Council Meeting Minutes

Council Meeting

Meeting #:
Date:
-
Location:
Council Chambers - Hybrid
60 Snyder's Road West
Baden, Ontario
N3A 1A1
Members Present:
  • Councillor S. Cressman
  • Councillor K. Wilkinson
  • Councillor H. Sidhu
  • Councillor L. Dunstall
  • Councillor S. Martin
Staff Present:
  • Director of Infrastructure Services, J. Molenhuis
  • Director of Development Services, H. O'Krafka
  • Director of Community Services, C. Catania
  • Supervisor of IT, K. Jeffreys
  • Supervisor of Legislative Services / Deputy Clerk, K. Bos
  • Director of Corporate Services/CFO, G. Clark

1.
CALL TO ORDER

  
  • Moved by:Councillor L. Dunstall
    Seconded by:Councillor S. Cressman

    THAT the Regular Council Meeting held on October 21, 2024 be called to order at 7:00 p.m.

    Motion Carried Unanimously, By All Members Present

2.
TERRITORIAL LAND ACKNOWLEDGEMENT

  

Councillor S. Martin read the Territorial Land Acknowledgment.

3.
ADDITIONS TO THE AGENDA

  

Item 8.1.1 Barry Wolfe CAO-2024-11 - 2024 Strategic Action Plan 

Item 8.1.2 Sandra Glaze Item 11.4 CS-2024-28 - 2024 Community Services Master Plan

Item 9.2. Correspondence from Mike Rice in Regarding Waterloo EDC Clarifying a Common Set of Facts About the Wilmot Land Assembly 

4.
ADOPTION OF THE AGENDA

  
  • Moved by:Councillor S. Cressman
    Seconded by:Councillor L. Dunstall

    THAT the Agenda as presented for October 21, 2024 be adopted, as amended.

    Motion Carried Unanimously, By All Members Present

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

  

There were no disclosures of pecuniary interest.

6.
MINUTES OF PREVIOUS MEETING

This item has attachments.  
  • Moved by:Councillor H. Sidhu
    Seconded by:Councillor L. Dunstall

    THAT the Minutes of the October 7, 2024 Regular Council Meeting be adopted as presented.

    Motion Carried Unanimously, By All Members Present

7.
PRESENTATIONS

  

7.1
Reep Green Solutions 2023-2024 Impact Report

This item has attachments.  

Patrick Gilbride, Executive Director presented to Council.

Council asked and received a response from the presenters on the following:

  • Tree planting through the Rural Water Quality Program; and, 
  • Let's Tree Wilmot program.

7.2
Strategic Action Plan - Executive Summary

This item has attachments.  

Kelly Linton, Linton Consulting Services presented to Council.

Council asked and received a response from the presenters on the following:

  • If they ever follow-up with Strategic Action Plans after adoption;
  • Same firm preparing consecutive strategic plans at municipalities;
  • Survey representation of population;
  • Citizen engagement in comparison to other municipalities; and,
  • Demographic of survey respondents; and, 
  • Progress tracker.

8.
DELEGATIONS

  

9.
CORRESPONDENCE

  

10.
CONSENT AGENDA

  

Councillor Cressman pulled Item 10.5 IS-2024-38 - Annual Guiderail Program – Award of Contract for discussion.

  • Moved by:Councillor L. Dunstall
    Seconded by:Councillor H. Sidhu

    THAT Consent Agenda Items 10.1, 10.2, 10.3, and 10.4 be approved.

    Motion Carried Unanimously, By All Members Present

10.1
COR-2024-51 - Extension of Heritage Wilmot and Castle Kilbride Advisory Committee Term

This item has attachments.  

  • THAT Report COR 2024-51 Citizen Advisory Committee Appointments 2024 be received; and,

    THAT the term of the Heritage Wilmot and Castle Kilbride Advisory Committee members be extended to December 31, 2026; and further,

    THAT the Deputy Clerk be directed to proceed with the mid-term recruitment as outlined in COR-2024-51.

10.2
CS-2024-26 - Wilmot Canada Day Event Task Force Terms of Reference

This item has attachments.  

