Council Meeting Revised 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.

An asterisks * denotes an item that has been revised since the publication of the Agenda. 


1.

  
  • RECOMMENDATION

    THAT the Regular Council Meeting held on May 27, 2024 be called to order at 6:00 p.m.

2.

  
  • RECOMMENDATION

    THAT a Closed Meeting of Council be held on May 27, 2024, at 6:00 p.m.at the Wilmot Administrative Complex, in accordance with Section 239 (2) (b) and (d) of the Municipal Act, 2001, to consider the following: 

    1. Human Resources Matter - Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees and Section 239 (2) (d) labour relations or employee negotiations.

3.

  

Council will reconvene in Open Session at approximately 7:00 p.m. and continue with the Agenda as presented.

  • RECOMMENDATION

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

4.

  

Councillor H. Sidhu

5.

  

Item 12.2 CAO-2024-08 - Staffing Requirements and Timeline for Proposed Quarterly Reporting 


Item 13.3  By-law 2024-29 Establish the 2024 Final Tax Levy Rates and to Provide for the Payment of Taxes by Instalments and Repeal and Replace By-law 2024-24

6.

  
  • RECOMMENDATION

    THAT the Agenda as presented for May 27, 2024 be adopted.

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.

  • RECOMMENDATION

    THAT the Minutes of the May 6, 2024 Regular Council Meeting be adopted as presented.

9.

  

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 27, 2024, in order to participate electronically.

10.

  

11.

  
  • RECOMMENDATION

    THAT Consent Agenda Item 11.1  be approved.

  • RECOMMENDATION

    THAT Report CS-2024-13, Award of RFP 2024-03 Consulting Services for Arts and Culture Masterplan be received for information.

  • RECOMMENDATION

    THAT Council receive Report CAO-2024-08 Staffing Requirements and Timeline for Proposed Quarterly Reporting.

This item was deferred from the May 6, 2024 Council Meeting. 


The main motion, as amended was moved by Councillor S. Cressman and seconded by Councillor H. Sidhu at the April 22, 2024 Council Meeting.

  • RECOMMENDATION

    THAT Report COR-2024-21 be received, and

    THAT the proposed 2024 Community Grants Program grants listed in Appendix A be approved for payment, save and except for Group 2 Wilmot Agricultural Society, Group 5 WODSS Bursaries and Group 10 New Hamburg Firebirds;

    AND THAT Group 20 Wilmot Girls Hockey Association funding request in the amount of $2500.00 be approved. 

  • RECOMMENDATION

    THAT the proposed 2024 Community Grants Program grant funding for Group 2 Wilmot Agricultural Society and Group 5 WODSS Bursaries listed in Appendix A be approved for payment.

  • RECOMMENDATION

    THAT the proposed 2024 Community Grants Program grant funding for Group 10 New Hamburg Firebirds listed in Appendix A be approved for payment.

  • RECOMMENDATION

    THAT an exemption to the Township of Wilmot Fireworks By-law be granted for 3180 Bridge Street, New Hamburg for Saturday June 1, 2024 (or June 2, 2024 if there is a delay due to weather).

  • RECOMMENDATION

    THAT Report CS-2024-11 Award of RFP 2024-05 Refrigeration Plant Component Replacements be received for information; and

    THAT Council award Cimco Refrigeration, a Division of Toromont Industries LTD in the amount of $104,033.00 excluding taxes for the Refrigeration Plant Component Replacements based on the results of RFP 2024-05.

  • RECOMMENDATION

    THAT Report CS-2024-12, Award of RFP 2024-02 New Hamburg Arena Schematic Design be received for information and further;

    THAT Council approve the award of contract for consulting services to Invizij Architects Inc. in the amount of $64,500.00 excluding taxes based on the results of the Request for Proposal RFP 2024-02.

  • RECOMMENDATION

    THAT Council endorse Option 1 Full Closure and/or Decommissioning of Oxford Waterloo Road Bridge 37/B-OXF; AND THAT Staff be directed to investigate further impacts, communicate with local residents and provide a follow-up to Council during the 2025 Budget Process related to anticipated costs needed for the endorsed option.

  • RECOMMENDATION

    THAT Council approve the amendment to the Traffic and Parking By-law, By-law No. 2016-52, for Part V – Section 2 and Schedules “12”, “18”, and “21” in Report No. IS-2024-17.

