Council Meeting

THAT the Regular Council Meeting held on August 26, 2024 be called to order at 6:01 p.m.

THAT a Closed Meeting of Council be held on August 26, 2024, at 6:00 p.m. at the Wilmot Administrative Complex, in accordance with Section 239 (2) (f) and (a) the Municipal Act, 2001, to consider the following: Planning Matter – Section 239 (2)(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and, Prime Minister Path Statues Storage Options - Section 239 (a) The security of the property of the municipality.

THAT Council reconvenes in Open Session at 7:06 p.m.

THAT the Agenda as presented for August 26, 2024 be adopted.

THAT the Minutes of the July 29, 2024 Regular Council Meeting and the August 12, 2024 Special Council Meeting be adopted as presented.

THAT Consent Agenda Item 12.1 be approved.

THAT Report CS-2024-18, Community Services Master Plan Update and Situational Analysis Report be received for information.

THAT Council hereby receive a summary of findings from the 2023 Roads Need Study; and, THAT Council direct staff to bring back budget scenario 2 and 3 for consideration in the 2025 capital budget process.

THAT Staff be directed to establish a Site Alteration program, including undertaking stakeholder consultation, by-law enactment, and outlining resourcing needs, for implementation in the 2025 Township Work Program.

THAT Council receive Report IS-2024-29 Baden and New Hamburg Wastewater Servicing Report for information; and, THAT Council direct staff to include service improvements in the budget process for the following Wastewater Operational Programs: Increase Closed Circuit Television Sanitary Sewers $75,000 annually, Increase Sanitary Flow Monitoring & Modeling $125,000 annually.; and, THAT Council direct staff to include the following capital projects within the budget process, with associated capital budget impacts: Sewer/Lateral Relining Program $470,000, FM004 Huron Street & Grandview Ave area $1,469,000, New Hamburg Sewer Rehabilitation $2,042,000, Baden Sewer Rehabilitation $1,472,000, Maintenance Hole Condition and Sealing $190,000, Haysville Road District Meter Chamber $150,000, and Various Environmental Assessment Reports for Baden and New Hamburg (costs to be further refined).

THAT Report COR-2024-38 2023 Year-end Operating and Capital Report be received; And THAT 2023 operating deficit of $15,173 be funded from or allocated to the Township’s reserve and reserve funds as follows: Transfer $186,887 to the Tax Supported Capital Reserve Fund (6125) in 2023. Transfer $167,299 from the Ontario Building Code Reserve Fund (6800) in 2023. Transfer $23,927 to the Cemetery Capital Reserve Fund (6500) in 2023. Transfer $41,449 from the Wastewater Capital Reserve Fund (6410) in 2023. Transfer $17,240 from the Water Capital Reserve Fund (6400) in 2023.

THAT Report COR-2024-40 2023 Long-term Financial Statement – Reserves, Trusts and Debt be received.

THAT Report COR-2024-43 be received; and further. THAT the draft Council Discretionary Expense Policy be adopted as attached to Report COR-2024-43. 14. BY-LAWS Public Comments: A motion was brought forward by Councillor H. Sidhu, seconded by Councillor K. Wilkinson THAT By-Laws as attached to this Agenda be read a first, second and third time, and finally passed in Open Council. Delegate B. Wolfe spoke to Item 14.1 - By-law 2024-42 Being a By-law to provide for the rules of order and procedure for the Municipal Council and Committees of the Corporation of the Township of Wilmot and to Repeal By-law No 2023-43. Council asked and received response from the delegate regarding: Clarification on the roles of the Chief Administrative Officer and the Clerk; and, Purpose of the amendment to Item 4.2.3.1. Council asked and received a response from staff regarding: Timeline to re-open the procedural by-law if further changes were requested; How to handle the feedback received; and, Opportunity to make further amendments to the procedural by-law to include the publishing of the Agenda's earlier. A motion was brought forward by Councillor H. Sidhu, seconded by Councillor K. Wilkinson THAT Council amends the motion to add and THAT Council direct staff to report back at the September 23rd Regular Council Meeting on the municipal best practices and the recommendations included in the delegation heard by B. Wolfe at the August 26th Regular Council Meeting and to present those recommendations

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

THAT Council direct staff to report back at the September 23rd Regular Council Meeting on the municipal best practices and the recommendations included in the delegation heard by B. Wolfe at the August 26th Regular Council Meeting and to present those recommendations in the report.

THAT with respect to Item 6.1 on the Closed Council Agenda dated August 26, 2024, staff be directed to proceed as directed; and further, THAT with respect to Item 6.2, staff be directed to proceed as directed in regards to the storage of the prime minister statues.

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.

2 THAT a Closed Meeting of Council be held on August 26, 2024, at 6:00 p.m. at the Wilmot Administrative Complex, in accordance with Section 239 (2) (f) and (a) the Municipal Act, 2001, to consider the following:  Planning Matter – Section 239 (2)(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and,  Prime Minister Path Statues Storage Options - Section 239 (a) The security of the property of the municipality.

5 THAT Report CS-2024-18, Community Services Master Plan Update and Situational Analysis Report be received for information.

THAT Council hereby receive a summary of findings from the 2023 Roads Need Study; and, 6 THAT Council direct staff to bring back budget scenario 2 and 3 for consideration in the 2025 capital budget process.

THAT Report COR-2024-38 2023 Year-end Operating and Capital Report be received; And THAT 2023 operating deficit of $15,173 be funded from or allocated to the Township’s reserve and reserve funds as follows: a. Transfer $186,887 to the Tax Supported Capital Reserve Fund (6125) in 2023. 8 b. Transfer $167,299 from the Ontario Building Code Reserve Fund (6800) in 2023. c. Transfer $23,927 to the Cemetery Capital Reserve Fund (6500) in 2023. d. Transfer $41,449 from the Wastewater Capital Reserve Fund (6410) in 2023. e. Transfer $17,240 from the Water Capital Reserve Fund (6400) in 2023.

THAT Report COR-2024-43 be received; and further. THAT the draft Council Discretionary Expense Policy be adopted as attached to Report COR-2024-43. 14. BY-LAWS A motion was brought forward by Councillor H. Sidhu, seconded by Councillor K. Wilkinson THAT By-Laws as attached to this Agenda be read a first, second and third time, and finally passed in Open Council. Delegate B. Wolfe spoke to Item 14.1 - By-law 2024-42 Being a By-law to provide for the rules of order and procedure for the Municipal Council and Committees of the Corporation of the Township of Wilmot and to Repeal By-law No 2023-43. Council asked and received response from the delegate regarding:  Clarification on the roles of the Chief Administrative Officer and the Clerk; and,  Purpose of the amendment to Item 4.2.3.1. Council asked and received a response from staff regarding:  Timeline to re-open the procedural by-law if further changes were requested;  How to handle the feedback received; and, 10  Opportunity to make further amendments to the procedural by-law to include the publishing of the Agenda's earlier. A motion was brought forward by Councillor H. Sidhu, seconded by Councillor K. Wilkinson THAT Council amends the motion to add and THAT Council direct staff to report back at the September 23rd Regular Council Meeting on the municipal best practices and the recommendations included in the delegation heard by B. Wolfe at the August 26th Regular Council Meeting and to present those recommendations in