  • THAT Report CS-2024-26 Wilmot Canada Day Event Task Force Terms of Reference be received; and,

    THAT Council adopts the Wilmot Canada Day Event Task Force Terms of Reference as attached to Report CS-2024-26 as Attachment 1; and,

    THAT the term of the Wilmot Canada Day Event Task Force members be extended to December 31, 2026; and further,

    THAT the Deputy Clerk be directed to proceed with the mid-term recruitment as outlined in CS-2024-26.

10.3
CS-2024-31 - Green Municipal Fund – Growing Canada’s Community Canopies

This item has attachments.  

  • THAT Report CS-2024-31 Green Municipal Fund – Growing Canada’s Community Canopies be received for information; and,

    THAT Council support Let’s Tree Wilmot, a project of the Wilmot Horticultural Society’s Green Municipal Fund grant application.

10.4
IS-2024-37 - Award of Contract RFP 2024-14 Biennial OSIM Inspections Program

This item has attachments.  
  • THAT RFP2024-14 be awarded to K. Smart Associates Limited for Biennial OSIM Inspections Program as per their proposal submitted on October 3, 2024, in the amount of $35,605.00 for Term one (1) and $19,670.00 for optional renewable term two (2), plus HST.

10.5
IS-2024-38 - Annual Guiderail Program – Award of Contract

This item has attachments.  

Council asked and received a response from Staff on the following:

  • Landowner consultation in site specific design and construction.
  • Moved by:Councillor S. Cressman
    Seconded by:Councillor L. Dunstall

    THAT Council award RFT 2024-18, Annual Guiderail Program to Royal Fence Limited of Dorchester, Ontario as per their tender submission on October 9, 2024, in the amount of $387,188.50, plus HST.

    Motion Carried Unanimously, By All Members Present

11.
REPORTS

  

11.1
CAO-2024-11 - 2024 Strategic Action Plan

This item has attachments.  

A motion was brought forward by Councillor L. Dunstall, seconded by Councillor S. Cressman THAT Report CAO-2024-11 be received, and; THAT the 2024 Strategic Action Plan as presented in attachment 2 be approved.

Acting CAO / Director of Corporate Services / CFO, G. Clark presented the report.

Council asked and received a response from the delegate regarding the following:

  • Clarification on the material presented for approval.

Delegate B. Wolfe addressed Council.

A motion was brought forward by Councillor K. Wilkinson, seconded by Councillor H. Sidhu THAT Council suspend the rules to allow the delegate to proceed past the seven minutes allotted in the Procedure By-law. The motion was defeated. 

Council asked and received a response from the delegate regarding the following:

  • Gap analysis and transition plans between strategic plans.

A motion was brought forward by Councillor H Sidhu and seconded by Councillor K Wilkinson THAT Council defers the consideration of this motion to the November 4, 2024 Regular Council Meeting. 

Council asked and received a response from the delegate regarding the following:

  • Impact of deferring the approval of the 2024 Strategic Action Plan.

Council recessed at 8:08 p.m. 

Council reconvened at 8:13 p.m.

Council now voted on the motion to defer.

  • Moved by:Councillor H. Sidhu
    Seconded by:Councillor K. Wilkinson

    THAT Council defers the consideration of this motion to the November 4, 2024 Regular Council Meeting. 

    In Favour (2)Councillor K. Wilkinson, and Councillor H. Sidhu
    Against (3)Councillor S. Cressman, Councillor S. Martin, and Councillor L. Dunstall
    Motion Defeated (2 to 3)

  • Council asked and received a response from staff regarding the following:

    • Strategic Action Planning process and timeline.

    Council now voted on the main motion. 

    Moved by:Councillor L. Dunstall
    Seconded by:Councillor S. Cressman

    THAT Report CAO-2024-11 be received, and;

    THAT the 2024 Strategic Action Plan as presented in attachment 2 be approved.

    In Favour (3)Councillor S. Cressman, Councillor S. Martin, and Councillor L. Dunstall
    Against (2)Councillor K. Wilkinson, and Councillor H. Sidhu
    Motion Carried (3 to 2)

11.2
COR-2024-52 - 2025 Budget Schedule Adjustment

This item has attachments.  

Acting CAO / Director of Corporate Services / CFO, G. Clark presented the report.