14.

  

This Notice of Motion introduced by Councillor K. Wilkinson was deferred from the January 29, 2024 Council Meeting.


The main motion was moved by Councillor K. Wilkinson and seconded by Councillor H. Sidhu at the January 29, 2024 Council Meeting. 

  • 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.

  • RECOMMENDATION

    WHEREAS the dumping, placing and removal of fill in the Township of Wilmot may have negative impacts on the environment and the residents of the Township; 

    WHEREAS Section 11 of the Municipal Act, S.O. 2001, c.25 provides that Council of a local municipality may pass by-laws respecting the economic, social and environmental well-being of the Township and the health, safety and well-being of persons; 

    WHEREAS Section 128(1) of the Municipal Act, S.O. 2001, c.25 authorizes local municipalities to prohibit and regulate with respect to public nuisances, including matters that in the opinion of Council, are or could become or cause public nuisances; 

    WHEREAS Section 129 of the Municipal Act, S.O. 2001, c.25 authorizes local municipalities to prohibit and regulate with respect to noise, vibration, and dust; and,

    WHEREAS Section 142 of the Municipal Act, 2001, S.O. 2001, c.25 authorizes local municipalities to prohibit or regulate the placing or dumping of fill, the removal of topsoil, the alteration of the grade of land.

    THEREFORE BE IT RESOLVED that Council deems it in the public interest to prohibit, regulate or require a permit for the dumping and placing of fill, the removal of soil or topsoil, and the alteration of the grade of lands, and/or the storage of soil, topsoil or other fill material in the Township in order to ensure existing drainage patterns are maintained, and erosion and sedimentation are prevented, to ensure any changes to existing drainage or grade patterns are appropriate to protect environmental features, natural heritage features, and archaeological resources, to prevent the importation of hazardous materials, to prevent interference and damage to watercourses or water bodies, to minimize disturbance to land form characteristics and features, and to put in place haul routes and other controls to minimize damage to the Township's roads and to minimize disturbances of residences and businesses; and,

    BE IT FINALLY RESOLVED that Staff be directed to report back to Council on municipal best practices and the feasibility of the implementation of a by-law to regulate site alterations, placement of fill and removal of topsoil within the Township of Wilmot.

  • RECOMMENDATION

    WHEREAS municipalities across Canada are considering ways to reduce their ecological footprint;   

    WHEREAS in 2020, the Township of Wilmot phased out single use plastic straws from Township facilities and replaced them with compostable straws; 

    WHERE in 2021 the Township of Wilmot endorsed the TransformWR Strategy as the community climate change mitigation strategy for the Township of Wilmot; and,

    WHEREAS the TransformWR Strategy 4.2 advocates for “Use less, and use it again” and Action item 4.2.1 calls for the implementation of “community waste reduction and circular economy campaigns”.

    THEREFORE BE IT RESOLVED THAT staff be directed to report back to Council on municipal best practices and the feasibility of implementing a Policy banning the purchase of single-use plastics by the Township of Wilmot, and the use of single-use plastics for Township business in municipal facilities by staff and Members of Council.

WHEREAS In the 2023 budget, Council approved the issuance of a Request for Proposal for a third-party consultant to coordinate the Strategic Planning process and public engagement for the Township of Wilmot’s 2024 to 2027 Strategic Plan; and,


WHEREAS this project was to be completed within the 2023 calendar year, yet an RFP was not issued until November 20, 2023. 
 
WHEREAS at the February 15, 2024, Special Council Meeting, Council adopted a resolution directing staff to proceed with the strategic plan and negotiate with the successful bidder to identify components of the strategic plan that could be completed with internal resources.


WHEREAS the township is already conducting multiple community outreach efforts during Q2 and Q3 for master plans in Community Services and the upcoming Prime Ministers Path consultations over this same time period. 
 
THEREFORE BE IT RESOLVED THAT staff be directed to pivot the focus to a smaller scale internal council and senior leadership team priority setting exercise, that will inform the work plans of the municipality until 2027, using the current contracted firm to facilitate the conversation. 


FURTHER, that this work be completed and a final report of priorities be brought forward for council approval no later than August 2024.

15.

  

16.

  
  • 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. 

18.

  
  • RECOMMENDATION

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

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