Council Meeting

THAT the Regular Council Meeting held on October 30, 2023, be called to order at 5:30 p.m.

THAT a Closed Meeting of Council be held on October 30, 2023, at 5:30 p.m. in accordance with Section 239(2)(k), Section 239(2)(f) to consider the following: Intermunicipal negotiations – S. 239(2)(k) A position, plan, procedure, criteria, or instruction to be applied to negotiations. Confidential Information Supplied in Confidence from the Province of Ontario – S. 239(2)(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

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

That the Agenda as presented for October 30, 2023, be adopted.

THAT the minutes of the following meetings be adopted as presented: October 16, 2023 Regular Council Meeting

THAT Consent Agenda Item 11.1 be approved.

THAT Report CS-2023-24 Award of Contract RFP 2023-20 Space Needs Analysis be received for information; and further THAT Council approve the award of contract for consulting services to +VG Architects in the amount of $111,200.00 excluding taxes based on the results of the Request for Proposal (RFP) RFP 2023-20 and budget presented in this report, and that the Mayor and Clerk be authorized to execute the contract on the recommendation of the Director of Community Services.

THAT Council authorizes the Director of Infrastructure Services or their delegate to negotiate an agreement with the Region of Waterloo for reimbursement of administration and engineering fees and construction costs related to the upcoming Foundry Street and Snyder’s Road West reconstruction project; and further THAT, notwithstanding the Procurement Bylaw requirement to seek competitive bids, Council authorizes the Director of Infrastructure Services or their delegate to negotiate a consulting agreement with WalterFedy Inc. for contract administration and inspection services for the Foundry Street and Snyder’s Road West project as per their cost proposal dated October 11, 2023, in the amount of $686,581.50, plus HST; and further THAT the Mayor and Clerk be authorized to execute the above contracts with the Region of Waterloo and WalterFedy Inc. upon the recommendation of the Director of Infrastructure Services; and further THAT, notwithstanding the Procurement Bylaw requirement to seek competitive bids, Council authorize the Director of Infrastructure Services to negotiate a consulting agreement with Englobe Corp. for materials testing, excess soil management and hydrogeological reporting for the Foundry Street and Snyder’s Road West project as per their cost proposal dated October 18, 2023, in the amount of $64,440, plus HST, and that the CAO be authorized to execute that agreement upon the recommendation of the Director of Infrastructure Services.

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 a Closed Meeting of Council be held on October 30, 2023, at 5:30 p.m. in accordance with Section 239(2)(k), Section 239(2)(f) to consider the following: 1. Intermunicipal negotiations – S. 239(2)(k) A position, plan, procedure, criteria, or instruction to be applied to negotiations. 2. Confidential Information Supplied in Confidence from the Province of Ontario – S. 239(2)(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose.