Committee of the Whole Minutes

Monday, February 03, 2025 at 6:00 P.m. - 9:00 P.m.

Council Chambers - Hybrid

60 Snyder's Road West

Baden, Ontario

N3A 1A1

Members Present:

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

Staff Present:

• Acting CAO / Director of Corporate Services/CFO, G. Clark
• Director of Community Services, C. Catania
• Director of Infrastructure Services, J. Molenhuis
• Manager of Legislative Services / Municipal Clerk, K. Bos
• Desktop Support Technician, R. Ubhi
• Manager of Planning and Economic Development, A. Martin
• Technical and Administrative Assistant, B. Silva

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1.

CALL TO ORDER

• Moved by: Councillor S. Cressman
  Seconded by: Councillor H. Sidhu

  THAT the Committee of the Whole on February 3, 2025 be called to order at 6:00 p.m.

  Motion Carried Unanimously

2.

TERRITORIAL LAND ACKNOWLEDGEMENT

Councillor S. Martin read the Territorial Land Acknowledgement.

3.

ADDITIONS TO THE AGENDA

Consent Agenda Item 8.1 - COR-2025-05 - Petition for Drainage Works by Owners- Quiet Oak Dairy Farms and K. and K. Hunsberger

4.

ADOPTION OF THE AGENDA

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

  THAT the Agenda for February 3, 2025 be adopted, as amended.

  Motion Carried Unanimously

5.

DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

There were no disclosures of pecuniary interest.

6.

DELEGATIONS

There were no delegations.

7.

CORRESPONDENCE

There were no items of correspondence.

8.

CONSENT AGENDA

Councillor S. Cressman pulled Item 8.1 COR-2025-05 - Petition for Drainage Works by Owners- Quiet Oak Dairy Farms and K. and K. Hunsberger.

• Moved by: Councillor S. Cressman
  Seconded by: Councillor H. Sidhu

  THAT Consent Agenda Items 8.1 be approved.

  Motion Carried Unanimously

8.1

COR-2025-05 - Petition for Drainage Works by Owners- Quiet Oak Dairy Farms and K. and K. Hunsberger

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

• Timeline for additions to the original Nicklas Drain Petition; and,
• Impact if petition was filed after this Engineer Report was concluded.

• THAT the Petition for Drainage Works by Owners Quiet Oak Dairy Farms and K. & K. Hunsberger be accepted; and further,

  THAT K. Smart Associates Limited be appointed as the engineer firm to prepare a report with instruction as per Section 8(4) of the Drainage Act to include the Quiet Oak Dairy Farms and K. & K. Hunsberger petition in the Section 78 report for the Nicklas Drain.

9.

REPORTS

9.1

CAO-2025-01 - CAO Recruitment RFP

Acting CAO / Director of Corporate Services / CFO, G. Clark provided an introduction to the report.

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

• Clarification on typical practice for reviewing the job description internally or externally; 
• Environmental scan of other municipalities CAO job descriptions;
• Timeline for Council Meetings and Notice Provisions;
• Exploration of exploring internal candidates; and,
• Clarification on referring the motion versus deferring the motion. 

A motion was brought forward by Councillor K. Wilkinson, seconded by Councillor H. Sidhu THAT Council refers Item 9.1 CAO-2025-01 - CAO Recruitment RFP back to Staff to report back to the March 3, 2025 Committee of the Whole with more information on potential internal candidates. The motion carried. 

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

  THAT Report CAO-2025-01 be received, and;

  THAT RFP 2025-03, as in Attachment 1, be issued with a closing date of March 18, 2025. 

  Motion Referred

9.2

CAO-2025-02 - Prime Minister’s Path Project Terms of Reference

Acting CAO/Director of Corporate Services / CFO, G. Clark provided an introduction to the report.

Denise Soueidan-O'Leary from LURA Consulting was in attendance and addressed Council.

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

• Clarification if the raw data would be made available; 
• Clarification on the anonymity of the task force members; and, 
• Turnout at the Community Tea Circles. 

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

  THAT Report CAO-2025-02 be received, and;

  THAT the PMP Working Group – Terms of Reference as in Attachment 1 be approved.

  Motion Carried Unanimously

9.3

DS-2025-01 - Sign By-law Variance – 374 Hamilton Road, New Hamburg

A motion was brought forward by Councillor S. Martin, seconded by Councillor H. Sidhu THAT Council approve a variance to Township Sign By-law 2002-68 as it applies to the billboard sign located at 374 Hamilton Road, New Hamburg, to increase the maximum allowable percentage of non-Wilmot based content from 20% to 50% of the total sign face. 

Manager of Planning and Economic Development, A. Martin provided an introduction to the report.

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

• Clarification on the non-Wilmot based content. 

A motion was brought forward by Councillor L. Dunstall, seconded by Councillor S. Cressman THAT Council amends the motion to strike out 50% and replace with 35%.

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

• Clarification on how to change the provisions of the Township Sign By-law to ensure Wilmot businesses are prioritized; and,
• Clarification on the removal of non-Wilmot businesses. 

Council now voted on the amendment. The motion was defeated.

A motion was brought forward by Councillor K. Wilkinson, seconded by Councillor S. Cressman, THAT Council amends the motion to add AND THAT Council directs Staff to report back on the possibility for new non-Wilmot based business advertisements to be renewed by the billboard company on an annual basis to coincide with the billboard sign renewal by the Township or to provide alternative solutions to achieve the goal of Wilmot based content being prioritized. The motion carried unanimously.

Council now voted on the main motion, as amended. 

• Moved by: Councillor S. Martin
  Seconded by: Councillor H. Sidhu

  THAT Council approve a variance to Township Sign By-law 2002-68 as it applies to the billboard sign located at 374 Hamilton Road, New Hamburg, to increase the maximum allowable percentage of non-Wilmot based content from 20% to 50% of the total sign face; and,

  THAT Council directs Staff to report back on the possibility for new non-Wilmot based business advertisements to be renewed by the billboard company on an annual basis to coincide with the billboard sign renewal by the Township or to provide alternative solutions to achieve the goal of Wilmot based content being prioritized.

  Motion Carried Unanimously

9.4

IS-2025-03 - Veteran's Decorative Crosswalk

Director of Infrastructure Services J. Molenhuis provided an introduction to the report.

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

• Clarification on the Region of Waterloo's timing on exploring the feasibility of developing a policy to guide their potential use on Regional roads for decorative crosswalks.

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

  THAT Staff be directed to report back with a policy and draft agreement terms related to decorative crosswalk installations in the Township of Wilmot.  

  Motion Carried Unanimously

10.

ANNOUNCEMENTS

Mayor N. Salonen provided the following announcements:

• Black History Month in Canada- February; and, 
• Shopping Local and Purchasing Canadian made-goods

Councillor S. Cressman provided an announcement on:

• Heritage Day on February 15, 2025 being held at New Dundee Community Centre

Councillor S. Martin provided words of support for:

• Snow Clearing Operations and Operators 

11.

ADJOURNMENT

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

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

  Motion Carried Unanimously