Council Meeting Minutes

Council Meeting

Meeting #:

Date:

Monday, April 03, 2023 at 7:00 P.m. - 11:00 P.m.

Location:

Council Chambers - Hybrid

60 Snyder's Road West

Baden, Ontario

N3A 1A1

Members Present:

• Mayor N. Salonen
• Councillor S. Cressman
• Councillor K. Wilkinson
• Councillor L. Dunstall
• Councillor S. Martin

Staff Present:

• Chief Administrative Officer, S. Chambers
• Director of Community Services, S. Jackson
• Director of Corporate Services/Treasurer, P. Kelly
• Director of Infrastructure Services, J. Molenhuis
• Supervisor of IT, K. Jeffreys
• Manager of Planning and Economic Development, A. Martin
• Deputy Clerk, C. Curtis
• Manager of Legislative Services/Clerk, J. Bunn
• Financial Analyst/Accounts Payable, B. Kim
• Desktop Support Technician, R. Ubhi

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1.

MOTION TO CONVENE INTO CLOSED MEETING

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

  THAT a Closed Meeting of Council be held on April 3, 2023 at 6:30 p.m. in accordance with Section 239 (2) (c) of the Municipal Act, 2001 to consider the
  following:

  • Proposed Land Acquisition - Section 239 (2) (c) - a proposed or 
    pending acquisition or disposition of land by the municipality or local 
    board. 
  Motion Carried

2.

MOTION TO RECONVENE IN OPEN MEETING 

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

  THAT Council reconvenes in Open Session at 7:00 p.m.

  Motion Carried

3.

MOMENT OF REFLECTION

April is recognized as Sikh Heritage month. As we celebrate, let us take a moment to reflect on the social, economic, and cultural contributions of the Sikh community in Wilmot and across the country.

Sikhs all around Canada and the world celebrate Vaisakhi, also known as Khalsa Day, on April 13, signifying the creation of the Khalsa and the Sikh articles of faith. The teachings of Sikhism, rooted in love, equality, and service to others, have inspired generations to strive for a better world for everyone.

As we honour the contributions of the Sikh community, let us also commit to fostering a greater understanding and appreciation for the diversity that enriches our communities and our country. Let us come together to celebrate our shared humanity and work towards a brighter future for all.

4.

TERRITORIAL ACKNOWLEDGEMENT

Mayor N. Salonen read the Territorial Acknowledgement.

5.

DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

5.1

Mayor N. Salonen - Correspondence from Waterloo -Oxford District Secondary School (addendum)

Mayor N. Salonen declared a pecuniary interest on item 13.3. Please visit Registry of Disclosure of Pecuniary Interest for further details.

5.2

Councillor S. Cressman - Greenwood Drive Reconstruction - Award of Contract, IS-2023-10

Councillor S. Cressman declared a pecuniary interest on item 11.1. Please visit Registry of Disclosure of Pecuniary Interest for further details.

6.

ADDITIONS TO THE AGENDA

• Item 13.3 - Correspondence from Waterloo-Oxford District Secondary School

7.

ADOPTION OF THE AGENDA

• Moved by: Councillor S. Cressman
  Seconded by: Councillor K. Wilkinson

  That the Agenda as presented for April 3, 2023 be adopted.

  Motion Carried

8.

MINUTES OF PREVIOUS MEETINGS

• Moved by: Councillor K. Wilkinson
  Seconded by: Councillor S. Martin

  THAT the minutes of the following meetings be adopted as presented:

  • March 14, 2023 Special Council Meeting
  • March 20, 2023 Regular Council Meeting 
  Motion Carried

9.

PUBLIC MEETINGS - NONE

10.

PRESENTATIONS

10.1

Municipal Grants to Community Groups

Mayor N. Salonen and Director of Corporate Services/Treasurer, P. Kelly presented the Municipal Grants to Community Groups.

The successful recipients accepted their grants and posed for a picture with Council. 

11.

CONSENT AGENDA

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

  THAT Consent Agenda items 11.1, 11.2, and 11.3 be approved.

  Motion Carried

11.1

Greenwood Drive Reconstruction - Award of Contract, IS-2023-10

• Councillor S. Cressman declared a conflict on this item. (Councillor S. Cressman declared a pecuniary interest on item 11.1. Please visit ;Registry of Disclosure of Pecuniary Interest ;for further details.)

• THAT Council award RFT 2023-02 Greenwood Drive Reconstruction to 410754 Ontario Limited o/a Sousa Concrete. of Cambridge, Ontario as per their tender submission on March 21, 2023, in the amount of $918,454.50 plus HST, and further,

  THAT Council authorize the expenditure of an additional $9,000, plus HST, for Tracking and Reporting of soils as per Ontario regulation 406/19 On-Site and Excess Soils Management, and an estimated $12,000 plus HST for materials testing to MTE Consulting.

11.2

Contract Extension Castle Kilbride Exterior Construction, CS-2023-06

• THAT Report CS 2023-06 be received for information purposes; and further,

  THAT staff be authorized to extend the construction contract with Homestead Woodworks by $112,232.23 + HST to complete exterior porch repairs.

