Committee of the Whole

THAT the Committee of the Whole on May 5, 2025 be called to order at 5:22 p.m.

THAT a Closed Meeting of the Committee of the Whole be held on May 5, 2025, at 5:23 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.

THAT the Committee reconvenes in Open Session at 6:00 p.m.

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

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

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.

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

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).

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.

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.

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.

THAT Council directs the Mayor to proceed as directed regarding CAO Recruitment.

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

THAT a Closed Meeting of the Committee of the Whole be held on May 5, 2025, at 5:23 p.m. at the Wilmot Administrative Complex, in accordance with Section 239(2) (b) the Municipal Act, 2001, to consider the following: 2  CAO Recruitment - Section 239(2)(b) personal matters about an identifiable individual, including municipal or local board employees.

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

8 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.