHER RESOLVED this detailed budget breakdown will be made available to the public through the municipal website and other appropriate channels, ensuring that all taxpayers and stakeholders have access to clear and comprehensive financial information.

    BE IT FURTHER RESOLVED the adoption of this detailed budget format will aid the Council in making more informed decisions about resource allocation, prioritization of projects, and overall financial planning.

    BE IT FURTHER RESOLVED the municipality will seek feedback from residents and stakeholders on the budget presentation to continually improve transparency and understanding of municipal finances.

    BE IT FINALLY RESOLVED that administration is directed to implement these changes in the preparation of the 2025 budget and to report back to the Council on the feasibility, any challenges encountered, and the proposed timeline for these changes.

13.
ANNOUNCEMENTS

  

14.
CONFIRMATORY BY-LAW

This item has attachments.  
  • 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. 

15.
ADJOURNMENT

  
  • RECOMMENDATION

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

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