Special Council Meeting

THAT the Special Council Meeting on January 16, 2025 be called to order at 2:00 p.m.

THAT the Agenda as presented for January 16, 2025 be adopted, as amended.

WHEREAS Report CAO-2024-01 Office of the CAO, Mayor and Council Staffing Resources was received for information at the February 26, 2024; and, WHEREAS Council supported Option #2 as outlined in Report CAO 2024-01 to support the implementation of a dedicated staff position by approving a Constituency Liaison position reporting directly to the Mayor and Council and eliminating the vacant Social Media, Digital and Design Specialist role and contracting out technical communication needs; and, WHEREAS the Constituency Liaison and Social Media, Digital and Design Specialist positions were to be reconsidered in the 2025 Budget process; and, WHEREAS the Township of Wilmot is currently facing significant financial challenges; and, AND WHEREAS it is the responsibility of Council to demonstrate fiscal accountability and shared sacrifice during times of crisis. NOW THEREFORE BE IT RESOLVED THAT Council eliminates the full-time equivalent position within the Office of the Mayor and Council, which was approved as a one-year temporary position in the 2024, resulting in a reduction in the operating budget for the Mayor and Council of $118,340.00 which is a 0.96% tax rate impact; and, BE IT FURTHER RESOLVED THAT Council directs staff to continue contracting out technical communications needs; and, BE IT FINALLY RESOLVED THAT the current staff complement within the Office of the CAO be continued with the Social Media, Digital and Design Specialist position remaining vacant and being re-examine

THAT Operating Gap Request Form # 2025-01 for Senior Urban Forester be removed from the 2025 Operating Budget resulting in a reduction in the operating budget of $136,250 which is a 1.12% tax rate impact.

THAT Operating Gap Request Form # 2025-04 for Economic Development & Tourism Officer be removed from the 2025 Operating Budget resulting in a reduction in the operating budget of $150,400 which is a 1.23% tax rate impact.

THAT Operating Gap Request Form # 2025-07 for Grant Coordinator be removed from the 2025 Operating Budget resulting in a reduction in the operating budget of $113,800 which is a 0.93% tax rate impact.

THAT Operating Gap Request Form # 2025-08 for Growth Capital Funding be removed from the 2025 Operating Budget resulting in a reduction in the operating budget of $100,000 which is a 0.82 tax rate impact.

THAT Operating Gap Request Form # 2025-09 for Repayment of OBC Reserve Fund be amended in the 2025 Operating Budget by half resulting in a reduction in the operating budget of $50,000 which is a 0.41% tax rate impact; and, THAT Staff be directed to re-examine this amount in the 2026 Budget.

WHEREAS, best practice has a 10-year capital plan tied to informing the annual budget; WHEREAS, the public very clearly wants to see Council prioritizing the Township of Wilmot’s capital forecast; AND WHEREAS, for Council to make informed decisions and effectively prioritize resource allocation; NOW THEREFORE BE IT RESOLVED THAT staff present a 10-year capital plan for each department with the affiliated year over year financial asks for each project, for Council to consider and thus inform this year’s capital funding envelope and prior to 2025 budget approval. AND FURTHER THAT the presentation of a 10-year capital plan be provided as a part of every draft budget moving forward. AND FINALLY THAT all future Capital Requests sheets are accompanied with justification sheets that include state of the asset, service history, maintenance schedules and more.