Council provided comments in support of the staff report.

  • Moved by:Councillor L. Dunstall
    Seconded by:Councillor H. Sidhu

    THAT Report COR-2024-52 be received; and,

    THAT the dates listed in Appendix A be approved to carry out the presentation, deliberation and approval of the 2025 Operating and Capital Budgets of the Township of Wilmot.

    Motion Carried Unanimously, By All Members Present

11.3
CS-2024-27 - Award of Wilmot Recreation Complex Refrigeration Plant Replacements

This item has attachments.  

Director of Community Services, C. Catania presented the report.

Council asked and received a response from staff regarding the following: 

  • Improvements in the new unit to ensure maximum life expectancy; and,
  • Opportunity to recover costs from scrap parts of the outgoing unit. 
  • Moved by:Councillor L. Dunstall
    Seconded by:Councillor H. Sidhu

    THAT Report CS-2024-27, Award of Wilmot Recreation Complex Refrigeration Plant Replacements be received for information; and,

    THAT Council approve awarding to Cimco Refrigeration, A Division of Toromont Industries Ltd. in the amount of $750,000 excluding taxes by means of The Canoe Procurement Group of Canada; and,

    THAT Council approve an additional $100,000 in budget to replace the Wilmot Recreation Complex Refrigeration Plant, funded from the Infrastructure Renewal Capital Reserve Fund (6125).

    Motion Carried Unanimously, By All Members Present

11.4
CS-2024-28 - 2024 Community Services Master Plan

This item has attachments.  

Director of Community Services, C. Catania presented the report.

Delegate S. Glaze addressed Council.

Council asked and received a response from staff regarding the following: 

  • Impacts of approving this report with the included recommendations.
  • Moved by:Councillor L. Dunstall
    Seconded by:Councillor H. Sidhu

    THAT Report CS-2024-28, 2024 Community Services Master Plan be received for information; and,

    THAT Council approve the 2024 Community Services Master Plan for implementation as presented in this report.

    Motion Carried Unanimously, By All Members Present

12.
BY-LAWS

  
  • Moved by:Councillor H. Sidhu
    Seconded by:Councillor L. Dunstall

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

    Motion Carried Unanimously, By All Members Present

13.
NOTICES OF MOTION

  

There were no notices of motion.

14.
ANNOUNCEMENTS

  

Councillor L. Dunstall provided the following announcements:

  • New Hamburg Optimist Pumpkin Carving Event- October 26, 2024
  • New Hamburg Legion Poppy Campaign- Happening Now!
  • New Hamburg Optimist and Legion Cabbage Roll Dinner- November 1, 2024 

Councillor S. Cressman provided the following announcements:

  • New Dundee Board of Trade and Ward 1 Councillor Crime Prevention Community Conversation- November 7th, 2024 at 7:00 p.m. 

Acting Mayor S. Martin provided announcements on:

  • Islamic Heritage Month- October 
  • Women's History Month in Canada - October 
  • Hispanic Heritage Month- October 
  • Child Abuse Prevention Month- October 
  • Lupus Awareness Month in Ontario- October 
  • Breast Cancer Awareness Month- October 
  • Learning Disabilities Awareness Month- October 
  • Cyber Security Awareness Month in Ontario- October 
  • Healthy Workplace Month- October 
  • Castle Kilbride is hosting Cinderella’s Halloween Ball- Saturday, October 26, 2024 from 1:00 – 4:00 PM
  • New Hamburg Blood Donor Event- Monday, October 28th from 2:00 – 8:00 PM
  • Halloween Safety- October 31st
  • Wilmot Community Conversation on Public Safety- November 18th, 2024, from 7:00 – 8:00 PM
  • First Community Gathering - Prime Ministers Path - November 12th 4:30 p.m. - 8:00 p.m.

15.
CONFIRMATORY BY-LAW

This item has attachments.  
  • Moved by:Councillor S. Cressman
    Seconded by:Councillor L. Dunstall

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

    Motion Carried Unanimously, By All Members Present

16.
ADJOURNMENT

  
  • Moved by:Councillor L. Dunstall
    Seconded by:Councillor S. Cressman

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

    Motion Carried Unanimously, By All Members Present
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