11.3

Co-operative Contract - Annual Surface Treatment Program, IS-2023-09

• THAT Council approve the participation in the co-operative tender with Oxford County for the application of surface treatment by Walker Construction Limited for the 2023 Annual Surface Treatment Program, as per their bid submission dated March 3, 2023, in the amount of $426,926.00 plus HST.

12.

REPORTS

12.1

Recruitment Process – Director of Community Services, CAO-2023-07

Chief Administrative Officer, Sharon Chambers, discussed the upcoming retirement of Director of Community Services, S. Jackson and the recruitment process to replace the position.

Councillor Cressman endorsed Councillor Wilkinson to be appointed to the hiring committee.  Council supported this endorsement unanimously.

• Moved by: Councillor S. Martin
  Seconded by: Councillor S. Cressman

  THAT Council endorse the recruitment process for the Director of Community Services as outlined in this report and further,

  THAT Council appoint Councillor Wilkinson as the Council representative to participate on the Director of Community Services hiring committee.

  Motion Carried

12.2

Township Gravel Pit Operational Report, IS-2023-01

Council asked and received answers from Staff on the following:

• Potential changes of assessment value of aggregates at the Wilmot Gravel Pit
• Whether there is an opportunity to purchase gravel at better prices from a different pit
• Whether the municipality can remediate the location

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

  THAT staff be directed to investigate utilization opportunities for the Township-owned gravel pit facility at 1768 Huron Road; and further,

  THAT, if feasible, staff be directed to issue an Expression of Interest for further use opportunities at the pit facility.

  Motion Carried

12.3

New Hamburg Arena Ice Feasibility, CS-2023-04

Council asked and received answers from Staff on the following:

• The removal of seating at the New Hamburg Arena
• Definition of the term "anchored tenant"
• Opportunity to support the anchored tenant and retrofitting the arena for ice on the same municipal grant
• Whether priority is given to Wilmot ice users at existing municipal ice arenas

• Moved by: Councillor L. Dunstall
  Seconded by: Councillor K. Wilkinson

  THAT Report CS 2023-04 be received for information purposes.

  Motion Carried

13.

CORRESPONDENCE

13.1

Correspondence from Ministry of Natural Resources and Forestry

13.2

Correspondence from the Association of Ontario Road Supervisors

13.3

Correspondence from Waterloo -Oxford District Secondary School (addendum)

• Mayor N. Salonen declared a conflict on this item. (Mayor N. Salonen declared a pecuniary interest on item 13.3. Please visit Registry of Disclosure of Pecuniary Interest for further details.)

Councillor Wilkinson requested this item be debated further.

Mayor Salonen declared a Pecuniary Interest for this item and relinquished their Chair duties for this item.

Acting Mayor Wilkinson acted as Chair for this item.

Council asked and received answers from Staff regarding the following:

• Funding through the Council Special Events Budget
• How to waive the fees for this request
• The grandfathering of fees for special events

Councillor Martin put forward the following motion:

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

  THAT Council waive the Special Event Fee for "The Schmidty"; and 

  THAT funding for "The Schmidty" be provided from the Council Special Events Budget.

  Motion Carried

14.

BY-LAWS

Mayor Salonen resumed their role as Chair of the April 3, 2023, Regular Council meeting.

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

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

  Motion Carried

14.1

By-Law 2023-XX Being a By-Law to Prohibit the Sale and Use of Firecrackers and to Regulate Sale and use of Fireworks in the Township of Wilmot

15.

NOTICE OF MOTIONS

15.1

TOWNSHIP OF WILMOT LAND ACKNOWLEDGEMENT

Councillor L. Dunstall's Notice of Motion:

WHEREAS the Township is committed to continuous improvement and recognizing the relationship of the indigenous territory/territories of where Council meets;

THEREFORE BE IT RESOLVED that staff be directed to report back to Council on ways to enhance, personalize and make meaningful the Land Acknowledgement Statement.

Councillor Dunstall discussed their reasoning for putting forward this Notice of Motion.

Council discussed external parties that would be included in the conversation of creating a new Territorial Acknowledgement. 

Council asked questions regarding the staff report to be included as part of this Notice of Motion.

Staff confirmed that the current Territorial Acknowledgement will continue to be used at Council meetings until the report identified in this Notice of Motion is provided to Council.

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

  WHEREAS the Township is committed to continuous improvement and recognizing the relationship of the indigenous territory/territories of where Council meets;

   

  THEREFORE BE IT RESOLVED that staff be directed to report back to Council on ways to enhance, personalize and make meaningful the Land Acknowledgement Statement.

  Motion Carried

16.

ANNOUNCEMENTS

Councillor Dunstall discussed the New Hamburg Optimist Easter Egg Hunt on April 8, 2023. 

17.

BUSINESS ARISING FROM CLOSED SESSION

There was no business arising from Closed Session.

18.

CONFIRMATORY BY-LAW

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

  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

19.

ADJOURNMENT

• Moved by: Councillor S. Martin
  Seconded by: Councillor S. Cressman

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

  Motion Carried