THAT Council directs Staff to include 2025 Capital Budget Request Form #COR-2025-001 for Annual Hardware, Software & Network Infrastructure Upgrades in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration; and, THAT Staff be directed to report back with more information on the specific components that make up the request.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-001 for Automated External Defibrillator (AED) Replacements in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-002 for Castle Kilbride – Mural Conservation from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-003 for Constitution Park – Fencing Replacement from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-004 for Grandstand Restoration – Repointing & Fire Stop in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-005 for Linear Park Loop – Resurfacing from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-006 for New Dundee Community Centre – Front Door Replacement from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-006 for New Dundee Library – Roof Replacement and Compliance Upgrades in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-008 for NH Arena Reconstruction/Multi-Use Facility from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-009 for New Hamburg Carnegie Library Exterior Restorations in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration; and, THAT Staff report back with more information on the planned future utilization of the building.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-010 for Picnic Table Restoration & Inventory Enhancement in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration; and, THAT Staff be directed to work with the local high school, or community group on this project.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-011 for Replace Service Vehicle 701-14 in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration; and, THAT Staff report back with more information on the maintenance cost, use and potential repair costs.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-012 for Norm Hill Park and Sir Adam Beck Park – Batting Cage Restorations from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-013 for St. Agatha Community Centre Roof Replacement in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-014 for St. Agatha Community Centre – Flooring Replacement from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-015 for Wilmot Arboretum – Rejuvenation in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-016 for WRC – Replace Roof Top Units (RTUs) in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-017 for WRC Aquatics Centre Dry-o-Tron Replacement in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #CS-2025-018 for Castle Kilbride & Administration Complex Maintenance / Asset Replacement in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council tables the consideration of 2025 Capital Budget Request Form FS-2025-01 Fire Station Replacement and Relocation – New Hamburg Station 3, FS-2025-02 Replace Pump 621 Station 2, and FS-2025-03 Replace Aerial 639 Station 3 until the January 27, 2025 Special Council meeting at such time Staff report back on the funding of the project, physical inspection, service history and maintenance history, use of aerial unit, mutual aid considerations, and useful life of vehicles; and, THAT Staff report back with information on the age of the aerial truck, the purchase price and more information on the potential purchase of a used aerial truck from a reputable company.

THAT Council directs Staff to include 2025 Capital Budget Request Form #FS-2025-04 for Fire Attack Nozzles in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #FS-2025-05 for Fire Extinguisher Trainer from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #FS-2025-06 for Administrative Vehicle from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #FS-2025-07 for Anhydrous Ammonia Gas Detection in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-01 for Baden Trunk Sanitary Sewer in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-02 for Victoria Boullee Reconstruction in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-003 for Louisa Street Reconstruction Brewery Street to Foundry Street Design in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-004 for Stone Street and Huron Road Sewer Extension and Watermain Design in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-005 for Jacob Street Cross Section Repair & Sanitary Relining in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-006 for Centennial, Hillview Crescent Huron Street Sanitary Relining & Greenwood Easement Design in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-007 for Bleams Ct, Grandview Avenue, Hunter St & Huron Reconstruction in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-008 for Petersburg Water System Design in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration pending more information being presented.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-009 for Annual Pavement Restoration Hot-Mix Asphalt Urban in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-010 for Annual Road Restoration, Rural CIP in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-011 for Annual Sidewalk Program in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #IS-2025-012 for Carmel-Koch On-Road Parking Facility from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-013 for Regional Traffic Calming Program in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-014 for Traffic Calming Design and Implementation in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #IS-2025-014 for Traffic Calming Design and Implementation from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-015 for Structure Inspection OREG 472/10 (OSIM) in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-016 for Huron Road Intersection Safety Review in the amount of $25,000.00 in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-017 for Sanitary Flow Monitoring & Modeling in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-018 for Sanitary and Storm Closed-Circuit TV in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #IS-2025-019 for Consulting Services for Traffic Engineering Preliminary and Detailed Design Huron Road, #IS-2025-020 Consulting Services for Traffic Engineering Preliminary and Detailed Design Mannheim Road and #IS-2025-021 Consulting Services for Traffic Engineering, Environmental Studies, Preliminary and Detailed Design Wilmot Line from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-022 for Haysville District Meter Chamber in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-023 for Salt Dome Replacement in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-024 for Huron Road #24/B-T12 in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-025 for Berletts Rd 4/B-T2 in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-026 for Non OSIM Structure Replacement in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to include 2025 Capital Budget Request Form #IS-2025-027 for Guiderail/Chevron Program in the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council directs Staff to remove 2025 Capital Budget Request Form #IS-2025-028 for Oxford Waterloo Road Bridge Option 2 from the 2025 Capital Budget being brought back on January 27, 2025 for Council consideration.

