Committee of the Whole Revised Agenda

Monday, May 05, 2025

5:15 P.m. - 9:15 P.m.

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 Division. The only matters being discussed at this meeting will be those on the Agenda.

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1.

CALL TO ORDER

• RECOMMENDATION

  THAT the Committee of the Whole on May 5, 2025 be called to order at 5:15 p.m.

2.

CLOSED SESSION

• RECOMMENDATION

  THAT a Closed Meeting of the Committee of the Whole be held on May 5, 2025, at 5:15 p.m. at the Wilmot Administrative Complex, in accordance with Section 239(2) (b) the Municipal Act, 2001, to consider the following:

  • CAO Recruitment - Section 239(2)(b) personal matters about an identifiable individual, including municipal or local board employees.

3.

RECONVENE INTO OPEN SESSION

The Committee will reconvene in Open Session at approximately 6:00 p.m. and continue with the Agenda as presented.

• RECOMMENDATION

  THAT the Committee reconvenes in Open Session at X:XX p.m.

4.

TERRITORIAL LAND ACKNOWLEDGEMENT

Councillor H. Sidhu will read the Territorial Land Acknowledgement.

5.

ADDITIONS TO THE AGENDA

Item 1 - Call to Order

• Meeting start time changed from 6:00pm to 5:15pm 

Item 2 – Closed Session

Item 3 – Reconvene Into Open Session

Item 11 - Consent Agenda

• 11.2 – COR – Council Memorandums Regarding By-law Amendments (By-laws 2025-19 and 2025-04)

Item 14 – Business Arising from Closed

6.

ADOPTION OF THE AGENDA

• RECOMMENDATION

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

7.

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.

8.

PRESENTATIONS

9.

DELEGATIONS

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

10.

CORRESPONDENCE

11.

CONSENT AGENDA

• RECOMMENDATION

  THAT Consent Agenda Items 11.1, 11.2, 11.3, 11.4 and 11.5 be approved.

11.1

COR-2025-12 - Queen St. Municipal Drain Actual Cost By-law

• RECOMMENDATION

  THAT COR-2025-12 - Queen Street Municipal Drain Actual Cost By-law be received for information; and, 

  THAT Council considers the adoption of the By-Law to Amend By-Law 2022-38 to Provide for the Actual Costs for Drainage Works Known as the Queen Street Municipal Drain at the May 26, 2025 Regular Council Meeting.

11.2

COR - Council Memorandums Regarding By-law Amendments (By-laws 2025-19 and 2025-04)

• RECOMMENDATION

  THAT the COR - Council Memorandums Regarding By-law Amendments (By-laws 2025-19 and 2025-04) be received for information; and, 

  THAT Council immediately convenes a Special Council Meeting immediately at the conclusion of this meeting to:

  • Consider By-law 2025-29 Being a By-law to amend By-law 2025-19 establish the 2025 final tax levy rates of taxation and to provide for the payment of taxes by instalments; and,
  • Consider By-law 2025-30 Being a By-law to amend By-law 2025-04 establish water and sanitary fees and charges to users of the Township of Wilmot's water distribution system and sanitary collection system.

11.3

CS-2025-05 - Castle Kilbride Summary Activities 2024

• RECOMMENDATION

  THAT Report CS-2025-05 regarding Castle Kilbride Activities for 2024, be received for information.

11.4

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

• RECOMMENDATION

  THAT Report IS-2025-14, Annual Hot Mix Asphalt Program - Award of Contract be received for information; and,

  THAT Council convenes a Special Council Meeting immediately at the conclusion of this meeting to:

  • 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;
  • 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; and,
  • 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.

11.5

IS-2025-15 - Co-operative Purchase – 2025 Annual Surface Treatment Program

• RECOMMENDATION

  THAT Report IS-2025-15, Co-operative Purchase - 2025 Annual Surface Treatment Program be received for information; and

  THAT Council immediately convenes a Special Council Meeting immediately at the conclusion of this meeting:

  • 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.

12.

REPORTS

12.1

COR-2025-19 - Fireworks By-law Exemption – 23 Meadowcliff Place, Mannheim

• RECOMMENDATION

  THAT the Committee receives report COR-2025-19 Fireworks By-law Exemption – 23 Meadowcliff, Mannheim for information; and,

  THAT Council approves an exemption to the Township of Wilmot Fireworks By-law 2023-17 for the municipal address known as 23 Meadowcliff Place, Mannheim for Saturday, June 28^th, 2025, from 9:00 p.m.- 9:30 p.m.

12.2

CS-2025-06 - Arts and Culture Master Plan Draft Recommendations

• RECOMMENDATION

  THAT Report CS-2025-06, Arts and Culture Master Plan Draft Recommendations be received for information; and

  THAT staff be directed to bring a final Arts and Culture Master Plan to Council for adoption in June 2025

12.3

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

• RECOMMENDATION

  THAT Report IS-2025-13, Award of Tender - Annual Non-OSIM Culvert Replacements be received for information; and,

  THAT Council convenes a Special Council Meeting immediately at the conclusion of this meeting to:

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

12.4

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

• RECOMMENDATION

  THAT Report IS-2025-16 Victoria Street and Boullee Street Reconstruction – Region Cost Sharing Agreement be received for information; and, 

  THAT Council convenes a Special Council Meeting immediately at the conclusion of this meeting to:

  • 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.

12.5

IS-2025-18 - Township of Wilmot Encroachment By-law

• RECOMMENDATION

  THAT Report IS-2025-18, Township of Wilmot Encroachment By-law Implementation be received for information; and, 

  THAT Council direct staff to initiate a comment period of approximately three (3) months on the Township's Website regarding the draft Encroachment By-law; and, 

  THAT Council direct staff to present an Encroachment By-law for consideration at the September 8, 2025 Committee of the Whole meeting. 

12.6

IS-2025-17 - Draft Sewer Use By-law

• RECOMMENDATION

  THAT Report IS-2025-17, Sewer Use By-law, being a by-law to update  to the existing Township of Wilmot By-law 73-70 being a by-law to control discharge of sewage into the sewage system of the municipality, and 73-75 requiring the connecting of buildings to sewage works and water works in the Township of Wilmot be received for information; 

  THAT Council direct staff to initiate a comment period of approximately three (3) months on the Township's Website regarding the draft Sewer Use By-law; and,

  THAT Council direct staff to present a Sewer Use By-law for consideration at the September 8, 2025 Committee of the Whole meeting.

13.

ANNOUNCEMENTS

14.

BUSINESS ARISING FROM CLOSED

15.

ADJOURNMENT

• RECOMMENDATION

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