THAT Council tables the consideration of the 2025 Capital Budget Request Form #IS-2025-029 for Fleet & Equipment Replacement Program until the January 27, 2025 for Council consideration.

WHEREAS, the Township is committed to rebuilding trust with Wilmot residents; WHEREAS, the Township of Wilmot is implementing practices to increase fiscal transparency and set the corporation up for better fiscal health; WHEREAS, dedicated reserves improve planning for long-term capital needs and reduce financial risk; WHEREAS, separating funds by department aligns with best practices for financial planning and ensures resources are used for their intended purposes; WHEREAS, clearly defined reserves will provide a clearer understanding of how funds are allocated and spent within each department; NOW THEREFORE BE IT RESOLVED THAT Council directs staff to divide the Infrastructure Renewal Reserve into dedicated reserves for the following items: Fire Services Capital Reserve Facilities and Parks Capital Reserve Transportation and Storm Water Capital Reserve AND FINALLY THAT these reserves can only be utilized by the intended department, based off of Council budget approvals. Council requests that staff draft a policy where in the event of fund transfers from one reserve to another or spending overages above $20,000 require Council approval.

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

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

THAT Operating Gap Request Form # 2025-09 for Repayment of OBC Reserve Fund be amended in the 2025 Operating Budget by 11 half resulting in a reduction in the operating budget of $50,000 which is a 0.41% tax rate impact; and, THAT Staff be directed to re-examine this amount in the 2026 Budget.

WHEREAS, best practice has a 10-year capital plan tied to informing the annual budget; WHEREAS, the public very clearly wants to see Council prioritizing the Township of Wilmot’s capital forecast; AND WHEREAS, for Council to make informed decisions and effectively prioritize resource allocation; 13 NOW THEREFORE BE IT RESOLVED THAT staff present a 10-year capital plan for each department with the affiliated year over year financial asks for each project, for Council to consider and thus inform this year’s capital funding envelope and prior to 2025 budget approval. AND FURTHER THAT the presentation of a 10-year capital plan be provided as a part of every draft budget moving forward. AND FINALLY THAT all future Capital Requests sheets are accompanied with justification sheets that include state of the asset, service history, maintenance schedules and more.

WHEREAS Report CAO-2024-01 Office of the CAO, Mayor and Council Staffing Resources was received for information at the February 26, 2024; and, WHEREAS Council supported Option #2 as outlined in Report CAO 2024- 01 to support the implementation of a dedicated staff position by approving a Constituency Liaison position reporting directly to the Mayor and Council and eliminating the vacant Social Media, Digital and Design Specialist role and contracting out technical communication needs; and, WHEREAS the Constituency Liaison and Social Media, Digital and Design Specialist positions were to be reconsidered in the 2025 Budget process; and, 31 WHEREAS the Township of Wilmot is currently facing significant financial challenges; and, AND WHEREAS it is the responsibility of Council to demonstrate fiscal accountability and shared sacrifice during times of crisis. NOW THEREFORE BE IT RESOLVED THAT Council eliminates the full- time equivalent position within the Office of the Mayor and Council, which was approved as a one-year temporary position in the 2024, resulting in a reduction in the operating budget for the Mayor and Council of $118,340.00 which is a 0.96% tax rate impact; and, BE IT FURTHER RESOLVED THAT Council directs staff to continue contracting out technical communications needs; and, BE IT FINALLY RESOLVED THAT the current staff complement within the Office of the CAO be continued with the Social Media, Digital and Design Specialist position remaining vacant and being re-ex